Course Name : Course on Computer Concepts (CCC)

Unit Name : Introduction to computer

TABLE OF CONTENT
UNIT NUMBER 1/8
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Syllabus

1.1 Objectives

1.2 What is Computer

1.2.1A Introduction to Computer

1.2.1B History of Computers

1.2.1C First generation computer

1.2.1D Second generation computer

1.2.1E Third generation computer

1.2.1F Fourth generation computer

1.2.1G Fifth generation computer

1.2.2 Characteristics of Computer System

1.2.3 Basic Applications of Computer

1.3 Components of computer system

1.3.1 Central Processing Unit (CPU)

1.3.2A Keyboard

1.3.2B Mouse

1.3.2C Visual Display Unit (VDU)

1.3.3A Other input devices

1.3.3B Scanner

1.3.3C Barcode Reader

1.3.3D Joystick

1.3.4A Other output devices

1.3.4B Printer

1.3.4C Plotter

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1.3.4D Speaker

1.3.5A Computer memory

1.3.5B Types of Memory

1.3.5C Secondary memory

1.4 Concept of Hardware and Software

1.4.1 Hardware

1.4.2A Software

1.4.2B Application Software

1.4.2C Systems Software

1.4.3A Programming Languages

1.4.3B Types of Programming Languages

1.4.3C Machine Languages

1.4.3D Assembly Languages

1.4.3E High Level Languages

1.5 Representation of data/information

1.5.1A Computer - Number system

1.5.1B Decimal number system

1.5.1C Binary number system

1.5.1D Octal number system

1.5.1E Hexadecimal number system

1.5.1F Conversions from one system to another system

1.6 Concept of Data processing

1.6.1 Data Processing

1.7 Applications of IECT

1.7.1A Application of IECT

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1.7.1B e-Governance

1.7.2A Multimedia

1.7.2B Entertainment

1.8 Summary

1.9 Model Questions

Assessment 1

Assessment 2

References

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Chapter: 1.1 Objectives

Objectives

• At the end of this course, the user will be able to

 Understand what is computer.
 About the construction and parts of the computer.
 Explore the input and output components of the computer system.
 Understand the concept of hardware and software.
 Understand the representation of data/information and concept of data
processing.
 IECT (Information Electronics and Communication Technology) with reference
to e-Governance.
 Know the application of IECT in multimedia and entertainment.

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Chapter: 1.2 What is Computer

Topic: 1.2.1A Introduction to Computer

Introduction to Computer
• Computers are machines that perform tasks (or) calculations according to a set of
instructions.
• The Computer is an electronic device that,
 Accepts (reads) data from the input device
 Processes the data by performing calculations and operations on it as per
instructions
 Generates (writes) the desired output results on to the specified output
devices.
• Nowadays, computers are an important part of our lives.
• The term "Computer" is derived from the Latin word "Computare" which means "to
compute" or "to calculate".
• It was originally invented to make calculations quickly and precisely.

Major Components of Computer

• The major components of a computer are:
 Central Processing Unit (CPU)
 Memory Unit
 Input Unit
 Output Unit

FIG 1.1: Components of Computer

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FIG 1.2: General Processing of Computer

• Central Processing Unit (CPU)
 The CPU is the heart of the computer, this unit actually executes instructions.
 The major sections of CPU are:
 Control Unit (CU)
 Arithmetic and Logical Unit (ALU).
 Control Unit (CU)
 Controls the operations that take place in various parts of a computer by
sending electronic signals.
 Arithmetic Logic Unit (ALU)
 It performs all arithmetic and logical operation for program execution.
• Memory Unit
 Memory is a device that stores computer's data and programs.
 The two types of memory are
 Primary Memory (Internal)
 Secondary Memory (External)

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• Input Unit
 This unit is used to give data to the computer by the user.
 Keyboard, mouse, light pen, microphone, touch screen, joystick are few input
devices.
• Output Unit
 This unit is used to display result generated by the computer.
 Monitor, printer, speaker are a few direct output devices.

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Chapter: 1.2 What is Computer

Topic: 1.2.1B History of Computers

History of Computers

• During the 20th century, at the initial stage calculations were done by mechanical
computing devices.
• "Abacus" was the first mechanical computing device introduced by the Chinese.
• It is a manual calculating device used for addition and subtraction.

FIG 1.3: Abacus

• Napier's bones were the next device for multiplication by an English

mathematician, John Napier in the 16th century.
• It performs operations like multiplication, division, extracting square roots and
diagonal modification.
• Slide Rule was developed by an English mathematician, Edmund Gunter in the
16th century.
• It could perform operations like addition, subtraction, multiplication and division.

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FIG 1.4: Slide rule

• In 1673, Leibniz's multiplication and dividing machine were introduced which could
do both multiplication and division.
• Punch card system was developed in 1801 by Jacquard.

FIG 1.5: Punch card

• Then "Analytical machine" was developed by Charles Babbage that was intended
to be completely automatic.

FIG 1.6: Analytical machine

• The computer has evolved from large-sized (occupying the big room) simple
calculating machine to smaller (palm sized) but more powerful machines, capable
of doing highly complex calculations.

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• The evolution of computers to the current state is defined in terms of generation of

computers.
• . The generation is described as a stage of technological development or innovation.
• The technological development in the field of computers not only refers to the
improvements made to the hardware technologies, but also the improvements
made to the software technologies.
• There are typically five generations of computers, based on the technology used:

Generations of computers Technology Employed

First Generation Computer (1940-1956) Vacuum tubes

Second Generation Computer (1956-1963) Transistor

Third Generation Computer (1964-1971) Integrated Circuits

Fourth Generation Computer (1971-Present) VLSI

Fifth Generation Computer (Present and Beyond) Artificial Intelligence

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Chapter: 1.2 What is Computer

Topic: 1.2.1C First generation computer

First generation computer (Not in use)

• The period of first generation computer was 1940-1956 using vacuum tubes.
• Hardware technology
The First generation of computers started using vacuum tubes as the basic
components for memory and circuitry for CPU (Central Processing Unit).

FIG 1.7: Vacuum tubes

 The input to the computer was through punched cards and paper tapes.
 The output was displayed as printouts.
• Software Technology
 The instructions were written in machine language which uses 0’s and 1’s for
coding of the instructions.
 The first generation computers could solve one problem at a time.
• Physical Appearance
 These computers were large in size and required a large room for
installation.

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FIG 1.8: First generation computer

• Examples
 EDVAC (Electronic Discrete Variable Automatic Computer)
 EDSAC (Electronic Delay Storage Automatic Calculator)
 UNIVAC (UNIVersal Automatic Computer)
 ENIAC (Electronic Numerical Integrator And Computer)
• Application
 Main application areas where scientific computation, record keeping, payroll
processing, etc.

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Chapter: 1.2 What is Computer

Topic: 1.2.1D Second generation computer

Second generation computer (Not in use)

• The period of second generation computer was 1956-1963 using transistors.

FIG 1.9: Transistors

• Hardware technology
 Transistors replaced the vacuum tubes of the first generation of computers.
 During this generation using the transistor were cheaper, consumed less
power, more compact in size, more reliable and faster than the first generation
machines.
 The transistors were far superior to the vacuum tube.
 Compared to the first generation, these computers were smaller, faster and
energy efficient.
 In this generation, magnetic cores were used as primary memory. The
magnetic tape and magnetic disks were used as secondary memory.
 The Second generation computers still relied on punched cards and printouts
for outputs.
 They used the concept of a stored program, where the instructions were stored
in the memory of the computer.
• Software Technology
 The instructions were written using the assembly language.

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 Assembly language used mnemonics like ADD for addition and SUB for
subtraction for coding of the instructions.
 Assembly language is easier than the machine language.
 High-level programming languages, such as COBOL and FORTRAN were also
developed during this period.
 The first computer of Second generation was developed for the atomic energy
industry.
• Physical Appearance
 Transistors are smaller in size compared to vacuum tubes, so the size of the
computer was also reduced.

FIG 1.10: Second generation computer

• Examples
 PDP-8, IBM 1401, CDC 1604 and IBM 7090.
• Advantages
 Second generation computers moved from cryptic binary machine language to
symbolic or assembly languages. This allowed programmers to specify
instructions in words.
• Disadvantage
 High cost, limited to special purpose tasks.
• Applications
 The cost of products in the second generation was high, but lesser than the
first generation computer.

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Chapter: 1.2 What is Computer

Topic: 1.2.1E Third generation computer

Third generation computer (Not in use)

• The period of third generation was 1964-1971 using Integrated Circuits (IC's)

FIG 1.11: Integrated Circuits (IC's)

• Hardware Technology
 The third generation computers used the Integrated Circuit (IC's) chips.
 In an IC chip, multiple transistors are placed on a silicon chip.
 Silicon is a type of semiconductor.
 The use of IC chip increased the speed and the efficiency of computers.
 The keyboard and monitor were used instead of the punched cards and
printouts.
• Software Technology
 In this generation, Remote processing, Time-sharing, Real-time, Multi-
programming Operating System (OS) were used.
 Operating System allowed different applications to run at the same time.

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 High-level languages were used mostly for programming, instead of machine

language and assembly language.
• Computing Characteristics
 The computation time was in nanoseconds (10-9 sec).
• Physical Appearance
 The size of these computers was quite small compared to the second
generation computers.

FIG 1.12: Third generation computer

• Examples
 NCR 395, B6500, IBM-360, IBM-370, PDP 11.
• Disadvantage
 Limited storage capacity.
• Application
 Computers were produced commercially, and were smaller and cheaper than
the first and second generation computers.
 Used for both commercial and scientific applications.

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Chapter: 1.2 What is Computer

Topic: 1.2.1F Fourth generation computer

Fourth generation computer

• The period of the fourth generation was 1971-Present using Large Scale
Integration (LSI) and Very Large Scale Integration (VLSI) circuits.
• The fourth generation computers were designed by using a microprocessor.

FIG 1.13: Microprocessor

• Hardware Technology
 The technology used is Large Scale Integration (LSI) and the Very Large Scale
Integration (VLSI) circuits.
 Thousands of transistors are integrated on a small silicon chip using LSI
technology.
 VLSI allows hundreds of thousands of components to be integrated in a small
chip.
 Microprocessor is a chip containing millions of transistors and components
designed using LSI and VLSI technology.
 Semiconductor memory replaced the earlier magnetic core memory, resulting
in faster access to storage.

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 Secondary storage device like magnetic disks became smaller in physical size
and larger in capacity. The linking/networking of computers is another key
development of this era.
• Software Technology
 Several new Operating Systems like the MS-DOS and MS-Windows
developed during this time.
 This generation of computers supported Graphical User Interface (GUI).
 The GUI is a user-friendly interface that allows user to interact with the
computer via menus and icons.
 High-level programming languages are used for writing programs.
• Physical appearance
 They are smaller than the computers of the previous generation.
 Some can even fit into the palm of the hand.

FIG 1.14: Fourth generation computer

• Examples
 Intel 4004 chip was the first microprocessor.
 IBM introduced the first computer for home use in 1981.
 In 1984, Apple introduced the Macintosh.
• Disadvantage

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 The latest technology and highly skilled staffs are required for manufacturing
of microprocessors, so it is difficult to build.

• Application

 They became widely available for commercial purposes like billing and
computing machines.

 Computers became more powerful, they could be linked together to form

networks, which eventually led to the development of the internet usage.

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Chapter: 1.2 What is Computer

Topic: 1.2.1G Fifth generation computer

Fifth generation computer

• The period of fifth generation is present and beyond date using Ultra Large Scale
Integration (ULSI).
• Recent research has focused on developing the "thinking computers" that is "Artificial
intelligence (AI)".
• This generation is based on parallel processing hardware and AI (Artificial
Intelligence) software.

FIG 1.15: Artificial intelligence

• Hardware Technology
 The VLSI technology became ULSI (Ultra Large Scale Integration) technology,
which enabled to store millions of components on a single chip.
• Software Technology
 AI (Artificial Intelligence) software which includes areas like Expert System
(ES), Natural Language Processing (NLP), speech recognition, voice
recognition, robotics, etc.
 All the high level languages like C and C++, Java, .Net, etc., are used in this
generation.
• Examples
 Robot

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FIG 1.16: Robot

• Application
 This generation of computers uses parallel processing that allows several
instruction to be executed in parallel, thus results in faster processing speed.
 The Intel dual core microprocessor uses parallel processing.
 Mainly used for high-level scientific applications in the areas of space research
and defence.

FIG 1.17: Comparison between Generations of computers

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Chapter: 1.2 What is Computer

Topic : 1.2.2 Characteristics of computer system

Characteristics of computer system

• Computers have some important features which have made them so popular.
• The key characteristics of computers are
 Speed
 Accuracy
 Diligence/Industrious
 Versatility
 Storage capacity
• These features are basically the reasons for which the computers were originally
built.
Speed
• A computer can work at enormously high speed.
• Computers can process data very fast, at the rate of millions of instructions per
second.
• Some calculations that would have taken hours and days to complete by human,
but it can be completed in a few seconds using the computer.
• For example, calculation and generation of salary slip of thousands of employees
of an organization, weather forecasting that requires analysis of a large amount of
data related to temperature, pressure and humidity of various places, etc.
• A powerful computer is capable of performing about 3-4 million simple arithmetic
operations per second.
• The speed of the computer is measured in microseconds (10-6), nanoseconds
(10-9) and also picoseconds (10-12).
• A unit for the speed of the processor is usually in Millions of Instructions Per
Second (MIPS).

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Accuracy
• The computer can produce highly accurate and reliable results.
• The degree of accuracy is determined by the design of the computer.
• Computers perform all jobs with 100% accuracy.
• For example, the computer can accurately give the result of division of any two
numbers up to any no. of decimal places, as decided by the user.
• The errors in computer are due to human and inaccurate data - Computer as such
will never make mistakes.
Diligence/ Industrious
• Computers can perform long and complex calculations with the same speed and
accuracy from the start till the end.
• Computers are free from tiredness and lack of concentration, even if it is working
for a long period of time.
• If millions of calculations are to be performed, a computer will perform every
calculation with the same accuracy.
• Due to this capability, it overpowers human being in the routine type of work.
Versatility
• A computer is a very versatile machine.
• Computers are very flexible in performing the different jobs at the same time.
• This machine can be used to solve the problems relating to different fields.
• At one moment, the user may solve a complex scientific problem and the very
next moment user may play music or print document.
Storage capacity
• Storage memory is a very important characteristic of computers.
• Large volumes of data and information can be stored in the computer and also
retrieved whenever required.
• Computer memory is normally classified as Primary and Secondary memory
• A limited amount of data can be stored, temporarily, in the primary memory.
• Secondary storage devices like floppy disk, memory card and Hard disk can store
a large amount of data permanently.

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• It can store any type of data such as images, videos, text, audio and/or any other
type.
Disadvantages
• Computer can only perform tasks that it has been programmed to do.
• Computer cannot do any work without instructions from the user.
• It executes instructions as specified by the user and does not take its own
decisions.

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Chapter: 1.2 What is Computer

Topic: 1.2.3 Basic applications of computer

Basic applications of computer

• Computers play a vital important role in our daily life.
• Computer helps in the development of communication and information technology
around worldwide.
• It is a social tool that adds job skills necessary for the modern world (teach online
interaction, how to type, use of programs, etc).
• It is also used to get information about reservation of tickets, books in a library,
medical history of a person, place in a map, etc.
• The various applications of the computer in the field are, but not limited to:
 Education
 Communication
 Banking
 Medical
 Scientific Research
 Entertainment
 Government
 Business
 Designing

Education
• Computers are extensively used, as a tool and as an aid, for the education
system.
• Educators use computers to prepare notes and presentations.
• In the field of teaching in particular, the wide use of computers is evident in
different schools in elementary, high schools, colleges and universities.

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• Computers used for education, which allows the students to learn modern tools
and knowledge that will make users to understand possible technological changes
in the future.
• Computers are used to develop computer-based training packages, to provide
distance education using the e-learning software, and to conduct online
examinations.

FIG 1.18: Computers in classroom

Communication
• Communication means to send a message, which may be a text explanation,
information, a picture or speech that is received and understood clearly by the
person for whom it is meant.
• The main use of the internet is the main use to establish communication of users
through computers.
• The communication through computers helped to know many things and also
used to interact with many new peoples on social websites like Facebook, Yahoo,
Orkut, twitter, etc.
• At present satellites are used to communicate all over the world and it is controlled
and operated by computers.

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FIG 1.19: Mail communication

FIG 1.20: Social websites

Banking
• Banking is mainly depending on the computers for their transaction (fund transfer).
• Banks also give on-line accounting facility, which includes current balances,
deposits, overdrafts, interest charges, shares and trustee records.
• ATM machines controlled by computer help lot of the people to get money from
their accounts at any time in an easy and fast way.
• It helps bank to operate more efficiently and effectively.
• Without computers, it would be very hard for a bank to offer good customer
service day in and day out.

FIG 1.21: ATM banking

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Medical
• Computers are now becoming an important part of all medical systems.
• Computers are used in hospitals to keep the records of the patients and
medicines.
• It is mainly used for diagnosing the diseases by scanning, ECG, EEG, CT scans, etc.
• Nowadays, computers are also used for performing surgery. For example key-hole
surgery.

FIG 1.22: Surgery by Robot

Scientific research

• Scientists use computers for performing complex scientific calculations, for

designing and making drawings and also for simulating and testing the designs.
• Computers are used for storing the complex data, performing complex calculations
and for visualizing 3-dimensional objects for the use of researches.
• Launching rockets, space exploration are the main usage of computer in the
world.
• The development in scientific technology and new inventions by scientists are only
with the help of the computers.

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FIG 1.23: Scientific research

Entertainment
• Computers had a major impact on the entertainment industry.
• People look forward for an entertainment and recreation, to reduce their stress
and strains of their complex machine like schedules.
• There are many numbers of entertaining things developed with the help of
computers. For example, movie using animation, development of music.
• With the advent of the internet, computers are means of entertainment such as
watching shows, movies and videos.
• The computers are also used to listen music, download and share music, create
music using computers, etc.

FIG 1.24: Entertainment

Government

• Computers are used by the government in various ways.

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• The government uses computers to manage its own operations and also for
e-Governance.
• Government websites are more useful to the peoples.
• Computers are used to pay all the taxes online, apply for all government related
jobs, e-Filing tax returns, pay electricity bills, apply for PAN (Permanent Account
Number) card, apply for passports and to access property & asset related records.

FIG 1.25: Filing tax

Business
• On-line purchase of any items becomes the order of the day.
• Booking of tickets through on-line for flight, train, bus, movies, and hotels etc.
made easier.
• On-line advertisement for buying and selling, online matrimonial for marriages
make life easier.
Designing
• Computers are widely used in engineering design and manufacturing.
• Today in fashion design has reached new heights by computer aided methods of
design.
• New software programs continue to replace old manual skills.

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• Computer-aided Design (CAD), also known as Computer-Aided Design and

Drafting (CADD), is the use of computer technology for the process of design and
design-documentation.
• Various structural engineering software is used for designing of ships, buildings,
budgets, airplanes, etc.
• In Industrial engineering, computers are used to deal with design, implementation
and improvement of integrated systems of people, materials and equipment.
• In architectural engineering, computers help in planning towns, designing
buildings, determining a range of buildings on a site using both 2D and 3D
drawings.

FIG 1.26: Architectural designing

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Chapter: 1.3 Components of Computer System

Topic: 1.3.1 Central Processing Unit (CPU)

Central Processing Unit (CPU)

• The Central Processing Unit (CPU) is the brain of the computer, it is a part of a
computer which interprets and executes instruction.

FIG 1.27: Central Processing Unit

• CPU stands for Central Processing Unit. It is also known as microprocessor or

processor.

FIG 1.28: Processor

• The task of performing operations like arithmetic and logical operations is called
processing.
• The CPU takes data and instructions from the storage unit and makes all sorts of
calculations based on the instructions given and the type of data is provided. It is
then sent back to the storage unit.

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• It processes the instructions that it collects by decoding the code in programs.

• The CPU chip is usually in the shape of a square or rectangle and has one
notched corner to help place the chip into the motherboard properly.
• The main functions of the CPU are to Fetch, Decode, Execute and Write back.

FIG 1.29: CPU Processor in Motherboard

Functional block of CPU

• The two components in CPU are,
 Arithmetic and logic unit (ALU)
 Control Unit (CU)

FIG 1.30: Functional block of CPU

• Arithmetic and logic unit (ALU)

 The ALU performs arithmetic and logical operations.

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 Arithmetic operations include addition, subtraction, multiplication and division.

 Logical operations compare numbers, letters and special characters.
 The ALU is a fundamental building block of the Central Processing Unit of a
computer.
• Control Unit (CU)
 A Control Unit (CU) handles all processor control signals.
 It directs all input and output flow, fetches code for instructions from micro
programs and directs other units and models by providing control and timing
signals.
 Control Unit is designed in two ways;
 Hardwired control
 Micro program control
 Hardwired control
 The design is based on a fixed architecture. The CU is made up of flip-
flops, logic gates, digital circuits and encoder & decoder circuits that are
wired in a specific and fixed way.
 Micro program control
 Micro programs are stored in a special control memory and are based on
flowcharts.
 They are replaceable and ideal because of their simplicity.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.2A Keyboard

Keyboard

• Keyboard is an input device.

FIG 1.31: Keyboard

• It is used to enter data into a computer and it is similar to a typewriter keyboard.

• A keyboard is usually includes alphabetic, numerical and common symbols used
in everyday transcription.
• Most of the keyboards have 80 to 110 keys including,
 Typing (Alphanumeric keys)
 A numeric keypad
 Function keys
 Control keys
• Typing (Alphanumeric keys)
 The typing keys include the letters of the alphabet, generally laid out in the
same pattern used for typewriters.
 Which include same letter, number, punctuation, and symbol keys.
• A numeric keypad

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 The numeric keypad is a more recent addition to the computer keyboard.

 It is handy for entering numbers quickly. The 17 keys are grouped together in
a block like a conventional calculator or adding machine.
• Function keys

 Keys that act as shortcuts for performing certain functions such as saving files
or printing data.
 Function keys usually are lined along the top of the keyboard labeled F1
through F12.
 A program is capable of not only using individually, each of the function keys,
but also combining the function keys with the ALT or CTRL key, for example,
Microsoft Windows users can press ALT + F4 to close the program currently
active.
• Control keys
 These keys are used alone or in combination with other keys to perform certain
actions.
 The most using control keys are Insert, Home Page up, Page down, Delete,
End, Ctrl, Windows key.
• Some of the frequent uses key combinations are,
 Ctrl+F4 - Exit
 Ctrl+A - Select all
 Ctrl+C - Copy
 Ctrl+V - Paste
 Ctrl+B - Bold
 Ctrl+S - Save

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Chapter: 1.3 Components of Computer System

Topic: 1.3.2B Mouse

Mouse

• Mouse is an input device for computers.

• It is also called as a pointing device which contains an optical in its base.

FIG 1.32: Mouse

• The development of Graphical User Interfaces (GUI) has made the computer
mouse a standard input device, it is now practically available on any PC (Personal
Computer).
• The most conventional mouse has two buttons, the left and the right click. Left one
is used most frequently for clicking.
• The left click lets the user click once to send a "Select" indication that provides the
user with feedback that a particular position has been selected for further action.
• The next click on a selected position or two quick clicks on it causes a particular
action to take place on the selected object.
• The right click, usually provides some less-frequently needed capability.
• Use of right click.

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 Right-clicking an item, usually displays a list of things user can do with the
item.
 For example, when user right-clicks the Recycle Bin on your desktop, users
will see a menu with options to open it, empty it, rename it, or see its
properties.

FIG 1.33: Right clicking a mouse

 If you're ever unsure of what to do with something, right-click it.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.2C Visual Display Unit (VDU)

Visual Display Unit (VDU)

• The VDU called as monitor looks like a TV screen.

FIG 1.34: Visual Display Unit

• A monitor or display (sometimes called a Visual Display Unit) is an electronic

visual display for computers.
• The monitor comprises the display device, circuitry, and an enclosure. The display
device in modern monitors is typically a thin film transistor liquid crystal
display (TFT-LCD) thin panel, while older monitors use a cathode ray tube about
as deep as the screen size.
• Monitors available in 14", 15", 17" and even 21 to 30" in size.
• It is used to get the data in the form of soft copy. Their functioning is exactly
similar to the television.
• It contains a CRT which emits the electrons to trace a regular pattern of horizontal
lines on the screen.

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Features of Monitor

• Most modern monitors will switch to a power-saving mode if no video-input signal

is received.
• This allows modern Operating Systems to turn off a monitor after a specified
period of inactivity. This not only saves power consumption; but also extends the
monitor's service life.
• The monitors having the highest resolution are often used in the graphic arts and
film industries etc.

Developmental changes in Monitor [From beginning until now]

CRT monitor → LCD monitor → LED monitor → UHD monitor

FIG 1.35: Stages of monitor

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Chapter Name : 1.3 Components of Computer System

Topic: 1.3.3A Other Input Devices

Input Device
• Input devices are devices used to input data or information into a computer.
Other Input devices
• An input device components such as,
 Scanner
 Barcode Reader
 Joystick
 Touch Screen
 Web cam
 Microphone

FIG 1.36: Input Devices

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Chapter: 1.3 Components of Computer System

Topic: 1.3.3B Scanner

Scanner
• A scanner is an input device that scans any documents such as photographs and
pages of text.
• Scanners are used to import a picture or document into the computer for sending
or printing.

FIG 1.37: Scanner

• Scanner works by placing the object to be scanned on the glass surface.

• While scanning a camera moves across the object, capturing the image and
storing it on the computer.
• When a document is scanned, it is converted into a digital format.
• Scanners have become an important part of the office over the last few years,
where file can be sent over the internet at a faster speed.
• The various types of scanners are,
 Flatbed scanner
 Sheet-fed scanner/ Auto feeder
 Hand held scanner
 Drum scanner

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• Flatbed scanner
 A flatbed scanner is a type of scanner or copier that uses a flat, glass surface
for scanning documents or other objects.

FIG 1.38: Flatbed Scanner

• Sheet-fed scanner/Auto feeder

 A sheet fed scanner is a type of scanner that scans only one piece of paper at
a time and it has no room for bulky objects like books and other material.

FIG 1.39: Sheet-fed Scanner

• Handheld scanner

 A handheld scanner is a small scanning device used for digitizing images.

 Handheld scanners use the same basic technology as a flatbed scanner, but
rely on the user to move them instead of a motorized belt.

FIG 1.40: Handheld Scanner

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• Drum scanner

 A drum scanner is a type of scanner used to capture the highest resolution of

an image.

FIG 1.41: Drum Scanner

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Chapter: 1.3 Components of Computer System

Topic: 1.3.3C Barcode Reader

Barcode Reader

• A barcode reader, also called as price scanner or Point-of-sale (POS) scanner.

• It is a handheld or stationary input device used to capture and read the information
contained in a bar code.

FIG 1.42: Barcode Reader

• Like a flatbed scanner, it consists of a light source, a lens and a light sensor
translating optical impulses into electrical ones.
• It contains a light sensitive detector which identifies the values of the bars on the
product and converts them into numeric code.
• These Barcode readers are used in shopping malls in a very large scale, to read
the article code and price.
• Bar codes are often used to help organize and index information or prices about
an object.
• Additionally, nearly all barcode readers contain decoder circuitry analyzing the
barcode's image data provided by the sensor and sending the barcode's content
to the scanner's output port.
• A perfect example of a barcode reader is a super market bar code scanner that
reads and logs the price of a product.

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• There are five basic kinds of barcode readers such as,

 Pen Wands
 Slot Scanners
 Charge-Couple Device (CCD) Scanners
 Image Scanners
 Laser Scanners

• Pen Wand
 Pen wand is the simplest bar code reader. It contains no moving parts and is
known for its durability and low cost.
 A pen wand can present a challenge to the user, however, because it has to
remain in direct contact with the bar code, must be held at a certain angle, and
has to be moved over the bar code at a certain speed.

• Slot Scanner
 Slot scanner remains stationary and the item with the bar code on it is pulled
by hand through the slot.
 Slot scanners are typically used to scan bar codes on identification cards.

• Charge Coupled Device (CCD) Scanner

 The Charge Coupled Device scanner has a better read-range than the pen
wand and is often used in retail sales.
 Typically, a CCD scanner has a "gun" type interface and has to be held no
more than one inch from the bar code.
 Each time the bar code is scanned, several readings are taken to reduce the
possibility of errors.
 A disadvantage of the CCD scanner is that it cannot read a bar code that is
wider than its input face.
• Image scanner
 The Image scanner is also called a camera reader, which uses a small video
camera to capture an image of the bar code and then uses sophisticated digital
image processing techniques to decode the bar code.

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 It can read a bar code from about 3 to 9 inches away and generally costs less
than a laser scanner.
• Laser Scanner
 The Laser scanner is either handheld or stationary, does not have to be close
to the bar code in order to do its job.
 It uses a system of mirrors and lenses to allow the scanner to read the bar
code regardless of orientation, and can easily read a bar code up to 24 inches
away.
 To reduce the possibility of errors, a laser scanning may perform up to 500
scans per second. Specialized long-range laser scanners are capable of
reading a bar code up to 30 feet away.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.3D Joystick

Joystick

• A joystick is an input device consisting of a stick that pivots on a base and reports
its angle or direction of the device it is controlling.

FIG 1.43: Joystick

• A joystick, also known as the control column, it is the principal control device in
the cockpit of many civilian and military aircraft, either as a center stick or side-
stick.
• It often has supplementary switches to control various aspects of the aircraft's
flight.
• Joysticks are often used to control video games, and usually have one or more
push-buttons whose state can also be read by the computer.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.4A Other Output Devices

Other Output Devices

• The devices which are used to display the data/information to the user either in
the form of hard copy or soft copy are called output devices.
• Output device converts data from binary form to human readable form.
• An output devices are such as,
 Printer
 Plotter
 Speaker

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Chapter: 1.3 Components of Computer System

Topic: 1.3.4B Printer

Printer

• A printer is an electromechanical device which converts the text and graphical

documents from electronic form to the physical form.
• Generally they are the external peripheral devices which are connected with the
computers or laptops through a cable or wirelessly to receive input data and print
them on the papers.
• A wide range of printers are available with a variety of features ranging from
printing black and white text documents to high quality colored graphic images.
• Quality of printer is identified by its features like color quality, speed of printing,
resolution etc.
• Modern printers come with multipurpose function i.e. they are combination of
printer, scanner, photocopier, fax, etc.
Types of printer
• There are different types of printers and those are,
 Dot matrix printer
 Inkjet printer
 Laser printer
• Dot matrix printer
 It is a popular computer printer that prints text and graphics on the paper by
using tiny dots to form the desired shapes.

FIG 1.44: Dot matrix Printer

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• Inkjet printer
 Inkjet printing is a type of computer printer that creates a digital image by
propelling droplets of ink onto paper, plastic, or other substrates.

FIG 1.45: Inkjet Printer

• Laser printer

 Laser printing is an electrostatic digital printing process that rapidly produces

high quality text and graphics by passing a laser beam over a charged drum to
define a differentially charged image.

FIG 1.46: Laser Printer

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Chapter: 1.3 Components of Computer System

Topic: 1.3.4C Plotter

Plotter

• The plotter is a computer printer for printing vector graphics.

FIG 1.47: Plotter

• A plotter is a printer that interprets commands from a computer to make line

drawings on paper with one or more automated pen.
• A plotter is a computer hardware device similar to a printer that uses a pen, pencil,
marker or other writing tool to make a design.
• The plotters were the first type of printer that could print with color and render
graphics and full-size engineering drawings.
• Plotters are much more expensive than normal printers.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.4D Speaker

Speaker

• Computer speakers, or multimedia speakers, are speakers attached external to a

computer, for better sound to view video, play audio and doing some graphic
entertainment work.

FIG 1.48: Speaker

• Speakers are transducers that convert electromagnetic waves into sound waves.
• The speakers receive audio input from a device such as a computer or an audio
receiver, this input may be either in analog or digital form.
• Analog speakers simply amplify the analog electromagnetic waves into sound
waves.
• Since sound waves are produced in analog form, digital speakers must first
convert the digital input to an analog signal, then generate the sound waves.
• The internal amplifiers require an external power source, usually an AC adapter.
• Speakers typically come in pairs, which allow them to produce stereo sound. This
means the left and right speakers transmit audio on two completely separate
channels.

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• By using two speakers, music, sounds much more natural since our ears are used
to hear sounds from the left and right at the same time. Surround systems may
include four to seven speakers (plus a subwoofer), which creates an even more
realistic experience.
• There are different types of speakers available according to the sound system are.
 2.1 Speakers
 5.1 Speakers
 7.1 Speakers

• 2.1 Speakers
 2.1 speakers are basically a pair of stereo speaker and a powered subwoofer.

FIG 1.49: 2.1 Speaker

• 5.1 Speakers
 5.1 Speaker is the common name for six channel surround sound multichannel
audio systems.
 5.1 is now the most commonly used layouts in both
commercial cinemas & home theaters. It uses five full bandwidth channels
and one low - frequency effects channel.

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FIG 1.50: 5.1 Surround Speaker

• 7.1 Speakers
 7.1 Speaker is the common name for an eight-channel surround audio system
commonly used in home theatre configurations.
 A 7.1 surround system splits the surround and rear channel information into
four distinct channels, in which sound effects are directed to left and right
surround channels, plus two rear surround channels.

FIG 1.51: 7.1 Surround Speaker

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Chapter: 1.3 Components of Computer System

Topic: 1.3.5A Computer Memory

Computer Memory

• Computer memory is a device that stores computer's data and programs.

FIG 1.52: Computer Memory (RAM)

• It stores program, data results or any kind of information.
• Memory stores binary information, i.e. 0's and 1's in internal storage areas in
the computer.
• Moreover, the term memory is usually used as a shorthand for physical memory,
which refers to the actual chips capable of holding data.
• Some computers also use virtual memory, which expands physical memory onto
a hard disk.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.5B Types of Memory

Types of Memory

• The computer memory is divided into two types are,

 Primary or main memory
 Secondary memory

FIG 1.53: Types of Memory

Primary memory
• Primary memory is used for immediate access of data by the processor.
• Most computer systems around the world use primary memory.
• While primary memory storage demonstrates faster processing ability, it is costly
and hence is not largely used for data storage.
• Primary memory can be divided into two types.
 RAM (Random Access Memory)
 ROM (Read Only Memory)
RAM (Random Access Memory)
• RAM is the central storage unit in a computer system.

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• It is the place in a computer where the Operating System, application programs

and the data in current use are kept temporarily so that they can be accessed by
the computer’s processor.
• The information stored in the RAM is typically loaded from the computer's hard
disk, and includes data related to the Operating System and certain applications.

FIG 1.54: RAM (Random Access Memory)

• There are primarily two forms of RAM:
 Static RAM (SRAM)
 Dynamic RAM (DRAM)
Static RAM (SRAM)
• SRAM is more expensive among other forms of RAMs, SRAM uses bistable
latching circuitry to store one bit each, and hence it is faster than its counterpart.
• Its high price prevents it from being widely used in everyday computing machines,
but many modern machines use SRAM as the processor's cache register.
Dynamic RAM (DRAM)
• DRAM is widely used in modern computers as primary memory, DRAM is slower
than SRAM, but is inexpensive due to its one transistor-one capacitor paired
assembly of memory storage.
• The Example of dynamic RAM such as DDR2, DDR3 RAM.
ROM (Read Only Memory)
• Unlike RAM, ROM is a permanent form of storage. ROM stays active regardless
of whether the power supply to it is turned on or off.

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• In spite of this, ROM was used (in rare cases is still used) as the primary device
for most computers back in the 80’s. This was because ROM devices do not allow
data stored on them to be modified.
• As the name itself suggests, data can only be accessed and read by the user, not
overwritten, upgraded, or modified.
• It is an ideal choice for bootable devices for old computers, programmable
interpreters, and the portable OS files carrier.
• The system programs stored on a ROM device could never be altered and hence,
stayed secure for use.

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Chapter: 1.3 Components of Computer System

Topic: 1.3.5C Secondary memory

Secondary memory

• Secondary memory refers to storage devices, such as hard drives and Solid State
Drives (SSD). It may also refer to removable storage media, such as USB flash
drives, memory chips/cards, CDs, and DVDs.
• Secondary memory is much slower than primary memory, however, it typically
offers a far greater storage capacity.
• For example, a computer may have a one Terabyte hard drive, but only 16GB
(gigabytes) of RAM. That means the computer has roughly 64 times more
secondary memory than primary memory.
• Additionally, secondary memory is non-volatile, meaning it retains its data with or
without electrical power. RAM on the other hand, is erased when a computer is
shut down or restarted.
• Therefore, secondary memory is used to store "permanent data," such as
the Operating System, applications, and user files.
• The secondary memory, such as
 Floppy disk
 Magnetic tape
 Hard disk drive
 Optical disk
• Floppy disk (Not in use)
 These are small removable disks that are plastic coated with magnetic
recording material.
 This portable storage device is a rewritable media and can be reused a
number of times.

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FIG 1.55: Floppy disk

• Magnetic tape (Not in use)
 The Magnetic tape is Flat, circular platter with metallic coating that is rotated
beneath read/write heads.
 It is a random access Device; read/write head can be moved to any location on
the platter.

FIG 1.56: Magnetic tape

• Hard disk drive

 Another form of auxiliary storage is a hard disk. A hard disk consists of one or
more rigid metal plates coated with a metal oxide material that allows data to
be magnetically recorded on the surface of the platters.
 The hard disk platters spin at a high rate of speed, typically 5400 to 7200
Revolutions Per Minute (RPM).
 Storage capacities of hard disks for personal computers range from 10 GB to
120 GB (one billion bytes are called a gigabyte).

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FIG 1.57: Hard disk

• Optical disk
 An Optical disk is any storage media that holds content in digital format and is
read using a laser assembly is considered optical media.
 The most common types of optical media are Blu-ray, CDs, and DVDs.
 Computers can read and write to CDs (Compact Disk) and DVDs (Digital Video
Disk) using a CD writer or DVD writer drive, and a Blu-ray is read with a Blu-
ray drive.
 Drives such as a CD-R (CD-recordable) and DVD-R (DVD-recordable) drive
that can read and write information to discs are known as magneto-optic (MO).
 CDs can store up to 700 megabytes (MB) of data.

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FIG 1.58: Optical CD

 DVDs can store up to 8.5 GB of data.

FIG 1.59: Optical DVD

 Blu-ray discs, which are the newest type of optical media, can store up to 50
GB of data.

FIG 1.60: Optical Blu-ray

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.1 Hardware

Hardware

• Computer hardware is the physical components like mother board, ROM, RAM
that connects the computer system.
• In other words Computer hardware is the mechanical, electronic and electrical
components that make up a computer system, and controlled by software or
operating system.

FIG 1.61: Computer Hardware

• Computer hardware refers to the components of a computer, such as the monitor,

mouse, keyboard, computer data storage, Hard Drive Disk (HDD) etc.

Components of Hardware

• There are many different kinds of hardware that can be installed inside, and
connected to the outside of a computer.
 Internal hardware device
 External hardware device

• Internal hardware device

 The internal hardware devices that are installed inside CPU include mother-
boards, hard drives, and RAM.

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FIG 1.62: Internal hardware devices

• External hardware devices

 The external hardware devices can be viewed outside. It includes the Central
Processing Unit, keyboard, mouse, speaker, webcam, microphone etc.

FIG 1.63: External hardware devices

• A perfect example of hardware is a computer monitor, which is an output

device that lets user see what you're doing on the computer.
• Without any hardware, your computer would not exist and software would not be
able to run.
• Computer hardware devices are used to perform two critical tasks.
 Giving input instructions to the computer.
 Getting output data from the computer.

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.2A Software

Software

• Software is a collection of instructions that enables the user to interact with a

computer, this set of instruction is often called as a "program".
• A program is a sequence of instruction written to solve a particular problem.
• The software is all the instructions written for the computer's hardware to function
properly.
• For example, without your internet browser software user cannot browse the
internet or read this page and without a software Operating System the browser
would not be able to run on the user's computer.
• Program: A finite set of sequence of instructions.

• Software is often packaged on CD-ROMs and diskettes or downloaded from the

internet.
• Today, much purchased software is downloaded over the Internet.
• Examples of computer software are

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 Windows Operating System

 Microsoft Office
 Device Driver software
 Assembler and compiler software
Note: Above mentioned software are of the respective vendors.

Types of Software

• There are two categories of software are:

 Application software
 System software

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.2B Application Software

Application Software

• Application software is computer software designed to help the user to perform

singular or multiple related specific tasks.
• They act as instructions which direct the hardware to perform specific functions.
• Application software cannot be operated unable to run without the Operating
System and system utilities.
• Application software can be used as a productivity/business tool; to assist with
graphics and multimedia projects.
• Examples of Application Software are
 Microsoft Word
 Microsoft PowerPoint
 Macromedia Freehand
 Adobe Photoshop
 CorelDraw

Note: Above & below mentioned software/Logos are of respective vendors.

FIG 1.64: Application software

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Types of Application software

• General purpose application software is designed to satisfy common needs of
various businesses such as,
 Word processing software
 Database software
 Multimedia software
 Educational software
 Application suites

• Word processing software

 Word processing software enables users to create and edit documents.
 The most popular of this type of software are MS-word, WordPad.

• Database software
 A database is a structured collection of data.
 This database software allows users to store and retrieve data from databases.
 Examples are MS Access, File maker pro and Apple works etc.

• Multimedia software
 The multimedia software allows users to create and play audio and video files.
 They are capable of playing all types of media files.
 Examples of this type of software are Windows Media player and RealTek
Real player.

• Educational software
 The educational software has the capabilities of running tests and tracking
progress.
 It also has the capabilities of collaborative software.
 This type of software is often used in teaching and e-learning.
 Some of the well-known dictionaries like Britannica, Encarta are using this
software.
Note: Above mentioned software are of respective vendors.

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• Application suites
 An application suite consists of a group of applications combined top perform
related functions.
 These application suites come as a bundle of applications like Word processor,
Spreadsheets, Presentation software etc.

• Features of application software

 Application software is close to users.
 This software is easy to understand and manipulate.
 Application software is easy to design.

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.2C System Software

Definition
• Systems software is a set of instructions that serves primarily as an intermediary
between computer hardware and application programs, and may also be directly
manipulated by knowledgeable users.
• It makes the operation of a computer system more effective and efficient.
• Systems software provides important self-regulatory functions for computer
systems, such as
 Loading itself when the computer is first turned on.
 Managing hardware resources such as secondary storage for all applications
and
 Providing commonly used sets of instructions for all applications to use.
• Without using the system software, there may be no computer program that can
be run on a computer system.
• So the system software is an important or indispensable part of the computer
system.

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FIG 1.65: Structure of System Software

Types of System Software

• Operating System (OS)
• Utility Programs
Operating System (OS)
• Operating System is an important system software found almost in all computers.
• Operating System is defined as the program, that instructs the computer how to
work with its various components.
• It helps to manage files and checks the various peripheral devices such as
printers, monitors, etc.
• The OS itself is a collection of programs, these programs translate our instructions
to the computer's language and then translate the computer's response from
computer's language to the user understandable form.

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Utility Programs

• Utility software is a type of system software designed to help analyze, configure,

optimize and maintain the computer.

• A single piece of utility software is usually called a utility or tool.

• Utility software should not be confused with application software, which allows
users to do things like creating text documents, playing games, listening to music
or surfing the web.

• Rather than providing these kinds of user-oriented or output-oriented functionality,

utility software usually focuses on how the computer infrastructure (including the
computer hardware, operating system, application software and data
storage)operates.

• Due to this focus, utilities are often rather technical and targeted at people with an
advanced level of computer knowledge.

• Examples of utility software include,

 Virus scanner - to protect your system from trojans and viruses

 Disk defragmenter - to speed up your hard disk

 System monitor - to look at your current system resources

 File managers - to add, delete, rename and move files and folders

Features of system software such as

• The system software is faster in speed.
• Smaller in size.
• System software is generally written in low level language.

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Difference between Application software and System software

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.3A Programming Languages

Programming Languages
• A programming language is a set of commands, instructions and other syntax use
to create a software program.
• Languages that programmers use to write code are called "high-level languages".
• The code written in high-level language can be compiled into a "low-level
language", which is recognized directly by the computer hardware.

FIG 1.66: Programming languages

• The most basic computer language is the machine language (low-level) that uses
binary (0's and 1's) code which a computer can run (execute) very fast without
using any translator or interpreter program
• The high-level languages (such as Basic, C, Java) are much simpler to use,
but need to use another program (a compiler or an interpreter) to convert the high-
level code into the machine code, and are therefore slower.
• The earliest programming languages preceded the invention of the computer, and
were used to direct the behavior of machines.

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• Thousands of different programming languages have been created, mainly in the

computer field, and many more still are being created every year.
• The description of a programming language is usually split into the two
components such as syntax (form) and semantics (meaning).

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.3B Types of Programming Languages

Types of Programming Languages

• Different languages have different purposes, so it makes sense to talk about

different kinds, or types, of languages. Some types are,
 Machine Languages
 Assembly Languages
 High level Languages

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.3C Machine Languages

Machine Languages

• Machine language is the only language that a computer understands.

• Machine language is a low-level programming language. It is easily understood by
computers, but difficult to read by people.
• Each statement in a machine language program is a sequence of bits. Each bit
may be set to 0 or 1.
• A series of bits represents instructions that a computer can understand. For
example, the number 455 is represented by the bit sequence 111000111.
• Programs written in high-level languages are compiled and/or interpreted
(converted) into machine language (0's and 1's) so computers can execute them.

FIG 1.67: Machine language code

Advantage of machine language

• The only advantage is that program of machine language run very fast because
no translation program is required for the CPU.

Disadvantage of machine language

• It is very difficult to program in machine language.

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• The programmer has to remember a lot of code to write a program which results in
program errors.
• It is difficult to debug the program.

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.3D Assembly Languages

Assembly Languages

• Assembly language is a representation of machine language.

• The program is in alphanumeric symbols instead of 0’s and 1’s. The designer
chooses easy symbols that are to be remembered by the programmer, so that the
programmer can easily develop the program in assembly language.
• The programs written in other than the machine language need to be converted to
the machine language.
• Translators are needed for conversion from one language to another language.
• Assemblers are used to convert assembly language program to machine
language.
• Every processor has its own assembly language.
• The alphanumeric symbols are called mnemonics in the assembly language. The
ADD, SUB, MUL, DIV, etc are some symbols called mnemonics.

FIG 1.68: Assembly language structure

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Advantages of Assembly language

• The symbolic programming in assembly language is easier to understand and
saves a lot of time and effort by the programmer.
• It is easier to correct errors and modify program instructions.

Disadvantages of Assembly language

• One of the major disadvantages is that assembly language is machine dependent.
• A program written for one computer might not run on other computers with
different hardware configuration.

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Chapter: 1.4 Concept of Hardware and Software

Topic: 1.4.3E High Level Languages

High Level Languages

• Procedure-oriented languages are high-level languages. These languages are

employed for easy and speedy development of a program.
• The disadvantages observed with assembly languages are overcome by high-
level languages.
• The programmer does not need to remember the architecture and registers of a
CPU for developing a program.
• The compilers are used to translate high-level language program to machine
language.
• High level languages are designed to be used by the human operator or the
programmer.
• High-level language doesn’t require addressing hardware constraints to a greater
extent when developing a program.
• High level languages have the following features such as, easier to write, easier to
read, easier to maintain, portable can across different CPU families, supports a
wide range of data types.
• Examples of high level language are C, C++, Java, Python etc.
Advantages of High level language

• Testing and debugging a program is easier than in the assembly language.

• Portability of a program from one machine to other.

Disadvantage of High level language

• A disadvantage of high-level languages is that they are usually less powerful and
less efficient, since statements are busy.
• High-level languages also need to be compiled and/or interpreted into machine
language before execution.

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Chapter: 1.5 Representation of Data/Information

Topic: 1.5.1A Computer - Number system

Computer - Number system

• The data input, given to the computer in the form of digits, alphabet, symbols,
video, audio, etc., is understood by computer only as 0’s and 1’s. It converts all
input data into 0’s and ‘1s.
• Each character is represented as a unique combination of 0’s and 1’s.
• Number system is a way to represent a number.
• Number system used in the computer and is classified into:
 Decimal number system
 Binary number system
 Octal number system
 Hexadecimal number system

FIG 1.69: Classification of Number System

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Chapter: 1.5 Representation of Data/Information

Topic: 1.5.1B Decimal number system

Decimal number system

• The prefix- "deci-" stands for 10.
• The decimal numbers are specified with base or radix (10). For e.g. 3456(10) or
3456.
• It consists of 10 digits- 0,1, 2,3,4,5,6,7,8 and 9.
• In the decimal number system, the successive position to the left of the decimal
point represents units, tens, hundreds, thousands etc.,

FIG 1.70: Representation of Place Values

FIG 1.71: Digits Representation of Decimal Number

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Example 1:

FIG 1.72: Position and Weight Representation of Decimal Number

• In this example, decimal number 5319 (10) shows weight of each digit is a power
of 10.
• Each digit also has position number. The first digit on the right is zero, the next
digit is one and so on.

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Chapter: 1.5 Representation of Data/Information

Topic: 1.5.1C Binary number system

Binary number system

• The prefix "bi-" stands for 2.

• The binary numbers are specified with base or radix (2), because it contains only
two numbers (0’s and 1’s). For e.g... 10011 (2).

FIG 1.73: Digits Representation of Binary Number

• The leftmost bit is called Most Significant Bit (MSB) and the rightmost bit is called
Least Significant Bit (LSB).

FIG 1.74: MSB and LSB

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Example

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Chapter: 1.5 Representation of Data/Information

Topic: 1.5.1D Octal number system

Octal number system

• The number system with base or radix digit (8) is known as an octal number
system.
• This system consists of eight digits, i.e. 0,1,2,3,4,5,6 and 7.
• In this system, the largest single digit is 7, which is one less than the base.
• Each position in this number system represents a power of the base number (8).
• The following table explains weight and weight values of octal number.

• To represent an octal digit in a binary system, 3bits (23 = 8) are sufficient.

Example
• The binary equivalent of 26.2(8) is 10110.01(2).

FIG 1.75: Conversion of Binary to Octal Number

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Chapter: 1.5 Representation of Data/Information

Topic: 1.5.1E Hexadecimal number system

Hexadecimal number system

• The number system with base or radix digit is (16) is known as hexadecimal
number system.
• This system requires 16 digits to represent the number.
• The first 10 digits are digits of the decimal system from 0 to 9 and remaining 6
digits are denoted by (A to F) which representing decimal values (10 to 15) where
A=10, B=11, C=12, D=13, E=14, F=15.

FIG 1.76 : Bit Representation

FIG 1.77: Digits Representation of Hexadecimal Number

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Example

• Conversion of binary to hexadecimal.

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Chapter: 1.5 Representation of Data/Information

Topic: 1.5.1F Conversions from one system to another system

Conversion of decimal to binary

• The easiest way to convert decimal to its binary equivalent is to use division
algorithm.
• Divide by two, keep track of the remainder at each step.
• Put a remainder bit as 0, if that number gets divided by two.
• Put a remainder bit as 1, if that number not divided by two.

FIG 1.78: Example for Decimal to Binary Conversion

• The binary equivalent of 67(10) is 1000011(2).

Conversion of binary to decimal

• Multiply each bit by 2n, where n is "weight" of bits.
• The weight is position of the bit, which starts from 0 on the right, then 1 and goes
on.
• Add the result.

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FIG 1.79: Example for Binary to Decimal Conversion

• Decimal equivalent of 11010(2) is 26(10).

Conversion of binary to hexadecimal

• Group bits in fours, starting from the right.
• Convert to hexadecimal digits
• To convert 1011010111(2) to hexadecimal, just substitute the codes.

FIG 1.80: Example of Binary to Hexadecimal Conversion

• The hexadecimal equivalent of 1011010111(2) is 2C7(16)

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Conversion of hexadecimal to binary

• Convert each hexadecimal digit to a four bit equivalent binary representation.
• To convert 10AF (16) to binary, just substitute the codes.

FIG 1.81: Example for Hexadecimal to Binary Conversion

• The Binary equivalent of 10AF (16) is 0001000010101111(2).

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Chapter: 1.6 Concept of Data processing

Topic: 1.6.1 Data Processing

Definition

• Data processing is the process in which the information is gathered/collected and

stored in the form of electronic media and manipulated into a more useful form.

Data Processing Cycles

• The data processing cycle consists of the following steps :

 Input
 Processing
 Output
 Storage

FIG 1.82: Data Processing Cycle

• Input
 In this step the input data are coded or converted into machine readable form,
so that it can be processed through a computer.
• Processing

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 Input data are changed and combined with other information to produce data in
a more useful form.
 The actual data manipulation techniques such as classifying, sorting,
calculating, summarizing, comparing, etc. that convert data into information.
• Output
 It transmits results from previous steps after processing of data.
 It depends on the use of a particular type of data. Sometimes output also
needs decoding activity which converts into a user readable form.
• Storage
 The gathered output is stored in physical storage devices for future use.

Functions of Data Processing

• The four major functions of data processing of a computer are:

 Validating
 Sorting
 Analyzing
 Reporting
• Validating
 Validating data helps user to identify invalid cases, variables and data value in
the particular data set.
 After validation data will be clean, correct and useful.
• Sorting
 Arranging data in a specific order is called sorting.
 For e.g. names in telephone book are sorted in alphabetical order.
• Analyzing
 It is the process in which data is organized, reviewed, verified and interpreted.
• Reporting
 In this function a collection of data is condensed and certain conclusions from
the data are represented in a simple form.

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Chapter: 1.7 Application of IECT

Topic: 1.7.1A Application of IECT

Application of IECT

• IECT stands for Information Electronics Communication Technology.

• It is a branch of DOEACC (Department of Electronics and Accreditation of
Computer Courses) society dealing with the training of govt. sponsored program in
 Computer fundamentals
 Operating System
 MS-Office
 Troubleshooting
 Maintenance of PC
• It is used in various sectors to generate quality of manpower.
• Governments are specialized institutions that contribute to governance.
• Representatives of government seek and receive citizen support, but they also
need the active cooperation of their public servants.
• Governance is the outcome of politics, policies, and programs.

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Chapter: 1.7 Application of IECT

Topic: 1.7.1B e-Governance

What is e-Governance?

• The term 'Governance' is wider than 'Government'.

• Governance may be an activity of governing/controlling a country by its
Government, similar to controlling an organization or a company by its CEO or
Board of Directors or controlling a household by the head of the house.
• e-Governance therefore means the application of IECT to transform the efficiency,
effectiveness, transparency and accountability of exchange of information and
transaction:
 Between Governments,
 Between Government Agencies,
 Between Government and Citizens,
 Between Government and Businesses.
• e-Governance also aims to empower people through giving them access to
information.
• e-Governance uses a range of modern Information and Communication
Technologies such as
 Internet
 Mobiles/ Tablet
 Laptops/ Computers

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FIG 1.83: E-governance

Objectives of e-Governance
• The objectives/ aims of e-Governance are
 To build an informed society.
 To increase government and citizen interaction
 To encourage citizen participation
 To bring transparency in the governing process
 To make the government accountable
 To reduce the cost of governance
 To reduce the reaction time of the government

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FIG 1.84: e-Governance in multi task

• These are implemented by government to improve the effectiveness, efficiency,

service delivery and to promote an effective and efficient democracy.

Scope of e-Governance
• Governance is all about the flow of information between the government and
Citizens, government and businesses and government to government.
• e-Governance also covers all these relationships as follows:
 Government to Citizen (G2C)
 Citizen to Government (C2G)
 Government to Government (G2G)
 Government to Business (G2B)

Advantages of e-Governance
• Following are the advantages of e-Governance :

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 Speed
 Cost reduction
 Transparency
 Accountability
• Speed
 Technology makes communication speedier.
 Internet, Phones, Cell Phones have reduced the time taken in normal
communication.
• Cost reduction
 Most of the government expenditure is appropriated towards the cost of
stationary.
 Paper-based communication needs lots of stationary, printers, computers, etc.,
which call for continuous heavy expenditure.
 Internet and phones make communication cheaper and valuable money for the
government
• Transparency
 Use of IECT makes governing process transparent.
 All the information of the government would be made available on the internet.
• Accountability
 Once the governing process is made transparent the government is
automatically made accountable.
 Accountability is answerability of the government to the people.
 An accountable government is a responsible government.

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Chapter: 1.7 Application of IECT

Topic: 1.7.2A Multimedia

Definition

• A media which combines different content forms of text, audio, video, animation,
interactive features, still images to get a finished product is defined as multimedia.
• Multimedia is the integration of multiple forms of media.
• Multimedia uses computers to present in various ways and combinations made
possible through the advancement of technology.
• For e.g. "multimedia presentation" involves audio and video clips; "multimedia
software” involves animations, sounds and texts.

FIG 1.85: Multimedia Resources

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FIG 1.86: Multimedia

Multimedia Systems

• A basic multimedia system includes

 Input devices and software
 Output devices
 Backing storage
• Input devices and software
 Input devices include keyboard, mouse, scanners and Optical Character
Recognition (OCR) software, microphone and Voice Recognition software,
digital camera and digital camera software, video camera.

• Output devices
 Output devices include monitor, speakers, sound cards, data projectors.
• Backing storage
 To store multimedia presentation user need backing storage.
 Some of the devices used for backing storage are
 Hard disk
 Floppy disk
 Compact disks
 USB - Flash drive

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Advantages of multimedia

• It improves learning process, the sense that the user can sit and watch the
presentation, read the text and hear the audio.
• It is user-friendly to create 2D and 3D videos and games. Popular software used
in multimedia design are:
 2D (Two Dimensional) animation tools - Flash, Photoshop, etc.
 3D (Three Dimensional) animation tools - Autodesk Maya, Adobe Premiere,
etc.

Applications of multimedia

• Multimedia can be used in a variety of ways and fields.

• It is being used to create interactive websites.
• It makes online user more interesting, because it uses different building to make a
web page.
• Education
 It can be used as a source of information.
 Teachers can use multimedia presentation to make lessons more interesting.
 It is used to produce computer-based training courses.
• Entertainment
 It is heavily used in the entertainment industries, especially to add special
effects in movies and animation.
 Multimedia games are popular pastimes.
 Nowadays, animated films are becoming more popular than ever before.
 Examples of 3D movies are Avatar, Iron Man, and X-men.
• Scientific Researches
 Simulation and modeling of new equipment are demonstrated with the help of
multimedia.

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Chapter: 1.7 Application of IECT

Topic: 1.7.2B Entertainment

Entertainment

• Multimedia entertainment applications aim at diverting users, engaging them in

amazing experiences such as:
 Reading books
 Listening to music
 Enjoying videos
 Playing games
• Reading Books
 User can read novels and any kind of books just like real books, then able to
click on links throughout the text.
 Take a note and type directly on documents.
 It will take user to maps, videos and anything else.

FIG 1.87: Multimedia Books

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• Listening to Music

FIG 1.88: Music

 People use music as a form of entertainment.

 ITunes is the famous mobile application developed by Apple, it is used to
download and play audios and videos.
 Windows Multimedia Player, VLC are famous software used to listen music.
 Devices used to listen music are mobile, headset, iPod, speaker, etc.
• Enjoying videos

FIG 1.89: Videos

 Devices used to watch videos are monitor, Tabs, Laptops, etc.

 VLC, Flash movie player, etc. are software used to play video.

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• Playing Games

FIG 1.90: Playing Games

 Flash is one of the best 2D animation software used to make 2D video games.
 For e.g. Aladdin video game is created with the help of flash software.

Note: Above mentioned software are of the respective vendors.

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Chapter: 1.8 Summary

Topic: Summary

• In this class, we have learnt about,

 Basics of computer
 Components of computer system
 Concept of hardware and software
 Representation of Data/Information
 Concept of data processing
 Application of IECT

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Chapter: 1.9 Model Questions

Topic: Model Questions

Model Questions
• Write about the generations of computer.
• Write about the components of computer system.
• Explain about Application software and System software.
• Write about the representation of data or information.
• Explain the concept of data processing.
• Explain the application of IECT.

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Assessment 1
1. The Computer is an electronic device that ___________.
a) Accepts (reads) data from the input device
b) Processes the data by performing calculations and operations on it as
per instructions
c) Generates (writes) the desired output results on to the specified output
devices.
d) All the above

2. The First generation of computers started using _______________ as the basic

components for memory and circuitry for CPU.
a) vacuum tubes
b) vacuum cleaner
c) vacuum pump
d) None of the above

3. CPU stands for___________________.

a) Control Processing Unit
b) Central Performance Unit
c) Central Processing Unit
d) Control Performance Unit

4. e-Governance uses a range of modern Information and Communication Technologies

such as_______________________
a) Internet
b) Mobiles/ Tablet
c) Laptops/ Computers
d) All the above

5. Assembly language is a representation of___________________.

a) Assembly Languages
b) Machine language
c) High level Languages
d) None of the above

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Answers:
1. d
2 a
3. c
4. d
5. a

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Assessment 2 (True/False)
1. The data input, given to the computer in the form of digits, alphabet, symbols, video,
audio.
a) True
b) False
2. Keyboard, mouse, light pen, microphone, touch screen, joystick are few output
devices.
a) True
b) False
3. Input devices are devices used to input data or information into a computer.
a) True
b) False

Answers:
1. a
2 b
3. a

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Books Referred
1. Computer Networking for LANS to WANS: Hardware, Software and Security by
Kenneth Mansfield, Jr., James Antonakos.
2. Computer Networking And The Internet, By Fred Halsall.
3. Fundamentals of Computer Science Using Java By David Hughes
4. Fundamental of Computer Organization and Architecture by Jyotsna Sengupta.
5. Fundamental of Computing by Anita Goel.
6. The Internet Book by Douglas Comer.
7. Introduction to Computer and Communication by D.Ravichandra.
8. Computer Fundamentals: Architecture and Organization by B.Ram.

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Course Name : Course on Computer Concepts (CCC)

Module Names : Introduction to GUI Based Operating System

TABLE OF CONTENT
UNIT NUMBER 2/8
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Syllabus

2.1 Objectives

2.2 Basics of Operating System

2.2.1A Operating System

2.2.1B History of Operating System

2.2.1C Design of Operating System

2.2.2A Basics of Popular Operating System

2.2.2B Linux

2.2.2C Introduction to Windows

2.2.2D Windows XP

2.2.2E Windows Vista

2.2.2F Windows 7

2.2.2G Windows 8

2.3 The User Interface

2.3.1A Graphical User Interface (GUI)

2.3.1B Taskbar

2.3.2 Icons

2.3.3 Start menu

2.3.4 Running an application

2.4 Operating System Simple Settings

2.4.1 Changing (Adjusting) System date and time

2.4.2 Changing Display properties

2.4.3 To Add or Remove a Windows Component

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2.4.4 Changing Mouse Properties

2.4.5 Adding and removing Printers

2.5 File and Directory management

2.5.1 File management

2.6 Types of Files

2.6.1 Types of Files

2.7 Summary

2.8 Model Questions

Assessment 1

Assessment 2

References

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Chapter : 2.1 Objectives

Objectives
• At the end of the course the users will be gain knowledge on
 What is an Operating System?
 The concept of user interface
 Exploring the settings in the Operating System
 Directory management
 Files and types of files

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.1A Operating System

Operating System
• An Operating System (OS) is a collection of software that manages computer
hardware resources and provides common services for computer programs.
• Every general-purpose computer must have an Operating System to run the
programs.
• The OS provides a platform for other application programs.
• Mainframe Operating Systems are designed primarily to optimize utilization of
hardware.
• PC Operating Systems support complex games, business applications etc.
• Examples of OS
 Microsoft Windows.
 Linux.
 MAC OS.

FIG 2.1: Operating Systems

• The Operating System controls and co-ordinates the use of the hardware by
various system and application program.

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.1B History of Operating System

History of Operating System

• In the 1940’s, the earliest electronic digital systems had no Operating Systems.
• Electronic systems of earlier times were programmed on rows of mechanical
switches or by jumper wires on plug boards.

FIG 2.2: Electronic digital system (EDS)

• Basic Operating System features were developed in the 1950’s, such as resident
monitor functions that could automatically run different programs in succession to
speed up processing.
• In 1950, General Motor research laboratories implemented the operating system
called “Single stream batch processing systems” for IBM 701 computer.

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• Operating Systems doesn't exist in their modern and more complex forms until
the early 1960’s, Operating Systems designers developed the concept of
multiprogramming in which several jobs are in main memory at once.
• Microprocessor technology evolved to the point that it becomes possible to build
desktop computers as powerful as the mainframes of the 1970s, Time-Sharing
and Real-Time Systems.
• When personal computers became popular in the 1980s, Operating Systems
were made is MS DOS (Microsoft Disk Operating System).
• In the 1980's to 1990's Microsoft introduces Windows Operating System.
• In the year 1991 LINUX Operating System was released.
• Microsoft Windows Operating System is a popularly used OS, which dominates
the other Operating Systems from the earlier days.

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.1C Design of Operating System

Design of Operating System

• The design of an Operating System is classified into two points of views,
 User point of view.
 System point of view.
• User point of view
 From the user point of view the primary consideration is always the
"convenience" and stable.
 User point of view is easy to use with any application. When an application is
launched, it helps to have an icon for users to understand gives clue on which
application it is linked with.

FIG 2.3: User point of view design

 Some helpful clues for launching a browser, email or even a document
preparation application.
 In other words, the human computer interface which helps to identify an
application and its launch is very useful.

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 Operating System compromises between resource utilization and the user.

• System point of view
 The OS manages the hardware resources of a computer system.
 The system has many resources for hardware and software which is required
to solve the problem.
 The Operating System allocates resources among running programs. It
controls the sharing of resources among programs.
 The execution of user programs is managed by a control program to prevent
errors and improper use of computer resources.
 The Operating System is especially concerned with the operation and control
of Input and Output devices.

FIG 2.4: System point of view

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Chapter : 2.2 Basic of Operating System

Topic : 2.2.2A Basics of Popular Operating System

Basics of Popular Operating System

• Four basic types of Operating Systems are,
 Real Time Operating Systems.
 Single-user Operating Systems (Single task).
 Single-user Operating Systems (Multi task).
 Multi-user Operating Systems.
• Real Time Operating Systems (RTOS)
 Real Time Operating Systems often use specialized scheduling algorithms so
that they can achieve a deterministic nature of behavior.
 The main objective of real-time operating systems is their quick and
predictable response to events.
 Real-time Operating Systems are used to control machinery, scientific
instruments and industrial systems.
 The two aspects of RTOS are,
 Event driven.
 Time sharing.
 Event driven
 An event-driven system switches between tasks based on their priorities
or external events.
 Time sharing
 Time sharing operating systems switch tasks based on clock interrupts.
 Linux OS, OSE, QNX, RT Linux, Vx Works, Windows CE are some examples
of real time Operating System.

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• Single-user Operating Systems (Single task)

 Single user Operating System is designed to manage the computer so that
the user can effectively do one thing (Work) at a time.
 DOS, Palm OS for palm handheld are some good example.
• Single-user Operating Systems (Multi task)
 Single user multi task type Operating System is designed that will let a single
user have several programs (Multi Tasking) in operation at the same time.
 Example Single user Operating Systems are such as,
 Windows.
 Linux.
 Mac OS X.
• Multi-user Operating Systems
 A multi-user Operating System allows different types of users to take
advantage of the computer's resources simultaneously by parallel works on
many applications.
 Unix, Solaris, Linux, Windows NT are examples of multi-user operating
systems.
Different types of Single and Multi user Operating System

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.2B LINUX

LINUX
• Linux is an Operating System that was initially created as a hobby by a young
student, Linus Torvalds, in 1991.
• Linux is an example of Open Source Code Operating System.
• This is different from proprietary software like Windows, which can only be
modified by the company that owns it.
• It has nearby all the features present in Unix Operating System.
• Linux also supports Transmission Control Protocol (TCP)/Internet Protocol (IP),
and we can access the Local Area Network and Internet.

FIG 2.5: Linux Operating System

• The programs developed for Windows doesn't run on Linux and similar programs
developed for Linux doesn't run on Windows.
• In Linux Operating System memory leaks are caused due to a failure in program
to release discarded memory.

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• A memory leak is the gradual loss of available computer memory when a

program (an application or part of the operating system) repeatedly fails to return
memory.
Advantages of LINUX Operating System
• Cost / Free
 The most obvious advantage of using Linux is the fact that it is free to
download and use.
• Security
 In line with the costs, the security aspect of Linux is much stronger than that
of Windows.
• Software / Distribution
 There are so many software choices when it is needed to any specific task.
 Each distribution has a different look and feel and the most popular flavors of
Linux include Red hat, Ubuntu, Mint and Fedora.
• Compatibility
 It runs all common UNIX software packages and can process all common file
formats.
• Stability
 Linux doesn’t need to be rebooted periodically to maintain performance
levels.
 It doesn’t freeze up or slow down over time due to memory leaks.
• Fast and easy installation
 Most Linux distributions come with user-friendly installation and setup
programs.
 Popular Linux distributions come with tools that make installation of additional
software very user friendly as well.

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Disadvantages of LINUX Operating System

• Understanding
 Becoming familiar with the Linux Operating System requires patience as well
as a strong learning curve.
• Compatibility
 Because of its free nature, Linux is sometimes behind the curve when it
comes to brand new hardware compatibility.
 Though the kernel contributors and maintainers work hard at keeping the
kernel up to date, Linux does not have as much of a corporate backing as
alternative Operating Systems.
• Alternative Programs
 Though Linux developers have done a great job at creating alternatives to
popular Windows applications, there are still some applications that exist on
Windows that have no equivalent Linux application.

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.2C Introduction to Windows

Introduction to Windows
• Windows is developed by Microsoft Corporation.
• Microsoft Windows is a series of Graphical interface operating systems
developed, marketed and sold by Microsoft.
• Microsoft introduced an operating environment named Windows on November
20, 1985 as a graphical operating system shell for MS-DOS.
• The term Windows collectively describes any or all of several generations of
Microsoft operating system products.

FIG 2.6: Windows Operating Systems

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• Windows also provides virtual memory management, supports multitasking

platform and support many peripheral devices.
• More than 90 % of all the personal computers were dominated by Windows
Operating System.
MS-DOS (Microsoft Disk Operating System)
• It is originally developed by Microsoft for IBM; MS-DOS was the standard
operating system for IBM-compatible personal computers.
• The initial versions of DOS were very simple and resembled another operating
system called CP/M.
• Subsequent versions have become increasingly sophisticated as they
incorporated features of minicomputer operating systems.

Similarities between Windows and Linux

• Hierarchical Directory Structure.
• DOS, Windows and Linux all store information in files which are organized into
directories (also called folders).
• Directories may contain files and other directories. Although, the commands
differ, files and directories can be created, deleted, renamed, copied, moved and
listed from the command prompt.
Differences between Windows and Linux
• Linux is Case Sensitive that is in Linux, a capital letter is not the same as a lower
case letter. The file Junk.txt is not the same file as junk.txt.
• Linux is quiet: If a command succeeds, it will just drop you back at the command
prompt without a status message. This can be confusing to new users.
• Linux does not confirm anything: In Windows, if you try to delete a file or folder it
will ask for confirmation (“Are you sure you want to do that?”). Linux won’t ask,
it’ll just do it. This makes it very easy to accidentally destroy a file or the entire file
system.

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• Slashes: Linux uses a forward slash (/) wherever windows would use a
backslash (\). Linux uses a dash (-) to indicate command switches where
windows would use a slash (/).
Versions of Microsoft Windows OS
• The versions of Microsoft Windows
 Windows 1.0 - 2.0
 Windows 3.0 - 3.1
 Windows 95
 Windows 98
 Windows 2000
 Windows XP
 Windows Vista
 Windows 7
 Windows 8

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.2D Windows XP

Windows XP
• Windows XP was released in 2001.
• Windows XP is the new version of Windows. The letter XP stands for extra
performance, Microsoft Windows XP brims with new features, improved
programs and tools.
• Windows XP comes in two versions, Home and Professional.
• XP contains accessories, communications and entertainment programs.
• Its security tools help the computer run more efficiently and reliably.

FIG 2.7: Windows XP Operating System

• New improvements have also been made too many existing features to make
computer perform more effective and useful.
• Microsoft focused on mobility for both editions, including plug and play features
to connect to wireless networks.

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• Windows XP Home Edition offers a clean, simplified visual design that makes
frequently used features more accessible.
• Designed for home use, Windows XP offers such enhancements as the Network
Setup Wizard, Windows Media Player, Windows Movie Maker and enhanced
digital photo capabilities.
• Windows XP Professional includes features for business and advanced home
computing, including remote desktop support, an encrypting file system, and
system restore and advanced networking features
• The Operating System also utilizes the 802.11x wireless security standard.
Windows XP is one of Microsoft's best-selling products.

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.2E Windows Vista

Windows Vista
• Windows Vista is released in November 2006 with the strongest security system.
• User Account Control helps prevent potentially harmful software from making
changes to the computer.
• In Windows Vista Ultimate, Bit Locker Drive Encryption provides better data
protection for desktop computer, and Laptops which in turn boost the sales and
security needs of the user.
• This version has capabilities to detect hardware problems before they occur,
security features to protect against the latest generation of threats, faster start-up
time and low power consumption of the new sleep state.
• Windows Vista simplifies and centralizes desktop configuration management,
reducing the cost of keeping systems updated.

FIG 2.8: Windows Vista Operating System

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.2F Windows 7

Windows 7
• Windows 7 is released in 2009 to fulfill requirements of Windows vista.
• Windows 7 include multi-touch support, Internet Explorer 8, improved
performance and start-up time, Aero Snap, Aero Shake, support for virtual hard
disks, a new and improved Windows Media Center and improved security.
• It has become common to connect wireless hotspots in public and private
networks.
• It also marks the debut of Windows Touch, which lets touch screen users browse
the web, flip through photos and open files and folders.

FIG 2.9: Windows 7 Operating System

• Windows 7 allows the user to make the best use of graphic cards from the
different vendors.
• Nowadays Windows 7 is the most using Operating System.

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Chapter : 2.2 Basics of Operating System

Topic : 2.2.2G Windows 8

Windows 8
• Windows 8 has been released in 2012.
• Windows 8 is a reimagined Operating System from the chipset to the user
experience, and it introduces a totally new interface that works smoothly for both
touch screens and input devices like mouse and keyboard.
• It functions as both a tablet for entertainment and a full-featured PC for getting
things done.
• Windows 8 also includes enhancements of the familiar Windows desktop, with a
new taskbar and streamlined file management.
• Windows 8 features a Start screen with tiles that connect to people, files, apps
and websites.
• Apps are easily accessed from the Windows Store built right into the Start
screen.

FIG 2.10: Windows8 Operating System

• Windows 8.1 is a free update to Windows 8 and Windows RT.

• Windows 8.1 is introduced a year after of Windows 8 (2013).

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• Windows 8.1 was primarily intended to address the complaints of Windows 8

users and reviewers on launch.
• Visible enhancements include an improved Start screen, additional snap views,
Internet Explorer 11, restoration of a visible Start button on the taskbar, and the
ability to restore the previous behavior of opening the user's desktop on login
instead of the Start screen.
• Windows 8.1 also added support for such emerging technologies as high
resolution displays, 3D printing, Wi-Fi Direct and Mira cast streaming.

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Chapter : 2.3 The User Interface

Topic : 2.3.1A Graphical User Interfaces (GUI)

Graphical User Interface

• Graphical User Interface is a human computer interface (i.e., a way for humans
to interact with computers) that uses windows, icons and menus and which can
be manipulated by a mouse (and often to a limited extent by a keyboard as well).
• The GUI is a program interface that takes advantage of the computer's graphics
capabilities to make the program easier to use.
• Well-designed Graphical User Interfaces can free the user from learning complex
command languages.
• Graphical User Interfaces also make it easier to move data from one application
to another.
• A true GUI includes standard formats for representing text and graphics.
Because the formats are well-defined, different programs that run under a
common GUI can share data.
• A GUI may be designed for the requirements of a vertical market as application-
specific Graphical User Interfaces.
Components of Graphical User Interface
• Graphical User Interfaces, such as Microsoft Windows and the one used by the
Apple Macintosh, feature the following basic components.
 Windows
 Icons
 Menus
 Pointing devices
• Windows
 The GUI allows Windows to divide into different areas.
 It allows moving Windows around the display screen, and changing their
shape and size.

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 An example of window is what appears on the screen when clicking an icon.

• Icons
 An Icon is a small picture which represents File, Program, web page (or)
Command.
 Usage of icons is to organize collections of data/information and to access
them whenever needed, efficiently and simply.
• Menus
 Usage of the menus is to help and navigate through Windows, applications,
folders etc.
• Pointing devices
 A device, such as a mouse or trackball is called as pointing device. It enables
the user to select objects on the screen.
Examples of Graphical User Interface
• Examples for application of GUI are,
 Automated Teller Machine (ATM).

FIG 2.11: Automated Teller Machine

 Point of Sale touch screens at restaurants.

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FIG 2.12: Point of sale software

 Airline self ticketing and check-in.

FIG 2.13: Self ticketing machine

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Chapter : 2.3 The User Interface

Topic : 2.3.1B Taskbar

Taskbar
• In GUI interfaces, the taskbar is a desktop toolbar application that lets the user to
locate and perform tasks such as switching between open Windows and starting
new applications.
• A bar at the bottom of the desktop is the Taskbar and it was first introduced with
Microsoft Windows 95 and found in all versions of Windows after that.
• The taskbar is usually associated with the Microsoft Windows interface.

FIG 2.14: Windows 7 Taskbar

• Most of the taskbar, however, contains shortcuts to applications.
• Whenever a program or window is opened, it shows up in the taskbar as an Icon.
• The notification area, at the far right of the taskbar, includes a clock and a group
of icons.
• When clicked on a window title in the taskbar, that window will become active
and show up in front of other Windows which are opened already.
• User can also cycle through the taskbar items by holding the ALT key and
pressing Tab a few times.

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FIG 2.15: Taskbar window

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Chapter : 2.3 The User Interface

Topic : 2.3.2 Icons

Icons
• An icon is a small graphic representation of a program.
• Icons allow the user to access the program with ease.
• Icons are used with Graphical User Interface (GUI) Operating Systems such as
Microsoft Windows and the Apple Mac OS to help quickly identify a type of file or
program associated with the icon.

• The icon represents Windows Explorer. It is used to quickly access files and
folders.

• The icon represents Internet Explorer. It is used to quickly access Internet.

• The icon represents the windows media player. It is used to quickly access
with the media player.

FIG 2.16: Desktop icons

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Chapter : 2.3 The User Interface

Topic : 2.3.3 Start menu

Start menu
• The Start menu is a feature of the Windows Operating System that provides
quick access to programs, folders and system settings.
• By default, the Start menu is located in the lower-left corner of the Windows
desktop.

FIG 2.17 : Windows Start menu

• The activities of start menu are,
 Start programs.
 Open commonly used folders.
 Search for files, folders and programs.
 Adjust computer settings.

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 Get help on the Windows Operating System.

 Turn off the computer.
 Log off from Windows or switch to a different user account.

• To open the Start menu, click the Start button in the lower-left corner of

your screen. Or, press the Windows logo key on the keyboard.
• The Start menu contains two primary columns.
• The left column contains a list of the most commonly used programs, as well as
an "All Programs" submenu, which displays all the currently installed
applications.
• The bottom of the left column includes a search box, which can be used to
search for Programs and files.
• The right column contains links to common folders, the Documents, Pictures,
Games and Music folders. It also includes links to the Control Panel, Default
programs and Devices and Printers.
• The bottom of the right column includes a "Shut down" button, which can be used
to turn off or restart the computer, put the computer to sleep or switch users.

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Chapter : 2.3 The User Interface

Topic : 2.3.4 Running an application

Running an application
• An application is started by double clicking the icon to be worked with, or right
click on the icon; a menu will appear then click open.

FIG 2.18: Starting an application

• On the taskbar of the below FIG 2.19 we can see the buttons of the programs
that are currently open.

FIG 2.19: Currently opened program

• If the button is slightly darker, it means that the program currently used by user is
active.

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• When there are several programs belonging to the same application are opened
at the same time they are grouped under a button.
• For example, if we have several Windows of Word opened several times.
Clicking on each button we find ourselves in the respective program.

FIG 2.20: Working multiple programs

• By clicking, a window will choose to open one of them. In this case we choose
between the Word documents that are displayed.

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Chapter : 2.4 Operating System Simple Setting

Topic : 2.4.1 Changing (Adjusting) System date and time

Changing (Adjusting) System date and time

• Setting the date and time
 Click on the Date and Time in the notification area. This is commonly present
on the bottom right-hand corner of the Window screen (as shown below).

FIG 2.21: Changing (adjusting) date and time setting

 In the Window that appears, click change date and time settings
 Once the date and time are set, click Apply and then click OK.
 The same process can be done using Control panel option.

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FIG 2.22: Date and time setting dialog box

FIG 2.23: Date and time setting dialog box

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Chapter : 2.4 Operating System Simple Setting

Topic : 2.4.2 Changing display properties

a) Changing display properties

• To change the display setting
 Right-click an empty area of the Windows Desktop and then click
Personalize.

FIG 2.24: Windows 7 display settings

 Click Display to open the Display window.

FIG 2.25: Windows 7 display settings

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 To change the size of text and Windows, select medium or larger, then click
apply.

FIG 2.26: Windows 7 display settings

 Click Change display settings to open the Display Settings window.
 Click the image of the monitor that you want to adjust. If only one monitor
connected, click the rectangle for monitor 1. If more than one monitor
connected and to adjust a second display device, click monitor 2.
 To change the screen size for the selected monitor, select a resolution from
the drop-down list.
 Use the Orientation drop-down list to change the orientation between
Landscape and Portrait or to flip the orientation.
 Click OK.

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FIG 2.27: Windows 7 display settings

 In the confirmation window that opens, click Keep changes to save the
settings, or click Revert to cancel the changes.

FIG 2.28: Windows 7 display settings

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b) Desktop background settings

• Right-click the Desktop background and then click Personalize.

FIG 2.29: Changing Desktop background (windows 7)

• Click Desktop Background to open the settings window.

FIG 2.30: Changing Desktop background (windows 7)

• To change the Desktop image, select one of the standard backgrounds, or
click Browse and navigate to stored picture in the computer. To use a personal

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picture as a background, save the picture in file format / extensions: .bmp, .gif,
.jpg, .dib, .png.
• To create a desktop background slide show Select more than one picture.
• Use the Picture position drop-down list to change how the pictures should appear
on the screen.

FIG 2.31: Changing Desktop background (windows 7)

• After making the adjustments, click OK to save the settings and close the Display
Properties window.

c) Screensaver settings
• Right-click the Desktop background and then click Personalize.
• Click Screen Saver.

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FIG 2.32: Changing Screen saver (windows 7)

• From the menu select the screen saver to be used.
• Click Settings to open a settings window for the selected screen saver (if settings
are available).
• Click Preview to see how the screen saver will appear on the computer screen.
Move the mouse to return to the Display Properties panel when finished
previewing the screen saver.

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FIG 2.33: Changing Screen saver (Windows 7)

• Select the number of minutes in the Wait field. This is the number of minutes of
inactivity that needs to pass before the screen saver opens.

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Chapter : 2.4 Operating System Simple Settings

Topic : 2.4.3 To Add or Remove a Windows component

To Add or Remove a Windows component

• After Windows OS is installed on the computer, we can use program features
tool in Control Panel to add a Windows component that was not included in the
original installation, or to remove an existing Windows component that no longer
require.
To Add a Windows Component
• Click the Start menu, choose Control Panel, and click the Programs and
features icon.
• In the Programs and Features area, choose Turn Windows Features On or Off
and click Continue.

FIG 2.34: Adding a Windows component

• To install a new component, click on its check box. After performing desired
actions, click "OK" and the system will perform necessary steps to enable or
disable components.
To Remove a Windows Component

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• To remove a window components Click the Start menu, choose Control Panel,
and click the Programs and features icon.
• In the Programs and Features area, choose Turn Windows Features On or Off
and click Continue.
• To delete an existing one click uncheck after performed the desired actions click
"OK0022.

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Chapter : 2.4 Operating System Simple Setting

Topic : 2.4.4 Changing Mouse properties

Changing Mouse Properties

• Click Start menu, then select Control Panel.
• In Control Panel window select Mouse to change the mouse settings.

Fig 2.35: Changing mouse properties

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• Button Tab
 Select Buttons Tab, present in the mouse properties window.
 With the help of this tab user can swap the mouse buttons and adjust the
double click speed.

Figure 2.36: Changing mouse properties buttons

• Pointers tab
 Pointers tab is used to change the default mouse pointers.
 Select the pointer shape you want to change and then click on browse button.
It will display you a list of pointer shapes.
 Select a particular shape and then click on open button to open the file. In the
default dialog box, click on apply and click OK.

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Fig 2.37: Changing mouse properties pointers

• Pointer options
 This tab is used to increase or decrease the pointer speed.

Fig 2.38: Changing mouse properties options

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• Wheel
 The wheel tab is used to set the vertical scrolling and horizontal scrolling
speed.
 Increase or decrease number of lines.

Fig 2.39: Changing mouse properties wheel

• Hardware
 This tab is used to change the device using in computer.
 The property of mouse ensures its working, update driver and shows device
status.

Fig 2.40: Changing mouse properties hardware

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Chapter : 2.4 Operating System Simple Setting

Topic : 2.4.5 Adding and Removing printers

Adding printer
• From the Start menu, select Control Panel.
• Double click Printers Icon in Control Panel or click on Start, pointing to the
settings, click Printers.
• Printer and fax screen appears. It is used to add, remove and change settings of
printers.
• Select devices and printer in control panel.

FIG 2.41: Control panel window

• At the top click Add a printer.

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FIG 2.42: Devices and Printers

• Now this will ask to confirm whether it's a Local printer or a Network, wireless or
Bluetooth printer.

FIG 2.43: Type of Printer to install

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• If we select Network, wireless or Bluetooth printer, Windows will now scan for
network and display a list of devices.

FIG 2.44: Searching for printers

• Select the printer and click next.
• Windows will now begin connecting/communicating with the printer. It will alert
once it has been successfully connected. Press Next.
• The selected printer can be set as the default printer and print a test can be set
to printer to check the link.
• Press Finish to complete the action.

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FIG 2.45: Add a printer

• The printer will now appear in the device list displayed when we select View
devices and printers from the Control panel.
• If Local printer is selected, it will be asked to specify which printer port is using, a
new port can be created.

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FIG 2.46: Adding a local printer

FIG 2.47: Choosing Printer port

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• Now choose the printer manufacturer and model number from the list presented
and press Next. The printer name can be changed here, and select Next.
• The printer will now be installed and once complete, the printer will appear in the
device list.

FIG 2.48: Add a printer

Remove a printer
• Chose the printer want to remove and click on the button "Remove Device".

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FIG 2.49: Removing a printer

• Click Yes to confirm removal of printer.

FIG 2.50: Removing a printer

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Chapter : 2.5 File and Directory Management

Topic : 2.5.1 File management

What is a File?
• A file is an object on a computer that stores data, information, settings, or
commands that are used by a computer program.
• The files can contain any type of information like text, Images, video, audio or
any data in any Format.
• The file name and extension must be separated by a dot.
• The file extension indicates what type of a file it is and what application it is
associated with.
• For example, a file extension .doc is likely to be a document created using
Microsoft Word.
• When new applications as installed, its setup procedure automatically tells
Windows what file extension it uses.
• Other commonly used extensions are,
 .xls for MS Excel Spreadsheet.
 .mdb for MS Access database.
 .txt for simple text file.
 .exe for program executable files.
 .dll for program files.
 .png for graphic images
• Locating a File
 A file can be located using the Windows Explorer.
 We can also tour around the computer using this Explorer.
 Open the Windows Explorer- Start, program and Windows Explorer.
 Click the required folder in the main pane of the Windows Explorer to see all
of its folders and files.

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FIG 2.51: Folder File

Directory

• A computer directory refers to the hierarchy of folders within folders that make up
the computer system.
• The topmost directory in any file is called the "root directory".
• A directory above a subdirectory is called the parent directory.

FIG 2.52: Directories

Subdirectories

• Computers store a data in a series of directories. Each directory or folder, may

contain files or other directories.
• If a directory is located within another directory, it is called a subdirectory (or
subfolder) of that folder.

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• For example, the main directory of a file system is the root directory. Therefore,
all other folders are subdirectories of the root folder.

FIG 2.53: Subdirectory

Root directory

• In a computer, file system that is organized in a hierarchy or tree structure.

Where the root directory is the directory that includes all other directories.
• In UNIX-based as well as in other Operating Systems, the root directory have no
name. It is simply represented by the special character that separates directories
in a file system.

FIG 2.54: Root directory

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Chapter : 2.6 Types of Files

Topic : 2.6.1 Types of Files

Types of files
• The types of files recognized by the system are regular, directory or special.
• The operating system uses many variations of these basic types.
Regular files
• Text Files
 Text files are the files used to store data.
 Text files are regular files that contain information stored in ASCII format text
and are readable by the user.
 The term text file does not prevent the inclusion of control or other
nonprintable characters.
• Binary files
 Binary files are regular files that contain information readable by the
computer.
 Binary files might be executable files that instruct the system to accomplish a
job. Commands and programs are stored in executable binary files. Special
compiling programs translate ASCII text into binary code.
 Text and binary files differ only in that text files have lines of less
than {LINE_MAX} bytes, without NUL characters, each terminated by a
newline character.
Directory files
• Directory files contain information that the system needs to access all types of
files, but the directory files do not contain the actual file data.
• As a result, directories occupy less space than a regular file and give the file
system structure flexibility and depth.

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• Each directory entry represents either a file or a subdirectory. Each entry

contains the name of the file and the file's index node reference number (i-node
number).
• The i-node number points to the unique index node assigned to the file. The i-
node number describes the location of the data associated with the file.
• Directories are created and controlled by a separate set of commands.
Special files
• Special files define devices for the system or temporary files created by
processes.
• The basic types of special files are FIFO (first-in, first-out), block and character.
• FIFO files are also called pipes. Pipes are created by one process to temporarily
allow communication with another process.
• These files cease to exist when the first process finishes. Block and character
files define devices.

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Chapter : 2.7 Summary

Topic : Summary

Summary
• In this class, we have discussed about
 Basic Operating System.
 User Interface.
 Simple settings of Operating System.
 Files types, Files and Directories.

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Chapter : 2.8 Model questions

Topic : Model questions

Model questions
• Define an Operating System.
• Explain about basics of Operating System.
• Write short notes on,
 Taskbar.
 Icons.
 Start menu.
• Explain the operations in system setting.
• What is a File and list its types?
• Write about Directory Management.

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Assessment 1
1. In the year ___________ LINUX Operating System was released.
a) 1991
b) 1990
c) 1992
d) 1989
2. Linux is an example of _____________________.
a) Open Service Code Operating System
b) Operating System Code Operand Service
c) Open Source Code Operating System
d) None of the above
3. The _____________is used to set the vertical scrolling and horizontal scrolling
speed.
a) Wheel tab
b) Home tab
c) Bottom tab
d) All the above
4. The file name and extension must be separated by a_______________________.
a) Comma
b) Multiplication
c) Minus
d) dot
5. Special files define devices for the system or _______________ created by
processes.
a) Save file
b) Temporary files
c) Internal file
d) External file

Answers:
1. a
2. c
3. a
4. d
5. b

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Assessment 2 (True/False)
1. In the 1980's to 1990's Microsoft introduces Windows Operating System.
a) True
b) False
2. Unix, Solaris, Linux, Windows NT are examples of single-user operating systems.
a) True
b) False
3. Pointers tab is used to change the default mouse pointers.
a) True
b) False

Answers:

1. a
2. b
3. a

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Books Referred
1. Basic concept of Operating Systems Jose M.Garrido, Richard Schlesinger,
Kenneth Hoganson.
2. Essential guide to User Interface Design Wilbert O.Galitz.
3. Guide to Operating System with Windows Ron Carswell, Terrill Freese.
4. Guide to Operating System Michael Palmer, Michael Walters.
5. Windows operating System Complete course Steve Johnson.s

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Course Name : Course on Computer Concepts (CCC)

Module Names : Elements of Word Processing

TABLE OF CONTENT
UNIT NUMBER 3/8
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Syllabus

3.1 Objectives
3.2 Word Processing Basics
3.2.1A Introduction to Word Processing
3.2.1B Opening Word Processing Package
3.2.2A Menu Bar
3.2.2B Home Tab
3.2.2C Insert Tab
3.2.2D Page Layout
3.2.2E References
3.2.2F Mailings
3.2.2G Review
3.2.2H View
3.2.3 Using the Help
3.2.4 Using the Icons Below Menu Bar
3.3 Opening and Closing Documents
3.3.1 Opening Documents
3.3.2 Save and Save As
3.3.3 Page Setup
3.3.4 Print Preview
3.3.5 Printing of Document
3.4 Text Creation and Manipulation
3.4.1 Document Creation
3.4.2A Editing Text
3.4.2B Typing Text
3.4.2C Inserting Additional Text

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3.4.2D Deleting Blocks of Text

3.4.2E Search and Replace
3.4.2F Undo and Redo Changes
3.4.3 Text Selection
3.4.4 Cut, Copy and Paste
3.4.5 Font and Size Selection
3.4.6 Alignment of Text
3.5 Formatting the Text
3.5.1 Paragraph Indenting
3.5.2 Bullets and Numbering
3.5.3 Changing Case
3.6 Table Manipulation
3.6.1 Draw Table
3.6.2 Changing Cell Width and Height
3.6.3 Alignment of Text in Cell
3.6.4 Deletion/ Insertion of rows and columns
3.6.5 Border and Shading
3.7 Summary
3.8 Model Questions
Assessment 1
Assessment 2
Reference Book

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Chapter: 3.1 Objectives

Objectives
• At the end of the course the user will be able to :
 Understand the basic concepts of word processing.
 Get knowledge on each section/divisions and how to use it.
 Know about opening and closing a document.
 Know to create, manipulate and text formatting.
 Understand the concept of table manipulation such as creation & deletion of
table, and adjusting cell width and text alignment.

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Chapter Name : 3.2 Word Processing Basics

Topic Name : 3.2.1A Introduction to Word Processing

What is Word Processing?

• Word Processor is the most common computer application among worldwide
users for preparing documentation for official and personal.
• The Microsoft office suite has following products in its package, namely Word,
Excel, PowerPoint, Access, Outlook, OneNote etc.
• Microsoft Word is the famous word processor developed by Microsoft
Corporation as one of the components of the Microsoft office suite.
What a user can do with word?
• A word processor enables the users to :
 Create documents like letters, resume & business usage
 Store it electronically on a disk
 Enter and modify characters by using keyboard and print with the help of
printer.
History of Microsoft Word
• Evolution of Microsoft Word
 Word 1990 to 1995
 Word 1997
 Word 1998
 Word 2001/word X
 Word 2002/XP
 Word 2003
 Word 2004
 Word 2007
 Word 2008
 Word 2010
 Word 2011
 Word 2013

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In this session we are going to discuss about MS -Word 2007.

Advantage of using Microsoft word
• The Word processor has different variety of uses and applications within the
business circle, home and education departments.
• It saves time of the user, and enhances document appearance.
• MS word has many features like highlight, table creation, justify, fonts,
paragraph, bullets and numbering.
• Autocorrect and Auto format features catch typographical errors automatically.

FIG 3.1: MS-Word 2007 Icon

FIG 3.2: Home page of MS-Word 2007

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FIG 3.3: Overview of MS-Word 2007

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Chapter: 3.2 Word Processing Basics

Topic: 3.2.1B Opening Word Processing Package

How to open Word processing package?

• The word processing package can be open in many ways. They are
 Single click the word icon on the task bar. Or
 Double click the word icon on the Desktop. Or
 If the word icon is not on the Taskbar or Desktop, user can access it by
clicking Start → ALL Programs → Microsoft Office word 2007.

FIG 3.4: Blank/New Word Document

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2A Menu Bar

Menu Bar
• The Menu bar is a part of a screen or a window where drop down menus are
displayed.
• It is always present at the top left side of a window.

FIG 3.5: Menu Bar

• The menu bar is divided into following tabs:
 Home
 Insert
 Page Layout
 References
 Mailings
 Review
 View

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2B Home Tab

Home Tab

• Home tab is the most important tab; it contains all the commands that are used
frequently.

FIG 3.6: Home Tab

• Home tab consists of five groups:

 Clipboard
 Font
 Paragraph
 Styles
 Editing
• Clipboard
 Clipboard section contains buttons, such as
 Paste
 Cut
 Copy
 Format Painter
• Font
 Buttons present in the font section are used to alter:
 Font Style
 Font Size
 Font Color

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• Paragraph
 Options in this division helps user to format the paragraph style, alignment,
bullets, numbering, sorting, line spacing and indenting.
• Styles
 Enable users to define the style of, how to present a paragraph.
• Editing
 This section is used to Find, Replace, and to select the text to edit.

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2C Insert Tab

Insert Tab

• Insert tab is located next to the Home tab on the left side of the window.

FIG 3.7: Insert Tab

• Insert tab is divided into seven groups

 Pages
 Tables
 Illustrations
 Links
 Header & Footer
 Text
 Symbols

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2D Page Layout

Page Layout
• Page Layout is the third tab in the menu bar from the left.

FIG 3.8: Page Layout Tab

• It is used to customize the look of user document according to the user's desire.
• Page Layout is organized into five groups
 Themes
 Page Setup
 Page Background
 Paragraph
 Arrange

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2E Reference

Reference

FIG 3.9: Reference Tab

• Reference tab is divided into six groups:

 Table of Contents
 Footnotes
 Citations & Bibliography
 Captions
 Index
 Table of Authorities
• Many of these commands are located in the insert menu.

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2F Mailings

Mailings
• Mailing tab will allow user to create mass mailing.

FIG 3.10: Mailings Tab

• The mailing tab is organized into five groups

 Create
 Start Mail Merge
 Write & Insert Fields
 Preview Results
 Finish

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2G Review

Review

FIG 3.11: Review Tab

• The review tab will allow users to make comments and changes to user
document.
• It is divided into six groups
 Proofing
 Comments
 Tracking
 Changes
 Compare
 Protect

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.2H View

View
• View tab will allow users to change the display of a document and switch
between documents.

FIG 3.12: View Tab

• The view tab is organized into five groups

 Document Views
 Show/Hide
 Zoom
 Window
 Macros

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.3 Using The Help

Using the Help

• A question mark icon is displayed at the topmost right corner which is called
Microsoft Office Word Help icon.

FIG 3.13: Help Icon

• By clicking this icon users may navigate to the Word Help page.

FIG 3.14: Word Help

• This help page contains a search bar which assists users to search the topics as
desired.

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Chapter : 3.2 Word Processing Basics

Topic : 3.2.4 Using The Icons Below Menu Bar

Using the Icons Below Menu Bar

FIG 3.15: Menu Bar

• There are two divisions in the Menu Bar:
• Above the menu bar we can find
 Application button
 Quick access toolbar
• Below the menu bar we can find
 Enhanced tooltip
 Group
 In-Ribbon gallery
 Dialog box launcher

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Application button

• When Application button or Microsoft Office button has clicked, user can view
these options which as shown in the figure 3.16.

FIG 3.16: View of Office Button

 New (Ctrl + N)
 It is used to create a new document.
 Open(Ctrl + O)
 It is used to open existing document.
 Save and Save As (Ctrl + S)
 The save option is used to save a document in the first time saving.
 Save As option is used to rename the word document or change the
location of document to save.
 Print (Ctrl + P)
 For user to print the document.
 Close
 For user to exit the document.

Quick Access Toolbar

• Quick Access toolbar consists of

 Save button (Ctrl + S)

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 The Save button is used to save a document.

 Undo button (Ctrl +Z)

 Undo button is used to undo the user’s last action.

 Redo button (Ctrl + Y)

 Redo button is used to redo the user’s last action.

Enhanced toolkit

• By using these tools user can edit the text format like

 Making bold → use icon or use shortcut key Ctrl +B.

 Making Italic → use icon or press Ctrl + I.

 Underline the text→ use icon or press Ctrl + U.

 Font color and highlighting the text → .

 User can change the font style and size by clicking the desired style/size from

the combo box .

Group
• Buttons present in the group are used to format a paragraph.
 To make sentence bulleted or numbered user can use multilevel list to

attain their desired formatting .

 User can increase or decrease indenting of paragraph by using

icons.
 For text alignment to

 left - Use button or combination of (Ctrl + L) keys.

 center - Use button or combination of (Ctrl + E) keys.

 right - Use button or combination of (Ctrl + E) keys.

 justify - Use button or combination of (Ctrl + J) keys.

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 For line spacing

 User can change the line spacing value by using icon.

Ribbon-Gallery
• Style options present in ribbon gallery are used to change the style of paragraph
in different ways.

FIG 3.17: Ribbon-Galleries

Dialog box launcher
• If user clicks dialog box launcher, more options related to that group will be
displayed.
• Mostly, those options will appear in the form of dialog box.

FIG 3.18: Dialog box launcher

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Chapter : 3.3 Opening and Closing Documents

Topic : 3.3.1 Opening Documents

Opening Documents

• Under Microsoft Office Button , click Open.

FIG 3.19: View of Open option in Office Button

• It will navigate the user to Open window.
• From file list, select All Word Document.
• Choose the desired file to be opened, and then click Open or just double click on
the file to be opened.

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FIG 3.20: Open Window for selecting a document

Closing Documents

• User can close application by clicking the close button present at the
upper right hand corner of the document.
• Use keyboard shortcut key as Ctrl + F4 will close the current document, where
Alt + F4 will close the application.

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Chapter : 3.3 Opening and Closing Documents

Topic : 3.3.2 Save and Save As

Save and Save As

• Under Microsoft Office Button click Save As.

FIG 3.21: View of Save As option in Office Button

• It will navigate users to the Save As window.
• User can create a new folder in the desired location by right click the Save As
window, and point New → Folder.
• Then choose file type and type the file name in the File name text box, and then
click Save button.
• After the document is saved in the desired location, if user wish to save the
edited content again, they can use the Save button from office button or Ctrl + S
to save the edited text.

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FIG 3.22: Save As Window

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Chapter : 3.3 Opening and Closing Documents

Topic : 3.3.3 Page Setup

Page Setup
• Page Setup option is present in Page Layout tab.

FIG 3.23: Page Layout Tab

• Under Page Layout tab, click Margins.

FIG 3.24: Margins

• Click the margin type on desire. By default margin width is Normal.
• The user has privilege to set their own margin settings by clicking Custom
margins option from the margins list.

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• If the desired margin type is selected, then the entire document will adjust/fit
automatically to the respective margin type, which user has opted for.

FIG 3.25: List of Margins under Margins tool

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Chapter : 3.3 Opening and Closing Documents

Topic : 3.3.4 Print Preview

Print Preview
• If user wants to print the document "Print" option can be selected under Office
button.
• Prior to printing the document, user can preview the document to check
alignment, indentation and margins by selecting "Print Preview" option from
Print.

FIG 3.26: View of Print Preview under Print option

• When user click on Print Preview, a single tab will display with options related to
print & preview.

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FIG 3.27: Print Preview Tab

FIG 3.28: Print Preview with example

• To get back to the normal Word ribbons, click the Close Print Preview button.

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Chapter : 3.3 Opening and Closing Documents

Topic : 3.3.5 Printing of Document

Printing of Document

• Under Microsoft Office Button , click Print option.

• Or user can print the document by using keyboard shortcut with the combination
of Ctrl + P keys.

FIG 3.29: View of Print option under Office Button

• After selecting the Print option user will be navigated to the Print window dialog
box.

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FIG 3.30: Print Dialog Box

• Select the printer name from the list, if there are more printers, from which printer
to get the print.

• Then select the number of copies and number of pages to print.

• There are three radio buttons in the Page range section such as,

 All - For entire document printing

 Current page - For Current page
 Pages - For Only selected pages
 Selection - For printing the selected lines or paragraph.
• If we select Pages radio button, then the user must specify the page number in
the text box.
• For e.g. if user wants to print pages from 5 to 7, then user need to type as 5-7 in
the text box, only the pages ranging from 5-7 will be printed.

• After all changes are made finally, click OK button on the print dialog box to get
print out.

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FIG 3.31: Printer

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.1 Document Creation

Document Creation

• Click New button, under Microsoft Office Button to open a new document.

FIG 3.32: View of New option under Office Button

• Upon clicking the Create button, user will be navigated to a new blank page.

FIG 3.33: New Document Window

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.2A Editing Text

Editing Text

• There are many ways to edit content in a document. Some options are listed
below
 Typing text
 Inserting Additional text
 Deleting Blocks of text
 Search and Replace text
 Undo and Redo changes

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.2B Typing Text

Typing Text
• To Edit the text, just start typing, the text will appear where the blinking cursor is
located.
• Move the cursor by using the arrow buttons on the keyboard or positioning the
mouse and click the left button.
• The keyboard shortcuts are listed below which are helpful while typing the text in
a document
 Beginning of the line → press HOME key
 End of the line → press END key
 Top of the document → press CTRL+ HOME keys
 End of the document → press CTRL+ END keys

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.2C Inserting Additional Text

Inserting Additional Text

• Text can be inserted in a document at any point by using any of the following
methods
 Type Text
 Copy and Paste Text
 Cut and Paste Text
 Drag Text
• Type Text
 Place the cursor where user wants to add text and type it.
 Check whether the user is in Overtype mode or not.
 When editing the text in overwrite mode, it replaces any existing characters to
the right side of the insertion point.
 To make it in non overtype mode, follow these steps
 Click office button at the bottom, click Word Option.
 In the left pane, click Advance.
 Under the editing options, select or deselect the Use Overtype mode
check box.

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FIG 3.34: Word Option Window

• Copy and Paste Text
 Select a word or a line, then click the Copy button under home tab or use
Ctrl + C to copy.
 Then place the cursor where to paste the copied text.
 Click Paste button under home tab, or use Ctrl + V to paste.
• Cut and Paste Text
 Select a word or a line, then click the Cut button under home tab or use Ctrl
+ X.
 Then place the cursor where the text to be pasted.
 Click Paste button under home tab, or use Ctrl + V to paste.
• Drag Text
 To move within the same document
 If the user wants to move a particular portion of text, select it by using any
of the selection method.
 Then move the mouse pointer to the selected text and hold the left mouse
button while moving the selected text around the document.

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 Move the mouse pointer to the place, where it to be placed.

 To move from one document to another document
 Keep both the documents to be opened, click Arrange all button under
View tab.
 After that, two documents will display in the same page as shown in the
FIG 3.35.

FIG 3.35: Display of two windows after Arrange all button is selected

 Select the text from one document and hold the left mouse button and
drag that text to the next document.
 User can also move the text through the different window by using the Alt
+ Tab keys.

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.2D Deleting Blocks of Text

Deleting Blocks of Text

• In the keyboard use Backspace or Delete key to delete text.
• Backspace
 The Backspace key will delete text to the left of the insertion point.
• Ctrl + Backspace
 This key deletes the whole word to the left of the insertion point.
• Delete
 The Delete key will delete the text to the right of the insertion point.
• Ctrl + Delete
 Ctrl + Delete key delete the whole word to the right of the insertion point.
• Using selection Method
 Select a text or a line or a paragraph to be deleted by using any one of the
following selection methods
 By simply double click on a word. Or
 By using Shift + Arrow keys (depends on the direction). Or
 By using Ctrl + double click on different words. Or
 Press Ctrl + A which select the entire document.
 Then click Delete key from the keyboard.

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.2E Search and Replace

Search and Replace

• To find a particular word or phrase in a document

 Click Find button from the Editing group on the Ribbon.

FIG 3.36: Editing Group

 Or use keyboard shortcut key Ctrl + F to find, Find and Replace dialog box
appears.
 Type the text in 'Find what' text box and click Find Next button to find a
particular text.
• To replace a word or phrase in the document

 Click Replace button from the Editing group tab or click Replace
option from the same dialog box.

FIG 3.37: Find and Replace dialog box

• Type the text in Replace with text box to replace the particular text.

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• Then click Replace or Replace All to replace the text in the document.

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.2F Undo and Redo Changes

Undo and Redo Changes

• Undo and Redo button placed on the Quick Access Toolbar.

FIG 3.38: Quick Access Toolbar

• To undo changes
 Click the Undo button on the Quick access toolbar. Or
 Use key combination (Ctrl + Z).
• To redo changes
 Click the Redo button on the Quick access toolbar. Or
 Use key combination (Ctrl + Y).

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.3 Text Selection

Text Selection
• Selecting the text is the most common task in MS-word to perform an action like
cut, copy, move etc.
• Select the text by dragging the mouse over the desired text while keeping the left
mouse button be pressed, or hold down the SHIFT key on the keyboard while
using the arrow buttons to highlight the text.
• The following information contains shortcuts for selecting a portion of the text
 Whole word → double-click within the word.
 Whole paragraph → triple-click within the paragraph.
 Several words or lines → drag the mouse over the words, or hold
down SHIFT while using the arrow keys.
 Entire document, choose Edit → Select → Select All from the Ribbon, or
press Ctrl+ A.

Cut and Paste Text

• Select a text or a word or a paragraph to cut.

• After selecting the text, click the Cut button in the clipboard which will enable to
cut the text.
• Click right mouse button on the text, user will see a list of options, from that
select Cut.
• Use keyboard shortcut as Ctrl + X.
• Place the cursor where user want to paste the text then click right mouse button
and click Paste, or use keyboard shortcut as Ctrl + V.

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Copy and Paste Text

• Select a text or a word or a paragraph to copy.

• After selecting the text, click the Copy button on the clipboard which will enable
to copy the text.
• Click right mouse button on it, user will be able to see a list of options, from that
select Copy.
• Use keyboard shortcut as Ctrl + C.
• Place the cursor where users want to paste the text then click right mouse button
and click Paste, or use keyboard shortcut as Ctrl + V.

FIG 3.39: View of Clipboard

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.5 Font and Size Selection

Font Selection
• To select Font, click the drop down list box and choose a font type.

FIG 3.40: Font Combo Box

• The user can preview the new font type by highlighting the text.

FIG 3.41: Display Items of Font Combo Box

Font Size Selection

• To select Font size, Click the down arrow from the font size and choose the
appropriate size.

• Or click the Grow Font or Shrink Font buttons to change the font size.

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FIG 3.42: Font Size drop down list Box

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Chapter : 3.4 Text Creation and Manipulation

Topic : 3.4.6 Alignment of Text

Alignment of Text
• There are three types of alignments such as
 Align the text left or right
 Center the text
 Justify the text
• Align the text left or right
 Select the text to align.

 On the Home tab, in the Paragraph group, click Align Left or Align

Right to align the text as left or right.

• Center the text

 Select the text to align.

 On the Home tab, under Paragraph group, click Center to align the text
as center.
• Justify the text
 Select the text to justify.

 On the Home tab, under Paragraph group, click Justify to align the text
as justify.

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Chapter : 3.5 Formatting the Text

Topic : 3.5.1 Paragraph Indenting

Paragraph Indenting

Method 1

• Select the paragraph which to apply indent, then press "Increase indent" or
"Decrease indent" button in "Paragraph" group.

Method 2

• Open the Paragraph dialog box which is on the lower right corner inside
“Paragraph” group, click the small arrow to change indent. User can also open
the “Page Layout” tab.

FIG 3.43: Paragraph Dialog Box

• Find the “Indentations” section in the paragraph dialog box. This can be found
in the “Indents and Spacing” tab.

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• Click the drop down menu under “Special”. Select “First Line” it automatically
indent the first line of each new paragraph.
• Enter the indent size
 Enter the value that each line needs to be indented.
 The most commonly used size is 0.5 or 1/2 of an inch.
 User can see a preview of changes, in the Preview section at the bottom of
the dialog box.
• Click OK to save user changes and apply them on the document.
• Click the “Set as default” button if user want to set the changes revert
automatically take effect only after new documents.

Method 3

• Click on the "Page Layout" tab, at the top of the Ribbon in MS-Word 2007.
• In the section of "Paragraph" click on the small arrow button in the lower right
corner inside of it.
• The user will be navigated to the same "Paragraph" dialog box which can be
viewed in the 2nd method.
• Then make all the changes as user desired and click OK, and continue typing.

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Chapter : 3.5 Formatting the Text

Topic : 3.5.2 Bullets and Numbering

Bullets and Numbering

• To apply Bullets and Numbering to the selected text. Go to the Paragraph

section under Home tab, use buttons.

• Click drop down list box on the Bullets button .

• User may navigate to a display box. From that display box user can select any
bullet from different types of bullets to insert.

FIG 3.44: Bullets and Numbering

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Chapter : 3.5 Formatting the Text

Topic : 3.5.3 Changing Case

Changing Case

• The user can change the case of their text by using Change Case button.
• First select the text that user want to change, then click the "Change case"

button in the Font section under the Home tab.

FIG 3.45: Change Case Button

• Select any one of the options such as lowercase or UPPERCASE or Capitalize
Each Word or toggle case.
• User can also use keyboard shortcut as Shit + F3 to change the case of selected
text.

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Chapter : 3.6 Table Manipulation

Topic : 3.6.1 Draw Table

Draw Table

• To draw a table use "Draw Table" option on the insert tab under Table section.
• Click the cursor where the user wants to create the table.

FIG 3.46: Draw Table option

• The mouse pointer changes like a pencil. Then follow the steps to draw a desired
table
 First draw a rectangle box to define an outer table boundary.

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FIG 3.47: Steps to Draw a Table

 Then draw the column line and row line inside the rectangle box.
 To erase a line or block of lines, click Eraser in the Draw Border group, under
Table Tools, on the Design tab.
 Then click that line to erase.

Insert Table

• To insert a table place the cursor where to insert the table.

• On the Insert tab, in the Table group, click Table, and then click Insert Table.
• User will navigate to an Insert Table dialog box.

FIG 3.48: Insert Table Dialog Box

• In that dialog box, enter the number of columns and rows.
• Under AutoFit behavior, choose appropriate options to adjust the table size.

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Inserting table using grid and mouse

• To follow this method to insert a table, choose insert → Table.

• Then move mouse over the grid until table with the number of rows and columns
as desired appears, then click on it to insert table.

FIG 3.49: Draw Table Using Grid and mouse

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Chapter : 3.6 Table Manipulation

Topic : 3.6.2 Changing Cell Width and Height

Changing Cell Width and Height

• To change the cell width and height, first select the cells in the table to change.

FIG 3.50: Selection of Cells in the table

• Then click the Layout tab which is under the Table Tool.

FIG 3.51: Layout Tab

• Click Cell Margin option to change cell width and height by changing the Top,
Bottom, Left & Right margin values in the Table Options dialog box.

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FIG 3.52: Table Option Dialog Box

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Chapter : 3.6 Table Manipulation

Topic : 3.6.3 Alignment of Text in Cell

Alignment of Text in Cell

• By default, any text within a cell is aligned as top left corner of the cell.
• There are nine possible alignment choices present in the Alignment group of
the Layout tab under Table Tools.
 Top-center
 Top-left
 Top-right
 Center-left
 Center
 Center-Right
 Bottom-middle
 Bottom-left
 Bottom-Right

FIG 3.53: Types of Alignment

• First select the cell to align and then click any one of the nine alignments.
Reorienting text in the Table
• Normally, text is oriented from left to right by default.
• First select the text and then click Text Direction button, from Alignment Group
user can change text direction from the three types of direction.
• While clicking the Text Direction button again, text direction gets changed to
bottom-to-top.

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FIG 3.54: Text Direction Button

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Chapter : 3.6 Table Manipulation

Topic : 3.6.4 Deletion/ Insertion of rows and columns

Deletion of rows or columns

• To delete a row or column, first place the cursor in the desired part of the table to
delete.
• Select Layout → Delete button under rows and columns section.
• Then use Delete button's drop-down menu (it contains four options such as
Delete cells, Delete columns, Delete Rows, Delete table) then select one of it to
remove the table element.

FIG 3.55: View of Delete Button in Layout Tab

Insert rows and columns
• To insert a row above the insertion point, then click "Insert Above" button.
• To insert a row below the insertion point, then click "Insert Below" button.
• To insert a column to the left of the insertion point, then click "Insert left" button.
• To insert a column to the right of the insertion point, then click "Insert right"
button.

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FIG 3.56: Rows & Columns Section

• User can also insert rows and column by clicking the small arrow in the corner of
the Rows and Columns section.
• User will be navigated to the Insert Cells dialog box.

FIG 3.57: Insert Cells Dialog Box

• Where user can select any one of the option to insert rows and columns.

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Chapter : 3.6 Table Manipulation

Topic : 3.6.5 Border and Shading

Border and Shading

• Borders and shading are part of a Table Style.
• User can apply borders and shading to the entire table, individual cell or even
individual paragraph within a table.
• Select any one of the borders by clicking the Design tab in the Table Tools to
border the table or cell or paragraph.

FIG 3.58: Design Tab

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Chapter : 3.7 Summary

Topic : 3.7 Summary

Summary
• In this class, we have learnt about,
 Basics of word processing.
 How to open and close a document.
 Creation and manipulation of text.
 Different ways of formatting the text.
 Manipulating table.

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Chapter : 3.8 Model Questions

Topic : 3.8 Model Questions

Model Questions
• How to save a document in MS-Word 2007?
• Write about how to edit the text in word document.
• How to print a document?
• Describe paragraph indenting and changing case for the given paragraph.
• Explain about formatting the text by adding bullets and numbering.
• Explain about table manipulation.
• How to delete rows and columns in a table?

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Assessment 1
1. ___________and _________ features catch typographical errors automatically.
a) Grammar and spelling
b) Autocorrect and Auto format
c) Auto format and auto correction
d) All the above
2. Page Setup option is present in _______________ tab.
a) Page Layout
b) Insert
c) Home button
d) None of the above
3. User can also move the text through the different window by using
the _____________ keys.
a) Start button
b) Ctrl + Tab
c) Alt + Tab
d) All the above
4. How many columns can you insert in a word document in maximum?
a) 40
b) 45
c) 50
d) As user wish
5. What is the smallest and largest font size available in Font Size tool on formatting
toolbar?
a) 8 and 62
b) 8 and 72
c) 72 and 68
d) All the above

Answers:
1. b
2. a
3. c
4. b
5. b

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Assessment 2 (True/False)
1. MS OFFICE Is Application Software
a) True
b) False
2. The Menu bar is a part of a screen or a window where drop down menus are
displayed.
a) True
b) False
3. Click Paste button under home tab, or use Ctrl + V to paste.
a) True
b) False

Answers:
1. a
2. a
3. a

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Books Referred

1. Microsoft Office for the Older and Wiser by Sean McManus

2. Microsoft Office publisher for Dummies by Jim McCarter
3. Fundamentals of Computing and Programming by V. Ramesh Babu
4. Keyboarding & Word Processing by Susie VanHuss, Connie Forde, Donna Woo,
Linda Hefferin
5. Word Processing with Word by Keith Brindley
6. Advanced Word Processing: Lessons 61-120, Microsoft Word 2007 by Susie
VanHuss, Connie Forde, Donna Woo, Linda Hefferin

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Course Name : Course on Computer Concepts (CCC)

Module Names : Spreadsheet

TABLE OF CONTENT
UNIT NUMBER 4/8
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Syllabus

4.1 Objectives
4.2 Elements of Electronic Spreadsheet
4.2.1A Introduction to Spreadsheet
4.2.1B Opening of Spreadsheet
4.2.2 Addressing of Cells
4.2.3 Printing of Spreadsheet
4.2.4 Saving Workbooks
4.3 Manipulation of Cells
4.3.1 Entering Text, Numbers and Dates
4.3.2 Creating Text, Numbers and Date Series
4.3.3 Editing Worksheet Data
4.3.4 Inserting and Deleting Rows and Columns
4.3.5 Changing Cell Height and Width
4.4 Function and Charts
4.4.1A Using Formulas
4.4.1B Constructing a Formula
4.4.2A Function
4.4.2B Inserting a Function
4.4.2C Built-in Function
4.4.3A Charts
4.4.3B Feature of Charts
4.4.3C Types of Charts
4.4.3D Histogram Charts
4.4.3E Bar Charts
4.4.3F Pie Charts
4.4.3G Line Charts

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4.5 Summary
4.6 Model Questions
Assessment 1

Assessment 2

References

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Chapter : 4.1 Objectives

Objectives

• At the end of the course the users will be able to

 Understand the basics of electronic spreadsheet.
 Understand the concept on manipulation of cells.
 Learn the charts and its functions.

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Chapter : 4.2 Elements of Electronic Spreadsheet

Topic : 4.2.1A Introduction to Spreadsheet

Introduction to Spreadsheet
• Spreadsheet is a generic term for the software application package that
simulates a paper worksheet often used by people in management.
• Microsoft-Excel is an electronic spreadsheet.

FIG 4.1: Microsoft Office Excel Icon

• MS-Excel can be used for a variety of tasks which include automating of financial
statements.
• Spreadsheet is an interactive computer application program for organizing and
analyzing data in tabular form.
• Spreadsheets program operates on data represented as cells of an array,
organized in rows and columns.
• Each cell of the array is an element that contains numeric, text data or the results
of formulas that automatically calculate and display a value based on the
contents of other cells.
• Data stored in database formats can be accessed through MS-Excel.

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FIG 4.2: Microsoft Office Excel sheet

• Excel emerges as a powerful and flexible graphical presentation tool.
• Graphs or charts can be created based on data for quick assessment of a
situation.

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FIG 4.3: Chart in Excel

• The user has the privilege to make changes to any stored value and observe the
effects on the calculated values lively.
• This makes the spreadsheet useful for analysis since many cases can be rapidly
investigated without tedious manual recalculation.
• Modern spreadsheet software has multiple interacting sheets and displays data
either as text numerals or in graphical form.
• In addition to the fundamental operations of arithmetic and mathematical
functions, modern spreadsheets provide built-in functions for common financial
and statistical operations.
• Those calculations as net present value or standard deviation can be applied to
tabular data with a pre-programmed function in formula as available.
• Spreadsheet programs also provide conditional expressions, functions to convert
between text and numbers and functions that operate on strings of text.

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• Spreadsheets have now replaced paper-based systems throughout the business

world.
• Excel stores all its data to allow manipulation.
• A workbook is a collection of individual worksheets, each of which can hold data.

FIG 4.4: Excel workbook contains many worksheets

• All actions and operations of Excel take place in the worksheet.
• Spreadsheets were first developed for accounting or bookkeeping tasks, they are
now used extensively in any context where tabular lists are built, sorted and
shared.
• Excel now has the largest market share on the Windows and Macintosh
platforms.

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Microsoft Office button

• In the upper left corner of the Excel 2007 window is the Microsoft Office button.
Upon clicking the button, a menu appears. The uses of the menu are to create
New file, Open an existing file, Save files and perform many other tasks.

FIG 4.5: Microsoft Office button

Quick Access Toolbar
• Next to the Microsoft Office button is the Quick Access Toolbar. The Quick
Access Toolbar gives access to commands, the user frequently uses.

FIG 4.6: Microsoft Office Quick Access Toolbar

• The Quick Access Toolbar is grouped with Save, Undo, Redo and Print options.
• The Save button is used to Save user file, Undo to roll back an action user has
taken, and Redo to reapply an action user have rolled back.

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Title bar
• Next to the Quick Access Toolbar is the Title bar. On the Title bar, Microsoft
Excel displays the name of the current workbook.
• The buttons on the right side of the title bar are used to minimize, maximize,
restore and close the program window.

FIG 4.7: Title bar

Ribbon
• In Microsoft Excel 2007, the Ribbon is located on the top of the Excel window
and below the Quick Access Toolbar.
• Ribbon has several tabs, clicking a tab displays several related command
groups, within each group are related command buttons.

• Microsoft Excel Ribbon Home Window

FIG 4.8: Home Window

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• Microsoft Excel Ribbon Insert Window

FIG 4.9: Insert Window

• Microsoft Excel Ribbon Page Layout Window

FIG 4.10: Page Layout Window

• Microsoft Excel Ribbon Formulas Window

FIG 4.11: Formulas Window

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• Microsoft Excel Ribbon Data Window

FIG 4.12: Data Window

• Microsoft Excel Ribbon Review Window

FIG 4.13: Review Window

• Microsoft Excel Ribbon View Window

FIG 4.14: View Window

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• Microsoft Excel Ribbon Add-Ins Window

FIG 4.15: Add-Ins Window

• Microsoft Excel Ribbon Acrobat Window

FIG 4.16: Acrobat Window

• The user can click buttons to access menus and dialog boxes. A dialog box
launcher can be seen at the bottom right corner of a group.
• When clicking the dialog box launcher, a dialog box makes additional commands
available.
Formula bar
• If the Formula bar is turned on, the cell address of the selected cell is displayed
in the name box which is located on the left side of the Formula bar.

FIG 4.17: Formula bar

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• Cell entries display on the right side of the Formula bar. If the Formula bar is not
appearing on window, please perform the following steps.
 Choose the view tab
 Click Formula Bar in the Show/Hide group, to enhance the formula bar.

Excel Shortcut Keys

F2 Edit the selected cell.

F5 Go to a specific cell. For example C6.

F7 Spell check selected text and/or document.

F11 Create chart.

Ctrl + Shift + ; Enter the current time.

Ctrl + ; Enter the current date.

Alt + Shift + F1 Insert New Worksheet.

Shift + F3 Open the Excel formula window.

Shift + F5 Bring up search box.

Ctrl + A Select all contents of the worksheet.

Ctrl + B Bold highlighted selection.

Ctrl + I Italic highlighted selection.

Ctrl + K Insert link.

Ctrl + U Underline highlighted selection.

Ctrl + 5 Strikethrough highlighted selection.

Ctrl + P Bring up the print dialog box to begin printing.

Ctrl + Z Undo last action.

Ctrl + F9 Minimize current window.

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Ctrl + F10 Maximize currently selected window.

Ctrl + F6 Switch between open workbooks / windows.

Ctrl + Page up Move between Excel work sheets in the same Excel
document.

Ctrl + Page down Move between Excel work sheets in the same Excel
document.

Ctrl + Tab Move between Two or more open Excel files.

Alt + = Create a formula to sum all of the above cells.

Ctrl + ' Insert the value of the above cell into cell currently selected.

Ctrl + Shift + ! Format number in comma format.

Ctrl + Shift + $ Format number in currency format.

Ctrl + Shift + # Format number in date format.

Ctrl + Shift + % Format number in percentage format.

Ctrl + Shift + ^ Format number in scientific format.

Ctrl + Shift + @ Format number in time format.

Ctrl + Arrow key Move to next section of text.

Ctrl + Space Select entire column.

Shift + Space Select entire row.

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Chapter : 4.2 Elements of Electronic Spreadsheet

Topic : 4.2.1B Opening a Spreadsheet

Opening a Spreadsheet
• Microsoft Excel can be started in following way,
 To start Excel 2007, choose Start → All Programs → Microsoft Office
→ Microsoft Office Excel 2007.
 Single click the Excel icon on the task bar (or) Double click the Excel icon
on the Desktop.
 A new blank workbook appears ready to enter data.

FIG 4.18: Blank Spreadsheet

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Chapter : 4.2 Elements of Electronic Spreadsheet

Topic : 4.2.2 Addressing of Cells

Addressing of Cells
• Cells are the basic rectangular building blocks of a spreadsheet.

FIG 4.19: Cell in Spreadsheet

• They are assigned to an address, generally referred to as a cell reference
according to their column and row.
• A cell address in a spreadsheet is identified by Excel to locate the cell in the
entire spreadsheet.
• Each worksheet is made up of cells, and cells are the result of the intersection of
rows and columns.
• A cell address is a combination of column letter and row number of a cell, such
as A1 or C6.

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• Rows and columns are the basic units for storing data; each cell gets its name
from this intersection.
• The address of a cell that is in column C and has its row number as 4 is referred
to as cell C4.

FIG 4.20: Address of Cell C4

• A group of contiguous cells is called a Range. An example of a cell range would
be G1:G3. (= G1 to G3, where ":" denotes "to").
• All formula entries should begin with an = (equal to) sign.

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Chapter : 4.2 Elements of Electronic Spreadsheet

Topic : 4.2.3 Printing of Spreadsheet

Printing of Spreadsheet
• Excel offers various printing options for worksheets to its users.
• Print enables users to preview worksheet data with the help of the Print preview
option, located under print preview group.
• User can set margins, fonts, headers and footers to enhance their worksheets.
• By default, Excel prints the current worksheet when the Print command is
selected from the file menu.

• To print Click Microsoft Office Button , and then click Print or use keyboard
shortcut key CTRL + P combination keys.
• Even users can print the selected range by selecting the worksheet.
• The print dialog box gets invoked as shown in the figure below.

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FIG 4.21: Print dialog box

• In the Print option, select what range to be printed and press OK.
• There may be situations where the user needs to print the same range
repeatedly, to avoid the tedium of specifying the same range for printing several
times, users can conveniently define ranges as the print area.
Print Preview Worksheet
• User can see exactly how the worksheet will look on the printed page by using
the Print Preview feature.
• In terms of saving time and paper, the preview is the most valuable printing tool.

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FIG 4.22: Print Preview Page

Print Titles
• If the Excel sheet is more than one page long, the Print Titles command lets the
user to include a title row or column on every page of the spreadsheet.
• The columns or rows selected will show up on every page of user's printout,
which makes reading the data a lot easier.

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FIG 4.23: Print tiles setup

Page Breaks
• If the worksheet takes up more than one sheet of paper, consider using page
breaks to decide exactly which data should be on which page.
• When inserting a page break in a worksheet, everything below the break is
moved to a different page or next page.
• This is useful, as it lets to break up the data exactly the way users want.
• The way of page break preview is go to view ribbon window and click page break
preview button.

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FIG 4.24: Page Break

FIG 4.25: Page Break preview

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Chapter : 4.2 Elements of Electronic Spreadsheet

Topic : 4.2.4 Saving Workbooks

Saving Workbooks

• Whenever workbooks are created, they are named by default as Workbook1,

Workbook2 and so on.
• Saving the worksheets in those workbooks makes them permanent.
• Select the Save option from the File menu to save it in the disk.
• User can also click on the Save button on the standard toolbar.
• Name the file to save and specify the location to which the workbook should be
saved. The user can retrieve this file at any time.
• Excel allows the user to publish workbook data on the web and even move to
other files by using hyperlinks.
• User can also save an excel worksheets as an HTML file for publishing on the
World Wide Web. To do so, the user can select the Save as HTML from the
Save option list.

FIG 4.26: Saving Workbooks

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Chapter : 4.3 Manipulation of Cells

Topic : 4.3.1 Entering Text, Numbers and Dates

Entering Text, Numbers and Dates

• Text entries can be numbers, letters or symbols.

• Numbers can also be treated as text, especially in cases where there is no more
required.
• For example, telephone numbers, record numbers, zip codes, roll numbers and
so on.
• Excel studies the entered data to determine the type.
• Date and time entries can also be made in Excel worksheets.
• Excel allows calculation of dates because it converts the entry to a serial date
number.
• For example, it is easy to find out the age of a person by reducing the current
date from his date of birth.
• Excel recognizes date and time only when they are specified in the right formats.
• To input data in a cell, click on the cell with the mouse and type the data.
• This can only be done when the program is in the 'Edit mode'.
• When Edit mode is off, the array is locked and the data cannot be changed.
• The cells can also be navigated using the arrow keys.
• Any text can be entered in the cells, but almost all functions will expect numbers.
• Both comma (,) and decimal point (.) are accepted as decimal separators.
• Absence/presence data are coded as 0 or 1, respectively.
• Any other positive number will be interpreted as presence.
• Genetic sequence data are coded using C, A, G, T and U (lowercase also
accepted).

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FIG 4.27: Entering Text, numbers and dates in Workbooks

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Chapter : 4.3 Manipulation of Cells

Topic : 4.3.2 Creating Text, Numbers and Date Series

Creating Text, Numbers and Date Series

• When we need to enter into a series of text, date, time or numbers or repeating
sequences, it is enough to specify the initial selection and last value of the series.
• The Excel automatically generates entire series.
• User can also generate linear series and growth series by selecting the initial
values of the series and positioning them.
• Enter the first value in the cell which would be at the beginning of the series, and
select the cell.
• Drag the auto fill handle across the cell that the user wants to fill.

FIG 4.28: Auto Fill Handle in Spreadsheet

• User can enter a series of numbers or series of dates where increments and
decrements of numbers are by a specific value.

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Chapter : 4.3 Manipulation of Cells

Topic : 4.3.3 Editing Worksheet Data

Editing Worksheet Data

• The data that exist in cells may require some editing, such as moving data from
one location to the other, clearing cell contents and so on.
• The insertion point appears at the end of the cell which can be moved to the
required position for editing.
• To clear a cell is to erase the cell content, but it is not similar to deleting a cell.
• Deleting a cell or cells causes the other cells on the right or bottom to shift their
positions to the deleted cell.

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Chapter : 4.3 Manipulation of Cells

Topic : 4.3.4 Inserting and Deleting Rows and Columns

Inserting and Deleting Rows and Columns

Rows
• Rows travel horizontally and are numbered.

FIG 4.29: Rows in Spreadsheet

Columns
• Columns travel vertically and are assigned letters.

FIG 4.3: Columns in Spreadsheet

• User can insert rows, columns and cell if required.

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Inserting a New Row

• Insertion of rows, columns and cell ranges always cause the data already in the
worksheet to shift position to accommodate the insert of object.
• The method for deleting/inserting rows/columns similar to deletion/insertion of
cell except that the new cell is to be selected.
• Position of the cell pointer on the row where the new row is required to be
inserted.

FIG 4.31: Inserting Rows in Worksheet

• Click on the right mouse button on the row header and select the Insert option.
• The another method of inserting row is select the cell and click the right mouse
button and click insert option and click entire row and then press OK.
• Excel inserts a new row and the existing row shift to down.

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Inserting a New Column

• Position of the cell pointer on the column where the new column as required to
be inserted.
• Click on the right mouse button on the column header and select the Insert
option.
• The another method of inserting a column is select the cell and click the right
mouse button and click insert option and click entire column and then press OK.
• Excel inserts a new column and the existing column shift to the right.

FIG 4.32: Inserting Columns in Worksheet

Deleting a Row
• Select the number of the row, user want to delete.
• Click on the right mouse button and select the delete option from the shortcut
menu.

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FIG 4.33: Deleting Blank Rows in Worksheet

Deleting a Column
• Select the letter of the column, user want to delete.
• Click on the right mouse button and select the delete option from the shortcut
menu.

FIG 4.34: Deleting Columns in Worksheet

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Chapter : 4.3 Manipulation of Cells

Topic : 4.3.5 Changing Cell Height and Width

Changing Cell Height and Width

• The data when enter into the cells is sometimes too long for the column width
and row height to accommodate to adjust as per requirement.
• The default Row Height is 12.75 Points (17 pixels).
• The default Column Width is 8.43 Points (64 pixels).

FIG 4.35: Changing Row Height and Column Width

FIG 4.36: Changing Row Height

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• The user can increase the column width and row height to display the entire cell
entry.
• Position the mouse pointer on the right border of the heading of the column that
has the width to be changed.
• Press the mouse button and drag it to the right to increase the column width or
towards the left to decrease the width.

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Chapter : 4.4 Function and Charts

Topic : 4.4.1A Using Formulas

Using Formulas

• The formulas are the real power of an Excel spreadsheet.

• A formula uses standard mathematical symbols to operate on cell addresses
and/or numbers.
• A formula can be a combination of values (numbers or cell references) and
mathematical operators in an algebraic expression.
• Mathematical operators include the following symbols,
1. + -> For Addition
2. - -> For Subtraction
3. * -> For Multiplication
4. / -> For Division
5. % -> For Percentage
6. ^ -> For Exponentiation (Power)
• In addition, we can use parentheses and decimal points, where needed.
• Using a formula, expressions can be calculated by typing the formula in the
appropriate cell.
• Formulas can also contain named cells or cell ranges.
• Excel formula a functionalities lie in the fact that it can relate the formula to the
cells referred in it and if the contents of these cells change.
• A new result is calculated with the help of the automatic recalculation feature,
after the Formula is entered in an active cell, press Enter key, it is to observe that
the cell displays the result and the formula bar displays the formula or
expression.
• A formula identifies the calculation needed to place the result in the cell it is
contained within.

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• A cell containing a formula therefore has two display components the formula
itself and the resulting value.
• The formula is normally only shown when the cell is selected by "Clicking" the
mouse over a particular cell. Otherwise, it contains the result of the calculation.
• A formula assigns values to a cell or range of cells and typically has the format.
• When a cell contains a formula, it often contains references to other cells. Such a
cell reference is a type of variable.
• It denotes the value is the value of the referenced cell or some derivation of it.
• The available options for valid formulas depend on the particular spreadsheet
implementation but, In general, most arithmetic operations and quite complex
nested conditional operations can be performed by most of today's commercial
spreadsheets.
• Modern implementations also offer functions to access custom-build functions,
remote data, and applications.
• A formula may contain a condition (or nested conditions) with or without an actual
calculation and is sometimes used purely to identify and highlight errors.
• If a spreadsheet does not contain any formulas at all, in this case it could be
considered merely a collection of data arranged in rows and columns
(a database) like a calendar, timetable or simple list.
• Because of its ease of use, formatting and hyper linking capabilities, many
spreadsheets are used solely for this purpose.

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FIG 4.37: Entering Formulas

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Chapter : 4.4 Function and Charts

Topic : 4.4.1B Constructing a Formula

Constructing a Formula

• Excel requires that every formula must begin with an equal sign (=). If the user
just type without this symbol, Excel treats the entry as text.
• To start entering a formula in a cell, click in that cell and then type the formula.
• Type Enter or Tab to move to the next cell when the user has finished entering
the formula.
• A formula containing numbers will produce results that will not change. E.g., the
value = 200 * 7 always produces the result 1400.
• However, a formula that contains cell references produces a result that may
change depending on the data in the cell. E.g., the formula = C2 +D2 will
produce a result based on the data in cells C2 and D2.

FIG 4.38: Constructing a formula in addition

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FIG 4.39: Constructing a formula in multiplication

• To view the formulas in the worksheet, press CTRL and ' (the apostrophe key)
together. Repeat to hide the formulas and show the values.
• All formulas follow the standard mathematical order of operations when
calculating the results. E.g., the formula = A2 + B2 * C2 will add data in cell A2
with the multiplied product of B2 and C2.
• If a part of the formula is in the parentheses (), then that part will be calculated
first.

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Chapter : 4.4 Function and Charts

Topic : 4.4.2A Function

Function

• Functions are predefined formulas that perform calculations by using the

specified values called arguments are a particular order, called the syntax.
• Functions differ from regular formulas, in that user supply values but not the
operators.
• For example, the SUM function adds the values or ranges of cell.
• To type the formula with the help of function, click on the Auto Sum (∑) button on
the Standard Tool bar.
• The other convenient way of choosing functions is by using the Insert function
F(x) that appears on the standard toolbar as f(x) symbol.
• The function category list displays Excel’s built-in functions to select the required
function from the list.
• Spreadsheets usually contain a number of supply functions, such as arithmetic
operations (for example, summations, averages and so forth), trigonometric
functions, statistical functions and so forth.
• In addition, there is often a provision for user-defined functions.
• In Microsoft Excel these functions are defined using Visual Basic for
Applications in the supplied Visual Basic editor and such functions are
automatically accessible on the worksheet.
• In addition, programs can be written with full information from the worksheet,
perform some calculations, and report the results back to the worksheet.
• Name Manager displays the spreadsheet definitions of named variables like
x & y.
• Examples of function are such as Add, Subtract, Multiply, Divide, Sum, Average
and etc.

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Sum Function

• The example of sum function is,

FIG 4.40: Sum Function in Excel

Average Function

• The example of average function is,

FIG 4.41: Average Function in Excel

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Chapter : 4.4 Function and Charts

Topic : 4.4.2B Inserting a Function

Inserting a Function

• A function is a predefined/prewritten formula that takes a value or values,

performs an operation on a range of selected cells, and returns a value or values.
• Functions are used to simplify and shorten formulas on a worksheet, especially
those that perform lengthy or complex calculations.
• Excel refers to each range of cells in the function as an argument.
• For complex calculations, it might be necessary to use as many as 3 to 4
arguments.
 Select the cell for average score to appear.
 Choose Insert Function either from formulas tab by clicking on the function
button, F(x) found just before the formula bar to use any of Excel's preset
functions.

FIG 4.42: Insert Function key

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FIG 4.43: Insert Function key - e.g. SUM

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Chapter : 4.4 Function and Charts

Topic : 4.4.2C Built-in Function

Built-in Function

• Excel has a variety of built-in functions that can be accessed using the formula
wizard.
• Built-in functions can be categorized as follows.
Function Category Operations
Mathematical / Trigonometric Take a number as data, transform it, and produce a
numerical result. For Example, sine and absolute
value are math functions.
Logical Consider a condition and return True or False.
Text Manipulate or create strings.
Lookup/Reference Manipulate or examine areas of the worksheet.
Statistical Return Statistical values to set of numbers. For
example, average, count, min, max, etc.
Database Same as statistical, however datasets are taken from
a database.
Date/Time Perform calculations on dates, times, and
combinations of dates and times.
Engineering Perform commonly used engineering calculations,
many of which relate to Bessel functions, Complex
numbers or converting between different bases.
Financial Helpful when calculating such things as interest,
monthly payments, and assist in what-if scenarios.
Information Used to get information about the contents of a cell.

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Mathematical Calculations

Function What it Does

SUM Add its arguments
SUMIF Adds the cells specified by one or many given criteria
SUMPRODUCT Returns the sums of the products of two arrays
SUBTOTAL Returns a subtotal of a filtered list or database
TRUNC Truncates a number to an integer
ROUND Rounds a number to a specified number of digits
ROUNDUP Rounds a number up, away from zero
INT Rounds a number down to the nearest integer
ABS Returns the absolute value of a number
MOD Returns the remainder from division
SQRT Returns a positive square root
POWER Returns the result of a number raised to a power

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Chapter : 4.4 Function and Charts

Topic : 4.4.3A Charts

Charts

• A chart is a graphical representation of data, in which "the data is represented

by patterns, such as bars in a bar chart, lines in a line chart or slices in a pie
chart.
• A simple chart in excel can say more than a sheet full of numbers.

FIG 4.44: Chart

• A data chart is a type of diagram or graph, which organizes and represents a set
of numerical or qualitative data.
• Maps that are adorned with extra information for any specific purpose are often
known as charts, such as a nautical chart or aeronautical chart.
• Growth rate analysis or monthly sales reports which would be a very tedious job
can be made quite interesting and time conserving if depicted through charts.
• To create a chart, the user must select a range of cells containing both labels
and numeric values.

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• User can use the Chart Wizard button on the standard toolbar; Charts are
created as chart sheets in a workbook by default or can be embedded in a
worksheet.
• User can create a chart using the Chart wizard by following the steps listed
hereunder:
 Titles tab used to add / remove titles to charts.
 Axes used to toggle the axis values on and off.
 Gridlines tab used to display grid lines parallel to the x and y axis.
 Legend tab used to toggle a legend on and off angles and place it to the
charts.
 Data labels tab used to add or removes labels and values to a series.
 Data table tab links or removes source data from the chart.

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Chapter : 4.4 Function and Charts

Topic : 4.4.3B Features of Charts

Features of Charts

• A chart can take a large variety of forms; however there are common features
that provide the chart with its ability to extract meaning from data.
• Typically the data in a chart are represented graphically, since humans are
generally able to infer meaning from pictures quicker than from text.
• Text is generally used only to annotate the data.
• One of the more important uses of text in a graph is the title.
• A graph's title usually appears above the main graphics and provides a succinct
description of the data in the graph.
• Dimensions in the data are often displayed on the axis.
• If a horizontal and a vertical axis are used, they are usually referred to as the x-
axis and y-axis respectively.
• Each axis will have a scale, denoted by periodic graduations and usually
accompanied by numerical or categorical indications.
• Each axis will typically also have a label displayed outside or beside it, briefly
describing the dimension represented.
• If the scale is numerical, the label will often be suffixed with the unit of that scale
in parentheses. For example, "Distance traveled (m)" is a typical x-axis label and
would mean that the distance travelled, in units of meters, is related to the
horizontal position of the data within the chart.
• A grid of lines appears within the graph to aid in the visual alignment of data.
• The grid can be enhanced by visually emphasizing the lines at regular or
significant graduations.
• The emphasized lines are then called major grid lines and the remainder is minor
grid lines.

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• The data of a chart can appear in all manner of formats, and may include
individual textual labels describing the datum associated with the indicated
position in the chart.
• The data may appear as dots or shapes, connected or unconnected, and in any
combination of colors and patterns.
• Inferences or points of interest can be overlaid directly on the graph to further aid
information extraction.
• When the data appearing in a chart contain multiple variables, the chart may
include a legend (also known as a key).
• A legend contains a list of the variables appearing in the chart.
• This information allows the data from each variable to be identified in the chart.

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Chapter : 4.4 Function and Charts

Topic : 4.4.3C Types of Charts

Types of Charts

• Charts allow you to present information contained in the worksheet in a graphic

format.
• There are four most common charts in Excel such as,
1. Histogram Charts.
2. Bar Charts.
3. Pie Charts.
4. Line Charts.

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Chapter : 4.4 Function and Charts

Topic : 4.4.3D Histogram Charts

Histogram Charts

• A histogram is a graphical representation of the distribution of data.

FIG 4.45: Histogram Chart in Spreadsheet

• A histogram is a representation of tabulated frequencies, shown as

adjacent rectangles, erected over discrete intervals with an area proportional to
the frequency of the observations in the interval.

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• The height of a rectangle is also equal to the frequency density of the interval,
i.e., the frequency divided by the width of the interval.
• The total area of the histogram is equal to the number of data.
• A histogram may also be normalized displaying relative frequencies.
• It then shows the proportion of cases that fall into each of several categories,
with the total area equaling one.
• The categories are usually specified as consecutive, non-overlapping intervals of
a variable.
• The categories (intervals) must be adjacent and often are chosen to be of the
same size.
• The rectangles of a histogram are drawn so that they touch each other to indicate
that the original variable is continuous.
• Histograms are used to plot the density of data and often for density estimation,
estimating the probability density function of the underlying variable which is
always normalized to one.
• The way of Histogram chart is select the data in spreadsheet and go to insert
ribbon and click Column button (or Histogram Chart).

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Chapter : 4.4 Function and Charts

Topic : 4.4.3E Bar Charts

Bar Charts

• A bar graph is a chart that uses either horizontal or vertical bars to show
comparisons among categories.

FIG 4.46: Bar Chart in Spreadsheet

• One axis of the chart shows the specific categories being compared, and the
other axis represents a discrete value.

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• Some bar graphs present bars clustered in groups of more than one (grouped
bar graphs) and others show the bars divided into subparts to show the
cumulative effect (stacked bar graphs).
• Bar charts have a discrete range.
• Bar charts are usually scaled so all the data can fit on the chart.
• Bars on the chart may be arranged in any order.
• Bar charts arranged from highest to lowest incidence are called Pareto Charts.
• Normally, bars showing frequency will be arranged in chronological (time)
sequence.
• Grouped bar graph usually presents the information in the same order in each
grouping.
• Stacked bar graphs present the information in the same sequence on each bar.
• Bar charts provide a visual presentation of categorical data.
• Categorical data are a grouping of data into discrete groups, such as months of
the year, age group, shoe sizes and animals.
• In a column bar chart, the categories appear along the horizontal axis; the height
of the bar corresponds to the value of each category.
• Bar graphs can also be used for more complex comparisons of data with group’s
bar charts and stacked bar charts.
• In a grouped bar chart, for each category group there are two or more bars and
these bars are color-coded to represent a particular grouping.
• A bar chart is very useful for recording discrete data.
• Even though bar charts have similarities with histogram, it varies with the type of
data which it represents.
• The way of Bar chart is select the data in spreadsheet and go to insert ribbon
and click Bar chart button.

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Chapter : 4.4 Function and Charts

Topic : 4.4.3F Pie Charts

Pie Charts

• A pie chart is a circular chart divided into sectors, illustrating numerical

proportion.

FIG 4.47: Pie Chart in Spreadsheet

• In a pie chart, the arc length of each sector (and consequently its central
angle and area), is proportional to the quantity it represents.
• While it is named for its resemblance to a pie, which has been sliced, there are
variations on the way it can be presented.
• Pie charts are very widely used in the business world and the mass media.
• Pie charts can be replaced in most cases by other plots such as the bar chart.
• The way of Pie chart is select the data in spreadsheet and go to insert ribbon and
click Pie chart button.

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Chapter : 4.4 Function and Charts

Topic : 4.4.3G Line Charts

Line Charts

• A line chart or line graph is a type of chart which displays information as a series
of data points called 'markers' connected by straight line segments.

FIG 4.48: Line Chart in Spreadsheet

• It is a basic type of chart common in many fields.

• It is similar to a scatter plot except that the measurement points are ordered
(typically by their x-axis value) and joined by straight line segments.
• Line Charts show how a particular data changes at equal intervals of time.
• A line chart is often used to visualize a trend in the data over intervals of time –
a time series – thus the line is often drawn chronologically.
• The way of Line chart is select the data in spreadsheet and go to insert ribbon
and click Line chart button.

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Chapter : 4.5 Summary

Topic : Summary

• In this class, we have learnt about,

 Basics of Opening spreadsheet.
 Basics addressing of cells.
 Components of Printing of spreadsheet.
 Concept of manipulation of cells.
 Concepts of functions and charts.
 Concept of formulas.

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Chapter : 4.6 Model Questions

Topic : Model Questions

• Write about the elements of electronic spreadsheet.

• Explain about Manipulation of cells.
• Define formulas.
• Define function.
• Define charts.

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Assessment 1
1. Excel stores all its data to allow ______________.
a) Sheet
b) Manipulation
c) Book
d) All the above
2. Cells are the basic rectangular building blocks of a _____________.
a) Spreadsheet
a) Worksheet
b) Work books
c) None of the above
3. The default Row Height is 12.75 Points (17 pixels).
a) 13.75 Points (18 pixels)
b) 11.75 Points (17 pixels)
c) 12.75 Points (17 pixels)
d) All the above
4. The default Column Width is 8.43 Points (64 pixels).
a) 8.49 Points (69 pixels)
b) 8.43 Points (64 pixels)
c) 8.53 Points (74 pixels)
d) As user wish
5. Bar charts arranged from highest to lowest incidence are called ___________.
a) Histogram Charts
b) Pie Charts
c) Line Charts
d) Pareto Charts

Answers:
1. b
2. a
3. c
4. b
5. d

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Assessment 2 (True/False)
1. User can set margins, fonts, headers and footers to enhance their worksheets.
a) True
b) False
2. The Excel automatically generates entire series.
a) True
b) False
3. To clear a cell is to erase the cell content, but it is similar to deleting a cell.
a) True
b) False

Answers:
1. a
2. a
3. b

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Books referred

1. Microsoft Office Excel 2007 A Beginner's Guide by W.R. MILLS

2. Microsoft Office Excel 2007 by TORBEN LAGE FRANDSEN

3. Introductory Microsoft Office Excel 2007 by PASEWARK AND PASEWARK ROMER

4. Succeeding In Business with Microsoft Office Excel 2007 by THOMSON

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Course Name : Course on Computer Concepts (CCC)

Module Names : Computer Communication and Internet

TABLE OF CONTENT
UNIT NUMBER 5/8
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Syllabus

5.1 Objectives

5.2 Introduction to Computer Networks

5.2.1A what is Computer Networks?

5.2.1B Components of Computer Network

5.2.1C Importance of Computer Networks

5.2.1D Types of Computer Networks

5.3 Basics of Computer Networks

5.3.1A Local Area Network (LAN)

5.3.1B LAN Topologies

5.3.1C LAN Applications

5.3.1D Metropolitan Area Network (MAN)

5.3.2A Wide Area Network (WAN)

5.3.2B WAN Connection Types

5.4 Internet

5.4.1 Concept of Internet

5.4.2 Basics of Internet Architecture

5.5 Services on Internet

5.5.1 World Wide Web and Websites

5.5.2 Communication on Internet

5.5.3 Internet Services

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5.6 Preparing Computer for Internet Access

5.6.1 ISPs and examples (Broadband/Dialup/Wi-Fi)

5.6.2 Internet Access Techniques

5.7 Summary

5.8 Model Questions

Assessment 1

Assessment 2

References

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Chapter : 5.1 Objectives

Objectives

• At the end of the course the user will be able to

 Understand the basics of computer network.
 Know about LAN and WAN.
 Understand the concept of internet.
 Understand the service on internet.
 Know to prepare the computer for internet access.

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Chapter : 5.2 Introduction to Computer Networks

Topic: 5.2.1A What is Computer Networks?

Definition
• The Computer network is a collection of two or more computers, which are
connected together to the share information and resources like (printers,
scanners & other peripherals).

Internet

FIG 5.1: Computers in Network

• Network can be small or large, but permanently connected through wires or

cables, or temporarily connected through phone lines or wireless transmission.

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• The main goal of computer network is to allow its users to access and share the
resources of a network such as hard disk, the expensive laser printers, modems,
licensed software, very powerful processors, etc. irrespective of their physical
location.
• The largest network is internet; it is a worldwide group of network.

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Chapter : 5.2 Introduction to Computer Networks

Topic : 5.2.1B Components of Computer Network

Components of Computer Network

• There are many components of the network, which share common devices,
functions & features including
 Servers,
 Clients,
 Transmission Media,
 Network Adaptor,
 Resources,
 User,
 Protocols.
• Server
 A server provide services to other computers, which holds stored files,
programs and network operating system.
• Client
 The client computer access network & shared resources provided by the
server.
 It is less powerful than server computer.
• Transmission Media
 Transmission media interconnect the computers in a network.
 Different types of transmission media are,
 Wired or Bounded
 Twisted-pair wire.
 Coaxial cable.
 Optical fiber cable.

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Coaxial cable
Twisted Pair wire

Optical Fiber Cable

FIG 5.2: Wired Transmission Media

 Wireless or Unbounded
 Wi-Fi.
 Bluetooth.
 Transmitter, Receiver.
• Network Adaptor
 Network adaptor or Network Interface Card (NIC) is special expansion card,
used for sending and receiving data & controlling the data flow between the
computer & network.
• Resources
 The term resource refers that specifically to data or routines that are available
to programs.
 E.g. Printers, scanners, data, fax device and other network devices are the
resources that are available to the client on the network.
• User or client
 Clients are computers to access the shared resources, which are connected
to a particular network.
• Protocols
 Set of rules used for communication. These are the languages that computers
use to communicate with each other on a network.

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 Otherwise it is a method of exchanging data over a computer network such as

local area network, Internet, Intranet, etc.

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Chapter : 5.2 Introduction to Computer Networks

Topic : 5.2.1C Importance of Computer Networks

Importance of Computer Networks

• User can share a single high-speed internet connection.
• User can access the server centered database for better communication using
internet services such as email, mailing list and Internet Relay Chat (IRC).
• Sharing of devices such as printers and scanners.
• Sharing of programs/software.
• Sharing of files (Text, Audio, Video, Images, etc.).
• It is used to store the information and retrieve it from a central location on the
network.

FIG 5.3: Sharing of single printer through network

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Chapter : 5.2 Introduction to Computer Networks

Topic : 5.2.1D Types of Computer Networks

Types of Computer Networks

• Computer Network is classified according to its
 Geographic scale.
 Connection method.
 Functional relationship (Network Architecture).
 Network topology.
• Classification based upon their scale, network can be classified as
 Local Area Network (LAN).
 Metropolitan Area Network (MAN).
 Wide Area Network (WAN).
• Computer network is classified according to the connection method of hardware
and software technology used to interconnect the devices in the network, such as
 Optical fiber.
 Ethernet.
 Wireless Local Area Network.
• According to functional relationship, it is classified into,
 Active Networking.
 Client server.
 Peer-to-Peer.
• Based upon network topology it is classified into,
 Bus Network.
 Ring Network.
 Star Network.
 Hierarchical Network.
 Mesh Network.

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Chapter : 5.3 Basics of Computer Networks

Topic : 5.3.1A Local Area Network (LAN)

Local Area Network (LAN)

• The LAN network consists of fewer or more computers which are directly
connected within the geographical area such as
 A home,
 An office,
 A single building.
 Several buildings, such as on a huge college campus.
• The devices used in this network can be connected via wired cable or wireless
links.

FIG 5.4: Local Area Network (LAN)

• Each computer on a Local Area Network (LAN) is called a node.

• LANs are configured in any one of two basic structures. Such as
 Peer-to-Peer.
 Client/Server.
• Peer-to-Peer LAN consists of a small number of personal computers linked
together.
• A peer-to-peer (P2P) is created when two or more PCs are connected and share
resources without the connection of serve system.

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• Each computer acts as both the server and clients, according to the situation.

FIG 5.5: Peer-to-Peer Network

• In client/server based network, server provides services needed by clients.

FIG 5.6: Server Based Network

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Chapter : 5.3 Basics of Computer Networks

Topic : 5.3.1B LAN Topologies

LAN Topologies
• Components in a LAN can be connected by several ways, as listed below
 Star topology
 Ring topology
 Bus topology
 Tree topology+9
• Star topology
 Star topology is one of the most common computer network topologies.
 It is the easiest topology to design and implement.

FIG 5.7: Star topology

 In this network all nodes are connected by cable (or wirelessly) to a central
node, is called hub or switch with point to point connection.

FIG 5.8: Hub and Switch

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 A hub sends data packets (frames) to all the devices, and acts as a signal
repeater.
 While using hub, transmission of a frame from one station to the node is
repeated on all of outgoing links.
 If central node is a switch, then incoming data packets processed at the node
and retransmitted on the outgoing link.
 Star Network may have problem of central node failure and also needs long
cable length.
 Advantage
 Easy for install and wire.
 Easy to detect faults and to remove parts.
 Disadvantage
 Requires more cable length.
 If the hub fails, nodes attached are disabled.
• Ring topology
 Nodes in ring topology are connected in the form of closed loop.

FIG 5.9: Ring topology

 Each packet is sent around the ring until it reaches its destination.
 A ring can be unidirectional or multidirectional. In unidirectional ring, data
moves in one direction. In a bidirectional ring, data moves in both directions.
 Advantage

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 The advantage of using a ring network is short cable length, which suits
for optical fiber implementation and It is very flexible to include new nodes.
 Disadvantage
 Drawbacks in this network are, if there is a failure of single node, it will
lead to failure of the entire network and it is also difficult to diagnose it.
• Bus topology
 In bus topology, single cable that connects all the workstations, servers,
printers and other devices on the network.

FIG 5.10: Bus topology

 The central cable is the backbone of this network and is known as bus.
 Advantage
 Advantage is, even when there is a failure of one node, the rest of all
nodes will communicate with each other.
 We can easily expand its structure by adding new nodes anywhere along
the bus and also very less cost.
 Disadvantage
 Limitation over here is, the length of the bus and the number of nodes are
limited and it is not suited for the network with heavy traffic.
• Tree topology
 A tree topology connects multiple star networks to other star networks.

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FIG 5.11a: Tree topology

FIG 5.11b: Tree topology

 It is integrated with bus and ring topology.

 In this topology, number of star network connected using bus.
 The main cable looks like a tree which connects the other star networks as
the branches. It is also called Extended Star Topology.
 Advantage
 Expansion of network is possible and easy.
 Point -to-point writing for individual segments.
 Disadvantage
 The maintenance becomes difficult, due to addition of more and more
nodes.
 More difficult to configure and wire than other topologies.

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Chapter : 5.3 Basics of Computer Networks

Topic : 5.3.1C LAN Applications

LAN Applications
• LAN applications are mostly used in office environment.
• In an office environment LANs are mainly used for three purposes.
 Sharing
 Interoffice Communication
 Internet Communication
• Sharing
 Sharing Hardware
 Users can be connected through Local Area Network to the single printer
or data storage.
 Jobs from each user are queued in that single printer.

FIG 5.12: Hardware Sharing

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 Sharing Software
 Through LAN connection users can share programs such as accounting
programs, which is stored in a single machine.

FIG 5.13: Sharing of Software in LAN Network

 Sharing Data
 Sharing of large database between the users is also another big
advantage.
• Interoffice Communication
 The employee of a company can communicate with each other using this
network.
 Some of the LAN messenger is used within the office area are,
 Tonic
 CD Messenger
 Squiggle - A free, open source LAN Messenger
 Outlook Messenger
 These types of communication are sometimes more effective than voice
communication by phone, where users can save money.

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• Internet Communication
 Another usage of LAN in an office environment is external communication, via
the internet.
 Each employee can use the LAN for the connection to the internet.

FIG 5.14: Sharing of Internet connection in office

 In the FIG 5.14 Host computer is connected to the modem and hub, through
hub. Now all the systems in the office get access to the internet.

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Chapter : 5.3 Basics of Computer Networks

Topic : 5.3.1D Metropolitan Area Network (MAN)

Metropolitan Area Network (MAN)

• Metropolitan Area Network is a network which is larger than a LAN but smaller
than WAN.
• It connects two or more LANs together, which are geographically separated but
does not extend beyond the boundaries of a city/ town.
• Routers, switches and hubs are used to create a Metropolitan Area Network.
• A MAN is typically by a single entity such as a government body or large
corporation.

FIG 5.15: Metropolitan Area Network (MAN)

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Chapter : 5.3 Basics of Computer Networks

Topic : 5.3.2A Wide Area Network (WAN)

Wide Area Network (WAN)

• Wide Area Network (WAN) spans over a large geographical area such as a
state or a country.
• A Wide Area Network is different from MAN because of the distance between
each of the network.

FIG 5.16: Wide Area Network (WAN)

• The world's most popular and longest Wide Area Network is an Internet.
• It makes communication of computers and users in one location with the
computers and users in another location.
• It covers long distance via telephone lines, fiber optic cables or satellite links.
• The protocol used in a WAN is TCP/IP (Transmission Control Protocol/Internet
Protocol) in combination of the devices such as router, switches, firewall and
modems.

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FIG 5.17: WAN connection in the Modem

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Chapter : 5.3 Basics of Computer Networks

Topic : 5.3.2B WAN Connection Types

WAN Connection Types

• The three different WAN connections that can be used to connect the LAN's
together are,

 Dedicated connection.
 Circuit switching.
 Packet switching.
• Dedicated connection

 This connection is also referred as point-to-point connection or leased

connection.
 It uses synchronous serial lines up to 45Mbps.

FIG 5.18: Dedicated connection

 No setup is made before transmission, it constantly transfers the data.
• Circuit switching

 The term circuit switching is same like a phone call.

FIG 5.19: Circuit switching

 No data can transfer before end to end connection is established.
 It is used for low-bandwidth data transfer.
 Examples of circuit-switched networks are

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 Dial-up.
 ISDN (Integrated Service Digital Network).
• Packet switching

 Packet switching method allows user to share bandwidth with other

companies to save money.

FIG 5.20: Packet- switching

 The packet switching transfers packets across a carrier network.
 Speed can range from 56Kbps to T3 (45Mbps).
 Examples of packet switching are,
 Frame Relay,
 X.25 Network,
 Internet Protocol,
 Ethernet.

Comparison between LAN, MAN and WAN

LOCAL AREA METROPOLITAN AREA WIDE AREA NETWORK

NETWORK (LAN) NETWORK (MAN) (WAN)
All devices in LAN All devices in MAN All devices in WAN
connection are within a connection are across connection have no
building buildings or small town geographical boundaries.
Lower speed when Speed varies on location of
Very high speed
compared to the LAN services.
Routers, switches and hubs It covers distance via
Switches and hubs are used
are used to create a MAN telephone lines, fiber optic
to create a LAN connection
connection cable or satellite links.

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MAN uses guided media or WAN mainly uses guided

LAN uses guided media
unguided media media or unguided media

FIG 5.21: Comparison between LAN, MAN and WAN

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Chapter : 5.4 Internet

Topic : 5.4.1 Concept of Internet

Concept of Internet
• The internet is a linking of many computers all over the world by using devices
called routers and use common protocols known as TCP/IP (Transmission
Control Protocol/Internet Protocol).
• The primary purpose of the internet is sharing of information and communicating
with remote PC's.
• The Internet is not a single, centralized system to which we can pay for; in fact,
there are some Internet Service Providers (ISP) to whom we pay periodically for
getting the internet services.
• In the past, most of the ISP's (Internet Service Provider) was run by telephone
companies, but nowadays even some private groups who have sufficient money
and expertise can be the ISPs.

FIG 5.22: Internet connection to the computer

• BSNL is India's no.1 Internet Service Provider.

• The FIG 5.22 shows the typical setup required for getting the internet working at
your place.
• We can access the data in remote machines using internet through browsers.

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• A Web browser is called a client side program that allows user to read hypertext
documents on the World Wide Web.
• The most popularly used web browsers are internet explorer, Mozilla Firefox,
Google Chrome and Apple Safari, Opera.

FIG 5.23: Popular Web Browsers

Note: Above mentioned web browsers are of respective vendors.

• The web page is a document on the World Wide Web (WWW) and using web
browser we can access various web pages.
• The web pages are stored in a computer called a web Server (The host computer
is capable of providing information to other systems is called a Server).
• The website is a collection of many web pages. User can browse these web
pages using web browsers by typing the link address in the Address Bar.

Link

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FIG 5.24: Address bar in the web browser

FIG 5.25: Web Pages

Note: Above mentioned web pages are of respective vendors.

• In the web pages the hyperlinks will appear. The hyperlinks are underlined and
colored phrases which are associated with some control link.

FIG 5.26: Hyperlink in a web page

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• There are many tools used in the internet to make sharing of information
success. Some of them are World Wide Web (WWW), File Transfer Protocol
(FTP) and Email.
World Wide Web (WWW)
• WWW is a collection of internet sites that can be accessed using hypertext.
• Hypertext is text that contains links, while clicking that link user may be directed
to the related page. It may contain pictures, sound, video, animations etc.
• WWW document can be created by using HTML language (Hyper Text Markup
Language).
• Links between documents can be done by hyperlink.
• HTTP (Hyper Text Transfer Protocol) is used to transfer a document.
• The home page is starting/index page of all the web pages, which can be
assigned as the default.
• If a system with a web browser is installed, then it is called client system.

• The host computer which is capable of providing information to other systems is

called a server, it requires special software to provide the requested web
document to others.

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Chapter : 5.4 Internet

Topic : 5.4.2 Basics of Internet Architecture

Basics of Internet Architecture

• The Internet system consists of a number of interconnected packet networks
supporting communication among host computers using the internet protocols
these protocols include :
 The Internet Protocol (IP).
 The Internet Control Message Protocol (ICMP).
 The Internet Group Management Protocol (IGMP).
 Number of transport and application protocols.
• All internet protocols use IP as the basic data transport mechanism.
• IP is a datagram or connectionless, internetwork service and includes provision
for addressing, type-of-service specification, fragmentation and reassembly, and
security.
• ICMP and IGMP are considered integral parts of IP although they are
architecturally layered upon IP.
• ICMP provides error reporting, flow control, first-hop router redirection and other
maintenance and control functions.
• IGMP provides the mechanisms by which hosts and routers can join and leave IP
multicast groups.
• Reliable data delivery is provided in the internet protocol suite by transport Layer
protocols such as the transmission control protocol (TCP), which provides end-
to-end retransmission, resequencing and connection control.
• Transport Layer connectionless service is provided by the User Datagram
Protocol (UDP).
• IP address: Pattern of 32 or 128 bits often represented in dotted decimal
notation.
 E.g. 140.203.8.22 represents an Internet address.
 10001100 11001011 00001000 00010110.

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• The Internet technical architecture looks a bit like multi-dimensional river system,
with small tributaries feeding medium-sized streams feeding large rivers.
• An individual's access to the Internet is often from home over a modem to a local
Internet service provider who connects to a regional network connected to a
national network.
• In the office, a desktop computer might be connected to a local area network
connection with a company having a corporate Intranet connected to several
national Internet service providers.
• In general, small local Internet service providers connect to medium-sized
regional networks which connect to large national networks, which then connect
to very large bandwidth networks on the Internet backbone.
• Most Internet service providers have several redundant network cross-
connections to other providers in order to ensure continuous availability.
• The companies running the Internet backbone operate very high bandwidth
networks relied on by governments, corporations, large organizations, and other
Internet service providers.
• Their technical infrastructure often includes global connections through
underwater cables and satellite links to enable communication between countries
and continents.
• Each communication packet goes up the hierarchy of Internet networks as far as
necessary to get to its destination network where local routing takes over to
deliver it to the addresses.

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Chapter : 5.5 Services On Internet

Topic : 5.5.1 World Wide Web and Websites

World Wide Web

• World Wide Web (WWW) is commonly known as Web.

• The World Wide Web is a system of interlinked hypertext documents accessed
via the internet.

FIG 5.27: World Wide Web

• Tim Berners-Lee invented the World Wide Web in 1989 which is today known as
Internet.
• There are three fundamental technologies of the web. They are,
 HTML (Hyper Text Markup Language).
 HTTP (Hyper Text Transfer Protocol).
 URI (Uniform Resource Identifier).
• The documents are formatted in a markup language called HTML (Hyper Text
Markup Language) that support links to other documents as well as graphics,
audio and video files.

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Website
• A website is a set of related web pages served from a single web domain
accessible via a network such as the Internet or Local Area Network (LAN)
through an internet address known as Uniform Resource Locator (URL).
• A Website is a collection of World Wide Web (WWW) files that includes a startup
file called a Home Page.

Browser on user Internet Web Server

computer

FIG 5.28: Components of Internet Communication

• Websites can be classified into two types.

 Static website.
 Dynamic website.
• Static Website
 Static web page contain fixed code, the content of each page does not
change unless it is manually updated by the webmaster.
 A static website is primarily coded in Hyper Text Markup Language (HTML).
 Appearance beyond basic HTML website is controlled using Cascading Style
Sheets (CSS) language.
 Images are commonly used for the effective appearance and also for the
main content.
 If audio or video plays automatically, then it is considered as Static content.

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FIG 5.29: Static Website

• Advantages of static website

 Quick developing time.
 Cheep development cost.
 Host is inexpensive / affordable.
• Disadvantages of static website
 Web development skills are required in order to update the site.
 Not as useful to the user.
 Content can become outdated.
• Dynamic Website
 A Dynamic website is one in which the web pages changes or customizes
itself frequently and automatically.
 Server-side dynamic pages are generated by computer code that produces
the HTML and CSS.
 There is a wide range of scripting languages and web servers that are
available to generate dynamic web servers and scripting languages such as
CGI, Java Servlets and Java Server Pages (JSP), Active Server Pages and
Cold Fusion (CFML) are some of the examples.
 A dynamic website can display the current state of the communication
between users, monitor a changing situation, or provide information that is
required by an individual user.
 JavaScript code is used to instruct the web browser how to interactively
modify the page contents at client side.

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FIG 5.30: Dynamic Website

• Advantages of dynamic website

 A highly functional website.
 Very easy to update.
 More than one user can develop/work on the site.
• Disadvantages of dynamic website
 Takes longer time to develop.
 More costly to develop.
 Cost more to host.

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Chapter : 5.5 Services On Internet

Topic : 5.5.2 Communication on Internet

Communication on Internet
• Basically, communication is the process of transmitting information from one
place to another.
• As most of us know, internet was developed for the United States army as a
source of communication but it soon became public - ARPANET (Advance
Research Projects Agency Network) established in 1969.
• There are wide varieties of different methods of communication and information
exchange over the network.
• Internet refers to a network of networks that consists of millions of private, public,
academic, business, government networks, of local to global scope, that are
linked by a broad array of electronic and optical networking technologies.
• Internet communication at the beginning, started through the use of email.
• A multi-tiered system of local, regional, and national ISPs has evolved to provide
access to the Internet, transport data and to provide value-added Internet
services and enhancing the internet communication.

FIG 5.31: Communication on Internet

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• The common methods of communications over the Internet can be roughly

grouped into six categories.
 One-to-one messaging.
 One-to-many messaging.
 Distributed messaging databases.
 Real time communication.
 Real time remote computer utilization.
 Remote information retrieval.
• One-to-one messaging
 The simplest method of communication in the Internet is via electronic mail,
or e-mail.
 An individual can transmit a message to one or more specific other
individuals.

Hi…

Hello…

FIG 5.32: One-to-one messaging

• One-to-many messaging
 The Internet contains automatic mailing list services that allow simple and
efficient communications about particular subjects of interest.
 An individual can subscribe to a listserv mailing list on a particular topic and
can submit messages to the listserv that are automatically forwarded to
anyone who has subscribed to the mailing list.

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FIG 5.33: One-to-many messaging

• Distributed messaging databases

 Distributed message databases such as USENET newsgroups are used for
communication.
 Like listserv, newsgroups are open discussions and exchange messages on
particular topics.
 There are newsgroups on more than fifteen thousand different subjects.
 The messages are temporarily stored on each receiving computer where they
are available for review and response.
 The messages are automatically purged from each system to make room for
new messages.
• Real time communication
 An individual can engage to immediate dialog/chat in real time with other
individuals on the Internet.
 Simply it is a one-to-one communication and Internet Relay Chat allows two
or more individuals to type messages to each other that almost immediately
appear on the other individual’s computer screens.

 Real time remote computer utilization

 Another method to utilize information on the Internet is to access and control
remote computers using Telnet.

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 An individual can link via Telnet to a computer to interact directly and

communicate with other users linked to the same computer.
 Remote information retrieval
 The final major category of communication is the most important.
 The search for and retrieval of information located on remote computers.

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Chapter : 5.5 Services On Internet

Topic : 5.5.3 Internet Services

Internet Services
• Internet Services are needed to connect to the Internet.
• Internet Services are categorized as follows,
 World Wide Web.
 Telnet.
 Electronic Mail.
 FTP (File Transfer Protocol).
 Chat.
 Newsgroups.
 Gopher/WAIS/Archie/Veronica.
Modem

• A modem is a device that converts digital computer signals into a form (analog
signals) that can travel over phone lines.
• The word modem is derived from its function MOdulator/DEModulator.
• Modem also re-converts the analog signals into digital signals.
• Modem has two types of connectivity. They are Wired and Wireless
connectivity.
• Wired connectivity: Dial-up, DSL (Digital Subscriber Line) & ADSL (Asymmetric
Digital Subscriber Line), Cable internet access.
• Wireless connectivity: 3G, WIMAX, Wi-Fi, Wireless MAN.

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FIG 5.34: Modem

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Chapter : 5.6 Preparing Computer for Internet Access

Topic : 5.6.1 ISPs and examples (Broadband/Dialup/Wi-Fi)

ISPs (Internet Service Provider)

• ISPs is an organization that provide services for using, accessing, participating in
the internet. ISPs may be organized in various forms, such as profitable, non-
profit, commercial, private owned.
• First ISPs were established in Australia and United States in 1989.
• ISPs provide some Internet Services such as Internet access, Internet transit,
domain name registration, web hosting, collocation (connection).
• Different types of Internet Services Provider are as follows.
 Access ISPs,
 Mailbox ISPs,
 Hosting ISPs,
 Transit ISPs,
 Virtual ISPs,
 Free ISPs,
 Wireless ISPs.
• Access ISPs
 ISPs provide Internet access that employs a range of technologies to connect
the user to their network.
 Satellite Internet access is provided by Wireless access.
 Hosting and email services are also provided by many access providers.
• Mailbox ISPs
 An organization that provides services for hosting electronic mail domains
with access to storage for mailboxes.
 Email servers are provided by a mailbox provider to send, receive, accept and
store email for end users or other organizations.
• Hosting ISPs

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 An email, web- hosts, or online storage services are provided by Internet

hosting services.
 Internet hosting also provide virtual server, cloud services or physical server
operation.
• Transit ISPs
 Internet Transit is a methodology used to provide data transfer between the
computers on different networks.
 A Large amount of bandwidth is provided by Transit ISPs for connecting hosts
ISPs and access ISPs.
 Internet Transit enhances numerous networking functions, like downloading
speed and browsing speed.
• Virtual ISPs
 A virtual ISP is an operation that is used to purchase services from another
ISP.
 A virtual ISP is sometimes called a wholesale ISP.
• Free ISPs
 Free ISPs are the one that provides service with no charge, i.e. free.
 Most free ISPs display advertisements while the user is connected.
 Free ISPs are sometimes called as free nets, which run for nonprofit.
• Wireless ISPs
 A Wireless ISPs are one which is based on wireless networking.
 A Wireless ISP is a Basic Service Set (BSS), which consist of one server and
numerous stations. All stations are linked to that server by wireless.

Some of the examples for categories of ISPs

• Broadband
 The term broadband refers to the wide characteristics of a transmission
medium and it has an ability to transport multiple signals and traffic
simultaneously.
 The major types of broadband available in India include DSL (Digital
Subscriber Line), cable, satellite, fiber-optic and mobile broadband.

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 Broadband allows users to take advantage of technologies, including

videoconferencing, voice calls over computers and streaming high quality
audio and video.
 Examples of available providers Airtel, Tata, etc.

FIG 5.35: Broadband

• Dialup
 Dialup Internet access uses the facilities of the Public Switched Telephone
Network (PSTN) to have a dialed connection to an Internet Service Provider
via telephone lines.
 Dialup access is replaced by broadband in many parts of the world.

FIG 5.36: Dialup

• Wi-Fi
 Wi-Fi is a technology that allows an electronic device to exchange data or
connected to the wireless internet

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 Wi-Fi can be used by many devices like personal computers, video-games,

consoles, Smartphone, some digital cameras, tablet computers and so on.
 The wired connection is more secure than Wi-Fi.

FIG 5.37: Wi-Fi

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Chapter : 5.6 Preparing Computer for Internet Access

Topic : 5.6.2 Internet Access Techniques

Establishing Internet Connectivity

• The corporate prefers leased line internet connection for fast, effective and
reliable connectivity.
• The internet connections are provided with the help of dedicated connectivity with
service provider’s internet server.
• Software used to access web pages from various websites.
Broadband Internet Connection
• Broadband service provides high-speed of data transmission. It allows more
content to be carried through the fiber optic cable & Copper cable from the local
telephone exchange.
• Figure 5.38 shows the broadband connection from phone line to the computer.
• Telephone line needs to be directly connected to the DSL (Digital Subscriber
Line) modem.
• An Ethernet cable is used to establish connection between modem to the NIC
(Network Interface Card) on computer.

FIG 5.38: Internet connections from Phone line to Computer

• Broadband provides access to the highest quality Internet services streaming
media, VoIP (Voice over Internet Protocol), gaming, and interactive services.

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• Broadband includes several high-speed transmission technologies such as,

Digital Subscriber Line (DSL), Cable Modem, Fiber, Wireless and Satellite.

FIG 5.39: Broadband Market Share

Note: Above mentioned names are of respective vendors.

Digital Subscriber Line (DSL)

• Digital Subscriber Line (DSL) is broadband internet delivered over copper phone
wires already installed in homes and businesses.
• The availability and speed of your DSL service may depend on the distance from
your home or business to the closest telephone company facility.
• Connections present in DSL modem are shown in the figure 5.40

FIG 5.40: Connections present in DSL modem

Fiber Optic Cable

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• Fiber optic technology converts electrical signals carrying data to light and sends
the light through transparent glass fibers about the diameter of a human hair.

FIG 5.41: Structure of Fiber Optic Cable

Wi-Fi Internet Connection
• A computer's wireless adapter translates data into a radio signal and transmits it
using an antenna.
• A wireless router receives the signal and decodes it. The router sends the
information to the Internet using a physical, wired Ethernet connection.

FIG 5.42: Wi-Fi Internet Connection

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Chapter : 5.7 Summary

Topic : Summary

Summary
• In this class, we have learnt about,
 Basic concepts of computer networks.
 About Local Area Network and Wide Area Network.
 Concepts of internet and its architecture.
 About Internet services.
 How to prepare computer for internet access.

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Chapter : 5.8 Model Questions

Topic : Model Questions

Model Questions
• Brief note on Local Area Network.
• What is the Internet?
• Explain the services on the Internet.
• Explain about ISPs.
• Explain Internet Access techniques.

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Assessment 1
1. The ________________ is a collection of two or more computers.
a) Group
b) Computer network
c) joining
d) All the above
2. The central cable is the backbone of this network and is known as_____________.
a) Bus
b) Switch
c) Router
d) None of the above
3. A tree topology connects multiple star networks to other______________.
a) Star networks
b) Bus topology
c) Ring topology
d) Mesh topology
4. Wide Area Network (WAN) spans over a ______________ such as a state or a
country.
a) Small geographical area
b) Large geographical area
c) Medium area network
d) As user wish
5. The word modem is derived from its function ___________.
a) Modulator/Demodulator
b) Modes/Diodes
c) Modulator/Di-modulator
d) All the above

Answers:
1. b
2. a
3. a
4. b
5 a

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Assessment 2 (True/False)
1. Transmission media not interconnect the computers in a network.
a) True
b) False
2. Each computer on a Local Area Network (LAN) is called a node.
b) True
a) False
3. Modem also re-converts the analog signals into digital signals.
a) True
b) False

Answers:

1. b
2. b
3. a

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Books Referred

1. Computer Networking from LANs to WANs: Hardware, Software, and Security by

Kenneth C. Mansfield Jr. James L. Antonakos.

2. Computer Networks by V.S.Bagad, I. A.Dhotre

3. Course on Computer Concepts (CCC) by Prof. Satish Jain, Dr.Shalini Jain,

M.Geetha.

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Course Name : Course on Computer Concepts (CCC)

Module Names : WWW and Web Browser

TABLE OF CONTENT
UNIT NUMBER 6/8
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Syllabus

6.1 Objectives

6.2 Web Browsing Software

6.2.1A Web Browsing Software

6.2.1B Internet Explorer

6.2.1C Google Chrome

6.2.1D Mozilla Firefox

6.2.1E Apple Safari

6.2.1F Opera

6.2.1G Functions of Web Browser

6.2.1H Purpose of Web Browser Software

6.3 Configuring Web Browser

6.3.1 Configuring Web Browser

6.4 Search Engine

6.4.1 Search Engine

6.4.2 Accessing Web Browser

6.4.3 Using Favorites Folder

6.4.4 Downloading Web Pages

6.4.5 Printing Web Pages

6.5 Summary

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6.6 Model Questions

Assessment 1

Assessment 2

References

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Chapter : 6.1 Objectives

Objectives

• At the end of the course the user will be able to

 Know about web browsing software.
 Know how to configure web browser.
 Study about Search Engine Optimization (SEO).

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1A Web Browsing Software

Web Browsing Software

• A Web browser is a software application used for presenting and traversing the
information on World Wide Web, including Web Pages, images, video and other
necessary files (or) data required by users.
• Web Browser is not hardware, it is software.
• A web browser is a client side software program which communicates with
web servers on the internet and request information wanted by users. It also
enables uploading and downloading of files.
• The web address of a particular object published on the web is known as URL
(Uniform Resource Locator). Each object in the web is identified or searched with
the help of URL.

Popular Web Browsing Software

• The most popular web browsers access the globe:

 Microsoft Internet Explorer

 Google Chrome

 Firefox

 Apple Safari

 Opera

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FIG 6.1: Web Browsing Software Usage

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1B Internet Explorer

Internet Explorer
• Initially internet explorer was called MicroSoft Internet Explorer (MSIE).

FIG 6.2: Internet Explorer Icon

• Internet Explorer is a series of graphical-based Web browsers and in those

times the dominant browser in use with control of over 90 percent of the market.
• It is a web browser developed by Microsoft in 1995.
• The programming language used to develop this browser is C++.
• Internet Explorer supports Java, JavaScript, ActiveX, RSS (Really Simple
Syndication), CSS (Cascading Style Sheets) and Ajax.
• Internet Explorer 11 is the latest version of MSIE.
• The Internet Explorer also offers features as listed below,
 Faster web browsing.
 Fast and fluid navigation.
 Rich, hyper-fast 2D and 3D experiences.
 Great on all your screens, large and small.
 Improved compatibility.

• Internet Explorer web page is shown in figure 6.3.

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FIG 6.3: Internet Explorer Web Page

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1C Google Chrome

Google Chrome

• The Google Chrome browser combines a minimal design with sophisticated

technology to make the Web faster, safer and easier.
• Google Chrome is freeware web browser, i.e. it is free of cost, but its source
code is not available.

FIG 6.4: Google Chrome Icon

• The Google Chrome was first introduced in September 2008 by Google Inc.
• The programming language used to develop Google Chrome is: C, C++, java,
Python.
• The Chrome browser is available for Windows Vista, Windows XP, Linux,
Android, ios and so on.
• The latest version of Google chrome is Chrome 35.
• The Google Chrome browser offers features including:
 It is compatible with any touch devices.
 New JavaScript features.
 Unprefixed shadow DOM.
 Unlimited new apps and Extension of API.

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 Hoods changes with stability and performance.

FIG 6.5: Google Chrome Web Page

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1D Mozilla Firefox

Mozilla Firefox
• Firefox is a free, open source web browser, i.e. its source code is available for
everyone and it can be modified by the users.
• It was developed by Mozilla Corporation and it uses the Gecko layout engine to
render web pages, which implements current and anticipated web standards.
• Its first version was released on November 9, 2004.
• Its latest version is Firefox 30.0

FIG 6.6: Mozilla Firefox Icon

• The programming language used to develop Mozilla Firefox is C, C++, java,

CSS.
• It is available for Windows, Linux and Mac OS X.
• Firefox offers features to

 High speed browsing for every type of website.

 Advanced tab-browsing management navigation.
 Active protection against malware, spyware, worms and viruses.
 Native HTML5 and advanced developer’s tools.
 Integrated search engine in the main toolbar.

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• Mozilla Firefox web page window is shown in the figure 6.7.

FIG 6.7: Mozilla Firefox Web Page

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1e Apple Safari

Apple Safari

• Safari is a web browser developed by Apple Inc.

• Safari has been designed and classified based on the most useful browser which
"gets out of your way and lets you simply enjoy the Web".

FIG 6.8: Apple Safari Icon

• The heart of Apple's Safari browser is the Web Kit engine, which is responsible
for functions like displaying graphics, rendering fonts, running JavaScript and
determining page layout and it is a free wave web browser.
• The programming language used to develop Apple Safari is C++, objective C.
• Apple Safari is a Web browser available for the Macintosh and Windows
operating systems as well as the iPhone, iPod Touch and iPad.
• Latest version of safari is 7.0.5, released by June 30, 2014.
• Apple Safari provides features to

 Third party data and cookie blocking.

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 Private browsing.
 Protection from harmful sites.
 Built to keep threats contained.
 Added security for plug-ins.

FIG 6.9: Apple Safari Web Page

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1F Opera

Opera
• Opera is a web browser developed by opera software and it uses the blink layout
engine.
• Opera is very high speed and most standard-compliant of the current browsers in
use.

FIG 6.10: Opera Icon

• Opera supports standards such as 128-bit encryption, SSL2 and 3 for security,
CSS1, partial CSS2, XML, HTML and JavaScript.
• The programming language used to develop this browser is C++.
• Opera was first released publicly with version 2.0 in 1996 and the latest version
is Opera 22.
• Opera is available for use with the Android, Bada, iOS, Blackberry, Linux,
Symbian, OS/2, Windows and Mac operating system.
• Opera provide features like:

 Five Default themes.

 Silent updates for Windows.
 Smaller updates to conserve your bandwidth.
 Updated Chromium to 35.0.1916.114.

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• Opera web page is shown in the figure 6.11.

FIG 6.11: Opera Web Page

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1G Functions of Web Browser

Functions of Web Browser

• The web browser gets URL (Uniform Resource Locator) of the site and
understands the web address of DNS (Domain Name Server) hyperlinks.
• It identifies the web page and formats the web documents to display on the
screen.
• The Web browser helps users to have a history and go back & forward through
pages that have already visited.
• The web browser makes possible to copy text from the web page and paste it
into a word processing program (or) as desired by users.
• Web browser helps to print the web documents/pages.
• The web browser makes possible to transfer online documents to user's
computer called downloading.
• The web browser allows user to send and receive e-mails, through web mail.

FIG 6.12: Web Browser Functions

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Chapter : 6.2 Web Browsing Software

Topic : 6.2.1H Purpose of Web Browser Software

Purpose of Web Browser Software

• Web browser software sends the required information to the web server and gets
the information, and then it displays the result on the user computer.
• Simply, Internet browsers are the tools we use to navigate through millions of
websites.
• A web browser has the ability to interpret or display many types of stored files
like HTML and other browser supported files even when they aren’t connected to
the internet.
• Especially in windows 2000, Internet Explorer is a built-in browser that enables
users to open most image files quickly.
• Web Browsers are used for businesses, marketing, education and information
gathers about subjects, medical, etc.,
• Web Browser makes it easier to get the most from the World Wide Web, whether
users are searching for new information or browsing the favorite web sites.
• Web browser helps the user to open several web pages at the same time.
• Web browser allows the user to maintain his visited web page history and also to
store the web pages as favorites.
• User can switch between many different web pages easily.

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Chapter : 6.3 Configuring Web Browser

Topic : 6.3.1 Configuring Web Browser

To Configure a Web Browser:

• Configuring Internet Explorer to default settings
 Open the Internet Explorer and click the Explorer menu.
 Then select the Internet options menu. Internet options dialog box gets
opened.
 Then select the Advanced tab from internet options dialog box.
 Click the Reset button.
 Check the Delete personal settings option and then click the Reset button
from reset internet settings dialog box.
 Finally click the Close button.

FIG 6.13: Configuring Explorer

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• Configuring chrome to default settings

 Open the Chrome browser and click on Chrome menu.
 Then select settings from the menu.
 Enter Reset browser in the search settings option.
 Then click the Reset browser settings button.
 From the dialog box click the Reset button.
 Then close the browser and open again.

FIG 6.14: Configuring Chrome

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Chapter : 6.4 Search Engine

Topic : 6.4.1 Search Engine

Search Engine

• The search engine is a web program that enables the users to enter words and
phrases to search, and scan the vast information on the web to locate sites that
matches the words or phrase.
• A web search engine is a software system that is designed to search for
information on the World Wide Web.
• The User can locate useful or interesting web sites by using a search engine.
• This is an organization with a web site containing a huge database of web site
addresses.
• Search engines also maintain real-time information by running an algorithm on a
web-crawler.
• When a query is typed in form of subject or a name that describes what user are
seeking, and the search engine provides with a list or selection of web site
addresses that fit the enquiry.
• The User can then simply click on an address to jump to that website.
Search Engine Optimization (SEO)
• Search Engine Optimization is the process of increasing the visibility of a website
or a web page in a search engine's natural search results.
• It the process of optimizing the web page contents to increase its relevance to
specific keywords and to remove barriers to the indexing activities of search
engines.
• SEO makes the website more efficient and visible top its users during the search.

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List of Search Engine

• Google.
• Yahoo.
• Ask Jeeves.
• Duck Duck Go.
• Kosmix.
• Yebol.
• Bing.
• Msn.

FIG 6.15: Search Engines

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FIG 6.16: Search Engine Usage

Search for content

• Go to the site want to search. Site search results do not include content on a
parent site or on adjacent sites

• In the search box, type the word or phrase that wants to look for and then click
the Search button.

• By default, search results are displayed by relevance. To sort the results

differently, click an option under Refine Results.

Types of Searching

• Internet Search: Search Engines like Google, Yahoo and Infoseek crawl the
huge number of servers and web pages or info on web pages index them and
retrieve them when the specific term is found.
• Database search: Databases store their information neatly organized into fields.
A search Interface is provided for this.
• Intranet search: Search is restricted to a site or a group of sites.
 Text search engines store this information in one index and can find words in
any field in a record.
 Many high-end search engines can also store field information, so searches
can be limited to a specific field as well.

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Chapter : 6.4 Search Engine

Topic : 6.4.2 Accessing Web Browser

Accessing Web Browser

• Web browser is the software, which helps user to access web pages from
various websites.
• Internet Explorer comes by default along with the Microsoft Windows operating
system and other browsers can be downloaded freely from their relevant
websites.
• The various web browsers are listed.
 Google Chrome.
 Mozilla Firefox.
 Safari.
 Opera.
 Internet Explorer.

Toolbars of Web Browser

• Back -- Returns to the previous page.
• Forward -- Returns to the page that the user has backed up from.
• Home -- Takes to the start page specified in the browser preference.
• Reload or Refresh -- Downloads or revisit the web page from the server again.
• Stop -- Stops the browser from loading the current page.
• Print -- User can make a hard copy of the current page displayed in the browser.

Starting a web browser

• Open the web browser by double-clicking on the icon on the desktop or right-
clicking the icon and choose "Open".
• Any of these search engines can be loaded in the browser to search for specific
information from World Wide Web.

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• Search is simple, just type any query in the search box and press Enter or click

the Search button and search engines will search the web server for
content that is relevant to the keyword given by the user.

FIG 6.17: Start Window

• The following tips can help user to make the most of the searches.
 If user type the words [India and America] will give different results than when
they type only [India] or only [America].
 Every word, typed as 'search keyword' will be parsed and processed.
Generally, all the words user put in the query are used by the search engines.
 Search is always not case sensitive. E.g. [A search for (Delhi CAPITAL of
India) is the same as a search for (Delhi capital of India)].
 Generally, punctuation symbols are ignored, such as @, #, $, %, ^, &, *, (,), =,
+, [,], \, to make sure that a search engine returns relevant results.

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Chapter : 6.4 Search Engine

Topic : 6.4.3 Using Favorites Folder

Using Favorites Folder

• The address of the favorite websites can be stored in a folder so that user can
later on retrieve that address from favorite Folder.
• For e.g. In Internet Explorer do the following,
 Click on the Menu bar -> Favorite -> Add to favorites.
 Add a Favorite window will be displayed. To create a new folder to store the
website then click New Folder. Or click add to store in default storage
location.
 It will navigate to Create a Folder in that first; enter the desired name for this
new sub-folder in the field labeled Folder Name.

FIG 6.18: Add a Favorite Window

 Next in the Create in section, select the location where user would like this
folder to be placed via the drop-down menu.
 Finally, click Create button to create the new folder.
 Then click add to save it in desired folder.

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• In Mozilla Firefox, do the following,

 Click the star icon in the address bar, the star will turn to yellow or blue
(Depends on versions of Firefox).

FIG 6.19: Bookmark This Page

 To edit the details of the bookmark, click the star second time to open the
Edit This Bookmark window.
 In the Edit This Bookmark window, user can change the Name, Folder and
Tags.
 In the Folder dropdown, choose New Folder to create a folder.
 Click Done.

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FIG 6.20: Edit This Bookmark Dialog Box

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Chapter : 6.4 Search Engine

Topic : 6.4.4 Downloading Web Pages

Downloading Web pages

• When a web page is accessed for instance, document and all its associated
graphics gets downloaded from a web server to our system, and then it will get
displayed in web browser.
• To download files use right mouse button to select Save As from the pop-up box.
• There are two ways to save a web page. They are,
 Open the webpage you want to read offline. Click on "File" and Select "Save
As". Select the location and the Type. If you save it as html, it will create the
html file and the folder of the same name at same location saving all the
images on that webpage in that folder. You can also use the ".mht" format too
and it will create only one file and no folder.
 Open the webpage, select "Favorites" and then "Add to Favorites". On the
new window, you will find an option "Make available Offline". Put a Check on
it and save it. But remember, few real-time things like login on to your email or
other login pages won't work offline.

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FIG 6.21: Save Page As

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Chapter : 6.4 Search Engine

Topic : 6.4.5 Printing Web Pages

Printing Web Pages

• User can print the desired web pages.

• Most browsers have a Print option on the toolbar to print a webpage(s).
• Click File -> Print. Otherwise use keyboard shortcut, Ctrl+P.
• Print Dialog box will appear, in that window select Properties as desired.

FIG 6.22: Print Dialog Box

• Click Layout tab, in Orientation dropdown select Landscape.

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FIG 6.23: Properties Dialog Box

• Some web pages are divided into multiple sections called frames.
• User can only print one frame at a time. To print a particular frame, first select
and then click OK or Print button.

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Chapter : 6.5 Summary

Topic : Summary

Summary
• In this course, user have learned about
 Web browsing software
 How to configure web browser
 Search Engine Optimization (SEO).
 How to access web browser

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Chapter : 6.6 Model Questions

Topic : Model Questions

Model Questions
• Define Web Browser.
• List the popular web browsing software.
• How to configure web browser? Give an example.
• Define Search Engine Optimization (SEO).
• List some of the Search Engines.
• Functions of web browser?

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Assessment 1
1. Internet Explorer is a series of ____________ Web browsers and in those times the
dominant browser in use with control of over 90 percent of the market.
a) Graphical-based
b) network
c) Hardware/software
d) All the above
2. Safari is a web browser developed by ______________.
a) Apple Inc
b) Sun microsystem
c) TCS
d) None of the above
3. A ___________ is a software system that is designed to search for information on
the World Wide Web.
a) Computer
b) Bus
c) Web search engine
d) Mesh
4. In Mozilla Firefox, do the following________
a) Click the star icon in the address bar, the star will turn to yellow or
blue (Depends on versions of Firefox).
b) To edit the details of the bookmark, click the star second time to
open the Edit This Bookmark window.
c) In the Folder dropdown, choose New Folder to create a folder.
d) All the above
5. Opera provide features like ___________.
a) Five Default themes.
b) Silent updates for Windows
c) Smaller updates to conserve your bandwidth.
d) All the above

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Answers:

1. a

2. a

3. c

4. d

5. d

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Assessment 2 (True/False)
1. Web Browser is hardware, it is software.
a) True
b) False
2. Web browser helps to print the web documents/pages.
a) True
b) False
3. Any of these search engines can be loaded in the browser to search for specific
information from World Wide Web.
a) True
c) False

Answers:

1. b

2. a

3. a

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Books Referred

1. Search Engines: Information Retrieval in Practice by W. Bruce Croft, Donald

Metzler, Trevor Strohman

2. New Perspectives on Computer Concepts 2011: Comprehensive by June

Jamrich Parsons, Dan Oja

3. Course on Computer Concepts (CCC) by Prof. Satish Jain, Dr.Shalini Jain,

M.Geetha.

4. Search Engine Visibility by Shari Thurow.

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Course Name : Course on Computer Concepts (CCC)

Module Names : Communication and Collaboration

TABLE OF CONTENT
UNIT NUMBER 7/8
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Syllabus

7.1 Objectives

7.2 Basics of E-mail

7.2.1A What is an Electronic mail

7.2.1B Types of E-mail

7.2.1C Marketing E-mail

7.2.1D Notification E-mail

7.2.1E Transactional E-mail

7.2.2 E-mail Addressing

7.2.3 Configuring E-mail client

7.3 Using E-mails

7.3.1 Opening E-mail Client

7.3.2 Mailbox: Inbox and Outbox

7.3.3 Creating and Sending a new E-mail

7.3.4 Replying to an E-mail message

7.3.5 Forwarding an E-mail message

7.3.6 Sorting and Searching E-mail message

7.4 Advance E-mail Features

7.4.1 Sending document by E-mail

7.4.2 Activating spell checking

7.4.3 Using Address book

7.4.4 Sending Softcopy as an attachment

7.4.5 Handling SPAM

7.5 Instant Messaging and Collaboration

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7.5.1 Using Smiley

7.5.2 Internet Etiquettes

7.6 Summary

7.6 Model questions

Assessment 1

Assessment 2

References

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Chapter : 7.1 Objectives

Objectives
• At the end of this course user will gain knowledge on
 E-mail and its usage
 The basic operations of E-mail like creating, checking, replying, forwarding ,
sorting and searching E-mails.
 Advanced E-mail features
 Instant messaging and collaboration

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Chapter : 7.2 Basics of E-mail

Topic : 7.2.1A What is an Electronic mail

• Electronic mail is a method of sending a message from one computer to another

computer through internet.
• The first E-mail was sent by Ray Tomlinson in the year 1971.
• Earlier E-mail systems require both author and the recipient to be online at the
same time, but now E-mail system is based on store and forward model.
• In which E-mail servers accept, forward, deliver and store messages.
• It is part of the standard TCP (Transmission control protocol)/IP (Internet
protocol) set of protocols, which sends messages by SMTP (Simple Mail
Transfer Protocol) and receives messages by IMAP (Internet Message access
protocol).
• Some of the E-mail platforms include Gmail, Hotmail, Yahoo Mail, and etc.
• An Internet E-mail message consists of three components,
 Message envelope
 Used to privately enclose the content of the E-mail.
 Message header
 Used to determine where a message is sent, and also records the specific
path the message follows as it passes through each mail server.
 Consists of fields such as From, To, CC, Subject, Date, and other
information about the E-mail.
 Message body
 Used to enter the text, images or attachments to recipient(s).

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FIG 7.1: Components of e-mail

Types of E-mail
• E-mails can be sent to single or group of people.
• There are a number of methods for clients to engage their audiences through
different types of E-mail communication, which will deliver varied benefits that
require different design and planning processes.
• There are three types of E-mails,
 Marketing E-mails.
 Notification E-mails and.
 Transactional E-mails

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Chapter : 7.2 Basics of E-mail

Topic : 7.2.1C Marketing E-mail

Marketing E-mail
• Electronic marketing is a method to send commercial messages to a group of
people using E-mail.
• Marketing E-mails motivate user clients and leads.
• This type of mails contains the messages to send advertisements, request for
business, solicit ask for sales or donations.
• Market agents build loyalty, trust, or brand awareness, through this market e-mail
method.
• Examples
 Newsletters
 Flash sales/Banners
 Sales/Promotion announcements, etc.
• There are two types of E-mail marketing
 Transactional E-mails
 Direct E-mails

FIG 7.2: Marketing mail

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Chapter : 7.2 Basics of E-mail

Topic : 7.2.1D Notification E-mail

Notification E-mail
• Notification E-mail allows the user to notify every particular event happens. They
are also known as Trigger.
• More generally, the notification E-mail may be used in order to celebrate or mark
an event like promotions, mela etc.
• Examples
 Birthday E-mail
 Shopping Cart E-mail
 Greetings after a purchase
 Feedback request after a purchase, etc.

FIG 7.3: Notification mail

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Chapter : 7.2 Basics of E-mail

Topic : 7.2.1E Transactional E-mail

Transactional E-mails
• Transactional E-mail can be used in Business transactions.
• This E-mail is an expected information that the client wishes to check or confirm.
• This type of E-mail is not intended to optimize the customer relationship, but to
define it and mark it out.
• Transactional E-mail is a type of one-to-one E-mail. It's different from bulk E-mail,
which goes to many people with the same content.
• Examples
 Welcome message for Account opening
 Order status
 Payment confirmation
 Bank Transaction

FIG 7.4: Transactional mail

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Chapter : 7.2 Basics of E-mail

Topic : 7.2.2 E-mail Addressing

E-mail Addressing
• An E-mail address is same as postal address.
• E-mail address identifies an “E-mail box” to which E-mail messages are to be
delivered.
• An e-mail address is composed of several elements, for example
"[email protected]".
• The first part of all E-mail is user group or department of a company or
organization, the "@" is divider of E-mail address and to the right is the domain
name of the user belong to i.e. "example.com".

FIG 7.5: E-mail address

Domain name

• A domain name is a unique name that identifies a website and it serves as an

address, which is used to access the website.
• Domain name provide an easy way to remember internet address which is
translated into its numeric address (IP address) by the domain name system
(DNS).
• Domain name is divided into three parts.
 Host-name, sub-domain: Indicates computer name or username.
 Second-level domain.
 Top-level domain: indicates the site hosting company is an organization.
• Top-level domains are

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 .gov - Government agencies

 .com - commercial business
 .edu - educational institutes
 .net - organizations that are non-profit.
 .int - International organizations like UNO, WHO etc.
 .in - India
User name
• To the left of the "@" character is the user name.
• The user name designates who at a domain is the owner of the E-mail address,
for example "rock".
Types of E-mail addressing:

• There are actually three most common ways to establish a valid E-mail address.
 Creating a live E-mail account with mail provider like Gmail, Yahoo, Hotmail &
etc.
 Creating a virtual mailbox, or E-mail forwarding feature.
 Creating a personal domain E-mail with user domain.

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Chapter : 7.2 Basics of E-mail

Topic : 7.2.3 Configuring E-mail client

Configuring E-mail client

• First step is to configure E-mail client so that user can manage to access mails
with the client.
• An E-mail client is a computer program used to access and manage user's E-
mail.
• Process of e-mail configuration for home users (eg. Thunderbird, it is an email
program developed by Mozilla).
 First Download the program (software), then install and open Thunderbird.
 Thunderbird is a free, open source, cross platform application for managing
E-mail and news feeds.
 A dialogue box will appear, enter your name, E-mail address and password,
and click Continue.
 Now Thunderbird will connect to math.ntnu.no, and receive the setup details.
 If necessary, click Manual configuration, and change the username to your
NTNU username (In most cases, this will be OK automatically).
 Click Create account.

FIG 7.6: Configuring E-mail client

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Setting up random E-mail clients:

• Incoming server (IMAP):

• Outgoing server (SMTP):

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Chapter : 7.3 Using E-mails

Topic : 7.3.1 Opening E-mail Client

Opening E-mail Client

• An E-mail client is a computer program used to access and manage a user's E-
mail.
Steps for creating E-mail:

Step 1
• Open up any internet browser and then browse to the "Google" home page by
typing "Google.com".
Step 2
• At the top left corner of the Google page in menu bar select Gmail.

FIG 7.7: Opening Gmail

Step 3
• Upon selecting Gmail, a page opens with 'Sign in' section. Click on Create a new
account.

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FIG 7.8: Gmail Sign in page

Step 4
• To set up a new account, Google needs some user information like select first
name and last name etc.
• Choose your user name' is the unique E-mail address that you wish to use, which
will be placed before '”______”@gmail.com'.
• Type preferred E-mail name into the 'choose your username' box and then fill out
the rest of your information.
• User will need to ensure that the 'I agree to the Google Terms of Service and
Privacy Policy' is ticked. Then click next step.

Step 5
• If E-mail name requested is not available, a message saying that somebody
already has that username and offering you some alternatives will appear.

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• The user can decide to accept one of the alternative or type in another name and
check its availability once more.
• Once E-mail address is finalized, it's a good idea to make a note of it until user
get used to it.

FIG 7.9: Creating New Gmail account

Step 6
• User will need to create a password to login securely to their account.
• Use letters and numbers to make the password more secure and difficult to
guess. It should be at least 8 characters long.
• User need to re-enter the password to ensure that it's the respective user
choosing it and not a hacker or anyone else.
• Then it asks user to enter CAPTCHA code, user can skip this if don't want to type
CAPTCHA code but user need to verify via a mobile phone if don't enter this
code.

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FIG 7.10: CAPTCHA code verification

Step 7
• Once user has completed this page fully, clicking Next Step will take user to the
Create Profile Page.
• If user doesn’t wish to have a picture on the web, click Next Step to complete
setting up your E-mail.
• If user do click on Add Profile Photo and find the photo to add. Then click Next
Step.
Step 8
• User will now have to set up your account. User can go straight to your inbox and
get started, or user can set up a photo to show as their profile picture.
• Click on Add a photo to upload a photo and select a photo. Or click on Next Step
to go to your inbox and get started.

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FIF 7.11: Adding photo to New account

• A new user name and password will be created and send to the user.
• The user name and password should be remembered and used every time user
login to GMAIL.

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Chapter : 7.3 Using E-mails

Topic : 7.3.2 Mailbox: Inbox and Outbox

Definition:

• The Mailbox is an area in memory or on a storage device where e-mail is placed.

• In e-mail systems, each user has a private mailbox. When the user receives e-
mail, the mail system automatically puts it in the mailbox.
Inbox
• The Inbox is a collection of recent mails by user which is available to read,
answer, store or delete.
• Mails can be checked through a webmail interface or by a program like Outlook
or Mac OS X Mail, each downloaded message gets stored in respective user's
inbox.
• Most people receive more mail which can be managed in one folder.
• After reading the messages, the user has an option to move them to other folders
you have created (such as "Family", "Friends", "Business" etc) or delete them by
moving to trash.
Outbox
• The outbox is where outgoing e-mail messages are temporarily stored.
• While composing a message, most mail programs automatically save a draft
message in the outbox.
• The message is then stored in the outbox until it is successfully sent to the
recipient.
• Once the message has been sent, most e-mail programs move the message to
the "Sent" or "Sent Messages" folder.
• Unlike the inbox, which is often overflowing with e-mail, the outbox often does not
contain any messages.
• This is because all the messages that have been sent have already been
transferred to the Sent Messages folder.

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Chapter : 7.3 Using E-mails

Topic : 7.3.3 Creating and Sending a new E-mail

Creating and Sending a new E-mail

• E-mail is a great way of getting information to others quickly and easily.
• Click the Compose button on the left side in Gmail page.

FIG 7.12: Creating a new mail

• Type recipient's E-mail address in the “To” field.

• While typing a recipient's address, Gmail will suggest addresses from exiting
Contacts list using auto complete.
• Once E-mail recipient's address is in the "To" field, however the contact name to
see the E-mail address and other information associated with it.
• To edit the E-mail address or name, double-click a contact name.
• Enter a subject message in the “Subject” field for identification.
• Write message and just click on the large field below the subject line and type
away.
• When composing is done, click the Send button at the bottom of compose
window.

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FIG 7.13: Sending a mail

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Chapter : 7.3 Using E-mails

Topic : 7.3.4 Replying to an E-mail message

Replying to an E-mail message

• To reply to a message, either click in the box below the message tab or, click the
arrow icon in the top right corner of the message received.
• If there are multiple recipients of the message and user has to respond to all of
the mail at a time, click Reply button to all on the box below the message tab and
begin typing the reply mail.
• Another option is to click the down arrow next to the Reply button and select
Reply to all.

FIG 7.14: Reply icon

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Chapter : 7.3 Using E-mails

Topic : 7.3.5 Forwarding an E-mail message

Forwarding an E-mail message

• Forwarding is to resend a message to other people.
• It is possible to forward an individual message or an entire conversation.
Forward an individual message
• Open the message to forward.
• Click the Forward link in the box below the message.
• If Forward link is not seen, click the down arrow next to Reply on the top-right
corner of the message and select forward.

FIG 7.15: For Forward icon

• Add new recipient(s) if required and any additional text to the existing message.
• If the message has attachments, and if user does not like to forward the
attachment deselect the attachment at the bottom of the message.
• Click Send.

Forward an entire conversation

• Open the conversation.

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• Click the More button in the toolbar above the messages and select Forward all.

FIG 7.16: Option to forward entire conversation

• When an entire conversation is forwarded, all messages from the conversation

are put into a single message.
• Each message is clearly marked and listed in chronological order, from oldest to
most recent, so that the conversation is easy to read.

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Chapter : 7.3 Using E-mails

Topic : 7.3.6 Sorting and Searching E-mail message

Sorting and Searching E-mail message

• Search Message options in Web Mail's lets user to search your message
headers using keywords.
• Click Search Messages at the left side of the screen.
• In the Search for this word or phrase box, type the word or words to search for.
• In Headers box, check From, To, or Subject to search within those fields.
• From the In Folder pull-down menu, select the folder to search in.
• Click Search. Your search results will appear.
To sort through message:
• Like all E-mail providers, Gmail allows to store the messages you have received
in inbox.
• If user wishes to sort these E-mails, Gmail provides a number of sorting options.
• Even if these options are not enough, however, user can sort E-mails by
keyword. If user wants to sort Gmail E-mails, it can be done in a few simple
steps.
• Open the computer's Web browser and navigate to the Gmail sign in page.
• Type Gmail E-mail address and password in the spaces provided and click the
"Sign In" button to sign in to Gmail account.
• Click the "Inbox" option on the left side of Gmail home page. Click the "Classic"
option at the top of Gmail inbox to sort the E-mail messages by the order in
which they have been received.
• Click the "Important First" option at the top of Gmail inbox to sort the E-mail
messages by contacts which is used to communicate frequently.
• Click the "Unread First" option at the top of Gmail inbox to sort the E-mail
messages by whether or not they have been opened.

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• Click the "Starred First" option at the top of Gmail inbox to sort the E-mail
messages by whether or not they are starred.
• Click the search bar at the top of the Gmail home page to place text cursor there.
• Type the keyword for sorting the E-mail messages (the name of a contact or a
subject, for example) in the space provided and click the "Search Mail" button.
• Gmail will now sort the E-mail messages according their relevance to the
keyword.
• E-mails are grouped in Gmail like Forums, Updates, etc.

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Chapter : 7.4 Advance E-mail Features

Topic : 7.4.1 Sending document by E-mail

Advance E-mail features

• User can Edit the style sheet of the E-mail by Customize fonts and colors,
change the width of columns and add personal classes.
• User can also Edit the text only version of the E-mail – Tweak the text-only
version to make sure it displays exactly as user intended.
• Preview and test the changes by sending a sample E-mail to their own.
• Restore the defaults if the user doesn’t like the changes made in the default
setup.
Sending documents by E-mail
• Documents can be attached to an E-mail so that the recipient can receive and
view or download it.
• Type the E-mail address and password in the desired space and click the "Sign
In" button to sign in to the E-mail account.
Steps to E-mail a document:
• Log in to the E-mail account to enter and view the users mail account.
• Click Compose to send a new E-mail.

FIG 7.17: E-mail an document

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• Once new E-mail is open, type the recipient's E-mail address in the 'To' field.
Then put a title for E-mail in the 'Subject' box and type response message.
• Click 'Attach a file' icon to attach a file.

FIG 7.18: E-mail an document

• Browse through Windows folders to find the document to be attached to E-mail.
• Highlight this by clicking on it and then click Open and document will add to the
mail.

FIG 7.19: E-mail an document

• If the document has been attached to E-mail then the file name will appear in
blue text at the bottom of the compose window.

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• To attach another document, click the paper-clip icon again and repeat the above
two steps.

FIG 7.20: E-mail an document

• If the mail is ready to, click Send.

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Chapter : 7.4 Advance E-mail Features

Topic : 7.4.2 Activating spell checking

Activating spell checking

• The spell check feature corrects spelling mistakes on forms, including web-based
E-mail messages, discussion forums, and even intranet web applications.
Enable or disable spell check:

• Click the down arrow next to the "Discard draft" icon at the bottom of the
compose window.
• Click Check spelling.
• If there's a misspelled word, it will be highlighted in yellow. Click the misspelled
word to see Gmail's suggestions for similar words.
• Select a suggested word from the list to replace the misspelled word.

FIG 7.21: Activating Spell check

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Chapter : 7.4 Advance E-mail Features

Topic : 7.4.3 Using Address book

Using Address book

• An address book is a database that stores names, addresses and other contact
information for a computer user.
• The Address Book is a collection of address lists.
• Address Book is used to look up and select names, e-mail addresses, and
distribution lists.

FIG 7.22: Address book

• When a name is typed in the To or Cc box of an e-mail message, Microsoft
Outlook automatically checks to see if the name typed matches the names
present in the Address Book.
• If match is found, the result Display Name and E-Mail address are filled in and it
allows user to send the message.

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• If there is no match found, the Names dialog box prompts user to create a
contact by clicking New Contact.

. FIG 7.23: Adding new contact

• If more than one name contains the letters typed, an option is shown to the
desired name from the list.

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Chapter : 7.4 Advance E-mail Features

Topic : 7.4.4 Sending Softcopy as an attachment

Sending Softcopy as an attachment

• An E-Mail attachment is a "File" that is attached to an E-Mail message.
• For example, attachments like a graphic, a spreadsheet, or a word processing
document can be attached to the mail message.
• Sending attachments can be a good way to transfer a copy of a file if the sender
and recipient have agreed on a format.

FIG 7.24: Attachment of softcopy

Tips for Sending Attachments:
• There are many types of attachments that can be send via e-mail.
• Not all E-Mail systems handle attachments in the same way.
• If user is not sure what types of files a recipient can view, it is a good idea to use
one of the following file types to send your attachment.

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• Plain text:
 Save file without formatting options such as bold and underline. All word
processors and text editors should be able to read a plain text document.
• RTF:
 Rich Text Format is a document format that is readable by most word
processors.
 The RTF file is a plain text file representation of a formatted document.
 RTF includes codes that the recipient's word processor uses to recreate the
formatted document.
• PDF:
 Portable Document Format is a file format that preserves all of the fonts,
formatting, colors, and graphics of a document.
• Size of the attachment
 Limited to E-Mail Gmail can attach up to 25MB or it can be updated to Google
drive.
 When the users send an attachment that the recipient may have a restriction
(or) limit to the size of the attachment they receive.
• If needed to send the same document multiple times, rename the File
attachment name each time
 Multiple versions of the same document can become confusing and
occasionally user might send different version of the document than what
user had expected.
 A better way to manage multiple iterations of the same document is to change
rename the file name each time by adding a revision date and/ or time to the
filename.
 Each document name will be unique and it is easy to tell the most recent
version by name. Then the older versions can be deleted.
• Common document type and attachment
 Microsoft Word .doc or .docx
 Microsoft Excel .xls or .xlsx
 Microsoft Power .ppt or .pps

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 Word Perfect .wp

 Text only .txt
 Rich text format .rtf
 Portable Document format .pdf
 GIF Graphics .gif
 JPEG Graphics .jpg
 HTML Files .htm or .html
 Self-extracting Archive .sea
 Executable Files (Windows) .exe (only open if you know what it is)
 Visual Basic Script .vbs (only open if you know what it is)

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Chapter : 7.4 Advance E-mail Features

Topic : 7.4.5 Handling SPAM

Handling SPAM
• SPAM is an E-mail that contains unwanted content and/or solicitations of a
nature that is considered vulgar and/or offensive by most people, and may also
be fraudulent and/or dangerous.
• It usually comes with attachments containing viruses or worms, and directs you
to web sites that may have viruses or worms, or phishing ploys.
• Although our SPAM filter has proven to be nearly 100% accurate, it is always
possible that a legitimate E-mail is incorrectly identified as SPAM.
• Because of this, SPAM is not simply deleted, but is instead placed in a special
folder on the mail server named SPAM.

Fig 7.25: Spam Folder

• Periodically user should examine the mail in the SPAM folder for legitimate E-
mail and then delete the rest.
Problems encountered due to spam
• The huge amount of unwanted E-mail has led to significant decreases in worker
productivity, network throughput, data storage space, and mail server efficiency.

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FIG 7.26: Spam mails

• In large organizations, a considerable portion of the time of each worker is spent
reviewing and deleting the spam itself, leading to a decrease in productivity.
• The increased network traffic has a deleterious effect on network performance, in
general, and on the organization’s mail server(s), in particular.
Marking an E-mail as spam:
• If a spam E-mail is received in inbox, user need to click the "Report Spam" button
in the top toolbar to move that message into your spam folder and to help teach
Gmail will treat such messages as spam in the future.

FIG 7.27: Spam notification

Checking spam folder:

• Every few days user should check the spam folder to make sure no important E-
mail messages have accidentally been identified as spam.

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• Simply click on the folder titled "Spam" on the left side of E-mail screen to open
spam folder.
• If everything in the spam folder is actually spam, it can be left as it is and it will be
deleted automatically in 30 days.
• If user wants to delete, simply select the message and click the "Delete Forever"
button in the top menu bar.
Marking an E-mail as not spam:
• If a real E-mail message gets accidentally marked as spam, user can remove it
from the spam folder by opening the message and clicking the "Not spam" button
in the top menu bar.
• This will move the E-mail message to user's inbox where it will be safe.

FIG 7.28: Marking mail as not a Spam

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Chapter : 7.5 Instant Messaging and Collaboration

Topic : 7.5.1 Using Smiley

Using Smiley
• Language is a means of communication, but it's only effective as the person
using it.
• In order to make it more effective format, user can use emoticons which are the
best way of bring additional meaning to boring E-mails.
• Emoticons, are a big time-saver to convey feelings quickly.
• Smiley is the part of these emoticons.
• Adding a smiley to your messages in an E-mail program like Outlook interpret
text and change it into a smiley.

• If user type ":)” it would turn into a smiley in the program .

• In other E-mail programs like Yahoo Mail and Gmail, there is a dropdown menu
called "Add Emoticon”, where user can add the specific smiley icon that they
want.

Fig 7.29: Smiley

Steps to insert smiley:
Step 1
• Click on the cursor in the Google Chat text-entry field where user would like to
place an emoticon as derived.

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Step 2
• Select preferred style of emoticons using the tabs along the top.
• For example, click the circular smiley face to display circular emoticons
Step 3
• Click on the cursor in the Chat text-entry field where you would like to place an
emotion.
Step 4
• Click the emoticon to add to the message; it will appear in the chat window.

Fig 7.30: Inserting Smiley

Step 5
• Enter the text for the remainder of message and then press "Enter" to send it.

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Fig 7.31: Inserting Smiley

Internet Etiquettes
• Communicating with others via Internet without creating misunderstandings can
be challenging.
• Because, facial expressions and body language cannot be interpreted on
cyberspace.
• Therefore, attempt to safeguard against these misunderstandings, a technology
called Internet Etiquette is proposed.
• Internet Etiquette is a technology that governs the conduct which is socially
acceptable in an online or digital.
• Internet Etiquettes is also called as "Netiquette".
• Good netiquette involves respecting other’s privacy and not doing anything online
that will annoy or frustrate other people.
• Areas where good netiquette is highly stressed or e-mail, online chats, and
newsgroups.
• For example, people that spam other users with unwanted e-mails or flood them
with messages have very bad netiquette.

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• The companies, without Internet Etiquette knowledge, could create corporate

embarrassment and can drain the employee.
Internet Etiquettes basic rules
• Avoid personal information.
 Things like address, phone number, Social Security Number, or credit card
can be used to steal identity and/or money.
 This also means don’t give password to anyone.
 Passwords are intended to protect privacy, if someone knows, then user lost
that protection.
 Complexities in password combination of alphanumerical values will help to
protect against hackers.
 Frequent password change is a must one.
• Take care when posting photos/videos.
 Be careful of not only where post pictures/videos, but think about the picture’s
content.
 Posting unwanted or restricted pictures and videos should be given a second
thought.
 Because once it’s online it’s there forever and millions of people will have
access to it.
• Spell check & proof read messages.
 It seems simple, but it’s something that’s often forgotten. And can make a big
impact on other people's impression of user.
• Do not write in all capital letters.
 For example it’s considered SCREAMING. Who wants to read/hear from
someone who’s screaming all the time? It’s ok to use a word in all capital
letters to EMPHISIZE something; user may just want to stay clear of writing
everything that way.
• Your accounts and profiles.
 For security purposes, user may decide to create a “fake” account, such as
an e-mail account.

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 It’s always smart to have accounted for “true” self. That way one can conduct
business and friends and relatives can find and contact.
 Just remember, information on the internet is public, so use discretion when
creating account profiles.
• Do not send personal insults (Flames).
 Think, before it is sent.
 Don’t fall into being a cyber bully.
• Stay away from spam.
 Think of spam as junk mail get in the mailbox. 99% of spam messages are
going to be scammed either trying to get the personal information or money.
The safest bet is to just delete it.
 Unless user know who the message is from don’t ever follow any links may
find.
• Shop secure web sites (https ://).
 It will not only protect against identity theft, but it’s for the personal financial
safety.
• Ignore pop-up windows.
 If one pops up, just close it.
 Never follow the links, pop ups can have viruses that can lock up the
computer or steal information. Be smart, and just close them.

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Chapter : 7.6 Summary

Topic : Summary

Summary
• At the end of the course the student will be able to
 About what is an E-mail?
 Understand the using of E-mail like creating, checking, replying, and
forwarding, sorting and searching of E-mails.
 The concept of E-mail features in advanced forms.
 The concept of instant messaging and collaboration.

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Chapter : 7.7 Model questions

Topic: Model questions

Model questions
• Define E-mail.
• What are the basics of E-mail?
• List all the uses of E-mails
• Describe in detail about advance features in the E-mail.
• Define Internet etiquettes and list its rules.

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Assessment 1
1. The first E-mail was sent by Ray Tomlinson in the year ____________.
a) 1971
b) 1991
c) 1972
d) 1970
2. The Address Book is a collection of ______________.
a) Book
b) Sheet
c) Address lists
d) None of the above
3. Simply click on the folder titled "Spam" on the left side of E-mail screen to open
____________ folder.
a) Bookmark
b) Spam
c) Address
d) All the above
4. Smiley is the part of these ________
a) Smile
b) Joy
c) Emoticons
d) All the above
5. ___________ is a technology that governs the conduct which is socially acceptable
in an online or digital.
a) Internet Etiquette
b) Digital
c) Bandwidth
d) All the above

Answers:
1. a
2. c
3. b
4. c
5. a

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Assessment 2 (True/False)
1. Electronic mail is a method of sending a message from one computer to another
computer through internet.
a) True
b) False
2. Documents can be attached to an E-mail so that the recipient can receive and view
or download it.
a) True
b) False
3. Log in to the E-mail account to enter and view the user’s mail account.
a) True
a) False

Answers:
1. a
2. a
3. a

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Reference books

1. E-mail essentials by How to Make the Most of E-communication By Matt Haig.

2. E-mail rules by Nancy Flynn and Randolph Kahn.
3. E-mail Etiquette Made Easy By Judith Kallos.

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Course Name : Course on Computer Concepts (CCC)

Module Names : Making small presentations

TABLE OF CONTENT
UNIT NUMBER 8/8
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Syllabus

8.1 Objectives

8.2 Basics

8.2.1A What is PowerPoint?

8.2.1B Starting Power Point

8.2.2 Opening a PowerPoint Presentation

8.2.3 Saving a Presentation

8.3 Creation of Presentation

8.3.1 Creating a Presentation Using a Template

8.3.2 Creating a Blank Presentation

8.3.3 Entering and editing text

8.3.4 Inserting and deleting slides in a presentation

8.4 Presentation of slides

8.4.1A Add a Table in the slide

8.4.1B Insert an Excel Spreadsheet in a slide

8.4.2 Adding Clip Art Pictures

8.4.3 Inserting Formulas

8.4.4 Resizing and Scaling an Object

8.5 Providing Aesthetics

8.5.1 Enhancing Text Presentation

8.5.2 Working with Color and Line Style

8.5.3 Adding Movies and Sound

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8.5.4 Adding Header and Footer

8.6 Presentation of Slides

8.6.1 Viewing a Presentation

8.6.2 Choosing a Set Up for Presentation

8.6.3 Printing Slides and Handouts

8.7 Slide Show

8.7.1 Running a Slide Show

8.7.2 Transition and Slide Timings

8.7.3 Automating a Slide Show

8.8 Summary

8.9 Model Questions

Assessment 1
Assessment 2
References

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Chapter : 8.1 Objectives

Objectives

• At the end of the course, user will be able to

 Understand the basics of PowerPoint presentation.
 Know how to create a presentation.
 Learn about the preparation of slides.
 Know how to run a slide show.

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Chapter : 8.2 Basics

Topic : 8.2.1A What is PowerPoint?

What is PowerPoint?
• Microsoft PowerPoint is a slide show presentation program developed by
Micrsoft.
• PowerPoint is simple, flexible and powerful tool for creating professional-looking
slides.
• PowerPoint slides can be easily printed as handouts and speakers' notes can be
added.
• When PowerPoint run from the computer, the slides can incorporate sound,
animation and video. Slides can be changed manually, or with pre-set timings.
• They can even be set to run unaccompanied in a continuous loop.
• Different effects can be used to merge one slide into another (transitions), and
points on each slide can be built up one at a time (builds/animations).
• PowerPoint also use with more traditional audio-visual aids, the slides (text and
graphics only) can be printed onto paper or overhead transparencies.
• PowerPoint enables the user to create a beautiful presentation as onscreen
shows with less practice.

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Chapter : 8.2 Basics

Topic : 8.2.1B Starting Power Point

Starting PowerPoint
• Double click on the PowerPoint 2007 icon on the Windows desktop.

FIG 8.1: PowerPoint Icon

• To start MS PowerPoint, select Start->All Programs -> Microsoft Office-

>Microsoft Office PowerPoint
• Now the user can start a presentation.

FIG 8.2: Open Window

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 When PowerPoint 2007 is opened, a blank Title slide appears by default as

the first slide in the new presentation.

FIG 8.3: PowerPoint Window

• To change the layout of an open slide, click on the Layout button on the Home
tab.

• The most important areas of the PowerPoint environment are labeled below:
 Office Button
 Quick Access Toolbar
 Ribbons
 Dialog Box Launcher
 Navigation Pane
 Outline View Tab
 Slide Pane
 Notes Pane
 Status Bar
• Office Button: MS Office button consist of New, Open, Save, Save As, Print,
Prepare, Send, Publish and Close.

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• Quick Access Toolbar: Quick Access Toolbar consist of Save, Undo and redo
buttons.
• Ribbons: Ribbon is displayed by clicking its tab found below the title bar. Each
collection of commands found in a ribbon is further grouped into sections.
• Dialog Box Launcher: Some groups have a dialog box launcher button in the
lower right corner that will display a dialog box window for that particular group.
• Navigation Pane: By default, thumbnails of the slides are shown here allowing
for quick access of a slide, rearranging order of slides, and inserting/deleting
slides.
• Outline View Tab: Switch to Outline View on the left instead of slide thumbnails.
• Slide Pane: This is our main area. It shows the current slide we are working on.
• Notes Pane: User can write presentation notes in this area.
• Status Bar: Displays which slide number the user is working on, which viewing
mode the user using, and allows the user to adjust zoom magnification.

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Chapter : 8.2 Basics

Topic : 8.2.2 Opening a PowerPoint Presentation

To open an existing presentation

• Under MS Office button go to the Main Menu.

• Select Open.

FIG 8.4: Office menu

• An Open dialog box will appear, from that user can select the presentation by
either double click or select it and then click Open.
• User can also use the Keyboard shortcut for opening, Ctrl+O.

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FIG 8.5: Open Dialog box

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Chapter : 8.2 Basics

Topic : 8.2.3 Saving a Presentation

Saving a Presentation
• Under Microsoft Office button, click Save.

FIG 8.6: Save Drop Down

• It will open a Save As dialog box.

• User can create a new folder in the desired place by right click inside Save As
window.
• Select the file type and then click Save.

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FIG 8.7: Save As Dialog Box

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Chapter : 8.3 Creation of Presentation

Topic : 8.3.1 Creating a Presentation Using a Template

Creating a Presentation Using a Template

• Under MS Office button, click New option, it will navigate to a New Presentation
window.

FIG 8.8: Templates Drop Down

• The Templates pane will display on the right side of the window with a variety of
different templates to choose from.
• Select Installed Templates option and choose any slide design from it.
• Then click Create button to create a new presentation with templates.

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Chapter : 8.3 Creation of Presentation

Topic : 8.3.2 Creating a Blank Presentation

Creating a Blank Presentation

 Under MS Office button, click New to display the New Presentation pane.
 On the New Presentation pane, click on the Blank and recent button in the
Template pane.
 Then Click Create to get a blank Presentation.

FIG 8.9: New Presentation Window

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Chapter : 8.3 Creation of Presentation

Topic : 8.3.3 Entering and editing text

Entering and editing text

• To enter a text into a presentation slide place the mouse cursor where it says
"Click to add title" or "Click to add text".
• When the cursor begins blinking, start typing.
• To add text into a new text box, follow these instructions.
 Under Insert tab, click Text Box from the Text section.
 Move the mouse to where the new text box should appear and click. The
textbox will automatically appear.
 After the cursor begins blinking in the text box, type the text.
• Move a Text Box
 To move a text box, click once inside the text box and then click again on the
dashed line that outlines the text box.
 The outline of the text box should change to a solid line.
 The cursor should also change to a four-pronged arrow. Use the mouse to
drag the text box to the appropriate place.

FIG 8.10: Presentation with Text

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Chapter : 8.3 Creation of Presentation

Topic : 8.3.4 Inserting and deleting slides in a presentation

Adding a new slide

• The new slide can be inserted after the current slide or in the position where the
mouse was clicked.
• There are several equivalent ways to add a slide to a presentation:

 Under Home tab select New Slide option from slides section.
 Right-click on the Slides pane and select New Slide from the pop-up menu
(works in Normal, Outline and Notes view).
 Right-click on the main work area while in Slide Sorter view (which present in
the status bar) and select New Slide from the right click pop-up menu.
 On the work area in Normal view, right click on the active slide and select
Slide -> New Slide.

FIG 8.11: Adding New Slide

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Deleting Slides

• There are two ways to delete a slide in a presentation.

 Select the slide to be deleted and click Delete slide option from the Slides
section.
 Select the slide in the Slide Sorter View (which is present in the status bar)
and press the Delete key to delete a slide.

FIG 8.12: Shows Delete option

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Chapter : 8.4 Presentation of slides

Topic : 8.4.1A Add a Table in the slide

Add a table in the slide

• User have to select the slide where to add a table.

• On the Insert tab, in the Tables group, click Table.

FIG 8.13: Insert Table

• Do one of the following:

 User have to move the pointer over the grid to select the number of rows and
columns, and then click.
 Click Insert Table, and then enter a number in the Number of columns and
Number of row lists box.
• To add text to the table cells, click a cell, and then enter the text.

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• Click outside the table, after user has entered the text.
• To add a row at the end of a table, click the last cell of the last row, and then
press TAB.
• To convert existing text to a table, user must first add a table to the slide and
then copy the text into the table cells.

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Chapter : 8.2 Basics

Topic : 8.4.1B Insert an Excel Spreadsheet in a slide

Insert an Excel Spreadsheet

• User have to select the slide where to add a table.

• On the Insert tab, in the Tables group, click Excel Spreadsheet.

FIG 8.14: Insert Object Dialog

Insert an existing Excel Spreadsheet

• Under Insert tab, click Object option from the Text group.
• In the Insert Object dialog box, select Create from file, radio button.
• Click Browse, and in the Browse dialog box, browse to Excel and then select
the workbook that contains the information that the user want to insert, and then
click OK.
• In the Insert Object dialog box, select Link check box and then click OK.

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FIG 8.15: Insert Object Dialog

FIG 8.16: Presentation with Excel Worksheet

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Chapter : 8.4 Presentation of slides

Topic : 8.4.2 Adding Clip Art Pictures

Adding Clip Art Pictures

• User have to click the slide where to add the clip art.
• On the Insert tab, in the Illustration group, click Clip Art.

FIG 8.17: Presentation with Clip Art

• Clip Art task pane has Search for text box, type a word or a phrase that user
want, or type all or some of the file name of the clip art.
• Click Go to start search.
• In the list of results, click the clip art to insert it.

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Chapter : 8.4 Presentation of slides

Topic : 8.4.3 Inserting Formulas

Inserting Formulas

• Use Insert -> Object -> Microsoft Equation to create a Math object in a slide.
• User will navigate to the Equation Editor window, type the desired formula then
close the window.
• Formula will appear in the selected slide.

FIG 8.18: Insert Object for inserting Formula

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FIG 8.19: Insert Object Dialog

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Chapter : 8.4 Presentation of slides

Topic : 8.4.4 Resizing and Scaling an Object

Resizing an Objects

• To resize an object in presentation mode, select an object, then click and drag on
any resize handle around the outside of the box.

FIG 8.20: Resizing Object

• User can also rotate the selected object by click and rotate the rotate handle
which is present at one side of the object.

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FIG 8.21: Resizing Object

Scaling an Object
• To scale an object in presentation mode, select an object.
• Then under Format tab, change the Height and Width of an object from the Size
group.
• Otherwise, click Dialog Box Launcher and it will navigate to Size and position
window.
• User can change the Height and Width from the Scale group and Click Close.
• Size of an object is scaled to the selected range.

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FIG 8.22: Resizing Object

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Chapter : 8.5 Providing Aesthetics

Topic : 8.5.1 Enhancing Text Presentation

Enhancing Text Presentation

• For the effective presentation information should be presented by bullets.

• Three to five bullet points should be added per slide.
• The design should be simple and elegant.
• The easiest colors are dark backgrounds and lighter color texts. This
enhances the readability of the presentation.
• Sound effects will enhance any presentation.
• A title slide should contain the date of the presentation following the title and
the speaker/s name. The title of the presentation should be kept at a two
lines maximum.

FIG 8.23: Enhancing Text Presentation

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Chapter : 8.5 Providing Aesthetics

Topic : 8.5.2 Working with Color and Line Style

To Change the color of the line

• User have to select the text to change the color.

• Under Drawing Tools or Format tab, click Text Fill from WordArt Styles group
then select the color that the user wants.

FIG 8.24: Format tab Options

• If user can't see the Drawing Tools or Format tabs, make sure that user
selected the line.
• To change a color that is not in the theme colors,

 Click More Fill Colors, and then either click the color on the Standard tab, or
mix colors on the Custom tab.

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FIG 8.25: Changing the color of a line

Change the style of a line

• User have to select the line to change the style.

• Under Home tab, click Quick Style button from drawing section.
• User can also access through Drawing Tools or Format tab -> Shape Styles
group, click the Quick Style that the user wants.

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FIG 8.26: Quick Style option in Format tab

• If user can't see the Drawing Tools or Format tabs, make sure that the line
selected.
• Then select any one of the style to apply.

FIG 8.27: Changing the style of a line

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Chapter : 8.5 Providing Aesthetics

Topic : 8.5.3 Adding Movies and Sound

Adding Movies

• To insert a movie clip into a presentation, select Insert tab, Movies option from
Media Clips group.
• User will navigate to Insert Movie dialog box.
• Choose the movie from Insert Movie dialog box.

FIG 8.28: Insert Movie Dialog box

• Then Click OK to place the Video on the slide.

• Movie will automatically placed on the slide, if the user wants to play the video
just double click on the image.

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FIG 8.29: Presentation with Video

Adding Sound
• To insert a music clip into a presentation, select Insert tab, click Sound option
from Media Clips group.
• User will navigate to Insert Sound dialog box.
• Choose the sound from Insert Sound dialog.

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FIG 8.30: Insert Sound Dialog box

• Then Click OK to place the Music on the slide.

• The Media Playback toolbar is automatically opened; user can preview the media
object as well as resize it.

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Chapter : 8.5 Providing Aesthetics

Topic : 8.5.4 Adding Header and Footer

Adding Header and Footer

• Under Insert tab, select Header & Footer from the Text group.
• In the Header and Footer dialog box, select Notes and Handouts tab, choose
the Header or Footer check box, or both.
• User can type the text to appear in the center top (header) or center bottom
(footer) of each slide page or handout.
• Click Apply to all.

FIG 8.31: Header and Footer Dialog box

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• The Preview box, located in the Header and Footer dialog box, displays the
header and footer information as in the slides.

• To change the formatting, position, or size of headers or footers, click Format,

position, and resize headers or footers in a presentation.

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Chapter : 8.6 Presentation of Slides

Topic : 8.6.1 Viewing a Presentation

Viewing a Presentation

• To view a presentation, follow one of the steps given below.

 On the main menu bar, user can click Slide Show from View tab.
 User can click the Slide Show button in the lower-left section of the window.
 The presentation starts from the first slide, therefore whenever the user wants
to start the presentation from the first slide, the user have to navigate to the
beginning.
 Otherwise, on the main menu, user can click Slide Show -> From
Beginning.
 To move to the next slide, simply click the mouse on the monitor; user can
also press Enter, the right arrow or Page Down keys.
 To get to the previous slide, user can press the left arrow or Page Up
keys.
 To stop the presentation any time, press Esc or right-click on the slide and
click End Show.

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FIG 8.32: Viewing a Presentation

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Chapter : 8.6 Presentation of Slides

Topic : 8.6.2 Choosing a Set Up for Presentation

Choosing a Set Up for Presentation

To access slide show setup options:

 Select the Slide Show tab.

 Click the Set Up Show command.

FIG 8.33: Set Up Slide Show Icon

 The Set Up Show dialog box will appear.

 User can change the setting of slide show by changing the show type, show
slide, show option in the Set Up Show dialog box.

 Click OK to apply the settings to the slide show.

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FIG 8.34: Set Up Show Dialog box

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Chapter : 8.6 Presentation of Slides

Topic : 8.6.3 Printing Slides and Handouts

Set printing options, and then print the slides or handouts

• Under MS Office button, click Print.

FIG 8.35: Office Drop Down with Print option

• Print dialog box will appear.

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FIG 8.36: Print Dialog box

• In that print dialog box, enter the number of copies that the user wants to print.
• Under Printer, user have to select the printer name.

 If the users want to print in color, be sure to select a color printer.

• Under Print range, select any one of the following:

 To print all slides, select All.

 To print one or more slides that the user selects, select Selection.
 To print only the slide that is currently displayed, select Current Slide.

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• To print specific slides by number, click Slides radio button and then enter a
slide number, a range, or both. Use commas to separate the numbers and no
spaces, for example, 1, 3, 5-12.
• Click the Full Page Slide list, and then do the following:

 To print one slide on a full page, under Print What, click Slides option.
 To print one or multiple slides per page in handout format, select Handouts,
click the number of slides to print per page, and whether user wants them to
appear in vertically or horizontally order.
• To print a thin border around the slides, select Frame Slides check box.
• To print the slides on the paper that was selected for the printer, click Scale to
Fit Paper check box.

 To increase resolution, blend transparent graphics, and print soft shadows in

the print job, click High quality check box.

 Click the Color list, and then click Color. This option prints in color to a color
printer.

• Click Print to print a slide.

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Chapter : 8.7 Slide Show

Topic : 8.7.1 Running a Slide Show

Running a Slide Show

• There are three ways to run a slide show,

 Select Slide Show-> From Beginning.
 Click the projector button in the lower right corner of the screen.
 Press the F5 Key to run the slide show.

• Go to the next slide: Press the Space Bar or Enter or Page Down or Right
Arrow key or Down Arrow.
• Go to the previous slide: Press Backspace or Page Up or the Left Arrow key or
Up Arrow.
• Exit slide show (at any time): press Esc or Alt+F4.
• Access the pen tool (in order to draw on the screen): CTRL + P
• Erase pen: Press E
• Hide the pointer: Press A

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FIG 8.37: Running a Slide Show

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Chapter : 8.7 Slide Show

Topic : 8.7.2 Transition and Slide Timings

Change the transition to a slide

• Slides and Outline tabs are present in the pane, in that select the Slides tab.

FIG 8.38: Selecting a Slide in Slides tab

• In the Slides tab, click the thumbnail of the slide that has the transition that user
want to change.
• On the Transitions tab in the Ribbon, in the Transition to This Slide group,
click a slide transition effect for that slide.

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FIG 8.39: Selecting a Transition

Set the properties for a transition

• On the Slides tab in Normal view, click the thumbnail of the slide with the
transition that user wants to modify.
• On the Transitions tab, click Effect Options in the Transition to This Slide
group, and select the option that user wants.

Set the timing for a transition

• To set the time for the transition to the current slide, do the following:

 On the Slides tab in Normal view, click the thumbnail of the slide with the
transition that user wants to set the timing for.
 Under Transitions tab, in the Automatically After option, change the duration
time then select it.

FIG 8.40: Selecting a Transition

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• To specify how long before the current slide advances to the next, use one of
the following procedures:

 To advance the slide when user click the mouse: On the Transitions tab, in
Transition to This Slide group, select the On Mouse Click check box in
Advance Slide.
 To advance the slide at a specified time: On the Transitions tab, in the
Transition Speed drop down list under Transition to This Slide, select one of
the appropriate option to the transition.

Remove a transition

• The Slides and Outline tabs are present in the pane, in that select the Slides tab.
• On the Slides tab in Normal view, click the thumbnail of the slide that user wants
to remove the transition from.
• On the Transitions tab, in the Transition to This Slide group, click None, the
transition will remove.

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Chapter : 8.7 Slide Show

Topic : 8.7.3 Automating a Slide Show

Automating a Slide Show

• To set timings on the slides to advance after a set time, click on the
Automatically after box in the Slide Transition task pane.
• Use the Up and Down arrows below Automatically after to set the time that
each slide will be on screen.
• Slides can also advance on mouse click if that option is selected as well.
• An automated presentation moves its slides by themselves while slide show.
• User no need to use the mouse or keyboard to move the slides.
• To automate a presentation, the user must set timing for each slide.
• A good way to set timing is to use Rehearse Timing feature.

FIG 8.41: Selecting a Transition

• Follow these steps to add timing to the slides.

 Under Slide Show tab, click Rehearse Timing in the SetUp group.
 Now PowerPoint will record time that the user spends on each slide.
 Then a message box will appear and ask for to save timing.
 Click Yes.

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FIG 8.42: Selecting a Transition

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Chapter : 8.8 Summary

Topic : Summary

Summary

• In this class, we have learnt about,

 How to make a Presentation,

 Creation of Presentation
 Preparation of Slides
 Slide Show

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Chapter : 8.9 Model Questions

Topic : Model Questions

Model Questions

• What is PowerPoint?
• How to start a power point?
• Explain the way of creating a presentation.
• How to add clip art to a slide?
• How to do Transition and Slide Timing in Slide show.

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Assessment 1
1. Microsoft PowerPoint is a slide show presentation program developed by
____________.
a) Microsystem
b) Microsoft
c) IBM
d) Solar system

2. ____________ is displayed by clicking its tab found below the title bar.
a) File
b) Slide pane
c) Ribbon
d) Notes pane

3. Under Insert tab, click ____________ from the Text section.

a) Text Box
b) Animation
c) Effect
d) All the above

4. Press the ________ Key to run the slide show.

a) Ctrl +F5
b) F5
c) Alt+F5
d) All the above

5. To set timings on the slides to advance after a set time, click on

the ______________ after box in the Slide Transition task pane.
a) Automatically
b) Manually
c) Both A and B
d) None of the above

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Answers:

1. b

2. c

3. a

4. b

5. a

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Assessment 2 (True/False)
1. PowerPoint slides can be easily printed as handouts and speakers' notes can be
added.
a) True
b) False
2. The Templates pane will display on the right side of the window with a variety of
different templates.
a) True
b) False
3. Exit slide show (at any time): press Esc or Alt+F4.
a) True
c) False

Answers:

1. b

2. a

3. a

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Books referred

1. Using Microsoft Office Power Point 2007 by Patrice-Anne Rutledge, Geetesh Bajaj
and Tom Mucciolo.

2. Presentation Zen: Simple Ideals on Presentation Design and Delivery Second Edition
by Garr Reynolds.

2. Creating a presentation in Microsoft Office Power Point 2007 for Windows by Tom
Negrino.

3. Microsoft Office PowerPoint 2007 Introductory concepts and Techniques by Shelly,

Cashman and Shebok.

5. Microsoft Office PowerPoint 2007 insight and advise from the expects by Wayne Kao,
Jeff Huang.

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