Introduction to Computers

• A computer is an electronic machine which processes data to produce information.

Computer Components

• Hardware includes the CPU, RAM, and storage.
• Software includes programs and operating systems.
• Input devices: Keyboard, mouse, and scanner.
• Output devices: Monitor, printer, and speaker.

Types of Computers

• Desktop computers.
• Laptops.
• Mobile devices (smartphones, tablets).
• Servers.

Evolution of Computers

Mainframe computers

• Large, centralized computers
• Used for processing and storing large amounts of data.

Minicomputers

• Smaller, multi-user computers
• Used for departmental or small business applications.

Microcomputers

• Personal computers (desktops, laptops)
• Used for individual productivity and entertainment.

Mobile devices

• Smartphones and tablets
• Used for communication, productivity, and entertainment.

Advantages and Disadvantages of Computer Usage

Advantages

• Speed: Fast processing and data transfer.
• Accuracy: Reduced errors.
• Storage/retrieval: Efficient data management.
• Reliability: Consistent performance.
• E-commerce: Online shopping and transactions.
• Communication: Email, social media, and video conferencing.

Disadvantages

• Ergonomics: Physical and mental strain.
• Ethics: Cyberbullying, hacking, and digital piracy.
• Cyber security risks: Data breaches, malware, and viruses.
• Negative impacts on health: Eye strain, and sedentary behavior.
• Environmental impact: E-waste and energy consumption.

Input/Output Devices

• Input devices are used to put information into the computer.
• Output devices are used to put information out from the computer.

Input Devices

• Keyboard: Used for typing and commands.
• Mouse: Used for pointing and clicking.
• Scanner: Used for document scanning.
• Camera: Used for image and video capture.
• Microphone: Used for voice commands and audio input.

Output Devices

• Monitor: Displays visual output.
• Printer: Used for document printing.
• Speaker: Used for audio output.
• Projector: Displays a large-screen image.

Storage Media

• Hard Disk Drives (HDD): Utilize magnetic storage.
• Solid-State Drives (SSD): Employ flash storage.
• Flash / Thumb Drives: Provide portable storage.
• CDs/DVDs: Use optical storage.
• Cloud storage: Offers remote storage.

Characteristics

• Capacity: The amount of data stored.
• Speed: Data transfer rate.
• Portability: Ease of transport.

Software

Application Software

• Programs designed to perform specific tasks or provide services to users
• Examples:
• Word processing (e.g., Microsoft Word).
• Spreadsheet analysis (e.g., Microsoft Excel).
• Presentations (e.g., Microsoft PowerPoint).
• Web browsing (e.g., Google Chrome, Yahoo).
• Gaming (e.g., subway surfers, candy crush, beach buggy).
• Multimedia editing (e.g., Adobe Photoshop, Canva).

System Software

• Programs that manage and control computer hardware resources
• Provides a platform for running application software.
• Examples:
• Operating systems (e.g., Windows, macOS, Linux).
• Device drivers (e.g., printer drivers, graphics drivers).
• Utility programs (e.g., disk formatting, backup software).
• System software acts as an intermediary between computer hardware and application software.
• Enables the efficient use of hardware resources and providing services to application software.
• Importance: Enables computer functionality and enhances productivity and entertainment.

Caring for Computers and Peripherals

• A peripheral is a device that connects to a computer.
• Provides additional functionality, such as input, output, or storage.
• Example: Keyboard, mouse, scanner, monitor, printer, external hard drives, and USB drives.

Caring for Computers

• Keep software up to date: Regularly update operating systems, applications, and drivers.
• Install antivirus software: Protect computers from malware, viruses, and other online threats.
• Secure backup of files: Regularly back up important files.
• Defragment hard drives: Optimize storage by rearranging files and freeing up disk space.
• Activate firewalls: Enable firewalls to block unauthorized access to computers and networks.
• Clean computer screens: Regularly clean screens to prevent dust and dirt buildup.
• Avoid eating and drinking close to computers: Prevent damage from spills and crumbs.

Caring for Peripherals

• Safely remove devices: Properly eject and disconnect peripherals to prevent data loss or damage.
• Use surge protectors: Protect peripherals and computers from power surges and electrical damage.

Factors Associated with Computer Use

• Ergonomics is the study of designing and arranging things to minimize strain and discomfort on the human body.
• Computing ergonomics involves designing workspaces and computers to promote comfortable and safe use.
• Adjusting chair height and monitor angle.
• Using ergonomic keyboards and mice.
• Taking regular breaks to stretch and move.

Health Effects

• Prolonged computer use can lead to eye strain, headaches, and musculoskeletal problems.
• Mental health: Excessive computer use can contribute to stress, anxiety, and depression.
• Emotional health: Social isolation and decreased face-to-face interaction can negatively impact emotional well-being.
• Social health: Excessive computer use can lead to decreased social interaction and deepened social isolation.

Accessibility

• Computers can provide opportunities for people with disabilities.
• Examples: Text-to-speech software and screen readers.
• Inclusive design: Designing computers and software with accessibility in mind can benefit all users.

Keyboard Mastery

Home Row Keys

• The home row keys are the middle row of keys on a standard keyboard layout.
• ASDF for the left hand.
• JKL; for the right hand.
• Place your fingers on the home row keys without looking at the keyboard.
• Left hand: Index finger on F, Middle finger on D, Ring finger on S, Pinky finger on A.
• Right hand: Index finger on J, Middle finger on K, Ring finger on L, Pinky finger on ;.

Finger Placement

Left Hand

• Index Finger: F, R, T, 4, 5.
• Middle Finger: D, E, C.
• Ring Finger: S, W, X.
• Pinky Finger: A, Q, Z.

Right Hand

• Index Finger: J, U, Y, 7, 8.
• Middle Finger: K, I,,.
• Ring Finger: L, O, .
• Pinky Finger: ;, P, /.

Thumbs

• Space bar: Both thumbs can be used to press the space bar.

Headings

Main Head

• Primary title or heading of a document.
• Typically centered and in a larger font size.
• Use title case (capitalize first letter of each major word).

Sub-Head

• Secondary title or heading that supports the main head.
• Typically in a smaller font size than the main head.
• Use title case or sentence case (capitalize only the first letter of the first word).

Shoulder

• A heading that appears in the margin or shoulder of a page.
• Typically used to provide additional information or context.
• Can be in a smaller font size than the main text.

Paragraph

• A heading that appears at the beginning of a paragraph.
• Typically used to introduce the main idea of the paragraph.

Marginal

• A heading that appears in the margin of a page.
• Typically used to provide additional information or context.
• Can be in a smaller font size than the main text.

Appropriate Use of Headings

• Use headings to organize and structure content.
• Use headings to provide visual hierarchy and emphasis.
• Use headings consistently throughout a document.

Sitting at the Computer

Ergonomic Tips

• Sit with good posture.
• Feet flat on floor or footrest.
• Knees at or below hip level.
• Back straight and supported.
• Shoulders relaxed.

Position Monitor / Computer Screen

• At a comfortable distance.
• At a height that allows you to gaze slightly downward.

Position Keyboard and Mouse

• Keyboard directly in front of you.
• Mouse close to body and at the same height as the keyboard.

Punctuation Spacing

After Punctuation Marks

• Period (.): 1 space.
• Comma (,): 1 space.
• Semicolon (;): 1 space.
• Colon (:): 1 space.
• Question mark (?): 1 space.
• Exclamation mark (!): 1 space.

Special Cases

• Quotation Marks: No space between quotation mark and text.
• Parentheses: No space between parentheses and text inside.
• Dash (-): No space before or after (e.g., self-portrait).
• Hyphen (-): No space before or after (e.g., well-being).
• Apostrophe ('): No space before or after (e.g., it's, John's).
• Ellipsis (...): One space before and after (e.g., I love reading books ... especially classics).

Paragraphing

• Blocked Paragraphs: No indentation, separated by a line space.
• Indented Paragraphs: First line indented, often 5 spaces.
• Hanging Paragraphs: First line not indented, subsequent lines indented.

Navigation Shortcuts

• Ctrl + Home: Go to the beginning of a document.
• Ctrl + End: Go to the end of a document.
• Ctrl + Left/Right Arrow: Move cursor one word left/right.
• Ctrl + Up/Down Arrow: Move cursor to previous/next paragraph.

Editing Shortcuts

• Ctrl + C: Copy selected text.
• Ctrl + X: Cut selected text.
• Ctrl + V: Paste copied/cut text.
• Ctrl + Z: Undo action.
• Ctrl + Y: Redo action.
• Ctrl + A: Select all text.

Formatting Shortcuts

• Ctrl + B: Bold selected text.
• Ctrl + i: Italicize selected text.
• Ctrl + U: Underline selected text.
• Ctrl + Shift + >: Increase font size.
• Ctrl + Shift + <: Decrease font size.

Other Shortcuts

• Ctrl + S: Save document.
• Ctrl + P: Print document.
• Ctrl + F: Find/search for text.
• Ctrl + N: Open new document/window.
• Alt + Tab: Switch between open windows.
• F1: Open help menu.
• F5: Refresh page/document.

Additional Shortcuts

• Ctrl + Shift + Esc: Open task manager.
• Windows key + D: Show desktop.
• Windows key + E: Open file explorer.
• Windows key + L: Lock computer.
• Windows key + Tab: Cycle through open windows.

Application Software Overview

• Application software performs specific tasks or functions for users.
• Types include word processing, spreadsheet analysis, and presentation design.
• Main applications: Microsoft Word, Excel, and PowerPoint.

Word Processing Software (Microsoft Word)

Instances to Use

• Document Creation: Creating documents, reports, and letters.
• Writing and Editing: Writing and editing articles, essays, and books.
• Mail Merges: Creating and printing labels, envelopes, and mail merges.

Basic Features

• Text Editing: Typing, deleting, and formatting text.
• Font and Size: Changing font style and size.
• Alignment: Aligning text left, right, center, or justified.

Advanced Features

• Templates: Using pre-designed templates for specific document types.
• Track Changes: Collaborating with others and tracking changes.
• Mail Merge: Combining data with a document to create personalized copies.

Spreadsheet Software (Microsoft Excel)

Instances to Use

• Data Analysis: Analyzing and visualizing data.
• Budgeting and Financial Analysis: Creating budgets and performing financial analysis.
• Scientific and Statistical Calculations: Performing complex calculations and data analysis.

Basic Features

• Cells: Organizing data into rows and columns.
• Formulas: Performing calculations using formulas.
• Formatting: Changing cell formatting, such as font and color.

Advanced Features

• Functions: Using built-in functions for calculations and data manipulation.
• Charts and Graphs: Visualizing data using charts and graphs.
• Pivot Tables: Summarizing and analyzing large datasets.

Presentation Software (Microsoft PowerPoint)

Instances to Use

• Lectures and Speeches: Delivering presentations to audiences.
• Reports: Presenting data and information in a visual format.
• Meetings and Conferences: Sharing information and ideas.

Basic Features

• Slides: Creating and designing individual slides.
• Text and Images: Adding text and images to slides.
• Transitions and Animations: Adding transitions and animations to slides.

Advanced Features

• Graphics and Multimedia: Adding graphics, audio, and video to slides.
• Templates: Using pre-designed templates for presentations.
• Collaboration: Collaborating with others on presentations.

Graphic Software

Uses

• Enhancing Documents: Adding images and graphics to documents.
• Data Visualization: Creating charts and graphs to visualize data.
• Presentations: Adding graphics and multimedia to presentations.

Basic Features

• Image Editing: Editing and manipulating images.
• Graphic Design: Creating and designing graphics.
• Drawing Tools: Using drawing tools to create shapes and diagrams.

Selecting Appropriate Software

• Task Analysis: Analyzing the task and determining the software needed.
• Software Options: Considering different software options and their features.
• Software Selection: Selecting the software that best fits the task and user needs.

Use of Application Software

Guidelines - Selecting Font Types, Styles, Sizes, Color, and Effects

• Font Types: Choose fonts that are clear and readable (e.g., Arial, Calibri, Times New Roman).
• Font Styles: Use bold, italics, and underline to emphasize important information.
• Font Sizes: Use headings and subheadings to create a hierarchy of information.
• Color: Use colors that are consistent with the organization's brand or theme.
• Effects: Use effects such as shadows or highlights to add visual interest.

Other Formatting Features

• Line Spacing: Adjust line spacing to improve readability.
• Alignment: Use left, center, right, or justified alignment to suit the document's purpose.
• Bullets and Numbering: Use bullets and numbering to break up large blocks of text.
• Margins: Adjust margins to create a clear and uncluttered layout.
• Symbols: Use symbols such as logos or icons to add visual interest.
• Borders and Shading: Use borders and shading to highlight important information.
• Background: Use a background image or color to add visual interest.
• Watermarks: Use watermarks to add a subtle background image.
• Endnotes, Footnotes, Headers, Footers, Page Numbering: Use these features to add additional information and context.

Editing Techniques

Proofreading and Correcting Errors

• Proofreading: Carefully review the document for errors in spelling, grammar, and punctuation.
• Correcting Errors: Use the spell check and grammar check tools to identify and correct errors.

Other Editing Techniques

• Cut, Copy, Paste: Use these tools to move or copy text.
• Move: Use the move tool to rearrange text.
• Search, Find and Replace: Use these tools to find and replace specific text.
• Add and Delete: Use these tools to add or remove text.
• Thesaurus: Use the thesaurus to find alternative words.
• Font Type and Size: Use these tools to change the font and size of text.
• Type Over and Insert Mode: Use these modes to edit text.

Tabulations

Simple Tabulations

• Creating Column and Row Headings: Use clear and concise headings to identify the data.
• Oblique and Vertical Headings: Use these headings to create complex tables.
• Applying Borders: Use borders to separate and highlight data.
• Table Alignment: Use alignment tools to position the table on the page.
• Sorting Data: Use sorting tools to organize data in the table.

Advanced Tabulations

• Using Simple Formulae: Use formulas to perform calculations.
• Using Spreadsheet or Database Software: Use software to perform predefined functions such as Sum, Average, Minimum, and Maximum.
• Inserting Charts and Graphs: Use charts and graphs to visualize data.
• Formatting Tables: Use formatting features to enhance the appearance of tables.

Database Creation

• Populating a Database: Enter data into the database using no more than five fields.
• Performing a Simple Query: Use one or two fields to retrieve specific data.
• Generating a Report: Use the query to generate a report based on the data.

Graphic Creation

• Relevance: Choose images that are relevant to the content.
• Enhancing Images: Use tools such as recoloring, resizing, and combining with text to enhance images.

Grouping and Ungrouping Objects

• Grouping Objects: Use grouping tools to combine multiple objects.
• Ungrouping Objects: Use ungrouping tools to separate objects.

Presentation Creation

• Title Slides: Use title slides to introduce the presentation.
• Transitions and Timing: Use transitions and timing to control the flow of the presentation.
• Fonts and Background Themes: Use fonts and background themes to enhance the appearance of the presentation.
• Animations and Layouts: Use animations and layouts to add visual interest.
• Graphics: Use graphics to illustrate key points.

Document Creation

Documents Created Using Objects or Data from Different Application Software

• Mail Merge: Used to combine data from different sources.
• Insertion of Charts: Used to visualize data in documents.
• Using External Data Sources: Used to enhance documents.

Business Document Preparation

• Paper Sizes and Orientation
• Paper Sizes:
• Letter: 8.5 x 11 inches (21.59 x 27.94 cm).
• Legal: 8.5 x 14 inches (21.59 x 35.56 cm).
• Customized Sizes: Various sizes can be created to suit specific needs.
• Paper Orientation:
• Portrait: Paper oriented vertically.
• Landscape: Paper oriented horizontally.

International Paper Sizes

• A3: 297 x 420 mm (11.69 x 16.54 in).
• A4: 210 x 297 mm (8.27 x 11.69 in).
• A5: 148 x 210 mm (5.83 x 8.27 in).
• A6: 105 x 148 mm (4.13 x 5.83 in).
• B5: 176 x 250 mm (6.93 x 9.84 in).
• C5: 162 x 229 mm (6.38 x 9.00 in).
• DL: 110 x 220 mm (4.33 x 8.66 in).

Types of Stationery

• Letterhead: Paper with company logo and contact information.
• Memo/ Memorandum: Brief document for internal communication.
• Copy Paper: Plain paper used for photocopying.
• Forms: Used to collect specific information.
• Labels: Adhesive labels used for mailing or identification.
• Index Cards: Small cards for note-taking or indexing.
• Document Covers: Used to protect and present documents.
• Templates: Documents used as a starting point.

Creating a Letterhead

Design Considerations

• Logo: Include company's logo.
• Contact Information: Include address, phone number, and email.
• Font Size and Style: Use clear and readable fonts.

Producing Letters

Letter Styles

• Blocked: All lines start at the left margin.
• Indented: The first line of each paragraph is indented.
• Semi-Blocked: Date and address are aligned to the right.

Special Notations

• Preparing Envelopes and Labels:
• Using Mail Merge: Used to create envelopes and labels with personalized addresses.

Confidential and Private Documents

• Confidential: Indicates the document contains sensitive information.
• Private: Indicates the document is personal or confidential.

Preparing Correspondence

Composition at the Computer

• Notes: Compose notes, letters, and memoranda at the computer.
• Audio Messages: Use audio messages to communicate with others.

Producing Memoranda

Styles

• Short: Brief memorandum for internal communication.
• Long: Longer memorandum for detailed communication.
• Indented and Blocked: Formatted using indented or blocked styles.

Preparing Documents for Meetings

Meeting Documents

• Notice of Meeting: Informs attendees of the meeting details (date, time, location).
• Agenda: Outlines the topics to be discussed.
• Minutes: Records discussions and decisions made.
• Action Items: Outlines assigned tasks.
• Chairman's Agenda: Outlines the chairman's goals and objectives.

Manipulating Graphics

• Inserting Graphics into Documents:
• Graphs and Charts: To visualize data.
• Pictures: To add visual interest to documents.