Introduction To Information Technologhy PDF

UNIVERSITY OF LAY ADVENTISTS OF KIGALI(UNILAK) INTRODUCTION TO INFORMATION TECHNOLOGHY B Y M R. I R AN K UNDA I N N OCE N T P H O N E : 0 7 8 8 5 12 679 E M AI L :[email protected] 1  Course objectiv...

UNIVERSITY OF LAY ADVENTISTS OF KIGALI(UNILAK) INTRODUCTION TO INFORMATION TECHNOLOGHY B Y M R. I R AN K UNDA I N N OCE N T P H O N E : 0 7 8 8 5 12 679 E M AI L :[email protected] 1  Course objectives At the end of the lesson, student should understand: what is information system and information technology. what is a computer. The basics of how the computer works. The difference between hardware, system software(operating system), and application software. basic functions of Microsoft Office Word, Microsoft Office Excel, Microsoft Office PowerPoint. basic concept of network and internet. 2  COURSE OUTLINE. ▪Part 1: Introduction to Computer Systems. ▪Part 2: Word Processing. ➔MS Office Word 2007 OR 2013 ➔MS Office Excel 2007 OR 2013 ➔MS power Point2007 OR 2013 ▪Part 3: Introduction to networks and Internet. 3  1st Part Introduction to Computer Systems (Basic concepts) 4 Description of PART I : Introduction to Computer Systems ▪ Define what is Information system ? ▪ What is a computer? ▪ How does a computer know what to do? ▪ Types of computers ▪ Basic parts of a computer system. ▪ The difference between hardware, system software (operating system), and application software. ▪ Types of operating system. ▪ Windows screen presentation. ▪ Creating a folder, rename a folder, delete a folder and restore a folder. 5  1.1. Definitions what is Information system? ▪ Information system(IS), is an integrated set of components for collecting, storing, and processing data and for delivering information, knowledge, and digital products. ▪ Data are any facts, numbers, or text that can be inserted and processed by a computer. 6 DATA VS INFORMATION Data: Definition: Data is raw, unprocessed facts and figures without any context. It can exist in any form, such as numbers, text, or images, but has no inherent meaning on its own. Example: A list of numbers like "25, 46, 32" or raw sensor readings. Information: Definition: Information is data that has been processed, organized, or structured in a meaningful way. It provides context and relevance, turning raw data into something understandable and useful for decision-making. Example: Interpreting the data as "Temperature readings over the past three days are 25°C, 46°C, and 32°C," which conveys meaning. 7  What is a computer? ▪ A computer is an electric and electronic machine used to process data. ▪ A computer is an electronic device that accepts data and instructions from a user, manipulates the data according to the instructions, displays the information in some way, and stores the information for retrieval later. ▪ A machine that stores and manipulates information under the control of a changeable program. 8 ▪ What is a computer? Cont… ▪ Technically, a computer is a programmable machine. This means it can execute a programmed list of instructions and respond to new instructions that it is given. ▪ It is a device that accepts information (in the form of digitalized data) and manipulates it for some result based on a program or sequence of instructions on how the data is to be processed. How does a computer know what to do? ▪ It must be given a detailed set of instructions that tell it exactly what to do. ▪ These instructions are called a computer program, or software. 9 10  BIT, BYTE, WORD These terms are usually used in the world of computing to describe disk space, or data storage space, and system memory. For instance, just a few years ago we were describing hard drive space using the term Megabytes. Today, Gigabytes is the most common term being used to describe the size of a hard drive. In the not so distant future, Terabyte will be a common term. 11  Bit: A Bit is the smallest unit of data that a computer uses. It can be used to represent two states of information, such as Yes or No. Byte: A Byte is equal to 8 Bits. Word :The size of a word varies from one computer to another, depending on the CPU. For computers with a 16- bit CPU, a word is 16 bits (2 bytes). summary 1 bit = 0 or 1 1 Byte = 8 bits 1 word = 2 Bytes = 2 X (8 bits) = 16 bits Word = 16 Bits Double Word = 4 Bytes=4 X (8 bits)= 32 bits 12 Types of computers Computers can be classified based on their principles of operation or on their configuration. By configuration, we mean the size, speed of doing computation and storage capacity of a computer. Types of Computers based on Principles of Operation There are three different types of computers according to the principles of operation. Those three types of computers are : Analog Computers Digital Computers Hybrid Computers 13  Types of computers. Cont…. Analog Computers Analog Computer is a computing device that works on continuous range of values. The results given by the analog computers will only be approximate since they deal with quantities that vary continuously. It generally deals with physical variables such as voltage, pressure, temperature, speed, etc. Digital Computers On the other hand a digital computer operates on digital data such as numbers. It uses binary number system in which there are only two digits 0 and 1. Each one is called a bit. The digital computer is designed using digital circuits in which there are two levels for an input or output signal. 14 These two levels are known as logic 0 and logic 1. Digital Computers can give more accurate and faster results. Digital computer is well suited for solving complex problems in engineering and technology. Hence digital computers have an increasing use in the field of design, research and data processing. Hybrid Computers A hybrid computer combines the desirable features of analog and digital computers. It is mostly used for automatic operations of complicated physical processes and machines. Analog-to-digital and digital-to-analog converters are used for transforming the data into suitable form for either type of computation. 15  Types of computers. Cont…. Hybrid Computers. Cont… For example, in hospital’s , analog devices might measure the patients temperature, blood pressure and other vital signs. These measurements which are in analog might then be converted into numbers and supplied to digital components in the system. These components are used to monitor the patient’s vital sign and send signals if any abnormal readings are detected. Hybrid computers are mainly used for specialized tasks. 16  Types of Computers based on Configuration There are four different types of computers when we classify them based on their performance and capacity. The four types are : ▪super computer ▪Mainframe Computers ▪Mini Computers ▪Micro Computers 17 Super Computers When we talk about types of computers, the first type that comes to our mind would be Super computers. They are the best in terms of processing capacity and also the most expensive ones. These computers can process billions of instructions per second. Normally, they will be used for applications which require intensive numerical computations such as stock analysis, weather forecasting etc. Other uses of supercomputers are scientific simulations, (animated) graphics, fluid dynamic calculations, nuclear energy research, electronic design, and analysis of geological data. companies which produce super computers are Cray, IBM and Hewlett-Packard. 18  Types of computers. Cont…. Mainframe Computers Mainframe computers can also process data at very high speeds. hundreds of million instructions per second and they are also quite expensive. Normally, they are used in banking, airlines and railways etc for their applications. Mini Computers Mini computers are lower to mainframe computers in terms of speed and storage capacity. They are also less expensive than mainframe computers. Some of the features of mainframes will not be available in mini computers. Hence, their performance also will be less than that of mainframes. 19  Types of computers. Cont…. Micro Computers The invention of microprocessor (single chip CPU) gave birth to the much cheaper micro computers. They are further classified into : ▪Desktop Computers ▪Laptop Computers ▪Handheld Computers(PDAs) ▪Tablet PCs 20  Types of computers. Cont…. Desktop computers Desktop computers are designed for use at a desk or table. Today the Desktop computers are the most popular computer system. These desktop computers are also known as personal computers or simply PCs. They are usually easier to use and more affordable. They are normally intended for individual users for their word processing and other small application requirements 21 Laptop computers Laptop computers are portable computers. They are lightweight computers with a thin screen. They are also called as notebook computers because of their small size. They can operate on batteries and hence are very popular with travellers. The screen folds down onto the keyboard when not in use. 22 Handheld computers Handheld computers or Personal Digital Assistants (PDAs) are pen-based and also battery-powered. They are small and can be carried anywhere. They use a pen and accept handwritten input directly on the screen. They are not as powerful as desktops or laptops but they are used for scheduling appointments, storing addresses and playing games. They have touch screens which we use with a finger. 23 Tablet PCs are mobile PCs that combine features of laptops and handhelds. Like laptops, they're powerful and have a built-in screen. Like handhelds, they allow you to write notes or draw pictures on the screen, usually with a tablet pen. 24  Basic concepts. Cont… Data ▪ When information is entered into and stored in a computer, it is generally referred to as data. Analog information ▪ As humans, we perceive the world in analog. Everything we see and hear is a continuous transmission of information to our senses. This continuous stream is what defines analog data. 25  WHAT ARE THE COMPONENTS OF A COMPUTER? Computers are made up of main two parts that work together to make them run. These parts are: ▪ Hardware The hardware is the part of the computer you can touch and see. The physical equipment required to create, use, manipulate and store electronic data. ▪ Software The software is a part of the computer you cannot touch. The software is The computerised instructions that operate a computer, manipulate the data and execute particular functions or tasks. 26  Hardware. Computer hardware is the physical part of the computer including the digital circuits inside the computer as opposed to the software that carry out the computing instructions. Hardware comprises all of the physical part of the computer and they are divided into 4 main categories: ▪ Input hardware. ▪ Processing hardware (CPU). ▪ Output hardware. ▪ Storage devices (Memories). Peripheral device: Any piece of equipment in a computer system that is not actually inside the computer itself. 27  Input hardware. An input device is any device that provides input to a computer. Since the job of a computer is primarily to process input, computers are pretty useless without input devices. Therefore, input devices are a vital part of every computer system. There are dozens of possible input devices, but the two most common ones are a keyboard and mouse. 28  Keyboard. As the name implies, a keyboard is basically a board of keys. Along with the mouse, the keyboard is one of the primary input devices used with a computer. The keyboard's design comes from the original typewriter keyboards, which arranged letters and numbers in a way that prevented the type-bars from getting jammed when typing quickly. In Rwanda, we have two types of keyboards: ▪ QWERTY : English keyboard. ▪ AZERTY : French keyboard. 29  KEYBOARD In general the keyboard is divided into 5 sub-keyboard: ▪ Function keys (F1 up to F12): are found at the top of the keyboard. ▪ Command keys: Enter, Shift,.. ▪ Alpha numeric keys: the central keys of the keyboard. ▪ Cursor control keys: are arrows that allow you to move the cursor in four directions ▪ Numeric keys: are found on the right side of the keyboard “The Num Lock “key must be pressed on in order for these keys to function otherwise the Numeric Keys are used as Cursor control keys. 30  Assignment 1 ▪ Describe the roles of function keys (F1 up to F12)? 31 ▪ To type some symbols that are not on the QWERTY keyboard; for instance, you can use the following combinations : [Alt+130] → é [Alt+135] → ç [Alt+136] → ê [Alt+138] → è [Alt+139] → ï [Alt+ 64 ] → @ [Alt+140] → î [Alt+147] → ô [Alt+150] → û [Alt+151] → ù [Alt+131] → â [Alt+133] → à 32  Mouse. While most people don't want to see a mouse running around in their home, they typically don't have a problem seeing one sitting by their computer. This is because, along with the keyboard, the mouse is one of the primary input devices used with today's computers. The name comes from the small shape of the mouse, which you can move quickly back and forth on the mouse pad, and the cord, which represents the mouse's tail. 33 34  MOUSE Click → pressing the left button only once Right click→ pressing the right button only once Double click → pressing a computer mouse button twice quickly without moving the mouse A scroll wheel (or mouse wheel) is a hard plastic or rubbery disc (the "wheel") on a computer mouse that is perpendicular to the mouse surface. It is normally located between the left and right mouse buttons. It is used, as the name suggests, for scrolling. 35  Other input devices. Scanners- Scanners allow you to transfer pictures and photographs to your computer. Microphone: allows you to enter voice into a computer. 36  Output hardware. Any device that outputs information from a computer is called, an output device. Since most information from a computer is output in either a visual or auditory format, the most common output devices are: ▪ Monitor. ▪ Speakers. These two devices provide instant feedback to the user's input, such as displaying characters as they are typed or playing a song selected from a playlist. 37  Monitor. Cathodic Ray Tube Technology The term "monitor" is often used synonymously with "computer screen" or "display." The monitor displays the computer's user interface and open programs, allowing the user to interact with the Liquid Crystal Display Technology computer, typically using the keyboard and mouse. 38 Printer. It’s a device that prints text or illustrations on paper. 39  Processing hardware. The central processing unit (CPU) is the heart of the computer. It carries out all of the instructions given in a program, such as a word processing or spreadsheet program. The CPU consists of one or more chips (another name for “integrated circuits”). Currently, the Intel chip (processor) is the most popular even though there are other chips available in the market today such as AMD, Motorola and others. 40  Processing hardware. Cont… ▪ Motherboard : contains the hardware circuitry and connections that allow the different hardware components of the PC to interact and communicate with each other. Ports enable you to connect external output or input devices to your computer. 41  Storage devices. Just like humans, computers rely a lot on memory. They need to process and store data, just like we do. However, computers store data in digital format, which means the information can always be called up exactly the way it was stored. Also, unlike our memory, the computer's memory doesn't get worse over time. Currently, there are two types of memory: ▪ Permanent memory: memory that is not erased even if there is power cut off. ▪ Volatile memory: memory that is erased when there is power cut off. It is also known as main memory. 42  Permanent memory. Hard disk drives are an internal, higher capacity drive which also stores the operating system which runs when you power on the computer. It is also used to save the personal data. 43  Permanent memory. Cont… ROM: Stands for "Read-Only Memory“. ROM is memory containing hardwired instructions that the computer uses when it boots up, before the system software loads. In PCs, the instructions are read from a small program in the ROM, called the BIOS (Basic Input/Output System). 44  Permanent memory. Cont… Flash memory, CDs, Floppy disk drives allow you to save work and take the data with you. CD-ROM (Read Only Memory) drive is often called the d: drive. CDs are inserted into this drive. 45  Volatile memory. RAM (Random Access Memory): This is the primary memory, which temporarily holds all the programs and data the processor is using at a given time. 46  Use of RAM. Every time you open a program, it gets loaded from the hard drive into the RAM. This is because reading data from the RAM is much faster than reading data from the hard drive. Running programs from the RAM of the computer allows them to function without any long time. The more RAM your computer has, the more data can be loaded from the hard drive into the RAM, which can effectively speed up your computer. 47  Power supply. The power supply feeds electrical power to every single part of the system unit. It plays also a role of converting alternative current into direct current. 48 DIFFERENCE BETWEEN PRIMARY AND SECONDARY STORAGE PRIMARY STORAGE SECONDARY STORAGE Primary storage/memory is also called Secondary storage or memory is also Internal or main storage. High speed called External or auxiliary storage. Low speed It is very expensive It is not expensive as primary storage It holds data or programs temporary It holds data or programs permanently It holds programs and data in current use in CPU It holds program or data that will still be used in primary storage It is faster than secondary It is not fast as primary It holds less data It holds large volume of data or file 49 Software Is a part of computer that cannot touch and see. Example: Operating system An operating system (OS) is a collection of software that manages computer hardware resources and provides common services for computer programs. An operating system is the most important software that runs on a computer. It manages the computer's memory, processes, and all of its software and hardware. Software comprises the instructions that tell the computer what to do. In general software is divided into : ▪ applications software ▪ system software or operating system 50 B. System software or operating system (OS) controls almost all functions on a computer. Roles of an Operating System All computers rely on an operating system (OS) to provide the interface for interaction between users, applications, and hardware. Operating system boots the computer and manages the file system. Almost all modern operating systems can support more than one user, task, or CPU. The operating system has four main roles: 1. Controls hardware access 2. Manages files and folders 3. Provides user interface 4. Manages applications 51 INTRODUCTION TO WINDOWS OPERATING SYSTEM Windows is an operating system that controls the basic functions of your computer, such as loading and running programs, saving data, and displaying information on the screen. TO SWITCH ON THE COMPUTER ▪ It is necessary to verify if all necessary cables are plugged (the electrical cables, the keyboard cable, the mouse cable and the monitor cable). ▪ Press on “the switch on” button of the Computer Case then press “the switch on” button of the monitor. When you start a computer, sometimes it asks you to give the username and the password. ▪ If the password is known, type the password and press on [Enter] key Or Click on OK. 52 What’s the Difference Between Sleep and Hibernate in Windows? Windows provides several options for conserving power when you are not using your PC. These options include Sleep, Hibernate and are very useful if you are using a laptop. Here’s the difference between them. 53 Sleep Mode Sleep mode is a power-saving state that is similar to pausing a DVD movie. All actions on the computer are stopped and any open documents and applications are put in memory. You can quickly resume normal, full-power operation within a few seconds. Sleep mode is basically the same thing as “Standby” mode. The Sleep mode is useful if you want to stop working for a short period of time. The computer doesn’t use much power in Sleep mode. Hibernate The Hibernate mode saves your open documents and running applications to your hard disk and shuts down the computer, which means once your computer is in Hibernate mode, it uses zero power. Once the computer is powered back on, it will resume 54 everything where you left off. Use Hibernate mode if you won’t be using the laptop for an extended period of time, and you don’t want to close your documents. TO SWITCH OFF THE COMPUTER ▪The procedure of turning off the computer depends on the operating system installed in that computer. ▪For Example: Click on Start then click on Turn off computer/ Shut down. Click on Turn off / shut down press “the switch on” button of the monitor. 55 Desktop elements of Windows OS Taskbar (containing the buttons corresponding to the started programs) Start Menu, Desktop, Icons (the graphic picture followed by a legend that represents an object.). To select an icon, do left click on that icon. UNDERSTANDING WINDOWS BASICS What Is The Desktop? The Desktop is the working area (background) of the Windows display on your computer. It’s the main windows screen. What Is The Taskbar? The taskbar is the horizontal bar along the bottom of the Desktop. 56  What Is An Icon? An icon is a little picture that represents a program, command, or a file. For instance, the My Computer icon looks like a small computer. What Is A Shortcut? Icon that has a small white arrow in the lower left corner is a Shortcut. The arrow indicates that the icon is a shortcut that points to a program, folder, or other item. A shortcut is a quick way to open a program or file. What Is A File? A file is a collection of information, with a unique name, stored in your computer or on a removable disk. 57 What Is An Extension? The last three or Four letters (suffix) of a file name designate an extension. An extension identifies the format of the file. It is preceded by a period. Every file is in a specific format. There are many different formats. By naming a file with an extension, you tell the computer the format of a file and the computer knows what program that it must use to open that file. What Is A Folder? Folders are special files that can hold multiple files. They allow you to organize information. Folders can hold both files and other folders (subfolders). 58 Open Icon called My computer 59 60 To open Accessories program: click Start, point to All Programs, point to Accessories, and then click On program you want to use (e.g: Calculator, Word Pad,…) Meaning of letters A& B→ Floppy disk drivers C→ Hard disk Next letter→ CD/DVD driver Next letter→ Removable disk Opening a file, folder 1st method: Select the icon and do double click. 2nd method: Select the icon and press on the [Enter] key of the keyboard. 3rd method: Select the icon and right click. In the pop-up menu that is displayed, click on command Open 61  CREATING FOLDER Open ‘My computer’ icon then select a location where to create the directory , for example: ‘local disk ( C )’ ; Right click in the empty space, in the menu that opens, select ‘New ’then ‘Folder’. Type the name of the folder as BCNumber and confirm the name by doing double clicking in empty space or press Enter key. 62 63 EXERCISE 1 Create two folders on the desktop and name the first one as your surname and the second one as your family name. Create two folders in My Documents and name the first one as your surname and the second one as your family name. Create three folders on the local disk C and name the first one as your surname, the second your registration number and the last one as your family name. 64  Create one folder EXERCISEon the desktop name it Unilak inside create two folders the first one as Acc and the second one as your Regnumber. Inside your Regnumber create two folders. the first one as Finance and the second one as Coop 65 Delete a file, a folder temporally/permanently Delete a file, a folder temporally→ Recycle Bin Right click on folder, file Click on Delete Click on Yes or Press on [Enter button] Delete a file, a folder permanently Open the Recycle Bin Right click on folder, file Click on Delete Click on Yes or Press on [Enter button] OR Select a file, folder and press Shift + Delete 66 Restore a folder Open Recycle Bin Right click on folder Click on Restore Rename a folder Right click on folder Click on Rename Type new name and confirm by doing double clicking in empty space or press Enter key 67 Most useful word in computerization environments: Back up and virus. What is Back up? Back up: To copy a computer file or collection of files to a second medium, usually on a diskette or magnetic tape, so that the data are safe in case the original file is damaged or lost. Backups are usually copied to storage devices that can be removed from the computer and kept separately from the original. What is virus? Virus: A computer program that is planted in one computer and then transferred, hidden in useful information, to one or more other computers with the intention of corrupting or wiping out information in the recipient computer. 68  Anti-virus Anti-virus software is a program or set of programs that are designed to prevent, search for, detect, and remove software viruses, and other malicious software like worms, trojans, adware, and more. 69  PART 4:NETWORK AND INTERNET BASICS Uploading vs Downloading Uploading is the process of putting web pages, images and files onto a web server or on internet. Downloading is the process of getting web pages, images and files from a web server or from internet. Therefore To make a file visible to everyone on the internet, you will need to upload it. 70  TYPES OF WEB - BROWSER ▪ Web Browsers are software installed on your Pc that allow you to visit different sites. ▪ Web The Web is the common name for the World Wide Web, a subset of the Internet consisting of the pages that can be accessed by a Web browser. Many people assume that the Web is the same as the Internet, and use these terms interchangeably. In brief, web is any page available on the internet 71  ▪ INTERNET actually refers to the global network of servers that makes the information sharing that happens over the Web possible. So, although the Web does make up a large portion of the Internet, but they are not one and same. 72 ▪ WWW: In full word is World Wide Web The world wide web is made from millions of interlinked webpages. The World Wide Web (WWW) is combination of all resources and users on the Internet that are using the Hypertext Transfer Protocol ( HTTP ). 73  To access the Web, you need a web browser, such as Netscape Navigator, Microsoft Internet Explorer or Mozilla Firefox. On the Web, when you navigate through pages of information, this is commonly known as web browsing or web surfing. There are four leading web browsers − Explorer, Firefox, Netscape, and Safari, but there are many others browsers available. While developing a site, we should try to make it compatible to as many browsers as possible. Especially sites should be compatible to major browsers like Explorer, Firefox, Chrome, Netscape, Opera, and Safari. 74 THE ROLE OF BIOS When you start your system it has no idea what driver it has so it can’t even load its operating system. To solve this problem, a computer has a Basic Input/Output System (BIOS) that it looks for as soon as you turn it on. BIOS performs a number of important functions: ⚫ It interprets keystrokes ⚫ It displays characters on the screen ⚫ It handles communication through computer’s ports ⚫ It tests the system every time you turn it on. The purpose of this system is to give software a link tothe hardware. 75