Updated Notes for Mgmnt Ch 1-4 (PDF)

NOTES COMPILED BY Engr M. Hamza zahid Laptop (COTHM) DEDICATION AND THANKS I would like to dedicate my work to all of my proficient students. Thanks for giving me support and respect. You are all great! I wish you continued success in everything you do. Engr M. Hamza zahid 11-june-2024 Contents Chapter # 1...............................................................................................................................................................4 INTRODUCTION TO COMPUTER................................................................................................................................4 1.1 WHAT IS A COMPUTER?...................................................................................................................................4 1.2 HISTORY OF COMPUTER...................................................................................................................................4 1.3 BASIC PROCESSING OF COMPUTER.................................................................................................................5 1.4 CHARACTERISTICS OF COMPUTER:...................................................................................................................7 1.5 GENERAL APPLICATIONS OF COMPUTERS........................................................................................................8 1.6 APPLICATIONS OF COMPUTER IN HOSPITALITY AND TOURISM SECTOR............................................................9 1.7 CLASSIFICATION OF COMPUTERS ACCORDING TO SIZE, TYPE AND PURPOSE.................................................. 11 Chapter # 2.............................................................................................................................................................17 BASIC COMPOSITION OF COMPUTER......................................................................................................................17 2.1 HARDWARE................................................................................................................................................... 17 2.2 SOFTWARE..................................................................................................................................................... 23 Chapter # 3.............................................................................................................................................................26 INTRODUCTION OF OPERATING SYSTEM................................................................................................................26 3.1 ADVANTAGES OF OPERATING SYSTEMS......................................................................................................... 26 3.2 MS WINDOWS OPERATING SYSTEM............................................................................................................... 27 3.3 HISTORICAL BACKGROUND OF THE WINDOWS OPERATING SYSTEM.............................................................. 27 3.4 DESKTOP OF WINDOWS OPERATING SYSTEM................................................................................................ 28 3.5 WHAT ARE THE FEATURES OF THE WINDOWS 10 OPERATING SYSTEM?......................................................... 31 3.6 CHARACTERISTICS OF WINDOWS OPERATING SYSTEM................................................................................... 32 Chapter # 4.............................................................................................................................................................34 INTRODUCTION TO MS. OFFICE..............................................................................................................................34 4.1 DEFINITION.................................................................................................................................................... 34 4.2 MS OFFICE 2016............................................................................................................................................. 34 Chapter # 5.............................................................................................................................................................35 INTRODUCTION TO MICROSOFT WORD 2016.........................................................................................................35 5.1 DEFINITION.................................................................................................................................................... 35 5.2 SCREEN ELEMENTS & FEATURES OF MS WORD 2016...................................................................................... 36 5.3 RIBBON TABS AND THEIR GROUPS IN DETAILS:.............................................................................................. 38 MOST FREQUENT SHORTCUT KEYS IN COMPUTER..................................................................................................55 Chapter # 1 INTRODUCTION TO COMPUTER 1.1 WHAT IS A COMPUTER? A computer is an electronic machine in which you can create, collect, store, access, calculate, manipulate, manage, arrange, present, share, transmit and automate data/information with high speed and accuracy. It’s a programmable electronic device that accepts raw data as input and processes it with a set of instructions (a program) to produce the output as information. The term "computer" is derived from the Latin word "computare" which means to calculate.  What is Data? Data is a collection of raw, unorganized facts and details like text, observations, figures, symbols and descriptions of things etc. In simple terms, we can conclude that data is a disorderly description of raw facts from which information can be extracted. Data does not carry any specific purpose and has no significance by itself. Moreover, data is measured in terms of bits and bytes – which are basic units of information in the context of computer storage and processing.  What is Information? Information is processed, organized and structured data. It providescontext for data and enables decision making. For example, a single customer’s sale at a restaurant is data – this becomes information when the business is able to identify the most popular or least popular dish. 1.2 HISTORY OF COMPUTER  The Evolution of Computers: Many people think computers are a fairly recent invention, but the truth is the concept of the computer dates all the way back to 1822. This is when Charles Babbage (1791-1871) (Father of Computer), an English mathematician, philosopher, inventor and mechanical engineer, invented the first generation computer by conceiving the idea of a calculating machine driven by steam. Babbage originated the concept of a digital programmable computer. Babbage is credited with inventing the first mechanical computer, the Difference Engine, which used punch cards as read-only memory, that eventually led to more complex electronic designs. In 1890, a man by the name of Herman Hollerith developed a punch card system for use during the census. He would then go on to establish the company Notes by M. Hamza Zahid Page | 4 which would eventually be known as IBM. Throughout the 1900s, computers continued to evolve. In the mid-20th century (1940-1946), The first electronic computers were developed by Dr. John Vincent Atanasoff. He taught at Iowa State College in the 1940s, and with the help of one of his students, the first electric digital computer was designed. His electrical engineering student, Clifford Barry is credited with creating what they called the ABC computer, a large system weighing over 700 pounds. The Electronic Numerical Integrator and Calculator (ENIAC) is considered the first general purpose computer. It was invented by John Mauchly and J. Presper Eckert at the University of Pennsylvania in 1946. Initially, these computers were the size of large room, consuming as much power as several hundred modern computers. In the 2000s, they continued getting smaller, to the point of fitting in one’s pocket. Nowadays, computers are based on Integrated Circuits (IC) and multiple Core Processors, which are billions of times more capable than the early machines and occupy a fraction of space. Daily usage computers are small enough to fit into a mobile device and can be powered by a small battery. Computers are magical machines in the Technology world. Almost in all types of technologies and industries, computers are playing the biggest role in daily business, research, innovation, and communication operations. After artificial intelligence, robotics, and Blockchain technologies computer is now a more powerful and productive machine to operate than ever. The computers have overcome our scientific, educational, research, construction, marketing, finance, management, production, medical, banking, robotics, all types of transportation (Air, Water, Land), space centers, satellites and communication channels, energy distribution and security channels and more than that. In this manner, we have been surrounded by many forms of embedded computers from a simple toy to a fighter aircraft or industrial robotics. 1.3 BASIC PROCESSING OF COMPUTER Computer is a programmable Machine designed to sequentially and automatically carry out a sequence of arithmetic and logical operations. The task of performing operations like arithmetic and logical operations is called Processing.  Arithmetic functions  Logical functions Notes by M. Hamza zahid Page | 5 What is an Arithmetic-Logic Unit (ALU)? The central processing unit (CPU) of a computer is comprised with digital circuits called arithmetic logic units (ALU) that are capable of performing billions of arithmetic and logic operations every second. In some processors, the ALU is divided into two units: an arithmetic unit (AU) and a logic unit (LU). How does an Arithmetic-Logic Unit (ALU) work? An arithmetic logic unit (ALU) is a combinational digital circuit used to perform arithmetic and logic operations. It represents the fundamental building block of the central processing unit (CPU) of a computer. Modern CPUs contain very powerful and complex ALUs with an addition of a control unit (CU). In computers, ALUs serve as a digital circuit that performs arithmetic and bitwise operations on binary numbers. All information in a computer is stored and manipulated in the form of Binary Numbers, i.e. 0 and 1. Transistor switches are used to manipulate these binary numbers. Most of the operations of a CPU are performed by one or more ALUs, which load data from input registers. A register is a small amount of storage available as part of a CPU. The control unit tells the ALU what operation to perform on that data and it stores the result in an output register. The control unit moves the data between these registers, the ALU, and memory. Long before modern PCs, ALUs first helped to support microprocessors and transistors in the 1970s.  Arithmetic Operations: In programming these operations are allied to only numeric data (0-9 digits). Arithmetic operators are used to perform mathematical functions like addition, subtraction, multiplication, and division. They are used to perform calculations on numerical values. Example: Addition, subtraction, multiplication, division square roots, Average, Percentage & Trigonometric functions etc.  Logical Operations: These functions are linked to Alpha Numeric data and solve the problems through logical proved results. Logical operators, are used to perform logical operations, such as comparing two values to see if they are equal, or determining if one value is greater than or less than another. Logical operators are often used in conditional statements to control the flow of a program. Example: Comparison of values, statement, conditions, less than, greater than, equals to, And, Or, Not, If, Nested If etc. Notes by M. Hamza zahid Page | 6 1.4 CHARACTERISTICS OF COMPUTER: 1) Computer is fast (Speed ): A computer is a very fast device. It can perform in a few seconds, the amount of work that a human being can do in an entire year, if he/she worked day and night and did nothing else. In other words, a computer can do in a few minutes what would take a man his entire lifetime. Some calculations that would have taken hours and days to complete otherwise, can be completed in a few seconds using the computer. For example, calculation and generation of salary slips 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. 2) Storing Data (Storage Capability): Large volumes of data and information can be stored in the computer and also retrieved whenever required. A limited amount of data can be stored, temporarily, in the primary memory. Secondary storage devices like floppy disk and compact disk can store a large amount of data permanently. 3) Computer is accurate (Accuracy): In addition to being very fast, Computer provides a high degree of accuracy. For example, the computer can accurately give the result of division of any two numbers up to 10 decimal places. 4) Diligence: When used for a longer period of time, the computer does not get tired or fatigued. It can perform long and complex calculations with the same speed and consistency from the start till the end. 5) We can do Multitasking: Multitasking is also a computer characteristic. Computers can perform several tasks at a time. For example, you can listen to songs, download movies, and prepare word documents all at the same time. 6) Computers are Versatile (Versatility): Computer is versatile in nature. It can perform different types of tasks with the same ease. At one moment you can use the computer to prepare a letter document and in the next moment you may play music or print a document. 7) They can Communicate: Computers have the ability to communicate, but of course there needs some sort of connection (either Wired or Wireless connection). Two computers can be connected to send & receive data. Special software’s are used for text and video chat. Friends & family can connect over the internet and share files, photos & videos online. Notes by M. Hamza zahid Page | 7 8) Automation: An automatic machine works by itself without human intervention. Computers are automatic machines because once started on a job, they carry out the job (normally without am human assistance) until it is finished. However, computers being machines cannot start themselves and cannot go out and find their own problems and solutions. We need to instruct a computer using coded instructions that specify exactly how it will do a particular job. Some of the other characteristics of computers (such as speed and accuracy) are because they are automatic and work on a problem without any human intervention. 1.5 GENERAL APPLICATIONS OF COMPUTERS Computers play a role in every field of life. They are used in homes, business, educational institutions, research organizations, medical field, government offices, entertainment, etc.  Home: Computers are used at homes for several purposes like online bill payment, watching movies or shows at home, home tutoring, social media access, playing games, internet access, etc. They provide communication through electronic mail. They help to avail work from home facility for corporate employees. Computers help the student community to avail online educational support.  Medical Field: Computers are used in hospitals to maintain a database of patients’ history, diagnosis, X-rays, live monitoring of patients, etc. Surgeons nowadays use robotic surgical devices to perform delicate operations, and conduct surgeries remotely. Virtual reality technologies are also used for training purposes.  Entertainment: Computers help to watch movies online, play games online; act as a virtual entertainer in playing games, listening to music, etc. MIDI instruments greatly help people in the entertainment industry in recording music with artificial instruments. Videos can be fed from computers to full screen televisions. Photo editors are available with fabulous features.  Industry: Computers are used to perform several tasks in industries like managing inventory, designing purpose, creating virtual sample products, interior designing, video conferencing, etc. Online marketing has seen a great revolution in its ability to sell various products to inaccessible corners like interior or rural areas. Stock markets have seen phenomenal participation from different levels of people through the use of computers.  Education: Computers are used in education sector through online classes, online examinations, referring e-books, online tutoring, etc. They help in increased use of audio-visual aids in the education field. Notes by M. Hamza zahid Page | 8  Government: In government sectors, computers are used in data processing, maintaining a database of citizens and supporting a paperless environment. The country’s defense organizations have greatly benefitted from computers in their use for missile development, satellites, rocket launches, etc.  Banking: In the banking sector, computers are used to store details of customers and conduct transactions, such as withdrawal and deposit of money through ATMs. Banks have reduced manual errors and expenses to a great extent through extensive use of computers.  Business: Nowadays, computers are totally integrated into business. The main objective of business is transaction processing, which involves transactions with suppliers, employees or customers. Computers can make these transactions easy and accurate. People can analyze investments, sales, expenses, markets and other aspects of business using computers.  Training: Many organizations use computer-based training to train their employees, to save money and improve performance. Video conferencing through computers allows saving of time and travelling costs by being able to connect people in various locations.  Arts: Computers are extensively used in dance, photography, arts and culture. The fluid movement of dance can be shown live via animation. Photos can be digitized using computers.  Science and Engineering: Computers with high performance are used to stimulate dynamic process in Science and Engineering. Supercomputers have numerous applications in area of Research and Development (R&D). Topographic images can be created through computers. Scientists use computers to plot and analyze data to have a better understanding of earthquakes. 1.6 APPLICATIONS OF COMPUTER IN HOSPITALITY AND TOURISM SECTOR 1) Usage of Computers in Hospitality Industry: Technology has progressed in leaps and bounds in the past few decades. Computers have moved from taking up a room to sitting in clunky boxes on desktops to fitting easily in our pockets, and as computers have shrunk, they've been integrated more seamlessly into our everyday lives. The restaurant industry is no exception. Technology has been adapted for front-of-house jobs, where servers use computers and tablets for seating customers, taking orders, and processing payments. More recently, tablets have been developed for customer use and are available on the tabletops of many casual restaurant chains, enabling customers to request refills, place orders, and even pay their bills. Now, computers are making their way into commercial kitchen equipment. Below are five pieces of commercial kitchen equipment that integrate computer and touchscreen technologies in new, exciting ways. Notes by M. Hamza zahid Page | 9  Reservations & Billing: Computers are used extensively by lodging managers and their assistants to keep track of guests’ bills, reservations, room assignments, meetings, and special events. In addition, computers are used to order food, beverages, and supplies, as well as to prepare reports for hotel owners and top-level managers. Many hotels also provide extensive information technology services for their guests. Managers work with computer specialists and other information technology specialists to ensure that the hotel’s computer systems, Internet, and communications networks functionproperly.  Property Management System(PMS): There are many different uses for computers in hotels. The first would be at the front desk. These computers have an intricate soft ware called the Property Managemen System (PMS) to do all the check ins, guest accounting, and etc. The most famous being Opera or Sabre. Second in the restaurant, lounge, or bar is a new computer entirely called a Point of Sale System (POS). This will collaborate with a PMS to bill guests for a meal and etc, but can also be used as a cash register. Third is the computer in the sales office, which software is most likely DelPhi which is a booking terminal. Nowadays hotel without a computer is like a bank without a vault. Each automated hotel has its own PMS like, IDS, CLS, HMS, Fidelio etc. These PMS are used by the each departments from beginning till end of a guest cycle. The PMS is also used to prepare different reports, maintaining guest’s a/c , keeping records, F.O., Back Office, point of sale, door locking, H.K., Optimization, Pay-TV, energy management, payment card authorization and channel management systems. Each hotel personnel has their own log in ID to open their respective PMS window. The PMS may interface with central reservation system(CRS) and revenue or yield management system. 2) Usage of Computers in Tourism Industry: The tourism industry is made up of three major components: namely,  Transport sector,  Accommodation sector  Attraction sector  Transport Sector: The travel services, all over the world are fully computerized. The travel services, such as, Railways, Car Rental, bus/coach hire or trip and Airlines Tickets, all are computerized and thus, proper information management is possible. Information regarding the tourists or passengers of yesterday, today and tomorrow is now readily available through the data generated by various tourism Notes by M. Hamza zahid Page | 10 organizations. The airlines have seen the maximum computerization in the travel segment. Computer Reservation System (CRS) is widely used to book tickets in all the airlines. The CRS helps in generating a higher rate of occupancy and also provides a better scope of marketing and distribution to the airlines. The increasing popularity of air-travel globally, gave rise to the need of a better and efficient distribution mechanism. In the 1970s, the first Information and Reservation System (IRS) was developed in U.S. This system provided both information of tourism industry, including that of airline industry and also provided CRS for direct booking on the airline of choice.  Accommodation Sector: The structure of the tourism industry meant that businesses in the accommodation sector lacked direct access to travelers and consumers. E business has changed the way firms in this sector can do business. In fact, groups in the hotel sector are developing communications networks designed to compete with Global Destination Systems (GDS)-A system containing information about availability, prices, and related services for Airlines, Car Companies, Hotel Companies, Rail Companies, etc. and through which reservations can be made and tickets can be issued. A GDS also makes some or all of these functions available to subscribing travel agents, booking engines, and airlines. The GDS leaders are Amadeus, Apollo/Galileo/World span, Sabre. These GDS are important technology solutions for information management and are used primarily by travel agencies and airlines.  Attraction Sector: In the case of attractions both manmade and natural attraction owners need to communicate or inform their customers and potential customers about their production. Information about the kind of attraction, where they are located and how to get there is of vital importance. The attraction owners particularly the national tourist offices discharge their duty of promoting their country’s tourist attractions using the information. 1.7 CLASSIFICATION OF COMPUTERS ACCORDING TO SIZE, TYPE AND PURPOSE We see many Computers nearby, but they all are different from each other. There are different classes of computer technology available these days. The functionality and data processing of each type of computer is different and output results as well. We can classify the computers according to the following 3 categories: Classifications of Computers System:  On the Basis of Size and Capacity, [Supercomputer, Mainframe, Mini, and Micro Computer]. Notes by M. Hamza zahid Page | 11  On the Basis of Purposes, [General and Special Purpose].  On the Basis of Hardware Design and Type [Analog, Digital, and Hybrid Computer]. 1. Classes of Computer on the Basis of Size and Capacity i. Super Computers: Supercomputers are the fastest, powerful, and expensive types for processing data. Supercomputer’s size and storage capacity are also huge (can occupy giant premises) designed to process vast amounts of data in a short time with high productivity. These are specially made to perform multi- specific tasks. A supercomputer’s design is complicated, like it can be heterogeneous, combining computers of different architectures, is significantly surpassed most existing personal computers. This made this machine an ultra-high performance supercomputer. They were famous in 1960's and made by Seymour Cray. Applications Of Super Computers  In research and study of energy and nuclear weapons and designing the aircraft, airplanes, and flight simulators.  Climate research and Weather Forecasting and Prediction of Natural Disasters.  Spaceship and Satellite Launching.  Used in scientific research laboratories.  Used in Chemical and Biological research and for highly calculation complex tasks. Examples: IBM Roadburner, IBM Blue Gene, Intel ASI Red. PARAM-1000, and CRAY-XMP-14. ii. Mainframe Computers: Mainframe computers are multi-programming, high-performance computers, and multi-user, which means they can handle the workload of more than 100 users at a time. The storage capacity of the mainframe is enormous, with a high-speed data process as well. The mainframe is a highly efficient computer capable of simultaneously solving complex calculations and continuously for a long time. These computers have several microprocessors that have the ability to function the data at too high performance and speed. It is also known as big iron. Applications Of Mainframe Computers Businesses today rely on the mainframe to:  Perform large-scale transaction processing (thousands of transactions per second). Notes by M. Hamza zahid Page | 12  Support thousands of users and application programs concurrently accessing numerous resources.  Manage terabytes of information in databases.  Handle large-bandwidth communication. Examples: Jaguar; Cray XT5, Hopper; Cray XE6, System z9, System z10 servers, HP mainframe, IBM 370, S/390, Fujitsu’s ICL VME, Hitachi’s Z800 iii. Mini Computers: Mini Computer is smaller, less expensive, and less powerful than a mainframe or supercomputer, but more expensive and more powerful than a personal computer. They were famous in mid-1960's but almost extinct because of the popularity of personal computer. Applications Of Mini Computers  Used for scientific and engineering computations.  Business-transaction processing.  File handling.  Database management.  Referred to as small or midsize servers. Examples: IBM’s AS/400e, Honeywell200, TI-990, Inspiron 1012 (Dell), HP mini 110, Netbook. iv. Micro Or Personal Computers: They are the smallest, less expensive and the most used type of computer. They have small memory, less processing power than super and main frame computer. A microcomputer uses a single microprocessor for its CPU, which performs all logic and arithmetic operations. The system also contains a number of associated semiconductor chips that serve as the main memory for storing program instructions and data and as interfaces for exchanging data of this sort with peripheral devices. They are more commonly known as personal computer or PC’s. In mid-1990's, they became the most used devices in homes and offices. Applications Of Micro Computers  Used as self-customization projects such as robots, tools etc.  Used in several applications such as word processing, well designed presentation, advance graphic work, E-spreadsheet, communications and database management systems.  Used in the Integration of computing intelligence for improving products, services, infrastructure, and machines. Notes by M. Hamza zahid Page | 13  Used in IoT applications in the form of micro controllers such as smart TVs, refrigerators, microwave, and more.  Use in “ Gamers”.  Use in “Micro data center” sector. Examples: Desktop Computer, Laptop, Smartphone, Notebook, Tablets etc. 2. Classes of Computer on The Basis of Purpose i. General Purpose Computers: General computers can do various everyday tasks such as writing a word processing letter, Document preparation, recording, financial analysis, Printing documents, creating databases, and calculations with accuracy and consistency. The size, storage capacity, and cost of such computers are mainly less. The ability of these computers is limited in performing specialized tasks. Still, it has versatility and useful for serving people’s basic needs at home or in the workplace in the environment. Examples: The desktops, laptops, smartphones, and tablets are used on daily basis for general purposes. ii. Special Purpose Computers: These computers are designed to perform a particular or specialized task. The size, storage capacity, and cost of such computers mainly depend on the nature and size of the work. The function of these computers is consistent with any particular task. The special computer needs specific processors and input and devices to conduct work efficiently. These computers are used for special purposes in weather forecasting, space research, agriculture, engineering, meteorology, satellite operation, traffic control, and research in chemical sciences. Examples: Automatic teller machines (ATM), Washing machines, Surveillance equipment, Weather- forecasting simulators, Traffic-control computers, Defense-oriented applications, Oil-exploration systems, Military planes controlling computers etc. 3. Classes of Computer on The Basis of Hardware Design and Data Handling i. Analog Computers: An analog computer performs tasks using continuous data (the physical amount that changes continuously). Analog computers are used primarily to measure physical units like voltage, pressure, electric current, temperature, and convert them into digits. It is also used to measure and perform arithmetic calculations of numbers, the length of an object, or the amount of voltage that passes through a point in an electrical circuit. Analog computers obtain all their data from some measurement way. Notes by M. Hamza zahid Page | 14 Analog computers are mainly used in the fields of science and engineering. Analog computers are slow and equipped to measure things rather than countable or check. The efficiency of this computer increases when we get the result of the data in graphs, etc. Analog Computers cannot store statistics. They are used in the fields of technology, science, research, engineering, etc. Because quantities like voltage, pressure, electric current, temperature are used more in these areas, these types of computers give only approximate estimates. Examples: An analog computer installed on a petrol pump measures the amount of petrol coming out of the pump and appears in liters. And calculates its value. These quantities vary continuously while measuring the amount, such as the temperature of a human body changes consistently. A simple clock, the vehicle’s speedometer, Voltmeter, etc. are examples of analog computing. ii. Digital Computers: As its name suggests, a digital computer represents the digital computer’s letters, numerical values, or any other special symbols. This computer is the computer that calculates the number for processing the data.They run on electronic signs, and the binary numeral method Binary System 0 or 1 is used for calculation. Their speed is fast. It can perform arithmetic operations such as addition, occurrence, subtraction, multiplication, or division and all types of logical(mathematical) operations. Today, most of the computers available in the market are digital computers. Digital computers are built to bring the solution of equations to an almost unlimited precision, but in a bit slow manner compared to analog computers. To some extent, they all have similar components for receiving, processing, sorting, and transmitting data and use a relatively small number of essential functions to perform their tasks. Digital computers use discrete electrical signals for operation rather than continuous electrical signals as analog computers have, making the most common form of computers today because of their versatility, speed, and power. Examples: The desktop or Laptop at our home, Personal Desktop Computers, Calculators, Laptops, Smartphones, and Tablets, Digital watch, Accounting machines, Workstations, Digital clock, etc. iii. Hybrid Computers: A hybrid computer is a combined complex computer unit built using both analog and digital properties and united by a single control system. The purpose of designing hybrid computers is to provide functions and features that can be found on both analog and digital devices. Notes by M. Hamza zahid Page | 15 The aim behind creating a hybrid computer is to create a kind of work unit that offers the best of both types of computers. Hybrid computers are extremely fast when driving equations, even when those calculations are incredibly complex. As both the properties of a computer consist in the form of a single hybrid computer made possible to solve too complex calculations or problems, at the same time, these devices are not only too expensive but also able to solve complex issues a bit fast. Here, the digital computer system gives 100 % percent correct solutions, but it takes a bit of time in the calculation. Therefore, Hybrid computers are made to overcome the flaws of both these analog and digital systems. Examples: Auto Gasoline pump is the example of a hybrid computer, this device is installed on a petrol pump do not only to measure the amount of petrol but also to calculates its value, in this way It is capable of both functions i.e hybrid function. Also Auto Check-in and check-out machines at Airports etc. Notes by M. Hamza zahid Page | 16 Chapter # 2 BASIC COMPOSITION OF COMPUTER There are 2 basic components of computer:  Hardware  Software 2.1 HARDWARE The electronic parts of computer which have physical existence are known as hardware. On the basis of their specific functions, hardware can be further divided into 5 types. Input, Output, Processing, Memory, Communication 1) INPUT HARDWARE: The devices which are helpful to give instructions to the computer that what to do are known as input hardware. Examples: Keyboard, mouse, scanner, microphone, light pen, joystick, track ball, webcam, digital camera, touch screen, barcode reader, sensors, punch cards and biometric readers etc. a. Mouse: It’s a pointing device that functions by detecting two dimensional motion relative to supporting surface. Basically, the mouse plays the role to control the cursor on the display. A mouse has two buttons:  Left side button: It is used to control the pointer  Right side button: It is used to open a small menu. b. Keyboard: In computing, a keyboard is a typewriter which uses an arrangement of keys to act as electronic switches. The keyboard is an essential input device in computers and laptops both use keyboards to give commands to the computer. Mostly keyboards are available in Physical states but often they can be found in virtual state. Keyboard layout can vary depending on geographical region or demand of functions. One of the most widely used standard keyboard is the US layout, known for its QWERTY arrangement. In this article, we will explore the US keyboard layout. Notes by M. Hamza zahid Page | 17 Group Keys i. Function Keys: These keys are used to control and maintain the general functions of operating system (F1-F12) keys. ii. Alphabetic Keys: The keys which are meant for entering or editing text data (A-Z) keys. iii. Numeric Keys: The keys which are used to enter or edit numeric values (0-9) keys. iv. Symbolic Keys: The keys which are used to insert symbols either in form filling or writing scientific document like $, #, @, %, +, /, \, *, -, _, ^, &, {}, () v. Punctuation Keys: The keys which plays mandatory role in order to complete a document grammatically by inserting punctuation such as !, :, ;, ”, ‘,., ?, space _ vi. Modifier Keys: These keys which do nothing by themselves but can enhance or modify the normal action of the keys when used in combination such as Alt, Ctrl, Shift. vii. Navigational Keys: These keys control the position of the cursor or pointer on the screen. The four keys are (left, right, up, down) arrow keys. viii. Scrolling Keys: These keys which are used to move the contents on screen up and down which includes page up, page down, Home, End). Single keys i. Esc(Escape): This key is used to exit from any program. ii. Tab: This key is used to jump one box to another while filling and move the cursor 10 spaces next in the word processor. iii. Backspace: This key is used to remove characters one by one left to the corner. iv. Caps Lock: This key is used to change the case of alphabets from lower to upper and vice versa. v. Enter Key: This key is used to enter in any program. It can also break the lines by forcing the cursor to jump down. 2) OUTPUT HARDWARE: The devices of computer which play an important role to get results according to given instructions is known as output hardware. Notes by M. Hamza zahid Page | 18 Examples: Monitor, LCD’s, LED’s, Printers, Speakers, Air pods, Plotter and Projectors. 3) PROCESSING HARDWARE: When a computer receives data from an input device (e.g., keyboard), it goes through an intermediate stage before it's sent to an output device (e.g., monitor). A Processing device is any hardware inside a computer that interprets and manipulates incoming data during this stage. Examples: Motherboard, Processor a. Motherboard: Motherboard is a printed circuit board and foundation of a computer that is the biggest board in a computer framework. A computer motherboard is located inside the computer case and is where most of the computer parts connect. It allocates power and allows connectivity between the processor (CPU), memory (RAM), hard drive, video card and all other computer hardware components. It holds many of crucial components while providing connectors to all the peripherals. There are multiple types of motherboards, designed to fit different types and sizes of computers. b. Processor: It is often referred as the brain of the computer. It carries out each of the instructions of the program in a sequence to perform the basic input, output and arithmetic logical operations. Nowadays, computers work on the basis of multicore processor. The CPU was first invented and developed at Intel in the early 1970s. Over the history of computer processors, the speed (clock speed) and capabilities of the processor have dramatically improved. Today, Computer Processors are of different architectures (32-bit and 64-bit), speeds, and capabilities. 4) MEMORY HARDWARE: The memory of any electronic device is the storage capacity of that device. It is primarily used to save the information or perform tasks efficiently. The memory of a computer is divided into two types. Primary Memory, Secondary Memory Primary Memory Secondary Memory It is the main memory which is It’s Secondary memory that doesn’t involve in also the Built-in memory/internal, direct storing. It is auxiliary/external memory and 1. ( it is necessary to process and can be extendable. manipulate data direct by processor). The nature of this Primary Secondary memory is always 2. memory varies on the basis of Notes by M. Hamza zahid Page | 19 working. It can be divided in two non-volatile/Permanent in nature, that retains Data categories, Temporary and even the electric power is Disconnected. Permanent. RAM- is volatile/ Temporary in nature (it depends on the flow of current to remain visible and working) while the ROM- Non-volatile/Permanent (it doesn’t need electricity or power continuously for data storage). Comparatively, it is fast and It is reliable but slow and have massive Capability unreliable type of memory. Its of storing Data. 3. capacity is very much limited and is smaller than the secondary memory. The devices of primary memory The devices of secondary memory are not more 4. are more expensive than expensive as compared to primary memory secondary storage devices. devices. The devices which deal with the The devices which deal with the secondary memory primary memory are called as are called as Secondary Memory Hardware or 5. Primary Memory Hardware or Secondary Storage Devices. Primary Storage Devices. Temporary Memory Hard Disk, Flash/SSD (Solid State Drive) RAM (Random Access Memory) CDs, DVDs, Blue-Ray, USB Examples Permanent Memory Floppy disk (Maximum capacity: 1.44 Mbs) ROM (Read Only Memory) Notes by M. Hamza zahid Page | 20 Units of Memory Measurement: Bits are the basic building blocks of memory. "Bit" stands for binary digit. A bit is a one or a zero, on or off, which is how all computer information is stored. A byte is made up of eight bits. Eight bits, or a byte, was the original amount of information needed to encode a character of text. The number was later standardized as computer hardware changed. For technical reasons, computer memory capacity is expressed in multiples of a power of two. The following table explains the main memory storage units: Unit Shortened Capacity 1 Bit= Binary Digit b 0 or 1 (one cell) 1 Nibble N 4 Bits (1/2 Byte) Byte B 8 Bits Kilobyte KB ( 2 10 ) = 1024 Bytes Megabyte MB 1024 kilobytes Gigabyte GB 1024 Megabytes Terabyte TB 1024 Gigabytes Petabyte PB 1024 Terabytes  Basic Unit: Bits are the basic building blocks of not only data storage, but all computers.  Standard Unit: Megabytes are considered as standard unit of memory measurement. Notes by M. Hamza zahid Page | 21 5) COMMUNICATION HARDWARE: A computer can work fine without a communication device. However, for a computer to link with other computers, they need a communication device. It is a piece of hardware capable to connect, and share the information by transmitting an analog or digital signals over the telephone lines, other communication wire, or wirelessly across the globe are known as communication hardware. Examples: Modem, Bluetooth, Routers, Network Card, LAN, MAN, WAN i. Modem: It is an electronic device that converts one kind of signal into another kind of signal. It enables a computer to transfer signals via a physical telephone connection. Modem is short for Modulator- Demodulator. Nowadays, there are many types of modems like cable modems, cellular modems, DSL modems. It can convert digital signals into analog and make them transferable from one system to another system through many layers of protocol, this process is known as modulation. The other receiver computer’s modem will receive these analog signals and convert them into digital signals in order to make them understandable for machine. This process is known as demodulation. Today's modems offer a variety of telecommunications services, such as e-mail, personal computers, faxes, downloading items from the internet, and more. ii. Bluetooth Device: In simple terms, Bluetooth is a technology that provides a data transmission facility between devices that are close to one another. Bluetooth waves don't travel too far and are continuously changing frequencies, but radio waves remain steady at a consistent band and cover huge distances. Bluetooth can join different types of devices because its basic task is to establish a wireless connection between two devices. iii. Router: These are communication devices used to connect two different networks. A router sorts incoming data and distributes it to the correct destination. iv. Network Card: An electronic circuit called a network interface card (sometimes called a network card, network adapter, LAN adapter. or network interface controller) is an electronic hardware part without which a computer cannot be connected over a network. It provides a link of the computer to a computer network. v. LAN (Local Area Network): A local area network is a computer network that interconnects computers within a limited geographical area such as a residence, school, laboratory, university campus or office Notes by M. Hamza zahid Page | 22 building. It’s a short range area network, consist of thousands of modems, work station, routers, servers, etc. It controls communications of many modems or group of buildings. vi. MAN (Metropolitan Area Network): A metropolitan area network (MAN) is a computer network that connects computers within a metropolitan area, which could be a single large city, multiple cities and towns, or any given large area with multiple buildings. A MAN is larger than a local area network (LAN) but smaller than a wide area network (WAN). This network controls more than 2 LAN’s which are responsible for communication of sizeable, geographical area. vii. WAN (Wide Area Network): In its simplest form, a wide-area network (WAN) is a collection of local- area networks (LANs) or other networks that communicate with one another. A WAN is essentially a network of networks, with the Internet the world's largest WAN. Today, there are several types of WANs, built for a variety of use cases that touch virtually every aspect of modern life. It is responsible for communication of various countries globally. 2.2 SOFTWARE The software can be best defined as a set of instructions, technically referred to as programs. Hence, program is a Sequential set of commands, instructions or syntaxes written to solve a particular problem that perform operations and specific tasks based on the directions of the user. OR The program stored in the memory of the digital computers for the execution by the processor is known as software. The Early Days of Software: Computer Scientist Tom Kilburn is responsible for writing the world’s very first piece of software, which was run at 11 a.m. on June 21, 1948, at the University of Manchester in England. Kilburn and his colleague Freddie Williams had built one of the earliest computers, the Manchester Small-Scale Experimental Machine (also known as the “Baby”). There are two main categories of software: System Software, Application Software 1. SYSTEM SOFTWARE: The system software is a collection of programs designed to operate, control, and extend the processing capabilities of the computer itself. System software is generally prepared by the computer manufacturers. These software products comprise of programs written in low-level languages, which interact with the internal mechanism of hardware machine at basic level. It Notes by M. Hamza zahid Page | 23 can enhance the capabilities of hardware devices but can’t increase the speed of the processor. It essentially acts as a mediator between the computer and the user to facilitate operations. Examples: Operating System, Device Drivers, Compilers, Interpreter, Assemblers, Programming Language Translators etc.  Operating System: These are the set of programs which provide a platform to run the high level software. An operating system, or "OS," is software that communicates with the hardware and allows other programs to run. It is comprised of system software, or the fundamental files your computer needs to boot up and function. Every desktop computer, tablet, and smartphone includes an operating system that provides basic functionality for the device. Common desktop operating systems include MS Windows, Apple Mac OS, and Linux. While each OS is different, most provide a graphical user interface, or GUI, that includes a desktop and the ability to manage files and folders. They also allow you to install and run programs written for the operating system. It can be considered as the crucial medium of interaction between user and the system. Computer can’t do any task without these sets of programs. Examples: MS DOS, Microsoft Windows, Apple Mac OS, Linux, Ubuntu 2. APPLICATION SOFTWARE: Application software is a kind of software programs which perform specific personal, educational, or business tasks and meets the specific user’s needs. Application software is also called applications, programs, or apps. Its definition is in reference to the idea of having a task-specific program that fulfills the requirements of a user. The general purpose of application software is to link the system software to the end-user. Examples:  MS Office, (PowerPoint, Word, Excel, and Outlook).  Internet browsers like Google Chrome, Safari, Firefox, etc.  Graphics and designing software such as Canva, Adobe Photoshop, CorelDraw, and AutoCAD.  Real-time online communication tools like Skype, Google Meet, Zoom, and WhatsApp.  Multimedia and music streaming software such as MX Player, VLC Media Player, Spotify.  Project management software like Teams, Asana, Zoho, Slack, Forecast Notes by M. Hamza zahid Page | 24 Chapter # 3 INTRODUCTION OF OPERATING SYSTEM An operating system acts as an intermediary between the user of a computer and computer hardware. The purpose of an operating system is to provide an environment in which a user can execute programs conveniently and efficiently. Every computer must have an operating system to run other programs. The operating system coordinates the use of the hardware among the various system programs and application programs for various users. It simply provides an environment within which other programs can do useful work. The operating system is a set of special programs that run on a computer system that allows it to work properly. It performs basic tasks such as recognizing input from the keyboard, keeping track of files and directories on the disk, sending output to the display screen, and controlling peripheral devices. 3.1 ADVANTAGES OF OPERATING SYSTEMS Let us now discuss some of the important characteristic features of operating systems:  Device Management: The operating system keeps track of all the devices. So, it is also calledthe Input/output controller that decides which process gets the device, when, and for how much time.  File Management: It allocates and de-allocates the resources and also decides who gets the resource.  Job Accounting: It keeps track of time and resources used by various jobs or users.  Error-detecting Aids: These contain methods that include the production of dumps, traces, error messages, and other debugging and error-detecting methods.  Memory Management: It keeps track of the primary memory, like what part of it is in use by whom, or what part is not in use, etc. and It also allocates the memory when a process or program requests it.  Security: It prevents unauthorized access to programs and data using passwords or some kind of protection technique.   Convenience: An OS makes a computer more convenient to use.  Efficiency: An OS allows the computer system resources to be used efficiently.  Throughput: An OS should be constructed so that It can give maximum throughput (Number of tasks per unit time). Notes by M. Hamza zahid Page | 25 3.2 MS WINDOWS OPERATING SYSTEM Windows is a graphical operating system whose development was done by Microsoft. Windows operating system offers users distinctive features such as:  Users can view or store their files.  Users are allowed to run the software.  Users can play games as well as watch videos.  Windows Operating System can be connected to the Internet. The major motive of launching the Windows Operating System was to provide home computing along with professional uses. 3.3 HISTORICAL BACKGROUND OF THE WINDOWS OPERATING SYSTEM Microsoft has been releasing different versions of Windows operating systems since 1985. The first version of the Windows operating system was introduced by the founder of Microsoft named ‘Bill Gates’. Till now, the Windows Operating System has released numerous different updated versions. Let us get to know about them: 1. Windows 1.0 Microsoft introduced the very first version of Windows on 20 November 1985. This version provided an option to produce a graphical user interface in 16-bit. 2. Windows 2.0 The second version, Windows 2.0 was launched on 9 December 1989. It included many new features like the availability of a control panel, a new way of maximizing and minimizing Windows. 3. Windows 3.0 Windows 3.0 was released on 22 May 1990. Windows 3.0 supported multi-tasking as well as provided 256 colors which made the interface more vibrant. 4. Windows 3.1 Windows 3.1 was launched in April 1992. It required only 1MB of ram to run and offered the users to control MS-DOS programs with the help of a mouse. 5. Windows 95Windows 95 was released on 24 August 1995. Windows 95 established a start button and start menu features for the first time. More features were provided by Windows 95 such as a 32-bit environment and taskbar. 6. Windows NT 4.0 Windows NT 4.0 was released on 29 July 1996. Notes by M. Hamza zahid Page | 26 7. Windows 98 Windows 98 was introduced in June 1998. It offered features such as Internet Explorer 4, Windows Address Book, Microsoft Chat as well as NetShow Player. 8. Windows 2000 On 17 February 2000, Windows 2000 was launched. 9. Windows XP Windows XP is known as the best edition of the Windows operating system. It was launched on 25 October 2001. Windows XP provided some great consumer-friendly features such as the replacement of the start button and taskbar with the green start button, blue taskbar, and a Vista wallpaper. 10. Windows Vista Window Vista was introduced in January 2007. It came up with more features like a better look, transparent elements, security as well as search. Windows Vista was the first-ever operating system to be distributed on DVD. 11. Windows 7 Windows 7 was released on 22 October 2009 with faster speed, more stability, and ease to use as compared to the older versions. 12. Windows 8 Windows 8 was introduced by Microsoft on 26 October 2012. Some new features were added in this version like a fast operating system, support for USB 3.0 devices along with Web Store. 13. Windows 8.1 Windows 8.1 was designed on 17 October 2013. 14. Windows 10 Windows 10 was established on 29 July 2015 with some amazing new features like tablet mode. This version was designed for every device like Phones and Windows tablets. 15. Windows 11 Windows 11 is the latest major release of Microsoft's Windows Operating System, released on October 5, 2021. It succeeded Windows 10 and is available for free for any Windows 10 devices that meet the new Windows 11 system requirements. It is a softer, more rounded version of Windows that puts the Start menu front and center. These Windows introduce subtle improvements, such as the removal of Internet Explorer and the new Start button, but these changes are often overlooked. 3.4 DESKTOP OF WINDOWS OPERATING SYSTEM Windows Desktop When referring to an operating system or GUI (graphical user interface), the desktop is a system of organization of icons on a screen. The Microsoft Windows desktop was first introduced with Microsoft Windows 95. Notes by M. Hamza zahid Page | 27 What is a File and a Folder in Computer?  File: A file is the common storage unit in a computer, and all programs and data are "written" into a file and "read" from a file. In other words, we can say that anything created in Computer either it is a program, an audio, video or graphic, it would be saved as a file in computer’s memory. There are many different types of files you can use. For example, Microsoft Word documents, digital photos, digital music, and digital videos are all types of files.  File Extension: Extensions tell your computer which application created or can open the file and which icon to use for the file. For example,.Docx extension tells your computer that Microsoft Word can open the file.  Folder: A named storage area where files are kept collectively. Windows uses folders to help you organize files. You can put many files inside a folder.  Desktop Interface: Upon turning on your computer and logging in, the window that comes up is referred to as the Desktop Window. This is the Windows user interface from which you can launch any program or start any task that you would like to complete. When you first start Windows, you'll see at least one or two icons on your desktop: This PC and The Recycle Bin (more on that later). Your Notes by M. Hamza zahid Page | 28 computer manufacturer might have added other icons to the desktop. A desktop interface usually consists of icons, windows, toolbars, folders, wallpapers (desktop widgets). i. Object: Any file, folder, image, button, bar or program that is located on the desktop can be considered as an object. ii. Icon: The graphical representation of an object is known as its icon. iii. Task Bar: The taskbar sits at the bottom of your desktop screen. It shows you which programs are running and allows you to switch between them. It also contains the Start button, which you can use to access programs, folders, and computer settings. On the side of the screen, Sidebar contains small programs called gadgets. The Taskbar usually consists of distinct parts: 2. Search Box 3. Pinned Apps 4.Task View 5.Notification Area 1. Start Button Notes by M. Hamza zahid Page | 29 i. The Start Button: The Start button appears in the lower-left corner of the screen, and you click it to display the Start menu. The Start menu, as its name suggests, is the starting point of any task that can be completed on the computer. ii. Search Box Section: The “Search box” on the Taskbar will allow you to search within your documents and files or on the Web for anything you write. iii. Pinned Apps: The Windows 10 taskbar comes with several pinned apps, which means those icons remain on the taskbar even when the apps are closed. iv. Task View: Click this taskbar icon to display thumbnails of your running apps. v. Notification Area: This part of the taskbar displays various system icons for features such as networking, sound, and power, as well as the notification issued by Windows. 3.5 WHAT ARE THE FEATURES OF THE WINDOWS 10 OPERATING SYSTEM? The various features of the Windows operating system include-  Start Menu: As the name suggests, this is the part where the user starts his actions, after turning on the computer. The start menu contains a list of all the applications, pinned applications, and recently used applications. We can search various files and applications using the search bar. There is also an option of switching the user and turning off/restart/sleep mode options. So start basically is a place where user can begin their work by choosing the desired place to start their task.  File Explorer: In real life, we keep all our documents in one place and segregate them according to their use and need. In Windows, the same work is done by the file explorer. It saves all our files in one place, according to the location that we provide. All the locations are displayed here along with the removable disks and pen drives that we insert.  Control Panel: As the name suggests, it controls and organizes the resources and apps on our computer. There are a lot of functions that can be performed according to the user's needs. Right from system administration to setting the time, everything can be done here.  Cortana: In Windows, we have been provided with a voice assistant who helps us with things that we are unable to do and are stuck at. It is an important feature of the Windows operating system which is an AI-operated voice assistant that acts according to our commands and helps us to perform actions like opening a document, playing music, etc. Its concept resembles that of Google Assistant, Siri, etc. Notes by M. Hamza zahid Page | 30  Browser (Edge): The default browser of Windows is Microsoft Edge. We can search for information and surf the internet using the browser. Windows comes with a pre-installed browser. Earlier the default browser was Internet Explorer but later it was changed to Edge.  MS Paint: This is a feature from the 1st version of Windows itself. As the name suggests, it is used to paint, i.e., create drawings, paintings, colorings, etc. A blank canvas along with various inks, pens, and shapes. Now an improvised version of MS Paint that is known as Paint-3D comes with more and improved features.  Task Manager: The task manager is used to manage all the currently running tasks. We can force- stop tasks that are currently running and also get information that which tasks are running in the background.  Task bar: The taskbar is one of the features of the Windows operating system. The element of the graphical user interface shows the tasks or applications that are open right now. It also contains pinned applications which are done by the user, date, and time. We can customize the taskbar. The taskbar varies according to the operating system but it is usually a small strip located at the bottom of the screen.  Recycle Bin: A Recycle Bin or Trash Can is a repository where files are temporarily stored after they are deleted. On machines running a version of Windows, this container for deleted items is called a Recycle Bin, whereas Macintosh OS uses a Trash Can. 3.6 CHARACTERISTICS OF WINDOWS OPERATING SYSTEM The Windows operating system was developed by Microsoft Corporation, an American Multinational technology company founded by Bill Gates and Paul Allen. Windows operating system is one of the most popular computer operating systems in the world. The primary reason behind its global popularity is its very user-friendly interface. Finally, the latest version of windows operating system, i.e. Windows 11 has been in Market, in which Microsoft has tried to give a little touch of mobile operating system Android. The important advantages of Windows Operating System are described below.  User Friendly Interface and Easy to Use: The user interface created by the Windows operating system on the computer screen is quite user friendly when compared to other operating systems such as Linux and MAC. Also, all versions of the windows operating system such as windows 7, windows 8, windows 10, and windows 11 have several things common that make users easy to switch from one version to another. Windows operating systems are Graphical User Interface (GUI) based operating Notes by M. Hamza zahid Page | 31 systems, hence anyone with basic knowledge of computer system can use the computer without facing any difficulty.  Compatible to All Hardware: As Windows operating system is the most extensively used computer operating system. It is used by over 95% of users globally. Thus, all the computer hardware manufacturers produce drivers for windows operating system.  Support Plug and Play Feature: In Windows operating system most hardware drivers are preinstalled which makes it to offer plug and play feature. Therefore, a computer system with windows operating system can detect the plug hardware device automatically to play and hence we do not need to install driver of the device manually.  Provide Software Development Support: For software developers, windows operating system environment is most convenient. This is because Linux users cannot create applications to run on windows operating system. Thus, it is a better choice to use windows operating system to develop applications. For this reason, programmers and software engineers use windows operating system to develop games, utilities, and other applications.  Have Both Desktop and Touch Screen Support: The interface of Windows 10 and Windows 11 operating systems are made to support both desktop devices and touch screen devices. Notes by M. Hamza zahid Page | 32 Chapter # 4 INTRODUCTION TO MS. OFFICE 4.1 DEFINITION It is an application software package by Microsoft Company. It was first declared by Bill Gates on 1/08/1988, in Las Vegas. MS Office was initially developed to automate the physical office work with a collection of purpose-built applications. The most widely used, and the original version, is the desktop version, available for PCs running the Mac OS, Linux, and Windows Operating Systems. Each of the applications in MS Office provides a specific knowledge of office domain. It includes the following applications:  MS. WORD (used for Documentation)  MS. EXCEL (used for Calculations & Spreadsheets)  MS. POWERPOINT (used for Presentations & Slide shows)  MS. ACCESS (used for Data Base Management Systems)  MS. OUTLOOK (used for Emailing & Communication)  MS. PUBLISHER (used for Developing & Publishing Marketing Materials)  MS. ONE NOTE (used for Keeping all of your Notes, Research, Plans, and Information) 4.2 MS OFFICE 2016 MS Office 2016 Presents basic principles and skills needed to be successful using four popular Microsoft Office components: Word, Excel, PowerPoint, and Access. Office 2016 develops Improved security solutions with Data Loss Prevention, Multifactor Authentication and more secure content sharing in Enterprise Data Protection outside the corporate network. Notes by M. Hamza zahid Page | 33 Chapter # 5 INTRODUCTION TO MICROSOFT WORD 2016 5.1 DEFINITION: Microsoft Word is one of the many applications that are grouped under the “Microsoft Office” umbrella. It is a word processor Desktop Publishing Software developed by Microsoft in 1983. It is used to create a variety of professional quality Documents, Letters, Reports, CVs/, Résumés, Novels, Thesis, Projects, Assignments & Business Proposals etc. It also allows you to edit or modify your new or existing document. The file Extension for MS Word 2010 and onwards versions has.Docx Extension. The latest version of MS Word is 2019. In this Chapter we will learn its Interface and Features in Details. How To Open Ms Word? Step 1: Type Ms Word in the search bar. Step 2: Select Ms Word application. Step 3: Select a blank document. Step 4: Then you will get a window where you can write your content. Notes by M. Hamza zahid Page | 34 1. Quick Access Tool Bar 2.Title Bar 3.Windows Buttons 5. Ribbon Tabs 4.Ribbon 6. Groups 8. Horizontal Ruler 9. Gutter Margin 7.Dialogue box launcher 10. Vertical Ruler 11.Scroll Bar 12.Page/Document 13.Status Bar 14.View Toolbar 15.Zooming Bar 5.2 SCREEN ELEMENTS & FEATURES OF MS WORD 2016: Now let us discuss the Interface and Features of the MS Word. Using these features, you can perform different types of operations on your documents, like you can create, edit, format, delete, style, modify, or view the content of your document. Notes by M. Hamza zahid Page | 35 1. Quick Access Toolbar: The Quick Access Toolbar is located all the way to the top left of the window’s screen. It contains frequently used commands while typing documents. By default, the Quick Access Toolbar displays the Save, Undo, and Repeat buttons. To customize this toolbar, click on the dropdown arrow and select the commands you want to add. 2. Title Bar: A horizontal bar at the top of an active document. This bar displays the name/ Title of the document and application. 3. Window Buttons: At the right end of the Title Bar is the Minimize, Maximize and Close buttons. 4. Ribbon: It is located towards the top of the window underneath the title bar that makes almost all the capabilities of Word available in a single area. The ribbon has a number of Tabs, each of which contains Commands, which are organized into Groups. Ribbon Tabs Groups 5. Tabs: An area on the Ribbon that contains commands those are organized in groups. The default tabs are Home, Insert, Design, Layout, References, Mailings, Review, View. By default, Word will open with the Home tab active on the ribbon. Note how the Active tab has a white background and blue letters, and the Inactive tabs have the opposite. 6. Groups: A group of commands on a tab that are exposed and easily accessible. Every Tab has its significant Groups. 7. Dialog Box Launcher: This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button opens a dialog box or task pane that provides more options about the group. 8. Horizontal Ruler: The Ruler is located below the Ribbon around the edge of the document. It helps you to set indents/margins of the text, tables and graphics of your document to left or right. It uses Notes by M. Hamza zahid Page | 36 inches or centimeters as the measurement units for setting customized margins on documents for Binding Purpose. 9. Gutter Margin/Hanging Indent: Set this indent point if you want to increase or decrease the indents of lines of a paragraph to begin differently from the first line. It can be move towards the left or the right. 10. Vertical Ruler: It runs vertical, left to the page. It helps you to set Positioning of the text, tables and graphics of your document from up and down similar to horizontal Ruler. 11. Scroll Bar: It is a bar located at the right side of the window vertically. It can be used to move the contents of windows up and Down. 12. Page: Page is a working area in MS Word. When starting a new document, you'll only have one page. As more text is typed into pages, it becomes more than one page which will be referred as Document. 13. Status Bar: A horizontal bar at the bottom of an active window that gives details about the document’s page numbers, word count and selected language etc. 14. View Toolbar: A toolbar that enables, adjusts, and displays shortcuts to the different views of a document. It consists of three buttons. Read Mode, Print Layout, Web Layout. 15. Zooming Bar: It adjusts the Magnification level of the contents in the document window. It can zoom in or zoom out the %age of view. 5.3 RIBBON TABS AND THEIR GROUPS IN DETAILS: 1. FILE TAB: The File tab is a colored tab, for example, a blue tab in Word, located in the upper-left corner of Ribbon. The Microsoft Office Backstage view in the form of Dropdown list may appear when you click the File Tab. Here you see many of the basic commands related to file functions, whether you need to Create new files, Open existing files, Save, Save as, Print, Share, Export or Close, you can do it in Backstage. i. Create New Files: (Ctrl+N) To create a new file, you can click the New button to view the list of available templates or browse other templates to get started. ii. Open an Existing File: (Ctrl+O) Click the “Open” button to see a list of recently edited/created files. If the file you want is not listed, the location of the file is also displayed, and you can browse for the file. Notes by M. Hamza zahid Page | 37 iii. Save: (Ctrl+S) In order to keep a document, you have created in Word, you need to save it. If you have already saved the file, such that it has a name and a location, the Save feature will keep any changes that made since the document was opened. iv. Save as (New Copy): (F12) Save as lets you quickly create a copy of the current file. If you want to save your file with a different name and/or location, click on the File tab, choose Save As. v. Print or Print Preview: (Ctrl+P) Whether you actually want to send this file to a printer, or just use Print Preview to see how it would look after giving Print command. vi. Share with Others: If you want to collaborate on a file, the Share command can help. Click Share, enter the email address of the person you want to share the file with, then click Send. vii. Export: This is useful when you need to send the document (PDF Format) to people who are using different software. Any changes you make to the exported document don't affect the original. viii. Accounts: Add or remove accounts for cloud services such as OneDrive or SharePoint to easily save or open files from these services. 2. HOME TAB AND ITS GROUPS: The Home Tab is grouped into five distinct areas: Clipboard, Font, Paragraph, Styles and Editing. i. Clipboard Group: The commands of Clipboard Are Cut, Copy, Paste and Format Painter feature.  Paste: (Ctrl + V) It can Paste the copied or cut content to desired location.  Cut: (Ctrl + X) It deletes content from the current location and puts it in the Clipboard.  Copy: (Ctrl + C) It copies the current selection to the clipboard.  Format Painter (Ctrl + Shift + C): Copies the formatting from one place in a document and lets you apply it somewhere else. This works across multiple documents. ii. Font Group: This group provides access to all the Character Formatting commands. Notes by M. Hamza zahid Page | 38  Font Style: (Ctrl + Shift + F). Provides a list of all the available fonts (based on your current printer selection). By Default, Font Style is Calibri but we can change according to our document.  Font Size: (Ctrl + Shift + P). Let’s you adjust the character size (based on your current printer selection). By Default, it is 11, but can be increase or decrease.  Increase Font Size: (Ctrl + Shift + >). Increases the font size of the current selection to the next larger size in the Font Size box.  Decrease Font Size: (Ctrl + Shift + Table Tools Design.  Table: This lets you quickly drag out the table size. The maximum size you can drag is (10 by 8). The Draw Table lets you create a table by inserting horizontal and vertical lines using the mouse. iii. Illustrations Group: The action of illustrating something such as Pictures, Shapes, Smart Art, Charts and Screenshots helps make something clear or attractive.  Pictures: This command allows you to insert Pictures from the device to your document. When a Picture is selected you will see additional contextual tabs Picture Tools > Format.  Online Pictures: This command lets you to insert Pictures from internet, only when you are online.  Shapes: This command contains various Shapes, Lines, Rectangles, Basic Shapes, Block Arrows, Flowchart, Callouts and Stars and Banners. Notes by M. Hamza zahid Page | 41  SmartArt: It displays the "Choose a SmartArt Graphic" dialog box which lets you choose from the following different types of SmartArt: list, process, cycle, hierarchy, relationship, matrix and pyramid.  Chart: It displays the "Insert Chart" dialog box. Chart data will be opened up in an Excel spreadsheet. Screenshot: This command allows you to access Screenshots and Screen Clipping. iv. Add-Ins Group: When you enable an add-in, it adds custom commands and new features to MS Word 2016 program that help increase your productivity. v. Media Group: The Media group contains one function, that is Online Video.  Online Video: Find and insert online videos to your document from a variety of online websites such as YouTube, and Vimeo. vi. Links Group: This group can be helpful by adding hyperlinks, bookmarks or cross reference to text can provide access to websites and email addresses directly from your document. There are a few ways to insert a link into your document.  Hyperlink: (Ctrl + K). It can quickly create links from one document to another, one section to another, one page to another, document content to websites, etc. The Insert Hyperlink dialog box will appear. Using the options on the left side, you can choose to link to a file, webpage, email address, document, or a place in the current document.  Bookmark: Bookmark in MS Word is a specific word, section, or location in your Word document that you want to name and identify for future reference.  Cross-Reference: This lets you cross reference other parts of your document. Typically used for figure numbers and section headings. vii. Comments Group: The comment feature is useful for making Explanatory Notes of something that requires attention, needs fixing, or provides additional information to others reading a document.  Comment: On the Insert tab, click the Comment or New Comment option in the Comments group. Notes by M. Hamza zahid Page | 42 viii. Header and Footer Group: It contains three commands, Header, Footer and Page numbers. Headers and footers generally contain document information, such as the file name, author, date, page numbering or copyright facts. This information is repeated on each page.  Headers: These are located in the margin area at the top of every page of the document.  Footers: These are located in the margin area at the bottom of every page of the document.  Page Numbers: You can insert automatic page numbering into your document. ix. Text Group: The text group options allow for the insertion of a variety of text options.  Text Box: It allows the user to insert a textbox in a specific space in Microsoft Word. Text boxes can be useful for drawing attention to particular text.  Quick Parts: Quick Parts is a feature added into Microsoft Word that allows you to access AutoText, Document Property, Field, Building Blocks Organizer and Save Selection to Quick Part Gallery.  Word Art: The drop-down gives you a choice of Word Art styles to insert.  Drop Cap: A drop cap is a large capital letter that presents at the beginning of a text block or a paragraph and has the depth of two or more lines of regular text. Generally, the size of the drop cap is two or more lines, but you can also customize the size and spacing according to your needs.  Signature Line: This command can be used to insert a signature line with an X by it to show where to sign a document.  Date & Time: You can quickly insert the current date or time into a Microsoft Word document.  Object: You can insert a variety of objects (such as PDF files, Excel charts or worksheets, or PowerPoint presentations) into a Word document. x. Symbols Group: Microsoft Word has a special features called symbols in which user can insert many different types of symbols or equation in your Word documents.  Equation: Equation Editor can be used to insert common mathematical expressions in the document.  Symbol: MS Word has a variety of symbols, special characters, fractions, languages, etc. We can insert the symbols and special characters with the help of the Symbol dialog box. Notes by M. Hamza zahid Page | 43 4. DESIGN TAB AND ITS GROUPS: The Design tab provides a range of tools to create and format documents. It has Document Formatting & Page Background groups. i. Document formatting Group: The Design tab in Word provides a range of options to format documents. You can choose from a range of predefined styles that allow you to apply consistent formatting to headings, body text, lists, and tables. You can also apply page borders, watermarks, and other formatting options that give your document a professional look.  Themes: This command contains Built-in Themes on Microsoft Office Online, Browse for Themes and Save Current Theme. The built-in themes are: Office, Apex, Aspect, Civic and man more. The default theme is "Office". It changes the overall design of the entire document colors, fonts and effects.  Style Set: It Changes the look of your document by choosing a new style set. Style sets change the font and paragraph properties of your entire document.  Colors: It displays a list of all the available colors and lets you change the color component of the active theme.  Fonts: It Displays a list of all the available fonts and lets you change the font component of the active theme.  Paragraph Spacing: It quickly change the line and paragraph spacing in your document. The drop- down contains the commands: No Paragraph Space, Compact, Tight, Open, Relaxed, Double, Custom Paragraph Spacing.  Effects: It displays a list of all the available effects and lets you change the effect component of the active theme.  Set As Default: It use the current look for all new documents. Notes by M. Hamza zahid Page | 44 ii. Page Background Group: The Page Background group allow the user to create a document Watermark, Page Color & Page Borders.  Watermark: Watermark is used to insert ghosted text behind the text in the middle of the document. This is a very beneficial option that indicates that the document is confidential, urgent and needs to be treated carefully. Watermarks are used in text documents, images, PDF files. Also, you find watermarks in legal documents, letterheads, and bank passbooks or in checks. I can be a logo, company name, signature, or other pattern that's primarily used to provide proof of ownership for an image, document, etc.  Page Color: This option is used in Microsoft Word to set the color background of the page. Microsoft word document default color is white with the black text color. You can also use the fill effects option in which you can set gradient colors, textures, patterns and picture background to your page. Setting page color will not print a document in colors it’s just for visual appealing.  Page Borders: This feature is very beneficial to add the border styles with colors and art around the page. Also, it is used to add text color background by using shading options that will come in printout too. 5. LAYOUT TAB AND ITS GROUPS: The Page Layout tab has three groups, Page Setup, Paragraph and Arrange. This tab allows you to control the look of your document, i.e., indentation, documentation orientation, etc. i. Page Setup Group: Page setup is the most important option and the users start after creating a new document. It is always recommended that before writing, creating, designing or doing anything in MS Word you should first do the page setup for finest printing outcomes. In this group you can change the Page size, Margins, Orientation, Columns etc.  Margins: This option is used to set blank spaces from edges towards inside from outside. Margins are page edges that are outside the main content of the document. There are various pre-defined Notes by M. Hamza zahid Page | 45 margins such as narrow in which margins are 0.5 from the top, bottom, left and right. But normal/by default margin is 1” from all four sides.  Orientation: It is used to set layout/Dimension of the Page from Vertical to Horizontal or Horizontal to Vertical. MS Word offers two Orientation options: Portrait & Landscape. When the page is vertical it is portrait orientation, (large in length and smaller in width) which is usually in most documents is used, and when the page is horizontal, then it is a landscape, (small in length and larger in width) that is more common with brochures and other similar documents.  Page Size: Page size refers to the area of your publication. Paper, or sheet, size is the size of the paper used for printing. Normally, the default format would be “letter” which is the standard size for a page (8.5 x 11 inches). This size is easy to work with and print since it fits into any printer or copier. But there are various page sizes available in MS Word to meet the user’s need like A3, Tabloid, Legal, A4 etc.  Columns: This option in Page Setup is used to split the text into two or more columns. Generally, this option is a classical text formatting style that is very beneficial in news printing, newsletter, and novels. By this option user can give the look of newspaper to their normal document.  Breaks: Sections breaks are used to divide and format documents of all sizes. For example, you can break down sections into chapters. There are four types of Section Breaks in Microsoft Word: Next Page, Continuous, Even Page and Odd Page.  Line Numbers: Word can automatically count the lines in a document and display the appropriate number beside each line of text. This is useful when you need to refer to specific lines in a document, such as a script or a legal contract.  Hyphenation: Use of a hyphen is to break up a word when it reaches the edge of a document or container. For Example: The word "service" can be hyphenated as "ser-vice" because it's continued to the next line. ii. Paragraph Group: This group refers to formatting commands that affect entire paragraphs settings such as Indents and Spacing.  Indents: Paragraph Indenting is a function that allows you to position your lines in paragraphs further from the margins of the document in the formatting area of the document.  Spacing: Paragraph spacing determines the amount of space above or below a paragraph. User can click the up or down arrows to adjust the distance before or after the paragraph. Notes by M. Hamza zahid Page | 46 iii. Arrange Group: In Word, a page may have multiple objects, such as pictures, shapes, and text boxes. You can arrange the objects the way you want by Wrapping, Aligning, Ordering, Rotating, and Grouping them in various ways.  Text Wrapping: When pictures are first inserted, it's difficult to move them. This is because by default, pictures are in line with the text. To arrange them, you'll always need to choose a different text-wrapping setting.  Align: In addition to aligning objects, Word gives you the ability to arrange objects in a specific order. The ordering is important when two or more objects overlap because it will determine which objects are in the front or the back.  Group: Sometimes user want to group multiple objects into one object so they will stay together if they are moved or resized. Often, this is easier than selecting all of the objects every time you want to move them. Shapes, clip art, and text boxes can be grouped together with this command. 6. REFERENCES TAB AND ITS GROUPS: This tab gives you access to all the commands for creating references within your documents. i. Table of Contents Group: It Provides an overview of your document by adding a table of contents. The drop-down contains the commands: Built-in, Insert Table of Contents and Save Selection to Table of Contents Gallery.  Add Text: The drop-down contains the commands: Do Not Show in Table of Contents, Level 1, Level 2 and Level 3.  Update Table: Updates the table of contents so that all the entries refer to the correct page numbers. Notes by M. Hamza zahid Page | 47 ii. Footnotes Group: You can quickly display the "Footnote and Endnote" dialog box by clicking on the dialog box launcher in the bottom right corner of this group.  Insert Footnote: (Alt + Ctrl + F). Inserts a footnote at the current position. They are always insert at the bottom of Page. Footnotes are automatically renumbered as you move text around the document.  Insert Endnote: (Alt + Ctrl + D). Inserts an endnote at the end of the document. End notes are always placed at the end of a document.  Next Footnote: The button moves to the next footnote. The drop-down provides the commands Next Footnote, Previous Footnote, Next Endnote and Previous Endnote.  Show Notes: It shows where footnotes and endnotes are located. iii. Citations & Bibliography Group:  Insert Citation: This command contains Add New Source, Add New Placeholder and Search Libraries.  Manage Sources: It displays a list of all the sources cited in the active document.  Style: Choose the style of citation to use in the document. Bibliography: The drop-down contains the commands: Insert Bibliography and Save Selection to Bibliography Gallery. iv. Captions Group:  Insert Caption: Insert a caption below a picture or graphic to provide a short description.  Insert Table of Figures: Add a list of captioned objects and their page numbers.  Update Table: Updates the table of figures to include all of the entries in the document.  Cross-reference: Displays the "Cross-reference" dialog box allowing you to insert cross-referencing into your document, for example: turn to page 3 or please refer to page 12. Cross references are inserted as hyperlinks. Notes by M. Hamza zahid Page | 48 v. Index Group:  Mark Entry: (Alt + Shift + X). Marks the currently selected text so it will appear in the index of the document.  Insert Index: Add an index listing key words and page numbers they appear on.  Update Index: Updates the index table. vi. Table of Authorities Group:  Mark Citation: (Alt + Shift + I). Adds the currently selected text so it will appear in the table of authority.  Insert Table of Authorities: Inserts a table of authorities for cases, statutes and other authorities in the document.   Update Table: Updates the table of authorities to include all the citations in the document.  7. MAILINGS TAB AND ITS GROUPS: This tab contains everything needed to complete a successful mail merge. i. Create Group:  Envelopes: Lets you create and print envelopes.  Labels: Lets you create and print labels. ii. Start Mail Merge Group:  Start Mail Merge: It Creates a form letter which you intend to email or print multiple times sending each copy to a different recipient. Displays the "New Address List" dialog box.  Select Recipients: Type New List, Use Existing List and Select from Outlook Contacts. Type New List displays the "New Address List" dialog box. Notes by M. Hamza zahid Page | 49  Edit Recipient List: It Displays the "Mail Merge Recipients" dialog box allowing you to change or filter the list of recipients. 8. REVIEW TAB AND ITS GROUPS: i. Proofing Group:

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