402-Information Technology Class-IX-Data Entry.pdf

2 Data Entry and Keyboarding Skills Introduction In order to enhance operational skills in the use of computers, knowledge of efficien...

2 Data Entry and Keyboarding Skills Introduction In order to enhance operational skills in the use of computers, knowledge of efficient and effective keyboarding skills and typing ergonomics has become inevitable today. With consistent, sincere efforts and controlled environment, we can master keyboarding skills and acquire high speed. Keying data into the computer quickly and accurately, thus, becomes easy. There are various methods of typewriting. In this unit, we will study about various types of keys, typing ergonomics and positioning of fingers on the keyboard according to touch method of typewriting and use of typing software for learning keyboarding skills. Keyboarding Skills Keyboard is the most common text-based input device. Computer keyboards are similar to electronic typewriter keyboards with additional keys. A keyboard generally has more than 100 keys. Each key of a keyboard corresponds to a single symbol. Some symbols require pressing and holding several keys simultaneously or in sequence. It allows entering alphabets, digits and Unit 2.indd 15 9/11/2018 5:17:06 PM  Notes symbols into the computer. Simultaneous key press can produce actions or computer commands. The touch method of typewriting is a method of typing without using the sense of sight to find the keys. There is no need to search the key while typing and one has to move only the finger which is needed to strike a key. A touch typist knows the location on the keyboard through muscle memory. Touch typing typically involves placing the eight fingers in a horizontal row along the middle of the keyboard (the home row). Touch typing can be done with two hands or by using a single hand also. A touch typist starts by placing his or her fingers on the “start position” in the middle row and knows which finger to move and how much to move it for reaching any required key. It is important to learn placing fingers into the start position blindly as the hands are frequently raised from the keyboard to operate the line feed lever (in the past) or (more recently) the computer mouse. Typing speed generally improves with practice. The typing speed can be increased gradually and speeds of 60 WPM (words per minute) or higher can be achieved. The rate of speed increase varies between individuals. Many websites and software products (e.g., Rapid Typing Tutor) are available to learn touch typing and many of these are free. There are many such software available which are free of cost and are customised to learn typing efficiently and effectively. Keyboards are also used for computer gaming, either with regular keyboards or by using keyboards with special gaming features. Types of keys Though there are several input devices viz. mouse, touchscreen, character or voice recognition, etc., used for giving input to the computer, yet the use of keyboard is the most common method adopted for input of data into a computer. A computer keyboard contains the following types of keys: Alphanumeric keys: All of the alphabet (A-Z) and numbers (0-9) on the keyboard. 16 Domestic Data Entry Operator – Class IX Unit 2.indd 16 9/11/2018 5:17:06 PM  Punctuation keys: All of the keys associated with Notes punctuation, such as the comma (,), period (.), semicolon (;), brackets ([]), and parenthesis ({ }) and so on. Also, all of the mathematical operators such as the plus sign (+), minus sign (-), and equal sign (=). Alt key: Short for Alternate, this key is like a second control key. Arrow keys: There are four arrow keys to move the cursor (or insertion point) up (↑), down (↓), right (→), or left (←). Arrow keys can be used in conjunction with the Shift or Alt keys: To move the cursor in more than one position at a time. Backspace key: Deletes the character just to the left of the cursor (or insertion point) and moves the cursor to that position. Caps Lock key: It is a toggle key, which when activated, causes all alphabetic characters to be uppercase. Ctrl key: The control key is used in conjunction with other keys to produce control characters. The meaning of each control character depends on which program is running. Delete key: The Del key deletes the character at the current cursor position, or the selected object, but does not move the cursor. For graphics-based applications, the delete key deletes the character to the right of the insertion point. Enter key or Return key: It is used to enter commands or to move the cursor to the beginning of the next line. Esc key: The Escape key is used to send special codes to devices and to exit (or escape) from programs and tasks. Function keys: Special keys labelled F1 to F12. These keys have different meaning depending on which program is running. When a key is pressed, an electrical contact is formed. These electric signals are transmitted to a Data Entry and Keyboarding Skills 17 Unit 2.indd 17 9/11/2018 5:17:06 PM  micro‑controller in a coded form to the computer describing the character which corresponds to that key. Keyboards are used for text-based programs and software. In the modern GUI based operating systems and applications, more sophisticated pointing devices were evolved, such as mouse, joystick, scanner, etc. Numeric keypad Numeric keypad (Figure. 2.1) is used when enormous numeric data is to be entered. This keypad is just like a simple calculator. It is normally located on the right- hand side of computer keyboard. It contains numbers 0 to 9, addition (+), subtraction (–), multiplication (*) and division (/) symbols, a decimal point (.) and Num Lock and Enter keys. Numeric keypad may also work on dual mode. On one mode, it represents numbers and on the other mode, it contains various keys like arrow keys, page up, page down, etc. NumLock is provided to switch between the two modes. Usually, some of the keyboards of laptops do not have a numeric keypad. Fig. 2.1: Numeric keys Home keys Alphabets ASDF are home keys for the left hand and; (semi-colon) LKJ for the right hand. The fingers are trained to make the correct movement to other keys and each finger returns immediately to its respective home key after it has depressed the corresponding key in any other row. Guide keys On a computer keyboard, keys ‘F’ and ‘J’ are called guide keys for left and right hand, respectively. Both contain a small raised tangible mark with the help of which the touch typist can place the fingers correctly on the home keys. Figure 2.2 shows the position of fingers of both Fig. 2.2: Position on Home Row hands on the Home Row. 18 Domestic Data Entry Operator – Class IX Unit 2.indd 18 9/11/2018 5:17:07 PM  Typing and deleting text Notes For typing text in a document you should click on the letters on the keyboard. For deleting text in a document you should use the backspace key or the delete key. The backspace key will remove text from behind (to the left of) your cursor position. For typing numbers in a document you should use the numbers lock or the numbers on the second row of keys on the keyboard. Typing capital letters To type capital letters, switch ON the Caps Lock by pressing the key before typing. A light will shine on the top right side corner of the keyboard that shows Caps lock is on. To switch it off, tap on the Caps lock key before typing. Typing symbols Press and hold the key and then press the key with the required symbol. There are two Shift keys on the keyboard — to the bottom left and right of the letters. The Shift key is used to access the top symbols that are one of the keys with two characters. Typing sentences To get space between typed words, press the space bar once and then type the next word. Creating new lines and spaces between paragraphs The Enter or return key is used to create new lines and spaces between paragraphs. Make sure that the cursor is flashing from a new line. It is also used to authorise instructions asked for the computer to perform. Guide for typing The cursor keys serve as a guide for typing. They can be used to move the position of the cursor. The cursor is the small downward line that flickers in a sentence while typing. Move the position of the cursor by clicking the position with a mouse. Data Entry and Keyboarding Skills 19 Unit 2.indd 19 9/11/2018 5:17:07 PM  Pointing devices Instead of typing, directly some items can be selected from computer screen, for example "print" or "close" button. This can be done using point and draw devices, such as mouse. Not only to select, but drawing of line, curve and shapes is also possible with such devices. Other examples of point and draw devices are joystick, light pea, touch pad or track ball and touch screen. Mouse Mouse is a pointing device used to point a particular place on the screen and select to perform one or more actions (Figure 2.3). It can be used to select menu commands, resize windows, selecting actions from screen icons, etc. A mouse primarily comprises of three parts: the buttons, the handling area, and the rolling object. By default, the mouse is configured to work for the right hand. The left-handed persons can change the settings as per the needs. Left button Left Right Scroll Wheel Right button Fig. 2.3: Mouse buttons Fig. 2.4 (a) How to hold the Fig. 2.4 (b) Position of fingers mouse while holding the mouse Put the right hand on the mouse, the index finger goes on the left button, and the middle finger goes on the right button (Figure 2.4 [a & b]). Hold the mouse with thumb and ring finger. To click, press a mouse button lightly and release it immediately. Mouse pointer The mouse pointer allows to point on the screen. The pointer changes as shown below. This mouse pointer will appear as you move it around the screen (it can also be used to move things). 20 Domestic Data Entry Operator – Class IX Unit 2.indd 20 9/11/2018 5:17:07 PM  Fig. 2.4: Correct and incorrect positioning of fingers on the mouse It will appear as you move it around the screen.   This mouse pointer will also appear as you move it around the screen, particularly if it is over text. (This shape can be seen when you are about to type text.).   While working on a web browser, the pointer change to a pointing finger symbol as moved it over the page. This identifies a hyperlink. Click the left mouse button once to follow the hyperlink to another page. Mouse operations All mouse do not use the same mechanical operation but all of them accomplish the same task. Some of them use a tracking ball at the bottom and some of them use a type of light beam to detect the motion of mouse. Laptops are equipped with a small flat surface or sometimes with a very short stick for performing same job as mouse. The most conventional kind of mouse has two or three buttons on its top. These buttons are used for different actions. Using left button of mouse different operations like selection, dragging, moving and pasting can be done. With the right button we can open a context menu for an item, if it is applicable. Data Entry and Keyboarding Skills 21 Unit 2.indd 21 9/11/2018 5:17:07 PM  Notes The common mouse actions are as follows: (a) Click or left click: It is used to select an item. Press down once on the left button with your index finger. (b) Double click: It is used to start a program or open a file or trigger an action. (c) Right click: It is used to display a set of commands and available options. Move the mouse pointer to the desired position, position your middle finger on the right mouse button, keeping the mouse still, click lightly with the middle finger on the right button. (d) Drag and drop: It allows to select and move an item from one location to another.  Position the mouse on an object, hold down the left side of the mouse, and drag the object. (e) Scroll: Many applications provide scrollbars on right side of screen if the page length is more than the monitor/screen length. Instead of using page down key or arrow keys, one can use scroll key of a mouse to scroll up or down. If the scroll key is not available, one can click on the scroll bar on the application screen with the let button of the mouse. Use the scroll wheel on the mouse to move the page on the screen up or down. (f) Blocking: Blocking is another way of selecting text. It is used to select text that needs to be edited or formatted. Click at the beginning of the word or sentence and hold down the left button, then drag along the text and see it being highlighted in black. At the end of the text or sentence release the left button. Typing ergonomics Typing ergonomics provides the logistic support for efficient and effective typewriting. They are important to attain and maintain accuracy and speed. Some of these factors included are as given as below. Sitting posture While operating the computer keyboard, sit straight, slightly bending your neck forward. Check your comfort 22 Domestic Data Entry Operator – Class IX Unit 2.indd 22 9/11/2018 5:17:07 PM  Fig. 2.5: Sitting posture while working on computer and sitting position of body. Touch the lower portion of your back to the lower portion of the back rest of the chair. Touch both the feet to the floor (Figure 2.5). Position of hands Put your forearms at level with the keyboard and palms down (Figure 2.6). Keep your wrists straight and hang WRONG! Fig. 2.6 Correct screen angle view Fig. 2.7 Wrong way of sitting Data Entry and Keyboarding Skills 23 Unit 2.indd 23 9/11/2018 5:17:07 PM  Notes your elbows naturally. Don’t touch the elbows to the body nor be too far away from the body (Figure 2.7). Bend at about a 90 degree angle. Monitor placement Do not bend your neck while working on the monitor and keep the upper border of screen at eye level. The distance of screen from the user depends on the size of the screen. Keep an approximate distance of about 60–65 cms for 17 inches screen. Mouse and keyboard placement Keep the keyboard and mouse together at an approximate distance of 20 cms, which will help in smooth and effortless operation of keyboard.  Same height of keyboard, mouse and elbows helps the users to work comfortably. Chair and table placement Adjust computer chair and table to an optimal height. The chair of the computer user must be supportive to his/her lower back. Keyboard and vibrating devices, such as printers, should be on separate tables. The computer table should also have sufficient space for your legs. With the correct ergonomics, typewriting becomes a natural phenomenon without causing unnecessary fatigue. Placement of matter to be typed Place the matter for typing to the left or right side of the keyboard preferably on a Copy Holder which has a sloping surface. Positioning of fingers on the keyboard As typing is equivalent to pen or pencil now-a-days, mastery of computer keyboard has become obvious. Mastery typewriting skills means to attain necessary knowledge and skill of keyboard operation by correct positioning of fingers. In the Home Row Approach, also called Horizontal Approach, all the eight fingers of both the hands rest on 24 Domestic Data Entry Operator – Class IX Unit 2.indd 24 9/11/2018 5:17:07 PM  Home Keys during the keyboard operation. The fingers are trained to make the correct movement to the other keys in such a way that each finger returns immediately to its home key after it has depressed the corresponding key in any other row. The thumb of the right hand is used to operate the Space Bar. Allocation of keys to fingers The keyboard learning process starts from Fig. 2.8: Allocation of keys to fingers the second row (Home Row) followed by the Third Row (Upper Row), First Row (Bottom Row) and the Fourth Row (Number Row). The fingers of both the hands have to operate the keys allotted to them on each row (Figure 2.8). It must be remembered that each finger has to operate only the key allotted to it. Allocation of keys to fingers on the second row (home row) Place four fingers of each hand on Home Keys as shown in Figure 2.9. The remaining two keys ‘g’ and ‘h’ on the second row are operated by the forefingers (Index Finger) of left and right hand, respectively. Fig. 2.9: Positioning of fingers on the Home row Let's Practice 1 A. Type the following in double line spacing to get perfection over the Home Row. asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh Instructions: Do not look at the keyboard Each letter should come beneath the other Concentrate your mind on the text Typing should be done quite accurately with constant rhythm Repeat this process until mastery over this exercise Data Entry and Keyboarding Skills 25 Unit 2.indd 25 9/11/2018 5:17:07 PM  Notes Let's Practice 2 B. Type the following in double line spacing to get perfection over the Home Row. asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh asdfg;lkjh fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask fads lall dask sad slak flask Instructions Do not look at the keyboard Each letter should come beneath the other Concentrate your mind on the text Typing should be done quite accurately with constant rhythm Repeat this process until mastery over this exercise Undertake repeated practices of typewriting the character on the Home Row without looking at the keyboard. Allocation of keys to fingers on the third row (upper row) The next step is learning the key-reaches from the Home Row to the row above it. The learning begins with the reaches from ‘a’ to ‘q’ by left hand little finger and from ‘;’ to ‘p’ by right hand little finger. This is followed by the placement of the third fingers (Ring fingers) to the adjoining keys ‘w’ and ‘o’ and so on (Figure 2.10). In the third row, the allotment of fingers is explained below. Fig: 2.10: Allocation of fingers on the third row 26 Domestic Data Entry Operator – Class IX Unit 2.indd 26 9/11/2018 5:17:07 PM  While typing on the upper row, keep fingers on home Notes row. Lift fingers of left hand and strike upper row key one by one and type q w e r t (r and t are typed by the same finger) Now, again lift the fingers of right hand and strike upper row keys one after another and type p o i u y (u and y are typed by the same finger) You should ensure that one finger should move at a time, while other fingers should remain on the home row. Allocation of keys to fingers on the first row (bottom row) After learning how to operate keys on Home Row and Third Row, the next step is to learn how to operate keys on the First Row. Keys Z, X, C, V, B, N, M, Comma, Full Stop and ‘/’ sign are located on this row. Let's Practice 3 A. Type the following words and sentences in double line spacing to practice the Upper Row of the keyboard. qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy qwert poiuy post quite type quaypoleripehope wait role what show flow goal wool post quite type quay pole ripe hope wait role what show flow goal wool self help is the order of the day. Self helpis the order of the day the writer was happy, the writer was happy. In the earlier two rows, all the eight fingers of both the hands were used to operate the keys. But while typewriting on the First Row, little finger of left hand is not used, i.e., no key is assigned to it. So, from the Home Row, turn downwards the Ring Finger of left hand and strike key ‘z’. Similarly, type keys ‘x’ and ‘c’ with middle and forefinger, respectively. Type full stop, comma, m, n with little, Ring, Middle and forefinger of right hand, respectively, which will appear as given below. zxc.,mn Alphabets ‘v’ and ‘b’ are to be typed with forefinger of left and right hand, respectively. Data Entry and Keyboarding Skills 27 Unit 2.indd 27 9/11/2018 5:17:07 PM  Allocation of keys on bottom row is depicted below: LF RF MF IF IF – Z X C V IF IF MF RF LF B N M ,(Comma).(Fullstop) Let's Practice 4 A. Type the following words in double line spacing to practice the Bottom Row of the keyboard. gameroxytimetaximindcampjumplazy,size;zeal,haze,zone;zinc. Gameroxytimetaximindcampjumplazy,size;zeal,haze,zone;zinc. on,no,man,can,child,chalk,number,member,remember,general on,no,man,can,child,chalk,number,member,remember,general Allocation of keys to fingers on the Fourth Row (Number Row) In this row, type 1, 2, 3 with little, ring and middle 9fingers of the left hand, respectively, and 4 and 5 with the index finger (forefinger). Similarly type 0, 9, 8 with little, ring and middle fingers of right hand, respectively, 7 and 6 with index finger (forefingers). Fig. 2.11 Numeric Keypad on keyboard LF RF MF IF IF 1 2 3 4 5 IF IF MF RF LF 6 7 8 9 0 Using numeric keypad Efficient and effective use of numeric keypad is important in numeric data entry. The numeric keypad has four columns and five rows. The row which has 4, 5, 6 and + is called Home Row. This is the row which is initially practiced by a touch typist. The allocation of keys on this row is as shown in Figure 2.12. Fig. 2.12: Positioning of On a numeric keypad, the number 5 is the guide fingers on the number row key. It has a small raised tangible mark which serves as a guide for the touch typist in the placement of fingers on other keys. 28 Domestic Data Entry Operator – Class IX Unit 2.indd 28 9/11/2018 5:17:08 PM  Allocation of rest of the keys on numeric keypad Notes ‘0’ is to be pressed by the right-hand thumb. One can also make use of calculator keyboard for numeric keypad practice. Successful keyboarding tips The following points may be kept in mind for successful keyboarding techniques. Press the keys with feather touch and do not put undue pressure. Rest your fingers on Home row while typing. Allow your fingers to fall naturally on the keys so that each rests on top of the next key along the same horizontal row. While typing, release the key immediately as soon as you press it. Holding the key for long time, will repeatedly type the same character. Do not look at the keyboard while practicing. Press the keys with equal intervals of time in rhythm. Press the keys only with the fingers allotted for them. While pressing a key, say slowly pronounce the character on the key. Do not take any mental stress while typing. Secure typing ergonomics. Maintain patience if committed mistake at initial stage. Maintain a balance between speed and accuracy, as both are equally important. Do not sacrifice accuracy for speed. To gain mastery of computer keyboard, undertake repeated practice of typewriting words, sentences, passages and figures without looking at the keyboard. Check your typing ergonomics Do you sit in the correct posture while working on computers? Yes/No Is your desk and chair ergonomic, and if not, have you adjusted them? Yes/No Data Entry and Keyboarding Skills 29 Unit 2.indd 29 9/11/2018 5:17:08 PM