AES 5th Semester.pdf

lOMoARcPSD|20247764 Lecture Notes Course No STCA 301 Introdu bsc computer science (University of Eldoret) Scan to open on Studocu Studocu is not sponsored or endorsed by any college or university Downl...

lOMoARcPSD|20247764 Lecture Notes Course No STCA 301 Introdu bsc computer science (University of Eldoret) Scan to open on Studocu Studocu is not sponsored or endorsed by any college or university Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 ACHARYA N.G.RANGA AGRICULTURAL UNIVERSITY LECTURE NOTES Course No : STCA-301 Introduction to Computer Applications Prepared by P. Sumathi M.Sc, M.Phil Assistant professor Department of Statistics & Mathematics S. V. Agricultural College Tirupati Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 LECTURE OUTLINE Course No. STCA-301 Credits: 2 (1+1) Course Title: Introduction to Computer Applications THEORY S. No. Topic/Lesson 1 Introduction to Computers, Definition, Advantages & Limitations 2 Anatomy of Computers 3 Components of Computers and its functions - Overview of Input devices of Computer 3 Overview of Output devices of Computer, Memory, Processors, Hardware, Software & Speed 4 Types of Software 3 Operating System, Translators & Programming languages 5 Types of Software 3 Application Programmes, Utility Programmes & General Purpose Programmes, Classification of Computers 6 Operating System 3 Functions of OS 3 Types of OS-DOS and WINDOWS, Booting process 7 Some fundamental DOS commands 3 FORMAT, DIR, COPY, PATH, LABEL, VOL, MD, CD, DEL and TREE 8 WINDOWS:GUI, Desktop and its elements, Anatomy of a window 3 Title Bar, Minimize, Maximize, Restore and Close Buttons, Scroll Bars, Menus and Tool - Starting and shutting down of windows 9 WINDOWS Explorer , working with organization of files and folders, Copy, Move and Print files 3 setting time and date 10 MSWORD: Word processing and units of document, features of word- processing packages 11 MSWORD: Creating, Editing, Formatting and Saving a document in MSWORD 3 Features of File, Edit and Format menus 12 MSEXCEL: Electronic Spreadsheets 3 concept, packages, creating, editing and saving a spreadsheet with MSEXCEL 13 MSEXCEL: Use of in-built Statistical and other functions and writing expressions, Creating Data Analysis option in Tools Menu, Use of Data Analysis Tools 3 Correlation and Regression, t-test for two samples, Creating Graphs 14 MSACCESS: Concept of Database, Units of database 15 MSACCESS: creating database 16 Internet - World Wide Web (WWW), Concepts 1 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 PRACTICALS S.No. Topic 1 Study of Computer Components 3 Booting of Computer and its Shut Down 2 Practice of some fundamental DOS commands 3 TIME, DATE, DIR, MD, CD, RD, DEL, TREE, COPY, VOL and LABEL 3 Practicing WINDOWS Operating System 3 Use of Mouse, Title Bar, Minimum, Maximum and Close Buttons, Scroll Bars, Menus and Tool Bars 4 WINDOWS Explorer 3 Creating Folders, COPY and PASTE functions 5 MSWORD 3 Creating a Document, Editing and Saving 6 MSWORD: Use of options from the Tool Bars 3 Format, Insert and Tools (Spell Check), Alignment of paragraphs and Text 7 MSWORD: Creating a Table, Merging of Cells, Columns and Row Width 8 MSEXCEL: Creating a Spreadsheet, Alignment of Rows, Columns and Cells using Format Tool Bar 9 MSEXCEL: Entering formula expression through the formula tool bar and use of inbuilt functions 3 SUM, AVERAGE and STDEV 10 MSEXCEL: Data Analysis using inbuilt Tool Packs 3 Correlation and Regression 11 MSEXCEL: Data Analysis using inbuilt Tool Packs 3 tests of significance 12 MSEXCEL: Creating and Saving Graphs 13 MSACCESS: Creating Database, structuring with different types of fields MSACCESS: use of Query facility for accessing the information 14 Transforming the data of WORD and EXCEL to other forms 15 MSEXCEL: Data Analysis using inbuilt Tool Packs 3 tests of significance 16 Internet Explorer 3 Using Search Engines 2 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 INTRODUCTION Definition : A Computer is an electronic device that can perform activities that involve Mathematical, Logical and graphical manipulations. Generally, the term is used to describe a collection of devices that function together as a system. It performs the following three operations in sequence. 1. It receives data & instructions from the input device. 2. Processes the data as per instructions. 3. Provides the result (output) in a desired form. Data : It is the collection of raw facts, figures & symbols. Ex : Names of students and their marks in different subjects listed in random order. Information : It is the data that is processed & presented in an organized manner. Ex : When the names of students are arranged in alphabetical order, total and average marks are calculated & presented in a tabular form, it is information. Program : Set of instructions that enables a computer to perform a given task. Advantages of computers : 1. High speed : Computers have the ability to perform routine tasks at a greater speed than human beings. They can perform millions of calculations in seconds. 2. Accuracy : Computers are used to perform tasks in a way that ensures accuracy. 3. Storage : Computers can store large amount of information. Any item of data or any instruction stored in the memory can be retrieved by the computer at lightning speeds. 4. Automation : Computers can be instructed to perform complex tasks automatically ( which increases the productivity). 5. Diligence : Computers can perform the same task repeatedly & with the same accuracy without getting tired. 6. Versatility : Computers are flexible to perform both simple and complex tasks. 7. Cost effectiveness : Computers reduce the amount of paper work and human effort, thereby reducing costs. Limitations of computers : 1. Computers need clear & complete instructions to perform a task accurately. If the instructions are not clear & complete, the computer will not produce the required result. 2. Computers cannot think. 3. Computers cannot learn by experience. Generations of computers : Generation Component used First Generation Vacuum tubes (1946-1954 ) Second Generation Transistors (1955-1965) Third Generation Integrated Circuits (IC) (1968-1975 ) Fourth Generation Very Large Scale Integrated Circuits ( 1976-1980) (VLSI) Fifth Generation Ultra Scale Integrated Circuits (ULSI) (1980 3 till today ) Micro Processor (SILICON CHIP) ****** 3 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 ANATOMY OF COMPUTERS The computer system consists of three units: 1. Input device 2. Central Processing Unit (CPU) 3. Output device Block diagram of a Computer : CENTRAL PROCESSING UNIT Memory unit INPUT DEVICE ALU OUT PUT DEVICE Control Unit The various functions of these units can be summarized as: Unit Function 1.Input device : Reads information from input media and enters to the computer in a coded form 2.CPU (a) Memory unit : Stores program and data (b) Arithmetic Logic unit : Performs arithmetic and logical functions (c) Control Unit : Interprets program instructions and controls the input and output devices 3. Output device : decodes information and presents it to the user Central Processing Unit: It is the part of the computer that carries out the instructions of a computer program. It is the unit that reads and executes program instructions. Hence it is known as the 5brain6 of the computer. The CPU consists of storage or memory unit, Arithmetic Logic Unit (ALU) and control unit. (a). Memory Unit: It is also known as the primary storage or main memory. It stores data, program instructions, internal results and final output temporarily before it is sent to an appropriate output device. It consists of thousands of cells called 5storage locations6. These cells activate with 5off-on6 or binary digits(0,1) mechanism. Thus a character either a letter or numerical digit is stored as a string of (0,1) Binary digits ( BITS). These bits are used to store instructions and data by their combinations. (b) Arithmetic and Logical Unit(ALU): It is the unit where all Arithmetic operations (addition, subtraction etc.) and logical functions such as true or false, male or female are performed. Once data are fed into the main memory from input devices, they are held and transferred as needed to ALU where processing takes place. No process occurs in primary storage. Intermediate generated results in ALU 4 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 are temporarily placed in memory until needed at later time. Data may move from primary memory to ALU and back again to storage many times before the process is finalized. (c).Control Unit : It acts as a central nervous system and ensures that the information is stored correctly and the program instructions are followed in proper sequence as well as the data are selected from the memory as necessary. It also coordinates all the input and output devices of a system. 5 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Input Devices Devices used to provide data and instructions to the computer are called Input devices. Some important input devices are Key board, Mouse, Scanner, MICR, Web camera, Microphone etc. 1. Keyboard: The Key board is used for typing text into the computer. It is also known as standard Input device. A computer keyboard is similar to that of a type writer with additional keys. The most commonly available computer keyboard has 104 keys. There are different types of keys on the keyboard. The keys are categorized as : ÷ Alphanumeric keys , including letters & numbers. ÷ Punctuation keys, such as colon (:), semicolon (;) Question mark (?), Single & double quotes (7,6) ÷ Special keys such as arrow keys, control keys, function keys (F1 to F12), HOME, END etc. 2.. Mouse: It is a device that controls the movement of the cursor on a monitor. A mouse will have 2 buttons on its top. The left button is the most frequently used button. There will be a wheel between the left and right buttons. This wheel enables us to smoothly scroll through screens of information. As we move the mouse, the pointer on the monitor moves in the same direction. Optical mouse is another advanced pointing device that uses a light emitting component instead of the mouse ball. Mouse cannot be used for entering the data. It is only useful to select the options on the screen. 3. Scanner: : It is an input device that can read text or illustrations printed on paper and translate into digital form. The main advantage of these scanners is that the data need not be entered separately resulting in saving lot of time. Scanners are of two types: i) optical scanners ii) MICR i) Optical scanners: a. Optical character Recognition(OCR): In this, characters are read with the help of a light. This is used in office atomization, documentation in library etc. b. Optical mark recognition(OMR): It is a technology where an OMR device senses the presence or absence of a mark such as a pencil mark. OMR is used in tests such as aptitude tests. c. Optical barcode recognition(OBCR): Barcode readers are photoelectric scanners that read the bar codes or vertical zebra striped marks printed on product containers. This is used in super markets, book shops etc. ii. MICR: This is widely used in banks to process the cheques. This allows the computer to recognize characters printed using magnetic ink. 6 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 4. Magnetic Ink Character Recognition(MICR): : It is a character recognition technology used primarily by the banking industry to facilitate the processing of the cheques. MICR characters ( cheque No., Acc.No.etc) are printed in special ink usually containing iron oxide. When a document that contains the ink needs to be read, it passes through a machine which magnetizes the ink and there will be a reader sorter unit which translates the magnetic information into characters. MICR provides a secure, high speed of scanning and processing information. It scans about 2600 cheques/min. Output devices Any device that is capable of representing information on a computer is called an Output device. Output devices receive information from the CPU and present it to the user in the desired form. Some important Output devices are : Monitor, Printer 1.Terminal/Monitor: It is similar to TV screen- either a monochrome (black & white) or colour 3 and it displays the output. It is also referred as Visual Display Unit(VDU). Several types of monitors are in use. Some of them are Colour Graphic Adapter(CGA), Enhanced Graphics Adaptor(EGA) , Video Graphics Adapter (VGA) and Super Video Graphics Adapter (SVGA). The screen sizes differ from system to system. The standard size is 24 lines by 80 characters. Most systems have provision for scrolling which helps in moving the text vertically or horizontally on the screen. 2. Printer: A printer is used to transfer data from a computer onto paper. The paper copy obtained from a printer is often referred as 5printout6. The different printers and their speeds are as follows: S. No. Type Mode of Printing Speed 1 Dot 3 Matrix Prints the character in dotted pattern 200/300 to 700 printer through printer ribbon using either 24 CPS pin or 9 pin 2 Ink Jet printer Work by spraying ionized ink Slow, 90 CPS 3 Laser printer Also called page printer. Uses laser 6 to 12 PPM beam to produce an image. 4 Line printer Prints lines at a time instead of single 300 to 600 LPM characters. 5 Plotter Produces drawings or graphs through pens which are filled with different colours. ( CPS: Characters Per Second; PPM: Pages Per Minutes; LPM : Lines Per Minute) Laser printer ****** 7 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 MEMORY OF THE COMPUTER Memory or storage capacity is one of the important components of a computer. Any storage unit of a computer system is classified on the basis of the following criteria: 1. Access time: This is the time required to locate and retrieve stored data from the storage unit in response to program instructions. 2. Storage capacity: It is the amount of data that can be stored in the storage unit. 3. Cost per bit of storage. Units of memory: The computer stores a character in the storage cells with binary (0,1) mechanism. Thus the basic unit of memory is a bit (binary digit 3 0,1). To store a character, a computer requires 8 bits or 1 byte. This is called the 5 word length6 of the storage unit. Hence the storage capacity of the computer is measured in the number of words it can store and is expressed in terms of bytes. The different units of measurement are 8 Bits = 1 Byte 210 (or) 1024 Bytes = 1 Kilo Byte (KB) 210 (or)1024 KB = 1 Mega Byte (MB) 210 (or)1024 MB = 1 Gega Byte (GB) Conversion : ASCII 3 American Standard Code for Information Interchange. This code has given alphabets like some numbers which can be converted to Binary form. A- 65 &&.Z 3 90 and a 3 97 &&&. z 3 121 By using these codes the alphabets can be converted to digital & hence to Binary form. Types of Memory : A computer memory is of two types 1. Primary Memory ( Internal storage) 2. Secondary Memory ( External storage) Primary Memory : Primary memory is also called internal memory and is an important part of a computer. It is the main area in a computer where the data is stored. The stored data can be recalled instantly and correctly whenever desired. This memory can be quickly accessed by the CPU for reading or storing information. Primary memory is further classified into two types: Random Access Memory (RAM) and Read- Only Memory (ROM ) RAM: RAM is also known as read/write memory as information can be read from and written onto it. RAM is a place in a computer that holds instructions for the computer, its programs and the data. The CPU can directly access the data from RAM almost immediately. However, the storage of data and instructions in RAM is temporary, till the time the computer is running. It disappears from RAM as soon as the power to the computer is switched off. i.e it is volatile memory. 8 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 ROM: It is called Read-only memory as information can only be read from and not written or changed onto ROM. ROM is the 7built-in8 memory of a computer. It stores some basic input 3 output instructions put by the manufacturer to operate the computer. The storage of data and instructions in ROM is permanent. It does not depend on the power supply. i.e it is non-volatile memory. Secondary memory: The primary memory which is faster (and hence expensive) is generally not sufficient for large storage of data. As a result, additional memory, called the 5auxiliary6 or 5secondary memory6 is used. It is also referred as 5backup storage6 as it is used to store large volume of data on a permanent basis which can be transferred to the primary memory whenever required for processing. Data are stored in secondary storage in the same binary codes as in the main (primary memory) storage. Some of the devices of secondary storages are Floppy Disk, Hard Disk, CD-ROM, DVD and Flash drive. 1. Floppy Disk: It is also referred as 5Diskette: and is made of flexible Vinyl material. It has a small hole on one side called 5Right protect notch6, Which protects accidental writing/deleting the information from the disk. There is a hole in the centre through which the spindle of drive unit rotates the disk. The disks are available in two sizes of 5.25 and 3.5 inches and these could be either low- density or high-density floppies. Storage capacity of floppies are measured in kilobytes (KB) and megabytes (MB). The details about the storage capacities of the floppies are presented below: Floppy Disk Storage Capacity Size (Diameter) Low Density 360 KB 5.25 inches High Density 1.2 MB 5.25 inches High Density 1.44 MB 3.5 inches Extended 2.8 MB 3.5 inches 2. Hard Disk: The hard disk can hold more information than the floppy disk and the retrieval of information from hard disk is faster when compared to floppies or tapes. A hard disk is fixed inside the CPU and its capacity ranges from 20 MB onwards. The hard disk is made up of a collection of discs (one below the other) known as platters on which the data is recorded. These platters are coated with magnetic material. It is less sensitive to external environmental disorders and hence the storage in hard disk is safe. A small hard disk might be as much as 25 times larger than a floppy disk. Storage Capacity of hard disks varies from 20 MB to several Gega bytes like 80GB, 160GB. 9 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 3. CD-ROM: CD-ROM stands for Compact Disk3Read Only Memory. It is used to store a wide variety of information. Its main advantage is that it is portable and can hold a large amount of data.. The storage capacity of most CD-ROMs is approximately 650 MB or 700 MB. CD-ROMs have the following variations: (i) CD-R(Compact disc Recordable): Data can be written onto it just once. The stored data can be read. Data once written onto it cannot be erased. (ii) CD-RW(Compact disc Rewritable): It is also called erasable CD. Data once written onto it can be erased to write or record new information many times. To use a CD-ROM, a device called CD drive is needed. 4. DVD: DVD stands for Digital Versatile Disc. It is similar to a CD-ROM, except that it can store larger amounts of data. The storage capacity of a DVD is at least 4.7MB. DVDs that can store up to 17GBs are also available. Because of their capacity, DVDs are generally used to store a very large multimedia presentations and movies that combine high quality sound and graphics. 5. Flash Drive: It is a small, portable device that can be used to store, access and transfer data. Due to its small size, it is commonly called Pen drive. It is also called USB drive. We can read, write, copy, delete, and move data from computer to pen drive or pen drive to computer. It comes in various storage capacities of 2GB, 4GB, 8GB etc. It is popular because it is easy to use and small enough to be carried in a pocket. This device is plugged into the USB port of the computer and the computer automatically detects this device. ****** 10 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 HARDWARE and SOFTWARE Hardware: The physical components of the computer are known as 5Hardware6. It refers to the objects that we can actually touch. Ex: input and output devices, processors, circuits and the cables. Software: Software is a program or set of instructions that causes the Hardware to function in a desired way. The basic difference between the Hardware and Software is just the same as that exists between TV and TV studio. Without TV studio (software) from where the programs are telecast, the TV (Hardware) is a dead machine. There are five categories of software. They are: 1. Operating System 2. Translators 3. Utility programs 4. Application programs 5. General purpose programs 1. Operating System (OS) : The software that manages the resources of a computer system and schedules its operation is called Operating system. The operating system acts as interface between the hardware and the user programs and facilitates the execution of programs. Generally the OS acts as an interface between the user and the Hardware of the computer. i.e It is a bridge between the user and the Hardware. The User interface provided by the OS can be character based or graphical. CUI -- Character user Interface GUI -- Graphical user Interface CUI : It is operated with keyboard only. Ex: MS-DOS, UNIX GUI : The system can be operated with mouse and keyboard. Ex: Windows 95, Windows XP etc ÷ Disk Operating System (DOS): It was developed as early as 1980 by Bill Gates at the age of 19. It is suited for personal computers. Dos is a single user and single task operating system ÷ WINDOWS : It works with DOS and it supports single user and multitask system. It requires a powerful PC with a minimum RAM of 8 MB. ÷ UNIX AND XENIX: It is suited for multi-user and multi-task system 2. Translators : Computers can understand instructions only when they are written in their own language 3 the machine language. Therefore, a program written in any other language should be translated into machine language. The software that 5translates6 the instructions of different languages is known as translators. There are two types of translators. They are compilers and Interpreters A Compiler checks the entire user 3 written program (known as the source program) and if it is error free, produces a complete program in machine language (known as object program). The source program is retained for possible modifications and corrections and the object program is loaded into the computer for execution. If the source program contains errors, the compilers produce a list of errors at the end of the execution of the program. i.e a compiler translates the whole program before execution. An interpreter does a similar job but in a different style. The interpreter translates one statement at a time and if it is error 3 free, executes. This continues till the last statement. Thus an interpreter 11 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 translates or executes the first instruction before it goes to the second, while a compiler translates the whole program before execution. The major difference between compiler and interpreter is 1. Error correction is very much simpler in the case of interpreter as it translates the statements in stages. The compiler produces an error list of the entire program at the end. 2. Interpreter takes more time for the execution of the program compared to compilers as it translates one statement at a time Programming Languages: There are three types of programming languages. 1. Machine Languages: Computers respond only to machine language. This language is in terms of binary codes (0,1). i.e. all programs should be written with these codes, which is difficult, time consuming and leading to errors while writing the programs. There is no unique standard machine language. Rather there are many machine languages. These are machine dependent. These are referred as the first generation languages. 2. Assembly Languages : It uses mnemonic codes rather than numeric codes (as in machine languages). Ex. Add or A is used as a symbol for addition. It requires translators to convert into machine language. Like machine language, writing program in assembly language is also time consuming. These are also machine dependent. 3. High Level Languages (HLL): These are referred as problem oriented languages (POL). These are referred as third generation languages. The advantages of these languages are ÷ The high level languages are convenient for writing programs as they can be written without any codes. These languages follow rules like 5English6 language. ÷ Because of their English like nature, less time is required to write a program. ÷ They are machine independent. A program written in any HLL can be run on computers of different types without any modifications. Several High Level Languages which are in common use: FORTRAN : FORmula TRANslation COBOL : Common Business Oriented Language BASIC : Beginner8s All purpose Symbolic Instruction Code PROLOG: PROgramming in LOGic ALGOL : ALGOrithmic Language 3. Utility Programs: These are pre-written programs supplied by the manufacturer for maintaining day to day activities of computer system. Example: COPY, SORT, MAILING, virus scanning software etc., 4. Application Programs: These are user written programs to do a specific job which can be changed to meet the individual needs. These programs are written in different languages such as BASIC or C or by using database packages like dBASE, Oracle. Example: Payroll, Billing, Railway Reservation etc. 12 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 5. General Purpose Packages: These packages are developed to suit the needs of research workers / scientists in different fields. These packages are categorized as : i) Data Analysis ii) Word Processing iii) Spread Sheet iv) Graphics and v) Databases Data Analysis Ex: SPSS (Statistical Package for Social Science), MSTAT, MICROSTAT, GENSTAT, SAS etc. Word Processing Ex: WORD PERFECT, WORDSTAR, MS-Word, CHIRATOR, NORTON EDITOR etc. Spread Sheet Ex: LOTUS, Qpro, VP-PLANNER, SYMPHONY, MS-Excel etc. Graphics Ex: LOTUS, STORY-BOARD, POWER-POINT etc. Databases Ex: dBASE, FOX-BASE, FOX-PRO, ORACLE, MS-Access etc. Functions of Operating System : Today most operating systems perform the following important functions : 1. Processor management : It manages the assignment of processor to different tasks being performed by the computer system. 2. Memory management : It manages the allocation of main memory and other storage areas to the system programmes as well as user programmes and data. 3. Input / Output management : It manages the co-ordination and assignment of different Input and Output devices while one or more programmes are executed. 4. File management : It allows all files to be easily changed and modified through the use of text editors or some other file manipulation routines. 5. Establishment and enforcement of a priority system : It determines and maintains the order in which jobs are to be executed in the computer system. 6. Interpretation of commands and instructions. 7. Facilitates easy communication between the computer system and the computer operator. ******* 13 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Classification of Computers Computers are classified according to the storage capacity, speed and the purpose for which they are developed. These can be classified into three types: 1. Analog Computes 2. Digital Computers 3. Hybrid Computers 1. Analog computers: They operate by 5measuring6 instead of 5counting6. The name (derived from greek word analog) denotes that the computer functions by establishing similarities between the two quantities. They are powerful tools for solving differential equations. 2. Digital Computers: These computers operate by 5counting6. All quantities are expressed as discrete digits or numbers. These are useful for evaluating arithmetic expressions and manipulations of data. 3. Hybrid Computers: Computers which combine the features of analog and digital computers are known as Hybrid computers. A majority of the computers that are in use are digital. These computers were essentially developed for computations. Later, the developments in the computers led to the use of digital computers in variety of applications. Depending on the use of applications, the digital computers are classified into 1) Special Purpose Computers and 2) General Purpose Computers 1. Special Purpose Computers: These are developed with a specific purpose. Some of the areas where these computers are being used are 3 soil testing, drip irrigation, medical scanning, traffic signals, spacecraft, rocket technology etc., 2. General Purpose Computers: These are developed to meet the requirements of several areas such as simulation, solving mathematical equations, payroll and personnel database. These computers are available in different sizes and capabilities and are further classified (based on memory, speed, storage) as follows. a) Super Computers b) Mainframe Computers c) Mini Computers d) Micro Computers a) Super Computers: These have extremely large storage capacities and computing speeds which are atleast 10 times faster than other computers. These are used for large scale numerical problems in scientific and engineering disciplines such as electronics, weather forecasting etc.,. The first super computer was developed in U.S.A. by CRAY computers. In India the indigenous super computer was developed under the name Param. b) Mainframe Computers: They also have large storage and high computing speed (but relatively lower than the super computers). They are used in applications like weather forecasting, space applications etc., they support a large number of terminals for use by a variety of users simultaneously, but are expensive c) Mini Computers: It is a medium sized computer with moderate cost, available indigenously and used for large volume applications. It can serve multi-users simultaneously 14 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 d) Micro Computers: A micro computer is the smallest general purpose processing system. Micro computers are also referred as 5personal computers6(PC). These are self contained units and usually developed for use by one person at a time but can be linked to very large systems. They are cheap, easy to use even at homes and can be read for variety of applications from small to medium range. These are available in three models: 1. PC : Personal Computer 2. PC-XT : PC with Extended Technology 3. PC-AT : PC with Advanced Technology ***** 15 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 PERSONAL COMPUTERS Personal Computer: A personal computer has a Monitor (VDU), a keyboard , Disk Drive (s), printer and CPU. The CPU of PC has a mother board with several chips mounted on a circuit board. The major components of the circuit board are : Microprocessor, RAM and ROM chips and other supporting circuits. Microprocessor: The Microprocessor chip is like a brain of human being which contains circuits and registers to perform arithmetic, logic and control functions. i.e it contains ALU & CU. These chips will be able to retrieve data from the input output devices, store, manipulate and process a byte of data at a time. There is an address bus which is built into these chips to determine the storage locations (of RAM) of the data and the instructions of the program. Over the years, different microprocessors were developed and the first in the series is INTEL 8080. The other procesors are 8088, 80286, 80386, 80486, Pentium I, II, III and Pentium 4. The Pentium 4 can execute any piece of code that ran on the original 8088, but it does it about 5000 times faster. Clock Speed: The speed with which the instruction is executed or number of pulses per second is called the clock speed. It is measured in terms of million pulses per second (MHZs). The following table gives the differences among the different processors that intel has introduced over the years : S.No. Microprocessor Date Transistors Clock speed Data width 1 8080 1974 6000 2MHZ 8 bits 2 8088 1979 29,000 5 MHZ 16 bits 8-bit bus 3 80286 1982 134,000 6 MHZ 16 bits 4 80386 1985 275,000 16 MHZ 32 bits 5 80486 1989 1,200,000 25 MHZ 32 bits 6 Pentium I 1993 3,100,000 60 MHZ 32 bits 64-bit bus 7 Pentium II 1997 7,500,000 233 MHZ 32 bits 64-bit bus 8 Pentium III 1999 9,500,000 450 MHZ 32 bits 64-bit bus 9 Pentium 4 2000 42,000,000 1.5 GHZ 32 bits 64-bit bus 10 Pentium 4 2004 125,000,000 3.6 GHZ 32 bits 5Prescott6 64-bit bus Peripherals: The input, output and secondary storage units like floppy drives, keyboard, mouse, etc., are called peripherals. Classification of PCs: PCs are mainly classified on the basis of primary memory (RAM), Microprocessor, clock speed and peripherals. The classification is presented in the following table: S.No. PC-Type RAM Microprocessor Clock speed Peripherals 1 PC 640 KB 8088/8086 8 MHZ Floppy Drives, key board and printer 2 PC-XT 1 MB 8088/8086 18 MHZ Floppy Drives, Hard- Disk Drive, Key board and printer 3 PC-AT 1 MB to 80286 to 80486 25 MHZ and Floppy drives, Hard 32 MB above disk, Keyboard, Mouse and Printer 16 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Working with personal computers Drives of the computer: A computer can have Floppy Disk Drive along with Hard Disk drives in the system. These are referred as follows: Floppy Disk Drive : A or B Hard Disk : C Booting of the Computer: Booting imply 5activating6 the computer for working. Thus, when the computer is switched on, the operating system residing in the floppy or in the hard disk is transferred into the primary memory. After this, the computer is ready to accept the commands at user terminal. If OS is not existing either in floppy drive or in the hard disk drive, 5 non-system or disk error6 is flashed on the screen. The booting of the computer is carried out with a software which resides on ROM chip called BIOS ( Basic Input Output System). Thus when a PC with system disk either in Hard-Disk Drive or Floppy Drive is switched 5on6, the screen finally displays one of the following symbols with a blinking cursor at its end: a) A:\> This imply that the computer is booted through Floppy drive `A8 and is ready to accept DOS commands. The symbol 5\>6 is referred as DOS prompt from where DOS commands can be entered. b) C:\> It imply that the PC is booted through the Hard-Disk Drive `C8. Booting is essential whenever the system is locked or switched-off. A PC can be booted through two ways: a) Cold Booting b) Warm Booting. a) Cold Booting: It is only switching OFF the system and after some time again switching ON. b) Warm Booting: It is carried out by pressing the following three keys simultaneously : Ctrl + Alt + Del. It is preferable to cold booting as it safeguards the system from sudden power fluctuations resulting out of switching ON and OFF the system. ****** 17 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 MS-DOS MS-DOS is a collection of programs and other files. It is a single user and single programming environment. MS-DOS is designed to provide a method of organizing and using the information stored on disks, application programs, system programs and the computer itself. Files and File names: A file is a collection of related information. The files should have suitable names for their identification in later use. Rules for naming the files: 1. File names should be of one to eight characters in length with an option of one to three character extension 2. File names can include any one of the following characters: A to Z (or a to z) 0 to 9, $, &, #, @. %, ( ), { } The characters which are not allowed are: :, ; + / \ * as these have special meaning 3. A period (.) is used to separate the first part of a file name from the extension. (LETTER.TXT, RAMA.WK1, etc.,) 4. When a file name includes an extension, it should be referred along with its extension and not only with the first part 5. Reserved devices names are not allowed. (COMMAND.COM, DATE, etc., Types of files in DOS: - There are different types of files you can create in your computer, according to the usage. To differentiate each file, the computer will give an extension to identify the different types of files you have created. Executable Files: The files with extension of either.COM or.EXE are called executable files. These files are directly executed by typing their names (without the extension) by the computer. A file with.COM extension refers to COMMAND file name and the other with.EXE extension refers EXECUTABLE program file. Batch Files: the file containing a series of DOS commands, which are executed automatically one at a time in the order entered, is known as the batch file. A batch file has the extension.BAT. If the batch file is given a special name AUTOEXEC.BAT, it is automatically executed when the computer is switched on or during booting. Backup Files: These are backup files of a file and have extension.BAK. These files are such that their contents can not be altered (edited). These files are created while working with WORDSTAR package for typing a document. System Files: These are program files developed for system control. They have.SYS extension. Directory: It is a collection of files, size, date and time of creation of files. The relation between files, directories and disk is similar to the relation between papers, filing folders and filling cabinets. Just as a cabinet contain papers and other folders, a directory may contain directories also. The main directory of a drive is called Root Directory into which several directories and sub-directories may exist. 18 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Types of DOS commands: There are two types of commands: i) internal and ii) external i) Internal DOS commands: Internal commands are those commands which manage files. They are loaded into the memory of the PC when PC is booted. These are stored in a large file with file name COMMAND.COM, when a PC is booted. 1. DIR: Dir displays continuously the directory of file names, file size, date and time of creation. C:\>dir a: This command displays the list of files and directories from the drive A i.e. the floppy drive. It can be specified with two options: i) Dir/p: It pauses the listing of the directory whenever the screen is full. The next screen load of files can be displayed by pressing any key. ii) Dir/w: displays the files of the directory in a five column format. Only file names and their extensions will be displayed without the date and time of creation. The total number of files and remaining bytes are listed. In addition, DIR can also be specified with wildcard characters (such as * or ?) to list files sharing a common element in the file name or extension. Eg: DIR STATS.* : lists all files with STATS and other combinations along with the extensions. DIR *.COM : lists all files with extension.COM 2. DEL: Deletes a specified file. Syntax: DEL {filename} Del stats deletes the file 5stats6. Del stats.* deletes all extensions of the file 5stats6. Suppose you want to delete a file COMPUTER.DOC on A drive, the command will be: C:> DEL A: COMPUTER.DOC ÿ 3. COPY: The COPY command is used to copy files from one place to another. The way to execute copy command is to type COPY leave a space followed by the source file name again a space followed by destination file. Syntax: copy {Drive name} {Drive name} Ex: 1. COPY STATS MATHS copies a file 5STATS6 with the name 5MATHS6 on the same drive 2. COPY PATH A:ENTO copies a file 5PATH6 from the current drive to drive 5A6 with the file name 5ENTO6. 3. COPY A:MATHS C:STATS copies a file 5MATHS6 form drive 5A6 to drive 5C6 with the file name 5STATS6 4. COPY A:MATHS.* C:STATS.* copies all extensions of file 5MATHS6 form drive A to drive C with name 5STATS6. 4. REN: The REN command is used to rename the old file with another name. The way to execute Rename command is to type REN leave a space followed by the old file name again followed by a space and new file name. Ex: Suppose if you want to change the name of a file MATHS.TXT to STATS.TXT the following command will work: C:\> REN MATHS.TXT RESULT.TXT 19 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 5.DATE: It displays current date and asks for new date in (mm)-(dd)-(YY) format. If no date is to be changed, the old date can be retained by pressing 5enter6 key. Syntax: C:\> Date 6.TIME: displays current time and asks for new tine and if no new time is to be entered, pressing 5enter6 retains the old time Syntax: C:\> Time 7.VER: displays the version of DOS 8.CLS : when you want to clear the screen, type in the following command: C:\> CLS ÿ ii) External commands: External commands are small file programs used for doing specific jobs. Some of the useful commands : 1. SORT: It sorts the files in alphanumeric order: either A to Z or Z to A DIR| SORT (or) DIR/ON : Displays all the files in A to Z order DIR| SORT/R (or) DIR/O-N: Displays all the files in reverse order (i.e Z to A) 2. FORMAT: Formatting a (new) disk imply organizing the new disk into magnetic tracks and sectors that are readable by DOS. The PC copies files only on a formatted disk. However, if an old disk is formatted, all the existing files on it would be erased. Hence this command should be used carefully. FORMAT a: formats disk in drive 5A6 3. VOL: This command displays the volume label of the current disk 4. LABEL: It is used to create, change or delete the volume label on the disk 5. PATH: It is used to provide access to files located on other directories or on other disks. Thus while in 5C6 drive, one can directly invoke files of DOS, WORDSTAR (WS) (or) LOTUS directories by giving the following command: PATH = C:\DOS; C:\WS; C:\LOTUS This command is generally listed in the AUTOEXEC.BAT files for its execution when the PC is booted 6. MD: It is used to make a new directory (or sub-directory) which is subordinate to the current (or root) directory. It is specified as follows: C:\> MD\STATS (or) MD STATS : This command makes (creates) a new directory with the name 5 STATS6. 7. CD : It is used to change from one directory to the other. If we have to work with files in the directory 5STATS6, the directory has to be changed to 5STATS6 Ex: C:\>CD\ STATS (or) CD STATS : This command changes the root directory to the directory 5STATS6. 8. RD: It removes or deletes a directory. To remove a directory, it is essential to first delete all the files in the directory. To remove the directory STATS, the command is C:\> RD STATS 20 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 9. TREE: It displays the directories and sub-directories existing in a drive with a 5TREE6 diagram. The difference between TREE and DIR commands is that: DIR displays all files with its size, date and time of creation. It also displays only directories with symbol (without files and sub directories in that directory) whereas, TREE displays directories and sub directories in a drive without files. ********* Computer viruses and Vaccines: Def: A VIRUS is a set of instructions (or program) or software prepared to destroy a package and data. A virus kills data and program files. Although the purpose for developing such softwares is not known, they appear to be basically developed for a check against the 5piracy6 of program packages. Functioning of viruses: viruses reside in executable files such as.COM or.EXE. Thus when PC is switched on, the virus enters the RAM through.COM (COMMAND.COM) file and starts destructive work of killing data and program files. Whenever the PC is switched off, they again go back to the executable files. More than 1000 computer viruses have been identified. They are classified as : i) File Allocation Table (FAT) based viruses ii )Key board viruses and ii) File based viruses Some of the well known viruses are: Joshi, Die_Hard-2, Jerusalem, Generic, Brain, May_5th, Gumnam, World peace etc., VACCINE: It is a software developed for removing the viruses. In DOS version, there are in-built programs to guard against computer viruses. These are anti-virus programs for both DOS and WINDOWS and a memory resident virus-safe program that guards against the introduction of files that may be affected by virus. Some of the anti-virus vaccines are: NASHSOFT, UTSCAN, AVG, AVIRA, Meccaf etc. ***** 21 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 WINDOWS Salient features of Windows Operating System: 1. It converts the plain character based user interface provided by DOS into a Graphical User Interface(GUI) such as pictures, symbols and words on your screen that can be controlled by the mouse. 2. It provides a multitasking capabilities to the PC. 3. It supports long file name rather than the limited 8 characters with extension of three letter file name (8:3) as used by DOS. In Windows file name can have name up to 255 characters long. 4. Windows owes its name to the fact that it runs each program or document or application in its own separate window. 5. Windows have the facility of accessories such as Word pad, Note pad, Calculator and Paint. 6. User can paste portion of one document into another by utilizing more advanced document linking features called Dynamic Data Exchange (DDE), Object Linking and Embedding (OLE). 7. It provides a big facility of plug and play standard. It allows user to simply plug a new board such as a video, audio or network card into the computer without having a set of switches or making other settings. 8. If a program crashes, then it will display fault error message about its crash and you can eliminate the crashed program from the task list without affecting other running applications. Hardware required for Windows: 1. MS-DOS version 6.0, 6.2, 6.22 2. A PC with atleast 80386 processor. 3. Atleast 8 MB RAM. 4. A Hard disk with atleast 40-MB of free space to install Windows. 5. Monitor (Super VGA , Monochrome or Multicolored) 6. Mouse. 7. CD drive. Parts of a window screen: Desktop: The desktop is the on-screen work area on which Windows, Icons, menus & dialog boxes appear. The Desktop can have several components. Parts of the desktop include Icons & the taskbar. Components of the Desktop: ÷ Icons ÷ Taskbar Icons: Icon is a small image that represents a file, folder or program. The text below each icon is the name of the Icon. When we rest the mouse pointer on an icon, a rectangular box appears. This is referred to as Tooltip. It gives a brief description of the Icon. By default, there will be 4-5 icons on the desktop. They are: ÷ My Computer ÷ My documents ÷ Internet Explorer ÷ Recycle bin ÷ Network Neighborhood 22 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 My Computer: This is the icon which represents all the files & folders which can be used in the system. It is used to access the drives, folders & files on the computer. i.e Floppy drive(A), Local C, D, E, Printer, Control panel etc. My Documents: This is the default storage location for the files created in the windows. Internet Explorer: This is an application used to browse the internet. Recycle bin: This is a folder that stores all the files & folders deleted from windows temporarily, which can be restored again if needed. Network Neighborhood: This is an application which display all the computers connected in network with our computer. Taskbar: The rectangular bar that runs horizontally across the bottom of the screen is called Taskbar. The Taskbar has the START menu on the left & the Notification area on the right. We can start an application using the start menu. Notification area holds system icons that allow for functions such as changing the time & Volume of the Computer. All the open applications are available on the Taskbar. Anatomy of a Window: The window on a desktop is the rectangular area displaying content independently of other areas of the screen. The different parts of a window are the Title bar, Menu bar, the Toolbar, and the min, max & close buttons. These tools are used to manage the window & the components within it. Title bar 3 This is the title of the window, like your name at the top of a piece of paper. The Title bar is also the handle for the window. If you click and hold the mouse button down on the title bar, you can move it around the screen. ý Minimize 3 To have a window take the minimum amount of desktop space possible, click the minimize button. This drops the window into the Task bar like a piece of paper going into a drawer. The Task bar will show the task whether or not the window is minimized. ý Maximize 3 To have a window take the maximum desktop space, click the maximize button. This stretches the window out like an architect8s floor plan being rolled out over the desk. ý Restore 3 A maximized window will cover over all the other windows and icons on the desktop. The Restore button places the window back so that more than one window can display at a time. ý Close (X) 3 When done with a window, you can have it taken completely off the desktop by closing it. Use the X button to do this. Menu bar: The Menu bar displays a list of commands that can be used to perform various tasks. ( this will be below the Title bar). Menu items are commands within the menu bar that allow choosing of functions & tasks. 23 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Tool bar: contains a set of buttons for frequently used commands. Scroll Bars: On the bottom and right edges of a window we find scroll bars. They are used to pan across the information in the window, when we have information which won8t fit into the window. The Status Bar :The Status bar appears at the very bottom of the window and provides such information as the cursor position, current page number, the number of words in the document etc. Booting in Windows: ÷ When the computer is switched on, the BIOS is activated. ÷ The BIOS present in ROM searches for the operating system and drives. ÷ If there is no OS, it shows non-system or disk error. ÷ If OS is present, then it transfers the OS from ROM to RAM. ÷ Then the desktop is displayed on the monitor. ******* 24 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 WINDOWS EXPLORER Windows Explorer is an application that provides detailed information about your files, folders, and drives. You can use it to see how your files are organized and to copy, move, and rename files, as well as perform other tasks pertaining to files, folders, and drives. Explorer uses the directory windows to graphically display the directory structure of your disk and files. Windows Explorer displays the contents of the entire system in a hierarchical manner. To open Windows Explorer, click Start ð All programs ð Accessories ð Windows Explorer Windows Explorer is divided into 2 panes. The left pane displays the list of drives & folders on the computer. The right pane displays the contents of the selected drive or folder. By using these two panes, you can browse through the contents of your computer in a single window. Folder is a list of files (similar to Directory in MS-DOS) Working with Folders: Creating a Folder: 1. From the tree pane : select the directory under which you want to create a sub directory. 2. Choose FileðNewðFolder. On the right pane of the screen, a new folder is created. 3. Type in the name of the directory and press ENTER. You can notice the change in the tree structure immediately. Creating files: After creating a folder, we can move files into it or create new files within the folder. Selecting files & folders: i) To select all the files in a folder: Click the folder in the left pane ð All the files will be displayed in the right pane. To select all --ðCTRL + A ii) To select consecutive files: Use shift key + arrow keys iii) To select non-consecutive files: ÷ In the right pane of Windows Explorer, click the first item to be selected. ÷ Hold down CTRL ÷ Click all other items that need to be selected. 25 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Copying Files & Folders: Once we select the files to be copied, the next step is to copy the files. To copy the files & folders: i) In Windows Explorer, select the file or folder to be copied. ii) On the edit menu click copy ( the files are copied to the clip board. The clip board is a location where the information you copy or cut is temporarily stored) iii) Click the destination folder in the left pane. iv) In W.Exp, click paste in the Edit menu. Alternatively, to copy a file or folder, select it and then press ctrl +C. To paste, press ctrl+ V To move the files or folders: i) select the folder to be moved. ii) On the edit menu, click cut iii) Click the destination folder in the left pane iv) On the edit menu, click paste. Alternatively, to cut a file or folder, select and press ctrl +X & then to paste, press ctrl +V. Renaming files or folders: i) Select the item to be renamed ii) Choose File ð Rename iii) Current name gets selected, Type in the new name iv) Press Enter. Deleting files or folders: If you do not want certain files or folders, you can delete them. All the files & folders which are deleted are moved to the recycle bin. To delete: i) Select ii) On the file menu, click delete or press delete. A warning appears prompting you to confirm the file deletion. iii) If you want to delete, click yes otherwise No. Note: To delete a file permanently without moving it to the Recycle bin, select the file & then press Shift+ Del. ****** 26 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 WORD PROCESSING Definition: Word-processing is essentially typing, editing, and manipulation of a document in a desired form. Units of the Document: Since word-processing is concerned with preparation of a document (in a desired form), it is essential to know the units of the document: 1. Character: It refers to the alphabets, numerical digits, punctuations and other special symbols which are commonly used in the text. 2. Word: A word is group of characters that are separated from other group of characters by some delimiters like, comma, full stop and space. 3. Sentence: A sentence is a group of words preceded and followed by appropriate delimiting characters. 4. Paragraph: It is a group of one or more sentences, paragraphs are separated by leaving blank lines between them. 5. Pages: It is the amount of text that can be printed on one page of a paper. 6. Chapters: It is a collection of pages 7. Documents and files: It is a group of chapters. Usually, a complete document may be very short such as a memo(or letter) or very long such as a book consisting of several chapters. These documents are referred as 5Files6. Features of Word-processing: 1. Word-wrap 2. cursor control 3. editing 4. formatting 5. spell-check 6. thesaurus 7. macros 8. printing 9. file management 10. mail merge printing 1. Word-wrap: In word-processing packages, the text can be continuously typed and the computer automatically starts a fresh line when a line is filled up. As soon as the length of a sentence exceeds the right margin, the corresponding word is automatically adjusted in the following line. This is called 5word-wrap6. A paragraph is created only when carriage control is externally given for a sentence. 2. Cursor Control: The four directional keys of the keyboard ( ) helps in locating the text for editing in much the similar manner as that of a pointer or pencil. 3. Editing: Words or lines can be entered (inserted) or deleted in any part of the text with proper alignment. Similarly, there is a facility to 7recover8 the text which is deleted by mistake or accidentally. Another important facility is that any 7word8 can be replaced by a new word through out the file, wherever the old word appears. In addition to these, a block of text(which is frequently used) can be prepared and moved or copied wherever desired in the file. 27 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 4. Formatting : The text formatting refers to the way the text is desired to appear on a page. This includes following functions ÷ setting left and right margins ÷ paragraph settings ÷ line spacing ÷ selecting font specifications such as underline, bold, italics, superscripts and subscripts ÷ setting foot-notes ÷ number of lines per page ÷ printing page numbers and headings for 7Header8 and 7Footer8 ÷ table of contents ÷ indexing the text 5. Spell-check: Word-processing packages provide checking of spellings facility 6. Thesaurus: It provides synonyms (or words with similar meanings) 7. Macros: A macro is a character or word that represents a series of keystrokes. The ability to define macros allows us to save a lot of time by replacing common combinations of keystrokes. 8. Printing: It gives a 7hard8 copy of the text. The printing can be controlled after printing a fixed number of pages or can be resumed from any specified page number. 9. File management: This facility allows to create, delete, move & search for files. 10. Mail merge printing: This facility helps in printing same 5original6 letter with different addresses, so that each letter is 5original6 and not a carbon copy. Word-processing Packages: Several word-processing packages are available. Some of these are listed below: 1. MSWORD (SOFT WORD) 2. WORDSTAR 3. CHIRATOR 4. NORTON EDITOR ******* 28 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 MS-WORD MS- Word is a word processor. The extension name of MS- word is.doc. It is an application used to create, edit, print and save a document. It allows the user to insert pictures, tables, charts, drawings & features that will make the text richer & more interactive. ( The term document refers to a file created using word processor) Starting MS-Word: Start ð All Programs ð MS-officeð MS-word MS-word icon is w. The default Word document includes the following layout tools: ÷ Title bar: displays the document name and the application. ÷ Menu bar: Contains the list of menus available inside word, each menu contains a specific set of commands. ÷ Standard toolbar: provides shortcuts in the form of buttons for frequently performed tasks. ÷ Formatting toolbar: Contains a list of formatting options available inside the format menu. ÷ Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the default unit of measure is in inches. ÷ White page area: is the space area where you type, edit and format your document. ÷ Insertion point : is the blinking vertical line that indicates the position on the screen where text or graphics will be placed. ÷ Task pane : is a small window within the word window that provides shortcuts to commonly used tasks. ÷ Scroll bars : are used to move up and down or left and right in a document. ÷ Status bar: displays the details such as the page number the user is working on, section no., page no. out of the total pages found in the document, line number, column number etc. 29 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Standard Toolbar: This toolbar contains buttons to allow you to perform the basic operations such as opening and closing a document, moving and printing data. Function of commonly used buttons ÷ New: Creates a new blank document based on the default template ÷ Open: Opens or finds an existing file ÷ Save: Saves the active file with its current file name, location and file format ÷ Print: Prints the active file - for more print options go to the File menu and select Print ÷ Print preview : Shows how the document will look when you print it. ÷ Spelling & Grammer: Spelling, grammar and writing style checker ÷ Cut : Removes the selection from the document and places it on the clipboard ÷ Copy : Copies the selected item(s) to the clipboard ÷ Paste : Places the content of the clipboard at the insertion point ÷ Format painter : Copies the format from a selected object or text and applies to other objects ÷ Undo : Reverses the last command, use pull-down menu to undo several steps ÷ Redo : Reverses the action of the Undo button, use the pull-down menu to redo several steps ÷ Insert table: Insert a table into the document, or make a table of selected text ÷ Insert Excel worksheet: Inserts an Excel spreadsheet into the Word document ÷ Columns : Changes the number of columns in a document ÷ Drawing: Displays or hides the Drawing toolbar ÷ Zoom (100%): Enlarge or reduce the display of the active document Formatting Toolbar: The formatting Tool bar is the easiest way to change many attributes of a text. ÷ Style menu: Allows you to make your text Bold, Italic, underlined& depending on the style you choose. ÷ Font : Allows you to change the font by clicking on the drop-down arrow on the right of the font name box. You can view a list of fonts available, you can scroll down to view more fonts and select the font name you wish to use by clicking on its name. ÷ Font size : Allows you to change the font size by clicking inside the Font size box and entering a value or by clicking on the drop-down arrow on the right of the box to view a list of sizes available. Select then a size by clicking on it. Note : A Font size of 11 or 12 is best for paragraphs of text. ÷ Bold, Italic, Underline : Each button respectively allows you to make your text appear as bold, italic or underlined. ÷ Alignment : Each button respectively allows you to make your text aligned to the left, center or right side of the page. You can also justify the text across the page using the justify button. ÷ Line spacing : Allows you to set the amount of space that word puts when go to a new line. ÷ Text orientation : Allows you to change the typing direction of your text, from left to right or right to left manner. 30 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 ÷ Numbering, Bullets : Allows you to make your text appear as a bullets list or as a numbering list. ÷ Increase / Decrease indent : Allows you to increase or decrease the indentation of your paragraph in relation to the side of the page. ÷ Outside Border : Allows you to add a border around a text selection. ÷ Highlight color : Allows you to change the color behind a text selection. ÷ Font colour : Allows you to change the colour of the text. Features of FILE MENU ( ALT F): 1. New - Opens new Word file (Blank Document file) 2. Open - Opens the existing files 3. Save - Saves the file with one name 4. Save as -Saves the file with more than one name( with different formats) 5. Save as Web page 3 This is used to save a document in a Web style. (with HTML extension) 6. Versions - This is used to do the parts of work in small parts. i.e a bulk ( big/ more) work can be done in small parts. 7. Web Page Preview 3 This shows the web page in printable form. 8. Page set up - To set the margin, paper size, Orientation 9. Print - To get the printout.( Specified pages and no. of copies). 10. Properties - This gives the details about the document ( the type of file, the size of file, the date of creation, date of modification and file location) 11. Send - This is used to send the file document to internet mail to some other person. 12. Exit - To close the Ms-word. To insert a new page, press Ctrl + Enter 31 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Features of EDIT MENU (ALT E): Undo - Will take the previous command (ctrl +Z) Redo - Will take the opposite action of undo ( Ctrl + Y) Cut - Can cut a selected text ( Ctrl + X) Copy - Can copy a selected text ( Ctrl + C) Paste - Can paste the selected text ( Ctrl + V) Del - Removes the selected text Find - Used to find the part of text word \ character in the file (Ctrl + F) Find Next 3 (F3) Finding \ finding next : Used to repeat the finding process. Replace - Used to replace any part of Text / word / Character with another word/ character.(Ctrl + H) Paste special 3 This will paste the copied (or) cut text in a form of an object. It will paste in box which Cannot be altered. Go To - Curser goes to the specified page, specified line, specified paragraph.(Ctrl + G) Features of FORMAT MENU ( ALT + O) 1. Font - used to change the font face, style, size etc. 2. Paragraph - Used to set the space between paragraphs and also between the lines 3. Bullets - Used to highlight points in number wise / bullet wise. 4. Borders & Shades - Used to apply different borders to the table / to the page. 5. Columns 3 Used to write the text in column wise. To have a break in columns, a column break is used ( insert menu ð break ð Columns) Ctrl + Shift + Enter 6. Drop Cap - Used to drop the letter to different lines. 32 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 7. Text direction - Used to change the direction of drop cap (Note : To use text direction, drop cap must be used first) 8. Change case - Used to change the case of the text. 9. Toggle 3 This converts lower case letters to upper case & vice 3versa in a word. 10. Back Ground - This is used to change the back ground colour of the document but the color can be seen only in the web layout. 11. Theme - This is used to change the document, backgrounds with some existing design background. This shows the background only in the web layout. 12. Style - This is used to change the writing fashion of the document which are already existing. 13. Frames - Frames are used to write different documents in one single document. Some important features of Tools menu: Spelling &Grammar : Used to check the spelling and correct the words with related word. ( F7) Thesaurus : Used to know the synonym (meaning) of the word. (Shift +F7) Mail merge : used to type the letters with the same matter but different addresses. MS WORD 3 working with files: Creating a New document: ÷ Click the New Blank document button on the standard tool bar. (or) ÷ From the Menu bar, choose File ð New, the New document task pane will open, and select Blank document. Opening Existing documents: ÷ Click the open button found on the Standard tool bar. (or) ÷ From the task pane, select getting started and the select more (or) ÷ From the Menu bar, select File ð Open Saving a document: ÷ Click the Save button on the Tool bar. (or) ÷ From the Menu bar, select File ð Save (or) ÷ Follow the key sequence Ctrl + S Save dialog box appears. Type the name and click Save. Printing a document : ÷ Select File ð Print (or) ÷ Click on the Print button on the Standard Tool bar (or) ÷ Click Ctrl + P Print dialog box appears. Select All pages (or) Current page (or) type the page numbers and also select number of copies according to the requirement and click O.K Closing a document: ÷ Select File ð close ÷ Click on the small X found on the right top next to the Menu bar and the Title bar. MS WORD - Editing Text : Typing and Inserting Text: To enter text in your document, position the insertion point i.e a vertical blinking line, where you want the text to appear and type it in. Word will automatically wrap text as it reaches the end of a line. Press enter to start a new paragraph. When you reach the end of a page, word will automatically break text onto the next page. If you want, you can start a new page at any point by inserting a page break. To do so, press ctrl + Enter. 33 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Word offers two modes for adding text to your documents: Insert mode and overwrite mode. In Insert mode, characters typed are inserted into the text to the left of the insertion point, pushing any characters to the right of the insertion point further to the right. In overtype mode, the text you type will replace the existing text. Note: The Insert key is a toggle key. This means that the same key can be used to switch back and forth between two different modes. Selecting Text: In order to change the format of the text you just typed, it must be first highlighted, i.e selected with the mouse cursor. To highlight the whole text or part of it, locate the mouse at the start of the text you wish to highlight and click the left button, then drag the mouse over the desired text while keeping the left mouse button pressed. Shortcuts used for selecting a portion of the text: ÷ Whole word : Double click within the word. ÷ Whole paragraph: Triple click within the paragraph. ÷ Sentence : ctrl + click in a sentence ÷ Entire document : Edit ð select all ( ctrl + A) Deleting text: ÷ Use the BACKSPACE or the DELETE key to delete text. ÷ BACKSPACE key will delete text to the left of the cursor and DELETE key will erase text to the right. ÷ To delete a large section of text, highlight the text using any of the methods outlined above and press the DELETE key. Moving, copying and pasting text: Cut text: Highlight the text you need to move and follow one of the methods listed below: ÷ From the Menu bar, select Edit ð cut (or) ÷ From the standard tool bar, click on the cut button. (or) ÷ Follow the key sequence Ctrl + X Copy text: ÷ From the Menu bar, select Edit ð copy (or) ÷ From the standard toolbar, click the Copy button (or) ÷ Follow the key sequence Ctrl + C Paste Text: To paste previously cut or copied text, move the cursor to the location you want to move the text to and follow one of the methods listed below: ÷ From the menu bar, select Edit ð Paste (or) ÷ From the standard Tool bar, click the Paste button (or) ÷ Follow the key sequence Ctrl + V ******* 34 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 MS -EXCEL Spreadsheet is a software that helps to substitute the paper worksheets in the offices. Spreadsheet displays data in the form of rows and columns. An intersection of row and column is known as a cell. MS-Excel is a window based spreadsheet developed by Microsoft corporation. It includes all features of a spreadsheet package like recalculation, graphs & functions. It also provides many Mathematical, Financial & Statistical functions. Thus it is used in many scientific and engineering environments for analyzing data. Excel can even hold graphic objects like pictures & images. Some important features of MS-Excel: 1. Window based application: Excel like all other applications has Toolbars, Shortcut Menus, Auto correct, Online help and Wizards. 2. Workbooks: Workbooks are the files in which worksheets related to a project are held. 3. OLE support: Object linking and Embedding is a feature through which Excel can contain any object like a document, a picture etc. 4. Maintaining high volume of data: Excel can contain large volume of data. A worksheet can contain 65536 rows and 256 columns. A single cell can contain a maximum of 255 characters. One workbook can contain a maximum of 256 worksheets. 5. Availability of functions: Several Mathematical, financial & statistical functions are available in an Excel package. 6. Availability of Charts & Graphs: MS-Excel allows users to view data entered as tables in a graphical form as charts, which helps the user to easily understand, analyze data & compare data. 7. Data Analysis Tools: MS-Excel provides a set of data analysis tools called Analysis Tool pack. 8. Sorting capability: Excel has the capability of sorting any data in Ascending or Descending order. 9. Auto fill feature: Excel has the feature which allows to fill cells with repetitive data such as chronological dates or numbers and repeated text. Getting started with Excel: An Excel document is called a workbook. By default, Excel workbook contains 3 worksheets designated as sheet 1, sheet 2, sheet 3. The extension name of excel workbook is.xls We can start excel in many ways: 1. Start ð Programs ð Microsoft office ð Microsoft Excel ð hit enter. 2. Start ð Run ð Type Excel ð hit enter 3. Double click on the Microsoft application Icon. 35 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Components of the Excel window: An Excel window has several unique elements identified in the figure below: ÷ Rows, columns & cell: In a worksheet rows are numbered from top to bottom. The columns are labeled with letters from left to right. Rows are numbered from 1 to 65,536 and columns labeled from A to IV (256 columns). ÷ Title bar: The title bar contains the name of the program Microsoft Excel and the default name of the workbook Book1 that would change as soon as you save your file and give another name. ÷ Menu bar : The Menu bar contains menus that include all the commands you need to use to work your way through Excel such as File, Edit, View, Insert, Format, Tools, Data, Window and Help. ÷ Tool Bar: Tool Bars are usually shortcuts for menu items. Standard and formatting toolbars are displayed by default. ÷ Active cell: The cell in which you are currently working. ÷ Formula bar: displays the contents of the active cell. ÷ Name box: displays the cell address of the active cell. Column letter followed by the row number. Ex: B6 ÷ Worksheet area: The middle portion of screen which occupies a major area is called worksheet area. In this area, information or data (i.e.) either textual or numerical can be entered and the results can be displayed. A worksheet is a large work area of 65,536 rows and 256 columns. ÷ Status bar: located at the very bottom of the screen displays brief information about activating features within the worksheet area. ÷ Sheet tabs: appear above the status bar displaying the names of the worksheets. Standard Toolbar The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like adding a column of numbers, printing, sorting, and other operations. Excel let's you customize the toolbar or even display multiple toolbars at the same time. The Standard Excel XP toolbar appears in the figure below. 36 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Formatting toolbar The Formatting toolbar, located beneath the Standard toolbar bar, has buttons for various formatting operations like changing text size or style, formatting numbers and placing borders around cells. Formula bar & Name box The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use the formula bar to enter and edit worksheet data. The contents of the active cell always appear in the formula bar. When you click the mouse in the formula bar, an X and a check mark appear. You can click the check icon to confirm and completes editing, or the X to abandon editing. Name box The Name box displays the reference of the selected cells in the form of column label followed by row number. Creating a New Workbook: The steps to create a new workbook are, 1. On the File menu, click New. The new workbook task pane appears at the right side of the screen. Click blank workbook. A new workbook with 3 worksheets appears. By default, the workbook is named as Book 1, and sheet 1 is the active worksheet & A1 is the active cell. Entering data: You can enter text, numbers and dates in an Excel worksheet. To enter data of any type, 1. Select the cell by clicking on it. 2. Type in the information. 3. Press the Enter key. When you begin typing, your data also appears in the formula bar. Editing text: The easiest way to edit the contents of a cell is to select the cell and then retype the entry. The new entry replaces the old contents. Alternatively, to edit the data in a cell, press F2. Ex: Suppose you find that in the cell A6, you have entered the marks as 78 instead of 87, then click on A6 and type 87 ðenter 37 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 You can also edit part of the data in a cell: 1. Double click the cell you want to edit. The insertion point appears within the cell. 2. Delete the part of the data that you do not wish to keep. 3. Retype the data & press enter. Formatting a worksheet: Changing the style or appearance of data in a worksheet is called formatting. You can format the data in a worksheet by: ÷ Changing the position of data in a cell ÷ Changing the font, size, style & colour. Aligning data: By default, any text you enter in Excel is aligned to the left and any value or number is aligned to the Right. To change the default alignment, you can use the alignment buttons on the formatting tool bar. Formatting Numbers: Formatting data in a worksheet includes changing the number of decimal places, displaying dates, times & fractions and adding currency symbols. To format the number in a cell, the steps are: Format/Cell/N/umber/Decimal places/2 Formatting Text: Text can be formatted using the buttons on the formatting toolbar. Font of a cell, font size can be changed. The font style can also be changed to bold, Italic etc. Inserting Rows & Columns: In Excel, rows & columns can be inserted or deleted without affecting the surrounding rows, columns & cells. To insert a row, 1. Rest the mouse pointer over the row above which you want to insert the new row. 2. On the Insert menu, click rows. A row is inserted and the existing row moves down after the new row. Similarly, to insert a column, 1. Rest the mouse pointer over the column before which you want to insert the new Column. 2. On the Insert menu, click columns. Changing Row height & Column width: By default, every row is 12.75 points high and every column is 8.43 characters wide. As you fill it with data, however you have to change the size of rows & columns so that it is fitted to the length of the data. To Resize a column: 1. Rest the mouse pointer on the column boundary on the right side. 2. The shape of the mouse pointer changes to 3. Drag the boundary until the required width is obtained. 38 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 (OR) 1. The column which is to be adjusted is made active by clicking on column letter. 2. The column option is selected from the Format menu. 3. Click on the width option. A dialogue box is displayed. 4. Type in the required size of the column in the text box column width. Similarly, Row height can also be adjusted by selecting the rows. Sorting: Highlight the cells that should be sorted and click the sort Ascending (A-Z) button or Sort Descending (Z-A) button found on the Standard toolbar. Printing: To print the worksheet, select File ð Print from the Menu bar (or) click on the Print button from the Standard Toolbar (or) follow the key sequence Ctrl + p Inserting Page breaks: To set the page breaks within the worksheet, select the row you want to appear just below the page break by clicking the row8s label. Then choose Insert ð page break from the Menu bar. When you attempt to print a worksheet Excel automatically inserts page breaks view. File menu ð page break preview The page breaks are shown in dasher lines. If the automatic allocation of page breaks does not satisfy with your requirements, you can add the page breaks in the required space. Step 1: select a cell above which the page break is needed. After that, select the full row until the data in the sheet exists. Step 2: select insert ð page break Saving a workbook: To save a workbook, ÷ File ð Save (or) ÷ Ctrl +S (or) ÷ click on the save button on the Tool bar. Save dialogue box appears. Type the name and click Save. Formulas: In Excel. One of the powerful features is formulas. A formula is an equation that is used to perform calculations on data in a worksheet. We can use formula to perform Mathematical, Statistical & date/time operations on a single value or a set of values by using operators. The cells in which formulas are stored, display the result of the calculation and not the formula. In Excel, a formula starts with an equal (=) sign and should be followed by the operation to be performed. We can use any number of operators in a single formula. MS- Excel evaluates the formula according to the order of precedence of the operators. Operator Operation Order of precedence ( ) Bracket 1 ^ Exponentiation 2 *, / Multiplication , Division 3 + / - Addition, Subtraction 4 & Concatenation 5 = / > /< Comparisons 6 39 Downloaded by ROHIT KASHYAP ([email protected])  lOMoARcPSD|20247764 Examples of the formula expressions: 1. Suppose the values in the cells B2, C2, D2 are 34, 28, 56 respectively. To add these values and to have the result in the cell F2, Step i) Click on the cell in which total marks is to be displayed, i.e F2 ii) Type 5 = ( B2 + C2 + D2 )6 iii) Press Enter The value 51186 will be displayed in F2. 2. Suppose the value of the cell B6 is 78345. Divide the value by 5 and have it in the cell E6: