ICT Course Material (PDF)

CERTIFICATE IN INFORMATION COMMUNICATION TECHNOLOGY PART 01 – ICT and Computing Basics & Microsoft Word 2019 DISCLAIMER These lecture notes are for personal use only. The material is intended for educational purposes only. Reproducti...

CERTIFICATE IN INFORMATION COMMUNICATION TECHNOLOGY PART 01 – ICT and Computing Basics & Microsoft Word 2019 DISCLAIMER These lecture notes are for personal use only. The material is intended for educational purposes only. Reproduction of the material for any purposes other than what is intended is prohibited. The BCI nor the Lecturer do not assume any responsibility for the content of the material. Use this material at your own discretion. VERSION 4.1 BENEDICT XVI CATHOLIC INSTITUTE OF HIGHER EDUCATION Bolawalana, Negombo. FUNDAMENTALS OF ICT 1.1 WHAT IS ICT? ICT is simply Information Communication Technology. It is a diverse set of technological tools and resources used to communicate, and to create, disseminate, store and manage information. Information is facts or details that say something of a situation, person, event etc. Communication is the proses in which people exchange information. Technology is machinery, devices and equipment developed with scientific knowledge. Therefore, ICT can be identified as machinery and devices used to provide facts and details about a person, event, thing etc. 1.1.1 What is data? Data is facts, concepts, statistics, or instructions that are collected in no particular order for reference or analysis. Data can be represented as letters (A-Z, a-z), numbers (0-9), symbols or special characters (☺, $, @), sound and images. 1.1.2 Information Information is organized, meaningful and useful interpretation of Data. It is in scientific terms, processed data. Hence, Information is meaningful organized facts and details that provide knowledge about a thing, situation, person etc. Data Information Raw fact, no context, disorganized Processed, organized, analyzed [email protected] Name: Benedict XVI Catholic Institute Phone: +94 (31) 222 4422 Email: [email protected] 1.1.3 Communication Communication is the act of imparting and exchanging information using any medium such as symbols, signs, pictures or verbal or non-verbal interaction. 1.1.4 Technology Technology is a collection of tools machines and techniques used in the production of goods or services or in the accomplishment of objectives. Hence, Technologies are machinery devices and equipment developed with scientific knowledge for a particular purpose. Page 1 of 43 1.2 EVOLUTION OF ICT In time the technology a computer used changed and developed to make the computer a more reliable, fast machine. From the time of the first computer, development has gone through many stages. These stages are called Generations. 1.2.1 First Generation (1939 -1954) Computers that were made in the years 1939 to 1954 were called the First-Generation Computers. The generations computers used Vacuum tube technology. A vacuum tube is a sealed glass container that contain electrodes for controlling electron flow. These computers were very large, costly and consumed a lot of electricity. The ENIAC or the Electronic Numerical Integrator and Calculator was a first-generation computer. 1.2.2 Second Generation (1955 -1964) The Second-generation computers were developed between 1956 and 1964. The second- generation computers used transistors instead of vacuum tubes. A transistor was far superior to the vacuum tube for it was helping computers be smaller, faster, cheaper, energy-efficient, and reliable. IBM 1620, IBM 1401, CDC 3600 were some of the second-generation computers. 1.2.3 Third Generation (1965 -1970) 1965 to 1970 was the period of the third-generation computers. In the period, integrated circuits (IC) were introduced in the making of computers. An integrated circuit is small as the second-generation transistor but can work faster than thousands of them. The IC made the third-generation computer smaller, faster, cheaper than the second-generation computers. They were also energy-efficient and reliable than their predecessor. The BM-360 series, Honeywell-6000 series, PDP (Personal Data Processor), IBM-370/168 and TDC-316 were some of the third-generation computers. 1.2.4 Fourth Generation (1971 - Present) The fourth-generation computers are computers made after 1975. These computers use a microprocessor. A microprocessor consist of a small silicon chip on which thousands of circuits are placed. The fourth-generation computers are smaller, cheaper, and more portable. The computes use less electricity and less heat. In 1981 IBM introduced its first computer for the home user, and in 1984 Apple introduced the Macintosh. 1.2.5 Fifth Generation (Present and Beyond) The Fifth-Generation computers are presently being researched and developed. These computers are the most advanced computers. Computers with Artificial Intelligence (AI) are still in development. The future of fifth-generation computing is to develop devices that respond to natural language input and are capable of learning and self-organization. Page 2 of 43 1.3 USAGE AND IMPACT OF ICT IN SOCIETY? 1.3.1 Banking Bankers were some of the first to switch to computer systems. Today it is used for account management, hardware technology, electronic transactions, and online banking. Both bankers and customers benefit from computers; Bankers use computers for storing financial information and processing transactions while customers use computers for online banking. 1.3.2 Education Today Computers are being used in classrooms in many ways. In many classrooms, projectors and televisions are used to teach while in some advanced schools, lessons are taught in computer labs and on students’ laptops. Further, online learning has brought the classroom to one’s home. Today, it is vitally important that students learn to use computers in school for it is widely used in the business world. 1.3.3 Marketing Because of the wide use of computers in the world today the Market Industry can reach millions of customers all around the world. Market research can identify the current state of the market, customer preferences, and even competitors using computers. In Advertising, computers are used to for a wide reach through online marketing, and Graphic Designing, providing media specialist to use computers for advanced modern advertising. 1.3.4 Health care Computers in the modern world has been an imperative support tool in health care. The usage of computers in healthcare has exceedingly improved the quality of effectiveness of care. It is used to manage information of patients and medications, for scanning and diagnosis, and a vast amount of computerized machinery is used for surgery and operations. 1.3.5 Engineering Designing, modeling, analysis and communication are some of the fundamental uses of computers in the Engineering field. Computers help engineers to be precise and detailed in their work. Used for simulations and testing, it can identify potential errors and provide solutions far before a product is developed and sent to the market. 1.3.6 Military The use of computer in the military is vast and most advanced. In fact, computers were developed to increase military potential. Computers are largely used for communication and the development and control of weapons. Page 3 of 43 COMPUTER SYSTEM 2.1 WHAT IS A COMPUTER? A computer is an electronic device that accepts data as input, processes the data as information and transmits that information as output. 2.1.1 Total Computer System Total Comupter System Hardware Software Liveware Firmware A System is a set of elements that work together to achieve a common objective. A Total Computer System is a combination of Hardware, Software, Liveware and Firmware that work together to process data. 2.2 COMPUTER HARDWARE 2.2.1 What is Hardware Computer Hardware is a term used to identify all physical devices of a computer system that can be touched. Hardware can be categorized as; Input Devices: Keyboard, Mouse, Joystick, Light Pen Output Devices: Monitor, Printer Storage Devices: Hard Disk, Floppy diskette, CD, DVD, Pen Drive Processing devices: ALU, CPU 2.2.2 Input Device An Input device is a machine that feeds data into a computer. The Keyboard for example is an input device and is one of the first input devices. Today, there are a verity of input devices including a Mouse, Graphic Tablets, Joysticks, Scanners, Video, and Image capturing devices etc. CD-ROM, DVD, Floppy Diskette, and USB flash drives are not input devices. 2.2.3 Output Device An Output device is a machine that can represent information from a computer. A Display device such as a Computer Monitor is an output device and is one of the first output devices. Output devices also include Printers, projectors speakers etc. 2.2.4 Storage Device A Storage device is any hardware that stores data either temporally or permanently. There are two types of storage devices; Primary and Secondary Page 4 of 43  Primary Storage Devices Primary storage devices also known as an internal memory and main memory, stores data for a short period when the computer is running. Random Access Memory (RAM) and cache memory are both examples of a primary storage device. Random Access Memory (RAM) Random Access Memory is a type of memory that can be accessed randomly rather than sequentially; that is, unlike a CD-ROM or Hard Drive, a RAM can access any byte randomly without accessing the proceeding bytes. For this reason, accessing data in a RAM is much faster. The RAM helps the computers speed and performance. There are two types of RAM; Static RAM (SRAM) and Dynamic RAM (DRAM). Cache Memory Cache memory also known as a CPU memory is a high-speed static RAM that the CPU can store data and access data at a very high speed. It is the fastest memory on a computer embedded on the CPU. There are two main types of cache on computers; memory cache and disk cache. Secondary Storage Devices Secondary storage devices also known as external memory and auxiliary storage, stores data permanently until deleted or overwritten. These storage devices generally have a large storage capacity. A computer Hard Drive is an example of a secondary storage device. Magnetic Storage Devices Magnetic Storage devices are the most common and affordable types of storage devices used with computers. Magnetic storage is the manipulation of magnetic fields on a disk or tape to store data. Floppy Diskettes and Hard Disk Drives (HDD) use Magnetic storage technology. Flash Memory Devices Flash Memory devices are rapidly replacing magnetic storage devices as it is faster and reliable. Flash memory is a solid-state storage that stores data in memory chips. There are no moving parts in flash memory devices which makes it faster and less power consumption. The Solid-State Drive, flash drive, Memory Card, Memory Stick uses Flash memory technology. Optical Storage Devices Optical Storage is a storage medium that uses lasers and lights as a method of reading and writing data. CD-ROM, CD-R, CD-RW, DVD-R, DVD+R, DVD-RW, DVD+RW and Blu-ray discs are some examples for optical storage devices. Page 5 of 43 Data Storage Capacity Measurement Data storage capacity refers to how much data can be saved in a storage device. Different storage devices have different capacities. Some have small data capacity while others have huge data capacity. An example of a small data capacity storage device is a floppy disk that can hold 1.44 MB of data. Though 1.44 MB of data seems small, 1.44 MB is still equivalent to more than a million characters. An example of huge data capacity storage device is a hard drive that can hold 1 TB of data. Let’s explore what these units (MB/TB) mean. Bit and Byte One bit is equivalent to one single binary value which is either 1 or 0. One byte is equivalent to 8 bits. Bits are usually assembled into a group of eight to form a byte. A byte contains enough information to store a single ASCII character. A kilobyte (KB) is 1,024 bytes, not one thousand bytes as might be expected, because computers use binary (base two) math, instead of a decimal (base ten) system. One kilobyte (KB) is equivalent to 1,024 bytes. One megabyte (MB) is equivalent to 1,024 KB. One gigabyte (GB) is equivalent to 1,024 MB. One terabyte (TB) is equivalent to 1,024 GB. One petabyte (PB) is equivalent to 1,024 TB. One exabyte (EB) is equivalent to 1,024 PB. Page 6 of 43 2.2.5 Processing Devices A processing device is an intermediary device in a computer that is responsible for the controlling of storage and retrieval of data. A processing device receives data as an input, processors it and gives an output. A Central Processing Unit (CPU) is an example of processing devices. Central Processing Unit (CPU) The Central Processing Unit or the CPU is also referred to as central processor or simply processor. It is also called a microprocessor because the processors elements are all in one single Integrated Circuitry (IC) chip. It is most commonly known as the brain of the computer. The primary components of a CPU are the Arithmetic Logic Unit (ALU) which performs arithmetic and logical operations; the Control Unit (CU) which directs all the CPU’s operations; and, the Memory Unit which provides information to other units. Intel and AMD are the two most popular manufactures of CPU’s. 2.2.6 The Motherboard The Motherboard, or Logic board on Apple computers, is the main circuit board and foundation of any computer that connects all parts of the computer together. It is considered as the backbone of a computer. Main components of a motherboard are; The Microprocessor (CPU), Memory (RAM), Basic Input Output Systems (BIOS), Expansion Slots, Back panel. Expansion Slot The Expansion slot, allows an expansion card to be added to the motherboard to add new features to the computer. Sound Card, Network Card, Video card, SCSI, Modem are some of the expansion cards that can be added to the motherboard. Read-Only Memory (ROM) Read-Only Memory is a type of memory on the computer that is permanent or changed with great difficulty. Unlike the RAM, the ROM is read-only and non-volatile. The memory in the ROM retains even after a computer is turned off. An example of a ROM is the EEPROM, which is a programmable ROM used for a computers BIOS. Basic Input Output System (BIOS) The BIOS is stored on the ROM chip on the motherboard. The BIOS is a built-in software that allows you to access and set up computer at the most basic level. It is an example of a firmware. Page 7 of 43 Back panel The Back Panel is the rear part of the motherboard that allows all external components of a computer to connect to the motherboard. Here are some connections on the back of a computer. PS/2 port: A 6-pin mini-DIN connector used to connect the keyboard and mouse. VGA port: A three-row 15-pin Video Graphics Array connector used to connect the monitor. DVI port: A Digital Visual Interface used to connect to a display device at resolutions as high as 2560 x 1600. HDMI port: A High Definition Multimedia Interface used to transmit high-quality video and audio to HDMI devices such as HDTV, Projectors, DVD players, Blu-Ray Players etc. USB port: Universal Serial Bus is a plug-and-play interface that allows the computer to connect with over 100 peripheral and other devices. The USB 3 has a transfer rate up to 5000 mbps. eSATA port: An External Serial Advanced Technology Attachment that is used to connect external storage devices with faster transfer speeds with no bottleneck issues. Ethernet port: A common type of connection computers use to connect to a Local Area Network (LAN). 2.3 COMPUTER SOFTWARE 2.3.1 What is software? Software is a series instructions and applications used to manipulate and control a computer, its hardware or perform certain task. As hardware is the physical part of the computer, software is the electronic or virtual part of a computer. Without software, a computer cannot perform and hardware is useless. Software can be generally categorized into Operating System Software and Application Software. 2.3.2 Operating System Software An Operating System Software is the most important software in the computer. Without it a computer cannot function. An Operating System enables the Computer Hardware to communicate with the computer software. The first operating system introduced in the 1980s in Personal Computers was the Disk Operating System or commonly known as DOS. This was a command line user interface (CUI), in which the user gives commands to the computer by way of a command line. Today, almost all computers use a Graphical User Interface (GUI) operating system. This system allows the use of graphics for the user to interact with the computer rather than a command line. Microsoft Windows is an example of a GUI system while, MS – DOS is an example of a CUI system. Page 8 of 43 Operating Systems Microsoft Windows, Apple MacOS and Linux are the three most popular operating systems. Microsoft Windows 10 is the latest Microsoft Operating system for PC and IBM computers. It is the most common operating system used in the world. Apple MacOS is the only Apple operating system. Ubuntu Linux is another operating system that can be installed on PC and IBM computers. 2.3.3 Application Software An Application Software is the most common software on the computer that performs a task or a function. This type of software is generally designed for the end user. Hence, it is also called an end-user programme. There are different types of application software’s: word processing, spreadsheets, databases, presentation, accounts, payroll, web browsing, web authoring etc. 2.3.4 Application Suite An Application Suite is a group of different applications bundled together that perform similar functions or has similar features. Microsoft Office, is an example of an application suite. Microsoft Office contain, Word, Excel, PowerPoint, Access, and many more programmes. Adobe Creative Suite is another application suite that includes Photoshop, Illustrator, InDesign, Acrobat, and many other tools. 2.3.5 Free Software Most software must be purchased from an individual or a company that developed it. However, there are many other software that can be installed and used free. Some software can be tried out for a certain period. This type of software is called shareware or trial software. There is other type of software that can be used freely without any limit of days nor registration. This type of software is called Freeware. The above software although free, there can be no modifications done to its source code. Open-Source software on the other hand can be modified as desired by the user. 2.3.6 Software Development Software’s are designed, developed, and tested by programmers and software engineers. A computer programmer or many programmers compile a set of instruction using a programme language to command a software how to function and perform. A software engineer designs and creates the software. Page 9 of 43 COMPUTER ENVIRONMENT In 2015, Microsoft released Windows 10, the newest version of the Microsoft Windows operating system. Unlike Windows 8 or 8.1, Windows 10 is much more user friendly and can be used in both personal computers as well as mobile devices such as tablets and phones. In studying the computer environment, we will use Windows 10. 3.1 BASIC OPERATIONS 3.1.1 Starting up and Shutting down a Computer The universal sign for Power on and off is the 1-inside-a-0 symbol. Locate it on a computer and press it to turn on the computer. When the Power button is pressed, the computer boots up its operating system and takes you to the login screen or desktop. When shutting down a computer, it is important that you properly shutdown a computer. Save any files that you have been working on, close any open applications and then “Shutdown” the computer using the Power icon located in the Start Menu. 3.1.2 Restarting a Computer Restarting a computer is technically Rebooting a computer. When a computer is reset, it reboots the computers operating system. Generally, when a new software is installed on the computer or a hardware is added or when an application is not responding , the computer requires a reboot. In Windows, click on the start menu and select the power button. By selecting “Restart” the computer will reboot. Restarting or Shutting down a Non-Responding computer At times a computer may freeze and not allow you to use the computer or mouse. This is an indication that the computer has “Crashed” owing to ‘bugs’ or any other computer issue. If the computer is frozen leave it for a few minutes to recover. If it does not recover you can manually Reboot the computer using a keystroke combination Ctrl-Alt-Delete. Us ing the Keyboard RESTART Ctrl Alt DELETE 3.1.3 Computers basic system information Sometimes you may need to view your computers basic system information. Here you can find information for the edition of Windows and Activation, System information: Processor, Installed memory (RAM), System Type (64-bit or 32-bit), Pen and touch Support, Computer name, domain, and work group settings. To access the Windows built-in System Information, right click on Computer icon on Desktop or on the Start Menu and select “Properties.” Page 10 of 43 3.2 THE DESKTOP The Desktop is one of the most fundamental and basic features of a Graphical Interface Computer. It is the main workspace and default view of a computer. Microsoft first introduced the Microsoft Windows Desktop in 1995 with Windows 95. Many features have been added to the Windows Desktop since then. The Windows 10 Desktop includes desktop icons, the Start Menu, ask me anything Search bar, Task View, Task bar icons, Notifications and time and date. 3.3 MANAGING FILES When working with computers it is vital that you understand the system it uses to organize, store and locate files on the computer. 3.3.1 Files A file is an object on a computer storage that stores data, information, settings, or commands that are used with a computer program. Examples of files can be a Word document.docx, an image.jpg, a song.mp3 a vedio.mp4 etc. When using a computer, you should learn common file extensions. An extension tells you what type of file is on the computer. Documents.doc.docx.txt.rtf.html.htm.wpd.pdf Pictures or Images.jpg.jpge.bmp.gif.tiff.raw.png Audio.mp3.wma.wav.ra.mid Video.mpg.mov.avi.3gp.divx.rm Sometimes the extension is hidden. To view the extension, you can open the View tab on the folder and tick “File Name Extensions.” 3.3.2 Folders A Folder is a directory used to organize files, programmes, and other folders. It is a virtual location where files and other folders are stored. Folders nested in other folders will be hierarchical. It is important to understand the hierarchy of folders. It is a great advantage to organize files into folders and subfolders to avoid dealing with disorganized and cluttered files. In this example, you see that files are neatly organized into folders. New folders can be created, renamed and copied to different locations. 3.3.3 File Explorer The File Explorer is a principal element of the windows interface. It is a tool used to manage all files and folders on the computer. Familiarizing yourself with windows File Explorer will help you be more efficient in using Windows. 3.3.4 Opening and Saving Any time you are creating, editing or modifying files in anyway, you will be opening and saving these files. To open any file, you can double-click it and it will open in the appropriate Page 11 of 43 application. At times, when the computer does not recognize the file, you may have to click Open With and chose the application. One of the first things you should do when working with a file is Saving it. You can save it as its given name or save it to a different location or file name by selecting Save As. It is good practice to periodically save your work so that you don’t lose your work in an event of power shortage or computer crash. Using the shortcut key on the keyboard lets you save quickly. Us ing the Keyboard SAVE Ctrl S Ctrl O OPEN 3.3.5 Copying and Moving Working with files and folders you will be moving files around and duplicating folders and files to different locations. Learning how to manage files and folders quickly can help be more efficient in your work. The most basic managing commands you will learn is Copy, Cut and Paste. Copy is to make a duplicate of the given file or folder. Cut is to remove the file or folder from its current position and move it to another position. Paste is to place what you have copied or cut, into a location you select. Us ing the Keyboard COPY Ctrl C Ctrl X CUT Ctrl V PASTE e 3.3.6 Deleting and Restoring When managing files and folders it is necessary to know how to delete unnecessary files or files that are no longer in use. If a file is no longer needed it can simply be removed by pressing the Delete button on the keyboard. All files deleted or removed from the computer will go to the Recycle-bin. Recycle-Bin The Recycle-Bin is a type of a folder that stores all temporary deleted files from the computer. These temporarily deleted files can be retrieved or restored to the computer from the recycle- bin. Deleting files form the recycle-bin will permanently delete files from the computer. It is important that you are sure you want to delete files from the recycle-bin for these files cannot be accessed in future. You can delete all files at once by clicking the empty recycle-bin option. You can also skip the recycle-bin and permanently delete files from the computer pressing Shift and Delete. Us ing the Keyboard SHIFT DELETE Permanently Delete Page 12 of 43 3.3.7 Right-click Right-click refers to the right side click on the mouse. In Windows and most of the applications used in it special shortcuts and menus will be available. Using the right-click on the mouse you will be able to access these menus and shortcuts. Such menus and shortcuts often help find the task or action you are looking for and help you select them instead of navigating through a series of menus and dialog boxes to get to them. 3.4 APPLICATIONS When using a computer, you will spend most of the time using an application software. As mentioned above, an application software is a software designed to accomplish a task. A word processing software like Word 2019 for example, is used to type a letter or paper. There are many types of applications designed for many types of tasks. It is unlikely that you will know to use all software as an expert. However, having some basic skills and a little knowledge of the common things found in all applications, you can be a master at any application. 3.4.1 Basic Skill Be open to explore The most basic skill in learning any application is to be open to explore and experiment any application. Most beginners are nervous about clicking and messing around in programmes. They are afraid that they will mess up an application. However, it is almost impossible to irreversibly mess up any application. Therefore, you need to be open and explore applications and make yourself familiar with its interface. Ask Google Today you can find almost anything on google. This includes various tutorials and instructions on how to use an application or its features. In Microsoft Excel for example, if you need want to learn how to use the IF function, you can simply type in Google “How to use the IF function.” 3.4.2 Things Common in all Applications Have you ever wondered how experienced uses can quickly learn a software that they have never used before without any trouble? Some applications are easy and others daunting and hard to learn. However, all applications have common features that help a new user to quickly get familiar with the software. Here are five things that are common in all applications. File Menu All applications have a File Menu that contain basic commands such as; New, Open, Save, Close and in some applications, Print. New is for creating a new document, image, or project depending on what application you are using. Open opens files for projects you've previously created or worked on. Save saves the file you're currently working on. Close closes the file, but usually leaves the application running. Page 13 of 43 Cut, Copy and Paste We have already looked at these commands in files and folders. This group of three commands is a very popular feature in all applications, especially word processing applications. Undo and Redo Whenever you make a mistake and want to go one step back the last change you made to your document or project, you can use the Undo command. In almost all applications this command is found. If you change your mind and want to go one step forward, you may select the Redo command. Us ing the Keyboard UNDO Ctrl Z Ctrl Y REDO Preference Settings Almost every application has an area in which you can tweak or adjust the way the application behaves. If you're using a photo editing application, you might want to change the default image format of the files you save. If you're using a page layout program, you might want to change how page guides appear and behave in your document. Every application has preference settings. In Windows applications, depending on the application, you'll often find Preferences under the Edit menu, but it might be called Properties or Options instead of Preferences. In some applications, you'll find preferences under a menu called Tools or even under unlabeled buttons that look like gear icons. Help Menu The Help menu is where you'll find things like the built-in or online instruction manual for the applications you're using. You might also find links to tutorials or other special guides to teach you how to use the application. The Help menu is also where you can often check for updates, which has the application check online to see if any newer versions of the software have been released. But generally, the Help menu is a good place to go, if you can't figure out a feature of the application you're using or if you just want to learn more about the application overall. Page 14 of 43 MICROSOFT WORD 2019 Microsoft Word is a word processor developed by Microsoft to create and edit text documents. It is one of the most widely used word processor. First launched in 1983 has developed and become a powerful word processor. Microsoft Word includes features that can make document creating and editing easy. To name some features, WYSIWYG (what-you- see-is-what-you-get) display, Spell check, Text-level features such as bold, underline, italic and strike-through etc. Page-level features such as indentation, paragraphing, and justification etc. Word is also compatible with many other programmes. Microsoft Words default file format was.doc prior to Word 2007. After 2007 the default format is.docx filename extension. 4.1 USER INTERFACE 4.1.1 Start Screen Recent Files On the Start Screen MS Word allows you to quickly access files opened recently. Select one of them to continue reading or editing the recent document. ‘Open other Documents’ lets you select a recent document that is not on the list. Templates On the Start Screen you will see several featured templates to choose from. For a quick start, you can browse through the many categories and select a template to begin with. If the desired template is not on the list, you can also search online for more templates. Title Bar Quick Access Toolbar This is on the top-left of the application. Here you can quickly access commonly used commands such as Save a document, undo, and redo. The dropdown arrow lets you customize the quick access toolbar as desired. Name of the document The name of the document is displayed on the top-center of the document. Minimize, Maximize, Restore, and Close Using these options found on the top-right of the application, you can minimize a document; that is temporally close a document, maximize a document, change the window size, close a document, or permanently close a document. 4.1.2 The Ribbon The ribbon is a way to quickly access commands that need to complete a task. These commands are organized into local groups; File, Home, Insert, Design, Layout, Reference, Mailings, Review, and View. You can customize the ribbon by right clicking and on it and Page 15 of 43 selecting “customize the Ribbon…” Having a basic idea of the groups found on the Ribbon will make it easy for you to complete a task. File Menu When clicked “File” MS Word takes us to the backstage view. Here you will find information for the opened file, Create, Open, Save, Print, Share, Export and close a file. And accesses word options if needed. The arrow the top-left will take you back to the Home Screen Home Tab The Home Tab contains the most used MS Word Features. Text editing tools, font formatting, Paragraph Formatting, Styles, Editing, find, and replace. Insert Tab The Insert Tab provides all inserting options. Pages, Tables, Illustrations, hyperlinks, headers and footers, bookmarks, Add-ins etc. can be added to the document. Design Tab This tab gives you the tools to customize the overall documents design. You can select a predesigned template or theme and customize it as desired. Page Layout Tab You find all tools related to page design such as margins, orientation, size, columns, page breaks, indents, spacing etc. Reference Tab Tools in this tab lets you create a table of contents, footnotes, bibliographies, indexes, and all other references in document creation. Mailings Tab Gives access to all mailing and label creation tools such as mail merge, envelopes, labels etc. Review Tab This tab provides a wide range of tools to review a document. Spell check and grammar, Translate, Comment, track Changers, review markups and compare. View Tab The tab is related to the view of a document on the computer screen. You can select from the three main views; read mode, print layout, and web layout. Contextual Tabs These tabs are not part of the basic Ribbon but appear in certain contexts. For example, when added an image to the documents you will see a Picture Tools tab. In the same way when a Table or Chart is added you will see Table Tools and Chart Tools tabs. 4.1.3 Workspace In the Work area, you will see the document in the default Print Layout view. Across the top and the down the left-hand side you will see rulers. Scroll bars to navigate up and down in your document. On the bottom left you find the status bar indicating the number of pages, Page 16 of 43 word count, proofing options, and macro options. On the bottom-right you see different view options such as read mode, print layout mode, web layout mode, and the zoom slider. 4.1.4 Manage Documents Managing documents by opening, saving, and closing documents is the most basic skill you will learn. It is also the most important because all your work depends on opening an existing document or a new document, editing it, and saving it before close. New Document To create a new document first click the File Tab. When in the Back-Stage Area click New. Then select blank document. Us ing the Keyboard Ctrl N NEW Open Document To open an existing document first click the File Tab. When in the Back-stage area click Open. Now you can select a recent document, document on OneDrive, document from the Web or on the Computer and open it. Us ing the Keyboard Ctrl O OPEN Save Document To save a document first click the File Tab. When in the Back-stage area there are two options; Save, and Save As. When you click Save, it saves the document in its opened File Name. When you click Save As it saves the file to the File Name you give it. Using the Keyboard Ctrl S SAVE Close Document When you have finished editing a document you can close it. If the file was not save after editing, a dialog box will pop-up asking if you want to save the document. If you select Don’t Save your document will no longer exist and you will not be able to recover the document. Recover Document If a document was not saved and closed because the computer crashed or power outage, when you restart MS Word you will have the option of recovering the documents because of words Auto Recover feature. To find the recovered document: File > Open > Recent Documents > [Scroll down and find] Recover Unsaved Documents > Open Page 17 of 43 Attention: You cannot recover a document when you have selected the Don’t Save option when prompt. 4.2 TEXT EDITING 4.2.1 Typing Skills Using a Typing Skills software, you will learn the basics of Typing and the correct way of Typing. It is recommended that you improve your skills to be more efficient in your work. You may also practice online by login on to typingclub.com. 4.2.2 Inserting Text You can immediately click in the document and begin typing. Click and Type – Click anywhere in the document and start typing. 4.2.3 Selecting Text You can select text using the mouse right-click or using the keyboards directional keys with the shift key to select text. Text highlighted in gray is then the selected text. 4.2.4 Rearranging Text There are three main functions of rearranging text; Cut, Copy and Paste. When data is cut or copied, it is temporally in the clipboard awaiting to be pasted. There are three ways in which you can Cut, Copy, and Paste: you can open the clipboard section in the Home Tab; or, Right- Clicking on the document; or, using the Keyboard shortcuts. Us ing the Keyboard Ctrl X CUT Ctrl C COPY Ctrl V PASTE 4.2.5 Find And Replace MS Word allows you to find specific Text in a document and if needed replace it with another. This helps you find and replace text in large documents where it will be difficult to do it manually. Find and Replace is found in the Home Tab at the far end of the Tab or using Keyboard shortcuts. Us ing the Keyboard Ctrl F FIND Ctrl H REPLACE Ctrl G GO TO Page 18 of 43 4.2.6 Undoing and Redoing If you make a mistake in the document you can use the Undo option to reverse your work. And if you want to undo what you have undone then you can use Redo. The best way to do this is using the keyboard shortcuts. Us ing the Keyboard Ctrl Z UNDO Ctrl Y REDO CLEAR 4.3 TEXT FORMATTING 4.3.1 Introduction to Fonts Fonts are collection of characters or a character set. Today it is almost synonymous to Type UNDO Faces. In this character set you find alphanumeric characters such as Letters, Numbers (1234), Punctuation (!?.,:’) and UNDO Special Characters(☺ € β). There are two main categories of Type Faces or Fonts. Serif and Sans Serif. Times New Roman is a Serif font while Arial is a Sans Serif UNDO font. 4.3.2 Fonts Attributes Font attributes can be found in the Font section in the Home Tab. Here you can select a font, a font size, whether you want it bold, italics or underlined. If you want to strikethrough, superscript, subscript. Add effects and typology. Add Font Color or Highlight Color. Opening the Font Dialoge Box gives you more options to edit and modify font attributes. 4.4 PARAGRAPH FORMATTING 4.4.1 Alignment and Justification The process of justifying and aligning text relative to the left and right margins and the centre of the page will affect the way your documents look. Normally, and for most office correspondence, text will be aligned to the left-hand side of the page or column which results in a “ragged right” appearance. If text is justified, the words will be aligned to the left and right margins as in newsletters, magazines, and newspapers where multiple columns are used. You can find the aligning and justifying options in the paragraph section in the Home Tab Page 19 of 43 Left Align Centre Align Right Align Justify Video provides a Video provides a Video provides a Video provides a powerful way to powerful way to powerful way to powerful way to help help you prove your help you prove your help you prove your you prove your point. When you point. When you point. When you point. When you click Online Video, click Online Video, click Online Video, click Online Video, you can paste in the you can paste in the you can paste in the you can paste in the embed code for the embed code for the embed code for the embed code for the video you want to video you want to video you want to video you want to add. You can also add. You can also add. You can also add. You can also type a keyword to type a keyword to type a keyword to type a keyword to search online for the search online for the search online for the search online for the video that best fits video that best fits video that best fits video that best fits your document. your document. your document. your document 4.4.2 Line and Paragraph Spacing Line spacing in MS Word can improve readability. Line spacing is the space between lines in a paragraph and the spacing between paragraphs. You can find the line and paragraph Spacing options in the paragraph section in the Home Tab. Line Spacing Line spacing is the space between two lines in a paragraph. MS Word allows you to select from 6 pre-defined Line Spacing options: 1.0, 1.15, 1.5, 2.0, 2.5, 3.0. Opening the Line Spacing dialog box while clicking “Line Spacing Options…” you can customize further the space between lines. Paragraph Spacing Paragraph spacing is the space between two paragraphs. You can Add Space Before Paragraphs or Remove Space Before Paragraphs. Opening the Line Spacing dialog box while clicking “Line Spacing Options…” you can customize further the space between lines. Line and Page Breaks In this set of options in the paragraph dialog box MS word provides tools to keep texts together and avoid single lines at the end of a page. 4.4.3 Paragraph borders and shading Adding borders and spacing to a paragraph can highlight the paragraph and standout of the rest of the paragraphs. You can find the paragraph borders and spacing options in the paragraph section in the Home Tab. 4.4.4 Tab stops and indents Adding the traditional indent to the first line of a paragraph or adding tabs to indent a line to a specific decimal place can bring clarity to a paragraph. You can find the paragraph increase and decrease indent options in the paragraph section in the Home Tab. Page 20 of 43 By default, when you press tab, the curser moves ½ Inch right. You can customize these tab stops by adding tabs to the ruler. Note: make sure you have set the ruler to visible. There are a few types of tab stops to choose from: The Left Tab aligns the text to the left at the tab stop. The Center Tab centers text across the tab stop. The Right Tab aligns the text to the right at the tab stop. The Decimal Tab aligns the text to decimal numbers using the decimal points. The Bar Tab draws a vertical line on the document. The First Line Indent inserts the indent marker on the ruler and indents the first line of text in a paragraph. The Hanging Indent inserts the hanging indent marker, and indents all lines other than the first line. 4.5 PAGE FORMATTING 4.5.1 Page Size MS Word provides a list of page size options to choose from in the Layout Tab. You may select any suitable page size for your project. MS Word is set to a default Letter size 8.5” x 11”. The commonly used page size in Sri Lanka is A4 8.27” x 11.60”. To receive a good outcome, it is a good practice to always select page size before begin. 4.5.2 Orientation Page Orientation is another impotent option you should select at the beginning of your work. There are two options to select form. Portrait and Landscape. Portrait is when the page is viewed vertically and is higher than it is wide. Landscape is when the page is viewed horizontally and is wider than it is high. 4.5.3 Margins Page margin is the space between the body text and the edge of the document. By default, page margins are set to Normal in a New Document, which is 1 inch from each of the sides of the document. You can select one of the preset margins from the drop down list, or customize your own margins by selecting custom margins. 4.5.4 Headers and Footers Headers and footers are the areas at the top and bottom of all pages. Information added to these areas will appear in all pages related to that document. 4.5.5 Page Numbers Adding page numbers to your document can keep all pages organized in the document. Page numbers can be added into the header, footer, or side margin. Page 21 of 43 4.5.6 Page Background, Boarders, and Watermarks To make your document more visually interesting and give it a different look you can add a color to the background of the document or a page boarder. You can also add text to the background of the documents. These are called watermarks. You may find these three options in the Design Tab on the far end in the page background section. Page Background You can select a page color from the many theme colors, stranded colors or by selecting more colors. You can also add an effect like a gradient by clicking the Fill Effects option. It is advisable that you do not add a page color to documents that you are going to print. Page Boarders Border add a stylish look to your document. There are many boarders to choose from. You can add a verity of line styles, colors, widths or even add a theme Watermark A watermark is a faint text that sits behind the main text of the document drawing attention. You may select from many predefined texts to add as a watermark or you can add your own text. 4.6 THEMES AND QUICK STYLES Adding themes and styles to a document not only gives it an aesthetic look but also brings clarity, readability, and consistency to the document. 4.6.1 Themes A theme is a set of formatting choices applied to text, color, and effects in the entire document. There are several predefined document themes in MS Word. However, you can also create your own by customizing and then saving an existing document theme. You may find all theme options in the Design Tab under Document Formatting. 4.6.2 Styles A style is set of font, color, and size formatting applied to selected text of a document. When a theme is selected from thee Design Tab, a set of predefined styles will appear in the Style section in the Home Tab. Customizing styles To edit or modify a style to your liking, go to the specific style, right-click, and select modify. You can make changes in the Modify Style dialog box and select add to style gallery. 4.7 BULLETED AND NUMBERED LISTS Inserting bulleted and numbered lists to your document can improve readability and emphasize text. You may find options for bulleted list and numbered list in the Home Tab in the Paragraph Section. Page 22 of 43 4.7.1 Bulleted List You can choose from the many predefined bullets provided in the bullet library. Symbols and Images You may also change the bullet character by add symbols or images to the list instead of bullets. To do this go to the bullet options dropdown list and select Define New Bullet. 4.7.2 Numbered List You can choose from the many predefined numbered list provided in the numbering library. 4.7.3 Multilevel List You can be more organized with your list by adding levels. You can choose from the many predefined multilevel lists provided in the bullet library. 4.8 COLUMNS AND TABLES 4.8.1 Columns As seen in newspaper articles and newsletters and flyers you can arrange text into columns in MS Word to present certain types of information. You can add text to columns by selecting the columns option in the page setup selection in the Page Layout Tab. You can choose to select one, two or three columns, or uneven columns left or right. By clicking the more columns options, you can increase the number of columns or ajust the width and spacing in columns. 4.8.2 Tables Tables are a great way of presenting information. In Word, tables can be inserted, drawn, or converted from text. You can add many different types of s tyles and formatting to tables. You can choose to Insert a table, draw a table, or convert text to table from the Table drop down. Once you insert the table you can change its design with the Design Contextual Tab and change the layout with the Layout Contextual Tab. 4.9 ILLUSTRATING DOCUMENTS 4.9.1 Pictures and Shapes Rotate Handle To make your word documents a lot more enticing to the reader, you can add pictures and shapes. They are a great way for illustrating important information. The picture and shapes commands are listed under Illustrations in the Insert tab. 4.9.2 Transforming Illustrations You can position, rotate, and resize pictures and shapes. In addition, pictures can be cropped to suit your needs. To transform pictures and shapes you can use the sizing handles Resize Handles Page 23 of 43 4.9.3 Wrapping Text around Graphics. To wrap text around a graphic you select the graphic and go to the Format Contextual Tab. There you choose the wrapping style such as in front of text or Square. 4.9.4 Special Effects You can add special effects to a graphic by going to the Format Contextual Tab. There you can choose from a variety of effects such as Picture Border and Picture Effects. 4.9.5 Adjusting Images Sometimes the images you choose may not look professional due to errors in photography. These errors can be corrected in word by going to the Adjust group in the Format Contextual Tab. 4.10 MAIL MERGE Mail Merge in MS Word allows you to create a batch of personalized letters, emails, envelops or labels to be sent to a list of contacts or people. You can for example, choose to change only the First Name, Surname, addresses and personal details such as an NIC number and send the same letter or email to everyone on your mailing list. You can also create and print a batch of envelops or address labels to be sent to unique mailing addresses. 4.10.1 Mail Merge Procedure When creating and printing letters, emails, labels or envelops, the mail merge process includes three documents. The Original document First, you will need to have the template document. This will include the body of a letter or the main text for an email. It may also include a company logo, image or graphic. Generally, this document will include all identical content that will appear on all letters or emails etc. The Mailing List The Mailing List contains all the data used to complete the original document. This list may include the First Names, Last Names, NIC numbers etc. Mail merge can get data from a verity of sources. A Microsoft Excel spreadsheet is the most common and easiest data source used for a mail merge. If working with Outlook, you can retrieve Outlook contact lists as a data source for mail merge. If you don't have a mailing list prepared, you can create one during the mail merge process. The Merged Document This document is the final output of the mail merge. It is a combination of the main document and the mailing list. Information from the mailing list such as names, ids will be added to the main document creating a personalized document for each person on the mailing list. Page 24 of 43 4.11 PROOFING AND REVIEWING Assume you are asked to proofread a document. One way of doing this is getting a printed copy, crossing out sentences, marking misspellings and adding comments in the margins. In Word, this can be done using Track Changes and Comments Features. 4.11.1 Tracking Changes When you start tracking changes, the lines that you insert will appear in red and the lines that you deleted will be cut off not deleted. 4.11.2 Accepting and Rejecting Changes Once you have tracked the changes the changes can be reviewed and accepted or rejected. 4.11.3 Adding Comments Comments in a document can be used to provide feedback to the author. The comments can be added even if you are not tracking changes. 4.12 PRINTING AND SHARING DOCUMENTS 4.12.1 Printing When the creation process of a document is done you may want to print the document so that it can be shared with others offline. 4.12.2 Sharing Documents In Word sharing your documents can be done using the Share feature. You can Email the file if you prefer or share the file online by uploading it to OneDrive. 4.13 UNDERSTAND THE TYPOGRAPHY Typography is one of the most important tools when creating visual messages and communication among people. It is the actual evidence, material which will store or convey any information in a human understandable format. Typography is the art and technique of using type, type meaning letters and characters (Fonts). Typeface – The name for an overall group/family of fonts. These include the highly recognizable Times New Roman and Helvetica, but also Garamond, Comic Sans and hundreds of others. Font – These are the variations within a typeface such as bold letters, condensed, italics and many others styles. However, nowadays many people use this term interchangeably with typeface. 4.13.1 Types of fonts There are many categories of fonts but the most commonly recognized types are Serif Fonts, Sans Serif Fonts and Display Fonts. Page 25 of 43 SERIF FONTS Typefaces with small parts other than the basic shape of the font that are called serif. These typefaces are commonly used in classical documents or designs. SANS-SERIF FONTS Sans means “without” so the typefaces with-out small parts called Sans-Serif. These fonts are commonly used in web pages, newspapers or device related apps etc. DISPLAY FONTS Display fonts come in many different styles, like script, blackletter, all caps, and just plain fancy. Because of their decorative nature, display fonts are best for small amounts of text, like titles and headers and more graphic-heavy designs. 4.13.2 Download font styles Below web sites provide you with vast number of free font styles to be downloaded and use as you wish. www.dafont.com www.1001fonts.com 4.13.3 Sinhala/Tamil Fonts There are many font styles that can be installed in to your PC or device but the international standard is Unicode fonts, that can be recognized in any modern computers/devices all over the world. You may download the Sinhala/Tamil fonts from below links. The keyboard layout for each font style can be different. https://studentlanka.com/2012/03/03/download-sinhala-and-tamil-unicode-fonts-free/ http://www.gurulk.com/download-sinhala-fonts.php http://www.gurulk.com/download-tamil-fonts.php Page 26 of 43 4.13.4 Applications and Tools to type Sinhala & Tamil text There are many applications (Apps) and Tools that can be used to type or make Sinhala and Tamil text or words. 1. “පැන්සල” - is a program that allows you to easily type Sinhala words in your computer in real time. Below links can be used to type text in English (Singlish) and convert to Sinhala/Tamil https://ucsc.cmb.ac.lk//ltrl/services/feconverter/t1.html https://www.helakuru.lk/ https://www.google.com/intl/si/inputtools/try/ http://www.easytamiltyping.com/ 4.13.5 How to type in Sinhala using පැන්සල 1. First download and install පැන්සල 2. Open පැන්සල 3. You can type either in Unicode or in Normal (Office) mode. 4. Assume you are typing in Unicode format, you can type in singlish and පැන්සල will suggest you matching words. 5. Type the number of the word and the word will be inserted to the document. සිංහල 6. The keymap can be view buy clicking on the key map button. Page 27 of 43 4.13.6 How to type in Sinhala without using පැන්සල In order to type in Sinhala without using පැන්සල you can use the Wijesekara keyboard layout. To insert special characters the Insert->Symbol option of Word can be used. Page 28 of 43  PART ONE – WORKBOOK PART 01 – ICT and Computing Basics & Microsoft Word 2019 CHAPTER 01 - FUNDAMENTALS OF ICT 1.1 EXERCISE 01. What is ICT? 02. What is the difference between Data and Information? 03. Match the following: Data [ ] a. Processed Data Information [ ] b. Machines and techniques Communication [ ] c. Raw facts Technology [ ] d. Imparting information 04. In 1981 IBM introduced its first computer for the home user. This computer was a… a. Fourth Generation Computer. b. First Generation Computer. c. Second Generation Computer. d. Third Generation Computer. 05. Match the following: First Generation [ ] a. Transistors Second Generation [ ] b. Integrated Circuits (IC) Third Generation [ ] c. Artificial Intelligence (AI) Fourth Generation [ ] d. Vacuum tube technology Fifth Generation [ ] e. Microprocessor 06. Explain in brief the impact of ICT today. Page 29 of 43 CHAPTER 02 - COMPUTER SYSTEM 2.1 EXERCISE 01. What comprises of a total computer system? 02. Match the following Mouse [ ] a. Input Device Monitor [ ] b. Output Device Keyboard [ ] c. Storage Device Hard Disk [ ] d. Processing Device Printer [ ] e. Input and Output Device CPU [ ] Touchscreen [ ] 03. Specify whether these statements are TRUE or FALSE. a. The Motherboard can be considered the glue that holds all the other components of the computer together. [ ] b. Random Access Memory is Read-Only. [ ] c. Cache Memory sits between the RAM and the CPU. [ ] d. The Central Processing Unit consists of the Control Unit, ALU and Registers. [ ] 04. What are the two types of software? Give two examples for each. 05. Name the following ports Page 30 of 43 CHAPTER 03 - COMPUTER ENVIRONMENT 3.1 EXERCISE 01. A) List different things that you can see throughout the bootstrapping process. B) At the end of the bootstrapping process to which screen are you taken to. 02. Write down the file formats for each given application. Application File Format Microsoft Word 2019 Microsoft Excel 2019 Microsoft PowerPoint 2019 Adobe Photoshop Adobe Acrobat Reader Windows Voice Recorder 03. What are the keyboard shortcuts for the following operations? A) Save B) Open C) Copy D) Cut E) Paste F) Permanently deleting a file 04. A) What is the usage of the Recycle Bin? B) State whether these statements are TRUE or FALSE. When a file is deleted by pressing the delete button it is sent to the Recycle Bin. [ ] The files that are there in the Recycle Bin can never be restored. [ ] When you delete a file by pressing Shift + Delete the file is deleted forever. [ ] When you are deleting a file it is not necessary to first select the file. [ ] 05. State whether these statements are TRUE or FALSE. When you cut a file the file is deleted from the source. [ ] To paste a file to a new location the file must first be copied or cut. [ ] You can use Windows File Explorer to copy, cut and paste files. [ ] There is a difference between Cut, Copy, Paste in the Windows environment compared to Cut, Copy, Paste in MS Word. [ ] Only files can be copied not folders. [ ] Page 31 of 43 3.2 ACTIVITY 3.2.1 Powering on your computer  Locate the power button and press it once. 3.2.2 User Accounts  Login to your computer as the BCI user by supplying the correct password (The password is lab). 3.2.3 The Desktop The desktop is where you usually do all your work.  Change the desktop background.  Add a screen saver.  Double click on a desktop icon to open an application. There’s a difference between clicking and double clicking. Usually double click is used when opening an application, a file or a folder. In most of the other situations single click is used.  I understand the difference between Double clicking and clicking 3.2.4 Managing Files In Windows file system there are partitions, files and folders. In addition to these on your computers there will be some network drives (example: Student Server, Exam Server). Creating a folder  To create a folder first open the File Explorer window.  Select the partition that you want to create the folder in.  Then go to the home tab and select New Folder.  Provide a name for the folder (eg: My Files).  Press the “Enter” key to apply the name. Creating a file  Open notepad from the Start Menu.  Type a sentence about yourself.  Go to File → Save As.  Select the location in the file system that you want to save the file in.  Give the file the name “MySelf”.  Click on Save.  Now open file explorer and try to locate the file that you just created. Page 32 of 43 Renaming a file or folder  Open File Explorer.  Create a folder called “Folder1”.  Create a file called “file1” inside “Folder1”.  Right click on the file and select the rename option.  Rename the file to.  Press enter to apply the changes. Copying and Pasting files  Open File Explorer.  Go the partition D.  Create two folders and name them “folder_1” and “folder_2” respectively.  Open note pad and save a file inside folder_1.  Right click on the saved file and select copy from the menu that appears.  Go to folder_2 and right click on an empty space.  Select paste from the menu that appears.  Are there other ways of copying and pasting files? Cutting and Pasting files  Open File Explorer.  Go the partition C.  Create two folder and name them “folder_1” and “folder_2” respectively.  Open note pad and save a file inside folder_1.  Right click on the saved file and select cut from the menu that appears.  Go to folder_2 and right click on an empty space.  Select paste from the menu that appears. Deleting files to the Recycle Bin  Go to folder_2 that you created in the previous activity.  Select the file you pasted and press delete.  The file will be deleted and placed inside a location called Recycle Bin.  Open the Recycle Bin to view the deleted file.  Restore the file from the Recycle Bin. Permanently deleting files  Select a file that you created in a previous activity.  Press Shift + Delete in the keyboard.  The file will be deleted forever. 3.2.5 Applications Opening Applications  Click on the Start Menu icon.  Search for Microsoft Word.  Click on the Microsoft Word menu item to open the application. Page 33 of 43 Application Windows  Open Microsoft Excel.  Minimize the Excel window to the task bar.  Maximize the Excel window from the task bar.  Restore the maximized window.  Click and drag the title bar to move the window.  Close the Excel window. File Formats  Right click on a file and select properties.  What is the file format of the selected file? 3.2.6 The Control Panel Certain setting of your computer system can be viewed and configured using the Control Panel. System  Open the System window.  Find out the amount of memory that your computer is currently having.  Find out whether the system is 32 bit or 64 bit.  What kind of a processor is being used by your computer? Installing Fonts  Download a font file from the Internet.  Open the Fonts window in the control panel.  Copy the font file.  Paste it into the Fonts window. 3.2.7 Shutting down the computer  Go to the windows menu and click on “power” and select shutdown from the menu that appears. There are situations where you have to restart your computer, this could be due to a slow computer or a computer that is stuck. Sometimes just after installing an application you will be asked to Restart the computer.  Go to the windows menu and click on “power” and select restart from the menu that appears. Page 34 of 43 CHAPTER 04 MICROSOFT WORD 2019 4.1 EXERCISE 01. What are the keyboard shortcuts for the following operations? A) Find B) Replace C) Print D) Select All F) Undo G) Redo 02. A) To change the case of text which command would you use? 1 2 3 4 B) To change the size of the page which tab do you select? C) To insert an image which tab do you select? D) To add a bulleted list which command would you use? 1 2 3 E) How do you align text to the right margin? 1 2 3 4 03. Find out where these commands are located. A) B) C) D) E) Page 35 of 43 4.2 ACTIVITY Type in the following letter. Feb 5, 2018 Mr. Minol Perera Personnel Director Summit Business Media 7190 Industrial Road Colombo 10. Dear Mr. Minol, I have the skills and potential to fill the Administrative Assistant position that you advertised for on topjobs.lk. I will receive my Certificate in Information and Communication technology from Benedict XVI Catholic Institute. As part of my curriculum, I have worked with Microsoft programs such as Word, Excel, PowerPoint. I have also acquired a strong foundation in Adobe Photoshop, Internet & Email and Computer security. To further support your base requirements, I would bring an enthusiastic and energetic approach to this position. I take direction well, but am also capable of working independently. I am very focused about the work I do and am able to execute projects from conception to completion. My resume is enclosed for your consideration. I know that I would be an asset to your team and would very much appreciate the opportunity to discuss how my education, experience, and creativity could contribute to Summit Business Media. I will contact you next week to confirm receipt of my resume. Thank you for your time and consideration. Sincerely, Page 36 of 43 4.3 ACTIVITY Type the following letter Benedict XVI Catholic Institute of Higher Education 495, Minuwangoda Road Bolawalana, Negombo, Sri Lanka. Parents Evenings Thursday 25th January 2018 We consider this to be the most important opportunity for you to meet with your child's class teacher and discuss in detail progress, concerns and future considerations. We hope that you will be able to attend. Parents evening will take place in the School Hall. If you need to bring younger children with you, please ensure that they are supervised at all times. The teacher will be able to spend no more than 5 minutes with each set of parents. Please return the attached form by Friday 19th January 2018. Yours Sincerely, HEAD TEACHER INSTITUTE PARENTS EVENING I would like an appointment on Thursday 25th January 2018 between: 3.30 PM - 4.00 PM 4.00 PM - 4.30 PM 4.30 PM - 5.00 PM 5.00 PM - 5.30 PM 5.30 PM - 6.00 PM 6.00 PM - 6.30 PM ………………………….. Parents Signature Page 37 of 43 4.4 ACTIVITY Recreate the following CV Objective: To be an employee of a well reputed organization which would enable me to develop and utilize my strong intellectual and interpersonal skills & thereby, benefit me in gaining experience by working dedicatedly towards assigned goals 1. PERSONAL INFORMATION: Name : Kamal Kurukulasooriya Date of Birth : 25th Jan 1995 Address : No. 65, Galle road, Moratuwa. Contact numbers: 0771234567 / 011 1234567 Email : [email protected] NIC No. : 950254960V Religion : Roman Catholic Alma Mater : St. Joseph’s College, Colombo 10 2. EDUCATIONAL QUALIFICATIONS: 2.1 Professional Education: Examination: CIM – Professional Certificate in Marketing Level 4 Affiliated School of Marketing: ABC School of Marketing, Visaka Road, Colombo 04 Subject Grade % Mark Marketing Distinction 78 Customer Experience Pass 50 Integrated Communication Merit 61 Page 38 of 43 2.2 Primary & Secondary Education: Examination : G.C.E. Advanced Level Index No. : 1012345 Year : 2015 Stream : Bio-Science Medium of Study: English Z-Score : 0.9028 Subject Grade Biology C Chemistry C Physics C English Language A Examination : G.C.E. Ordinary Level Year : 2012 Medium of Study: English Subject Grade Sinhala Language & Literature A Roman Catholicism A English Language A History A Science & Technology A Mathematics A Western Music A Information & Communication A Technology Commerce & Accounting A 2.3 Co-curricular Gain: 2.3.1. English Proficiency: Completed up to Grade 03 Elocution Examinations conducted by XYZ Academy of Speech & Drama. 2.3.2. Computer Proficiency: Successfully completed Certificate in Information Technology (CICT) course conducted by Benedict XVI Catholic Institute for Higher Education. Bolawalana, Negombo. Page 39 of 43 3. INVOLVEMENT IN EXTRA-CURRICULAR ACTIVITIES: 3.1 Prefects’ Body of St. Joseph’s College: Appointed ‘Head Prefect’ 2014/2015. College Senior Prefect and Assistant General Secretary 2012/2013 College Senior Steward 2012 3.2 St. Cecilia’s Choir of St. Joseph’s College (SCCSJC): Was a member of SCCSJC since 2006. Appointed Co-Choir Leader in 2014. 4. DETAILS OF NON-RELATED REFEREES: Mr. Ruwan Rupasinghe, Director, ABC School of Marketing Visaka Road, Colombo 043. [email protected] +94(0)717 567 890 +94(0)112 567 890 I hereby pledge that the aforementioned details are true and accurate to the best of my knowledge and ability. ………………………. …………………………… Signature Date Page 40 of 43 4.5 ACTIVITY Recreate this Newsletter Page 41 of 43 Page 42 of 43 4.6 ACTIVITY 1. Create the following envelop using mail merge. 2. Create the following results sheet using mail merge. Page 43 of 43