Computer ICT Awareness
Computer ICT Awareness
pdf
2 Computer Organisation.pdf
3 Software and Programming Languages.pdf
4 Communication and Computer Network.pdf
5 Operating System.pdf
6 Using Window XP.pdf
7 Basics of MS Word.pdf
8 Working with Text.pdf
9 Working with Tables, Graphics and Pages.pdf
10 Document Views and Formatting.pdf
11 Mail Merge.pdf
12 MS Excel_ Basic.pdf
13 Formatting Worksheets.pdf
14 Formulas and Functions.pdf
15 Charts and Graphics.pdf
16 Preparing Slides.pdf
17 Fundamental of Internet.pdf
1
BASIC CONCEPTS
1.1 INTRODUCTION
Let us begin with the word ‘compute’. It means ‘to calculate’. We all
are familiar with calculations in our day-to-day life. We apply math-
ematical operations like addition, subtraction, multiplication, etc.
and many other formulae for calculations. Simple calculations take
less time. But complex calculations take much longer time. Another
factor is accuracy in calculations. So man explored with the idea to
develop a machine, which can perform this type of arithmetic calcu-
lation faster, and with full accuracy. This gave birth to a device or
machine called ‘computer’.
1.2 OBJECTIVES
After going through this lesson, you would be in a position to:
l define a computer
l identify the characteristics of a computer
l explain the origin and evolution of a computer
l identify the capability of computer in terms of speed and accuracy
l distinguish computer from human beings and calculator
l appreciate the evolution of computer through five generations
l define the different types of computers based on electronics
l explain the classification of computer on the basis of size of
memory
2 :: Basic Computing Skills
(d) Versatility
It means the capacity to perform completely different type of work.
You may use your computer to prepare payroll slips. Next moment
you may use it for inventory management or to prepare electricity
bills or prepare accounts, etc. Therefore computer is highly versa-
tile.
(e) Power of Remembering
Computer has the power of storing huge amount of information or
data.Information can be stored and recalled as long as you require
it, for any number of years. It depends entirely upon you, how much
data you want to store in a computer and when to use or retrieve
these data.
(f) No IQ
Computer is a dumb machine and it cannot do any work without
instructions from the user. It is considered as a faithful idiot that
can only perform the instructions given to it at tremendous speed
and with high accuracy without understanding of the work being
done. Computer has to be guided as to what you want to do and in
what sequence. So a computer cannot take its own decision as you
can.
(g) No Feeling
It does not have feelings or emotion, taste, knowledge and experi-
ence. Thus it does not get tired even after long hours of work. It does
not distinguish between users.
(h) Storage
The computer has an in-built memory where it can store a large
amount of data. You can also store data in secondary storage de-
vices such as floppies and CDs, which can be kept outside your
computer and can be carried to other computers.
INTEXT QUESTIONS
It was in the year 1823 that a famous English man Charles Babbage
built a mechanical machine to do complex mathematical calcula-
tions. It was called difference engine. Later he developed a general-
purpose calculating machine called analytical engine. You should
know that Charles Babbage is called the Father of computers.
INTEXT QUESTIONS
IBM 1920 : Its size was small as compared to First Generation com-
puters and mostly used for scientific purpose.
IBM 1401 : Its size was small to medium and used for business
applications.
CDC 3600 : Its size was large and used for scientific purpose.
Fig. 1.4
12 :: Basic Computing Skills
Digital Computers
In digital computers, mathematical expressions are represented as
binary digits (0 and 1) and all operations are done using these digits
at a very high rate. It means that the computer operates on electri-
cal inputs that have only two states, ON and OFF. These computers
are widely used in commercial and control systems. Now a days
when we use the word computer, we mostly refer to a digital com-
puter.
Fig. 1.5
Hybrid Computers
Fig. 1.6
INTEXT QUESTIONS
Fig. 1.7
Fig. 1.8
text by the artist, where the artist has to draw lines and boxes manu-
ally to create a ready to use artwork.
Fig. 1.9
The method of DTP involves, (i) typing the text on the computer
keyboard, (ii) setting it in the page form with the help of DTP software,
(iii) giving different fonts to Headings, captions, etc. by simple
commands, and (iv) taking the final printout on a laser printer.
Ventura, PageMaker, CorelDraw are some of the software using which
very high class text setting, graphics designs and simple line drawings
can be created faster and more accurately.
1.9.3 Computer and Medical Science
Computers have proved to be very useful in the field of medical
science. In hospitals, computers are used for monitoring patients,
raising the alarm if the pulse rate falls below a certain level, main-
taining medical records, record of patient's treatment, laboratory
test, billing, etc. Computer controlled electronic scanners can build
up a picture of a patient slice by slice, measuring the strength of the
rays which have been sent through the body. A computer uses this
information to show a cross section of the body revealing any abnor-
malities which cannot be seen from outside. Computers also help a
doctor to perform difficult surgical procedures.
1.9.4 Space Research
INSAT IIB and all the satellites and spacecraft could not have taken
their flight but for the valuable assistance provided to the scientists
by computers. Spacecrafts are monitored with the help of comput-
Basic Concepts :: 19
ers, which not only keep the continuous analog records of the voy-
age and the digital records of the speed direction, fuel, tempera-
ture, but also suggests corrective measures which are to be taken in
case of some error. The picture shows an American Space shuttle
lifting off. The space shuttle was totally designed using computers.
Thus the computers have arrived in a big way and have become
essential for our life.
Fig. 1.10
4. Why did the size of computer get reduced in the third generation
computer?
5. Discuss briefly the computer applications in various fields.
Scale Integration
7. Fourth Generation
2
COMPUTER ORGANISATION
2.1 INTRODUCTION
In the previous lesson we discussed about the evolution of com-
puter. In this lesson we will provide you with an overview of the
basic design of a computer. You will know how different parts of a
computer are organized and how various operations are performed
between different parts to complete a specific task. As you know
from the previous lesson the internal architecture of computer may
differ from system to system, but the basic organization remains the
same for all computer systems.
2.2 OBJECTIVES
After going through this lesson you would be able to:
l explain basic organization of computer system
l define arithmetic logical unit, control unit and central process-
ing unit
l differentiate between bit, byte and a word
l differentiate between primary memory and secondary memory
l explain primary storage and secondary storage units
l All data and instructions are stored here before and after
processing.
l Intermediate results of processing are also stored here.
3. Processing: The task of performing operations like arithmetic
and logical operations is called processing. The Central Process-
ing Unit (CPU) takes data and instructions from the storage unit
and makes all sorts of calculations based on the instructions
given and the type of data provided. The result is then sent back
to the storage unit.
4. Output: This is the process of producing results from the data
for getting useful information. The results could either be dis-
played on the screen or may be printed for future reference. The
output unit therefore allows the results to be either stored in-
side the computer for further processing or may give you the
results in human readable form.
5. Control: The process of input, output, processing and storage is
performed under the supervision of a unit called ‘Control Unit’.
It decides when to start receiving data, when to stop it, where to
store data, etc. It takes care of step-by-step processing of all
operations inside the computer.
2.4 FUNCTIONAL UNITS
In order to carry out the operations mentioned in the previous sec-
tion the computer allocates the task between its various functional
units. The computer system is divided into three separate units for
its operation. These are 1) arithmetic logical unit, 2) control unit,
and 3) central processing unit.
(a) Arithmetic Logical Unit (ALU)
After you enter data through the input device it is stored in the
primary storage unit. Arithmetic Logical Unit performs the actual
processing of data and instruction. The major operations performed
by the ALU are addition, subtraction, multiplication, division, logic
and comparison. Data is transferred to ALU from storage unit when
required. After processing, the output is returned back to storage
unit for further processing or getting stored.
(b) Control Unit (CU)
The next component of computer is the Control Unit, which acts
like the supervisor seeing whether things are done in proper fash-
24 :: Basic Computing Skills
Hardware Software
Fig. 2.2: Computer Architecture
4. Ports
5. Motherboard
6. Hard disk
7. Output Devices
8. Input Devices
All these components are inter-connected for the personal computer
to work.
INTEXT QUESTIONS
execute a program and ii) data. When the computer is doing any
job, the data that have to be processed are stored in the primary
memory. This data may come from an input device like keyboard or
from a secondary storage device like a floppy disk.
As program or the set of instructions is kept in primary memory, the
computer is able to follow instantly the set of instructions. For ex-
ample, when you book ticket from railway reservation counter, the
computer has to follow the same steps: take the request, check the
availability of seats, calculate fare, wait for money to be paid, store
the reservation and get the ticket printed out. The program contain-
ing these sequential steps is kept in memory of the computer and is
followed for each request.
But inside the computer, the steps followed are quite complex than
what we actually see on the monitor or screen. In computer’s memory
both programs and data are stored in the binary form. You have
already been introduced with decimal number system, that is the
numbers 1 to 9 and 0. The binary system has only two values 0 and
1. These are called bits. As human beings, we all understand deci-
mal system but the computer can only understand binary system. It
is because a large number of integrated circuits inside the com-
puter can be considered as switches, which can be made ON or
OFF. If a switch is ON it is considered 1 and if it is OFF it is 0. A
number of switches in different states will give you a message like
this: 110101…10. So the computer takes input in the form of 0 and
1 and gives output in the form 0 and 1 only. Is it not absurd if the
computer gives outputs as 0’s & 1’s only? But you do not have to
worry about. Every number in binary system can be converted to
decimal system and vice versa; for example, 1010 meaning decimal
10. Therefore it is the computer that takes information or data in
decimal form from you, convert it into binary form, process it pro-
ducing output in binary form and again convert the output to deci-
mal form to make it understandable.
The primary memory in the computer is in the form of IC’s (Inte-
grated Circuits). These circuits are called Random Access Memory
(RAM). Each of RAM’s locations stores one byte of information. (One
byte is equal to 8 bits). A bit is an acronym for binary digit, which
stands for one binary piece of information. This primary or internal
storage section is made up of several small storage locations (ICs)
called cells. Each of these cells can store a fixed number of bits
called word length.
Each cell has a unique number assigned to it called the address of
Computer Organisation :: 27
the cell and it is used to identify the cells. The address starts at 0
and goes up to (N-1). You should know that the memory is like a
large cabinet containing as many drawers as there are addresses on
memory. Each drawer contains a word and the address is written on
outside of the drawer.
(a) Capacity of Primary Memory
You know that each cell of memory contains one character or one
byte of data. So the memory capacity is defined in terms of byte or
words. The relation is: 1 kilobyte (KB) =1024 bytes. Thus 64 kilo-
byte (KB) memory is capable of storing 64x1024 = 32,768 bytes. The
memory size ranges from few kilobytes in small systems to several
thousand kilobytes in large mainframe and super computers. In
your personal computer you will find memory capacity in the range
of 32 MB, 64 MB and even 128 MB (MB = Million bytes and 1 MB =
1024 KB).
The following terms related to memory of a computer are discussed
below:
1. Random Access Memory (RAM): The primary storage is referred
to as random access memory (RAM) because it is possible to
randomly select and use any location of the memory directly for
storing and retrieving data. It takes same time to reach any ad-
dress of the memory whether it is in the beginning or in the
last. It is also called read/write memory. The storage of data and
instructions inside the primary storage is temporary. It disap-
pears from RAM as soon as the power to the computer is switched
off. The memory, which loose its contents on failure of power
supply, are known as volatile memories. So now we can say that
RAM is volatile memory.
2. Read Only Memory (ROM): There is another memory in com-
puter, which is called Read Only Memory (ROM). Again it is the
ICs inside the PC that form the ROM. The storage of program in
the ROM is permanent. The ROM stores some standard pro-
cessing programs supplied by the manufacturer to operate the
personal computer. The ROM can only be read by the CPU but it
cannot be changed. The basic input/output program, which is
required to start and initialize equipment attached to the PC, is
stored in the ROM. The memories, which do not loose their
contents on failure of power supply, are known as non-volatile
memories. ROM is a non-volatile memory.
28 :: Basic Computing Skills
INTEXT QUESTIONS
You are now clear that the operating speed of primary memory or
main memory should be as fast as possible to match with the CPU
speed. These high-speed storage devices are very expensive and hence
the cost per unit of storage is also very high. Again the storage
capacity of the main memory is also very limited. Often it is neces-
sary to store hundreds of millions of bytes of data for the CPU to
process. Therefore additional memory is required in all the com-
puter systems. This memory is called auxiliary storage, backup stor-
age or secondary storage.
In this type of memory the cost per bit of storage is low. However,
the operating speed is slower than that of the primary storage. Huge
volume of data are stored here on permanent basis and transferred
to the primary storage as and when required. Most widely used
secondary storage devices are magnetic tapes, floppy disk, magnetic
disk and optical disks.
4. Optical Disk:
With every new application and software there is greater de-
mand for memory capacity. It is the necessity to store large
volume of data that has led to the development of optical disk
storage medium. Optical disks read and write the data using
light and not the magnetization as in above storage devices. Op-
tical disks can be divided into the following categories:
1. Compact Disk/Read Only Memory (CD-ROM): CD-ROM
disks are made of reflective metals. CD-ROM is written dur-
ing the process of manufacturing by high power laser beam.
Here the storage density is very high, storage cost is very
low and access time is relatively fast. Each disk is approxi-
mately 4 ½ inches in diameter and can have over 600 MB of
data. As the CD-ROM can be read only we cannot write or
make changes into the data contained in it.
2. Write Once, Read Many (WORM): The inconvenience that
we cannot write anything onto a CD-ROM is avoided in
WORM. A WORM allows the user to write data permanently
on to the disk. Once the data is written it can never be
erased without physically damaging the disk. Here data can
be recorded from keyboard, video scanner, OCR equipment
and other devices. The advantage of WORM is that it can
store vast amount of data amounting to gigabytes (10' bytes).
Any document in a WORM can be accessed very fast, say
less than 30 seconds.
3. Erasable Optical Disk: These are optical disks where data
can be written, erased and re-written. This makes use of a
laser beam to write and re-write the data. These disks may
be used as alternatives to traditional disks. Erasable optical
disks are based on a technology known as magneto-optico
(MO). To write a data bit on to the erasable optical disk the
MO drive’s laser beam heats a tiny, precisely defined point
on the disk’s surface and magnetises it.
2.7 DATA REPRESENTATION IN COMPUTER MEMORY
As we know the central processing unit (CPU) in a computer system
uses electronic elements such as switches, etc. which are repre-
sented in one of the two states viz, on or off, high or low, etc. These
two states are indicated as 1 and 0. If a switch is on, it is said to be in
state 1 and if it is off, it is state 0. In other words, a computer oper-
Computer Organisation :: 33
ates with only two digits 0 and 1, called binary digits (or bits). In
memory, a bit position is a miniature transistor within an integrated
circuit. The data is represented as a string consisting of 0s and 1s.
Hence the ordinary decimal system of data representation is not
suited to CPU. It works with simple but rather longish binary sys-
tem.
2.7.1 Binary System:
Binary system works with only two bits: 0 and 1 unlike the decimal
system that works with 10 digits, 0 through 9. Let us take the num-
ber 1267 of ordinary decimal system. Its binary equivalent is com-
puted below by successive division by 2. And, then (on the right
hand side) 1267 is got back by conversion by weightage of 2*.
1267 = 10011110011
Table 2.1
Thus, 0.3125 = 0.0101, the bits having been arranged from top to
bottom.
1+0=1
0+1=1
0+0=0
Computer Organisation :: 35
Example :
Binary addition
Carry over 1 1 1 1 1 1 1 x x 1 x
0 1 1 0 1 0 1 0 0 1 1
+ 1 0 0 1 1 1 1 0 0 1 1
1 0 0 0 0 1 0 0 0 1 1 0
We shall stop here and would not take up binary subtraction, multi-
plication and division since computer performs these operations too
in addition mode. For example, to multiply 9 by 5 it would add 1001
(equivalent of 9) 5 times. Therefore, computer is sometimes simply
defined as a fast adder.
2.7.2 Octal Number System
It is seen that the length of binary numbers can become quite long
and cumbersome to use. Octal system (base 8) is thus often used to
convert binary numbers to a form requiring lesser number of digits.
The octal system uses the eight symbols 0, 1, 2, ……… 7. As its
radix 8 is a power of 2, it is fairly simple to convert binary to octal
and vice-versa.
To convert a binary number into an octal number, we will group
together successive three bits of the binary number starting with its
least significant bit (i.e., the right-most). These three bit groups are
then replaced by their octal equivalents. This mechanism works be-
cause all the digits in octal system, namely 0, 1, 2,……………7, may
be represented by three bit groups. The table below illustrates this.
Octal Binary Octal Binary Octal Binary
0 000 3 011 6 110
1 001 4 100 7 111
2 010 5 101
Example : Binary numbers 001 100 111 001
Octal equivalent 1 4 7 1
3 2 1 0
Decimal equivalent 1x8 +4x8 +7x8 +1x8
= 512 + 256 + 56 + 1
= 825
36 :: Basic Computing Skills
and special symbols by adding two more bits (known as the zone
bits) on the left of the 4 bit sets in the above table. By permuting the
two zones bits, the representations for alphabets and special sym-
bols as shown in Table. 2.3 can be obtained, those for the alphabets
as hereunder:
Character BCD representation Character BCD representation
0 00 0000 J 10 0001
1 00 0001 K 10 0010
2 00 0010 L 10 0011
3 00 0011 M 10 0100
4 00 0100 N 10 0101
5 00 0101 O 10 0110
6 00 0110 P 10 0111
7 00 0111 Q 10 1000
8 00 1000 R 10 1001
9 00 1001
A 11 0001
B 11 0010 S 01 0010
C 11 0011 T 01 0011
D 11 0100 U 01 0100
E 11 0101 V 01 0101
F 11 0110 W 01 0110
G 11 0111 X 01 0111
H 11 1000 Y 01 1000
I 11 1001 Z 01 1001
Table. 2.3
6
With the 6 bits, it is possible to have 2 = 64 codes and this suffices
to represent all the digits (10), alphabets (26, only upper case) and
special symbols (around 15).
2.7.4 Hexadecimal System
Although the BCD system increases the flexibility and ease of pro-
gramming numeric data, it does require more computer space to
record each number. The hexadecimal (hex) system, using base 16,
incorporates the convenience of the BCD system with the full stor-
38 :: Basic Computing Skills
For example, consider a string (0010 1111 0001 1110 1100). This
can be converted into hexadecimal system as follows.
0010 1111 0001 1110 1100
2 F 1 E C =(2F1EC)
16
We take few examples for demonstrating the conversion procedure
from one number system to another system.
Example 1: Convert the following numbers into decimal system:
(i) 101011010 (Binary)
(ii) 765 (Octal)
(iii) 125F (Hexadecimal)
Computer Organisation :: 39
Solution:
(i) 10101010 (binary)
7 6 5 4 3 2
= 1 x 2 + 0 x 2 + 1 x 2 + 0 x 2 + 1 x 2 + 0 x 2 +
1 0
1x2 +0x2
= 1 x 128 + 1 x 32 + 1 x 8 + 1 x 2
= 128 + 32 + 8 + 2 = 170
Hence 10101010 (binary) = 170 (decimal)
(ii) 765 (octal)
2 1 0
=7x8 +6x8 +5x8
= 7 x 64 + 6 x 8 + 5 x 1
= 448 + 48 + 5 = 501
Hence 765 (octal) = 501 (decimal)
(iii) 125F (Hexadecimal)
3 2 1 0
= 1 x 16 + 2 x 16 + 5 x 16 + 15 x 16
= 1 x 4096 + 2 x 256 + 5 x 16 + 15 x 1
= 4096 + 512 + 80 + 15
= 4703
Hence 125F (Hexadecimal) = 4703 (decimal).
The number (2F1EC) can be converted into decimal system as
16
follows:
4 3 2 1 0
Positional 16 16 16 16 16
Value 2 F 1 E C
12 x 1 = 12
14 x 16 = 224
1 x 256 = 256
15 x 4096 = 61,440
2 x 65536 = 1,31,072
= 1,93,004
Thus (0010 1111 0001 1110 1100) = (2F1EC) = (193004)
2 16 10
40 :: Basic Computing Skills
2.7.5 Byte
A single bit which can only be ‘off’ or ‘on’ cannot be used to repre-
sent the decimal digit 0-9, nor can single bit represent the letters of
the alphabets or special characters. For a computer memory to be
useful, it must be able to store numbers, letters of the alphabets
and special characters. To accomplish such a task, computer
designers utilize a series of bits. Codes are assigned to the various
combinations, which can be obtained from the series of bits being
‘on’ or ‘off’. The various combinations represent letters of the alphabet,
numbers, and special characters as shown in Table 2.5.
Many computers use a combination of eight bits as a unit for storing
data. These eight bits are called a byte. Thus, byte is a location in
the main computer memory consisting of eight adjacent bits.
Character BCD EBCDIC ASCII-8
0 00 0000 1111 0000 0011 0000
1 00 0001 1111 0001 0011 0001
2 00 0010 1111 0010 0011 0010
3 00 0011 1111 0011 0011 0011
4 00 0100 1111 0100 0011 0100
5 00 0101 1111 0101 0011 0101
6 00 0110 1111 0110 0011 0110
7 00 0111 1111 0111 0011 0111
8 00 1000 1111 1000 0011 1000
9 00 1001 1111 1001 0011 1001
A 11 0001 1100 0001 0100 0001
B 11 0010 1100 0010 0100 0010
C 11 0011 1100 0100 0100 0100
D 11 0100 1100 0101 0100 0101
E 11 0101 1100 0101 0100 0101
F 11 0110 11 00 0110 01 00 0110
G 11 0111 11 00 0111 01 00 0111
H 11 1000 1100 1000 0100 1000
I 11 1001 1100 1001 0100 1001
Computer Organisation :: 43
2.7.6 ASCII Code : One of the most widely used coding systems to
represent data in main computer memory is the American Standard
Code for Information Interchange, called the ASCII Code. In ASCII
system, each digit in a numeric value is stored in a single byte. For
example, the numeric value 4263 would require four bytes of memory
when stored using the ASCII code. The ASCII code uses the right
most seven bits of the 8-bits = one byte to represent number, letters
of the alphabet, and special characters. This provides for the
representation of a maximum of 128 individual characters. With the
ASCII code, the left most bit is not used to represent characters.
Each letter of the alphabet is represented by a unique combination
of bits being ‘on’ or off. Table 2.5 above illustrates the representa-
tion of the letters of the alphabet A-Z.
2.7.7 EBCDIC System
While the ASCII code is widely used on personal computer and many
44 :: Basic Computing Skills
The above type of parity bit is known as the even parity bit since the
number of 1’s in the 7-bits set for a representation is always even.
Similarly, the odd parity check can be employed but the two checks
are mutually exclusive, i.e., only one of them is performed.
INTEXT QUESTIONS
Fig. 2.8
A pen (also called a stylus), looks like a simple ballpoint pen but
uses an electronic head instead of ink. The tablet contains electronic
Computer Organisation :: 49
Fig. 2.12
7. Scanner: The keyboard can input only text through keys pro-
vided in it. If we want to input a picture, the keyboard cannot
help us. Scanner is an optical device that can input any graphi-
cal chart or picture and display it back. The common optical
scanning devices are Magnetic Ink Character Recognition (MICR),
Optical Mark Reader (OMR) and Optical Character Reader (OCR).
l Magnetic Ink Character Recognition (MICR): This is widely
used by banks to process large volumes of cheques and drafts.
50 :: Basic Computing Skills
Fig. 2.13
52 :: Basic Computing Skills
Fig. 2.14
The light of the laser alters the electrical charge on the drum wher-
ever it hits. The drum is then rolled through a reservoir of toner,
which is picked up by the charged portions of the drum. Finally, the
toner is transferred to the paper through a combination of heat and
pressure. This is also the way photocopy machines work.
Fig. 2.15
Font cartridges – Laser printers have slots in which you can insert
font cartridges, ROM boards on which fonts have been recorded.
The advantage of font cartridges is that they use none of the printer’s
memory.
Soft fonts – All laser printers come with a certain amount of RAM
memory, and you can usually increase the amount of memory by
adding memory boards in the printer’s expansion slots. You can
then copy fonts from a disk to the printer’s RAM. This is called
downloading fonts. A font that has been downloaded is often re-
ferred to as a soft font, to distinguish it from the hard fonts available
on font cartridges. The more RAM a printer has, more fonts can be
downloaded at one time.
In addition to text, laser printers are very adept at printing graphics.
However, you need significant amounts of memory in the printer to
print high-resolution graphics. To print a full-page graphics at 300
dpi, for example, you need at least 1 MB (megabyte) of printer RAM.
For a 600-dpi graphics, you need at least 4 MB RAM.
Because laser printers are non-impact printers, they are much qui-
eter than dot matrix or daisy wheel printers. They are also relatively
fast, although not as fast as some dot-matrix printers. The speed of
laser printers ranges from about 4 to 25 pages of text per minute
(ppm). A typical rate of 6 ppm is equivalent to about 40 characters
per second (cps).
LCD and LED Printers
Similar to a laser printer but uses liquid crystals or light-emitting
diodes rather than a laser to produce an image on the drum.
Line Printer
Line printers are high-speed printers capable of printing an entire
line at one time. A fast line printer can print as many as 3,000 lines
per minute. The disadvantage of line printers is that they can print
only one font, they cannot print graphics, the print quality is low
and they are very noisy.
Thermal Printer
Thermal printers produce images by pushing electrically heated pins
against special heat-sensitive paper. Thermal printers are inexpensive
and are used in most calculators and many fax machines. They
produce low-quality print and the paper tends to curl and fade after
a few weeks or months.
Computer Organisation :: 55
Fig. 2.16
6. 3D-Audio
3D audio is a technique for giving more depth to traditional
stereo sound. Typically 3D sound or 3D audio is produced by
placing a device in a room with stereo speakers. The device dy-
namically analyzes the sound coming from the speakers and
sends feedback to the sound system so that it can readjust the
sound to give the impression that the speakers are further apart.
3D audio devices are particularly popular for improving com-
puter audio where the speakers tend to be small and close to-
gether. There are a number of 3D audio devices that attach to a
computer’s sound card.
INTEXT QUESTIONS
3.1 INTRODUCTION
In the previous lesson we discussed about the different parts and
configurations of computer. It has been mentioned that programs or
instructions have to be fed into the computer to perform specific
task. It is therefore necessary to provide instructions to the com-
puter in a systematic order to complete our task. We can divide the
computer components into two major areas, namely, hardware and
software. Hardware is the machine itself and its various individual
equipment. It includes all mechanical, electronic and magnetic de-
vices such as monitor, printer, electronic circuit, floppy and hard
disk. In this lesson we will discuss about the other part, namely,
software that makes use of hardware for performing various func-
tions.
3.2 OBJECTIVES
After going through this lesson you would be able to:
l explain the concept of software
l distinguish between different types of software
l differentiate application software from system software
l differentiate between different types of language
l distinguish between compiler and interpreter
Software and Programming Language :: 61
can be used for different application and purposes. These are meant
for mass consumption.
Another example of application software is programming language.
Among the programming languages COBOL (Common Business
Oriented Language) is more suitable for business application whereas
FORTRAN (Formula Translation) is useful for scientific application.
We will discuss about these languages in next section.
3.4.2 System Software: You know that an instruction is a set of
programs that has to be fed to the computer for operation of computer
system as a whole. When you switch on the computer the programs
stored or written in ROM is executed which activates different units
of your computer and makes it ready for you to work on it. This set
of program can be called System Software. Therefore system software
may be defined as a set of one or more programs designed to control
the operations of computer system.
System Software are general purpose programs designed for per-
forming tasks such as controlling all operations required to move
data into and out of the computer. It communicates with keyboard,
printer, card reader, disk, tapes etc. It also monitors the use of various
hardware like memory, CPU etc. System software acts as an interface
between hardware and application software. System software allows
application packages to be run on the computer with less time and
effort. Remember that it is not possible to run application software
without system software.
INTEXT QUESTIONS
INTEXT QUESTIONS
INTEXT QUESTIONS
7. Differentiate between
(a) Source program and object program
(b) Higher level language and machine language
(c) Compiler and Interpreter
4.1 INTRODUCTION
Today computer is available in many offices and homes and there-
fore there is a need to share data and programs among various
computers. With the advancement of data communication facilities,
the communication between computers has increased and thus it
has extended the power of computer beyond the computer room.
Now a user sitting at one place can communicate with computers of
any remote sites through communication channel. The aim of this
lesson is to introduce you to various aspects of communication and
computer network.
4.2 OBJECTIVES
After going through this lesson you would be in a position to:
l explain the concept of data communication
l identify different components of computer network
l define types of network
l explain communication protocols
l differentiate between Internet and Intranet,
l appreciate the use of satellite communication.
l explain the utility of EDI, E-commerce, voice messaging and tele-
conferencing
Communication and Computer Netwrok :: 71
A B
Simplex A to B only
A B
Half-Duplex A to B or B to A
A B
Full Duplex A to B and B to A
Fig. 4.1: Simplex, Half-duplex and Full-Duplex
INTEXT QUESTIONS
travels the length of the bus in both directions and can be received
by all workstations. The advantage of the bus topology is that
l It is quite easy to set up.
l If one station of the topology fails it does not affect the entire
system.
The disadvantage of bus topology is that any break in the bus is
difficult to identify and addition of more computers (nodes) slows
down the network performance.
INTEXT QUESTIONS
same thing a sprocket, EDI will make sure that the right part is
ordered. After the received order data is manipulated and formatted
to match the order entry files, in the “order data base” of the sup-
plier, the information is transferred into the database and appropri-
ate error messages, and/or exception reports are generated. The
“sending computer” stores the order and follows up on it. The “re-
ceiving computer” automatically transfers the data to the warehouse
of the factory, the accounting and billing department, and the ship-
ping department.
4.8.1 Advantages of EDI
(i) Issue and receive orders faster: Since most purchasing trans-
actions are routine, they can be handled automatically, utiliz-
ing the staff for more demanding and less routine tasks.
(ii) Make sales more easily: Quotes, estimates, order entry and
invoicing will proceed more smoothly and efficiently. Orders
received electronically ensure that information is available im-
mediately, so that an organization can respond faster and be
more competitive.
(iii) Get paid sooner: Invoices received electronically can be recon-
ciled automatically, which means they are earmarked for pay-
ment in one’s trading partner’s accounting department sooner.
And, in turn, your own purchasing department is in a position
to negotiate for better terms including faster payment.
(iv) Minimise capital tied up in inventory: For manufacturing
organizations with a just-in-time (JIT) strategy, the right bal-
ance is crucial but every organization stands to benefit from
reducing order lead times.
(v) Reduce letters and memos: Letters and memos do not follow
rigid rules for formatting. They can be handled by an electronic
mail system.
(vi) Decrease enquiries: Customers or suppliers can make direct
on-line enquiries on product availability, or other non-sensitive
information instead of consuming the staff’s precious time.
(vii) Make bulk updates of catalogues and parts listings: One can
provide updates of data files, such as catalogues to customers
or part listings to franchisees.
EDI is vastly implemented in the trucking, marine shipping and air
88 :: Basic Computing Skills
4.11 TELECONFERENCING
The term teleconferencing refers to electronic meetings that involve
people who are at physically different sites. Telecommunication tech-
nology system allows meeting participants to interact with one an-
other without traveling to the same location. Three different types of
teleconferencing exist: audio teleconferencing, video teleconferenc-
ing and computer conferencing.
4.11.1 Audio Conferencing
Audio conferencing is the use of voice communications equipments
to establish an audio link between geographically dispersed per-
sons, one that allows them to conduct a conference. The conference
call was the first form of audio conferencing and is still in use. Some
firms install more elaborate systems consisting of private, high-quality
audio communications circuits that can be activated with the flip of
a switch.
Audio conferencing does not require a computer. It only requires a
two-way audio communications facility, as illustrated in figure be-
low.
Audio conferencing is best suited for firms that are spread over a
wide area. However, since it is a form of synchronous communica-
tion that requires all participants to be present at the same time, it
is difficult to schedule conferences when time zones are far apart.
4.11.2 Video Conferencing:
Video conferencing is the use of television equipment to link geo-
graphically dispersed conference participants. The equipment pro-
vides both sound and picture. Like audio conferencing, video
conferencing also does not necessarily require a computer.
With video conferencing, participants can see and hear each other.
Generally, participants gather in relatively expensive, specially
equipped rooms that can handle the complexities of simultaneous
video and audio transmission.
There are three possible video conferencing configurations.
One-Way Video and Audio: Video and audio signals are sent from a
single transmitting site to one or more receiving sites. This is a good
way for a project leader to disseminate information to team members
at remote locations.
Communication and Computer Netwrok :: 91
INTEXT QUESTIONS
5. There are three major types of network topology. They are star
topology, bus topology and ring topology.
6. (a) False (b) True (c) False
7. The Internet is a network of networks Information in every field
starting from education, science, health, medicine, history, and
geography to business, news, etc, can be retrieved through
Internet. Intranet is the use of Internet technology for commu-
nication within the firm and between the firm and those organi-
zation and individuals with whom the firm does business.
8. (a) E-mail stands for electronic mail. Through e-mail we can
transfer data anywhere in the world within seconds.
(b) EDI stands for Electronic Data Interchange. In simple terms,
EDI is computer to-computer communication using a stan-
dard data format to exchange business information elec-
tronically between independent organizations.
(c) It refers to electronic meetings that involve people who are
at physically different sites.
5
OPERATING SYSTEM
5.1 INTRODUCTION
Most of the personal computers you see today comes with Microsoft
Windows operating system. It is an operating system meant for IBM
compatible PCs. Operating system is the software that makes it
possible for you to work on your computer and have it perform the
tasks you need. Windows98 is an updated version of Window95.
5.2 OBJECTIVES
— Creates the link between the user, and the computer by providing
an interface in which the user can communicate with the
computer
5.4.1 Desktop
When you turn on your computer, the screen first displays Basic
Input Output Information about your computer. Few seconds later,
Windows takes control and the Windows logo flashes on your screen
with the cloudy sky. You could see “Microsoft Windows98”. The first
thing that always appears after loading is that you will be asked to
type your passward to enter Windows (it is the password you typed
the first time Windows was launched). The Desktop is where you
might place useful things always accessible to you. Depending on
which options you choose during installations, you will see some or
all the objects in Figure 5.1
Operating System :: 97
you store your files. Since, My Computer items are related to the
computer system they should remain intact.
Double-click the icon (see fig. 5.2) that represents your hard disk.
Your hard disk window appears, and the contents of your hard disk.
To learn more about each item, just choose one icon, right-click and
select Properties from menu. The Properties window is divided into
four tabs: General, Tools, Sharing and Compression. If you select
the Floppy icon, the General tab shows information about your floppy,
storage device. It tells you how much space you still have on your
disc, and the total size in KB or MB. You should have a total of
1.45,664KB if you’re using a 1.44 MB floppy. At the top of the window
is the floppy lable, usually it is blank. The pie chart shows clearly
the Used Space and Free Space (see Figure 5.3)
The Tools tab in fig. 5.3 features the following three important
Windows utilities:
Backup status: This utility lets you backup important stuff so you
will never lose anything in case your computer was damaged. You
should always keep two copies of your work you store in computer.
100 :: Basic Computing Skills
The Sharing tab will tell you whether your hard disk is shared by
other network users or not.
The Compression tab is almost never used. Suppose one day you
run out of disk space, you can use the Compression utility to squeeze
your files and generate more room.
market, and more. You can get access to different libraries and
databases. You can send mail to other users of the online service.
Examples of online services include America Online,
CompuServe, Prodigy, and MSN.
7. Start Button: This button lies at the bottom left of your screen.
It provides an easy way to start different programs and other
applications.
You will learn more about these Desktop icons in the next few
sections of this lesson.
INTEXT QUESTIONS
At the bottom left corner is the Start button. Place the mouse over
Start and you will see “click here to begin”. Start gives you access to
all applications on your computer, every time you install a software
on your system, you can easily have access through the Start button.
Click on Start and the Start menu appears. Figure 4.4 shows the
main menu items available when you click on the Start button.
102 :: Basic Computing Skills
Fig. 5.4
When you open programs and files on top of other programs and
files on the Desktop, Windows 98 keeps track of all your open
windows and lists them on the Taskbar. The advantage of the Taskbar
is that when you have multiple applications open at the same time,
Operating System :: 103
you can see all of them listed in the foreground, whether or not they
are hidden by another windows. Even if an application window is
minimized on the Desktop, it can still be accessed from the Taskbar.
By clicking on the applications window on the Taskbar, you can
bring that application to the front of other windows, and restore if it
was minimized. The more windows you open, the more items will be
listed on the Taskbar. You can increase the height of the Taskbar,
place the mouse pointer over its top border, the pointer will turn
into double-headed sizing arrow (). Then, click and hold your left
mouse button and drag up.
While surfing the internet you can store your favorite addresses in
this folder so that you don’t have to memorize them. This feature is
very useful for Internet users. You can also quickly get to documents
or folders or to other computers on your network.
5.5.3 Documents Submenu
Windows keeps track of recent documents used. The Documents
option of the Start menu makes available the last 15 documents you
had opened in any application. Click on Documents in fig. 4.4 and
you will see a list of documents you have been working on recently.
The documents are listed alphabetically, not by use, and will be
listed whether you open them from within an application or from
the folder where they are stored. If you find these doucments
irrelvant and don’t want to access, you can clear the list: Right click
on the Taskbar. In a small Window you will find ‘properties’. On
Clicking there, another Window will open up. Click on the ‘Start
Menu Programs’. There at the documents menu, click on the ‘Clear’
button.
5.5.4 Settings
From here you have access to the Control Panel (see Figure 4.5
Printers, Taskbar and Start menu, Folder Options, Active Desktop,
and Windows update. You can add/delete programs, change monitor
settings, connect to networks, create a Startup Disk, Customize
Desktop display properties, and set up Dialup Networking. The main
features of Control Panel are:
1. You can do most of your customizing of your Windows
environment., You can display pictures, patterns, or even
scanned photographs as your wallpaper, the background of your
Desktop. Using the different tabs in the Display Properties dialog
104 :: Basic Computing Skills
box, you can also change items such as the icons on your
Desktop, the colors of individual windows, and the size of the
objects on your screen. You can even add items to your Active
Desktop or set up a screen saver.
2. You can quickly install Programs, such as MS Word or a game,
using the Add/Remove Programs features in Control Panel.
3. You can also connect your computer to a network using Network
features in Control Panel. To connect your computer to a network
follow the steps given below:
i. Click Start, select Settings →Control Panel, and then
double-click Network dialog box appears. Click Add. Select
Network Network. Component Type dialog box appears.
Click Client, and then click Add. A list of client software
appears.
ii. In the Manufactures list, click the name of the manufacture
of your network software.
iii. In the Network Clients list, select the client software you
are using, and then click OK. The client software is added
to your computer.
iv. On the Configuration tab, select your client, and then click
Properties. Enter configuration options for your network,
and then click OK. (If you don’t know the options for your
network, contact your network administrator).
v. Click OK and then click OK again. The client software is
installed and your computer restarts.
4. If you have problems with Setup or have trouble in starting
Windows98, you can use a Startup Disk to start your computer
and run Setup or gain access to your system files. If you have
problems with your hard disk, for example, you can use a Startup
Disk to start your computer and troubleshoot your hard disk.
To create a Startup Disk from within Windows98 follow the steps
given below:
i. Click Start, point to Setting, click Control Panel, and then
double-click Add/Remove Programs. The Add/Remove
Programs Properties dialog box appears.
ii. Click the Startup Disk, tab, and then click Create Disk.
Operating System :: 105
the power off close all applications and click START, select Shut
Down and press OK. Many new computers automatically turn the
power off once you have Shut Down. In case your computer do not
have this feature turn the power off.
5.5.9 Log Off
This feature is used only when you share your computer with others.
If you are the only one using the computer you need not choose this
feature.
5.6 WINDOWS EXPLORER
Windows Explorer is a feature that you can use to view the contents
of your computer and network drives in a hierarchical structure.
Instead of opening drives and folders in separate windows, you can
browse through them in a single window. The left side of the Windows
Explorer window contains a list of your drives and folders, and the
right side displays the contents of a selected folder. To use Windows
Explorer, click on Start button and then click Programs Windows
Explorer.
l You can delete a file or folder by selecting the file or folder and
then clicking on the Delete on the Toolbar. Windows will send
it to the Recycle Bin.
l You can move a file or folder form one folder or drive to another
folder or drive using Cut and Paste.
l By mistake if you have deleted, or moved or copied a file or
folder and want the file or folder in its original place, you can
do it pointing the cursor on Undo and then clicking.
l You can open a file its program by double clicking a file.
5.7 MANAGING FILES, FOLDER AND WINDOWS
To use Windows, you need to know two things: files and folders. The
following first three icons represents different folders and the next
three icons represent different types of files.
Fig. 5.7
2. Double click the drive that contains the file or folder you want
to rename. Select the file or folder you want to rename.
3. On the File menu, click Rename. Type a name, and then press
ENTER.
To copy or move a file or folder from one location to another location
follow the steps given below:
1. On the Desktop, double-click My Computer. The My Computer
window opens. Or click on Start and Choose Programs Windows
Explorer.
2. Double click the drive that contains the file or folder you want
to move. Select the file or folder you want to copy or move.
3. On the Edit menu, click Copy to copy the file, or click Cut to
move the file. Double-click the folder in which you want to place
the file or folder. On the Edit menu, click Paste. The file appears
in its new location.
To delete a file or folder follow the steps given below:
1. On the Desktop, double-click My Computer. The My Computer
window opens. Or click on Start and Choose Programs→
Windows Explorer.
2. Double click the drive that contains the file or folder you want
to delete. Select the file or folder you want to delete.
3. On the File menu, click Delete. The ‘Confirm File Delete’ dialog
box appears. Click Yes. The file is moved to the Recycle Bin.
To permanently delete a file or folder follow the steps given below:
1. On the Desktop, double-click Recycle Bin. The Recycle Bin
window opens. Select the file or folder you want to permanently
delete.
2. On the Toolbar click on Delete. The Confirm File Delete dialog
box appears. Click Yes. The file is permanently deleted. (If you
want all files and folders in Recycle Bin are to be deleted, then
on the File menu, click Empty Recycle Bin. The Confirm File
Delete dialog box appears. Click Yes. The file is deleted from to
the Recycle Bin.)
5.7.2 Shortcuts
For an easy access to a file that you use frequently, you can create a
110 :: Basic Computing Skills
shortcut to it. A shortcut does not change the location of a file - the
shortcut is just a pointer that lets you open the file quickly. If you
delete a shortcut, the original file is not deleted. There are a number
of ways to create a shortcut to a file. The most direct approach is to:
1. On the Desktop, double-click My Computer. The My Computer
window opens. Or Click on Start and Choose Programs →
Windows Explorer.
2. Double click the drive that contains the file or folder you want
to create a shortcut.
3. Select the file or folder you want to create shortcut. Right-click
on the file or folder. On the menu that appears, click Create
Shortcut. The shortcut appears on the selected drive or folder.
(If you want to place the shortcut on the Desktop right-click on
the file or folder. On the menu that appears, click Send To →
Desktop (create shortcut). The shortcut appears on the Desktop.)
To remove a shortcut from your Desktop, drag the shortcut to the
Recycle Bin icon or use the right mouse button pointing the shortcut
to be delected and click Delete. To rename a shortcut, close all other
open windows, click the right mouse button pointing a file or folder
icon to be renamed, click Rename on the menubar that appears.
Type the new name to replace old name and then press ENTER.
5.7.3 Windows Most Common Tasks
Every Folder in Windows has a layout as shown in Figure 4.6. This
layout is called a window. The Menu Bar, Title Bar, Taskbar, Scroll
Box, and three squares- x) at top right are common to all windows,
whether you have a Folder or File - Open or Close. To start an
application or access a file/folder you have to Open, when you finish
you should Close. You have already learned about Taskbar. We will
discuss the other parts of window now.
1. Minimize, Maximize/Restore, and Close
Every window has 3 squares at the top right of screen - x. The
minus sign is Minimize. A minimized window is still open, and
a window button appears on the Taskbar. The double-square is
Maximize/Restore. You can maximize the window of your file
to fit the entire screen. It you click again the application takes
the usual size (you can see the Desktop behind) If you have
several files opened, “maximizing” put them on top of each other
so you can see only one file at the top, by “restoring” you will
have all the files visible on the desktop, just choose one and
Operating System :: 111
start working: you can write and draw at the same time very
easily. To close anything just press on x.
2. Title Bar
The Title bar resides at the top of the screen. It displays the
name of the program in which you are working. It also displays
the name of the file or folder or drive you are working with. You
can also use Title bar for enlarging and reducing the window by
double-clicking on the Title bar. Suppose you opened two or
more windows (file, folder), to see in which one you are working,
look at the Title bar and the title bare shows the active window.
The advantage of Windows is that you can move the window
and place it wherever you want; it is like moving a piece of
paper on your actual desktop. Just click the mouse on the Title
bar (the window should not be maximized; if it fits the screen
you will not be able to move it) hold it and drag. To drag an item
you need to click on the Title bar, hold it, then move the mouse.
The whole process is called Drag and Drop. You can also move a
window (if window is not Maximum) by right clicking on Title
bar and selecting Move. By using the mouse you can even change
the size of the window: (not maximized) take the mouse.
Pointer to the border of the window, a double-edged arrow will
appear:
INTEXT QUESTIONS
ii. Select the check box(es) the sharing options you want, click
OK, and then click OK again. A message prompts you to insert
your Windows 98 CD or Setup disk so that File and Print Sharing
can be installed. You must restart your computer before the
new settings will take effect. After you have set up file-sharing
services, you can share a folder or printer.
To share a folder with share-level access control, follow the steps
given below:
i. In My Computer, right-click the folder you want to share, and
then click Sharing in the submenu. Properties dialog box will
appear. Click on the Sharing tab, and then click Shared As.
ii. In Share Name, type a name for the folder. In Comment, you
can type a brief comment or description of the folder.
iii. In Access Type, click Read Only, Full, or Depends on Password.
Regardless of which type of access you select, you have the
option of adding a password.
iv. Type a password if you want to use one, and then click OK.
Retype the password and then click OK. The folder or printer
icon changes to a folder or printer with a hand, indicating that
the item is now shared.
To share a folder with User-level access control, follow the step given
below:
i. Follow the steps i. and ii. Given above.
ii. Click Add. In the Add Users dialog box, click the name(s) of the
person(s) to whom you want to grant permission(s). You can
scroll the list of users, or you can type the name and the list
will scroll automatically. If you want to grant the same
permissions to everyone connected to your network, leave The
World selected.
iii. Click the type of access permissions you want to give to the
selected user(s). Read Only means the user has the ability to
read, but not change, files. Full Access means the user has the
ability to read, delete, and change file. Custom means the user
has a combination of privileges that you specify.
iv. When you are finished adding users permission, click OK.
To share a printer with share-level access control, follow the steps
given below:
114 :: Basic Computing Skills
Table 5.1
List of DOS Commands
In this lesson you learnt about the need and functions of operating
system. In particular, you learnt the basic features of Windows98.
Windows is a GUI which use pictures, symbols and words on the
computer monitor and can be controlled by a mouse. It handles
internal function of the computer and manages computer memory
input and output operations. Now you will be in a position to operate
the computer.
1. Creates the link between the user and computer. Handles in-
ternal function such as managing the computer memory. It is a
graphical user interface. The world wide web is easily acces-
sible from anywhere through Windows. Supports DVD and digi-
tal audio.
2. (a) Moving the mouse to place the pointer on an item is called
pointing.
(b) Pointing to an item on the screen and the quickly pressing
and releasing the left mouse button is called clicking.
(c) Pointing to an item and then quickly pressing and releasing
the mouse button twice is called double clicking.
(d) Pointing to an item and then holding down the mouse button
is called dragging.
3. The Desktop is placing where useful things are accessible by
the user, depending on which options you choose during
installations.
4. My Computer contains
hard drives ‘C’, floppy drive CD ROM drive, printers, control
panel, Dial up Networking and Scheduled task.
5. Instead of opening drives and folders in separate windows, the
user can browse the content in a single Window in a hierarchical
structure.
6. On the desktop double click Recycle Bin. In Recycle Bin select
the file or folder you want to permanently delete. On the toolbar
click delete. The confirm file delete dialog box oppears. Then
click yes, the file is permanently deleted from the computer.
6
USING WINDOWS XP
6.1 INTRODUCTION
6.2 OBJECTIVES
After gong through this lesson you would be able to
l explain the basics of operating system.
l describe XP desktop elements.
l create file or folder in XP.
l change system settings
l work on windows explorer
6.3.1 Logging On
Fig. 6.1
Task Bar
When you start the computer system, the start button and task bar
appears on the bottom of the screen and by default remains visible
when Windows is running.
Fig. 6.2
Start Menu
When clicked on the start button, the followings menu appears on
the screen giving all the available options to start using the Win-
dows.
Fig. 6.3
Task Description
Start a Program
3. Point to the desired folder say “Accessories” and select the de-
sired program to run such as ‘Paint’.
Quitting a Program
Getting Help
Online help and support provided is of great help in using and learn-
ing windows. One can get help on a specific topic or current task
being executed. To start help you have to
Fig. 6.4
l Click on a topic or task to know more about how to get the job
done or type in a search word to locate the help on a specific
topic.
To close Help and Support windows, select the close button (×) in
the upper-right corner of the window.
Fig. 6.5
3. Type the name of the file or folder in part or full, or type a word
or phrase that exists in the file to be searched.
4. If you do not have any of the above information select one or
more of the remaining options:
l In Look in, click the drive, folder, or network you want to
search.
l Click on When was it modified? to look for files that were
created or modified on or between specific dates.
l To look for files of a specific size, click on What size is it?
Select a size.
l Click on More advanced options to specify additional search
criteria.
By using Control Panel’s tools you can customize the way Windows
look and work! Also you can install new hardware, add and remove
(install/uninstall) software programs, change the look and feel of
your desktop and much more. It also includes a number of adminis-
trative tools in Administrative Tools option for better administration
of Windows in terms of User Management, Event viewer, Compo-
nent Service etc.
To start Control Panel and use the available tool, do the following;
l Click on ‘Start’
Fig. 6.6
l To see the contents of your hard disk, under Hard Disk Drives,
double-click the drive you want to see such as C:, D: etc.
Fig. 6.7
When files or folders are deleted from hard disk, Windows places
them in the Recycle Bin, where they can be retrieved, until the
Recycle Bin is made empty. Whereas files or folders deleted from a
removable storage media such as floppy disk or a network drive are
permanently deleted and are not sent to the Recycle Bin.
Fig. 6.8
128 :: Basic Computing Skills
l Click on Start,
l Click the file or folder to be copied. More than one file or folder
can be copied at a time.
Fig. 6.9
l To select more than one file or folder, click the first file or folder,
press and hold down SHIFT key, and then click on the last file
or folder.
l Select the target drive or folder to which you want to copy the
files.
l Under Edit, select Paste to copy the desired file or folder to the
target drive.
Using Windows XP :: 129
l Make sure that the destination for the file or folder you want to
move is visible.
Fig. 6.10
l If you drag an item while pressing the right mouse button, you
can move, copy, or create a shortcut to the file in its new loca-
tion.
l To copy the item instead of moving it, press and hold down
CTRL while dragging.
Fig. 6.11
Using Windows XP :: 131
4. Type a name for the new folder, and then press ENTER.
Fig. 6.12
4. It will display all the details about the files such as Name, Type,
size etc.
Windows provides a quick and easy way to install new software. Add
or Remove Programs utility in Control Panel help to manage pro-
grams and components on the computer system computer. Using it
132 :: Basic Computing Skills
Fig. 6.13
l Click on Add New Programs, and then select the source where
the software to be installed is located such as CD or Floppy
drive
Fig. 6.14
INTEXT QUESTIONS
1. (a) True
(b) False
(c) True
2. (a) Right mouse button
(b) Right
(c) Bottom
(d) Hard disk
(e) CTRL key
7
BASICS OF MS WORD
7.1 INTRODUCTION
MS Word 2000 is an application program that allows you to create
letters, reports, newsletters, tables, form letters, brochures, and Web
pages. Using Word you can add pictures, tables, and charts to your
documents. You can also check spelling and grammar.
7.2 OBJECTIVES
After going through this lesson you would be able to
l explain basic features of MS Word 2000
l define word’s document defaults
l create a new Word document
l move around in a document more quickly and efficiently
l manage word files and their printing
7.3 MAIN FEATURES OF MS WORD
– You can create documents fast, using built-in and custom
templates.
– You can easily manage large documents using various features,
like the ability to create table of contents, index, and cross-
references.
– With the help of mail merge, you can quickly create merge
documents like mass mailings or mailing labels.
– You can easily create and format tables using the features like
AutoFormat.
– AutoCorrect and AutoFormat features rectify typographical errors
Basics of MS Word :: 137
7.6 MENUS
If you are familiar with previous versions of Word you will notice a
significant change in the menu structure. The menus in Word 2000
display only the commands you have recently used (collapsed form).
To view all options (expanded form) in each menu, you must click
the double arrows at the bottom of the menu. The images in Figure
7.2 show the Format menu in collapsed form (Figure 7.2a) and in
expanded form (Figure 7.2b).
Fig. 7.3
7.6.2 Toolbars
Fig. 7.5
Many toolbars displaying shortcut buttons are also available to make
editing and formatting quicker and easier. Select View→ →Toolbars
command on the menu bar from the menu bar to select the toolbars.
The toolbars that are already displayed on the screen are checked.
Add a toolbar by simply clicking on the name.
7.6.3 Rulers
The rulers display horizontal and vertical scales that reflect the width
and height of your typing area. The horizontal scale is invaluable
when you want to quickly set tabs, margins, and indents. If you do
not see the rulers select View→ →Ruler. If you are in normal view,
you will see only horizontal ruler. To see both the rulers you should
be in Page Layout view. If you don’t want to see the ruler select
View→→Ruler to turn off the ruler.
7.7 TYPING SCREEN OBJECTS
The open area below the rulers and toolbars is writing or typing
area. There are certain objects that are a permanent part of the
typing area. These are: (a) Insertion Point, (b) Mouse Pointer, and
(c) End-of-Document Marker.
7.7.1 Insertion Point: The black vertical blinking line is the
insertion point, that is initially at the top left side of the typing area.
It indicates the place where your typing is inserted into the
document. As you type, the blinking line continuously moves along.
When you use the up, down, left, or right arrows of the keyboard,
the insertion point moves accordingly. When you move and place
the cursor any where in the text and click, you will see the insertion
point indicating that it is ready to accept your typing.
Basics of MS Word :: 141
7.7.2 Mouse Pointer: When you move the mouse around in the
typing area, the mouse pointer is in the shape of a thin I-beam. As
you move the mouse near the menu bar and toolbars, the mouse
pointer becomes a pointing arrow. If you move the mouse pointer to
some existing piece of text and click the mouse, you will see the
insertion point in that spot of the text.
7.7.3 End-of-Document Marker: The horizontal line (like a short
underline) at the end of the document (seen only when Word is in
Normal view) is called end-of-document marker. This marker lets
you know where the end of document occurs. If you don’t see the
end-of-document maker on the screen, choose View→ →Normal from
the menu to see the marker.
7.7.4 Vertical and Horizontal Scrollbars
The typing area is bordered on the right side by the vertical scroll
bar with a scroll button and arrows. The single down arrow scrolls
through the document line by line. The double down arrow allows
you to move to the top of the next page. The double up arrow allows
you to move to the top of the previous page. The double down arrow
allows you to move to the top of the next page. You can also drag the
vertical scroll button up and down the scroll bar to move up and
down through the document.
The first bar along the bottom of the typing area is the horizontal
scroll bar. To see the text that is off the right side of the screen, use
the left arrow button. To see the text that is off the left side of the
screen, use the right arrow button. You can also drag the horizontal
scroll button to move left or right of the document.
INTEXT QUESTIONS
2. Choose File→
→New command from the menu bar.
3. Press CTRL+N keys on the keyboard.
7.8.2 Open an Existing Document
To open an existing document, follow any one of the following
methods:
2. Select File→
→Save commands on the menu bar from the menu
bar.
3. Press CTRL+S keys on the keyboard.
If the document is already named and saved earlier, it will simply
save the document. On the other hand, if the file is a new document
then it will prompt you by opening Save As dialog box. Select the
folder where you want to place your document in Save In: box, type
the name of the document in File Name: box, and then click OK.
You can also save a new document by choosing File→ →Save As
commands on the menu bar and then selecting the above actions in
Save As dialog box.
7.8.4 Working on Multiple Documents
Several documents can be opened simulta-
neously if you are typing or editing mul-
tiple documents at once. All open docu-
ments are listed under the Window menu
as shown below. The current document has
a check-mark beside the file name. Select
another name to view another open docu-
ment or click the button on the Windows Fig. 7.6
taskbar at the bottom of the screen.
7.8.5 Protecting a Document
You can protect your document from being accidentally changed its
format and text or from other users to get access to it.
Protecting a Document from Accessing
If you want to protect a document from other users accessing to it,
give a password to your file. Follow the steps given below:
1. When the file is open, select File→
→Save As command on the
menu bar. The Save As dialog box appears. Move the cursor on
the Tools tab on the top right side of Save As dialog box and
click. A submenu will appear (see Figure 7.7).
144 :: Basic Computing Skills
Fig. 7.7
2. Click on General Options. The Save dialog box opens. You will
see two boxes: Password to open and Password to modify.
3. Type a password in Password to open box. (A password can be
up to 15 character case-sensitive letters, numerals, spaces and
symbols. As you type the password, Word displays an asterisk
(*) for each character you type.)
4. Click OK. The Confirm Password dialog box appears (see Save
dialog box and Confirm Password dialog box in Figure 7.7a).
Retype the password you typed earlier. Click OK on Confirm
Password dialog box and then click OK on Save dialog box and
then click OK on Save As dialog box.
Fig. 7.7a
Basics of MS Word :: 145
Fig. 7.7b
5. When you open the file next time it will ask you to type the
password (see Figure 7.7b). Remember, you will not be able to
open that file without the password. Also, don’t forget that the
passwords are case sensitive; that is, ‘XYZ’ and ‘xyz’ are two
different passwords.
Modifying a Password Given to Protect a Document
If you suspect that some one knows your password you can change
it or modify it by typing present password in Password to open: box
and new password in Password to modify: box in the Save dialog
box.
7.9 CLOSE A DOCUMENT
Close the current document by selecting File→ →Close command on
the menu bar or click the Close icon if it is visible on the Standard
toolbar.
Fig. 7.8
146 :: Basic Computing Skills
1. Name of the printer (if you have more than one printers).
2. Choose paper size, orientations, resolution etc. by pressing
Properties button.
3. Print the entire document or only current page or specific pages
4. Print a draft copy, which omits graphics to allow faster printing.
5. Number of copies to be printed, etc.
7.10.1 Printing a Document
To print a document or selected pages follow the steps given below:
1. Open the document to be printed.
2. Choose File → Print command on the menu bar. The Print
dialog box will open. Select the Options like print range, Number
of copies, Printer name etc. See that printer is switched on and
the paper is available in the printer tray.
3. Click OK.
7.10.2 Printing a Document on a Different Paper Size
You might have created a document using some selected paper size.
You may want to print that document in a different paper size or
multiple pages in a single sheet of paper without disturbing the
general format. You can do it using Zoom feature in Print dialog
box. Follow the steps given below to resize your document to fit into
a new paper size.
If you want to print a document in a different paper size, follow the
steps given below:
1. Open the document to be printed.
2. Choose File → print command on the menu bar. The Print
dialog box will open. Select the Options like print range, Number
of copies, Printer name etc. See that printer is switched on and
the paper is available in the printer tray.
3. Select the appropriate paper size in Scale to paper size: under
Zoom in Print dialog box.
4. Click OK.
7.10.3 Printing a Document’s Multiple Pages in a Single Sheet of
Paper
If you want to print multiple pages of a document in a single sheet
of paper, follow the steps given below:
Basics of MS Word :: 147
Fig. 7.9
To switch to print preview, use one of these methods:
1. Click on the Print preview button on the Standard toolbar.
2. Press CTRL+F2 keys.
7.10.5 Using the Print Preview Toolbar
When you click on the Print button on the Print Preview toolbar,
Word immediately prints one copy of your entire document with the
default options (the Print dialog box will not be displayed). If you
want to print more than one copy, or want to print specific pages,
148 :: Basic Computing Skills
Fig. 7.10
When the Magnifier button is depressed, the view toggles between
10% and 100% magnification. With the magnifier button depressed,
pause the mouse over the page of text, and the mouse pointer turns
into a magnifying glass with a plus sign, which means you can
increase the magnification. Click on the mouse button once, and
the magnification increases to 100%. The magnifying glass will then
show a minus sign, which means you can decrease the magnification.
Click on the mouse button once, and the magnification decreases to
10%.
Clicking on one Page button shows a single page at a time. Use the
vertical scroll bar or press the PgUp and PgDn keys to move backward
and forward through the pages of your document, one page at a
time.
The Multiple Pages button allows you to decide how many pages
you can see at a time on the screen. Click on the Multiple Pages
button, and drag the mouse down and over the number of pages to
be shown at one time; when you release the mouse button, you will
see a display of miniature pages.
Fig. 7.11
The zoom control drop-down list (to the right of the Multiple Pages
button) functions the same in Print Preview as it does in the other
Basics of MS Word :: 149
views. You can click on the drop-down list arrow on the right side of
the zoom control box and choose from the different zoom percentages,
or you can type in a zoom percentage. The View Ruler button allows
you to toggle the display of the horizontal and vertical rulers on and
off. These rulers allow you to see margin and tab stop settings.
If the last page of your document has only a few lines of text, you
can click on the Shrink to Fit button. This tells Word to try to
shrink the document so that the line of text stuck on a page by
themselves fit on the previous page. Sometimes you can do a better
job yourself by changing the left and right margins to fit more text
on a line or by changing the font size. Full Screen view is a toggle
button that switches between a screen with the menu bar and the
ruler (if you have the ruler turned on) and one without. The Print
Preview toolbar will always remain on the screen.
To return to the view you were in before you chose Print Preview,
click on the Close button on the Print Preview toolbar.
You can type in Print Preview at any time. The typing will appear
where your pointer was positioned in the document before you
switched to Print Preview. To start typing elsewhere in the document,
make sure you are viewing at 100% magnification, and then click on
the Magnifier button on the Print Preview toolbar (so that it does not
appear pushed down). The mouse turns into an I-beam. Click
anywhere on your document screen to reposition the insertion point.
You can use this method to type additional text or edit the text on
the page.
Now that you are in full edit mode, you may want to use your
Standard or Formatting toolbars. Right-click in the toolbar area
and select the Standard or Formatting toolbar from the pop-up menu.
When you have finished editing, click on the Magnifier button again
to return the mouse pointer to a magnifying glass that toggles
between magnifications.
When finished you can close all the files, and quite the Word pro-
gram by selecting File→Exit command on the menu bar.
150 :: Basic Computing Skills
Miscellaneous
Formatting
Copyright © ALT+CTRL+C
Cut CTRL+V
Date field ALT+SHIFT+D
Copy CTRL+C
Go to footnotes ALT+CTRL+F
Paste CTRL+P
Show/Hide ¶ CTRL+SHIFT+8
Undo CTRL+Z
Thesaurus SHIFT+F7
Redo CTRL+Y
Format painter CTRL+SHIFT+C
Left alignment CTRL+L
Center alignment CTRL+E
Right alignment CTRL+R
Justified CTRL+J
Delete previous word CTRL+Backspace
Apply bulleted list CTRL+SHIFT+L
Indent CTRL+M
Page break CTRL+Enter
Note: A plus sign indicates that the keys need to be pressed at the same
time.
Basics of MS Word :: 151
INTEXT QUESTIONS
5. What are the shortcut keys using keyboard for opening a new
document?
6. What is the command on the menu bar to save:
(a) a new file, (b) existing file
7. What are the steps to print a document on a different paper
size in Print dialog box.
8. State True or False.
(a) Window menu allows you to work with two documents
simultaneously.
(b) A pass word can be up to 10 characters and not is case
sensitive.
(c) You can open the file even without using the password
once you have protected it.
9. CTRL+F is the keyboard shortcut for
(a) Help
(b) Save
(c) Find
(d) Replace
7.12 WHAT YOU HAVE LEARNT
In this lesson you learnt about Mainfeatures of MS-Word like cre-
ate, format and Print. Apart from that you learnt about how to add
pictures, tables and charts to the documents. You can save docu-
ments in HTML format and create web pages using web page wiz-
ard.
1. (a) True, (b) False, (c) True, (d) True, (e) False
2. (b) (right click the mouse)
3. (d) (all of the above)
4. Programs→Microsoft Word
5. CTRL+N keys
6. (a) File→Save As, (b) File→Save
7. Select the appropriate paper size in Scale to paper size: under
Zoom and then click OK.
8. (a) True, (b) False, (c) False
9. C
8
WORKING WITH TEXT
8.1 INTRODUCTION
8.2 OBJECTVIES
use the spacebar to move the insertion point across a line of text -
known as “spacing across a line”. The spacebar method works in a
typewriter as a way of moving across a line, but it does not work in
word processing. If you use the spacebar to move around, word will
make additional spaces, which you will then have to delete. Avoid
using the spacebar to create columns of text. Instead you can use
the Tab key.
8.3.5 Paragraph Markers
You may find it easier to type when you can see the returns, spaces,
and tabs in your document. If so, click on the Show/Hide button on
the Standard toolbar to display, the marks. Click on the symbol
again to hide them.
8.3.6 Selecting (Highlighting) Text
To change any attributes of text it must be highlighted first. Select
the text by dragging the mouse over the desired text while keeping
the left mouse button depressed, or hold down the SHIFT key on
the keyboard while using the arrow buttons to highlights the text.
The shortcuts for selecting a portion of the text are:
a. To select whole word double-click within the word.
b. To select whole paragraph triple-click within the paragraph.
c. To select several words or lines drag the mouse over the words, or
hold, down SHIFT key while using the arrow keys.
d. To select entire document choose Edit à Select All command on
the menu bar, or press CTRL+A keys.
e. To deselect the text click anywhere outside of the selection on
the page or press an arrow key on the keyboard.
8.3.7 Deleting Text
Use the BACKSPACE and DELETE keys on the keyboard to delete
text. Backspace will delete the text to the left of the cursor and
Delete will erase the text to the right. To delete a large selection of
text, highlight it using any of the methods outlined above and press
the DELETE key.
8.3.8 Caps Lock
When Caps Lock (a key on the keyboard) is off, any text you type
will be lowercase, and the text you type holding down the Shift key
156 :: Basic Computing Skills
will be in upper case. On the other hand, when Caps Lock is on, any
text you type will be in uppercase, and the text you type holding
down the Shift key will be in lowercase. If you inadvertently type a
bit of text with the Caps Lock on, select the text and choose Format
à Change Case à TOGGLE cASE command on the menu bar to
change the case back to normal.
If you inadvertently type a bit of text with only uppercase text and
want to change it to lowercase text, select the text and choose For-
mat à Change Case à lowercase command on the menu bar. On
the other hand, if you want to change lowercase text to uppercase,
select the text and choose Format à Change Case à UPPER CASE
command on the menu bar to change the case back to normal.
8.3.9 Replacing Text
Word can combine the steps of deleting unwanted text, positioning
the insertion point, and inserting replacement text. To replace text,
follow the steps given below:
1. Select the text to be removed.
2. Start typing the new text. Observe that the new text is replacing
the selected text.
You can also replace the text by selecting the text, then deleting it
using DELETE key, and then start typing new text.
8.4 CLICK AND TYPE
This feature allows you to insert text any where in a page. Move the
cursor in a page where you want to insert the text. Double-click and
start typing. Click and Type is also useful for inserting tables, charts
and other graphics in a blank area of a document. When you insert
an item, Click and Type automatically formats the item according to
where you insert it.
8.4.1 Inserting (Typing) Special Characters (Symbols)
Word supports a set of special characters and symbols, which can-
not be entered through the keyboard. To insert these special char-
acters and symbols, follow the steps given below:
1. Move the cursor where you want to place the symbol and click.
Observe that the insertion pointer appears at the point.
2. Choose Insert à Symbol command on the menu bar. The Sym-
bol dialog box appears. The dialog box displays all available sym-
bols for respective fonts.
Working with Text :: 157
Font size - It determines how large each letter will appear. The font
size is measured in points (1/72 of an inch). Click on the white part
of the font size box in the Formatting toolbar to enter a value for a
font size or click the arrowhead to the right of the box in the For-
matting toolbar to view a list of font sizes available. Select a size by
clicking on it once. A font size of 10 or 12 is best for paragraphs of
text.
Font Style - Font style determines the emphasis or weight that the
letters have when they are displayed. Each font can be displayed as
bold, italicize, and underline.
Alignment - Text can be aligned to the left, center, or right side of
the page or it can be justified across the page.
Numbered and Bulleted Lists.
Increase/Decrease Indent - Change the indentation of a paragraph
in relation to the side of the page.
Out side Border - Add a border around a text selection.
Highlights Color - Use this option to change the color behind a text
selection. The color shown on the button is the last color used. To
select a different color, click the arrowhead next to the image on the
button.
Text Color - This option changes the color of the text. The color
shown on the button is the last color chosen. Click the arrowhead
next to the button image to select another color.
8.6.1 The Font Dialog Box
The Font dialog box allows you to choose from a larger selection of
formatting and using Formatting toolbar is the easiest way to format
text. If you cannot format text using Formatting toolbar, then use
Font dialog box options. Select Format à Font command on the
menu bar to access the Font dialog box.
8.6.2 Format Painter
A handy feature for formatting text is the Format Painter located
on the Standard toolbar, For example, if you have formated a para-
graph heading with a certain font face, size, and style and you want
to format another heading the same way, you do not need to manu-
ally add each attribute to the new headline, use the Format Painter
by following these steps:
Working with Text :: 159
1. Place the cursor within the text that contains the formatting you
want to copy.
2. Click the Format Painter button in the standard toolbar. Notice
that your pointer now has a paintbrush beside it.
3. Highlight the text you want to add the same format to with the
mouse and release the mouse button.
To add the formatting to multiple selections of text, double-click the
Format Painter button instead of clicking once. The format painter
then stays active until you press the ESC key to turn it off.
INTEXT QUESTIONS
• To create a hanging indent (that indents all lines but the first
line of a paragraph, drag the top half of the triangular indent
marker in the horizontal ruler to the left of the desired position.
You can also select Format à Paragraph command on the menu
bar. The paragraph dialog box appears. Select Hanging under
Special: drop down submenu and then type indent length in
inches in the box under By: in the Paragraph dialog box to in-
dent all but the first line of a paragraph.
• If you have earlier indented either First line or Hanging all lines
but the first line and now want to remove the indentation, select
(none) under Special: drop down submenu in the Paragraph dia-
log box. You can also use drag-and drop method explained above.
8.7.4 Tab Stops
By default, the tab Stops are set at 0.5-inch intervals from the left
margin. To increase or decrease the tab length Choose Format à
Tabs command on the menu bar. The tab dialog box appears. Type
the length of the tab in inches in the box under Tab stop position of
Tabs dialog box. Click on OK. The insertion point can be moved to
the next tab stop in the current paragraph by pressing the Tab key.
You can also use the horizontal ruler to set a tab stop at a particular
position or to change the way text lines up at a tab stop by simply
moving the cursor to a place on the horizontal ruler and clicking.
To set tab stops:
1. Select the paragraph in which you want to set or change tab
stops.
2. To set or change the tab alignment, click the Tab Alignment
button at the far left of the horizontal ruler until the tab align-
ment is the way you want to be.
To select the respective Tabs click on:
Left-aligned tab stops
Centered tab stops
Right-aligned tab stops
Decimal tab stops
To move a tab stop, point to the tab marker and drag it to a new
position. To clear a tab stop, drag the tab marker off the ruler.
162 :: Basic Computing Skills
Also, you can set precise measurements for tab stops by using the
Tabs command on the Format menu.
The spacing between the default Tab Stops can also be changed but
this will affect only the active document. To do this, type or select
the distance you want between the tab stops in the Default Tab
Stops box and then click the OK button in the Tabs dialog box.
8.7.5 Line Spacing
Line Spacing determines the height of each line of text in the para-
graph. The default (single line spacing) depends on the size of the
font characters. Individuals line spacing is easy to change.
Choose Format à Paragraph command on the menu bar. The Para-
graph dialog box appears. The Indents and Spacing tab of the Para-
graph dialog box provides a drop-down under Line spacing: for
simple but effective control of the space between lines under most
circumstances. The preview area demonstrates the relative effects of
single, one-and-a-half and double line spacing. Single spacing causes
12-point line spacing, 112 line spacing is 18 points and double
spaced lines will be 24 points apart.
All these line spacing settings can be made by choosing the appro-
priate from the Line spacing menu in the Paragraph dialog box.
When you use these choices, Word will compensate for graphics,
superscript and large or small type sizes.
8.7.6 Paragraph Spacing
Word enables each paragraph to give unique before and after spac-
ing if you wish. The spacing settings can be in points (pt), inches
(in), centimetres (cm), or lines (li). Headings often have different
spacing requirements for body text. For instanc, you may require
different before and after spacing designs for figures and figure cap-
tions as well. Also you can have unique spacing specification as part
of a style, making it easy to keep the look of your documents consis-
tent.
Choose Format à Paragraph command on the menu bar. The Para-
graph dialog box appears. Use drop down submenu in Before: and
After: under Spacing of the Paragraph dialog box to set the para-
graph spacing.
The advantages of using the Paragraph command are:
Working with Text :: 163
1. Spacing before and after paragraphs does not change the point
size of your text.
2. You can use different spacing combinations for different pur-
poses.
3. You can make precise adjustments to the spacing between the
various text elements. For example, you can use paragraph spac-
ing to clarify the relationship between headings and body text.
4. If the paragraph is moved or deleted, its spacing goes with it. The
paragraph doesn’t leave behind extra blank lines.
5. If you include spacing in the paragraph styles you use to format
text, Word adds the space along with the other formatting. You
need not add blank lines manually.
8.8 BORDERS AND SHADING
you can add borders to any side of a paragraph and you can add
background shading also you can also add borders and shading to
ordinary text and to the paragraphs in table cells and frames. Choose
Format à Borders and Shading command on the menu bar. The
Borders and Shading dialog box appears. Click on the appropriate
borders box after selecting Borders tab to select border, select Para-
graph under Apply to: drop down submenu, Click OK. To shade a
paragraph, click on Shading tab in Borders and Shading dialog box,
select appropriate shade under Fill, and select Paragraph under
Apply to: drop down submenu, click OK.
8.8.1 Columns
To quickly place text of a paragraph in a column format, click the
Columns button on the Standard toolbar and select the number of
columns by dragging the mouse over the diagram. Using this fea-
ture of the Standard tool bar and can have up to 4 columns in a
paragraph. To format the paragraph into more than one column,
follow the steps given below.
1. Select the paragraph you want to have more than one column.
2. Move the cursor on columns button on the Standard command
on the menu bar. The Columns dialog box allows you to choose
the properties of the columns. Select the number and width of
the columns from the dialog box.
For more column options, select Format à Columns command on
the menu bar. The Columns dialog box allows you to choose the
164 :: Basic Computing Skills
properties of the columns. Select the number and which of the col-
umns from the dialog box.
8.8.2 Drop Caps
A drop cap is a large letter that begins a paragraph and drops through
several lines of text as shown below.
Add a drop cap to a paragraph by following these steps:
1. Place the cursor within the paragraph whose first letter will be
dropped.
2. Select Format à Drop Cap command on the menu bar.
3. The Drop Cap dialog box allows you to select the position of the
drop Cap. The font, the number of lines of drop, and the distance
from the body text.
4. Click OK when all selections have been made.
To modify a drop cap, select Format à Drop Cap again to change
the attributes, or click on the letter and use the handles to move the
and resize the letter.
INTEXT QUESTIONS
3. Select the list style from one of the seven choices given, or click
the Picture... button to choose a different icon. Click the Num-
bered tab to choose a numbered list style.
Place the mouse arrow over the each element in the clipboard to
view the contents of each item and click on an element to add its
contents to the document. Click Paste All to add all of the items to
the document at once. Click the Clear Clipboard button (the icon
with an “X” over the clipboard image) to clear the contents of the
clipboard.
8.10.1 Moving (Cutting) Text
Moving text means to remove (cut) the selected text from the one
location and insert it in another location. To move text follow the
steps given below:
Working with Text :: 167
3. To paste cut text move the cursor to the location you want to
àPaste command on the menu
move the text to and select Edità
bar, click the Paste button on the standard toolbar, or press
CTRL+V.
2. Select Edit à Cut command on the menu bar, or click the Cut
button but button picture on the standard toolbar, or press
CTRL+X. This will move the text to a clipboard.
3. Choose Edit à Copy command on the menu bar, Click the Copy
button on the standard toolbar, or press CTRL+C to copy the
text to the clipboard.
8.11.1 AutoCorrect
INTEXT QUESTIONS
1. (c) (CTRL+SHIFT+SPACEN/BAR)
2. (a) Beginning of the line
(b) End of the line
(c) Top of the document
(d) End of the document
3. (a) Double-click within the word
(b) Triple-click within the paragraph
(c) Drag the mouse over the words, or hold down SHIFT key
while using the arrow keys.
(d) Choose Edit à Select All command on the menu bar or
press CTRL+A keys.
4. (a) False, (b) True, (c) False, (d) True
172 :: Basic Computing Skills
9.1 INTRODUCTION
In the last lesson you have learned different text processing tips
and commands. In this lesson you will learn about creating tables
and their formatting, adding graphics to the text, and various page
formatting features and page views that will enhance your skills in
producing a good document.
9.2 OBJECTIVES
After going this lesson you would be able to
l format a document
l insert or delete pages in a document
l create tables and adding graphics
l type repeated information on each page using headers and
footers
9.3 TABLES
Word’s Table features, enables you to arrange columns of numbers
and text in a document without using tabs. It helps you to organize
complex columnar information. Tables also provide a convenient
way to present text in side-by-side paragraphs as in a resume, or to
arrange text beside graphics. You can insert tables anywhere you
174 :: Basic Computing Skills
Fig. 9.1
2. Or, select Table→ →Table from the menu bar. Select the
→Insert→
number of rows and columns for the table and click OK.
Fig. 9.2
9.3.2 Draw a Table
You can also draw a table in a document:
1. Draw a table by selecting View→
→Toolbars→ →Tables and Borders
from the menu bar. The Tables and Borders toolbar appears on
the screen. Click on the Draw Table button on the toolbar.
The cursor is now the image of a pencil.
2. Draw the cells of the table with the mouse. If you make a mistake,
click the Eraser button and drag the mouse over the area to
be deleted.
3. To draw more cells, click on the Draw Table button .
9.3.3 Inserting/Deleting Rows and Columns in a Table
Once the table is drawn, insert additional rows by placing the cur-
Working with Tables, Graphics and Pages :: 175
Fig. 9.3
176 :: Basic Computing Skills
You will need to select the cells of the table you want to format.
Click and drag the mouse over the cells, or use the following short-
cuts:
1. To select one cell, place the cursor on a cell you want to select
and choose Table→ →Select→ →Cell commands from the menu bar.
The cell will be selected. Or click the bottom, left corner of the
cell when a black arrow appears.
2. To select several cells, first click the bottom left corner of the
first cell when a black arrow appears and drag the mouse across
the other cells that you want to select.
3. To select one row, place the cursor on a now you want to select
and choose Table→→Select→ →Row commands from the menu bar.
The row will be selected. Or click outside the table to the left of
the row when a white arrow appears.
4. To select one column, place the cursor on a column you want to
select and choose Table→→Select→ →Column commands from the
menu bar. The column will be selected. Or click outside the
table above the column when a black arrow appears.
5. To select several rows, first select at least one cell in each row
using the above method for selecting several cells and choose
Table→→Select→ →Row commands from the menu bar. The rows
will be selected. Or click outside the table to the left of the row
when white arrow appears and drag the mouse to the direction
down or up where the intended rows lies.
6. To select several columns, first select at least one cell in each
column using the above method for selecting several cells and
choose Table→ →Select→ →Column commands from the menu bar.
The columns will be selected. Or click outside the table above
the column when a black arrow appears and drag the mouse to
the direction left or right where the intended columns lies.
7. Entire table Table→ →Select→→Table commands from the menu
bar. The entire table will be selected. Or move the cursor to the
left edge of the top row and observe the four-sided arrow appear
on the edge. Place the cursor on the four-sided arrow and click.
The entire table will be selected.
Use the Table Properties dialog box to modify the alignment of the
table with the body text and the text within the table. Access the
Working with Tables, Graphics and Pages :: 177
Size - Check the Preferred width box and enter a value if the table
should be an exact width
Alignment - Highlight the il-
lustration that represents the
alignment of the table in rela-
tion to the text of the docu-
ment.
Text wrapping - Highlight
“None” if the table should ap-
pear on a separate line from the
text or choose “Around” if the
text should wrap around the Fig. 9.4
table.
Borders and Shading - Select from a number of border styles, col-
ors, and widths. Click the Shading tab to change the background
color and pattern.
Fig. 9.5
Options - Click the Options
button on the Table Properties
window to change the spacing
between the document text and
the table borders under Default
cell margins. Check the Allow
spacing between cells box and
enter a value to add space
between the table cells.
Fig. 9.6
178 :: Basic Computing Skills
Choosing Paragraph option will convert each table cell into one
paragraph. If you pick the Comma or Tab options, Word will convert
each row of your table into a paragraph.
9.3.9 Sorting Text or Numbers in Tables
Word’s Table→→Sort Text command will attempt to sort selected text
alphabetically, numerically, or chronologically (date) at your request.
Sort can be up to three levels ‘deep’. To sort a table with Sort
command, follow these steps:
1. It is a good practice to save your file containg the table so that if
you don’t like the sorting pattern of your table you can go back
to the original table.
Classwise Number of Students in XYZ School
Class Boys Girls Total
Class-I 25 35 60
Class-II 30 25 55
Class-III 20 30 50
Class-IV 40 28 68
Class-V 34 32 66
6. Choose a sort order for each column. In the example the sort
order for each column is Descending.
7. Click and select the data type for each column from type drop-
down lists. In the example the Type is Number.
8. Click OK and Word will sort.
Classwise Number of Students in XYZ School
Class Boys Girls Total
Class-IV 40 28 68
Class-V 34 32 66
Class-II 30 25 55
Class-I 25 35 60
Class-III 20 30 50
Fig. 9.10
Working with Tables, Graphics and Pages :: 181
Click
Fig. 9.11
Fig. 9.12
INTEXT QUESTIONS
(d) The table sort feature in word is only to sort numbers and
not for sorting text.
2. The command on menu bar to add an image from a file————
————-
3. The command on menu bar to edit a graphic—————————
—————
4. The command on menu bar to insert auto shapes———————
—————-
9.5 WHAT YOU HEAVE LEARNT
In this lesson you learnt about creation and formatting of tables and
graphics in a text document. Now you are in a position to insert a
table of desired number of rows and columns in a document. Also
you can insert any graphics in the text to make it more appealing.
You can change the size and location of tables and graphics.
10.1 INTRODUCTION
After typing the text you need to make some formatting so that the
typed material is brought to a presentable form. In previous lessons
you have learnt about making text bold or italics. Also you are in a
position to insert charts or pictures inside the text. In this lesson we
will explain further designing of the text such as giving a border or a
background shade.
10.2 OBJECTIVES
1. Choose View→
→ Normal commands from
menu bar.
Fig. 10.2
2. Click on the Normal View button on the horizontal scroll bar.
3. Use the keyboard shortcut ALT+CTRL+N.
10.3.2 Print Layout View
It is the preferred typing view, because it gives you a sense of how
your document is laying out on the page. Margins, page breaks,
headers and footers, page numbering, and graphics are visible in
Print Layout View. Another advantage of this view is that it allows
you to view your pages in Page Width, or Text Width, or Whole Page,
or Two Pages at a time. It allows you to change the magnifications to
change the zoom from 10% to 500%, or view multiple pages at 10%
zoom - an excellent method for finding blank pages, seeing where
graphics will fall and checking indenting and hanging lines
Fig. 10.3
Document Views and Formatting :: 187
Fig. 10.4
Fig. 10.8
2. When the cursor becomes a double-ended arrow, click with the
mouse and drag the margin indicator to the desired location.
3. Release the mouse when the margin is set.
(b) Using Page Set-up Dialog Box
The margins can also be changed using the Page Setup dialog box:
1. Select File→
→Page Setup command on the menu bar and choose
the Margins tab in the dialog box.
Fig. 10.9
190 :: Basic Computing Skills
2. Enter margin values in the Top, Bottom, Left, and Right boxes.
The Preview window will reflect the changes.
3. If the document has Headers and/or Footers, the distance this
text appears from the edge of the page can be changed.
4. To apply the changes to the whole document click on the drop-
down arrow next to the Apply to: list box and change the option
to Whole document if it do not appear.
5. Click OK when finished.
10.4.2 Page Size and Orientation
Change the orientation page within the Page Setup dialog box.
1. Select File→
→Page Setup command on the menu bar and choose
the Paper Size tab.
Fig. 10.10
2. Select the proper paper size from the drop-down menu.
3. Change the orientation from Portrait or Landscape by checking
the corresponding radio button.
10.4.3 Multiple Orientations in a Document
You can mix orientations with some pages in portriat and others in
landscape orientation. Word will insert section breaks above and
below the pages that have a different orientation. Follow the steps
given below to change the orientation of selected pages:
1. Select View→→ Zoom
commands on the menu
bar. The Zoom dialog box
will appear on the screen.
Check-mark the Many
pages: box under Zoom to
in the Zoom dialog box.
Click OK.
Fig. 10.11
Document Views and Formatting :: 191
Fig. 10.13
192 :: Basic Computing Skills
2. Type the heading in the Header box. You may use many of the
standard text formatting options such as font face, size, bold,
italics, etc.
3. Click the Insert AutoText button to view a list of quick options
available.
4. Use the other options on the toolbar to add page numbers, the
current date and time.
5. To edit the footer, click the Switch Between Header and Footer
button on the toolbar.
6. When you are finished adding headers and footers, click the
Close button on the toolbar.
10.5 PAGE NUMBERS
Follow these instructions to add page numbers to a document.
1. Select Insert→ → Page Numbers from the menu bar and the
following dialog box will appear.
Fig. 10.14
2. Select the Position of the page numbers by choosing “Top of
page” or “Bottom of page” from the Position drop-down menu.
3. Select the alignment of the page numbers in the Alignment
drop-down menu.
4. If you do not want the page number to show on the first page (if
it is a title page, for example), uncheck the Show number of
first page box.
5. Click OK when finished.
10.5.1 Changing Start Value of Page Numbers in a Document or
in a Particular Section of a Document
To change the starting value of page numbers of a document, follow
the steps given below:
Document Views and Formatting :: 193
Fig. 10.15
4. At the bottom of the Page Number Format dialog box, click on
the Start at option box and increase or decrease the page number
value or simply type a number in the Start at box.
5. Click OK to close Page Number Format dialog box and then
click OK to close Page Numbers dialog box.
Fig. 10.16
194 :: Basic Computing Skills
Fig. 10.17
4. When you see the page number, pause the mouse over the
number and the mouse will turn into a four-headed arrow.
5. Click on the page number when the mouse is four-headed arrow.
Object markers will display in a rectangular box around the
number in diclaring that the page number is selected.
Fig. 10.18
6. Press the Delete key on your keyboard to delete the number. It
will disappear within the document or within the current section
if the document has many sections.
10.5.3 Inserting a Page Break
When you are typing along and reach the bottom of a page in a
Word document, a page break will be inserted automatically. The
paper size will determine where automatic page breaks occur. If
you wish to end one page and start another page before the natural
page breaks, you should not press the ENTER key repeatedly in
order to move to the next page. Instead, follow one of the ways given
below:
Document Views and Formatting :: 195
1. Position the insertion point at the line where the page should
end. Choose Insert→ →Break command from menu bar. The
Break dialog box appears. Check-mark Page break under Break
types in Break dialog box. Click OK to insert a page break.
Fig. 10.19
2. Position the insertion point at the line where the page should
end. Press CTRL+ENTER keys to insert a page break.
10.5.4 Deleting a Page Break
The easiest way to delete page breaks is to find and remove the
extra page break indicator in the document. To do this switch over
to Normal view, click on the Page Break line and press DELETE key
to remove the page break.
10.5.5 Inserting a Section Break
You can also insert a new section in order to give different page
numbers or orientation etc. You can use Break dialog box for this
purpose. Follow the steps given below to insert a section break:
1. Position the insertion point at the
line where the page should end.
Choose Insert→ →Break commands
from menu bar. The Break dialog
box appears. Check-mark the
option under Section break types
in Break dialog box. Click OK to
insert a section break. Fig. 10.20
Fig. 10.21
quickly draw lines or rules between the columns. Follow these steps
to create columns in your document:
Fig. 10.22
1. Place the insertion point where the columns should begin. If
you want to include a heading that spans across all the columns
at the top of the page or section, type this heading first before
defining columns. You can also select existing text to be formatted
as columns.
2. Select Format →Columns commands from menu bar.
3. In the preset area, select the type of column layout you prefer.
The first three layouts are for equally spaced columns; the last
two will produce unequal columns (Left preset layout makes the
left column narrower than the right column. The Right preset
layout makes right column narrower). In both formats, the wide
column is twice as wide as the narrow column.
4. You can add columns in the Numbers of columns box, and change
the width of each column in the Width and Spacing area. Word
will show you a preview of how the columns will look.
5. To add a line or rule between the columns, check the Line
Between option, which is above the preview area.
5. Column layouts can apply to selected text or to the whole
document or from a particular point forward in the document.
In the Apply to: drop-down list box at the bottom of the dialog
box, choose the appropriate setting.
10.7 USING THE GO TO COMMAND
If the document being edited is huge and the user knows the page
numbers, MS-Word provides a feature Go To that will make
navigation easier. Choose Edit→ →Go To. A Find and Replace dialog
box appears. Use this to specify the page, section, line, bookmark,
footnote or annotations to which you desire to go. Use the text box
to enter the number and press the GoTo button. The following gives
a list of samples that can be typed in the text box.
198 :: Basic Computing Skills
Fig. 10.22
0 Move to the beginning of the document.
Blank Move to the next page.
20 or P20 Move to page 20
S5 Move to section 5
P4S2 Move to section 2 in page4.
-2 Move back by 2 pages.
+4 Move forward by 4 pages.
INTEXT QUESTIONS
10.8 BOOKMARKS
A caption is a numbered label, such as “Figure 1,” that you can add
to a table, figure, equation, or other item. You can vary the caption
label and number format for different types of items — for example,
“Table II” and “Equation 1-A.” If you later add, delete, or move cap-
tions, you can easily update the caption numbers all at once.
Fig. 10.23
2. Choose Insert→
→Bookmark commands from the menu bar. The
Bookmark dialog box appears.
3. Type a name for the bookmark in the Bookmark Name box,
which must begin with a letter. This name can contain letters,
numbers and underscore characters. Also, it should not have
more than 40 characters and no spaces in between. In our ex-
ample we have given the name as ‘figref’.
4. Click the Add button. The text will be book marked.
select the View tab. Under Show, select or clear the Bookmark
check box.
Fig. 10.24
Document Views and Formatting :: 201
Fig. 10.25
Once you have created AutoText entries, you can insert them in the
text. To do this, follow these steps:
1. Place the insertion point where you want the entry to be placed.
2. Type few letters of an AutoText entry’s name and then press the
F3 function key. Or choose Insert → AutoText→ →AutoText
(you will see a preview), and then double-click to select an entry
from the scrolling name list. Instead of double-clicking, you
could also click one and click the Insert button, or press Enter
key.
To get the most out of AutoComplete, you should store your fre-
quently used text as AutoText. An AutoComplete suggestion won’t
be offered until you type the first three letters of a phrase. But if
you have stored as AutoText two or more phrases that start with the
same three letters, AutoComplete won’t offer a suggestion until you
type enough for it to recognise which phrase you are typing. For
example, if you have stored the phrases Yours faithfully and Yours
sincerely as AutoText entries, you will need to type Yours plus the
first letter of the next word (say f for Yours faithfully or s for Yours
sincerely) before AutoComplete will be able to suggest the correct
text. To solve this problem you can also assign unique two-charac-
ter abbreviations to phrases that start with the same letters. For
example, you could assign the abbreviation yf to the phrase Yours
faithfully and ys to the phrase Yours sincerely.
1. →AutoText→
Select Insert→ →AutoText commands from the menu
bar. The AutoCorrect dialog box appears.
3. Click on OK.
INTEXT QUESTIONS
5. Define book-mark.
6. The name for a bookmark can contain upto——characters.
7. To access Mark Index Entry dialog box , press—————keys.
8. State True or False
(a) Word enables you to store frequently used text, graphics
and other items and quickly insert them into documents.
204 :: Basic Computing Skills
(b) Each time you visit and close the Index tab in the Index and
Tables dialog box, Word will not ask you wheteher you want
to replace the selected index.
Fig. 10.26
2. The Find and Replace dialog box can be used to replace a word
on its first occurrence or all occurrences. If you click on Re-
place, Word replaces the selected instance of the search crite-
ria, finds the next occurrence, and then stops. If you want Word
to automatically replace all occurrences of the search criteria in
your document, click Replace All.
11.1 INTRODUCTION
A common word processing task is to produce periodic mailings to
send to different people or agencies connected to you or your
profession or your business. The mailing features in Word can help
you to organize your address data, get it into a document, and print
it out in the desired format. The main uses of Word’s Mail Merge
features are: You can merge a list of names and addresses to a
single letter that can be sent to different people in their names and
addresses. Create categories, a single letter with variable information
fields in it, or labels. Produce merged documents such as directory
lists, invoices, print address lists, or print addresses on envelopes
and mailing labels.
11.2 OBJECTIVES
After going through this lesson you would be able to
l create form letters, mailing labels, envelopes, or catalogs
l organize address data and merging it into a generic document
l customize a mail merge
11.3 TYPES OF DOCUMENTS IN MAIL MERGE
Mail Merge requires three types of documents: (a) Main Document,
(b) Data Source, and (c) Merge Document.
MS Word 2000 : Mail Merge :: 207
Fig. 11.1
208 :: Basic Computing Skills
Fig. 11.3
4. Save your document.
You can also use Mail Merge Helper to create Main Document. Follow
these steps to do it:
MS Word 2000 : Mail Merge :: 209
Fig. 11.5
l To change the order of the data fields, click a field name in
the Field names in header row box, and then click one of
the arrow buttons. Observe that using Field Name: box
you can add your own field names.
4. When you finish specifying the data fields, click OK. The Save
As dialog box appears.
5. Locate the folder that you want to
save the data source in, type a file
name, and
then click Save As in the Save As
dialog box. The Microsoft Word
dialog box appears. Fig. 11.6
Fig. 11.7
MS Word 2000 : Mail Merge :: 211
7. In the Data Form dialog box, fill in the information for each data
record:
o To fill in a record, type information for a data field, and then
press ENTER to move to the next field. If you don’t want to
include information for a particular field, press ENTER to
skip the field. Don’t type spaces in the box.
o To start a new data record, click Add New.
8. When you finish entering data records, click the View Source
in the Data Form dialog box. Observe that the data records
created will appear in a table format along with Database toolbar
similar to the one shown in the Figure. Save the data source by
clicking Save on the Standard toolbar.
Fig. 11.8
2. Click on Data Form button. The Word will display the data
source in the Data Form dialog box.
3. To locate a data record that you want to change, move to the
record number you want change its contents by clicking the
arrow keys or typing the record number; or click Find, and
then search for information that you know the record contains.
4. Edit the records that you want to change.
212 :: Basic Computing Skills
5. When you finish editing records, click View Source in the Data
Form dialog box, and then click Save button on the Standard
toolbar to save changes to the data source.
11.5.3 Add New Data Records
To add new data records in the existing data source file, follow these
steps:
1. Open the data source file and then select View →
Toolbars→→Database command on the menu bar. The Database
toolbar will appear on the screen.
2. Click on Data Form button. The Word will display the data
source in the Data Form dialog box.
3. Click Add New button.
4. To fill in a record, type information for a data field, and then
press ENTER to move to the next field.
5. Repeat steps 3 and 4 for each new record.
6. When you finish adding records, click View Source on the Data
Form dialog box, and then click Save on the Standard toolbar.
11.5.4 Add New Data Fields to an Existing Data Source File
To add new data fields in the existing data source file, follow these
steps:
1. →Toolbars→
Open the data source file and then select View→ →
Database commands from menu bar. The Database toolbar will
appear on the screen.
01785679 Ram 13, 7th Main Road Vijaya Nagar Bangalore Karnataka 560040
01785680 Lakshmi Rampur (Vill), Shadipur (Post) Chittoor (Dist) Andhra Pradesh 571131
3. When you finish entering all the data records, save the table as
a Word document. Your data source document is ready.
11.5.6 Using Excel Worksheet to Create a Data Source
You can use Excel program to create a data source. Follow these
steps do this.
1. Start Excel program. Open Worksheet.
2. Type the data field names on the top row of the worksheet.
Start typing the data records from the second row.
3. When you finish entering all the data records, save the
worksheet.
4. Select the data field names and data records you typed in the
worksheet, and then click on Copy button in the standard
toolbar. Close the file and then exit Excel program.
5. Open Word program. Open a new document and then click on
Paste button. The data will be copied to word document in a
table form. Save the document. Your data source document is
ready.
11.6 MERGING DOCUMENTS
Once if you have created your main document and data source docu-
214 :: Basic Computing Skills
ment, the next two steps in mail merge are to insert merge fields in
the main document and then merge data in the main document.
You will learn these two steps in this section:
11.6.1 Editing the Main Document and Merging (Inserting)
Fields in the Main Document
To merge the fields in the main document you may have to do some
editing in the main document. Follow these steps to do this:
1. Open the main document.
2. Select Tools→
→Mail Merge command on the menu bar. The
Mail Merge Helper dialog box appears.
3. Under Main document, click Create, and then click Form
Letters. The Microsoft Word dialog box appears
4. Click Active Window. The active document becomes the main
document.
5. To open the data source document, click
Get Data, and then click Open Data
Source. The Open Data Source dialog
box will appear. Choose the data
source file that you have earlier created
and then click Open. The Microsoft
Word dialog box will appear. Click Edit
Main Document. Observe that the
Mail Merge toolbar will appear on the Fig. 11.10
screen.
6. In the main document, place the cursor where you want to merge
names, addresses, and other data from the data source. Insert
the merge fields by clicking Insert Merge Field on the Mail
Merge toolbar, and then click the field name you want. In our
example of student admission letters we have inserted the fields
in the space provided for address of students and enrolment
number.
Fig. 11.11
MS Word 2000 : Mail Merge :: 215
7. After you complete the main document and insert all of the
merge fields, click Save As on the File menu. Name the
document, and then click Save. Now your main document will
work as merge document.
11.6.2 Merging the Data into the Main Document
To merge the data in the main document, follow these steps:
1. Open the merge document. If the Mail merge toolbar is not on
the screen, select View→
→Toolbars→
→Mail Merge command on
the menu bar.
2. Click View Merged Data in the Mail Merge toolbar. The merged
fields will turn to first data record.
Fig. 11.12
3. If you want to see any other merged record, choose the record
number either typing the respective number or clicking the arrow
marks on the Mail Merge toolbar.
11.6.3 Merging the Data and Main Document as a New Document
or to Printer/ Electronic Mail/Fax Using Mail Merge Helper
You can also merge the data records to a new document that can be
used for printing later or to a printer directly for printing or to send
216 :: Basic Computing Skills
the merged documents for electronic mailing (or fax) if your computer
has the Internet (or Fax) connections. To merge the data to a new
document or printer, follow these steps:
1. Open the merge document. Select Tools→
→Mail Merge command
on the menu bar.
2. If you want to specify the
order in which data is
merged, or to merge only
part of the data, then you
can sort and select data
records to merge.
3. Click Merge under Merge
the data with the
document in the Mail
Merge Helper dialog box.
The Merge dialog box will Fig. 11.13
appear.
4. Check-mark All if you want all records be merged or type the
data range in From and To boxes under Records to be merged.
– Click New document in the drop-down box that appears on
clicking drop-down button under Merge To: in the Merge
dialog box. Click Merge to store the merged letters in a new
document, so that you can review, edit, and print them later.
Save this in one of your folders for future use.
– Click Printer button in the drop-down box that appear on
clicking drop-down button under Merge To: in the Merge
dialog box. Click Merge to send the selected the merged
letters directly to a printer. See that the printer is on to
print the letters.
– Click Electronic mail in the drop-down box that appears on
clicking drop-down button under Merge To: in the Merge
dialog box.
– Click Setup. In the Data field with Mail/Fax address box,
click the data field that contains the e-mail addresses or fax
numbers.
– If you are sending merged documents to e-mail addresses,
do one or more of the following:
MS Word 2000 : Mail Merge :: 217
field, click Insert Merge Field, and then click the field name
you want. Click OK. The Mail Merge Dialog box appears.
4. Merge the Data into the Main Document: In the Mail Merge
Helper dialog box, click Merge under Merge the data with the
document. The Merge dialog box appears. If you want to send
the merged labels directly to a printer, click Printer in the Merge
to box, and then click Merge. On the other hand, if you want to
store the merged labels in a new document, (so that you can
review, edit, and print them later) click New Document in the
Merge to box, and then click Merge.
2. Open the Data Source: In the Mail Merge Helper dialog box,
Under Data source, click Get Data, and then click Open Data
Source. Select the Word document where you have created your
data source (address list), and then click Open. The Microsoft
Word dialog box appears. Click Set Up Main Document. The
Envelope Options dialog box appears. (If you don’t see the
Envelope Options dialog box, click anywhere in the main docu-
ment, and then select Tools→ →Mail Merge command on the
menu bar. The Mail Merge dialog box appears. Under Main
document, click Setup. The Label Options dialog box appears.)
Fig. 11.21
Fig. 11.22
3. Select the Envelope Options and Insert Merge Fields: On the
Envelope Options tab, select the envelope size you want from a
variety of predefined sizes given under Envelope size: drop down
box, and adjust the address format and position on the envelope.
(If the envelope size that you want to use is not listed in the
Envelope size: box, you can create your own custom envelope
by selecting Custom size under Envelope size: drop down box
in the Envelope Options dialog box.) Click on the Printing
Options tab, and make sure that the selected envelope feed
options are correct for your printer, and then click OK. The
Envelope address dialog box appears.
MS Word 2000 : Mail Merge :: 221
Fig. 11.23
4. Merge the Data into the Main Document: In the Mail Merge
Helper dialog box, click Merge under Merge the data with the
document. The Merge dialog box appears. If you want to send
the merged envelopes directly to a printer, click Printer in the
Merge to: box, and then click Merge. On the other hand, if you
want to store the merged envelopes in a new document, (so that
you can review, edit, and print them later) click New Document
in the Merge to: box, and then click Merge.
Fig. 11.24
222 :: Basic Computing Skills
Fig. 11.25
Fig. 11.26
2. Open the Data Source: In the Mail Merge Helper dialog box,
Under Data source, click Get Data, and then click Open Data
Source. Select the Word document where you have created your
data source (address list), and then click Open. The Microsoft
Word dialog box appears. Click Edit Main Document.
Fig. 11.27
MS Word 2000 : Mail Merge :: 223
Fig. 11.28
4. Merge the Data into the Main Document: If you don’t see the
Mail Merge toolbar, select View →Toolbars →Mail Merge
command on the menu bar. The Mail Merge toolbar appears.
Click on Merge to New Document button on the Mail Merge
toolbar.
In the resulting catalog document, add headers, footers, and
any other text that you want. For example, you can add the
heading ‘The List of Students Enrolled for DIT Programme of
224 :: Basic Computing Skills
Fig. 11.29
INTEXT QUESTIONS
1. Briefly explain the following: (a) Main document, (b) Data source,
and (c) Merge document.
2. Write any two features of Mail Merge.
3. Write steps in creating a main document for form letter.
4. Explain steps in editing existing data records in Mail Merge.
5. How do you create a data source using Word table?
6. Write steps in using Excel worksheet as a data source for your
Mail Merge.
12.1 INTRODUCTION
MS-Excel 2000 is a Windows based application package. It is
quite useful in entering, editing, analysis and storing of data.
Arithmetic operations with numerical data such as addition,
subtraction, multiplication and division can also be done with
Excel. You can sort the numbers/characters according to some
given criteria (like ascending, descending etc.)and solve simple
financial, mathematical and statistical formulas.
12.2 OBJECTIVES
Microsoft Excel
MSOB
Fig. 12.1
Fig. 12.2
Fig. 12.3
1. Moving Cells
2. Copying Cells
Highlight the cell you want to paste the cut or copied content
into and select Edit→→Paste from the menu bar or click the
Paste button on the standard toolbar.
If you are moving the cell contents only a short distance, the
drag-and-drop method may be easier. Simply drag the
highlighted border of the selected cell to the destination cell
with the mouse.
5. Freeze Panes
1. Click the label of the row below the row that should re-
main frozen at the top of the worksheet.
2. Select Window→
→Freeze Panes from the menu bar.
3. →Unfreeze
To remove the frozen panes, select Window→
Panes.
Basics of MS Excel :: 235
Fig. 12.4
Freeze panes has been added to row 2 in the image above. No-
tice that the row numbers skip from 3 to 8. As the worksheet is
scrolled, rows 1 and 2 will remain stationary while the remain-
ing rows will move. Following similar steps you can Freeze or
Unfreeze selected columns.
12.13 PAGE BREAKS
To set page breaks within the worksheet, select the row you
want to appear just below the page break by clicking the row’s
label. Then choose Insert→→Page Break from the menu bar. You
may need to click the double down arrow at the bottom of the
menu list to view this option.
12.14 PAGE SETUP
Select File→
→Page Setup from the menu bar to format the page,
set margins, and add headers and footers.
1. Page: The page option allows you to set the paper size,
orientation of the data, scaling of the area, print quality, etc.
Select the Orientation under the Page tab in the Page Setup
236 :: Basic Computing Skills
Fig. 12.5
Fig. 12.6
Basics of MS Excel :: 237
Fig. 12.7
Fig. 12.8
Fig. 12.9
INTEXT QUESTIONS
Fig. 12.10
Action Keystroke
Document Actions
Open a file CTRL+O
New file CTRL+N
Save As F12
Save CTRL+S
Print CTRL+P
Find CTRL+F
Replace CTRL+H
Go to F5
Cursor Movement
One cell up up arrow
One cell down down arrow
242 :: Basic Computing Skills
Note: A plus sign in the above list indicates that the keys need to
be pressed at the same time.
INTEXT QUESTIONS
1. (a) True
(b) False
(c) True
(d) False
(e) True
Basics of MS Excel :: 245
2. (a) Unprotect
(c) 255
(d) three
(e) gridlines
13
FORMATTING WORKSHEETS
13.1 INTRODUCTION
13.2 OBJECTIVES
Fig. 13.1
Fig. 13.2
5. Select the Patterns tab, and then choose any of the follow-
ing options:
– Select a colour for the background of the selection in
the Color palette.
– If necessary, select a pattern for the background of the
selection in the Pattern palette.
6. Choose OK to apply the border and colour.
13.3.6 Dates and Times
If you enter the date “January 1, 2001” into a cell on the
worksheet, Excel will automatically recognize the text as a date
and change the format to “1-Jan-01”. To change the date format,
select the Number tab from the Format Cells window. Select
“Date” from the Category box and choose the format for the date
from the Type box. If the field is a time, select “Time” from the
Category box and select the type in the right box. Date and time
combinations are also listed. Press OK when finished.
Fig. 13.3
In Excel, all styles are cell styles. However, a defined style can
be applied to an entire worksheet. Cell styles can include any of
the formatting that can be applied to a cell using the options on
the tabs in the Format Cells dialog box. Select the Styles drop-
down box from the formatting toolbar (it can be added by
customizing the toolbar). Excel provides several preset styles:
Fig. 13.4
Fig. 13.5
3. Modify the attributes by clicking the Modify button.
4. Check all the items under Style includes that the style
should format.
5. Click Add to preview the formatting changes on the
worksheet.
6. Highlight the style you want to apply to the paragraph and
click Apply.
13.4.3 Name a New Style in Excel
1. Select the cell on the worksheet containing the formatting
you would like to set as a new style.
2. Click the Style box on the Formatting toolbar so the style
name is highlighted (see Figure 13.4).
3. Delete the text in the Style box and type the name of the
new style.
4. Press ENTER when finished.
13.4.4 Copying Styles in Excel
You can copy styles from one open workbook file to another:
Formatting Worksheets :: 253
Fig. 13.6
2. Select Format→ →AutoFormat from the Excel’s menu bar. A
dialog box will open with many table formats to choose from
and apply.
3. On the AutoFormat dialog box, select the format you want to
apply to the table by clicking on it with the mouse. Use the
scroll bar to view all of the formats available. Some of the
styles are shown in Figure 13.7.
Fig. 13.7
4. Click the Options... button to select the elements that the
formatting will apply to.
Formatting Worksheets :: 255
5. Select from the many table styles. If you like one of the
formats but don’t want to apply every aspect of it, click on
the Options button. Choose from the Formats to apply
option box.
6. Click OK when finished.
Fig. 13.8
INTEXT QUESTIONS
2. (a) attributes
(b) cell style
(c) prevent
(d) view toolbar formatting
(e) number tab
14
FORMULAS
AND FUNCTIONS
14.1 INTRODUCTION
The distinguishing feature of a spreadsheet program such as
Excel is that it allows you to create mathematical formulas and
execute functions. Otherwise, it is not much more than a large
table for displaying text. This lesson will show you how to create
these calculations.
14.2 OBJECTIVES
After going through this lesson you would be able to
l use formulas and functions features for data analysis
l create or edit or sort a database
l explain the features of pivot table for generating report
14.3 FORMULAS
In excel you can specify mathematical relationship between the
numbers in various cells. You can do this by means of formula.
An example of a simple formula would be calculating a percent-
age of marks obtained in a subject by a student: ‘marks ob-
tained’ divided by ‘total maximum marks’ and then multiplied
by ‘100’ equals the percentage of marks obtained by a student.
Formulas are used in: (a) simple addition, subtraction, multipli-
Formulas and Functions :: 259
Fig. 14.1
Fig. 14.2
click on the selected cell area and select copy from the
shortcut menu. The Copy command is not going to copy the
value (600). It will copy the formula (=B2*C2).
3. Select cells D3 through D5 (drag the mouse over these cells
to select the destination for copy).
4. Click on the Paste button on the Standard toolbar or choose
Paste on the shortcut menu or press ENTER key.
5. Excel copies the formula into the designated cells, but each
copy uses the row number for the row on which it resides.
The values calculated in each cell are different indicating
that the formula is using different values in each location.
6. Make the decimal places the same for each of the weekend
wages by clicking and dragging to select all four weekend
wages (D2 through D5) and clicking twice on the Increase
Decimal button on the Formatting toolbar.
Fig. 14.3
There are a number of error messages that can occur when cre-
ating formulas. Although these are Excel’s attempts to be help-
ful in explaining the error, the messages are rather cryptic. The
following are the error messages that occur and their meanings.
Error Message Meaning
#DIV/0! A division by zero has occurred in the for-
mula
# N/A A value is not available to the formula
Formulas and Functions :: 265
1. Select the cell that the sum will appear in that is outside the
cluster of cells whose values will be added. Cell D2 was used
in this example.
2. Click the Autosum button (Greek letter sigma) on the Stand-
ard toolbar.
3. Highlight the group of cells that will be summed (cells B2
through C2 in this example).
4. Press the ENTER key on the keyboard or click the green
check mark button on the formula bar .
Table 14.4
14.4 FUNCTIONS
The built-in formulas are called functions. The users have to
provide the cell references or addresses only. These are called
arguments of the functions that are given between a pace of
parentheses ( ). The functions performs the operations on the
given values and return the result that is displayed in the same
cell where the function was entered. Functions can be a more
efficient way of performing mathematical operations than
formulas. For example, if you wanted to add the values of cells
D1 through D10, you would type the formula
“=D1+D2+D3+D4+D5+D6+D7 +D8+D9+D10”. A shorter way
would be to use the SUM function and simply type
“=SUM(D1:D10)”. Several other functions and examples are given
in the table below:
Function
Example
Description
SUM
=SUM (A1:100)
finds the sum of cells A1 through A100
Formulas and Functions :: 267
AVERAGE
=AVERAGE(B1:B10)
finds the average of cells B1 through B10
MAX
=MAX(C1:C100)
returns the highest number from cells C1 through C100
MIN
=MIN(D1:D100)
returns the lowest number from cells D1 through D100
SQRT
=SQRT(D10)
finds the square root of the value in cell D10
TODAY
=TODAY()
returns the current date (leave the parentheses empty)
9. Information
10. User Defined
The most commonly used functions are in the categories
Math&Trig, Statistical and Financial. Each of the categories have
a number of function names. For example, SUM function falls
within the Math&Trig category, the AVERAGE function falls within
statistical category and PMT (payment function) falls within the
Financial category.
The Function Wizard lists all the functions, their uses and mean-
ings, and what arguments are needed by each. Click on
Insert→→Function to activate the Paste Function, or click on the
Paste Function button on the Standard toolbar. We will explain
this in the next sub section on Function Wizard.
14.4.3 Function Wizard
Fig. 14.5
Formulas and Functions :: 269
Fig. 14.6
5. Click OK when all the cells for the function have been se-
lected.
14.4.4 The COUNTIF and SUMIF Functions
It may not be possible for us to explain you all the functions and
examples. In this subsection we will only explain two functions,
namely, (a) the COUNTIF Function and (b) SUMIF Function.
Try the other functions on your own.
(a) The COUNTIF Function
If you specify the range and wish to count only the number of
values contained in the range. The COUNTIF function allows
you to use criteria to focus in on the specific values you want to
be counted. The syntax of the COUNTIF function is in the fol-
lowing form:
Where range is the location of all the values from which the
COUNTIF will choose and criteria are the expressions, text, or
values that define which cells will be counted. For example, you
can find the number of employees drawing the monthly salary
over Rs 10000 with the formula:
270 :: Basic Computing Skills
You can change your functions in Excel. There are three differ-
ent ways to activate the Edit mode.
2. Press F2
3. Click on the formula bar.
(b) You can also use the Paste Function, so that you can see the
descriptions of the arguments. This method offers the ad-
vantage of letting you see if you are changing the appropri-
ate arguments.
1. Click on the cell that has the function you wish to edit.
2. Click on the Paste Function button on the Standard
→Function from the menu bar.
toolbar or choose Insert→
3. When the dialog box appears, click on the argument
whose reference you wish to change. When you have
finished, click on the OK button.
(c) Also, to activate the Paste Function button, right click the
mouse button to see the shortcut menu. Click on Paste
Function button. Follow step 3 given above in (b).
Formulas and Functions :: 271
Some times you may want to change the values on cells and see
the changes in calculated values using formulas and functions.
There are two options available to you for recalculations:
INTEXT QUESTIONS
Fig. 14.7
Fig. 14.8
Fig. 14.9
Formulas and Functions :: 273
5. Click on New. This will add the entered record in the data-
base.
6. To finish the entry of records, click on Close.
14.5.2 Adding Records
The records can be added in two different ways:
(a)
1. Type the new record entries in the blank row next to the
database list.
2. The new records can be added in the way that is similar to
the steps of creating a database.
(b)
1. Activate any cell of the database list.
→ Form command
2. Choose Data→
3. Go to the last record and click on New
4. Type-in the new record details in the boxes against fields.
5. Click on OK.
14.5.3 Deleting Records
You can delete the records in two ways:
(a) The records can be deleted by simply selecting the entire
cell range of the record to be deleted and press the Delete
key. Move the rest of the records on row up.
(b) Another way of deleting the records is as follows:
1. Activate any cell from the database list.
2. Choose Data →Form command.
3. Get the record to be deleted by clicking on the Find Prev or
Find Next button
4. Click on the Delete button.
14.5.4 Editing Records
You can edit records in two ways:
(a) The records once entered in the database list can be changed
or modified. This can be done by selecting the cell and re-
typing the data.
(b) Another way of doing this is by Data form:
274 :: Basic Computing Skills
Fig. 14.10
Fig. 14.11
Fig. 14.12
276 :: Basic Computing Skills
Fig. 14.13
Fig. 14.14
→Filter→
2. Select Data→ →Advanced Filter... command.
3. A message dialog box is displayed that indicates two Actions:
(a) Filter the list, in-place, and (b) Copy to another location
for a specified range and criteria. To filter the records select
the Action option - Filter the list, in-place and indicate the
List range and Criteria range for filtering. And then click on
OK. To copy the filtered records to anther location select the
Action option - Copy to another location and indicate the
List range, Criteria range, and Copy to range for filtering
and copying the records and then click on OK. In our exam-
ple, for a criteria given in Figure 14.14 and for a range of
records as indicated in Figure 14.15a, the records are fil-
tered as shown in Figure 14.15b.
278 :: Basic Computing Skills
Fig. 14.16
Fig. 14.17
280 :: Basic Computing Skills
Fig. 14.18
Fig. 14.19
You can have multiple fields on the columns and rows of the
PivotTable layout. Whichever field is first determines the pri-
mary grouping. After completing Layout click on OK.
7. The last step of the PivotTable Wizard (see Figure 14.18) pro-
vides an Options button which opens a PivotTable Options
dialog box. Here you can customize some last-minute For-
mat and Data options, such as whether you want row or
column grand totals, whether you want Excel to AutoFormat
the PivotTable, and whether you want to save the underlying
data with your PivotTable.
8. Specify where you want the PivotTable Report to start on the
worksheet (see, Figure 14.18). Designate a cell within a range
that does not contain current data. Leave this option blank
for Excel to create a new sheet. Click on Finish.
9. The new PivotTable Report is displayed on a new sheet. No-
tice the generic sheet name at the bottom of the screen on
the sheet tab. If you wish, you can double-click on the name
and create a more descriptive name for this sheet containing
the PivotTable. Excel also activates the PivotTable toolbar
(see Figure 14.20) that will now be handy when working
with this PivotTable. If you do not see the PivotTable toolbar
floating on the screen, choose View→ →Toolbars and verify
that the PivotTable toolbar is checked.
10. The layout of the PivotTable Report adheres to the field ar-
rangement you created during the PivotTable Wizard steps.
Figure 14.20 shows the total marks scored by Boys, Girls
and total students in different subjects.
Fig. 14.20
282 :: Basic Computing Skills
Fig. 14.21
Fig. 14.22
Formulas and Functions :: 283
INTEXT QUESTIONS
(d) It you donot see the pivot table tool-bar choose _________.
(e) If the range is not correct enter the range in the ________.
In this lesson you learnt about the use of statistical and math-
ematical formulars and functions in a worksheet. You can enter
a formula in a cell and copy it to other cells. Moreover, you learnt
about creation of database, editing of the database and addi-
tion/deletion of records from a database.
284 :: Basic Computing Skills
(d) False
(e) True
15.1 INTRODUCTION
Data is just data until you have organised it usefully. When you
present your data informatively, you are providing far more than
just data; you are offering information. One of the best ways to
convey information is with graphics and charts. Charts and
Graphics makes the data effective, interesting, easy to under-
stand, easy to analyse and compare. Excel helps you to create
chart as either two-dimensional or three-dimensional. After cre-
ating a chart, you can enhance the information by adding chart
items, such as data labels, a legend, titles, axes, and gridlines.
You can also format these items using patterns, colours, align-
ment, fonts, and other formatting attributes. With the help of
AutoShapes you can draw your own diagrams add additional
features to your Charts. You can also add Clip Art images to
your charts and diagrams to make them more attractive and
presentable.
15.2 OBJECTIVES
After going through this lesson you would be able to
l prepare charts from data for better presentation
l draw own graphs and diagrams
l add clip art images to your charts and diagrams
Charts and Graphics :: 287
15.3 CHARTS
Charts allow you to present data entered into the worksheet in a
visual format using a variety of graph types. Before you can make
a chart, you must first enter data into a worksheet. This section
explains how you can create simple charts from the data.
15.3.1 Components of a Chart
Fig. 15.1
Fig. 15.2
Fig. 15.3
4. Chart Source Data - Select the data range (if different from
the area highlighted in step 1) and click Next.
Fig. 15.4
290 :: Basic Computing Skills
5. Chart Options - Enter the name of the chart and titles for
the X- and Y-axes. Other options for the axes, grid lines,
legend, data labels, and data table can be changed by click-
ing on the tabs. Press Next to move to the next set of op-
tions.
Fig. 15.5
Fig: 15. 6
Charts and Graphics :: 291
Fig. 15.7
Fig. 15.8
Fig. 15.9
Fig. 15.10
Fig. 15.11
Fig. 15.12
Fig. 15.13
click the object on the chart or select the object from the
Chart Objects List and click the Format button. A window
containing the properties of that object will then appear to
make formatting changes.
2. Chart Type - Click the arrowhead on the chart type button
to select a different type of chart.
3. Legend Toggle - Show or hide the chart legend by clicking
this toggle button.
4. Data Table view - Display the data table instead of the chart
by clicking the Data Table toggle button.
5. Display Data by Column or Row - Charts the data by
columns or rows according to the data sheet.
6. Angle Text - Select the category or value axis and click the
Angle Downward or Angle Upward button to angle the
selected by +/- 45 degrees.
Fig. 15.14
Fig. 15.15
Fig. 15.16
Fig. 15.17
5. Flow Chart - Choose from the flow chart menu to add flow
chart elements to the worksheet and use the lines menu to
draw connections between the elements. We have drawn a
flowchart using lines, flow chart elements and connectors as
shown in figure 15.13. You may try more such flow chart
graphics using different categories of AutoShapes listed in
Figure 15.10.
Fig. 15.18
Charts and Graphics :: 299
Fig. 15.19
Fig. 15.20
Fig. 15.21
1. Select Insert ---> Picture ---> From File on the menu bar.
2. Click the down arrow button on the right of the Look in:
window to find the image on your computer.
3. Highlight the file name from the list and click the Insert
button.
Fig. 15.22
Fig. 15.23
302 :: Basic Computing Skills
INTEXT QUESTIONS
(e) Pie charts are useful to compare the trends over time.
(d) _____ show the relative contributions that each data se-
ries takes up.
(e) Enter the name of the chart and titles for ____________.
1. (a) True
(b) True
304 :: Basic Computing Skills
(c) False
(d) True
(e) False
2. (a) free rotate
(b) picture
(c) format picture
(d) Area charts
(e) X,Y axes
Fundamentals of Internet :: 323
17
FUNDAMENTALS OF INTERNET
17.1 INTRODUCTION
17.2 OBJECTIVES
l define Internet
l explain various terminology used in Internet
324 :: Basic Computing Skills
dor.
But what does one do with the Internet? May be four things, basi-
cally: mail, discussion groups, long-distance computing, and file
transfers. Internet mail is (e-mail or electronic mail), much faster as
compared to normal postal mail. One can also send software and
certain forms of compressed digital image as an attachment. News
groups or discussion groups facilitate Internet user to join for vari-
ous kinds of debate, discussion and news sharing. Long-distance
computing was an original inspiration for development of ARPANET
and does still provide a very useful service on Internet. Program-
mers can maintain accounts on distant, powerful computers, ex-
ecute programs. File transfer service allows Internet users to access
remote machines and retrieve programs, data or text.
As in the case of normal mail system, e-mail is also based upon the
concept of a recipient address. The email address provides all of the
information required to get a message to the recipient from any-
where in the world. Consider the e-mail ID
In the example above, “john” is the local part, which is the name of a
mailbox on the destination computer, where finally the mail will be
delivered. Hotmail is the mail server where the mailbox “john” exist,
.com is the type of organization on net, which is hosting the mail
server.
stuff from, remote computers. The FTP client takes FTP commands
and send them as requests for information from the remote com-
puter or known as FTP servers. To access remote FTP server it is
required but not necessary to have an account in the FTP server.
When the FTP client gets connected, FTP server asks for the identifi-
cation in-terms of User Login name and password of the FTP client.
If one does not have an account in the remote FTP server, still he
can connect to the server using anonymous login.
Using anonymous login anyone can login in to a FTP server and can
access public file archives, anywhere in the world, without having
an account. One can easily Login to the FTP site with the username
anonymous and e-mail address as password.
Fig. 16.1
328 :: Basic Computing Skills
INTEXT QUESTIONS
WWW is the acronym for the World Wide Web. It is also commonly
known as ‘The Web’. The WWW is hypertext based information re-
trieval tool. One can easily surf the Web by jumping from one docu-
ment to another using the links in those documents. These docu-
ments can be in many formats, such as text, graphics, animation,
sound and latest is video. They may also be a combination of all
these. All the information on Internet are presented to the user as a
document or more popularly known as Web Page. All these Web
Pages are link to each other or even to section within a Web Page.
And these links are known as Hyper Links.
Fig. 17.2
Just like every house, every office, every location has an address,
every page on the Internet has a unique address. This address is
used to get the web page for user from Internet.
http//www.nos.org/computers/internet/url.htm
Fundamentals of Internet :: 331
The URL locates a particular web Page, among all the computers
connected to the Internet. The URL contains the components that
specify the protocol, server, and pathname of an item. Let us exam-
ine the URL given above (http://www.nos.org/computers/internet/
url.htm).
Fig. 17.3
The first component, the protocol, defines the manner for interpret-
ing computer information. Many Internet pages use HTTP (HyperText
332 :: Basic Computing Skills
Fig. 17.4
Fig. 17.5
l Shell Connection
In this type of Internet Connection, the user will get only textual
matter of a Web Page. This connection does not support Graphics
display. However the user will be able to surf the Internet, do FTP,
receive mail. Shell Accounts were the only type of Internet access
available for many years before the Internet entered in to the world
of graphics and became more users friendly.
l TCP/IP Connection
l ISDN
Fig. 17.6
(iv) DSL
To use DSL you will need a DSL modem (also called a router), a
Network Interface Card (NIC), and a telephone line. DSL is also rela-
tively new technology that is just being introduced in many places.
Hardware developers are working with service providers to make the
service cost affordable for consumers. As time goes by, the service
should become more widely available at a reasonable price.
336 :: Basic Computing Skills
Fig.17.7
To use cable modems you will need a cable splitter, a cable modem,
and the service from a cable company. The installation process can
be complex and is better left to a professional.
One of the most common problems all Internet users face is the fact
that it can be quite difficult to find what you want on the Internet.
There is no central “main menu” that users can access to navigate
through the Internet. Although there might not be an official menu,
there are several resources available – both on-line and off-line –
that can make “surfing the net” easier. The Internet is a terrific
resource. It contains hundreds of web sites dedicated to thousands
of topics. There are some web sites, which are used to search infor-
mation on the web. There are more than 2,500 search services pres-
ently on the Web.
Most search engines take one or more words entered by the user,
search the contents of every Web page stored in their databases and
display the result. Search engines tend to “index” (record by word)
all of the terms on a given Web document. Or they may index all of
the terms within the first few sentences, the Web site title, or the
document’s metatags.
Internet directories are on-line Web sites that place Web page into
one or more categories. Web pages are usually listed with a brief
description and their URL. Depending on the Internet directory you
are using, a search engine may also be available, as well as a Ran-
dom URL link. Directories operate on a different principle. They
require people to view the individual Web site and determine its
placement into a subject classification scheme or taxonomy. Once
done, certain keywords associated with those sites can be used for
searching the directory’s data banks to find Web sites of interest
some popular search engineers are:-
l Google- http://www.google.com
l Infoseek- http://guide.infoseek.com
l Alta Vista – http://www.altavista.digital.com
l Lycos – http://www.lycos.com
l Yahoo! – http://www.yahoo.com
INTEXT QUESTIONS
a) DSL b) ISDN
1. (a) protocol
(b) internet utility
(c) mailserver
(d) local internet service provider
(e) data
2. (a) True (b) False (c) True (d) True (e) False (f) True