Académique Documents
Professionnel Documents
Culture Documents
1. Introduction to Computer.....................................................................1
2. History of Computer.............................................................................2
3. Generation of Computers.....................................................................3
4. Classification of Computers.................................................................4
5. Basic Concepts.....................................................................................7
6. Communication with computer............................................................8
7. Windows as Operating System...........................................................11
8. Introduction to MS-Word...................................................................20
9. Window of MS-Word.........................................................................24
10. Files , Documents & Folders..............................................................36
11. Excel (Application, Objective & Strength).........................................47
12. Working with Excel...........................................................................48
13. Selection.............................................................................................49
14. Entering Text & Number....................................................................50
15. File Handling & Operators.................................................................52
16. Functions............................................................................................57
17. Command Summary (Excel) .............................................................59
18. Powerpoint.........................................................................................62
19. Working With Powerpoint.................................................................66
20. Glossary.............................................................................................72
INTRODUCTION TO COMPUTERS
FUNDAMENTALS OF COMPUTER
3. PAPERLESS OFFICE
Computer is an electronic device designed to accept and store data, process them
& produce output result under the direction of detailed step by step instructions.
INPUT : 2,3&4
PROCESS : 2+3+4
OUTPUT : 9
ABACUS -
First mechanical device in 3500 BC. Abacus consisted of beads that could
slide over wires. The wire represented columns and right most column for UNITS,
next column for Tens and so on.
JACQUARD'S CARD -
In 1810 AD for weaving patterns into fabrics using cards with punched
holes. Census machine by Dr. Herman later formed Hillerith (1890 the tabulating
machine company (IBM)
MARK -
ENIAC -
Ist- 1949 to 1955 vacuum tubes time to get heated slow process limited storage
capacity and more costly.
2nd - 1956 to 1965; transistor ; smaller in size ; 10 times more faster less
maintenance ; large storage capacity; more computing power.
3rd- 1966 to 1975; integrated circuit IBM 360 in 1965 size reduced effective input
output devices large storage capacity. Germanium transistor to silicon transistor.
Exercise
Q.5 What are the different generations of Computers ? How each generation is
different from other ?
COMPUTERS
8bit 16bit
32bit
DESKTOP PORTABLE
PC PC/XT PC/AT
BASIC CONCEPT
HARDWARE BASICS
Hardware comprises of the components that we can see and feel physically.
Like the monitor, the keyboard the printer etc.
SOFTWARE BASICS :
Software consists of the programs that run on the hardware. Like the
accounts of the inventory we maintain or the games we play using the hardware.
Here the hardware would consist of the keyboard/mouse/joystick, monitor
and the software would be the things that we see on the screen.
It is akin to the programs we see on the television or hear on the radio. Here
the T.V. or radio is the hardware and the visuals and the sounds we get are
software.
TYPES OF SOFTWARE :
OS - (OPERATING SYSTEM)
It is the program that basically runs hardware. It makes the different
physical components work as a single unit. It is the first software to be executed
whenever we start the computer the last one to quit when we shut the system down
and is always running during the session. Every OS broadly has two parts the user
interface and the kernel.
The kernel is the internals or the gut of the OS which directly interacts and
runs the hardware whereas the user interface is that part of the OS which is
presented to the end - user, this takes commands from the users and facilitates
them to communicates with the hardware.
Depending on the type of user interface that an OS supports, it can be
classified as text based GUI (Graphical User Interface) based some examples of
text based Operating Systems are - DOS, UNIX, Netware whereas Windows, Mac
are GUI operating systems.
An OS can again be classified as single user or multi - user operating
system. Single user operating systems like DOS, Windows can handle only a
single PC and the associated peripheral devices. On the other hand multi-user
operating systems can handle the communication & resource sharing needs of
multiple user. e.g:- Netware Unix, Windows NT.
SOFTWARE PACKAGES
APPLICATION PACKAGES
These are the programs that have been developed keeping in mind specific
user needs like painting games, accounts, word processing etc. These packages are
meant to satisfy only a particular user need.
CUSTOM BUILT PACKAGES
A kind of application software that has been specially built and tailored for
a particular user. Like inventory, payroll, accounts etc.
The following block diagram will explain the interrelationships between the
hardware software and the enduser.
OS vs APPLICATION PACKAGE
Operating system is the central program that runs the computer system and
provides the base for running the various application software. We can't work on a
system without an OS but, we can make do without a particular application
software.
Different application software has developed for various operating system.
If we take the example of a word processing package under DOS, we had
WordStar, Page Maker etc. Under windows we have word, word perfect Under
Unix we have WP for UNIX.
GUI vs TEXT BASED OSes
A GUI based OS has a better user interface and is easier to work on and
learn as compared to the text based OS. The primary reason for this is that in a
GUI based OS we have to learn and remember only a miniscule command set and
most of the operations can be performed by point & click using a mouse.
Exercise
Q.1 What are computer language ?
Q.2 Define the term software ?
Q.3 define the term hardware ?
Q.4 What are the different types of software ?
Q.5 What is system software ?
Q.6 What is application software ?
Q.7 What is operating system ?
Q.8 Give examples of operating system ?
Q.9 Give examples of application and system software ?
Q.10 What is GUI ?
WINDOWS AS OPERATING SYSTEM
It is a system software from Microsoft. The outcome of enhancement over
Win 3x Family of windows environment.
FEATURES :- The Win OS has a graphical user interface, is multitasking i.e.
It can handle multiple jobs at the same time like editing and background
printing or running multiple apps. simultaneously and is a true WYSWYG
(What you see is what you get).
WINDOWS INTERFACE
DESKTOP :- The total screen area which is taken up by windows. It is the
maximum screen on which work is possible.
WALLPAPER :- The image that is pasted to provide a nice background to
work on. It's optional but, we also have the option of using various images as
a wallpaper.
ICONS :- Small elements on the screen made up of graphics and a deceptive text
pointing to an application in its minimized/maximized state.
MY COMPUTER :- Gives information of the various resources that are being
used by the computer like the hard disks, printer modems etc.
RECYCLE BIN :- Acts as a store for deleted files. Files once removes can be
restored before the bin is recycled.
CURSOR :- A pointer with an arrow head which gives the current location of the
mouse on the screen.
TASKBAR :- The bar at the bottom of the screen which contains the start
button, the short-cut bar etc.
START BUTTON :- The ignition to start user operations. Gives us the
opening menu whenever selected.
START MENU :- The main / first menu of windows which we get after
selecting the start button has got a list of the various programs, utilities and
things we would like to perform inside windows.
SHORT- CUT BAR :- The bar provides a short-cut to the various applications
running currently in the windows environment.
APPLICATION WINDOWS
TITLE BAR
It has the name of the current application and the command button. Also used
for dragging/moving the windows around the screen.
COMMAND BUTTONS
A group of three button on right corner of the title bar.
MINIMIZE :- The leftmost button, used for iconising / minimizing the
current application.
MAXIMIZE / RESTORE :- The middle button, used for maximizing the
size of the window of restoring it's size to the previous boundaries.
A toggle button the first time it is used it will maximize the size of the
window i.e. it'll occupy the max screen area possible. The next time the same
button is used for the window it'll reduce the screen area occupied by the
window to previous limits or vice-versa.
EXIT :- The rightmost button, used for closing and coming out of that
application.
MINIMIZE vs EXIT
When a particular window is minimized, that application is still active, but is
occupying the minimum area on the screen. When we exit, the application is
removed from the memory, so it takes more time to load the next time we
start the application.
MENU BAR :- The bar below the title bar which contains choices for the
various operations that can be undertaken inside the application.
SCROLL BARS
The bars that can be used for moving through the text to get the next or
previous screenful of text. There are two scroll bars for attaching this
movement.
VERTICAL SCROLL BARS
HORIZONTAL SCROLL BARS
MAXIMIZE / RESTORE
The middle button used for maximizing the size of the window of restoring
it's size to the previous boundaries.
A toggle button the first time it is used it will maximize the size of the
window i.e. it'will occupy the max screen area possible. The next time the
same button is used for the window it'will reduce the screen area occupied by
the window to previous limits or vice- versa.
EXIT :- The rightmost button used for closing and coming out of that
application.
MINIMIZE vs EXIT
When a particular window is minimized that application is still active but is
occupying the minimum area on the screen. When we exit, the application is
removed from the memory so it takes more time to load the next time we
start the application.
MENU BAR :- The bar below the title bar which contains choices for the
various operations that can be under taken inside the applications.
SCROLL BARS :- The bars that can be used for moving through the text to get
the next or previous screenful of text. There are two scroll bars for attaching
this movement.
VERTICAL SCROLL BARS HORIZONTAL SCROLL BARS
STATUS BAR :- Gives the status of our current document spread sheet
database information provided vary according to the application.
WORKING IN WINDOWS
MOUSE :- A hand held device for navigation and selection purposes.
NAVIGATION :- The mouse can be moved in the direction you want to take the
cursor.
SELECTION :- Selections are done by clicking or double clicking the left
mouse button.
KEYBOARD
ALPHA KEYPAD
For typing alphabetical letters and some special characters.
NUMERIC KEY PAD :- For entering numeric digits and optional cursor control
FUNCTION KEYS :- For executing the commands that have been assigned
to these keys. The use of these keys changes depending upon the application.
OTHER KEYS :- Keys like the shift key, Esc key, Ctrl key, Alt key, tab key,
has got different types in different application.
WINDOW SIZING :- The size of the windows can be changed by taking the
mouse pointer to any edge/ boundary and dragging it in or out.
WORD PAD :- A word-processing utility which contains very basic and skeletal
features for writing letters memos etc.
Directories can have directories within them. Creation of directory
structure depends solely on the user. Like we can create new directories we can also
delete to rearrange the directory structure. Directories are optional and we can even
work without one but it is always a good idea to group your files in directories.
Every drives has a permanent directory of it's own. This is the root
directory which is at the top of the hierarchy. The directory is denoted by a
backslash (\). The directory is as such it can be thought of as the root of directory
tree.
PROGRAMS / UTILITIES
CALCULATOR :- A utility for performing mathematical and scientific calculations.
NOTE PAD :- Utility for noting down quick notes. This can also keep track of the
date and time of each entry we make.
FILES TYPES :- Basically there are two types of files - executable and non-
executable files. The executable files are those which can be executed or run just by
using.
EXPLORER :- Helps us in managing the various storage devices like floppies,
HDDs, CDs, etc.
CONCEPTS :-
DRIVE :- The physical devices, which are used for storing the information so
that it can be used at a subsequent date. This can be a floppy, a hard disk a CD or a
tape drive. Each drive is identified by drive name which consists of a drive letter
followed by a colon. For eg :- C: , A: , B: , F: etc.
DIRECTORY & FILE CONCEPT
A file is a collection of related information. Whatever we store on a
computer is stored in a file. For future reference and retrieval it is assigned a name
which can be 255 characters long including the spaces.
The file name has two parts the primary file name and the three letter
extension part. The extension is used for classifying the type of file and is optional.
A group OS related files are logically arranged into a directory (folder).
This helps in maintenance and retrieval of files. A directory as such has no physical
size.
The filename like the file for launching an application or utility. Non-
executable files are those which cant be directly run for example the letters the
database support files for an application etc.
WORKING IN EXPLORER
DIRECTORY TREE & DIRECTORY LIST :- The display is divided into two parts
on the left hand side we get the list of various drives available and the directory
structure of each drive on the right side we get the complete listing of the current
directory.
The size of the two panes can be increased or decreased by dragging bar separating
them either to the left or the right.
SCROLL BAR USAGE :- The scroll bar which is there in both the panes can be used
for moving through the files or directories.
VIEWING TECHNIQUES :- To see the listing of drive or folder we have to take
the mouse pointer to that drive or folder name and click using the left button.
If we click once, we get the list of files as well as the directory structure on the files
If we click twice on drive name, we get the directory structure on the screen i.e.
The structure of that particular directory is expanded if we click twice on a
directory that is already expanded the directory structure on the page collapse.
STRUCTURE TECHNIQUES :- To select a single file, click on it once.
Multiple files in sequence select the first file, hold down the shift key and click on
the last file in sequence.
Multiple files which are not in sequence, select the first file, for each subsequent
file hold down the ctrl key before clicking on that file.
All the files can be selected by using Edit-Select all.
FILE OPERATIONS
NEW FOLDER/FILE :- New folder can be created be selecting File-New-Folder a
new folder will be created in the current directory.
RENAME / DELETE :- First select the file and then to rename it go to File-Rename
and to delete it either press the Delete key or go to File Delete.
TRANSFERRING FILES :- There are two ways to transfer a file from one
location to other, either we can make duplicate copy of it in the new location or
physically move it from the current location and place it at the target location.
In either of the case, we have to select the folder of file's to be operated upon to
move is select Cut from Edit. To copy it select Copy from Edit. Go to the
destination drive or directory and select Paste from Edit to complete the operation.
VIEW :- We can customize the display using the option of this menu.
TOOL BAR :- Toolbar toggle switch is to display or hide the toolbar having icons
for most commonly used commands.
STATUS BAR :- Status bar toggle switch to display or hide the status bar at the
bottom of the screen.
LARGE/ SMALL ICONS :-Controls the size of the icons.
LIST :- Display the listing in a vertical manner in a single column.
DETAILS :- File listing name, size, date and time of last modification etc. If you have
created a file but while retrieving it, you can't remember where you saved it, you
can use Tools-Find to locate it.
PAINT :- A painting utility to draw images. It has tools for drawing using colour and
entering text in the images it's there in start Programme- Accessories - Paint.
MS-DOS :- MS-DOS utility takes up to the dos prompt shell to get back to the GUI
environment we can either give the exit command or use the command button. This
programme there in Start - Programme MS DOS prompt.
SHUTDOWN :- Before switching of the system, it is good idea to quit the OS.
Using shutdown on the start menu, We can either move to the dos prompt, quit the
OS or restart the machine
PRINT PREVIEW :- To see how the computer document will appear in print on
the screen.
PRINT :- To send the current document to print.
EDIT
UNDO - the last operation is.
REDO - the last operation performed is repeated.
CUT - the selected text replicated and places on the clipboard and is available for
pasting.
PASTE - Places a copy of the cut or copied text at the current location.
FIND - scans the document or a spreadsheet for locating words or values.
REPLACE - Scans the document or a spreadsheet for locating words or values and
replaces all or any occurrence by a user specified value.
GOTO - makes the cursor jump to a user specified location.
VIEW
TOOL BAR - Allows us to select the various toolbars we want to display on the
screen, We can also customize existing toolbars or create a new toolbar tailored to
our requirements.
FULL SCREEN - Displays the current document or spreadsheet on the desktop by
hiding the title & status bars.
ZOOM - Allows the display to be resized. We can either zoom in or zoom out i.e.
magnify or miniaturize the on screen display.
TOOLS
STANDARD - Contains icons for carrying out general file operation like opening,
saving, printing, spell check etc.
FORMATTING - Contains icon for formatting words and paragraphs like font
selection, alignment font, colours etc.
DRAWING - Contains icons for making lines, rectangles ellipses etc.
WORKING WITH MULTIPLE WINDOWS
In Window whenever we run more than one application at a time, it is opened in it's
own applications window similarity, we can have multiple documents or
spreadsheet open at the same time. Each document is opened in it's own document
window. These windows can be resized maximized or minimized independently of
one another. This helps us in working with multiple documents at the same item.
For closing a particular document, we can either use the close window command
button or go the file - close.
APPLICATION FILES vs USER FILES
Every application has got a no. Of support files in addition to the executable file for
that application, so it is always a good idea to place the files that we create in a
separate user directory. This ensures that user files font get mixed up with files
necessary for running the application.
QUITTING AN APPLICATION
For closing an application we can either or to file - exit or close the application
using the close window command button. Before the application is shutdown, it'll
confirm weather we want to save the document we were working on the filename like the
file for launching an application or utility Non executable file are those which can't be
directly run for example, the letters, the database, support files or an application etc.
Exercise
Q.1 Write down the examples of windows operating system ?
Q.5 How to create any file inside the folder created on the desktop.
Q.6 Write down the procedures to rename, delete and open the folder.
Q.7 How to start and shut down the windows operating system ?
INTRODUCTION TO MS-WORD
We already know that MS-word is a word processing package, So the
working in word is centres around typing, arranging & formatting. There are
basically three levels at which formatting can be carried out- page, paragraphs,
word . Word is a group of letters separated by a space; a paragraphs is a group of
words separated by an enter key or a hard return a para may be on a single line
or multiple lines; a page is a collection of paragraphs, where we can have
variable page length.
In addition to the features of application windows that we have already
discussed, application window for word has an additional feature, the ruler bar.
This bar provided an on-screen display of margins, indentations, tab stops and a
ruler having marking in terms of inches.
The status bar give information about the current page no, current page
no/total pages, row, column etc.
WORD FORMATTING :- Includes fonts, font size colours, styles (bold, italic,
etc.)
AUTO CORRECT
Word automatically corrects typing mistakes like capitalising letter of a
sentence or we can enter certain common typematic mistakes to be autocorrected
like, the with the.
This features can also be used for macro substitution. For example, if you
have to type Ordnance factory Ambajhari frequently, then instead of repeatedly
typing the whole thing, we can just type in ofaj and made work do the
substitution for us.
This feature can be activated from Tools -Autocorrect.
FORMATTING
CHARACTER :- Text format of character format is something that can be
applied to a word or some selected text.
We can select the style of characters (Font), their size (font size), Colour
( Font colour), bold, italicized, underlined, subscript, superscript etc. We can do
this through Format - Font.
Font sizes are given in points where 72 points makes an inch.
PARAGRAPH :- Paragraph format is a format which has to be applied to at least
one paragraph.
ALIGNMENT :- Left, Right, Centre, Full - Justification,
PAGE BREAKS :- If we want to enter a particular page OS as to start a new
page, we can do so by inserting a page break at the cursor from Insert - Breaks -
Page Break
UTILITIES :
SPELL CHECK :- This utility checks the spelling of the whole document against
words in an inbuilt dictionary. Wherever a word has been misspelt, word
provides alternatives, users also have the option to re-enter the correct word. It's
there in Tool-spell check.
THESAURUS :- This tools helps users in getting a synonym or alternate word
for particular word. On supplying it with a word, the thesaurus utility provides
us with a collection of words that have the same meaning , selecting a word
places it in the current document. It's there in Tools - Thesaurus.
Minimize button :- Reduces the programme so that its windows are no longer
visible. You can then open Word again by clicking its icon in the Taskbar at the
bottom of the screen.
Maximize/Restore Button:- Expands the windows to fill up the whole
screen, or returns the window to its previous size.
Application Close Button:- Close word
Document Close Button:- Closes the active document.
Title Bar:- Indentifies the application.
Menu Bar:- Displays the commands that are available in Word in pull
-down menus.
Standard Toolbar:- Provides quick-access buttons for most of the basic
features.
Formatting toolbar :- You can assign fonts, sizes bold, italic and other font
and paragraph settings.
Ruler:- Shows margin and tab settings for the selected paragraphs.
Document area:- The big white space in the middle of the document is
where you'll do your typing at lower resolution tree might not seem to be much
room, but you can close the ruler and toolbars as needed to make more space.
View buttons:- Change your view of the document.
1. Title Bar:-The title bar displays the name of the programme in which you are
working Microsoft Word. The bar also displays the name under which you
registered the software. It also displays the Document #1 opened for your work.
Once you save the document, you can give a more descriptive name.
2. Menu Bar :- The menu bar displays the menus containing lists of commands.
You can activate a menu by clicking on its name with the mouse which drops
down the list of commands. Keyboard commands like Alt+F will activate the File
menu and Alt+O will activate the Format menu.
Once the menu is activated, underscored letters of that menu's command
can activate that command by pressing the key for that letter. Some of the menu
commands are divided into submenus. Let us see the quick list of commands of
each menus. We will study of their functions in later chapters of this book
WINDOW OF MS-WORD
Starting at the top of the windows are four rows of objects, title bar, menu
bar, Standard toolbar and Formatting toolbar. You may see a ruler below the
toolbars. Below these upper rows is the typing area which may show a scroll bar
along the right side and across the bottom. Below the typing area is the Status
bar. We will go through the parts of screen and see their functions.
Part of screen purpose - (1) Title Bar
(2) Menu Bar
2.1 FILE MENU :- It creates , open, saves, prints documents or quits Word.
Command Short-cut keys Purpose
New (Ctrl+N) Creates a new documents or template.
Open (Ctrl+O) Opens as existing document or template.
Close Closes all the windows of the active
document.
Save Ctrl+S Saves the active document or template.
Save As Save a copy of the document in a separate
file.
Save All Save all open files , macros and Auto Text
entries, prompting for each one separately.
Find File Locates the documents in any directory drive
or folder.
Summary Info Shows the summary information about the
active document.
Templates Changes the active templates and its options.
Page Setup Changes the page setup of the selected
sections.
Print Preview Displays full pages as they will be printed.
Print Ctrl+P Prints the active document.
Send Sends the active document through e-mail.
Add Routing Slip Adds or changes the e-mail routing slip of
the active document.
1.
2. Files names Documents opened.
3.
Exit Quits Microsoft Word and prompts to save
the documents.
2.2. EDIT MENU It deletes, inserts, finds, replaces, undo
characters, paragraphs.
Undo Ctrl+Z Undo the last command.
Repeat Ctrl+Y Repeats the last action.
Cut Ctrl+X Cuts the text and places it on the clipboard.
Copy Ctrl+C Copies the selection and puts it on the
clipboard.
Paste Ctrl+V Inserts the clipboard contents at the insertion
point.
Paste Special Inserts the clipboard contents as a linked
object or other format.
Clear Del Removes the selection without putting it on
clipboard.
Select All Ctrl+A Selects the entire document.
Find Ctrl+F Find the specified text or formatting.
Replace Ctrl+H Finds the specified text or formatting and
changes it.
Go to Ctrl+G Jumps to a specified places in the active
document.
Auto Text For Autotext entry.
Bookmark Assigns a name to the selection.
Links Provides links.
Objects Links other objects.
Word offers you a number of features that allow you to quickly create a
document and make them look professionally designed. Some of the
features which are common in every document, include:
-Document layout
-Typing and editing
-Saving them and enhancing their outlook
-Checking the spelling
-Printing
In this chapter , we will discuss the above points in detail.
MODIFYING PAGE SETTINGS- In case you want to create a new document as
per your settings (instead of default settings of Word), use the following
commands for page settings
Adjust margins File > Page Setup > Margins
Click Margins From Page Setup of File menu bar.
Adjust paper size File > Page Setup > paper size
Click Paper Size from Page Setup of File menu bar.
View the margins View > Page Layout . This view displays the document
and / or page breaks as it will look when printed . To see the margins more
clearly, adjust the zoom to 50% or Whole Page.
View the document View > Zoom > 75% . To see a whole page in Page layout
using different view, choose Whole page (it will be difficult to type in
this
page sizes small view).
Add page numbers Insert > Page Numbers. If you don't want to have page
numbers on the first page, click on the Show
number on First Page check box to uncheck this feature.
Adds Headers and Footers - View > Header and Footer . To add text that
appears on the top of every page , start typing in the Header area.
To add text that appears on the bottom of every page ,
click on the switch between Header and Footer button, and
start typing in the Footer area.
AUTO RECOVER- The Auto recover command tells Word to automatically save
your work at specific intervals. Auto Recover allows the Word to save a special
copy of the document to be used in the case of emergency. Use the following
steps to set Auto Recover at different intervals (default is 10 minutes).
From Tools menu choose Option and click on Save tab.
Click on the spinner buttons next to current interval to increase or
decrease the number of minutes.
- Click on OK to close the option dialog box and save your changes.
If your computer shuts down or power fails, the automatically saved files will
immediately be recovered as soon as you switch on computer and restart Word.
To Create Backup Copy- Select the Always create backup copy check box and
then Click OK.
CLOSE FILE - Closes the active document. If the document is displayed in
more than one window, this command closes all of the windows that contain the
active document. If you've not previously saved changes to the document, Word
asks if you want to save the document before you close it. If you close a
document without saving, you lose all changes you did not save previously.
You can also close the active document by choosing close form the
Document control menu.
You can close all open documents at one time. Hold down the SHIFT key,
and then select Close All from the file menu.
OPENING A SAVED FILE / DOCUMENT You want to reopen a document for
corrections, printing or editing, choose Open from the File menu, The dialog box
appears like the one that saved you file earlier.
The open dialog box displays all word documents in the current
folder. Choose the folder by arrow keys or mouse and click. In case your file is
not existing in the current folder, you may change the folder by clicking the Up
one level button until you see a folder with your document. Select the document
and click the Open button. Your document is now open and ready for any
changes need to make it.
The list is document folder can include saved filenames from all of
your programs like MS EXCEL, POWERPOINT, MS ACCESS and so on as well
as Word. When you click on a file in this list, the programme that was used to
create that document launched with the document in tow.
OPENING SEVERAL DOCUMENT AT THE SAME TIME :- With the Find File
command on the File menu, you can open several documents at the same time.
The exact number depends on the amount of available memory. Each document
appears in a separate window.
To open several documents at the same time -
(1) From the file menu choose Find File. Word does one of the following. The
first time you use Find File,Word displays the Search dialog box. If you've used
Find File at least once before, Word use the last criteria you specified and
displays the list of files in the Find File dialog box. If a document you want is not
listed, choose the Search button and specify new criteria to search for the
documents you want to pen.
(2) In the Find File dialog box, do one of the following -
- Click the name of the first document you want to open. Hold down CTRL
and then click the name of each additional document you want to open.
- Press to move to the name of the first document you want to open and then
Press SHIFT+F8 to select. Press or to move to the next document name and
then Press SPACEBAR to select it; and so on.
- If you select a document you do not want to open , click the document
name again. On press or to move to the document name and then press the
SPACEBAR.
To Do this
Open the file as read-only :- Choose Open Read Only.
Print a file:- Choose print, select the options you
want and then choose the OK
button
View and edit summary information Choose summary and then choose
the
and statistics :- Statistics button to view statistics.
Delete a File :- Choose Delete, word asks you to
confirm that you want to delete the
file.
Copy a File :- Choose copy. In the Directories and
Drives boxes, select the location
where you want to copy the file and
then choose the OK button.
Sort files listed in the List Files box :- Choose Sorting and then select the
option you want to use to sort the
files List files box.
Create a new directory :- Choose Copy and then choose the
New Directory button. In the Name
box, type the path and name of the
directory you want to create and
then choose the OK button.
DOCUMENT NAVIGATOR :- Word's document navigator feature is activated
by clicking on the tiny #D button located on the button of the scroll bar.
Document Navigator allows you to move a document in different ways.
You can use the double up and down arrows located above and below the
document navigator button to move to the next to previous occurrences of an
object.
The browse methods on the document navigator include. GO TO method
and Find and replace method. You may choose the method as per your
requirement.
INSERTING TEXT :- You may start typing at the Inserting Point and finish the
document in one stage. But some times you may need to delete a word add a
sentence to the middle of your text or change the spelling of some word. Move
the mouse cursor back to the place you want to change, click to move insertion
point there and then backspace to type or type to make the changes you need to
the middle of the sentence.
There are better ways to make changes. Instead of backspace the wrong
sentence or word, select the word and start typing . It will replace the earlier text
by new typed text.
FINDING TEXT:- If you want to replace all the old names with the correct
words, the Find and Replace commands will do the same for you. To find text in
a document.
- Choose Find from the Edit menu and then in the Find box of the dialog
box, type the text you want to find.
- Click Find text and the text you were searching for will be higlighted in
document.
Replacing text :- Replacing text requires that you select the word(s) you wish to
replace and type your next over it. It replace the old text.
FINDING AND REPLACING TEXT :- But if you to replace all occurrences of
that text by a suitable text then you have to open Find and Replace dialog box as
in the case of Find and follow the following steps.
-Choose Replace from Edit Menu of press Ctrl - H (DOS)
- In Find what box type the text to be found in document.
- Select one of the following criteria.
Match case Find exactly what is given is 'Find what' box
Find whole word only Find the whole word.
Use pattern matching Allows you to give wild * symbol for pattern
matching.
Sound like Finds different spelling which sound similar.
Find all word forms Find all grammatical forms
- In the Replace with text box, specify the text you want to substitute.
- In the Search box specify the direction of the search up, down or all. The
search will be conducted in that direction beginning from this insertion point.
- Click the replace button. It will stop at each occurrence of find what box
text. Click replace and find next.
- Replace all will not ask for replacement and replace in one go.
FIND SPECIAL CHARACTERS :- To find special characters like numbers,
paragraph marks or a tab, used Special button as follows.
- Open the find dialog box.
- Click the Special button to see the list special characters.
- Click the character you want to Find next box will display the character.
- Click Next to search.
CORRECTING TEXT :- You can easily correct text by the following methods.
Manually correcting :- While typing a line of text, the automatic spell check will
caution you about the mistake with a red line. The best way to correct the word
is to use Backspace key and retype the text.
UNDO :- You may use Undo feature to reverse the immediately typed text. You
may use mouse to click Undo from Edit Menu bar.
REDO:- If you want to undo you recently Undo, use mouse to click Redo button
on the standard tool bar.
Backspace and Delete :- You may use Ctrl + Delete to delete the entire word
after 'Insertion point'. It is more faster than manually deleting. Similarly Ctrl +
Backspace is used to delete the selected word. More keyboard commands are
given in the Chapter 6.
Deleting Blank Line :- Select all the blank lines and type ' Delete' to delete all
blank lines in the paragraph.
AUTOMATICALLY CORRECTING :- Though the Word contains dictionary for
correcting the normally used words but many time shorts spellings used very
frequently like can't don't etc. You may add such words in the Auto Correct list
as follows :-
- Choose Auto Correct from Tools menu bar.
- In the Replace box, type the word.
- Click in the with box and type correct spelling then click on Add and click
OK.
Now onwards the Auto correct will automatically correct such words. You may
assign a unique name for unique Auto Correct entry.
SELECTING TEXT:- Selection of characters, words, paragraphs, lines and pages
are normally done by selection bar on the left side of screen for changing,
deleting and replacing, It is very fast and simple procedure. You may select a line
by clicking once and paragraph by clicking twice.
Selecting can be done either by clicking mouse to key board techniques.
The key board techniques uses Ctrl+<- or Ctrl-> and shift<-, Shift -> keys for
selecting characters, word and line.
MOVING AND COPYING :-Move or Copy is used to copy the text to other
location. You may select the text and then Cut, Copy and Paste it at the desired
location. You may use the following methods.
Menu Methods :- Select the text for copying then choose the copy or Cut of edit
menu for copying text, then take position the inserting point. and choose the
paste of edit menu to paste the text. The entire operation is done by using
Clipboard of Word.
Keyboard method- Select the text , then type Ctrl + X for Cut, Ctrl + C for copy
and then Ctrl +V for paste after repositioning of inserting point.
Toolbar method :- Easy way to do the Cut copy and paste is to use the Toolbar
with mouse and click. The scissor indicates the cut, two sheets of paper indicates
the copy and third button right to copy button is paste.
Drag and Drop method :- It eliminates the cutting and placing text onto the
clipboard. You can select the text, click on the selected text without leaving
mouse button and drag the selected text to the desired location and release the
mouse button for pasting. While dragging cursor is converted in to gray outline
box. This processing will move the text . If you want to copy the text, press Ctrl
key while dragging and release at the inserting point.
In case the drag and drop fails you may use Undo the described earlier.
SPELL CHECKING AND VOCABULARY SUGGESTIONS :- Word has inbuilt
Spell Checker and Grammer Checker. You may activate these ckeckers using
Tool menu. While Automatic spell checking icon is visible on the Status bar, if
on. If Automatic spell checker is turned on it corrects spelling errors as you
compose the document.
To check spelling automatically , choose Options from the tool menu,
select the spelling tab, select the Automatic spell checking box, click OK.
While typing document if some word is misspelled a red line mark is
visible below the word. Click the right button of the mouse on the word.
MAILMERGE :- One of the major task of the word processing is to generate
document with the individual's name and address for periodic mailing. To
produce these types of form document you can use Word's Mail Merge features.
It requires Main Document, Data Source and Merge document which is
combination of previous two.
Creating main document :- The main document is often is the form of letter,
postcard or so. You can create a letter with Date and Time at the top. Leave the
space after the inside address and then type body of the letter. You can take the
help of Mail Merge Helper for creating the two documents.
- Choose Mail merge from tools. Click the Create button., choose form letters
from the drop - down list of suggestions.
Creating the Data Source :- You may choose already existing database of
addresses or directory, mailing list. Otherwise create a fresh data source.
Click Get data button, you add or remove field name by clicking the
appropriate button. Click OK. The Save as dialog box appears for naming the
data source file, click the save button
The new dialog box appears, click Edit Data Source to add data to the file.
A data form appears with fields selected by you. When you have finished data
entry , Click OK. Click the Merge button on Mail Merge Helper.
The result of your merge can be directed to a printer, electronic main, fax
or to a new document for corrections before printing . You may create tables also
be choosing Mailing Labels Option.
EXCEL
APPLICATION OBJECTIVE & STRENGTHS
We already know that ms-excel is an electronic spreadsheet package, so
the working in excel centers around figures, basic arithmetical & statistical
calculations, analyzing data, graphical representation of numerical data and
information reporting.
Excel basically has three components that perform different tasks.
The spreadsheet components - display and analyses text in rows and
columns.
The database component - manipulates lists of information.
The chart component - produces charts which help in presenting data in a
graphical manner.
The file that we create in excel in known as a workbook. A workbook
consists of various worksheets where each worksheet is a grid of rows and
columns, at each intersection of a row & A column is a cell. All the data & text is
entered in cells. There are 65536 (1 to 65536) rows and 256 columns (a to iv). We
can have multiple worksheets (sheet 1 to 16).
Excel allows formatting to improve the presentation value of the
document, we can format the text, numbers, dates, charts, and tables.
Formatting includes fonts, font size, colours, styles (bold, italic etc.) in cell
alignment, borders, header / footer, page length.
It also allows to cut down one time by allowing use of a variety of editing
features like cut paste spell check, find replace, function wizards etc., Excel also
supports extensive capabilities to work with graphics.
WORKING WITH EXCEL
SELECTION
Cut / Copy/Paste
The method is similar to that of word. Once cells have been selected, we
can issue the Cut / Copy, Paste Comment from the Edit menu.
Exercise :1
1. Select column A and copy it to column B
2. Select column D and cut it and paste to column E.
3. Select row 1 and copy it to row 4.
4. Select row no 6 and cut it and paste to the row no.2.
5. Define difference between copy and cut command.
6. Enter numbers from 1 to 10 from row no. 1 to row no. 10 in column B buy
dragging method.
7. Enter alphabets from A to G from row no. 1 to row no.7 in column A by
dragging method.
8. Enter alphabets from A to D from column no. B to column no E in row 3 by
dragging method.
9. Enter alphabets from A to D from row no. 4 to row no.7 in column F by
dragging method.
10. Save the worksheet with your name
ENTER TEXT
To enter text the cell where data is to be entered is selected first and then
is typed. The text is then terminated by pressing Enter.
Entering Nos.
Number can include numeric characters from 0 to 9 and any of the
following special characters.
+, -, (), $, #,@%, Ee
1. Commas can be included for numbers like 1,00,000
2. A single period can be given for decimal point.
3. Negative numbers should be preceded with a minus sign or should be
enclosed in parentheses.
ENTERING FRACTIONS
To enter fraction, the whole number and the fraction should be separated
a space.
Like - ¼,½,¾
A zero should be place in the front if it doesn't have a whole part.
ENTERING DATES
While entering dates, either a / or a - can be used as a separator.
Exercise : 2
1. Enter some text in column F like name of the month.
2. Enter month JANUARY in column F of second row.
3. Fill month from January to December in column F from second row to
thirteenth row by dragging the mouse.
4. Fill month from Jan to Dec in column G from second row to thirteenth row
by dragging the mouse.
5. Fill days of week from MONDAY TO SATURDAY in column H from
second row to seventh row by dragging the mouse.
6. Enter the consecutive numbers from 1 to 10 in 10th row.
7. Enter the consecutive odd numbers from 1 to 20 in 11th row.
8. Enter the consecutive even numbers from 1 to 20 in 12th row.
9. Enter the consecutive numbers from 1 to 50 divisible by 5 in 13th row.
10. Enter the consecutive years from 1990 to 2000 in 14th row.
HINT : for ex. 2-10 dragging method can be used.
e.g. enter JAN in a cell an bring the mouse pointer to lower right corner, the
shape of mouse pointer would be like +, this time one can drag the mouse
horizontally or vertically and the consecutive name of the month will be
automatically written to the cells.
Similarly for numbers you may fill 1 in a cell A1 and 2 in cell B1 and select
them, bring mouse pointer to lower right corner, when shape of pointer is
like + then drag the mouse up to cell J1. Consecutive numbers from 1-10 ill
be filled automatically in row 1 from column A to column J.
FILE HANDLE
This is a black square located on the lower right corner of the selected
cells (s) whenever we want to fill a cell range with data that forms a series, the
data input can be automated by using the fill handle this is called the Auto Fill
feature :
Series can be -
1,2,3,4, 1,5,8,11....
2,4,6,8 mon, tue, wed...
CELL FORMATTING
In Excel, the various formatting that are available are number, alignment,
font, borders etc.
Alignment - refers to the intra cell alignment of text or data.
Font - like in word, we have access to a number of fonts, sizes & styles.
Borders - a group of cells can be given borders, like for forming a table.
Numbers -these can be formatted as with currency decimal scientific
notion, date time etc.
FORMULAE
The user can create formulae to perform calculations as simple as adding
values in 2 cells, or as complex as finding how much a particular value deviated
from other values in a set.
OPERATORS
Operators are used to specify a operation (such as Addition, Subtraction
or multiplication) to be performed on elements of a formula. There are basically 3
types of operators-
1. Mathematical operators -
Perform basic mathematical operations, combine numeric values and
produce numbers results.
Operator Meaning
+ Addition
- Subtraction
/ Division
* Multiplication
% Percent (Placed after a value e.g.20)
^ Exponentiation
2. Comparison operators
They compare 2 values and produce the logical value TRUE or FALSE.
Operator Meaning
= Equal
> Grater than
< Less than
=> Greater than or equal to
<= Less than or equal to
<> Not equal to
Copy formula
Similar to cell contents, formula can also be copied from one location to
another. The method to copy formula is the same copying text or cells, we have
to select, copy and then paste.
Address Methods
We have already seen how the relative addressing method where the
address changes relative to the location where the formula is either copied
moved. But particular cell no matter where the formula is copied or moved.
This methods of addressing is known as " Absolute addressing.
If some parts of the address need to be fixed and some need to be fixed,.
The addressing method is called as Mixed Addressing".
1. Relative Addressing
Position the cell pointer at D12 and press F2 key, the formula = D10 + D11
appears in the formula bar. Observe that it has changed. In short, whenever a
formula is copied. Excel automatically changes it relative to the location to
which it is copied. Hence, since the formula was copied from column C to D, the
formula - C10 + C11 has become = D10 + D11.
The ability to adjust a formula from one location to another is called as "
Relative Addressing". The formula is always adjusted relative to its location.
2. Absolute Addressing
As explained above an absolute address always points to exactly one
address. Whenever an absolute address is used, it indicates to Excel not to
update the address $ sign used to indicate position of the cell addresses. For e.g.
$E$5 means the row and column address is fixed.
3. Mixed Addressing
In an absolute address the row and column both are fixed. Mixed
Address is a combination to Relative and Absolute Address. The possible
combinations (e.g. for cell C3) are -
$C3 - If a formula contains this address then while copying or moving the
formula , Column 'C' is fixed , Row 3 Various.
C$3 - Column C Various and Row 3 is fixed if the formula containing this
address is copied or moved.
Reference
Reference identify, cells or group of cells on worksheet and are similar to
cell addresses. A reference identifies one or more cells for use in a formula or in
an instruction. It can be a single cell address like D14; a group of cells identified
by multiple cell addresses and reference operator such as C5 : E12.
References operators
There are 3 types of reference operators -
1- Range (colon) - A colon is used to indicate a single cell or a range of cells.
It produces one referenced to all the cells between and including the 2 references
for eg. A:A refers to all column A.
1:1 refers to all of row 1.
1:3 Refers to all of rows 1 through 3
A:IV or 1:16384 refers to the entire worksheet
FUNCTIONS
Functions are special pre-written formulas that take a value or values
perform an operation and return a value or values in the a cell in which they are
entered.
Mathematical
Function Returns
Abs (number) Absolute value of a number
Mod (number divisor) Remainder of a number from division
Quotient (num1, Num2....) Integral portion of division
Round (number, Number rounded to a specified
number of digits) number of digits.
Sqrt (number) Positive square root of a number
Sum (num1, num2,......) Total of arguments
Statistical
Function Returns
Average (n1,n2,........) Average of arguments
Count (v1, V2,......) Counts how many arguments are present
in the l ist of arguments.
max (n1,n2,....) Maximum value in a data set.
Min. (n1,n2.............) Minimum value in a data set.
Financial
= FV (rate, term The future value given a series of
payments {pv,ty,pe} equal payments, the interest rate and the
term optionally the
presen t value and either the
payment is made at the end of the
period (the default, type = 0 or at the
beginning (type = 1)
= PMT (rate, term principal, The payment required for a loan
amount
[fv,type]) amount (principal) given the
interest rate and the loan tem.
Optionally the future value and
or whether the payment is made at the end
of the period (Default type = 0) or at the be
ginning (type = 1)
11.12
Today () Current Date = Today()
2/10/95
EXERCISE
1. Create a worksheet for payroll of your organisation. Use Basic pay,
Different Allowances and Deductions as fiendds. In the worksheet find
out the net salary and gross salary.
2. Crate a worksheet for an inventory system. Use no of items items code
items used, items remaining as fields.
3. Create a worksheet for student's marks of different classes in various
subjects. Find out the total marks of each student. Also find the highest and
lowest marks obtained by the student.
4. Create a worksheet for no. of participants attended for the courses in RTI
with their name, design., factory, and per. No. Count the no. of participants
attended in the course.
COMMAND SUMMARY
Explorer
2. Choose the way you want to create your new presentation, select the
button of the wizard you want, and then choose OK the wizard you selected
appears on the screen
File - New - Blank presentation - Choose an auto layouts - OK
When you close a file, Power Point checks to see whether you've made
changes to it if you have not made any changes, the file closes. If you have
change the file closes. If you have changes, Power Point asks you whether you
want to save them.
File -Save as [ Name of the Presentation ] - OK
VIEWS
Powerpoint offers views for entering, editing, and previewing your
information They include the following .
- Outline view
- Slide view
- Slide sorter view
- Notes Pares view
- Slide Show view
OUTLINE VIEW
It's easy to rearrange the individual line items while in Outline view. You
can collapse items in third view so that you can see just headings of each side.
It's easy to move collapsed slides to different places in your presentation Refer
Fig for a typical outline view.
SLIDE VIEW
Slide view shows you finished slides will look. In this view you can the
backgrounds, colours or shades if gray etc. Refer Fig for a typical slide view.
When you switch to this view you initially see the slide you were working
on in the previous view To see a higher numbered slide press the spacebar, click
the primary mouse button or Use the right arrow key. Use the left arrow key to
see lower numbered slides.
SWITCHING VIEWS
You can switch between the various views either by using the View menu
or the view buttons at the bottom left of the PowerPoint window The buttons are
named from left to right as. Slide View. Outline View Slide Sorter View. Note
Page View. And Slide Show View
CREATING PRESENTATIONS
Using Wizards, templates, layouts, and masters makes working With
PowerPoint easy. Though you can manually format your slides, but the
combination of wizardly automation and predesigned layouts greatly simplifies
the task. PowerPoint even provides a wizard called Auto Content that help you
develop a presentation's content and organization.
AUTOCONTENT WIZARD
Auto content Wizard provides you templates for :
Recommending a Strategy
Selling a Product Service or Idea
Training
Reporting Progress
Communicating Bad News
General Presentations
When you dismiss the Tip of the day dialogue box, you get the
Powerpoint dialogue box as shown in figure. The dialogue box offers you a
number of choices. Click on Auto Content Wizard option, and then click OK
button .
After you read the wizard's greeting, click the Next button. You will next
get the Step 2 dialogue box as shown in figure. Here you are asked to provide
information for the Title Slide. The Title Slide is the opening slide in your
presentation Type in information in the relevant text boxes specifying - the topic
of your talk your name and any other information you would like to include.
Click on Next button
MASTERS
Masters contain common design elements that you wish to include in
whole of your presentation, Masters contain elements like :
- Background
- Logos
- Font choices
- Colour schemes
- Date and Time stamps
- Title Text
- Body Text
- Page numbers
EDITING A MASTER
To edit a master follow these steps :
1. Open the presentation whose master you wish to change.
2. From the view pull down menu, choose Master.
3. You get submenu listing the type of master that can be edited Choose
from Slide Master or Notes Master.
IMPORTING IMAGES
The steps outlined below explains you the general method of importing,
sizing, and positioning images for use with PowerPoint's presentations.
1. Go to slide, where your need to insert or import the image.
2. Use any of these commands : Insert Clip Art, or Insert Object. Refer figures
3. Choose the type of graphic element you wish to import, if more than one
type is offered (photo CD, TIF, bitmap, etc.)
4. Choose the file name of the desires image.
5. Click OK Power Point will insert a full -size copy of the selected image,
translating, its file format, if necessary.
6. Use mouse to resize and reposition the graphic as desired.
7. To edit the image, just double - click on it
PLAYING A PRESENTATION
Now that have learned how to make slides, insert and edit text and
graphics on them, its time new to see how you can play your slides Before you
give a final presentation in front of the audience its better review and preview all
the slides
REHEARSING SLIDES
Here are steps to present a desktop slide show :
1. Open the presentation file, you want to test Select the first slide. You can
do this in a view, but the technique varies :
In Slide Sorter View, click on the first slide. Fix the rehearing time. Next
slide and fix the time. According it will be adjusted on each slide as per rehearse
time required.
GLOSSARY
ALU (Arithmetic Logic Unit) The unit of a computing system which performs all
mathematical and logical operations. It is one of the components of the central
processing unit (CPU) of the computer.
Analog Computer : A Computer that operates on data which is in the form of
continuously variable physical quantities such as electrical current.
ANSI ( American National Standards Institute) A US based national organization that
establishes uniform standards in several fields.
APL ( A Programming Language) A very powerful high-level language that is well
suited for specifying complex algorithms. It is a real time language usually used in
an interpretive and interactive manner and was developed primarily for scientific
application.
Application program Software designed for a specific purpose such as pay
calculation processing of examination results, stores accounting and inventory
control etc.
Application : It's the job you give the computer to do.... the umbrella term for word
processing, for example or spreadsheets analysis or data base management etc.
Application Programme : It's the software that instructs the computer how to do the job
billing (for example) every time you want it do billing .Fortunately, that is easier
done than said because the instruction are loaded by operating a door (called a
drive) and inserting pre programmed diskette. Unless ,of course ,they are
permanently installed in a computer with a hard disk ,when you just need to select
the application from a menu.
Artificial Intelligence : A branch of computer science that deals with computers that
possess reasoning, learning and thinking capabilities that resemble those of humans.
ASCII (American standard Code for information Interchange ) : A standard coding
system for computers.
Assembler : A computer program which translates an assemble language program to its
machine language equivalent.
Assemble language : A low level programming language in which mnemonics are used
to code operations and alphanumeric symbols are used for addresses. This language
lies between high level language (FORTRAN, COBOL. etc. and machine language
(the is and so the computer understand)
Background processing : The automatic execution of lower-priority (background)
computer programs when higher priority (foreground) programs are not using the
system resources.
Backup Alternate facilities of programs data files hardware equipment,
etc, that are used in case the original one is destroyed lost or fails to operate.
BASIC (beginners all Purpose Symbolic Instruction Code) an easy to learn high level
interactive programming language frequently used with personal computers and in
time-sharing environments.
Batch Processing :Batch Processing the running of several computer programs one after
another with the need of a human operator to run each program individually. This is
also known as stacked job processing because several jobs are stacked together
and processed in groups (batches) for efficient operation.
BCD (Binary Coded Decimal) : One of the early coding systems used by computers
which is based on the idea of converting each digit of a decimal number into its
binary equivalent rather than converting the entire decimal value into a pure binary
form. For example the decimal number 42 is represented by 01000010 in 8.4.2. 1
BCD notion .
Backup : An additional copy of the work done on a computer, stored for safe keeping.
Some companies maintain three levels of backup.
Binary : A characteristic or property involving a selection choice or condition in which
there are two possibilities.
Binary number system : A number system with a base of two. It consists of two digits 0
and 1
Bill Acronym for binary digit which stands for one binary piece of
information. This can be either 0 and 1.
Buffer A small storage area used to store information on a temporary basis
for compensating the difference in rates of flow of data between various computer
devices. For example when data flows from an I/O device to the CPU, it passes
through a buffer.
Bit : It is the only thing a computer understands.... an electronic pulse (or lack of a
pulse) that signals 1 or 0.
Boot : Slang expression for turning the computer on and bringing it up to operations
status.
Buffer:- An area in the computer's memory that MS DOS uses to store data.
Byte : A fixed number of adjacent bits that represent a particular character or symbol
Normally a byte consists of eight bits.
Cache memory : a small high speed memory which is used to increase the speed of
processing by making current programs and data available to the CPU at a rapid
rate
CAD (Computer Aided Design) : Use of computers to automate design operation.
CAM (Computer Aided Manufacturing) : Use of computers to automate
manufacturing operations.
Chain Printer : A printer in which the characters are embossed on a chain or a band. The
chain is in the form of loop which rotates at a high speed and print heads are
activated to print specified characters.
Character :- A letter, number or symbol that you type at your keyboard or see on your
screen.
Character Printer : A printer with a print mechanism that prints one character at a time.
Chip: A thin wafer of silicon on which integrated electronic components are deposited.
Circuit Switching: The simplest method of data communication in which a dedicated
physical path is established between the sending and the receiving stations through
the nodes of the network for the complete duration of information exchange.
Command:- An instruction tot he computer's operating system.
COBOL (Common Business Oriented Language) A high level programming language
developed for business data processing application.
CODASYL : An acronym for Conference off Data Systems languages. This is a
committee that helps to establish programming standards for various programming
languages.
Communication satellite
A microwave relay station precisely positioned 3600 Kms. Above the equator with orbit
speed that exactly matches the earth's rotation speed.. It is used for data
transmission between any two randomly chosen points in a very very large area.
Compile : A system software package that converts a high-level language program to
machine language
Computer : An electronic equipment designed to automatically accept and store input
data process them and produce output results under the direction of a detailed step
by step stored program of instruction.
Computer Network : A distributed data processing system in which multiple computers
are linked together for the purpose of data communication and resource sharing.
Computer Operator : A person in the computer centre whose duties include setting up
the processor and peripheral equipment's starting the program run checking on
processor operation and unloading equipment at the end of a run.
Computer System : The various components (input and output devices, storage CPU) of
a computer integrated together to perform the steps called for in the program being
executed.
Console : The part of a computer system that enables human operators to communicate
with the computer.
Control Key :- Used in combination with other keys to give MS DOS special commands
such as ''stop the last command'' and ''stop the display from scrolling.'' Press the
CONTROL key at the same time as you press another key.
Control Unit : The part of the central processor which directs the sequence of operations
interprets the coded instruction and sees to the execution of program instructions.
CP/M (Control Program / Microprocessor) : A widely used disk operating system. It is
a product of Digital Research Corporation and as become a standard for many 8 bit
personal computer. Similarly CP/M-86 has become industry standard for many 16 -
bit personal computers.
CPU (Central Processing Unit): The control unit and the arithmetic logic unit of a
computer system are jointly known as the CPU. It is the brain of any computer
system.
All calculations and comparisons are made inside the CPU and the CPU is
also responsible for activating and controlling operation of other of a computer
system.
CRT (Cathode Ray Tube): An electronic tube with a TV like screen upon which
information may be displayed.
CPS : Character per second- a key measurement of printer speed.
Cursor : The pointer that tells you where you are on the computer screen- generally, a
pulsing underline.
Data : A collection of facts in raw form that become information after proper
organization or processing.
Data base : A collection of data files integrated and organised into a single
comprehensive file system which is arranged to minimize duplication of data and to
provide convenient access to information within that system to satisfy a wide
variety of user needs.
Data base administrator : The one responsible for defining updating and controlling
access to a data base.
Data communications system : A system consisting of carriers and related devices used
to transport data from one point to another.
Data dictionary : The document that contains clear definitions of the data that will be
used in setting up data base management system.
Data dictionary : The document that contains clear definitions of the data that will be
used in setting up data base management systems.
Data processing :- A series of operation that convert raw information (data) into useful
information.
Data transfer rate : The speed at which data is transferred from main memory to another
medium on which data are recorded. For magnetic tape, the data transfer rate is
equal to the product of the trap speed and recording density.
DBMS (Data Base Management System): The software used for the management
maintenance , and retrieval of the data stored in a data base.
Default Disk Drive :- The drive where MS-DOS searches for any filenames that you
may type. Unless you specify a different drive. MS-DOS looks for files in the
default drive. The standard MS-DOS prompt contains the default drive letter. For
example, if the prompt is A>, then ''A'' is the default drive.
Device :- A piece of hardware that performs a specific function. A printer is an example
of a device.
Debugging :- The process of finding and correcting program errors (bugs).
Digital Computer : A computer that works with discrete quantities. It used numbers to
simulate real time processes. Compare with analog computer.
Direct access : Pertaining to storage devices where the access time is effectively
independent of the location of the data.
Directory :- A table of contents for a disk. The directory contains the names of your
files, the sizes of The files, and the dates they were created or last modified.
Disk : A flat, circular plate coated with a magnetic material on which data can be stored
by magnetization of portions of the flat surface.
Diskette :- A mylar disk coated with magnetic material to allow recording and
reading of the information by the computer.
Documentation :- Written information that explains how a program was written.
Reference material.
Disk Operation System (DOS): An operating system which contains the disk oriented
commands and that uses disk devices for permanent storage.
Dot Matrix Printer :- A low-cost printer in which letters and numbers are formed by a
series of dots. The dots are imprinted at high speed by pins striking an inked ribbon.
EDP : (Electronic Data Processing) pertaining to data processing equipment that is
predominantly electronic such as an electronic digital computer.
Electronic mail A general term to describe the transmission of messages
by the use of computing systems and telecommunications facilities.
Electronic spreadsheet : An application package usually available with microcomputers
that displays the equivalent of a work sheet made up of rows and columns. It may
be used for anything that a person would compute or display in tabular form.
EPROM 9 Erasable Programmable Read Only Memory ) A semi
conductor memory in case of which it is possible to erase information stored in it by
exposing it to ultraviolet light. Latter new information can be stored in it.
Field In a record a meaningful collection of one or more related characters
treated as a limit.
Enter Key : The key you usually press after entering data or text, after you type an MS-
DOS command. On some computer , the ENTER key called RETURN key.
Expert System :An expert system is a software package that enables a computer to act as
a consultant is a specialised area of knowledge. (1) A Knowledge base that may be
filled with facts and general rules. (2) An Expert System Shell that can probe the
knowledge base to reach conclusions and recommend solutions to specific
problems.
Fifth generation computer : These computers will be introduced shortly. They will use
a large number of processors working concurrently and independently. Simpler
programming languages and knowledge based system implementations are
expected in this generation.
File : A collection of related records.
Filename Extension : An addition to a filename. Extensions begin with a period and
contain programs supply their own extensions for files they create. For example -
all GW-Basic files use a file name extension of BAS.
Filename : A filename can be from one to eight characters in length and can have an
extension of up to the three characters separated from the filename by a period(.).
An example of a complete filename is PROGRESS.RPT.
Floppy :- Shorthand term for flexible diskette that resemble small thin phonograph
records and hold instructions and data that are readable by a computer.
Format : The arrangement of input data stored data or output information.
FORTRAN (FORmula TRANslation) A high level mathematically
oriented programming language used for scientific engineering applications.
Full duplex : A method of using a communication channel in which signals can be
transmitted between a source and a destination in both directions simultaneously.
General purpose computer : A computer capable of performing a variety of business
and scientific applications.
Graphics : The conversion of numbers to graphs, charts drawing that depict trends and
other information.
Half duplex : A method of using a communication channel in which signals can be
transmitted between a source and a destination in both directions but only in one
direction at a time.
Hard Copy :- Printed output from the computer.
Hard Disk :- Some times called a fixed disk, one that is built into the computer. A Hard
disk can store much more information than a floppy disk, and the computer can
retrieve information from it faster.
Hardware : The physical components of a computer system such as electronic,
magnetic , and mechanical devices.
High level language : A programming language whose structure is application oriented
and is independent of the structure of the computer. Each statement of such a
language is translated into machine language statements.
Host computer, The main control computer in a network of distributed
processors and terminals.
Hybrid compute : A combination of an analog and a digital computer. Such a computer
system utilizes the measuring capability of an analog computer and the counting
capability of a digital computer.
Indexed file : A file that includes an index directory to facilitate random access.
Information : The result of data processing which can be used to help people to make
decision.
Ink jet printer : A printing device that uses a nozzle and sprays ink onto paper to form
the appropriate characters.
Input : The source data entered into a data processing system.
Input device : A device used to bring information into a computer or there data
processing devices for example a Ocr reader.
Instruction: A command or order given to a computer. It normally consists of a code to
indicate the operation to be performed and address (es) in memory where the
operand (s) would be found.
Instruction register (ICd) : A register in CPU that holds the current instruction while it
is being executed.
Internal storage : The addressable storage in a digital computer which is directly under
the control of the CPU.
Interpreter : A language processor that translates a statement of a high level language
and immediately executes it before translating the next source language statement.
It is the most common language processor for BASIC.
Inter record gap (IRG) : The separation or gap between records on a tape
I/O (Input/ Output) pertaining to the techniques media and devices used
for man machine interaction.
ISAN (Index - Sequential Access Method) Relating to a file design technique whereby
records organized in a sequential order can be accessed directly by use of an index
(directory) based on some key or characteristic. Permits both sequential and random
access of records.
ISO Protocol : A communication protocol to interconnect geographically dispersed
heterogeneous computers. This protocol has been standardized by the International
standards organisation (ISO)
K : (Kilo) used to represent 210 = 1024 in computers
K or Kb :- 1,024 bytes used as a measure of storage. A 720 Kb diskette, for example,
holds a little more than 720,000 bytes - letters of number.
Keyboard :- A combination of typewriter-like keyboard and calculator keypad, Plus
function keys for entering information in the computer.
Key field : A unique field in a record used to distinguish one record from another
LAN (Local Area Network) : A digital communication system capable of
interconnecting a large number of computers, terminals and other peripheral devices
within a limited geographical area, typically under 1 Km across.
Language processor : A software used to convert source program instruction to object
or machine language instructions. Few example s are assemble compiler and
interpreter.
Laser printer : A very high speed printer that uses a combination of laser beam and
electrophoto graphic techniques to create printed output s at speeds in excess of
13,000 lines per minute.
Light pen : A pen shaped device that is used an input device to computers by writing or
sketching on the screen of a cathode ray tube.
Line printer : A printer that appears to print one line at a time.
LISP (List Processing) : A high level programming language suitable for handling
logical operations and non-numeric applications. It is used in the areas of pattern
recognition artificially intelligence and for simulation of games.
Local Storage :- storage areas called register used by the CPU to interpret instructions
and perform arithmetic and logical operations.
Loop : A sequence of instructions that is executed repeatedly until a terminal condition
occurs.
Low-level languages : Programming languages that normally translate from one source
instruction to one object instruction. These languages are machine dependent.
Machine language : A low- level language that is directly understandable by the
computer system. Each model of a computer has a unique machine language.
Magnetic - ink character recognition (MICR) An input device than can read cards and
paper documents printed with special magnetic ink.
Magnetic storage : Storage device such as disks drums tapes cores, etc that utilize
magnetic properties of materials to store data.
Magnetic tape : A secondary storage device that uses a long plastic strip coated with
magnetic material as a recording medium.
Magnetic information system (MIS) : An organized collection of people procedures
and devices used to provide the right information to the right person at the right
time for proper decision making.
Master File : A file containing relatively permanent data . This file is often updated by
records in a transaction file.
Megabyte : One million (106) bytes
Memory : A device or medium that can accept data hold them and deliver them on
demand at a later time.
Microcomputer : The smallest category of computer fabricated using a microprocessor
and other integrated circuits, namely a ROM, RAM and I/O interface chips.
Microprocessor : ALSI chip which contains the etrire CPU of a computer.
Millisecond : One thousandth of a second.
Mini computer : A relatively fast but small and inexpensive compute with somewhat
limited input/output capabilities.
Modem (Modulator-demodulator) : Devices used to convert digital signals (to be
communicated over an analog channel such as telephone line) to sine waves at the
sending end and back to digital signals at the receiving end.
Monitor:- Similar to a TV screen, it is a display that shows input and output.
Mouse :- A handhold computer pointing device. The cursor moves across the screen in
relation to the movement of the mouse.
Multiprocessing : A term used to describe interconnected computer configurations or
computer with two or more independent CPUs that have the ability to
simultaneously execute several programs.
Multiprocessor : A computer system consisting of two more CPUs under a common
control.
Multiprogramming : The name given to the interleaved execution of two or more
different and independent programs by the same computer.
Network : An interconnection of computer systems and / or peripheral devices with
carriers and data communications devices for the purpose of exchanging data and
information.
Node : An end point of branch in a network or a common junction of two or more
network branches.
Object program : A fully complied or assembled program that is ready to be loaded into
the computer. It results from the translation of source program by a language
processor.
Octal number system : A number system with a base of 8. The octal digits range from 0
to 7. It is commonly used as a short-cut notation for groups of three binary digits.
Online : A device or system not directly connected to the CPU.
Operating system : An integrated set of programs that is used to manage the various
resources and overall operations of a computer system.
Output : The finished result of processing by a system.
Output unit : The unit of a computer system that supplies information and results of
computation to the outside example one program can undergo input, another
program can be processed and a third program can undergo output all at the same
time.
Page Printer : A high speed printer with a mechanism that appears to print an entire
page at one time.
Pascal : A high level programming language named after Pascal that facilitates the use
of structured programming techniques.
Pass work : A code by which a user gains access to a computer system. It is used for
security purpose.
Peripherals : The various input/output devices and auxiliary storage units of a computer
system.
Personal computer : A small and inexpensive computer (usually a microcomputer) used
by individuals for carrying out personal job for applications such as entertainment
home management and hobbies.
Pixcel : A picture element. It is used to represent one point in a raster scan display
device.
Printer : An output device used to produce a hard copy of computer output that is
readable by humans.
Program : A set of sequential instructions used to direct and control the operations of
the computer in order to solve a problem or to perform a particular task. Also
known as a routine.
Program library : A collection of complete programs subroutines and program modules
that have already been developed tested, and documented usually as a result of
other programming projects.
Programmer : One who designs writes tests and maintains computer programs.
Programming language : A language used to express algorithms in computer
understandable form.
Random access memory (RAM) : A storage device in which the time to retrieve stored
information is independent of the address where it is stored.
Record : Unit information within a file - for example . One person' data in an employee
file.
Resolution : Sharpness of the image appearing on a display.
ROM : Acronym of Read Only Memory. It contains preprogrammed information and
permanently stored data. Usually the instructions that control the start-up operations
of the microcomputer
Software : The set computer programs procedures and associated documentation related
to the effective operation of a computer system.
Super computer : Computer systems characterized by their very large size and very high
processing speeds. They are generally used for complex scientific applications.
Syntax : The set of rules of a programming language that define the pattern or structure
of the work order and punctuation of an instruction. It is analogous to rules of
grammar in English language.
Syntax errors : Errors in computer programs that typically involve incorrect punctuation
incorrect word sequence undefined terms or misuse of terms. These errors are
automatically detected and pointed out by language processors.
System : A group of integrated parts (people methods machines and materials that have
the common purpose of achieving some objective (s)
System analysis : A detailed step by step investigation of related procedures to see what
must be done and the BST way of doing it.
System analyst : The individual responsible for planning a computer data processing
system. He utilizes tools such as flowcharts decision tables program design
language etc. These plans are then passed to the computer programmer.
Systems programmer : A person who prepares system programs that are part of an
operating system designed to simplify at the use of the computer.
System software : A set of one or more programs designed to control the operation of a
computer system. They are general programs written to assist humans in the use of
computer system and for making the operation of the computer system more
effective and efficient
Terminal : An input/output device which allows a user to communicate directly with a
computer system.
Third generation computer : Computer built between 1964 and 1975 that used
integrated circuits in CPU, high speed magnetic core main memories powerful high
level languages and saw the advent of time sharing operating system.
Transistor : A controlled electronic switch fabricated using a semiconductor. It is
extensively used in the design of various electronic equipment's.
UNIX : A popular operating system for 16 bit mini and micro computers that was
designed by Bell Telephone lab. USA.
User : Any individual who supplies input data to or uses information generated by a
computer based system.
Wide area network (WAN) : A digital communication system which interconnects
different sites computer installations and user terminals and may also enable LANs to
communicate with each other. This type of network may be developed to operate
nationwide or worldwide and the transmission.