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Computer Orientation

Computer Orientation

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Computer Manual

Table of Content and Schedule


Computer Manual



Computer Manual

Microsoft Windows
Number of days: 6 Day 6 will be practical and written test.

Day 001 - Introduction to computers and explanation of computer terminologies
Skeletal outline of lecture: Explain what is a computer, software, hardware, OS, etc. Talk about different types of software, hardware, OS, etc. Explain about input, output, and the different devices used for the same. Explain about storage i.e. memory and the different devices used for the same. Explain common terms and terminology such as disks, drives, monitor, RAM, ROM, PROM, EPROM, etc. Explain the functions of keyboard, mouse, and footpedal. Explain Personal Computer. Terminology related to the client-server-networking environment. NOTE FOR FACULTY: Being the first day, the faculty should try and understand the pulse of the class by asking them questions and triggering a debate between the trainees. This will help the faculty in categorizing the trainees and scheduling the pace of the future lectures. If the class is not responding well, the faculty is advised to go slow as the primary motive is to make the trainees comfortable with this subject. It has been observed that if the faculty goes slow in the initial lectures and is successful in driving the computer fear out of certain trainees, the results at the end is good. WHAT IS A COMPUTER? NOTE FOR FACULTY: Generally the faculty should ask the batch to answer this question instead of giving out the definition directly. By doing this, the faculty will understand the pulse of the class (at least initial impression). Once the trainees are exhausted with their definition of Computer, the faculty should give the below-mentioned complete definition. Definition: Also called processor. An electronic device designed to accept data, perform prescribed mathematical and logical operations at high speed, and display the results of these operations. A computer is a device that "computes" or calculates numbers. However, the uses that a computer can be put to are much more than just that. A computer is an electronic device with the ability to accept user-supplied input data. Store and logically process the supplied data. Output the required results according to user specifications.


Computer Manual
CHARACTERISTICS OF A COMPUTER NOTE FOR FACULTY: After explaining the 4 main characteristics of a computer, the trainer may reason it out with the IT boom globally and in India. For a comparative example the faculty can speak about the condition of government offices 10 years back and now, and basically credit computerization as one of the main reasons. Some of the characteristics that make computers indispensable tool in any walk of life are as follows: Speed: Computers have the ability to perform complex instructions as well as repetitive tasks within fractions of seconds. 

Storage: Computers have the ability to store and retrieve large amount of data in a very organized manner. 

Accuracy: The operations performed by a computer are accurate. However, a computer can only be as accurate as it has been programmed to be. 

Versatility: Computers, these days, are used in various fields of business. They can perform tasks with high-speed accuracy and diligence in any type of job. In a single organization itself there are multiple kinds of tasks performed; such as accounting, generating pay-slips, maintaining employee databases, appointments, meetings, etc. PARTS OF A COMPUTER NOTE FOR FACULTY: These are the physical components or hardware that constituted a computer. The faculty should classify each of these under either input device or under output device. There is absolutely no need to get into the details of how do these hardware work. What is important is that the placement and functions are explained. Monitor - A monitor is a device that displays text and images generated by the computer. Keyboard - A keyboard is a device that lets you type information and instructions into a computer. Keyboard has three categories. - Alphanumeric keys - Special Keys - Function Keys The Alphanumeric Keys comprises of alphabets (A-Z or a-z) numbers (0-9) and other keys like: ! @ # $ % ^ & * (){}: ´ ? > < , . / ; ¶ [ ] = The Special Keys comprises of Ctrl key, Alt key, Insert, Del, Shift key, Caps lock Key, Num lock key, backspace key. Esc key, cursor keys ¢The Shift key when pressed with a character key alters the meaning of a character. ¢The control key (ctrl) generates control functions.

Computer Manual
¢The Alt key often gives graphic characters. ¢The Esc key is generally to signify the current function is no longer required. ¢Cursor is a symbol displayed on the screen at the position where the next character is to be keyed in, edited, or deleted. Cursor keys to move the cursor about the screen. The function keys perform a set of keystrokes in a single operation. Example F1, F2, F3.


Computer Manual
Computer Case / Tower - A computer case contains all the major components of a computer system. NOTE FOR FACULTY: The Tower had a synonym of CPU (Central Processing Unit). The Faculty should mention this, and make it clear that CPU is actually the processor of a computer and not the Tower. The tower is actually a cabinet that contains CPU or the microprocessor. Mouse - A mouse is a hand-held device that lets you select and move items on the screen. A mouse is a hand-held device that lets you select and move items on the screen. Mouse is a pointing device; it is a small box with a round ball on the bottom and two or more buttons on the top. Generally a mouse has two options left button and right button. The left button is normally for ± normal select, normal drag. Right button is for context menu, special drag. When the user rolls the mouse across a flat surface, the screen cursor moves in the direction of the mouse¶s movement. It enables to point to icons, line items in lists, draw lines, selection, and pictures on a screen. Modem - A modem is a device that lets computers communicate through telephone lines. A modem can be found inside or outside the computer case. Printer - A printer is a device that produces a paper copy of documents you can create on the computer. Footpedal - Foot pedal is the device, which is used to operate the media player used for playing the audio file. Foot pedal will have 3 buttons, play/pause, rewind, and forward. The ideal foot pedaling technique while transcribing is to use ³Press to Play´ option where the tape never stops and only the rewind foot pedal is used. The other technique is to use ³Start/Stop´ option where we start the tape, listen to a few words or a sentence or a complete thought, stop, and transcribe.


Computer Manual
COMPONENTS OF A COMPUTER Computers are built to perform two primary functions Processing and Storage.

I NPUT Unit O UTPUT U NIT Control Unit Memory Unit A L U
Processing Unit Processing Computers can process large amount of data within fractions of a second. For this purpose it requires an input unit, processing unit, and an output unit. NOTE FOR FACULTY: The class should understand the data processing cycle contains of Input Unit, Processing Unit, and Output Unit, and their examples. They should be able to identify under which category would Footpedal, headphone, desktop, keyboard, mouse, monitor, etc. fall. 1) Input Unit This is the unit from where all the instructions and data are fed into the computer for processing. The data and instructions are fed with help of input devices. For example, keyboard, mouse, scanner etc. 2) Central Processing Unit The CPU can be referred to as the brain of the computer, in the sense that it understands and executes all the instructions. The CPU is connected to the Input unit and the Output unit. It follows the instructions coming from the input unit, executes them and then displays it in the output unit. The CPU consists of three units inside. They are the Control Unit, Memory Unit and the ALU (Arithmetical Logical Unit).


Computer Manual
NOTE FOR FACULTY: The Faculty need not get into the details Control Unit, Memory Unit, and ALU. Also, getting into the details of how does CPU work is not required. If any of the trainees want to know about this (the possibility being very rare), the discussion should be held outside the session as this might confuse the rest of the class. Under this topic what is important is that a trainee should understand that CPU is a very important part of the computer and the different makes of CPU like Pentium and Celeron etc. 3) Output Unit The output unit is the unit where all the required results are displayed or given out as per user instructions. The output is acquired with help of the output devices such as monitors - VDU (Visual Display Unit), printers etc. Storage NOTE FOR FACULTY: At the end of this topic the trainee should be clearly able to identify the difference between the Primary Memory and Secondary Memory. The trainee generally mistake ROM to be classified under permanent memory which should be clarified. The trainee should be able to differentiate between both the memories along with examples. Computers can store large amount of data, which can be easily retrieved. The memory is divided into two parts: 1) Primary Memory (Temporary Memory) This memory stores instructions waiting to be carried out instructions currently being carried out data awaiting processing data currently being processed The primary memory is further classified into two parts - the Random Access Memory (RAM) and Read Only Memory (ROM). RAM is where data is stored temporarily (before it is saved). It is volatile in nature, i.e., if you turn off the power supply, data will be lost. Data stored in the ROM can only be read. You cannot make any alterations in the ROM. NOTE FOR FACULTY: To demonstrate the how RAM functions, the faculty can open a blank word document and save it and type anything. On typing the next character the faculty should specify that the previous character is not disappearing or getting deleted only because RAM takes this into its memory. Hence having a bigger RAM is always better. To demonstrate how this works further, the faculty should type some more characters and close the files without saving the changes. On reopening the file, the trainees will observe that the data is missing. Now the faculty can mention that if RAM had to be the only memory device then we would had to keep the computer on for ever for saving the data but this is not possible. Now it can be mentioned that the solution for this is permanent memory. To demonstrate this, the faculty can type some more characters in the same file and save it and close it. On reopening the same sheet the trainee would find that the changes are saved. The faculty should explain that this is possible as the save process before closing the file has shifted the data from temporary memory to permanent memory. Also mention that all the trainees need to continuously keep on saving the file as they begin transcribing.


Computer Manual
Additional note on RAM: Data is typically stored in RAM temporarily for use by the process or while the computer is operating. FPM, EDO, SDRAM, DDR, etc. are all types of RAM. Information in RAM is lost when the power is turned off. RAM supports the operating system and the software. Additional note on ROM: An abbreviation for Read Only Memory. ROM is used to hold programs and data that must survive when the computer is turned off. Because ROM is non-volatile; data in ROM will remain unchanged the next time the computer is turned on. As the name implies, data cannot be easily written to ROM; depending on the technology used in the ROM, writing may require special hardware, or may be impossible. Some kinds of ROM are PROM, EPROM, and EEPROM. 2) Secondary Memory (Permanent Memory) Any information stored in the RAM is lost when the computer is switched off, and we cannot store data in the ROM. Therefore, these limitations have been overcome by the secondary storage devices or permanent memory. The most common secondary storage devices are disk drives such as the floppy disks, hard disks, CDs etc. Memory stored in the permanent storage devices is not lost when the power is switched off. The different storage disks differ from each other in terms of storage capacity, size and reliability. Note on units of Memory 1 Character = 1 Byte 1 Byte = 8 Bits (Binary Digits) 1 Kilobyte = 1024 Bytes 1 Megabyte = 1024 Kilobytes 1 Gigabyte = 1024 Megabytes NOTE FOR FACULTY: The faculty can demonstrate the memory function by doing the following: Open a note pad and save it. Now find the size of that particular file. If the file is blank the size will be Zero. Now open the same file and type in a, b, c, d, ...J (do not type commas, just letters). Now close the file and check the size. The size should be 10 Bytes. As one character equals 1 byte, typing 10 characters would be 10 bytes. Do not try this on a word document, it will not work.


Computer Manual
USEFUL TERMINOLOGIES Hardware Hardware makes up the physical components of the computer, i.e., the parts of the computer that you can touch. For e.g. keyboard, mouse, monitor, etc. Software consists of the parts of the computer that you cannot touch. It is a set of programs (Instructions). Operating System is an integrated set of special programs that is used to manage the resources and overall operations of a computer. OS is the interface (bridge) between the user and the hardware. User Interface is the medium, through which we communicate with the computer. There are two forms ± Graphical User Interface (GUI) e.g. Windows, and Character User Interface (CUI) e.g. Dos, Unix. A file is a basic unit of storage, i.e., an electronic document that is named and stored on a computer. A file could be a letter you have written, or the word processing application you used to create the letter. Files have unique names such as letter.txt, application.exe, etc. A folder is like a drawer that can be used to store files and subfolders together. Disk is a physical device on which data is stored. It is a collection of files and folders. Drive is an apparatus used to operate the disk.


Operating System

User interface


Folder Disk Drive

1) What are the 3 main units that a computer consists of? (Input, output, and processing) 2) What are the 2 main operations done by a computer? (Processing and storage) 3) Give examples of at least 3 input devices. 4) Give examples of at least 2 output devices 5) What does the primary memory and the secondary memory consists of? 6) What is a personal computer? 7) What is a server?



Computer Manual
Day 002 - Introduction to Windows OS.
Skeletal outline of lecture: What is an operating system? Different types of operating system (GUI and CUI). Introduction to the Windows Operating System. Explain multitasking and multiprogramming. Explain the terms Desktop, My computer, Taskbar, My Network Places, Start button, etc. Talk about functions of Start menu such as Programs, documents, etc. Explain what is a window and explain the types and features of a window (Title bar, scroll bar, etc.) Explain what is a path. Log in and Log off Booting and shutting down. OPERATING SYSTEM Explain what an operating system is, and what the main functions of an operating system are. Give examples of some of the different types of operating systems, and also explain the main difference between some of the major operating systems. NOTE FOR FACULTY: The software that the rest of the software depends on to make the computer functional. The operating system is the interface (bridge) between the user and the hardware. On most PCs this is Windows or the Macintosh OS. Unix and Linux are other operating systems often found in scientific and technical environments. Also explain about User Interface. Basically it is the medium through which you communicate with the computer. Explain about GUI and CUI. Examples of GUI would include Windows and Mac OS and examples of CUI would include. A CUI is Character-based User Interface. A user interface that uses the character or text, mode of the computer. In order to instruct the computer, commands are typed in. Eg. - Unix and Linux. A Graphical User Interface is a computer operating system that is based upon icons and visual relationships rather than text. You click on a picture rather than typing a complicated string of commands. Eg. ± Mac Os and Windows Mac OS: The GUI operating system that runs on Apple Macintosh computers. With its revolutionary point and click interface, the MacOS changed the way we used computers in the mid 1980s. Windows: The range was first introduced by Microsoft in 1985 and eventually has come to dominate the world personal computer market. All recent versions of Windows are fully-fledged operating systems and used by 90% of the PCs. It uses GUI. The different versions being Window 95, Windows 98, Windows NT, Windows XP, Windows 2000. WINDOWS OPERATING SYSTEM Discuss the main features of the Windows Operating System. Explain why the windows operating system is so user friendly and why has the name Windows been given to this operating system. Discuss the different features of a window like the title bar, scroll bar, toolbar, etc.


Computer Manual
NOTE FOR FACULTY: Two main features of Windows OS is Multitasking and Multiprogramming. Multitasking - The concurrent or interleaved execution of two or more jobs by a single CPU. The ability of a computer to run or handle two or more tasks at the same time, such as printing a document while scanning a file. Multiprogramming ± The overlapped or interleaved execution of two or more programs by a single CPU, i.e., the user can open more than one application program (Word, Typing Tutor, etc.) and switch between them at any given point of time. BOOTING AND SHUTTING DOWN Explain what does the term booting stand for. Discuss with them why shutting down the computer has to be done in the right way, and what can happen if windows is not shut down properly. Demonstrate what kind of screen will appear when starting up in case windows is not shut down properly and how to navigate through the procedure to start Windows properly again. TERMS USED COMMONLY Discuss why the main screen of Windows operating system is known as the "Desktop". Explain what the different icons seen on the desktop are, and what do these icons contain? Explain the concept of files and folders. The concept of folder must be explained with examples taken from real life storage places such as drawers, cupboards, etc. START BUTTON Tell them about the start button. Show them how to access the programs option. Explain to them the use of the document menu. Teach them how to change the time and the date from the desktop. Also teach them how to use the calculator given in the accessories. TASK BAR Explain taskbar.

1) Give at least 3 examples of operating systems. 2) Why is it necessary that the Windows Operating System be shut down in a proper way? 3) Why is the desktop screen called the desktop? 4) Open "My Computer" and see what it consists of? 5) What is the main task of the taskbar? 6) What is the use of My Network Places?


Computer Manual
Day 003 - Introduction to Windows Explorer. Teach basics of file management.
Skeletal outline of lecture: View options- large icons, small icons, details, & list. Concept of files, folders, and drives. Introduction to windows explorer. Creating folders and subfolders. Cut, Copy, and Paste. Selecting multiple files using (Shift/control). Deleting and restoring deleted files. WINDOW EXPLORER Introduce Windows Explorer and the concept of browsing files and folders. Teach them to create folders and subfolders. Explain what the plus sign in front of any folder in the left side of the windowpane means. Teach them to cut, copy, and paste files or folders in the same drive and across drives. Teach them the difference between Cut - Paste and Copy - Paste. VIEW OPTIONS Explain different ways in which files can be viewed in Window Explorer. CONCEPT OF FILES AND FOLDERS Explain the difference between files and folders, and drives, and the difference between folders and subfolders. Also explain the meaning of a drive. SELECTIONS Teach the MTs how to make continuous and discontinuous selections using control and shift buttons. DELETING AND RESTORING FILES Explain to them the use of the recycle bin. Teach them to delete unwanted files and then explain how to recover files back from the recycle bin.


Computer Manual
(10-15 min) 1) What are the 3 main units that a computer consists of? Input, Output, & Processing. 2) What are the 2 main operations done by a computer? Processing and Storage. 3) Give examples of at least 3 input devices. Keyboard, Footpedal, Scanner. 4) Give examples of at least 2 output devices Monitor & Headphones. 5) What does the primary memory and the secondary memory consist of? Primary memory ± RAM & ROM. Secondary memory ± Hard disc, CDs, Floppies, etc. 6) What is a personal computer? A microcomputer designed for individual use, as by a person in an office or at home or school, for applications such as word processing, data management, financial analysis, or computer games. Abbr.: PC 7) What is a server? A computer that makes services, as access to data files, programs, and peripheral devices, available to workstations on a network. 8) What is the main difference between files and folders? File ± A basic unit of storage. Each type having unique extension like .doc, .rtf, .xls, .lnk, etc. Folder ± Can store many files and sub folders. They do not have extensions. 9) Give at least 3 examples of operating systems. Linux, Windows, Solaris. 10) Why is it necessary that the Windows Operating System be shut down in a proper way? The reason for this is that when you start Windows it creates, opens some temporary files for faster access of data. If not properly shut down these temporary files can be damaged or corrupted.

Computer Manual
11) Why is the desktop screen called the desktop? The primary display screen of a graphical user interface, on which various icons represent files, groups of files, programs, or the like, which can be moved, accessed, added to, put away, or thrown away in ways analogous to the handling of file folders, documents, notes, etc., on a real desk. 12) What are shortcuts? Shortcuts are link files that connect to the actual file elsewhere. 13) What is the main task of the taskbar? To show all the open applications and active windows. 14) What is the use of network neighborhood? By this you can view the contents of all the computers, printers, sever that are connected to the network, provided you have the rights to access them.

(20 min) 1. Start Windows Explorer and browse through the computer's contents. 2. Open "My Computer" and see what it consists of? 3. Change the time of the computer by 10:05 hours and the date by 1 month using the date option. 4. Create a folder called µFirst Folder¶ in the root directory. Then create another folder called µFirst Sub folder¶ inside the current folder that you created. 5. Cut the `Sub Folder' and paste it in the root directory. 6. Rename this folder to put your name on the folder. 7. Delete the Folder named µFolder'. 8. Log off and then Log in using your user name and password.


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Day 004 - Other Topics of Windows Explorer Creating Shortcuts, Posting, & Find
Skeletal outline of lecture: Creating Shortcuts to files and folders. My Network Places, posting files to (and from) the server etc. Find files using wildcards and all the other options provided in the Find command. Handouts: Handouts of all the keyboard shortcuts. CREATING SHORTCUTS Explain how shortcuts can be made to the files from the desktop and from Windows Explorer. POSTING FILES Explain the concept of Network Neighborhood and how to access the server and the files from there. Teach them to get their files from the server and to post their files back to their folders in the server. FILE FIND Teach the MTs how to find files effectively using the various options provided in the Find Command. Also teach the use of wildcards.

Start Windows Explorer using shortcut key. 1) Create a folder called "Assignment" in D: 2) Create a folder "Folder 1" in "Assignment" 3) Create 2 folders; "Folder 2" and "Folder 3" in "Folder 1" 4) Create 10 folders from "Folder A" through "Folder J" in "Folder 3" 5) Select folders A through C, E, and H through J. 6) Copy and paste in "Folder 1" 7) Rename "Folder 2" to "Sub Folder" 8) Create a shortcut to "Folder E" and paste in "Folder 3" 9) Delete "Folder 3" 10) Find all files which have the second alphabet as "o", third last alphabet as "p", and has extension ".lnk" 11) Write down the path of the file found. 12) Restore "Folder 3" from the recycle bin. 13) Copy the ".lnk" file found to the desktop. 14) Copy the folder on the server in \users\xyz (where xyz is your user name) to D: 15) Create 5 Microsoft Word files from "Word 1" through "Word 5" in the same. 16) Select "Word 3" and "Word 5" and delete. 17) Undo the last action and notice the change. 18) Copy µFolder 1¶ to your name folder on the server. 19) Using the shortcut key, come to desktop. 20) Using Start ---- Documents note down the list of the file you recently opened.

Computer Manual
Day 005 - Teach the µSend to¶ option and revise the portion covered so far.
Skeletal outline of lecture: Explain µsend to¶ option. Revision of the previous days¶ classes and prepare for the next day¶s practical and theory.

To be performed with keyboard shortcuts only Your computer should be off before starting the assignment. Read the instructions carefully before performing. 1. Start your machine and log in.

2. Restart your machine and log in again.

3. Make a folder called µAssignment 3¶ in your C:\ WE Practical folder.

4. Find a folder called ³Headings & Subheadings´ from the server.

5. Paste this folder in ³Assignment 3´.

6. In ³Headings & Subheadings´ make sub folders called ³Physical Examination´ & ³Laboratory Data´ and word documents called ³HEENT´, ³General´, ³Vital Signs´, ³Abdomen´, ³Chest´, ³CBC´, ³Urinalysis´, ³Electrolysis´.

7. Cut ³HEENT´, ³General´, ³Vital Signs´, ³Abdomen´, and ³Chest´ and paste in ³Physical Examination´, and cut ³CBC´, ³Urinalysis´, and ³Electrolysis´ and paste in ³Laboratory Data´.

8. Rename ³Physical Examination´ to ³PE´ and rename ³Laboratory Data´ to ³Lab Data´.

9. Select ³HEENT´, ³General´, & ³Vital Signs´, delete them. Undo your last action and note the result.

10. Select ³CBC´, ³Urinalysis´, and ³Electrolysis´ and delete them. Restore only ³CBC´ & ³Urinalysis´.


Computer Manual
11. Add the shortcut to your respective name folder in the ³Users´ folder on the server to the µsend to¶ option.

12. Rename this shortcut with your initials.

13. Using µsend to¶ option, send the folder ³Headings & Subheadings´ to your folder on the server.

14. Change the system time to today¶s date and the correct time.

Day 006 ± Test on Windows The sixth day of computers will be devoted to Windows Test (Theory and Practical). The objective of this test is to assess the trainees¶ understanding of the subject and their computer and shortcut proficiency as per the requirement of MT. The faculty is requested to go through the papers (theory and practical) including the answer key at least 3 days in advance and seek office¶s consent in case if any changes or corrections. The faculty is requested and required to discuss the paper the very next day, before starting the next topic ± MS Word.


Computer Manual

Number of days : 10 Number of Tests 2 Duration 2 hours Marks 50 marks each

Day 007 - Introduction to MS Word - File Menu
Skeletal outline of lecture: Discuss the following features of file menu New Open Close Save Save As Print & Print Preview Four Recently Opened Documents. Properties Exit FILE MENU Explain the File menu to the trainees. Explain to them the contents of the file menu i.e. New, Open, Save, Close, Exit etc. Explain the difference between the "Save" and the "Save As" option. Explain the difference between the "Close" and the "Exit" option. Teach them how to check the properties of the document.

1) Create a new file and key in some lines into it. 2) Save this file into your folder in the root directory. 3) Make some modifications to the file. Using the save as option, save it with some other name. 4) Close the file. 5) Using File Open, open both the files and see the difference. 6) Check the file properties and note down the path, size, author of the files. 7) Exit MS Word using all the possible options.


Computer Manual
Day 008 - Introduction to Edit Menu.
Skeletal outline of lecture: Discuss the following features of Edit menu Undo Redo Repeat Selecting text Cut, Copy, & Paste Find Replace Go To EDIT MENU Explain them about the options given in the Edit Menu. Explain in detail the use of the "Undo" and "Redo" option and also the "Undo/Redo History". Talk about the use of Cut, Copy, Paste, and Select all option provided, and talk briefly explaining how the "Find and Replace" and the "Go To" option are to be used.

Practical (15-20 min) 1) Copy the file Edit.doc from the µprevious¶ folder on the server and paste it into your root directory. 2) Open the file and Delete the first line. 3) Select the word next to the cursor using CTRL + Shift + Right arrow and delete it. 4) Practice all the select options that you have learnt. 5) Undo your actions. 6) Redo all your actions. 7) Cut the second paragraph. Create a new file and paste it there. 8) Save the new file in your folder by the name Edit-modified.doc. 9) Revert back to the file Edit.doc, copy the last paragraph and paste it between the first and the second paragraph. 10) Find the word µhe¶ from the file and replace it with µthe patient¶. 11) Replace all occurrences of single quotes from your file with double quotes.


Computer Manual
Day 009 - Introduction to the Format Menu
Skeletal outline of lecture: Discuss the following features of Format menu. Font type Font size Tabs Paragraph formatting including left indent, hanging indent, line spacing etc. Change case Auto Format (Checking and Unchecking options from µAuto Format¶ and µAuto Format as You Type¶) FORMAT MENU Discuss with the trainees what the different fonts are, and how the fonts size can be changed. Discuss about change case. Explain to the MTs about Left indent, first line indent, paragraph indent, and hanging indent, with shortcut keys, along with the shrotcut keys for all the alignments. Also explain how to clear indents by using the shortcut Ctrl Q.

Practical (20 min) 1. Find the file Format.doc from the ³Todays work´ folder on the server and copy it to your folder.

2. Change the font of the file to Times New Roman and font size to 12.

3. Center align the title, change it to italics, font size to 20 and underline it.

4. Copy the first paragraph and paste it under last.

5. Cut the first paragraph and paste it under second.

6. Replace µpatient¶ with µSam¶.

7. Uncheck all the options from ³AutoFormat As You Type´.

8. Change the font of the file to Arial.

Computer Manual
9. Make the first para right align.

10. Make second para justify align.

11. Make third para center align.

12. Make fourth para left align.

13. Make first para bold with font size-16.

14. Make second para italics red colour.

15. Make third para underline blue colour.

16. Make fourth line spacing.

17. Give first para hanging indent upto two inches.

18. Give second para first line indent upto three inches.



Computer Manual
Day 011 - Introduction to the View, Insert, & Tools Menus
Skeletal outline of lecture: Discuss the following features of View menu. Normal View and Page layout Ruler Using Toolbars and hiding/unhiding them Thesaurus Discuss the following features of Insert menu. AutoText Discuss the following features of Tools menu. Spelling and Grammar Thesaurus Word Count Track changes VIEW MENU Discuss the differences in the "Page" views. Also explain about the use of toolbars and how to Hide and unhide them. INSERT MENU Discuss the options given in the Insert Menu. Explain to them how to insert Auto Text. TOOLS MENU Explain how to check spelling and grammar, and thesaurus. Explain the use of Word Count, AutoCorrect etc. Explain how to compare documents using track changes method.


Computer Manual
Assignment ± 20 min 1. Open the file View.doc from the Today¶s work folder on the server. View the file using the various View options.

2. Hide all the toolbars and get them back.

3. Drag the formatting toolbar and place it on the right hand side of the monitor vertically.

4. Get the Formatting toolbar back to its place.

5. Add the word 'cholelithiasis' as an auto text entry.

6. Write the first four alphabets of the same word you entered in auto text and note your observation.

7. Open one of your previously transcribed documents and spell check the entire document.

8. Using thesaurus find out the synonyms of the some of the words.

9. Using the word count option find out the character count of the current file.

10. Type in the word µaccessories¶ in the word document and note your observation.

11. Open one of the correction files and using track changes method compare your transcribed document with the correction file.


Computer Manual
Day 012 - Introduction to the Window and Help Menus.
Skeletal outline of lecture: Discuss the following features of Window and Help menu. Switch between document windows Arrange all windows Help Menu. WINDOW MENU Teach the MTs how to switch between windows and how to use the Arrange all option. HELP MENU Explain how to use the Help Menu effectively. Conduct a revision on the entire Windows syllabus. Make the trainees arrange their files properly in their own folders. Practice other things like making shortcuts, and deletion, and restoring the deleted files. Also make them practice posting their files and finding files with all the options.


Computer Manual
Day 013 - Word and Windows Practical Assignment
1. In your D:\Assignment, prepare a folder called µFinal Practical One¶.

2. In µFinal Practical One¶ open a new word document as save it as µAssignment 1¶.

3. Open µAssignment 1¶ and through µAssignment 1¶ open a document called µPrac¶ from µTodays work¶ folder on the server.

4. Copy all the text from µPrac¶ and paste it in µAssignment 1¶.

5. Bold and capitalize the title.

6. Change the font size of the same to ³Times New Roman´ and font size to 15.

7. Find all the occurrences of word µon¶ in the file. _____________________________

8. Copy the first paragraph and paste it as last.

9. Now delete the second last paragraph.

10. Right align the first paragraph.

11. Justify the second paragraph.

12. Center align the third.

13. Left align the fourth.

14. Full caps the first paragraph and underling it.

15. Italics the second paragraph and change the font color to green.


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16. Bold the third paragraph and change the font to ³Courier New´

17. Left indent the first paragraph by 2-1/2 inches.

18. Right indent the second paragraph by 3 inches.

19. First line indent the third paragraph by 3-1/2 inches.

20. Hanging indent the fourth & fifth paragraphs by 2 and 3 inches respectively.

21. Save your file.

22. Undo your last 4 actions save the file as µAssignment 1_Modified.doc¶ in the same folder. 23. Replace all the occurrences of µpatient¶ with µTom¶.

24. Delete the last paragraph and save your file.

25. Close the currently open word documents (not the application).

26. Using shortcut, open µAssignment 1.doc¶ & µAssignment 1_Modified.doc¶.

27. Tile up both the documents.

28. Exit word.

29. Now open µAssignment 1_Modified.doc¶ and track change and compare it with µAssignment 1.doc¶.

30. Save this file as µAssignment 1_Compared.doc¶.

31. Check the character with spaces and total editing time for the following documents: Assignment 1.doc ± Character with Spaces: _____________ Total Editing Time: _____________

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Assignment 1_Modified.doc± Character with Spaces: _____________ Total Editing Time: _____________ Assignment 1_Compared.doc ± Character with Spaces: _____________ Total Editing Time: _____________ 32. Exit word and open a blank word document. 33. Enter the phrase ³The patient was brought to the operating room and placed in supine position.´ To the autotext entry. Now type ³The pat´ in the word doc and note the result. ___________________________________________________. 34. Enter the word µangioplasty¶ in auto correct entry in such a way that typing µaplasty¶ should give µangioplasty¶. 35. Rename the folder µFinal Practical One¶ to µFinal Practical One_XYZ¶ where XYZ is your name and post it into your folder on the server. 36. Open a blank word document and check all the options in µAuto format µand µAuto Format as you type¶.

Day 014 - Revision on MS Windows with Discussions of all the Shortcut Keys
Word Practical Revision Time: 45 min Note: You are given a file to work with for your practical examination. You are requested to read the questions carefully and follow the instructions. Please follow the questions in the same order as given in the paper. 1. In your C:\Assignment\, create a new folder called µRevision¶. 2. In µRevision¶ create a word document and name it ³R Word´. 3. Open ³R Word´ and through ³R Word´ open another word document from the µPrevious¶ folder on the server called ³Word´. 4. Copy all the text from ³Word´ and past it in ³R Word´. 5. Full caps the title, bold, and italics it. 6. Copy the first paragraph and paste it as last. 7. Change the font type of the document to µTimes New Roman¶ and the font size to 13. 8. Change the font size of the title to 18. 9. Change the color of the first para to blue and underline it and italics it. 10. Change the second para to full caps.


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11. Delete the third paragraph & save your document. 12. Undo your last 2 actions and save your document as ³R Word_Modified´ in C:\WE Practical\W Practical. 13. Right align the first paragraph. 14. Left align the second paragraph. 15. Justify the third paragraph. 16. Center align the fourth paragraph. 17. Give first line indent to the first paragraph by 3 inches. 18. Give hanging indent to the second paragraph by 2-1/2 inches. 19. Give left indent to the third and fourth paragraph by 1 and 2 inches respectively. 20. Give right indent to the last paragraph by 4 inches. 21. Replace all the occurrences of µshe¶ with µthe patient¶ & save your document. 22. Close word & through µctrl + O¶, open ³R Word´ & ³R Word_Modified´, and tile up the windows. 23. Exit word. Open ³R Word´ & compare it with & ³R Word_Modified´. 24. Save this document as µR Word_Comp¶ C:\WE Practical\W Practical. 25. Find Character with spaces and total editing time of ³R Word´, ³R Word_Modified´, & µR Word_Comp¶ and notify.

Day 015 ± Final Test
Objectives: Conduct a written test on the MS Word and Practical Exams in MS Word and Windows, covering the entire syllabus.


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Day 16 - Introduction to the MS Excel and working with Cells
Number of days : 1 Duration : 90 minutes Skeletal outline of lecture: Discuss the following features of MS Excel. Entering data into cells Copying and moving cells Inserting and deleting rows and columns. Increasing/decreasing row/column width using mouse as well as menu Sorting data Inserting/deleting/renaming worksheets FORMATTING CELLS: Teach the MTs about increasing/decreasing row/column width using the mouse as well as the menu bar. Teach them to sort data. What is the difference between a sheet and a workbook? How to insert, delete, and rename sheets?


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1. In your c:\ drive, create a folder called µMS Excel¶. 2. Make a new excel sheet called µExcel Prac¶. 3. Rename it as µReference_yourname¶. 4. Add 3 more sheets into it. 5. Rename subsheets 1, 2, 3, 4, 5, 6 to µGastro¶, µCardio¶, µUro¶, OB-Gyn¶, µMRS¶, & µCNS¶ respectively. 6. Rename µOB-Gyn¶ to ³FRS¶ 7. Rearrange all the sheets in the following order: to µGastro¶, µCardio¶, µUro¶, OB-Gyn¶, µMRS¶, & µCNS¶. 8. In Gastro sheet, put the following headings in the first row: SR DISEASE DESCRIPT ION DRUGS DETAILS INSTRUM ENTS SLANGS

9. Adjust the column width in such a way that the whole word should be seen. 10. Bold the headings and copy and paste them in the rest of the sheets. 11. Under µSR¶ insert numbers 1 to 5 Under µDISEASES¶ insert any 5 different diseases learnt in GI. Under µDESCRIPTION¶ mention the affected organ. Under µDRUGS¶ insert any 5 different GI drugs. Under µDETAILS¶ mention at least one disease condition for the respective drug. Under µ INSTRUMENTS¶ mention any 5 different instruments. 12. Sort µDISEASE¶ and µDESCRIPTION¶ alphabetically. 13. Do the same with µDRUG¶ and µDETAILS¶. 14. Try all the selection and navigation options learnt. 15. Save and Close the sheet. 16. Using shortcut, open a new excel sheet. 17. Using shortcut, through this excel open µExcel Prac¶. 18. Exit Excel.


Computer Manual
Windows marked an era of graphical user interface and to make task simple for a novice user the concept of clicking graphical icons came into focus. But the biggest disadvantage in excessive use of a mouse is waste of productive time. Consider a simple example of changing a lowercased word to uppercase: Mouse: Select the word, click on µFormat¶. Click on µchange case¶ and then click on µuppercase¶ and click on µOK¶ Keyboard: Select the word, press µShift F3¶. Isn¶t it faster? To improve productivity a medical transcriptionist must effectively make use of all the keyboard shortcuts possible. Given below is an interesting editorial on useful shortcut keys. Most keyboard shortcuts are extremely easy to remember because they usually consist of the CTRL (control) key and the first alphabet of the respective command. Eg: CTRL + C (copy); CTRL + O (file open). However this is not always possible since most commands may have a common starting alphabet Eg: Copy, Cut and Close ; Paste and Print etc. So the user has to memorize these keys and only practice will make you perfect. In the following I have divided the keys on the basis of menus.


Computer Manual Windows 2000 Keyboard Shortcuts
Press CTRL+C CTRL+X CTRL+V CTRL+Z DELETE SHIFT+DELETE CTRL while dragging an item CTRL+SHIFT while dragging an item F2 SHIFT with any of the arrow keys CTRL+A F3 ALT+ENTER or ALT + DOUBLE CLICK SHIFT+F10 ALT+F4 ALT+TAB ALT+ESC F6 F4 SHIFT+F10 ALT+SPACEBAR CTRL+ESC ALT+Underlined letter in a menu name Underlined letter in a command name on an open menu F10 RIGHT ARROW LEFT ARROW F5 BACKSPACE ESC END To Copy. Cut. Paste. Undo. Delete. Delete selected item permanently without placing the item in the Recycle Bin. Copy selected item. Create shortcut to selected item. Rename selected item. Continuous selection of more than one item. Select all. Search for a file or folder. View properties for the selected item. View the shortcut menu for the selected item. Close the active item, or quit the active program. Switch between open items. Cycle through items in the order they were opened. Switch between left and right panes. Display the Address bar list in My Computer or Windows Explorer. Display the shortcut menu for the selected item. Display the System menu for the active window. Display the Start menu. Display the corresponding menu. Carry out the corresponding command. Activate the menu bar in the active program. Open the next menu to the right, or open a submenu. Open the next menu to the left, or close a submenu. Refresh the active window. View the folder one level up in My Computer or Windows Explorer. Cancel the current task. Display the bottom of the active window.

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HOME NUM LOCK+ASTERISK on numeric keypad (*) NUM LOCK+PLUS SIGN on numeric keypad (+) NUM LOCK+MINUS SIGN on numeric keypad (-) LEFT ARROW RIGHT ARROW Display the top of the active window. Display all subfolders under the selected folder. Display the contents of the selected folder.

Collapse the selected folder. Collapse current selection if it is expanded or select parent folder. Display current selection if it's collapsed, or select first subfolder.

Natural Keyboard shortcuts
You can use the following keyboard shortcuts with a Microsoft Natural Keyboard or any other compatible keyboard that includes the Windows logo key and the Application key.

Window Key or Ctrl + ESC Window Key +M Window Key +D Window Key +E Window Key +F CTRL+ Window Key +F Window Key +R Window Key +TAB Application Key Dialog box keyboard shortcuts Press CTRL+TAB CTRL+SHIFT+TAB TAB SHIFT+TAB ALT+Underlined letter ENTER SPACEBAR Arrow keys F1 F4 BACKSPACE

Display or hide the Start menu. Minimize all windows. Minimize or restore all windows. Open (My Computer) Explorer. Search for a file or folder. Search for computers. Open the Run dialog box. Switch between open items. Display the shortcut menu for the selected item. To

Move forward through tab pages. Move backward through tab pages. Move forward through options. Move backward through options. Carry out the corresponding command or select the corresponding optio

Carry out the command for the active option or button. Select or clear the check box if the active option is a check box. Select a button if the active option is a group of option buttons. Display Help. Display the items in the active list. Open a folder one level up if a folder is selected in the Save As or Op box


Computer Manual
Word 2000 Keyboard Shortcuts
FILE MENU New Open Save Save As Close Print Exit EDIT MENU Cut Copy Paste Undo Redo Find Replace Go To CTRL + X or F2 or Shift + Delete CTRL + C or CTRL + INSERT or Shift + F2 CTRL + P CTRL + Z CTRL + Y CTRL + F CTRL + H CTRL + G OR F5 CTRL + N CTRL + O CTRL + S F12 CTRL + W or CTRL + F4 CTRL + P ALT + F4

SELECTING TEXT Select text by holding down SHIFT and pressing the key that moves the insertion point. To extend a selection Press One character to the right SHIFT + RIGHT ARROW One character to the left SHIFT + LEFT ARROW To the end of a word CTRL + SHIFT+RIGHT ARROW To the beginning of a word CTRL + SHIFT+LEFT ARROW To the end of a line SHIFT + END To the beginning of a line SHIFT + HOME One line down SHIFT + DOWN ARROW One line up SHIFT + UP ARROW To the end of a paragraph CTRL + SHIFT+DOWN ARROW To the beginning of a paragraph CTRL + SHIFT+UP ARROW To the beginning of a document CTRL + SHIFT+HOME To include the entire document CTRL + A

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DELETING TEXT To Press Delete one character to the left Delete one word to the left Delete one character to the right Delete one word to the right


FORMAT MENU To Press Change case of letters Bold Underline Italics Subscript Superscript


ALIGNMENT To Press Center a paragraph Justify a paragraph Left align a paragraph Right align a paragraph Indent a paragraph from the left Remove a paragraph indent from the left Create a hanging indent Reduce a hanging indent Remove paragraph formatting


FORMAT CHARACTERS To Press Change the font Change the font size Increase the font size by one point Decrease the font size Increase the font size by 1 point Decrease the font size by 1 point



Computer Manual
FUNCTION KEYS F1 F2 ALT + F3 F4 F5 CTRL + F6 F7 F8 F12 Help Move Text Create Auto Text entry Repeat the last action Go To Switch between documents Spelling & Grammar Extend selection File Save As

Keys for windows and dialog boxes All the latest keyboards have two very important key called the window key (between the µControl¶ and the µALT¶ key) and an alternate key for the mouse right click (between the µWindow¶ and the µControl¶ key) Show the Windows Start menu Window key Show desktop Window key + D Windows Explorer Window key + E File Find Window key + F Switch to the next program ALT + TAB Switch to the next document window CTRL + F6 Perform the action assigned to the default button in the ENTER dialog box Cancel the command and close the dialog box ESC

Other Shortcut Keys Auto Text Insert Comment ALT + F3 on selection. Alt + Ctrl + M


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