UNIT 1

INTRODUCTION TO USING COMPUTERS IN EDUCATION

SESSION 1

INTRODUCTION
Computers play a key role in how individuals work and how they live. Even the smallest
organizations have computers to help them operate more efficiently, and many
individuals use computers at home for educational, entertainment, and business
purposes. In this tutorial, you will learn the basics about computers, the different
categories of computers, hardware and software, and how to maintain your computer.
You will also learn about productivity software applications, computer applications in
education and explore various technology issues that are related to computers such as
security, privacy and ethics.

WHAT IS A COMPUTER?
A computer is an electronic device capable of accepting data in a convenient form, which
is automatically processed following sequential set of instruction called program, which
is also stored in a device, and producing results known as output or information.

In other words, a computer is any electronic device that takes an input in some logical or
mathematical manner and producing the resulting output to the environment. The
memory and the processor are responsible for transforming data into information.

BASIC OPERATIONS OF THE COMPUTER

The computer is capable of performing specific operations or functions. These
operations include the following:
1. Input operations: allow data to be entered into the computer for processing.
2. Arithmetic operations: involve performing addition, subtraction,
multiplication and division calculations.
3. Logical operations: allow the computer to compare data and determine if
one value is less than, equal to, or greater than another value.
4. Output operations: make information generated from the processing on the
computer available for use.
5. Storage operations: electronically stores data on an external device for
future use.

WARES OF A COMPUTER
A computer system is made up of three wares namely live-ware (user or end-user),
software and hardware.

Live-ware: This is the user of the computer. Without the user (person), the computer will
not be able to work.

Software: They are the programs or list of instructions that makes the computer run.
They are therefore, the parts of the computer that cannot be seen or touched; they are
not physical. Without the software the computer will not work. The three types are the
system software, application software and programming software.

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Hardware: They refer to the physical components or devices of the computer system.
That is the things that one can see and touch. Examples include the keyboard, printer,
mouse, scanner, monitor, and the joystick. The inputs, outputs and backing storage units
connected to the computer are referred to as peripheral devices.

CLASSIFICATION OF COMPUTERS
Computers can be classified in three ways namely,
(i) Capacity (ii) Type and (iii) Purpose

BY CAPACITY/SIZE
In the earliest stages of electronic computer development, capacity was sometimes
measured in terms of physical size. Today physical size is not a good measure of
capacity because late models of computers have achieved compactness as a result of
development of integrated circuits (IC). Because of the ability of computer scientists and
engineers to fit more computer power into less and less space, modern desktop
computers have as much power as or more than the room–size computers built several
decades ago.

Capacity is now therefore expressed in terms of the volume of work that the
computer can handle, the speed of processing it and functional units of the CPU.
Price and size are also considered. However rapid changes in technology make firm
definitions of these categories very difficult. Computers under capacity are basically
classified in five ways as:
i. Microcomputers/Personal Computers (PCs)/ Micros
ii. Servers
iii. Minicomputers/ Mini-frames
iv. Mainframe/Maxi computers and
v. Supercomputers.

Microcomputers
It is the smallest and cheapest systems. The part of a microcomputer that does the
actual computing is the tiny silicon chip, the symbol of ‘H-Tech’. The economy and
small size of the microcomputer have made possible the spread of individual owned and
operated personal computers.

They have a memory access time about 100 nanoseconds and handle 8-bit, 16-bit or
32-bit words. The original ones handle 4-bit words. Types of microcomputer include
handheld, palmtop, notebook, sub notebook, Laptop, Pen inputs (e.g. Personal
Digital Assistants, PDA), Desktops, Towers, and Workstations. Apart from the last
three, the rest are considered to be portable computers.

1. Handheld computers are designed for specific purpose such as meter reading,
which is for workers who stand on their feet.

2. Palmtops have built-in or interchangeable personal information management

(PIM) functions like calendar, meeting schedules, address and phone file etc. No
disk storage facility and no standard keyboard.

3. Notebooks are general-purpose computers that can be carried in a briefcase but

have their own carrying case. Weigh between four and eight pounds. Have disk
storage facility and standard keyboard.

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4. Sub notebooks are smaller versions of notebooks, Weigh less than four
pounds and may or may not have a disk drive but have special purpose memory
cards for storage.

5. Laptops are larger versions of notebooks and have large capacity disk storage
devices and larger screen. Weigh between eight and fifteen pounds.

6. Pen inputs are specialized portable computers that use a pen-like device for
data entry. It has special software that recognizes handwritten input. The pen can
be used as pointing service to select a processing choice on the screen or write
information on a special input screen. One type of small pen input system is a
Personal Digital Assistant (PDA)/ Personal Communicator, which combines
pen input, writing recognition, personal organization tools, and communication
capabilities such as voice or fax. An example is Apple Newton PDA.

7. Desktops sit on top or alongside a desk yet are too big and heavy to carry
around. They have separate display screens.

Examples include:
1. Apple Macintosh- Classic 2, Colour Classic, iMac
2. IBM – PS/2, PS/1, PS/Value point. Note that PS/2 = Personal system 2
3. IBM compatible such as Compaq, Dell, Gateway, Packard Bell, AT&T-
Globalyst.

8. Towers are personal computers in an upright case. They are the most powerful
and can be full-size, which have more room for expanding the system and
adding more optional equipment or mini-tower case, half the size of full-size,
with less expansion room than desktop but takes up less room.

9. Workstations are expensive high-end personal computers that have powerful

calculating and graphics capabilities. Frequently used by engineers. A personal
computer or terminal connected to a network can also be called a workstation.

10. Server computers are designed to support a computer network that allows users to
share files, applications software, and hardware such as printers. Server
actually describes how a computer is used if it can support a network. Of
late, however servers have been specifically designed for network use.

Characteristics:
1. Designed to be connected to one or more networks
2. Most powerful CPUs available
3. Capability to add more than one CPU to divide the processing tasks
(some can use up to 32 CPUs)
4. Large memory capacity
5. Large disk storage capacity, made up of numerous small disks
6. High speed internal and external communications.

MINICOMPUTERS
Minicomputers make up the middle class of computer size and power. They are
physically bigger than micros and handle 32-bit words. The original ones were 12-bit

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words. Memory access time is as fast as 75 nanoseconds. They are mostly special–
purpose Computers. They also require a high–speed line printer and can support about
20 terminals.
Examples include: note: refer to the eg on special purpose computers.
 IBM System 36(S/36), Advance system 400 (AS/400).
 DEC PDP – 8 and PDP-11
 Vax-11/780, Vax-11/750, Vax-11/782, Vax-11/730.

Minicomputer systems are usually larger and more powerful than microcomputer
systems and smaller and less powerful than mainframes. However, this is not always the
case. There are some micros that are more powerful than the smallest minis and
large minis that are more powerful than smaller mainframes.

Mainframes
The mainframe computer is used principally by large organizations such as Universities,
large businesses, airlines, hospitals, government agencies and manufacturing
companies and by computer service organizations such as service bureaus. These are
large, powerful and expensive general-purpose computers with a range of powerful
input/output, processing and storage facilities. It process 64-bit words. They have an
access time of 15 nanoseconds. They support 100 or more terminals and need a very
high–speed printer.

Examples are IBM 360 and 370 (earliest), IBM 3084 and IBM 4381 (latest), Burroughs
B7900, Amdahl 5860, Cyber 170 model and 855 and NCR 8400.

Supercomputers
The largest and most powerful of the mainframes, used primarily by government and by
scientists are called supercomputers. They are used when organizations require
extraordinary amounts of computing power like the weather services, airline
reservations. In these organizations, vast amount of information must be processed in
short time to provide fast response to users. It can process great quantities of data
extremely quickly and can do in several hours, the work that normally takes weeks on
conventional large mainframes.

Examples are Cyber 205, Cray X-MP, Cray 2 and Cray I (this was for several years the
fastest computer in the world). Cary X-MP is five to eight times faster than Cray 1.

CLASSIFICATION BY TYPE/NATURE
Basically there are three types of computers under this classification, and these are,
Analog, Digital and Hybrid. This classification is done using the manner in which data
are computed.

Analog computers
Analogs are so named because they perform computations by setting up physical
situations that are analogous to mathematical situations. Analog computers calculate by
measuring the continuous variation in some physical quantity such as pressure,
temperature and speed. The computers are essentially measuring devices like
speedometer, thermometer, and voltmeters. The thermometer for instance compares or
draws an analog between the expansion of mercury in it and the surrounding
temperature. The speedometer in a car for instance computes speed in miles per hour
by measuring how fast the car’s wheels are rotating. As the car goes faster, the

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movement of speedometer needle shows the computed speed. The oil-pressure gauge
in the car is another example. Analog computers usually have pointers for reading
values anytime.

The output is often in the form of smooth graph from which information can be read.
Many physical phenomena may be used to construct analog computers but since
electrons are so mobile, analog computers perform mathematical operations with the aid
of electronic circuits. Vannevar Bush, an American scientist built the first analog
computer. Analog computers are used mainly for scientific and engineering purposes.

Digital computers
As the name suggests, digital computers are basically counting devices. The digital
computer solves problems by counting precisely, adding, subtracting, multiplying,
dividing and comparing. It is the most common computer used in data processing
environments. Since most business data are in discrete form, the digital computer is
readily adaptable to business data processing applications. The speedometers of
some car models are digital. Eg. They are general purpose computers.

Differences between analog and digital computers

Analog computers
1. Measurement is always
involved
2. Data change smoothly
3. Results must be read off a
scale
4. There is a limit to the
accuracy Obtainable.
Digital computers
1. Numbers are used
2. Data change in discrete steps
3. Results are given by means of are
presentation for the digits of the number.
4. The accuracy obtainable is theoretically
unlimited.

Hybrid computers
Although computers are basically of analog and digital make, there is a third type in the
market known as hybrid computer. Hybrid computers combine analog and digital
capabilities in the same computer system. This type of computer usually finds
applications in the industries.

CLASSIFICATION BY PURPOSE
Depending on the flexibility of operations or ease of adaptability, computers are
divided into special or general purpose.

Special Purpose Computers or Dedicated Computers

These are most of the time designed to perform a task or restricted number of tasks.
That is to say that the computer may have been designed to solve a problem or do a job
or so. In this case a set of instructions that the computer follows to solve a problems may
be built into the hardware. Many of these computers are used in the following areas:
1. For military operations
2. As control device in industries that processes steel or chemical.
3. They are also employed in manufacturing and designing in the form of
Robotics.
4. All automobiles have one or more computers to control such activities as fuel
consumption.

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 5. Many home appliances such as refrigerators, TVs, heaters and microwave
ovens contain small computers to control the appliance.
6. Most cameras have device that controls the shutter amount of light reaching
the film
7. Monitoring and controlling the operation of a nuclear power plant, oil refinery
or steel plant.
8. Controlling a military weapon system.
9. Regulating city traffic control operations
10. Directing operations of spacecraft, airplanes, tankers, ship submarines.
11. Managing manufacturing machinery.
12. Operating hospital procedures such as CT Scanners.
13. Navigational system of an atomic submarine.

General–Purpose Computers
These are designed to solve a wide range of problems. They can perform any task
required simply by changing the application program stored in their main memory. This
makes it possible to use such a computer for task such as banking, accounting, and
scientific analysis. For instance, a desktop computer can be used to play games, write
letters, draw pictures, or solve mathematical problems.

COMPUTER BRANDS/MODELS/SPECIFICATION
EG. MACINTOSH, DELL, IBM, COMPAC, TOSHIBA, HP,
SPECIFICATION: P1,P2,P3,PENTIUM M. (PENTIUM BY INTEL
MANUFACTURING COMP. CALLED THEIR PRODUCTS PENTIUMS) AMD
CELERON CYRIX -

COMPUTER SYSTEM
A computer system consists of four parts, namely:
1. Hardware (computer)
2. Software (programs)
3. Data
4. People/ users/ end-users

PARTS OF A COMPUTER
There are three main parts of the computer namely the
1. Keyboard 2. System unit and 3. Monitor
The mouse has become a fourth integral part of the computer of late due to its
versatility.

Monitor

System
unit

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 SESSION 2
WHAT DOES COMPUTER DO?
FUNCTIONS: CP HAS A DEVICE ACCEPTS INPUT & PROCESSES IT, AND STORES
IT OR OUTPUT IT.

DATA AND INFORMATION

Data are raw or unorganized facts suitable for processing by a computer, such as
figures, letters, words or symbols that represent an idea, an object, a condition or
situation. Data are not useful or meaningful until they are combined with other data items
or when a relationship to other data items is established.

Data can be either numeric or non numeric (text or word). Drawings, addresses of
friends, test scores, and signals sent from or received by other items of technology are
all examples of data in different applications. Data normally derived their meaning in the
context of an application. For example, in a monthly sales application the value 31-06, is
a datum and identifies a day and month. Likewise in a payroll application data 123-45-
7890 could be a social security number. Data therefore is the raw facts from which
information can be extracted.

Information is the result of processing data into a form that can be useful to the
computer user and is usually organized and understandable. Information is therefore
processed data. The characteristics of information are:
1. Timely: Information must be ready when needed for correction and decision-
making.
2. Precise: It must be exact and meaningful information.
3. Relevant: It must be necessary and important for the purpose intended.
4. Concise: It must be short and brief for easy understanding
5. Compact: It must be handy, bearing in mind relevance.
6. Accurate: It must assume high level of correctness.
7. Cost effective: It should not cost too much to obtain information.

Data versus information

Data is the raw material from which a fact can be extracted. The significant characteristic
that separates data from information is its usefulness. Data then in itself has little or no
value unless some fact of information can be extracted. No compilation of data
regardless of how vast it is can be called information unless it has been organized in a
meaningful way and it’s useful to someone.

Information specifically consists of selected data organized to meet the requirement of

the user. Data therefore becomes information where it achieves relevance. It is worth
mentioning that information for someone may be data to another, as it may need further
refinement before it becomes meaningful.

DATA REPRESENTATION IN THE COMPUTER

As we know already, computers manipulate data to produce information. In this section
we shall find out how data are represented in the computer, which also means how the
computer “understands” data. Computer is an electronic device and for that matter uses
electricity. Which can be either on (1s) or off (0s). This makes information to be
handled in the computer by devices such as transistors, integrated circuits,
semiconductors and cables, all of which can only indicate two states or
conditions. Transistors are conducting or non-conducting; magnetic materials are

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either magnetized or non-magnetized in one direction or in the opposite direction;
a pulse or voltage is present or absent. All data is represented within the computer
by the presence or absence of these various signals.

In a two state on /off arrangement, one state can represent a 1 digit whereas the other
as 0 digit. Therefore, the basic number system used by the computer is the binary
system (Bi-means “two”). This two-state situation allows computers to use the
binary system to represent data and programs. In the binary system, each 0 and 1
is called a bit, which is the short form of binary digit or binary unit. Thus, in the
computer the 0 can be represented by the electrical current off (or at low voltage) and
programs that go into the computer are represented in terms of these numbers. Bits can
be grouped in various combinations to represent characters of data such as numbers,
letters, and punctuation marks.

In computing, a group of 8 bits is called a byte, and character is usually

represented by 1 byte. For example the letter H is a translation of the electronic
signal 01001000, or off-on-off-off-on-off-off-off. When you press the key for H on
the computer keyboard, the character is automatically converted into the series of
electronic impulses that the computer recognizes.

Some Basic Terminologies on Memory Capacity

How many 0’s and 1’s will a computer’s main memory or a storage device such as a
hard disk hold? The following terms are used to denote capacity:
1. Bit: It is a binary digit (0 or 1). It is the smallest unit of measurement.
2. Nibble: It is half a byte. In other words, it is a group of 4 bits.
3. Byte: A group of 8 bits is called a byte, and a byte represents one character,
digit, or other value. The capacity of computer’s memory or a diskette is
expressed in numbers of bytes or generally in multiple of bytes.
4. Kilobyte: A kilobyte (K, KB) is about 1000 bytes. (Actually, its precisely 2 10 =
1024 bytes but the figure is commonly rounded).
5. Megabyte: A megabyte (M, MB) is about 1 million (106) bytes (i.e. 2 = 1 048
576 bytes).
6. Gigabyte: A gigabyte (G, GB) is about 1 billion (109) bytes (i.e. 230= 1 073
741 824 bytes).
7. Terabyte: A gigabyte (T, TB) represents about 1 trillion (10 12) bytes (i.e. 240 =
1,009,511,627,776 bytes).
8. Petabyte: A new measurement accommodates the huge storage capacities
of modern databases a petabyte represents about million gigabytes (10 15)
bytes or (106) gigabytes (i.e. 250 = 1, 125,899, 906, 844,624).
9. Word: A computer word is the number of bits that make up a unit of data as
defined by the computer system. Common word length is usually related to
the capacity of the computer’s bus or bus lines. Examples of word sizes
are 8 bits word, 16bits word, 32 bits word, and 64 bits word.

Fixed Point numbers and Floating Point Numbers

These are the two main types of numbers used on the computer system. Fixed-point
numbers are numbers, which have their binary or decimal point, fixed in position in
relation to the digit. Examples are fractions and integers. (0.1, 0.01, 0.345, 1.0, 10.0,
1053.0). For integers, the point is fixed at the extreme right but for fractions at the
extreme left. Since the position of the point is fixed and predefined, it is not stored on the
computer.

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With floating point numbers the position of the point varies from number to number. It is
therefore used to represent mixed numbers (numbers that have an integer part and a
fraction part). This concept is used in scientific notation. 43 x 10 -2. Examples include
437.5, 43.75, and 4.375. Since the position of the point is not fixed or predefined it is
necessary for the computer to store this position.

Binary coding schemes

All the amazing things that computers do are based on briary numbers made up or 0s
and 1s. Fortunately, we don’t have to enter data into the computer using groups of 0s
and 1s. Instead, we use natural–language characters such as those on the keyboard to
input data. Then the computer system encodes the data by means of binary, or digital
coding schemes to represent letters, numbers, and special characters.

There are many coding schemes. Two common ones are EBCDIC and ASCII
(pronounce “ask-ee”). Both commonly use 8 bits to form each character, or byte,
providing up to 28 = 256 combinations with which to form letters numbers and special
characters, such as mathematical symbols and Greek letters. One newer coding scheme
uses 16 bits, enabling it to represent 216 = 65,536 unique characters.

EBCDIC, which stands for Extended Binary Coded Decimal Interchanged Code, is
commonly used in IBM mainframes. EBCDIC is an 8-bit coding scheme, meaning that it
can represent 256 (28) characters. The problem with this scheme is that it is used only in
IBM machines. To resolve this problem, the next code was developed.

ASCII, which stands for America Standard Code for Information Interchange, is the most
widely used binary code with non-IBM mainframes and virtually all microcomputers.
Whereas standard ASCII originally used 7 bits for each character, limiting its character
set to 128 (27) the more common extended ASCII uses 8 bits generating 256(2 8) unique
characters.

Unicode: Although ASCII can handle English and European languages well it cannot
handle all the characters of some other languages, such as Chinese and Japanese.
Unicode, which was developed to deal with such languages, uses 2 bytes (16 bits) for
each character, instead of 1 byte (8 bits). It therefore can handle (216) 65,536 character
combinations rather than just 256. Although each Unicode character takes up twice as
much memory space and disk space as each ASCII character, conversion to the
Unicode standard seems likely. However, because most existing software applications
and databases use the 8-bit standard, the conversion will take time.

The parity Bits

Dust, electrical disturbance, weather conditions, and other factors can cause
interference in a circuit or communication line that is transmitting a byte. Detections of
error in data transmitted is accomplished by the use of parity bit, which is an extra bit
attached to the end of a byte for purpose of checking for accuracy. Parity works by
adding an additional bit to a binary number and using it to indicate any changes in that
number during transmission.

Parity schemes may be even parity or odd parity. Even parity works by counting the
numbers of 1’s in a binary number and if that number is odd, adding an additional 1 to
guarantee that the total number of 1’s is even. On the other hand, if that number is even,

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the parity bit of 0 is added to make it even. For example, ASCII letter H (01001000)
consists of two 1’s thus, the ninth bit, the parity bit, would be 0 in order to make an even
number of 1’s.

Likewise, with the letter 0 (01001111), which has five 1’s the ninth bit would be 1 to make
an even number of 1’s. The system software in computer automatically and continually
checks the parity scheme for accuracy. Odd parity works in a similar manner but it
guarantees that the total number of 1’s is an odd number.

THE INFORMATION PROCESSING CYCLE

The sequence of events in processing information includes (1) input, (2) processing, (3)
storage and (4) output. These four stages are represented by I-P-O-S. The input stage
can be further broken down into acquisition, data entry and validation. The output
stage can also be further divided into interactive, queries and routine reports.

A fifth stage is often attributed to this cycle, which is the archiving or deletion of
unwanted data.

DATA PROCESSING
Data processing is the manipulation of data into meaningful information by manual,
mechanical or electronic method. It is also referred to as the conversion of data into a
more refined form (information).

DATA PROCESSING STAGES

1. Origination of data /Source Document
Input of raw materials (data) for data processing originates from various business forms
and other materials referred to as source document. These are normally hand written or
type written or prepared in a variety of other ways.
The originations of data or source documents are important for two reasons:
i. They provide materials for cross checking or verification.
ii. They are the basis for all-further processing.

2. Recording of Data (INPUT)

This step is essentially putting data into a more convenient form that permit convenient
handling in whatever data processing methods is used. This might involve punching
holes in cards, manual entry with the keyboard or using special equipment such as
optical character reader or scanner.
a. Editing: this is the process of selecting significant data and eliminating those,
which does not need further process. It is a process of further reducing the
amount of data to be recorded.
b. Coding: the most familiar types of codes used are: Alphabet codes: which
consists of letters presenting an idea or observation; numeric codes: which uses
numbers to represent an idea or observation; alpha numeric codes: which
involves both numbers and alphabets.
c. Classification: It is the process of identifying one or more common
characteristics to be used as categories.
d. Conversion: It is a means of transferring data from one recorded form to another
or changing from one medium to another. For example data on disk can be
converted onto magnetic tape.

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3. Manipulation (PROCESSING)
The original form of data is usually not disputable for any action to be taken, decision to
be made, knowledge to be acquired. So there must be a form of conversion of the
original data into a more useful form. The manipulation is accomplished by means of one
or more of the following procedures.

i. Sorting: it is the process of arranging or selecting data according to order or

rank or common characteristic. Sorting by rank is known as sorting in
sequence and it takes place when data is arranged in numeric or alphabetic
sequence. Sorting according to common characteristics is known as sorting
by classification and it takes place when data is arranged into similar
groups.
ii. Comparing and analyzing: by this process we determine such factors as the
nature, proportion, relationship or the relative of data.
iii. Calculating: this refers to the arithmetic process of addition, subtraction,
division and multiplication or converting data into a more significant form.
iv. Summarizing: it is the process of considering data so that only main points
are emphasized. This could be done in two ways: Reducing the data in the
logical sense, which involves the listing and tabulation of data; and
accumulating data in the mathematical sense, which involves totaling. For
example a balance sheet of a company is the summary of the whole
accounting system of the company for is the summary of the whole
accounting system of the company for a period.
v. Report preparation: the processed data that results from the data
processing cycle is referred to as output. This output will include documents
such as payroll slip or statement of accounting. The means by which data is
finally recorded is known as the output medium.

4. Communication of Information
It is the process of transferring data or information from one point to another
during the data processing cycle or delivering the results to the users. Methods used to
communicate data ranges from transporting, which involves usually the use of
conveyor mechanism, or by hand delivery. Communication could also be done by the
use of electrical transmission of coded data. This transmission could be achieved by the
use of telephone or telegraph circuit, microwaves or radio transmission, and sometimes
through satellite.

5. Storage of Data /information

At the end of the processing cycle or at the point of intermediate results, during the
processing of data, information must be stored. Storage must be done in such a way that
retrieval is easy. The storage of data is very important since we may fall on stored data
or information for action. The storage technique depends on the type of information as
well as its volume. In electronic data processing for example, storage could be done in
two ways: internal storage, where data is stored in the computer memory; external
storage, where data is stored on a disk drum, tape card, etc.

LITERACY
Literacy is the ability to read and write. In modern context, the word means reading and
writing in a level adequate for written communication and generally a level that enables
one to successfully function at certain levels of a society.

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There are so many types of literacy such as business, media, information, computer,
technology, visual, and health but for the purpose of this course in computing the
following will be considered:
i. Computer literacy
ii. Information Literacy
iii. Integration Literacy

Computer Literacy
It is the level of expertise and familiarity someone has with computers. Computer
Literacy generally also refers to the ability to use application rather than to program.
Individuals who are very computer literate are sometimes called power users. In other
words, it is the knowledge and ability to use a computer and its software efficiently to
accomplish practical tasks.

It refers to the comfort level one has with using computer programs and other
applications that are associated with computers. Such a person should know how
computers work and operate.

Information Literacy
Information Literacy is defined as the ability to know when there is a need for
information, to be able to identify, locate, evaluate, and effectively use that information
for the issue or problem at hand.

Information is expanding at an unprecedented rate, and enormously rapid strides are

being made in technology for storing, organizing, and accessing the ever-growing tidal
wave of information. The combined effect of these factors is an increasingly fragmented
information base, a large component of which is available only to people with money
and/or acceptable institutional affiliations. In the recent past, the outcome of these
challenges has been characterized as the "digital divide."

Integration literacy
Integration literacy refers to ones ability and level of competence to incorporate
technology resources and technology-based practices into daily routines, work, and
management of schools. Technology resources are computers and specialized
software, network-based communication systems, and other equipment and
infrastructure. Practices include collaborative work and communication, Internet-based
research, remote access to instrumentation, network-based transmission and retrieval of
data, and other methods.

It is important that the integration is routine, seamless, and both efficient and effective
in supporting school goals and purposes. The conditions necessary in a school to
support the integration of technology are the physical facilities, capacity, and
conditions, curricular connections, teacher actions and characteristics, student
activities, and support.

IMPORTANCE OF COMPUTER LITERACY TO THE TRAINED TEACHER

1. Computer skills are taught as a subject in schools.
2. Computers are used in teaching and learning.
3. Computers are also used in research especially on the internet.

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 SESSION 3
WHY ARE COMPUTERS SO POWERFUL?
The following are some of the things that make computers powerful/advantageous:
1. Speed: computers can calculate tens of millions of times faster than the human brain
and in seconds solve problems that would take dozens of experts some years to
complete: Computer speeds are measured in four or more ways:
 Millisecond (one-thousandth of a second = 1 x 10-3 second)
 Microsecond (one-millionth of a second = 1x10-6 second )
 Nanosecond (one-billionth of a second = 1x 10-9 second)
 Picosecond (one-trillionth of a second = 1 x 10-12 second)
 Femtosecond (one-quadrillionth of a second = 1 x 10-15 second)

2. Accuracy: Even the fastest machine in the world would be of little use if it made
mistakes that human had to check and correct. Fortunately, computers are accurate
machines that can process large volumes of information according to complex and
receptive procedures. Remember that whenever your computer gives you the
wrong result it implies that the computer had a wrong data from you hence “GIGO”
(Garbage In Garbage Out).

3. Economy: Computers are economical. Businesses using computers operate more

efficiently and effectively since they can reduce labour costs, improve customer
service and provide management with fast, accurate information about customers,
products and sales. When we go to some hospitals, you will see a room full of
patients records and fetching takes time.

4. Reliability: Computers can always be counted on to perform. They operate

consistently and accurately without fail for long periods of time. They have built-in,
self –checking features that assist in their maintenance. Because of it’s accuracy,
computers are reliable. Reliability in processing information can result in the saving
of lives.

5. Versatility: the computer can be used to solve many problems provided a suitable
program can be written. It is not like the human who is restricted to only one or two
professions.

6. Communication: The computer receives and shares information with other

computers.

7. Storage: With computers, records are stored on the diskettes that don’t occupy any
significant space on the table. In fact billions of characters are stored on disks that
virtually occupy a small space.

DISADVANTAGES OF COMPUTERS
1. Computer breakdown: when a computer system breaks down or when there
is power failure, the computer cannot be used and that highly hinders the work of
an organization.
2. Extensive system analysis and programming: The computer is run by
software which is prepared by skilful system’s analyst and programmers. Several

13
 years of investigation and preparation may have elapsed before the software
becomes operational.
3. Computer fraud: It refers to the illegal use of the computer system or the
manipulation of computer programs for personal gains.
4. Invisible processing: Data being operated or processed by the computer is
invisible by the human who is using the system or machine. Therefore, he or
she cannot appreciate the work of the computer.
5. Initial cost: The initial cost of a large installation is very high. Therefore, it may
scare many people and organizations from computerizing their operations.
6. Dislocation of employees: Since computers can combine the work of several
employees into software, such employees may be redundant.

SESSION 4
COMPONENTS OF A COMPUTER
HARDWARE AND SOFTWARE.
There are basically two components of a computer namely hardware and software.

HARDWARE
Hardware is the term used to define all the physical component of the computer system.
That is the part of the computer that can be seen or touched. Examples are the Input
devices such as keyboard, mouse, scanner, digitizer, a light pen, a joystick and modem,
and Output devices such as monitor, printer, and modem, System Unit (memory and
CPU and other components), and Storage devices.

The input, output and storage units are referred to as peripheral devices or peripheral.
Peripherals are attachment to the system unit that form the computer. Peripherals that
are not controlled by or in communication with the CPU are said to be off- line while
those controlled by or in communication with the CPU are called on-line. For example,
in punched card data processing environment the keypunch that transcribes data is an
example of an off- line operation whilst the machine attached to the computer that reads
cards is an example of an on line device.

All peripheral devices must be installed. In other words, the device’s driver must be used
to tell the computer what kind of device is attached to the system. A driver is a software
programme that links a peripheral device to the computer’s operating system. The driver
contains the machine language necessary to activate the device and perform the
necessary operations. Drivers may come on disk with the peripheral device. In the case
of fundamental peripherals such as the keyboard, diskette drive and some hard disks,
the drivers are included in the computer’s BIOS chip. The manual accompanying the
peripherals gives a direction on how to install the device.

14
SOFTWARE

Definition: Software is a computer program, which is a series of logical and

sequential steps of instruction that the computer follows to solve a given problem.

A program therefore specifies what operations are to be performed and the sequence in
which they are to be performed. When directing the operations to be performed,
a program must be stored in the main memory unit of the computer. Computer
programs are commonly referred to as computer software. Without software or a
program, computer hardware cannot function. Software, therefore, makes the
hardware intelligent.

Programmers, who code instructions, using special programming languages, such as C+

+, Basic, and COBOL, create software. With the appearance of the microcomputer in the
late 1970s, computer hardware and software became accessible to more people
because they became more affordable, easier to use, and flexible enough to handle very
specific job related tasks. Because of this accessibility, a large pool of applications
software has been created to satisfy almost any user’s requirements. There are three
major kinds of software: system software, application software and programming
software.
1. System software: It consists of operating system (which runs a computer), a
utility (which performs maintenance or general-purpose chores), and a
language (with which computer programs are created). Refer to Session2.
2. Application software: Application is a computer program designed to help
people perform a certain type of work. The user interacts with application
software. Some people describe the application software as ″end-user”
software. Application software consists of computer programmes designed to
satisfy a user’s needs. The task or problem may require, for example, word
processing, computations for pay roll processing, reaction of animation and so
on. Application software communicates to system software, all file management
and resource request (use of peripherals).

Basic Categories of Application Software

Basically, there are four categories of application software. These are:
productivity software, business and speciality software, entertainment software,
education and reference software.

a. Productivity software consists of programmes found in most offices on PCs

and on larger computer systems. Most of the common applications software
packages used today are productivity tools. Examples include word
processing, spreadsheets, personal finance, presentation graphics, data base
managers, group ware, desktop publishing accessories, and browser.
b. Business and speciality software, which is often designed for a specific
business or industry. What ever your occupation, you will probably find that it
has speciality software tool available for it. Examples are desktop publishing,
project management, CAD/CAM, drawing, painting, multimedia authoring and
so on.
c. Entertainment software consists of actions and adventure games that can
be played at home, in an entertainment arcade, etc.

15
 d. Education and reference software is used to educate. There are CD-
ROMs with encyclopaedias, home books, mailing lists, maps and
reproductions of famous acts.

3. Programming Languages: are artificial languages used to write a sequence of

instructions (a computer program) that can be run by a computer. Similar to
natural languages, such as English, programming languages have a vocabulary,
grammar, and syntax. Some programming languages are written to address a
particular kind of computing problem or for use on a particular model of computer
system. For instance, programming languages such as FORTRAN (FORmula
TRANslation) and COBOL (COmmon Business-Oriented Language) were written
to solve certain general types of programming problems—FORTRAN for
scientific applications, and COBOL for business applications.

Although these languages were designed to address specific categories of

computer problems, they are highly portable, meaning that they may be used to
program many types of computers. Other languages, such as machine
languages, are designed to be used by one specific model of computer system,
or even by one specific computer in certain research applications. The most
commonly used programming languages are highly portable and can be used to
effectively solve diverse types of computing problems. Languages like C (a
programming language developed by Dennis Ritchie at Bell Laboratories in 1972;
so named because its immediate predecessor was the B programming
language), PASCAL (a concise procedural computer programming language,
designed 1967-71 by Niklaus Wirth. Pascal, a compiled, structured language,
built upon ALGOL (), simplifies syntax while adding data types and structures
such as subranges, enumerated data types, files, records, and sets), and BASIC
(Beginner's All-purpose Symbolic Instruction Code) fall into this category.

HOW SOFTWARE IS INPUTTED INTO COMPUTER

1. Built into the computer's circuits, the ROM chips.
2. Loaded into the computer from a secondary storage device, like a floppy disk or
hard disk drive.
3. Typed in from the keyboard.
o Usually need to use a programming language to create the software.
o Rarely done by most computer users today.

ADVANTAGES OF USING AN APPLICATION SOFTWARE PACKAGE

1. It can quickly be installed hence can be used as soon as it is purchased.
2. They have a well-defined function because they have been examined and
used by many people.
3. It is cheaper in comparison to customized, in-house software because of
their mass production.
4. It is easily to be updated and revised. Vendors usually offer revised
versions of the product to previous purchases at a low cost. Files created
by using older versions are accessible by the updated versions.
5. Because of the widespread usage of many application packages, the time
and cost required for training of personnel are reduced greatly.

16
DISADVANTAGES OF USING AN APPLICATION SOFTWARE PACKAGE
1. The purchaser does not have direct control over the package in the
same way as would be if the software were produced in-house.
2. The package will have been produced to meet general needs may
therefore not be ideal for a particular customer.

WHY USE COMPUTERS IN EDUCATION?

1. Computers help to improve both teaching and students achievement. Thus,
helping them to develop self-control.
2. Work with computers particularly using the Internet brings students valuable
connection with teachers, other schools and students and a wide network of
professionals around the globe. These connections spice the school day with a
sense of real world relevance and broaden the educational community.
3. Computer systems aid students in making career choices, for administering
aptitude tests and psychological profiles.
4. Computers are used extensively in educational administration to keep track of
everything from student records to employee payrolls.
5. Specialized applications called Computer-Managed Instruction (CMI) programs
are used by teachers to create, deliver and score tests, to keep track of student
grade and to create student progress reports.
6. Computers help students to understand issues relating to the appropriate use of
technology in an educational setting.
7. To make tomorrow’s workforce competitive in an increasingly high technological
world, learning computer skills must be a priority.
8. Computers through the Internet would make students get interested in foreign
cultures and people.
9. Computers through the net would enable students to design lessons for children
which are appropriate.

WHAT IS CURRICULUM?
In education, a curriculum (plural curricula) is the set of courses and their contents
offered by an institution such as a school or university. In some cases, a curriculum may
be partially or entirely determined by an external body (such as the Curriculum Research
Development Division (CRDD) of the Ghana Education Service (GES) in Ghana.

Types of Curriculum
There are basically seven types of curriculum. These are:
1. The written (actual) curriculum, which gives the basic lesson plan to be
followed, including objectives, sequence, and materials. This provides the
basis for accountability.
2. The hidden curriculum includes the norms and values of the surrounding
society. These are stronger and more durable than the first two, and may be in
conflict with them. [I would add that it is something that is not explicitly
taught, but that is part of what moulds the school/university environment].
3. The co-curriculum is the planned experiences outside of the specific
educational session.
4. Formal is the accepted, committee passed, written documents that are
supposed to guide practice. Here at OLA we might find some of this in the
code of ethics book.
5. Informal curriculum is those activities that happen that are not designed,
planned, or formally accepted by the school.

17
6. The null curriculum consists of what is not taught. Consideration must
be given to the reasons behind why things are not included in the official or
operational curriculum.
7. The operational curriculum is what the teacher teaches, and how it is
communicated. This includes what the teacher teaches in class and the learning
outcomes for the student.

EXERCISE 1
1. What is the difference between computer literacy and information literacy?
How do computers relate to information literacy?
2. Name any four characteristics that make the computer such a powerful tool?
Describe each.
3. State the three classifications of computers. Briefly describe each.
4. What is computer software? How is system software different from
application software?

Fill, in the Blanks

1. A (n) ………….. is an electronic device, operating under the control of
instructions stored in its memory unit, that can accept input, process the input
arithmetically and logically, produce output from the processing , and store the
results for future use.
2. The four operations of the information processing cycle are: ……………..
, ………… ‘ …………….. , and …………………….
3. During information processing, the computer manipulates……………….. –
raw facts given to a computer during the input operation to create
……………………………………………….. that has been converted into a form
that has meaning and is useful.
4. The central processing unit (CPU) contains a (n) ……………. That
executes program instructions and a (n) ………………. That performs
mathematical and logical operations.
5. Collectively the equipment that performs the four operations of the
information processing cycle is called a (n) ……………. , and the input
devices output devices, and secondary storage devices that surround the system
unit are referred to as……………………..
6. The information processing cycle consists of four operations: ……………..,
……………………, ………………, and …………………………….
7. In the information processing cycle, the ………………. Operation must take
place before any data can be processed and any information produced and
stored.
8. A (n) …………………is a pointing device that, by moving it across a flat
surface and pressing buttons, can be use to move the pointer and select options
on the screen.
9. Each off or on digital value is called a (n) …………………..’ and a group
of eight off or on digital values, called a (n) ……………………’ can
represent 256 different data possibilities.
10. …………………, the most widely used coding system to represent data, is used
primarily on personal computers and minicomputers, while ………….. is a coding
system used primarily on mainframe computers.
11. The four steps of the machine cycle are: ……………….., ………………..,
……………., and ………………’

18
12. The two parts of a machine language instruction are (n) …………. This tells
the computer what to do and matches one of the commands in the instruction set
and (n) ………………. That specifies the data or location of the data that will be
used by the instruction.

Short Answer
1. What is the difference between computer literacy and information literacy?
How do computers relate to information literacy?
2. Name any four characteristics that make the computer such a powerful
tool? Describe each.
3. How are computers generally classified? What are the five major categories of
computers? Briefly describe each. Why is it difficult to make firm definitions
of these categories?
4. What is computer software? How is system software different from
application software?
5. What is data accuracy important? What does the computer jargon term GIGO
mean?
11. What is a parity bit?

19
 CHAPTER 2

COMPUTER COMPONENTS 1
The following components will be considered in this section.
1. SYSTEM SOFTWARE
2. SYSTEM UNIT
3. STORAGE DEVICES

SECTION 1
SYSTEM SOFTWARES
Definition: These are computer programs that (start up the computer and) function
as the principal coordinator of all hardware components and application software
programs and the user. Without system software loaded into RAM of your computer,
your hardware and applications software are useless. In other words, system software
works “behind the scenes” and it underlines application software. System software deals
with the physical complexities of computer hardware by telling the computer:
1. How to interpret data and instructions;
2. How to communicate with peripheral equipment like printers, keyboards,
and disk drives;
3. How to manage files; and
4. How to use the hardware in general.
5. It allows the user to interact with the computer.

SOME SYSTEM SOFTWARES ARE BUILT INTO THE COMPUTER

1. ROM chips and BIOS (Basic Input Output System).
2. Helps to setup the computer and start it.

COMPONENTS (CATEGORIES) OF SYSTEM SOFTWARES

There are three basic types of system software. The types are:
1. Operating systems
2. Utility programs and
3. Language translators.

OPERATING SYSTEMS
What is it? These are programs that operate your microcomputer.(IT CONTROLS
YOUR APPLICATION SOFTWARE AND MANAGES HOW YOUR HDWARE DEVICES
WORK TOGETHER. THE BASIC SOFTWARE OF ANY COMPUTER SYSTEM. EG.
WIDOWS, LINUX, DOS, MacOS AND UNIX). The operating system is the most
important system software component. It consists of master programs, called the
supervisor that manages the basic operations of the computer. The operating system
allows you to concentrate on your own tasks or applications rather than on the
complexities of managing the computer. Interpreting the commands you give, the
operating system runs programs and allows you to interact with the programs while they
are running.

The same part of the operating system is automatically loaded into the RAM soon after
you turn on, or “boot” the computer. The parts of the operating system that always
remain in memory while the computer is on are called “resident”. Less-frequently-used
parts of the operating system are copied from disk when needed and are called “non-
resident” or “transient”. The operating system includes BIOS (Basic Input Output

20
System), which manages the essential peripherals such as the keyboard, monitor, disk
drives and ports.
Every operating system performs three functions:
1. Managing resources;
2. Providing a user interface; and
3. Running applications.

1. Resources: These programs coordinate the entire resources of the

computer including keyboard, mouse, printer, monitor, storage devices, and
memory.

2. User interface (UI): This enables user to interact with applications software and
hardware. Almost all operating systems today provide a windows–like Graphical
User Interface (GUI) in which icons are used to represent features.

3. Applications: these programs load and run applications. Most operating

systems have the ability to run more than one applications at a time. That is what
is called multitasking. The most common operating systems for microcomputers
are windows, Mac Operating system and UNIX.

THE ROLE OF THE OPERATING SYSTEMS

The operating system is usually located on a disk.

o Can be on either the hard disk drive, a floppy disk, or CD-

ROM disk.
o Must be loaded into RAM before it can be used.

1. Used by the computer's hardware to work with its parts.

o Tells the computer how to:

 Display information on the screen.
 Use a printer.
 Store information on a secondary storage device.
o The system software that controls peripherals are called
drivers.
2. An operating system works with application software.
o Does basic tasks, like printing a document or saving a file
o The operating system starts (launches) the application
software so that it can be used.

THE USER INTERFACE

The user interface is how the computer's operating system

presents information to the user and the user gives
instructions (commands) (interacts and communicates) to
the computer.

There are two kinds of User Interfaces

21
 a. Text Interface
i. Presents information to the user in the form of text.
ii. Have to type in commands or select commands from a
menu displayed as text on the screen.
iii. Hard to use or learn, because the user must memorize and
type in commands.
iv. Examples:
 MS-Dos (MicroSoft Disk Operating System)
 ProDos (Professional Disk Operating
System)
v. Many of the Text Interfaces had shells placed over them.
 A shell was more of a Graphic User
Interface.
 Made using the Text Interface easier to use.

ROLE: 1. To interact with either the operating system or application software

such as opening a directory and setting up one.

b. Graphic User Interface (GUI)

i. Presents information to the user in the form of pull-down
menus and icons.
 Pull-down menus the user clicks on to
display the menu
 Icons are small pictures that stand for
something, like a file, volume, trash, or
program
ii. The user gives commands to the computer by selecting
items from a menu or by clicking on an icon when using a
pointing device.
iii. GUIs are easy to learn and use
iv. Examples:
 Windows 98
 Windows 2000
 MacOS

UTILITY PROGRAMS
These are programs generally used to support, enhance or expand existing programs in
a computer system. All Kinds of things can happen to the computer system such as
internal hard disk crash, virus invasion, and “freezing up” (slow down of operations) and
so on.(help in solving trouble shooting purposes such as internal hd crash, virus
invasion and freezing up) These events can make computing frustrating but with utilities,
you can weather the storm. Many operating systems have built–in utility programs
whiles others such as Norton system works and McAfee Office are available
separately.

Examples of utility programs:

1. Anti virus: these guard the computer system against viruses or other damaging
programs that can invade your computer system. Some anti-virus programs
destroy the virus on the spot whiles other notify you of possible viral behaviour.

22
 New viruses are constantly being developed. Therefore you need the type of
anti-virus software that can detect unknown viruses and that also offers frequent
free updates. Examples are Norton Antivirus, McAfee’s virus scan, Dr.
Solomon’s Ant-virus, Webscan, Panda Anti-virus , KV 3000 and PC–cillin.

2. Backup: this enables users to make backup or duplicate copy of information

on their hard disk, diskettes or other removable storage media such as a
zip cartridge. Backup helps you to have access to your data in case the original
ones are lost or damaged. Examples are Norton Backup from Symantec
and Colorado scheduler.

3. Data Recovery: these are used to restore or resurrect data file that has been
physically corrupted or has been accidentally deleted. Data can be damaged by
viruses, bad sectors, hardware failure, and power fluctuations that occur while
data is being written or recorded. Examples are the recycle bin in windows and
Norton unease wizard.

4. Disk Defragmentation: These locate and eliminate unnecessary fragments,

rearranges files and unused disk space to optimize operation. An example is
Windows Disk Defragmenter.

5. File Compression: These reduce the size of files by removing redundant

elements, gaps, and unnecessary data from the file so that they occupy less
storage space and can be sent more efficiently over the internet or put
on diskettes. Examples are Win Zip and Win RAR.

7. Uninstall: These allow you to safely and completely remove unneeded

programs and related files from your hard disk.

LANGUAGE TRANSLATORS
These are softwares that translate programs in a language such as C++ into machine
language, which the computer can understand. All system softwares and application
software must be turned into machine language for the execution by the computer.
Language translators are of three types:
1. Assemblers (Assembly Language)
2. Compilers and
3. Interpreters

Assembly Language
It is a type of low-level computer programming language in which each statement
corresponds directly to a single machine instruction. Assembly languages are thus
specific to a given processor. After writing an assembly language program, the
programmer must use the assembler specific to the microprocessor to translate the
assembly language into machine code. Assembly language provides precise control of
the computer, but assembly language programs written for one type of computer must
be rewritten to operate on another type. Assembly language might be used instead of a
high-level language for any of three major reasons: speed, control, and preference.
Programs written in assembly language usually run faster than those generated by a
compiler; use of assembly language lets a programmer interact directly with the
hardware (processor, memory, display, and input/output ports).

23
Compilers
Compiler, in computer science, computer program that translates source code,
instructions in a program written by a software engineer, into object code, those same
instructions written in a language the computer’s central processing unit (CPU) can read
and interpret. Software engineers write source code using high level programming
languages that people can understand. Computers cannot directly execute source code,
but need a compiler to translate these instructions into a low level language called
machine code.

Compilers collect and reorganize (compile) all the instructions in a given set of source
code to produce object code. Object code is often the same as or similar to a computer’s
machine code. If the object code is the same as the machine language, the computer
can run the program immediately after the compiler produces its translation. If the object
code is not in machine language, other programs—such as assemblers, binders, linkers,
and loaders—finish the translation.

Most computer languages use different versions of compilers for different types of
computers or operating systems, so one language may have different compilers for
personal computers (PC) and Apple Macintosh computers. Many different manufacturers
often produce versions of the same programming language, so compilers for a language
may vary between manufacturers.

Consumer software programs are compiled and translated into machine language before
they are sold. Some manufacturers provide source code, but usually only programmers
find the source code useful. Thus programs bought off the shelf can be executed, but
usually their source code cannot be read or modified.

Interpreters
Most programming languages—such as C, C++, and Fortran—use compilers, but some
—such as BASIC and LISP—use interpreters. An interpreter analyzes and executes
each line of source code one-by-one. Interpreters produce initial results faster than
compilers, but the source code must be re-interpreted with every use and interpreted
languages are usually not as sophisticated as compiled languages.

24
 SECTION 2
THE SYSTEM UNIT
The rectangular box which houses the main components of the computer.
The system unit is made up of so many parts. The main ones are the following:
I. Central Processing Unit/ CPU (Processor)
II. Main memory/ primary storage/ RAM and
III. Motherboard/systemboard - The motherboard is the main circuit board of a
microcomputer, on which can found the processor, Cmos battery. It is also
known as the main board or system board.
IV. Bus - A bus is an electronic line that allows 1s and 0s to move from one place to
another.
V. Expansion Slots - Expansion slots appear on the motherboard. They are
sockets into which adapters are connected.
VI. Ports and Connectors - A port is a connector located on the motherboard or on
a separate adapter.
VII. Bays - A bay is a space inside the computer case where a hard drive, floppy
drive or CD- ROM drive sits.
VIII. Power Supply - A power supply changes normal household electricity into
electricity that a computer can use.
IX. Sound Components - A sound card lets a computer play and record high quality
sound.

PROCESSOR (CENTRAL PROCESSING UNIT)

The central processing unit (CPU) or processor is the main brain of a computer system
and mostly consist mainly of two parts:
1. A control section/unit; (containing Registers, An internal bus. etc.)
2. An arithmetic/logic unit;

Characteristics of Control Unit

The control unit contains circuitry that uses electrical signal to direct the entire
computer system to carry out operation. I.e. it executes the program instructions. The
control unit also controls the transfer of data to, from and within the working store as
required by the program pulses to flow along the appropriate channel. The control unit
also consists of the following components:
i. The instruction Register: Generally, registers are temporary storage
areas for instruction or data. They are not part of the memory; rather
they are additional storage locations that offer the advantage of speed
under the control of a control unit. The instruction Register, therefore
receives instructions from the internal store in the sequence required
for processing. The operation part of the instruction is then transferred
to a decoder.
ii. The Decoder: The decoder translates the operation to be executed,
which causes the appropriate circuit to be connected for carrying out
the operation in the ALU.
iii. The Address Register: The address register makes the required circuit
connections to enable the data contained in store location to be

25
 transferred to a specific calculator. That is, it keeps track of where a
given instruction or piece of data is stored in the memory. An
accumulator collects the results of computation.
iv. The Instruction Counter: It is for recording the number of instructions
executed and is incremented by one after each instruction is completed.

The Machine Cycle

The key element in the most fundamental CPU operations is called machine cycle. The
machine cycle has two parts: the instruction cycle (I–Cycle) and the execution cycle (E-
Cycle). I–CYCLE - In this cycle an instruction is retrieved from the primary memory and
decoded. E-CYCLE - In the E-Cycle, the required data are located, the instructions are
executed and the results stored.
1. The control unit retrieves an instruction from the program stored in the primary
storage.
2. The instruction is decoded and placed in a special instruction register. (Registers
are special storage location in the ALU and the control unit that acts as a high-
speed storage area. There are several different kinds of registers, such as
instruction registers, address registers, accumulator).
3. The control unit breaks each instruction into two parts, the instruction and the
address of the data to be used. The part of the instruction telling the ALU what to
do next is placed in the instruction register. The part of the instruction specifying
the address of the data to be used in the operation is put in the address register.
A storage register is used to store the data that has been performed.
4. The data is then processed into information.
5. Lastly, the accumulator is used to store results of the operation. This is the
machine cycle.

There are millions or hundred of millions of such cycle to be performed in a program.

However, machines work very fast (Million of Instruction per second (MPS) and
extremely large programs can be executed in no time.

Characteristics of the Arithmetic Logic Unit (ALU)

It performs arithmetic operation, data handling operations and logic functions. The unit
consists of electronic circuit, one or more working registers to which operands (figures)
may be transferred whiles being operated upon and sometimes accumulators for storing
results of calculation.
1. Arithmetic operation: This performs addition, subtraction, multiplication and
division. However, subtraction is performed by the addition of the complement of
the number to be subtracted. Similarly combinations of shift to the left and
addition perform multiplication. Division is performed by the combinations of shift
to the right and subtraction.
2. Logic operations: logic operations are concerned with comparing, selecting,
matching, sorting and merging of data. When comparing data factors, the logical
ability of the ALU differentiates between positive and negative differences in
accordance with a result of the comparison. The alternative sequence of
instructions to be executed is determined automatically. This is known as

26
 conditional transfer and it provides the needs for processing according to the
circumstances disclosed by the data.

TYPES OF PROCESSESORS
1. It can either be in the form of Pin Grid Array (PGA) and the Slot Type (SCC).

Characteristics of Internal Bus

The last segment of a CPU chip or microprocessor is its internal bus, a network of
communication lines that connects the internal elements of the processor and also leads
to external connectors that link the processor to the other elements of the computer
system. The three types of CPU buses are:
1. A control bus consisting of a line that senses input signals and another
line that generates control signals from within the CPU;
2. The address bus, a one-way line from the processor that handles the
location of data in memory addresses; and
3. The data bus, a two-way transfer line that both reads data from memory
and writes new data into memory.

*THE MAIN MEMORY/PRIMARY MEMORY/ PRIMARY STORAGE

The main memory is the collection of slots each of which can store one byte of
instruction or data. Each byte of memory has numeric labels called address. The user
memory in most personal computers (PC) is limited to the address from 00000-9fffff that
is six hundred and forty (640) kilobytes (KB). This limitation is placed by the operating
system. The operating system is a program, which manages the hardware, software and
information efficiently. It is responsible for:
(i) Keeping track of resources,
(ii) Allocation of resources,
(iii) Reclaiming of resources, and
(iv) Scheduling under a policy.

The resources are the memory, input or output device, information or stored data and
the arithmetic logic unit. Examples of operating system include Ms DOS, Ms Windows,
and Novel.

OTHER FEATURES OF THE MAIN MEMORY

1. Electronic: Its operations are wholly electronics and consequently very fast
and reliable. It is made up of semi- conductor storage, which consists of very
small circuit (is a path through which electronic current passes).
2. Immediate access: Data is almost naturally accessible from the main
memory because of its electronic operation. Data is also retrieved from main
storage in much lesser time.
3. Locations: It contains several compartments called locations. Each location
has a unique address.

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WHAT IS MEMORY?

Memory is the electronic holding place for instructions and data that your computer's
microprocessor can easily reach. This type of memory is known as Random Access
Memory (RAM) and Read Only Memory (ROM). (A third type of memory falls into the
category of storage devices and these will be discussed later in this tutorial.)

When the computer receives information from input devices, the processor processes it,
and it is fed back to the user through output devices. This cycle (input - process - output)
would not be possible without a holding place for the information. This holding place is
known as memory.

CHARACTERISTICS OF RANDOM ACCESS MEMORY (RAM).

1. The RAM can hold data and programs that can be written into its
storage area.
2. New data and programs statement can overwrite existing ones or items.
3. It is volatile because data and programs held in it can be lost when
power is switched off. This is due to the fact that data is stored using
electrical signals.
4. RAM is measured in bytes. Some typical RAM capacities are
Kb (kilobyte): 210 or 1024 bytes approximated to 1000.
Mb (Gigabytes): 1 million bytes.
Gb (Gigabyte): 1 billion bytes.

Significance of the RAM

Data and programs are held in RAM before processing can be done. The program and
data should be of a size that the RAM can contain. (It is important to note that the
application to be used and the operating system depends on the RAM size) If the size of
the RAM is not enough to accommodate the operating system and still have enough
space to hold other software and data, then the purpose of purchasing a computer
system will not be achieved.

Types of RAM
2. SRAM (Static Random Access Memory): It is a type of RAM, whose
content remains in one position until the CPU explicitly changes it. As long as
there is power, SRAM keeps the stored data so that no mechanism is
required to refresh and charge it. However, it is expensive.
3. DRAM: It is an acronym of Dynamic Random Access Memory. It is a type
of RAM, which is inexpensive. However, it is slow and the data stored
dissipates faintly rapidly because the electric charge is small. Therefore, the
computer must check each storage location frequently and refresh its charge.
4. CMOS: It is an acronym of Complementary Metallic Oxides Silicon. It uses
battery or little power to store information. Usually, it is used to store machine
configuration, settings such as the number of disks drives, memory size and
input or output peripherals. It is volatile memory because when the battery
runs down, the CMOS contents are lost.

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CHARACTERISTICS OF THE READ ONLY MEMORY (ROM)
1. It contains items, which have been permanently written into it. A specific
function has been burnt into the chip at a time of manufacture.
2. It is non-volatile. It does not loose its data even when the computer is
switched off. Because of this, it is used for permanent purposes such as
control function.

Types of ROM
1. PROM (Programmable Read Only Memory): In contrast to normal ROM in
which the pattern of stored data is permanently incorporated into the chip, the
PROM can be programmed by the user of the system by special device. It is
an extension of ROM, which allows the user to program his own software for
permanence and an unalterable. The danger with PROM is the possibility of
errors and consequently the cost of correction.
2. EPROM (Erasable Programmable Read Only Memory): This can be read
from and written to as well as erased. The erasing and the rewriting process
are very slow compared to the reading, which limits the use. For this reason
they are sometimes called Read Mostly Memory (RMM). It is erasable by
means of ultraviolet light so that correction is less expensive.
3. EAPROM (Electrically Alterable Programmable Read Only Memory): It is
similar to EAPROM except that the program instructions are selectively
erasable by electrical methods. This makes it more convenient.

USES OF THE MAIN MEMORY

It is used to store data requiring processing in other to achieve maximum
processing speed. It therefore stores:
1. Instructions waiting to be obeyed.
2. Instructions currently being obeyed.
3. Data waiting processing.
4. Data currently being processed.
5. Data awaiting output.

STORAGE DEVICES
What are storage devices? Storage devices are any physical device in or on which
computer information can be kept. Examples include hard disk, pen drive, floppy disk,
compact disk and DVD.

DISKS AND STORAGE

A disk is a place to store data. Although there are several types of disks, for the
purposes of this tutorial, only the following types will be discussed: Hard Drive, Floppy
Disk / ZIP Disk, and Compact Disk.

HARD DRIVE [Local Disk (C :)]

The hard drive is the primary device that a computer uses to store information. The hard

29
drive stores programs, data files, saves files, and organizes files. The hard drive is
located inside the computer case. The hard drive, magnetically stores data on stacks of
rotating disks called platters.

The hard drive serves as a storage space for all of your documents, old email, and all
applications (including the operating system). Hard drives are measured in terms of
megabytes and gigabytes. When the hard drive reaches its capacity, files need to be
moved to free up space. To free up space on the hard drive or to save files to a portable
medium, files can be copied to a floppy disk.

Protecting the Hard Drive

 Never move a computer while it is on. The hard drive is spinning and movement
could cause the magnetic disks to become scratched.
 Shut down you computer properly.
 Regularly perform diagnostic tests of your hard drive using ScanDisk.

SECONDARY STORAGE DEVICES/ AUXILLIARY STORAGE DEVICES

The secondary storage devices are used to store instructions, programs and data when
they are not being used in the main memory of the computer. Auxiliary or backing
store are alternative names for secondary storage because they support or back the
main memory. Apart from keeping a copy of any important file, data and the like on the
hard disk, it is always advisable to keep reserve copy as backup storage on another
secondary storage device. This will enable you to have another copy in case the one you
are using is deleted accidentally.

The process of retrieving information from a storage device is referred to as reading.

When information is read from a secondary storage, it is copied from the storage device
to primary storage (RAM). The phrases “loading an application” or “opening a file” is
used to describe retrieving information from storage device. The process of copying
information to a storage device is referred to as writing. The action of saving a file or
installing a program involves writing to a storage device. In the context of computer
storage, the mechanism that makes reading and writing possible is generally referred to
as a drive. The following drives exist in most computers:
1. Magnetic tape
2. Magnetic disk and
3. Optical disk.

CHARACTERISTICS OF SECONDARY STORAGE DEVICES

1. They are relatively long term storage devices;
2. It is outside the central processing unit;
3. They are non-volatile.
4. They are slower than the primary storage devices because of their
electromechanical component; and
5. They are able to transfer large amount of data to the central processing unit.

MAGNETIC TAPE TECHNOLOGY

This is the oldest and the least expensive form of storage devices. It is primarily use in
older computers or when large amount of data must be stored at very low cost. A typical
tape comes as ½ “wide and 2400ft long. Each byte of data utilizes one column on the

30
tape. Each column consists of 7 bits including the parity bit. Data are stored on magnetic
sports. Vertical columns are called frames (character frames) and there are often 800
or 1600 frames to the inch. Horizontal columns are called channels or tracks.

Data is written to and read from magnetic tape using a device called a magnetic tape
deck. The tape decks are permanently linked to the CPU. When it is required to write
data from the main store to magnetic tape, a reel of tape is loaded into the deck. The
tape is threaded from the supply reel under the read/write head and wound round the
take–up reel. The vacuum chambers on each side of the read/write head acts as
reservoirs and ensure that the tape passes the head at a constant speed and that the
tape does not tear when it is stopped or started. Characters are transferred from the
CPU, translated into the appropriate magnetic tape code, and written to the tape, frame
by frame, by the write head. Reading tape is accomplished in a similar fashion.

To enable the tape to be wound round the supply and take–up reels, lengths of the tape
at both ends are not used for recording data. The point where recording can begin on
the tape is shown by a reflective load point marker, which is sensed by photoelectric
cells. An end–of-tape marker, which indicates the effective end of tape, works on the
same principle.

When reading from a magnetic tape in response to a read instruction in the program, a
number of characters are read into store at a time. Those frames transferred to the store
at any one time make up a BLOCK and a block often consists of several records. When
these records have been dealt with, the next block of records is read into store and it
over-writes the previously stored records. Data is also written to magnetic tape a block at
a time.

After a block of data has been read into the main store, the tape stops until the next read
instruction is encountered in the program. The tape has, then, to accelerate to a given
constant speed before reading can take place. To allow for this acceleration and for
deceleration after a block has been read, gaps are left blank between blocks of data on
the tape. These INTER–BLOCK GAPS (IBGs) are usually between ½“and ¾“ long. The
same considerations apply when writing to a magnetic tape.
The smaller the block size on the magnetic tape, the less core store we use when writing
to or reading from the tape. This could lead us to use single–record blocks that will give
us INTER RECORDS GAPS (IRGs). But this will mean that we would be constantly
stopping and starting when reading the tape, and would increase the time needed to
read a file of records. It would also mean that a great proportion to the tape would be
taken up with IBGs, and so the amount of data held on a tape would be lowered. For
these two reasons, we usually use multi–record blocks, even though this means
that we will use more core store.

BLOCKING FACTOR is the number of record in a block.

IBG R R R R R IBG R R R R R IBG

The above file is having a blocking factor of 5.

The capacity of reel of magnetic tape depends on three factors:
1. Its Length;
2. Its density; and
3. The amounts of tape taken up by inter-block gaps.

31
Assume that a tape is 2400 long, and that its density is 1600 frames per inch. Its
theoretical capacity is thus 46,080,000 characters (2400x12x1600).
If, however the IBGs on the tape are half an inch long, and the file contains records
which are 400 characters long, with a blocking factor of 4, then only 2/3 of the tape is
used to hold data (1/2”: 1” or 800:1600), and so only 30,720,000 characters can be
held.
The time taken to read a file of records on magnetic tape depends on:
1. The time taken to read the data and
2. The time taken to stop and start between blocks.

If a tape has a density of 1600 frames per inch, and the tape deck has a transport speed
of 200 inches per second, then the transfer rate is 320,000 characters per second (1600
x 200).

If a file on the tape contains 100,000 records, each of 500 characters, with a blocking
factor of 5,and it takes .01 seconds to stop the tape and .01 seconds to start it, then:
There are 50, 000,000 characters and so it takes:
156. 25 seconds to read the data.
As there are 20,000 blocks to the file, it takes
400 seconds (20,000x 01 x 2) to stop and start.
The total time to read the file is thus 556.25 seconds.

Once a file of data has been written to magnetic tape, the reel of tape can be taken from
the tape deck, stored in a tape library, and extracted for use when required. A tape can
be read as often as necessary, for reading is non-destructive. When data on a tape is no
longer needed, it can be overwritten by new data, as writing is destructive. Tapes can be
re-used. Note that, after a tape has been written to or read from, it has to be re-wound
before it can be used again.

Advantages of magnetic Tape

i. It is inexpensive;
ii. It is relatively a stable storage medium;
iii. It is reusable;
iv. It is appropriate for storing large amount of data in a relatively stable form and
when sequential processing is desired;
v. It is used as back up storage medium; and
vi. It is easy to handle.

Disadvantages of magnetic Tape

i. It can only store information sequentially
ii. It is relatively slow
iii. It is very labour intensive to mount and dismount the tape
iv. Cannot be read by humans
v. It is vulnerable to dust, heat and humidity.

MAGNETIC DISK
This is the most popular and important secondary storage medium. It permits direct and
immediate access to data.
There are two types of magnetic disk: hard disk and floppy disk.

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HARD DISK
The hard disk is made up of thin steel platter with iron oxide coating. Several disks may
be mounted together on a vertical shaft where they rotate as wheel of approximately
3500 revolutions per minute. The electromagnetic read/write heads is mounted on an
access arm. The head flies over the spinning desks and read and write on the concentric
circle called tracks.

Data are recorded on tracks as tiny magnetized spot forming binary digits. The read/
write head never touches the disk but hovers a few thousandth or millionth of an inch
above it. A smoke particular or human hair on the disk surface will cause the head to
crash into disk. The disk storage capacity depends on the type, quantity and the
arrangement of disk in a unit. Capacity may range from several megabytes to several
gigabytes.

Typical examples are the removable pack and the Winchester disk. The removable
hard disk consists of number of individual units called a pack that can be mounted and
removed as unit. A typical example is the eleven digits. Since each individual disk has
two surfaces and the top and bottom are not recordable, we end up getting 20 surfaces.
Each surface is divided into tracks where data are stored and each track can store
thousands of bytes.

A cylinder represents circular tracks on the same vertical line within a disk pack. The
Read/ write heads are directed to specific record consisting of a cylinder number, the
recording surface number and the data record number.

The Winchester disk is hermetically sealed units of hard disk that cannot be removed
from the disk drive. It has a very high rotational speed. The very high rotational speed
plus the smaller distance between the r/w head and the disk surface translates into a
very high-speed access time. The speed at which data can be located on the magnetic
disk and loaded into memory or written on the disk itself is called the disk access time.
The disk access time is determined by the three factors:
1. The access motion time;
2. The rotational delay; and
3. The data transfer rate.

A typical disk access time is 200 000 to 4 000 000 bytes per second.

FLOPPY DISK
The floppy disk is an ideal medium for storing data programs that are not in constant use
or for transporting data and programs. They are available in many different sizes: (8
inches, 5 ¼ inches, and 3 ½ inches. The 8” and 5 ¼ “ are not popular anymore. The
floppy disk use sector method. (Sectors are the basic unit for diskette storage). The disk
surface is divided into sectors.

The actual number of sectors depends on the disk system being used. Each sector has
the same storage capacity and assigned a unique number. Data is located using the
address consisting of the sector number and the data record number. Alternatively,
you can use the surface number, the track number and the sector number.

The exact storage capacity of each diskette can be determined by using the formula:
Number of sectors X Number of bytes per sector = Number of bytes. (This gives total

33
capacity of the disk). However, floppy disks have limited storage capacity -- generally
1.44 MB.

Access time
The time required to access and retrieve data from the floppy disk is determined by four
factors:
1. The time it takes to position the r/w head over the proper track.
2. The latency period: The time it takes for the sector that contains the data
to rotate under the read/write head;
3. The settling time: The time required for the read/write head to be placed
in contact with the disk;
4. The data transfer rate: the time required to transfer data from the floppy
to the main memory.

Advantages of floppy Disk

i. High data density;
ii. It is potable, inexpensive and easy to handle;
iii. It is reusable;
iv. It is direct access medium;

Disadvantages of floppy Disk

i. Not human readable;
ii. It can be erased by a magnetic field; and
iii. They are sensitive to dust, extreme temperature and humidity.

ZIP DISK
ZIP disks are high capacity, removable, magnetic disks, which can be read or written by
ZIP drives from Iomega Corporation. ZIP disks are similar to floppy disks, except that
they are much faster, and have a much greater capacity. While floppy disks typically hold
1.44 megabytes, ZIP disks are available in many sizes, most commonly 100 megabytes
and 250 megabytes.

Protecting Your Floppy Disk and ZIP Disk

 Be careful not to touch the magnetic film on a floppy disk. Oil or dirt can damage
floppy disks.
 When labeling a new floppy disk, write on the label prior to attaching the sticker
to the new disk.
 When labeling a disk with a label sticker already attached, use a soft felt tip pen
to avoid damaging the thin magnetic film inside.
 Keep floppy disks out of extreme cold or hot temperatures. Disks become brittle
in the cold and may warp in hot weather.
 Information on floppy disks is stored magnetically. To prevent disks from being
erased or permanently damaged, avoid placing disks too close to magnetic
objects (such as computer speakers).
 Store floppy disks in boxes or trays to protect them from scratches and dust.
Transport floppy disks in carrying cases to prevent damage.

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OPTICAL DISKS

Today’s optical disks can hold over 4.7 GB of data, which is the equivalent of over 1
million typewritten pages. Therefore, Optical disks have a great impact on storage today.
In optical disk technology, a LASER (Light Amplification by the Stimulated Emission of
Radiation) beam alters the surface of a plastic disk to represent data. Data
representation on optical disk is done by the use of reflected light. Data is stored on
these disks in different ways or different formats, such CD and DVD.

Compact Disk:

It is also known as CD. Typically, CD drives can store 650 MB of data on one side. A CD
consists of a single track spirals from the outside to the inside. A CD has about 600
tracks per linear inch of disk surface. A laser beam is needed to detect the presence
or absence of pits, which have been burned into this surface at the writing stage. There
are three basic types of CDs: CD-ROM, CD-R, and CD-RW. CD-ROM is a device that
reads information stored on a compact disc. CD-ROM stands for Compact Disc Read
Only Memory. One CD is equal to the space in over 40 floppy disc.

1. CD- ROM: This stands for Compact Disc Read Only Memory. Read only
means it cannot be written on or erased by the user. Therefore, the user has
access only to the data copied into it by the creator of the content. CD-ROMs are
used to distribute large databases, references and large software application
packages. Microsoft Windows 95 for example was supplied on a single CD-
ROM or on 38 floppies. Installing software on a hard disk from a CD-ROM is
much faster and easier than doing the from floppies.

The user simply starts it up, enters any required information, and comes back
later; it’s no longer necessary to feed disk after disk into the computer. When
they were introduced, CDs held large databases such as encyclopedias. Today
they are used for every possible type of data from national phone directories and
software libraries to collection of clip art, music, and games. Typically, a CD ROM
holds up to 650 MB of information.
2. CD-R: This stands for CD–Recordable and is also known as WORM meaning
write once, read many, it is the type of CD that allows users with CD recorders
(CD-R drives) to write data, only once, onto a specially manufactured disk that
can then be read by a standard CD-ROM drive. Once the data is recorded, it
can’t be written over (changed). I.e. A CD-R is a one time recordable compact
disc. CD-R can hold up to 700MB of information.

3. CD-RW: This stands for compact disk re-writable and also known as erasable
optical disks. This format allows users to erase data so that the disk surface of
CD-RW is not permanently altered when data is recorded. Because they can be
changed, CD-RWs are often used to create and edit multimedia presentations.
I.e. A CD-RW allows you to read, write, erase and write again. Writing takes
place in a single pass of the focused laser beam; this is sometimes referred to as
direct overwriting and the process can be repeated several thousand times per
disc.

The most common type of erasable and rewritable optical disk is probably the
magneto–optical (MO) disk which uses a magnetic /optical technologies. Super

35
 Disk uses a magnetic /optical technology. Most MO disk holds about 250 MB.
CD-RW drives can also accept CD-R disks and CD-ROMs.

4. DVD: According to the various industries sponsoring it, DVD is not an

abbreviation for anything. The letters used to stand for “Digital Video Disk” and
later, when its diverse possibilities became obvious, for “Digital Versatile Disk”.
DVD and DVD drives are very similar to CDs except that more data can be
packed into the same amount of space.
The DVD drives can store 4.7-17 GB, allowing great data storage, studio-quality,
video images, and quality sound. The home entertainment version is called DVD
whiles the computer version is called DVD-ROM disk. The data on a DVD are
compressed over 30 fold, and the pits that represent the data are smaller than on
a CD. Again while CD can record data only one side in one layer, DVD disks can
put data on both sides with each side having one or two layers.

Protecting Your Compact Disc

 Be careful not to touch the flat surface of a CD. The information on the CD is
stored on the shiny metallic surface underneath the plastic protective coating. If
the flat surface has smudges or scratches on it, the laser that reads the metallic
surface is unable to penetrate the damaged area.
 Avoid extreme hot or cold temperatures. In cold temperatures, CDs may become
brittle, in extreme heat, they become warped.
 Store CDs in trays or boxes to protect them from dust or scratches.
 Transport CDs in a protective jewel case or plastic sleeve to keep dust or
scratches from damaging the flat surface.

FILL IN THE BLANKS

Exercise 1 is designed to test your knowledge of the parts of a computer.

Item A is: Monitor Window

Keyboard

Item B is: Speaker Memory Mouse

Item C is: CPU Mouse Keyboard

36
Item D is: Monitor Mouse Speaker

Item E is: CPU Memory Mouse

Exercise 2 is designed to test your knowledge of the input and output devices of a
computer.

Input Devices are: A, D B, C

A, B

Output Devices are: A, D B, C C, D

UNIT 3

COMPUTER SECURITY
SESSION 1
COMPUTER SECURITY RISKS AND SAFEGUARDS

1.1 Computer Security Risk:

A computer security risk is any event or action that can cause a loss of or damage to
computer equipment, software, data and information, or processing capability. Computer
Security techniques are developed to safeguard information and information systems
stored on computers. Potential threats include the destruction of computer hardware and
software and the loss, modification, theft, unauthorized use, observation, or disclosure of
computer data.

Computers and the information they contain are often considered confidential systems
because their use is typically restricted to a limited number of users. This confidentiality
can be compromised in a variety of ways. For example, computers and computer data
can be harmed by people who spread computer viruses and worms. A computer virus is
a set of computer program instructions that attaches itself to programs in other

37
computers. The viruses are often parts of documents that are transmitted as
attachments to e-mail messages. A worm is similar to a virus but is a self-contained
program that transports itself from one computer to another through networks.
Thousands of viruses and worms exist and can quickly contaminate millions of
computers.

Hackers

People who intentionally create viruses are computer experts often known as hackers.
Hackers also violate confidentiality by observing computer monitor screens and by
impersonating authorized users of computers in order to gain access to the users’
computers. They invade computer databases to steal the identities of other people by
obtaining private, identifying information about them. Hackers also engage in software
piracy and deface Web sites on the Internet. For example, they may insert malicious or
unwanted messages on a Web site, or alter graphics on the site. They gain access to
Web sites by impersonating Web site managers.

Malicious hackers are increasingly developing powerful software crime tools such as
automatic computer virus generators, Internet eavesdropping sniffers, password
guessers, vulnerability testers, and computer service saturators. For example, an
Internet eavesdropping sniffer intercepts Internet messages sent to other computers. A
password guesser tries millions of combinations of characters in an effort to guess a
computer’s password. Vulnerability testers look for software weaknesses. These crime
tools are also valuable security tools used for testing the security of computers and
networks.

An increasingly common hacker tool that has gained widespread public attention is the
computer service saturator, used in denial-of-service attacks, which can shut down a
selected or targeted computer on the Internet by bombarding the computer with more
requests than it can handle. This tool first searches for vulnerable computers on the
Internet where it can install its own software program. Once installed, the compromised
computers act like “zombies” sending usage requests to the target computer. If
thousands of computers become infected with the software, then all would be sending
usage requests to the target computer, overwhelming its ability to handle the requests
for service.

3.2 Safeguards (Prevention of Computer Crimes)

A variety of simple techniques can help prevent computer crimes, such as protecting
computer screens from observation, keeping printed information and computers in
locked facilities, backing up copies of data files and software, and clearing desktops of
sensitive information and materials. Increasingly, however, more sophisticated methods
are needed to prevent computer crimes. These include using encryption techniques,
establishing software usage permissions, mandating passwords, and installing firewalls
and intrusion detection systems. In addition, controls within application systems and
disaster recovery plans are also necessary.

Backup

38
Storing backup copies of software and data and having backup computer and
communication capabilities are important basic safeguards because the data can then
be restored if it was altered or destroyed by a computer crime or accident. Computer
data should be backed up frequently and should be stored nearby in secure locations in
case of damage at the primary site. Transporting sensitive data to storage locations
should also be done securely.

Encryption

Another technique to protect confidential information is encryption. Computer users can

scramble information to prevent unauthorized users from accessing it. Authorized users
can unscramble the information when needed by using a secret code called a key.
Without the key the scrambled information would be impossible or very difficult to
unscramble. A more complex form of encryption uses two keys, called the public key and
the private key, and a system of double encryption. Each participant possesses a secret,
private key and a public key that is known to potential recipients. Both keys are used to
encrypt, and matching keys are used to decrypt the message. However, the advantage
over the single-key method lies with the private keys, which are never shared and so
cannot be intercepted. The public key verifies that the sender is the one who transmitted
it. The keys are modified periodically, further hampering unauthorized unscrambling and
making the encrypted information more difficult to decipher.

Approved Users

Another technique to help prevent abuse and misuse of computer data is to limit the use
of computers and data files to approved persons. Security software can verify the
identity of computer users and limit their privileges to use, view, and alter files. The
software also securely records their actions to establish accountability. Military
organizations give access rights to classified, confidential, secret, or top-secret
information according to the corresponding security clearance level of the user. Other
types of organizations also classify information and specify different degrees of
protection.

Passwords

Passwords are confidential sequences of characters that allow approved persons to

make use of specified computers, software, or information. To be effective, passwords
must be difficult to guess and should not be found in dictionaries. Effective passwords
contain a variety of characters and symbols that are not part of the alphabet. To thwart
imposters, computer systems usually limit the number of attempts and restrict the time it
takes to enter the correct password.

A more secure method is to require possession and use of tamper-resistant plastic cards
with microprocessor chips, known as “smart cards,” which contain a stored password
that automatically changes after each use. When a user logs on, the computer reads the
card's password, as well as another password entered by the user, and matches these
two respectively to an identical card password generated by the computer and the user's
password stored in the computer in encrypted form. Use of passwords and "smart cards"
is beginning to be reinforced by biometrics, identification methods that use unique

39
personal characteristics, such as fingerprints, retinal patterns, facial characteristics, or
voice recordings.

Firewalls

Computers connected to communication networks, such as the Internet, are particularly

vulnerable to electronic attack because so many people have access to them. These
computers can be protected by using firewall computers or software placed between the
networked computers and the network. The firewall examines, filters, and reports on all
information passing through the network to ensure its appropriateness. These functions
help prevent saturation of input capabilities that otherwise might deny usage to
legitimate users, and they ensure that information received from an outside source is
expected and does not contain computer viruses.

Intrusion Detection Systems

Security software called intrusion detection systems may be used in computers to detect
unusual and suspicious activity and, in some cases, stop a variety of harmful actions by
authorized or unauthorized persons. Abuse and misuse of sensitive system and
application programs and data such as password, inventory, financial, engineering, and
personnel files can be detected by these systems.

Application Safeguards

The most serious threats to the integrity and authenticity of computer information come
from those who have been entrusted with usage privileges and yet commit computer
fraud. For example, authorized persons may secretly transfer money in financial
networks, alter credit histories, sabotage information, or commit bill payment or payroll
fraud. Modifying, removing, or misrepresenting existing data threatens the integrity and
authenticity of computer information. For example, omitting sections of a bad credit
history so that only the good credit history remains violates the integrity of the document.
Entering false data to complete a fraudulent transfer or withdrawal of money violates the
authenticity of banking information. These crimes can be prevented by using a variety of
techniques. One such technique is checksumming. Checksumming sums the
numerically coded word contents of a file before and after it is used. If the sums are
different, then the file has been altered. Other techniques include authenticating the
sources of messages, confirming transactions with those who initiate them, segregating
and limiting job assignments to make it necessary for more than one person to be
involved in committing a crime, and limiting the amount of money that can be transferred
through a computer.

Disaster Recovery Plans

Organizations and businesses that rely on computers need to institute disaster recovery
plans that are periodically tested and upgraded. This is because computers and storage
components such as diskettes or hard disks are easy to damage. A computer's memory
can be erased or flooding, fire, or other forms of destruction can damage the computer’s
hardware. Computers, computer data, and components should be installed in safe and
locked facilities.

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 SESSION 2

COMPUTER VIRUSES, VIRUS DETECTION AND REMOVAL

2.1 Computer Viruses
It is a diabolic, self-duplicating computer program that interferes with a computer's
hardware or operating system with the intention of causing a host of problems on a
computer for the user. Viruses are designed to duplicate or replicate themselves and to
avoid detection. Like any other computer program, a virus must be executed for it to
function—that is, it must be located in the computer's memory, and the computer must
then follow the virus's instructions. These instructions are called the payload of the
virus. The payload may disrupt or change data files, display an irrelevant or unwanted
message, or cause the operating system to malfunction.

How Infections Occur

Computer viruses activate when the instructions—or executable code—that run
programs are opened. Once a virus is active, it may replicate by various means and tries
to infect the computer’s files or the operating system. For example, it may copy parts of
itself to floppy disks, to the computer’s hard drive, into legitimate computer programs, or
it may attach itself to e-mail messages and spread across computer networks by
infecting other shared drives. Infection is much more frequent in PCs than in
professional mainframe systems because programs on PCs are exchanged primarily by
means of floppy disks, e-mail, or over unregulated computer networks.

Viruses operate, replicate, and deliver their payloads only when they are run. Therefore,
if a computer is simply attached to an infected computer network or downloading an
infected program, it will not necessarily become infected. Typically a computer user is
not likely to knowingly run potentially harmful computer code. However, viruses often
trick the computer's operating system or the computer user into running the viral
program.

Some viruses have the ability to attach themselves to otherwise legitimate programs.
This attachment may occur when the legitimate program is created, opened, or modified.
When that program is run, so is the virus. Viruses can also reside on portions of the hard
disk or floppy disk that load and run the operating system when the computer is started,
and such viruses thereby are run automatically. In computer networks, some viruses
hide in the software that allows the user to log on (gain access to) the system.

With the widespread use of e-mail and the Internet, viruses can spread quickly. Viruses
attached to e-mail messages can infect an entire local network in minutes.

Limitations of a computer virus

Viruses are programs that infect other programs, or files containing macros (a series of
commands grouped together to automate a complex series of tasks) such as Microsoft
Word files, Microsoft Excel files and executable files.
Computer viruses cannot, do not, and will not infect plain text files, such as e-mail
messages and Web pages, nor can they infect pictures or chat groups.
A program is called a virus because it:
1. Attaches itself to other programs;
2. Reproduces itself;

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 3. Difficult to detect since they are to be hidden; and
4. Sometimes can cause damage to the computer.

Types of Viruses
There are five categories of viruses: parasitic or file viruses, bootstrap sector, multi-
partite, macro, and script viruses.

Parasitic or file viruses infect executable files or programs in the computer. These files
are often identified by the extension .exe in the name of the computer file. File
viruses leave the contents of the host program unchanged but attach to the host in
such a way that the virus code is run first. These viruses can be either direct-action
or resident. A direct-action virus selects one or more programs to infect each time it
is executed. A resident virus hides in the computer's memory and infects a particular
program when that program is executed.

Bootstrap-sector viruses reside on the first portion of the hard disk or floppy disk,
known as the boot sector. These viruses replace either the programs that store
information about the disk's contents or the programs that start the computer. Typically,
these viruses spread by means of the physical exchange of floppy disks.

Multi-partite viruses combine the abilities of the parasitic and the bootstrap-sector
viruses, and so are able to infect either files or boot sectors. These types of viruses can
spread if a computer user boots from an infected diskette or accesses infected files.

Macro Viruses infect programs that contain powerful macro languages (programming
languages that let the user create new features and utilities). These viruses are written in
macro languages and automatically execute when the legitimate program is opened.

Script viruses are written in script programming languages, such as VBScript (Visual
Basic Script) and JavaScript. These script languages can be seen as a special kind of
macro language and are even more powerful because most are closely related to the
operating system environment. The "ILOVEYOU" virus, which appeared in 2000 and
infected an estimated 1 in 5 personal computers, is a famous example of a script virus.

2.2 Virus Detection & Removal

Preparation and Prevention
Computer users can prepare for a viral infection by creating backups of legitimate
original software and data files regularly so that the computer system can be restored if
necessary. Viral infection can be prevented by obtaining software from legitimate
sources or by using a quarantined computer to test new software—that is, a computer
not connected to any network. However, the best prevention may be the installation of
current and well-designed antiviral software. Such software can prevent a viral infection
and thereby help stop its spread.

Virus Detection
Antivirus programs are software programs designed to detect, disinfect, and protect
computers and networks from viruses. Antivirus programs work by looking for programs
that attempt to modify the boot program, the operating system, and other programs that
normally are read from but not written to. Most antivirus programs also have utilities to

42
remove or repair infected programs and files. Examples of such programs are Norton’s
Antivirus, MacAfee, and Trojan Removal.

The Anti-Virus Toolkit

The Anti-Virus Toolkit combines this expertise in a cost–effective package which is
simple to use and yet provides effective protection against known viruses. The Toolkit
consists of four main modules for the detection and prevention of viruses. These are as
follows: Find Virus, Viverify, Virusguard, and Memory Check.

Find Virus
The Findvirus program is a scanner. It is programmed to look for the patterns of
bytes, which specific viruses create when they infect a disk or file. Its database contains
information about thousands of viruses and is updated on a regular basis to keep
abreast of new viruses as they are discovered. If a match is found, Findvirus will identify
the virus and you can then use the virus encyclopedia to find out the procedure for
removing it from the system. Findvirus contains specially optimized high speed
searching routine to enable it to look for thousand of different virus patterns across the
entire hard disk in a matter of seconds.

Viverify
Viverify is a “fingerprinting” program. It detects any changes in the composition of
program files and boot or partition sectors on hard and floppy disks. Generally speaking,
program files remain exactly the same from the day they are installed. Any change to
their contents should be regarded as suspicious, as it could signal a virus infection. The
first thing that viverify does is to look at each program file and calculate a checksum,
which is specific to that particular file and its contents.

Every time viverify is run from then on, the checksum will be calculated again and the
result compared with that obtained the first time round. If there is any difference between
the two results, the program file has been altered and the user is alerted as to the
possibility of a virus. The suspect program can then be scanned to check it for known
viruses and then appropriate action taken.

Virusguard
Virusguard is a memory resident scanner. It intercepts system calls to enable it to check
over program for known viruses before allowing it to be run or copied. This works in a
similar way to find virus, except that it checks files only as you use them. Being
automatic and very fast, it does not affect the way you run your programs.

Memory Check
The entire Toolkit program incorporates Anti-Stealth-Methodology to combat
sophisticated virus concealment techniques. Before installing or running, all toolkit
programs scan the computer’s memory for resident viruses which may be trying to
deceive the system about what is on the disks.

Integrity Check
Toolkit programs also perform integrity self check to make sure that they have not
themselves been infected. The toolkit menu provides direct access to the complete set
of tools via easily understood icons. To run FINDVIRUS, simply select the option from
the scan menu. The basic menu allows you to select which drives are to be scanned.

43
The advanced menu allows you to control exactly which parts of the disk are to be
scanned for viruses.

The FIND icon starts the scanning operation. FINDVIRUS keeps you informed of its
progress as each directory is scanned. When the scan is complete, a detailed report
explains the results and a summary provides the most important information at a glance.
The fingerprint checker is run in a similar way. It provides a set of options to calculate
and verify fingerprints for all program files or specific files of your choice. The third
detection option scans your PCs memory for known virus patterns. The memory
resident fingerprinting program can also be set up from the Toolkit menu. [For fully
automatic operation, the memory-resident check sum program needs to be loaded in
your AUTOEXEC. BAT file]. The various options are simple to configure using
conventional windows selection methods.

Containment and Recovery (Removal)

Once a viral infection has been detected, it can be contained by immediately isolating
computers on networks, halting the exchange of files, and using only write-protected
disks. In order for a computer system to recover from a viral infection, the virus must first
be eliminated.

Some antivirus software attempts to remove detected viruses, but sometimes with
unsatisfactory results. More reliable results are obtained by turning off the infected
computer; restarting it from a write-protected floppy disk; deleting infected files and
replacing them with legitimate files from backup disks; and erasing any viruses on the
boot sector.

Protecting Your Computer from Viral Attack

To prevent your computer from contracting a virus;

1. Use a virus protection program. Install current and well-designed antiviral

software. Such software can prevent a viral infection and thereby help stop its
spread.

2. Don't open email that is suspicious or that you don't recognize the senders name.

3. Keep up-dated on what viruses are going around.

4. Create backups of legitimate original software and data files regularly so that the
computer system can be restored if necessary.

5. If your computer does contract a virus, be prepared to reformat and start all over
again!

6. Obtain software from legitimate sources or by using a quarantined computer to

test new software – that is, a computer not connected to any network.

7. Foreign diskettes are to be scanned before usage.

8. Scan all information / data daily.

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3.3 Unauthorized Access and Use
Unauthorized access is the use of a computer or network without permission. The
term, cracker or hacker, refers to a person who tries to break into a computer often with
the intent of stealing or corrupting its data. Unauthorized use is the use of a computer
or data for unapproved or possibly illegal activities. Unauthorized access is prevented
by establishing access controls, which are security measures that define who may
access a computer or information.

3.4 Hardware theft and vandalism

Hardware theft is the act of stealing computer equipment. The act of defacing or
destroying computer equipment is known as hardware vandalism. Precautions to
prevent hardware theft include the following:
1. Use physical access controls, such as locked doors, and windows.
2. Use cables to lock the equipment to desk, cabinet, or floor.
3. Install alarm systems for additional security.
4. Never leave a notebook computer or handheld computer unattended in a public
place.
5. Use passwords, possessed objects, and biometrics as a method of security.
6. Back up all the files stored on the computer regularly.

3.5 Software Piracy/Theft

It is the unauthorized duplication, distribution or use of computer software -- for example,
making more copies of software than the license allows, or installing software licensed
for one computer onto multiple computers or a server.
Copying software is an act of copyright infringement, and is subject to civil and criminal
penalties. It's illegal whether you use pirated software yourself, give it away, or sell it.
And aiding piracy by providing unauthorized access to software or to serial numbers
used to register software can also be illegal.

3.6 Information theft

There have been a growing number of cases of information theft over the past few
years. While more and more electronic security measures have been going up to protect
people's possessions and information, these new technologies have bugs and design
flaws that are opening up whole new worlds for the technologically advanced criminal.
The following are some examples of information thefts.

1. Credit Card Number Theft

People are using credit cards for more and more of their purchases as time goes on.
This is opening up a larger and larger arena for credit card fraud. Credit cards are
especially easy to use fraudulently, because they require no extra identification number
to use. All that a thief needs is pure information-they don't need the card, but just the
number on the card. Recently, with people spending more on purchases transacted over
the internet, credit card fraud is becoming easier. Now thieves never have to get within
5,000 miles of the people they are stealing from. All they would need is a quick and dirty
web site (which could be hosted for free, and anonymously) advertising some fictional
product, and including a form for buying online. Instantly the perpetrators would have a
list of credit card numbers linked with names and mailing addresses, ready to use for
anything they want.

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2. ATM Spoofing
These crooks have pulled some impressively intricate heists. One group of criminals set
up a complete fake ATM machine inside a mall in Connecticut.. It looked and worked just
like a real one, except that after giving it your card and typing in your pin, it would refuse
you service saying it was out of order. It then had a record of the card and PIN numbers
of all the people who tried to use the machine.

3. PIN Capturing
Another group of criminals scoured the area across the street from a busy ATM, looking
for the perfect spot to hide a video camera aimed at the keys on the ATM machine. They
found such a spot and set up their camera. After each successful PIN number
identification that they recorded, one of the group members would go check for a
discarded receipt at the ATM. If they found one, the group had the card number and the
PIN number.

4. Database Theft
The previous criminal activities are all aimed at compiling databases of information
obtained fraudulently from people one by one. This takes time, and these people only
have limited amounts of time before their operations will be recognized and shut down.
This limits the number of people whose information these criminals can obtain. There
are, however, large databases of this kind of information that have been built up slowly
and legally by mild-mannered, legitimate internet companies. For example, BMG Music
Service lets customers give their credit card numbers when they sign up, so they don't
need to bother each time they make a purchase. There are thousands of users of this
service, many of whom likely use this feature. Combine this with the fact that hundreds
of computer systems are hacked into every day, and we have a situation where hackers
could steal an industrial-sized database of this kind of information, and run wild.

3.7 System Failures and Backup Procedures

System failure
A system failure is a computer malfunction as a result of electrical power problems,
hardware component failure, or software error. An undervoltage occurs when the
electrical power supply drops. An overvoltage, or power surge, occurs when the
incoming electrical power increases significantly above the normal 120 volts. A surge
protector keeps an overvoltage from damaging computer equipment.

Backup procedures
A backup is a duplicate of a file, program, or disk that can be used if the original is lost,
damaged, or destroyed. Files can be restored by copying the backed up files to their
original location on the computer. Backup copies should be kept in a fireproof and
heatproof safe or offsite.

Three types of backup that can be performed are

1. Full backup, which copies all of the files in the computer.
2. Differential backup, which copies only the files that have changed since
the last full backup.
3. Incremental backup, which copies only the files that have changed since
the last full or last incremental backup.

46
Some users implement a three-generation backup procedure to preserve three
copies of important files.
1. The grandparent is the oldest copy of the file.
2. The parent is the second oldest copy of the file.
3. The child is the most recent copy of the file.

Why do you need to back up your computer?

The most important thing that you store on your computer is information. Often the
contents of a hard disk can represent years of work. If the hard disk stops working one
day you could lose all those years of work. For this reason it is VITAL that you take
regular backups of the information that is stored on the computer. In large organizations
this backup procedure is normally performed automatically by your computer support
team, where the data is normally held on a centralized, networked computer.

Why you should use ‘off – site’ storage?

It is no good backing up your data, only to leave the item that you backed up to next to
the computer. Ideally, backups should be stored off-site at a safe location to prevent it
from being stolen or catching fire. At the very least, consider storing your backups in a
fireproof safe, which will give some protection against fire damage.

You should perform backups at night. If you backup your computer during the day (when
you are using programs on the computer) then any program or data files that are in use
at the time of the backup will not be backed up. The backup program will skip these
‘open’ files.

3.8 Information Privacy

Intellectual property is a product someone creates based upon his or her thoughts or
ideas. Copyright laws exist to protect those who create an idea or product. When using
computers, one must respect the property, rights, and privacy of others.

One of the problems related to privacy is the tendency to regard anything displayed on a
computer screen as public information. Although most people, including students, would
never pick up and read a document lying on someone else's desk, many people do not
hesitate to read someone else's computer screen. As word-processing and other tool
software become more and more common, we must extend the courtesy of privacy from
written documents to material displayed on computer screens or stored on disks.
Ethics and the Information Age
Ethics are the standards of honesty, morality, and fairness. These standards relate to
using computers. One has a responsibility to respect the property, rights, and privacy of
others in the way you use computers. Today in the Information Age, one must follow a
code of ethics to respect others properties and others personal information.

The legal aspects of computing are complex and multifaceted. Teachers can help society
by practicing ethical computer use, avoiding software piracy, and providing direct
instruction on ethical computing practices.

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Data Protection and Privacy Issues

If your computer system holds information about individuals then you have a moral and
legal duty to treat that information with respect. For instance if a police force computer is
used by unscrupulous people to gain unauthorized information abut a person’s private
life that would be a clear breach of trust. In the same way doctors, government
departments and credit agencies often hold vast amounts of information about the
public, which is both sensitive and private. In a free society you have a right to ensure,
that information held about you is not abused. In many countries, this right is enshrined
under data protection laws.

Copyright in Digital Age

Copyright is a branch of law granting authors the exclusive privilege to reproduce,
distribute, perform, or display their creative works. The goal of copyright law is to
encourage authors to invest effort in creating new works of art and literature.

Not every work of authorship is eligible for copyright. To qualify for copyright protection, a
work must be both fixed and original. The law considers a work to be fixed if it is
recorded in some permanent format. Acceptable ways of fixing a work include
writing it down, storing it on a computer floppy disk or compact disc (CD),
recording it on videotape, or sculpting it in marble. To be original, the work must
not be copied from previously existing material and must display at least a reasonable
amount of creativity.

When personal computers became widely available, however, the situation changed
because computers stored information in the binary digits of computer code. End users
of copyrighted works were suddenly able to reproduce copyrighted material digitally and
to send the material instantly all over the world through the Internet. To combat unlawful
copying of their works in this environment, some copyright owners began to use various
protective measures. For example, some encrypted their works to make copying
impossible. Others required that users enter a password to view or download a work.
However, some users were able to bypass or circumvent these protective measures.

Another well-known copyright controversy in the digital age has involved peer-to-peer
file sharing. This is the process of exchanging files—usually music files—with other
people over the Internet. File swapping violates the copyright laws because the people
sharing files are making unauthorized copies of protected works without permission and
without paying. However, it has proven very difficult for copyright owners to stop this
behavior.

Common sense and a constant awareness of the risks are the best preventive measures
against theft of notebook computers and other portable equipment. Software piracy is
the unauthorized and illegal duplication of copyrighted software. Software piracy is a
violation of copyright law and is a federal crime. A software license is an agreement
that provides specific conditions for use of the software, which users must accept before
using the software.

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ENSURING LONG LIFE OF YOUR COMPUTER

1. Ensure that the computer is kept out from direct sunlight. Allow enough room
around fans if they are in use for air to circulate freely. The system will stop
running if it gets too hot.

2. Dust and other environmental contaminants can filter their way inside the
computer. Therefore, make your work area/room/office as clean as possible.

3. Ensure your system is turned off before you connect or disconnect from it. If you
just turned your machine off and want to turn it back on, wait for at least 15
seconds. The power supply needs a chance ot reset itself.

4. Should it become necessary to move your system, be sure the power is turned
OFF on every unit.

5. Unplug the power cords from the mains and disconnect all the peripheral cables
form the back panel. Check the screws that hold your computer over to make
sure they are secure.

6. Avoid sudden bumps and shocks.

EXERCISE 3
1. List any four ways of protecting your computer from viral attack.
2. What is Internet? Differentiate between the Internet and the World Wide Web.
3. Name the four common anti virus toolkit and explain briefly how each works.
4. What is a computer virus? Why is a program called a virus?
5. List the four components a virus consists of.
6. List five common computer security risks.

UNIT 4

PRODUCTIVITY SOFTWARE
Productivity software applications are used by a wide range of organizations and
individuals to perform their work more efficiently. Some common types of productivity
software applications are as follows: Word Processing Software; Presentation Software;
Database Management Software; Spreadsheet Software; Graphic & Multimedia

49
Software; Educational Software; Games Web; Electronic Mail Software; Data
communication software

USER INTERFACE (UI)

A user interface is the way the user tells the software what to do and the way the
computer displays information and processing options to the user. In other words it is a
combination of software and hardware that allows a user to communicate with a
computer system. There are two kinds of User Interfaces. These are Text Interface (TI)
and Graphic User Interface (GUI).

Text Interface
1. Presents information to the user in the form of text.
2. Have to type in commands or select commands from a menu displayed as text
on the screen.
3. Hard to use or learn, because the user must memorize and type in commands.
Examples:
i. MS-Dos (MicroSoft Disk Operating System)
ii. ProDos (Professional Disk Operating System)

Many of the Text Interfaces had shells placed over them. A shell is more of a Graphical
User Interface, made using the Text Interface easier to use.

The Graphical User Interface or GUI

The graphical user interface or GUI (pronounced gooey) combines text and graphics to
make the software easier to use. Graphical user interfaces include several common
features such as windows, icons, menu and buttons.

Graphic User Interface (GUI) presents information to the use in the form of pull-down
menus and icons. For pull-down menus, the user clicks on to display the menu. Icons
are small pictures that stand for something, like a file, volume, trash, or program. The
user gives commands to the computer by selecting items from a menu or by clicking on
an icon when using a pointing device. GUIs are easy to learn and use Examples:
Windows 98, Windows 2000 and MacOS.

SECTION 1
PRACTICAL WORK
WINDOWS OPERATING SYSTEM AND DESKTOP

1.1 Introduction

Computers use the operating system to manage all the related tasks needed to run the
computer and its input and output devices. The Macintosh and the Windows operating
systems translate information into a graphical user interface (GUI) that is easier to
understand. The GUI allows the user to input information by clicking icons or symbols
rather than typing lines of code. One of the major components of the GUI on the
Windows operating system is the desktop.

1.2 What is an Operating System?

50
The operating system is an application that manages other applications and devices.
The diagram below depicts an operating system managing a printer, a mouse, an
application, a disk drive, a monitor and a keyboard. The interaction with the monitor is
probably the one that humans appreciate and think about the most.

The operating system translates the computer language (remember all those 0's and 1's)
into information. One method of presenting this information is via a graphical user
interface (GUI). Elements of a GUI include such things as windows, menus, buttons,
scroll bars, icons, the taskbar and the desktop.

The desktop is the primary GUI generated by the Macintosh and Windows operating
systems, and you will learn about the Desktop in the next section.

1.3 Logging On

When you startup a XP computer the first thing you will see is a log on screen. XP allows
many people to use the same computer while keeping their settings and files separate. If
you are the only person using your computer, XP will skip the log on Welcome screen.
Sometimes the administrator or owner of the computer may have set up a guest
account. This account will allow use of the computer and programs without granting
permission to personal files or specific settings.

1.4 Desktop Overview

As you just learned, the desktop is the main screen generated by the Windows operating
system. The Desktop serves as the home base for just about everything you will do on
the computer. From the desktop, you can manage files, store documents, launch
programs, adjust the way the computer works, and personalize the workspace. Most
importantly from the desktop you can access the Start Menu.
Each operating system has a unique desktop appearance. The Windows XP standard
desktop background is the green hillside. XP comes with many other photos you can use
as the background or you can add your own image.

The Windows XP Desktop

The desktop will display the Task Bar, generally located at the bottom of the screen. At
start up, the Task Bar will contain the Start button and the program status information.

51
The Taskbar

The taskbar keeps track of all currently open programs and lets you make each active by
clicking on their name.

To switch between programs simply move the mouse pointer over the button for the icon
of the program you want to use and click once.

A new feature in Windows XP is taskbar grouping, this groups similar types of windows
under one button. To see the names of the grouped windows click on the arrow. Click the
name of the window to open the window.

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The Start Menu

In the left hand corner of the Task Bar you will find the Start Menu. When you click on
the Start Menu, it reveals a customizable menu allowing you to open programs,
documents, folders, and allows you quick access to the frequently used documents
without searching through the hard drive files. Each item on the Start Menu is actually a
sub-menu.

1.5 How to Boot Up

Now you are ready to learn how to boot up (to load an operating system into the
computer's random access memory (RAM) a Windows computer. Different computer
makers put the "on" button in different places and they are often different shapes (round,
square, rectangular). However, for the most part, you can identify the "on" button by
looking for one of the symbols below. The symbol will be located on or below the button.

53
Two symbols that indicate power buttons.

Pushing the power button initiates the loading of the operating system into RAM. After
the operating system is loaded, the computer performs a check to make sure that all
peripheral devices (input, output and storage devices) are properly attached to the
computer. As soon as all devices are verified, the computer is ready to accept input from
the user.

1.6 How to Shut Down

Shutting down the computer turns the system off completely. To safely shut down a
Windows computer, click on the Start Menu, move the mouse pointer up to select "Shut
Down..."and click once. If you are running the Windows XP Home user version you will
see "Turn off computer" rather than Shut down.

The "Shut Down Windows" dialog window will appear. From this window you can choose
to Restart or turn off your computer. The computer will automatically shut itself off. It
does not require you to push the power button.

1.7 Summary

You know how to boot up or turn on the computer. You are also able to explain the
function of an operating system and identify the Windows XP operating system. You also
learned about the desktop appearance and functions and the contents of the Start menu.
In the next lesson, you will learn how to operate windows in the windows operating
system.

EXERCISES

Exercise 1 is designed to test your knowledge of a few of the terms introduced in this
section and to test your knowledge of the various function of the Windows OS desktop.

An operating system is an application

that manages other applications and False
True
devices.

An icon is a symbol or picture designed True False

54
 to illustrate a function or application.

The Start Menu allows the user to easily

start a program or to find a file and is True False
part of the Windows OS.

The active window on the Windows OS

can be identified by a different colored True False
button that is recessed.

To switch between two open programs

in the Windows OS, single click on the
True False
non recessed button of the program that
you want to open.

SECTION 2
USING WINDOWS WITHIN AN OPERATING SYSTEM

2.1 Introduction

Another element of the GUI is windows. Windows are resizable work spaces for each
open program or function. Windows OS utilizes windows as part of their interface. In
this lesson, you will learn how to operate the controls for windows in the Windows OS
environment.

2.2 Window Overview

Windows allow you to view many applications simultaneously. Each application is

contained within its own window and you may have several windows open at one time.
Although you are able to see the contents of several open windows, only one window
may be active at a time. Any commands you execute (such as cut, paste, or print) apply
only to the active window.

2.3 Parts of the window

The Windows OS window includes the control menu, title bar, minimize button, maximize
button, close button, menu bar, scroll bars (right and bottom) and the size box. In the
next section, you will learn how to perform the basic Windows OS window operations.

55
2.4 Activating Windows

The image below displays two windows. You can distinguish the active window from the
inactive window by looking for the window with the darker color. The window at the top of
the image is inactive (the "My Computer" window) and the window at the bottom of the
image is active (the "Microsoft Word" window). To make a window active, click anywhere
inside the window or on the title bar. As windows are opened, a button for that window
will appear on the task bar and the active will appear recessed. Notice the task bar at the
bottom of the image.

2.5 Moving a Window

56
Window can be placed anywhere on the desktop by clicking and dragging it. A window
can be moved using the title bar. To move the window, place the mouse pointer over the
title bar and click and drag to the new location.

2.6 Resize Using the Border

The window can be resized using any of the borders. The border depicted in this tutorial
is the right border. Place the mouse pointer over the right border. The mouse pointer
changes to a double headed arrow. While holding the mouse button down, drag the
window with the mouse. Once you have adjusted the border to the new size, release the
mouse button. The window will expand or contract to fit the newly sized window.

2.7 Maximize a Window

Maximizing a window expands the active window to fill the entire screen. To maximize a
window, place the mouse pointer over the maximize button and click once. You can also
maximize a window by double-clicking on the title bar.

57
After clicking the mouse once in the maximize button, the window expands to fill the
entire screen. The mouse pointer does not stay in the same place and the maximize
button has changed from a one window icon to a two window icon.

2.8 Restore a Window

To restore the window to its custom size, click on the Restore Button. Place the mouse
pointer over the restore button and click once. You can also restore a window by double-
clicking on the title bar.

The window will be restored to its original state, and the restore button will change back
to the maximize button.

2.9 Minimize a Window

Minimizing a window reduces the window to a button on the task bar. To minimize a
window, place the mouse pointer over the minimize button and click once.

The minimized window will be placed as a button on the task bar. Minimizing a window
does not change or destroy its contents. To expand the minimized window, click on the
corresponding button on the task bar.

58
2.10 Scrolling

Scrolling allows you to move the objects in the window either left, right, up or down.
Three different ways to scroll are:

Use the scroll arrows to scroll up/down or left/right.

OR

Drag the scroll box up/down or left/right.

OR

Click in the spaces above/below or right/left of the scroll box.

2.11 Closing a Window

Closing an Open Window

Below are the three options available to you for closing a window.

Option A - place the mouse pointer in the close box and click once.

Option B - from the File Menu, select the Close option.

Option C - press the Ctrl and W keys at the same time.

59
 Option A

Option B

Option C

2.13 Summary

In this lesson, you learned how to recognize and operate windows in the Windows OS
environment. You are able to minimize, maximize, and close windows. Also, you
understand how to scroll, resize and move windows. In the next lesson, you will learn
about icons -another element of the GUI.

EXERCISE

Exercise 1 is designed to test your knowledge of the parts of the Windows OS window.

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 Menu Bar
Item A is: Control Menu
Scroll Bar

Title Bar
Item B is: Size Button
Minimize Button

Maximize Button
Item C is: Menu Button
Minimize Button

Close Button
Item D is: Maximize Button
Menu Box

Menu Button
Item E is: Close Button
Scroll Bar

Scroll Bars
Item F is: Title Bar
Menu Button

Workspace
Item G is: Close Button
Menu Button

SECTION 3
ICONS

3.1 Introduction

Now you are familiar with the desktop, you can recognize several unique types of icons.
Icons are pictures or symbols used to represent a folder or application/program. This
lesson introduces the types of icons and their respective functions.

3.2 Icon Overview

There are five categories of icons in the Windows OS: program icons, file icons,
folder icons, shortcut icons, and special icons. Examples of a program icon, a
document icon, a file icon, and a shortcut icon are shown below.

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3.3 Program Icons

Programs allow you to accomplish tasks on your computer. Program icons come in
many shapes and sizes, but they should give you a good idea of what the program is
just by looking at it. The image below depicts the following program icons: Microsoft
Word, Microsoft Access, and Microsoft Excel.

3.4 File Icons

Files are typically created by programs. For the most part, file icons look like the
program that created them. The key to looking for file icons is the folded over upper-right
corner of the icon. Below are examples of file icons: a document created in Microsoft
Word and a spreadsheet created in Microsoft Excel.

3.5 Folder Icons

Folders represent the containers where files and applications are stored. You may also
store folders within other folders. Picture a file cabinet with several drawers. Within each
drawer there are different types of folders -- hanging file folders, manila folders, and
accordion folders. Within each folder, you may also store other folders as well as files.

Inside the folder you have many different options.

62
3.6 Shortcut Icons

A shortcut is a pointer to an item. The shortcut icon can be anywhere in the Windows
OS. When you want to open the item, double click on the shortcut icon instead of
searching My Computer or accessing it through the Start Menu. Below is an image of a
program shortcut icon. The key to looking for shortcut items is the arrow in the bottom
left-hand corner of the icon.

3.7 Special Icons

Some of the special icons include the my computer icon, my network places icon, the
recycle bin icon, the hard drive icon, the floppy disk drive icon, and a few others. Some
of the special icons are shown below.

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My Computer Icon

The My Computer icon defaults in the Start menu but can be moved to a different
location. It is the doorway to all of your disk drives, including your hard drive, floppy
drive, CD ROM drive, and the printer folders. By opening this icon (with a double click)
you can see the hard drive and any other disk drives you have installed.

Recycle Bin Icon

The Recycle Bin is the trash can for Windows OS. Here you drag items you no longer
want. This receptacle is not a permanent disposal. It is a container (like a folder) holding

64
all of your trash until you are ready to dispose of it permanently or until it consumes 10
percent of your hard drive. To completely delete the items in the recycle bin, you must
empty the recycle bin.

To throw items in the Recycle Bin, drag the file you want to throw away over the Recycle
Bin icon. When the Recycle Bin icon becomes highlighted, then release the mouse
button. The file or icon will be "thrown away." If you want to view the contents of the
Recycle Bin before emptying it permanently (remember emptying the recycle bin deletes
the files forever), double-click on the Recycle Bin icon and a window will appear
displaying its contents. If you decide to keep something you threw away, simply drag the
icon out of the Recycle Bin window and onto the desktop. When your recycle bin has
items in it, it will change from an empty recycle bin to one with paper in it.

Empty Recycle Full Recycle

Bin Bin

To Empty the Recycle Bin, open the icon (double click on it) and select "Empty Recycle
Bin" from the Recycle Bin Tasks menu. A warning box will appear confirm you are sure
about deleting the files.

65
Hard Drive Icon

The next icon you see when you open My Computer is the hard drive icon. (The number
you see and how they are named varies depending on the computer you are using.) The
hard drive is the primary storage location on the computer. The hard drive serves as a
storage space for all of your files, old email, and all programs (including the operating
system). Hard drives are generally measured in terms of gigabytes. In general a hard
drive icon will appear as in the image below. Like all other icons, double clicking on it
opens the hard drive icon.

Checking Hard Drive Size and Space

To check the size and space available on the hard drive double-click on its icon and view
the details section.

Floppy Disk Icon

A floppy disk and a zip disk are both removable portable storage allowing you to move
data from one computer to another. A floppy disk typically holds 1.4MB of data. A zip disk
can hold much more, anywhere to 100-500MB. To check the space available simply

66
double-click the icon and view the details section. However, floppy disks have limited
storage capacity and are slower at saving and retrieving information than a hard drive.
Because floppy disks are portable, they are more susceptible to physical damage and
viruses than a hard drive. To access information on them simply double-click their
respective icon.

Inserting and Ejecting a Floppy Disk:

To insert a floppy disk, insert the disk into the floppy disk drive (usually this is drive A)
label side up and metal pointing in.

Choose My Computer from the Start menu and then double-click on the floppy disk
drive icon.

If the disk was successfully inserted in the floppy drive, you will be able to see the
contents of the disk.

To eject a floppy simply push the eject button on the floppy disk drive.

NOTE: Before ejecting a disk, be sure the computer is not reading or writing to that drive
(if the light for the drive is on or blinking, the computer is using that drive) otherwise you
may damage your data.

Compact Disk Icon

In addition to the hard drive and the floppy drive on My Computer, you may also see a
CD ROM (Compact Disk Read Only Memory) Drive or DVD Drive. CD ROMs are read
only storage medium. Newer CDs called CD-R or CD-RW allow you to write information
on them. Typically, a CD ROM holds up to 700 MB of information. While information
retrieval is faster than from a floppy disk, it is still not as fast as from the hard drive. The
CD drive appears in My Computer as in the image below. When you insert a CD into the
computer this is the icon you need to double click on to access it.

Inserting and Removing a CD:

To insert a CD in the drive, open the disk tray (the open/close button is in different places
based on the type of computer you have).

67
Place the CD on the tray label side up and push the close button or push the tray in
manually.

When the CD is successfully inserted, double-click on the My Computer icon. Then

double-click on the CD Drive icon. The drive letter will depend on what computer you
are using, but the name of the CD will append itself before the drive letter.

If the CD was successfully inserted, you should be able to view the contents of the CD
by double-clicking on the icon.

To eject the CD, push the open/close button on the drive or Right click on the CD
drive icon and select Eject from the menu. The CD ROM tray will open.

3.8 Summary

Icons are small pictures representing an object, either a file, folder, shortcut, or program.
Icons all have various functions on the computer. You are now able to identify the five
categories of icons in Windows OS. All the hard disks installed on your computer have
an icon allowing you to access them. In the next lesson, you will learn about menus and
their functions.

EXERCISE

Exercise 1 is designed to test your ability to identify the Windows OS icons.

Icon A is: Program Shortcut

File

Icon B is: File Program Folder

Icon C is: Shortcut Alias Folder

Icon D is: Shortcut Program Alias

Exercise 2 is designed to test your ability to identify the special Windows OS icons.

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Icon A is: My Computer Hard Drive
Floppy Disk Drive

Icon B is: Floppy Disk Drive Hard Drive CD ROM Drive

Icon C is: Recycle Bin My Computer Hard Drive

Icon D is: Floppy Disk Drive Recycle Bin My Computer

SECTION 4
MENUS

4.1 Introduction

Menus, like icons, are another way to access information. A Menu is a list of options
from which you can execute commands. In this lesson you will learn about Windows OS
specific menus.

4.2 Using Menus

In the Windows OS environment, there are few items about menus you need to be
aware of.

Menu items can have a check mark in front of them. This means the item is enabled
and may be turned off.

Menu items may be dimmed or gray. This means the item can not be selected at this
time. The menu pictured below is an example of a pull down menu. Most menus in the
Windows OS are pull down menus.

69
Some menu items have an arrow to their right. Hovering over these opens sub-menus.

Some menu items show a keyboard shortcut after them. Indicating this menu item can
be executed by pressing the corresponding characters on the keyboard. (In this case,
pressing Ctrl+A).

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4.3 Save / Save As Menu

After you create or make changes to a file you will want to save the file. Click on File and
choose Save As from the pull-down menu. Saving means sending your file to a disk,
either the hard drive, floppy disk, or zip disk. When you are saving a file for the first
time, a Save As menu will open asking for pertinent information. Once you have given
this information, you will only have to click on Save, unless you want to change any of
the pertinent information.

Open Document Menu

The Open menu looks and acts very similar to the Save As menu. To open a file click on
File and pull-down to Open. To open a file through this manner you will need to know
where the file is saved. If you forgot where the file is saved use the Search feature
(refer to Section 6).

71
4.4 Shortcut Menu

Shortcut menus are especially useful because they anticipate the commands you will
probably want when working on a particular task. Shortcut menus are also dynamic,
meaning they change depending on when and where you open them. To access a
shortcut menu, move the mouse pointer over the item whose shortcut menu you want to
view and right-click.

72
A shortcut menu is a pull-down menu. To make a selection, drag the mouse to the item
in the menu you want and click the

4.5 Summary

Menus are unique to the application or window they reside in. You now know how to
open and save a file using their individual menu. In this lesson, you learned about how
menus work and some of the unique menus in the Windows OS environment.

EXERCISE

Exercise 1 is designed to test your knowledge of terms and functions related to menus.

A menu is a resizable viewing area on a computer

False
display screen. True

A check mark in front of a menu item indicates the

True False
item is disabled.

Keyboard characters after a menu item means this

True False
menu item can be executed from the keyboard.

A right pointing triangle indicates a sub-menu can be

True False
accessed.

Pop-up menus appear when double headed arrows

True False
in a dialog box are clicked.

In Windows OS, programs maybe accessed from the

True False
Programs sub-menu under the Start Menu.

In the Windows OS, recently saved documents can

be opened from the Documents sub-menu located True False
under the Start Menu.

SECTION 5
FILE MANAGEMENT

5.1 Introduction

In Section One, you learned how computers receive and store data. In this lesson, you
will learn how the operating system presents the stored data and the basic options
available for managing the stored data.

5.2 Hierarchical File System Overview

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In Windows OS, files are managed in a hierarchical file system. The hierarchical system
represents an upside down tree. The Hard Drive is organized by folders, subfolders and
files. In the Window OS, the root directory is C Drive. C Drive is organized into
directories*, subdirectories and files. The options for viewing and managing the specific
OS file structures will be discussed independently.

*In Windows OS, directories are sometimes referred to as folders.

5.3 Understanding Drive Letters

What you need to understand about the hierarchical file structure in Windows OS is that
the different types of drives (or storage devices) which are named with different letters.
Generally, the floppy disk drive is listed as the A: drive. The icon for the floppy will vary
depending on the view option that My Computer is set to. The Hard Drive is generally
listed as the C: drive.

Depending on what is installed and whether a computer is networked or not will

determine what letter will indicate the CD drive.

74
5.4 File Structure Views

Before learning how to navigate and manage data in the Windows OS, it is important to
understand how the file structure can be viewed and what information is presented in
each view. The views available under the View Menu are Thumbnails, Tiles, Icons,
List and Detail.

View Menu

The Thumbnail view displays a miniature picture of the file or folder. If the folder
contains pictures, a few of the pictures will be displayed on the folder.

The Icons view only shows an icon indicating whether it is a file or a folder.

75
The List View vertically displays small icons showing the files and/or folders.

The Details view provides the most information, such as size, type, and date. The type
of information displayed under the Details view will vary depending on the window you
have opened.

76
In addition to seeing more information in the details view, the columns are adjustable.
To adjust the columns, move the mouse pointer to the dividing line at the right of the
column you want to adjust. The mouse pointer will change to a vertical bar with two
arrows. Once you have the vertical bar with two arrows, you can drag the dividing line to
the left or right.

The window can also be sorted into ascending or descending order by single clicking on
the column heading.

5.6 Navigation

Navigating in the Windows OS has been simplified with the Explore tool (this is not the
same as Windows Internet Explorer). To access the Explore tool, right click on Start
menu and select Explore from the menu.

To see the hierarchy of directories on a disk drive or folder, click on the plus sign (+) in
front of the disk drive or folder. Directories with plus signs and directories with no plus
signs will be displayed. Directories with a plus sign indicate there is another directory
inside. Directories without plus signs mean there are only files in the directory.

77
To help with any confusion an example is provided. You want to open the file
Report1.doc. You know this file is in the folder called American Literature. American
Literature is in a folder called Book Reports on C drive. So to get to the report you would
need to:

Click on the plus sign in front of C Drive.

Click on the plus sign in front of BookReports folder.

Double-click on the folder named American Literature.

Double-click on the file Report1.doc in the right-hand window.

The string of names of folders you just opened to get to the file Report1.doc make up a
pathname. A pathname is a sequence of the names of the folders where a file resides.
The path name for the Report1.doc file is:

C:\BookReports\ American Literature\Report1

It's the Drive Letter with a colon and backslash after it and then the directories with a
backslash after each directory name. It is important to understand pathnames so you

78
know where to locate a file. When the results of a find are returned it gives you a
pathname of where to look for files and directories. Now you know pathnames start with
the drive letter and the names of the directories are separated by backslashes. The last
directory in the sequence is the directory in which the file is located. With the pathname
at your disposal, you can launch the Explore tool and then quickly open the directories
you need to find your file.

5.7 Finding a File or Folder

If you forgot where you saved a file and can not locate it using the Explore tool, you can
use the Search tool under the Start Menu. To activate the Search window, click on the
Start Menu and select Search.

From this window, select the type of file you are looking for. The type you select will ask
for different search factors. If you are not sure what type of file you are looking for, use
the All Files and Folders option. The more information you enter, the faster your search
results will be returned.

5.8 Moving Files

In the Windows OS, files, folders and shortcuts are treated the same with respect to how
the move, copy, and delete operations are performed.

Moving is the action performed when you want to relocate a file, folder or shortcut on the
same storage device (ex. desktop to hard drive). Click and drag the item to the new
location. When the location becomes highlighted, release the mouse button. The item is

79
now considered to be moved. For example, highlighting an item and then dragging it to
the recycle bin -- you moved an item.

You can also move a file or folder by selecting 'Move this file' from the File and Folder
Task menu. First select the file or folder you want to move and then click Move this file.

Once you click Move this file the Move Items window will appear.

5.9 Copying Files or Folders

Copying is the action performed when you want a copy of a file or folder. To copy a file or
folder click on the item you want to copy and hold down the Control (Ctrl) key on your

80
keyboard and drag it to the new location. Release the mouse button and the copying
process will begin.
You can also copy a file or folder by selecting 'Copy this file' from the File and Folder
Task menu. First select the file or folder you want to move then click Copy this file. This
process works very similar to moving the file.

You will know the copy process has started because the Copying status box will appear
on the screen.

The Copying status box will automatically disappear once the file has been completely
copied, and the item will be visible in the new location as well as the old location with the
same name.

5.10 Naming Files or Folders

When naming files or folders remember the following rules:

The name cannot be longer than 255 characters, including spaces.

The name can not contain \ / : * ? " < > |.

81
 When renaming files keep the file name extension the same.

Not all icons in the Windows OS environment can be renamed. If you single click twice
on an icon and no edit box appears around the name, the icon cannot be renamed.

Three ways to rename a file or folder are:

1. Click on the name to select the item and then click on the name again. After a brief
pause, the name will become highlighted and an edit box appears around the name.
2. Right-click over the file or folder and choose Rename.
3. Choose Rename this file from the File and Folder Tasks menu.

Type the new name in the highlighted field. When you finish typing, press Enter on the
keyboard or click anywhere else on the desktop to accept the changes.

5.11 Deleting Files or Folders

To free up space on your storage devices, unwanted files or folders can be deleted. One
way you have learned is to drag an item to the recycle bin. You can also select the file or
folder and press the delete key on the keyboard. Also, you can click Delete the File from
the File and Folder Tasks menu. A dialog box will appear asking you if you are sure
about sending the item to the Recycle Bin.

5.12 Creating Folders

One way to enhance your file structure is to add folders. To create a folder click Make a
new folder from the File and Folder Tasks menu. You can also choose New from the File
Menu and then Folder from the new sub-menu. A new folder titled New Folder will
appear.

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5.13 Formatting Removable Disks

When you format a disk you erase all the information on the disk and reset its filing
system. If you are formatting a used disk, make sure you do not need any of the
information stored on that disk. Also, make sure your disk is not write protected.
To format a floppy disk, insert the disk into the floppy disk drive (drive A:). Double-click
on My Computer and right-click on the floppy disk drive. Click on "Format" from the
menu.

The Format - 3 1/2 Floppy (A): dialog box will appear. Check the Quick Format box to
quickly remove all files and wipe the disk clean. When the process is complete click on
the close button. Your floppy disk is completely empty and ready to use.

5.14 Summary

In this lesson, we discussed the hierarchal structure of folder and files. You learned how
to manage and navigate in Windows OS using the Explore tool. Also, you learned to

83
copy, move, delete and rename files and/or folders. You can create folders and format a
floppy disk. In the next lesson, we will learn various ways to customize your Windows
computer.

EXERCISE

Exercise 1 is designed to test your knowledge of terms and concepts discussed in this
lesson.

In the Windows OS the Details view

provides the most information about the True False
items in the window.

In the Windows OS the Explore tool

provides the user with a mechanism for True False
easy navigation in the Windows OS.

The drives in Windows OS are

True False
organized by numbers.

The Floppy Drive is normally the A drive

True False
in Windows OS.

A pathname is a sequence of
characters that allows you to identify
True False
where files are located in the Windows
OS.

SECTION 6
CUSTOMIZING WINDOWS XP

6.1 Introduction

Windows XP offers many different ways for each user to customize their computer. XP
makes it easy to set up and manage computer accounts for everyone who uses your
computer by having separate user accounts. In this lesson you will learn to customize
the Start menu, create shortcuts, personalize your desktop picture, and display
resolution.

6.2 User Accounts

A feature of XP is having different user accounts each with various accessibility and
settings. If you are an administrator or have full access on your XP computer, you are
able to add and remove user accounts.

84
Adding an Account
From the Start menu choose Control Panel and select User Accounts. Click Create a
new account, type in a name for the account and click next.

The next screen will ask you to choose what type of access this user will have to your
computer. You are able to choose from an administrator or Limited account. Selecting
each gives its individual options.

Note: If the account is for a one-time use you can allow the user to log on using a Guest
account.

Deleting an Account
From the Start menu choose Control Panel and select User Accounts. Select the
account you want to delete and click "Delete the account".

85
Before you delete the account, you will be asked if you want to keep or delete the user's
files. If you decide to keep the user's files the desktop and My Documents folders will be
saved. A confirmation screen will make sure you want to delete the account.

6.3 Customizing the Start Menu

To customize the Start menu, right-click over the Start menu and choose Properties. The
Taskbar and Start Menu Properties window will appear.

Select the Customize button to change the appearance of the Start menu.

86
Add/Remove Shortcuts from Start Menu

A new feature in Windows XP allows you to easily add a program to the Start menu; this
action is called pinning. First find the program you want to add to the Start menu, either
through All Programs in the Start Menu or by searching through the hard disk. Once you
locate the program, right-click over it and click Pin to Start menu.

The program will now appear as a Start menu shortcut.

87
To remove a program from the Start menu shortcut list, simply right-click over the
program and choose Unpin from Start menu.

6.4 Creating Shortcuts on the Desktop

A shortcut is a pointer to a file, folder or program. Remember, the key to identifying a

shortcut is to look for a small arrow in the lower left-hand corner of the icon. Creating
shortcuts and placing them on your desktop or adding them to the Start Menu, enhances
your ability to find items easily without searching the file structure. To create a shortcut
on your desktop, simply right-click over the program or folder and choose Create
shortcut and drag to the desktop.

88
If you drag the program straight from the Start menu, make sure you hold down the
Control (Ctrl) key. If you do not hold down the Control key, you will be moving your
shortcut from the Start menu to the desktop.

6.5 Changing Your Account Picture

The little picture appearing next to your name on the log on screen and on the Start
menu can be changed. To change the picture, click on the Start menu and click on the
picture. The User Account window will open and allow you to choose a different picture.

89
6.6 Changing Your Display Properties

To open your Display Properties, right-click on any blank space on your desktop and
choose Properties.

Or open the Control Panel and double-click on the Display

icon.

6.7 Choose a desktop picture

Make sure the Desktop tab is selected from the Display Properties window. From this
menu you can select one of the Windows XP images or you can add one of your own,
from a digital camera or web. To insert your own image, click on the Browse button and
locate your image file.

90
6.8 Selecting Desktop Icons
From the Desktop tab on the Display Properties click the Customize Desktop button.

6.9 Changing Your Display Resolution

From the Display Properties window, choose the Settings tab. From this tab you can
change the screen resolution. Changing the resolution changes the amount of
information you can view on your screen. As you increase the pixel resolution, more
information will fit on the screen because everything will be smaller.

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6.9 Summary

You are now able to customize your Windows XP computer making it easier, more
efficient, and personally set up for you. You can manage the user accounts by adding
and deleting user accounts with various levels of accessibility. You can also specify a
different image for each user account. The next lesson discusses how to maintain your
Windows XP computer and get help when needed.

EXERCISE

Exercise 1 is designed to test your knowledge of terms and concepts discussed in this
lesson.

Windows XP allows for multiple users

True False
with various settings and accesibility.

To customize the Start menu you would

right-click over the Start menu and True False
choose Properties.

When you pin an item to the Start menu

True False
it appears under the All Programs menu

To create a shortcut on your desktop True False

right-click over the program or folder
and choose Create shortcut and drag to

92
 the desktop.

You can choose which icons appear on

True False
your XP desktop

SECTION 7
MAINTENANCE AND HELP

7.1 Introduction

For the most part, computers operate with minimal errors or difficulty. Occasionally,
however, a computer will stop responding. When this happens, it is necessary to exit the
application or program you are using. Occasionally, it is necessary to restart your
computer in order to restore normal operating conditions. This lesson will give you some
basics in maintaining your computer and receiving help for common errors.

7.2 Exiting Stalled Programs

For various reasons your computer may occasionally freeze or be non-responsive. To

close a program that is "not responding"; try pressing the Ctrl, Alt, and Delete keys all at
the same time.
The Ctrl+Atl+Delete key combination:

By executing this key combination, the Task Manager window will be displayed. Click on
the Task Manager button and choose the Applications tab. The window will list all the
active programs. The stalled program will have "not responding' listed after it. Click on
this program and then click on the End Task button. Be patient -- sometimes it will take a
while for the computer to properly end the program.

If End Task is successful the program will close and you will lose any unsaved changes.
(Save your work OFTEN.) Once you have closed the stalled application, save any other
unsaved work, close all open programs and then restart your computer.
If End Task is unsuccessful, the computer or program will still be stalled. Press the
Ctrl+Alt+Delete keys again and choose Shutdown from the Task manager.

If the above procedure does not work, you will need to manually turn off your computer.
If your computer has a reset button push it. If it does not, hold down the power button for
5 seconds to completely turn it off. Wait 30 seconds before turning it back on.

7.3 Restarting Your Computer

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If End Task is successful, you will want to restart the computer after closing all
documents and programs. To restart the computer, click on the Start Menu and choose
Shut Down. From the Shut down Windows dialog box choose Restart the computer. The
computer will shut itself down and restart Windows.

7.4 System Restore

A new feature of Windows is the System Restore function. If you have made a change to
your computer that seems to be causing problems, you can revert to your previous
settings. System Restore returns your computer to an earlier time without causing you to
lose recent work and email.

Click on the Start menu- All Programs - Accessories - System Tools - and select System
Restore. This menu will give you two options, either restore to an earlier time or create
restore point. Restore points are automatically created and from this same menu, you
can also create your own restore points.

7.5 System Information

To check the system information on your computer, right-click on My Computer and

select Properties. The system properties box will be displayed.

From this window you will be able to identify the current operating system, the speed of
the processor and the amount of RAM installed.

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7.6 Getting Help

What's This?
If you are not sure what something does, right-click over the item and choose What's
this? This menu is not available for everything, but it is quick and easy help when it is
there.

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Clicking on the What's This? will open a help window with a short description. Clicking
anywhere else will close the help window.

Help and Support Center

For more thorough help with just about any Windows XP item, launch the Help and
Support Center. This is a central location for help topics, tutorials, troubleshooting, and

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other support services. Click on the Start menu and choose Help and Support. Here you
can select from the topics or search a topic for assistance.

7.7 Summary

You have learned the procedure to follow when your Windows XP computer is not
responding. Using the Ctrl+Alt+Delete keys will bring up the Task Manager. The task
manager allows you to close individual programs and shutdown your computer. You
have also learned how to find help and support for Windows XP issues. Congratulations!
You have just completed the Introduction to Computers Module over Windows XP.

EXERCISE

Exercise 1 is designed to test your knowledge of the terms and concepts discussed in
Section 7

Ctrl + Alt + End is the correct key

combination in Windows OS to
True False
access the Close Program
Window
One way to reboot a Windows
computer, is to select Shut True False
Down... from the Start Menu.
System Restore erases all your
True False
computer information

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 SESSION 2
WORD-PROCESSING SOFT WARE /WORD PROCESSOR
Word processing software is a computer application program used everyday to create
any viewable materials such as letters, memos, reports, and other documents. The most
widely used computer application is word processing. It enables a computer to
produce or modify documents that consist primarily of text.

One advantage of using it to produce a document is the capability to easily change what
has been done since the document is stored electronically. It is also an effective way of
storing document because many documents can be stored on a disk or diskette.

Word processing software can be used on personal computers and well as larger
systems like minicomputers or mainframes. Dedicated word processing systems are
used for only word processing.

EXAMPLES OF WORD PROCESSOR

There are many different names of software for both the Macintosh and Windows 95
computer. These include Microsoft Word, ClarisWorks, Word Perfect, WordPad, and
AppleWorks.

USES OF WORD PROCESSOR

It is used everyday to create any viewable materials such as letters, memos, reports,
and other documents. It enables a computer to produce or modify documents that
consist primarily of text.

FEATURES (STEPS USED IN PRODUCING A DOCUMENT)

Producing a document using word processing consists of four steps.
1. Creating
2. Editing
3. Formatting
4. Printing
A fifth step saving a document should be performed frequently throughout the process
so work will not be lost. All examples under the four steps are all features of the word
processor.

CREATING
Creating a word processing document involves entering text usually by using the key
board. Key word processing features in this step include.
1. Word wrap 2. Scrolling 3. Moving the cursor.

Word wrap provides can automatic line return when the text reaches a certain position
on the document such as the right-hand margin.

Scrolling is the process of moving the document so that the user can view any potion. It
can be scrolled (moved) up and down. For large documents it can be scrolled left and
right, as well.

Moving the cursor: The cursor is a symbol, such as an underline character, rectangle,
or vertical bar that indicates where on the screen the next character will appear. The
cursor is moved by using the mouse or keyboard. Cursor control keys on keyboard move

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cursor one character or line at a time. If the keys are held down, the movement is
repeated until the key is released.
The Page Up and Page Down keys are used to move a page (screen) at a time. Home
and end keys are used to move to the beginning or end of a line. Other key
combinations can be used to move to the beginning of word, paragraphs or start or end
of the document.

EDITING
It is the process of making changes in the content of a document. Word processing
editing, features include cutting, copying and pasting, inserting and deleting, and
searching and replacing. Advanced editing features include spell checking, using a
thesaurus, and grammar checking.

Cut, copy and paste: To cut involves removing a portion of the document and
electronically storing it in a temporary location called the clipboard. It can then be placed
somewhere else in the document from the chipboard by giving a paste command. When
you copy, a portion of the document is duplicated.

Insert and Delete: When you insert; you add text to a document. When you delete, you
remove text. Most word processors are normally in the insert mode that is as you type
any existing word is pushed down the page to make room for the new text. But when
they are in the over overtype modes new text replaces any existing text.

Search: The search feature lets you find all occurrences of a particular character, word,
or combination of words. Search can be combined with replace to substitute new letter
or words for the old.

Spell checking: A spelling checker allows you to review individual words, sections of a
documents or the entire document for correct spelling by comparing with an electronic
dictionary in the word processing software. Spelling checkers can catch misspelled
words or words that are repeated, say the cannot identify words that are used
incorrectly.

Thesaurus allows one to look up synonyms, for words in a document while using the
word processor, the cursor is put on the word to check, and activate thesaurus with
either a keyboard command or a pointing device. The designed word is automatically
incorporated in the document by replacing the previous word.

Grammar checker is used check for grammar, writing style, and sentence structure
errors. This software checks documents for excessive use of word or phrase, identify too
long sentences and find words used out of context.

FORMATTING
To format means to change the appearance of document. Word processing features that
can be used to format a document include the following:

1. Type face, font and style 5. Borders & shading

2. Margins and Justification 6. Page numbers, headers &
3. Spacing footers
4. Columns, tables & graphics 7. Style sheets

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Typeface, font, and style
A typeface is a specific set of characters that are designed the same. Arial and Times
New Roman are examples. The size of a typeface is measured in points with each point
about 1/72 of an inch. The text you are reading now is eleven (11) point type. A font is a
specific combination of typeface and point size. It is common to hear and read
typefaces being called fonts. A particular style such as bold, Italics or Underline, can be
applied to make it stand out.

Margins and Justification

Margins specify the space in the border to a page and include the left, right, bottom, and
top margins.

Justification/ alignment deals with how text is positioned in relation to a fixed reference
point, usually a right or left margin. Full justification aligns text with both left and right
margin. Left and right justification aligns with the left and right margins only. Centered
justification aligns the text equally on either side of a reference point, usually the center
of a page.

Spacing
It deals with how individual letters (horizontal spacing) and lines of text (vertical spacing)
are placed. With mono-spacing, each character takes the same amount of space with
proportional spacing wide characters (W or M), are given more space then narrow
characters such as an I. Line spacing increases the distances from the bottom of one
line to the bottom of the next line. Single and double line spacing are the most common.

Columns, Tables and Graphics

Columns: By arranging text in two or more columns, like in a newspaper, the text from
one column automatically flows to the top of the next column.

Tables are a way of organizing flows to the top of the next column. User can add or
change information on a table or move the entire table as a single item.

Graphics: Most word processors can now incorporate graphics such as drawings or
pictures. Some graphics are chided in WPP packages. But graphic items are usually
created in separate applications and imported into the WP document.

Borders and shading

They are used to highlight or emphasize sections of WP document. A border is a
decorating line or box that is used with text, graphics or tables. Shading darkness the
background area of a section of a document or table.

Page Numbers, Headers & Footers

Page Numbers: Most WPs can automatically apply page numbers to any location on
the page. Page numbers can also start at a particular number and can appear in a font
different from the main body.

Headers and footers allow you to place the same information on the top or bottom of
each page. An item that may appear in a header or footer includes a company’s name,
report title, data, or page numbers.

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Style sheets let you save font and format information so it can be applied to new
documents. It saves considerable time if you use different formatting techniques on
frequently created documents such as company letter head, a memorandum, or report
that is prepared each month.

PRINTING
Most WP, give the user many options other than printing a single document.

Number of copies and pages

The capability to print individual pages and a range of pages (e.g. pages 2 though 7) is
available. The user can specify how many copies are to be printed.

Portrait and landscape

Portrait printing means the paper is taller than wider. Most letters are printed this way.
Landscape printing means that the paper is wider than it is tall. Tables with a large
number of columns are often printed this way.

Print preview: It allows the user to see on the screen how the document will both like
i.e. What You See Is What You Get (WYSIWYG-pronounced whiz-e-wig).

PRACTICAL WORK

SECTION 1

INTRODUCTION TO WORD PROCESSING

Although there are several word processing applications on the market today, the
computer labs at OLA Training College, Cape Coast, Ghana have Microsoft Word
installed on them. This lesson covers some basic word processing concepts, but also
will introduce you to the common screen elements found in Microsoft Word. For the most
part, the screens in Microsoft Word XP (Windows OS) and Microsoft 2000 (Macintosh
OS) look very similar. The screenshots are taken from Word 2000 unless otherwise
specified.

1.1 Screen Elements Overview

Microsoft Word has several unique elements which make navigation, formatting, and
editing a document easier. In this lesson, we will discuss some commonly used toolbars
and navigation.

The image below, should help you understand the main parts of the Microsoft Word XP
window. The parts of the window are as follows: 1) Menu Bar, 2) Standard Toolbar, 3)
Formatting Tool bar, 4) Title Bar and 5) Status Bar.

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The image below, should help you understand the main parts of the Microsoft Word
window (Macintosh OS). The parts of the window are as follows: 1) Menu Bar, 2)
Standard Toolbar, 3) Formatting Tool bar, 4) Title Bar and 5) Status Bar.

In Microsoft Word XP, the Title Bar appears at the top of the document window and
contains the name of the document. The default name for a new document is
Document1 with each following document named Document2, etc. After the new file is
saved, its new file name will replace the default name in the title bar.

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At the bottom of your screen is a Status Bar displaying your current Page Number and
Location on the page in inches, lines, and columns. The status bar also allows you to
see a word count of the documentation.

Toolbars allow you to work with frequently used commands. You can easily customize
toolbars by adding and removing buttons, hiding or displaying toolbars, and moving
toolbars. The Toolbars that are most often used are displayed at the top of the window.

The Standard Toolbar consists of icons used for commonly executed tasks. These
include icons for Opening, Saving and Printing files.

The Formatting Toolbar displays the current Style, Font and Text Formatting.

Display and Hide Toolbars

Click on the View menu and select Toolbars.

Click on the toolbars you wish to display. Currently displayed toolbars will have a
checkmark in front of its name.

To hide a toolbar, click on the View menu and click on the checkmark next to the
toolbar you wish to hide.

Floating a Toolbar

Click on the dotted lines at the front of the toolbars (usually gray) area on the toolbar you
wish to move. The cursor will turn into a four headed arrow.

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Drag the toolbar until a title bar appears and release the mouse button. In the image
below, the standard toolbar below has changed to a floating toolbar.

Docking a Toolbar

Click on the title bar of the floating toolbar.

Hold down the mouse button and drag the toolbar into docking position until the title bar
disappears. In the image below, the quadruple arrow on the far left side of the toolbar
represents the docking of a toolbar.

1.2 Page Views

Microsoft Word allows you to look at your document in different ways called Page Views.
To the left of the Horizontal Scroll Bar (in the lower left hand corner) are the Page Views
Selector Buttons. To change from one page view to another, click on the corresponding
button at the lower left-hand side of your screen or go to the veiw menu and select
another view option.

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A review of the different Page Views follows.

If you click on the left most button , your page view will be Normal.
This view allows you to view your document as text only with no special formatting or
layout. You will see page, section, and column breaks in this view as well. The dotted
line in the image below indicates a page break below.

In the Web Layout View you see backgrounds, AutoShapes, and other effects in Web
documents. You can also see how text wraps to fit the window and how graphics are
positioned.

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The Print Layout View (Page Layout in the Macintosh) is an editing view that will
display your document, as it will print. Use this view to see margins, page numbers, and
footers, as they will appear when the document is printed out.

The Outline View shows topic levels of an outline or entire document.

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1.3 Opening a New Document

When you open Microsoft Word, the program generally provides you with a new, untitled
document labeled Document1. If you do not see a new document or if you want to create
a new document after you have opened Microsoft Word, there are serveral options to
choose from.

To open a new document:

Click on the File menu and select New...

The New Document task pane opens, listing files you've used recently, a new blank
document, existing files, or new templates. Choose the Blank Document option listed
under the New section.

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Note: On Macintosh you only need to select New from the File Menu.

OR

Another option for opening a new document for both the Windows and Macintosh OS is
to click on the New button on the Standard Toolbar. A new document will appear.

OR

To open a new document using the keyboard:

Press the Ctrl button and N at the same time (Command (N) on the Mac), and a new
document will appear.

You now have a new document. Notice that there will be a generic title at the top of the
page. It is recommended that you save your document now with a new name before you
begin typing. Refer to the section later in this module called Saving a New Document for
more information.

1.4 Opening an Existing Document

If the document you want to open is one that was used recently, it will be listed under the
File menu (on the menu bar). Move your pointer to the list of recently used files, just
above Exit (or Quit on the MAC OS) at the bottom of the menu. Select the file and it will
open automatically. If the file came from a removable disk be sure to insert the disk into
the corresponding drive in order to retrieve the file.

OR Click on File and select Open. OR

Click on the Open icon on the standard toolbar.

Selecting Open from the file menu or clicking on the Open icon brings up the Open
dialog box. This shows a list of the contents of the folder where a workbook was last
saved.

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Microsoft Word XP

NOTE: The Macintosh OS looks slightly different when opening a file.

1.5 Saving a New Document

The save as window will open the first time you save regardless of whether you clicked
Save or Save As because you need to give the file a name and destination.

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To save a document: Click on the File menu and select Save OR Click on the Save icon

on the standard toolbar, and the Save As dialog box will appear.

MAC OS

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1.6 Saving an Existing Document

Click on the Save Icon OR Click File and choose Save

Saving an existing file using Save As: allows you to rename a document or to choose a
new location to save it to. You might want to use part of one document in another one
(for example a series of assignments using the same or very similar layout). Perhaps
you simply want to create a document so you can keep the older version as a back up.
The Save As... command allows you to make these changes.

1.7 Moving Around Within a Document

You can move around documents by using the scroll bars, the keyboard or the mouse.
To move the insertion point with the mouse, move the mouse pointer to the new location
and click. The example below demonstrates the positions of the scroll bars. If you need
a review of window features please review Module One.

The keyboard commands below are shortcuts for moving around documents.

Macintosh Keyboard PC Keyboard

Desired Action
Command Command
One line up Up Arrow Up Arrow
One line down Down Arrow Down Arrow
One word left <Ctrl>
One word right <Ctrl>
One paragraph
up <Ctrl>
One paragraph
down <Ctrl>
Beginning of a
<Home> <Home>
line
End of a line <End> <End>
Top of <Home> <Ctrl><Home>

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 document
Bottom of
<End> <Ctrl><End>
document
Top of Previous <Ctrl><Alt><Page
<Option><Page Up>
page Up>
Top of next <Ctrl><Alt><Page
<Option><PageDown>
page Down>
Goto Key G <Ctrl>G

1.8 Summary

In this lesson, you learned about the commonly used screen elements in Microsoft
Word. You also learned how to create, open, and save a document as well as how to
navigate within a document. In the next lesson, you will learn how to format the
document text and layout.

EXERCISE

Exercise 1 is designed to test your knowledge of basic word processing skills.

The _____ view allows you to

view your document as text only
Normal Web Layout Outline
with no special formatting or
layout.

The _____ view displays the

page with larger text and wraps
Outline Web Layout Page
the text to fit the window for
easier viewing.

A _____ is a vertical pane along

the left edge of the document
Page map Document map Margin
window that displays an outline
of the document's heading.

The _____ view allows you to

see margins, page numbers and
Normal Print Layout Outline
footers the way they appear
when the document is printed.

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 The ____ view allows you to view
topic levels or an entire Outline Normal Print Layout
document.

SECTION 2
FORMATTING TEXT

2.1 Introduction

When you discuss formatting you are referring to the way something looks. Microsoft
Word gives you the option of changing the size, color, and style of text or paragraphs in
a document. This lesson will discuss basic formatting concepts as well as the specific
ways to accomplish those formatting tasks using Microsoft Word.

2.2 Selecting Text Overview

In order to make some changes to text in Microsoft Word you must select it first. Word
provides many ways to select text. The selection bar is the empty space at the left hand
margin of the text. The selection bar allows you to quickly select lines, paragraphs or the
entire document without scrolling.

When you are in the selection bar area the pointer becomes a right
pointing arrow. The following table demonstrates the actions used to
select different sections of text.

To select the Do the following

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 following
A Word Double-click mouse on word
A line Click in selection bar beside the line
A paragraph Double-click in selection bar
Click at beginning of text block, hold down the
A block of text
<Shift>key and click at the end of text block
Entire document Ctrl while clicking in selection bar or Press Ctrl A
Deselect a block of
Click anywhere on white background
text
Press the Command Key ( ) instead of Ctrl key when using a
Macintosh.

2.3 Formatting Text

You can format text before it is typed into the document, or once you have entered your
text into the document, you may decide to change the way the text looks on the page.
You may choose to change the font style or size, the orientation of the text on the page,
or the location of a block of text on the page.

To change the text formatting first you must:

Highlight or select the block of text you wish to format.

OR

To format the text of the whole document you may go to the Edit menu and choose
Select All or use the keyboard short cut Ctrl A (Command A on the Mac).

Once you have selected the text, review the next sections to see the different formatting
options that Microsoft Word provides.

Font

In this section you will learn how to change the font, font size, font style, and color of
selected text. The following diagrams reveal how to perform font changes from the
Formatting toolbar and the Font dialog box.

From Formatting Toolbar:

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From the Font Dialog Box:

To open the font dialog box select Format from the menu bar and click on Font.

You may also change the fonts tyle of selected text through key board shortcuts. The table
below lists the key board shortcuts for each font style. These are "toggle" controls that are
turned on and off each time you select them.

Keyboard Shortcuts for Font Style

Bold Ctrl B
Underline Ctrl U
Italicize Ctrl I
When using a Macintosh, press the Command key instead of the Ctrl Key

2.4 Paragraph Formatting

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There are a number of paragraph formats that make formatting documents much easier.
The following section outlines the justification, indention, line spacing, and tab set
options. The following diagrams will demonstrate how to perform the commands using
the toolbars, ruler, and the Paragraph dialog box.

To select a paragraph for formatting, place your cursor anywhere within the paragraph. If
you need to format more than one paragraph, you will have to highlight each of the
paragraphs. Once a paragraph format has been applied it will be applied to all of the
following paragraphs.

2.5 Justification

There are four buttons on the Formatting Toolbar which can be used to select whether
text is Left Align, Centered, Right Align or Justified.

The following is a description of the different justifications:

Left-align - alignment along the left margin.

Centered - text that is centered between the left and right margins.

Right-align - alignment along the right margin.

Justified - - alignment along both the left and right margins.

To change the text justification:

Select the text you want to change.

Click on the appropriate button and all text selected will follow that formatting style. OR

Click on a justification button and begin typing.

2.6 Indenting

The Ruler at the top of the document window displays the current margin and tab
settings as well as paragraph indentation. The two small triangles on the left side of the
ruler control the left indents. The upper triangle controls the first line indent. The lower
triangle controls the second line left indent called the hanging indent. The rectangle
below the bottom triangle is used to create a left indent for an entire paragraph. The

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triangle on the right side of the Ruler is used to set the right indent for an entire
paragraph.

Changing the Left Indent of a Paragraph Using the Ruler

To change the left indent of a paragraph:

Select the paragraph.

Drag the top and bottom triangle on the left hand side (using the box) to the desired
point on the ruler.

Changing the Right Indent of a Paragraph Using the Ruler

To change the right indent of a paragraph:

Select the paragraph.

Drag the right hand side triangle to the desired point on the ruler.

Creating a First Line Indent Using the Ruler

To create a first line indent:

 Drag the top triangle to the right. The bottom triangle does not move.

Creating a Hanging Indent Using the Ruler

To create a hanging indent:

 Drag the bottom triangle to the right. Top triangle will not move.

Using Toolbar Buttons to Indent

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Using the Increase Indent button :

Select the paragraph you wish to indent and click on the Increase Indent button on the
formatting toolbar.

The paragraph will indent to the left in 1/2 inch increments.

Using the Decrease Indent button :

Select the paragraph you wish to decrease the left indent for and click on the Decrease
Indent button on the formatting toolbar.

The paragraph will decrease the left indent by 1/2 inch increments.

2.7 Changing Line Spacing

To change Line Spacing using the Formatting toolbar:

Position your cursor anywhere in the paragraph in which you would like to change the
line spacing.

Click on the Line Spacing button list arrow to select the new spacing size.

2.8 Creating Tab Stop and Leader Tabs

A Tab Stop is a place on the ruler where the text moves when you press the tab button
on the key board.

The Tab button is located on the left side of the ruler.

Each click on the button changes the tab indicators shape. The default tab setting is left
justify. The sequence is: Left, Center, Right, Decimal tab, Bar tab, First Line Indent, and

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Hanging Indent. Default tab stops are positioned every 1/2 inch on the Ruler and are
Left-aligned.

Each click on the tab button will change it to a different tab. The Center Tab is pictured
below.

If you click the tab button a second time, the Right Tab shape will appear.

To create a Tab Stop:

Select the appropriate tab stop button and click on the Ruler where you want to place
the tab.

The new tab stop will appear on the Ruler.

To move the Tab Stop, drag the tab stop to the new position.

Deleting Tab Stops

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To delete a tab stop, drag the tab off the ruler.

Setting Leader Tabs:

Leader Tabs are often used when creating a table of contents to draw the reader's eye
across the space between the chapter name and the page number on which the chapter
begins.

To set a Leader Tab:

 Select the paragraphs in which you want to insert leader characters before a tab
stop.
 On the Format menu, click Tabs.
 In the Tab stop position box, type the position on the ruler where you want a new
tab, or select an existing tab, to which you want to add leader characters.
 Under Alignment, select the alignment for text typed at the tab stop.
 Under Leader, click the leader option you want, and then click Set.
 Click OK
 Press the tab key and the leader tabs will appear.

Using the Paragraph Dialog Box

You can make paragraph changes to a document through the Paragraph dialog box. The
diagram below explains how to indent, justify, and set line spacing for a paragraph.

To make changes using the Paragraph dialog box:

 Place the cursor in the paragraph you want to format.

 Click on the Format menu and select Paragraph.

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The Line and Page Breaks tab allows you to set rules for handling line breaks and page
breaks, widow/orphan control, turn automatic hyphenation off, and set tab stops for
selected paragraphs.

2.10 Cut, Copy, and Paste

Text can be moved around in a document by using the Cut, Copy, and Paste commands.
The following section explains what each command is used for and how to perform each
command using the Edit menu, the Standard toolbar, and the keyboard shortcuts.

Cutting Text

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Cutting text will remove the selected block of text from its original location and place it
temporarily on the clipboard. You may choose to paste the text into a new location or
continue typing. If you do not paste the text, the information will be lost as soon as you
select Cut or Copy again.

Highlight the text you want to cut.

Select the Edit menu and choose Cut.

OR

Click on the Cut icon on the Standard toolbar.

OR

 Press Ctrl key and the X key at the same time on the keyboard.

Copying Text

Copying text will make a duplicate of the selected text and places it temporarily on the
clipboard. This allows you to paste it in a new location-either within the same document
or in another document.

Highlight the text you want to copy

Select the Edit menu and choose Copy

OR

Click on the Copy icon on the Standard toolbar.

OR

Press the Ctrl key and the C key at the same time on the keyboard.

Pasting Text

Pasting text will place the contents of the clipboard into the new location. You may
repeatedly paste the contents of the clipboard until you cut or copy again.

Place your cursor in the document where you want to paste the text.

Select Edit menu and choose Paste.

OR

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  Click on the Paste icon in the Standard toolbar.

OR

 Press the Ctrl key and the V key at the same time to Paste.

NOTE: On the Macintosh OS, press Command instead of the Control key to perform the
following commands.

Paste Options

Microsoft Word XP allows you to determine the format of the items pasted by clicking on
the Paste Options button that appears just below your pasted selection. The Paste
Options menu will pop up and you may select from the following options:

Keep Source Formatting - Pasted selection keeps exact style and format from
destination copied.

Match Destination Form - Pasted selection matches the style and format of the
document you have pasted onto.

Keep Text Only - No format or style pasted.

Apply Style or Formatting - Create your own style and format of the selection pasted.

2.11 Deleting Text

The Backspace and Delete Keys on the keyboard are used to delete text. Backspace
will delete text to the left of the cursor and Delete will erase text to the right. To
delete a large section of text, highlight it using any of the methods outlined previously
and press the Delete key

2.12 Summary

In this lesson, you learned how to manipulate text and paragraphs within a document.
You also learned how to change the font, font style and size, and text color as well as
alter the justification and indentation of a paragraph, how to create a tab stop, and lastly
how to cut, copy and paste. In the next Lesson, you will learn how to format the
document for printing.

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 EXERCISE

Exercise 1 is designed to test your knowledge of formatting text.

When text is _____, it is

temporarily stored on the Cut Overwritten
Deleted
clipboard

When you paste text, it is inserted

Margin File Clipboard
from the _____?

A _____ is a temporary storage

area for the last thing you cut or Document Clipboard File
copied?

_____ will remove a selected

block of text from its original
Cutting Deleting Replacing
location and place it temporarily
on the clipboard.

_____ will make a duplicate of the

selected text and place it Pasting Copying Replacing
temporarily on the clipboard.

SECTION 3

FORMATTING A PAGE

3.1 Introduction

In the previous lesson, you learned how to format text and paragraphs. In this lesson
you will learn how to change the appearance of the page when it is printed. The
following formatting concepts and how they are accomplished will be discussed: setting
margins, indents, tabs, line spacing, page breaks, headers and footers, and endnotes
and footnotes.

3.2 Changing Margins Using Page Setup

To change the margins of a document using Page Setup:

 Open the File Menu and select Page Setup. (On the Mac click on the Page
Attributes pop up menu and select the Microsoft Word option. The dialog box will
change to reflect the different page setup options for Microsoft Word, from there
click on the Margins… button to open the Document dialog box.)

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  The diagrams below demonstrate how to change the margins in both Word XP
and Macintosh versions.

View Microsoft 2000 as shown below as an example

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Microsoft Word 2000

3.3 Displaying Hidden Codes

To display the paragraph markers, tabs, and space codes, click on the Show /Hide
Paragraph Button from the Standard Toolbar.

3.4 Inserting a Page Break

When the Show/Hide Paragraph Button is pressed, a horizontal dotted line across the
screen represents a page break. Word inserts default page breaks at points determined
by page layout and top and bottom margin settings. If you do not have the Show/Hide
Paragraph button pressed, you can see inserted page breaks using the Normal View
and see the different pages in Print Layout View.

To insert a page break at any point:

Position the cursor where you would like to place the Page Break.

Choose the Insert Menu and select Break.

In the Break dialog box click on Page Break and select OK.

On the Mac click on the Insert menu and select the Page Break option.

To remove a page break:

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 Select the horizontal dotted line.

Press the <Delete> or <Backspace> key.

3.5 Adding Page Numbers

To add page numbers to a document:

Select the Insert Menu and choose Page Numbers.

The following diagram reveals how to position page numbers on a page.

View the Parts of Microsoft Word 2000 Window

3.6 Headers and Footers

A Header is text appearing at the top of each page. A Footer is text appearing at the
bottom of each page. You may type text into a header or choose to insert fields that are
updated automatically. Any text typed into a header or footer may be formatted like the
text in the document, for a review of text formatting see Lesson 2. Follow the diagram
below to learn how to create a Header or Footer and to insert fields using the Header
and Footer toolbar.

To create a Header or Footer in a document:

From the View menu select Header and Footer.

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An editing pane revealing the Header and Footer area will appear on your document as
well as the Header and Footer toolbar.

 The Header and Footer window is divided into three sections: the left margin,
center and right margin.
 To move through the sections press the tab key or click on the proper justification
button in the Standard toolbar.
 Once you have the correct section you may enter your text or use the Header
and Footer toolbar to insert fields like the page number, time, and the date. The
following diagram gives an explanation of the fields and buttons found on the
Header and Footer toolbar.

 Click on the Close button to return to your document.

Viewing Headers and Footers

You can view your Headers and Footers by choosing Print Layout from the View menu
or select Print Preview from the File menu.

NOTE: Headers and Footers appear grayed out in a document unless you are creating
or editing them.

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Editing Headers and Footers

 To edit headers and footers, double click on the header or footer.

 The header or footer will become the active text.

3.7 Creating Footnotes and Endnotes

Footnotes and Endnotes explain, comment on, or provide references for text in a
document. You can include both footnotes and endnotes in the same document. The
difference between the two is Endnotes typically appear at the end of a document, and
Footnotes appear at the end of each page in a document. Footnotes and Endnotes
consist of two linked parts: the note reference mark and the corresponding note text.

 To create a footnote or endnote, go to the Insert menu and choose reference.

 Select the Footnote command from the Reference menu. If you are using a
Macintosh simply select Footnote… from the Insert menu.
 A dialog box will appear. The following diagram will show you how to insert
footnotes and endnotes.

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  Once you have clicked the Insert button, in the footnote or endnote section enter
the text after the number. Click the Close button to return to your document. The
footnote or endnote number appears in your text.

3.9 Deleting Footnotes and Endnotes

 To delete a footnote, select the footnote or endnote reference in the document

and press the <Delete> of <Backspace> key.

3.10 Summary

Now that you have learned how to open a new document, format the text and the page,
you must learn how to proof your work before turning in an assignment. The next lesson
will show you how to check your spelling and grammar in a document.

EXERCISE

Exercise 1 is designed to test your knowledge of formatting a page.

This tab ( ) aligns the right edge of a

False
line of text with the tab stop. True

This tab ( ) aligns the center of a line

True False
of text with the tab stop.

This tab ( ) aligns the center of a line

True False
of text with the tab stop.

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This tab ( ) aligns the right edge of a
True False
line of text with the decimal point.

In Microsoft Word, you can add and

True False
remove tab stops from the ruler.

SECTION 4

PROOFING

4.1 Introduction

Once you have finished typing and formatting your document, you need to proof your
work for accuracy. This lesson will discuss how to check the spelling and grammar in
your document.

4.2 Using the Spell Checker

There are two ways to spell check your document. Position your cursor at the beginning
of document and select one of these commands:

 Open the Tools menu and then select Spelling and Grammar... (On a Macintosh
simply select the Spelling option.

OR

 Click on the Spelling and Grammar button from the Standard Toolbar.

 The Spelling and Grammar dialog box appears and Word begins spell and
grammar checking.

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When spell checker finds a word that is not in the dictionary, the mispelled word is
highlighted in red in the Not in Dictionary: section of the dialog box. You may then
choose one of the following options:

 Ignore -- If the word is spelled correctly, and you do not want to make changes to
the word.
 Ignore all -- If the word is spelled correctly and you want Word to ignore all
cases of this word in the whole document.
 Add to Dictionary -- Allows you to add the word to the Custom Dictionary. (For
example if you would like to add a name.)
 Change -- If the word is misspelled, In the Suggestions section of the dialog box
Word will give alternative spellings. Select the correct spelling and click Change.
 Change all -- This option causes Word to change all instances of the misspelling
in the document.
 Undo --Allows you to reverse the most recent spelling and grammar check
actions, at one time.

NOTE: Word uses a dictionary installed with the program to check for misspelled words.
If a word is not in that dictionary, Word will assume it is misspelled. Word does not check
to see if homophones (words that sound the same but are spelled differently) have been
used properly. For example, if you type a sentence that says "Fuzzy Wuzzy was a bare."
Word's dictionary will not recognize that "bare" is used improperly in this sentence-only
that "bare" was spelled correctly.

4.3 Using the Grammar Checker

When checking grammar in a document, Word will find a sentence that is not
grammatically correct, and display the error in green text.

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Following is an explanation of the options you have when checking grammar in Word:

 Ignore Once-- If the grammar is correct and you do not want to make changes.
 Ignore Rule-- If you want Word to ignore the grammar rule in all instances where
the rule applies for the whole document. (Ignore All is the option for Macintosh
users)
 Next Sentence -- If you want to move to the next sentence without changing
anything.
 Change -- If you agree with the suggested grammatical change.
 Explain -- Provides more information about the possible grammar error.
(Macintosh users do not have this option)

NOTE: The Grammar Checker is very good at detecting run-on sentences, repeated
words, and incomplete sentences. However, some of the grammatical changes Word
suggests may be subjective or inappropriate in the context of your document. Use your
judgment when using the Grammar Checker.

4.4 Automatic Spelling and Grammar Check

If you have the automatic spelling and grammar check turned on, as you type, Word will
underline spelling errors in red and grammar errors in green. To fix the error immediately
you may right click (control click on the Macintosh) over the line. This will reveal a
shortcut menu containing a list of suggested corrections, choose either the right spelling
or the correct grammar correction and the error will be corrected in your document. If
you do not agree with the automatic spelling or grammar check, after right clicking the
error and choose Ignore All from the shortcut menu and the error will disappear.

4.5 Summary

Now that you have created, formatted and proofed your document, you are ready to
print. The next Lesson will show you how to print your document.

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 EXERCISE

Exercise 1 is designed to test your knowledge of proofing text.

MS Word spell checker would find the

word "whether" mispelled in the
False
sentence, "What does the whether look True
like today?"

MS Word spell/grammar checker would

only find one mistake in the sentence,
True False
"Tiffany wants to go shoping on
Saturday."

SECTION 5
PRINTING

5.1 Introduction

Once you have finished typing, formatting, and proofing your document, you are ready to
print. This lesson will discuss how to preview your document before printing and to print
your document.

5.2 Using Print Preview

Print Preview displays the document the way it will be printed. To preview your document
before printing:

Select the File Menu and choose Print Preview.

OR

Press the Print Preview Button on the standard toolbar.

In the Print Preview mode you will notice when you move the mouse pointer over the

document it changes to a small magnifying glass . Click the magnifying glass on

the document to zoom the document in or out. The following diagram gives an
explanation of the options you have in Print Preview mode using the Print Preview
toolbar.

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The Magnifier Button is used to enter and edit text in Print Preview mode. By default
Word has the button selected, click on the Magnifier button to deselect it and it will turn
the mouse pointer from a magnifying glass to a cursor and then you may enter or edit
text in Print Preview mode.

5.3 Printing- Introduction

To print your document:

 Open the File Menu and select Print. OR

 Press the Control key plus the P key on the keyboard at the same time.
(Command + P on the Macintosh)

A Print dialog box appears showing you the printer that the document will be sent to. The
following diagram explains the different print option found in the Print dialog box.

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View Parts of Microsoft Word 2000 Window

Microsoft Word 2000

5.4 Summary

When printing documents in the lab, pay close attention to which printer your document
will be sent to. The next lesson will cover where to find basic Help in Microsoft Word.

SECTION 6
HELP

6.1 Introduction

Occasionally, you may find that you are unable to do a particular task in Word. This
lesson will show you where to go to find Help.

6.2 Using Microsoft Word Help:

Microsoft Word provides a help system allowing you to find information about the
program and how to use the different features and commands available.

To open the Microsoft Word Help dialog box:

 Click on Help in the Menu bar and select Microsoft Word Help.

OR

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  Click on the Microsoft Word Help button on the Standard Toolbar.

Performing one of the previous actions opens the Microsoft Word Help dialog box. The
dialog consists of two panes. In the top of the left pane are three tabs that allow you
different methods of using the Microsoft Word Help dialog box. The following sections
give you a diagram on how to use each of the tabs.

Using the Contents Tab:

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Using the Answer Wizard tab:

Using the Index tab:

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6.3 Getting Help from the Office Assistant

Microsoft Word also has a feature called the Office Assistant. The Office Assistant can
answer your questions, offer tips, and provide Help for a variety of features specific to
the Office program you are in.

Using the Office Assistant:

The default image of the office assistant for Microsoft Word looks like a paper clip with
eyes floating on a yellow sheet of notebook paper. To open the Office Assistant go to the
Help menu in the Menu bar and select Show the Office Assistant.

 The Office Assistant appears in the right side of your screen with a dialog
box asking you “What would you like to do?”
 Type your question and click Search.
 The Office Assistant will search the Help database and offer some
suggestions for how to accomplish your desired task. Click in the button
next to the topic to reveal its information.
 Once you have finished using the Office Assistant, you can turn it off by
Selecting Hide the Office Assistant from the Help menu in the Menu bar.

6.4 Summary

You have now completed the Word Processing Module. You have learned how to use
Microsoft Word to create, format, save, and print a document.

Exercise

Completion
_________________________ 1. When saving, click ___ to keep a previously named
version of a document.
_________________________ 2. Give three examples of character format.
_________________________ 3.
_________________________ 4.
_________________________ 5. To open new document, click ___ icon or use ___ from
the file menu.
_________________________ 6.
_________________________ 7. To move text to another location, click ___ icon or use
___ from the edit menu.
_________________________ 8.
_________________________ 9. To open an existing file, click the ___ icon or use the
___ from the file menu.
_________________________ 10.
_________________________ 11. Click __ to clear the screen of a document so you
can continue working on another document.
_________________________ 12. To copy text to a new location, one must follow four
important steps. List them.
_________________________ 13.

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_________________________ 14.
_________________________ 15.
_________________________ 16. ___ symbol in the document shows the user the
location of the mouse.
_________________________ 17. Clicking the mouse changes the location of the ___
___ which blinks to show the location of the next
character to be typed.
_________________________ 18. Default tabs are set at every ___.
_________________________ 19. Default margin measurements are set at ___(top),
___(bottom), ___(left and right).
_________________________ 20.
_________________________ 21.
_________________________ 22. Default alignment is ___.
_________________________ 23. To save a file you must indicate the location you wish
to save it. If you save it to a floppy, you would designate
the ___ drive. If you save it to the hard drive, you would
designate the ___ drive.
_________________________ 24.
_________________________ 25. Once a document has been named, the document
name appears on the ___ of your application window.
_________________________ 26. You would select ___ from the file menu to rename
your document.

Short Answers

27. How may the insertion point be moved down three lines and ten spaces to the right
without affecting text?

28. What does pressing the Enter key do when keying in a word processor?

29. What is the difference between pressing the Delete key or the left arrow key in the
middle of a line of text?

30. How is a menu item selected from the Menu Bar?

31. How can a menu be removed from the screen with out executing a command?

32. If you display a dialog box by mistake, how can you remove it from the screen?

33. Should a document be saved or printed first? Why?

Matching

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__________ underline 1.
__________ cut 2.
__________ save 3.
__________ right tab 4.
__________ new 5.
__________ undo 6.
__________ show/hide 7.
__________ close box 8.
__________ print 9.
__________ center 10.
__________ open 11.
__________ copy 12.
__________ italic 13.
__________ bold 14.
__________ paste 15.
__________ left justify 16.
__________ decimal tab 17.
__________ minimize 18.

Answer Key Completion

1. Save 14. Place insertion point
2. Bold 15. Click paste icon
3. Italic 16. I beam
4. Underline 17. Insertion point
5. New page 18. ½ inch
6. New 19. 1 inch
7. Cut (scissors) 20. 1 inch
8. Cut 21. 1.25
9. Open folder 22. Left
10. Open 23. A
11. Close Box (X) 24. C
12 Identify text 25. Title Bar
13. Click cut icon 26. Save as

Short Answers

27. Use mouse to change location

28. Create a new paragraph or move insertion point down
29. Delete removes text
30. Click menu name and drag to the item

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 31. Click mouse to deselect
32. Click cancel button

Matching

8. Underline 5. Center
9. Cut 1. Open
15. Save 4. Copy
14. Right tab 11. Italic
13. New 7. Bold
16. Undo 17. Paste
18. Show/hide 3. Left justify
12. Close box 6. Decimal tab
2. Print 10. Minimize

Complete the following

_________________________
_________________________
_________________________
_________________________
_________________________
_________________________
1. Name the four basic functions of a computer.
2.
3.
4.
5. What function manipulates data into a useful form?
6. A ______ has been installed on a computer, which
determines how data is processed.

7. Name four components of a computer and give examples of each.

a)_________________________ Example: keyboard, mouse, touch screen,

scanner
b)_________________________ Example: printer
c)_________________________ Example: CPU
d)_________________________ Example: hard drive, floppy disk

8. Memory of the computer is measured by the following units.

a)_________________________ which is = to 1 character

b)_________________________ which is = to 1,000 memory locations
c)_________________________ which is = to 1 million memory locations
d)_________________________ which is = to 1 billion memory locations
________________________ 9. The main activity area or brain of the computer is
called the ___.
_________________________ 10. One megabyte = _____ pages of text.
_________________________ 11. Give an example of an impact printer.
_________________________ 12. Give two examples of non impact printers.
_________________________ 13.

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_________________________ 14. What type of printer are we using in the laboratory?
_________________________ 15. What feature improves the display on a monitor over
the older monitors?
_________________________ 16. Name three examples of computer storage.
_________________________ 17.
_________________________ 18.
_________________________ 19. What size of floppy disks is most commonly used?
_________________________ 20. ______and _____ determine the number of
characters stored on a floppy disk.
_________________________ 21.
_________________________ 22. High density floppy disks store ___mg of data.
_________________________ 23. List three care procedures to follow when using a
floppy disk.
_________________________ 24
_________________________ 25.
_________________________ 26. Data is stored internally on your computer's ____.
_________________________ 27. CD-ROM initials stand for ___ ___-___ ____ ___.
_________________________ 28. ____ software is used to tell your computer how to
load, store, and use an application.
_________________________ 29. Use of icons to make operating system user friendly
by providing visual clues is called _____.
_________________________ 30. Name five basic types of application software.
_________________________ 31.
_________________________ 32.
_________________________ 33.
_________________________ 34.
_________________________ 35. A ___ device converts digital and analog signals,
which allows computers to communicate over telephone
wires.

Introduction to Computers Answer Key

Input 1. Name the four basic functions of a computer.
Process 2.
Output 3.
Storage 4.
Process 5. What function manipulates data into a useful form?
Program 6. A ______ has been installed on a computer, which
determines how data is processed.

7. Name four components of a computer and give examples of each.

a) input Example: keyboard, mouse, touch screen, scanner

b) output Example: printer, speakers, modem, monitor
c) processor Example: CPU
d) storage Example: hard drive, floppy disk, pendrive/flash

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8. Memory of the computer is measured by the following units.

a) byte which is = to 1 character

b) kilobyte which is = to 1,000 memory locations
c) megabyte which is = to 1 million memory locations
d) gigabyte which is = to 1 billion memory locations
Central Processing Unit 9. The main activity area or brain of the computer is called
the ___.
500 10. One megabyte = _____ pages of text.
Dot Matrix 11. Give an example of an impact printer.
Laser 12. Give two examples of non impact printers.
Jet Ink 13.
Laser jet 14. What type of printer are we using in the lab at OLA?
SVGA 15. What feature improves the display on a monitor over
the older monitors?
Floppy 16. Name three examples of computer storage.
Hard Disk 17.
CD-ROM 18.
3 1/2 19. What size of floppy disks is most commonly used?
Density 20. ______and _____ determine the number of
characters stored on a floppy disk.
Number of Tracks 21.
1.44 22. High density floppy disks store ___mb of data.
Free from magnets 23. List three care procedures to follow when using a
floppy disk.
Don't get hot or cold 24
Don't bend 25.
Hard Disk or Drive 26. Data is stored internally on your computer's ____.
Compact Digital read only 27. CD-ROM initials stand for ___ ___-___ ____ ___.
Memory
System 28. ____ software is used to tell your computer how to
load, store, and use an application.
GUI/ Graphical user Interface 29. Use of icons to make operating system user friendly
by providing visual clues is called _____.
Word Processing 30. Name five basic types of application software.
Data Base 31.
Spreadsheet 32.
Desktop Publishing 33.
Communications 34.
Modem 35. A ___ device converts digital and analog signals,
which allows computers to communicate over telephone
wires.

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 UNIT 2

PRESENTATION SOFTWARE

WHAT IS PRESENTATION SOFTWARE?

Presentation programs computer applications that enable the user to create and edit
colorful, compelling presentations, which can be displayed in a variety of ways used to
support any type of discussion. Presentation programs are used to produce a series of
slides i.e. single- screen images that contain a combination of text, numbers and
graphics such as charts, clip art, or graphics, often in a colorful background.

Slides can be simple or sophisticated making it into a multimedia event. It is an important

tool for anyone who presents information such as sales and marketing professionals
teachers, trainers.

EXAMPLES OF PRESENTATION SOFTWARE

Popular presentation programs include Microsoft PowerPoint, Corel Presentations,
Lotus Freelance Graphics, Aldus Persuasion and SPC Harvard Graphics.

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USES OF PRESENTATION GRAPHICS SOFTWARE
Presentation programs are used to produce a series of slides i.e. single- screen images
that contain a combination of text, numbers and graphics such as charts, clip art, or
graphics. Other documents can also be created apart from the slides, such as
transparency.

PRESENTATION PROGRAM’S INTERFACE & FEATURES

A typical PG displays a slide in a large document window and provides a wide array of
tools for designing and editing slides. Most PGs provide many of the features of word
processors (for working with text), spreadsheets (for creating charts), and paint
programs (for creating and editing simple graphics). Elements can be added to the slide
by typing, making menu or toolbar choices, and dragging.

As one works on the slide you see exactly how it will look when shown to an audience
(WYSIWYG). A presentation can contain a single slide or hundreds of slide. You may
save a set of slides as a group in one file so that you can open the related slides and put
them together.
Presentation graphics goes beyond analytical graphics by offering the user a wider
choice of presentation features. Some of the features include:
1. Numerous chart types;
2. Three-dimensional effects for charts, texts, and graphics;
3. Special effects such as shadows, shading and textures;
4. Colour control that includes pre-established groups of complementary colours for
backgrounds, lines and texts, shadows, fills and accents.
5. Image libraries that include clip art graphics that can be incorporated into the
slides. They illustrate factories, people money, and other business related art.

Other documents can also be created apart from the slides, such as transparency.
1. Outlines include only the text from each slide, usually the slide title and the key
points.
2. A notes page is used by a speaker making the presentation and includes a
picture of the slide and any notes the speaker wants to see when discussing the
slide.
3. Audience handouts include images of two or more slides on a page that can be
given to people who attended the presentation.
4. Slide sorters help organize and present the slides. A slides sorter presents a
screen view similar to how 35mm slides would look on a photographs light table.
Using presentation graphics software allows you to efficiently create professional
quality presentations that help communicate information more effectively.

CREATING A PRESENTATION
Slides can be created from the scratch i.e. using black slide or by using one of the
presentation programs many templates, which is easier and faster to work with. A
presentation template is a predesigned document, which already has finished fonts, a
layout and a background. A presentation program provides dozens of built-in
templates.

The next is to create a slide by choosing a slide type. Presentation programs provide
several types of slides, which can hold varying combinations of titles, text, charts, and
graphics. After choosing the slide type the program provides special texts boxes and

146
frames (special resizable boxes for text and graphical elements) to contain specific types
of content. The text boxes have instructions to the user.
Check inside the text box to add text at the insertion point. Text is automatically
formatted but can also format it later as in word processors. Charts, tables, clip art and
other graphics are added by choosing a slide type that has any of the graphics. Create it
in a separate window and insert in your original slide template. For clip art or any
graphic in a slide, select appropriate image from your software collection of graphics,
or import an image file. Built-in paint tools can also be used to draw simple graphics.

FORMATTING SLIDES
Slides can be formatted with different fonts, colours backgrounds, and borders. Using
frames the user can resize many of the elements in a slide by dragging one of its
handles. Toolbars and options from format menu are used to format selected text.
Formatting text here is just like in word processor. Normally; presentation programs are
like a combination of word processor, spreadsheet, and paint program.

Colour, borders and shades can also be added. A gradient bill changes colour as it
moves from one part of the slide to another. Annotative are special note text added to
cash slides P.Ps enable users to add animations, sounds and other multimedia
components to their presentations, using Ps, you can present a slide show live from the
computers disk on a PC or view screen.

PRACTICAL WORK
SECTION 1
POWERPOINT INTRODUCTION

1.1 Introduction

Microsoft PowerPoint XP is part of Microsoft Office XP. PowerPoint is used for creating
multimedia presentations consisting of slides, which are formatted with text and/or
objects on a background. Additionally, you are able to create transparencies, handouts,
and speaker notes. Using PowerPoint allows you to clarify information, reinforce main
ideas, and make points memorable. In this lesson you will learn the basic elements of
the program and the essentials to creating a multimedia presentation using PowerPoint.

1.2 Screen Elements

Like all programs in the MS Office suite, PowerPoint has menus and toolbars to choose
various commands and options. A task pane is located on the right side of the screen,
changing dynamically depending on your current action. The main portion of the window
is the presentation window.

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A. Title bar E. Outline tab I. Task pane
B. Menu bar F. Slides tab J. Slide pane
C. Standard bar G. View buttons K. Notes Pane
D. Formatting toolbar H. Drawing toolbar

1.3 New Presentation from a Blank Presentation

To open a new blank presentation, double-click the PowerPoint icon on the desktop to
launch PowerPoint. A new blank presentation will open starting with a title slide that will
have minimal design and no color applied to it.

1.4 New Presentation from Design Template

Base your presentation on a PowerPoint template that already has a design concept,
fonts, and color scheme. In addition to the templates that come with PowerPoint, you
can use one you created yourself.

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1. Single-click General Templates in the New From Template section in the Task Pane.
2. Click the Design Templates tab, single click on a design template name to select it
and see a preview of that design's layout.
3. Click OK to apply the selected design to all of the slides in the current presentation.

Templates with suggested content

Use the AutoContent Wizard to apply a design template that includes suggestions for
text on your slides. You then customize it by typing in the text you want.

1. Single-click General Templates in the New From Template section in the Task Pane.
2. Click the Presentations tab, and then single click on an auto content wizard design
template name to select it and see a preview of that design's layout.
3. Click OK to begin the wizard and fill in any customized information.

1.5 Open an Existing Presentation

If you have an existing presentation you would like to open, there are many options.
Here are three different methods:

•Double-click File on the Menu Bar and select Open.

•Single-click the Open button on the Standard Toolbar.
• Single-click the link in the New Presentation Task
Pane.

At this point the Open dialog box will appear. You can use the Look in: menu or Places

149
bar to locate the file. When you find your file single-click the file name in the file list then
click the Open button.

1.6 Master Slides

The slide master is an element of the design template that stores information about the
template, including font styles, placeholder sizes and positions, background design, and
color schemes. Changes made to the Title Master affect only the slides you add with the
Title Auto layout. Changes made to the Slide Master affect all of the slides in a
presentation. The background of the slides, design of text, and images can be added to
both masters.

Slide Master
Displays the slide master, where you can set the default layout and formatting for all the
slides except title slides (which are controlled by the title master). For example, switch to
slide master view to set the default font or to add an illustration (such as your company
logo) that you want to appear on each slide. Don't add text in slide master view; switch
back to normal view to add text.

• Choose View on the Menu Bar, trace to Master, and select Slide Master.
• Make any changes in the design or alignment of the text, format the background of the
slide, and insert any desired images.

Title Master
Use the title master to make changes to slides in your presentation that use a Title Slide
layout. A Title Slide layout contains placeholders for a title, subtitle, and headers and
footers. You could use a title layout several times in a presentation to lead off new
sections, and you might want to give these slides a slightly different look than the rest of
your slides — by adding art, changing a font style, changing the background color, or the
like. You can change the title master and see the change on all of the title slides.

•Double-click Insert on the Menu Bar and select New Title Master
•Make any changes in the design or alignment of the text, format the background of the
slide, and insert any desired images.

1.8 Summary

This lesson covered the fundamentals of using Microsoft PowerPoint. You should be
familiar with basic screen elements and new presentation templates. The next lesson will
discuss using the various views in PowerPoint.

EXERCISES

Exercise 1 is designed to test your knowledge of basic PowerPoint Elements.

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 Drawing
What element of the screen is A? Menu Bar Title Bar
Toolbar

What element of the screen is B? Standard Bar Formatting Bar Menu Bar

What element of the screen is C? Menu Bar Standard Bar Formatting Bar

What element of the screen is D? Task Pane Formatting Bar Slides Tab

What element of the screen is E? Outline Tab Slide Tab Slide Pane

What element of the screen is F? Slide Pane Slide Tab View Buttons

What element of the screen is G? View Buttons Menu Bar Formatting Bar

What element of the screen is H? Standard Bar Drawing Bar Title Bar

What element of the screen is I? Slide Pane Notes Pane Task Pane

What element of the screen is J? Slide Pane Outline Tab View Buttons

What element of the screen is K? Drawing Bar Task Pane Notes Pane

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Exercise 2 is designed to test your knowledge of basic PowerPoint functions.

A new Blank Presentation will

open, starting with a blank title True False
slide.

PowerPoint has ready made

templates that already have a
True False
design concept to help base your
presentation on.

Where do you go to locate

Window Task Pane Standard Bar
PowerPoint templates?

Auto Content Wizard includes

suggestions of clip art for your True False
slide.

Where do you open an already

Insert Edit File
existing file?

The Slide Master allows you to set

the default layout for the content of True False
your presentation.

The Title Master will over-ride the

default layout given by the Slide True False
Master.

SECTION 2
POWERPOINT VIEWS

2.1 Introduction

In order to work efficiently and effectively in PowerPoint, you will need to understand the
various “views”. View refers to how you look and how you work on your slides.
PowerPoint has three main views: normal view, slide sorter view, and slide show view.
You can easily change views by accessing the View menu or the

View toolbar buttons, located on the lower left-hand corner of

the screen.

2.2 Normal View

Normal view is the main editing view, which you use to write and design your
presentation. The view has three working areas: on the left side there are tabs that
alternate between an Outline tab and the Slides tab, in the center there is the Slide
pane, which displays a large view of the current slide; and on the bottom the Notes

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pane.

Slide Pane
Shows the current slide enlarged. Use this view to add text, insert pictures, tables,
charts, drawing objects, text boxes, movies, sounds, hyperlinks, and animations.

Slides Tab
Single-click the Slides tab to see a thumbnail view of each slide in the presentation. Use
this view to navigate through your presentation and rearrange, add, or delete slides.

Outline Tab
Single-click the Outline tab to see slide text in outline form. Use this view to write and
organize content, navigate through your presentation and rearrange, add, or delete
slides or slide content.

Notes Pane
PowerPoint allows you to add notes that relate to each slide's content, and use them in
printed form to refer to as you give your presentation, or create notes that you want your
audience to see either in printed form or on a Web page. You can view the Notes on the
button of the normal view or you can open the Notes Page.
To Open and edit the Notes Page, double-click View on the Menu Bar and Select Notes
Page. Click inside the Click to add text placeholder and type notes that relate to the
slide's content.

2.3 Slide Sorter View

Slide sorter view displays all of the slides within the current presentation in thumbnail
form. Use this view to reorder, add, or delete slides and preview the transition and
animation effects. To access the Slide Sorter View double-click View on the Menu Bar
and select Slide Sorter.
Rearrange Slide Order
Single-click and drag the slide to a new location.

Delete a Slide
1. Select the slide in Slide Sorter View.
2. Press the DELETE key.

2.4 Slide Show View

Slide show view takes up the full computer screen, like an actual slide show
presentation. In this full-screen view, you see your presentation the way your audience
will. You can see how your graphics, timings, movies, animated elements, and transition
effects will look in the actual show.

The following two methods will begin your presentation in full-screen mode starting with
the first slide.
• Click View on the Menu Bar and select Slide Show.
OR
• Click Slide Show on the Menu Bar and select View Show.

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Use the following method to view the current slide in full-screen presentation mode.

• Click the Slide Show button from the View toolbar.

2.5 Navigate in Presentation Mode

Advance Forward a Slide

Keyboard N, ARROW RIGHT, ARROW DOWN, PAGE

commands DOWN, SPACE BAR
• Single-click the left mouse button
• Single-click the Slide Icon button
Mouse commands
and select the Next command.

• Press the ENTER button.

Projector
• Press the L-CLICK button.
commands

Move to the Previous Slide

Keyboard
commands P, ARROW LEFT, ARROW UP, PAGE UP
• Single-click the right mouse button and select the
Mouse Previous command from the short-cut menu.
commands • Press the Slide Icon button and select the
Previous command from the menu.

• Press the R-CLICK button and use the blue circle

to move the mouse over the Previous command in
Projector the short-cut menu. Once there, press the ENTER
commands button.
*On the SEU campus, all instructor machines have
been programmed so that the R-CLICK button
automatically moves to the previous slide.

Exit a Slide Show

Keyboard • Press the ESC key.

commands
Mouse • Press the Slide Icon button and select the End
commands Show command from the menu.

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2.6 Summary

This lesson described the various “views” in PowerPoint. You should be comfortable
switching views via the View toolbar buttons. The next lesson will discuss working within
slides.

EXERCISE

Exercise 1 is designed to test your knowledge of different views within PowerPoint.

PowerPoint has ____ main views. Two Four Three

What are these? Slide Pane View Buttons Outline Tab

The Normal View allows you how

One Two Three
many working areas?

How does the Slide Sorter View

As Outlines Thumbnails Enlarged
display the slides?

The Slide Show view displays your

True False
slide show at full screen.

You can advance to the next slide

from your mouse, projector remote, Menu Bar Keyboard Window Menu
and ______.

Exiting a slide, use the Slide Icon

True False
or the Escape key.

Moving to a previous slide, you can

use all the same options as you did
True False
when advancing, except with the
opposite keys.

SECTION 3

WORKING WITH SLIDES

3.1 Introduction

While working on your presentation you will need to edit slides and add slides. This
lesson will show you how to add and insert slides in a variety of ways. Also, you will
learn to customize the content and layout of each slide to meet your needs.

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3.2 Adding Text

The crucial aspect to making your presentation a success is the use of text. Animation
and colored text will not impress your audience if it is poorly written and placed in your
presentation. PowerPoint presentations are meant to display main points. You should not
place paragraphs of text on slides. As you are presenting you can always supplement
with details.

To add text click inside of a placeholder and type the desired text. To edit text, highlight
the text to be changed and start typing your new text. Click outside of the slide to
deselect elements of a slide.

Format Text in Placeholders

To format text, click inside of a placeholder and then highlight the text to be formatted. To
highlight all the text in the placeholder, select the perimeter of the placeholder.

1. Double-click Format on the Menu Bar and select Font.

2. Choose the Font name, style, size, effects and colors.
3. Click Preview to see the changes without accepting them.
4. Click OK to accept the changes or Cancel to cancel the changes.

3.3 Format Text in Placeholder

To format text, click inside of a placeholder and then highlight the text to be formatted. To
highlight all the text in the placeholder, select the perimeter of the placeholder.
1. Double-click
Format on the
Menu Bar and
select Font
2. Choose the
Font name,
style, size,
effects and
colors.
3. Click Preview
to see the
changes without
accepting them
4. Click OK to
accept the
changes or
Cancel to
cancel the changes

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3.3 Changing the Background Color

If you choose not to use a design template and would like to enhance your slide, you can
apply a background. You can choose to apply the background to individual slides or the
entire presentation. A background can be added as a solid color or you can use one of
PowerPoint’s special effects, called fill effects.

To apply a solid color background:

1. Click Format on the Menu bar, and choose Background.
2. From the Background fill menu choose one the colors shown or click on more colors
to access all colors.

To apply a Fill Effect:

1. Click Format on the
Menu bar, and choose
Background.
2. From the Background fill
menu choose Fill Effects.
3. This window allows you
to apply a gradient, texture,
pattern, or a picture.

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3.4 Adding and Deleting New Slides

When designing your presentation you may want to add or edit slides in your
presentation.

Adding Slides
There are several methods for inserting a new slide layout into a presentation:

• Click Insert on the Menu Bar and select New Slide.

OR
• Single-click the New Slide button on the Formatting Toolbar
(The default Title and Text layout is automatically inserted).
OR
• Pressing Enter at the end of a slide title in the outline mode will create a new slide.

Deleting Slides
Just as you had many options for inserting a new slide, you have many options for
deleting a slide. In the outline pane or slide sorter view select the slide to be deleted:

• Press the Delete key on the keyboard.

OR
• Choose Edit and Delete Slide.
OR
• Right-click and choose Delete Slide.

3.5 Changing Slide Layout

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Layout refers to the way things are arranged on a slide. A layout contains placeholders,
which hold text such as titles and bulleted lists and slide content such as tables, charts,
pictures, shapes, and clip art. Each time you add a new slide, you can choose a layout
for it in the Slide Layout task pane.

To change the existing layout of a slide to another slide layout:

1. On the Slides tab in normal view, select the slides you want to apply a new layout to
2. Choose Format on Menu Bar, and select Slide Layout
3. In the Slide Layout task pane, point to the layout you want, and then click it

3.6 Using Images

Insert Clipart
If a slide does not have the clipart layout provided, an image from the clipart gallery can
still be inserted.

159
1. Choose Insert on the Menu Bar, trace to Picture and select Clip Art.
2. Type the search term and click the search button.
3. Single-click the picture to insert the image.

Note: If you can not find the necessary clipart for you presentation try searching Clips
Online link in the Task Pane.

Insert Pictures
You can use a picture that you have uploaded from a digital camera, imported from a
scanner or downloaded from the web in your presentation.

1. Choose Insert on the Menu Bar, trace to Picture and select From File…
2. In the Insert Picture dialog box, navigate to the folder holding the picture.
3. Single-click the picture and click the Open button.

Resizing Images
The clipart or pictures you inserted on a slide may be too small or large. To resize an
image:

1. Single-click the picture to select it.

2. Position the mouse pointer over any of the corner placeholders.
3. Once the mouse pointer changes to a double-headed arrow , click and drag outward
to make the picture larger or inward to make the picture smaller.

Note: To avoid stretching the image disproportionately, do not use the middle
placeholders to resize the picture. The corner placeholders will maintain the picture
proportions.

160
Moving Images
To move the image to your desired location:

1. Single-click the picture to select it.

2. Position the mouse pointer over the center of the image.

3. Once the mouse pointer changes to a four-headed arrow , click and drag the
picture to a new location.

Note: Once the picture is selected, the directional arrow keys on the keyboard can be
used to nudge the image into position.

3.7 Summary

This lesson explained various topics for working within a slide. Such as, adding and
formatting text, changing the background color, adding and deleting slides, and using
images.

EXERCISE

Exercise 1 is designed to test your knowledge of the different work areas within
PowerPoint.

To add text to a slide, click inside

the placeholder and begin to type True False
the desired text.

You can format your text from

Formatting Bar Format Menu Both
where?

To add a new slide to your

File Insert Window
presentation you go to?

A layout consist of titles, bulleted

lists, tables, charts, pictures, Color Clip art Text
shapes, and _____.

Where can clip art be inserted

Task Pane File Format
from?

Pictures that have been

downloaded from a digital camera
True False
or scanner, can be used in the
presentation.

In order to avoid stretching the True False

image, use the middle place

161
holders to resize it.

Moving images, click the place

holder and wait for a four-headed True False
arrow to click and drag the image.

SECTION 4

POWERPOINT EXTRAS

4.1 Introduction

Now that you know the basics of PowerPoint we can discuss some of the bells and
whistles. PowerPoint allows you to animate text, and create graphics, diagrams, charts,
along with other objects on your slides. This leaves you time to focus on important
points, control the flow of information, and add interest to your presentation. Also, to add
more flavor and features to your PowerPoint you can add transitions, hyperlinks, and
action buttons.

4.2 Adding Animations

Animations allow you to bring your presentation to life, but more importantly, they allow
you to control the flow of information.

To Apply Animation:
1. From the Task Pane select: Slide Design – Animation Schemes.
2. Select the object to be animated.
3. Click on animations listed in the Task Pane to preview.

4.3 Adding Transitions

Transitions effect how the display changes as the user moves from one slide to another.

Insert Slide Transitions

1. From the Task Pane select: Slide Transition.
2. Under Apply to selected slides choose a transition.

Note: Click the Apply to All Slides to apply the effect to all slides in the presentation;
otherwise, only the current slide will be affected. Click the Play button to view the
transition. Use the drop-down menus to modify the speed or add a sound to the
transition.

4.4 Inserting Hyperlinks

In PowerPoint, a hyperlink is a connection from a slide to another slide, another

presentation, a Web page, or a file. The hyperlink itself can be text or an object such as
an image, graph, shape, or WordArt.

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Insert a Text Hyperlink
1. Select the object to be linked

2. Click Insert on the Menu Bar and select Hyperlink

3. To create a link to the following documents do this:

• Web Page – type the full address in the Address: text box (For example:
http://www.abcnews.com).

• File – click the drop-down menu of the Look in: box and select the location and file on
your computer that you want to link to (Files can include Word documents, Excel
Spreadsheets, PowerPoint Presentations, etc.).

• Place in This Document – select Place in this document and then the particular slide
you want to link to in the current PowerPoint presentation.

• Create New Document – link to a new blank document by choosing its location and
name on your computer (Be sure to type in the file extension such as .doc, .htm, .ppt,
etc. so that the appropriate type of document is created).

• Email Address – link to an email message by typing in an email address.

NOTE: To test the link in Normal View, press the [CTRL] key and click the link or to test
the link in Slide Show View, point to and click the link.

163
Change the Hyperlink Color
It may be necessary to change the color of an unvisited and visited hyperlink color if the
hyperlink text does not display on the background design.

1. Click Format on the Menu Bar and select Slide Design.

2. At the top of the Slide Design Task Pane, click the Color Schemes link.
3. At the bottom of the Slide Design Task Pane, click the Edit Color Schemes link.
4. On the Custom tab, select the color box for Accent and hyperlink.
5. Click the Change Color... button.
6. On the Standard tab, select a color for the hyperlink and click OK.
7. On the Custom tab, select the color box for Accent and followed hyperlink.
8. Click the Change Color... button.
9. On the Standard tab, select a color for the followed hyperlink and click OK.
10. Click the Apply button.

NOTE: The color changes are for all of the existing and newly created hyperlinks in the
current presentation.

Edit an Existing Hyperlink Destination

If the existing hyperlink no longer works or links to the wrong page, it can be changed.

1. Select the existing hyperlink.

2. Click Insert on the Menu Bar and click Hyperlink.
3. Select and/or type in the new hyperlink destination.

4.5 Action Buttons

An Action Settings allows the presenter or the viewer to move through the slideshow at
their own pace and order.

164
Create an Action Button

1. Select the slide you want to place a button on.

2. Double-click Slide Show on the Menu Bar, trace to Action Buttons, and then select the
button you want.
3. To draw the button, click and drag the mouse pointer on the slide.
4. In the Action Setting dialog box, select the appropriate action and item to link to (For
example: select URL... from the Hyperlink to: drop-down menu, type in a web address,
click OK to close the Hyperlink to URL dialog box, and click OK to close the Action
Setting dialog box.)

Edit the Action Button Link Destination

1. Select the Action Button on the slide.

2. Double-click Slide Show on the Menu Bar and select Action Settings.
3. In the Action Setting dialog box, select the appropriate action and item to link to (For
example: select URL... from the Hyperlink to: drop-down menu, type in a web address,
click OK to close the Hyperlink to URL dialog box, and click OK to close the Action
Setting dialog box.)

Change the Action Button Color

1. Select the Action Button on the slide

2. Click the drop-down arrow on the Fill Color button on the Drawing toolbar
and

choose one of the following:

• Select one of the colors from the default scheme.
• Select More Fill Colors to open the full color palette.
• Select Fill Effects to choose a unique background pattern.

4.6 Print Options

PowerPoint gives many options for printing. You can print your entire presentation — the
slides, outline, notes pages, and handouts. These slides can be printed in color,
grayscale, or pure black and white. The Print what: menu allows you to choose from the
various options.

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4.7 Summary

Lesson 4 discussed the “extras” in PowerPoint. Some of the extras covered were adding
animation and transitions, inserting hyperlinks and action buttons, and using the various
print options.

EXERCISE

Exercise 1 is designed to test your knowledge of the extra options PowerPoint gives
you.

Animations allow you to bring your

presentation to life, they also Text Flow Design
control the ____ of information.

Transitions are effects added to

Pictures Text Slides
what?

A hyperlink is a connection
between slides, to another
File Folder Floppy disk
presentation, a web page, and a
____.

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You can change the color of the
hyperlink by going to Slide Design Animation Design
Edit Color Schemes
on the Task Pane, what link do you Schemes Templates
go to from here?

To edit the current destination of a

Hyperlink to a new one, select the File Insert Format
______ menu.

An action button allows the

presenter to move through the True False
slide show at their own pace.

To create an action button, double-

New Slide Delete Slide Slide Show
click _____ on the Menu Bar.

If you want to print out your notes,

choose print preview, from the print
Print Who Print Where Print What
preview toolbar select _________,
click Note Pages.

In order to change an action

buttons color, follow the same
True False
directions as you would for a
hyperlink.

SECTION 5

PLAY OPTIONS

5.1 Introduction

Once you have designed your PowerPoint presentation, there are many options on how
your presentation plays. This lesson discusses hiding slides in a presentation, ending
with a blank slide, viewing in kiosk mode, and looping the presentation.

5.2 Hiding Slides

PowerPoint allows you to “hide” a slide. The slide remains in your file, even though it is
hidden when you run the presentation.

Hide a Slide

1. In Slide Sorter View, select the slide(s) to be hidden.

167
2. Click on the Hide Slide button on the Slide Sorter toolbar.

NOTE: A "null" sign will appear over the slide number

Unhide a Slide

1. In Slide Sorter View, select the hidden slide(s)

2. Click on the Hide Slide button on the Slide Sorter toolbar

5.3 Ending with a Blank Slide

This option displays a black slide that states 'End of Slide, click to Exit' as the last slide
of the presentation.

1. Click on Tools on the Menu Bar, and choose Options on a PC, on a MAC choose
Preferences.
2. On the View tab select End with a Blank Slide.

5.4 Viewing at Kiosk

Kiosk runs the slide show full-screen as a self-running show that restarts after 5 minutes
of inactivity. The viewer can advance the slides or click the hyperlinks and action buttons
but cannot modify the presentation. When you click this option, PowerPoint automatically
selects the Loop continuously until "Esc" check box.

1. Click Slide Show on the Menu Bar and choose Set Up Show.
2. Choose Browsed at kiosk check box and click OK.

Section 6 - Loop the Slide Show

If you will be running the presentation on a computer at an exhibit, you may want
PowerPoint to replay the presentation automatically.

• Click Slide Show on the Menu Bar and click Set Up Show.
• Select the Loop continuously until 'Esc' check box.

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5.5 Summary

This lesson covered some of the options PowerPoint has for playing your slideshow. We
discussed hiding slides, ending with a blank slide, viewing at kiosk, and looping the
slideshow.

EXERCISE

Exercise 1 is designed to test your knowledge of the play options within PowerPoint.

Image A: Image B:

What is image A? Delete Slide Hide Slide New Slide

What is image B? Null Sign No Transition Hide Slide

Image C:
Slide Show Hidden Slide No Animation
Image C is an example of what?

Kiosk runs the slide show full-

screen asa self-running show that
10 3 5
restarts after ___ minutes of
inactivity.

A slide show can loop itself

continuously if you set it to under True False
the Slide Show menu.

A viewer can advance slides, click

on hyperlinks and action buttons,
True False
and can also modify the
presentation in Kiosk.

SECTION 6

TIPS ON YOUR POWERPOINT PRESENTATION

169
6.1 Introduction

The previous lessons have covered the technical aspect of creating a PowerPoint
presentation. This lesson will cover tips for making your presentation easy to follow and
easy to read on an overhead projector.

6.2 Color

When deciding on colors for your presentation, make sure they will look good when you
display your presentation. For instance, dark backgrounds in a darkened room make it
difficult to take notes (and people may get sleepy). Light backgrounds may wash out the
text and make it difficult to read.

Be sure to use colors that compliment your background. For instance, don’t use black
text on a dark blue background. Always keep in mind how the colors will look projected
on a large screen, reproduced on color overhead transparencies or printed for handouts.

Note: Dark blue reproduces better than greens, browns, or reds when printing color
overheads.

Also, remember that fewer colors are better. Too many colors on a slide can detract from
the message you are trying to convey.

6.3 Background Design

When choosing a background, find something that suits the topic you are discussing.
You don’t want to talk about fashion and have a medical seal in the background unless
you are talking about surgical wear! Make sure that the background color looks good
when it is projected on-screen or printed.

If your background has a pattern, make sure that the pattern is subtle enough to stay in
the background. Your text should show through clearly over the top of the background
pattern and colors.

6.4 Images

Images can be an excellent way to illustrate a point or to compliment an idea. However,

too many can overpower the text and make your presentation difficult to follow. If you
decide to use pictures in your presentation, make sure that they do not lose any
resolution when projected on a large screen. Also, try to limit the file size of your
graphics. The larger the picture’s file size, the longer it takes for it to load on a
presentation. Waiting for a picture to load interrupts the rhythm of your delivery and
makes the audience restless.

Clip art can be a quick fix for a dull slide, but make sure that the clip art makes sense
with the points you are making. Also, be sure that your resize and recolor choices do not
clash with the overall layout and color scheme of the presentation.

6.5 Animation

170
Animation is a good way to catch the audience’s eye in the beginning of a presentation
or to highlight an important point. However, animation on every slide is distracting. The
audience may begin looking for the animated object rather than paying attention to your
message. Additionally, file size is also important when adding animation to a slide. It is
best to add animation that loads quickly.

If you use Quick-Time Movies in your presentation, be aware that they only project to
about 13 inches! If you are projecting on a 4x6 screen, the movie will appear tiny in
comparison.

6.6 Sound

Use sound as a way to draw attention to something important. If you use sound on every
slide, it loses its impact and becomes a distraction to the audience. Remember to pay
attention to file size when using sounds. Like images and animation, a large sound file
will take longer to load and will interrupt the flow of your presentation.

If you have sound in your presentation, make sure that the room you will use to present
has working speakers.

6.7 Animations and Transitions

PowerPoint has a dizzying array of transition and animations. The types of transitions
are a matter of preference, but keep in mind what they look like projected on a large
screen. Also put yourself in the audience’s place and decide whether a transition is
interesting or distracting when you see it after every slide.

When using text animations, make sure they “fit” with the slide. Text animations are best
used on bulleted lists, but can be used to bring in a graphic, or show a movie. The best
advice is to find a few effects that work for you and stick to them throughout the
presentation. Don’t make it look like you were just trying everything. Too much is
distracting!

6.8 Text

The text of a presentation is the most important element and is often the most
overlooked. Be sure the font size is readable from a distance. The minimum suggested
font size is 24 point. If shadow effects are used, make sure that the projected text can be
easily read. Use fonts without “serifs” or tails on them for title text such as Arial,
Helvetica, Verdana, or Comic Sans. “Serif” fonts such as Times New Roman or Book
Antiqua (fonts with tails) look better in the body of the text. Minimize the use of different
fonts. Use no more than three fonts in a presentation.

6.9 Presentation Tips

Don’t spend too long on any one slide. The audience needs a change of scenery
about once every 30 seconds or a minute. Only put the major concepts on a bulleted
list. Use keywords instead of sentences or paragraphs of text. Make sure all the
bullets are punctuated the same, and have similar construction. If you have
rehearsed your presentation properly, you should only need to have major points

171
 displayed and can fill in the rest of the information in your speech. If you need
additional information for yourself, you can print a copy of speaker’s notes with
elaboration of the bullet points.

 Limit the number of bullets per slide to no more than four. More bullets may look
cluttered and force you to reduce the font size.

 Avoid using the “rehearse timings” function which automatically advances slides
in your presentation. Regardless of how well rehearsed you are, the unforeseen
happens and you may get out of sync with your slide timer. Moving forward
manually allows more control over the progression of slides in case you have to
pause to answer a question from the audience or need to elaborate more
extensively.

 Use graphics, animation, and sound only when making an IMPORTANT point.
Too much clutter (graphics, animation, sound) detracts from all the hard work you
have put into your presentation.

Always check your spelling! Spelling and grammar errors ruin a speaker’s credibility.
How can an audience trust the speaker’s research if the speaker is not careful
enough to check their spelling?

6.10 Summary

This lesson focused on presentation tips for making your slideshow effective and
professional. The next lesson will discuss getting help with your presentation.

EXERCISES

Exercise 1 is designed to test your knowledge of giving a good presentation using

PowerPoint.

Too many colors on a slide can

detract from the message you are True False
trying to convey.

The background sceme should

reflect the ____ you are Topic Pictures Clip Art
discussing.

Text color should be seen over the

background clearly, without True False
struggle.

Clip art can be a quick fix for a dull Problem Topic Points
slide, but make sure it makes

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sense with the _____ you are
making.

Too many images can ______ the

text and make your presentation Improve Overpower Help
difficult to follow.

______ is a good way to catch the

audience's eye in the beginning of Sound Transitions Animations
a presentation.

Animation on every slide is

True False
distracting.

Exercise 2 is designed to test your knowledge of giving a good presentation using

PowerPoint.

If you use sound on every slide, it

loses its impact and becomes a True False
distraction.

Transitions are effects given to

Text Slide Clip Art
each ____ move to the next.

Images and sound files can be

large and take longer to load, this
True False
could possibly interrupt your
presentation.

The _____ of a presentation is the

most important element and is Animation Sound Text
often the most overlooked.

Use fonts without "serifs" or tails on

True False
them for title text.

The maximum number of bullets

5 4 3
per slide is?

The "rehearse timings" function

should be used frequently, it helps True False
keep the presenter on track.

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EDUCATIONAL SOFTWARE FOR BASIC SCHOOLS
Educational software is computer program whose primary purpose is to
enhance teaching and learning. It ranges from programs for pre-school
children, which have a large entertainment component, to straightforward typing
tutors and programs that teach foreign languages (computer-assisted language
learning, aka CALL).

Examples of educational software by subject

 English / language arts / literacy
o Dictionaries: Merriam-Webster dictionaries, Oxford English
Dictionary
o Literacy at pre-school and primary levels: Learning Ladder series
 Foreign Languages
o Vocabulary trainers: Vocabulix, VTrain
 Mathematics
o Geometry: The Geometric Sketchpad
o Derive Series eg. Derive 5 and 6.
o Arithmetic: Smart Panda
 Science

o Microsoft Encarta
o Eye Witness Science Encyclopedia

 History and Geography

o Google Earth
 Art and music
o Children's Music Journey
o Core Concepts in Art

1. Children's learning and home learning

An immense number of titles, probably running into the 1000's, were developed
and released from the mid-1990’s onwards, aimed primarily at the home
education of younger children. Later iterations of these titles often began to

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link educational content to school curricula (such as England’s National
Curriculum).

The design of educational software programmes for home use has been
influenced strongly by computer gaming concepts – in other words, they are
designed to be fun as well as educational. However as far as possible a
distinction should be drawn between proper learning titles (such as these) and
software where the gaming outweighs the educational value (described later).
Parents need such a distinction in order to make informed purchasing choices.

The following are examples of children’s learning software which have a

structured pedagogical approach, usually orientated towards literacy and
numeracy skills.
1. Knowledge Adventure’s Jumpstart and Math Blaster series
2. The Learning Company’s Reader Rabbit and Zoombinis series
3. Disney Interactive learning titles based on characters such as
Winnie-the-Pooh, Aladdin, The Jungle Book and Mickey Mouse
4. Titles targeted at older children tend to focus more narrowly on
reference (see below) or examination training.

2. Classroom aids
A further category of educational software is software designed for use in
school classrooms. Typically such software may be projected onto a large
whiteboard at the front of the class and/or run simultaneously on a network of
desktop computers in a classroom. This type of software is often called
classroom management software. While teachers often choose to use
educational software from other categories in their IT suites (e.g. reference
works, children’s software), a whole category of educational software has grown
up specifically intended to assist classroom teaching. Branding has been less
strong in this category than in those categories orientated towards home users.

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Software titles are often very specialised and produced by a wide variety of
manufacturers, including many established educational book publishers.
The schoolzone.co.uk Guide to Digital Resources, 5th ed. (2005) - An up-to-date
full-colour guide with reviews of around 500 selected and recommended
products, categorised by subject area, albeit specific to the UK school system.

3. Edutainment
In a broader sense, the term edutainment describes an intentional merger of
computer games and educational software into a single product (and could
therefore also comprise more serious titles described above under children’s
learning software). In the narrower sense used here, the term describes
educational software which is primarily about entertainment, but tends to educate
as well and sells itself partly under the educational umbrella.

Software of this kind is not structured towards school curricula, does not
normally involve educational advisors, and does not focus on core skills such as
literacy and numeracy.
Examples:
1. Microsoft’s Zoo Tycoon series, where children can learn about
animals (and business skills) while simulating the management of a
zoo.
2. Economic simulations such as Capitalism and Industry Giant,
intended for older learners.

4. Reference software
Many dictionaries and encyclopedias rushed into CD-ROM editions soon after
the widespread introduction of the CD-ROM to home computers.
A second major development occurred as the internet also became widely
available in homes, with reference works becoming available online as well.
The conversion of previously print-only reference materials to electronic format
marked a major change to the marketing and accessibility of such works.

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The opportunities brought by new media enticed new competitors into the
reference software market. One of the earliest and most well-known was
Microsoft Encarta, first introduced on CD-ROM and then also moving online
along with other major reference works. In the dictionaries market, one of the
more prolific brands was Merriam-Webster, who released CD-ROM and then
online versions of English dictionaries, thesauri and foreign language
dictionaries. A long list of online dictionaries is maintained under "dictionaries".
Wikipedia and its offspins (such as Wiktionary) marked a new departure in
educational reference software. Previous encyclopedias and dictionaries had
compiled their contents on the basis of invited and closed teams of specialists.
The Wiki concept allowed anyone and everyone to join in creating and editing an
online set of reference works.

END OF FIRST SEMESTER EXAMINATION QUESTION 2005/2006

ANSWER ALL QUESTIONS

SECTION A 2 mark each question. (There will be 20 questions in session A).

Fill in the blanks

1. The acronym PC stands for Personal Computer
2. To perform a “warm boot”, the keys Ctrl + Alt + Del……are pressed.

3. In word the icon is used for Copy…………….

4. The computer keyboard is similar to the …typewriter keyboard.

5. If you turn off the computer you will lose the information in the …RAM
6. The TV like component of the computer is called the Monitor/VDU
7. A red wavy line under a word you have typed, means Misspelled/ unknown
word.
8. Common pointing device found on PC is the Mouse

Indicate as T (true) or F (false) in the space provided

9. Application software is the same as system software….. False
10. Computer is made from wood………….. False………………
11. Present day computes are aster than the older computers………. False
12. The computer can store information on human beings…….. True……….

13. The icon is used for typing the alphabets in capital letters…… False

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14. The processing cycle is made up of input, process output…… True
15. A bit is the same as a byte……….False…………………
16. Computers can be found in the homes and supermarkets……True……….

March the following (write the correct letter in the space provided)
17. Another name for a file D a. Tape

18. Software for typing C b. Notebook

19. A storage device A c. Ms Word

20. A potable computer B d. Document

SECTION B (Short answer question). 15 mark each. Answer the following questions as
clearly as you can in the space provided.

1. What is computer literacy? Why is it important to the trained teacher?

Computer Literacy is the knowledge and ability a person has to use a computer and
technology efficiently. Computer literacy can also refer to the comfort level someone has
with using computer programs and other application that are associated with computers.
Such a person must know how computers work and operate.

Other Definition
Computer literacy is an understanding of the concepts, terminology and operations that
relate to general computer use. This includes being able to solve problems, adapt to
new situations, keep information organized and communicate effectively with other
computer literate people.

Computers are used in schools for many applications such as writing papers or
searching the Internet for information. Computer skills are also a subject being
specifically taught in many schools, especially form puberty onward – when the ability to
abstract forms. Where there are widespread, they are also a very useful part of the
education system in terms of teaching and learning. It has created a revolution in
education and therefore the trained teacher need to be computer literate in education
and therefore the trained teacher need to be computer literate in other to function
professionally.

2. Differentiate between the primary memory and secondary storage. List 3

examples of secondary storage devices.

The Main Memory has 3 functions. It stores all or part of the programs being executed,
it stores the operating system programs that manage the operating of the computer and
holds data that are being used by the programs. The main memory is volatile.
Secondary memory is used to store information in a non-volatile state and to store
volumes of data too large to fit into memory. Programs and data are stored here
permanently and retrieved into memory and when required.

178
Example of Secondary Memory are Hard Disk, Floppy Disk, CD ROM, Flash

3. What are computer viruses? How can you protect your PC against
computer viruses?

A virus is a piece of program code inserted into another program to cause some event to
occur that would not be normal or desirable. The virus becomes active when its code is
executed by the computer. Usually the person or organization that provides the file is
unaware that it contains a virus.

Alternative Definition

A virus, the most common type, is a computer program developed with the intent to
replicate the pass itself undetected to multiple computers.

The best way to prevent viruses from infecting your computer files is to ensure that you
have adequate virus-protection software installed on your computer. Since new viruses
are constantly being discovered, you must keep both your anti-virus software package
and your virus definitions up to date and scan your hard drive regularly.
Make regular backups
Scan all floppy disks before use
Download from trusted Web sites
Beware of e-mail attachments – scan them first
Delete junk e-mails – don-t forward chain e-mail

4. What is a word processor? What are the main features of a modern word
processor?

A word processor (also more formally known as a document preparation system) is a

computer application used for the production (including composition, editing, formatting,
and possibly printing) of any sort of viewable or printed material.

The main features are:

Inset text: Allows you to insert text anywhere in the document.
Delete text: Allows you to erase characters, words, lines, or pages as easily as you can
cross them out on paper.

Cut and paste: Allows you to remove (cut) a section of text from one place in a
document and insert (past) it somewhere else.

Copy: Allows you to duplicate a section of text.

Page Size and Margins: Allows you to define various page sizes and margins, and the
word processor will automatically readjust the text so that it fits.

Search and Replace: Allows you to direct the word processor to search for a particular
word or phrase. You can also direct the word processor to replace one group of
characters with another everywhere that the first group appears.

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Word Wrap: The word processor automatically moves to the next line when you have
filled one line with text and it will readjust text if you change the margins.

Print: Allows you to send a document to a printer to get hardcopy.

Others are
Headers and Footers: option of creating standard blocks of text that will automatically
appear at the top or bottom of each page in a document.

Footnoting: Automatic sequential numbering of footnotes and positioning of the

footnotes at the bottom of their appropriate pages during pagination.

Table of Contents and Index Generators: Programs that create these based on the
text of a document.

Form letter Merging: Automatic combining of a form letter with a mailing list to
generate multiple copies of the letter with the different addresses and other variable
information filled in.

Automatic Spelling Checker and Corrector: Program that compares words in the text
against an on-line dictionary, flagging item not found in the dictionary and offering
alternative spellings and a means of correcting the errors.

SEPTEMBER 2006 RESIT PAPER GNS 211 INTRODUCTION TO ICT

ANSWER ALL QUESTIONS SECTION A (2 marks for each question)

Fill in the blanks

1. The Computer is made up of the hardware and the …………………………………
2. To perform a “warm boot”, the keys ……… + ……… +………… are pressed.

3. In word the icon is used for …………………………………………

4. The computer keyboard is similar to the ………………………………………………

5. The ………………………….memory of the computer is volatile.
6. The Computer Monitor is also called the……………………………………………
7. The Control Unit and the ALU together is called the………………………………
8. Apart from the keyboard the other common input device is the…………………

Indicate as T (true) or F (false) in the space provided

9. Windows is an example of Application software………………………………
10. The capacity of a floppy disk is 1,440 bytes………………………………………
11. Mainframe computers are the oldest computers…………………………………
12. Computers are more intelligent than human beings…………………………………

13. The icon is used for typing the alphabets in capital letters………………

14. The processing cycle is made up of input, process output…………………………

15. One thousand bytes is equivalent to 1 megabyte……………………………………
16. Microsoft is a manufacturer of Computers…………………………………………

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March the following (write the correct letter in the space provided)
17. Presentation Package a. Notebook
18. Word Processing Package b. MS PowerPoint
19. A storage device c. MS Word
20. A potable computer d. Pen Drive

SECTION B
(Short answer questions) 15 marks each
Answer the following questions as clearly as you can in the spaces provided

1. What is a Computer? List 4 components of the Personal Computers hardware.

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2. Define the following terms (i) Systems Software (ii) Application Software. Give
2 examples of each.
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3. What is a backup in Computing? When is backup used? How would you protect
your data on the floppy diskette from being accidentally erased?
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4. What are four (4) advantages and four (4) disadvantage of application software?

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REFERENCES

Computer Literacy (2005). What is Literacy?

http://www.webopedia.com/TERM/C/computer_literacy.html

http://en.wikipedia.org/wiki/Curriculum

Microsoft ® Encarta ® 2006. © 1993-2005 Microsoft Corporation. All rights reserved.

National Forum on Information Literacy (2005). What is Literacy?

http://www.infolit.org/

Norton, P. (1996). Introduction to Computers. (3rd ed.). New York: Glencoe/McGraw-Hill

Shelly, G. B., Cashman, T. J., Waggoner, G. A., & Waggoner, W. C. (1995). Using
Computers: A Gateway to Information. Danvers: Boyd and Fraser Publishing
Company.
Shelly, G., Cashman, T., Gunter, R., & Gunter. G. (2002). Teachers Discovering
Computers: Integrating Technology in the Classroom. (2nd ed.).
http://www.teachereducation.com/demo/tdc_outline_tdc_demo.htm

St. Edward's University (2003). Computer competency Tutorial.

http://www.stedwards.edu/it_dept/competency/tutorial.html

Technology in Elementary and Secondary Education.

http://www.gritsonline.org/presentations/picturethis.htm

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