IT ASSIGNMENT

Ques 1 What are computers? Explain in detail the generations of computer?

Answer Computer
Computer is an advanced electronic device that takes raw data as an input from the
user and processes it under the control of a set of instructions (called program), produces a result
(output), and saves it for future use.
Generations of computer

The Generation of Computer Evolution is Generally Divided Into

5 Categories.

Time- Generations of
S.no Evolving Hardware
period Computer

1 1940-1950 First-generation Vacuum-Tube Based

2 1950-1960 Second generation Transistor Based

Integrated-Circuit
3 1960-1970 Third generation
Based

4 1970-Present Fourth Generation Microprocessor-Based

Present- Artificial Intelligence

5 Fifth Generation
Future Based

The First Generation of Computers- (the 1940s-1950s)

1. The main electronic component used in the computers of the 1940s
to 1950s era were vacuum tubes.

2. The main memory storing units were magnetic tapes and magnetic
drums.

3. The machine language was used as the programming language.

4. The sizes used to be very large which could take up entire rooms and
the speed was very slow.

5. The only input/output devices were paper tape and punched cards.
6. Around 100 different vacuum tubes were used in order to produce the
computers.

7. Examples are UNIVAC1, ENIAC, IBM 701 and IBM 650, etc.

The Second Generation of Computers- (the 1950s-1960s)

1. The main electronic component used in the computers of the 1950s
to 1960s era were transistors.

2. The main memory storing units were magnetic tape or disk and
magnetic core.

3. The assembly language was used as the programming language.

4. The sizes were smaller as compared to those of the first generation

and they used to consume low power and generate less heat.

5. There was an improvement in speed.

6. The input/output devices were magnetic tape and punched cards.

7. Examples are IBM 1401, IBM 7094 AND IBM 7090, UNIVAC 1107, and so on.

The Third Generation of Computers- (the 1960s-1970s)

1. The main electronic components used in the computers of the era
1060s to 1970s were integrated circuits ICs.

2. The memory storing units were the magnetic disk or take and a large
magnetic core.

3. High-level languages such as BASIC, COBOL, Pascal were used as the

programming language.

4. The sizes were smaller and efficient and the computers were called
minicomputers.

5. There was an improvement in reliability and speed as compared to

the second generation of computers.

6. The input/output devices were keyboards, magnetic tape monitor,

printer, etc.

7. Examples are IBM 370, IBM 360, UNIVAC 1108 and so on.
 The Fourth Generation of Computers- (1970s-present)
1. The main electronic components used in the fourth generation of
computers are microprocessors and very large scale integration
(VLSI).

2. When thousands of transistors are attached to a single microchip, it

is known as VLSI.

3. Semiconductor memory storage units such as RAM, ROM, etc were

introduced.

4. RAM (random-access memory)- Temporarily stores the programs

and data and the contents are lost when the computer is shut down.

5. ROM (read-only memory)- Permanently stores the data and

programs and the contents are retained even after shutting down the
computer.

6. High-level languages such as C#, JAVA, Python, JavaScript are used

as programming languages.

7. The sizes are smaller and the speed has improved.

8. The input/output devices are a monitor, mouse, keyboard, printer,

and so on.

9. Examples are STAR 1000, APPLE II, IBM PC, and so on.

The Fifth Generation of Computers- (present and the future)

1. The main electronic components that are used in the present
generation of computers is Artificial Intelligence which uses the
parallel processing method and the Ultra-Large Scale Integration
(ULSI).

2. The fifth generation of computers understands the natural human

language.

3. The speeds are really fast and the sizes are also small.

4. The fifth-generation computers are portable and have a huge

storage capacity.
 5. The input/output devices are keyboards, monitors, touchscreen pens,
printers, light scanners, and so on.

6. Examples are laptops, desktops, tablets, smartphones, etc.

Ques 2 Note on classification of computer

Answer Computer is an advanced electronic device that takes raw data as an input
from the user and processes it under the control of a set of instructions (called program), produces a
result (output), and saves it for future use.
Computer System can be broadly classified into four groups, namely: Mainframe Computer,
Minicomputer, Microcomputer and Supercomputer.

Classification of Computer

On the basis of size:

Mainframe computer:
• The size is up to 10,000 sq. feet
• This computer supported above 100 users at a time and each user could use
different application.
• Because of single machine use by multiple user information could be shared among
the users confidently.
• Because of central executing station, any problem caused by one user disturbs all
the users.
• There was single central administration to control the whole system.
• They had massive data storage facility.
• They were used by government agency, banking, insurance, university, etc.
Minicomputer:
• They had up to 50 terminals.
• The first minicomputer occupied 10 sq. feet area.
• There was a single control administration like main frame.
• They were used by mid range organization, business personals.
• They had relatively high processing power suitable for mid range organization.
Micro Computer:
• The micro computer is called personal computer as it has only one terminal.
 • Smallest in size, can be kept on top of our palm, lap or desk; size is decreasing day
by day.
• Their power consumption is very low in caparison to other types of computer.
• Due to their low cost they can be used at home, small business, colleges, general
stores, etc.
• These computer supports multitasking, multimedia and networking.
Super computer:
• Super computer is the most expensive and the fastest computer.
• This computer can process complex mathematical equation in a few hours.
• They are used for highly calculation intensive task such as weather forecasting,
climate research, molecular modeling, animated graphics, fluid dynamics, petroleum
exploration, physical simulation other scientific and engineering research.
• Their memory hierarchy is very carefully designed to insure the processer is kept fed
with data and instruction at all time.
• Their input output system is designed to support high band width.

Computer on the basis of data

Analog Computer:

Analog devices perform operates on data that are represented within the device by
continuous variables having a physical resemblance to quantities such as electrical,
mechanical and hydraulic. These devices process signals like voltage or frequencies.
They are widely used to work on continuous system such as operation of air craft,
nuclear power plants and industrial chemical process.

These are specific purpose computer dedicated to a single job only. Accuracy offered
by Analog computer is less and output can vary even if the input is identical. It has no
storage facility and output generated by analog device is difficult to interpret. E.g.
Thermometer, Ammeter, Voltmeter.

Digital Computer:

It is a programmable device, that process information according to logical rules. It

performs operations on binary digits. The binary information is represented in the
form of electrical voltage. The discrete values such as ON, TRUE, YES are
represented by binary number 1. The digital computer has tremendous impact in
various fields. E.g. IBMPE, MA, Laptop.

Some important characteristics of digital computer are as follows:

• It uses binary digits (0, 1) to represent all form of information.

• It has huge storage capacity.
• The output generated by digital computer is easily readable by ordinary people.
• This computer is very accurate and output dose not vary for the same input.
• This computer are very flexible and reprogram is possible as programmed can be
stored.
Hybrid Computer:

Hybrid computer shows both the features of analog and digital computers. These
computers are capable of inputting and outputting in both digital and analog signals.
They are used in hospital, Jet plane, industry, etc. It consists of both analog and
digital parts. E.g. Modem, Hybrid watch, etc.

Computer on the basis of brands:

 IBM Computer:
IBM introduced first personal computer (PC) named IBM 5150 in 1981. IBM PCs are general
purpose computers. Because of their size and cost, they became affordable and useful to
the ordinary people. Software applications such as word processor, spread sheet, browsers
and games were widely used because of IBM PCs.
Apple Inc
Hewlett-Packard
Dell
Asus
Lenovo
Acer
Sony

Computers based on Purpose

General Purpose computers

A general-purpose computer is one that, given the appropriate application and

required time, should be able to perform most common computing tasks. Personal
computers, including desktops, notebooks, smartphones and tablets, are all
examples of general-purpose computers. ENIAC, designed and built in the 1940s,
was the first general-purpose computer.

Specific Purpose Computers

A Specific-Purpose Computer is designed to be task specific and most of its job is to

solve one particular problem. They are also known as dedicated computers, because
they are dedicated to perfom a single task over and over again.

Ques 3 what is mail merge? Explain step by step process for performing mail merge ?
Answer mail merge
Mail merge entails combining mail and letters and pre-addressed envelopes or mailing labels for
mass mailings from a form letter. In other words, it is the automatic addition of names and addresses
from a database to letters and envelopes This feature is usually employed in a word processor.

TYPES OF DOCUMENTS IN MAIL MERGE Mail Merge requires three types of documents:

(a) Main Document,

(b) Data Source, and

 (c) Merge Document.

(a) Main Document: In a Mail Merge operation, the personalized document (such as, a standard
letter, or envelope, or mailing label) is known as the main document. It is the document containing the text
and graphics that stay the same for each version of the merged document - for example, the return address
and body of a form letter.

(b) Data Source: Data source is a file that contains the names and addresses or any other
information that vary with each version of a mail-merge document. For example, a list of names and addresses
for a form letter you want to send to a list of clients or other people.

(c) Merge Document: When you merge the main document with data source, a third document
called merge document will be produced. The merge document can be merged to the screen to view letters
along with addresses; or directly to the printer to print the letters along with addresses and print addresses on
envelopes or labels; or save as some other file that can be used later for printing. Inserting the data or
information from the data source in the main document creates the merge document. For example, insert the
merge field «City» in a letter document to have Word insert a city name, such as “New Delhi” that is stored in
the City data field.

Steps to perform a mail merge:

1. Prepare data of names and addresses in Excel data sheet for mail merge.

2. Then, in a new blank word document start mail merge.

3. Insert a merge field.

4. Preview and finish the mail merge

5. Save your mail merge.

Ques 4 what are macros in ms word how are they created

Answer What is a Word macro?

Macros are considered a standard feature in programming as well as the use of computer
programs. They are basically subprograms that developers and users can create to
save sequences of commands or operating instructions, which can then be started with a
simple action. When faced with many regularly recurring tasks, Microsoft Word is typically an
application that benefits from the option to automate work steps.

For this reason, the Editor (as well as Access, Excel or PowerPoint, for example) include an
integrated tool for recording and executing custom Word macros. The script language Visual
Basic for Applications (VBA), likewise developed by Microsoft, serves as the recording language
here.

How Do Macros Work in Word?

Creating macros in Word may sound like a task for experienced programmers at first. After all,
writing new program code in a special programming language is not often among the core skills
of the average Word user. However, the fact that creating and using Word macros is possible
without any programming knowledge at all is thanks to the integrated macro tool. Known as
a macro recorder, this tool makes writing code completely unnecessary. To create a new macro,
all the user has to do is start recording, perform the desired operating steps and commands, and
 then stop the recording again when the sequence is finished. The VBA code for Word macros is
generated automatically; no further action is required on the part of the user.

You can also assign each new macro in Word with a unique key combination or button that
allows the corresponding command sequence to be run at any time. In the case of buttons, these can be
added to the toolbar for quick access, enabling you to start a macro with a single click. If the Word
macro created is to be available in all documents, save it in the template file Normal.dotm, which is used
by Word as the general template for all new text projects.

Creating Macros in Word: How it Works

If you would like to configure your own automated sequences for your Word documents, but lack
the technical knowledge in the programming language VBA, you should use the option to create
macros in Word using the recorder. You can find the macro tools as standard under the
“Macros” section in the “View” tab. In order to make it easier to create and manage Word macros,
however, it is advisable to activate the developer tools which provide you access to the Visual
Basic Editor, among other features. This optional toolbox can be unlocked as follows:

1. Open the “File” tab.

2. Click on “Options”.
3. Switch to the “Customize the Ribbon” section and place a checkmark in the
“Developer” box (under “Main Tabs”).

As soon as you have activated the “Developer” tools in the Word options, the tabunder the
same name will automatically be added to the user interface. When you click on it, you will see the
section for creating and managing macros in the far left of the toolbar. Find out in the following step-by-
step guide how to create your own macros in Word using this quick-access menu and how you can run
them at a later time.

Ques 5 explain the features of ms power point and also state what all features are required
for good presentation?
Answer

Given below are a few important things that one must know about the development and
introduction of Microsoft PowerPoint:

• The program was created in a software company named Forethought, Inc. by Robert
Gaskins and Dennis Austin.
• It was released on April 20, 1987, and after 3 months of its creation, it was acquired by
Microsoft.
• The first version of this program, when introduced by Microsoft was MS PowerPoint 2.0
(1990).
• It is a presentation-based program that uses graphics, videos, etc. to make a
presentation more interactive and interesting.
• The file extension of a saved Powerpoint presentation is “.ppt”.
• A PowerPoint presentation comprising slides and other features is also known as PPT.
Gradually, with each version, the program was more creative and more interactive. Various other
features were added in PowerPoint which massively increased the requirement and use of this
MS Office program.
From the examination point of view, MS PowerPoint happens to be a very important topic.
Candidates who are preparing for the various Government exams can visit the Computer
Knowledge page and get a list of topics included in the syllabus and prepare themselves
accordingly.

Features
1. PowerPoint Design Ideas

First on this list and one of my favorite features of PowerPoint is the

“Design Ideas“. It can be found in the “Design” tab in PowerPoint. Once
you are there you will see two separate sections. One section will be a
theme and the other will be a different variant of that theme. These themes
are for each slide.

PowerPoint’s Design Ideas automatically and instantly provides you

will several design options for a particular slide based on the content
that is present on the slide.

Design Ideas can help you save a good amount of time and make your
slides look good. It is a great feature for those who perhaps want to
improve the design of the slides but are not really great at creating designs.

It doesn’t always give the perfect design option, and sometimes you do
need to play around with it a little bit to get a good design. But, most of the
time, it doesn’t get the job done.

Design Ideas is a great feature that is unique to Microsoft PowerPoint and

something that most other presentation programs do not have. But, other
unique features presented in this article give a great advantage when
using PowerPoint!

2. Animations
Microsoft PowerPoint animations allow you to emphasize certain points of
your current slide. There are primarily 3 categories of animations in
PowerPoint. You can select any object in your slide and animate it with
these animations:

• Entrance Animation
• Emphasis Animation
• Exit Animations
.

Each animation category provides you with a huge list of additional options
to choose from.

As the name suggests, entrance animation is a type of animation

that will make a shape, text or any other element appear on a slide.
Likewise, an exit animation can be applied when you want a certain
element to disappear from the slide.

Emphasis animation can be used when you want to highlight or bring the
attention of the audience members to a particular element on the slide.

Once you choose and apply the animations, you also get other options.
You can select how long you want animations to last, when you want them
to start, and when you want them to end. Microsoft was not shy when they
gave us the number of features that they did regarding animations.

3. Slide Transitions
I have seen a lot of people confuse slide transitions with animations and
vice versa. It is important to remember that they are completely different
things.

While animation gives you the ability to animate elements within your slide,
transitions give you the ability to change how slides change from one to
another. This can have a significant impact on a slide’s first impressions.

Some of the most notable transitions are:

• Cut
• Reveal
• Shapes
• Uncover
• Wipe
Other options include the ability to set the speed of your transition, change
the dynamic of the transition, and much more. Again, Microsoft has added
a lot of customizability over the last few years when it comes to transitions.

When using transitions, you can alter the entire feel of a presentation
without changing its theme. I recommend taking your time and making sure
that each transition doesn’t feel forced but feels natural to the presentation.

4. Images
Sometimes an image can say a thousand words. With that in mind, it is
easy to understand why adding images to your presentation can help you
say more than you could while using words. Well, at least this is true in
some cases.

If your presentation feels slightly boring, don’t be afraid to throw in an

image every now and then. To be honest, most presentations require
images anyway. Not only are they necessary, in some cases, they can also
spice up your presentation.

When it comes to adding images, there are two main ways of doing this.
You could either add an image via your PC or you can embed an image
from somewhere else on the internet. Whatever best suits you, PowerPoint
has you covered.

5. Merge Shapes
Microsoft PowerPoint allows you to merge shapes. This is because they
understand that they might not always have the exact shape that you are
looking for.

So, hopefully, merging shapes can help give you a uniform shape. I say
“uniform” because if you cannot find a shape that you want to use, you
could draw one. The problem is, this might not be the best option because
freehand drawing can be difficult.

If merging shapes is still not giving you what you want, there is another
option that you can use. These are known as “smart-art”. It can help you
transform your presentation into something phenomenal.

6. Videos
Another great way of spicing up a presentation is to add videos to certain
slides. As we discussed with images, a video can say a lot without having
to use words. In fact, there are so many applications for using videos in
your presentation. I guess the only limit would be your imagination.

Videos can be easily added from the storage on your PC. This might make
the size of your presentation quite large. So, you might want to double-
check the size of the video before inserting it into your presentation.

Again, this is one of my favorite features of PowerPoint. You can easily

add videos to your presentation from Youtube. We are trying to keep
each section brief so I can’t go into too much detail about the importance of
being able to add videos from YouTube. However, there are a lot of
reasons.

So, if you don’t have the video on your PC and you cannot find it on
YouTube but you know where it is on another website, all you need to do is
get the embed code for that video. This can often be done just by right-
clicking on the video, copying the embed code, and then you can embed it
into your presentation.

7. Icons
With the ability to add icons to your presentations, it just gives you some
freedom to add a personal touch to the presentation. It is important to note
that some versions do not come with the icons feature. However, if you
have Office 365 you should always have the icons option.
If you do not have the option to use icons, you could technically use shapes
and with some clever aligning skills, they could be turned into icons or at
least used as such. You could also use icons found on the web. They
would need to be saved to your PC as an image and then again, with some
clever aligning skills, nobody would know the difference.

8. PowerPoint Notes for Presentation

When you are giving a presentation it is often difficult to constantly
remember what you have to say. This is true even though you have the
slide right in front of you. That is where the notes feature comes in. They
can help you remember what to say for each slide which is a great way to
stay on topic.

Your presentation can be set up in a way that the notes do not appear on
the presentation but they still appear on your PC or Mac. Remember, most
of the time the people who are viewing the presentation cannot see this.
Otherwise, you can also hide your notes

The notes feature is not just there for you to remember what to say and a
lot of people tend to overlook this. If you are working in a team, then using
notes can help other employees or other people who are working on the
presentation understand what’s happening on each slide.

9. Morph Transition
We have already talked about transitions earlier in the article. However,
“Morph Transition” is by far one of the best ways to you make your slides
give a great first impression. In fact, this creates a lasting impression as
well!

By using Morph Transition, you can make actually make elements move
between slides – a feature that gives a video-like feel to your PowerPoint
slides!

It is important to remember that the slides where Morph Transition is used,

need to have at least one element that has something in common between
both the slides.

I shall soon be making a video to help you understand how the Morph
Transition works in PowerPoint and how you can leverage this feature to
take your PowerPoint presentations up a notch! (I will update it here once
the video is created).

10. Charts
This is one of the most used features of PowerPoint. It is also one of the
best features in terms of what you can do with it. Using charts in your
presentations can help you illustrate data in an easy-to-understand way for
your audience.
You can also link charts to external data sources. Most notably, you can
link to excel sheets. The chart’s functionality in PowerPoint is so versatile
you can even get your chart to be updated automatically in PowerPoint
when the data gets edited in excel.

Tips for Making Effective PowerPoint Presentations

▪ Use the slide master feature to create a consistent and simple design template. It is fine to
vary the content presentation (bulleted list, two-column text, text and image, etc.), but be
consistent with other elements such as font, colors and background.
▪ Simplify and limit the number of words on each screen. Use key phrases and include only
essential information.
▪ Limit punctuation and avoid putting words in all-capital letters. Empty space on the slide
will enhance readability.
▪ Use contrasting colors for text and background. Light text on a dark background is best.
Patterned backgrounds can reduce readability.
▪ Avoid the use of flashy transitions such as text fly-ins. These features may seem
impressive at first but are distracting and get old quickly.
▪ Overuse of special effects such as animation and sounds may make your presentation
“cutesy” and could negatively affect your credibility.
▪ Use good-quality images that reinforce and complement your message. Ensure that your
image maintains its impact and resolution when projected on a larger screen.
▪ If you use builds (lines of text appearing each time you click the mouse), have content
appear on the screen in a consistent, simple manner; from the top or left is best. Use the
feature only when necessary to make your point, because builds can slow your
presentation.
▪ Limit the number of slides. Presenters who constantly “flip” to the next slide are likely to
lose their audience. A good rule of thumb is one slide per minute.
▪ Learn to navigate your presentation in a nonlinear fashion. PowerPoint allows the
presenter to jump ahead or back without having to page through all the interim slides.
▪ Know how to and practice moving forward and backward within your presentation.
Audiences often ask to see a previous screen again.
▪ If possible, view your slides on the screen you’ll be using for your presentation. Make
sure the slides are readable from the back row seats. Text and graphic images should be
large enough to read but not so large as to appear “loud.”