Revised and Updated 2021 Edition

INFORMATION COMMUNICATION TECHNOLOGY

CERTIFICATE IN COMPUTER APPLICATIONS PACKAGES

INTRODUCTION TO COMPUTER STUDIES
STUDY NOTES

INTRODUCTION TO COMPUTER

Compiled By Teacher Jeff

 VARIOUS DEFINITIONS

1. A computer is an electronic device that accepts user input (data) and transmissions it under influence of sets
of special instructions (Program) to produce desired output (Information).

2. A computer is an electronic device or set of devices that work under the control of a stored program
inputting data from external source and processing it to produce information that can stored and
retrieved for future reference.

3. The computer is an electronic device with ability to -:

 Accept users supplied Data and Instructions.

 Store them, perform mathematical and logical operations (i.e. execute the instructions).
 Output the results according to user specifications.
 Transfer data, images and sound through telephone lines or cables at a very fast rate.
Since a raw collection by itself may not be meaningful, it has to be processed.

Computers are therefore data processing machines that process data and provide meaningful information.

TERMINOLOGIES

I. Input: It is the data to be fed into the computer.

II. Output: it is the out information or feedback.
III. Data: They are the raw facts and figures that are collected and fed into the computer for further
processing, retrieval and storage.
IV. Information: It is the processed data, structured and summarized in.
INFORMATION

Data converted into a more useful intelligent form.

When computer process data it perform the following functions

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 INPUT PROCESS OUTPUT

Data &

Instructions Execution & storage Information

(What we give) (What is done) (What we get)

CHARACTERISTICS OF A COMPUTER

1. SPEED: - As you know computer can work very fast. It takes only few seconds for calculations that we take hours
to complete. You will be surprised to know that computer can perform millions (1,000,000) of instructions and even
more per second.

Therefore, we determine the speed of computer in terms of microsecond (10-6 part of a second) or nanosecond (10
to the power -9 part of a second). From this you can imagine how fast your computer performs work.

2. ACCURACY: - The degree of accuracy of computer is very high and every calculation is performed with the same
accuracy. The accuracy level is determined on the basis of design of computer. The errors in computer are due to
human and inaccurate data.

3. DILIGENCE: - A computer is free from tiredness, lack of concentration, fatigue, etc. It can work for hours without
creating any error. If millions of calculations are to be performed, a computer will perform every calculation with
the same accuracy. Due to this capability, it overpowers human being in routine type of work.

4. VERSATILITY: - It means the capacity to perform completely different type of work. You may use your computer
to prepare payroll slips. Next moment you may use it for inventory management or to prepare electric bills.

5. POWER OF REMEMBERING: - Computer has the power of storing any amount of information or data. Any
information can be stored and recalled as long as you require it, for any numbers of years. It depends entirely upon
you how much data you want to store in a computer and when to lose or retrieve these data.

6. No IQ: - Computer is a dumb machine and it cannot do any work without instruction from the user. It performs
the instructions at tremendous speed and with accuracy. It is you to decide what you want to do and in what
sequence. So a computer cannot take its own decision as you can.

7. NO FEELING: - It does not have feelings or emotion, taste, knowledge and experience. Thus it does not get tired
even after long hours of work. It does not distinguish between users.

8. STORAGE: - The Computer has an in-built memory where it can store a large amount of data. You can also store
data in secondary storage devices such as floppies, which can be kept outside your computer and can be carried to
other computers.

AREAS WHERE COMPUTERS ARE USED

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SUPERMARKETS
- Provides quick way of checking out customers purchases through EPOSS
- Provides opportunity to customers to purchase goods without hard cash through EFT.
- to help in management of daily stock control, for production of receipts and can be used as a barcode
reader

BANKS
- Manage financial transactions through the use of special cash dispensing machines called ATMs used for
cash deposit and withdrawal services
- Processing of cheques
- For preparation of payrolls
- Better record keeping and processing of documents
- Provide electronic money transfer facilities

HOMES
- Entertainment e.g. watching movies, playing music, playing computer games
- For storing personal information / documents
- For calculating and keeping home budgets

INDUSTRIES
- To monitor and control industrial processes through the use of robots
- For management control i.e. to keep track of orders, bills and transactions
- For advertisement purposes, which enable an industry to attract more customers
- CAD {Computer Aided Design} allows accurate, quick and easy designs of products on computer screen.

LAW ENFORCEMENT AGENCIES

- For matching, analyzing and keeping database of fingerprints
- For taking photographs and other identification details
- For record keeping
- For face recognition, scene monitoring and analysis, which help the police carry out criminal
investigations speedily.

TRANSPORT INDUSTRY
- Airports; to control the movement of aircrafts, their take off and landing using radar equipment
- For making reservations (Booking purposes)
- Storing flight information
- Automobile traffic control i.e monitoring vehicle traffic in busy towns
- In Railway corporations to coordinate the movement of goods and wagons
- In shipping control for efficient management of fleets, cargo handling and communication

OFFICES
- For receiving and sending of information through e-mails, fax , etc
- Production of documents
- Keeping records

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HOSPITALS
- For keeping patient records
- Keeping records of purchases and stock of medicine
- Analysis data obtained from X-rays
- Maintaining the booking system of scarce resources such as operation theaters.
- Control of life support machines in intensive care unit
- Used by physicians to get proper diagnosis of the affected part of body through cross sectional view

EDUCATION
- Access internet through email to link different schools and to exchange knowledge
- Communication through email to link different schools and exchange knowledge
- For teaching and learning purposes e.g. computer practical
- Administration – storing information about students, processing grades and teachers salaries.

LIBRARY SERVICES
- Enables library personnel to easily access and keep updated records of books and other library
materials i.e.
to keep electronic catalogues and track book circulation.
- Library users can also use computers to search for titles instead of using the manual card catalogue

ENTERTAINMENT INDUSTRY – to generate and edit computer graphics in movies and games.

MILITARY - to design weapons and control flight.

RESEARCH INSTITUTIONS - to process and analyze data.

IMPAIRED PERSONS
- converts speech to text for the deaf
- converts spoken language to sign language for the deaf.
- Converts text to speech for the blind using speech synthesizers.

NEGATIVE EFFECTS OF COMPUTERIZATION

1. The introduction of computers has lead into unemployment, in some companies thousands of workers
have been made redundant.
2. Computer technology has created new opportunities for crime such as hacking, theft of data and the
introduction of viruses.
3. Computers have caused stress at places of work as humans try to keep up with the output of their
computers.
4. People who work with computers a lot without interacting with other people are likely to develop

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 psychological problems due to isolation.

5. Computers have affected relationships of people working together such as employee-supervisor

relationships and thus becoming a dehumanizing factor.
6. Computerisation has caused job content reduction and role ambiguity.
7. Cause of power redistribution organizations due to change in organizational structure..

METHODS OF BUYING A COMPUTER

1. Purchasing from a computer dealer or IT specialist a package that includes the equipment,
installation and after-sales support. Sometimes more costly than direct from a manufacturer, but
a good option if technical expertise in your organisation is limited or your IT is complicated. Advice
with choosing the right system, help installing a new network, database or email system and
expert ongoing maintenance will assist in avoiding problems.
2. Direct from the manufacturer or mail-order company by phone or via the Internet. This is quick
and cheap, but only useful if you are absolutely certain of what you want. After-sales support is
usually by phone only and limited.
3. Going to a retail shop will generally cost more than other options, and after-sales service is
unlikely to meet the needs of a community organisation, as the main market for retail outlets is
usually home users rather than businesses.
4. Leasing equipment has various advantages, including being able to trade in for a different model if
your needs change, and payment terms that fit within your operating rather than capital budget.
However, it may be a more costly option in some instances.

TYPES OF COMPUTERS (CLASSIFICATIONS OF COMPUTERS)

Computers are classified according to Size, Purpose and functionality

(I) Size

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ACCORDING TO SIZE COMPUTERS ARE CLASSIFIED AS:
1. Super computers

They are very large in size and use multiple processors and superior technology. Super computers are biggest
in size, the most expensive in price than any other is classified and known as super computer. It can process
trillions of instructions in seconds. This computer is not used as a PC in a home neither by a student in a
college. Governments specially use this type of computer for their different calculations and heavy jobs.
Different industries also use this huge computer for designing their products.

In most of the Hollywood's movies it is used for animation purposes. This kind of computer is also helpful for
forecasting weather reports worldwide. They are known for von Newman's design i.e. multiple processor
system with parallel processing. In such a system a task is broken down and shared among processes for faster
execution. They are used for complex tasks requiring a lot of computational power.

2. Mainframe computers
A mainframe is another giant computer after the super computer and can also process millions of
instruction per second and capable of accessing billions of data .They are physically very large in size with
very high capacity of main memory. This computer is commonly used in big hospitals, air line reservations
companies, and many other huge companies prefer mainframe because of its capability of retrieving data on
a huge basis. They can be linked to smaller computers and handle hundreds of users they are also used in
space exploitation. The term mainframe was mainly used for earliest computers as they were big in size
though today the term is used to refer to large computers. A large number of peripherals can be attached
to them. They are expensive to install.

3. Minicomputers
They are smaller than the main frame but bigger than minicomputers. They support concurrent users. They
can be used as servers in companies. They are slower and less costly compared to mainframe computers but
more powerful, reliable and expensive than micro computers.

4. Micro computers
They are of advanced technology i.e. the micro era based on large scale integration that confines several
physical components per small elements thumb size IC, hence the size reduced. It is the smallest of the three
computers. They are usually called personal computers since they are designed to be used by individuals. The
micro chip technology has enabled reduction of size of computers. Microcomputers can be a desktop,
laptop, notebooks, or even palmtop
o Notebook computer An extremely lightweight personal computer. Notebook computers
typically weigh less than 6 pounds and are small enough to fit easily in a briefcase. Aside from
size and portability, Notebook computers use a variety of techniques, known as flat-panel

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 technologies, to produce a lightweight and non-bulky display screen.
o Desktop Computer is an independent personal computer that is made especially for use on a desk in
an office or home. The term is used mainly to distinguish this type of personal computer from
portable computers and laptops, but also to distinguish other types of computers like the server
or mainframe.
o Laptop A small portable computer light enough to carry comfortably, with a flat screen and
keyboard that fold together. Laptops are battery- operated, often have a thin, backlit or sidelit
LCD display screen, and some models can even mate with a docking station to perform as a full-
sized desktop system back at the office. Advances in battery technology allow laptop

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 computers to run for many hours between charges, and some models have a set of business
applications built into ROM. Today's high- end (Advanced) laptops provide all the capabilities
of most desktop computers.
o Palmtop A small computer that literally fits in your palm. Compared to full-size computers,
palmtops are severely limited, but they are practical for certain functions such as phone books and
calendars. Palmtops that use a pen rather than a keyboard for input are often called
handheld computers or PDAs. Because of their small size, most palmtop computers do not include
disk drives. However, many contain PCMCIA slots in which you can insert disk drives, modems,
memory, and other devices. Nowadays palmtops are being integrated into the mobile phones
as multipurpose devices.

(II) PURPOSE (USE)

All computers fall into two broad groups according to the tasks they perform namely special and general
purpose.

(a) Special purpose computers

They are designed to serve/ perform only one specialized task. These computers cannot perform other
task except the one they were meant to do. The set of instructions which drive the a special purpose
computer are limited in number at the time of manufacturer. Examples are: robots used in
manufacturing industry, mobile phones for communication, electronic calculators for calculations,
watches, oven etc. they can perform the task very fast and very efficiently since they are dedicated to
a single task. Are relatively cheap.

(b) General purpose

Are designed to be able to perform a variety of tasks when loaded with the appropriate programs. Are
quite flexible to be applied in a wide range of applications like document processing, performing
calculations, accounting, data and information management etc.

(c) Embedded computers

Are inbuilt within machines that they control. They have hidden inputs originating from the machines
they are controlling. Embedded computers are found in microwaves, digital cameras, digital watches and
air conditioners.

(III) Functionality
In this class computers are classified according to the type of data they can process.

o Analog computers
Process data that is analog in nature which is continuous. They solve mathematical operations and

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 logical comparison by measuring the amount of change in physical magnitude e.g. speed, temperature,
etc. They are dedicated to a single task. Are used in manufacturing process control like monitoring and
regulating furnace temperatures, speed, pressures, weather, etc, stations to record and process physical
quantities e.g. wind, cloud speed, temperature, etc. in addition to PCs, most modern home appliances such
as digital TVs, microwaves, wall clocks are digital in nature. Continuous data is represented using a
continuous waveform.

- Digital signal Draw manually

o Digital computers
They process digital data only which is discrete in nature and their operations are based on two states
namely "on" and "off" or "1" and "0".

Analog signal {Draw manually }

o Hybrid computers
`They are computers build with the characteristics of both analog and digital, thus process both analog and
digital data.

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COMPUTER STRUCTURE

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 COMPUTER SYSTEM PARTS

COMPUTER

Computer Computer LIVEWARE

HARDWARE SOFTWARE

COMPUTER HARDWARE

Refers to the physical components of a computer such as the monitor, Keyboard, Mouse, system unit etc.

Hardware units (Devices) of a computer can be categorized into five units;

(i) Input unit

(ii) Output
(iii) Central processing unit (CPU) or processor
(iv) Main Memory
(v) Secondary storage/Backing Storage

1) INPUT DEVICES
An input device lets you communicate with a computer. They are used to enter information and issue
commands to the computer. Commands tell the computer to do something, like save the file. A
keyboard, mouse, scanner, digital camera, touch pads and joystick are examples of input devices.
o Keyboard Used to type data into the computer. It has special keys for giving the computer
commands called command or function keys

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 PARTS OF KEYBOARD
I. Functions keys – F1 to F12.
II. Alphanumeric (Tying) keys – labelled A – Z, Caps lock, Enter keys, Tab key, Spacebar, backspace etc.
III. Cursor movement (Navigation) & Editing keys – arrow keys, Page up and Page down, Home and end keys,
Edit keys, Insert key, Delete
IV. Special keys – Shift, Ctrl, Alt, Esc etc.
V. Numeric keys – 0 to 9, +, ", /, -

o Pointing Devices Pointing devices move some object on the screen and can do some action
Mouse is a common pointing device o Scanner allows you to scan documents, pictures, or
graphics and view them on the computer. You can also use software to edit the items you scan.
Used to put printed pictures and text into a computer. It Converts an image into dots that the
computer can understand .To scan text, optical character recognition (OCR) software is needed
MOUSE TECHNIQUES
a. Clicking – means pressing and releasing the left mouse button once.
b. Double clicking – pressing the left button twice in quick succession.
c. Right clicking – pressing the right hand side mouse button once.
d. Drag and drop – the user drags an item from one location on the screen to another.
e. Drag – press and hold down left button and the move the mouse to the new location
f. Drop – release the button immediately after dragging the item to the new location.

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 o Digital Camera Used to take electronic pictures of an object. The pictures taken by a digital
camera can be used directly by a computer
o Microphone Used to put sound into a computer. Need sound recording software o Video Capture
Card Usually place inside the computer's case. Use to put video into a computer.
Need a video source, either a video camera or video recorder o Voice input device-A
computer I/O device in which vocal commands may be entered into a computer system. o Optical
character recognition (OCR) is computer software designed to translate images of handwritten
or typewritten text (usually captured by a scanner) into machine-editable text, or to translate
pictures of characters into a standard encoding scheme representing them (e.g. ASCII or Unicode).
o Optical Mark Reader (OMR) A special scanning device that can read carefully placed pencil
marks on specially designed documents. OMR is frequently used in forms, questionnaires, and
answer-sheets

2) OUTPUT DEVICE
An output device displays information on a screen, creates printed copies or generates sound. A monitor,
printer, and speakers are examples of output devices.
o Monitors and Displays Shows the processed information on a screen. A monitor uses a Picture Tube
like a television with the image displayed on the front of the tube, which is called the screen.
o Printers produce a hard copy. The information is printed on paper and can be used when the
device is off. It is also called a printout. There different types of printers;

Y Dot-matrix printers (impact printer)

• Uses metal pins to strike an inked ribbon to make dots on a piece of paper.
• Lowest print quality of all of the printers.
• Very low in cost per page to use.
Y Ink jet printers (non-impact printer)
• Use drops of magnetic ink to produce dots on a page to produce text or
images.
• The print quality is almost the same as a laser printer's.
• The ink is very expensive
• The ink is water soluble and will run if the paper gets wet
• Highest cost per page of all the printers
• For producing color documents, it has the highest quality at a reasonable
price.
Y Laser printers (non-impact printer)
• A laser or LEDs make dots on a light sensitive drum
• Toner (very tiny particles of plastic) stick to the drum where the dots where
made
• For black and white printouts, very low cost per page

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 • Printout is permanent
• Color laser printers are still fairly expensive
o Speakers Used to output sound o LCD Projectors Similar to monitors but
projects an image on to a screen. They are mainly used for presentations.

3) CENTRAL PROCESSING UNIT (CPU)/PROCESSOR

It is the main part of a computer system like the brain of a human being. It interprets the
instructions in the program and executes one by one. The CPU of a microcomputer is called a
microprocessor. Central Processing Unit is implemented in a single piece of silicon device known as a
computer chip.

The processor and main memory of a PC are commonly held on a single board called a mother board. The
processor has the following functions:

• It controls the transmission of data from input devices to memory;

• It processes the data held in main memory;

• It controls the transmission of information from main memory to output devices.

The processor contains the control unit and the arithmetic/logic unit(ALU).

The control unit coordinates and controls all the operations carried out by the computer. The control
unit operates by repeating three operations which are:

• Fetch – cause the next instruction to be fetched from memory;

• Decode – translate the program instruction into commands that the computer can process

• Execute – cause the instruction to be executed The arithmetic/logic unit(ALU) plays two roles.

• Arithmetic operations – these operations are addition, subtraction, multiplication and

division..
Logical operations – it compares two data items to determine whether the first one is smaller than, equal
to or greater than the second item.

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 4) MAIN MEMORY

The cycle (input - processing - output) would not be possible without a holding place for the
instructions and data that the processors (CPU) can easily reach. This holding place is known as
memory also called main storage and is internal to the computer consisting of RAM and possibly ROM.

RANDOM ACCESS MEMORY (RAM)

• Is the basic kind of internal memory that holds data and instructions while the computer is in use.
• It can be read from and written to.
• It is called random access because the processor or computer can access any location in memory in
any order as contrasted with sequential access devices which must be accessed in order.
• RAM is volatile; losing the stored information in an event of power loss, and quite expensive.

There are two basic types of RAM.

Static RAM does not need to be refreshed, which makes it faster; but it is also more expensive than
dynamic RAM. Dynamic RAM needs to be refreshed thousands of times per second. Both types of RAM
are volatile, meaning that they lose their contents when the power is turned off.

ROM (Read only memory)

• Is also random access but only for reads, once data has been written onto a ROM chip, it cannot be
removed and can only be read.
• It refers to special memory used to store programs that boot the computer and perform
diagnostics. Most personal computers have a small amount of ROM (a few thousand bytes).
• Retains its contents even when the computer is turned off and is therefore referred to as being
nonvolatile.

5) SECONDARY STORAGE

These are devices, which are used to store huge information for future use. This is mostly hard drives and
removable media such as floppy disks, optical media (CD ROM) etc.

Hard Drive:
Hard disk drives are magnetic, non-volatile computer storage devices. A hard disk drive stores data on

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 two spinning platters inside the drive. The data is read with a read/write head that uses magnetic
technology to write the data. The non-volatile nature of a hard disk drive means the data does not
get erased when the drive loses power, as is the case with random access memory.

Floppy Disk: Floppy disks allow information to be transported easily from one computer to another
they have limited storage capacity, generally 1.44 MB. Saving and retrieving information from a
floppy disk is slower than on a hard drive. They are more susceptible to physical damage and viruses
than the hard drive. The size of a hard drive is usually expressed in terms of megabytes and
gigabytes.

Compact Disk Read Only Memory (CD ROM): CD ROMs are read only storage medium. Typically, a CD
ROM holds up to 650 MB of information. While information retrieval is faster than from a floppy disk,
it is still not as fast as from the hard drive.

Compact Disk-Writable (CD-R): A CD-R is highly effective for storing a large amount of data. Can hold up
to700MB of information. A CD-R is a one time recordable compact disc.

Compact Disk-Re-Writable (CD-RW):

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 can be repeated several thousand times per disc
Magnetic tapes
A magnetic tape is made using a thin ribbon coated magnetic material on which data can be stored using
magnetic process. The tape may be housed inside a plastic as a cassette or coiled around an open wheel.
It uses serial access. It stores large amount of data at relatively low cost
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 Computer units interaction dia gram

Main Me mory

Input Output Device

Devices Processor

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The diagram above shows how the units interact with each other in the processing of data. Input
devices enter information to be processed by the processor. The processor can read and write into the
secondary storage devices.

The processor also stores the instructions being currently executed into the main memory. So can be
able to read and write into the main memory (RAM). Once the data has been processed by the
processor, the output devices can display the data. Please note the direction of the arrows as it
depicts the flow of the data and instructions.

HOW INFORMATION IS STORED IN COMPUTERS

Information is stored in computers in the form of bits. A bit is used to represent information in the computer.
They are referred to as binary digits i.e. the 0's and 1's with 0 representing an OFF state and 1 representing
an ON state.
The stored bits are usually retrieved from computers memory for
manipulation by the processor

A single bit alone cannot represent a number, letters or special characters, to represent
information; bits are combined into groups of eight. A group of eight bits is called a byte.
Each byte can be used to represent a number, letter or special character.

COMPUTER SOFTWARE

Software is a Program commercially prepared and tested in software by one or a group of

programmers and system analyst to perform a specified task. Software is simply set of instructions
that cause a computer to perform one or more tasks. The set of instructions is often called a
program or, if the set is particularly large and complex, a system. Computers cannot do any useful
work without instructions from software; thus a combination of software and hardware (the
computer) is necessary to do any computerized work. A program must tell the computer each of a
set of tasks to perform, in a framework of logic, such that the computer knows exactly what to do
and when to do it. Data are raw facts and ideas that have not been processed while Information is
data that has been processed so as to be useful to the user.

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 CLASSIFICATION OF SOFTWARE

Software

System software Applicatio n software

Operating Service Ge neral /ready Special/tailor

system programs made made
applications applications

Utilities De velopmen program Communication programs

Software can be broadly classified into system software and application software

SYSTEM SOFTWARE
Consists of programs that control operations of the computer and enable user to make efficient use of computers.
They coordinate computer activities and optimize use of computers. They are used to control the computer and
develop and run application programs examples of jobs done by the system software are management of computer
resources, defragmentation etc. They can be divided into:
(i) Operating system – is a complex program and most important program that runs on a computer and which
controls the operation of a computer. It perform basic tasks, such as recognizing input from the keyboard, sending
output to the display screen, keeping track of files and directories on the disk, and controlling peripheral devices
such as disk drives and printers. In general the operating system supervises and directs all the software components
and the hardware components. Sophisticated operating system could handle multi-processors, many users and tasks
simultaneously. Examples of computers operating systems are UNIX, Microsoft windows 95/98, Windows NT, Windows
2000, Windows XP, Windows Vista and Linux.
(ii)Service programs are programs designed for general support of the processes of a computer; "a computer
system provides utility programs to perform the tasks needed by most users". The service programs can further be
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divided into; o Utilities Performs a variety of tasks that maintain or enhance the computer's operating system
Utility programs are generally fairly small. Each type has a specific job to do. Below are some descriptions of
utilities.
• Anti-virus applications protect your computer from the damage that can be caused by viruses and
similar programs
• Compression utilities make files smaller for storage (or sending over the Internet) and then return them
to normal size.
• Data recovery utilities attempt to restore data and files that have been damaged or accidentally
deleted.
• Disk defragmenters reorganize the data stored on disks so that it is more efficiently arranged.
• Firewalls prevent outsiders from accessing your computer over a network such as the Internet.

• Development programs are used in the creation of new software. They comprise of sets of software tools
to allow programs to be written and tested. Knowledge of appropriate programming language is assumed.
Tools used here are
Text editors that allows one to enter and modify programs statements •
Assembler- allows one to code in machine programs language .i.e. processor specific
• Compilers-makes it possible for programmer to convert source code to object code
which can be stored and saved on different computers.
• Interpreters-used to convert source programs statement by statement as it executes
the program without being compiled first.
• Libraries- commonly used parts or portions of a program which can be called or
included in the programmer's code without having to recode that portion.
(iii) Diagnostic utilities-used to detect bugs in the logic of program during program development.
(iv) Communication programs- refer to programs that make it possible to transmit data.

APPLICATION SOFTWARE
Are programs for user to do their jobs e.g. typing, recording keeping, production of financial statements,
drawing, and statistics.

o General/ready made software is developed to perform a variety of tasks, usually

determined by use. Such software can be customized by user to achieve specific goals e.g. ms
office which is a suit of programs performing a variety of tasks e.g. word processing for
producing documents, database for storing, retrieving and manipulating data and various
calculations on spreadsheets. General purpose programs are discussed below;
• Word processing applications. Writing tasks previously done on typewriters with
considerable effort can now be easily completed with word-processing software.
Documents can be easily edited and formatted. Revisions can be made by deleting
(cutting), inserting, moving (cutting and pasting), and copying data. Documents can
be stored (saved) and opened again for revisions and/or printing. Many styles and

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 sizes of fonts are available to make the document attractive. Example: MS Word,
Word Pad etc.
Spreadsheet applications. spreadsheet software permits performance of an almost endless
variety of quantitative tasks such as budgeting, keeping track of inventory, preparing
financial reports, or manipulating numbers in any fashion, such as averaging each of ten
departmental monthly sales over a six-month period. A spreadsheet contains cells, the
intersection of rows and columns. Each cell contains a value keyed in by the user. Cells also
contain formulas with many capabilities, such as adding, multiplying, dividing, subtracting,
averaging, or even counting. An outstanding feature is a spreadsheet's ability to recalculate
automatically. If one were preparing a budget, for example, and wanted to change a
variable such as an increase in salary or a change in amount of car payments, the formulas
would automatically recalculate the affected items and the totals.. Example: Excel, Lotus1-2
-3 etc.
• Database software: A database contains a list of information items that are
similar in format and/or nature. An example is a phone book that lists a name,
address, and phone number for each entry. Once stored in a database, information
can be retrieved in several ways, using reports and queries. For example, all the
names listed for a given area code could be printed out and used for a commercial
mailing to that area. Examples of database software is Ms Access, Dbase, Oracle
etc.
• Presentation software: for making slide shows. Allows users to create visual
presentation A speaker may use presentation software to organize a slide show for
an audience. Text, graphics, sound, and movies can easily be included in the
presentation. An added feature is that the slide show may be enhanced by inclusion
of handouts with two to six slides printed on a page. The page may be organized
to provide space for notes to be written in by the audience as the presentation
ensues. An example of this is Power Point. Preparation of the software is simplified
by the use of 'wizards' that walk the user through the creation of the
presentation.
• Desktop publishing software: This software permits the user to prepare documents
by using both word-processing devices and graphics. Desktop publishing software
uses word-processing software, with all its ease of entering and revising data, and
supplements it with sophisticated visual features that stem from graphics software.
For example, one can enhance a printed message with virtually any kind of
illustration, such as drawings, paintings, and photographs. . Examples of Desktop
publishing software is PageMaker, Corel Draw, and Ms Publisher
• Multimedia applications for creating video and music. Allows users to create
image, audio, video etc. Example: Real Player, Media Player etc.
• Activity management programs like calendars and address books

NB: Nowadays most of the general purpose software is sold as a complete software suites such as
Microsoft office or Lotus SmartSuite. These suites offer four or more software products packaged
together at a much lower price than buying the packages separately.

22
 o Tailor made/special purpose software Tailor-made computer system refers to computer
application developed by in-house IT personnel or outside software house according to specific
user requirements in a firm. They are developed for given purpose e.g. Payroll system, stock
control system etc.

STARTING UP A COMPUTER (BOOTING)

It's the process by which a computer loads system files into the main memory.
Types of booting
i. COLD BOOTING – the process of switching on a computer that has been off completely by pressing
the power button.
ii. WARM BOOTING – this happens when the computer, originally on, is forced to restart by pressing
the restart button on the system unit.

OPERATING SYSTEM

Definition:
An operating system ( "OS") is the program that, manages all the other programs in a computer.An
operating system (OS) is a set of programs that manage computer hardware resources and provide
common services for application software..

The operating system provides a software platform on top of which other programs (application
programs), can run. Examples of Operating Systems: Microsoft Windows 95/98/2000/XP/Vista/NT,
Macintosh OS, OS/2, CP/M, VMS, UNIX, MS-DOS

Devices under the control of an operating system i).The processor

The CPU can only execute one program at any one time and several tasks may require processing hence
creating competition. The OS decide which program will be performed and for how long. It has also the
ability to stop a particular task to allow the processor to service another one.

ii).Main memory
The OS must keep track of what parts of memory are in use and by who and what parts are free. The
OS determines which task will remain in memory awaiting for execution and which one will be sent back
to secondary storage to wait.

iii).Secondary storage devices

The OS keeps track of the information on the storage devices and controls how the information is
written to and read from the storage device. It also utilizes the free space on hard disk by temporarily
holding tasks on it that were in RAM ready for processing but have to wait for some time.

iv).Input / output devices

Since the input/output devices are slower than the processor, the OS will control allocation of I/O devices
23
 and attempt to resolve any conflicts which arise. It will too monitor the state of each I/O device and
signal any faults detected.

v).Communication devices and ports

The OS controls the overall communication process between various tasks and computers. These devices
include modems, network interface cards, etc, which connect via ports.

FUNCTIONS OF OPERATING SYSTEM

i).Processor/ job Scheduling(CPU)

Processor scheduling refers to allocating each job waiting for execution processor time at each given
interval. The processor can only handle one task at a time. A job is a group of tasks taken as a unit of
work for a computer which may include one or more computer programs, files and instructions to the
Operating System. The [OS] scheduler decides which of the jobs is allocated to the CPU for processing
first.

ii).Resource control and allocation

Includes controlling the use of computer resources by other system software and application programs being
executed. The resources include I/O devices, CPU and processing time.

iii).Input / Output management

The OS coordinates between I/O devices and other peripheral devices making sure that data flows
properly between them and sorting out any possible confusion. It will also monitor the state of I/O
devices and signal any faults detected. It also governs the input/Output of data and their location,
storage and retrieval.

iv).Memory management
Since data and instruction entered into the computer are temporary held in the main memory before
and after processing. Since RAM is a scarce resource, the OS determines which task remains in memory
awaiting for execution and which one will be kicked out back to secondary storage.

v).Communication control and management

The OS manages various communication devices and provide protocols that governs communication between
devices on a network.

vi).Error handling
The operating system alerts the user of errors that may arise out of illegal operations, hardware or
software failure. The OS deals with errors produced during program execution by expressing what the
error is and provides the error correction routines to ensure smooth operations within the CPU.

24
 vii).Security
Modern operating systems implement security policies such that unauthorized users cannot get access to a
computer or network resource.

viii).Job sequencing
The OS keeps a list of tasks currently being run and arranges them in a particular order to make it
easy for the processor to execute them and to know how and when to fetch instructions and data for
each task. i.e. clocks them in and out of the processor.

v).Interrupt handling
An interrupt is a break from the normal sequential processing of instructions in a program. The OS
determines the cause of the interrupt and transfer the control to the most appropriate program.

3.4 Types of Operating Systems

Operating system can be classified according to:

a) NUMBER OF USERS
i).Single user OS
Used only by one person and runs one user application at a time. ii).Multi
-user OS (multiprogramming)
Enables two or more users to run a program simultaneously. Examples are UNIX, Linux , Windows XP, Novell,
OS/2, Windows 3.11, Windows NT & Windows 2000.

b) NUMBER OF TASKS
i).Single program/tasking OS
Allows processing of only one program in the main memory at a time e.g Ms – DOS.
ii).Multitasking OS
The OS allows a single CPU to execute more than one program at a time e.g. Windows Vista, XP, etc.

c) INTERFACE
i).Command line
User interacts with a computer by typing a command at the dot prompt found on a command line. The
computer reads the typed command at the command line and executes it. Examples of command line OS
are Ms-Dos, UNIX and OS/2. To apply: Click Start menu>All Programs>Accessories>Command Prompt.

This interface is hard to learn or remember the commands, they cannot process complex graphics and they
hardly make use of emerging hardware and software technologies.

ii).Menu driven
Allows the user to select commands / options from a list or menu using keyboard or pointing device e.g. mouse.
The use needs not to remember commands since is represented with choices.

25
iii).Graphical user interface
Enables the user to choose commands, start programs and see lists of files and other options by pointing
and clicking at objects icons or pictures that appear on the screen. Besides menus, GUI make use of
rectangular frames called windows, graphical objects called icons, most commands are executed using a
pointing device. These features are given an acronym WIMP which stands for windows, icons, menus and
pointer. Examples GUI operating systems include Microsoft Windows 95/98/2000/XP/Vista, MacOS and
Linux.

FACTORS TO CONSIDER WHEN CHOOSING AN OPERATING SYSTEM

a. Hardware configuration of the computer such as the memory capacity, processor speed and hard disk
capacity

b. The type of computer in terms of size and make.

c. Basic design of the computer is it IBM Compatible or Apple Computer.

d. Applications intended for the computer

e. User friendliness of the operating system, GUI will be preferred.

f. Cost of the operating system

g. The documentation available

h. Availability in the market e.g. Microsoft Windows based OSs are very common.

i. Reliability and security provided by the OS– can it run without crashing or hanging. Hanging is to stop
responding to commands.

j. The number of users it can support

How an Operating System Organises Information using Introduction:

The following factors dictate how an Operating system organizes information:

Rapid acess - the organization should allow quick access of stored data.
Ease of update - the method should allow ease of update and the operating system should be able to keep a
record of the date of modification.

Economy of storage – the method should use the least storage possible because memory is a scarce
resource. Simplicity of maintenance – the method should enable quick navigation through the file system

26
and make it easy for it to be maintained.

Reliability - the file organization method should be reliable.

Windows organize information in three tier hierarchy i.e;

• Files
• Folders and subfolders
Drives.
1. FILE
It's a collection of related data or information given a unique name for ease of access, manipulation and
storage on a backing storage and stored in one location a. A file has details that indicate:

- A unique name and an optional extension

- Its size, date and time the file was created or modified.

TYPES OF FILES
There are three are types namely; system, application and data files.

 System files : contain information that is critical for the operation of the computer.
 Application files: these files hold programs or application files that are executable.
 Data files contain user specific data.
The are some file extension;

Extension File type Description

.doc Data A Microsoft Word document file
.txt Data A plain text file created using note pad or DOS editor.
.exe Application file The file that launches a particular application e.g. PM 7.0 .exe,
Winword.exe, etc
.bat System files File containing a series of commands loaded during boot up.
.sys System files System files that perform fundamental operation in a computer.

Function of file
- Storage of data
- Organization of information

2. Folder / Directory
It's a named storage area where the user can store related files for easy access. All folders or
directories originate from a special directory called the root directory or folder. The root directory is
represented by a back slash (\). Sub-folder is a folder or directory within another folder/directory. In
Windows folders and sub-folders icon appear in yellow colour while file icons are mostly white with a fold
at the top right hand corner.

27
 File icon

Folder icon

All folders or directories originate from a special directory called the root directory or folder. The root
directory is represented by a back slash ( \ ).

3. DRIVES
The Operating System views storage media or devices as drives. When creating folder or saving a file
identify a storage location which is more reliable e.g Floppy disk, Compact Disk, Hard disk, Flash disk etc.
Drives may be given labels such as letters A-Z to identify them.

Storage location Drive Remarks

Floppy drive A and B If a computer has two drives, one will be assigned letter A the other
B.
Hard disk C, D, E, F If a computer has 4 hard drives, they may be assigned letters C – F.
Optical drives D, E, F, G If a computer has one hard disk and three or more CD/DVD drives,
may take any number between D and Z
Other Removables D, E, …Z If a computer does not have an optional drive, any removable drive
attached to the computer can take any letter between D and Z.
Network drive Logical Network drives takes D – Z depending on the number of physical
drives installed or attached.

GETTING STARTED WITH MICROSOFT WINDOWS (WINDOWS 7/WINDOWS 8/WINDOWS 10

DESKTOP

 When you start windows, the large area you see is called the Desktop.

PARTS OF THE DESKTOP

28
  Taskbar- on it lays start button & clock.
 Wallpaper (background).

 Icons-They are graphical rep. Of programs, files and folders

 Start button: - inactivates most operations in the computer.
DEFINITION 2: The desktop is the main screen area that you see after you turn on your computer and log
on to Windows. Like the top of an actual desk, it serves as a surface for your work. When you open programs
or folders, they appear on the desktop. You can also put things on the desktop, such as files and folders, and
arrange them however, you want. The desktop is sometimes defined more broadly to include the taskbar
and Windows Sidebar. The taskbar sits at the bottom of your screen. It shows you which programs are
running and allows you to switch between them. It also contains the Start button, which you can use to
access programs, folders, and computer settings. On the side of the screen, Sidebar contains small programs
called gadgets.

WORKING WITH DESKTOP ICONS

29
Icons are small pictures that represent files, folders, programs, and other items. When you first start
Windows, you will see at least one icon on your desktop: the Recycle Bin (more on that later). Your
computer manufacturer might have added other icons to the desktop. Some examples of desktop icons are
shown below.

Examples of desktop icons

Double-clicking a desktop icon starts or opens the item it represents. For example, double-clicking the Internet
Explorer icon starts Internet Explorer.

ADDING AND REMOVING ICONS FROM THE DESKTOP

You can choose which icons appear on the desktop you can add or remove an icon at any time. Some people like a
clean, uncluttered desktop with few or no icons. Others place dozens of icons on their desktop to give them quick
access to frequently used programs, files, and folders.

If you want easy access from the desktop to your favorite files or programs, create shortcuts to them. A shortcut is
an icon that represents a link to an item, rather than the item itself. When you double-click a shortcut, the item
opens. If you delete a shortcut, only the shortcut is removed, not the original item. You can identify shortcuts by the
arrow on their icon.

A folder icon (left) and a shortcut icon (right)

30
 TO ADD A SHORTCUT TO THE DESKTOP
1. Locate the item that you want to create a shortcut for (within Windows Explorer, or your Computer folder,
for example).
2. Right-click the item, click Send To, and then click Desktop (create shortcut). The shortcut icon appears on
your desktop.

TO ADD OR REMOVE COMMON DESKTOP ICONS

Common desktop icons include Computer, your personal folder, Network, the Recycle Bin, Internet Explorer,
and Control Panel.

1. Right-click an empty area of the desktop, and then click Personalize.

2. In the left pane, click Change desktop icons.
3. Under Desktop icons, select the check box for each icon that you want to add to the desktop, or clear the
check box for each icon that you want to remove from the desktop, and then click OK.

TO MOVE A FILE FROM A FOLDER TO THE DESKTOP

1. Open the folder that contains the file.
2. Drag the file to the desktop.

TO REMOVE AN ICON FROM THE DESKTOP

Right-click the icon, and then click Delete. If the icon is a shortcut, only the shortcut is removed; the original
item is not deleted.

HIDING DESKTOP ICONS

If you want to temporarily hide all of your desktop icons without actually removing them, right-click an empty part
of the desktop, click View, and then click Show Desktop Icons to clear the check mark from that option. Now no icons
are displayed on the desktop. You can get them back by clicking Show Desktop Icons again.

The Recycle Bin

When you delete a file or folder, it isn't actually deleted right away it goes to the Recycle Bin. That is a good
thing, because if you ever change your mind and decide you need a deleted file, you can get it back.

The Recycle Bin when empty (left) and full (right)

If you're sure that you won't need the deleted items again, you can empty the Recycle Bin. Doing that will
permanently delete the items and reclaim any disk space they were using.

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 DAILOG BOXES

They are electric forms through which the user inputs data and information for the computer to complete a
task.

PARTS OF DAILOG BOX

 Title bar- it contains the title.

 Menu bar – it has file, edit, and review option.
 Selection tabs.
 List box
 Text box.
 Preview window.
 Open button – white buttons
 Check box- is a small square to tick command
 Command button – initiatives a command to a comp.

TYPING SKILLS

Typing is the process of writing or inputting text by pressing keys on a keyboard.

In order to type fast you have to be careful about which finger to use to press a key. Take a look at the drawing
below. Each color match a finger. For example the left index is light green and has to type only the light green keys.

32
Certain keys are special. ASDF and JKL; are the base positions for your fingers.Your fingers go from the base position
to the key that you want to press.

A good first thing to do when your learn touch typing is to memorize the keyboard and create a mental map of the
associated fingers. You have to be able to press any key without even thinking. For example if I say C you have to
think move the middle finger down and press C instantly. You can only achieve this through practice. You have to
build up the muscle memory of each fingers.

Key ideas
* Place your indexes on F and J
* A key has to pressed by the same finger all the time
* Don't look at the keyboard, your eyes should always look at the screen
* Go practice!

INTRODUCTION TO WORDPAD

WordPad is a basic text-editing app you can use to create and edit files, include text with different fonts
and colors, insert pictures, and add links to other files.

HOW TO USE THE WORDPAD USER INTERFACE

When you open WordPad, regardless of whether you are using Windows 10, Windows 7 or Windows 8.1, its
window should look like the screenshot below. The WordPad window is identical in Windows 10 and Windows

33
8.1, and almost identical to the one in Windows 7, except for a few minor visual differences.

As you can see, the WordPad window includes the same ribbon menu that is found in similar word processing programs,
such as the Word app from Microsoft Office. The ribbon menu from WordPad is split into well-defined areas:

BASIC DESCRIPTION OF WORDPAD WINDOWS 7/ 8/8.1/10 FEATURES

34
 The WordPad user interface elements

The main menu, which is named FILE in Windows 10 and 8.1, offers basic options like creating a new document,
opening an existing document, saving, printing and customizing page dimensions.

35
 The File menu in WordPad

HOME TAB

The first tab is named Home and includes customization options that are grouped according to their purposes, and
are related to the use of the Clipboard, Font, Paragraph, Insert, Editing.

VIEW TAB

The second tab from the ribbon menu in WordPad is called View and offers a series of options for the elements
displayed in the WordPad window.

Read the "How to edit a document in WordPad" section from this guide to see more details on how to use the
options found in these two tabs.

36
The WordPad ribbon

HOW TO CREATE A WORDPAD DOCUMENT

If you want to create a new document, open WordPad, click or tap anywhere on the white space inside, and
write the text you wish.

37
Writing text in WordPad

If you want to format the text you have typed, use the options found in the Font and Paragraph areas
from the ribbon menu, as described in the "How to edit a document in WordPad" section of this tutorial.
Then, when you are done, to save your document, go to the File menu and choose Save as. There are five
options available for saving documents:

 Rich text document: saves your document in the Rich Text Format, with the extension .RTF
 Office Open XML document: saves the document in the Office Open XML format, using the .DOCX extension
 OpenDocument text: saves the document as an Open Office document, using the extension .ODT
 Plain text document: saves the document as a simple text file, with the .TXT extension
 Other formats: lets you save the document as other types of text files.

38
Saving options offered by WordPad

Choose the file format that you like best, select the location of the file, and then type its name. When done,
click or tap on the Save button.

39
Saving a WordPad document

The document is saved immediately. Now let's see how to open it later if you need to work with it again.

HOW TO OPEN A WORDPAD DOCUMENT

To open a WordPad document, enter the File menu and press Open.

40
Open a document in WordPad

Then the Open window shows up: navigate to the location where the document is found, select it, and click
or tap on the Open button.

41
Selecting the document to open in WordPad

If you want to open one of the documents with which you have worked recently, you can also go to the File
menu and, on its right, you should find a list with all your Recent documents.

42
Recent documents displayed in WordPad

Click or tap the document that you want to open. Learning to use the Recent documents list can save you
some time when working with WordPad.

HOW TO EDIT AN EXISTING WORDPAD DOCUMENT

If you want to edit a document WordPad, you have to make use of the two tabs from its user interface:
Home and View. The first tab, the one named Home, includes customization options that are grouped
according to their purposes, and are related to the use of the:

 Clipboard: includes a set of buttons which allow you to Copy, Paste or Cut items in your document. Of course,
you can also use the keyboard shortcuts to perform the same actions.
 Font and Paragraph: probably the most critical sections of the Home tab, these two sections offer you the
opportunity to change things like the text spacing used, the alignment, the font, size or color. All you have
to do is select the text you want to customize, and then select the formatting options you want to apply,
from the Font and Paragraph areas.
 Insert: is the place where you can find options for inserting pictures, custom drawings, date and time or
others objects such as, for example, charts or different documents.

43
  Editing: is the last section of the Home tab and offers options like Find, Replace or Select all.

The Home tab in WordPad

The second tab from the ribbon menu in WordPad, the which is called View, offers a series of options
regarding the elements displayed in the WordPad window, like Zoom and the ability to Show or hide the
Ruler or the Status bar. It also lets you choose whether you want to use Word wrap or customize the
Measurement units.

44
The View tab in WordPad

HOW TO PRINT A WORDPAD DOCUMENT

If you want to print a document, open the File menu and go to Print. WordPad has three options for
printing documents: Print, Quick print and Print preview.

45
Printing documents from WordPad

If you select Print preview from the Print menu, you can see how the document will look before you print it.
When you are done with the preview of the document, click or tap "Close print preview."

46
Closing the Print Preview in WordPad

If you select Print, a new window is displayed, where you can choose the desired printer, page range and
specify the number of copies you want to print. When you finish setting things up, click or tap on the Print
button.

47
Selecting the printer in WordPad

The Quick print option automatically prints the document using your default printer.

INTRODUCTION TO MICROSOFT PAINT

Ms Paint is a computer program that is used for drawing pictures or images
PROCEDURE OF STARTING MICROSOFT PAINT
1. Click on start
2. Point to programs
3. Point to accessories and select paint program

MICROSOFT PAINT SCREEN FEATURES

1 Menus

Four of the Paint menus—File, Edit, View and Help—are common to almost all Windows programs. Menus
are used as a platform for issuing of commands or instructions.

Menus that are special to Windows Paint are Image and Colors.

48
 2 The color Palette
The color palette is used to store various color types
3 The toolbox
All the little grey boxes down the left are called the tools and together they make the toolbox.
4. status bar
Right at the bottom of the Paint window is the Status Bar. It gives information according to what you're doing
If it can't think of anything pertinent to say, it has the "For Help" message, its variation on "Yes, Dear".
Help can also be invoked by pressing the F1 key at any time. This is true of most Windows programs.
5. Title bar
it is found on top of paint screen, it is used to show the name of the program in use.

CATEGORIES OF PAINT TOOL BOX

Microsoft Paint is a basic computer graphics program found on most personal computers using a Windows
operating system. Images created within MS Paint are typically saved as GIF, Windows bitmap, PNG, TIFF
or JPEG files. Originally, MS Paint only allowed users to create black and white images, but now users can
paint in a full array of colors with simple, user friendly tools.

The following are the major types of paint tools

Select

The "Select" tools look like a star or rectangle outlined with hashed lines. The star shape is the "Free-Form
Select" tool that allows you to select part of a picture that is any shape. The button with the image of a
rectangle lets you select a rectangular area within an image.

Eraser

Under the star "Select" tool is the "Eraser" tool. This allows you to erase small areas of the image by
dragging the mouse pointer over the part you wish to eliminate.

Fill Tool

The "Fill Tool" looks like a jar that has paint spilling out of it. When you select an area of your image with
the left mouse button, the foreground color will fill with a color. When you select an area of your image
with the right mouse button, the background of the image will fill with a color.

Pick Color

The button with the image of an eyedropper is the "Pick Color" tool. This allows you select an object whose
color you want to copy and use the color elsewhere in the image.

Magnifier

Next to the "Pick Color" button is the "Magnifier" button, which looks like a magnifying glass. Selecting this
tool will allow you to zoom in an out of an image.

Pencil and Brush

The button with an image of a pencil in it is the "Free-Form Line" tool. It allows you to draw lines by
clicking and dragging your computer mouse.
49
The image of the paintbrush next to the image of the pencil is the "Brush" tool. Use this to brush a thick line
on your image with different brush shapes.

Airbrush

The "Airbrush" tool's button has the image of a paint can in it. This tool allows you to "spray" an area of
your image with a color of your choice.

Text

The "Text" tool is next to the image of the paint can, and has the letter "A" on it. Use this to type text
directly onto your picture.

Line and Curve

The "Line" button has the image of a diagonal line in it. Use this tool to draw straight lines in your picture.

To draw a curve, click on the button with the image of a curvy line in it. The "Curve" tool allows you to
draw a line with one or two arcs in it.

Rectangle

The "Rectangle" tool has an image of a rectangle drawn with a solid line on the button. Use this tool to
draw rectangles in your picture.

Polygon

The "Polygon" tool is next to the "Rectangle" tool. This tool allows you to make several lines at different
angles to form the shape of a polygon.

Ellipse and Rounded Rectangle

The bottom left tool with the shape of an oval in it is the "Ellipse" tool. Make circles and ovals by selecting
this tool and dragging the computer mouse diagonally after clicking on a place in your image.

Draw a rectangle with rounded corners by selecting the last tool in MS Paint. Use the "Rounded Rectangle"
tool in the same manner you would the "Ellipse" tool.

INTRODUCTION TO FOLDERS
Definition: FOLDRES- are memory locations set aside for the storage of particular files.

Definition 2: A folder is a storage space that many files can be placed into to group them together and
organize the computer. A folder can also contain other folders.

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LOCATIONS OF CREATING FOLDERS IN A COMPUTER
The following are the locations in which we can create folders
a. Desktop
b. My documents
c. My pictures
d. My computers i.e in Drive C and D
e. My music
f. My network places

IMPORTANCE OF FOLDERS

1. Folders help you keep your files organized and separate.

2. If you had no folders on your computer, your documents, programs, and operating system files
would all be located in the same place.
3. Folders also allow you to have more than one file with the same file name. For instance, you can
have a file called Resume.doc in your My Documents folder, and another file called Resume.doc in a
different folder called Resume templates. If all your files were in a single place, every file would
need a unique file name.

SUBFOLDER
This is a folder within another folder

CREATING A SUBFOLDER (a folder within a folder)

PROCEDURE - Double click on the folder in which you want to create subfolders.
- Click of the file menu point to new then folder and click once.

- Type the name of the subfolder then press enter

NB: before you click the file menu, you must remember to select the drive in which you want to create
a folder in.

CREATING A SECOND LEVEL SUBFOLDER

This is a subfolder inside another subfolder.
PROCEDURE - Double click on the subfolder in which you want to create second level subfolders.
- Click on the file menu point to new then folder and click once.

- Type the name of the second level subfolder then press enter.

NB: You can add more third, fourth, fifth level subfolders in the subfolders created.

51
 This representation of folders is called FOLDER TREE STRUCTURE.

RENAMING A FOLDER
RENAMING means giving folders another names
procedures

I. Click on the (folder) you want to rename to select

II. Click on the file menu, choose rename and click
III. Type the new name then press enter.
DELETING A FOLDER
To delete means to remove or to erase a folder

I. Click on folder icon, then point to file menu and click.

II. Choose delete and click.
III. Alternatively – select the folder and press the delete key.

TRANSFERRING FOLDERS (MOVING FOLDERS TO OTHER FOLDERS)

To move folders from one folder to another use CUT and PASTE

PROCEDURES

I. Click on the (folder) you want to MOVE

II. Go to the EDIT menu and chose CUT
III. Go to the destination folder and choose EDIT menu
IV. Choose paste to bring the folder
NB You can copy a folder to another folder by the use of COPY and PASTE Feature.

SAVING DOCUMENTS IN FOLDERS

Procedure
1. Open the source program e.g. click on start, point to programs then click on wordpad
2. Enter data into the file
3. Save the file to the folder - use the following steps.
a. Click on file menu point to save as and click
b. Complete the dialog box (type file name and indicate storage location of the folder e.g.
Form 1 folder)
c. Click on save
PRACTICAL ASSIGNMENT 1

Create a folder called "Carz Models" in my picture directory having the following features

52
 a. Sub folders named Vitz, Passat, BMW, Hummer, and Toyota.
b. Second level folders in the subfolder, Toyota having Sunny, Carina, Subaru, and Saloon While in BMW
Create Prado, Premia, and Probox
c. Third level folders in Prado having Harrier, Noah and Ciera
d. Fourth level folders in Ciera having Kluger, Sublegacy and Escudo.

e. Rename the following folders; Ciera, Probox and Premia with Caldina, Starlet, and Platz
Respectively
f. Delete the following folders, Saloon and Noah
g. Transfer the subfolders Carina to Vitz and Harrier to Passat

SETTINGS
This is process of configuring windows appearance and its response to both input and output devices.
To change the appearance of the computer we use CONTROL PANEL. The control panel facilitates for the
customization to meet varied user requirements.
To configure windows or the devices attached to the computer.
(a) Click on start
(b) Point to settings.
(c) Point to control panel and click
(d) Double click on the item whose settings you want to change
(e) Complete the dialog box
(f) Click apply
(g) Click Ok

SETTING DISPLAY

Under display, we can change the following items.

a) Background
b) Wall paper
c) Screen saver
d) Appearance
e) Settings

SCREEN SAVER

(a) A screen saver protects the computer screen, it comes on after the computer has been idle for a
specified period of time (specified during setting).
(b) It also acts as security to information by denying access to unauthorized persons. This can be done by
setting a password for the screen saver. The disadvantage of a password is that you will not have
access to your computer once the screen saver starts running until you enter the right password.

TIME AND DATE.

(a) Open the control panel, double click on time date icon
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(b) Select the month and year in the dialog box.
(c) Click on time zone tab (to set the time zone)
(d) Click on apply
(e) Click OK

USER ACCOUNTS
A user account is a collection of settings and information that tells computers which files and folders you
can access and what you can do on your computer.

FEATURES OF USER ACCOUNTS

1. User name – the name you are giving to that account.

2. Password – the password associated with the user account (in Windows 7 or older versions you can
also use blank passwords).
3. User group – a collection of user accounts that share the same security rights and permissions. A
user account must be a member of at least one user group.
4. Type – all user accounts have a type which defines their permissions and what they can do in
Windows.

Procedures of Creating Account

a. Click start and point to the control panel
b. Choose user accounts
c. Select create new account and type a name for the new account
d. Select the account type i.e. Administrator or Guest account.
Types of accounts
Administrator
The "Administrator" user account has complete control over the PC. He or she can install anything and
make changes that affect all users of that PC.
Guest
The "Guest" account is a special type of user account that has the name Guest and no password. This is only
for users that need temporary access to the PC. This user can only use the software that's already
installed by the administrator and cannot make any changes to system settings.

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