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SOFTSKILLS
Foundation Course – 3A
Information & Communication Technology
Title : Computer Fundamentals and Office Tools
Common for BA/BCom/BSc/BBA Programmes
Unit-II:
Primary, Auxiliary and Cache Memory – Memory Devices. Software, Hardware,
Firmware and People ware – Definition and Types of Operating System – Functions of
an Operating System – MS-DOS – MS Windows – Desktop, Computer, Documents,
Pictures, Music, Videos, Recycle Bin, Task Bar – Control Pane.
Unit-III:
MS-Word
Features of MS-Word – MS-Word Window Components – Creating, Editing, Formatting
and Printing of Documents – Headers and Footers – Insert/Draw Tables, Table Auto
format – Page Borders and Shading – Inserting Symbols, Shapes, Word Art, Page
Numbers, Equations – Spelling and Grammar – Thesaurus – Mail Merge
Unit-IV:
MS-PowerPoint
Features of PowerPoint – Creating a Blank Presentation - Creating a Presentation using
a Template - Inserting and Deleting Slides in a Presentation – Adding Clip Art/Pictures
-Inserting Other Objects, Audio, Video - Resizing and Scaling of an Object – Slide
Transition – Custom Animation
References:
1. ReemaThareja, Fundamentals of Computers, Oxford University Press, India
2. V.Raja Raman, Fundamentals of Computers, Prentice Hall of India.
3. John Walkenbach, Herb Tyson, Michael R.Groh and Faithe Wempen, Microsoft Office
2010 Bible Wiley Publishers
UNIT - I
BASICS OF COMPUTERS
3) Automation:- The computers are automatable devices which can performs a task
without user interference. The user just assign a task to the computer, after that it
automatically controls different devices and executes the program instructions.
3) Legal System:- Computers are used by Lawyers for case research and prepare legal
documents.
4) Retail Business:-Computers are used in retail shops to enter orders, calculate costs
and print receipts.
5) Sports:- In sports, computers are used for identify weak players and strong players
by analyzing statistics.
6) Music:- All computers have Musical Instrument Digital Interface (MIDI) facility,
these instruments links to PC, for generating a variety of sounds.
7) Movies:- Computers are used to create sets, special effects, animations, cartoons
and videos etc.,
8) Business and Industry:- In Business computers are used mainly for analyzing data,
entering records, payroll processing, personal record keeping etc.,
9) Hospitals:- Hospitals use computers to record every patients information from admit
time to exit time. It is used to monitor pulse rate, Blood pressure and etc.
10) Weather Forecasting:- Weather forecasting is the application of computer to
'predict the weather report for a given location.
11) Education:- A Computer is a powerful teaching aid and acts as another teacher in
the classroom. `
12) Online Banking:- Using computers Now a day’s bank transactions can be made
easy anywhere and anytime.
13) Robots:- Robots are computer-controlled machines. Robots are perform various
tasks, which could not be done by the humans.
1) Input :-
This is the process of entering data and Instructions send into the computer .
The data and Instructions can be entered by using different input devices such as
Keyboard, Mouse, Scanner, Trackball etc.
Computer understands only binary language (0’s and 1's) so, Input devices are
responsible to convert the input data into binary codes.
2) Storage:-
Storage is the process of saving data and instructions in the computer.
The stored information in the form of 0’s and 1’s i.e binary digits
1 bit = 0 or 1, 1 byte=8 bits, 1 Kilo byte= 1024 bytes, 1 Mega byte = 1024 KB,
1Giga byte = 1024 MB, 1 Terabyte = 1024 GB
3) Processing:-
The Processing refers to performing operations on the data as per user instructions
Data and Instructions are taken from the Primary Memory and transferred to the
Arithmetic and Logical Unit(ALU), it performs all calculations.
When the processing completes, the final result is transferred to the main memory.
4) Control Unit: -
The Control Unit (CU) is manages and controls all the components of the computer.
It takes care of the Step-By-Step processing of all operations that are performed in
the computer
The CPU is the combination of the ALU and CU
The entire processing of data is done in the ALU, and managed by CU.
5) ALU :-
It stands for Arithmetic and logical unit
It performs all mathematical and logical operations
6) 0utput:-
Output is the process of giving the results into the outside world.
The results are given through output devices such as Monitor and Printer.
Input Devices
Input:-
Input is the process of entering data and Instructions into the computer .
Some of the input Devices are Keyboard, Mouse, Scanner, Trackball etc
1. Keyboard :-
The keyboard is the main input device of computers.
It was introduced by “Christopher Latham Sholes” in 1867.
Which are used to entering data into the computer.
Computer Keyboard is similar to Typewriter Keyboard.
A standard Keyboard has 104 keys, which include the following keys.
a) Alpha Numeric or Main Keypad:- i.e alphabets (A to Z), and Digits (0 to 9).
b) Functional Keypad :-That contains 12 keys (F1, F2,F3…..F12)
c) Numerical Keypad :- The Numerical keypad contains digits( 0 - 9),
d) Arrow keys: Direction Keys ( ↓ ↑ ) , Page Up, Page Down, Insert, Del etc.
2. Mouse :-
The Mouse is the main input device of computers.
It was introduced by “Douglas Engelbart” in 1963.
The mouse is an on-screen object.
It locate a particular position on monitor usually it displays arrow ( )
Mouse has two or three buttons.
3. Trackball :-
A track ball is like up - side - down mouse
It used to similarly as mouse
Output Devices
Output:-
Output is the process of giving the results into outside world.
The results are given through output devices such as Monitor and Printer
1) Monitor:-
These are similar to Televisions, it is also called VDU (Visual Display Unit)
It is used to display information such as video and graphics
The monitor is connected in VGA (Video Graphics Adaptor) or DVI (Digital Video
Interface) port on mother board
Monitors are 3 types.
a. CRT monitors b. LCD monitors c. Plasma.
2) Projector :-
Projectors are display devices that project a computer created information on the
big screen.
Generally, Projectors are used for presentations and watching videos.
Projectors are 2 types they are
OHP Over Head Projectors (Or) DLP (Digital Light Processing Projector)
LCD Projectors
3). Printer:
Printers are used to print the information on paper.
The output produced on printer is called “Hardcopy”.
Printers are classified into two types.
Impact printers
Non-impact printers
4). Plotter:
A Plotter is a special kind of output device.
It is similar to a printer. And it produces hardcopy output.
Plotters are used to print engineering drawings, maps on charts.
Plotters are more costly than printers. Plotters are two types. They are
Flat-bed or Table Plotters
Drum or Roller plotters
5) Speaker :-
Speakers are used to produce audio from computer system.
The output produced on speakers is also called “softcopy”.
However, in case the user wants to enjoy loud music without disturbing the people
by using Headphones (Or) Headsets.
These are all MIDI (Musical Instrument Device Interface) devices.
UNIT - II
MEMORY
Memory:- Memory is an internal storage area in the computer, which is used to store
data and programs either temporarily or permanently.memories are two types. They are
1) Primary memory
2) Secondary memory
1) Primary Memory :-
The primary memory is also called “Main Memory” Or “Internal Memory”
The Primary Memory is directly connected to the CPU.
Primary Memories are costlier.
The Storage Capacity is Low, compared to other Memories.
The Primary Memory accessing speed is high and limited.
PRIMARY MEMORY
c ) Cache Memory:-
Cache memory is an intermediate storage between the CPU Registers and Main
memory.
It is small and fastest memory
CACHE memories are accessed much faster than RAM.
i) Magnetic Tape: -
Magnetic tapes used as sequential access storage devices
Magnetic tape is a plastic ribbon with ½ inch width and 2400 feet long
Tapes consist of Magnetic materials that store data permanently.
Ex:- Tape recorder Cassettes
ii) Hard Disk :-
A hard disk contains several thin circular metal coated on both sides with magnetic
oxide platters i.e disksThese disks are divided into number of circles called
“tracks”, tracks are divided into number of segments called “sectors”
The Hard disks are available 4GB,8GB,10GB, 160GB, 250GB, 500GB etc..
iii) Floppy Disks :-
Floppy disks were widely used from mid 1970’s to 2000.
It is made up of flexible plastic & coated with magnetic oxide.
The storage capacity of floppy disk is 1.44 MB
iv) Optical Drives:- Popular optical storage devices are:
a) CD-ROM
b) DVD-ROM
c) CD-Recordable
d) CD-Rewritable
v) Memory Cards:-
A small device that can store digital files
Easily portable, smaller, require less power
1. Software:-
Software is a collection of programs that make the computer operations is called
software. Software is interface between Hardware and User. The Software are classified
into two types they are
a. System Software b) Application Software
a. System Software:-
Set of programs is written to manage the Hardware is called “System Software”.
Which provides the environment easy to write Application Software.
Ex:-Operating System, programming language translators (compilers, interpreters,
assemblers, device drivers etc.,).
Computer System
Computer Software
Computer Hardware
3. Firmware:-
Firmware is a software, that embedded in hardware
We may think, Firmware is a Software for Hardware.
Firmware is Stored in Non-Volatile memory devices such as ROM, EPROM etc
It is an integral part of electronic devices such as Optical Drives, Routers, Scanners,
Traffic Lights, Consumer Appliances, Digital Watches, Computers, Computer
Peripherals, Mobile Phones, etc.
OPERATING SYSTEM
“An operating system is a set of programs which are used to manage over all
operations in the computer system” (Or) “ Interface between the User and System is
called O.S ” .
The O.S Is to provide a convenient environment to the user.
With out O.S user does not communicate with the computer.
Operating systems are divided into two types they are System
USER
OS
1) Single task Operating System (CUI)
2) Multi task Operating System (GUI) OS
2) Multi Task O.S:-An Operating System that can perform multiple tasks at a time is
known as “Multi Task Operating System”. This operating systems is called GUI
(Graphical User Interface) Ex:- WINDOWS
MS-DOS
It is Non-Graphical (CUI) Operating System
It was introduced by Microsoft corporation in 1981 August
It works with commands only
Ms-Dos is a 16-bit Operating system, So, which can send and receives only 16 bits
of data
It is a Single-user and Single-task operating system
It does not support to built for networking
The last version of Ms-Dos is 6.22 was released in 1994
The following are the some of the frequently used commands
CD : Change the Current Directory Ex:- C:\> CD
VER : It displays current DOS Version Ex:- C:\> VER
COPYCON : It is used to Creating a file Ex:- C:\> Copy Con <File Name>
COPY : Copy to file Ex:- C:\>Copy<old file>to <new file>
DEL : Delete a file Ex:- C:\>Del <File Name>
DIR : Display the directory contents Ex:- C:\>Dir
MD : Making a Directory Ex:- C:\> MD <Dir Name>
RD : Removing Directory Ex:- C:\>RD <Dir Name>
REN : Rename a file Ex:- C:\><old file>to <new file>
WINDOWS
The windows OS is developed by ‘Microsoft Corporation’
It is a GUI Operating System
It is a Single User – Multi tasking Operating system, So, the user can run Multiple
tasks at a time
When designing this OS, Microsoft has taken 2 separate approaches
One is for home users
Other is for IT professionals
The first version of windows ( version 1.0) was released in November 1985.
In 1987 version 2.0 was released
In 1990, version 3.0 was released
In July 1993, windows NT was released
In June 98 Windows 98 was released
In February 2000 , Windows 2000
In October 2001, Windows XP
In 2009 Windows 7,was released
Features of Windows OS:-
Multi tasking
Plug and Play facility
Help Facility
Searching
Internet Accessing
Title bar Menu bar Standard tool bar Formatting tool bar Horizontal Ruler
Application window
Vertical Ruler Drawing Tool bar Status bar Horizontal Scroll bar
1. Title Bar: It shows name of the document and along with Maximize, Minimize, Close
buttons.
2. Menu Bar:It shows 9 menus like File, Edit, View, Insert, Format, Tools, Table,
Window, Help
3. Tool Bars: A toolbar contains tool buttons to perform various operations. Some of
them are
i) Standard Tool Bar: This tool bar has opening an existing file, creating a new
file, saving a file, printing options. etc
ii) Formatting Tool Bar: Formatting tool bar contains changing the font
properties, colors, backgrounds and alignment of text.
iii) Drawing Tool Bar: It shows various drawing tools like line, circle, rectangle,
text tool etc.
4. Ruler Line: It shows margin and tab positions. To view ruler choose ViewRuler
Department of Computers Page 13
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5. Application Window: Application window is the exact user working area.
6. Status Bar: Status bar shows the cursor position in the document like page
number, column number, row number and number pages etc.
7. Scroll Bars: These are 2 types 1) Vartical Scroll Bar 2) Horizantal Scroll bar, Which
are used to move the page left to right and upside to down.
Q. How to Create, Open, Save, Print, Close & Exit the document?
Select File New menu option. It opens the New dialog box. Select Blank
Document and click OK button (Or)
Click on New tool button on Standard Tool Bar .
Press CTRL+N keys or Alt + F + N
2. Open An Existing Document
To open an existing document in MS-WORD, follow any one of the steps given
below:
3. Saving a Document
After preparing a document, we need to save the document. When a file is saved,
MS-WORD gives a file extension .DOC automatically.
Save: This option used to save and continue to work on the document.
Save As. This option used to save the document with a new name. To do this,
4. Print a Document
Whenever we want to take the prepared document on paper, we use print option.
To print the document, follow any one of the steps given below:
5. Close a Document
To exit from MS-WORD application, follow any one of the steps given below:
EDITING OPERATIONS
While designing a document, sometimes we need to find and replace text in the
document. Hence, we can use EDIT menu in MS-WORD. Some of the options available
in EDIT menu bar are
Select Edit Paste menu option. (Or) Press CTRL+V keys. (Or)
Click on PASTE button of Standard tool bar.
FIND: This option is used search the text with in the document. To do this
REPLACE: This option is used to replace the text with other text. To do this
GOTO: This option is used to search page numbers, line numbers, footnotes, etc.
Headers and Footers are used to show repetitive information in a document's top
and bottom areas.
Header will display text on top of the page and Footer will display text on bottom of
the page.
Some times typing the text in document, we can also create graphical objects
such as ClipArt, Paint brush images, lines, boxes, circles, auto shape images, word art
clipping etc. These objects are displayed in the document impressively. This can be
done using either Drawing Tool bar or select InsertPicture menu option
WordArt: This tool is used to displays text with special effects. To insert word art text.
Examples:
Lines:
Basic Shapes:
Block Arrows:
Flowcharts:
Inserting an AutoShape:
Text Box: It allows user to type text within a box. To insert text box in the document,
Click on the Text Box tool button on Drawing tool bar or Select insert Text Box
option
Then click on the document where you want to insert text box
Type the text inside the text box
If needed, apply various formatting options on the text box.
FORMATTING FEATURES
1. Font: Font option provides different font names to represent text in different
formats. We can increase the size of displaying text, text color, underline etc. To do
this,
4. Borders and Shading: By using this option we can insert borders for page or
paragraph in a document with different shades. To do this, Select FormatBorders
and Shading option.
5. Change Case: This option is used to change text into lowercase, uppercase, sentence
case, title case etc.
6. Background: We can set the background of the document with the color. But
background color will not be printed. It is only for display purpose.
TABLES
A table is a collection of rows and columns.
The intersection of a row and column is called a cell.
We can insert text, numbers, pictures or formulae into a cell.
COLUMNS
<
CELL
Creating tables:
A table can be inserted anywhere in a document. A table can be created in two ways:
1) Draw Table method.
2) Insert Table method.
Draw Table method:
In this method, we can design table by dragging mouse. To do this,
Select TableDraw Table menu option.
It changes mouse pointer from arrow to a pen.
Then drag the mouse on the document to draw rows and columns.
While dragging, it shows a dotted line to represent rows or columns.
Insert Table method:
In this method, we have to specify number of rows and columns initially. To do this
Choose TableInsert Table menu, it displays a dialog box.
Then enter number of rows and columns.
Then click on OK button to insert a table.
MS-WORD requires the following sources for mail merge. They are
1. Word Document that contains letter
2. Data source that contains addresses
To do Mail Merge follow the following steps
Step 1: - Selecting Main document:-
1) Click on Tools Letters and Mailings click Mail merge
2) Click on letters option then Click Starting Document
3) Click on Use the current document then Click Recipients
1.Title Bar: Title bar shows the application name and filename along with Control
menu button, Maximize, Minimize and Close buttons.
2. Menu Bar: It shows a list of options to perform various MS-PowerPoint operations. If
you click once on a menu title the menu will drop.
3. Tool Bar: A toolbar contains tool buttons to perform various operations. Tool bars
will help us to perform frequent tasks very quickly.
i) Standard Tool Bar: The most frequently used instructions are loaded into
standard tool bar. Ex: New, open, save, print preview and printing a file etc.
ii) Formatting Tool Bar: Formatting tool bar contains formatting tool buttons
like changing the font properties, colors, backgrounds, alignment of text etc.
iii) Drawing Tool Bar: It shows various drawing tools such as line, circle,
rectangle, line colour, fill color, word art, clip art etc.
4. Status Bar: Status bar shows the cursor position in the slide like working slide
number etc.
5. Application Window: It shows the slides, notes and outline of the slides or
combinations depending on the type of selected view from View menu. It is divided into
the following panes:
i) Outline Pane: We can use the outline pane to organize and develop the
content of our presentation.
ii) Slide Pane: The slide pane displays how the text looks on each slide. We can
add graphics, sounds and movies, create hyperlinks and add animations to
individual slides.
iii) Notes Pane: The notes pane is used to add detailed information about a
particular slide
CREATE A PRESENTATION
Department of Computers Page 22
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All PowerPoint slides are kept in a single file called “Presentation”. The extension of
PowerPoint presentation is “.PPT”. When we start PowerPoint, the dialog box will
appear with the following options.
1. Choose File New Menu option and select “AutoContent Wizard” (OR) “Design
Template” (OR) “Blank Presentation” any one of the option. (or)
2. Click “New” tool button on the standard tool bar.
3. Then select the “slide layout”, Add the text and objects to the slide.
4. Apply various formatting features to the slides such as background etc.
5. Apply animation setting using “custom Animation” and “slide Transition” options.
6. If you want to add new slide select “Insert New slide” option. (or) Press Ctrl+M
7. To Show the presentation, choose “View Slide show” menu option.(or)Press F5
8. Finally save the presentation using “File Save” option. (or)Press Ctrl+S keys
Q. Explain about Opening a Presentation, Creating a New Slide, Insert a slide,
Changing a Slide Layout, Deleting a Slide, Copying Slides, Printing Slides ?
a) Opening a Presentation:
To open an existing presentation, follow any one of the steps given below.
1. Choose FileOpen menu option. (or) Click on “Open” tool button on Standard
toolbar. (or) Press CTRL+O keys.
2. It will display the “Open dialog box”.
3. Select a file and click on “Open” button
4. To Show the presentation, choose “View Slide show” menu option. (or) Press F5.
5. Finally save the presentation using “File Save” option. (or) Press Ctrl+S keys
c) Changing Slide Layout: To change existing slide layout in the following way
1. Select Format Slide Layout menu option
2. Then it displays New Slide dialog box which contains different Auto layouts .
3. Scroll and select any one slide layout and click OK button
ANIMATION EFFECTS
Animation is the process of providing special visual and sound effects to the text
or object. The animation effects are two types. They are:
1) Custom Animation.
2) Slide Transition.
1. Custom Animation: In this method, we can set animation effects to each object in the
slide. The objects are text, clipart, images, Word Art etc.
Animate Text and Objects:
1. Select the slide, you want to animate
2. Choose Slide Show Custom Animation menu option. And then click on Effects tab.
3. If you are animating a chart, click on Chart Effects tab.
4. Check the object, which you want to animate.
5. Choose the animation effect and sound effect for the object
6. Repeat steps 4 and step 5 for every object, you want to animate.
7. Click the Order & Timing tab.
8. To change the order, click arrows to move the object up or down.
9. To set the timing, select the object and do the following:
a. To start the animation by clicking, click “On Mouse Click”. (Or)
b. To start the animation automatically, click “Automatically”. Then enter the number of
seconds.
10.To preview animations click on Preview button.
11.Then display the slides using ViewSlide Show menu option. (Or)
12.Press F5 key.
2. Slide Transition: In this method, we can set animation effects to entire slide. It will
apply when the slides are displayed one after another in the slide show.
Add transitions to a slide:
1. Select the slide or slides you want to animate.
2. Choose Slide Show Slide Transition menu option.
3. In the Effect box, click the transition you want.
4. Select sound effect you want.
5. Set the time to display the slide automatically.
Q. How to insert Music (or) Sound and Video (or) Movie file on a slide?
1. Switch to normal or slide view,
2. On the Insert menu, point to Movies and sounds. Then do one of the following:
a. To insert from the clip Gallery, click Sound from Gallery (Or) Movie from
Gallery and then locate and insert the sound you want.
b. To insert a sound from another location, click sound from file (Or) Movie
from Gallery , located the folder that contains the sound and then double-
click the sound you want.
3. A sound icon appears on the slide.
4. Click yes to play automatically or No to play when you click on the sound icon
when the slide is displayed in the slide show.
5. To preview the sound in normal view, double-click the sound icon.
M.Sc CS