IT For Managers - Block1

Basic Computer System 1
Notes
Unit 1: Basic Computer System
Structure:
1.1 Introduction
1.2 Different Parts of Computer
1.3 Types of Computer
1.4 Central Processing Unit (CPU)
1.5 Logic Gates
1.6 Computer Memory
1.7 Input Technologies
1.8 Output Technologies
1.9 MS-Excel
1.10 MS-Word
1.11 Presentation
1.12 Summary
1.13 Check Your Progress
1.14 Questions and Exercises
1.15 Key Terms
1.16 Check Your Progress: Answers
1.17 Case Study
1.18 Further Readings
1.19 Bibliography
Objectives
After studying this unit, you should be able to understand:

z Features of Computer
z Different Parts of Computer
z Types of Computer
z Central Processing Unit
z CPU Structure
z Logic Gates
z Computer Memory
z Input Technologies
z Output Technologies
z MS-Excel
z MS-Word
z Powerpoint Presentation
Amity Directorate of Distance and Online Education

2 IT for Managers
Notes 1.1 Introduction

A few years ago the “TIME” magazine of the united states chose the computer as
the “Man of the Year”, perhaps recognizing the contributions of the computer to mankind.
The computer was rated on par with statesmen and scientists who changed the course
of history. In the area of business applications, computers have caused a fundamental
change in the way business are conducted. Changes that were taking at a revolutionary
pace now seem revolutionary, thanks to the computer. Computer with all the support it
offers has now become indispensable tool in the hands of managers for their decision
making, to run an organization in a proper and efficient manner. The nature of modern
organizations, the current legal and social environment, advanced technology and the
expanding role of management have created information they needs that cannot be
satisfied by traditional means. Computers are in the fore front of the revolution that provides
today’s users with the necessary “information and knowledge edge” to survive and excel
in today’s business scenario.
It is the versatility of human ability to reduce a complex problem to a simple logically

connected problem and then use a computer to solve them. Primarily computers are used
for calculations which were beyond contemplation because of time span and monotony
involved to solve them. Apart from scientific work computers are now applied to a variety
of applications. Computers are used for word processing and publishing activities. Portable
laptop are used by people to keep in touch with their organizations, even while negotiating
a deal with a customer. Computers are used in infer the moods of the market through
complex statistical programs. Computers are used in aircraft, submarines and advanced
space shuttles for navigation. Computers are used at home, in the office, at Schools and
in the Banks. Today, the world revolves around the computer. Whatever the career is
choosen, nobody cannot ignore the computer.
Definition of Computer
The origin of the word computer is taken from Latin word “Computare”, meaning "to
calculate". So, according to this definition, Computer is a machine which can perform
calculations at very high speed. In other words, Computer is an electronic device which
converts raw data into meaningful information. A computer is an electro mechanical device
which, accepts data, stores and processes the data and gives out meaningful information
at a very high speed with accuracy.
So it can be say,
Computer is a digital and automatic machine that takes data as input from the users,
processes it, stores it if necessary and gives output in desired form.

Standard Definitions of a Computer Notes

“A device used for computing; specifically, an electronic machine which, by means
of stored instructions and information, performs rapid, often complex calculations or
compiles, correlates and selects data”. – Webster’s Dictionary
“A data processor that can perform substantial computation, including numerous
arithmetic and logic operations, without intervention by a human operator during the run”.
– International Standards Organisation (ISO)
“A device capable of solving problems by accepting data, performing described
operations on the data and supplying the results of these operations”.
– U. S. Institute of Computer Sciences
Features/Characteristics of Computer
Today the computer plays a major role in the modern society and its development.
The characteristics that make a computer possible to play such vital role are:
(i) High Speed
Since electrical pulses cause all the operations of the computer, the computers can
perform large number of operations in just one second. The processing speed of a computer
is generally measured in Nano seconds. Since the computers are electronic device and
work with the electrical pulses which travel at incredible speed and hence their internal
speed is also virtually instantaneous. The speed of the processing varies with the computer
hardware.
(ii) Accuarcy
The accuracy of the computers is consistently very high. Computers do not make
mistakes. Errors causes in computing are generally due to negligence, such as inaccurate
data, improper procedures, poor designs etc.
(iii) Storage Capacity
Computers have a very large storage capacity. The computers can store large amount
of data and information, which is expressed in terms of kilobytes, megabytes and
gigabytes in memory. Moreover, the storage capacity of the computers can be increased
by using secondary storage devices such as magnetic disk. The information stored in
the secondary storage devices can be retrieved quickly with the help of main memory
(RAM).
(iv) Reliability
The computers give very accurate results with predetermined values. They correct
and modify the parameters automatically and give suitable signals. They give formatted
results with high degree of precision.
(v) Versatility
Computers are very versatile machines with manual and automatic controls. They
are capable of solving any problem and can be applied in all sorts of business and other
activities.
(vi) Automation
The special feature of computer is automation i.e. the computer executes a program
continuously without any human intervention until completion. The central processing unit
of the computer makes it processing unit of the computer makes it possible.

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Notes Advantages of Using Computer
Benefits from using computers are possible because computers have the advantages
of speed, reliability, consistency, storage and communications.
1. Speed: When data, instructions, and information flow along electronic circuits
in a computer, they travel at incredibly fast speeds. Many computers process
billions or trillions of operations in a single second. Processing involves
computing (e.g., adding, subtracting), sorting (e.g., alphabetizing), organizing,
displaying images, recording audio, playing music and showing a movie or video.
2. Reliability: The electronic components in modern computers are dependable
and reliable because they rarely break or fail.
3. Consistency: Given the same input and processes, a computer will produce
the same results - consistently. A computing phrase - known as garbage in,
garbage out - points out that the accuracy of a computer’s output depends on
the accuracy of the input. For example, if you do not use the flash on a digital
camera when indoors, the resulting pictures that are displayed on the computer
screen may be unusable because they are too dark.
4. Storage: A computer can transfer data quickly from storage to memory,
process it, and then store it again for future use. Many computers store
enormous amounts of data and make this data available for processing anytime
it is needed.
5. Communications: Most computers today can communicate with other
computers, often wirelessly. Computers with this capability can share any of
the four information processing cycle operations - input, process, output and
storage - with another computer or a user.
Limitations of Computer
The computer can outperform human beings in speed, memory and accuracy but
still the computer has limitations. There are following limitations of a computer.
(i) Programmed by human: Though computer is programmed to work efficiently,
fast and accurately but it is programmed by human beings to do so. Without
a program, computer is nothing. A program is a set of instructions. Computer
only follows these instructions. If the instructions are not accurate the working
of computer will not accurate.
(ii) Thinking: The computer can not think itself. The concept of artificial intelligence
shows that the computer can think. But still this concept is dependent on set
of instructions provided by the human beings.
(iii) Self Care: A Computer can not care itself like a human. A computer is
dependent still to human beings for this purpose.
(iv) Retrieval of memory: A computer can retrieve data very fast but this technique
is linear. A human being’s mind does not follow this rule. A human mind can
think randomly which a computer machine can not.
(v) Feelings: One of the main limits in the computer is of feeling. A computer can
not feel about some like a human. A computer can not meet human in respect

of relations. Human can feel, think and caring but a computer machine itself Notes
can not. A computer can not take place of human because computer is always
dependent of human.
1.2 Different Parts of Computer

When you look at a computer closely, the following main parts are:
Fig: Parts of Computer

Mouse
A mouse is used to replace the key combinations with easier point and click actions.
The mouse is connected to the main board of the computer by a cable. It is input device.
Key Board
A computer keyboard is a typewriter-style device which uses an arrangement of
buttons or keys to act as a mechanical lever or electronic switch. It enables to enter data
into a computer and other devices.
Monitor
Monitor is a display screen used to provide visual output from a computer. It uses
CRT and LCD technologies.

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Notes
Hard Disk Drive (HDD)

A hard disk drive (HDD, hard disk, hard drive or fixed disk) is a data storage device
that is used to store files for the operating system and software that run on the computer,
as well as files created or downloaded to the computer by a user.
CPU (Central Processing Unit)

A central processing unit (CPU) is the electronic circuitry within a computer that
carries out the instructions of a computer program by performing the basic arithmetic,
logical, control and input/output (I/O) operations specified by the instructions. CPU is
the brains of the computer.
CD ROM Drives
CD-Rom stands Compact Discs–Read Only Memory. CD-Rom drives reads programs
and data stored on a removable CD drives. These drives can hold large amount of
information.
Floppy Disk Drive

A floppy disk drive (FDD), or floppy drive, is a hardware device that reads data storage
information. It was invented in 1967 by a team at IBM and was one of the first types of
hardware storage that could read/write a portable device. FDDs are used for reading and
writing on removable floppy discs.

Notes
Printer
In computers, a printer is a device that accepts text and graphic output from a
computer and transfers the information to paper, usually to standard size sheets of paper.
1.3 Types of Computer
(a) Purpose
Computer can be classified by its functions -

(i) Analog Computer
Analog computers are computers that measure physical quantities (e.g. pressure,
temperature, length etc.) and convert them to numeric values.

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Notes For example, a thermometer does not perform any calculation but measures the
temperature of the body by comparing the relative expansion of mercury. Another example
is voltmeter which measures voltage. They give relative results hence are accurate to within
0.1% of the correct value.
(ii) Digital Computer
Digital computers are counting digital devices. It directly counting numbers (or digits
that represent numerals, letters or other special symbols.) For example, a digital calculator
or a digital watch. The majority of computers used for business and scientific applications
are digital.
(iii) Hybrid Computer

The features of analog and digital machines are combined to create a hybrid
computing system.
For example, in a hospital an analog Cardiogram, measures a patient’s vital signs
like temperature, heart functions. These are then converted to numbers and supplied to
the digital components that monitor the patient’s vital signs, any fluctuation can thus be
notice immediately.
(b) Development
This is a modern computer with the power and speed of today. It is end result of
countless inventions, ideas, and developments contributed by many people through out
the last several decades. The changes based on development can be categorized into
five generations of computers.

(i) First Generation of Computer Notes

UNIVAC (Universal Automatic Computer) was the first general purpose electrical
computer to be made available and marks the beginning of the first generation of electrical
computers. The first generation electrical computer employed vacuum tubes. These
computers were large in size and required air conditioning. This was the most popular
first generation computer and was introduced in 1950.
(ii) Second Generation of Computer
The second generation of computers employed transistors and other solid state
devices. Their circuits were smaller than the vacuum tubes, and generated less heat.
Hence the second generation computers required less power, were faster and more
reliable. IBM 1401 was the most popular type of generation computers. They employed
magnetic tapes as the input/output media.
(iii) Third Generation of Computer
In the third generation of computers integrated circuits on chips (thin wafers of silicon)
were used to store data and process instructions. These computers could handle more
than one operation simultaneously.
The more circuits on a single chip greater the amount of data that can be stored
on the memory chip. The technique of integrating circuits on a single chip was established
during the third generation of Computers.
(iv) Fourth Generation of Computer
It was now possible to put the entire processor of the computer on a single chip.
Intel Corporation Developed the first Intel 4004 microprocessor chip. A microprocessor
is built using a microprocessor chip along with some other chips and circuitry.
A whole range of “that could be used for generalized applications became popular.
The PC, PC/XT, PC/AT are some of the personal computers popularized by IBM. While
the PC and the PC/XT differ in the disk storage supported by them, the PC/AT differs
in the processor itself. The Intel 8088 microprocessor chip is used in PC’S and PC-XT
and PC/AT use the Intel 80286 or intel 80386 chips as their microprocessors. There are
other chips like the Motorola 68020, Motorola 68030, Zilog 8000 etc. Used to build other
microcomputers.
(v) Fifth Generation of Computer
The fifth generation of computers are conceived as a knowledgeable information
processing system. It incorporates, Artificial Intelligence, Modeled on human intelligence,
they are self learning systems which can store experiences and take decisions based
on the information and logic stored in the computer. They can also process non-information
e.g., graphs, pictures etc.
(c) Size and Performance
Computers very widely in performance, size and cost. Performance is measured in

terms of speed of processing instructions, storage capacity, ability to handle a large
number of input and output devices, and nature of operations performed (simple word
processing to complex scientific calculations). Generally, the better the performance, the
larger the size and the higher the cost.
• Super Computer • Main Frame Computer
• Mini Computer • Micro Computers

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Notes (i) Super Computer

Complex scientific applications like weather forecasting require a large amount of
data to be manipulated within a very short time. Other uses of supercomputers scientific
simulations, animated graphics, fluid dynamic calculations, nuclear energy research,
electronic design and analysis of geological data Large super computers with faster
processing using multiple processors and superior technology are used for complex tasks
requiring a lot of computational power. Perhaps the best known supercomputer
manufacturer is Cray Research. Examples of super computers are CRAY XMP - 24 AND
NEC -500.
(ii) Main Frames

The earliest computers were called mainframes due to their large size. A main frame
is the heart of a network of computers or terminals which allows hundreds of people to
work at the same time on the same data. It requires a special environment - cold and
dry.
Mainframes are very large computers with a very high capacity of main store. Because
they can process large amounts of data very quickly, they are used by big companies,
banks, government departments as their main computer. They can be linked into a network
with smaller department computers, microcomputers or with each other.
(iii) Mini Computer
A minicomputer is a class of multi-user computer that lies in the middle range of
the computing spectrum, in between the mainframe and microcomputers. It is less
powerful than a mainframe and more powerful than the microcomputers. They have larger
RAM and backing storage capacity and can process data more quickly.
Notes
This class of computers became available in the 1960’s when large scale integrated
circuits made it possible to build a computer much cheaper than the then existing
mainframes. The first popular minicomputers was the pdp-8, launched in 1965. Mini
computers were basically developed for use in process control systems.
(iv) Micro Computer
Microcomputers are at the lowest end of the computer range. The term
“microcomputer” was introduced with the advent of single chip microprocessors. ‘Personal
Computer (PC)’ were first known as microcomputer. Because they are designed to be
used by one person at a time. The principal characteristics of personal computers are
that they are single-user systems and are based on microprocessors. However, although
personal computers are designed as single-user systems, it is common to link them
together to form a network. A personal computer may be a desktop computer, a laptop,
tablet PC or a handheld PC (also called palmtop).
Personal computers are typically used at home, at school, or at a business. The
most common applications for businesses, the PC are used for word processing,
spreadsheet calculating and database managing. At home, PC is for entertainment
(computer games) and surfing the Internet and e-mail. The other applications are desktop
publishing, accounting, statistical analysis, graphics, investment analysis, project
management, editing photographs, creating graphics and also used in teaching (the
computer acts as a teacher). The highly visible personal computers fall under these
categories:
• Tower Model Computer • Desktop
• Laptop or Notebook • Sub-notebook
• Palmtop • Personal Digital Assistant (PDA)
• Pocket PC • Tablet PC
• Ultra-Mobile PC (UMPC) • Home Theater PC (HTPC)
• Workstation/Server Computer • Client-Server Computer
• Embedded Computer • Wearable Computer
Tower Model Computer
Refers to a PC in which the power supply, motherboard and mass storage devices
are stacked on top of each other in a cabinet. This is in contrast to desktop models,
in which these components are housed in a more compact box. The main advantage of
tower models is that there are fewer space constraints, which makes installation of
additional storage devices easier.

12 IT for Managers
Notes
Desktop
The term ‘desktop’ refers specifically to a horizontally-oriented case, usually intended
to have the display screen placed on top to save space on the desktop. Most desktop
computer offer more power, storage, versatility and low cost.
Fig: Desktop Computer

Laptop
A laptop is a small mobile computer, which usually weighs 2.2-18 pounds (1.6
kilograms), depending on size, materials and other factors. A laptop is designed to sit
on user lap and user can therefore expect it to be quite large and loaded down with features
and power. Laptops usually run on a single main battery or from an external AC/DC adapter
which can charge the battery while also supplying power to the computer itself. Many
computers also have a 3 volt cell to run the clock and other processes in the event of
a power failure.
Fig: Laptop Computer

As personal computers, laptops are capable of the same tasks, although they are Notes
typically less powerful for the same price. They contain components that are similar to
their desktop counterparts and perform the same functions, but are miniaturized and
optimized for mobile use and efficient power consumption. Laptops usually have liquid
crystal displays and most of them use different memory modules for their random access
memory (RAM), for instance, SO-DIMM in lieu of the larger DIMMs. In addition to a built-
in keyboard, they may utilize a touchpad (also known as a trackpad).
History
In 1976, the Xerox PARC division developed the Xerox NoteTaker, considered the
first portable computer. It never reached the market, as only 10 prototypes were built.
In 1981, the Osborne 1 was launched as the first commercially available portable computer.
About the size of a tabletop sewing machine, the Osborne did not have any battery power,
running only on electricity instead but it allowed computer users to work with a computer
while on the go.
In the span of barely 3 years, portable computer models started flooding the market.
In 1982, Kaypro introduced the Kaypro II, which featured double-sided floppy drives (twice
the storage capacity) and a larger CRT monitor. The first true laptop, the GRiD Compass
1101, was arguably released that same year. In 1983, Compaq launched its Compaq
Portable, while Epson introduced the HX-20.
Notebooks
Notebook computers typically weigh less than 5 pounds and are small enough -
"notebook sized" - to fit easily in a backpack or briefcase.
Its were also designed to function similarly to desktops but were geared more toward
personal use than business use. The handy notebook size was what defined notebook
computers. When they were first released, they did not even have a replaceable hard disk
or other associated peripherals.
History
By 1988, portable computers had become smaller, as demonstrated by the
Cambridge Z88. Though this portable computer was 16 times more powerful than the
Osborne 1, its total weight had been halved.
The first "notebook computers" - so called because the size of these devices was
roughly the size of a paper notebook - were the 1988 NEC UltraLite and the Compaq LTE,
launched in 1989. These designs were then joined by the IBM ThinkPad, featuring the
first 10.4 inch screen on a notebook computer. While these early notebooks averaged
a little over 6 pounds, lighter and more powerful "sub-notebooks" began making their mark
in 1993 with the introduction of the Gateway Handbook and the Hewlett-Packard

14 IT for Managers
Notes OmniBook. The 4.4 pound Apple PowerBook was eclipsed by the Sony VAIO in 1997,
the latter weighing in at under 2.5 pounds. Microsoft's Tablet PCcomputers were smaller
still and in 2007, Asus introduced the Eee PC, reducing screen and keyboard size while
retaining full computer usage capabilities.
Sub Notebook
Fig: Subnotebook Computer

A sub notebook is a class of laptop which are smaller and lighter than typical
notebooks. It is also called ‘ultraportable’. They generally are found to run full desktop
operating systems such as Windows or Linux, rather than specialized software such as
Windows CE, Palm OS or Internet Tablet OS.
Subnotebooks are smaller than laptops but larger than handheld computers. They
often have smaller-sized screens, less than 14 inches and weigh less than typical laptops,
usually being less than 2 kg (4.4 lbs). The savings in size and weight are usually achieved
partly by omitting ports or having removable media or optical disc drives.
Plamtop
A palmtop is a hand-held microcomputer, that is small enough to be held in one’s
hand. Although extremely convenient to carry, handheld computers have not replaced
notebook computers because of their small keyboards and screens. The most popular
palmtop computers are specifically designed to provide PIM (Personal Information
Manager) functions, like a calendar, address book etc.
Fig: Plamtop Computer

Personal Digital Assistants (PDA) Notes
Fig: Personal Digital Assistant (PDA)

A Personal Digital Assistant (PDA) is a hand-held microcomputer that trades off
power for small size and greater portability. They are tightly integrated computers that
often use flash memory instead of a hard drive for storage. These computers usually do
not have keyboards but rely on touch-sensitive LCD screen for both output and input.
PDAs communicate with desktop computers and with each other either by cable
connection, infrared (IR) beam or radio waves. It can function as a cellular phone, fax sender
and personal organizer. PDAs are normally used to keep track of appointment calendars,
to-do lists, address books and for taking notes.
Pocket PC
A Pocket PC is a hardware specification for a handheld-sized computer (PDA) that
runs the Microsoft Windows Mobile operating system. It may have the capability to run
an alternative operating system like NetBSD or Linux.
Fig: Pocket PC
Pocket PCs can also be used with many other add-ons like GPS receivers, barcode
readers, RFID readers and cameras.
Tablet PC
A Tablet PC is a notebook or slate-shaped mobile computer, first introduced by Pen
computing in the early 90’s with their PenGo Tablet Computer and popularized by
Microsoft. Its touchscreen or graphics tablet/screen hybrid technology allows the user to
operate the computer with a stylus or digital pen or a fingertip, instead of a keyboard
or mouse. Tablet PCs are often used where normal notebooks are impractical or unwieldy
or do not provide the needed functionality.

16 IT for Managers
Notes
Fig: Tablet PC
Ultra-Mobile PC
The Ultra-Mobile PC (UMPC) is a specification for a small form factor tablet PC. It
was developed as a joint development exercise by Microsoft, Intel and Samsung, among
others. Current UMPCs typically feature the Windows XP Tablet PC Edition 2005,
Windows Vista Home Premium Edition or Linux operating system and low-voltage Intel
Pentium or VIA C7-M processors in the 1 GHz range.
Fig: Ultra-Mobile PC
Home Theater PC
A Home Theater PC (HTPC) is a convergence device that combines the functions
of a personal computer and a digital video recorder. It is connected to a television or a
television-sized computer display and is often used as a digital photo, music, video player,
TV receiver and digital video recorder.
Fig: Home Theater PC

Home theater PCs are also referred to as media center systems or media servers.
Because of the nature of the HTPC, higher than average capacities are required for HTPC
units to allow storage of pictures, music, television shows, videos and other multimedia
HTPC cases have a small LCD screen on the front where a user can view music/movie
information.
Workstation/Server Computer
A workstation is a high-end microcomputer designed for technical or scientific
applications. Intended primarily to be used by one person at a time, they are commonly

connected to a local area network and run multi-user operating systems. The term Notes
workstation has also been used to refer to a mainframe computer terminal or a PC
connected to a network.
Historically, workstations had offered higher performance than personal computers,
especially with respect to CPU and graphics, memory capacity and multitasking cability.
They are optimized for the visualization and manipulation of different types of complex
data such as 3D mechanical design, engineering simulation, animation and rendering of
images, scientific calculations and mathematical plots.
The workstation class Personnal Computer may have some of the following features:
(i) Support for ECC (Error Correction Code, i.e., a system of error control for data
transmission) memory.
(ii) A larger number of memory sockets which use registered (buffered) modules.
(iii) Multiple processors.
(iv) Multiple displays.
(v) Run a “business” or “professional” operating system version.
Server usually refer to a computer that is dedicated to providing a service to other
computers over a network. A server application is a computer program that accepts
connections in order to service requests by sending back responses. Servers usually have
powerful processors, lots of memory and large hard drives. Examples of server applications
include web servers, e-mail servers, database servers and file servers.
Client-Server Computer
Client–Server Computing or networking is a distributed application architecture that
partitions tasks or work loads between service providers (servers) and service
requesters (clients). Often clients and servers operate over a computer network on
separate hardware. Classic client-server architecture requires one of the communication
endpoints to act as a server, which is much harder to implement. A server machine is
a high-performance host that is running one or more server programs which share its
resources with clients. A client does not share any of its resources but requests a server’s
content or service function. Clients therefore initiate communication sessions with servers
which await (listen to) incoming requests.
Fig: Client-Server Computer

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Notes The most basic type of client–server architecture employs only two types of hosts
– clients and servers. This type of architecture is sometimes referred to as two-tier. It
allows devices to share files and resources. The two tier architecture means that the client
acts as one tier and application in combination with server acts as another tier.
In most cases, a client-server architecture enables the roles and responsibilities of
a computing system to be distributed among several independent computers that are
known to each other only through a network. This creates an additional advantage to this
architecture: greater ease of maintenance.
For example, it is possible to replace, repair, upgrade or even relocate a server while
its clients remain both unaware and unaffected by that change. All data is stored on the
servers, which generally have far greater security controls than most clients.
As the number of simultaneous client requests to a given server increases, the server
can become overloaded and this is the main disadvantage of client–server computer.
Embedded Computers
An embedded system is a special-purpose computer system designed to perform
one or a few dedicated functions often with real-time computing constraints. It is usually
embedded as part of a complete device including hardware and mechanical parts. They
are generally execute a program that is stored in non-volatile memory and is only intended
to operate a specific machine or device.
Embedded computers are typically required to operate continuously without being
reset or rebooted and once employed in their task the software usually cannot be modified.
Embedded computers are very common. Embedded systems range from portable devices
such as digital watches and MP4 players, to large stationary installations like traffic lights,
factory controllers or the systems controlling nuclear power plants.
Fig: Embedded Computer

Wearable Computer
The latest trend in computer is Wearable Computer. A wearable computer is a
computer that is subsumed into the personal space of the user, controlled by the user,
and has both operational and interactional constancy, i.e., is always on and always
accessible. They have been applied to areas such as behavioral modeling, health
monitoring systems, information technologies and media development. Wearable
computers are especially useful for applications that require computational support while
the user’s hands, voice, eyes or attention are actively engaged with the physical
environment.

One of the main features of a wearable computer is consistency. There is a constant Notes
interaction between the computer and user, i.e., there is no need to turn the device on
or off. Another feature is the ability to multi-task. It is not necessary to stop what you
are doing to use the device; it is augmented into all other actions. These devices can
be incorporated by the user to act like a prosthetic. It can therefore be an extension of
the user’s mind and/or body.
1.4 Central Processing Unit (CPU)

The Central Processing Unit (CPU) is the component of a computer system with
the circuitry to control the interpretation and execution of instructions. It performs the
process part of INPUT-PROCESS-OUTPUT cycle. A CPU built on a single chip is called
a ‘Microprocessor’. A microprocessor is an electronic device which is of little use unless
interfaced with memories and several other Input/Output (I/O) device.
Nowadays, microprocessor is also called ‘Processor’. A processor combined with

main memory, auxiliary storage, input device and output device, which make a computer.
A microprocessor incorporates most or all of the functions of a computer’s CPU on a single
Integrated Circuit (IC). ICs are made up of different electronic components such as
capacitors, resistors, transistors etc.
Fig: Motherboard Fig: Integrated Circuit (IC)

20 IT for Managers
Notes These components are hooked together on fiberglass boards called circuit boards.
You can see the small thin copper or metal lines (wires) on a circuit board that connect
the different components together. These are called traces. Integrated Circuit is also called
microchip. In a microcomputer, the printed curcuit board that connects all of the parts
of the computer together is called the ‘motherboard’. The CPU could be considered the
‘brain’ of the computer. It sends electrical signals to the various parts of the computer,
controlling what goes on. The motherboard contains the CPU, as well as a separate chip
for the system clock. Everything connected to your computer system, plugs either directly
or indirectly into the motherboard. The motherboard contains the CPU, the BIOS ROM
chip (Basic Input/Output System), and the CMOS Setup information. It has expansion
slots for installing different adapter cards like video card, sound card, Network Interface
Card and modem.
It is sometimes called the system board, the logic board, the baseboard, or less
commonly, the planar board. A CPU cache is a cache used by the central processing
unit of a computer to reduce the average time to access memory. The cache is a smaller,
faster memory which stores copies of the data from the most frequently used main memory
locations. As long as most memory accesses are cached memory locations, the average
latency of memory accesses will be closer to the cache latency than to the latency of
main memory. When the processor needs to read from or write to a location in main
memory, it first checks whether a copy of that data is in the cache. Then the processor
immediately reads from or writes to the cache, which is much faster than reading from
or writing to main memory.
CPU Structure
As there are a great many variations in architecture between the different kinds of
CPU, a simplified model of the structure is looking here. The simplified model consists
of five parts:
• Control Unit
• Arithmetic and Logic Unit (ALU)
• Register Array
• System Bus
• Memory Unit

(a) Control Unit Notes

The Control Unit interprets any instruction it receives from memory and directs the
sequences of events necessary to execute the instruction. It is also responsible for
performing the instruction execution cycle. It consists of a decoder, control logic circuits
and a clock to ensure everything happens at the correct time.
Control unit uses a system clock which synchronizes all tasks by sending out
electrical pulses. The clock speed of a CPU is defined as the frequency that a processor
executes instructions or that data is processed. This clock speed is measured in millions
of cycles per second or megahertz (MHz) and is the main element in determining the
speed of the processor. Computer speed is also measured by the ‘Number of Instructions
Completed Per Second’ or ‘Millions Per Second (MPS)’ or ‘Instructions Per Second
(MIPS)’. Hertz is the unit of frequency that measures the number of cycles per second
in a periodic signal.
(b) Arithmetic and Logic Unit
The Arithmetic and Logic Unit (ALU) is that part of CPU where actual data processing
occurs. All calculations (mathematical) and all comparisons (logic function) take place
in this unit. Basic Arithmetic functions which an ALU can carry out are addition and
subtraction. More powerful CPUs can support additional mathematical operations like
multiplication and division.
In addition to arithmetic functions, the ALU also performs logic functions. The logical
operation which can it can carry out greater than, equal to, less than comparision between
two numbers. Besides these operations some processors also supports operations which
check if particular bits are on or off.
The ALU is made up of devices called gates that receive one or more inputs and
based upon what function they are designed to perform, output a result. The ALU in
example performs one of seven functions: NOT, Left Shift, Right Shift, Add, Subtract, AND,
OR.
Every arithmetic step requires at least two numbers and then it produces a result.
Multiplication, for example, uses a multiplicand and a multiplier to get a product. Although

22 IT for Managers
Notes every ALU must be able to manage the two data words and the result, different processing
and storage techniques are used in different models.
(c) Register Array
Registers are temporary memory units that store a computer instruction, a storage
address or any kind of data (such as a bit sequence or individual characters). The registers
are located in the processor, instead of in RAM, so data can be accessed and stored
faster. When a program is debugged, register contents may be analyzed to determine
the computer’s status at the time of failure. Each of the registers is 16 bits long, i.e.,
can contain a 16-bit binary number. Group of flip flops and gates form a register. Register
is a special purpose memory. This memory is vital for moving data in and out of the main
memory and to process the data. When CPU executes the instructions, there is a transfer
of information between various units of the computer system. CPU uses these registers
to handle the process of execution effectively and efficiently. They are a part of the central
processing unit but cannot be considered as a part of main memory. They can hold only
one piece of data at a time. Registers receive the information, hold it temporarily and pass
it on as directed by the control unit. The number of registers varies from computer to
computer, each one designed to perform a specific function.
Types of Registers
A processor often contains several kinds of registers, that can be classified according
to their content or instructions that operate on them:
(i) User-accessible registers are divided into data registers and address registers.
(ii) Data registers are used to hold numeric values such as integer and floating-
point values.
(iii) Address registers hold addresses and are used by instructions that indirectly
access memory.
(iv) Index register used to store the index of memory address.
(v) Conditional registers hold truth values often used to determine whether some
instruction should or should not be executed.
(vi) General purpose registers (GPRs) are combined with Data and Address
registers. They can be used by the programmer for data manipulation.
(vii) Floating point registers (FPRs) are the type of data register that store floating
point numbers in many architectures.
(viii) Accumulator register is special data register which stores the result of the last
processing step of the ALU.
(ix) Constant registers are used to store read only values such as zero, one, or
pi.
(x) Vector registers hold data for vector processing done by SIMD instructions
(Single Instruction, Multiple Data).
(xi) Special purpose registers (SPRs) hold program state. This have two special
registersstatus register and Control registers.
(xii) Status registers has two special registers –
• Stack Pointer: Contains the last address of a stack of.
• Status Register: (also: flag register or condition code register (CCR)) is a
collection of flag bits for a processor.
(xiii) Control registers has two special registers –

• Program Counter (PC): Contains the address (in binary) in main memory of the Notes
next instruction.
• Instruction Register (IR): Contains the instruction (in binary) that is currently
being executed.
(xiv) Model-specific registers (also called machine-specific registers) store data and
settings related to the processor itself.
(d) System Bus
The system bus is a cable which carries data communication between the major
components of the computer, including the microprocessor. These wires carry information
in terms of voltage. If 5V at a wire indicates Bit 1, 0V indicate Bit 0. The system bus
consists of three different groups of wiring, called the data bus, control bus and address
bus. These all have seperate responsibilities and characteristics, which can be outlined
as follows:
(i) Address Bus
An address bus carries the address of memory location or address of the peripheral.
If the computer used 8 bits to represent the address of a location, then it can address
upto 28 – 256 location. Sometimes the address bus is combined with the data bus also.
This is said to be address bus multiplexed with data bus. Bits flow from the microprocessor
to peripheral is undirectional.
(ii) Data Bus
A Data Bus carries the data to the memory location or Input/Output units. In 8-bit
computer, the width of the Bus is 8 lines. It can carry only 8-bits at a time. The control
unit will distinguish whether the data is to be sent for input or output. Data flow between
microprocessor and memory and peripheral is bidirectional.
(iii) Control Bus
This Bus carries control signals used to control overall operations of the computer.
This Bus sends appropriate signals at the appropriate time to all the parts of the computer.
These provide timing and control signals.
(e) Memory Unit
The memory is not an actual part of the CPU itself, and is instead housed elsewhere
on the motherboard. However, it is here that the program being executed is stored, and
as such is a crucial part of the overall structure involved in program execution. For more
information about memory, please see next pages.
1.5 Logic Gates

A Gate is a simple electronic circuit which is used to perform the logical function.
A Circuit with one or more input signals but only one out/put signals is called Gate. Gates
are Digital circuits because the input and output signals are either low or high voltages.
Different types of Gates are –
(i) AND Gate (ii) OR Gate
(iii) NOT Gate (iv) NAND Gate.
(v) NOR Gate (vi) XOR Gate
(vii) XNOR Gate

24 IT for Managers
Notes AND Gate
The AND gate is a electronic decision making element with two or more input and
a single output. Its function is to implement the AND operation.
This is standard symbol for AND Gate with two input and one output. If X and Y
are two input and Z is the output, then AND Gate corresponding to written as Z = XY.
Similarly one can have three, four, five, or more input and one output with an AND
Gate.
Truth Table of AND Gate
A B X = A.B
0 0 0
0 1 0
1 0 0
1 1 1
AND Gate Rules: The output of AND Gate is

(i) Logic one(1) When all input are 1(one)
(ii) Logic zero (0) when any input is zero(0)
OR Gate
This is an electronic decision making element with one or more inputs and a single
output. Its function is to implement the OR operation. (Logical Addition) Standard symbol
of OR gate with two and more input.
Truth Table of OR Gate
A B C=A+B x A
z = xy
0 0 0 B
One output C x
0 1 1 y
D
2 inputs One output
1 0 1 4 inputs X =A+ B+ C + D
1 1 1
OR Gate Rules:
(i) The output of an OR Gate is logic one when any input is one.
(ii) Logic zero when all input are zero.
NOT Gate
This is an electronic element in one input and one output. It’s function is to implement
the not function (inversion of logical complementation). It converts zero(0) to one(1) or
one(1) to zero(0)
Truth Table of NOT Gate
A X = A
0 1
1 0

A and A are called compliments of each other. Notes

NOT Gate Rules: The output of a NOT Gate is
(i) Logic one (1) when the input is zero(0)
(ii) Logic zero(0) when the input is(1) one.
NAND Gate
The AND gate negated with an inverter produces a NOT – AND gate known as NAND
gate.
The boolean expression for NAND gate is C = A . B
Inputs Outputs
A A B C
C 0 0 1
B
0 1 1
1 0 1
Logic Symbol
1 1 0
Truth table
NOR Gate
The OR gate negated with an inverter results in a NOT – OR gate known as NOR
gate.
The boolean expression for NOR gate is C = A + B
Inputs Outputs
A A B C
C 0 0 1
B
0 1 0
Logic Symbol 1 0 0
1 1 0
Truth table
XOR Gate
XOR gate means exclusive OR gate. The exclusive feature denotes that the XOR
gate responds to only certain combinations of input signals. That is
(i) An even number of 1s at the input produces 0 at the output.
(ii) An odd number of 1s at the input produces 1 at the output.
The boolean expression is C = A ⊕ B
Inputs Outputs
A B C
A
C 0 0 0
B
0 1 1
Logic Symbol 1 0 1
1 1 0
Truth table
The XOR symbol is a combination of the OR symbol with an extra curved line
at the input side.

26 IT for Managers
Notes XNOR gate
An inverter added to the XOR gate gives an XNOR gate. This is known as exclusive
NOR gate. The XNOR gate functions are as follows :
(i) An odd number of 1s at the input produces 0 at the output.
(ii) An even number of 1s at the input produces 1 at the output.
The boolean expression is C = A ⊕ B
Inputs Outputs
A A B C
C 0 0 1
B
0 1 0
1 0 0
Logic Symbol
1 1 1
Truth table
1.6 Computer Memory

There are two types of storage devices used in computers – a ‘primary storage’ device
and a ‘secondary storage’ device.
Primary or Main Memory
A storage location that holds memory for short periods of times. RAM and ROM
are examples of a primary storage device. This storage unite is often called either ‘main
memory’ or ‘primary memory’. The primary memory of CPU is the place where computer
program and data is stored during processing.
MDR Word
(Memory address group of cells
Data Register) (a word)
000 001
Input
Output
Read / Write
MAR (Memory Address Register)
Fig: Block diagram of Memory

It is generally made up of semiconductor material or magnetic cores. This memory
unit consists of a number of cells, each cell capable of holding a single unit of information.
A memory cell can store a bit namely 1 or 0. Memory cells are arranged as memory
words. The number of bits in a word ranges between 8 and 64. Each word in the memory
has an address which is used to designate the cell for the purpose of storing data in it
or retrieving data from it. A word which has to be written in a memory is placed in group
of cells known as ‘Memory Data Register (MDR)’. The address where the word is to be
stored is entered in a ‘Memory Address Register (MAR)’. When a write command is given

to memory the contents of MDR is stored in the address specified by the contents of Notes
MAR. The contents which were present earlier in that address are erased before storing
the new data.
When a word has to be read from a specified address, that address is placed in
MAR. A read command is applied to the memory. The contents of specified address is
copied and placed in MDR. The contents in the memory are not erased.
Random Access Memory (RAM)
Pronounced ram, acronym of Random Access Memory, a type of computer-memory

that can be accessed randomly; that is, any byte of memory can be accessed without
touching the preceding bytes. This is the memory that the computer uses while it is
executing programs. RAM is the most common type of memory found in computers and
other devices, such as printers.
There are two basic types of RAM:
• Dynamic RAM (DRAM)
• Static RAM (SRAM)
The two types differ in the technology they use to hold data, dynamic RAM being
the more common type. Dynamic RAM needs to be refreshed thousands of time per
second. Static RAM needs to be refreshed less often, which makes it faster but it is also
more expensive than dynamic RAM. Both types of RAM are volatile, meaning that they
lose their contents when the power is turned off.
Fig: Random Access Memory (RAM)

In common usage, the term RAM is synonymous with main memory, the memory
available to programs. For example, a computer with 8 MB RAM has approximately 8
million bytes of memory that programs can use. In contrast, ROM (Read-Only Memory
refers to special memory used to store programs that boot the computer and perform 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). In fact,
both types of memory (ROM and RAM) allow random access. To be precise, therefore,
RAM should be referred to as read/write RAM and ROM as read only RAM.
Read Only Memory (ROM)
Pronounced rom, acronym for Read-Only Memory, a computer memory on which

has been prerecorded. The information stored on the ROM, chips is permanent and is
stored when it’s manufactured. Unlike the main memory (RAM), ROM retains its contents
even when the computer is turned off. ROM is referred to as being nonvolatile whereas
RAM is volatile.

28 IT for Managers
Notes
Fig: Read Only Memory (ROM)

Most personal computers contain a small amount of ROM that stores critic programs
such as the program that boots the computer. In addition, ROMs are used extensively
in calculators and peripheral devices such as laser printers, whose fonts are often stored
in ROMs. A variation of a ROM is the PROM (programmable read-only memory). PROMs
are manufactured as blank chips on which data can be written.
PROM
Pronounced prom, an acronym for programmable read-only memory. A PROM is a
memory chip on which data can be written only once. Once a program has been written
onto a PROM, it remains there forever. Unlike the main memory, PROMs retain the
contents when the computer is turned off. The difference between a PROM and a ROM
(read-only memory) is that a PROM is manufactured as blank memory, whereas a ROM
is programmed during the manufacturing process. To write data onto a PROM chip you
need a special device called a PROM programmer or a PROM burner. The process of
programming a PROM is sometimes called burning the PROM.
EPROM
Acronym for Erasable Programmable Read-Only Memory and pronounced ee-prom.
EPROM is a special type of memory that retains its contents until it is exposed to
ultraviolet light. The ultraviolet light clears its contents, making it possible to reprogram
the memory. EPROM differs from a PROM that is – a PROM can be written to only once
and cannot be erased. EPROMs are used widely in PCs because they enable the
manufacturer to change the contents of the PROM before the computer is actually skipped.
This means bugs can be removed and new versions installed shortly before delivery.
EEPROM
Acronym for electrically Erasable Programmable Read-only Memory. Pronounced
double ee-prom. An EEPROM is a special type of PROM that can be erased by exposing
it to an electrical charge. Like other types of PROM, EEPROM retains its contents even
when the power is turned off. Also like all other types of ROM, EEPROM is not as fast
as RAM.
Flash Memory
Flash memory is a special type of EEPROM that can be erased and reprogrammed
in blocks instead of one byte at a time. Many modern PCs have their BIOS (Basic Input/
Output System) stored on a flash memory chip so that it can easily be updated necessary.
Such a BIOS is sometimes called a flash BIOS. Flash memory is also popular in modems
because it enables the modem manufacturer to support new protocols as they become
standardized.
The principal difference between EEPROM and flash memory is that EEPROM Notes
requires data to be written or erased one byte at a time whereas flash memory allows
data to be written or erased in blocks. This makes flash memory faster.
Cache Memory
The cache memory is very important to the PC system and its speed. It is a special
and very high speed memory, which is used to increase the speed of processing by making
current program and data available to the CPU at a rapid rate.
Auxiliary Storage Main Memory
CPU Cache Memory
Cache memory is volatile, i.e., when the computer is shut down, the data stored
there is lost. Today, the cache memory runs 5 times faster than the motherboard. The
CPU looks in the cache for the data it needs. If the data is there, it will retrieve it and
process it. If the data is not there, then the CPU accesses the system memory and then
puts a copy of the new data in the cache before processing it. Cache memory is placed
at two levels. They are called first-level cache ( L1) and second-level cache ( L2). The
cache memory is placed in between CPU and main memory. Cache sits on newer
processor as L1 (level 1) memory and on the board as L2 memory. This allows kind of
a buffer for the CPU. CPU is faster than the rest of the system in most cases and needs
a place to set information that can be accessed fast, this is where L1 and L2 come
in. The L1 cache is a little more hush. This cache site on the CPU allows a buffer for
the rest of the system to keep up with it. The same goes with L2 cache but act more
for information heading out of the CPU rather than in it.
Virtual Memory
Memory is hardware that your computer uses to load the operating system and run
programs. Because computer has a finite amount of RAM, it is possible to run out of
memory when too many programs are running at one time. This is where virtual memory
comes in. Virtual memory increases the available memory of computer by enlarging the
“address space,” or places in memory where data can be stored. It does this by using
hard disk space for additional memory allocation.
CACHE VIRTUAL
CPU MEMORY RAM MEMORY HARD DISK
The area of the hard disk that stores the RAM image is called a page file, which
extension in windows machine is .SWP. It holds pages of RAM on the hard disk, and
the operating system moves data back and forth between the page file and RAM. When

30 IT for Managers
Notes the operating system has to constantly swap information back and forth between RAM
and the hard disk. This is called thrashing, which can make the computer incredibly slow.
This means that the more virtual memory is used, the more it will slow the computer down.
While virtual memory enables the computer to run more programs than it could otherwise,
it is best to have as much physical memory as possible. This allows the computer to
run most programs directly from the RAM, avoiding the need to use virtual memory. Having
more RAM means computer works less, making it a faster, happier machine.
The space on a HDD that is used to store the overflow from memory is called swap
space. The swap space is divided into segments called pages, each of which is associated
with a specific address in memory. When an address is referenced, the page is swapped
into memory. It is returned to the disk when no longer needed and other pages are called.
This management of virtual memory is performed by a type of hardware circuitry called
a memory management unit (MMU).
Secondary Storage Device
A storage medium that holds information until it is deleted or overwritten. The memory
capacity of the computer can be increased by using secondary or external or auxillary
memory units to the computer. This is the additional memory used to supplement the
storage capability. It is less expensive and more flexible than main memory. These devices
store information such as software and data permanently. For example, magnetic disk,
magnetic tapes etc.
Magnetic Tape
They are convenient, inexpensive devices which can be used to store large volumes
of data. The magnetic tape is similar to the commonly used audio tape recorders. The
tape is wound on a spool and threaded manually on the take-up spool. Data on tapes
is stored as blocks, therefore recording and retrieving is sequential. The access time in
the case of magnetic tapes is quite high.
The various types of magnetic tapes are as follows:
Reel to Reel Tapes
Large computers use tape devices to store and read data on reels of tape. A reel
of magnetic tape is half inch in width and can store 1,600 to 6,000 characters per inch
along its 2,400 feet length.
Cassette and Cartridge Tapes

Tape drives attached to early personal computers used cassette tapes similar to
the familiar audio cassettes. Cassettes and reels are now being replaced by cartridge
tapes. These cartridges are self contained in hard plastic cells that are easy to mount
in a tape drive and store when not in use. They can hold data 40 MB to 10 GB.

Magnetic Disks Notes

A magnetic disk is a circular platter that is made of smooth metal or mylar plastic.
It is coated with magnetic material.
Data is stored or retrieved from the disk using a conducting coil called the head.
During read/write the head is stationary while the platter rotates beneath it. With disks
it is possible to directly access records by specifying the address or location. That is
why disks are called direct access storage devices.
The various types of magnetic disks include:
Floppy Disk
Floppy disk is a soft magnetic disk. It is called floppy because it flops if you wave
it. Unlike most hard disks, floppy disks (often called floppies or diskettes) are portable,
because you can remove them from a disk drive. Disk drives for floppy disks are called
floppy drives. Floppy disks are slower to access than hard disks and have less storage
capacity, but they are less expensive and portable.
Floppies come in two basic sizes:

• 51/4 Inch – The common size for PCs made before 1987. This type of floppy is
generally capable of storing between 100k and 1.2MB(megabytes) of data. The
most common sizes are 360k and 1.2MB.
• 31/2 Inch – Floppy is something of a misnomer for these disks, as they are encased
in a rigid envelope. Despite their small size, micro floppies have a large storage
capacity than their cousins- from 400 k to 1.4MB of data. The most common
sized for PCs are 720k (double-density) and 1.44MB (high-density) Macintoshes
support disks of 400K, 800K and 1.2MB.
Hard Disk
Hard disk is a magnetic disk on which one can store computer data. The hard disk
is faster than floppy disks. For example, hard disk can store anywhere from one megabytes

32 IT for Managers
Notes to several gigabytes, whereas most floppies have a maximum storage capacity of 1.4
megabytes.
A single hard disk usually consists of several platters. Each platter requires two read/
write heads, one of each side. All the read/write head are attached to a single access
arm so that they cannot move independently. Each platter has the same number of tracks,
and a track location that cuts across all platters is called a cylinder. For example, a typical
84 megabyte hard disk for a PC might have two platters (four sides) and 1,053 cylinders.
In general, these are less portable than floppies, although it is possible to buy removable
hard disks. There are two types of removable hard disks, disk packs and removable
cartridges.
Winchester Disk
Another magnetic media suitable for large volumes of information is the hard disk
populary known as Winchester disk. A Winchester disk pack consists of two or more
magnetic plates fixed to a spindle, one below the other with a set of read–write heads.
The disk pack is permanently seated inside a casing to protect it from dust and other
contamination, thus, increasing its reliability and data integrity. They can hold large volume
of information than floppies. They are very fast in reading and writing. Winchester disks
are available in different sizes and capacities. Standard sizes are 5.25 inches, 8 inches,
10.5 inches and 14 inches, storage capacities.
Zip Disk
These are high-capacity floppy disk drives developed by the Iomega Corporation. Zip
disks are slight larger than the conventional floppy disks, and as about twice as thick.

These are high-capacity floppy disk drives developed by the Iomega Corporation. Zip Notes
disks are slight larger than the conventional floppy disks, and as about twice as thickf
1200, 2000, 4200 MB and so on are typical for a personal computer. They can hold 100MB
of data because they are relatively inexpensive and durable they have become a popular
media for backing the hard disks and for transporting large files.
Jaz Disk
These are removable disk drives developed by the Iomega Corporation. The Jaz Disk
has a 12-ms average seek time and a transfer rate of 5.5 Mbps. The removable cartridges
hold 1GB of data. The fast data rates and large storage capacity makes it a viable
alternative for backup storage as well as for everyday use.
Super Disk
This is a new disk storage technology developed by the Imation Corporation that
supports very high density diskettes. These are etched with a servo pattern at the factory.
This pattern is then read by the Super Disk drive to precisely align the read/write head.
The result is that a Super disk or diskette can have 2,490 tracks as opposed to the 135
tracks that conventional 3.5 to 1.44MB diskettes use. This higher density translated to
120MB capacity per diskette.
Unlike the other removable disk storage solutions as the Zip drive, Super Disk is
backward compatable to older diskettes. This means that you can use the same Super
Disk drive to read and write to older 1.44MB diskettes as well as the new 120 MB Super
Diskettes. Imation’s current Super Disk drive is called the LS-120.
USB Flash Drive

A flash drive is a small electronic chip which is used as a medium of data storage
and transfer all kind of data like images, videos, music, documents, files, presentation
and software from one to another computer. It is also called thumb drive due to its small
size. Before the inception of flash drives, computer users used floppy discs and CDs to
store small amounts of data. When a computer user inserts a disk or CD into a computer,
the computer reads the devices through movable parts, such as a laser scanning a CD.
Since the flash drive has no moving parts, it is less susceptible to damage. To transfer
data between two devices both devices need to have a USB port or USB adapter.
A flash drive and a pen drive perform the same essential function; however, many
people confuse the terms. The major difference between a pen drive and flash drive is
that a pen drive is generally only used as a mobile USB storage device, whereas a flash
drive has many different uses for data storage. Another difference is that the pen drive
always refers to a drive that can be plugged directly into a USB port. On the other hand,
a flash drive may be accessible by a direct USB connection, a corded USB connection
or even stored internally inside a cell phone or mobile media device.

34 IT for Managers
Notes Pendrive
According to the Phison company website, the term "pen drive" came into the
computer vocabulary in 2001. The pen drive is a type of flash drive named for its small
pen-like appearance. It is a portable device which allows user to transfer data (text, images,
videos etc) to and from computer quickly. Users can easily read and write the data on
the Pen Drive by plugging it into the USB port on the computer.
(i) Personal data transport: The most common use of flash drives is to transport
and store personal files such as documents, pictures and videos.
(ii) System administration: Pen drives are particularly popular among system and
network administrators, who load them with configuration information and
software used for system maintenance, troubleshooting, and recovery.
(iii) Computer repair: Pen drives enjoy notable success in the PC repair field as
a means to transfer recovery and antivirus software to infected PCs, while
allowing a portion of the host machine's data to be archived in case of
emergency.
Advantages:
(i) Pen drives implement the USB mass storage device class so that most modern
operating systems can read and write to them without installing device drivers.
(ii) It can transfer data much more quickly than older technologies, because of,
it has no moving parts, it is solid state.
(iii) Pen drives store data densely compared to many removable media. In mid-2009,
256 GB drives became available, with the ability to hold many times more data
than a DVD or even a Blu-ray disc.
(iv) Compared to hard drives, flash drives use little power, have no fragile moving
parts and are small and light.
Disadvantages:
(i) Hardware failure: The interior of a pen drive is often simply a circuit board
soldered to the USB plug, and since these devices stick out of the side or front
of a computer, they tend to get bumped or struck very easily. The junction point
is the weakest spot and a failure point, making it easy to break the USB
connection and render the drive useless.
(ii) Virus and malware: While pen drives can be an easy way to transfer files
between computers, they can also be a vector for malware infections. Any
computer with autoplay turned on may auto-execute infected files on a pen drive,
triggering an infection.
(iii) Short lifeperiod: Pen drives have a relatively short lifespan compared to other
forms of media.

Optical disk Notes
Fig: Optical disk

Optical disks differ from magnetic disks by the way data is stored and read. In optical
disks a laser beam is used to read and write data on these reflective disks. Optical disks
support direct access to data and have more storage capacity than magnetic disks. Optical
disks are popularly known as compact disks (CDs).
Optical disks can store much more data upto 6 gigabytes (6 billion bytes) than
magnetic media, such as floppies and hard disks. Optical disk is an electronic data storage
medium from which data is read and written to by using a low-powered laser beam. It
is flat, circular, plastic or glass disk on which data is stored in the form of light and dark
pits. The laser beam reads the pits and the data can be accessed. There are three basic
types of optical disks:
(i) Read-only optical disks: The optical disks, which are recorded at the time
of manufacture and cannot be erased. CD, CD-ROM, DVD-ROM and DVD-Video
are the read-only disks.
(ii) WORM (Write Once, Read Many): WORM stands for write-once, read many.
The optical disks that can be recorded by the user only once but cannot be
erased. After they have been recorded once, they behave like a read-only optical
disk CD-R, DVD-R, and WORM disks are write-once.
(iii) Rewritable/Magneto-optic disks: The optical disks that can be erased and
written to with the new information. CR-RW, DVD-RAM, DVD-RW and magneto-
optic disks and Data play are rewritable. Rewritable disks use magneto-optic
or phase change technology.
Advantages:
An optical disk offers many advantages over magnetic storage media.
1. Highest storage capacity.
2. Low cost per Megabyte of storage.
3. Environmental condition tolerance.
4. High data stability.
5. Long media life.
An optical disk has much more storage capacity on the order of gigabytes, than
a magnetic disk. It can hold up to 6GB of data in comparison to 1.44 MB of a diskette.
Optical disks are inexpensive to manufacture. Data stored on optical disks is resistant
to power surges or magnetic disturbances, such as head crashes or corruption form stray
magnetic fields. Hence, they provide high data stability. Optical disks are less vulnerable
to extremes of hot and cold as compared to the magnetic disks. Optical disks have long
media life than magnetic disks. Finally, you should consider how the player connects to
your computer. Most CD ROMs connect via a SCSI bus. If your computer doesn’t contain

36 IT for Managers
Notes such interface, you will need to install one. Other CD-ROMs connect to an IDE or enhance
IDE interface, which is the one used by the hard disk drive; still others use proprietary
interface.
Almost all CD-ROMs conform to a standard size and format, so it is usually possible
to load any type of CD into any ROM player. In addition, most CD-ROM players are capable
of playing audio CDs, which share the same technology. CD-ROMs are particularly well
suited to information that requires large storage capacity. This includes color graphics,
sound and especially video. In recent years the prices of CD-ROM players have decreased
and the tools for creating new CD-ROM titles have improved, the CD-ROM industry has
been expanding rapidly. Today, the most popular CD-ROM titles have been computer
games and multimedia reference works.
1.7 Input Technologies

An input device is a peripheral used to provide data and control signals to an
information processing system such as a computer or information appliance. Examples
of input devices include keyboards, mouse, scanners, digital cameras and joysticks etc.
Each of the device is explained below.
Key Board
Keyboard was the first input device to be used with computers and it is still the major
and most widely used among all the input devices. It is the primary input device for entering
text and numbers. It is an arrangement of keys on a board in an organized way - this
is why it is called keyboard. A keyboard is connected to a computer system using a
cable or a wireless connection.
A standard keyboard has 102 to 110 keys and with 256 to 260 characters and each
key sends a different signal to the CPU. When a key is pressed, a tiny chip called the
keyboard controller notes that a key has been pressed. Then the keyboard controller
places a code into the keyboard buffer to indicate which key is pressed and sends a signal
to the computer’s system software to tell that something has happened at the keyboard.
When the system software receives the signal, then it reads the memory location in the
keyboard buffer that contains the code of the pressed key. Then the system software
passes the code to the CPU. The keyboard buffer can store many keystrokes at one time.
The Basic PC Keyboard Layout
A keyboard typically contains keys for individual letters, numbers and special
characters, as well as keys for specific functions. There are four main keys on PC’s
keyboard.
Function keys: These keys are positioned on the top row of the keyboard which
are labeled as F1, F2, F3, and on up to F11 and F12. Though F1 through F12 have some
default primary and secondary features, they can be used well in combination with keys
like Ctrl and Alt.
F1: To open help window.
F2: To used to rename a file or folder. Alt + Ctrl + F2 opens the Documents Library
while on MS Office suite.
F3: To used to find something. Shift + F3 toggles between capitalizing each word,
lower case and upper case for selected text on MS Word.

F4: Alt + F4 closes the current program. If no program is running then it launches Notes
the Shutdown dialog box.
F5: To used to refresh action. While using PowerPoint it is used to start a slide
show. Opens Find, Replace, Go to dialog on MS Office programs.
F6: To focuses on the address bar.
F7: To turns on browsing on Mozilla Firefox.
F8: To enters the Windows Start Menu.
F9: To compiles and runs the code in combination with Ctrl key.
F10: To shows the Menu bar in Firefox and IE.
F11: To opens full screen mode in Windows Explorer and all browsers.
F12: To opens Save As window on MS Office.
Typewriter keys: These keys are the same types of keys that find on an old
typewriter. All letters, numbers, and punctuation symbols include.
Cursor-control keys: These four arrow keys move the text cursor in the direction
of their arrows. There are more six-pack cursor-control keys such as Insert, Delete, Home,
End, Page Up and Page Down.
Numeric keypad: The numeric keypad contains calculator-like keys which are
popular with accountants, bank tellers and airline ticket agents.
Fig: Typical Windows QWERTY keyboard

Types of Computer Keyboard
There are two major keyboard layouts being used worldwide,
(i) Standard keyboard (qwerty): It is named after the first six leftmost letters
on the top alphabetical line of the keyboard. Also called a QWERTY keyboard
because of the layout on its typing area. It has about 103 keys and about 257
characters.
(ii) Multimedia keyboard: It is designed for the user to access often-used
programs such as Internet, music and email. It contains buttons that control
various computer processes, such as turning on the computer's power, putting

38 IT for Managers
Notes the CPU to sleep and waking it up again. It comes in various connection formats,
including PS/2, USB and wireless.
Types of Keys on a Computer Keyboard:
(i) Alphanumeric keys: All of the letters and numbers on the keyboard A-Z and
0-9. This arrangement is called the QWERTY because the first SIX keys on
top of the row of letters are Q,W,E,R,T,Y. The numeric keypad looks like a
calculator’s keypad, with its 10 digits and mathematical operators (+, - , *, /
) . ? Numeric keys also features NUM LOCK key.
(ii) Punctuation keys: All of the keys associated with punctuation such as the
comma, period, semicolon, brackets, parenthesis and so on. Also, all of the
mathematical operators such as the plus sign, minus sign, and equal sign.
(iii) Special keys: He standard keyboard contains special key such as:
• Alt key – Short for Alternate, this key is like a second control key.
• Arrow Keys – Most keyboards have four arrow keys that enable to move the
cursor up, down, right or left.
• Backspace key – Deletes the character just to the left of the cursor and moves
the cursor to that position.
• Caps Lock Key – A toggle key that, when activated, causes all alphabetic
characters to be uppercase.
• Ctrl key – Short for Control, this key is used in conjunction with other keys
to produce control characters. The meaning of each control character depends
on which program is running.
• Delete Key – Sometimes labeled Del, deletes the character at the current cursor
position or the selected object but does not move the cursor. For graphics-based
applications, the Delete key deleted the character to the right of the insertion
point.
• Enter Key – Used to enter commands or to move the cursor to the beginning
of the next line. Sometimes labeled Return instead of Enter.
• Esc Key – Short for Escape, this key is used to send special codes to devices
and to exit (or escape) from programs and tasks.
• Function Keys – Special keys labeled F1 to F12. These keys have different
meaning depending on which program is running.
Mouse
Mouse is a device that controls the movement of the cursor or pointer on a display
screen. A mouse is a small object, it can roll along a hard, flat surface. Its name is
derived from its shape, which looks a bit like a mouse, its connecting wire that one can
imagine to be the mouse’s tail, and the fact that one must make it scurry along a surface.
As user move the mouse, the pointer on the display screen moves in the same direction.

The computer mouse is considered an input device. With a click of a button, the Notes
mouse sends information to the computer. The computer mouse is an interesting device
that offers an alternative way to interact with the computer beside a keyboard. A typical
mouse has two buttons. At the top of the device you will find a left and right button which
allows for “clicks”. There is a scrolling wheel between the two buttons.
Types of Mouse
Base on their ports there are three common types namely: (i) PS/2 mouse (ii) USB
mouse (iii) Serial mouse.
Base on their designed there are three common types namely:
(i) Mechanical mouse: It is a device integrated with an internal metal or rubber
ball, which can spin in all directions (left, right, up and down). Thus, the display
cursor moves as the mouse detects the direction. The ball in the mechanical
mouse spins when it comes in contact with surface on which it is placed. A
mouse pad should be used under the mouse to run on.
(ii) Optomechanical mouse: This type of computer mouse is the same as the
mechanical mouse except that it uses optical sensors to the motion of the ball.
A mouse pad should be used under the mouse to run on.
(iii) Optical mouse: This type of mouse uses a LED sensor for detecting the
mouse's movement. This mouse doesn’t have mouse ball and electromechanical
transducer. Movement is detected by sensing changes in reflected light, instead
of interpreting the motion of a rolling sphere. This type mouse responds more
quickly and precisely than the mechanical and optomechanical mouse. An
optical mouse does not have moving parts thats why there is no need of cleaning.
Even user don't need a mouse pad.
(iv) Wireless mouse: The Mouse without wire or cord is called wireless mouse
or cordless mouse. Most wireless mice use radiofrequency (RF) technology to
communicate information to computer.
Digital Camera
Images can be input into a computer using a digital camera. The digital camera takes
a still photograph, stores it, and then sends it as digital input into the computer.
The images are then stored as digital files. These images can then be manipulated
in many ways using the various imaging tools available.
Scanner
Scanner is an input device that can read text or illustrations printed on paper and
translate the information into a form that the computer can use. A scanner works by
digitizing an image; dividing it into a grid of boxes and representing each box with either
a zero or a one, depending on whether the box is filled in (For color and gray scaling,
the same principle applies but each box is represented by up to 24 bits).

40 IT for Managers
Notes
The resulting matrix of bits, called a bit map, then can be stored in a file, displayed
on a screen and manipulated by programs. Optical scanners do not distinguish text from
illustrations; they represent all images as bit maps. Therefore, you cannot directly edit
text that has been scanned. To edit text read by an optical scanner, you need an optical
character recognition (OCR) system to translate the image into ASCII characters. Most
optical scanners sold today come with OCR packages.
Punched Card
Punched Cards are still in use as medium for recording data and instructions in the
form of punched holes to denote and then they are sequentially read by the card reader.
The card reader sends the data and instructions to the CPU to process them.
The punched cards used for data processing are made generally of 80 columns and
12 rows. Today 96 columns cards are available. In these cards a hole is punched to
represent the binary 1. The absence of a hole represent binary 0. If a card is punched
wrongly, it cannot be corrected. The cards are read by a unit called a card reader. On
receiving the command from the control unit the device moves the cards one by one over
two sub-devices. One of which, senses the punched holes (0’s and 1’s) and transcribes
the pulses to the CPU. Then the output is given as per user specification.
Track Ball
Trackball is another pointing device. Essentially, a it is a mouse lying on its back.
To move the pointer, you rotate the ball with your thumb, your fingers, or the palm of
your hand. There are usually one to three buttons near to the ball, which you use just
like mouse buttons.
The advantage of trackballs over mouse is that the trackball is stationary so it does
not require much space to use it. In addition, you can place a trackball on any type of

surface, including your lap. For both these reasons, trackballs are popular pointing devices Notes
for portable computers.
Joy Stick
A lever that moves in all directions and controls the movement of a pointer of some
other display symbols. A joystick is similar to a mouse, except that with a mouse the
cursor stops moving as soon as you stop moving the mouse.
With a joystick, the pointer continues moving in the direction the joystick is pointing.
To stop the pointer, you must return the joystick to its upright position. Most joysticks
include two buttons called triggers. Joysticks are used mostly for computer games, but
they are also used occasionally for CAD/CAM systems and other applications.
Light Pen
Light pen is an input device that utilizes a light-sensitive detector to select objects
on a display screen. It is similar to a mouse, except that with a light pen you can move
the pointer and select objects on the display screen by directly pointing at the objects
with the pen.
Digitizing Tablet
This is an input device that enables you to enter drawings and sketches into a
computer. A digitizing tablet consists of an electronic tablet and a cursor or pen. A cursor
(also called puck) is similar to a mouse, except that, it has a windows with cross hairs
for pinpoint placement and have as many as 16 buttons.
A pen (also called a stylus), which looks like a simple ballpoint pen but uses an
electronic head instead of ink. The tablet contains electronics that enables it to detect
movement of the cursor or pen and translate the movements into digital signals that it
sends to the computer.

42 IT for Managers
Notes For digitizing tablets, each point on the tablet represents a point on the display screen
in a fixed manner. This differs from a mouse, in which all movement is relative to the current
cursor position. The static nature of digitizing tablets makes them particularly effective
for tracing which the pen or cursor acts like a mouse. Digitizing tablets are also called
digitizers, graphics tablets, touch tales or simply tablets.
Touchpad
A small, touch-sensitive pad is used as a pointing device on some portable
computers. It is consisting of specialized surface that can translate the motion and position
of a user’s fingers to relative position on screen. It is also called trackpad.
Optical Mark Reader (OMR)

Optical marks are commonly used for scoring in tests. It is marked by the person
taking the test, and can be read by the optical mark reader. The optical mark reader when
on-line to the computer systems, can read upto 2,000 documents per hour. Seemingly
this rate is slow but the fact that transcription has been eliminated, the overall time is
less than those of conventional file media.
OMR can also be used for such applications as order writing, payroll, inventory
control, insurance, questionnaires etc. However, it is to be noted that designing the
documents for OMR is rather a tough task. They should be simple to understand otherwise
errors may result, more perhaps, than would occur in using traditional source documents
and keypunching from them.
Handwritting Recognition Device: OCR
Often abbreviated OCR, optical character recognition refers to the branch of computer
science that involves reading text from paper and translating the images into a form that
the computer can manipulate (for example, into ASCII codes). As OCR system enables
you to take a book or a magazine article and feed it directly into an electronic computer
file.
All OCR systems include an optical scanner for reading text, and sophisticated
software for analyzing images. Most OCR systems use a combination of hardware
(specialized circuit boards) and software to recognize characters, although some
inexpensive systems do it entirely through software. Advanced OCR systems can read
text in a large variety of fonts, but they still have difficulty with hand written text. The
potential of OCR systems is enormous because they enable users to harness the power
of computers to access printed documents. It is already being used widely in the legal Notes
profession, where searches required hours or days, now can be accomplished in a few
seconds.
Magnetic Ink Character Recognition (MICR)

An MICR can identify and decode characters printed with a special ink that contains
particles of magnetic material. The reading process is called Magnetic Ink Character
Recognition. The major advantage of these characters is that they are machine readable,
the process is faster and less error-prone. Since MICR systems can recognize only certain
character styles, the characters have to be accurately formed.
MICR employs a system of printed characters which are easily decipherable by

human beings as well as a machine reader. They use special printing font to represent
characters. In this font, each character is basically composed of vertical bars.
This method is primarily used in banking industry and most cheques are now
processed under the MICR approach. The data printed across the bottom of a blank cheque
are recorded in MICR form: the characters represent the bank on which the cheque is
drawn, the customer’s account number and the amount on cheque. The cheques
themselves are prepared off-line. When they are originally printed by a printing press, the
bank identification number, as well as the data about the customer’s account number are
printed simultaneously. The cheques have been cashed or deposited in bank, an operator
uses an off-line enclosing machine to encode, in magnetic ink the amount on the cheque’s
bottom-right side.

44 IT for Managers
Notes Bar Code Reader

You are probably familiar with the bar code readers in supermarkets, bookshops,
etc. Bar-code readers are photo electric scanners that read the bar codes, or vertical zebra
striped marks, printed on product containers. Supermarkets use a bar code system called
the Universal Product Code (UPC).
The bar code identifies the product to the supermarket’s computer, which has a
description and the latest price of the product. The computer automatically tells the PoS
(Point of Sales) terminal what the price is.
Speech Recognition Device: Microphones
A speech recognition program can process the input and convert it into machine-
recognized commands. It is also known as Speech Input Device.
Sometimes abbreviated as mic, a microphone is a hardware peripheral originally

invented by Emile Berliner in 1877 that allows computer users to input audio into their
computers.
Webcam
A web camera (or webcam) is a real-time camera whose images can be accessed
using the World Wide Web, instant messaging or a PC video calling application. Web-
accessible cameras typically involve a digital camera which uploads images to a web
server, either continuously or at regular intervals. This may be achieved by a camera

attached to a PC or by dedicated hardware. Videoconferencing cameras typically take Notes

the form of a small camera connected directly to a PC.
As webcam capabilities have been added to instant messaging text chat services
such as Yahoo Messenger, AOL Instant Messenger (AIM), Windows Live Messenger and
Skype, one-to-one live video communication over the internet has now reached millions
of mainstream PC users worldwide.
Webcams are being used for security purposes. Businesses are using webcams
to monitor and record activity in offices, hallways and warehouses. A webcam alone cannot
record video activity. Webcam monitoring software is needed in combination with a
webcam to make a complete video security tool.
1.8 Output Technologies

Output is anything that comes out of a computer. Output can be meaningful
information or gibberish, and it can appear in a variety of forms – as binary numbers, as
characters, as pictures, and as printed pages. An output device is any machine capable
of representing information from a computer. Output devices include display screens,
loudspeakers, printers, plotters, etc.
Monitor
A computer monitor, technically termed as visual display unit is an output device
that presents the information from the CPU on the screen working as an interface between
CPU and the user. A cable connects the monitor to a video adaptor or video card which
is set up on the motherboard of the computer. The CPU (Central Processing Unit) sends
instruction to the video adaptor telling what needs to be displayed on the screen. The
video adaptor converts the instructions into a set of corresponding signals and sends to
the monitor. Monitor contains a circuitry that generates the picture on the screen from
the set of signals.
The major parameters that measure the performance of a monitor are luminance,
contrast ratio, resolution, dot pitch, response time, refresh rate and power consumption.
The common problem that arises in monitors is dead pixels, blurred screen, phosphor-
burn etc.
Attributes of Monitor
(i) Size: The most important aspect of a monitor is its screen size. A typical size
for small VGA monitor is 14 inches..
(ii) Resolution: The quality of a display monitor depends on its resolution. In
general, higher resolution will leads to clear picture.
CRT Monitor LCD Monitor LED Monitor

46 IT for Managers
Notes (iii) Convergence: Each pixel is composed of three colours namely red, blue and
green. If the dots are not convergd properly, the pixel will appear blue.
Types of Computer Monitor
Most people use computer monitors daily at work and at home. And while these
come in a variety of shapes, designs and colors, they can also be broadly categorized
into three types.
1. CRT Monitor: CRT stands for Cathode Ray Tube. These monitors employ CRT
technology, which was used most commonly in the manufacturing of television
screens. CRT stand for Cathode Ray Tube. A cathode ray tube is basically a
vacuum tube containing an electron gun at one end and a fluorescent screen
at another end. These guns generate red, green and blue (RGB) colors which
are generated other color with a combination of these three colors. Now-a-days,
most of the CRT monitors are replaced by LCD and LED Monitors Monitors.
The main disadvantages are heavy weight, occupy more place, high power
consumption, high radiation and supports low resolution.
2. Flat-panel Monitor: Flat-panel monitor is a thin screen display found on all
portable computers and is the new standard for desktop computers. Flat panel
displays use liquid-crystal display (LCD) or light-emitting diode (LED) technology
to make them much lighter and thinner compared to a traditional monitor.
Actually there are no differences between LCD and LED monitors but better
picture quality in LED monitors.
Printers
Printer is a device that prints text or illustrations on paper and in many cases on
transparencies and other media. There are many different types of printers. In terms of
the technology utilized, printers fall into the following categories. Printers are output
devices that print documents and reports. Printers are of two major categories:
(a) IMPACT (b) NON–IMPACT
(a) Impact printers

Impact printers are two types. They are:
(i) Character Printers
Character Printers print character by character. Two commonly used character
printers are Dot Matrix and Daisy Wheel Printers. Dot Matrix are so called because the
characters printed are made up of dots. They typically have a speed of around 200 cps
(Character per second) Daisy Wheel Printers are so called because the printing
mechanism is a wheel with radial spokes. At the end of each spoke is a block with a Notes
character embossed on it. In a daisy wheel printer, characters are fully formed unlike those
in dot-matrix printers. Hence they produce a higher quality print than a dot matrix printer.
They typically have a speed of about 35 CPS. They print by spraying patterns of ink on
to paper from a nozzle on jet and have a speed of about 90 CPS. Ink-Jet produce a high
quality of print and hence are popular in offices.
Ink-Jet Printer
Ink-jet printers work by spraying ionized ink at a sheet of paper. Magnetized plates
in the ink’s path direct the ink onto the paper in the desired shapes. Ink-jet printers are
capable of producing high quality print approaching that produced by laser printers. A
typical ink-jet printer provides a resolution of 300 dots per inch, although some newer
models offer higher resolutions.
Fig: Ink-jet Printer

In general, the price of ink-jet printers is lower than that of laser printers. However,
they are also considerably slower. The drawback of ink-jet printers is that they required
a special type of ink that is apt to smudge on inexpensive copier paper. Because ink-
jet printers require smaller mechanical parts than laser printers, they are especially popular
as portable printers.
Daisy Wheel Printer
‘Daisy Wheel’ printers work in a similar manner to an electronic typewriter. The major
difference is that they use a new type of printing element called a ‘daisy wheel’. This
is a moulded metal or plastic disk shaped printing element which looks very much like
a daisy, hence the name.
Fig: Daisy Whee Printer

The main element in the Daisy wheel printer consists of a circular fan of metal or
plastic petals radiating from a central hub. A single character is embossed on each petal.
An electro-mechanical hammer slams the proper daisy wheel into contact with the ribbon,
which transfers its inked impression on to the surface of the paper.

48 IT for Managers
Notes Dot-Matrix Printer

Dot-matrix printers create characters by striking pins against an ink ribbon. Each
pin makes a dot, and combinations of dots form characters and illustrations.
Fig: Dot-matrix Printer

Dot-matrix printers are inexpensive and relatively fast, but they do not produce high
quality output, compared to laser and ink-jet printers, dot-matrix printers are notorious
for making a racket. Although the prices of laser and ink-jet printers are dropping rapidly,
dot-matrix printers are still cheaper to operate. In addition, since they are impact printers,
the dot matrix printers can print to multi-page forms (that is, carbon copies), something
laser and ink-jet printers cannot do.
Fig: Dot-Matrix Printer Mechanism

Drum Printer
The Drum Printer consists of a metal drum that rotates at a constant rate. All the
characters to be printed are embossed on the rotating metal drum in horizontal rows, a
row of As, a row of Bs, a row of Cs and so on. When a particular letter passes the proper
part on the paper, a small electromechanical hammer slams the paper into contact with
its inked metal impression. Usually about 120 hammers are arranged side by side. Each
one serves particular part along the line.
Fig: Drum Printer

On each line all the As are printed first, then all the Bs, then all the Cs and so Notes
on until the entire line is completed. The paper then advances upward one-line and the
procedure is repeated.
Chain Printer
The chain printer also prints a line at a time. It resembles a bicycle chain that rotates
at a constant speed. Each link of the chain is embossed with a single letter, number
or special character. Depending on the number of different characters to be printed, the
alphabet may be rimmed around the periphery of the chain.
Thus, in a single revolution of the chain, as many as five lines can be printed. Two
rows of holes along the outer edges allows the device to advance the paper immediately
after each line has been printed.
Fig: Chain Printer

(ii) Line Printers
These are more expensive than character printers. However, they are much faster.
Typically, line printers come in speeds of 300, 600, 900,1200, 1500 lines per minute (LPM).
They are used for voluminous routine jobs like preparing electricity, water, telephone bill,
shares printing etc.
(b) Non-Impact printers
These include Thermal and Laser printers. The technique used is to send light beams
to electrically charge a drum surface which attracts lower ink particles and these are then
deposited on paper to form an image. Laser printers are the most expensive of the above
stated printers. These are Page Printers which print at the speed of Pages Per Minute
(PPM). Laser printers are silent, give a very high quality permit and have capacity of
handling voluminous printing jobs very rapidly. Speeds exceeding 20,000 LPM (lines/
minute) are fairly common for Laser Printers. Also, they are popular in Printing Industries
for Desk Top Publishing (DTP).
Thermal Printer
Fig: Thermal Printer

Thermal printers are printers that produce images by pushing electrically heated pins
against special heat-sensitive paper. These printers are inexpensive and are used in most

50 IT for Managers
Notes calculators and many fax machines. They produce low-quality print, and the paper tends
to curl and fade after a few weeks or months.
• Quality of Type: The output produced by printers is said to be either letter
quality (as good as a typewriter), near letter quality, or draft quality. Only daisy-
wheel, ink-jet and laser printers produce letter-quality type.
• Speed: Measured in characters per second (cps) or page per minute (ppm),
the speed of printers varies widely.
• Impact or Non-impact: Impact printers includes all printers that work by
striking an ink ribbon.
• Graphics: Some printers (daisy-wheel and line printers) can print only text.
Other printers can print both text and graphics.
• Fonts: Some printers, notably dot-matrix printers, are limited to one or a few
fonts. In contrast, laser and ink-jet printers are capable of printing an almost
unlimited variety of fonts. Daisy-wheel printers can also print different fonts, but
you need to change the daisy wheel, making it difficult to mix fonts in the same
document.
Laser Printer
Laser printer utilizes a laser beam to produce an image on a drum. The light of the
laser alters the electrical charge on the drum wherever it hits. The drum is then rolled
through a reservoir of toner, which is picked up by the charged portions of the drum. Finally,
the toner is transferred to the paper through a combination of heat and processor. This
is also the way copy machines work.
Fig: Laser Printer

Because an entire page is transmitted to a drum before the toner is applied, laser
printers are sometimes called page printers. there are two other types of page printers
that fall under the category of laser printers even though they do not use laser at all. One
uses an array of LEDs to expose the drum and the other uses LCDs. Once the drum
is charged. However, they both operate like a real laser printer.
Plotter
Plotter is a device that draws pictures on paper based on commands from a computer.
Plotters differ from printers in that they draw lines using a pen. As a result, they can
produce continuous lines, whereas printers can only simulate lines by printing a closely
spaced series of dots. Multicolour plotters use different-colored pens to draw different
colours.
In general, plotters are considerably more expensive than printers. They are used
in engineering applications where precision is mandatory.

Notes
Projector
A projector is a specialized computer display that projects an enlarged image on
a movie screen. Such devices are commonly used in presentations. Projectors are widely
used for conference room presentations, classroom training, home theatre and live events
applications.
A Digital projector, also known as a Video Projector, is using for displaying video,
images or computer data on a screen or other flat surface. It is now popular for “home
theater” applications. The cost of a device is not only determined by its resolution, but
also by its light output, acoustic noise output, contrast, and other characteristics.
Headphone
Headphones give sound output from the computer. Headphone is a mini speaker that
is usually used to listen to music and/or movie or video. This product is usually attached
to the ears and connected to digital devices, like MP3 Player, computer, radio, and iPod.
These are also known as earspeakers, earphones or colloquially.
Fig: Headphone
Speaker
Speakers in or on a computer are used to output sounds from the system unit. There
are both internal and external speakers that can be used on a computer. Speakers are
connected to a computer's sound card. They receive audio input from the computer's sound
card and produce audio output in the form of sound waves. Most computer speakers are
52 IT for Managers
Notes active speakers, meaning they have an internal amplifier which allows you to increase
the volume, or amplitude, of the sound. Speakers typically come in pairs, which allows
them to produce stereo sound. This means the left and right speakers transmit audio on
two completely separate channels.
Computer Output Microfilm

Computer Output Microfilm is a system that converts stored data directly to microfilm
or microfiche. Information is recorded on a roll of film. COM technology, with a history
that dates back to the first patent for microphotography in 1839, has been used for
document and newspaper archival since the 1920s. COM systems are still used today,
mostly by organizations who need to store payroll, accounting, insurance, inventory or
employee data.
Both Input and Output Devices

The devices that can be used to perform both functions input and output are called
Dual Devices. These devices are also called Dual Purpose Devices or Both Input/Output
Devices. With the help of a dual purpose device, we can enter data into computer as well
as we can output data from the computer to outside world. For example, Dual devices
include: Touch Screen Monitor, Network Interface Card, Sound card handset etc.
Touch Screen Monitor
Touch Screen Monitor is an input/output device. It uses a special touch sensitive
screen. The User can enter data by touching icons or menus on the screen. As soon
as the user selects a command from menu, output is displayed on screen. Commonly
touch screen monitors use sensors to detect touch of finger.

Notes
Network Card
Network cards allow computers to connect together to communicate with each other.
Network cards have connections for cable, thin wire or wireless networks Cables connect
internal components to the Motherboard, which is a board with series of electronic
pathways and connections allowing the CPU to communicate with the other components
of the computer.
Headsets
A head-worn unit containing a microphone and one or two speakers. Employed in
call centers and phone-intensive jobs, headsets allow people to easily have a phone
conversation while using the computer. Wired headsets plug into the computer. Headset
consists of speakers and microphone while speaker act output device and microphone
act as input device.
Sound Card
A Sound Card is a card that translates signals into sounds that can be played back
through speakers. The purpose of a sound card is to allow sound to be heard through
the computer. It is not enough to let the computer transmit sound by itself, it either needs
speakers or a microphone jack. The output signal is connected to an amplifier, headphones

54 IT for Managers
Notes or external device that allow sounds to be heard. The motherboard on most computer
systems has an integrated sound card, which is often sufficient for many users. However,
to get higher quality sound it can be upgraded to a separate sound card, which uses
better and more expensive components. Alternatively it is referred to as an audio output
device, sound board or audio card.
Other Components of Computer

While many important components have already been discussed, there are a great
many important parts of the PC which do not fall under the previous headings. As brief
summaries of those parts are as follows:
Computer Cards
A computer card is an expansion device that provides an existing computer with
certain added capabilities. It is a printed circuit board that can be inserted into an
expansion slot of a computer motherboard to add functionality to a computer system.
Widely varying both in size, price, and purpose, these cards have the ability to make your
computer perform functions or connect with external devices that it couldn't have previously.
There are different types of card – Graphics cards, Sound cards, Network cards, TV tuner
cards, Video processing expansion cards, serial port cards, multi-I/O cards, USB port
cards and proprietary interface cards, Memory expansion cards etc. Some of them are
given details in following:
Graphics Card
This circuit board is responsible from the visual outputs that will be displayed on
the monitor. Nowadays, graphics cards have their own memory modules and processor
chips, by which they lessen the load of CPU and RAM, hence enabling to see very detailed
graphics and high quality animations and video.
PCs are general-purpose devices that can be used in many areas of interest and
of course there exists many other hardware components that can be added to them to
increase their functionalities. These include CD-ROM drives, sound cards, radio cards,
TV cards, modem cards etc.
Video Cards
Video cards allow computers to display video and animation. Some video cards allow
computers to display television as well as capture frames from video. A video card with
a digital video camera allows computer users to produce live video. A high speed
connection is required for effective video transmission.
Color Cards
Color cards allow computers to produce color (with a color monitor of course). The
first color cards were 2 bit which produced 4 colors [CGA]. It was amazing what could
be done with those 4 colors. Next came 4 bit allowing for 16 [EGA and VGA] colors.
Then came 16 bit allowing for 1064 colors and then 24 bit which allows for almost 17 Notes
million colors and now 32 bit and higher allow monitors to display almost a billion separate
colors.
Universal Serial Bus (USB)
USB is pronounced as ‘yoo-es-bee’. These technology is now very widely used as
the most popular connectivity interface standard, due to both its flexibility and simplicity
for the end user. A Universal Serial Bus (USB) is a common interface that enables
communication between devices and a host controller such as a personal computer (PC).
It connects peripheral devices such as digital cameras, mice, keyboards, printers,
scanners, media devices, external hard drives and flash drives.
Computer Case
A computer case (also known as a computer chassis, cabinet, box, tower, enclosure,
housing or simply case) is the enclosure that contains the main components of a
computer. A computer case is sometimes referred to metonymously as a CPU, referring
to the primary component housed within the case; this was a more common term in the
earlier days of home computers, when peripherals other than the motherboard were usually
housed in their own separate cases. Cases are usually constructed from steel, aluminium
or plastic.

Fan
56 IT for Managers
Notes Many of the components that make up the modern personal computer are heat-
critical, and malfunction if allowed to become too hot. With the amount of heat that is
generated in certain areas, particularly by the CPU, it is therefore necessary to ensure
that the inside of the unit has adequate ventilation. This is achieved mainly by the use
of fans to draw cold air over the components in question. Heat sinks are also used to
dissipate the heat over a larger area.
Modem
The word “modem” is a contraction of the words modulator-demodulator. A modem
is used to translate information transferred through telephone lines, cable or line-of-site
wireless. Modems came into existence in the 1960s as a way to allow terminals to connect
computers over the phone lines.
The modem is a device that comprises both a modulator that changes a signal in
some way in the forward direction and a demodulator that changes the signal back to
its original form in the backward direction, essentially reversing the modulation process.
Modems operate in balanced and symmetrical pairs, with one at each end of the
communications circuit and with both having the same capabilities, at least at a minimum
level.
The amount of information that can travel through a line is limited. This limit is called
bandwidth. Modems also use Error Correction which corrects transmission errors by
constantly checking. Information is transferred in packets. Each packet is checked for
errors and is re-sent if there is an error.
Modems are measured by the speed that the information is transferred. The
measuring tool is called the baud rate. Originally modems worked at speeds below 2400
baud but today analog speeds of 56,000 are standard. Cable, wireless or digital subscriber
lines can transfer information more fast with rates of 300,000 baud and up.

Types of Modem Notes

(a) Internal Modem: Internal modems are more directly integrated into the
computer system and, therefore, do not need any special attention. They are
less costlier than other types of modem.
(b) External Modem: They reside outside the computer and have their own power
supply and connect with a cable to a computer’s serial port or USB port. The
telephone line plugs into a socket on the rear panel of the modem. The advantage
of this modem is its mobility, i.e., modem can be moved from one place
(computer to another.
(c) PC Card Modem: These modems, designed for portable computers, are the
size of a credit card and fit into the PC Card slot on notebook and handheld
computers. These modems are removed when the modem is not needed. Except
for their size, PC Card modems are like a combination of external and internal
modems. These devices are plugged directly into a external slot in the portable
computer, so no cable is required other than the telephone line connection. PC
card modem also comes in wireless mode for wireless network.
CCTV
Closed Circuit Television (CCTV) is a system in which the circuit is closed and all
the elements are directly connected. This is unlike broadcast television where any receiver
that is correctly tuned can pick up the signal from the airwaves. Directly connected in
this context includes systems linked by microwave, infrared beams etc.
The most common use of CCTV is in security camera systems. They’ve been found
for years in areas like large retail shops, banks, and government institutions. To reduced
costs in the manufacture of cameras and video recording equipment, camera systems
are becoming more and more commonplace in smaller businesses and even private homes.
The Applications for CCTV
CCTV is in security systems and such applications as retail shops, banks,
government establishments etc. The true scope for applications is almost unlimited. Few
examples are listed below:
1. Monitoring traffic on a bridge.
2. Recording the inside of a baking oven to find the cause of problems.
3. Used by the stage manager of a show to see obscured parts of a set.
4. The well-publicised use at football stadiums.
5. Hidden in buses to control vandalism.
6. Recording the birth of a gorilla at a zoo.

58 IT for Managers
Notes 7. Making a wildlife program using a large model helicopter.

8. Aerial photography from a hot air balloon.
9. Production control in a factory.
1.9 MS-Excel
Any grid or array of numbers and/or text in rows and columns is called a Spreadsheet.
This array or grid is a place to write down numbers and calculate them easily. The
electronic spreadsheet is an extremely useful application program for both the business
and the home user. One of the popular spreadsheet package is MS Excel. It is made
up of horizontal rows and vertical columns in the data can be stored.
Spreadsheet software makes it possible to enter data into a table format, manipulate
them, store them, print them and create reports and graphs using them. All this can be
done with relative ease compared to working by hand with the same rows and columns
of data.
In a spreadsheet the rows are labeled with numbers and columns with alphabets.
The intersection of a row and a column is called a cell. The intersection of row 3 with
column C is cell C3. This naming convention is followed in all spreadsheets. For example,
the first cell, the cell obtained from the intersection of row 1 with column A is called A1.
There are many software companies authorizing spreadsheet programmes. Some
of the most popular ones are: Lotus 1-2-3, MS-Excel, Quatro-Pro, VP Planner, Multiplan,
SoftCalc. With the spreadsheet, we can prepare the following:
• Budgets • Annual reports
• Accounts payable and receivable • Production schedules
• Invoices • Income statements
• Loan analysis • Tax statements
• Developing business plan • Graphing trends
• Maintaining data on employees or clients • Managing inventory
• Performing standard accounting functions
Features of MS-Excel
(i) Entering and Editing Text:

To enter any text, simply activate any cell by clicking on it and starting typing. Press
enter to conclude entry. If we made any mistake while typing, simply press backspace
key to erase the present contents and type the correct text. If you notice an error after
finishing the entry, activate the relevant cell and press F2 function key.
(ii) Entering Numbers:
Numbers are basic raw materials for spreadsheets. You can type numbers either
by using the number keys on top of letter keys or by using extended numeric pad on
the keyboard.
(iii) Entering Formulas:
The real power of Excel lies in it being able to store complex formulas. You can
either build formulas using absolute numbers or use relative cell address like = A1 + B1.

(iv) Entering Dates: Notes

In Excel you cannot only enter dates but can also do mathematics on them. Here
dates are stored as numbers.
(v) Alignment:
Any text that you type is always left aligned within the cell. Any number that you
type is always right aligned within the cells. These alignments can be changed as per
you requirements.
Parts of MS-Excel
Spreadsheets, electronically duplicates an accountants or a book Keeper’s tools

such as a ledger pad, a pencil, an eraser and a calculator. With spreadsheets we enter
and correct figures by typing on a keyboard rather than writing with a pencil and we view
the figures on the computer screen rather than reading a ledger pad.
Once you enter data on the spreadsheet, you can apply a variety of calculations
from simple addition, subtraction, multiplication and division to trigonometric, statistical
and business calculations. Spreadsheets can sort and analyze data, create charts, graphs
and figures to assess the impacts of changes to input variables.
Title Menu Formula Standard Minimise Restore Close
Current bar bar bar Toolbar
cell
pointer
Cell Sheet tab-scrolling Sheet Horizontal Scroll Bar Vertical Scroll Bar
Pointer Name Scroll
Different Types of Bars
Title Bar
The title bar contains the control button, the application title Microsoft Excel and
the sizing buttons.
60 IT for Managers
Notes Menu Bar

The Excel menu bar contains the 9 menu pads, File, Edit, View, Insert, Format, Tools,
Data, Window and Help. The underlined letters are the hotkey letters for the menu pads.
Pressing the underlined hotkey letters along with Alt key can open a menu pad and display
its contents. For example, pressing Alt-V can open the View menu pad.
Formula Bar
The formula bar consists of three sections. The first section contains the Name Box,
which contains the cell reference of the active cell. The second section is blank unless
text, number, a function, a formula or an expression is being entered or changed in the
active cell. The three buttons are Cancel button (X), the Enter button and the Function
Wizard button (=). The Cancel button erases the entry or the changes made to the active
cell. The Enter button confirms the entry or the changes made to the active cell. The
Function Wizard button helps in entering Excel formulas and functions in the active cell.
Status Bar
The status bar is at the bottom of the screen. It displays the current condition of
the Excel work space on the left side and the keyboard modes which determine the action
task on right end. The status changes to Edit when the contents of the active cell are
being changed. The status changes to Enter when data is being entered in the active
cell. The status indicates Point when a cell reference is being entered by pointing to it.
Toolbar
A toolbar consists of a group of icons and drop down list boxes. The icons are also
called tools or tool buttons. A tool button on the toolbar is a shortcut for a menu item
on the menu bar.
Cell, Cell Address and Work sheet
In spreadsheet applications, a cell is a box in which you can enter a single piece
of data. The data is usually text, a numeric value or a formula. The entire spreadsheet
is composed of rows and columns of cells. Each CELL is assigned a name according
to its COLUMN letter and ROW number.
A spreadsheet is divided into boxes called cells. Columns are lettered A..Z, then
AA..AZ, BA..BZ and so on. There are also 65,536 rows in an Excel spreadsheet, each
of them numbered. Cell address is to identify cell by its column and its row like A3,D7.
A single spreadsheet that contains rows and columns of data is called a worksheet.
In Excel, a worksheet will have a little white tab at the bottom of the screen. A worksheet
is treated like a database table.
Row, Column, and Cell Pointer
In a spreadsheet the row is defined as the horizontal space that is going across
the window. Numbers are used to designate each row’s location. The column is defined
as the vertical space that is going up and down the window. Letters are used to designate
each column’s location. There are 256th columns and 65,536 rows in a spreadsheet. Cell
pointer is a highlighted rectangle around a cell that indicates the active cell.
To start MS-Excel
1. Click on the Start button on the Windows Taskbar
2. Select the Programe menu option.
3. Choose Microsoft Excel sub-option from the Programs menu option.

Open an Existing File Notes

Now that we have a saved file we can attempt to open an existing file. If you name
your file the same as we did then we’re going to have a scavenger hunt for the file named
“TizagBasics.xls”. To open a file in Excel just follow these three steps:
1. Go to the Excel menu bar and left-click the File menu
2. Within the File menu find and click the Open choice
3. If this is the first time saving the current file then you will be greeted with a
Open popup
4. You should currently be in the “My Documents” folder, if not please navigate
there.
5. Find your file “TizagBasics.xls” and double-click the file to open it.
Create a New File
Before you can start learning to use Excel, you need to create a new workbook that
will store your data. To create a new Excel workbook follow these steps:
1. Open Microsoft Excel
2. With the mouse, go to the Excel menu bar and left-click the File menu
3. Within the File menu find and left-click New
4. There should now be a New Workbook pane on the right side of your Excel
program
5. Left-click Blank Workbook to create a new workbook
Save a New File
Saving frequently, especially after major changes, is a very important practice you
should pick up. Lucky for you, saving in Excel takes only a second and in time you’ll
probably be doing it without any thought!
1. Add some data to your currently blank spreadsheet
2. On the keyboard push Ctrl + S (press and hold the control key then push S
key while still holding down control) to save your work!
3. If this is the first time saving the current file then you will be greeted with a
Save As popup
4. At the bottom of this popup is a field labeled File name and currently contains
the text “Book1.xls”. Replace this with any name you want to give your file,
we have chosen “TizagBasics” for this example.
5. Before you press Save, pay attention to where you are saving your file to. The
default location Excel saves to is the My Documents folder and we suggest
you save there if you are not very comfortable with navigating the Windows File
System.
6. Pushing Ctrl + S will just save your file after you have specified a filename in
step 5. We recommend that you save your file at least every 5 minutes. It only
takes a second and just think how happy you’ll be if your computer crashes
or the power goes out and you won’t have to worry about losing information!
Remember, use the keyboard shortcut Ctrl + S often!

62 IT for Managers
Notes Close a File

There are two options for closing your Excel file. You can close your file but keep
Excel open or you can close your file along with Excel. To only close your file follow
these steps:
Click the lower of the two X’s that appear in the top right.
1. If you have made any changes to your file you will be prompted to save before
you quit, you should do so.
To close both your file and Excel follow these steps:
1. Click the upper X that appears in the top right. Notice that this X rests on a
raised gray square.
2. If you have made any changes to your file you will be prompted to save before
you quit, you should do so.
Undo Changes
This could quite possible be the greatest invention man has ever created! The ability
to undo a mistake without having to start over! If you’re like me, you make more than
your fair share of mistakes, especially early in the morning. In Excel there is a quick
and easy shortcut to undo mistakes.
1. Make a bunch of mistake in your Excel spreadsheet (this may be easier for
some)
2. Using the keyboard press Ctrl + Z (press and hold the control key and press
the Z key while still holding down control)
3. Notice that your last change was just undone!
4. Continue to press Ctrl + Z until all your mistakes have been undone
For undoing a lot of mistakes just hold down the keyboard shortcut Ctrl + Z. Be
careful though, it goes quite fast when you hold it down!
Redo Changes
Chances are you will accidentally undo something that was not a mistake sometime
while using Excel. Good thing there’s an undo for undo, aptly referred to as redo. To
reverse your undo follow these steps:
1. Undo something you don’t want to undo
2. Using the keyboard press Ctrl + Y (press and hold the control key and press
the Y key while still holding down control)
3. Notice that your last undo was just reverted!
4. Continue to press Ctrl + Y until all your accidental undos have been “redone”.
Move and Copy Worksheet Data
Move Worksheet data

1. Select the cell or cell range that are to be moved.
2. Select the Edit tab from the Excel main menu
3. Select the cut option. A moving border appears around the selection.
4. Place the cell selector on the upper left hand cell of the paste area.
5. To move the data, choose Paste from the Edit menu. Data is moved from the
source area to the destination. Any existing data in the paste are is replaced.

6. The selection is cancelled and the moving border is not longer visible once the Notes
move is completed.
Copy Worksheet data
1. Select the cell or cell range that are to be copied.
2. Select the Edit tab from the Excel main menu.
3. Select the copy option. A moving border appears around the selection.
4. Place the cell selector on the upper left hand cell of the paste area.
Edit a Cell in MS-Excel
Editing consists of three parts:

(i) Completely changing the contents of a cell: Move the cell selector to the
concerned cell and simply type in the new contents as if the cell were blank.
The earlier contents disappear as soon as the first letter is typed. Press <Enter>
to confirm the new entry or press Esc, which will restore the original contents
of the cell.
(ii) Completely erasing the contents of a cell: Move the cell selector to the
concerned cell and press the Del key from the keyboard. Note that the pressing
the delete key only removes the contents of the cell.
(iii) Changing a part of the contents of a cell: The contents of a cell could be
changed either in the cell itself or in the formula bar. To edit the contents of
a cell in the cell itself, either double click the cell or press the F2 key when
the cell is active. A blinking vertical line appears within the cell. This is the
insertion cursor. The cursor can be positioned between any two characters by
pressing either the left-arrow key or the Right arrow key. When a character is
typed after positioning the cursor, it appears immediately to the right of the
cursor and the cursor as well as the other characters after the cursor move
to the right in the cell. Pressing the Del key deletes the character to the right
of the cursor. Keeping the Del key pressed successively deletes the character
in the forward direction. Pressing the Backspace key deletes the character to
the left of the cursor.
Keeping the Backspace key pressed successively deletes characters in the
backward direction. Press the <Enter> key or click on the Enter box in the formula bar
when editing is complete.
Formatting in MS-Excel
Formatting Cells
Formatting a cell provides some facilities by which we can change the types of data
entered in cell. Changing alignment, changing orientation, word – wrap, merging cells,
font management, adding or removing boarders, supplying patterns, protecting the cell,
formatting columns and worksheets are some of the functionalists provided in formatting
the cell.
Alignment
Alignment means tilted towards something. We can aligning the text means that
we are moving the text to some part of the page (e.g., to the left, to the right or to the
center). We have generally following types of alignments in a spreadsheet:

64 IT for Managers
Notes (a) Horizontal Alignment

i) General ii) Left
iii) Right iv) Fill
v) Justify vi) Center Across selection
(b) Vertical Alignment
i) Top ii) Center iii) Bottom iv) Justify
Orientation
Text can be written in any direction and any angled inclination. So, the way of writing
the text in any direction is called orientation. This can be done from the ‘Format’ > Cells,
alignment tab and Orientation option.
Word Wrap
This is the facility available in ‘format > cells > Alignment > Wrap Text’, by which
we can manage text flow in side a cell. Using ‘wrap text’ facility, the height of row will
be increased (not its width) and size of text remains same.
Shrink to Fit
When we select ‘Shrink to fit’, increases or decreases the font size in the cell in
order to make the current worksheet fit in the page. If we select ‘Auto fit’, the row height
is increased or decreased but fonts are unchanged.
Merge Cells
Making two or more cells into one cell is called merging cells. It is done when we
need two more cells as a single cell. Generally, it is used for headings.
Font Management
Using this facility, we change font types, its size, colour, type of underline and font
effect.
Border and Frames
In this option, we can add or remove boarders (grids) in the worksheets, change width
of border lines, colour of borders.
Patterns
By using this option, we can supply background colour, pattern and design or any
pictures in the cell, selected range or to the whole worksheet.
Formatting Row and Columns
Using this facility, we can change width of column/row, hide the column/row and
its content and unhide column/row etc.
Formatting Sheet
By using this, we can rename sheet, hide sheet, unhide sheet and supply a
background picture or pattern to the whole sheet. But the background provided will not
be available for printing. This is called watermark.
Data Sorting
The way of arranging the data in ascending or descending order is called data sorting.
To sort the data in Excel, we should follow the following steps:
(a) Click on any cell on the database.

(b) Select the field which is to be sort. Notes

(c) Click OK.
1.10 MS-Word
MS-Word is a computer program that enables you to type, modify, print and save
texts for future revisions and retrievals. You enter text into the computer using a keyboard.
As you type your words are displayed on the monitor and are stored temporarily in the
computer’s memory as you are creating the document rather than on a paper.
Objectives of MS-Word
The important objectives of MS-Word are followings:

(i) Main features is to correct the spelling as you type. Also help to locate and
correct errors quickly. Other features are to check for grammatical errors, words,
underlines the text with a green line.
(ii) Word’s ‘AutoFormat’ feature combined with the facility to insert symbols and
special characters enables you to insert special characters like 3rd, 4th, X2,
H2O, etc.
(iii) You can arrange text in rows and columns using Word’s table features. These
features help you in formatting your text and tables quickly and attractively.
(iv) To create form letters, envelopes and tables you can use the mail merge
features.
Microsoft Word 2007 - with new features
Microsoft Word 2007 is the most recent Windows version of the Microsoft Office
System. Following are some new features of Microsoft Word 2007:
(i) User interface: The new user interface (UI), officially known as Fluent User
Interface, has been implemented in the core Microsoft Office applications: Word,
Excel, PowerPoint, Access, and in the item inspector used to create or edit
individual items in Outlook.
(ii) Ribbon: The Ribbon, a panel that houses a fixed arrangement of command
buttons and icons, organizes commands as a set of tabs, each grouping relevant
commands, and is not customizable. Each application has a different set of
tabs which expose the functionality that application offers.
The ‘Ribbon User Interface’ is a task-oriented Graphical User Interface (GUI).

It features a central menu button, widely known as the ‘Office Button’. The
Ribbon is designed to make the features of the application more discoverable
and accessible with fewer mouse clicks as compared to the menu-based UI
used prior to Office 2007.

66 IT for Managers
Notes (iii) Contextual Tabs: Some tabs, called Contextual Tabs, appear only when
certain objects are selected. Contextual Tabs expose functionality specific only
to the object with focus. For example, selecting a picture brings up the Pictures
tab, which presents options for dealing with the picture. Similarly, focusing on
a table exposes table-related options in a specific tab.
(iv) Live Preview: Microsoft Office 2007 also introduces a feature called “Live
Preview”, which temporarily applies formatting on the focused text or object when
any formatting button is moused-over.
(v) Mini Toolbar: The new “Mini Toolbar” is a type of context menu that is
automatically shown (by default) when text is selected. The purpose of this
feature is to provide easy access to the most-used formatting commands without
requiring a right-mouse-button click, as was necessary in older versions of the
software. Because the Mini Toolbar is automatically displayed, it remains semi-
transparent until the mouse pointer is situated on the control in order to allow
an almost-unobstructed view of what is beneath it. It also appears above the
right-click menu when a user right-clicks on a selection of words. The Mini
Toolbar is currently not customizable, but can be turned off.
(vi) Quick Access Toolbar: The Quick Access toolbar, which sits in the title bar,
serves as a repository of most used functions, regardless of which application
is being used, such as save, undo/redo and print. The Quick Access toolbar
is customizable, although this feature is limited compared to toolbars in previous
Office versions.
(vii) PDF: Initially, Microsoft promised to support exporting to Portable Document
Format (PDF) in Office 2007.
(viii) Open Document: Microsoft backs an open-source effort to support
OpenDocument in Office 2007, as well as earlier versions (up to Office 2000),
through a converter add-in for Word, Excel and PowerPoint and also a command-
line utility.
(ix) User assistance system: In Microsoft Office 2007, the Office Assistants have
been eliminated in favour of a new online help system.
(x) Themes and Quick Styles: Microsoft Office 2007 places more emphasis on
Document Themes and Quick Styles. The Document Theme defines the colors,
fonts and graphic effects for a document. Almost everything that can be inserted
into a document is automatically styled to match the overall document theme
creating a consistent document design.
To Start Ms-Word - Using the Windows Start Menu
Click on the Start button, point to Programs, following by Microsoft Office and click
on Microsoft Office Word 2003 / Microsoft Office Word 2007.
Note: For Office previous version of Office: Start ® Programs ® MS Office ® MS
word.
Immediately you will see the screen shown below. In the right hand side of the screen,
the Getting Started task pane provides help to you.

Parts of MS-Word Notes

Title Menu Standard Formatting Minimize Restore Close
Bar Bar Toolbar Toolbar Button Button Button
Ruler Scroll Scroll
Box Arrows
Scroll Previous
Current Section Current / Cursor Line Column Next
Page Number Total Pages point Number Number Page
Different Types of Bars
Title Bar
This tells you which application packages is currently running and which document
is currently open.
Menu Bar
This is the traditional Windows style drop-down menu. When you point to any menu
title and click once with the mouse, the menu will open, displaying all the commands
available under the menu title. Clicking on the desired command would tell word to execute
that command. Some commands have ellipses (…) in front of them. These commands
have further sub commands. Commands appearing dimmed cannot be executed unless
the prerequisite functions required by that command have been performed, e.g. you cannot
use the copy or cut command from the edit menu unless you have selected a piece of
text first. Many commands also have a keyboard shortcut specified against their names.

68 IT for Managers
Notes Standard Tool Bar

Toolbars contain buttons, drop–down menus and other controls that help you quickly
alter the appearance and arrangement of documents by executing a variety of word
commands. Toolbars are very helpful and convenient in quickly executing commands
without having to go through menus. The standard toolbar contains icons for basic functions
like opening files, saving files, printing files, cut, copy, paste etc.
Formatting Tool Bar
This contains icons for changing the look of your text (called “formatting” in computer
jargon), for example, there are icons for changing fonts, styles, font sizes, text alignment
etc. Here is the list of icons and it function:
Icon Function
Style Menu Allows you to define a group of paragraph and character formats
as a style and then the styles in a style sheet.
Font Menu Click the arrowhead to the right of the font name box to view the
list of fonts available. Scroll down to the font you want and click
once to select it.
Font Size Click on the white part of the font size box to enter a value for
the font size or click the arrowhead to the right of the box to view
a list of font sizes available. Select a size by clicking on it once.
A font size of 10 or 12 is best for paragraphs of text.
Font Style Use these buttons to bold, italic and underline the selected text.
Alignment Text can be aligned to the left, center or right side of the page
or it can be justified and distributed across the page.
Line Spacing Allows you to set the amount of space between one line to
another line.
Numbering It is used to set-off and emphasize sections of text and are
presented by dots or numbers.
Increase/ Change the indentation of a paragraph in relation to the side of
the page.
OutsideBorder Add a border around selected text.
Highlight Use this option to change the color behind a selected text. The
color shown on the button is the last color used. To select a
different color, click the arrowhead next to the button.
Font Color This option changes the color of the text. The color shown on
the button is the last color chosen. Click the arrowhead next to
the button to select another color.
Scroll Tools
These help you travel within your document. You can go anywhere, up and down,
right and left in your document mainly by two ways: Using the horizontal and vertical scroll
bars with the help of the mouse or Using the keyboard by pressing PgUp, PgDn, Home,
End and arrow keys.
Status Bar Notes

Also called the Status Area, this is normally the last line on your screen. This gives
the following information about your work:
• Current Page
• Section Number
• Current/total pages in the document
• Current cursor Position (where the cursor is presently located)
• Current Line Number
• Current Column Number
Ruler
The Ruler lets you make changes to margins and indents and helps you create
document as per dimensions required.
Cursor
Also called “Insertion Pointer”, this denotes the place where text, graphics or any
other item would be placed when you type, overwrite or insert them. This looks like a
tall, skinny toothpick and keeps blinking so that you can locate it easily.
Mouse Pointer
When your mouse pointer looks like an I-beam you should be able to move it freely
about the screen. This is used for either placing the cursor at the desired place (take
the mouse pointer there and click) or choosing any command either from the menu or
from toolbars. The mouse pointer changes shape when in the process of doing certain
tasks and the cursor disappears.
Short cut menu
A menu that is displayed for a selected object (also referred to as a context menu
or pop-up menu). The menu contains commands that are contextually relevant to the
selection.
Open a File
To continue working on a file you previously saved, you must open the file. To open
the file you used in Lesson 3:
1. Choose File > Open from the menu.
2. Make sure the folder you noted during the previous lesson displays in the Look
In field.
3. The file is named “lesson3.doc.” Type lesson3.doc in the File Name field.
4. Click Open. The file you created during the previous lesson appears.
Alternate Method - Opening a File by Using the Drop-Down Menu
1. Click File.
2. Look for the file name “lesson3.doc” near the bottom of the drop-down menu.
3. Click “lesson3.doc.” The file you created during the previous lesson opens.

70 IT for Managers
Notes Create a Document
The steps to create a new document or open an existing document are as follows:
From the menu, select File> New Option with a dialog Box
File > Open Option in the Dialog Box to select an existing document file.
Alter selecting a blank document or opening an existing document, you may enter
text or edit the document as below;
To insert text into a document
To enter text, just start typing! The text will appear where the blinking cursor is
located. For example, you can type the following text into it accordingly. My name is
John Smith. Today I just learn how to type using MS Word.
While typing the text in the document, the software will underline in red any words
that the software does not recognize and green for grammatical or syntax error. You should
also notice that the text you are typing automatically scrolls to the next line. You do
not have to hit Return or Enter at the end of each line. The only time you should hit Enter
or Return is at the end of a paragraph.
To save a file
• From the File menu, click Save.
• From the Save in drop down menu, select the location where you want to save
the file or to the different folder by clicking on it.
• In the File name box, type in the file name that you would like to give (e.g.,
File1). Click on the Save button.
Cut, Copy and Paste - using the icons on the toolbar
The icons for Cut, Copy and Paste look like this:
The first icon is Cut, the second Copy, and the third Paste. If you want to cut text
using the icon, first highlight your text. Then click the Cut Icon. If you want to paste the
text somewhere, position your cursor in the new location then click the Paste icon. Instead
of clicking the Cut icon first, you can click the Copy icon. Then click the Paste icon to
paste your text in a new location. Try them out and see how they work.
Cut and Paste
In Microsoft Word, you can cut (delete) text from one area of a document and save
that text so it can be pasted elsewhere in the document. When you cut text, it is stored
on the Clipboard. You can also copy text. When you copy text, it is also stored on the
Clipboard. Information stored on the Clipboard stays there until new information is either
cut or copied. Each time you execute Cut or Copy, you replace the old information on
the Clipboard with whatever you just cut or copied. You can paste Clipboard information
as often as you like.

1.11 Presentation Notes

PowerPoint is a component of Mircrosoft office that is used to create professional-
quality presentations. PowerPoint is the best-selling presentation graphics software
package in the world. PowerPoint’s innovative tools and easy approach can help you make
professional-looking presentations quickly and easily.
These can be reproduced on transparency paper, 35 mm slides photo print and on-
screen presentation. PowerPoint components can be used to work on slides, organize
presentation contents with outline and generate speaker notes and audience handouts.
PowerPoint allows you to create the contents of your presentation by typing the text
and inserting pictures, sounds and animation. It also provides galleries of images and
sounds. Power Point makes the creation of any presentation simple by providing you with
built-in professional design elements called Auto Layouts and presentation templates. You
can also create different versions of a presentation for different audiences and build your
contents in either a text-based outline view. Power Point offers you a way to preview your
show, add special effects to the slides as displayed on-screen and rehearse the timings
of each slide.
Functions of Presentation Package
(i) Helps in making audience handouts.

(ii) Freehand drawing - Drawing tools are available to add temporary annotations to
the slides.
(iii)Slide preparation which can contain text, graphics, charts, sound and video.
(iv) It has built in features like context sensitive, auto layouts, wizards and a host
of templates that help to make quick presentations.
Applications of Presentation Package
(i) Presentation packages are used in almost all areas where the organization has
to project itself to have its own identity in the competitive market.
(ii) It can be used to have electronic presentation of data that can be run on a computer
screen or on a projection device in front of audience.
(iii)It can publish the slide shows on the web which enables any organization to
represent their attractive presentations available on the Internet to make it world wide.
(iv) Advertising companies for sophisticated slides are used to represent professional
looking electronic presentation about a product.
(v) Educational Institutes use it to represent about their projects, seminars, research
topics, etc.
Features of Presentation Package (Ms-PowerPoint)
o Better Organization Charts and New Diagram Types

Oganization charts now use the drawing tools in PowerPoint, resulting in smaller
fields sizes and easier editing. Also, PowerPoint includes a new gallery of common
conceptual diagrams. You can customize these pre-drawn diagrams with text, animation
effects and a variety of formatting styles. Choose from diagrams such as Pyramid for

72 IT for Managers
Notes showing the building blocks of a relationship, Radial for showing items in relation to a
core element and more.
o Save Background or Selection as Picture
When you want to create a presentation using the drawing tools in PowerPoint, you
can save it as a picture by right-click it. You can also save a texture or picture background
from a slide in the same way, that makes it easy to reuse these graphic elements.
o Insert Multiple Pictures
When you want to insert pictures from files on your hard disk drive, you can select
multiple pictures and insert them all at once.
o Picture Rotation
You can rotate and flip types of image file in a PowerPoint presentation including
bitmaps.
o Support for Audio and Video
Sounds and videos that you include in a presentation broadcast are heard and seen
by the audience, both in real-time or when archives.
o Error Prevention and Recovery
Documents you are working on can be recovered if the program encounters an error
or stops responding. The documents are displayed in the Document Recovery task pane
the next time you open the program.
Parts of MS-PowerPoint
Title bar Menu bar Standard Toolbar Minimize Restore Close
button
Drawing Toolbar
The primary purpose of a presentation package is to help you create a presentation Notes
on your computer. A presentation is simply a series of slides that contains visual
information designed for the audience. Microsoft's Power Point is a presentation package
using which one can effectively and efficiently create professional looking handouts,
overheads, charts and various types of visual aids for use in a group presentation.
Create a Template
PowerPoint comes with two types of templates:

Design Templates: Design templates contain predesigned formats and color
schemes you can apply to any presentation to give it a particular look.
Content Templates: Content Templates contain formats and color schemes just
like design templates, plus slides with suggested text for specific subjects.
You can modify any of the templates to suit your needs, or you can make a new
template based on a presentation you’ve already created. You can add the new template
to the AutoContent Wizard so that it will be available the next time you use the wizard.
Create a Design Template
1. Open an existing presentation, or use a design template to create a presentation

as a basis for your new design template.
2. Change the template or presentation to suit your needs.
3. On the File menu, click Save As.
4. In the File name box, type a name for your design template.
5. In the Save as type box, click Design Template.
You can save your new design template in one of your own folders, or you can save
it with the other design templates in the Presentation Designs folder.
Create a Content Template
1. Open an existing presentation or template that you want to base your new
template on.
2. Change the presentation or template to suit your needs.
4. In the Save as type box, click Design Template.
5. In the File name box, enter a name for the new template, and then click Save.
Slide
A slide is a page, document or template where all the content of a presentation is

written. It is just like a page of paper or page of slide show. A single page in the slide
show presentation is known as a slide. A slide is a container, which can contain – texts,
pictures, charts, drawing and animations etc., which are also known as objects.
Different Views of Slide
Normal View: Switches to normal view, where you can work on one slide at a time
or organize the structure of all the slides in your presentation
74 IT for Managers
Notes Outline View: Switches to outline view, where you can work with the structure of
your file in outline form. Work in outline view when you need to organize the structure
of your file.
Slide View: Switches to slide view, where you can work on one slide at a time
Slide Sorter View: Displays miniature versions of all slides in a presentation,
complete with text and graphics. In slide sorter view, you can reorder slides, add
transitions, and animation effects. You can also set the timings for electronic slide shows.
Slide Show View: Runs your slide show in a full screen, beginning with the current
slide if you are in slide view or the selected slide if you are in slide sorter view.
Slide Show and Presentation
Collection of more than one slide together on a particular topic is known as

presentation. So, a presentation may contain different sides, different contents, different
objects and different animations. How the slides are flown from one to another is defined
in slide show.
The extension for a file saved as a slide show is .pps. When you open this type
of file from your desktop, it will automatically start as a slide show. PowerPoint closes
when the show ends, and you return to the desktop. If you start the show from within
PowerPoint, the presentation opens and can be edited.
Slide Show Preparation
To start a slide show from within PowerPoint do any of the following:

• Click Slide Show at the lower left of the PowerPoint window.
• On the Slide Show menu, click View Show.
• On the View menu, click Slide Show.
• Press F5.
Save a Presentation as a Slide Show
Following the steps to save a presentation to always open as a slide show:

1. Open the presentation you want to save as a slide show.
3. In the Save as type list, click PowerPoint Show.
Create a New Presentation
Method 1: Click on New Button on the standard toolbar.

Method 2:
1. Click on File Menu à New…
2. Select either of the Four options (Blank presentation, From Design Template, From
AutoContent wizard, New from the existing presentation) displayed in the Task pane. From
design template : It will create a presentation with a colour scheme and a look for the
slides, such as “Ocean” or you can select any one of your choice. In this you have to
provide the content of the presentation. From AutoContent Wizard….: Through this wizard

you can select the type of presentation you want to create (Generic, Recommending a Notes
Strategy, Training, Brainstorming Session) and powerpoint creates an outline for the
selected presentation. Refer the figure.
Method 3:
1. Click on Getting Started drop down Menu on the task pane and select “New
Presentation”.
2. Select either of the Four options (Blank presentation, From Design Template, From
AutoContent wizard, New from the existing presentation) displayed in the task pane.
Method 4: Press Shortcut key “Ctrl+N” on the keyboard.
Method 5:
1. Click on Start button à New Office Document
2. Click on General Tab
3. Select Blank Presentation
4. Click on OK button
1.12 Summary
A device used for computing; specifically, an electronic machine which, by means
of stored instructions and information, performs rapid, often complex calculations or
compiles, correlates and selects data.
Digital computers are counting digital devices. It directly counting numbers (or digits
that represent numerals, letters or other special symbols.) For example, a digital calculator
or a digital watch. The majority of computers used for business and scientific applications
are digital.
The term ‘desktop’ refers specifically to a horizontally-oriented case, usually intended
to have the display screen placed on top to save space on the desktop. Most desktop
computer offer more power, storage, versatility and low cost.
The Central Processing Unit (CPU) is the component of a computer system with
the circuitry to control the interpretation and execution of instructions. It performs the
process part of INPUT-PROCESS-OUTPUT cycle.
A Gate is a simple electronic circuit which is used to perform the logical function.
A Circuit with one or more input signals but only one out/put signals is called Gate. Gates
are Digital circuits because the input and output signals are either low or high voltages.
A storage location that holds memory for short periods of times. RAM and ROM
are examples of a primary storage device. This storage unite is often called either ‘main
memory’ or ‘primary memory’. The primary memory of CPU is the place where computer
program and data is stored during processing.
Printer is a device that prints text or illustrations on paper and in many cases on
transparencies and other media. There are many different types of printers. In terms of
the technology utilized, printers fall into the following categories. Printers are output
devices that print documents and reports.
USB is pronounced as ‘yoo-es-bee’. These technology is now very widely used as
the most popular connectivity interface standard, due to both its flexibility and simplicity
for the end user. A Universal Serial Bus (USB) is a common interface that enables

76 IT for Managers
Notes communication between devices and a host controller such as a personal computer (PC).
It connects peripheral devices such as digital cameras, mice, keyboards, printers,
scanners, media devices, external hard drives and flash drives.
A computer case (also known as a computer chassis, cabinet, box, tower, enclosure,
housing or simply case) is the enclosure that contains the main components of a
computer. A computer case is sometimes referred to metonymously as a CPU, referring
to the primary component housed within the case; this was a more common term in the
earlier days of home computers, when peripherals other than the motherboard were usually
housed in their own separate cases. Cases are usually constructed from steel, aluminium
or plastic.
Spreadsheet software makes it possible to enter data into a table format, manipulate
them, store them, print them and create reports and graphs using them. All this can be
done with relative ease compared to working by hand with the same rows and columns
of data.
MS-Word is a computer program that enables you to type, modify, print and save
texts for future revisions and retrievals. You enter text into the computer using a keyboard.
As you type your words are displayed on the monitor and are stored temporarily in the
computer’s memory as you are creating the document rather than on a paper.
PowerPoint is a component of Mircrosoft office that is used to create professional-
quality presentations. PowerPoint is the best-selling presentation graphics software
package in the world. PowerPoint’s innovative tools and easy approach can help you make
professional-looking presentations quickly and easily.
1.13 Check Your Progress
I. Fill in the Blanks

1. UNIVAC is Universal ___________ Computer.
2. CD-ROM stands for ‘Compact Disk __________Memory.
3. ALU is ___________ Logic Unit.
4. VGA is Video ___________ Array.
5. Floppy disks which are made from flexible plastic material are also called
________.
6. A VDU is a _____________ device.
7. ____________copy terminal gives paper printout.
8. Dot-matrix is a type of ___________.
9. The two kinds of main memory are _________and RAM.
10. _____________ is valid version of MS Office.
11. Excel is a___________.
12. ________________is not available on the Ruler of MS Word screen.
13. ___________is NOT an option in the spelling dialog box.
II. True or False

1. The origin of the word computer is taken from Latin word “Computare”, meaning
"to calculate".
2. Modern Computers are very reliable but they are not fast.

3. Fifth generation of computer is still under development Notes

4. Artificial Intelligence is associated with Fifth Generation.
5. Understanding operation is performed by computer
6. Fifth generation computer is also known as Very Large-Scale Integration (VLSI).
7. Central Processing Unit is combination of Arithmetic logic and control unit.
8. The brain of any computer system is Central Processing Unit.
9. Control Unit is used for logical operations or comparisons such as less than
equal to or greater than.
10. Analog computer works on the supply of continuous electrical pulses.
11. Digital devices are automobile speed meter.
12. The computer that process both analog and digital is called Hybrid computer.
13. The minimum number of rows and columns in MS Word document is 1 and
1.
III. Multiple Choice Questions

1. A computer program that converts an entire program into machine language is
called a/an
(a) Interpreter
(b) Simulator
(c) Compiler
(d) Commander
2. A computer program that translates one program instructions at a time into
machine language is called a/an
(a) Interpreter
(b) CPU
(c) Compiler
(d) Simulator
3. In analog computer
(a) Input is first converted to digital form
(b) Input is never converted to digital form
(c) Output is displayed in digital form
(d) All the above
4. In latest generation computers, the instructions are executed
(a) Parallel only
(b) Sequentially only
(c) Both sequentially and parallel
(d) All the above
5. Who designed the first electronics computer - ENIAC?
(a) Van-Neumann
(b) Joseph M. Jacquard
(c) J. Presper Eckert and John W Mauchly
(d) All the above

78 IT for Managers
Notes 6. CD-ROM is a
(a) Semiconductor memory
(b) Memory register
(c) Magnetic memory
(d) None of these
7. Which of the following is not a primary storage device?
(a) Magnetic tape
(b) Magnetic disk
(c) Optical disk
(d) None of these
8. A name or number used to identify a storage location devices.
(a) A byte
(b) A record
(c) An address
(d) All the above
9. The difference between memory and storage is that memory is _________ and
storage is ___________
(a) Temporary, permanent
(b) Permanent, temporary
(c) Slow, fast
(d) All the above
10. A floppy disk contains
(a) Circular tracks only
(b) Sectors only
(c) Both circular tracks and sectors
(d) All the above
11. Which of the following is a secondary memory device?
(a) Keyboard
(b) Disk
(c) ALU
(d) All the above
12. Which of the following is not valid version of MS Office?
(a) Office XP
(b) Office Vista
(c) Office 2007
(d) None of these
13. You cannot close MS Word application by
(a) Choosing File menu then Exit submenu
(b) Press Alt+F4
(c) Click X button on title bar
(d) From File menu choose Close submenu

1.14 Questions and Exercises Notes
I. Short Answer Questions

1. Define Computer.
5. What do you mean by ABC Computer?
6. What are the types of Computer based on purpose?
7. What do you mean by Super Computer?
8. Give the meaning of digital Computer.
9. Define a Micro Computer.
10. What is Central Processing Unit?
11. What do you mean by Logic Gates?
12. Give the meaning of Computer Memory.
13. Give the meaning of primary Memory.
14. What is input device?
15. What is output device?
16. What do you mean by MS-Excel?
17. Give the meaning of MS-Word.
18. What do you mean by Powerpoint Presentation?
II. Extended Answer Questions

1. What do you mean by Computer? Explain in details.
4. Explain the characteristics of a Computer.
5. Discuss various components of a Computer.
6. What is the different between Analog and Digital Computer?
7. Explain the types of computer.
8. Write notes on the followings: (a) Micro Computer (b) Mini Computer (c)
Super Computer (d) Mainframe Computer.
9. Explain the Central Processing Unit (CPU).
10. Discuss various CPU structure.
11. Write short note on Logic Gates.
12. What is a RAM? Explain its different types.
13. Discuss Cache Memory and Flash Memory.
14. What are the input and output devices?
15. Explain: RAM, ROM, PROM, EPROM and EEPROM.
16. What are the different types of Magnetic Tapes?
17. Explain different types of Magnetic Disks.
18. Explain Floppy Disk and Optical Disk with an example.
19. Explain the following: (i) Hard Disk (ii) Zip Disk (iii) Jaz Disk (iv) Super Disk.
20. Give a brief description of a Keyboard and Mouse.
21. Write short notes on: (i) Track Ball (ii) Joystick (iii) Digitizing Tablet.
22. How to give the input using Scanners and Digital Camera?
23. What are the uses of Touch Screen and Touch Pad?
24. Explain the following: (i) Optical Mark Reader (ii) Bar Code Reader.
80 IT for Managers
Notes 25. What are the different types of output devices?

26. Explain different types of modem.
27. Describe the Features of MS-Excel.
28. How do you Edit a cell in MS-Excel.
29. State the applications of MS-Word.
30. List all components of MS-Word document.
31. Explain the contents of the formatting tool bar in MS-Word.
32. Describe the term Presentation.
33. What are the features of Presentation Package?
34. Discuss the applications of Presentation Packages.
1.15 Key Terms

z Computer: A device capable of solving problems by accepting data, performing
described operations on the data and supplying the results of these operations.
z Analog computers: are computers that measure physical quantities (e.g.
pressure, temperature, length etc.) and convert them to numeric values.
z Input Device: An input device is a peripheral used to provide data and control
signals to an information processing system such as a computer or information
appliance.
z Modem: The word “modem” is a contraction of the words modulator-
demodulator. A modem is used to translate information transferred through
telephone lines, cable or line-of-site wireless.
z Mouse: is a device that controls the movement of the cursor or pointer on a
display screen. A mouse is a small object, it can roll along a hard, flat surface.
1.16 Check Your Progress: Answers

I. Fill in the Blanks
1. Automatic
2. Read only
3. Arithmetic
4. Graphics
5. Diskettes
6. Peripheral
7. Hard copy
8. Printer
9. ROM
10. Office 2007
11. Spreadsheet
12. Centre Indent
13. Edit
II. True or False
1. True
2. False

3. True Notes
4. True
5. False
6. False
7. True
8. True
9. False
10. True
11. False
12. True
13. True
III. Multiple Choice Questions
1. (c) Compiler
2. (a) Interpreter
3. (b) Input is never converted to digital form
4. (c) Both sequentially and parallel
5. (c) J. Presper Eckert and John W Mauchly
6. (d) None of these
7. (d) None of these
8. (c) An address
9. (a) Circular tracks only
10. (c) Both circular tracks and sectors
11. (b) Disk
12. (b) Office Vista
13. (d) From File menu choose Close submenu
1.17 Case Study

All of us are familiar with the services at restaurants and most of us have encountered
inconvenient scenarios such as long waits, cold food or even service of wrong order. These
inconveniences are the result of a conventional process that works like this: a server takes
your juice order and then walks to the juice counter to place the order. He knows that
after approximately five minutes your juice will be ready, so in the meantime the server
takes on order from someone else and then heads back to the juice counter. If your order
is not ready, the server comes to your table, apologizes for the delay, and takes your
food order. That order is written on a piece of paper, which the server carries to the kitchen
and places on a table, which the chef rotates into view when he is ready to begin preparing
the next order. After 10 or 15 minutes, the server may find that the kitchen is out of this
selection, so he comes to your table and asks you to reorder. Sometimes the server makes
a mistake in writing your order or the chef reads the hand written order incorrectly. In
such case, after a long wait, the consumer is very frustrated at getting the wrong food.
In the end, no one is happy.
Questions:
a. Evaluate existing system.
b. Discuss how information technology can support the organization.
82 IT for Managers
Notes c. What are the I/p, O/p and storage devices you suggest?
d. Assuming that your are a system analyst, explain your role in this case.
1.18 Further Readings

1. Turban, Rainer and Potter (2003). Introduction to information technology. John
Wiley and sons.
2. Sinha, P.K., PritiSinha (2002). Foundation of computing. BPB Publications.
3. James, A. O’Brien (2005). Introduction to Information Systems. TMH
4. Norton P (2010), Introduction to Computers, Tata McGraw-Hill
5. Potter T (2010), Introduction to Computers, John Wiley & Sons (Asia) Pvt Ltd
6. Morley D & Parker CS (2009), Understanding Computers – Today and Tomorrow,
Thompson Press
7. Jawadekar, WS (2009); Management Information System; Tata McGraw Hill
8. Mclead R & Schell G (2009), Management Information Systems; Pearson
Prentice Hall
9. O’Brein, JA (2009); Introduction to Information Systems; Tata McGraw Hill
1.19 Bibliography
1. Robert Schultheis and Mary Summer, Management Information Systems – The
Managers View, Tata McGraw Hill, 2012.
2. Kenneth C. Laudon and Jane Price Laudon, Management Information Systems
– Managing the digital firm, PHI Learning / Pearson Education, PHI, Asia, 2015.
3. Rahul de, MIS in Business, Government and Society, Wiley India Pvt Ltd, 2012
4. Gordon Davis, Management Information System : Conceptual Foundations,
Structure and Development, Tata McGraw Hill, 23st Reprint 2014.
5. Haag, Cummings and Mc Cubbrey, Management Information Systems for the
Information Age, McGraw Hill, 2005. 9th edition, 2015.
6. Turban, McLean and Wetherbe, Information Technology for Management –
Transforming Organisations in the Digital Economy, John Wiley, 6th Edition,
2008.
7. Raymond McLeod and Jr. George P. Schell, Management Information
Systems,Pearson Education, 2007.
8. James O Brien, Management Information Systems – Managing Information
Technology in the E-business enterprise, Tata McGraw Hill, 2014.
9. Raplh Stair and George Reynolds, Information Systems, Cengage Learning,
12th Edition, 2016
10. Corey Schou and Dan Shoemaker, Information Assurance for the Enterprise –
A Roadmap to Information Security, Tata McGraw Hill, 2007.
11. Frederick Gallegor, Sandra Senft, Daniel P. Manson and Carol
Gonzales,Information Technology Control and Audit, Auerbach Publications, 4th
Edition, 2013.
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Basic Computer System 1

Unit 1: Basic Computer System

After studying this unit, you should be able to understand:

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Notes 1.1 Introduction

It is the versatility of human ability to reduce a complex problem to a simple logically

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Standard Definitions of a Computer Notes

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Notes Advantages of Using Computer

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1.2 Different Parts of Computer

Fig: Parts of Computer

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Hard Disk Drive (HDD)

CPU (Central Processing Unit)

Floppy Disk Drive

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1.3 Types of Computer

Computer can be classified by its functions -

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(iii) Hybrid Computer

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(i) First Generation of Computer Notes

(c) Size and Performance

Computers very widely in performance, size and cost. Performance is measured in

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Notes (i) Super Computer

(ii) Main Frames

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Fig: Desktop Computer

Fig: Laptop Computer

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Fig: Subnotebook Computer

Fig: Plamtop Computer

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Personal Digital Assistants (PDA) Notes

Fig: Personal Digital Assistant (PDA)

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Fig: Home Theater PC

Amity Directorate of Distance and Online Education

Fig: Client-Server Computer

Amity Directorate of Distance and Online Education

Fig: Embedded Computer

Amity Directorate of Distance and Online Education

1.4 Central Processing Unit (CPU)

Nowadays, microprocessor is also called ‘Processor’. A processor combined with

Fig: Motherboard Fig: Integrated Circuit (IC)

Amity Directorate of Distance and Online Education

Amity Directorate of Distance and Online Education

(a) Control Unit Notes

Amity Directorate of Distance and Online Education

Amity Directorate of Distance and Online Education

1.5 Logic Gates

Amity Directorate of Distance and Online Education

Notes AND Gate

AND Gate Rules: The output of AND Gate is

Amity Directorate of Distance and Online Education

A and A are called compliments of each other. Notes

Amity Directorate of Distance and Online Education

Notes XNOR gate

1.6 Computer Memory