Saja M.

Phil Basic Computer Concepts Unit IV 1 e

BASIC COMPUTER CONCEPTS
WhatisaComputer?
Anelectronicdevicethatstores,retrieves,andprocesses
data, and can be programmed with instructions. A computer is
composedofhardwareandsoftware,andcanexistinavariety
ofsizesandconfigurations.

HARDWARE&SOFTWARE
The term hardware refers to the physical
components of your computer such as the
system unit, mouse, keyboard, monitor etc. The
software is the instructions that makes the
computerwork.
Softwareisheldeitheronyourcomputers
harddisk,CDROM,DVDoronadiskette(floppy
disk) and is loaded (i.e. copied) from the disk
into the computers RAM (Random Access
Memory),asandwhenrequired

TYPESOFCOMPUTER
MiniandMainframeComputers
Verypowerful,usedbylargeorganisationssuch
an banks to control the entire business
operation.Veryexpensive!

PersonalComputers
Cheap and easy to use. Often used as stand
alone computers or in a network. May be
connected to large mainframe computers within
bigcompanies.
HARDWARECOMPONENTS:
InputDevices"Howtotellitwhattodo
Akeyboardandmousearethestandardwaytointeract
with the computer. Other devices include joysticks and game
padsusedprimarilyforgames.

OutputDevices"Howitshowsyouwhatitisdoing"
The monitor (the screen) is how the computer sends
informationbacktoyou.Aprinterisalsoanoutputdevice.

INPUTDEVICES:
TheMouse
UsedtodriveMicrosoftWindows

TheKeyboard
Thekeyboardisstillthecommonest
wayofenteringinformationintoacomputer

TrackerBalls
Analternativetothetraditionalmouse
andoftenusedbygraphicdesigners

Scanners
A scanner allows you to scan printed material and
convertitintoafileformatthatmaybeusedwithin
thePC

TouchPads
A device that lays on the desktop and responds
topressure

Saja M.Phil Basic Computer Concepts Unit IV 2 e

LightPens
Usedtoallowuserstopointtoareasonascreen

Joysticks
Many games require a joystick for the proper
playingofthegame

OUTPUTDEVICES:
VDU
The computer screen is used for outputting
informationinanunderstandableformat

Printers
Therearemanydifferenttypesofprinters.Inlarge
organizations laser printers are most commonly
used due to the fact that they can print very fast
andgiveaveryhighqualityoutput.

Plotters
A plotter is an output device similar to a printer, but normally
allowsyoutoprintlargerimages.

Speakers
Enhancesthevalueofeducationalandpresentationproducts.

Speechsynthesisers
Givesyoutheabilitytonotonlytodisplaytextonamonitorbut
alsotoreadthetexttoyou

STORAGEDEVICES"Howitsavesdataandprograms
Hard disk drives are an internal, higher capacity drive
which also stores the operating system which runs when you
poweronthecomputer.
"Floppy" disk drives allow you to save work on small
disksandtakethedatawithyou.

HardDisks
Speed:
Veryfast!
The speed of a hard disk is often
quoted as "average access time" speed, measured
inmilliseconds.Thesmallerthisnumberthefaster
thedisk.
Capacity:
Enormous!Often40/80Gigabytes.AGigabyteis
equivalentto1024Megabytes.
Cost:
Harddiskscostsarefallingrapidlyandnormally
representthecheapestwayofstoringdata.

DISKETTES(FLOPPYDISKS)
Speed:
Veryslow!
Capacity:
Normally1.44Mbytes.
Cost:
Verycheap.

Saja M.Phil Basic Computer Concepts Unit IV 3 e

CDROMDISKS:
Speed:
Much slower than hard disks. The original
CDROM speciation is given a value of 1x speed,
and later, faster CDROMs are quoted as a
multipleofthisvalue.
Capacity:
Around650Mbytesandmore

DVDDRIVES:
Speed:MuchfasterthanCDROMdrivesbutnotasfastashard
disks.
Capacity:Upto17Gbytes.
Cost:SlightlyhigherthanCDROMdrives.

MAIN PARTS OF COMPUTER

Memory "How the processor stores and uses immediate
data
RAMRandomAccessMemory
Themain'working'memoryusedbythecomputer.
When the operating system loads from disk when you
firstswitchonthecomputer,itiscopiedintoRAM.
As a rough rule, a Microsoft Windows based computer
will operate faster if you install more RAM. Data and
programsstoredinRAMarevolatile(i.e.theinformation
islostwhenyouswitchoffthecomputer).

ROMReadOnlyMemory
Read Only Memory (ROM) as the name suggests is a
specialtypeofmemorychipthatholdssoftwarethatcan
bereadbutnotwrittento.
A good example is the ROMBIOS chip, which contains
readonlysoftware.
Often network cards and video cards also contain ROM
chips.

HOWCOMPUTERMEMORYISMEASURED:
Bit All computers work on a binary numbering system, i.e.
theyprocessdatainone'sorzero's.This1or0levelofstorage
iscalledabit.
ByteAbyteconsistsofeightbits.
KilobyteAkilobyte(KB)consistsof1024bytes.
MegabyteAmegabyte(MB)consistsof1024kilobytes.
GigabyteAgigabyte(GB)consistsof1024megabytes.

MICROPROCESSORS"Thebrainofthecomputer
PCsprimarily usemicroprocessors(sometimescalledthe
chip).
TheolderIntelversionsincludethe386,486andnowthe
Pentiumline.
The CPU (Central Processing Unit) is normally an Intel
Pentium (or equivalent) and it is one of the most important
componentswithinyourcomputer.
Itdetermineshowfastyourcomputerwillrunand
ismeasuredbyitsMHzspeed.
Thusa600MHzPentiumismuchfasterthansaya
400MHzPentiumCPU.
It is the CPU that performs all the calculations
withinthecomputer.

Saja M.Phil Basic Computer Concepts Unit IV 4 e

SOME OF THE FACTORS THAT IMPACT ON A COMPUTER'S
PERFORMANCE
+ CPUspeed
+ RAMsize
+ Harddiskspeedandcapacity

SOFTWARE COMPONENTS
OPERATINGSYSTEMSSOFTWARE
The operating system is a special type of program that
loadsautomaticallywhenyoustartyourcomputer.
The operating system allows you to use the advanced
features of a modern computer without having to learn all the
detailsofhowthehardwareworks
Thelinkbetweenthehardwareandyou,theuser
Makes the computer easy to use without having to
understandbitsandbytes!

APPLICATIONSSOFTWARE
An application program is the type of program that you
useoncetheoperatingsystemhasbeenloaded.
Examples include wordprocessing programs,
spreadsheetsanddatabases

Wordprocessingapplications
o MicrosoftWord
o LotusWordPro
o WordPerfect
Spreadsheets
o MicrosoftExcel
o Lotus123

Database
o MicrosoftAccess
o LotusApproach
Payroll
o Sagesoftware
Presentationtools
o MicrosoftPowerPoint
o LotusFreelance
Desktoppublishing
o AbodePhotoshop
Multimediaapplications
o Microsoft'sEncartaCDROMbasedencyclopaedias

INFORMATION NETWORK
LAN
A LAN (Local Area Network) is a system whereby
individual PCs are connected together within a company or
organization
WAN
AWAN(WideAreaNetwork)asthenameimpliesallows
you to connect to other computers over a wider area (i.e. the
wholeworld).
USESOFNETWORK
If ten people are working together within an office it
makessenseforthemalltobeconnected.
In this way the office can have a single printer and all
tenpeoplecanprinttoit.
In a similar way other devices such as modems or
scannerscanbeshared.
Even more useful is the ability to share information
whenconnectedtoanetwork.
Saja M.Phil Basic Computer Concepts Unit IV 5 e
COMPUTERACCESSOIRIES
Modem
Short for MODulate/DEModulate. The modem sends
information from your computer across the telephone
system.

Themodemattheotherendofthephoneline,converts
the signal back into a format that can be used by the
receivingcomputer.

USESOFCOMPUTER
PCatHome
Commonusesforthecomputerwithinthehome
- Computergames
- WorkingfromHome
- BankingfromHome
- ConnectingtotheWeb

COMPUTERSINEDUCATION
CBT(ComputerBasedTraining)
+ ComputerBasedTraining(CBT)offersalowcostsolution
totrainingneedswhereyouneedtotrainalargeamount
ofpeopleonasinglesubject.

+ These programs are normally supplied on CDROM and

combinetext,graphicsandsound.

+ Packages range from general encyclopaedias right

throughtolearningaforeignlanguage.

OFFICEAPPLICATIONS
AutomatedProductionSystems
Manycarfactoriesarealmostcompletelyautomatedand
thecarsareassembledbycomputercontrolledrobots.

Thisautomationisbecomingincreasinglycommon
throughoutindustry.

DesignSystems
ManyproductsaredesignedusingCAD(ComputerAided
Design) programs to produce exact specifications and
detaileddrawingsonthecomputerbeforeproducingmodels
ofnewproducts.

StockControl
Stock control is ideal for automation and in many
companiesitisnowcompletelycomputerized.
The stock control system keeps track of the number of
items in stock and can automatically order replacement
itemswhenrequired.

Accounts/Payroll
In most large organizations the accounts are maintained
byacomputerizedsystem.
Due to the repetitive nature of accounts a computer
system is ideally suited to this task and accuracy is
guaranteed.

Saja M.Phil Basic Computer Concepts Unit IV 6 e

COMPUTERSINDAILYLIFE
- Accounts
- Games
- Educational
- Onlinebanking
- SmartIDcards
- Supermarkets
- Workingfromhome(Teleworking)
- Internet

CREATEAGOODWORKINGENVIRONMENT
+ Frequentbreaksawayfromthecomputer
+ Appropriatepositioningofscreens,chairsandkeyboards
+ Provisionofadequatelightingandventilation.

HEALTH&SAFETYPRECAUTIONS
o Makesurethatcablesaresafelysecured
o Makesurethatpowerpointsarenotoverloaded
o Alsobeawareof:
o RepetitiveStrainInjury(RSI)
o Glarefromscreens
o Badposture

VALUESOFBACKUP
The most important thing that you store on your
computerisinformation.
Often the contents of a hard disk can represent years of
work.
If the hard disk stops working one day you could lose all
thoseyearsofwork.
For this reason it is VITAL that you take regular backups
oftheinformationthatisstoredonthecomputer.
Organizeyourcomputerformoreefficientbackups
Completevs.incrementalbackups
Use'offsite'storage
Usepasswords
Understand the Importance of shutting down your
computerproperly
UseaUPS(UninterruptiblePowerSupply)

LIKES&DISLIKESOFCOMPUTER
Thingscomputerlike:
o Goodventilation
o Cleanenvironment
o Stable,vibrationfreesurface

Thingscomputerdontlike:
o Dust
o Drinkingandeatingoverthekeyboard
o Heat,ColdorMoisture
o Dontplaceobjectsontopofmonitors.
o Dontplacefloppydisksnearmonitors.

COMPUTERVIRUS
Whatarecomputerviruses?
Virusesaresmallprogramsthathidethemselvesonyour
disks(bothdiskettesandyourharddisk).
Unless you use virus detection software the first time
thatyouknowthatyouhaveavirusiswhenitactivates.
Differentvirusesareactivatedindifferentways.

Saja M.Phil Basic Computer Concepts Unit IV 7 e

HowdovirusesinfectPCs?
Viruses hide on a disk and when you access the disk
(either a diskette or another hard disk over a network)
thevirusprogramwillstartandinfectyourcomputer.
The worst thing about a computer virus is that they can
spread from one computer to another, either via use of
infected floppy disk, or over a computer network,
includingtheInternet.

Howtopreventvirusdamage?
- There are a number of third party antivirus products
available.
- Most of these are better than the rather rudimentary
products available within DOS and Windows, but of
courseyoudohavetopayforthem!
- Themainthingaboutyourviruscheckeristhatitshould
bekeptuptodate.
- Manycompaniessupplyupdateddisksonaregularbasis
or allow you to receive updates through an electronic,
online
- bulletinboard.

SOFTWARECOPYRIGHT
+ Beawareonsoftwarecopyrightissues
+ Freeware
+ Shareware
+ WhataboutsoftwarethatyoufindontheInternet?
+ Softwaresitelicenses
+ If your computer system holds information about
individualsthenyouhaveamoralandlegaldutytotreat
thatinformationwithrespect.
+ In a free society you have a right to ensure that
informationheldaboutyouisnotabused.
+ In many countries this right is enshrined under data
protectionlaws

NOWLETUSSTARTOURCOMPUTERS
EmailBasics
CLASSOUTLINE
Part1Introduction
Explainingemail
Partsofanemailaddress
Typesofemailservices
Acquiringanemailaccount
Part2SendingandReceivingEmail
Signingin
Composingandsending
Checkingmail
ReplyingandForwarding
Part3ManagingYourMessages
Deletingmessages
TheTrashfolder
Emailsecurity
Signingout

Saja M.Phil Basic Computer Concepts Unit IV 8 e

Part 1: Introduction

WhatisEmailandWhyisitPopular?
An electronic message sent from one computer to
another.
Emailsavesmoneyandtimecomparedtoregularmail.
Anemailmessagetakessecondstoreachdestination.

HowdoesEmailWork?
- Email travels via the Internetfrom
onecomputertoanother.

- Computers known as mail servers

direct outgoing mail and store
incomingthemail.

- Once email reaches your mail

server,it waitsinanelectronicmailbox,the"Inboxfor
youtocollectit.

- User Agent (UA) program, w ith w hich human users

read,createandmanageemail

- Mail Transport Agent (MTA) handling the movement of

messages among computers, non real time manner;
SMTP Simple Mail Transfer Protocol must be installed
ateveryInternetHost

THINGSYOUCANDOWITHEMAIL:
ComposeandSend:writeanemailandsendittoothers.

Reply: reply to an email that you received.

Forward: pass on an email that you received to others.

Attachment:Youcansendfileswithyouremailsuchas:
pictures,music,softwareanddocuments
TwowayspeoplecheckEmail
1.WebBasedEmail
Logintoawebsite
Messagesstayonthemailserver
Canbeaccessedfromanycomputerwithinternetconnection

2.UsingEmailSoftware
Open and login to your email software application (e.g.
Outlook)
The application retrieves your messages from the mail server
andsavesthemtoyourcomputersharddrive
Saja M.Phil Basic Computer Concepts Unit IV 9 e

HowtosignupforaGmailEmailAccount
Go to www.gmail.com = Click on SignUp for Gmail = Fill in
theRegistrationForm

ShouldIprovideaccurateperson
informationorisitOKtolie?
Uniqueloginname
Passwordregistration boxesand
passwordstrength
DescriptionofGooglesWeb
History
Securityquestion
Answertothesecurityquestion
Saja M.Phil Basic Computer Concepts Unit IV 10 e

Saja M.Phil Basic Computer Concepts Unit IV 11 e
ThreeExercises:
1.Signingin(LoggingIn)toGmail
2.Sendingamessagetoyourclasspartner
3.ReadingnewmessagesinyourInbox

Exercise1:Signingin(LoggingIn)toGmail

Saja M.Phil Basic Computer Concepts Unit IV 12 e

Saja M.Phil Basic Computer Concepts Unit IV 13 e

Part 3: Managing your Messages
ReplyingtoaMessage
Replyingtoamessagesendsitbacktothepersonwhosent
ittoyou.
Exercise:
Viewthemessagefromyourpartner
ClickontheReplyButton
TypeinaReply
ClickonSend

ForwardingaMessage
Byforwardingyoucanpassamessageontootherfriends.
Exercise:
Viewthemessagefromyourpartner
ClickontheForwardbutton
TypeanaddressintotheTobox
ClickonSend

Conclusion
EmailSecurity
Alwayssignout,especiallyifyouareusingapubliccomputer!
NeversendyourSINorbankaccountnumberbyemail.

INTERNET, INTRANET AND

EXTRANETS
WhatisInternet?
ItisaGlobalnetworkofcomputers,(serversorclients).to
exchangeinformation.
It is a "network of networks" that includes millions of
private and public, academic, business, and government
networks(localorGlobal),linkedbycopperwires,wireless
connections,andothertechnologies.

THEINTERNET
- Aninformationsystem
- Communicationtool
- Alargenetworkofcomputersystemsworldwide
- Serviceavailablethroughtheinternet:
Email(Discussiongroups,ChatRooms,etc.)
Informationsearch(includingresearch)
Education(Onlinecourses;virtualcolleges)
Entertainment,News,andmore...

TCP/IP
Communicationsprotocolsuite
Packetswitchedprotocol
Noendtoendconnectionisrequired
Eachmessagebrokendownintosmallpiecescalled
packets
Packets possibly routed to destination over
differentpaths
TransmissionControlProtocol(TCP)
Breaksmessagesintopackets
Saja M.Phil Basic Computer Concepts Unit IV 14 e
DOMAINNAMES
EverycomputerconnectedtotheInternetmusthave
auniqueIPaddress
o IP address format is xxx.xxx.xxx.xxx where xxx is a
numberbetween0and255
Howdoweknowthat207.46.245.222isMicrosoft?
DomainNameSystem(DNS)
o AdatabaseofInternetnames
o DNSServersconvertInternetnamestoIPaddresses
o Topleveldomains

HARDWARE&SOFTWAREOFINTERNET:
Variety of hardware and software are used to make
Internetfunctional.

Modem
Device that enables computers to communicate through
phone lines.When we start internet the our modem
communicatestomodemofISP.

Computer
In addition to a modem, you need a client capable of
handlingmultipledatatypes.

Software
Two types of software s required to enable your PC as an
InternetPC.
Communicationsoftwaretoestablishconnection
Clientsoftwareforbrowsing,email,news.

DISADVANTAGESOFINTERNET

Theft of personal information such as name, address,

creditcardnumberetc.
Virus threats nothing but a program which disrupts the
normalfunctioningofyoursystem.
Spamming refers to receiving unwanted e mails in bulk,
which provide no purpose and needlessly obstruct the
entiresystem.

INTRANETSANDEXTRANETS
INTRANET
Internal company network that uses Internet and WWW
technologies.
Flexible
Costefficient
Uses
Findandsharedocuments
Collaborate
Communicate
Onlyauthorizedusers
Securedbyfirewall

EXTRANET
Web site that allows customers and business partners
limitedaccesstoorganizationalintranet
UsesInternetandWWWtechnologies
Add additional security through the use of a Virtual
PrivateNetwork(VPN)

Saja M.Phil Basic Computer Concepts Unit IV 15 e

INTRANET
WhatisIntranet?
Internal company network that uses Internet standards
(HTML,HTTP&TCP/IPprotocols)&software.

Accessedonlybyauthorizedpersons,especiallymembers
oremployeesoftheorganization

BENEFITS
Linksemployees&managerstogether
Automatesalotofintraorganizationaltraffic
Enables a company to gain better access to its primary
resourcesknowledge&experienc|
Servesasacreative&empoweringtool
Establishesthefoundationfordevelopingenterprisewide
informationsystems
Provides a model for new internal information
managementcollaborativecomputing
PrepareawealthofInternetknowledgetoemployees
Easesprocessintegration
Allowscompanytoexpandthesystem

WHYANINTRANET?
A company has a large pool of information to share
amonghundredsofitsemployees
Intranetsarecheap,robust&fast
Intranetsoperateacrossplatforms
24/7toemployees
Informationinintranetcanbeupdatedquickly

INTRANETSECURITY
TwolevelsofSecurityrequired:
+ Internal
It can be imposed by Public Key Security & Encryption
Key.
+ External
ThroughFirewall.

WhatisFirewall?
Security device located between firms internal network
(intranet)&externalnetwork(internet).

Regulates access into & out of a companys network

basedonasetofrules.Note:needstobeupgradedfrom
timetotimetochecklatestpotentialsecurityproblems.

EXTRANET
WhatisExtranet?
ExtranetisanIntranetforoutsideauthorizedusers using
sameinternettechnology.

Interorganizationalinformationsystem.

enable outsiders to work together with companys

employees.

open to selected suppliers, customers & other business

partners

Saja M.Phil Basic Computer Concepts Unit IV 16 e

EXTRANETS
Allows limited, controlled business partners to interact
withthefirmforallkindsofexchanges

System designers must collaborate to make sure there is

a common interface with the company they are dealing
with

Benefits: faster timetomarket, customer loyalty,

increasedpartnerinteraction,&improvedprocesses

Examples:

Dealers/distributorshaveaccesstoproductfilessuchas:
1.productspecification,
2.pictures,
3.images,etc.
toanswerthequeriesofthecustomer.

BENEFITSOFEXTRANET

Improvedquality.
lowertravelcosts.
loweradministrative&otheroverheadcosts.
reductioninpaperwork.
deliveryofaccurateinformationontime.
improvedcustomerservice.
bettercommunication.
overallimprovementinbusinesseffectiveness.

DISADVANTAGES:
+ The suppliers & customer who dont have technical
knowledgefeelproblem.
+ Facelesscontact.
+ Informationcanbemisusedbyothercompetitors.
+ Fraudmaybepossible.
+ TechnicalEmployeesarerequired.

LAYEREDSYSTEMVIEW

TheWorldWideWeb
CollectionofhyperlinkedcomputerfilesontheInernet
Clientserverapplication
Webservers
Webbrowsersasclients
WWWstandards
Hypertextmarkuplanguage(HTML)
CurrentstandardforwritingWebpages
TagsinHTMLinstructtheclientbrowserhowto
formatanddisplaytheWebpagecontent
Hypertexttransferprotocol(HTTP)
Protocolthatestablishesaconnectionbetween
Webserverandclient
Extensiblemarkuplanguage(XML)
Ametamarkuplanguage
Saja M.Phil Basic Computer Concepts Unit IV 17 e
WorldWideWeb(WWW)
Navigate through the WWW by pointing to and clicking
on hyperlinks (underlined or boldfaced words, phrases,
icons,orimages)
AlsocalledCyberspaceortheInformationSuperhighway

SearchingtheWWW
+ MostdataontheInternetispartoftheWWW
+ Search engines large databases that index WWW
content
+ Buildingthesearchenginedatabase
- Submit a site to the search engine administrator for
listing
- Spiders
o Metatags
- Google
- Yahoo

Introduction to Ms Office
Ms office 2003 is an integrated package that Developed
byMicrosoftCorporation.
ItprovidesmanyfacilitieslikeWordprocessing,database
processing,spreadsheethandlingetc

What'sNewinMicrosoftOffice2003

MicrosoftAccessMicrosoftAccess
MicrosoftExcelMicrosoftExcel
MicrosoftFrontPageMicrosoftFrontPage
MicrosoftOutlookMicrosoftOutlook
MicrosoftPowerPointMicrosoftPowerPoint
MicrosoftPublisherMicrosoftPublisher
MicrosoftWordMicrosoftWord
What'sNewinMicrosoftOffice2003
IntroductionintoWordProcessing
StartingMicrosoftOfficeWord2003
+ Ms Word is a Microsoft product used for creating
differentkindsofdocuments.
+ Itiscalledawordprocessor.
+ WecancreateReports,Memos,Letters/FaxDocuments,
Publications,Resume,LegalPleadingdocuments
+ Click on Start, Point to All Programs, Point to Microsoft
Office,ClickonMicrosoftOfficeWord2003.
Saja M.Phil Basic Computer Concepts Unit IV 18 e
WindowofMsWord

CreatingaNewDocument
^ Once Ms Word is opened, a new Document is
automaticallycreated.
^ Youcanbegintypingyourdocumentintheworkarea.

FileMenu

File is document you have already worked on and saved

inaFolder

Folder is a place on your computer to store your files so

youcanfindthemlater

TitleBar
MenuBar
Standard Toolbar
Formatting
Toolbar
Ruler
WorkArea
NewBlank
DocumentIcon
NewThisstartsa
emptydocumentwith
nothingwrittenyet
OpenThisopensa
fileyoualreadysaved
SaveThissecures
yourworksoyoucan
Openthefilelaterand
continueworking
Saja M.Phil Basic Computer Concepts Unit IV 19 e
EditMenu

Font
The Overall design of a full set of characters, also called
typeface

Examples:
Times New Roman
Courier
Arial

Tochangeyourfont,pulldowntheFormatMenuand
selectFontorusethetoolbarmenuoption

Changethefont
Thischangesthefeelofthewriting

SimpleFont
Famous Font
Elegant Fon t

UndoThisundoes
thelastthingyoudid
inyourdocument
RedoThisredoes
thelastthingyoudid
inyourdocument
Cut
Thisremoves
somethingfromyour
document
CopyThis
duplicates
somethingin
yourdocument
PasteThisputs
somethingyoucutor
copiedbackintoyour
document
Usingthetoolbar!
Saja M.Phil Basic Computer Concepts Unit IV 20 e
Changethesizeoffont
YoucanusetheFormatMenutoselecttheFontOption
OR
Usingthetoolbar

Youcanhave

LargeFont or SmallFont

Alignment

or or

TextStyles

InsertingaPicture
Youcanchoosebetweeneitherinsertingapictureofyou
ownorapicturefromclipart!
UsetheInsertMenutoselectthePictureCommand

Usingthealignment
toolbaryoucan
changewhereyourtext
ispositionedonthe
page!
Left
Aligned
Centered
Right
Aligned
Byhighlighting
yourtextthen
clickingthisbutton
youcanchange
yourtexttoBOLD!
Thismakesthe
textthicker!
Byhighlighting
youtextthen
clickingonthis
buttonyoucan
changeyourtext
toItalics!This
makesthetext
slanttotheright!
Byhighlighting
yourtextthen
clickingonthis
buttonyoucan
UNDERLINEyou
text!Thisaddsa
lineunderyour
texttodraw
attentionto
yourwords!
Byclickingon
thisbuttonyou
caninserta
clipartor
alternatively
youcangoto
INSERT,PICTURE,
CLIPART
Byclickingonthis
buttonyoucan
insertapicture
fromyourownfile
oralternatively
youcangoto
INSERT,PICTURE,
FROMFILE
Saja M.Phil Basic Computer Concepts Unit IV 21 e
ColorofText
There is many different colours you can make your text
includingThisisconsideredatextstyle
RED
BLUE
BLACK
YELLOW
ORANGE
GREEN
PINK
AQUA
BROWN
GREY
PURPLE
NAVY
etc

CreatingaTable
Bymakingdataclearandsimpletoreadandunderstand
weaneasilyrearrangeitbyinsertingintoatable!
ClickingTableMenu,Thenclickinserttable

MicrosoftWordoffersanumberofwaytomakeatable.
The best way depends on how you like to work, and on how
simpleorcomplexthetableneedstobe

Clickwhereyouwanttocreateatable.
ClickInsertTableontheStandardtoolbar.
Dragtoselectthenumberofrowsandcolumnsyouwant.

Usingtheinsertmenu
+ Clickwhereyouwanttocreateatable.
+ OntheTablemenu,pointtoInsert,andthenclickTable.
+ UnderTablesize,selectthenumberofcolumnsandrows.
+ Under AutoFit behavior, choose options to adjust table
size.
+ Touseabuiltintableformat,clickAutoFormat.
+ Selecttheoptionsyouwant.

MSWordTools,MailMergeandworkingwithTables
AdvancedFeatures

MailMerge
You can use the Mail Merge to create form letters, mailing
labels,envelopes,orcatalogs.
Thisoptionnowiswidelyusedbecause
It allows to you to use word for more than just word
processing.
Itsavestime.
ItalsoallowsyoutoimportdatestoredinanExceloran
Access database into Word document, or even to import
theentiredatabaseintoWord.

Thiswillappear
andjustsimply
selecthow
manycolumns
youwantand
howmanyrows
andthe
tablewillbe
insertedtoyour
page.
Saja M.Phil Basic Computer Concepts Unit IV 22 e
Step1:Creatingorspecifyingthemaindocument
Click New Blank Document on the Standard toolbar. On
the Tools menu, click Mail Merge. Under Main document, click
Create,andthenclickFormLetters
Whenyoufinishspecifyingthedatafields,clickOK.
Locate the folder that you want to save the data source
in,typeafilename,andthenclickSave.
ClickEditDataSource.
In the Data Form dialog box, fill in the information for
eachdatarecordandsaveit.
To return to the main document, click Mail Merge Main
DocumentontheDatabasetoolbar.

Excel Spread Sheets

Whatyouneedtoknow:
+ Creatingnewspreadsheets
+ Resizingyourrows&columns
+ Inserting,deleting,andhidingrows&columns
+ Makingcalculations&usingcellreferences
+ Copy/pasteyourworkintootherapplications

WhyaSpreadsheet?
A spread sheet is the computer equivalent of a paper
ledgersheet
Itconsistsifagridmadefromcolumnsandrows.
It is an environment that can make numbermanipulation
easy

SpreadSheet

Saja M.Phil Basic Computer Concepts Unit IV 23 e

LettheCOMPUTERdothecalculations

BasicsofaSpreadSheet

Spreadsheetsaremadeupof
columns
rows
andtheirintersectionsarecalledcells

Ineachcelltheremaybethefollowingtypesofdata
text(labels)
numberdata(constants)
formulas(mathematicalequationsthatdoallthework)

TypesofDatayouwilltype
Threebasictypesofdatathatcanbeentered.
Labels(textwithnonumericalvalue)
e.g.,LifeStageGroup,or06months

Constants(justanumberconstantvalue)
e.g.,210,or270

Formulas(amathematicalequation
usedtocalculate)
e.g.,=10+100,or=123*12+78.2

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Note: Other logical functions can also be used (NOT, OR, AND,
TRUE,FALSE)

MakingaGraph
Insert>chart
Using the Wizard use select the chart type, datarange,
andlabels
You can always CHANGE these values afterwards by
doubleclickingonyourgraphic.

Creatinganewpresentation
+ "AutoContent Wizard" walks you through a series of
questions ab out your presentation, letting you choose
from a variety of predetermined content themes,
visualstyles,andformattingoptions.Youcananswerall
of the questions or skip some and click "Finish" at any
time.

+ "Design Template" allows you to choose from various

background designs and slide styles to use throughout
your presentation. Clicking the various presentation
options shows thumb nail views of their designs. Click
"OK"tochooseone.

+ "Blank Presentation" starts you out with b lank slides.

Thisismyfavorite!

Saja M.Phil Basic Computer Concepts Unit IV 26 e
ToolsinPowerpointVIEWS

PowerPointhasseveral'views'thatallowyoutoeditand
see presentation content in various useful ways. You can
switch among the views as you work by selecting one
fromtheViewmenu

In the Normal view, the screen is split into three sections

showing the presentation outline on the left, the slide in
themainwindow,andnotesatthebottom.

InsertingSlides&Text
+ UseINSERT>NewSlidetoaddnewslidesafterthecurrent
slide
Youcanusetheslidelayoutchoicestomodifythelayoutof
theslideyouareusingToinserttextonaslide
Replacethedummytextor,Createatextbox
+ Learnhowtoresizetextboxesandreformattext.

InsertingImages
^ Find the image on the Internet and use copy/paste to
pasteitintoyourslide
^ Positionandreisizetheimageusingtheimagehandles
^ Some imageediting (like cropping) can be done with
powerpoint.

Formattingyourbackground
Fromthemenu,use
Format>Background
Previewtheeffectbeforeapplyingit
ApplytheeffecttooneslideortoALLslides

Addingagraph
The easiest approach is to use cut and paste from your Excel
datafile
AlternativelyyoucanusetheContent
Layoutelementtotheright.

Example
+ The chart on the right can be then changed by double
clickingit.
+ The type of chart can be changed by rightclickingand
openingit.
^^^^^
L i f e i s a L uck- S aj a
SlideShow
SlideSorterView
SlideView
OutlineView
NormalView