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BASIC COMPUTER COURSE (BCC)

(Study Material)

Prepared by

DOEACC SOCIETY

KOLKATA CENTRE Jadavpur University Campus

Kolkata – 700032

(OCTOBER 2010)

DOEACC SOCIETY KOLKATA CENTRE of 156

OUTLINE SYLLABUS

Duration (in Hrs.) Sl No.

Topic Theory Tutorials Practical

01. Knowing Computer 01 01 01

02. Operating Computer using GUI based Operating System

02 00 04

03. Understanding Word Processing 02 01 06

04. Using Spreadsheet 01 01 04

05. Communicating using the Internet 01 00 02

06. WWW and Web Browsers 01 00 02

07. Communications and Collaboration 01 00 02

08. Making Small Presentation 01 01 01

Total: 10 04 22


DETAILED SYLLABUS

INDEX

Chapter Topic Page #

KNOWING COMPUTER 8

1.0 Introduction 9

1.1 Objectives 9

1.2 What is Computer? 9

1.2.1 Basic Applications of Computer 10

Components of Computer System 10

1.3.1 Central Processing Unit 11

1.3.2 Keyboard, Mouse and VDU 11

1.3.3 Other Input Devices 12

1.3.4 Other Output Devices 13

1.3

1.3.5 Computer Memory 14

Concept of Hardware and Software 15

1.4.1 Hardware 15

1.4.2 Software 15

1.4.2.1 Application Software 16

1.4

1.4.2.2 Systems Software 16

1.5 Concept of Computing, Data and Information 17-18

Applications of IECT 19

1.6.1 e-Governance 19

1.6

1.6.2 Entertainment 20

Bringing Computer to life 21

1.7.1 Connecting Keyboard, Mouse, Monitor and Printer to CPU 21-25

1.7

1.7.2 Checking Power Supply 26

1.8 Summary 26-27

1.

1.9 Model Answers 27-28

OPERATING COMPUTER USING GUI BASED OPERATING SYSTEM 29

2.0 Introduction 29

2.1 Objectives 29

Basics of Operating System 29

2.2.1 Operating System 30

2.2

2.2.2 Basics of Popular Operating System (LINUX, WINDOWS) 30

The User Interface 31

2.

2.3

2.3.1 Task bar 31-35



2.3.2 Icons 35

2.3.3 Menu 36

2.3.4 Running an application 37

Operating System 37

2.4.1 Changing System Date and Time 37

2.4.2 Changing Display Properties 37-42

2.4.3 To Add or Remove A Windows Component 42-44

2.4.4 Changing Mouse Properties 44

2.4

2.4.5 Adding and Removing Printers 45

File and Directory Management 45 2.5

2.5.1 Creating and Renaming of Files and Directories 46-47

2.6 Common Utilities 47

2.7 Summary 48


UNDERSTANDING WORD PROCESSING 50

3.0 Introduction 51

3.1 Objectives 51

Word Processing Basics 51

3.2.1 Opening Word Processing Package 51-52

3.2.2 Menu Bar 52-57

3.2.3 Using the Help 57

3.2

3.2.4 Using the Icons below Menu Bar 57-58

Opening and Closing Documents 58

3.3.1 Opening Documents 58

3.3.2 Save and Save as 58

3.3.3 Page Setup 59-60

3.3.4 Print Preview 60-61

3.3

3.3.5 Printing of Documents 61-62

Text Creation and Manipulation 62

3.4.1 Document Creation 62

3.4.2 Editing Text 62-63

3.4.3 Text Selection 63

3.4.4 Cut, Copy and Paste 63-65

3.4.5 Spell Check 65

3.4

3.4.6 Thesaurus 66

3.

3.5 Formatting of Text 66



3.5.1 Font and Size Selection 66-67

3.5.2 Alignment of Text 67-68

3.5.3 Paragraph Indenting 68-70

3.5.4 Bullets and Numbering 70-72

3.5.5 Changing Case 72

Table Manipulation 73

3.6.1 Draw Table 73-74

3.6.2 Changing Cell width and Height 74

3.6.3 Alignment of Text in Cell 74

3.6.4 Delete / Insertion of row and column 74-75

3.6

3.6.5 Border and Shading 75-77

Summary 77-78

Model Question & Answers 78-80

USING SPREADSHEET 81

4.0 Introduction 82

4.1 Objectives 82

Elements of Electronic Spreadsheet 82

4.2.1 Opening of Spreadsheet 83

4.2.2 Addressing of Cells 83

4.2.3 Printing of Spreadsheet 84

4.2

4.2.4 Saving Workbooks 84

Manipulation of Cells 85

4.3.1 Entering Text, Numbers and Dates 85

4.3.2 Creating Text, Number and Date Series 85-86

4.3.3 Editing Worksheet Data 86

4.3.4 Inserting and Deleting Rows, Columns 86-87

4.3

4.3.5 Changing Cell Height and Width 88

Formulas and Function 88 4.4

4.4.1 Using Formulas 88-89

4.4.2 Function 89-91

4.5 Summary 92

4.

4.6 Model Answers 92

COMMUNICATION USING THE INTERNET 93

5.0 Introduction 94

5.1 Objectives 94

5.

5.2 Basic of Computer Networks 94



5.2.1 Local Area Network (LAN) 94-95

5.2.2 Wide Area Network (WAN) 95

Internet 95

5.3.1 Concept of Internet 95-96

5.3.2 Applications of Internet 97-98

5.3.3 Connecting to the Internet 98-99

5.3

5.3.4 Troubleshooting 99-100

5.4 Summary 100


WWW AND WEB BROWSER 103

6.0 Introduction 104

6.1 Objectives 104

6.2 World Wide Web (WWW) 104-108

Web Browsing Softwares 108 6.3

6.3.1 Popular Web Browsing Softwares 109

Search Engines 109

6.4.1 Popular Search Engines / Search for content 110-114

6.4.2 Accessing Web Browser 114

6.4.3 Using Favorites Folder 114-115

6.4.4 Downloading Web Pages 115

6.4

6.4.5 Printing Web Pages 115-116

6.5 Understanding URL 116-117

Surfing the Web 118 6.6

6.6.1 Using e-Governance Website 118

6.7 Summary 119

6.


COMMUNICATIONS AND COLLABORATION 121


7.1 Objectives 122

Basics of E-mail 122

7.2.1 What is an Electronic Mail 122-123

7.2

7.2.2 E-mail Addressing 124

Using E-mails 125

7.3.1 Opening E-mail Account 125126

7.3.2 Mailbox: Inbox and Outbox 127

7.

7.3

7.3.3 Creating and Sending a new E-mail 127



7.3.4 Replying to an E-mail message 127

7.3.5 Forwarding and E-mail message 127

7.3.6 Sorting and Searching E-mails 128

7.4 Document Collaboration 128-129

Instant Messaging and Collaboration 129

7.5.1 Using instant messaging 129

7.5

7.5.2 Instant messaging providers 129

7.5.3 Netiquettes 129

7.6 Summary 130


MAKING SMALL PRESENTATIONS 133


8.1 Objectives 134

Basics 134

8.2.1 Using PowerPoint 134

8.2.2 Opening a PowerPoint Presentation 135

8.2

8.2.3 Saving a Presentation 135

Creating a Presentation 136

8.3.1 Creating a Presentation using a Template 136-137

8.3.2 Creating a Blank Presentation 137

8.3.3 Entering and Editing Text 137-140

8.3

8.3.4 Inserting and Deleting Slides in a Presentation 140-141

Preparation of Slides 141

8.4.1 Inserting Word Table or an Excel Worksheet 141-142

8.4.2 Adding Clip Art Pictures 142-145

8.4.3 Inserting Other Objects 145

8.4

8.4.4 Resizing Other Objects 145-147

Presentation of Slides 148

8.5.1 Viewing a Presentation 148

8.5.2 Choosing a Set up for Presentation 149-150

8.5

8.5.3 Printing Slides and Handouts 150-151

Slide Show 151

8.6.1 Running a Slide Show 151-152

8.6.2 Transition and Slide Timings 152-154

8.6

8.6.3 Automating a Slide Show 154

8.7 Summary 154-155

8.

8.8 Model Answers 156


CHAPTER 1: KNOWING COMPUTER


Chapter 1: Knowing Computer

1.0 Introduction

Welcome to the wonderful world of computing! This help file presumes that you have little or no experience with the device commonly known as the PC (personal computer). Hopefully, this resource will aid you in some of the basic activities that are commonly performed with a PC.

This tutorial is divided into the following sections:

1. Objectives

2. What is Computer?

3. Components of Computer System

4. Concept of Hardware and Software

5. Concept of computing, data and information

6. Applications of IECT

7. Bringing computer to life

1.1 Objectives

This basic computer tutorial is written for those who do not know very much about computers. The purpose of this basic computer tutorial is to help the reader better understand how to use their computer more effectively and safely. It will help the reader understand:

Why do we need computer in our daily life? Components of a computer What are the differences between hardware and software How can we use computer to develop e-governance After the chapter we shall discuss about some model questions and answers.

1.2 What is Computer?


A computer is a programmable machine that receives input, stores and manipulates data or information, and provides output in a useful format.

Computers are not very intelligent devices, but they handle instructions flawlessly and fast. They must follow explicit directions from both the user and computer programmer. Computers are really nothing more than a very powerful calculator with some great accessories. Applications like word processing and games are just a very complex math problem.

1.2.1 Basic Applications of Computer

Computer is used every where in the world in every field of life. There are many applications of computer for example

Computer can perform any kind of calculations in no time; where as a human being would take months and years to do the same calculations. Now a day's computer is used in almost every day application of life E.g. in

Banking: - Before when there was no computer, every where manual system was followed which was a very complicated and hard work but now with the coming of computer every thing is in a very systematic way. Every bank is now using a computerized system because it is very fast and user friendly. ATM cards are used every where now which let us bank any time we want. PC banking (Personal Computer banking) let us view our bank balance, request transfers between accounts and pay bills electronically etc.

Traffic light control: - In traffic light control the computer is being employed to drive the traffic light. There are some programmed codes like " turn off the red light" or "turn on the red light" to control the traffic light and to carry out the instructions that follows.

Sports: - In sports computers are used wildly in conjunction with video cameras. These are used to record the motion of all the sports men. 3D programs are used later on to help the trainers see there movements and could improve there styles of playing.

Schools and Colleges: - There are many uses of computer in schools and collages e.g. every student details need to be stored so a computer program could help in this way. Multimedia, animations, graphics and charts could be used to teach the students and many boring topics can be made interesting using multimedia. Students could access internet for online help and courses for more information.

1.3 Components of Computer System

Just like the Human body, the computer is made up of different components, all of which are very important for the overall effective functioning of its system. The most basic collection includes a Computer CPU, a Monitor, a Keyboard, and a Mouse.


1.3.1 Central Processing Unit (CPU)

The computer's CPU is actually a small electronic device inside the case but the term is often used to refer to the whole collection of electronics inside the box. It is also known as the “brain” of your computer. Without the CPU, you wouldn’t be able to play games, type research papers, or surf the Internet. Your computer would basically be a very expensive paperweight. A CPU is an internal component of the computer. You can’t see it from the outside of the system; you’d have to peek inside.

1.3.2 Keyboard, mouse and VDU

The Keyboard

The Keyboard is the primary input device used to communicate with the computer. A computer keyboard closely resembles a conventional typewriter keyboard with the addition of numerous keys that are used specifically for computing functions.

The Mouse

Named for the resemblance of the wire coming out of it and a mouse's tail, the mouse was introduced to computing in the early 1980's when Macintosh created its graphical user interface (GUI). The mouse is another input device used to point at objects on the computer monitor and select them. Using the mouse and keyboard in combination allows the computer user substantial latitude in how to accomplish a wide variety of tasks.

VDU (Visual Display Unit) or Monitor

This Visual Display Unit (VDU) shows information on the screen when you type. This is called outputting information. The Computer Monitor is the computer user's window into the workings of the computer. It consists of a television picture tube that had been modified to accept the type of video signal created by the computer's electronics. Conventional televisions can be used as computer monitors if a translation device is used to connect them.

Keyboard

Mouse

VDU

http://www.wisegeek.com/what-is-a-paperweight.htm


1.3.3 Other input devices

Any hardware device that sends data to the computer, without any input devices, a computer would only be a display device and not allow users to interact with it, much like a TV. Keyboard and mouse are the two main input devices of a computer system.

Other than these two below is a full listing of all the different types of computer input devices found on a computer.

Barcode readers

A barcode reader, also known as a point of sale (POS) scanner is a hardware device capable of reading a barcode and printing out the details of the product or logging that product into a database. A perfect example of a barcode reader is a super market barcode scanner that reads and logs the price of a product.

Digital Camera

A camera that stores the pictures or video it takes in electronic format instead of to film.

Joystick

A joystick allows an individual to easily move an object in a game such as navigating a plane in a flight simulator.

Barcode

Barcode reader

http://www.computerhope.com/jargon/h/hardware.htm

http://www.computerhope.com/jargon/c/camera.htm

http://www.computerhope.com/jargon/p/picture.htm

http://www.computerhope.com/jargon/v/video.htm

http://www.computerhope.com/jargon/o/object.htm

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Optical scanner

Hardware input device that allows a user to take an image or text and convert it into a digital file, allowing the computer to read or display the scanned object.

1.3.4 Other Hardware Devices

Printer - A printer prints whatever is on the monitor onto paper. Printers can print words, numbers, or pictures.

Speaker - A speaker gives you sound output from your computer. Some speakers are built into the computer and some are separate.

Floppy Disk - A floppy disk is used to record information on. The information is stored on the floppy disk and can be used later or used on another computer.

Headphones - Headphones give sound output from the computer. They are similar to speakers, except they are worn on the ears so only one person can hear the output at a time.

Compact Disk - Some compact disks can be used to put information on. This is called burning information to a CD. NOTE: A CD can also be an input device.

1.3.5 Computer Memory

Just like humans, computers rely a lot on memory. They need to process and store data, just like we do. However, computers store data in digital format,

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http://www.techterms.com/definition/digital


which means the information can always be called up exactly the way it was stored. Also, unlike our memory, the computer's memory doesn't get worse over time. There are different types of memory in a computer that are assigned a task of storing several kinds of data. Each has certain peculiarities and capacities. Basic Computer Memory Types Explained

Random Access Memory

When your computer boots up, it loads the operating system into its random access memory, or RAM. This allows your computer to access system functions, such as handling mouse clicks and keystrokes, since the event handlers are all loaded into RAM. Whenever you open a program, the interface and functions used by that program are also loaded into RAM.

Read Only Memory (ROM):

This type of memory is active, regardless of whether the system is turned on or is switched off. It is a kind of permanent non-volatile storage memory. As the name 'read only' suggests, the contents in it cannot be changed or modified. It is an integrated circuit which is pre-programmed with important data that should necessarily be present for the computer to carry out its normal functionalities. Cache

Cache is a kind of RAM which a computer system can access more responsively than it can in regular RAM. The central processing unit looks up in the cache memory before searching in the central memory storage area to determine the information it requires. This rules out the need for the system to search for information in larger and bigger memory storage areas, which in turn leads to a faster extraction of data. Computer Hard Drive

These devices are important data storage components that are installed in the CPU. Their memory ranges widely, and a user may choose the memory depending on the data needed to be stored and accessed. Nowadays, hard drives having a memory capacity of 120 gigabytes to 500 gigabytes are normally used. Flash Memory

This is a non-volatile kind of memory which is intended to contribute to portable storage and a convenient transfer of data from one computer to another. The data in it can be erased and re-programmed as per the user's requirements. It only has a specific number of erase and write cycles that it can withstand, after which it creates a tendency to lose out on the stored information. Memory cards and USB flash drives are some modes of this type of memory storage.


These are just the common and main computer memory types which facilitate memory and data storage. However, there are many subtypes which are sorted out according to the memory-related functionalities they perform and the requirements they serve.

1.4 Concept of Hardware and Software

1.4.1 Hardware

Computer hardware refers to the physical parts of a computer and related devices. Internal hardware devices include motherboards, hard drives, and RAM. External hardware devices include monitors, keyboards, mice, printers, and scanners. The internal hardware parts of a computer are often referred to as components, while external hardware devices are usually called peripherals. Together, they all fall under the category of computer hardware.

A typical computer (Personal Computer, PC) contains in a desktop or tower case the following parts:

Motherboard which holds the CPU, main memory and other parts, and has slots for expansion cards

power supply - a case that holds a transformer, voltage control and fan storage controllers, of IDE, SCSI or other type, that control hard disk ,

floppy disk, CD-ROM and other drives; the controllers sit directly on the motherboard (on-board) or on expansion cards

graphics controller that produces the output for the monitor the hard disk, floppy disk and other drives for mass storage interface controllers (parallel, serial, USB, Firewire) to connect the

computer to external peripheral devices such as printers or scanners

1.4.2 Software

The software is the information that the computer uses to get the job done. Software needs to be accessed before it can be used. There are many terms used for process of accessing software including running, executing, starting up, opening, and others.

Computer programs allow users to complete tasks. A program can also be referred to as an application and the two words are used interchangeably.

Examples of software programs or applications would be the Operating System (DOS, Windows 9x/Millenium/XP, O/S2, UNIX, MacOS 9.x/10.x and various others), Word processor (typing letters), Spreadsheet (financial info), Database (inventory control and address book), Graphics program, Internet Browser, Email and many others.

As well any document that you create, graphic you design, sound you compose, file you make, letter you write, email you send or anything that you

http://www.techterms.com/definition/monitor

http://www.techterms.com/definition/component


create on your computer is referred to as software. All software is stored in files.

Software is stored on a disk or tape whether that disk is a floppy, hard Disk, CD, tape or one of the dozens of other storage devices available.

Software can be divided into two general classes: systems software and applications software.

1.4.2.1 Application Software

The term application is a shorter form of application program. An application program is a program designed to perform a specific function directly for the user or, in some cases, for another application program. Applications software (also called end-user programs) includes database programs, word processors, and spreadsheets. Figuratively speaking, applications software sits on top of systems software because it is unable to run without the operating system and system utilities.

1.4.2.2 System Software

System software is computer software designed to operate the computer hardware and to provide and maintain a platform for running application software.

http://en.wikipedia.org/wiki/Computer_software

http://en.wikipedia.org/wiki/Computer_hardware

http://en.wikipedia.org/wiki/Application_software


The most basic types of system software are:

The computer BIOS and device firmware, which provide basic functionality to operate and control the hardware connected to or built into the computer.

The operating system (prominent examples being Microsoft Windows, Mac OS X and Linux), which allows the parts of a computer to work together by performing tasks like transferring data between memory and disks or rendering output onto a display device. It also provides a platform to run high-level system software and application software.

Utility software, which helps to analyze, configure, optimize and maintain the computer.

In some publications, the term system software is also used to designate software development tools (like a compiler, linker or debugger)

Computer for - instead, it can be seen as the basics of a computer which come built-in or pre-installed.

1.5 Concept of computing, data and Information

Concept of computing

Welcome to Absolute Beginners. This is the place to come when you're ready to take the first steps with your computer. Perhaps you've bought your first PC and are raring to go. Or maybe you've had one sitting on a desk for a while, but you've been too intimidated to do anything more than switch it on. Perhaps you've advanced as far as using a couple of programs, but find yourself reeling with all the new things you need to learn before you'll feel competent.

Well, now's the time to take the plunge. But before you even flick that ON switch, here are a few ground rules that will make you more comfortable while learning about the electronic beast in front of you.

1. Get some help for the hard parts

Get someone knowledgeable to help set up your computer for you. If you're a complete newcomer to computing, setting up a PC is not the place to start. So, let someone else deal with this part—either the company that provides your computer or a knowledgeable relative or friend.

2. Take the pressure off

While you're learning, don't work on anything important or urgent. The last thing you need is the pressure of a deadline hanging over you or having others dependent on the fruits of your labour. Choose something innocuous to work on, such as a letter to a friend.

http://en.wikipedia.org/wiki/BIOS

http://en.wikipedia.org/wiki/Firmware

http://en.wikipedia.org/wiki/Operating_system

http://en.wikipedia.org/wiki/Microsoft_Windows

http://en.wikipedia.org/wiki/Mac_OS_X

http://en.wikipedia.org/wiki/Linux

http://en.wikipedia.org/wiki/Data_(computing

http://en.wikipedia.org/wiki/Random_access_memory

http://en.wikipedia.org/wiki/Disk_storage

http://en.wikipedia.org/wiki/Display_device


http://en.wikipedia.org/wiki/Utility_software

http://en.wikipedia.org/wiki/Software_development

http://en.wikipedia.org/wiki/Compiler

http://en.wikipedia.org/wiki/Linker_(computing

http://en.wikipedia.org/wiki/Debugger

http://en.wikipedia.org/wiki/Computer


3. Save and save again

Get into the practice of saving your work at regular intervals. If you save your work early and often it doesn't matter if you mess up.

4. Make backups

A backup is a copy of your work. Just as saving ensures you don't lose documents that you're currently working on, creating regular backups ensures you don't lose any of the files you have stored on your computer in case something goes wrong.

5. Learn the lingo

One of the hardest things about learning computers is that you not only have to learn many new techniques and processes, but you also have to learn an enormous number of new concepts. It's those concepts that usually bring people unstuck. Once you get them in place, you'll find everything else flows. To fix those concepts in your brain, read and re-read information about them.

Data

Data is a collection of facts, figures and statistics related to an object. Data can be processed to create useful information. Data is a valuable asset for an organization. Data can be used by the managers to perform effective and successful operations of management. It provides a view of past activities related to the rise and fall of an organization. It also enables the user to make better decision for future. Data is very useful for generating reports, graphs and statistics. Example Students fill an admission form when they get admission in college. The form consists of raw facts about the students. These raw facts are student's name, father name, address etc. The purpose of collecting this data is to maintain the records of the students during their study period in the college.

Information

The manipulated and processed form of data is called information. It is more meaningful than data. It is used for making decisions. Data is used as input for processing and information I output of this processing. Example Data collected from census is used to generate different type of information. The government can use it to determine the literacy rate in the country. Government can use the information in important decision to improve literacy rate.

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1.6 Applications of IECT

1.6.1 e-Governance

Governance refers to the exercise of political, economic and administrative authority in the management of a country’s affairs, including citizens’ articulation of their interests and exercise of their legal rights and obligations. E-governance may be understood as the performance of this governance via the electronic medium in order to facilitate an efficient, speedy and transparent process of disseminating information to the public, and other agencies, and for performing government administration activities. E-governance is generally considered as a wider concept than e-government, since it can bring about a change in the way how citizens relate to governments and to each other. E-governance can bring forth new concepts of citizenship, both in terms of citizen needs and responsibilities. Its objective is to engage, enable and empower the citizen. Why introduce e-governance? The purpose of implementing e-governance is to enhance good governance. Good governance is generally characterized by participation, transparency and accountability. The recent advances in communication technologies and the Internet provide opportunities to transform the relationship between governments and citizens in a new way, thus contributing to the achievement of good governance goals. The use of information technology can increase the broad involvement of citizens in the process of governance at all levels by providing the possibility of on-line discussion groups and by enhancing the rapid development and effectiveness of pressure groups. Advantages for the government involve that the government may provide better service in terms of time, making governance more efficient and more effective. In addition, the transaction costs can be lowered and government services become more accessible. The fields of implementation of e-governance are:

e-administration- refers to improving of government processes and of the internal workings of the public sector with new ICT-executed information processes.

e-services- refers to improved delivery of public services to citizens. Some examples of interactive services are: requests for public documents, requests for legal documents and certificates, issuing permits and licenses.

e-democracy- implies greater and more active citizen participation and involvement enabled by ICTs in the decision-making process


1.6.2 Entertainment

The Use of Computers in Entertainment In today’s electronic era computers have a hand in almost everything. Entertainment is no exception, in fact with the coming of digital information has made one of its greatest leaps. Movies, games, music, even books that that are simple and easy as it is have been impacted greatly by computers.

What Entertainment Electronics Can I Run From My Computer?

When Microsoft released their Windows XP Media Center Edition, it was a response to a growing trend in computers; more and more home computer enthusiasts were hooking a computer up to all the electronic devices on their entertainment center, recording shows directly to DVDs and using the computer to monitor all their entertainment processes.

You can run almost anything you want using your computer as the hub. For a good entertainment center, you should have at least the following to start out:

Very good speakers; these speakers will play sound from everything else, so you only need one set.

Your television (or projector, if you use projection TV) Your VCR and DVD player Your digital cable box and/or TiVO player Your stereo system (and keep in mind that your CDs can be played on a

DVD player, so you don't need a separate CD player except for switching CDs).

What Kind Of Computer Should I Buy?

Brand doesn't matter, but what's under the hood -- or inside the box -- does. Look for the following specs as a minimum:

Processor speed of at least 3.2 GHz Windows XP Media Center operating system Built-in TV tuner with remote, dual tuner if you want to record and

watch two different channels simultaneously 533MHz DDR2SDRAM, expandable to 2 GB; if you're running a very nice

HDTV television or a projection TV, opt for more. 256MB DDR graphics card Hard drive with as much space as possible, especially if you want to be

able to record shows to it; 7200 rpm. PCI expansion slots -- three or more free ones is best. DVD writer to record your own DVDs; get one that burns labels onto the

other side for the nicest experience High quality sound card that can handle your home theater equipment --

the salesperson should be able to direct you.


Flat screen monitor to allow you to close cabinet doors over the computer while you're using it as an entertainment center.

How Can I Hook Up My Entertainment System?

When you've got your computer up and running, you should be able to run everything through your cable box, using your computer as the hub. The television tuner has out-ports that connect to your TV's in-ports, and you should easily be able to hook your cable to it. You can also run your wireless computer network through the entertainment computer for the ultimate in compact connections.

Go through the tutorial included in your MS Windows XP system to use your computer as an entertainment center. This will tell you how to do all the neat things, like running all sound devices through a single set of home theater speakers; recording movies at the same time you're watching other shows; and using your computer's DVD-R/W to play movies and CDs from.

How Can I Build On My Starter System?

Home entertainment is shifting quickly toward computers. You'll find tons of functionality in the present and future, including but not limited to:

Playing PC games, and perhaps one day playing integrated XBox and Sony games as well

Monitoring your wireless home security from your computer Using telephony systems to run your long-distance phone service through

your PC, cheaply or for free

1.7 Bringing computer to life

1.7.1 Connecting keyboard, mouse, monitor and printer to CPU

Installing a PC computer keyboard

When connecting the PS/2 keyboard, ensure the computer is off; if the keyboard is a USB keyboard the computer can be off or on during the installation.

Connect cables

PS/2 Keyboard

Connect the keyboard to the PS/2 port on the back of the computer. When looking at the back of the computer you'll notice two PS/2 ports

next to each other. Verify you're connecting the keyboard into the purple connection as shown in the below pictures. If your PS/2 ports are not color coded the keyboard will be the connection closest to the left edge of the computer (when looking at it from the back). If the connections are


vertical and not horizontal as shown below the keyboard connection may be either depending on the type of case and motherboard. Look for a small symbol next to the port to identify which one is the keyboard.

If you are confused what PS/2 cable is what when under your desk, generally the PS/2 cable is thicker than the PS/2 mouse cable.

USB Keyboard

Connect the USB keyboard to the USB ports on the back or front of your computer, or if you are using a USB port hub, connect the mouse to to the hub. Additional information about why a USB keyboard may not work in MS-DOS or in Safe Mode can be found on document CH000298.

Install Software / Drivers

If your keyboard has any special features such as a built on touch pad or special buttons or is wireless, for these features to work properly, the software and/or drivers for the keyboard must be installed after the computer keyboard has been connected to the computer.

Installing a PC computer mouse

Difficulty of installing computer mouse should be a 1 out of 5.


When connecting the PS/2 or Serial mouse, ensure the computer is off; if the mouse is a USB mouse the computer can be off or on during the installation.

Connect cables

PS/2 Mouse

Connect the mouse to the PS/2 port on the back of the computer. Today, although many computers are still using PS/2 mice if you're using a USB mouse skip to the next section.

When looking at the back of the computer you'll notice two PS/2 ports next to each other. Verify you're connecting the mouse into the teal or green connection as shown in the below pictures. If your PS/2 ports are not color coded the mouse will be the connection furthest away from the left edge of the computer (when looking at it from the back). If the connections are vertical and not horizontal as shown below the mouse connection may be either depending on the type of case and motherboard. Look for a small symbol next to the port to identify which one is the mouse.

Serial Mouse

Connect the mouse to the serial port on the back of the computer. If the computer has serial devices currently connected to the computer and the computer has two serial ports we recommend you use the first serial connection if you encounter problems connecting the mouse. Once connected depending on your computer setup you may need to configure the mouse in CMOS setup as found in the next section.

USB Mouse

Connect the USB mouse to the USB ports on the back or front of your computer or if you are using a USB port hub, connect the mouse to the hub.

Install Software / Drivers

Additional information about computer mouse drivers and software can be found on document CH000548.


Setup in CMOS setup

If you've connected a serial or USB mouse it may be necessary to setup the ports in CMOS setup.

If the mouse you're using is a serial mouse and it's having issues being detected verify that the serial ports or COM ports are enabled and assigned properly in CMOS.

If the mouse was a USB mouse, ensure that USB is enabled and if available, also ensure that the USB Legacy support is also enabled; this allows the mouse to work in legacy mode, for example: DOS.

Additional information about getting into CMOS setup can be found on document CH000192

Connecting Your Monitor

1. Turn off your computer and unplug the power cord.

2. Connect the white connector end of the DVI cable attached on the monitor to the connectors on the computer.

3. Connect the USB cable that was included with your monitor to the computer and the upstream USB connector on the monitor. Once this cable is connected to the computer and the monitor, you can use the USB downstream on the monitor.

4. Connect any USB devices.

5. Connect the power cord.

6. Turn on your monitor and computer. If you do not see an image, see Troubleshooting Your Monitor.


How to Connect a Printer to a Computer Instructions Things You'll Need:

Printers Computers IEEE 1284-compatible, bidirectional printer cables

1. Position your printer. If you have a laser printer, allow a few inches of space on all sides for ventilation. Ink-jet printers don't require ventilation.

2. Buy a bidirectional, IEEE 1284-compliant parallel printer cable. (Printers rarely come with cables. See "How to Buy a Printer Cable," under Related eHows, for more information.)

3. Shut down the computer, but leave it plugged into the surge suppressor.

4. Compare the connectors at the opposite ends of the cable.

5. Attach the 25-pin end of the cable to the parallel, or printer, port on the computer. (The plug will go in only one way.)

6. Tighten the hand screws securely.

7. Connect the other end of the cable into the printer's socket.

8. Latch the retaining clips (on most printer ports).

9. Plug the power cord into the printer and into the surge suppressor.

10. Turn on the printer.

11. Install cartridges according to the printer manufacturer's instructions.

12. Turn on the computer.

13. Install printer driver software according to the manufacturer's instructions.

14. Add the printer to the list of printers your computer recognizes (see "How to Add a Printer," under elated eHows). On a Macintosh, just select the new printer in the Chooser.


1.7.2 Checking power supply

To be able to test your computer's power supply, you can follow the instructions below:

1. Turn off your power switch and plug it out from the power supply.

2. Remove the cable from the CPU and start unscrewing the power supply section in order to remove the whole power supply (square metal box) from the CPU.

3. Once done, locate for the main ATX connector and find the green wire.

4. Also locate for the black wire near the green wire and with the use of a paper clip, connect and safely bond the two together with a piece of isolating tape.

5. Put back all the power supply and switch the system on again and ensure that your system ventilation is working.

6. To check whether the connection is correct, the Molex in between the yellow and black wire should display at least 12 volts.

Summary

A computer is a programmable machine that receives input, stores and manipulates data or information, and provides output in a useful format.

The most basic collection of a computer includes a Computer CPU, a Monitor, a Keyboard, and a Mouse.

CPU (Central Processing Unit) is also known as the “brain” of your computer.

Some input devices are keyboard, Mouse, Scanner, barcode reader etc Some output devices are VDU, speaker, printer digital camera etc. There are different types of memory in a computer that are assigned a

task of storing several kinds of data. They are RAM, ROM, Flash memory etc.

Computer hardware refers to the physical parts of a computer and related devices.


The software is the information that the computer uses to get the job done.

Software can be divided into two general classes: systems software and applications software.

Data is a collection of facts, figures and statistics related to an object. The manipulated and processed form of data is called information.

Model Answers

1. What is a computer?

Ans: A computer is a programmable machine that receives input, stores and manipulates data or information, and provides output in a useful format.

2. What are the main components of a computer system?

Ans. The main components of a computer system are as follows

CPU Memory Input Devices Output devices

3. What are application software and system software?

Ans. The term application is a shorter form of application program. An application program is a program designed to perform a specific function directly for the user or, in some cases, for another application program. Applications software (also called end-user programs) includes database programs, word processors, and spreadsheets.

System software is computer software designed to operate the computer hardware and to provide and maintain a platform for running application software.

4. What are hardware and software?

Ans: Computer hardware refers to the physical parts of a computer and related devices.

The software is the information that the computer uses to get the job done. Software needs to be accessed before it can be used

5. Write the steps for checking power supply in computer.

Ans. To be able to test your computer's power supply, you can follow the instructions below:


http://en.wikipedia.org/wiki/Computer_software

http://en.wikipedia.org/wiki/Computer_hardware



1. Turn off your power switch and plug it out from the power supply.

2. Remove the cable from the CPU and start unscrewing the power supply section in order to remove the whole power supply (square metal box) from the CPU.

3. Once done, locate for the main ATX connector and find the green wire.

4. Also locate for the black wire near the green wire and with the use of a paper clip, connect and safely bond the two together with a piece of isolating tape.

5. Put back all the power supply and switch the system on again and ensure that your system ventilation is working.

6. To check whether the connection is correct, the Molex in between the yellow and black wire should display at least 12 volts.

6. What are the different types of system software?

Ans. The most basic types of system software are:

The computer BIOS and device firmware, which provide basic functionality to operate and control the hardware connected to or built into the computer.

The operating system (prominent examples being Microsoft Windows, Mac OS X and Linux), which allows the parts of a computer to work together by performing tasks like transferring data between memory and disks or rendering output onto a display device. It also provides a platform to run high-level system software and application software.

Utility software, which helps to analyze, configure, optimize and maintain the computer.

In some publications, the term system software is also used to designate software development tools (like a compiler, linker or debugger)

7. What are the different components of a computer system?

Ans. Just like the Human body, the computer is made up of different components, all of which are very important for the overall effective functioning of its system. The most basic collection includes a Computer CPU, a Monitor, a Keyboard, and a Mouse.

http://en.wikipedia.org/wiki/BIOS

http://en.wikipedia.org/wiki/Firmware

http://en.wikipedia.org/wiki/Operating_system



http://en.wikipedia.org/wiki/Mac_OS_X

http://en.wikipedia.org/wiki/Linux

http://en.wikipedia.org/wiki/Data_(computing

http://en.wikipedia.org/wiki/Random_access_memory

http://en.wikipedia.org/wiki/Disk_storage

http://en.wikipedia.org/wiki/Display_device


http://en.wikipedia.org/wiki/Utility_software

http://en.wikipedia.org/wiki/Software_development

http://en.wikipedia.org/wiki/Compiler

http://en.wikipedia.org/wiki/Linker_(computing

http://en.wikipedia.org/wiki/Debugger


CHAPTER 2: OPERATING COMPUTER USING GUI BASED OPERATING SYSTEM


Chapter 2: Operating Computer Using GUI Based Operating System

2.0 Introduction An operating system (OS) is an interface between hardware and user, which is responsible for the management and coordination of activities and the sharing of the resources of a computer, that acts as a host for computing applications run on the machine.

Unlike a command line operating system like Unix or MS-DOS, GUI Operating Systems are much easier for end-users to learn and use because commands do not need to be known or memorized. Because of their ease of use, GUI Operating Systems have become the dominant operating system used by end-users today.

Graphical User Interface, the GUI was first developed at Xerox PARC by Alan Kay, Douglas Engelbart, and a group of other researchers. A GUI uses windows, icons, and menus to carry out commands such as opening files, deleting files, moving files, etc. and although many GUI Operating Systems are operated by using a mouse, the keyboard can also be used by using keyboard shortcuts or arrow keys.

2.1 Objectives

Every computer that receives some sort of human input needs a user interface, which allows a person to interact with the computer. While devices like keyboards, mice and touch screens make up the hardware end of this task, the user interface makes up the software for it. The two most common forms of a user interface have historically been the Command-line interface, where computer commands are typed out line-by-line, and the Graphical user interface, where a visual environment (most commonly with windows, buttons, and icons) is present.

2.2 Basics of popular operating system

Today most operating system perform the following important functions:

1. Processor management, that is, assignment of processor to different tasks being performed by the computer system. 2. Memory management, that is, allocation of main memory and other storage areas to the system programmes as well as user programmes and data. 3. Input/output management, that is, co-ordination and assignment of the different output and input device while one or more programmes are being executed. 4. File management, that is, the storage of file of various storage devices to another. It also allows all files to be easily changed and modified through the use of text editors or some other files manipulation routines. 5. Establishment and enforcement of a priority system. That is, it determines and maintains the order in which jobs are to be executed in the computer system. 6. Automatic transition from job to job as directed by special control statements. 7. Interpretation of commands and instructions. 8. Coordination and assignment of compilers, assemblers, utility programs, and other software to the various user of the computer system. 9. Facilities easy communication between the computer system and the computer operator (human). It also establishes data security and integrity.


2.3 The user interface

The two most common forms of a user interface have historically been the Command-line interface, where computer commands are typed out line-by-line, and the Graphical user interface, where a visual environment (most commonly with windows, buttons, and icons) is present.

Status Bar

A status bar is an information area typically found at the bottom of windows in a graphical user interface. A status bar is sometimes divided into sections, each of which shows different information. Its job is primarily to display information about the current state of its window.

2.3.1 Task Bar

In computing, a taskbar is a bar displayed on a full edge of a GUI desktop that is used to launch and monitor running applications. Microsoft incorporated a taskbar in Windows 95 and it has been a defining aspect of Microsoft Windows's graphical user interface ever since. Some desktop environments, such as KDE and GNOME, include a more configurable taskbar. Other operating systems may use different methods for task management or application launching such as a panel or a dock.

The default settings for the taskbar in Microsoft Windows place it at screen bottom and includes from left to right the Start menu button, Quick Launch bar, taskbar buttons, and notification area. The Quick Launch toolbar was added with the Internet Explorer 4 shell update, and is not enabled by default in Windows XP or Windows 7.

Taskbar elements

The Start menu, which is accessed by a button on the taskbar, contains commands that can access programs, documents, and settings.

The Quick Launch bar, introduced with Internet Explorer 4, contains shortcuts to applications. The Quick Launch bar is a list of shortcuts to your favorite programs. You can use the Quick Launch bar to open programs with a single click, without having to go through the Start menu. Microsoft Windows XP displays the Quick Launch bar by default, so it might already be part of your taskbar. Look for the Quick Launch bar directly to the right of your Start button.

If you have disabled your Quick Launch bar, you can display it by right-clicking your taskbar, clicking Toolbars, and then clicking Quick Launch.


Figure-1

Windows XP displays the Quick Launch bar, which by default shows shortcuts for opening Microsoft Internet Explorer and for displaying your desktop. Other programs might add a shortcut to the Quick Launch bar, too. To start a program, just click the shortcut.

The Windows shell places a taskbar button on the taskbar whenever an application creates an unowned window: that is, a window that doesn't have a parent and that is created according to normal Windows user interface guidelines. Typically all Single Document Interface applications have a single taskbar button for each open window, although modal windows may also appear there.

At any given time, you might have several programs, folders, and documents open on your desktop. The short name for "anything that's currently open on your desktop" is task. That is, we can refer to each open item on your desktop -- no matter what that item is, as a "task", short for "task-in-progress". The Windows taskbar, which is roughly centered across the bottom of your screen, as in Figure 1.

Figure-2

When you have lots of program windows open, they pile up on your Windows desktop, just like sheets of paper can pile up on your real desktop. You can use the taskbar to sort of "shuffle things around", so you're in control of what is, and isn't visible at the moment. Here are some things you can do with the taskbar along those lines:

If a program window is buried in the mess, click its taskbar button to instantly bring it to the top of the stack.

You can also click a task's taskbar button to make it invisible (so it's not taking up any space on the desktop), then click that same button again to make it visible again.


You can also close any open task (thereby removing it from the desktop and putting it back in the filing cabinet) by right-clicking its taskbar button and choosing Close.

Collapsible Taskbar Buttons

As you open more and more items on your screen, all of the taskbar buttons need to shrink a bit to make room for the new button. If you open lots of items with the same program, those "many" taskbar buttons might eventually collapse into a single taskbar button that shows a number.

For example, suppose you open a bunch of folders from the Start menu (My Documents, My Music, My Pictures, My Computer). If the taskbar gets too crowded, the taskbar buttons for those folders may collapse into a single button labeled 4 Windows Explorer. The 4 stands for "four open folders". Windows Explorer is the name of the program that lets you navigate around in, and view the contents of, all folders on your computer.

Figure 3

Setting Taskbar Options

Like everything else in Windows XP, you can customize the taskbar to your liking. To do so, right-click the Start button and choose Properties. In the Taskbar and Start Menu Properties dialog box that opens, click on the Taskbar tab. The options shown in Figure below. Your options are summarized below:


Figure 4

Lock the taskbar: If selected, hides all sizing handles on the taskbar so you can't accidentally move or resize it (as discussed below).

Auto-hide the taskbar: If you select this option, the taskbar will be hidden most of the time so as to not take up any space on the screen. To make it visible, move the mouse pointer to the very bottom of your screen.

Keep the taskbar on top of other windows: If selected, makes sure the taskbar is visible at all times, even when large maximized program windows are covering the rest of the screen.

Group similar taskbar buttons: If selected, allows multiple taskbar buttons to collapse into a single button so the buttons don't become too small to see on the taskbar.

Show Quick Launch: If selected, displayed the optional Quick Launch toolbar to the right of the Start button.

You'll find articles on the Quick Launch toolbar and Notification area after you finish this article and click Back to return to the precious page.

o Windows XP introduced taskbar grouping, which can group the taskbar buttons of several windows from the same application into a single button. This button pops up a menu listing all the grouped windows when clicked. This keeps the taskbar from being overcrowded when many windows are open at once.

o Windows Vista introduced window previews which show thumbnail views of the application in real-time. This capability is provided by the Desktop Window Manager.

o Windows 7 introduced jump lists which are menus that provide shortcuts to recently opened documents, or various options which apply to that


specific program, that appear when the user right-clicks on an icon in the taskbar or drags the icon upwards with the mouse left click.

o Windows 7 introduced the ability to pin applications to the taskbar so that buttons for launching them appear when they are not running. Previously, the Quick launch was used to pin applications to the taskbar; however, running programs appeared as a separate button.

o Windows 7 removed several classic taskbar features.

2.3.2 Icons

A graphic symbol that denotes a program or a command or a data file or a concept in a graphical user interface.

Figure 5 There are thousands of icons in windows Oprating system. Some important icons are categorized into six groups and shown in the above figure. File management icons are used for storing and retrieving files and folders within the system. Database management icons are used for accessing different types of databases. Office Icons are used for accessing office application. Internet access icons are used for upload and download files from the internet. Multimedia icons are used for accessing audio and video files. Utility Icons are used for managing the system.


2.3.3 Menu

To diversify the actions that can be performed on a computer, there are six main categories of menus, each of which depends on the person who created the menu:

Stand-Alone Items: The simplest menu item displays a word or a group of words on its line. To use this menu type, you can simply click it. What happens depends on the program. Sometimes, it would appear as if nothing happened, in which case something could have happened behind the scenes. Sometimes nothing at all would happen. Being familiar with the program can give you more information

Disabled Menu Items: If a menu appears gray, this means that the menu is not available at this time. Such a menu is referred to as disabled. Clicking a disabled menu would not do anything, at all. most of the time, such a menu would require a prerequisite action in order to become available or enabled.

Ellipsis Menus: A menu with three periods indicates that an intermediary action is required. To use such a menu, click it. Once clicked, sometimes another window would be displayed.

Check Menus: A menu that appears with a check mark is used as a "witness" of a window object being available or not. This means that, when the check mark is set, the object the menu item refers to is visible. If you click such a menu item, the check mark disappears along with the item it refers to; the menu item is still visible: only its check mark and the item it refers to disappear.

Radio Menus: Some menu items appear in a group of two or more (usually not more than 7). The group is delimited by a horizontal line above the top menu item and another horizontal line below the bottom object. At any time, one of the menu items has a big round dot on its left side. This dot is called a radio button. The item that is currently active has the radio button and the other menu items don't. If you click an item other than the one with the radio button, the dot moves to the item you clicked and the previous item looses the radio button. This type of menu is used when the programmer wants only one item of the group to indicate which item of a category is active.

Arrow Menus: When a menu appears with an arrow, this means that the menu item holds its own list, called a submenu. Again, this design depends on


the person who created the menu and is not subject to any preconceived rule. To access the menu item, simply position the mouse cursor on the menu item that has the arrow. How the submenu appears may depend on the section of the screen from where the menu is being accessed. The operating system decides how to display this submenu based on the available room.

2.3.4 Running an Application

Running an application in GUI based operating system is easy enough. Just double click on the icons of an application. If icon is not available in your desktop then create shortcut in desktop. Otherwise you click on Start Menu then click on Run and type the name of the application in the textbox and press enter.

2.4 Operating System Simple Setting 2.4.1 Changing System Date and Time

Start Windows XP normally. Make sure you are logged in as an administrator or as another user with privileges for changing settings.

Click on the time that is displayed in the task bar. This will bring up the

Date and Time Properties box. You can also right-click on the time by clicking on the "Adjust Date and Time" menu option.

Highlight a portion of the time on the digital clock, beneath the graphic

representation of the time (it looks like a traditional round-faced clock), to highlight it. Make sure you have highlighted the correct portion (hours for hours, minutes for minutes).

Enter the time you wish to change and click "Apply."

Click one of the drop-down menus in the "Date" section of the window. This

will allow you to change the month and the year, either by typing them in or selecting them from the menu.

Click on a particular day of the week to reset the calendar to that day.

Remember to click "Apply" whenever you change a property or multiple

properties. Your changes will not be confirmed until you do.

2.4.2 Changing Display Properties To change the display property right click on the desktop then select properties

a new window will appear having tabs Theme,Desktop,Screen Saver, Appearance, Settings. If you change the theme of the desktop click on the dropdown list box as Shown in figure 6.If you change background scene click on


Desktop tab choose from the list as shown in figure 7 and click on apply. If you want to change the icons on the Desktop click on the Desktop tab and then click on the Customize Desktop Button as shown in figure-8.If you want to change screen Saver click on Screen Saver Tab. Choose screen saver from the drop down list as shown in figure-9.For changing the style of windows and buttons click on the Appearance tab and then click on the dropdown list as shown in figure 10.If you want to change the Screen Resolution click on the tab Settings.

Figure 6


Figure 7


Figure-8


Figure-9

Figure-10

Change Appearance


Figure-11

2.4.3 To add and remove a windows component

Click on Start Menu then Settings and click on Control Panel then double click on Add or Remove Programs. A new window will appear in which there is option for Add/Remove Windows Components as shown in figure 13.Then double click on that and a new window will appear from where you can choose the windows component as shown in figure 14.

Change Screen Resolution


Figure-12

Figure-13

Add or Remove Programs

Add /Remove Windows Component


Figure-14

2.4.4 Changing Mouse Properties

Click on Start Menu then click on the Settings then clicks on the Control Panel then double click on the mouse symbol within the control panel. A new window will appear Where you can change shape of the Pointer, Mouse Buttons configuration, Pointer Options, etc.

Figure-15


2.4.5 To Add or Removing printers

To print, you need to connect a printer directly to your computer (when it is connected in this way, it's referred to as a local printer), or create a connection to a network or shared printer.

To Add a Local Printer

First, connect the printer to your computer following the manufacturer's instructions. Windows will attempt to automatically install the printer. If Windows can't automatically install it, or if you've previously removed the printer and want to add it again, follow these steps:

1. Open Printers by clicking the Start button, clicking Control Panel, clicking Printers.

2. Click Add a printer. 3. In the Add Printer Wizard, select Add a local printer. 4. On the Choose a printer port page, make sure that the Use an existing port

option button and the recommended printer port are selected, and then click Next.

5. On the Install the printer driver page, select the printer manufacturer and model, and then click Next.

Remove a printer

1. Open Printers by clicking the Start button, clicking Control Panel, and then clicking Printers.

2. Right-click the printer that you want to remove, and then click Delete.

If you can't delete the printer, right-click it again, click Run as administrator, and then click Delete. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

2.5 File and Directory Management

2.5.1 Creating and renaming of files and directories

A file object provides a representation of a resource that can be managed by the I/O system. Like other objects, they enable sharing of the resource, they have names, they are protected by object-based security, and they support synchronization. The I/O system also enables reading from or writing to the resource.

A directory is a hierarchical collection of directories and files. The only constraint on the number of files that can be contained in a single directory is the physical size of the disk on which the directory is located.


Creating a new file or folders

As mentioned there are numerous ways to create a new folder in Win XP, we will look at only one method here. Open Windows Explorer, navigate to the drive or folder in which you want to create your new folder. For our example we are going to create a new folder in our unzipped folder. The steps are:

1. Right click anywhere in the white space and hover the mouse over new

2. Then click on folder from the sub-menu that appears as shown in fig below.

3. You will then be prompted to name the folder, simply type in the name and then press the enter (return) key. Try and be as descriptive as you can when naming folders, and avoid using any punctuation symbols in the names.

The same procedure may follow for creating file.

Figure 16

Renaming Files and folders

1. Right click on the folder or file which you want to rename

2. Then click on the sub-menu Rename

3. Then change the previous name of the file or folder


Figure 17

2.6 Common Utilities

Utility software is a kind of system software designed to help analyze, configure, optimize and maintain the computer. A single piece of utility software is usually called a utility or tool.

Disk storage or disc storage is a general category of storage mechanisms, in which data are digitally recorded by various electronic, magnetic, optical, or mechanical methods on a surface layer deposited of one or more planar, round and rotating platters.

Disk defragmenters can detect computer files whose contents are broken across several locations on the hard disk, and move the fragments to one location to increase efficiency.

Backup utilities can make a copy of all information stored on a disk, and restore either the entire disk (e.g. in an event of disk failure) or selected files (e.g. in an event of accidental deletion).

Archive utilities output a stream or a single file when provided with a directory or a set of files. Archive utilities, unlike archive suites, usually do not include compression or encryption capabilities. Some archive utilities may even have a separate un-archive utility for the reverse operation.

Disk compression utilities can transparently compress/uncompress the contents of a disk, increasing the capacity of the disk.


Summary

An operating system (OS) is a bridge between User and Hardware. An operating system manages processor, hardware, software as well as input and output devices. There are two types of user interfaces Command Line Interface and Graphical User Interface. A status bar is an information area typically found at the bottom of windows in a graphical user interface. A taskbar is a bar displayed on a full edge of a GUI desktop that is used to launch and monitor running applications. A taskbar button places on the taskbar whenever an application creates an unowned window: that is, a window that doesn't have a parent. As you open more and more items on your screen, all of the taskbar buttons need to shrink a bit to make room for the new button. A icon is a graphic symbol that denotes a program or a command or a data file or a concept in a graphical user interface. Menus are used in the GUI Operating System instead of commands. Running an application by double clicking on the Icon. Change the system date and time from the control panel as specified in 2.4.1.Change the display property as specified in 2.4.2.Add and Remove windows component as specified in section 2.4.3.Changing Mouse Properties as specified in section 2.4.4.Add and remove printer as specified in section 2.4.5.File and Directory management is specified in 2.5.Common utilities are specified in 2.6.

Model Question and Answer

1. What is operating system?

An operating system (OS) is an interface between hardware and user, which is responsible for the management and coordination of activities and the sharing of the resources of a computer.

2. What is the Basic Function of Operating System?

1. Process management 2. Memory Management 3. File management 4. Input & Output Device Management etc.

3. Why GUI is more popular than Command-line interface? GUI is more popular than Command-line interface because in GUI there is no need to remember the command syntax. Just click on the menu and submenu which replace the Command in GUI. 4. What is the function of status bar?

Its job is primarily to display information about the current state of its window.

5. Where the task bar is located in the window and what its function is?

A taskbar is a bar displayed on a full edge of a GUI desktop that is used to launch and monitor running applications.


6. How to change the Screen Saver?

Right click on the desktop and choose properties then click on the Screen Saver tab and choose screen saver from the drop down list.

7. How to change the Screen Resolution? Right click on the desktop and choose properties then click on the Setting tab and choose screen resolution.

8. How to set Date and Time?

Click on start menu then click on setting and then on control panel .Within the control panel click on date and time icon.

9. How to rename a file or folder?

Right click on the name of the file and folder a pop up menu appear then select Rename and type the new name.

10. What is defragmentation?

Disk defragmenters can detect computer files whose contents are broken across several locations on the hard disk, and move the fragments to one location to increase efficiency.


CHAPTER 3: UNDERSTANDING WORD PROCESSING


Chapter 3: Understanding Word Processing

3.0 Introduction

This Word tutorial is just what you need to get up to speed using Word 2003 to create professional looking documents. Whether you're creating a simple memo or note or a complex and complicated multi column business document, Word is a powerful tool that will help get the job done.

Guides and Tutorials help you create expert Word documents in minutes to impress your family, friends, students, and co-workers. With Word 2003, we will show you how to create and edit professional looking documents. These helpful pages will teach you how to put use the basic features of Microsoft Word 2003.

3.1 Objectives

Learning Objectives:

Start Word

Set screen for good working conditions

Understand the parts of the screen

Create a document

Format the document

Save the document

Print the document

3.2 Word Processing Basics

3.2.1 Opening Word Processing Package

There are mainly two ways of opening a Microsoft Word Package

1. On the PC, select Start, Programs, and Microsoft Word from the Start list.

2. Double-click on the icon of any Word document. Word documents can be anywhere. Word opens with the selected document already loaded.

Start Button

Microsoft Office Package

Microsoft Office Word 2003


Components of the Word Window

Besides the usual PC window components (close box, title bar, scroll bars, etc.), a

Word window has other elements, as shown in the following figure.

3.2.2 Menu Bar

There are 9 menus available in a menu Microsoft Word document.


File menu

New - Opens a new document. If you use the keyboard combination indicated on the right a blank document opens immediately. Selecting the New menu item with your cursor gives the opportunity to open a large number of types of documents.

Open - Opens a previously saved document.

Close - Closes the active document but does not quit the application.

Save - Saves the active document with its current file name, location and format.

Save As - Saves by opening a window which gives the opportunity to change the file name, location or format.

Page Setup - Sets margins, paper size, orientation and other layout options.

Print Preview - Shows how the file will look when you print it.

Print - Prints the active file, also gives the opportunity to change print options

Exit - Closes Microsoft Word.

Edit menu

Undo - The actual entry of this item will depend on what you did last. In my example I had cut text, so that was displayed. This selection can be repeated several times.

Repeat - After an action has been undone, it can be reinstated in the document.

Cut - Removes the selection from the active document and places it on the clipboard.

Copy - Copies the selection to the clipboard

Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected.

Clear - Deletes the selected object or text, but does not place it on the clipboard.

Select All - Selects all text and graphics in the active window.

Find - Searches for specified text in the active document

Replace - Searches for and replaces specified text and formatting.


View menu

Normal - The default document view for most word processing tasks.

Page Layout - An editing view that displays your document as it will look when printed. This view takes more system memory and scrolling may be slow.

Toolbars - Displays or hides toolbars. The right pointing arrow indicates a list of toolbars. To add one slide down to the name of the toolbar and click to select.

Ruler - Displays or hides horizontal and vertical rulers at the top and left side of the document.

Header and Footer - Adds or changes the text that is displayed at the top or bottom of every page of the document

Full Screen - Hides most screen elements so you can see more of your document

Zoom - Controls how large, or small, the current document appears on the screen.

Insert menu

Page Break - Use this command to send your cursor to the top of the next page even though the text does not extend to the bottom of the previous page

Date and Time - Choose from seventeen formats for displaying date, time, or date and time.

Auto Text - Insert any of several pre-set text lines, or create your own.

Symbol - Insert a symbol from each of your symbol fonts, or any standard font which includes symbols. There are more than you might think!

Footnote - Place a footnote at the bottom of the page or the end of the document.

Picture - Insert pictures from clip art or a file. You can also insert auto shapes, word art, or a chart.

Text Box (Frame) - Use this to place captions near tables or drawings, or to set off text at the beginning of a page. Click and draw the box after making this selection.

File - Insert a saved document into the active document at the cursor.

Object - Insert an object such as clip art, word art, an equation or much more.


Hyperlink - An interesting use of hyperlinks is to place a link to any document stored on your computer. You can later open that document by clicking on the link. Neat?

Format menu

Font - Change font style, size, color and a large number of other features. You can also change the spacing between letters here.

Paragraph - Indent a paragraph using either margin or place some chosen amount of space before or after the paragraph.

Bullets and Numbering - As promised in the Insert menu, if you wish to change the bullet, it can be done here. Your bullets can be literally any symbol you wish them to be

Border - Create borders around blocks of text, or around the entire document. On the Page Border tab, under the Art pull down menu you can find a huge selection of graphic borders; hearts, stars, planets and much more.

Drop Cap - Make the first letter of a paragraph or chapter large enough to span several lines.

Style - If you prefer not to use the Formatting toolbar, document style can be changed here.

Background - Another task which can be handled in the Formatting toolbar, you can choose the color to highlight selected text in your document.

Change Case - DO YOU EVER FORGET THE CAPS LOCK? If so, some to this sub-menu and change the case of the highlighted text. This is a cool feature!

Bold, Italic, Underline - Format selected text; Bold, Italic, or Underlined.

Object - Make changes to any selected object; image, word art, auto shape or any other object inserted into the document.


Tools menu

Spelling and Grammar - Choose either sub-menu and the same window opens. Questioned spelling is in red, grammar in green.

Language/Thesaurus - Have you used the word "like" too many times? Highlight the word, select Thesaurus and get suggestions like similar and analogous.

Word Count - Need to know how many words are in your document? Select Word Count and find out how many pages, words, characters, paragraphs, and lines.

Auto Summarize - Exactly what it sounds like, Word summarizes the document, reducing the length of the document, keeping the meaning.

Auto Correct - Word will automatically correct some things. If this feature is irritating to you, come here to change what is corrected.

Customize- Opens the same window that you get by going to the View menu and selecting Toolbar/Customize.

Options - Modify Word settings here. Modify print, editing, spelling and other options from this sub-menu.

Window menu

New Window - This opens another window with a copy of the active document.

Arrange All - Displays all open files in the window. This makes dragging and dropping from one document to another much easier.

Split - Splits the active window into panes.

Open Document List - There is no need to drag windows to the side so you can see other documents open in Word. Come to the bottom of this window for a listing of all open documents. The active document has a check mark beside it.


Help menu

Microsoft Word Help - Open Word's Assistant and get a search box to type in. Word displays possible matches for you to read about.

Contents and Index - See an index of all topics available in Word's Help documentation.

Microsoft on the Web - That's right! It is exactly what it sounds like. Select a link and a Microsoft help page is opened in your browser. If you are not online, Word will make the connection and then display the page.

About Microsoft Word - Not sure which version of Word you working with. Check here for version information and for the produce ID number.

3.2.3 Using The Help

If you need help while you work, you can use the following resources:

Type a question for help box

To quickly access Help, use the Type a question for help box on the menu bar. You can type questions in this box to quickly find the answers you need. For example, type how do I create a smart tag to learn about smart tags. The content returned is shown in order of relevance where the most likely answer to your question appears first.

3.2.4 Using the Icons Below the Menu Bar

This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.

Function of commonly used buttons

Creates a new blank document based on the default template

Opens or finds a file

Saves the active file with its current file name, location and file format

Prints the active file - for more print options go to the File menu and select Print


Print preview - Shows how the document will look when you print it.

Spelling, grammar and writing style checker

Cut - Removes the selection from the document and places it on the clipboard

Copy - Copies the selected item(s) to the clipboard

Paste - Places the content of the clipboard at the insertion point

Format painter - Copies the format from a selected object or text and applies to other objects or text

Undo - Reverses the last command, use pull-down menu to undo several steps

Redo - Reverses the action of the Undo button, use the pull-down menu to redo several steps

Displays the Tables and Borders toolbar

Insert a table into the document, or make a table of selected text

Insert an Excel spreadsheet into the Word document

Columns - Changes the number of columns in a document

Displays or hides the Drawing toolbar

Zoom - Enlarge or reduce the display of the active document

3.3 Opening and Closing Documents

3.3.1 Opening Word Documents

1. In your Microsoft Office program, click File, and then click Open. 2. In the Look in list, click the drive, folder, or Internet location that contains the

file you want to open. 3. In the folder list, locate and open the folder that contains the file. 4. Click the file, and then click Open.

3.3.2 Save and Save as

When you create a brand new document and

1. click on File on the menu and then 2. Save ,

You will be presented with the "Save As" dialog box because Word wants to know two things, Where do you want to save it? And, what do you want to name it? In a typical Save, you'll usually just answer the second question; that's the file name. If you want to save the file to, say, an external drive, you'll change the answer to the first question.


3. Click the Save button and you're done.

If, in fact, you DO want to either put a copy in a new location, or create a new copy with a new name, you must go to the

1. File menu and choose 2. Save As.

That will then display the Save dialog box, which you need to change the file name or location information. Windows will not allow you to have two files with the exact same name in the same folder, so when you save a file to a location where that file already exists, Windows will replace the existing file with your new one. So, if you do not want to overwrite the existing file, but instead want to create another copy with a different name or in a different location or as a different file type, you must go to the File menu and choose Save As. When you choose File then Save As, you can use the dropdown box at the top of the Save As dialog box, which says Save In, to select the location where you want to put your new copy. You can also change the name of your new copy in the File name box and save it either in a new location or in the same location as the original (because this new copy now has a different name).

Page Setup

Using page setup

1. Open the Page Setup menu. Scroll to the “File” tab and then click on “Page Setup.”

2. Set the margins. Under the "Margins" tab you can specify the width of all of your margins by entering in the desired width (in inches) into the corresponding field. You can set the width of the left, right, bottom, top and gutter margins.

3. Set the orientation. Under the “Orientation” field you can determine if your page prints vertically as a portrait or horizontally as a landscape by clicking the desired radial button.

4. Set up how the pages print. Under the “Pages” field you can select how you wish the pages to print by selecting the desired option from the drop-down menu to the right.

5. Choose your paper selection. Under the “Paper” tab you can specify the paper size and width by making the desired selections under the “Paper Size” field. Use the drop-down menus and up and down arrows to modify the paper size and format. Under the “Paper Source” field you can set what printer paper tray to use for the document when printing.

6. Choose your layout. In of the "Layout" tab you can specify where sections start by selecting an option from the “Sections” field drop-down menu.

7. Set the header and footer attributes. Under the “Header and Footer” field you can select that headers and footers print on every page, or on every other odd or even page, by choosing the desired options from the drop-down menu to the right. You can also set the distance that headers and footers print from the edge of the paper by entering in the desired width (in inches) under the “From Edge” field menu inside of the “Header and Footer” field box.


8. Set the page's vertical alignment. You can determine the vertical alignment of the page underneath the “Page” field, by choosing the desired alignment from the drop-down menu inside of the field box.

9. Save the changes. Click on the “Okay” button to save all of the page setup changes that you just made.

Print Preview

As it's name suggests, Print Preview lets you to see what a document would look like if it were printed out. This allows you to make changes and revisions to your document, if you don't like the way it looks.

To bring up Print Preview, do the following:

1. Click File from the menu bar 2. From the drop down list, click Print Preview 3. You are taken out of your Print Layout view 4. You can now examine what your document will look like when it is printed out

When you're in Print Preview, the toolbar will change. It will look like this:

Zoom

If things look too small in Print Preview, there are two way to zoom in closer. You can click the magnifier, which is the second of the two icons. Then click the page you want to zoom in on with your left mouse button. To zoom out again, click your right hand mouse button.

The second method is to click the black down-pointing arrow, just to the right of 25%. You'll get a drop down list of values. Click one with your left mouse button:


View Multiple Pages

Another handy icon on the Print Preview toolbar is the Multiple Pages icon, the fourth one along. Click on the icon with your left mouse button to get the following:

There are six Multiple Page options to choose from. Click the second one to view two pages at a time. "1 x 2 Pages" means one row, with 2 pages in the row.

But zoom in on your new Header and see what it looks like close up. When you have finished viewing your work, click the "Close" button on your Print Preview toolbar. You will be taken back to your Print Layout view.

Having seen what your Header looks like, we can now move on to inserting some page numbers. We'll insert the page numbers into the Footer area of the Page.

Printing of Documents

You can print the active document by clicking Print on the Standard toolbar.

The following are some additional ways to preview or print a document.

Display each page as it will look when printed

Preview a document

Click Print Preview on the Standard toolbar. To exit print preview and return to the previous view of the document, click

Close.

Print all or part of a single document

Print a range of pages

1. On the File menu, click Print. 2. Under Page range, specify the portion of the document you want to print.

If you click Pages, you must also enter the page numbers or page ranges you want to include, or both.

Note: You can also select the portion of the document you want to print. Click Print on the File menu, and then click Selection.


Print only odd or even pages

1. On the File menu, click Print. 2. In the Print box, click either Odd pages or Even pages.

Print specific pages and sections

You can print specific pages, one or more sections, or a range of pages in more than one section.

1. On the File menu, click Print. 2. Under Page range, click Pages. 3. In the Pages box, type instructions to print one of the following:

Noncontiguous pages

Type the page numbers with commas between them. Type the range of pages with a hyphen between the starting and ending numbers in the range.

For example, to print pages 2, 4, 5, 6, and 8, type 2, 4-6, 8

3.4.1 Document Creation

The first thing to do is create a new document. As you've already seen, Word opens with a blank document already displayed, ready for editing. At this point, you have several choices:

You can start working in the blank document that's already open, entering text and other elements. When you're ready, you can save the file as either a Word document or a Web page. (See the "Saving Your Documents" section, later in this chapter.)

You can start with one of Word's built-in templates, which may already contain some of the text and much of the formatting you need.

Any time you want to create a new blank document, the quickest ways to do it are to click the New button on the Standard toolbar or to use the keyboard shortcut Ctrl+N.

These commands create a blank document based on Word's default Normal template. If you use File, New instead, you can choose to create a document based on a different template.

3.4.2 Editing Text Editing documents in Word is just as simple as entering text in a blank document. By clicking within the body of the document, you can add text. By default, Overwriting is turned off, which means text to the right of the insertion point will be moved to the right. It is important to note, however, that if you highlight part of your document and then start typing, the highlighted portion will be deleted and the new text will appear in its place; it doesn’t matter whether you have hard returns, images, tables, or text highlighted, the results will be the same. In the event you accidentally delete part of your document, you can use the Undo feature (ctrl+z) to undo up to 100 changes you have made to your document.


If you want to delete portions of your document, you can simply highlight the portion you would like to delete and press the delete key; unless you’ve changed Word options, Word will automatically correct the spacing at the point of the deletion. To delete individual elements of your document, you have two options: The delete key will delete objects to the right of the insertion point, while the backspace key will delete objects to the left of the insertion point.

3.4.3 Text Selection

There are many quick shortcuts provided in MS-Word which helps you select text in your word document. - General Selection Click on the start of selection holds down the left mouse button

while dragging the cursor over the text.

- Single Word Double-click on the word

- Line Move the cursor to the left, it will change to a right-pointing arrow, and then click your mouse.

- Sentence Hold down CTRL button, and then click on the sentence.

- Paragraph Triple-click on the paragraph.

- Block of Text Click on the start of selection, scroll the page, and hold down SHIFT

button while click on the end of your selection.

- Vertical block of text Hold down ALT button while drag the cursor over the text

- Whole Document Move the cursor to the left, it will change to a right-pointing arrow, and then triple-click your mouse.

3.4.4 Cut, Copy and Paste

Cutting text

There are a number of ways to cut text, and you'll learn three techniques in this part: using the menu, using the right click menus, and using the keyboard.

We're now going to chop out the unnecessary bits from the letter you downloaded above. The first thing to cut out is the double use of "Dear" in the first line. To cut text, use one of the following techniques:


Technique 1 - Menu Cutting

Highlight the text you want to cut.

From the menu bar, click Edit > Cut

Your highlighted text has gone.

Technique 2 - Right Click Cutting

Highlight the text you want to cut:

Click on the highlighted text with the right mouse button to get the pop up menu

Choose "Delete Repeated Word", by clicking it with the left mouse button

Technique 3 - Keyboard Cutting

1. Highlight the word or words you want to cut 2. Hold down the Ctrl key on your keyboard 3. Keep the Ctrl key held down 4. Press the letter “X” on your keyboard 5. Your highlighted text is cut from your document

And that's all there is to cutting text. Keyboard cutting is often the quickest way, as it means your fingers don't have to leave the keys when you're typing.

Copying Text

If you want to copy text or other objects in Microsoft Word, you can highlight the text or object and use the shortcut menu to copy the it onto the clipboard. You can then move or paste the subject into a different location or document.

Instructions

1. Start Microsoft Word. Open an existing file or start a new blank document from which you want to copy highlighted text.

2. Click right before the first letter of the first word you want to copy. 3. Hold down your left mouse button and drag your mouse to cover the entire selection

of text that you want to copy. A highlight will cover the words that you select. 4. Release the mouse button when you finish highlighting. 5. Right-click anywhere on top of the selected text to bring up the shortcut menu. 6. Choose "Copy" from the menu to copy the highlighted text onto your clipboard. 7. Paste the copied text from your clipboard to another section of this document or

another Word document.

Tips

The keyboard shortcut of CTRL+C will also copy highlighted text onto the clipboard. Use the menus to copy text by first highlighting the text, then choosing the "Edit"

menu and clicking on "Copy."

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To copy highlighted text, you also can press down the CTRL key after you have highlighted the selected text, drag the copied

Pasting Text

In all versions of Microsoft Word, you can paste copied text using ctrl-v or Edit > Paste. You get more control if you choose Edit > Paste Special.

In Word 2003, you get yet another option. In Tools > Options > Edit you can tick Show Paste Options buttons to give you even more control.

If you tick that option, when you paste (using ctrl-v or Edit > Paste), you see a little clipboard thingy, which contains a drop down menu.

3.4.5 Spell Check

You can use the spell-check feature in Microsoft Word to check spelling and grammar in your documents. You can spell check any selection (even just one word) or the whole document.

Instructions

1. Select the text you want to spell check, or place the cursor anywhere in the text to spell check the entire document.

2. Go to the Tools menu. 3. Select Spelling and Grammar. The Spelling and Grammar window opens, and Word

begins spell checking. 4. View any flagged words or phrases in the upper-left window. Just above this window,

you will see the reason Word has flagged this text. 5. Check the Suggestions window in the lower-left corner of the Spelling and Grammar

window for correction suggestions. 6. Click the Change button to make the suggested correction. 7. Click Change All if you want all instances of this error corrected within the text that

you are spell checking. 8. Enter your own change if you disagree with the suggested correction (or if there is no

suggestion) by placing your cursor in the flagged text window and correcting the text as you would in any Word document.

9. Click the Change button to implement your correction. 10. Click Ignore if no correction is needed; click Ignore All to skip all further occurrences

of this "misspelling."

Tips

Click the Check Grammar checkbox in the lower-left corner of the Spelling and Grammar window to have Word check both grammar and spelling at the same time.

Click Options in the Spelling and Grammar window to make the spelling and grammar check more precise.

Ignore All is useful for proper names or other terms the Word dictionary doesn't know


3.4.6 Thesaurus

The Microsoft Word Thesaurus makes it possible to look up synonyms and antonyms to words as you type with a few clicks of your mouse. Once you learn to use the thesaurus, you'll be able to automatically replace words as you type to improve your writing.

Instructions

1. Open Microsoft Word and begin typing your document. When a word comes up you would like to use the thesaurus for, select it.

2. Choose "Language" from the "Tools" menu and then "Thesaurus." You can also press Shift and the F7 key simultaneously to activate the thesaurus. The thesaurus window pops up.

3. Find the list of word meanings on the left side of the window. These are the possible meanings of the word you selected. Select the meaning that most closely fits how you intended to use the word. For additional help in selecting a meaning, Microsoft Word will put the part of speech of the word in parenthesis. When you have selected your meaning, hit the "Look Up" button.

4. Look on the right side of the window for a list of synonyms generated by the thesaurus. Depending on the word, the thesaurus may also list a few antonyms. These will be displayed with ("Antonym") behind the word.

5. Pick the synonym you'd like to use and hit the "Replace" button. The synonym replaces the original word in your document. If you're unhappy with your list of words, pick the one you like best and hit "Look Up" again. The Microsoft Word thesaurus will then generate synonyms of the synonym.

Tips

Use the thesaurus by right-clicking on any word in a Microsoft Word document and choosing "Synonyms." A list of potential replacements is listed as well as the option to open up the thesaurus window.

Look up additional words in the thesaurus window at any time by typing the word into the text box in the upper right hand corner

3.5 Formatting the Text 3.5.1 Font and Size selection

In Microsoft Word a user can change the properties of any text. For example, changing the text's font, size, color, or making it bold, italic and/or underlining it. Below is a graphic illustration of the Microsoft Format bar and a description of each of the options on the toolbar. If you do not see a bar similar to the below example, click View, Toolbars, and make sure Formatting has a check next to it.


Changing font type

To change the font of text within a Microsoft Word document, follow the below steps.

1. Highlight the text you wish to change the font type of. 2. Click the down arrow next to the font on the format bar. Often, the default font is

Times New Roman, as shown in the above example. If you simply want to change the font to bold, italic, or underlined, click on the B, I, or U on the format bar.

3. After clicking the down arrow for the font, you should be able to select from each of the installed fonts on your computer. Click the font you wish to use and the highlighted text will change.

4. If you do not have any text to highlight or wish to type text in a different font, move the cursor to the location of where you want to new text, click the down arrow on the font option on the formatting toolbar and select the font you wish to use.

Changing font size

To change the font size of text within Microsoft Word, follow the below steps.

1. Highlight the text you wish to change the size of. 2. Click the down arrow next to the size on the format bar. Often, the default size is

12, as shown in the above example. 3. After clicking the down arrow for the font, you should have a selection of different

sizes to select from. Some fonts may not scale properly so some fonts may only have a few size options and sometimes may only have one.

4. If you do not have any text to highlight or wish to type text in a different size, move the cursor to the location of where you want to new text, click the down arrow on the size option on the formatting toolbar and select the size you wish to use.

3.5.2 Alignment of Text

Alignment

Microsoft Word gives you a choice of several types of alignment. Left-justified text is aligned on the left side. It is the default setting.

Example -- Left-Justified

Sample Paragraph

This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides. Right-justified text is aligned on the right side.

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Example -- Right-Justified

Sample Paragraph

This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is

centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides.

Centered text is centered between the left and right margins.

Example -- Centered

Sample Paragraph

This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is

centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides.

Justified text is flush on both sides.

Example -- Justified

Sample Paragraph

This is a sample paragraph. It is used to illustrate alignment. Left-justified text is aligned on the left. Right-justified text is aligned with on the right. Centered text is centered between the left and right margins. You can use Center to center your titles. Justified text is flush on both sides.

The following exercises demonstrate how to justify text.

How to change alignment of text

Instructions

1. Select the text you want to realign. 2. Go to the Formatting toolbar. 3. Locate the four alignment buttons: Align Left, Center, Align Right, Justify.(These

buttons are to the right of the text attribute buttons: Bold, Italic, Underline.) 4. Click a button to change the text alignment.

3.5.3 Paragraph Indenting

Indentation determines the distance of the paragraph from either the left or the right margin. Within the margins, you can increase or decrease the indentation of a paragraph or group of paragraphs. You can also create a negative indent (also known as an out dent), which pulls the paragraph out toward the left margin. You can also create a hanging indent, in which the first line of the paragraph is not indented, but subsequent lines are.

Working with Indents

Rather than tabbing in the first line or every line of a paragraph, you can create an indent, which is the amount of space between the text and the page margin. You can adjust the indent for an individual paragraph, the indent for a group of paragraphs, or


the margins for the entire document. If you are setting margins for the entire document, refer to Adjusting Document Margins.

Word offers three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the page margin and all the lines in a paragraph. A first line indent inserts space between the first line and the page margin so it looks like you used a tab. A hanging indent uses a normal indent for the first line and then moves subsequent lines farther to the right.

Paragraph indents can be set using the Paragraph dialog box or the Ruler.

Working with Indents: Dialog Box Option

1. Place the insertion point in the desired paragraph HINT: If you are adjusting more than one paragraph, select all desired paragraphs.

2. From the Format menu, select Paragraph… The Paragraph dialog box appears.

3. Select the Indents and Spacing tab 4. In the Indentation section, in the Left and Right text boxes, type the desired amount

of indenting (in inches)

5. To select a different indent for the first line, from the Special pull-down list, select First line or Hanging

6. If you selected a first line or hanging indent, in the By text box, type the desired amount of indenting (in inches)

7. Click OK

Working with Indents: Ruler Option

Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler. Shown here is a graphic of the Ruler.

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To set the indent:

1. Place the insertion point in the desired paragraph HINT: If you are adjusting more than one paragraph, select all desired paragraphs.

2. Click and drag the appropriate indent button to the desired location on the Ruler

3.5.4 Bullets and Numbering Bullets are used to set-off and emphasize sections of text and are symbols such as dots or diamonds.

The numbering feature also acts like the bullets only that it use the number instead of symbol to represent.

Why bullet and numbering is so critical to your document?

Break the long sentence into points form. Enhance readability and credibility. Grab attention and highlight important points.

Then, here I let you know how to apply bullet or numbering in Microsoft Word. To apply default bullet formatting to a list

Select the list you wish to apply number of bullet formatting to. Click on the Bullets icon on the Formatting toolbar.

Type of Indent Appearance of Ruler Appearance of Text

Normal Indent

A Normal Indent looks like this

Hanging Indent

A Hanging Indent looks like this

First Line Indent

A First Line Indent looks like this


To apply alternate bullet formatting to a list

Select the text you want to add bullets to. From the Format menu, click Bullets and Numbering. From the Bullets and Numbering dialog box displayed, the Bulleted tab should be

displayed, if not, select it.

A list of different bulleted styles will appear, select a style that you like. Click on the OK button or press Enter.

To remove bullet formatting from a list

Select the list to which the bullet formatting has been applied. Click on the Bullets icon on the Formatting toolbar.

To add numbering to a list

Select the text you wish to re-format as a numbered list. Click on the Numbering icon on the Formatting toolbar.

To add alternative numbering styles to a list

Select the text you wish to re-format as a numbered list. From the Format menu, click Bullets and Numbering. From the Bullets and Numbering dialog box displayed, click on the Numbered tab. A list of different numbered styles displayed, select the numbering format that you

require. Click on the OK button or press Enter.


To remove numbering from a list Select the list to which the bullet formatting has been applied. Click on the Numbering icon on the Formatting toolbar.

3.5.5 Changing Case

Text can be typed in lowercase or small letters, uppercase or capital letters, or a mix of the two cases. Have you found yourself wishing you could change the capitalization of a section of text without having to retype the whole thing? You can, when you use the Format | Change Case Command.

Proper nouns should be capitalized. The first word of sentences should be capitalized. Titles should be capitalized. What if you forget? What if you capitalize where you normally would not? You can change the case of all the text at once with a single command -- a great timesaver!

To do so:

1. Highlight the text you want to change.

2. Choose Format | Change Case. This opens the dialog box that gives you the choice between Sentence case, lower case, UPPER CASE, Title Case, and tOGGLE cASE.

Next, choose the type of formatting you want to use from the below choices and click OK.

Sentence case: capitalizes the first letter of the first word and puts the rest in lowercase.

Lower case: changes everything to lowercase, with nothing capitalized.

Title case: capitalizes the first letter of every word. Toggle case changes capital letters to lowercase and vice versa. (You don't use this choice much anymore because if you make a mistake such at typing tOGGLE, using the Shift key while Caps lock is on, Word automatically corrects it and turns off the Caps lock.) Alternatively, press the Shift+F3 shortcut key repeatedly to cycle through three formats: UPPER CASE, lowercase and Title Case.

Capitalization is under your control, even for large amounts of text.

When you use Title Case, you'll most likely have to go back and make a few corrections. In titles, small words (such as: articles, coordinate conjunctions, and prepositions, such as "the," "and," "in," "on," "for," etc.) should not be capitalized unless they are the first word in the title.


3.6 Table Manipulation

3.6.1 Draw Table

To draw your own table from scratch, go to the menu bar and select

Table >> Draw Table.

Once this option is selected, the "Tables and Borders" toolbar will pop up (we will cover this toolbar more in-depth in a little bit).

Click on the first icon on this toolbar, the "Draw Table" tool (looks like a pencil drawing a line), to begin drawing a table. Then, navigate to the location in your document where you want to draw your table. Using the "Draw Table" tool, click and drag to form the outside border of the table, determining its width. When you are finished, let go of the mouse button so that the outside border of the table can be rendered.


You can draw rows and columns by using the "Draw Table" tool to draw vertical lines to create columns, and horizontal lines to form rows. Continue to draw your table as you see fit.

Now that you have the initial table inserted into your Word document (either by using the "Insert Table" or "Draw Table" method), you can begin to modify your table as needed.

3.6.2 Changing cell width and height

In your table, click in the column whose width you want to change. Click the "Cell height and width" button you just created, and it will pop up a dialog box to let you change the column width. Specify the column width you want and click OK. You can do so by clicking and dragging the borders of rows or columns. Drag the borders until you create the desired amount of space between rows or columns.

By default, Microsoft Word aligns text in a table (table: One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.) to the upper left of a cell (cell: A box formed by the intersection of a row and column in a worksheet or a table, in which you enter information.). You can change the alignment of text in a cell — both the vertical alignment (top, center, or bottom) and the horizontal alignment (left, center, or right).

3.6.3 Click the cell that contains text you want to align.

On the Tables and Borders toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), select the option for the horizontal and vertical alignment you want — for example,

Align Bottom Center or Align Top Right .

3.6.4 Delete/Insertion of row and column

To insert a cell, row, or column to a table

1. On the Table menu, point to Insert, and then click an option.

Tips

To quickly add a row at the end of a table, click the last cell of the last row, and then press the TAB or ENTER key.

To add a column to the right of the last column in a table, click in the last column. On the Table menu, point to Insert, and then click Columns to the Right.

You can also use the Draw Table tool to draw the row or column where you want.


Delete a cell, row, or column from a table

1. Select the cells, rows, or columns you want to delete. 2. On the Table menu, point to Delete, and then click Columns, Rows, or Cells.

3.6.5 Border and shading

Applying borders and shading are two ways that you can enhance the appearance of your tables. Using shading for individual cells can help emphasize the information contained in it or differentiate headings from content.

Adding Borders and Shading: Toolbar Option Adding Borders and Shading: Dialog Box Option

Adding Borders and Shading: Toolbar Option

In order to use the toolbar option, the Tables and Borders toolbar must be displayed.

To display the Tables and Borders toolbar:

1. From the View menu, select Toolbars » Tables and Borders The Tables and Borders toolbar appears.

Adding Borders: Drawing Option

1. Access the Tables and Borders toolbar 2. On the Tables and Borders toolbar, from the Line Style pull-down list, select the

desired line style Your pointer turns into a pencil.

3. From the Line Weight pull-down list, select the desired line weight

4. Click the on BORDER COLOR » select the desired border color 5. In your table, click individual cell borders or drag along borders to apply the new

style. The border is applied to your table.

6. To turn off the drawing pencil, double click the table

Adding Borders: Button Option

1. Click within or select the cells to which you want to apply the border

http://www.uwec.edu/help/Word03/tb-enhnc.htm


2. On the Tables and Borders toolbar, from the Line Style pull-down list, select the desired line style Your insertion point turns into a pencil.

3. From the Line Weight pull-down list, select the desired line weight

4. Click the on BORDER COLOR » select the desired border color

5. Click the on OUTSIDE BORDER » select the desired border placement The border is applied to your table.

Adding Shading

1. Click within or select the cells in your table to which you want to apply the shading HINT: You can apply both borders and shading to cells within a table.

2. On the Tables and Borders toolbar, click the on SHADING COLOR » select the appropriate option The shading is applied to your table.

Adding Borders and Shading: Dialog Box Option

The Borders and Shading tabs in the Borders and Shading dialog box allow you to add borders and shading to an individual cell or the whole table.

Adding Borders

1. Click within or select the cells to which you want to apply the border 2. From the Format menu, select Borders and Shading...

The Borders and Shading dialog box appears. 3. Select the Borders tab

http://www.uwec.edu/help/Word03/tb-enhnc.htm


4. In the Setting, Style, Color, and Width sections, select the desired border options 5. OPTIONAL: To apply custom border settings, in the Preview diagram, click the

lines or buttons 6. Click OK

Adding Shading

1. Click within or select the cells to which you want to apply the shading 2. From the Format menu, select Borders and Shading...

The Borders and Shading dialog box appears. 3. Select the Shading tab

4. Under Fill, select the desired shading option 5. From the Apply to pull-down list, verify the selection 6. OPTIONAL: Under Patterns, from the Style pull-down list, select the desired

shading pattern 7. Click OK

Summary

To open ms-word select Start, Programs, and Microsoft Word from the Start list. There are 9 menus available in a menu Microsoft Word document. To quickly access Help, use the Type a question for help box on the menu bar. The keyboard shortcut of CTRL+C will also copy highlighted text onto the

clipboard


In all versions of Microsoft Word, you can paste copied text using ctrl-v or Edit > Paste.

You can use the spell-check feature in Microsoft Word to check spelling and grammar in your documents.

The Microsoft Word Thesaurus makes it possible to look up synonyms and antonyms to words as you type with a few clicks of your mouse.

Left-justified text is aligned on the left side. It is the default setting. Indentation determines the distance of the paragraph from either the left or the

right margin Bullets are used to set-off and emphasize sections of text and are symbols such

as dots or diamonds. The numbering feature also acts like the bullets only that it use the number

instead of symbol to represent.

Model Answers

1. Why do you indent text? What are the various indentation available in Word?

Ans. Indentation determines the distance of the paragraph from either the left or the right margin. Within the margins, you can increase or decrease the indentation of a paragraph or group of paragraphs.

There are three types of indentation:

Normal Indent

Hanging Indent

First Line Indent

2. You have typed a document and you want to check the spelling mistakes. What would you do?

Ans. You can use the spell-check feature in Microsoft Word to check spelling and grammar in your documents. You can spell check any selection (even just one word) or the whole document.

You have to follow the following steps

1. Select the text you want to spell check, or place the cursor anywhere in the ext to spell check the entire document.

2. Go to the Tools menu. 3. Select Spelling and Grammar. The Spelling and Grammar window opens,

and Word begins spell checking. 4. View any flagged words or phrases in the upper-left window. Just above

this window, you will see the reason Word has flagged this text. 5. Check the Suggestions window in the lower-left corner of the Spelling and

Grammar window for correction suggestions. 6. Click the Change button to make the suggested correction.


7. Click Change All if you want all instances of this error corrected within the text that you are spell checking.

8. Enter your own change if you disagree with the suggested correction (or if there is no suggestion) by placing your cursor in the flagged text window and correcting the text as you would in any Word document.

9. Click the Change button to implement your correction. 10. Click Ignore if no correction is needed; click Ignore All to skip all further

occurrences of this "misspelling."

3. How to insert rows and columns in a table?

Ans. On the Table menu, point to Insert, and then click an option.

Tips

To quickly add a row at the end of a table, click the last cell of the last row, and then press the TAB or ENTER key.

To add a column to the right of the last column in a table, click in the last column. On the Table menu, point to Insert, and then click Columns to the Right.

You can also use the Draw Table tool to draw the row or column where you want.

4. What are the steps in adding borders and shading to a table?

Adding Borders

1. Click within or select the cells to which you want to apply the border 2. From the Format menu, select Borders and Shading...

The Borders and Shading dialog box appears. 3. Select the Borders tab 4. In the Setting, Style, Color, and Width sections, select the desired border

options 5. OPTIONAL: To apply custom border settings, in the Preview diagram,

click the lines or buttons 6. Click OK

Adding Shading

1. Click within or select the cells to which you want to apply the shading 2. From the Format menu, select Borders and Shading...

The Borders and Shading dialog box appears. 3. Select the Shading tab 4. Under Fill, select the desired shading option 5. From the Apply to pull-down list, verify the selection 6. OPTIONAL: Under Patterns, from the Style pull-down list, select the

desired shading pattern 7. Click OK


5. What are the basic steps for printing a document?

Ans. Basic steps for printing

1. On the File menu, click Print. 2. Under Page range, specify the portion of the document you want to

print. 3. O.K.

6. How to change the font size in word document?

Ans. To change the font size of text within Microsoft Word,

follow the below steps.

1. Highlight the text you wish to change the size of. 2. Click the down arrow next to the size on the format bar. Often, the

default size is 12, as shown in the above example. 3. After clicking the down arrow for the font, you should have a selection of

different sizes to select from. Some fonts may not scale properly so some fonts may only have a few size options and sometimes may only have one.

4. If you do not have any text to highlight or wish to type text in a different size, move the cursor to the location of where you want to new text, click the down arrow on the size option on the formatting toolbar and select the size you wish to use.

7. How to change case in a word document?

Ans. To change the case in a word document we have to follow the following steps:

1. Highlight the text you want to change.

2. Choose Format | Change Case. This opens the dialog box that gives you the choice between Sentence case, lower case, UPPER CASE, Title Case, and tOGGLE cASE.

8. What is the use of thesaurus in Microsoft word?

Ans. The Microsoft Word Thesaurus makes it possible to look up synonyms and antonyms to words as you type with a few clicks of your mouse. Once you learn to use the thesaurus, you'll be able to automatically replace words as you type to improve your writing.




CHAPTER 4: USING SPREADSHEET


Chapter 4: Using Spreadsheet

4.0 Introduction of Excel

Microsoft Excel is an electronic spreadsheet program. You might have heard the terms "spreadsheet" and "worksheet". People generally use them interchangeably. To remain consistent with Microsoft and other publishers the term worksheet refers to the row-and-column matrix sheet on which you work upon and the term spreadsheet refers to this type of computer application. In addition, the term workbook will refer to the book of pages that is the standard Excel document. The workbook can contain worksheets, chart sheets, or macro modules.

Most of the Excel screen is devoted to the display of the workbook. The workbook consists of grids and columns. The intersection of a row and column is a rectangular area called a cell.

4.1 Objectives

Microsoft Excel, a part of the Microsoft Office Suite, is a spreadsheet application that allows users to store, manipulate and graph data. It includes formulas, lets users make their own formulas and even uses programming (Visual Basic) to personalize every bit of the program. While other software programs may be able to do some similar things, Microsoft Excel has some benefits you will want to consider.

4.2 Elements of Electronic Spreadsheet

Most of the Excel screen is devoted to the display of the spreadsheet. The spreadsheet consists of grids and columns. The intersection of a row and column is a rectangular area called a cell.

Spreadsheet

Cell


Cells

The workbook is made up of cells. There is a cell at the intersection of each row and column. A cell can contain a value, a formula, or a text entry. A text entry is used to label or explain the contents of the workbook. A value entry can either be a constant or the value of a formula. The value of a formula will change when the components (arguments) of the formula change. The appeal of spreadsheet programs is the ability to change one value and watch all other values that depend on that first value automatically change when the spreadsheet is recalculated. Rows, Columns, and Sheets

The Excel worksheet contains 16,384 rows that extend down the worksheet, numbered 1 through 16384. The Excel worksheet contains 256 columns that extend across the worksheet, lettered A through Z, AA through AZ, BA through BZ, and continuing to IA through IZ. The Excel worksheet can contain as many as 256 sheets, labeled Sheet1 through Sheet256. The initial number of sheets in a workbook,which can be changed by the user is 16.

4.2.1 Opening Spreadsheet

Excel displays a new workbook when it is opened. . All the cells are empty in default spreadsheet of this new workbook. A cell is active when the border is highlighted in blue. When you enter information, the information is stored in the active cell. Let's learn how to enter information into a workbook.

If you want to create another new workbook the steps are described in

below : File -> New -> Blank workbook.

Now display a blank workbook. All the cells are empty in default spreadsheet of this new workbook.

4.2.2 Addressing of Cells

Cell Address are the combination of column letter and row number. For example, the upper-left cell of a spreadsheet is A1. When you select any cell into spreadsheet, cell address display into address box.

Cell Address


4.2.3 Printing of Spreadsheet

4.2.3.1 Print All Pages Choose Print from the File menu or click on the Print option and appear a ‘Print’ dialogue box. Click ‘All’ from ‘Print Range’ and Click ‘Active Sheet’ radio. Now click ‘OK’ Button.

4.2.3.2 Print Selected Pages Choose Print from the File menu or click on the Print option and appear a ‘Print’ dialogue box. Click ‘Pages’ and type start page number into ‘From’ and ‘To’ box from ‘Print Range’ and Click ‘Active Sheet’ radio. Now click ‘OK’ Button.

4.2.4 Saving Workbook Choose Save from the File menu or click on the Save button and appear a ‘Save’ dialogue box. Type filename into ‘File Name’ box then click on ‘Save’ button.


4.3 Manipulation of Cells

4.3.1 Entering Text, Numbers and Dates

Click on the Excel window, select a cell by clicking on it, and enter: ‘Excel is fun’. Observe the following: Observe that your text is displayed in two areas. Text is displayed in the active cell within the workbook and it is also displayed in the formula bar. The formula bar is activated as soon as you begin typing in a cell. At the far left is the reference section, which will show the reference of the active cell.

Entering Number

Click on the Excel window, select a cell by clicking on it, and enter: 789. Observe that your number is displayed in two areas. Number is displayed in the active cell within the workbook and it is also displayed in the formula bar. The formula bar is activated as soon as you begin typing in a cell. At the far left is the reference section, which will show the reference of the active cell.

Entering Date value Click on the Excel window, select a cell by clicking on it, and enter: 29/09/2010 using format dd/mm/yyyy.The default date format is mm/dd/yyyy. Observe that your date is displayed in two areas. Date is displayed in the active cell within the workbook and it is also displayed in the formula bar. The formula bar is activated as soon as you begin typing in a cell. At the far left is the reference section, which will show the reference of the active cell.

4.3.2 Creating Text, Number and Date Series

Creating Text Series

Select any blank cell from worksheet and Type alphanumeric value. Choose ‘Fill’ option from Edit menu. Choose Series from Fill sub menu and appear ‘Series’ dialogue box. Type step value of series into ‘Step Value’ box and type last value of list into ‘Stop Value’ box. Click on ‘OK’ button.


Creating Number Series

Select any blank cell from worksheet and Type number. Choose ‘Fill’ option from Edit menu. Choose Series from Fill sub menu and appear ‘Series’ dialogue box. Type step value of series into ‘Step Value’ box and type last value of list into ‘Stop Value’ box.

Click on ‘OK’ button.

Creating Date Series

Select any blank cell from worksheet and Type date. Choose ‘Fill’ option from Edit menu. Choose Series from Fill sub menu and appear ‘Series’ dialogue box. Type step value of series into ‘Step Value’ box and type last date of list into ‘Stop Value’ box.

Click on ‘OK’ button.

4.3.3 Editing Worksheet Data

If you want to edit the data you entered into a cell, select desired cell and double click on cell. Now type changed data and Click on the Enter button.

4.3.4 Insert and Deleting Rows and Column Inserting Column Highlight column A by clicking in the column heading. Observe: Choose Columns from the Insert menu. Column A should be a blank column now.


Inserting Row

Highlight 1 by clicking in the Row number. Observe: Choose Rows from the Insert menu. Column 1 should be a blank row now.

Deleting Column

Highlight column A by clicking in the column heading. Observe: Choose Delete from the Edit menu. Column A should be remove now and Column B changed to A .

Deleting Rows Highlight Row3 by clicking in the Row number. Observe: Choose Delete from the Edit menu. Row2 should be remove now and Row3 changed to Row2 .


4.3.5 Changing Column Widths

Position the pointer between the column headings for column D and column E. The pointer should change shape to show a double arrow as you position the

pointer between the two column headings. When the pointer changes shape, you can change the width of the column by dragging to the right or left.

Press the mouse button and drag to the right until the width of column D will fix the text.

4.4 Formulas and Functions

4.4.1 Using Formulas Functions are used to form all or part of a formula. Excel provides two general types of mathematical functions: those that are used in business applications and those that are oriented to higher mathematics. In this tutorial we will focus on the business applications formulas.


The AutoSum button ( ) located in the Standard toolbar. Whenever you click the AutoSum button, Excel inserts a SUM() function in the active cell. Not only will the SUM() function write the sum formula, but it will make a guess at what range of cells you desire to sum, and will leave you in edit mode so that you can correct the sum range.

Select cell B11d and click on the AutoSum button located in the Standard

toolbar. Your worksheet should look as follows:

Within the formula bar highlight B2:B10. Click on the Enter button or press the Return key to enter the formula.

4.4.2 Functions The Sum function is one of the many functions Excel provides. Excel also provides many statistical functions in particular the Average function. Excel provides two ways for entering function names. You can type the name of the function in if you know it or you can use the Function Wizard.

Using The Function Wizard

To use the Function Wizard you can choose Function from the Insert menu or

you can click on the Function Wizard button ( ) located on the Standard toolbar.

Select cell C12 and open the Function Wizard dialog box by either method described above.


Observe:

We want to use the AVERAGE function. The AVERAGE function will take the average of all the numbers you list in the parentheses. The Function Wizard will take you through setting up the formula step by step.

Within the Function Wizard dialog box highlight the Function Category: Most

Recently Used and highlight the Function Name: AVERAGE then click on the OK button. The following dialog box should appear:

Enter the range B2:B10 and then

click on the OK button.

Click on the Enter button or press the Return key to enter the formula. Your workbook should look as follows:

Now that you know how to enter formulas using operators and functions, you can practice on your "checks" workbook. Close previous workbook and don't save the file. Open the "checks" workbook.

Select cell F3 and enter the following formula:

This formula will computer your balance after check 100 has been written.

Select cell F4 and enter the following formula: This formula will computer your balance after check 101 has been written.


Select cell F5 and enter the following formula:

This formula will computer your balance after check 102 has been written plus the $900 dollar deposit has been accounted for.

Select cell F6 and enter the forumla that would compute the balance after 103

has been written.

Your "checks" workbook should look as follows: If something is incorrect in your "checks" workbook, go back and check over your formulas.

Save your changes.

Starting in cell B3, build the following table:

Formatting The Appearance of a Workbook

You will learn how to format an Excel workbook in this part of the tutorial.

Open your "checks" workbook if it isn't already opened. Select the first row of the "checks" workbook, by clicking in the cell containing the bold face 1. Observe: You have just selected what Excel describes as a range.


4.5 Summery

Microsoft Excel is an electronic spreadsheet program. Excel worksheet contains 16,384 rows, 256 columns. First cell address of Excel spreadsheet is A1 and last cell is IV65535.

There is a cell at the intersection of each row and column A cell can contain a value, a

formula, or a text entry. To store value in sheet, select cell then type value of any data type.

Excel Workbook consists with File, Edit View, Insert, Format, Data, Windows Menu. To

Save, Print data in excel, we can use option from File menu.

To type series of data, used Fill option from Edit menu.

Excel can calculate data using different Formula and Function. To calculate data using formula, type ‘=’ in cell then type formula.

Excel functions are available from ‘Insert’ menu.

4.6 Model Question - Answer

1. How many Columns and Rows are available in Excel?

Ans. 256 columns and 65,536 rows are available in Excel.

2. How can you save data in Excel.? Ans. Choose Save from the File menu or click on the Save button and appear a ‘Save’ dialogue box. Type filename into ‘File Name’ box then click on ‘Save’ button.

3. How can change column width in Excel?

Position the pointer between the column two headings. The pointer should change shape to show a double arrow as you position the

pointer between the two column headings. When the pointer changes shape, you can change the width of the column by dragging to the right or left.

Press the mouse button and drag to the right until the width of column will fix the text.

4. How can you calculate summetion of list of data in Excel.?

Ans.

Select blank cell, below the list of data and click on the AutoSum button located in the Standard toolbar.

Click on the Enter button or press the Return key to enter the formula.

5. How to quit from Excel?

Ans. Choose ‘Exit’ from ‘File’ menu. Click ‘Yes’ button into ‘save’ prompt box.


CHAPTER 5: COMMUNICATION USING THE INTERNET


Chapter 5: Communication Using the Internet

5.0 Introduction

In 1969, the US Department of Defense started a project to allow researchers and military personnel to communicate with each other in an emergency. The project was called ARPAnet and it is the foundation of the Internet.

Throughout the 1970's, what would later become the Internet was developed. While mostly military personnel and scientists used it in its early days, the advent of the World Wide Web in the early 1990's changed all that.

Today, the Internet is not owned or operated by any one entity. This worldwide computer network allows people to communicate and exchange information in new ways.

5.1 Objectives

The Internet can be defined as a network of globally connected computers that is decentralized by design. This definition can be broken down into three parts. Let’s understand each part of the definition in isolation. Is a network. A network is a collection of computers. The Internet can also be referred to as a network because it is a collection of millions of computers. Globally connected computers. This means that you can be connected to the Internet, regardless of your location. The Internet has brought people in the world closer by connecting computers located in the remotest of locations. Decentralized design. The Internet has a decentralized design. That is, there is no centralized body that controls the way in which the Internet functions. The Internet does provide online services that are centrally administered, but as a whole, it would not be incorrect to say that the Internet has a decentralized design. Each computer connected to the Internet is called a host. The operator/ user of a particular host can choose from the millions of available Internet services and can also make services available through the Internet.

5.2 Basic of Computer Networks

Types of Network:-

1) Local Area Network (LAN) 2) Wide Area Network (WAN)

5.2.1 Local Area Network (LAN)

It connects network devices over a relatively short distance like in a single building or campus. LANs are typically owned, controlled and managed by a single person and organization.


5.2.2 Wide Area Network (WAN)

A WAN provides long distance transmission of data, voice, image and video information over large geographical areas that may comprise a country, continent, or even the whole world.

5.3 Internet

5.3.1 Concept of Internet

The Internet is a worldwide system of interconnected computer networks. The computers and computer networks exchange information using TCP/IP (Transmission Control Protocol/Internet Protocol) suite to communicate with each other. The computers are connected via the telecommunications networks, and the Internet can be used for e- mailing, transferring files and accessing information on the World Wide Web.

5.3.1.1 Internetworking

The TCP/IP protocol suite is so named for two of its most important protocols:

Transmission Control Protocol (TCP) and Internet Protocol (IP).

In networking, the communication language used by computer devices and communication devices is called the protocol. Protocols – the set of rules that must be followed in order for two devices to communicate. These rules must be followed exactly in order for any communication to take place

The main design goal of TCP/IP was to build an interconnection of networks, referred to as an internet work, or internet, that provided universal communication services over heterogeneous physical


networks. The clear benefit of such an internet work is the enabling of communication between hosts on different networks, perhaps separated by a large geographical area.

The words internet work and internet are simply a contraction of the phrase interconnected network. However, when written with a capital “I”, the Internet refers to the worldwide set of interconnected networks. Therefore, the Internet is an internet, but the reverse does not apply. The Internet is sometimes called the connected Internet.

5.3.1.2 TCP/IP Protocol Layers

Like most networking software, TCP/IP is modeled in layers. This layered representation leads to the term protocol stack, which refers to the stack of layers in the protocol suite.

By dividing the communication software into layers, the protocol stack allows in ease of implementation and code testing, and the ability to develop alternative layer implementations. Layers communicate with those above and below via concise interfaces. In this regard, a layer provides a service for the layer directly above it and makes use of services provided by the layer directly below it.

These layers include:

Application Layer: - The application layer is provided by the program that uses TCP/IP for communication. An application is a user process cooperating with another process usually on a different host. Examples of applications include Telnet and the File Transfer Protocol (FTP).

Transport Layer:- The transport layer provides the end-to-end data

transfer by delivering data from an application to its remote peer. Multiple applications can be supported simultaneously. The most-used transport layer protocol is the Transmission Control Protocol (TCP), which provides connection-oriented reliable data delivery. Internetwork Layer: - The internetwork layer also called the internet layer or the network layer provides the “virtual network” image of an internet (this layer shields the higher levels from the physical network). Internet Protocol (IP) is the most important protocol in this layer. IP provides a routing function that attempts to deliver transmitted messages to their destination. A message unit in an IP network is called an IP datagram. This is the basic unit of information transmitted across TCP/IP networks.

Network Interface Layer:- The network interface layer, also called the link layer or the data-link layer, is the interface to the actual network hardware In fact, TCP/IP does not specify any protocol here, but can use almost any network interface available, which illustrates the flexibility of the IP layer.


5.3.2 Applications of Internet

Examples of information networks connected by the Internet include those of Libraries, Hospitals, Research Centres, Government Departments and Universities. It is possible to connect to Local Organizations as well as those on National and International networks.

5.3.2.1 Searching Information

The Internet contains a vast amount of information covering a wide variety of topics. It hosts Library Catalogues, Articles, News Items, Reports, Multimedia, Reference Information, Company Information and Personal Opinions.

The information is created from many different sources including Academic Institutions, Government Agencies, Professional Organizations, Commercial Information and Individuals.

A Search Engine is a useful tool for locating information on the web. The Search Engine program identifies and visits web pages on the World Wide Web (A system of Internet Servers that use HTTP (Hypertext Transfer Protocol) to transfer documents formatted in HTML (Hypertext Mark-up Language)). It gathers information and automatically indexes the site. Any words found on the web pages visited by the Search Engine are stored in the Search Engine Database for future references.

5.3.2.2 TCP/IP Applications

The highest-level protocols within the TCP/IP protocol stack are Application Protocols. They communicate with applications on other internet hosts and are the user-visible interface to the TCP/IP protocol suite.

All application protocols have some characteristics in common:

They can be user-written applications or applications

standardized and shipped with the TCP/IP product. Indeed, the TCP/IP protocol suite includes application protocols such as:

Telnet for interactive terminal access to remote internet hosts File Transfer Protocol (FTP) for high-speed disk-to-disk file

transfers Simple Mail Transfer Protocol (SMTP) as an internet mailing

system

Most applications use Client / Server model of interaction.


The Client/Server Model

A Server is an application that offers a service to internet users. A Client is a requester of a service. An application consists of both a Server and a Client part, which can run on the same or on different systems. Users usually invoke the Client part of the Application, which builds a request for a particular Service and sends it to the Server part of the Application using TCP/IP as a transport vehicle.

The Server is a program that receives a request, performs the required Service, and sends back the results in a reply. A Server can usually deal with multiple requests and multiple requesting Clients at the same time.

5.3.3 Connecting to the Internet

The Internet is a global network of computers that allows rapid, worldwide communication. There are currently more than 250 million people connected to the Internet. The purpose of the Internet is to communicate and share information.

5.3.3.1 Connecting from Home

There are four main components to getting connected to the Internet:

1. Computer:- For PC access, a 400 Mhz or faster Processor is recommended. With Windows 95/98 at least 48 MB of RAM and more will help increase the computer’s speed for faster Internet cruising. A Sound Card and Speakers also are recommended so one can hear the audio information on the Internet.

2. Modem: - A modem allows digital data to be transmitted to

and from computer over phone lines. A modem (from Modulate and Demodulate) is a device that modulates an analog carrier signal to encode digital information. The goal is to produce a signal that can be transmitted easily and decoded to reproduce the original digital data. Modems can be used over any means of transmitting analog signals, from driven diodes to radio. Modern modems run at 56,000 bps (bits per second). This is commonly referred to as a 56K modem.

3. Internet Service Provider (ISP):- ISPs (Internet Service

Providers) are Organizations that allow users to dial into ISP computers (for a fee) to connect to the ISP’s Internet link. ISPs generally provide an Internet connection and an e-mail address.


4. Software: - A Web Browser or Internet Browser is a software application for retrieving, presenting, and traversing information resources on the World Wide Web. An information resource is identified by a Uniform Resource Identifier (URI) and may be a web page, image, video, or other piece of content. Although browsers are primarily intended to access the World Wide Web, they can also be used to access information provided by Web Servers in private networks or files in file systems.

5.3.3.2 Basic Internet and Network Set Up

People use the Internet everyday to communicate with friends and family, gather information, find entertainment and do much more.

There are several different ways to connect with your Internet Service provider. In most cases, connection is set up using a Dial-Up Connection, DSL or Cable.

DSL (Digital Subscriber Line) is a family of technologies that provide digital data transmission over the wires of a local telephone network.

5.3.3.3 Connecting to the Internet using Broadband

Broadband connections to the Internet have become more popular and affordable than ever. DSL and Cable offer higher speed connections than Dial-Up, and also allows to connect to the Internet without tying up with the Telephone Line, or getting a second line just for Internet access.

5.3.3.4 Accessing the Internet through a Dial Up Account

Using a Dial-Up account is a good and inexpensive way to connect to the Internet if you primarily just check email and do some light web browsing. Dial-Up accounts are also great if you travel a lot, since most ISPs have access numbers throughout the country.

5.3.4 Troubleshooting Losing access to one’s e-mail and favorite Web sites can be as frustrating as picking up a dead telephone receiver. Although the problem may lie with the ISP, it's worth knowing how to troubleshoot user’s own end of the line, too.

5.3.4.1 Instructions

5.3.4.1.1 Modem not getting an answer from ISP

1. Make sure that the cable is correctly connected to both a phone line and user’s

http://en.wikipedia.org/wiki/Software_application

http://en.wikipedia.org/wiki/World_Wide_Web

http://en.wikipedia.org/wiki/Uniform_Resource_Identifier

http://en.wikipedia.org/wiki/Uniform_Resource_Identifier

http://en.wikipedia.org/wiki/Web_page

http://en.wikipedia.org/wiki/Web_servers

http://en.wikipedia.org/wiki/Private_networks

http://en.wikipedia.org/wiki/Private_networks

http://en.wikipedia.org/wiki/File_systems


modem and that, when user is using an external modem, it's connected to the PC.

2. If modem is internal, skip this step. Unplug the power cord from modem and shut down user’s computer. Plug the modem back in and restart the computer.

5.3.4.1.2 Connection Refusal by ISP

1. Making sure regarding correctness of username and password. These are usually entered through a connection program ISP provided.

2. Check whether the host name and domain name information are correctly entered in the TCP/IP settings. This information will be supplied by ISP.

5.3.4.1.3 Problems in Loading Web Pages or Sending E-mail

1. Call ISP's support number to find out if the user has been affected by a service outage.

2. Unplug the power from modem for at least 10 seconds, shut down the computer, plug the modem back in and restart the computer.

5.4 Summary Communication is the most popular use of the Internet, with email topping the list of all the technologies used. Other technologies, including video and audio conferencing are also available on the Internet. They require more multimedia capabilities of computer systems and are more taxing of network resources than the others. They also are adaptations of other technologies to the Internet.

Most of the technologies that are unique to the Internet require communication to be done in text. Communicating effectively involves taking the time. When replying to a message includes the pertinent parts of the message and use an appropriate and interesting subject header in any case.

During communication on the Internet special care is required to be taken of not to give out personal information to strangers and to treat others with respect. Be aware of the risks involved in communicating with unknown persons since the communicating message is not private.

Several issues related to ethical and legal considerations arise from using the Internet for communication. The manner in which communication is implemented on the Internet makes it susceptible to monitoring.

Another area of concern is dealing with abusive or offensive communications. Unsolicited email or other forms of communication is called spam. It definitely is an annoyance, but also quite costly to the people who receive the junk email or other communications.

5.5 Model Answers

1. What is Network?

Network is a collection of Computers

http://www.ehow.com/computers/

http://www.ehow.com/how_113839_troubleshoot-internet-connection.html

http://www.ehow.com/how_113839_troubleshoot-internet-connection.html


2. What is Internet?

The Internet is a worldwide system of interconnected computer networks which are globally connected and decentralized in design. Since the Computers are globally connected so one can access Internet from any location and also there is no centralized body that controls the way in which the Internet functions.

3. What are the types of the Networks?

Networks are classified into two types: i. Local Area Network (LAN) and

ii. Wide Area Network (WAN)

4. What is LAN?

It connects network devices over a relatively short distance like in a single building or campus.

5. What is WAN?

A WAN provides long distance transmission of data, voice, image and video information over large geographical areas that may comprise a country, continent, or even the whole world

6. What is Protocol?

A Protocol is the set of rules that must be followed by two devices for communication between them.

7. What is TCP/IP Protocol suite?

The computers and computer networks exchange information using TCP/IP (Transmission Control Protocol/Internet Protocol) suite to communicate with each other.

8. What are the Layers available in TCP/IP Protocol suite?

The following Layers are available in TCP/IP Protocol suite:

a. Application Layer b. Transport Layer c. Internetwork Layer d. Network Interface layer


9. What is a Modem?

A Modem (from Modulate and Demodulate) is a device that modulates an analog carrier signal to encode digital information.

10. What is an Internet Service Provider (ISP)?

ISPs (Internet Service Providers) are Organizations that allow users to dial into ISP computers (for a fee) to connect to the ISP’s Internet link.

11. What is Web Browser or Internet Browser?

A Web Browser or Internet Browser is a software application for retrieving, presenting, and traversing information resources on the World Wide Web

12. What is World Wide Web?

A system of Internet Servers that use HTTP (Hypertext Transfer Protocol) to transfer documents formatted in HTML (Hypertext Mark-up Language)

13. What is Search Engine?

A Search Engine is a useful tool for locating information on the web.

14. What is Digital Subscriber Line (DSL)?

DSL (Digital Subscriber Line) is a family of technologies that provide digital data transmission over the wires of a local telephone

http://en.wikipedia.org/wiki/Software_application





CHAPTER 6: WWW AND WEB BROWSER


Chapter 6: WWW and Web Browser

6.0 Introduction

WWW is a huge collection of hypertext pages on the Internet. The concept of www was developed in Switzerland at the European Particle Research Center (CERN) in the year 1989.The first text-based prototype was operational in 1991.In the month of December, 1991,a public demonstration was given at Hypertext ’91’ conference in San Antonio, Texas (USA). In the year 1993, the first graphical interface software package called Mosaic was released.

The Mosaic became so popular that a year later the author of Mosaic Marc Andressen left the National Center for supercomputing applications, where Mosaic was developed forming a company called Netscape Communications Corporation. This company developed the clients, servers and other web s/w.

In the year 1994, CERN and MIT of USA signed an agreement setting up the www Consortium, an organization devoted to further developing the web, standardizing protocols and interoperability between sites. Since this time hundreds of universities and companies have joined the consortium.

In the first year after Mosaic was released, the number of www servers grew from 100 to 7000.The growth is expected to be exponential in the years to come and will probably be the force driving the technology and use of the Internet into every walk of life of human being.

To access the web server we use client s/w called a browser program. With a browser, we can choose an element on the web page, which can then cross-link us to a computer animation or play sound or show another web page

6.1 Objectives

The chapter wills focuses on 1. Basic concept of World Wide Web 2. Basic features of World Wide Web 3. Understanding web browsing software and functions of some popular web browser 4. Familiarization of search engine and the process of search engine 5. Accessing web browser and handling Favorites folder 6. Process of downloading and printing web pages 7. Understanding URL, Domain name and IP address 8. Concept of e-governance website

6.2 World Wide Web (WWW)

The web is the most popular Internet service next to e-mail, but it accesses a larger quantity and greater variety of data than any other service on the Internet. The World Wide Web or the web in short is an Internet based global information system. It makes available multimedia information from over 4 million computers around the world. The web offers video, interactive multimedia and live audio, in addition to more basic data types, such as text documents and still photographs.


6.2.1 Important elements of the Web:

Web Sites Vs Web Pages:

Web site is a place on Internet where information about an organization has been stored. Information can be a single page or multiple pages. Pages are linked in such a way that by clicking you can move to another page.

A Web pages is a part of a complete Web site. A novel in a English literature is a good analogy: think of the difference between a single page and the entire novel and you can begin to understand the relationship between a Web page and a Web site. A novel in its totality is analogous to the Web site. An individual page is analogous to the Web page. Web sites can consist of only a few Web pages or many hundreds of web pages. For example, Microsoft’s Web site currently offers over 250,000 Web pages.

Dynamic and Static web sites

In computation technology, dynamic means energetic, capable of action and/or change, or forceful, while static means stationary or fixed. Both terms can be applied to a number of different types of things, such as programming languages (or components), web pages, and application programs.

When a web page is requested, the server where the page is stored returns the HTML document to the user’s computer and the browser displays it. On a static web page, this is all that happens. The user may interact with the document through clicking available links, or a small program may be activated, but the document has no capacity to return information that is not pre-formatting. On a dynamic web page, the user can make requests for data contained in a database on the server that will be assembled on the fly accordingly to what is requested. For example the user might want to find out information about a theoretical performance, such as theater locations and ticket availability for particular dates. When the user selects these options, the request is delayed to the server using an intermediary, such as an Active Server Page(ASP) script embedded in the page’s HTML. The intermediary tells the server what information to return. Such a web page is said to be dynamic.

Hypertext

Hypertext is a system of organizing, navigating, distributing and publishing information electronically. Hypertext information is organized into an interconnected web of linked text and image. Hypertext documents (called web pages) contain navigational anchors (commonly known as hyperlinks) that allow you to navigate to another part of the same document. It is also used for accessing information on the Internet. Hypertext makes extremely large volumes of information from a wide variety of

sources available via a single medium (the web). Hypertext makes the information relatively easy to navigate using a universal

software application called a web browser, such as Microsoft Internet Explorer and Netscape Navigator.

The most common example of the hypertext is the help system available in windows 98 and other windows-based applications like Excel, Word, etc.


Non – linear information

The basis of the hypertext system that differentiates it from any other information system is its nonlinear format. All hypertext information systems, including the web provide you with the ability to randomly access a vast amount of information by clicking on special “hot spots” called hyperlinks, in the text that you browse.

Linear vs. Non-linear information

Information in a book or magazine article is given in a linear sequence, and the information is intended to be understood in a specific, predefined order. If information is not assimilated one after the other or if that order is disturbed, linear publications lose their meaning and cannot be easily understood by a reader. On the other hand hypertext non-linear systems not only allow you to navigate the path of your choice – but also allow you to do so into the whole body of information. Software tools such as web browsers allow you to navigate hypertext information systems, and quickly revisit previously seen documents, web pages, etc.

Hyperlinks

A hyperlink or link is a navigational element in a hypertext document (such as web page) which provides access to another hypertext document or multimedia file that you may wish to visit. Web browsers, distinguish text hyperlinks by blue color or underlined text blocks. When clicked with mouse, a hyperlink downloads and display: A different location in the current hypertext document or A different hypertext document Hyperlinks often direct you to a related or more detailed information regarding the desired subject matter. Rather than listing detailed information about each subject, this page provides hyperlinks which would allow you to visit and view only the information you desire.

Web Browser:

A Web browser is a software application program that resides on your PC and can display text, images, and multimedia data found on different Web pages. It allows you to specify a Web page, navigate using links, and “bookmark” your favourite Web pages. The commonly used web browsers are Internet Explorer, Netscape Navigator and Mozilla Firefox.

6.2.2 Basic Features of Web

The web is one of the most flexible and exciting tools for surfing the Internet. Using Mosaic viewer, the www made it possible for a site to set up a number of pages of information containing text, picture, sound and even video with embedded links to other pages. By clicking on a link, the user is moved to the page pointed to by that link. For example a company can get a home page with entries pointing to other pages for product information, price lists, sales, technical support, communication with employees, stockholder information etc.

a) Hypertext Information System

The idea behind hypertext is that instead of reading text in a rigid, linear structure (such as book), you can skip easily from one point to another. You


can get more information, go back, jump to other topics, and navigate through the text based on what interests you at a time in the WWW. If the information does not take up much disk space, then it is freely available and you could get it reasonably quickly anytime you wanted.

b) Graphical and easy to Navigate

One of the best features of the web is its ability to display both text and graphics in full color on the same page. Before the web, using the Internet involved simple text-only connections or complicated interfaces or encoding to view graphic. The web now provides capabilities for graphics, sound, and video to be incorporated with the text. Newer web browsers include capabilities for multimedia and embedded applications. More importantly the interface to all this is easily navigable – just jump from link to link, from page to page, across sites and servers.

c) Cross-platform

Cross platform means that you can access web information equally well from any computer h/w running any operating system using any type of display. If you can access the Internet, you can access the WWW regardless of machine.

d) The web is Distributed

The web is successful in providing so much information because that information is distributed globally across thousands of web sites, each of which contributes the space for the information it publishes. You as a consumer of that information, go to that site to view the information. When you are done you go somewhere else, and your system reclaims the disk space. You do not have to install it, or change disks, or do anything other than point your browser at that site.

e) The web is Dynamic

Because information on the web is contained on the site that published it, the people who published it in the first place can update it at any time. If you are browsing that information you do not have to install a new version of the help system, buy another book, or call technical support to get updated information. Just point your browser and check out what is up there.

f) Accessing many forms of Internet Information

There are dozens of different ways of getting the information on the Net namely, FTP, Usenet news, Telnet and email. Before the web became as popular as it is now, to get to these different kinds of information you had to use different tools for each one, all of which had to be installed and all of which used different commands. The web browsers namely IE, Netscape Navigator have changed all this. Although the web itself has its own information system, with its own protocol (HTTP), web browsers can also read files from other Internet services and you can create links to information on those systems just as you would crate


links to information on web pages. To use your browser to get different types of information on the Internet, you use different kinds of URLs. Most URLs start with http:; which indicates a file at an actual web site. To get to a file on the web using FTP, you would use a URL that looks: ftp://name_of_site/directory/f1_name

g) The web is Interactive

Interactivity is the ability to “talk back” to the web server. Unlike television, the web is interactive. It means the act of selecting a link and jumping to another web page to go somewhere else on the web. In addition to this simple interactivity, the web also enables you to communicate with the publisher of the pages you are surfing. For example pages can be designed that contain interactive forms which reader can fill out. Forms can contain text-entry areas, radio buttons, or simple menus of items. When the form is submitted the information you typed is sent back to server where the pages originated. You use forms for the following purposes: To get feedback about your pages To get information from your readers To provide online order forms for products or services available on the

web. To create guest books and conferencing systems that enables your

readers to post their own information on your pages. In addition to forms, advanced features of web development provide more facilities. For example Java enables you to include entire programs and games inside web pages. Development of 3D world enables you and your readers to browse the web as if they were wandering through real 3D rooms and meeting other people

6.3 Web Browsing Software

A web browser is a program you use to view pages on Net and navigate the www. Browsers are sometimes referred to as web clients. A wide range of web browsers is available for every type of systems you can imagine, including GUI and text-only for dial-up UNIX connections. Most browsers are freeware. All you have to do is to get a browser downloaded from the Internet. A web browser does the following two types of services: Given a URL address, it should be able to access that information. For hypertext web

documents, this means that the browser must be able to communicate with the web server using the HTTP protocol.

Because the web can also manage information contained on FTP, in Usenet news posting, in e-mail, and so on, browsers can often communicate with those servers or protocols as well.

Different browsers may format and display the same file differently, depending on the capabilities of the h/w and the default layout options for the browser itself. Retrieving documents from the web and formatting them for your system are the two tasks that make up the core of a browser’s functionality. However depending on the browser you use and the features it includes you may also be able to play multimedia files, view and interact with Java applets, read your mails or use other advanced features that a particular browser offers.


6.3.1 Popular Web Browsing Software

ncSA Mosaic: Few years ago, Mosaic had Netscape’s place on the web as the most popular browser. As a matter of fact Mosaic was the first full-color graphical browser and is the instrumental in making the web as popular as it is today. Mosaic was developed by ncSA at the University of Illinois, with several supported commercial versions available from companies such as Spry and Spyglass.ncSA Mosaic is free for personal use and comes in versions for Windows, Macintosh and UNIX (the X window system). Each version is called WinMosaic, MacMosaic and Xmosaic respectively.

Lynx: If the only connection you have to the Internet is through a dial-up text-only

UNIX or other account, you are limited to using text-only browsers such as Lynx. You will not be able to view documents in color or view graphics online. Lynx was originally developed by the University of Kansas and now by Foteos Macrides at the Worcester Foundation for Biological Research. It is an excellent browser for text only Internet connection such as dial-up UNIX account. It requires VT100 terminal emulation, which most terminal emulation programs should support. You can use arrow keys to select links in web pages. Because Lynx runs on systems that lack the ability to display graphics, viewing web pages using Lynx gives you nothing but the text and the links. Designing pages that work equally well in Lynx and in graphical browsers is one of the more interesting challenges of web page design.

Netscape Navigator: It is also known as Netscape and is available for Windows, Macintosh, and for many different versions of UNIX running the X windows system. It is well supported and provides up to the minute features including an integrated news and mail reader, support for Java applets, and the ability to handle “plug-ins” for more new and interesting features yet to be developed.

Microsoft Internet Explorer: New on the scene but expected to make a significant impact in the coming months is Microsoft’s new browser Internet Explorer, usually just called Explorer. Explorer runs on all versions of Windows OS, and Macintosh, and it is free for downloading from Microsoft’s Web site (http://www.microsoft.com/ie/)

Mozilla Firefox: It is a fast, full-featured web browser that makes browsing very efficient. Firefox includes pop-up blocking, tab browsing, integrated google searching, simplified privacy controls that let you cover your tracks more effectively. A streamlined browser window that shows you more of the page than any other browser and a number of additional features that work with you to help you get the most out of your time online. This is also available free.

6.4 Search Engine

A search engine is a program which looks through its database for information that matches your request. Information in the database are about websites and their contents. Examples of search engines are Alta Vista, Yahoo, Hot Java Excite, Infoseek, HotBot etc. Some Indian search engines are Jadoo, Khoj, I love India, 123 India etc.

The effectiveness of search engine can be measured by two main parameters: Indexing exhaustivity Term specificity


Indexing is the processing of a document representation by assigning content descriptions or terms to the document. In Indexing the web documents are characterized by recall ( ratio of the number of relevant documents retrieved to the total number of documents retrieved). This function can be performed either manually or automatically. But many of websites render manual indexing quite impractical.

Automatic indexing includes single term indexing, statistical methods, as well as information theoretical and probabilistic methods. In addition to this automatic indexing uses linguistic and multi-term or phrase indexing.

Since the Internet is a vast collection of information, it is difficult to find specific information you actually need. Therefore the search feature in a web browser such as the Internet Explorer provides an easy access to a special facility called search engine. Search engines scan the Internet for the words or topics you are looking for. Web crawler is a program that crawls through the web and collects information regarding the web sites. These information are put into the database of a search engine worms, spider, or robots are the types of the crawlers.

6.4.1 Popular Search Engines/Search for content

There are many search engines available on the web. Most of the search engines provide website reviews and homepage services, in addition to key-word searches. Some of the popular search engines are: a. Yahoo! And Alta Vista b. HotBot c. WebCrawler d. Excite e. Lycos f. Magellan g. Google

a) Yahoo!

It is basically a search directory. It is hierarchically organized with subject catalogue or directory of the web which is browsable and searchable. Links to various services are accomplished in two ways: a. By user’s submissions b. Through robots that retrieve new links from known pages

Yahoo! indexes web pages, Usenet and e-mail addresses. This search engine has 14 categories listed on its homepage. Each of these categories is divided into several subcategories. A search box is provided for user search in all these options. You can search Yahoo! in two modes: a. Yahoo! search page b. Yahoo! search options Yahoo! search page uses operators such as (+) inclusive and (-) exclusive etc. Yahoo! search options are meant to get switches for fine-tunning yahoo search. These switches use relevancy ranking in obtaining the query output. The query output is a list of documents and related Yahoo! categories, along with the first few lines of the document.


If the search request fails in Yahoo!, it is automatically routed to Alta Vista for more search. Yahoo! offers a lot of extra services like free email accounts, region specific sites, searches to locate people, site reviews and a customizable news page.

b) AltaVista

This has been created by the research facility of Digital Electronics Corporation(DEC) of USA. This search engine has a spider called scooter that traverses the web and Usenet newsgroups.

Indexing is based on the full text of a document and the first few lines are used as an abstract. AltaVista search supports full Boolean, phrase and case sensitive searches. The engine has two modes of search types namely, simple and advanced search.

In simple search AltaVista will attempt to find pages that include as many of your search words as possible, and rank those pages highest to lowest in the result. In advanced search the page uses the same syntax rules as the basic search, but it adds Boolean operators to make searches much more flexible. The operators include &(AND), |(OR), and !(NOT).

The advanced search ranks results on the basis of giving a higher score to documents that contain the query terms in the first few words or the documents in which the query terms are found close to each other.

c) HotBot

This engine retrieves and indexes web documents using a robot called Slurp and a parallel network of workstations. HotBot comes in two types: Like(ordinary HTML) and ActiveX. HotBot offers simple keyword as well as Boolean searches. This search engine is most suitable for searching specific words or phrases. The HotBot search contains a text box for the users to enter their query string, and a list box to choose the appropriate rule, like all words, any words, or exact phrases. HotBot is primarily used for fine-tunning your search. You can select whether the target page must or must not contain the words or exact phrases.

d) WebCrawler

WebCrawler has a powerful search customization and a good selection of site reviews. It has a Web robot called a Webbot that creates a daily index of keywords from documents all over the web. The robot starts with a known set of HTML documents and uses the URLs in them to retrieve new documents. The search engine directs the navigation in a modified breadth-first mode. It indexes both the title and the full text of HTML documents. Terms are weighted by their frequency of occurrences in the document.

WebCrawler also features a WebRoulette, which suggests randomly selected sites for you to visit. It has another option called Surf the Web Backwards, which allows you to enter an URL and get a list of all the sites which link directly to it.


e) Excite

It uses a spider and indexer for the full text search of documents. The spider retrieves only web and Usenet newsgroup documents. Users can submit URLs for indexing. The indexer generates index terms and a short document summary. The Excite index consists of about 50 million URLs.

This engine is a full-featured search engine. It offers services like searches that are case sensitive. The Boolean operators used by Excite are AND, NOT and OR.

f) InfoSeek

It is a popular search engine with a robot that retrieves HTML and PDF documents. It indexes full text and generates a short summary of each document. InfoSeek allows searches in the web, Usenet groups, and web Frequently Asked Questions (FAQ). This offers indexed site searches and divides the web into a number of convenient baskets. Unlike Yahoo! InfoSeek aims to have catalogued more websites than virtually any other search engine on the Internet.

g) Lycos

It contains 66 million pages in its database. This search engine has a robot that uses heuristics to navigate the web and build a searchable index. For each document indexed, the robot keeps the outgoing links in a queue and selects a URL from it. One heuristics for example may force the robot to select a URL that points to a web server’s homepage. Users can submit URLs for indexing. Lycos indexes titles, headings, and subheadings of HTML, FTP and Gopher documents. It also offers a lot of content like news, site review, links a people finder, etc. It also has the ability to search for images and sounds.

h) Google

Google is an interesting search engine having many unique features. For example you want search company information. It is useful for company searches because of the unusual way it ranks web sites. Type http://www.google.com in the address bar and press Enter to go to the Google home page. When you are there type the company name in the search box and click the Google search button. Google is so good at finding the best matching web sites in a search, it offers a feature to automatically look for the best possible match and load it. To use this feature, type a company’s name in the search box and click.

i) Other search engines

There are other many search engines on the web such as InfoMarket, MetaCrawler, IndiaInfo.com, All4one and Highways61.com. choosing the right search engine will need patience and experience. If you use Meta search engines, then they minimize your effort to search to a great extent. A search engine is evolving everyday to improve web retrieval efficiency.

http://www.google.com/


6.4.1.1 Searching criterion

a) Search Tools

The search tools have two ways to find specific information: Directories Spiders The problem with directories, which store knowledge in some structure, is that classification is labour-intensive activity, and there are far more publishers of directories than classifiers on the web. And if the information you are looking for is not reflected by the classification structure, then you are out of luck and this happens very often.

An alternative to this is intensive automation that involves a spider or robot that explores the web and helps to find web pages. Spiders (also known as the crawler, robot or bot) have the ability to test databases against queries and order the resulting matches. They have a user interface for obtaining and presenting results. A spider strips away many other markup features so that it simply sees the pure HTML source. However a spider is blind to information contained in images and audio or video clips.

b) Search services

Search services broadcast user queries to several search engines and various other information sources simultaneously. They then merge the results submitted by these different sources, check for duplicates, and present them to the users as an HTML page with clickable URLs. Search sites are basically of the following two types: a. search directories b. search engines

Search Directories : Search directories contain a list of websites organized hierarchically into categories and sub-categories.

Search Engine: A search engine continuously sends out the so-called spiders, which start on a homepage of a server and pursue all links stepwise. Word indices are created from individual pages and the database is updated.

To eliminate the need for looking up several search engines, log on to Meta search sites. They take your requests to various search engines and help you with a better coverage. Meta search sites do not have search capabilities of their own.

How to do search using search engines?

Using a search engine is pretty simple. Just type in the data to be searched, the space provided at the search engine’s current page, and click search. The result will be displayed with information corresponding to the search in the form of clickable URLs leading to


the pages you seek. In some search engines, the data is related only after editorial processing.

6.4.2 Accessing Web Browser

To access a web browser you need to do the following: 1. Install a web browser software like Internet Explorer, Mozila Firefox on any

other in your machine. 2. Double click that particular icon. To open the browser 3. Provide an address of a page which you want to see in the address bar and press

Enter

6.4.3 Using Favorites Folder If you want to save a site that you enjoy to come back to later, and you use web browser for example Microsoft Internet Explorer, then you need to learn how to use your Internet Explorer Favorites. Internet Explorer Favorites, also known as bookmarks, are simply a way of saving a site that you like so you can find it later without going on the Web to search for it. It's also a great system for organizing your search efforts in manageable folders. If you don't have Internet Explorer and would like to try it out, download Internet Explorer from Microsoft's Internet Explorer site.

How To Create A Favorite in Internet Explorer

1. Find a site you enjoy in your web search travels, and would like to save for future reference.

2. Click on the "Favorites" icon in the Internet Explorer toolbar. 3. You'll see either a drop down menu or a left side screen window pop up;

depending on which Favorites icon or button you selected (there are two). Select "Add", and click OK.

4. In my own experience, it's best to organize your Internet Explorer Favorites as you add them by collecting them in folders. Otherwise you'll have a unwieldy mess that is more trouble than it's worth.

Using Your Internet Explorer Favorites

Remember that Favorites icon in the Internet Explorer toolbar? Click on it again, and then find the Favorite you'd like to visit. Of course, your Favorites are organized neatly (in a perfect world, that is!) so this should be an easy task.

Deleting Your Internet Explorer Favorites

Sometimes you'll come across a Favorite that you have no use for, and can't really figure out why you added it in the first place. This is where the Delete key comes in handy.

1. Click on the Internet Explorer Favorites icon, and select Organize Favorites. 2. Select the Favorite you want to delete, and click on the Delete button. 3. You'll be asked if you are sure you want to delete this; click Yes.


Organizing Your Internet Explorer Favorites

Seriously, do this as soon as you add a Favorite and your life will be much easier. I have at least 300 stray Favorites from my time spent searching the Web that I need to organize right now and I'm not looking forward to it! So, do as I say, not as I do. Organizing your Favorites in folders is easy:

1. Click on the Favorites icon, then on the Organize Favorites button. 2. Select the New Folder button. Pick an intuitive name, such as "Favorite Blogs",

and click Ok. 3. Now, select the Favorite you want to organize, and click on the Move button. 4. Select the folder you want to move this Internet Explorer Favorite to, and click

Ok. 5. The best way to keep your Favorites useable is to move the Favorite to a folder as

soon as you want to add it.

Another Way To Organize Your Internet Explorer Favorites

Another way to organize your Favorites is:

1. Right-click on the Start option in your toolbar; then select Explore. 2. Select your Favorites folder from your hard drive. Mine was under Documents

and Settings. 3. And get to organizing. It is MUCH faster than doing it through Internet

Explorer's semi-hokey method. You can organize folders, add new folders, and delete en masse.

6.4.4 Downloading Web Pages

To download a web page you need to do the following: 1. Type the address of any search engine ( i.e like http://www.google.com for

Google) in the address bar and press Enter to go to the search engine’s home page ( here Google home page).

2. When you are there type the keyword you want to search( like company name) in the search box and click the search button.

3. search engine is so good at finding the best matching web sites in a search, it offers a feature to automatically look for the best possible match and load it.

4. Then you select any particular web sites from the matching list 5. Next you go to the File -> Save Page As to download and save that page in a

particular location of your machine You can also download any particular file or program from the web page. In that case you just click the Download button to download that file or program which is situated in the particular web page .

6.4.5 Printing Web Pages

Printing web pages is easy. However, that being said, you probably don't want graphics intensive ads all over your information. Here's how to do it without the extra junk:

http://www.google.com/


1. Select your text. You can do this by holding your mouse button down and moving it over the text, or you hit Ctrl A. However, if there are graphics on the page, Ctrl A will get the graphics as well.

2. Print. Once you have your text selected, press Ctrl, then P. It is strongly suggested that you do NOT hit the Print button. You will not be able to narrow down your selection. Instead, if you punch in Ctrl P, you'll be able to select the radio button that says "Print Selection." You'll only print out what you have selected this way. (The Ctrl button is located on the bottom left of your keyboard. Press on Ctrl, then P, to print.)

6.5 Understanding URL

URL or Uniform Resource Locator refers to address on the Internet. Files can be accessed on Internet through their URLs. The URL contains the following information: The Internet name of the site containing resource The type of service the resource is served by(HTTP,FTP,etc) The Internet port number of the service.If this is omitted the browser assumes a

commonly accepted default value The location of the resource in the directory structure of the server

Structure of URL Common form of a URL is

http://www.address.edu:1234/path/subdir/file.htm

Service: First part of URL is the service that Identifies both the protocol and server

Address and Port number: The 2nd part is the Internet address of the server, indicated by //. This address can also contain optional port number. The full name is specified by //www.address.edu:1234/, where :1234 means port number. One can leave this part and write as //www.address.edu/. Normally web server’s name starts with www for world wide web.The .edu indicates that address is a school or university

Resource Location: The location of the resource is specified after the host name. The resource in the server is specified by path/subdir/file.htm

There are two types of URL, Absolute URL and Relative URL. URL that specifies the location of a resource that resides on the Internet is called absolute URL. It is complete path including the domain and file name. Example: http://www.yahoo.com/images/logo.gif specifies an image file(logo.gif) located in the image directory in the www.yahoo.com domain.

A partially qualified URL is the one that specifies a resource on the Internet whose location is relative to a starting point specified by an absolute URL. In fact the concatenated absolute and relative URLs constitute a complete URL. After going to the absolute URL one can use relative URL to point to another file in the same directory by just using other document’s filename as the relative URL.The additional information like service, hostname, port, directory name will be assumed based on the URL used to reach the first document

6.5.1 IP Address and Domain name:

An Internet is a network of networks. It basically consists of network nodes like computers. All these devices are interconnected to communicate with each other.





http://www.yahoo.com/images/logo.gif

http://www.yahoo.com/


Each device in a network must have a unique address to be identified. this address makes this device unique on that network and any other computer or device can communicate with it by using this specific address. There are two major types of addressing schemes that are used in the Internet: IP addressing and DNS addressing

In the IP addressing scheme IP stands for Internet protocols. IP is a number or value that is used to uniquely identify a computer on the Internet. It is a 32 bit value and this number can be divided into four different sections separated by period. As each section is of 8 bits thus, it can represent a value in the range of 0 to 255.Each section is known as an octet. Each time a computer is connected to the Internet, it is assigned a specific IP address dynamically by the ISP.In IP addressing scheme Internet Service Provider(ISP) assign a unique id to each computer. This IP address is not static as every time you will get a new id from ISP.

DNS is known as Domain Name Server, system or service. Its purpose is to translate domain names into IP addresses. Whenever we use a domain name, then a service is used for translating domain names into IP address and is known as DNS. For exam the domain name www.computer-games.com might translate to 192.111.221.2. If one DNS server does not know how to translate the particular domain name it asks another DNS server and this process continues until the correct IP address is returned. DNS uses alphabets and easier to remember but actually each domain name has an address and DNS scheme is used to convert this domain name into its corresponding address.In the Internet,the domain name space is divided into three different sections

a)Generic domains b)Country domains c)Inverse domains

The generic domains define registered hosts according to their generic behavior. Each node in the tree defines a domain, which is an index to the domain name space database. The first level in the generic domain section allows seven possible three-character labels like com,edu,etc

The country domain section follows the same format as the generic domains but uses two-character country abbreviations.

The inverse domain is used to map an address to a name. This may happen for example when a server has received a request from a client to do a task. whereas the server has a file that contains a list of authorized clients,the server lists only the IP

address of the client (extracted from the received IP packet). To determine if the client is on the authorized list, it can send a query to the DNS server and ask for a mapping of address to name. Today DNS is the standard for resolving names to addresses. DNS is a client/server system in which the resolvers query name servers to find an address record for a domain name. The query process begins with the root name servers. If the root name server does not know the answer, it returns the address of a name server that knows more details about the domain name. The resolver then queries the new name server. This iterative process continues until a name server responds with the address for the domain name.

http://www.computer-games.com/


6.6 Surfing the web

Surfing the Internet is usually seen as very useful, fun, dangerous, or a tremendous waste of time, depending on who you ask. All of the above is true, but what is also true is that the Internet is a necessity for today's computer users. It is, in one sense, the world's largest encyclopedia (don't know something? look it up on the Net), but it's also the world's largest data and software repository. Looking for printer drivers? better word processor than Notepad? a good antivirus package? a walkthrough on installing a second hard drive? advice on how to handle a balky Windows install? the new plug-in for your copy of Diablo XII? Whatever you need, you can find it and download it over the Internet, often for free.

6.6.1 Using e-governance website e-Government (short for electronic government, also known as e-gov, digital government, online government, or connected government) is creating a comfortable, transparent, and cheap interaction between government and citizens (G2C – government to citizens), government and business enterprises (G2B –government to business enterprises) and relationship between governments (G2G – inter-agency relationship). There are four domains of e-government namely, governance, information and communication technology(ICT), business process re-engineering(BPR)and e-citizen.

The primary delivery models of e-Government can be divided into:

Government-to-Citizen or Government-to-Consumer (G2C) Government-to-Business (G2B) Government-to-Government (G2G) Government-to-Employees (G2E)

Within each of these interaction domains, four kinds of activities take place:

Pushing information over the Internet, e.g.: regulatory services, general holidays, public hearing schedules, issue briefs, notifications, etc.

Two-way communications between the agency and the citizen, a business, or another government agency. In this model, users can engage in dialogue with agencies and post problems, comments, or requests to the agency.

conducting transactions, e.g.: lodging tax returns, applying for services and grants.

Governance, e.g.: online polling, voting, and campaigning.

6.6.1.1 Non-internet e-Government While e-government is often thought of as "online government" or "Internet-based government," many non-Internet "electronic government" technologies can be used in this context. Some non-Internet forms include telephone, fax, PDA, SMS text messaging, MMS, wireless networks and services, Bluetooth, CCTV, tracking systems, RFID, biometric identification, road traffic management and regulatory enforcement, identity cards, smart cards and other Near Field Communication applications; polling station technology (where non-online e-voting is being considered), TV and radio-based delivery of government services, email, online community facilities, newsgroups and electronic mailing lists, online chat, and instant messaging technologies.


6.7 Summary

Many people use the terms Internet and World Wide Web (aka. the Web) interchangeably, but in fact the two terms are not synonymous. The Internet and the Web are two separate but related things.

The Internet is a massive network of networks, a networking infrastructure. It connects millions of computers together globally, forming a network in which any computer can communicate with any other computer as long as they are both connected to the Internet. Information that travels over the Internet does so via a variety of languages known as protocols. Internet Protocol (IP) and Transmission Control Protocol (TCP) are the two important protocol used in the Internet.

The World Wide Web, or simply Web, is a way of accessing information over the medium of the Internet. It is an information-sharing model that is built on top of the Internet. The Web uses the HTTP protocol, only one of the languages spoken over the Internet, to transmit data. Web services, which use HTTP to allow applications to communicate in order to exchange business logic, use the Web to share information. The Web also utilizes browsers, such as Internet Explorer or Firefox, to access Web documents called Web pages that are linked to each other via hyperlinks. Web documents also contain graphics, sounds, text and video.

The Web is just one of the ways that information can be disseminated over the Internet. The Internet, not the Web, is also used for e-mail, which relies on SMTP, Usenet news groups, instant messaging and FTP. So the Web is just a portion of the Internet, although a large portion, but the two terms are not synonymous and should not be confused.

6.8 Model Answers

1. What is www?

Ans: The World Wide Web, or simply Web, is a way of accessing information over the medium of the Internet. It is an information-sharing model that is built on top of the Internet.

2. What is Web Browser

Ans: A web browser is a program you use to view pages on Net and navigate the www.

Browsers are sometimes referred to as web clients.

3. What is search engine

Ans: A search engine is a program which looks through its database for information that

matches your request. Information in the database are about websites and their contents.


4. What is URL?

Ans: URL or Uniform Resource Locator refers to address of the site containing resource

5. What is Domain name?

Ans: DNS is known as Domain Name Server, system or service. Its purpose is to translate domain names into IP addresses. Whenever we use a domain name, then a service is used for translating domain names into IP address and is known as DNS. For exam the domain name www.computer-games.com might translate to 192.111.221.2.

6. What is IP address?

Ans: IP stands for Internet protocols. IP is a number or value that is used to uniquely

identify a computer on the Internet. It is a 32-bit value and this number can be divided into four different sections separated by period. As each section is of 8 bits thus, it can represent a value in the range of 0 to 255.Each section is known as an octet

7. What is e-governance?

Ans: e-Government is creating a comfortable, transparent, and cheap interaction between government and citizens, government and business enterprises and relationship between governments

http://www.computer-games.com/


CHAPTER 7: COMMUNICATION AND COLLABORATION


Chapter 7: Communication and Collaboration

7.0 Introduction

To communicate is the essence of being human. Effective communication is an essential skill needed to thrive in the world. Beyond mastering subject area content, our students need to be able to express themselves in a variety of methods. They must also understand and come to value that effective communication is nearly always a two-way process. And yet without effective communication, true collaboration is impossible; Today's world is much different, yet the need for communication and collaboration is just as important, if not more. Even though our choices for how we express ourselves digitally are growing every day (through voice and video-chats, and even avatars in immersive virtual worlds), the facial gestures and body language that clarifies the meaning of spoken words are absent from these communications.

The collaborative efforts to construct vessels and shelters are now replaced by collaborative efforts to solve the unique problems faced in a rapidly changing world, where a person is measured not by what she knows, but by how well she can solve problems. Thus we need to learn the new ways of communicating, new ways of collaborating, and new ways of teaching and learning.

7.1 Objectives

"Communities are not built of friends, or of groups of people with similar styles and tastes, or even of people who like and understand each other. They are built of people who feel they are a part of something bigger than themselves." Suzanne Goldsmith

To communicate effectively, proactively, responsively and collaboratively to produce learning and teaching activities enhanced by communication tools on the Internet.

To learn how to build sustainable online communities.

7.1.1 Email • Blackboard Messaging • Chat

Keep everyone connected using a suite of familiar communication tools. All course members can email one another from within the course. Email messages are sent and received by the user’s personal email account and are not part of the course record. Email accounts may be set up at an institutional level and populated in the course with other student information. Email addresses are hidden within the course; an email author is simply presented with a list of course members. The Personal Information Tool allows users to edit their email address, if permitted by the institution. Similar to email, Blackboard messaging sends secure messages from within the course, but without relying on email. Users must be logged into a course to retrieve their messages. By using Blackboard Massaging instead of Email, instructors can drive students to log in more frequently to receive communication. Blackboard Messages do become a part of the course record. Communicating instantly using the Chat tool provides a platform for brainstorming, fast feedback, and social interaction. Chat sessions can be scheduled in advance or occur spontaneously. The session moderator can decide to record a session, creating an archive that can be released to -others.


Chat archives are fully searchable and can contain bookmarks for easy navigation during review. Chat is also part of the Virtual Classroom.

7.2 Basics of Email

7.2.1 What is email?

An email stands for electronic mail it consists of two components, the message header, and the message body, which is the email's content. The message header contains control information, including, minimally, an originator's email address and one or more recipient addresses. Usually additional information is added, such as a subject header field.

Internet e-mail messages consist of two major sections:

Header — Structured into fields such as summary, sender, receiver, and other information about the e-mail.

Body — The message itself as unstructured text; sometimes containing a signature block at the end. This is exactly the same as the body of a regular letter.

The header is separated from the body by a blank line.

From: The e-mail address, and optionally the name of the author(s). In many e-mail client setting is not changeable except through changing account settings.

To: The e-mail addresses, and optionally name(s) of the message's recipient(s). Indicates- primary recipients (multiple allowed), for secondary recipients use Cc: and Bcc.

Bcc: Blind Carbon Copy; addresses added to the SMTP delivery list but not (usually) listed in the message data, remaining invisible to other recipients.

Cc: Carbon copy; many e-mail clients will mark e-mail in your inbox differently depending on whether you are in the To: or Cc: list.

Subject: A brief summary of the topic of the message. Certain abbreviations are commonly used in the subject, including "RE:" and "FW:"

Date: The local time and date when the message was written. Like the From: field, many email clients fill this in automatically when sending. The recipient's client may then display the time in the format and time zone local to him/her

http://en.wikipedia.org/wiki/Email_address

http://en.wikipedia.org/wiki/Field_%28computer_science%29

http://en.wikipedia.org/wiki/Signature_block

http://en.wikipedia.org/wiki/E-mail_address

http://en.wikipedia.org/wiki/Blind_Carbon_Copy

http://en.wikipedia.org/wiki/Carbon_copy

http://en.wikipedia.org/wiki/E-mail_subject_abbreviations

http://en.wikipedia.org/wiki/E-mail_subject_abbreviations


7.2.2 Email address The process of sending an e-mail message can be explained in 5 basic steps. Let's say you have an e-mail address [email protected] and you need to send a mail message to us at [email protected]. This is the route which your mail travels until it is delivered:

1. First you need to open your email client program and compose the message. The message composition can include typing the text message in the text field, attaching files and photos and filling the "To…" field with the e-mail address which you want to send the mail to. Also, with some e-mail client programs, or when you have more than one email address set up, you will need to specify the e-mail address from which you will send the mail in the "From" field. 2. When the message is composed you need to send it by pressing the "Send" button of your mail client software. The email software will automatically format the mail message in an e-mail format and send it to your pre-configured SMTP server, typically set at port 25. 3. The next major step proceeds in your mailbox's SMTP server. The SMTP server is the server application which is responsible for sending messages over the SMTP protocol. It is a service commonly provided by your ISP. You can also use the SMTP server of your mail service provider instead. Once the message is sent from the mail client, the SMTP server receives it over the network and reads the email address set in the "To" field. Then it asks for the MX record corresponding to the recipient’s e-mail address. For example, if we send a message to [email protected], the SMTP server asks the DNS Zone server for a MX record for the domain my-ntc- domain.com. 4. Once the DNS server responds with the MX DNS record of the recipient’s e-mail address, the SMTP server connects to it and delivers the message to the opposite mail server. 5. Once the e-mail message is delivered to the mailbox on the recipient’s mail server, the recipient can start his/her mail client software application and receive the message by downloading it from the server using the POP3 protocol. Also, the mail can be read on the server by using an IMAP protocol connection.

Email address such as [email protected], have two parts. The part before the @ sign is the local-part of the address, often the username of the recipient (kb.12), and the part after the @ sign is a domain name to which the e-mail message will be sent (example.com). The local-part is case sensitive; therefore [email protected] and [email protected] specify different mailboxes.

7.2.2.1 Benefits The benefits of e-mail are huge in number.

Easy to use: E-mail frees us from the tedious task of managing data of daily use. It helps us to manage our contacts, send mails quickly, maintain our mail history, store the required information, etc.

Speed: The e-mail is delivered instantly, anywhere across the globe. No other service matches the e-mail in terms of speed.

http://en.wikipedia.org/wiki/@

http://en.wikipedia.org/wiki/Username


Easy to prioritize: Since the mails have subject lines, it is easy to prioritize them and ignore unwanted mails.

Reliable and secure: Constant efforts are being taken to improve the security in electronic mails. Thus making it one of the secured ways of communication.

Informal and conversational: The language used in e-mails is generally simple and thus makes the communication informal. Sending and receiving e-mails takes less time, so it can be used as a tool for interaction.

Easier for reference: When one needs to reply to a mail, there is a provision in the mailing system to attach the previous mails as references. This refreshes the recipient's knowledge, on what he is reading.

Automated e-mails: It is possible to send automated e-mails using special programs like the auto responders. The auto responders reply back to the sender with generalized pre-written text messages.

Environment friendly: Postal mails use paper as a medium to send letters. Electronic mail thus, saves a lot of trees from being axed. It also saves fuel needed in transportation.

Use of graphics: Colorful greeting cards and interesting pictures can be sent through e-mails. This adds value to the e-mail service.

Advertising tool: Many individuals and companies are using e-mails to advertise their products, services, etc.

7.3 Working with email

7.3.1 Opening an email account

If you do not have your own email address, here are web sites which provide free email in return for your reading advertising every time you sign on

Google http://mail.google.com/ Click on Sign up for Gmail yahoo http://www.mail.yahoo.com/ Click on Sign up for yahoo msn http://mail.msn.com/ Click on Sign up for msn

Each free email site has its own sign-on procedures.

You have to answer all the questions, but you don’t have to tell the absolute truth. I like to say that my income is really large -- even if it is only for a moment.

When you are done you will have an instant email account, you should check your mail. The first message is usually a welcome from the mail service. Assignment: Send your instructor your first message at: [email protected]. Don't forget to write down and keep the username and password you select.

http://www.buzzle.com/articles/autoresponders/

http://www.buzzle.com/articles/email-advertising/


7.3.1.1 Stimulating Collaboration

Groups • Discussion Board • Portfolios

Blackboard makes it easier for students to collaborate online sharing materials, projects, assignments and study sessions. Collaboration can be open to the entire class as well as for specific groups of students working on a common task or project. Break down the class into collaborative units to support group work on the Control Panel, under User Management > Manage Groups. Some types of collaboration may involve all course users, such as “Peer-to-Peer Help”. Create a group that includes all the students to incorporate such an environment. Groups can be set up any time during the course and can be managed dynamically throughout the course by adding, removing and modifying them. Groups can be given access to different tools such as Chat and Discussion Board so that each group can have its own areas to work in. Group projects, study sessions, peer review and round table dialogue are some examples of how the Discussion Board can be used to encourage collaboration. This threaded message board organizes postings under topic headings or Forums. Creating student centered forums on topics relevant to the course allows students to read and consider what others have posted before composing a response. Links to items on the Discussion Board can be embedded anywhere in the course to generate continuous feedback. To maintain high quality content, allow students to rate each other’s postings. Discussion boards can also be moderated by any designated user to ensure appropriate and relevant content. Forums are added to a course using the Control Panel > Discussion Board > Add Forum. Forum settings include rating, moderation, editing, attachments, grading and many more. Students can create a continuous assemblage of their work using Portfolios. Portfolios can display work from various classes and other sources in one place, located within the Content Collection. An example of an individual portfolio for a Journalism student might contain their articles from the school newspaper, images from a photography course, and essays from writing classes. A cohort of graduate students might assemble a portfolio that contained each person’s thesis, a departmental bibliography and examples of research techniques. Faculty can use portfolios to share information about themselves with students and other departments. Faculty can also use portfolios to assemble information and work in support of seeking tenure. Portfolios are searchable, and can be shared with other Blackboard users or with anyone who does not have a Blackboard account. Comments collected from viewers can be shared or kept private.


7.3.2 Mail Box: Inbox and Out-Box

The "in box" contains the mail sent to you, available now to read, answer, store, or delete. The out box (or sent box) shows mail you already sent.

7.3.3 Creating and Sending New email

1. In the To box, type the e-mail address of at least one recipient. If you're sending the message to multiple recipients, type a semicolon (;) between e-mail addresses.

In the Cc box, you can type the e-mail addresses of any secondary recipients—people who should know about the message but don't need to act on it. They'll receive the same message as the people in the To box. If there are no secondary recipients, leave this box blank.

2. In the Subject box, type a title for your message.

3. In the large blank area, type your message.

To attach a file to the message, click the

Attach File to Message button on the toolbar (located just below the menu bar). Locate the file, select it, and then click Open. The file now appears in the Attach box in the message header.

File attached to an e-mail message You're done! To send the message, click the Send button. It zips through the Internet to your recipients.

Note: - To change the style, font, size, or color of the text, select the text, and then click one of the buttons on the formatting bar (located just above the message area).

7.3.4 Replying to an email messages

The part where you write the answer can be done in different ways, however. Of course, there is no "proper" way to do that. At the same time there are many proper ways. Everything that works for you (and the recipient) is great. This is why I'll show you what works for me. Maybe it does for you, too.

7.3.5 Email forwarding

Email forwarding generically refers to the operation of re-sending an email message delivered to one email address on to a possibly different email address. The term forwarding has no specific technical meaning. Users and administrators of email systems use the same term when speaking of both server-based and client-based forwarding.

Email forwarding can also redirect mail going to one address and send it to one or several other addresses. Vice versa, email items going to several

http://en.wikipedia.org/wiki/E-mail

http://en.wikipedia.org/wiki/E-mail

http://en.wikipedia.org/wiki/Email_address


different addresses can converge via forwarding to end up in a single address in-box.

7.3.6 Sorting and Searching mails (say in Gmail)

To find messages from a specific sender: 1. Type from:[email protected] or even from: name1 into the search bar. Search. 2. [Alternate method] Open Contacts, find the sender in your Contacts, select them, and select Show recent conversations. 3. BEFORE YOU DELETE ANYTHING from Gmail, make sure you understand how deletion works with conversations. To find messages to a specific recipient: 1. Type to:[email protected] or even to: name1 into the search bar. If you just want mails that you have sent, type from: me as well. Example: "from: me to: name1" 2. [Alternate method] Open Contacts, find the recipient in your Contacts, select them, and select Show recent conversations. 3. BEFORE YOU DELETE ANYTHING from Gmail, make sure you understand how deletion works with conversations. TO SORT YOUR MESSAGES (outside of Gmail): 1. Install an email client such as Outlook, Apple Mail or Thunderbird onto your computer. 2. Configure it with IMAP (Internet Message Access Protocol). 3. Sort the messages in the email client, take whatever actions you want. 4. The changes will be reflected in Gmail as well.

7.4 Document collaboration

Collaboration of documents is very crucial in a business or any institution since it allows people within the establishment to communicate with one another by means of using the different documents in the system. On the other hand, the relay of the messages through the documents also enables key personnel within the institution to make sound business decisions. For this reason, it is extremely important to have a good document collaboration system.

So what else do you need to know about document collaboration? It is simply creating a pool of written works by multiple people which is overseen by an editor or another team. It involves file exchange through removable media or by email, through file server, information portals or SharePoint and Wikis.

With document collaboration, the contributors have the ability to add, edit and even remove the text in the system if deemed appropriate. On the other hand, the writing process can be changed from time to time as well depending on the goal of the


system. For this reason, it is important that the stakeholders, the editors and the writers agree on a specific goal when it comes to document collaboration.

7.5 Instant Messaging and Collaboration and Use of Instant Messaging

7.5.1 Instant messaging (IM)

Instant messaging (IM) is a form of communication between two or more people based on typed text. The text is conveyed via computers connected over a network such as the Internet.

Instant messaging requires an instant messaging client that connects to an instant messaging service. Instant messaging differs from e-mail in that conversations happen in real-time. A multiprotocol instant messaging application allows one client to connect to multiple IM networks.

Instant messaging services owe many ideas to an older and still popular online chat medium named Internet Relay Chat (IRC). In early instant messaging programs, each letter appeared when it was typed, and when letters were deleted to correct typos this was also seen in real time. This made it more like a telephone conversation than exchanging letters. In modern instant messaging programs, the other party in the conversation generally only sees each line of text right after a new line is started. Most instant messaging applications also include the ability to set a status message. This is similar to the message on a telephone answering machine. It shows whether or not people are available to chat.

Instant messaging allows instantaneous communication between a numbers of parties simultaneously, by transmitting information quickly and efficiently, featuring immediate receipt of acknowledgment or reply. In certain cases IM involves additional features, which make it even more popular, i.e. to see the other party, e.g. by using ((web-cams)), or to talk directly for free over the internet.

7.5.2 Instant messaging providers

Some of the popular Instant Messengers are Yahoo Messenger, MSN Messenger, RediffBol, Google Talk, Skype, and many others. Some of these popular Instant Messengers must be elucidated in detail.

7.5.3 Netiquettes

Etiquette is the practice of good manners - being polite and helpful, being kind and not aggressive, and being mindful of the fact that others may see things differently than one. Netiquette is etiquette for the Internet. Netiquette is primarily concerned with matters of courtesy in communications that is being polite to others. It is all the more important on the internet because there are no facial clues or body-language to help us understand another person, as in case of face to face meetings. Netiquette can have different rules like according to some rule it may be considered okay to be rude, as long as you are creative in your

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http://simple.wikipedia.org/wiki/Online_chat

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rudeness; on the other hand you may expected to be polite and to talk sense according to some other rules of Netiquette. Any rules can be implied, as long as there is a consensus about the rules.

7.5.4 Collaborative project management tools & Collaborative management tools

Collaborative project management tools Collaborative management tools HR and equipment management Time and cost management Online chat Instant messaging Telephony Videoconferencing Web conferencing Data conferencing Application sharing Electronic meeting systems (EMS) Synchronous conferencing E-mail Faxing voice mail Wikis Web publishing Revision control Charting

Electronic calendars Project management systems Workflow systems Knowledge management Prediction markets Extranet systems Social software Online spreadsheets Online artwork proofing, feedback,

review and approval tool

7.6 Summary

It’s a simple fact that in today’s world, you’ll go farther – faster – if you have outstanding collaborative skills. No matter what your job is, you need the ability to work effectively with others. And, if you are also able to bring out the best in everyone you work with, the sky’s the limit for your success. Discover How to Break Down Barriers and Work Through Differences. Learn how to work with people more effectively in all kinds of circumstances: one-on-one situations … temporary work groups … or even long-term project teams. You’ll discover how to identify diverse and difficult behaviors in both yourself and others – and use that information to get your work done more efficiently! You’ll eliminate all your unnecessary stress and frustration and achieve more success than you can ever imagine.

7.7 Model Questions

1. What is Communication and Collaboration?

Ans. Communication is the act of transmitting or exchanging information, signals, or messages as by talk, gestures, or writing the information, signals, or message. It involves the sharing of ideas and information.


Collaboration is a working practice whereby individuals work together to a Common purpose to achieve business benefit. Without effective communication, true collaboration is impossible; the two go hand in hand.

2. What is effective communication?

Ans. Effective communication is a process through which the sender conveys a message that the receiver readily receives and understands. It is a two-way process instead of a one-way process. 3. Why we use email?

Ans. Easy to use Speed Easy to prioritize Reliable and secure Informal and conversational Easier for

reference

Automated e-mails Environment friendly Use of graphics Advertising tool

4. Explain the components of an email?

Ans. Subject Line:- The subject line is the first thing seen when your email arrives in the inbox. It will also be the biggest factor in determining whether your email will be opened. Subject lines should be clear and compelling.

"From" Field: This is equally important in determining whether your email will be opened. The "From" field should be consistent and credible.

“To” Field: This field describes the account name from which the email has

been sent. When ever a user creates a new email this field gets automatically copied from the account name.

“Cc” Field: Cc field includes people who should know about the message but

don't need to act on it. They'll receive the same

Body: Message body contains the actual email message

5. How you send a message through email?

Ans. 1. Sign in at your account 2. Click on New Email message or compose mail link. 3. Type the email address of the recipient in to Field 4. Enter the Subject line in Subject Field 5. Enter your message in message body section. 6. Click on the send button on the panel to send the email

6. How you can open an email account?

Ans. Each free email site (like Yahoo, Google, and MSN) has its own sign-on procedures. You have to answer all the questions. When you are done you will


have an instant email account, you should check your mail. The first message is usually a welcome from the mail service.

7. What do you mean by an instant messaging?

Ans. Instant messaging (IM) is a form of real-time direct text-based communication between two or more people using personal computers or other devices, along with shared software clients. The user's text is conveyed over a network, such as the Internet. More advanced instant messaging software clients also allow enhanced modes of communication, such as live voice or video calling.

8. What is email addressing?

Ans. An email address identifies an email mailbox to which email messages may be delivered. For example the format of an email address is [email protected] which is read as kb at example dot com. The process of identifying an email

address is known as email addressing.


CHAPTER 8: MAKING SMALL PRESENTATION


Chapter 8: Making Small Presentation

8.0 Introduction

PowerPoint is the powerful and ubiquitous presentation program from Microsoft. It gives you the facility to create stunning presentations that incorporate video and PowerPoint animations.

PowerPoint uses a graphical approach to presentations in the form of slide shows that accompany the oral delivery of the topic. This program is widely used in business and classrooms and is an effective tool when used for training purposes.

It is easy to customize presentations with your company logo and to dazzle your audience by using one of the many design templates that come with the programs. Many more free add-ins and templates are available online from Microsoft and a host of other websites. In addition to an on screen slide show, PowerPoint has printing options that allow the presenter to provide handouts and outlines for the audience as well as notes pages for the speaker to refer to during the presentation.

All in all, PowerPoint is a "one-stop-shop" to create successful presentations for the business world, the classroom or just for your own personal use.

8.1 Objectives

The objective is to make you an expert in creating a presentation on any desired topic and present slide show to the audience.

8.2 Basics

8.2.1 Using PowerPoint

Double click on the PowerPoint 2000 icon on the Windows desktop (see right), or click-on the Start button in the lower left corner of the screen, then click-on Programs -> Microsoft Office and then on Microsoft PowerPoint.

In the PowerPoint menu window below, click-in the small

“circle” to the left of Blank presentation, and then click-on OK.

In this tutorial, whenever we indicate that you need to click the mouse, it will mean to click the left mouse button – unless we indicate that you should click the right mouse button. So, always “click left” unless we tell you otherwise.

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http://presentationsoft.about.com/od/d/g/design_template.htm

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http://presentationsoft.about.com/od/printinginpowerpoint/index.htm

http://presentationsoft.about.com/od/nextstepsinpowerpoint/ss/ppt_printing_4.htm



http://presentationsoft.about.com/od/powerpointinbusiness/tp/bus_pres_tips.htm

http://presentationsoft.about.com/od/classrooms/tp/student_tips.htm


8.2.2 Opening A PowerPoint Presentation

To open an existing PowerPoint Presentation, click on the File Menu, then choose the Open option from the drop down list. A Menu Screen appears from where you have to choose the name of the file that you want to open. After selecting the file, click on OK button.

8.2.3 Saving A Presentation Point to and click-on File in the Menu bar. Next, click-on Save in the Drop down Menu that appears. You will now see a Menu Screen like the one on the below. In the upper left corner of the Menu Screen that appears, you will see a Save in:. Click-on the small triangle on the right and it will show you the various disk drives available on which you can save. Point to the one you want, and click-on it. If you choose the C:, choose the folder in which you want to save by double clicking on the folder. Now click in the box to the right of File name: and delete everything in the box. Then type in pbj and click-on Save. Since PowerPoint 2000 does not have an auto-save feature we think it’s a good idea to save your PowerPoint presentation after each slide.


.

8.3 Creation of Presentation

8.3.1 Creating a Presentation Using a Template PowerPoint calls its built-in color schemes Design Templates. Design Template can only be applied to all slides of 136a presentation. To make design changes in certain slides only, see section on customizing background.

From the Format menu, choose Apply Design Template Clicking the various presentation options shows thumbnail views of their

designs. Click "OK" to choose one.

Design Templates

Design Templates will convert ALL of our slides into a theme. Each slide will have the same color scheme and the formatting will change to a special look.

You can be in any View (Normal View, Slide View and Slide Sorter View are preferable) to select Design Templates. Click-on Format in the Menu Bar, and then Click-on Apply Design Template.

Click on the choices on the left side of the window (see arrow below). On the right side a special template will appear with its own formatting.

http://gethelp.library.upenn.edu/workshops/biomed/ppt/background.html


Pick a Design Template you like and then click on Apply. Be sure to scroll up and down and to click on additional choices. Note: with Designs, they are automatically applied to all of the slides. You may choose additional effects for the Designs by using the Background and Slide Color Scheme selections.

8.3.2 Creating a Blank Presentation To create a Blank Presentation Click on File -> New. A message Box appears at the right side of the screen. Select Blank Presentation and click on OK.

8.3.3 Entering and Editing Text

The most common way to add text to a slide is to type it directly into any placeholder on the slide. However, if you are using a blank slide (without placeholders) or if you want to enter text outside placeholders, you can use a text box.

Adding text to a placeholder

As soon as you select a slide layout the new slide appears with dummy text (such as "Click to add title") in the placeholders. When you click inside a placeholder, the dummy text disappears, the cursor becomes a blinking line (|) and you can start typing.

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Adding text to a text box

To add text anywhere on a slide (outside placeholders), click on the Insert

menu --> Text Box, or on the text box icon on the drawing toolbar. Click and hold down the left mouse button while you drag the mouse.

When l the box is the size you want it, release the mouse button. Click inside the text box and start typing.

Note: if you click outside the text box before typing in it, the box disappears. However, it is still there, but invisible. As this may cause problems later, we suggest that if you 'lose' your text box, undo the box (Click on the Edit menu, then Undo) and start over.

Resizing a text box

You can reposition the text box anywhere in the slide by moving the

mouse pointer over the gray border until it becomes a four-way arrow (a hand in Macintosh), and then clicking and holding down the mouse button while dragging the box to the desired location.

In order to resize the text box proportionally you need to select the box first by click on the four-way arrow (you know that the text box is selected when you see the gray border around it). Then position the pointer over one of the four square "handles" on the text box's corners


until the pointer becomes a diagonal, two-directional arrow . Then click and drag the border to resize the box.

You can also change just the height or the width of the text box by selecting it and positioning the pointer over the handles on the sides until

the pointer becomes a vertical or horizontal two-directional arrow . Then click and drag the border to change the height or width of the text box.

The same technique is used for resizing images. Note: using the side handles to resize an image will distort the image, so use with caution. To preserve the proportions of the image drag the corners of the image as discribed above.

Formatting a text box

If the text box is not already selected, select it by moving the cursor over it until the cursor becomes a four-way arrow and clicking on it until you see the text box border highlighted.

Right-click on the text box and select Format Text Box or select Format menu > Text Box. On the Format Text Box dialog you can use the tabs on the top to make your selections.

On the Colors and Lines tab you can select a fill color (if you choose a dark fill color it is a good idea to check the Semitransparent box to make your text more visible) and a line color and style for the text box border.

On the Text Box tab you can choose a particular vertical alignment for the text, word wrap, automatic resizing or rotation of the text.

For example, the following selections

will have the following effect:


You can also rotate a text box: select the text box and click on the rotate icon . Click on green handles and drag as much as you want it to rotate.

8.3.4 Inserting And Deleting Slides in a Presentation

Inserting slides in PowerPoint

Auto Layout

After you have opened a new presentation, PowerPoint displays the New Slide dialog box containing several Auto Layouts. Auto Layouts provide a pre-determined layout for each specific type of slide, such as bulleted lists, graphs, and/or images. Click on each thumbnail image and a description will be printed in the message box. Highlight the layout you want and click OK.

New Slides

The same dialog will appear every time you insert a slide. You can insert a slide through the Insert menu --> New slide, or by clicking on the New Slide

icon on the toolbar.

The new slide will be added after the current one. If you are in Outline view, you can click on the outline to highlight the slide after which you want to add the new slide and follow the steps for inserting slides.

* You can change a slide's layout at any time. Just click on the Format menu --> Slide Layout to see the Layout Dialog.


Deleting Slides in PowerPoint

From Normal View, Right Click on the slide which you want to delete and select Delete slide. The selected slide will be deleted.

8.4 Preparation of Slides

8.4.1 Inserting Word Table or An Excel Worksheet

To insert Word Table Select the Menu Insert and Click on the option Object. Then Select the Option Word Document and click on OK.

To insert Excel Worksheet Select the Menu Insert and Click on the option Object. Then Select the Option Insert Excel Worksheet and click on OK.

Importing and linking data from Excel into PowerPoint

Importing data

The truth be told, there is nothing better than the good ol' Copy & Paste method when it comes to transferring data. PowerPoint, however, does allow you to transfer a whole Excel datasheet or a range of data into a presentation.

1. Create a new chart slide or click on an existing one. 2. Double-click on the chart to open the datasheet. 3. Click the cell located in the upper-left corner.

4. Select Edit menu > Import File. 5. Find and double-click on the Excel file that you want to import data

from. 6. On the Import Data Options dialog, choose a sheet or a range of data

cells to import.

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7. Click OK to import.

Linking data

When you can create a link between Excel and PowerPoint Graph, everytime you change a cell in Excel, the corresponding cell in the PowerPoint datasheet will update automatically.

CAUTION: This is a one-way link. Changes made in Excel are updated in PowerPoint, but changes made in PowerPoint's Graph do not update the original Excel Spreadsheet. When you link to data in another program, all existing data from the Microsoft Graph datasheet is deleted.

1. In Excel select the range of data you want to link to PowerPoint. 2. From the Excel Edit menu, choose Copy 3. Switch to the PowerPoint datasheet and double-click on the graph to

open the datasheet. 4. Select Edit menu > Paste Link.

8.4.2 Adding Clip Art Pictures To Insert Picture from Clip Art, Click on the Menu Insert -> Picture -> Clip Art.Notice at the top of the Clip Art screen an area similar to the one below.


Notice that there is an arrow in the Search for clips: area pointing to Type one or more words…

Click-in the Search for clips: area on Type one or more words… and you will see all of the words turn blue. When you see this, type in the word: sandwich and then tap the Enter key. You’ll now see a lot of clip art that shows images associated with sandwiches in some manner. If you see an image that you like even better than the one you selected choose it and attempt to insert this image. Notice the graphic below. We clicked on the image you see to the right, then clicked the top button and got the error message below. (If you or someone else who installed the clip art on your computer did not install all of the clip art images on your hard drive then you would get an error message indicating the clip art that was not installed on your hard drive? We’ll, this is the error message you get.)

If you get this message you can click on Cancel, or continue trying until you are able to insert an image.

Another “WOW” feature in Microsoft PowerPoint 2000 – Animated Images!

In PowerPoint 2000 you can now have images that “move!” These are called animated images. On any slide you can insert a Clip Art image. You can do as you did above, and the image will “fill” the area where you double-clicked. Most of the time, however, when you get comfortable with PowerPoint, you’ll want to insert an image and then move and size the image as you desire. To do this you’ll need to click-on Insert in the Menu Bar, and then on Picture in the drop down menu, and them move over Clip Art and click on Clip Art. Your screen should look like the one below.


A menu screen similar to the one we just used will appear, but it has two additional features, as you’ll see below.

We’ll “get into” sounds later, but now is a good time to learn about Motion Clips. Click-on the Motion Clips “tab” and you’ll see your Insert ClipArt screen change slightly. The Category buttons don’t look any different, but you’ll notice that the Motion Clips tab is now “on top.” We’ll click-on the Animals Category again – so our screen will look like the one below.

The images you see on your screen are really animated; you just can’t see the movement until you do something neat. Lightly click the left mouse button on one of the images. We’re going to choose the dinosaur. When we click on the dinosaur we’ll

see the button menu appear (just like it did when we worked with clip art a little while ago). Except that there is a big difference in the second button. You’ll notice the second button down (arrow on left)

indicates - Play Clip. If you click on this button you will see a small screen appear in which you can see the dinosaur chewing its peanut butter sandwich and a lump, as it swallows the sandwich, going down its long neck. This is an

animation. If you desire to insert this image you simply click on


the top button as you did before. You won’t see this animation when you insert this image into your slide. You will only see the animation when you “run” your slide show. We’ll be running the slide show in a little while.

Click-on several animations and then click the Play Clip button to see the animation. Have some fun and insert several if you wish.

8.4.3 Insert Other Objects

Other Objects can be inserted from the Insert Menu. Choose Insert -> Object. A number of objects are available, like:

Adobe Acrobat Document Bitmap Image Microsoft Excel Chart Microsoft Excel Worksheet Microsoft Word Document

And many more.

Any of these can be selected and click on OK.

8.4.4 Resizing And Scaling An Object

Drawing

Unlike most other PowerPoint functions, some drawing functions are accessible only via the Drawing toolbar on the bottom of the PowerPoint screen. If you don't see the Drawing toolbar, activate it by selecting View menu < Toolbars < Drawing.


Drawing in PowerPoint is particularly easy due to the wide selection of AutoShapes that the program provides for your convenience. Pull up the AutoShapes menu by clicking on the arrow (1). From the pull-up menu, choose the desired shape:

For your convenience, some of the most commonly used shapes (lines, arrows, squares and cirlces) can be accessed directly from the toolbar as well (2).

As soon as you have selected a shape, your cursor will become a crosshair (+) when you it over the slide. Press and drag the cursor until the object reaches the desired size (you can always format the size later).

Tip: hold down the SHIFT key to draw perfectly straight lines, squares and circles.

Formatting a drawing

Click on the drawing to select it (until you see the 'handles' around it) and then use either the Format menu < AutoShape dialog to format it (a right-click on the object will also work in PC), or the drawing toolbar.

Resize and move a drawing by clicking on its"handles", in the same way used to format text boxes and images.

Tip: hold down the SHIFT key to move objects across a straight line.

Click on the arrow next to the paintbucket tool to change the drawing's fill color. Experiment with the 'Fill Effects' options on the paintbucket menu to create artistic color combinations

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Examples:

1) + =

2) + =

Click on the line color icon (5) to change the color of the object's border,

and on the three style icons (3) to change the style of the border and/or the

arrows.

Examples:

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8.5 Presentation of Slides

8.5.1 Viewing A Presentation

Running a slide show

There are at least three ways to start a slide show:

a. Select View menu < Slide Show

b. Click the projector button on the lower left part of the screen

Note: clicking the projector button is the ONLY way to start the slide show from a slide other than the title slide. All other methods start the presentation always from the first slide.

c. Hit the F5 Key

Of these three methods, the best is the last one. It is generally recommended that you use the keyboard shortcuts instead of the mouse to navigate through the show while you present, the reason being that this method is faster and makes you look comfortable and knowledgeable as a presenter and thus you make a better impression to your audience.

For this reason, even though you can use the mouse to access the Show Controls Menu (the Show Controls button appears on the lower left corner of the screen when you move the mouse while in slide show mode -- see image below), it is best to use the following keyboard shortcuts:

Go to the next slide: press the SPACE BAR, ENTER, PAGE DOWN, or right arrow key.

Go to the previous slide: press BACKSPACE, PAGE UP, or the left arrow key.

Exit slide show (at anytime): hit Esc Access the pen tool (in order to draw in the screen): CTRL + P Erase pen: hit E

Hide pointer: hit A For a longer list of shortcuts, click here.

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http://gethelp.library.upenn.edu/workshops/biomed/ppt/shortcuts.html


mouse menu (in slide show mode)

8.5.2 Choosing a Set Up for Presentation

To Choose a Set Up for a Presentation Select Slide Show -> Set Up Show.


From Here the various Options available are:

Show Type Show Options Show Slides

From the Show Slides options, we can select only those slides which we want to show in the slide Show.

8.5.3 Printing Slides and Handouts

Printing your presentation

PowerPoint allows you to print your presentation as slides, notes, handouts, or even outlines. Choose File > Print... from the menu bar. This will bring up the "Print" dialog box. Select File menu > Print... . This will bring up the "Print" dialog box.

In the "Print what" pull-down menu, choose the item you would like to print.

If you choose "print slides", what you will get is one slide per page. Obviously, this is not the most efficient way (in terms of paper and ink) to print your presentation. However, it is useful if you wish to print transparencies of your slides as a backup in case of a system failure.

CAUTION! If you are printing transparencies for an overhead projector, be sure you have the correct type of transparency film for your printer. Some types of transparency film will melt during the printing process and may damage the printer.


If you choose "print handouts", you have the option to choose the number of slides you want to print on each page. The "3 slides per page" option is particularly useful because it displays small versions of your slides on the left half of the page, and leaves space for your students to write on notes on the right side of the page.

If you choose "print outline view" you will get only the text of your slides (as it appears in outline view) but none of the graphics or animation.

8.6 Slide Show

8.6.1 Running A Slide Show

Running a slide show

There are at least three ways to start a slide show:

a. Select View menu < Slide Show

b. Click the projector button on the lower left part of the screen

Note: clicking the projector button is the ONLY way to start the slide show from a slide other than the title slide. All other methods start the presentation always from the first slide.

c. Hit the F5 Key

Of these three methods, the best is the last one. It is generally recommended that you use the keyboard shortcuts instead of the mouse to navigate through the show while you present, the reason being that this method is faster and makes you look comfortable and knowledgeable as a presenter and thus you make a better impression to your audience.

For this reason, even though you can use the mouse to access the Show Controls Menu (the Show Controls button appears on the lower left corner of the screen when you move the mouse while in slide show mode -- see image below), it is best to use the following keyboard shortcuts:

Go to the next slide: press the SPACE BAR, ENTER, PAGE DOWN, or right arrow key.

Go to the previous slide: press BACKSPACE, PAGE UP, or the left arrow key.

Exit slide show (at anytime): hit Esc Access the pen tool (in order to draw in the screen): CTRL + P Erase pen: hit E

Hide pointer: hit A For a longer list of shortcuts, click here.



http://gethelp.library.upenn.edu/workshops/biomed/ppt/shortcuts.html


mouse menu (in slide show mode)

8.6.2 Transition And Slide Timings

Animating text and objects

There are two ways to animate text and objects: Preset Animation and Custom Animation. Although Preset Animation is relatively simpler, we strongly recommend Custom Animation because it allows more control over animation. The instructions below pertain to Custom Animation only.

1. Click on the slide that you wish to animate and select Slide Show < Custom Animation (You must be in Normal, Outline, or Slide View.

2. In the Custom Animation dialog box, each object is identified in the Check to animate slide objects list.

(If you don't remember what a particular object is, click the object's name in the list; that object appears selected in the preview window.

Click in the object's checkbox to animate that object.


3. On the Effects tab make your entry animation and sound selections.

You may also choose to dim an object after animation (this effect is particularly useful for emphasizing individual points on bulleted lists).

4. On the Order and Timing tab arrange the objects in the order that you want them to appear.

You may also choose the objects to appear on mouse click or automatically. Do not use the automatic option unless absolutely necessary, as it is easier to lose control during the presentation.

Use animation sparingly! Too many effects will distract your audience. Use animation effects to make a point, not to show off.

Slide transitions

Transitions determine the effects applied when you move from one slide to another during an on-screen presentation.

1. To choose a transition effect, select Slide Show < Slide Transition...

2. Select a transition effect from the drop down menu 3. Choose the desired transition speed (Fast is always recommended in order

not to lose the audience's attention) 4. Choose a sound to accompany the transition (optional and NOT

recommended) 5. Advance determines when the current slide proceeds to the next.

o On mouse click advances the presentation to the next slide, or displays the next bullet point, only when you click the mouse. (You can also use the keyboard arrow keys or the spacebar.)

o Automatically after xx seconds, makes the transition xx seconds after the preceding transition ended. NOTE: Make sure that if you select automatically, that you remove the check in on mouse click.


TIP: Use automatic advance only if you are very well rehearsed and certain that there will be no interruptions whatsoever during your presentation (such asquestions from the audience or unexpected problems)

6. Choose Apply or Apply to All

TIP: Don't use a different transition on each slide because your audience's attention should remain focused on you and the content, not the effects. If you want to use multiple transitions, a good rule of thumb is to apply a unique transition to each slide in a specific module of the presentation.

8.6.3 Automating A Slide Show

Select Slide Show -> Slide Transition.

Select the text box automatically after and provide the time.

8.7 Summary

PowerPoint is one of the simplest computer programs to learn. It is the number 1 program used worldwide for presentations. Anyone can create stunning presentations that look like they were designed by a professional.

PowerPoint presentations can be made into photo albums, complete with music or narrations, to distribute on CDs or DVDs. If you are in the sales field, it involves just a few simple clicks to add an illustrative chart of data or an organizational chart of your company's structure. Make your presentation into a web page for emailing purposes or as a promotion displayed on your company's website.

It is often said that style is a personal issue, however, in the case of presentations; legibility comes always first and should never be sacrificed for the sake of the presenter's artistic fantasies.

Below are a few basic stylistic suggestions:

DO:

DON'T:

Save your work frequently (Ctrl+S)

Backup your work frequently

rely on the program's Autosave feature.

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http://presentationsoft.about.com/od/nextstepsinpowerpoint/ss/sound.htm

http://presentationsoft.about.com/od/powerpoint101/ss/slide_types_9.htm

http://presentationsoft.about.com/od/nextstepsinpowerpoint/ss/save_as_webpage.htm


(every day, if possible) Store each presentation and

its associated files in its proper folder

be brief (no more than 6 bullets/points per slide)

use appropriate fonts: big (min. 28pts) and clear (sans-serif). If possible, test your slides: run the slide show and see if you can read your slides from the last row of the room where you will be presenting.

use appropriate colors: not too bright, high contrast, consistent. Remember that what looks good on your monitor does not necessarily look good on the big screen.

create contrast using font size, colors

put everything you present on the slides. Remember that slides are just a visual aid -- if you overload them, the audience will end up trying to read the slides and not paying attention to you.

use different colors / fonts on every single slide.

use bright background colors that will strain your audience's eyes

use too many animation effects! They are VERY distracting for the audience and make you look like a show-off. Use animation only to make a point and not to make your presentation more interesting (use content to do that!).

use the powerful UNDO command (CTRL+Z) to experiment and learn to use the software

ask for help when you need it maintain a good relationship

with someone who knows more about PowerPoint than you do

run experiments at the last minute.

run experiments before you save a separate copy of your file.

panic and start banging your head on the monitor. It won't help (personal experience talking!)


8.8 Model Answers

1. What kind of Package is PowerPoint?

Ans. PowerPoint is a Presentation Package. It can be used to create Slides which can be presented as a Slide Show.

2. What are the different types of views available in PowerPoint? Ans. The different Views available are:

Normal Slide Sorter Slide Show Master Notes Page

3. How can you insert Picture in PowerPoint? Ans. Picture can be inserted in PowerPoint in two ways:

From Clip Art From File

4. How can you animate a Slide? Ans. A Slide can be animated using Custom Animation and Slide Transition. Custom

Animation is used to animate the different objects inserted in the Slide, and, Slide Transition is used to animate the whole Slide.

5. Explain the Print Option. Ans. Print Option is available in the File Menu. From this option the various Slides of the

PowerPoint Presentation can be printed as well as Handouts can also be printed.