Computer fundamentals, Study notes of Computer Fundamentals

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Office

Automation Tools

BSCIT - 103

Bachelor of Science (Hons.)

Informaon Technology

IV

Office Automation

Tools

Dr. Babasaheb Ambedkar Open University

Dr. Babasaheb Ambedkar Open University BSCIT- 103 Office Automation Tools Block-1: Basics of Computer UNIT- Basics of Computer 002 UNIT- Introduction to Windows 7 Operating System 023 Block-2: Word Processing UNIT- Introduction to Word Processing 067 UNIT- Formatting in Microsoft Word File 083 UNIT- Advance Formatting in Microsoft Word File 125 Block-3: Spreadsheet and Presentation UNIT- Introduction to Microsoft Excel 2010 154 UNIT- Formulas and Functions in Microsoft Excel 2010 172

Block-4: Internet and Networking

• UNIT-
• Pivot Table, Charts and Review Tools in Excel
• UNIT-
• Basics of Microsoft Power Point
• UNIT-
• Advance features of Microsoft Power Point
• UNIT-
• Computer Networks
• UNIT-
• Internet
• UNIT-
• Email Client
• UNIT- Block-5: Practical Exercise and Best Practices
• Practical Exercises
• UNIT-2

Unit 1: Basics of Computer Unit Structure 1.1. Learning Objectives 1.2. Introduction of Computer 1.3. Classification of computer generations 1.4. Types of Computer 1.5. Characteristics of Computer 1.6. Fundamental understanding of Computer 1.7. Storage Device 1.8. Input Device 1.9. Output Device 1.10. Types of Software 1.11. Usage of Computer 1.12. Limitations of Computer 1.13. Check your Progress: Possible Answers 1

1.1 LEARNING OBJECTIVE Students will get the basic knowledge of computer after learning this chapter. As computer is developed as a multipurpose machine; we will get the information about its components, methods, generations and its types in this discussion. Computer is working as a model, hence we will also understand about characteristics, working of different components and its fundamental knowledge. We will discuss about different parts of physical components like Processor; Input devices and Output devices along with their usage and limitations. In short, students will be familiar with all types of primary information about computer at the end of this chapter. 1.2 INTRODUCTION OF COMPUTER Human being is an amazing animal. He does fantastic inventions. He always tries to make his life easy. This journey of making life easy started from the ancient era and has reached to a digital information era. Digital Information is an electronics information system which is based on computer processing. Each type of work is dependent on gathering of information, usage of information; management of information and providing information to others. Computer is capable to do proper processing & storage of information. As decades are passing; computers are becoming smaller in size with increase in the data storage. Embedded computers without keyboard and mouse are also invented which are used in our day to day instruments like VCR, Automobiles, Aeroplane, Train, Power Plant, Library, Bank, Cinema, Space Centre , toys etc. These embedded computers are very small in sizes which entertain each & every moments of our life. They are affecting so much that they are controlling traffic light; metro train; aeroplane and big ships. The human nature of inventing new things lead to the invention of a machine: computer, which performs the calculations easily and is easy to handle. 1.3 CLASSIFICATION OF COMPUTER‟S GENERATIONS Computer‘s generations can be classified in two types:-Hardware based generations and Program/ Software based generations.

1. 3 .1 Classification of Computer‘s generations (Hardware Based) Hardware and Technology based computers can be divided into five categories depending on their characteristics.

Computer‘s generations can be classified based on programming or software technologies. Generation Characteristics First First generation‘s programming language is called a Machine language or Binary language. Only 0‘s and 1‘s are used in this type of language. It is very difficult to provide data and information using this language. As computer is an electronics device, it can understand this type of two (bi) digit languages. Second This generation‘s language is called an Assembly Language. This language was written using coded symbols. This was very cumbersome. Third These programming languages are called Higher languages. It was very cumbersome to exchange information in the previous generations. Hence, considering this fact, Higher level languages were developed as a part of English language. Translator (Compiler or interpreter) was used to convert this English language into machine language. Translator‘s main work is to convert instructions written in English language into machine language. Fourth In this generation‘s programming language; ―What to do‖ method was adopted instead of ―How to do‖ to reduce coding or programming work and process was made faster. SQL (Structured Query Language) is an example of this generation. Fifth ― Artificial Intelligence ‖ was used in this generation‘s programming languages. Hence programming languages were developed in such a way that computer started to solve the given problems without the help of a programmer. As these programming languages are useful to find mistakes, to work, to understand and recognize audio or video and for complex calculations, Artificial Intelligence was used in this generation of computers. Gradually with the use of artificial intelligence; computer is becoming like a human. 1.4 TYPES OF COMPUTER Famous computers using different technologies are as under. Figure 1. 1 Digital Computer Digital Computers : Computers, which are using the binary method, i.e. two digits: 0 and 1 are called as digital computers. They describe information like words and symbols in binary form. These types of computers are useful in industrial process and to control machinery work. They also do management, analysis or copying of huge business data. Figure 1. 2 Analog Computer Analog Computers: These types of computers use linear composition of voltage, current and frequency. Hence this machine represents continuously changing physical properties in terms of numbers.

Figure 1.૩Hybrid Computer Hybrid Computers: These types of commuters use 0 and 1 i.e. binary method as well as linear composition of voltage; current and frequency method. Hence computer which uses both digital and analog technologies is known as Hybrid Computer. Figure 1 .4 Mainframe Computers Mainframe Computers: These types of computers are large in size and can store huge information. Multiple users can do multiple jobs simultaneously. Generally many terminals are connected with Mainframe Computer. They look like small computer but they are devices only. They transmit and receive information to main computer through cable. Big companies, government agencies and universities use such type of computers. Figure 1. 5 Mini Computer Mini Computers: These computers are small in size and less expensive compared to mainframe computers. They can store huge amount of information. Medium or small scale business units use such computers. Figure 1. 6 Personal Computer Micro Computers/ Personal Computers/ Desktop Computers: These types of computers are very famous. They are user friendly and affordable. Normally, they are used in routine work, personal work and business work. These types of computers are also used in doing routine transactions. Keyboard, Monitor and Mouse are used in such type of computer systems. Figure 1. 7 Laptop Laptops: Such types of computers have thin display. They are light in weight and portable enough to move easily. Laptop computers are personal computers which can be used in a mobile manner. As they are small in size; they are also known as Notebook computers. Single unit of laptop computer consists of Screen, Keyboard, Touchpad, Pointing stick and speakers. Nowadays, a thin version of laptop computer is very famous and is known as Ultrabook computer. Ultrabook is small in size and light in weight. Battery life is also very long in this computer. Very strong and low voltage processor is used in such computers.

Characteristics Details department, for various reservations and also at home. Storage Capacity Storage capacity is one of the most important characteristics of a computer through which we can store and retrieve important information as and when required. It is easy to store any information in computer. Large data accommodates in a small space of computer. Thousands of pages can be stored in a small disc and computer can find a single word or data from a large data base within seconds. Reliability Computers are reliable. Each and every component of computers is made in such a way that it fails rarely.. Repeatability (Can do repetitive tasks efficiently) We feel bored if we have to do one job repeatedly. Our efficiency will decrease and more mistakes will happen. Whereas computers do the same job repeatedly with same accuracy, lightness and concentration. As computer is a machine, it is never affected by feelings like sadness or boredom. Automation Computer work on its own. Computer implements all instructions one by one which are given to it and keep on working until it is instructed to stop the work. 1.6 THEORATICAL UNDERSTANDING OF COMPUTER We know that computer is a machine. Now, it is also necessary to know on which principle it works. We know that a mother uses Mixer or food processor in the kitchen for preparing food. Suppose, if we want to prepare a sauce, we put all ingredients in a mixer for crushing and the mixer would crush them and prepare the sauce. This theory is required to understand how a computer works. Computer can be known as an Information processor as it processes data and provides the information. Prior to that, we need to understand what the data are and what the information is. DATA: Numbers, figures, alphabets or other facts are called as Data. For example: Marks of students, distance between two places, time and name of a place are not useful in their original form. But after processing this data, they become useful. If we compare these data with other data, they will be useful. Data will become more useful if we compare marks of two students. Such as,  Akshar scored 450 marks out of 500. Now after comparison, we can understand that Yogi scored more marks compared to Akshar. If we have marks of all students then we could have known about Yogi‘s rank in the entire class. Information: The result which we get after processing data is referred as Information. Information is useful in its original form itself. Thus, we get information from data. Common Examples of Information:  Akshar got more marks than Yogi.  Train is late by 40 minutes.  Distance between Bhavnagar and Ahmedabad if 180 kms.

Processing: Work done on data is Process. Ex: Summation: subtraction or comparison. Data is converted into information by processing. So let us now define computer. A machine which processes data and provides information is known as a Computer. Computers provide information as follows:  Instruction and data are fed into the computer.  Computer processes the data as per the given instructions.  Thus gives us the information after processing data. InputProcessingOutput DataProcessingInformation The difference between data and information can be represented in a tabular form as follows: DATA INFORMATION A set of statistics and facts Organized Data Less Useful More Useful Can be converted into information Can be used to take decisions Considering all the above factors, computer is a simple model which functions with its basic components input, memory, processor and output. Input Unit: To perform any kind of task, computer has to be given commands. Arrangement has been made such that computer can accept commands and instructions given by the user for processing, and is known as the input or import unit. For example: Mouse, Key-board, Scanner etc. Memory: Information entered through input devices is stored in computer memory. Processor: Processing unit or Processor does various types of processing on information stored in computer memory. Output Unit: Results generated by the processing unit is presented to the users by the Output unit. Examples of Output Devices: Monitor, Printer, Plotter etc. After looking at four main components, let us concentrate on where these components are connected in computer.

1. Arithmetic Logic Unit (ALU): ALU is a part of computer which does different logical works and mathematical calculations like addition, subtraction, multiplication and division. It is a high speed digital circuit which solves puzzles and does comparison too. Functions of Arithmetic Logical Unit: It executes almost all mathematical and logical functions done by the computer. For this, it takes required information from a fixed computer memory which is known as the Processor Register. After getting the information; the ALU processes it and the result is stored in the ALU Output register. It does addition and subtraction kinds of activities too. Complex calculations are also carried out in this unit only. 2. Register: These are high speed storage components. Each datum is recorded in registers before it is processed. For Example: While multiplying two numbers, both the numbers will be recorded in register as well as their results will also be recorded in register. (Apart from actual information, information about the location where information is stored is also recorded in the register) 1.7 STORAGE DEVICES Human beings are capable of storing data in brain and can recollect it when required. Likewise computer can store both data and information in the storage devices. There are two types of computer memory: Primary Memory and Secondary Memory. Let us see both these memories in detail. 1.7.1 Primary Storage Primary storage is also called as the Main storage or Memory. Primary memory is a memory that remains in touch with CPU constantly. It stores information, gives proper commands and takes care of them as per requirement. All types of information, data and applications are stored here systematically. Primary storage is of three types as shown below. Primary Storage RAM ROM Cache Memory (Random Access Memory) (Read-Only Memory) RAM (Random Access Memory) RAM is a storage place where information is stored and can be accessed fast. RAM is one kind of volatile memory. Volatile memory is a memory in which electricity power is required to access a memory. If electricity is not available during that time, then stored data cannot be retrieved.

There are two main types of RAM:

1. Dynamic RAM: Dynamic RAM stores information for fraction of a second. It has to be refreshed thousands of time per second. It is slower and cheaper than static RAM.
2. Static RAM: Static RAM uses a completely different technology. Static RAM stores information till the power is on. It is expensive and consumes more power and is faster than Dynamic RAM. 1.7.1.2 ROM (Read Only Memory) It gives a facility to read only from a computer. Data and commands are stored in it when it is being manufactured. It is a kind of static memory. Data can be stored here permanently. The information is retained in it even if the computer is turned off. Data in ROM is not modifiable. ROM is suitable to store the data which are not required to be modified. Even during power cut, it is capable to store them, thus it is permanent and Non-volatile in nature. Non-Volatile Memory: There are various types of ROM available as:  Programmable Read Only Memory (PROM)  Erasable Programmable Read Only Memory (EPROM)  Electrically Erasable Programmable Read Only Memory (EEPROM or Flash ROM)  Electric Alterable Read Only Memory (EAROM) Some ROM are Non-Volatile but can be reprogrammed.  Programmable Read Only Memory (PROM): In this ROM, data program is written on empty chip using a special unit named PROM writer.  Erasable Programmable Read Only Memory (EPROM): It is the kind of ROM, where data written on it can be erased by exposing it to Ultraviolet light.  Electrically Erasable Programmable Read Only Memory (EEPROM): In this PROM, electrical signals are used to erase information instead of ultraviolet light.  Ultraviolet Erasable Programmable Read Only Memory (UVEPROM): This memory can be erased and reprogrammed using ultraviolet light. 1.7.1.3 Cache Memory Cache: Cache is a high speed memory which is between the CPU and the Main memory. In this, data which are in use at present and data which have been used recently used can be stored. It is effective because it is faster than the main memory but its storage capacity is less as it is more expensive than the main memory. 1.7.2 Secondary Storage Secondary storage technology is related to storage devices and storage media that are not directly accessible through computer. Hard disk, CD, DVD is examples of

Let‘s give a look on different types of DVDs. DVD Type Description DVD-R Information‘s can be recorded for one time only on DVD-R and data is retained permanently on the disk. This disk cannot be recorded for second time. DVD-R has a storage capacity of 4.71 GB generally. DVD-RW DVD-RW is suitable to re-write the data. Information‘s written on DVD-RWcan be removed without any problem and can be recorded for number of times. DVD-ROM DVD-ROM Digital disk is useful mainly for storing huge software programs only. It is just like a compact disc (CD-ROM) but has more capacity. Storage capacity of DVD- ROM is approximately 4.38 GB. Blu-Ray Disk: Blu-Ray disk is known as BD. It is a new Optical disk format, jointly created by Blu- Ray Disk Association and world leader consumer electronics group. Blu-Ray disk has been developed for mass storage of high quality videos (HD video playback) and recording. Its storage capacity is five times more than a DVD. Storage capacity of one BD is 25 to 50 GB. Blu-Ray disk having storage capacity of 500 GB is under development. Figure 1. Hard Drive

1. Hard Drive: Hard Disk is a magnetic disk, is set in a sturdy box which is known as a Hard Drive. The hard drive is configured in CPU box. According to the instructions, computer can read and write the content from the Hard Disk. Hard disk stores all the information in its magnetic area. So even if there is power failure or computer is turned off by mistake, stored information will not be erased. Hence it is known as Local Storage device.Hard disks are faster than the floppy disks. To transfer large amount of data, external hard drives are available in the market which can be connected externally to the CPU through USB port. Figure 1.17 Pen Drive

Pen Drive:Pen drvie is able to store the data for long time. It is solid and is a highly durable storage device. It does not need any extra software and is compatible to connect with most computers.. A pen drive can be used easily by students, professionals and academicians being small and handy device.Currenlty it is available with storage capacities of 8 GB, 32 GB and even more. Graphics, heavy documents, photographs, music, videos and movies can be stored in a pen drive. A pen drive is plugged into computer‘s USB port and is a plug-and-play device. It comes with a USB port. Using pen drive data can be transferred easily from one machine to another machine. Moreover being small in size, it can be handled easily, and can be kept in pockets or purse. 1.8 INPUT DEVICES The unit that puts or feeds data into the computer is known as the input device, through which the data or informations are entered into the computer. Computer input devices are used to provide data as well as control signals. Here we will get information about some importanct input devices of computer.

Figure 1.18 keyboard Keyboard : The most common and popular inpur device is the keyboard. The keyboard is used the input of data into the computer. keyboard has 82 or 102 keys. Keyboard with 104 keys are available for internet and windows. The utilities of various keys on the keyboard is shown in the following table: Key Description Alphanumeric Key These keys include characters (A-Z,a-z) and numbers(0-9) Numeric Keypad It is used for inputting the statistical data or for cursor movement. In general, it has a 17 key set Function Key These keys are used to control cursor and screen. Keys F1 to F12 are the function keys. Special Key These include ―Enter, Shift, Caps Lock, Num Lock, Space bar, Tab, and Print Screen" keys. Each key is used for a particular purpose. It also includes Home, End, Insert, Delete, Page Up, Page Down, Control(Ctrl), Alternate(Alt), Escape(Esc) and four directional arrow key. Mouse: The mouse is the most popular pointing device. It is very famous cursor control device. In general, a mouse contains two buttons – left button and a right button and a scroll bar in the center. Mouse can be used to control the position of the cursor on the screen. Figure 1.19 Mouse Joystick: Joystick is used to move the cursor on the screen of the monitor. It is a directive device. Joystick can be moved in all the four directions. The function of the joystick is similar to the mouse. It is primarily used for Computer Aided Design (CAD) and playing computer games. Figure 1.20 Joysick Light Pen: Light pen is a pen like pointing device.It is useful to display the selected menu item. It is an optical system that is placed in a small tube, which sends corresponding signals to the CPU. Figure 1.21 Light Pen Track Ball: Track ball is mostly used in laptops or notebooks. It is a semi-rounded ball where in the indications are given by the movement of the fingers on the ball. The track ball takes up less space than the mouse. The track ball is available in different shapes like ball, button or square. Figure 1.22 Track Ball