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TOPIC – 1
BASIC COMPUTER SKILLS
WHAT IS A COMPUTER?
The word “Computer” is derived from the word „compute". It means „to calculate". We all are familiar with calculations in our day-to-day life. We apply mathematical operations like addition, subtraction, multiplication, division, etc. and many other formulae for calculations. Simple calculations take less time. But complex calculations take much longer time. Another factor is accuracy in calculations. So man explored with the idea to develop a machine, which can perform this type of arithmetic calculation faster, and with full accuracy. This gave birth to a device or machine called „computer".
( Make Computer Block Diagram )
DEFINITION OF A COMPUTER
“A computer is an electronic device, which can be programmed to perform highspeed mathematical or logical operations. Computer accepts, stores, correlates, manipulates and processes information in binary format and display the results in a human understandable language.” To put it simply, a computer is an electronic device that is designed to work with information. The Computer
- Takes in the INPUT information, then.
- PROCESS the information, and then.
- Displays the OUTPUT results. CHARACTERISTICS OF A COMPUTER Let us identify the major characteristics of a computer.
- Speed - Computer can work very fast. It takes only few seconds for calculations that we take hours to complete. computer can perform several million (1,000,000)
of instructions and even more per second. Therefore, we determine the speed of computer in terms of microsecond.
- Accuracy - There is another aspect, A computer can give up to 100 decimal places within a fraction of second and that too accurately. Hence, in addition to speed, the computer provides very high level of accuracy or correctness in computing. 3. Diligence - A computer is free from tiredness, lack of concentration, fatigue, etc. It can work for hours or days together very attentively without creating any error. If millions of calculations are to be performed, a computer will perform every calculation with the same accuracy. 4. Versatility - It means the capacity to perform completely different type of work. You may use your computer to prepare payroll slips. Next moment you may use it for inventory management or to prepare electricity bills or prepare accounts, etc. Therefore computer is highly versatile.
- Multi-tasking - A human being cannot do more than one task at the same time without losing his concentration or with his full efficiency. But for a computer, it is a normal thing to do many tasks simultaneously without compromising in its efficiency. CLASSIFICATION OF COMPUTERS Differences in certain computer characteristics have led to the development of major computer classifications based on the type of electronic signal and memory size. Types of computers based on electronic signal they transmit are:- ( paste picture of all computers ) Analog Computers Digital Computers Hybrid Computers Types of computers based on memory size are:-
- Micro Computers: - Microcomputer is at the lowest end of the computer range in terms of speed and storage capacity. Its CPU is a microprocessor. The first microcomputers were built of 8-bit microprocessor chips. The most common microcomputer is a personal computer (PC). The PC supports a number of input and output devices. Examples of microcomputer are IBM PC, PC-AT.
**Desktop Computer
- Laptop:** There are also called note books. Laptops are portable computers that integrate the display, keyboard, pointing, device or track ball, processors, memory and hard drive all in battery operated package slightly larger than an average hard cover book. **Laptop Computer
- Palmtop** There are also called as personal digital assistants (PDA"s), palmtop are tightly integrated computers. They often use flash memory instead of a hard drive for storage. These computers do not have keywords but relay on touch screen technology for user input.
Palmtop Computer CONCEPTS OF HARDWARE AND SOFTWARE Computer hardware is the collection of physical elements that comprise computer system. Computer hardware refers to the physical parts or components of computer such as monitor, keyboard, hard disk, mouse, etc. “Hardware refers to objects that you can actually see, touch, and feel” like disks, disk drives, display screens, keyboards, printers, mother boards, and chips Computer software – is a collection of computer programs that provides the instructions for telling a computer what to do and how to do it. In other words, software is a set of concerned with the operation of a data processing system. “Software refers to programs which we cannot touch , cannot see and cannot feel by our senses”. Software exists as ideas, concepts, and symbols, but it has no substance. A combination of hardware and software forms a usable computing system.
MS Word allows users to enhance documents by adding images, shapes, and
SmartArt graphics. Pictures and illustrations make content more engaging,
while WordArt helps create stylized text. These features help in designing
visually appealing documents for reports, presentations, and educational
materials.
6. Header, Footer & Page Numbers
Headers and footers in MS Word allow users to add repetitive information,
such as document titles, dates, and author names, on every page. Page
numbers help in maintaining document sequence, ensuring easy navigation.
These features are essential for professional and academic document
formatting.
Importance of Formatting in MS Word
Proper formatting improves the clarity, readability, and professionalism of a
document. Well-structured content with appropriate headings, spacing, and
visuals enhances understanding. Whether for academic, business, or personal
use, good formatting ensures that documents are well-organized and visually
appealing for effective communication.
MS Word is a powerful tool for creating and formatting documents efficiently.
With its rich set of features, users can modify text, paragraphs, pages, and
visuals to enhance the presentation of information. Mastering formatting
techniques helps in producing high-quality and professional documents.
Education – Generating student reports, certificates, and admission letters.
Event Management – Creating invitations and confirmation letters.
Government & Offices – Sending official documents and notifications.
Advantages of Using Mail Merge
1. Saves Time – Automates document creation, eliminating manual work.
2. Reduces Errors – Ensures accurate information by pulling data directly from
a list.
3. Personalization – Adds unique details for each recipient.
4. Efficiency – Useful for bulk communications in business, schools, and events.
5. Consistency – Maintains uniformity in formatting and message delivery.
FORM LETTERS: MAIL MERGE You can use Word’s Mail Merge feature to print form letters by combining a data source with a main document. The data source contains the information that changes with each document, such as the name and address of the person receiving the letter. Each item of information in the data sources is called a merge field. The main document contains the text of the letter that stays the same in each document. DATA SOURCE: To create the data source for a mail merge:
- Open a new file
- From the menu, choose Mailings, Start Mail Merge, Start Mail Merge (drop-down box), Step-by-step Mail Merge Wizard.
- Under Select document type, choose “Letters.”
- Select “ Customize Columns… ”. Word Lists some common merge filed names in columns. Note: To position the fields in the order in which you want them, select a field and click the up or down arrow in the move area of the dialog box to more the field up or down the list.
- To delete any unneeded fields, select the field and click delete. Note: You will be asked if you are sure you want to delete that field, click Yes
- To add a field, click the Add button, type the new field name in the Field Name box, and choose OK. Note: do not use spaces or symbols when creating a field name.
- Customize the fields to reflect the fields in the image below.
- Choose OK again to return to the “New Address List” box.
- Type the variable information for the first record. Press the TAB key to jump to the next field.
- If all the information is correct, choose OK. Note: You can edit information if needed by selecting Edit. Note: The data source is saved as a “Database” using a Microsoft Access Database Software.
RETURN TO THE MAIN DOCUMENT
- Type the main document. To insert data from the data source file, click the Mailings, Write & Insert Fields, Insert Merge Field.
- «Title» «First_Name» «Last_Name» «Address_Line_1» «City», «State» «ZIP_Code» Dear «Title» «Last_Name»
- Save the document. Needed spaces must be typed. Needed punctuation must be typed
- Select “Edit individual letters”
- Select “All” to view and edit all letters in the Mail Merge.
- Save document as “Letters merged" Note: This document contains all merged letters. Make any necessary edits to individual letters at this point then save. Views : Different ways to view your presentation. There are three views to choose from to view your presentation: o Normal View (Slide/Outline Default) You can choose to print letters or edit individual letters
o Slide Sorter View (Thumbnails) o Slide Show View (Presentation View) Masters : Used to set the standard look and feel of the entire presentation by adding your own logo, special clip art, and the date and/or page numbers. For example, whatever is placed on the Master slide, will trickle down to each slide associated with that Master. Layouts : Guides for each individual slide. Includes layouts for inserting graphs/charts, tables and clip art. New to 2007 is the ability to create your own slide layouts. This enables you to re- use complex layouts without having to manually create them each time. Object : An object is anything that is in its own rectangular frame and can be sized, moved and formatted independently. This includes clip art, WordArt, pictures, audio, movies, graphs/charts and tables. Animations : transitions and effects that control movement from one slide to another, i.e. fading in and out, etc. Animations control the content flow of each slide. Output : Besides the electronic output and viewer, slides can be printed as overhead transparencies. Other print options include: o Handouts o Note Pages o Outline View
Launching Your PowerPoint Application:
- Click the Start button on the Taskbar at the bottom left corner of your Windows screen.
- Select All Programs.
- Click Microsoft Office from the submenu, and then select Microsoft Office PowerPoint 2007.
- The Normal View pane appears (see Figure 1, below).
