COMPUTERR SOFTWARE

Software: Software refers to a program or set of instructions that causes the Hardware to function
in a desired way.
There are mainly three categories of software. They are:

1. Operating System (OS).

2. Application programs.
3. Utility programs

1. Operating System (OS) : The software that manages the resources of a computer system and
schedules its operation is called Operating system. The operating system acts as interface
between the hardware and the user programs and facilitates the execution of programs.

Generally the OS acts as an interface between the user and the Hardware of the computer.

i.e It is a bridge between the user and the Hardware.

The User interface provided by the OS can be character based or graphical.
CUI -- Character user Interface

GUI -- Graphical user Interface

CUI : It is operated with keyboard only. Ex: MS-DOS, UNIX
GUI : The system can be operated with mouse and keyboard.

Example of operating systems:

Windows 2007, Windows 2010 etc ,Linux, Unix, MS DOS,

Functions of Operating System :

Today most operating systems perform the following important functions :

1. Processor management : It manages the assignment of processor to different tasks

being performed by the computer system.

2. Memory management : It manages the allocation of main memory and other storage areas
to the system programmes as well as user programmes and data.

3. Input / Output management : It manages the co-ordination and assignment of different

Input and Output devices while one or more programs are executed.

4. File management : It allows all files to be easily changed and modified through the use
of text editors or some other file manipulation routines.

5. Establishment and enforcement of a priority system : It determines and maintains the

order in which jobs are to be executed in the computer system.

6. Interpretation of commands and instructions.

7. Facilitates easy communication between the computer system and the computer operator.

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1. Application Programs: These are user written programs to do a specific job which can be
changed to meet the individual needs. These programs are written in different programming
languages such as C programming languages.

Example: Payroll, Billing, Railway Reservation etc.

2
General Purpose Packages: These packages are developed to suit the needs of research workers /
scientists in different fields. These packages are categorized as :

Word Processing
These are softwares used for document processing ie typing of documents. Eg MS Word.

Spread Sheet
These are software used for basic calculations eg MS-Excel etc.
3. Utility Programs: These are pre-written programs supplied by the manufacturer for maintaining day
to day activities of computer system. E.g Anti-virus programs etc

*******

Parts of a window screen:

Desktop: The desktop is the on-screen work area on which Windows, Icons, menus & dialog boxes
appear. The Desktop can have several components. Parts of the desktop include Icons &
the taskbar.
Components of the Desktop:
 Icons
 Taskbar

Icons: Icon is a small image that represents a file, folder or program.

The text below each icon is the name of the Icon. When we rest the mouse pointer on an
icon, a rectangular box appears. This is referred to as Tooltip. It gives a brief description of the Icon.
All the open applications are available on the Taskbar.

PARTS OF A WINDOW
The window on a desktop is the rectangular area displaying content independently of other areas of the
screen.
The different parts of a window are the Title bar, Menu bar, the Toolbar, and the min, max & close
buttons. These tools are used to manage the window & the components within it.

Title bar – This is the title of the window, like your name at the top of a piece of paper. The Title
bar is also the handle for the window. If you click and hold the mouse button down on the title bar,
you can move it around the screen.


Minimize – To have a window take the minimum amount of desktop space possible, click
 the minimize button. This drops the window into the Task bar like a piece of paper going
into a drawer. The Task bar will show the task whether or not the window is minimized.

3
 
 Maximize – To have a window take the maximum desktop space, click the maximize button. This
stretches the window out like an architect‘s floor plan being rolled out over the desk.

 Restore – A maximized window will cover over all the other windows and icons on the desktop. The Restore
button places the window back so that more than one window can display at a time.

Close (X) – When done witha window, you can have it taken completely off the desktop by closing it.
Use the X button to do this.

Menu bar: The Menu bar displays a list of commands that can be used to perform various tasks. ( this
will be below the Title bar). Menu items are commands within the menu bar that allow choosing of
functions & tasks.

Tool bar: contains a set of buttons for frequently used commands.

Scroll Bars: On the bottom and right edges of a window we find scroll bars. They are used to pan
across the information in the window, when we have information which won‘t fit into the window. The
Status Bar :The Status bar appears at the very bottom of the window and provides such information as
the cursor position, current page number, the number of words in the document etc.

WORD PROCESSING
Definition: Word-processing is essentially typing, editing, and manipulation of a document in a desired
form.

Features of Word-processing:
1. Word-wrap
2. cursor control
3. editing
4. formatting
5. spell-check
6. thesaurus
7. macros
8. printing
9. file management
10. mail merge printing

1. Word-wrap: In word-processing packages, the text can be continuously typed and the computer
automatically starts a fresh line when a line is filled up. As soon as the length of a sentence
exceeds the right margin, the corresponding word is automatically adjusted in the following line.
This is called ―word-wrap‖. A paragraph is created only when carriage control is externally
given for a sentence.
2. Cursor Control: The four directional keys of the keyboard ( ) helps in locating the text
for editing in much the similar manner as that of a pointer or pencil.
3. Editing: Words or lines can be entered (inserted) or deleted in any part of the text with proper
alignment . Similarly, there is a facility to ‗recover‘ the text which is deleted by mistake or
accidentally. Another important facility is that any ‗word‘ can be replaced by a new word
through out the file, wherever the old word appears. In addition to these, a block of text(which is
frequently used) can be prepared and moved or copied wherever desired in the file.

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4
 4. Formatting : The text formatting refers to the way the text is desired to appear on a page. This
includes following functions

  setting left and right margins

  paragraph settings
  line spacing
 selecting font specifications such as underline, bold, italics, superscripts and
subscripts

 setting foot-notes

  number of lines per page
  printing page numbers and headings for ‗Header‘ and ‗Footer‘
  table of contents
  indexing the text
5. Spell-check: Word-processing packages provide checking of spellings facility
6. Thesaurus: It provides synonyms (or words with similar meanings)
7. Macros: A macro is a character or word that represents a series of keystrokes. The ability to
define macros allows us to save a lot of time by replacing common combinations of keystrokes.
8. Printing: It gives a ‗hard‘ copy of the text. The printing can be controlled after printing a fixed
number of pages or can be resumed from any specified page number.
9. File management: This facility allows to create, delete, move & search for files.
10. Mail merge printing: This facility helps in printing same ―original‖ letter with different
addresses, so that each letter is ―original‖ and not a carbon copy.
Word-processing Packages: Several word-processing packages are available. Some of these are listed
below:

1. MSWORD (SOFT WORD) 2. WORDSTAR . ETC

*******

MS-WORD
MS- Word is a word processor. The extension name of MS- word is .doc. It is an application used to
create, edit, print and save a document. It allows the user to insert pictures, tables, charts, drawings &
features that will make the text richer & more interactive.
( The term document refers to a file created using word processor)

Starting MS-Word:
  
Start All Programs MS-office MS-word
MS-word icon is w.

5
The default Word document includes the following layout tools:

 Title bar: displays the document name and the application.


 Menu bar: Contains the list of menus available inside word, each menu contains a specific set
of commands.

 Standard toolbar: provides shortcuts in the form of buttons for frequently performed tasks.

 Formatting toolbar: Contains a list of formatting options available inside the format menu.

 Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the
default unit of measure is in inches.

 White page area: is the space area where you type, edit and format your document.

 Insertion point : is the blinking vertical line that indicates the position on the screen where text
or graphics will be placed.

 Task pane : is a small window within the word window that provides shortcuts to commonly
used tasks.

 Scroll bars : are used to move up and down or left and right in a document.

 Status bar: displays the details such as the page number the user is working on, section no.,
page no. out of the total pages found in the document, line number, column number etc.

Standard Toolbar:
This toolbar contains buttons to allow you to perform the basic operations such as opening and closing a
document, moving and printing data.

Function of commonly used buttons

 New: Creates a new blank document based on the default template


 Open: Opens or finds an existing file

 Save: Saves the active file with its current file name, location and file format

 Print: 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 & Grammer: 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
 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

 Insert table: Insert a table into the document, or make a table of selected text

 Insert Excel worksheet: Inserts an Excel spreadsheet into the Word document

 Columns : Changes the number of columns in a document

 Drawing: Displays or hides the Drawing toolbar

 Zoom (100%): Enlarge or reduce the display of the active document

6
  

Formatting Toolbar:
The formatting Tool bar is the easiest way to change many attributes of a text.

 Style menu: Allows you to make your text Bold, Italic, underlined… depending on the style you
choose.

 Font : Allows you to change the font by clicking on the drop-down arrow on the right of the font
name box. You can view a list of fonts available, you can scroll down to view more fonts and
select the font name you wish to use by clicking on its name.

 Font size : Allows you to change the font size by clicking inside the Font size box and entering a
value or by clicking on the drop-down arrow on the right of the box to view a list of sizes
available. Select then a size by clicking on it.

Note : A Font size of 11 or 12 is best for paragraphs of text.

 Bold, Italic, Underline : Each button respectively allows you to make your text appear as bold,
italic or underlined.

 Alignment : Each button respectively allows you to make your text aligned to the left, center
or right side of the page. You can also justify the text across the page using the justify button.

 Line spacing : Allows you to set the amount of space that word puts when go to a new line.

 Text orientation : Allows you to change the typing direction of your text, from left to right or
right to left manner.

 Numbering, Bullets : Allows you to make your text appear as a bullets list or as a numbering
list.

 Increase / Decrease indent : Allows you to increase or decrease the indentation of your
paragraph in relation to the side of the page.

 Outside Border : Allows you to add a border around a text selection.

 Highlight color : Allows you to change the color behind a text selection.

 Font colour : Allows you to change the colour of the text.

Features of FILE MENU ( ALT F):

1. New- Opens new Word file (Blank Document file)

2. Open- Opens the existing files
3. Save- Saves the file with one name
4. Save as-Saves the file with more than one name( with different formats)

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5. Save as Web page – This is used to save a document in a Web style. (with HTML extension)
6. Versions - This is used to do the parts of work in small parts. i.e a bulk ( big/ more) work can be
done in small parts.
7. Web Page Preview – This shows the web page in printable form.
8. Page set up - To set the margin, paper size, Orientation
9. Print - To get the printout.( Specified pages and no. of copies).
10. Properties - This gives the details about the document ( the type of file, the size of file, the date of
creation, date of modification and file location)
11. Send - This is used to send the file document to internet mail to some other person.
12. Exit - To close the Ms-word.
To insert a new page, press Ctrl + Enter

1. Font - used to change the font face, style, size etc.

2. Paragraph - Used to set the space between paragraphs and also between the lines
3. Bullets - Used to highlight points in number wise / bullet wise.
4. Borders & Shades - Used to apply different borders to the table / to the page.
5. Columns – Used to write the text in column wise.
 
To have a break in columns, a column break is used ( insert menu break
Columns) Ctrl + Shift + Enter
6. Drop Cap - Used to drop the letter to different lines.
7. Text direction - Used to change the direction of drop cap (Note : To use text direction, drop
cap must be used first)
8. Change case - Used to change the case of the text.
9. Toggle – This converts lower case letters to upper case & vice –versa in a word.
10. Back Ground - This is used to change the back ground colour of the document but the color
can be seen only in the web layout.
11. Theme - This is used to change the document, backgrounds with some existing design
background. This shows the background only in the web layout.
12. Style - This is used to change the writing fashion of the document which are already existing.
13. Frames - Frames are used to write different documents in one single document.

Some important features of Tools menu:

Spelling &Grammar : Used to check the spelling and correct the words with related word. ( F7)
Thesaurus : Used to know the synonym (meaning) of the word. (Shift +F7)
Mail merge : used to type the letters with the same matter but different addresses.

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 MS WORD – working with files:

Creating a New document:

  Click the New Blank document button on the standard tool bar. (or)

 From the Menu bar, choose File New, the New document task pane will open, and select
Blank document.

 Click the open button found on the Standard tool bar. (or)
 From the task pane, select getting started and the select more (or)

 From the Menu bar, select File Open
Saving
 a document:
 Click the Save button on the Tool bar. (or)

 From the Menu bar, select File Save (or)
 Follow the key sequence Ctrl + S

Printing a document :
 Select File  Print (or)
 Click on the Print button on the Standard Tool bar (or)
 Click Ctrl + P
Print dialog box appears. Select All pages (or) Current page (or) type the page numbers and also
select number of copies according to the requirement and click O.K


 Select File close
 Click on the small X found on the right top next to the Menu bar and the Title bar.

MS -EXCEL

Spreadsheet is a software that helps to perform basic calculations using formula and functions..
Spreadsheet displays data in the form of rows and columns. An intersection of row and column is known
as a cell. MS-Excel is a window based spreadsheet developed by Microsoft corporation. It includes all
features of a spreadsheet package like recalculation, graphs & functions. It also provides many
Mathematical, Financial & Statistical functions. Thus it is used in many scientific and engineering
environments for analyzing data. Excel can even hold graphic objects like pictures & images.

Getting started with Excel:

An Excel document is called a workbook. By default, Excel workbook contains 3
worksheets designated as sheet 1, sheet 2, sheet 3.
The extension name of excel workbook is .xls
We can start excel in many ways:
   
1. Start Programs Microsoft office Microsoft Excel hit enter.
  
2. Start Run Type Excel hit enter
3. Double click on the Microsoft application Icon.

9
10
Components of the Excel window:
An Excel window has several unique elements identified in the figure below:

 Rows, columns & cell: In a worksheet rows are numbered from top to bottom. The columns are
labeled with letters from left to right. Rows are numbered from 1 to 65,536 and columns labeled
from A to IV (256 columns).

 Title bar: The title bar contains the name of the program Microsoft Excel and the default name
of the workbook Book1 that would change as soon as you save your file and give another name.

 Menu bar : The Menu bar contains menus that include all the commands you need to use to
work your way through Excel such as File, Edit, View, Insert, Format, Tools, Data, Window and
Help.

 Tool Bar: Tool Bars are usually shortcuts for menu items. Standard and formatting toolbars are
displayed by default.

 Active cell: The cell in which you are currently working.

 Formula bar: displays the contents of the active cell.

 Name box: displays the cell address of the active cell. Column letter followed by the row

number. Ex: B6

 Worksheet area: The middle portion of screen which occupies a major area is called worksheet
area. In this area, information or data (i.e.) either textual or numerical can be entered and the
results can be displayed. A worksheet is a large work area of 65,536 rows and 256 columns.

 Status bar: located at the very bottom of the screen displays brief information about activating
features within the worksheet area.

 Sheet tabs: appear above the status bar displaying the names of the worksheets.

11
Formula bar & Name box
The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use the formula bar to
enter and edit worksheet data. The contents of the active cell always appear in the formula bar. When
you click the mouse in the formula bar, an X and a check mark appear. You can click the check icon to
confirm and completes editing, or the X to abandon editing.

Formulas:
In Excel. One of the powerful features is formulas. A formula is an equation that is used to perform
calculations on data in a worksheet. We can use formula to perform Mathematical, Statistical &
date/time operations on a single value or a set of values by using operators.
The cells in which formulas are stored, display the result of the calculation and not the formula.
In Excel, a formula starts with an equal (=) sign and should be followed by the operation to be
performed. We can use any number of operators in a single formula. MS- Excel evaluates the
formula according to the order of precedence of the operators.

Operator Operation Order of precedence

( ) Bracket 1
^ Exponentiation 2
*, / Multiplication , Division 3
+/ - Addition, Subtraction 4
& Concatenation 5
=/>/< Comparisons 6

39

12
 Examples of the formula expressions:
1. Suppose the values in the cells B2, C2, D2 are 34, 28, 56 respectively. To add these values and
to have the result in the cell F2,
Step i) Click on the cell in which total marks is to be displayed, i.e F2
ii) Type = ( B2 + C2 + D2 )‖
iii) Press Enter

2. Suppose the value of the cell B6 is 78345. Divide the value by 5 and have it in the cell E6:
Step i) Click the cell E6.
ii) Type = (B6/5)
iii) Press Enter

3. Multiply the value 549 of the cell C3 with the value 43 of the cell F3 and have the result in
the cell I3.

ii) Type = ( C3 * F3)

iii) press Enter
The result 23607‖ will be displayed in the cell I3.
Functions :
A function is a built-in, readymade and frequently used formula that accepts data, perform calculations
& returns results.
To enter a function in a cell,
i) Click the cell in which you want the result of the function to be displayed.
ii) Type ―=‖ sign.
iii) Type the function name.
iv) Type the cell range & other arguments within brackets.
v) Press Enter.
Note : To specify a range of cells, a colon (:) is used between the first & last cell addresses.
Example: =Average(B1: B10)
Calculates the average of the values in the cells B1 to B10
Mathematical functions with syntax and purpose:
i) Sum( number1, number2,…) – gives the sum of the values in a specified range
ii) Abs( number) - gives the absolute value of the number
iii) Fact( number) - gives the factorial of the number
iv) Sqrt(number) - gives the square root of the number
v) Log(number) - gives the logarithm of the number
Statistical functions with syntax and purpose:
i) Average( range of cells) - calculates the average of the values in a specified range
ii) Stdev(range of cells) - calculates the standard deviation of the given data
iii) Mean( range of cells) - calculates the mean of the given data
iv) Max( range of cells) - gives the maximum value within the range specified
v) count( ) - counts how many numbers are there in the list of arguments

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13
 MS-ACCESS

The Database is an organized collection of data related to a particular topic or purpose. The
database serves as a base from which a desired information can be retrieved, many meaningful
conclusions can be drawn. A database stored electronically has distinct advantages over a manually
organized system. A database can be maintained in a computer by using a database management
system(DBMS).
DBMS is an application that enables to maintain data in a database. Maintaining data
involves storing, organizing and retrieving data.
MS-Access is a Relational Database Management System (RDBMS) that is used to store and
manipulate large amount of information. The extension name of Ms-Access file is .mdb.
To start MS-Access:
   
1. Start Programs MS office Ms-Access Enter
  
2. Start Run Ms-Access Enter

1. Tables : Store database data in Rows (records) and columns (fields). Every row represents a
Record. Each piece of information in a record is called a Field.
Ex: A table can contain personal information about all the students in a college.
Every row containing information about a student represents a record. The records in the student
table can include fields such as Admission number, Student name, Address, Phone number etc.

2. Queries : used to retrieve information from a database based on specific conditions.

Ex: A Query can be used to extract details about students studying in a particular class.
3. Forms : used as interfaces for users to enter, view and modify data in a Table.
4. Reports : used to present data from tables or Queries in a format of our choice. i.e the printable
form of the table or query or form. We cannot make changes to the data in a report. We can
format the data in a report.
5. Pages : display shortcuts to data access pages in the database. A data access page displays data
stored in a database over the internet.
6. Macros : used to automate frequently performed tasks.
Ex: we can create a macro to print a report automatically.
7. Modules : used to perform advanced database operations, such as validating data against
complex conditions.
Creating a Database :
A Database can be created by using the database Wizard or by using the Blank Database
command.
 The database Wizard is used to create tables, forms, queries and reports by following a series of
steps provided by the wizard.

 The Blank Database command is used to create a blank database. All database objects should be
created manually.
 
Click on File menu New Enter

A window appears give a name to the database

48

14
 Creating a Table :
1. Open the database in which the table is to be
created. The database window appears.
2. under objects, click Tables and then click New on the database window
toolbar. The New Table dialog box appears.

Working with Database Fields :

Microsoft Access database fields are created by entering a field name and a field data type in each
row of the field entry area of the database table window.

types in MS-Access :
The following list summarizes all the field data types available in MS- Access, their uses and
their storage sizes.
 Text : used for text or combinations of text and numbers, such as addresses or for numbers
that do not require calculations, such as phone numbers, or postal codes.

Stores up to 255 characters.

 Memo : Used for lengthy text and numbers, such as notes or descriptions. Stores upto
64,000 characters.

 Number : used for data to be included in Mathematical calculations, except
calculations involving money. Stores 1,2,4 or 8 bytes.

 Date / Time : used for dates and times. Stores 8 bytes.

 Currency : used for currency values and to prevent rounding off during calculations. Stores
8 bytes.

 Auto Number : used for unique sequential or random numbers that are automatically inserted
when a record is added.

 Yes /No : used for data that can be only one of two possible values, such as yes/ No,
True/False, On/Off.

 OLE object : used for OLE objects like pictures, graphs and other binary data. Stores up
to 1 GB.
Queries :
 By using queries we can view, change and analyze data in different ways. You can also use
them as the source of records for forms and reports.

15
  You can bring together data from multiple tables and sort it in a particular order.

 You can perform calculations on groups of records.
Forms :
 In a table, number of records are displayed at a time. But, if the table has many fields, then it
may not be possible for a user to view all of them. The screen may be too small to fit it. The
user may have to scroll horizontally or vertically to view the rest of the fields/ records.

 In forms, the data can be displayed as per the users requirement. The records are generally
displayed one at a time. The fields can be arranged as the user wants it. Pictures can be added
to a form. The display and contents of the form is controlled fully by the user.

 In forms there are 3 views,
i. Design ii. Datasheet & iii. Form view
 The datasheet view shows many records whereas form view displays single record. You can
toggle between these three views using the View Tool.
Report:
The data shown in a table, Query and forms are meant for displaying it on screen, but when you
take the printout or the Hard copy, it is known as Report. In the database window, the open
button is replaced by the preview button, when you click the report tab. Reports can be viewed
either in print preview mode or design mode. Data cannot be edited in the reports. The report
preview shows how the data will appear on taking out the printouts.

******

16
 Networking and Internet
A network is an arrangement that enables two or more computers to communicate (talk) to each
other.
Types of Networks
Networks can range from a small group of computers linked together in a class room to
thousands of computers linked together across the globe. Depending on the geographical location,
networks can be classified as

a) LAN ( Local Area Network)

b) MAN ( Metropolitan Area Network)
c) WAN (Wide Area Network)

Local Area Network:

This is a type of computer network that connects/ links computers in a small geographical area.
If a network is confined to a single location, typically a building, it is called a LAN.
Ex : Set of interconnected computers within an office.
Metropolitan Area Network:
This is a type of computer network that covers / links computers in adjacent towns or cities.
A metropolitan area network is a network that is larger than a LAN, it connects the computers
distributed across multiple buildings. Ex: the computers in all branches of an office within a city.
Wide Area Network:
This is a type of computer network that connect / links computers in a large geographical area
such as the entire world.
When a network is located over wide areas such as cities, states, countries or even continents, it is called
a WAN.
Ex : i. Computers in different branches of a Globalised company.
ii. Internet
INTERNET

The internet is a global connection of computers. These computers are connected via a huge
network of telecommunication links. The internet allows you to access to a whole resource of data and
information stored at different sites (called hosts) and locations around the world. The communication
links which inter connect each host computer use a common method of transmission known as TCP/IP,
which stands for Transmission Control Protocol / Internet Protocol.

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