BASIC COMPUTER APPLICATION NOTES

TOPIC:
1. INTRODUCTION TO COMPUTER
2. MICROSOFT WORD
3. MICROSOFT EXCEL
4. MICROSOFT POWERPOINT
5. MICROSOFT PUBLISHER
6. MICROSOFT ACCESS
7. INTERNET AND EMAIL

1. INTRODUCTION TO COMPUTER
Define computer: is an electronic machine that takes data, store it, processes that
data and produce information.
Computer are used in business for many tasks including word processing, filing,
assembling number.
Data: is unprocessed fact. (has no meaningfull)
Information: is the processed data. (has meaningfull)

Function of computer
 Input data:
Entering data using a keyboard or mouse
 Output data:
Displaying the results on a monitor or printer
 Process data
Central processing unit(CPU) processes the data
 Storage
Saving data in memory(example; hard disk, flash drive)

Main parts/Classification/Components of a computer

 Hardware:
The physical parts of the computer
Examples: monitor: display what you see
Keyboard: used for typing
Mouse: used to point and click
CPU: the brain of the computer
Printer: used to print documents
 Software:
the programs or instruction that tell the computer what to do.
Examples: window, linux , Microsoft word, microsft excel, powerpoint
INPUT AND OUTPUT DEVICES
Input Output
devices devices
keyboard Monitor
mouse printer
scanner speaker
microphone projector
STORAGE DEVICES
Hard disk: store large data inside the computer
Flash drive(USB): portable storage
Memory card: used in phones and camera
CD/DVD: used to store music, video and documents

Operating system: is a software that manage computer hardware and software

GENERATION OF COMPUTER:
Computer have evolved over time through five generations, each marked by
technological advancement.
1. FIRST GENERATION(1940 -1956)
Technology used: vacuum tubes
Programming language: machine language(0s and 1s)
Speed: very slow
Size: very large(occupied whole rooms)
Heat: produced a lo of heat
Example: ENIAC, UNIVAC

LIMITATION or disadvantages:
 Expensive to maintain
 Required a lot of power

2. SECOND GENERATION(1956-1963)
Technology used: transistor
Programming language: assembly language)
Speed: faster and more reliable
Size: smaller than first generation
Heat: less heat produced
Example:IBM 1401
 Characteristics
 Cheaper and more efficient
 Used in business and scientific fields

3. THIRD GENERATION(1964-1971)
Technology used: integrated circuits
Programming language: high level
Speed: faster processing
Size: much smaller
Multasking: supported multiple programs
Example: IBM system/360

Characteristics
 More reliable
 Used in more industries, banks, and education

4. FOURTH GENERATION(1971- PRESENT)

Technology used: microprocessors
Software: operating system
Devices: desktop, laptop, smartphone
Example: intel 4004

characteristics:
 Very small and portable
 Very fast and cheap
 User friendly

5. FIFTH GENERATION(PRESENT AND FUTURE)

Technology used: artificial intelligence (AI)
Example: GOOGLE ASSISTANT

characteristics
 Learning from experience(machine learning)
 Natural language understanding
 Voice recognition, face detection
TYPES OF COMPUTERS
Computers can be categorized based on size, purpose, and functionality.

1. Based on Size and Power

a) Supercomputer
The most powerful type of computer.
Used for complex scientific calculations (e.g. weather forecasting, space
research).
Example: IBM Summit, Fugaku.

b) Mainframe Computer
Large and powerful, but not as fast as supercomputers.
Used by big organizations for processing large amounts of data (e.g. banks,
government agencies).
Can support hundreds of users at the same time.

c) Minicomputer (Mid-range)
Smaller than mainframes, larger than microcomputers.
Used by small or medium-sized businesses.
Can support several users.

d) Microcomputer (Personal Computer - PC)

Most common and affordable.
Designed for individual use.
Examples: Desktop computers, laptops, tablets, smartphones.

2. Based on Purpose
a) General-Purpose Computer
Can perform a wide range of tasks.
Used for office work, internet browsing, games, etc.
Examples: Laptops, desktops.

b) Special-Purpose Computer
Designed to perform a specific task.
Examples: ATM machines, washing machines with embedded computers, GPS
devices.

3. Based on Functionality
a) Analog Computer
Works with continuous data (physical quantities).
 Used in scientific and engineering fields.
Example: Speedometer, thermometer.

b) Digital Computer
Works with binary data (0s and 1s).
Most common type today (e.g., laptops, desktops).

c) Hybrid Computer
Combines features of both analog and digital computers.
Used in hospitals (e.g., ICU monitoring) and scientific research.

Summary Table
Type Example Use Size
Supercomputer Climate modeling Very large
Mainframe Banking system Large
Minicomputer Business servers Medium
Microcomputer Personal use (PC, laptop) Small
Analog Computer Temperature measurement Varies
Digital Computer Most modern devices Varies
Hybrid Computer Hospital systems Varies

CHARACTERISTICS OF A COMPUTER

1. Speed
o Can perform millions of instructions per second.
2. Accuracy
o Very accurate if instructions are correct (few errors).
3. Automation
o Works automatically once given the proper instructions.
4. Storage
o Can store large amounts of data and retrieve it quickly.
5. Versatility
o Can perform different types of tasks (e.g., typing, calculations, internet).
6. Multitasking
o Can do several tasks at the same time.
7. Diligence
o Can work for long hours without getting tired or bored.
8. Communication
o Can be used to send and receive information instantly.
ADVANTAGES OF A COMPUTER

1. High Speed and Efficiency

o Saves time in processing and completing tasks.
2. Accuracy and Reliability
o Produces error-free results if correctly programmed.
3. Storage Capacity
o Can store large volumes of data in a small space.
4. Multitasking
o Can run many programs or tasks at once.
5. Communication
o Enables easy and fast communication via email, social media, etc.
6. Automation
o Can automate repetitive tasks (e.g., billing, payroll).
7. Access to Information
o Easy access to online information and resources.

DISADVANTAGES OF A COMPUTER

1. Health Problems
o Prolonged use may lead to eye strain, back pain, etc.
2. Unemployment
o May reduce the need for human labor in some areas.
3. Cybersecurity Threats
o Risk of hacking, viruses, and data theft.
4. Dependence
o Over-reliance on computers can reduce human thinking skills.
5. Initial Cost
o Buying and maintaining computers can be expensive.
6. Environmental Impact
o Disposal of electronic waste (e-waste) can harm the environment.

Storage and Memory Devices

Introduction
 Storage and memory devices are used to store data and information.
 Memory usually refers to temporary (volatile) data storage.
 Storage refers to permanent or long-term data retention.

Types of Memory Devices

1. Primary Memory (Main Memory)
Used directly by the CPU to store data during processing.
RAM (Random Access Memory)
o Volatile memory – data is lost when power is off.
o Used for temporary storage during program execution.
 Types:
 DRAM (Dynamic RAM)
 SRAM (Static RAM)

ROM (Read Only Memory)

o Non-volatile – retains data even without power.
o Stores permanent instructions like booting instructions.
Types:
 PROM – Programmable once.
 EPROM – Erasable Programmable.
 EEPROM – Electrically Erasable.

Types of Storage Devices

2. Secondary Storage
Used to store data permanently.
 Hard Disk Drive (HDD)
o Main storage in computers.
o Large capacity (GBs to TBs).
o Slower than SSD but cheaper.
 Solid State Drive (SSD)
o Faster and more durable than HDD.
o No moving parts.
o More expensive per GB.
 Optical Disks
o Examples: CDs, DVDs, Blu-ray.
o Use laser to read/write data.
o Capacity:
 CD: ~700 MB
 DVD: ~4.7 GB
 Blu-ray: ~25 GB+
 Flash Drives (Pen Drives/USB Drives)
o Portable, small.
o Used for transferring files.
o Capacity: 2 GB – 1 TB or more.
 Memory Cards
o Used in mobile phones, cameras.
o Types: SD, microSD, CF cards.
 External Hard Drives
o Used for backup and extra storage.
o Portable and connects via USB.
 Floppy Disks (Outdated)
o Very limited capacity (1.44 MB).
o Obsolete now.

Difference Between Memory and Storage

Feature Memory (RAM) Storage (HDD/SSD)
Feature Memory (RAM) Storage (HDD/SSD)
Volatility Volatile Non-volatile
Speed Very fast Slower than RAM
Capacity Smaller (GBs) Larger (GBs to TBs)
Purpose Temporary data use Long-term data storage
Example RAM, ROM Hard Disk, Flash Drive

Cloud Storage (Modern Technology

 Data stored online using internet services.
 Examples: Google Drive, OneDrive, Dropbox.
 Access anywhere, anytime.

Characteristics of Good Storage Devices

 Capacity – How much data it can hold.
 Speed – Read/write speed.
 Durability – Resistance to damage.
 Portability – Easy to carry.
 Cost – Affordable for users.

Advantages & Disadvantages

Advantages
 Easy storage and retrieval of data.
 Portability (USB, external drives).
 Reliable long-term data access.
Disadvantages
 Can be lost or stolen.
 Some storage can fail (e.g., hard drive crash).
 Cost varies with capacity and type.

Computer Shortcut Keys for Beginners

Shortcut keys help users save time by using the keyboard instead of the mouse.

1. Basic Shortcut Keys

Shortcut Key Function

Ctrl + C Copy selected text or item

Ctrl + V Paste copied item

Ctrl + X Cut (remove and copy)

Ctrl + Z Undo the last action

Shortcut Key Function

Ctrl + Y Redo the last undone action

Ctrl + A Select all items in a document

Ctrl + S Save the current document

Ctrl + P Print the current document

Ctrl + N Open a new window/document

Ctrl + O Open a saved file or document

Alt + F4 Close the current window or app

Ctrl + W Close the current tab or window

Questions
🟢 A. Multiple Choice Questions (MCQs)
1. Which of the following is an input device?
A. Monitor
B. Keyboard
C. Printer
D. Speaker
2. Which part of the computer is called the "brain"?
A. Mouse
B. Hard disk
C. CPU
D. Monitor
3. What does CPU stand for?
A. Central Power Unit
B. Central Processing Unit
C. Computer Processing Unit
D. Control Processing Unit
4. Which one is a hardware component?
A. Microsoft Word
B. Google Chrome
C. RAM
D. Windows 10
5. Which of the following is not a type of computer?
A. Supercomputer
B. Mainframe
C. Smartphone
D. Compiler

B. True or False Questions

1. A computer can work without software. (True/False)
2. ROM is a type of permanent memory. (True/False)
3. A printer is an input device. (True/False)
4. Computers cannot make mistakes. (True/False)
5. A computer can only work when connected to the internet. (True/False)

C. Short Answer Questions

1. Define a computer.
2. List three basic functions of a computer.
3. What is the difference between hardware and software?
4. Name any three input devices.
5. Mention any two uses of a computer in daily life.

D. Matching Questions
Match the computer parts in Column A with their functions in Column B:
Column A Column B

1. CPU A. Displays output

2. Keyboard B. Brain of the computer

3. Monitor C. Input text and commands

4. Mouse D. Pointing device

5. Printer E. Prints documents

E. Essay / Long Answer Questions

1. Explain the five generations of computers briefly.
2. Describe the major components of a computer system.
3. Discuss the advantages and disadvantages of using a computer.