SECTERIAT ASSISTANT TRAINING COURSE (SR./JR.

ASSISTANTS)

SECTERIAT ASSISTANT TRAINING COURSE (SATC)

FOR (SR/JR. ASSISTANTS)
Paper –V

Session: 2022-MARCH/APRIL
 PAPER –V
KNOWLEDGE OF COMPUTERS & COMPUTER APPLICATIONS

1. E- Office System.
2. Introduction to Hardware.
3. Introduction to Microsoft Windows and Security Measures (Antivirus).
4. Latest Operating System for computer system with special reference to
Windows 10.
5. MS Office
 MS WORD
 MS EXCEL
 MS POWERPOINT

6. Introduction to Networking (LAN/Wifi)

7. Software Installation
8. Utilities
• Backup and restore of Data
• System Maintenance

9. Internet
• Introduction to Internet
• Browsing with Internet Explorer

10. Email
• Downloading File
• Attaching File

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What is E-Office?
The e-Office is a Mission Mode Project (MMP) under the
National e-Governance Programme of the Government and
developed by National Informatics Centre (NIC).
The project was launched in 2008 with expectation of
converting the Government Offices into a Paperless Office
within a Period of 05 Years.
E-Office is a step forward into an era of paperless
administration in the government offices. It is replaces the
existing method of manual handling of files and documents
with an efficient electronic system for streamlining workflow for both inter and intra government
processes and making them paperless.
Why need of E-Office arises?
1. To eliminate huge amount of paperwork in offices.
2. To bring uniformity of work culture.
3. To bring Transparency and accountability.
4. Avoiding Misplacing of files (accidentally or Deliberately)
5. Avoiding deliberate/unnecessary delay in processing of files.
6. Save money, increase productivity and save space.
7. Timely handling of important cases.
8. Work from anywhere, anytime.
Benefits of E-Office?
• Enhance transparency – files can be tracked, and their status is known to all at all times
• Increase accountability – the responsibility of quality and speed of decision making is easier
to monitor.
• Assure data security and data integrity.
• Provide a platform for re-inventing and re-engineering the Government.
• Promote innovation by releasing staff energy and time from unproductive procedures.
• Transform the Government work culture and ethics.
• Promote greater collaboration in the workplace and effective knowledge management.

Define Receipts in E-Office? What are the various options available in E-Receipts?
Receipts means the Dak or any letter received from others or self-generated. These receipts are
the folios we attach at the right side of the e-file (Correspondence) or use as the independent
correspondence.
The Various Options available in Receipts are:

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How to prepare e-Dak i.e Receipt?
1. Scan your normal physical Dak into PDF document.
2. Only PDF file in black & white with resolution 100 DPI to 200 DPI in searchable form can
be uploaded as Receipt.
3. Size of PDF file should not be more than 20 MB
4. Only One PDF file can be attached with a receipt.
5. The PDF file should not have any special character in name. Dot(.) is not allowed in a file
name.
6. The enclosures like photos have to be diarized along with the e-receipt as a single PDF.
7. One a receipt is created, it cannot be deleted.

What is the purpose of Generate & “Generate & Send” in Receipt?

Generate: Generate is used If you have to keep Receipt to
yourself or to initiate the action on Receipt yourself. After Generate
the receipt, it get stored in Created box of Receipt menu.

Generate & Send: With the help of GENERATE AND SEND we can directly go to sending
interface for send the Receipt to the concerned Official for action or else. The send Dak is stored
in Sent box of the Receipt menu.

From how many locations a receipt can be sent?

A receipt can be sent from three locations:
1. Created (location of self diarised receipt)
2. Inbox (location of received receipt)
3. Sent (location of sent receipt, "a receipt can be sent as Carbon Copy from sent box")

If user is sending a receipt to multiple recipients in CC, will the receipt number be
same for all?
No, the main receipt number will be sent to the Original recipient and to the other recipients in
CC, copies will be sent. For e.g.: If Original Receipt no. is x, then the recipient in (To) field will
get the receipt no x and the recipients in (CC) filed will get the receipt no. as x(1), x(2), x(3) and
so on.

Define PULL BACK? How to pullback a receipt?

Pullback facilitates a user to withdraw a sent receipt from sent items until the recipient has not
viewed/ received the receipt. The main advantages of the Pull Back are:
 When user is absent and the Receipt/file sent to him for work is very important then we use
Pull Back.
 When user sends the file or receipt wrongly sent to the other user then we use pull back.
Steps to pullback are mentioned below:
Step 1: Go to Sent of Receipt Menu Step 2: Click on right most icon (Pull Back button).
Step 3: Mention remarks. Step 4: Click on Ok.

Define PULL UP? How to pull UP a receipt?

It refers to the process of pulling back the sent receipt/file forcefully even if the recipient has
opened it. A receipt can be pulled up in two ways:
1) From hierarchical view:
a) Go to hierarchical view b) Go to inbox of other user of same organization unit. c) Locate the
receipt d) Mark check for the located receipt e) Click on pull up f) Mention remarks for pull up
g) Click on ok.
2) From advance search:
a) Search the receipt from advance search option. b) Mark check for the searched receipt. c)
Click on pull up. d) Mention remarks for pull up.

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Define File? What are the various options available in File Menu?
A File is a collection of related records which comprises of Receipts, Noting,
Drafts, References, and Linked Files. There are various links available under
Files section which is mentioned below:
• Inbox: Inbox contains the list of all the Files that are received/ marked through
eOffice.
• Created: Created contains all the created files by the user.
• Parked: Parked Link contains a list of Files that are being temporary closed. Parked
files can be made active at any point of time.
• Closed: Closed link contains a list of Files that are closed as complete work has
been done on it.
• Sent: Sent contains a list of Files sent to others.
• Create File: Create New Link allows to create new files
• Create Part: User can use this option to create a Part file of the existing file which
is under submission. Part Files cannot be created if the file is already in File inbox.
What is difference between Close and Park?
Close can be used if the desired action on the file has been completed whereas Park can be
used if the desired action is sustained on temporary basis for a certain interval of time.
What is Difference between SFS and Non-SFS?
SFS stands for single File System. In this, you have to type anually file Heads (i.e. File No).
Example – IMPA/Estb/6/2022.
Non SFS stands for Non Single File System. In this, only you have to select File heads from
dropdown list.

Define Green Note & Yellow Note. What is difference between them?

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How can user identify a file having a draft without opening it?
Files having a draft will be indicated by a green icon at the end of the file number.

Without opening a File, is it possible to know if there is any yellow note or Green
Note prepared in a particular file?
Yes. If there is a Draft note (Green Note) already prepared in a file then it would be denoted
by a small green draft icon in front of the file no.

If there is a Yellow Note already prepared in a file then it would be denoted by a yellow color
background of the file number.
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2. Introduction to Hardware

Hardware can be defined as the physical or tangible parts of computer. For Example, Keyboard,
mouse, monitor, CPU, Printer, speaker etc are all a good examples of computer hardware.
There are four categories of Hardware in computer:
a. Input devices
b. Processing devices
c. Output devices
d. Storage devices
Online
Input Devices
Hardware Offline

Processing
CPU
Devices

Hard Copy
Output Devices
Soft copy

Primary
Storage Devices
Secondary
(a) Input devices: are used to fed data and instruction into the computer. E.g Keyboard,
Mouse, Microphone etc.
i. Online Input Devices are those devices which are used to fed data and
instructions directly to the computer. E.g Keyboard, Mouse, Microphone etc.
ii. Offline Input Devices are those devices which are used to fed data and
instructions indirectly to the computers. Eg. Pendrives, CDs, DVDs etc.

(b) Processing Devices: are used to process the given data according to a set of given
instructions by the user. E.g. Central Processing Unit (CPU).
Central Processing Unit (CPU) is the most important component (hardware) of a
computer system. It is the brain of a computer system. All the processing takes place in
the CPU of a computer. The CPU consists of:
a. Control Unit (CU): It is called the Nervous System of Computer. It controls all the
activities of the computer. Control unit generates the operation signals whenever it
is required.
b. Arithmetic and Logic Unit (ALU): It is the place where actual
processing/execution take place. It perform two functions:
i. Arithmetic Operation like addition, subtraction, multiplication and division.
ii. Logical operations like less than (<), greater than (>), less than equal to (<=),
greater than equal to(>=), equal to(=) , not equal to(!=).

c. Memory Unit (MU):The main jobs of memory unit are:

iii. To store data and instructions temporary for processing by ALU.
iv. To store intermediate results produced by ALU.
v. To store final data.
vi. All the execution/running of programming takes place in Memory unit.

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(c) Output Devices: are used to receive the result or information from a computer system.
E.g. Monitor (Visual Display Unit), Printer, Speaker etc.
i. Hardcopy Output devices are used to receive output in physical form. E.g Printers
and plotters.
ii. Softcopy output devices are used to receive output in electronic form. E.g Monitor,
Pen drives, CD/DVDs etc.

(d) Storage Devices: are used to store the data temporarily or permanently. The data
and instructions that are entered into the computer system have to be stored inside the
computer before actual processing starts and also the result produced after processing
(both intermediate/finished) should also be stored inside the computer.
The storage devices are of two types:
(i) Primary Storage
(ii) Secondary Storage

Primary Storage: The Primary Storage is also known as Primary Memory or Main Memory. It
is called Main memory because it communicates directly with the CPU and is the first memory
used whenever we start the computer. The programs and data currently used by the processor
reside in the main memory.
There are different types of main memory available:
(i) RAM (Random Access Memory): This is the area of memory where data and
program instructions are stored while the computer is in operation. This is temporary
memory (volatile memory) that means; the data stored in RAM is lost forever when the
power is turned off. For this reason it is very important that you save your work before
turning off your computer. The RAM size is an important parameter in determining the
speed of work, size and complexity of problems that computer can handle.
RAM is of two types: (a) Static RAM (b) Dynamic RAM

(ii) ROM (Read only memory): ROM is a small area of non-volatile memory (because of
CMOS) that provides startup instructions when the computer is turned on. You cannot
store any data in ROM. The instructions in ROM are set by the manufacturer and cannot
be changed by the user. The last instruction in ROM directs the computer to load the
operating system. Set of programs residing in ROM are called BIOS (Basic Input Output
System).
Types of ROM are:
PROM (Programmable Read Only Memory)
EPROM (Erasable Programmable Read Only Memory)
EEPROM (Electrical Erasable Programmable Read Only Memory)
Secondary Storage: The Secondary Storage is also known as Auxiliary Memory. It is used to
store the data permanently for future use. The storage capacity of secondary storage devices
are much more than Primary storage devices. Examples of secondary storage devices are Hard
disk (Fixed Disk), Floppy disk, Compact Disc, Memory sticks etc.
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 What is difference between Primary Memory and Secondary Memory?
Primary memory Secondary Memory
Semiconductor memory Magnetic memory
Volatile Non volatile
Fast Not so fast
Execution Storage
RAM & ROM Hard disk, Compact Disc etc
Temporary Storage Permanent storage
What is difference between RAM & ROM?

Difference RAM ROM

Data retention RAM is a volatile memory which could ROM is a non-volatile memory which could
store the data as long as the power is retain the data even when power is turned
supplied. off.
Working type Data stored in RAM can be retrieved Data stored in ROM can only be read.
and altered.
Use Used to store the data temporarily for It stores the instructions required during
processing and execution of programs. start-up of the computer. (BIOS)
Speed It is a high-speed memory. It is much slower than the RAM.
Size and Large size with higher capacity. Small size with less capacity.
Capacity
Used as/in CPU Cache, Primary memory. Firmware
Accessibility The data stored is easily accessible The data stored is not as easily accessible
as in RAM
Cost Costlier Cheaper than RAM.
Draw the Block Diagram of Computer?
A block diagram is a diagram of a system in which the principal parts or functions are
represented by blocks connected by lines that show the relationships of the blocks.

MU stands for Memory Unit (RAM)

CU stands for Control Unit
ALU stands for Arithmetic & Logic Unit.

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2. Define Software? What are its various types?

System Software Operating Systems

General Purpose

SOFTWARE
Application (Standard)
Software Special Purpose
(Customised)

Anti Virus Softwares

Utility Software
Maintainance & Backup
Softwares

Software refers to set of programs and procedures that increase the compatibilities of
hardware. It is the intelligence/soul of computer.
The various parts of software are:
a. System Software
b. Application Software
c. Utility Software
System Software: is essential software for every computer. It controls and coordinates the
various hardware devices to work together and also supports the application software. All
operating systems are System software. E.g. Windows XP, Windows Vista etc
Application Software: An application software is a computer program designed to carry out
a specific task other than one relating to the operation of the computer itself, typically to be
used by end-users. Word processors, media players, and accounting software are examples.

Utility Software: Utility software is software designed to help analyze, configure, optimize or
maintain a computer. It is mostly used system maintenance, backups and cleanup purposes.
For example, Antivirus Software’s, Disk Cleanup, Disk defragmentation, System Restore etc.

Introductions to Operating Systems:

Computer Hardware, by itself is not capable of communicating to us directly. It needs some
communication channel to talk to us and this channel is provided by Operating system.
Operating System also manages the hardware and software resources of a computer.
The main functions of Operating System are:
a. Memory Management: Memory management module performs the task of allocation
and de-allocation of memory space to programs in need of this resources.
b. Process Management: Process management helps OS to create and delete processes. It
also provides mechanisms for synchronization and communication among processes.
c. Device Management: Device management keeps tracks of all devices. This module also
responsible for this task is known as the I/O controller. It also performs the task of
allocation and de-allocation of the devices.
d. File Management: It manages all the file-related activities such as organization storage,
retrieval, naming, sharing, and protection of files.
e. Security Management: Security module protects the data and information of a computer
system against malware threat and authorized access.
The Operating System (OS) are of two categories:
 Character user Interface (CUI)
 Graphical User Interface (GUI)

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Character User Interface (CUI): These operating systems are also called Command line
interface. Example of such operating system MS-DOS (Disk operating system). In such
operating system, computer is controlled by giving written instructions called commands or
DOS commands instead of clicking. There was no concept/usage of mouse in these operating
systems. These Operating Systems were not user friendly but are highly secure.
Graphical User Interface (GUI): In such operating systems, computer is controlled by clicks
instead of commands. In GUI Operating Systems, everything is represented in small pictures
called “Icons”. The Microsoft Corporations has released its first GUI based operating system
called ‘Windows’. Windows environment is totally menu-driven. Examples of GUI operating
system are Windows XP, Windows Vista etc.

Difference between CUI OS & GUI OS:

CUI Operating System GUI Operating System

Text based interface Picture based interface
commands clicks
Keyboard only Keyboard and Mouse
Single task Multitask
know-how User friendly
Boring Entertaining
Secure Vulnerable
MS DOS Windows

Types of Operating System (OS)

Following are the popular types of OS (Operating System):
 Batch Operating System
 Multitasking/Time Sharing OS
 Multiprocessing OS
 Real Time OS
 Distributed OS
 Network OS
 Mobile OS

Batch Operating System: This type of operating system does not interact with the computer
directly. There is an operator which takes similar jobs having the same requirement and group them
into batches. It is the responsibility of the operator to sort jobs with similar needs.
Multi-Tasking/Time-sharing Operating systems: Time-sharing operating system enables people
located at a different terminal (shell) to use a single computer system at the same time. The processor
time (CPU) which is shared among multiple users is termed as time sharing.
Real time OS : A real time operating system time interval to process and respond to inputs is very
small. Examples: Military Software Systems, Space Software Systems are the Real time OS example.
Distributed Operating System: Distributed systems use many processors located in different
machines to provide very fast computation to its users.
Network Operating System: Network Operating System runs on a server. It provides the capability
to serve to manage data, user, groups, security, application, and other networking functions.
Mobile OS: Mobile operating systems are those OS that are designed to power smartphones, tablets,
and wearable devices. Some most famous mobile operating systems are Android and iOS.

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Introduction to Microsoft Windows
Windows is a graphical operating system developed by Microsoft. It
allows users to view and store files, run the software, play games, watch
videos, and provides a way to connect to the internet. It was released for
both home computing and professional works. Microsoft first introduced
an operating environment named Windows in November 1985 to overcome the
limitations of MSDOS operating system.
The various released versions are:

Microsoft Windows includes a wide array of features, tools, and applications to help get the
most out of Windows and your computer. The main features of Microsoft windows are as
follows:
• Easy to Learn
• Graphical User interface
• Help and Support
• Clipboard (Cut & Paste)
• OLE (Object Linking and embedding).
• Multi-Tasking
• WYSIWYG (What You See is What You Get)
• Supports Plug and Play

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Define the following terms:

1. File: A file is the common storage unit in a computer, and all programs and
data are "written" into a file and "read" from a file. You might even think of
a file as a digital version of a real-world thing you can interact with on your
computer. Files are identified by a short "extension" following a period at
the end of their name. For example, [Link] is a JPEG image, [Link] is
a Microsoft Word document file, and [Link] is an executable application in
Windows.
There are three types of files:
a) System File: A system file is a critical document in a computer system without which
it cannot operate correctly or at all. System files are usually essential to an operating
system or driver which is why they are protected from accidental deletion or even
intentional deletion through the use of permissions. Specific examples of system files
may have the .sys extension, especially in Windows. These files are also usually located
in specific folders that identify it to be a system folder. For Windows, these include the
System32 folder.
b) Application File: An application file or program file describes a file which stores the
code to run a program. This type of file is commonly referred to as an executable file
having extension of .exe. Application files are all of the different files that allow a
application software program to run on your computer.
c) Data File: A data file is any file containing information, but not code; it is only meant
to be read or viewed and not executed. For example, a letter written in a word
processor, and a text file are all considered data files.
2. Folder: A folder, also called a directory, is a space used to store files,
other folders, and applications on a computer. Folders help you keep your
files organized and separate. If you had no folders on your computer,
your documents, programs, and operating system files would all be
located in the same place. Folders also allow you to have more than one
file with the same file name. For instance, you can have a file called [Link] in your My
Documents folder, and another file called [Link] in a different folder called Resume
templates. If all your files were in a single place, every file would need a unique file name.
Most operating systems, upon right clicking the folder, provide information on the folder
along with its properties. Folders can also be hidden from users, just as files can.
3. Clipboard: The clipboard, also known as pasteboard, is a particular location on a
computer, phone, or tablet memory that temporarily stores cut or copied text or other
data. Once something is stored in the clipboard, it can be pasted to a new location. The
clipboard holds its information until you cut or copy something else or log out of the
computer.

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Security Measures (Anti-Viruses)
Computer Virus is a harmful computer program that can disturb the normal
working of the computer system and can also destroy important data and
software stored in a computer.

ILL EFECTS OF VIRUS:

• Corrupting the system’s data.
• Increasing file size.
• Formatting the hard disk.
• Slowing down the system.
• Manipulating the directory contents.
• Renaming files with different name.
• Changing in system settings
• Clearing BIOS settings
Types of computer viruses are:
[Link] Sector Virus
[Link] Infection Virus
[Link] Virus
[Link] Virus
[Link] Virus
[Link]
[Link] Horses

Boot Sector Viruses: These viruses’ attacks boot sector of hard disk which contain master boot
records (MBR) which is responsible for loading the operating system in memory resulting unable to
start. Examples: Form, Disk Killer, Michelangelo, and Stone virus

Program viruses: These infect executable program files, such as those with extensions like .BIN,
.COM, .EXE, .DRV (driver) and .SYS (device driver). Thus, they are invoked each time the infected
program is run. Examples: Sunday, Cascade

Multipartite viruses: A hybrid of Boot and Program viruses. They infect both Master Boot Record
(MBR) and program files. Examples: Invader, Flip, and Tequila

Stealth viruses: These viruses use certain techniques to avoid detection. They may either redirect
the disk head to read another sector instead of the one in which they reside or they may alter the
reading of the infected file’s size shown in the directory listing. For instance, the Whale virus adds 9216
bytes to an infected file; then the virus subtracts the same number of bytes (9216) from the size given
in the directory. Examples: Frodo, Joshi, Whale

Polymorphic viruses: A virus that can encrypt its code in different ways so that it appears differently
in each infection. These viruses are more difficult to detect. Examples: Involuntary, Stimulate,
Cascade, Phoenix, Evil, Proud, Virus 101

Macro Virus: This virus attaches itself to a word processing or spreadsheet file (mainly an MS word
or Excel file) as a macro. These viruses take advantage of the auto-execution macro capabilities in
such applications. Examples: DMV, Nuclear, Word Concept.
Worms: A worm is a program that has the ability to copy itself from machine to machine. Worms
normally move around and infect other machines through computer networks. Worms eat up storage
space and slow down the computer. But worms don’t alter or delete files.
Trojan Horses: It is a kind of virus that hides its true intention. Trojan horses can be a treat to the
computer’s software. Trojan horses are often encountered as E-mail attachments with tempting or
interesting names that compel people to open them.
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Anti-Viruses:

Anti-virus is a software utility program designed to protect a

system from viruses. The main function of an antivirus is to
scan, detect, prevent and remove any existential threat to the
computer system. Examples: Norton, McAfee and Kapersky. Once installed, most antivirus
software runs automatically in the background to provide real-time protection against virus
attacks. Most antivirus programs include an auto-update feature that enables the program to
download profiles of new viruses so that it can check for the new viruses as soon as they are
discovered.
Anti-Virus programs are of two types:
a. Scanners: Scanners programs are used to scan the hard disk for viruses but can’t destroy
the virus.
b. Antidotes: programs can destroy the virus searched/scanned by the Scanners.
However, these days, anti-virus programs act as both scanners and antidotes. Examples:
Norton, McAfee and Kapersky.
Antivirus software usually performs these basic functions:
 Scanning directories or specific files for known malicious patterns indicating the presence
of malicious software;
 Allowing users to schedule scans so they run automatically;
 Allowing users to initiate new scans at any time; and
 Removing any malicious software it detects. Some antivirus software programs do this
automatically in the background, while others notify users of infections and ask them if
they want to clean the files.

Important Features of Windows 10 Operating System:

Windows 10 OS is a major release of Microsoft's Windows NT operating system which was released
in 2015. It is the direct successor to Windows 8.1, which was released nearly in 2012.

Main Features of Windows-10 Operating System:

1. Start Menu returns

Microsoft brought back the Start Menu with Windows 10.
Now, when you click on the Start button at the bottom
left of the screen, you get two panels side by side, with
the left column showing pinned, recently used, and most-
used apps. You also get a power button at the top for
options such as Hibernate, Standby and Shutdown.

You can access your desktop at any time by pressing Windows key+D to minimize any running
applications.

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2. Cortana
Cortana is a virtual assistant introduced in Windows 10 that accepts voice commands. Cortana
can answer questions, search your computer or Internet, set appointments and reminders,
perform online purchases, and more. Cortana has similarities to other voice-activated
services, such as Siri, Alexa, or Google Assistant, with the added benefit that it can search
the information on your computer.

3. Virtual Desktops
Unless you have a multi-monitor setup, it can be easy to run out of screen space. For that
reason, Windows 10 provides multiple desktops that you can work in and quickly switch
between. The virtual desktops feature in Windows 10 is called “Task View” and is located on
the Taskbar. To add a new desktop, all you need to do is click the Plus sign.

4. Microsoft Edge Web Browser

Internet Explorer was replaced by Microsoft Edge, which features a new rendering engine
called EdgeHTML. Edge integrates with the Cortana Digital Assistant to provide voice control,
search, and personalized info to users.

5. Action Center
Windows 10 provides a new way to look at all your notifications in one place. The Action
Center also offers a quick way to toggle connectivity options and other settings, such as
display brightness and contrast.

6. Unified settings / Control Panel

Instead of having two apps to control your device settings in Control Panel and PC settings,
Microsoft makes things less confusing by bringing them together in one. You can manage
your device from one place instead of hunting for a specific menu.

MICROSOFT OFFICE & ITS APPLICATIONS

Microsoft Office is a suite of application software developed by Microsoft Corporation and was
first released in 1990. The core programs in MS Office are:
MS WORD
MS EXCEL
MS POWERPOINT
Office

MS ACCESS
MS PUBLISHER

MS ONENOTE
…… etc

Each program serves a different purpose and is compatible with other programs included in
the package. Microsoft Office is the most common form of software used all over world.

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 MS-OFFICE KNOWLEDGE TABLE

S# NAME OF MS WORD MS EXCEL MS MS EXCESS

APPLICATION POWERPOINT
1 NAME OF FILE DOCUMENT WORKBOOK PRESENTATION DATABASE
2 NAME OF PAGE PAGE WORKSHEET SLIDE TABLE
3 DAFAULT NAME DOC1 BOOK1 PRESENTATION1 DATABASE1
4 EXTENSION DOC OR DOCX XLS OR XLSX PPT OR PPTX MDB OR MDBX
5 SYSTEM NAME WINWORD EXCEL POWERPNT MSACCESS
Microsoft Word Microsoft word is a word processor software developed by
Microsoft in 1983 by Charles Simonyi and Richard Brodie. It is the most
commonly used word processor software. It is used to create professional quality
documents, letters, reports, resumes, etc and also allows you to edit or modify
your new or existing document. The file saved in Ms Word has .docx extension. It is a
component of the Microsoft Office suite.
Features of Microsoft Word:

 File - If you click on the file then you will see a lot of word file, if you have to create a new
file then you will click on the new word file.
 Home - Inside the home tab, you get a lot of options like - font colour, font size, font style,
alignment, bullets, line spacing, paragraph etc. We use all these options while creating our
Word file.
 Insert - Inside the Insert tab, you get many options like - Tables, Draw table, shapes,
images, charts, graphs, header, footer, page number, etc. We use all these options when
creating our Word file.
 Design - Inside the Design tab, you get several options like - Page Theme, Page Color, Page
Border End etc. We use all these options when creating our Word file.
 Page Layout - Inside the page layout tab, you get many options like - page margins, page
orientation, columns, lines, page break indentation, spacing, etc.
 References - Under the References tab, you get several options like - Table of Contents,
Footnotes, Captions, Index etc. The References tab is often used to write large document
files such as writing a book.
 Mailing - Under the Mailing tab, you get several options like - Create, Start Mail Merge, write
and insert fields, preview results etc.
 Review - Under the Review tab, you get several options like - spelling & Grammar check,
word count, define, language, translation, comments, protect the document etc.
 View - Under the view tab, you get several options like - Read mode, web layout, ruler,
gridlines, page zoom etc. We use all these options when creating our Word file.
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 Where to find MS Word on your personal computer?
Follow these simple steps to open MS Word on your personal computer:
Start → All Programs → MS Office → MS Word or Window+R then type Winword.
************

Microsoft Excel is a spreadsheet application developed by Microsoft in 1987.

It is used for calculation, data analysis, graphing tools, pivot tables etc. The file
saved in Ms Excel has .xlsx extension. It is a component of the Microsoft Office suite.
Features of Microsoft Excel:

Home: Comprises options like font size, font styles, font colour, background colour,
alignment, formatting options and styles, insertion and deletion of cells and editing options.
Insert: Comprises options like table format and style, inserting images and figures, adding
graphs, charts and sparklines, header and footer option, equation and symbols.
Page Layout: Themes, orientation and page setup options are available under the page
layout option.
Formulas: Since tables with a large amount of data can be created in MS excel, under this
feature, you can add formulas to your table and get quicker solutions.
Data: Adding external data (from the web), filtering options and data tools are available under
this category.
Review: Proofreading can be done for an excel sheet (like spell check) in the review category
and a reader can add comments in this part.
View: Different views in which we want the spreadsheet to be displayed can be edited here.
Options to zoom in and out and pane arrangement are available under this category.
Where to find MS Excel on your personal computer?
Follow these simple steps to open MS Excel on your personal computer:
Start → All Programs → MS Office → MS Excel or press Window+R then type Excel.

 A ROW is a horizontal group of cells.

 A COLUMN is a vertical group of cells.
 A CELL is the intersection of a row and column.
 VALUE refers to an individual piece of data in a cell.
 A CELL ADDRESS identifies a cell and is composed of the column letter followed by row number.
 THE ACTIVE CELL is the cell in which you are currently working.
 THE NAME BOX displays the cell address of the active cell.
 THE FORMULA BAR displays the contents of the active cell.
********

18 | P a g e
Microsoft PowerPoint Microsoft PowerPoint is a presentation program developed by
Microsoft in 1987 and is used to create presentation composed of text,
graphics, videos etc, which can be displayed on-screen and shown by the
presenter or printed out on slides. The file extension of a saved Powerpoint
presentation is “.ppt”. A PowerPoint presentation comprising slides and other
features is also known as PPT.

Uses of PowerPoint Presentation

PowerPoint presentations are useful for both personal and professional usage. Given below
are a few of the major fields where PPT is extremely useful:

 Education – With e-learning and smart classes being chosen as a common mode of
education today, PowerPoint presentations can help in making education more interactive
and attract students towards the modified version of studying.

 Marketing – In the field of marketing, PowerPoint presentations can be extremely

important. Using graphs and charts, numbers can be shown more evidently and clearly
which may be ignored by the viewer if being read.

 Business – To invite investors or to show the increase or decrease in profits, MS

PowerPoint can be used.

 Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different

patterns, photograph, etc. can be added to the resume.
 Depicting Growth – Since both graphics and text can be added in a presentation,
depicting the growth of a company, business, student’s marks, etc. is easier using PPT.
******

19 | P a g e
What are the basic steps to create a Presentation in PowerPoint?

1
• LAYOUT

2
• DESIGN

3
• ANIMATION

4 • SLIDE SHOW
5 • VIEW

LAYOUT is used to OUTLINE the position of contents and other

objects on a slide. Layout can be used as:
• Predefined Layout
• Custom Layout

DESIGN MS PowerPoint has various themes using

which background colour and designs or textures
can be added to a slide. This makes the presentation
more colourful and attracts the attention of the
people looking at it .In design step the following
things needs to be taken care of:
1. Page Setup
2. Slide Orientation
3. Theme : predefined or User defined
(font, color & background)

ANIMATION Means; effect given to text or objects on slide. During the slide show, the
slides appear on the screen one after the other. In case, one wants to add some animations
to the way in which a slide presents itself, they can refer to the “Animations” category. In
animation the following things can be added to the presentation:
1. Animation Theme: Predefined or user defined
2. Transition of slides: i.) Sound and speed ii.) On click or automatic
SLIDESHOW Means; execution of Presentation or slide(s). The slideshow can be
presented in following ways:
1. From beginning of slide (from Slide No. 1)
2. From current slide (from selected slide)
3. Custom Show (from random slides choose the presenter)

VIEW: The View tab allows you to switch between several different views for your
presentation, including Outline View, Slide Sorter, and Slide Master. These views can help
you prepare and organize your slide show. The various views we can use are:
Normal - Display the presentation in the normal working view.
Slide Sorter - Display the presentation in slide sorter view for fast slide rearranging.
Notes Page - Display the presentation in notes view for editing the speaker notes.
Slide Show - (Removed in 2010 version) Display the presentation to the audience.
Reading View - (Added in 2010 version).

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Introduction of Networking

A computer network is a collection of two or more computer

systems that are linked together with the ability to exchange
data. Networking is a standard that defines the rules
regarding how to connect different computers together.
Advantages of Computer Networks
 File Sharing: The files/data you store on other devices can be shared with other users
and accessed remotely if they are connected.
 Resource Sharing: You can also save money by using networked resources like printers,
scanners, copiers, etc. or by sharing software among multiple users.
 Increased Storage Capacity: As there is more than one computer on a network, memory
(Hard disk) of different computers can be used/shared to store data and programs.
 Increased Cost Efficiency: There are many software’s available in the market which are
costly and take time for installation. Computer networks resolve this issue as the software
can be stored or installed on a system and can be used by the different workstations.

Disadvantages of Computer Network

 Security Issues: One of the major drawbacks of computer networks is the security issues
involved. If a computer is on a network, a computer hacker can get unauthorized access
by using different tools.

 Rapid Spread of Computer Viruses: If any computer system in a network gets affected
by computer virus, there is a possible threat of other systems getting affected too. Viruses
get spread on a network easily.

 Initial Setup Cost: An installation cost of the network is high as it involves the purchasing
of wires, routers, switches, LAN cards etc.

 Issues with Independent Usage: Because everything is centralized, the network lacks
independence. As a result, individual users cannot use the computer as they wish.

Types of Computer Network:

The types of computer Network can be classified into
following groups:

1. On the basis of Geographical Area

2. On the basis of Access

3. On the basis of Ownership

4. On the basis of Architecture/Model

21 | P a g e
1. ON THE BASIS OF GEOGRAPHICAL AREA: On the basis of Geographical Area, Computer Network
is classified into following types:
 LOCAL AREA NETWORK (LAN): A local Area Network (LAN) is a computer
network covering a local area, like a home, office, or group of buildings.
LAN can be divided into 02 sub types:

1. Personal Area Network (PAN): Personal Area Network is a network

arranged within a range of 10 meters. Personal Area Network is used
for connecting the computer devices of personal use, for example,
laptop, mobile phones, media player and play stations.

2. Campus Area Network (CAN): Campus Area Network (CAN) is a group of

interconnected Local Area Networks (LAN) within a limited
geographical area like school campus, university campus, military
bases, or organizational campuses and corporate buildings etc.

 METROPOLITAN AREA NETWORK (MAN): A

metropolitan area network (MAN) is a computer
network that connects computers within a
metropolitan area, which could be a single large

city, multiple cities and towns. MAN usually

connects multiple local area networks (LANs),
using fiber optic cables, with a high-compact
network framework. E.G Cable Television, Airports.

 WIDE AREA NETWORK (WAN): A wide area

network (WAN) is a computer network that covers
a large geographical area comprising a region, a
co untry, a continent or even the whole world.
WAN includes the technologies to transmit data,
image, audio and video information over long
distances and among different LANs and MANs.
The Internet itself is the biggest example of Wide area network (WAN) which is covering the
entire earth.

22 | P a g e
2. ON THE BASIS OF ACCESS: On the basis of Access, Computer Network is classified into
02 types:

a. Intranet: An intranet is a private network used by employees to communicate within

an organization. Only the authorized persons who have valid username and
password can access the network. In intranet, there are a limited number of
connected devices as compared to internet. Intranet is highly secure and has a small
number of visitors.

b. Extranet: An extranet is also a private network. It works similarly to a company

intranet; however an extranet allows a restricted access to authorized users from
outside the organization. These external users may include suppliers and partners.

3. ON THE BASIS OF OWNERSHIP: On the basis of Ownership, Computer Network is

classified into 02 types:

a. Private Network: A private network is a network in which various restrictions are

imposed to secure the network, to restrict unauthorized access. This type of network
is privately owned by a single or group of people for their personal use. Local Area
Network (LAN) can be used as a private network.
b. Public Network: A public network is a network that has the least or no restrictions
on it. It can be freely accessed by anyone, without any restrictions. This type of
network is publicly owned by the government or NGOs. Metropolitan Area Network
(MAN) and Wide Area Network (WAN) can be used as a public network.

4. ON THE BASIS OF ARCHITECTURE: On the basis of Architecture, Computer Network

is classified into 03 types:

a. Client-Server Network: Client-Server network

is a network in which a client runs the program
and access data that are stored on the server. In
this kind of network, one computer becomes the
server, who stores the information and the
computer that can access the information are
called clients.

b. Peer-to-Peer Network: Peer-to-Pee r network

facilitates the flow of information from one peer
to another without any central server. In other
words, each node on a server acts as both client
and server.

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TOPOLOGY OF COMPUTER NETWORK
Topology means the physical and logical layout of Network. Physical means actual
layout of the computer cables and other network devices and Logical means the way in which
the network appears to the devices that use it. The various topologies of computer
network are:
1) Mesh topology.
2) Bus topology
3) Ring topology
4) Star topology

Mesh Topology:
In Mesh Topology each computer is connected with another via
dedicated channels. These channels are known as links. There
are multiple paths from one computer to another computer.
This is rarely used topology in wire networks. Mesh topology is
mainly used for wireless networks. The Internet is an example
of the mesh topology. Mesh topology can be formed by using
the formula: Number of cables = (n*(n-1))/2; Where n is
the number of nodes that represents the network.
Advantages of Mesh topology:
 Reliable: The mesh topology networks are very reliable as if any link breakdown will not affect
the communication between connected computers.
 Fast Communication: Communication is very fast between the nodes.
 Easier Reconfiguration: Adding new devices would not disrupt the communication between
other devices.
Disadvantages of Mesh topology
 Cost: The cost of cables is high as bulk wiring is required, hence suitable for less number of
devices.
 Management: Mesh topology networks are very large and very difficult to maintain and manage.
If the network is not monitored carefully, then the communication link failure goes undetected.
 Efficiency: In this topology, redundant connections are high that reduces the efficiency of the
network.

Ring Topology:
In ring topology, each computer connects to exactly two other
neighboring computers, creating a circular network structure.
The data travels from computer to computer in one direction
(unidirectional). The computer that receives the message from
the previous computer will retransmit to the next computer. The
data flows in a single loop continuously known as an endless loop.
Advantages (benefits) of Ring Topology:
a. The uni-directional ring topology provides very high speed.
b. It has better performance than bus topology, even when the nodes are increased.
c. Ring topology provides good communication over a long distance.
d. Ring network is less costly compared to the other topologies.
Disadvantages (Drawbacks) of Ring Topology:
a. A single break in the cable can cause disturbance in the entire network
b. In Uni-directional Ring, a data packet (token) must pass through all the nodes.
c. Addition and removal of any node in a network is difficult and can cause issue in
network activity.
24 | P a g e
Bus Topology: In Bus topology, all computers (nodes)
are connected to single cable called Backbone or Trunk
with a terminator at each end. Depending on the type
of computer network card, a coaxial cable or an RJ-
45 network cable is used to connect them together. The
bus network is very easy to install and maintain. It
requires less amount of cabling when compared to
other network topologies.
Advantages (benefits) of Bus Topology:
a. It is easy to set-up and extend bus network.
b. Cable length required for this topology is the least compared to other networks.
c. Bus topology costs very less.
d. Linear Bus network is mostly used in small networks. Good for LAN.

Disadvantages (Drawbacks) of Bus Topology:

a. The network stands on a single cable. So, if any damage caused to this cable the whole
network falls.
b. As the traffic is shared by all the nodes in the network, the performance of the network
decreases as the traffic increases.
c. Bus topology is not great for large networks.

Star Topology: In Star topology, every node connects to a

central network device like a hub, switch, or computer. The
central network device acts as a server, and the peripheral
devices act as clients. If one device wants to send data to
another device, it’s to first send the info to hub then the hub
transmits that data to the designated device.
Advantages (benefits) of Star Topology:
d. Centralized management of the network through the use of the central computer, hub, or
switch.
e. Easy to add another computer to the network.
f. If one computer on the network fails, the rest of the network continues to function
normally.
Disadvantages (Drawbacks) of Star Topology:
a. Entire performance of the network depends on the single centrally located device.
b. If the hub device goes down, the entire network will be dead.
c. Star topology requires more wires compared to the ring and bus topology.

Important Network Terms:

Public Switched Telephone Network (PSTN): It is a technical expression for public telephone
system.
Integrated Services Digital Network (ISDN): It is a set of communication standards that transmits
voice, video, data, and other network services simultaneously.
Asymmetric Digital Subscriber Line (ADSL): It is a sort of digital subscriber line (DSL) technology
that facilitates faster data transmission.
Download: It is a process that saves data from Internet onto a personal computer.
Upload: It is a process that transfers the saved data from a personal computer to Internet server.
Dial-up: It is a technique in which a phone line is used in order to connect to the Internet.
Broadband: It is a wide bandwidth data transmission that transports multiple signals and traffic types
swiftly.

25 | P a g e
DEFINE NETWORK PROTOCAL & ITS TYPES:
A Network protocol is a set of rules that governs the
communication between computers on a network. Two
computers should follow a set of rules when sending and
receiving information with each other on network.

1. Transmission Control Protocol (TCP/IP)

2. Post office Protocol (POP)
3. Simple mail transport Protocol (SMTP)
4. Hyper Text Transfer Protocol (HTTP)
5. File Transfer Protocol (FTP)

 Transmission Control Protocol (TCP/IP): Transmission control protocol/ Internet

Protocol is a set of protocols used for communication over a network. In TCP data is broken
down into small packets and then sent to the destination. However, IP is making sure packets
are transmitted to the right address.
 Post office Protocol (POP): POP is designed for receiving incoming E-mails.
 Simple Mail transport Protocol (SMTP): SMTP is designed to send and distribute outgoing
E-Mail.
 Hyper Text Transfer Protocol Secure (HTTP): HTTP is used for transferring data
between the client browser (request) and the web server (response).
 File Transfer Protocol (FTP): FTP allows users to transfer files from one machine to
another. Types of files may include program files, multimedia files, text files, and documents,
etc.

Define the following terms:

a. Internet
b. World Wide Web (WWW)
c. Web Browser
d. Server
e. Email

Internet: The Internet is an interconnection of computer networks". It is called the network

of networks. It connects millions of computers together globally, forming a network in which
any computer can communicate with any other computer on Internet. Robert Taylor & Larry
Roberts GIVES THE ideas of an interconnected networking system in 1960. THEY initiated a
project to build network first CALLED ARPAnet.
The internet has more than million computers attached to it, which arises the need of a proper
addressing system for communicating. This system of addressing is called the Internet Protocol
(IP) Addressing system.

World Wide Web (WWW): The World Wide Web, or Web is one of the services that runs
on the Internet. It is a collection of interconnected documents and other resources. It is a
warehouse of information spread all over the Internet for public access. The concept of WWW
is given by Sir Tim Berners Lee in 1989.

26 | P a g e
 How WWW Works?

A World Wide Web (WWW) is based on Client Server Model that means; some systems acts
as a repository of information called Servers and some request for the information stored on
the Server is called the Clients.
R REQUEST

SERVE
Client
RESPONSE

When a page or document is uploaded on to a server it is called a Web Page or web

document. A web page is a single unit of information that is available on WWW. Web page is
created using HTML language or with MS- Frontpage application. A collection of related web
pages is called a Web Site. In order to access the information of a particular web site, we
must know the address of the website and that address is called Web Address.
E.g: [Link] [Link]

A client can access the information stored on web server by installing a software called “Web
Browser”. A web browser is a piece of software that acts as an interface between the client
and the Web Server. The browser acts on behalf of the user and does the following:
• Contact a web server and sends request for information.
• Receives the information and then displays it on the user’s computer.
Examples of some web browsers are:
 Internet Explorer Navigator
 Netscape Navigator
 Opera
 Google Chrome
 Mozilla etc
Define Web Server and its types?
A web server is a computer that runs website s. It's a computer program that
distributes web pages as they are requisitioned. The basic objective of the
web server is to store, process and deliver web pages to the users.

Types of Web Server:

Mail Server: An email server, also called a mail server, is essentially a computer system that
sends and receives emails. When you send an email, it goes through a series of servers to reach
its final destination.
Application Server: An application server is a type of server designed to install, operate and
host applications and associated services for end users, IT services and organizations. It facilitates
the hosting and delivery of high-end consumer or business applications, which are used by
multiple and simultaneously connected local or remote users.
File Transfer Protocol (FTP) Server: FTP servers are the solutions used to facilitate file
transfers across the internet. If you send files using FTP, files are either uploaded or downloaded
to the FTP server. When you’re uploading files, the files are transferred from a personal computer
to the server. When you’re downloaded files, the files are transferred from the server to your
personal computer. TCP/IP (Transmission Control Protocol/Internet Protocol), or the language
the internet uses to execute commands, is used to transfer files via FTP.

27 | P a g e
Database Server: A database server runs a database management system and provides
database services to clients. The server manages data access and retrieval and completes clients’
requests.
Domain Name System (DNS) Server: A DNS server is a computer with a database containing
the public IP addresses associated with the names of the websites an IP address brings a user
to. DNS acts like a phonebook for the internet. Whenever people type domain names, like
[Link] or [Link], into the address bar of web browsers, the DNS finds the right IP
address. The site’s IP address is what directs the device to go to the correct place to access the
site’s data.

Important Terms of Internet:

IP Address: An IP address is a unique address that identifies a device on the internet or a local
network. IP stands for "Internet Protocol," which is the set of rules governing the format of data
sent via the internet or local network. An IP address is a string of numbers separated by periods.
IP addresses are expressed as a set of four numbers — an example address might be
[Link]. Each number in the set can range from 0 to 255. So, the full IP addressing range
goes from [Link] to [Link].

Domain Name: This is a friendly naming system for giving addresses to web pages and servers.
It is a description of a computer’s location on the Internet. Usually, a dot separates a domain
name, for example, [Link] or [Link].
DNS, or the Domain Name System, translates human readable domain names (for
example, [Link]) to machine readable IP addresses (for example, 192.0. 2.44).

Homepage: A Homepage is the main page of a particular website. Usually, this is the first page
you see when you open a website. Additionally, a home page can have one of several different
filenames.

URL : A URL (Uniform Resource Locator) is a unique identifier used to locate a resource on the
Internet. It is also referred to as a web address. URLs consist of multiple parts -- including a
protocol and domain name -- that tell a web browser how and where to retrieve a resource.

Search Engine: Search Engine is a software system that works to search information on the
World Wide Web. Common examples of online search engines are Google, Yahoo, and Bing.
These programs allow you to search keywords and phrases to locate information on the Internet.

Modem: MODEM stands for MOdulator/DEModulator. It is a hardware device that enables a

computer to send and receive information over telephone lines by converting the digital data used
by your computer into an analog signal used on telephone lines and the converting back once
received on the other end.

Wi-Fi: Wi-Fi is defined as an abbreviation for wireless fidelity. Wi-Fi is the wireless technology
used to connect computers, tablets, smartphones and other devices to the internet. Wi-Fi is the
radio signal sent from a wireless router to a nearby device, which translates the signal into data
you can see and use. The device transmits a radio signal back to the router, which connects to
the internet by wire or cable.

Bluetooth: Bluetooth technology allows devices to communicate with each other without cables
or wires. Bluetooth relies on short-range radio frequency, and any device that incorporates the
technology can communicate as long as it is within the required distance.

28 | P a g e
What is difference between Wi-Fi and Bluetooth?

Both Bluetooth and Wi-Fi are used for providing wireless communication through radio signals.
The most distinction between Bluetooth and Wifi is that, Bluetooth is actually accustomed connect
short-range devices for sharing information whereas Wifi is used for providing high-speed web
access or internet.

********************

Define Backup in Computers? What are the various type of Backups?

Backup is the process of creating a copy of the data on your

system that you can use for recovery in case your original
data is lost or corrupted. You can also use backup to recover
copies of older files if you have deleted them from your
system.
There are mainly three types of backup are there:
1. Full backup
2. Incremental backup
3. Differential backup

Full Backup
Full backup type will perform a complete backup of all
source files and folders, every time you run the backup, no
matter if the source files were changed or not since the last
backup execution. You usually perform a normal backup the
first time you create a backup set.

Incremental Backup
An incremental backup backs up only those files created or
changed since the last normal or incremental backup. If you
use a combination of normal and incremental backups, you
will need to have the last normal backup set as well as all
incremental backup sets in order to restore your data.

Differential Backup

Differential A differential backup copies files created

or changed since the last normal or incremental
backup. If you are performing a combination of
normal and differential backups, restoring files and
folders requires that you have the last normal as
well as the last differential backup.

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What are the various system maintenance tools available in Windows Operating
System?

The various system maintenance tools available in windows

operating system are:
1. Disk Cleanup
2. Disk Defragmenter
3. Error-checking
4. System Restore
1. Disk Cleanup tool is used to free up space on our hard
disk by removing temporary/Internet files, removing
installed components and programs that we no longer use, and emptying the Recycle Bin.
Disk cleanup perform two operations:
• Deletion
• Compression
Path Windows-7: Start  All Programs  Accessories  System Tools  Disk Cleanup

2. Disk Defragmenter: Disk Defragmenter is a tool that rearranges the data on your hard
disk and reunites fragmented files so your computer can run more efficiently.
Path Windows-7: Start  All Programs  Accessories  System Tools  Disk Defragmenter

3. Error Checking: You can use the Error-checking tool to check for file system errors and
bad sectors on your hard disk. [Detecting and repairing disk errors].
Path Windows-7: My Computer  right Click on Drive  Property  Tools  Error Checking

4. System Restore: System Restore is a component of Windows Operating

Systems that you can use to restore your computer to a previous state, if a
p roblem occurs, without losing your personal data files (such as Microsoft
Word documents, browsing history, drawings, favourites, or e-mail). System
Restore monitors changes to the system and some application files, and it
automatically creates easily identified restore points. These restore points allow you to
revert the system to a previous time. They are created daily and at the time of significant
system events (such as when an application or driver is installed). You can also create and
name your own restore points at any time.
Path Windows-7: Start  All Programs  Accessories  System Tools  System Restore

30 | P a g e
Doe’s & Don’ts for System Maintenance:
DOE’S
Provide proper power supply: You can run
system properly and can avoid system crashes by
providing proper power supply.
Use UPS: While you are working on a system if a
sudden power goes off then system shutdown
suddenly and may lead to data loss. Therefore, use
UPS to provide power supply to your system.
Do install Windows and Antivirus/Anti SpyWare updates: Virus and other malware threats
easily enter your system when you share data from the infected system and downloading data,
software etc from untrustworthy sites. Later, these threats results in loss of data. Therefore, keep
updating antivirus tool and scan system regularly.
Do shutdown properly: When you wish to turn off system use proper shutdown procedure and
try not directly switch off the power button. In case if done so then there are chances of losing
data stored on it.
Keep Firewall on: While browsing internet turn on the firewall option in browser settings, which
you use. This will block you from visiting virus and malware attacked websites.
Keep OS updated: Keeping your updated you never come across system’s problems and
increases system’s performance and throughput. If you are using a lower version of the operating
system, try upgrading to Windows 10 or macOS Catalina
Delete unnecessary files: Keeping unnecessary files and folder consumes memory space and
unwanted applications slow-down system’s performance by consuming ram memory. Therefore,
keep deleting unwanted files and applications from the system.
Keep PC in a well-equipped place: Keeping PC in well-equipped place, which will ensure no
physical damages happening to it. In addition, maintain room temperature as it ensures no heat
pressure will create in the system and keeps the device from overheating.
DON’TS
Don’t install deceitful utilities: Installing deceitful applications on the system which may affect
file system and other data stored on it. Therefore, before installing any applications make sure that
is free from virus and malware threats.
Don’t install multiple OS: installing multiple OS in same system which slow-down system’s
performance and there might be chances of a sudden OS crash and results into inaccessible hard
drive.
Don’t Store anything on your Desktop: Keeping files and folders on the desktop which will
increase the system booting time and slow-down system’s performance.
**************

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 E-mail (Electronic Mail)
An Email is an electronic message transmitted over an Internet from one
Internet user to another Internet user. It saves time and money, is fast
to use and less expensive than the post.
In order to use Email service, each Internet user must have an Email
address. An Email address identifies a person and the computer for
purposes of exchanging electronic mail messages. The basic structure of
an e- mail address is:
Username @domain name
e.g. someone@[Link]
An email address is read from left to right e.g. someone at [Link], where
• Someone is the name of the person sending or receiving the message; this is referred to as the
username.
• Yahoo is the address of server (domain), where the mailbox of the receipt or sender resides.
• Com is also part of the domain name and indicates that yahoo is a commercial organization.

Anatomy of email message:

Internet email messages consist of two major

sections:
 Header
 Body
Header: The top portion of the email message
refers to Header. It contains the following
details:

To : Contains the e-mail addresses of the recipients. This is a mandatory entry.

CC : Cc is shorthand for Carbon copy. If you add a recipient's name to this box in an e-
mail message, a copy of the message is sent to that recipient, and the recipient's
name is visible to other recipients of the message.
BCC: Bcc is shorthand for Blind carbon copy. If you add a recipient's name to this box in a
mail message, a copy of the message is sent to that recipient, and the recipient's
name is not visible to other recipients of the message.
Subject: Subject contains the main topic of the message. Keep this brief. Recipients see this in
their summary of incoming e-mails.
Attachment: Attachment contains the names of files that you may be sending, for example, a word-
processing document or a spreadsheet.
Signature: An e-mail signature can include your name, title, telephone and Fax numbers, street
address, and e-mail address.
Body: Body contains the message itself. This is exactly the same as the body of a regular
letter. The message should be mostly is short note, but if you have long message or
information you can use attachment feature of the email.
Advantage of E-mail:
With email service, the Internet has proved to be rapid and productive communication tool for
millions of users. As compared to paper mail, telephone and fax, email is preferred because
of its following advantages.
1. You can send a message anytime, anywhere.
2. You can send the same message to several people at the same time.
3. You can forward information to co-workers without retyping it.
4. You can save time. E-mail is fast, usually taking no more than a few minutes to be received.
5. You can e-mail electronic documents and the recipients can then edit and return revised
versions.
6. You can send messages around the world as easily as to co-workers in the next office.
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Attaching Files to Email
Sometimes, you’ll need to attach your
own files to an email. Only digital files
can be attached to an email. If you
printed out a form and filled it out, it
must be scanned to create a file that can
be attached.
To attach a file to an email:
1. Create a new email message. Make sure fill out the To and Subject field.
You can also reply to an existing email.
2. Click on the paperclip icon. The paperclip is the universal symbol for email
attachments.
3. A new window opens.
 Navigate to the file’s location, such as the Documents, Pictures, or Downloads folder.
 Click on the file you wish to attach and click Open.
4. The file is attached to the email.
5. Finish up your email and click on the Send button.
Different email providers may have additional steps.

Downloading Attachments from Email

To view attachments, they must be downloaded onto the

c omputer. That means that a copy must be saved on the
computer you are using.
Usually, attachments are located at the bottom on the
email. The attachment may show a preview of the image
or a simple box with a symbol on it.
Once you’ve located the attachment, it’s time to download
it! Each email provider (Outlook, Yahoo!, Gmail, etc.) looks
slightly different, but the process is mostly the same.
To download an attachment:
1. Move your mouse over the attachment.
2. Click on the Download, or button. If necessary, select Download again.
3. The file will download to the computer. In Google Chrome, the file will appear at the
bottom of the window.
To open the file, simply click on the file name. Other browsers may function differently.
**********
Junk mail/SPAM refers to things we receive in the email but did not request,
i.e., unsolicited email. Marketing firms send junk/spam email to hundreds of millions of
people across the world every week. Companies use this type of mail to introduce new
products, magazines, and investments etc.
Address Book: An address book is a database that stores names, addresses and other
contact information for a computer user. Address books allow easy access to the user's friends,
family, business associates and others by maintaining their email and other contact details on
their computer.

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