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NME-Office Automation

Bsc computer Science (Annamalai University)

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Skill Enhancement Course-1 (NME-I)

Course Code: 23UCSCN16
OFFICE AUTOMATION

UNIT-I
Introductory concepts: Memory unit – CPU-Input Devices: Key board, Mouse and Scanner. Output
devices: Monitor, Printer. Introduction to Operating systems & its features: DOS – UNIX– Windows.
Introduction to Programming Languages.
UNIT-II
Word Processing: Open, Save and close word document; Editing text – tools, formatting, bullets; Spell
Checker - Document formatting – Paragraph alignment, indentation, headers and footers, numbering;
printing – Preview, options, merge.
UNIT-III
Spreadsheets: Excel – opening, entering text and data, formatting, navigating; Formulas – entering,
handling and copying; Charts – creating, formatting and printing, analysis tables, preparation of
financial statements, introduction to data analytics.
UNIT-IV
Database Concepts: The concept of data base management system; Data field, records, and files,
Sorting and indexing data; Searching records. Designing queries, and reports; Linking of data files;
Understanding Programming environment in DBMS; Developing menu drive applications in query
language (MS – Access).
UNIT-V
Power point: Introduction to Power point - Features – Understanding slide typecasting & viewing
slides – creating slide shows. Applying special object – including objects & pictures – Slide transition –
Animation effects, audio inclusion, timers.

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UNIT-1
Introductory concepts:Memory unit– CPU-Input Devices: Key board, Mouse and Scanner. Output
devices: Monitor, Printer. Introduction to Operating systems &itsfeatures:DOS– UNIX–Windows.
Introduction to Programming Languages.

Memory Unit
 The Memory Unit is the amount of data stored in the storage unit.
 This storage capacity is expressed in terms of Bytes.
Types of memory unit
Different kinds of memory units are utilized in computers, and each has its own purpose. Let's
observe some common types:

1. PRIMARY MEMORY (MAIN MEMORY

i. RAM (Random access memory):
 RAM, which stands for random access memory, While RAM is volatile memory,RAM is like a
quick and temporary workspace in your computer.
 When you open a file or run the software, it gets loaded into RAM, so your laptop can access it
quickly.
 However, RAM is only sometimes permanent storage, so everything in RAM is lost when you
switch off your computer.
ii. ROM (read-only memory):
 ROM, which stands for read-only [Link] is a non-volatile memory that stores all
instructions permanently
 This is permanently programmed into the computer's circuitry.
 The records in ROM cannot be modified, so it is secure and reliable.
2. Cache Memory:
 Cache memory is a volatile memory used to store data or often accessed instructions.
 Since the cache memory accesses data more quickly than RAM, this can enhance system
performance.
 Data can be accessed more quickly thanks to the greater proximity of cache memory to the CPU.
3. Virtual Memory:
 Virtual memory is a method of increasing available memory by utilizing hard drive space.
 When RAM is at capacity, the computer temporarily transfers some data to the hard drive to make
room in RAM for different programs.
 This method enhances computer performance when running numerous programs by allowing the
machine to store more information than is feasible in RAM.

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4. Flash Memory:
 Flash memory is a non-volatile memory frequently appearing in solid-nation drives, USB drives,
and memory cards.
 It is extra reliable and faster than traditional hard drives, making it appropriate for usage in devices
that are portable.
 Transistors used in flash memory for data storage remain current even if the power has been
switched off.
5. Registers:
 Registers are small, quick memory units found on the CPU.
 They can temporarily store data during processing, like computation results or the content of certain
memory addresses.
 Although registers are the quickest type of memory currently accessible, their production costs are
also the highest.
Memory Units-Measurement

No. Unit Description

1 Bit (Binary Digit) A binary digit is logical 0 & 1
2 Nibble 1 Nibble = 4 bits
3 Byte (B) 1 Byte = 8 bits
4 Kilobyte (KB) 1 KB = 1024 B
5 Megabyte (MB) 1 MB = 1024 KB
6 Gigabyte (GB) 1 GB = 1024 MB
7 Terabyte (TB) 1 TB = 1024 GB
8 Petabyte (PB) 1 PB = 1024 TB
9 Exabyte (EB) 1 EB = 1024 PB
10 Zettabyte (ZB) 1 ZB = 1024 EB
11 Yottabyte (YB) 1 YB = 1024 ZB
1 BB=1024YB
12 Bronto Byte(BB)

13 Geop byte(Gb) 1Gb=1024BB

Secondary Memory (Storage Devices)

Definition:
 Secondary memory is non-volatile memory used to store data permanently.
 It retains data even when the computer is turned off.
Example:
Hard Disk, CD/DVD, Pen Drive – Used for permanent storage.

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CPU(Central Processing Unit)

Central Processing Unit (CPU) consists of the following features −
 CPU is considered as the brain of the computer.
 CPU performs all types of data processing operations.
 It stores data, intermediate results, and instructions (program).
 It controls the operation of all parts of the computer.

CPU itself has following three components.

1. Memory or Storage Unit
2. Control Unit
3. ALU(Arithmetic Logic Unit)
1. Memory or Storage Unit
 This unit can store instructions, data, and intermediate results. This unit supplies information to
other units of the computer when needed.
 It is also known as internal storage unit or the main memory or the primary storage or Random
Access Memory (RAM).
 Its size affects speed, power, and capability.
 Primary memory and secondary memory are two types of memories in the computer.
Functions of the memory unit are −
 It stores all the data and the instructions required for processing.
 It stores intermediate results of processing.
 It stores the final results of processing before these results are released to an output device.
 All inputs and outputs are transmitted through the main memory.
2. Control Unit
This unit controls the operations of all parts of the computer but does not carry out any actual data
processing operations.
Functions of coutrol unit are −
 It is responsible for controlling the transfer of data and instructions among other units of a computer.
 It manages and coordinates all the units of the computer.
 It obtains the instructions from the memory, interprets them, and directs the operation of the
computer.
 It communicates with Input/Output devices for transfer of data or results from storage.
 It does not process or store data.
3. ALU (Arithmetic Logic Unit)
This unit consists of two subsections namely,
 Arithmetic Section
 Logic Section
Arithmetic Section

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o Function of arithmetic section is to perform arithmetic operations like addition, subtraction,

multiplication, and division.
o All complex operations are done by making repetitive use of the above operations.
Logic Section
Function of logic section is to perform logic operations such as comparing, selecting, matching, and
merging of data.
What is an Input Device?
 The electromagnetic devices that accept data or a set of instructions from the outside world and
then translate that data into machine-readable and understandable form are known as input
devices.
 Computer input devices serve as an interface between the outside world and the computer for
proper communication
Different Types of Input Devices
 Keyboard
 Mouse
 Scanner
 Joy Stick
 Light pen
 Track Ball
 Graphic Tablet
 Microphone
 Magnetic Ink Card Reader(MICR)
 Optical Character Reader(OCR)
 Bar Code Reader
 Optical Mark Reader(OMR)
Keyboard

 For entering data into a computer, the keyboard is the most common and commonly used input
device.
 It contains various keys for entering letters, numbers, and characters.
 Although there are some additional keys for completing various activities, the keyboard layout is
identical to that of a standard typewriter.
 It is generally available in two different sizes 84 keys or 101/102 keys and for Windows and the
Internet, it is also available with 104 keys or 108 keys.
 It is connected to a computer system with the help of a USB or a Bluetooth device .
The keys on the keyboard are:
 Numeric Keys:
 These keys are used to enter numeric data and move the cursor.
 It is typically made up of 17 keys.
 Keyboard Shortcuts:

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 These keys include the letter keys (A-Z) and the number keys (09).

 Control Keys:
 The pointer and the screen are controlled by these keys.
 It comes with four directional arrow keys.
 Control keys include Home, End, Insert, Alternate(Alt), Delete, Control(Ctrl), and Escape.
 Special Keys:
 Enter, Shift, Caps Lock, NumLk, Tab, and Print Screen are some of the special function keys
on the keyboard.
 Function Keys:
 The 12 keys from F1 to F12 are on the topmost row of the keyboard.
Generally, the keyboard is of three types:
1. QWERTY Keyboard
2. AZERTY Keyboard
3. DVORAK Keyboard
Characteristics of Keyboard :
 The keyboard has various functions keys for a different purpose
 Instead of using the mouse, we can utilize the arrow keys on the keyboard to do the same purpose
as the mouse.
 The main keyboard, cursor keys, numeric keypad, and function keys are the four primary
components of a keyboard.
 Keyboards are more affordable.
Mouse
 The mouse is the most used pointing device.
 While clicking and dragging, the mouse moves a little cursor across the screen.
 If you let off of the mouse, the cursor will come to a halt.

 You must move the mouse for the computer to move; it will not move on its own. As a result, it’s
a device that accepts input.
 Or we can say that a mouse is an input device that allows you to control the coordinates and
movement of the on-screen cursor/pointer by moving the mouse on a flat surface.
 The left mouse button can be used to pick or move items, while the right mouse button displays
additional menus when clicked.
 It was invented in 1963 by Douglas C. Engelbart.
Generally, the mouse is of four types:
1. Trackball Mouse
2. Mechanical Mouse
3. Optical Mouse

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[Link] Mouse
Characteristics of the mouse:
 A mouse is used to move the cursor on the screen in the desired direction.
 A mouse allows users to choose files, folders, or multiple files or text or, all at once.
 Hover over any object with the mouse pointer.
 A mouse can be used to open a file, folder, etc. You must first move your pointer to a file, folder,
and then double-click on it to open or execute.
Scanner

 A scanner is a type of input device that works in the same way as a photocopier.
 It’s used when there’s data on paper that needs to be transferred to the computer’s hard disc for
further processing.
 The scanner collects images from the source and translates them to a digital version that can be
saved on the hard disks.
 These graphics can be changed before they are printed.
Generally, the scanner is of five types:
 Flatbed Scanner
 Handheld Scanner
 Sheetfed Scanner
 Drum Scanner
 Photo Scanner
Characteristics of Scanner:
 You can scan film negatives via a scanner if there is a transparent media adaptor.
 A scanner may also scan low-quality or non-standard-weight paper.
 The scanners are adaptable, allowing you to scan a wide range of items regardless of their size. You
can scan small items as well as large documents if you can locate them.
Output devices
What is ouput device?
 An output device is a piece of computer hardware that converts information into a human-
perceptible form or, historically, into a physical machine-readable form for use with other non-
computerized equipment.
 It can be text, graphics, audio, or video..
Different Types of Output Devices:
1. Monitors
2. Printer
3. Graphic Plotter

[Link]

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 Monitors, commonly called as Visual Display Unit (VDU), are the main output device of a
computer.
 It forms images from tiny dots, called pixels that are arranged in a rectangular form. The sharpness
of the image depends upon the number of pixels.
There are two kinds of viewing screen used for monitors.
 Cathode-Ray Tube (CRT)
 Flat-Panel Display
Cathode-Ray Tube (CRT) Monitor
 The CRT display is made up of small picture elements called pixels.
 The smaller the pixels, the better the image clarity or resolution.
 It takes more than one illuminated pixel to form a whole character, such as the letter ‘e’ in the word
help.

 A finite number of characters can be displayed on a screen at once.

 The screen can be divided into a series of character boxes - fixed location on the screen where a
standard character can be placed.
 Most screens are capable of displaying 80 characters of data horizontally and 25 lines vertically.
There are some disadvantages of CRT −
 Large in Size
 High power consumption
Flat-Panel Display Monitor
 The flat-panel display refers to a class of video devices that have reduced volume, weight and
power requirement in comparison to the CRT.
 You can hang them on walls or wear them on your wrists.
 Current uses of flat-panel displays include calculators, video games, monitors, laptop computer, and
graphics display.

The flat-panel display is divided into two categories −

 Emissive Displays − Emissive displays are devices that convert electrical energy into light. For
example, plasma panel and LED (Light-Emitting Diodes).
 Non-Emissive Displays − Non-emissive displays use optical effects to convert sunlight or light from
some other source into graphics patterns. For example, LCD (Liquid-Crystal Device).
The types of monitors are :

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I. LCD Monitor
II. LED Monitor
III. Plasma Monitor

i) LCD Monitor

 The LCD monitor is a flat panel screen that is compact and light-weight as compared to CRT
monitors.
 It is based on liquid crystal display technology which is used in the screens of laptops, tablets, smart
phones, etc.
 An LCD screen comprises two layers of polarized glass with a liquid crystal solution between them.
 When the light passes through the first layer, an electric current aligns the liquids crystals.
 The aligned liquid crystals allow a varying level of light to pass through the second layer to create
images on the screen.
 The LCD screen has a matrix of pixels that display the image on the screen.
 Old LCDs had passive-matrix screens in which individual pixels are controlled by sending a charge.
 Modern LCDs use active-matrix technology and contain thin film transistors (TFTs) with
capacitors.

ii) LED monitor

 The LED monitor is an improved version of an LCD monitor.

 It also has a flat panel display and uses liquid crystal display technology like the LCD monitors.
 The difference between them lies in the source of light to backlight the display.
 The LED monitor has many LED panels, and each panel has several LEDs to backlight the display,
whereas the LCD monitors use cold cathode fluorescent light to backlight the display.
 Modern electronic devices such as mobile phones, LED TVs, laptop and computer screens, etc.,
 use a LED display as it not only produces more brilliance and greater light intensity but also
consumes less power.

iii) Plasma Monitor

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 The plasma monitor is also a flat panel display that is based on plasma display technology.
 It has small tiny cells between two glass panels.
 These cells contain mixtures of noble gases and a small amount of mercury.
 When voltage is applied, the gas in the cells turns into a plasma and emits ultraviolet light that
creates images on the screen,
 i.e., the screen is illuminated by a tiny bit of plasma, a charged gas.
 Plasma displays are brighter than liquid crystal displays (LCD) and also offer a wide viewing angle
than an LCD.
 Plasma monitors provide high resolutions of up to 1920 X 1080, excellent contrast ratios, wide
viewing angle, a high refresh rate and more.
 Thus, they offer a unique viewing experience while watching action movies, sports games, and
more.

2) Printer
 A printer produces hard copies of the processed data. It enables the user, to print images, text or any
other information onto the paper.
 Based on the printing mechanism, the printers are of two types: Impact Printers and Non-impact
Printers.

[Link] Printers: They are of two types:

A. Character Printers
i. Dot Matrix printers
ii. Daisy Wheel printers
B. Line printers

i. Drum printers
ii. Chain printers
o Non-impact printers: They are of two types:
A. Laser printers
B. Inkjet printers
[Link] Printers
Impact printers print the characters by striking them on the ribbon, which is then pressed on the paper.
Characteristics of Impact Printers are the following −
 Very low consumable costs
 Very noisy
 Useful for bulk printing due to low cost
 There is physical contact with the paper to produce an image

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These printers are of two types −

 Character printers
 Line printers

[Link] Printers
Character printers are the printers which print one character at a time.
These are further divided into two types:
 Dot Matrix Printer(DMP)
 Daisy Wheel

i) .Dot Matrix Printer

 In the market, one of the most popular printers is Dot Matrix Printer.
 These printers are popular because of their ease of printing and economical price.
 Each character printed is in the form of pattern of dots and head consists of a Matrix of Pins of size
(5*7, 7*9, 9*7 or 9*9) which come out to form a character which is why it is called Dot Matrix
Printer.

Advantages
 Inexpensive
 Widely Used
 Other language characters can be printed

Disadvantages: Slow Speed, Poor Quality

Daisy Wheel
 Head is lying on a wheel and pins corresponding to characters are like petals of Daisy (flower)
which is why it is called Daisy Wheel Printer.
 These printers are generally used for word-processing in offices that require a few letters to be sent
here and there with very nice quality.
Advantages Disadvantages
 More reliable than DMP  Slower than DMP
 Better quality  Noisy
 Fonts of character can be  More expensive than
easily changed DMP

[Link] Printers

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 Line printers are the printers which print one line at a time.
These are of two types −
 Drum Printer
 Chain Printer

[Link] Printer
 This printer is like a drum in shape hence it is called drum printer.
 The surface of the drum is divided into a number of tracks.
 Total tracks are equal to the size of the paper, i.e. for a paper width of 132 characters, drum will
have 132 tracks.
 A character set is embossed on the track.
 Different character sets available in the market are 48 character set, 64 and 96 characters set.
 One rotation of drum prints one line.
 Drum printers are fast in speed and can print 300 to 2000 lines per minute.

Advantages Disadvantages
 Very high speed  Very expensive
 Characters fonts cannot
be changed

[Link] Printer
In this printer, a chain of character sets is used, hence it is called Chain Printer. A standard character set
may have 48, 64, or 96 characters.

Advantages
 Character fonts can easily be changed.
 Different languages can be used with the same printer.

Disadvantages
 Noisy

[Link]-impact Printers
 Non-impact printers print the characters without using the ribbon.
 These printers print a complete page at a time, thus they are also called as Page Printers.
These printers are of two types −
 Laser Printers
 Inkjet Printers

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Characteristics of Non-impact Printers

 Faster than impact printers
 They are not noisy
 High quality
 Supports many fonts and different character size

[Link] Printers
 These are non-impact page printers.
 They use laser lights to produce the dots needed to form the characters to be printed on a page.

Advantages
 Very high speed
 Very high quality output
 Good graphics quality
 Supports many fonts and different character size

Disadvantages
 Expensive
 Cannot be used to produce multiple copies of a document in a single printing

[Link] Printers
 Inkjet printers are non-impact character printers based on a relatively new technology.
 They print characters by spraying small drops of ink onto paper.
 Inkjet printers produce high quality output with presentable features.

 They make less noise because no hammering is done and these have many styles of printing modes
available.
 Color printing is also possible.
 Some models of Inkjet printers can produce multiple copies of printing also.
Advantages
 High quality printing
 More reliable

Disadvantages

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 Expensive as the cost per page is high

 Slow as compared to laser printer

Operating Sysytem
Definition:.

 An Operating System (OS) is system software that acts as an interface between the user and the
computer hardware.
 It manages hardware components, software resources, and provides services for computer
programs.

Architecture

Functions of an Operating System:

1. Resource Management – Manages CPU, memory, disk, and I/O devices.
2. Process Management – Handles creation, scheduling, and termination of processes.
3. Memory Management – Allocates and deallocates memory to programs.
4. File System Management – Organizes, stores, retrieves, and manages data on disk.
5. Security & Access Control – Protects data and system from unauthorized access.
6. User Interface – Provides command-line (CLI) or graphical (GUI) interface for users.

Features of Operating Systems

Here is a brief list of key features of operating systems:
1. Multi-tasking
o Allows execution of multiple programs at the same time.
o Example: You can listen to music while typing in a Word document.
2. Multi-user Support
o More than one user can use the system resources simultaneously or at different times.
o Example: Linux and UNIX systems support multiple user logins.
3. Memory Management
o Manages RAM allocation to processes.
o Ensures that each program gets enough memory and prevents memory conflicts.
4. Process Management

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Handles creation, scheduling, and termination of processes.

o
o Controls how processes share CPU time.
5. Device Management
o Controls and coordinates the use of hardware devices like printers, scanners, etc.
o Uses device drivers to communicate with hardware.
6. File Management
o Organizes data in files and directories.
o Supports file creation, reading, writing, and deletion.
7. Security and Protection
o Protects data and system resources from unauthorized access.
o Includes password protection, user permissions, and encryption.
8. User Interface (UI)
o Provides interface to interact with the system.
o Types: Command-Line Interface (CLI), Graphical User Interface (GUI).
9. Networking Capability
o Enables computers to connect and communicate over a network.
o Supports protocols like TCP/IP.
10. Error Detection and Handling
o Identifies and reports system errors.
o Takes corrective actions to maintain smooth functioning.
11. Performance Monitoring
o Monitors system performance and helps in system tuning.
Common Operating Systems:
 DOS
 UNIX / Linux
 Windows
DOS:
What is DOS?
 DOS stands for Disk Operating System.
 It is an early operating system used in personal computers, especially during the 1980s and early
1990s.
 DOS provides a command-line interface (CLI), meaning users must type commands to interact
with the computer.
Key Features of DOS:
1. Single-User and Single-Tasking:
o Only one user and one program can run at a time.
2. Command-Line Interface:
o No graphics or icons; users type commands like DIR, COPY, DEL, etc.
3. File and Directory Management:
o Supports basic file operations like creating, reading, copying, and deleting files.
4. Loads from Disk:

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The operating system is loaded from a disk (floppy disk or hard disk), hence the name “Disk
o
Operating System”.
5. Low Memory Usage:
o It requires very little memory, suitable for early computers.

Examples of DOS Commands:

Command Purpose
DIR Displays list of files and folders
COPY Copies files from one location to another
DEL Deletes files
CD Changes directory
Limitations of DOS:
 No multitasking
 No graphical interface
 Limited memory support
 Outdated for modern computers
UNIX
What is UNIX?
 UNIX is a multi-user, multitasking operating system originally developed in the 1970s at
AT&T’s Bell Labs.
 It is widely used in servers, academic systems, and high-performance computing environments.
Key Features of UNIX:
1. Multi-user Support:
o Multiple users can log in and use system resources simultaneously.
2. Multitasking:
o Can run many programs at the same time.
3. Security and Stability:
o Strong file permissions and user access control.
o Rarely crashes and runs for long periods without restarting.
4. Portability:
o Can run on different types of hardware with little modification.
5. Command-Line Interface (CLI):
o Controlled mostly by typed commands, although modern versions have GUI (e.g.,
GNOME, KDE).
6. Hierarchical File System:
o Organizes files in a tree-like structure.
7. Networking:
o Built-in support for network communication and services.
Common UNIX Commands:

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Command Description
ls Lists files and directories
cd Changes directory
mkdir Creates a new directory
rm Removes files
man Displays manual/help for commands
UNIX and Linux:
 Linux is a UNIX-like operating system that is open-source and free to use.
 Popular Linux distributions (distros) include: Ubuntu, Fedora, Red Hat, Debian.
Windows
What is Windows?
 Windows is a graphical operating system developed by Microsoft.
 It is the most widely used operating system in personal computers.
 The first version was released in 1985 as an extension to MS-DOS.
Key Features of Windows:
1. Graphical User Interface (GUI):
o Easy-to-use interface with icons, menus, windows, and mouse support.
2. Multitasking:
o Allows running multiple applications at the same time (e.g., browsing, typing, listening to
music).
3. Multi-user Support:
o Allows different users to have their own accounts and settings.
4. Wide Software Compatibility:
o Supports a large variety of applications like MS Office, Photoshop, games, etc.
5. Plug and Play:
o Automatically detects and configures hardware devices like printers and USB drives.
6. Security Features:
o Provides firewalls, antivirus support, and regular updates.
7. File Management System:
o Organizes data into files and folders using File Explorer.
Popular Versions of Windows:
Version Highlights
Windows XP User-friendly, widely adopted
Windows 7 Stable, fast, popular in offices
Windows 10 Enhanced UI, security, frequent updates
Windows 11 Modern design, optimized for performance and touch screens

Introduction to Programming Language

Just like we use languages (like English or Tamil) to talk to people, programmers use a programming
language to communicate with computers.
What is Language?

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 A language is a way to share ideas and information.

 Example: To teach someone, we need a common language both people understand.
What is a Programming Language?
 A programming language is used to give instructions to the computer.
 These instructions are written by programmers to create:
o Desktop Applications
o Websites
o Mobile Apps
 Examples: C, C++, Java, Python
Types of Programming Languages
Programming languages are mainly divided into:
1. Low-Level Programming Language
 Very close to machine hardware.
 Fast execution.
 Machine-dependent (works only on specific processors).
 No need for a compiler or interpreter.
i. Machine Language
 Written in binary (0s and 1s).
 Directly understood by the computer.
 Fastest, but hard to understand.
ii. Assembly Language
 Uses short codes (like MOV, ADD).
 Easier than machine language.
 Needs an assembler to convert to machine code.
 Faster and uses less memory.
2. High-Level Programming Language
 Easy for humans to read and write.
 Requires a compiler or interpreter.
 Used to create software, websites, apps, etc.
 Examples: Python, Java, C++, C#, PHP, Swift
Types of High-Level Languages:
i. Procedural Oriented Programming (POP)
 Based on functions or procedures.
 Easy to reuse code.
 Good for beginners.
 Examples: C, FORTRAN, BASIC, Pascal
ii. Object-Oriented Programming (OOP)

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 Based on objects and real-world concepts.

 Supports features like:
o Inheritance
o Polymorphism
o Abstraction
 Easier to maintain and update.
 Examples: C++, Java, Python, C#
iii. Natural Language
 Based on human language like English.
 Used in AI and NLP (Natural Language Processing).
 Helps machines understand and respond in human language.
 Used in:
o Translation
o Chatbots
o Voice assistants
3. Middle-Level Programming Language
 A mix of low-level and high-level features.
 Also called intermediate or pseudo-language.
 User-friendly and close to machine language.
 Supports system programming and application development.
 Examples: C, C++
[Link]-Generation Language (4GL)
 Very user-friendly and non-procedural.
 Used in database handling, report generation, etc.
 Focus on what to do, not how to do.
 Examples: SQL, Oracle Reports, MATLAB
5. Fifth-Generation Language (5GL)
 Based on logic and constraints, mainly used in AI (Artificial Intelligence).
 User defines the problem; the machine figures out how to solve it.
 Examples: Prolog, Mercury
Summ ary Tab le:
Language Type Example Level Translator Used
Machine Language 01001100 Low None (directly executed)
Assembly Language MOV A, B Low Assembler
High-Level Language C, Java High Compiler / Interpreter
Fourth-Generation (4GL) SQL Very High Query Processor

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Language Type Example Level Translator Used

Fifth-Generation (5GL) Prolog AI Level Logical Inference Engine

REVIEW QUESTIONS
ONE MARK QUESTIONS
Choose the Best Answer
1. The brain of the computer is:
a) Monitor b) CPU c) Keyboard d) Printer
2. Which device is used to convert paper documents into digital form?
a) Mouse b) Scanner c) Printer d) Monitor
3. Which of the following is an output device?
a) Keyboard b) Scanner c) Monitor d) Mouse
4. Which operating system is command-line based?
a) Windows b) UNIX c) DOS d) Android
5. Which of these is a low-level language?
a) Python b) C c) Assembly d) Java
Fill in the Blanks
1. __________ is used to input textual data into a computer.
2. The part of CPU that performs arithmetic and logical operations is __________.
3. A device that shows the result of processed data is called __________.
4. DOS stands for __________.
5. The language understood by the computer is called __________ language.
Match the Following
A B
1. Mouse a) Output Device
2. Printer b) Input Device
3. RAM c) Volatile Memory
4. Compiler d) Translates full code
5. UNIX e) Multiuser OS
One Word Answer
1. Name a volatile memory.
2. Which unit stores data temporarily?
3. Name a GUI-based operating system.
4. What does CPU stand for?
5. Name an input device used to point and select items.
7 MARK QUESTIONS
1. Explain the different types of memory in a computer system.
2. Describe the main components of CPU.
3. Differentiate between input and output devices with examples.
4. Write short notes on DOS, UNIX and Windows operating systems.
5. Briefly explain the types of programming languages.
15 MARK QUESTIONS
1. Explain in detail the functional components of a computer system.
2. Describe various input and output devices with their functions and examples.

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3. Compare and contrast DOS, UNIX, and Windows operating systems.

4. Discuss the classification of programming languages with examples and features.
5. Write an essay on memory units in a computer. Describe their types and functions.

UNIT-II
Word Processing: Open, Save and close word document; Editing text – tools, formatting, bullets; Spell
Checker - Document formatting – Paragraph alignment, indentation, headers and footers, numbering;
printing – Preview, options, merge.

Word Processing:
 Word Processing enables the users to create and edit documents.
 To perform word processing, we need a computer, a special program called a word processor
and a printer.
 A word processor enables us to create a document, store it electronically on a disk,display it on a
screen, modify it by entering commands and characters from the keyboard,
 and print it on a printer.
 The most popular examples of word processors are MS-Word, WordPad and Notepad.
What is Microsoft Word
 Microsoft Word is a powerful word processing software developed by Microsoft, designed to
help users create, edit, format, and share text-based documents.
 It is a part of the Microsoft Office suite and is widely used for personal, academic, and
professional documentation tasks.
 users can easily create everything from resumes, letters, and reports to essays, invoices,
and brochures.
Key Features of Microsoft Word
 Easy-to-Use Interface: Microsoft Word offers a clean and intuitive layout with Ribbon tabs,
making document editing and formatting simple for beginners and professionals.
 Advanced Text Formatting: Customize fonts, colors, spacing, bullet points, and alignment to
create professional-looking documents.
 Built-in Templates: Choose from a wide variety of pre-designed templates for resumes, letters,
reports, brochures, and more.
 Real-Time Spell Check and Grammar Correction: Automatically detect spelling and
grammar mistakes as you type for error-free writing.
 Insert Tables, Images, Charts, and Hyperlinks: Enhance your documents with visual
elements, smart art, and functional links.
 Page Layout and Design Tools: Adjust margins, orientation, page size, and apply themes,
borders, and watermarks.
 Collaboration and Track Changes: Share documents online, co-author in real time, and use
comments and track changes for smooth collaboration.

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 Mail Merge Functionality: Automate the creation of personalized letters, labels, and emails
using data from Excel or Outlook.
 Cloud Storage with OneDrive: Access and edit documents from anywhere with Microsoft 365
cloud integration.
 Document Security and Protection: Add passwords, restrict editing, and use digital signatures
to protect sensitive content.

Create a Document
Steps to create a new word processing document
1. Start Microsoft Word.
2. Click the File tab.
3. Click the New tab.
4. Click Blank document. (A new blank document appears.)

5. Type your text. The text you type will be inserted into the document.

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