Computer Practice
N6
Module 1 – Information Systems
DEFINITION OF INFORMATION SYSTEMS
An information system is an integrated, man/machine system for providing
information to support the operations, management and decision-making
functions in an organisation. Information is the result of data processing.
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Module 1 – Information Systems (continued)
DATA COMMUNICATION AND NETWORKS
Data communication refers to the methods of linking terminals to the central
computer, in an online computer system. Components of a data
communication system:
• Central processor and input/output storage devices;
• People;
• Communication channels; and
• Communication control devices.
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Module 1 – Information Systems (continued)
SECURITY IN THE COMPUTER ENVIRONMENT
Controls can be implemented to guard against ruin of hardware and data:
• Firefighting equipment;
• Emergency plan;
• Clean environment;
• Duplication of hardware;
• Insurance; and
• Uninterruptible Power Supply (UPS).
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Module 1 – Information Systems (continued)
ACQUIRING COMPUTERS FOR BUSINESS CONCERNS
Formal steps taken when buying computer hardware for business concerns
• Draw up the request for proposals (RFP);
• Send requests to suppliers;
• Draw up a short list;
• Evaluate the suppliers on the short list; and
• Make the final selection.
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Module 1 – Information Systems (continued)
FINANCING
There are different methods to pay the supplier when purchasing a
computer:
• Outright purchase;
• Leasing;
• Suspensive sale agreements; and
• Rental from the manufacturer.
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Module 2 – Operating Systems
HARD DISK BASICS
A modern hard disk is able to store an amazing amount of information in a
small space. A hard disk can also access any of its information in a fraction
of a second. A typical desktop machine will have a hard disk with a capacity
of between 10 and 40 gigabytes. Data is stored onto the disk in the form of
files.
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Module 2 – Operating Systems (continued)
PREPARATION OF A HARD DISK
If you need to replace your hard drive either because it has experienced
hardware failure or you want to upgrade your primary hard drive, then you
need to prepare the new driver. After installing a hard drive, partitioning and
formatting should be done before it can be used by Windows 7.
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Module 2 – Operating Systems (continued)
CUSTOMIZING YOUR SYSTEM
To customize your system in a Windows environment is not complicated..
Click Start | Help and Support | Pick one of the Help Topics
(Hardware | Installing and configuring hardware) or Type CUSTOMIZE in the
SEARCH text box and press ENTER.
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Module 2 – Operating Systems (continued)
WINDOWS 7 COMMANDS
There are several commands possible on Windows 7 systems, such as but
certainly not limited to:
• Help support;
• Formatting;
• Disk copy;
• Directory (DIR); and
• Date and time.
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Module 3 – Computer Viruses
WHAT IS A COMPUTER VIRUS?
A virus is a program that can copy itself and infect various parts of your
computer, such as documents, programs, and parts of your operating
system. Most viruses attach themselves to a file or part of your hard disk and
then copy themselves to other places within the operating system.
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Module 3 – Computer Viruses (continued)
TYPES OF VIRUSES
There are different types of computing viruses:
• File viruses which attack executable files; and
• Boot sector viruses which attack the the boot sector of the diskette or the
master boot record of a hard drive.
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Module 3 – Computer Viruses (continued)
VIRUS ACTIONS
The action of viruses can be divided into three groups:
• Logical bomb;
• Trojan Horse; and
• Worm.
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Module 3 – Computer Viruses (continued)
VIRUS STAGES
A computer virus can be found in different stages:
1. Propagation stage (transmission stage);
2. Dormancy period (hibernation period);
3. Inactive stage;
4. Active period ; and
5. Disinfecting stage.
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Module 3 – Computer Viruses (continued)
SPREADING OF VIRUSES
Viruses can be spread through:
• Personal computers (PCs);
• Networks; and
• Mainframe computers.
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Module 3 – Computer Viruses (continued)
SYMPTOMS OF VIRUS INFECTION
• The system can become slow or perform uncommon actions.
• The amount of RAM can suddenly decrease.
• Executable files take longer to execute.
• Bad or damaged sectors appear on a fixed disk.
• The number of files on a disk increase.
• The size of the executable files increase.
• An activity is executed by the system that was not introduced by the user.
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Module 3 – Computer Viruses (continued)
PREVENTION OF VIRUS INFECTION
• Do not use any foreign disks in your computer.
• Use anti-virus software to test all files before copying to the hard drive.
• Control the access of computers and the fileserver.
• Change the CMOS setting so that the computer boots from the hard drive
first where an up-to-date anti-virus programme is installed.
• Perform a virus test and check files regularly with an antivirus programme.
• Write protect diskettes containing important data.
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Module 4 – Troubleshooting
CMOS SETTINGS AND WINDOWS REGISTRY
CMOS is the complementary metal-oxide semiconductor. It refers to a
battery-powered memory chip in your computer that stores start-up
information. The Windows registry contains profiles for each user of the
computer and information about system hardware, installed programs, and
property settings.
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Module 4 – Troubleshooting (continued)
SOFTWARE ERRORS
Software errors could come up as:
• File system errors and bad sectors; and
• Memory errors.
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Module 4 – Troubleshooting (continued)
HARDWARE PROBLEMS
Hardware issues could be:
• Monitor faults;
• Bad keyboard maintenance;
• Bad mouse maintenance;
• Printer errors;
• Cabling problems; and
• Hard drive errors.
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Module 4 – Troubleshooting (continued)
TROUBLESHOOTING WITH WINDOWS 7
• Click Start | Help and Support. The Help and Support Center window will appear.
• Type the keyword: troubleshooting in the dialogue box.
• Select the correct topic/problem to get more information.
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Module 5 – Word Processing: MS-Word 2013
AUTOMATIC BULLETS AND NUMBERING
MS-Word automatically converts a paragraph to a bullet item when text starts
with a hyphen (-) or asterisk (*) followed by an ENTER to end the paragraph.
MS-Word automatically converts the paragraph to a numbered list item when
ENTER is pressed at the end of a paragraph and starting with 1. Space OR
1. Tab, followed by text.
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Module 5 – Word Processing: MS-Word 2013 (continued)
CREATE AND EDIT COLUMNS
• Divide existing text into columns: Select the appropriate text and click
Page Layout tab
• Format columns: Click Page Layout tab | Page Setup group: Columns |
More Columns | Specify the number of columns.
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Module 5 – Word Processing: MS-Word 2013 (continued)
CREATE AND EDIT A TABLE
To create a table:
Place the cursor where the table should appear.
Click the Insert tab | Table | Insert table |
Specify the number of rows and columns
needed.
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Module 5 – Word Processing: MS-Word 2013 (continued)
PICTURES/GRAPHICS AND WORDART
It is possible to include media into a document in the form of:
• WordArt;
• Symbols; and
• Pictures.
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Module 5 – Word Processing: MS-Word 2013 (continued)
EQUATIONS
In order to insert an equation:
Click Insert tab | Symbols group: Equation | Insert New Equation.
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Module 5 – Word Processing: MS-Word 2013 (continued)
TEMPLATES AND STYLES
A Template is a “Skeleton document” in which you have to insert new “flesh”
every time. A template determines the basic structure for a document and
contains document settings such as AutoText entries, default fonts, margin
settings, key assignments, macros, menus, page layout, special formatting,
and styles.
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Module 5 – Word Processing: MS-Word 2013 (continued)
TABLES OF CONTENTS
Create a Table of Contents as follows:
Place the cursor where you want to insert the Table of Contents | click the
References tab | Table of Contents group: Table of Contents | Select one of
the options or click Custom Table of Contents.
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Module 5 – Word Processing: MS-Word 2013 (continued)
INDEXES
An index gives the user page numbers for
items they want to look up in a printed
document. The Index usually appears at the
end of the document.
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Module 5 – Word Processing: MS-Word 2013 (continued)
MAIL MERGE
Mail Merge is used for regular correspondence with the same people.
A main document (e.g. letter, labels or envelopes) is prepared each time, but
the same data source (names, addresses, etc.) is used several times.
Use mail merge when you want to create a set of documents that are
basically the same but each document contains unique elements.
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Module 6 – Spreadsheets: MS-Excel 2013
ADVANCED CHARTS
There are different types of charts:
• A column chart which compares values directly;
• A stacked column chart which compares parts of several totals;
• A pie chart which compares parts of one total;
• A line chart compares values over time;
• A bar chart which illustrates comparisons among individual items; and
• Area chart which emphasize the magnitude of change over time.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
RANGE NAMES
A name is a meaningful shorthand that makes it easier to understand the
purpose of a cell reference, constant, formula, or table, each of which may
be difficult to comprehend at first glance.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
=IF FUNCTION
Returns one value if a condition you specify evaluates to TRUE and another
value if it evaluates to FALSE.
Use the IF function to conduct conditional tests on values and formulas.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
=VLOOKUP FUNCTION
This function is also called the VERTICAL LOOKUP function. It searches for
a value in the leftmost column of a table and returns a value in the same row
from a column you specify in the table.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
=HLOOKUP FUNCTION
This function is also called the HORIZONTAL LOOKUP function. It works
almost the same as the VLOOKUP function. It searches for a value in the top
row of a reference table and then returns a value in the same column from a
row you specify.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
HOW MICROSOFT EXCEL STORES DATES AND TIMES
Microsoft Excel stores dates as sequential numbers known as serial values.
MS-Excel stores times as decimal fractions because time is considered a
portion of a day. Dates and times are values and, therefore, can be added,
subtracted, and included in other calculations.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
FINANCIAL FUNCTIONS
These financial functions are used to make loan and investment decisions.
Click Formulas | Function library group: Financial | select the required
function.
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Module 6 – Spreadsheets: MS-Excel 2013 (continued)
EXTERNAL COPYING
External copy in MS-Excel works more or less the same as in Word. Make
sure all workbooks are open. Select the information in workbook 1 | click
Home | Clipboard group: Copy | Click the second workbook name in the
taskbar to open | place cursor in the correct position | click Home | Clipboard
group: Paste.
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