BASIC COMPUTER SKILLS

BBA I Yr II Sem
 BBA I Yr II Sem - Basic Computer
Skills

Table of Contents
Unit -1 Introduction to computers.................................................................................................................................6
Computer..........................................................................................................................................................................6
Characteristics of a computer system...........................................................................................................................6
Advantages of a computer system................................................................................................................................6
Disadvantages / Limitations of a computer system.....................................................................................................7
Importance of computers in business...........................................................................................................................7
Generations of computers..............................................................................................................................................8
TYPES OF COMPUTERS on the basis of working principle...........................................................................................8

1. Analog computers..................................................................................................................................................8
2. Digital computer....................................................................................................................................................8
3. Hybrid Computers..................................................................................................................................................9

Difference between Analog and digital Computers......................................................................................................9

TYPES OF COMPUTERS on the basis of size and data processing power...................................................................9

1. Microcomputer...............................................................................................................................................9
2. Mini computers..............................................................................................................................................9
3. Mainframes...................................................................................................................................................10
4. Super computers...........................................................................................................................................10

Components of a computer..........................................................................................................................................10

1. Processor (CPU)............................................................................................................................................10
2. Primary memory...........................................................................................................................................11
3. Secondary memory......................................................................................................................................11
4. Input..............................................................................................................................................................11
5. Output...........................................................................................................................................................11

Input devices..................................................................................................................................................................11

1. Keyboard.......................................................................................................................................................11
2. Mouse...........................................................................................................................................................11
3. Touchpad......................................................................................................................................................11
4. Graphics Tablet............................................................................................................................................11
5. Joystick..........................................................................................................................................................12
6. Scanner.........................................................................................................................................................12
7. Microphone...................................................................................................................................................12
8. Webcam........................................................................................................................................................12
9. Touchscreen..................................................................................................................................................12
10. Magnetic Ink Character Recognition (MICR)..............................................................................................12
11. Optical Mark Recognition (OMR)................................................................................................................12
12. Optical Character Reader (OCR)..................................................................................................................12
13. Barcode Reader............................................................................................................................................12

Keys on a Keyboard.......................................................................................................................................................12
Output devices...............................................................................................................................................................13

1. Monitor/ Visual Display Unit (VDU)............................................................................................................13

2. Printer...........................................................................................................................................................13
3. Projector.......................................................................................................................................................13
 BBA I Yr II Sem - Basic Computer
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4. Speakers........................................................................................................................................................13

Types of Printers............................................................................................................................................................13

1. Impact printers.....................................................................................................................................................13
2. Non impact printers.............................................................................................................................................14

Short notes on printers.................................................................................................................................................14

Dot Matrix Printers..................................................................................................................................................14

Daisy wheel printers................................................................................................................................................14
Line Printer...............................................................................................................................................................14
Thermal Printers.......................................................................................................................................................15
Ink-Jet Printers.........................................................................................................................................................15
Laser Printer.............................................................................................................................................................15

Computer Memory........................................................................................................................................................15
Primary memory............................................................................................................................................................16
Types of Primary memory............................................................................................................................................16

1. Registers.......................................................................................................................................................16
2. Cache Memory.............................................................................................................................................16
3. Random Access Memory (RAM)..................................................................................................................16
4. Read Only Memory (ROM)...........................................................................................................................17

Difference between RAM and ROM............................................................................................................................17

Secondary Memory.......................................................................................................................................................17
Types of secondary memory........................................................................................................................................18

1. Optical Disk/ CD (Compact Disc).................................................................................................................18

2. DVD ( Digital Video Disk/Digital Versatile Disk).........................................................................................18
3. Pen drive/USB Drive.....................................................................................................................................18
4. Hard disk.......................................................................................................................................................18

Hardware........................................................................................................................................................................ 19
Software......................................................................................................................................................................... 20

1. System Software...........................................................................................................................................20
2. Application Software....................................................................................................................................20

Examples of system software.......................................................................................................................................20

1. Operating System.........................................................................................................................................20
2. Device drivers...............................................................................................................................................20
3. Utility programs............................................................................................................................................20
4. Programming Languages.............................................................................................................................20

Examples of Application softwares..............................................................................................................................21

1. Word processor............................................................................................................................................21
2. Spreadsheet..................................................................................................................................................21
3. Ms-Powerpoint.............................................................................................................................................21
4. Database management system (DBMS).....................................................................................................21
5. Internet browser...........................................................................................................................................21
6. Multimedia/ Graphics software...................................................................................................................22
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Difference between system software and application software..............................................................................22
Operating System (OS)..................................................................................................................................................22
Generation of Operating System.................................................................................................................................22

1. The First Generation (1940 to early 1950s)........................................................................................................22

2. The Second Generation (1955 – 1965)...............................................................................................................22
3. The Third Generation (1965 – 1980)...................................................................................................................23
4. The Fourth Generation (1980 – Present Day)....................................................................................................23

Functions of OS..............................................................................................................................................................23

1. Process Management...................................................................................................................................23
2. Memory Management.................................................................................................................................23
3. File System Management.............................................................................................................................23
4. Device Management....................................................................................................................................23
5. Task Management........................................................................................................................................23
6. User Interface...............................................................................................................................................23
7. Security and Access Control.........................................................................................................................23
8. Networking...................................................................................................................................................23
9. Error Handling..............................................................................................................................................23

Types of Operating Systems.........................................................................................................................................24

1. Single User....................................................................................................................................................24
2. Multi-User.....................................................................................................................................................24
3. Multiprocessing OS......................................................................................................................................24
4. Multiprogramming OS.................................................................................................................................24
5. Real-Time OS (RTOS)....................................................................................................................................24
6. Batch OS.......................................................................................................................................................24
7. Time-Sharing OS..........................................................................................................................................24
8. Network Operating System (NOS)...............................................................................................................24
9. Distributed OS..............................................................................................................................................24
10. Mobile OS.....................................................................................................................................................24

Unit -2 Introduction to Word processing and Presentations.....................................................................................25

Word processor..............................................................................................................................................................25
Ms-Word......................................................................................................................................................................... 25
Features of Ms-Word....................................................................................................................................................25

1. Word wrapping............................................................................................................................................25
2. Text Editing...................................................................................................................................................25
3. Formatting Tools..........................................................................................................................................25
4. Styles and Themes........................................................................................................................................25
5. Spell Check and Grammar Check................................................................................................................25
6. Templates.....................................................................................................................................................25
7. Page Layout..................................................................................................................................................25
8. Tables and Chart..........................................................................................................................................25
9. Images and Shapes......................................................................................................................................25
10. Headers and Footers....................................................................................................................................25
11. Mail Merge...................................................................................................................................................26

Components of Word processing.................................................................................................................................26

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1. Title Bar........................................................................................................................................................26
2. Ribbon...........................................................................................................................................................26
3. Quick Access Toolbar (QAT).........................................................................................................................26
4. Document Area............................................................................................................................................26
5. Status Bar.....................................................................................................................................................26
6. Scroll Bars.....................................................................................................................................................26
7. View Buttons.................................................................................................................................................26
8. Zoom Controls..............................................................................................................................................26

Advantages of word processing...................................................................................................................................27

1. Editing Flexibility...........................................................................................................................................27
2. Copy, Cut, and Paste....................................................................................................................................27
3. Spell Checking and Grammar Checking......................................................................................................27
4. Formatting Options......................................................................................................................................27
5. Document Organization...............................................................................................................................27
6. Electronic Distribution..................................................................................................................................27

Disadvantages of word processing...............................................................................................................................27

1. Expensive......................................................................................................................................................27
2. Need for power supply.................................................................................................................................27
3. Too many options.........................................................................................................................................27
4. Security.........................................................................................................................................................27

Creating a word document...........................................................................................................................................27

Saving a word document..............................................................................................................................................28
Editing a word document..............................................................................................................................................28
Formatting features in word document......................................................................................................................28
Working with Tables in Word document....................................................................................................................29
Working with graphics in word document..................................................................................................................30
Working on images/picture..........................................................................................................................................30
Working with graph.......................................................................................................................................................30
Preview and printing the document............................................................................................................................31

Previewing Your Document.....................................................................................................................................31

Customizing Print Settings.......................................................................................................................................31
Printing Your Document...........................................................................................................................................31

Ms-Power point.............................................................................................................................................................31
The parts/ elements/sections in a power point screen.............................................................................................31
Advantages /uses of power point................................................................................................................................32

1. Business Presentations.................................................................................................................................32
2. Educational Purposes...................................................................................................................................32
3. Training and Workshops..............................................................................................................................32
4. Sales and Marketing....................................................................................................................................32
5. Conference and Seminars............................................................................................................................32
6. Project Proposals..........................................................................................................................................32
7. Personal Use.................................................................................................................................................32

How to open a new PPT file.........................................................................................................................................32

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There are different ways to open a new powerpoint presentation file................................................................32
Ways to open an existing powerpoint presentation file.......................................................................................32

Save to save a ppt file...................................................................................................................................................32

Creating a powerpoint presentation............................................................................................................................33
Editing an existing ppt file............................................................................................................................................33
PPT Template.................................................................................................................................................................33
Animations..................................................................................................................................................................... 34
Types of animations / custom animations in PPT......................................................................................................34

1. Entrance Animations....................................................................................................................................34
2. Exit Animations.............................................................................................................................................34
3. Emphasis Animations...................................................................................................................................34
4. Motion Paths................................................................................................................................................34
 BBA I Yr II Sem - Basic Computer
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Unit -1 Introduction to computers
Computer
- A computer is defined as a advanced electronic device that takes raw data as input
from the user and processes it and gives the result as output.
- The term compute means “to calculate”.
- It performs arithmetic operations at a very high speed.
- It is also called a s a data processor because, it can store, process and retrieve the
data whenever desired.

Characteristics of a computer system

Characteristics of a computer system are the qualities of the computer that improves the user
experience.

1. Speed: computers are capable of carrying out the instructions at very high speed. The
speed of the computer is measured in million instructions per second (MIPS). It can
process from 4MIPS to 100 MIPS
2. Storage: Computer can store large amount of information in very less space compared
to the paper documents. The storage is measured in kilobytes, megabytes, gigabytes
or terabytes.
3. Accuracy: If the program is correct, the output generated by the computer is always
accurate or correct. When it comes to very complex mathematical or scientific
problems the computer accuracy has no substitute.
4. Versatility: computer can perform almost any task for example it is capable of
performing payroll, inventory management, hospital management, banking
applications etc
5. Automation: Once a program logic is initiated the computer performs repeated
operations without any human interventions until the program completes. Thus,
we say computer is completely automatic in its operation
6. Diligence: Unlike human beings, computers, will never get tired or loose
concentration. The output of the computer always remains the same even the
operations are repeated any number of times.
7. Reliability: Output generated by the computers is always correct and accurate for any
number of repeated operations. So, the computers are reliable

Advantages of a computer system

1. High Speed: computers are capable of carrying out the instructions at very high speed
than human beings. The speed is measured in million instructions per second (MIPS).
2. Storage: Computer can store large amount of information in very less space. It is
measured in kilobytes, megabytes, gigabytes or terabytes.
3. Accuracy: If the program is correct, the output generated by the computer is always
accurate.
4. Versatility: computer can perform almost any task for example it is capable of
performing payroll, inventory management, hospital management, banking
applications etc
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5. Automation: Once a program logic is initiated the computer performs repeated
operations without any human interventions until the program completes. Thus,
we say computer is completely automatic in its operation
6. Diligence: Unlike human beings, computers, will never get tired or loose
concentration. The output of the computer always remains the same even the
operations are repeated any number of times.

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7. Cost effective: Computers reduce the amount of paper work and human efforts,
thereby reduces cost.

Disadvantages / Limitations of a computer system:

1. No intelligence:: Computer works on the instructions given by the computer it has no
intelligence of its own .
2. Virus and hacking attacks: Virus is a harmful program that can easily be inserted into a
computer by the hacker for some illicit purpose.
3. Online cyber crimes: Crimes conducted using a computer system is called as a cyber
crime. Since data is sensitive and stored in a computer system, cyber crimes like data
theft or identity theft are becoming common.
4. Reduces employment opportunities: Employees are being replaced by the computer as
they can work faster and are more reliable than humans.
5. Addictions Many computer users are getting addicted to computer games and social
networks.
6. Curtail human capabilities: Excess use of computer leads to health issues like
backache, headache, eye sight problems, etc
7. Harmful to the environment: Computer devices, if not disposed properly, emits harmful
radiations into the environment.

Importance of computers in business

Computer plays an important role in business environment, as it can perform any task
effectively. Computers can be used in business in the following ways:

1. Office automation: Computers automate routine tasks such as scheduling, invoicing,

and record- keeping, reducing manual effort and streamlining workflows, thereby
enhancing efficiency and accuracy.
2. Stores large amount of data and information: Computers can store vast amounts of data
and information in digital format, allowing businesses to organize, access, and
analyze data more efficiently compared to traditional paper-based methods.
3. Improves Productivity: By automating tasks, providing tools for communication and
collaboration, and offering access to information.
4. Sharing of Data and Information: Computers facilitate easy sharing of data and information
among employees, departments, and external partners through networked systems,
cloud storage, and collaboration tools.
5. Competitiveness: Businesses that leverage computers effectively gain a
competitive edge by streamlining operations, improving customer service, etc.
6. Security: Computers enable businesses to implement robust security measures such as
encryption, access controls, and antivirus software to protect sensitive data and
prevent unauthorized access, safeguarding against cyber threats and data breaches.
7. Cost Benefits: Computers offer cost benefits by reducing paperwork, minimizing
manual errors, optimizing resource allocation, and enabling remote work, resulting in
overall cost savings for the business.
8. Marketing: Computers provide powerful tools for marketing and advertising,
including email marketing, social media management, data analytics, and customer

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relationship management (CRM) systems, enabling businesses to reach their target
audience more effectively.

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Generations of computers

Gen No Duration Electronic

Component Description Example
Very large, expensive, and consumed a ENIAC
I 1950’s Vaccum Tubes significant amount of power.
Programs were written in binary language.
1960’s These computers are smaller, faster, and moreIBM 1401
II Transistors reliable compared to the 1stgeneration UNIVAC 1107,
computers. The programs were written in
Assembly language.
These computers were smaller, more powerful,Mainframes IBM
and more energy-efficient than their System/360
predecessors.
1970’s Integrated They used Integrated circuits which are popularly
III Circuits known as chips.
(IC) High-level programming languages like COBOL and
Fortran became more widely used.
Large Scale GUIs and the mouse were introduced, PC
1980’s Integrated simplifying user interaction. Storage capacity
IV 80 Circuits (LSIC) increased with the use of hard disk drives,
and floppy disks.
1990’s Very Large Scale These computers use fiber optics technology, Latest computer
till date Integrated artificial intelligence, etc. They have very devices
V Circuits high performance and are more reliable. They
(VLSIC) are costly.

TYPES OF COMPUTERS on the basis of working principle

There are three types of computers based on working principle.
1. Analog computers
2. Digital computers and
3. Hybrid computers

[Link] computers
- It is a computer device that works on continuous range of values.
- It deals with quantities that vary continuously such as voltage pressure temperature,
speed, etc.
- The output generated by these types of computers are not accurate. - They can
perform numerous mathematical operations simultaneously. - They are of high speed.
- Cost of analogue computers is very less compared to digital computers. - Analog computers
are used for specific purpose such as engineering and scientific applications.
- Example: Thermometer, Speedometer, etc.

[Link] computer
- They operate on discrete data such as numbers, in binary form.
- It requires significant programming efforts.
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- Output generated by these computers is very accurate.

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- The cost of digital computers is very high.
- This type of computers are used in specific and general purpose business applications.
- Example: Commonly used computer systems.

[Link] Computers
1. These computers exhibit features of analog computers and digital computers.
2. It accepts analog signals, converts and processes them in digital form.
3. This integration is obtained by digital to analog and analog to digital converter.
4. Example: ECG machine in hospital,

Difference between Analog and digital Computers

ANALOG DIGITAL

1 Operated upon continuous data Operate up on discrete data

2 Generates output with less accuracy Generates output with high accuracy

3 Not expensive Expensive

4 Requires less programming efforts Requires more programming efforts

5 Used for Specific purpose. Used for general and specific purpose.
Engineering and scientific purpose Business applications

6 Example: Thermometer, speedometer Example: Computer system

TYPES OF COMPUTERS on the basis of size and data processing power

1. Microcomputers
2. Minis
3. Mainframes
4. Supercomputers

1. Microcomputer
- It is a small relatively in expensive computer with the microprocessor as its central
Processing Unit it is used for personal use.
2. Mini computers
- These are also known as mid-range computers that have relatively high processing
power and storage capacity that mostly fit in mid-range organizations.
- They are more powerful than micro-computer.
- It can be used by many operators simultaneously.
- They can support typically 10 to 12 terminals.
- Mini computers work well in a distributed data processing environment where the
companies processing power is decentralized or distributed across different
computers

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3. Mainframes
- A Mainframe computer is a very large size computer capable of handling and
processing very large amounts of data quickly.
- Mainframes are generally used in large organizations, like government Agencies
banks, ticket reservations, insurance companies, etc where a large number of people
need frequent access to the same data which is usually organized in one or more huge
data bases.
- It can support more than 1000 remote.
- It can handle many users at the same time.
- It has more than one Central Processing Unit
4. Super computers
- Super computers are the most powerful computers typically used for scientific and
Engineering applications that must handle very large data bases with a great amount
of computation.
- These are the fastest and most expensive computers they contain multiple
processors that work together to solve a single problem at a time.
- They can support more than 10000 terminals.
- The speed of the supercomputer is measured in FLOPS, floating point operations per
second. FLOPS is used to measure the performance of the system.

Components of a computer
The major components of a computer are
1. Processor (CPU)
2. Primary storage
3. Secondary storage
4. Input
5. Output

1. Processor (CPU)
- It is known as a processor it is the heart soul and brain of the computer. - It can read
and process the computer instructions.
- It can issue commands to all the parts of the computer system.
- It carries out data processing and sends the results to output device. - It consists of 3
parts
 Control unit (CU): Control unit is the most important component of the CPU.
It extracts instructions from the memory, decodes them and executes them. It
sends necessary signals to the ALU.
 Arithmetic logic unit (ALU): ALU performs arithmetical and logical operations.
Arithmetical operations include addition, subtraction, multiplication and division.
Logical operations include comparisons operations like equal to, not equal to,
greater than, less than, etc.
 Register: Registers are the smallest and fastest memory locations inside the CPU.
They are used to quickly accept, store and transfer the data that is being process
by the CPU. There are various types of registers like accumulator(AC), data
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registers(DR), address registers(AR), etc

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2. Primary memory
- It is used to temporarily store the programs and data that are currently being executed.
- They are volatile in nature, i.e., it needs continuous power supply to retain the data in
it. RAM is an example for the primary memory.
- They are costly, fast and small in size compared to secondary memory.

3. Secondary memory
- They are used to permanently store the data.
- They are non volatile in nature.
- They provide large amount of storage in less cost.
- Hard disk, CD, DVD are the examples of secondary memory.

4. Input
- These are the hardware devices that takes the input from the user and gives it to the
computer for processing.
- Different types of input devices are keyboard, mouse, speaker, etc.

5. Output
- Output devices are the hardware devices that provides output from the computer
system to the user in the form of display, print or sound.
- Different types of output devices are display unit, printer, speakers, etc

Input devices
Computer input devices are hardware components that allow users to interact with a
computer by providing data or commands. Here are some common computer input
devices:

1. Keyboard: A primary input device for entering text and commands. Keyboards can
be standard (QWERTY) or specialized for specific purposes. There are different types
of keyboards depending on the region and language.
2. Mouse: It is a pointing device. Used to point and click on graphical user interface
elements. It typically has buttons for left-clicking, right-clicking, and sometimes a
scroll wheel.
Types of mouses are:
a) Mechanical Mouse: Utilizes a physical rolling ball to detect movement. Easy to use
but needs regular cleaning.
b) Optical Mouse: Relies on LED or laser technology to track movement, offering
precise cursor control without the need for a physical ball, reducing maintenance
requirements.
c) Wireless Mouse: Operates without a direct connection to the computer, providing
freedom of movement but requiring occasional battery changes or recharging
d) Trackball: It is a pointing device. Similar to a mouse but operates by rotating a ball
with the fingers. It's an alternative to traditional mice.

3. Touchpad: Commonly found on laptops, it allows users to move the cursor and perform
actions by swiping or tapping on the pad.

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4. Graphics Tablet: A flat surface with a stylus used for drawing or writing. It's often used by
graphic designers and artists.

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5. Joystick: It is a pointing device. Commonly used for gaming and flight simulations,
a joystick provides control in multiple directions.
6. Scanner: It is a direct input device that converts physical documents or images into
digital format by capturing their visual information.
7. Microphone: Captures audio input, enabling voice commands or audio recording.
8. Webcam: Captures video input for video conferencing, streaming, or recording.
9. Touchscreen: Displays that are sensitive to touch, allowing users to interact directly
with the screen, commonly found in smartphones, tablets, and some desktop
monitors.
10. Magnetic Ink Character Recognition (MICR): It is an input device used for
processing checks and financial documents. It employs special ink containing
magnetic particles, allowing machines to read characters magnetically. It can
process 300 cheques in a minute with 100% accuracy. It reads the input accurately
and the processing speed is fast but are very costly.
11. Optical Mark Recognition (OMR): It is an input device commonly used for
collecting and processing data from paper-based forms. It detects marks, such as
checkboxes or filled circles, made by users using pencils or pens. OMR technology
uses light sensors to detect the presence or absence of marks, converting the
information into digital data. It is known for its accuracy, speed, and cost-
effectiveness in large-scale data collection scenarios, making it a preferred
choice in education, elections, and research. It can read up to 2000 sheets in a minute.
These are easy to use. The designing of the OMR sheets should be very perfect.
12. Optical Character Reader (OCR): It can scans printed text or handwritten
characters, converting them into digital format for computer processing. It typically
uses sensors or cameras to capture images of text. OCR devices are commonly used to
digitize documents, automate data entry, etc. They can scan up to 2000 documents per
minute.
13. Barcode Reader: Scans barcodes to input product information or other encoded
data.

Keys on a Keyboard
Keyboard: A primary input device for entering text and commands. Keyboards can be
standard (QWERTY) or specialized for specific purposes. Types of keys on the keyboard
are:

1. Alphanumeric keys: These are the standard letter and number keys (A-Z, 0-9) used for
typing text.
2. Function Keys (F1-F12): These keys are usually located at the top row of the keyboard and
perform various functions depending on the software being used. For example, F1
opens a help menu,etc.
3. Modifier Keys: These keys modify the function of other keys when pressed in combination.
Common modifier keys include:
a. Shift
b. Ctrl (Control)
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c. Alt (Alternate)
4. Navigation Keys: These keys are used for navigating within documents or interfaces. They
include:
a. Arrow keys (Up, Down, Left, Right)
b. Home
c. End
d. Page Up / Page Down
e. Insert

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f. Delete
5. Special Keys: These keys perform specific functions depending on the keyboard and
its features. Examples include:
a. Escape (Esc)
b. Caps Lock
c. Tab
d. Backspace
e. Enter (Return)
f. Print Screen (PrtSc)
g. Scroll Lock

Output devices
Computer output devices are hardware components that display or present information
processed by the computer. Here are details about some common computer output
devices:

1. Monitor/ Visual Display Unit (VDU) : Monitors visually present information generated
by the computer. They come in various types, including
a. CRT (Cathode Ray Tube),
b. LCD (Liquid Crystal Display),
c. LED (Light Emitting Diode), and
d. OLED (Organic Light Emitting Diode).
2. Printer: Printers produce hard copies of digital documents or images on paper. Types
of printers include inkjet, laser, dot matrix, and 3D printers.
3. Projector: Projectors display computer-generated images or presentations on a
larger screen or surface, making them useful for classrooms, meetings, and
presentations.
4. Speakers: Speakers output audio signals generated by the computer, enabling
users to hear music, sound effects, or other audio elements from multimedia content
or applications.

Types of Printers
A printer is a device that accepts text and graphic output from a computer and prints it on
a paper. They provide hard copy output.
There are two types of printers
1. Impact printers and
2. Non-impact printers

[Link] printers: They use a hammer to hit the character on the paper through the
ribbon.
Advantages
- They are less expensive,
Disadvantages
- Makes a lot of noise.

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- Print quality is very poor.
- They are very slow and their speed is measured in Characters per second CPS or LPS
Lines per second.

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Examples
1. Daisy wheel
2. Dot Matrix
3. Line printers

[Link] impact printers:

They do not hit or impact the ribbon to print.
Advantages
1. These printers are quiet
2. They can handle graphics
3. The print speed is fast. Speed is measured in Pages per minute (PPM)
Disadvantages
1. They are expensive
2. Maintenance cost is high
Examples
1. Thermal printers
2. Inkjet printer
3. laser printer

Short notes on printers Dot

Matrix Printers
- Dot matrix printer is one of the primitive types of printing technology that prints a
single character at a time.
- A dot matrix printer is a type of impact printer that creates characters and images by
striking pins against an ink-soaked ribbon to form dots on paper.
- It typically uses a matrix of tiny pins arranged in a grid pattern to produce a variety of
characters and graphics.
- These printers are capable of printing the characters of any shape, font or density onto a
paper.
- The speed of printing character is from 200 to 500 characters per second.

Daisy wheel printers

- A daisy wheel printer is a type of impact printer used for producing high-quality text
documents.
- It has a circular printing element, the "daisy wheel," with characters on its petals.
- When a character is selected, the wheel rotates to the correct position and strikes an
inked ribbon against the paper to create the character.
- The speed of printing the character is 90 CPS.

Line Printer
- Line printer is a type of impact printer that can print one line at a time.
- Line printers are fast in speed and can print 1000 to 5000 lines per minute.

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Thermal Printers
- Thermal printers use heat sensitive paper in dot matrix method.
- Hot needle is pressed on the heat sensitive paper to form characters.
- They are slow in printing.

Ink-Jet Printers
- Ink-jet printers are most commonly used printers.
- They are used to prints the image by spraying tiny droplet of ink onto a paper by
using a sequence of nozzles.
- Advantages: High quality printing. More reliable.
- Disadvantages: 1. Expensive as the cost per page is high
2. Slow as compared to laser printer

Laser Printer
- A laser printer is a type of non-impact printer that uses a laser beam to produce high-
quality text and graphics on paper.
- These printers are capable of printing with a resolution of 300 to 1200 dpi.
- Advantages:
1. It is the fastest among all the other non-impact printers.
2. It have the multi-font capability i.e., it can print characters in different fonts.
3. It can print 4 to 32 textual pages per minute.
4. It produces very high quality output.
5. Supports many fonts and different character size
- Disadvantages of Laser Printer
1. It is more expensive.
2. It requires high maintenance cost.

Computer Memory
- The Memory Unit is the part of the computer that holds data and instructions for
processing.
- Memory is a storage area of a computer.
- Each storage location has a unique address.
- The input entered into the computer, the intermediate results and the final results
after processing needs to be stored in the computer memory. So, a computer
basically provides space for storing the data and instructions before, during and after
processing.
- They are of two types
1. Primary Memory
2. Secondary Memory

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Primary memory:
- Memory associated with the CPU is also called primary storage, primary memory,
main storage, internal storage and main memory.
- The data stored on the primary memory can be quickly accessed by the processor. -
When we load software from a floppy disk, hard disk or CD-ROM, it is stored in the
Main Memory.
- They are fast, expensive and has limited storage capacity.
- It is volatile in nature, i.e., it stored the data temporarily.
- The memory devices used for primary memory are semiconductor memories.

Types of Primary memory

1. Registers
 Registers are smallest and fastest memory locations inside the CPU. - It hold data
that is currently being processed.
 The function of a register is to store, accept, transfer, and manipulate the data.
 The storage capacity of a register is around 32 bits to 64bits.
 There are many types of registers like, Data registers, address registers, accumulators,
etc .
2. Cache Memory:
 Cache (pronounced as cash) is a smaller, faster memory, which stores copies of the
data from the most frequently used main memory locations so that
Processor/Registers can access it more rapidly than main memory. - Storage
capacity of cache memory is around 2KB to few MB.
 Cache memory is used to speed up the processing.
 Cache is more costly than RAM.
Types of cache: Level 1 (L1), Level 2 (L2) and Level 3 (L3).

3. Random Access Memory (RAM)

 This is Read/Write memory.
 Information can be read as well as modified.
 The CPU can directly access the data on the RAM almost immediately. - It holds the
programs and the instructions that are being processed by the CPU.
 Volatile in nature means, information is lost as soon as power is turned off.
Types of RAM
 DRAM ( Dynamic RAM):
- It is dynamic, because each memory cell quickly loses its charge. - So,
it must be refreshed after every few milli seconds, otherwise, the data

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is erased.
- DRAM has higher storage capacity and is cheaper than SRAM. - It is
used in main memory/RAM.

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 SRAM ( Static RAM):
- It is static because, it does not need to be continuously refreshed. - It
retains the stored data as long as the power remains in.
- It is used in Cache memory.
- It is lot faster and more expensive than DRAM.

4. Read Only Memory (ROM)

 These are called READ only, as the Information can only be read and not ]modified.
 Usually, these are used to store small amount of information for quick reference by CPU.
 Generally used by manufacturers to permanently store the data & programs.
- It stores the instruction used for booting the system. The boot program is
executed by the processor automatically when the device is turned on.
 This is non-volatile in nature (contents remain even in absence of power)
Types of ROM
1. PROM (Programmable Read only memory): The information is stored by
programmers after it is manufactured. It cannot be altered or erased later
on.
2. EPROM (Erasable Programmable ROM): The information stored in it can be
erased later on by using Ultra Violet light and can be reprogrammed.
3. EEPROM ( Electrically Erasable Programmable ROM): It is similar to
EPROM, but the information can be erased by using high voltage current.

Difference between RAM and ROM

RAM ROM
1 Data can be read and written. It is Read-Only memory
It is Random access memory.
2 Temporary storage Permanent storage
3 Volatile Non-Volatile
4 Storage capacity is in MBs Storage capacity is in GBs
5 Reading and writing data is fast Reading and writing data is slow

Secondary Memory
- Secondary storage is referred to as external or auxiliary storage that serves as
an addition to primary memory.
- Secondary storage is not directly accessible by the CPU. The data and instructions
are transferred from secondary to primary memory for processing by CPU.
- The access time of secondary storage devices is very slow compared to primary memory.
- It can store large volume of data permanently.
- It is non-volatility in nature, i,e, (contents are not lost, if there is no power supply)
- It is used to store softwares and the related files in the computer system.
- Cost of secondary storages is very less compared to primary memory.
- Eg: USB Pen Drives, Floppy drive, Hard Drive, CD, DVD, etc.
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Types of secondary memory: .

1. Optical Disk/ CD (Compact Disc)

- It is an optical disc that uses a laser beam to read the data stored on them.
- It is a digital storage medium that can hold large amounts of data, including
text, images and audio.
- The storage capacity is approximately 650 to 700 MB.
- The data on a CD-ROM is encoded in a spiral track that begins at the center of
the disc and extends to the edge.
- Different variation of CD are:
 CD-R ( Compact Disk Recordable): Data Can be written on to this dick only once.
Data once written, cannot be erased.
 CD-RW (Compact Disk Rewritable): Data once written on this disc can be
erased and to written many time.

2. DVD ( Digital Video Disk/Digital Versatile Disk):

- It can store large amount of data mostly suitable for storing multimedia
presentations and videos with sounds and graphs.
- Its storage capacity is around 4.7 GB.

3. Pen drive/USB Drive:

- These are small, portable devices used to store, access and transfer the data.
- It comes in various storage capacities like 2GB, 4GB, 8GB, 16GB, etc.
- When this device is plugged into the USB port of the computer, the computer
automatically detects it.
- It is popular because, it is easy to use and small enough to be carried in a pocket.

4. Hard disk
- It’s a secondary non-volatile storage device, that is fixed inside the CPU cabinet.
- The storage capacity of a HD range from 20MB to several Gigabytes like 4 TB.
- The HD is made up of collection of discs called platters. These platters are
- coated with magnetic material. All these platters are inside a strong box, such that
dust particles do not enter into it.
- The HD is less sensitive to the external environment, so it is called as HARD disc.
Salient features of HD
 Storage: It’s storage capacity is very large (20MB to 4 TB)
 Volatile: The data on the HD is permanently stored, even if there is no power
supply.
 Data Access Performance: Though CPU cannot access the HD directly, the
access speed of the HD is much faster than any other secondary storage
device. The Data from the HD is stored on the RAM to get accessed by the
CPU.
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Primary Memory Secondary Memory

1It is also known as Main memory or InternalIt is also known as External memory or
memory. Auxiliary memory.

2These are directly accessible by These are NOT directly accessible by the
Processor/CPU. CPU.

3It stores the data temporarily. It stores the data permanently.

4Nature of Primary memory varies, RAM It’s always Non-volatile in nature.

volatile in nature. ROM- Non-volatile.

5Storage capacity when compared to It has vast amount of storage capacity

secondary memory is very less

6These are more expensive than secondary Secondary memory devices are less
storage devices. expensive when compared to
primary memory devices.

7Made of semiconductor. Made of magnetic and optical

material.

8Examples: RAM, ROM, Cache memory, Examples: Hard Disk, Floppy Disk, Magnetic
PROM, EPROM, Registers, etc. Tapes, etc.

Hardware
Hardware refers to the physical components of a computer system. Hardware can be touched.
Examples: keyboard, monitor, printer, etc. Types of hardware are:
1. Input hardware devices: Hardware devices which are used to input data into the
system. Example: Keyboard, mouse, etc
2. Output hardware devices: Hardware devices which are used to display or print the
output from the system. Example: monitor, printer, etc.
3. Storage hardware devices: Hardware devices which are used to store data inside
the system. Example: Ram, Hard disk, pen drive, CD, etc.

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Software
Computer software refers to a set of programs that enable a computer to perform specific
tasks. There are two main types of software.

1. System Software: A set of programs designed to control the operation of

computer system. Eg: Operating systems, Device drivers, Language translators,
etc.
2. Application Software: It is a collection of programs which are designed according to
the user
requirements. There are two types of application softwares.
a. General purpose application s/w: General-purpose application software is
versatile, designed to perform a wide range of tasks for many users, such
as word processing, spreadsheet calculations, and presentations.
b. Special Purpose application s/w: Special-purpose application software is designed
for specific, niche tasks or industries, addressing unique requirements with tailored
functionalities. Examples ERP, video editing, etc.

Examples of system software

1. Operating System
- An Operating System (OS) is a set of computer programs that manages
computer hardware resources and acts as an interface between the user and
the system. Main goals of OS are:
- Controls programs and
- Resource allocation.
- Example: DOS, Windows, Linux, UNIX, etc.
2. Device drivers:
- These are the system programs that are responsible for proper functioning
of a hardware device like printer, scanner, keyboard, etc.
- Whenever a new hardware is added to a computer system, its device driver
must be installed before the hardware device is used.
- Device driver software communicates with the operating system for the proper
functioning of the device.
3. Utility programs
- These are the system programs that perform general system support tasks.
- They perform specific tasks related to the maintenance and optimization of computer
systems.
- Common utility programs include
 Disk Cleanup and Defragmentation
 Backup and Recovery
 File management
 Antivirus, etc
4. Programming Languages
- Set of rules for instructing a computer to perform a specific task.
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- There are different programming languages like C, C++, COBOL, JAVA, etc.
- Each programming language has unique set of keywords, syntax, etc.
- The latest programming language are called the high level languages

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 - The first programming language is the machine language/binary language
or low level language.

Examples of Application softwares

1. Word processor
- A word processor is a software application or program designed for the creation,
editing, formatting, and printing of documents.
- It has features like text manipulation, page numbering, headers and footers, spell check,
etc.
- Used for business communications, resume preparation, study material, story writing,
etc.
- Examples are Ms-Word, WordPerfect, GoogleDocs, etc
2. Spreadsheet
- spreadsheet is a software application that allows users to organize, manipulate, and
analyze data in a tabular format.
- It consists of rows and columns, where each intersection of a row and a column is called
a cell.
- Spreadsheets are commonly used for tasks such as calculations, data analysis, and
creating visual representations of data through charts and graphs.
- Examples: Microsoft Excel, Google Sheets, etc
3. Ms-Powerpoint
- Microsoft PowerPoint is a software that allows users to create and deliver slideshows.
- It provides tools for designing slides, incorporating text, images, and multimedia
elements, and facilitating presentations in a visually engaging manner.
- PowerPoint is widely used for business presentations, educational lectures, and other
situations where visual communication is essential.
- Users can add animations, transitions, and speaker notes to enhance the overall
presentation experience.
4. Database management system (DBMS)
- A DBMS is a set of software programs that controls the organization, storage,
management, and retrieval of data in a database.
- A data base is a repository for related collection of data.
- DBMS is the program (or collection of programs) that allows users (and other
programs) to access and work with a database.
- The major DBMS vendors are Oracle, IBM, Microsoft and Sybase.
- MySQL is a very popular open source product.
5. Internet browser
- An internet browser, commonly referred to as a web browser, is a software
application that allows users to access and navigate the World Wide Web.
- It serves as a user interface for interacting with websites and other online content.
- Internet browsers interpret and display web pages, providing features such as
hyperlinks, bookmarks, and back/forward buttons for efficient navigation.
- Examples of popular web browsers include Google Chrome, Mozilla Firefox,
Microsoft Edge, Safari, and Opera.
6. Multimedia/ Graphics software
- Graphics software refers to computer programs designed for creating, editing, and
manipulating visual images and graphics.
- These applications provide tools and features that allow users to work with
digital or vector graphics, enabling tasks such as designing illustrations, editing
photos, and creating visual content.
- Examples: Photoshop, cinema 4D, etc

Difference between system software and application software

System software Application software

1
They are designed to operate the system These are designed as per the
user requirements

2
These software’s do not depend These software’s depend on the system
on application software software.

3
Examples: device drivers, OS, etc Examples: Ms-Word, Ms-excel, etc

Operating System (OS)

- An operating system (OS) is the core software that manages and controls computer
hardware and allows users to interact with their devices and run applications.
- Examples of Operating systems are Ms-DOS, Windows, Android, etc

Generation of Operating System

Below are four generations of operating systems.
1. The First Generation
2. The Second Generation
3. The Third Generation
4. The Fourth Generation

[Link] First Generation (1940 to early 1950s)

In 1940, an operating system was not included in the creation of the first electrical
computer. Early computer users had complete control over the device and wrote
programs in pure machine language for every task. During the computer generation, a
programmer can merely execute and solve basic mathematical calculations. an
operating system is not needed for these computations.

[Link] Second Generation (1955 – 1965)

GMOSIS, the first operating system (OS) was developed in the early 1950s. For the IBM
Computer, General Motors has created the operating system. Because it gathers all
related jobs into groups or batches and then submits them to the operating system
using a punch card to finish all of them, the second-generation operating system was
built on a single-stream batch processing system.
[Link] Third Generation (1965 – 1980)
When, large, professionally operated machines known as mainframes were introduced,
operating system designers were able to create a new operating system in the late
1960s that was capable of multiprogramming—the simultaneous execution of several
tasks in a single computer program.

[Link] Fourth Generation (1980 – Present Day)

The fourth generation of personal computers is the result of these PDPs. The
Generation IV (1980– Present) The evolution of the personal computer is linked to the
fourth generation of operating systems. Nonetheless, the third-generation minicomputers
and the personal computer have many similarities. At that time, minicomputers were only
slightly more expensive than personal computers, which were highly expensive.

Functions of OS
Some of the key functions of an operating system include:

1. Process Management
2. Memory Management
3. File System Management
4. Device Management
5. User Interface
6. Security and Access Control
7. Networking
8. Error Handling
9. Task Scheduling

1. Process Management: The OS manages processes (programs in execution) by allocating

CPU time, scheduling tasks, and facilitating communication between processes.
2. Memory Management: It allocates and manages system memory, ensuring that
applications have the necessary memory resources to run efficiently.
3. File System Management: The OS organizes and maintains files and directories on
storage devices, enabling data storage, retrieval and manipulation.
4. Device Management: It interacts with hardware devices through device drivers,
allowing applications to communicate with peripherals like printers, keyboards, and
disks.
5. Task Management: The OS schedules and prioritizes tasks and processes to
maximize CPU utilization and system efficiency.
6. User Interface: The OS provides a user-friendly interface, which can be graphical
(GUI) or text- based (CLI), for users to interact with the computer and its applications.
7. Security and Access Control: It enforces user authentication, access permissions, and
data security measures to protect the system and user data from unauthorized
access.
8. Networking: The OS facilitates network communication, enabling devices to
connect and communicate over local and global networks.
9. Error Handling: It manages system errors and exceptions to prevent crashes and
provide error messages for debugging and troubleshooting.
Types of Operating Systems
Operating systems (OS) can be categorized into several types based on their intended use,
architecture, and features.
Here are some of the main types of operating systems:

1. Single User: A single user operating system is designed to allow only one user to interact
with the computer system at a time. It typically runs on personal computers and
provides resources exclusively to the user logged in.
2. Multi-User: A multi-user operating system enables multiple users to access the
computer system simultaneously. It allows users to share resources like files,
applications, and peripheral devices.
3. Multiprocessing OS: These OSs are built to take advantage of multiple processors
or cores within a single computer, enhancing performance and scalability.
4. Multiprogramming OS: A multiprogramming operating system is one that
allows multiple programs to be loaded into memory and executed simultaneously.
5. Real-Time OS (RTOS): Real-time operating systems are designed for applications
that require precise timing and quick responses to external events. Common in
airplane control, robotics, etc.
6. Batch OS: In a batch operating system, users submit jobs to be processed in
batches. The operating system collects similar jobs and executes them without
user intervention, optimizing resource utilization and throughput.
7. Time-Sharing OS: Time-sharing operating systems enable multiple users to interact
with the computer system concurrently. They allocate CPU time in small time slices or
time slots, ensuring each user gets a fair share of processing resources.
8. Network Operating System (NOS): A network operating system facilitates
communication and resource sharing among multiple computers in a network. It
manages network protocols, file sharing, printer access, user authentication, and
other network-related tasks.
9. Distributed OS: Distributed operating systems manage resources and coordinate
activities across multiple interconnected computers or nodes. They provide transparency to
users, making distributed resources appear as a single system.
10. Mobile OS: These are specifically designed for smartphones, tablets, and other
mobile devices. They prioritize power efficiency and touch-friendly interfaces.
Examples include Android, iOS, etc.
 Unit -2 Introduction to Word processing and Presentations
Word processor
A word processor is a software application used for creating, editing, formatting, and
printing documents. It allows users to type text, insert images, tables, and other
elements, and manipulate the content in various ways. Word processors often provide tools
for spell checking, grammar checking, and formatting text to enhance readability and
presentation. Popular examples of word processors include Microsoft Word, Google
Docs, etc.

Ms-Word:
- Microsoft Word is a word processing program developed by Microsoft.
- It is part of the Microsoft Office suite.
- Word allows users to create, edit, format, and save documents such as letters,
resumes, reports, and more.
- It provides a wide range of features for text editing, formatting, spell checking,
and document organization, making it one of the most widely used word processing
applications in the world.

Features of Ms-Word
Microsoft Word offers a plethora of features to assist users in creating, editing, formatting, and
organizing documents. Here are some of its key features:

1. Word wrapping: This features automatically moves words to the next line when the
cursor reach the end of a line or margin.
2. Text Editing: Word provides basic text editing capabilities such as typing, deleting,
copying, and pasting text.
3. Formatting Tools: Users can apply various formatting options to their text, including
font type, size, color, bold, italic, underline, and more. Paragraph formatting options like
alignment, indentation, line spacing, and bullet points are also available.
4. Styles and Themes: Word allows users to apply predefined styles and themes to their
documents for consistent formatting throughout. This includes headings, titles,
subtitles, and more.
5. Spell Check and Grammar Check: Word has built-in spell check and grammar check
features to help users identify and correct spelling and grammar errors in their
documents.
6. Templates: It offers a wide range of templates for different types of documents such
as resumes, letters, reports, flyers, and more, helping users get started quickly.
7. Page Layout: Users can customize page layout settings such as margins, orientation
(portrait or landscape), page size, and page breaks.
8. Tables and Charts: Word allows users to insert and customize tables and charts to
organize and present data effectively within their documents.
9. Images and Shapes: Users can insert images, shapes, icons, and other graphical
 elements into their documents and customize them as needed.
10. Headers and Footers: Word supports headers and footers, allowing users to
insert page numbers, document titles, and dates on the documents.
11. Mail Merge: Word's mail merge feature enables users to create personalized
documents such as letters or envelopes by merging data from a database or
spreadsheet.

Components of Word processing

In Microsoft Word, the interface is divided into several sections, each serving different
purposes. Here are some of the key sections:

1. Title Bar: This is at the top of the Word window and displays the document name. It
also contains the minimize, maximize/restore, and close buttons for managing the
window.
2. Ribbon: The Ribbon is a toolbar available just below the title bar. It contains tabs,
each tab has groups and each group has related commands. It's the primary
interface for accessing Word's features and functions.
3. Quick Access Toolbar (QAT): This is a customizable toolbar located above the
Ribbon or below the Ribbon tabs. It provides quick access to commonly used commands,
such as Save, Undo, and Redo. Users can customize it by adding their frequently used
commands.
4. Document Area: This is the main working area where you create and edit your
document. It displays the content of the document, including text, images, tables, etc.
5. Status Bar: The Status Bar is at the bottom of the Word window. It displays
information about the document, such as the current page number, word count,
language, and zoom level.
6. Scroll Bars: Word provides vertical and horizontal scroll bars that allow you to
navigate through the document vertically or horizontally. They appear on the right
side and bottom of the document area, respectively.
7. View Buttons: These are located at the bottom-right corner of the window and allow you
to switch between different document views, such as Read Mode, Print Layout, Web
Layout, and Outline View.
8. Zoom Controls: Word offers zoom controls that allow you to adjust the magnification
level of the document. You can find these controls in the bottom-right corner of the
window.
Advantages of word processing
1. Editing Flexibility: Word processing enables easy and quick editing of text without the
need for retyping.
2. Copy, Cut, and Paste: Text can be easily copied, cut, and pasted within or
between documents.
3. Spell Checking and Grammar Checking: Built-in spell checkers and grammar
checkers help users identify and correct errors in their documents.
4. Formatting Options: Formatting features allow users to customize text appearance,
improving clarity.
5. Document Organization: Headers, footers, tables of contents, and indexing aid in
organizing and navigating through documents.
6. Electronic Distribution: the document can be easily sharing via email,
whatsapp, etc facilitating efficient communication and collaboration.

Disadvantages of word processing

1. Expensive: High-quality word processing softwares are often costly.
2. Need for power supply: Computer system works on power supply> if there is no power
supply, the work processing software cannot be used.
3. Too many options: The users are unaware of most of the options available in the
software. It requires time and effort to learn all the options.
4. Security: As the documents are stored only in electronic media, there is a risk of data
loss due to hardware failure or accidental deletion of the files, etc.

Creating a word document

Step-1: Open Microsoft Word: Launch the Microsoft Word application on your computer
using Start menu (Windows)..
Step-2: Choose a Blank Document: When Word opens, simply click on the "Blank
document" option. Step-3: Start Typing: Once the blank document is open, you can start
typing your content.
Step-4: Formatting Text: To format text, select the text you want to format and use the
formatting options in the Ribbon.
Step-5: Inserting Objects: To insert objects like images, tables, or shapes, go to the Insert
tab in the Ribbon and select the desired object type.
Step-6: Saving Your Document: To save your document, click on the "File" menu in the
top-left corner, then select "Save As." Or press Ctrl+S to save. Choose a location
on your computer where you want to save the document, give it a name, and click
"Save." The extension of word documents is “.xlsx”.
Step-7: Closing Word: Once you're finished working on your document, you can close
Microsoft Word by clicking the close button (X) in the top-right corner of the
window.

Thus, a word documents is successfully created.

Saving a word document
To save an opened word document, follow the following steps:

Step-1: Click on the "File" Menu: From he top-left corner of the Word window, select/click on
the "File" menu.
Step-2: Choose "Save": From the "File" menu, select the "Save" option. It opens a
dialog box.
Keyboard shortcut to save is Ctrl+S.
Step-3: Select the location: Select the location and click on save button. Default location
of the word document is the documents folder.
Step-4: The extension of the word document is “.docx”.

Editing a word document

To edit a document, follow the following steps:

1. Select Text: Click and drag to select the text you want to edit. You can also double-
click on a word to select it, or triple-click to select a paragraph, Ctrl+A is to select all
(full document).
2. Make Changes: Once the text is selected, you can make changes such as typing new
text, deleting existing text, or modifying the formatting (e.g., font style, size, color,
alignment).
3. Cut, copy , paste: To copy and paste the text. Select the text and apply Ctrl+C to copy,
Ctrl+V for paste. To move the text from one place to another, apply Ctrl+X for cut
and Ctrl+V for paste.
4. Undo and Redo: If you make a mistake, you can use the "Undo" button in the toolbar or
press Ctrl
+ Z to undo your last action. You can also redo an action using the "Redo" button or
Ctrl + Y.
5. Insert or Delete: To insert new text, place the cursor at the desired location and start
typing. To delete text, select them and press the Delete or Backspace key.
6. Format Text: Use the formatting options in the toolbar. You can change the font, size,
style, color, alignment, and more.
After the editing, the file must be saved. (Ctrl+S).

Formatting features in word document

Microsoft Word offers a wide range of formatting features. Some of the key formatting
features are:

1. Font Formatting: You can change the font family, font size, font style (bold, italic,
underline), and font color.
2. Paragraph Formatting: This includes options for alignment (left, center, right, justify),
line spacing, indentation, and bullet or numbering lists.
3. Page Layout: You can adjust page margins, orientation (portrait or landscape), page size,
and page breaks.
4. Borders and Shading: Word allows you to add borders around paragraphs, pages, or
table cells. You can also apply shading to text or background.
5. Tables: Word offers extensive formatting options for tables, including border styles, cell
shading, text alignment within cells, and automatic resizing.
6. Images and Shapes: You can format images and shapes by adjusting their size,
position, and orientation. Additionally, you can apply effects like shadows, reflections,
and 3D rotation.
7. Headers and Footers: Word allows you to customize headers and footers with text, page
numbers, date, time, and other information. You can also format header and footer
text.
8. Themes: Word provides built-in themes that apply consistent formatting to your entire
document.
9. Watermarks: You can add watermarks to your document for branding or security
purposes.
10. Hyperlinks: Word enables you to insert hyperlinks to web pages, email
addresses, or other documents.
11. Text Boxes: Word provides options for formatting text boxes, including shape, fill color,
outline color, and effects.

Working with Tables in Word document

Working with tables in allows to organize and present data in a structured format. Some
table formatting options are:

1. Inserting a Table: To insert a table, place your cursor where you want the table to
appear, then go to the "Insert" tab in the Ribbon. Click on the "Table" button and
select the number of rows and columns for your table from the grid or choose
"Insert Table..." for more options.
2. Adding and Deleting Rows and Columns: Once your table is inserted, you can add or delete
rows and columns as needed. Right-click anywhere in the table to access the menu,
then choose options like "Insert" or "Delete" to add or remove rows, columns, or cells.
3. Deleting a table: Select the table. Right click to access the menu and select the option
“Delate table”. Or, from the table layout tab, select “Delete table” button.
4. Formatting the Table: You can format the table by changing the border style, shading,
and other properties. Right click in the table, access the menu and select borders and
shading, or go to table design tab and select various formatting options, including
borders, shading, and alignment.
5. Text Formatting within Cells: You can format text within table cells just like regular text
in Word. Select the text and then apply the formatting options like the font size, style,
color, alignment, etc.
6. Merging and Splitting Cells: You can merge multiple cells to create larger cells or split a
single cell into multiple cells. Select the cells you want to merge or split, then right-
click and choose "Merge Cells" or "Split Cells" from the menu.
7. Adjusting Row Height and Column Width: To adjust the height of rows or width of columns,
hover your cursor over the border of the row or column until it turns into a double-headed
arrow. Then, click and drag to resize the row or column.
8. Sorting Data: If your table contains data, you can sort it alphabetically or numerically.
Select the column you want to sort by, then go to the "layout" tab, click on the "Sort"
button, and choose your sorting options.
9. Table Styles: Word offers pre-defined table styles to quickly format your table.
10. Formulae in Tables: You can perform basic calculations in tables using formulas.
Click into a cell where you want the result to appear, then go to the "Layout" tab and
click on the "Formula" button to create a formula.
11. Converting Text to Tables: If you have data in text format, you can convert it into a table.
Select the text, then go to the "Insert" tab, click on the "Table" button, and choose
"Convert Text to Table."
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Working with graphics in word document

Working on images/picture
1. Inserting a Picture: Click on the "Insert" tab, select "Pictures". Choose the image
file and click "Insert" to add it to your document.
2. Resizing and Cropping Pictures: Click on the picture to select it, then drag the corner
handles to resize or drag the edges to crop.
3. Formatting Pictures: Select the picture and use the formatting tools in the Ribbon
to adjust properties like brightness, contrast, color, and transparency. You can also
apply artistic effects or borders to the picture.
4. Wrapping Text Around Pictures: Select the picture, then go to the "Wrap Text" option in
the Ribbon to choose how text flows around the picture. Options include square, tight,
through, top and bottom, and behind text.
5. Adding Captions to Pictures: Right-click on the picture, select "Insert Caption," enter the
caption.
6. Linking Pictures: You can link a picture to an external source.
7. Rotating Pictures: Select the picture, then use the rotation handle at the top to rotate
the picture clockwise or counterclockwise.
8. Removing Pictures: Select the picture, then press the "Delete" key to remove it from the
document.

Working with graph

1. Inserting a Graph: Click on the "Insert" tab, select "Chart," choose the graph type, and
enter your data.
2. Editing Data in the Graph: Click on the graph, then "Edit Data" to modify the
embedded Excel worksheet.
3. Formatting the Graph: Select the graph and use Ribbon formatting tools to
customize its appearance.
4. Resizing and Moving the Graph: Click and drag the handles to resize and move the
graph to the desired position.
5. Copying and Pasting Graphs: Copy the graph from Excel and paste it into your Word
document.
6. Linking Graphs to Excel: Click the graph, then "Link to Excel" to automatically update it
when the data changes.
7. Grouping Graphs with Text: Select all elements, right-click, and choose "Group" to move and
resize them together.

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Preview and printing the document
Previewing and printing options in allow us to view how the document will appear when
printed.

Previewing Your Document:

- Click on the "File" tab, select "Print" from the list of options.
- In the Print Preview section, a preview of the document will appear.
- Use the navigation buttons at the bottom to scroll through the pages and review the
layout.

Customizing Print Settings:

- In the Print Preview section, various print options are available:
- Printer: Choose the printer you want to use from the drop-down menu.
- Copies: Specify the number of copies you want to print.
- Pages: Select which pages to print (e.g., all pages, a range of pages, specific pages).
- Print Options: Click on "Print Options" to access additional settings.

Printing Your Document:

- After selecting the print settings, click on the "Print" button to send the document to the
printer.
- Alternatively, you can click on the drop-down arrow next to the "Print" button to
access options such as printing to PDF or sending the document to OneNote.

Ms-Power point
- Microsoft PowerPoint is a software program developed by Microsoft that allows users
to create slideshows or presentations.
- It provides tools for adding text, images, charts, graphs, and multimedia elements to
slides.
- PowerPoint is widely used in business, education, and other settings for presenting
information in a visually engaging way.
- Users can customize the design and layout of slides, add animations and transitions
between slides, and deliver presentations in person or remotely.

The parts/ elements/sections in a power point screen

1. Title Bar: Displays the name of the presentation and the name of the application
(PowerPoint).
2. File Tab: Located at the top-left corner, it opens the Backstage view where you
can access commands related to opening, saving, printing, and sharing your
presentation.
3. Quick Access Toolbar: Contains commonly used commands like Save, Undo, and Redo.
we can customize this toolbar to add your frequently used commands. It is available
above or below the ribbon.
4. Ribbon: The Ribbon contains tabs. Each tab has several groups. Each group and related
commands. Common tabs include Home, Insert, Design, Transitions, Animations, and
more.
5. Slides/Outline Pane/ Thumbnail section: Shows a thumbnail view of your slides or the

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outline of your presentation, depending on the selected view.
6. Slide Area: This is where you create and edit individual slides. You can add text,
images, shapes, charts, and other elements to your slides here.
7. Notes Pane: Below the slide area, is the notes pane where we can type notes for the
current slide. These notes are typically for the presenter and not visible during the
slideshow.
8. Status Bar: Displays information about the current slide number, layout, zoom level, and
more.

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9. Zoom Control: Allows you to adjust the zoom level for a closer or wider view of your
slides.

Advantages /uses of power point

1. Business Presentations: Presenting reports, and showcasing products or services
to clients, investors, or stakeholders.
2. Educational Purposes: Delivering lectures, creating visual aids, etc.
3. Training and Workshops: Creating training materials, conducting workshops, etc.
4. Sales and Marketing: Product demonstrations to attract potential customers,
explaining marketing strategies, etc.
5. Conference and Seminars: Delivering speeches, presenting research findings, and
sharing insights with the audience at conferences and seminars.
6. Project Proposals: Outlining objectives, timelines, and budgets for potential
clients or stakeholders in project proposals.
7. Personal Use: Creating photo album slideshows, planning events, or documenting
projects for personal purposes.

How to open a new PPT file

There are different ways to open a new powerpoint presentation file.

1. Double-click on the file icon to open it. This action will automatically launch Microsoft
PowerPoint if it's installed on your computer. (OR)
2. Click on the start button Programs Ms-Powerpoint. (OR)
3. Click the powerpoint icon on the task bar. (if available).
4. Right click on the desktop  new  MS powerpoint presentation

Ways to open an existing powerpoint presentation file.

1. Browse for File: Navigate to the location where your PowerPoint file is saved on your
computer.
2. Open File: Select the PowerPoint file and from the file tab, click "Open" to open it in
PowerPoint.

Save to save a ppt file

1. Click on "File": In the top-left corner of the PowerPoint window, click on the "File" tab.
2. Select "Save As": Choose "Save As" from the menu options. This will open the Save As dialog
box.
3. Choose Location: Navigate to the folder where you want to save your PowerPoint file.
4. Enter File Name: Enter a name for your PowerPoint presentation in the "File name" field.
5. Select File Type: Choose the file format you want to save your presentation as. The
default format is ".pptx" for PowerPoint presentations.
6. Click "Save": Once you've chosen a location, file name, and format, click the "Save"
button to save your new PowerPoint file.
7. Ctrl+S: ctrl+s, is the shortcut to save a file. After updating any file, press ctrl+s to save.

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Creating a powerpoint presentation
1. Open PowerPoint: Click on the PowerPoint icon on your desktop or find it in your
applications menu.
2. Choose a Design: Select a design template from the available options or start with a
blank slide.
3. Add Slides: Click on "New Slide" to add slides to your presentation.
4. Insert Text: Click on a text box on the slide and start typing to add text.
5. Add Images: Click on "Insert" > "Pictures" to add images from your computer.
6. Add Shapes/Charts: Click on "Insert" > "Shapes" to add shapes or "Insert" > "Chart" to
add charts.
7. Customize Design: Use the options under the "Design" tab to change the background,
colors, fonts, and effects.
8. Add Transitions: Click on "Transitions" to add transition effects between slides.
9. Add Animations: Click on "Animations" to add animation effects to text, images, or other
objects on your slides.
10. Save Your Presentation: Click on "File" > "Save As" to save your presentation to your
computer.

Editing an existing ppt file

1. Open existing PPT file: Browse to open an existing file. (OR) Open PowerPoint
application and select from the file tab, "Open" to open it in PowerPoint file.
2. Edit a Design: From the design tab, select any design from the available options to
change the design template. One can also change the background, colors, fonts, and
effects.
3. Add Slides: Click on "New Slide" to add slides to your presentation.
4. Delete Slides: select the slide in the thumbnail section and press the delete key.
5. Edit Text: Select the text box on the slide and edit the text.
6. Edit/remove Transitions: From the "Transitions" tab, select a new transition to add/edit
transition effects between slides.
7. Edit/remove Animations: From "Animations" tab , select the required animation effect
to add/edit animation effects to text, images, or other objects on your slides.
8. Save Your Presentation: Press ctrl+s / "File" > "Save" to save the changes.

PPT Template
1. A PPT template, short for PowerPoint template, is a pre-designed set of slides with
placeholders for text, images, charts, and other content.
2. It serves as a starting point for creating presentations by providing a consistent
layout, design, and formatting throughout the slides.
3. Users can customize the template by adding their own content while retaining the overall
visual style of the presentation.
4. Templates can be created by users or obtained from built-in templates provided by
PowerPoint.

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Animations
- Animations in PowerPoint are effects applied to text, images, or other objects on slides
to add visual interest during presentations.
- They can help emphasize key points, guide the audience's attention, and make
presentations more engaging.
- A series of animations applied to multiple elements on the slide, often occur one after
the other.
- Animations allows presenters to control the timing, duration, and order of
animations to create dynamic and visually appealing presentations.

Types of animations / custom animations in PPT:

1. Entrance Animations: Elements appear on the slide in various ways, such as fading in,
flying in from a specific direction, or growing/shrinking.
2. Exit Animations: Elements leave the slide in different ways, such as fading out,
flying out, or shrinking.
3. Emphasis Animations: Elements already on the slide are highlighted or made more
prominent, such as pulsating, changing color, or growing/shrinking.
4. Motion Paths: Elements move along a specified path on the slide, allowing for custom
movement patterns.

Animation Pane
- It is a control center for managing animations on your slides.
- It shows a list of all the animations applied to objects on your slide.
- It also shows the animation order, timing, and other settings applied.
- One can easily add, remove, reorder, or adjust animations here.

***All the best***

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