38940555 ZICA T7 Information Technology Business Communication

8/6/2019 38940555 ZICA T7 Information Technology Business Communication

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CHAPTER 1.0

Introduction to using a computerDefinition of a computer, this is an electronic device that is made up of input devicessuch as the keyboard and is used to capture data and instructions, with the help of sets ofinstructions it will be able to produce results or output through devices such as printers orscreens.

1. Classes of computers

Computers can be classified as follows:

y Supercomputersy Mainframe computers

y Minicomputers

y Microcomputers, commonly called PCs

1.1 A supercomputer is used to process very large amounts of data very quickly. Theyare particularly useful for occasions where high volumes of calculations need tobe performed, for example in meteorological or astronomical applications.

1.2 A mainframe computer system uses a powerful central computer, linked by cableor telecommunications to terminals. A mainframe has many times more

processing power than a PC and offers extensive data storage facilities.

Mainframes are used by organisations such as banks that have very large volumesof processing to perform and have special security needs. Many organizationshave now replaced their old mainframes with networked client server systems ofmid-range computers and PCs because this approach is thought to be the cheaperand offer more flexibility

1.3 A minicomputer is a computer whose size, speed and capabilities lie somewherebetween those of a mainframe and a PC. The term was originally used before PCswere developed, to describe computers which were cheaper but less well-

equipped than mainframe computers. With the advent of PCs and of mainframesthat are much smaller than in the past, the definition of a minicomputer hasbecome rather vague. There is really no definition which distinguishes adequatelybetween a PC and a minicomputer.

1.4 PCs are now the norm for small to medium-sized business computing and forhome computing, and most larger businesses now use them for day-to-day needs


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such as word processing. Often they are linked together in a network to enablesharing of information between users.

Portables

1.5 The original portable computers were heavy, weighing around five kilograms, andcould only be run from the mains electricity supply line. Subsequentdevelopments allow true portability.

a) A laptop or notebook is powered either from electricity supply or using arechargeable battery and can include all the features and functionality ofdesktop PCs.

b) The palmtop or handheld is increasingly compatible with true PCs. Devicesrange from basic models which are little more than electronic organizers torelatively powerful processors running cut-down versions of Windows andM

icrosoft Office, and including communications features.

1.6 Many computers have been designed to achieve faster computational speeds,using different architectures.

1.7 Maths co-processor and Graphics co-processor. Most processors may includespecialized and faster processors (a maths co-processor/graphics co-processor)can be used for applications requiring high-speed mathematical or graphicscomputations. Such applications could be spreadsheet calculations or complexcomputer-aided design (CAD) work. The maths co-processor supports the main processor by performing the required calculations more rapidly than the main

processor. In the same way, the graphics co-processor is designed to performgraphical functions, such as the construction and maintenance of images muchfaster than the main processor. The co-processors are under the control of themain processor.

1.8 Pipeline machines. In the pipeline machine architecture each stage in the fetch-executive cycle is handled by a separate machine hardware unit. The first unitfetches an instruction from memory. At any one time there may be four or fiveinstructions within the processor each at different stages of execution in differentunits.

1.9 Array processor. In the array processor there is one control unit but multipleALUs, which are able to work in parallel with one another. They are particularlysuited to applications in which sets of values require the same operation to beperformed on each value, e.g., converting every value in a table to a percentage ofthe total.


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2. Functions of the information processing cycle

2.1 Data happens to be raw facts and figures that are meaningless until whenprocessed, for example meter readings collected for a water company, hoursworked by employees in a factory, in a banking system, bank charges,commission etc.

2.2 Information is data that has been processed into something meaningful or rawdata that has been transformed into processed data. Examples of informationbased on the above data are; water bills, a pay slip and a bank statement.

2.3 In information processing a logical data file is a collection of records with similarcharacteristics. Examples of data files include the sales ledger, purchases ledger

etc

2.4 A record in a file consists of data relating to one logically definable unit ofbusiness information. A collection of similar records makes up a file. Forexample, the records for a sales ledger file consists of customer reference number,balance owing and credit limit field

2.5 Records in files consist of fields of information, for example, a customers recordon the sales ledger file will include name, address, balance owing.

2.6 Records on a file should contain one key field. This is an item of data within therecord by which it can be uniquely identified, for example man number, accountnumber, NRC number and examination number

2.7 Files are conveniently classified into transaction files, and master files

2.8 A transaction file contains latest activities of a business, and its the one that isused to update the master file. Once updating has taken place the file is discarded.In batch systems, transactions can be bundled up manually or kept in an electronicform but would only be used on a certain date to update the electronic master file.Transaction files are at times called by different names such as, changes file,movements file and amendments files

2.9 A master file is a semi permanent file that is periodically updated by a transactionfile in order for it to show its current status, for example a payroll master file andcustomers master file. The updating times vary depending on the application, sayweekly, fortnightly or monthly. In the case of the cinema, this will happenimmediately a transaction occurs.


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2.10 Reference file, is also known as standing data file or table file. This contains datathat is permanent in nature because it usually changes after along periods oftime such as a year, for example tax table, price list and tariff tables. This file isusually referred to when a transaction file is updating a master file.

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ort file, these are temporal files that are used as an intermediary during fileupdating

2.12 Both manual and computer information processing can be divided into two broadtypes; namely batch and real time processing. Batch processing are becoming lesscommon, periodically if the process concerned have an impact on customers.

2.13 Batch processing system, this is a system where data is collected, accumulated fora certain interval period of time such as weekly or month, and then thesetransactions are captured as a unit in order to update the master file. Examples ofsystems that use batch are payroll, water billing, and final accounts preparation

and examination results production. Because data is not input as soon as it isreceived the system will not always be up-to-date.

2.14 Real time processing occurs when data is collected and captured right away sothat the results of the processing are known right away. This type of processing iscommonly used in banks, cinema system and student registration.

2.15 Online processing involves transactions being input and processed immediately,in real time. On-line refers to a machine which is under the direct control of themain processor for that system. The term on-line is also used to describe anactive Internet connection.

2.16 On-line, real-time processing is appropriate when immediate processing isrequired and the delay implicit in batch processing would not be acceptable

2.17 On-line systems are practically the norm in modern business. Examples includethe following

a) As a sale is made in a department store or a supermarket, the barcode on themerchandise is scanned on the Point-of-sale-systems/ terminal that is directlyconnected to a central machine in the supermarket or at head office in order tofacilitate on-line real time processing.

b) In banking and credit card systems whereby customer details are oftenmaintained in a real-time environment. There can be immediate access tocustomer balances, credit position etc and authorization for withdrawals

c) Travel agents, airlines and theatre ticket agencies all use real-time systems.Once a hotel room, plane seat or theatre seat is booked up everybody on the


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system must know about it immediately so that they do not sell the sameholiday or seat to two or more different customers.

3. Hardware components and their functions

3.1 A computer is made up of four components, namely:

a) Input devices to facilitate data captureb) Output devices to produce the processed datac) The central processing unit or processord) External storage device or backing store

The processor

3.2 The processor is the brain of the computer. The processor may be defined asfollows; its the nerve centre of the entire computer system as it is in charge of allthe operations of the machine. It is divided into three elements namely:

y Arithmetic and logic unit

y Control unit

y Main store or memory

3.3 The processing unit may have all its elements arithmetic and logic unit, controlunit, and the input/ output interface on a single chip. A chip is a small piece of

silicon upon which is etched an integrated circuit, on an extremely small scale

3.4 The chip is mounted on a carrier unit which in turn is plugged onto a circuitboard called the motherboard with other chips, each with their own functions.

3.5 The most common chips are those made by Intel Company. Each generation ofIntel CPU chip has been able to perform operations in fewer clock cycles than theprevious generation, and therefore works more quickly.

3.6 Microprocessor. A microprocessor is a component of the computers centralprocessing unit (CPU) and contains circuitry for controlling the entire computer

system, for performing arithmetic and logic operations, for controlling input andoutput and also memory circuitry. Usually, the microprocessor circuitry iscontained on a single silicon chip. The microprocessor interprets and executes allthe instructions in the computer system.

3.7 All chips containing circuitry that controls the computer and also the computermemory chips are found on the system board. The motherboard, also called themain board, is a circuit board whose task is to link all the other chips of the


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computer. Any expansion boards that should be installed in the computer arefitted into expansion slots which hold the boards in place. The slots also give theboards an electronic link to the motherboard

3.8 A chip is a small piece of silicon material which contains microcircuit elements.

An integrated circuit (IC) is combination of circuit elements that areinterconnected and placed on a small chip of silicon. The IC chip is then mountedon to a carrier unit that is itself plugged on a circuit board with other chips.Although put together on one circuit board, each IC chip performs its ownfunctions.

MHz and clock speed

3.9 The processor receives program instructions and sends signals to peripheraldevices. The signals are co-ordinated by a clock which sends out a pulse a sortof tick-tock sequence called a cycle at regular intervals

3.10 The number of cycles produced per second is usually inMegaHertz (MHz) orGigaHertz (GHz)

y 1 MHz = one million cycles per second

y 1 GHz = one billion cycles per second

A typical modern business PC might run on 2 GHz.

Memory

3.11 The computers memory is also known as main store or internal store. Thememory will hold the following.

y Program instructions

y The input data that will be processed next

y The data that is ready for output to an output device

Memory address

3.12 Memory address. Memory address refers to storage locations that are found in

memory. Each computer memory has several memory locations which are usedto store data. Since the data needs to be retrieved at a later time so that it can be processed, a way of finding it uniquely and quickly is needed. For this reason,each memory location is allocated an identification number by which the memorylocation is uniquely identified. This identification number is the address of thememory location. This concept can be compared to that of our postal addresses.


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Core store

3.13 Core store is the type of main memory that was used in computers in the earlydays of computing. The core itself was a small ring of iron. A wire passedthrough the core. Current should be passed in this wire in such a way that thecore was magnetized, either northor south. To represent data, for example, a coremagnetized to be North Pole would be holding a one (1) and the core magnetizedas South Pole would be holding a zero (0). An extra wire was made to go throughthe core. This wire was meant to sense the magnetism of the core and so read thestored values from the core

Bits and bytes

3.14 Each individual storage element in the computers memory consists of a simplecircuit which can be switched on or off. These two states can be convenientlyexpressed by the numbers 1 and 0 respectively

3.15 Each 1 or 0 is a bit. Bits are grouped together in groups of eight to form bytes. Abyte may be used to represent a character, for example a letter, a number oranother symbol

3.16 Business PCs now make use of 2 bit processors. But simply, this means that datatravels around from one place to another in groups of 16 or 32 bits, and so modernPCs operate considerably faster than the original old 8 bit models

3.17 The processing capacity of a computer is in part dictated by the capacity of itsmemory. Capacity is calculated in kilobytes (1 kilobyte = 210 (1,024) bytes andmegabytes (1 megabyte = 220 bytes) and gigabytes (230). These are abbreviated toKb, Mb and Gb.

RAM

3.18 Random AccessMemory is memory that is directly available to the processingunit. It holds the data and programs in current use. RAM in microcomputers isvolatile which means that the contents of the memory are erased when thecomputers power is switched off.

3.19 RAM on a typical business PC is likely to have a capacity of 1 Gigabyte. The sizeof the RAM is extremely important. A computer with 1 GHz clock speed and 512megabytes of RAM will not be as efficient as a 2 GHz PC with 1 Gigabyte ofRAM


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3.20 Most of the computers immediate access storage (IAS) is RAM (Random AccessMemory). RAM holds the data, information and instructions that the computerneeds in performing particular tasks. During the execution of any program(instructions), that particular program or part of it has to reside in the RAMmemory. The data which the program is supposed to manipulate and transforminto information is also stored in the RAM memory during processing. Theinformation and also the intermediate results of processing will also be kept in theRAM before they are finally stored on disk, displayed on screen or printed. Apart of the operating system is also stored in RAM during the time the computer isin operation. When your computer reads information from a disk, it stores thatinformation in RAM. In other words, RAM is that storage (memory) which holds

all data and instructions that the computer needs to carry out its current work. Adisadvantage of RAM is that it is temporary storage and when you turn thecomputer off all the contents of RAM is lost (unless you have saved the contentsto an external, permanent storage medium). For this reason, RAM is referred toas being volatile storage.

Cache

3.21 The cache is a small capacity but extremely fast part of the memory which saves asecond copy of the pieces of data most recently read from or written to mainmemory. When the cache is full, older entries are flushed to make room for new

ones.

Mostly, cache memory is used to hold data such as variables of executingprograms and also the parts of a program code that may be required too often forexecution. The main purpose of the cache memory is to bridge the speedimbalance between the processor and the main memory. The data or programparts that will be required next in the processing cycle are fetched well in advancefrom the main memory and placed in the cache for the processor to find themquickly. In this way, data and program parts are swapped back and forth betweenthe main memory and cache memory. Although expensive, the use of cachememory improves the performance of the computer tremendously because accessto cache memory is much faster than to main memory.

ROM

3.22 Read OnlyMemory is a memory chip into which fixed data is writtenpermanently at the time of its manufacture. When you turn on a PC you may see areference to BIOS (Basic Input/ Output System). This is part of the ROM chip


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containing all the programs needed to control the keyboard, screen, disk and soon.

3.23 Read OnlyMemory (ROM) makes a smaller part of your computers immediateaccess storage (IAS). ROM storage is permanent. As such, ROM holds that kind

of data and instructions that the computer needs regardless of the task it performs.The computers basic instructions that tell a microprocessor chip how to performits functional operations are stored in ROM. Since ROM storage is permanent, itscontents are also not lost even when power is switched off. Consequently, youcan not alter the contents of ROM in any way other than destroying the ROMchip. ROM is therefore non-volatile. Since ROM holds the basic instructionsthat the computer needs in order for it to operate, it is important that ROM is non-volatile and its contents are non-alterable. This is a vital safeguard to keep yourcomputer operating properly.

3.24 ROM has got other variations. These are the PROM, EPROM and the EEPROM.

PROM

(Programmable Read OnlyM

emory) is a type of memory which can beprogrammed only once. PROMs are bought without programs (empty). They areprogrammed by the user special equipment but once they are programmed, thecontents cannot be changed. PROMs can only be programmed once. Of course,users would require chips that can be erased and reprogrammed. This demand ledto the development of erasable PROMs. The erasable programmable read-onlymemory (EPROM) is usually not programmed by the manufacturer. Once theyare programmed, EPROMs require ultra-violet light and some special equipmentin order for their contents to be erased. This is a vital safeguard against accidentalerasure. An EEPROM is an electrically erasable PROM.

Vitual memory

3.25 Virtual memory is a technique employed to enable computers to run very largeprograms in relatively smaller main memories. Using this technique, the largeprogram that is to be run is split into smaller parts called pages. In this way, onlythe smaller part of the program (page) which is currently executing will be loadedinto the main memory, while the rest of the program is on some direct accesssecondary storage (e.g., disk). When the next part of the program is needed forexecution, it will be loaded into memory and it will overwrite the previous partand continue being executed. This technique gives the impression that the mainmemory is very large, when in actual fact it is small. Hence he term virtualmemory. Virtual memory makes efficient use of the main memory.


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3.26 The notable differences between the main memory and backing storage are shownbelow:

Topic Main memory Backing storage

1 Speed Main memory provideshigher access speeds thanbacking storage because itspart and parcel of the CPU

Data on backing storage devices areelectromechanical, its access atlower speeds than that of the mainmemory

2 Volatility Main memory is volatile; itcan not be stored for ever.It loses its contents whenpower is switched off

Backing storage provides permanentstorage and data stored can stay therefor many years to come even ifpower is withdrawn.

3 Capacity They have smaller

capacities since its notpossible to predict inadvance how much spacewill be needed to store allthe data that will beprocessed by a particularcomputer in its life time.

Backing storage has larger storage

capacity than memory. Any extradata or programs will be held in thebacking storage, it would be costly tobuild very large memories.

4 Representation In memory data isrepresented as 0s and 1s. 1represents the fact thatcurrent is flowing in a

particular circuit while 0represents the case that nocurrent is flowing in thecircuit.

On backing storage data isrepresented by the presence of smallmagnets and their polarity. Backingstorage are magnetic, a plastic paper

or metal platter coated with magneticsubstances that can easily bemagnetized


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CHAPTER2.0

Classes of software associated with information systems

The most popular computer operating system, particularly for PCs isMicrosoft Windows.

An operating system is executive software that provides the bridge between applicationssoftware and the hardware. It facilitates communication between the user and thecomputer and automatic loading of programs into RAM in order to provide a continuousflow of operations

y Initial set-up of the computer, when it is switched on

y Communication between the user and hardware

y Calling up of files from storage into memory

y File management

The most popular computer operating systems are Microsoft Windows, Linux and UNIX.

Microsoft Windows includes the following features.

i) A desktop from which everything in the system branches out. Disk drives,folders(directories), applications and files can all be placed on the desktop

ii) A taskbar which includes a start button and buttons representing every openapplication

iii) Long file names are supported (up to 256 characters)

iv) There is a Recycle Bin for easy deletion and recovery of files

v) Easy integration with widely used networking software is possible

vi) Multitasking is available, allowing more than one program to be active at onetime.

vii) TheMicrosoft Internet Explorer browser is included to facilitate Internet

access

viii) User-friendly, user interface enhancements include easier navigation, such assingle-click launching of applications, icon highlighting, forward buttons, andan easy to customize Start Menu


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ix) Web integration, there are a variety of features designed to enhance Internetaccess and use of Internet facilities and technologies and integrate them withthe users system

x) Reliability

y Windows can be set up to regularly test the users hard disk, system files,and configuration information to increase the system reliability, and inmany cases fix problems automatically

y Enhanced backup and restore functions

xi) Graphics. Windows has graphics and video capabilities and support forgames hardware such as joysticks, it supports digital video disks (DVD)

xii) More manageable for businesses, tools such as Dr. Watson and SystemInformation utility make it easier for IT support staff to diagnose and correct

problems

a) Windows has graphics and video capabilities and support for gameshardware such as joysticks. It supports digital video disks (DVD)

User Interface characteristics

i) GUI, this stands for Graphical User Interface. GUIs were designed to makecomputers more user-friendly. A GUI involves the use of two design ideas andtwo operating methods which can be remembered by the abbreviations WIMP(Windows, Icons, Mouse and Pull-down menu. Most dialogue between the user

and software that uses WIM

P features is conducted through the mouse and on-screen images rather than typed text.

ii) The desktop, inMicrosoft Windows, the initial screen is called the desktop. Thedesktop screen typically contains icons that provide easy access to a range ofsoftware programs. Programs may be started from the desktop using either anicon or shortcut or by navigating through the menus that branch out from theSTART button. Each active program or activity is launched in a separate window

iii) Task bar, as with many Microsoft Windows operations, there is more than oneway to switch between open applications. The popular method of switching

between applications is to simply click on the icon of the relevant openapplication displayed on the Windows Taskbar. The Taskbar usually shows at thebottom of the screen, although some systems are set-up to hide the Taskbar

iv) Title bar, its shown in a strip at the top of the window. It comprises the defaultmenu items which when selected pulls down another menu that pertains to thatparticular choice. The main menu items are File, Edit, View, Insert etc. This issometimes called a title.


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v) Recycle bin, this is a folder or directory that keeps all files that are deleted fromthe hard disk or fixed disk. Logically the files are deemed to have been deletedbut physically they are usually still on the disk. When the user selects an optioncalled empty the recycle bin thats when the bin is emptied and the files are no

longer accessible

Directory or folder

This is a sub division of a disk. Users can create a folder or a directory so that files thatpertain to a common subject are stored in there for easy reference or location. Folderssuch asMy Pictures, My Documents etc are typical examples.


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CHAPTER 3.0

Future of Information Technology

In this unit we shall discuss some of the most significant developments incommunications, and the impact these developments have had on the way organisationsoperate.

Technological advances in society has had the following effects on society andbusinesses

a) The type of products or services that are made and sold. For example,consumer markets have seen the emergence of home computers, compact discsand satellite dishes for receiving satellite TV; industrial markets have seen theemergence of custom-built microchips, robots and local area networks for officeinformation systems.

b) The way in which products are made. There is continuing trend towards the useof modern labour-saving production equipment, such as robots. Themanufacturing environment is undergoing rapid changes with the growth ofadvanced manufacturing technology. These are changes in both apparatus andtechnique.

c) The way in which services are provided. High-street banks encouragecustomers to use hole-in-the-wall cash dispensers, or telephone or PC banking.Most large shops now use computerised Point ofSale terminals as cash desks.Many organisations are starting to use e-commerce: selling products and servicesover the Internet.

d) The way in which employees are identified. Database systems make it mucheasier to analyse the market place.

e) The way in which employees are mobilized. Computerisation encouragesdelayering of organisational hierarchies, and greater workforce empowerment andskills. Using technology frequently requires changes in working methods. This isa change in organisation.

f) Homeworking. Advances in communications technology have, for some tasksreduced the need for the actual presence of an individual in the office. This leadsto cost savings on office space, if homeworkers are freelance, then theorganisation avoids the need to pay them when there is insufficient work, whenthey are sick, or on holiday etc


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g) The paperless office. There might be less paper in the office (but not necessarilyso) with more data-processing done by keyboard. Data handling is likely to shiftfrom the traditional movement of paper to the storing of data electronically.

h) Routine processing, the processing of routine data can be done in bigger

volumes, at greater speed and with greater accuracy than with non-automated,manual systems.

i) Customer service, office automation, in some organisations results in bettercustomer service. When an organisation receives large numbers of telephoneenquiries from customers, the staffs who take the calls should be able to provide aprompt and helpful service if they have on-line access to the organisations datafiles.

j) Organisation structure, the structure might change. PC networks give localoffice managers a means of setting up a good local management information

system and localized data processing while retaining access to centrally helddatabases and programs. Office automation can therefore encourage a tendencytowards decentralization of authority within an organisation

On the other hand, such systems help head office to keep in touch with what isgoing on in local offices.

k) Management information, the nature and quality of management informationwill change.

y Managers are likely to have access to more information. The range of reportsare likely to be wider and their content more comprehensive

y

Planning activities should be more thorough, with the use of models such asspreadsheets for budgeting and sensitivity analysis

y Information for control should be more readily available

y Decision making by managers can be helped by decision support systems

l) EDI, is a form of computer-to-computer data interchange. Instead of sending eachother reams of paper in the form of invoices, statements and so on, details ofinter-company transactions are sent via telecommunication links, avoiding theneed for output and paper at the sending end, and for re-keying of data at thereceiving end.

The way accounts personnel deal with invoices would affect the way they work inan organisation. Instead of sending each other transactions in the form of invoicesand statements, details of inter-company transactions are sent via telecoms linksavoiding the need for output and paper at the sending end.

m)Video conferencing, this is the use of computer and communications technologyto conduct meetings. Video conferencing has become increasingly common as theInternet and webcams have brought the service to desktop PCs at reasonable cost.


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CHAPTER 4.0

Types of storage devices

Hard disk

Disks offer direct access to data. A modern business PC invariably has an internal harddisk. At the time of writing the average new PC has a hard disk size of around 40Gigabytes.

Features of hard disk/ fixed disk

y Recording surfaces are made of metal platters and coated with magnetisablematerial

y The metal platters are piled together on a spindle and so forming a disk pack.The pack can be sealed in a case to protect recording surfaces against dust andother damage

y The metal platters are not flexible since they are made of metal

y Tracks can be placed closer together leading to higher storage capacities

y Each track on each disk surface has its own read/ write head. Read/write/heads are fixed

y The outer-most surfaces of the disk pack are usually meant for protecting thedisk and are not used for recording.

Floppy disks

The floppy disk provides a cost-effective means of on-line storage for small amounts ofinformation. A 3 disk can hold up to 1.44 Mb of data.

Features of Floppy disks

y Usually the disk surfaces are made of plastic material that is coated withmagetisable material

y The recording surfaces are divided into concentric circles which are further sub-divided into sectors

y The disks are covered in a jacket for protection. A small opening is left to alowthe read/write heads access to the data on disk

y There is one read/write head for each disk surface

y

Read/ write heads are movabley Data is read or written by rotating the disk past read/write heads, which can write

data from the CPU onto disk, or can read data the disk for input to the CPU

y Floppy disks exist mainly as 3.5.


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ZIP disk

A Zip disk is a different type of removable disk, with much larger capacity (100 Mb) thatrequires a special ZIP drive. A Zip disk is suitable for back-ups or for moving filesbetween computers. Files are zipped so that they are compressed into a logically smaller

file.S

ome users Zip the contents of multiple file attachments into one Zip file to sendvia e-mail (some e-mail programmes do this automatically). To open the Zipped files,you must first unzip (extract) the zip file using software such as WinZip or PKZip. Theextracted files will then show their file extensions, and may be opened using theappropriate software.

Features ofZip disk

y Its a different type of a removable disk

y Has much lager storage capacity than floppys, about 100Mb

y It requires a special zip drive when used

y It is suitable for back-up storage or for moving files between computers

Flash disks

This has been a recent breakthrough in ICT regarding the storage of large volume dataonto a stick that can be slotted into a USB port

Features of Flashsticks/ disks

y They are portable

y They are enclosed in protective casings

y Contain high storage capacity, for example 256Mb, 512Mb, 1GB, 2GB etcy It is suitable for back-up storage or for moving files between computers

y Are slotted into a USB port when used

CD-ROM (Compact Disc Read Only Memory)

y A CD-ROM can store 650 megabytes of data

y The speed of a CD-ROM drive is relevant to how fast data can be retrieved: aneight speed drive is quicker than a four speed drive

y CD recorders are now available for general business use with blank CDs (CD-R)and rewritable disks (CD-RW) are now available

DVD (Digital Versatile Disc)

y The CD format has started to be superseded by DVD. DVD development wasencouraged by the advent of multimedia files with video graphics and sound requiring greater disk capacity


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y DVD technology can store almost 5 gigabytes of data on one disk. Access speedsare improved as is sound and video quality. Many commentators believe DVDwill not only replace CD ROMs, but also VHS cassettes, audio CDs and laserdiscs and sound requiring greater disk capacity.


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CHAPTER 5.0

Input devices

Input devices are hardware components that facilitate the capture of data into thecomputer systems through standard input ports. These ports can either be serial or USB.

A keyboard is derived from a standard keyboard; its used for the manual capture of datainto the computer system

i) The advantages of using a keyboard for the input of data.

y The person keying in the data can be in a remote location, away from thecomputer itself. Data can be transmitted via a communications link

y The person keying in the data can check for keying errors on-screen.

y Keyboard input is convenient for small volumes of data when the time takenup by data input is relatively short.

ii) The disadvantages of a keyboard for data capture

y It is unsuitable for large volumes of transaction data. Keying data manuallytakes time, so is not appropriate in some situations.

y Keyboard input is likely to be error-prone

y There might be security problems. Keyboard input may be overlooked, andthere is the risk that unauthorised people could access a terminal or PC

Originally a workstation was a computer used by one person, particularly for graphicsand design applications, and was used primarily in engineering. It had a fast and powerfulcentral processor, a high resolution monitor, and a large memory. This enabled complexdesigns to be easily manipulated. Similarly it meant a terminal with limited processingpower that was connected to a mainframe computer and used by a user in a remote placefor purposes of keyboard-console data capture.

These characteristics, however, are no longer unique to workstations. High performancepersonal computers can offer very similar services; so the distribution is a historical one.

The term workstation is often used to describe a persons desk, chair and computer-

their immediate working environment.

In most cases Electronic Point ofSale systems (EPOS) take advantage of bar codes.


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Data can be recorded in binary on documents, paper or plastic, using a code of alternatinglines and spaces. A special reading device might have a wand and by passing the wandover the lines, the data stored in the bar codes can be extracted and used for input to acomputer. These bar codes which are normally contained on the packets or wrappers ofgoods are commonly used in supermarkets and other shops,

When a customer buys some bar coded items and takes them to the checkout to pay, theshop assistant will use a bar code reader (such as a wand or laser scanner), which iscapable of sensing the bar coded data and transmitting it to the central computer in theshop. The computer then provides the price of the item being purchased (from the priceon the price file) and this is then output to the cashiers check-out point. The total cost ofall the purchases is similarly calculated, and the customer sees what he or she must payon a small display screen, and receives a printed receipt for the goods purchased. Barcodes are often used in electronic point of sale devices. In this case the data relating tothe transaction would be captured by the device and recorded on sales file or stock file asit occurred. Hence data is captured at the source, that is, where the data is generated (the

point of sale).

Electronic Funds Transfer at Point ofSale (EFTPOS) means that at the point of sale,when the customer has brought up his goods to the checkout and the electronic point ofsale has calculated how much the customer has to pay for the transaction, no cash will behandled physically. Instead, all the cash involved will be handled electronically. Thismay require the shop or store to have a computer system that is linked to the customersbank.

When the amount to be paid by the customer is shown on the screen, the customer inserts

his bank card into a machine that will identify his account number and other details. Thecomputer at the shop will then inquire (electronically) from the banks account of thecustomer as to whether the customer has enough money in his bank account to be able topay for the goods. If the money in the account is enough then the customers accountwill be debited by the amount required to purchase the goods. The shops account will becredited by the same amount that the goods bought by the customer cost.

In this way the goods will be bought without any hard cash being handled. All the cashthat is required has been transferred to the right accounts electronically. All this occurredat the point where the goods were being sold (point of sale) as such this is called

Electronic Funds Transfer at Point ofSale (EFTPOS).

At the time the shops computer inquired about the availability of funds in the customersaccount from the banks computer, the transaction would have been stopped if thecustomer did not have enough money in his account to pay for the goods. No transfer offunds would have taken place and the customer would not have been allowed to carry thegoods. Instead the goods would have been returned to the shelves of the shop.


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To avoid such inconveniences, banks do issue credit cards to their trusted customers. Thecredit card contains identification details and necessary bank details of the holder. Withthis card, the customer can pay for goods and services on credit. When making paymentthe credit card will be passed in a card reader that will extract the identification

information from it and record it on computer storage. The amount to be paid will beextracted from the card in the same way. The store or shop can then send such data to the bank, where the funds will be transferred from the customers account to the shopaccount. Some credit cards are so smart that they can be used like electronic wallets.These are called smart cards.

The following are the advantages

(i) Stationery is saved. The paper and ink that was to be used for printing the pricetags would be saved. The money that was to be used for such stationery can then

be used for other ventures that will help to boost business.

(ii) Reduction on labour force with a consequent saving of money. The pricing ofitems individually would attract a large manual labour force. This labour forcewould need to be paid money. With the use of bar codes such a large labour forcewouldnt be needed. This would be a saving for the store on funds that could thenbe channeled back into business.

(iii) Quick service to customers. When a new consignment of goods comes to thestore then the consignment would wait until the individual items have been stuck

with price tags before customers could buy these items. This might lead todissatisfaction of customers who in turn might decide to go to another store whereservices are offered quickly. With the use of bar codes, as long as the totalnumber of items is known, the items can straight away go to the shelves andcustomers can buy as soon as the items come.

(iv) Price changes are catered for. In countries where prices are continuallyadjusted due to inflation, this could lead to enormous loss of stationery needed toprint new price tags. This would also mean employing extra casual labour to copeup with the job of re-pricing the individual commodities. The end result is that

the store will spend a lot of money on stationery and on this extra labour force.

Mark sensing. Mark sensing is a method used for data input into computer systems.This method utilizes pre-printed forms or cards normally for selecting choices inappropriate boxes on the forms. The selection is made by marking the choice with a lineor a cross using a pencil or pen. When the choices have been marked, the form is thenfed into a reading device. The reading device will then sense the boxes which have a


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mark on them and then translate these into machine codes. These codes, in form ofelectrical signals, are then sent to the computer for evaluation.

This method of input is called mark sensing because only the marks in the boxes aresensed. It does not matter what character is in the box, but only the mark matters. This is

the type of system currently used for marking the Grade VII (Seven) examinations.Candidates mark their answers with a pencil on the answer sheets. The answer sheets arethen fed into a scanner that senses the marks in the appropriate boxes and sends theappropriate signals to the computer which then evaluates the answer. Mark sensingdocuments are an example of turn-around documents.

It is clear that at Grade VII level, children are still at such an academic level that theycannot write essays in good and readable handwriting. Therefore, the answer sheets ofthe Grade VIIs are really appropriate for their level. Reading an essay written by a GradeVII candidate under examination conditions might be quite difficult. Besides the largest

number of candidates at any examination level is at Grade VII. So it would be very taxingto have human beings mark their examinations. As far as the current technology stands,mark sensing is the most appropriate method for marking these exams.

Optical Character Recognition. Optical Character Recognition (OCR) is a methodused for data input into computer systems. This method utilizes pre-printed forms orcards. The user types in the characters in particular positions on the form. The charactersneed to be in a particular format or style. Such formats are normally used, for example,in big universities where new students are required to fill in their details on pre-printedforms. These forms are then fed directly into a computer peripheral (e.g. OCR reader)which then extracts the details of the students and sends them to the computer for

processing or for storage into a database. As can be seen from this example, thesemethods of input reduce the involvement of the human being in the process of datapreparation and input. By so doing, errors are greatly reduced. OCR documents are anexample of turn-around documents.

If such computer readable forms like the OCR forms given to university students atregistration were not used, it would mean that the student would type his details on to aform (not computer readable), and then a data preparation operator would extract thedetails from the form into the computer. In this way, there are too many people involvedin the data preparation process. Clearly, there will be multiple errors. So the OCR forms

help in reducing errors in the data capture process.

The function of an optical character reader is to recognize characters encoded on OCRforms. Optical Character Readers (OCR) use optical sensing methods to recognizecharacters, which are normally written in stylized form. OCR can recognize charactersthat are printed by a computers printer. They can also recognize characters that areblock hand written. Optical Character Readers are therefore used for the preparation of


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Advantages of impact printers

a) Impact printers offer the advantage of producing carbon copies (multi-part output).

b) Impact printers are cheaper.

c) Impact printers may not require special printing paper but just ordinary paper.

Disadvantages of impact printers

a) Due to the fact that they are electromechanical, impact printers may be slow inoperation.

b) Impact printers may not offer the high resolution (good quality print) offered by non-impact printers.

c) Owing to the many moving parts (electromechanical), impact printers may not be asreliable as non-impact printers.

Visual display terminals are well suited for applications that involve inquiry and responsewithout the need for permanent hard-copy records being stored. The terminals are alsowell suited for use as graphic display devices in applications that use graphics, e.g.,computer aided design (CAD).

Types of Printers

Dot matrix printer. A dot matrix printer has a head containing a series of pins orneedles held up in form of a matrix. Some dot matrix printers have print heads with a

matrix of 9x9, 9x7 or 7x5 pins. To have a character printed, the pins that are required toform the character are pushed forward out of the matrix slightly and then pressed againstthe print ribbon, which also presses against the paper. Thus an impact has to be made onthe paper making this printer an impact printer. The characters appear as consisting ofsmall dots. Each character will depend on a particular combination of pins. Some dotmatrix printers are line printers while others are character printers. Matrix printers arerelatively cheap although they are slowly becoming outdated. Figure 6 shows a 7x5matrix print-head whose pins are ready to print the capital letter A.

O O O O O

O O O O O


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O O O O O

O O O O O

O O O O O

O O O O O

O O O O O

Dot matrix print head to print the letter A

An ancillary machine is a machine that is off-line and is not in any way controlled by thecomputer, yet it plays quite a role in the overall work done by the data processingdepartment. Such machines include the guillotine and the shredder, among others.

Plotter. Although certain printers are now available that can produce good qualitydrawings, plotters are still very suitable for computer aided design (CAD) jobs since theyare designed specifically to handle sophisticated graphical output. A plotter produceshigh quality drawn, rather than printed output. Plotters work on a co-ordinate principle,whereby drawing movements are executed by pen. All movements are under softwarecontrol. There are two types of plotters, the drum plotter and the flatbed plotter. A drumplotter plots on paper that is fixed to a drum. While the drum revolves back and forth, abar suspended above the drum and containing a drawing pen moves from side to side andso plotting the drawing. On the other hand, the paper on a flatbed plotter is stationary sothat only the pen moves up and down the paper, thus plotting the drawing. While theflatbed plotter can plot larger drawings, the drum plotter can plot longer drawingsbecause it uses continuous paper.

The flatbed plotter, due to the wider sizes of paper it is capable of taking, would be moresuitable for producing the computer aided design (CAD) drawing on an A3 paper in ourquestion.

Plotters may be operated on-line. If operated off-line, the drawings may be saved on to atape. The tape will then be mounted on an off-line drive that will read instructions fromthe tape and then drive the plotter to draw the required work. Specialized devices canalso be used that enable designs to be etched and so form master plates for creatingmanufactured goods.

Due to the ever advancing technology, the distinction between plotters and printers is becoming more and more blurred. There now exists low cost, high resolution laser


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printers which are capable of processing the quality output needed for computer aideddesign (CAD) applications.

A laser printer does not make an impact on the print paper, hence it is a single-part outputdevice. Therefore, a laser printer would be unsuitable for this sort of job. Also computer

output on microform (COM) could be used for the archive of pay slips details to enhancetransparency and save storage space.


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CHAPTER 7Using the Internet & E-mail facilities

The Internet is the name given to the technology that allows any autonomous computerswithin a building or outside the country with a telecommunications link to send, receiveand access information from any other suitably equipped computer via Internet ServiceProviders.

Internet Service Providers, these are organizations that allow several autonomouscomputers to be connected to them as part of the Internet, for example in Zambia there isZamtel, Zamnet, Coppernet and Microlink. Clients have to initially pay for theconnection fees and then monthly charges based on 40 hours per week access and anextra charge for hours above 40 hours.

ISPs provide the following services:

y Connecting users to the International network

y Developing websites on behalf of clients

y Web hosting, that is storing information on behalf of clients for other Internet users toaccess

y Allows clients to have e-mail addresses on the ISPs machine

An extranet is an intranet that is accessible to authorized outsiders, using a validusername and password. Private intranets that are extended to users outside the company

are called extranets. For example, authorized buyers could link to a portion of acompanys intranet from the public Internet to obtain information about the cost andfeatures of its products. The company can use firewalls to ensure that access to itsinternal data is limited, and remains secure; and to authenticate users, making sure thatonly those who are authorised to access the site can be identified.

Extranets are especially useful for linking organizations with customers or businesspartners. They are often used for providing product-availability, pricing and shipmentdata and electronic data interchange (EDI), or for collaborating with other companies onjoint development or training efforts.

An Intranet is like a mini version of the Internet. Organisation members use networkedcomputers to access information held on a server. The user interface is a browser that issimilar to those used on the Internet. The intranet offers access to information on a widevariety of topics, and often includes access to the Internet

i) Users access the Internet through interface programs called browsers. Themost popular and best known isMicrosoft Internet Explorer, Firefox and


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Netscape Navigator. Browser software packages provide facility to storeInternet addresses so that users can access frequently-visited sites withouthaving to go through long search process. Thus in business use, workers whoregularly need up-to-date information, say, on stock market movements, ornew government legislation, or the activities of a competitor, can simply click

on the appropriate entry in a personal favorites directory and be taken straightto the relevant site.

Searching the net is done using a search engine. Popular search enginesinclude Google, Lycos, AskJeeves, WebCrawler, Yahoo! and AllTheWeb.These guide users to destinations throughout the web: the user simply types ina word or phrase.

ii) The problems that are brought about by the introduction of the Internet in anaccounting department are:

y

S

ince the Internet has too much information it leaves much to be desiredbecause the quality of the information the accounts people will beproducing will be compromised

y Speed is a major issue. Data only downloads onto the users PC at thespeed of the slowest telecommunications link downloading data can be apainful slow procedure especially if there are deadlines to be met

y The Internet has so much information and entertainment available suchthat employers worry that their staff will spend too much time browsingthrough non-work related sites, this does happen and it affects thecompanys productivity

y Connecting an information system to the Internet exposes the system to

numerous security issues such as hackers, eaves droppers and spam mail.y Pornographic materials can be accessed by accounting staff, by so doing

cases of sexual harassments at work places may increase

y Job searches, since some organizations advertise on the Internet,employees will spend and waste a lot of valuable company time searchingfor better jobs on the net

y The organization accounting information is venerable to Internet virusesduring downloads of attachments from emails.

y Spy ware, when accounting staff visit unauthorized sites, the site visitedwill store the computers address, and then send a program to the server sothat it can copy important information which will be sent back to that site

that was earlier visited. This program is called spy ware.


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iii) Computer users may know the precise address of an Internet site that is to bevisited, perhaps because you have seen or heard it on TV or radio or read it in anewspaper or magazine. Typically the format is something likehttp://www.bbc.co.uk

The address is called aU

RL orU

niform Resource Locator as UniformResource Location


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8Application packagesMicrosoft Word

ord is currently the worlds leading word processing application. According to

the American Heritage Dictionary of the English Language, word processing is the

creation,input,editing,andproductionofdocumentsandtexts by meansofcomputer

systems. In other words, if you have used a computer to write essays, research papers,

lab reports, letters, or even your rsum, you have used word processing.

Many people have learned the bare necessities for using Word without any outside

training. However, there are many benefits to becoming more familiar with Word,

whether for school, for business, or for fun. Words features make it easy to organize

complex documents containing vast amounts of textual and visual information into

an application type material. PowerPoint and Access, is easier to learn once one

knows Word because their interfaces are highly similar to the Word interface. This

manual aims to provide people of any experience level with clear, detailed

instruction in the fundamental aspects of Word, as well as in many of its lesser-

known but highly useful capabilities.

It is by far the most widely used computer application. It allows the user to key in textand to manipulate the text until it is exactly as required before printing. The text can bestored for later re-use. Word Processing is of significant value to an organisation wherethe typing requirement consists of a high volume of work such as quotations, estimates,minutes or standard letters where much of the document remains unchanged or can beconstructed from standard paragraphs.

Some advantages of Word processing include:

1. The ability to make corrections to a document without the need to re-key theentire document.

2. The facility to store standard paragraphs on disk for later use.

3. Documents need never have another spelling error! Spellcheckers are providedfor several languages as well as built-in-thesaurus for improving writing style.


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4. Professional letters can be easily and quickly generated for mailshots.

5. Presentation of written material is greatly enhanced by the use of special fonts,character sizes and graphics as well as underlining, boldfacing and italics.

The word wrap facility

InMS-Word, when a line is filled with text, the cursor automatically moves to the start ofthe next line. This means that there is no need to press Enter at the end of each line.

There are three cases where Enter is used:

1. To insert a blank line.

2. When you reach the end of a paragraph.

3. When you are typing short lines.

The Shift Key

To enter a capital letter, hold Shift down with one finger while the letter to be entered is

typed. Release Shift.

Starting MS-Word

There are two ways of staring MS-Word

Either

Click the Start button, and select Programs/ Microsoft Word.ClickMicrosoft Word

Or and preferably, from the desktop menu

Double Click on the WORD Icon, pointed to below:


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MS-Word screen is then started.


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The following screen will appear. In some cases, the Tip of The Day is displayed.

TitleBar

Menu Bar

Standard Tool

Formatting Tool

Ruler

Document

Window

Status

Bar


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The MS Word work environment

The Word Start Up screen is made up as follows:

1. The Title Bar displays the Application name and the current document name

2. The menu Bar displays the mainMenu Options

3. The Standard Toolbar provides shortcut icons from frequently used tasks

4. The Formatting Toolbar provides shortcut icons for formatting text

5. The Ruler Bar provides icons for indenting text and setting tabs

6. The Document Window where you type your text

7. The view Selector provides icons to view the document in different ways

8. The Status Bar displays the current page number, cursor position, current time andkeyboard status

Using the mouse

The mouse is a hand-held device which is used for pointing to and selecting text in thedocument. It is important that you understand the difference between the mousepointerand the insertionpoint

Mouse Pointer: An icon that moves as you move the mouse. Theshape of the mouse depends on its location. For example, it appears as an outlinearrow when you are selecting commands from a menu, and hourglass ( ) whenWord is processing a command, and an I-beam (I) when you are entering text.

Insertion Point: An icon that shows where you are currently positioned on the page.The insertion point is always a blinking vertical bar and works in the same way as acursor in a text based environment.

Positioning the insertion point

Using the mouse point to the required location

Click the Left Mouse Button to position the insertion point


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Scrolling through a document

Scrolling means moving through the document window to bring different parts (i.e.pages) of the document into view. It does not move the I-beam.

At the far right side of the screen you will see the vertical scroll bar with two arrowsinside it. At the bottom of the screen you will see the horizontal scroll bar.

To:

1. Scrollonelineupordown: Click the up or down scroll arrows on the verticalscroll bar.

2. Scrollleftor right: Click on the left or right scroll arrow on the horizontal scroll

bar.

3. Scrollapercentageofthedocumentlength: Drag the scroll box.

4. Scrollapercentageofthedocumentlength: Drag the scroll box up or down thescroll bar.

Some scroll bars are horizontal, e.g.


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Moving the insertion point

To move the insertion point:

1. A word right: Ctrl Right Arrow

2. A word left: Ctrl Left Arrow

3. Beginning of Document: Ctrl Home

4. End of Document: Ctrl End

5. Paragraph Up/Down: Ctrl Up Arrow/Down Arrow

6. Beginning of a line: Home

7. End of a line: End

8. Previous Page: Ctrl Page Up

9. Next Page: Ctrl Page Down

10. Go to a particular page: Ctrl G or F5 (Go to key) type pageNo and clickGo To

Using the Menu

The Word Menu Option can be activated in two ways:

a) Using the Mouse

Point to the Menu option, Click the Left mouse button to display the menuchoices

Point and click on the required command

b) Using the keyboard

Hold down ALT and press the underlined letter of the required menu option

Press the underlined letter of the required command


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If the command is followed by an ellipses (three dots) this indicates that a further list ofoptions will be displayed. An arrow indicates further options available.

Typical menus are:

1. File menu:

2. Edit Menu


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3. View Menu:


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4. Insert Menu

5. Format Menu:


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6. Tools Menu:


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7. Table Menu:

Two other menu commands are available, the Window Menu and Help Menu commands.

These will be accessed in the same way, click the menu and a pull down menu appears.

For example a Print Dialog box will

Using a Dialog Box

A Dialog box is a window that displays all the available options for a selected command.A dialog box usually has an OKand Cancel button


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For example a print dialog Box will look as follows:

The box may or may not have other tabs which can be activated by clicking them.

Activating a Shortcut Menu

The Shortcut menu is an abbreviated version of the main Menu where the most frequentlyused commands are combined on one menu option. Shortcut menus are context sensitiveand contain commands related to the item you are currently working with

To activate the ShortcutMenu click the Right mouse button or press [Shift + F10]

A typical Shortcut menu as the one below appears:


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Working with the Toolbar

MS-Word provides a Standard toolbar with icons to represent frequently used tasks. Toinvoke a task, point the required icon and click the Left mouse button

To display more information about the toolbar icon point to the icon. The name of theicon appears on the screen, and additional information about the function of the iconappears in the Status Bar at the bottom of the screen.

To display additional Toolbars

1. Point to the Toolbar area of the screen

2. Click the Right mouse button once

3. Point and Click the Toolbar you want to activate


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CREATING / SAVING / OPENING / CLOSING / DOCUMENTS

Creating a document

Each time you load MS-Word you will be presented with a new document. The window

title bar will be documented as Document 1. At this point you are ready to start typingyour document.

Saving a document

As Document 1 is not a legitimate name for the document, the first time you save thedocument you need to give it a name with SAVE AS command.

1. Choose Save As from the File Menu

2. Enter the filename in the File Name box. Unless you select or type another

directory, the document will be saved in the current directory.

3. Click on OK

The document stays on the screen after you save it so you can continue working on it.Notice the title bar now displays the new document name.

Note: A typical and good filename can consist of up to 8 characters. MS-Wordhowever can take long file names. It will assign a further three characterextension of DOC to all data files and DOT to all template files. Thefilename and extension are separated by a full stop and should only

contain characters A-Z or 0-9. Even spaces are now allowed unlike inearlier versions. MS-Word does not distinguish between UPPER andlower case characters in a filename.

e.g. filename.docMS-WORD Intro

Saving an existing document

If the document has already been saved, but you want to update the disk with anychanges which may have been made, you use the Save command.

1. Choose the Save command from the File Menu.

By using the above command, the dialog box will not be displayed.

Each time a document is saved, the on-screen information replaces the previously saveddocument on disk.

Alternatively you can use the Save Icon on the toolbar.


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4. Click on the require file, and clickOK

Note: When you open a file,MS-Word will always create an new window forthe selected file, this means that several file windows can be open

simultaneously.

Creating a new file

1. Choose New from the File Menu

2. Click on the required template and clickOK

Or3. Choose the File New Icon from the Standard Toolbar

Word for Windows will open a new window for the document and assign the new

sequential document number to the window. If there are other documents open, they willnot be lost. MS-Word can hold up to 9 Document Windows.


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TEXT ENHANCEMENT

Selecting text

Selecting text is a process of highlighting text that needs to be worked with. In Word for

windows you must always select text before applying any changes to it.

Text can be selected with a mouse or with the Shift and arrow keys

To select by dragging the mouse:

1. Position the insertion point at the beginning of the text to be selected

2. Click and hold the left mouse button, drag the mouse over the required text

3. Release the left mouse button

To cancel a selection, click the left mouse button

Quick ways of selecting text

Selection Method Effect

Double Click Selects the current word

Ctrl Click Selects the current sentence

With the pointer in theselection bar Double-Click

Selects the current paragraph. (The selection baris the white space to the left of the left margin

With the pointer in the

selection bar Ctrl Click

Selects the whole document

Selecting text with the keyboard

Selection Method Effect

Shift Right Arrow Selects the next character

Ctrl Shift Right Arrow Selects the current word

Ctrl Shift Down Arrow Selects the current paragraph

Ctrl 5 (numeric keypad) Selects entire document


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Applying text enhancements

Text attributes are enhancements such as Bold, Underline, Italics,SMALL CAPS etc.

Using the formatting toolbar to apply enhancements

The Formatting Toolbar is displayed on screen each time you load MS-Word. ThisToolbar is designed to make formatting features more accessible when using a mouse.

1. Point and click on the Icon on the Formatting bar i.e.B for boldIfor italicsU for underline

2. Type the text

3. Point and click on the Icon on the Formatting bar to turn it off

Applying the enhancement to existing text

1. Select the text you wish to apply the enhancement to

2. Point and click on the enhancement on the Formatting bar

Note: Many enhancements can be applied to the text once it is selected, justpoint and click on the required enhancement.

Applying the enhancement using the menu

Enhancements can be applied using the Menu Bar also. Select the text in the usualmanner and when selected move the Pointer to the Menu bar and click on FORMAT.Next, click on FONT. Make sure that the FONTSheet Tab is chosen. Click on thevarious enhancements you require and then click on OK. Using this method you will beable to apply a large amount of enhancements including Bold, Underline, Italics, SmallCapitals, Strikethrough, Subscript, Superscript, Fonts, Point Sizes and Color.

Removing enhancements

If you wish to de-select any of these functions simply go through the same procedure oneagain.


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TEXT ALIGNMENT

Text alignment refers to the positioning of the text between the left and right margins.Again, alignment selections can be made from the Formatting toolbar or the Formatmenu.

Aligning text from the formatting toolbar

The following icons are displayed on the Formatting Toolbar

This text is Centre Aligned

This text is Left Aligned

This text is Right Aligned

1. Point and click on the icon representing he required alignment

2. Type the text and press

3. Point and click the icon to turn off the alignment and return to theleft margin

Changing the alignment of existing text

1. Select the text you wish to change

2. Point and click the icon representing the required alignment

Applying the alignment using the menu

Text alignment can be applied using the Menu Bar also. Select the text in the usualmanner and when selected move the Pointer to the Menu bar and click on FORMAT.Next click on PARAGRAPH. Make sure that the INDENTS AND SPACINGSheetTab is chosen. Click on the ALIGNMENT and choose the required alignment and thenclick on OK.

Font Attributes

Fonts

A font is made up of three elements i.e.

Typeface (Times, Roman, Helvetica, Courier)Weight (Bold, Italic)Size (10 point, 12 point, 8 point)


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The fonts you have available for working with will be controlled by the version ofWindows and the type of printer you have currently selected.

Font Examples:

This is an example of Times New RomanThis is an example of CG TimesThis is an example of Courier

This is an example of Arial

This is an example of Lucida Handwriting

Font sizes:

This is size 12

This is size 14

This is size 16

This is size 18

This size 20

This is size 24

Selecting a font using the toolbar

1. Point to the Font box in the Formatting Toolbar2. Click on the Down Arrow (to the right of the Box)3. Scroll through the available fonts using the vertical scroll bar, click on the

required font4. Point and click on the Down arrow in the Font Size Box on the Formatting

Toolbar5. Click on the required Font Size for the current font


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Note: Font selections can also be made from the Font option in the Format Menu


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PRINTING

Printing a document on screen

1. Choose PRINT from the File Menu

2. The Print dialog box will be displayed

3. At the top of the dialog box the current printer is displayed, if you wish to changethis click on Printer

4. In the Page Range section you can specify which part of the document you wishto print.

5. In the Copies section you can specify the number of copies for printing

6. Once all the selections have been made, ClickOKto print

The printer icon on the toolbar can also be selected for printing text

Printing from the toolbar

Point to the Printer Icon and click, the default print selections will be used for the printedtext

Print Preview

It is always a good idea to view a document before you print it.

Choose Print Preview for the FileMenuor

Click the Print Preview Icon on the Standard Toolbar

The Print Preview screen will appear showing you the page on which your cursor islocated. The mouse pointer will now take the shape of a magnifying glass with a little +sign in it. Click once with the left mouse button and a magnified view of the page willappear on your screen. If you click once again you will zoom out to a full page viewagain.

You will only see one page in Print Preview. With theMultiple Pages button you can seeup to six pages at one time. When you click on theMultiple Pages button a menu willappear. Click on the second page and this will display two pages of the document.

When you click on the Print button you will send the document to the Printer. ThePrinting message box will appear. You can stop the printing by clicking on the Cancel


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Button. You must wait until the Printing message box disappears before you cancontinue printing.

Click on Close Print Preview. You will return to the Normal View screen.

Multiple pages can also be view by clicking the multiple pages icon of the Print Previewtoolbars. The appearance of the multiple pages can be selected from the given option. Upto six pages can be viewed at once and the result may appear as follows:


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DELETING AND INSERTING TEXT

Inserting text

1. Move the insertion point to where the text is to be inserted.

2. Type the text to be inserted. Word for Windows is automatically in insert mode,which means that wherever you place your I-Beam and type the new text will beinserted within the existing text without typing over anything.

Deleting Text

Text can be deleted using the following selections

Type of deletion Keystroke

Character before the insertion point Backspace

Character after the insertion point DeleteWord before the insertion point Ctrl Backspace

Word after the insertion point Ctrl Delete

Note: Larger amounts of text can be deleted using the selection process1. Select (highlight) the text to be deleted2. Press Delete

Overwriting existing text

1. Position the insertion point at the beginning of the text to be overwritten

2. Press INSERT (the OVR flag will be displayed in the Status Bar)

3. Type the new text

4. Press INSERT to turn off overwrite mode

You can also overtype text by first highlighting the text you wish to overwrite and justtype the new text. Word for Windows will automatically delete the old text and insert thenew text.


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To restore deleted text

1. Choose Undo from the Edit Menu or press the Undo Icon on the Toolbar.

Note: The Undo command from the Standard Toolbar stores the last One

Hundredcommands and any of those commands can be undone bychoosing the command from the list box. However because severalchanges in sequence often depend on preceding changes, you cannot selectan individual action without undoing all the actions that appear above it inthe list.


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TABS AND INDENTS

MS-Word has pre-set tabs at every .5" between the left and right margin. The defaulttabs can be changed or individual tabs may be set.

Tab alignments

The following is a sample of the different tab alignment options available in Word forWindows:

Left Tab Center Tab Right Tab

DecimalText Aligns Left Text Centred at tab stop 17512,234.95Left Centre 123,789

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Note: When you set an individual tab inMS-Word, all the default tabs up to thatpoint are cleared.

Setting tabs using the ruler

You can use your mouse to set tabs directly on the Ruler.

1. Point and Click on the required tab type on the extreme left of the ruler(L). (Ifyou click on this symbol it will change to different symbols representing the

different kinds of Tabs)

2. Point and Click on the required position in the Ruler area where you wish to setthe tab

3. Repeat steps 1 and 2 for each tab you want to set

Setting tabs using the menu

1. Choose Tabs for the FormatMenu

2. In the Tabs Stop Position Box enter the Tab position as a numeric value

3. Choose the Alignment option you require

4. Click on the SET button which will now enter this position on the Ruler Line.

5. After entering all the Tabs you click on the OKBUTTON.


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(2) HangingIndent:- Where the first line of text in the paragraph remains at theleft margin and the rest of the text in the paragraph is indented.

a) Thisis an example of a hangingindent where the first line of textstarts at the

left margin (the letter a) and the rest of the textisindented by .5" Hangingindents are usually associated with paragraph numbering

Creating a left indent using the menu

1. Choose Paragraph from the Format Menu

Make sure the Indents and Spacing Tab Sheet is displayed.

2. Type in the numeric value in the Left Indentation box.

3. Click on OK.

Creating a left indent using the ruler

1. Click the paragraph indent marker to the required position on the ruler line.

The paragraph indent marker is the little square under the triangles on the rulerline. Both the bottom and the top triangles should move when you drag thesquare. If only one triangle moves, it means the mouse pointer dragged a triangleinstead of the square.

Creating a left indent using the quick function keys

1. Position the insertion point where you want to create the indented paragraph

2. Press CTRL + M

3. Type the text for the paragraph

4. Press CTRL + SHIFT + M to turn off the left indent

Creating a hanging indent using the menu

1. Choose Paragraph from the Format Menu.

Make sure the Indents and Spacing Tab Sheet is displayed.

2. Click on the down arrow underneath the heading Special and click on Hanging.

3. Type in the numeric value in the By box


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4. Click on IL.

Creating a hanging indent using the ruler

1. Click the bottom triangle and drag it to the required position on the ruler line.

Creating a hanging indent using the quick function keys

1. Position the insertion point where you want to create the hanging indent

2. Press CTRL + T (Notice that the bottom triangle on the ruler line moves in).

3. Type the first piece of text at the left margin (usually a paragraph number)

4. Press TAB

5. Type the remainder of the text for the paragraph. When you press Enter you willbe taken back to the left margin to type in your next point.

6. Repeat the above steps for the remainder of the points and paragraphs.

7. Press CTRL + SHIFT + T to turn off a hanging indent.


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COPY AND CUT TEXT

Copy text

Note: The Clipboard is a temporary storage area for text which is being copied

or moved. When you use Copy or Cut, the selected text will replaceanything currently in the Clipboard, and will remain there until somethingelse is copied or cut

The copy text command enables you to repeat selected text within the document or pasteit in another document.

1. Select the text you wish to copy

2. Click on the Copy Icon to copy the selected text to the Clipboard

3. Position the insertion point where you wish to copy the text to

4. Click on the Paste Icon to paste the text at the new location

Cut

The cut command enables you to move text from one location to another within adocument or to another document. However, it is not advisable to move text from onedocument to another, text should always be copied between documents.

1. Select the text to be cut

2. Click on the Cut Icon to cut the selected text to the clipboard

3. Position the insertion point where the text is to be pasted

4. Click on the Paste icon to paste the text at the new location

Cut and Paste are available in the Edit Menu.

Using drag & drop

Drag & Drop enables you to move and copy text using mouse actions.

Using Drag & Drop to Move

1. Select the text you wish to move

2. With the mouse, point into the selected text


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3. Click and drag the mouse to the new location for the text (you should see anrectangular symbol attached to the mouse pointer)

4. Release the mouse at the required location, the selected text should now be movedto the mouse pointer location.

Note: To copy text using Drag & Drop, at step 3 above hold down the Ctrl key.before Clicking and Dragging the mouse

Coping text between documents

1. Open the document you want to copy the text from

2. Open the document you want to copy the text to

3. Choose the Window menu option

4. Click on the document you are copying from in the list of open documents

5. Select the text to be copied and Click on the Copy Icon

6. Choose the Window menu option

7. Click n the document you are copying to in the list of open documents

8. Position the insertion point where you want the copied text

9. Click on the Paste Icon to paste the copied text

10. Close down any unused documents


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FIND AND REPLACE

MS-Word allows you to search within a document for any combination of characters. Italso allows you to replace this word with another word. It allows you to decide whether

the replace should be carried out automatically or by pausing for confirmation at eachpotential replacement to allow the user to confirm whether it should be replaced or not.

Find

1. Position the insertion point at the top of the document

2. Choose FIND from the Edit Menu

3. Type the text you wish to find in the Find What Text box

4. ClickFind Next

5. To repeat the Find click Find Next

Replace

1. Position the insertion point at the top of the document.

2. Choose REPLACE FOR THE Edit Menu

3. Type the text to be replaced in the Find What box

4. Type the replacement text in the Replace With box

5. Choose Find Next

6. Choose Replace - By choosing this option Word for Windows asks forconfirmation before re

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