INFORMATION

COMMUNICATION
TECHNOLOGY
STUDENT TEXTBOOK

Grade 12

Authors
Dixit J.B.
Saurabh Gupta

Evaluators
Gelan Tulu
Genene Tadesse
Zekarias Kebede

Federal Democratic Republic of Ethiopia Laxmi Publications

Ministry of Education
Acknowledgements

The development, printing and distribution of this student textbook has been funded through the General Education
Quality Improvement Project (GEQIP), which aims to improve the quality of education for Grades 1-12 students in
government schools throughout Ethiopia.

The Federal Democratic Republic of Ethiopia received funding for GEQIP through credit/financing from the
International Development Associations (IDA), the Fast Track Initiative Catalytic Fund (FTICF) and other development
partners—Finland, Italian Development Cooperation, the Netherlands and UK aid from the Department for
International Development (DFID).
The Ministry of Education wishes to thank the many individuals, groups and other bodies involved—directly and
indirectly—in publishing the textbook and accompanying teacher guide.

© Federal Democratic Republic of Ethiopia, Ministry of Education

First edition, 2002 (E.C.)
ISBN: 978-99944-2-251-7

Developed, printed and distributed for the Federal Democratic Republic of Ethiopia, Ministry of Education by Laxmi
Publications Pvt. Ltd., India under GEQIP Contract No. ET-MoE/GEQIP/IDA/ICB/G-02/09-D

Second edition, 2007 (E.C.)

By Tan Prints India Pvt. Ltd.

All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in
any form or by any means, electronic, mechanical, photocopying, recording, or otherwise without the prior written
permission of the copyright owner or a licence permitting restricted copying in Ethiopia by the Federal Democratic
Republic of Ethiopia, Federal Negarit Gazeta, Proclamation No. 410/2004 Copyright and Neighboring Rights Protection
Proclamation, 10th year, No. 55, Addis Ababa, 19 July 2004.

Disclaimer
Every effort has been made to trace the copyright owners of material used in this document. We apologise in advance
for any unintentional omissions. We would be pleased to insert the appropriate acknowledgement in any future
edition.

Printed in India.
 Contents

Unit 1: Information Systems_______________________________________________________________ 1

1.1 Basics of E-learning........................................................................................................................ 1
1.2 Basics of E-Government................................................................................................................ 9
1.3 Basics of E-Banking........................................................................................................................ 15
1.4 Basics of E-Libraries....................................................................................................................... 17
1.5 Basics of E-Commerce................................................................................................................... 19
1.6 System Analysis.............................................................................................................................. 23
Review Questions............................................................................................................................ 28
Unit 2: Enhancing the Use of Software______________________________________________________ 30
2.1 Using Application Software......................................................................................................... 30
Review Questions............................................................................................................................ 56
Unit 3: Exploiting the Internet_____________________________________________________________ 58
3.1 General Concept of Website Design........................................................................................... 58
3.2 Planning a Website......................................................................................................................... 64
3.3 Website Design Considerations................................................................................................... 67
3.4 Website Development.................................................................................................................... 69
Review Questions............................................................................................................................ 75
Unit 4: Image Processing and Multimedia Systems_ _________________________________________ 77
4.1 Basics of Multimedia..................................................................................................................... 77
4.2 Multimedia Authoring................................................................................................................... 80
4.3 Introduction to Multimedia Authoring Tools........................................................................... 82
4.4 Inserting and Editing Text............................................................................................................ 85
4.5 Working with Images and Graphics.......................................................................................... 87
4.6 Page Transitions, Positioning and Motion Icon........................................................................ 88
4.7 Libraries........................................................................................................................................... 92
4.8 Working with Sound and Digital Movies................................................................................. 94
4.9 Overview of Film Editing............................................................................................................. 97
Review Questions............................................................................................................................ 101
Glossary__________________________________________________________________________ 103
 PREFACE
Information and Communication Technology (ICT) is so important in the world today that makes it
imperative for every person to be competent in the use of ICT for the many tasks that one will have to
accomplish. This book is written to provide excellent ICT skills for Grade 12 students of Federal Democratic
Republic of Ethiopia. It is expected that the knowledge and skills gained through this book will help the
students to use ICT in almost all their courses at school. The book covers selected topics in ICT which offer
hands-on activities to help students in acquiring the advanced ICT skills.
The key features of this book will help the students to:
l acquire advanced ICT literacy.
l understand the Information Systems i.e. E-learning, E-commerce, E-government, E-banking, and
E-libraries.
l have an overview of system analysis.
l enhance the use of software.
l develop interest and use ICT for learning in other subjects.
l exploit the Internet.
l understand the concept of webpage design and differentiate between the different kinds of
websites.
l recognize the steps required for website design, and design a simple and attractive website.
l follow basic ethics in the use of ICT.
l use image processing and multimedia systems effectively.
l have excellent ICT skills which will serve them well in their future studies.
The text has been designed in a simple and user friendly way. It focuses on the applications of ICT,
which change slowly. This book also illustrates the latest developments in the rapidly changing world of
ICT. Review questions have also been given at the end of each unit.
In future years, the knowledge gained through this book will be very useful to students, in case they
elect to follow a more-specialist course in Computer Science covering such areas as Computer Architecture,
Systems Analysis and Design, Data Communications and Fundamentals of Programming.
Suggestions for the improvement of this book will be gratefully acknowledged.
Authors
 Unit 1 – Information Systems

Unit 1 Information
systems
Unit Outcome
Students will be able to:
 understand the concept of e-learning, e-commerce, e-government, e-banking and e-libraries.

Social and Economic Implications of ICT

Electronic technologies are playing an important role in shaping the mindset of Ethiopian citizens, and they
will want that mindset reflected in social governance.
These days large business enterprises use electronic commerce to conduct their business-to-business
transactions. Electronic Data Interchange (EDI) on private networks began in the 1960s and banks have
been using dedicated networks for Electronic Funds Transfer (EFT) almost as long. Recently however, with
the increased awareness and popularity of the Internet, electronic commerce has become very popular
among individual consumers as well as businesses of all sizes.
The Internet has changed the way of conducting the business in many companies. As its influence grows
and more companies use the Internet, the possibilities for conducting business-to-business commerce on
the Internet will expand greatly and become more of a routine part of commerce than it is today. We have
not yet reached in that position where everyone thinks of conducting business-to-business commerce on
the Internet everyday, but we will.

1.1 basics of e-learning

Learning is the process of acquiring knowledge or skills by instruction or study. Traditionally, learning
has been imparted using a static content, which does not change for the duration of a grade or a training
session. However, with an increase in the use of the Internet, the focus is now shifting to Web-based
Training (WBT). In WBT, content is placed on a Website and learners can gain access to it.
The world’s Information and Communications Technology (ICT) education and training market is
growing rapidly all over the world. The growth rates are higher in the Asian region. The ICT training
markets in China, India, and Korea are expected to grow at over 25 percent each. The West African region
is also coming up in this field. Adama University in Ethiopia has already instigated the first self-developed,
campus-wide e-learning environment in the university.
Skilled jobs will constitute 85 percent of all jobs in the new economy. Individuals, therefore, need to
continuously upgrade their skills. The average age of an e-learner is 40. So, the lifelong learning is the
emerging trend in the knowledge economy. Consequently, there is a huge demand for customized learning
solutions, anytime and anywhere. E-learning is emerging as the most significant response to the demands
of individual learning.
Information Communication Technology — Grade 12 Student Textbook 1
Unit 1 – Information Systems

l Definition of Electronic Learning

Electronic Learning or E-learning is a flexible term used to describe a means of learning through technology
such as a network, browser, CD-ROM or DVD multimedia platforms.
Some other terms frequently interchanged with e-learning include:
(i) Online learning

(ii) Online education
(iii) Distance education
(iv) Distance learning
(v) Technology-based training
(vi) Web-based training
(vii) Computer-based training (generally thought of as learning from a CD-ROM)
Distance education provides the base for e-learning’s development. E-learning can be “on demand”. It
overcomes timing, attendance and travel difficulties.
The e-learning is an umbrella term that describes learning done at a computer, usually connected to a
network, giving the opportunity to learn almost anytime, anywhere. E-learning is efficient as it eliminates
distances and subsequent travelling. Distance is eliminated because the e-learning content is designed with
media that can be accessed from properly equipped computer terminals, and other means of Internet accessible
technology. Brandon Hall, a noted e-learning researcher, defines e-learning as instruction delivered electronically
wholly by a web browser, through the Internet or an Intranet, or through CD-ROM or DVD multimedia platforms.
(Source: www.namahn.com)
Today’s e-learning tools go beyond computers to include MP3 players, podcasts, blogs and more.
As there is limited social interaction in an e-learning set up, students must keep themselves motivated;
they must communicate with each other and the instructor frequently to accomplish their assigned tasks.
Figure 1.1 shows an academic e-learning model.

Fig. 1.1: An academic e-learning model

2 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

Levels of E-learning
E-learning falls into the following four categories, from the very basic to the very advanced.
1. Knowledge Databases. You have probably seen knowledge databases on software sites offering
indexed explanations and guidance for software questions, along with step-by-step instructions for
performing specific tasks. These are usually moderately interactive, meaning that you can either
type in a key word or phrase or search the database, or make a selection from an alphabetical list.
2. Online Support. This is also a form of e-learning and functions in a similar manner to knowledge
databases. Online support comes in the form of forums, chat rooms, online bulletin boards, e-mail,
or live instant-messaging support. Slightly more interactive than knowledge databases, online
support offers the opportunity for more specific questions and answers, as well as more immediate
answers.
3. Asynchronous Training. This is e-learning in the more traditional sense of the word. It involves
self-paced learning, either CD-ROM-based, network-based, Intranet-based or Internet-based. It may
include access to instructors through online bulletin boards, online discussion groups and e-mail.
Or, it may be totally self-contained with links to reference materials in place of a live instructor.
4. Synchronous Training. This is done in real-time with a live instructor facilitating the training.
Everyone logs in at a set time and can communicate directly with the instructor and with each
other. This type of training usually takes place via Internet Websites, audio- or video-conferencing,
Internet telephony, or even two-way live broadcasts to students in a classroom.

l Advantages and Disadvantages of E-learning

Advantages
The e-learning setup, if implemented in quality way, offers many benefits to the users. The main advantages
of e-learning are given below:
1. First-in Market: The e-learning model enables the placement of content on the Web as soon as it is
ready without having to wait for printing, packaging and shipping through distribution channels.
This results in cutting down the lead-time between the development of a course and its availability
to learners. The early availability of content gives the learner a headstart over others.
2. Learner Control: You can learn at any time and at any place. All you need for e-learning is a Web
connection. You can limit the duration of an e-learning session to study only the volume of content
that you can fully absorb.
3. Enhanced Retention: Since you follow a learning style that suits you, e-learning enhances your
retention. Also, the e-learning material is delivered in small logical modules known as skillets. This
results in better retention and recall for a learner.
4. Timely and Easy Access: E-learning is available 24 hours a day, 7 days a week. Therefore, e-learning
enables you to learn at the time that is convenient to you. The timely retrieval of the learning material
enables you to practice what you have learned. You can gain access to the e-learning material from
any location that has a computer and an Internet access.
5. Interactive Mode: As an e-learner, you have access to a Web tutor at all times. Experts are also
available for you to resolve content-related queries.
E-learning also allows you to chat with co-learners on different topics related to their subject and
participate in discussion forums. Chat is the typed discussion among participants who are online at the
same time; it is just like telephone conversation, except that messages are typed rather than spoken.
Information Communication Technology — Grade 12 Student Textbook 3
Unit 1 – Information Systems

6. Assessment and Feedback: E-learning provides you with assessment exercises that test you on
the course that you are learning. On-line tests are typically optional self-initiated tests. You get a
dynamic set of questions to answer. Unlike tests in CBT (Computer-based Training), these tests give
you a feedback comparing your performance with that of other learners who have attempted the
test.
7. Up-to-date Content: The e-learning technology allows the dynamic updation of information on
courses. Therefore, unlike CBT or books, the content in an e-learning course is updated regularly.
This enables you to gain access to the latest information on the course.
8. State-of-the-art Environment: The future of all activities in educational and commercial spheres
is on the Internet. Therefore, most of the new development in educational technologies is Web-
based. Most transactions are changing from physical to virtual, and the Internet is at the core of
everything. Therefore, with e-learning, you work in a state-of-the-art environment that is going to
be the environment of the future.

Disadvantages
Although e-learning is very useful for the users, but it suffers from some limits that lead to its disadvantages.
The disadvantages of e-learning are given below:
1. Up-front Investment: Up-front investment required for an e-learning solution is larger due to
development costs. Budgets and cash flows will have to be negotiated.
2. Technology Issues: Technology issues that play a factor include whether the existing technology
infrastructure can accomplish the training goals, whether the additional technology expenditures
can be justified, and whether compatibility of all software and hardware can be achieved.
3. Inappropriate Content: Inappropriate content for e-learning may exist according to some experts,
though is limited in number. Even the acquisition of skills that involve complex physical/motor or
emotional components (for example, juggling or mediation) can be augmented with e-learning.
4. Cultural Acceptance: Cultural acceptance is an issue in organizations where student demographics
and psychographics may predispose them against using computers at all, let alone for e-learning,
unavailability of required technologies.
5. Portability: Portability of training has become a strength of e-learning with the proliferation of
network linking points, notebook computers, PDAs, and mobile phones, but still does not rival that
of printed workbooks or reference material.
6. Reduced Social and Cultural Interaction: Reduced social and cultural interaction can be a
drawback. The impersonality, suppression of communication mechanisms such as body language,
and elimination of peer-to-peer learning that are part of this potential disadvantage are lessening
with advances in communications technologies.

l Technology Necessary for E-learning

The different types of e-learning are based on:
(i) Means of communication (ii) Schedule
(iii) E-learning class structure (iv) Technologies used
4 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

Technology is the most variable element in e-learning. The more advanced the technology becomes, the
more options there are to further e-learning. It has increasingly limitless potential.

Information Technology
Today information technology involves more than just computer
literacy; it also takes into account how computers work and how these
computers can further be used not just for information processing
but also for communications and problem solving tasks as well (see
Fig. 1.2).
Our world today has changed a great deal using information
technology. Things that were once done manually or by hand have
now become computerized, which simply require a single click of a
mouse to get a task completed. With the aid of IT we are not only Fig. 1.2: PCs—An integral part of
able to streamline our business processes but we are also able to get Information Technology
constant information in ‘real time’ that is up to the minute and up-
to-date.
The significance of IT can be seen from the fact that it has penetrated almost every aspect of our daily
lives from business to leisure and even society. Today PCs, cell phones, fax machines, pagers, e-mail and
Internet have all not only become an integral part of our culture but also play an essential role in our
day-to-day activities.

Telecommunication Technology
Telecommunication  is the  transmission  of messages over significant distances for the purpose
of communication.
Telecommunications as a word has its origins in Greek. It is a combination of tele which means ‘Far
Off’ and communications which is an ‘exchange of information’. In its simplest terms “a far off exchange of
information”.
Other early forms of telecommunications were signal flags and lights. More modern uses were the
telegraph, telephone and even data transmissions. Even radio and TV are forms of telecommunications;
television even has the same root word tele.
The basic elements of a telecommunications system are:
1. A transmitter, this device will take the information to be communicated and produce.
2. A signal to be transported.
3. A transmission medium, this could be over a wire or over the air using the airwaves. The transmission
medium, by its physical nature, is likely to modify or degrade the signal on its path from the
transmitter to the receiver.
4. A receiver, this device will reverse any actions performed by the transmitter in the exact reverse
order of the transmitter. The receiver can be designed to tolerate a significant degree of signal
degradation.
Telecommunication can be point-to-point, from one transmitter to one receiver or point-to-multipoint
which is also known as broadcasting. Figure 1.3 shows telecommunication technology helping Ethiopian
people.
Information Communication Technology — Grade 12 Student Textbook 5
Unit 1 – Information Systems

      
Fig. 1.3: Telecommunication Technology helping Ethiopian people
The Ethiopian Telecommunications Corporation (ETC) is the sole operator of all telecommunications
related services including the provision of Internet and public phone in Ethiopia.

Internet Connection
Though our society is not quite living in space, we have made life easier with technology. Economic
survival has become more dependent upon information and communications bringing forth new technology
of which was never thought possible. Just a mere thirty years ago a computer occupied a whole room
compared to today’s palm-sized computers, which are faster and perform more functions. Cellular phones,
now light and compact, were bulky just ten years ago.
The most incredible invention, the Internet, is bringing infinite
amount of information to us (see Fig. 1.4). In the world of the Internet,
there exists a world blind to skin colour and other physical appearances.
The Internet while still young in age has grown rapidly, spreading to
countries worldwide and connecting the millions of users. With its
popularity, the Ethiopian people should also recognize how the Internet
works and be aware of its advantages as well as disadvantages.
While seemingly high tech, the Internet concept is rather simple.
Computers speak to one another and send information. This is done
by sending and receiving electronic impulse, and then decoding them
into a message. In order to communicate with one another they are Fig. 1.4: Internet connection brings an
infinite amount of information to us
linked up in a network. They are then able to access information from
thousands of other computers. The network acts like one large computer storing information in various
places, rather than in one physical structure. Users tap into the Internet to access or provide information.
Internet technology allows one to surf the World Wide Web or send e-mail.

l How E-learning Works?

E-Learning can be done using an Internet connection, a network, an intranet, or a storage disk. It uses a
variety of media like audio, text, virtual environments, video, and animation. E-Learning, in some ways, is
even better than classroom learning methods as it is a one-on-one learning method and self-paced.

Analogy
E-learning is to classroom learning as cell phones are to pay phones at the bus station.
Well, at least it is in some ways. For instance, e-learning allows you to learn anywhere and usually at any
time, as long as you have a properly configured computer. Cell phones allow you to communicate anytime and
usually anywhere, as long as you have a properly configured phone.
6 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

The e-learning programs feature real-world applications and use a multi-pronged approach involving
interactive online Internet web casts, simulation software and self-study assignments with a mentor on
call. The courses consist of a set number of modules delivered over a given time frame. Presentations and
group discussions are conducted using a live, interactive software system. For each e-learning module the
users generally have an initial reading assignment (which is delivered to him/her in electronic format in
advance of the online presentations). Figure 1.5 shows a model of e-learning.

Fig. 1.5: Model of support for learners using e-learning in workplaces

There are coursework or problems to be submitted and in some cases there are practical exercises, using
simulation software and remote labs that the user can easily do from his/her home or office. Users also
have ongoing support from the instructors as well as course coordinators via phone, fax and e-mail.

Activity 1.1
To Discuss and Describe a Learning Management System
In groups, students will discuss and describe the Moodle Learning Management system.
Learning Management System
A Learning Management System (or LMS) is a software package that enables the management and delivery
of learning content and resources to students. Most LMS systems are Web-based — to facilitate “anytime,
anywhere” access to learning content and administration.
What is Moodle?
Moodle is an Open Source Course Management System (CMS), also known as a Learning Management System
(LMS) or a Virtual Learning Environment (VLE). It has become very popular among educators around the world
as a tool for creating online dynamic websites for their students. To work, it needs to be installed on a web
server somewhere, either on one of your own computers or one at a web hosting company. Figure 1.6 shows
Moodle website.

Information Communication Technology — Grade 12 Student Textbook 7

Unit 1 – Information Systems

Fig. 1.6: Moodle.org website (URL: www.moodle.org)

Some Ways to Use Moodle
The focus of the Moodle project is always on giving educators the best tools to manage and promote learning,
but there are many ways to use Moodle:
 Moodle has features that allow it to scale to very large deployments and hundreds of thousands of
students, yet it can also be used for a primary school or an education hobbyist.
 Many institutions use it as their platform to conduct fully online courses, while some use it simply to
augment face-to-face courses (known as blended learning).
 Many of Moodle users love to use the many activity modules (such as Forums, Wikis, Databases and
so on) to build richly collaborative communities of learning around their subject matter (in the social
constructionist tradition), while others prefer to use Moodle as a way to deliver content to students (such
as standard SCORM packages) and assess learning using assignments or quizzes.

  Key Concepts
 E-learning is a flexible term used to describe a means of learning through technology such as a network,
browser, CD-ROM or DVD multimedia platforms.
 The main advantages of e-learning are:
First-in market, Learner control, Enhanced retention, Timely and Easy access, Interactive Mode, Assessment
and Feedback, Up-to-date content, State-of-the-art Environment.
 Technology is the most variable element in e-learning.
 Technology necessary for e-learning are:
Information Technology, Telecommunication Technology and Internet connection.
8 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

Assessment 1.1
Fill in the Blanks
1. ...................................... is emerging as the most significant response to the demands of individual
learning.
2. The technology necessary for e-learning are ....................., ..................... and ..................... .
3. LMS stands for ...................................... .
4. ...................................... is the transmission of messages over significant distances for the purpose of
communication.

State Whether True or False

1. Moodle is a Learning Management System.
2. E-learning falls into seven categories.
3. E-learning is also known as electronic government.
4. E-learning is also termed as Web-based training.

Answer the Following

1. Define e-learning.
2. Describe the advantages and disadvantages of e-learning.
3. List the necessary technologies for e-learning.
4. Explain how e-learning works.

Suggested Activities
1. Explain the meaning of e-learning.
2. Let the teacher demonstrate the concept of e-learning with analogy to traditional face-to-face learning.

Field Trip
E-learning uses electronic links to extend school/college campuses to people who otherwise would not be
able to take school/college courses. Visit any big educational organization which provides e-learning and
prepare a short report on:
(i) basics of e-learning (ii) technology necessary for e-learning.

1.2 Basics of E-Government

Electronic systems now reach into all levels of government, into the workplace, and into private lives to
such an extent that even people without access to these systems are affected in significant ways by them.
Some examples of electronic systems are listed below:
(i) E-learning system (ii) E-government system
(iii) E-banking system (iv) E-libraries system
(v) E-commerce system
Information Communication Technology — Grade 12 Student Textbook 9
Unit 1 – Information Systems

Now, let us discuss the basics of e-government:

The term “e-government” is extensive and applicable to any government entity, not only nationally but
globally. E-government is the use of ICT to support government operations, engage citizens, and provide
government services.

l Definition of E-government
E-government, also known as electronic government, refers to government’s use of information technology to exchange
information and services with citizens, businesses, and other arms of government.
or
“E-government” refers to the use by government agencies of information technologies (such as Wide Area
Networks, the Internet, and mobile computing) that have the ability to transform relations with citizens, businesses,
and other arms of government.
These technologies can serve a variety of different ends: better delivery of government services to
citizens, improved interactions with business and industry, citizen empowerment through access to
information, or more efficient government management. The resulting benefits can be—less corruption,
increased transparency, greater convenience, revenue growth, and cost reductions. Figure 1.7 shows trying
e-government in Addis Ababa, Ethiopia.

Fig. 1.7: Trying e-government in Addis Ababa, Ethiopia

Traditionally, the interaction between a citizen or business and a government agency takes place in
a government office. With emerging information and communication technologies it is possible to locate
service centres closer to the clients. Such centers may consist of an unattended kiosk in the government
agency, a service kiosk located close to the client, or the use of a personal computer in the home or
office.

Features of e-governance
E-governance provides the following three major functions:
1. e-administration: improving government processes by cutting costs, managing performance, making
strategic connections within government, and creating empowerment.
2. e-citizens and e-services: connecting citizens to government by talking to citizens and supporting
accountability, listening to citizens and supporting democracy, and improving public services.
3. e-society: building interactions beyond the boundaries of government by working better with
business, developing communities, building government partnerships, and building civil society.

10 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

Figure 1.8 shows e-governance model.

Fig. 1.8: E-governance model 

l Advantages of E-government
Some advantages of implementing an electronic government are given below:
The main advantage of an electronic government is to improve the efficiency of the current government
system. That would in return save money and time. The introduction would also facilitate better communications
between governments and businesses. An example would be, e-procurement which facilitates Government-
to-Government (G2G) and Business-to-Business (B2B) communication; this will permit smaller business to
compete for government contracts as well as larger business. This will have the advantage of creating an
open market and stronger economy. Business and citizens can obtain information at a faster speed and it is
possible at anytime of the day.
In addition, moving away from a heavily paper based system to an electronic system would reduce the
need for manpower. Thus, this would allow the process to be handled by lesser employees and therefore
to reduce operations cost.
The society is moving toward the mobile connections. The ability of an e-government service to be
accessible to citizens irrespective of location throughout the country brings the next and potentially
biggest benefit of an e-government service. Figure 1.9 shows National Bank of Ethiopia, which is active in
implementing e-governance.

Information Communication Technology — Grade 12 Student Textbook 11

Unit 1 – Information Systems

Fig. 1.9: National Bank of Ethiopia is active in implementing e-governance

WoredaNet Initiative
This is a major e-government initiative that connects all 600 of Ethiopia’s local councils (woredas) to 11
regional capitals through Internet telephone and video-conferencing. Half the links are by cable, and half
by satellite. The initiative also provides connectivity to the SchoolNet, eHealth, and the soon-to-be launched
AgriNet. WoredaNet is implemented by the Ethiopia Telecommunication Agency with funding from the
World Bank and the African Development Bank through the Ministry of Capacity Building.

l Application of E-government
E-government applications empower citizens and businesses to transact government business online that
might  otherwise require “a trip downtown”.  Agencies benefit, too, from reduced paperwork, improved
databases, and increased efficiency.
E-government is an important innovation for enhancing good governance and strengthening a country.
It can facilitate access to information, freedom of expression, greater equity, efficiency, productivity growth
and social inclusion.
Introduction of ICT-based services creates an
opportunity to identify flawed processes and re-
engineer them, consequently improve not only the
efficiency but also the quality of service to citizens.
Figure 1.10 shows Internet cafe in Ethiopia.
Successful e-government initiatives offer tangible
opportunities which include:
(i) transformation of cumbersome public
administration and service delivery processes
thereby increase efficiency of governments. Fig. 1.10: An Internet cafe in Ethiopia
(ii) empowerment and participation of citizens,
thereby contribute to strengthening democratic processes.
(iii) greater transparency and accountability, thereby lead to better governance and reduce opportunities
for corruption.
(iv) stimulation of the usage of ICT applications in other development sectors (e-health, e-education),
thereby opens opportunities to transform agriculture-based economies.

12 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

l Services delivered by E-government

Analogous to e-commerce, which allows businesses to transact with each other more efficiently Business-
to-Business (B2B) and brings customers closer to businesses i.e., Business-to-Consumer (B2C), e-government
aims to make the interaction between government and citizens (G2C), government and business enterprises
(G2B), and inter-agency relationships (G2G) more friendly, convenient, transparent, and inexpensive.
Figure 1.11 shows four types of e-government services.

Fig. 1.11: Four types of e-government services

The four types of e-government services are discussed below:
(i) Government-to-Citizen (G2C): This includes information dissemination to the public, basic
citizen services such as license renewals, ordering of birth/death/marriage certificates and filing of
income taxes, as well as citizen assistance for such basic services as education, health care, hospital
information, libraries, and the like.
(ii) Government-to-Business (G2B): These transactions include various services exchanged between
government and the business community, including dissemination of policies, memos, rules and
regulations.
(iii) Government-to-Employee (G2E): These services encompass G2C services as well as specialized
services that cover only government employees, such as the provision of human resource training
and development that improve the bureaucracy’s day-to-day functions and dealings with citizens.
(iv) Government-to-Government (G2G): These services take place at two levels—at the local or domestic
level and at the international level. G2G services are transactions between the central/national and
local governments, and between department-level and attached agencies and bureaus. At the same time,
G2G services are transactions between governments, and can be used as an instrument of international
relations and diplomacy.

Information Communication Technology — Grade 12 Student Textbook 13

Unit 1 – Information Systems

l Status of E-government in Ethiopia

A national wide-area network infrastructure is being established in Ethiopia to connect the Federal
Government with Regional Governments and District level administration. The nationwide networks are
being built that will link government departments, educational and healthcare institutions, and agricultural
research centres.
The Ethiopian Telecommunications Corporation (ETC) has deployed an optical network infrastructure that
will help transport high-quality voice, data and multimedia services to government departments, companies
and the general population. This system provides videoconferencing, Internet connectivity, messaging and
information exchange services, which are believed to improve communications between the various tiers of
Government to facilitate and enable effective and efficient provision of services to the public.
The Ethiopian economy is based at present mainly on agriculture. Nevertheless, the Government of the
country strongly believes that an innovative and technology enhanced national strategy is needed in order
to improve public services and to create new long-term opportunities—both for individuals and business
enterprises all over the country. A knowledge-based economy is a target providing rich development
perspectives in education, health care and agriculture sectors.
The Ethiopian Government, through its Ministry of Capacity Building (MoCB), enlisted ETC to
build a core multi-service network. The ICT-led projects are going on to generate large benefits for local
communities.
A fibre-optic transmission network conceived by Cisco has been built around Addis Ababa, and it
will transport both mobile and fixed-line analogue voice traffic. A combination of high-speed fixed and
microwave links are extending existing network to other parts of the country—sometimes covering distances
as far as 700 kilometres to the most remote areas of the country.
The status of e-government in Ethiopia will certainly improve in the coming years with implementation
of ICTs.

Key Concepts
 E-government is also known as electronic government.
 The main advantage of e-government is to improve the efficiency of the current government system.
 E-government applications empower citizens and businesses to transact government businesses online.
 The four types of e-government services are G2C, G2B, G2E and G2G.
 The status of e-government in Ethiopia will certainly improve in the coming years with implementation of
ICT.

Assessment 1.2
Fill in the Blanks
1. The implementation of ...................................... would improve internal efficiency, the delivery of public
services and better accessibility of public services.
2. ...................................... improves government processes by cutting costs, managing performance etc.
3. The four types of e-government services are ......................................, ......................................,
...................................... and ...................................... .
14 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

State Whether True or False

1. E-government is also known as electronic government.
2. E-governance provides an e-society.
3. The implementation of e-government would not facilitate better communications between governments
and businesses.
4. E-government requires “a trip downtown”.
5. The status of e-government in Ethiopia will certainly improve in the coming years.

Answer the Following

1. List some of the electronic systems.
2. Define e-government.
3. Explain the advantage of e-government.
4. Explain the different services by e-government.

Suggested Activities
1. Describe in some detail the main elements of at least some of the electronic systems.
2. Let the teacher explain the definition of e-government and its application, and students may write a
small report on the same.

Field Trip
Organize a visit to one of the affrications, e.g., a bank or arrange for a speaker to visit the class. Groups of 4/5
students will offer a presentation of the affrications to the rest of the class. All areas should be covered.

1.3 Basics of E-Banking

To most people, electronic banking means 24-hours access to cash through an Automated Teller Machine
(ATM) (see Fig. 1.12) or paychecks deposited directly into checking or savings accounts.

Fig. 1.12: An Automated Teller Machine (ATM)

Electronic banking, also known as Electronic Fund Transfer (EFT), uses computer and electronic
technology as a substitute for checks and other paper transactions. EFTs are initiated through devices such
as cards or codes that you use to gain access to your account. Many financial institutions use an Automated
Teller Machine (ATM) card and a Personal Identification Number (PIN) for this purpose.

Advantages of Online Banking

1. Convenience: Online banking saves you the hassle of having to wait in a queue. You can access
your account and make transactions whenever you like. This way, you do not have to wait until you
Information Communication Technology — Grade 12 Student Textbook 15
Unit 1 – Information Systems

get some free time off work, or spend your weekend writing checks and queuing up at the bank to
deposit them. It also saves time. Just sit down in front of your computer and open up a webpage
with your account details on it. In a span of a few minutes, you can check your account details and
carry out a transaction. There is no need to manually go through your cheque book. Moreover, you
avoid the bother of requiring stamps and envelopes to mail cheques to different places.
2. Organization: Online banking simplifies your job of having to shuffle through stacks of paper every
month, trying to tally receipts with bank statements. Instead, you can just create a spreadsheet on
your computer and enter your expenses and account balances on it. Using simple addition, the
computer can automatically tally up both of them and check to see if they match.
3. Reduced paperwork: With online banking, you are able to avoid the headache of dealing with the
papers that tend to accumulate using a regular banking service. Since you can check your account
whenever you wish, there is no need for regular bank statements to be sent to you. If you pay bills
or make purchases online, you will not have to sign any receipts.
4. Confidentiality: You can carry out all your transactions in the privacy of your own home. This
means no one is likely to find out your account number or password unless you yourself give it
to them. You also do not have to worry about losing your receipts or about dishonest storekeepers
acquiring your credit or debit card details.

Disadvantages of Online Banking

1. Security Issues: An online banking system could be targeted by miscreants. Hackers are constantly
looking for ways to exploit loopholes in bank websites as well as online stores. ‘Phishing’ is a term
that is used for the scam in which an unauthorized person creates a replica of a website and tricks
people into entering their account numbers and passwords. To avoid being tricked, you should
always check the security certificate of the website you are using, before you give any details out.
Online banking is often targeted by those who indulge in identity theft.
2. Lack of Documentation: When business is conducted online, everything is done through the
computer screen and no receipts are given. After you make an online transaction, you should always
print out a copy of the online confirmation of your payment. Ensure that details like the amount
you paid, product description, terms of delivery, etc. are clearly legible on it. Also, write the date
of the transaction if it is not mentioned.
3. System Failure: On a rare occasion, it is possible for an online system to suffer a failure and crash.
If it is serious, all your data records could be lost. Prepare for any possible mishaps by regularly
backing up your data on CDs and printing out hard copies of any transactions you carry out. Also,
have a good anti-virus program installed on your home computer and update it regularly. This will
prevent any loss of data at your end.

l How E-banking Works?

E-banking or electronic banking involves a variety of transactional areas, ranging from direct deposit of
paychecks, obtaining cash from an ATM, to using a debit card to purchase goods and services. Electronic
banking and the resulting financial transactions involve the transmission of financial data and transfer
of funds through various modes such as computers, phones, and other technological advanced devices.
Figure 1.13 shows the dataflow diagram for bank account customer.

16 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

Fig. 1.13: Dataflow diagram for bank account customer

1.4 Basics of E-Libraries

E-libraries are the physical  sites and / or  websites
that provide 24 hours online access to digitized audio, video,
and written material.
E-libraries use audio, video and text technology. Their
digital “books” cover various topics of the school syllabus,
ranging from social science to literature and from mathematics
to ICT. Figure 1.14 shows e-libraries providing quality based
service.

Advantages of E-libraries Fig. 1.14: E-libraries providing quality based service

E-library is not confined to a particular location or a building—it is virtually distributed all over the world.
The user can get his/her information on his/her own computer screen by using the Internet. Actually it is a
network of multimedia system, which provides fingertip access. The spoken words or the graphical display
of e-library is again having a different impact from the words that are printed. In the new environment,
owing a document will not be a problem for the library because the user will pay for its uses.
1. No physical boundary: The user of e-library need not to go to the library physically. People from
all over the world could gain access to the same information, as long as an Internet connection is
available.
Information Communication Technology — Grade 12 Student Textbook 17
Unit 1 – Information Systems

2. Round the clock availability: E-libraries can be accessed at any time, 24 hours a day and 365 days
of the year.
3. Multiple accesses: The same resources can be used at the same time by a number of users.
4. Structured approach: E-library provides access to much richer content in a more structured manner,
that is, we can easily move from the catalogue to a particular book, then to a particular chapter and
so on.
5. Information retrieval: The user is able to use any search term belonging to the word or phrase of
the entire collection. E-library will provide very user friendly interfaces, giving clickable access to
its resources.
6. Preservation and conservation: An exact copy of the original can be made any number of times
without any degradation in quality.
7. Space: Whereas traditional libraries are limited by storage space, e-libraries have the potential to
store much more information, simply because digital information requires very little physical space
to contain them. When a library has no space for extension, digitization is the only solution.
8. Networking: A particular e-library can provide the link to any other resources of other e-library
very easily, thus a seamlessly integrated resource sharing can be achieved.
9. Cost: The cost of maintaining e-library is much lower than that of a traditional library. A traditional
library must spend large sums of money paying for staff, book maintenance, rent, and additional
books. E-libraries do away with these fees.

Disadvantages of E-libraries
The computer viruses, lack of standardization for digitized information, quick degrading properties of
digitized material, different display standard of digital product and its associated problems, health hazard
nature of the radiation from monitor etc.—all make digital libraries at times a handicap.
1. Copyright: Digitization violates the copyright law as the thought content of one author can be freely
transferred by others without his acknowledgement. So one difficulty to overcome for e-libraries is
the way to distribute information. How does e-library distribute information at will while protecting
the copyright of the author.
2. Speed of access: As more and more computers are connected to the Internet, its speed of access is
reasonably decreasing. If new technology will not evolve to solve the problem, then in near future
Internet will be full of error messages.
3. Initial cost is high: The infrastructure cost of e-library, that is, the cost of hardware, software,
leasing communication circuit is generally very high.
4. Bandwidth: E-library needs high bandwidth for transfer of multimedia resources, but the bandwidth
is decreasing day-by-day due to its overutilization.
5. Efficiency: With the much larger volume of digital information, finding the right material for a
specific task becomes increasingly difficult.
6. Environment: E-libraries cannot reproduce the environment of a traditional library. Many people
also find reading printed material easier than reading material on a computer screen.
7. Preservation: Due to technological developments, e-library can rapidly become out-of-date and its
data may become inaccessible.
18 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

l How E-libraries Works?

E-library or Digital Library or Online Library or Virtual Library refers to all the library resources that are
available online through computers and databases. E-libraries are different from the open Internet, as they
have restricted access.
The e-library allows a user to search, retrieve, save and reuse the library resources in real time on the
World Wide Web. It is a ‘virtual’ library whose content is the aggregation of many independent websites,
rather than a physical collection that is kept in a central repository. We call each website a ‘resource’. The
architectural model of a Digital Library is shown in Fig. 1.15 in terms of a data-flow diagram.

Fig. 1.15: Architectural Model for Client/Server interaction of a Digital Library

Data Flow: The Digital Library Index provides a list of resource documents, from which the end-user
can make a selection; this happens in a dialog between end-user and Index server. When the end-user has
selected a document of his/her interest, the reference to this document is passed from the Index server to
the user’s Web browser. The user’s browser then downloads the referred-to content directly from a resource
server for viewing.

1.5 Basics of E-commerce

E-commerce or Electronic Commerce, a subset of e-business, is the purchasing, selling, and exchanging of
goods and services over a computer network (such as the Internet) through which transactions or terms of
sale are performed electronically. Contrary to popular belief, e-commerce is not just on the Web. In fact,
e-commerce was alive and well in business to business transactions before the Web back in the 70s via
EDI (Electronic Data Exchange) through VANs (Value-Added Networks). 2merkato.com is an e-commerce
website that provides business information for investors, suppliers, buyers, traders who are engaged or
want to engage in business activities in Ethiopia.
E-commerce can be broken into four main categories—B2B, B2C, C2B, and C2C.

1. B2B (Business-to-Business)
Companies doing business with each other such as manufacturers selling to distributors and wholesalers
selling to retailers constitute B2B type of e-commerce. Pricing is based on quantity of order and is often
negotiable. Figure 1.16 shows B2B exchanges.
Information Communication Technology — Grade 12 Student Textbook 19
Unit 1 – Information Systems

Fig. 1.16: B2B Exchanges

B2B exchanges, which draw on data from various databases, act as centralized online markets for
buyers and sellers in specific fields, such as car parts or olive oil. Exchanges are expected to evolve into
‘‘b-Webs’’, or business Webs, encompassing other factors besides price.

2. B2C (Business-to-Consumer)
B2C comprises of businesses selling to the general public typically through catalogues utilizing shopping cart
software. For example, having a hard time finding a book? Need to purchase a custom, high-end computer
system? How about a first class, all-inclusive trip to a tropical island? With the advent of e-commerce, all
three things can be purchased literally in minutes without human interaction.

3. C2B (Consumer-to-Business)
A consumer posts his/her project with a set budget online and within hours companies review the consumer’s
requirements and bid on the project. The consumer reviews the bids and selects the company that will
complete the project. Elance empowers consumers around the world by providing the meeting ground and
platform for such transactions.

4. C2C (Consumer-to-Consumer)
There are many sites offering free classifieds, auctions, and forums where individuals can buy and sell.
Thanks to online payment systems like PayPal where people can send and receive money online with ease.
eBay’s auction service is a great example where person-to-person transactions take place everyday.
Companies using internal networks to offer their employees products and services online—not
necessarily online on the Web—are engaging in B2E (Business-to-Employee) e-commerce.
G2G (Government-to-Government), G2E (Government-to-Employee), G2B (Government-to-Business),
B2G (Business-to-Government), G2C (Government-to-Citizen) and C2G (Citizen-to-Government) are other
forms of e-commerce that involve transactions with the government from procurement to filing taxes to

20 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

business registrations to renewing licenses. There are other categories of e-commerce out there, but they
tend to be superfluous.
M-commerce (Mobile commerce) is the buying and selling of goods and services through wireless
technology, that is, handheld devices such as cellular telephones and Personal Digital Assistants
(PDAs).

Advantages of E-commerce
Some of the advantages of Internet and e-commerce in general are:
(i) Speed (ii) Cost Saving
(iii) No Boundaries (iv) Ease of Networking

Applications of E-commerce
Some of the widely used e-commerce applications are:
(i) Internet Bookshops (ii) Grocery Supplies
(iii) Electronic Newspapers (iv) Internet Banking
(v) Electronic Auctions

Case Study
Dynamic Pricing — eBay
What is eBay?
eBay is a website as shown in Fig. 1.17. It is a place for online auctions.

Fig. 1.17: eBay — Internet auction house (URL: www.ebay.com)

In other words, eBay is Internet auction house. Anybody can sell almost anything they want there. People
can buy many things there as well.

Information Communication Technology — Grade 12 Student Textbook 21

Unit 1 – Information Systems

To buy and sell items on eBay, people need to register on the site. They can transfer the money in any way
they want. A lot of people use PayPal to transfer the money. PayPal is owned by the same people as eBay.
How eBay Works?
(i) A seller lists an item on eBay. It may be anything from antiques to cars, books to sporting goods. The
seller chooses to accept only bids for the item (an auction-type listing) or to offer the Buy It Now option,
which allows buyers to purchase the item right away at a fixed price.
(ii) In an online auction, the bidding opens at a price the seller specifies and remains on eBay for a certain
number of days. Buyers then place bids on the item. When the listing ends, the buyer with the highest
bid wins.
(iii) In a Buy It Now listing, the first buyer willing to pay the seller’s price gets the item.
Trading on eBay is easy and it is fun! Best of all, you will never know what you can find!

l How E-commerce Works?

E-commerce or electronic commerce works like conventional commerce with the same process of selling
and purchasing goods or services for a price. The difference is that goods and services in e-commerce are
bought and sold over the Internet using a credit card. Transactions can be done globally 24 hours a day
and 7 days a week, unlike conventional commerce. There are no weekly holidays or closing time as with
conventional stores.

The Process
The merchant showcases the products intended to be sold on a website and specifies the price of each
product. The customer logs on to the website, chooses products and adds them to a shopping cart. The
customer connects to the transaction server and gives credit card details to purchase the goods. The
merchant’s transaction server then connects to the credit card processing server to check if the customer
has the required funds to pay for the goods and services purchased.
Once the processing server approves of the transaction and reports that the customer has funds, it
authorizes the transfer of funds from the customer’s bank to the bank of the merchant. On receipt of the
money, the merchant’s server confirms the sale to the customer and the products are delivered to the
customer by the merchant. Figure 1.18 illustrates the working of e-commerce:

Fig. 1.18: Working of e-commerce

22 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

  Key Concepts
 E-banking also known as Electronic Fund Transfer (EF T), uses computer and electronic technology as a
substitute for checks and other paper transactions.
 E-libraries are the physical sites and/or websites that provide 24-hours online access to digitized audio, video,
and written material.
 E-commerce is the purchasing, selling, and exchanging of goods and services over computer network through which
transactions or terms of sale are performed electronically.

Assessment 1.3
Fill in the Blanks
1. ....................... means 24-hours access to cash through an ATM.
2. ....................... use audio, video and text technology on various topics.
3. The various categories of e-commerce are ......................., ......................., ....................... and ....................... .
4. Some advantages of Internet and e-commerce are ......................., ......................., ....................... and
....................... .

State Whether True or False

1. Electronic Newspapers are e-commerce application.
2. M-commerce does not require wireless technology such as PDAs these days.
3. E-commerce is not a subset of e-business.
4. E-libraries are available round the clock.
5. ATMs do not require a PIN number for transactions.

Answer the Following

1. Explain how e-banking works.
2. Explain how e-libraries works.
3. Explain how e-commerce works.

Suggested Activities
1. Additionally teacher may demonstrate some sample e-government sites from the Internet.
2. Students should explain about e-banking, e-libraries and e-commerce.
3. The students work in groups. They must choose a topic which they have studied in this unit, and design
a presentation which gives full information on the topic. The presentation should be at least 15 slides
long, and all students in the group must participate in making the slides and providing information.

1.6 System Analysis

A system is defined as a collection of related components that interact to perform a task in order to accomplish a goal.
A system may not work very well, but it is nevertheless a system. The point of systems analysis and design
is to ascertain how a system works and then take steps to make it better.
Information Communication Technology — Grade 12 Student Textbook 23
Unit 1 – Information Systems

Case Study
Library System
Let us consider a system that is familiar to you: a library system (see Fig. 1.19).

Fig. 1.19: A library as a system

How is library a system? Let us take a look at the fictional Ethiopian Public Library in Addis Ababa, Ethiopia.
Every system is a set of some functional units that work together to achieve some specific objective. The main
objective of library system is to provide books to its members without difficulty.
This system has many functional units. Books issue and return section, books record unit, member’s record
unit, accounts, and report generation units are the different functional units of the library. Each functional unit
has its own task. However, each of these works independently to achieve the overall objective of the library.
Data is an important component of any system. Here, data is pertaining to the details of members, books,
accounts, and suppliers. Since people can interact with the system, this system is an open system. The system
is mainly concerned with the management of data, so it is an information system.
If this system were to be automated as conceived by the management, then role of the system analyst would
be to study the system, its workings, and its existing problems. Also the analyst needs to provide a solution to
the existing problems.
Now that the management has decided for an automated system the analyst would perform the above tasks.
As the analysts did the study of the system, the following problems were identified:
(i) Maintaining membership cards
(ii) Producing reports due to large amount of data
(iii) Maintaining accounts

24 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

(iv) Keeping records for books in library and its members

(v) Performing searches
Now that the analyst has studied the system and identified the problems, it is the responsibility of the
analysts to provide a solution system to the management of the library.

l Overview
An organization’s computer-based information system consists of hardware, software, people, procedures,
and data, as well as communications setups. These work together to provide people with information for
running the organization.
An organization may feel the need for a system due to a variety of reasons. Some examples are:
1. A single individual who believes that something badly needs changing is all it takes to get the
project rolling.
2. An employee may influence a supervisor.
3. A customer or supplier may get the attention of someone in higher management.
4. Top management may decide independently to take a look at a system that looks inefficient.
5. A steering committee may be formed to decide which of many possible projects should be worked
on.
Three types of participants are there in the project as given below:
(i) Users (ii) Management (iii) Technical staff
Complex projects require one or several systems analysts. A systems analyst is an information specialist
who performs systems analysis, design, and implementation. The analyst’s job is to study the information and
communications needs of an organization and determine what changes are required to deliver better
information to people who need it. “Better” information means information that is summarized in the
acronym “CART”—complete, accurate, relevant, and timely. The systems analyst achieves this goal through
the problem-solving method of systems analysis and design.
Modelling tools enable a systems analyst to present graphic, or pictorial, representations of a system. An example
of a modelling tool is a Data Flow Diagram (DFD), which graphically shows the flow of data through a system—
that is, the essential processes of a system, along with inputs, outputs and files (see Fig. 1.20).

Explanation of standard data flow diagram symbols used

Fig. 1.20: Data flow diagram

Information Communication Technology — Grade 12 Student Textbook 25
Unit 1 – Information Systems

Systems analysis and design is a six-phase problem-solving procedure for examining an information system and
improving it. The six phases make up what is known as the systems development life cycle. The Systems
Development Life Cycle (SDLC) is a step-by-step process that many organizations follow during systems
analysis and design.
Whether applied to a very big company or a three-person engineering business, the six phases in
systems analysis and design are as shown in Fig. 1.21. Phases often overlap, and a new one may start
before the old one is finished. After the first four phases, management must decide whether to proceed to
the next phase. User input and review is a critical part of each phase.

Fig. 1.21: The systems development life cycle (SDLC)

l System Problems
As mentioned earlier an existing system may not work very well. So, the system analyst must identify the
system problems as discussed below.
Identifying System Problem
One must know what the problem is before it can be solved. Systems are created to solve problems. We
can think of the systems approach as an organized way of dealing with a problem.
Problems may be functional—that is, the system may be incomplete, not fulfilling all the program
requirements. Problems may be technical (non-functional)—for example, the system may be too slow,
sized too small, or be obsolete and inefficient in terms of hardware or software. Problems may also relate
to system cost or to access, limiting the ability of personnel to use system information to full potential.
System problem identification step should also include a determination of the seriousness of each
problem and its effects on factors such as clients and financial considerations.
Recognize Functional and Non-functional System Requirements
The Feasibility Study should include an initial statement of the functional and technical (non-functional)
requirements for the system. An overview of the system requirements should reflect a broad range of
factors, for example:
(i) Functional, programmatic requirements; (ii) Information needs;
(iii) System needs; (iv) Interface and matching requirements;
26 Information Communication Technology — Grade 12 Student Textbook
 Unit 1 – Information Systems

(v) Processing and data flow needs; (vi) Storage and retrieval requirements;
(vii) Inputs; (viii) Outputs;
(ix) Workload, projected overtime; (x) Validation and internal control needs;
(xi) Security/Privacy requirements;
(xii) Emergency response, back-up, and disaster recovery;
(xiii) Accessibility requirements for the disabled; and/or
(xiv) Space and Environment.
The requirements should be stated briefly and in functional terms, to the extent possible. Their
development during the Feasibility Study supports the selection of suitable alternatives. These functional
and non-functional requirements are greatly expanded later in the planning phase through the Requirements
Analysis.

Preliminary Investigation
The objective of Phase 1, preliminary investigation, is to conduct a preliminary analysis, propose alternative
solutions, describe costs and benefits, and submit a preliminary plan with recommendations. These steps are given
below:
(i) Conduct the preliminary analysis. In this step, you need to find out what the organization’s
objectives are and the nature and scope of the problem under consideration. Even if a problem
pertains only to a small segment of the organization, you cannot study it in isolation. You need to
find out what the objectives of the organization itself are. Then you need to see how the problem
being studied fits in with them.
(ii) Propose alternative solutions. In delving into the organization’s objectives and the specific
problem, you may have already discovered some solutions. Other possible solutions can come
from interviewing people inside the organization, clients or customers affected by it, suppliers and
consultants. You can also study what competitors are doing now a days. With this data, you then
have three choices. You can leave the system as is, improve it, or develop a new system.
(iii) Describe the costs and benefits. Whichever of the three alternatives is chosen, it will have costs
and benefits. In this step, you need to indicate what these are. Costs may depend on benefits, which
may offer savings. A broad spectrum of benefits may be derived. A process may be speeded up,
streamlined through elimination of unnecessary steps, or combined with other processes. Input
errors or redundant output may be reduced. Systems and subsystems may be better integrated.
Users may be happier with the system. Customers’ or suppliers’ interactions with the system may
be more satisfactory. Security may be improved. Costs may be cut.
(iv) Submit a preliminary plan. Now you need to wrap up all your findings in a written report. The
readers of this report will be the executives who are in a position to decide in which direction
to proceed—make no changes, change a little, or change a lot—and how much money to allow
the project. You should describe the potential solutions, costs, and benefits and mention your
recommendations.

System Analysis
The objective of Phase 2, system analysis, is to gather data, analyze the data, and write a report. In this second
phase of the SDLC, you will follow the course that management has indicated after having read your
Phase 1 feasibility report. We are assuming that they have ordered you to perform Phase 2—to do a careful
analysis or study of the existing system in order to understand how the new system you proposed would

Information Communication Technology — Grade 12 Student Textbook 27

Unit 1 – Information Systems

differ. This analysis will also consider how people’s positions and tasks will have to change if the new
system is put into effect. The steps are:
(i) Gather data. In gathering data, you will review written documents, interview employees and
managers, develop questionnaires, and observe people and processes at their place of work.
(ii) Analyze the data. Once the data has been gathered, you need to come to grips with it and analyze
it. Many analytical tools, or modelling tools, are available.
(iii) Write a report. After completion of the analysis, you need to document this phase. This report to
management should have three parts:
(a) It should explain how the existing system works.
(b) It should explain the problems with the existing system.
(c) It should describe the requirements for the new system and make recommendations on what to
do next.
At this stage, not a lot of money will have been spent on the systems analysis and design project. If the
costs of going forward appear prohibitive, this is a good time for the managers reading the report to call
a halt. Otherwise, you will be asked to go ahead to Phase 3.
1. The SDLC is a comprehensive tool for solving organizational problems, particularly those relating
to the flow of computer–based information.
2. A systems analyst is an information specialist who performs systems analysis, design, and
implementation.
We will not discuss the remaining phases as these are beyond the scope of this grade level.

  Key Concepts
 A system is defined as a collection of related components that interact to perform a task in order to accomplish
a goal.
 The Systems Development Life Cycle (SDLC) is a step-by-step process that many organizations follow during systems
analysis and design.
 The Feasibility Study should include an initial statement of the functional and technical (non-functional)
requirements for the system.
 The objective of System Analysis is to gather data, analyse the data and write a report.

Review Questions
Fill in the Blanks
1. A ...................................... is defined as a collection of related components that interact to perform a task
in order to accomplish a goal.
2. ...................................... tools enable a systems analyst to present graphic, or pictorial, representations of a
system.
3. ...................................... is a six-phase problem-solving procedure for examining an information system
and improving it.
4. The objective of ...................................... is to gather data, analyze the data, and write a report.

28 Information Communication Technology — Grade 12 Student Textbook

 Unit 1 – Information Systems

State Whether True or False

1. The point of systems analysis and design is to ascertain how a system works and then take steps to make
it better.
2. Complex projects do not require one or several systems analysts.
3. User input and review is not a critical part of each phase of SDLC.
4. The objective of preliminary investigation is to conduct a preliminary analysis, propose alternative
solutions, describe costs and benefits, and submit a preliminary plan with recommendations.

Multiple Choice Questions

1. The different types of e-learning is based on
(a) Means of communication (b) Schedule
(c) E-learning class structure (d) All of these
2. Which of the following is/are the major function(s) of e-governance?
(a) E-administration (b) E-citizens and e-services
(c) E-society (d) All of these
3. Which of the following is a category of e-commerce?
(a) H2H (b) B2B (c) K2K (d) A2D
4. ...................................... is defined a collection of related components that interact to perform a task in
order to accomplish a goal.
(a) System (b) Benefit (c) Cost (d) Information

Match the Following

Column A Column B
1. LMS (a) Improves government processes by cutting costs, managing
performance etc.
2. E-administration (b) Use audio, video and text technology on various topics
3. E-libraries (c) Enable a system analyst to present graphic, or pictorial,
representations of a system
4. Modelling Tools (d) Learning Management System

Answer the Following

1. Define a system. How will you identify system problems?
2. Discuss the functional and non-functional system requirements.

Suggested Activities
1. Students should identify system problem.
2. Collect facts for existing system (e.g., interview, observation).
3. Students should identify functional and non-functional system requirements.

Field Trip
Organize a field trip to various organizations to prepare a report on “System Analysis”. Also present the
report in your class.

Information Communication Technology — Grade 12 Student Textbook 29

Unit 2 – Enhancing the Use of Software

Unit 2 Enhancing the

Use of Software
Unit Outcome
Students will be able to:
 choose appropriate software tools to solve problems, illustrate ideas and clarify thinking in the other
subjects chosen for study in Grade 11.

2.1 Using Application Software

From your earlier Grades 9, 10 and 11, you know that software is not only the basic requirement of a
computer system, it makes a computer more powerful and useful. We can make railway reservation, send
and receive e-mails, and listen to music only when the hardware and software work together.
Software required to solve some specific task of daily use is generally called application software. Some
examples of application software are:
(i) Word Processing Software
(ii) Presentation Software
(iii) Spreadsheet Software
(iv) Desktop Publishing Software
(v) Database Management Software
In this unit, you will enhance the use of application software.

l  Word Processing Software

“Word Processing” refers to the act of processing the textual information including typing, editing,
formatting and printing.
Word processor is the most common application software. The best-known word processing software
is probably Microsoft Word. It offers a much improved way of dealing with documents than the
typewriter.
To start MS-word 2007,
Double-click on the icon of Word 2007 on the desktop.
or
Click Start → All Programs → Microsoft Office → Microsoft Office Word 2007.
A blank document namely Document1 is created.

30 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Figure 2.1 shows the Word 2007 document screen elements.

Fig. 2.1: Word 2007 document screen elements

Let us revise some Word processing features which have been discussed in the earlier Grades:

Creating Documents
Creating a document means entering text using the keyboard. Word processing software has three features
that affect this process the cursor, scrolling, and word wraps.

Editing Documents
Editing is the act of altering your document. Some Edit features are insert and delete, undelete, find and
replace, cut/copy and paste, spelling checker, grammar checker and thesaurus.

Printing Documents
Most word processing software gives you options for printing. You can even preview a document before
printing it out.

Saving Documents
Saving means storing, or preserving, a document as an electronic file permanently—on a hard disk, or CD,
etc.
Table 2.1 summarises creating, editing, printing and saving features in Word 2007.
Table 2.1: Summary of Creating, Editing, Printing and Saving Features
Feature Ribbon Tab, Button Quick Access Office Button Shortcut
Group Toolbar Drop-down List Key

Help F1

Open Open Ctrl + O

New, Blank
New document Ctrl + N
document

Copy selected text Home, Clipboard Ctrl + C

Cut selected text Home, Clipboard Ctrl + X

Information Communication Technology — Grade 12 Student Textbook 31

Unit 2 – Enhancing the Use of Software

Paste selected text Home, Clipboard Ctrl + V

Print document Ctrl + P

Undo Ctrl + Z

Redo

Save document Ctrl + S

Spelling & Grammar Review, Proofing F7

Close Close Ctrl + F4

Exit word Exit word

Formatting Documents
Formatting means determining the appearance of a document. It can include such tasks as changing the
font; aligning text; and inserting elements such as bullets, numbers, symbols and special characters.

Merging Documents
Mail merge can be considered as the most useful utility offered by MS-Word. It creates copies of same letter
for multiple recipients in such a way that each letter looks specifically designed for an individual recipient.
Each letter will contain different fields like name, address, phone number, etc. In this way, it saves you
from the botheration of designing different letters for different recipients.
Table 2.2 summarises formatting and merging features in Word 2007.
Table 2.2: Summary of Formatting and Merging Features
Feature Ribbon Tab, Group Button Shortcut Key

Align Text Left Home, Paragraph Ctrl + L

Align Text Right Home, Paragraph Ctrl + R

Center Home, Paragraph Ctrl + E

Bold Home, Font Ctrl + B

Bullets Home, Paragraph

Change Case Home, Font Shift + F3

32 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Clear Formatting Home, Font

Font dialog box Ctrl + Shift + F

Font Size Home, Font Ctrl + Shift + P

Format Painter Home, Clipboard Ctrl + Shift + C

Italic Home, Font Ctrl + I

Justify Home, Paragraph Ctrl + J

Underline Home, Font Ctrl + U

Header Insert, Header & Footer

Footer Insert, Header & Footer

Insert Picture dialog box Insert, Illustrations

Page Layout, Page

Page border
Background

Page break Insert, Pages Ctrl + Enter

Page Layout, Page

Page color
Background

Page margins Page Layout, Page Setup

Page number Insert, Header & Footer

Page size Page Layout, Page Setup

Section break (continuous) Page Layout, Page Setup

Select recipients Mailings, Start Mail Merge

Shapes Insert, Illustrations

Smart Art Insert, Illustrations

Information Communication Technology — Grade 12 Student Textbook 33

Unit 2 – Enhancing the Use of Software

Start mail merge Mailings, Start Mail Merge

Table Insert, Tables

Word Art Insert, Text

Activity 2.1
My Header
Create a Report in Word having Header and Footer, Section Break, Formats, etc.
In small groups, the students will create a report in word having header and footer, section break, formats
etc.
Before creating the actual report, let us explain the steps to create a report in MS-Word 2007 having header
and footer, section, formats etc.
Applying Header and Footer
To apply header in MS-Word 2007, perform the following steps:
1. Open a new document and type the report.
2. Click on Insert tab.
3. Click Header button in Header & Footer group.
4. Type the text you want in Header.
Similarly, you can apply footer in the report.
Applying Section Break
To apply section break in MS-Word 2007, perform the following steps:
1. Click on Page Layout tab.
2. Position the insertion point to the desired place where you want to apply the section break.
3. Click on Breaks in Page Setup group.
4. In Section Breaks, click on the desired section break option.
Applying Formats
To apply formats in MS-Word 2007, perform the following steps:
1. Click on Home tab.
2. Apply the desired formatting (e.g., bold, italic, alignment, indentation, size and color etc.) by selecting the
text using various groups (e.g., Clipboard, Font, Paragraph, Styles etc.)
We have created a report on “Ethiopian Costume” and have applied Header and Footer, Section Break and
Formats on it. These are shown on all the pages of this report.

My Footer

34 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

My Header
ETHIOPIAN COSTUME
1. The Ethiopian traditional costume is made of woven cotton. Ethiopian men and women wear this traditional
costume called gabbi or Netella. Women often wear dresses (Kemis) and netella with borders of coloured
embroidered woven crosses, but other designs are also used.

Fig. 2.2: Ethiopian costume Netella

2. Other ethnic groups and tribes in the south and west of the country wear different costumes that reflect
their own traditions. Some tribes partially cover their body with leather but other do not wear any clothes
at all, merely decorating their faces and bodies with distinctive images.

My Footer
l Presentation Software
Presentation software uses graphics, animation, sound and data or information to make presentations. It
is general purpose application software that facilitates the creation of presentations on any particular topic
like Global Warming, Uses of Internet, Social Networking, Ethiopian Wildlife or any topic of social interest
and importance.
Microsoft PowerPoint is a well-known presentation software.
To start PowerPoint 2007,
Double-click on the PowerPoint 2007 icon on the desktop.
or
Click Start → All Programs → Microsoft Office → Microsoft Office PowerPoint 2007.
A blank presentation namely Presentation1 is created.
Figure 2.3 shows the PowerPoint 2007 window screen elements.

Information Communication Technology — Grade 12 Student Textbook 35

Unit 2 – Enhancing the Use of Software

Fig. 2.3: PowerPoint window screen elements

Preparing a Presentation
You can prepare a presentation using a template provided by PowerPoint or create your own presentation
and apply formatting. Preparing a presentation includes steps such as creating and editing slides; adding
enhancements to slides; and saving, running, previewing, printing and closing a presentation.
Transition refers to how one slide is removed from the screen and the next slide is displayed,
while running a presentation. You can add interesting transitions to slides as well as sound to
presentation.
Table 2.3 summarises presentation preparation features in PowerPoint 2007.
Table 2.3: Summary of Presentation Preparation Features
Feature Ribbon Tab, Group Button Quick Office Button Shortcut
Access Drop-down Key
Toolbar List

Help F1
New Presentation
New
dialog box
Open blank
Ctrl + N
presentation

New Slide Home, Slides

Open dialog box Open Ctrl + O

View, Presentation
Normal view
Views

36 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

View, Presentation
Slide Sorter view
Views
View, Presentation
Notes Page view
Views

Zoom dialog box View, Zoom

Layout Home, Slides

Slide orientation Design, Page Setup

Spelling Review, Proofing F7

Thesaurus Review, Proofing Shift + F7

Animations,
Transition Sound Transition to This
Slide
Animations,
Transition Speed Transition to This
Slide
Apply transitions Animations,
and sound to all Transition to This
slides Slide
Run presentation Slide Show, Start
F5
from Slide 1 Slide Show
Run presentation Slide Show, Start
Shift + F5
from current slide Slide Show

Save Ctrl + S

Save As Save As F12

Print dialog box Print Ctrl + P

Print presentation

Exit
Exit PowerPoint
PowerPoint

Editing, Enhancing and Customizing Slides

You can edit, enhance and customize slides and slide elements in a presentation to customize and presonalize
the presentation. These include rearranging and deleting slides; cutting, copying and pasting text; changing
the font, paragraph alignment, and paragraph spacing; and changing the design theme, theme color, and
theme font. You can add visual appeal to a presentation by inserting clip art images, pictures, and other
graphics. You can customize a presentation by inserting table and sound etc.

Information Communication Technology — Grade 12 Student Textbook 37

Unit 2 – Enhancing the Use of Software

Table 2.4 summarises editing, enhancing and customizing slides features in PowerPoint 2007.
Table 2.4: Summary of Editing, Enhancing and Customizing Slides Features
Feature Ribbon Tab, Group Button Shortcut Key

Align text left Home, Paragraph Ctrl + L

Align text right Home, Paragraph Ctrl + R

Center Home, Paragraph Ctrl + E

Justify Home, Paragraph Ctrl + J

Align text vertically Home, Paragraph

Animate object Animations, Animations

Bold Home, Font Ctrl + B

Italic Home, Font Ctrl + I

Underline Home, Font Ctrl + U

Copy selected text Home, Clipboard Ctrl + C

Cut selected text Home, Clipboard Ctrl + X

Paste selected text Home, Clipboard Ctrl + V

Replace Home, Editing Ctrl + H

Delete slide Home, Slides Delete

Font Home, Font

Font color Home, Font

Font dialog box Font group dialog box launcher Ctrl + Shift + F

Font size Home, Font

Format Painter Home, Clipboard

Hide slide Slide Show, Set Up

Increase font size Home, Font Ctrl + Shift + >

38 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Decrease font size Home, Font Ctrl + Shift + <

Increase text level Home, Paragraph Tab

Decrease text level Home Paragraph Shift + Tab

Insert clip art image Insert, Illustrations

Insert picture Insert, Illustrations

Insert SmartArt Insert, Illustrations

Line spacing Home, Paragraph

Theme colors Design, Themes

Theme effects Design, Themes

Theme fonts Design, Themes

Header and Footer Insert, Text

Hyperlink Insert, Links Ctrl + K

Movie clip Insert, Media Clips

Sound clip Insert, Media Clips

Table Insert, Tables

Text box Insert, Text

WordArt Insert, Text

Activity 2.2
Prepare a Presentation for a Project (say Ethiopian Wildlife).
Students in groups will perform the following steps:
1. Click Start → All Programs → Microsoft Office → Microsoft Office PowerPoint 2007.
2. Prepare a presentation on “Ethiopian Wildlife” and save it in a file.
3. Click the Slide Show tab.
4. Click the From Beginning icon in the Start Slide Show command group. PowerPoint displays the first slide of
the presentation (see Fig. 2.5 slide 1).

Information Communication Technology — Grade 12 Student Textbook 39

Unit 2 – Enhancing the Use of Software

Fig. 2.4: Starting slide show

5. Click the left mouse button or press the spacebar/Enter key to view the next slide.
All the slides in the presentation are shown in Fig. 2.5.

Slide-1 Slide-2

Slide-3 Slide-4

40 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Slide-5
Fig. 2.5: Slide Show of presentation on Ethiopian Wildlife
6. Press Esc to exit the slide show.

l Spreadsheets
Spreadsheet software is general purpose software application. It allows users to create tables and financial
schedules by entering data and formulas into rows and columns in a document called a worksheet. More
than one worksheet can be created and saved in a file called a work book. Microsoft Excel is a popular
example of spreadsheet software.
To start Excel 2007,
Double-click on the Excel 2007 icon on the desktop.
or
Click Start → All Programs → Microsoft Office → Microsoft Office Excel 2007
When you start MS-Excel, it directly creates a workbook for you. An Excel workbook initially contains
three worksheets labeled Sheet1, Sheet2, and Sheet3. Each worksheet in Excel contains 16,384 columns and
1,048,576 rows. You can use those worksheets as per your need. At any time, you can insert a new worksheet.
Figure 2.6 shows the Excel 2007 screen elements.

Fig. 2.6: Excel 2007 screen elements

Information Communication Technology — Grade 12 Student Textbook 41

Unit 2 – Enhancing the Use of Software

Let us revise some spreadsheet features which have been discussed in the earlier Grades.

Creating Worksheets
You can enter labels in columns or rows to create the worksheet layout. Next, enter the values that
correspond to the entered labels. You can create formulas to add, subtract, multiply, or divide to calculate
the desired results.
Table 2.5 summarises creating worksheet features in Excel 2007.
Table 2.5: Summary of Creating Worksheet Features
Feature Ribbon Tab, Group Button Quick Access Office Button Shortcut
Toolbar Drop-down List Key

Help F1

New workbook New Ctrl + N

Open Open Ctrl + O

Close a workbook Close Ctrl + F4

Fill Down Home, Editing Ctrl + D

Fill Right Home, Editing Ctrl + R

Fill Up Home, Editing

Fill Left Home, Editing

Go To Home, Editing Ctrl + G

Save Save Ctrl + S

Save as Save As F12
SUM function Home, Editing Alt + =

Exit Excel Exit Excel Alt + F4

Editing Worksheet
Editing refers to changing or modifying the existing text. In MS-Excel, you may need to change the
contents of a cell. Selecting the cell and typing the data will overwrite the existing data stored in that
cell. Excel offers a number of ways to edit the contents of the cell. After editing, always spell check and
proofread the worksheet.

Formatting Worksheet
Formats can be applied to any cell using the various formatting options, that is, font, font size, font color,
bold, italic etc. Format Painter copies formats from a selected cell to another cell. Use this feature to apply
multiple format options from one cell to another cell.

42 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Printing Worksheets
We can print a worksheet to have a hard copy, to file or to attach to a report. The Quick Print button on the
Quick Access Toolbar will print the active worksheet using default print options. Use Print Preview before
printing.
Table 2.6 summarises of editing, formatting and printing worksheets features in Excel 2007.
Table 2.6: Summary of Editing, Formatting and Printing Worksheet Features
Features Ribbon Tab, Group Button Quick Access Toolbar Shortcut key

Align Text Left Home, Alignment

Align Text Right Home, Alignment

Center Home, Alignment

Bold Home, Font Ctrl + B

Italic Home, Font Ctrl + I

Borders Home, Font

Cell Styles Home, Styles

Clear cell Home, Editing

Column Width Home, Cells

Copy Home, Clipboard Ctrl + C

Cut Home, Clipboard Ctrl + X

Paste Home, Clipboard Ctrl + V

Delete Cell, Column,
Home, Cells
Row or Worksheet
Fill Color Home, Font

Find Home, Editing Ctrl + F

Replace Home, Editing Ctrl + H

Font Home, Font Ctrl + 1

Font Color Home, Font Ctrl + 1

Font Size Home, Font Ctrl + 1

Information Communication Technology — Grade 12 Student Textbook 43

Unit 2 – Enhancing the Use of Software

Format Painter Home, Clipboard

Insert Cell, Column,

Home, Cell
Row or Worksheet

Merge & Center Home, Alignment

Undo Ctrl + Z

Redo Ctrl + Y

Row Height Home, Cells

Sort Home, Editing

Spelling Review, Proofing F7

Thesaurus Review, Proofing Shift + F7

Zoom View, Zoom

Print using Quick

Print
Print using Print
Print Ctrl + P
dialog box
Print Preview Print, Print Preview Ctrl + F2

Using Functions and Creating Charts

Excel’s built-in functions make the task of writing formulas easier. The functions are grouped by category
such as statistical, financial, data, and logical. The Insert Function dialog box is available to assist us in
locating and creating function. Charts can be easily created to emphasize or compare data sets.
Table 2.7 summarises functions and charts features in Excel 2007.
Table 2.7: Summary of Functions and Charts Features
Feature Ribbon Tab, Group Button

Insert function Formulas, Function Library

Create a bar chart Insert, Charts

Create a column chart Insert, Charts

Create a pie chart Insert, Charts

44 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Activity 2.3
Use Correct Software Tool to Enhance the Knowledge of ICT and at the Same Time of the
Chosen Subject, e.g., Using Microsoft Office Excel 2007 Create a Timeline.
In small groups, students will use Excel 2007 to create a timeline by laying out the information along it to show
how events relate over time.
Timelines
Timelines can tell stories, show progress, support themes and ideas, summarize details, and help us visualize
trends and understand the big picture.
What to put in a Timeline
Text, SmartArt graphics, and pictures give the visual elements, and you can use the Excel 2007 grid to accurately lay out
and align the elements. You can even build a timeline with pictures instead of words.
Creating a Timeline Using SmartArt
To create a timeline with SmartArt, perform the following steps:
1. Start MS-Excel 2007 to open a new worksheet.
2. On the Insert tab, in the Illustrations group, click SmartArt (see Fig. 2.7).
3. In the Choose a SmartArt Graphic dialog box, in the left navigation pane, click Process.

Fig. 2.7: Creating a timeline

4. In the center pane, select a timeline thumbnail. The right pane displays the details of the selected
thumbnail.
5. Click OK.
6. Position and resize the graphic by dragging the border, or resize areas (the dotted areas on the border).
7. To add text, click a text placeholder and start typing, or click the arrows on the left border and type text
into the text entry box (see Fig. 2.7).
8. To add formatting and styles, select the SmartArt graphic and then select options on the SmartArt Tools
Design and Format tabs.
Information Communication Technology — Grade 12 Student Textbook 45
Unit 2 – Enhancing the Use of Software

The timeline will look as shown in Fig. 2.8.

Fig. 2.8: A timeline created with SmartArt

9. Save the worksheet and exit Excel 2007.

l Publishing Software
Desktop Publishing (DTP) involves mixing text and graphics to produce high-quality output for commercial
printing, using a PC and mouse, scanner, laser or ink-jet printer, and DTP software.
Microsoft Office Publisher 2007 is a DTP program with which you can create a wide variety of professional-
looking publications intended for print or online presentation. Publisher provides various templates to help
you structure content within a publication (or you can start from scratch), and professionally designed
color palettes that can quickly change your publication into a masterpiece.
For designing purposes, you can automatically include colors, fonts, and logos into business stationary,
brochures, newsletters, cards, catalogs, and may other publications. Once you have created a publication,
Publisher helps you to print it, package it for professional printing, distribute it by e-mail, or publish it to
a website.
To start Publisher 2007,
Double-click on the Publisher 2007 icon on the desktop.
or
Click Start → All Programs → Microsoft Office → Microsoft Office Publisher 2007
The Getting Started with Microsoft Office Publisher 2007 window opens (see Fig. 2.9).

Fig. 2.9: Getting Started with Microsoft Office Publisher 2007 window

46 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Let us revise some desktop publishing features which have been discussed in the earlier Grades.

Creating Publications
Publisher makes it easy to create a wide range of publications, from simple flyers to complex brochures.
It offers two options for creating a new publication. From the Getting Started window, you can create a
publication based on one of the many purpose-specific templates that come with Publisher. You can specify
fonts, colors, and layout options before creating the publication. For a more original look, you can start
with a blank publication; however, this is more time consuming.

Opening Publications
How you open an existing publication depends on what you are doing in Publisher at the time. You can
open a publication in many ways.

Editing Publications
Publications are made up of many independent elements called placeholders. In Publisher, the text in a text
box is called a story. You can add and edit text and pictures in the placeholders by clicking the designated
area to activate (each placeholder is an independent element).

Formatting Publications
Publisher offers all sorts of tools, including shortcuts keys for navigation and formatting, to help you turn
text and graphics into published material. Formatting text in a publication includes applying schemes,
inserting symbols, formatting paragraphs, creating paragraph styles and formatting text boxes etc.
Formatting pictures in a publication includes formatting picture frames, customizing picture appearance,
inserting WordArt, Design Gallery Object etc.

Printing Publications
When you want to print a publication, you can print it to your computer’s default printer and with the
default settings by clicking the Print button on the Standard toolbar. To use a different printer or change the
print settings, click Print on the File menu to open the Print dialog box. You can then specify which printer
to use, what to print, and how many copies, and you can make other changes to the print settings.
Before printing a publication, you must always check how it will look on paper by previewing it.
When you print multiple copies of the entire publication, you can choose to have Publisher collate the
copies (print one entire set of pages before printing the next) or print the publication on both sides of
the paper.

Saving Publications
A newly created publication exists only in your computer’s main memory until you save it. Even if you
will never use a particular publication again, you might want to save it for future use so that it might be
helpful later on as the basis for a similar publication. For saving a publication first time, you can click the
Save button on the Standard toolbar or click Save or Save As on the File menu.
After saving a publication for the first time, you can save changes simply by clicking the Save button
on the Standard toolbar. The new version of the publication then overwrites the previous version.

Information Communication Technology — Grade 12 Student Textbook 47

Unit 2 – Enhancing the Use of Software

Starting a New Publication or Opening an Existing One

From the Getting Started with Microsoft Office Publisher 2007 window, you can start a new publication or
open an existing one. Some of the options for starting a new publication are:
(i) You can create a publication based on one of the many purpose-specific templates that come with
Publisher. If none of these templates meets your requirements, then download a sample publication
from Microsoft Office Online and customize it. You can also base publications on your custom
templates.
(ii) If there is a publication that is close enough in content and design to be a good starting point, you
can save a copy of that publication as the starting point for the new publication.
(iii) If your content is in a Microsoft Word document, you can import the document into Publisher and
then adjust the text as you want it.
(iv) If you want to manually design the publication, you can create a new blank publication and specify
the page size you want.
To create and save a publication (say a brochure) based on a template, perform the following
steps:
1. Open Publisher 2007.
2. Choose Brochures from Publication Types in the left pane of the Getting Started with Microsoft Office
Publisher 2007 window.
3. In the PublicationTypes list, click the publication category you want. Using the right pane, customize
the publication (see Fig. 2.10).

Fig. 2.10: Creating a brochure

4. Click Create.
A publication based on the selected template opens in a new Publisher program window
(see Fig. 2.11).
48 Information Communication Technology — Grade 12 Student Textbook
 Unit 2 – Enhancing the Use of Software

Fig. 2.11: A template based brochure

Publisher does not have multiple views, but because publications often consist of many different
elements, so zoom in and zoom out to check details or to get an overview of the entire publication.

5. Perform the desired editing and formatting on the brochure.

6. Print Preview the brochure and then Print it, if you want.
7. Save the brochure.
Table 2.8 summarises creating, editing, formatting, saving and printing publications features in Publisher
2007.
Table 2.8: Summary of Creating, Editing, Formatting, Printing and Saving Publications Features
Feature Menu Button/Toolbar Shortcut Key

Open File Ctrl + O

New File Ctrl + N

Close File File Ctrl + F4
Close active window Ctrl + W
Save File Ctrl + S

Print Preview File

Exit Print Preview Esc

Print File Ctrl + P
Exit File Alt + F4
Select All Edit Ctrl + A

Information Communication Technology — Grade 12 Student Textbook 49

Unit 2 – Enhancing the Use of Software

Cut Edit Ctrl + X

Copy Edit Ctrl + C

Paste Edit Ctrl + V

Undo Edit Ctrl + Z

Redo Edit Ctrl +Y

Find Edit Ctrl + F

Replace Edit Ctrl + H
Go to Page Edit Ctrl + G
Help F1

Bold Ctrl + B

Italics Ctrl + I

Underline Ctrl + U

Align Left Ctrl + L

Center Ctrl + E

Align Right Ctrl + R

Justify Ctrl + J

Increase Font Ctrl + >

Decrease Font Ctrl + <

l Databases
A database is a collection of interrelated files in a computer system.
Database Management System (DBMS) is a general purpose application software that sets up and controls
the structure of a database and access to the data. The most widely used form of database, especially on
PCs, is the relational database, in which data is organized into related tables. Each table contains rows and
columns; the rows are called records, and the columns are called fields. An example of a record is a student’s
address—Name, Address, City, etc. Microsoft Access is one of the principal PC database programs.
To start Access 2007,
Double-click on the Access 2007 icon on the desktop.
or
Click Start → All Programs → Microsoft Office → Microsoft Office Access 2007.

50 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

The Getting Started with Microsoft Office Access window opens (see Fig. 2.12).

Fig. 2.12: Getting Started with Microsoft Office Access screen

Click the Office Button and then click Open at the drop-down menu, or click the More hyperlink in the
Open Recent Database pane or click the name of an existing database in the Open Recent Database pane.
The Access 2007 screen appears (see Fig. 2.13).

Fig. 2.13: Access 2007 screen elements

Working with Tables and Creating Tables

A table is an object that stores data. For example, a student table might store, ID, Name, Father Name,
Sex, Age and Phone Number. Working in tables involves adding or deleting records, editing fields, sorting,
filtering, or formatting datasheets. Access provides the Nigation pane for managing database objects.
You can create new tables by adding records to a blank datasheet, creating the table structure by
defining fields etc. Each field in a table has a set of field properties, which are a set of characteristics that
control how the field interacts with data in objects such as tables, forms, queries, or reports.

Information Communication Technology — Grade 12 Student Textbook 51

Unit 2 – Enhancing the Use of Software

Table 2.9 summarises working with tables and creating tables features in Access 2007.
Table 2.9: Summary of Working with Tables and Creating Tables Features
Feature Ribbon Tab, Group Button Quick Office Button Shortcut
Access Drop-down Key
Toolbar List

Help F1

Add records Home, Records Ctrl + +

Change font size Home, Font

Print Preview, Page

Change margins or to open
Layout
Page Setup
Column width Home, Records

Delete records Home Records Delete

Filter Home, Sort & Filter

Find Home, Find Ctrl + F

Print Print Ctrl + P

Save Ctrl + S

Select all records Home, Find Ctrl + A

Sort Ascending
Home, Sort & Filter
order
Sort Descending
Home, Sort & Filter
order

Table Tools Design,

Primary key
Tools

Datasheet view Home, Views

Design view Home, Views

Fill Color Home, Font

Font Size Home, Font

Gridlines Home, Font

Insert totals Home, Records

52 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

Creating Queries
A query is a database object that you can work with in Access. You can locate specific information stored in
a table, or in multiple tables, by creating a query specifying the parameters of the information you want to
find. Running a query (also called querying the database) displays a datasheet containing the records that
fit the search criteria. The set of records returned by a query is known as Dynaset. You can use the query
results as the basis for further analysis.
If you want to locate records matching the search criteria at any time in the future, you can save the
query, and run it again from the Queries section of the Navigation Pane. Each time you run a query, Access
evaluates the records in the specified table (or tables) and displays the current subset of records that match
the criteria you have defined.

Creating Forms
A form is a database object that you can work with in Access. You can easily enter, edit, delete, retrieve,
display, and print information, by creating a form through which people can interact with your database.
A form is essentially a window having controls that either display information to people or accept
information that people enter. Access provides a collection of standard Windows controls such as labels,
text boxes, option buttons, and check boxes. With a little skill, you can create forms that look and work
much like the dialog boxes in all Windows applications.
A form acts as a friendly interface for a table. Through a form, you can display and edit the records of
the underlying table, or create new records. As with tables and queries, you can display forms in several
views. The three most common views are:
1. Form View, in which you enter data.
2. Datasheet View, which looks essentially like a table.
3. Design View, in which you work with the elements of the form to refine the way it looks and
works.
Most forms link to only one table, but if you want to link to multiple tables from one form, you can
embed other forms (subforms) within a form (then referred to as the main form).

Creating Reports
A report is a database object that you can work with in Access. Reports are used for presenting information
in a customized format, either on computer screen or on paper. A report can include items of information
selected from multiple tables and queries, values calculated from information in the database, and formatting
elements such as headers, footers, titles, and headings.
You can look at reports in four views:
1. Design View, it allows you to manipulate the design of a report in the same way that you manipulate
a form.
2. Report View, where you can scroll through the information in the report without the page breaks
inserted when it is printed.
3. Print Preview, it allows you to see your report exactly as it will look when printed.
4. Layout View, which displays the data in the report (similar to Print Preview) but enables you to
edit the layout.

Information Communication Technology — Grade 12 Student Textbook 53

Unit 2 – Enhancing the Use of Software

Table 2.10 summarises creating queries, forms, and reports features in Access 2007.
Table 2.10: Summary of Creating Queries, Forms and Reports Features
Feature Ribbon Tab, Group Button Shortcut Key

Add fields to a form Form Tools Formatting, Controls

Create query in Design view Create, Other

Design view Home, Views

Form tool Create, Forms

Form view Home, Views

Form Wizard Create, Forms

Layout view Home, Views

Minimize Navigation pane

Redisplay Navigation pane

Report tool Create, Reports

Simple Query Wizard Create, Other

Split Form tool Create, Forms

Activity 2.4
Create a Database Project that is Used to Create Customer Database
In small groups, the students will create a database project that is used to create customer database.
Planning and Designing a Database
First of all design a table for a new database by breaking down all of the information into individual fields.
Keep in mind the future needs for both input and output. Include the fields that may be used in future. For
example, add a field for a website address even if you do not currently have URLs for your customers.
Project: Create a new table to store the customer information.
To create a table for customer information, perform the following steps:
1. Start MS-Access 2007.
2. Click Create tab.

54 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

3. Click on Table Design.

4. Type field names, change data types, add descriptions, or modify other field properties as desired.

Fig. 2.14: Customer Table Details

5. Assign primary key by making desired field active and clicking Primary Key button.
6. Click Save button.
7. Type table name.
8. Click OK.
The customer table details are shown in Fig. 2.14.
9. Now enter the records in the table. Figure 2.15 shows the customer table after entering the records.

Fig. 2.15: Customer Table after entering the records

10. Save the table and exit Access 2007.

Information Communication Technology — Grade 12 Student Textbook 55

Unit 2 – Enhancing the Use of Software

  Key Concepts
 Software required to solve some specific task of daily use is generally called application software.
 Word processor is general purpose application software that facilitates creation and formatting of text
documents.
 Presentation software is general purpose application software that facilitates creation of presentations on any
particular topic.
 Spreadsheet is general purpose application software that facilitates creation of worksheets that stores text and
numerical data in tabular form. Performing basic statistical analysis including graphs is the main utility of this
software.
 Publishing software is general purpose application software that facilitates creation of a wide variety of
professional-looking publications intended for print or online presentation.
 Database Management System (DBMS) is a general purpose application software that facilitates creation,
maintenance, and the use of databse for an organization and its end users.

Review Questions
Fill in the Blanks
1. ...................... software is used to carry out a specific task like word processing, desktop publishing, etc.
2. ...................... is general purpose application software that facilitates the creation of textual documents
with extensive formatting.
3. ...................... are used for maintaining student grade books, calculating loan payments, and creating
other types of financial reports, etc.
4. DBMS is a software that sets up and controls the structure of a ...................... and access to data.

State Whether True or False

1. Typewriter offers a much improved way of dealing with documents than word processing software.
2. Presentation software uses graphics, animation, sound, and data or information to make visual
presentations.
3. Microsoft Publisher is not a DTP software.
4. Microsoft Access is a database software.

Multiple Choice Questions

1. To make data entry easier in a database, you can create a ...................................... .
(a) Report (b) Form
(c) Operator (d) Query
2. With the ...................................... mode on, anything you type in a document will replace existing text.
(a) Undertype (b) Fixtype
(c) Doubletype (d) Overtype

56 Information Communication Technology — Grade 12 Student Textbook

 Unit 2 – Enhancing the Use of Software

3. In MS-Excel, all formulas begin with ...................................... sign.

(a) = (b) >
(c) < (d) ?
4. A ...................................... is a location on a slide marked with a border that holds text or an object.
(a) Scroll box (b) Ribbon
(c) Placeholder (d) Vertical Scroll bar

Match the Following

Column A Column B
1. To look up a synonym (a) Used to start a new publication or open an existing
one
2. Animation tab (b) Used to view specific fields from table that meet a
particular criterion
3. Query (c) Use a thesaurus
4. Getting started window in Publisher (d) Used to add transitions and sounds
2007

Answer the Following

1. Define the term application software. List some general purpose application software and their uses in
problem solving.
2. What is word processing software? Explain its usage areas.
3. What is presentation software? Explain its usage areas.
4. What is spreadsheet software? Explain its usage areas.
5. What is publishing software? Explain its usage areas.
6. What is database software? Explain its usage areas.

Suggested Activities
1. Design a project where you can apply the knowledge of Word, Excel, Database and Presentation
software.
2. Create a database project that is used to create student database.
3. Prepare a presentation for your project.
4. Prepare a brochure for your school to apply desktop publishing knowledge.

Field Trip
Using the Internet or computer magazines, look up information on Microsoft Office 2010. List any features
you find. List which of these features appeal to you and describe why they do.

Information Communication Technology — Grade 12 Student Textbook 57

Unit 3 – Exploiting the Internet

Unit 3 EXPLOITING
THE INTERNET
Unit Outcome
Students will be able to:
 understand the concept of webpage design;
 understand and differentiate between the different kinds of websites;
 recognize the steps required for website design;
 design a simple and attractive website.

3.1 General Concept of Website Design

You have already studied about basic concepts of Internet and WWW in Grades 9, 10 and 11. In this unit,
we will further exploit the Internet.

l Definition of Website
A computer with a domain name is called a website (site). Figure 3.1 shows the Microsoft Office website.

Fig. 3.1: Microsoft Office website (office.microsoft.com)

58 Information Communication Technology — Grade 12 Student Textbook

 Unit 3 – Exploiting the Internet

l Definition of Webpage
A webpage is a document on the World Wide Web that can include text, picture, sound, and video.
Figure 3.2 shows a webpage.

Fig. 3.2: A webpage

l Home Page
The first page you see at a website is like the title page of a book. This is the home page, or welcome page,
which identifies the website and contains links to other pages of the site. Figure 3.3 shows the home page
of the website www.ethiopiantreasures.co.uk.

Fig. 3.3: Home page of the website www.ethiopiantreasures.co.uk

Information Communication Technology — Grade 12 Student Textbook 59

Unit 3 – Exploiting the Internet

If you have your own website, it might have just one page—the home page. Large websites have
hundreds of pages.

The contents of home page often change. Or they may disappear, and so the connecting links to them in
other webpages become links to nowhere.

l Types of Website
There are basically two main types of websites—static and dynamic.
1. Static Website: It is a site like a printed paper as it is unchangeable once it is printed. It is usually
built using several tools such as Kompozer or Dreamweaver. People are not able to change your
webpage if you have a static website other than if you use Wysiwyg (What You See Is What You
Get), text editors and template based editors. Only you may edit or transform your static website.
For example, someone’s web portfolio is an example of a static site. It is only one page and is
updated on average once a month.
2. Dynamic Website: It is a site which allows the user to share data with the website. It is usually built
with a programming language such as ASP, PHP or JAVA. Now-a-days most business websites are
dynamic. One may enter his/her info when registering on the site as well as being able to buy products
and services. For example, www.paypal.com.

Some Well-established Websites

Some well-established websites are listed below:
(i) www.yahoo.com
(ii) www.google.com
(iii) www.youtube.com
(iv) www.telecom.net.et
(v) www.ethiopianreview.com
(vi) www.hi5.com
(vii) www.nazret.com
(viii) www.ebay.com

l Application of Website
There are several applications of websites on the Internet each specializing in a particular service or use.
Some are selling something, some are entertaining everyone and some just want to share their knowledge
with others. Some websites act as vehicles to communicate with other people in the form of blogs. The
different applications of websites are educational, commercial, governmental and entertainment etc.

Educational Website
Education forms an integral part in developing an individual’s character. There are many online sites
offering detailed information on education. For example, www.kidsknowit.com. Figure 3.4 shows one of the
best educational website (www.thegateway.org.).

60 Information Communication Technology — Grade 12 Student Textbook

 Unit 3 – Exploiting the Internet

Fig. 3.4: An educational website

Commercial Website
Commercial websites operate as online businesses. For example, firebrand.com. Figure 3.5 shows a commercial
website (www.ebay.com).

Fig. 3.5: A commercial website

Information Communication Technology — Grade 12 Student Textbook 61

Unit 3 – Exploiting the Internet

Governmental Website
A governmental website contains general information about that country, its arts, culture, historic sites,
economy, and government, and news etc. For example, www.mfa.gov.et. Figure 3.6 shows a governmental
website (www.moe.gov.et).

Fig. 3.6: A governmental website

Entertainment Website
Entertainment is a part of life. There are many online sites which are source for entertainment news,
celebrity gossip and pictures. For example, www.eonline.com. Figure 3.7 shows an entertainment website
(www.addiszefen.com).

Fig. 3.7: An entertainment website

62 Information Communication Technology — Grade 12 Student Textbook

 Unit 3 – Exploiting the Internet

Activity 3.1
Demonstrate the Difference Between Static and Dynamic Website
In small groups, the students will demonstrate the difference between static and dynamic website.
Static Website
This is a website whose content can only be changed by the web developer.  It can be seen as an online brochure
or catalogue. It is one of the most common and simplest to set up. It can showcase your personal information,
products or company online in a great style. It is also extremely practical for starters on the Internet. It is easily
navigable and browser friendly too. However, it is not simple to improve because alterations would require Web
programming mastery. Hence, a static website is rather appropriate where modifications are not required.
Figure 3.8 shows a static website developed by a student, namely Senya Ali of Addis Ababa city in Ethiopia.

Fig. 3.8: A static website

Advantages of Static Website
(i) Quick to develop
(ii) Cheap to develop
(iii) Cheap to host
Disadvantages of Static Website
(i) Requires web development expertise to update site
(ii) Content can get stagnant
Dynamic Website
A dynamic website provides flexibility so you can supplement and modify elements, stories, data, pictures,
announcements and videos anytime without the aid of any webmaster. In simple words, a dynamic website
provides the administrator the ease to manage the whole portal, without having to involve the developer,
without having to pay each time and without having to get involved with any design or programming.
Information Communication Technology — Grade 12 Student Textbook 63
Unit 3 – Exploiting the Internet

Figure 3.9 shows a dynamic website www.howstuffworks.com.

Fig. 3.9: A dynamic website

Advantages of Dynamic Website
(i) Much more functional website
(ii) Much easier to update
(iii) New content brings people back to the site and helps in the search engines
(iv) Can work as a system to allow staff or users to collaborate
Disadvantages of Dynamic Website
(i) Slower/more expensive to develop
(ii) Hosting costs a little more
Now-a-days a dynamic website is the way to go for a business as the competition in every sector of
business is very high, the consumers are becoming more and more demanding, asking to be better
informed and they insist in receiving a better and urgent service.

3.2 Planning a Website

In designing a website you should take into account the website’s purpose and audience. A good designer
knows how to achieve the effects called for in the most flexible, efficient, and elegant way. To design a
website, you should have a thorough knowledge in hypertext, multimedia, Java, and other programming
possibilities as well as knowledge about how particular website structures affect an audience.

l Determining the Purpose of the Website

Determining the purpose of the website is most important for its success. First of all you should develop
a plan. With a good plan, you may know in advance what you are going to do and the correct order in
which all things need to be done.
64 Information Communication Technology — Grade 12 Student Textbook
 Unit 3 – Exploiting the Internet

The important questions to be considered are:

(i) Why you want to create a site?
(ii) What do you want or expect your site to accomplish?
(iii) Are you planning on using your site to generate a passive income by sell products or information
or it is just for friends and family?
(iv) Is it because others are doing it?
Some common purposes for Websites are:
(i) Online Store: It is the most important reason for building a website. If your primary purpose is selling
physical goods, focus on creating an online store that gives visitors simple and easy shopping.
(ii) Brand Awareness: If your primary focus is on delivering an offline service, you may want an online
brochure. This sort of website can deliver useful, practical information about your service and help
you to develop your image and build trust and customer loyalty.
(iii) Online Services: For delivering an online service, you will have to build an infrastructure for the
delivery of your service. This type of website is more complex and you will need to anticipate what
you will feature in your product catalogue, and how you will handle online payments and process
online orders.
(iv) Affiliate Commissions and Advertising: Another reason for building a website may be to make
money through promoting affiliate programs, which offer you a commission on sales. You may want
to earn money by putting up the banners of other business on your website. To earn a sufficient
amount of money, you would require hard work and planning.
Clearly defining the purpose of your website, before you start building it, would ensure that your
website is optimized to achieve the required purpose. After all, you can only meet your goals when you
know what they are. You will have to balance your business goals, the needs of your audience, and your
resources to create an effective website.
No matter what the purpose of your website may be, make sure that you keep track of the visitors of
your website. A traffic tracking system would give you valuable information about the persons that are
visiting your website. It would also enable you to make important decisions related to the optimization
of your website.

l Content Identification
Planning is the first step in building a good website. After determining the purpose of the website, the
website designer must plan the content. The content of a website is everything that is in it. The contents
may include one or all of the following:
(i) The text on web pages.
(ii) The graphics in the website.
(iii) The colors and style of the website.
The important points to be considered about the content of a website are:
(i) What content will it contain?
(ii) What content will drive people back to it?

Information Communication Technology — Grade 12 Student Textbook 65

Unit 3 – Exploiting the Internet

(iii) What are the sources for content?

(iv) Who will write the content?
The content of website is to provide the users or customers with information. Planning the content of a
website is a much more comprehensive project than it first appears. To properly plan content for a website
it is necessary to first make assumptions on what will be of most value to visitors. There are many tools
to aid in the planning phase of website creation. Some useful online tools for planning a website are:
(i) JumpChart (URL: www.jumpchart.com)
(ii) RapidRabbit (URL: rapidrabb.it)
(iii) WriteMaps (URL: www.writemaps.com)
(iv) MindMeister (URL: www.mindmeister.com)
A good website developer will be able to utilize the above mentioned online tools and other offline tools
(for these visit the websites www.balsamiq.com, www.gliffy.com, www.axure.com) along with the information
from the content manager to decide on which information will be most important for a website.
The content of website is the stuff that draws and keeps an audience. The composition of the content
should follow directly from the stated website purpose and audience. So the website designer can prepare
a set of content features that relate to the audience’s activities, interests, and concerns. For example, a
website about a school ICT fair might list rules of the fair, the location and details about the upcoming
events, statements by judges, and descriptions of past winning projects.
Always remember that website design process builds on its content.

Truly great websites pay attention to content and organization. The content of a website must be
determined by the type of website and its purpose.

l Knowing the Audience

A website designer should know about his/her website’s audience. It may be family, friends, and potential
employers. Using age appropriate material helps ensure that the online audience will remain interested
and continue to visit the website. The websites which want to attract the young viewers should follow
current trends and incorporate music, graphics and special effects that hold their interest. For older viewers
these may have 3D graphics and soothing music. Website designs that have too much information are often
difficult to navigate and may also deter the less experienced Internet audience.
Figure 3.10 shows that knowing the audience is the first key step in creating a well designed website.

Fig. 3.10: Knowing the audience of website

66 Information Communication Technology — Grade 12 Student Textbook

 Unit 3 – Exploiting the Internet

3.3 Website Design Considerations

While designing a website, you must consider that a successful website should have clearly identified
goals and provide useful and attractive content that draws your audience to your site again and again. In
addition it must be easy to navigate and also attractively designed to complement the content.

l Page Layout of the Website

A web designer must know the fundamentals of good layout, that is, how to make the webpages more
effective and pleasing to the eye.
While designing the page layout, consider the following basic principles:
(i) Create a Visual Theme that is consistent.
(ii) Align elements on the page.
(iii) Use contrasting color and text weight effectively.
(iv) Group elements together so that the reader can more easily grasp the information you are
presenting.
(v) Make intelligent use of images including images that display text.
Figure 3.11 shows a page layout for a webpage.

Fig. 3.11: Page layout for a webpage

l Create Content
Create a list of all of the content that you would like to include on your website that both achieves your
goals and would be of interest to your audience. At this point, just write whatever comes to mind; do not
try to organize it.
Information Communication Technology — Grade 12 Student Textbook 67
Unit 3 – Exploiting the Internet

Use of Images
An image might be the focal point of a webpage. Your eye is drawn to an image because it is an image, not
because of the position it has in the layout. So, look at the other elements on the page to make small changes
(e.g., position and spacing etc.) to the elements and margins around the image to create an interesting
design. Also the captions should go with each image separately.
Align your images. Balance the graphics and text on a page. When you are considering your layout,
remember that images are the major part of the design, not just afterthoughts.

Page Size (Creating and Formatting Tables)

Designing a professional looking website involves much more than simply displaying text. Page size plays
an important role while designing webpages. In order to organize your page, you can use tables. Tables
will change the look of the webpage. Originally, tables let people present data (mostly numbers) in a
column format. Designers have found the ways to improve the layout of their pages using tables. Although
a bit complicated and sometimes difficult to understand, tables do improve your layout and let you present
your material in a more eye-appealing way.

l Fonts (Adding Design Elements)

Text is one of the most important parts of a webpage. The way in which you display the text on your
webpage will have a great impact on its success. It can make your page look very professional or very
unprofessional.
When placing text within your webpage, always be consistent with your fonts i.e., do not use different
fonts throughout your pages. The standard fonts used on the Internet are Arial and Verdana as they are
the easiest to read on a computer screen. The standard text size is 2. Headlines, which require a larger font
size, are a bit different. A popular headline font used is Georgia, as it displays nicely in a slightly larger
font size.
Busy backgrounds make the text difficult to read and draw the attention away from the text. In addition,
always be consistent with your background theme on each page of your site.
Figure 3.12 shows the contents of a webpage under consideration in two ways.

Fig. 3.12: Different ways of arranging contents on a webpage

68 Information Communication Technology — Grade 12 Student Textbook

 Unit 3 – Exploiting the Internet

3.4 Website Development

For developing a website, you require web design software. Web Page Maker is an easy-to-use web creator
that helps you make your own webpages with no experience or HTML knowledge. Just drag and drop
images, text, music and video… into a layout. During the edit process, you can easily move the objects with
your mouse to anywhere on the page. Web Page Maker has some high quality features.
To start Web Page Maker,
Click Start → All Programs → Web Page Maker → Web Page Maker
The Web Page Maker window opens. Now, you can easily develop your website in the Work window,
using the Toolbar and Site panel.

Adding Text
Click on Text button in toolbar to add text. Click on Work window and set the size of text box.
Double-click in the created Text Box. It will open the Text Editor. Type the desired text and click OK.
The typed text in the Text Editor will appear in your webpage. Similarly you can add text at other places
of the webpage by adding separate text boxes and typing text in them. Format the text as per your need.
After adding the text the webpage looks like the page shown in Fig. 3.13.

Fig. 3.13: Adding text on a webpage

Adding Image
For adding image click Insert → Image → From files…
The Open dialog box appears. Select the image to be inserted and click Open button. The selected image
will be inserted on the Webpage. Drag and resize the image as per your requirement (see Fig. 3.14).

Fig. 3.14: Adding image on a webpage

Information Communication Technology — Grade 12 Student Textbook 69

Unit 3 – Exploiting the Internet

Creating Hyperlinks
A hyperlink connects the webpage with other pages of website or to pages on other websites.

To add links (hyperlinks), select the text box and click on the Hyperlink button on the toolbar.
It will open the Hyperlink dialog box. Setup the Link Type and other options. Click OK. Similarly set the
hyperlinks of the desired websites for the other text boxes (see Fig. 3.15).

Fig. 3.15: Creating hyperlinks on a webpage

Inserting Table
To insert the table, click Insert → Table… It will open the New Table dialog box. Type the number of Rows
and Columns. Click OK. It will open the Table Editor. Type the contents of table and apply the desired fonts.
Click OK. The table will be inserted in the selected webpage (see Fig. 3.16).

Fig. 3.16: Inserting table on a webpage

Inserting Frames
A frame is used to post information from one webpage to another. To insert frames click Insert → iFrame….
It opens the iFrame dialog box. Enter the Web URL of the website. Click OK. It will insert a iFrame in the
webpage (see Fig. 3.17).
70 Information Communication Technology — Grade 12 Student Textbook
 Unit 3 – Exploiting the Internet

Fig. 3.17: Inserting Frame

By clicking on iFrame, we can see the contents of another webpage linked through the hyperlink.

l Adding Web Effects

To add web effect to your webpage right click on the work area and click on Properties….
It will open the Page Properties dialog box (see Fig. 3.18).

Fig. 3.18: Page Properties dialog box

Click Page Transition tab and add the desired effect to your webpage. Click OK. The effect will be
applied in your webpage.

l Inserting Animations
To insert animation click Insert → Marquee. It will insert an animation text box on the webpage. Double-
click to open the Text Editor. Enter the text and click OK. The animation effect of the text box will be applied
on the webpage (see Fig. 3.19).

Information Communication Technology — Grade 12 Student Textbook 71

Unit 3 – Exploiting the Internet

Fig. 3.19: Inserting animations in a webpage

l Using Scripts
A script is a program or sequence of instructions that is interpreted or carried out by another program
rather than by the computer processor. For example, JavaScript is a script language. We can insert various
scripts in our webpage for producing special effects on webpage.
To insert the script click Insert → Ready-to-use Java Scripts…. The Predefined Javascript dialog box opens.
Select the java script you want to insert on your webpage and click OK. The selected java script will be
inserted on the webpage (see Fig. 3.20).

Fig. 3.20: Webpage after using scripts

l Using Java Applets

Java is a programming language that can be used to create both standalone programs (.exe files) and programs
that run in webpages (.class files). The web based programs are called Applets.
Inserting applets into your webpages involves specifying the following information:
(i) Name of the applet class file.
(ii) Size of the applet.
72 Information Communication Technology — Grade 12 Student Textbook
 Unit 3 – Exploiting the Internet

(iii) Path to the folder containing the applet (if that folder is not the folder that contains the index.html
file).
(iv) Any parameters the applet needs.
(v) XHTML code for browsers that do not support Java.
1. If you get applets from other designers, the applets should come with documentation that gives the
XHTML code to be used to insert the applets in webpages. Remember that you may use different
folders and will have to modify the paths to the folders accordingly. When downloading the class
files, do a shift-click on the download links so you will download the .class files and not the .exe files.
If you download .zip files, you will have to unzip them.
2. Not all browsers can handle Java, and not all people who have Java-capable browsers surf with
Java enabled. Thus, before you use Java in your website, you need to be satisfied that your intended
audience will be able to see your applets.
To insert Java Applets,
Click Insert → Html code or Script code.
The Html Editor dialog box opens (see Fig. 3.21).
Now use the <applet> tag of HTML to specify the path and class file of the java applet to be inserted
in the webpage.

Fig. 3.21: Html Editor dialog box

Click OK. The java applet will be inserted in the selected webpage (see Fig. 3.22)

Fig. 3.22: Webpage after using java applet

Information Communication Technology — Grade 12 Student Textbook 73

Unit 3 – Exploiting the Internet

Exporting design to HTML

To export the website to HTML,
Click File → Export to HTML
Browse the folder where you want to place your HTML file.
Let us place the HTML file in C:\New Folder
Now, go to the selected folder, i.e., C:\New Folder (see Fig. 3.23) and open the index.html file in your
Web browser.

Fig. 3.23: Selecting index.html file for browsing

Your webpage will look like Fig. 3.24.

Fig. 3.24: Webpage shown in the web browser

74 Information Communication Technology — Grade 12 Student Textbook
 Unit 3 – Exploiting the Internet

  Key Concepts
 A computer with a domain name is called a website (site). There are basically two main types of websites—
Static and dynamic.
 In designing a website you should take into account the website’s purpose and audience.
 While designing a website, you must consider that a successful website should have clearly identified goals and
provide useful and attractive content that draws your audience to your site again and again.
 For developing a website, you require web design software. For example, Web Page Maker.
 A hyperlink connects the webpage with other pages of webpage or to pages on other websites.

Review Questions
Fill in the Blanks
1. A computer with a domain name is called a ...................................... .
2. The purposes of a website influences ..............................., ................................, ................................ and
............................ .
3. For developing a website, you require ...................................... design software.
4. A ...................................... connects the webpage with other pages of website or to pages on other
websites.

State Whether True or False

1. A static website is one of the most common and simplest to set up.
2. A website cannot be designed for business, sharing information or personal interest.
3. A web designer must know the fundamentals of good layout, that is, how to make the webpages more
effective and pleasing to the eye.
4. Java is a programming language that can be used to create programs that run in web pages
(.class files).

Multiple Choice Questions

1. A/an ...................................... is a document on the World Wide Web that can include text, pictures, sound
and video.
(a) Modem (b) Webpage
(c) Uniform Service Locator (d) Internet Service Provider
2. Which of the following is/are type(s) of websites?
(a) Static (b) Dynamic (c) Both (a) and (b) (d) None of these
3. Which of the following is/are common purpose(s) of a website?
(a) Online store and Brand Awareness (b) Online services
(c) Advertizing (d) All of these
4. Which of the following is/are application(s) of websites?
(a) Educational (b) Commercial (c) Governmental (d) All of these

Information Communication Technology — Grade 12 Student Textbook 75

Unit 3 – Exploiting the Internet

Match the Following

Column A Column B
1. Home Page (a) Web design software
2. Hyperlink (b) Person who plans website development
3. Website designer (c) The first page you see at a website
4. Web Page Maker (d) Connects webpages

Answer the Following

1. Define website. Explain the different types of websites. List some well-established websites.
2. How will you identify the type of website to be developed?
3. Describe website planning.
4. Explain how to design a webpage. How will you insert hyperlinks, images, buttons and animations to
a webpage?
5. How will you develop content for a website with uniform formatting?

Suggested Activities
1. Identify the following:
(i) Knowing the audiences (ii) Selecting technology to use
(iii) Design of the web architecture (iv) Web content development
(v) Hosting the website to a web server.
2. Discuss about the points to consider in planning a website.
3. Explain the steps involved in website design with practical examples.
4. Discuss the ways of adding different effects to a website.
5. Write a report discussing what must be considered when designing a website. Develop your draft
design into a website. The site should have at least three pages, and should include the following design
elements:
Adding and modifying graphics elements
Adding navigational elements
Adding links
Creating image maps and hotspots
Creating navigational structure
Adding Web effects
Inserting animations
Inserting interactive buttons
l Resources: PCs access to the Internet, web design software.
6. Demonstrate skill using a Java script and Java applets in your website.

Field Trip
Organize a field trip to some nearby educational institutions, organizations, and Ethiopian Telecommunication
Corporation (ETC) stations to find out and report on:
Exploiting the Internet.

76 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

Image Processing
Unit 4 and Multimedia
Systems
Unit Outcome
Students will be able to:
 recognise components of multimedia and work with these components effectively;
 understand the meaning and use of multimedia production;
 create interactive applications using multimedia applications.

4.1 Basics of Multimedia

In this sub-unit, we will learn about basics of multimedia.

l Definition of Multimedia
Media is the means of communication i.e., plural of medium. Multimedia is the combined use of several
media, such as motion-pictures, slides and music. Or in other words, multimedia refers to technology that
presents information in more than one medium—such as text, pictures, video, sound, and animation—in
a single integrated communication. The development of the World Wide Web expanded the Internet to
include pictures, sound, music, and so on, as well as text.
Multimedia is media that utilizes a combination of different content forms (see Fig. 4.1).

Fig. 4.1: Multimedia contains a combination of content forms

l Importance of Multimedia
Multimedia is appropriate whenever a human interface connects a human user to electronic information
of any kind. Multimedia improves information retention. When it is properly constructed, multimedia can
be entertaining as well as useful. The importance of multimedia grows as new technology develops.
Information Communication Technology — Grade 12 Student Textbook 77
Unit 4 – Image Processing and Multimedia Systems

Multimedia plays an important role in the following fields:

1. Business: The Internet provides the general public with website hosting and building that lets
multimedia enhance an idea. These websites, blogging and social platforms give businesses a way
to enhance their progress. Business applications for multimedia include presentations, training,
marketing, advertising, product demos, simulations, databases, catalogs, instant messaging, and
networked connections.
2. Education: Schools in Ethiopia are perhaps the destination most in need of multimedia. Computer-
assisted programs like Microsoft PowerPoint have allowed classrooms to use graphics and visuals
to do presentations in creative ways. Interactive graphics make learning more visually enhanced
and can clarify ideas. Students can also design and run websites.
3. Home: Multimedia has entered the home via TVs and is used for gardening, cooking, home design,
remodeling etc. Today, home consumers of multimedia use a computer with CD-ROM or DVD
drive for their different type of activities.
4. Recreation: People are able to watch movies and listen to audio, read books with multimedia access
on their laptop computers. This allows people to entertain themselves wherever they go.
5. Engineering: Software engineers may use multimedia in computer simulations for anything from
entertainment to training such as military or industrial training. Multimedia for software interfaces
are often done as collaboration between creative professionals and software engineers.
6. Public Places: Multimedia is available at stand-alone terminals or kiosks used in hotels, at railway
stations, shopping malls, museums, libraries. The way we live is changing as multimedia penetrates
our day-to-day experience and our culture. Today, multimedia is found in churches and places
of worship as live video with attached song lyrics shown on large screens using elaborate sound
systems with special effects lighting and recording facilities.
7. Communication: Multimedia platforms can be used as a communication device that can link to two
people from different regions of the world. People are able to talk over the computer through
chatting, social networking and through video cameras.
In summary, we can say that multimedia is very useful in education, training, marketing, advertising,
product demos, databases, catalogs, entertainment, and networked communications.

l Components of Multimedia
The multimedia components are:
1. Text
In the past, content was produced primarily via text. Though additional elements have been added, text
remains vital to multimedia applications. This is because text is still an effective way to communicate. In
multimedia, text is used as headlines, subtitles, and captions. In addition to supplying content, text is used
to give directions and communicate information, text-based menus and buttons help guide users through
the multimedia applications, and electronic books, magazines, and reference materials still rely on text to
inform and educate.
2. Graphics
Because most people like illustrations, visuals, graphics, 2D and 3D images are crucial to multimedia
development. In fact, multimedia applications are predominately graphic. Because they play such a critical
role, balancing graphics is essential. When designing a multimedia application, it is important not to get carried
away with graphics. Adding just the right graphic and just the right number of graphics may help the user
learn and retain more information in less time and with less effort.
78 Information Communication Technology — Grade 12 Student Textbook
 Unit 4 – Image Processing and Multimedia Systems

Graphics that fit most needs are quite easy to find. Commercially prepared drawings called clipart come
packaged with many application programs. Charts, another type of graphics, can convey a great deal of
information in a very limited space. Photographs can also be used to enhance multimedia applications.
When a graphic or other multimedia object serves as a link to additional information about a topic, the
link is called hypermedia.

3. Animation
Animation refers to graphic images that change or move. Animation can convey information, add visual
interest, or draw attention to important information or links in a multimedia application. Animation is
commonly used in advertising and marketing on the Web because the movement does grab the visitor’s
attention. By illustrating proper techniques or explaining complex procedures, animation can also serve as
an excellent learning aid in computer-based training programs.
Like clipart and stock photography, animated graphics are available for purchase on CD-ROM or they
can be downloaded from the Internet. In addition, commercial software and shareware can be purchased
or downloaded and used to create simple or complex animations.

4. Sound
By incorporating sound into a multimedia application, you require the user to make use of yet another
sense. This enhances the experience and increases the likelihood of user understanding and enjoyment.
In multimedia applications, sound that has been digitized is called audio. Audio can be obtained by
capturing sound into a personal computer using a microphone, CD-ROM, or other input device. It can also
be played from a synthesizer, keyboard, or other musical instrument that is connected to the computer
using MIDI (musical instrument digital interface) port.

5. Video
Video can do a grate deal to enhance a presentation, illustrate a proper technique, or advertise a new
product. Video files are photographic images played at speeds that make it appear as if the images are
in full motion. Video files are incredibly large because a huge number of images are required to give the
appearance of motion. Delivering video over the Internet is particularly challenging.
Interactive multimedia allows users to respond directly to and control media elements. Users of interactive
multimedia become active participants in an application instead of passive recipients of information.

l Hardware and Software Requirements for Multimedia

A multimedia computer system is a computer capable of integrating two or more types of media (text,
graphics, animation, audio and video) for generation, storage, representation, manipulation, and access of
multimedia information.

Fig. 4.2: Typical multimedia computers

Information Communication Technology — Grade 12 Student Textbook 79

Unit 4 – Image Processing and Multimedia Systems

For using multimedia on a computer system, it needs certain hardware components and software
resources to be present.

Hardware Requirements for Multimedia

The basic hardware requirement for multimedia are:
1. Central Processing Unit (CPU) — Pentium Processor
2. Random Access Memory (RAM) — 1 GB RAM
3. Monitor — Super Virtual Graphics Arrays (SVGA)
4. Video Card
5. Sound Card
6. CD-ROM Drive

Software Requirements for Multimedia

The basic software requirement for multimedia are:
1. Word Processor for entering text
2. Image Processing software such as Photoshop, CorelDraw, etc.
3. Animation creator like 3D Max, Flash, etc.
4. Sound can be created using Sound forge, etc.
5. Video can be used by using software like Video for Windows, Author Ware, etc.

l Multimedia and Hypermedia

Multimedia
It is the integration of sound, animation, and digitized video with more traditional types of data such as
text. It is an application-oriented technology that is used in a number of ways, for example, to enhance
presentations, and is based on the increasing capability of computers to store, transmit, and present
many types of information. Some examples of multimedia applications are: business presentations, online
newspapers, distance education, and interactive gaming.

Hypermedia
It is an enhancement of hypertext, the non-sequential access of text documents, using a multimedia
environment. It provides the users the flexibility to select whatever document they want to view based on
their current interests. The path followed to get from document to document changes from user to user
and is very dynamic. This “make your own adventure” type of experience sets hypermedia apart. The best
example of hypermedia is World Wide Web.
The major difference between multimedia and hypermedia is that the user is more actively involved in
the hypermedia experience, whereas the multimedia experience is more passive.

4.2 Multimedia Authoring

Multimedia authoring involves collating, structuring and presenting information in the form of a digital
multimedia, which can incorporate text, audio and still and moving images. In this sub-unit, we will learn
about multimedia authoring.
80 Information Communication Technology — Grade 12 Student Textbook
 Unit 4 – Image Processing and Multimedia Systems

l Stages of Multimedia Authoring

The five stages of multimedia authoring are:
1. Analysis: What do you need to do and what do you use to do it.
2. Design: Create storyboards to tell the story of the project.
3. Development: Incorporate data and set it up as a prototype or model.
4. Evaluation: When the prototype application works the way you want it to, test it again, fine-tune it,
make it attractive, and then review your work.
5. Distribution: When it is ready to go (after the evaluation phase), make it real. Package and distribute
it.

l Authoring Tools Examples

Authoring can be described as creating highly interactive applications in which the information can flow
in both the directions i.e., from application to user and from user to application. Multimedia packages and
authoring tools help us in creating higher quality audio and video applications with little expertise.
Some multimedia authoring packages are:
(i) Macromedia Authorware (ii) Adobe Premier
(iii) Macromedia Flash (iv) Everest Authoring System
(v) Icon Author (vi) ImageQ
Some multimedia authoring tools are:
(i) Computer (ii) Scanner
(iii) Digital camera (iv) Sound recorder

l File Formats of Sounds, Image and Video

In many cases electronic publications include images, photographs and may be some video and sound, too.
Images and photographs can be inserted into inside the actual document or be linked to the document.
There are dozens of different file formats for images, video and sound. The most common ones are
given below:

File Format for Sound

(i) WAV (Windows Wave Format)
(ii) MIDI (Musical Instrument Digital Interface)
(iii) WMA (Windows Media Audio)

File Format for Image

(i) TIFF (Tagged Interchange File Format) (ii) JPEG (Joint Photographic Experts Group)
(iii) GIF (Graphics Interchange Format) (iv) PNG (Portable Network Graphics)
(v) BMP (Windows Bitmap Format)

File Format for Video

(i) AVI (Audio Video Interleave)
(ii) MPEG (Moving Picture Experts Group)

Information Communication Technology — Grade 12 Student Textbook 81

Unit 4 – Image Processing and Multimedia Systems

4.3 Introduction to Multimedia Authoring Tools

Multimedia authoring tools are the tools that are used for creating various types of multimedia applications.
Here, we will learn about these tools.

l Screen Elements of Multimedia Application

We should open a multimedia application for having a look at the screen elements. Here, we are using
Macromedia Flash.
To open Macromedia Flash,
Click Start → All Programs → Macromedia → Macromedia Flash MX.
Figure 4.3 shows the Macromedia Flash screen elements.

Fig. 4.3: Macromedia Flash screen elements

Table 4.1 describes some screen elements of Macromedia Flash MX.
Table 4.1: Macromedia Flash MX Screen Elements
Screen Element Description
Menu bar It contains various menus for commands.
Work area It consists of Flash stage (White area in the middle of Work area) and Workspace
(grey area).
Timeline window It controls when things happen during playback of movie. For example, playback
time, frame rate etc.
Layer panel It controls the layers (The transparent overlays on the stage where different objects
can be placed). It is an integral part of the timeline.
Toolbox It contains all the tools you need for drawing or selecting objects.
Panels Flash makes extensive use of panels (The different parts of the screen). For example,
option panel, action panel, properties panel etc.
82 Information Communication Technology — Grade 12 Student Textbook
 Unit 4 – Image Processing and Multimedia Systems

l Creating a New Project

To create a new project,
Click File → New.
It will open a new project file.
Your new project can be in the form of a drawing, shape, or even an animation.
Let us start with a simple project, i.e., drawing a rectangle and fill it with colors.

l Building a Basic Piece

You can draw a basic drawing piece in work area by using various drawing tools (Line Tool, Rectangular
Tool, Oval Tool, etc.) from the toolbox.
To insert a rectangular box perform the following steps:
1. Click on Rectangle Tool.
2. Draw a rectangle box in the work area.
3. Click on the Paint Bucket Tool and select the desired color from Color Swatches.
4. Click inside the rectangle box and fill the color (see Fig. 4.4).

Fig. 4.4: Building a basic piece

Now save your basic piece with a suitable file name.
To save the file,
Click File → Save or press Ctrl + S.
Another type of project which can be created using a multimedia is Animation.
For this we can rotate the figure at different angles.
When we run the project it gives the impression of an animation.
Information Communication Technology — Grade 12 Student Textbook 83
Unit 4 – Image Processing and Multimedia Systems

To apply the animation on the basic piece, perform the following steps:
1. Click the first frame in the layer you want to frame.
2. Place the object you want to animate or just insert an image from the clipart.
3. Click the next frame in the Timeline window.
4. Add a keyframe. Flash inserts a keyframe that duplicates the previous frame’s contents.
5. Change the object slightly; change it to 90° to the right.
6. Repeat the steps 4 and 5. This time image will turn face down.
7. Now again repeat the same steps, making the figure turn to 270° so that it now faces to the left.
This way you can change the angle to a smaller degree and make frames if you want to have real
fun.
8. Click at first keyframe in the layer and press Enter key to see the animation.
Your animation will be shown on the screen (see Fig. 4.5).

Fig. 4.5: Showing an animation

To preview the animated test movie, click Control → Test Movie or Ctrl + Enter.

l Editing an Icon
An icon is an element (graphical, textual, audio, video) which we can see or listen using Graphical User
Interface (GUI), for example Windows or X-Windows (a GUI for many operating systems like Linux and
UNIX etc.). In other words, an icon is a broad term associated with multimedia elements.
During creation of multimedia projects it is necessary to modify properties like appearance, placement,
size, time duration, and other animation related items. It is known as editing an icon.
To edit an icon, perform the following steps:
1. Select the icon by clicking on it.
Now you can see the properties of the selected icon at the bottom of screen in the Properties panel.
2. Change the displayed properties as per your need like contents, sound, color etc.

84 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

3. After making the changes, you can run and pause the project to see the edited icon. If still not
satisfied with the modifications, you can re-edit the icon.

4.4 Inserting and Editing Text

In this sub-unit, we will learn about inserting and editing text in multimedia applications.

l Inserting Display Icons

Display icons are those icons that display some image or graphic. These are available in the form of various
items such as symbols, tools, figures, text etc. These are available individually or in combinations. So, you
can use them the way you want. The process of inserting display icons and graphic icons is similar.

l Inserting Text into a Text Field

To insert text, perform the following steps:
1. Open a new project file.
2. Click on Text Tool button.
3. Click and drag a text field in the work area.
4. Type the desired text and click anywhere in the work area to deactivate the text field.
Figure 4.6 shows a text inserted in the new project.

Fig. 4.6: Inserting text

Information Communication Technology — Grade 12 Student Textbook 85

Unit 4 – Image Processing and Multimedia Systems

l Importing and Pasting Text

To import a file, perform the following steps:
1. Open a new project.
2. Click File → Import. The Import dialog box opens.
3. Select the desired file and click Open.
4. The selected file will be imported in the work area.
To paste the text, perform the following steps:
1. Open a new project.
2. Select and copy the desired text from the document you want.
3. Now return to your project file and click Edit → Paste or press Ctrl + V.
The selected text will be pasted in the project file.

l Defining and Applying Text Style

To define and apply text style, perform the following:
1. Click on the Text Tool button.
2. From the Properties tool panel (see Fig. 4.7) lying below the work area, set your desired Text type,
Character position and Character Spacing, etc.

Fig. 4.7: Properties tool panel

3. Now, draw the text field by using click and drag, and enter your text. The text style will be applied
to the text.
If Properties panel is not displayed, then select the Text Tool, right click on the work area and click on
Properties.

l Editing and Formatting Text as Required

To edit and format text, perform the following steps:
1. Click on the text field, edit the text you want.
2. Now select the text entered in the text field and set the desired font, alignment, color, etc. from
Properties tool panel (see Fig. 4.8).

86 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

Fig. 4.8: Editing and formatting text

4.5 Working with Images and Graphics

In this sub-unit, we will learn about working with images and graphics.

l Importing an Image or Graphic; Pasting an Image or Graphic

To import an image, perform the following steps:
1. Click on File → Import.
2. The Import dialog box opens.
3. Select the image you want to import and click Open. The image file will be imported to your project
(see Fig. 4.9).

Fig. 4.9: Importing an image

Information Communication Technology — Grade 12 Student Textbook 87

Unit 4 – Image Processing and Multimedia Systems

To paste an image, perform the following steps:

1. Copy the desired image you want to paste.
2. Click Edit → Paste
   or
Press Ctrl + V to paste image.
3. The image will be pasted in your project.

l Modifying an Image or Graphic

To modify the image or graphic, perform the following steps:
1. Select the image by clicking on it.
2. Click on Free Transform Tool button in the toolbox. A boundary box will be applied on the image or
graphic.
3. Now, in the options panel, select the operation (Rotate and Skew, Scale, Distort, Envelope).
The desired operation will be applied on the image or graphic.

4.6 page transitions, positioning and motion icon

In this sub-unit, we will discuss about Page Transitions, Positioning and Motion Icon.
Here, we will use Adobe Premiere Elements 9. It is one of the premiere software for working with sounds
and digital movies.
To open Adobe Premiere Elements 9,
Click Start → All Programs → Adobe Premiere Elements 9
Figure 4.10 shows the opening screen of Adobe Premiere Elements 9.

Fig. 4.10: Opening screen of Adobe Premiere Elements 9

88 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

l Transitions
Transitions let you add effects to phase out one clip and phase in the next, and then preview the transition
before applying it. You can customize audio and video transitions as gradual fades or have one clip replace
another.
Using transitions, you can phase out one clip while phasing in the next or you can stylize the beginning
or end of a single clip. A transition can be as subtle as a cross dissolve, or emphatic, such as a page turn
or spinning pinwheel.
You generally place transitions on a cut between two clips, creating a double-sided transition. However,
you can also apply a transition to just the beginning or end of a clip, creating a single-sided transition, such
as a fade to black. When a transition shifts from one clip to the next, it overlaps frames from both clips.
The overlapped frames can either be frames previously trimmed from the clips (frames just past the In or
Out point at the cut), or existing frames repeated on either side of the cut. It is important to remember that
when you trim a clip, you do not delete frames; instead, the resulting In and Out points frame a window
over the original clip. A transition uses the trimmed frames to create the transition effect, or, if the clips do
not have trimmed frames, the transition repeats frames.
To see if a transition is single-sided or double-sided and if it has repeated frames, select it and click Edit Transition
in the Transition view of the Task panel to view it in Properties view.

l Selecting Transitions
There are many transitions to choose from that come with Adobe Premier Elements 9. First time film
makers tend to overuse this feature. Only add a transition when it makes sense otherwise they tend to
distract from the video. Add transitions after editing and before adding the soundtrack.
You can select the desired transition effect by clicking Edit → Transitions. Figure 4.11 shows various
types of transitions effects.

Fig. 4.11: Selecting Transitions

l Positioning Objects
You have full flexibility in adjusting an object’s position, rotation, scale, and opacity—attributes collectively
referred to as transform properties. To transform an object, you can drag in the Monitor panel or choose a
command from the Title menu.

Information Communication Technology — Grade 12 Student Textbook 89

Unit 4 – Image Processing and Multimedia Systems

l Types of Positions
You can choose the different types of positions of transition effect like Start, End, and Centre etc. from the
Transition properties window. It can be opened by clicking on Edit Transition button.

l Type of Motion
We can customize different types of motion by using different drawing tools such as Line Tool, Oval Tool,
Rectangle Tool, and Lasso Tool. Figure 4.12 shows Zig-zag motion.

Fig. 4.12: Zig-zag motion using Line Tool

l Using Motion Icon

Motion is a special layer effect that an object shows during its movement. Creating a motion is quite simple
in Macromedia Flash MX. We can generate the motion effect by creating a guide layer.
In this section, we will add motion to an object.
To use motion icon in Macromedia Flash MX, perform the following steps:
1. Create a graphic symbol or drag a pre-existing graphic symbol from library onto the stage. Name
the layer as Graphic
2. Right click on Graphic label and select Add Motion Guide from the pop-up window (see Fig. 4.13).

Fig. 4.13: Adding Motion Guide to the selected layer

90 Information Communication Technology — Grade 12 Student Textbook
 Unit 4 – Image Processing and Multimedia Systems

A new layer will appear on top of the Graphic layer with the label Guide:Graphic along with the guide
icon.
3. Draw the path for your symbol in this new layer using pencil or line tool.
For example: Draw a circle.
4. Select frame 60 of guide layer and press “F5” to insert frames (see Fig. 4.14).

Fig. 4.14: Inserting frames

5. Now go to Frame 1 of Graphic layer and drag your symbol to one end of your path. While dragging,
you will see a bubble on the symbol. That bubble should go right below the path.
6. Now go to Frame 60 of Graphic layer and press F6 to insert a new keyframe.
7. Now drag your symbol to other end of your path. Again, the bubble should go right below the
path.
8. Select any frame between 1 to 60 of your Graphic layer. Right click and select Create Motion Tween
from the pop-up menu (see Fig. 4.15).

Fig. 4.15: Creating Motion Tween

9. Press Ctrl + Enter to view your work.
Information Communication Technology — Grade 12 Student Textbook 91
Unit 4 – Image Processing and Multimedia Systems

4.7 libraries

In this sub-unit, we will learn about libraries.

The multimedia library contains visual and audio element (Icons) required for developing new
multimedia contents. The contents are often in the form of audio and video files. To ensure full access the
users must have the appropriate software to view the multimedia files.

l Creating
You can use the sample libraries included with Flash to add symbols, buttons, or sounds to your documents.
You can also create your own sample libraries, which you can then use with any documents that you
create.
To create a sample library for your Flash application, perform the following steps:
1. Create a Flash file with a library containing the symbols that you want to include in the permanent
library.
2. Place the Flash file in the Libraries folder located in the Flash application folder on your hard
drive.

l Saving
We can save our information to the Flash application library, so that it is available for future use.
To save the information, perform the following steps:
1. Click File → Save As.
The Save As dialog box opens (see Fig. 4.16).

Fig. 4.16: Save As dialog box

92 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

2. Identify the location where you want to save the file.

3. Give a suitable file name and click Save.

l Opening and Closing

Opening the Library
To open a library, perform the following steps:
1. Click File → Open as Library.
The Open as Library dialog box appears (see Fig. 4.17).

Fig. 4.17: Open as Library dialog box

2. Browse the library file and click Open.

Closing the Library

To close the library,
Click File → Close or press Ctrl + W.
Another way of closing the library is to exit the application or open another library file.

l Selecting a Library
When the Open as Library dialog box opens, you can select the desired library file.

Information Communication Technology — Grade 12 Student Textbook 93

Unit 4 – Image Processing and Multimedia Systems

l Adding Icon to the Library

To add an icon to the library, perform the following steps:
1. Open a library file.
2. Click File → Import or press Ctrl + R.
The Import dialog box will be opened.
3. Choose the desired icon file and click Open.
An icon for that file will be added in the library.

l Using an Icon From a Library

To use an icon from a library, perform the following steps:
1. Open the library file.
2. Select the desired icon from the library by double-clicking it.

4.8 working with sound and digital movies

In this sub-unit, we will learn about working with sound and digital movies:

l Sound Icon
Sound icon is the graphical representation of inserted or available audio file in project or library. Figure
4.18 shows a sound icon.

Fig. 4.18: Sound Icon

l Importing Sound
You can import various sound in the project.
To import the sound file, perform the following steps:
1. Click Organize → Get Media → Files and Folders.
The Add Media dialog box opens.
2. Browse the audio file you want to import and click Open.
The selected audio file will be imported in the project (see Fig. 4.19).

94 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

Fig. 4.19: Imported Sound

l Changing the Sound’s Play Speed

To change the sound’s play speed, perform the following steps:
1. Drag the imported audio file to the Timeline (see Fig. 4.20)

Fig. 4.20: Dragging sound to Timeline

2. Right click on the imported sound waveform and click Time Stretch.
3. The Time Stretch dialog box opens (see Fig. 4.21).

Fig. 4.21: Time Stretch dialog box

4. Set the play back speed and click OK.

Information Communication Technology — Grade 12 Student Textbook 95

Unit 4 – Image Processing and Multimedia Systems

l Working with Digital Movies

Digital video is a type of video recording system that works by using a digital rather than an analog
video signal. We can work on digital movies using Adobe Premiere. It allows various operations such as
trimming, motion, audio enhancing and adding transition effect etc.

l File Formats
Adobe Premiere supports several file formats for audio and video files such as MP3, MP4, AVI, MPG, WAV,
and WMV etc.

l Importing a Digital Movie

To import a digital movie, perform the following steps:
1. Import your digital media clip or movie by clicking Organize → Get Media → Files and Folders.
2. Browse the video file and click Open.
3. The selected video file will be imported to your project (see Fig. 4.22).

Fig. 4.22: An imported video

l Setting Playback Conditions

We can set various playback conditions from the audio properties such as Fade In, Fade Out, Bypass,
Balance, Time Duration, Toggle, Repeat and Clip Volume. To open audio properties dialog box, right click
on the dragged audio file in Timeline and click Show Properties (see Fig. 4.23).
96 Information Communication Technology — Grade 12 Student Textbook
 Unit 4 – Image Processing and Multimedia Systems

Fig. 4.23: Setting playback conditions

l Turning the Sounds Off

To turn the sound off, perform the following steps:
1. Open audio properties dialog box by right clicking on the dragged
audio file in Timeline and click Show Properties.
2. Toggle the Volume effect by clicking on toggle button (see Fig. 4.24: Turning the sound off
Fig. 4.24).

4.9 overview of film editing

In this sub-unit, we will learn the basics of film editing:

l Basics of Film Editing

The process of editing clips includes previewing and trimming them to eliminate unnecessary material. It
also includes revising clip properties such as speed, direction, and duration. You can also edit media clips
generated by other programs in their original applications, from within Adobe Premiere Elements.

Trimming Video Clips

You can create a refined good-quality video file by removing unwanted sections and low-quality sections.
Adobe  Premiere  Elements  9 enables you to efficiently handle blurred, shaky, and unwanted low-quality
and low-interest sections of your video file. You can easily and quickly edit and fine-tune the video
files. Smart trimming enables you to trim the low-quality sections of a video file. Smart trim can be
done manually and automatically. You can trim clips from Timeline view or Sceneline view. However,
you can trim only one clip at a time from the Sceneline view. Smart trimming is of two types, manual
and automatic. Manual Smart trimming is the default mode. In this mode, you can specify the options
Information Communication Technology — Grade 12 Student Textbook 97
Unit 4 – Image Processing and Multimedia Systems

that determine the trimmable sections. In the automatic Smart trim mode, Adobe  Premiere  Elements
automatically determines the trimmable sections and you can choose to delete them or retain them.
Figure 4.25 shows the trimming of a video clip.

Fig. 4.25: Trimming a video clip

Changing Clip Speed and Duration

Changing Clip Speed
To create a fast- or slow-motion effect, we can change clip speed. Changing clip speed changes the clip’s
duration. Speeding up a clip removes frames, thus shortening the clip duration. In the same way, slowing
down a clip repeats frames and thus adds to the length of a clip. For audio clips, a change in speed also
changes pitch. The Time Stretch command includes an option to maintain the original pitch of an audio
clip at any speed.
You can change a clip’s speed using the Timeline only—not the Sceneline.
When you change the speed of a clip containing interlaced fields, you may need to  adjust how
Adobe  Premiere  Elements processes the fields, especially when the speed drops below 100% of the
original speed.

Set the Duration of a Clip

The duration of a video or audio clip is the length of time it plays from its first frame (In point) to its
last frame (Out point). The initial duration of a clip is the same as it was when the clip was imported or
captured. Most often, you change a clip’s duration by trimming frames from either end. But you can also
trim the end of a clip by designating a specific duration.
Unlike video, still images are not limited to the length of the original clip. You can set their duration to
any length.

98 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

Freezing and Holding Frames

Export a Video Frame
You can grab a single frame from a video clip to use as a still image in your current movie or to save as
a still on your hard drive for use elsewhere. For example, you can use a still in your movie to show a
character start an action, but then stop mid-action, frozen on the screen.

Play and Hold a Frame

To make the video start out as a still image and then begin to play, click the Freeze Frame button in
the Monitor panel to create a still image from a frame, and then insert that still image at the location of the
original frame. Figure 4.26 shows a freeze frame.

Fig. 4.26: Freeze Frame

Activity 4.1
Differentiate Multimedia and Hypermedia
In small groups, the students will explain and demonstrate the difference between multimedia and
hypermedia.
Multimedia
Multimedia is media that uses multiple forms of information content and information processing like text, audio,
graphics, animation, video, interactivity to inform or entertain the audience. Figure 4.27 shows some multimedia
tools.

Information Communication Technology — Grade 12 Student Textbook 99

Unit 4 – Image Processing and Multimedia Systems

Fig. 4.27: Multimedia tools

Multimedia is very useful in various areas including, but not limited to, education, entertainment and fine arts,
engineering, medicine, mathematics, business, scientific research etc.

Hypermedia
The World Wide Web (WWW) has become without doubt the best-known and most widely used hypermedia
system (see Fig. 4.28).
Most Web navigation is done by clicking text-based links that open new
pages in a Web browser. These links, which are often blue and underlined
are referred to as hypertext, since they allow the user to jump from page to
page. Hypermedia is an extension of hypertext that allows images, movies
and Flash animations to be linked to other content.
Hypermedia systems are very popular tool for user-driven access to information.
These are very useful in various areas such as online documentation Fig. 4.28: WWW–An example of
systems, application systems with advanced help and explanation facilities, hypermedia
educational systems etc.

  Key Concepts
 Multimedia is the combined use of several media, such as motion-pictures, slides, and music.
 Multimedia authoring involves collating, structuring and presenting information in the form of a digital
multimedia, which can incorporate text, audio and still and moving images.
 Multimedia authoring tools are the tools that are used for creating various types of multimedia applications.
 Display icons are the ones that display some image or graphic.
 The wait icon provides a way to pause or delay any onscreen action. Delay can be a set time interval or may
require a mouse click to continue.
 The multimedia library contains visual and audio elements (icons) required for developing new multimedia
contents.
 The process of editing clips includes previewing and trimming them to eliminate unnecessary material. It also
includes revising clip properties such as speed, direction, and duration.

100 Information Communication Technology — Grade 12 Student Textbook

 Unit 4 – Image Processing and Multimedia Systems

Review Questions
Fill in the Blanks
1. ...................................... refers to technology that presents information in more than one medium— such
as text, pictures, video, sound, and animation—in a single integrated communication.
2. The components of multimedia are ................................., .................................., .................................,
...................................... and ...................................... .
3. ...................................... let you add effects to phase out one clip and phase in the next clip.
4. MIDI, JPEG and MPEG are file formats for ......................................, ......................................, and
...................................... respectively.

State Whether True or False

1. Multimedia does not utilize a combination of different content forms.
2. Hypermedia is an enhancement of hypertext, the non-sequential access of text documents, using a
multimedia environment.
3. In multimedia packages, using pre-stored libraries, creating libraries and adding and using icons is not
possible.
4. Macromedia Authorware, Adobe Premier, and Macromedia Flash are multimedia packages.

Multiple Choice Questions

1. Which of the following field(s) use multimedia?
(a) Business (b) Education (c) Home (d) All of these
2. The best example of hypermedia is ...................................... .
(a) World Wide Web (b) Hardware (c) Printout (d) None of these
3. TIFF stands for ...................................... .
(a) Transitional Image File Format (b) Total Inclusion File Format
(c) Tagged Interchange File Format (d) Temporary Instruction File Format
4. ...................................... is an object actually moving across, into, or out of the screen.
(a) GIGO (b) Animation (c) WMA (d) Trimming
5. Which of the following hardware is used in Multimedia Authoring tool?
(a) Computer (b) Scanner (c) Sound Recorder (d) All of these

Match the Following

Column A Column B
1. Multimedia (a) Includes previewing and trimming them to eliminate
unnecessary material
2. Macromedia Authorware (b) Combines two or more media together
3. Editing clips (c) An sound file format
4. WAV (d) Multimedia authoring package

Information Communication Technology — Grade 12 Student Textbook 101

Unit 4 – Image Processing and Multimedia Systems

Answer the Following

1. Define multimedia. Discuss its components also.
2. List and explain the stages of multimedia authoring.
3. Identify screen elements of Multimedia application Macromedia Flash shown below:

4. Give the steps to import sound files.

5. Write a short note on basics of film editing.

Suggested Activities
1. The teacher will explain and demonstrate stages of multimedia authoring and authoring tools examples
like Macromedia Authorware, Adobe Premier, Macromedia Flash and the students will practice.
2. The teacher will explain and demonstrate the steps involved in using sound and in working with digital
movies and the students will practice.
3. Design and produce a multimedia presentation on an idea or theme of your own which has relevance
to the work you are doing in Grade 12.
4. Explain how to insert, edit and format text in the presentation windows of Multimedia Authoring.
5. Explain how to import and paste images, graphics and movies from other applications.
6. Explain how to set the time duration:
l before content on the presentation window is erased,
l to erase the contents of a presentation window.

Field Trip
Organize a field trip to various business houses and publications around you to get useful information about
Image Processing and Multimedia Systems being used currently and present it to the class.

102 Information Communication Technology — Grade 12 Student Textbook

 Glossary

glossary
A allow people to comment on the previously posted
comments.
Absolute Reference: Commonly used in BMP (Bitmap): It is a standard uncompressed
spreadsheet applications, it is a formulated cell format for Microsoft Windows and IBM OS/2.
reference that will not adjust when used to calculate Browser: Software program that allows the user
the sum of specific cells. to find and read encoded information in a form
Address Book: In e-mail, list of regular contacts’ suitable for display especially on World Wide Web.
addresses held in the e-mail software. Byte: A combination of 8 bits to represent computer
AI (Artificial Intelligence): It is the branch of data transfer or data storage measurement.
computer science concerned with making computers
behave like humans.
Animation: The display of a sequence of images C
in a computer program or on a Webpage to give the
impression of movement. CD-ROM (Compact Disc Read-Only Memory):
A durable and low cost circular optical storage device
Application Software: A program that is
designed to perform specific tasks. widely used to store large amounts of information.
Clipart or Clip Art: A collection of image files that
B can be embedded or inserted into Web pages, word-
B2B (Business-to-Business): Companies doing processed documents, PowerPoint presentations,
business with each other such as manufacturers etc.
selling to distributors and wholesalers selling to Compiler: A type of system software that
retailers constitute B2B type of e-commerce. translates a source program usually written in a
B2C (Business-to-Consumer): It comprises of high level language into a machine language.
businesses selling to the general public typically
through catalogues utilizing shopping cart Computer: An electronic device that accepts,
software. processes, stores and outputs data under the control
Backup: To copy files or data to a second source of a set of instructions.
or media so as to safeguard it. Cropping: The process of removing portions
Binary: A basic numbering system consisting of of an image to create focus or strengthen the
1s and 0s. composition.
Bit (Binary DigIT): It is the smallest unit of CPU (Central Processing Unit): A processor on
processing of computerized data in terms of 1s or an IC chip (called a microprocessor) that serves as
0s.
the ‘brain’ of the computer.
Blog: (Slang term for a Weblog) A blog is a
personal journal that can be accessed publicly and

Information Communication Technology — Grade 12 Student Textbook 103

Glossary

D E-Mail: Stands for Electronic Mail. This is a

system of relaying messages across the Internet,
Database: A structured collection of data that from one Internet user to another.
can be used for a variety of purposes. Encryption: A system of coding that helps
DBMS (Database Management System): prevent access to private information on computer
Application software which enables the storage, networks or on the Web.
modification, retrieval, and querying of data in a
database. F
Desktop Publishing (DTP): Application software
Flash Player and Flash Professional: Software
for laying out text, graphics and pictures in order to
produced by Adobe for the development and
produce a professional-looking publication. viewing of animated and interactive sequences on
Display Icons: The icons that display some the Web.
image or graphic. Forms: Used to provide an easy to use interface
Domain Name System: An addressing system for user to enter, view and modify data in a table.
in which abbreviations are used to indicate the type Format Painter: Helps to copy the format that
of organization or entity instead of whole name, for has been applied to text and apply it to another.
example, .edu for educational institution.
FTP (File Transfer Protocol): A software protocol
Downloading: It means transmitting data from for exchanging information between computers over
a remote computer to a local computer, as from a a network.
website to your own PC.
DVD: Digital Versatile Disc or Digital Video
Disc. G
GIF (Graphics Interchange Format): It is
E pronounced “jif”, supports upto 256 colours
(8 bits per pixel).
E-Banking: Use of computer and e-technology as a
substitute for checks and other paper transactions. Gigabyte (GB): 2 to the 30th power (1,073,741,824)
bytes. One gigabyte is equal to 1,024 megabytes.
E-Business: Business involving transactions
using electronic media and technology. GIGO: It is an acronym that stands for Garbage
E-Commerce: Buying and selling or business In, Garbage Out.
transaction conducted on the Internet. Google: A popular search engine.
E-Governance: Application of electronic means GUI (Graphical User Interface): A program
in governance. interface that takes advantage of the computer’s
graphics capabilities to make the program easier
E-Government: Government’s use of information
to use. Well-designed graphical user interfaces
technology to exchange information and services
can free the user from learning complex command
with citizens, businesses, and other arms of languages.
government.
E-Learning: Means of teaching through
e-technology.
H
E-Libraries: The physical sites and/or websites Hacker: A person who spends his/her time
that provide 24-hours online access to digitized trying to gain access to information stored on other
audio, video, and written material. people’s computers all around the world.
104 Information Communication Technology — Grade 12 Student Textbook
 Glossary

Hardware: The physical equipment used in J

a computer system, such as the CPU, peripheral
devices and memory. JAVA: A high-level programming language
Home Page: The initial page of a site on the developed by Sun Microsystems.
World Wide Web. Joystick: A device that looks a bit like a gear
HTML: Hypertext Markup Language. It is a lever in a car. This is connected to a computer and is
collection of structuring and formatting tags used used mainly for controlling the cursor in fast action
to create Web pages. games.

Hyperlinks: A word or graphic display on one JPEG (Joint Picture Experts Group): It is
web page that allows a computer to shift to another pronounced “jay peg”. It supports 16.7 million
related web page. colors (24 bits per pixel).

I K
Keyboard: An input device which is used to
Icon: A picture or symbol to represent a
enter information which the computer displays or
command on a computer screen. processes.
Image Processing: The set of computational Kilobyte (KB): This is about a thousand bytes of
techniques for analyzing, enhancing, compressing, space. In reality, it is two to the 10th power or 1,024
and reconstructing images, generally with a digital bytes.
computer.
Information: Meaningfully organized data. L
Information System: A system that provides
LAN (Local Area Network): A network that
information to people in an organization. links together computers and peripheral equipment
Internet Explorer: A browser produced by the within a limited area, such as a building or a group
Microsoft Corporation and supplied together with of buildings.
the Windows operating system. Language Processor: Software that converts a
high level language or assembly language code into
Integrated Circuit (IC): A circuit of transistors,
machine understandable form.
resistors, and capacitors constructed on a single
Laser Printer: A type of printer that produces
semiconductor wafer or chip, in which the
high-quality output at a reasonable speed.
components are interconnected to perform a given
Learning Management System (LMS): A
function. software package that enables the management
Interpreter: It translates and executes source and delivery of learning content and resources to
program, written in high level language, statement- students.
by-statement. Login: To attach to a computer using the user’s
ID.
Internet: The Internet is a network of networks
all of which use the same set of communications
protocols. M
ISP (Internet Service Provider): A company that M-Commerce: Buying and selling of goods and
provides access to the Internet. services through wireless technology.

Information Communication Technology — Grade 12 Student Textbook 105

Glossary

Megabyte (MB): About a million bytes of space. Netiquette: The rules of etiquette that apply
Actually it is 2 raised to the 20th power or 1,048,576 when communicating over computer networks,
bytes of space. especially the Internet.
Memory: Internal storage areas in the Network: A system containing any combination
computer. of computers and its peripherals, used to transmit
Microsoft Office: A suite of programs or receive information.
produced by Microsoft Corporation, comprising
a Word-processor (Word), a Spreadsheet (Excel), O
a Presentation Program (PowerPoint), an Email
package (Outlook), a Database program (Access), Offline: Not connected to a computer or network
and a Desktop Publishing package (Publisher). of computers.
Moodle: An Open Source Course Management Online: Connected to a computer or network of
System (CMS), also known as a Learning Management
computers, especially the World Wide Web.
System (LMS) or a Virtual Learning Environment
(VLE). Operating System: A system software program
MPEG (Motion Picture Experts Group): A that works as a bridge between computer hardware
format to make, view, and transfer both digital and the user. Operating systems perform basic
audio and digital video files. tasks, such as recognizing input from the keyboard,
sending output to the display screen, keeping track
MS-Access: Database application software,
of files and directories on the disk, and controlling
provided by Microsoft.
peripheral devices such as disk drives and printers.
MS-Excel: Spreadsheet application software,
provided by Microsoft. Outlook: A popular e-mail program, part of the
Microsoft Office suite of programs.
MS-PowerPoint: Presentation software, provided
by Microsoft.
MS-Word: Word processing application software, P
provided by Microsoft.
PDF (Portable Document Format): A technology
Multimedia: The integration of two or more developed by Adobe and was designed to capture
types of information (text, images, audio, video, all of the elements of a printed document and place
animation, etc.) in a single application. it in a single image file.
Multimedia Authoring: It involves collating, Pixel: The smallest element of an image that
structuring and presenting information in the form can be individually processed in a video display
of digital multimedia, which can incorporate text, system.
audio, and still and moving images. Plotter: A computer output device that draws
Multimedia Authoring Tools: Tools that are images on paper using a pen.
used for creating various types of multimedia Portal: A Webpage, website or service that acts as
applications. link or entrance to other websites on the Internet.
Primary Key: A set of one or more values in
a database that uniquely identifies a record in a
N table.
Navigation: It is the process of finding the way, Protocol: A set of rules governing the format of
i.e., navigating, around a series of menus within a messages that are exchanged between computers.
computer program or finding the way around the
World Wide Web by means of a browser.
106 Information Communication Technology — Grade 12 Student Textbook
 Glossary

Q Spreadsheet: A document which helps to

organize data in rows and columns that intersect to
Query: Used to retrieve information on a certain form cells.
condition from a database.
System: Collection of related components that
interact to perform a task in order to accomplish a
R goal.
Systems Analysis and Design: A six-phase
Relative Reference: The default reference in a
spreadsheet package. problem-solving procedure for examining an
information system and improving it.
Reports: Used to present data in a printed
format. Systems Development Life Cycle (SDLC): A
Resolution: A measure of the number of pixels step-by-step process that many organizations follow
or small dots displayed on a computer display during systems analysis and design.
screen, printer or scanner. System Software: It is a set of master programs
that keeps the computer system working.
S
T
Scanner: A device used to convert hard copy,
e.g., a printed page, photograph or photographic Technology: It is the usage and knowledge of
negative, into a form that can be stored on a tools, crafts, techniques, or systems, or methods of
computer. organizations.
Search Engines: A computer program that
Telecommunication: The transmission of
searches documents, especially on the World Wide
messages over significant distances for the purpose
Web, for a specified word or words and provides a
of communication
list of documents in which they are found.
Server: This is a mainframe computer that serves Terabyte (TB): 2 to the 40th power
the other computers attached to it. (1,099,511,627,776) bytes.
Sheet Tab: In spreadsheet applications, this refers Tiff (Tagged Image File Format): It stores
to a tab at the bottom of a worksheet that acts as a compressed files with a flexible number of bits per
means to identify or access different sheets within a pixel.
workbook. Toolbar: A row or rows of buttons on a display
screen that are clicked on to select various functions
Slide Show: Used to display the slides in a
in a software application or web browser.
desired sequence.
Twitter: A microblogging facility that allows users
Software: The set of instructions used to direct
to post very short texts (maximum 140 characters)
the operation of a computer, as well a documentation
containing snippets of information about what they
giving instructions on how to use them. are doing at a given moment, news items, links to
Social Networking: The grouping of individuals websites or comments on events.
or organizations into specific groups.
Source data: Data for which the chart is
U
prepared.
Spam: The disruptive unwanted messages, Uploading: It means transmitting data from a
especially commercial messages posted on a local computer to a remote computer, as from your
computer network or sent as e-mail. PC to a website you are constructing.

Information Communication Technology — Grade 12 Student Textbook 107

Glossary

URL (Uniform Resource Locator): A protocol for Web site: A connected group of pages on the
specifying addresses on the Internet. It is an address World Wide Web regarded as a single entity,
that identifies a particular file on the Internet, usually usually maintained by one person or organization
consisting of the protocol as http, followed by the and developed to a single topic or several closely
domain name. related topics.
User-friendly: Mainly used to describe software. Wizard: A utility that provides guided sequence
Software that is easy to use and offers guidance if the to perform complex task easily and quickly.
user does silly things is described as user-friendly. Word Processor: Software that processes textual
matter and creates organized documents.
WWW (World Wide Web): Series of servers
V or computers that are interconnected through
Virus: A program or piece of code that is loaded hypertext.
onto your computer without your knowledge and WYSIWYG: What You Say Is What You Get.
runs against your wishes.
X
W XML (eXtensible Markup Language): It is a
W3C (World Wide Web Consortium): An markup language, not limited to Web documents.
international non-profit organization which acts as
a resource centre for the World Wide Web, and is Y
active in setting technical standards.
YouTube: A website to which we can upload our
WAV: Stands for WAVeform sound format.
own video clips and view video clips uploaded by
Microsoft’s format for encoding sound files.
others: http://www.youtube.com.
Webcam: A camera connected to a computer
and linking it to the Internet.
Web page or Webpage: A single, usually Z
hypertext document on the World Wide Web that
Zip Disks: The disks with a special high-quality
can incorporate text, graphics, sounds, etc.
magnetic coating that have a capacity of 100, 250 or
Web server: A computer that runs specific 750 megabytes.
software to serve web pages to the Internet.

108 Information Communication Technology — Grade 12 Student Textbook