Ict at Workplace
Ict at Workplace
standards govern the size of sheets of paper used as writing paper, stationery, cards, and for some
printed documents.
The ISO 216 standard, which includes the commonly used A4 size, is the international standard for
paper size
in 210 mm
2-15/16 x 4-
A7 74 x 105 mm 7.4 x 10.5 cm
1/8 in
2-1/16 x 2-
A8 52 x 74 mm 5.2 x 7.4 cm
15/16 in
Paper orientation
Page orientation is the way in which a rectangular page is oriented for normal viewing. The two most
common types of orientation are portrait (vertical) and landscape (horizontal).
Margins
Margins are the blank spaces that line the top, bottom, and left and right sides of a
document. They are important because they help make a document look neat and
professional. To change margins, click on the Margins button, found on the Page Layout tab
A margin is a space separating text or other elements from the edge of the paper
commonly adjusted through the page setup. ... Most programs allow for the top, bottom, left,
and right margins to be set. The standard margin settings are 1" top and bottom and 1.25" left
and right.
By default, a new document's margins are set to Normal, which means it has a one-inch space
between the text and each edge.
The margin helps to define where a line of text begins and ends. When a page is justified
the text is spread out to be flush with the left and right margins. When two pages of content are
combined next to each other (known as a two-page spread), the space between the two pages
is known as the gutter.
Columns
Columns are a group of cells aligned vertically, and they run from top to bottom.
Rows are a group of cells arranged horizontally to provide uniformity , and the
combination of columns and row is Table as Multiple cells
a table is a structure of vertical columns and horizontal rows with a cell at every intersection.
1.1.2 Divide document into sections
Section breaks
Hyphenation
Hyphenation is what you do when you use a dash-like punctuation mark to join two words
into one or separate the syllables of a word. ... The process of using a hyphen, that short
dash in compound words like dog-friendly, fast-acting, and well-known, is what hyphenation is
all about.
Manual hyphenation: On the Layout tab, click the Hyphenation button and choose Manual on
the drop-down list. Word displays a box with some hyphenation choices in it, as shown here.
The cursor blinks on the spot where Word suggests putting a hyphen. Click Yes or No to accept
or reject Word's suggestion
Font/color/effects
A font is a graphical representation of text that may include a different typeface, point size,
weight, color, or design. ... Software programs like Microsoft Word, Microsoft Excel, and
WordPad allow users to change the font used when typing text in the document or spreadsheet,
as do web designers
Example of Fonts that are Font color , Font style , Font size , …..
You can change the look of your text by changing its fill, changing its outline, or adding effects,
such as shadows, reflections, or glows. Note: You can also apply text effects to WordArt.
You can change the look of a shape or text box by changing its fill or by adding effects
to it, such as shadows, glows, reflections, soft edges, bevels, and three-dimensional (3-
D) rotations. A fill is a color, pattern, texture, picture, or gradient applied to the interior of
a shape
A border in Microsoft Word 2019 is a paragraph-level format. Yes, it's a line. People call it a
line. But as a paragraph format, a border is coupled to a paragraph on the top, bottom, left, or
right or some combination thereof. The line can be thick, thin, doubled, tripled, dashed, or
painted in a variety of colors.
How to Use the Borders and Shading Dialog Box in M.S Word
Click the Home tab.
In the Paragraph group, click the triangle by the Borders button to display the Borders
menu.
Choose the Borders and Shading command. The Borders and Shading dialog box
appears, as shown here. The Borders and Shading dialog box.
Indenting paragraph
an indentation is a blank space between a margin and the beginning of a line of text. The
beginning of this paragraph is indented. Standard paragraph indentation is about five spaces or
one-quarter to one-half of an inch, depending on which style guide you follow
Spacing paragraph
Just as you can format spacing between lines in your document, you can
adjust spacing before and after paragraphs. This is useful for separating
paragraphs, headings, and subheadings
Line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize
the line spacing to be single spaced (one line high), double spaced (two lines high), or any other
amount you want.The default spacing in Word is 1.08 lines, which is slightly
larger than single spaced.
Learning Outcome 1.2: Work with pictures
1.2.1 Insert a picture
Position of picture
1.Select a picture.
2.Select the Layout Options icon.
3.Choose the layout options you want: To bring your picture in front of the text and set it
so it stays at a certain spot on the page, select In Front of Text (under With Text
Wrapping), and then select Fix position on page
1.Click the picture, and then click the Format Picture tab.
2.Click Picture Effects, point to a type of effect, and then click the effect that you want.
3.To fine-tune the effect, click Options at the bottom of any effect menu
Picture layout
1.Select a picture.
2.Select the Layout Options icon.
3. Choose the layout options you want: To bring your picture in front of the text and set
it so it stays at a certain spot on the page, select in Front of Text (under with text
wrapping) and then select Fix position on page
1.3.1 Pagination
Page Number
Select Insert > Page Number, and then choose the location and style you want. If you don't
want a page number to appear on the first page, select Different First Page. If you want
numbering to start with 1 on the second page, go to Page Number > Format Page Numbers,
and set Start at to 0
Header
A header is a separate bit of text at the top of a printed page. A header might be the title of
the novel you're reading, which is repeated on each page of the book. ... In any case, a header
is set apart from the main text of a document and is sometimes printed in a larger or bolder font.
Footer
In general, a footer is an area at the bottom of a document page containing data common
to other pages. The information in footers may include page numbers, creation dates,
copyrights, or references that appears on a single page, or on all pages
1.3.2 Footnotes
Insert footnotes /endnotes
Use footnotes and endnotes to explain, comment on, or provide references to something in
a document. Usually, footnotes appear at the bottom of the page, while endnotes come at the
end of the document or section
Footnotes and endnotes are both ways of adding extra bits of information to your writing
outside of the main text. Think of them like verbal asides, only in writing. You can use
footnotes and endnotes to add side comments to your work or to cite other publications like
books, articles, or websites
Set format
Style sets allow you to format all elements in your document at once instead of modifying
each element separately. From the Design tab, click the More drop-down arrow in the
Document Formatting group. Choose the desired style set from the drop-down menu. The
selected style set will be applied to your entire document
1. Click at the end of the sentence or phrase that you want to cite, and then on the
References tab, in the Citations & Bibliography group, click Insert Citations.
2. From the list of citations under Insert Citation, select the citation you want to use
Manage sources
Source Manager in Microsoft Word helps if you have a lot of sources, or for some other reason
you need to manage the sources of the document. This tool simplifies you work with citations
Use the Source Manager to add a source
1. On the Document Elements tab, under References, click Manage.
2. At the bottom of the Citations tool, click. ...
3. Click New.
4. On the Type of Source pop-up menu, select a source type.
5. Complete as many of the fields as you want. ...
6. When you are finished, click OK
Bibliography/citation styles
In your Word document, click on the References tab in the Ribbon. In the Citations &
Bibliography group, click the arrow next to Style. Click the style that you want to use for the
citation and source. Click at the end of the sentence or phrase that you want to cite
Insert bibliography
Bibliography, as a discipline, is traditionally the academic study of books as physical, cultural
objects; in this sense
1.Below is the most common file extensions used with text files and documents.
WAV - Waveform Audio File Format (WAVE, or more commonly known as WAV due to its
filename extension; pronounced "wave" or /ˈwæv/ WAV) (rarely, Audio for Windows) is a
Microsoft and IBM audio file format standard for storing an audio bit stream on PCs.
MP3 - the MPEG Layer-3 format is the most popular format for downloading and storing
music. ...
OGG (Online Gamer Guilder)is a free, open source container format supporting a variety of
codecs, the most popular of which is the audio codec Vorbis.
MP4(Media Player version 4) (mp4, m4a, m4v, f4v, f4a, m4b, m4r, f4b, mov)
3GP (3gp, 3gp2, 3g2, 3gpp, 3gpp2)
OGG (ogg, oga, ogv, ogx)
WMV (wmv, wma, asf*)Windows Media Video is a series of video codecs and their
corresponding video coding formats developed by Microsoft. It is part of the Windows Media
framework
WEBM (webm)is an audiovisual media file format. It is primarily intended to offer a royalty-
free alternative to use in the HTML5 video and the HTML5 audio elements.
FLV (flv) is a file format used by Adobe Flash Player and Adobe AIR to store and deliver
synchronized audio and video streams over the Internet.
AVIAudio Video Interleave (also Audio Video Interleaved), is a multimedia
container format introduced by Microsoft in November 1992 as part of its Video for Windows
software. AVI files can contain both audio and video data in a file container that allows
synchronous audio-with-video playback.
Typical Extension
Data Import techniques
Data Export techniques
Compress a file
File compression is a data compression method in which the logical size of a fileis reduced
to save disk space for easier and faster transmission over a network or the Internet. It enables
the creation of a version of one or more files with the same data at a size substantially smaller
than the original file.
Common compressed file extensions are .ZIP, .RAR, .ARJ, .TAR.GZ, and .TGZ.
File Conversion
File conversion is the process of converting a file into another type.
Most of Microsoft word like office 2016 has an option of converting word files into PDF
documents. To perform this, go to File> click on Save as >choose the location of file> on the
save as type option select pdf> click ok
NB: to convert video files into audio files we often use an application known as Format
factory
Format factory is a freeware and fully-featured media converter which can convert between
a slew of different audio and video formats with a specialty on converting between formats
for mobile devices. Format Factory can also take two separate audio files produced by your
phone and join them into one file.
2.2 Appropriate use of storage media
Different types of storage (off-line/On-line storage)
Online data storage refers to the practice of storing electronic data with a third party service
accessed via the Internet. It is an alternative to traditional local storage (such as disk or tape
drives) and portable storage (such as optical media or flash drives).
One of the biggest benefits of online storage is the ability to access data from anywhere. online
data storage also provides the ability to share files among different users. This is particularly
helpful for business users, although it's also popular with consumers who want to share photos,
videos and similar materials with their friends and family.
Some people worry about the security of cloud storage services, and some vendors have
experienced significant outages from time to time, leading to concerns about reliability.
Near-line storage is a type of storage medium that is external to a computer and provides
quick and scalable access to storage devices/capacity within an IT environment.
This term refers to any storage architecture, infrastructure or technology that resides
between online and offline storage sources.
Near-line storage devices include DAT and DLTtapes (sequential access), optical storage
such as CD-ROM, DVD and Blu-ray, Magneto-Optical which utilize magnetic heads
with an optical reader, and standard also slower P-ATA and SATA hard disk drives.
Offline storage
Offline storage refers to any storage medium that must be physically inserted into a
system every time a user’s wants to access or edit data.
Offline storage can be any type of internal or external storage that can easily be
Offline storage is any storage that is not currently online, live or connected to the
computer. The data stored in offline storage remains permanently in the storage device
even if it’s disconnected or unplugged from the computer after the data has been stored.
Offline storage is generally portable in nature and can be used on different computer
systems. Common examples of offline storage include floppy disks, compact disks and
USB sticks.
While SSDs have many advantages over HDDs, they also have some drawbacks (they use
less moving parts which makes them less likely to experience damage from vibrations, drops,
accidents, and other wear and tear. Less moving parts also means that SSDs are much faster,
offering instant-load performance. Their lightweight components make them easier to carry).
Since the SSD technology is much newer than traditional hard drive technology, the price of
SSDs is substantially higher.
Network Attached Storage (NAS) is devices store and share data for multiple
computers, that can be accessed remotely.
NAS is specialized for serving files either by its hardware, software, or configuration.
Disk formatting
Disk formatting is the process of preparing a data storage device such as a hard disk
drive(HHD), solid-state drive(SSD), floppy disk or USB flash drive for initial use.
Partitioning: it is the process that enables users to divide a physical disk into logical
sections. For example, allowing multiple operating systems to run on the same device.
Partitioning a disk can make it easier to organize files, such as video and photo libraries,
especially if you have a large hard drive.
As the system is new, it is wise to create partitions on the hard disk. You can create 3 partitions
such as for example: Local Disk C: Disk (for software) and Disk E (for files storage i.e. music,
films, documents,…).
Erase data: this is the way of removing (something written, for example) by rubbing,
wiping, or scraping data from a magnetic tape or other storage medium. It is simply to
delete (data) from a computer's memory.
Data erasure is a software-based method of overwriting the data that aims to completely
destroy all electronic data residing on a hard disk drive or other digital media by using zeros
and ones to overwrite data onto all sectors of the device.
2.3 Appropriate application of Printer settings
Printer is an electronic device that produces hardcopies from electronic files.
Why printer is called hardcopy output?
Hardcopy is a printed copy of information from a computer. Sometimes it refers to as a printout,
so it called hardcopy because it exists as a physical object. Hardcopy is tangible output that
usually printed.
Page setup
What is page setup?
Those parameters can include everything from the size, margins, page orientation, to quality of
print. it's a menu that allows users to customize the layout of a page. The page setup dialog box
is usually available from the File drop-down menu
Print preview It allows a user to see what a document will look like if printed.
Steps: Go on office button>print> print preview
Price
Ink usage
Ink cost
Maintenance/Cleaning
Warranty
RIP compatibility
Printer longevity
Resale value
Printer options: represent the states that can be assigned to printer features.
Printing one or more copies: Print multiple copies of a document. If you don't choose a
certain number of copies to print, Word automatically prints one copy. But you can
change that to almost any number you'd like, as long as it's not more than
32,767copies at one time.
A network is a set of devices connected by physical media links. In other words, is a term refers
to an interconnection of two or more entities like computers, devices and people.
LAN is usually a small network constrained to a small geographic area such as home, school,
computer laboratory, office building, or closely positioned group of buildings. All nodes are
under the same administration.
Wide area network, or WAN: this is usually a larger network that covers a large
geographic area. It connects countries, continent even the whole world.
Wireless Local Area Network or WLAN:is the wireless equivalent of the LAN and
WAN. Using a communications channel that combines many types of media such as
telephone lines, cables, and air waves.
Storage-Area Network (SAN) : Is a computer Network which provides access to
consolidated , block level data storage . SANs are primarily used to access storage
devices such as Disk arrays and Tape libraries from sever so that the devices appear to
the operating system as direct attached storage
Some of basic hardware components of LAN's are:
Networking Interface Card (NICs): Is a computer hardware component that connects a
computer to computer network. Early Network Interface Cards were commonly implemented on
expansion cards that plugged into a computer bus.
Server: It is the computer that serves information to other computer. these computer computers
are called Clients, can connect to a server through either LAN or WAN such as Internet. A
Server is a vital piece of your IT infrastructure.
Station: is High performance computer system that is basically designed for a single user and
has advanced graphics capabilities, large storage capacity and a powerful microprocessor(CPU)
HUB: is components of network that connects device together, a hub also can acts as a repeater
in that it amplifies signals that deteriorate after travelling long distances over connecting cables.
Switch: It is multiport device that improves network efficiency. It maintains limited routing
information about nodes in the internal network and it allows connections to systems like hub
and router.
Router: It helps to transmit packets to their destinations by charting a path through the sea of
interconnected networking device using different network topologies. Routers are intelligent
devices and they store information about the networks they are connected to.
There are two types of IP addresses – public and private. Public IPs are used by routers and by
computers connected directly to DSL modems without a router. Private IP addresses are
special IP addresses that are known only to a router and its home network
With an IPv4 IP address, there are five classes of available IP ranges: Class A, Class B, Class
C, Class D and Class E, while only A, B, and C are commonly used. Each class allows for a
range of valid IP addresses, shown in the following table. Supports 16 million hosts on each of
127 networks
IP address classes
how is a SAN different than NAS and how does how it segregate storage traffic?
SAN provides a pool of storage resources that can be centrally managed and allocated as needed.
A SAN typically uses Fiber Channel connectivity, while NAS typically ties into to the network
through a standard Ethernet connection. A SAN stores data at the block level,
while NAS accesses data as files
Enterprise private network, or EPN
It is a computer network built by an enterprise to interconnect the sites of the company (such as
head and remote offices, shops, production sites, etc.) on purpose to share the computer
resources.
Virtual private network, or VPN
It is a term used to describe a digital network within another physical computer network. VPNs
are used to allow individuals access to protected information stored on a private network by
connecting to that network using a public network.
Connect to the internet
Fixed internet
Fixed internet is a group of computers, printers, phones, and other equipment that
are connected by wires, rather thanby radio signals.Having fixed network points also
means that cables will have to be removed whenever the office layout changes.
Mobile internet
Mobile internet in computing this network transports data, voice, and video over a network via
a mobile device. It is accessed by means of a smartphone, laptop or other mobile device.
LEARNING UNIT 3: MANAGE DATA
Length
Description
Techniques of entering data types in cells and their default formats
Labels to describe pieces of information
Values (Raw numbers or dates)
Formulas to perform calculations
3.2 Proper application of data validation
Create validation rules (Entries allowed in the cell, prompt message and Warning alerts)
Search/Find. Replace
MSW Find & replace. MSW Find &replace. To locate a word or phrase in a Word document, use
Edit/Find. Enter the word or phrase into the Find what: field and select Find Next. To replace a
word or phrase, select the Replace tab and enter the text to be found and the text to be replaced
Find and replace text
1. On the Home tab, choose Replace. Or, press Ctrl+H.
2. In the Find what box, enter the word or phrase you want to locate.
3. In the Replace with box, enter your new text.
4. Select Find Next until you come to the instance you want to update.
5. Choose Replace.