EEC 112 – INTRODUCTION TO COMPUTER SOFTWARE

UNIT 1
BRIEF INTRODUCTION OF COMPUTER
1.1 What is a Computer?
A computer is a programmable electronic device that accepts raw data as input
and processes it with a set of instructions (a program) to produce the result as
output. It renders output just after performing mathematical and logical
operations and can save the output for future use. It can process numerical as
well as non-numerical calculations.
A computer is designed to execute applications and provides a variety of
solutions through integrated hardware and software components. It works with
the help of programs and represents the decimal numbers through a string of
binary digits. It also has a memory that stores the data, programs, and result of
processing. The components of a computer such as machinery that includes
wires, transistors, circuits, hard disk are called hardware. Whereas, the
programs and data are called software.

The basic parts without which a computer cannot work are as follows:

o Processor: It executes instructions from software and hardware.

Memory: It is the primary memory for data transfer between the CPU
and storage.
o

Motherboard: It is the part that connects all other parts or components of

a computer.
o

o Storage Device: It permanently stores the data, e.g., hard drive.

Input Device: It allows you to communicate with the computer or to input
data, e.g., a keyboard.
o

o Output Device: It enables you to see the output, e.g., monitor.

1.2 History of Computer

The first counting device was used by the primitive people. They used sticks,
stones and bones as counting tools. As human mind and technology improved
with time more computing devices were developed. Some of the popular
computing devices starting with the first to recent ones are described below;

Abacus

The history of computer begins with the birth of abacus which is believed to be
the first computer. It is said that Chinese invented Abacus around 4,000 years
ago.

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Napier's Bones

It was a manually-operated calculating device which was invented by John

Napier (1550-1617) of Merchiston. In this calculating tool, he used 9 different
ivory strips or bones marked with numbers to multiply and divide.

Pascaline

Pascaline is also known as Arithmetic Machine or Adding Machine. It was

invented between 1642 and 1644 by a French mathematician-philosopher
Biaise Pascal. It is believed that it was the first mechanical and automatic
calculator.

Stepped Reckoner or Leibnitz wheel

It was developed by a German mathematician-philosopher Gottfried Wilhelm

Leibnitz in 1673. He improved Pascal's invention to develop this machine. It
was a digital mechanical calculator which was called the stepped reckoner as
instead of gears it was made of fluted drums.

Difference Engine

In the early 1820s, it was designed by Charles Babbage who is known as

"Father of Modern Computer". It was a mechanical computer which could
perform simple calculations. It was a steam driven calculating machine
designed to solve tables of numbers like logarithm tables.

Analytical Engine

This calculating machine was also developed by Charles Babbage in 1830. It

was a mechanical computer that used punch-cards as input. It was capable of
solving any mathematical problem and storing information as a permanent
memory.

Mark I

The next major changes in the history of computer began in 1937 when
Howard Aiken planned to develop a machine that could perform calculations
involving large numbers. In 1944, Mark I computer was built as a partnership
between IBM and Harvard. It was the first programmable digital computer.

Modern-day Desktop/Laptop
The latest computers today are the desktop and laptop computers of various
sizes and brands. They all form the type of computers known as
microcomputers which, are reduced in sizes and components.
1.3 Uses of Computer
Computers are playing a vital role in almost every field and making our day-to-
day tasks more manageable. Computers were only used to perform complex
numerical calculations in a previous time, but they have reached too far and
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now perform many different roles. They are now performing diverse set
functions from complicated calculations to generating business reports, bill
generation to education, programming or development to entertainment, etc.
a) Business
Computers are almost part of a business setup because they increase
productivity and help race in a competitive environment. In businesses,
computers are primarily used to store and manage accounts and personal
data, maintain projects, track inventory status, and make reports and
presentations.
Science
In science, research and engineering, computers are best suited for
b)

collecting, analyzing, categorizing, and storing the data. They also help
scientists to exchange data with each other both internally and
internationally.
Government
In the government sector, computers are beneficial. They are getting
c)

used to performing various functions in different departments and

improving their services' quality, efficiency, and productivity. Some
examples of such services are city planning, traffic control, law
enforcement, infrastructure developments, and tourism. In most cases,
the primary purposes of using computers are performing data processing
tasks, maintaining citizens' database, and promoting a paperless
environment.
Health and Medical
Computers are radically changing the methods of diagnosis in hospitals.
d)

They are used for maintaining patients' information, records, live

monitoring of patients, X-rays, and more. Everything is being digitized
with the help of computers. Computers help configure lab-tools, monitor
heart rate, and blood pressure, etc. Doctors get extra advantages in
treating patients with proper drugs and medicines. Additionally,
computers enable doctors to exchange patient's data easily with other
medical specialists.
Education
They help people get different educational materials (such as images,
e)

videos, e-books, etc.) in one place. All such information can be accessed
through the Internet. Additionally, computers are best suited for online
classes, online tutoring, online examinations, and creating assignments
and projects.
Industry
Computers are used in industries to perform various tasks, such as
f)

maintaining inventory, interior designing, designing samples or virtual

products, communicating over video conferencing, and more. Online
marketing has made it easier for people to buy products in rural areas.
Online trading in stock markets has also seen a significant revolution due
to its easy participation potential.
g) Banking

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 Banking has become so advanced in the past few years. Most countries
use online banking systems where customers can access their data
directly using computers and the Internet. People can check their
account balance, transfer money, and pay online bills, including credit
cards. Besides, Banks use computers to perform transactions and store
customer data, transaction records, etc.

1.4 Computer Hardware and Software

Software, which is abbreviated as SW or S/W, is a set of programs that enables
the hardware to perform a specific task. All the programs that run the
computer are software. The software can be of three types: system software,
application software, and programming software.
Hardware, which is abbreviated as HW, refers to all physical components of a
computer system, including the devices connected to it. You cannot create a
computer or use software without using hardware.
Difference between Hardware and Software
Both hardware and software are crucial parts of a computer system, also they
are quite different from each other. The important differences between
Hardware and Software are highlighted in the following table −
Parameter Hardware Software
Definition Hardware is a set of physical Software is a program or set
parts of computers which of instructions which are to be
actually executes the executed by CPU to do the
instruction. intended task.
Developme Hardware is manufactured in A software is developed,
nt factories. These are engineered by software
manufactured by assembling development companies.
different electronic devices in These are created by writing
a right manner, according to computer codes using
circuit diagram. programming languages.
Dependenc A hardware cannot do any task A software cannot execute if
y without a software instructing underlying hardware is not
it. present.
Tangible A hardware can be touched; Software being digital can be
being a physical electronic seen but cannot be touched.
device.
Categories Hardware categories: Input Software categories:
Devices, Output Devices, Programming Software,
Storage Devices, Internal Application Software,
components of CPU and Operating Systems.
motherboard.
Virus Hardware remain unaffected Software is affected by virus
impact by viruses. being primary target.
Digital A hardware can be only Software can be transferred
Transfer physically transferred. electronically.
Replaceme If hardware gets damaged, it is If Software get damaged, it is
nt replaced with new one. reinstalled.
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Programmi Hardware understands only Software can be developed in
ng machine language (or binary machine language or
language language). assembly language or high-
level language.
Reasons of Physical factor like dust, Programming errors like
failure moisture, overheating, etc. are syntax error, overloading,
responsible for the failure of code interpretation and
the computer hardware. execution, etc. are mainly
responsible for failure of
computer software.
Primary Hardware perform a task Software instructs the
Function physically. hardware parts about how to
perform a task.
Examples Examples of hardware are: Examples of computer
monitor, keyboard. Mouse, software are: Word, Excel,
cables, motherboard, speaker, PowerPoint, internet
printer, memory devices, CPU, browsers, Photoshop, MS-
etc. Access, video player, etc.

1.5 Computer’s Processing Mechanism

The computer’s mechanism is consisted of the Central Processor (CPU), the
Input and the Output units. The series of processes that involve entering of
data into the machine, processing, storing and giving the output, collectively
make up the Input-Process-Output (IPO) Algorithm. Here we shall examine the
various components that makeup the processing mechanism.
The Central Processor (or CPU)
Central Processing Unit (CPU) consists of the following features −

CPU is considered as the brain of the computer.

CPU performs all types of data processing operations.


It stores data, intermediate results, and instructions (program).



It controls the operation of all parts of the computer.




CPU itself has following three components.

Memory or Storage Unit

Control Unit


ALU(Arithmetic Logic Unit)




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Memory or Storage Unit

This unit can store instructions, data, and intermediate results. This unit
supplies information to other units of the computer when needed. It is also
known as internal storage unit or the main memory or the primary storage or
Random Access Memory (RAM).
Functions of the memory unit are −
It stores all the data and the instructions required for processing.
It stores intermediate results of processing.


It stores the final results of processing before these results are released


to an output device.


Control Unit

This unit controls the operations of all parts of the computer but does not carry
out any actual data processing operations.
Functions of this unit are −
It is responsible for controlling the transfer of data and instructions
among other units of a computer.


It manages and coordinates all the units of the computer.

It obtains the instructions from the memory, interprets them, and directs


the operation of the computer.



It communicates with Input/Output devices for transfer of data or results

from storage.


ALU (Arithmetic Logic Unit)

This unit consists of two subsections namely,

 Arithmetic Section

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  Logic Section
Arithmetic Section
Function of arithmetic section is to perform arithmetic operations like addition,
subtraction, multiplication, and division. All complex operations are done by
making repetitive use of the above operations.
Logic Section
Function of logic section is to perform logic operations such as comparing,
selecting, matching, and merging of data.
The Input Mechanism
The input mechanism provides all the devices needed to enter data into the
computer. Before the processing job is carried out, data has to first be sent into
the computer. Following are some of the important input devices which are
used in a computer −
Keyboard
Mouse


Joy Stick


Light pen


Track Ball


Scanner


Graphic Tablet


Microphone


Magnetic Ink Card Reader(MICR)



Optical Character Reader(OCR)



Bar Code Reader



Optical Mark Reader(OMR)




The Processing Mechanism

The processed data is being displayed or sent out as output results via the
output devices. Following are some of the important output devices used in a
computer.
Monitors
Graphic Plotter


Printer



UNIT 2
COMPUTER STORAGE
A memory is just like a human brain. It is used to store data and instructions.
Computer memory is the storage space in the computer, where data is to be
processed and instructions required for processing are stored. The memory is
divided into large number of small parts called cells. Each location or cell has a
unique address, which varies from zero to memory size minus one. For
example, if the computer has 64k words, then this memory unit has 64 * 1024
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= 65536 memory locations. The address of these locations varies from 0 to
65535.
Memory is primarily of three types −

Cache Memory
Primary Memory/Main Memory


Secondary Memory



2.1 Cache Memory

Cache memory is a very high speed semiconductor memory which can speed
up the CPU. It acts as a buffer between the CPU and the main memory. It is
used to hold those parts of data and program which are most frequently used
by the CPU. The parts of data and programs are transferred from the disk to
cache memory by the operating system, from where the CPU can access them.
The advantages of cache memory are as follows −

Cache memory is faster than main memory.

It consumes less access time as compared to main memory.


It stores the program that can be executed within a short period of time.


It stores data for temporary use.




The disadvantages of cache memory are as follows −

Cache memory has limited capacity.

It is very expensive.



2.2 Primary Memory (Main Memory)

Primary memory holds only those data and instructions on which the computer
is currently working. It has a limited capacity and data is lost when power is
switched off. It is generally made up of semiconductor device. These memories
are not as fast as registers. The data and instruction required to be processed
resides in the main memory. It is divided into two subcategories RAM and
ROM.
Characteristics of Main Memory
a) These are semiconductor memories.
b) It is known as the main memory.
c) Usually volatile memory.
d) Data is lost in case power is switched off.
e) It is the working memory of the computer.
f) Faster than secondary memories.
g) A computer cannot run without the primary memory.

2.3 Secondary Memory

This type of memory is also known as the backing storage or non-volatile. It is

slower than the main memory. These are used for storing data/information
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permanently. CPU directly does not access these memories, instead they are
accessed via input-output routines. The contents of secondary memories are
first transferred to the main memory, and then the CPU can access it. For
example, disk, CD-ROM, DVD, etc.
Characteristics of Secondary Memory
a) These are magnetic and optical memories.
b) It is known as the backup memory.
c) It is a non-volatile memory.
d) Data is permanently stored even if power is switched off.
e) It is used for storage of data in a computer.
f) Computer may run without the secondary memory.
g) Slower than primary memories.

UNIT 3
OPERATING SYSTEM

In the Computer System (comprises of Hardware and software), Hardware can

only understand machine code (in the form of 0 and 1) which doesn't make any
sense to a naive user.

We need a system which can act as an intermediary and manage all the
processes and resources present in the system.

Operating System can be defined as an interface between user and the

hardware. It is responsible for the execution of all the processes, Resource
Allocation, CPU management, File Management and many other tasks. It
provides an environment to the user so that, the user can perform its task in
convenient and efficient way.
3.1 PC DOS/MS-DOS

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Disk Operating System (DOS) is a form of operating system which presents an
interface or working environment inform of command prompts; commands are
only issued with the keyboard and not the mouse.

A disk operating system (DOS) is an operating system for x86 based personal
computers mostly developed by Microsoft. MS-DOS, its rebranding as IBM PC
DOS, and some operating systems attempting to be compatible with MS-DOS.
Sometimes it is referred to as "DOS", which is also the generic acronym for
disk operating system.

MS-DOS was the main operating system for IBM PC compatible personal
computers during the 1980s. It was gradually superseded by operating systems
offering a graphical user interface (GUI) in various graphical Microsoft
Windows operating system generations.

How DOS works?

When a computer is powered on, it goes through various steps called the boot
process. For a computer running a disk operating system in the following six
steps, such as:

1. The read-only memory (ROM) bootstrap loader reads the Master Boot
Record and passes control over to it.
2. The boot record loads the disk operating system into memory, and it
takes control of the machine.
3. The computer transfers data stored on a magnetic disk to its main
memory, the random access memory.
4. It also transfers data to external devices attached to the computer, such
as a computer screen or printer.
5. The computer provides various applications programming interfaces for
programs like character input/output, memory management, program
loading, termination, and handling input from the user through a
keyboard.
6. The OS also provides file management that organizes, reads, and writes
files on storage. The files are organized in a hierarchical structure of
directories, subdirectories, and files.

3.2 Windows OS

The Windows Operating System presents the graphical user interface (GUI)
system of computing. Commands are arranged in frames called windows.

What is GUI OS?

It is a visual representation of communication presented to the user for easy

interaction with the machine. The actions in a GUI are usually performed
through direct manipulation of graphical elements like buttons and icons.
Communication can be performed by interacting with these icons rather than
the usual text-based or command-based communication.

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There are different elements and objects that the user use to interact with the
software to make a user friendly GUI.

Button: A graphical representation of a button that acts as a program

when pressed.
o

Dialogue box: A type of window that displays additional information and

asks a user for input.
o

Icon: Small graphical representation of a program, features, or file.

Menu: List of commands or choices offered to the user through the menu
o

bar.
o

Ribbon: Replacement for the file menu and toolbar that groups programs
activities together.
o

Tab: Clickable area at the top of a window that shows another page or
area.
o

Toolbar: Row of buttons, often near the top of an application window,

that controls software functions.
o

Window: Rectangular section of the computer's display that shows the

program currently being used.
o

Types of GUI based Operating System

The different types of the operating system based on GUI are as follows:
1. Microsoft Windows
Microsoft Windows is one of the most common GUI based operating systems. It
is developed and marketed by Microsoft. The current version of Microsoft
Windows is Windows 10. Moreover, it has several earlier versions like Windows
XP, Windows 8, Windows 7, etc. Besides, the most common editions for home
computers are Windows Home (Win Home) and Windows Professional (Win Pro
or Windows Pro).
2. Linux
Linux is a popular operating system. It is not a part of any particular firm or
organization. Rather, it was developed by a programmer Linus Torvalds in
1991. It is an open-source operating system. Today, LINUX is run in many
organizations, private offices, on mobiles, supercomputers, over the internet,
etc.
3. Android
It is one of the most common versions of the operating system today. It is used
on mobile phones and tablets. Most versions of it are the open-source
operating system.
4. Apple iOS
After android, it is one of the most popular OS. It is designed to run on Apple
devices such as iPhones, iPad tablets, etc.
5. MacOS
It is the operating system used in Apple laptops and Apple desktops. Moreover,
It’s most popular features are Siri and FaceTime.

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3.3 Windows Explorer
Windows Explorer is an application that provides detailed information about
your files, folders and drives. You can use it to see how your files are organized
and can be used to copy, move and rename files. Explorer uses the directory
windows to graphically display the directory structure of your disk and files.
Windows or file explorer is divided into two panes. The left pane displays the
list of drives and folders on the computer. The right pane displays the contents
of the selected drive or folder. By using these two panes, you can browse
through the contents of your computer in a single window.
Files and Folders
A file is a resource for recording data for storage into computer memory. It is
created with a name for easy identifications.
Folders on the other hand, are places in the computer’s directory where files
are kept. After creating a folder, we can move files into it or create new files
within the folder.
Files and folders can apart from being created, be copied, moved, renamed or
deleted.

3.4 What is a File System?

A file system is a process of managing how and where data on a storage disk,
which is also referred to as file management or FS. It is a logical disk
component that compresses files separated into groups, which is known as
directories. It is abstract to a human user and related to a computer; hence, it
manages a disk's internal operations. Files and additional directories can be in
the directories. Although there are various file systems with Windows, NTFS is
the most common in modern times. It would be impossible for a file with the
same name to exist and also impossible to remove installed programs and
recover specific files without file management, as well as files would have no
organization without a file structure.
A disk (e.g., Hard disk drive) has a file system, despite type and usage. Also, it
contains information about file size, file name, file location fragment
information, and where disk data is stored and also describes how a user or
application may access the data. The operations like metadata, file naming,
storage management, and directories/folders are all managed by the file
system.
File Operations
A file is a collection of logically related data that is recorded on the secondary
storage in the form of sequence of operations. The content of the files are
defined by its creator who is creating the file. The various operations which can
be implemented on a file such as read, write, open and close etc. are called file
operations. These operations are performed by the user by using the
commands provided by the operating system. Some common operations are as
follows:

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 1. Create Operation
This operation is used to create a file in the file system. It is the most widely
used operation performed on the file system. To create a new file of a
particular type the associated application program calls the file system. This
file system allocates space to the file.
2. Open Operation
This operation is the common operation performed on the file. Once the file is
created, it must be opened before performing the file processing operations.
When the user wants to open a file, it provides a file name to open the
particular file in the file system. It tells the operating system to invoke the open
system call and passes the file name to the file system.
3. Write Operation
This operation is used to write the information into a file. A system call write is
issued that specifies the name of the file and the length of the data has to be
written to the file.
4. Read Operation
This operation reads the contents from a file. A Read pointer is maintained by
the OS, pointing to the position up to which the data has been read.
5. Re-position or Seek Operation
The seek system call re-positions the file pointers from the current position to a
specific place in the file i.e. forward or backward depending upon the user's
requirement. This operation is generally performed with those file management
systems that support direct access files.
6. Delete Operation
Deleting the file will not only delete all the data stored inside the file it is also
used so that disk space occupied by it is freed.
7. Close Operation
When the processing of the file is complete, it should be closed so that all the
changes made permanent and all the resources occupied should be released.
8. Rename Operation
This operation is used to rename the existing file.

UNIT 4
THE CONCEPT OF SOFTWARE PACKAGE
An application package is simply a bundle of computer software or programs
that is created and compiled to address specific business needs. At times,
hardware is also included in the package to make work easier. Generally,
programs included in a package are interrelated; they increase productivity
and they help accomplish tasks easier. Many packages work on a specific

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operating system or computer but more often than not, a software developer
offers a particular package for many operating systems.
Examples of computer application packages are:
(i.) Microsoft Office suite (ii.) Lotus Smartsuite (iii.) Microsoft Encarta

Microsoft Office Suite

This is a general purpose application package designed to solve user problems

in various areas. It consist of programs like Ms-Word, Ms-Access, Ms-Excel,
Ms-Powerpoint, Ms-Publisher, etc.

Lotus Smart Suite

Lotus SmartSuite, the award-winning office suite, includes: Lotus 1-2-3, Word
Pro, Lotus Organizer Release, Freelance Graphics, Approach.

SmartSuite provides a collaborative Work Management platform that enables

teams to plan, track and manage any workflow - whether it be a project, an
ongoing process or routine everyday tasks. Combined with Lotus Notes and the
Internet, makes Lotus SmartSuite the industry's most complete suite for
addressing the needs of both enterprise and individual users.

MS-Encarta
Microsoft Encarta is a digital encyclopedia program made by Microsoft. It was
initially released on CD-ROM in 1993 and was also available on the Internet via
an annual subscription on the Microsoft Network being identical to Encarta
'95, but branded as "Intro Edition".
Microsoft Encarta Collection runs on the following operating systems:
Android/iOS/Windows/Mac/Linux.

4.1 MS-WORD PACKAGE

This is a popular application package made by the Microsoft Cooperation,

which is used for word processing. It is part of the Microsoft Office Suite.

We shall take a look at the functions of MS-word by carrying out the following:

a) Entering Text: MS-Word, like every other word processor allow entering
of text via the keyboard, which is designed in such a way that all text
characters of over 100 characters are found on it. By pressing any of the
keys will cause the cursor to type the character associated with the key
in question.

b) Formatting Text: Features like emboldening, font size, font style and font
type, etc. could be applied on the text entered in the MS-word
environment.

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 c) Creating and Saving Text Files: With this application package, users can
easily create and save files. Once you start the application you can start
typing to create a file. Files can be saved by following a routine to
complete their storage for future use.

d) Editing Text: Editing text could include copy & paste, cut & paste, delete,
add, etc.

e) Importing Objects: Objects like pictures and shapes can be imported

from outside the Ms-word environment.

f) Spelling and Grammar Checking: It’s a feature of Ms-word that checks

automatically for misspelt words and wrong gramma constructs in the
document. Where there are errors, a red or blue line is indicated so that
users’ attention is drawn for proper action to be taken.

g) Creating Tables and Textbox: Tables can be inserted and values entered
in form of rows and columns. Textbox are inserted inside plane shapes to
enable user type or enter text within the shapes.

h) Inserting Shapes: Plane shapes like rectangle, etc. can be inserted into
the document.

i) Inserting Equations & Symbols: Mathematical equations as well as

symbols can be inserted from the insert menu.

j) Page Setup: from the page layout menu, one can customize the
appearance of the page and how text should appear when finally printed
out. Various settings like margin, page size, page orientation, columns,
indentation, paragraph spacing, etc. can be applied.

k) Saving & Printing: The final action one can do on a text document is to
save (store) for future use and then print on hard copy for physical use.
4.2 MS-Word Layout Tools
The default word document layout tools include the following:
Title Bar: displays the document name and the application
Menu Bar: contains the list of menus available inside word, each menu


contains a specific set of commands.



Standard Toolbar: provides shortcuts in the form of buttons for

frequently performed tasks. In latest versions we have what is called


‘Quick access bar’. The basic shortcut commands on this bar include:
open, close, save, undo, redo, table, new page, etc.
Formatting Toolbar: Contains a list of formatting options available inside
the format menu. Latest versions do not have ‘format menu’, and so the


formatting toolbar is absent.

Horizontal and Vertical Rulers: used for measurement purposes like any
normal ruler; the default unit of measurement is in inches.


White Page Area: is the space area where you type, edit and format your
documents.


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 Insertion Point: is the blinking vertical line that indicates the position on
the screen (or on the white page area) where text and other graphics can


be placed. The insertion point is also called the cursor.

Task Pane: is a small window within the word window that provides
shortcuts to commonly used tasks.


Scroll Bars: are used to move up and down, or left and right in the
document.


Status Bar: displays the details such as the page number the user is
working on, section number, page number out of the total pages, and


words count, etc. contained in the entire document.

4.3 Functions of Commonly Used Commands

a)New: creates a new blank document based on the default template
b)Open: opens or finds an existing file
c)Save: save the active file with its current file name, location and file
format
d) saveAs: allow the user to save the unsaved document for the first time. It
gives you’re an opportunity to provide the file name of your choice,
choose the location and the type of document you want to save in.
e) Print: provides a dialog box to be completed for printing purposes
f) Print Preview: shows how the document will look when printed
g) Format Painter: copies the format from a selected object or text and
applies to other objects.
h) Undo: reverses the last command, use pull-down menu to undo several
steps
i) Redo: reverses the action of the Undo command; use the pull-down menu
to redo several steps
j) Insert Table: inserts a table into the document, or make a table of
selected text.
k) Insert Excel Worksheet: inserts an Excel spreadsheet into the Word
document.
l) Columns: changes the number of columns in the document
m) Zoom: enlarges or reduces the display of the active document (especially
the white page area), to enhance view.
n) B: makes your text bold
o) I: italicizes your text
p) U: underlines your text
q) Alignment: each button respectively allows you to make your text aligned
to the left, center, right side or justify the text across the page using the
buttons.
r) Line Spacing: Allows you to set the amount of space that word puts when
you move to the next line.
s) Font Colour: Allows you to change the text colour of your choice
t) Page Setup: Allows you to specify the size, margin settings and document
orientation
u) Find: Allows you to search for a text or phrase in the entire document
(Ctrl +F)
v) Bullets and Numbering: enables you to set different styles of numbering
automatically (bullets, numbers, or letters or Arabic numerals)
w) Drop Cap: used to drop the letter to different lines
x) Change Case: used to change the case of letters (Upper and Lower cases)
16
 y) Exit: Allows you to exit or close the entire document window.
z) Close: is an option that enables you to close only the file you work on it
currently

UNIT 5
GRAPHICS PACKAGE (CORELDRAW)
Graphics packages are the application programs used to create and manipulate
images. CorelDraw provide variety of tasks like that of contrast adjustment,
color balancing, adding special effects like borders to images and it is capable
of working with multiple layers and multiple pages. It is used to develop
banners, business cards, brochures, certificates, envelopes, invoices, memo an
so many other things.
5.1 Components of CorelDraw Environment (Window)
Standard Toolbar: it contains standard option icons like save, copy, cut, etc.
Property Bar: this bar contain or displays the properties of a selected object to
enable users access commands that are specific to the current object or tool
selected.
Tool Box: consists of all the tools which provide different functions in
CorelDraw.
Rulers: the rulers show the height and width of the page and are used in
measurements.
Colour Palette: by default, is located to the right of the work window and is
useful for applying different colours to graphic designs.
Status Bar: the last bar under the work window that indicates some properties
of the cursor as you move it across the window. It also show symbol properties
such as the fill or size.
Page Navigator: for navigating or moving pages. We can also add the pages
through this option.
Dockers Tab: Dockers allow access to effects, styles, colours, and many other
features of CorelDraw. They can be added or removed through the window
menu.
Flyouts in CorelDraw: In CorelDraw tools box there is a small triangle in the
lower right corner of each tool button which display the flyouts. Flyouts contain
the additional tools hidden under the tab of the current tool displayed.

6.0 SPREADSHEET APPLICATION PACKAGES

17
A spreadsheet is a software program you use to easily perform mathematical
calculations on statistical data and totaling long columns of numbers or
determining percentages and averages.
A spreadsheet, also called an electronic work sheet, is a computer program
that organizes data into rows and columns in the form of a graph. Each row
and column can be manipulated with formulas, commands, and formats. This
tool is especially useful for accountants, financial analysts, and business people
to analyze business performance numbers and results.
6.1 Spreadsheet Structure

A spreadsheet consists of a table of cells arranged into columns and rows.

Columns are normally represented by letters and rows by numbers. Each cell,
therefore, has an 'address' and can be located by its column and row – C5 for
example.

Cells commonly contain one of five different data types:

1. Boolean values: Boolean or logical values are either TRUE or FALSE. For
example, this could be Male/Female or Yes/No
2. Dates and times: Stores dates and times that can be used in calculations,
such as calculating ages from dates of birth, or wages from hours worked
3. Values: Numbers. Whole numbers (1, 2, 500) and decimals (1.5, 80.45
etc.) can be used interchangeably within a spreadsheet. For example, a
quantity in stock may be represented by a whole number, while employee
hours may be represented by a decimal number
4. Text: Descriptive pieces of information such as names, addresses and post
codes
5. Formula: Allows you to add, subtract, multiply or divide information in one
cell by the values in another cell. More complicated formulas containing
algebraic expressions and other mathematical equations can also be used
6.2 Advantages and Disadvantages of Spreadsheets
Here are some of the common advantages of spreadsheets.
1) They’re free
You can get access to spreadsheet software easily and they’re most often free.
The most common examples are Microsoft Excel and G-Suite, where you can
easily access them with just an internet connection.
2) Easy to use
The spreadsheets software is easy to use. Whether you want to manage your
personal finances or want to make tables for any purpose, it is easy to use.
Except for the usage of complex formulas, anyone can record information in
spreadsheets and it doesn’t require special training.
3) Easy to track payments or inventory
Tracking payments and inventory can be a complex and time taking task, but
spreadsheets make it easy for you. Spreadsheet software can be an affordable
option to analyze the company’s earnings and spending.

18
4) Business Plan
You can prepare a rough model of your business plan with this. In addition, you
can use it to track various aspects of your company like legal structure, its
strengths, weaknesses, revenue plan, etc. Besides, you can get many online
templates for your business.
5) Accounting
Accounting is one of the major functions of spreadsheets. If you’re an
accountant and want free software to create a balance sheet, financial
statements, budget, you can use spreadsheets for it. Furthermore, you can also
use them for expense tracking, forecasting and calculation of loans.
6) Integration
You can integrate your spreadsheet software with other software to boost its
productivity.
7) Formatting
This software allows you to do formatting to navigate lots of financial data.
With multiple formatting options, you can make your user visually appealing
and understandable. For example titling, colouring, etc.
Disadvantages
Though spreadsheets are free and easy to use but they’re not suitable for all
businesses due to:
1) More Chances of Error
They are more chances of human error who use this software for a large
amount of data. A small mistake can cost you thousands of pounds.
2) Difficult to Share Internally
If a single person is managing the spreadsheet, it works well. But if there are
more members added to the team, it’d be difficult to share and update the
spreadsheet information with the whole team.
3) Difficult for Data Visualization
Though you can prepare charts and graphs on spreadsheets but assembling the
visual data on it is a daunting task.
5) Security Risk
Commonly, spreadsheets are not secure and have a greater risk for
mismanagement. Besides, sensitive information can’t be protected from
hackers, even if it is protected by a password.

6.3 Some Important Features of MS-Excel

1. Window-based Application: Excel like all other applications (e.g. MS-
Word) has toolbars, shortcut menus, auto correct, online help and
wizards. Most of the features you experienced with Ms-Word can be seen
with Excel.
2. Workbooks: are the files in which worksheets related to a project are
held.
19
 3. OLE Support: object linking and embedding is a feature through which
Excel can contain any object ike a document, a picture, etc.
4. High Volumes of Data: Excel can contain large volumes of data. A
worksheet can contain 65536 rows and 256 columns of information. A
single cell can contain a maximum of 255 characters. One workbook can
contain a maximum of 256 worksheets.
5. Availability of Functions: Several Mathematical, financial and statistical
functions are available in an Excel package.
6. Availability of Charts and Graphs: Ms-Excel allows users to view data
entered as tables in a graphical form as charts, which helps the user to
easily understand, analyze data & do comparisons.
7. Sorting Capability: Excel has the capability sorting data in ascending or
descending orders.
8. Auto Fill Feature: Excel has the feature which allows to fill cells with
repetitive data such as chronological dates or numbers as well as
repeated text.

6.4 Getting Started with Excel

An Excel document is called a workbook. By default, Excel workbook contains
three-(3) worksheets designated as Sheet 1, Sheet 2, and Sheet 3. The file
extension name for Excel workbook is .xls
We can start Excel in many ways but the normal way include:
Start  Programs  Microsoft Office Suite  Ms-Excel
6.5 Components of the Excel Window
Rows, Columns & Cell: In a worksheet, rows are numbered from top to
bottom. The columns are labeled with letters from left to right. The cell is


the intersection of row and column. Therefore, cells are referenced using
column label and row number, e.g. C5.
Title Bar: Like in MS-Word, it contains the file name and the program
name.


Menu Bar: is made up of different menus, e.g. File, home, insert, design,
page layout, etc.


Active Cell: the cell in which you are working

Formula Bar: displays the content of the active cell. It is used to edit cell


content, or write formulas that can be executed to display their result in



the active cell.

Name Box: displays the cell address of the active cell. That is, the column
letter followed by the row number, e.g. B6


Status Bar: located at the very bottom of the screen displays brief
information about activating features within the worksheet area.


Sheet Tabs: appear above the status bar displaying the name of the
worksheets.


6.6 Entering Data

You can enter text, numbers and dates in an Excel worksheet directly.
Select the cell  Type the information  Press Enter from the keyboard.
6.7 Editing Text

20
The easiest way to edit the content of a cell is to select the cell and then retype
the entry. The new entry replaces the old contents. Many other ways of editing
data shall be seen through practical sessions.
6.8 Aligning Data
By default, any text entered in Excel is automatically aligned to the left and any
value or number is aligned to the right. To change the default alignment, you
can use the alignment buttons on the formation tool bar.
6.9 Formulas
In Excel, one of the powerful features is formulas. A formula is an equation that
is used to perform calculations on data in a worksheet. We can use formula to
perform Mathematical, Statistical & Date/Time operations on a single value or
a set of values by using operators.
The cells in which formulas are stored display the result of the calculation and
not the formula itself.
In excel, a formula starts with an equal (=) sign and should be followed by the
operation to be performed. We can use any number of operators in single
formula. MS-Excel evaluates the formula according to the order of precedence
of the operators as seen in this table.

Operator Operation Precedenc

e

() Bracket 1

^ Exponentiation 2

*, / Multiplication, 3
division

+, - Addition, subtraction 4

& Concatenation 5

=, >, < Comparisons 6

Example of the Formula Expression:

Suppose the values in the cells B2, C2, D2 are 34, 28, and 58
respectively. Now, to add these values and to have the result in the cell F2,
Click on the cell in which total marks is to be displayed (i.e. F2)
Type: “=(B2+C2+D2)”
-

Press Enter from the keyboard.

-
-
The value of 118 will be displayed in F2.
6.10 Functions
A function is a built-in, ready-made and frequently used formula that accepts
data, performs calculations & returns results.
To enter a function in a cell, you either enter in the cell directly or select the
cell and enter it in the formula bar and press enter key from keyboard. Each
21
formula is preceded by equality sign (=), followed by function name, cell-range
within brackets and the colon (:) inbetween the beginning and last cells. Thus:
“=function_Name(initial_Cell : last_Cell)”
E.g. =SUM(B2:D2) or =AVERAGE(B1:B10)
Mathematical Functions with Syntax and Purpose:
i) Sum(num1, num2,) – gives the sum of the values in a specified range
ii) Abs(number) – gives the absolute value of the number
iii) Fact(number) – gives the factorial of the number
iv) Sqrt(number) – gives the square root of the number
v) Log(number) – gives the logarithm of the number.
Statistical Functions with Syntax and Purpose:
i) Average(cell range) – calculates the average of the values in a
specified range
ii) Stdev(cell range) – calculates the standard deviation of the given data
iii) Mean(cell range) – calculates the mean of the given data
iv) Max(cell range) – gives the maximum value within the range specified
v) Count() – returns the total number of items in the count specified in
the list of argument.

6.11 Charts and Chart Types

Charts in Excel are used to represent data pictorially. We can use different
types of charts to represent data, such as:
Column charts; Bar charts; Line charts; Pie charts; XY (Scatter) charts; Area
charts; Doughnut; Radar; Surface; Bubble; Stock; and Cylinder, cone, &
Pyramid

UNIT 7
7.0 MS –ACCESS
The database is an organized collection of data related to a particular topic or
purpose. The database serves as a base from which desired information can be
retrieved; many meaning conclusions can be drawn. A database stored
electronically has distinct advantages over a manually organized system. It can
be maintained in a computer by using a database management system (DBMS).
DBMS is an application that enables us to maintain data in a database.
Maintaining data involves storing, organizing and retrieving the data.
MS-Access is a relational database management system (RDBMS) that is used
to store and manipulate large amounts of information. The extension name of
MS-Access file is .mdb
7.1 Database Objects
A database object is any aspect of a database that you can use to manipulate or
hold data. MS Access uses “objects" to help the user list and organize
information, as well as prepare specially designed reports. When you create a
database, Access offers you Tables, Queries, Forms, Reports, Macros, and
22
Modules. Databases in Access are composed of many objects but the following
are the major objects −
Tables
Queries


Forms


Reports



1. Tables: Store database data in rows (records) and columns (fields). Every
row represents a record while each piece of information in a record is
called field. For example, Student table is made up of these fields as:
admission no; student name, address, phone no; etc. while every row
containing information about a particular student known as his/her
record. Here is the guide in designing tables:
Each field must have a unique name, and data type.
Tables contain fields or columns that store different kinds of data,


such as a name or an address, and records or rows that collect all the


information about a particular instance of the subject, such as all the

information about a customer or employee etc.
You can define a primary key, one or more fields that have a unique
value for each record, and one or more indexes on each table to help


retrieve your data more quickly.

2. Queries: used to retrieve information from a database, given specific
conditions. An object that provides a custom view of data from one or
more tables. Queries are a way of searching for and compiling data from
one or more tables.
Running a query is like asking a detailed question of your database.
When you build a query in Access, you are defining specific search


conditions to find exactly the data you want.



In Access, you can use the graphical query by example facility or you
can write Structured Query Language (SQL) statements to create your


queries.
You can define queries to Select, Update, Insert, or Delete data.
You can also define queries that create new tables from data in one or


more existing tables.



3. Forms: are used as interfaces for users to enter, view and modify data in
a table.
Forms are used for entering, modifying, and viewing records.
The reason forms are used so often is that they are an easy way to


guide people toward entering data correctly.



When you enter information into a form in Access, the data goes
exactly where the database designer wants it to go in one or more


related tables.
4. Reports: are used to present data from tables or Queries in a format of
our choice. i.e. the printable form of the table or query or form.
You can view a report on your screen before you print it.
If forms are for input purposes, then reports are for output.


23
 Anything you plan to print deserves a report, whether it is a list of
names and addresses, a financial summary for a period, or a set of


mailing labels.
Reports are useful because they allow you to present components of
your database in an easy-to-read format.


You can even customize a report's appearance to make it visually

appealing.


Access offers you the ability to create a report from any table or
query.


5. Macros: used to automate frequently performed tasks. This object is a

structured definition of one or more actions that you want Access to
perform in response to a defined event. An Access Macro is a script for
doing some job. For example, to create a button which opens a report,
you could use a macro which will fire OpenReport action.
You can include simple conditions in macros to specify when one or
more actions in the macro should be performed or skipped.


You can use macros to open and execute queries, to open tables, or to
print or view reports.


You can also run other macros or Visual Basic procedures from within
a macro.


Data macros can be attached directly to table events such as inserting

new records, editing existing records, or deleting records.


Data macros in web apps can also be stand-alone objects that can be
called from other data macros or macro objects.


6. Modules: are used to perform advanced database operations, such as

validating data against complex conditions.
Module is an object in desktop databases containing custom procedures that
you code using Visual Basic. Modules provide a more discrete flow of actions
and allow you to trap errors.
Everything that can be done in a macro can also be done in a module, but
you don't get the macro interface that prompts you what is needed for


each action.
Modules are far more powerful, and are essential if you plan to write code
for a multi-user environment, because macros cannot include error


handling.
Modules can be standalone objects containing functions that can be
called from anywhere in your application, or they can be directly


associated with a form or a report to respond to events on the associated

form or report.
7.2 Access Data Types
Every field in a table has properties and these properties define the field's
characteristics and behavior. The most important property for a field is its data
type. A field's data type determines what kind of data it can store. MS Access
supports different types of data, each with a specific purpose.

24
 The data type determines the kind of the values that users can store in
any given field.


 Each field can store data consisting of only a single data type.
Here are some of the most common data types you will find used in a typical
Microsoft Access database.

Type of Data Description Size

Text or combinations of text and numbers, Up to 255

Short Text including numbers that do not require characters.
calculating (e.g. phone numbers).

Lengthy text or combinations of text and Up to 63, 999

Long Text
numbers. characters.

Numeric data used in mathematical 1, 2, 4, or 8 bytes

Number calculations. (16 bytes if set to
Replication ID).

Date and time values for the years 100 8 bytes

Date/Time
through 9999.

Currency values and numeric data used in 8 bytes

Currency mathematical calculations involving data
with one to four decimal places.

A unique sequential (incremented by 1) 4 bytes (16 bytes if

number or random number assigned by set to Replication
AutoNumber
Microsoft Access whenever a new record ID).
is added to a table.

Yes and No values and fields that contain 1 bit.

Yes/No only one of two values (Yes/No,
True/False, or On/Off).
If you use previous versions of Access, you will notice a difference for two
of those data types.


In Access 2013, we now have two data types — short text and long text.
In previous versions of Access these data types were called text and


memo.
The text field is referred to as short text and your memo field is now
called long text.


UNIT EIGHT (8)

NETWORK AND INTERNET
8.1 Computer Network
A network set up by connecting two or more computers and other supporting
hardware devices through communication channels is called a computer
network. It enables computers to communicate with each other and to share
commands, data, etc., including the hardware and software resources.

25
Uses of Network
It allows you to share resources such as printers, scanners, etc.
You can share expensive software and database among network users.
o

It facilitates communications from one computer to another computer.

o

It allows the exchange of data and information among users through a

o

network.
o

Popular Computer Networks:

Local Area Network (LAN)
Metropolitan Area Network (MAN)
o

Wide Area Network (WAN)

o
o

Local Area Network (LAN):

As the name suggests, the local area network is a computer network that
operates in a small area, i.e., it connects computers in a small geographical
area like within an office, company, school, or any other organization. So, it
exists within a specific area, e.g. home network, office network, school
network, etc.
Topologies of LAN
Topology: It refers to the arrangement of computers (nodes) in a computer
network. The main topologies of a local area network are as follows:
Ring Topology: As the name suggests, in a ring topology, the computers are
connected in a circular and closed loop.
Star Topology: In this topology, all the computers are separately connected to a
central node or connection point, which can be a server, a hub, a router, or a
switch. This topology offers an advantage that if a cable does not work, only
the respective node will suffer, the rest of the nodes will work smoothly.
Bus Topology: In this arrangement, the nodes (computers) are connected
through interface connectors to a single communication line (central cable)
that carries the message in both the directions.

Metropolitan Area Network (MAN)

MAN is a high-speed network that spreads over a large geographical area such
as a metro city or town. It is set up by connecting the local area networks using
routers and local telephone exchange lines. It can be operated by a private
company, or it may be a service provided by a company such as a local
telephone company.

Examples of MAN:
o Cable TV Network
o Telephone service provides that provide high-speed DSL lines
o IEEE 802.16 or WiMAX
o Connected fire stations in a city
o Connected branches of a school in a city

26
Advantages of MAN:
o Less Expensive: It is less expensive to set up a MAN and to connect it to
a WAN.
o High Speed: The speed of data transfer is more than WAN.
o Local Emails: It can send local emails fast.
o Access to the Internet: It allows you to share your internet connection,
and thus multiple users can have access to high-speed internet.
o Easy to set up: You can easily set up a MAN by connecting multiple
LANs.
o High Security: It is more secure than WAN.

Wide Area Network (WAN)

WAN extends over a large geographical area. It is not confined within an office,
school, city, or town and is mainly set up by telephone lines, fiber optic, or
satellite links. It is mostly used by big organizations like banks and
multinational companies to communicate with their branches and customers
across the world.
A WAN works by using TCP/IP protocol in combination with networking
devices such as switches, routers, firewalls, and modems. It does not connect
individual computers; rather, they are designed to link small networks like
LANs and MANs to create a large network. The internet is considered the
largest WAN in the world as it connects various LANs and MANs through ISPs.

8.2 Internet

Internet is a global network that connects billions of computers across the

world with each other and to the World Wide Web. It uses standard internet
protocol suite (TCP/IP) to connect billions of computer users worldwide. It is
set up by using cables such as optical fibers and other wireless and networking
technologies. At present, internet is the fastest mean of sending or exchanging
information and data between computers across the world.

Why is the Internet Called a Network?

Internet is called a network as it creates a network by connecting computers and

servers across the world using routers, switches and telephone lines, and other
communication devices and channels. So, it can be considered a global network of
physical cables such as copper telephone wires, fiber optic cables, TV cables, etc.
Furthermore, even wireless connections like 3G, 4G, or Wi-Fi make use of these cables
to access the Internet.
A server is a large computer that stores websites. It also has an IP address. A place
where a large number of servers are stored is called a data center. The server accepts
requests send by the client through a browser over a network (internet) and responds
accordingly.
To access the internet we need a domain name, which represents an IP address
number, i.e., each IP address has been assigned a domain name. For example,
youtube.com, facebook.com, harrypasspoly.org, etc. are used to represent the IP
addresses. Domain names are created as it is difficult for a person to remember a long
string of numbers. However, internet does not understand the domain name, it
27
understands the IP address, so when you enter the domain name in the browser
search bar, the internet has to get the IP addresses of this domain name from a huge
phone book, which is known as DNS (Domain Name Server).
For example, if you have a person's name, you can find his phone number in a phone
book by searching his name. The internet uses the DNS server in the same way to find
the IP address of the domain name. DNS servers are managed by ISPs or similar
organizations.
Now after understanding the basics, let us see how internet works?
When you turn on your computer and type a domain name in the browser search bar,
your browser sends a request to the DNS server to get the corresponding IP address.
After getting the IP address, the browser forwards the request to the respective
server.
Once the server gets the request to provide information about a particular website,
the data starts flowing. The data is transferred through the optical fiber cables in
digital format or in the form of light pulses. As the servers are placed at distant places,
the data may have to travel thousands of miles through optical fiber cable to reach
your computer.
The optical fiber is connected to a router, which converts the light signals into
electrical signals. These electrical signals are transmitted to your laptop using an
Ethernet cable. Thus, you receive the desired information through the internet, which
is actually a cable that connects you with the server.
Furthermore, if you are using wireless internet using WIFI or mobile data, the signals
from the optical cable are first sent to a cell tower and from where it reaches to your
cell phone in the form of electromagnetic waves.
The internet is managed by ICANN (Internet Corporation for Assigned Names and
Numbers) located in the USA. It manages IP addresses assignment, domain name
registration, etc.

Difference between Network and Internet

The main difference between the internet and a network is that a network is made up
of tightly linked computers and can be utilized as personal computers to share data
with one another. In contrast, the internet is a technology that links these small and
large networks to form a huge network. The network may be covered to extend up to a
country, whereas the internet may connect countries, continents, and even more.
Difference between the World Wide Web and the Internet
The Web is a collection of information that can be accessed using the Internet,
whereas the Internet is a global network of networks that offers access to almost all
types of information. In other words, the Web is a service that was added to the
Internet's foundation.
Internet Connection Protocols
Protocols are a set of guidelines that aid in regulating the operation of any specific
organization or technology.
TCP/IP Network Model: The most popular protocols for linking networks are
Transmission Control Protocol (TCP) and Internet Protocol (IP). Any
o

communication is split up into a number of packets that are sent from source to
destination.

28
 File Transfer Protocol: With the help of FTP (File Transfer Protocol), a user can
transfer documents, text files, multimedia files, program files, etc., from one
o

device to another.
Hypertext Transfer Protocol: It is used to move a hypertext between two or
more computers or other devices. Links can be made using HTML tags and can
o

take the form of text or graphics.

Assignment
1. State the advantages and disadvantages of Internet.
2. Explain the different ways of connecting to Internet.

REFERENCES
1. www.javatpoint.com/
2. www.tutorialspoint.com/
3. Etc.

29