IT SKILLS – 1

Submitted to Dr. A.P.J. Abdul kalam Technical University, Lucknow in the

partial fulfillment of the requirement for the award of the degree of

Master of Business Administration

Session: - 2024-2026

SUBMITTED TO: SUBMITTED BY:

Riya

S.D. COLLEGE OF MANAGEMENT STUDIES, MUZAFFARNAGAR

(Affiliated to Dr. A.P.J. Abdul kalam Technical University, Lucknow)
 UNIT – 1

Conceptual Framework
1. Hardware

Hardware refers to the physical components of a computer system that can be categorized as
input devices, output devices, and storage devices.

1.1 Input Devices

Input devices allow users to communicate with the computer and send data for processing.
Examples include:

 Keyboard: The most common input device used to type text and commands. Variants
include ergonomic keyboards and gaming keyboards.
 Scanner: Converts physical documents into digital formats. Subtypes include:
o Flatbed scanners for documents.
o Barcode readers used in retail to scan product codes.
 MICR (Magnetic Ink Character Recognition): Used primarily in banks for reading
checks.
 OMR (Optical Mark Recognition): Used for processing answer sheets in exams or
surveys.
 Digital Camera: Captures images and videos, later transferring the data to a
computer for editing or storage.

1.2 Output Devices

Output devices present processed data in a form understandable by humans.

 Visual Display Unit (VDU): Includes monitors, available as CRT, LCD, LED, or
OLED. Higher-end monitors support 4K resolutions.
 Printers:
o Inkjet Printers: Ideal for detailed color printing.
o Laser Printers: Faster and more efficient for large-scale printing tasks.
 Plotters: Used for printing large graphics, such as architectural blueprints.

1.3 Storage Devices

Storage devices are used to store digital data permanently or temporarily.

 Magnetic Storage: Includes Hard Disk Drives (HDDs), commonly used in computers
for storing data.
 Optical Storage: Includes CDs, DVDs, and Blu-ray discs, used for storing
multimedia.
 Flash Memory: Includes USB drives and SSDs, offering faster data transfer rates and
higher durability.

2. Software
Software refers to the set of instructions or programs that control computer hardware and
enable users to perform specific tasks.

2.1 Types of Software

Software is divided into three categories:

1. System Software: Includes operating systems (Windows, macOS) and utilities

(antivirus software).
2. Application Software: Examples include:
o Microsoft Office for productivity.
o Adobe Photoshop for graphic design.
3. Utility Software: Tools like file compression (WinRAR) and backup utilities.

2.2 Programming Languages

Software development requires programming languages, along with tools to translate code
into machine-readable formats:

 Compiler: Converts entire high-level code into machine code before execution (e.g.,
GCC for C++).
 Interpreter: Executes code line-by-line (e.g., Python interpreter).
 Assembler: Translates assembly language code into machine code.

2.3 Operating Systems

Operating systems (OS) are the backbone of any computing device.

 Functions: Managing memory, task scheduling, and file systems.

 Types:
o Desktop OS: Windows, macOS, Linux.
o Mobile OS: Android, iOS.

3. Network and Internet

Computer networks enable data sharing between devices and are classified based on the
geographical range.

3.1 Types of Networks

 LAN (Local Area Network): Covers small areas like offices or homes.
 WAN (Wide Area Network): Spans large geographical areas, like countries. The
internet is a prime example.
 MAN (Metropolitan Area Network): Connects networks within a city.

3.2 Basic Services over the Internet

The internet offers various services that simplify data access and communication:
  WWW (World Wide Web): Provides access to web pages using browsers like
Google Chrome or Mozilla Firefox.
 FTP (File Transfer Protocol): Enables secure file transfers between devices.
 Domain Names and URLs: Domain names (e.g., google.com) are unique identifiers
for websites, and URLs define their exact addresses.

3.3 Netiquettes

Netiquettes refer to the etiquette of communicating on the internet, emphasizing respectful

and professional behavior in emails, chats, and forums.

4. Multimedia and Its Applications

Multimedia integrates multiple forms of content, such as text, images, audio, and video, to
deliver rich, interactive experiences.

4.1 Concepts

 Text: Includes formatted text for conveying information.

 Graphics: Images, charts, and infographics enhance visual understanding.
 Animation: Engages users through motion-based graphics.
 Audio: Adds a sound element, including voiceovers or music.
 Video: Dynamic content such as explainer videos or presentations.

4.2 Applications

 Education: Multimedia tools like interactive eBooks and virtual classrooms.

 Entertainment: Gaming, video streaming, and animations.
 Marketing: Advertisements and product promotions using engaging visuals.

4.3 Common Multimedia File Formats

 Text: .docx, .txt

 Images: .jpeg, .png
 Audio: .mp3, .wav
 Video: .mp4, .avi

5. Graphical User Interface (GUI)

A GUI enables users to interact with computers visually, using icons, buttons, and menus
instead of text-based commands.

5.1 Elements of GUI

 Desktop: Primary workspace with icons for files and applications.

 Taskbar: Displays running programs and system utilities.
 Start Menu: Centralized menu for accessing applications and system settings.

5.2 Advantages of GUI

  User-Friendliness: Easier for non-technical users.
 Accessibility: Improves productivity by simplifying complex tasks.

5.3 GUI-Based Operating Systems

Examples include:

 Windows: Known for its ease of use and compatibility with applications.
 macOS: Offers a sleek interface and high stability.
 Linux: Provides flexibility and customization
 UNIT - 2

Windows and Users Interface

1. Windows Operating System: Introduction and Characteristics

The Windows operating system (OS) is a graphical user interface (GUI)-based OS developed
by Microsoft, providing a user-friendly interface for managing hardware and software
resources.

Key Characteristics

1. User-Friendly Interface: Allows easy navigation with icons, menus, and graphical
representations.
2. Multitasking: Supports running multiple applications simultaneously, making it
efficient for personal and professional use.
3. Security Features: Includes firewalls, antivirus, and user authentication to ensure
data safety.
4. Compatibility: Widely compatible with a variety of hardware and software.
5. Regular Updates: Microsoft releases periodic updates for security, features, and
performance improvements.

Significance

 Makes computing accessible to users without technical expertise.

 Provides a stable environment for tasks ranging from basic document creation to
advanced multimedia editing.

2. File and Folder Management in Windows Explorer

File Explorer (or Windows Explorer) is a built-in tool for navigating, managing, and
organizing files and folders on the system.

Features

1. Tree-Structured Navigation: Displays directories and subdirectories in a

hierarchical format.
2. Search Functionality: Allows quick search for files or folders using keywords.
3. Customization: Users can switch between detailed, list, or icon views based on
preference.

Operations

 Creating Files and Folders:

o Right-click within a directory > Select "New" > Choose "Folder" or a file type
(e.g., Text Document).
 Renaming Files or Folders:
o Right-click the file/folder > Select "Rename" > Enter the new name.
 Deleting and Restoring Files:
 o Deleted items are moved to the Recycle Bin and can be restored if needed.

Importance

Efficient file and folder management ensures better organization and easy retrieval of data,
improving productivity.

3. Personalization and Settings in Windows

Windows allows users to customize their environment to suit their preferences through the
Control Panel and Settings app.

Personalization Options

1. Desktop Background: Customize wallpapers with images or solid colors.

2. Themes: Predefined sets of wallpapers, sounds, and color schemes for a cohesive
experience.
3. Screen Savers: Prevents screen burn-in by displaying animations or blank screens
when idle.

System Settings

1. Date and Time: Adjust system time zones or set automatic updates for accurate
timekeeping.
2. Sound Settings: Configure speakers and microphones, and manage system sounds.
3. Display Settings: Change screen resolution, orientation, and brightness levels.

Significance

Customization improves user comfort and productivity while maintaining the system’s
aesthetic and functional appeal.

4. Windows Accessories and Tools

Windows comes with built-in accessories that enhance usability and functionality for daily
tasks.

Common Accessories

1. Notepad: A simple text editor for taking quick notes or editing code.
2. Paint: A basic drawing tool for creating and editing images.
3. Calculator: Supports standard, scientific, programmer, and currency conversion
modes.
4. Snipping Tool/ Snip & Sketch: Used to capture screenshots of specific areas of the
screen.

Utilities

 Task Manager: Monitors and manages running applications, processes, and system
performance.
  Disk Cleanup: Removes unnecessary files to free up space and improve system
performance.

Importance

These tools cater to a variety of basic needs, from creative tasks to system optimization.

5. Using the Start Menu and Recycle Bin

The Start Menu and Recycle Bin are essential components of the Windows GUI, offering
convenient functionality for accessing applications and managing deleted files.

Start Menu

1. Layout: Displays pinned and frequently used applications, and offers quick access to
settings and shutdown options.
2. Search Bar: Locate applications, files, or system settings by typing keywords.
3. Customization: Users can pin or unpin apps, rearrange tiles, and personalize the Start
Menu’s appearance.

Recycle Bin

1. Purpose: Temporarily stores deleted files, allowing users to restore them if needed.
2. Operations:
o Restore: Right-click a file > Select "Restore" to return it to its original
location.
o Empty: Permanently delete all items in the Recycle Bin to free up storage
space.

Significance

 The Start Menu simplifies navigation across the OS.

 The Recycle Bin acts as a safeguard against accidental deletions.
 UNIT – 3

Word Processor Software

1. Character and Paragraph Formatting

Character and paragraph formatting help in enhancing document readability and

structure.

Character Formatting

 Font Style & Size: Choose different fonts and sizes from the Font section in the
toolbar.
 Bold (Ctrl + B), Italic (Ctrl + I), and Underline (Ctrl + U) for emphasis.
 Font Color: Change text color using Font Color options.

Paragraph Formatting

 Alignment: Align text to the left (Ctrl + L), center (Ctrl + E), right (Ctrl + R), or
justify (Ctrl + J).
 Line Spacing: Adjust spacing between lines using Paragraph > Line Spacing.
 Indentation: Control text positioning using Increase/Decrease Indent.

2. Page Design and Layout

This feature allows users to control the appearance of the document for printing and
presentation.
Key Features of Page Layout

 Margins & Page Size: Modify margins and paper size via Layout > Margins and
Layout > Size.
 Page Orientation: Select Portrait or Landscape via Layout > Orientation.
 Columns & Page Breaks: Divide text into columns or control text flow across pages.

3. Editing and Proofing Tools

Editing tools help in making corrections and improving content.

Spell Check & Grammar Check

 Use "Review > Spelling & Grammar" to correct errors.

 AutoCorrect fixes common typos automatically.

Find & Replace

 Find: Locate specific words using Ctrl + F.

 Replace: Change words quickly using Ctrl + H.

Thesaurus & Word Count

 Thesaurus: Suggests synonyms to improve writing.

  Word Count: Displays total words, pages, and characters in the document.

4. Creating and Printing Merged Documents (Mail Merge)

Mail Merge automates sending personalized documents to multiple recipients.

Steps for Mail Merge

1. Start Mail Merge: Click Mailings > Start Mail Merge > Letters.
2. Select Recipients: Choose an existing list or create a new one.
3. Insert Merge Fields: Add placeholders like First Name, Last Name.
4. Preview & Print: Review the merged documents and print them.
5. Using Graphics, Tables, and Charts

Adding visual elements makes documents more engaging.

Graphics (Images & Shapes)

 Insert images using Insert > Pictures.

 Draw shapes using Insert > Shapes.

Tables

 Create tables using Insert > Table.

 Format them using Table Styles.

Charts

 Visualize data using Insert > Chart (Bar, Pie, Line charts, etc.).
 UNIT – 4

Spreadsheet Software
1. Functions in Spreadsheet: Mathematical, Logical, Statistical, Text, Financial,
Date & Time Functions

Explanation:
Functions are pre-defined formulas that perform calculations using specific values
(arguments). They help automate complex calculations and save time.

 Mathematical Functions: Used for basic arithmetic and advanced mathematical

operations.
o SUM(range): Adds values in a specified range.
o PRODUCT(range): Multiplies values in a range.
o POWER(x, y): Calculates x raised to the power y.
o SQRT(x): Finds the square root of x.
 Logical Functions: Help make decisions based on conditions.
o IF(condition, value_if_true, value_if_false): Returns one value if the condition
is true and another if false.
o AND(condition1, condition2, ...): Returns TRUE if all conditions are met.
o OR(condition1, condition2, ...): Returns TRUE if any condition is met.
o NOT(condition): Reverses a condition's result.
 Statistical Functions: Used for analyzing data.
o AVERAGE(range): Calculates the mean of numbers in a range.
o COUNT(range): Counts the number of numeric values in a range.
o MAX(range), MIN(range): Finds the highest and lowest values.
 Text Functions: Manipulate text data within cells.
o LEFT(text, n): Extracts the first n characters from a text.
o RIGHT(text, n): Extracts the last n characters.
o CONCATENATE(text1, text2, ...): Merges multiple text strings.
o LEN(text): Returns the number of characters in a string.
 Financial Functions: Used in business and finance calculations.
o FV(rate, nper, pmt): Calculates the future value of an investment.
o PMT(rate, nper, pv): Computes loan payments based on interest rate, periods,
and principal amount.
 Date & Time Functions: Handle date and time values.
o TODAY(): Returns the current date.
o NOW(): Returns the current date and time.
o DATEDIF(start_date, end_date, "unit"): Calculates the difference between
two dates.

These functions improve data analysis and efficiency in spreadsheets.

2. Formatting a Worksheet and Cell

Explanation:
Formatting enhances the readability and visual appeal of a spreadsheet. Key formatting
techniques include:

 Data Alignment:
o Align text or numbers to the left, right, or center.
o Merge and center multiple cells to create headings.
 Changing Data Formats:
o Convert numbers into currency, percentage, or date format.
o Format phone numbers, zip codes, or custom data types.
 Font Customization:
o Change font type, size, bold, italic, or underline.
o Apply strikethrough or subscript/superscript formatting.
 Adding Borders and Colors:
o Use different border styles to highlight sections.
o Apply cell shading to differentiate data categories.

These formatting options make data more structured and visually appealing.
3. Charts and Graphs: Creating, Previewing, and Modifying Charts

Explanation:
Charts help visualize data for better analysis and presentation.

 Creating Charts:
o Select data and insert a chart using the spreadsheet toolbar.
o Choose chart type (bar, line, pie, scatter, etc.).
 Previewing Charts:
o Use the Preview Mode to see how the chart appears before finalizing.
 Modifying Charts:
o Change chart styles, colors, and labels.
o Add titles, legends, and axis labels for clarity.
o Adjust the chart size and placement in the worksheet.
 Types of Charts:
o Bar Chart: Compares multiple data sets using horizontal bars.
o Column Chart: Similar to a bar chart but uses vertical bars.
o Line Chart: Shows trends over time using connected data points.
o Pie Chart: Represents data as proportional slices of a circle.
o Scatter Plot: Displays relationships between numerical variables.

Charts make data easier to understand and analyze trends efficiently.

4. Copying and Moving Data, Handling Operators in Formulae

Explanation:
Spreadsheets allow efficient management of data by copying, moving, and using operators in
formulas.

 Copying and Moving Data:

o Copy-Paste: Duplicates data from one cell to another.
o Cut-Paste: Moves data without duplication.
o Drag and Drop: Moves data easily between cells.
o Fill Handle: Automatically fills a series of numbers, dates, or text.
 Operators in Formulas:
o Arithmetic Operators: Perform mathematical calculations.
 + (Addition), - (Subtraction), * (Multiplication), / (Division)
o Comparison Operators: Compare values.
 > (Greater than), < (Less than), = (Equal to), >= (Greater than or equal
to), <= (Less than or equal to), <> (Not equal to)
o Logical Operators: Combine multiple conditions.
 AND, OR, NOT
o Reference Operators: Refer to cell ranges.
 : (Range), , (Union), SPACE (Intersection)

Proper use of these operations enhances accuracy and efficiency in spreadsheets.

5. Integrating Word Processor, Spreadsheets, and Web Pages

Explanation:
Integration allows seamless data transfer between different applications.

 Word Processor and Spreadsheets Integration:

o Copy and paste spreadsheet tables into a word document.
o Link live Excel data into Word for automatic updates.
o Use Mail Merge to send personalized emails using spreadsheet data.
 Spreadsheets and Web Pages Integration:
o Import data from websites into a spreadsheet.
o Publish spreadsheets online for real-time collaboration.
o Use Google Sheets to integrate with online applications.

This integration streamlines workflows and improves productivity.

 UNIT – 5
Presentation Software

1. Creating, Opening, and Saving Presentations

Explanation:
A presentation software like Microsoft PowerPoint, Google Slides, or LibreOffice Impress
allows users to create slideshows for educational, professional, and business purposes.

 Creating a Presentation:
o Open the presentation software and start with a blank presentation or choose
a predefined template.
o Add slides and structure the content.
 Opening an Existing Presentation:
o Navigate to File → Open to access an existing presentation.
o Presentations can be opened from a local system, cloud storage (Google Drive,
OneDrive), or email attachments.
 Saving a Presentation:
o Save As: Allows saving a new file with a specific name and location.
o AutoSave: Enables automatic saving at regular intervals.
o Export Options: Save presentations in different formats (PPTX, PDF, video,
or images).

These fundamental operations help in creating and managing presentations effectively.

2. Formatting and Editing: Text, Images, and Paragraphs

Explanation:
Formatting enhances the visual appeal and readability of presentations.

 Text Formatting:
o Change font type, size, color, bold, italics, underline.
o Adjust line spacing and bullet points for structured content.
o Apply WordArt for stylized text effects.
 Image Formatting:
o Insert images from a computer, online sources, or clipart.
o Resize, crop, and adjust image brightness, contrast, and transparency.
o Apply picture styles, borders, and artistic effects.
 Paragraph Formatting:
o Align text (left, center, right, justify).
o Create numbered and bulleted lists for key points.
o Adjust indentation and spacing for readability.

These formatting tools enhance the effectiveness of slide content.

3. Designing Slide Shows: Themes, Layouts, and Transitions

Explanation:
A professional look is achieved by properly designing slides.

 Themes and Layouts:

o Choose a pre-designed theme for a consistent look.
o Use different slide layouts (Title Slide, Content Slide, Comparison, etc.).
 Slide Transitions:
o Apply animations when switching slides (fade, push, dissolve, etc.).
o Adjust speed and timing of transitions for a smooth experience.
 Animations for Slide Elements:
o Add entrance, exit, and motion path effects to text and images.
o Control the sequence and duration of animations.

A well-designed slide show ensures an engaging and visually appealing presentation.

4. Running and Controlling a Slide Show

Explanation:
Once the presentation is created, it needs to be delivered effectively.

 Starting the Slide Show:

o Press F5 to start the slide show from the beginning.
o Use Shift + F5 to start from the current slide.
 Navigation During the Slide Show:
o Use arrow keys or click to move between slides.
o Press B to black out the screen or W for a white screen during the
presentation.
 Using Presenter View:
o Display notes for the presenter without showing them to the audience.
o Track elapsed time and upcoming slides.
 Controlling Slide Timing:
o Set automatic slide transitions or manually control the pacing.
o Use Rehearse Timings to practice delivery and record slide durations.
Mastering slide control ensures a smooth and professional presentation.

5. Printing Presentations: Handouts and Notes Pages

Explanation:
Printing allows sharing physical copies for reference or audience distribution.

 Types of Print Formats:

o Full Page Slides: Prints one slide per page.
o Handouts: Prints multiple slides per page (2, 3, 4, or more).
o Notes Pages: Includes slides with speaker notes.
o Outline View: Prints only text without images for quick review.
 Print Settings:
o Choose color or grayscale printing.
o Adjust margins and paper orientation (portrait/landscape).

Printing options help in distributing presentations for documentation and reference.