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DIT Notes/DCS notes

Diploma in computer science (Buganda Royal Institute of Business & Technical

Education)

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CONCEPT OF INFORMATION AND COMMUNICATION

TECHNOLOGY
Introduction
ICT’ stands for Information and Communications Technology and ICTs stands for
Information and Communication Technologies. ICTs are the device set of technological tools
and resources used to communicate, create, disseminate, store, and manage information.
These technologies include computers, the internet, broadcasting technologies (radio and
television), and telephony. ICT has been of immense contribution to advancement and
sustenance of several disciplinary areas and concepts.

The term ICT also refers to: information channels such as the World Wide Web, online
database, electronic documents, intranet, etc; communication channels such as e-mail,
electronic discussion groups, electronic conferences, the use of cell phones, etc; and hardware
and software used to generate, prepare, transmit, and store data, such as computers, radio,
TV, computer programmes/tools, et

Importance of ICT

Generally, ICTs are used in various forms depending on the needs of organizations. The
benefits of ICT the following:

 It provides dependable means for communication.

 It enhances work efficiency – ICT is used in creating new collaborative models to
increase the efficiency of workers.
 It reduces cost of production – reduces information and transaction costs.
 It increases output/service delivery.
 It enables resource sharing.
 It enhances teaching/learning process.
 It helps in proper security management.
 It is used in governance/administration.
 It improves access to basic services.
 It can be used for election purposes – a term referred to as e-election.
 Its devices are used for financial recordkeeping and management.
 Its gadgets are used for medical diagnosis.
 It is used as training aid.

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 It offers immediate connectivity–voice, data, visual–improving efficiency,

transparency and accuracy
 It substitutes for other more expensive means of communication and transaction, such
as physical travel.
 It increases choice in the marketplace and provide access to other available goods and
services

Problems Associated with ICT

There are many problems associated with the use of ICT, some of which include

 Data stealing: User’s privacy can be intruded.

 Virus attacks: In computer-based ICT, users could loss data and/or information
through the invasion of computer viruses.
 Lack of human resources: Many staff including the administrators could not use the
ICT tools for better office management, and this is due to lack of training. +
 Cybercrime: This is a crime where a computer is the object of the crime or is used as a
tool to commit an offense. A cybercrime is the kind of crime committed with the aid
of a computer/ICT device. A cybercriminal may use a device to access a user’s
personal information, confidential business information, government information, or
disable a device. This is usually done through diverse hacking and cracking methods.
It is also a cybercrime to sell or elicit the above information online. v.
Unemployment: The ICT advancement has increased job displacement, thereby
encouraging unemployment.
 Software problems: Software is meant to run under certain conditions and
appropriately compatible computer programs with specified requirements. Once these
conditions are not met, there is bound to be issues in the operation.
 Hardware problems: ICT services are not available to6 some people due to hardware
promiscuity. Most hardware devices (like printers, scanners, etc) may also develop
installation faults, etc.

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CHAPTER TWO

CONCEPT OF COMPUTER SYSTEM

Definition of Computer

Computer could be defined as an electronic device (or machine) that is capable of accepting
data as inputs (through the input unit), processing or manipulating the data and information
(in the processing unit) and producing the result(s) of processing called output/information
(through the output unit). It also has the ability to store/save data (in the storage units) for
future reference, use and other purposes. Data and information retrieval is also possible

The Computer as a System

In a way to ensure a perfect functionality of computer in these multiple areas, there is need
for collaborative liaison among different subunits that make up the entire service delivery
system. Therefore, the computer functions as a collection of several components or entities
all connected together to function as a single unit, herein referred to as a computer system.
This figure presents a desktop PC and its various accessories, also known as a set of
computer system.

The computer can be used to type documents, send and receive electronic mails (e-mails),
and surf the Internet. You can also use it to manipulate data on spreadsheets and accounting
packages, handle automated databases, make presentations, play games, and many more.

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Basic Services, Functions and Anatomy of computer

In general, the basic services rendered by the computer include: inputting (entering/accepting
data into the computer), processing (manipulation of inputted data), outputting (producing the
result of the input data or information) and storage (saving data/information). The computer
mainly consists of the following functions: input, process, output and storage. These
functions are diagrammatically described as follows. The block diagram of computer consists
mainly;

Input unit

CPU (Control unit, Main Memory and ALU)

Output unit

Secondary Storage unit

Input devices on a modern computer include the keyboard, mouse, etc. The central processing
unit (CPU) processes the data. Devices such as Read-Only Memory (ROM), the hard drive,
Compact Disks (CDs) and Digital Versatile Disks (DVDs) can store the data. Output devices
include the monitor, speakers and print

When you input information into your computer with the mouse or keyboard, you are sending
a signal to the CPU. The CPU has a logic unit that can do basic arithmetic. The control unit
directs the computer to execute programs that have been stored in the memory. The speed by
which a computer executes programs is measured in millions of instructions per second
(MIPS); the processor’s speed is measured in gigahertz (GHz). When the data has been

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processed, it is output in a human-readable form through the monitor and speakers. It can also
be stored again for later processing. Storage media can be used to both input and output data.

Characteristics of Computers

The following are the aspects/attributes of the computer

 Speed (of Processing): Today's computer processes data with a very high-level speed
as it uses the very large-scale integrated circuit (VLSIC) or microprocessor instead of
the earliest vacuum tubes/amniotic valves. In general, no human being can compete to
solving the complex computation, faster than today’s computer.
 Accuracy: Since Computer is programmed, whatever input we give, it gives result
with accuracy. In other words, the computer system delivers job without error. Most
errors discovered with the computer could be attributed to human fault.
 Reliability: The output generated by the computer is very reliable, but it is reliable
only when the data, which is passing as input to the computer and the program, which
gives instructions are correct and reliable.
 Timeliness: As the computer of nowadays works with needed speed and accuracy, it
also delivers job in time. In other words, the computer system gives result of
processing at the appropriate time.
 Efficiency: The computer has certain degree of robustness with effectiveness and high
reliability.
 Versatility: Computers are very versatile machines. In other words, we can use
computer to perform completely different type of work at the same time. Computers
are capable of performing almost any task, provided the task can be reduced to a
series of logical steps.
 Storage/Volume: Computer can store mass storage of data with appropriate format. It
has a provision to store large volumes of data in the small storage13 devices, which
have capacity to store huge amounts of data and makes retrieval of data an easy task.
 Automation: Once the instructions are fed into the computer, it works automatically
without any human intervention until the completion of execution of program or
meets logical instructions to terminate the job. This is possible with the aid of the
software.
 No Intelligent Quotient: The computers of today do not have natural intelligence. It
rather depends on human intelligence and instructions; in other words, it uses

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Artificial Intelligence (AI). That is to also say that, the computer does not work
without instruction(s).
 Power of Remembering: It can remember data for us. This is, in some way, different
from storage as the computer does not necessarily store what it remembers.
 No Emotions/feelings: Computer does not have emotions, or feeling for its user
 Diligence: Computer can work for hours without any break and/or error and is free
from tiredness, lack of concentration, fatigue, etc. It can work for hours without
creating any error. If millions of calculations are to be performed, a computer will
perform every calculation with the same accurate


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CHAPTER THREE

CLASSIFICATION OF COMPUTERS

There are many types of computers, but personal computers such as desktop and laptop
computers are probably the two types of computers that you first think of. However,
computers could be classified based on the type of signals they processed, size (or structure),
functionality (or purpose) and age (or generation) as

1. Analog Computer: An analogue computer or analogue computer is a type of computer

that uses the continuously- changeable aspects of physical phenomena such as electrical,
mechanical, or hydraulic quantities to model the16 problem being solved. y defines an
analogue computer as mechanical, electrical, or electronic computer that performs
arithmetical operations by using some variable physical quantities, such as mechanical
movement or voltage, to represent numbers.

2. Digital Computer: According to Collins English Dictionary, digital computer is an

electronic computer in which the input is discrete rather than continuous, consisting of
combinations of numbers, letters, and other characters written in an appropriate programming
language and represented internally in binary notation. Any of a class of devices capable of
solving problems by processing information in discrete form. In contrast to analogue
computer, digital computers represent varying quantities incrementally, as their numerical
values change. It operates on data, including magnitudes, letters, and symbols, that are
expressed in binary code – that is, using only the two digits 0 and 1. By counting, comparing,
and manipulating these digits or their combinations according to a set of instructions held in
its memory, a digital computer can perform such tasks as to control industrial processes and
regulate the operations of machines; analyse and organize vast amounts of business data; and
simulate the behaviour of dynamic systems (e.g., global weather patterns and chemical
reactions) in scientific research. Examples of digital computer are shown in

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3. Hybrid Computer: Hybrid computers are computers that exhibit features of analogue
computers and digital computers. It is mostly used for automatic operations of complicated
physical processes and machines. The digital component behaves like the controller,
providing logical operations. The analogue behaves like the ‘solver,’ computing differential
equations. Nowadays, analog-to-digital and digital-to-analog converters are used for
transforming data into suitable form for either type of computation. For example, in
hospital’s ICU, analog devices might measure the patient’s temperature, blood pressure and
other vital signs.

Classification of Computers by Size and Capacity Generally, sizes of computers determine

the processing abilities. Larger computers have higher processing speeds while smaller ones
offer the better experience for personal computing. Computers are classified according to
their data processing speed, amount of data that they can hold and price. Generally, a
computer with high processing speed and large internal storage is called a big computer. Due
to rapidly improving technology, we are always confused among20 the categories of
computers. However, when classified according to size and capacity, depending upon their

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speed and memory size, the following types of computers can be identified: microcomputers,
minicomputers, mainframe computers, and supercomputers.

(1) Microcomputer/Personal Computer:

Microcomputers are the smallest, least expensive and the most used types of computers. They
have a small memory, less processing power, are physically smaller, and permit fewer
peripherals compared to super and mainframe computers. . They are more commonly known
as personal computers (PCs). The term was initially used to refer to IBM compatible
computers. They became popular in the 70s and 80s, at the dawn of the microprocessor chips.
This signaled the start of the mobile age, which continued to go with the trend of smaller
devices as the new century progressed. This ultimately gave birth to wearable computers and
gadgets. The operating system used in personal computers varies, but the common ones
include:

Windows

 Mac OS X
 Linux21
 IOS
 Android
 Macintosh

Categories of Personal Computers:

The categories of personal computers include:

i. Desktop Computers
ii. ii. Mobile Computers
iii. iii. Wearable Computers

Desktop Computers

Many people use desktop computers or desktops as they are often referred to, at work, home,
school, or the library. They can be small, medium, or large in style, and usually sit on a desk.
The term desktop actually refers to the casing, or the tower. Once you add a monitor, mouse,
and a keyboard, you have what is typically known as a desktop computer

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ii. Mobile Computers

Mobile devices have become the norm in recent years. Most users opt for laptops and tablets
due to ease of use, and battery power. Particular features that make mobile systems a
favourite include:

 Extended battery use.

 Wi-Fi capabilities.

 Mobility.

The most common types of mobile computers include:

 Laptop computers.
 Tablets.
 Smartphones.
 Personal Digital Assistants (PDA
 Chromebooks
 Ultrabook

Wearable Gadget

Wearable computers, or simply wearables, are miniature devices that are designed to be worn
or attached onto your body. Wearables are designed to function as smart devices similar to
smartphones. They typically provide specific functions like health monitoring.

purpose wearables offer a fuller computing experience that includes reading emails, the lesser
systems fit as embedded devices capable of minimal functions. Examples of these devices
include smartwatches, smart glasses, smart clothes, smart shoes.

(2) Minicomputers

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These are also known as mid-sized or mid-range computers. These became popular in the late
1960s but have become almost extinct because of the popularity of personal computers. The
latter can now perform most of the tasks reserved for minis. The first minicomputer was
unveiled in 1967 by Digital Equipment Corporation.

They became popular for control related functions as opposed to computing prowess. Over
the years, their usage was limited to dedicated control assignments in mid-range
organizations. Minicomputers were intended for a number of activities listed below:

 Switchboard control.

 Dedicated applications for graphics and computer design.

 Time-sharing, to allow multiple users to interact concurrently on a single system.

 Control and monitoring of manufacturing activities

(3) Mainframe

Mainframe computers are large sized computer types. They are equally powerful but fall
short in terms of the computation ability in supercomputers. They are like big file servers,
enabling multiple users from nearby and remote locations to access resources at the same
time. Also known as big iron, these systems can handle massive amounts of data going in and
out simultaneously. This makes them popular with businesses. They are also resilient as they
are capable of operating for over 10 years without failing. Users access the mainframe using
terminals or personal computers. This can happen within the same building or via wide area
network (WAN). Most of these systems run the z/OS (operating system) on 64bit
architecture. IBM System z9 mainframe is a large size computer type.

Uses of Mainframes

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They are used in large organizations where thousands of clients have to access data
simultaneously. For examples:

1. Performing ATM cash withdrawals and deposits. During the process, communication
between the mainframe and remote computer will help accomplish the financial
transactions at hand.
2. Business transactions that use credit cards or pre-paid cards.  Online electronic
transactions.
3. Cloud storage.
4. Handling of patient records in major hospitals.  Making reservations and travel
schedules for airline companies.36
5. Manipulation and tallying of data for census and electoral purposes.

4. Supercomputer

According to Amuno (2018), supercomputers are arguably the most powerful in terms of
speed and accuracy. They are types of computers used in solving complex mathematical
computations. They are capable of executing trillions of instructions per second, which is
calculated in floating point operations per second (FLOPS). The typical personal computer
used at home and the office is only capable of calculating millions of instructions per second
(MIPS). Supercomputers can go even faster with the rate of petaFLOPS (or PFLOPS). This
could bring up their processing numbers up to the quadrillion. Supercomputers were made
popular in the 1960s by Seymore Cray. They soon became the choice for complex projects.
They have evolved from the grid to cluster systems of massively parallel computing. Cluster
system computing means that machines use multiple processors in one system, rather than
arrays of separate computers in a grid. The operating systems that run-in supercomputers vary
depending on the manufacturer but are generally based on the Linux Kernel. A few popular
ones include;

 CNK OS used in Blue Gene from IBM

 Cray Linux Environment used in Titan

 Sunway Raise OS in Sunway Taihu

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CLASSIFICATION OF COMPUTERS BY GENEALOGY/GENERATION

Generation in computer terminology is a change in technology a computer is/was being used.

Initially, the generation term was used to distinguish between varying hardware technologies.
But nowadays, generation includes both hardware and software, which together make up an
entire computer system. There are totally five computer generations known till date. Each
generation has been discussed in details along with their time period, characteristics,
advantages and disadvantages. The authors have chosen to use approximate dates against
each generation which are normally accepted.44 The evolution of computer started from 16th
century and resulted in the form that we see today. The present-day computer, however, has
also undergone rapid change during the last five decades (fifty years). This period, during
which the evolution of computer took place, have been divided into five distinct phases,
based on the type of switching circuits known as Generations of Computers, as discussed
below

First Generation Computers (1940s – 1950s; Vacuum Tube)

These computers used vacuum tubes (thermionic valves) for circuitry and magnetic drums for
memory, and were often enormous, occupying large space, taking up entire room. They were
very expensive to operate and in addition to using a great deal of electricity, generated a lot of
heat which was often the cause of malfunctions (hence, the need for enough ventilation/air-
conditioning). First generation computers relied on machine language, the lowest-level
programming language understood only by computers, to perform operations. In other words,
they were machine- dependent, and they could only solve one problem at a time. Input was
based on punched cards and paper tape, and output was displayed on printouts

Features of first-generation computers: The main features of first-generation computers

are:

i. Vacuum tube technology

ii. Supported Machine language only
iii. Very costly iv. Generate lot of heat
iv. Slow Input/Output device
v. Huge size
vi. Need of A.C.
vii. Non portable
viii. Consumed lot of electricity

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Second Generation Computers (1950s – 1960s; Transistors)

Around 1955 a device called Transistor replaced the bulky electric tubes (vacuum tubes) in
the first-generation computer. Transistors are smaller than the electric tubes and have higher
operating speed. They have no filament and require no heating. Manufacturing cost was also
very low. Thus, the size of the computer got reduced considerably. One transistor replaced
the equivalent of 40 vacuum tubes. Allowing computers to become smaller, faster, cheaper.

Features of second-generation computers: The main features of second generation are:

i. Use of transistors
ii. Reliable as compared to First generation computers
iii. Smaller size as compared to First generation computers
iv. Generate less heat as compared to First generation computers
v. Consumed less electricity as compared to First generation computers
vi. Faster than first generation computers
vii. Still very costly

Third Generation Computers (1960s – 1970s; Integrated Circuits

The third-generation computers were introduced in 1964. They used Integrated Circuits (ICs).
The development of the integrated circuit was the hallmark of the third generation of
computers. These ICs are popularly known as Chips. A single IC has many transistors,
registers and capacitors built on a single thin slice of silicon. The IC was invented by Jack
Kilby. This development made computers smaller in size, reliable and efficient. So, it is quite
obvious that the size of the computer got further reduced.

Features of third generation computers: The main features of third generation are:

i. IC used
ii. More reliable
iii. Smaller
iv. Generate less heat
v. Faster

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vi. Lesser maintenance

vii. Still costly
viii. Consumed lesser electricity
ix. Support high level language.

Fourth Generation (1970s – 1980s; Large Scale

Integrated Circuit
Some of the computers that you see today are the fourth-generation computers that started
around 1975. It uses large scale Integrated Circuits (LSIC) built on a single silicon chip
called microprocessors. Due to the development of microprocessor, it is possible to place
computer’s central processing unit (CPU) on single chip. These computers are called
microcomputers

Features of fourth generation computers: The main features of fourth generation are:

i. VLSI technology used

ii. Very cheap
iii. Portable and reliable
iv. Use of PC’s
v. Very small size
vi. Pipeline processing
vii. No A.C. needed
viii. Concept of internet was introduced
ix. Great developments in the fields of networks
x. Computers became easily available

Fifth Generation (1990s – Date; Optic Fibre Technology/ULSI/Artificial

Intelligence)

These computers use optic fiber technology to handle Artificial Intelligence (AI), expert
systems, Robotics, etc., these computers have high processing speeds and are more reliable.
In the fifth generation, the VLSI technology became ULSI (Ultra Large-Scale Integration)
technology, resulting in the production of microprocessor chips having ten million electronic
components. This generation is based on parallel processing hardware and AI (Artificial
Intelligence) software. AI is an emerging branch in computer science, which interprets
means and method of making computers think like human beings.

AI includes:

 Robotics

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 Neural networks
 Game Playing
 Development of expert systems to make decisions in real life situations.
 Natural language understanding and generation

Features of Fifth Generation Computers: The main features of fifth generation are:

 ULSI technology
 Development of true artificial intelligence
 Development of Natural language processing
 Advancement in Parallel Processing
 Advancement in Superconductor technology
 More user-friendly interfaces with multimedia features
 Availability of very powerful and compact computers at cheaper

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CHAPTER FOUR

COMPONENTS OF THE COMPUTER SYSTEM

A computer system is a collection of computer components (parts) that are needed for a
computer to function effectively as a whole. All types of computers basically consist of three
components – the hardware and the software components, then the user-ware
The Computer Hardware Compnonets

Hardware is any part of the computer that has a physical structure, such as the computer
monitor or keyboard. If it can be touched directly, then it is hardware

The computer hardware component is further classified into the input units, processing units,
output units and storage units. Most of these components of the computer are also referred to
as the computer peripherals, which are those auxiliary components or accessories
attached/connected to the computer to aid its operation in one way or the other; thus, also
known as the auxiliary or peripheral Devices

The Input Units/Devices The input devices are those computer hardware components that
allow data input in computer. Examples of these devices include; mouse, keyboard, light pen,
phone mouse piece, among others, as indicated in figure 4.2The Input Units/Devices The input
devices are those computer hardware components that allow data input in computer. Examples of
these devices include; mouse, keyboard, light pen, phone mouse piece, among others, as
indicated in figure

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The Processing Units/Devices

Processing devices refer to the hardware components of computer that process the inputted
data. The component is57 basically the Central Processing Unit (CPU) collectively referred
to as the system processor, where main manipulations take place. Processing unit comprises
of the ALU (Arithmetic and Logic Unit) and the CU (Control Unit). The ALU is responsible
for calculations and logical operations in the computer and the CU coordinates the sequence
of operations.

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The Output Units/Device

The computer output devices are the components responsible for producing or displaying the
result of processed data (information). There are softcopy and hardcopy outputs. The
softcopy output is displayed through the display device (computer screen or monitor/visual
display unit), and the hardcopy output is printed through the printing device (the printer)

Other examples of Output Devices include

 Headphones
 Projectors
 Plotters
 Torch screen
 Sound Card
 GPS

The Storage Units/Devices

Data are said to be raw facts. The singular form of data is referred to as datum. Information
refers to the processed or refined data. Proper collection of the data is called information.
Data and information can be stored and retrieved, and are transferrable. Hence, storage
devices are used to store/save data or information for later reference.59 They also enable data
to be taken out of the main computer and to be used in another. There are internal and
external storage units. The internal storage units include the RAM (Random Access Memory)
and the ROM (Read-Only Memory). Information stored in the RAM could be updated unlike
those stored in the ROM. This is simply because the ROM is an unalterable storage

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component in the computer. The external storage devices include the floppy disk, compact
disk (CD), flash disk drive, external hard disk drive, magnetic disk, magnetic tape, etc

Factors to be Considered when Storing Data

 Type of data to be stored: Different types of data can be store in several ways.
 Type of storage to be used: The type of data to be stored determines the type of storage
to be used. Size/volume: The size of data to be store as well as the volume of the
storage device need to be considered. The size of data to be stored must not be greater
than that of the intended storage unit. Data size is measured in bits (b), byte (B),
Kilobyte (KB), Megabyte (MB), Gigabyte (GB), Terabyte (TB), etc.
 Data integrity: Stored/archived data need to exhibit reasonable level of reliability.
 Regular update of data: Stored data need to be up-to- date; thus, should be updated
from time to time, in order to avoid data loss and insecurity.
 Validation of data: Data authentication or verification is required.
 Data encryption/security of data: The user needs to consider security of the data to be
saved. Insecurity of the data could cause data loss. Data encryption is a strategy for
protecting data from getting loss.
 Access control: There should be data access control on the saved data. Not everyone
should be able to access every data. Data should be protected from unauthorized users.

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 Regular anti-virus update: It is expected that updated antivirus software is installed in

every computer system for protection. Overtime, the software could be outdated; there
is therefore the need to perform regular update on61 them. Data back up, most times
the essence of external storage of data is data-backup.
 Data recoverability: The ability to recover the saved data is a point of consideration
when saving data.
 Login/password: Method of access to the stored data should be considered as such data
could be protected.
 Timing: Record of date and time of storage and updates is essential.

The Computer Software Component

Software is any set of instructions (codes) that tells the hardware what to do. It is what
guides the hardware and tells it how to accomplish each task. Software refers to encoded
computer instructions or commands (usually modifiable, unless stored on some form of
unalterable memory such as the ROM earlier discussed), that make the computer behave the
way it does.

Types of Software

The computer software component is categorized into two, namely; System software and
Application software

System Software:

Certain software is required for the correct operation of the computer system. The software
responsible for sequential and orderly execution of tasks is called the system software. They
include the operating system, system utilities and libraries. They usually carryout operation,
control and utility services and functions in the entire computer system. The operating system
is simply that which drives the computer system (this is explicated in a later chapter)

Application Software:

This type of software is installed in the computer simply for the purpose for which the user
wishes to use a particular computer system. If the user wishes to use a PC for internet
services, for instance, there is need for installation of certain software applications (such as
the web browsers, network configuration software, etc) in the computer, which enables the
user to operate it for his choice service(s). Perhaps, the user chooses to use a PC for graphics
design, he needs to install graphics design applications (such as CorelDraw and/or other

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graphics design software) or for word processing, he could install applications like MS Word,
etc. For spreadsheet, he could install MS Excel and so on.

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CHAPTER FIVE

BASIC PARTS OF A DESKTOP COMPUTER

The computer desktop comprises of several components. All the basic parts of a desktop
computer are considered hardware; the computer case, monitor, keyboard, mouse, and power
cord are the basic parts. Beyond these parts are the hardware items that are located inside the
computer case and the peripherals, which are optional pieces of hardware that make the
computer system more useful, or enable you to accomplish additional tasks. Let’s take a look
at the basic hardware components, or the things required in order to let you and the computer
interact

Computer case: The computer case is the metal and plastic box that contains the main
components of the computer. It houses the motherboard, central processing unit (CPU), the
power supply, and more. Computer cases come in different shapes and sizes. A desktop case
lies flat on a desk, and the monitor usually sits on top of it. A tower case is tall and sits next
to the monitor or on the floor. The front of the case usually has an on/off switch and two or
more drives

Monitor: The monitor works with a video card, located inside the computer case, to display
images and text on the screen. The two main types are Cathode Ray Tube (CRT) and Liquid
Crystal Display (LCD) monitors. The CRT monitor is big, like a tube television, and takes up
a lot of desk space; however, it is the least expensive monitor, while the LCD monitor is thin
and saves energy, but costs more. Over the years, fewer CRT monitors are seen as LCD
monitors become the standard

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Power Cord: The power cord is the link between the power outlet and the power supply unit
in the computer casing. If the power cord is not plugged in, the computer will not68 power on

Keyboard:

The keyboard is a piece of hardware that resembles a typewriter keyboard. It is one of the
primary ways we communicate with the computer by inputting data. There are many different
types of computer keyboard such as wired, wireless, ergonomic, multimedia, and more.
Although, there may be differences in the location of some keys or features, keyboards are
very similar and allow you to accomplish basically the same tasks

The main part of a computer keyboard has alpha- numeric (letter and number) keys similar to
a typewriter. However, the keyboard also features special keys that69 cause the computer to
perform specific task

The Escape key, labeled Esc is used to cancel or escape from a command. It allows you to
stop a function or action

The Function keys, along the top of the keyboard, are labeled F1, F2, up to F12. These
shortcut keys allow you to quickly complete a specific task within certain programs. For
example, F1 opens Help and F3 opens Search in Microsoft Of

The Print Screen, Scroll Lock and Pause/Break keys are at the far right end of the keyboard.
The Print Screen key takes a “picture” of your screen that you can edit or save using a
graphics program while the Scroll Lock key is used together with Ctrl key to stop a program
temporarily and the Pause/Break keys are also used to halt a program temporarily.

The Enter key carries out commands. For example, while on the Internet, you can type in a
website address, called a URL, and press Enter to go to the site. It also acts like a carriage
return on a typewriter, moving the cursor to the start of the new line

The Control (Ctrl), Alternate (Alt), and Shift keys are designed to work with other keys. For
example, if you press Ctrl + S at the same time, you can save a file, while Alt + F pulls down

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the file menu and the Shift + any alphabetic key cause the uppercase symbol on each key
pressed on the keyboard to be printed on the screen

The Backspace key erases a character to the left of the cursor each time it is pressed

Mouse:

The mouse is a peripheral that is known as a pointing device. The mouse has two top buttons;
that is, the left (primary) and the right (secondary) buttons, and a light or ball beneath

The Use of Mouse To properly use the mouse:

 Using your right hand, place your thumb on the desk or table top on the left side of
the mouse
 Your index (pointer) finger should rest on the left button of the mouse.
 Place your middle finger on the right button of the mouse.
 Your ring finger and little finger should rest on the right side of the mouse.
 The base of your wrist should rest on the mouse pad or desktop, for stability

The Use of the Buttons, Sockets, and Slots on the Computer Case

It is important to identify the uses of the buttons, sockets and slots on the computer to enable
the users to efficiently maximize its potentials. Each computer is different; therefore the
buttons, slots, and sockets will vary from computer to computer

Power Button: The power button is used to power the computer on and off. Additionally,
you can use the power button on some computers to place the computer in different energy-
saving modes such as hibernate, sleep, and standby.

CD-ROM (Compact Disk Read-Only Memory) Drive: A CD-ROM drive, also known as an
optical drive, allows you to play a CD-ROM, just like a CD player allows you to listen to

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music. With a CD-ROM drive you can listen to music (if your computer is sound-enabled),
view files, and install software that is located on a CD

DVD-ROM (Digital Versatile Disc Read-Only Memory) Drive: A DVD-ROM drive, also
known as an optical drive, reads DVD discs, all types of CDs, and can display movies from
digital video discs. DVDs can hold more data than a CD, so they are a good storage option

USB Port: The Universal Serial Port typically appears on the back of the computer case, but
can sometimes be found on the front of the case, or hidden under a panel on the front of the
case

Audio in/Audio out: Every computer has a bank of audio ports where you can connect
various devices, including speakers, microphones, headsets etc.

Back of Computer Case

At the back of the computer case are connection ports that are made to fit specific devices.
The arrangement of these varies from computer to computer. Some of the ports are color
coded to match a color on the device, which will help you determine which port is used with
a particular

PS/2 Port: These ports are called PS/2 ports and are used for the mouse and keyboard. Many
people refer to them as the mouse port or the keyboard port

Ethernet Port: This port looks a lot like the modem or telephone port but it is actually wider.
You can use this port for networking and also connecting to the Internet

Audio in/Audio out: Every computer has a bank of audio ports where you can connect
various devices, including speakers, microphones, headsets, and more

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VGA port: Your monitor can be connected

USB Port: The Universal Serial Bus port is one of the newest ports, but is also one of the
most useful. These USB ports let you attach a variety of devices such as mice, printers,
keyboards, web cameras, USB/flash drives, and digital cameras to your computer quickly

Parallel Port: The parallel port is one of the two original ports on the first personal
computer. It is commonly known as the printer port since this port is used to connect your
printer to your computer

Serial Port: Serial ports can be used to plug in devices such as dial-up modems and other
devices. On recent computers, the serial port has been replaced by the USB port. This is due
to the fact that most peripherals use the USB drive

Expansion Slots: These empty slots are where expansion cards are added to computers. For
example, if your computer did not come with a video card, you could purchase one and insert
it here

FireWire Port: FireWire is actually the Apple brand name for the IEEE 1394 port, and it is
commonly referred to as the FireWire port. It is the standard port used with digital video
cameras and high-resolution scanners.

Peripherals You Can Use in Various Ports

Printers: A printer is a peripheral that is used to print, or produce, a version of what appears
on the screen in a hardcopy format

Scanners: A scanner allows you to copy an image or document and save it in electronic form
onto your computer

Speakers/Headphones: Speakers and headphones are output devices; which means that they
are devices that communicate information from the computer to the user. They allow you to
hear sound and music. Both speakers and headphones connect to a computer via audio in/out

Microphones: A microphone is a type of input device, or a device that receives information

from a user. You connect the microphone to the computer and use the computer to record
sound or to communicate with another computer user via the Internet. Many computers come
with built-in microphones.

Web Cameras: Web cameras, or web cams, are devices that connect to a computer via USB
port and display a video image of whatever it is

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Joystick or Game Controller: A joystick is a lever used while playing a computer game. It
could be connected to the computer through PS/2 port or USB port

Digital Cameras: A digital camera lets you capture a picture in digital (computer-readable)
form. You can transfer that image directly from the camera to the computer.

Personal Digital Assistant (PDA): A PDA is a handheld computer that can have a variety of
features including a calendar, Internet access, video recording, word processing, email access,
phone, media player, and more

MP3 Players: An MP3 player is a portable device that stores, organizes, and plays audio
files. The player can read files that are recorded from a CD using a computer, or downloaded
from various sites via the Internet. It can also be connected to the computer via USB port

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CHAPTER SIX

COMPUTER STORAGE DEVIC

Information storage and retrieval is a term used to describe the organization, storage, location
and retrieval of encoded information in a computer system. Important factors in storing and
retrieving information are the type of media or storage device used to store information, the
media’s storage capacity, the speed of access and information transfer to/from the storage
media, the number of time new information can be written to the media and how the media
interacts with the computer

The Storage/Memory Unit The storage or memory unit in computer science is the term used
to refer to any location where data or information can be held temporarily or permanently for
current or later use. A storage device is used in the computer to store data. It provides one of
the core functions of the modern computer. A computer commonly has two storage types:
primary and secondary. An example of primary storage device is the RAM, while the
secondary storage device is the hard disk. Storage devices are characterized with the
following features

Speed

Volatility

Access method

Portability

Types of Storage

There are basically two main types of storage. They are

1. Primary storage: this is also referred to as;

2. Primary memory/storage;
3. Main storage
4. Main memory
5. Internal storage
6. Internal memory

2. Secondary storage: this is also referred to as;

 Secondary memory/storage
 Auxiliary storage

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 Auxiliary memory
 External storage
 External memory
 Mass storage

The Primary Storage, The different types of primary storage;

 Random Access Memory (RAM)

 Read-Only Memory
 Register
 Cache Memory

Random Access Memory (RAM):

The RAM is the central storage unit in a computer system. It is the place in the computer
where the operating system (OS), application programs and data in current use are kept
temporarily, so that they can be accessed by the computer processor; that is, the RAM is used
to store programs and data the CPU is currently processing.

Read-Only Memory (ROM):

The ROM is a special type of memory which can only be read, that is, it cannot be modified.
The ROM is non-volatile meaning that its contents (software and information) are not lost
when computer power is switched off. ROM is used for storing program instructions or
software that are not subjected to change

These Read-Only Memories can be manufacturer- programmed or user-programmed. They

include the following:

PROM (Programmable Read-Only Memory): A PROM is a memory chip on which you can
store a program. But once the program has been used, you cannot wipe it clean and use it to
store something else. Like ROMs, PROMs are non-volatile.

EPROM (Erasable Programmable Read-Only Memory): An EPROM is a special type of

PROM that can be erased by exposing it to ultraviolet light.

EEPROM (Electrically Erasable Programmable Read- Only Memory): An EEPROM is a

special type of PROM that can be erased by exposing it to electrical charge. This can also be
referred to as EAROM (Electrically Alterable Read-Only Memory).

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Registers:

These are special-purpose high-speed temporary storage located inside CPU. They are used
for the quick storage and retrieval of data and instructions. There are two major types of
register:

 Special-purpose registers;
 General-purpose registers.

Cache Memory:

Cache memory is a special high-speed storage mechanism that stores data so that future
requests for that data can be served faster. A cache is meant to improve access time and
enhance the overall performance of the computer. There are different types of caches
associated with the computer system. There are caches for the CD-ROM, memory cache,
hard drive cache, and CPU cache; the CPU cache is its internal cache and is often called level
1 (L1) cache

The Secondary Storage

The secondary storage is a storage medium that holds data or information permanently
whether the computer is switched on or off. That is, it is non volatile. The data or information
remains on this storage medium until the computer user decides to delete it when it is no
longer needed. The hard disk is a good example of secondary storage device.

There are different types of secondary memory (external) memory. They are:

Magnetic disk. Magnetic storage uses different pattern of magnetization on a magnetically

coated surface to store information. Magnetic storage is non-volatile

Magnetic tape. is a medium for magnetic recording, made of a tin magnetizable coating on a
long narrow strip of plastic film. Magnetic tape data storage uses digital recording on to
magnetic tape to store digital information.

Optical discs. This is a storage medium from which data is read and to which it is written by
laser beam of light.

Flash drive. A flash drive is a small portable memory device that could be plugged into a
computer’s Universal Serial Bus (USB) port

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Memory card. An electronic flash memory storage disk commonly used in consumer
electronic devices such as digital cameras, MP3 players, mobile phone and other small
portable devices. It is also referred to as flash memory card

Smart card. A smart card stores data on a thin microprocessor chip embedded in the card. The
smart card is similar in size to the ATM card. When a smart card is inserted in to a
specialized card reader, the information on the card is read and if necessary updated.

Difference between primary storage and Secondary storage Devices

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CHAPTER SEVEN

DATA PROCESSING AND CONTRO

Data Processing

Data refers to the raw facts that do not have much meaning to the user and may include
numbers, letters, symbols, sound or images.

Information refers to the meaningful output obtained after processing the data, simply
referred to as the 'processed data

Data processing cycle It refers to the sequence of activities involved in data transformation
from its row form to information. It is often referred to as cycle because the output obtained
can be stored after processing and may be used in future as input

The four main stages of data processing cycle are:

 Data collection
 Data input
 Data processing
 Data output

Data collection: Also referred to as data gathering or fact finding, it involves looking for
crucial facts needed for processing.

Data input: This refers to the process where the collected data is converted from human
readable from to machine readable form (binary form). The conversion takes place in the
input device.

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Processing: This is the transformation of the input data by the CPU to a more meaningful
output (information). Some of the operations performed on the data include calculations,
comparing values and sorting.

Output: The final activity in the data processing cycle is producing the desired output also
referred to as information. This information can be distributed to the target group or stored
for future use. Distribution is making148 information available to those who need it and is
sometimes called information dissemination. This process of dissemination may involve
electronic presentation over the radio or television, distribution of hard copies, broadcasting
messages over the internet or mobile phones, etc

Description of errors in data processing.

Computational errors: Occurs when an arithmetic operation does not produce the expected
results. The most common computation errors include overflow, truncation and round.

Overflow errors: Occurs if the result from a calculation is too large to be stored in the
allocated memory space. For example, if a byte is represented using 8 bits, an overflow will
occur if the result of a calculation gives a 9 -bit number.

Truncation errors: Result from having real numbers that have a long fractional part which
cannot fit in the allocated memory space

Transcription errors: Occurs during data entry. Such errors include misreading and
transposition errors

Misreading errors: Are brought about by the incorrect reading of the source by the user and
hence entering wrong values.

Transposition errors: This occurs as a result of incorrect arrangement of characters ie

putting characters in the wrong order. For example, the user might enter 396 instead of 369.

Rounding errors: Results from raising or lowering a digit in a real number to the required
rounded number. for example, to round off 30.666 to one decimal place we raise the first
digit after the decimal point if its successor is more than or equal to five.

Data Protection and Security

Several attacks have been on system data as well as other vital components of the computer,
causing loss of data, damage to data component, disruptions or damages to the operation of
the entire computer system

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Computer Viruses

The same way bacteria and fungi cause illnesses in human body; computers can also get
diseases (viruses) from other infectious agents. A computer virus is a program, a block of
executable code, which attaches itself to the computer in order to overwrite or otherwise
replace or cause havoc to another program. Some replicate themselves easily without the
knowledge of the computer user. Viruses are small programs written so that they can jump
from one computer to another (via disk or a network), and which can cause disruption or
damage to the computer system.

Viruses can be transmitted as an email attachment, an Internet download, or be present on a

CD or floppy disk you insert into your computer. Hackers like to disguise these viruses so
average computer users open them and transmit them, whether they know it or not.

How Viruses infect Computers

Basically, if you access files that are virus infected, then that virus may be transmitted to your
computer. The following are ways in which viruses can infect computer

 A virus can infect a computer by accepting infected files.

 Via email attachments.
 By instant messaging.
 During file downloads from the Internet.
 Upon a visit to contaminated websites.
 Infected disks.
 Illegal duplication of software

Categories of Viruses
Boot Sector Virus: This was created in January 1986 by the Farooq Alvi Brothers (Basit and
Amjad), in Pakistan. The virus was called (c) Brain. The virus was created to fight the piracy
of the software they had developed. The aimed at it against fraudsters who use pirated copies
of their software

Executable Files Virus: In order for a virus to replicate itself, this virus must be permitted to
execute its code and write to memory. This is why many viruses attach themselves to
executable files that may be part of legitimate programs. When a user tries to start an163
infected executable file, the virus code will be executed first. Executable file viruses are
therefore found attached to executable files

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Document Virus: Computer viruses that attack documents are mostly macro viruses. These
viruses spread from applications that use macro. Applications that use macros are word
processing packages, Microsoft Excel, Word Basic, and Word for Windows NT. What most
computer viruses do is that they increase the size of the document by creating either space or
insert nonsensical code in the document

Examples of Viruses

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 Tojan horse
 Worms
 Sleeper virus
 Logic bomb virus
 Alabama virus
 Christmas virus
 Data
 Stone
 Antiexe
 November 17164
 Melissa
 Downloader-W
 Creeper virus
 Jerusalem virus
 Macro virus
 CiaDoor virus
 Resident viruses
 Nonresident viruses
 Cross-site scripting virus
 Code Red
 JS/No Close
 I love you

Handling Viruses (Virus Detection and removal

The moment a user detects or sees any of the warning signs that a system is infected with
virus, it is important to do the following forthwith:

 Install the latest updates for Microsoft Update on the computer.

 Install the latest antivirus software and perform a full scan of the computer.
 Download, install and run the Microsoft malicious165 software removal tool to
remove existing viruses on the computer.
 On the computer, turn on the firewall.
 Keep the computer operating system up-to-date.
 Use updated antivirus software on your

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 Some of the antivirus software packages that can be used to remove virus from the
computer system are
 Pccillin Antivirus
 AVG Antivirus
 Scan Antivirus
 Microsoft Antivirus
 IBM Antivirus
 ESass Thunder byte
 Eliashin Virus safe
 Data Fellows F-Port.
 Avast! Antivirus.
 Panda Cloud Antivirus.
 Microsoft Security Essentials.
 Avira antivirus personal Edition.
 Comodo Antivirus

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THE DESKTOP
When a windows operating system starts up, you see the DESKTOP. It is also a computer
display area that represents the kinds of objects one might find on the top of physical desk
including display of shortcuts like My Computer, My Documents, Recycle Bin and other
shortcut. The desktop is your work area that allows you to keep yourself organized. It is
where you begin everything from just like a real desk in an office. The desktop contains
 Start Menu – this is where you launch the program from, that is to say, you start
applications by clicking in the starting button and selecting what you want from the
Menu that appears
 Window – this is where the running program or application appears. Or it’s a separate
viewing area on a computer display screen in a system that allows multiple viewing
areas as part of the graphical user interface. Windows are managed by windows
manager. A window can be resized by a user
 Task Bar – this is found at the bottom of the desktop, but you can also move it to
either side or to the top of the desktop. A task bar show the list of all programs or
applications that are currently running. The task bar contains the Start button, quick
launcher bar and the main task bar
 Icons – it is a visual representative on an object of software

DESKTOP

ICON

Figure 1

Start menu Task bar

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MICROSOFT WARE SUIT

Micro soft is a suite of applications designed to help with productivity and completing
common tasks on a computer. You can create and edit documents containing texts and
images, work with data in spreadsheets and database and creation of presentations using
PowerPoint. Below are some of the software application found in this suite?
 Microsoft Word
 Microsoft Access
 Microsoft Excel
 Microsoft Database
 Microsoft Publisher
 Microsoft PowerPoint
 Microsoft One Note
 Microsoft Outlook
 Language preference

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BASIC TERMS USED IN DIFFERENT APPLICATION SOFTWARE

WORD PROCESSING/ MICROSOFT WORD

Word processing is the process of creating a word document and involves typing, editing,
formatting and printing of text document using a word processor.
Word processor is a tool or program that can be used to create, edit, format, store and print
a document that contains text and graphics. Computer word processing is application
software that encompasses the production of professional looking documents. These
documents may include the following; memos, circulars, preparing letters, greeting cards,
doing simple office works to mention but a few.
In a typical office where documents are typeset, formatting and editing of such documents
becomes a nightmare where manual modes of document production, filling and transmission
are used.
Examples of word processors include: Microsoft Word, Corel WordPerfect, Lotus WordPro,
Apple Pages, [Link] Writer, etc.
Text editors are simple word processors that are generally used to type without any special
formatting.

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Text editors are mainly used to create small notes, memos and programs. Examples of
common text editors are: Notepad, Notepad++, Gedit etc.

TYPES OF WORD PROCESSORS

 Manual word processors – Type Writer
 Electronic Word Processors – MS Word, Lotus WordPro etc.

PURPOSE OF WORD PROCESSING

Word processors are mostly used for writing letters, reports, projects, books, essays, memos,
resumes (CVs) etc.
BASIC TERMINOLOGY
 Typing. When you open up Microsoft word, you will see a blinking cursor or
insertion point in the text area below the ribbon. Now you start typing, the words will
appear on the screen in the text area. To create space while typing, you press the space
button and Enter key to create a new paragraph.
 Typeface is the shape of the characters. Some common typefaces are Times New
Roman, Arial, and Tahoma, Baskerville Old face and many more. Type face can also
represent the design of letters, numbers of other symbols to be used in printing, or for
display. Most type face include in variations like in size, weight, slope and many
more
 Line spacing refers to the amount of vertical space between two lines of text, or the
distance between two lines in Microsoft document. Line spacing is measured in
points. To space lines:
 Highlight the lines of text. • On the Format menu, click Paragraph. • In the
Paragraph dialog box, select the line spacing option from the line spacing list box then
click the OK button.
 Text alignment refers to the way lines of text are arranged relative to the edges of a
block of text. Alignment also determines the appearance and orientation of the edge of
the paragraph. There are four types of alignment: left, centre, right, and justify. To
align text: Highlight the text. On the Formatting tool bar, click Paragraph. In the
dialog box, select the Alignment option then click OK.
 Justification is the process of aligning or changing arrangement text in a document to
both the left and right margins at the same time.

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 Indent is the amount of space set in between the margin and the beginning of text.
Examples of indents include the first line indent, hanging indent and right indent. To
set tabs and indents:
On the Formatting tool bar menu, click Tabs. • In the Tab dialog box, set the tab stop,
Alignment and leading then OK. • Press the Tab key to increase or the spacebar to
decrease the indent, alternatively, click the Increase/Decrease indent buttons on the
formatting toolbar.
 Formatting text is the process of changing the appearance of text in a document.
Formatting text involves using commands and selection of options like bold, italics,
underlining, changing font colour, font size, font color, text highlight color, subscript,
superscript, strikethrough and many more according to what kind of office used.
 Editing text refers to the process of making changes to the content of an existing
document in changing it, formatting it, moving it from one location to another.
Editing text involves commands like cut, paste, overtype, undo, insert, and delete.
 Copy text– copying text, you duplicate the selected text so that it can be used
somewhere else. How to copy selected text. Highlight the selected text, right click to
give a command and press OK.
 Cut – To remove selected text from its current position and place it on the clipboard.
Copy and paste duplicated text, while Cut and paste moves text to a new location.
 The clipboard is an area of memory in which you can store copied or cut text,
graphics or any other items temporarily before being pasted into other locations.
 The paste special feature helps to avoid pasting text with all its formatting. The paste
special feature provides more control over what to paste.
 Header- The header refers to text that appears in the top margin of all pages in a
document.
 Footer - The footer refers to text that appears in the bottom margin of all pages in a
document.
 Ruler - You can use the ruler to set the indent, margin and tab markers. Avoid using
the space bar to align text!
 Tabs Stops– tab stops are places where text can be made to line up. You can set
a tab stop by clicking on the ruler bar at the desired position.
 Hard Copy– A copy of a document printed out on physical paper.
 Superscript and Subscript. A superscript appears just above the rest of the
characters as in cm2 while a subscript appears just below other characters as in

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H20. Highlight character(s): • On the Formatting tool bar, you can directly
select it i.e. X2 or X2, or click Font. 0n the Font dialog box check superscript or
subscript
 Undo and redo. Undo reverses the most recently executed command while redo
reverts back to the cancelled action.
 Soft Copy– A copy of a document that is stored on a disk or other computer storage
device.
 Overtype Mode– Also called overwrite mode, causes any characters you type to
replace ("overtype") the characters at the cursor. You can switch between overtype
mode and insert mode by pressing the insert key.
 Paragraph – The text between one paragraph break and the next. A paragraph break
is inserted by pressing Enter key. A paragraph is a special block of text dealing with a
single theme and starting on a new line or indent. Some of the formatting features you
can apply onto a paragraph include: alignment, setting tabs and indents, drop cap,
bullets and numbering, line spacing, inserting columns and page breaks.
 Save – Saving a document on the office button/, File menu click the Save As
command. Select the storage location from the Save in list box. Type the name of the
file in the File name box then click OK to save. To write the document's current state
from RAM to a storage device.
 Proofreading is the process of reviewing a document to ensure the accuracy of its
content. Proof reading tools include spelling and grammar check (F7), thesaurus, etc.
COMMON FEATURES OF WORD PROCESSING APPLICATIONS

Word Wrap: is a feature allows a user to type continuously without pressing the enter key at
the end of the end of the line.
Text wrap. Is a facility allowing text to surround embedded features such as pictures, tables
and many more?
Find and replace: This allows the user to locate all occurrences of a particular character,
word or phrase. Find and replace is used to locate a word or a phrase and replaces it with
another. To find and replace a word or phrase:
On the Edit menu, click Find or Replace, In the Find what box, type the word or phrase to
find, Click the Replace tab. In the Replace with box, type the word or phrase to replace the
target word or phrase.

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Spell checker: allows the user to check spellings of the whole document at one time or to
check and even correct the spelling of individual words as they are typed (Autocorrect)
Grammar checker: this reports grammatical errors, usually by a wavy green line, and
suggests ways to correct them. Spelling and grammar check.
Spelling and grammar checker automatically locates wrongly spelt and misspelled words and
grammatical mistakes.
To spell check a document:
On Tools menu click Spelling and Grammar or press F7. • In the Spelling and Grammar
dialog box, misspelled words are shown in red while grammatically incorrect phrases are in
green. • From the suggestion list, select the correct spelling or grammar. • Click Change
(All) button. To ignore, click the Ignore (All) button. If there is any added word with in the
computer and the computer underlines with a red line, you can add it into the dictionary of
the computer
Thesaurus: suggests alternative words with the same meaning (synonyms) for use in the
document. Thesaurus.
The thesaurus allows the user to automatically find words or phrases with similar meaning
(synonyms) or opposite meaning (antonyms) to the one selected.
To use the thesaurus:
• Highlight text.
• On Tools menu, point to Language then click Thesaurus.
• Select a synonym or an antonym.
Mail Merge: This is feature used to create similar letters to be sent to several people. The
names and addresses of each person can be merged with one single main document.
Automatic page numbering: numbers the pages automatically in a document
Tables: allow users to organize information into rows and columns.
Multi-columns: arranges text into two or more columns that look similar to newspaper or
magazine
Drop cap – Formats the first letter in paragraph to be dropped across two or more lines. A
drop cap is a large character in a paragraph that occupies more than one line down.
19) To create a dropped cap:
• Highlight the paragraph letter you want to begin with drop cap. • On Format menu, click
Drop cap. • Click Dropped or In Margin. • Specify the number of lines and other options
then click OK.

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 Clipart: refers to pre-made images about various subjects used to illustrate concepts
in documents.
 Templates: establish the initial document layouts and formats for various document
types.
 Printing: allows a user to obtain a hard copy of a document from the printer.
 Word Count: Establishes the number of words, characters, paragraphs, etc. in a
document.
 Headers and Footers: Used to insert text in the top and bottom margin through the
document.
 Footnotes and Endnotes are used as references that provide additional information
about a word or phrase within a document.
 Insert and Delete allows a user to add and remove portions of text while editing
document. Deleting text, files and folders. To delete a character, a word or a block of
text: highlight the text to be deleted. Press the delete key or the backspace key. Note:
Delete key erases a character to the right of the cursor while the backspace deletes
characters to the left. Use the type over mode to write characters to the right of the
cursor or insert mode to insert a character(s)
 Hyperlinking – a link from a hypertext document to another location, This gives your
readers instant access to information in another part of the same document
COMMON PARTS OF A WORD PROCESSOR
Title bar—indicates the task currently running. On the right hand side of the title are the
minimize, restore/minimize and close buttons
Menu bar—provides the user with a group of commands that are used to manipulate the
document
Tool bars—consist of sets of command buttons for quick execution of frequently used
groups of commands.
Document window—this is the working area where the document is created
The formatting tool bar. This toolbar contains drop down boxes and buttons that allows you
to format the contents of the cells or text. The formatting tool bar provides access to several
text formatting functions such as the font size and color, text alignment, bold, italic,
underlining and many more features found on this bar

Status bar—Displays information that the user may need to know such as the current
position of the insertion point, progress, edit mode, etc.

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ADVANTAGES OF ELECTRONIC WORD PROCESSOR OVER TYPE WRITERS

Advantages:
 Word processors can save softcopies for future use while with a type writer; a
document has to be fully retyped if needed again.
 During typing with a word processor, it is possible to undo a mistake, while any error
made with a type writer is immediately impacted on the printout.
 A type writer prints one character at a time while a word processor prints many pages
at a time.
 There is a variety of quick text formatting features such as bold, italic, underline,
colour, etc. in a word processor whereas there are limited formatting options with a
typewriter.
 A word processor provides grammar and spell check options whereas a typewriter
cannot help in spell checking.
 It is easier to insert graphics and drawings in a word processor yet it is not easy to
draw with a type writer.
 A word processor allows the user to type continuously without pressing the enter key
at the end of each line (word wrap) whereas the user needs to advance the lever of a
typewriter manually, at the end of every line.
 It is very simple to align text in a document to Left, Centre, Right or Justified
whereas with a type writer, one has to manually align the text, which is very difficult.
 A word processor has edit features such as Copy and Paste in which repeatedly
occurring text in a document can be copied to and pasted from the clipboard whereas
a type writer has no clipboard.
 A word processor can work on many pages at a go by inserting pages numbers,
footers, headers, watermarks, etc. whereas a type writer works on one page at a time.
 A type writer makes a lot of noise during its operation as compared to a word
processor which is relatively quiet.

DISADVANTAGES OF USING ELECTRONIC WORD PROCESSORS

 Word processors cannot be used without Electricity.
 Word processors Use is Expensive due to the cost of computers.

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 They have led to Unemployment of typists because one person using a word
processor can do a lot of work in a short time, which would be done by many using
type writers.
 Many people are Computer illiterate, and cannot use the program.
 Computers have Viruses, which lead to loss of data in soft copies.
 Using word processors on light emitting computer monitors for long leads to eye
disorders, which isn’t the case with type writers
 Word processors require purchase of hard ware like printers in order to obtain hard
copies yet with typewriters, whatever is typed is permanent and instantly available as
a hard copy: there is no delay for printing or risk of unintended file deletion.

COMMONLY USED WORD PROCESSING KEYBOARD SHORTCUTS

Ctrl-] or [
Increase/ Reduce Font
Ctrl-A
Ctrl-Alt-C

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Ctrl-Alt-E Endnote
Ctrl-Alt-F Footnote
Ctrl-Alt-S Split a window
Ctrl-Alt-U Table—removes border lines
Ctrl-Alt-Y Repeat Find

Ctrl-B Bold
Ctrl-C Copy
Ctrl-click Select Sentence
Ctrl-Enter Break—page/ new page
Ctrl-F Find
Ctrl-F10 Maximize/ minimize window
Ctrl-F4 Close
Ctrl-F5 Document window—restore
Ctrl-H Replace
Ctrl-I Italics
Ctrl-J Justify—Full
Ctrl-K Hyperlink
Ctrl-L Align—Left
Ctrl-N New document
Ctrl-O Open a document
Ctrl-P Print
Ctrl-R Align—Right
Ctrl-S Save
Ctrl-Shift-C Copy formatting
Ctrl-Shift-D Double Underline
Ctrl-Shift-W Underline words only
Ctrl-U Underline
Ctrl-V Paste
Ctrl-W Close
Ctrl-X Cut
Ctrl-Y Repeat/Redo
F12 Save As
Shift-F3 Case change (capitalization)

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OTHER DEFINITIONS OF TERMINOLOGIES

 Page orientation - is the layout of a page in which a rectangular page is oriented for
normal viewing.
Type of orientation
Portrait is the layout of a page in which the height of a page is greater than the width
Landscape is the layout of a page where the width is greater than the height
 Paragraph spacing. This determines the amount of space above or below a paragraph.
 Formatting a document. Is the process of improving on the appearance of a document
involving formatting text, setting margins, borders and shading, page layout, paper size
and orientation
 Tab stops. Are places where text can be made to line up. You can use the ruler to set
manual tab stops at the left side, middle, and right side of your document.
 Format painter copies formatting from one place, which can be applied to another
place
 Document views. These include; Normal view, which shows formatting such as; line
spacing, font, point size, italics, etc. Web layout view enables you to view your
document as it would appear in a browser. Print layout view shows the document as it
will look when it is printed. Reading layout formats your screen to make reading your
document more comfortable. Outline view, displays the document in outline form
 Blocking or highlighting text. Is the selecting of text to make it ready for manipulation
and modification
 Sorting. Is the arranging of a list of text say paragraphs, lines, words, etc, in either
Ascending or Descending order Alphabetically
 A superscript. Is a word processing tool that places text above another, e.g. X2
 A subscript. Is a word processing tool that places text below another, e.g. X2
 Borders and shadings. This involves enclosing text or objects in a frame and a
decoration or painting.
 Page break. This is used to terminate a page prematurely or by force.
 Gutter margin. A gutter margin setting adds extra space to the side margin or top
margin of a document that you plan to bind. A gutter margin helps to ensure that text is
not hidden by the binding.

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 Page margins. Are the blank spaces around the edges of the page. Text & graphics are
inserted in the printable area between margins. However, headers, footers and page
numbers can be inserted in the margins

RESOURCE QUESTIONS FOR WORD PROCESSOR

QUESTION 1.
(a) Using Microsoft word, type the passage below as it is and answers the questions that
follow.
UNESCO hails Uganda”
The Director General of the United Nations Educational, scientific and cultural Organization
(UNESCO), KIOCHIRO Matsuura, has commended Uganda‘s efforts in emphasizing science
Education. Matsuura, who is here for a two-day visit, said on his arrival at Entebbe Airport
yesterday that the UN agency was ―enjoying a strong bilateral relationship with Uganda.
We appreciate Uganda‘s efforts in embracing science and cultural education as part of
national development. This being my first official visit here, I hope strengthen the ties
between Uganda and UNESCO‖, Matsuura said.
He emphasized that Uganda‘s cultural and scientific education statistics which stand as
shown in the table below were encouraging by world standards. These statistics were carried
out in the year 2000, 2001, 2002, 2004 for both cultural and science education.

Required
(i) Set the font size to 13 and double space the document.
(ii) Copy the document and paste it on the next page.
(iii) Set the title UNESCO‖ hails Uganda to font size 14 and bolded and word Art it
(iv) Set the margins to (1.5) and (1.3 right) then bottom and top (1.2)
(v) Set the document body text to ‘lucida handwritting
(vi) Insert the header as Diploma‖ and in italics
(vii) Set the whole document to justified and font color, red
(viii) Number pages in uppercase alphabet.
(ix) Save your work.

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QUESTION 2
Using the suitable word processing software, type this document as it is.
HUMAN BEINGS
Most infants are guided through life by a parent or guardian and taught how to talk, walk, eat
and generally behave. The socialization process begins as soon as we are born when we being
to imitate people around us, copying the shapes and noises in our environment. Many other
people and circumstances affect our appearance, attitude and behavior, such as work,
lifestyle, ethnicity, family, environment, peer group (friends), gender, media etc.
Human beings are very different throughout the world and opinions of what constitutes a
natural or nurtured human being differ enormously. Without socialization, an individual
would bear little resemblance to any human being defined as ―normal‖ by the standards of
his or her society.
There have been some instances where a person has been deprived of the assistance of a
parent or any other social and human presence. These beings are often referred to as feral
people meaning ―wild‖.
An example of feral people was the Wolf-infants of Midnapore who were reportedly found in
a wolf den in a Bengal forest in 1920. The infants, age two and eight, walked on all fours,
preferred a diet of raw meat, howled like wolves and lacked any form of speech.
(Adapted from: McKenzie and Bryden (2004:50), Introducing Word 2000 for Windows)

Further Required
(ii). Copy and paste the document to page 2
(iii). Using the copy on page 2, center, bold and underline the heading and make it font size
24. (iv). Center aligns the second paragraph and make it all italics.
(v). Italicize the source of the document and make it font size 8.
(vi). Spell checks your document.
(vii). Insert your name and index number as footer.
(viii). Save your work as My Work.

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QUESTION 4.

(a) (i) Launch a suitable word processing application, typeset the following document as it
appears, save as ―TEEP 2016‖

APPLY FOR THE TEEP 2016 PROGRAMME Top to form Welcome to the 2016 edition
OF the Tony Elumelu Entrepreneurship Program (TEEP), the flagship program OF The Tony
Elumelu Foundofion. Please note you can save your informofion of any point in the process
and return to complete your saved applicofion before the closing date to complete your
application. In order to speed up the application process, prepare these documents before you
start your application. Required documents are: valid government-issued identification
Official business registration certificate official evidence of business ownership Official
evidence of directors official consent by partners to apply

(ii) Copy and paste the document to page two which you will use to perform the rest OF the
instructions.
(iii) Using the copied work on page 2, Centre align the heading, Font size 20.5, and font style
comic sans ms
(iv) Apply appropriate bullets on all the required documents for the application.
(v) Add a hyperlink ―will Run For The Whole Year‖ to the word 2016 PROGRAMME
(vi) Using a word feature, replace the word of with OF every where it appears in the
document. It should be bold, italics and underlined.
(vii) Insert a relevant clip art behind the text on page two
(viii) Insert an end note ―Lets kick out youth unemployment‖ on TEEP found in the second
paragraph.
(ix) Insert a relevant clip art behind the text on page two
(x) This clip should be 2cm and 3cm width and height.
(xi) Add a footer as your name and personal number
(xii) Print all your work

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SPREADSHEETS
A spreadsheet is a grid of rows and columns that accepts entry of data, allows editing,
formatting and manipulation of numeric data. Spreadsheets can also display data
graphically with the help of charts and graphs.

TYPES OF SPREADSHEETS
1. Manual spreadsheets. The manual spreadsheet is the most commonly used type
by book keepers as a ledger book with many sheets of papers divided into rows
and columns on which various amounts of money are entered manually using a
pen or a pencil and manipulated manually with the help of a calculator.
2. Electronic spreadsheets. An electronic spreadsheet is a spreadsheet prepared
using a computer program that enables the user to enter values in rows and
columns and to manipulate them mathematically using formulae and functions
automatically.

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Examples of electronic spreadsheet programs include; VisiCalc, Lotus 1-2-3,

Microsoft Office Excel, Quattro Pro, Microsoft Works, Multiplan, View sheet,
Lucid 3D, etc.

Advantages of Manual Spreadsheets

1. They are easy and cheap to acquire
2. They are easily portable
3. They are suitable for draft or rough work
4. They are not electronic, thus, can be used without electric power
5. No skills are needed, hence, even a computer illiterate can use manual
spreadsheets

Disadvantages of Manual Spreadsheets

1. They require a lot of manual effort and time
2. Many errors are bound to be made
3. Rubbing out to correct errors makes the work untidy
4. They do not have pre-existing tables as opposed to electronic spreadsheets
5. They are very small in size
6. They are not durable. They can easily wear and tear out
7. They do not have automatic formulas that would otherwise quicken the work
8. You cannot easily insert or delete extra columns and rows

Advantages of Electronic Spreadsheets

1. They have pre-existing tables, thus, no need to draw gridlines
2. They have in-built formulas and functions, enabling automation in calculations
and work manipulations
3. There are minimal errors and in case of any, they are easily corrected
4. They have very large worksheets that can store a lot of work easily and for long
5. Extra columns and rows can be inserted and deleted without any bad effect
6. The work can be protected with passwords thus ensuring security
7. Work can be enhanced to look very attractive with various formats to suit the
user’s needs
8. The records can be sorted and filtered to get only those that you want
9. They allow printing of multiple copies without re-creation

Disadvantages of Electronic Spreadsheets

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1. They are expensive to buy and maintain

2. They are electronic, thus cannot be used without electricity
3. They require computer skills and continuous training
4. There is data loss due to virus attacks and system failure
5. There are privacy problems like unauthorised access over networks
6. Health related hazards as they are associated with use of computers

FEATURES OF ELECTRONIC SPREADSHEET SOFTWARE

1. Workbook. This is a collection of multiple worksheets in a single file
2. Worksheet. This is a single page of a workbook. It is an equivalent of a work area
in Microsoft Word. A worksheet is made up of rows and columns which intersect
to form cells. Worksheets are labelled sheet1, sheet2, sheet3 by default, but they
can be renamed. A workbook by default has 3 worksheets, however, these can be
increased in the user’s interest and renamed
3. Columns. These are vertical lines which run through the worksheet. Worksheet
columns are labelled by letters; A, B, C, D, E… which are displayed in grey
buttons across the top of the worksheet
4. Rows. Are horizontal lines across a worksheet? Works
5. sheet rows are labelled by numbers; 1, 2, 3, 4, 5… which are displayed in grey
buttons across the left of the worksheet
6. A cell. This is an intersection of a column and a row. Each cell on the spreadsheet
has a cell address. A cell address is a unique name of a cell. It is given by the
column letter and row number, e.g. A1, B5, G6, D12, C1, A4, B3, etc. Cells can
contain; text, numbers, formulas, etc.
7. Range. It is a group of adjacent cells defined as a single unit. A range address is a
reference to a particular range. It has a format of top left cell address : bottom
right cell address. e.g. D5:G10
8. Value. This is a numerical entry in a cell. All values are right aligned in a cell by
default.
9. Labels. This is a text entry in a cell. All labels are left aligned in a cell by default
10. Name box. This displays the address of the selected cell or cells. Also you can
rename a selected cell or cells using the name box

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11. Formula bar. Is a bar at the top of the Excel window that you use to enter or edit
values or formulas in cells or charts?
12. Autofill. This is the feature that allows you to quickly fill cells with repetitive or
sequential data such as chronological dates or numbers, and repeated text. To use
this feature, you type one or two initial values or text entries, and then Autofill
does the rest using the fill handle, which is the small black square in the lower-
right corner of the selection. When you point to the fill handle, the pointer changes
to a black cross. Autofill recognises series of numbers, dates, months, times and
certain labels.
13. Sorting data is to arrange records in either ascending or descending order.
14. Filtering data is the displaying of records that satisfy the set condition from the
parent list.
15. Database. These are data values that can be entered in the cells of the spreadsheet
and managed by special spreadsheet features found on the data menu. The special
spreadsheet features include; cell referencing, data replication, automatic
recalculation, formulas and functions, data filtering, copy, cut and paste, clip art.
16. Graphs. A graph is a pictorial representation of the base data on a worksheet.
Most spreadsheets refer to graphs as charts. A chart is a graphical representation
of data. A chart may be 2-D or 3-D
17. What-if analysis. Is a process of changing the values in cells to see how those
changes affect the outcome of formulas on the worksheet. For example, varying
the interest rate that is used in the paying-back table to determine the amount of
the payments.
18. Freezing panes. This is where rows and columns are frozen such that they remain
visible as you scroll through the data especially if the database is too big to fit on
one screen.

Uses/Applications of Spreadsheets
1. Preparation of budgets
2. Preparation of cash flow analysis
3. Preparations of financial statements
4. Processing basic business information, like, job costing, payment schedules, stock
control, tax records
5. Analysis of data from questionnaires

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6. Presentation of information in tabular form, graphical or charts forms

7. Mathematical techniques and computation like trigonometry
8. Statistical computations like standard deviations.

OPERATORS
Operators specify the type of calculation that you want to perform on the elements of
a formula. There is a default order in which calculations occur, but you can change
this order by using brackets.

Types of Operators
There are four types of calculation operators: arithmetic, comparison, text
concatenation, and reference.

Comparison Operators
These are used to compare two values, and the result is a logical value either TRUE or
FALSE.

Comparison operator Meaning Example

= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1

Reference Operators combine ranges of cells for calculations. Examples include;

Reference operator Meaning

Example
: (colon) Range operator, which produces one reference to all the
B5:B15
cells, between two references, including the two references
, (comma) Union operator, which combines multiple
SUM(B5:B15,D5:D15) references into one reference
(space) Intersection operator, which produces one reference
B7:D7 C6:C8
to cells common to the two references

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& (ampersand) Connects two values to produce one continuous text value
("North"&"wind")

CELL REFERENCES
A Cell reference is an address given to a particular cell or group of cells on a
worksheet. e.g. A2, B6, B3.

There are three types of cell references;

1. Relative cell reference. Here, the address of a cell is based on the relative
position of the cell that contains the formula and the cell referred to. If you copy
the formula, the reference automatically adjusts. A relative cell reference takes the
form: A1, B17, G20, C2.
2. Absolute cell reference. Here, the exact address of a cell is used in the formula,
regardless of the position of the cell that contains the formula. An absolute cell
reference takes the form: $A$1, $D$6, $B$3, $E$6.
3. Mixed cell reference. This is a type that uses both relative and absolute cell
references at once. It may use an absolute column reference and a relative row
reference or vice versa, e.g. $G17, B$14, D$2, $E2.

FORMULAS
Formulas are equations that perform calculations on values in your worksheet and
return a value in a chosen cell, e.g. =A2+B2, =(A3+B3+C3+D3)/4, =A6*B4,
=C4-D4, =E10/G10

LOGICAL FUNCTIONS
Function Description
AND Returns TRUE if all of its arguments are TRUE; Returns FALSE if any
argument is FALSE
FALSE Returns the logical value FALSE
IF Specifies a logical test to perform
IFERROR Returns a value you specify if a formula evaluates to an error;
otherwise, returns the result of the formula
NOT Reverses the logic of its argument
OR Returns TRUE if any argument is TRUE
TRUE Returns the logical value TRUE

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ERROR ALERTS
Microsoft Excel displays an error value in a cell when it cannot properly calculate the
formula for that cell. Below are some common error values and their meanings.

Error message Meaning

1. ##### Column is not wide enough, or a negative date or time is used.
2. #DIV/0! A number is divided by zero
3. #N/A! A value is not available to a function or formula
4. #NAME? Microsoft Office Excel does not recognise text in a formula.
5. #NULL! You specified an intersection of two areas that do not intersect
6. #NUM! The numeric values used in a formula or function are invalid
7. #REF! The cell reference is not valid, e.g. 6E instead of E6
8. #VALUE! An argument or operand used is of wrong type

FUNCTIONS
A function is a prewritten formula that takes a value or values, performs an operation,
and returns a value or values in a chosen cell. Examples of functions in MS Office
Excel include the following:

Function Description Example

SUM Adds all the numbers in a range of cells =SUM(B2:G2)
PRODUCT Multiplies numbers given as arguments to return =PRODUCT(A2:D2)
product
MAX Returns the largest value in a set of values =MAX(D4:D10)
MIN Returns the smallest number in a set of values =MIN(A2:A12)
LARGE Returns largest value in a data set, e.g. 5th =LARGE(B1:B9,5)
largest value
COUNT Counts number of cells in a range that contains =COUNT(A1:E9)
numbers
COUNTIF Counts number of cells in a range that meet =COUNTIF(A1:C9,”<

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given criteria 10”)

COUNTBLA Counts number of empty cells in specified range =COUNTBLANK(A2:
NK of cells H8)
AVERAGE Returns the average (arithmetic mean) of the =AVERAGE(B2:B15)
arguments
MEDIAN Returns number in the middle of the set of given =MEDIAN(D4:D10)
numbers
MODE Frequently occurring value in a range of data. =MODE(C2:C9)
RANK Returns the size of a number relative to other =RANK(F3,$F$3:$F$
values in a list of numbers. 11,0)
SQRT Returns a positive square root =SQRT(B5)
IF Returns one value if a condition you specify =IF(A2<50,”fail”,
evaluates to TRUE and another value if it “pass”)
evaluates to FALSE.
VLOOKUP Searches for a value in the first column of a table =VLOOKUP(lookup
array and returns a value in the same row from value, lookup table,
another column. column )
HLOOKUP Searches for a value in the top row of a table =HLOOKUP(lookup_
array and returns a value in the same column value,lookup_table,
from a row you specify in the table or array column index )

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PRESESNTATION SOFTWARE

This is application software used to create presentations, which can communicate ideas and
other information to a group of audience. The presentation can be viewed as a slide show,
which usually displays on a large monitor or projected screen. Some presentation software
can convert an existing slide show into a format that can be accessed on the web.

Examples of popular electronic presentation software include; Microsoft PowerPoint, Corel

Presentations, Lotus Freelance Graphics, Microsoft Producer, Open Office Presentation, etc.

Applications of Presentation Software

1. Presenting learning materials to students in schools (CAL)
2. Presenting speeches and minutes in meeting
3. Used in training sessions
4. Used in presenting campaign manifestos
5. Used in conferences and seminars
6. Used in sales promotions to market products
7. Used in business shows, mobile kiosks and clinics

Principles of a Good Presentation

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When preparing a presentation, you must consider the following principles. This improves
the quality of your presentation, makes it more effective and enjoyable and in the long run
saves you time and effort.

o Simplicity of the presentation. The best slide is usually simple, easy and to the point. The
audience may need more time to understand complicated slides while time is always
limited during presentations.
o Know the audience and their expectations in order to give the right message to the right
people. e.g. are they children, matures or a mixture. Are they clients or seniors of the
organisation
o Relevance of the content. Ensure that the content of your slides is relevant to the topic of
discussion in order to capture the attention of the audience
o Use of images, graphics and diagrams. Slides are visual aid to help you explain complex
ideas in an easy way. Therefore, use the right and relevant images, graphics and charts to
represent your ideas visually.
o Make the right choice of colours, font styles, font sizes, transitions, animations, links
which suit the viewers

Advantages of Presentation Software

1. Presentation software usually provides a wide variety of presentation formats and layouts
for the slides
2. Multimedia components such as clip art images, video clips and audio clips can be
incorporated into slides
3. The timing of the slides can be set so that the presentation automatically displays the next
slide after a predetermined period of time.
4. Special transition effects can be applied between each slide
5. The presentation can normally be viewed and printed in different formats

FEATURES OF ELECTRONIC PRESENTATION SOFTWARE

1. Presentation. This is a PowerPoint file made up of a series of slides, audience hand-outs,
speaker’s notes and outline among others.
2. Slide. Is an individual page of a presentation
3. A slide master. Is the top slide in a hierarchy of slides that stores information about the
theme and slide layouts of a presentation, including the background color, fonts, effects,
placeholder sizes, and positioning.

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4. A PowerPoint template. This contains layouts (layout: The arrangement of elements,

such as title and subtitle text, lists, pictures, tables, charts, shapes, and movies, on a
slide.), theme colours (theme colors: A set of colors that is used in a file. Theme colors,
theme fonts, and theme effects compose a theme.), theme fonts (theme fonts: A set of
major and minor fonts that is applied to a file. Theme fonts, theme colors, and theme
effects compose a theme.), theme effects (theme effects: A set of visual attributes that is
applied to elements in a file. Theme effects, theme colors, and theme fonts compose a
theme.), background styles, and even content.
5. Animation. Refers to special effects for introducing text in a slide during a slide show.
6. Placeholder. Placeholders are the containers in layouts that hold such content as text
(including body text, bulleted lists, and titles), tables, charts, SmartArt graphics, movies,
sounds, pictures, and clip art.
7. Transition effects. This refers to different styles in which slides come and leave the
screen during a presentation. Slide transition is a special effect for introducing an entire
slide during a slide show
8. Graphics. A general term used to mean pictures, images, charts, photo, tables, etc, that
you can add to a presentation
9. ClipArt. A general term for a library of pictures in the computer. Presenter’s notes, these
contain ideas you want to discuss for each slide in your presentation.
10. Action buttons. Are ready-made buttons that can be inserted into your presentation?
These enable you to perform actions upon clicking or moving mouse over them
11. Auto content wizard. This is a presentation wizard that contains data from which one
can select and edit to create a personalised or customised presentation.
12. Slide layout. Slide layouts contain formatting, positioning, and placeholders for all the
content that appears on a slide. Layout contains the theme (colours, fonts, effects, and the
background) of a slide. Master layout is a term applied to a presentation’s overall design.
13. Timing. Is a technique by which slides or text appear on the screen during a presentation,
i.e. on mouse click or automatically after a defined period?

PowerPoint Views
1. Normal view. Is a Tri-pane window that provides the text outline of the entire
presentation on the left, the current slide on the upper-right, and speaker’s notes on the
lower-right. This is the default PowerPoint view

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2. Outline view. This enables one to edit and display all presentation text in one location
instead of one slide at a time. It appears without the objects or images in the slide.
3. Slide view. Shows a graphic view of the current slide for editing and viewing
4. Slide sorter view. This displays the entire presentation so that one can add, delete and
move slide.
5. Notes page. Provides a large area to view or type speaker’s notes on a slide
6. Slide show. Is a collection of slides moving in a defined sequence at a present timing that
one can control and change with special effects

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