Information and Communication Technology

(ICT)

Eliah Mwakalonge

ICT i Guide Book-2023

 Student information

Name:

Registration No:

Department:

Course code

Course

Email

Phone

Test 01 Test 02 Assign. G/Assign. CW

Eliah Mwakalonge
Mobile: 0715055009
Course Email: [email protected]
[email protected]
[email protected]

ICT ii Guide Book-2023

 Computer Abbreviations
ABI: Application Binary Interface. CPU: Central Processing Unit.
ALGOL: Algorithmic Language. CTR: Cathode Ray Tube.
ALU: Arithmetic Logical Unit. CSV: Comma – Separated Values.
API: Application Programming DB: Databases.
Interface. DBA: Database Administrator.
ASCII: American Standard Code for DBMS: Database Management
Information Interchange. System.
ATA: Advanced Technology DCC: Direct Client – to – Client.
Attachment. DFD: Data Flow Diagram.
ATM: Asynchronous Transfer Mode. .
BIN: Binary. DMA: Direct Memory Access.
BIOS: Basic Input Output System. DNS: Domain Name System.
BIT: A Binary Digit. DOS: Disk Operating System.
BPS: Bits Per Second... DPI: Dots per INCH.
BW: Bandwidth. DVD: Digital Versatile Disk /
CC: C Compiler / Carbon Copy. DVD-R: Digital Versatile Disk –
CD: Compact Disk / Change Recordable.
Directory. DVD-ROM: Digital Versatile Disk – Read Only
Memory.
CDMA: Code Division Multiple
DVD-RW: Digital Versatile Disk –
Access.
Rewritable.
CD-R: Compact Disk – Recordable.
DVI: Digital Visual Interface.
CD-ROM: Compact Disk – Read – Only
Memory. DVR: Digital Video Recorder
CD-RW: Compact Disk – Rewritable. EXE: Executable.
CG: Computer Graphics. FAT: File Allocation Table.
CMOS: Complementary Metal – Oxide Semiconductor. FAQ: Frequently Asked Questions.
CLI: Command Line Interface. FDC: Floppy Disk Controller.

ICT iii Guide Book-2023

FDD: Floppy Disk Drive. ICMP: Internet Control Message
FIFO: First In First Out. Protocol.
FS: File System. ICP: Internet Cache Protocol.
FTP: File Transfer Protocol. ICT: Information and
Gb: Gigabit. Communication Technology.
GB: Gigabyte. IDL: Interface Definition Language.
GDI: Graphics Device Interface. IDE: Integrated Drive Electronics..
GIF: Graphics Interchange Format. IIS: Internet Information Server.
GIGO: Garbage In Garbage Out. IM: Instant Messaging.
GPL: General Public License. IMAP: Internet Message Access
GPU: Graphics Processing Unit. Protocol.
GUI: Graphical User Interface.. I/O: Input / Output.

HCI: Human Computer Interaction. IP: Internet Protocol.

HD: High Density. IPC: Inter-Process Communication.

HDD: Hard Disk Drive. IoT: Internet of Things

HID: Human Interface Device. IPP: Internet Printing Protocol.

HIG: Human Interface Guidelines. ISO: International Organisation for

HP: Hewlett-Packard. Standardization.

HTML: Hypertext markup ISP: Internet Service Provider.

Language. ISR: Interrupt Service Routine.

HTTP: Hypertext Transfer Protocol. ISV: Independent Software Vendor.

HTTPS: Hypertext Transfer Protocol IT: Information Technology.

secured ITU: International

HZ: Hertz. Telecommunication Union.

IBM: International Business JDK: Java Development KIT.

Machines. JPEG: Joint Photographic Experts

IC: Integrated Circuit. Group...

KB: Kilobyte.
ICT iv Guide Book-2023
Kb: Kilobit. NFS: Network File System.
KHz: Kilohertz. NIC: Network Interface Controller..
KBPS: Kilobit per second NOS: Network Operating System.
. PATA: Parallel ATA. NTFS: NT File System.
PC: Personal Computer. NTP: Network Time Protocol.
PCB: Printed Circuit Board. OS: Operating System.
OCR: Optical Character Reader. OSS: Open Source Software.
P2P: Peer-To-Peer. PCI: Peripheral Component
PAN: Personal Area Network Interconnect.
LAN: Local Area Network. PCIe: PCI Express.
LED: Light-Emitting Diode. PCL: Printer Command Language.
LIFO: Last In First Out. PIO: Programmed Input/Output.
LSB: Least Significant Bit. Pnp: Plug-and-Play.
MAN: Metropolitan Area Network. POST: Power-On Self Test.
Mb: Megabit. PPC: Power PC.
MB: Megabyte. PPP: Point-to-Point Protocol.
MBCS: Multi Byte Character Set. PPPoA: PPP over ATM.
MBR: Master Boot Record. PPPoE: PPP over Ethernet.
MDI: Multiple Document Interface. PPTP: Point-to-Point Tunneling
MICR: Magnetic Ink Character Protocol.
Recognition. PSU: Power Supply Unit.
MHz: Megahertz.. RAM: Random Access Memory.
MNG: Multiple-image Network RDBMS: Relation Database
Graphics. Management System..
MPEG: Motion Pictures (coding) ROM: Read Only Memory.
Experts Group. RTOS: Real Time Operating
MS-DOS: Microsoft Disk Operating System.
System. SAN: Storage Area Network.
ICT v Guide Book-2023
 SATA: Serial ATA. VFS: Virtual File System.
SMTP: Simple Mail Transfer VGA: Video Graphics Array.
Protocol. VLAN: Virtual Local Area
SP: Service Pack. Network.
SPI: Serial Peripheral Interface. VM: Virtual Memory.
SQL: Structured Query Language. VoIP: Voice Over IP.
SVGA: Super Video Graphics VPN: Virtual Private Network.
Array. VPU: Visual Processing Unit.
TB: TeraByte. WAN: Wide Area Network.
TCP: Transmission Control WAP: Wireless Access Protocol..
Protocol. WINS: Windows Internet Naming
tmp: Temporary. Service.
TTF: True Type Font. WLAN: Wireless Local Area
TTL: Transistor-Transistor-Logic.. Network.
UI: User Interface. WMA: Windows Media Audio.
UPS: Uninterruptible Power WMV: Windows Media Video.
Supply. WWID: World Wide Identifier.
URI: Uniform Resource Identifier. WWW: World Wide Web.
URL: Uniform Resource Locator.. XHTML: Extensible Hypertext
USB: Universal Serial Bus. Markup Language.
VB: Visual Basic. ZISC: Zero Instruction Set Computer

ICT vi Guide Book-2023

 Content
Section 01: Overview of Computer
Fundamental, Functionality, Computer meaning, Uses of
computer, Computer in today’s world, Advantages of Computer,
Disadvantages of computer, Computer generations,
Classification of computer.

Section 02: Parts of Computer

Personal computer components, Input and Output device,
Computer Keyboard, Computer Keyboard shortcut. Definition
of peripheral, Photocopy, Classifications of Photocopies,
Functions of Photocopy, Scanner, Classifications of scanners,
Functions of scanners, Printer, Classifications of Printer,
Function of printer.

Section 03: Software

Meaning of software, Categories of software, System,
Application Types of application software, File Management.

Section 04: Office package

Meaning of office package, Microsoft office, Microsoft office
functions, File extensions Microsoft window.

Section 05: Information Systems

Application Systems, Information Systems, Program system
ICT vii Guide Book-2023
 (Account packages, Music packages, Human resource
packages, Education packages, Gender packages, Research
packages). Activity

Section 06: Computer Sharing (Network)

Definition of Network, Types of Computer network, Advantages

of computer network, Disadvantages of computer network,
Network topology, Website, Search engine, Internet, Email.

Section 07: Computer Practical

Section 08: Computer Exercise

ICT viii Guide Book-2023

 Section 01: Overview of Computer

1.1 Introduction to Computer

Computer is an advanced electronic device that takes raw data as input

from the user and processes it under the control of set of instructions
(called program), gives the result (output),and saves it for the future use.

Computer is an electronic data processing device which

Accepts and stores data input,

Processes the data input,

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 Storage and
Generates the output in a required format.
This Computer Fundamentals tutorial covers a foundational
understanding of computer hardware, software, operating systems,
peripherals etc.

These notes provide a general introduction to computers systems. A

computer system is made up of both hardware and software. Software is
another term for computer program. Software controls the computer and
makes it do useful work. Without software a computer is useless.
Hardware refers to the physical components that make up a computer
system. These include the computer's processor, memory, monitor,
keyboard, mouse, disk drive, and printer and so on. In these notes we take
a brief look at the functions of the different hardware components. In
addition we describe the some of the essential software required for the
operation of a computer system.

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1.2. Uses of Computer

Computers are playing a vital role in almost every field and making our
day-to-day tasks more manageable. Computers were only used to
perform complex numerical calculations in a previous time, but they have
reached too far and now perform many different roles. They are now
performing diverse set functions from complicated calculations to
generating business reports, bill generation to education, programming
or development to entertainment, etc.

Because of their characteristics and powerful functionalities, computers

are used in various fields, such as homes, businesses, government offices,
research organizations, educational institutions, medical, entertainment,
etc. Computers have taken industries and businesses to a whole new
level. In this article, we have elaborated the most common uses of
computers in different fields.

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ICT 4 Guide Book-2023
1.3 Advantages of computer
Following list demonstrates the advantages of computers in today's
arena.
1. High Speed
Computer is a very fast device.
It is capable of performing calculation of very large amount
of data.
The computer has units of speed in microsecond,
nanosecond, and even thepicosecond.
It can perform millions of calculations in a few seconds as
compared to man who will spend many months for doing
the same task.
2. Accuracy
In addition to being very fast, computers are very accurate.
The calculations are 100% error free.
Computers perform all jobs with 100% accuracy provided
that correct input has been given.
3. Storage Capability
Memory is a very important characteristic of computers.
A computer has much more storage capacity than human
beings.
It can store large amount of data.
It can store any type of data such as images, videos, text,
audio and many others.
4. Diligence

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 Unlike human beings, a computer is free from monotony,
tiredness and lack of concentration.
It can work continuously without any error and boredom.
It can do repeated work with same speed and accuracy.
5. Versatility
A computer is a very versatile machine.
A computer is very flexible in performing the jobs to be
done.
This machine can be used to solve the problems related to
various fields.
At one instance, it may be solving a complex scientific
problem and the very next moment it may be playing a card
game.

6. Reliability
A computer is a reliable machine.
Modern electronic components have long lives.
Computers are designed to make maintenance easy.
7. Automation
Computer is an automatic machine.
Automation means ability to perform the given task
automatically.
Once a program is given to computer i.e., stored in
computer memory, the program and instruction can control
the program execution without human interaction.
8. Reduction in Paper Work
The use of computers for data processing in an organization
leads to reduction inpaper work and results in speeding up
a process.
As data in electronic files can be retrieved as and when

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 required, the problem of maintenance of large number of
paper files gets reduced.
9. Reduction in Cost
Though the initial investment for installing a computer is
high but it substantially reduces the cost of each of its
transaction.
1.4. Disadvantages of computer
Following list demonstrates the disadvantages of computers in today's
arena
1. No I.Q
A computer is a machine that has no intelligence to perform
any task.
Each instruction has to be given to computer.
A computer cannot take any decision on its own.
2. Dependency
It functions as per a user’s instruction, so it is fully
dependent on human being
3. Environment
The operating environment of computer should be dust free
and suitable.
4. No Feeling
Computers have no feelings or emotions.
It cannot make judgement based on feeling, taste,
experience, and knowledge unlike ahuman being.

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1.5. Main Five Generations of Computers

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1.6. Computer Classification
Computers can be broadly classified by their speed and computing
power.
S/ Type Specifications Image
NO

1 PC(Perso It is a single user computer

nal system having moderately
Compute powerful microprocessor
r)

2 Work It is also a single user

computer system which is
Station
similar to personal
computer but have more
powerful microprocessor.

3 Mini It is a multi-user computer

Compute system which is capable of
r supporting hundreds of
users simultaneously.

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4 Main It is a multi-user computer
Frame system which is capable of
supporting hundreds of
users simultaneously.
Software technology is
different from
minicomputer.

5 Super It is an extremely fast

computer which can
computer
execute hundreds of
millions of instructions per
second.

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 Section 02: Parts of Computer

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 Computer = Hardware + Software

Relationship between Hardware and Software

Hardware and software are mutually dependent on each other.
Both of them must work together to make a computer produce a
useful output.
Software cannot be utilized without supporting hardware.
Hardware without set of programs to operate upon cannot be
utilized and is useless.
To get a particular job done on the computer, relevant software
should be loaded into the hardware
Hardware is a one-time expense.
Software development is very expensive and is a continuing
expense.
Different software applications can be loaded on hardware to run
different jobs.

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 Software acts as an interface between the user and the hardware.
If hardware is the 'heart' of a computer system, then software is
its 'soul'. Both are complimentary to each other.

2.1. Computer System Hardware

Hardware represents the physical and tangible components of a
computer i.e. the components that can be seen and touched.
2.1.1. Input Unit
This unit contains devices with the help of which we enter data into
computer. This unit makes link between user and computer. The input
devices translate the information into the form understandable by
computer.
2.1.2. CPU (Central Processing Unit)
CPU is considered as the brain of the computer. CPU performs all types
of data processing operations. It stores data, intermediate results and
instructions (program). It controls the operation of all parts of computer.
CPU itself has following three components
ALU (Arithmetic Logic Unit)
Memory Unit
Control Unit
2.1.3. Output Unit
Output unit consists of devices with the help of which we get the
information from computer. This unit is a link between computer and
users. Output devices translate the computer's output into the form
understandable by users.

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 Hardware = Input + Processing devices + Storage
+Output

Examples of Hardware are following:

1. Input devices - Keyboard, mouse, joystick, mike, scanner etc.

2. Output devices - Printer, monitor, speaker, etc.

3. Secondary storage devices -Hard disk, CD, DVD etc.

4. Internal components -CPU, motherboard, RAM etc.

2.2. Computer Memory

Memory is used to store the information (programs and data) that the
computer is currently using. It is sometimes called main or primary
memory. One form of memory is called

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 RAM - random access memory. This means that any location in
memory may be accessed in the same amount of time as any other
location. Memory access means one of two things, either the CPU
is reading from a memory location or the CPU is writing to a
memory location. When the CPU reads from a memory location,
the contents of the memory location are copied to a CPU register.
When the CPU writes to a memory location, the CPU copies the
contents of a CPU register to the memory. Location, overwriting
the previous contents of the location.
The CPU cannot carry out any other operations on memory
locations.
RAM is a form of short term or volatile memory. Information
stored in short term storage is lost when the computer is switched
off (or when power fails e.g. if you pull out the power lead!).
There is therefore a requirement for permanent or long term
storage which is also referred to as secondary storage or auxiliary
storage. This role is fulfilled by disk and tape storage.
2.2.1 Random Access Memory (RAM)
RAM (Random Access Memory) is the internal memory of the CPU for
storing data, program and program result. It is read/write memory which
stores data until the machine is working. As soon as the machine is
switched off, data is erased.

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Access time in RAM is independent of the address that is, each storage
location inside the memory is as easy to reach as other locations and
takes the same amount of time. Data in the RAM can be accessed
randomly but it is very expensive.
RAM is volatile, i.e. data stored in it is lost when we switch off the
computer or if there is a power failure. Hence a backup uninterruptible
power system (UPS) is often used with computers. RAM is small, both
in terms of its physical size and in the amount of data it can hold.
RAM is of two types
Static RAM (SRAM)
Dynamic RAM (DRAM)

1. Static RAM (SRAM)

The word static indicates that the memory retains its contents as long
as power is being supplied. However, data is lost when the power gets
down due to volatile nature. SRAM chips use a matrix of 6-transistors
and no capacitors. Transistors do not require power to prevent leakage,
so SRAM need not have to be refreshed on a regular basis.

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Because of the extra space in the matrix, SRAM uses more chips than
DRAM for the same amount of storage space, thus making the
manufacturing costs higher. So SRAM is used as cache memory and has
very fast access.
Characteristic of the Static RAM
It has long life
There is no need to refresh
Faster
Used as cache memory
Large size
Expensive
High power consumption
2. Dynamic RAM (DRAM)
DRAM, unlike SRAM, must be continually refreshed in order to
maintain the data. This is done by placing the memory on a refresh
circuit that rewrites the data several hundred times per second.
DRAM is used for most system memory because it is cheap and
small. All DRAMs are made up of memory cells which are
composed of one capacitor and one transistor.

Characteristics of the Dynamic RAM

It has short data lifetime
Need to be refreshed continuously
Slower as compared to SRAM

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 Used as RAM
Lesser in size
Less expensive
Less power consumption

2.2.2 Read Only Memory (ROM)

ROM stands for Read Only Memory. The memory from which we
can only read but cannot write on it. This type of memory is non-
volatile. The information is stored permanently in such memories
during manufacture. A ROM, stores such instructions that are
required to start a computer. This operation is referred to as
bootstrap. ROM chips are not only used in the computer but also in
other electronic items like washing machine and microwave oven.

Following are the various types of ROM

1. MROM (Masked ROM)
The very first ROMs were hard-wired devices that contained a pre-
programmed set of data or instructions. These kind of ROMs are
known as masked ROMs which are inexpensive.
2. PROM (Programmable Read only Memory)
PROM is read-only memory that can be modified only once by a

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user. The user buys a blankPROM and enters the desired contents
using a PROM program. Inside the PROM chip there are small
fuses which are burnt open during programming. It can be
programmed only once and is not erasable.
3. EPROM (Erasable and Programmable Read Only Memory)
The EPROM can be erased by exposing it to ultra-violet light for a
duration of up to 40 minutes. Usually, an EPROM eraser achieves
this function. During programming, an electrical charge is trapped
in an insulated gate region. The charge is retained for more than
ten years because the charge has no leakage path. For erasing this
charge, ultra-violet light is passed through a quartz crystal window
(lid). This exposure to ultra-violet light dissipates the charge.
During normal use the quartz lid is sealed with a sticker.
4. EEPROM (Electrically Erasable and Programmable Read
Only Memory)
The EEPROM is programmed and erased electrically. It can be erased
and reprogrammed about ten thousand times. Both erasing and
programming take about 4 to 10ms (milli second). In EEPROM, any
location can be selectively erased and programmed. EEPROMs can be
erased one byte at a time, rather than erasing the entire chip. Hence, the
process of re-programming is flexible but slow.
i. Advantages of ROM
The advantages of ROM are as follows:
Non-volatile in nature
These cannot be accidentally changed

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 Cheaper than RAMs
Easy to test
More reliable than RAMs
These are static and do not require refreshing
Its contents are always known and can be verified

2.3. Input/output Devices:

Input Devices
Following are few of the important input devices which are used in a
computer:
1. Keyboard
2. Mouse
3. Joy Stick
4. Light pen
5. Track Ball
6. Scanner
7. Graphic Tablet
8. Microphone
9. Magnetic Ink Card Reader(MICR)
10. Optical Character Reader(OCR)
11. Bar Code Reader
12. Optical Mark Reader(OMR)
2.3. 1. Computer Keyboard
1. Keyboard

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Keyboard is the most common and very popular input device which
helps in inputting data to the computer. The layout of the keyboard is
like that of traditional typewriter, although there are some additional
keys provided for performing additional functions.
Keyboards are of two sizes 84 keys or 101/102 keys, but now keyboards
with 104 keys or108 keys are also available for Windows and Internet.

2. The keys on the keyboard are as follows:

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S/No Keys Description
These keys include the letter keys (A-Z)
1 Typing Keys
and digit keys (0-9) which generally give
same layout as that of typewriters.
It is used to enter numeric data or cursor
movement. Generally, it consists of a set
2 Numeric
of 17 keys that are laid out in the same
Keypad
configuration used by most adding
machines and calculators.
The twelve function keys are present on
the keyboard which are arranged in a row
3 Function
at the top of the keyboard. Each function
Keys
key has unique meaning and is used for
some specific purpose.
These keys provide cursor and screen
control. It includes four directional arrow
4 Control keys
keys. Control keys also include Home, End,
Insert, Delete, Page Up, Page Down,
Control(Ctrl), Alternate(Alt), Escape(Esc).
Keyboard also contains some special
Special
5 purpose keys such as Enter, Shift, Caps
PurposeKeys
Lock, Num Lock, Space bar, Tab, and Print
Screen.

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 A

Computer keyboard is one of the primary input devices used with a

computer. Similar to an electric typewriter, a keyboard is composed of
buttons that create letters, numbers, and symbols, as well as perform
other functions.
Shortcuts keys help provide an easier and quicker method of
navigating and executing commands in computer software.
Shortcut keys are commonly accessed by using the Alt key (on
IBM compatible computers), Command key (on Apple
computers), Ctrl key, or Shift key in conjunction with another
key. The de facto standard for listing a shortcut is listing the
modifier key, a plus symbol, and another key. In other words,
"Ctrl+S" is telling you to press and hold the Ctrl key, and then
press the S key too.

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3. Computer shortcut

2.3.2. Mouse
Mouse is most popular pointing device. It is a very famous cursor-
control device having a small palm size box with a round ball at its base
which senses the movement of mouse and sends corresponding signals
to CPU when the mouse buttons are pressed.

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Generally it has two buttons called left and right button and a wheel is
present between the buttons. Mouse can be used to control the position
of cursor on screen, but it cannot be usedto enter text into the computer.
Advantages
Easy to use
Not very expensive
Moves the cursor faster than the arrow keys of keyboard.

2.3.3. Joystick

Joystick is also a pointing device which is used to move cursor position

on a monitor screen. It is a stick having a spherical ball at its both lower
and upper ends. The lower spherical ball moves in a socket. The joystick
can be moved in all four directions.
The function of joystick is similar to that of a mouse. It is mainly used
in Computer Aided Designing (CAD) and playing computer games.

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2.3.4. Light Pen
Light pen is a pointing device which is similar to a pen. It is used to
select a displayed menu item or draw pictures on the monitor screen. It
consists of a photocell and an optical system placed in a small tube.
When the tip of a light pen is moved over the monitor screen and pen
button is pressed, its photocell sensing element detects the screen

ICT 26 Guide Book-2023

location and sends the corresponding signal to the CPU.

2.3.5. Track Ball

Track ball is an input device that is mostly used in notebook or laptop

computer, instead of a mouse. This is a ball which is half inserted and
by moving fingers on ball, pointer can be moved. Since the whole device
is not moved, a track ball requires less space than a mouse. A track ball
comes in various shapes like a ball, a button and a square.

2.3.6 Scanner
Scanner is an input device which works more like a photocopy machine.
It is used when some information is available on a paper and it is to be
transferred to the hard disc of the computer for further manipulation.
Scanner captures images from the source which are then converted into
the digital form that can be stored on the disc. These images can be
edited before they are printed.

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2.3.7 Digitizer
Digitizer is an input device which converts analog information into
digital form. Digitizer can convert a signal from the television or camera
into a series of numbers that could be stored in a computer. They can be
used by the computer to create a picture of whatever the camera had
been pointed at. Digitizer is also known as Tablet or Graphics Tablet
because it converts graphics and pictorial data into binary inputs. A
graphic tablet as digitizer is used for doing fine works of drawing and
image manipulation applications.

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2.3.8 Microphone

Microphone is an input device to input sound that is then stored in digital

form. The microphone is used for various applications like adding sound
to a multimedia presentation orfor mixing music.

2.3.9 Magnetic Ink Card Reader (MICR)

MICR input device is generally used in banks because of a large number

of cheques to be processed every day. The bank's code number and
cheque number are printed on the cheques with a special type of ink that
contains particles of magnetic material that are machine readable. This
reading process is called Magnetic Ink Character Recognition (MICR).
The main advantages of MICR are that it is fast and less error prone.

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2.3.10 . Optical Character Reader (OCR)
OCR is an input device used to read a printed text. OCR scans text
optically character by character, converts them into a machine readable
code and stores the text on the system memory.

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2.3.11 Bar Code Readers
Bar Code Reader is a device used for reading bar coded data (data in
form of light and dark lines). Bar coded data is generally used in

labelling goods, numbering the books etc. It may be a hand held scanner
or may be embedded in a stationary scanner. Bar Code Reader scans a
bar code image, converts it into an alphanumeric value which is then fed
to the computer to which bar code reader is connected.

2.4 Output Devices

Following are few of the important output devices which are used in a
computer.
Monitors
Graphic Plotter
Printer

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2.4.1Monitors
Monitors, commonly called as Visual Display Unit (VDU), are the main
output device of acomputer. It forms images from tiny dots, called pixels
that are arranged in a rectangular form. The sharpness of the image
depends upon the number of pixels.
There are two kinds of viewing screen used for monitors.
Cathode-Ray Tube (CRT)
Flat- Panel Display

1. Cathode-Ray Tube (CRT) Monitor

The CRT display is made up of small picture elements called pixels.

The smaller the pixels, the better the image clarity, or resolution. It takes
more than one illuminated pixel to form whole character, such as the
letter ‘e’ in the word help.
A finite number of characters can be displayed on a screen at once. The
screen can be divided into a series of character boxes - fixed location on
the screen where a standard character can be placed. Most screens are
capable of displaying 80 characters of data horizontally and 25 lines
vertically. There are some disadvantages of CRT:
Large in Size
High power consumption

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2. Flat-Panel Display Monitor
The flat-panel display refers to a class of video devices that have
reduced volume, weight and power requirement in comparison to the
CRT. You can hang them on walls or wear them on your wrists. Current
uses of flat-panel displays include calculators, video games, monitors,
laptop computer, graphics display.
The flat-panel display is divided into two categories:
Emissive Displays - The emissive displays are devices that convert
electrical energy into light. Example are plasma panel and LED (Light-
Emitting Diodes).

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Non-Emissive Displays - The Non-emissive displays use optical effects
to convertsunlight or light from some other source into graphics patterns.
Example is LCD(Liquid-Crystal Device)

2.4.2 Printers
Printer is an output device, which is used to print information on paper.
There are two types of printers:
Impact Printers
Non-Impact Printers
2.4.2.1 Impact Printers
The impact printers print the characters by striking them on the ribbon
which is then pressedon the paper.
Characteristics of Impact Printers are the following:
Very low consumable costs

ICT 34 Guide Book-2023

 Very noisy
Useful for bulk printing due to low cost
There is physical contact with the paper to produce an
image
These printers are of two types
Character printers
Line printers
Character Printers
Character printers are the printers
which print one character at a time.
These are further divided into two
types:
Dot Matrix Printer(DMP)
Daisy Wheel
Dot Matrix Character Printer
In the market one of the most popular printers is Dot Matrix Printer.
These printers are popular because of their ease of printing and
economical price. Each character printed is inform of pattern of dots and
head consists of a Matrix of Pins of size (5*7, 7*9, 9*7 or 9*9) which
come out to form a character that is why it is called Dot Matrix Printer.

Advantages
Inexpensive
Widely Used
Other language characters can be
printed

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 Disadvantages
Slow Speed
Poor Quality
Daisy Wheel Character Printer
Head is lying on a wheel and pins corresponding to characters are like
petals of Daisy (flowername) that is why it is called Daisy Wheel Printer.
These printers are generally used for Word-processing in offices which
require a few letters to be sent here and there with very nicequality.

Advantages
More reliable than DMP
Better quality
The fonts of character can be easily changed

Disadvantages
Slower than DMP
Noisy
More expensive than DMP

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Line Printers
Line printers are the printers which print one line at a time.

These are of further two types

Drum Printer
Chain Printer
Drum line Printer
This printer is like a drum in shape so it is called drum printer. The
surface of drum is divided into number of tracks. Total tracks are equal
to size of paper i.e. for a paper width of 132 characters, drum will have
132 tracks. A character set is embossed on track. The different character
sets available in the market are 48 character set, 64 and 96 characters
set. One rotation of drum prints one line. Drum printers are fast in speed
and can print 300 to 2000 lines per minute.

Advantages
Very high speed
Disadvantages
✓ Very expensive
✓ Characters fonts cannot be changed

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Chain Line Printer
In this printer, chain of character sets are used so it is called Chain
Printer. A standard character set may have 48, 64, or 96 characters.
Advantages of Chain Printer
Character fonts can easily be changed.
Different languages can be used with the same printer.

Disadvantages
Noisy

2.4.2.2 Non-impact Printers

Non-impact printers print the characters without using ribbon. These
printers print a complete page at a time so they are also called as Page
Printers.
These printers are of two types
Laser Printers
Inkjet Printers
Characteristics of Non-impact Printers
Faster than impact printers.
They are not noisy.
High quality.
Support many fonts and different character size.
1. Laser non –impact Printers
These are non-impact page printers. They use laser lights to produce the
dots needed to form the characters to be printed on a page.

Advantages
Very high speed

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 Very high quality output
Give good graphics quality
Support many fonts and different character size

Disadvantages
Expensive.
Cannot be used to produce multiple copies of a document
in a single printing.

2. Inkjet Printers
Inkjet printers are non-impact character printers based on a relatively
new technology. They print characters by spraying small drops of ink
onto paper.

Inkjet printers produce high quality output with presentable features.

They make less noise because no hammering is done and these have

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many styles of printing modes available. Color printing is also possible.
Some models of Inkjet printers can produce multiple copies of printing
also.
Advantages
High quality printing
More reliable

Disadvantages
Expensive as cost per page is high
Slow as compared to laser printer

2.5 Photocopy Machine

2.5.1 Meaning
Copier also called photocopier, copy machine, photocopy machine,
copier machine, or photocopying machine, a device for producing copies
of text or graphic material by the use of light, heat, chemicals, or
electrostatic charges.

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2.5.2 Functions of a Photocopier
As technology advances, photocopiers are becoming increasingly more
innovative with a vast array of functions to help speed up the process of
office work. Today, the office photocopier is almost always a
multifunctional device, offering printing, scanning and photocopying as
standard.
2.5.3 Parts of Photocopying Machine

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2.5.4 Why Is The Photocopier Important?
A photocopy machine has become essential and a staple in modern-day
offices, primarily due to the many roles a copier can play in the
workplace.
Photocopiers are used to copy documents at an increased rate while also
doubling as a printer. This is important if you own a large business and
constantly need to print and copy documents.Thus, before purchasing a
photocopier, you should consider all the features that each photocopy
machine has and decide which will be better suited for your needs.
2.5.5 Types Of Photocopiers
Many types of photocopiers offer different functions to their users, and
because of how versatile the copier is, it is classified in various ways. the
most common types of copiers, their features, and what kind of usage
they are most suited for.
a. Multifunction Photocopy Machine
Over the years, copiers have developed to a level where they can print,
scan, fax, photocopy color images, copy front and back, 3-hole punch
documents, and carry out many other functions. Multifunction copiers
function in a way that makes businesses more efficient and increases
work productivity and employee output by not wasting valuable
employee time carrying out mundane tasks.
b. Black And White (Mono) Photocopiers

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The original photocopier is a black and white copier, and it is the standard
copier that is used in schools, businesses, and offices. The typical
compact black and white photocopiers are the cheapest.
c. Color Photocopiers
Colour photocopiers, just as the name implies, are photocopiers that can
make coloured copies as well as black and white copies. Colour copiers
typically use four colours of toner – cyan (c), magenta (m), yellow (y),
and black (k), allowing them to create a variety of colours on the CMYK
spectrum. Colour copiers are better suited for small offices where too
much copying and printing is not a day-to-day business necessity.
d. Desktop Photocopiers
These are usually A4-only copiers that can fit on a desktop and can either
be very basic or multifunctional.
They have almost the same features as the larger copiers, except that they
have limited tray capacity and a slower print speed than their bigger
counterparts.
Regardless, this choice of copier is great for small and medium-sized
businesses where high-volume printing and copying aren’t frequent.
e. Office Photocopiers
This is usually a big photocopier and can print and copy a large volume
of documents at a very high speed. Office copiers have a wide variety of
features like scanning, copying, and faxing. They can come with some
advanced features like sorting, stapling, hole punching, and binding.

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 f. A3 Photocopiers
An A4 copier is a typical choice in offices because it is more
conventional, but in some offices, an A3 photocopier is required to print
and copy posters, spreadsheets, or marketing materials. An A3 copier is
a bit more multifunctional than an A4 copier and is a little larger than an
A4 copier.
g. Digital Photocopiers
Digital photocopiers are modern-age copiers that have superseded
analogue copiers.
These photocopiers are multifunctional; meaning they can scan, fax,
print, photocopy, and have larger paper capacities.
h. High-Volume Photocopier
In a larger-sized business, a photocopier that copies 20-30 pages per
minute can be considered slow. These businesses should go for a high-
volume photocopier that can reproduce at least 50 pages per minute.
High-volume photocopiers are typically used in reprographics
departments or print rooms where they are used regularly to print a large
number of documents daily.
i. Network Photocopier
In an office where several computers are connected to one photocopier,
a networked photocopier is ideal. A network photocopier is a copier that
can be connected via your network and lets all the employees or users in
an office wirelessly scan and print their documents.

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 j. Laser Photocopiers
This is the most expensive type of photocopier because of the advanced
technology used in its production and its high-end performance.
Laser copiers print and copy documents faster than other copiers.
Although they are more expensive, in the long run, they are highly
economical due to the longevity of their toner cartridges.
k. Inkjet Photocopiers
Inkjet copiers are best for home offices, offices where there isn’t any
heavy-duty copying, and offices where the photocopier is not used
frequently. A flaw of this type of copier is that print quality can be quite
inferior, and the print speed is a bit slower when compared to other
photocopiers.
l. Wireless Photocopiers
In recent times many photocopiers now come with built-in wireless
technology. These types of photocopiers are fitted with transceivers that
allow them to communicate with a local Wi-Fi network. Wireless
photocopiers can also come with the wi-fi module fitted in place of the
traditional network card that connects the copier to a wired LAN
network. This makes no difference in the communication and connection
between copier and computer.
2.5.6 Top Brands Of Photocopy Machines
i. FUJI XEROX
ii. RICOH
iii. CANON

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 iv. KONICA MINOLTA
v. SHARP
vi. TOSHIBA

2.6 Interaction between User and Computer

Human–computer interaction (HCI) involves the study, planning, design
and uses of the interfaces between people (users) and computers.
HCI (human-computer interaction) is the study of how people interact
with computers and to what extent computers are or are not developed
for successful interaction with human beings.
HCI is a very broad discipline that encompasses different specialties
with different concerns regarding computer development: computer
science is concerned with the application design and engineering of the
human interfaces; sociology and anthropology are concerned with the
interactions between technology, work and organization and the way
that human systems and technical systems mutually adapt to each other;
ergonomics is concerned with the safety of computer systems and the
safe limits of human cognition and sensation; psychology is concerned
with the cognitive processes of humans and the behavior of users;
linguistics is concerned with the development of human and machine
languages and the relationship between the two.
The Parts of a Computer
Input devices
Output devices

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 System unit
Mass Storage Device

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Section 03: Computer Software
Meaning of software, Categories of software,
System software, Application software, Types
of application software

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ICT 49 Guide Book-2023
3.1. Meaning
Software is a set of instructions, data or programs used to operate
computers and execute specific tasks. It is the opposite of hardware,
which describes the physical aspects of a computer. Software is a generic
term used to refer to applications, scripts and programs that run on a
device.

Software, in its most general sense, is a set of instructions or programs

instructing a computer to do specific tasks. Software is a generic term
used to describe computer programs.

System software is a platform comprised of Operating System (OS)

programs and services, including settings and preferences, file libraries
and functions used for system applications. System software also
includes device drivers that run basic computer hardware and peripherals.

System software is run by the OS, versus end users. Because system
software runs in the background at a basic level, it is considered low-
level software

3.2. Software is often divided into three categories:

3.2.1. System software

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Serves as a base for application software. System software includes
device drivers, operating systems (OSs), compilers, disk formatters, text
editors and utilities helping the computer to operate more efficiently. It
is also responsible for managing hardware components and providing
basic non-task-specific functions. The system software is usually written
in C programming language.

3.2.2. Programming software

A set of tools to aid developers in writing programs. The various tools

available are compilers, linkers, debuggers, interpreters and text editors.

3.2.3. Application software

Intended to perform certain tasks. Examples of application software
include office suites, gaming applications, database systems and
educational software. Application software can be a single program or a
collection of small programs. This type of software is what consumers
most typically think of as "software."
3.3. Basic examples of system software include:

Utility software
System servers
Device drivers
Operating system (OS)
Windows/graphical user interface (GUI) systems

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3.4. Software can be:

Programming Language
System Software
Application Software
Open-Source Software (OSS)
Operating System (OS)
Software Architect
Software as a Service (SaaS)
Software Development
Software Engineering
Software Engineer

3.5. Definition - What does Application Software mean?

Application software is a program or group of programs designed for end
users. These programs are divided into two classes: system software and
application software. While system software consists of low-level
programs that interact with computers at a basic level, application
software resides above system software and includes applications such
as database programs, word processors and spreadsheets. Application
software may be bundled with system software or published alone.
Application software may simply be referred to as an application.

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3.6. Different types of application software include:

Application Suite: Has multiple applications bundled together.

Related functions, features and user interfaces interact with each
other.
Enterprise Software: Addresses an organization's needs and
data flow in a huge distributed environment
Enterprise Infrastructure Software: Provides capabilities
required to support enterprise software systems
Information Worker Software: Addresses individual needs
required to manage and create information for individual projects
within departments
Content Access Software: Used to access content and addresses
a desire for published digital content and entertainment
Educational Software: Provides content intended for use by
students
Media Development Software: Addresses individual needs to
generate and print electronic media for others to consume

3.7. How do you get software?

Software can be purchased at a retail computer store or online and

come in a box containing all the disks (floppy diskette, CD, DVD,
or Blu-ray), manuals, warranty, and other documentation.

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 Software can also be downloaded to a computer over the Internet.
Once downloaded, setup files are run to start the installation
process on your computer.
3.8. Free software

There are also a lot of free software programs available that are separated
into different categories.

Shareware or trial software is software that gives you a few

days to try the software before you have to buy the program. After
the trial time expires, you'll be asked to enter a code or register
the product before you can continue to use it.
Freeware is completely free software that never requires
payment, as long as it is not modified.
Open source software is similar to freeware. Not only is the
program given away free, but the source code used to make the
program is also, allowing anyone to modify the program or view
how it was created.

3.9. Free and open source software

Software for which:
The source code is available to the end-user;
The source code can be modified by the end-user;
There are no restrictions on redistribution or use;

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The licensing conditions are usually intended to facilitate continued re-
use and wide availability of the software, in both commercial and non-
commercial contexts; the cost of acquisition to the end-user is often
minimal.

3.10. Basics of Operating System

3.7.1 Definition of Operating System:

“An Operating system is a program that controls the execution of
application programs and acts as an interface between the user of a
computer and the computer hardware.”
A more common definition is that the operating system is the one
program running at all times on the computer (usually called the kernel),
with all else being applications programs.
An Operating system is concerned with the allocation of resources and
services, such as memory, processors, devices and information. The
Operating System correspondingly includes programs to manage these
resources, such as a traffic controller, a scheduler, memory management
module, I/O programs, and a file system.
3.7.2 Types of Operating Systems:
Operating systems are there from the very first computer generation.
Operating systems keep evolving over the period of time.
Following are few of the important types of operating system which are
most commonly used.

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1. Batch Operating System
The users of batch operating system do not interact with the computer
directly. Each user prepares his job on an off-line device like punch cards
and submits it to the computer operator. To speed up processing, jobs
with similar needs are batched together and run as a group. Thus, the
programmers left their programs with the operator. The operator then
sorts programs into batches with similar requirements.
The problems with Batch Systems are following.
Lack of interaction between the user and job.
CPU is often idle, because the speeds of the mechanical I/O
devices are slower thanCPU.
Difficult to provide the desired priority.
2. Time Sharing Operating System
Time sharing is a technique which enables many people, located at
various terminals, to use aparticular computer system at the same time.
Time-sharing or multitasking is a logical extension of
multiprogramming. Processor's time which is shared among multiple
users simultaneously is termed as time-sharing. The main difference
between Multiprogrammed Batch Systems and Time-Sharing Systems
is that in case of multiprogrammed batch systems, objective is to
maximize processor use, whereas in Time-Sharing Systems objective is
to minimize response time.
Multiple jobs are executed by the CPU by switching between them, but
the switches occur so frequently. Thus, the user can receive an immediate

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response. For example, in a transaction processing, processor execute
each user program in a short burst or quantum of computation. That is
if n users are present, each user can get time quantum. When the user
submits the command, the response time is in few seconds at most.
Operating system uses CPU scheduling and multiprogramming to
provide each user with a small portion of a time. Computer systems that
were designed primarily as batch systems have been modified to time-
sharing systems.
Advantages of Timesharing operating systems are following
a. Provide advantage of quick response.
b. Avoids duplication of software.

c. Reduces CPU idle time.

Disadvantages of Timesharing operating systems are following.
i. Problem of reliability.
ii. Question of security and integrity of user programs
and data.
iii. Problem of data communication.
3. Distributed Operating System
Distributed systems use multiple central processors to serve multiple
real time application and multiple users. Data processing jobs are
distributed among the processors accordingly to which one can perform
each job most efficiently.

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The processors communicate with one another through various
communication lines (such as high-speed buses or telephone lines).
These are referred as loosely coupled systems or distributed systems.
Processors in a distributed system may vary in size and function. These
processors are referred as sites, nodes, and computers and so on.
The advantages of distributed systems are following.
i. With resource sharing facility user at one site may be able
to use the resources available at another.
ii. Speedup the exchange of data with one another via
electronic mail.
iii. If one site fails in a distributed system, the remaining sites
can potentially continueoperating.
iv. Better service to the customers.
v. Reduction of the load on the host computer.
vi. Reduction of delays in data processing.
4. Network Operating System
Network Operating System runs on a server and and provides server the
capability to managedata, users, groups, security, applications, and other
networking functions. The primary purpose of the network operating
system is to allow shared file and printer access among multiple
computers in a network, typically a local area network (LAN), a private
network or to other networks. Examples of network operating systems
are Microsoft Windows Server 2003, Microsoft Windows Server 2008,
UNIX, Linux, Mac OS X, Novell NetWare, and BSD.

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The advantages of network operating systems are following.
i. Centralized servers are highly stable.
ii. Security is server managed.
iii. Upgrades to new technologies and hardware can be easily
integrated into the system.
iv. Remote access to servers is possible from different locations
and types of systems.
The disadvantages of network operating systems are following.
i. High cost of buying and running a server.
ii. Dependency on a central location for most operations.
iii. Regular maintenance and updates are required.
5. Real time Operating System
Real time system is defines as a data processing system in which the
time interval required to process and respond to inputs is so small that it
controls the environment. Real time processing is always on line
whereas on line system need not be real time. The time taken by the
system to respond to an input and display of required updated
information is termed as response time. So in this method response time
is very less as compared to the online processing.
Real-time systems are used when there are rigid time requirements on
the operation of a processor or the flow of data and real-time systems
can be used as a control device in a dedicated application. Real-time
operating system has well-defined, fixed time constraints otherwise
system will fail. For example Scientific experiments, medical imaging

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systems, industrial control systems, weapon systems, robots, and home-
appliance controllers, Air traffic control system etc.
There are two types of real-time operating systems.
Hard real-time systems
Hard real-time systems guarantee that critical tasks complete on time. In
hard real-time systems secondary storage is limited or missing with data
stored in ROM. In these systems virtual memory is almost never found.
Soft real-time systems
Soft real time systems are less restrictive. Critical real-time task gets
priority over other tasks and retains the priority until it completes. Soft
real-time systems have limited utility than hard real-time systems. For
example, Multimedia, virtual reality, Advanced Scientific Projects like
undersea exploration and planetary rovers etc.
3.7.3 Functions of an Operating System:
Following are some of important functions of an operating System

i. Memory Management
ii. Processor Management
iii. Device Management
iv. File Management
v. Security
vi. Control over system performance
vii. Job accounting
viii. Error detecting aids
ix. Coordination between other software and users

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3.11. Memory Management
Memory management refers to management of Primary Memory or
Main Memory. Main memory is a large array of words or bytes where
each word or byte has its own address. Main memory provides a fast
storage that can be access directly by the CPU. So for a program to be
executed, it must in the main memory.
Operating System does the followingactivities for memory management.
Keeps tracks of primary memory i.e. what part of it are in use by
whom, what part are not in use.
In multiprogramming, OS decides which process will get
memory when and how much.
Allocates the memory when the process requests it to do so.
De-allocates the memory when the process no longer needs it or has
been

3.12. Processor Management

In multiprogramming environment, OS decides which process gets the
processor when and how much time. This function is called process
scheduling. Operating System does the following activities for processor
management.
Keeps tracks of processor and status of
process. Program responsible for this task is

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 known as traffic controller.
Allocates the processor (CPU) to a process.
De-allocates processor when processor is no longer
required.

3.13. Device Management

OS manages device communication via their respective drivers.
Operating System does thefollowing activities for device management.
Keeps tracks of all devices. Program responsible for this
task is known as the I/O controller.
Decides which process gets the device when and for how
much time.
Allocates the device in the efficient way.
De-allocates devices.

3.14. File Management

3.14.1. Meaning
A file system is normally organized into directories for easy navigation
and usage.
File Management: The process and act of creating an organized structure
in which you store information for easy retrieval.
These directories may contain files and other directions. Operating
System does the following activities for file management.

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 Keeps track of information, location, uses, status etc. The
collective facilities are often known as file system.
Decides who gets the resources.
Allocates the resources.
De-allocates the resources
3.14.2. Advantages of File Management
1. Retrieval
2. Access
3. Storage
4. Security
5. Speed
3.14.3. Effective File Management
1. Avoid saving unnecessary documents.
2. Follow a consistent method for naming your files and folders.
3. Store related documents together, whatever their type.
4. Separate ongoing work from completed work.
5. Avoid overfilling folders.
6. Organize documents by date.
7. Make digital copies of paper documents.

3.14.4. Five 5’S stands for the 5 steps of this methodology:

1. Sort,
2. Set in Order,

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 3. Shine,
4. Standardize,
5. Sustain.
These steps involve going through everything in a space, deciding what's
necessary and what isn't, putting things in order, cleaning, and setting up
procedures for performing these tasks on a regular basis.

3.14.5. Drive
A drive is a computer storage device that holds information. It is the
top-level location (or "Root" directory) for file storage. Drives are
usually designated with a letter such as
C:\ ( which is typically the hard drive of the computer you are working
on).

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Other examples of drives would be the network drive on campus (which
is the
Z:\ drive) and external USB drives that you may use such as a Flash or
Thumb Drive.
The letters of these drives vary depending on the computer that you are
using.
3.14.6. Folder
A folder is a storage location within a drive. Another term for a folder is
a "directory", however the term "folder" has become the term of choice
for most. A folder can consist of files or additional folders (called
"Subfolders"). Users can create folders that accommodate their method
of organization. For example, you may want to store all of your work for
your English course in a particular area of your computer to make it easier
for you to find.
3.14.7. File
A file can be a document, spreadsheet, image, or other type of item that
is stored on a computer. Files are typically associated with a program or
software application that is needed in order to open the item.
3.14.8. Other Important Activities
Following are some of the important activities that Operating System
does.
Security -- By means of password and similar other techniques,
preventing unauthorized access to programs and data.

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 Control over system performance -- Recording delays
between request for a serviceand response from the system.
Job accounting -- Keeping track of time and resources used
by various jobs and users.
Error detecting aids -- Production of dumps, traces, error
messages and otherdebugging and error detecting aids.
Coordination between other software and users --
Coordination and assignment of compilers, interpreters,
assemblers and other software to the various users of the
computer systems.

3.15. Computer Viruses (Anti-software)

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3.15.1. Definition of computer virus
A computer virus is a program or piece of code that is loaded onto your
computer without your knowledge and runs against your wishes. Viruses
can also replicate themselves. All computer viruses are man-made. A
simple virus that can make a copy of itself over and over again is
relatively easy to produce. Even such a simple virus is dangerous
because it will quickly use all available memory and bring the system to
a halt. An even more dangerous type of virus is one capable of
transmitting itself across networks and bypassing security systems.

In computers, a virus is a program or programming code that replicates

by being copied or initiating its copying to another program, computer
boot sector or document.
A computer virus is a program designed to harm or cause harm on an
infected computer. Its spreads through e-mail attachments, portable
devices, websites containing malicious scripts and file downloads. A
computer virus attaches itself to the host files and always activate
whenever you open the infected files. The virus can replicate itself and
then infect the other files on your computer causing more damage.
Below is a list of different types of computer viruses and what they do.

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3.15.2. Types of computer virus

1. Resident Viruses
This type of virus is a permanent which dwells in the RAM memory.
From there it can overcome and interrupt all of the operations executed
by the system: corrupting files and programs that are opened, closed,
copied, renamed etc.
Examples include: Randex, CMJ, Meve, and MrKlunky.
2. Multipartite Viruses
Multipartite viruses are distributed through infected media and usually
hide in the memory. Gradually, the virus moves to the boot sector of the

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hard drive and infects executable files on the hard drive and later across
the computer system.
3. Direct Action Viruses
The main purpose of this virus is to replicate and take action when it is
executed. When a specific condition is met, the virus will go into action
and infect files in the directory or folder that it is in and in directories
that are specified in the AUTOEXEC.BAT file PATH. This batch file is
always located in the root directory of the hard disk and carries out
certain operations when the computer is booted.
4. Overwrite Viruses
Virus of this kind is characterized by the fact that it deletes the
information contained in thefiles that it infects, rendering them partially
or totally useless once they have been infected.
The only way to clean a file infected by an overwrite virus is to delete
the file completely, thus losing the original content. Examples of this
virus include: Way, Trj.Reboot, Trivial.88.D.
5. Boot Virus
This type of virus affects the boot sector of a floppy or hard disk. This
is a crucial part of a disk, in which information on the disk itself is stored
together with a program that makes it possible to boot (start) the
computer from the disk.
The best way of avoiding boot viruses is to ensure that floppy disks are
write-protected and never start your computer with an unknown floppy

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disk in the disk drive. Examples of boot viruses include: Polyboot.B,
AntiEXE.
6. Macro Virus
Macro viruses infect files that are created using certain applications or
programs that contain macros. These mini-programs make it possible to
automate series of operations so that they are performed as a single
action, thereby saving the user from having to carry them out one by
one. Examples of macro viruses: Relax, Melissa.A, Bablas, O97M/Y2K.
7. Directory Virus
Directory viruses change the paths that indicate the location of a file.
By executing a program (file with the extension .EXE or .COM) which
has been infected by a virus, you are unknowingly running the virus
program, while the original file and program have been previously
moved by the virus. Once infected it becomes impossible to locate the
original files.
8. Polymorphic Virus
Polymorphic viruses encrypt or encode themselves in a different way
(using different algorithms and encryption keys) every time they infect a
system.
This makes it impossible for anti-viruses to find them using string or
signature searches (because they are different in each encryption) and
also enables them to create a large number of copies of themselves.
Examples include: Elkern, Marburg, Satan Bug, and Tuareg.

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 9. File Infectors
This type of virus infects programs or executable files (files with an
.EXE or .COM extension). When one of these programs is run, directly
or indirectly, the virus is activated, producing the damaging effects it is
programmed to carry out. The majority of existing viruses belongs to
this category, and can be classified depending on the actions that they
carry out.
10. Encrypted Viruses
This type of viruses consists of encrypted malicious code, decrypted
module. The viruses use encrypted code technique which make antivirus
software hardly to detect them. The antivirus program usually can detect
this type of viruses when they try spread by decrypted themselves.
11. Companion Viruses
Companion viruses can be considered file infector viruses like resident
or direct action types. They are known as companion viruses because
once they get into the system they "accompany" the other files that
already exist. In other words, in order to carry out their infection
routines, companion viruses can wait in memory until a program is run
(resident viruses) or act immediately by making copies of themselves
(direct action viruses).
Some examples include: Stator, Asimov.1539, and Terrax.1069
12. Network Virus

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Network viruses rapidly spread through a Local Network Area (LAN),
and sometimes throughout the internet. Generally, network viruses
multiply through shared resources, i.e., shared drives and folders. When
the virus infects a computer, it searches through the networkto attack its
new potential prey. When the virus finishes infecting that computer, it
moves on to the next and the cycle repeats itself. The most dangerous
network viruses are Nimda and SQLSlammer.
13. Nonresident Viruses
This type of viruses is similar to Resident Viruses by using replication
of module. Besides that, Nonresident Viruses role as finder module
which can infect to files when it found one (it will select one or more
files to infect each time the module is executed).
14. Stealth Viruses
Stealth Viruses is some sort of viruses which try to trick anti-virus
software by intercepting its requests to the operating system. It has
ability to hide itself from some antivirus software programs. Therefore,
some antivirus program cannot detect them.
15. Sparse Infectors
In order to spread widely, a virus must attempt to avoid detection. To
minimize the probability of its being discovered a virus could use any
number of different techniques. It might, for example, only infect every
20th time a file is executed; it might only infect files whose lengths are

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within narrowly defined ranges or whose names begin with letters in a
certain range of the alphabet. There are many other possibilities.
16. Spacefiller (Cavity) Viruses
Many viruses take the easy way out when infecting files; they simply
attach themselves to the end of the file and then change the start of the
program so that it first points to the virus and then to the actual program
code. Many viruses that do this also implement some Stealth techniques
so you don't see the increase in file length when the virus is active in
memory.
A spacefiller (cavity) virus, on the other hand, attempts to be clever.
Some program files, for a variety of reasons, have empty space inside
of them. This empty space can be used to housevirus code. A spacefiller
virus attempts to install itself in this empty space while not damaging
the actual program itself. An advantage of this is that the virus then does
not increase the length of the program and can avoid the need for some
stealth techniques. The Lehigh virus was an early example of a
spacefiller virus.

17. FAT Virus

The file allocation table or FAT is the part of a disk used to connect
information and is a vital part of the normal functioning of the computer.
This type of virus attack can be especially dangerous, by preventing

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access to certain sections of the disk where important files are stored.
Damage caused can result in information losses from individual files or
even entire directories.
18. Worms
A worm is technically not a virus, but a program very similar to a virus;
it has the ability to self-replicate, and can lead to negative effects on
your system and most importantly they are detected and eliminated by
antiviruses. Examples of worms include: PSWBugbear.B, Lovgate.F,
Trile.C, Sobig.D, Mapson.
19. Trojans or Trojan Horses
Another unsavory breed of malicious code (not a virus as well) are
Trojans or Trojan horses, which unlike viruses do not reproduce by
infecting other files, nor do they self-replicate like worms.
20. Logic Bombs
They are not considered viruses because they do not replicate. They are
not even programs in their own right but rather camouflaged segments of
other programs.
Their objective is to destroy data on the computer once certain
conditions have been met. Logic bombs go undetected until launched,
and the results can be destructive.

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3.15.3. Use of Antivirus software
Antivirus or anti-virus software (often abbreviated as AV), sometimes
known as anti- malware software, is computer software used to prevent,
detect and remove malicious software.
Antivirus (or anti- virus) software is used to safeguard a computer from
malware, including viruses, computer worms, and Trojan horses
Antivirus software may also remove or prevent spyware and adware,
along with other forms of malicious programs. Free antivirus software
generally only searches your computer using signature-based detection
which involves looking for patterns of data that are known to be related
to already-identified malware. Paid antivirus software will usually also
include heuristics to catch new, or zero-day threats, by either using
genetic signatures to identify new variants of existing virus code or by
running the file in a virtual environment (also called a sandbox), and
watching what it does to see if it has malicious intent.
Virus designers, however, usually test their malicious code against the
major antivirus types of malware, specifically ransom ware, use
polymorphic code to make it difficult to be detected by antivirus
software. Besides using antivirus software to keep your computer safe
and running smoothly, it is also always a good idea to be proactive: make
sure your web browser is updated to the latest version, use a firewall,
only download programs from websites you trust and always surf the
web using a standard user account, rather than your administrator one.

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3.16. Working with Windows Operating System

3.13.1 The Desktop:

The desktop is the main screen area that you see after you turn on your
computer and log onto Windows. When you open programs or folders,
they appear on the desktop. You can alsoput things on the desktop, such
as files and folders, and arrange them as you want.

Working with desktop icons

Icons are small pictures that represent files, folders, programs, and
other items.
When you first start Windows, you'll see at least one icon on your
desktop:
The Recycle Bin. Some examples of desktop icons are shown in picture.
Double-clicking a desktop icon starts or opens the item it represents.

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Adding and removing icons from the desktop
You can choose which icons appear on the desktop—you can add or
remove an icon at any time. If you want easy access from the desktop to
your favorite files or programs, you can create shortcuts to them. A
shortcut is an icon that represents a link to an item, rather than the
item
itself. When you double-click a shortcut, the item opens. If you delete a
shortcut, only the shortcut is removed, not the original item. You can
identify shortcuts by the arrow on theiricon.
Common desktop icons include Computer, your personal folder, the
Recycle Bin, and Control Panel.
1. Right-click an empty area of the desktop, and then click
Personalize.
2. In the left pane, click Change desktop icons.
3. Under Desktop icons, select the check box for each icon that
you want to add to the desktop, or clear the check box for
each icon that you want to remove from the desktop, and
then click OK.
To move a file from a folder to the desktop
1. Open the folder that contains the file.
2. Drag the file to the desktop.

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Moving icons around

Windows stacks icons in columns on the left side of the desktop. But
you're not stuck with that arrangement. You can move an icon by
dragging it to a new place on the desktop.
You can also have Windows automatically arrange your icons. Right-
click an empty area of the desktop, click View, and then click Auto
arrange icons. Windows stacks your icons in the upper-left corner and
locks them in place. To unlock the icons so that you can move them again,
click Auto arrange icons again, clearing the check mark next to it.

Selecting multiple icons

To move or delete a bunch of icons at once, you must first select all of
them. Click an empty area of the desktop and drag the mouse. Surround
the icons that you want to select with the rectangle that appears. Then
release the mouse button. Now you can drag the icons as a group or
delete them.
Hiding desktop icons

If you want to temporarily hide all of your desktop icons without

removing them, right-click an empty part of the desktop, click View, and
then click Show desktop icons to clear thecheck mark from that option.

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Now no icons are displayed on the desktop. You can get them back by
clicking Show desktop icons again.

Windows Explorer:

Windows Explorer is the file management application in windows.

Windows explorer can be used to navigate your hard drive and display
the contents of the folders and subfolders you use to organize your files
on your hard drive. Windows Explorer is automatically launched any
time you open a folder in windows XP.

The Recycle Bin

When you delete a file or folder, it doesn't actually get deleted,it goes to
the Recycle Bin. That's a good thing, because if you want that deleted
file, you can get it back.
If you won't need the deleted items again, you can empty the Recycle
Bin. Doing that will permanently delete the items and reclaim any disk
space they were using.

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3.13.2. Start Menu:

The Start menu is the main gateway to your computer's programs, folders,
and settings. It's called a menu because it provides a list of choices.

Use the Start menu to do these common activities:

Start programs
Open commonly used folders
Search for files, folders, and programs
Adjust computer settings
Get help with the
Windows operating system
Turn off the computer

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 Log off from Windows or switch to a different user
account.
Getting started with the Start menu

To open the Start menu, click the Start button in the lower-left corner
of your screen. Or, press the Windows logo key on your keyboard.
The Start menu has three basic parts:

The large left pane shows a short list of programs on your

computer. Clicking All Programs displays a complete list of
programs.

At the bottom of the left pane is the search box, which

allows you to look for programs and files on your computer
by typing in search terms.

The right pane provides access to commonly used folders,

files, settings, and features. It's also where you go to log off
from Windows or turn off your computer.
Opening programs from the Start menu

1. Start menu is used to open programs installed

on your computer. To open a program in the
left pane of the Start menu, click it.
2. Clicking All Programs, The left pane displays a long list
of programs.
3. Clicking one of the program icons starts the program, and

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 the Start menu closes.
4. Move the pointer over its icon or name, a box
appears that contains a description of the
program.

The search box

The search box is one of the most convenient ways to find things on your
computer. The exact location of the items doesn't matter. It will also
search your e-mail messages, saved instant messages, appointments, and
contacts.
To use the search box, open the Start menu and start typing. You don't
need to click insidethe box first. As you type, the search results appear
above the search box in the left pane of the Start menu.
A program, file, or folder will appear as a search result if:
Any word in its title matches or begins with your search
term.

Any text in the actual contents of the file matches or begins

with your search term.

Any word in a property of the file, such as the

author, matches or begins with your search term.

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Click any search result to open it. Or, click the Clear button to clear the
search results and return to the main programs list. You can also click
See more results to search your entire computer.
Search box also searches your Internet favorites and the history of
websites you've visited. If any of these webpages include the search
term, they appear under a heading called "Files."
3.13.3. Personal folder.
This folder, in turn, contains user-specific files, including the My
Documents, My Music, My Pictures, and My Videos folders.
1. Documents. Opens the Documents library, where you can
access & open text files, spreadsheets, etc.
2. Pictures. Opens the Pictures library, where you can access and
view digital pictures and graphics files.
3. Music. Opens the Music library, where you can access and play
music and other audio files.
4. Games. Opens the Games folder, where you can access all of
the games on your computer.
5. Computer. Opens a window where you can access disk drives,
cameras, printers, scanners, and other hardware connected to
your computer.
6. Control Panel. Opens Control Panel, where you can customize
the appearance and functionality of your computer, install or
uninstall programs, set up network connections, and manage

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 user accounts.
7. Devices and Printers. Opens a window where you can view
information about the printer, mouse, and other devices
installed on your computer.
8. Default Programs. Opens a window where you can choose
which program you want Windows to use for activities such as
web browsing.
9. Help and Support. Opens Windows Help and Support, where
you can browse and search Help topics about using Windows
and your computer.
At the bottom of the right pane is the Shut down button. Click the Shut
down button to turn off your computer. Clicking the arrow next to the
Shut down button displays a menu with additional options for.

3.13.4 Keep track of your windows

If you open one or more program/file at a time, it's hard to see what else
is what you've already opened.

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Whenever you open a program, folder, or file, Windows creates a
corresponding button on the taskbar. Switching users, logging off,
restarting, or shutting down.

Taskbar:
The taskbar is the long horizontal bar at the bottom of your screen. It
has three main sections:
The Start button , which opens the Start menu.

The middle section, which shows you which programs &

files you have open & allows you to quickly switch
between them.

The notification area, which includes a clock and icons

(small pictures) that communicate the status of certain
programs and computer settings.

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The button shows an icon that represents the open program. In the picture
below, two programs are open—Calculator and Minesweeper—and each
has its own button on the taskbar. It also highlights the icon whose
window is active. Click a taskbar button to switch to that window.
The notification area

The notification area, at the right of the taskbar, includes a clock and a
group of icons. These icons communicate the status of something on your
computer or provide access to certain settings.

When you move your pointer to a particular icon, you will see that
icon's name or the status of a setting. Double-clicking an icon in the
notification area usually opens the program orsetting associated with it.
For example, double-clicking the volume icon opens the volume controls.
Windows hides icons in the notification area when you haven't used them
in a while. If icons become hidden, click the Show hidden icons button
to temporarily display the hidden icons.

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Click the Show hidden icons button to display all icons in the
notification area

Using menus, buttons, bars, and boxes

Menus, buttons, scroll bars, and check boxes are examples of controls
that you operate with your mouse or keyboard. These controls allow
you to select commands, change settings, or work with windows.

Menus:
Most programs contain hundreds of commands that you use to work the
program. Many of these commands are organized under menus. A
program menu shows you a list of choices. To choose one of the
commands listed in a menu, click it. Sometimes menus show submenus.

Recognizing menus isn't always easy, because not all menu controls
look same or even appear on a menu bar. When you see an arrow next
to a word or picture, you're probably looking at a menu control.

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Scroll bars

When a document, webpage, or picture exceeds the size of its window,

scroll bars appear toallow you to see the information that is currently
out of view. The following picture shows the parts of a scroll bar.

To use a scroll bar:

✓ Click the up or down scroll arrows to scroll the window's
contents up or down in small steps. Hold down the mouse
button to scroll continuously.
✓ Click an empty area of a scroll bar above or below the scroll
box to scroll up or down one page.
✓ Drag a scroll box up, down, left, or right to scroll the window
in that direction.

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3.13.5. Command buttons
A command button performs a command when you click it. You'll most
often see them in dialog boxes, which are small windows that contain
options for completing a task. For example, if you close a Paint picture
without saving it first, you might see a dialog box like this.

Outside of dialog boxes, command buttons vary in appearance. If a

button changes into two parts when you point to it, you've
discovered a split button. Clicking the main part of the button performs
a command, whereas clicking the arrow opens a menu with more Option
buttons.

Option buttons allow you to make one choice among two or more
options. They frequently appear in dialog boxes. The following picture
shows two option buttons. The "Color" option is selected.

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3.13.6. Check boxes
Check boxes allow you to choose multiple options at the same time.
Click an empty check box to select that option.

To use check boxes:

Click an empty square to select that option. A check mark will
appear in the square, indicating that the option is selected.

To turn off an option, clear (remove) its check mark by clicking

it.

Options that currently can't be selected or cleared are shown in

gray.

3.13.7. Sliders:
A slider lets you adjust a setting along a range of values. Touse a slider,
drag the slider toward the value that you want.

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A slider along the bar shows the currently selected value. In the
example shown above, the slider is positioned midway between Slow
and Fast, indicating a medium pointer speed.

3.13.8. Text boxes:

A text box allows you to type information, such as a search term or
password. The following picture shows a dialog box containing a text
box. We've entered "bear" into the text box.

Text boxes that require you to enter a password will usually hide your
password as you type it, in case someone else is looking at your screen.

3.13.9. Drop-down lists:

Drop-down lists are similar to menus. Instead of clicking a command,
though, you choose an option. When closed, a drop-down list shows only

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the currently selected option. The other available options are hidden until
you click the control, as shown below.

3.13.10. List boxes:

To open a drop-down list,
click it. To choose an
option from the list, click
the option.

A list box displays a list of options that you can choose from. Unlike a
drop-down list, some or all of the options are visible without having to
open the list.To choose an option from the list, click it. If the option
you want isn't visible, use the scroll bar to scroll the list up or down.
If the list box has a text box above it, you can type the name or value of
the option instead.

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3.13.11. Tabs:
In some dialog boxes, options are divided into two or more tabs. Only
one tab, or set ofoptions, can be viewed at a time. The currently selected
tab appears in front of the other tabs. To switch to a different tab, click
the tab.

Whenever you open a program, file, or folder, it appears on your screen

in a box or framecalled a window.

3.17. Parts of a window

Although the contents of every window are different, all windows share
some things in common. For one thing, windows always appear on the
desktop—the main work area of your screen. In addition, most windows
have the same basic parts.

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3.14.1. Parts of a typical window
Title bar. Displays the name of the document and program

Minimize, Maximize, and Close buttons. These buttons hide the

window, enlarge it tofill the whole screen, and close it, respectively

Menu bar. Contains items that you can click to make choices in a
program.

Scroll bar. Let’s you scroll the contents of the window to see
information that is currently out of view.

Borders and corners. You can drag these with your mouse pointer

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 to change the sizeof the window.
3.14.2. Changing the size of a window
To maximize window, click its Maximize button or
double-click the window's title bar.

To return a maximized window to its former size, click its Restore

button or, double-click the window's title bar.

To resize a window (make it smaller or bigger), point to any of the

window's borders or corners. When the mouse pointer changes to a
two-headed arrow (as in picture), drag the border or corner to
shrink/enlarge the window.

Drag a window's border or corner to resize it.

Minimizing a window:

To minimize a window, click its Minimize button . The window

disappears from the desktop and is visible only as a button on the taskbar,
the long horizontal bar at the bottom of your screen.

To make a minimized window appear again on the desktop, click its

taskbar button. The window appears exactly as it did before you
minimized it.
Closing a window

Closing a window removes it from the desktop and taskbar. To

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close a window, click its Close button .

The taskbar provides a way to organize all of your windows. Each

window has a corresponding button onthe taskbar. To switch to another
window, just click its taskbar button. The window appears in front of all
other windows, becoming the active window—the one you're currently
working in.

To easily identify a window, point to its taskbar button.When you

point to a taskbar button, you'll see a thumbnail-sized preview of the
window. This preview is especially useful if you can't identify a window
by its title alone.

Dialog boxes:

A dialog box is a special type of window that asks you a question, allows

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you to select options to perform a task, or provides you with
information. Most dialog boxes can't be maximized, minimized, or
resized. They can be moved by selecting the given options.

3.14.3. Working with files and folders

A file is an item that contains information. On your computer, files are

represented with icons; this makes it easy to recognize a type of file by
looking at its icon. Here are some common file icons:

A folder is a container you can use to store files in. If you had thousands
of paper files on your desk, it would be nearly impossible to find any
particular file when you needed it. That's why people often store paper

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files in folders inside a filing cabinet. Folders can also store other folders.
You can create any number of subfolders, and each can hold any number
of files and additional subfolders.

An empty folder (left); a folder containing files

3.14.4. Understanding the parts of a window

When you open a folder or library, you see it in a window. The various
parts of this window are designed to help you navigate around Windows
or work with files, folders, and libraries more easily. Here's a typical
window and each of its parts:

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ICT 99 Guide Book-2023
Window part What it's useful for
Navigation Use the navigation pane to access libraries,
pane folders, saved searches, and even entire hard
disks. Use the Favorites section to open your
most commonly used folders and searches.
You can also expand Computer to browse
folders and subfolders.
Back Use the Back button and the Forward button
and to navigate to other folders or libraries you've
Forward button already opened without closing the current
window. These buttons work together with the
address bar; after you use the address bar to
change folders, you can use the Back button to
return to the previous folder.
Toolbar Use the toolbar to perform common tasks, such
as changing the appearance of your files and
folders, burning files to a CD, or starting a
digital picture slide show. The toolbar's buttons
change to show only the tasks that are relevant.
Address bar Use the address bar to navigate to a different
folder or library or to go back to a previous one.
Library pane The library pane appears only when you are in a
library (such as theDocuments library). Use the
library pane to customize the library or to
arrange the files by different properties.
Column Use the column headings to change how the
headings files in the file list areorganized.

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 File list This is where the contents of the current folder
or library are displayed. If you type in the
search box to find a file, only the files that
match your current view (including files in
subfolders) will appear.
Type a word or phrase in the search box to look
Search box for an item in the current folder or library. The
search begins as soon as you begin typing—so
if you type "B," for example, all the files with
names starting with the letter B will appear in
the file list.
Details pane Use the details pane to see the most common
properties associated with the selected file. File
properties are information about a file, such as
the author, the date you last changed the file,
and any descriptive tags you might have added
to the file.
Preview pane Use the preview pane to see the contents of
most files. If you select an e-mail message, text
file, or picture, for example, you can see its
contents without opening it in a program. If
you don't see the preview pane, click the
Preview pane button in the toolbar to turn
it on.

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3.14.4. Viewing and arranging files and folders

When you open a folder or library, you can change how the files look
in the window. For example, you might prefer larger (or smaller)
icons or a view that lets you see different kinds of information about
each file. To make these kinds of changes, use the Views
button in the toolbar.

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Each time you click the left side of the Views button, it changes the way
your files and folders are displayed by cycling through five different
views: Large Icons, List, a view called Details that shows several
columns of information about the file, a smaller icon view called Tiles,
and a view called Content that shows some of the content from within
the file.
3.18. Windows Applications – Notepad, WordPad,
Paint, Calculator.

Start/Accessories menu is used to access convenient tools (application

programs) included in Windows XP that can be used to perform many
everyday tasks.

4.15.1. Notepad
Notepad is a text editor, which is a program similar to a word processor
but cannot perform any special editing. No embedded codes are inserted
into the document. Text files also called: unformatted text files and
ASCII (American Standard Code for Information Interchange). With
Notepad, you can:

• Create simple text documents

• Multi-tasking/create/edit batch files
• Print a file

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Formatting with Page Setup and Printing in Notepad
To print a Notepad document, you can locate the document with
Explorer or My Computer. Open the file. Print file by using:

• File/Print command from the menu bar.

• Select Print from the shortcut menu that comes up when you
right-click the file.
• Can also drag and drop to a printer shortcut.
You can also open Notepad first and then open the document from
Notepad’s File/Open command. Once the document is opened you can
print it. Advantage ofopening Notepad prior to locating file:
• Can apply page formatting before you print.
• Can add a header or footer.
• Can adjust the margins.

Features of Notepad:
1. Notepad has minimal editing features.
2. Notepad has word wrap which prevents text
from running over into the margins and
automatically moves text to the next line.
3. Used to create/save/open/edit file.
4. Can create time log.
5. Within Notepad – cut, copy, and paste text.
6. Copy data to Notepad from other files.

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 7. Copy Notepad text to other word processing text or database
document.

4.15.2. WordPad
WordPad is a simple word processor. WordPad allows simple
formatting:
• Change fonts.
• Character level formatting.
• Margins can be changed/created.
• Insert bulleted charts/graphic and sound files.
Has menu bar and toolbar. WordPad lacks the powerful features of other
word processors such as creating columns, tables, and spell checking.

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You do not need to press <Enter> when you reach the right margin.
Word processors will move to the next line automatically. This is called
a soft return. The only time you need to press <Enter> is to create a new
paragraph. This is called a hard return.

Paragraphs:
Traditional English style paragraph includes a topic sentence,
supporting sentences, and aconcluding sentence. Indented by one tab.
A paragraph, in word processing terms, is all the text between paragraph
marks (¶). It can be one character, one page, or several pages of text.
To indent a paragraph you use the <Tab> key.

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Features of WordPad:
Title bar/Name of document first (docucentric approach) Menu Bar,
Toolbar Format Bar
Document Ruler
Selection Bar: unmarked column along left edge of document window.
Insertion Point: is where you begin keying in text. 2 modes – Insert
mode (Default) and Typeover - Press Insert to toggle between modes.
Status Bar: tells you the status of the document.
WordPad and Microsoft Word both claim .RTF extension. Rich text
format (RTF) allows the exchange of text files between different word
processors indifferent OS.
Problems can occur when any registered file extension is claimed by
more than one program. The default extension for WordPad documents
is .doc. This extension is also used by Word for Windows, so if Word
is installed, a document you create in WordPad might not open with
WordPad when you double-click it.

Editing a Document in WordPad

✓ To edit text you need to move the insertion point to the
correct position.
✓ You can move the insertion point with either the mouse or
the keyboard. The keyboard is usually used for keying in
data. The mouse is usually used for editing.
✓ There are several key combinations that can be used to

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 quickly move the insertion point. The Format Toolbar
offers shortcuts to menu commands.
Formatting Paragraphs and Using Tabs
You can change paragraph alignment so that it is left-justified, centered,
or right-justified. Left-aligned or left-justified means that the selected
paragraph(s) will line up on the left margin. Right-aligned or right-
justified means that the selected paragraph(s) will line up on the right
margin. Centered means that each line in the paragraph(s) will be
centered between the left and right margins.
The first line of a paragraph can be indented by pressing the <Tab> key.
The <Tab> key moves the first line a preset number of spaces from the
left margin.
Printing and Page Setup in WordPad
✓ You can use the same techniques to print a document from
WordPad that you used to
print adocument from Notepad.
✓ In WordPad, the only formatting that you can apply to the
document (Page Setup) is
to alterthe margins.
✓ Headers and Footers are not supported

4.15.2. Paint
Paint is a graphics application program used to create drawings or
images. Can only create/edit bitmap graphics (.bmp) Bitmap Graphics:
• Screen divided into pixels (pels)

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 • Drawing = turning pixels on or off in different colors
• Detailed
• Take up lots of disk space
• Resolution is fixed
If installed programs (such as Office) have correct graphic filters, Paint
can read TIFF, JPEG, GIF, PCX, Targa and Kodak Photo CD files. Save
Paint files in GIF and JPEG format.
Images created can stand alone or be copied to other documents.
Graphics files are identified by file extensions.

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 Paint Window
The Paint window has many components, some are common to all
windows programs, and others are not.
1. Menu Bar – location of choices consistent:
• Choices available depend on program’s purpose.
• Paint choices different than word processing – task
different.
• New choice – Image.
2. Tool Box - is actually a toolbar that you select your drawing tools
from. Below the Tool Box is an area called the Tool Options box
where the options available forthe selected tool are displayed.
3. Color Box - contains the colors you can use in Paint. The
foreground color is the color you draw with. The background
color is the color of your drawing area.
4. Drawing area - is like a canvas and is the area where you draw.
Default drawing tool –pencil. Cursor assumes shape of selected
drawing tool.

The Tools:
1. Free-Form Select – Selects a free form cutout in a drawing.
2. Select – Selects a rectangular cutout.
3. Erase/Color Eraser – Changes the foreground color to the
background color.
4. Fill With Color – Fills a bordered area with the selected

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 foreground color.
5. Pick Color – Picks a color in your drawing and uses it as your
foreground color or background color
6. Magnifier – Magnifies a selected area.
7. Pencil – Creates a free-form line.
8. Brush – Draws a free-form brush stroke.
9. Airbrush – Creates a spray can effect.
10. Text – Places text in the drawing.
11. Line – Draws a straight line.
12. Curve – Draws a straight line, then curves it.
13. Rectangle – Creates a rectangle or square.
14. Polygon – Draws a shape with an unlimited number of sides.
15. Ellipse – Creates a circle or ellipse.
16. Rounded Rectangle – Creates a round-cornered rectangle or
square.
Fill Styles:
When you select a shape tool, three choices appear in the Tool Options
area. Each of these choices is a fill style.
The effect of each of the fill styles depends on the mouse button used to
draw the shape.
Using the Left mouse button:
Top: Outline in foreground color. No fill color.
Middle: Outline in foreground color. Fill in background color.

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 Bottom: Solid shape in background color. Has no outline.
Using the Right mouse button:
Top: Outline in background color. No fill color.
Middle: Outline in background color. Fill in foreground color.
Bottom: solid shape in foreground color. Has no outline.

Picture Characteristics
Paint used to view existing picture.
Paint can be used to create a new picture.
• Standard settings for new picture.
• Creates picture with default settings.
You can change these default settings.
The Shape Tools
The Shape tools let you work with pre-defined shapes unlike the free-
form tools. Shape tools include Rectangle, Ellipse, Polygon, and
Rounded Rectangle. Less color means a smaller file.
Importing and Exporting Graphics
To import is to bring a drawing into your picture from a graphic file. To
export is to save to file a graphic image.
Clip art is a collection of many, usually small, images that you can add
to your graphics.
• Clip art can be purchased.
• Can alter clip art and save it as new drawing.

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 Using Text and Other Pictures in a Drawing
You can also add text to your pictures. You can choose different fonts
and styles for your text line in a word processor. Characters from the
font Wingdings can be imported to add pictures to your drawing.
Printing in Paint
You can print any picture that you create or view in Paint.
Graphics take much longer to print than text and the quality of the
printout will depend on thequality of the printer.
If the printer is not a color printer, the picture will print in shades of
gray.
Using Drawings as Background
Any drawing you create in Paint can be used as desktop background.

4.15.4 Windows XP Calculator

➢ Like a calculator you keep in a desk drawer, the Windows
Calculator is small but saves you time by performing all the
calculations common to a standard calculator.
➢ The Standard Windows Calculator works so much like a pocket
calculator that you need little help getting started.
➢ To display the Calculator, open the Start menu and choose Programs,
Accessories, Calculator. The Calculator opens in the same view
(Standard or Scientific) in which it was displayed the last time it was
used.
➢ To close the Calculator, click the Close button in the title bar. If you

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 use the Calculator frequently, however, don't close it; click the
Minimize button to minimize the Calculator to a button on the
taskbar.
➢ The Calculator has only three menus:
Edit, View, and Help. The Edit menu contains two simple commands
for copying and pasting; the View menu switches between the
Standard and Scientific views; and the Help menu is the same as in
all Windows accessories.
Operating the Calculator
To use the Calculator with the mouse, just click the appropriate numbers
and sign keys, like you would press buttons on a desk calculator.
Numbers appear in the display window as you select them, and the
results appear after the calculations are performed.
To enter numbers from the keyboard, use either the numbers across the
top of the keyboard or those on the numeric keypad (you must first press
the NumLock key if the NumLock feature is not enabled).
To calculate, press the keys on the keyboard that matches the Calculator
keys.

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ICT 115 Guide Book-2023
 Section 04: Office package

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4.1 Introduction
Microsoft Office is a collection of different application programs that
were originally designed to be used to perform many of the tasks that
are completed every day in an officesetting, but they can also be useful
in your personal life as well.
Microsoft Word is a word processing program that can be used to type
documents, from simple letters to illustrated newsletters.
Microsoft Excel is a spreadsheet program that can be used to track of
lists, numbers and statistics, such as might be used in accounting.
Microsoft Access is a database program that can be used to track of
diverse but related information, such as customer orders, customer billing

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information, customer shipping information, and product inventories.
Microsoft PowerPoint is presentation software that can be used for
making fully animated computer presentations.
Microsoft Publisher is publication design software that can be used for
creating greeting cards, business cards, calendars and more.
4.2 Microsoft Word
4.2.1 Introduction
A word processor is a type of computer program that is used to create a
variety of documents, from simple letters to fully illustrated newsletters
and fliers. Word Processing applications display text on a computer
screen and allow users to easily add, remove, and change the style, size,
and placement of text in a document without having to retype the entire
document as they would with a typewriter. Microsoft Word is one of the
most popular word-processing software applications in use today.

4.2.2 Starting MS-Word 2007

Opening Microsoft Word To open Word, do either one of the following:
Click once on the Start button on the bottom left corner of the screen.
Click on Programs. Move the cursor to the new menu on the right and
then click on Microsoft Office 2007. Movethe cursor to the next menu
that opens and click Microsoft Office Word 2007. A blank document
will appear on the screen.

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4.2.3 Main screen of a Microsoft Word 2007 Document
The screenshot below is the opening screen for Microsoft Word 2007.
Here we will review screenshots and documentation on how to navigate
some of the basic menus and the steps necessary to format a basic paper
correctly.

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The screenshot below displays the menu path to change the margins in
a paper. According to APA, all margins are set at 1 inch.

1. From the menu tab at the top of Word, select Page Layout.
2. In the Page Layout menu, the margins button will
allow you to change the margins to the correct
format.

3. Select Normal to set all margins to one inch.

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4.2.4 Formatting Font
The screenshot below displays the menu path to change the font. Use a
traditional font suchas Times New Roman or Courier in 12-point size.

1. Select the Home tab.

2. From the Font menu, you may adjust the font, style, and size
to the correct format.

4.2.5 Formatting Spacing

The standard spacing format for a paper is double-spacing. Double-
space the entire document, including the reference page. The
screenshot below displays the menu path to change the spacing format
to double

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 1. Select the Home tab.
2. From the Paragraph menu, you may adjust the line spacing
from the Line Spacing dropdown menu.
(Note: Word 2007 places extra space between paragraphs. You will need
to adjust this by selecting the Page Layout menu. Then access
Paragraph and Indents and Spacing. Under theSpacing heading, set the
spacing option to 0 pt. before and 0 pt. after. Click OK.)

4.2.6 Page Headers

Identify each page with the first two or three words of the title and with
the page number placed on the upper right hand corner of the page. Use

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five spaces between the title and the page number. Do not use your name
to identify each page. Be sure the font type and size arethe same as that
used in the document.
To create a correct APA header with a page number in Word 2007, use
the following guidelines:
1. Click on the Insert tab.
2. Click on the Header tab

1. Click on the Blank header tab from the drop-down menu. This
will put the curser inside the header.
2. Click on the Page Number tab.
3. Place the curser on the drop-down menu over Top of Page to
bring up another drop-downmenu.
4. Click on Plain Number 3 on the drop-down menu (the third
choice). This will place a page number inside the header at the
right margin.
5. Type the portion of the title to go in the header and add five
spaces. Your header is complete.

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 6. Click on Close Header and Footer on the far right.

4.2.7 Hanging Indent

Select the text that requires a hanging indent OR create a hanging indent
before typing the text. From the Home menu, click on the Paragraph
command This will bring up the Indents and Spacing tab.Under
Indentation in the Special box, click on Hanging and OK.

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4.2.8 Centering Text
The screenshot below is an example of text that is centered and that is
not centered. In order to center text highlight the text that requires
centering and select the icon in the formatting toolbar as shown.

1. Select the Home tab.

2. Highlight the text to be centered.
3. Click the button to center the text on the Paragraph toolbar.

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4.3 Microsoft Excel
4.3.1 Introduction to Microsoft Excel 2007
Microsoft Excel is a very powerful tool for you to use for numeric
computations and analysis. Excel can also function as a simple database
but that is another class. Today we will look at how to get starting with
Excel and show you around the neighborhood sort of speak.

4.3.2 Starting MS-Word 2007

To start Microsoft Excel:
Click once on the Start button on the bottom left corner of the screen.
Click on Programs. Move the cursor to the new menu on the right and
then click on Microsoft Office 2007. Move the cursor to the next menu
that opens and click Microsoft Office excel 2007. A blankdocument will
appear on the screen.

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4.3.3 Main screen of a Microsoft Excel 2007 Document
This is a workbook. A workbook is a collection of worksheets
(spreadsheets) and macros. By default, Excel creates 3 worksheets in a
new workbook. The worksheets are designated at the bottom part of the
window where you see the file folder-like tabs. The tabs are named
Sheet1, Sheet2, and Sheet3. If you click on Sheet2, you will be in Sheet2
and not Sheet1 so you need to be aware of which worksheet you are in.

4.3.4 Office Fluent user interface

In Excel 2007, the new Office Fluent user interface replaces the
traditional menus and toolbars from previous versions of Excel with a
single mechanism designed to help users find the right features more
efficiently. The interface contains three main components; The Office
Button, The Quick Access Toolbar, and The Ribbon.

4.3.5 Open a New Workbook

Sometimes you have to create a new workbook.

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 1. Click on the Office Button
2. Click on New

You are now able to open recently used or new workbooks from this
panel. You can also open up templates that are available with Excel or
ones that you create. If you click on Blank workbook, Excel will create
a new workbook for you.

4.3.6 What are Columns, Rows, and Cells?

Columns are the vertical markers in the worksheet and are denoted by
the alphabet i.e. A, B, C. The rows are the horizontal markers in the

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worksheet and are denoted by numbers i.e. 1, 2, 3. Cells are the single
box that you get where the column and row intersect i.e. A1, B3, and
C2. You will often need to know the cell reference. The cell reference
is the cell’s name and you can find that by looking at the toolbar. This
means that the cell that is selected is named C28.

Selecting a cell
1. We are going to select C28. Look for the C column.
2. Look for the Row number 28.
3. You may use your finger to follow the column C down to where
row 28 is.
4. Once you have located it, click on it.
5. Look at the toolbar; the cell reference box should say C28. If it
does not, try again.
6. After you have done this, click on a different cell and note the
cell reference box.

Selecting a group of cells A4 to D10

1. Click on the first cell A4
2. Click and Hold the mouse button down. Drag the cursor down
to D10.
3. Let go of the mouse button.
4. If you did it correctly, you should see a Highlighted box around
those cells. If not, tryagain. Please see the picture on the next page.

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Selecting cells A4 to D10
Basic data entry, fill handle
From the example above, we have numeric (year, numbers) and text
(months) entered as data in our worksheet. Let us practice by re-creating
the example on our own.

Method 1
1. Click on cell A2 to select it.
2. Type in 1981 and hit Enter. Notice by hitting Enter, we
automatically move down to the next row. (we can also do the
same by hitting the down arrow)
3. Click on cell B1 to select it.
4. Type in January and hit Tab. By hitting Tab (or right arrow), we
move to the next column. We can continue to doing this to enter
the data from 1981 to 1992 and so on, but Excel provides us with
a tool to complete sequences.

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Method 2
1. Click on cell A2 to select it.
2. Type in 1981 and hit Enter.
3. Type in 1982, and then select both cells A2 and A3.
4. Move your mouse cursor over the fill handle (small black box
on the bottom right of theactive cell) so that the cursor turns into a
cross.
5. Click and drag the fill handle down to the cell desired.

4.3.7 Copy, Cut, and Paste

Copy, Cut, Paste: You can Copy, Cut and Paste anything into your
worksheet. You can copy from one worksheet to another worksheet in
another book. Let’s concentrate on the basics. We are going to copy cells
D4 to H9.
Cut/Copy and Paste to the same worksheet
1. Using the same worksheet, select cells A4 to D10.
2. Use CTRL-c to copy and CTRL-x to cut the selected cells.
3. Click on cell E29. It should be blank
4. Use CTRL-v to paste the data. You can also use the toolbar

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 shortcuts for cut/copy/paste as the functionality is the same.

4.3.8 Insert & delete columns, rows, and cells

Have you ever entered all of your data and realized that you are missing
an entry in the middle of the worksheet? If yes and you did not know
how to add columns or rows, it would be really difficult to fix. Well,
there is an easier method. You can insert columns, rows, or cells in any
spot on your worksheet.
Exercise: Insert columns
Before you can insert a column or row, you need to know how Excel
inserts a column or a row.
1. For columns, Excel inserts new column(s) to the left of the
selected column(s).
2. For rows, Excel inserts new row(s) above the selected row.

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1. We want to insert a new column for Last Name between
Full Name and Address.

2. Since Excel inserts to the left, you need to click on the

column letter B. Column B should be highlighted.

3. Point (do not left click) the arrow at the B column and then
right click.4. A pop-up menu should appear. In the menu
you should see Insert.
4. Click on the word Insert. Excel will insert a blank
column between Full Name andAddress.
5. Click on B1 and type in Last Name..

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Insert rows
1. We want to insert a new row for Anne Frank’s contact
information between John Doeand Fred Johnson.

2. Since Excel inserts rows above the selection, you need to click
on row number 3. Row 3 should be highlighted.
3. Right click while pointing at the number 3
4. A pop-up menu should appear. In the menu you should see
Insert.
5. Click on the word Insert. Excel will insert a blank row between
John Doe and Fred Johnson.
6. Click on A3 and type in Anne Frank’s contact information

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4.3.9 Using the sort feature
We want to insert a new row for Anne Frank’s contact information
between John Doe
and Fred Johnson but this time we will create her record in line 5.

1. Select cells A1 to G5
2. Go to the Data tab, then click on Sort

3. In the sort option window, use the pull down boxes to

select the sort criteria. In this case we want to sort by Last
Name, ascending order A-Z, then click on OK.

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 4. Your data should look like this.

Delete columns and rows

We all make mistakes. It is very easy to remove a column or rows.
1. Select the column or row that you want to delete.
2. Point at the highlighted column name or row name and right
click.
3. A pop-up menu should appear
4. Select Delete
5. The column or row should be gone.

4.3.10 Inserting & deleting new worksheets

There will be many times when you need to add a whole worksheet
rather than columns or rows. Insert a worksheet
1. Right Click on the tabs where the name of the worksheets are.
2. Click on Insert

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 3. Select what kind of insert you want from the window.

4. To move the worksheet, click and hold the left mouse button on
the worksheet tab. Drag the tab to where you want it to be placed.
Note: you can only move the worksheet tabs to the left or right.

Delete a worksheet
1. Click on the tab of the worksheet that you want to delete.
2. Right Click on the same tab of the worksheet

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 3. Click on Delete

4.3.11 . Printing
Printing your worksheets out to a printer would be a nice thing to know
how to do. If the information that you have on the worksheet fits on an
8.5”x11” paper, you have no trouble printing your worksheet out. The
problem arises when you have a larger worksheet. You mayhave noticed
that your worksheet has dashed lines running down and across it; this is
your print area.

Setting the print area

1. On your worksheet, click on the Page Layout tab.
2. Click and drag to select the range of cells that you would like
to print.
3. Under Page Layout, click on Print Area, then Set Print Area.

How to print with Print Preview

1. You may click on the paper with the magnifying glass icon or

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 click on the OfficeButton and click on Print, then Print Preview.

2. The menu at the top is important because there are many print
functions that you can use for your worksheet. Here are some examples,
turn on the gridlines, shrink to fit one page, print headers or footers.
3. Click on Print. You will be at the Print menu.
4. Click Page Setup. You will see a control panel that will allow you to
make some cosmetic changes to the way the worksheet prints

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 5.4. Microsoft Powerpoint

4.4 PowerPoint
4.4.1 Introduction to Microsoft Office Powerpoint 2007
PowerPoint enables anyone to produce, with a little practice, beautifully
laid out presentations, either as on-screen shows, or as Over Head
Projector (OHP) slides. The aim of these notes is to introduce you to
the basics of PowerPoint. It will tell you how to create attractive
animatedpresentations that include animation, images, charts, tables, and
links to other software.
Users of previous versions of PowerPoint will notice that the user
interface has changed dramatically, but, these changes give PowerPoint
a lot more features, in a very intuitive layout.
Files produced in PowerPoint 2007 have the file extension ".pptx", and
the files themselves are very different from previous file formats. If you
wish to use an old PowerPoint presentation in PowerPoint 2007,

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PowerPoint will switch to compatibility mode, to let you work on the
old file with no problems.

4.4.2 Starting MS-Powerpoint 2007

To use PowerPoint:
Click the Start button and select All Programs, then from the sub-
menu, select Microsoft Office, then select Microsoft Office
PowerPoint 2007. When PowerPoint loads you will see the following
screen.

4.4.3 Main screen of a MS-Powerpoint 2007

The area in the centre displays the slide layout. The area on the left
displays the structure of your presentation as it builds. The area below
the slide is labeled Click to add notes. You can use this area to write

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notes, which you can read from as you deliver your presentation, these
notes can be printed out and are not visible whilst youshow the slides.
The three buttons on the bottom left of the screen offer you different
views of the presentation.
The normal view shows all elements of the PowerPoint screen
as above.

Slide sorter view shows all slides together, allowing you to re-
order the slides

Presentation view lets you see each slide as it will appear in the
presentation

4.4.4 Building Slides

PowerPoint presentations consist of a series of slides. In building up
a presentation you construct each slide adding titles, list points, and
graphics as necessary. You can either start with a blank slide, or start
with a template with ready-made entries for
titles, lists and graphics.
With PowerPoint loaded, you can build your first slide. To add a title
to your slide click on the text labeled Click to add title. As soon as
you click, the text will
disappear and be replaced by a flashing insertion point. Type in
text from the keyboard, using the Backspace and Delete keys to
correct mistakes. When you have entered the title you can click on

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 the next area of the slide to enter a subtitle in the same way.
To add a new slide to your presentation, from the Slides group on the
Home
tab, click the top of the New Slide button to add a general slide.

Click the bottom of the New Slide button to reveal a menu of slide
designs.You will see a collection of slide themes, which contain
various combinations of titles and content. Content is represented as
a large, rectangular box, with a dotted border, containing a palette of
coloured icons.

The dotted box is used to create a bulleted list, and each icon can used

to include a table, picture, or media clip. In creating each slide, you use
whichever content element that you require and ignore the other tools,

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the icons and dotted line do not appear on the finished

4.4.5 Text
Text on PowerPoint slides, needs to be formatted to be easily
visible to all audiencemembers.
i. To enter text in a title field, click inside the field and type in your
text.
ii. To change the appearance or colour of any text, select the text,
then use either the tools in the Font and Paragraph groups on the
Home tab.
iii. To add an additional text area to your document, click the Insert
tab, then from the Text group, click the Text Box button. Drag a
box onto the slide using the mouse.
iv. To reposition text on your slide click the border of the text area,
then drag it to its newposition.
v. To remove a text area from your slide, click the border of the text
area, then press the
vi. Delete key.

4.4.6 Bulleted Lists

• Most presentations use bulleted lists to summarise points that
the speaker can elaborate upon. To use bulleted lists it is best to
choose a slide theme that includes abulleted list area.

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• When you click inside the bulleted list area you get a single
bullet point and a flashing insertion point. Type in the text for
your first point and apply formatting if necessary. To create
subsequent bullet points, simply press the Enter key to start a
new line with a new bullet point.

• If you wish for any of your text lines to be displayed without a

bullet you can click inthe line, then click the bulleted list button
to remove the bullet point.To create multi- level bulleted lists,
type in the text lines as usual. Click at the start of any lines that
you wish to appear as a lower level list then press the Tab key
from the keyboard.

• The selected lines will receive an additional indent and will get
a different bulletsymbol. Using the Backspace key produces the
opposite effect.
• To change the bullet symbols used, first click in one text line of
the list level that you wish to change.
• Next, click the down arrow to the right of the bulleted list button
in the Paragraph group on the Home tab. Choose a bullet design
from the displayed collection.
• To choose a different button, click the Bullets and Numbering
option, then in the dialog box that appears, click the Customize
button.

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4.4.7 Pictures
To place a picture in a new slide, choose a slide theme which contains
a content area, then click the Insert picture from file icon. To add a
picture to an existing slide, go to the Insert tab and in the Illustrations
group click Picture. In the dialog box, locate and select your image file,

then click the Insert button.

A small version of the picture will appear in the current slide. You can
click and drag any of the circles located in each corner of the picture, to

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change the size of the picture, or you can click anywhere within the
picture and drag it to a new position.

To put a clipart image into your document, click the Clip Art button on
a new slide,or in the Illustrations group on the Insert tab for an existing
slide. In the pane that appears on the right, type in a keyword to search
through the clipart gallery.

4.4.8 Tables
To place a table in a new slide, choose a slide theme which contains a
content area, then click the Insert able icon. To add a table to an existing

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slide, go to the Insert tab, and from the Tables group, click the Table
button.

Use your mouse on the grid to select the number of rows and columns
that your table will have, here a 7x4 table is being created. As you select
cells in the grid the corresponding tablewill be drawn in your document.
When you release the mouse button the table will be Created

4.4.9 Graphs

To place a graph in a new slide, choose a slide theme which contains a

content area, then click the Insert Chart icon. To add a graph to an
existing slide, go to the Insert tab and in the Illustrations group click
the Chart button. In the dialog box that appears, click the style of chart
that you require, then click the OK button.

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Microsoft Excel 2007 will then start up and you can input data in the
Excel Spreadsheet, which will then form a chart in your PowerPoint
presentation

4.4.10 . Re-Ordering your Slides

To change the order of your slides, or insert a new slide into the middle
of a presentation, it is worth switching to slide sorter view. Go to the
View tab and in the Presentation Views group, click the Slide Sorter
button, or click the Slide Sorter Viewbutton at the bottom of the screen
to see the following layout:

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From here you can delete any slide by clicking it then pressing the Delete
key. You can re- order slides by dragging any slide to a new position, and
you can add a new slide anywhere by clicking between two existing
slides and clicking the New Slide button, from the Slides group on the
Home tab.

4.4.11 Animation and Design

Now that we have covered the construction of slides, we can transform
the information into an elegant presentation. Whilst doing this it is useful
to click the Slide Show tab to check how the slides would appear in a
real slide show.

• To look at the current slide, as it would appear in the show, click

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 the From Current Slide button in the Start Slide Show group.

• To view all slides from the beginning click the From Beginning
button in the Start Slide Show group.
• When you wish to return to the normal view press the Esc key.

4.4.12 Design Templates

To apply a design template to your presentation, go to the Design tab.
In the Themes group, click the bottom button in the column of three to
see the available designs.

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Click any theme to apply it to all slides in your presentation.
4.4.13 Transitions Between Slides
As you move from slide to slide during the presentation, you can have
PowerPoint display an animated effect. To choose an effect, go to the
Animations tab.

In the Transition to This Slide group, click the bottom button in the
column of three to the right of the palette. Click any transition to see
the effect played out on your presentation slides in the background.
When you have chosen an effect it will work when you move to this
current slide. You can have the effect work on every slide in your
presentation by clicking theApply to All button.

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4.4.14 . The Presentation
To deliver your presentation to an audience from the computer, start
PowerPoint and load your presentation file. Click the Slide Show tab,
click the From Beginning button in the Start Slide Show group.
Use the left mouse button, Enter key, Page Down key to advance
through the slides, use theBackspace, Page Up keys to retreat through
the slides. To jump to a specific slide, right- click the presentation, select
Go to Slide then from the submenu select the required slide.

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If you wish to emphasise a point you can use the Pointer Options entry
from this menu tochange the cursor into a pencil and you can underline
or circle any part of a slide, without changing the underlying file.

4.4.15 . Creating a Show

When your presentation is complete you can save it as a show. When it
is opened it starts directly in a slide show, independent of the PowerPoint
environment. To save your presentation as a show, click the Office
button, then from the menu position the mouse cursorover Save As. In

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the submenu that appears select the PowerPoint Show option. Provide
a name, then click the Save button.

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 Section 05: Information Systems
5.1 Introduction
Application software is a type of computer program that performs a
specific personal, educational, and business function. Each application is
designed to assist end-users in accomplishing a variety of tasks, which
may be related to productivity, creativity, or communication.
5.1.1 What is application software?
Application software is software that is used to perform a specific task.
Application software is also called an app. This software is developed
according to the need of the user. So that the user can perform his work
properly.
Like Word Program is used to prepare a Textual Document, Database
Program is used for Database Management, Media Player is used to play

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Video/Audio. Similarly, there are many other types of programs or
software to complete different types of tasks. Whose relation is related to
the direct user.
In our computer system, there is only application software on which the
user does his actual work. However, both system software and
application software help the computer to run properly. But the work of
these two is different.

System software runs in the background of our computer, while

application software is working in the front end. By the way, without
system software, we cannot even install application software.

5.2 Common applications software:

There are many types of application software. Each software is designed
to perform specific functions or tasks. Some of the important types of
application software are given below.
1. Word Process: Software used for creating, editing, formatting, a
nd printing text-based documents, like Microsoft Word, Google
Docs, and Apple Pages.
2. Spreadsheet process: Applications that organize data into rows
and columns for calculations, analysis, and visual representation,
such as Microsoft Excel, Google Sheets, and Apple Numbers.

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3. Powerpoint Process: Programs used to create multimedia prese
ntations with slides, images, text, and other elements, like Micro
soft PowerPoint, Google Slides, and Apple Keynote.
4. Database Management System (DBMS): Software that helps u
sers organize, store, retrieve, and manage large sets of data effici
ently, such as Microsoft Access, MySQL, and Oracle Database.
5. Graphics and Multimedia Software Applications for creating a
nd editing graphics, images, videos, and audio, like Adobe Photo
shop, Adobe Premiere Pro, and Audacity.
6. Web browsers: Software that enables users to access and naviga
te the internet, view web pages, and interact with online content,
such as Google Chrome, Mozilla Firefox, and Microsoft Edge.
7. Email clients: Applications for sending, receiving, and managin
g email messages, like Microsoft Outlook, Gmail, and Apple Ma
il.
8. Video Games: Interactive software designed for entertainment a
nd gaming experiences on various platforms, including consoles,
computers, and mobile devices.
9. Communications Apps Software for real-time communication a
nd collaboration, such as Skype, Zoom, Slack, and WhatsApp.
10. Utilities Various tools and applications that assist in system ma
intenance, security, file management, and other tasks, like antiv

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 irus programs, file compression tools, and disk cleanup utilities
.
11. Professional software:
Tools that simplifying work and communication and hence cutoff
expenses and paper reduction; such as Banking systems, education
systems, Human Resources systems, office Management systems etc
Application software is typically designed with a user-friendly interface,
making it easier for individuals to use and benefit from its functionalities
without needing in-depth technical knowledge. Developers create
applications to address specific user needs and preferences, continually
updating and enhancing them to keep up with evolving technologies and
user expectations.

5.3 Information System

An information system (IS) is a set of interconnected components that
work together to collect, process, store, and distribute information to
support decision-making, coordination, control, analysis, and
visualization in an organization. Information systems play a crucial role
in managing and using data and information effectively within various
sectors, including business, government, healthcare, education, and
more.

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Components of an information system include:

i. Data: Raw facts or observations, which can be structured or

unstructured.
ii. Information: Processed data that is meaningful and relevant for
decision-making.
iii. Hardware: The physical equipment, such as computers, servers,
storage devices, and networking infrastructure, used to process
and store data.
iv. Software: Programs and applications that enable data processing,
analysis, and reporting. This includes operating systems, database
management systems, and specific software applications.
v. People: Individuals who operate, manage, and use the
information system, including end-users, IT professionals, and
administrators.
vi. Procedures: Standardized methods, guidelines, and processes for
using and managing the information system, including data entry,
security protocols, and reporting.
vii. Communication networks: The infrastructure and protocols that
enable data and information to be transferred between different
components of the system, both within and outside the
organization.

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Information systems can be categorized into several types,
including:

1. Transaction Processing Systems (TPS): These systems record and

process routine transactions, such as sales and inventory data.
2. Management Information Systems (MIS): MIS provide managers
with summarized and structured information to support decision-
making and planning.
3. Decision Support Systems (DSS): DSS assist in complex
decision-making processes by providing interactive tools for
analysis and modeling.
4. Executive Information Systems (EIS): EIS are designed for top-
level executives, providing them with summarized and critical
information for strategic decision-making.
5. Enterprise Resource Planning (ERP) Systems: These integrate
various business functions and processes within an organization,
such as finance, human resources, and supply chain management.
6. Academic Result Management Information Systems (ARMIS);
For academic information systems
7. Customer Relationship Management (CRM) Systems: CRM
systems help manage interactions and relationships with
customers to improve sales and service.

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5.4 Useful information systems applications:
1. Educational and academic Systems (SARIS, OSIM, ARIS e
tc)
2. Accounting and business system (Tally, quickbooks, excel)
3. Management Application system (HRMIS)
4. Agriculture application Systems
5. Record and office management systems
6. Procurement systems
7. Artificial Intelligence

5.5 Importance of Application software

Due to the application software, many tasks can be done easily in the
computer. That’s why the importance of application software in
computer system is very high. Given below are the 5 importance of
application software.

5.5.1 Increases Productivity

One of the main importance of application software is its ability to
increase productivity. In today’s time, applications like Microsoft Office,
Google Workspace and Adobe Creative Suite etc. are very beneficial in
official work, business and many other tasks. Very good functions and
features are available in these application software. With this, the user is
able to do his task very easily.

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For example, Microsoft Excel is a spreadsheet program. Using this the
user can analyze his business, official work or finance related data.
Similarly, Adobe Photoshop is also a type of graphic design software.
Which helps the user to design something or improve that design. By
using all these applications, the user can save time, increase his
productivity, correct mistakes and organize his work.
5.5.2 Improves Communication
Another important advantage of application software is its ability to
improve communication. In today’s time, applications like Zoom, Skype
and Google Meet etc. make it possible to communicate through video
with a person who is far away.
In the time of Covid-19, teachers used to teach students online and also
even today there are online classes. Which has become possible because
of all these applications.
All of these applications allow users to collaborate on projects,
participate in virtual meetings, and share files, regardless of their physical
location.
5.5.3 Enhances Entertainment
Nowadays the world of entertainment has started moving forward a lot.
Better graphic software is being used to make better movies or web
series. Apart from this, nowadays many applications have been launched
for watching and listening to movies, web series, songs.

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Netflix, Spotify, Amazon Prime, Hotstar and YouTube applications have
simplified the way we consume media and entertainment.
Through all these applications users can consume movies, TV shows,
music and entertainment from the comfort of their homes. So,
entertainment application comes into play in today’s time an important
application software.

5.5.4 Enhances Learning

Application software has also changed the way we learn. E-learning
platforms such as WIFI study, Udemy, Unacademy and Khan Academy
enable students and professionals to acquire knowledge online on various
subjects.
These applications provide an interactive and personalized learning
experience to the learners. So that, they can learn all these subjects from
setting in their homes without going to any offline classes.
5.5.5 Facilitates E-commerce
E-commerce applications like Amazon, Flipkart, Ajio and Myntra have
completely changed the way we shop and do business. These applications
allow businesses to set up online stores and sell their products and
services to customers around the world.
Through these applications, we can order small or big goods sitting at
home. E-commerce applications provide a convenient and secure
platform for customers to shop and purchase products. The application

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also makes it easier for businesses to reach a larger audience and increase
their sales.
5.6 Functions of Application software
The main function of application software, refer to the software that are
made for a specific purpose. In today’s time, many applications are
available to us to do even a small task.
Such as MS Word is a word processor program. In that, we can only do
tasks like Text Typing, Writing Letters, and making Reports. In
Photoshop, we can do things like photo editing, and better design of
photos.
Apart from this, there are many such software which we use in our daily
work. In today’s time, all the work done on a computer such as creating
and editing documents, managing and analyzing data, creating and
editing digital media, communicating and collaborating, accessing and
browsing the Internet, entertainment and automation, etc are possible
only because of application software.
Application software plays an important role in our lives and it has
simplified the way computers do certain things. From improving
productivity and communication to entertaining and learning, application
software has become an important part of our daily lives.

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Program Assignment:
Task to be done:
i. Explain type of MNMA Information Systems exist
ii. Explain type of Program Information system(s) used 3 in the
country and 3 in the world
iii. Features of IS MNMA and program
iv. Functionality of IS MNMA and in Program
v. Hardware and Software used in Information Systems

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 Section 06: Computer Network
Definition of Network, Types of Computer network,
Advantages of computer network, Disadvantages of
computer network, Network topology, Website, Search
engine, Internet, Email

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6.1 Network
A network is a collection of computers, servers, mainframes, network
devices, peripherals, or other devices connected to one another to allow
the sharing of data. An excellent example of a network is the Internet,
which connects millions of people all over the world. To the right is an
example image of a home network with multiple computers and other
network devices all connected.
6.2 The purpose of a network is to share resources.
A resource may be:
A file
A folder
A printer
A disk drive
Or just about anything else that exists on a computer.
6.3 There are many types of computer networks,
including the following:
Local-area networks (LANs): The computers are
geographically close together (that is, in the same building).
Wide-area networks (WANs): The computers are farther
apart and are connected by telephone lines or radio waves.
Campus-area networks (CANs): The computers are within
a limited geographic area, such as a campus or military base.

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 Metropolitan-area networks MANs): A data network
designed for a town or city.
Home-area networks (HANs): A network contained within
a user's home that connects a person's digital devices.
6.4 Advantages of networking
Connectivity and Communication
Data Sharing
Hardware Sharing
Internet Access
Internet Access Sharing
Data Security and Management
Performance Enhancement and Balancing
Entertainment

6.5 Disadvantage of Networking

Network Hardware, Software and Setup Costs
Hardware and Software Management and Administration
Costs
Undesirable Sharing
Illegal or Undesirable Behavior
Data Security Concerns

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6.6 Network topology
A topology is a way of “laying out” the network. Topologies
can be either physical or logical.
Physical topologies describe how the cables are run.
Logical topologies describe how the network messages travel
6.7 Network topology
Bus (can be both logical and physical)
Star (physical only)
Ring (can be both logical and physical)
Mesh (can be both logical and physical)

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 6.8 Advantages and Disadvantages Network Topologies

Topology Advantages Disadvantages Diagram

Bus Cheap. Easy Difficult to reconfigure.

to install.
Break in bus disables

entire network.

Star Cheap. Easy More expensive than

to install. bus.

Easy to
reconfigure.

Fault
tolerant.

Ring Efficient. Reconfiguration

Easy to difficult.
install.
Very expensive.

Mesh Simplest. Reconfiguration

Most fault extremely difficult.
tolerant.
Extremely expensive.

Very complex.

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6.9 Website
A set of related web pages located under a single domain name. OR
A website is a collection of publicly accessible, interlinked Web pages
that share a single domain name.
Website domain name:
.com for commercial
.ac for academic
.mil for military
.edu for education
.net for telecommunications entity
.org for organization
.gov for goverment
Websites can be created and maintained by an individual, group, business
or organization to serve a variety of purposes. Together, all publicly
accessible websites constitute the World Wide Web.
6.10 Search engine
A search engine is a web-based tool that enables users to locate
information on the World Wide Web. Popular examples of search
engines are:
Google,
Yahoo!, and
MSN Search. ...

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The information gathered by the spiders is used to create a searchable
index of the Web.

Search engines utilize automated software applications (referred to as

robots, bots, or spiders) that travel along the Web, following links from
page to page, site to site. The information gathered by the spiders is used
to create a searchable index of the Web.
6.11 Internet
The Internet is a global wide area network that connects computer
systems across the world. It includes several high-bandwidth data lines
that comprise the Internet "backbone." These lines are connected to major
Internet hubs that distribute data to other locations, such as web servers
and ISPs.
In order to connect to the Internet, you must have access to an Internet
service provider (ISP), which acts the middleman between you and the
Internet. Most ISPs offer broadband Internet access via a cable, DSL, or
fiber connection. When you connect to the Internet using a public Wi-Fi

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signal, the Wi-Fi router is still connected to an ISP that provides Internet
access. Even cellular data towers must connect to an Internet service
provider to provide connected devices with access to the Internet.
6.11.1 The Internet provides different online services. Some
examples include:

Web – a collection of billions of webpages that you can view

with a web browser
Email – the most common method of sending and receiving
messages online
Social media – websites and apps that allow people to share
comments, photos, and videos
Online gaming – games that allow people to play with and
against each other over the Internet
Software updates – operating system and application updates
can typically downloaded from the Internet
The Internet is a global network of networks while the Web, also referred
formally as World Wide Web (www) is collection of information which
is accessed via the Internet.
Another way to look at this difference is; the Internet is infrastructure
while the Web is service on top of that infrastructure.
Similarities; the internet connects all computers while the World Wide
Web allows you to access the internet and all the information and
services the internet has to offer. If the internet were described as a

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highway, than the World Wide Web is the car. This device, a car, allows
you to travel from one place to another.
Internet is network of no of systems. Whereas email is to send messages
or mails from one system to another. Without Internet we cannot send
mail.
6.11.2 Email
Short for electronic mail, e-mail or email is information stored on a
computer that is exchanged between two users over telecommunications.
More plainly, e-mail is a message that may contain text, files, images, or
other attachments sent through a network to a specified individual or
group of individuals.
E-mail address breakdown [email protected]

The first portion of all e-mail addresses, the part before the@ symbol,
contains the alias, user, group, or department of a company. In our above
example, support is the Technical Support department at Computer Hope.
Next, the@ (at sign) is a divider in the e-mail address; it's required for all
SMTP e-mail addresses. Finally, computerhope.com is the domain name
to which the user belongs.
The .com is the TLD (top-level domain) for our domain.
6.11.3 Advantages of e-mail

There are many advantages of e-mail and the usage of e-mail versus
Postal mail.

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Some of the main advantages are listed below:
✓ Free delivery - Sending an e-mail is virtually free, outside
the cost of Internet service. There is no need to buy a
postage stamp to send a letter.
✓ Global delivery - E-mail can be sent to nearly anywhere
around the world, to any country.
✓ Instant delivery - An e-mail can be instantly sent and
received by the recipient over the Internet.
✓ File attachment - An e-mail can include one or more file
attachments, allowing a person to send documents,
pictures, or other files with an e-mail.
✓ Long-term storage - E-mails are stored electronically,
which allows for storage and archival over long periods
of time.
✓ Environmentally friendly - Sending an e-mail does not
require paper (paperless), cardboard, or packing tape,
conserving paper resources.

6.11.4 Popular email sites

Some examples of popular, free email websites include the following:
Gmail
Microsoft Outlook
Yahoo Mail
AOL
Zoho
ProtonMail
Com

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 Section 07: Computer Practical
7.1 Hardware
7.1.1 Connecting hardware and peripherals
Set devices in safe place
Place all devices close for safe connection
Connect to the proper port
After connecting all peripherals then connect to power supply
starting with Monitor followed with PC

Starting computer

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7.1.2 Steps to turn on Computer

1. Check if your computer is connected to power

2. Check to see if your keyboard and mouse are connected

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3. Check if your monitor is connected properly

4. Check your monitor is connected and powered up

5. Turning the PC on by pressing the power button

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7.2 Opening Ms word
Examples of word processing software/applications include;
i. Ms Office word processor. v. Apple Works.
ii. Word pad.
vi. Professional writer.
iii. Lotus 1, 2 and 3.
vii. Word Pro
iv. Corel Word Perfect
viii. Office org.

7.3 Steps to open Microsoft office

Step 1: Click the start button which is located on the left-hand
bottom corner on your Desktop or Laptop
Step 2: Click the All Programs button just above the Start button.
Step 3: Find the group Microsoft Office. If you point at the
Microsoft Office group icon, the sub-group will open. If it does
not, just click once with your left mouse button.
Step 4: In the sub-group, one of the icon will be Microsoft Office
Word
7.4 How to Operate a Printer
Printer – a device that is usually connected to a computer in order to
transfer the text and graphic information to paper.

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ICT 181 Guide Book-2023
1. Load paper in the paper tray if needed.

2. Press the Power button to turn the printer on.

3. Open the file you want to print.

4. Click the File tab.

5. Click the Print command.

6. Select the print options: Number of Copies, Print All pages,
or Pages
(e.g., from page 2 to page 5), etc.

7. Click Print or Okay to start the printing process.

7.5 How to Save a document

Save an existing file in its current location (Microsoft Word)

1. Click the File tab.

2. Click the Save command.

3. Or click the Save button icon.

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Save a file for the first time or save a file with a different name or location
(Microsoft Word)

1. Click the File tab in Microsoft Word.

2. Click the Save As command.

1. Choose a location on your computer (e.g., USB drive or hard disk

drive) to save your file.

2. Type a name for your document in the File Name box.

3. Click the Save button.

Save an existing file in its current location (Microsoft Word)

1. Click the File tab.

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2. Click the Save command.
3. Or click the Save button icon.

7.6 Basic file management

Click play on the following audio player to listen along as you read this
section.

Folder and File

Folder (or directory) – a virtual storage space used to store and organize
computer files.
A folder can also contain additional folders (known as
subfolders).
A folder has a name and is represented by an icon.
File – a storage unit on a computer that stores information, data, etc.
(such as a document, an image, etc.).
Folders contain files
Files have names and are represented by various icons

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Filename – a unique name given
to a file to identify it. A
filename can contain letters,
symbols, numbers, spaces, etc.

Right-click to create a new folder (Windows 10)

1. Go to the location where you want to create the folder (Desktop,

Documents, or anywhere on your computer).

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2. Right-click on a blank space (don’t right-click on an existing
item in the folder).
3. Click or hover over New.
4. Click Folder.
5. Type a name for the new folder and press Enter (on the
keyboard).
Ribbon
Ribbon – a group of buttons and icons (tabs) at the top of the window
that allows users to access the commands that they need to complete a
task.

Create a new folder from the ribbon menu (Windows 10)

1. Go to the location where you want to create the folder (e.g.,

Documents).
2. Click Home.
3. Click New folder.

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4. Type a name for the new folder and press Enter (on the
keyboard).

7.7 Mail Merge.

A mail merge is a tool that aids the users create one document and
be able to send it merge it to a multiple of recipients.

• To Start a Mall Merge: Select mailings —>Mailings, start mail

merge —> you can select from the dialog box an option i.e. ―start
a step by step mail merge‖ or you can use a mail merge wizard.

• To Select a Data Source: In the Mail Merge task pane, select the
appropriate option under Create recipient list and click next.
Perform the necessary tasks and click next when you‘re finished.

• To Insert a Merge Field: In the Mail Merge task pane, click and
drag the appropriate merge field to the desired location in the
publication. Use the options listed under more items as necessary.
Click Next.

• To Complete the Merge: Select the desired option under Create

merged publications and performs the necessary tasks.

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7.8 Steps to set up your own email account
Step 1: Choose a trusted email provider
Think of an email address as your digital mailbox. Just like
different post offices, each email provider has a slightly different
look and feel, but they all do the same thing — allowing you to
send and receive emails.
Email providers usually don’t charge you for their service. While
there are many of these free and trusted options available online,
the key is to select a provider that is easy for you to use. Some
popular options include:

Gmail (from Google)

Yahoo! Mail
Outlook (from Microsoft)

Step 2: From your Internet browser, navigate to the sign-up page for
your email provider.
Once again, you can use a trusted provider such as Gmail (from
Google), Yahoo!
Mail or Outlook (from Microsoft).
Step 3: Enter your details to open an email account. These often
include:

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 Name First and last

Desired This is the email address you’d like to create. Choose a

Login login name that is easy for you to remember, spell and
Name type. Once your create this, you can’t change it. Many
people will use their name separated by a dot, such as
[email protected], as this is recognizable
and easy for others to email you.

Password Create a password that is secure, which is often not easy

to remember, spell or share. Use at least eight characters
with a combination of upper case, lower case, letters,
numbers and symbols. For example, a password such as
“password999” is easy for a person or automated bot to
guess. But a password such as “a3#b975!d” is much
harder. Write this password down and store that in a
safe place.

Phone This can be used as an extra security measure in case you

number can’t get into your email account in the future.

Step 4: Follow the rest of the steps as required.

Some sign-up forms will also ask for things such as your birthday
and location. You may also be asked to create a security question,
which can be a helpful way for you to recover a forgotten
password.
Step 5: Accept the “Terms of Service.”

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 You’ll also be asked to read and accept the terms of their service.
This is usually one of the final steps.
Step 6: Start using your new email account!

You can easily log in from any computer, phone or tablet that
has Internet access.

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8. COMPUTER QUESTIONS
Exercise 01: Short and Long Answer

1. Explain five advantages of the computer network.

2. What is the meaning procurement package
3. Mention four examples of secondary storage devices
4. Why CPU is regarded as the brain of the computers?
5. Differentiate between Computer Hardware and Computer
Software
6. Differentiate between Input devices and Output devices
7. Differentiate between Data and Information
8. Mention four functions of communication media
9. Explain three data formats are available in Excel?
10. Write the uses of Monitor
Exercise 02: Short and Long Answer
1. Write the use Hard disk
2. Write the use Mouse
3. Write the use Keyboard
4. Mention three main types of secondary storage devices
5. Mention five Microsoft Office with their function and file
extensions

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 6. Make a formula as applied in MS Excel for: Addition,
Multiplication, Division, Subtraction, and Average
7. Briefly, explain Five (5) benefit of computer Networking
8. Explain Functions of computer, Scanner, and Photocopy
9. Explain Five (5)website domains name and its entity
10. What is the meaning an ALU?

Exercise 03: Short and Long Answer

1. Mention three main types of secondary storage devices
2. Why CPU is regarded as the brain of the computers?
3. What is Computer
4. Explain five (5) advantages of Computer in today’s World
5. Explain the Meaning of Computer Software
6. Mention five Microsoft Office with their functions
7. What do you mean by HTTP?
8. What do you mean by Network?
9. Explaain different between software and hardware
10. Write the domain name link for Academic entity
Exercise 04: Short and Long Answer

1. What is Microsoft Excel?

2. What is ribbon?
3. Explain Spreadsheet and its Basics.

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 4. How many data formats are available in Excel? Name some
of them.
5. Specify the order of operations used for evaluating formulas
in Excel.
6. How can you wrap the text within a cell?
7. . Explain Macro in MS-Excel.
8. .Which are the two macro languages in MS-Excel?
9. Is it possible to prevent someone from copying the cell from
your worksheet?
10. What are charts in MS-Excel?
Exercise 05: Short and Long Answer
1. How can you sum up the Rows and Column number quickly
in the Excel sheet?
2. Explain few useful functions in Excel.
3. What does a red triangle at the top right of a cell indicate?
4. How can you add a new Excel worksheet?
5. What is the use of NameBox in MS-Excel?
6. . How can you resize the column?
7. .Explain pivot tables and its uses.
8. What are three report formats that are available in Excel?
9. How would you provide a Dynamic range in “Data Source”
of Pivot Tables?

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 10. Is it possible to make Pivot table using multiple sources of
data?

Exercise 06: Short and Long Answer

1. Which event do you use to check whether the Pivot Table is

modified or not?
2. How can you disable automatic sorting in pivot tables?
3. What is Freeze Panes in MS-Excel?
4. What could you do to stop the pivot table from loosing the
column width upon refreshing?
5. Explain workbook protection types in Excel.
6. Explain the difference between SUBSTITUTE and
REPLACE function in MS-Excel?
7. Difference between COUNT, COUNTA, COUNTIF and
COUNTBLANK in Ms-Excel.
8. What is IF function in Excel?
9. Can we create shortcuts to Excel functions?
10. What is the use of LOOKUP function in Excel?

Exercise 07: Short and Long Answer

1. How can you apply the same formatting to every sheet

in a workbook in MS-Excel?
2. What are left, right, fill and distributed alignments?

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 3. To move to the previous worksheet and next sheet,
what keys will you press?
4. What filter will you use, if you want more than two
conditions or if you want to analyze the list using
database function?
5. What is the quick way to return to a particular area of
a worksheet?
6. Which function is used to determine the day of the
week for a date?
7. What is the benefit of using formula in Excel sheet?
8. What is the “What If” condition in Excel formulas?
9. How can you disable the automating sorting in pivot
tables?
10. What is the AND function does in Excel?

Exercise 08: Short and Long Answer

1. Explain steps of creating email account in Google and
Yahoo.
2. Differentiate between WAN and LAN
3. Explain a word NODE as applied in Computer Network
4. What are the types of mode available in Network?
5. Demonstrate the IP Classes as applied in Computer
Network?

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 6. How cell reference is useful in the calculation?
7. What do you mean by Network Topology?
8. What is the most appropriate office package software for
calculating in computer?
9. What is Windows?
10. Write the name of different computer storage device.

Exercise 09: Short and Long Answer

1. Two types of commonly used printers are?
2. Who is the legend of computer world?
3. What is the meaning of ‘CC’ in case of E-mail?
4. The word ‘Computer’ is derived from?
5. Adobe Photoshop is a
6. What is the name of the first Computer Network?
7. What is the number of Computer Generation?
8. A CD-ROM drive is labeled with 52X. Here52X is a
measurement of
9. Data transfer rate of a Dial-up Modem is measured in
10. Which of the following components (Hard Disk, Compact disk,
Magnetic Tape, RAM) has the highest failure risk?

Exercise 10: Short and Long Answer

1. Which kind of mathematics does the computer use in
operations?
2. The command ‘Shift + Delete’ will send the file to the?

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 3. The ‘add or remove programs’ utility can be found in …
4. One Megabyte is equal to…
5. Which menu includes the command ‘find’ ?
6. The base 16 number system is…
7. What kind of secondary storage is provided by magnetic
disks?
8. Valid Ending for a MS-Word File is…
9. The computer stores its program and data in its….
10. What is ‘OCR’?

Exercise 11: Abbreviation and prefix

1. Write the long form of the following abbreviations as used in
computer studies

i. VLSI
ii. HTTP
iii. GUI
iv. ISP
v. B2B
2. List out the short cut of
i. Print
ii. New document
iii. Highlight all Document

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 iv. Slide show
v. Italic
3. Write the long form of the following abbreviations as used in
computer studies
a. ROM
b. LCD
c. WWW
d. LAN
e. TLD
4. write shortcut for the following
i. Paste
ii. New document
iii. Undo
iv. Slide show
v. Table inserting
5. Write the following abbreviations in long form

a. GIGO f. CPU
b. HTML g. ALU
c. DVD h. ATM
d. ICT i. IP
e. RAM j. DBMS

6. Write the following abbreviations:

1. NIC

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 2. LAN
3. GIGO
4. ASCII
5. DOS
7. Write the long form of the following abbreviations as used in
computer studies
1. VLSI
2. HTTP
3. GUI
4. BIOS
5. IP
8. Write the following abbreviations:
1. VLSI
2. LAN
3. GIGO
4. RAM
5. APIPA
9. Write the long form of the following abbreviations as used in
computer studies
1. VLSI
2. HTTP
3. GUI
4. FIFO

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 5. WAN
10.Write the following abbreviations:
1. DNS
2. LAN
3. GIGO
4. RAM
5. TLD

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Exercise 12: Labeling and Arrangement

1. Label part A to J on the diagram below

2. Label part A to BB on the diagram below

.

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 3. Label part A to I on the diagram below

4. Label part A to M on the diagram below

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 5. Label part A to Y on the diagram below

6. Label part A to Y on the diagram below

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 7. Label part A to H on the diagram below

8. Label part A to J on the diagram below

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 9. Label part A to K on the diagram below

Exercise13: Computer Calculation

1. Write formula used in excel for Addition, Subtraction,

Multiplication, division and average operations.
2. Suppose a computer is used to type the following statement
and appears on the computer screen as follows:
“You can’t appreciate what you have until you lose it.”
i. Calculate the number of bytes associated with the
statements.
ii. Calculate the number of bits associated with the
statements.

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 iii. State the primary input and output devices for the
statement.
3. Suppose a computer Ms office 2007 is used to type the
following statement and appears on the computer screen as
follows: “MUNGU
IBARIKI TANZANIA.”
i. Calculate the number of bytes associated with the
statements.
ii. State the file extensions will be saved in the memory.
iii. State the primary input and output devices for the
statement.

4. How many data formats are available in Excel? Name

some of them.
5. Identify formula/principle used in the following data formats
in Excel
6. Calculate the bytes in the following computer device
i. Memory 8GB
ii. Compact Disc 400MB
iii. Floppy Disc 800KB
iv. Hard Disk 2TB

7. If Cell A1=55, B2=45, A2=65, B1=35. Write the excel

formula for; Average of A1,A2, and B2, Sum of B1 and B2

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 8. Using the following data to draw a pie chart in Microsoft
Excel; Mango=45, Orange=65, Avacoda=55, and Apple=35.
9. Change 4GB into KB and MB
10. If 1Character = 1Byte, How many characters in the 256Byte

Exercise 14: Scenario

Question1.
With your friends (not more than 5 inclusively) discuss the
advancement of computer technology in two era’s 1980-2000 and 2001
up to date. (don’t copy) I need your observations. Write and submit
hard copy.
Question 2
(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.

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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.
Cultural education:
Males (%) 70, 50, 28, 40, and 80
Females (%) 60,30,96,48 and 78
Science education:
Males (%) 30,78,90,20 and 60
Females (%) 56,89,76,59 and 90

ICT 208 Guide Book-2023

 Male Female

Cultural Year % Year %

Education:

Science Education:

(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.

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 (iv) Set the margins to (1.5) and (1.3 right) then bottom and top
(1.2)

(v) Set the document body text to “ Arial Narrow”

(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.

Question 3
The three “Categories of Computer Software” are Operating System,
Application Software and Utility Software.
Required Create a Presentation as indicated below:
i. Slide One – Include the Title, your name, class and email
address (if applicable).

ii. Slide Two – Define the Operating System and give at least
two examples.

iii. Slide Three – Define Application Software and give two

examples.

iv. Slide Four – Define Utility Software. Give two examples.

v. Slide Five – Your conclusion.

vi. Insert slide numbers in your presentation.

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 vii. Save the Presentation as Computer Software.

viii. Print your Slides.

Note: The slides should:

a. Run automatically.

b. Use minimal graphic effect.

c. Have your name and class as footer

Question 4
As an experienced student of computer studies, you have been
appointed by your teacher to go and talk to the new students about the
subject called “computer Club” on their first careers day in the
orientation week. The topic is “ICT Club”.
(a) Prepare a five slide presentation to deliver your content to the
senior ones considering the following;

(i) Slide one is a title slide and the Topic and presenter‘s details.

(ii) Slide two contains a description of ICT Club at your school.

(iii) Slide three should have key benefits of being a member of the
ICT club and what is expected from new members.

(iv) Slide four should have the challenges the club faces and the
way forward

(v) Design the fifth Slide with concluding remarks.

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 (b) Let your slides have a fly-in transition affect from top left
corner.

(c) The slides should be able to loop continuously until escape key
is pressed.

(d) Apply appropriate background color of your choices.

(e) Insert an action button to link all slides to the next slide.

(f) Insert the current date and your name as your footer

(g) Save your presentation with your ―index number‖ (h) Print all
the five slides on handout.

Question 5
The information below is driven from MUFTI Limited from some few
selected staff. The staff include JACKIE, KENT, PAULINE, UNICE,
XAVIER, LEONALD, SONNY, CHRISTINE, PHILIPER and
INNOCENT. They earn the following amount as basic salary
respectively: 660000, 760000,870000, 580000, 600000, 610000,
630000, 640000, 650000 and 555000.
(i) Enter the above information using Microsoft Excel.

(ii) A lunch allowance for all employees is 22% of their basic pay.

(iii) Housing allowances are 62% of lunch allowances.

(iv) All employees are paid transport allowances of 59,000

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 (v) Compute the employees‘gross pay.

(vi) PAYE is 2.5% of basic salary.

(vii) National social security fund is calculated at 18% of gross

pay.

(viii) Compute the employees ‘net pay.

(ix) Plot a line graph of net pay against basic salary in worksheet
2.

(x) Save your work in your name and registration number on the
desktop.

Question 6
Using Microsoft office Publisher, design the business card of an
individual working in any Institution of your choice. Include:
a. Logo of the institution.
b. Name of the institution.
c. Name of the person.
d. Job description of the person.
e. The address.
f. Office and Mobile telephone contacts.
g. Email address.
NOTE: Your cards should be attractive and rich in graphics.
h. Save your file as business and the print preview of 6 cards per
A4 paper.

ICT 213 Guide Book-2023

Question 7
Using a Desktop Publishing Program of your choice, design the
following cash Receipt and make four Copies on your publication page.
Set the guides to the following positions: 2cm, 10.7cm, 11cm and
19.7cm (all vertical) and 1.5cm, 11.5cm, 12cm, and 22cm horizontal.

========End of the Course======

ICT 214 Guide Book-2023