Computer application program that we use to create, edit, and print documents is refers to as word processing. Of all computer applications, word processing is the most
common. To perform word processing, you need a computer, a special program called a word processor, and a printer. A word processor enables you to create a document, store it electronically on a disk, display it on a screen, modify it by entering commands and characters from the keyboard, and print it on a printer.
Word Processing Compared To Using A Typewriter The great advantage of word processing over using a typewriter is that you can make changes without retyping the entire document. If you make a typing mistake, you simply back up the cursor and correct your mistake. If you want to delete a paragraph, you simply remove it, without leaving a trace. It is equally easy to insert a word, sentence, or paragraph in the middle of a document. Word processors also make it easy to move sections of text from one place to another within a document, or between documents. When you have made all the changes you want, you can send the file to a printer to get a hard copy.
11.1.2 Word Processor Features
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Word processors vary considerably, but all word processors support the following feature;
Basic Features
Insert text: Allows you to insert text anywhere in the document.
Delete text: Allows you to erase characters, words, lines, or pages as easily as you can cross them out on paper.
Cut and paste: Allows you to remove (cut) a section of text from one place in a document and insert (paste) it somewhere else.
Copy: Allows you to duplicate a section of text.
Page size and margins: Allows you to define various page sizes and margins, and the word processor will automatically readjust the text so that it fits.
Search and replace: Allows you to direct the word processor to search for a particular word or phrase. You can also direct the word processor to replace one group of characters with another everywhere that the first group appears.
Word wrap: The word processor automatically moves to the next line when you have filled one line with text, and it will readjust text if you change the margins.
Print: Allows you to send a document to a printer to get hardcopy.
Standard Features
Word processors that support only the basic features (and maybe a few others) are called text editors. Most word processors, however, support additional features that enable you to manipulate and format documents in more sophisticated ways. These more advanced word processors are sometimes called full-featured word processors. Full- featured word processors usually support the following features:
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File management: Many word processors contain file management capabilities that allow you to create, delete, move, and search for files.
Font specifications: Allows you to change fonts within a document. For example, you can specify bold, italics, and underlining. Most word processors also let you change the font size and even the typeface.
Footnotes and cross-references: Automates the numbering and placement of footnotes and enables you to easily cross- reference other sections of the document.
Graphics: Allows you to embed illustrations and graphs into a document. Some word processors let you create the illustrations within the word processor; others let you insert an illustration produced by a different program.
Headers, footers, and page numbering: Allows you to specify customized headers and footers that the word processor will put at the top and bottom of every page. The word processor automatically keeps track of page numbers so that the correct number appears on each page.
Layout: Allows you to specify different margins within a single document and to specify various methods for indenting paragraphs.
Macros: A macro is a character or word that represents a series of keystrokes. The keystrokes can represent text or commands. The ability to define macros allows you to save yourself a lot of time by replacing common combinations of keystrokes.
Merges: Allows you to merge text from one file into another file. This is particularly useful for generating many files that have the same format but different data. Generating mailing labels is the classic example of using merges.
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Spell checker: A utility that allows you to check the spelling of words. It will highlight any words that it does not recognize.
Tables of contents and indexes: Allows you to automatically create a table of contents and index based on special codes that you insert in the document.
Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word processor.
Windows: Allows you to edit two or more documents at the same time. Each document appears in a separate window. This is particularly valuable when working on a large project that consists of several different files.
WYSIWYG (what you see is what you get): With WYSIWYG, a document appears on the display screen exactly as it will look when printed.
11.2 Area of Application of Word Processor Packages In Business Organization
Within the business world, word processors are extremely useful tools. Typical uses include:
Letters and letterhead: A letter is a written message containing information from one party to another. The role of letters in communication has changed significantly since the nineteenth century. Historically, letters (in paper form) were the only reliable means of communication between two people in different locations. A letterhead is the heading at the top of a sheet of letter paper (stationery). That heading usually consists of a name and an address, and a logo or corporate design, and sometimes a background pattern. The term “letterhead” is often used to refer to the whole sheet imprinted with such a heading. The majority of company letterheads are printed A4 in size (210mm x 297mm) although occasionally A5 (148mm x 210mm) and other
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bespoke sizes are sometimes used. These letters and letterhead are been design with the use of Word processor packages
Memorandum: A memorandum (abbrev. memo) was from the Latin verbal phrase memorandum est, the gerundive form of the verb memoro, “to mention, call to mind, recount, relate”, which means “It must be remembered (that)…”. It is therefore a note, document or other communication that helps the memory by recording events or observations on a topic, such as may be used in a business office. This memoro are been design with the use of Word processor.
Distribution of Multiple Copies: Using a word processing program instead of plain old pencil and paper means you can easily distribute copies of your writing to others. While it‘s true that you can make photocopies of a hand-written document and physically give them out, using word processing software means your words can be transmitted to millions of people anywhere in the world with the touch of a button — and no trees need to die for it.
Everyone Can Read Your Writing: It‘s not just doctors who have handwriting that is challenging to read. Many people have less-than-perfect penmanship and could benefit greatly from doing their writing with a word processing program. Using word processing means your writing will always be readable. Word processing programs use clear, easy to read fonts and you can easily increase the size of your text to benefit those who may have trouble seeing clearly.
11.3 Word Processing With Microsoft Word 2010
Microsoft Word 2010 is a word-processing program, designed to help you create professional-quality documents. With the finest document-formatting tools, Word helps you organize and write your documents more efficiently. Word also includes powerful
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editing and revising tools so that you can collaborate with others easily.
11.3.2 Identification Of Microsoft Word 2010 Components
All the components of the MS word 2010 are presents in it its window component or the graphical user interface shown below.
Figure 11a. MS Word 2010 GUI
The Ribbon
Understanding the Ribbon is a great way to help understand the changes between Microsoft 2003 to Microsoft 2010. The ribbon holds all of the information in previous versions of Microsoft Office in a more visual stream line manner through a series of tabs that
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include an immense variety of program features. The ribbon is made up of collection of tabs as listed and discussed below.
Home Tab
This is the most used tab; it incorporates all text formatting features such as font and paragraph changes.
Figure 11b. Home tab
Insert Tab
This tab allows you to insert a variety of items into a document from pictures, clip art, tables and headers and footers.
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Figure 11c. Insert tab
Page Layout Tab
This tab has commands to adjust page elements such as margins, orientation, inserting columns, page backgrounds and themes.
Figure 11d. Page layout tab
Reference Tab
This tab has commands to use when creating a Table of Contents and citation page for a paper. It provides you with many simple solutions to create these typically difficult to produce documents.
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Figure11e. Reference tab
Mailing Tab
This tab allows you to create documents to help when sending out mailings such as printing envelopes, labels and processing mail merges.
Figure11f. Mailing tab
Review Tab
This tab allows you to make any changes to your document due to spelling and grammar issues. It also holds the track changes feature which provides people with the ability to make notes and changes to a document of another person.
Figure11f. Review tab
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View Tab
This tab allows you to change the view of your document to a different two page document or zoom.
Figure 11g. View tab
Now that you have an understanding of where things are located, let‘s move further to romance with computer.
Practice 1
Opening Ms Word 2010
You may have a shortcut to Word on your desktop, if so double click the icon and Word will open. If not follow the steps below:
Click on the Start button
Highlight Programs
Highlight Microsoft Office
Click on Microsoft Word 2010
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Practice 2
Create a New Document
Click the File tab and then click New.
Under Available Templates, click Blank Document.
Click Create.
Practice 3
Using Templates
Word 2010 allows you to apply built-in templates from a wide selection of popular Word templates, including resumes, agendas, business cards, and faxes. To find and apply a template in Word, do the following:
On the File tab, click New.
Under Available Templates, do one of the following:
To use one of the built-in templates, click Sample Templates, click the template that you want, and then click Create.
To reuse a template that you‘ve recently used, click Recent Templates, click the template that you want, and then click Create.
To find a template on Office.com, under Office.com Templates, click the template category that you want, click the template that you want, and click Download to download the template from Office.com to your computer.
Once you have selected your template you can modify it in any way to create the document you want.
Note: You can also search for templates on Office.com from within Word. In the Search Office.com for templates box, type one or more search terms, and then click the arrow button to search.
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Practice 4
Opening A Document
Click the File tab, and then click Open.
In the left pane of the Open dialog box, click the drive or folder that contains the document.
In the right pane of the Open dialog box, open the folder that contains the document that you want.
Click the document and then click Open.
Practice 5
How To Insert Sample Text
To insert sample text in Word 2007 or Word 2010, use any of the following methods.
Method 1: Use rand()
To insert localized sample text in Word 2007 or Word 2010, type=rand() in the document where you want the text to appear, and then press ENTER. The sample text that is inserted for the English version of Word 2007 or Word 2010 resembles the following text:
On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look.¶
You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by using the other controls on the Home tab. Most
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controls offer a choice of using the look from the current theme or using a format that you specify directly.¶
To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template.¶
Note This text includes a paragraph symbol (¶) that is displayed when sample text is inserted. You can control how many paragraphs and lines appear by adding numbers inside the parentheses of the rand() function. The =rand() function has the following syntax:
=rand(p,l)
Note In this function, p is the number of paragraphs, and l is the number of lines that you want to appear in each paragraph.
The following are some examples that show how the parameters work:
· =rand(1) inserts one paragraph with three lines of text in the paragraph.
· =rand(10,10) inserts 10 paragraphs with 10 lines of text in each paragraph.
The parameters are optional. If you omit the parameters, the default number of paragraphs is three, and the default number of lines per paragraph is also three.
Method 2: Use rand.old()
To insert localized sample text that is compatible with Microsoft Office Word 2003 and earlier versions, type =rand.old() in the document where you want the text to appear, and then press
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ENTER. The sample text that is inserted in the English version of Word 2007 or Word 2010 appears resembles the following:
The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. ¶
The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. ¶
The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. ¶
You can control how many paragraphs and lines appear by adding numbers inside the parentheses of the rand.old() function. The
=rand.old() function has the following syntax:
=rand.old(p,l)
Note In this function, p is the number of paragraphs, and l is the number of lines that you want to appear in each paragraph. The parameters are optional. If you omit the parameters the default number of paragraphs is three, and the default number of lines per paragraph is also three.
Method 3: Use lorem()
To insert non-localized, pseudo-Latin sample text in Word 2007 or Word 2010, type =lorem() in the document where you want the text to appear, and then press ENTER. The sample text that is inserted resembles the following text:
Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Maecenas porttitor congue massa. Fusce posuere, magna sed
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pulvinar ultricies, purus lectus malesuada libero, sit amet commodo magna eros quis urna.¶
Nunc viverra imperdiet enim. Fusce est. Vivamus a tellus.¶
Pellentesque habitant morbi tristique senectus et netus et malesuada fames ac turpis egestas. Proin pharetra nonummy pede. Mauris et orci.¶
You can control how many paragraphs and lines appear by adding numbers inside the parentheses of the lorem() function. The
=lorem() function has the following syntax: lorem(p,l)
Note In this function, p is the number of paragraphs, and l is the number of lines that you want to appear in each paragraph. The parameters are optional. If you omit the parameters the default number of paragraphs is three, and the default number of lines per paragraph is also three.
Practice 6
Working with Home Tab
The home tab are divided into 5 groups which are: clipboard, font, paragraph, styles and editing. We will work with the menus under each of the group accordingly.
Clipboard Group: this group is made up of the following menus/commands; Paste, Cut, Copy and Format Painter.
If you would like to remove text from your document you can copy or cut the text from the document. Simply highlight the text and go to the Home tab in the Clipboard group and click Cut or Copy. You can also right click on your mouse and select Cut or Copy. If you Copy text, you typically need to Paste it somewhere. The Paste feature in 2010 is much more detailed than in previous versions of
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Word. When you paste content, the Paste Options button provides different options, depending on the source of the content. To Paste, click on the area you want your information to be inserted and either go to the Home tab in the Clipboard group and click Paste or right click on your mouse and select Paste.
The Format Painter feature allows you to quickly copy a format that you have applied to text already in your document.
Select the text or graphic that has the formatting that you want to copy.
On the Home tab, in the Clipboard group, single click Format Painter. The pointer will change to a paintbrush icon.
Bring your cursor to the text or graphic that you want to format and click on the text.
To stop formatting, press ESC or click on the Format Painter command again.
Note: Double-Click The Format Painter Button If You Want To Change The Format Of Multiple Selections In your Document.
Figure 11h. Clipboard group
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Let us practice by typing the following document in our working area of Microsoft word 2010;
YEKINI NURENI ASAFE IS ONE OF THE Lecturers OF YABA COLLEGE OF TECHNOLOGY, YABA LAGOS. HE CONTESTED FOR THE POST OF ASUP PRO OF YABATECH IN THE YEAR 2013. HE WON WITH 272 VOTES AGAINST HIS OPPONENT WHO HAD 108 VOTES. SINCE THEN HE HAS BEEN COMBINING ACADEMIC WORK WITH UNIONISM WITHOUT ANY HINDERANCES.
To Copy or Cut
Highlight the content/s to be copy or cut
Click on cut or copy from the clipboard group
Note: when you cut the content cut will be permanently remove from it currently location and temporarily stored in the clipboard. When copy the content will be duplicated with original copy still remain in it is location and duplicate store temporarily in the clipboard.
Now do the followings
Cut YEKINI NURENI ASAFE from the sentence and paste it at the end of the document
Use the format painter to format every word with at least 3 letters with format in the word Lecturers
Font Group: this group is made up of menus/commands to edit/format font in the words or sentences. The commands included are; bold command (Ctrl + B), Italic command (Ctrl+ I), Underline command (Ctrl + U), strikethrough
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command, Subscript command, superscript command, Grow font command (Ctrl + >), shrink font command (Ctrl + <), Change case command, Text effect menu, Text highlighting color, font color, font type (Ctrl + Shift + F), font size command (Ctrl + Shift + P) and clear formatting command. The dialog box for this group is as follow:
Figure 11h. Font group dialog box
Let us know use of the commands/menus; refer to the previous used document in a). Highlight the word OPPONENT and perform the following activities:
i- Change the font type to albertus extra bold Font size 72 Font color yellow Capitalize first letter of the word
v- Underline the word
vi- Invoke the font group dialog box
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Paragraph Group: this group is made of the commands/menus to execute some tasks like; bullets, numbering list, align of texts, line and paragraph spacing, decrease and increase indent, shading, sort, etc. the dialog box for this group is as follows;
Figure11i. Font group dialog box Let us try this simple exercise:
Generate a sample text with 3 paragraphs and 3 sentences with MS word 2010
What is the default spacing between the lines and after each paragraph
Describe the procedure for adjusting line spacing in the generated sample text
Solution
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To generate the sample text type =ran() and press enter key
The default spacing is 1.15 line spacing and 10 points after each paragraph. The default spacing in Office Word 2003 documents is 1.0 between lines and no blank line between paragraphs.
The easiest way to change the line spacing for an entire document is to highlight the paragraphs or entire document that you want to change the line spacing on.
On the Home tab, in the Paragraph group, Click
Line Spacing.
Figure11j. Line Spacing Dialog Box
Do one of the following:
Click the number of line spaces that you want. For example, click 1.0 to single-space with the spacing that is used in earlier versions of Word. Click 2.0 to double-space the selected paragraph. Click 1.15 to single-space with the spacing that is used in Word 2010.
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Click Remove Space Before Paragraph to remove any additional lines added after each paragraph as a default
Note: If a line contains a large text character, graphic, or formula, Word increases the spacing for that line. To space all lines evenly within a paragraph, use exact spacing and specify an amount of space that is large enough to fit the largest character or graphic in the line. If items appear cut off, increase the amount of spacing.
Use of Sort, Bullets commands
Type the following lecturer names from department of computer technology on each line; use any bullet type from the bullet list and arrange the name in ascending and descending order
Yekini
Lawal
Ojo
Akinwole
Oladosu
Adigun
Alakiri
Ayannuga
Ikotun
Ogundele
Oladiboye
Oludipe
Oyeola
Procedures to Achieve the Set Objectives
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i – Highlight the names from Yekini to Oludipe on a vertical line ii – Click on bullet command to select bullet type you want iii – Click on sort command in paragraph group: a dialog box appear iv – Click on sort type either ascending or descending order.
Figure11k. Sort Text Dialog Box Here is the result after the
The names after inserting bullet
Yekini
Lawal
Ojo
Akinwole
Oladosu
Adigun
Alakiri
Ayannuga
Ikotun
Oyeola
Ogundele
Oladiboye
Oludipe
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The name after arrange in ascending
Adigun
Akinwole
Alakiri
Ayannuga
Ikotun
Lawal
Ogundele
Ojo
Oladiboye
Oladosu
Oludipe
Oyeola
Yekini
The name after arrange in descending order
Yekini
Oyeola
Oludipe
Oladosu
Oladiboye
Ojo
Ogundele
Lawal
Ikotun
Ayannuga
Alakiri
Akinwole
Adigun
Styles group: Using built-in heading styles is applicable to heading or subheading of our document. To use heading style
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Select the text that you want to appear in the heading.
On the Home tab, in the Styles group, click the style that you want.
Editing Group: this group contains the commands to find, replace and select information in the document.
To use the find and replace command a dialog box will be invoke as follow; to invoke the find and replace dialog box, double-click on find or replace icon in editing group or press F5 on the Keyboard.
Figure 11j. Find and replace dialog box Let us practice as follow;
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i- Generate three paragraph and five sentences sample text ii- Find the word gallery and replace it YEKINI iii- How many replacements did you made?
Solution
To generate sample text with three paragraph and five sentences, type =ran(3,5) at exact location where you want the sample text to appear. Then you have the following document.
On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles yekini on the Home tab. You can also format text directly by using the other controls on the Home tab.
Most controls offer a choice of using the look from the current theme or using a format that you specify directly. To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style yekini, use the Change Current Quick Style Set command. Both the Themes yekini and the Quick Styles yekini provide reset commands so that you can always restore the look of your document to the original contained in your current template. On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document.
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You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles yekini on the Home tab. You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly.
To find the word gallery and replace it Yekini
DoubleClick on replace or find command in editing group or press F5 on a keyboard. Find replace dialog box appear.
In a find what textbox type gallery or copy gallery from the document and paste it inside the box
In a replace with text box type Yekini
Click on replace all
Note: At the end 5 replacement will be made an you have the following dialog box.
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Figure 11k. Find and replace dialog box
Practice 7
Working with Insert Tab
Insert tab is divided into 7 main groups which are; pages, tables, illustrations, links, header and footers, text and symbol.
Page group is made up of cover page, plank page and page break commands, a cover page will enable us to generate front cover for our document.
To Insert/Remove Cover Page
Open the document to insert cover page
DoubleClick on cover page icon in page group and select the cover page from options available.
To remove the cover page click remove current cover page
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Note you can scroll up or down to select cover page
Figure 11l. Insert cover dialog box
To Insert Blank Page
MS Word automatically jumped to another page when the cursor reaches the bottom margin of the current page. A case may warranty generation of new page without exhausting the current page. To insert blank page we follow the procedure below
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Click on insert tab of the ribbon
On page group click on Bank page; the new page is generated below the current page
Insert Page Break
Word automatically inserts a page break when you reach the end of a page. If you want the page to break in a different place, you can insert a manual page break. Or you can set up rules for Word to follow so that the automatic page breaks are placed where you want them. This is especially helpful if you are working in a long document.
Click where you want to start a new page.
On the Insert tab, in in the Pages group, click Page Break.
Tables: In Microsoft Word, you can insert a table in three ways: choosing from a selection of preformatted tables — complete with sample data — or by selecting the number of rows and columns that you want. You can insert a table into a document, or you can insert one table into another table to create a more complex table.
Choose from a gallery of preformatted table templates.
Use the Table menu to specify the number of rows and columns that you want.
Use the Insert Table dialog box.
Procedure to Insert Table
Click where you want to insert a table.
On the Insert tab, in the Tables group
Click Table a dialog box appear
Key in the number of rows and column
Click ok
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Note you can also use other options like, draw table, excel spreadsheet table, convert text to table and quick table option.
Figure11m. Insert table dialog box
c) Header and Footers
If you want to add a graphic or text at the top or the bottom of your document, you need to add a header or footer. You can quickly add a header or footer from the galleries or you can add a custom header or footer. You can use these same steps to add a header or footer without page numbers.
Add a Header or Footer from The Gallery
On the Insert tab, in the Header & Footer group, click Header or Footer.
Click the header or footer that you want to add to your document.
To return to the body of your document, click Close Header and Footer on the Design tab (under Header & Footer Tools)
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Add a Custom Header Or Footer
Double-click in the header area or the footer area (near the top of the page or near the bottom of the page). This opens the Design tab under Header & Footer Tools.
To place information in the center or on the right side of the page, do any of the following:
To place information in the center, click Insert Alignment Tab in the Position group of the Design tab, click Center, and then click OK.
To place information on the right side of the page, click Insert Alignment Tab in the Position group of the Design tab, click Right, and then click OK.
Do one of the following:
Type the information that you want in your header.
Add a field code by clicking the Insert tab, clicking Quick Parts, clicking Field, and then clicking the field you want in the Field names list.
Examples of information that you can add by using fields include Page (for page number), NumPages (for the total number of pages in your document), and FileName (you can include the file path).
If you add a Page field, you can change the numbering format by clicking Page Number in the
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Header & Footer group, and then clicking Format Page Numbers.
To return to the body of your document, click Close Header and Footer on the Design tab (under Header & Footer Tools).
Add A Page Number Without Any Other Information
If you want a page number on each page, and you don’t want to include any other information, such as the document title or the location of the file, you can quickly add a page number from the gallery, or you can create a custom page number or a custom page number that includes the total number of pages (page X of Y pages).
On the Insert tab, in the Header & Footer group, click Page Number.
Click the page number location that you want.
In the gallery, scroll through the options, and then click the page number format that you want.
To return to the body of your document, click Close Header and Footer on the Design tab (under Header & Footer Tools).
Add a Custom Page Number
Double-click in the header area or the footer area (near the top of the page or near the bottom of the page). This opens the Design tab under Header & Footer Tools.
To place your page number in the center or on the right side of the page, do the following:
To place your page number in the center, click Insert Alignment Tab in the Position group of the Design tab, click Center, and then click OK.
To place your page number on the right side of the page, click Insert Alignment Tab in the Position group of the Design tab, click Right, and then click OK.
On the Insert tab, in the Text group, click Quick Parts, and then click Field.
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In the Field names list, click Page, and then click OK.
To change the numbering format, click Page Number in the Header & Footer group, and then click Format Page Numbers.
To return to the body of your document, click Close Header and Footer on the Design tab (under Header & Footer Tools).
Text Group: the commands in this group include text box, quick parts, Wordart, drop cap etc.
To Use Wordart
You can use WordArt to add special text effects to your document. For example, you can stretch a title, skew text, make text fit a preset shape, or apply a gradient fill. This WordArt becomes an object that you can move or position in your document to add decoration or
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emphasis. You can modify or add to the text in an existing WordArt object whenever you want.
Adding Wordart
On the Insert tab, in the Text group, click WordArt, and then click the WordArt style that you want.
Enter your text.
Convert Existing Text To Wordart In Powerpoint
Select the text that you want to convert to WordArt.
On the Insert tab, in the Text group, click WordArt, and then click the WordArt that you want.
Inserting Text Boxes
A text box is an object that lets you put and type text anywhere in your file.
On the Insert tab, in the Text group, click Text Box and a drop down menu will appear.
Click on a text box template or click Draw Text Box at the bottom of the drop down menu to draw your own text box.
If you elect to draw your own text box you need to click in the document, and then drag to draw the text box the size that you want.
To add text to a text box, click inside the text box, and then type or paste text. To format text in the text box, select the text, and then use the formatting options in the Font group on the Home tab. To position the text box, click it, and then when the pointer becomes a , drag the text box to a new location.
Note: If you have problems printing text boxes, make sure that the Print drawing created in Word check box is selected. To do this, click the File tab, click Options, click Display, and then
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under Printing Options, select the Print drawings created in Word check box.
Deleting Text Boxes
To remove a text box just click the border of the text box that you want to delete, and then press DELETE. Make sure that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box and not the text box.
Insert Wordart
WordArt can be used to add special text effects to your document. For example, you can stretch a title, skew text, make text fit a preset shape, or apply a gradient fill. This WordArt becomes an object that you can move or position in your document to add decoration or emphasis. You can modify or add to the text in an existing WordArt object whenever you want. To add WordArt to text in your document, complete the following steps:
On the Insert tab, in the Text group, click WordArt,
A Drop down menu will appear, click the WordArt style that you want.
A Text Box will appear with the words‖ Enter your text here‖, Enter your text.
Insert Picture/Clip Art
Pictures and clip art can be inserted or copied into a document from many different sources, including downloaded from a clip art Web site provider, copied from a Web page, or inserted from a folder where you save pictures.
Insert Clip Art
On the Insert tab, in the Illustrations group, click Clip Art.
A Clip Art task pane will appear on the right of your screen, in the Search for box, type a word or phrase that describes the clip art that you want.
Click Go.
In the list of results, double-click on the clip art to insert it into your document.
Insert Picture from Web
Open the document.
From the Web page, drag the picture that you want into the Word document.
Insert Picture from File
To insert a picture saved in your computer, insert it by following these steps.
Click where you want to insert the picture in your document.
On the Insert tab, in the Illustrations group, click Picture.
Locate the picture that you want to insert. For example, you might have a picture file located in My Documents.
Double-click the picture that you want to insert and it will appear in your document. NOTE: To resize a picture, select the picture you’ve inserted in the document. To increase or decrease the size in one or more directions, drag a sizing handle away from or toward the center, while you do one of the following:
Cropping a Picture
Cropping reduces the size of a picture by removing vertical or horizontal edges. Cropping is often used to hide or trim a part of a picture, either for emphasis or to remove unwanted portions.
Click on the picture that you want to crop.
Go to Picture Tools, on the Format tab, in the Size group, click Crop.
Black dotted lines will appear around your picture. Then drag the center cropping handle on that side inward.
As you drag the cropping handle you will notice the area of your graphic you want removed will become gray.
Once you have cropped out everything you want, click outside of the graphic for the gray area you want removed to disappear.
Practice 8
Working With Page Layout Tab
The page layout tab is made up of the following groups; theme, page setup, page background, paragraph, arrange. We shall discuss page setup and page background group. The page setup group is made up of the following commands/menus; margin, orientation, size, line numbers etc. to execute some of the commands in page setup; it is advisable to invoke page setup dialog box.
To Invoke Page Setup Dialog box
Click on page layout
Click on the arrow by the bottom right hand side of the page setup
You can now execute any of the commands
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Figure 11n. Page setup dialog box
Page Background
The page background is made up of 3 commands which are; watermark, page color, and page border.
To Insert Watermark
Activate page layout by click page layout tab
Click on watermark in page background group
Click on the watermark type you want
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Figure11o. Watermark dialog box
Click on customize watermark to design your own watermark
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Figure 11p. Customize watermark dialog box
Note: to remove the water mark, repeat step I – ii, and click on remove water mark from the dialog box.
To insert page color
Activate page layout by click page layout tab
Click on page color in page background group
Click on the color you want
You can also use fill effects by clicking field effect command in page color dialog box
To Insert Page Border
Activate page layout by click page layout tab
Click on page border command in page background group
The page border dialog box appears as follows;
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Figure 11q. Border and shading dialog box
Select the page border type from setting or art gallery
Click ok.
Create Columns
Columns can be used in documents such as brochures, newsletters or to save space when creating lists.
Add columns before entering text:
Go to the Page Layout tab, in the Page Setup group, click Columns.
Click the layout that you want. Your document will be formatted in columns.
Note: To add a vertical line between the columns, click Columns again, click More Columns, and then select the Line between check box. You can also adjust the column width and spacing.
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Add Columns to Part of a Document
To do that highlight the texts you want formatted in columns, or place your cursor where you want columns to begin.
On the Page Layout tab, in the Page Setup group, click Columns.
Click More Columns.
Click the number of columns that you want.
In the Apply to list, click selected text or this point forward.
Note: To change the layout again further on in your document, select text or click where you want to change the layout, and then follow the same steps. For example, you can change from one column to a two-column layout, and then you can change back to the single-column layout on a later page.
Practice 9
Working with Reference Tab
Reference tab is made up of the following groups; table of contents, footnotes, citation and bibliography, captions, index, and table of authority.
Table of Contents
We create a table of contents by applying heading styles for example, Heading 1, Heading 2, and Heading 3 to the text that we want to include in the table of contents. Microsoft Office Word searches for those headings and then inserts the table of contents into your document. When you create a table of contents this way, you can automatically update it if you make changes in your document. Microsoft Office Word 2010 provides a gallery of automatic table of contents styles. Mark the table of contents entries, and then click the table of contents style that you want from the gallery of options. You can also create a custom table of contents with the options you choose and any custom styles that you’ve applied by using the Table of Contents dialog box.
Mark Entries for A Table Of Contents
The easiest way to create a table of contents is to use the built-in heading styles (heading style: Formatting applied to a heading. Microsoft Word has nine different built-in styles: Heading 1 through Heading 9.). You can also create a table of contents that is based on the custom styles that you have applied. Or you can assign the table of contents levels to individual text entries.
Mark entries by using built-in heading styles
Select the text that you want to appear in the table of contents.
On the Home tab, in the Styles group, click the style that you want.
For example, if you selected text that you want to style as a main heading, click the style called Heading 1 in the Quick Style gallery. Notes
If you don’t see the style that you want, click the arrow to expand the Quick Style gallery.
If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, click the style that you want.
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Create a Table Of Contents From The Gallery
After you mark the entries for your table of contents, you are ready to build it.
Click where you want to insert the table of contents, usually at the beginning of a document.
On the References tab, in the Table of Contents group, click Table of Contents, and then click the table of contents style that you want.
Note If you want to specify more options — for example, how many heading levels to show — click Insert Table of Contents to open the Table of Contents dialog box. To find out more about the different options.
Create a Custom Table of Contents
On the References tab, in the Table of Contents group, click Table of Contents, and then click Insert Table of Contents.
In the Table of Contents dialog box, do any of the following:
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To change how many heading levels are displayed in the table of contents, enter the number that you want in the box next to Show levels, under General.
To change the overall look of your table of contents, click a different format in the Formats list. You can see what your choice looks like in the Print Preview and Web Preview areas.
To change the type of line that appears between the entry text and the page number, click an option in the Tab leader list.
To change the way heading levels are displayed in the table of contents, click Modify. In the Style dialog box, click the level that you want to change, and then click Modify. In the Modify Style dialog box, you can change the font, the size, and the amount of indentation.
To use custom styles in the table of contents, click Options, and then do the following:
Under Available styles, find the style that you applied to the headings in your document.
Under TOC level, next to the style name, type a number from 1 to 9 to indicate the level that you want the heading style to represent.
Note If you want to use only custom styles, delete the TOC level numbers for the built-in styles, such as Heading 1.
Repeat step 1 and step 2 for each heading style that you want to include in the table of contents.
Click OK.
Choose a table of contents to fit the document type:
Printed document If you are creating a document that readers will read on a printed page, create a table of contents in which each entry lists both the heading
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and the page number where the heading appears. Readers can turn to the page that they want.
Online document For a document that readers will read online in Word, you can format the entries in the table of contents as hyperlinks, so that readers can go to a heading by clicking its entry in the table of contents.
Update the Table Of Contents
If you added or removed headings or other table of contents entries in your document, you can quickly update the table of contents.
On the References tab, in the Table of Contents group, click Update Table.
Click Update page numbers only or Update entire table.
Delete a Table of Contents
On the References tab, in the Table of Contents group, click Table of Contents.
Click Remove Table of Contents.
Practice 10
Working With Mailings Tab
We use mail merge when you want to create a set of documents, such as a form letter that is sent to many customers. Each document has the same kind of information, yet some of the content is unique. For example, in letters to your customers, you can personalize each letter to address each customer by name. The unique information in each letter comes from entries in a data source. We use commands on the Mailings tab to perform a mail merge.
The mail merge process entails the following overall steps:
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Set up the main document. The main document contains the text and graphics that are the same for each version of the merged document — for example, the return address in a form letter.
Connect the document to a data source. A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.
Refine the list of recipients or items. Microsoft Word generates a copy of the main document for each recipient or item in your data file. If you want to generate copies for only certain items in your data file, you can choose which items (or records) to include.
Add placeholders, called mail merge fields, to the document. When you perform the mail merge, the mail merge fields are filled with information from your data file.
Preview and complete the merge. You can preview each copy of the document before you print the whole set.
Procedure for Mail Merge in MS Word 2010
On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.
Under Select starting document are three choices: Use the current document, Start from a template, and Start from existing document. When you click each option, additional information about the option appears in the task pane.
Click Next: Select Recipients to continue.
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Step 3 of 6: Select recipients
If you select Use an existing list, click Browse to locate and choose your file. Click Edit recipient list to modify the address list after it is created.
If you select Select from Outlook contacts, click Choose Contacts Folder. If Outlook is not open, you will be prompted for your Outlook profile.
If you select Type a new list, you can create a new address list. Click Next: Write your e-mail message to continue.
Step 4 of 6: Write your e-mail message
At this point, you insert your merge fields. You can use a combination of items:
Address Block: Use this item to insert fields that will insert a block of text, such as the name and address.
Greeting Line: Use this item to choose the format that you want on your greeting line.
Electronic Postage: Use this item if you have electronic postage software on your computer that is compatible with Word.
More Items: Use this item to enter any other fields that are in your recipient list.
Click Next: Preview your e-mail messages to continue.
Step 5 of 6: Preview your e-mail message
You can preview just one message of your mail merge, or you can preview all of them. You also can click Edit recipient list to remove names or add to your recipient list.
After you preview your message, click Next: Complete the merge to continue.
Step 6 of 6: Complete the merge
Click Electronic Mail.
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When the Merge to E-mail dialog box appears, select the field that you want to use for the to line, type the subject in the Subject line, and then select the mail format that you want to use.
Click OK to send your messages.
Practice 10
Working With Review Tab
The Review tab is divided into the following groups; proofing, language, comments, tracking, changes, compare, and protect.
To Use Spelling and Grammar Command
Spelling and grammar command is the fastest way to fix spelling errors in a document
Put your cursor over the misspelled word and right click.
A drop down box will appear with correct spellings of the word.
Highlight and left click the word you want to replace the incorrect word with. To complete a more comprehensive Spelling and Grammar check, you can use the Spelling and Grammar feature.
Click on the Review tab
Click on the Spelling & Grammar command (a blue check mark with ABC above it).
A Spelling and Grammar box will appear.
You can correct any Spelling or Grammar issue within the box.
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Figure 11r. Spelling and grammar dialog box
To Use Word count
Activate review tab
Click on word count, then you have this result that gives the statistics of your document
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Figure 11s. Word count result board
Insert a Comment
You can insert a comment inside balloons that appear in the document margins. You can also hide comments from view. If you don’t want comments to appear in your document during a review, you must clear your document of comments by deleting them. To find out whether comments remain in your document, click Show Markup on the Review tab in the Tracking group.
Select the text or item that you want to comment on, or click at the end of the text.
On the Review tab, in the Comments group, click New Comment.
Type the comment text in the comment balloon or in the Reviewing Pane.
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Delete a Comment
To quickly delete a single comment, right-click the comment, and then click Delete Comment.
To quickly delete all comments in a document, click a comment in the document. On the Review tab, in the Comments group, click the arrow below Delete, and then click Delete All Comments in Document.
Delete Comments from a Specific Reviewer
On the Review tab, in the Tracking group, click the arrow next to Show Markup.
To clear the check boxes for all reviewers, point to Reviewers, and then click All Reviewers.
Click the arrow next to Show Markup again, point to Reviewers, and then click the name of the reviewer whose comments you want to delete.
In the Comments group, click the arrow below Delete Button image, and then click Delete All Comments Shown.
Change a Comment
If comments aren’t visible on the screen, click Show Markup in the Tracking group on the Review tab.
Click inside the balloon for the comment that you want to edit.
Make the changes that you want.
Add or Change the Name Used in Comments
On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then click Change User Name.
Under Personalize your copy of Microsoft Office, change the name or initials that you want to use in your own comments.
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Practice 11 Print Preview
Print Preview automatically displays when you click on the Print tab. whenever you make a change to a print-related setting, the preview is automatically updated.
Click the File tab, and then click Print. To go back to your document, click the File tab.
A preview of your document automatically appears. To view each page, click the arrows below the preview.
Print
The Print tab is the place to go to make sure you are printing what you want.
Click the File tab.
Click the Print command to print a document.
Click the Print button to print your document.
This dropdown shows the currently selected printer. Clicking the dropdown will display other available printers.
These dropdown menus show currently selected Settings. Rather than just showing you the name of a feature, these dropdown menus show you what the status of a feature is and describes it. This can help you figure out if you want to change the setting from what you have.
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Figure 11t. Printing dialog box
Practice 12
Save a Document
To save a document in the format used by Word 2010 and Word 2007, do the following:
Click the File tab.
Click Save As.
In the File name box, enter a name for your document.
Click Save.
To save a document so that it is compatible with Word 2003 or earlier, do the following:
Click the File tab.
Click Save As.
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In the Save as type list, click Word 97-2003 Document. This changes the file format to .doc.
In the File name box, type a name for the document.
Desktop is the main screen area that you see after you turn on your computer and log on to Windows. Like the top of an actual desk, it serves as a surface for your work. When you
open programs or folders, they appear on the desktop. You can also put things on the desktop, such as files and folders, and arrange them in the way you want. Desktop is made up of Desktop icons. Figure 11a shows a typical window desktop with some icons.
Figure 10a. Windows Desktop
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The desktop is sometimes defined more broadly to include the taskbar. The taskbar sits at the bottom of your screen. It shows you which programs are running and allows you to switch between them. It also contains the Start button , which you can use to access programs, folders, and computer settings.
10.1.1 Working With Desktop Icons
Icons are small pictures that represent files, folders, programs, and other items that you have on your system. Double-clicking a desktop icon starts or opens the item it represents. When you first start Windows, you’ll see some of these icons on your desktop: The Recycle Bin, my computer etc. Some examples of desktop icons are shown below.
Figure 10b. Examples of Desktop Icons
Practice 1
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. Some people like a clean, uncluttered desktop with few or no icons. Others place dozens of icons on their desktop to give them quick access to frequently used programs, files, and folders.
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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 their icon. See the diagram in figure 11c.
Figure 10c. File icon (left) and a shortcut icon (right)
Practice 2
Adding a Shortcut to the Desktop
Locate the item that you want to create a shortcut for.
Right-click the item, click Send to, and then click Desktop (create shortcut).
The shortcut icon appears on your desktop.
Practice 3
Moving a file from a folder to the desktop
Open the folder that contains the file.
Drag the file to the desktop.
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Practice 4
Removing an Icon from the Desktop
Right-click the icon, and then click Delete.
If the icon is a shortcut, only the shortcut is removed; the original item is not deleted.
Practice 4
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.
By default, Windows spaces icons evenly on an invisible grid. To place icons closer together or with more precision, turn off the grid.
Right-click an empty area of the desktop,
Point to View, and then click Align icons to grid to clear the check mark.
Repeat the steps to turn the grid back on.
Practice 5
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
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appears. Then release the mouse button. Now you can drag the icons as a group or delete them.
Practice 6
Hiding Desktop Icons
If you want to temporarily hide all of your desktop icons without actually removing them.
Right-click an empty part of the desktop
Click View, and then click Show desktop icons to clear the check mark from that option.
Now no icons are displayed on the desktop. You can get them back by clicking Show desktop icons again.
10.1.2 The Recycle Bin
When you delete a file or folder, it doesn’t actually get deleted right away, it goes to the Recycle Bin. That’s a good thing, because if you ever change your mind and decide you need a deleted file, you can get it back.
Figure 10d. Recycle Bin when empty (left) and full (right)
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If you’re sure that 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.
10.2 The 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, just as a restaurant menu does. And as “start” implies, it’s often the place that you’ll go to start or open things.
Figure 10e. Start menu
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Some common activities we use the start menu for are:
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
Log off from Windows or switch to a different user account
Practice 7
Open the Start Menu
Click the Start button
The large left pane shows a short list of programs on your computer. Your computer manufacturer can customize this list, so its exact appearance will vary. Clicking All Programs displays a complete list of programs (more on this later).
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.
Practice 8
Opening Programs from the Start Menu
One of the most common uses of the Start menu is opening programs installed on your computer. To open a program shown in the left pane of the Start menu, click it. The program opens and the Start menu closes.
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If you don’t see the program you want, click All Programs at the bottom of the left pane. The left pane displays a long list of programs in alphabetical order, followed by a list of folders. Clicking the program icons starts the program, and the Start menu closes. If you’re ever unsure what a program does, move the pointer over its icon or name.
A box appears that often contains a description of the program. For example, pointing to Calculator displays this message: “Performs basic arithmetic tasks with an on-screen calculator.” This trick works for items in the right pane of the Start menu, too.
You might notice that over time, the lists of programs in your Start menu change. This happens for two reasons.
When you install new programs, they get added to the All Programs list.
The Start menu detects which programs you use the most, and places them in the left pane for quick access.
10.2.1 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, the search box will scour your programs and all of the folders in your personal folder (which includes Documents, Pictures, Music, Desktop, and other common locations). It will also search your e-mail messages, saved instant messages, appointments, and contacts.
Figure 10f. Start menu search box
Practice 9
To use the search box
Open the Start menu and typed the name of information you are looking for. You don’t need to click inside the 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—such as the text in a word-processing document—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.
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. Besides searching programs, files and folders, and communications, the
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search box also looks through 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.”
10.2.2 Start Menu Right Pane
The right pane of the Start menu contains links to parts of Windows that you’re likely to use frequently. Here they are, from top to bottom:
Personal folder. Opens your personal folder, which is named for whoever is currently logged on to Windows. For example, if the current user is Molly Clark, the folder will be named Molly Clark. This folder, in turn, contains user- specific files, including the My Documents, My Music, My Pictures, and My Videos folders.
Documents. Opens the Documents library, where you can access and open text files, spreadsheets, presentations, and other kinds of documents.
Pictures. Opens the Pictures library, where you can access and view digital pictures and graphics files.
Music. Opens the Music library, where you can access and play music and other audio files.
Games. Opens the Games folder, where you can access all of the games on your computer.
Computer. Opens a window where you can access disk drives, cameras, printers, scanners, and other hardware connected to your computer.
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 user accounts.
Devices and Printers. Opens a window where you can view information about the printer, mouse, and other devices installed on your computer.
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Default Programs. Opens a window where you can choose which program you want Windows to use for activities such as web browsing.
Help and Support. Opens Windows Help and Support, where you can browse and search Help topics about using Windows and your computer. See Getting help.
At the bottom of the right pane is the Shutdown button. Click the Shutdown button to turn off your computer.
Clicking the arrow next to the Shutdown button displays a menu with additional options for switching users, logging off, restarting, or shutting down
.
Figure 10g. Shut Down Options in the Start Menu
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Practice 10
Customize the Start Menu
We can control which items appear in the Start menu. For example, you can pin icons for your favorite programs to the Start menu for easy access, or remove programs from the list. You can also hide or show certain items in the right pane.
To pin a program icon to the Start menu: If you use a program regularly, you can create a shortcut to it by pinning the program icon to the Start menu. Pinned program icons appear on the left side of the Start menu.
Right-click the program icon you want to pin to the Start menu, and then click Pin to Start Menu.
To unpin a program icon, right-click it, and then click Unpin from Start Menu.
To remove a program icon from the Start menu: Removing a program icon from the Start menu doesn’t remove it from the
All Programs list or uninstall the program.
Click the Start button
Right-click the program icon you want to remove from the Start menu, and then click Remove from this list.
To move the Start button: The Start button is located on the taskbar. Although you can’t remove the Start button from the taskbar, you can move the taskbar—and the Start button along with it.
Right-click an empty space on the taskbar. If Lock the taskbar has a check mark beside it, click it to remove the check mark.
Click an empty space on the taskbar, and then hold down the mouse button as you drag the taskbar to one of the four edges of the desktop. When the taskbar is where you want it, release the mouse button.
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Note: To lock the taskbar into place, right-click an empty space on the taskbar, and then click Lock the Taskbar so that the check mark reappears. Locking the taskbar helps prevent it from being moved or resized accidentally.
Practice 11
Open Taskbar and Start Menu Properties
Click the Start button.
Click Control Panel
Click Appearance and Personalization
Click Taskbar and Start Menu
Practice 12
To clear recently opened programs: Clear the Store and display recently opened programs in the Start menu check box.
To clear recently opened files: Clear the Store and display recently opened items in the Start menu and the taskbar check box, and then click OK.
Practice 13
To adjust the number of shortcuts for frequently used programs The Start menu displays shortcuts for the programs you use most frequently. You can change the number of program shortcuts displayed (this can affect the height of the Start menu).
Open Taskbar and Start Menu Properties by clicking the Start button,
Clicking Control Panel,
Clicking Appearance and Personalization, and then clicking Taskbar and Start Menu.
Click the Start Menu tab, and then click Customize.
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In the Customize Start Menu dialog box, in the Number of recent programs to display box, enter the number of programs you want to display on the Start menu,
Click OK
Practice 14
To customize the right pane of the Start menu
We can add or remove items, such as Computer, Control Panel, and Pictures, that appear on the right side of the Start menu. You can also change some items so that they appear as links or menus.
Open Taskbar and Start Menu Properties
Clicking Control Panel
Clicking Appearance and Personalization
Clicking Taskbar and Start Menu
Click the Start Menu tab, and then click Customize.
In the Customize Start Menu dialog box, select the options in the list that you want, click OK, and then click OK again.
Practice 15
To restore Start menu default settings
We can restore the Start menu to its original, default settings.
Open Taskbar and Start Menu Properties
Clicking Control Panel
Clicking Appearance and Personalization
Clicking Taskbar and Start Menu
Click the Start Menu tab, and then click Customize.
In the Customize Start Menu dialog box, click Use Default Settings, click OK, and then click OK again.
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To search for programs from the Start menu: Click the Start button Picture of the Start button, and then type a word or phrase in the search box.
10.3 The Taskbar
The taskbar is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can get obscured by open windows, the taskbar is almost always visible. It has three main sections:
The Start button , which opens the Start menu.
The middle section, which shows you which programs and files you have open and 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.
If we open more than one program or file at a time, you can quickly start piling up open windows on your desktop. Because windows often cover each other or take up the whole screen, it’s sometimes hard to see what else is underneath or remember what you’ve already opened. That’s where the taskbar comes in handy. Whenever you open a program, folder, or file, Windows creates a corresponding button on the taskbar. The button shows an icon that represents the open program. In the diagram figure10h below, two programs are open. Calculator and Minesweeper, and each has its own button on the taskbar.
Figure 10h. Program with its own button on the taskbar
Notice how the taskbar button for Minesweeper is highlighted. That indicates that Minesweeper is the active window, meaning that it’s in front of any other open windows and is ready for you to interact with. To switch to another window, click its taskbar button. In this example, clicking the taskbar button for Calculator brings its window to the front.
Figure 10i. Taskbar button shown calculator window active
Practice 14
Minimize and Restore Windows
When a window is active (its taskbar button is highlighted), clicking its taskbar button minimizes the window. That means that the window disappears from the desktop. Minimizing a window doesn’t close it or delete its contents, it temporarily removes it from the desktop. In the figure 10j below, Calculator is minimized, but not closed. You can tell it’s still running because it has a button on the taskbar.
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Figure 10j. Minimizing minesweeper leaves only its taskbar button visible
You can also minimize a window by clicking the minimize button in the upper-right corner of the window.
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Figure 10k. Minimize button (left)
To restore a minimized window (make it show up again on the desktop), click its taskbar button.
Practice 15
To See Previews of Open Windows
When we move our mouse pointer to a taskbar button, a small picture appears that shows you a miniature version of the corresponding window. This preview, also called a thumbnail, is especially useful. And if one of your windows has video or animation playing, you’ll see it playing in the preview. We can see thumbnails only if Aero can run on your computer and you’re running a Windows 7 theme.
The Notification Area
The notification area, at the far right of the taskbar, includes a clock and a group of icons.
It looks like figure 10l.
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Figure 10l. The notification area, at the far right of the taskbar
These icons communicate the status of something on your computer or provide access to certain settings. The set of icons you see depends on which programs or services you have installed and how your computer manufacturer set up your computer. When you move your pointer to a particular icon, you will see that icon’s name or the status of a setting. For example, pointing to the volume icon shows the current volume level of your computer. Pointing to the network icon displays information about whether you are connected to a network, the connection speed, and the signal strength. Double-clicking an icon in the notification area usually opens the program or setting associated with it. For example, double-clicking the volume icon opens the volume controls. Double- clicking the network icon opens Network and Sharing Center.
Occasionally, an icon in the notification area will display a small pop-up window (called a notification) to notify you about something. For example, after adding a new hardware device to your computer, you might see the diagram in figure 10m.
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Figure 10m. The notification area displays a message after new hardware is installed
Click the Close button in the upper-right corner of the notification to dismiss it. If you don’t do anything, the notification will fade away on its own after a few seconds.
To reduce clutter, 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 figure 10n.
Figure11n. Hidden icons button
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Practice 16
Customize the Taskbar
There are many ways to customize the taskbar to suit your preferences. For example, you can move the entire taskbar to the left, right, or top edge of the screen. You can make the taskbar larger, have Windows automatically hide it when you’re not using it, and add toolbars to it. By default taskbar is located at the bottom edge of your window desk top but it can be move to left, right, and top of desktop by following this procedures.
Open Taskbar and Start Menu Properties
Clicking Control Panel
Clicking Appearance and Personalization
Clicking Taskbar and Start Menu
Click the Start Menu tab.
Select the options from taskbar location on the screen from the dialog box
10.4 Desktop GadgetsWindows contains mini-programs called gadgets, which offer information at a glance and provide easy access to frequently used tools. For example, you can use gadgets to display a picture slide show or view continuously updated headlines. Some of the gadgets that come with Windows 7 are:
Calendar
Clock
Weather
Feed Headlines
Slide Show
Picture Puzzle.
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10.4.1 Why Desktop Gadgets
Desktop gadgets can keep information and tools readily available for you to use. For example, you can display news headlines right next to your open programs. This way, if you want to keep track of what’s happening in the news while you work, you don’t have to stop what you’re doing to switch to a news website.
You can use the Feed Headlines gadget to show the latest news headlines from sources you choose. You don’t have to stop working on your document, because the headlines are always visible. If you see a headline that interests you, you can click that headline, and your web browser will open directly to the story.
Practice 17
Getting Started With Gadgets
To understand how to use gadgets, we will explore the Clock gadget.
How Does the Clock Work
Right-click the Clock, you’ll see a list of things you can do with the gadget, including closing the Clock, keeping it on top of your open windows, and changing the Clock’s options (such as its name, time zone, and appearance). Figures 10o illustrate this.
Figure10o. Clock gadget
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Which Gadgets Do I Have?
Before a gadget can be added, it must be installed on your computer. To see which gadgets are installed on your computer, do the following:
Right-click the desktop and click Gadgets.
Click the scroll buttons to see all the gadgets.
To see information about a gadget, click the gadget, and then click Show details.
Adding and Removing Gadgets
We can add any gadget that’s installed on our computer to the desktop. If we want, you can add multiple instances of a gadget. For example, if you are keeping track of time in two time zones, you can add two instances of the Clock gadget and set the time of each accordingly.
To add a gadget
Right-click the desktop and click Gadgets. Double-click a gadget to add it.
To remove a gadget
Right-click the gadget and then click Close Gadget
10.5 Windows
Whenever we open a program, file, or folder, it appears on our screen in a box or frame called a window (that’s where the Windows operating system gets its name). It is the platform for which all window base programs run. Because windows are everywhere in Windows, it’s important to understand how to move them, change their size, or just make them go away.
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10.5.1 Windows Components
Although the contents of every window are different, all windows share some things in common. For one thing, windows always appear on the desktop i.e. the main work area of your screen. In addition, most windows have the same basic components as shown in figure 110p.
Figure 10p. Parts of a typical window
Title bar. Displays the name of the document and program (or the folder name if you’re working in a folder).
Minimize, Maximize, and Close buttons. These buttons hide the window, enlarge it to fill the whole screen, and close it, respectively (more details on these shortly).
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Menu bar. Contains items that you can click to make choices in a program. See Using menus, buttons, bars, and boxes.
Scroll bar. for scrolling 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 to change the size of the window.
Other windows might have additional buttons, boxes, or bars. But they’ll usually have the basic parts described.
Practice 18 Moving a Window
To move a window, point to its title bar with the mouse pointer then drag the window to the location that you want. (Dragging means pointing to an item, holding down the mouse button, moving the item with the pointer, and then releasing the mouse button)
Practice 19
Changing the Size of a Window
To make a window fill the entire screen, 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 (this appears in place of the Maximize 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 figure 10q drag the border or corner to shrink or enlarge the window.
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Figure10q. Drag a window’s border or corner to resize it
A window that is maximized cannot be resized. You must restore it to its previous size first.
Note: Although most windows can be maximized and resized, there are some windows that are fixed in size, such as dialog boxes.
Practice 20 Hiding a Window
Hiding a window is called minimizing it. If you want to get a window out of the way temporarily without closing it, minimize it. 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
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taskbar button. The window appears exactly as it did before you minimized it.
Practice 21 Closing a Window
Closing a window removes it from the desktop and taskbar. If you’re done with a program or document and don’t need to return to it right away, close it.
To close a window, click its Close button . Note
If you close a document without saving any changes you made, a message appears that gives you the option to save your changes.
Practice 22
Switching Between Windows
If we open more than one program or document, our desktop can quickly become cluttered with windows. Keeping track of which windows you have open isn’t always easy, because some windows might partially or completely cover others.
Using the Taskbar: The taskbar provides a way to organize all of our windows. Each window has a corresponding button on the taskbar. To switch to another window, just click its taskbar button. The window appears in front of all other windows, becoming the active window. 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, whether the content of the window is a document, a photo, or even a running video. This preview is especially useful if you can’t identify a window by its title alone.
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Using ALT+TAB: We can switch to the previous window by pressing Alt +Tab, or cycle through all open windows and the desktop by holding down Alt and repeatedly pressing Tab. Release Alt to show the selected window.
Using AERO FLIP 3D: Aero Flip 3D arranges your windows in a three-dimensional stack that you can quickly flip through. To use Flip 3D we follow the steps below:
Hold down the Windows logo key and press Tab to open Flip 3D.
While holding down the Windows logo key, press Tab repeatedly or rotate the mouse wheel to cycle through open windows. You can also press Right Arrow or Down Arrow to cycle forward one window, or press Left Arrow or Up Arrow to cycle backward one window.
Release the Windows logo key to display the front most windows in the stack. Or, click any part of any window in the stack to display that window.
Figure10r. Switching between window with Aero Flip 3D
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Flip 3D is part of the Aero desktop experience. If your computer doesn’t support Aero, you can view the open programs and windows on your computer by pressing Alt+Tab. To cycle through the open windows, you can press the Tab key, press the arrow keys, or use your mouse.
10.5.2 Arranging Windows Automatically
Now that you know how to move and resize windows, you can arrange them however you like on your desktop. You can also have Windows automatically arrange them in one of three ways:
Cascading
Vertically stacked
Side by side
Figure10s. Arrange windows in a cascade (left), vertical stack (center), or side-by-side pattern (right)
Practice 23
Procedures to Choose One of the Options
Open some windows on your desktop
Right-click an empty area of the taskbar
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Click Cascade windows, Show windows stacked, or Show windows side by side.
10.5.3 Arranging Windows Using SNAP
Snap is a quick (and fun) new way to resize open windows, simply by dragging them to the edges of your screen. Depending on where you drag a window, you can make it expand vertically, take up the entire screen, or appear side-by-side with another window. Snap makes reading, organizing, and comparing windows a…well, you get the picture. Snap will automatically resize your windows when you move, or snap, them to the edge of the screen. We can use Snap to arrange windows side by side, expand windows vertically, or maximize a window.
Practice 24
Arrange Windows Side By Side
Drag the title bar of a window to the left or right side of the screen until an outline of the expanded window appears.
Release the mouse to expand the window.
Repeat steps 1 and 2 with another window to arrange the windows side by side.
Practice 25
Expand a Window Vertically
Point to the top or bottom edge of an open window until the pointer changes into a double-headed arrow .
Drag the edge of the window to the top or bottom of the screen to expand the window to the entire height of the desktop. The width of the window doesn’t change. See figure 10t.
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Figure10t. Drag the top or bottom of a window to expand it vertically
Practice 26 Maximize a Window
Drag the title bar of the window to the top of the screen. The window’s outline expands to fill the screen.
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Release the window to expand it to fill the entire desktop.
10.6 Dialog Boxes
A dialog box is a special type of window that asks you a question, allows you to select options to perform a task, or provides you with information. It is a medium of communication through which the computer users communicate with computers. We will often see dialog boxes when a program or Windows needs a response from us before it can continue see figure 10u for a save dialog box.
Figure10u. Paint save dialog
Unlike regular windows, most dialog boxes can’t be maximized, minimized, or resized. They can, however, be moved.
10.7 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
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with windows. This section describes how to recognize and use controls that you’ll encounter frequently while using Windows.
10.7.1 Using Menus
Most programs contain dozens or even hundreds of commands (actions) that you use to work the program. Many of these commands are organized under menus. Like a restaurant menu, a program menu shows you a list of choices. To keep the screen uncluttered, menus are hidden until you click their titles in the menu bar, located just underneath the title bar.
To choose one of the commands listed in a menu, click it. Sometimes a dialog box appears, in which you can select further options. If a command is unavailable and cannot be clicked, it is shown in gray.
Some menu items are not commands at all. Instead, they open other menus. See figure 10v pointing to “New” open a submenu.
Figure10v. Menu commands that open submenus
If you don’t see the command you want, try looking at another menu. Move your mouse pointer along the menu bar and its menus open automatically; you don’t need to click the menu bar again. To close a menu without selecting any commands, click the menu bar or any other part of the window.
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Recognizing menus isn’t always easy, because not all menu controls look alike or even appear on a menu bar. So how can you spot them? When you see an arrow next to a word or picture, you’re probably looking at a menu control. Here are some examples:
Figure10w. Examples of menu controls
Note:
If a keyboard shortcut is available for a command, it is shown next to the command.
You can operate menus using your keyboard instead of your mouse.
10.7.2 Scroll Bars
When a document, webpage, or picture exceeds the size of its window, scroll bars appear to allow you to see the information that is currently out of view. Figure 11v shows the parts of a scroll bar.
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Figure10x. Horizontal and vertical scroll bars
Practice 27
To Use s 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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If your mouse has a scroll wheel, you can use it to scroll through documents and webpages. To scroll down, roll the wheel backward (toward you). To scroll up, roll the wheel forward (away from you).
10.7.3 Using Command Buttons
A command button performs a command (makes something happen) 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 as in figure 10u. Save, Don‘t save and Cancel are command buttons. Clicking Save saves the picture and any changes you’ve made, and clicking Don’t Save deletes the picture and discards any changes you’ve made. Clicking Cancel dismisses the dialog box and returns you to the program.
Pressing Enter does the same thing as clicking a command button that is selected (outlined).
Outside of dialog boxes, command buttons vary in appearance, so it’s sometimes difficult to know what a button is and what isn’t. For example, command buttons often appear as small icons (pictures) without any text or rectangular frame. The most reliable way to determine if something is a command button is to rest your pointer on it. If it “lights up” and becomes framed with a rectangle, you’ve discovered a button. Most buttons will also display some text about their function when you point to them.
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 options.
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10.7.4 Using Option Buttons
Option buttons allow you to make one choice among two or more options. They frequently appear in dialog boxes. Figure 10y shows two option buttons. The “Color” option is selected.
Figure10y. Clicking a button selects that option
To select an option, click one of the buttons. Only one option can be selected.
10.7.5 Using Check Boxes
Check boxes allow you to select one or more independent options. Unlike option buttons, which restrict you to one choice, check boxes allow you to choose multiple options at the same time. See figure 10z.
Figure10z. Shown check box
Practice 28
To use check boxes
Click an empty square to select or “turn on” 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.
10.7.6 Sliders
A slider lets you adjust a setting along a range of values. It looks like this.
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Figure10za. Slider
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. To use a slider, drag the slider toward the value that you want.
10.7.7 Boxes
A text box allows you to type information, such as a search term or password. The figure 10zb shows a dialog box containing a text box. We’ve entered “bear” into the text box.
Figure10zb. Text box in a dialog box
A blinking vertical line called the cursor indicates where text that you type will appear. In the example, you can see the cursor after the
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“r” in “bear.” You can easily move the cursor by clicking the new position. For example, to add a word before “bear,” you would first move the cursor by clicking before the “b.”
If you don’t see a cursor in the text box, it means the text box isn’t ready for your input. Click the box first, and then start typing. 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. See figure 10zc.
Figure10zc. Text boxes for passwords
10.7.8 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 the currently selected option. The other available options are hidden until you click the control, as shown below in figure 10zc.
Figure 10zc. A drop-down list shown closed (left), and open (right)
10.7.9 List Boxes
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 see figure 10zc.
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Figure10zd. List box
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.
10.7.10 Tabs
In some dialog boxes, options are divided into two or more tabs. Only one tab, or set of options, can be viewed at a time. See figure 10ze.
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Figure10ze. Tabs
The currently selected tab appears in front of the other tabs. To switch to a different tab, click the tab.
10.8 Programs
Almost everything you do on your computer requires using a program. For example, if you want to draw a picture, you need to use a drawing or painting program. To write a letter, you use a word processing program. To explore the Internet, you use a program called a web browser. Thousands of programs are available for Windows.
Practice 29 Opening a Program
The Start menu is the gateway to all of the programs on your computer. To open the Start menu, click the Start button . The left pane of the Start menu contains a small list of programs, including your Internet browser, e-mail program, and recently used programs. To open a program, click it.
If you don’t see the program you want to open, but you know its name, type all or part of the name into the search box at the bottom
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of the left pane. Under Programs, click a program to open it. To browse a complete list of your programs, click the Start button, and then click All Programs.
You can also open a program by opening a file. Opening the file automatically opens the program associated with the file.
Practice 30
Creating a New Document
Many programs allow you to create, edit, save, and print documents. In general, a document is any type of file that you can edit. For example, a word processing file is a type of document, as is a spreadsheet, an e-mail message, and a presentation. However, the terms document and file are often used interchangeably; pictures, music clips, and videos that you can edit are usually called files, even though they are technically documents. Some programs, including WordPad, Notepad, and Paint, open a blank, untitled document automatically when you open the program, so that you can start working right away. You’ll see a large white area and a generic word like “Untitled” or “Document” in the program’s title bar.
If your program doesn’t open a new document automatically when it opens, you can do it yourself:
Click the File menu in the program you are using, and then click New. or Click the menu button , and then click New. If you can open more than one type of document in the program, you might also need to select the type from a list.
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10.8.1 Saving a Document
As you work on a document, your additions and changes are stored in your computer’s random access memory (RAM). Storage of information in RAM is temporary; if your computer is turned off or loses power, any information in RAM is erased.
Saving a document allows you to name it and to store it permanently on your computer’s hard disk. That way, the document is preserved even when your computer is turned off, and you can open it again later.
Practice 31
To Save a Document
Click the File menu, and click Save. Or Click the Save button .
If this is the first time you are saving the document, you‘ll be asked to provide a name for it and a location on your computer to save it to.
Even if you’ve saved a document once, you need to keep saving it as you work. That’s because any changes you’ve made since you last saved the document are stored in RAM, not on the hard disk. To avoid losing work unexpectedly due to a power failure or other problem, save your document every few minutes.
Practice 32
Moving Information between Files
Most programs allow you to share text and images between them. When you copy information, it goes into a temporary storage area called the Clipboard. From there, you can paste it into a document.
Before you start moving information around, you should understand how to switch between the open windows on your desktop.
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10.8.2 Undo Your Last Action
Most programs allow you to undo (reverse) actions you take or mistakes you make. For example, if you delete a paragraph in a WordPad document accidentally, you can get it back by using the Undo command. If you draw a line in Paint that you don’t want, undo your line right away and it vanishes.
Practice 33
To Undo an Action
Click the Edit menu, and click Undo. orv Click the Undo button .
10.8.3 Getting Help with a Program
Almost every program comes with its own built-in Help system for those times when you’re confused about how the program works.
To access a program’s Help system:
Practice 34
Click the Help menu and then click the first item in the list, such as “View Help,” “Help Topics,” or similar text. (The name of this item will vary.)
or
Click the Help button .
You can also access a program’s Help system by pressing F1. This function key opens Help in almost any program. In addition to program-specific help, some dialog boxes contain links to help about their specific functions. If you see a question mark inside a circle or square, or a colored and underlined text link, click it to open the Help topic. See figure 10zf.
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Figure10zf. Help links
Practice 35 Exiting a Program
To exit a program, click the Close button in the upper-right corner of the program window. Or, click the File menu, and click Exit.
Remember to save your document before exiting a program. If you have unsaved work and try to exit the program, the program will ask you whether you want to save the document.
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10.8.4 Installing or Uninstalling Programs
You’re not limited to using the programs that come with your computer you can buy new programs on CD or DVD or download programs (either free or for a fee) from the Internet. Installing a program means adding it to your computer. After a program is installed, it appears in your Start menu in the All Programs list. Some programs might also add a shortcut to your desktop.
10.9 Files and Folders
A file is an item that contains information for example, text or images or music. When opened, a file can look very much like a text document or a picture that you might find on someone’s desk or in a filing cabinet. On your computer, files are represented with icons; this makes it easy to recognize a type of file by looking at its icon.
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 files in folders inside a filing cabinet. On your computer, folders work the same way. Here are some typical folder icons figures 10zg.
Figure10zg. An empty folder (left); a folder containing files (right)
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Folders can also store other folders. A folder within a folder is usually called a subfolder. You can create any number of subfolders, and each can hold any number of files and additional subfolders.
10.9.1 Using Libraries to Access Files and Folders
When it comes to getting organized, you don’t need to start from scratch. You can use libraries, a feature new to this version of Windows, to access your files and folders, and arrange them in different ways. Here’s a list of the four default libraries and what they’re typically used for:
Documents library. Use this library to organize and arrange word-processing documents, spreadsheets, presentations, and other text-related files. By default, files that you move, copy, or save to the Documents library are stored in the My Documents folder.
Pictures library. Use this library to organize and arrange your digital pictures, whether you get them from your camera, scanner, or in e-mail from other people.
By default, files that you move, copy, or save to the Pictures library are stored in the My Pictures folder.
Music library. Use this library to organize and arrange your digital music, such as songs that you rip from an audio CD or that you download from the Internet. By default, files that you move, copy, or save to the Music library are stored in the My Music folder.
Videos library. Use this library to organize and arrange your videos, such as clips from your digital camera or camcorder, or video files that you download from the Internet. By default, files that you move, copy, or save to the Videos library are stored in the My Videos folder.
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Practice 36
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.
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.
If you click the arrow on the right side of the Views button, you have more choices. Move the slider up or down to fine-tune the size of the file and folder icons. You can see the icons change size as you move the slider. See figure 10zh.
Figure10zh. The Views options
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In libraries, you can go a step further by arranging your files in different ways. For example, assuming you want to arrange the files in your Music library by genre.
Click the Start button , and then click Music.
In the library pane (above the file list), click the menu next to Arrange by, and then click Genre.
Practice 37 Finding Files
Depending on how many files you have and how they are organized, finding a file might mean browsing through hundreds of files and subfolders not an easy task. To save time and effort, use the search box to find your file.
The search box is located at the top of every window and also at the bottom edge of start button. To find a file, open the folder or library that makes the most sense as a starting point for your search, click the search box, and start typing. The search box filters the current view based on the text that you type. Files are displayed as search results if your search term matches the file’s name, tags or other properties, or even the text inside a text document.
If you’re searching for a file based on a property (such as the file’s type), you can narrow the search before you start typing by clicking the search box, and then clicking one of the properties just below the search box. This adds a search filter (such as “type”) to your search text, which will give you more accurate results.
If you aren’t seeing the file you’re looking for, you can change the entire scope of a search by clicking one of the options at the bottom of the search results. For example, if you search for a file in the Documents library but you can’t find it, you can click Libraries to expand the search to the rest of your libraries.
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Practice 38 Copying and Moving Files and Folders
Occasionally, you might want to change where files are stored on your computer. You might want to move files to a different folder, for example, or copy them to removable media (such as CDs or memory cards) to share with another person.
Most people copy and move files using a method called drag and drop. Start by opening the folder that contains the file or folder you want to move. Then, open the folder where you want to move it to in a different window. Position the windows side by side on the desktop so that you can see the contents of both.
Next, drag the file or folder from the first folder to the second folder. See figure 10zi.
Figure10zi. To copy or move a file, by drag it from one window to another
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When using the drag-and-drop method, you might notice that sometimes the file or folder is copied, and at other times it’s moved. If you’re dragging an item between two folders that are stored on the same hard disk, then the item is moved so that two copies of the same file or folder aren’t created in the same location. If you drag the item to a folder that’s in a different location (such as a network location) or to removable media like a CD, then the item is copied.
Practice 39
Creating and Deleting Files
The most common way to create new files is by using a program. For example, you can create a text document in a word-processing program or a movie file in a video-editing program. Some programs create a file as soon as you open them. When you open WordPad, for example, it starts with a blank page. This represents an empty (and unsaved) file. Start typing, and when you are ready to save your work, click the Save button . In the dialog box that appears, type a file name that will help you find the file again in the future, and then click Save.
By default, most programs save files in common folders like My Documents and My Pictures, which makes it easy to find the files again next time.
When you no longer need a file, you can remove it from your computer to save space and to keep your computer from getting cluttered with unwanted files.
To delete a file, open the folder or library that contains the file, and then select the file. Press Delete on your keyboard and then, in the Delete File dialog box, click Yes.
When you delete a file, it’s temporarily stored in the Recycle Bin. Think of the Recycle Bin as a safety net that allows you to recover files or folders that you might have accidentally deleted. Occasionally, you should empty the Recycle Bin to reclaim all of the hard disk space being used by your unwanted files.
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Practice 40
Opening an Existing File
To open a file, double click it. The file will usually open in the program that you used to create or change it. For example, a text file will open in your word-processing program.
That’s not always the case, though. Double-clicking a picture file, for example, will usually open a picture viewer. To change the picture, you need to use a different program. Right-click the file, clicks Open with, and then clicks the name of the program that you want to use.
10.10 Printing
We can print almost anything with Windows: documents, pictures, webpages, or e-mail.
10.10.1 What’s DPI?
DPI, or dots per inch, is a measure of a printer’s resolution. DPI determines how crisp and detailed your document or picture will appear. It’s an important consideration when buying a new printer.
Practice 41
Connecting Your Printer
Printers are designed to connect to a computer running Windows in different ways, depending on the model and whether you’re using it at home or work. Here are the most common connections you’ll encounter:
Wired printers
These devices connect using a cable and a port on the computer. Most home printers have a universal serial bus (USB) connector, although some older models might connect to the parallel or serial ports. On a typical PC, the parallel port is often marked “LPT1” or with a tiny printer-shaped icon.
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When you plug in a USB printer, Windows automatically attempts to identify it and install the software (called a driver) needed to make it work with your PC.
Windows is designed to automatically recognize hundreds of printers. However, you should always consult the instructions that came with your printer; with some printers, you’ll need to install the manufacturer’s software before you plug it in.
If your printer is older or doesn’t use USB, you might have to install it manually.
Wireless Printers
A wireless printer connects to a computer using radio waves by using either Bluetooth or Wi-Fi technology.
To connect a Bluetooth printer, you might need to need to add a Bluetooth adapter to your computer. Most Bluetooth adapters plug into a USB port.
When you plug in the adapter and turn on the Bluetooth printer, Windows will try to install it automatically, or prompt you to install it. If Windows can’t detect the printer, you can add it manually.
A Wi-Fi printer typically connects directly to a wireless network as a stand-alone device.
Local Vs. Network Printers
A printer that connects directly to a PC is called a local printer. One that connects directly to a network as a stand-alone device is called, perhaps not surprisingly, a network printer. Network printers are most often found at the office although that’s quickly changing. A growing number of printer companies now make models with networking capability for the home. These printers typically connect to a network with an Ethernet cable or wireless technologies such as Wi-Fi or Bluetooth.
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Practice 42
Printing in Windows
Windows offers multiple ways to print. The method you choose depends on what you’re trying to print. Here’s a list of common printing tasks.
Print a document or e-mail.
Print your photos.
Print the computer screen.
Choosing Print Options
Double-sided or single-sided. Monochrome or color. Landscape or portrait orientation. These are just some of the choices you’ll have to make when you print. Most options are located in the Print dialog box, which you can access from the File menu in most programs. See figure 10zj.
Figure10zj. The Print dialog box in MS Word 2010
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What options you have available and how you select them in Windows depend on the printer model and program you’re using. For specifics, check the documentation that came with your printer or software application. (To access some options, you might need to click a “Preferences,” “Properties,” or “Advanced Options” link or button within the Print dialog box.)
Here are the most common print options you’ll encounter and what they mean:
Printer selection. The list of available printers. Sometimes you can also choose to send documents as a fax, or save them as an XPS document.
Page range. Use commas or hyphens to select specific pages or a range of pages. For example, typing 1, 4, 20-23 prints pages 1, 4, 20, 21, 22, and 23.
The Selection option prints only the selected text or graphics in a document. Current Page prints only the currently displayed page.
Number of copies. Print more than one copy of a document, picture, or file. Select the Collate check box to print a document in its entirety before moving to the next copy.
Page orientation. Also called page layout. Choose between a tall page (Portrait) or wide page (Landscape).
Paper size. Select different size paper.
Output or paper source. Also called output destination or paper tray. Choose a paper tray to use—handy especially if you load each tray with different sizes of paper.
Double-sided printing. Also called duplex or two-sided printing. Choose this to print on both sides of a sheet.
Print color. Choose between black-and-white and color prints.
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Managing Documents Waiting to be printed
When you print something, it goes to the print queue, where you can view, pause, or cancel printing, and carry out other management tasks. The print queue shows you what’s printing or waiting to print. It also displays handy information such as print status, who’s printing what, and how many pages remain.
.
Figure 10zk.The print queue
Practice 42
Solving Printing Problems
As with any technology, sometimes printers don’t always do what you expect. If your model doesn’t work when you plug it into your PC, or your printed pages start to look faded or funny, you’ll have to figure out what’s wrong.
Solving the problem might be as simple as replacing the toner cartridge. Other times, you might have to download and install a new driver. Either way, the best source for assistance is the manual that came with your printer or the manufacturer’s website.
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10.11 Using Email
E-mail (short for electronic mail) is a fast and convenient way to communicate with others. You can use e-mail to:
Send and receive messages. You can send an e-mail message to any person with an e-mail address. The message arrives in the recipient’s e-mail inbox within seconds or minutes— despite whether he or she is your next-door neighbor or lives halfway around the world. You can receive messages from anyone who knows your e-mail address, and then read and reply to those messages.
Send and receive files. In addition to typical text-based e- mail messages, you can send almost any type of file in an e-mail message, including documents, pictures, and music. A file sent in an e-mail message is called an attachment.
Send messages to groups of people. You can send an e-mail message to many people simultaneously. Recipients can reply to the whole group, allowing for group discussions.
Forward messages. When you receive an e-mail message, you can forward it to others without retyping it.
10.11.1 What Do I Need Before I can Use E-Mail
To use e-mail, you need three things:
An Internet connection. To connect your computer to the Internet, you must first sign up with an Internet service provider (ISP). An ISP provides you with access to the Internet, usually for a monthly fee. You also need a modem.
An e-mail program or web-based e-mail service. You can download or purchase e-mail programs from Microsoft or another provider. E-mail programs often have more features and are faster to search than most web-based e-mail services. Before you set up an e-mail program, you’ll need to get some information from your ISP: usually your e-mail address,
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password, the names of your incoming and outgoing e-mail servers, and certain other details.
If you don’t want to download or purchase an e-mail program, you can instead sign up with a free web-based e-mail service, such as Gmail, Windows Live Hotmail, or Yahoo! Mail. These services allow you to check your e-mail with a web browser from any computer connected to the Internet.
An e-mail address. You get an e-mail address from your ISP or web-based e-mail service when you sign up. An e-mail address consists of a user name (a nickname you choose, not necessarily your real name), the @ sign, and the name of your ISP or web-based e-mail provider—for example, asafe2012@gmail.com
Practice 43
Creating and Sending E-Mail Messages
Figure 10zj shows how to fill the message window in most e-mail programs. These steps may vary, depending on what e-mail program or web-based service you are using:
In the To box, type the e-mail address of at least one recipient. If you’re sending the message to multiple recipients, type a semicolon (;) between e-mail addresses. In the Cc box, you can type the e-mail addresses of any secondary recipients
In the Subject box, type a title for your message.
In the large blank area, type your message.
To attach a file to the message, click the Attach File button on the toolbar (located just below the menu bar). Locate the file, select it, and then click Open. The file now appears in the Attach box in the message header.
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Figure10zl. Sample e-mail message
To change the style, font, size, or color of the text, select the text, and then click one of the buttons or menu items that allow you to change the text formatting.
Practice 44
Reading and Replying E-Mail Messages
Most e-mail programs and web-based e-mail services have an inbox where you can read messages you have received. You might have to click a button labeled Send/Receive, or something similar, to receive new messages. To see a list of e-mail messages you’ve received, click Inbox in the Folders list of your e-mail program. Your e-mail messages should appear in the message list. The list typically shows who sent the mail, the subject, and when it was received.
To read a message, click it in the message list. The contents of the message might appear below the message list in the preview pane. If so, double-click it in the message list to read the message in a separate window. See figure 11zk. To reply to a message, click the Reply button.
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Figure10zm. Click the inbox to see your e-mail messages
10.11.2 E-mail etiquette
Like telephone and face-to-face conversations, e-mail communication has certain implied rules of behavior. These rules are referred to as e-mail etiquette or netiquette (a combination of the terms Internet and etiquette). For effective communication, follow these guidelines:
Be careful with humor and emotion. E-mail doesn’t convey emotion well, so the recipient might not understand your intended tone. Sarcastic humor is particularly risky because the recipient might interpret it literally and take offense. To convey emotion, consider using emoticons (see “Using emoticons” in this article below).
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Think before you send. Writing and sending an e-mail message is fast and easy—sometimes too easy. Make sure you’ve thought out your message first, and avoid writing when you’re angry.
Use a clear and concise subject line. Summarize the contents of the message in a few words. People who receive a large amount of e-mail can use the subject to prioritize the message.
Keep messages short. Although an e-mail message can be of any length, e-mail is designed for quick communication. Many people don’t have the time or patience to read more than a few paragraphs.
Avoid using ALL CAPITAL LETTERS. Many people perceive sentences written in all uppercase letters as yelling and might find it annoying or offensive.
Be careful with sensitive or confidential information. Any recipient can forward your message to others—either intentionally or accidentally.
Practice 45 Using emoticons
It’s often difficult to convey emotion, intent, or tone through text alone, early Internet users invented emoticons (a combination of the terms emotion and icons) sequences of keyboard characters that symbolize facial expressions. For example, 🙂 looks like a smiling face when you look at it sideways. Below are some examples of emoticons.
Emoticon Meaning
🙂 or 🙂 Smiling, happy, or joking
🙁 or 🙁 Frowning or unhappy
😉 Winking
😐 Indifferent or ambivalent
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Emoticon Meaning
😮 Surprised or concerned
😡 Not saying anything
:-p Sticking out your tongue (usually in fun)
😀 Laughing
10.11.3 Dealing with Junk E-Mail
We can receive unsolicited advertisements, flyers, and catalogs in your regular mail, you’ll probably receive junk e-mail (often called spam) in your inbox. Junk e-mail might include advertisements, fraudulent schemes, pornography, or legitimate offers. Because it’s very inexpensive for marketers to send junk e-mail, it’s not uncommon for people to receive a large amount of it.
Many e-mail programs and web-based e-mail services include a junk filter, also called a spam filter. These analyze the content of messages sent to you and move suspicious messages to a special junk e-mail folder, where you can view or delete them at any time. If a junk e-mail message slips past the filter into your inbox, many e-mail programs allow you to specify that any future messages from that sender be automatically moved to the junk e-mail folder.
Prevention of Junk E-Mail:
Use caution in giving out your e-mail address. Avoid publishing your real e-mail address in newsgroups, on websites, or in other public areas of the Internet.
Before you give your e-mail address to a website, check the site’s privacy statement to be sure it doesn’t permit the disclosure of your e-mail address to other companies.
Never reply to a junk e-mail message. The sender will know that your e-mail address is valid and might sell it to other companies. You’re then likely to receive even more junk e-mail.
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10.12 Understanding Security and Safer Computing
If you connect to the Internet, allow other people to use your computer, or share files with others, you should take steps to protect your computer from harm. Because there are computer criminals (sometimes called hackers) who attack other people’s computers. These people can attack directly, by breaking into your computer through the Internet and stealing your personal information, or indirectly, by creating malicious software to harm your computer.
Fortunately, you can help protect yourself by taking a few simple precautions.
Practice 46
Protect Computer against Security Threat
These are ways to help protect your computer against potential security threats:
Firewall. A firewall can help protect your computer by preventing hackers or malicious software from gaining access to it.
Virus protection. Antivirus software can help protect your computer against viruses, worms, and other security threats.
Spyware and other malware protection. Antispyware software can help protect your computer from spyware and other potentially unwanted software.
Windows Update. Windows can routinely check for updates for your computer and install them automatically.
Install latest version of web browser
Turn on your browser security features
Using standard users account
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Use a firewall
A firewall is software or hardware that checks information coming from the Internet or a network and then either turns it away or allows it to pass through to your computer, depending on your firewall settings. In this way, a firewall can help prevent hackers and malicious software from gaining access to your computer. Windows Firewall is built into Windows and is turned on automatically. Figure 10zl shows how firewall work.
Figure 11mn .How a firewall works
If you run a program such as an instant messaging program or a multiplayer network game that needs to receive information from the Internet or a network, the firewall asks if you want to block or unblock (allow) the connection. If you choose to unblock the connection, Windows Firewall creates an exception so that the firewall won’t bother you when that program needs to receive information in the future.
Use Virus Protection
Viruses, worms, and Trojan horses are programs created by hackers that use the Internet to infect vulnerable computers. Viruses and Page 199 of 288 Information Communication Technology (ICT)
worms can replicate themselves from computer to computer, while Trojan horses enter a computer by hiding inside an apparently legitimate program, such as a screen saver. Destructive viruses, worms, and Trojan horses can erase information from your hard disk or completely disable your computer. Others don’t cause direct damage, but worsen your computer’s performance and stability.
Antivirus programs scan e-mail and other files on your computer for viruses, worms, and Trojan horses. If one is found, the antivirus program either quarantines (isolates) it or deletes it entirely before it damages your computer and files.
Windows does not have a built-in antivirus program, but your computer manufacturer might have installed one. If not, there are many antivirus programs available. Microsoft offers Microsoft Security Essentials, a free antivirus program you can download from the Microsoft Security Essentials website. You can also go to the Windows 7 security software provider‘s website to find a third-party antivirus program.
Because new viruses are identified every day, it’s important to use an antivirus program with an automatic update capability. When the program is updated, it adds new viruses to its list of viruses to check for, helping to protect your computer from new attacks. If the list of viruses is out of date, your computer is vulnerable to new threats. Updates usually require an annual subscription fee. Keep the subscription current to receive regular updates.
Use Spyware Protection
Spyware is software that can display advertisements, collect information about you, or change settings on your computer, generally without appropriately obtaining your consent. For example, spyware can install unwanted toolbars, links, or favorites in your web browser, change your default home page, or display pop-up ads frequently. Some spyware displays no symptoms that you can detect, but it secretly collects sensitive information, such as
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the websites you visit or the text you type. Most spyware is installed through free software that you download, but in some cases simply visiting a website results in a spyware infection.
To help protect your computer from spyware, use an antispyware program. This version of Windows has a built-in antispyware program called Windows Defender, which is turned on by default. Windows Defender alerts you when spyware tries to install itself on your computer. It also can scan your computer for existing spyware and then remove it.
Because new spyware appears every day, Windows Defender must be regularly updated to detect and guard against the latest spyware threats. Windows Defender is updated as needed whenever you update Windows. For the highest level of protection, set Windows to install updates automatically.
Update Windows Automatically
Microsoft regularly offers important updates to Windows that can help protect your computer against new viruses and other security threats. To ensure that you receive these updates as quickly as possible, turn on automatic updating. That way, you don’t have to worry that critical fixes for Windows might be missing from your computer.
Updates are downloaded behind the scenes when you’re connected to the Internet. The updates are installed at 3:00 A.M. unless you specify a different time. If you turn off your computer before then, you can install updates before shutting down. Otherwise, Windows will install them the next time you start your computer.
Turn on Automatic Updating
Open Windows Update by clicking the Start button . In the search box, type Update, and then, in the list of results, click Windows Update.
Click Change settings.
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Make sure Install updates automatically (recommended) is selected.
Windows will install important updates for your computer as they become available. Important updates provide significant benefits, such as improved security and reliability.
Under Recommended updates, make sure the Give me recommended updates the same way I receive important updates check box is selected, and then click OK. Recommended updates can address non-critical problems and help enhance your computing experience. If you’re prompted for an administrator password or confirmation, type the password or provide confirmation.
Install the Latest Version of Web Browser and Keep It Up To Date
Using the latest version of your web browser and keeping your browser up to date are two of the best ways to prevent trouble online. In most cases, the latest version of a web browser contains security fixes and new features that can help protect your computer and your privacy while you’re online.
Also, many web browsers offer security updates periodically. So be sure to install updates for your browser whenever they’re available. If you have Internet Explorer, you can get updates for it automatically using Windows Update. If your computer isn’t set up to automatically receive updates, you can manually request these updates by using Internet Explorer. Click the Safety button, and then click Windows Update.
Turn On Your Browser’s Security Features
Many web browsers have security features that help you browse the web safely. So it’s a good idea to find out what security features your browser has and make sure they’re enabled.
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If you have Internet Explorer, here are some of the security features that are available:
Smart Screen Filter, which can help protect you from online phishing attacks, fraud, and spoofed or malicious websites.
Domain highlighting, which lets you more easily see the real web address on websites you visit. This helps you avoid deceptive or phishing websites that use misleading web addresses to trick you. The true domain you’re visiting is highlighted in the address bar.
Manage Add-ons, which lets you disable or allow web browser add-ons and delete unwanted ActiveX controls.
Cross site scripting (XSS) filter, which can help prevent attacks from phishing and fraudulent websites that might attempt to steal your personal and financial information?
A 128-bit secure (SSL) connection for using secure websites. This helps Internet Explorer create an encrypted connection with websites run by banks, online stores, medical sites, or other organizations that handle sensitive customer information.
Use a Standard User Account
When you log on to your computer, Windows grants you a certain level of rights and privileges depending on what kind of user account you have. There are three different types of user accounts:
Standard
Administrator
Guest
Although an administrator account provides complete control over a computer, using a standard account can help make your computer more secure. That way, if other people (or hackers) gain access to your computer while you’re logged on, they can’t tamper with the
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computer’s security settings or change other user accounts. You can check your account type after you log on by doing the following:
10.12.1 Safely Using Of E-Mail and the Web
Use caution when opening e-mail attachments. E-mail attachments (files attached to e-mail messages) are a primary source of virus infection. Never open an attachment from someone you don’t know. If you know the sender but weren’t expecting an attachment, verify that the sender actually sent the attachment before you open it.
Guard your personal information carefully. If a website asks for a credit card number, bank information, or other personal information, make sure you trust the website and verify that its transaction system is secure.
Be careful when clicking hyperlinks in e-mail messages. Hyperlinks (links that open websites when you click them) are often used as part of phishing and spyware scams, but they can also transmit viruses. Only click links in e-mail messages that you trust.
Only install add-ons from websites that you trust. Web browser add-ons allow webpages to display things like toolbars, stock tickers, video, and animation. However, add- ons can also install spyware or other malicious software. If a website asks you to install an add-on, make sure that you trust it before doing so.
Description Of Data Communication and Transmission ata Communications is the transfer of data or information between a source and a receiver. The source transmits the data and the receiver receives it. The actual generation of
the information is not part of Data Communications nor is the resulting action of the information at the receiver. Data Communication is interested in the transfer of data, the method of transfer and the preservation of the data during the transfer process. In Local Area Networks, we are interested in “connectivity”, connecting computers together to share resources. Even though the computers can have different disk operating systems, languages, cabling and locations, they still can communicate to one another and share resources. The purpose of Data Communications is to provide the rules and regulations that allow computers with different disk operating systems, languages, cabling and locations to share resources. The rules and regulations are called protocols and standards in Data Communications. During the process of data transmission, the data or information flow in any of the following 3 major ways;
Simplex Transmission
In this case data flows in only one direction on the data communication line (medium). Examples are Radio and Television broadcasts. They go from the TV station to your home television.
Figure 9a. Simplex Transmision
Half Duplex Transmission
Data flows in both directions but only one direction at a time on the data communication line. Example. Conversation on walkie-talkies is a half-duplex data flow. Each person takes turns talking. If both talk at once – nothing occurs. Bi-directional but only 1 direction @ a time.
Figure 9b. Half Duplex Transmission
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Full Duplex Transmission
Full-Duplex: data flows in both directions simultaneously. Modems are configured to flow data in both directions. Bi-directional both directions simultaneously.
Figure 9c. Full Duplex Transmission
Description Of Computer Network
A computer network is a telecommunications network that connects a collection of computers to allow communication and data exchange between systems, software applications, and users. The computers that are involved in the network that originate, route and terminate the data are called nodes. The interconnection of computers is accomplished with a combination of cable or wireless media and networking hardware.
Two devices are said to be networked when a process in one device is able to exchange information with a process in another device. Networks may be classified by various characteristics, such as the media used to transmit signals, the communications protocols used to organize network traffic, network scale, network topology and organizational scope. The best-known computer network is the Internet.
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Communication protocols define the rules and data formats for exchanging information in a computer network. Well-known communications protocols include Ethernet, a hardware and link layer standard that is widely used for local area networks, and the Internet protocol suite (TCP/IP), which defines a set of protocols for communication between multiple networks, for host-to-host data transfer, and for application-specific data transmission formats. Protocols provide the basis for network programming. Computer networks are created to support many different sorts of services such as World Wide Web, file servers, email, instant messaging and printing.
9.3 Computer Network Topology
In computer networking, topology refers to the layout of connected devices. This article introduces the standard topologies of networking. Think of a topology as a network’s virtual shape or structure. This shape does not necessarily correspond to the actual physical layout of the devices on the network. For example, the computers on a home LAN may be arranged in a circle in a family room, but it would be highly unlikely to find a ring topology there.
Network topologies are categorized into the following basic types:
9.3.1 Bus Topology
Bus networks (not to be confused with the system bus of a computer) use a common backbone to connect all devices. A single cable, the backbone functions as a shared communication medium that devices attach or tap into with an interface connector. A device wanting to communicate with another device on the network sends a broadcast message onto the wire that all other devices see, but only the intended recipient actually accepts and processes the message. Ethernet bus topologies are relatively easy to install and don’t require much cabling compared to the alternatives. 10Base-2 (“ThinNet”) and 10Base-5 (“ThickNet”) both were popular Ethernet
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cabling options many years ago for bus topologies. However, bus networks work best with a limited number of devices. If more than a few dozen computers are added to a network bus, performance problems will likely result. In addition, if the backbone cable fails, the entire network effectively becomes unusable.
Figure 9d. Bus topology
9.3.2 Ring Topology
In a ring network, every device has exactly two neighbors for communication purposes. All messages travel through a ring in the same direction (either “clockwise” or “counterclockwise”). A failure in any cable or device breaks the loop and can take down the entire network.
To implement a ring network, one typically uses FDDI, SONET, or Token Ring technology. Ring topologies are found in some office buildings or school campuses.
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Figure 9e. Ring topology
9.3.3 Star Topology
Many home networks use the star topology. A star network features a central connection point called a “hub node” that may be a network hub, switch or router. Devices typically connect to the hub with Unshielded Twisted Pair (UTP) Ethernet.
Compared to the bus topology, a star network generally requires more cable, but a failure in any star network cable will only take down one computer’s network access and not the entire LAN. (If the hub fails, however, the entire network also fails.
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Figure 9f. Star topology
9.3.4 Tree Topology
Tree topologies integrate multiple star topologies together onto a bus. In its simplest form, only hub devices connect directly to the tree bus, and each hub functions as the root of a tree of devices. This bus/star hybrid approach supports future expandability of the network much better than a bus (limited in the number of devices due to the broadcast traffic it generates) or a star (limited by the number of hub connection points) alone.
Figure 9g. Tree topology
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9.3.5 Mesh Topology
Mesh topologies involve the concept of routes. Unlike each of the previous topologies, messages sent on a mesh network can take any of several possible paths from source to destination. (Recall that even in a ring, although two cable paths exist, messages can only travel in one direction.) Some WANs, most notably the Internet, employ mesh routing. A mesh network in which every device connects to every other is called a full mesh. As shown in the illustration below, partial mesh networks also exist in which some devices connect only indirectly to others.
Figure 9h. Mesh topology
9.4 Computer Network Protocol
A communication protocol is a description of the rules that communication devices must follow to communicate with each other. In computer networking we have different types of protocols. The protocols can be divided into two major categories: TCP/IP and Other Protocols.
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TCP/IP
TCP/IP is the communication protocol for communication between computers on the Internet. TCP/IP stands for Transmission Control Protocol / Internet Protocol. TCP/IP defines how electronic devices (like computers) should be connected to the Internet, and how data should be transmitted between them. TCP/IP is the major protocol in communication network that communication can do without. Inside the TCP/IP standard there are several protocols for handling data communication these are:
TCP (Transmission Control Protocol) communication between applications
UDP (User Datagram Protocol) simple communication between applications
IP (Internet Protocol) communication between computers
ICMP (Internet Control Message Protocol) for errors and statistics
DHCP (Dynamic Host Configuration Protocol) for dynamic addressing
TCP Uses a Fixed Connection
TCP takes care of the communication between your application software (i.e. your browser) and your network software. TCP is responsible for breaking data down into IP packets before they are sent, and for assembling the packets when they arrive. TCP is for communication between applications.
If one application wants to communicate with another via TCP, it sends a communication request. This request must be sent to an exact address. After a “handshake” between the two applications, TCP will set up a “full-duplex” communication between the two applications. The “full-duplex” communication will occupy the communication line between the two computers until it is closed by one of the two applications.
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Internet Protocol
The Network Layer protocol for TCP/IP is the Internet Protocol (IP). It uses IP addresses and the subnet mask to determine whether the datagram is on the local or a remote network. If it is on the remote network, the datagram is forwarded to the default gateway which is a router that links to another network. IP keeps track of the number of transverses through each router that the datagram goes through to reach its destination. Each transvers is called a hop. If the hop count exceeds 255 hops, the datagram is removed and the destination considered unreachable. IP’s name for the hop count is called Time to Live (TTL). IP is for communication between computers. IP is a “connection-less” communication protocol. IP does not occupy the communication line between two computers. IP reduces the need for network lines. Each line can be used for communication between many different computers at the same time. With IP, messages (or other data) are broken up into small independent “packets” and sent between computers via the Internet. IP is responsible for “routing” each packet to the correct destination.
9.5 Description of Internet
Internet the international networks, is a worldwide “network of networks” that consists of millions of smaller domestic, academic, business, and government computer networks, which together carry various information and services, such as electronic mail, online chat, file transfer, and the interlinked Web pages and other documents of the World Wide Web. Major advantages of internet in business organization is electronic communication in business which includes, Electronic mail (e-mail), Electronic Commerce (e- commerce), Electronic Business (e-business), Business-to-Employee (B2E), Business-to-Business (B2B), Business-to-Government (B2G).
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Advantages of Internet
Global Audience: Content published on the World Wide Web is immediately available to a global audience of users. This makes the World Wide Web a very cost-effective medium to publish information. Reaching more than 190 countries
Operates 24 hours, 7 days a week: You don’t need to wait until resources are available to conduct business. From a consumer’s perspective as well as a provider’s business can be consummated at any time. The fact that the Internet is operational at all times makes it the most efficient business machine to date.
Relatively Inexpensive: It is relatively inexpensive to publish information on the Internet. At a fraction of the cost to publish information by traditional methods, various organizations and individuals can now distribute information to millions of users. It costs only a few thousand dollars to establish an Internet presence and publish content on the Internet.
Immediate Distribution of Information: When information is added to a Web site, it’s immediately available for browsing by millions of Internet users. The World Wide Web is an ideal medium of information distribution because it takes away the time lag associated with publishing content and actually making it available to users
Easy Integration with Internal Information Systems: Internet information systems deployed on the Internet can be easily integrated with internal information systems managed
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with office productivity applications such as Microsoft Office.
Multimedia: The capability to incorporate multimedia into Web pages is a major advantage of using World Wide Web to publish information. For example, many Web sites use sounds and video clips to make the content easier and more interesting to browse.
Formatting Capabilities: Content published on the World Wide Web can be richly formatted by using various HTML tags and graphic formats. The capability to do this is a major reason for the success of the World Wide Web. In addition to using HTML tags and various multimedia formats in Web pages, various interactive controls can also be added to a web page. This capability allows Web site content developers to create “active” Web sites. For example, before a user sends some information to a Web server for processing, a VBScript or JavaScript subroutine can be used to verify information typed in by the user. Various formatting capabilities, along with technologies such as Java and VBScript, make the World Wide Web a richly interactive medium that you can use to distribute information to millions of users.
9.6 Electronic Mail In Business Organization
Electronic mail, popular known as e-mail has become sin-qua-non in business communication. is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the same time, in common with instant messaging. Today’s email systems are based on a store-and-forward model. Email
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servers accept, forward, deliver, and store messages. Neither the users nor their computers are required to be online simultaneously; they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages. Some it advantages and disadvantages are discussed below.
Advantages of Emails
Emails are easy to use. You can organize your daily correspondence, send and receive electronic messages and save them on computers.
Emails are fast. They are delivered at once around the world. No other form of written communication is as fast as an email.
The language used in emails is simple and informal.
When you reply to an email you can attach the original message so that when you answer the recipient knows what you are talking about. This is important if you get hundreds of emails a day.
It is possible to send automated emails with a certain text. In such a way it is possible to tell the sender that you are on vacation. These emails are called auto responders.
Emails do not use paper. They are environment friendly and save a lot of trees from being cut down.
Emails allow audio and visual data to be transmitted.
Products can be advertised with emails. Companies can reach a lot of people and inform them in a short time.
Disadvantages of Emails
Emails may carry viruses. These are small programs that harm your computer system. They can read out your email address book and send themselves to a number of people around the world.
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Many people send unwanted emails to others. These are called spam mails. It takes a lot of time to filter out the unwanted emails from those that are really important.
Emails cannot really be used for official business documents. They may be lost and you cannot sign them.
Your mailbox may get flooded with emails after a certain time so you have to empty it from time to time.
8.1 Description Of DataData is/are collection of raw fact(s) about people, objects,events and concepts. Data can be used either in the singular or plural sense. Information is the data that is analyzed/processed in a meaningful manner, for decision making. That is, we obtain information when a set of data undergoes processing. The terms Data, Information and Knowledge are frequently used for overlapping concepts. The main difference is in the level of abstraction being considered. Data is the lowest level of abstraction, information is the next level, and finally, knowledge is the highest level among all three.
Data is raw, unorganized facts that need to be processed. Data can be something simple and seemingly random and useless until it is organized. E.g. each student’s test score is one piece of data.
Data is an abstract concept that can be viewed as the lowest level of abstraction from which information and then knowledge are derived. Data in themselves are fairly useless. But when these data are interpreted and processed to determine its true meaning, they become useful and can be called Information. Data is/are the facts of the World. For example, take yourself. You may be 6ft tall, have black hair and yellow eyes. All of this is ―data‖. You have black hair whether this is written down somewhere or not.
Data can be thought of as a description of the World. We can perceive this data with our senses, and then the brain can process this. Human beings have used data as long as we‘ve existed to form knowledge of the world. Until we started using information, all we could use was data directly. If you wanted to know how tall I was, you would have to come and look at me. Our knowledge was limited by our direct experiences. Information allows us to expand our knowledge beyond the range of our senses.
We can capture data in information, and then move it about so that other people can access it at different times. Information is a critical resource in the operation and management of organizations. Timely availability of relevant information is vital for effective performance of access it at different times. Information is a critical resource in the operation and management of organizations. Timely availability of relevant information is vital for effective performance of managerial functions such as planning, organizing, leading, and control.
The diagram could be explained further as follows;
Data à processing à Information
Information à intelligence à Knowledge
Knowledge à experience à Wisdom
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Attributes of Data/Information
Usability Relevant:
Relevance is yet another key attribute of management information. Information is said to be relevant if it answers specifically for the recipient what, why, where, who and why? In other words, the MIS should serve reports to managers, which are useful, and the information helps them make decisions.
Simple: good information should not be too voluminous; it should contain only the relevant facts, without leaving out any necessary details.Flexible: Data should able to adapt to new situation: able to change or be changed according to circumstances.Economical/cost-effective: Cost-effective: the value to be derived from the use of good information should surpass the cost of obtaining such information.
Exception based: Top managers need only exception reports regarding the performance of the organization. Exception reporting principle states that only those items of information, which will be of particular interest to a manager, are reported. This approach results in saving precious time of the top management and enables the managers to devote more time in pursuit of alternatives for the growth of the organization.
Explicitness: A report is said to be of good quality if it does not require further analysis by the recipient for decision-making. Thus the reports should be such that a manager does not waste any time on the processing of the report, rather he should be able to extract the required information directly.
2. Quality
Accurate: Accuracy is another key-attribute of management information. It means that information is free from mistakes and errors, is clear and accurately reflects the meaning of data on which it is based. It conveys an accurate picture to the recipient, who may require a presentation in graphical form rather than tabular form.
Verifiable: There must be means to check whether the data is true either by examination, investigation, or comparison.
Complete: The information, which is provided to a manager, must be complete and should meet all his needs. Incomplete information may result in wrong decisions and thus may prove costly to the organization.
Adequate: Adequacy means information must be sufficient in quantity. MIS must provide reports containing information, which is required in deciding processes of decision-making.
Reliable: content of good information should be such that the user can rely upon. Relevance: good information should be relevant to the subject it is required for.
3. Delivery
Timely: Timeliness means that information must reach the recipients within the prescribed time frame. Timeliness refers to the currency of the information presented to the users. Currency of data or information is the time gap between the occurrences of an event in the field until its presentation to the user (decision maker). Timely information can ensure correct executive action at an early stage. The characteristic of timeliness, to be effective, should also include current information.
Accessible: Data must be easily reached i.e. easy to enter or reach physically, easily understood without specialist knowledge, and easily available to be obtained, used, or experienced without difficulty.
8.2 Methods Of Data Collection/Gathering Data collection is a term used to describe a process of preparing and collecting data – for example as part of a process improvement or similar project. The purpose of data collection is to obtain information to keep on record, to make decisions about important issues, to pass the information on to others. Some methods of data gathering are:.
Interview
Questionnaire
Observation of the system in operation
Measuring,
User workgroup
Background research
Special purpose survey. Etc
8.3 Methods Of Data Validation In computer science, data validation is the process of ensuring that a program operates on clean, correct and useful data. It uses routines, often called “validation rules” or “check routines”, that check for correctness, meaningfulness, and security of data that are input to the system. Data validation checks that data are valid, sensible, reasonable, and secure before they are processed. Validation methods: There are several means by which data can be validated; the most popular validation methods are discussed as follows:
Format or picture check: Checks that the data is in a specified format (template), e.g., dates have to be in the format DD/MM/YYYY.
Data type checks: Checks the data type of the input and give an error message if the input data does not match with the chosen data type, e.g., In an input box accepting numeric data, if the letter ‘O’ was typed instead of the number zero, an error message would appear.
Range check: Checks that the data lie within a specified range of values, e.g., the month of a person’s date of birth should lie between 1 and 12.
Limit check: Unlike range checks, data is checked for one limit only, upper OR lower, e.g., data should not be greater than 2 (>2). Presence check: Checks that important data are actually present and have not been missed out, e.g., customers may be required to have their telephone numbers listed.
Check digits: Used for numerical data. An extra digit is added to a number which is calculated from the digits. The computer checks this calculation when data are entered, e.g., The ISBN for a book. The last digit is a check digit calculated using a modulus 11 method.
Batch totals: Checks for missing records. Numerical fields may be added together for all records in a batch. The batch total is entered and the computer checks that the total is correct, e.g., add the ‘Total Cost’ field of a number of transactions together.
Methods Of Data Storage
The methods of data storage are discussed based on the media usage as follows:
Magnetic: Magnetic storage uses different patterns of magnetization on a magnetically coated surface to store information. Magnetic storage is non-volatile. The information is accessed using one or more read/write heads which may contain one or more recording transducers.
Optical: Optical storage, the typical Optical disc, stores information in deformities on the surface of a circular disc and reads this information by illuminating the surface with a laser diode and observing the reflection. Optical disc storage is non- volatile. The deformities may be permanent (read only media),formed once (write once media) or reversible (recordable or read/write media). The following forms are currently in common use: CD, CD-ROM, DVD, BD-ROM: Read only storage, used for mass distribution of digital information (music, video, computer programs)
Magneto-optical disc storage: Magneto-optical disc storage is optical disc storage where the magnetic state on a ferromagnetic surface stores information. The information is read optically and written by combining magnetic and optical methods. Magneto-optical disc storage is non-volatile, sequential access, slow write, fast read storage used for tertiary and off-line storage.
Paper: Paper data storage, typically in the form of paper tape or punched cards, has long been used to store information for automatic processing, particularly before general-purpose computers existed. Information was recorded by punching holes into the paper or cardboard medium and was read mechanically (or later optically) to determine whether a particular location on the medium was solid or contained a hole.
Optical tape: This is a medium for optical storage generally consisting of a long and narrow strip of plastic onto which patterns can be written and from which the patterns can be read back. It shares some technologies with cinema film stock and optical discs, but is compatible with neither. The motivation behind developing this technology was the possibility of far greater storage capacities than either magnetic tape or optical discs.
8.5 Data Protection Against Viruses & Attacks
Data protection against viruses and attack is very important in the computer environment. Means of preventing data against Virus & attacks are:
Installation of anti-Virus software on a computer system
Running of secure operating system
Scanning of system regularly for virus
Avoid programs from unknown source
Backup data regularly
Limit the sharing of data storage devices such as: flash drive, CDs, external hard drive etc
Restricted access
Put computer in a save location
Prevent computer against power fluctuation and surge
Data processing is be defined as the methods and procedures of converting data into information. That is, the manipulation of data, its retention and subsequent retrieval.
Data processing is the activities involved in the transformation of data into information.
Methods of Data Processing
Various methods of data processing are discussed below:
Manual method: This involves the use of pen, pencil, paper, desk calculator/adding machine and human brain. This mode of data processing is suitable in a business environment where volume of data to be processed is small and delivery time is not critical.
Mechanical (or electro-mechanical) method: This involves the use involves the use of machines that are activated by an operator
e.g. punch cards equipment, Abacus, accounting machine etc. This method is faster than the manual method of processing data. The rate of error is less than the error rate in manual mode.
Advantages Disadvantages
Electronic Data Processing Method: This involves the use of computer to process data. EDP has the highest processing speed among all the three modes of data processing. Input devices are used to feed data into the computer; microprocessors are used to process the data and output devices are used to pass the result of processing (i.e. output or information) to the user.
Advantages
It produces accurate results.
It is very fast.
It improves efficiency.
It handles complex computation.
It has large storage facility.
Handles large volume of data in short time.
Disadvantages
High initial set-up cost.
Requires regular power supply.
Required skilled personnel.
Data is susceptible to virus attack.
Cost of maintenance may be high.
Data Processing Stages
Stages of data processing include: origination, input, processing, storage, output and distribution. The data processing cycle is depicted in the following diagram.
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Figure 7a. Data Processing stages
Origination: This is the collection of original (primary) data. It is possible to collect data and store it away in a secondary storage medium pending the time the data would be required for processing.
Input: This means feeding the data into the computer. Data is prepared in a convenient/suitable form for processing. The form of input device used depends on the data processing method. e.g. punch cards are used in electromechanical data processing while magnetic tape, disk, keyboard (terminal) are used in electronic data processing.
Processing: This is a planned series of actions and operations performed on data to convert the data to a more meaningful form called information.
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Storage: storage of data/Information could take place at any stage for future purposes. The double-headed arrows show the storage of data/information at one time, and the stored data/information serving as input for processing at another time.
Output: This is the result of the processed data (information). At times, the information produced today could be distributed to the appropriate end-users; at some other times, the information could be used as input for another data processing cycle.
Distribution: This is the dissemination of information produced, to the appropriate quarters for decision-making. The decision-makers are the end-users of information.
Data Processing Techniques
Various Data processing techniques available are discussed as follows.
Batch Processing: This is a processing technique whereby many individual jobs/transactions are collected together (i.e. batched) and periodically processed against a master file using a single program loading. For instance, before the advent of online banking, many banks adopted batch processing where records of customer deposits made throughout the day are collected and batched for processing in the night (nightly processing) against the master file of account balances. However, if batch processing is used to process withdrawals, criminals would not have to use guns to rob banks! Batch processing is also applicable in payroll system which processes the different employee’s payslip individually in a single continuous operation. It is also applicable in billing system.
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Online-Processing: On-line processing: is the technique of using computer to process data by means of terminals connected to and controlled by a central processor. On-line systems involve the receipt of data directly from the point of origin through a variety of input/output terminal devices with telecommunication capabilities. On-line processing provides direct access to information files by terminal users and also enables them to update files with transaction data.
Time Sharing: Time-sharing: This processing technique allocates several small equal time slices to terminal users as their jobs are being processed. For instance, the computer might allocate 100 milliseconds (ms) to user 1, then 100ms to user 2, and then 100ms to user 3 and so on. If there are 100 users on the computer, it will allocate 100ms to each user before it returns to the top of the job queue and gives each user another round of 100ms. By so doing, the computer is able to work so quickly that each user feels as if he/she has exclusive use of the computer system. As new user jobs are presented to the computer or are finished, they are respectively added to or deleted from the job queue.
Real-Time processing: Real-time processing: is an on-line technique which is able to receive input data from various sources and which is able to process that data sufficiently rapidly to be capable of influencing the sources of the data.
Distributed vs. Centralized Processing: A combination of local and remote computer terminals in a network connected to a central computer to divide the workload. A Distributed data processing facility is one in which computers, usually smaller computers, are dispersed throughout the organization. The objective of such disperse is to process
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information in a way that is most effective based on operational. Centralized data processing is a Computer data processing architecture where data processing support is provided by one or a cluster of computers, generally a large. Dedicated computers, located in a central data processing facility. In a centralized architecture, each person is provided with a local terminal that is connected by a communications facility to the central data processing facility.
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