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MINISTRY OF EDUCATION
DIPLOMA IN
INFORMATION COMMUNICATION
TECHNOLOGY
KENYA INSTITUTE OF CURRICULUM DEVELOPMENT
STUDY NOTES
Computer Applications I
MODULE I: SUBJECT NO 2
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MINISTRY OF EDUCATION
DIPLOMA IN
INFORMATION COMMUNICATION
TECHNOLOGY
KENYA INSTITUTE OF CURRICULUM DEVELOPMENT
STUDY NOTES
Computer Applications I
MODULE I: SUBJECT NO 2
Contents
- CHAPTER 1: INTRODUCTION TO COMPUTER APPLICATIONS
- Computer Application/Application software
- Classification of Computer software.........................................................................................................
- Stating the applications in a computers
- Computer - Applications
- CHAPTER 2: INTRODUCTION TO OPERATING SYSTEM ENVIRONMENT......................................................
- Introduction to OS
- Function of Operating system.................................................................................................................
- Types of Operating System
- Use of operating systems command
- DOS Internal and External Commands....................................................................................................
- CHAPTER 3: WORD PROCESSING
- Introduction to Word processing
- Features of a word processor
- Examples of word processor programs
- Types of word processing applications
- Features of Standard Word Processors
- Opening Microsoft Word 2007 in the practical room
- Screen Layout..........................................................................................................................................
- Quick Access Toolbar
- Using the Keyboard in MS Word
- Basic actions with documents.................................................................................................................
- Editing document
- Formatting text
- Formatting Paragraphs
- Adding Tables
- Graphics
- Page Formatting
- Footnotes
- Bulleted and Numbered Lists
- Proofing a Whole Word 2007 Document
- Mail merge
- Show or hide comments or tracked changes..........................................................................................
- Automating Common Word Tasks
- Table of content, Figures and tables.......................................................................................................
- Print an MS Word document
- CHAPTER 4: SPREADSHEET..........................................................................................................................
- Introduction to Spreadsheets
- The Main Spreadsheets
- Basic MS Excel Skills
- Excel Formula and Functions
- Making Changes to the Contents of a Spreadsheet Cell.........................................................................
- Saving Your Spreadsheet
- Printing a Spreadsheet
- Editing a Spreadsheet
- Formatting a Spreadsheet
- Sorting Filtering and Data Validation
- Charts
- What if analysis.......................................................................................................................................
- Create a Scenario PivotTable Report
- Summarizing, consolidating and outlining data......................................................................................
- Automating simple task
- Print a Worksheet
- CHAPTER 5: DATABASE
- Introduction to Databases
- Traditional File Organization
- What are Data Models? Type of Data Models.
- Introduction to Microsoft Access..........................................................................................................
- Database Concepts
- Introduction to Access
- Exploring Access
- Creating a New Database
- Displaying Different Views
- Converting and Compatibility Issues
- Navigation Pane features and controls.................................................................................................
- Exploring an Access Database
- CHAPTER 6: DESKTOP PUBLISHING
- Introduction to Desk Top Publishing.....................................................................................................
- Microsoft Publisher
- Publisher Basics and Feature
- Create a table
- Working with Color Schemes
- Change page size, paper size, or page orientation
- Import a Word document
- Insert a file
- Add, change, or remove a border in Publisher
- Determine your desktop printer's nonprintable region
- Prepare, publish, and maintain your Publisher Web site
- CHAPTER 6: PRESENTATIONS
- Introduction to Presentation
- Microsoft PowerPoint
- The Basics: Creating and Editing a Presentation...................................................................................
- Create a New Presentation
- Entering Text on a Slide
- Adding Clip Art to a Slide
- Editing Slide Text
- Formatting Text Slides
- Preparing to Deliver a Presentation
- Adding Transitions to a Slide Show
- How to Set Transition Effects................................................................................................................
- Animating Text
- Printing Slides, Speaker Notes, and Handouts......................................................................................
- Creating a Custom Design Template
- Inserting Graphics
- Adding Footers
- Automate simple tasks - Create a macro in PowerPoint
- CHAPTER 7: INTERNET AND EMAIL
- Introduction to the Internet
- Features and functions of the Internet
- Internet Services
- Browsing the Web.................................................................................................................................
- Setting or changing a Home Page.
- Downloading Web pages and programs from the Internet..................................................................
- Printing Web pages.
- Creating a Bookmark.............................................................................................................................
- Working Offline
- Making Web pages available for offline viewing.
- Electronic Mail (E-Mail).
- CHAPTER 8: EMERGING ISSUES AND TRENDS
System software
This is the type of software that enables the computer to manage its resource. It is further divided into; Firmware - system software fixed into hardware components e.g. BIOS. Network - type of computer software that enable computers to communicate over a network Utility – used to manage computer files, diagnose and repair computer problems e.g. antivirus, compilers, diagnostic tools etc Operating systems – provides the interface between the user, the hardware and the application software
Application software – This is the type of software that solve specific problems or perform
specific tasks. It is divided into; Off – the – shelf application software – programs developed by software engineers and made available in the market for sale. Normally sold in bundles called program suites e.g. the Microsoft Office programs suite. In – house – developed packages – also referred to as tailor – made – application software. Designed or tailored t solve problems specific to an organisation.
Example of operating system: Ms DOS, PC DOS, UNIX, Linux, Windows etc.
Stating the applications in a computers
Here we will learn how to Open and Close an application. An application, sometimes called a program, performs a certain task. There are literally hundreds of applications and it would be impossible for us to know them all. The good news is that applications Open (start) and Close (end) in the same manner.
An application is defined as a computer program designed to help people perform a certain type of work (or recreation!). Examples of applications include word processing programs, spreadsheets, media players, and even games.
Open an Application via the Desktop
Let‘s review a few concepts we covered on a previous lessons. The Desktop is the image you see when your computer powers on. Located on your Desktop are Icons and these Icons are graphic images that when clicked will Open or ―start‖ a program. Placed on your Desktop is an Icon to a commonly played card game called Solitaire. We will use this application to practice Opening and Closing an application.
Click on the Solitaire Icon to open the application.
Close an Application
After clicking on the Solitaire Icon, the application will Open or start. A screen similar to below will appear.
Slowly move your mouse over to the list of games and down (not diagonally - straight over and then straight down!) to Solitaire. Once your mouse is on Solitaire click your mouse to open the application. Solitaire should open as you saw earlier. Once again, you can close the application with the X in the upper right hand corner.
Important!
It's a good idea to close any open applications before you shut down your computer!
Interesting bit
Many of the games on the computer will help strengthen your mouse skills, so it is like mouse practice!
Computer - Applications
Business
A computer has high speed of calculation, diligence, accuracy, reliability, or versatility which has made it an integrated part in all business organizations.
Computer is used in business organizations for −
Payroll calculations Budgeting Sales analysis Financial forecasting Managing employee database Maintenance of stocks, etc.
Banking
Today, banking is almost totally dependent on computers.
Banks provide the following facilities −
Online accounting facility, which includes checking current balance, making deposits and overdrafts, checking interest charges, shares, and trustee records. ATM machines which are completely automated are making it even easier for customers to deal with banks.
Insurance
Insurance companies are keeping all records up-to-date with the help of computers. Insurance companies, finance houses, and stock broking firms are widely using computers for their concerns.
Insurance companies are maintaining a database of all clients with information showing −
Procedure to continue with policies Starting date of the policies Next due installment of a policy Maturity date Interests due Survival benefits Bonus
Education
The computer helps in providing a lot of facilities in the education system.
The computer provides a tool in the education system known as CBE (Computer Based Education). CBE involves control, delivery, and evaluation of learning. Computer education is rapidly increasing the graph of number of computer students. There are a number of methods in which educational institutions can use a computer to educate the students. It is used to prepare a database about performance of a student and analysis is carried out on this basis.
Marketing
In marketing, uses of the computer are following −
Advertising − With computers, advertising professionals create art and graphics, write and revise copy, and print and disseminate ads with the goal of selling more products. Home Shopping − Home shopping has been made possible through the use of computerized catalogues that provide access to product information and permit direct entry of orders to be filled by the customers.
E-mail Chatting Usenet FTP Telnet Video-conferencing
Government
Computers play an important role in government services. Some major fields in this category are
Budgets Sales tax department Income tax department Computation of male/female ratio Computerization of voters lists Computerization of PAN card Weather forecasting
CHAPTER 2: INTRODUCTION TO OPERATING
SYSTEM ENVIRONMENT
Introduction to OS
An operating system is a program that acts as an interface between the user and the computer hardware and controls the execution of all kinds of programs.
Function of Operating system
Following are some of important functions of an operating System.
Memory Management Processor Management Device Management File Management Security Control over system performance Job accounting Error detecting aids Coordination between other software and users
Other Important Activities
Following are some of the important activities that an Operating System performs −
Security − By means of password and similar other techniques, it prevents unauthorized access to programs and data. Control over system performance − Recording delays between request for a service and response from the system. Job accounting − Keeping track of time and resources used by various jobs and users. Error detecting aids − Production of dumps, traces, error messages, and other debugging and error detecting aids. Coordination between other softwares and users − Coordination and assignment of compilers, interpreters, assemblers and other software to the various users of the computer systems.
Types of Operating System
Operating systems are there from the very first computer generation and they keep evolving with time. In this chapter, we will discuss some of the important types of operating systems which are most commonly used.
Batch operating system
The users of a batch operating system do not interact with the computer directly. Each user prepares his job on an off-line device like punch cards and submits it to the computer operator. To speed up processing, jobs with similar needs are batched together and run as a group. The programmers leave their programs with the operator and the operator then sorts the programs with similar requirements into batches.
The problems with Batch Systems are as follows −
Lack of interaction between the user and the job. CPU is often idle, because the speed of the mechanical I/O devices is slower than the CPU. Difficult to provide the desired priority.
Time-sharing operating systems
Time-sharing is a technique which enables many people, located at various terminals, to use a particular computer system at the same time. Time-sharing or multitasking is a logical extension of multiprogramming. Processor's time which is shared among multiple users simultaneously is termed as time-sharing.
The main difference between Multiprogrammed Batch Systems and Time-Sharing Systems is that in case of Multiprogrammed batch systems, the objective is to maximize processor use, whereas in Time-Sharing Systems, the objective is to minimize response time.
Multiple jobs are executed by the CPU by switching between them, but the switches occur so frequently. Thus, the user can receive an immediate response. For example, in a transaction processing, the processor executes each user program in a short burst or quantum of
computation. That is, if n users are present, then each user can get a time quantum. When the user submits the command, the response time is in few seconds at most.
The operating system uses CPU scheduling and multiprogramming to provide each user with a small portion of a time. Computer systems that were designed primarily as batch systems have been modified to time-sharing systems.
Advantages of Timesharing operating systems are as follows −
Provides the advantage of quick response. Avoids duplication of software. Reduces CPU idle time.
Disadvantages of Time-sharing operating systems are as follows −
Problem of reliability. Question of security and integrity of user programs and data. Problem of data communication.
Distributed operating System
Distributed systems use multiple central processors to serve multiple real-time applications and multiple users. Data processing jobs are distributed among the processors accordingly.
The processors communicate with one another through various communication lines (such as high-speed buses or telephone lines). These are referred as loosely coupled systems or distributed systems. Processors in a distributed system may vary in size and function. These processors are referred as sites, nodes, computers, and so on.
The advantages of distributed systems are as follows −
With resource sharing facility, a user at one site may be able to use the resources available at another. Speedup the exchange of data with one another via electronic mail. If one site fails in a distributed system, the remaining sites can potentially continue operating. Better service to the customers. Reduction of the load on the host computer. Reduction of delays in data processing.
Network operating System
A Network Operating System runs on a server and provides the server the capability to manage data, users, groups, security, applications, and other networking functions. The primary purpose of the network operating system is to allow shared file and printer access among multiple computers in a network, typically a local area network (LAN), a private network or to other networks.
Use of operating systems command
There are many different operating systems. Each do the same thing: they control all input, processing and output. Click on the links to see examples of the desktop for the operating systems listed. These examples open in their own window. Click the X in the upper-right corner of the window to return to this page.
DOS - Disk Operating System - one of the first operating systems for the personal computer. When you turned the computer on all you saw was the command prompt which looked like *c:* >. You had to type all commands at the command prompt which might look like c:>wp\wp.exe. This is called a command-line interface. It was not very "user friendly" Windows - The Windows operating system, a product of Microsoft, is a GUI (graphical user interface) operating system. This type of "user friendly" operating system is said to have WIMP features: o W indows o I cons o M enus o P ointing device (mouse) MacOS - Macintosh, a product of Apple, has its own operating system with a GUI and WIMP features. Unix - Linux (the PC version of Unix) - Unix and Linux were originally created with a command- line interface, but recently have added GUI enhancements.
- user-friendly is a relative term. The current GUI interfaces provided by Windows and Mac operating systems are more friendly than the previous DOS systems, but still require us to conform to their specifications (use of a keyboard or mouse instead of voice and/or hand-writing recognition).
Operating Systems - MS-DOS - Commands
DOS commands are the commands available in MS-DOS that are used to interact with the
operating system and other command line based software.
Accessing DOS interface : on start button, type CMD(short for Command) to open the DOS
command interface
Command Description
dir lists the contents of a folder
cd changes folder
cd .. parent folder
md or mkdir creates a new folder
deltree deletes a folder and all sub-folders
copy, xcopy copies a file
move moves a file
del deletes a file
type displays the contents of a file
type |more displays file contents page by page, pausing after each page
help help for the given command
print prints the given file
attrib (-/+r, - /+a, - /+s,
- /+h)
changes a file's attributes (- deactivates, + activates, r: read-only, a: archive, s: systeme, h: hidden file)
format formats the given drive
label assigns a drive name to a drive
ver gives the version number
DOS Internal and External Commands
Command is an instruction written in a computer acceptable language that user types on the
dos prompt. It will execute and do the appropriate action. There are mainly two types of dos
command.
Internal commands External commands
1. Internal commands: The internal commands are those commands that are automatically
loaded in the memory. Some commonly used DOS internal commands are
1 Cls
- Dir
- Date
- Time
- Ver
- Copycon
- Type
- Ren
- Del
- MD
11.CD
- RD
- Copy
1) Cls :- The purpose of this command is to clear the display screen and redisplay the Dos
prompt at the top left corner of the screen.
Syntax:- C : / > Cls
2) Dir:- It displays the list of directories and files on the screen.
Syntax:- C : / > dir.
a. C : / > dir/p – It displays the list of directories or files page wise
b. C: / > dir/w- It displays the list of directories or files width wise