COMPETENCY BASED LEARNING MATERIAL

Sector:
HEALTH, SOCIAL, AND OTHER COMMUNITY
DEVELOPMENT SERVICES
Qualification:
BOOKKEEPING NC III
Unit of Competency:
PERFORM COMPUTER OPERATIONS
Module Title:
PERFORMING COMPUTER OPERATIONS

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 HOW TO USE THIS COMPETENCY-BASED LEARNING MODULE

Welcome to the module “Performing Computer Operations”. This

module contains training materials and activities for you to complete.

The unit of competency “Perform Computer Operations” contains the

knowledge, skills and attitudes required for Bookkeeping NCIII required to
obtain the National Certificate (NC) level III.

You are required to go through a series of learning activities in order to

complete each of the learning outcomes of the module. In each learning
outcome there are Information Sheets, Job Sheets, Operation Sheets
and Activity Sheets. Do these activities on your own and answer the Self-
Check at the end of each learning activity.

If you have questions, do not hesitate to ask your teacher for assistance.

Recognition of Prior Learning (RPL)

You may already have some basic knowledge and skills covered in this
module. If you can demonstrate competence to your teacher in a particular
skill, talk to him/her so you do not have to undergo the same training again.
If you have a qualification or Certificate of Competency from previous
trainings, show it to him/her. If the skills you acquired are consistent with
and relevant to this module, they become part of the evidence. You can
present
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these for RPL. If you are not sure about your competence skills, discuss this
with your teacher.

After completing this module, ask your teacher to assess your

competence. Result of your assessment will be recorded in your competency
profile. All the learning activities are designed for you to complete at your
own pace.

In this module, you will find the activities for you to complete and relevant
information sheets for each learning outcome. Each learning outcome may
have more than one learning activity.

This module is prepared to help you achieve the required competency in

receiving and relaying information. This will be the source of information
that will enable you to acquire the knowledge and skills in Electronic Product
Assembly and Servicing NC II independently at your own pace with
minimum supervision from your teacher.

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 LIST OF COMPETENCIES
N Unit of competency Module title Code
O
1. Apply quality standards Applying quality standards ELC315202
Perform computer Performing computer ELC31120
2.
operations operations 3
Perform mensuration and Performing mensuration and
3. ELC311201
calculation calculation
Prepare and interpret Preparing and interpret
4. ELC311202
technical drawing technical drawing
5. Use hand tools Using hand tools ELC724201
Terminate and connect Terminating and connect
6 electrical wiring and electrical wiring and ELC724202
electronic circuits electronic circuits
Test electronic Testing electronic
7 ELC724205
components components

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 MODULE CONTENT

QUALIFICATION :Bookkeeping NC III

UNIT OF COMPETENCY :Perform computer operations
MODULE TITLE :Performing computer operations
NOMINAL DURATION :8 hours
MODULE DESCRIPTOR :This module covers the knowledge, skills, attitudes
and values needed to perform computer operations
which include inputting, accessing, producing, and
transferring data using the appropriate hardware
and software.
SUMMARY OF LEARNING OUTCOMES:

Upon completion of this module, the trainee/student must be able to:

LO1. Plan and prepare for tasks to be taken/ undertaken

LO2. Input data into computer
LO3. Access information using computer
LO4. Produce output/data using computer system
LO5. Use basic functions of a web browser to locate information LO6. Maintain
computer equipment and systems

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 PERFORMANCE CRITERIA

1. Requirements of tasks determined in accordance with the required

output
2. Appropriate hardware and software selected according to task
assigned and required outcome
3. Task planned to ensure that OH and S guidelines and
procedures followed
4. Client-specific guidelines and procedures followed
5. Required data security guidelines applied in accordance with existing
procedures
6. Data entered into the computer using appropriate program/application
in accordance with company procedure
7. Accuracy of information checked and information saved in accordance
with standard operating procedures
8. Inputted data stored in storage media according to requirements
9. Work performed within ergonomic guidelines
10. Correct program/application selected based on job requirements
11.Program/Application containing the information required accessed
according to company procedures
12. Desktop icons correctly selected, opened and closed for navigation purposes

13.

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14.
15.

13. Keyboard techniques carried out in line with OHS requirements for
safe use of keyboards
14. Entered data processed using appropriate software commands

15.Data printed as required using computer hardware/peripheral

devices in accordance with standard operating procedures
16. Files and data transferred between compatible systems using
computer software, hardware/peripheral devices in accordance with
standard operating procedures
17. Information requirements for Internet search
established 18.Browser launched

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18. Data printed as required using computer hardware/peripheral devices
in accordance with standard operating procedures
19. Files and data transferred between compatible systems using
computer software, hardware/peripheral devices in accordance with
standard operating procedures
20. Information requirements for Internet search
established 18.Browser launched
19. Search engine loaded
20. Appropriate search criteria and/or URL of site
entered 21.Relevant links followed to locate required
information 22.Useful pages bookmarked or printed as
required
23. Procedures for ensuring security of data, including regular back-ups
and virus checks implemented in accordance with standard operating
procedure
24. Basic file maintenance procedures implemented in line with standard
operating procedures

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 Technical Terms
OHS – Occupational Health and Safety
Port hub /Port – is a connector on the back of a computer or other device.
A port is either a serial port or a parallel port.
Modem- (Modulator-Demodulator) The modem is a device that allows a
given computer to share data or otherwise a device which let
computers exchange information
USB– (Universal Serial Port)
Scanner- is an input device that read text or illustration printed on paper,
translates the information into a form that a computer can use.
Printer- is a piece of hardware that produces a paper copy (also known as
‘hardcopy’) of the information generated by the computer.
Flash drive– a portable storage device which is plug directly to the USB
port.
Network – a group of computers and associated devices that are
connected by communications facilities.
OS (Operating system) software that controls the allocation and use of
programs and data that a computer uses.
Software – programs and data that a computer uses.
Maintenance - is the testing and cleaning of equipment thinking about the
activities required to create a desired future on some scale
Planning – is both the organizational process of creating and maintaining a
plan; and the psychological process of
Computer System - The complete computer made up of the CPU, memory
and related electronics (main cabinet), all the peripheral devices
connected to it and its operating system. Computer systems fall into
two broad divisions: clients and servers. Client machines fall into
three categories from low to high end: laptop, desktop and
workstation. Servers range from small to large: low-end servers,
midrange servers and mainframes.
Defragmentation – the process of reorganizing and rewriting files so that
they occupy one large continuous area on your hard disk.
CRT– (Cathode Ray Tube) A display device used in computer monitors and
television sets.

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Boot sector– The part of the formatted disk containing the operating
system loading a program.
Virus – A program intended to damage your computer system without your
knowledge and permission.

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 LEARNING OUTCOME 1
PLAN AND PREPARE FOR TASKS TO BE TAKEN/ UNDERTAKEN

CONTENTS:
□ Reading and comprehension skills required to interpret work
instructions and to interpret basic user manuals
□ OH and S principles and responsibilities
□ Main types of computers and basic features of different operating
systems
□ Main parts of a computer
□ Storage devices and basic categories of memory
□ Relevant types of software
□ General security, privacy legislation and copyright

ASSESSMENT CRITERIA:
1. Requirements of tasks determined in accordance with the required
output
2. Appropriate hardware and software selected according to task
assigned and required outcome
3. Task planned to ensure that OH and S guidelines and
procedures followed
4. Client-specific guidelines and procedures followed
5. Required data security guidelines applied in accordance with existing
procedures
CONDITIONS:
Students/trainees must be provided with the following:
□ Equipment:

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 1 unit of computer
Voltage regulator / UPS
□ Learning materials:
Learning manuals
Work Instruction
Hand-outs
□ Supplies/ materials:
Operating system
Application program

METHODOLOGIES:
□ Lecture-demonstration
□ Self-paced instruction
□ Group discussion

ASSESSMENT METHODS:
□ Hands-on
□ Direct observation
□ Practical demonstration

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 LEARNING EXPERIENCES/ACTIVITIES

LEARNING OUTCOME 1: Plan And Prepare For Tasks To Be Taken/

Undertaken
Read information sheet 2.1_1 After reading the information sheet,
assess quality of received materials you must be able to answer self-
check 1.1_1 and compare your
answer to the answer sheet
Read information sheet 2.1_2 Oh & Perform Task sheet 2.1_2, and refer
S And Responsibilities In Working your performance to the
With Computers performance criteria checklist

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 INFORMATION SHEET 2.1_1
PLAN AND PREPARE FOR TASKS TO BE UNDERTAKEN

Computers have become a useful part of our everyday lives. The types
of computers we use at home or at work are referred to by varied names
such as PCs, microcomputers, workstations, laptops and desktops. These
computers are most popularly referred to as “personal computers” or PCs,
the most common type of computer in the world. Today, an average person
uses computer-based assistance several times each day and it becomes an
integral part of our lives. So it is very important to be aware of and
understand them.

As an aspiring computer technician, it is very important to know the

different components of a computer system. These are the hardware,
software and peopleware. Each component plays an important role, without
each other computer systems will not work properly.

1.1 Hardware

Hardware – is the physical, touchable, electronic and mechanical parts of a

computer system.

A. Major hardware components of a computer system

The following list represents a basic set of hardware found in most PCs.

System Unit- The main part of a microcomputer, sometimes called the

chassis. It includes the following parts: Motherboard, Microprocessor,

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Memory Chips, Buses, Ports, Expansion Slots and Cards. Figure 1 shows
Tower Type System Unit

2. Motherboard /
Mainboard / System
Board- The main
circuit board of a
computer. It contains
all the circuits and
components that run
the computer.

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PU (Central Processing
re 2. Modern Motherboard
) - The processor is the
n “brain” or “heart” of a computer system. It performs all of the instructions and calculations that are needed and manages th

Figure 3. Examples of CPU (Intel

Co computer. re 2
Duo and AMD Athlon)

4. Primary storage- (internal storage, main memory or memory) is the

computer's working storage space that holds data, instructions for
processing and processed data (information) waiting to be sent to secondary
storage. Physically, primary storage is a collection of RAM chips.

Two (2) Types of Memory

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a. ROM – (Read Only Memory) ROM is non-volatile, meaning it holds
data even when the power is ON or OFF.

b. RAM – (Random Access Memory) RAM is volatile, meaning it holds data

only when the power is on. When the power is off, RAM's contents are
lost.

Figure 4. Examples of RAM

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 5. Expansion Bus - A bus is a data pathway between several hardware components inside or outside a comput

cards) that enable the computer to use a peripheral device for which it does not have the necessary connections or circuit bo

Figure 5. Expansion Bus

Figure 6. Adapter (Network

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7. Power Supply Unit (PSU) - Installed in the back corner of the PC case, next to the motherboard. It converts

Figure 7 Switching mode power

D. Ports - External connecting sockets on the outside of the computer. This

is a pathway into and out of the computer. A port lets users plug in outside
peripherals, such as monitors, scanners and printers.

Table 1. The Ports and their function

Type Function Illustration
of
Port Intended for serial type mouse
Serial Port and older camera
Also called as printer port. This is
Parallel only for old model printer. It has
Port 25 pins. It is a female port.

Used to connect monitors. It has

VGA 15 pins and it is a female port.
(Video
Graphic High speed serial interface that is

Array) Port used with almost all devices. It is

USB used to connect latest model
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Port printers, pen drives, cell phones
etc. it has 4 pins.
PS/2 Port Simple, 6-pin, low-speed serial
connections commonly dedicated
to a keyboard and mouse.

AC Intended for power cord.

Power
Port
S-Video S-Video connections are available
Port on certain source components
and video display devices, and
offer a higher level of video
performance over composite
video signals.
Audio Port Intended for plugging in the
speaker or headset.
LAN (Local A physical interface often used
for terminating twisted pair type
Area
cables used to connect
Networkin computers onto a local-area
networks (LAN), especially
g) Port Ethernet RJ-45 connectors
E. Cables and Wires- A cable is most often two or more wires running side
by side and bonded, twisted or braided together to form a single
assembly, but can also refer to a heavy strong rope.

Table 2. The Cables and Connectors

Illustration Function

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These jacks are intended for the PS/2 port

specifically for PS/2 type of keyboard and
mouse.

This type of jack is intended for the audio and

microphone port.

S-video jack is obviously for S-Video port

This monitor jack is intended for the VGA

(Video Graphic Array) port

This USB (Universal Serial Bus) plug is intended

for USB port. Modern or new model of
peripherals like printer, camera, scanners and
even other portable computer attachments
used USB type of plugs.

This printer cable jack is intended for the

parallel port.

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 RJ45 ("RJ" in RJ45 stands for "registered jack,"
since it is a standardized networking interface
and the "45" simply refers to the number of the
interface standard) is a type of connector
commonly used for Ethernet networking.
AC Power cord is the most important cord
because it connects the computer to the main
source of electricity to make it functional.

1.2 Software

Software - is the set of instructions (also called a program) that guides the
hardware to operate effectively. Software can be split into two main types:

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1. System Software – Any software required supporting the production or
execution of application programs, but which is not specific to any particular
application. Common operating systems include Windows, the Macintosh OS,
OS/2 and UNIX.

MAC LINU
X

2. Application Software – Designed to help the user to perform singular or

multiple related tasks. Examples of application software are as follows:

a. Word processing software - Creates, edits, saves, and prints documents.

Example: MS Word, WordPerfect, Ami Pro, MacWrite.

b. Spreadsheet software - An electronic spreadsheet consisting of rows and

columns is used to present and analyze data. Example: MS Excel, Lotus
123, Quattro Pro.

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c. Database management software - Used to structure a database, a large
collection of computer programs. Data is organized as fields and records
for easy retrieval. Example: MS Access, dBase, Fox Pro, Oracle.

d. Graphic software - Graphics programs display results of data manipulation

for easier analysis and presentation. Example: Macromedia Flash, Harvard
Graphics, 3D Studio Max, Adobe Photoshop

1.3 People ware

People ware - Refers to people involved in the data processing operations
such as the system administrator, office workers, students and others.

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 SELF CHECK 2.1_1

Direction: Given the different cables, identify their functions as well as the
part of computer system each one supports.

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 1. 2.

2. 4.

5. 6.

7. 8.

ANSWER SHEET FOR SELF CHECK 2.1_1

1. USB plug
2. RJ 45
3. VGA jack

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 4. Printer cable jack
5. Microphone jack
6. Power cord
7. PS/2 jack
8. S-Video jack

INFORMATION SHEET 2.1_2

OH & S AND RESPONSIBILITIES IN WORKING WITH COMPUTERS

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 In making minor hardware repairs, it is important to have a toolkit that
should contain all of the necessary tools. As you gain experience, you will
learn which tools to have available for different types of jobs. Hardware tools
are grouped into these four categories:

a. Electro-Static Discharge (ESD) tools

b. Hand tools
c. Cleaning tools
d. Diagnostic tools

Electro-Static Discharge (ESD) Tools

Static electricity is easily generated by friction on carpets, tile flooring,

clothing, hair, fabric, and etc. The friction of moving air alone will charge
suspended particles and cause the buildup of static electrical charges on
people and objects in the environment. Grounded antistatic work mats used
with antistatic wrist straps provide the most basic means for the controlled
discharge of electrostatic electricity.

Examples of ESD Tools:

Anti-static wrist strap – Figure 29.
Used to prevent ESD damage Anti- static
to computer equipment. wrist strap

Anti-static mat – Used to stand on or Figure 30.

place hardware on to prevent static Anti- static mat
electricity from building up.

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In case of major troubles in your computer which you feel you are not yet
competent in making repairs, leave it to the experts.

TASK SHEET 2.1_2

1. View actual personal computer and discuss its parts and function.

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 2. Utilizing the Internet and the website YouTube, view a video
regarding parts of the computer. Use the URLs below:

1. http://www.youtube.com/watch?v=A9gYVKPczRA
2. http://www.youtube.com/watch?
v=bySnX9ZHYvo&feature=player_embedded

After watching the videos, answer the following questions:

o Can you cite the different parts/ components of computer shown
in the video presentation?
o Do the components play an important role in the
computer system? Explain your answer.

3. Direction: Draw and label the different hardware of a computer.

After drawing and labeling the hardware components, group them into
Input Devices and Storage Devices.

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Page 31 of 147
 Performance Score Card
Criteria Rate
1. Accuracy of the answer 50%
2. Number of correct answer against the wrong answer
25%
3. Speed of doing the work 25%
Total Rating

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 LEARNING OUTCOME 2
INPUT DATA INTO COMPUTER

CONTENTS:
□ Relevant types of software
□ Communication skills to identify lines of communication, request
advice, follow instructions and receive feedback
□ Storage devices and basic categories of memory
□ Basic ergonomics of keyboard and computer user

ASSESSMENT CRITERIA:
1. Data entered into the computer using appropriate program/application
in accordance with company procedure
2. Accuracy of information checked and information saved in accordance
with standard operating procedures
3. Inputted data stored in storage media according to requirements
4. Work performed within ergonomic guidelines

CONDITIONS:
Students/trainees must be provided with the following:
□ Equipment:
1 unit of computer
Voltage regulator/ UPS
□ Learning materials:
Learning manuals
Work Instruction
Hand-outs

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 □ Supplies/ materials:
Operating system
Application program

METHODOLOGIES:
□ Lecture-demonstration
□ Self-paced instruction
□ Group discussion

ASSESSMENT METHODS:
□ hands-on
□ Direct observation
□ Practical demonstration

LEARNING EXPERIENCES/ACTIVITIES

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 LEARNING OUTCOME 2: INPUT DATA INTO COMPUTER
Learning Activities Special Instructions
1. Read2.2_1, information sheet After Reading the information sheet,
Input Data Into Computer, you must be able to answer self-
check 2.2_1
Read2.2_2, information sheet File After Reading the information sheet,
Storage In A Windows Environment you must be able to answer self-
2. check 2.2_2

INFORMATION SHEET 2.2_1

INPUT DATA INTO COMPUTER

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 INPUT DEVICES

that is installed inside the computer. The hard drive is used as permanent storage for data. In a Windows computer, the hard

e device that uses lasers to read data on the optical media. There are three types of optical drives: Compact Disc (CD), Digital
V

Figure 8. Hard Disk Drive

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 Figure 10. CD ROM
10. Digital Versatile Disc (DVD) -
Designed to optically access data stored
on a DVD. A laser moves back and forth
near the disk surface and accesses data
at a very fast rate.

B. Input Devices - Accepts data and instructions from the user or from
another computer system.
Two (2) Types of Input Devices
1. Keyboard Entry – Data is inputted to the computer through a keyboard.

Keyboard - The first input

device developed for the PC.
Data is transferred to the PC
over a short cable with a circular
6-pin Mini-din connector that
plugs into the back of the
Figure 11. Keyboard
motherboard.

2. Direct Entry – A form of input that does not require data to be keyed by
someone sitting at a keyboard. Direct-entry devices create machine-
readable data on paper, or magnetic media, or feed it directly into the
computer’s CPU.

Three Categories of Direct Entry Devices

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COMPUTER SYSTEMS Revision No.
SERVICING NC II

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 1. Pointing Devices - An input device used to move the pointer (cursor)
on screen.

Figure 12. Mouse - The most common

Mouse 'pointing device' used in PCs. Every
mouse has two buttons and most
have one or two scroll wheels.

Touch screen- A
display screen that is
Figure 13. sensitive to the touch
of a finger or stylus.
Touch Screen Devices Used in myriad
applications, including
ATM machines, retail
point-of-sale terminals,
car navigation and
industrial controls. The
touch screen became
wildly popular for
smart phones and
tablets.

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Light Pen - A light-sensitive stylus

wired to a video terminal used to
draw pictures or select menu
options. The user brings the pen to
the desired point on screen and
presses the pen button to make
contact.

Digitizer Tablet - A graphics drawing tablet

used for sketching new images or tracing old

gure 14. Light Pen ones. Also called a "graphics tablet," the user
contacts the surface of the device with a
wired or wireless pen or puck. Often
Fi
mistakenly called a mouse, the puck is
officially the "tablet cursor."

2. Scanning Devices- A device that can read text or illustrations printed

on paper and translates the information into a form the computer can use.

Figure 15. Digitizer ablet

T

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Figure 16. Bar Code Reader Figure 17 Image scanner

3. Voice- Input Devices - Audio input devices also known as speech or

voice recognition systems that allow a user to send audio signals to a
computer for processing, recording, or carrying out commands. Audio input
devices such as microphones allow users to speak to the computer in order
to record a voice message or navigate software.

Figure 18. Microphones

Scanners

Input devices such as scanners and cameras allow you to capture and copy
images into a computer.

A scanner is a peripheral that reads images and converts them into

electronic codes which can be understood by a computer. There are different
types.

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 A flatbed is built like a photocopier
and is for use on a desktop; it can
capture text, color images and even
small 3 D objects.

A film scanner is used to film

negatives or 35 mm slides –
pictures on photographic film,
mounted on a frame.

A hand-held scanner is small T-

shaped, ideal to capture small
pictures and logos.

A pen scanner looks like a pen;

you can scan text, figures,
barcodes and handwritten
numbers.

Barcode scanners read barcodes on the products sold in shops and send
the price to the computer in the cash register. Barcodes consist of a
series

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of black and white stripes used to give products a unique identification
number.

The resolution of a scanner is measured in dpi or dots per inch. For

example, a 1,200 dpi scanner gives clearer, more detailed images than a
300 dpi scanner.

Most scanners come with Optical Character Recognition software. OCR

allows you to scan pages of text and save them into your word processor;
they can be edited.

Digital cameras

A digital camera doesn't use a film. Photos are stored as digital data (bits
made up of 1s and 0s), usually on a tiny storage device known as flash
memory card. You can connect the camera or memory card to a PC and
then alter the images using a program like Adobe Photoshop, or you can
view the images on a TV set. Many printers have a special socket so that you
can print images directly from a memory card or camera.

Digital video cameras and webcams

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 Complete the picture by: transfer, input, output, processing.

A digital video You can store or

You can manipulate video images with video editing re . Y o u c an c u t ,
camera /DV) e x p o rt th e r e
records moving softwa paste, add effects, etc.
sult,
images and display it on a
converts them screen or create a
into digital data DVD, email i or put
that can be your mov e on the
processed by a Web.
PC.

Webcams (short for web cameras) let you send and receive live video
pictures through the Internet. They are primarily used for video
conferences – video calls – but they can be used to record photos and
video onto your hard disk.

The resolution of webcams is expressed in megapixels (million pixels).

Webcams connect to the PC via a USB or FireWire port; they display video at
24 to 30 frames (pictures) per second. Some include a headset with a
microphone and earpiece.

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 SELF-CHECK 2.2_1

A. Solve the clues and complete with the words from the reading.

1. Scanners and cameras are devices used to

transfer images into a format that can be understood by computers.
2. A lets you copy photos and printed documents into your PC.
3. It has become one of life's most familiar sounds – the beep of the
supermarket till whenever a is scanned.
4. If you need to scan 35 mm you should go for a
dedicated 35 mm film scanner which concentrates all its dots into a tiny
area.
5. This scanner has a resolution of 300 x 600 .
6. A scanner is small enough to hold in your hand.
7. A scanner is used to capture lines of text, barcodes, and
numbers.
8. Most digital cameras use flash cards to store photos.
9. are scanners have a flat surface and take at least A4-sized
documents.
10. To scan photographic negatives or slides you will need a
scanner.

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B. Decide whether the sentences are true or false.

1. The details detected by a scanner are not determined by its resolution.

2. A barcode scanner is a computer peripheral for reading barcode labels

printed on products.
3. Scanners cannot handle optical character recognition.
4. A digital camera uses a light sensitive film instead of a memory card
for storing the images.
5. A digital video (DV) camera is used to take still photographs.

6. Video editing software allows you to manipulate video clips on the

computer. .

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 ASNWER KEY SELF-CHECK 2.2_1

A 1 input
2. scanners and cameras
3. barcodes
4. slides
5 pixels
6. pen scanners
7. Bar code scanner
8. flash memory cards
9. image scanner
10. film scanner

B. 1. True
2. true
3. false
4. false
5. false
6. true

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 INFORMATION SHEET 2.2_2
FILE STORAGE IN A WINDOWS ENVIRONMENT

Microsoft Word is the most popular word processing program. It is easy to

use and allows you to create all different types of documents. Our guides
will show you how. - See more at:
https://www.digitalunite.com/guides/creating-documents/microsoft-
word#sthash.RSJvnqT8.dpuf

How to start a document

Microsoft Word is a word-processing application that can be part of the
Microsoft Office suite or a stand-alone program installed on to your
computer. The program can be used to write letters and different types of
documents that can include graphics and pictures. This guide explains how
to open Microsoft Word and start a new document, using the Windows 7
operating system. It can be found in the ‘Start’ menu under ‘Accessories’.
Click on 'All programs' and then scroll to 'Accessories' folder. You’ll need a
computer with Microsoft Word installed then Follow these step-by-step
instructions to start a document in Microsoft Word
Step 1 : From the desktop or from your ‘Start’ menu, open Microsoft Word.

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 If the Word 2013 icon does not appear you can search for it, using the
'Search programs and files' box in the picture above.

Step 2 : Microsoft Word will open up and present you with an option to
select a document template, or a blank document.

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Step 3 : If you don't want to use any of the templates on display, click on
the blank document.

Step 4 : A new blank document will open up ready for you to start typing.

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- See more at:
https://www.digitalunite.com/guides/microsoft-word/how-start-
document#sthash.4KqDAkbh.dpuf

How to move around a document

Microsoft Word is a very popular word-processing program. While it can be

used for typing letters and basic documents, a Word document can also
include pictures and graphics for making posters or even birthday cards.

This guide explains how to move around a document in Microsoft Word. It will
feature Word 2010, but earlier versions of Word will use similar steps or
concepts.

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You’ll need is a computer with Microsoft Word installed and then Follow these
step-by-step instructions to move around a document.
Step 1:From the desktop or from your ‘Start’ menu, open Microsoft Word.
Step 2 : Click either File or the Office button at the top left. Select Open
and browse to the document you wish to open. Double-click on it with your
left-hand mouse button to open it.
Step 3:The flashing cursor (mouse pointer) in the document tells you where
you’re typing. Wherever the flashing cursor is placed, the letters that you
type will be inserted at that point. When you start a blank document, the
flashing cursor will be at the start of your document ready for you to start
typing.

Step 4 : As you type, the cursor will also move with each letter. This
guides you so that you know where the focus is for typing.

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Step 5 : The mouse can be used for moving around a document. When the
mouse pointer is moved over a text area, the pointer will change from an
arrow to a ‘text select’ or ‘I-beam’ icon.

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Step 6 : Move the text select/mouse pointer with your mouse to where you
would like to change or add text. Click the left-hand mouse button. This will
then place the flashing cursor at the point where you have clicked so that
you can edit or insert text.
Step 7 : You can also move around your document using the arrow keys on
the keyboard.
Step 8 : Pressing these arrow keys will move the flashing cursor up a line of
text, down a line or left one character or right one character. Using a
combination of keystrokes can also move the cursor further – e.g. holding
down the Ctrl (control) key and pressing the left arrow key will move the
cursor left one word. Holding down Ctrl and pressing the up arrow key will
move the cursor to the start of each paragraph.
- See more at:
https://www.digitalunite.com/guides/microsoft-word/how-move-around-
document#sthash.tr6622AN.dpuf

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How to select text
Selecting or highlighting text enables you to change that text in terms of
style, font and/or color or even replace the words if required.

This means that, even if you change your mind or want to make your
creations a little more interesting, it can be done easily and quickly at
different places in your document.
This guide explains how to select text in Microsoft Word. It will feature Word
2010, but earlier versions of Word will use similar steps or concepts.

You’ll need a computer with Microsoft Word installed and then follow these
step-by-step instructions to select text in a document
Step 1 : If you are not already in a Word document, you will need to open it.
From the desktop or from your ‘Start’ menu, open Microsoft Word.
Step 2 : Click either File or the Office button in the top left. Select Open
and browse to the document you wish to open. Double-click on the file name
to open.
Step 3 : The mouse can be used to select text. When the mouse pointer is
moved over a text area, the pointer will change from an arrow to a ‘text
select’ or ‘I-beam’ icon.

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Step 4 : Move the text select/mouse pointer with your mouse to where
you’d like to start your selection. Click and hold down the left mouse button.
While doing this, move the mouse across your text to where you’d like the
selection to stop. As you move the mouse, the text will be selected. When
you’ve finished your selection, release the left mouse button.

Step 5 : The selected text can now be formatted or changed if required.

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Step 6 : You can also move and select text using the arrow keys on the
keyboard, which some people may find easier than the mouse.
If you use a combination of keyboard keys – e.g. holding down Ctrl and
Shift and pressing the left or right arrow key – you can move the cursor
and select the text in different directions.

Step 7 : Once text is selected (highlighted), it can be changed or edited as

required
- See more at:
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text#sthash.Xs5cHl22.dpuf
How to copy and paste text

Copying text can be useful if you need to duplicate words you have already
typed as it saves time and effort.

This guide explains how to copy selected text and paste it into another part
of a document, using Microsoft Word 2010. Earlier versions of Word will use
similar steps and concepts.

You’ll need is a computer with Microsoft Word installed and then Follow these
step-by-step instructions to copy and paste text
Step 1 : Open an existing Word document or start a new document and
type your text.
Step 2 : To copy text, it will need to be selected or highlighted with the
mouse first. When the mouse pointer is moved over a text area, the pointer
will change from an arrow to a ‘text select’ or ‘I-beam’ icon.

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Step 3 : Select your text so that it’s highlighted.
Step 4 : Copy the text by clicking on the copy icon at the left-hand side of
the formatting ribbon.

Step 5 : Use the mouse to move the cursor to where you wish to paste the
copied text.
Step 6 : Click Paste to insert the copied text in its new place in your text.

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 Step 8 : Your text will now be duplicated in the new position in your
document.
Step 9 : Once text is highlighted, it’s also possible to copy and paste it
using a keyboard shortcut instead of the mouse, which some people find
easier. To copy, press and hold Ctrl (the control key) on the keyboard and
then press the C on the keyboard. To paste, press and hold down Ctrl and
then press V.
- See more at:
https://www.digitalunite.com/guides/microsoft-word/how-copy-and-paste-
text#sthash.n5ZyApPa.dpuf

File storage in a Windows environment is simple and straightforward. The

best way to access file storage is to use Windows Explorer, a software

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application that comes with Microsoft Windows. The Windows Explorer
environment allows for quick access to all the computer’s files. This includes
all drives including: floppy disk drive, hard drive (on the CPU) and CD-ROM
drives. The environment is also hierarchical in that folders may be created
within folders. Files, on the other hand, are saved within this hierarchy of
folders.

Left Click versus right click

When you look at your mouse, you should instantly notice that there are two
(or sometimes three) different buttons which can be clicked. For most
situations the user will use the left button. For this reason when people refer
to ‘click’ they are referring to left click. In contrast, clicking on the right
button is always referred to as ‘right click’. In this job aid we will always
refer to left click as ‘click’, and right click as ‘right click’.

File extensions
You may have noticed that file names are usually followed by a period and
three letters. This three letter sequence is known as the ‘file extension’ and
is a way for the computer to recognize what type of file you are opening.
Some of the more common file extensions are as follows:
Microsoft Word .doc
Microsoft Excel .xls
Microsoft PowerPoint
.ppt Images .gif or .jpg
Video .mov or .mpg
Sound or Audio .mp3 or .wav

Using Windows Explorer

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 Creating folders within the Windows Explorer environment is a relatively
easy task. This activity will teach the user how to do so.

1. Open Windows Explorer by holding down the WINDOWS key while pressing
the letter ‘e’ key. The interface is broken up into two main viewing areas: the
tree structure of all computer folders on the left panel; while the right panel
shows all folders and files belonging to the item currently selected in the left
Panel.
2. Before creating a new folder, the user must first decide where they want the
folder created. For this example we will create our first folder within the ‘C
drive’ (your hard drive). Click on the C drive (C:\) in the left window of the
Windows Explorer interface. The right hand side of the screen should show
all folders presently included within the C Drive.
3. Go to the Menu bar at the top of the screen and click on ‘File’. This opens a
drop menu.
4. Select ‘New’ and another drop menu will open.
5. Click on ‘Folder’. Instantly a new folder will be created in the ‘C Drive’ in
the right-hand side of the Windows Explorer Interface.
6. Type in the name which you want to give this folder and then press the
‘Enter’ key.
7. Now, within the folder you just created, create another folder to go into
this one. To do this simply repeat steps 2-6.

SAVING FILES WITHIN THE WINDOWS ENVIRONMENT

It is always a good idea to save your files on a regular basis. The folders
which you created in the last activity will be used during this activity as a
repository for saving your files. For this example we will use a hypothetical

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 situation of wanting to save a Microsoft Word Document into one of our
folders. Microsoft Word is a word processing program that allows the user to
make text files. The following explains the steps involved in saving a file to a
specific folder.

1. In the Microsoft Word environment click on ‘File’ in your top menu bar.
This will open a drop down menu.
2. Drag the cursor over ‘Save As’ in order to select it and then click. This will
open your saving window.
3. At the top of this window is a menu which allows you to select where you
want to save your file. ‘Double-click’ on the appropriate folders in order to
get to the folder in which the file will be saved.
4. At the bottom of this window are two menus; one is a place to write the
name of the file. ‘Double-click’ in this space to select the text.
5. Type in whatever name you want to give to your file.
6. The bottom most menu queries the user to select the type of file in which
this file will be saved on the hard drive. This topic is beyond the scope of
this workshop, but in most cases the Microsoft Word document will be saved
as a Word Document (.doc).
7. Click on the ‘Save’ button.
8. The document is saved in the correct place in the Windows file structure.
9. Using Windows Explorer, verify that your file is in the right place.

Making shortcuts to files and programs (desktop icons)

Making shortcuts is one way to more easily access important files or
programs in your computer environment. One way to do this is to create
icons which will sit on your desktop that instantly link you to the files or
programs you wish to open.

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1. Right-click on the file or program.
2. This will open a drop menu with different selections. Drag the cursor over
the item ‘Send to’, this will select it and open a new drop menu
adjacently.
3. Drag the cursor over the item ‘Desktop (create shortcut)’, it will become
highlighted.
4. Click on this item.
5. The new icon should now be on your desktop.
6. In the future double clicking on this icon will open your desired file or
program.
7. This icon is a shortcut and can be deleted at any time since it is not the
file itself.
Languages and your keyboard
You can set your keyboard to more than one language. Most likely English
and French will be used by most of us. Being able to change the keyboard is
important since French has accents while English does not. You can set the
language of your keyboard by doing the following:

1. Click on the ‘Start Menu’ in the bottom left-hand corner of your screen.
2. Select ‘Settings, this will open a new drop menu.
3. In the drop menu select ‘Control Panels’, by clicking it. This will open
a new window.
4. Double click on the ‘Keyboard’ icon, this will open a menu.
5. In this menu, you should see two tabs at the top, ‘Speed’ and
‘Language’, click on the language tab.
6. In order to add additional languages to your keyboard, click on the
‘Add’ button, which will open up a list of potential languages that can

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 be added.
7. Select the language which you would like to add, then click on ‘OK’.
8. Click the ‘Apply’ button on the ‘Keyboard’ menu.
9. Click on the ‘OK’ button on the “Keyboard’ menu.

There is another way to change the language of your keyboard. This process
is much simpler.
1. Click on the small LANGUAGE icon which appears in your taskbar. Your
task bar is in the bottom right hand corner of your computer screen. This
will open up a list of the different languages that are available to the user.
2. Select the language that you want to use and click on it. You are now
ready to type in text of that language.

Recycle Bin
Most Windows environments have a ‘Recycle Bin’ icon on their desktop This
is a place where old files no longer needed can be thrown away. Items in this
repository are not permanently lost; the recycle bin is merely a place to put
old files before they are permanently deleted. Here are two methods for
deleting old files (sending them to the recycle bin).

1. Click on the icon and hold the button down, this will select the file
or program to be moved.
2. Using the mouse, drag the item until it overlays the ‘Recycle Bin’.
3. When the ‘Recycle Bin’ icon becomes highlighted, release the button on
the mouse.
4. The file will now be in the
‘Recycle Bin’. OR
1. Right-click on an item; this will open a drop-down menu.

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2. Drag the cursor over ‘Delete’ and then click.
3. The item will now be in the ‘Recycle Bin’.

Although the items are now in the Recycle Bin, they are not permanently
lost. They are merely stored for the moment
In order to Empty your Recycle Bin, you must do the following:
1. Double-click on the ‘Recycle Bin’ icon. This will open up a Recycle Bin
window and show you all the files that have been placed here.
2. In the top menu bar, click on ‘File’, this opens a drop menu.
3. Select ‘Empty Recycle Bin’ and click.
4. The Recycle Bin is now empty.

Remember that once this is done, files are permanently lost and are not
recoverable unless you have some special recovery software. But don’t let it
get that far as the procedure is not always successful.

If you discover that there is a file in the Recycle Bin that you want to keep
after all, and then perform the following:

1. Double click on the ‘Recycle Bin’ icon; this opens the recycle bin window.
2. Right-click on the item to be recovered, this opens a drop menu.
3. Select and click ‘Restore’, this will replace the file to its original location.

Shortcut key strokes for Microsoft

Keyboard shortcuts are useful for computer users who want to improve

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efficiency and lower the risk of repetitive stress injuries by minimizing the
need to use a mouse. Key strokes also known as Keyboard commands, Hot
keys, or Shortcut Keys.

Here are some of the more useful shortcuts from the ‘File menu’:
New = CTRL + N
Open = CTRL +
O Save = CTRL
+S
Print = CTRL + P
Commands from the ‘Edit menu’:
Cut = CTRL + X
Copy = CTRL + C
Paste = CTRL + V
Select = All CTRL +
A Find = CTRL + F
Undo = CTRL + Z
Open a Word document (.doc) and practice some of these shortcuts. Ask the
facilitators if needed.

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 SELFF - CHECK 2.2_2

Match Column A with Column B

A B
1. New a. CTRL + S
2. Open b. CTRL + O
3. Save c. CTRL + N
4. Print d. CTRL + P
5. Cut e. CTRL + X
6. Copy f. CTRL + Z
7. Paste g. CTRL + V
8. Select h. All CTRL + A
9. Find i. CTRL + F
10. Undo j. CTRL + C

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ANSWER KEY TO SELFF - CHECK 2.2_2

1. New = CTRL + N
2. Open = CTRL + O
3. Save = CTRL + S
4. Print = CTRL + P
5. Cut = CTRL + X
6. Copy = CTRL + C
7. Paste = CTRL + V
8. Select = All CTRL + A
9. Find = CTRL + F
10. Undo = CTRL + Z

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 LEARNING OUTCOME 3
ACCESS INFORMATION USING COMPUTER

CONTENTS:
□ Relevant types of software
□ Business application
□ System software
□ Basic ergonomics of keyboard and computer user

ASSESSMENT CRITERIA:
1. Correct program/application selected based on job requirements
2. Program/Application containing the information required accessed
according to company procedures
3. Desktop icons correctly selected, opened and closed for navigation
purposes
4. Keyboard techniques carried out in line with OHS requirements for safe
use of keyboards

CONDITIONS:
Students/trainees must be provided with the following:
□ Equipment:
1 unit of computer
Voltage regulator / UPS
□ Learning materials:

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 learning manuals
Work instruction
Hand-outs
□ Supplies/ materials:
Operating system
Application program
Disks

METHODOLOGIES:
□ Lecture-demonstration
□ Self-paced instruction
□ Group discussion

ASSESSMENT METHODS:
□ hands-on
□ Direct observation
□ Practical demonstration

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 LEARNING EXPERIENCES

LEARNING OUTCOME : ACCESS INFORMATION USING COMPUTER

Learning Activities Special Instructions
Read information sheet 2.3_1 access After reading this information sheets,
information using computer you must be able to answer self-
check 2.3_1

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 INFORMATION SHEET 2.3_1
ACCESS INFORMATIONS USING COMPUTER

Business software or business application is any software or set of

computer programs that are used by business users to perform various
business functions. These business applications are used to increase
productivity, to measure productivity and to perform business functions
accurately. By and large, business software is likely to be developed
specifically for a business and therefore is not easily transferable to a
different commercial enterprise, unless its nature and operation is identical.
This is due to the unique requirements of each business that off-the-shelf
software in unlikely to completely address. However, where an on-the-shelf
solution is necessary, due to time or monetary considerations, some level of
customization is likely to be required. Exceptions do exist, depending on the
business in question, and thorough research is always required before
committing to bespoke or off-the-shelf. Some business applications are
interactive, i.e., they have a graphical user interface or user interface and
users can query/modify/input data and view results instantaneously. They
can also run reports instantaneously. Some business applications run in
batch mode i.e. they are set up to run based on a predetermined event/time
and business user does not need to initiate them or monitor them.

Some business applications are built in-house and some are bought from
vendors (off the shelf software products). These business applications either
are installed on desktops or on big servers. Prior to the introduction of

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COBOL (a universal compiler) in 1965, businesses developed their own
unique machine language

Some of our favorite software tools and Web services that we deem the
best for powering small and medium-size businesses. Of course, not every
business needs every type of program or service, but if your small business
could use some help in any of the categories below, here are some lists
which will give you a pretty good shot at picking a winner.

Accounting Software

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QuickBooks: The industry standard in financial management

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The flowchart-based accounting of QuickBooks is as close to a standard in
financial management as the small-business world has, and it's arguably the
easiest way for nonprofessionals to transfer their books from the filing
cabinet to the computer, where they belong. Most actions, from cutting a
check to billing a client, are just a click or two away from the start screen.

Backup and Recovery

Mozy's remote backup service lets you select what you want to back up. You
can (and should) regularly back up files to an external hard drive or NAS
(network-attached storage) device in your office--but what if the whole place

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goes up in smoke? Hedge your bet with an online backup service like Mozy,
which automatically archives whatever you'd like across the Internet, safe
and sound. Just select what you want backed up, and Mozy does the rest,
either in bulk while you sleep, or in real time, as files are changed
Blogging Tool
WordPress offers one of the easiest blogging platforms you can find--and it's
free.
If your business still doesn't have a blog--one of the best ways around to
provide up-to-date company and product news--you're only about three
years behind the curve. Hey, it's not too late to catch up: WordPress installs
in minutes (it even offers a free, hosted option on WordPress.com), and the
platform is dazzlingly easy to use (the site's home page carries an ad for
WordPress for Dummies, but we doubt you'll need to crack that volume).

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WordPress so simple, your team will be begging to contribute to the blog
instead of whining that it's too laborious.

Calendar

Mozilla's Sunbird calendaring application can be integrated with its

Thunderbird e mail platform. Mozilla's Thunderbird (our e-mail pick; see that
category below) lacks a calendar, so most business users rely on the equally

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free Sunbird for scheduling. It's a very straightforward application, with day,
week, and month views, and even a publishing feature to enable sending
your calendar to a Web site, should you wish to make it public. Get the
Lightning plug-in to integrate Sunbird directly with Thunderbird.

Collaboration
The Vyew online conferencing/collaboration platform includes a useful
whiteboard. With Vyew, anyone can host an Internet session that lets
scattered colleagues work together on a project in real time. This Web
conferencing platform gives you a very simple whiteboard where you can
upload documents for discussion, share your desktop, or create designs from
scratch. You don't even have to register to use Vyew, but if you do, you get
access to VoIP and other audio services. (free for up to 20 live participants;
additional services extra)

Collaboration/Office Suite

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Google Docs lets a team share and collaborate on spreadsheets and
documents.
If your team members all have Google accounts (and why wouldn't they?),
sharing files and collaborating on them simultaneously and in real-time is a
snap with Google Docs. A word processor and spreadsheet are your only
choices--no free-form whiteboarding here--but the service is free and easy as
pie

to operate. Upgrading to the Premier Edition brings extra space (a 25GB limit
versus 7GB for free) and a conference-room scheduling system.

CRM

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Salesforce.com offers many sales- and lead-tracking tools. Customer
relationship management isn't just for the Fortune 500. Even one-person
shops can benefit from a more ordered approach to managing the sales
process, tracking leads, and ensuring that follow-ups are done in a timely
fashion. Salesforce.com requires some training and patience due to its
vastness, but its exhaustive feature set and affordable pricing options make
it a business must-have.

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Database
FileMaker Pro is more intuitive than Access, with many prebuilt templates to
get you started. Access is a part of many editions of Microsoft Office, but if
you don't already have that database program in your toolkit, consider
springing for FileMaker Pro instead. This database application is more
intuitive than Access, while offering high-end features like live SQL data
source support and easy Web-publishing capabilities, so your whole team
can access the database via a browser. And its array of prebuilt templates
helps

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you get up and running in no time.

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E-Commerce Service
You'd be surprised at some of the sophisticated things being done with the
simple e-commerce service at Yahoo Small Business. Yahoo provides
everything from templates and wizards to credit-card processing and sales-
tax collection. If you sell less than 50,000 units, this is definitely one of the
easiest and quickest ways to go online. Even better: A small army of third-
party developers stands ready to create Web designs that work specifically
with the service. If you have Microsoft Office, you already have Outlook, the
industry-standard e-mail app. But if you're looking to save a buck and still
get most of Outlook's features, Thunderbird is a capable, free alternative.
Message tagging and a speedy, Integrated search system actually offer a
few improvements over off-the-rack Outlook. Yahoo's Zimbra Desktop
includes an impressive calendar as well as e-mail and contact tools. Another
interesting, non-Outlook e-mail option is Zimbra Desktop, which Yahoo
acquired earlier this year. In simple terms, the Zimbra Desktop is an offline
version of Zimbra's capable Web-based e-mail manager. It includes
everything a small- business user needs: a contact manager, an impressive
calendar, a to-do list, and even a simple, integrated document manager for
quick note-taking.

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E-Mail Marketing

Topica provides an affordable e-marketing platform. Don't call it spam:

Communicating via e-mail with your customers is cool, as long as they opt in.
Topica has been in the e-mail marketing/mailing-list game for years, and
most spam filters are pretty kind to messages that are sent through its
service. Topica is also one of the most affordable of such e-mail marketing
platforms that you can find on the Web--and it sure beats running a mailing
list server yourself.

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Page 85 of 147
Instant Messaging
You don't have to run four different instant-messaging applications just to
communicate with your clients and with everyone in your office.
Multiprotocol software like Pidgin allows you to communicate with users
across more than a dozen IM services: Not just AIM, ICQ, and other biggies,
but also lesser-known ones like Gadu-Gadu (it's Polish) and Zephyr. Trillian is
similar, but it supports fewer services.

Invoicing

Zoho Invoice offers simple, flexible Web-based billing. Don't need a full-
fledged accounting app like QuickBooks? Zoho Invoice is a near-perfect Web-
based solution for managing simple billing needs. Create and manage
customer accounts, build invoices, and then print or e-mail them with a
mouse click. You can also tie in your use of Invoice with Zoho's other, extra-
cost business services. See our full review of Zoho Invoice.

Mobile Device Remote Access

It's one thing to be stuck in an airport without access to a critical file back at
the office, but what if you don't even have access to a computer? Enter
SoonR, which lets you snag files from your PC or Mac via a mobile phone.
SoonR isn't built for serious data transfer needs--but it just might get you out
of a jam when it counts.

Office Suite
Like it or not, any business, big or small, probably needs at least one copy of
Microsoft Office somewhere in the building. All of the suite's applications are

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simply too close to being industry standards to ignore. It can be pricey, but
you likely needn't worry about upgrading to the latest version--anything
produced since the turn of the century should do. The OpenOffice
productivity suite is mostly compatible with Microsoft Office. Don't want to
fork over beaucoup bucks for Office? We can't blame you--and this
alternative suite will work for 95 percent of your productivity needs.
OpenOffice.org is mostly compatible with Microsoft Office, and operations are
similar enough that any Microsoft user should have no trouble using it. The
big three apps--word processor, spreadsheet, and presentation tool--are all
here,

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along with a simple database and drawing tool. One caveat: OpenOffice has
trouble with Office 2007 files; but the imminent new version, OpenOffice 3, is
said to remedy that limitation.

A lot more software can be found in the web, depending on the need f the
user.

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 SELF – CHECK 2.3_1
1. is a near-perfect Web-based solution for managing simple
billing needs.
2. Multiprotocol software like allows you to communicate with
users across more than a dozen IM services:
3. provides an affordable e-marketing platform.
4. Mozilla's calendaring application can be integrated with its
Thunderbird e mail platform
5. is the industry standard in financial management
6. offers one of the easiest blogging platforms you can find--
and it's free.
7. is more intuitive than Access, with many prebuilt templates
to get you started.
8. is any software or set of computer programs that are used by
business users to perform various business functions.

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 ANSWER KEY TO SELF – CHECK 2.3_1
1. Zoho Invoice
2. Pidgin
3. Topica
4. Sunbird
5. QuickBooks:
6. WordPress
7. FileMaker Pro
8. Business software or business application

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 LEARNING OUTCOME 4
PRODUCE OUTPUT/DATA USING COMPUTER SYSTEM
CONTENTS:
□ Relevant types of software
□ Computer peripherals
□ Storage devices and basic categories of memory

ASSESSMENT CRITERIA:
1. Entered data processed using appropriate software commands
2. Data printed as required using computer hardware/peripheral devices
in accordance with standard operating procedures
3. Files and data transferred between compatible systems using
computer software, hardware/peripheral devices in accordance with
standard operating procedures

CONDITIONS:
□ Equipment:
1 unit of computer
Printer
Voltage regulator/ UPS
□ Learning materials:
Learning
manuals Work
Instruction Hand-
outs
□ Supplies/ materials:
Operating system
Application
program Disks

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METHODOLOGIES:
□ Lecture-demonstration
□ Self-paced instruction
□ Group discussion

ASSESSMENT METHODS:
□ Hands-on
□ Direct observation
□ Practical demonstration

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 LEARNING EXPERIENCES /ACTIVITIES

LEARNING OUTCOME 1: PRODUCE OUTPUT/DATA USING COMPUTER

SYSTEM
Leaning Activities Special instructions
Read information sheet 2.4_1, After reading the information sheet ,
produce output /data using computer you must be able to answer self
system check 2.4_1
Read information sheet 2.4_2, After reading the information sheet ,
Display Screens you must be able to answer self
check 2.4_2

INFORMATION SHEET 2.4_1

PRODUCE OUTPUT /DATA USING COMPUTER SYSTEM

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 OUTPUT DEVICES: PRINTERS
C. Output Devices - Any piece of computer hardware that displays results
after the computer has processed the input data that has been entered.

1. Computer Display Monitor- It displays information in visual form,

using text and graphics. The portion of the monitor that displays the
information is called the screen or video display terminal.

Types of Monitor

a. CRT Monitors - Cathode Ray

Fi ure 19. Tubes (CRT) were the only type of
g
displays for use with desktop
thode PCs. They are relatively big (14"
Ca
y Tube to 16" deep) and heavy (over 15
Ra
nitor lbs).
Mo
b. LCD Monitors - Liquid Crystal
Display (LCD) technology has been
used in laptops for some time. It has
recently been made commercially
available as monitors for desktop
PCs.
Figure 20.
Liquid Crystal Display Monitor

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 c. LED Monitors
(Light Emitting Diode) - A display
and lighting technology used in
almost every electrical and
electronic product on the market,
from a tiny on/off light to digital
Figure 21
Light Emitting Diode Monitor readouts, flashlights, traffic lights
and perimeter lighting.
2. LCD Projectors- utilize two sheets
of polarizing material with a liquid
crystal solution between them. An
electric current passed through the
liquid causes the crystals to align so
that light cannot pass through them.
Each crystal, therefore, is like a
shutter, either allowing light to pass
through or blocking the light.

3. Smart Board - A
type of display screen Figur
that has a touch e 23.
sensitive transparent Figure 22.
panel covering the LCD Projector Smart
screen, which is similar Board
to a touch screen.

Doc. No.
COMPETENCY BASED
LEARNING MATERIAL Issued by: Page of
IN

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 Revision No.
COMPUTER
SYSTEMS SERVICING
NC II
4. Printer - A device that prints text or illustrations on paper.

Types of printer

Ink-Jet or Bubble-Jet
Figure 24 Printer - sprays ink at a
sheet of paper. Ink-jet
Ink- printers produce high-
Jet quality text and graphics.
Printer

Laser Printer - Uses the

Figure 25. same technology as copy
machines. Laser printers
Laser produce very high
printer quality text and
graphics.

Doc. No.

Page 96 of 147
 COMPETENCY BASED Issued by: Page of
LEARNING MATERIAL IN

COMPUTER SYSTEMS Revision No.

SERVICING NC II

LCD and LED Printer-

Figure 26. Similar to a laser printer,
but uses liquid crystals or
LCD Printer light-emitting diodes
rather than a laser to
produce an image on the
drum.
Line Printer - Contains a
Figure 27 chain of characters or pins that
print an entire line at one
Line Printer time. Line printers are very
fast, but produce low-quality
print.

Thermal Printer- An
Figure 28. inexpensive printer that works
by pushing heated pins against
Thermal heat-sensitive paper. Thermal
Printer printers are widely used in
calculators and fax machines.

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5. Speakers - Used to play sound. They may be built into the system unit or
connected with cables. Speakers allow you to listen to music and hear sound
effects from your computer.

Technical details

A printer is a device that prints your texts or graphics on paper.

- The output on paper or acetate sheets is called printout or hard copy.

- A program in your computer, called the printer driver, converts data
into a form that your printer can understand.
- A print spooler stores files to be printed when the printer is ready.
It lets you change the order of documents in the queue and cancel
specific print jobs.
- The output quality or resolution is measured in dpi or dots per inch.
- The speed of your printer is measured in pages per minute (ppm).
- In a network, users can share a printer connected to a print server, a
computer that stores the files waiting to be printed.

Types of printers

A dot-matrix printer uses a group, or matrix, of pins to create precise

dots. A print heading containing tiny pins strikes an inked ribbon to make
letters and graphics. This impact printing technology allows shops, for
example, to print multi-part forms such as receipts and invoices, so it's
useful when self- copying paper is needed. It has two important
disadvantages: noise and a relatively low resolution (from 72 to 180 dpi).

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An ink-jet printer (also called bubble-jet) generates an image by spraying
tiny, precise drops of ink onto the paper. The resolution ranges from 300 to
1200 dpi, suitable for small quantities or home use. A standard ink-jet has a
three-color cartridge, plus a black cartridge. Professional ink-jets have five-
color cartridges, plus black; some can print in wide format, ranging from 60
cm up to 5 m, ( for printing advertising graphics).

Some ink-jets based printers can perform more than one task. They are
called multi-function printers because they can work as a scanner, a fax as
well as a printer. Some units accept memory cards and print photos directly
from a camera.

A laser printer uses a laser beam to fix the ink to the paper. A laser works
like a photocopier; a powder called a toner is attracted to paper by an
electrostatic charge and then fused on by a hot roller.

Laser printers are fast and produce a high resolution of 1200 to 2400 dpi, so
they are ideal for businesses and for proofing professional graphics work.

Lasers use a page description language or PDL, which describes how to

print the text and draw the images on the page. The best-known languages
are Adobe PostScript an HP Printer Control Language.

A professional imagesetter is a typesetting printer that generates very high

resolution output (over 3540 dpi) on paper or microfilm. It's used for high-
quality publications.

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A plotter is a special type of printer which uses ink and fine pens held in a
cartridge to draw detailed designs on paper. It's used in computer-aided
design, maps, 3 D technical illustrations, etc.

SELF CHECK 2.4_1

A. Complete these sentences with the words in 'Technical details'.
1. A uses a group, or matrix, of pins to create precise dots. A
print heading containing tiny pins strikes an inked ribbon to make
letters and graphics.
2. An (also called bubble-jet) generates an image by
spraying tiny, precise drops of ink onto the paper.
3. A uses a laser beam to fix the ink to the paper. A laser
works like a photocopier;
4. A professional is a typesetting printer that generates very
high resolution output (over 3540 dpi) on paper or microfilm.
5. is an inexpensive printer that works by pushing heated
pins against heat-sensitive paper.
6. contains a chain of characters or pins that print an entire
line at one time.

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 7. sprays ink at a sheet of paper. Ink-jet printers produce
high-quality text and graphics.
8. A is a special type of printer which uses ink and fine pens held
in a cartridge to draw detailed designs on paper.
B. Choose the most suitable type of printer for these situations from
the descriptions in 'Types of printers'.
1. A home user who wants to print text documents and family photographs
2. business people who need to print in large quantities at high quality in an
office
3. Engineers who want to make detailed line drawings
4. Professional typesetters in desktop publishing (to publish catalogues and
magazine)
5. A company that wants to print carbon copies of bills and receipts
ANSWER TO SELF CHECK 2.4_1

A
1. dot-matrix printer
2. ink-jet printer
3. laser printer
4. imagesetter
5. Thermal Printer
6. Line Printer
7. Ink-Jet or Bubble-Jet Printer
8. plotter
B
1. ink jet
2. laser printer
3. imagesetter

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 4. ink jet
5. dot matrix

INFORMATION SHEET
2.4_2 DISPLAY SCREENS

CRTs and LCDs

The screen on a computer is often known as the monitor, or VDU (Visual

Display Unit). Inside the computer, there is a video card which produces
images and sends signals to the monitor.

When choosing a monitor, you have to take into account a few basics.

- Type of display – the choice is between a CRT or an LCD screen.

The Cathode Ray Tube of a monitor is similar to a traditional TV set. It has

three electron guns (one for each primary colour; red, green and blue) that

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strike the inside of the screen which is coated with substances called
phosphors, which glow and create colours. CRTs are cheap, but they are
heavy, can flicker and emit radiation.

A Liquid Crystal Display is made of flat plates with a liquid crystal solution
between them. The crystals block the light in different quantities to create
the image. Active-matrix LCDs use TFT (Thin Film Transistor) technology in
which each pixel has its own transistor switch. They offer better quality
and take up less space, so they are replacing CRTs.

- Screen size – the viewing area is measured diagonally; in other words, a

17'' screen measures 17 inches from top left corner to the bottom right.

- Resolution – the clarity of the image depends on the number of pixels

(short picture elements) contained on a display, horizontally and vertically. A
typical resolution is 1024 x 768. The sharpness of images is affected by dot
pitch, the distance between the pixels on the screen, so a dot pitch of 0.28
mm or less will produce a sharp image.

- Brightness – the luminance of images is measured in cd/m² (candela per

square meter).

- Color depth – the number of colours a monitor can display. For example, a
VGA monitor produces 256 colours, enough for home users; a SuperVGA can
produce up to 16.7 million colours, so is ideal for photographic work and
video games.

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- Refresh rate – the number of times that the image is drawn each second.
If a monitor has a refresh rate of 75 Hz, it means that the screen is scanned
75 times per second. If the rate is low, you will notice a flicker, which can
cause eye fatigue.

SELF CHECK 2.4_2

A. Read the text on 'CRTs and LCDs' and then corrects these false
statements.

1. The images shown on a monitor are not generated by the video card.
2. All visible colors can be made from mixing the three primary colors of red,
yellow and blue.
3. Typical CRT-based displays occupy less space than LCD displays.
4. Active matrix LCDs do not use a technology called TFT.
5. The size of the screen is measured horizontally.

B. Match each term with the correct definition.

1. phosphors 2. LCD screen

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3. pixel
b) a flat-panel display which works by
4. dot pitch
emitting light through a special
5. refresh rate
liquid
c) the space between a display's
pixels
d) the smallest element in a
displayed image
e) materials that emit light and
a) the frequency at which a monitor
produce colors when they are
renews its image, measured in Hz
activated by an electron beam

ANSWER KEY TO SELF CHECK 2.4_2

1. e
2. b
3. d
4. c
5. a

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 LEARNING OUTCOME 5
USE BASIC FUNCTION OF A WEB BROWSER TO LOCATE
INFORMATIONS

ASSESSMENT CRITERIA:
1. Information requirements for Internet search established
2. Browser launched
3. Search engine loaded
4. Appropriate search criteria and/or URL of site entered
5. Relevant links followed to locate required information
6. Useful pages bookmarked or printed as required

CONTENTS:
 Web surfing

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  Web browsers
□ Search engines
□ URLS and keywords
□ Links
□ Book marking

CONDITIONS:
□ Equipment:
1 unit of computer
Voltage regulator/ UPS
□ Learning materials:
Learning manuals
Work Instruction
Hand-outs

□ Supplies/ materials:
Operating system
Application
program Disks
- Paper

METHODOLOGIES:
□ Lecture-demonstration
□ Self-paced instruction
□ Group discussion

ASSESSMENT METHODS:
□ Hands-on

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 • Direct observation
• practical demonstration

LEARNING EXPERIENCES/ACTIVITIES

L earning outcomes 5: Use Basic Function Of A Web Browser

To
Locate Information
Learning activities Special Instructions
Read information sheet 2.5_1, use After reading this information sheet,
basic function of a web browser to you must be able to answer self-
locate information check 2.5_1

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 INFORMATION SHEET 2.5_1
USE BASIC FUNCTION OF A WEB BROWSER TO LOCATE INFORMATION

SURFING THE WEB.

To navigate through the World Wide Web or Internet, usually by clicking
with a mouse is called Surfing the Web. The term also has a generic
meaning of spending time on the Internet.

A web browser (commonly referred to as a browser) is a software

application for retrieving, presenting, and traversing information resources
on the World Wide Web. An information resource is identified by a Uniform
Resource Identifier (URI/URL) and may be a web page, image, video or other
piece of content. The most popular web browsers that are used today are

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Mozilla Firefox, Google Chrome, Microsoft Internet Explorer, Apple Safari
and the Opera browser.

URL stands for Uniform Resource Locator, and is used to specify

addresses on the World Wide Web. A URL is the fundamental network
identification for any resource connected to the web (e.g., hypertext pages,
images, and sound files). URLs have the following format:
protocol://hostname/other_information.

If you've been surfing the Web, you have undoubtedly heard the term URL
and have used URLs to access HTML pages from the Web. It's often easiest,
although not entirely accurate, to think of a URL as the name of a file on the
World Wide Web because most URLs refer to a file on some machine on the
network. However, remember that URLs also can point to other resources on
the network, such as database queries and command output.
Definition:
URL is an acronym for Uniform Resource Locator and is a reference (an
address) to a resource on the Internet.

A URL has two main components:

□ Protocol identifier: For the URL http://example.com, the protocol
identifier is http.
□ Resource name: For the URL http://example.com, the resource name is
example.com.

Note that the protocol identifier and the resource name are separated by a
colon and two forward slashes. The protocol identifier indicates the name of
the protocol to be used to fetch the resource. The example uses the

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Hypertext Transfer Protocol (HTTP), which is typically used to serve up
hypertext documents. HTTP is just one of many different protocols used to
access different types of resources on the net. Other protocols include File
Transfer Protocol (FTP), Gopher, File, and News.

The resource name is the complete address to the resource. The format of
the resource name depends entirely on the protocol used, but for many
protocols, including HTTP, the resource name contains one or more of the
following components:
Host Name
The name of the machine on which the resource lives.
Filename
The pathname to the file on the machine.
Port Number
The port number to which to connect (typically optional).
Reference
A reference to a named anchor within a resource that usually identifies a
specific location within a file (typically optional).

For many protocols, the host name and the filename are required, while
the port number and reference are optional. For example, the resource name
for an HTTP URL must specify a server on the network (Host Name) and the
path to the document on that machine (Filename); it also can specify a port
number and a reference

1. Why do I need a search engine?

For the same reason you need a card catalogue in a library. There is lots of
great and useful information in a library, but it's physically impossible to

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examine all the books personally. Not even the most indefatigable web-
surfer could hyperlink to all the documents in the aptly named World Wide
Web. There are billions of pages on the Web. And every minute of the day,
folks are posting more. The search engines and directories help you sift
through all those 1's and 0's to find the specific information you need.
2. If it's impossible to examine all the documents on the Web, how
do the search engines do it?
They use software programs known as robots, spiders or crawlers. A robot is
a piece of software that automatically follows hyperlinks from one document
to the next around the Web. When a robot discovers a new site, it sends
information back to its main site to be indexed. Because Web documents are
one of the least static forms of publishing (i.e., they change a lot), robots
also update previously catalogued sites. How quickly and comprehensively
they carry out these tasks varies from one search engine to the next.
3. Which search engine is "the biggest"?
They'd all like you to believe they're either "the biggest" or, if they can't
possibly claim that, "the best."
Google currently claims to index over 3.3 billion pages, while Alltheweb.com
(one of Yahoo’s many search properties) claims to index over 3.1 billion.
Search engines which demand that site owners pay to have their sites
indexed, such as AskJeeves, index fewer pages.

4. How Do Search Engines Work, Technologically?

Search engines have two major functions: crawling and building an index,
and providing search users with a ranked list of the websites they've
determined are the most relevant.

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Imagine the World Wide Web as a network of stops in a big city subway
system. Each stop is a unique document (usually a web page, but
sometimes a PDF, JPG, or other file). The search engines need a way to
“crawl” the entire city and find all the stops along the way, so they use
the best path available links.

Crawling and Indexing

Crawling and indexing the billions of documents, pages, files, news, videos,
and media on the World Wide Web.

Providing Answers
Providing answers to user queries, most frequently through lists of relevant
pages that they've retrieved and ranked for relevancy.

The link structure of the web serves to bind all of the pages
together.
Links allow the search engines' automated robots, called "crawlers" or
"spiders," to reach the many billions of interconnected documents on the
web. Once the engines find these pages, they decipher the code from them
and store selected pieces in massive databases, to be recalled later when
needed for a search query. To accomplish the monumental task of holding
billions of pages that can be accessed in a fraction of a second, the search
engine companies have constructed datacenters all over the world. These
monstrous storage facilities hold thousands of machines processing large
quantities of information very quickly. When a person performs a search at
any of the major engines, they demand results instantaneously; even a one-
or two-second delay can cause dissatisfaction, so the engines work hard to
provide answers as fast as possible.

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Search engines are answer machines. When a person performs an online
search, the search engine scours its corpus of billions of documents and does
two things: first, it returns only those results that are relevant or useful to
the searcher's query; second, it ranks those results according to the
popularity of the websites serving the information. It is both relevance and
popularity that the process of SEO is meant to influence.

How do search engines determine relevance and popularity?

To a search engine, relevance means more than finding a page with the right
words. In the early days of the web, search engines didn’t go much further
than this simplistic step, and search results were of limited value. Over the
years, smart engineers have devised better ways to match results to
searchers’ queries. Today, hundreds of factors influence relevance, and we’ll
discuss the most important of these in this guide. Search engines typically
assume that the more popular a site, page, or document, the more valuable
the information it contains must be. This assumption has proven fairly
successful in terms of user satisfaction with search results. Popularity and
relevance aren’t determined manually. Instead, the engines employ
mathematical equations (algorithms) to sort the wheat from the chaff
(relevance), and then to rank the wheat in order of quality (popularity).
These algorithms often comprise hundreds of variables. In the search
marketing field, we refer to them as “ranking factors.” Moz crafted a
resource specifically on this subject: You can surmise that search engines
believe that Ohio State is the most relevant and popular page for the
query “Universities” while the page for Harvard is less relevant/popular.

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How Do I Get Some Success Rolling In? Or, how search marketers
succeed?
The complicated algorithms of search engines may seem impenetrable.
Indeed, the engines themselves provide little insight into how to achieve
better results or garner more traffic. What they do provide us about
optimization and best practices is described below:

SEO Information from Google Webmaster Guidelines

Google recommends the following to get better rankings in their search
engine:
□ Make pages primarily for users, not for search engines. Don't deceive
your users or present different content to search engines than you display
to users, a practice commonly referred to as "cloaking."

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 □ Make a site with a clear hierarchy and text links. Every page should be
reachable from at least one static text link.
□ Create a useful, information-rich site, and write pages that clearly and
accurately describe your content. Make sure that your <title> elements
and ALT attributes are descriptive and accurate.
□ Use keywords to create descriptive, human-friendly URLs. Provide one
version of a URL to reach a document, using 301 redirects or the
rel="canonical" attribute to address duplicate content.

SEO Information from Bing Webmaster Guidelines

Bing engineers at Microsoft recommend the following to get better rankings
in their search engine:
□ Ensure a clean, keyword rich URL structure is in place.
□ Make sure content is not buried inside rich media (Adobe Flash Player,
JavaScript, Ajax) and verify that rich media doesn't hide links from
crawlers.
□ Create keyword-rich content and match keywords to what users are
searching for. Produce fresh content regularly.
□ Don’t put the text that you want indexed inside images. For example, if
you want your company name or address to be indexed, make sure it is

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 not displayed inside a company logo.

5. What's the difference between a Web directory like Yahoo and a Web
search engine like Google?

There is less difference now than there used to be, because many search
engines, including Google, have built large subject catalogues to help you
search. But think of a Web directory as a subject catalogue--something
like the subject catalogue in your local library. Yahoo started out as a
directory but is now de-emphasizing that aspect of their broadly-based
business.

However, directories such as The Open Directory aka dmoz and the Google
Directory attempt to organize Web by dividing it into topics and subtopics.
Some examples include: Arts, Science, Health, Business, News,
Entertainment. If you're looking for information on the Web that fits neatly
into an obvious subject or category, go first to a web directory.

Think of a Web search engine as an index that enables you to seek out
specific words and phrases. With the search engine's help, you can locate
individual appearances of such words in documents all over the Web.

This can be both a blessing and a curse--but it's more commonly the latter!
You are likely to get far too many hits. Or you might discover that your
keyword has meanings you didn't anticipate. Rarely, you might get no hits at
all.
In brief, here's a quick run-down of some well-known general topic search
engines:

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Yahoo's directory, the Google Directory, and the Open Directory Project
(dmoz) are web directories -- essentially subject indices. They began as
attempts to catalogue important/useful pages on the Web. Search on a
subject or topic. If you know exactly what subject you're searching for, and
have a good sense of how to find your subject within a hierarchies of larger
subjects, a directory is a good place to start.

Google was one of the newer search engines, but it rapidly become the
favorite. In fact, the word is commonly used as a verb, a synonym for
searching: "I'm going to google the web to find the info I need." Google is
thorough and fast. Its technology considers pages that are linked from many
other sites to be more important than pages that only have a few links from
other sites. In other words, if many webmasters consider a website valuable
enough to create a link to it, Google considers that a good reason to justify a
high ranking for that site.

Confusingly, while Yahoo’s search functionality was for a couple of years

been based on Google. In fact, Yahoo was one of Google's investors. As of
March, 2004, however, that partnership ended, and Yahoo is now developing
their own search technology, which will probably be based on search
algorithms they obtained when they acquired Inktomi.

Meanwhile, Microsoft’s search and MSN.com have also been based on

Inktomi's technology. (Inktomi provided the technology for one of the hot
search engines of the 1990s, Hotbot. For more info on 1990s search
engines, see our historical information page for more details). Microsoft
reports that it is working to develop its own inhouse search technology to
replace Inktomi, but there is no fixed date for the cutover.

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Alltheweb is also one of the newer search engines. It claims to be faster and
more efficient than other search engines, with the largest index and the
most rapid look-up times. Alltheweb has been acquired by Yahoo, and may at
some point be integrated with Inktomi.

AltaVista was the favorite of web searchers a few years ago, but Google blew
it out of the water. It still provides users with excellent search refinement
capabilities, though. Altavista has also been acquired by Yahoo.

Lycos was one of the original Web search engines, but has morphed into a
general web portal with something of a European focus (it was bought by a
Spanish company now called Terra/Lycos). Its actual search results are
based on the Inktomi engine.

HotBot, as noted above, was the original Inktomi-based search engine, but
has largely faded into somewhat unjustified obscurity. It was at one time
rated fastest and most accurate product for business and professional
purposes, and still is a good alternative to the more popular engines if you
are trying to track down information about a specific person.

Excite was a concept-based search engine. We wrote quite a bit about this
concept when web search was in its infancy. It was an interesting idea, but
concept-oriented search is now web history. Excite.com still maintains a
website and a directory, though.
6. How can I get a higher search engine ranking for my website?
It used to be true that if you posted a page on the Web, sooner or later the
search engines would find it and index it, as long as it's not too deep into the

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particular site's hierarchy (i.e, "deep" refers to how many clicks your site is
from the site's main page).
To some extent, this may still be true. But as the Web has exploded in size,
it's obvious that less and less of it is actually being found and indexed by
search engines.

Self Check 2.5_1

Direction: Match column A with column B. Write the corresponding letter
only
A
1. Uniform Resource Locator
2. Protocol identifier
3. Host Name
4. Filename
5. Reference
B
a. The pathname to the file on the machine.
b. A reference to a named anchor within a resource that usually
identifies a specific location within a file (typically optional).
c. A reference (an address) to a resource on the Internet.
d. Identifies the types of protocol being used in a certain information
e. The name of the machine on which the resource lives.

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 Answer Key to Self Check 2.5_1

1. c
2. d
3. e
4. a
5. b

LEARNING OUTCOME 6
MAINTAIN COMPUTER EQUIPMENT AND SYSTEM

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CONTENTS:
□ Security measures
□ Anti-virus software/programs
□ File management

ASSESSMENT CRITERIA:
1. Procedures for ensuring security of data, including regular back-ups
and virus checks implemented in accordance with standard
operating procedures
2. Basic file maintenance procedures implemented in line with
standard operating procedures

CONDITIONS:
□ Equipment:
1 unit of computer
Voltage regulator/ UPS
□ Learning materials:
Learning manuals
Work Instruction
Hand-outs
□ Supplies/ materials:
Operating system
Application program

METHODOLOGIES:
□ Lecture-demonstration
□ Self-paced instruction
□ Group discussion

ASSESSMENT METHODS:

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 □ Hands-on
□ Direct observation
□ Practical demonstration

LEARNING EXPERIENCES/ACTIVITIES

Learning outcomes 6: Maintain Computer Equipment And System

Learning activities Special Instructions
Read information sheet 2.6_1, After reading this information sheet,
Maintain Computer Equipment And you must be able to perform
System operation sheet 2.6_1
Read information sheet 2.6_2, After reading this information sheet,
Personal Protective Equipment you must be able answer self check
2.6_1

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Read information sheet 2.6_3, After reading this information sheet,
Removing Viruses From Infected you must be able to perform
Machines operation sheet 2.6_3
Read information sheet 2.6_4, After reading this information sheet,
Inspecting And Testing you must be able to perform Job
Computer System And Networks sheet 2.6_4

INFORMATION SHEET 2.6_1

MAINTAIN COMPUTER EQUIPMENT AND SYSTEM

Introduction:

Planning and preparing systematic maintenance procedure will save

time, money and frustration. It is a good idea and opportunity to learn the
proper care and maintenance of your computer.

PC maintenance is an important topic for anyone who owns a PC.

Looking after your PC properly ensures you of trouble-free use. Regular
PC maintenance also keeps the machine’s performance optimal.

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 A. Plan Maintenance Procedures for Computer System and Networking.

1. Design a systematic maintenance plan for hardware.

□ Monitoring, evaluating and updating plan.
□ Place your computer in a well ventilated area.
□ Schedule use of computers for its longer life.
□ Move computers only when it is turned off and unplugged.
□ Treat your computer properly.
□ Maintain your hard disk

2. Design a systematic maintenance plan for your software.

□ Backup your files
□ Install or secure passwords
□ Delete temporary files
□ Update antivirus and spy ware
MONTHLY COMPUTER MAINTENANCE PLAN

JUNE JULY AUG SEPT OCT NOV DEC

Anti virus
software
checkups
Disk space
utilization
Defragmentati
on of hard
drives
Troubleshoot
hardware and
software
issues

TYPES OF MAINTENANCE PROCEDURE:

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 1. Hardware maintenance is the testing and cleaning of equipment.
2. Information system maintenance is the routine updating of
master files, such as adding and deleting employees and
customers and changing credit limits and product prices
3. Software or program maintenance is the updating of application
programs in order to meet changing information requirements,
such as adding new functions and changing data formats. It
also includes fixing bugs and adapting the software to new
hardware devices.
4. Disk or file maintenance is the periodic reorganizing of disk
files that have become fragmented due to continuous
updating.

Work place procedures

□ Identify hazards and assess risk.
□ Execution of OHS policies are carried out along with the task.

Following certain procedure is very important to perform a

given operation or evolution or in reaction to a given event. The
table below shows different elements and their corresponding
performance criteria to be able to identify occupational health and
safety hazards, and assess risk, as well as follow instructions and
procedure in the workplace with minimal supervision. The students
will also be capable of participating and contributing to OHS
management issues.

ELEMENT PERFORMANCE CRITERIA

1. Identify hazards and 1.1 Identify hazards in the work area
assess risk. and during the performance of
workplace duties.
1.2 Assess level of risk

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2. Follow procedures and 2.1 Report hazards in the work area to
strategies for risk control. designated personnel according to
workplace procedures

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 ELEMENT PERFORMANCE CRITERIA
2.2 Follow workplace procedures and
work instructions for assessing and
controlling risks with minimal
supervision.
2.3 Whenever necessary, within the
scope of responsibilities and
competencies, follow workplace
procedures for dealing with
hazards and incidents, fire and/or
other
emergencies.
3. Contribute to OHS in the 3.1 Describe employee rights
workplace. regarding consultation on OHS
matters
3.2 Raise task and/or job
specific OHS issues with
appropriate people in
accordance with workplace
procedures and relevant OHS
legislative requirements
3.3 Contribute to participative
arrangement for OHS
management in the workplace
within organisational procedures
and the scope of responsibilities
and competencies
3.4 Provide feedback to supervisor
on hazards in work area in line
with organisational OHS policies
and procedures
3.5 Provide support in
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implementing procedures to
control risks in
accordance with organisational

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 ELEMENT PERFORMANCE CRITERIA
procedures
Examples of OHS issues which □ Hazards identified
may need to be raised by □ Problems encountered in
managing risks associated with
workers with designated
hazards
personnel may include: □ Clarification on understanding of
OHS policies and procedures
□ Communication and consultation
processes
□ Follow up on reports and feedback.
□ Effectiveness of risk controls
in place
□ Training needs

Materials, Tools, Equipments and Testing Devices.

Tools
1. A program used for software development or system maintenance.
Virtually any program or utility that helps programmers or users
develop applications or maintain their computers can be called a tool.
Examples of programming tools are compilers, interpreters,
assemblers, 4GLs, editors, debuggers and application generators.
2. A program that helps the user analyze or search for data. For example,
query and report programs are often called query tools and report
tools.
3. An on-screen function in a graphics program; for example, a line draw,
circle draw or brush tool.
4. A software control panel for setting user preferences.
5. Sometimes, people will call any software a "tool." For example, the
phrase, "there aren't any tools to do that job" means that no
application is available to perform the required processing.

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Materials
Equipment/Facilities Tools & Instruments Supplies & Materials
Server Protective eye wear Floppy disk
Computer peripherals Wire stripper with cutter Compact Disk
Desktop computers Pliers(Assorted)
OHS guidelines Screw drivers (Assorted)
Phil. Environmental Soldering iron/gun
protection standards De-soldering tool
Monitors Flashlight
Motherboard Tweezers
Power supply Mirrors
Network device and Antistatic wrist wrap
cablings LAN Tester
Hubs Crimping tool
Switches Software installer
LAN Cards Work bench
Printers and Magnifying glass
Scanners
Routers
USB Flash Drives

OPERATION SHEET 2.6_1

Plan and Prepare Maintenance Procedure

1. Prepare/Design a daily maintenance plan for your hardware, given the

time allotment of 1 week.

MAINTENANCE TASK MON TUE WED THUR FRI

Recalibrate the battery
Clean computer case

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Clean keyboard
Clean mouse
Clean screen
Clean up hard drives

2. Design a systematic daily plan for your software, given the time allotment
of 1 week.
MAINTENANCE TASK MON TUE WED THUR FRIDAY
Create an emergency
diskette
Check for viruses
Back up files
Defragment hard drive
Scan hard drive for errors

INFORMATION SHEET 2.6.2

PERSONAL PROTECTIVE EQUIPMENT

There are tools and equipments used to protect the user and the computer
system.
Types of personal protective devices
1. Anti-static devices
2. Power surge protectors
3. Personal equipments

ESD (Electro Static Discharge)

-A small amount of static electricity that can destroy small parts of your
computer.

Anti-static devices

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-Devices designed to protect the computer from static electricity.
Examples:
1. Anti-static wrist strap
2. Anti-static mat
3. Anti-static bag
4. Anti-static spray

Power surge protectors

-Devices designed to protect the computer from sudden power serges from
intermittent power sources.
Examples:
1. AVR (Automatic Voltage Regulators)
2. UPS (Uninterrupted Power Supply)

Personal Equipments
1. Small paint brush
2. Screw drivers
3. Pliers and tweezers
4. Compressed air
5. Handheld vacuum

Periodic Maintenance Scheme

Regular scheduled upkeep of your computer will keep you and you and
your computer working properly.

Daily Schedule
□ Update virus and spyware definitions
□ Do incremental backup – back up updated files for each date.
□ Reboot upon crash- Reboot the computer to fix your pc upon crash.

Weekly

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 □ Full virus and spyware scan
□ Complete backup of files
□ Patch up –Get latest software update for your operating system.

Monthly
□ Clean your PC inside and out.
□ Defrag- defrag your hard drive to speed up its operation.

Yearly
□ Check your programs – clean up unused programs
□ Reformat your hard drive and reinstall the operating system
□ Make a full diagnostic check on hardware and software
Sample Maintenance scheme

Recommended
Preventive Maintenance Activity Auto?
Frequency
Scan hard disk file systems for errors Daily Yes
Scan for viruses Daily Yes
Back up data Daily No
Clean CRT screen Weekly No
Defragment hard disks Monthly Yes
Scan for hard disk errors Weekly Yes
Clean mouse Monthly No
Check for full hard disk volumes and
Monthly No
remove unnecessary files
Update virus definition files Monthly Sometimes
Check power protection devices to
ensure they are still protecting the Quarterly No
system
Check power supply fan for ventilation Quarterly No

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and dirt buildup and clean if necessary
Back up CMOS information Quarterly No
Update emergency boot floppies Quarterly No
Clean floppy disk drive internals and Quarterly
No
read/write heads (depending on use)
Check processor temperature, inspect Annually (or
heat sink and fan to ensure they are whenever case is No
working opened)
Annually (or
Check hard disk for temperature and
whenever case is No
vibration
opened)
Clean exterior of case Annually No
Clean exterior of monitor Annually No
Check and clean interior, motherboard
Annually No
and expansion cards if necessary
Check internal connections and cables Annually No
Clean keyboard Annually No

SELF CHECK 2.6_2

Write your answers on your answer sheet

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1. For somebody who always works with computers, what personal
protective devices do you usually use?
2. Computers should be protected from static electricity to prevent
component malfunction. What anti-static devices can you utilize to
avoid such malfunction?

ANSWER KEY FOR SELF CHECK 2.6.2

1. Personal protective devices-The tools and equipments used to

protect the user and the computer system
2. Anti-static devices
□ Anti-static wrist strap

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 □ Anti-static mat
□ Anti-static bag
□ Anti-static spray

INFORMATION SHEET 2.6_3

REMOVING VIRUSES FROM INFECTED MACHINES

Computer Virus
□ A virus is a destructive executable program that infects the other
programs in the system and spreads by replicating itself.
□ Such a program is designed to damage the victim’s computer files.
□ Viruses are coded by malicious programmers in a way that they
can spread in the system without one's permission and
knowledge.

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Different Aspects of Computer Virus
Finder- searches for the new uninfected files and the
Replicator- actually targets these files and infects it by multiplying itself.

How do Virus Affects a System?

□ It corrupts files
□ It slows down the speed of the computer system
□ It causes the system to hang frequently
□ It deletes various files

Sources of Virus Infection

A virus can enter the system and infect it through various sources. Some of
the sources are
□ Infected CDs, DVDs, pen drives, etc
□ E-mail
□ Browsing infected sites
□ Downloading files from the internet

Steps to Remove Viruses

Removing viruses, though technical, is yet a very simple process if all the
required steps are properly followed.
The basic steps are:
□ Buy or download an antivirus software
□ Install the antivirus software

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□ Update antivirus software with the latest virus definitions
□ Do a complete system scan

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Methods of Eliminating Viruses
Removing the virus – When the virus can be easily identified and can be
removed without affecting other files, then the antivirus removes it from the
host place.

Quarantine – This is done when the virus cannot be easily identified removed
from the file and the removal of virus means the removal of the complete
file. In this method, although the virus is not eliminated, it is rendered
inactive by moving the file into "quarantine" and renaming it.

Types of viruses and Examples

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Boot viruses: These viruses infect floppy disk boot records or master boot
records in hard disks. They replace the boot record program (which is
responsible for loading the operating system in memory) copying it
elsewhere on the disk or overwriting it. Boot viruses load into memory if the
computer tries to read the disk while it is booting.
Examples: Form, Disk Killer, Michelangelo, and Stone virus
Program viruses: These infect executable program files, such as those with
extensions like .BIN, .COM, .EXE, .OVL, .DRV (driver) and .SYS (device driver).
These programs are loaded in memory during execution, taking the virus
with them. The virus becomes active in memory, making copies of itself and
infecting files on disk.

Examples: Sunday, Cascade

Multipartite viruses: A hybrid of Boot and Program viruses. They infect
program files and when the infected program is executed, these viruses
infect the boot record.
Examples: Invader, Flip, and Tequila

Stealth viruses: These viruses use certain techniques to avoid detection.

They may either redirect the disk head to read another sector instead of the
one in which they reside or they may alter the reading of the infected file’s
size shown in the directory listing.

Examples: Frodo, Joshi, Whale

Polymorphic viruses: A virus that can encrypt its code in different ways so
that it appears differently in each infection. These viruses are more difficult
to detect.

Examples: Involuntary, Stimulate, Cascade, Phoenix, Evil, Proud, Virus 101

Macro Viruses: A macro virus is a new type of computer virus that infects the
macros within a document or template. When you open a word processing or

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spreadsheet document, the macro virus is activated and it infects the Normal
template.
Examples: DMV, Nuclear, Word Concept.
Antivirus Software
Software designed to cure virus infected machines. An antivirus is a program
that searches for, identifies and removes potential viruses existing in the
computer system
Examples of Anti-virus software
□ Symantec Norton antivirus
□ AVG antivirus
□ McAfee Scan
□ Microsoft Antivirus

OPERATION SHEET 2.6.3

VIRUS REMOVAL

Equipment and Materials:

Equipment
System unit
Monitor
Keyboard and Mouse

Materials
Anti-virus Software (AVG anti-virus)

Virus removal

Provided with the necessary equipment and materials troubleshoot

the virus infected area.

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You will be assessed using the following criteria
Evaluation:
CRITERIA Rating
1.Periodic maintenance is observed 20%

2. Observance of safety precautions. 20%

3. Appropriate materials are used virus removal. 30%

4. Confirmation of computers normal function. 30%

TOTAL 100%

INFORMATION SHEET2.6_4
INSPECTING AND TESTING COMPUTER SYSTEM AND NETWORKS
Resources:
Equipment/Facilitie Tools & Instruments Supplies & Materials
s

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Server Protective eye wear Floppy disk
Computer peripherals Wire stripper with cutter Compact Disk
Desktop computers Pliers(Assorted)
OHS guidelines Screw drivers (Assorted)
Phil. Environmental Soldering iron/gun
protection standards De-soldering tool
Monitors Flashlight
Motherboard Tweezers
Power supply Mirrors
Network device and Antistatic wrist wrap
cablings LAN Tester
Hubs Crimping tool
Switches Software installer
LAN Cards Work bench
Printers and Scanners Magnifying glass
Routers Allen key .05-.25
USB Flash Drives IC insertion/extraction tool
RS-232 pin
insertion/extraction tool

JOB SHEET 2.6_4

COMPUTER SYSTEM AND NETWORK INSPECTION

Materials, Tools and Equipment

Equipment:

Computer unit

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Printer
HUB
MODEM/Router
Table

Materials:

Windows XP CD installer (original software)

A. Hardware Inspection
Given the following tools, materials and equipment, perform hardware
inspection.

You will be assessed using the following criteria

PERFORMANCE CRITERIA CHECKLIST

CRITERIA Rating
1. Sequence of steps. 20%

2. Observance safety precautions. 30%

3. Proper inspection of hardware components. 30%

4. Proper inspection of the printer. 20%
Total 100%

B. Network and Internet Inspection

Given the following tools, materials and equipment, perform Network
and Internet inspection.

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You will be assessed using the following criteria

PERFORMANCE CRITERIA CHECKLIST

CRITERIA Rating
1. Sequence of steps. 20%

2. Observance of safety precautions. 20%

3. Proper inspection of network components. 30%

4. Proper inspection of network connection. 30%

Total 100%

C. Operating System Inspection

Given the following tools, materials and equipment, perform Operating
System inspection
You will be assessed using the following criteria
PERFORMANCE CRITERIA CHECKLIST
CRITERIA RATING
1. Sequence of steps. 20%

2. Observance of safety precautions. 20%

3. Proper inspection of operating system. 30%

4. Proper inspection of operating system updates. 30%

Total 100%

Reference:

1. McLaughlin,Robert, Sasser,Susan, Ralston,Mary.Fix Your Own PC.Philippine

Graphic Arts, Inc Tandang Sora St.Caloocan City
2. Meralco Faoundation. Microcomputer Servicing Plus. Pasig City,
Philippines.

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3. Legaspi,Carlos, Caiña, Mark Anthony. Operate A Personal Computer.
Dasmariñas Computer Learning Center.Dasmariñas,Cavite, Philippines
4. Bigelow,Stephen J. PC Technician’s Troubleshooting ,McGaw Hill
5. www.helpwithpcs.com
6. http://en.wikipedia.org
7. www.techsoup.org
8. www.howstuffworks.com
9. www.microsoft.com/technet/network

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