Computer Application 95200-90200

Computer
Application

Summarized by:

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We have summarized these notes by using standard source of agriculture so that

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preparing for state exam, UPSC or any entrance exam can use these books/notes for
their effective preparation.

Sources used to create these notes:

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http://eagri.org/
https://ecourses.icar.gov.in/
https://agrimoon.com/agriculture-icar-ecourse-pdf-book/

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Contact Number: 95-200-90-200
www.agricoaching.in

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Index
S.No. Topic Name Page
No.
1. Introduction 5
2. Anatomy of computers 6
3. Input devices 7
4. Output devices 8
5. Memory of the computer 9
6. Hardware and Software 12
7. Classification of Computers 15
8. Computer viruses and Vaccines: 19
9. Windows 21
10. Windows explorer 23
11. Word processing 26
12. Networking and Internet 47
13. E-mail 50

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INTRODUCTION

Definition : A Computer is an electronic device that can perform activities that involve
Mathematical, Logical and graphical manipulations.
It performs the following three operations in sequence.
1. It receives data & instructions from the input device.
2. Processes the data as per instructions.
3. Provides the result (output) in a desired form.
Data : It is the collection of raw facts, figures & symbols.
Ex : Names of students and their marks in different subjects listed in random order.
Information : It is the data that is processed & presented in an organized manner.
Ex : When the names of students are arranged in alphabetical order, total and average marks are
calculated & presented in a tabular form, it is information.
Program : Set of instructions that enables a computer to perform a given task.
Advantages of computers :
1. High speed : Computers have the ability to perform routine tasks at a greater speed than
humanbeings. They can perform millions of calculations in seconds.
2. Accuracy : Computers are used to perform tasks in a way that ensures accuracy.
3. Storage : Computers can store large amount of information. Any item of data or any
instruction stored in the memory can be retrieved by the computer at lightning speeds.
4. Automation : Computers can be instructed to perform complex tasks automatically ( which
increases the productivity).
5. Diligence : Computers can perform the same task repeatedly & with the same accuracy
without getting tired.
6. Versatility : Computers are flexible to perform both simple and complex tasks.
7. Cost effectiveness : Computers reduce the amount of paperwork and human effort, thereby
reducing costs.
Limitations of computers :
1. Computers need clear & complete instructions to perform a task accurately. If the
instructionsare not clear & complete, the computer will not produce the required result.
2. Computers cannot think.
3. Computers cannot learn by experience.
Generations of computers :
Generation Component used
First Generation (1946-1954 ) Vacuum tubes
Second Generation (1955-1965) Transistors
Third Generation (1968-1975) Integrated Circuits (IC)
Fourth Generation (1976-1980) Very Large-Scale Integrated Circuits
(VLSI)
Fifth Generation Ultra Scale Integrated Circuits (ULSI)
(1980 – till today ) Micro Processor (SILICON CHIP)

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ANATOMY OF COMPUTERS

The computer system consists of three units:

1. Input device
2. Central Processing Unit (CPU)
3. Output deviceBlock diagram of a Computer :

CENTRAL PROCESSING UNIT

Memory unit

INPUT DEVICE ALU OUT PUT DEVICE

Control Unit

The various functions of these units can be summarized as:

Unit Function
1. Input device : Reads information from input media and enters to the
computer in a coded form
2. CPU

(a) Memory unit : Stores program and data

(b) Arithmetic Logic unit : Performs arithmetic and logical functions
(c) Control Unit : Interprets program instructions and controls the input and
output devices
3. Output device : decodes information and presents it to the user
Central Processing Unit: It is the part of the computer that carries out the instructions of a
computer program. It is the unit that reads and executes program instructions. Hence it is known
as the
―brain‖ of the computer. The CPU consists of storage or memory unit, Arithmetic Logic Unit
(ALU) and control unit.
(a) Memory Unit: It is also known as the primary storage or main memory. It stores data,
program instructions, internal results and final output temporarily before it is sent to an
appropriate output device. It consists of thousands of cells called ―storage locations‖.
These cells activate with ―off-on‖ or binary digits(0,1) mechanism. Thus a character either
a letter or numerical digit is stored as a string of (0,1) Binary digits ( BITS). These bits are
used to store instructions and data by their combinations.
(b) Arithmetic and Logical Unit(ALU): It is the unit where all Arithmetic operations
(addition, subtraction etc.) and logical functions such as true or false, male or female are
performed. Once data are fed into the main memory from input devices, they are held and

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transferred as needed to ALU where processing takes place. No process occurs in primary
storage. Intermediate generated results in ALU are temporarily placed in memory until
needed at later time. Data may move from primary memory to ALU and back again to
storage many times before the process is finalized.
(c) Control Unit : It acts as a central nervous system and ensures that the information is stored
correctly and the program instructions are followed in proper sequence as well as the data
are selected from the memory as necessary. It also coordinates all the input and output
devices of a system .

Input Devices
Devices used to provide data and instructions to the computer are called Input devices. Some
important input devices are
Keyboard, Mouse, Scanner, MICR, Web camera, Microphone etc.
1. Keyboard: The Keyboard is used for typing text into the computer. It is also known as
standard Input device. A computer keyboard is similar to that of a type writer with additional
keys. The most commonly available computer keyboard has 104 keys.
There are different types of keys on the keyboard. The keys are categorized as :
• Alphanumeric keys , including letters & numbers.
• Punctuation keys, such as colon (:), semicolon (;) Question mark (?), Single & double
quotes (‗,‖)
• Special keys such as arrow keys, control keys, function keys (F1 to F12), HOME, END
etc.

2. Mouse: It is a device that controls the movement of the cursor on a monitor. A mouse will
have 2 buttons on its top. The left button is the most frequently used button. There will be a
wheel between the left and right buttons. This wheel enables us to smoothly scroll through
screens of information. As we move the mouse, the pointer on the monitor moves in the same
direction. Optical mouse is another advanced pointing device that uses a light emitting
component instead of the mouse ball. Mouse cannot be used for entering the data. It is only
useful to select the options on the screen.

3. Scanner: It is an input device that can read text or illustrations printed on paper and translate
into digital form. The main advantage of these scanners is that the data need not be entered
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separately resulting in saving lot of time.

Scanners are of two types: i) optical scannersii) MICR

(i) Optical scanners:
(a) Optical character Recognition (OCR): In this, characters are read with the help of a light.
This isused in office atomization, documentation in library etc.
(b) Optical mark recognition (OMR): It is a technology where an OMR device senses the
presence or absence of a mark such as a pencil mark. OMR is used in tests such as aptitude
tests.
(c) Optical barcode recognition (OBCR): Barcode readers are photoelectric scanners that read
the bar codes or vertical zebra striped marks printed on product containers. This is used in
supermarkets, bookshops etc.
(ii) MICR: This is widely used in banks to process the cheques. This allows the computer to
recognizecharacters printed using magnetic ink.
4. Magnetic Ink Character Recognition(MICR): : It is a character recognition technology
used primarily by the banking industry to facilitate the processing of the cheques. MICR
characters ( cheque No., Acc. No. etc.) are printed in special ink usually containing iron oxide.
When a document that contains the ink needs to be read, it passes through a machine which
magnetizes the ink and there will be a reader sorter unit which translates the magnetic
information into characters. MICR provides a secure, high speed of scanning and processing
information. It scans about 2600 cheques/min.

Output devices
Any device that is capable of representing information on a computer is called an Output device.
Output devices receive information from the CPU and present it to the user in the desired form.
Some important Output devices are : Monitor, Printer
1. Terminal/Monitor: It is similar to TV screen- either a monochrome (black & white) or color
– andit displays the output. It is also referred as Visual Display Unit(VDU). Several types of
monitors are in use. Some of them are Color Graphic Adapter(CGA), Enhanced Graphics
Adaptor(EGA) , Video Graphics Adapter (VGA) and Super Video Graphics Adapter (SVGA).
The screen sizes differ from system to system. The standard size is 24 lines by 80 characters.
Most systems have provision for scrolling which helps in moving the text vertically or
horizontally on the screen.

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2. Printer: A printer is used to transfer data from a computer onto paper. The paper copy obtained
from a printer is often referred as ―printout‖. The different printers and their speeds are as
follows:
S. No. Type Mode of Printing Speed
1 Dot – Matrix Prints the character in dotted pattern 200/300 to 700
printer through printer ribbon using either 24 CPS
pin or 9 pin
2 Ink Jet printer Work by spraying ionized ink Slow, 90 CPS
3 Laser printer Also called page printer. Uses laser 6 to 12 PPM
beam to produce an image.
4 Line printer Prints lines at a time instead of single 300 to 600 LPM
characters.
5 Plotter Produces drawings or graphs
through pens which are filled with
different
colors.

(CPS: Characters Per Second; PPM: Pages Per Minutes; LPM : Lines Per Minute)

Laser printer

MEMORY OF THE COMPUTER

Memory or storage capacity is one of the important components of a computer. Any storageunit
of a computer system is classified on the basis of the following criteria:
1. Access time: This is the time required to locate and retrieve stored data from the storage
unit in response to program instructions.
2. Storage capacity: It is the amount of data that can be stored in the storage unit.
3. Cost per bit of storage.
Units of memory: The computer stores a character in the storage cells with binary (0,1)
mechanism. Thus, the basic unit of memory is a bit (binary digit – 0,1). To store a character, a
computer requires 8 bits or 1 byte. This is called the ― word length‖ of the storage unit. Hence
the storage capacity of the computer is measured in the number of words it can store and is
expressed in terms of bytes. The different units of measurement are
Conversion :
8 Bits = 1 Byte
210 (or) 1024 Bytes = 1 Kilo Byte (KB) 210 (or)1024 KB = 1 Mega Byte (MB)
210 (or)1024 MB = 1 Giga Byte (GB)

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ASCII – American Standard Code for Information Interchange.

Types of Memory : A computer memory is of two types

1. Primary Memory (Internal storage)

2. Secondary Memory (External storage)
Primary Memory : Primary memory is also called internal memory and is an important part of
a computer. It is the main area in a computer where the data is stored. The stored data can be
recalled instantly and correctly whenever desired. This memory can be quickly accessed by the
CPU for reading or storing information. Primary memory is further classified into two types:
Random Access Memory (RAM) and Read- Only Memory (ROM )RAM:

RAM is also known as read/write memory as information can be read from and written onto it.
RAM is
a place in a computer that holds instructions for the computer, its programs and the data. The
CPU can directly access the data from RAM almost immediately. However, the storage of data
and instructions in RAM is temporary, till the time the computer is running. It disappears from
RAM as soon as the power to the computer is switched off. i.e., it is volatile memory.

ROM:

It is called Read-only memory as information can only be read from and not written or changed
onto ROM. ROM is the built-in‘ memory of a computer. It stores some basic input – output
instructions put by the manufacturer to operate the computer. The storage of data and instructions
in ROM is permanent. It does not depend on the power supply. i.e., it is non-volatile memory.
Secondary memory: The primary memory which is faster (and hence expensive) is generally
not sufficient for large storage of data. As a result, additional memory, called the ―auxiliary or
―secondary memory is used. It is also referred as ―backup storage as it is used to store large
volume of data on a permanent basis which can be transferred to the primary memory whenever
required for processing. Data are stored in secondary storage in the same binary codes as in the
main (primary memory) storage. Some of the devices of secondary storages are Floppy Disk,
Hard Disk, CD-ROM, DVD and Flash drive.
1. Floppy Disk: It is also referred as ―Diskette: and is made of flexible Vinyl material. It has
a small hole on one side called ―Right protect notch, Which protects accidental
writing/deleting the information from the disk. There is a hole in the center through which
the spindle of drive unit rotatesthe disk. The disks are available in two sizes of 5.25 and 3.5
inches, and these could be either low- density or high-density floppies. Storage capacity of
floppies are measured in kilobytes (KB) and megabytes (MB). The details about the storage
capacities of the floppies are presented below:

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Floppy Disk Storage Capacity Size (Diameter)

Low Density 360 KB 5.25 inches
High Density 1.2 MB 5.25 inches
High Density 1.44 MB 3.5 inches
Extended 2.8 MB 3.5 inches

2. Hard Disk: The hard disk can hold more information than the floppy disk and the retrieval of
information from hard disk is faster when compared to floppies or tapes. A hard disk is fixed
inside the CPU and its capacity ranges from 20 MB onwards. The hard disk is made up of a
collection of discs (one below the other) known as platters on which the data is recorded.
These platters are coated with magnetic material. It is less sensitive to external environmental
disorders and hence the storage in hard disk is safe. A small hard disk might be as much as
25 times larger than a floppy disk. Storage Capacityof hard disks varies from 20 MB to several
Giga bytes like 80GB, 160GB.

3. CD-ROM: CD-ROM stands for Compact Disk–Read Only Memory. It is used to store a wide
variety of information. Its main advantage is that it is portable and can hold a large amount
of data. The storage capacity of most CD-ROMs is approximately 650 MB or 700 MB.
CD-ROMs have the following variations:
(i) CD-R(Compact disc Recordable): Data can be written onto it just once. The stored data
can be read. Data once written onto it cannot be erased.
(ii) CD-RW(Compact disc Rewritable): It is also called erasable CD. Data once written onto
it can be erased to write or record new information many times.
(iii) To use a CD-ROM, a device called CD drive is needed.

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4. DVD: DVD stands for Digital Versatile Disc. It is similar to a CD-ROM, except that it can
store larger amounts of data. The storage capacity of a DVD is at least 4.7MB. DVDs that
can store up to 17GBs are also available. Because of their capacity, DVDs are generally used
to store a very large multimedia presentations and movies that combine high quality sound
and graphics.
5. Flash Drive: It is a small, portable device that can be used to store, access and transfer data.
Due to its small size, it is commonly called Pen drive. It is also called USB drive. We can
read, write, copy, delete, and move data from computer to pen drive or pen drive to computer.
It comes in various storage capacities of 2GB, 4GB, 8GB etc. It is popular because it is easy
to use and small enough to be carriedin a pocket. This device is plugged into the USB port
of the computer and the computer automatically detects this device.

HARDWARE and SOFTWARE

Hardware: The physical components of the computer are known as ―Hardware. It refers to the
objects that we can actually touch.
Ex: input and output devices, processors, circuits and the cables.
Software: Software is a program or set of instructions that causes the Hardware to function in a
desired way. The basic difference between the Hardware and Software is just the same as that
exists between TV and TV studio. Without TV studio (software) from where the programs are
telecast, the TV (Hardware) is a dead machine.
There are five categories of software. They are:
1. Operating System
2. Translators
3. Utility programs
4. Application programs
5. General purpose programs
1. Operating System (OS) : The software that manages the resources of a computer system
and schedules its operation is called Operating system. The operating system acts as interface
between the hardware and the user programs and facilitates the execution of programs.
Generally, the OS acts as an interface between the user and the Hardware of the computer.
i.e., It is a bridge between the user and the Hardware.
The User interface provided by the OS can be character based or graphical.
CUI -- Character user Interface
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GUI -- Graphical user Interface

CUI : It is operated with keyboard only. Ex: MS-DOS, UNIX
GUI : The system can be operated with mouse and keyboard. Ex: Windows 95, Windows
XP etc
• Disk Operating System (DOS): It was developed as early as 1980 by Bill Gates at the
age of 19. It is suited for personal computers. Dos is a single user and single task
operating system
• WINDOWS: It works with DOS, and it supports single user and multitask
system.Itrequires a powerful PC with a minimum RAM of 8 MB .
• UNIX AND XENIX: It is suited for multi-user and multi-task system
2. Translators : Computers can understand instructions only when they are written in their
own language – the machine language . Therefore, a program written in any other language
should be translated into machine language. The software that ―translates‖ the
instructions of different languages is known as translators .
There are two types of translators. They are compilers and Interpreters

The major difference between compiler and interpreter is

(i) Error correction is very much simpler in the case of interpreter as it translates
the statements in stages. The compiler produces an error list of the entire program at
the end.
(ii) Interpreter takes more time for the execution of the program compared to compilers
as ittranslates one statement at a time
Programming Languages: There are three types of programming languages.

1. Machine Languages: Computers respond only to machine language. This language is in

terms ofbinary codes (0,1). i.e., all programs should be written with these codes, which is
difficult, time consuming and leading to errors while writing the programs. There is no
unique standard machine language. Rather there are many machine languages. These are
machine dependent. These are referred as the first-generation languages.
2. Assembly Languages: It uses mnemonic codes rather than numeric codes (as in machine
languages). Ex. Add or A is used as a symbol for addition. It requires translators to convert
into machine language. Like machine language, writing program in assembly language is
also time consuming. These are also machine dependent.
3. High Level Languages (HLL): These are referred as problem-oriented languages (POL).
These are referred as third generation languages. The advantages of these languages are
• The high-level languages are convenient for writing programs as they can be written
withoutany codes. These languages follow rules like ―English‖ language.
• Because of their English like nature, less time is required to write a program.
• They are machine independent. A program written in any HLL can be run on
computers of different types without any modifications.
4. Utility Programs: These are pre-written programs supplied by the manufacturer for

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maintaining day to day activities of computer system.

Example: COPY, SORT, MAILING, virus scanning software etc.,
5. Application Programs: These are user written programs to do a specific job which can
be changed tomeet the individual needs. These programs are written in different languages
such as BASIC or C or by using database packages like dBase, Oracle.
Example: Payroll, Billing, Railway Reservation etc.
6. General Purpose Packages: These packages are developed to suit the needs of research
workers / scientists in different fields. These packages are categorized as :
i) Data Analysis
ii) Word Processing
iii) Spread Sheet
iv) Graphics and
v) Databases
Data Analysis
Ex: SPSS (Statistical Package for Social Science), MSTAT, MICROSTAT, GENSTAT, SAS
etc.
Word Processing
Ex: WORD PERFECT, WORDSTAR, MS-Word, CHIRATOR, NORTON EDITOR etc.
Spread Sheet
Ex: LOTUS, Qpro, VP-PLANNER, SYMPHONY, MS-Excel etc.
Graphics
Ex: LOTUS, STORY-BOARD, POWER-POINT etc.
Databases
Ex: dBase, FOX-BASE, FOX-PRO, ORACLE, MS-Access etc.
Functions of Operating System :
Today most operating systems perform the following important functions :
1. Processor management : It manages the assignment of processor to different tasks being
performed by the computer system.
2. Memory management : It manages the allocation of main memory and other storage areas
to thesystem programmes as well as user programmes and data.
3. Input / Output management : It manages the co-ordination and assignment of different
Input and Output devices while one or more programmes are executed.
4. File management : It allows all files to be easily changed and modified through the use of
texteditors or some other file manipulation routines.
5. Establishment and enforcement of a priority system : It determines and maintains the order
inwhich jobs are to be executed in the computer system.
6. Interpretation of commands and instructions.
7. Facilitates easy communication between the computer system and the computer operator.

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Classification of Computers
Computers are classified according to the storage capacity, speed and the purpose for which
they are developed. These can be classified into three types:
1. Analog computers: They operate by measuring instead of counting. The name (derived
from Greek word analog) denotes that the computer functions by establishing similarities
betweenthe two quantities. They are powerful tools for solving differential equations.
2. Digital Computers: These computers operate by counting. All quantities are expressed
as discrete digits or numbers. These are useful for evaluating arithmetic expressions and
manipulations of data.
3. Hybrid Computers: Computers which combine the features of analog and digital
computers areknown as Hybrid computers.
Depending on the use of applications, the digital computers are classified into 1) Special
Purpose Computers and 2) General Purpose Computers
1. Special Purpose Computers: These are developed with a specific purpose. Some of the
areas where these computers are being used are – soil testing, drip irrigation, medical
scanning, traffic signals, spacecraft, rocket technology etc.,
2. General Purpose Computers: These are developed to meet the requirements of several
areas suchas simulation, solving mathematical equations, payroll and personnel database.
These computers are available in different sizes and capabilities and are further classified
(based on memory, speed, storage) as follows.
(a) Super Computers: These have extremely large storage capacities and computing speeds
which are at least 10 times faster than other computers. These are used for large scale
numerical problems in scientific and engineering disciplines such as electronics, weather
forecasting etc.,. The first supercomputer was developed in U.S.A. by CRAY computers.
(b) Mainframe Computers: They also have large storage and high computing speed (but
relatively lower than the super computers). They are used in applications like weather
forecasting, space applications etc., they support a large number of terminals for use by a
variety of users simultaneously, but are expensive
(c) Minicomputers: It is a medium sized computer with moderate cost, available
indigenously and used for large volume applications. It can serve multi-users
simultaneously
(d) Micro Computers: A micro-computer is the smallest general purpose processing system.
Micro computers are also referred as personal computers(PC). These are self-
contained units and usually developed for use by one person at a time but can be linked
to very large systems. They are cheap, easy to use even at homes and can be read for
variety of applications from small to medium range. These are available in three models:
1. PC : Personal Computer
2. PC-XT : PC with Extended Technology
3. PC-AT : PC with Advanced Technology

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PERSONAL COMPUTERS
Personal Computer: A personal computer has a Monitor (VDU), a keyboard , Disk Drive (s),
printer and CPU. The CPU of PC has a mother board with several chips mounted on a circuit
board. The major components of the circuit board are : Microprocessor, RAM and ROM chips
and other supporting circuits.
Microprocessor: The Microprocessor chip is like a brain of human being which contains circuits
and registers to perform arithmetic, logic and control functions. i.e. it contains ALU & CU. These
chips will be able to retrieve data from the input output devices, store, manipulate and process a
byte of data at a time. There is an address bus which is built into these chips to determine the
storage locations (of RAM) of the data and the instructions of the program.
Working with personal computers
Drives of the computer: A computer can have Floppy Disk Drive along with Hard Disk drives
in the system. These are referred as follows:
Floppy Disk Drive : A or B
Hard Disk : C
Booting of the Computer: Booting imply ―activating‖ the computer for working. Thus,
when the computer is switched on, the operating system residing in the floppy or in the hard
disk is transferred into the primary memory. After this, the computer is ready to accept the
commands at user terminal. If OS is not existing either in floppy drive or in the hard disk drive,
― non-system or disk error‖ is flashed on the screen. The booting of the computer is carried out
with a software which resides on ROM chip called BIOS (Basic Input Output System). Thus
when a PC with system disk either in Hard-Disk Drive or Floppy Drive is switched ―on, the
screen finally displays one of the following symbols with a blinking cursor at its end:
a) A:\> This imply that the computer is booted through Floppy drive `A‘ and is ready to
accept DOS commands. The symbol ―\>‖ is referred as DOS prompt from where DOS
commands can be entered.
b) C:\> It imply that the PC is booted through the Hard-Disk Drive `C‘.
Booting is essential whenever the system is locked or switched-off. A PC can be booted through
two ways: a) Cold Booting b) Warm Booting.
(a) Cold Booting: It is only switching OFF the system and after some time again switching
ON.
(b) Warm Booting: It is carried out by pressing the following three keys simultaneously :
Ctrl + Alt + Del. It is preferable to cold booting as it safeguards the system from sudden power
fluctuations resulting out of switching ON and OFF the system.
MS-DOS
MS-DOS is a collection of programs and other files. It is a single user and single programming
environment.
MS-DOS is designed to provide a method of organizing and using the information stored on
disks,application programs, system programs and the computer itself.
Files and File names: A file is a collection of related information. The files should have suitable
names for their identification in later use.
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Rules for naming the files:

1. File names should be of one to eight characters in length with an option of one-to-three-
character extension
2. File names can include any one of the following characters: A to Z (or a to z) 0 to 9, $, &,
#, @. %, ( ), { }
The characters which are not allowed are:
:, ; + / \ * as these have special meaning
3. A period (.) is used to separate the first part of a file name from the extension.
(LETTER.TXT, RAMA.WK1, etc.,)
4. When a file name includes an extension, it should be referred along with its extension
and not only with the first part
5. Reserved devices names are not allowed. (COMMAND.COM, DATE, etc.,
Types of files in DOS: -
There are different types of files you can create in your computer, according to the usage. To
differentiate each file, the computer will give an extension to identify the different types of files
youhave created.
Executable Files: The files with extension of either .COM or .EXE are called executable files.
These files are directly executed by typing their names (without the extension) by the computer.
A file with
.COM extension refers to COMMAND file name and the other with .EXE extension refers
EXECUTABLE program file.
Batch Files: the file containing a series of DOS commands, which are executed automatically
one at atime in the order entered, is known as the batch file. A batch file has the extension .BAT.
If the batchfile is given a special name AUTOEXEC.BAT, it is automatically executed when the
computer is switched on or during booting.
Backup Files: These are backup files of a file and have extension .BAK. These files are such that
their contents cannot be altered (edited). These files are created while working with
WORDSTAR package for typing a document.
System Files: These are program files developed for system control. They have .SYS extension.
Directory: It is a collection of files, size, date and time of creation of files. The relation between
files, directories and disk is similar to the relation between papers, filing folders and filling
cabinets. Just as a cabinet contain papers and other folders, a directory may contain directories
also. The main directory of a drive is called Root Directory into which several directories and
sub-directories may exist.
Types of DOS commands: There are two types of commands: i) internal and ii) external

i) Internal DOS commands: Internal commands are those commands which manage files. They
are loaded into the memory of the PC when PC is booted. These are stored in a large file with
file name COMMAND.COM, when a PC is booted.
1. DIR: Dir displays continuously the directory of file names, file size, date and time of creation.
C:\>dir a:

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This command displays the list of files and directories from the drive A i.e. the floppy drive.
It can be specified with two options:
(i) Dir/p: It pauses the listing of the directory whenever the screen is full. The next screen
load offiles can be displayed by pressing any key.
(ii) Dir/w: displays the files of the directory in a five column format. Only file names and
theirextensions will be displayed without the date and time of creation.
(iii) The total number of files and remaining bytes are listed.
In addition, DIR can also be specified with wildcard characters (such as or ?) to list files
sharing a common element in the file name or extension.
Eg: DIR STATS.* : lists all files with STATS and other combinations along with the
extensions. DIR *.COM : lists all files with extension .COM
2. DEL:Deletes a specified file. Syntax: DEL {filename} Del stats deletes the file ―stats.Del
stats.* deletes all extensions of the file ―stats. Suppose you want to delete a file
COMPUTER.DOC on A drive, the command will be: C:> DEL A: COMPUTER.DOC
3. COPY: The COPY command is used to copy files from one place to another. The way to
executecopy command is to type COPY leave a space followed by the source file name again
a space followed by destination file.
Syntax: copy {Drive name} <source file> {Drive name} <target file name>
Ex: 1. COPY STATS MATHS copies a file ―STATS with the name ―MATHS on the same
drive
4. REN: The REN command is used to rename the old file with another name. The way to
execute Rename command is to type REN leave a space followed by the old file name again
followed by a space and new file name.
Ex: Suppose if you want to change the name of a file MATHS.TXT to STATS.TXT the
following command will work: C:\> REN MATHS.TXT RESULT.TXT
5. DATE: It displays current date and asks for new date in (mm)-(dd)-(YY) format. If no date
is to bechanged, the old date can be retained by pressing ―enter key.
Syntax: C:\> Date
6. TIME: displays current time and asks for new tine and if no new time is to be entered,
pressing ―enter retains the old time Syntax: C:\> Time
7. VER: displays the version of DOS
8. CLS : when you want to clear the screen, type in the following command:
C:\> CLS
ii) External commands: External commands are small file programs used for doing specific
jobs.
Some of the useful commands :
1. SORT: It sorts the files in alphanumeric order: either A to Z or Z to A
2. DIR| SORT (or) DIR/ON : Displays all the files in A-to-Z order
3. DIR| SORT/R (or) DIR/O-N: Displays all the files in reverse order (i.e., Z to A)
4. FORMAT: Formatting a (new) disk imply organizing the new disk into magnetic tracks
and sectors that are readable by DOS. The PC copies files only on a formatted disk.
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However, if an old disk is formatted, all the existing files on it would be erased. Hence
this command should be used carefully.
5. FORMAT a: formats disk in drive ―A
6. VOL: This command displays the volume label of the current disk
7. LABEL: It is used to create, change or delete the volume label on the disk
8. PATH: It is used to provide access to files located on other directories or on other
disks. Thus, while in ―C drive, one can directly invoke files of DOS, WORDSTAR (WS)
(or) LOTUS directories by giving the following command: PATH = C:\DOS; C:\WS;
C:\LOTUS
This command is generally listed in the AUTOEXEC.BAT files for its execution when the
PC isbooted
1. MD: It is used to make a new directory (or sub-directory) which is subordinate to the
current(or root) directory. It is specified as follows:
C:\> MD\STATS (or) MD STATS : This command makes (creates) a new directory with
the name ― STATS.
2. CD : It is used to change from one directory to the other.
If we have to work with files in the directory ―STATS, the directory has to be changed
to ―STATS
Ex: C:\>CD\ STATS (or) CD STATS : This command changes the root directory to the
directory ―STATS.
3. RD: It removes or deletes a directory. To remove a directory, it is essential to first delete
allthe files in the directory.
To remove the directory STATS, the command is C:\> RD STATS
4. TREE: It displays the directories and sub-directories existing in a drive with a ―TREE
diagram. The difference between TREE and DIR commands is that: DIR displays all files
with its size, date and time of creation. It also displays only directories with symbol
<DIR> (without files and sub directories in that directory) whereas, TREE displays
directoriesand sub directories in a drive without files.

Computer viruses and Vaccines:

Definition: A VIRUS is a set of instructions (or program) or software prepared to destroy a

package and data.
A virus kills data and program files. Although the purpose for developing such software’s is
not known, they appear to be basically developed for a check against the ―piracy of program
packages.
Functioning of viruses: viruses reside in executable files such as .COM or .EXE. Thus when
PC is switched on, the virus enters the RAM through .COM (COMMAND.COM) file and
starts destructive work of killing data and program files. Whenever the PC is switched off,
they again go back to the executable files.
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More than 1000 computer viruses have been identified. They are classified as :
(i) File Allocation Table (FAT) based viruses ii )Key board viruses and
(ii) File based viruses
Some of the well-known viruses are:
Joshi, Die Hard-2, Jerusalem, Generic, Brain, May_5th, Gumnam, World peace etc.,
VACCINE: It is a software developed for removing the viruses.
In DOS version, there are in-built programs to guard against computer viruses. These areanti-
virus programs for both DOS and WINDOWS and a memory resident virus-safe program that
guards against the introduction of files that may be affected by virus.
Some of the anti-virus vaccines are: NASHSOFT, UTSCAN, AVG, AVIRA, Meccaf etc.

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WINDOWS
Salient features of Windows Operating System:

1. It converts the plain character-based user interface provided by DOS into a Graphical User
Interface (GUI) such as pictures, symbols and words on your screen that can be controlled
by themouse.
2. It provides a multitasking capability to the PC.
3. It supports long file name rather than the limited 8 characters with extension of three letter
filename (8:3) as used by DOS. In Windows file name can have name up to 255 characters
long.
4. Windows owes its name to the fact that it runs each program or document or application in
itsown separate window.
5. Windows have the facility of accessories such as Word pad, Note pad, Calculator and
Paint.
6. User can paste portion of one document into another by utilizing more advanced document
linking features called Dynamic Data Exchange (DDE), Object Linking and Embedding
(OLE).
7. It provides a big facility of plug and play standard. It allows user to simply plug a new
board such as a video, audio or network card into the computer without having a set of
switches or making other settings.
8. If a program crashes, then it will display fault error message about its crash, and you can
eliminate the crashed program from the task list without affecting other running
applications.
Hardware required for Windows:
1. MS-DOS version 6.0, 6.2, 6.22
2. A PC with at least 80386 processor.
3. At least 8 MB RAM.
4. A Hard disk with at least 40-MB of free space to install Windows.
5. Monitor (Super VGA , Monochrome or Multicolored)
6. Mouse.
7. CD drive.
Parts of a window screen:
Desktop: The desktop is the on-screen work area on which Windows, Icons, menus & dialog
boxes appear. The Desktop can have several components. Parts of the desktop include Icons &
thetaskbar.
Components of the Desktop:
• Icons
• Taskbar
Icons: Icon is a small image that represents a file, folder or program.
The text below each icon is the name of the Icon. When we rest the mouse pointer on an icon, a
rectangular box appears. This is referred to as Tooltip. It gives a brief description of the Icon.

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By default, there will be 4-5 icons on the desktop.

They are:
• My Computer
• My documents
• Internet Explorer
• Recycle bin
• Network Neighborhood
My Computer: This is the icon which represents all the files & folders which can be used in the
system.It is used to access the drives, folders & files on the computer. i.e. Floppy drive(A), Local
C, D, E, Printer, Control panel etc.
My Documents: This is the default storage location for the files created in the windows.
Internet Explorer: This is an application used to browse the internet.

Recycle bin: This is a folder that stores all the files & folders deleted from windows temporarily,
whichcan be restored again if needed.
Network Neighborhood: This is an application which display all the computers connected in
network with our computer.
Taskbar: The rectangular bar that runs horizontally across the bottom of the screen is called
Taskbar. The Taskbar has the START menu on the left & the Notification area on the right. We
can start an application using the start menu.
Notification area holds system icons that allow for functions such as changing the time &
Volume of the Computer.
All the open applications are available on the Taskbar.

Anatomy of a Window:
The window on a desktop is the rectangular area displaying content independently of other areas
of the screen.
The different parts of a window are the Title bar, Menu bar, the Toolbar, and the min, max &
closebuttons. These tools are used to manage the window & the components within it.

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Title bar – This is the title of the window, like your name at the top of a piece of paper. The
Title bar is also the handle for the window. If you click and hold the mouse button down on
the title bar, you can move it around the screen.
➢ Minimize – To have a window take the minimum amount of desktop space possible, click
theminimize button. This drops the window into the Task bar like a piece of paper going
into a drawer. The Task bar will show the task whether or not the window is minimized.
➢ Maximize – To have a window take the maximum desktop space, click the maximize
button. This stretches the window out like an architect‘s floor plan being rolled out over
the desk.
➢ Restore – A maximized window will cover over all the other windows and icons on the
desktop. The Restore button places the window back so that more than one window can
display at a time.
➢ Close (X) – When done with a window, you can have it taken completely off the desktop
byclosing it. Use the X button to do this.
Menu bar: The Menu bar displays a list of commands that can be used to perform various tasks.
( this will be below the Title bar). Menu items are commands within the menu bar that allow
choosing of functions & tasks.
Tool bar: contains a set of buttons for frequently used commands.
Scroll Bars: On the bottom and right edges of a window we find scroll bars. They are used to
pan across the information in the window, when we have information which won‘t fit into the
window. The Status Bar :The Status bar appears at the very bottom of the window and provides
such information as the cursor position, current page number, the number of words in the
document etc.
Booting in Windows:
➢ When the computer is switched on, the BIOS is activated.
➢ The BIOS present in ROM searches for the operating system and drives.
➢ If there is no OS, it shows non-system or disk error.
➢ If OS is present, then it transfers the OS from ROM to RAM.
➢ Then the desktop is displayed on the monitor.

WINDOWS EXPLORER

Windows Explorer is an application that provides detailed information about your files, folders,
and drives. You can use it to see how your files are organized and to copy, move, and rename
files, as wellas perform other tasks pertaining to files, folders, and drives.
Explorer uses the directory windows to graphically display the directory structure of your disk
and files.Windows Explorer displays the contents of the entire system in a hierarchical manner.
To open Windows Explorer, click Start All programs Accessories Windows Explorer

Windows Explorer is divided into 2 panes. The left pane displays the list of drives & folders on
the computer. The right pane displays the contents of the selected drive or folder. By using these
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two panes, you can browse through the contents of your computer in a single window. Folder is
a list of files (similar to Directory in MS-DOS)

Working with Folders:

Creating a Folder:
1. From the tree pane : select the directory under which you want to create a sub directory.
2. Choose File New Folder. On the right pane of the screen, a new folder is created.
3. Type in the name of the directory and press ENTER. You can notice the change in the tree
structure immediately.
Creating files:
After creating a folder, we can move files into it or create new files within the folder.
Selecting files & folders:
(i) To select all the files in a folder:
Click the folder in the left pane All the files will be displayed in the right pane.
To select all --CTRL + A
(ii) To select consecutive files:
Use shift key + arrow keys
(iii) To select non-consecutive files:
➢ In the right pane of Windows Explorer, click the first item to be selected.
➢ Hold down CTRL
➢ Click all other items that need to be selected.
Copying Files & Folders:
Once we select the files to be copied, the next step is to copy the files.To copy the files & folders:
i) In Windows Explorer, select the file or folder to be copied.
ii) On the edit menu click copy
( the files are copied to the clip board. The clip board is a location where the information
you copy, or cut is temporarily stored)
iii) Click the destination folder in the left pane.
iv) In W. Exp, click paste in the Edit menu.
Alternatively, to copy a file or folder, select it and then press ctrl +C. To paste, press ctrl+ V
To move the files or folders:
(i) select the folder to be moved.

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(ii) On the edit menu, click cut

(iii) Click the destination folder in the left pane
(iv) On the edit menu, click paste.
Alternatively, to cut a file or folder, select and press ctrl +X & then to paste, press ctrl +V.
Renaming files or folders:
(i) Select the item to be renamed
(ii) Choose File Rename
(iii) Current name gets selected, Type in the new name
(iv) Press Enter.
Deleting files or folders:
If you do not want certain files or folders, you can delete them. All the files & folders which
aredeleted are moved to the recycle bin.
To delete:
(i) Select
(ii) On the file menu, click delete or press delete.
A warning appears prompting you to confirm the file deletion.
(iii) If you want to delete, click yes otherwise No.
Note: To delete a file permanently without moving it to the Recycle bin, select the file & then
pressShift+ Del.

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WORD PROCESSING
Definition: Word-processing is essentially typing, editing, and manipulation of a document in a
desired form.
Units of the Document:
Since word-processing is concerned with preparation of a document (in a desired form), it is
essential to know the units of the document:
1. Character: It refers to the alphabets, numerical digits, punctuations and other special
symbols whichare commonly used in the text.
2. Word: A word is group of characters that are separated from other group of characters by
somedelimiters like, comma, full stop and space.
3. Sentence: A sentence is a group of words preceded and followed by appropriate delimiting
characters.
4. Paragraph: It is a group of one or more sentences, paragraphs are separated by leaving
blank linesbetween them.
5. Pages: It is the amount of text that can be printed on one page of a paper.
6. Chapters: It is a collection of pages
7. Documents and files: It is a group of chapters. Usually, a complete document may be very
short such as a memo(or letter) or very long such as a book consisting of several chapters.
These documents are referred as ―Files.
Features of Word-processing:
1. Word-wrap
2. cursor control
3. editing
4. formatting
5. spell-check
6. thesaurus
7. macros
8. printing
9. file management
10. mail merge printing
1. Word-wrap: In word-processing packages, the text can be continuously typed and the
computer automatically starts a fresh line when a line is filled up. As soon as the length
of a sentence exceeds the right margin, the corresponding word is automatically adjusted
in the following line. This is called ―word-wrap. A paragraph is created only when
carriage control is externally given for a sentence.
2. Cursor Control: The four directional keys of the keyboard ( ) helps in locating the
text for editing in much the similar manner as that of a pointer or pencil.
3. Editing: Words or lines can be entered (inserted) or deleted in any part of the text with
proper alignment . Similarly, there is a facility to recover the text which is deleted by
mistake or accidentally. Another important facility is that any word can be replaced by a
new word throughout the file, wherever the old word appears. In addition to these, a block
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of text (which is frequently used) can be prepared and moved or copied wherever desired
in the file.
4. Formatting: The text formatting refers to the way the text is desired to appear on a
page. Thisincludes following functions
• setting left and right margins
• paragraph settings
• line spacing
• selecting font specifications such as underline, bold, italics, superscripts andsubscripts
• setting foot-notes
• number of lines per page
• printing page numbers and headings for ‗Header‘ and ‗Footer‘
• table of contents
• indexing the text
5. Spell-check: Word-processing packages provide checking of spellings facility
6. Thesaurus: It provides synonyms (or words with similar meanings)
7. Macros: A macro is a character or word that represents a series of keystrokes. The
ability todefine macros allows us to save a lot of time by replacing common combinations
of keystrokes.
8. Printing: It gives a hard copy of the text. The printing can be controlled after printing a
fixednumber of pages or can be resumed from any specified page number.
9. File management: This facility allows to create, delete, move & search for files.
10. Mail merge printing: This facility helps in printing same ―original‖ letter with
different addresses, so that each letter is ―original‖ and not a carbon copy.
Word-processing Packages: Several word-processing packages are available. Some of
these are listed below:
1. MSWORD (SOFT WORD) 2. WORDSTAR 3. CHIRATOR 4. NORTON EDITOR

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MS-WORD

MS- Word is a word processor. The extension name of MS- word is .doc. It is an application
used to create, edit, print and save a document. It allows the user to insert pictures, tables, charts,
drawings & features that will make the text richer & more interactive.
(The term document refers to a file created using word processor)
Starting MS-Word:
Start → All Programs → MS-office→ MS-word MS-word icon is w.

The default Word document includes the following layout tools:

➢ Title bar: displays the document name and the application.
➢ Menu bar: Contains the list of menus available inside word, each menu contains a specific
setof commands.
➢ Standard toolbar: provides shortcuts in the form of buttons for frequently performed tasks.
➢ Formatting toolbar: Contains a list of formatting options available inside the format menu.
➢ Horizontal & Vertical rulers: used for measurement purposes like any normal ruler; the
default unit of measure is in inches.
➢ White page area: is the space area where you type, edit and format your document.
➢ Insertion point : is the blinking vertical line that indicates the position on the screen where
textor graphics will be placed.
➢ Task pane : is a small window within the word window that provides shortcuts to commonly
used tasks.
➢ Scroll bars: are used to move up and down or left and right in a document.
➢ Status bar: displays the details such as the page number the user is working on, section no.,
page no. out of the total pages found in the document, line number, column number etc.

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Standard Toolbar:
This toolbar contains buttons to allow you to perform the basic operations such as opening and
closing a document, moving and printing data.

Function of commonly used buttons

➢ New: Creates a new blank document based on the default template

➢ Open: Opens or finds an existing file
➢ Save: Saves the active file with its current file name, location and file format
➢ Print: Prints the active file - for more print options go to the File menu and select Print
➢ Print preview : Shows how the document will look when you print it.
➢ Spelling & Grammar: Spelling, grammar and writing style checker
➢ Cut : Removes the selection from the document and places it on the clipboard
➢ Copy : Copies the selected item(s) to the clipboard
➢ Paste : Places the content of the clipboard at the insertion point
➢ Format painter : Copies the format from a selected object or text and applies to other
objects
➢ Undo : Reverses the last command, use pull-down menu to undo several steps
➢ Redo : Reverses the action of the Undo button, use the pull-down menu to redo several steps
➢ Insert table: Insert a table into the document, or make a table of selected text
➢ Insert Excel worksheet: Inserts an Excel spreadsheet into the Word document
➢ Columns : Changes the number of columns in a document
➢ Drawing: Displays or hides the Drawing toolbar
➢ Zoom (100%): Enlarge or reduce the display of the active document
Formatting Toolbar:
The formatting Tool bar is the easiest way to change many attributes of a text.

➢ Style menu: Allows you to make your text Bold, Italic, underlined… depending on the style
youchoose.
➢ Font: Allows you to change the font by clicking on the drop-down arrow on the right of
the font name box. You can view a list of fonts available; you can scroll down to view more
fonts and select the font name you wish to use by clicking on its name.
➢ Font size : Allows you to change the font size by clicking inside the Font size box and
entering a value or by clicking on the drop-down arrow on the right of the box to view a list
of sizes available. Select then a size by clicking on it.
Note : A Font size of 11 or 12 is best for paragraphs of text.
➢ Bold, Italic, Underline : Each button respectively allows you to make your text appear as
bold,italic or underlined.

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➢ Alignment : Each button respectively allows you to make your text aligned to the left, center
orright side of the page. You can also justify the text across the page using the justify button.
➢ Line spacing : Allows you to set the amount of space that word puts when go to a new line.
➢ Text orientation : Allows you to change the typing direction of your text, from left to right
orright to left manner.
➢ Numbering, Bullets : Allows you to make your text appear as a bullets list or as a
numberinglist.
➢ Increase / Decrease indent : Allows you to increase or decrease the indentation of your
paragraph in relation to the side of the page.
➢ Outside Border : Allows you to add a border around a text selection.
➢ Highlight color : Allows you to change the color behind a text selection.
➢ Font color : Allows you to change the color of the text.
Features of FILE MENU ( ALT F):

1. New- Opens new Word file (Blank Document file)

2. Open- Opens the existing files
3. Save- Saves the file with one name
4. Save as- Saves the file with more than one name( with different formats)
5. Save as Web page – This is used to save a document in a Web style. (with HTML extension)
6. Versions - This is used to do the parts of work in small parts. i.e. a bulk ( big/ more) work
can bedone in small parts.
7. Web Page Preview – This shows the web page in printable form.
8. Page set up - To set the margin, paper size, Orientation
9. Print - To get the printout.( Specified pages and no. of copies).
10. Properties - This gives the details about the document ( the type of file, the size of file, the
date ofcreation, date of modification and file location)
11. Send - This is used to send the file document to internet mail to some other person.
12. Exit - To close the Ms-word.
To insert a new page, press Ctrl + Enter

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Features of EDIT MENU (ALT E):

Undo - Will take the previous command (ctrl +Z)

Redo - Will take the opposite action of undo ( Ctrl + Y)
Cut - Can cut a selected text ( Ctrl + X) Copy - Can copy a selected text ( Ctrl + C) Paste
- Can paste the selected text ( Ctrl + V) Del - Removes the selected text
Find - Used to find the part of text word \ character in the file (Ctrl + F)
Find Next – (F3) Finding \ finding next : Used to repeat the finding process.
Replace - Used to replace any part of Text / word / Character with another word/ character.(Ctrl
+ H)
Paste special – This will paste the copied (or) cut text in a form of an object. It will paste in box
whichCannot be altered.
Go To - Curser goes to the specified page, specified line, specified paragraph.(Ctrl + G)
Features of FORMAT MENU ( ALT + O)

Font - used to change the font face, style, size etc.

Paragraph - Used to set the space between paragraphs and also between the lines
Bullets - Used to highlight points in number wise / bullet wise.
Borders & Shades - Used to apply different borders to the table / to the page.
Columns – Used to write the text in column wise.
To have a break in columns, a column break is used ( insert menu break Columns) Ctrl + Shift
+ Enter
Drop Cap - Used to drop the letter to different lines.
Text direction - Used to change the direction of drop cap (Note : To use text direction, drop cap
must be used first)
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Change case - Used to change the case of the text.

Toggle – This converts lower case letters to upper case & vice –versa in a word.
Background - This is used to change the background color of the document but the color can be
seen only in the web layout.
Theme - This is used to change the document, backgrounds with some existing designbackground.
This shows the background only in the web layout.
Style - This is used to change the writing fashion of the document which are already existing.
Frames - Frames are used to write different documents in one single document.
Some important features of Tools menu:

Spelling & Grammar: Used to check the spelling and correct the words with related word. ( F7)

Thesaurus: Used to know the synonym (meaning) of the word. (Shift +F7)

Mail merge : used to type the letters with the same matter but different addresses.

MS WORD – working with files:

Creating a New document:

• Click the New Blank document button on the standard tool bar. (or)
• From the Menu bar, choose File New, the New document task pane will open, and select
Blank document.
Opening Existing documents:
• Click the open button found on the Standard tool bar. (or)
• From the task pane, select getting started and the select more(or)
• From the Menu bar, select File Open
Saving a document:
• Click the Save button on the Tool bar. (or)
• From the Menu bar, select File Save (or)
• Follow the key sequence Ctrl + S
Save dialog box appears. Type the name and click Save.
Printing a document :
• Select File Print (or)
• Click on the Print button on the Standard Tool bar (or)
• Click Ctrl + P
Print dialog box appears. Select All pages (or) Current page (or) type the page numbers and
also select number of copies according to the requirement and click O.K
Closing a document:
• Select File close
• Click on the small X found on the right top next to the Menu bar and the Title bar.

MS WORD - Editing Text :

Typing and Inserting Text:

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To enter text in your document, position the insertion point i.e. a vertical blinking line, where
you wantthe text to appear and type it in.
Word will automatically wrap text as it reaches the end of a line. Press enter to start a new
paragraph. When you reach the end of a page, word will automatically break text onto the next
page. If you want, you can start a new page at any point by inserting a page break. To do so,
press ctrl + Enter.
Selecting Text:
In order to change the format of the text you just typed, it must be first highlighted, i.e. selected
with the mouse cursor.
To highlight the whole text or part of it, locate the mouse at the start of the text you wish to
highlight and click the left button, then drag the mouse over the desired text while keeping the
left mouse button pressed.
Shortcuts used for selecting a portion of the text:
• Whole word : Double click within the word.
• Whole paragraph: Triple click within the paragraph.
• Sentence : ctrl + click in a sentence
• Entire document : Edit select all ( ctrl + A)
Deleting text:
• Use the BACKSPACE or the DELETE key to delete text.
• BACKSPACE key will delete text to the left of the cursor and DELETE key will erase
text tothe right.
• To delete a large section of text, highlight the text using any of the methods outlined above
andpress the DELETE key.
Moving, copying and pasting text:
Cut text:

Highlight the text you need to move and follow one of the methods listed below:
• From the Menu bar, select Edit cut (or)
• From the standard tool bar, click on the cut button. (or)
• Follow the key sequence Ctrl + X
Copy text:
• From the Menu bar, select Edit copy (or)
• From the standard toolbar, click the Copy button (or)
• Follow the key sequence Ctrl + C
Paste Text:
To paste previously cut or copied text, move the cursor to the location you want to move the text
to andfollow one of the methods listed below:
• From the menu bar, select Edit Paste (or)
• From the standard Tool bar, click the Paste button (or)
• Follow the key sequence Ctrl + V

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MS -EXCEL

Spreadsheet is a software that helps to substitute the paper worksheets in the offices. Spreadsheet
displays data in the form of rows and columns. An intersection of row and column is known as a
cell.
MS-Excel is a window-based spreadsheet developed by Microsoft Corporation. It includes all
features of a spreadsheet package like recalculation, graphs & functions. It also provides many
Mathematical, Financial & Statistical functions. Thus it is used in many scientific and
engineering environments for analyzing data. Excel can even hold graphic objects like pictures
& images.
Some important features of MS-Excel:
1. Window based application: Excel like all other applications has Toolbars, Shortcut
Menus,Auto correct, Online help and Wizards.
2. Workbooks: Workbooks are the files in which worksheets related to a project are held.
3. OLE support: Object linking, and Embedding is a feature through which Excel can
contain anyobject like a document, a picture etc.
4. Maintaining high volume of data: Excel can contain large volume of data. A worksheet
can contain 65536 rows and 256 columns. A single cell can contain a maximum of 255
characters. One workbook can contain a maximum of 256 worksheets.
5. Availability of functions: Several Mathematical, financial & statistical functions are
availablein an Excel package.
6. Availability of Charts & Graphs: MS-Excel allows users to view data entered as tables
in a graphical form as charts, which helps the user to easily understand, analyze data &
compare data.
7. Data Analysis Tools: MS-Excel provides a set of data analysis tools called Analysis Tool
pack.
8. Sorting capability: Excel has the capability of sorting any data in Ascending or
Descending order.
9. Auto fill feature: Excel has the feature which allows to fill cells with repetitive data such
aschronological dates or numbers and repeated text.
Getting started with Excel:

An Excel document is called a workbook. By default, Excel workbook contains 3 worksheets

designated as sheet 1, sheet 2, sheet 3.
The extension name of excel workbook is .xls
We can start Ex-cel in many ways:
1. Start → Programs → Microsoft office → Microsoft Excel → hit enter.
2. Start→ Run → Type Excel→hit enter
3. Double click on the Microsoft application Icon.

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Components of the Excel window:

An Excel window has several unique elements identified in the figure below:

• Rows, columns & cell: In worksheet rows are numbered from top to bottom. The columns
are labeled with letters from left to right. Rows are numbered from 1 to 65,536 and
columns labeledfrom A to IV (256 columns).
• Title bar: The title bar contains the name of the program Microsoft Excel and the default
name of the workbook Book1 that would change as soon as you save your file and give
another name.
• Menu bar : The Menu bar contains menus that include all the commands you need to use
to work your way through Excel such as File, Edit, View, Insert, Format, Tools, Data,
Window andHelp.
• Tool Bar: Tool Bars are usually shortcuts for menu items. Standard and formatting
toolbars aredisplayed by default.
• Active cell: The cell in which you are currently working.
• Formula bar: displays the contents of the active cell.
• Name box: displays the cell address of the active cell. Column letter followed by the row
number. Ex: B6
• Worksheet area: The middle portion of screen which occupies a major area is called
worksheet area. In this area, information or data (i.e.) either textual or numerical can be
entered and the results can be displayed. A worksheet is a large work area of 65,536 rows
and 256 columns.
• Status bar: located at the very bottom of the screen displays brief information about
activating features within the worksheet area.
• Sheet tabs: appear above the status bar displaying the names of the worksheets.
Standard Toolbar

The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks
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like adding a column of numbers, printing, sorting, and other operations. The Standard Excel XP
toolbar appears in the figure below.

Formatting toolbar
The Formatting toolbar, located beneath the Standard toolbar bar, has buttons for various
formatting operations like changing text size or style, formatting numbers and placing borders
around cells.

Formula bar & Name box

The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use the formula
bar to enter and edit worksheet data. The contents of the active cell always appear in the formula
bar. When you click the mouse in the formula bar, an X and a check mark appear. You can click
the check icon to confirm and completes editing, or the X to abandon editing.

Name box
The Name box displays the reference of the selected cells in the form of column label followed
by rownumber.
Creating a New Workbook:
The steps to create a new workbook are,
1. On the File menu, click New.
The new workbook task pane appears at the right side of the screen. Click blank workbook.
A new workbook with 3 worksheets appears. By default, the workbook is named as Book 1, and
sheet 1 is the active worksheet & A1 is the active cell.
Entering data:
You can enter text, numbers and dates in an Excel worksheet.
To enter data of any type,
1. Select the cell by clicking on it.
2. Type in the information.
3. Press the Enter key.
When you begin typing, your data also appears in the formula bar.
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Editing text:
The easiest way to edit the contents of a cell is to select the cell and then retype the entry. The
newentry replaces the old contents.
Alternatively, to edit the data in a cell, press F2.
Ex: Suppose you find that in the cell A6, you have entered the marks as 78 instead of 87, then
clickon A6 and type 87 →enter
You can also edit part of the data in a cell:
1. Double click the cell you want to edit. The insertion point appears within the cell.
2. Delete the part of the data that you do not wish to keep.
3. Retype the data & press enter.
Formatting a worksheet:
Changing the style or appearance of data in a worksheet is called formatting. You can format
the datain a worksheet by:
• Changing the position of data in a cell
• Changing the font, size, style & color.
Aligning data:
By default, any text you enter in Excel is aligned to the left and any value or number is aligned
to the Right. To change the default alignment, you can use the alignment buttons on the
formatting tool bar.

Formatting Numbers:
Formatting data in a worksheet includes changing the number of decimal places, displaying dates,
times & fractions and adding currency symbols.
To format the number in a cell, the steps are: Format/Cell/N/umber/Decimal places/2

Formatting Text: Text can be formatted using the buttons on the formatting toolbar. Font of a
cell,font size can be changed. The font style can also be changed to bold, Italic etc.
Inserting Rows & Columns:
In Excel, rows & columns can be inserted or deleted without affecting the surrounding rows,
columns &cells.
To insert a row,
1. Rest the mouse pointer over the row above which you want to insert the new row.
2. On the Insert menu, click rows.
A row is inserted, and the existing row moves down after the new row. Similarly, to insert a

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column,
1. Rest the mouse pointer over the column before which you want to insert the new Column.
2. On the Insert menu, click columns.
Changing Row height & Column width:
By default, every row is 12.75 points high and every column is 8.43 characters wide. As you fill
it with data, however you have to change the size of rows & columns so that it is fitted to the
length of the data. To Resize a column:
1. Rest the mouse pointer on the column boundary on the right side.
2. The shape of the mouse pointer changes to
3. Drag the boundary until the required width is obtained.
(OR)
1. The column which is to be adjusted is made active by clicking on column letter.
2. The column option is selected from the Format menu.
3. Click on the width option. A dialogue box is displayed.
4. Type in the required size of the column in the text box column width. Similarly, Row
height can also be adjusted by selecting the rows.
Sorting: Highlight the cells that should be sorted and click the sort Ascending (A-Z) button or
SortDescending (Z-A) button found on the Standard toolbar.
Printing: To print the worksheet, select File → Print from the Menu bar (or) click on the Print
button

from the Standard Toolbar (or) follow the key sequence Ctrl + p
Inserting Page breaks: To set the page breaks within the worksheet, select the row you want to
appearjust below the page break by clicking the row‘s label. Then choose Insert page break
from the Menu bar.
When you attempt to print a worksheet Excel automatically inserts page breaks view.
File menu → page break preview
The page breaks are shown in dasher lines. If the automatic allocation of page breaks does not
satisfy with your requirements, you can add the page breaks in the required space.
Step 1: select a cell above which the page break is needed. After that, select the full row until the
data inthe sheet exists.
Step 2: select insert → page breakSaving a workbook:

To save a workbook,
• File →Save (or)
• Ctrl +S (or)
• click on the save button on the Tool bar.
Save dialogue box appears. Type the name and click Save.
Functions :
A function is a built-in, readymade and frequently used formula that accepts data, perform
calculations & returns results.
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To enter a function in a cell,

i) Click the cell in which you want the result of the function to be displayed.
ii) Type ―= sign.
iii) Type the function name.
iv) Type the cell range & other arguments within brackets.
v) Press Enter.
Function Wizard :
The Function Wizard is a tool in Excel through which a user can enter formulas in the correct
format without any errors. It contains all the functions according to the type such as
Mathematical, Statistical, Date/time, Financial etc.

Steps to use the function Wizard:

1. The cell in which the function is to be inserted, is selected.
2. Select the function option from the Insert menu. The Function Wizard screen is displayed.
It listsall the functions available.
3. The function needed is selected. Click O.K
4. A dialogue box is displayed in which arguments are accepted.
5. Enter the arguments. The selected cell on the worksheet will automatically contain the
formula.
6. Click O.K. The result is shown in the selected cell.
Creating Charts :
Charts in Excel are used to represent data pictorially. We can use different types of charts to
represent data.
Types of charts which are available in Excel:
1. Column charts
2. Bar charts
3. Line
4. pie
5. XY (scatter)
6. Area
7. Doughnut
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8. Radar
9. Surface
10. Bubble
11. Stock
12. Cylinder, Cone & Pyramid
Creating a Chart :
Step i) Enter the data in a table.
ii) Open the Insert Menu and select Chart
iii) In the Chart Wizard – Step 1 of 4, select the type of chart you want to make and click
Next
iv) In the step 2 of 4, enter chart source data and click Next
vi) In the step 3 of 4, enter the chart options like label of the chart and click Next
vii) In the step 4 of 4, give the chart location where you want the chart to be located and
pressFinish.

Column Chart: Column charts are one of the most common types of graphs used to display
data.
A column chart represents data in the form of a series of vertical bars. Each bar represents a
value.

To construct a bar chart for the above data:

Step i) Enter the data in a table.
ii) Open the Insert Menu and select Chart
iii) In the Chart Wizard – Step 1 of 4, select Column chart and click Next
iv) In the step 2 of 4, enter chart source data
v) In the step 3 of 4, enter the chart options like label of the chart

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vi) In the step 4 of 4, give the chart location where you want the chart to be located and

production(tonns) pressFinish.

Pie Chart:

A Pie chart is used to represent the distribution of a categorical data. In this chart, a circle is
dividedinto sectors, whose area are proportional to the frequencies or percentages of cases under
various categories.
For example, to draw a pie chart for the production of different crops in a region:

S. No. A B
crop Production(tons)
1 Paddy 53
2 Wheat 24
3 Maize 18
4 Groundnut 82

Statistical Analysis Tools

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Accessing the data analysis tools: The Analysis Tool Pak includes the tools described below.
To access these tools, click Data Analysis on the Tools menu. If the Data Analysis command is
not available, you need to load the Analysis Tool Pak add-in program.

Analysis Tools:

ANOVA: Single factor

ANOVA: Two-Factor with replication ANOVA: Two-Factor without replication Correlation
Covariance Descriptive statistics
F-test two-sample for variances Histogram
Regression
t-test: two sample assuming equal variances
t-test: two sample assuming unequal variances Z-test: two sample for means
Steps to use Analysis Tools:
Step
(i) From the Menu bar choose Tools and click on Data Analysis
(ii) When the Data Analysis dialogue box appears, click on the one you want.
(iii) The corresponding dialogue box appears. Enter the Input range and Output range
(addresses of the cells)
(iv) give the address of the cell where you want the result to be shown.
(v) click OK
(vi) The result will be given in the corresponding output format.

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MS-ACCESS
The Database is an organized collection of data related to a particular topic or purpose. The
database serves as a base from which a desired information can be retrieved, many meaningful
conclusions can be drawn. A database stored electronically has distinct advantages over a
manually organized system. A database can be maintained in a computer by using a database
management system(DBMS).
DBMS is an application that enables to maintain data in a database. Maintaining data involves
storing, organizing and retrieving data.
MS-Access is a Relational Database Management System (RDBMS) that is used to store and
manipulate large amount of information. The extension name of Ms-Access file is .mdb.
To start MS-Access:
1. Start→ Programs →MS office → Ms-Access → Enter
2. Start → Run→Ms-Access Enter
An Access Database consists of 7 different Database objects.

1. Tables : Store database data in Rows (records) and columns (fields). Every row represents a
Record. Each piece of information in a record is called a Field.
Ex: A table can contain personal information about all the students in a college.
Every row containing information about a student represents a record. The records in the
student table can include fields such as Admission number, Student name, Address, Phone
number etc.
2. Queries : used to retrieve information from a database based on specific conditions. Ex: A
Query can be used to extract details about students studying in a particular class.
3. Forms : used as interfaces for users to enter, view and modify data in a Table.
4. Reports : used to present data from tables or Queries in a format of our choice. i.e. the
printable form of the table or query or form. We cannot make changes to the data in a report.
We can format the data in a report.
5. Pages : display shortcuts to data access pages in the database. A data access page displays
data stored in a database over the internet.
6. Macros : used to automate frequently performed tasks. Ex: we can create a macro to print a
report automatically.
7. Modules : used to perform advanced database operations, such as validating data against
complex conditions.
Creating a Database :
A Database can be created by using the database Wizard or by using the Blank Database command.
• The database Wizard is used to create tables, forms, queries and reports by following a
series ofsteps provided by the wizard.
• The Blank Database command is used to create a blank database. All database objects
should becreated manually.
Click on File menu New Enter
A window appears give a name to the database

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Creating a Table :
1. Open the database in which the table is to be created. The database window appears.
2. under objects, click Tables and then click New on the database window toolbar. The New
Table dialog box appears.
Commands in the New Table dialog box

Command Purpose
Create table by Used to create a table by entering values directly in a row and
entering data column format
Design view Used to assign fields for the new table and modify field
properties
Table wizard Used to create a table through a guided sequence of steps

I. Create Table by entering data:

• Click on Table (object) in the main switch board.
• Click on create table on Datasheet view now a window appears here we find fields (
field1,field2,……)
• Give the field names ( Name, roll no., marks etc.)
• Click on close button of the table and save the table with some name
• To enter details into the table, click on table in the main switch board and double click on
thetable name.
• Enter the details
Working with Database Fields :
Microsoft Access database fields are created by entering a field name and a field data type in
each row of the field entry area of the database table window.

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Data types in MS-Access :

The following list summarizes all the field data types available in MS- Access, their
uses and their storage sizes.
➢ Text : used for text or combinations of text and numbers, such as addresses or
for numbers that do not require calculations, such as phone numbers, or postal
codes. Stores up to 255 characters.
➢ Memo : Used for lengthy text and numbers, such as notes or descriptions.
Stores up to 64,000 characters.
➢ Number : used for data to be included in Mathematical calculations, except
calculations involving money. Stores 1,2,4 or 8 bytes.
➢ Date / Time : used for dates and times. Stores 8 bytes.
➢ Currency : used for currency values and to prevent rounding off during
calculations. Stores 8bytes.
➢ Auto Number : used for unique sequential or random numbers that are
automatically inserted when a record is added.
➢ Yes /No : used for data that can be only one of two possible values, such as yes/
No, True/False,On/Off.
➢ OLE object : used for OLE objects like pictures, graphs and other binary data.
Stores up to1 GB.
II. Create a table in Design view:
1. click on table (object) in the main switch board.
2. Here click on ― create table in design view‖ Now a window appears here
type the fieldnames and their data types respectively.
Ex:
Field name Data types
Roll No Auto Number
Name Text
Marks Number
3. click on the close button of the table and save it with some name

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4. To enter data into the table, double click on the table created.
5. Now enter the details.
Primary & Foreign keys:
Data should be checked for redundancy before it is stored in a database. Keys are
used to maintain the integrity of data. Keys contain unique values that help to
filter redundant information from the input data. Keys are of two types: primary
& foreign.
Primary key: The field in a table that uniquely identifies each record is called
the primary key. Usually, this field is sequentially numbered.
Ex : Admission number field
Foreign key : When a primary key of one table appears as a field in another
table, the field is called the foreign key in the second table.
Queries :
• By using queries, we can view, change and analyze data in different ways.
You can also use them as the source of records for forms and reports.
• You can bring together data from multiple tables and sort it in a particular
order.
• You can perform calculations on groups of records.
Forms :
• In a table, number of records are displayed at a time. But, if the table has
many fields, then it may not be possible for a user to view all of them. The
screen may be too small to fit it. The user may have to scroll horizontally
or vertically to view the rest of the fields/ records.
• In forms, the data can be displayed as per the users requirement. The
records are generally displayed one at a time. The fields can be arranged
as the user wants it. Pictures can be added to a form. The display and
contents of the form is controlled fully by the user.
• In forms there are 3 views,
i. Design ii. Datasheet & iii. Form view

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• The datasheet view shows many records whereas form view displays
single record. You can toggle between these three views using the View
Tool.
Report:
The data shown in a table, Query and forms are meant for displaying it on screen, but
when you take the printout or the Hard copy, it is known as Report. In the database
window, the open button is replaced by the preview button, when you click the report
tab. Reports can be viewed either in print preview mode or design mode. Data cannot
be edited in the reports. The report preview shows how the data will appear on taking
out the printouts.
Networking and Internet
A network is an arrangement that enables two or more computers to communicate
(talk) to each.
Types of Networks
Networks can range from a small group of computers linked together in a
classroom tothousands of computers linked together across the globe. Depending on
the geographical location, networks can be classified as
(a) LAN ( Local Area Network)
(b) MAN ( Metropolitan Area Network)
(c) WAN (Wide Area Network)
Local Area Network: If a network is confined to a single location, typically a
building, it is called a LAN.
Ex : Set of interconnected computers within an office.
Metropolitan Area Network: A metropolitan area network is a network that is
larger than a LAN, itconnects the computers distributed across multiple buildings.
Ex: the computers in all branches of an office within a city.
Wide Area Network: When a network is located over wide areas such as cities,
states, countries oreven continents, it is called a WAN.
Ex : i. Computers in different branches of a Globalized company.

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ii. Internet
INTERNET
The internet is a global connection of computers. These computers are
connected via a huge network of telecommunication links. The internet allows you
to access to a whole resource of data and information stored at different sites (called
hosts) and locations around the world. The communication links which interconnect
each host computer use a common method of transmission known as TCP/IP, which
stands for Transmission Control Protocol / Internet Protocol.
Internet connection helps us to:
1. Read information on a wide range of topics
2. Send or receive E-mail
3. Download useful programs such as virus detectors, file compression,
decompression utility etc.,
4. Share your opinions and your knowledge on a variety of topics through
various new groups.
5. Chat with other people anywhere in the world
6. View interesting video‘s listens to music or wander through a 3-D world.
Requirements for connecting to the Internet:
(a) Modem: A modem is a peripheral device that allows a computer to connect and
communicate with other computers. Modem stands for Modulator
Demodulator.
(b) Web Browser: A browser is a software program that is necessary in order to
view web pages on the web. Ex: Internet Explorer, Netscape Navigator,
Mozilla Firefox, Microsoft outlook express etc.
(c) Telephone line: A telephone line is required to transfer data from one computer
to another. The computer is connected to a modem, which, in turn, connected
to a telephone line.
(d) Subscription with Internet service provider (ISP): ISP‘s are companies that
provide access to the internet. We need subscription with any ISP to get an

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Internet connection. Some of the ISPs in India are VSNL, MTNL, Sify, Specrta
Net etc.
World Wide Web (WWW):
It refers to the collection of information accessible on the internet. The web is
similar to a library. It consists of millions & millions of pages of text, pictures,
sounds and animation on various topics. These pages, called web pages are stored
on different computers that are connected to the internet. The web pages have links
between them i.e. when we click a certain word or picture in a page, it will take us
to another page. These words or pictures that help to move from one page to another
are called hyperlinks. A collection of related web pages is known as a web site. A
web site can be accessed by means of a unique name assigned to it.
Internet was initially designed for the transmission of text basing on the
protocols mentioned. In order to transmit a graphically designed web page complete
with pictures, embedded sound and animation a special language was designed
which is referred to as Hyper Text Markup Language (HTML). HTML uses
special text codes to define the various elements of a web page.
The WWW support a protocol called Hyper Text Transfer Protocol
(HTTP). All internet servers cannot support HTTP and so the web can be regarded
as a subset of the larger internet.
HTTP provides a method of transmitting a professionally laid out page over the text-
based internet. Uniform Resource Locator: (URL): Each web site has a unique
address commonly referred to as a URL. A URL specifies the exact location of the
web page on the internet.
A typical web address or URL looks as http://
www.microsoft.com/catalog/navigation.asp

Explanation of the example URL:

URL Explanation
Element

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http Identifies protocol necessary to retrieve the file.

WWW Indicates that the site is on the world wide web
Microsoft Indicates the name of the web site
.com Indicates the domain type of the web site
/catalog/navigatio Specifies the path of the file stored on the web server‘s hard
n.asp disk

E-Mail

E-mail or electronic mail is a service for sending or receiving messages

electronically through a computer network. The electronic mail uses various
technologies that support electronic transmission of text, data and graphics.
Some of the features of E-mail are

1. it is much faster than the normal mail. Messages can be sent within a matter
of seconds to anypart in the world.
2. it can be sent to many people at the same time
3. E-mail is cheaper than a phone call and an ordinary mail
4. it can access information and file libraries on request
5. E-mail user can have a mail box which is accessed through a computer
terminal
6. an E-mail message consists of two parts
a) a header specifying the address of the sender and the address of the
receiver
b) the text of the message
7. The mailing system allows selecting messages for reading, displaying,
saving, deleting, forwarding and replying.
8. Mailing list can be created to send the same message to a group of people
E-Mail Address: An E-Mail address consists of three parts

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1. The person‘s Login name

2. @ sign
3. Domain name
A domain represents organization, network, and country name
Ex: [email protected] in this Statistics is the user name and his account
is in the domain hotmail.com. Both the names are separated by the @symbol.
Search Engines :
Search engines are utilities used to search for information on the web. A user
interface is provided where you can enter the word or phrase you are searching for.
The search engine looks for the keywords we have entered and returns the results of
the search, providing links to relevant Web sites for us to choose from. Some
commonly used search engines are MSN, Alta Vista, Google, Yahoo! search and
Info seek etc.

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