Table of Contents

INTRODUCTION TO COMPUTERS 1
1.1 COMPUTER 2
1.2 DATA VRS INFORMATION 2
1.3 DATA PROCESSING CYCLE 3
1.4 PERIPHERALS 4
1.6 STORAGE DEVICES AND MEDIA 9
1.7 CATEGORIES OF STORAGE DEVICES 11
1.8 MEMORY AND MASS STORAGE DEVICES 15
1.9 BINARY NUMERAL SYSTEM 16
1.10 HARDWARE & SOFTWARE 17
1.11 HISTORY OF COMPUTER 18
1.12 CHARACTERISTICS OF COMPUTERS 23
1.13 APPLICATIONS OF COMPUTERS 24
1.9 MAIN PARTS OF A COMPUTER 26
1.14 CLASSIFICATION OF COMPUTERS 27
1.15 THE COMPUTER SYSTEM 32
EXERCISES 34
1.16 SAFETY ISSUES AND PRECAUTIONS 36
1.17 ISSUES TO CONSIDER WHEN PURCHASING A COMPUTER 37
2.0 COMPUTER SOFTWARE 39
2.2 SOFTWARE—DEFINITION 39
2.3 RELATIONSHIP BETWEEN SOFTWARE AND HARDWARE 39
2.4 SOFTWARE CATEGORIES 39
2.5 SOFTWARE TERMINOLOGY 40
3 OPERATING SYSTEM 45
3.2 OPERATING SYSTEM: DEFINITION 45
INTERNET BASICS 53
WORD PROCESSING WITH MICROSOFT WORD 2013 56
INTRODUCTION TO INTERMEDIATE WORD 2013 87
INTRODUCTION TO PRESENTATIONS WITH POWERPOINT 2013: 140
References 163
APPENDIX 164

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PART I
INTRODUCTION TO COMPUTERS

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1.1 COMPUTER
A computer is an electronic device that takes data as input, processes it, and converts it into
meaningful information, presenting processed input as output. It has the ability to store, retrieve,
and process data. You can use a computer to type documents, send email, and browse the
internet. You can also use it to handle spreadsheets, accounting, database management,
presentations, games, and more.

1.1 The Four Basic Functions of a Computer

PROCESS
DATA INPUT OUTPUT
INFORMATION
STORAGE

Enter Data “View” processed Data

The four basic functions of a computer are input, processing, output and storage. Input is the
information which is entered into the computer. Processing is performing operations on or
manipulating data. Output is the result of the data processing. Storage refers to devices that can
retain the data when the computer is deactivated.

1.2 DATA VRS INFORMATION

Data represents raw facts or figures, quantities, characters, or symbols on which operations are
performed by a computer, which may be stored and transmitted in the form of electrical signals
and recorded on magnetic, optical, or mechanical recording media. All numbers, text, sound,
images, animations, and video used as input are called data.
When data is processed, organized, structured or presented in a given context so as to make it
useful, it is called Information.

Data processing
Data processing is the means by which raw data is turned into usable information. Manual data
processing is the physical entering and organization of data. Though most data processing is now
done by computers, there was a time when collected data was recorded and tabulated by hand in
paper spreadsheets. The tables were used to calculate, analyze and summarize data, but
calculations were done by hand or calculator.
Computer data processing is any process that a computer program does to enter data and
summarize, analyze or otherwise convert data into usable information.
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1.3 DATA PROCESSING CYCLE

Input
Three steps are involved when inputting data into the computer: collection, verification, and
coding. Collection refers to gathering the data from a variety of sources and assembling it.
Verification means checking the data to determine whether it is accurate and complete, and if it
should be included for processing. Coding is translating the data into machine-readable form.
Data punched into IBM cards is one example of coding.

Process
During processing or manipulation, one or more of the following tasks may be performed on the
input data.
Classifying. Data are organized by characteristics meaningful to the user. For example; a student
may be identified by Social Security number, class and exam number.
Sorting. In this step, the data may be arranged in a particular sequence to facilitate processing.
Calculating. Calculations may be required to determine a patient's account balance or a student's
grade point average.

Output
Output activities include retrieving, converting, storing, and communicating. Retrieving involves
pulling information from storage devices for use by the decision-maker.
Converting means translating information from the computer form used to store it, to a form
understandable by the user (such as, a CRT display or printed report).
Storing involves transferring the data onto a storage medium, such as a disk or tape file for future
use.
Communication takes place when the relevant accurate information is in the right place at the
right time.

1.4 PERIPHERALS
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Peripheral components are devices attached to the main system that perform certain functions not
part of the main unit or processing system. The computer monitor, mouse and keyboard are all
peripheral items critical to running your computer. A printer is also a peripheral device, as are
scanners, web cameras, external disk drives and multimedia systems.

Input Device
An input device is any hardware device that sends data to the computer, without any input
devices, a computer would only be a display device and not allow users to interact with it.

Output Device
An output device is any peripheral device that converts machine-readable information into
people-readable form such as a monitor, printer, plotter and voice output device or An output
device is any device used to send data from a computer to another device or user.

1.4.1 INPUT – POINTING DEVICES

These devices are used to move an on-screen pointer or cursor (usually an arrow). They are
commonly used with graphical user interfaces (GUIs)

Mouse:
A pointing device found on most PCs. Sensors on the bottom of the mouse detect
when the mouse is moved. Data about this movement is sent to the computer. It is
often used to control the pointer in a GUI. Available types are serial and BUS
(optical). Basic mouse activities included pointing, clicking double clicking and
dragging.

Touchpad / Trackpad
A pointing device found on most laptops. Used instead of a mouse since it takes
up less space. The user moves a finger across the touch pad and this movement
data is sent to the computer. It is usually used to control the pointer in a GUI.

Trackball / Tracker Ball

This pointing device is not moved about like a mouse, instead it has a large
ball that the user spins. Data about which direction the ball is spun is passed
to the computer.
It can be used to control a GUI pointer.
Tracker balls are often used by people with limited movement (disabled) or
by the very young since they are easier to use than a mouse.

Touch Screen
A touch screen is an alternative to a separate pointing device. With a touch screen the user
selects items on the screen by touching the surface. This makes touch screen systems very
intuitive and simple to use. Often used for information terminals in public places e.g. libraries or
museums where mice or keyboards may be stolen or damaged.

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Graphics Tablet
A pointing device often used by designers and artists to allow natural hand
movements to be input to graphics applications. A stylus is held like a pen and
moved over the surface of the tablet. Data about the stylus movements are sent
to the computer. Since it is so like using a pen, it is very easy to create ‘hand-
drawn’ sketches.

Joystick / Joypad
Used mainly for playing games. The user moves the joystick left/right,
forward/back and data about these movements are sent to the computer. Small
joysticks can also be found on some mobile phones.

Light Pen
A light pen is a device used as a pointing device or to ‘write’ on the screen of a
computer.
Light pens are rarely used today since graphics tablets and high-quality touch
screens provide similar functionality.

1.4.2 INPUT - AUDIO / VISUAL DEVICES

Scanner
A device that ‘scans’ images, book pages, etc. Scanning is basically taking a close-
up photograph (just very slowly and with great detail). The scanned image data is
passed to the computer.
The most common type of scanner is the flat-bed scanner which has a glass plate
on which the item to be scanned is placed. The item is illuminated and an image of it is captured
by a moving scan ‘head’. Scanned images can be further processed once inside the computer,
e.g. OCR of printed text.

Digital Camera
A device that captures digital photographs.
Most digital cameras do not directly input data into a computer - they store
photographs on memory cards. The photographs can later be transferred to a
computer.

Video Camera
A device that captures moving images, or video.
Like a digital camera, most video cameras do not directly input data into a
computer – the captured movies are stored on video-tape or memory cards and
later transferred to a computer.
However, there are some situations where video cameras do feed video data directly into a
computer: television production and video-conferencing. In these situations the video data is
required in real-time.

Web Cam
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This is a very basic video camera used to feed live video into a computer. The video
data from a web cam is low quality compared to a full video camera. However it is good
enough for web chats (e.g. using a messenger application such as MSN Messenger or
Skype). Usually a web cam is clipped to the top of a monitor, but many laptops now
have web cams built into the edge of the screen.

Microphone
An input device that converts sound into a signal that can be fed into a computer.
The signal from a microphone is usually analogue so, before it can be processed by a
computer, it must be converted into digital data. An Analogue-to-Digital Convertor
(ADC) is used for this (usually built into the computer’s sound card) Many
headphones now come with microphones to allow them to be used with chat and phone
applications

1.4.3 INPUT - CARD READERS

Magnetic Strip Reader

Many plastic cards, such as credit cards, have a strip of material that can be
magnetised on the back. Data can be stored here in the form of magnetised dots.
Usually the data stored on this strip in the same data shown on the front of the
card (e.g. the credit card number, expiry date and customer name). The stripe
allows this data to be input to a computer system faster and more accurately
than by typing it in.

Smart Card / 'Chip' Reader

Modern credit cards and ID cards don’t use a magnetic strip. Instead they
have a tiny ‘chip’ of computer memory embedded inside them. (These cards
are often referred to as smart cards.)
Data can be stored in this memory and read back using a ‘chip’ reader. A
card is inserted into the reader where metal contacts connect to the metal
pads on the front face of the card. The reader can then access the memory chip and the data
stored on it. Smart cards can store much more data than magnetic strip cards, e.g. an ID smart
card would store not only the owner’s name and card number, but might also have a digital
image of the person.

1.4.4 INPUT - READING TEXT / CODES

All data could be input to a computer using a keyboard, but this would often be a slow process,
and mistakes would be made. Sometimes speed and accuracy is required...

MICR Reader
Magnetic Ink Character Recognition (MICR) is a technology that
allows details from bank cheques to be read into a computer quickly and
accurately. The cheque number and bank account number are printed at
the bottom of each bank cheque in special magnetic ink using a special
font. These numbers can be detected by an MICR reader.

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OMR Scanner
Optical Mark Recognition (OMR) is a technology that
allows the data from a multiple-choice type form to be
read quickly and accurately into a computer.
Special OMR forms are used which have spaces that
can be coloured in (usually using a pencil). These marks
can then be detected by an OMR scanner. Common uses of OMR are multiple-choice exam
answer sheets and lottery number forms.

OCR Scanner
Optical Character Recognition (OCR) is a software technology that can
convert images of text into an actual text file that can then be edited (e.g.
using word-processing software). The result is just as if the text had been
typed in by hand. OCR is typically used after a page of a book has been
scanned. The scanned image of the page is then analysed by the OCR
software which looks for recognisable letter shapes and generates a matching text file.
Advanced OCR software can recognise normal handwriting as well as printed text - this is
usually called handwriting recognition.

Barcode Reader / Scanner

A barcode is simply a numeric code represented as a series of lines. These lines can be
read by a barcode reader/scanner.
The most common use of barcode readers is at Point-of-Sale (POS) in
a shop. The code for each item to be purchased needs to be entered into
the computer. Reading the barcode is far quicker and more accurate than typing in
each code using a keypad.

1.4.5 OUTPUT - AUDIO / VISUAL

CRT Monitor
A monitor displays text and image data passed to it by the computer.
A cathode-ray tube (CRT) monitor is the type that has been around for years
and is large and boxy. CRT monitors are heavy and they take up a lot of desk
space. They have largely been replaced by flat-screen monitors. However some
are still used in the design industry since the colour accuracy and brightness of CRT monitors is
excellent, and designers need to see true-to-life colours. Also, CRT monitors are generally
cheaper than flat-screen monitors.

Flat-Screen Monitor (TFT or LCD)

Over the past few years, as they have come down in price, flat-screen displays
have replaced CRT monitors. Flat-screen monitors are light in weight and they
take up very little desk space. Modern flat-screen monitors have a picture quality
that is as good as CRT monitors.

Digital / Multimedia Projector

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Digital projectors are used in situations when a very large viewing area is
required, for example during presentations, for advertising, or in your
home for watching movies.
A projector connects to a computer, a DVD player or a satellite receiver
just like a ordinary monitor. The image is produced inside the device and
then projected out through a large lens, using a powerful light source.

Loudspeaker
If you want to hear music or sounds from your computer, you will have to
attach loudspeakers. They convert electrical signals into sound waves.
Loudspeakers are essential for applications such as music editing, video
conferencing, watching movies, etc.

1.4.6 OUTPUT - PRINTING / PLOTTING

If you want a physical copy of some data on paper (a ‘hardcopy’) you will need a device that can
make marks on paper - a printer or a plotter...

Dot Matrix Printer

A dot-matrix printer is named after the pattern (a grid or ‘matrix’) of dots used when creating the
paper printout. These dots are formed by tiny pins in the printer’s print head
that hit an inked ribbon against the paper leaving marks. As the print head
moves along it leaves a pattern of dots behind it which can form letters,
images, etc.

Dot matrix printers often use continuous stationary: long, continuous strips of paper (rather than
separate sheets of A4 like ink-jet and laser printers use).
After printing, the printout is torn off from the long strip.
Dot-matrix print quality is poor, the printers are noisy, and there are much
better printing systems available today. However, the dot-matrix printers
are still used in certain situations: Since the pins actually hit the paper, several
‘carbon-copies’ can be printed in one go. An example of this is airline
tickets which have several duplicate pages, all printed in one go

InkJet Printer
Cheap, high-quality, full-colour printing became available during the 1980s
due to the development of ink-jet printers. These printers have a similar
print-head mechanism to a dot-matrix printer. The print-head passes left and
right across the paper. However, instead of using pins to hit inky marks onto
the paper, the ink-jet squirts tiny droplets of ink onto the surface of the
paper. Several coloured inks can be used to produce full-colour printouts.

Laser Printer
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Laser printers are very complex devices, and thus expensive to buy. However
they are very cheap to use. This is because they produce marks on paper using a
fine dust called toner which is relatively cheap to buy. A single toner
cartridge will often last for 5,000-10,000 pages of printing. The laser printer
uses a complex system, involving a laser, to make the toner stick to the required
parts of the paper. Per page).
Laser printers are very common in offices since they print very quickly, are cheap to use and are
reasonably quiet.

Plotter
Plotters create hard-copy in a very different way to printers. Instead of building up text and
images from tiny dots, plotters draw on the paper using a pen.
The pens are held in an arm which can lift the pen up or down, and which can
move across the paper. The arm and pen create a drawing just like a human
could, but much more accurately and more quickly.

Plotters are often used by designers and architects since they work with huge pieces of paper, far
bigger than anything a normal printer could work with...

1.6 STORAGE DEVICES AND MEDIA

When we talk about ‘storing’ data, we mean putting the data in a known place. We can later
come back to that place and get our data back again. ‘Writing’ data or ‘saving’ data are other
ways of saying ‘storing’ data.
‘Reading’ data, ‘retrieving’ data or ‘opening’ a file are ways of saying that we are getting our
data back from its storage location.

PRIMARY STORAGE
Main Memory
Main memory (sometimes known as internal memory or primary storage) is another name for
RAM (and ROM).
Main memory is usually used to store data temporarily. In the case
of RAM, it is volatile (this means that when power is switched off all
of the data in the memory disappears).
Main memory is used to store data whilst it is being processed by the
CPU. Data can be put into memory, and read back from it, very
quickly. Memory is fast to access, but only holds data temporarily...

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STORAGE SECONDARY STORAGE (BACKING STORAGE)
Backing storage (sometimes known as secondary storage) is the name for all other data storage
devices in a computer: hard-drive, etc.
Backing storage is usually non-volatile, so it is generally used to store
data for a long time. Backing storage devices are slower to access, but
can hold data permanently...
The device that actually holds the data is known as the storage medium
(‘media’ is the plural). The device that saves data onto the storage
medium, or reads data from it, is known as the storage device.
Sometimes the storage medium is a fixed (permanent) part of the storage device, e.g. the
magnetic coated discs built into a hard drive. Sometimes the storage medium is removable from
the device, e.g. a CD-ROM can be taken out of a CD drive.

Accessing Stored Data

We refer to a collection of data stored in a computer system as a ‘file’. Files are often organised
into ‘folders’. Whenever you click ‘Save’ in an application, burn files to a CD-R, copy music
onto your MP3 player, or drag and drop a file onto memory stick, you are using storage devices -
devices that can store and retrieve data.

Serial / Sequential Access

A serial (or sequential) access storage device is one that stores files one-by-one in a
sequence.
A non-computer serial access device that will be familiar to you is a VHS videotape. Because
video is stored on a long piece of tape, when TV shows are recorded onto the tape, they go on
one-by-one, in order.

If you want to watch a show that you recorded earlier, you have to rewind / fast-forward through
all other shows until you find it. The shows are only accessible in the same order that you
recorded them. This type of one-by-one storage and access is called serial access.
Systems that store things on tape (video, music, computer data, etc.) are always serial access

Direct / Random Access

A direct (or ‘random’) access storage device is one that stores files so that they can be instantly
accessed - there is no need to search through other files to get to the one you want.
An example of a direct access device would be a DVD movie. Unlike the VHS videotape movie,
you can jump to any scene on a DVD. All parts of the DVD are directly accessible. This type of
file storage is called direct access.
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Memory Measurement
The Data storage capacity is measured in bytes (B) and so have the following sizes:
Bit = 1 or 0
Byte = 8 bits
1 Kilobyte = 1024 bytes
1 Megabyte = 1024 Kilobytes
1 Gigabyte = 1024 Megabyte
1 Terabyte = 1024 Gigabyte
1 Petabyte = 1024 Terabyte
1 Exabyte = 1024 Petabyte
1 Zettabyte = 1024 Exabyte
1 Yottabyte = 1024 Zettabyte
1 Brontobyte = 1024 Yottabyte
1 Geopbyte = 1024 Brontobyte

Geopbyte is The Highest Memory Measurement Unit!!!

Even very basic storage devices like a floppy discs can store over a megabyte of data - that's over
1 million letters or numbers!
And modern hard drives can store terabytes of data or more - that's more words than you could
type even if you started now, and typed until your old age!

Data Access Speeds

Some storage devices can access data very quickly, whilst others are extremely slow...
Access speeds are measured in bytes per second (Bps).Slow devices have speeds measured in
thousands of Bps (kBps). E.g. a floppy disc can save/read data at a speed of 60kBps Fast devices
have speeds measured in millions of Bps (MBps). E.g. a hard-drive can save/read data at a speed
of 300MBps (5000 times quicker than the floppy!)

1.7 CATEGORIES OF STORAGE DEVICES

1.7.1 MAGNETIC STORAGE DEVICES / MEDIA
Magnetic storage media and devices store data in the form of tiny magnetised dots. These dots
are created, read and erased using magnetic fields created by very tiny
electromagnets.
In the case of magnetic tape the dots are arranged along the length of a long
plastic strip which has been coated with a magnetisable layer (audio and
video tapes use a similar technology).

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In the case of magnetic discs (e.g. floppy disc or hard-drive), the dots are arranged in circles 7on
the surface of a plastic, metal or glass disc that has a magnetisable coating.

Hard Drives
Hard-drives have a very large storage capacity (up to 1TB). They can be used to store vast
amounts of data. Hard-drives are random access devices and can be used to
store all types of films, including huge files such as movies. Data access speeds
are very fast.
Data is stored inside a hard-drive on rotating metal or glass discs (called
‘platters’).

Fixed Hard Drive

A hard-drive built into the case of a computer is known as ‘fixed’. Almost every
computer has a fixed hard-drive.
Fixed hard-drives act as the main backing storage device for almost all computers
since they provide almost instant access to files (random access and high access
speeds).

Portable Hard Drive

A portable hard-drive is one that is placed into a small case along with some
electronics that allow the hard-drive to be accessed using a USB or similar
connection. Portable hard-drives allow very large amounts of data to be
transported from computer to computer. Many portable music players (such as
the iPod classic) contain tiny hard-drives. These miniature devices are just not much bigger than
a stamp, but can still store over 100MB of data!

Magnetic Tape
Magnetic tape is a large capacity, serial access medium. Because it is a serial
access medium, accessing individual files on a tape is slow. Tapes are used
where large amounts of data need to be stored, but where quick access to
individual files is not required. A typical use is for data back-up (lots of data,
but rarely only accessed in an emergency). Tapes are also used and in some
batch-processing applications (e.g. to hold the list of data that will be processed).

Removable Media Magnetic Discs

Floppy Disc
A removable, portable, cheap, low-capacity (1.44MB) storage medium. Floppy discs
are random access devices used for transfer small amounts of data between
computers, or to back-up small files, etc. Access times are slow.
Almost every PC used to have a floppy disc drive. These are obsolete now, having
been replaced by higher capacity technology such as CD-ROMs, DVDs and USB memory sticks.

Zip Disc
A removable and portable storage medium, similar in
appearance to a floppy disk, but with a much higher
capacity (100MB, 250MB or 750MB). Zip discs are random
access devices which were used for data back-up or
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moving large files between computers. Another obsolete storage device, zip discs were a popular
replacement for floppy discs for a few years, but they never caught on fully before being
superseded by cheaper media like CD-ROMs and CD-Rs

Jaz Disc.
A removable and portable storage medium based on hard-drive
technology, with a large capacity (1GB or 2GB). Jaz discs are
random access devices which were used for data back-up or moving
large files between computers. Discs were expensive to buy and not
very reliable.
Like the Zip disc, this system never really caught on and was superseded by far cheaper and
more reliable and cheaper technology.

1.7.2 OPTICAL STORAGE DEVICES / MEDIA

Optical storage devices save data as patterns of dots that can be read using light. A laser beam is
the usual light source. The data on the storage medium is read by bouncing the laser beam off the
surface of the medium. If the beam hits a dot it is reflected back differently to how it would be if
there were no dot. This difference can be detected, so the data can be read.
Dots can be created using the laser beam (for media that is writable such as CD-Rs). The beam is
used in a high-power mode to actually mark the surface of the medium, making a dot. This
process is known as ‘burning’ data onto a disc.
This is a magnified view of the dots on the surface of a CD. The different patterns of dots
correspond to the data stored on the disc.

CD-R and DVD-R

CD-Recordable (CD-R) and DVD-recordable (DVD-R) discs can have data burnt onto them, but
not erased. You can keep adding data until the disc is full, but you cannot remove any data or re-
use a full disc.

CD-RW and DVD-RW

CD-ReWritable (CD-RW) and DVD-
ReWritable (DVD- RW) discs, unlike
CD-Rs and DVD- Rs, can have data
burnt onto them and also erased so that
the discs can be re- used.
When CD-Rs and DVD-Rs are burnt,
the laser makes permanent marks on
the silver-coloured metal layer. This is why these discs cannot be erased.

When CD-RWs and DVD-RWs are burnt the laser makes marks on the metal layer, but in a way
that can be undone. So these discs can be erased.

DVD-RAM
DVD-Random Access Memory (DVD-RAM) discs are a type of re-
writable DVD. They often come in a floppy-disc style case (to protect
the disc).

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DVD-RAM discs have a similar capacity to a normal DVD, holding 4.7GB of data. DVD-RAM
discs are random-access devices.
DVD-RAM discs are used in many camcorders (video recording cameras). The discs are much
higher quality than normal DVD-RWs and can reliably store data for up to 30 years. This means
that they are often used for video and data back-up and archiving.

1.7.3 SOLID-STATE STORAGE DEVICE

The term ‘solid-state’ essentially means ‘no moving parts’. Solid-state storage devices are based
on electronic circuits with no moving parts (no reels of tape, no spinning discs, no laser beams,
etc.)
Solid-state storage devices store data using a special type of memory called flash memory...

Flash Memory
Flash memory is a type of Electronically-Erasable Programmable Read-Only Memory
(EEPROM). Flash memory is non-volatile (like ROM) but the data stored in it can also be erased
or changed (like RAM).
Flash memory can be found in many data storage devices...
You might wonder why, since flash memory is non-volatile, normal computers don’t use it
instead of RAM. If they did we would have computers that you could turn off, turn back on again
and no data would be lost – it would be great!
The reason is speed – saving data to flash memory is very slow compared to saving it to RAM. If
a computer were to use flash memory as a replacement for RAM it would run very slowly.
However some portable computers are starting to use flash memory (in the form of solid-state
‘discs’ as a replacement for hard-drives. No moving parts mean less to go wrong and longer
battery life.

USB Memory Sticks

Memory sticks (or ‘thumb-drives’) have
made many other forms of portable storage
almost obsolete (why burn a CD or DVD
when you can more easily copy your files
onto a memory stick?).
Memory sticks are non-volatile, random-access storage devices. Each of these small devices has
some flash memory connected to a USB interface. Plug it into your computer and it appears as a
drive. You can then add files, erase files, etc. You can use it to move any type of file between
computers. Flash memory used to be very expensive, but in recent years it has become much
cheaper and you can now buy a 16GB memory stick for just a few dollars.

Memory Cards
Many of our digital devices (cameras, mobile phones, MP3 players, etc.)
require compact, non-volatile data storage. Flash memory cards provide this
and come in a variety of shapes and sizes.
One of the most common formats used by digital cameras is the SD Card. The
cards store the digital images taken by the camera. Mobile phones contain a
Subscriber Identity Module (SIM) card that contains the phone’s number, the phonebook
numbers, text messages, etc.

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Many phones also have extra memory cards to store music, video, photos, etc. (e.g Tiny Micro-
SD cards).

Smart Cards
Many credit cards (e.g. ‘chip-and-pin’ cards), door entry cards, satellite TV
cards, etc. have replaced the very limited storage of the magnetic strip (the
dark strip on the back of older cards) with flash memory. This is more reliable
and has a much larger storage capacity. Cards with flash memory are called
smart cards.

1.8 MEMORY AND MASS STORAGE DEVICES

For a computer to work, it must contain memory where it can store data and programs until they
are needed. Two or three levels of memories such as main memory, secondary memory and
cache memory and cache memory are provided in a digital computer. The main memory (or
primary memory) is a fast memory. It stores programs along with data, which are to be executed.
It also stores necessary programs of system software, which are required to execute the user’s
program. The cache memory is placed in between the CPU and the main memory. It is much
faster than the main memory. Secondary memory is permanent storage used to store programs
and data that the user is not using at the moment. Computer memory exhibits perhaps the widest
range of type, technology, organization, performance, and cost of any feature of a computer.

Characterization of Memories
On the basis of their location inside the computer, the memories can be divided into two
categories:
 Internal memory and
 External memory
Internal memory
Internal memory is the part of the CPU. Registers, main memory and cache memory all are the
examples of internal memory. These memories reside in the computer system and form the main
part of the CPU. These memories are adjacent to the CPU, so the access time is very less. They
are very compact in size and too costly as compared to other memories. So we cannot store large
volume of data in the internal memories.

External memory
It is also called secondary or auxiliary memory. It is not the permanent part of a computer, i.e,
availability of these memories is optional in a computer. It is attached to the computer if needed.
These are located far from the CPU within a computer, so access time is more. These memories
are very spacious and can store large volume of data. Also, they are cheap as compared to
primary memory. All backup storage devices are secondary memory.

Characteristics of Memories
To identify the behaviour of various memories, certain characteristics are considered. These are
given below:
1. Storage capacity: It provides the size of memory. The internal memory is measured in terms
of words or bytes. External memory is measured in terms of bytes. Eg kilobytes, megabytes,
gigabytes or terabytes.

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2. Location The memory which is inside the processor is called the internal memory. The
memory which is external to processor is called the internal memory. The memory which is
external to processor and can be replaced is known as external memory.
3. Access Method: Each memory is a collection of various memory locations. Accession the
memory means find and reaching the desired location and then reading information from that
memory location. Information from memory locations can be accessed in the following ways:
 Random / Direct access
 Sequential access
4. Access Time: The access time is the time between the request made for some read/write
operation and the availability of data at the desired location. Usually it is for read operation. The
access time depends on the access mode and physical characteristics of any memory. For random
access mode, it is minimum. For the sequential access mode, it is maximum.
5. Life of storage: This specifies how long the information stored in memory will remain intact.
Some memories require constant refreshing of data. This is because as time passes the 1 value
tends to become 0. These memories are known as dynamic memories. The memories which do
not require to be refreshed again and again are known as static memories. Some memories need
to have constant electric supply to store the information, otherwise they lose their contents. Such
memories are known as volatile memories. Non-Volatile memories do not lose their contents
when power is switched off. Their contents remain intact even when the power is switched off.
Semi-conductor memories are volatile and magnetic memories are non-volatile.

1.9 BINARY NUMERAL SYSTEM

In mathematics and digital electronics, a binary number is a number expressed in the binary
numeral system, or base-2 numeral system, which represents numeric values using two different
symbols: typically 0 (zero) and 1 (one). Each digit is referred to as a bit.
Bit, the smallest unit of information on a machine. The term was first used in 1946 by John
Tukey, a leading statistician and adviser to five presidents. A single bit can hold only one of two
values: 0 or 1. More meaningful information is obtained by combining consecutive bits into
larger units.

For example, a byte is composed of 8 consecutive bits.

Computers are sometimes classified by the number of bits they can process at one time or by the
number of bits they use to represent addresses. These two values are not always the same, which
leads to confusion. For example, classifying a computer as a 32-bit machine might mean that its
data registers are 32 bits wide or that it uses 32 bits to identify each address in memory. Whereas
larger registers make a computer faster, using more bits for addresses enables a machine to
support larger programs.

A bit (short for binary digit) is the smallest unit of data in a computer. A bit has a single binary
value, either 0 or 1. Although computers usually provide instructions that can test and manipulate
bits, they generally are designed to store data and execute instructions in bit multiples called
bytes. In most computer systems, there are eight bits in a byte.
Half a byte (four bits) is called a nibble. In some systems, the term octet is used for an eight-bit
unit instead of byte. In many systems, four eight-bit bytes or octets form a 32-bit word. In such
systems, instruction lengths are sometimes expressed as full-word (32 bits in length) or half-

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word (16 bits in length). In telecommunication, the bit rate is the number of bits that are
transmitted in a given time period, usually a second.

COMPUTER CODING SYSTEMS

In this section you will learn how the American Standard Code for Information Interchange
(ASCII) can be used to represent data.

AMERICAN STANDARD CODE FOR INFORMATION INTERCHANGE (ASCII)

The American Standard Code for Information Interchange (ASCII) (pronounced ASS-KEY),
was originally designed as a 7-bit code. Several computer manufacturers cooperated to develop
this code for transmitting and processing data. The purpose was to standardize a binary code to
give the computer user the capability of using several machines to process data regardless of the
manufacturer: IBM, HONEYWELL, UNIVAC, BURROUGHS, and so on.

However, since most computers are designed to handle (store and manipulate) 8-bit code, an 8-
bit version of ASCII was developed. ASCII is commonly used in the transmission of data
through data communications and is used almost exclusively to represent data internally in
microcomputers.
Figure 1.2. - Eight-bit ASCII coding chart (including hexadecimal equivalents).

At this point you should understand how coding systems are used to represent data in ASCII.

1.10 HARDWARE & SOFTWARE

All types of computers consist of two basic parts: Hardware and Software.

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Hardware is any part of your computer that has a physical structure, such as the computer
monitor, keyboard or mouse. It is the part of the computer you can see and touch. E.g.
motherboard, CPU, monitor.
Software is any set of instructions that tells the hardware what to do. It is what guides the
hardware and tells it how to accomplish each task. Software is not a physical thing (but it can of
course be stored on a physical medium such as a CD-ROM), it is just a bunch of codes.

An operating system such as Windows XP or Mac OS X, applications such as Microsoft Word,

games web browsers, and the instructions that control a robot are all examples of software.

A motherboard (hardware) Microsoft Word (software)

Anything you buy for your computer can be classified as either hardware or software. Once you
learn more about these items, computers are actually very straightforward.
The Difference between Hardware and Software
Computer hardware is the physical components that make up the computer system. Hardware is
useless without software to run on it.
Software is instructions that tell computer hardware what to do. Software is useless unless there
is hardware to run it on.
For a computer system to be useful it has to consist of both hardware and software

1.11 HISTORY OF COMPUTER

The history of computer development is often discussed with reference to different generations
of computing devices. In computer terminology, the word 'generation' is described as a stage of
technological development or innovation. A major technological development that
fundamentally changed the way computers operates, resulting in increasingly smaller, cheaper,
more powerful, more efficient and reliable devices characterize each generation of computer.
According to the type of 'processor' installed in a machine, there are five generations of
computers, which are discussed in the next few sections.

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Figure 1.9. Vacuum Tube

1.11.1 FIRST GENERATION (1940–56)—VACUUM TUBES

First-generation computers were vacuum tubes/thermionic valves-based machines. These
computers used vacuum tubes for circuitry and magnetic drums for memory (see Figure 1.9). A
magnetic drum is a metal cylinder coated with magnetic iron oxide material on which data and
programs can be stored. The input was based on punched cards and paper tape and the output
was in the form of printouts.

First-generation computers relied on binary-coded language, which is also known as the machine
language (i.e. language of 0s and 1s), to perform operations and were able to solve only one
problem at a time. Each machine was fed with different binary codes and hence was difficult to
program. This resulted in lack of versatility and speed. In addition, to run on different types of
computers, instructions must be rewritten and recompiled. Examples: ENIAC, EDVAC and
UNIVAC.

Characteristics of First-generation Computers

 These computers were based on vacuum tube technology.
 These were the fastest computing devices of their times (the computation time was in
milliseconds).
 These computers were very large and required a lot of space for installation.
 Since thousands of vacuum tubes were used, they generated a large amount of heat.
Therefore, air conditioning was essential.
 These were non-portable and very slow equipment.
 They lacked in versatility and speed.
 They were very expensive to operate and used a large amount of electricity.
 These machines were unreliable and prone to frequent hardware failures. Hence, constant
maintenance was required.
 Since machine language was used, these computers were difficult to program and use.
 Each individual component had to be assembled manually. Hence, commercial appeal of
these computers was poor.

1.11.2 SECOND GENERATION (1956–63)—TRANSISTORS

Second-generation computers used transistors instead of vacuum tubes, which were superior to
vacuum tubes. A transistor is made up of semiconductor material like germanium and silicon. It
usually had three leads (see Figure 1.10) and performed electrical functions such as voltage,
current or power amplification with low power requirements. Since transistor is a small device,
the physical size of the computer was greatly reduced. Computers became smaller, faster,
cheaper, energy-efficient and more reliable than their predecessors. In second-generation
computers, magnetic cores were used as primary memory and magnetic disks as secondary
storage devices. However, they still relied on punched cards for input and printouts for output.

One of the major developments of this generation includes the progress of machine language to
assembly language. Assembly language used mnemonics (abbreviations) for instructions rather
than numbers; for example, ADD for addition and MULT for multiplication. As a result,
programming became less cumbersome. Early high-level programming languages such as
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COBOL and FORTRAN also came into existence during this period. Examples: PDP-8, IBM
1401 and IBM 7090.
Figure 1.10. Transistor

Characteristics of Second-generation Computers

 These machines were based on transistor technology.
 These were smaller when compared to the first-generation computers.
 The computational time of these computers was reduced to microseconds from
milliseconds.
 These were more reliable and less prone to hardware failure. Hence, they required less
frequent maintenance.
 These were more portable and generated less amount of heat.
 Assembly language was used to program computers. Hence, programming became more
time-efficient and less cumbersome.
 Second-generation computers still required air conditioning.
 Manual assembly of individual components into a functioning unit was still required.

1.11.3 THIRD GENERATION (1964–EARLY 1970S)—INTEGRATED CIRCUITS

The development of the integrated circuit was the trait of the third-generation computers. An
integrated circuit, also called IC, consisted of a single chip (usually silicon) with many
components such as transistors and resistors fabricated on it (see Figure 1.11). Integrated circuits
replaced several individually wired transistors. This development made computers smaller in
size, reliable and efficient.

Figure 1.11. An Integrated Circuit

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Instead of punched cards and printouts, users interacted with third-generation computers through
keyboards and monitors and interfaced with an operating system. This allowed the device to run
many different applications at one time with a central program that monitored the memory. For
the first time, computers became accessible to majority of common people because they were
smaller and cheaper than their predecessors. Examples: NCR 395 and B6500.

Characteristics of Third-generation Computers

 These computers were based on integrated circuit (IC) technology.
 These were able to reduce computational time from microseconds to nanoseconds.
 These were easily portable and more reliable than the second-generation computers.
 These devices consumed less power and generated less heat. In some cases, air
conditioning was still required.
 The size of these computers was smaller as compared to previous-generation computers.
 Since hardware rarely failed, the maintenance cost was quite low.
 Extensive use of high-level languages became possible.
 Manual assembling of individual components was not required; therefore, it reduced the
large requirement of labour and cost. However, highly sophisticated technologies were
required for the manufacturing of IC chips.
 Commercial production became easier and cheaper.

1.11.4 FOURTH GENERATION (EARLY 1970S–TILL DATE)—MICROPROCESSORS

Fourth generation is an extension of third-generation technology. Although, the technology of
this generation is still based on the integrated circuit, these have been made readily available
because of the development of the microprocessor (circuits containing millions of transistors)
(see Figure 1.12). The Intel 4004 chip, which was developed in 1971, took the integrated circuit
one step further by locating all the components of a computer (central processing unit, memory,
and input and output controls) on a minuscule chip. A microprocessor is built onto a single piece
of silicon, known as chip. It is about 0.5 cm along one side and not more than 0.05 cm thick.

Fourth-generation computers led to an era of large-scale integration (LSI) and very-large-scale

integration (VLSI) technology. LSI technology allowed thousands of transistors to be
constructed on one small slice of silicon material, whereas VLSI squeezed hundreds of thousands
of components on to a single chip. Ultra-large-scale integration (ULSI) increased that number to
millions. This way the computers became smaller and cheaper than ever before.
Figure 1.12. Microprocessor

Fourth-generation computers became more powerful, compact, reliable and affordable. As a

result, it gave rise to the personal computer (PC) revolution. During this period, magnetic core

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memories were substituted by semiconductor memories, which resulted in faster random access
main memories. Moreover, secondary memories such as hard disks became economical, smaller,
and bigger in capacity. The other significant development of this era was that these computers
could be linked together to form networks, which eventually led to the development of the
Internet. This generation also saw the development of graphical user interfaces (GUIs), mouse
and hand-held devices. Despite many advantages, there is only one disadvantage of this
generation, that is, it required complex and sophisticated technology for the manufacturing of
CPU and other components. Examples: Apple II, Altair 8800 and CRAY-1.

Characteristics of Fourth-generation Computers

 Fourth-generation computers are microprocessor-based systems.
 These computers are very small in size.
 These are the cheapest among all the other-generation computers.
 These are portable and quite reliable.
 These machines generate negligible amount of heat, hence, they do not require air
conditioning.
 Hardware failure is negligible, so minimum maintenance is required.
 The production cost is very low. In addition, requirement of labour and cost involved at
assembly stage is also minimal.
 GUI and pointing devices enable the users to learn to use the computer quickly.
 Interconnection of computers leads to better communication and resource sharing.

1.11.5 FIFTH GENERATION (PRESENT AND BEYOND)—ARTIFICIAL

INTELLIGENCE
The dream of creating a human-like computer that would be capable of reasoning and reaching at
a decision through a series of 'what-if-then' analyses has existed since the beginning of computer
technology. Such a computer would learn from its mistakes and possess the skill of experts.
These are the objectives for creating the fifth-generation computers. The starting point of the
fifth-generation computers had been set in the early 1990s.
The process of developing fifth-generation computers is still in the development stage. However,
the 'expert system' concept is already in use. The expert system is defined as a computer system
that attempts to mimic the thought process and reasoning of experts in specific areas. Three
characteristics can be identified with the fifth-generation computers. These are as follows:

1. Mega Chips: Fifth-generation computers will use super large-scale integrated (SLSI) chips,
which will result in the production of microprocessor having millions of electronic components
on a single chip. To store instructions and information, fifth-generation computers require a great
amount of storage capacity. Mega chips may enable the computer to approximate the memory
capacity of the human mind.

2. Parallel Processing: Computers with one processor access and execute only one instruction at
a time. This is called serial processing. However, fifth-generation computer will use multiple
processors and perform parallel processing, thereby accessing several instructions at one time
and working on them at the same time.

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3. Artificial Intelligence (AI): It refers to a series of related technologies that tries to simulate
and reproduce human behaviour including thinking, speaking and reasoning. AI comprises a
group of related technologies: expert systems (ES), natural language processing (NLP), speech
recognition, vision recognition and robotics.

1.12 CHARACTERISTICS OF COMPUTERS

Man developed computers so that it could perform intricate (complex and difficult) operations
such as calculation and data processing or entertain him. Today, computers are everywhere—in
our offices, homes, appliances and automobiles—the list is endless. Much of the world's
infrastructure runs on computers, and the computers have profoundly changed our lives, mostly
for the better. Let us discuss some of the characteristics of a computer, which make it an
essential part of every emerging technology and such a desirable tool in human development.

Speed: The computers process data at an extremely fast rate, i.e. at millions or billions of
instructions per second. In a few seconds, a computer can perform a huge task that a normal
human being may take days or even years to complete. The speed of a computer is measured in
megahertz (MHz), that is, one million instructions per second.

Accuracy: Besides being efficient, the computers are also very accurate. The level of accuracy
depends on the instructions and the type of machines being used. Since we know that the
computer is capable of doing only what it is instructed to do, faulty instructions for processing
the data automatically lead to faulty results. The faulty results due to faulty instructions or
incorrect input data are known as GIGO, that is, garbage in garbage out.

Reliability: Generally, reliability is the measurement of the performance of a computer, which is

measured against some predetermined standard for operation without any failure. The major
reason behind the reliability of the computers is that, at hardware level, it does not require any
human intervention between its processing operations. Moreover, computers have built-in
diagnostic capabilities, which help in continuous monitoring of the system.

Storage Capability: Computers can store large amounts of data and it can recall the required
information almost instantaneously. The memory of the computer is relatively small and it can
hold only a certain amount of information. Therefore, the data are stored on storage devices such
as magnetic tape or disks. The data from these devices can be accessed and brought into the main
memory of the computer, as and when required, for processing.

Versatility: Computers are quite versatile in nature. They can perform multiple tasks
simultaneously with equal ease. For example, at one moment it can be used to prepare a letter, at
the other moment it can be used to play music and in between one can print a document as well.
All this work is possible by changing the program (sequence of instructions for computers).

Diligence: Computer, being a machine, does not suffer from the human traits of tiredness and
lack of concentration. If four million calculations have to be performed, then the computer will
perform the last four-millionth calculation with the same accuracy and speed as the first
calculation.

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Resource Sharing: In the initial stages of development, computer used to be an isolated
machine. With the tremendous growth in computer technologies, today's computers have the
capability to connect with each other. This has made the sharing of costly resources like printers
possible. Apart from device sharing, data and information can also be shared among groups of
computers, thus creating a large information and knowledge base.

1.13 APPLICATIONS OF COMPUTERS

In the last few decades, computer technology has revolutionized the businesses and other aspects
of human life all over the world. Practically, every company, large or small, is now directly or
indirectly dependent on computers for data processing. Computer systems also help in the
efficient operations of railway and airway reservation, hospital records, accounts, electronic
banking and so on. Computers not only save time, but also save paper work. Some of the areas
where computers are being used are as follows:

Science: Scientists have been using computers to develop theories and to analyse and test the
data. The high speed and accuracy of the computer allow different scientific analyses to be
carried out. They can be used to generate detailed studies of how earthquakes affect buildings or
pollution affects weather pattern. Satellite-based applications have not been possible without the
use of computers. Moreover, it would not be possible to get the information of the solar system
and the cosmos without computers. Supercomputers crunch enormous amounts of data carrying
out experiments that could not be done before. Storms are being studied through intricate
application of known data to form pictures that increase understanding. 3D modelling and
imagine software is helping archaeologists take data and simulate ancient civilizations.

Education: Computers have also revolutionized the whole process of education. Currently, the
classrooms, libraries and museums are efficiently utilizing computers to make the education
much more interesting. Unlike recorded television shows, computer-aided education (CAE) and
computer-based training (CBT) packages are making learning much more interactive. Computers
have given teachers tremendous new tools for presenting information and keeping records.
Colleges offer full degree programs, totally over the Internet. Vast stores of information are
available wherever there is an Internet connection. Libraries have brought the computer into their
operations. Training tutorials are used to teach new tasks and research is done from the desktop.
Education will never be the same as it was.

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Medicine and Health Care: There has been an increasing use of computers in the field of
medicine. Now, doctors are using computers right from diagnosing the illness to monitoring a
patient's status during complex surgery. By using automated imaging techniques, doctors are
able to look inside a person's body and can study each organ in detail (e.g. CT scans or MRI
scans), which was not possible few years ago. There are several examples of special-purpose
computers that can operate within the human body such as cochlear implant, a special kind of
hearing aid that makes it possible for deaf people to hear.

Engineering/Architecture/Manufacturing: The architects and engineers are extensively using

computers in designing and drawings. Computers can create objects that can be viewed from all
the three dimensions. By using techniques like virtual reality, architects can explore houses that
have been designed but not built. The manufacturing factories are using computerized robotic
arms to perform hazardous jobs. Besides, computer-aided manufacturing (CAM) can be used in
designing the product, ordering the parts and planning production. Thus, computers help in
coordinating the entire manufacturing process.

Entertainment: Computers are finding greater use in entertainment industry. They are used to
control the images and sounds. The special effects, which mesmerize the audience, would not
have been possible without the computers. In addition, computerized animation and colourful
graphics have modernized the film industry.

Communication: E-mail or electronic mail is one of the communication media in which

computer is used. Through e-mail, messages and reports are passed from one person to one or
more persons with the aid of computer and telephone line. The advantage of this service is that
while transferring the messages it saves time, avoids wastage of paper and so on. Moreover, the
person who is receiving the messages can read the messages whenever he is free and can save it,
reply it, forward it or delete it from the computer.

Business Application: This is one of the important uses of the computer. Initially, computers
were used for batch-processing jobs, where one does not require the immediate response from
the computer. Currently, computers are mainly used for real-time applications (like at the sales
counter) that require immediate response from the computer. There are various concerns where
computers are used such as in business forecasting, to prepare pay bills and personal records, in
banking operations and data storage, in various types of life insurance business and as an aid to
management. Businesses are also using the networking of computers, where a number of
computers are connected together to share the data and the information. Use of e-mail and the
Internet has changed the ways of doing business.

Publishing: Computers have created a field known as desktop publishing (DTP). In DTP, with
the help of computer and a laser printer one can perform the publishing job all by oneself. Many
of the tasks requiring long manual hours such as making table of contents and index can be
automatically performed using the computers and DTP software.

Banking: Computers are extensively used in the field of banking and finance. People can use the
ATM (automated teller machine) services 24 hours a day to deposit and withdraw cash. When

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different branches of the bank are connected through computer networks, the inter branch
transactions such as cheque and draft can be performed without any delay.

Law Enforcement: Computers are used in law enforcement to quickly find records, locate
possible suspects, and investigate accounts. As the Internet and e-commerce become more and
more popular, criminals stalk the wire for victims. Law enforcement officers must use computers
to track and capture criminals. Computer forensics is the application of computer systems and
techniques to gather potential legal evidence. Even parking enforcement uses technology today

1.9 MAIN PARTS OF A COMPUTER

Central Processing Unit (CPU)
The CPU is the "brains" of the computer. The central processing unit
provides the calculations and manipulation of data sent from the user.
Each time the user clicks a key, executes an application or browses the
Web, the CPU reads the code involved and returns the response to the
user. The CPU works closely with memory, which is the component
that sends stored data to the unit.

Random Access Memory (RAM)

RAM is variable in a computer. Random-access memory, or RAM, is
the memory a computer uses to access and run programs. This is
different from storage memory (like hard-drive space) because nothing
is stored; rather, a CPU uses the memory from the RAM to run and
process information. The more RAM a computer has, the more
programs it can handle at the same time, and the more smoothly they will run. As a computer
exhausts its RAM capacity, it runs more slowly. RAM contains the information during the time
the computer is on. After the machine is turned off, the information in RAM is lost.
Hard Drives
Hard drives are where a computer's information is stored. A CPU uses
programs and information on the hard drive to process information. In
addition, the operating system of a computer resides on the hard drive.
Without an operating system (such as Windows XP or Mac OS X), a
computer would not be able to access, store or process information.
Hard drives come in two types: hard-disk drives and solid-state drives.
Hard-disk drives use a magnetic disc that stores information as it spins. By contrast, a solid-state
drive uses flash memory to store information without any moving parts. This allows information
to be accessed nearly instantaneously. Hard drives connect to the motherboard using IDE or
SATA connections. The difference is the speed of data transfer that the cable can handle. A
SATA connection is faster than an IDE connection
Motherboards
Motherboards are the hub of the PC. They link all the other components
together so they can communicate. The motherboard receives power
from the computer's power supply. The motherboard allows all the
components to communicate, including the CPU. The motherboard also

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contains controllers, which are circuits that help the operating system work with hardware such
as the hard drive. The type of motherboard used is usually determined by what kind of processor
is selected. Processors have specific socket requirements that determine compatibility with the
motherboard. The motherboard also determines the type of RAM that can be used because the
motherboard is specified for both maximum capacity of RAM and speed of RAM.
Some motherboards have on-board video and audio, meaning separate video and sound cards are
not necessary.

System unit
The system unit is the core of a computer system. Usually it's a rectangular box placed on or
underneath your desk. Inside this box are many electronic
components that process information. The most important of these
components is the central processing unit (CPU), or
microprocessor, which acts as the "brain" of your computer.
Another component is random access memory (RAM), which
temporarily stores information that the CPU uses while the
computer is on. The information stored in RAM is erased when
the computer is turned off.
Almost every other part of your computer connects to the system
unit using cables. The cables plug into specific ports (openings), typically on the back of the
system unit. Hardware that is not part of the system unit is sometimes called a peripheral device
or device.

1.14 CLASSIFICATION OF COMPUTERS

Today, computers are available in different sizes and types. One can have a computer that can fit
in the palm to those that can occupy the entire room. Some computers are designed to be used by
a single user only, whereas some computers can handle the needs of many users simultaneously.
Computers also differ based on their data-processing abilities. In general, the computers can be
classified according to purpose, data handling and functionality (see Figure 1.2).

1.14.1 Classification According to Purpose

Computers are designed for different purposes. They can be used for either general or specific
purposes.

1.14.1.1 General-purpose Computers

A general-purpose computer, as the name suggests, is designed to perform a range of tasks.
These computers have the ability to store numerous programs. These machines can be used for
various applications, ranging from scientific to business-purpose applications. Even though such
computers are versatile, they generally lack in speed and efficiency. The computers used in
schools and homes are general-purpose computers.

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Classification of Computers

1.14.1.2 Specific-purpose Computers

These computers are designed to handle a specific problem or to perform a single specific task.
A set of instructions for the specific task is built into the machine. Hence, they cannot be used for
other applications unless their circuits are redesigned, that is, they lack versatility. However,
being designed for specific tasks, they can provide the result very quickly and efficiently. These
computers are used for airline reservations, satellite tracking and air traffic control.

1.14.2 Classification According to Type of Data-handling Techniques

Different types of computers process the data in different manner. According to the basic data-
handling techniques, computers can be classified into three categories: analog, digital and hybrid.

1.14.2.1 Analog Computers

A computing machine that operates on data in the form of continuously variable physical
quantities is known as analog computer. These computers do not deal directly with the numbers.
They measure continuous physical magnitudes (e.g. temperature, pressure and voltage), which
are analogous to the numbers under consideration. For example, the petrol pump may have an
analog computer that converts the flow of pumped petrol into two measurements: the quantity of
petrol and the price of that quantity.
Analog computers are used for scientific and engineering purposes. One of the characteristics of
these computers is that they give approximate results since they deal with quantities that vary
continuously. The main feature of analog computers is that they are very fast in operation as all
the calculations are done in 'parallel mode'. It is very easy to get graphical results directly using
analog computer. However, the accuracy of analog computers is less.

1.14.2.2 Digital Computers

A computer that operates with information, numerical or otherwise, represented in a digital form
is known as digital computer. Such computers process data (including text, sound, graphics and
video) into a digital value (in 0s and 1s). In digital computers, analog quantities must be
converted into digital quantity before processing. In this case, the output will also be digital. If
analog output is desired, the digital output has to be converted into analog quantity. The
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components, which perform these conversions, are the essential parts or peripherals of the digital
computer. Digital computers can give the results with more accuracy and at a faster rate. The
accuracy of such computers is limited only by the size of their registers and memory. The
desktop PC is a classic example of digital computer.

1.14.2.3 Hybrid Computers

Hybrid computer incorporated the measuring feature of an analog computer and counting feature
of a digital computer. For computational purposes, these computers use the analog components
and for the storage of intermediate results, digital memories are used. To bind the powers of
analog and digital techniques, that is, analog to digital and digital to analog, the hybrid
computers comprehensively use converters. Such computers are broadly used in scientific
applications, various fields of engineering and industrial control processes.

1.14.3 Classification According to Functionality

Based on physical size, performance and application areas, the computers are generally classified
into four major categories: micro, mini, mainframe and super computers.

1.14.3.1 Micro Computers

A microcomputer is a small, low-cost digital computer, which usually consists of a
microprocessor, a storage unit, an input channel and an output channel, all of which may be on
one chip inserted into one or several PC boards. The addition of a power supply and connecting
cables, appropriate peripherals (keyboard, monitor, printer, disk drives and others), an operating
system and other software programs can provide a complete micro computer system. The
microcomputer is generally the smallest of the computer family. Originally, these computers
were designed only for individual users, but nowadays they have become powerful tools for
many businesses that, when networked together, can serve more than one user. IBM-PC Pentium
100, IBM-PC Pentium 200 and Apple Macintosh are some of the examples of microcomputers.
Microcomputers include desktop, laptop and hand-held models such as personal digital assistants
(PDAs).

Desktop Computer: A desktop computer or personal computer (PC) is the most common type
of microcomputer (see Figure 1.3). It is principally intended for stand-alone use by an individual.
These microcomputers typically consist of a system unit, a display monitor, a keyboard, internal
hard disk storage and other peripheral devices. The major criterion behind the importance of the
PCs is that they are not very expensive for the individuals or for the small businesses. Some of
the major personal computer manufacturers are APPLE, IBM, Dell and Hewlett-Packard.

Laptop: A laptop is a portable computer that a user can carry around. Since the laptop resembles
a notebook, it is also known as notebooks (see Figure 1.4). They are small computers enclosing
all the basic features of a normal desktop computer. The biggest advantage of laptops is that they
are lightweight and can be used anywhere and at any time, especially while travelling. Moreover,
they do not need any external power supply as a rechargeable battery is completely self-
contained. However, they are expensive as compared to desktop computers.

31
Figure 1.3. Desktop Computer Figure 1.4. Laptop

Hand-held Computers: A hand-held computer such as PDA is a portable computer that can be
conveniently stored in a pocket (of sufficient size) and used while the user is holding it. PDAs
are essentially small portable computers and are slightly bigger than the common calculators. A
PDA user generally uses a pen or electronic stylus, instead of a keyboard for input. As shown in
Figure 1.10.3.5, the monitor is very small and is the only apparent form of output. Since these
computers can be easily fitted on the top of the palm, they are also known as palmtop computers.
Hand-held computers usually have no disk drive; rather they use small cards to store programs
and data. However, they can be connected to a printer or a disk drive to generate output or store
data. They have limited memory and are less powerful as compared to desktop computers. Apple
Newton, Casio Cassiopeia, and Franklin eBookMan are some of the examples of hand-held
computers.

1.14.3.2 Mini Computers

In the early 1960s, Digital Equipment Corporation (DEC) started shipping its PDP series
computer, which is described and referred as minicomputer by the press. A minicomputer is a
small digital computer, which normally is able to process and store less data than a mainframe,
but more than a microcomputer, while doing so less rapidly than a mainframe but more rapidly
than a microcomputer. These computers are about the size of a two-drawer filing cabinet (see
Figure 1.5). Generally, they are used as desktop devices that are often connected to a mainframe
to perform the auxiliary operations.
Figure 1.4. Personal Digital Assistant Figure 1.5. Mini Computer

A minicomputer (sometimes called a mid-range computer) is designed to meet the computing

needs of several people simultaneously in a small- to medium-sized business environment. It is
capable of supporting 4 to about 200 simultaneous users. It serves as a centralized storehouse for

32
used to solve multivariant mathematical problems of existent physical processes such as
aerodynamics, metrology and plasma physics.
These are also required by the military strategists to simulate defence scenarios. Cinematic
specialists use them to produce sophisticated movie animations. Scientists build complex models
and simulate them in a super computer. Here, it is used to model the actions and reactions of
literally millions of atoms as they interact. Super computer has limited use because of its high
cost and limited market. The largest commercial use of super computers is in the
entertainment/advertising industry. A few examples of super computers are CRAY-3, Cyber 205
and PARAM.

1.15 THE COMPUTER SYSTEM

A computer can be viewed as a system, which consists of a number of interrelated components
that work together with the aim of converting data into information. In a computer system,
processing is carried out electronically, usually with little or no intervention from the user.
The general perception of people regarding the computer is that it is an 'intelligent thinking
machine'. However, this is not true. Every computer needs to be instructed on exactly what to do
and how to do. The instructions given to the computers are called programs. Without programs,
computers would be useless. The physical parts that make up a computer (the central processing
unit, input, output and storage unit) are known as hardware. Any hardware device connected to
the computer or any part of the computer outside the CPU and the working memory is known as
a peripheral; for example, keyboard, mouse and monitor.

1.15.1 Components of a Computer System

There are several computer systems in the market with a wide variety of makes, models and
peripherals. In general, a computer system comprises the following components (see Figure 1.8):
Figure 1.8. Components of a Computer System

Central Processing Unit (CPU): This unit performs processing of instructions and data inside the
computer.
Input Unit: This unit accepts instructions and data.
Output Unit: This unit communicates the results to the user.
Storage Unit: This unit stores temporary and final results.

1.15.1.1 Central Processing Unit

The central processing unit, also known as processor, is the brain of the computer system that
processes data (input) and converts it into meaningful information (output). It is referred to as the
34
administrative section of the computer system that interprets the data and instructions,
coordinates the operations and supervises the instructions. CPU works with data in discrete form,
that is, either 1 or 0. It counts, lists, compares and rearranges the binary digits of data in
accordance with the detailed program instructions stored within the memory. Eventually, the
results of these operations are translated into characters, numbers and symbols that can be
understood by the user. Some of the basic functions of a CPU are as follows:
 It issues commands to all parts of the computer system.
 It controls the sequence of operations as per the stored instructions.
 It stores data as well as programs (instruction).
 It performs the data-processing operation and sends the results to the output unit.

The CPU itself has three parts:

Arithmetic Logic Unit (ALU): This unit performs the arithmetic (add and subtract) and logical
operations (and, or) on the available data. Whenever an arithmetic or logical operation is to be
performed, the required data are transferred from the memory unit to ALU, the operation is
performed, and the result is returned to memory unit. Before the completion of the processing,
data may need to be transferred back and forth several times between these two sections.

Control Unit: This unit checks the correctness of the sequence of operations. It fetches the
program instructions from the memory unit, interprets them and ensures correct execution of the
program. It also controls the input/output devices and directs the overall functioning of the other
units of the computer.

Registers: These are the special-purpose, high-speed temporary memory units that can hold
varied information such as data, instructions, addresses and intermediate results of calculations.
Essentially, they hold the information that the CPU is currently working on. Registers can be
considered the CPU's working memory, an additional storage location that provides the
advantage of speed.
NOTE: The circuits necessary to create a CPU for a personal computer are fabricated on a
microprocessor.

35
EXERCISES
Fill in the Blanks
1. The basic component of a first-generation computer was ___________ .
2. The speed of a computer is calculated in _____________.
3. Third-generation computers were _______________ based machines.
4. Keyboard is an _____________ device.
5. Laptops are also known as ______________.
6. Computers can be classified according to ___________, _____________, ____________
and ____________ .
7. The invention of logarithms influenced the development of _____________.
8. PDA stands for___________________________
9. CPU consists of ______________, _______________, and _______________.
10. Physical components on which the data are stored permanently are called
_______________.

Multiple-choice Questions
1. The development of computers can be divided into ___________ generations.
a. 3
b. 4
c. 5
d. 6
2. Choose the odd one out.
a. Micro computer
b. Mini computer
c. Super computer
d. Digital computer
3. The ___________ electronic computer was the first computer that had used the stored
progress concept introduced by John Von Neumann.
a. UNIVAC
b. EDSAC
c. ENIAC
d. EDVAC
4. In the development of logarithms, ___________ had also played a key role.
a. Napier
b. Gottfried Wilhem
c. J. M. Jacquard
d. Charles Babbage
5. The main distinguishing feature of fifth-generation computers will be
a. Liberal use of microprocessors
b. Artificial intelligence
c. Extremely low cost
d. Versatility
6. The computer that is not considered a portable one is
a. Laptop
b. PDA
c. Mini computer
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d. None of these
7. The unit of speed used for super computer is
a. KFLOPS
b. MFLOPS
c. GFLOPS
d. None of these
8. UNIVAC is an example of
a. First-generation computer
b. Second-generation computer
c. Third-generation computer
d. Fourth-generation computer
9. The unit that performs the arithmetic and logical operations on the stored numbers is
known as ______________ .
a. Arithmetic logic unit
b. Control unit
c. Memory unit
d. Both (a) and (b)

10. The _____________ is the 'administrative' section of the computer system.

a. Input unit
b. Output unit
c. Memory unit
d. Central processing unit

Answer in Brief
1. Discuss the characteristics of computers.
2. What are the advantages of transistors over vacuum tubes?
3. What are the types of computers based on the data-handling techniques? Give an example
of each.
4. Describe the advantages of using minicomputer over microcomputer.
5. List out various applications of computers.
6. Give the full form of the following:
i. ABC
ii. ENIAC
iii. EDVAC
iv. EDSAC
v. UNIVAC

Answer in Detail
1. Discuss various computer generations along with the key characteristics of the computers
of each generation. Also give examples of computers belonging to each generation.
2. Briefly explain various well-known early computers, which are considered to be
predecessors of modern computers.
3. Draw a block diagram to illustrate the basic organization of a computer system and
explain the functions of various units of a computer system.
4. Discuss the important features and uses of micro, mini, mainframes and super computers.

37
1.16 SAFETY ISSUES AND PRECAUTIONS
Advice on using your computer
Set up and connect your equipment in accordance with the instructions provided by the supplier
or manufacturer. Always be sure that the computer is switched off and disconnected from the
mains electrical supply when you connect or disconnect any of the electrical leads.

Working safely
The use of visual display units (VDU) and other display screen equipment (DSE) has been
related to various symptoms to do with sight and working posture. Applying simple ergonomic
principles to the layout of your work area and how you study can readily prevent them. Try to
position the monitor to minimize glare and reflections on the screen.

Eyes and eyesight

There's no evidence that working with DSE is harmful to the eyes, nor that it makes visual
problems worse, although a few people who have difficulties with their sight may become more
aware of them. But working at a screen for a long time without a break can have effects similar
to reading or writing uninterruptedly, and may make your eyes feel 'tired' or sore. You might find
that it helps to look away from the screen from time to time and focus your eyes on a distant
object.

Making yourself comfortable

As for any task that means working in one position for some time, it's important to make yourself
as comfortable as possible when you use your computer. Place the monitor in front of you and at
a comfortable viewing distance. If you're working from a document you might find it better to
have that directly in front of you and the screen to one side. Try to position the top of the monitor
display slightly below eye level when you're sitting at the keyboard.
Before starting work you should:
 Adjust the positions of the screen, the keyboard, the mouse and the documents you're
working from, so as to achieve the most comfortable arrangement. Make sure that you
have space to use your mouse easily, and rest your wrists in front of the keyboard when
not typing.
 Adjust the position of your chair to give you a comfortable viewing distance and posture.
The screen should probably be somewhere between eighteen and thirty inches away from
you, whatever suits you best.
 Good keyboard and mouse technique is important. Keep your upper body as relaxed as
possible and don't over stretch your wrists and fingers. As a general guide, your forearms
should be roughly horizontal and your elbows level with the keyboard or the mouse.

Take a break
Whenever you can, try to arrange your study to consist of a combination of work on and away
from the screen, to prevent fatigue and to vary visual and mental demands. Long spells of
intensive screen work should be broken up by periods of non-intensive work of a different kind.
The nature of your study and the combination of media you're using will determine the length of
break you need to prevent fatigue, but as a general rule:
 You should take breaks before the onset of fatigue, not in order to recuperate. The timing
of the break is more important than its length.

38
 Short, frequent breaks are more satisfactory than occasional, longer breaks. A break of
thirty seconds to two minutes after twenty or thirty minutes of continuous work with the
screen and keyboard is likely to be more effective than a fifteen-minute break every two
hours.
 If possible, you should take your breaks away from the screen, and avoid activities that
require actions similar to your work (writing, crosswords or needlework, for example).

1.17 ISSUES TO CONSIDER WHEN PURCHASING A

COMPUTER
Buying a new laptop or desktop PC can be quite confusing. Many people find it difficult to
compare prices, features, processor types, etc to find the right choice in accordance with their
requirements. In this section we explore the top 10 things to consider before buying a PC.

1. Warranty
Warranty makes up the most important consideration for people when buying a system. Having
one covered with the right kind of hardware warrantee is essential and should be unconditional.
Sony had to recall several Laptops due to a battery fault because of which their Laptops caught
fire.

2. Processor
The Processor is one of the most important parts of a system and can mean the difference
between a system that frequently hangs and the one that runs smoothly. Depending on the type of
use one might want to go in for the low cost single core or Dual Core processors or a core 2 Duo
processor. For more demanding professionals, it might be better idea to buy a corei5 (if not a
Core i7), as the core i5 uses Turbo Boost technology other than Hyper Threading.

3. RAM
It is obvious that for more professional tasks and to run a Xeon Server there will be more RAM
required than for merely using a PC for browsing the internet. Moreover, the RAM type may
matter more than many people might consider. For example, there are not many applications
currently available that can take advantage of DDR3 RAM types, one may be better of saving
some dimes by buying a system with a DDR2 RAM.

4. Hard Disk
Hard Disk considerations might not mean much to a lay user, nonetheless, having the right
amount of disk space and disk type might be the necessary for the efficient management of
regular tasks for a professional. A common user may merely have to decide between buying a
120GB or 320 GB hard disk system. An IT professional on the contrary might have to decide
between a SCSI or a SATA drive. As a scuzzy or SCSI (Small Computer System Interface) drive
might be required for Raid configurations.

5. Brand
Some brands offer better warrantees, whereas others offer software packages that come with the
system. For example, a Dell laptop with the same specifications may be cheaper than a Sony
Vio. The reason is that Sony provides many of its own softwares with their laptops which saves
the users cost for buying software, e.g. a DVD burning. However, if you already have many such
39
licensed or freeware software available, then it might be better to go for a cheaper brands. Acer
for instance is known for its low cost laptops that provide more enhanced specs like hard disk
space and RAM as compared to its competitors.

6. Peripherals
Peripheral devices such as printers, scanners, etc can significantly increase or reduce your price
for buying a new PC. It might be better off buying a system with a DVD combo drive if you do
not require writing data to DVDs.

7. Size
Some people prefer buying larger laptops for a better display screen, whereas other prefer
smaller and more portable sizes. If you are setting up a server which will be placed in a server
room then size considerations will not matter much as large servers with multiple SCSI drives
are normally quite big. Whereas, for people with weak eye sights a laptop with a larger display
screen might be worth the price.

8. Operating System Type

Users with minimum requirements may be better off buying a Windows Starter or Home
Premium version e.g. of Windows 7. For users who wish to take advantage of more enhanced
features and require more effective tools such as connecting their PC to a domain are naturally
better off buying a Professional or Ultimate Edition.

9. Price
This brings us to our next consideration of price. There might be some very fancy features that
you want in your new PC. However, if you don’t have the cash to pay for lets say a graphic card
with 1GB memory, than you might be better off choosing suitable alternatives.

10. Usability
It is important that you first consider the tasks that you will be performing on your PC. If you
wish to buy a computer for simply browsing the internet and using some online services then it
might be better to buy a single core computer which satisfies your minimum requirements. On
the contrary if you require using it for heavy video editing and professional work, then it might
be better to buy a system that has enhanced multimedia options.

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2.0 COMPUTER SOFTWARE
2.1 INTRODUCTION
A computer system consists of hardware, the electronic devices capable of computing and
manipulating information, and software (a set of instructions) that carries out predefined tasks to
complete a given job. A computer cannot think or perform on its own. It performs operations like
addition, subtraction, multiplication and division only when the user instructs it to do so. The
user issues instructions and the CPU acts in accordance with these instructions. The sets of
instructions, which control the sequence of operations, are known as programs, and these
programs are collectively called software.

2.2 SOFTWARE—DEFINITION
Software is a generic term for an organized collection of computer data and instructions. It is
responsible for controlling, integrating and managing the hardware components of a computer
system and for accomplishing specific tasks. In other words, software instructs the computer
what to do and how to do it. For example, software instructs the hardware what to be displayed
on the user's screen, what kind of input to be taken from the user and what kind of output to be
generated. Thus, software communicates with the hardware by organizing the control sequences,
and the hardware carries out the instructions defined by the software. Software is an intangible
commodity, that is, the part of a computer system that users cannot touch.

2.3 RELATIONSHIP BETWEEN SOFTWARE AND HARDWARE

Software refers to the computer programs that are loaded into a computer system, and hardware
refers to all the visible devices, which are assembled together to build a computer system. The
blending of software and hardware gives life to a computer system. Even though hardware is the
physical part of a computer, it is nothing unless it has software to control it. In a way, hardware
is like a car without a driver; so both are essential to get the work done. Software is a set of
instructions that tells the hardware what to do and how to perform the requested actions. Thus,
hardware and software share a special relationship. If hardware is the 'heart' of a computer
system, software is its 'soul'. Both are complimentary to each other.
Figure 2.1. Playing a Computer Game using Hardware and Software

2.4 SOFTWARE CATEGORIES

41
Software can be divided into two major categories: system software that provides the basic non-
task-specific functions of the computer and application software that is utilized by the users to
accomplish specific tasks. System software is essential for a computer to function. However,
application software is the additional software that the users choose according to their needs
(Figure 2.2).
Figure 2.2. Software Categories

2.5

2.5 SOFTWARE TERMINOLOGY

Some of the common terms used in the field of software are given below:

2.5.1 Firmware
Firmware is a combination of software (generally, system software) permanently stored in the
memory (hardware). As the name suggests, it is a program or data that has been written onto the
read-only memory (ROM). For example, the BIOS (which is installed inside a computer on a
chip) checks different parts of the system before loading the operating system into the memory.
Being firmware, it ensures that it will always be available and will not be damaged in case of a
power failure. ROMs, PROMs and EPROMs that have data or programs recorded on them are
firmware.

2.5.2 Liveware
People who write programs, operate and maintain the computers are collectively known as
Liveware, humanware or peopleware; for example, programmers, system analyts and hardware
engineers.

2.5.3 Freeware
The term 'freeware' is commonly used for copyrighted software that is given away for free by its
owner. Although it is available for free, the owner retains the copyright which means that a user
does not have the right to modify anything in the software that is not expressly allowed by the
owner. Thus, freeware software permits redistribution but not modification.

2.5.4 Shareware
Shareware is a software that is distributed for free on a trial basis. It allows people to redistribute
copies for a limited period. Anyone who continues to use a copy is required to pay a license fee.
Therefore the free use of the software is usually limited to a certain period. Winzip software is an
example of shareware, which is distributed with a 30-day trial period.

42
2.5.5. Commercial Software
Commercial software represents the majority of software purchased from software publishers.
The software comes pre-packaged, is available in software stores and can be obtained through
the internet. It is developed by business organizations, which aim to earn profits from its use. It is
always copyrighted. The licensing restrictions vary from vendor to vendor and product to
product, and change frequently. Microsoft Windows is an example of commercial software.

2.5.6. Proprietary Software

Proprietary software also called Closed Source Software (CSS), is owned by a single company.
Its use, redistribution or modification is prohibited or restricted so that the user cannot use it
freely. Adobe Acrobat is an example of a proprietary product, whose Portable Document Format
(PDF) files can only be read with
Acrobat Reader.

Open Source Software

Open source software is created by generous programmers and released into the public domain
for public use. The underlying programming code is available to other users so they may read it
and build new versions of the software incorporating their changes for the software.

Software What Does It Do? Examples

Word Processors Virtually all personal computers are Microsoft Word,
equipped with a word-processing program, LibreOffice, WordPerfect
which has the same function as a typewriter
for writing letters, reports or other
documents and printing.
Spreadsheets A table containing text and figures, which Microsoft Excel, Lotus 1-
is used to perform calculations. 2-3, LibreOffice Calc
Spreadsheets are usually used for budgets,
statistics and so on.
Image Editors Programs designed specifically for Adobe Photoshop, Adobe
capturing, creating, editing and Illustrator, CorelDraw
manipulating images.
Database Management Allow storage, modification and extraction FoxPro, Oracle, Mysql,
Systems of information from a database. PostgreSql
Presentation Allow the user to create presentations by Microsoft PowerPoint,
Applications producing slides or handouts for LibreOffice Impress
presentation of projects.
Desktop Publishing Used in creating magazines, books,
Software newsletters etc.

43
EXERCISES
Fill in the Blanks
1. ____________ is a set of instructions that carries out predefined tasks to complete a
given job.
2. Software can be divided into two major categories: ____________ and ____________.
3. ____________ is used to accomplish specific tasks rather than just managing a computer
system.
4. Depending upon how data are fetched by the devices, device drivers can be divided into
two categories: ____________ and ____________.
5. A ____________ acts like a translator between the device and the programs that use the
device.
6. ____________ software scans the hard disk for viruses and removes them.
7. ____________ help in converting programming language to machine language.
8. Firmware is the program or data that has been written onto ____________.
9. ____________ allow programmers to use symbolic addresses, which are later converted
to machine language.
10. ____________ refers to the copyrighted software that is given away for free by its owner.

Multiple-choice Questions
11. Which of the following is an application software?
a. Database Management System
b. Linker
c. Loader
d. Compiler
12. Which of the following is a system software?
a. MS-Word
b. Tally
c. MS-PowerPoint
d. Operating system
13. System management programs are responsible for____________.
a. Management and accurate functioning of the computer system
b. Calculating mathematical equations
c. Providing users with various applications
d. Helping a programmer to develop various computer programs
14. ____________ analyses and executes the source code in a line-by-line manner, without
looking at the entire program.
a. Compiler
b. Operating system
c. Interpreter
d. Device driver

15. Drivers that are intended for devices with a data block-based interface such as a hard disk
are called___________.
a. Character device drivers
b. Word device drivers
44
c. Block device drivers
d. Zone device drivers
16. Programming language closer to human language is ___________.
a. Assembly language
b. High-level language
c. Machine language
d. None of the above
17. The assembly language program is translated into machine code by a separate program
called
a. Assembler
b. Interpreter
c. Compiler
d. Dissembler
18. With the Internet connection, ____________ software enables a user to visit a Web site.
a. Web browser
b. Web explorer
c. Web viewer
d. None of these
19. People who write programs, operate and maintain the computers are collectively known
as
a. Userware
b. Hardware
c. Software
d. Liveware
20. Linux operating system is a type of ____________ software.
a. Shareware
b. Freeware
c. Commercial
d. Proprietary

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3.0 BOOTING
When a computer is turned on the system is designed to automatically perform several different
procedures required to get the computer up and running. This process is called “booting” the
computer, or simply referred to as a system boot. The term “boot” is a reference to pulling one’s
self up by the bootstraps.

The first step in the boot process is to access the CMOS (Complementary Metal Oxide
Semiconductor) chip on the motherboard. The CMOS chip is battery powered. Battery power
allows this chip to keep track of the current date and time (System time). The CMOS chip also
holds and executes the instructions for the Power-On Self-Test (POST). The purpose of the
Power-On Self-Test is to check that all the basic pieces of hardware are in good working order.
The POST checks the status of such components as the hard drive, keyboard, mouse, monitor,
etc. Once this operation is complete the POST accesses a ROM chip that holds the Basic Input
Output System (BIOS.)

ROM chips hold instructions that are to be read only. The content of a ROM chip is seldom (if
ever) changed.

Unlike a RAM chip, in which content is constantly and easily changed by the user – the content
of a ROM chip is designed to not be changed by the user – special technical procedures are
required to “write” to Read Only Memory

One use for a ROM chip is to hold the BIOS. The BIOS of a computer system is a set of
information that is specific to that machine. The BIOS contains specific information on the
number of hard drives, amount of memory, etc. Information in the BIOS can be accessed and
changed by the user during the boot procedure – this generally involves pressing a specific key
on the keyboard while the system is booting. NOTE: do not change BIOS settings unless you
know what you are doing!

One activity assigned to the BIOS is to load the kernel from the hard drive into memory

The kernel is that portion of the OS that contains the most frequently used system commands
Examples of frequently used system commands include move, copy, rename, delete, run, etc.
The kernel remains in memory at all times while the computer is running. Commands not
included in the kernel are retrieved from the hard drive when needed

GUI (Graphical User Interface)

The kernel also includes, and thus loads, the GUI. The GUI provides the “desktop” that appears
on your monitor. This “virtual” desktop is a graphic representation of our physical world –it uses
icons (small pictures), menus, (command choices), windows, (containers) and dialog boxes (a
communication device between the user and the OS) as a means of providing a familiar visual
environment in which to work.

Once the system has been booted the OS controls the computer -and provides the user with
system commands and the ability to run applications
This means... that if YOU know how to use the OS, you now control the computer!

To truly claim that you know how to use a computer, you must know how to use the OS that is
running that computer!
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Other Kinds of Booting
Clean booting
Starting (booting) a computer as minimalistically as possible. Typically when you start your
computer, it loads many files and programs to customize your environment. A clean boot
eliminates these optional features and loads only those files and programs that are absolutely
required by the operating system.

A clean boot is a troubleshooting technique that allows you to get the computer up and running
so that you can perform diagnostic tests to determine which elements of the normal boot process
are causing problems.

Dual Boot
A dual boot system is a computer system in which two operating systems are installed on the
same hard drive, allowing either operating system to be loaded and given control.

4 OPERATING SYSTEM
4.1 Introduction
In the early days of computer use, computers were huge machines, which were expensive to buy,
run and maintain. The user at that time interacted directly with the hardware through machine
language. This necessitated a search for a software, which could perform basic tasks such as
recognizing input from the keyboard, sending output to the display screen, keeping track of files
and directories on the disk and controlling peripheral devices such as printer and scanner. This
search led to the evolution of modern-day operating system (OS).
This software is loaded onto the top of the memory and performs all the aforesaid basic tasks.
Initially, the interface of the operating system was only character-based. This interface provides
the user with a command prompt and the user has to type all the commands to perform various
functions. As a result, the user had to memorize many commands.
With the advancement in technology, operating system became even more user-friendly by
providing graphical user interface (GUI). The GUI-based operating system allows the user to
interact with the system using visual objects such as windows, pull-down menus, mouse pointers
and icons. Consequently, the computer operation became easy and intuitive.

4.2 OPERATING SYSTEM: DEFINITION

An operating system is a collection of system programs that together controls the operation of a
computer system. Operating system along with hardware, application and other system software,
and users constitute a computer system. It is the most important part of any computer system. It
acts as an intermediary between a user and the computer hardware. The operating system has two
objectives.

 Managing the Computer's hardware

 Providing an Interface

4.3 TYPES OF OPERATING SYSTEM

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The operating system has evolved immensely from its primitive days to the present digital era.
From batch-processing systems to the latest embedded systems, the different types of operating
systems can be classified into six broad categories:

Batch-Processing Operating System: This type of operating system was one of the first to
evolve. Batch-processing operating system allowed only one program to run at a time. These
kinds of operating systems can still be found on some mainframe compu4ers running batches of
jobs. This system works on a series of programs that are held in a queue. The operating system is
responsible for scheduling the jobs according to priority and the resources required. These
operating systems are good at churning through large numbers of repetitive jobs on large
computers. For example, this operating system would be best suited for a company wishing to
automate their payrolls. List of employees will be entered, their monthly salaries will be
calculated and corresponding pay slips would be printed. Batch processing is useful for this
purpose since these procedures are to be repeated every month for each employee.

Time-sharing or Multiuser Operating System: A multiuser operating system is used in

computer networks, which allows different users to access the same data and application
programs on the same network. It also allows the users to communicate with each other. The
multiuser operating system builds a user database account, which defines the rights that the users
have on a particular resource of the system.

Multitasking Operating System: In a multitasking system, more than one process (task) can be
executed concurrently. The processor is switched rapidly between the processes. Hence, a user
can have more than one process running at a time. For example, a user can have a word
processor and an audio CD player running at the same time. The multitasking operating system
allows the user to switch between the running applications and even transfer data between them.
For example, a user can copy a picture from the Internet opened in the browser application and
paste it into an image-editing application.

Real-time Operating System: Real-time operating systems (RTOSs) are designed to respond to
an event within a predetermined time. This kind of operating system is primarily used in process
control, telecommunications and so on. The operating system monitors various inputs, which
affect the execution of processes, changing the computer model of the environment, thus
affecting the output, within a guaranteed time period (usually less than 1 s). As the RTOSs
respond quickly, they are often used in applications such as flight reservation system, railway
reservation system and military applications.

Multiprocessor Operating System: A multiprocessor operating system can incorporate more

than one processor dedicated to the running processes. This technique of using more than one
processor is often called parallel processing.

Embedded Operating System: An embedded operating system refers to the operating system
that is self-contained in the device and resident in the read-only memory (ROM). Since
embedded systems are usually not general-purpose systems, they are lighter or less resource
intensive as compared to general-purpose operating systems. Most of these operating systems
also offer RTOS qualities. Typical systems that use embedded operating systems are household
appliances, car management systems, traffic control systems and energy management systems.
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4.4 FUNCTIONS OF OPERATING SYSTEM
The main functions of a modern operating system are as follows:
Process Management: As a process manager, the operating system handles the creation and
deletion of processes, suspension and resumption of processes and scheduling and
synchronization of processes.
Memory Management: As a memory manager, the operating system handles the allocation and
deallocation of memory space as required by various programs.

File Management: The operating system is responsible for creation and deletion of files and
directories. It also takes care of other file-related activities such as organizing, storing, retrieving,
naming, and protecting the files.

Device Management: Operating system provides input/output subsystem between process and
device driver. It handles the device caches, buffers and interrupts. It also detects the device
failures and notifies the same to the user.

Security Management: The operating system protects system resources and information against
destruction and unauthorized use.

User Interface: Operating system provides the interface between the user and the hardware. The
user interface is the layer that actually interacts with the computer operator. The interface
consists of a set of commands or menus through which a user communicates with a program.

4.5 MODERN OPERATING SYSTEMS

Microsoft Windows is the most popular series of operating system in the past decade. Windows
95 revolutionized the personal computer operating system market. Then came Windows NT,
Windows 98, Windows ME, Windows 2000, Windows XP, Windows Vista and so on. Windows
7 is one of the latest offering made by Microsoft and has already gained reputation among the
business market. Let us discuss some features of Windows XP, Windows Vista and Windows 7.

Windows XP
Windows XP is an operating system introduced in 2001 by Microsoft. It was released in two
versions: Windows XP Home and Windows XP Professional. Windows XP Home Edition is
designed for home use and small businesses, while Windows XP Professional is specifically
designed for advanced home computing, businesses and larger organizations.

Microsoft Windows 7
Windows 7 (codenamed Vienna, formerly Blackcomb) is a personal computer operating system
developed by Microsoft. It is a part of the Windows NT family of operating systems. Windows 7
was released to manufacturing on July 22, 2009, and became generally available on October 22,
2009,[8] less than three years after the release of its predecessor, Windows Vista. Windows 7's
server counterpart, Windows Server 2008 R2, was released at the same time.

Microsoft Windows 10

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Windows 10 is a personal computer operating system developed and released by Microsoft as
part of the Windows NT family of operating systems. It was first released on July 29, 2015.[7]
Unlike previous versions of Windows, Microsoft has branded Windows 10 as a "service" that
receives ongoing "feature updates". Devices in enterprise environments can receive these updates
at a slower pace, or use long-term support milestones that only receive critical updates, such as
security patches, over their ten-year lifespan of extended support

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EXERCISES
Fill in the Blanks
1. ____________ is a program, which acts as an intermediary between a user and the
computer hardware.
2. A table where many pieces of information associated with a specific process, that is,
program counter, allocated resources, process state, CPU-scheduling information and so
on, are stored is known as ____________.
3. ____________ is also known as a lightweight process.
4. ____________ refers to storing the jobs in the buffer so that the CPU can be efficiently
utilized.
5. Two main user interfaces provided by the operating systems are ____________ and
____________.
6. Four main conditions that cause deadlock to occur are ____________, ____________,
____________, and ____________.
7. A process is said to be in a state of ____________ when it is waiting for an event that
will never occur.
8. The major tasks accomplished by the memory manager so that all the processes function
in harmony are ____________ and ____________.
9. The job of splitting primary memory into segments as the memory is allocated and
deallocated to the processes is known as ____________.
10. ____________ operating system provides multitouch capability for all the supported
hardware.

Multiple-choice Questions
1. The operating system that is self-contained in the device and resident in ROM is
a. Batch-processing operating system
b. Real-time operating system
c. Embedded operating system
d. Multiprocessor operating system
2. An example of nonpreemptive scheduling is
a. First-come-first-served
b. Round robin
c. Last-in-first-out
d. Shortest-job-first
3. An interface where facility is provided for entering commands is
a. Menu-driven
b. Command-driven
c. Graphic-driven
d. None of these
4. The operating system that allows only one program to run at a time is
a. Batch-processing operating system
b. Embedded operating system
c. Real-time operating system
d. Multitasking operating system

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5. The task of temporarily switching a process in and out of the main memory is
a. Paging
b. Deadlock
c. Fragmentation
d. Swapping
6. The memory management scheme that allows the processes to be stored non-
contiguously in the memory is
a. Spooling
b. Paging
c. Swapping
d. None of these
7. The fit policy of a memory manager to place a process in the largest block of unallocated
memory is
a. First fit
b. Best fit
c. Worst fit
d. Bad fit
8. With which memory, the system can run programs that are actually larger than the
primary memory of the system?
a. Cache memory
b. Virtual memory
c. Primary memory
d. None of these
9. What allows the user to run two or more applications on the same computer so that one
can move from one to the other without closing the application?
a. Virtual storage
b. Multiprocessing
c. Batch processing
d. Multitasking
10. The scheduler that selects a process from the ready queue and allocates CPU to it:
a. Short-term
b. Long-term
c. Medium-term
d. All of these

Fill in the Blanks

1. A computer on a network that requests files from another computer is known
as_________.
2. Each web page has a unique address, called _________ that identifies its location on the
Internet.
3. The _________is a collection of linked documents or pages stored on millions of
computers and distributed across the world.
4. A program that enables users to read/view web pages and jump from one web page to
another is known as _________.
5. _________ refers to the act of transmitting data from a remote computer on the Internet
or other network to one's own computer.

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6. The US Department of Defense laid the foundation of the Internet with a network called
_________.
7. AltaVista, Google and HotBot are the examples of _________.
8. The Web uses a specific Internet protocol called _________ to support hypertext
documents.
9. The technique for _________ is known as Telnet.
10. The mailing list groups, administered by a software program are known as _________.

Multiple-choice Questions
1. URL is.......................
a. A computer software program
b. A type of web server
c. The address of a document or 'page' on the World Wide Web
d. An acronym for unlimited resources for learning
2. To prevent infection by a computer virus
a. Avoid visiting medical Web sites
b. Use Antivirus software
c. Do not upgrade the operating system
d. All of the above
3. What are the three search expressions used in search engines?
a. AND, OR, BUT
b. FROM, TO, WHOM
c. AND, OR, NOT
d. SEARCH, KEYWORD, TEXT
4. What would you use for immediate, real-time communication with a friend?
a. E-mail
b. IRC
c. Usenet
d. A mailing list
5. What does the URL http://www.uni.edu tell you about the source?
a. It is associated with an educational institution
b. It is associated with a military establishment
c. It is associated with a commercial organization
d. None of the above
6. What kind of data can you send by e-mail?
a. Audio
b. Pictures
c. Video
d. All of these
7. When a user subscribes to a newsgroup
a. All new posts are e-mailed to the user automatically
b. The user must agree with everything said in that newsgroup
c. The user is billed annually for the subscription
d. The user is barraged with spam
8. The Internet is owned by
a. The US government
b. A consortium of telecommunications companies
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c. The IETF
d. None of these
9. A home page is
a. A web page created by an individual home user, as opposed to one created by a
corporation
b. The web page you like to visit the most
c. The web page that identifies a website
d. A web page you eventually reach by clicking a series of hyperlinks
10. Which of the following is a search engine?
a. Macromedia Flash
b. Google
c. Netscape
d. Librarians' index to the Internet

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5. 0 INTERNET BASICS
Introduction
In the past two decades, computers have played a significant role in our everyday life. With the growth in
popularity and networking of computers, intercommunication between different computers became easier,
which led to evolution of Internet. It is the most talked about computer technology in recent years.
The term ‘Internet’ is derived from two words—interconnection and networks. Also referred to as ‘the Net’,
Internet is a worldwide system of computer networks, that is, a network of networks, which allows the
participants (users) to share information. It consists of thousands of separately administered networks of various
sizes and types. Each of these networks comprises tens of thousands of computers. Moreover, the total number
of users of the Internet is known to be in millions. This high level of connectivity encourages an unparalleled
degree of communication, resource sharing and information access. It is probably the most powerful and
important technological advancement since the introduction of the desktop computer. To benefit from what the
net has to offer, a basic understanding of what it is and how it works is helpful.
Evolution of Internet

The foundation of Internet was laid in 1969 by the Department of Defense (DOD) of United States of America.
They wanted to create a computer network that could continue to function in the event of a disaster such as a
nuclear war. Even if a part of the network was damaged or destroyed, the rest of the system would continue to
work. That network was known as ARPANET (Advanced Research Projects Agency Network), which
linked US scientific and academic researchers. It was the forerunner of today's Internet.
Later in 1980, another agency, the National Science Foundation (NSF) created a new network of computers
based on ARPANET, called NSFNET, which turned out to be more efficient and capable. Initially, NSFNET
was designed to link five super computers situated at the major universities of NSF and allowed only academic
research. Over the time, this network expanded to include sites for business, universities, government and so on,
and finally becoming a network consisting of millions of computers, now known as the Internet.
World Wide Web (WWW)
The World Wide Web (abbreviated as the Web or WWW) is a collection of linked documents or pages, stored on
millions of computers and distributed across the world. The concept of the Web began at the European Center
for Nuclear Research (CERN), Geneva, Switzerland, in the year 1989. Since then, WWW is the most
popularly used Internet subnetwork. One of the main reasons that led to its popularity is that it provides
information in multimedia form, that is, in more than one medium such as, text, graphics, video and audio.
Further, it provides a simple and consistent way of accessing the information available on the Internet by using
hypertext system. In hypertext system, the documents are connected to other related documents on the Internet
through links. The Web uses a specific Internet protocol called HTTP to support hypertext documents.

Web Page
The hypertext documents on the World Wide Web are known as web pages. A web page is written in a
language called HTML (Hypertext Markup Language), which enables one to embed hypertext links in the
document. Using these hyperlinks, user can jump from one web page to another.

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Website
A website is a set of related web pages (linked through hypertext links), published by an organization or an
individual. Typically, a website contains a home page along with other additional web pages. Each website is
accessed by its own address known as URL (Uniform Resource Locator). All the websites on the Internet
constitute the World Wide Web.
Home Page
When you browse the World Wide Web, you will often see the term ‘Home Page’. A home page (also called
index page) is the starting point or a doorway to the website; it refers to the web page that identifies a website
and contains the hyperlinks to other web pages in the website. It may contain links to other websites also. Like
the table of contents of a book, the home page usually provides an overview of what could be found at the
website.
Browser
A browser (short for web browser) is a special software that enables the users to read/view web pages and jump
from one web page to another. It is the software that is needed to find, retrieve, view and send information over
the Internet. The most popular browsers are Microsoft Internet Explorer and Mozilla Firefox.
Uniform Resource Locator
Each web page has a unique address, called a URL that identifies its location on the Internet. Usually, the
format of a URL consists of four parts—protocol, name of the web server (or domain name), path and filename,
for example, http://www.xyz.com/tutor/start/main.htm. The structure of this URL is as follows:
 Protocol: http
 Web Server Name/Domain Name: www.xyz.com
 Path: tutor/start/
 File Name: main.htm
The first part of the address, the part before the colon, is the protocol. Most of the time, you see http (hypertext
transfer protocol) for accessing a web page. Apart from http, you could also find other protocols such as ftp (file
transfer protocol), news (news server) and telnet (for accessing remote computers). After the protocol, comes
the domain name. The protocol and the domain name are separated by colons and slashes.
Hypertext
The hypertext is a system that provides a simple and consistent way of organizing large data (that includes text,
images, pictures and videos) available on the Internet. In hypertext systems, the documents contain links to
other related documents on the Internet. These links are called hyperlinks, hotlink or simply links. A hyperlink
is used to jump to another part of the same page or to load a different web page. Usually, hypertext links appear
in a different colour (typically in blue and underlined) from the rest of the text. When the cursor is moved over
a text link or over a graphic link, it will change from an arrow to a hand. The hypertext words often provide a
hint about the connected page. When the user returns to a page with a link he/she had already visited, the
hypertext words will often be in a different colour (usually magenta), indicating that the link has already been
used. However, the user can certainly use that link again

Internet Service Provider

An Internet Service Provider (ISP) is an organization that connects its subscribers’ computer using modem to
the Internet. The connections can be provided by telephone lines, cable lines or wireless connections. To use the
Internet connection, the user has to first log on to the host computer using the username and password provided
by the ISP. Some of the well-known ISPs are America Online (AOL), Microsoft Network (MSN), Yahoo! and
so on.
Web Server

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A server is a computer equipped with server software, which provides a specific kind of services to client
software running on other computers. It can refer to a particular piece of software, for example, a web server, or
to a machine on which the server software is running. A web server receives request from the clients, processes
this request and sends the result back to the client. In other words, web server fulfils the requests of the client
(browser).
Download and Upload
Download refers to the act of transmitting data from a remote computer on the Internet or other network to
one's own computer. When the user downloads a file, he/she is actually copying a particular file from the
remote computer and placing it on the hard drive. Downloading allows a user to save file for later use thereby
reduces the time spent online and the corresponding charges.
Upload is just the opposite of download. Upload refers to the act of transmitting data from local computer to
any other computer on the Internet or network. For example, a software company may upload a demonstration
of its new software onto the web so that the users can then download the software.
Online and Offline
The term online is commonly referred to the state of being connected to the networked computer system or the
Internet. For example, if you are browsing the WWW, your computer is said to be online. Being online also
refers to any peripheral device (like printer) that is connected to the system and ready to use.
Offline is just the opposite of online; it refers to the state of not being connected to the remote computer or the
Internet. A printer or other peripheral that is not ready to use is also considered offline.
INTERNET AND VIRUSES
With the use of the Internet and communications between the computers, viruses are spreading faster than ever.
Virus (stands for Vital Information Resources Under Seize) is a program or small code of segment, which is
written with a malicious intent. It has the capability to attach itself to existing programs or files and infect them
as well as replicate itself without the user's knowledge or permission. The virus instructs the computer to
perform a specific task, which is often destructive, for example, deleting important information or crashing the
hard drive. However, other kinds of viruses also exist that may only be slightly irritating.

Electronic Mail
Electronic mail or e-mail is sending a letter (message) to someone by using the Internet. If you are connected to
the internet, you can type a message on the computer and then instruct the computer to send it. You don’t need
to print out the message before you send it. Once you have instructed the computer to send it.

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INTRODUCTION TO WINDOWS 7
Most PCs run on an operating system called Windows. These particular tutorial deals with the Windows 7
professional version of the Windows operating system. The operating system is what allows you as the user to
access the information in the computer. To understand how to use a computer, it is important to know several
features of the Windows system.

Desktop
The desktop is the area you see when the computer is not running applications. It consists of the icons on top of
it, as well as the Start button and other features. The desktop can be used to temporarily store information or to
move around documents and windows.

Icon
Icons are little pictures that represent different programs or saved items. Double-clicking on the icon accesses
the information icons represent.

Window
Each application opened will appear in its own window, or its own little section of the screen. Windows can be
moved and resized so that you can operate many different applications at the same time. To learn how to
manipulate windows, refer to the Manipulating Windows portion of Level.

Dialogue Box
When you ask the computer to do certain commands, such as to save your work, the computer will need
more information from you, and this will appear in a dialogue box. These boxes contain options and
commands for the computer to execute.

Start Menu
In the lower left-hand corner of the Windows screen is the Start button. When you click on the button a menu
will appear, which we will call the Start menu. This menu gives you access to all the different parts and
functions of the computer.

Task Bar
At the very bottom of the screen is a horizontal bar called the task bar (Figure 1). This bar contains (from left
to right) the Start button, shortcuts to various programs, minimized programs, and another section of shortcuts
that includes sound volume, printers and the time.

Figure 1. Task Bar.

Tab Menu

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Tab menus, which are often present in dialogue boxes, are menus that represent many different “pages” of
information. To access each “page,” click on the tab at the top of the dialogue box.

Start up, Shut Down

Once you understand what all of the different parts of the computer do, you can begin to use it.

Start Up
First of all, you will need to turn the computer on. Do this by pushing the power button on the front of the
computer unit. The computer takes a few minutes to start up, so be patient.

Shut Down
To shut down, click with your mouse on the button in the lower left-hand corner of the screen labeled Start. On
the menu that pops up, you have multiple options for exiting your windows computer. Options are Shut Down,
Switch User, Log Off, Lock, Restart, Sleep and Hibernate. Choose the Shutdown button in the lower right hand
corner to turn the computer off. To switch to another user, press the arrow next to the Shutdown button and
click Switch user. To Log off of the computer, click the arrow next to the Shutdown button and click Log Off.
If you would rather just lock the computer, blocking anyone else from using the computer without your
password, choose Lock.

Figure 2. Shut Down Menu.

Stand By
When a computer is left alone for a while, it goes into “sleep” or “stand by” mode to save energy. In standby mode,
the computer slows down its inner processes because they are not being used. The computer also blacks out the
monitor. If you wish to use a computer and the monitor is dark, check to see if it is in standby before you try to start
it up. Usually, the computer has a green light on or near the power button that signifies that it is on, but in standby
mode. To “wake it up,” move the mouse or hit a key on the keyboard. In about 8-10 seconds the computer will
wake up and be fully functional. If you do not realize that the computer is in stand by and you try to turn it on with
the power button, the computer will wake up and a dialogue box will appear, but it will not damage the computer.

To Open an Application you have two options:

1. Open the Start Menu and click on the name of the application.

2. Find the icon for the application and either double click it or right click and choose Open.

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Figure 3. Open Applications.

To Close an Application:
1. Most applications can be closed by going under File menu and selecting Quit or Exit.
If no file menu is available, click on the “X” button in the upper right-hand corner of the application’s window.

Figure 4. Close Applications

Manipulating Windows

The sizes of the windows on your screen can be changed so that more windows are visible.
Following is a list of common features that can be implemented on all windows.

Maximize
This function allows you to concentrate on one application by making its window cover the entire screen.

Minimize
This function allows you to keep an application running, but remove it from the desktop area so that other
applications can be accessed. The minimized program becomes a bar at the bottom of the screen, and can be
accessed by clicking on the bar.

Resize
If an application window is not maximized, it can be resized so that more or less of the content can
be seen. If you move your mouse pointer to one of the edges of the window, it will become a two-
way arrow. At this point, hold down the left mouse button and drag the perimeter of the window in or
out. When you release the mouse button, the window will resize to your specifications.

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Close
This function closes and exits the application you are running. However, if you are running an application
such as Microsoft Word, the window of each document will have a close button, and clicking this button will
only close that particular document, and not the entire program. It is important to always save your work
before using the close feature, as any unsaved changes will be lost.

Figure 5. Manipulating Windows

Saving
Saving material onto a disk stores that material so that it can be accessed again. Any work you do on the
computer should be saved, including papers and other assignments. Although you may be working in
different applications, the saving procedure is generally the same.

1. Insert a disk into the correct disk drive.

2. Go under the File menu in the application, and choose “Save As.”

3. When the Save As dialogue box appears, click the arrow button next to the Save In box. This
will cause a menu of save options to appear.

4. To save on your removable disk, choose either the Zip Drive.

5. Type in a filename that will identify your document at the bottom of the box.

6. Click the Save button located in the lower right-hand corner of the box.

7. To resave work as you continue, you only need to click on the save icon or go under File > Save.

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Figure 6. Save Dialog Box

Tips For Saving

 Save often. This is by far the most important step in the saving procedure. The more you save, the less
chance you have of losing any of your hard work. Errors and freeze-ups can occur, and unsaved work
will be lost. Also, always save before printing because this is the time when many errors occur.

 Use specific filenames. When naming your saved works, label them with detailed names so for easier
identification when you go to find them again.

 Back up your saved works. Disks have been known not to not certain saved works because of errors.
Make sure you save important works on two disks so that if one disk fails, you have a backup copy on
another disk.

Printing
Most labs have one or two printers that are shared by many computers in the lab. As with saving, most
applications print in a similar fashion. Follow these steps to print your work.

1. Save your work. Computers sometimes freeze when you ask them to print, and all of your work
may be lost.
2. Go under the File menu to Print.
3. When the dialogue box appears, check to make sure that the printer listed is the printer in the lab
you are in. If it is not, click on the arrow to the right of the printer name and choose the correct printer.
4. Choose how many copies you would like printed.
5. Decide if you only want a portion of the work to be printed and choose the number of pages to
print.
6. Click OK.

Deleting
If you choose to delete an item from your disk or from the computer’s hard drive, you will need to access the
Recycle Bin. It is important to remember that you may only delete items from the hard drive that you have
created. To delete an item from a disk or the hard drive, use the following steps.

1. If it is on a removable disk, first insert the disk into the correct drive. Next double-click on the
My Computer icon on the Desktop. Choose the drive that the item is located on by double clicking the
appropriate drive icon. Open the file that the item is located in.

2. Left-click on the item that you wish to delete and hold the button down.

3. Drag the item out of the window it is in and place it over the Recycle Bin located on the Desktop.

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4. When the Recycle Bin is highlighted, release the button. The item should disappear from the
drive.

5. When the dialogue box appears asking you if you are sure you want to delete this item, click
Yes.

Figure 8. Delete Files

When you deposit items in the Recycle Bin, they will not be permanently removed from the computers
memory without you telling it to do so. If you decide you still want to keep something, double-click on the
Recycle Bin and drag the item back out. To permanently erase an item from the computer, right-click on the
Recycle Bin and choose Empty Recycle Bin. Remember, once you empty the Recycle Bin, the items inside
will be permanently erased from the computer’s memory.

Figure 9. Empty Recycling Bin

Help Option

Located in the Start menu is the Windows Help and Support option. If you have any problems with the
Windows systems or have questions about how to do something, the Help option may have the answer. If the
computer does have the Help option, follow these steps to use it.

1. Select Help and Support from the Start menu.

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Figure 10. Help and Support

2. Choose to view Help and Support by one of the following categories: Index, Support, History,
Favorites, or Options. Select the category that you would like by clicking the appropriate button.

3. Click on the heading of your choice in the list located on the left side of the screen, or if you are in
the Index category, click on Locate in Contents to type in a keyword.

Figure 11. Help and Support Center

Computers are powerful machines that can aid us in many of our everyday tasks. Computers are, however,
rather fragile and should be treated in a respectful manner. Following is a list of dos and don’ts that will
preserve the life of the computer while letting you get the most out of the machine.

DO:
• Save your work often. This prevents the loss of hours of work.
• Back up your work in case of disk malfunction.
• Ask lab staff for help at any time.
• Shut down the computer when you are finished. This means do not press the power button, but go
through the shutdown procedure under the Start menu.

DON’T:
• Eat or drink around a computer. Spilled drinks and food can harm a computer’s hardware. Food and
drinks are not allowed in on-campus labs, but if for some reason you do spill something on a computer,
report it to the staff on duty immediately.

• Strike the computer or physically abuse it.

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• Print more than one copy of your work in the computer labs. The printers are for printing work, and
not to do the job of a copy machine.
• Change the settings of on-campus computers. If you are having problems, please ask the lab staff for
help.
In the bottom left-hand corner of the Windows screen is a button with the windows icon. This button displays a
menu that gives you access to many of the computer’s features. Once the Start menu is opened, all you have to
do is highlight what you want and more options will appear. Here we will discuss the many features and uses of
the Start menu from top to bottom.

Figure 12. The Start Menu

New Office Document

This feature acts as a shortcut for opening a new document in Microsoft Office. You can choose from a variety
of document formats.

Open Office Document

This feature acts as a shortcut for accessing a saved document or file.

Windows Catalog
This item opens Internet Explorer to a site in which you can purchase products built for Windows systems.

Windows Update
This item opens Internet Explorer to a site in which you can download updates for your Windows operating
system.

Programs
This prompt will open another menu filled with more options. These options are all programs that the
computer can run. To see what the Programs menu has to offer, refer to the Programs page.

Documents
This item allows you to temporarily store saved works.

Settings
This menu contains access to the Control Panel as well as your Network Connections; Printers and Faxes;
and Taskbar and Start Menu. Through these options you can customize the appearance and functions of your
computer.

Search
This menu allows you to find anything on the computer or the internet.

Help and Support

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This feature will open the Windows Help and Support Menu. To use this feature, refer to the Help Option
section of Level 1.

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Run
This item allows you to run programs located on a disk, CD, or on the internet.

Log Off
This allows you to log off the computer. (It is not important for use in your own home or in a computer lab).

Turn Off Computer

When this phrase is clicked, the Shut Down menu will appear, allowing you to hibernate, shut down, or restart
the computer. To use this feature, refer to the Start Up and Shut Down portion of Level 1.

11. Computer Freezes

There are often times when you are working on a computer and it “freezes”-that is the mouse and keyboard no
longer affect the computer. No matter what you click on, nothing happens. Sometimes the mouse cursor won’t
even move on the screen. This may happen for a number of reasons including memory fill-up or glitches in the
system. This problem, however, can often be fixed. If your screen freezes (this is sometimes referred to as
crashing) and nothing seems to be happening, use these steps to unfreeze it. It is important to remember,
however, that these steps will not always fix the situation, and sometimes the only thing left to do is turn the
computer off by pushing the power button.

1. Press Ctrl+Alt+Del. This will cause the computer to show a dialogue box that lists the current
applications that are running on the computer. Most likely, the application you are using will be
listed here at the top, often with the phrase “not responding” behind it. This means that the particular
application you are running has frozen and you need to shut this application down.

2. Click on the application causing the problem, and then click the End Task button.

3.Another dialogue box will appear and ask you to confirm your decision. Click End Task again. Under
normal circumstances this process will shut down the problematic application and the computer will be
restored to its previous running state. It will also give you the option to shut the computer down if you
choose to do so.

4. Sometimes, however, clicking on a particular task and trying to end it will not always do the trick.
The only option left is to press Ctrl+Alt+Del again, which will cause the computer to restart. Any
unsaved work will be lost in this instance, so make sure you save often to avoid redoing work.

There are a number of things you can do to prevent and avoid freezes and crashes.

• Only open the applications you will be using-extra applications take up more memory and can cause
freeze-ups.
• When you sit down at the computer, check to see that no applications were left running by the
previous user. These running applications will often be minimized at the bottom of the screen.
• If you are using an application that requires a lot of memory, such as PowerPoint or PhotoShop, do
not attempt to open other programs, as a freeze-up may occur when memory fills up.

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12. Internet Access
To access the Internet from a computer, you need to open a web browser. A web browser is a program such as
Firefox or Internet Explorer that allows you to surf the net. Computers here at BGSU normally have both web
browsers, and you may use either on a PC. Web browsers function similar to most other applications, so they
are opened and closed in the same general manner as regular applications. If you are interested in acquiring the
latest version of Firefox or Internet Explorer, download them free of charge at Download.com, or check out the
CD Rom at the Library Circulation Desk. There are basically three ways to access the Internet from a PC.

1. Double-click the web browser icon on the desktop.

2. Click Start Menu > Programs >Internet, and then click on the web browser of your choice.
3. Click the web browser shortcut on the task bar located at the bottom of the screen.

13. Common Applications

Each computer here at BGSU is preloaded with various applications that you may use during your stay. Al-
though each computer contains different software, most of them contain the same basic applications that you
will use frequently. We list some of the most widely used applications here.

Microsoft Word - Use to type a paper. Microsoft Word is a word processing application that allows you to
format your text as well as add graphics, tables and charts. Found in Start menu > Programs > Microsoft Word.
Netscape or Internet Explorer - Use to access the Internet. Found in Start menu > Programs > Internet Explorer
(firefox).

Windows Media Player - Use to listen to a CD. This program allows you to listen to your favourite CDs while
you work. It includes programming features and volume controls. You will need to bring your headphones to
listen while you work in the BGSU computer labs. Found in Start menu > Programs > Accessories > Entertain-
ment > Windows Media Player.

Calculator - Use to do math on the computer. The Windows Calculator can be used by pointing and clicking
the calculator on the screen, or by typing in the numbers on the keyboard. Found in Start Menu > Programs >
Accessories > Calculator.

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14. Windows Keyboard Shortcuts

Keyboard shortcuts are key commands that allow you to accomplish various tasks. Instead of using your mouse
to go through menus and sub-menus, you can use keyboard shortcuts to do common tasks like saving, copying,
or pasting. Most people find using key shortcuts to be a faster and easier way to type. Listed below are some of
the most common keyboard shortcuts in alphabetical order.

Close CTRL+W
Copy CTRL+C
Cut CTRL+X
Delete DEL
Exit ESC
Find CTRL+F3
Help F1
Minimize Window Windows Key*+M
Move to Recycling CTRL+DEL
New Folder/Document CTRL+N
Open CTRL+O
Open Start Menu Windows Key*
Paste CTRL+V
Page Up/Down Page Up/Down Keys
Print CTRL+P
Print Screen ALT+Print Screen Key
Quit ALT+F4
Reboot/Restart CTRL+ALT+DEL
Save CTRL+S
Select All CTRL+A
Undo CTRL+Z

* Not all keyboards have the Windows key.

CTRL is the abbreviation for the Control key.
DEL is the abbreviation for the Delete key.
. The Right-Click Menu
When you right-click your mouse, a small menu will appear. This is the right-click menu, and it contains a list
of the common tasks for whatever program you’re currently using. If you use the right-click menu you can
leave your cursor in roughly the same spot, which makes resuming your task easier.

Each program’s right-click menu will be unique and look slightly different from others, but most follow the
same general format. As an example, the following picture is what a menu would look like if you right-
clicked on the desktop.

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Arrows along the right side of the menu signal that there is a sub-menu for that particular item. These sub-
menus contain even more shortcuts that are grouped together in a category.

To exit the right-click menu, left-click on any part of the screen that isn’t the menu.

Windows Explorer
If you are familiar with Internet Explorer, you know that it helps you find web pages and information on the
Internet. There is another kind of explorer on your computer: Windows Explorer. The basic idea behind
Windows Explorer is very similar to Internet Explorer. The program lets you look through all of the files and
folders on your computer. You can even open, copy, cut, and paste your files from inside Windows Explorer.

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PART 2
WORD PROCESSING WITH MICROSOFT WORD 2013

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Introduction to Basic Word 2013
Microsoft Word 2013 is a word-processing program that is used to create professional-looking
documents such as reports, resumes, letters, memos, and newsletters. It includes many powerful
tools that can be used to easily create and edit documents, and collaborate with others. This
handout provides an overview of the Word 2013 user interface and covers how to perform basic
tasks such as starting and exiting the program; creating, saving, opening, closing, editing,
formatting, and printing documents; applying styles; and getting help.

Starting Word
You can start Word 2013 from the Start menu (in Windows 7) or by double-clicking an existing
Word file. When you start the program without opening a specific file, the Start screen appears,
prompting you to open an existing document or create a new document.
To start Word 2013 from the Start menu:
1. Click the Start button, click All Programs, click Microsoft Office 2013, and then click
Word 2013. The Start screen appears (see Figure 1).
2. In the right pane, click Blank document. A new, blank document opens in the program
window.

Figure 1 – Word 2013 Start Screen

Overview of the User Interface

All the Microsoft Office 2013 programs share a common user interface so you can apply basic
techniques that you learn in one program to other programs. The Word 2013 program window is
easy to navigate and simple to use (see Figure 2 and Table 1).

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Figure 2 – Word 2013 Program Window
Table 1 – Word 2013 Program Window Elements

Name Description
Title bar Appears at the top of the program window and displays the name of the
document and the program. The buttons on the right side of the Title bar are
used to get help; change the display of the Ribbon; and minimize, restore,
maximize, and close the program window.
Quick Access Appears on the left side of the Title bar and contains frequently used
toolbar commands that are independent of the tab displayed on the Ribbon.
Ribbon Extends across the top of the program window, directly below the Title bar,
and consists of a set of tabs, each of which contains groups of related
commands.
Navigation pane Appears on the left side of the program window and enables you to navigate
long documents, search for specific text, and reorganize content.
Document Appears below the Ribbon and displays the contents of the document.
window
Cursor A blinking vertical line that indicates where text or objects will be inserted.
Scroll bars Appear along the right side and bottom of the document window and enable
you to scroll through the document.
Status bar Appears at the bottom of the program window and displays information
about the document (number of pages, number of words, etc.). The tools on
the right side of the Status bar can be used to display the document in a
variety of views and to change the zoom level.

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Ribbon
The Ribbon is designed to help you quickly find the commands that you need to complete a task.
It consists of a set of task-specific tabs (see Figure 3 and Table 2). The standard tabs are visible
at all times. Other tabs, known as contextual tabs, appear only when you create or select certain
types of objects (such as images or tables). These tabs are indicated by colored headers and
contain commands that are specific to working with the selected object. Clicking a tab displays a
set of related commands that are organized into logical groups. Commands generally take the
form of buttons and lists; some appear in galleries. Pointing to an option in most lists or galleries
displays a live preview of that effect on the selected text or object. You can apply the previewed
formatting by clicking the selected option, or you can cancel previewing without making any
changes by pressing the Esc key. Some commands include an integrated or separate arrow.
Clicking the arrow displays a menu of options available for the command. If a command on the
Ribbon appears dimmed, it is unavailable. Pointing to a command on the Ribbon displays its
name, description, and keyboard shortcut (if it has one) in a ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the Ribbon (see
Figure 3). Clicking it opens a related dialog box or task pane that offers additional options or
more precise control than the commands available on the Ribbon.

You can collapse the Ribbon by clicking the Collapse the Ribbon button on the right side
of the Ribbon (see Figure 3) or by double-clicking the current tab. When the Ribbon is collapsed,
only the tab names are visible. You can expand the Ribbon by double-clicking any tab.

Figure 3 – Ribbon

Table 2 – Ribbon Tabs

Name Description
File Displays the Backstage view which contains commands related to managing files
and customizing the program.
Home Contains the most frequently used commands. The Home tab is active by default.
Insert Contains commands related to all the items that you can insert into a document.
Design Contains commands related to changing the overall appearance of a document.
Page Layout Contains commands related to changing the layout of a document.
References Contains commands related to reference information you can add to a document.
Mailings Contains commands related to creating mass mailings.
Review Contains commands related to proofreading a document, adding comments,
tracking and resolving document changes, and protecting a document.
View Contains commands related to changing the view and other aspects of the display.

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Quick Access Toolbar
The Quick Access toolbar provides one-click access to commonly used commands and options.
By default, it is located on the left side of the Title bar and displays the Save, Undo, and Redo
buttons (see Figure 4). You can change the location of the Quick Access toolbar as well as
customize it to include commands that you use frequently.

Figure 4 – Quick Access Toolbar

To add a command to the Quick Access toolbar:

1. On the Ribbon, right-click the command
that you want to add, and then click Add to
Quick Access Toolbar on the shortcut
menu.

To remove a command from the Quick Access

toolbar:
1. On the Quick Access toolbar, right-click the
command that you want to remove, and then
click Remove from Quick Access Toolbar
on the shortcut menu.
NOTE: Clicking the arrow on the right side of the
Quick
Access toolbar displays a menu which includes
additional commands and options that can be
used to Figure 5 – Customize Quick Access
Toolbar Menu
customize the toolbar. A check mark next to an item
indicates that the item is selected (see Figure 5).

Mini Toolbar
The Mini toolbar provides quick access to frequently used commands and appears whenever you
select text or right-click an object (see Figure 6).

Figure 6 – Mini Toolbar

Shortcut Menus
Word 2013 includes many shortcut menus
that appear when you right-click an item.
Shortcut menus are context-sensitive,
meaning they list commands that pertain
only to the item that you right-clicked (see
Figure 7).
Figure 7 – Ribbon Shortcut Menu
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Navigation Pane
The Navigation pane offers a quick look at the structure of a document and provides an easy way
to navigate long documents, search for specific text, and reorganize content. It includes a Search
box and three tabs.
 The Headings tab displays a list of all the headings in a document. Click a heading in the
pane to go to the corresponding heading in the document. Click the arrow next to a
heading to collapse or expand it. Drag a heading up or down to move the heading and its
content to a new location. Right-click a heading to perform additional actions (such as
promote or demote a heading, add a new heading or subheading, or delete a heading).
 The Pages tab displays thumbnails of all the pages in a document. Click a thumbnail in
the pane to go to the corresponding page in the document.
 The Results tab displays a list of search results. Click a result to go to the corresponding
location in the document.

To open the Navigation pane:

1. On the View tab, in the Show group, select the Navigation Pane check box (see Figure
8). The Navigation pane opens on the left side of the program window (see Figure 9).

NOTE: You can close the Navigation pane by clicking the Close button in the
upper-right corner of the pane.

Figure 8 – Show Group on the View Tab

Figure 9 – Navigation Pane

To search for text using the Navigation pane:

1. In the Search box, type the text that you want to find, and then press the Enter key. The
search results are displayed as follows:
 On the Headings tab, headings that contain a match are highlighted.
 On the Pages tab, only pages that contain a match are displayed.
 On the Results tab, all the matches are displayed in a list that includes the
surrounding text for each match.
NOTE: You can review the results within the Navigation pane by using the scroll
bar that appears on the right side of the pane when you point to it. You can also
use the Previous

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button or Next button at the top of the pane to browse through all the
headings, pages, or results.

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Backstage View
The File tab (the first tab on the Ribbon) is used to display the Backstage view which contains all
the commands related to managing files and customizing the program. It provides an easy way to
create, open, save, print, share, export, and close files; view and update file properties; set
permissions; set program options; and more. Commands available in the Backstage view are
organized into pages which you can display by clicking the page tabs in the left pane.

To display the Backstage view:

1. Click the File tab on the Ribbon (see Figure 10).

Figure 10 – File Tab

To exit the Backstage view:

1. Click the Back button in the upper-left corner of the Backstage view (see Figure 11). Or,
press the Esc key.

Figure 11 – Info Page of the Backstage View

Creating Documents
When you start Word 2013 and click Blank document on the Start screen, a new document opens
in the program window, ready for you to enter your content. You can also create a new document
while Word 2013 is running. Each new document displays a default name (such as Document1,
Document2, and so on) on the Title bar until you save it with a more meaningful name. The
cursor, a blinking vertical line in the upper-left corner of the page, shows where the next
character you type will appear. When the cursor reaches the right margin, the word you are
typing automatically moves to the next line. Pressing the Enter key starts a new paragraph.

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To create a new document:
1. Click the File tab, and then click New. The New page of the Backstage view opens,
displaying thumbnails of the available templates (see Figure 12).
2. In the right pane, click Blank document. A new, blank document opens in a new
window.
NOTE: You can also create a new document by pressing Ctrl+N.

Figure 12 – New Page of the Backstage View

Saving Documents
After creating a document, you can save it on your computer. Use the Save As command when
you save a document for the first time or if you want to save a copy of a document in a different
location, with a different file name, or in a different file format. Use the Save command to save
changes to an existing document.

NOTE: Word 2013’s file format is called Word Document and is the same as Word 2007 and
2010. This format has the .docx file extension and is not backward compatible with Word
versions prior to 2007. You can use Word 2013 to save a document in the Word 97-2003
Document format with the .doc file
extension to make it compatible with earlier versions of Word, but you will not have access to all
of Word
2013’s features.

To save a document for the first time:

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1. Click the File tab, and then click Save As. The Save As page of the Backstage view
opens.
2. Click Computer in the center pane, and then click the Browse button or a recent folder
in the right pane (see Figure 13).

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Figure 13 – Save As Page of the Backstage View

3. In the Save As dialog box, select a location to save the file, type a name in the File name
box, and then click the Save button (see Figure 14).
NOTE: By default, Word 2013 documents are saved in the Word Document format.
To save a document in a different format, click the Save as type arrow and select the
desired file format from the list.

Figure 14 – Save As Dialog Box

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To save changes to a document:
1. Do one of the following:
 Click the File tab, and then click Save.
 On the Quick Access toolbar, click the Save button .
 Press Ctrl+S.

Closing Documents
When you finish working on a document, you can close it, but keep the program window open to
work on more documents. If the document contains any unsaved changes, you will be prompted
to save the changes before closing it.

To close a document without exiting Word:

1. Click the File tab, and then click Close. Or, press Ctrl+W.

Opening Documents
You can locate and open an existing document from the Start screen when Word 2013 starts or
from the Open page of the Backstage view. The Start screen and the Open page also display a list
of recently used documents which you can quickly open by clicking them. Each document opens
in its own window, making it easier to work on two documents at once.

To open a document:
1. Click the File tab, and then click Open. Or, press Ctrl+O. The Open page of the
Backstage view opens, displaying a list of recently used documents in the right pane.
2. If the document you want is in the Recent Documents list, click its name to open it.
Otherwise, proceed to step 3.
3. Click Computer in the center pane, and then click the Browse button or a recent folder
in the right pane (see Figure 15).

Figure 15 – Open Page of the Backstage View

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4. In the Open dialog box, locate and select the file that you want to open, and then click
the Open button (see Figure 16).

Figure 16 – Open Dialog Box

NOTE: When you open a document created with earlier versions of Word in Word 2013, the
document opens in compatibility mode (indicated on the Title bar) with some of the new
features of Word 2013 disabled. You can easily convert the document to the Word 2013 file
format by clicking the Convert button on the Info page of the Backstage view (see Figure 17).

Figure 17 – Convert Button on the Info Page of the Backstage View

NOTE: When you close a document, Word 2013 automatically bookmarks the location you were
last working on. When you reopen the document, you can pick up where you left off by clicking
the Resume Reading callout that appears on the right side of the program window (see Figure 18).
The callout changes to a bookmark icon after a few seconds (see Figure 19). You can point to the

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bookmark icon or click it to redisplay the message. Scrolling the document makes the callout
disappear.

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Figure 19 – Bookmark Icon

Figure 18 – Resume Reading Callout

Editing Documents
Most documents require some editing. After creating a document, you may want to add or
remove text, or move text from one place to another. This section covers how to perform basic
tasks such as selecting, deleting, copying, and moving text; and undoing and redoing changes.

Selecting Text
Before you can edit text, you must first select the text that you want to modify. You can use the
mouse, the keyboard, or the selection area (an invisible area in the document’s left margin) to
make a selection. Selected text appears highlighted on the screen.

To select text:
1. Do the following:
 To select a word, double-click anywhere in the word.
 To select a sentence, hold down the Ctrl key and click anywhere in the sentence.
 To select a line, click in the selection area to the left of the line.
 To select a paragraph, triple-click anywhere in the paragraph. Or, double-click in the
selection area to the left of the paragraph.
 To select the entire document, triple-click in the selection area. Or, press Ctrl+A.
 To select adjacent words, lines, or paragraphs, drag the mouse pointer over the text.
Or, click at the beginning of the text, and then hold down the Shift key and click at
the end of the text.
 To select non-adjacent words, lines, or paragraphs, make the first selection, and then
hold down the Ctrl key and make the second selection.
NOTE: To deselect selected text, click anywhere in the document.

Deleting Text
You can delete text one character at a time by positioning the cursor, and then pressing the
Backspace key to delete the character to the left of the cursor or the Delete key to delete the
character to the right of the cursor. You can also select and delete a word, sentence, paragraph, or
block of text.

To delete text:
1. Select the text that you want to delete, and then press the Delete key.

Moving and Copying Text

When editing a document, you may want to duplicate text in another location, or you may want
to remove (cut) text from its original location and place it in a new location.

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NOTE: Cut or copied text is stored on the
Clipboard, a temporary storage area. You can
access it by clicking the dialog box launcher
in the Clipboard group on the Home tab of the
Ribbon (see Figure 20).
Figure 20 – Clipboard Group on the Home Tab

To move or copy text:

1. Select the text that you want to move or copy.
2. On the Home tab, in the Clipboard group, do one of the following:
 To move text, click the Cut button . Or, press Ctrl+X.
 To copy text, click the Copy button . Or, press Ctrl+C.
3. Click in the document where you want to paste the cut or copied text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.
NOTE: Clicking the arrow on the Paste button displays additional paste options.

Undoing and Redoing Changes

Whenever you make a mistake, you can easily reverse it with the Undo command. After you
have undone one or more actions, the Redo command becomes available and allows you to
restore the undone actions.

To undo an action:
1. On the Quick Access toolbar, click the Undo button . Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+Y.

Formatting Documents
Word 2013 includes a number of features that can be used to easily format a document.
Formatting enhances the appearance of a document and makes it look professional.
Formatting Text
Text formatting includes font, font size, font color, and font style and effect. The Font group on
the Home tab of the Ribbon contains the most commonly used text formatting commands (see
Figure 21). You can also format text using the Font dialog box which can be opened by clicking
the dialog box launcher in the Font group.

Figure 21 – Font Group on the Home Tab

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Changing the Font and Font Size
A font defines the overall appearance or style of text lettering. Font size controls the height of the
font. The default font in new Word 2013 documents is Calibri; the default font size is 11 points.

To change the font:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font arrow and select the desired font
from the list (see Figure 22).
To change the font size:
1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Size arrow and select the desired font
size from the list (see Figure 23). If a font size you want is not listed in the Font Size list,
click in the Font Size box, type the desired number, and then press the Enter key.

NOTE: You can also change the font size by clicking the Increase Font Size button
or

Decrease Font Size button in the Font group on the Home tab of the Ribbon.

Figure 22 – Font List Figure 23 – Font Size List

Changing the Font Color and Highlighting Text

You can emphasize important text by changing the font color or applying highlighting.

To change the font color:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the Font Color button to apply the most
recently used color, or click the Font Color arrow and select a different color from the
color palette (see Figure 24).

To highlight text:
1. Select the text that you want to highlight.
2. On the Home tab, in the Font group, click the Text Highlight Color button to apply the
most recently used color, or click the Text Highlight Color arrow and select a different
color from the color palette (see Figure 25).
NOTE: You can remove a highlight from selected text by clicking the Text Highlight
Color
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arrow, and then clicking No Color on the palette.

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Figure 25 – Text Highlight Color Palette

Figure 24 – Font Color Palette

Applying Font Styles and Effects

You can apply one or more font styles and effects to text. Font styles are attributes such as bold
and italic; effects are special enhancements such as strikethrough and shadow (see Table 3).

Table 3 – Font Style and Effect Buttons

Name Description
Makes the selected text bold (example).
Bold
Italicizes the selected text (example).
Italic
Draws a line under the selected text (example). Click the arrow on
Underline the button to select the type of underline.
Draws a line through the middle of the selected text (example).
Strikethrough
Creates small letters below the text baseline (example).
Subscript
Creates small letters above the line of text (example).
Superscript
Applies a visual effect (such as a shadow, glow, or reflection) to the
Text Effects and selected text.
Typography
Changes the selected text to uppercase, lowercase, or other common
Change Case capitalizations.

To apply a font style or effect:

1. Select the text that you want to format.
2. On the Home tab, in the Font group, click the button for the desired font style or effect.
If the button has an arrow, click the arrow to see more options.
NOTE: The Bold, Italic, Underline, Strikethrough, Subscript, and Superscript
buttons are toggles. If you select text to which one of these formats has been applied,
and then click the corresponding button, that format is removed.

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Clearing Formatting
You can remove all formatting from selected text, leaving only the plain text.

To clear formatting:
1. Select the text that has the formatting you want to clear.
2. On the Home tab, in the Font group, click the Clear All Formatting button .

Copying Formatting
You can copy the formatting of specific text and apply it to other text in the document. This can
save you time and effort when multiple formats have been applied to text and you want to format
additional text with all the same formats.

To copy formatting:
1. Select the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button . The
mouse pointer changes to a paintbrush with an I-beam .
3. Select the text to which you want to apply the copied formatting.
NOTE: If you want to apply the copied formatting to more than one area, double-click
the Format Painter button instead of single-clicking it. This keeps the Format Painter
active until you press the Esc key.

Formatting Paragraphs
Paragraph formatting refers to the layout of a paragraph on the page. You can change the look of
a paragraph by changing its alignment, line spacing, and indentation, as well as the space before
and after it. The Paragraph group on the Home tab of the Ribbon contains the most commonly
used paragraph formatting commands (see Figure 26). You can also format paragraphs using the
Paragraph dialog box which can be opened by clicking the dialog box launcher in the
Paragraph group.

NOTE: To display or hide formatting marks such as spaces, tabs, and paragraph marks, click the

Show/Hide button in the Paragraph group on the Home tab of the Ribbon.

Figure 26 – Paragraph Group on the Home Tab

Changing Paragraph Alignment

Paragraph alignment refers to the position of each line of text in a paragraph between the left and
right margins. The Paragraph group on the Home tab of the Ribbon includes four alignment
buttons that can be used to quickly change the alignment of a paragraph (see Table 4).

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Table 4 – Alignment Buttons

Name Description
Aligns the text at the left margin, producing a ragged right edge. This is the
Align Left default alignment.
Centers the text between the left and right margins, producing ragged left
Center and right edges.
Aligns the text at the right margin, producing a ragged left edge.
Align Right
Aligns the text at both the left and right margins, producing even left and
Justify right edges. To accomplish this, Word adjusts the spacing between words,
expanding or shrinking the spaces as needed.

To change the alignment of a paragraph:

1. Select the paragraph that you want to align.
2. On the Home tab, in the Paragraph group, click the desired alignment button.
Changing Line and Paragraph Spacing
Line spacing determines the amount of space between the lines of text in a paragraph. Paragraph
spacing determines the amount of space above and below a paragraph. In Word 2013, the default
spacing is 1.08 lines and 8 points after each paragraph.

To change the line spacing within a

paragraph:
1. Select the paragraph that you want to
format.
2. On the Home tab, in the Paragraph
group, click the Line and
Paragraph Spacing button and
select the desired line spacing (see
Figure 27).

Figure 27 – Line and Paragraph Spacing Menu

To change the spacing before or after a paragraph:
1. Select the paragraph that you want to format.
2. On the Page Layout tab, in the Paragraph group, enter the desired value in the Spacing
Before or Spacing After box (see Figure 28).

Figure 28 – Paragraph Group on the Page Layout Tab

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Changing Paragraph Indentation
Indenting a paragraph refers to moving it away from the left, the right, or both margins. You can
indent an entire paragraph to make it stand out from the surrounding text. You can also indent
only the first line of a paragraph (which is called a first line indent), or indent all lines except the
first line (which is called a hanging indent).

To change the indentation of a paragraph:

1. Select the paragraph that you want to indent.
2. On the Home tab, in the Paragraph group, click the Increase Indent button or
Decrease Indent button to move the paragraph right or left in half-inch increments.

To indent a paragraph using the horizontal ruler:

1. On the View tab, in the Show group, select the Ruler check box to display the rulers.
2. Select the paragraph that you want to indent.
3. On the horizontal ruler, do the following (see Figure 29):
 To change the left indent of the entire paragraph, drag the Left Indent marker to the
position where you want the text to start.
 To change the right indent of the entire paragraph, drag the Right Indent marker to
the position where you want the text to end.
 To create a first line indent, drag the First Line Indent marker to the position where
you want the first line to start.
 To create a hanging indent, drag the Hanging Indent marker to the position where
you want all lines except the first line to start.

Figure 29 – Horizontal Ruler with Indent Markers

NOTE: You can specify an exact measurement for the left or right indent by
entering the desired value in the Indent Left or Indent Right box in the
Paragraph group on the Page Layout tab of the Ribbon (see Figure 30).

Figure 30 – Paragraph Group on the Page Layout Tab

Setting Tab Stops

Tab stops can be used to align lines of text in different locations across the page (see Table 5).
By default, Word 2013 sets left-aligned tab stops every half inch from the left margin. You can
also set custom tab stops exactly where you need them. The easiest way to set tab stops is to use
the horizontal ruler.

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Table 5 – Tab Stops

Name Description
Left Tab Aligns the left end of the text with the tab stop.

Center Tab Aligns the center of the text with the tab stop.

Right Tab Aligns the right end of the text with the tab stop.

Decimal Tab Aligns the decimal point in the text (usually a numeric value) with the tab
stop.
Bar Tab Draws a vertical line at the position of the tab stop.

To set a custom tab stop:

1. On the View tab, in the Show group, select the Ruler check box to display the rulers.
2. Click the tab selector on the left side of the horizontal ruler until it displays the desired
tab stop (see Figure 31).
3. Click the bottom edge of the horizontal ruler where you want to set the tab stop. A tab
stop marker appears on the ruler.
4. Press the Tab key to move to the tab stop.

Figure 31 – Tab Selector and Tab Stop Marker

NOTE: You can change the position of a custom tab stop by dragging it left or right
along the horizontal ruler. You can remove a custom tab stop by dragging it off the
horizontal ruler.

Adding Borders and Shading

You can set apart text from the rest of the document by adding borders and shading. You can add
borders to any side of the text or all sides to make a box.

To add borders:
1. Select the text to which you want to add borders.
2. On the Home tab, in the Paragraph group, click the Borders button to apply the most
recently used border, or click the Borders arrow and select a different border from the
menu (see Figure 32).
NOTE: You can remove all borders from selected text by clicking the Borders arrow,
and then clicking No Border on the menu.

To add shading:
1. Select the text to which you want to add shading.
2. On the Home tab, in the Paragraph group, click the Shading button to apply the most
recently used color, or click the Shading arrow and select a different color from the color
palette (see Figure 33).

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NOTE: You can remove shading from selected text by clicking the Shading arrow,
and then clicking No Color on the palette.

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Figure 33 – Shading Palette

Figure 32 – Borders Menu

Creating Bulleted and Numbered Lists

Bulleted and numbered lists make documents easier to read and understand. When you want to
emphasize items in a list in no particular order, create a bulleted list. When you want to present a
sequence of information or list items by order of importance, create a numbered list. You can add
bullets or numbers to existing lines of text, or Word can automatically create bulleted or
numbered lists as you type. You can also create a list that has multiple levels.

NOTE: If you move an item within a numbered list, Word will renumber the list to keep the
items in the correct order.

To create a bulleted or numbered list:

1. Click in the document where you want to add the list.
2. On the Home tab, in the Paragraph group, click the Bullets button to start a
bulleted list or Numbering button to start a numbered list.
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.
NOTE: You can change the bullet or number style by clicking the Bullets or
Numbering arrow and selecting the desired option from the menu (see Figure 34 and
Figure 35).

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Figure 34 – Bullets Menu

Figure 35 – Numbering Menu

To create a multilevel list:

1. Click in the document where you
want to add the list.
2. On the Home tab, in the Paragraph
group, click the Multilevel List
button and select the desired style
from the menu (see Figure 36).
3. Type the text for the first list item.
4. Press the Enter key to add the next
list item.
5. Continue creating the list of items
that are all at the same level.
6. To change the list level, do one of
the following:
 Press the Tab key to demote the
list level.
 Press Shift+Tab to promote the
list level.
7. To end the list, position the insertion
point at the end of the last list item,
press the Enter key, and then press
Figure 36 – Multilevel List Menu
the Delete key.

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To add bullets or numbers to existing text:
1. Select the text to which you want to add bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to add bullets or
Numbering button to add numbers.
NOTE: If the numbering sequence is incorrect, right-click the list item, and then click
Restart at
1 or Continue Numbering on the shortcut menu.

To remove bullets or numbers from a list:

1. Select the list from which you want to remove bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to remove bullets or
Numbering button to remove numbers.

Applying Styles
A style is a set of formatting characteristics (such as font, font size, font color, and paragraph
alignment and spacing) that you can use to quickly format a document. In addition to saving you
time, styles can help you keep formatting consistent throughout a document. Word 2013 includes
several predefined styles that can be used to format headings, body text, lists, etc. If you do not
like the appearance of a built-in style, you can modify it or create a custom style to suit your
needs.

To apply a style using the Styles gallery:

1. Select the text to which you want to apply a style.
2. On the Home tab, in the Styles group, select the desired style from the Styles gallery (see
Figure 37).

NOTE: To display the entire Styles gallery, click the More button in the lower-right
corner of the gallery to expand it.

Figure 37 – Styles Group on the Home Tab

To apply a style using the Styles pane:

1. On the Home tab, in the Styles group, click the dialog box launcher . The Styles pane
opens on the right side of the program window (see Figure 38).
2. Select the text to which you want to apply a style.
3. In the Styles pane, click the desired style.

NOTE: You can close the Styles pane by clicking the Close button in the upper-
right corner of the pane.
To modify an existing style:
1. In the Styles pane, right-click the style, and then click Modify on the shortcut menu.
2. In the Modify Style dialog box, make the desired changes, and then click the OK button.

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NOTE: When you modify a style, all text formatted with that particular style will be
updated automatically.

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To create a new style:
1. In the Styles pane, click the New Style button .
2. In the Create New Style from Formatting dialog box, type a name for the new style in
the Name box, select the desired options, and then click the OK button.
NOTE: If you want to use formatted text as the basis of a new style, select the text
before you click the New Style button. The dialog box will open with all the attributes
of the selected text already specified, so you will only need to type a new name for the
style.

Figure 38 – Styles Pane

Formatting Headings
Headings are used to organize information into a logical structure. The best way to format
headings in a Word document is to apply one of the built-in heading styles (Heading 1 through
Heading 9). The lower the heading number, the higher the ranking of that heading.

To format a heading:
1. Select the heading that you want format.
2. On the Home tab, in the Styles group, select the desired heading style from the Styles
gallery. Or, click the desired heading style in the Styles pane.
NOTE: When you point to a heading, a small arrow appears to the left of the heading.
Click the arrow to collapse or expand the body text and subheadings below the heading
(see Figure 39).

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Figure 39 – Heading with Arrow

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Previewing and Printing Documents
Before printing a document, you can preview it to see how each page will look when printed.
When you are ready to print the document, you can quickly print one copy of the entire
document using the current printer, or you can change the default print settings before printing it.
The Print page of the Backstage view allows you to preview a document, set print options, and
print the document, all from one location (see Figure 40).

Figure 40 – Print Page of the Backstage View

To preview and print a document:

1. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the
Backstage view opens, displaying print settings in the center pane and a preview of the
document in the right pane (see Figure 40).
2. To preview the document, in the right pane, do the following:
 To switch pages, click the Next Page button or Previous Page button , or
enter a specific page number in the Current Page box.
 To adjust the zoom, click the Zoom In button or Zoom Out button , or drag
the Zoom slider. To return to full page view, click the Zoom to Page button .
3. To change the print settings, in the center pane, do the following:
 To change the printer, in the Printer section, click the button displaying the name of
the default printer and select the desired printer from the list.

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 To print multiple copies, enter the number of copies you want to print in the Copies
box.
 To change other settings (such as page range, collation, orientation, paper size,
margins, or pages per sheet), in the Settings section, select the desired options.
4. To print the document, click the Print button.

Getting Help
You can use the Word Help system to get assistance on any topic or task. While some
information is installed with Word 2013 on your computer, most of the information resides
online and is more up-to-date. You need an Internet connection to access resources from
Office.com.

To get help:
1. Click the Microsoft Word Help button on the right side of the Title bar. The
Word Help window opens, displaying general help topics (see Figure 41).
NOTE: Clicking the Help button in the upper-right corner of a dialog box
displays help topics related to that dialog box in the Word Help window.
2. Click any link to display the corresponding information.

Figure 41 – Word Help Window

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3. To navigate between help topics, click the Back button , Forward button , or
Home button on the toolbar.
4. To print a help topic, click the Print button on the toolbar.
5. To search for a specific topic, type one or more keywords in the Search box, and then
press the Enter key to display the search results.
6. To switch between online and offline help, click the Change Help Collection arrow
next to Word Help at the top of the window, and then click Word Help from
Office.com or Word Help from your computer on the menu.
7. To close the Word Help window, click the Close button in the upper-right corner
of the window.

Exiting Word
When you finish using Word 2013, you should exit the program to free up system resources.

To exit Word 2013:

1. Click the Close button in the upper-right corner of the program window.

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Introduction to Intermediate Word 2013
Microsoft Word 2013 is a word-processing program that is used to create professional-looking
documents such as reports, resumes, letters, memos, and newsletters. It includes many powerful
tools that can be used to easily create and edit documents, and collaborate with others. This
handout covers working with tables and images; creating a table of contents; inserting captions,
cross-references, headers, and footers; and changing the page layout.

Working with Tables

Tables are commonly used to organize and present data. A table is made up of horizontal rows
and vertical columns; the box at the intersection of a row and a column is called a cell (see
Figure 1). Each row and column can be identified by a heading, although some tables have only
column headings or only row headings. Each cell can contain text, numbers, images, etc.

Figure 1 – Table

When you click anywhere in a table, the Table Tools contextual tabs become available on the
Ribbon. The tools on the Design tab can be used to change the appearance of the table (see
Figure 2). The tools on the Layout tab can be used to change the table structure (see Figure 3).

Figure 2 – Table Tools Design Tab

Figure 3 – Table Tools Layout Tab

Inserting Tables
Word 2013 makes it quick and easy to insert a table into a document.

To insert a table:
1. Click in the document where you want to insert the table.
2. On the Insert tab, in the Tables group, click the Table button, drag across the grid until
you select the desired numbers of rows and columns, and then release the mouse button
(see Figure 4).

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NOTE: If you want to insert a table with more than 8 rows or 10 columns, click the Table
button, click Insert Table to open the Insert Table dialog box, enter the desired numbers
of rows and columns in the corresponding boxes, and then click the OK button (see
Figure 4 and Figure 5).

Figure 5 – Insert Table Dialog Box

Figure 4 – Table Menu

Navigating Tables
You can navigate a table using the mouse or the keyboard. If you prefer using the mouse, just
click in the desired cell. If you prefer using the keyboard, press the Tab key to move forward one
cell at a time, or press Shift+Tab to move backward one cell at a time. You can also use the
arrow keys on the keyboard to navigate up, down, left, or right in a table.

NOTE: If you press the Tab key when the cursor is in the last cell of the table, a new row will be
inserted at the bottom of the table.
Selecting Table Parts
In order to apply formatting or make other changes to a table, you need to know how to select the
various parts of the table.

To select parts of a table: NOTE: To deselect

any selected part of a
1. Click anywhere in the table, cell, row, or table, just click
column that you want to select. anywhere outside the
2. Under Table Tools, on the Layout tab, in selected area.
the Table group, click the Select button
and select the desired option from the
menu (see Figure 6).

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Figure 6 – Select Menu

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Adding Borders and Shading
Borders and shading can enhance the appearance of a table. You can add borders and shading to
individual cells, rows, columns, or the entire table. You can also change the border style, line
thickness, and color.

To add borders:
1. Select the table or cells to which you want to add borders.
2. Under Table Tools, on the Design tab, in the Borders group, click the Borders button to
apply the most recently used border, or click the Borders arrow and select a different
border from the menu (see Figure 7).
NOTE: You can remove borders from selected cells by clicking the Borders arrow,
and then clicking No Border on the menu.

To add shading:
1. Select the table or cells to which you want to add shading.
2. Under Table Tools, on the Design tab, in the Table Styles group, click the Shading
button to apply the most recently used color, or click the Shading arrow and select a
different color from the color palette (see Figure 8).
NOTE: You can remove shading from selected cells by clicking the Shading arrow,
and then clicking No Color on the palette.

Figure 8 – Shading Palette

Figure 7 – Borders Menu

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Aligning Table Data
By default, Word 2013 aligns data in a table to the top-left corner of a cell. The Alignment group
on the Table Tools Layout tab of the Ribbon includes nine alignment buttons that can be used to
change the horizontal and vertical alignment of cell contents (see Table 1).

Table 1 – Alignment Buttons

Name Description
Aligns data to the top-left corner of the cell.
Align Top Left
Centers data and aligns it to the top of the cell.
Align Top Center
Aligns data to the top-right corner of the cell.
Align Top Right
Centers data vertically and aligns it to the left side of the cell.
Align Center Left
Centers data horizontally and vertically within the cell.
Align Center
Centers data vertically and aligns it to the right side of the cell.
Align Center Right
Aligns data to the bottom-left corner of the cell.
Align Bottom Left
Centers data and aligns it to the bottom of the cell.
Align Bottom Center
Aligns data to the bottom-right corner of the cell.
Align Bottom Right

To align table data:

1. Select the cell that contains the data
you want to align.
2. Under Table Tools, on the Layout
tab, in the Alignment group, click
the desired alignment button (see
Figure 9). Figure 9 – Alignment Group on the Layout Tab

Inserting Rows and Columns

You can easily add rows and columns anywhere in a table. A new row can be inserted above or
below the current location in the table; a new column can be inserted to the left or right of the
current location in the table.

To insert a row or column:

1. Select the row or column next to which you want to insert the new row or column.
2. Under Table Tools, on the Layout tab, in the Rows & Columns group, do one of the
following (see Figure 10):
 Click the Insert Above button to insert a new row directly above the selected row.
 Click the Insert Below button to insert a new row directly below the selected row.
 Click the Insert Left button to insert a new column directly to the left of the selected
column.
 Click the Insert Right button to insert a new column directly to the right of the
selected column.

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Figure 10 – Rows & Columns Group on the Layout Tab

NOTE: You can quickly insert a row or column by pointing to the left of a row
divider or above a column divider, and then clicking the insert control (plus sign)
that appears (see Figure 11 and Figure 12). In addition, you can insert a row at the
bottom of a table by clicking in the last cell of the last row, and then pressing the
Tab key.

Figure 11 – Row Insert Control Figure 12 – Column Insert Control

Resizing Rows and Columns

When you insert a table in a document, it automatically fits between the left and right margins,
and the columns are all the same width. Each row starts at the height needed for one line of data,
expanding automatically as you add more data to any of its cells. You can change row heights or
column widths to specific measurements, make multiple rows or columns the same size, as well
as automatically resize a table to fit its contents or the page.

To resize a row or column:

1. Select the row or column that you want to resize.
2. Under Table Tools, on the Layout tab, in the Cell Size group, enter the desired value in
the Height or Width box (see Figure 13).

Figure 13 – Cell Size Group on the Layout Tab

NOTE: You can quickly resize a row or column by dragging the bottom border of a
row or the right border of a column.

To distribute rows or columns evenly:

1. Select the rows or columns that you want to distribute evenly.
2. Under Table Tools, on the Layout tab, in the Cell Size group, click the Distribute Rows

button or Distribute Columns button .

To automatically resize a table:

1. Click anywhere in the table.

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2. Under Table Tools, on the Layout tab, in the Cell Size group, click the AutoFit button,
and then do one of the following (see Figure 14):
 Click AutoFit Contents to resize the table to fit its contents.
 Click AutoFit Window to resize the table to fit the page.
NOTE: If you want to turn off AutoFit, click the AutoFit button, and then click Fixed
Column Width.

Figure 14 – AutoFit Menu

Merging and Splitting Cells

Word 2013 makes it possible to merge two or more cells in the same row or column into a single
cell, split one cell into two or more cells within the same space, as well as split one table into two
separate tables.

To merge cells:
1. Select the cells that you want to merge.
2. Under Table Tools, on the Layout tab, in the Merge group, click the Merge Cells button
.

To split a cell:
1. Select the cell that you want to split.
2. Under Table Tools, on the Layout tab, in the Merge group, click the Split Cells button
.
3. In the Split Cells dialog box, enter the number of columns and rows that you want to split
the selected cell into, and then click the OK button (see Figure 15).

To split a table:
Figure 15 – Split
Cells Dialog Box
1. Select the row that you want to be the first row of the second table.
2. Under Table Tools, on the Layout tab, in the Merge group, click the Split Table button

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.

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Repeating Header Rows
A header row contains column headings that provide context and aid navigation of the data in the
table. If a table spans more than one page, you can have the header row repeat at the top of each
page.

To make a header row repeat:

1. Select the header row.
2. Under Table Tools, on the Layout tab, in the Data group, click the Repeat Header
Rows button .

Sorting Table Data

You can sort a table by any column containing text, numbers, or dates. The data can be sorted in
ascending order (A to Z, smallest to largest, oldest to newest) or descending order (Z to A,
largest to smallest, newest to oldest). You can sort by up to three columns.

To sort table data:

1. Click anywhere in the table.
2. Under Table Tools, on the Layout tab, in the Data group, click the Sort button . The
Sort dialog box opens (see Figure 16).
3. If the table has a header row, under My list has, select the Header row option.
NOTE: Selecting the Header row option prevents the header row from being
sorted, and provides labels in the Sort by and Then by lists.
4. In the Sort by section, select the column by which you want to sort from the Sort by list,
select the type of data stored in the column from the Type list, and then select the
Ascending or Descending option.
5. If you want to sort by additional columns, repeat step 4 in the first and second Then by
sections.
6. Click the OK button.

Figure 16 – Sort Dialog Box

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Deleting Rows and Columns
You can delete any rows or columns you no longer need in a table. Deleting a row or column
also deletes all the contents within it.

To delete a row or column:

1. Select the row or column that you want to
delete.
2. Under Table Tools, on the Layout tab, in
the Rows & Columns group, click the
Delete button, and then click Delete
Columns or Delete Rows (see Figure 17).
NOTE: If you want to delete the contents of
a row or column without deleting the row or
column itself, select the row or column, and
then
press the Delete key. Figure 17 – Delete Menu

Deleting Tables
When you no longer need a table and the data that it contains, you can delete the entire table.

To delete a table:
1. Click anywhere in the table.
2. Under Table Tools, on the Layout tab, in the Rows & Columns group, click the Delete
button, and then click Delete Table (see Figure 17).
NOTE: If you want to delete the contents of a table without deleting the table itself,
select the table, and then press the Delete key.

Working with Images

Images can add visual interest to documents. They can also be used to effectively communicate
ideas or convey information. When you select an image, the Picture Tools Format tab becomes
available on the Ribbon. The tools on this tab enable you to modify the image and enhance its
appearance (see Figure 18).

Figure 18 – Picture Tools Format Tab

Inserting Images
You can insert images in a variety of graphics file formats (.gif, .jpg, .png, .bmp, etc.) into a
document.

To insert an image:
1. Click in the document where you want to insert the image.
2. On the Insert tab, in the Illustrations group, click the Picture button .

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3. In the Insert Picture dialog box, locate and select the image that you want to insert, and
then click the Insert button (see Figure 19).

Figure 19 – Insert Picture Dialog Box

Resizing Images
You can resize an image to better fit the layout of a document. When resizing an image, you can
specify an exact measurement (in inches) or you can adjust the size visually to fit properly within
the text.

To resize an image using specific measurements:

1. Select the image that you want to resize.
2. Under Picture Tools, on the Format tab, in the Size group, enter the desired values in
the Height and Width boxes (see Figure 20).

Figure 20 – Size Group on the Format Tab

To resize an image using sizing handles:

1. Select the image that you want to resize. Sizing handles appear at the corners and on the
sides of the image (see Figure 21).
2. Drag any of the sizing handles toward the center of the image to make it smaller, or away
from the center to enlarge it.
NOTE: The sizing handles at the corners adjust both the height and the width of the
image to keep them in the same proportion (called the aspect ratio), but the sizing
handles on the sides affect only the height or the width.
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Figure 21 – Image with Sizing Handles

Rotating Images
You can flip an image to face the other direction or rotate it slightly to better fit the layout of a
document.

To rotate an image:
1. Select the image that you want to rotate.
2. Under Picture Tools, on the Format tab, in
the Arrange group, click the Rotate button
and select the desired option from the menu
(see Figure 22).
NOTE: You can quickly rotate an image by
selecting it, and then dragging the rotation Figure 22 – Rotate Menu
handle (the circular arrow that is attached to
one of the sizing handles) in the direction
that you want the image to rotate (see Figure
21).

Cropping Images
You can crop an image to remove the unwanted parts.

To crop an image:
1. Select the image that you want to crop.
2. Under Picture Tools, on the Format tab, in the Size group, click the Crop button .
Cropping handles (black lines) appear at the corners and on the sides of the image.
3. Drag any of the cropping handles toward the center of the image. The parts that will be
removed are shaded (see Figure 23).
 To crop equally on two sides at once, hold down the Ctrl key while you drag the
center cropping handle on either side inward.
 To crop equally on all four sides at once, hold down the Ctrl key while you drag a
corner cropping handle inward.
4. When you are finished, click outside the image or press the Esc key.
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Figure 23 – Image with Cropping Handles

Positioning Images
By default, Word 2013 inserts images in line with text. That is, Word inserts an image where the
cursor is, even though it may not be aligned properly with the text around it. After inserting an
image, you can change its position and the way text wraps around it.

To reposition an image:
1. Select the image that you want to reposition.
2. Under Picture Tools, on the Format tab, in the Arrange group, click the Position button
and select the desired option from the menu (see Figure 24).
NOTE: A floating image (that is, one with any text-wrap setting other than In Line with
Text) can be positioned anywhere on a page by dragging it to where you want it. As you
drag, the alignment guides (green horizontal or vertical lines) show you how the image
lines up with other page elements and margins.

Figure 26 – Layout Options

Menu

Figure 24 – Position Menu Figure 25 – Wrap Text Menu

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To wrap text around an image:
1. Select the image around which you want to wrap the text.
2. Under Picture Tools, on the Format tab, in the Arrange group, click the Wrap Text
button and select the desired option from the menu (see Figure 25).
NOTE: You can also access a quick menu of text wrapping options by clicking the Layout
Options button in the upper-right corner of a selected image (see Figure 26).
Adding Borders
You can make an image stand out by adding a border around it.

To add a border:
1. Select the image to which you want
to add a border.
2. Under Picture Tools, on the Format
tab, in the Picture Styles group,
click the Picture Border button and
select the desired color from the
color palette. If you want to assign a
different line thickness or style, click
Weight or Dashes and select the
desired option from the submenu
(see Figure 27).
NOTE: You can remove a border
from a selected image by clicking the
Picture Border button, and then
clicking No
Outline. Figure 27 – Picture Border Palette

Adding Alternative Text

You can add alternative text (also known as alt text) to an image to provide information for
people with visual impairments who may be unable to see it.

To add alternative text:

1. Right-click the image to which you
want to add alternative text, and then
click Format Picture on the shortcut
menu. The Format Picture pane
opens on the right side of the
program window.
2. Click the Layout & Properties
button , and then click Alt Text
to expand it (see Figure 28).
3. In the Description box, type a brief
description of the image.
4. To close the Format Picture pane,
click the Close button in the
upper-right corner of the pane. Figure 28 – Alt Text Options in the Format Picture
Pane
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Inserting and Updating Captions
A caption is a numbered label (e.g., Figure 1) that you can add to a figure, a table, or other
objects in a document. You can also add descriptive text to the label. If you later add, delete, or
move captions, you can easily update the caption numbers all at once.

To insert a caption:
1. Select the object to which you want to add a caption.
2. On the References tab, in the Captions group, click the Insert Caption button . The
Caption dialog box opens (see Figure 29).
3. In the Caption box, click to the right of the label and number, and then type the desired
text.
4. Select any other options you want, and then click the OK button.

Figure 29 – Caption Dialog Box

To update all caption numbers:

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1. Press Ctrl+A to select the entire document, and then press the F9 key.

Inserting and Updating Cross-references

A cross-reference refers to an item that appears in another location in a document (e.g., see
Figure 1). By default, Word 2013 inserts cross-references as hyperlinks that you can click to be
taken directly to the referenced items. You can create cross-references to any existing numbered
items, headings, bookmarks, footnotes, endnotes, equations, figures, or tables in the document. If
the referenced item is changed or moved to another location, you can easily update its cross-
reference to reflect the new information. Cross-references to equations, figures, and tables are
actually references to captions applied to those items.
To insert a cross-reference:
1. Click in the document where you want to insert the cross-reference.
2. On the References tab, in the Captions group, click the Cross-reference button .
The Cross-reference dialog box opens (see Figure 30).
3. Click the Reference type arrow and select the type of item you want to reference.
4. Click the Insert reference to arrow and select the information you want inserted in the
document.5. In the For which box, select the specific item you want to reference.
6. To allow users to jump to the referenced item, leave the Insert as hyperlink check box
selected.
7. Click the Insert button, and then click the Close button.

Figure 30 – Cross-reference Dialog Box

To update a specific cross-reference:

1. Right-click the cross-reference, and then click Update Field on the shortcut menu.

To update all cross-references:

1. Press Ctrl+A to select the entire document, and then press the F9 key.
NOTE: If you see Error! Reference source not found, the cross-referenced item is no
longer in the document.

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Creating a Table of Contents
A table of contents is a list of the headings in a document, organized in the order in which they
appear, along with their corresponding page numbers. It is usually inserted at the beginning of
the document and provides an overview of its contents to help users navigate to specific sections.
A table of contents is created by using Word’s built-in heading styles (Heading 1, Heading 2,
etc.) to format headings, and then generating the table of contents based on those headings.

To create a table of contents:

1. Click in the document where you want to insert the table of contents.
2. On the References tab, in the Table of Contents group, click the Table of Contents
button and select the desired option from the menu (see Figure 31).

Figure 31 – Table of Contents Menu

Updating a Table of Contents

If you add, delete, move, or edit headings in a document after creating a table of contents, you
can quickly update the table of contents to reflect those changes. When you update the table of

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contents, you have the option of updating the entire table, including all the text entries, or just the
page numbers.

To update a table of contents:

1. On the References tab, in the Table of Contents group, click the Update Table button
. Or, right-click anywhere in the table of contents, and then click Update Field on the
shortcut menu.
2. In the Update Table of Contents dialog box, select the Update page numbers only or
Update entire table option, and then click the OK button (see Figure 32).

Figure 32 – Update Table of Contents Dialog Box

Working with Headers and Footers

Headers and footers are the areas in the top and bottom margins of each page. You can insert text
or graphics in headers and footers. For example, you can add page numbers, the document title,
the time and date, the author’s name, or a logo. When the cursor is in the header or footer area,
the Header & Footer Tools Design tab becomes available on the Ribbon. You can use the tools
on this tab to insert preset fields or graphics, navigate between the header and footer areas, as
well as assign any special options or positioning controls (see Figure 33).

Figure 33 – Header & Footer Tools Design Tab

Inserting Headers and Footers

When you insert a header or footer, it appears on every page. Word 2013 includes many
predesigned headers and footers that you can insert into a document, or you can create a header
or footer from scratch.
To insert a header or footer:
1. On the Insert tab, in the Header & Footer group, click the Header or Footer button to
open the corresponding menu and select the desired option (see Figure 34).

Figure 34 – Header & Footer Group on the Insert Tab

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2. In the header or footer area, replace any placeholder text with your own text (see Figure
35).
3. When you are finished, double-click anywhere in the document area to return to the main
document.

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Figure 35 – Header Area

NOTE: To edit a header or footer, double-click in the header or footer area and make the
desired changes. To remove a header or footer, on the Insert tab, in the Header &
Footer group, click the Header or Footer button to open the corresponding menu, and
then click Remove Header or Remove Footer.

Inserting Page Numbers

Page numbers are the most common type of header or footer. When you insert page numbers,
you can select the position and alignment of the numbers on the page. You can also format the
numbers to suit your needs. For example, you can choose to have page numbers start with a
value other than 1.

To insert page numbers:

1. On the Insert tab, in the Header & Footer group, click the Page Number button, point
to the desired position (Top of Page, Bottom of Page, Page Margins, or Current
Position) and select the desired option from the submenu (see Figure 36).
NOTE: The Page Number options include Page X of Y formats in which Y is the total
number of pages in the document.
2. When you are finished, double-click anywhere in the document area to return to the main
document.
NOTE: If you want to format the numbers, click the Page Number button, click Format
Page Numbers on the menu to open the Page Number Format dialog box, select the
desired options, and then click the OK button (see Figure 36 and see Figure 37).

Figure 36 – Page Number Menu

Figure 37 – Page Number Format Dialog Box

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Changing the Page Layout
Word 2013 offers a variety of page layout options that affect how content appears on each page.
The Page Setup group on the Page Layout tab of the Ribbon contains commands that can be used
to change page margins, page orientation, paper size, and more (see Figure 38). You can also
adjust page settings using the Page Setup dialog box which can be opened by clicking the dialog
box launcher in the Page Setup group.

Figure 38 – Page Setup Group on the Page Layout Tab

Changing the Page Margins

Margins are the areas between the content of a document and the edges of the page. By default,
every new document has 1-inch margins on all four sides. You can change the page margins by
selecting one of the preset margins or by setting custom margins.

To change the page margins:

1. On the Page Layout tab, in the Page
Setup group, click the Margins
button and select the desired margin
setting from the menu (see Figure
39).

Figure 39 – Margins Menu

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To set custom margins:
1. On the Page Layout tab, in the Page Setup group, click the Margins button, and then
click Custom Margins at the bottom of the menu (see Figure 39).
2. In the Page Setup dialog box, on the Margins tab, in the Margins section, enter the
desired values in the Top, Bottom, Left, and Right boxes (see Figure 40).
3. Click the OK button.

Figure 40 – Page Setup Dialog Box

Changing the Page Orientation

Orientation refers to whether the page is laid out horizontally (landscape) or vertically (portrait).
The default orientation is portrait.

To change the page orientation:

1. On the Page Layout tab, in the Page
Setup group, click the Orientation
button, and then click Portrait or
Landscape (see Figure 41).

Figure 41 – Orientation Menu

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Changing the Page Size
Word 2013 offers many standard page sizes. The default page size is 8.5 x 11 inches.

To change the page size:

1. On the Page Layout tab, in the Page Setup group, click the Size button and select the
desired page size from the menu (see Figure 42).

Figure 42 – Size Menu

Changing the Number of Columns

You can format an entire document or a section of a document in two, three, or more columns to
create layouts like those used in newspapers and magazines. When you select a section and then
change the number of columns, Word 2013 automatically inserts Continuous section breaks
before and after the selection.

To change the number of columns:

1. Select the text or graphics that you want to flow into columns.
2. On the Page Layout tab, in the Page Setup group, click the Columns button and select
the desired layout from the menu. You can select one, two, or three columns of equal
width, or two columns of unequal width (see Figure 43).

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Figure 43 – Columns Menu

NOTE: If you want to create custom columns, click the Columns button, and then click
More Columns at the bottom of the menu to open the Columns dialog box. You can use
the dialog box to specify the number of columns, adjust the column width and spacing,
and even add a vertical line between columns (see Figure 44).

Figure 44 – Columns Dialog Box

Inserting Breaks
Word 2013 includes several types of breaks that you can insert into a document to change the
layout and pagination. Each type of break serves a different purpose and will affect the document
in different ways.

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 A page break forces subsequent information to appear on the next page.
 A column break forces the text below it to move to the next column.
 A text wrapping break (also known as a line break) forces the text that follows it to the
next line.
 A section break marks the end of a section. It stores the section formatting elements of
the section that precedes it.

NOTE: When working with breaks, it is recommended to display hidden formatting marks by
clicking the

Show/Hide button in the Paragraph group on the Home tab of the

Ribbon.

Inserting Page Breaks

Word 2013 automatically inserts a page break at the end of each page. If you want the page to
break in a different location, you can insert a manual page break. When hidden formatting marks
are displayed, a manual page break appears as a dotted line and displays the words Page Break in
the middle of the line (see Figure 45).

To insert a page break:

Figure 45 – Page Break1. Click in the document where you want to start a new page.

2. On the Insert tab, in the Pages group, click the Page Break button . Or, press
Ctrl+Enter.
NOTE: You can delete any page break that you insert manually by selecting the page
break, and then pressing the Delete key.

Inserting Section Breaks

When you create a new document, there are no section breaks because the entire document
consists of one section. You can insert section breaks to divide the document into multiple
sections. This will allow you to set specific page layout and formatting options (such as page
orientation, margins, number of columns, or headers and footers) for different parts of the
document. When hidden formatting marks are displayed, a section break appears as a double
dotted line and displays the words Section Break and the type of break in the middle of the line
(see Figure 46).

Figure 46 – Section Break

Word 2013 includes four types of section breaks:

 A Next Page section break starts the new section on the next page.
 A Continuous section break starts the new section on the same page.
 An Even Page section break starts the new section on the next even-numbered page. If
the section break falls on an even-numbered page, Word leaves the intervening odd-
numbered page blank.

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 An Odd Page section break starts the new section on the next odd-numbered page. If the
section break falls on an odd-numbered page, Word leaves the intervening even-
numbered page blank.To insert a section break:
1. Click in the document where you want to start a new section.
2. On the Page Layout tab, in the Page Setup group, click the Breaks button and select the
desired section break from the menu (see Figure 47).

Figure 47 – Breaks Menu

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Introduction to Advanced Word 2013
Microsoft Word 2013 is a word-processing program that is used to create professional-looking
documents such as reports, resumes, letters, memos, and newsletters. It includes many powerful
tools that can be used to easily create and edit documents, and collaborate with others. This
handout covers working with views, adding visual elements, finding and replacing text, tracking
and reviewing document changes, using the Mail Merge wizard, using templates, viewing and
changing document properties, and protecting documents.

Working with Views

Word 2013 provides several ways in which you can view documents. You can use the commands
on the View tab of the Ribbon to switch to different views, change a document’s zoom level, split
the document window, switch between open documents, view documents side by side, and more
(see Figure 1).

Figure 1 – View Tab of the Ribbon

Switching Views
You can display a document in a variety of views, each suited to a specific purpose (see Table 1).

Table 1 – Document Views

Name Description
This view displays a limited number of tools, zooms the document to a
Read Mode larger size, and repaginates it for reading. Use the arrow buttons to the left
and right of the content to page through the document.
This view displays the document as it will appear when printed. This is the
Print Layout default view.
This view displays the document the way it will look when viewed in a web
Web Layout browser.
This view displays the structure of the document as nested levels of
Outline headings and body text. You can expand or collapse each section and
reorganize topics by dragging them to new positions.
This view displays the content of the document with a simplified layout so
Draft that you can quickly enter and edit text. Graphics and page layout elements
such as headers and footers are hidden in this view.

To switch views:
1. On the View tab, in the Views group, click the desired view button (see Figure 2). Or,
click the desired view button on the View Shortcuts toolbar located on the right side of
the Status bar (see Figure 3).
NOTE: The View Shortcuts toolbar does not contain all view options.

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Figure 3 – View Shortcuts Toolbar

Figure 2 – Views Group on the View Tab

Changing the Zoom Level

You can zoom in to make a document easier to read or zoom out to see more of the document.
Changing the zoom level does not change the document; it only affects how the document
appears on the screen.

To change the zoom level:

1. On the View tab, in the Zoom group, click the Zoom button (see Figure 4). Or, click the
Zoom button on the right side of the Status bar (see Figure 5).

Figure 5 – Zoom Controls

Figure 4 – Zoom Group on the View Tab

2. In the Zoom dialog box, under Zoom to, select the desired zoom level, and then click the
OK button (see Figure 6).

Figure 6 – Zoom Dialog Box

NOTE: You can also adjust the zoom level by using the Zoom controls on the right side
of the Status bar (see Figure 5). You can drag the Zoom slider left to zoom out or right
to zoom in, or click the Zoom Out or Zoom In button on either side of the slider.
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Splitting the Document Window
You can split the document window horizontally into two panes. This enables you to scroll each
pane separately so that you can view two different parts of a document at the same time.

To split the document window:

1. On the View tab, in the Window group, click the Split button . A horizontal split bar
appears in the document window (see Figure 7).

Figure 7 – Split Bar

NOTE: You can remove the split by double-clicking the split bar or by clicking the
Remove Split
button on the View tab.

Viewing Multiple Documents

You can have more than one document open at a time and switch between them as you work.
You can also arrange two or more documents on the screen at the same time.

To switch between open documents:

1. On the View tab, in the Window group,
click the Switch Windows button, and then
click the document that you want to display
(see Figure 8).
NOTE: A check mark is displayed to the
left of the active document. Figure 8 – Switch Windows Menu

To display two documents side by side:

1. On the View tab, in the Window group, click the View Side by Side button .
NOTE: If only two documents are open, they immediately appear side by side. If more
than two documents are open, the Compare Side by Side dialog box opens so you can
select the second document you want to display.

To display all open documents:

1. On the View tab, in the Window group, click the Arrange All button .

Adding Visual Elements

Word 2013 provides a wide range of tools that you can use to create visually compelling
documents. This section covers working with shapes, SmartArt graphics, and WordArt objects.

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Inserting Shapes
Word 2013 provides a variety of ready-made
shapes (lines, rectangles, circles, arrows,
stars, etc.) that you can insert into a
document to add visual interest and impact.

To insert a shape:
1. On the Insert tab, in the
Illustrations group, click the Shapes
button, and then click the desired
shape (see Figure 9).
2. Drag the mouse pointer where you
want to place the shape until it is the
desired size, and then release the
mouse button.
NOTE: To draw a proportional
shape, hold down the Shift key while
you drag.

Figure 9 – Shapes Gallery

When a shape is selected, the Drawing Tools Format tab becomes available on the Ribbon. The
tools on this tab enable you to modify and format the shape (see Figure 10).

Figure 10 – Drawing Tools Format Tab

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Inserting SmartArt Graphics
SmartArt graphics allow you to create diagrams that convey a process or relationship. Word
2013 provides a variety of built-in SmartArt graphics to choose from, including graphical lists,
organization charts, and process diagrams.

To insert a SmartArt graphic:

1. Click in the document where you want to insert the SmartArt graphic.
2. On the Insert tab, in the Illustrations group, click the SmartArt button . The
Choose a SmartArt Graphic dialog box opens (see Figure 11).
3. In the left pane, click the desired category (such as All, List, Process, Cycle, Hierarchy,
Relationship, Matrix, Pyramid, or Picture).
4. In the center pane, click the desired graphic style. A larger preview and description
appear in the right pane.
5. Click the OK button. The SmartArt graphic is placed in the document.
6. Replace the placeholder text with your own text.
7. When finished, click outside the SmartArt graphic to deselect it.

Figure 11 – Choose a SmartArt Graphic Dialog Box

When a SmartArt graphic is selected, the SmartArt Tools contextual tabs become available on
the Ribbon. You can use the tools on the Design and Format tabs to change the structure and
appearance of the graphic (see Figure 12 and Figure 13).

Figure 12 – SmartArt Tools Design Tab

Figure 13 – SmartArt Tools Format Tab

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Inserting WordArt Objects
You can use WordArt to add special text effects to a document. Word 2013 provides a variety of
WordArt styles to choose from. These styles combine outlines, fills, shadows, reflections, glow
effects, beveled edges, and three-dimensional rotation to make text stand out.

To insert a WordArt object:

1. Click in the document where you want to insert the WordArt object.
2. On the Insert tab, in the Text group, click the WordArt button, and then click the
desired style (see Figure 14). A WordArt object is placed in the document.
3. Replace the placeholder text with your own text.
4. When finished, click outside the WordArt object to deselect it.

Figure 14 – WordArt Gallery

When a WordArt object is selected, the Drawing Tools Format tab becomes available on the
Ribbon. The tools on this tab enable you to modify and format the object (see Figure 15).

Figure 15 – Drawing Tools Format Tab

Reviewing Documents
Many documents are developed collaboratively by a team of people or undergo some sort of a
review process. With Word 2013, you can easily track changes that you make to a document,
insert comments in a document to make suggestions or explain edits, accept or reject changes
made by other reviewers, as well as compare or combine multiple versions of the same
document. The reviewing tools are available on the Review tab of the Ribbon (see Figure 16).

Figure 16 – Review Tab of the Ribbon

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Changing User Information
When you insert a comment or make a change in a document with track changes, Word includes
your name or initials with the comment or change. This helps to identify who made which
change. If you want to change the name and initials that are used to identify your tracked
changes and comments, you can update your user information in the Word Options dialog box.

To change your user information:

1. Click the File tab, and then click Options.
2. In the Word Options dialog box, on the General tab, under Personalize your copy of
Microsoft Office, type the name and initials that you want to use in the corresponding
boxes, and then click the OK button (see Figure 17).

Figure 17 – Word Options Dialog Box

Working with Comments

Using comments is a great way to provide feedback to others. You can use the commands in the
Comments group on the Review tab of the Ribbon to insert and delete comments, navigate
between comments, as well as show and hide comments (see Figure 18).

Figure 18 – Comments Group on the Review Tab

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NOTE: You can show or hide all comments in a document by clicking the Show
Comments button in the Comments group on the Review tab of the Ribbon.

Inserting Comments
When reviewing a document, you can insert comments to ask questions, make suggestions, or
explain edits. You can also reply to existing comments. Word groups the comment and all replies
so it is easier to follow the whole conversation.

To insert a comment:
1. Select the text to which the comment refers or click in the document where the comment
applies.
2. On the Review tab, in the Comments group, click the New Comment button .A
Comment balloon appears in the right margin.
3. Type your comment under your name, and then click outside the Comment balloon to
save it (see Figure 19).
NOTE: You can edit an existing comment by selecting it in the right margin, making the
desired changes, and then clicking outside the Comment balloon to save the changes.

Figure 19 – Comment

To reply to a comment:
1. In the right margin, select the comment to which you want to reply.
2. Click the Reply button in the upper-right corner of the Comment balloon.
3. Type your reply under your name, and then click outside the Comment balloon to save it
(see Figure 20).

Figure 20 – Comment with a Reply

Marking Comments as Done

When a comment is addressed and no longer needs attention, you can mark it as done. The
comment remains in the document, but appears grayed out (see Figure 21).

Figure 21 – Comment Marked as Done

To mark a comment as done:

1. Right-click its Comment balloon in the right margin, and then click Mark Comment
Done on the shortcut menu (see Figure 22).
NOTE: The Mark Comment Done command is not available in Compatibility Mode.

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Figure 22 – Comment Shortcut Menu

Deleting Comments
You can delete comments that are no longer needed. Comments can be deleted individually or all
at once.

To delete a comment:
1. In the right margin, select the comment that you want to delete.
2. On the Review tab, in the Comments group, click the Delete button .
NOTE: You can also delete a comment by right-clicking its Comment balloon in
the right margin, and then clicking Delete Comment on the shortcut menu (see
Figure 22).
To delete all comments:
1. On the Review tab, in the Comments group, click the Delete arrow, and then click
Delete All Comments in Document (see Figure 23).

Figure 23 – Delete Comment Menu

Tracking Changes
Whether you work on a document alone or with others, it is often important to keep a record of
what was changed, who made the changes, and when the changes were made. By turning on the
Track Changes feature, you can track all changes made to the document, including insertions,
deletions, moves, and formatting changes.

To track changes:
1. On the Review tab, in the Tracking group, click the Track Changes button (see Figure
24). The button appears highlighted.
2. Edit or format the document as needed. Word starts tracking your changes.
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Figure 24 – Tracking Group on the Review Tab

NOTE: You can turn off tracking by clicking the Track Changes button again. Turning
off the feature does not remove any changes that have already been tracked. You can also
prevent other people from turning off tracking by clicking the Track Changes arrow,
clicking Lock Tracking, entering a password in the Lock Tracking dialog box, and then
clicking the OK button (see Figure 25 and Figure 26).

Figure 25 – Track Changes Menu

Figure 26 – Lock Tracking Dialog Box

Showing or Hiding Tracked Changes

By default, Word 2013 displays revisions in Simple Markup view which shows only vertical
lines in the left margin to indicate where revisions are. The actual revisions are not shown. You
can use the Display for Review menu to determine exactly what displays when a document
contains tracked changes. The menu includes four options:
 Simple Markup: This view indicates tracked changes with a vertical line in the left
margin next to each line containing a change. Comments are indicated by a comment
icon in the right margin.
 All Markup: This view shows all tracked changes in the document. By default,
insertions are marked with an underline, deletions are indicated with a strikethrough, and
formatting changes and comments are displayed in balloons in the right margin. In
addition, a vertical line appears in the left margin next to each line containing a change.
Each reviewer’s changes appear in a different color from the original text.
 No Markup: This view displays the final document and hides all tracked changes. This
is how the document would appear if all the changes were accepted.
 Original: This view displays the original document and hides all tracked changes. This is
how the document would appear if all the changes were rejected.

To show or hide tracked changes:

1. On the Review tab, in the Tracking
group, click the Display for Review
arrow, and then click the desired
option (see Figure 27).

Figure 27 – Display for Review Menu

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NOTE: The Revisions pane lists all the
changes in a document, including the total
number of changes and the number of
changes of each type (see Figure 28). To
open the pane, click the

Reviewing Pane button in the Tracking

group on the Review tab of the Ribbon. To
close the pane, click the Reviewing Pane button
again, or click the Close button in the
upper- right corner of the pane.

Figure 28 – Revisions Pane

Displaying Changes in Different Ways

You can display tracked changes in a document in different ways. For example, you can display
changes by type of edit (such as insertions and deletions), changes made by a specific person, or
only the comments in a document. You can also turn off balloons to display all comments and
tracked changes inline.

To display changes by type of edit:

1. On the Review tab, in the Tracking group, click the Show Markup button, and then
select the type of edit that you want to display (see Figure 29).
NOTE: A check mark next to an item indicates that the item is selected.

Figure 29 – Show Markup Menu

To display changes made by a specific person:

1. On the Review tab, in the Tracking group, click the Show Markup button, point to
Specific People, and then click to deselect all check boxes except the one next to the
person whose changes and comments you want to display (see Figure 30).

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NOTE: Clicking All Reviewers selects or deselects all check boxes in the list.

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Figure 30 – Show Markup Menu with Specific People Submenu

To change the way that revisions are displayed:

1. On the Review tab, in the Tracking group, click the Show Markup button, point to
Balloons, and then click the desired option (see Figure 31).

Figure 31 – Show Markup Menu with Balloons Submenu

Accepting or Rejecting Changes

If a document contains tracked changes, all the information about each change will stay in the
document until you accept or reject the change. Changes can be accepted or rejected one at a
time or all at once.

To accept or reject changes one at a time:

1. Select the change that you want to accept or reject.
2. On the Review tab, in the Changes group, click the Accept button to incorporate the
selected change into the document and move to the next change, or click the Reject
button to remove the selected change and move to the next change (see Figure 32).

Figure 32 – Changes Group on the Review Tab

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NOTE: You can also accept or reject a change by right-clicking it, and then clicking
Accept or
Reject on the shortcut menu.

To accept all changes at once:

1. On the Review tab, in the Changes group, click the Accept arrow, and then click Accept
All Changes (see Figure 33).

To reject all changes at once:

1. On the Review tab, in the Changes group, click the Reject arrow, and then click Reject
All Changes (see Figure 34).

Figure 33 – Accept Menu Figure 34 – Reject Menu

Comparing or Combining Documents

The Compare feature allows you to compare two versions of the same document. The Combine
feature allows you to combine multiple revisions into a single document. In both cases, Word
shows the differences with revision marks.

To compare or combine two documents:

1. On the Review tab, in the Compare group, click the Compare button, and then click
Compare or Combine (see Figure 35). The Compare Documents or Combine
Documents dialog box opens (see Figure 36).
NOTE: The Compare Documents and Combine Documents dialog boxes are very
similar.

Figure 35 – Compare Menu

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Figure 36 – Compare Documents Dialog Box

2. In the Original document section, click the Folder button , locate and select the
original document, and then click the Open button.
3. In the Revised document section, click the Folder button , locate and select the
revised document, and then click the Open button.
NOTE: Clicking the More button displays additional options. By default, all of the
Comparison settings are enabled, Show changes at is set to Word level, and Show
changes in is set to New document.
4. Click the OK button.

Using the Mail Merge Wizard

You can use the Mail Merge feature in Word 2013 to create mass mailings. The mail merge
process combines static information stored in one file (main document) with variable information
stored in another file (data source) to produce personalized documents. The main document
contains the text and graphics that are the same in each copy of the merged document. It also
contains placeholders (called merge fields) for the variable data. The data source contains the
data that varies in each copy of the merged document. It can be an Access database, Excel
worksheet, Outlook contacts list, etc.

This section covers how to use the Mail Merge wizard to perform a mail merge, using letters as
an example. The mail merge process includes the following general steps:
 Select the document type and main document.
 Connect the main document to a data source and refine the recipients list.
 Add merge fields to the main document.
 Preview the results and complete the merge.
To perform a mail merge:
1. Create a new blank document and type your letter, or open an existing letter.
2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button,
and then click Step-by-Step Mail Merge Wizard (see Figure 37). The Mail Merge pane
opens on the right side of the program window (see Figure 38).
NOTE: The Mail Merge wizard guides you through each step in the process. In addition,
you can go back to any previous step to review or modify the selected options.
3. In Step 1 of 6, in the Select document type section, select the Letters option (see Figure
38).

4. Click the Next link at the bottom of the Mail Merge pane to continue.
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Figure 37 – Start Mail Merge Menu
Figure 38 – Mail Merge Pane: Step 1 of 6

5. In Step 2 of 6, in the Select starting document section, select the Use the current
document option (see Figure 39).
NOTE: You can start with the currently open document and add merge fields, start with a
mail merge template and customize it to suit your needs, or start with an existing mail
merge document and make changes to the content or recipients.
6. Click the Next link at the bottom of the Mail Merge pane to continue.

Figure 39 – Mail Merge Pane: Step 2 of 6

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7. In Step 3 of 6, in the Select recipients section, select the Type a new list option, and
then click the Create link (see Figure 40).
NOTE: You can use an existing list, use your contacts list in Outlook, or create a new
list from scratch.

Figure 40 – Mail Merge Pane: Step 3 of 6

8. In the New Address List dialog box, type the information for the first recipient (see
Figure 41).
9. Click the New Entry button, and then type the information for the next recipient.
NOTE: If you want to add, delete, rename, or reorder columns, click the Customize
Columns button to open the Customize Address List dialog box, make the desired
changes, and then click the OK button.
10. When the list is complete, click the OK button.

Figure 41 – New Address List Dialog Box

11. In the Save Address List dialog box, select a location to save the file, type a name in the
File name box, and then click the Save button.

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12. In the Mail Merge Recipients dialog box, select the check box next to each recipient you
want to include in the mail merge, and deselect the check box next to each recipient you
want to exclude from the mail merge (see Figure 42).
NOTE: The order in which the mail merge results appear is determined by the order of the
entries in the recipients list. If you want to sort the list of recipients, click the column
heading of the field that you want to sort by.
13. When finished, click the OK button.

Figure 42 – Mail Merge Recipients Dialog Box

14. Click the Next link at the bottom of the Mail Merge pane to continue.
15. In Step 4 of 6, click in the document where you want to insert a merge field.
16. In the Mail Merge pane, in the Write your letter section, click the link for the merge
field that you want to insert (e.g., Address block, Greeting line), select the desired
options in the dialog box that opens, and then click the OK button (see Figure 43). A
placeholder is inserted in the main document (e.g., «AddressBlock», «GreetingLine»).
NOTE: The Address block field adds name and address information. The Greeting line
field adds the opening salutation along with the name of the recipient. The More items
link allows you to insert any field from your recipient list.
17. Repeat steps 15 through 16 until the main document contains all the necessary merge
fields.
NOTE: To format merged data, you must format the merge fields in the main
document. When formatting merge fields, select the whole field, including the
chevrons (« ») at each end.
18. Click the Next link at the bottom of the Mail Merge pane to continue. The first merged
document appears in the document window.
19. In Step 5 of 6, in the Preview your letters section, click the Next button or
Previous button to preview each merged letter (see Figure 44).

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NOTE: You can preview the merged letter for a particular recipient by clicking the Find
a recipient link. You can exclude the displayed recipient from the merge by clicking the
Exclude this recipient button. You can also make changes to the recipient list by

clicking the Edit recipient list link.

Figure 43 – Mail Merge Pane: Step 4 of 6

Figure 44 – Mail Merge Pane: Step 5 of 6

20. Click the Next link at the bottom of the Mail Merge pane to continue.
21. In Step 6 of 6, in the Merge section, click the Print link (see Figure 45).
NOTE: You can personalize individual letters by clicking the Edit Individual
Letters link.

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Figure 45 – Mail Merge Pane: Step 6 of 6

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22. In the Merge to Printer dialog box, select the range of letters that you want to print, and
then click the OK button (see Figure 46).

Figure 46 – Merge to Printer Dialog Box

23. In the Print dialog box, select the desired options, and then click the OK button.

Finding and Replacing Text

The Find and Replace commands make it easy to find or replace specific text in a document.
Word 2013 provides two ways to find text; you can use the Find and Replace dialog box or the
Navigation pane.

To find text:
1. Click at the beginning of the document.
2. On the Home tab, in the Editing group, click the Find arrow, and then click Advanced
Find (see Figure 47). The Find and Replace dialog box opens with the Find tab selected
(see Figure 48).
NOTE: Clicking the Find button in the Editing group displays the Navigation pane. You
can use the Search box at the top of the pane to find text in the document.
3. In the Find what box, type the text that you want to find.
NOTE: Clicking the More button in the lower-left corner of the Find and Replace
dialog box expands it and displays additional options that can be used to limit the
search (e.g., match case, find whole words only).
4. Click the Find Next button to start the search. If a match is found, the first instance of the
text is highlighted in the document.
5. Click the Find Next button again to search for additional instances of the text.
6. To highlight all instances of the text, click the Reading Highlight button, and then click
Highlight All.
7. When finished, click the Close or Cancel button.

Figure 47 – Editing Group on the Home Tab

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Figure 48 – Find Tab of the Find and Replace Dialog Box

To replace text:
1. Click at the beginning of the document.
2. On the Home tab, in the Editing group, click the Replace button (see Figure 47). The
Find and Replace dialog box opens with the Replace tab selected (see Figure 49).
3. In the Find what box, type the text that you want to replace.
4. In the Replace with box, type the replacement text.
NOTE: Clicking the More button in the lower-left corner of the Find and Replace
dialog box expands it and displays additional options that can be used to limit the
search (e.g., match case, find whole words only).
5. Click the Find Next button to start the search. If a match is found, the first instance of the
text is highlighted in the document.
6. For each instance of the text that is found, do one of the following:
 Click the Replace button to replace that instance and go the next instance.
 Click the Replace All button to replace all instances in the document.
 Click the Find Next button to leave that instance unchanged and go to the next
instance.
7. When finished, click the Close or Cancel button.

Figure 49 – Replace Tab of the Find and Replace Dialog Box

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Using Templates
You can save time and effort by creating a new document based on a template. Templates
contain content and design elements that you can modify to meet your needs. Word 2013
includes a variety of templates for creating documents such as reports, resumes, letters, and
brochures. In addition, Microsoft offers hundreds of templates for free download from the
Office.com website.

To use a template:
1. Click the File tab, and then click New. The New page of the Backstage view opens,
displaying thumbnails of the available templates (see Figure 50).
NOTE: You can get additional templates from Office.com by typing a keyword in the
Search box
located at the top of the New page, and then clicking the Search button or pressing the
Enter
key to display the search results.
2. Click the thumbnail of the template that you want to use. A preview window opens,
displaying a larger image of the selected template and additional information.
3. Click the Create button. Word creates a new document based on the selected template
and opens it in a new window.

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Figure 50 – New Page of the Backstage View

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Viewing and Changing Document Properties
Document properties, also known as metadata, are details about a file that describe or identify it.
You can add or change properties such as title, author, and subject. Other properties such as file
size and creation date can be viewed, but they cannot be edited.

To view or change document properties:

1. Click the File tab, and then click Info. The Info page of the Backstage view opens,
displaying document properties in the right pane (see Figure 51).
2. To display more properties, click the Show All Properties link at the bottom of the pane.
3. To add or change properties, point to the property that you want to edit, click the box that
appears around the property to activate it, enter the desired value, and then click outside
the box.

Figure 51 – Document Properties

NOTE: You can display the properties in a panel or dialog box by clicking the
Properties button at the top of the pane, and then clicking Show Document Panel or
Advanced Properties (see Figure 52).

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Figure 52 – Properties Menu

4. When finished, click the Back button or press the Esc key to exit the Backstage
view.

Password-protecting Documents
In Word, you can protect a document with a password, allowing only authorized users to open
the file. This can be used to protect files stored on computers or external storage devices, as well
as data being transferred via networks.

To password-protect a document:
1. Open the document that you want to protect.
2. Click the File tab, and then click Info. The Info page of the Backstage view opens.
3. In the center pane, click the Protect Document button, and then click Encrypt with
Password (see Figure 53).

Figure 53 – Protect Document Menu

4. In the Encrypt Document dialog box, type a password in the Password box, and then
click the OK button (see Figure 54).

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NOTE: Passwords are case-sensitive. Lost or forgotten passwords cannot be recovered.

Figure 54 – Encrypt Document Dialog Box

5. In the Confirm Password dialog box, retype the password in the Reenter password
box, and then click the OK button (see Figure 55).

Figure 55 – Confirm Password Dialog Box

6. Save the document.

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PART 3
INTRODUCTION TO PRESENTATIONS WITH
POWERPOINT 2013

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Introduction to Basic Skills

Getting Started
There are a variety of ways to start using PowerPoint software. You can click on a shortcut on
your desktop or task bar or you can double-click on a PowerPoint file. You can click on Start >
All Programs > Microsoft Office > PowerPoint. In
Windows 7, you can click on the Start orb and start typing PowerPoint in the search box in the
lower left corner then select PowerPoint from the list of choices that appears.
You will see a new blank presentation and its title slide:

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This is normal view with the slide area where you can enter text and insert images, an area
below the slide where you can enter speaker notes, a slide sorted with thumbnails on the left,
and a tab that you can click to switch to outline view.
Across the top you have the ribbon, where each tab will display a different collection of
command buttons. The Home tab has the most frequently used commands. You can
minimize the ribbon by double clicking on a tab name or by clicking on the button to
the left of the Help button. Expand the ribbon by double clicking on a tab name or by
clicking on the v button that replaced the button.

If a command has a next to it, you will have additional choices when you click on it.
In the bottom right corner of a group of commands on the ribbon, there is frequently a dialog
box launch button. Click on this button to modify several characteristics at once. If you are
familiar with earlier PowerPoint versions, you will recognize most of these dialogs.
The title bar also has the Quick Access toolbar where you can add favorite commands.
Click on the Customize Quick Access Toolbar button to add commands or to display
the toolbar below the ribbon.

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Minimized ribbon with Quick Access toolbar displayed below the ribbon:

Create a New Presentation from Template

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1.
Click on the File tab.
2. Click on New
f you wish, click on Blank Presentation or one of the themes and continue.
3. Alternatively, you can choose to search for a presentation template online:

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4. Click on the one you want to use then click on the Create button –or- double
click on the template of choice.
In addition to sample templates, you can create your own custom templates, use one of
your existing presentations as a template, or you can search for one
on microsoft.com.

Opening an Existing Presentation

You can double click on a PowerPoint file on your computer or USB drive.

You can click on the Open button on your Quick Access Toolbar or press Ctrl O. You can
click on File and choose Open then search for the file.
You can click on File and Open then choose Recent Presentations and pick from the list:

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You can “pin” one or more documents to the list of Recent Presentations by clicking on the
gray pushpin icon to the right of the file name. No matter how many files you open, pinned
items will be listed at the top. Likewise, you can pin a recently accessed folder in the Recent
Places column that you plan to use frequently.

Create a Title Slide

When you first start a new presentation, you are working with the title slide layout.

1. Click in each box as indicated. When you click there, the box border changes, a
blinking cursor appears in the box and your mouse pointer becomes an I-bar.
2. Type your text and click outside the box to indicate that you are finished.

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The text box will disappear, leaving only your text.

Save Your File

1. Go to the File menu and select Save.

2. Select a location in the Save In: box.
3. Supply a name next to the File name box.

Editing Text

Select the text box

Click once on top of type text. A frame of tiny dashed lines will appear, along with small
square buttons on the sides and corners. You will see a rotate handle at the top.
Move the text box

Click anywhere on the edge of the frame.

When you see a 4-headed arrow, you can drag & drop the text box in its new location.
Resize the text box

Click on the frame. Click one of the small square buttons embedded in the frame. When you
see a double-headed arrow, drag and drop to desired size. Release the mouse button when the
text box is in the desired size.
Rotate the Text box

You can click on the small rotate handle and rotate the text box to a new angle

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Change the alignment

Select the text in the box (or click on the text box frame) and choose Left, Right,
Center, or Justify from the Paragraph group on the Home tab.
Format the text

Select the text box and roll the mouse over the text to select it.

 Change the font using the Font dialog box or click on the down triangle next
to the font name on the Home tab and select a new font.
 Change the font size using the Font dialog box or the big A/ little A buttons
or click on the down triangle next to font size on the Home tab and select a
new point size.
 Change the text color.

Inserting a New Slide

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1. Go to the Home tab and click on the New
Slide command
2. If you click on the top half of the button, you
will get the “title & content” slide if it will
be the first new slide after the title slide.
Otherwise, it will insert a new slide with
same layout as the slide you are currently
clicked on.

3. If you click on the bottom half, you will have a

selection of slide layouts to select from.

Create a Bulleted List Slide

1. Start a new slide and choose a layout that includes bulleted text.
2. Click in the body of the slide and enter your text where indicated.
3. Each time you press enter, you will see a new bullet at the beginning of the one.
4. If you have subordinate items, press the tab key to indent before typing.
Subordinate items usually have a different bullet.
5. Create a title for the slide.
6. You will end up with something like:
Topics

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ChangetheB
ullet

1. Position the cursor in front of the text where you want to change the bullet or
highlight several items to change several bullets at once.
2. Then click on the Bullets button under the Home tab.

3. You can select one of the popular or recently used bullet types.
4. Alternatively, you can click on the Bullets and Numbering command below
the bullets to select a bullet from another font or to control the bullet size
or color. Click OK after you make your decisions.
Bullet Tab and Indentation Settings

1. Make sure you are in slide view (View > Normal).

2. If the rules isn’t displayed, choose Ruler from the View tab.
3. Highlight the text for which you want to adjust the tab and/or indentation settings.

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4. Look at the ruler.

5. Click on the triangle that is pointing upward and drag it to change the space
between a bullet and text.
6. Click on the square and drag it move both the bullets and text. Alternatively, click
on the dialog box launch button in the Paragraph group and
adjust the hanging indent value.
Changing Paragraph Spacing

1. Go to a slide with a text box or bulleted text.

2. Click on the text to select the frame or select only the items of interest.
3. Go to the Home tab and select a line spacing or click on Line Spacing Options.

4. You can change the line spacing within paragraphs or between

paragraphs. Click OK when done.
Choosing line Spacing Options is the same as launching the Paragraph format dialog:

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Editing the Master Slides

1. Go to the View tab then click on Slide Master. You will see

2. Make changes to the master slide:

A. You can reposition and resize items on the screen such as any text boxes,
date area, slide number, footer area, etc.
B. You can change the font choice, text size, text color, bullet format, and
text alignment of any text boxes.
C. You can change the indent settings using the ruler. D.
You can change the paragraph spacing.

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E. You can add images to the master slide that will appear on every slide
(e.g. a logo or clipart.)
3. Click on a different slide type from the list on the left and repeat steps a-e.
4. When you are done, click on Close Master View on the Slide Master
Toolbar or click on the View tab and select Normal.

Change the Presentation Design

1. Click on the Design tab.
2. Choose one of the available themes. You will see a live preview on your
current slide.

3. You can click on the button to see another tow of themes to choose from.

4. You can click on the below the button to see all available themes at
once.
5. You can choose a Variant of a theme from the list on the right.

6. You can browse for themes in other folders on your computer or you can
download new themes from microsoft.com.
When you mouse over one of the theme thumbnails, you will see a live

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preview, if you are showing all themes, they might hide your slide.
8. Click on the desired theme to select it.

Change Color Theme

1. Click on the Design tab

2. Click on the More button in the bottom right corner of the Variants group:
3. Click on the Colors command.

4. To customize a color theme, click the Customize Colors command below

the list of existing schemes.
5. You can change the colors of properties such as the background, hyperlinks, and
accents. Click next to each item and select a new color. You will see
the changes you select in the sample thumbnail image.
6. Give your theme a name, otherwise it will be named Custom 1 or Custom
2, etc.
7. Click Save to incorporate your changes.
8. You will be able to use this color theme in other presentations.

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Insert Images

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Add a Picture

1. Go to the Insert tab and select Pictures

Or click on the Pictures button on a content slide.

2. Look in the subdirectory where you have placed your image files.
3. Insert the graphic file: click once on the file name and click on the Insert button.

You can move, resize, crop, rotate, and delete your image. You can recolor the image or
apply artistic effect and/or corrections.
Insert Smart Art

Smart Art makes it easy to add shapes to demonstrate a list, process, or

relationship. You can insert text or images into the shapes.

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Views in PowerPoint

Normal View

Includes a Slide Sorter on the left and an area to enter slide notes at the bottom (the font will
always appear tiny here). You can select text and change its formatting but the formatting
will not appear in Normal view.

You can change how much room is in each of the 3 sections by positioning the cursor over
the dividing line until you see a double-headed arrow; drag and drop to the desired section
size.

You can preview your notes by going to the View tab and selecting Notes Page.

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Outline View

You can use Outline view to navigate between slides, to add more text, to copy in text from
other applicatons, to rearrange bullet items.
Choose Outline View from the View tab.

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Slide Sorter View

1. Choose Slide Sorter from the View tab

Or click on the Slide Sorter button in the bottom right corner.

You will see several thumbnails of your slides.

2. Rearrange the order of your slides: drag and drop a slide to a new position.
The slide will be inserted to the right of the vertical gray line.

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3. Select a slide by clicking once on it.
4. Edit an individual slide by double clicking on it. You will switch to View.

Slide Management

Make a copy of a slide (you can do this task in Slide view or after selecting a slide in slide
sorter view)
1. Go to the Home tab
2. Click on the bottom half of the New Slide button
3. Select Duplicate Selected Slides

Delete a Slide
Click on a slide once in Slide Sorter view or in the Slides area on the left in Normal view to
select it and press the Delete key.
Animations
Click on the text box or image to select what you want to animate. Click on
the Animations tab and select an effect.

You can click on the Animation Pane to choose more options for your animation.

Transitions
The transition is the special effect that take place when you move to the next slide. Click
on the Transitions tab to choose an effect. You can preview your choice.

Set Up Slide Show

Click on the Slide Show tab
Click on Set Up Slide Show

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Make your desired selections and click OK.

Display your Slide Show

1. Go to the Slide Show tab and select From Beginning or From Current Slide.
2. Press enter or click the left mouse button to advance to the next slide.
3. If you want to stop early for any reason, press the Escape Key.

You can switch the mouse cursor from arrow to a pen to markup your screen. It is easier to
memorize Ctrl A (arrow) & Ctrl P (pen) to control this feature instead of using the command
box in the lower left of the slide screen (you will need access to the keyboard).
You can black out your screen temporarily by pressing the letter B. To return to
the current slide, press the letter B again.

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Navigation between slides
Keyboard keys to move from one slide to another
PageUp & PageDown (previous & next) Backspace &
Enter (previous & next)

The P & N keys (previous & next)

Printing Slides
1. Go to the File menu and select Print.

2. Slides: Choose all, a range of slide numbers, a series of slide numbers, or the
current slide.
3. You can choose whether to print only one slide per page, notes pages, the outline,
or handouts with multiple slides per page.

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4. When using a black & white laser printer, select pure black and white or grayscale.
If you do have a color printer, you might want to choose a design template or color
scheme with a white background to save on toner or ink.

(Frye, 2013) (Morrison, Wells, & Rufallo, 2015) (Tanenbaum & Wetherall, 2015)
(Bott, 2013) (Wang, 2013) (Nordell, 2013)

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References
Bott, C. S. (2013). Microsoft Office Inside Out: 2013 Edition. Microsoft Press,.
Frye, C. (2013). Microsoft Office Professional Step by Step. Microsoft Press.
Morrison, C., Wells, D., & Rufallo, L. (2015). Computer Literacy. Cenage Learning.
Nordell, R. (2013). Microsoft Office 2013: In Practice.
Tanenbaum, A. S., & Wetherall, S. (2015). Computer Networks An Internet Approach 6e.
Pearson Publications.
Wang, W. (2013). Office 2013 for Dummies.

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APPENDIX

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