Office Data Processing for MS Office 2007 Level 3 Student`s Book
Transcription
Office Data Processing for MS Office 2007 Level 3 Student`s Book
FET FIRST Office Data Processing for MS Office 2007 NQF Level 3 Student’s Book C. Sherratt, M. Smith FET FIRST Office Data Processing for MS Office 2007 NQF Level 3 Student’s Book © C. Sherratt, M. Smith 2011 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, photocopying, recording, or otherwise, without the prior written permission of the copyright holder or in accordance with the provisions of the Copyright Act, 1978 [as amended]. Any person who does any unauthorized act in relation to this publication may be liable for criminal prosecution and civil claims for damages. First published 2011 Published by Troupant Publishers (Pty) Ltd PO Box 4532 Northcliff 2115 Distributed by Macmillan South Africa [Pty] Ltd Cover design by René de Wet Artwork by Sean Strydom Typesetting by Golden Pear Desktop Publishing Edited by Michael Scarth and Semantha Beljon Proofread by Vanessa Perlman ISBN-13: 978-1-920334-765; eISBN: 978-1-430801-566 The publishers have made every effort to trace the copyright holders. If they have inadvertently overlooked any, they will be pleased to make the necessary arrangements at the first opportunity. It is illegal to photocopy any page of this book without written permission from the publishers. Microsoft product screen shot(s) reprinted with permission from Microsoft Corporation. To order any of these books contact Macmillan Customer Services at: Tel: (011) 731 3337 Fax: (011) 731 3535 e-mail: [email protected] Contents Topic 1: Basic concepts of computers...................................................................... 1 Module 1: Introduction to computers........................................................................................ 2 Unit 1.1: Understanding and explaining general computer terms..................................................................................... Unit 1.2: Discussing computer hardware................................................................................................................................ Unit 1.3: Understanding and explaining the use of computer accessories........................................................................ Unit 1.4: Identifying and explaining the memory and storage capacity of a computer ................................................ Unit 1.5: Demonstrating the use of computer software........................................................................................................ Unit 2.1: Demonstrating the use of networks......................................................................................................................... 3 11 14 18 20 26 Module 2: Using information technology effectively................................................................. 26 Unit 2.2: Using Internet and e-mail software......................................................................................................................... 34 Unit 3.1: Applying word processing in educational and work environments.................................................................. 38 Module 3: Using computers effectively in everyday life........................................................... 38 Unit 3.2: Applying computer skills in everyday life............................................................................................................. Unit 3.3: Working safely with computers............................................................................................................................... Unit 3.4: Protecting your work................................................................................................................................................. Unit 3.5: Protecting your PC..................................................................................................................................................... 42 45 49 50 Module 4: Dealing with legal issues......................................................................................... 53 Unit 4.1: Understanding and explaining the concept of copyright.................................................................................... Unit 4.2: Understanding and explaining the principles of the Data Protection Act........................................................ Summary...................................................................................................................................................................................... Summative assessment.............................................................................................................................................................. 53 54 56 57 Topic 2: File management........................................................................................ 59 Module 5: Understanding and applying functions..................................................................... 60 Unit 5.1: Using the Help function............................................................................................................................................ 61 Unit 5.2: Identifying and applying system information and settings................................................................................ 65 Module 6 Working with files and folders.................................................................................. 73 Unit 6.1: Working effectively with drives, files and folders ............................................................................................... Unit 6.2: Using My Computer effectively............................................................................................................................... Unit 6.3: Using Windows Explorer effectively....................................................................................................................... Unit 6.4: Changing views.......................................................................................................................................................... Unit 6.5: Navigating folders...................................................................................................................................................... 73 79 81 82 83 Module 7 Managing computer files........................................................................................... 86 Unit 7.1: Managing files effectively.......................................................................................................................................... Unit 7.2: Deleting and using the Recycle Bin......................................................................................................................... Unit 7.3: Finding files................................................................................................................................................................. Unit 7.4: Using stiffy disks and flash drives........................................................................................................................... 86 90 92 93 Module 8 Applying programs and printing documents............................................................. 97 Unit 8.1: Starting applications................................................................................................................................................... 97 Unit 8.2: Using Word effectively............................................................................................................................................... 98 Unit 8.3: Using the Print function correctly............................................................................................................................ 102 Summary...................................................................................................................................................................................... 108 Summative assessment.............................................................................................................................................................. 109 Topic 3: Word processing......................................................................................... 113 Module 9: An introduction to word processing......................................................................... 114 Unit 9.1: Starting Word............................................................................................................................................................... 114 Unit 9.2: Applying Word options............................................................................................................................................. 115 Unit 9.3: Applying the Word screen......................................................................................................................................... 118 Unit 9.4: Understanding and using ribbons effectively........................................................................................................ 119 Unit 9.5: Entering and deleting text . ...................................................................................................................................... 125 Unit 9.6: Using the mouse......................................................................................................................................................... 127 Unit 9.7: Using the New, Save, Close, and Open, functions................................................................................................ 129 Unit 9.8: Moving around documents....................................................................................................................................... 133 Unit 9.9: Selecting text................................................................................................................................................................ 134 Unit 9.10: Correcting mistakes.................................................................................................................................................. 134 Unit 9.11: Using the Help function in Word........................................................................................................................... 137 Unit 9.12: Using Print Preview................................................................................................................................................. 139 Unit 9.13: Printing . .................................................................................................................................................................... 140 Module 10 Formatting text....................................................................................................... 142 Unit 10.1: Changing the appearance of text............................................................................................................................ 142 Unit 10.2: Aligning text ............................................................................................................................................................. 144 Unit 10.3: Using Fields, Special Characters and Symbols.................................................................................................... 147 Unit 10.4: Applying and customising bullets and numbering............................................................................................ 152 Unit 10.5: Indenting text............................................................................................................................................................ 157 Unit 10.6: Applying borders and shading............................................................................................................................... 157 Unit 10.7: Format Painter in toolbar........................................................................................................................................ 159 Unit 10.8: Demonstrating the use of different styles............................................................................................................. 160 Unit 10.9: Applying hyphenation............................................................................................................................................. 162 Unit 10.10: Demonstrating the correct way of automatic page numbering...................................................................... 163 Module 11 Working with extensive text.................................................................................... 165 Unit 11.1: Moving and copying text......................................................................................................................................... 165 Unit 11.2: Inserting page breaks .............................................................................................................................................. 166 Unit 11.3: Inserting appropriate margins .............................................................................................................................. 167 Unit 11.4: Demonstrating different line spacings ................................................................................................................. 168 Unit 11.5: Inserting headers and footers.................................................................................................................................. 169 Unit 11.6: Inserting section breaks............................................................................................................................................ 170 Unit 11.7: Inserting and using tabs appropriately................................................................................................................. 171 Unit 11.8: Using Go To; Find and Replace ............................................................................................................................. 176 Module 12 Formatting tables.................................................................................................... 178 Unit 12.1: Creating and editing tables..................................................................................................................................... 178 Unit 12.2: Inserting Tables and Borders toolbar..................................................................................................................... 180 Unit 12.3: Adding text to a table............................................................................................................................................... 181 Unit 12.4: Selecting parts of a table.......................................................................................................................................... 182 Unit 12.5: Inserting and deleting rows and columns............................................................................................................ 183 Unit 12.6: Resizing rows............................................................................................................................................................ 184 Unit 12.7: Resizing columns...................................................................................................................................................... 185 Unit 12.8: Moving and resizing the whole table.................................................................................................................... 186 Unit 12.9: Applying gridlines and borders ............................................................................................................................ 186 Unit 12.10: Inserting borders..................................................................................................................................................... 187 Unit 12.11: Applying shading................................................................................................................................................... 188 Unit 12.12: Merging and splitting cells.................................................................................................................................... 189 Unit 12.13: Use of Table AutoFormat....................................................................................................................................... 191 Module 13 Demonstrating the use of graphics......................................................................... 192 Unit 13.1: Drawing shapes......................................................................................................................................................... 192 Unit 13.2: Formatting shapes.................................................................................................................................................... 194 Unit 13.3: Inserting 3D shapes.................................................................................................................................................. 196 Unit 13.4: Adding text to shapes ............................................................................................................................................. 197 Unit 13.5: Adding graphics........................................................................................................................................................ 197 Unit 13.6: Using the Clip Art Gallery...................................................................................................................................... 202 Unit 13.7: Changing the text wrapping................................................................................................................................... 202 Unit 13.8: Selecting, moving and resizing pictures which are in line with the text......................................................... 203 Unit 13.9: Selecting, moving and resizing pictures which are floating over the text....................................................... 205 Unit 13.10: Customising Clip Art ............................................................................................................................................ 206 Module 14 Identifying and using software templates............................................................... 208 Unit 14.1: Demonstrating the use of templates in Word....................................................................................................... 208 Module 15: File management................................................................................................... 211 Unit 15.1: Saving files by using the advanced function........................................................................................................ 211 Unit 15.2: Searching for lost files.............................................................................................................................................. 214 Module 16: Importing objects................................................................................................... 217 Unit 16.1: Importing Excel spreadsheets in Word................................................................................................................. 217 Unit 16.2: Importing Excel charts in Word ............................................................................................................................ 218 Module 17: Using Mail Merge................................................................................................... 220 Unit 17.1: Creating a data document....................................................................................................................................... 221 Unit 17.2: Creating a main document...................................................................................................................................... 224 Unit 17.3: Carrying out a mail merge...................................................................................................................................... 226 Unit 17.4: Performing a mail merge on labels........................................................................................................................ 229 Unit 17.5: Applying query options in a mail merge.............................................................................................................. 231 Unit 17.6: Demonstrating troubleshooting in Mail Merge................................................................................................... 233 Unit 17.7: Inserting date and time............................................................................................................................................ 234 Summary...................................................................................................................................................................................... 239 Topic 4: Information and communication using Outlook.......................................... 241 Module 18: Introduction to the Internet.................................................................................... 242 Unit 18.1: Demonstrating the use of the Internet................................................................................................................... 244 Module 19: Introduction to the World Wide Web.................................................................246 Unit 19.1: Identifying and using Internet Explorer......................................................................................................... 247 Unit 19.2: Using Help in Internet Explorer....................................................................................................................... 249 Unit 19.3: Customising the screen...................................................................................................................................... 252 Unit 19.4: Using toolbars..................................................................................................................................................... 254 Unit 19.5: Accessing a Web page........................................................................................................................................ 258 Unit 19.6: Browsing theWorld Wide Web.......................................................................................................................... 260 Module 20: Using search engines............................................................................................. 262 Unit 20.1: Using of different search engines........................................................................................................................... 263 Unit 20.2: Identifying and using search engine tips.............................................................................................................. 264 Unit 20.3: Accessing search engines directly ......................................................................................................................... 265 Unit 20.4: Narrowing a search.................................................................................................................................................. 266 Unit 20.5: Using Yahoo............................................................................................................................................................... 268 Module 21 Viewing and saving Web pages................................................................................ 269 Unit 21.1: Saving Web pages..................................................................................................................................................... 269 Unit 21.2: Viewing and saving images from Web pages...................................................................................................... 271 Module 22 Printing documents................................................................................................. 273 Unit 22.1: Using all printing options to print correctly ....................................................................................................... 274 Unit 22.2: Demonstrating the use of Page Setup................................................................................................................... 278 Module 23 Introduction to Outlook........................................................................................... 281 Unit 23.1: Opening Outlook...................................................................................................................................................... 282 Unit 23.2: Using the Outlook screen........................................................................................................................................ 283 Unit 23.3: Opening the Inbox.................................................................................................................................................... 285 Unit 23.4: Using Help in Outlook............................................................................................................................................. 286 Unit 23.5: Changing the view.................................................................................................................................................... 287 Module 24 Working with e-mail................................................................................................ 290 Unit 24.1: Creating a message................................................................................................................................................... 290 Unit 24.2: Receiving an e-mail.................................................................................................................................................. 291 Unit 24.3: Forwarding and replying to e-mail messages...................................................................................................... 292 Unit 24.4: Sending and receiving attachments....................................................................................................................... 292 Unit 24.5: Moving and copying text........................................................................................................................................ 293 Unit 24.6: Signing e-mail messages.......................................................................................................................................... 293 Unit 24.7: Checking spellingin e-mails.................................................................................................................................... 294 Module 25 Organising e-mails.................................................................................................. 297 Unit 25.1: Organising e-mails.................................................................................................................................................... 297 Unit 25.2: Deleting e-mails........................................................................................................................................................ 300 Unit 25.3: Finding messages...................................................................................................................................................... 300 Module 26 E-mail addresses.................................................................................................... 302 Unit 26.1: Organising your e-mail addresses......................................................................................................................... 302 Unit 26.2: Deleting e-mail addresses........................................................................................................................................ 305 Unit 26.3: Finding e-mail addresses......................................................................................................................................... 306 Summary...................................................................................................................................................................................... 307 PoE guidelines.......................................................................................................................... 288 Glossary.................................................................................................................................... 290 Topic 1 Basic concepts of computers Module 1 Introduction to computers Overview When you have completed this module, you will be able to: • Understand and explain general computer terms. • Discuss computer hardware. • Understand and explain the use of computer accessories. • Identify and explain the memory and storage capacity of a computer. • Use information technology effectively. • Demonstrate the use of computer software. Introduction Computers manipulate instructions effortlessly and fast. They follow directions from the user and the computer programmer. Computers are powerful calculators with accessories. Computers have four main sections, namely the arithmetic and logic unit (ALU), the control unit, the memory, and the Input/Output (I/O) devices. The ALU, control unit, memory and input and output devices are collectively known as the Central Processing Unit (CPU). The ALU performs arithmetic and logic operations, such as adding, subtracting, dividing and multiplying functions, with precision. The control unit directs the different components of a computer. It reads and interprets instructions in the program. It decodes each instruction and turns it into a series of control signals that operate the other parts of the computer, and improve the performance of the computer. The memory can store binary numbers in groups of eight bits (bytes). The information stored in the memory can be letters, numbers or instructions. These are stored as a series of numbers, which the software will read and change into letters, numbers or instructions. Input/Output (I/O) is the way in which a computer receives information and sends it back. Input can be peripherals, such as the mouse, keyboard, joystick and microphone. Output can be peripherals, such as the printer and screen. Peripherals are devices that provide input and output to the computer, such as the keyboard, mouse, and touch screens. Words & Terms binary – two base number system that uses two symbols, 0 and 1, and is used by compute rs 2 Module 1: Introduction to computers Assessment activity 1.1 Did you know? Work in groups Your lecturer will assist you to divide into groups. Bit (derived from binary digit) is the smallest piece of information used by a computer. A byte is a group of eight bits, and is measured in groups, such as kilobyte (1024 bytes), megabyte (1024 kilobytes), gigabyte (1024 megabytes) and terabyte (1024 gigabytes). We then get petabyte, exabyte, zettabyte and yottabyte. Access the Internet, search for sites with the words: • • • • • • • history of computers Introduction to computers. Binary. Input. Output. Peripherals. Control unit. Jot down a few pointers regarding introduction to computers. Discuss these with your group and give feedback to the class. The other groups will assess your group on the relevance of the information supplied by your group. Total: 15 marks Did you know? Unit 1.1: Understanding and explaining general computer terms Avatar takes 1 petabyte of storage space. To understand your computer, and how it works, you need to know some basic computer terms and acronyms, such as the following: Authentication: The process of identifying an individual, usually based on a username and password. This is to ensure that the individual is the person they claim to be. Bandwidth: The amount of data that can be carried from one point to another in a given time period (usually a second). The speed of the bandwidth is usually expressed in bits (of data) per second (bps). Basic Input/Output System (BIOS): The most basic way of communicating with the computer. It is the first software to run when the computer turns on. It tells the processor where to find the operating system and which devices are installed. Words & Terms operating system – the most important pr ogram that runs on a co mputer. Every computer must have an operating syst em to run other programs Module 1: Introduction to computers 3 Operating system Boot: To start up the computer. If the computer is already running, we reboot it. Bridge: A network bridge connects various network sections. Bridges are similar to network hubs. They manage the traffic of a network. Bug: An error in the design, usually the software. A bug can cause the computer to crash (stop working suddenly). Click: When we press the mouse button, we click. A double click is when we press the mouse button twice. Cookie: A piece of information sent by a Web server to a Web browser. The browser software is then expected to save the data and to send it back to the server whenever the browser makes additional requests from the server. Cursor: Marks the point that you have reached on the computer screen. It is usually a flashing line. Data: Information processed on the computer. DDR: Double-data-rate synchronous dynamic random access memory is a class of memory-integrated circuit. It achieves greater bandwidth than the preceding single-data-rate SDRAM, and lets the memory transmit nearly twice as quickly as in the past. DDR2 is newer than the older DDR1 and transfers data much faster. Different memory chips operate at different speeds, for example, DDR-200: DDR-SDRAM memory chips are specified to operate at 100MHz, and DDR-400: DDR-SDRAM memory chips are specified to operate at 200MHz. Defragment: The data on the hard drive can become optimised and clustered together. It is necessary from time to time to re-organise and re-arrange this data. This is called defragmentation. 4 Module 1: Introduction to computers DDR memory Desktop: The coloured backdrop of the screen. The files that are used frequently can be stored on the desktop for easy access, such as My Documents, Internet Explorer, and programs such as your word processing program and spreadsheet program. Dialogue box: Any message box that appears on the screen. Digital Video Interface: (DVI) One of two types of connections available between the computer and the monitor. Digital: Electronic technology that generates, stores and processes data in terms of two states, positive, represented by the number 1, and nonpositive, represented by the number 0. Words & Terms desktop – the st artscreen from which you can access progra ms and shortcut icons th at open, for example, My Computer, or My Documents , or programs such as Microsoft Word from shortc ut icons Disk: Used for storing data. It is always used in a disk drive. Some disks can be removed, but others, such as the hard disk, are fixed. Document: Any file that is created. This can be in any program that is used. Domain: A unique name that identifies a site on the Internet. It is usually made up of two parts separated by a dot, for example, yahoo. com. One part is the specific, desired name, and the other part is the general name, for example, .com, .net, .org. Download: When we download a file we copy it from a remote computer to our own computer. Files, Web pages, music, videos, movies, shareware and audio files are examples of things that can be downloaded. The remote computer is a computer that can only be accessed from another computer. Drag: When you place the cursor on an object on the screen, then hold down the mouse button and move the mouse, you can drag the object and drop it somewhere else. Driver: Software that is needed for hardware, such as printers, to function properly, and to be recognised by your computer. E-commerce: The conducting of business transactions through electronic transmissions between computers. It is typically used in reference to doing business over the Internet. Encryption: A type of network security in which information sent over the network is encoded, so that only the intended user can access the information. Extension: Each filename has an extension to allow files to be grouped together, for example, .exe, .doc. Files therefore have a root name and extension, separated by a period (dot). File server: A storage system that supplies data files to all connected users of a local network. Typically the file server is a computer with large disk storage, which is able to record or send files as requested by the other connected (client) computers – the file server often appearing as another disk on their systems. The data files are typically around a few kilobytes in size and are expected to be delivered within moments of request. Module 1: Introduction to computers 5 Firewall: Hardware or software which permits or denies data to pass through the computer network. It is there to protect the computer from unauthorised access through the Internet. File: A unit of information stored in a folder. Every document that we save is a file, with a file name. Folder: Used to organise information, such as various files. It can contain multiple documents. Format: Formatting a disk erases all the information on that disk. Freeze: A system error which causes the computer to come to a standstill. Function keys: Situated at the top of the keyboard, for example, F1-F12. Each has a specific purpose. Gateway: Any hardware (such as printers, monitors, scanners) or software (such as word processing and spreadsheet programs) that is used for the purpose of providing access from one system to another. Gigahertz: Gigahertz (GHz) processors are now used instead of the older and slower Megahertz (MHz) processors. Graphics: Anything visually displayed on a computer that is not text is graphics, such as pictures, charts, tables, statistics, flow charts and word art. Host: A term used in the Internet community to describe any device attached to the network that provides application-level service. 6 Module 1: Introduction to computers Hub: A hardware device that serves as the connection when computers and other network devices connect to each other. Up to four hubs can be connected. Hubs direct traffic through the network. Hyperlink: A link to another site that is usually underlined and in a different colour font. When you click on it, it will take you to the specific site that is linked. Hypertext Transfer Protocol (HTTP): The protocol for transfer of documents that is the foundation of the World Wide Web (WWW), such as an Internet address, for example, http://www.hooters.com. Words & Terms hardware device –a peripheral that ca n be connected to a co mputer Hypertext Markup Language (HTML): The structure of text information in a document. It indicates text as headings, as paragraphs, as lists and links that allow you to access another Web page on the World Wide Web. Internet Service Provider (ISP): A business that provides access to the Internet, usually for a fee. Most countries have ISPs which provide Internet service. ISPs in South Africa include @lantic and M-Web. Internet: A group of networks connected together to form a worldwide network. It was originally developed for military purposes, but is now used more for commercial use. Internet Protocol (IP): A low-level protocol that sends data across separate networks tied together by routers to form the Internet. It tracks the Internet address, routes outgoing messages and recognises incoming messages. It is used in gateways to connect networks. IP number: Each machine or “host” that performs any Internet transaction is identified by a unique IP number. The IP number is used in all Internet transactions. LAN (Local Area Network): A communications network that links PCs and other devices in a single office or small campus. In client/ server LANs, users’ PCs (the clients) access shared files and sometimes application stores on a dedicated PC that acts as the server. In peer-topeer networks, any connected PC can serve as both a client and a server. Laptop/Notebook: A small mobile computer. Laptops are now as popular as desktops, and the price gap between the two is closing. Licence: A contract that gives a person the right to use a program. Without a licence,it is illegal to use the program. Load: To fetch data or a program from a disk and store it in the computer’s memory. Motherboard: The largest internal component of the computer and everything plugs into it, such as the processor, memory, video cards, and sound cards. Network card: A network adapter or NIC (network interface card) is computer hardware designed to allow computers to communicate over a network. It provides physical access to a networking system, and allows users to connect to each other by using cables or wirelessly. Module 1: Introduction to computers 7 Did you know? An MAC address is a Message Authentication Code (MAC) which makes every network card unique with a unique address. Network card Online: When you are connected to the Internet, you are online. Optical drives: Any drive that uses light and lasers to encode and read the information from a circular disk, such as a CD and DVD drive. Palmtop: More commonly known as Personal Digital Assistants (PDAs), palmtops are tightly integrated computers that often use flash memory instead of a hard drive for storage. These computers usually do not have keyboards, but rely on touch screen technology for user input. Palmtops are typically smaller than a paperback novel, very lightweight, and with a reasonable battery life. A slightly larger and heavier version of the palmtop is the handheld computer. Partition: A hard disk can be divided into smaller parts and each part is called a partition. One part can be used for music, another part can be used for business, and another part can be used for private work. Pentium: The Intel brand of processors that started production in the early ’90s. Each generation becomes faster and has more instructions built into the processors. Personal computer: A PC, such as a desktop, laptop and notebook. Ping: A measure of the delay between a specific computer and the server for an online game. Pocket PC: The general name for Windows Mobile PDAs. Portable: Anything that can be easily moved from one place to another. Process: Any running program, such as Windows Notepad, or a game. Most CPUs can work with one process at a time, but dual core processors have been developed that can multi-task. Computer networks may be classified according to the communications protocol that is being used on the network. 8 Module 1: Introduction to computers Words & Terms dual core – where two sets of instructions are being carried out at once communications protocol – a set of rules needed to send information over a communications channel Queue: A list of things waiting to be processed, such as printing jobs. Real time: When you access an event on the Internet, and it is happening at the same moment, without a waiting period, you are working in real time. Router: A computer or network device that transfers packets of data from one network to another. Routers are networking devices that forward data packets along networks, using headers and forwarding tables to determine the best path to forward the packets. Routers provide interconnectivity between devices on the network. Routers use protocols to communicate with each other and to configure the best route between any two hosts. A router is connected to at least two networks, commonly two LANs or WANs, or a LAN and its ISP’s network. Routers are usually located at gateways, the places where two or more networks connect. Many household DSL and cable modems are also routers. Run: To run a program means using the program to do something. Server: A computer system in a network shared by multiple users, for example, mail, database, fax, Web, print, terminal, and video server systems. Most servers run a specialised Network Operating System (NOS), which controls network resources. On the Internet, a server is a remote application that supplies information to a user. A Web browser uses a standard protocol, known as the Hypertext Transfer Protocol (HTTP), to access the World Wide Web. The Web browser is the client to a Web site that provides information by acting as a server. Words & Terms configure – arrange a computer system so that it can perform a specific task standard protocol – a special set of rules that a telecommunication connection uses when it communicates. There are protocols for data interchange at hardware level and at application program level. Protocols can be described in an industry or international standard Scan Disk: Scan Disk checks the files and folders of the selected drive, or all drives, for errors and bad sectors. This should be done on a regular basis, approximately once a month, to maintain performance and file management. Supercomputer: A supercomputer is the fastest type of computer. They are very expensive and are used for specialised applications that require huge amounts of mathematical calculation, for example, weather forecasting, animated graphics, fluid dynamic calculations, nuclear energy research, and petroleum exploration. The principal difference between a supercomputer and a mainframe is that a supercomputer channels all its power into executing a few programs as fast as possible, whereas a mainframe uses its power to execute many programs concurrently. Words & Terms Universal Serial Bus – (USB) port lets yo u connect everything from a printer to a mouse to your computer quickly and easil y Surge: A voltage increase, typically lasting at least 0.008 seconds, which can cause components to fail prematurely. This is usually caused by lightning. Switches: A device of networking that direct traffic to the correct node by filtering and forwarding packets between nodes. Universal Serial Bus (USB): The most common type of external connection for a computer. User: The operator of a computer. Universal Serial Bus (USB) Module 1: Introduction to computers 9 Web browser: A program that can retrieve HTML documents from Web servers and format them for display. A browser can also use hyperlinks in a document to navigate from one document to another. Cello, Lynx, Mosaic, Microsoft Internet Explorer and Netscape Navigator are examples of Web browsers. Web client: A common presentation Internet navigator, normally an Intel-based personal computer or notebook attached to an Internet connection. A Web front end is a GUI-based, hypertext network browser that makes Internet navigation easily accessible. It lets users jump from one information source to another, anywhere in the world, get data, set off applications, view the results, or simply communicate in real time across the whole Internet. Most operating system vendors supply a Web browser with their software. Web server: An Internet-based distributed-processing system. The Web server conducts a background process called the Hypertext Transfer Protocol (HTTP), which implements a reduced version of the Internet’s FTP (File Transfer Protocol) used for transferring files across the Internet. World Wide Web (WWW): The WWW, which was invented by physicists at the European Community’s particle physics research centre in Switzerland (CERN), is more of a conceptual construct than a physical entity. All the Web servers on the Internet together comprise the World Wide Web, but there is no central administration or co-ordination of servers. Each server is identified by a DNS host name, and each document or other resource on a Web server is designated by a URL. Workstation: A type of computer used for engineering applications, such as CAD/CAM, desktop publishing, software development, and other types of applications that require a reasonable amount of computing power and relatively high quality graphics capabilities. 10 Module 1: Introduction to computers Assessment activity 1.2 Work on your own Match Column A with Column B. COLUMN A COLUMN B 1 WWW A Hypertext Transfer Protocol 2 Message Authentication Code B surge 3 universal serial bus C PC 4 HTTP D MAC 5 flashing line E FTP 6 voltage increase F html 7 File Transfer Protocol G cursor 8 personal computer H network interface card 9 Hypertext Markup Language I USB 10 NIC J World Wide Web 11 scan disk K user 12 set up program L set of rules 13 operator of a computer M configure 14 protocol N waiting list 15 queue O scans files and folders on disk Total: 15 marks Unit 1.2: Discussing computer hardware The computer is a collection of devices that function as a unit. Most computers include at least a Central Processing Unit (CPU), monitor, keyboard and mouse. Personal computers (PCs) are affordable to most people, whereas more expensive computers are used by big companies. All computers have microprocessor technology that enables manufacturers to put an entire CPU on one chip. Individuals and businesses use PCs for word processing, accounting, desktop publishing, spreadsheets and database applications. Hardware: Hardware is all the physical parts of the computer. The terms below will explain each of the different parts of the computer hardware. CPU: A box containing the individual parts of the computer. This box is also called the case, tower or enclosure. There are two parts to this enclosure: the cover and frame. On the inside, there are removable panels for the installation of hard drives, CD/DVD drives, USB ports. Module 1: Introduction to computers 11 The box protects these parts from dust, physical damage and electronic noise. There are also mounting (attachment) areas for the system board (mother board) and power supply. On the outside, there is an on/ off switch, a reset button, a slot to insert the CD/DVD, USB ports, and places to connect the keyboard, mouse, printer, speakers and microphone. Output devices Mass storage device Input devices System unit Personal computer Input and output devices: New forms of computer input and output are announced daily with multiple benefits and rewards. Input devices: Input devices feed data into the computer e.g. are keyboards, pointing devices such as the mouse, trackball, touchpad, light pen, joystick, digital camera and webcam. Keyboard: The keyboard is the primary input device used for communication with the computer. The mouse The keyboard Input devices Mouse: The mouse (plural mouses) is an input device used to point at objects and to select them. It is therefore a pointing device. A mouse has at least two buttons, a left and a right button. It can also have a middle button or a scroll wheel between the left and right buttons. The latest mouses do not have a ball, but use a laser to sense the motion of the mouse instead. 12 Module 1: Introduction to computers Did you know? A laser is a device that produces a narrow low beam light. The term laser is an acronym for Light Amplification by Stimulated Emission of Radiation. Output devices: An output device is a computer device that displays the information from the computer e.g. monitors, printers, plotters, X-rays, graph plotters and loudspeakers. Monitor: The screen. Some computers have a touch screen where you make a selection just by touching the screen. The monitor usually refers to the entire box and graphics capabilities, while the display screen can refer to the screen alone. The screen is used to display the output of the computer to the user. Touch screen monitors can be used for input. The monitor can also be classified in terms of the signal it accepts, either analogue or digital. • Colours: Monochrome monitors display two colours, one background and one foreground. These colours are usually black and either white, green or amber. Greyscale monitors display different shades of grey. Colour monitors can display from 16 to over a million different colours. They accept three separate signals: red, green and blue. • Size: The screen size is measured in diagonal inches, the distance from one corner to the opposite corner diagonally. These measurements can be 14 inches, 16 inches or more. Monitors can also be portrait or landscape. • Resolution: The resolution of a monitor indicates how densely the pixels are packed. The more pixels there are, the sharper the image e.g. 1024×768, 1280×768, 1280×1024 and even 1600×1200. This refers to the number of pixels in each image that can be displayed. Printers: A printer is a device that produces a printed output, known as a hard copy, because it is touchable and permanent, such as a page that you print out. A soft copy is the document you see on the screen. There are different types of printers. Some printers can produce letters and numbers; others can produce graphics, such as plotters. • Impact printers: Impact printers have physical contact with the paper to produce an image, physically touching the paper, ribbon, and print hammer together. A dot-matrix printer is one example of an impact printer. The quality of these printers is poor – they are slow and have largely been replaced by laser printers. • Non-impact laser printers: Non-impact printers place an image on a page without physically touching the page. Laser printers use a light beam to transfer images to paper, producing high-quality results. Laser printers print a page at a time at great speed, and can produce large quantities of pages, but are expensive. Coloured laser printers are also becoming popular. • Non-impact inkjet printers: Inkjet printers spray ink from multiple jet nozzles. They can print in black and white and in colour to produce excellent graphics. Did you know? Super Video Graphics Array (SVGA) is a graphic system that has been replaced by XGA and SXGA, which have a higher resolution and a larger screen size. Did you know? Monochrome means the same as black and white or greyscale. It can also refer to other combinations of two colours, such as green/white, amber/ black or green/black. It can also refer to shades of a colour, such as greyscale. Did you know? Super Extended Graphics Array (SXGA) is currently the most common type of graphic display and is used on monitors of 19 inches to achieve resolutions of 1280x1024. Did you know? All-in-one touch screen computers have everything built into the screen. They give you all the power of a standard PC system in the same space as a flat monitor. Touch screen Module 1: Introduction to computers 13 Assessment activity 1.3 Work on your own You need a computer and decide to buy one to enable you to do your assignments and for recreational purposes. • Discuss the computer hardware you need to buy. • Discuss the input devices you need. • Discuss the output devices you need. You may obtain relevant information from your local computer shop or from the Internet. Total: 5 marks Unit 1.3: Understanding and explaining the use of computer accessories Introduction As computers have become more affordable and accessible computer accessories have become very important and necessary in today’s technological age. iPods are to teenagers what the Walkman was years ago. Most technology can be linked to the computer, for example, photographs can be downloaded to the computer with a digital camera. Computer accessories have become inevitable for the computer user, as many people today own a flash drive, a digital camera, an iPod, and various other accessories that can be linked to a computer. Many people use the Internet, and therefore require a modem. Computer networks have become commonplace, not only in the business environment, but also in households. All computer electronic devices that can be connected to the computer, apart for the usual input and output devices, such as the monitor, keyboard and printer, are peripherals. Peripheral devices include speakers, microphones, printers, scanners, digital cameras, plotters and modems. They usually have and require additional software packages, called drivers. We will now look at some of the most important computer accessories. Bar codes: Bar codes on items are scanned by a special scanning device linked to a computer. Each item has its own number. This code number is represented on the item label by a pattern of vertical marks, or bars, called bar codes. 14 Module 1: Introduction to computers Bar codes Bluetooth: Bluetooth is a wireless Personal Area Network (PAN). It connects and exchanges information between devices such as mobile phones, laptops, PCs, printers, digital cameras, and video game consoles over a secure, globally unlicensed short-range radio frequency, and over distances ranging from approximately one to 100 metres. Blu-ray Disk: This disk allows five times more storage than a DVD. The name refers to the blue laser used to read the disk. It is a high definition media format. CD-ROM: Compact Disc Read-Only Memory is a compact disc that stores data that is accessible by the computer. It was originally designed for music, but this format has changed and it now holds any type of data. CD-ROMs are used for computer software, games and multimedia, although any data can be stored. Bluetooth Compact disc CD-RW disk: A CD-Re-Writable disk is a type of CD disk that enables you to write onto it in multiple sessions. CD-RW drives and disks can be used just like a hard disk, writing data onto them multiple times. Digital camera: An electronic device used to capture and store photographs electronically in a digital format. An analogue format is used. Some devices can record sound and/or video as well as photographs. Digital camera Module 1: Introduction to computers 15 DVD: Digital Versatile Disk/Digital Video Disk is an optical storage disk that can be used to store data and movies with a high video and sound quality. They can be recordable and rewritable. Earphones: Earphones or headphones come in various shapes and sizes. Most earphones today have a microphone attached to them. The quality of sound is extremely clear and very comfortable. Some earphones block exterior noise for a clearer sound. Ear bud headphones are small headphones that sit inside the ear. External hard drives: An external hard drive is installed in a portable disk enclosure that has a specialised chassis. This is designed to hold and power the disk drive while providing a mechanism to allow it to communicate to one or more separate computers. iPod: A device that plays songs, movies and photo slideshows, and can store any type of file. It is a digital audio player, video player, photo viewer and portable hard drive, making it a fully-fledged portable media centre. Ear bud headphones Headphones Joysticks: A game controller that can be connected to the computer. A joystick consists of a handheld stick that pivots about one end and transmits its angle in two or three dimensions to a computer. They are often used with video games, and usually have one or more push buttons that can also be read by the computer. Microphone: A device that allows you to record voices or sounds and place them onto computers, usually as a wav file. Microphones can also be used with other applications, such as a voice dictation program or a voice conference program. iPod Modems: Most of the world still uses a standard modem to connect to the Internet. A modem is a device that allows a computer to pass data over telephone or cable lines. Music: Media Player is computer software that plays back multimedia files, such as music. Most software media players support different media formats, including audio and video files. Scanner: Documents and pictures, can be placed in a computer using a scanner. Scanners use optical recognition systems that have a light beam to scan input data to convert it into electrical signals, which are sent to the computer for processing. Optical recognition is the most common type of source input, appearing in a variety of ways: optical marks, optical characters, bar codes, handwritten characters, and images. Joystick Speakers: A speaker is a component that takes the electronic signals stored on CDs, tapes and DVDs, and turns it into actual sound that we can hear. The quality depends on the speakers. Speaker designs differ, and these differences affect sound quality. Touch screens: With a touch screen you get input directly from the source by pointing to a selection. The edges of the monitor of a touch screen emit horizontal and vertical beams of light that criss-cross the screen. When your finger touches the screen, the interrupted light beams can pinpoint the location selected on the screen. Some ATMs have touch screens. 16 Module 1: Introduction to computers Scanner Trackball: A trackball is different from a mouse, as you roll the ball directly with your hand. It is usually used with laptop computers and is especially useful when there is no flat surface on which to roll the traditional mouse. USB flash drives: Universal serial bus (USB) can connect mouses, modems, and keyboards. USB flash is a storage device which has replaced the floppy disk because it can store more data. Video recorder: A digital video recorder (DVR) or personal video recorder (PVR) is a device that records video in a digital format to a disk drive or other medium. Video conferencing: Video conferencing cameras are usually small cameras connected directly to a PC. Analogue cameras are also used, e.g., closed-circuit television, and are connected to a video capture card and then directly or indirectly to the Internet. People who are in different cities can have a meeting using video conferencing. Voice input: Speaking to a computer, known as voice input or speech recognition, is a form of source input. A microphone is used to convert it into binary code (0s and 1s) that can be understood by the computer. Webcam: A web camera, or webcam is a real-time camera, usually a video camera, and the images can be accessed using the World Wide Web, instant messaging, or a PC video calling application. The term webcam also refers to a digital video camera and it can be used to record in a non-real-time way. It uploads images to a web server, sometimes continuously or at regular intervals. This can be done by a camera attached to a PC. There are business cams, personal cams, private cams and traffic cams. Webcam Assessment activity 1.4 Work in pairs Did you know? You have identified the computer hardware you need when you buy yourself a computer. • You are now interested in buying accessories for your computer. • Visit your local computer shop and find out what computer accessories are available and the prices. • Make a list of these accessories and their uses. • Write down how much they will cost. A nerd is a term for an obsessive, singularly-focused computer person. Total: 20 marks Module 1: Introduction to computers 17 Unit 1.4: Identifying and explaining the memory and storage capacity of a computer Computer memory is a list of cells, which are devices that contain smaller devices, into which numbers can be placed and read. Each cell has a numbered address and can store a single number. Computer storage, computer memory, often referred to as ‘memory’, refers to computer components, devices and recording media that hold digital data used for computing for some time. Microprocessors are the brains of computers. Personal computers (PCs) use microprocessors, which are also called chips. The memory of the computer consists of the following: Primary storage: Primary storage is connected to the Central Processing Unit (CPU) of the computer. Primary storage consists of different kinds of storage: Cache memory: This is a special type of internal memory used to increase the performance of the computer. Random Access Memory (RAM): RAM contains the programs that are currently running and the data on which the programs operate. This is the main memory and temporary storage. It can be read and written to at any time that the CPU commands. RAM comes in a huge variety. Different companies produce different types of RAM and different motherboards require different RAM. RAM can come with errorchecking, which reduces errors, but also slows down the performance of the computer. Read-Only Memory (ROM): ROM is loaded with data and software that will never change. This is to enable the CPU to read from it. ROM is used in the computer for smaller functions. It does not reset after the computer is turned off. Complementary Metal Oxide Semiconductor (CMOS): CMOS technology is used in chips such as microprocessors. CMOS technology is also used for a wide variety of circuits, such as image sensors, data converters, and highly integrated transceivers for many types of communication. Flash memory: Flash memory keeps data when the computer is turned off, and is rewritable, but it is much slower than ROM and RAM. Storage devices: There are many different storage devices. Some examples are internal hard disk drives, external hard disk drives, CD/ DVD drives and USB drives. Secondary storage: Also known as mass storage, is used for the longterm storage of information. Below, are a few of these storage devices: Hard disk: The hard disk is used to store and provide fast access to large amounts of data. Today’s computers have a hard disk that contains gigabytes of storage, e.g., 40 Gigabytes, 80 Gigabytes, 160 Gigabytes and so on. A hard disk is a set of stacked disks. There is a head that records, writes or reads the information on the tracks. Two 18 Module 1: Introduction to computers heads, one on each side of a disk, read or write the data as the disk spins. Off-line storage: Off-line storage can be attached and removed from the computer. Examples of off-line storage are CDs, DVDs, memory cards, flash memory, Zip disks, and magnetic tapes. Tertiary and database storage: Information is stored in large databases, data banks, data warehouses and data vaults. These are accessed by supercomputers. Network storage: Network computer storage involves accessing information over a computer network. Some computers do not have internal secondary storage devices, but documents and other data are stored on the network storage facility. Hard disk Other storage devices include: CD/DVD: This is a compact disk with one or more layers capable of storing digital information. The most common types of CDs are those used by the music industry to store digital recordings, and CD-ROMs to store computer data. Memory sticks (flash): A flash drive is a small circuit board in a plastic or metal casing that can be carried around with you in your pocket or case. You can also attach it to a lanyard and hang it around your neck. It can be connected to the computer via the USB port. Words & Terms lanyard – a rope or cord worn around your neck to carry something External hard drives: An external hard drive is portable and can be used as a backup system or extended storage space. The external hard drive comes in a casing and can be attached to your computer as additional storage. External DVD drives: External DVD drives are portable and can be used when a laptop, notebook or netbook does not have a DVD drive. Lanyard External hard drive Module 1: Introduction to computers 19 CD-ROM drive: A CD fits into the CD-ROM drive. CDs used to be read-only – one could only read the information. Now rewriteable CDs are available, where the data can be read, changed and saved. Assessment activity 1.5 Work on your own Answer the following by ticking √ the YES/NO block. 1 RAM is the main memory and is temporary storage. 2 A hard drive can be internal or external. 3 ROM is already loaded with data and software that will never change. 4 A flash disk is neither more compact nor faster, and cannot hold more data, than a floppy disk. 5 Primary storage is connected to the Central Processing Unit of the computer. 6 A floppy disk can hold 1,44Mb of data. 7 You can attach a flash disk to a lanyard and wear it around your neck. 8 Off-line storage can be attached and removed from the computer. 9 With tertiary and database storage, information is stored in large databases. 10 An external hard drive is portable and can be used as a back-up system. Total: 10 marks Unit 1.5: Demonstrating the use of computer software Computer software has to be loaded into the computer’s storage, i.e. the hard drive, memory or RAM. Software is instructions to the computer to organise and perform different tasks. These instructions are written in programming language. There are different computer software programs which can be divided into system software, application software and programming software. System software: System software is a program like Windows, which is an operating system. This is needed for application software to be able to run effectively. Examples of system software are Microsoft Windows XP, Windows Vista, Windows 7, Windows NT, Linux, Apple Macintosh, Unix and OS/2. System software 20 Module 1: Introduction to computers YES NO How to use system software There are various tasks and options that are performed using system software. Below are a few of the most important ones: My Documents: My Documents is a folder which should be kept organised at all times. Files should be kept in folders with appropriate names. When we right-click on Computer, we can go to Open. Clicking on Open allows you access all the files and folders in Libraries and Documents. The following tasks can be performed: • • • • • Documents can be opened. Files and folders can be renamed. New folders can be created. Files and folders can be deleted. It is possible to search for a document by a phrase in the file, the date modified, by file name or by size. • Files and folders can be moved or copied. • The view can be changed to thumbnails, tiles, icons, list or details. • In View, Details you can sort your files or folders according to name, size, type or date modified. Control Panel: Access the Control Panel by clicking on Start, and pointing and clicking on the Control Panel. We can use the Control Panel when we want to do the following: • • • • • • • • • • Change the appearance and themes on the computer. Set the time, date, language and regional options. Add or remove programs. Change printers and other hardware. Set or change security settings. Adjust sounds, speech and audio devices. Adjust network and Internet connections. Check performance and maintenance. Adjust accessibility options. Adjust user accounts. Control Panel Module 1: Introduction to computers 21 Application software: Application software is the program in which you do your work. Application software uses the operating system software. Examples are word processing, spreadsheet, database, presentation, Internet browsers, games, educational, medical, desktop publishing, graphics, communications, web pages, e-mail, project management, Personal Information Management (PIM), integrated and suites. •A word processing program is mainly used to produce and edit documents. Examples of word processing software programs are Microsoft Word, Corel WordPerfect, Lotus WordPro and Open Office Writer, EasyWord, Oracle Open Office Writer, TextMaker, Corel Write, Kingsoft Writer, AbilityWrite and RagTime. • Spreadsheet programs are used to organise numbers, such as financial statements, sales records, budgets and grade sheets. Examples of spreadsheet programs are Microsoft Excel, Quattro Pro, Lotus 1-2-3, Microsoft Works, Ability Office, PlanMaker, Calculate, StarOffice Calc, Resolver One, Easy Spreadsheet and Open Office Calc. • Database programs are used to manage lists such as addresses and phone numbers, inventories and membership rosters. They are used to manage a large collection of data and to sort and display the data. Examples of database programs are MS Access, dBase, FoxPro, Paradox, Lotus Approach, Oracle and Open Office Base, Alpha Five v10 Developer, FileMaker Pro and Office Access 2007 QuickBase. • Presentation programs, such as MS PowerPoint, Corel Presentations, Lotus Freelance Graphics, Harvard Graphics, Flash, Apple Keynote, Photoshop, NXPowerLite, PowerPlugs Charts, Perspector, Color Schemer, PowerConverter and Open Office Impress are Office Power Point 2007 used for creating slide shows, presentations and mainly to turn information into a visual form. • Desktop publishing programs include MS Publisher, Corel Ventura, QuarkXpress, PageMaker, FrameMaker, InDesign, Print Shop, Adobe InDesign and Scribus. These are used for a wide range of activities, such as producing brochures, cards, newspapers, Desktop publishing program advertising, calendars, labels and printing. 22 Module 1: Introduction to computers Did you know? Windows can work on a 32-bit and a 64-bit system. Office Word 2007 Office Excel 2007 • Graphics programs are used for creating and editing pictures, with different formats for images, and include Adobe Photoshop, PaintShop Pro, Adobe Fireworks, Xara Xtreme, Ulead PhotoImpact, Xara WebStyle, SWISH products, Xara 3D, Fluffy Clouds Ignite,and MediaLab PhotoWebber. We also find paint programs to work with pictures, drawing programs to define images, and animation and video programs to arrange a set of still pictures into a sequence. • Communications programs connect computers in order to exchange information by telephone lines or cables. We find File Transfer Protocol (FTP) for sending and receiving files (WS FTP), chat programs for exchanging messages in a group (mIRC), instant messaging for private text messages (ICQ, AOL Instant Messenger and MSN Messenger Service), voice messages , video conferencing and phone calls over the Internet (Skype). • Browser programs, such as Internet Explorer, Mozilla FireFox and Netscape, let users navigate the World Wide Web. • Web page applications help the user to create a web page for the Internet in Hypertext Markup Language (HTML). This is a code to define what is on the page, to create images and to upload the files to a web server. You will need the following: – HTML editing program, such as Notepad, FrontPage or Dreamweaver. – Graphics editing program, for images in GIF or JPG format. – Uploading program, such as FrontPage or Dreamweaver. – Browser, such as Internet Explorer, Netscape or Opera. – Web space, which could be your ISP account or a free web hosting company. • E-mail application programs, such as Microsoft Outlook, Express, Mozilla Thunderbird and Eudora, are used to download and manage e-mails. • A Project Management Application, like Microsoft Project, tracks people, tasks and deadlines in a major project. It links to the personal scheduling programs of the different people, and can be used to organise meetings. • PIM (Personal Information Management) is a special kind of database program that can include an address book, a calendar to schedule activities and appointments, and a to-do list where you list chores, calls to make and various things to do. Examples are: MS Outlook, Side Kick, Gold Mine and Lotus Organiser. Newer versions of these programs add e-mail management, wireless access, and other features for new technologies. • A software suite is a set of applications, each of which can stand alone. For example, Microsoft Works, MS Office, Lotus Smart Suite, WordPerfect Office, OpenOffice and iWork. They are packaged together for a lower price than if each was bought separately. They include programs such as word processing, spreadsheet, database, presentation, e-mail and address book. Skype Internet Explorer Microsoft Outlook Module 1: Introduction to computers 23 Software suites • Graphics suites include programs for illustration, layout, bit-map creation, image editing, painting and animation software. An example of such a graphics suite is CorelDraw. • Publishing suites include desktop publishing, bit-map graphics, vector graphics, and programs that convert documents. Examples of these are: Adobe Publishing Collections, which includes Adobe PageMaker, Photoshop, Illustration, and Acrobat. Adobe Programming software: These programs assist a programmer in writing computer programs and software using different programming languages in a convenient way. Examples are Cobol (Common Business Orientated Language), Basic (Beginner’s All Symbolic Instruction Code) and Java. 24 Module 1: Introduction to computers Assessment activity 1.6 Work on your own Circle the correct answer: 1 2 3 4 5 When I want to write a letter, I will use the following program: A Spreadsheet B Database C Programming D Publishing E Word Processing Which of the following is not system software? A Windows XP B Linux C Windows NT D Apple Macintosh E WordPerfect Which of the following is a spreadsheet program? A Windows XP B Adobe Photoshop C Adobe Reader D Quattro Pro E Corel Draw Suite When I want to create a presentation, I will use the following program: A Microsoft PowerPoint B Microsoft Word C Microsoft Excel D Microsoft Publisher E Microsoft Internet Explorer Which one of the following is not a desktop publishing program? A MS Publisher B Corel Ventura C QuarkXpress D Outlook E InDesign Total: 10 marks Copy and file your answers as evidence in your PoE. Module 1: Introduction to computers 25 Module 2 Using information technology effectively Overview When you have completed this module, you will be able to: • Demonstrate the use of networks. • Use Internet and e-mail software effectively. Introduction Information technology (IT) or information and communications technology (ICT) is a very broad subject, and deals with technology and other aspects of managing and processing information, especially in large organisations. IT deals with the use of electronic computers and computer software to convert, store, protect, process, transmit, and retrieve information. IT is part of nearly every aspect of our daily information lives. Computers, communications, digital information and software are found everywhere in our daily existence. Being computer knowledgeable is not enough. Everybody should have advanced computer skills, should be able to use IT effectively, and be able to adapt to the changes of technology. Unit 2.1: Demonstrating the use of networks Networks are becoming more and more important. In our homes, we are finding that more than one computer can be linked and can access the Internet at the same time. In the classroom, we have networks that link all the computers and print to one printer. Let us look at what a network is and how it has become part of our daily lives. Network: A network is a group of computers and connected devices that are linked by permanent connections, such as cables, or temporary connections made through telephone and other communication links. A network exists to provide us with ways of communicating and transferring information electronically. Networks can be small, such as a local area network (LAN) and consist of a few computers, printers, and other devices. They can also consist of many small and large computers distributed over a vast area. Some types of networks are user-to-user; others are distributed processes that involve many computers and sharing of workloads or efforts in performing a task. 26 Module 2: Using information technology effectively Server: The server on a local area network is usually the computer running software that controls all the other computers and devices. The server provides the user, or client, with something that they do not have on their own computer. Information and application programs can be on only one computer rather than being repeated on all the computers, and can be accessed through that one computer to all the other computers on the network. In order to work properly, the server and the user, or client, must be able to connect with one other. Did you know? Management Information Systems (MIS) refers to a central or centrally-coordinated system of computer expertise and management, the corporation’s entire network of computer resources. Network Basic hardware components All networks are made up of basic hardware components which are interconnected. Some of those components are as follows: Network cards: A network card, network adapter or NIC, is designed to allow computers to communicate over a network. It provides physical access to a networking medium, and also allows users to connect to each other using cables or wireless connections. Network bridge: A network bridge connects multiple network segments. They are similar to repeaters or network hubs. A bridge uses bridging where traffic from one network is managed rather than rebroadcast to another network segment. Hub: A hub is a small, simple network device that allows different connected computers to communicate. It copies the data to all the nodes connected to the hub. Did you know? A node is a device that is connected as part of a computer network and may be a computer, digital assistant, router, switch, cell phone or a hub. Hub Module 2: Using information technology effectively 27 Switches: Switches are devices that direct traffic to the correct node by filtering and forwarding packets between nodes. Routers: Routers forward data among networks. A router is connected to at least two networks. Routers are usually located at gateways, the places where two or more networks connect. Networks will give the following advantages Expand the capacity of your computer. If you link computers to create a network, it expands their capacity, therefore, you can access the data on all the different computers from any one of the computers on the network. If your home has two or more computers you can, through a network, share an internal connection, printer and other hardware, and view files in common. You can even use a network to play multi-user computer games. Share an Internet connection. One computer, called the host, shares its Internet connection with the rest of the computers on the network. By sharing one Internet connection, you can simultaneously surf the Web on your computer while another person checks e-mail on a different computer. Share files and folders. Suppose you want to look at the files on the computer that is located in your study and you are working on the computer in your bedroom. When computers are networked you can, for example, open the file from your computer, make changes, and then save the file on the computer in the study. It is, however, necessary that these files and folders should be accessible to all, i.e. shared files and folders. Play multi-computer games. Through networking and sharing an Internet connection, different persons can play games on separate computers with each other or on the Internet. Simultaneously, you can be working on the Web. To use a network the computers must be linked together: • Suitable hardware must be installed in each computer. • The computers must be joined with wires, or by means of wireless technology. • The fastest, most capable computer must be equipped with a spare port to connect it to the other computers or to the outside world. • This computer will serve as the network's central unit, or Internet Connection Sharing (ICS) host. • The other computers are called clients, and will connect to the ICS host. • There must be an individual network adapter for each computer. • Computers may require additional software to allow you to share folders or a printer. Network types available Ethernet: The Ethernet refers to a family of local area network (LAN) products that connect computers to the network over optical fibre and twisted-pair cables. This is the current standard technology and the 28 Module 2: Using information technology effectively Did you know? A gateway joins two networks through a combination of hardware and software. Router one used by most businesses. It links computers with a special cable and a device called a hub. Did you know? Fibre-optic lines are strands of optically pure glass, as thin as a human hair, which carry digital information over long distances. Ethernet network HPNA: This is a home phone-line network adapter which links computers via existing household telephone wiring. It allows all the components of a home network to interact over the existing telephone wiring without disturbing the existing voice or fax services. Wireless: Wireless means to link computers without wiring, by using radio signals. A router or a cell phone can be used to access the Internet. Did you know? Wi-Fi is short for Wireless Fidelity, which means to connect various devices without wires or cable but through radio signals. Wireless connection Module 2: Using information technology effectively 29 Token ring: A token ring is a network where all the computers are arranged in a circle. A token, which is a special bit pattern, travels around the circle. To send a message, a computer catches the token, attaches a message to it, and then lets it continue to travel around the network. Token ring network Personal Area Network (PAN): PAN is a computer network used for communication among computer devices, including telephones, personal digital assistants, printers and cell phones. The reach of a PAN is a few metres. It is used for communicating between these devices or to the Internet. Personal Area Network (PAN) 30 Module 2: Using information technology effectively