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COMPUTER HARDWARE AND SOFTWARE

SECTION I: Introduction to Computer …

This module introduces our students to the most important terms associated
with technology, using the personal technology platform as the basis of the
presentation.

It starts with a section that briefly overviews the key technology categories of
hardware and software and some associated terms such as application software
and system software.

Computer Fundamentals Tutorial

Computer is an advanced electronic device that takes raw data as an input from the user and
processes it under the control of a set of instructions (called program), produces a result
(output), and saves it for future use. This tutorial explains the foundational concepts of
computer hardware, software, operating systems, peripherals, etc. along with how to get the
most value and impact from computer technology.

Audience
This tutorial has been prepared for beginners as well as advanced learners who want to deal
with computers. The tutorial is also very useful for undergraduate students of computer
science, engineering, business administration, management, science, commerce and arts,
where an introductory course on computers is a part of curriculum.
After completing this tutorial, you will find yourself at a moderate level of expertise in the
knowledge of computer basics from where you can take yourself to the next level.
Prerequisites
Knowledge of computers is not a prerequisite to follow the contents of this tutorial. This
tutorial assumes no background in Computers or Computer programming.
Computer - Overview
Today’s world is an information-rich world and it has become a necessity for everyone to
know about computers. A computer is an electronic data processing device, which accepts
and stores data input, processes the data input, and generates the output in a required format.
The purpose of this tutorial is to introduce you to Computers and its fundamentals.

Functionalities of a Computer
If we look at it in a very broad sense, any digital computer carries out the following five
functions −
Step 1 − Takes data as input.
Step 2 − Stores the data/instructions in its memory and uses them as required.
Step 3 − Processes the data and converts it into useful information.
Step 4 − Generates the output.
Step 5 − Controls all the above four steps.

Advantages of Computers
Following are certain advantages of computers.
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 High Speed
 Accuracy
 Storage Capability
 Diligence.
 Versatility
 Reliability
 Automation
 Reduction in Paper Work and Cost
Disadvantages of Computers
Following are certain disadvantages of computers.

 No Intelligence quotient (IQ)

 Dependency
 Environment
 No Feeling

A QUICK TOUR OF TECHNOLOGY

 The two basic categories of technology are Hardware and Software.
 Within hardware, you’ll find another six categories which are: (1) input devices, (2)
output devices, (3) storage devices, (4) CPU and RAM, (5) telecommunications devices,
and (6) connecting devices.
 Within software, you’ll find another three categories which are: (1) application software
(2) system software, and (3) Utility Software

• Hardware – the physical devices that make up a computer (often referred to as the
computer system)
• Software – the set of instruction that your hardware executes to carry out a specific
task for you

Three Major Categories of Software

1. Application software – the software that enables you to solve specific problems or
perform specific tasks

2. System software – handles tasks specific to technology management and coordinates

the interaction of all technology devices.
3. Utility software – specific software that provides additional functionality to your
operating system to serve a purpose.
Computers can be broadly classified by their speed and computing power.
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Personal Computer (PC)

A PC can be defined as a small, relatively inexpensive computer designed for an individual
user. PCs are based on the microprocessor technology
that enables manufacturers to put an entire CPU on
one chip.

Workstation
Workstation is a computer used for engineering
applications desktop publishing, software development,
and other such types of applications which require a
moderate amount of computing power and relatively high
quality graphics capabilities. Common operating systems
for workstations are UNIX and Windows NT. Like PC, workstations are also single-user
computers like PC but are typically linked together to form a local-area network, although
they can also be used as stand-alone systems.

Minicomputer
It is a midsize multi-processing system capable of supporting up to 250 users
simultaneously.

Mainframe
Mainframe computer (sometimes just called a mainframe) – a
computer designed to meet the computing needs of hundreds of
people in a large Business environment.

Supercomputer
Supercomputers are one of the
fastest, most powerful, and
most
Expensive type of computers
currently available. Supercomputers are very expensive and are
employed for specialized applications. For example,
weather forecasting, scientific simulations,
(animated) graphics, fluid dynamic calculations,
nuclear energy research, electronic design, and
analysis of geological data (e.g. in petrochemical prospecting).
YOUR INTELLECTUAL INTERFACE
We refer to software as an intellectual interface because it contains the steps, (or instructions)
that automate processing tasks that you would undertake with your mind.
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APPLICATION SOFTWARE
Application software is really why people buy a computer. Application software products are
designed to satisfy a particular need of a particular environment

There are 10 categories of personal productivity software:

Word processing, spreadsheet, presentation, desktop publishing, personal information
management (PIM), and personal finance, Web authoring, graphics, communications, and
database management system (DBMS).

Word processing software – helps you create papers, letters, memos, and other basic
documents.

Spreadsheet software – helps you work primarily with numbers, including performing
calculations and creating graphs.

Presentation software – helps you create and edit information that will appear in electronic
slides.

Publisher software – extends word processing software by including design and formatting
techniques to enhance the layout and appearance of a document.

Database management system (DBMS) software – helps you specify the logical
organization for a database and access and use the information within a database.

From an organizational perspective, there are two other categories of application software:
vertical market software and horizontal market software.

Software of this type can cost an organization millions of dollars.

These types of application software automate business functions such as

inventory management, billing, and human resource management.

1. Vertical market software – application software that is unique to a particular

industry.
2. Horizontal market software – application software that is general enough to be
suitable for use in a variety of industries.

System Software
An operating system (OS) is a software program

that manages the hardware and software resources of a computer. The OS performs basic
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tasks, such as controlling and allocating memory, prioritizing the processing of instructions,
controlling input and output.

System software includes two basic categories: operating system and utility.
Operating system software includes:
 Linux,
 Mac OS,
 Microsoft Windows

Operating systems also support multitasking, which gives you the ability to work with more
than one piece of application software at a time.

Windows 2000 Professional (Windows 2000 Pro) is an operating

system that was produced by Microsoft as part of the Windows
NT family of operating systems. It was released to manufacturing
on December 15, 1999, and launched to retail on February 17,
2000.

Microsoft Windows XP, Windows XP Professional,

(Windows XP Pro, is a personal, computer operating system
produced by Microsoft as part of the Windows NT family of operating systems. It was
released to manufacturing on August 24, 2001, and released for retail sale on October 25,
2001.

Microsoft Windows XP Home – Microsoft’s latest upgrade to

Windows 2000 me, with enhanced features for allowing multiple
people to use the same computer.

Mac OS – the operating system for today’s Apple computers,

released March 24, 2001.
 

Linux – an open-source operating system that provides a rich

operating environment for high-end workstations and network
servers.

Utility software
Most importantly, utility software includes anti-virus software
which you need to protect your computer against viruses:

1. Anti-virus software - detects and removes or quarantines computer viruses.

2. Crash-proof software – utility software that helps you save information if your system
crashes and you’re forced to turn it off and then back on again.

3. Uninstaller software – utility software that you can use to remove software from your
hard disk that you no longer want.

4. Disk optimization software – utility software that organizes your information on

your hard disk in the most efficient way.
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HARDWARE: YOUR PHYSICAL INTERFACE

We refer to hardware as the physical interface to a computer because they constitute the
devices that you use in a physical way – typing on a keyboard, moving a mouse, and viewing
information on a screen.

While we work with the alphabet (A-Z), our base-10 numbering system (0-9), and special
symbols, computers work in terms of bits and bytes.
A bit can either be on or off; basically, there is either a presence or absence of an electronic
signal.

So, computers use a series of 1s and 0s to represent all forms of information.

These series of 1s and 0s are called bytes.
A byte is equivalent to one natural language character.

Binary digit (bit) – the smallest unit of information that your computer can process.
ASCII
American Standard Code for Information Interchange, an encoding system for converting
keyboard characters and instructions into the binary number code that the computer
understands.
Information Representation
For example, if you were to type the word cool on the keyboard, your keyboard (a
Hardware device) would change it into four bytes—one byte for each character—that would
look like the following to be used by your computer:

01100011 01001111 01001111 10011000

C O O L
This grouping of 1s and 0s would be used for “cool” as it moves around or is stored
On your computer—as it travels from one device to another, is stored on a storage device,
And is processed by your CPU.

There are three important conclusions that you should draw from this information so
far.
 First, your hardware works with information in a different form (although with the
Same meaning) than you do.

 Second, the term byte is the bridge between people and a computer. A computer can
store one character, special symbol, or number in a byte.
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 Third, the primary role of your input and output devices is to convert information
from one form to another. Input devices convert information from human-readable
form into bits and bytes, while output devices convert the 1s and 0s to something
people can recognize. All other hardware works with bits and bytes.

Input Devices
In computing, an input device is a piece of equipment used to provide data and control
signals to an information processing system such as a computer or information appliance.
Examples are as follows.

Keyboard
Keyboard is the most common and very popular input device
which helps to input data to the computer. The layout of the
keyboard is like that of traditional typewriter, although there
are some additional keys provided for performing additional
functions. Keyboards are of two sizes 84 keys or 101/102 keys, but now keyboards with 104
keys or 108 keys are also available for Windows and Internet.

Mouse
Mouse is the most popular pointing device. It is a very famous cursor-
control device having a small palm size box with a round ball at its base,
which senses the movement of the mouse and sends corresponding signals
to the CPU when the mouse buttons are pressed.
Generally, it has two buttons called the left and the right button and a wheel
is present between the buttons.

Scanner
Scanner is an input device, which works more like a photocopy machine. It
is used when some information is available on paper and it is to be
transferred to the hard disk of the computer for further manipulation.

Microphone
Microphone is an input device to input sound that is then stored in a digital
form. The microphone is used for various applications such as adding sound to a multimedia
presentation or for mixing music.

Bar Code Readers

Bar Code Reader is a device used for reading bar coded data (data in the
form of light and dark lines). Bar coded data is generally used in
labeling goods, numbering the books, etc. It may be a handheld scanner
or may be embedded in a stationary scanner.
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Optical Mark Reader (OMR)

OMR is a special type of optical scanner used to
recognize the type of mark made by pen or pencil. It is
used where one out of a few alternatives is to be selected
and marked. It is specially used for checking the answer
sheets of examinations having multiple choice questions.

Output Devices
An output device is any piece of computer hardware equipment which converts information
into human readable form. It can be text, graphics, tactile, audio, and video. Some of the
output devices are Visual Display Units.
Monitors, commonly called as Visual Display Unit (VDU), are the main output device of a
computer. It forms images from tiny dots, called pixels that are arranged in a rectangular
form. The sharpness of the image depends upon the number of pixels.

There are two kinds of viewing screen used for monitors.

 Cathode-Ray Tube (CRT)

 Flat-Panel Display

Cathode-Ray Tube (CRT) Monitor

The CRT display is made up of small picture elements called pixels. The
smaller the pixels, the better the image clarity or resolution. It takes more
than one illuminated pixel to form a whole character, such as the letter ‘e’
in the word.

Flat-Panel Display Monitor

The flat-panel display refers to a class of video devices that have reduced volume, weight and
power requirement in assessment to the CRT. You can hang them on walls, Current uses of
flat-panel displays include calculators, video games, monitors, laptop computer, and graphics
display.

Printer
A mechanical device for printing a computer's output on paper. There are three
major types of printer:
 Dot matrix - creates individual letters, made up of a series of tiny ink dots, by punching a
ribbon with the ends of tiny wires. (This type of printer is most often used in industrial
settings, such as direct mail for labeling.)
 Ink jet - sprays tiny droplets of ink particles onto paper.
 Laser - uses a beam of light to reproduce the image of each page using a magnetic charge
that attracts dry toner that is transferred to paper and sealed with heat.

Flash Memory Devices and Cards

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 Flash memory device – very small storage device that plugs into USB port
 Flash memory card – high capacity storage laminated inside a small piece of plastic

Common Types of Flash Memory

XD-Picture (XD) card – rectangular; smaller than a penny and about as thick with one
curved side
Secure Digital (SD) card and Multi Media Card (MMC) – look the same.

Relationship between Hardware and Software

 Hardware and software are mutually dependent on each other. Both of
them must work together to make a computer produce a useful output.
 Software cannot be utilized without supporting hardware.
 Hardware without a set of programs to operate upon cannot be utilized
and is useless.
 To get a particular job done on the computer, relevant software should be
loaded into the hardware.
 Hardware is a one-time expense.
 Software development is very expensive and is a continuing expense.
 Different software applications can be loaded on hardware to run
different jobs.
 Software acts as an interface between the user and the hardware.
 If the hardware is the 'heart' of a computer system, then the software is its
'soul'. Both are complementary to each other.
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Computerized Typing

LEARNING OBJECTIVES:

By the end of this training, CSPs should be able to:

 Identify the keys on the keyboard

 Identify basic typing/keyboard technology terms
 List all the functional key applications of the keyboard
 Create a practice keyboard for at home practice applications and
memorization
 Answer general typing/keyboard inquiries
 Complete all assigned typing/keyboard exercises

NO food, snacks, water or gum is permitted in the computer Labs.

Students will be responsible for any and all equipment damaged by the student.

Finger Position and Placements

Left hand Right hand

Finger Key Finger Key
Left hand pinky Right hand index
A J
Left hand ring Right hand middle
S K
Left hand middle
D Right hand ring
L
Left hand index Right hand pinky
F ;
Space b/w words or letters Space b/w words or Letters
Thumb Thumb
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Hand positioning
The next step, after reading the three key points of typing, is to learn how your
hands and fingers should be positioned on the keyboard. Look carefully at the
next picture to see how your hands and fingers should be positioned. Each of
your fingers should rest on one key.
Finger Name Left Hand Right Hand
Thumb These fingers rest on the space bar
Index Rest on the F key Rest on the J key
Middle Rest on the D key Rest on the K key
Ring Rest on the S key Rest on the L key
Little Rest on the A key Rest on the ; key

What is typing?
Typing is the process of writing or inputting text by pressing keys on a
typewriter, computer keyboard, cell phone, or calculator. It can be distinguished
from other means of text input, such as handwriting and speech recognition.
Text can be in the form of letters, numbers and other symbols. In other words,
Typing is the action or skill of writing something by means of a typewriter or
computer.
Your First Letter

Have a look at the blank page on your screen, all that white space. The first thing to
notice is the flashing vertical line. This is called the Cursor, or the Insertion Point. Its
normal behavior is to flash on and off.
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Practice Exercise

Letter writing

Millie Morris
Party! Works
327 5th Avenue NE
Seattle, WA 98017

Dear Millie:

As you may know, next spring Mike Johnson, is retiring from Childs Play, Inc. I am the
chairperson of the committee planning his reception. The company president has
recommended your services as an outside consultant in helping the committee with the
reception.

I am enclosing a summary report on the tasks we will need to perform for Mr. Johnson's
reception. I would appreciate it if you would complete the following tasks and then call me to
arrange a meeting with the committee.
Review the summary report; Review the budget allocations provided in the summary. Please
note that our total budget is $15,000.

I look forward to working with you.

Sincerely,

Chris MacDonald
Director/Public Relations

Completion Exercise
Psalm 1
1 BLESSED (HAPPY, fortunate, prosperous, and enviable) is the man who walks and
lives not in the counsel of the ungodly [following their advice, their plans and
purposes], nor stands [submissive and inactive] in the path where sinners walk, nor
sits down [to relax and rest] where the scornful [and the mockers] gather.

2 But his delight and desire are in the law of the Lord, and on His law (the precepts,
the instructions, the teachings of God) he habitually meditates (ponders and studies)
by day and by night. [Rom 13:8-10; Gal 3:1; 2 Tim 3:16.]

3 And he shall be like a tree firmly planted [and tended] by the streams of water, ready
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to bring forth its fruit in its season; its leaf also shall not fade or wither; and
everything he does shall prosper [and come to maturity]. [Jer. 17:7, 8.]

4 Not so the wicked [those disobedient and living without God are not so]. But they
are like the chaff [worthless, dead, without substance] which the wind drives away.

5 Therefore the wicked [those disobedient and living without God] shall not stand
[justified] in the judgment, nor sinners in the congregation of the righteous [those who
are upright and in right standing with God].

6 For the Lord knows and is fully acquainted with the way of the righteous, but the
way of the ungodly [those living outside God's will] shall perish (end in ruin and come
to naught).

CONGRATULATIONS!!

Well, this is it. By now, if you have truly mastered each lesson before moving onto the
next, you are now almost certainly a competent typist, fluent with all the keys that
really matter. You will know all the letters, all the numbers, and the most common
symbols.

All there is left to learn are just a few of the obscure symbols, numbers, and function-
related keys, such as the tab key, caps lock, control, option, etc. These keys tend to be
in different places on different keyboards, which is the main reason why they are not
included here. You will now however find they are extremely easy to add to your
repertoire, especially since most of them are large keys, and easy targets!
Your typing goals from here on are: to be able to type as fast as you can talk, and
ultimately, to type as fast as you can think! A hint: to achieve either of these
milestones you will have to be able to type without consciously thinking about the
mechanics of the typing process. This will require practice, practice and more
practice!
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Microsoft Word 2010 Tutorial

Objective
In this tutorial, we will learn about:

MS Word Basics
Word - Getting Started
Word - Explore Window
Word - Backstage View
Word - Entering Text
Word - Move Around

Word - Save Document

Word - Opening a Document
Editing Documents
Word - Select Text
Word - Copy & Paste
Word - Find & Replace
Word - Spell Check

Formatting Text
Word - Setting Text Fonts
Word - Text Decoration
Word - Change Text Case
Word - Change Text Color
Word - Text Alignments
Word - Indent Paragraphs
Word - Create Bullets
Word - Set Line Spacing
Word - Borders and Shades

Working with Tables

Word - Create a Table
Word - Rows & Columns
Word - Merging Cells
Word - Borders & Shades

Advanced Operations
Word - Preview Documents
Mail merge
Word -- Printing Documents
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Getting Started Word 2010

In this chapter, we will discuss how to get started with Word 2010. We will understand how to start a
Word 2010 application in simple steps. Assuming

you have Microsoft Office 2010 installed in your PC, to start the Word application, follow these steps −

Step 1 − Click the Start button.

Step 2 − Click the All apps option from the menu.

Step 3 − Search for Microsoft Office from the submenu and click it.

Step 4 − Search for Microsoft Word 2010 from the submenu and click it.

This will launch the Microsoft Word 2010 application and you will see the following window.
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Explore Window in Word 2010

In this chapter, we will understand how to explore Window in Word 2010. Following is the
basic window which you get when you start the Word application. Let us understand the
various important parts of this window.

File Tab
The File tab replaces the Office button from Word 2007. You can click it to check
the backstage view. This is where you come when you need to open or save files, create
new documents, print a document, and do other file-related operations.

Quick Access Toolbar

This you will find just above the File tab. This is a convenient resting place for the most
frequently used commands in Word. You can customize this toolbar based on your comfort.

Ribbon
Ribbon contains commands organized in three components −

 Tabs − these appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are examples of ribbon tabs.
 Groups − they organize related commands; each group name appears below the group on the
Ribbon. For example, group of commands related to fonts or group of commands related to
alignment, etc.
 Commands − Commands appear within each group as mentioned above.
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Title bar
This lies in the middle and at the top of the window. Title bar shows the program and
document titles.

Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just
beneath the Ribbon and is used to set margins and tab stops. The vertical ruler appears on
the left edge of the Word window and is used to gauge the vertical position of elements on
the page.

Help
The Help Icon can be used to get word related help anytime you like. This provides nice
tutorial on various subjects related to word.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a
slider that you can slide left or right to zoom in or out; you can click the + buttons to
increase or decrease the zoom factor.

View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of the
screen, lets you switch through the Word's various document views.

 Print Layout view − this displays pages exactly as they will appear when printed.
 Full Screen Reading view − this gives a full screen view of the document.
 Web Layout view − this shows how a document appears when viewed by a Web browser, such
as Internet Explorer.
 Outline view − this lets you work with outlines established using Word’s standard heading styles.
 Draft view − this formats text as it appears on the printed page with a few exceptions. For
example, headers and footers aren't shown. Most people prefer this mode.

Document Area
This is the area where you type. The flashing vertical bar is called the insertion point and it
represents the location where text will appear when you type.

Status Bar
This displays the document information as well as the insertion point location. From left to
right, this bar contains the total number of pages and words in the document, language, etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or
deselecting options from the provided list.
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Dialog Box Launcher

This appears as very small arrow in the lower-right corner of many groups on the Ribbon.
Clicking this button opens a dialog box or task pane that provides more options about the
group.

Backstage View in Word 2010

In this chapter, we will discuss the Backstage View in Word 2010. The Backstage view was
introduced in Word 2010. This acts as the central place for managing your documents. The
backstage view helps in creating new documents, saving and opening documents, printing
and sharing documents, and so on.

Getting to the Backstage View is easy: Just click the File tab, located in the upper-left
corner of the Word Ribbon.
If you already do not have
any opened document, then
you will see a window
listing down all the recently
opened documents as
follows −
If you already have an
opened document, then it will
display a window showing
detail about the opened
document as shown below.
Backstage view shows three columns when you select most of the available options in the
first column.

S. No Option & Description

1
Save
If an existing document is opened, it will be saved as is, otherwise it will display a dialogue
box asking for the document name.
2
Save As
A dialogue box will be displayed asking for document name and document type, by default it
will save in word 2010 format with extension .docx.
3
Open
This option is used to open an existing word document.
4
Close
This option is used to close an open document.
5
Info
This option displays information about the opened document.
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6
Recent
This option lists down all the recently opened documents
7
New
This option is used to open a new document.
8
Print
This option is used to print an open document.
9
Save & Send
This option will save an open document and will display options to send the document using
email, etc.
10
Help
This option is used to get the required help about Word 2010.
11
Options
This option is used to set various option related to Word 2010.
12
Exit
Use this option to close the document and exit.

Document Information
When you click the Info option available in the first column, it displays the following
information in the second column of the backstage view −

 Compatibility Mode − If the document is not a native Word 2007/2010 document,

a Convert button appears here, enabling you to easily update its format. Otherwise, this category
does not appear.

 Permissions − You can use this option to protect your word document. You can set a password
so that nobody can open your document, or you can lock the document so that nobody can edit
your document.

 Prepare for Sharing − This section highlights important information you should know about
your document before you send it to others, such as a record of the edits you made as you
developed the document.

 Versions − If the document has been saved several times, you may be able to access the previous
versions of it from this section.

Entering Text - Microsoft Word 2010

In this chapter, let us discuss how to enter text with Microsoft Word 2010. Let us see how
easy it is to enter text in a Word document. We assume you know that when you start Word,
it displays a new document by default as shown below −
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Document area is the area where you type your text. The flashing vertical bar is called the
insertion point and it
represents the location
where the text will appear
when you type. Keep the
cursor at the text insertion
point and start typing the
text? We typed only two
words "Hello Word" as
shown below. The text
appears to the left of the
insertion point as you type
−

The following are the two

important points that will help you while typing −

 You do not need to press Enter to start a new line. As the insertion point reaches the
end of the line, Word automatically starts a new one. You will need to press Enter, to
add a new paragraph.

 When you want to add more than one space between words, use the Tab key instead
of the spacebar. This way you can properly align text by using the proportional fonts.
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Moving with Mouse

You can easily move the insertion point by clicking in your text anywhere on the screen.
There may be instances when a document is big and you cannot see a place where you want
to move. Here, you will have to use the scroll bars, as shown in the following screenshot −

You can scroll through your document by rolling your mouse wheel, which is equivalent to
clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screenshot, there are two scroll bars: one for moving vertically
within the document, and one for moving horizontally. Using the vertical scroll bar, you
may.
 Move upward by one line by clicking the upward-pointing scroll arrow.
 Move downward by one line by clicking the downward-pointing scroll arrow.
 Move one next page, using the next page button (footnote).
 Move one previous page, using the previous page button (footnote).
 Use the Browse Object button to move through the document, going from one
chosen object to the next.

Moving with Go To Command

Press the F5 key to use the Go To command. This will display a dialogue box where you
will have various options to reach to a particular page.
Normally, we use the page number, the line number or the section number to go directly to a
particular page and finally press the Go To button.
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Save Document in Word 2010

In this chapter, we will discuss how to save a document in Word 2010.

Saving New Document

Once you are done with typing in your new Word document, it is time to save your
document to avoid losing work you have done on a Word document. Following are the steps
to save an edited Word document −
Step 1 − Click the File tab and select the Save As option.
Step 2 − Select a folder where you will like to save the document, Enter the file name which
you want to give to your document and Select the Save As option, by default it is
the .docx format.

Step 3 − finally, click on the Save button and your document will be saved with the entered
name in the selected folder.
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Saving New Changes

There may be an instance when you open an existing document and edit it partially or
completely or an instance where you may like to save the changes in between editing of the
document. If you want to save this document with the same name, then you can use either of
the following simple options −

 Just press the Ctrl +

S keys to save the
changes.
 Optionally you can
click on the floppy
icon available at the
top left corner and
just above the File
tab. This option
will also help you
save the changes.
 You can also use
the third method to
save the changes, which is the Save option available just above the Save As option
as shown in the above screenshot.
If your document is new and it was never saved so far, then with any of the three options,
Word will display a dialogue box to let you select a folder, and enter the document name as
explained in case of saving new document

Opening a Document in Word 2010

In this chapter, we will discuss how to open a document in Word 2010.

A new, blank document always opens when you start Microsoft Word. Suppose you want to
start another new document while you are working on another document, or you closed an
already opened document and want to start a new document. Here are the steps to open a
new document.

Step 1 − Click the File tab and select the New option.

Step 2 − When you select the New option from the first column, it will display a list of
templates in the second column. Double-click on the Blank document; this is the first
option in the template list. We will discuss the other templates available in the list in the
following chapters.
 Page 24

You should have your blank document as shown below. The document is now ready for you
to start typing your text.

You can use a shortcut to open a blank document anytime. Try using the Ctrl + N keys and
you will see a new blank document similar to the one in the above screenshot.

Using the Selection Bar

The black shaded area in the following screen shot is called the selection bar. When you
bring your cursor in this area, it turns into a rightward-pointing arrow.

Copy & Paste in Word 2010

In this chapter, we will discuss how to copy, cut and paste in Word 2010. This tutorial will
teach you how to use copy, cut and paste techniques to duplicate a text leaving the original
text intact or removing the original text completely.

To use copy and paste or cut and paste operations, Word makes use of a temporary

memory which is called the clipboard. When you copy or cut a text, it stay on the clipboard
temporarily and in the second step you can paste this content at the desired location.

Copy & Paste Operation

The Copy operation will just copy the content from its original place and create a duplicate
copy of the content at the desired location without deleting the text from it's the original
location. Following is the procedure to copy the content in word −

Step 1 − Select a portion of the text

using any of the text selection
methods.
Step 2 − you have various options
available to copy the selected text in
clipboard. You can make use of any
one of the options Using Right-Click −
When you right-click on the selected
text, it will display the copy option,
click this option to copy the selected
content in clipboard.

 Using Ribbon Copy Button − after selecting text, you can use the copy button
available at the ribbon to copy the selected content in clipboard
 Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys to copy the
selected content in clipboard
 Page 25

Change Text Case in Word

2010

In this chapter, we will discuss how to change text cases in Word 2010. You can also
capitalize a character you are typing by pressing and holding the SHIFT key while you type.
You can also press the CAPS LOCK to have every letter that you type capitalized, and then
press the CAPS LOCK again to turn off capitalization.

A sentence case is the case where the first character of every sentence is capitalized. It is
very simple to change the selected portion of text into sentence case by following two
simple steps −

Step 1 − Select the portion of text that that needs to be put in sentence case. You can use any
of the text selection methods to select the portion of text.

Step 2 − Click the Change Case button and then select the Sentence Case option to
capitalize the first character of every selected sentence.

Create Bullets in Word 2010

Microsoft word provides bullets and numbers to put a list of items in a nice order. This
chapter will teach you simple steps to create either the bulleted or the numbered lists in
simple steps.
 Page 26

Create a List from Existing Text

This is very simple to convert a list of lines into a bulleted or numbered list. Following are
the simple steps to create either bulleted list or numbered list.

Step 1 − Select a list of text to which you want to assign bullets or numbers. You can use
any of the text selection method to select the portion of text.

Step 2 − Click the Bullet Button triangle to display a list of bullets you want to assign to the
list. You can select any of the bullet style available by simply clicking over it.

Step 3 − If you are willing to create a list with numbers, then click the Numbering
Button triangle instead of the bullet button to display a list of numbers you want to assign to
the list. You can select any of the numbering style available by simply clicking over it.

Add Borders to Page

You can add borders of your choice to word pages by following the steps given below.

Step 1 − Click the Border

Button to display a list of options
to put a border. Select the Border
and Shading option available at
the bottom of the list of options as
shown in the above screenshot.
This will display a Border and
Shading dialog box. This dialog
box can be used to set borders and
shading around a selected text or
page borders.

Step 2 − Click the Page

Border tab which will display a list of

border settings, styles and options whether
this border should be applied to the whole
document or just one page or the first page.

Step 3 − You can use the Preview section to

disable or enable left, right, top or bottom
borders of the page. Follow the instruction
given in the preview section itself.

Step 4 − You can customize your border by

setting its color, width by using different art
available under the style section.
 Page 27

Create a Table in Word 2010

In this chapter, we will discuss how to create a table in Word 2010. A table is a structure of
vertical columns and horizontal rows with a cell at every intersection. Each cell can contain
text or graphics, and you can format the table in any way you want. Usually the top row in
the table is kept as a table header and can be used to put some informative instruction.

The following steps will help you understand how to create a table in a Word document.

Step 1 − Click the Insert tab followed by

the Table button. This will display a simple grid as shown
below. When you move your mouse over the grid cells, it
makes a table in the table that appears in the document.
You can make your table having the desired number of
rows and columns.

Step 2 − Click the square representing the lower-right

corner of your table, which will create an actual table in
your document and Word goes in the table design mode. The table design mode has many
options to work with as shown below.

Step 3 − This is an optional step that can be worked out if you want to have a fancy table.
Click the Table Styles button to display a gallery of table styles. When you move your
mouse over any of the styles, it shows real time preview of your actual table.

Step 4 − To select any of the styles, just click the built-in table style and you will see that
the selected style has been applied on your table.

Rows & Columns in Word 2010

In this chapter, we will discuss how to work with rows and columns in Word 2010. As
discussed in the previous chapter, a table is a structure of vertical columns and horizontal
rows with a cell at every intersection. A Word table can contain as many as 63 columns but
the number of rows is unlimited. This chapter will teach you how to add and delete rows and
columns in a table.

Add a Row
Following are the simple steps to add rows in a table of a word document.

Step 1 − Click a row where you want to add an additional row and then click the Layout
tab; it will show the following screen.
 Page 28

Delete a Row
The following steps will help you delete rows from a table of a Word document.
Step 1 − Click a row which you want to delete from the table and then click the Layout tab;
it will show the following screen.
Step 2 − Click the Layout tab, and then click the Delete Rows option under the Delete
Table Button to delete the selected row.

Merging Cells in Word 2010

In this chapter, we will discuss how to merge table cells in Word 2010. Microsoft Word
allows the merging of two or more cells to create one large cell. You will frequently need to
merge columns of the top row to create the title of the table. You can merge cells either row-
wise or column-wise, rather you cannot merge cells diagonally. This chapter will teach you
how to merge multiple rows or columns.

Merging Cells
The following steps will help you merge table cells in a Word document.

Step 1 − Bring your mouse pointer position inside the first cell that you want to merge. Now
press the Shift key and click the cells around the cell which you want to merge into the first
cell. This will highlight the cells which you click and they will be ready to be merged.

Step 2 − Now click the Layout tab and then click the Merge Cells button which will merge
all the selected cells.

Set Standard Watermark

The following steps will help you set standard watermark in word document. A standard
watermark is the one which is already defined by words and cannot modify their font or
color etc.
1 − Open a word document in which you want to add a watermark.
2 − Click the Page Layout tab and then click the Watermark button to display a list of
standard watermark options.
3 − you can select any of the available standard watermarks by simply clicking over it. This
will be applied to all the pages of the word. Assume we select the confidential watermark.

1 − Click the Page Layout tab followed by the Watermark button to display a list of

standard watermark options. At the bottom, you will find the Remove Watermark option.
2 − Click Remove Watermark option; this will delete the existing watermark from the
document.
 Page 29

Practical Works
MS Word Practical Questions

Q No. 1. Explain the MS word interface parts. Explain about following commands of MS
Word.

 The file tab

 Ribbon tabs
 Groups
 Dialog box launcher

Q No. 2. What is Paragraph? Explain about Paragraph marks, Soft paragraph (line break)
marks. Write The paragraphs and do following. There are different types of computer
systems nowadays for different purpose according to the user needs. However we can classify
them into different groups based on different aspects. We can find four different types of
computers based on size. These are large computers that are most powerful. They can
complete tasks very soon and are optimized to complete given tasks quickly. Mainframe
Computers. These are the largest computers and can support hundreds of users
simultaneously. These are powerful computers and optimized to run maximum number of
applications at one time. These are medium sized computers –smaller than mainframe but
much larger than personal computers. They can be the best solution for medium scale
organizations. Micro Computers. Micro computers are the smallest when size is concerned.
They range from Desktop, Laptop up to the palm top and even smaller ones. Because micro
computers are developed to support single person, they are often called personal computers
(PCs).

 Divide 4 paragraphs for the above text and justify Alignment.

 Make Drop Cap the first letter of the second paragraph.
 Make 1.5" line spacing for third paragraph.
 Change font size on 17 points for the last paragraph.
 Apply numbers for the last two sentences for 4th paragraph.
 Set up the page layout on Landscape orientation and set up 1.50" and Right 1.05".

Q No. 3. Create table as below and shading the first row. Insert an Octagon and write your
name in the Center

Day / Period I Period II Period IV Period V

Sunday Math Science English Computer

Monday Science Computer Math English

Tuesday English Math Computer Science
Wednesday Computer Science Math English
Friday Math Science English Computer
 Page 30

Create margin at the top & bottom 1.1 inch and right & left 1.5 inch
 Create landscape orientation & A4 paper size
 Insert Period III column after Period II
 Insert Thursday row bellow Wednesday row
 Insert page number center align and Arial font
 Insert watermark "Hello world"
 Table font “Times new roman” and 13 size

QNo. 4. What are styles and what do I use them for? Write 5 pages word documents of 3
chapters.
First two pages of chapter-1, second 2 pages of chapter-2 and last one page of Chapter-3 with
Following styles

 Paragraph with Normal styles having “Aerial Font”, 11 size and 1.15 line spacing
with 0.6cm left indent.
 Heading 1 with 1st level numbering with “Times New Roman” font, size 14, bold,
12mm spacing before and 6mm spacing after “Heading 1”
 Heading 2 with 2nd level numbering with Aerial font, size 12, bold, 6mm spacing
before and 6mm spacing after “Heading 2”
 Heading 3 with 3rd level numbering with Aerial font, size 11, 6mm spacing before
and 3mm spacing after “Heading 1”
 Documents should have total of 5 pages with “Heading 1”, “Heading 2” and
“Heading 3”. Each
 “Heading 1” in each page should have with minimum of 2 “Heading 2” and 3
“Heading 3” in each
 “Heading 2”. See example below.
 Each Chapter will have separate header with their Chapter number and footer with
page
Number.
QNo. 5. Design display board and Logo by using Word Art and
print it.

QNo. 6.What is illustration in MS Word? Prepare document

with inserting following:
 pictures
 online pictures
 shapes
 SmartArt
 a chart
 screenshot
 Insert more than 2 shapes and group and ungroup the shapes.

QNo. 6. Create a chart and show the product price comparison between 2015, 2016, and 2017.

QNo. 7. Use smart art and create organization charts QNo. 9. Design in MS Word.
 Create Page 1 and 2 in Portrait.
 Page 31

 Create Page 3 in Landscape.

 And 4 and 5 in A4 Portrait.

 Make this Table in Page no. 2

NVTI
NVTI NVTI
1 2 3
 Use Header and Footer in every page.

QNo. 8. Create Business Cards using Shapes, text, and colors.

QNo. 9. Create Business Cards using Shapes, text,

and colors.

QNo. 10. Get the newspaper and see the text-based

advertisement and Design that advertisement in
Microsoft Word.
QNo. 11. Take a double-column book or newspaper
and design or create a similar paragraph style in the
word document.

QNo. 12. Create a letterhead, Identity card of any company or institution that you got and insert the
Watermark with that company name in the document.

Print Preview in Word

Print Preview gives you a look of how your document will look like on the paper when you print it.
So before you print your work make sure you have done all the correct editing and formation needed.
After which you can print Preview it before sending print to your printer.

To Print Preview:
 Click the round Office button in the top
left of Word, in Office 2007. Then
select Print. From the Print options,
select Print Preview:
 For easy access, look on your quick
access toolbar for the print preview icon

When you click on Print Preview you're left with

just a single tab. This one:

To get back to the normal Word ribbons, click

the Close Print Preview button on the right.
But have a look at your headers and footers. Use
the Zoom control on the tab to zoom in and out
Page 32