Characteristics of

Chapter
Computer
1
What is Computer?

Computer is an advanced electronic device that takes raw data as

input from the user and processes these data under the control of set of

instructions (called program) and gives the result (output) and saves

output for the future use. It can process both numerical and non-

numerical (arithmetic and logical) calculations.

1
The computer case is the metal box that contains the main components of
the computer. It houses the motherboard, central processing unit (CPU),
the power supply, and more.

Computer cases come in different shapes and sizes. A desktop case lies flat
on a desk, and the monitor usually sits on top of it. A tower case is tall and
sits next to the monitor or on the floor. The front of the case usually has an
on/off switch and one or more optical drives.

Most of the personal computers you can purchase today include tower
cases, rather than desktop cases; however, some computers are being
made with all of the internal components built into the monitor, which
completely eliminates the tower.

The monitor works with a video card, located inside the computer case, to
display images and text on the screen. Newer monitors usually have LCD
(liquid crystal display) or LED (light-emitting diode) displays. These can be
made very thin, and they are often called flat panel displays. Older
monitors use CRT (cathode ray tube) displays. CRT monitors are much
bigger and heavier, and they take up more desk space.

Most monitors have control buttons that allow you to change your
monitor's display settings, and some monitors also have built-in speakers.

LED displays are actually LCD displays that are backlit with light-emitting
diodes. This allows for greater contrast than a traditional LCD display.

2
 Characteristics of Computer

High Speed

It indicates the speed of a computer. The computer present in the

modern world has the speed of Nano and Pico second. The speed of a
computer is calculated in MHz (Megahertz) that is million instructions per
second. Now days a powerful computers perform billions of operations per
second. As the power of computer increases, the speed also increases and
measured by GHz (Gigahertz).

Note: The larger the processor, the more speeder the computer will have.

For example: 1.5 Ghz, 2.0Ghz, 2.5 Ghz, 2.8 Ghz, 3.0 Ghz processing speed.

Accuracy (Authenticity)
It denoted the accuracy of the computer. They are reliable and
robust. It never makes a mistake. Most probably the error occurs due to
the user rather than the computer. For example if the program is wrongly
coded, if the data is corrupted, or if wrong data entry: GIGO (Garbage in
garbage out): if the wrong input is given, the output also will be wrong.

Automatic
The computers are automatic. It may execute the process without
any interference of user once they are assigned to a work. Once the data
or instruction are fetched from the secondary devices such as optical disks,
hard disks etc. Immediately they get stored into RAM (primary memory)
and then sequentially they get executed.

3
Diligence
This denotes that the computers never get tired as the humans do.
If there are extra amount of executions to be made then each and every
execution will be performed at the same time period. They can perform
their assigned task without taking any refreshment.

Versatile (Adaptability)
Computers are versatile machines. In our day to day life computers
has been a part, with their extended flexibility they are used, all over the
world. They can be used as personal computers, for home uses, for business
oriented tasks, weather forecasting, space explorations, teaching, railways,
banking, medicine etc. All Modern computers can perform different kind
of tasks simultaneously.

High storage and retrieval capacity (Memory)

Computers can store huge amounts of data for indefinite period of time
and makes the data available for the later retrieval. They have main and
secondary or auxiliary memory systems. Secondary storage devices are the
key for the data storage devices, which are capable of storing huge
amounts of data for which the user wants to retrieve these data for future
use. The examples for various secondary devices are Floppy disk, Optical
disks (CD and DVD), USB flashes, etc. The data of smaller size can be easily
fetched and they can be copied to the primary memory (RAM).

4
Resource sharing
Resources in the computer systems include files, documents, data,
information, hard disk, software, printer, scanner and related equipment’s.
It is possible to share these resources in computing systems unlike
traditional or manual way of file handling. With the great growth in
computer technologies, computers today have the capability to connect
with each other. This has made the sharing of costly resources like printers
possible. Apart from device sharing, data and information can be shared
among groups of computers.

Cheaper (Reduction of cost)

Computers are short term investment in order to achieve a long
term gain. However the investment is high they reduce the cost of each
and every transaction. They reduce man power and leads to a
sophisticated and efficient way for computing various tasks.

5
Recap

 Computer case is the metal box that contains the

motherboard, central processing unit (CPU), the power
supply, and more.
 There are two types of computer case desktop case (the
monitor usually sits on top of it), and A tower case.
 LCD (liquid crystal display)

 LED (light-emitting diode) displays.

 CRT (cathode ray tube) displays.

 High Speed, Accuracy, Automatic, Diligence, Versatile, High

storage, Resource sharing and retrieval capacity

6
 Applications of Computer
Chapter
Virus
2 What are applications of computers?

Computers play a vital role in every field. They aid industrial

processes, they find application in medicine; they are the reason why
software industries developed and flourished and they play an important
role in education.
Computers have changed the way we work, be it any profession.

Considering the use of computer technology is almost every part of life, it is

important for everyone to have at least the basic knowledge of using
computers.

7
Let's look the role of computer technology plays in the education sector.

Role of Computers in Education

What is the role of computers in education?
Role of computers in education has been given a lot of importance
in recent years. This is also why the education system has made computer
education a part of school curriculum.

Computers in Education

8
Computer technology has had a deep impact on the education sector.
Thanks to computers, imparting education has become easier and much
more interesting than before. Due to memory capacities of computers,
large amounts of data can be stored in them. They enable quick
processing of data with very less or no chances of errors in processing.
Networked computers aid quick communication and enable web access.

Storing documents on computers in the form of soft copies instead of hard

ones helps save paper. The advantages of computers in education
primarily include:

 Storage of information
 Quick data processing
 Audio-visual aids in teaching
 Better presentation of information
 Access to the Internet
 Quick communication between students, teachers and parents

Computer teaching plays a key role in the modern education system.

Students find it easier to refer to the Internet than searching for
information in fat books. The process of learning has gone beyond learning
from arranged textbooks. Internet is a much larger and easier-to-access
storehouse of information. When it comes to storing retrieved information,
it is easier done on computers than maintaining hand-written notes.

9
Computers are a brilliant aid in teaching
Online education has changed the education industry. Computer
technology has made the dream of distance learning, a reality. Education
is no longer limited to classrooms. It has reached far and wide, thanks to
computers. Physically distant locations have come closer due to Internet
accessibility. So, even if students and teachers are not in the same
locations, they can very well communicate with one another.

There are many online educational courses, whereby students are not
required to attend classes or be physically present for lectures. They can
learn from the comfort of their homes and adjust timings as per their
convenience.

Computers have given impetus to distance education

Computers facilitate effective presentation of information.
Presentation software like PowerPoint and animation software like Flash
among others can be of great help to teachers while delivering lectures.
Computers facilitate audio-visual representation of information, thus
making the process of learning interactive and interesting. Computer-
aided teaching adds a fun element to education. Teachers hardly use
chalk and board today. They bring presentations on a flash drive, plug it
in to a computer in the classroom, and the teaching begins. There's color,
there's sound, there's movement - the same old information comes forth in
a different way and learning becomes fun. The otherwise not-so-

10
interesting lessons become interesting due to audio-visual effects. Due to
the visual aid, difficult subjects can be explained in better ways. Things
become easier to follow, thanks to the use of computers in education.
Computers in Hospital

How Computers are useful in Hospital and Community?

In Hospital setting, we can find the use of computers for - Clinical
Implication, Administration, Research, & Education.
In Clinical Implication we can use computers for – Assessment, Patient
monitoring, Documentation, Telemedicine, & Electronic Medical Records
(EMR).
Clinical Implication:

Assessment: Computer helps in gathering and storing the data about

the patient.
Patient monitoring: Computers in acute care settings such as
emergency, serious care and sign monitoring, calculation of physiological
indices such as peripheral vascular resistance and cardiac output.

11
Advantages: Free the nurses from technical role, Focus more attention
on the patient, family and the nursing process, Helps in comparison of the
patient’s current condition with an earlier condition.
Telemedicine:
Is a rapidly developing application of clinical medicine where medical
information is transferred via telephone, the internet or other networks for
the purpose of consulting, and sometimes remote medical procedures or
examinations. It narrows the distance between urban and rural
communities and provides increased access to confined and underserved
patients.

Electronic Medical Records (EMR):

Electronic Medical Records systems have proven to be a far better
approach to documentation than paper-based systems.
Increased Efficiency: Patient information is readily available, saving
time and effort and less office space is required to store the records.
Improved Documentation: Eliminates illegible handwriting, links
related records electronically, reduces data entry errors, and helps
eliminate missing patient information.

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Improved quality of care: With complete and immediate access to
patient records, providers are able to provide better, faster, more
personalized care.
Improved security: Role-based security allows only authorized
individuals access to medical records.
Access logging and auditing provides a history of who accessed and who
modified any record.
Research: the advent of computerized data bases of literature helps to
search rapidly and to retrieve abstracts of literature immediately, Conduct
online searches of data base, Provides online full text information on legal,
news, business and general information.
Preparation of research document: Computers assist in the
preparation, revision and formatting of research documents, reducing the
time spent on the paper work associated with research.
Advantages: Accurate documentation of services, Can be retrieved,
compiled, summarized and presented in meaningful and comprehensible
form.
Patient appointment identification system
The patient appointment system helps the patients clinic visit to minimize
waiting time, Smooth the clinic load, Establish patient priority for
appointments along carefully delineated guidelines.
Computers in Engineering/Architecture/Manufacturing
The architects and engineers are widely using computers in designing and
drawings. Computers can create objects than can be viewed from all three

13
dimensions. By using techniques like virtual reality, architects can explore
houses that have been designed but not built. The manufacturing factories
are using computerized robotic arms in order to perform hazardous jobs.
Besides, computer aided manufacturing (CAM), computer aided design
(CAD), which allow the user to draw and easily modify product designs,
can be used in designing product.
Ordering the parts and planning production. Thus computers help in co-
coordinating the entire manufacturing process.

Computers in Entertainment
Computers are finding greater use in entertainment industry. They are
used in the music, film, radio and television industries. It is very simple to
edit music’s, films and sounds, videos and audio visual materials digitally.
Computers are used to control the images and sounds. The special effects
which mesmerize the audience would not have been possible without the
computers. In addition, computerized animation and colorful graphics
have modernized the film industry.

Computers in Communication

Email and chat services are vital tools for digital communication globally.
E-mail (electronic mail) is one of the communication media in which
computer is used. Through e-mail, messages and reports are passed from
one person to one or more persons with the aid of computers and
telephone line. The advantage of this service is that while transferring the
messages it saves time, avoids wastage of paper, and so on. Chat service is
one service of an internet where people can chat online using different

14
software instantaneously. Skype and yahoo messenger are popular soft
wares used for this application.

Recap

 Computers play a vital role in every field.

 Advantages of computers in education primarily include:

Storage of information

Quick data processing

Audio-visual aids in teaching

Better presentation of information

Access to the Internet

Communication between students, teachers and parents

 Computers used in Hospital for :-

Clinical Implication, Administration, Research, & Education.
 Computers also used in Engineering, Manufacturing,
Entertainment and Communication.

15
 Computer Software
Chapter

3
Computer Software

Operating System Application

Software is the set of programs that govern the operation of a computer

system & make the Hardware run.

Software can be classified into two major groups:

 Operating system software

 Application software

Operating system software

16
Operating system software is software which controls and coordinates the
interaction between a user and computer hardware. It manages most of
your computer activities.

An operating system performs different functions:-

 Running an applications
 Maintenance of files
 Allocation of computer resources

As a file manager the operating system is used to name, save, retrieve and
maintain program and data files you create and use on your computer. As
a resource manager, the operating system controls the flow of information
through your computer. Data accepted by the keyboard and mouse, seen
on the monitor, or sent to a printer are all under the control of the
operating system.

Example:

Windows Xp

Windows Vista

Window 7, etc.

Application software

Application software is a set of related programs designed to carry out

certain tasks that fulfill user’s specific needs. Application software run

17
under System Software, and are made to do a specific task i.e. (Word
Processing etc.), which have indirect access to the hardware (i.e. Behind
System Software).

Examples:
Web browser, word processing software, database management software,
presentation graphics software.

1. Microsoft Word (Word Processing)

2. Microsoft Excel (Spreadsheet software)

3. Microsoft PowerPoint (Presentation Software)

4. iTunes (Music / Sound Software)

5. VLC Media Player (Audio / Video Software )

6. World of War craft (Game Software)

7. Adobe Photoshop (Graphics Software)

How to install a software program

Installation of a software program can be depending on the operating

system being used and the program being installed. Because of all the
different possibilities, we have created the below steps as guidelines for
installing programs in each of the major operating systems.

Before starting installation:

18
  Make sure your computer meets the requirements of the program,
game, or utility you are attempting to install.
 The manuals for the program or the readme file located in the same
directory as the install commonly contain exact instructions on how
to install a program.
 After installing or during the installation, a program may need to
install other programs, files, or utilities before it is able to run. If this is
the case, the program will commonly prompt you to install the
program or you may need to run a separate install before the
program can be fully used.
 When installing a program, utility, or game, it is always a good idea
first to close or disable any other programs that are running.
 After installing a new program if it prompts you to reboot the
computer, do it.

Microsoft Windows users

Many software programs, games, and utilities have an AutoPlay feature

that will automatically start the setup screen for the software program
when the CD is placed in the computer. If your program, game, or utility
contains this feature, run the installation through the screen that appears
after inserting the disc.

If you are installing a program, game, or utility that does not contain this
feature or you are installing a program from a floppy diskette, follow the
below steps.

1. Open my computer.

19
 2. Within the My Computer window, open the drive that contains the
installation files. For example, if the files are on a floppy diskette,
open the A: drive. If they're on a CD or DVD open the D: drive or the
letter of the disc drive.
3. Within the drive that contains your files, locate either a setup or
install file. Double click on this file should start the installation for the
program, game, or utility. If you see multiple setups or install files, try
to locate the Application file or double-click each of setup or install
files until you find the file that starts the installation. Many times the
icons associated with the installation files have the same name.

Recap

 Software is the set of instructions that enables a computer to

operate and perform user’s task.
 There are two types of software:

Operating system software

Application software

 Operating system software is software which interacts between

user and the hardware. It manages the computer activities.

 Application software is a set of programs that designed to perform

specific tasks.

20
 Computer Virus
Chapter

4 What is Virus?

A computer virus is a computer program or code that can

replicate itself and spread from one computer system to another system. A
computer virus has the capacity to corrupt or to delete data on your
computer and it can utilize an e-mail program to spread the virus to other
computer systems. In the worst case scenario, it can even delete everything
on your hard disk. The purpose of it to disrupt the operation of the
computer or the program.
In the same way as viruses harm peoples' bodies, computer viruses can do
considerable damage to computer systems.

VIRUS is a short name for: VITAL INFORMATION RESOURCE UNDER SEIGE

21
Viruses are infections. Computer infections can come in several forms and
your computer can "catch" one in several ways:

 An email virus is one type. An email virus can travel through

attachments in email messages and can automatically replicate itself
by mailing itself to dozens or even hundreds of people on your list of
contacts found in your online address book. There are email viruses
which don’t need to be double-clicked in order to install themselves as
they can launch while you are simply viewing the message.

 A Trojan horse is not a virus. It is a computer program that claims

to be a game but in actuality, will just do damage once you run it. It
may even erase your hard disk. It cannot automatically replicate
itself.

 A worm is a small type of software that utilizes security holes and

Computer Networks in order to replicate itself. The worm will scan
the Network for machines that carry a particular security hole. It will
then copy itself to the machine through the security hole and will
start replicating itself.
 Spyware is a type of malware (malicious software) installed on
computers that collects information about users without their
knowledge. The presence of spyware is typically hidden from the user
and can be difficult to detect. Typically, spyware is secretly installed on
the user's personal computer.

22
 Viruses in general, start working and spreading once you start using
the application or program to which the virus is attached. For instance, a
program that has a virus in it will place the virus in the system’s memory
each time that program is run.

With over 1000 different types of viruses, there is a variety of different

parts of the computer they can attack e.g. boot sector. The most common
symptoms that indicate your computer has been infected.

 files and data is deleted

 the computer takes longer to load programs/applications
 items and images on your screen are distorted and unusual images
and text appears
 unusual noises come from your keyboard, hard disk
 hard disk operates excessively or is inaccessible
 disk space and filenames change for no reason
 system tools such as Scandisk return incorrect values

The most common types of Viruses

Polymorphic Viruses
A polymorphic virus is an encrypted virus that hides itself from anti-
virus through encrypted (scrambled) data and then decrypts itself to be
able to spread through the computer. The thing that makes it hard for
anti-virus software to detect polymorphic viruses is that the virus
generates an entirely new decryption routine each time it infects a new
executable file, making the virus signature different in each signature.

23
Stealth Viruses

A Stealth virus hides the modifications made to files and boot records
by modifying and forging the results of calls to functions, therefore
programs believe they are reading the original file and not the modified
file. Good anti-virus software will probably detect a stealth virus due to
the fact that a stealth virus attempts to hide itself in memory when a anti-
virus software is launched.

Slow Viruses

A Slow virus is a difficult virus to detect due to the fact it only

modifies and infects files when they have been modified or copied.
Therefore the original file will not be infected by the actual copied file. A
good way to protect yourself against slow viruses is by using an integrity
checker or shell.

Retro Viruses
A Retro virus attacks the anti-virus software designed to delete it.
The retro virus usually attempts to attack the anti-virus data files such as
the virus signature store which disables the ability of the anti-virus
software to detect and delete viruses. Otherwise the retro virus attempts
to alter the operation of the anti-virus software.

Multipartite Viruses

24
 A Multipartite virus attempts to attack and infect both the boot
sector and executable files at the same time.

Armored Viruses

An Armored virus attempts to protect itself from anti-virus software

by trying to make anti-virus software believe it is located somewhere else.
Therefore the Armored virus has made itself more difficult to trace,
disassemble and understand.

Companion Viruses

A Companion virus creates a companion file for each executable file

the virus infects. Therefore a companion virus may save itself as
scandisk.com and every time a user executes scandisk.exe, the computer
will load scandisk.com and therefore infect the system.

Phage Viruses

A Phage virus is a very destructive virus that re-writes a executable

program with it's own code, rather than just attaching itself to a file.
Therefore a Phage virus will usually attempt to delete or destroy every
program it infects.

Revisiting Viruses

25
 A Revisiting virus is a worm virus and attempts to copy itself within
the computer’s memory and then copy itself to another linked computer
using TCP/IP protocols. The Morris Worm virus in the late 1980's was the
first major virus threat to hit the Internet.

Prevention form Viruses

1. Install the virus protection software.

2. Scan the software before copying/installing.
3. Always purchase original software.
4. Regularly update your Anti-virus Software.

What is Anti-Virus?

Antivirus software is software that designed to protect, prevent,

detect, and remove malware, including computer viruses, worms, and
Trojan horses. Such programs may also prevent and remove adware,
spyware, and other forms of malware.
Computer Viruses are written by people who wish to gain control of your
system resources and are continually updated to try and break through
any barriers you may have installed.

26
What Does Antivirus Software Do?

Antivirus software will regularly scan your computer and seek out
viruses and other malicious software that might be on your computer. It is
up to you how often you run it, though generally it is recommended that
you run it nightly or at least weekly. If the software finds a virus, it
typically destroys it. In addition, most anti-virus programs will protect you
while you do everyday activities such as check e-mail and surf the Web.
Whenever you download a file onto your computer from the Web or from
e-mail, the scanner will check and verify that the file is OK and virus-free.
The software will also update what are called "antivirus definitions." These
definitions are updated frequently as new viruses are found, since new
ones are being released all of the time.

There are many anti-virus programs available for purchase that can help
protect your computer from malicious software threats.

Some Anti-Virus Software available is:

1. Norton
2. AVG

3. McAfee

4. Firewall

27
Recap

 Computer virus is a computer program that can replicate itself

and spread from one computer system to another system.

 VIRUS stands for: VITAL INFORMATION RESOURCE UNDER SEIGE

 Computer infections can come in several forms.

 Polymorphic Viruses, Stealth Viruses, Slow Viruses, Retro Viruses,

Multipartite Viruses, Armored Viruses, Companion Viruses are the

most common types of viruses.

 Antivirus software is software that designed to protect, prevent,

detect, and remove computer viruses.

28
 Introduction to Internet
Chapter

5 What is Internet?

Internet is a system that connects computer networks. The Internet

links millions of computers all over the world. It allows your computer to
get information stored on other computers far away. Some networks have
only a few computers. Some networks have thousands of computers.
Computers can be connected to the Internet through telephone and cable
systems.

Many governments, big companies, and other organizations have

intranets. The computers on an intranet are hooked up to the Internet.
But only people who work for the organization that owns the intranet can
use it. Other people on the Internet cannot see what is on the intranet
computers.

29
Role of Internet in the modern era
The modern era has been now extremely advanced and well-
developed and the basic reason for this development is actually the launch
of the internet and its applications which have provided the individuals
with the easiest routine in their daily lives.

The modern era of the internet has made even the most tiring and
physically demanding works on the finger tips. For example the shopping
which is indeed a very complicated affair, can be easily done on the
internet in the modern times, via e-commerce. This technology has
emerged as one of the breakthrough uses of the internet.

The internet has changed the face of the lives of people, turning them
completely into the modern and latest lifestyle with its developments.
Today, instead of the newspapers, the people use the internet to access the
e-news which provides with not only the newspapers completely but also
various different news channels from all over the world. Even the live
video news from the news channels can be accessed through the net,
overpowering the other media, even including the television.

The modern developments through the internet have also widened the
opportunities for business and professional developments. The need to
advertise the products of any business companies are no more a major
problem, as the companies can develop their own website and
information regarding the products to convince the customers with their
works.

30
There are also several open opportunities of making money through the
internet, with the most common profession being the web site
development with the increasing demand of web-development personals
used to develop the websites to promote their business and companies.

Internet is indeed the major advancement in the modern era, enabling the
common people to sit at home and rule the world.

Effect of Internet on our daily lives

The maximum effect of the internet is actually on the daily life of the
individuals because indeed there is no aspect of life which is not influenced
by the internet and its uses.

Life has become drastically smooth and easy over the internet, while in the
previous year’s seeking for a job required several visits to the offices and
companies and interviews, these days all what is required is you detail
resume emailed to the company's analysis division which assures you of
any possibilities for getting the job instead of waiting and getting rejected
in the end.

Even in the minor daily life activities like traveling and planning is also
related to the internet in some way or the other. Internet can now be used
to inquire about the flight timings and delays which make it easier to plan
for the departure time.

Any piece of information regarding anything at all in our daily lives, may
it be a cosmetic technique for the ladies or the men health problems, the
cooking recipes for trying the new dishes or the home decoration tips, the

31
information on the latest appliance or product you are going to buy or the
search for the new house, it is all there ready for you on the internet.
The most interesting aspect of the internet influencing our daily lives is the
factor of entertainment. Entertainment no longer demands your money or
expense, today you can just log on the internet in your free time and get
involved talking to people of similar interests, or watch movies or play
games, its all there in the internet.
Because of the so many opportunities on the internet it is also said to have
become an addiction for some people, which makes them more lazy and
inconsistent in much more important works in life.

Advantages and Disadvantages of Internet

Internet is undoubtedly the most crucial technology of the modern world,

the useful application has not only made our lives easier than ever before
but it also plays a very important role in the future developments.

Everyone is of course very well known that internet has the global
advantages than just a few concentrated ones. With the introduction of
the internet the global communication has become a matter of just the
fingertips of the users. The internet has brought about the various
different, innovative communication means like the emailing, chatting,
and the voice conversation system over the internet.

32
These systems have not only made the communication easy but also the
daily lives interactions following the business of people living on the other
sides of the world. The other blessings of the internet include the umpteen
resources that we can get on anything at all over the net and also the
entertainment via the games, websites, and media access which was never
so easy before.

Everything has the negative aspect to it and so does the internet, the
biggest threat of the internet is in the pornography and the security
threats. Pornography is widespread over the internet making it
inappropriate to be used by the children below certain age so as to
prevent the psychological damage from the early days. These sites are
easily accessible and attractive for the teenagers and young kids.

The security over the internet cannot be guaranteed due to the major
hacking techniques and theories, even the interaction between the two
strangers can lead to friendship and then serious cases of murders and
serial killers plots which have become increasingly popular because of the
internet launch.

Despite of a few major problems the Advantages of the Internet use

clearly outweigh the few disadvantages.

Uses of Internet

Internet has been the most useful technology of the modern times which
helps us not only in our daily lives, but also our personal and professional

33
lives developments. The internet helps us achieve this in several different
ways.

For the students and educational purposes the internet is widely used to
gather information so as to do the research or add to the knowledge of
any sort of subject they have. Even the business personals and the
professions like doctors, access the internet to filter the necessary
information for their use. The internet is therefore the largest encyclopedia
for everyone, in all age categories.

The internet has served to be more useful in maintaining contacts with

friends and relatives who live abroad permanently. The easiest
communication means like the internet chatting systems and the emails
are the best and the most common for the maintaining contacts with the
people around the world.

Not to forget internet is useful in providing with most of the fun these
days. May it be all the games, and networking conferences or the online
movies, songs, dramas and quizzes, internet has provided the users with a
great opportunity to eradicate the boredom from their lives.

Internet is also used to upgrade the internet and use special software to
work on the projects and documentation works as the internet enables the
user to download a myriad of different software for a variety of different
purposes, making it much easier than buying the costly software cds.

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Recap

 Internet is a system that connects and links millions of computers

all over the world.

 Internet has been the most useful technology of the modern

times which helps us in several different ways. (Educational

purposes, business personals like doctors, and also it is the easiest

communication means like internet chatting and the email.

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 Computer File Management
Chapter

6 What is File Management?

Computer file management

The term computer file management refers to the handling of documents

and data in files on a computer. Specifically, one may create a new file or
edit an existing file and save it; open or load a pre-existing file into
memory; or close a file without saving it. Additionally, one may group
related files in directories. These tasks are accomplished in different ways in
different operating systems and depend on the user interface design and,
to some extent, the storage medium being used.

Concept of the order of files

Files can also be managed based on their location on a storage device.

They are stored in a storage medium in binary form. Physically, the data is
placed in a not-so-well organized structure, due to fragmentation.

Data management

Data management is the development and execution of architectures,

policies, practices and procedures in order to manage the information

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lifecycle needs of an enterprise in an effective manner.

10 File management tips

Thought file management was just for paper files? Think again. It's just as
important to keep the files on your computer organized and up-to-date.
Just as with paper files, the goal of computer file management is to ensure
that you can find what you're looking for, even if you’re looking for it
years after its creation. These file management tips will help you keep
your files accessible:

1. Organize by file types.

Make applications easier to find by creating a folder called Program Files
on your drive and keeping all your applications there. For instance, the
executable for Word, PowerPoint and Simply Accounting would all exist in
the Program Files folder.

2. One place for all.

Place all documents in the My Documents folder and nowhere else. So
whether it’s a table, a letter or a PowerPoint presentation, it goes here.
This will make it easier to find things and to run backups.

3. Create folders in My Documents.

These are the drawers of your computer’s filing cabinet, so to speak. Use
plain language to name your folders; you don’t want to be looking at this
list of folders in the future and wondering what “TFK” or whatever other
interesting abbreviation you invented means.

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4. Nest folders within folders.
Create other folders within these main folders as need arises. For instance,
a folder called “United Vision” might contain folders called “Grade 6”,
“Grade 7” and “Grade 8”. A folder named for a user might include the
folders "student’s data" and "correspondence". The goal is to have every file
in a folder rather than having a lot of other files listed.

5. Follow the file naming agreements.

Do not use spaces in file names, keep file names under 27 characters, and
use all lower case. So a file named for a user should be ayalewgirma
rather than Ayalew Girma . If you break any of these rules, be consistent
about it.

6. be specific.
Give files logical, specific names and include dates in file names if possible.
The goal when naming files is to be able to tell what the file is about
without having to open it and look. So if the document is a letter to a
customer reminding him that payment is late, call it something like "late
001"; rather than something like “letter”. How will you know who the
letter is to without opening it? See the next point.

7. File as you go.

The best time to file a document is when you first create it. So get in the
habit of using the "Save As" dialogue box to file your document as well as
name it, putting it in the right place in the first place.

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8. Order your files for your convenience.
If there are folders or files that you use a lot, force them to the top of the
file list by renaming them with a! Or an AA at the beginning of the file
name.

9. Reject your files regularly.

Sometimes what's old is obvious as in the example of the folder named
"Invoices" above. If it's not, keep your folders uncluttered by clearing out
the old files. Do not delete business related files unless you are absolutely
certain that you will never need the file again. Instead, in your main
collection of folders in My Documents, create a folder called "Old" or
"Inactive" and move old files into it when you come across them.

10. Back up your files regularly.

Whether you're copying your files onto another drive or onto tape, it's
important to set up and follow a regular back up procedure. See The 3
Steps to a Successful Backup System for more information.

The search function is a wonderful thing but it will never match the ease of
being able to go directly to a folder or file. If you follow these file
management tips consistently, even if you don't know where something is,
you know where it should be - a huge advantage when it comes to
finding what you're looking for.

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 Saving (burning) data

Saving (also known as "burning") data to CD-R/CD-RW or DVD-R/DVD-

RW disks is another useful way to back up data. The difference between
the two is: The CD-R/DVD-R format only lets you "write" or save files once
on the disk. Once you write something to the disk it is used up and cannot
be erased. The CD-RW/DVD-RW is a "rewritable" format that allows you
to write multiple times to the same disk as long as there is space
available. CD-RW/DVD-RW disks also allow you to erase the data on the
disk so that you can write to them again.

CDs and DVDs are generally better than floppy disks at holding data, they
have a long lifespan (a DVD could easily last 50 years or more!), more
capacity, and are not vulnerable to magnets. Drawbacks include not
being able to edit files once they are written to the CD/DVD and
mishandling of the disk that leads to scratching which can cause the disk
to become unusable.

Writing files to a CD or DVD

Before you write a CD you must determine whether or not the computer you're
using has a CD-ROM/DVD-ROM drive that supports CD-R/CD-RW or DVD-
R/DVD-RW formats. The face plate of the CD-ROM/DVD-ROM drive will
usually display a logo for all the formats the drive will recognize.

Steps to write on CD/DVD

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Step 1) Place a blank disk into the CD/DVD drive. An options window
should open similar to the one below.

Step 2) Click the folder option labeled "Open writable CD folder using
Windows Explorer". With the folder open you can now drag and drop files
that you want written to the disk into it. Windows will make a temporary
copy of these files and place them in a "staging area" until it is time to

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burn the disk. At this point you can still change your mind about any of
the files if you decide you don't want them burned onto the disk.

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Step 3) When you are ready to burn the disk click File and choose "Write
these files to CD".

Step 4) The CD writing wizard should now open and prompt you to label
the disk. Click "Next" and the wizard displays a progress bar indicating the
status.

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Step 5) Click "Finish" if you only want one copy or check the box labeled
"Yes, write these files to another CD" if you want to make another copy.
Your CD should now be ready.

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Steps to write on USB Flash Drive

Step 1) Insert your USB flash drive into one of the computer's USB
(Universal serial Bus) ports.

Where are the USB ports? On newer model computers the USB ports are
usually located on the front of the tower (sometimes hidden). Older
computers tend to have the USB ports on the back of the tower and
laptops typically have them on the sides.

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Step 2) Wait for the computer to recognize your flash drive.

Note - Some flash drives require software drivers in order to operate. Most
computers will automatically find and install the necessary software.
However, some may require you to work through a "Setup Wizard" before
you can use your flash drive. Work through the setup wizard by choosing
"Next" and "Continue Anyway" as many times as necessary. If for some

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reason the computer will not recognize your flash drive restart the
computer with your flash drive in the port.

Step 3) In most cases, an Options Window will automatically open. Choose

"Open folder to view files" then click "Ok".

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 Note - Sometimes the computer will not recognize your flash drive
because the assigned drive letter is already in use. Each drive on a
computer is labeled with a letter (C:, D:, E:, etc). Many computers will
automatically assign the flash drive to F:, however if the computer already
has a drive assigned to that letter an error will occur. To remedy this you
must "disconnect" the current drive that is assigned F: freeing up the letter
so that the computer can give it to your flash drive. To disconnect a drive
open "My Computer" and right-click on the F: drive and choose
"disconnect"

Step 4) You will now see what files are stored on your flash drive.

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Step 5) Select the file you wish to open.

Saving data on your USB Flash Drive

Step 1) Saving data to your flash drive is virtually identical to saving data
to a floppy disk. Click "File" (typically found in the upper left hand corner
of the screen in most programs). Then choose "Save As" from the list of
available commands.

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Step 2) Select your flash drive from the drop down menu. Flash drives appear
with various names including "Removable Disk", "TravelDrive", or "JumpDrive".
Their drive letters also vary although they usually appear as the E: or F: drive.

Step 3) Once the flash drive is selected title your document in the "File Name"
field and click the "Save" button.

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Removing your USB Flash Drive

You should NOT remove your flash drive until the computer tells you that it
is safe to do so. Simply pulling the flash drive out of the USB port can
damage it or the data that it contains.

Step 1) Look for the flash drive icon in the lower right hand corner of the
screen, near the clock. This icon allows you to "Safely Remove Hardware".

Step 2) Double-click the icon and the following panel should appear. Click the
"Stop" button.

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Step 3) Highlight where it says "USB Mass Storage Device" then click "Ok". A
message should appear informing you that is now "safe" to remove your flash
drive.

Step 4) You may now remove your flash drive.

Recap

 File management refers to the handling of documents and data

in files on a computer.

 Data management is the development and execution of

architectures, policies, practices and procedures in order to

manage the information.

 USB stands for Universal serial Bus.

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