Grade 8

ICT Textbook
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 Preface

W elcome to the book on Information

and Communication Technology
(ICT). ICT has become a way of life in the
inventions and newer developments in
ICT, thereby giving them an overview of
the timeline of the developments in
present-day world. We are using various technology. Students are taught to learn,
technologies in our day to day life for benefit, and enjoy technology in a safe
reading e newspapers, e magazines and e w a y, m a k i n g t h e m a w a r e o f t h e
books, online shopping, paying bills for implications of technology in their
food, using mobile apps, getting online personal life.
appointments from doctors and so on.
The activities and practice
We have made a sincere effort into questions in each chapter are well thought
making this textbook student centric, of and designed not only as a review of the
helping the students become life-long chapter but also to challenge the students
learners. In addition to firmly following the on topics covered in the chapter.
IGCSE curriculum, this book gives
students knowledge about the history of
 Contents
Unit 1 Types and components of computer system 1

Unit 2 Input and output devices 25

Unit 3 Storage devices and media 59

Unit 4 Networks and the effects of using them 77

Practicals

Unit 5 File management 107

Unit 6 Images 125

Unit 7 Layout 137

Unit 8 Styles 153

Unit 9 Proong 169

Unit 10 Graphs and charts 185

Unit 11 Document production 203

Unit 12 Data manipulations 217

Unit 13 Presentations 237

 Types and components Of computer system

CHAPTER
1
TYPES AND COMPONENTS
O F CO M P U T E R SYST E M
In this chapter you will learn about:
1.1 Hardware, software and its types.

1.2 The main components of a computer system.

1.3 Operating system.

1.4 Types of computers.

1.5 Impact of emerging technologies.

1.1 HARDWARE, SOFTWARE AND ITS TYPES

Hardware refers to the physical components of the computer system such
as the keyboard, mouse, monitor, motherboard and so on. Hardware is of two types:

Internal Hardware is any device that is installed within the computer

system. Few examples of internal hardware are listed below.

= Motherboard is a printed circuit board that allows the

processor and other computer hardware to function
and communicate with each other. A typical
motherboard consists of thin layers of copper or
aluminium printed onto a sheet of non-conductive
material. These form the circuit between the
components, in addition to the sockets and slots
available to connect the other components. Fig 1.1a

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 Information and Communication Technology

= Video card (also called as graphics card/adapter,

display card/adapter) is an integrated circuit that
generates the video signal sent to a computer display
such as the monitor. Video cards are usually made up of:

= A processing unit.

= Memory unit (usually RAM).

= A cooling mechanism. Fig 1.1b

= Connections to a display unit.

= Sound card is an expansion card that provides the

computer with the ability to produce sounds. It accepts
an analog signal and converts it to digital data that can be
stored as audio files or accepts digitalized audio signals
and converts it to analog signal that can be played on a
computer’s speaker. Fig 1.1c

= A power supply converts the alternating high voltage

current(AC) into low voltage regulated direct current
(DC) for providing power to all the components of the
computer. Modern personal computers use Switched
Mode Power Supply(SMPS). Some supplies have
manual switch for selecting input voltage, while others
Fig 1.1d
automatically adapt to the main voltage

External hardware is any device that is attached from outside of the

computer system either wirelessly or wired. This topic will be covered extensively in
unit 2.

Fig 1.1e

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 Types and components Of computer system

Examples of external hardware

= Input device: Mouse, Keyboard.

= Output devices: Monitor, Projector.

= Secondary storage devices: DVD, Pen drive.

Software refers to a set of instructions/command/programs given to the

computer system to do a specific task. Software is divided into two types: System
software and Application software.

System Software refers to a program that provides a platform for software,

hardware to run properly and for communication with the computer.

Fig 1.1f

Examples of system software:

= Compiler.

= Linkers.

= Device driver.

= Operating system.

= Utility software.

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 Information and Communication Technology

Compiler is a computer program that translates the programs written in high

level language into machine code, which could be used further to perform a required
task. Examples of high-level language: Java, Python, C++.

Fig 1.1g

Linker is a computer program that combines the object files generated by

the compilers or assemblers into a single program.

Fig 1.1h

Device Driver enables the hardware devices connected to the computer to

communicate with the computer’s operating system.

Examples of drivers: Printer Driver, CD Driver.

Fig 1.1i

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 Types and components Of computer system

Operating system is defined as a collection of programs that coordinates

the operations of hardware and software.

Examples of operating system: Windows, Linux.

Figure 1.1j shows the functions of the operating system.

Fig 1.1j

Utility software refers to software that helps in maintaining a smooth and

proper functioning of the computer system.

Examples of utility software: Antivirus software, Anti-spyware, File management.

Fig 1.1k

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 Information and Communication Technology

Application software refers to software designed to perform a particular

task, typically to be used by the end users.

Examples of application software: Photo editing software, Video editing software,

Graphics manipulation software, Control and measuring software.

Fig 1.1l

Photo editing software helps in manipulating the digital photographs by removing

unwanted items, changing the brightness, altering the color saturation and so on.

Examples of photo editing software: Adobe Photoshop, Aurora HDR, Corel Draw.

Video editing software helps in manipulating the video by arranging or removing

the sections of the video clip, applying colors and filters, creating transitions between
the video clips.

Examples of video editing software: Adobe premiere pro, Pinnacle studio.

Graphics manipulation software allows bitmap and vector images to be changed.

Bitmap graphics editors changes the pixel to produce a different image whereas
vector graphics editors manipulate lines, curves.

Examples of graphics manipulation software: Adobe Photoshop, Sketch.

Control and measuring software are a group of software that allows computer or
microprocessor to interface with the sensor to measure the physical quantities,
control applications by comparing the stored data with the sensor readings and
sending out signals to alter the process parameters.

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 Types and components Of computer system

1.2 MAIN COMPONENTS OF A COMPUTER

SYSTEM
The four main components of the computer system are:
= Input device.

= The Central Processing Unit (CPU.)

= Memory Unit: Primary, Secondary.

= Output device.

Fig 1.2a

Input device refers to any device that helps in providing data to the
computer system for further processing.

Examples of input devices: Mouse, Keyboard.

Central Processing Unit, also known as the brain of the computer, is a

portion of the computer that retrieves and executes instructions. All major
calculations and comparisons are made inside the CPU and it controls the
operations of other units like hard disk, printer, etc. It consists of three main
components: (Refer Figure 1.2b)

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 Information and Communication Technology

Fig 1.2b

Arithmetic and Logic Unit: A part where the actual computation takes place. It
consists of a circuit that performs arithmetic operations.

Control Unit: It obtains instructions from the program stored in the main memory
interprets the instructions and issues signals that cause the units of the system to
execute them and also controls the activities of the internal and external devices.

Memory Registers: A register temporarily holds frequently used data, instructions,

and memory address that are to be used by CPU. They hold instructions that are
currently processed by the CPU. All the data is required to pass through registers
before it can be processed. So, they are used by CPU to process the data entered by
the users.

Memory Unit is classified as primary memory and secondary memory.

Primary Memory: It is classified as Random-Access Memory and Read Only

Memory.

RAM is a volatile memory which means the data stored in the RAM will be erased
when the computer is switched off or restarted.

Random Access Memory(RAM)

= Temporarily stores instructions and machine codes currently being

used.

= It is volatile in nature.

= Data can be written or read from RAM.

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 Types and components Of computer system

ROM is a non volatile memory which means the data stored in the ROM will not be
erased even the computer is switched off or restarted.

ROM contains the boot up file which instructs the computer what to do when it first
starts up. This code is referred to as BIOS (Basic Input Output System)

Read Only Memory(ROM)

= Stores data and instructions permanently.

= It is nonvolatile in nature.

= Data can only be read from ROM.

BIOS carries out the following tasks when the computer is turned on

= BIOS checks if the hardware devices present are functional and loads the
operating system into RAM.

= BIOS stores the date, time, system configuration in a non-volatile chip

called CMOS (Complementary Metal Oxide Semiconductor) – which is
battery powered.

Internal hard disk is the computer’s main internal storage where application
software, operating systems and files are stored. The computer can read from and
write to it.

Output device refers to any device that produces the result of the processed data.

Examples of output devices: Monitor, Printer.

1.3 OPERATING SYSTEMS

Operating system is a system software that acts as an interface between
the user and the computer hardware. The operating system does the following
tasks: (Refer Fig 1.3a)

Fig 1.3a

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1.3.1 User Interfaces

Command Line Interface(CLI)

In Command Line Interface, the user has to type in commands to interact

with the computer and to carry out certain operations. This interface is commonly
used by programmers, analyst, technicians who need to have direct communication
with the computer.

Examples of command line interface: MSDOS.

Fig 1.3b

Graphical User Interface(GUI)

In Graphical User Interface, the user can directly interact with the computer
without the need to type in commands. GUI has a feature called WIMP (Windows,
Icons, Menus, Pointers). This interface is used by end users who doesn’t have any
great knowledge about how the computer works. Examples of graphical user
interface: Windows, Ubuntu.

Fig 1.3c

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 Types and components Of computer system

WIMP

= Windows are area for displaying information.

= Icons are small images used to represent files/folder or applications.

= Menus are list of options or applications which the user can select from.
There are two types of menus: Pop up and drop down.

= Pointers can be used to select and open files/applications.

Touch Screen Interface

Often called as post-WIMP, has three features: pinching, rotating and

swiping that helps the user to interact with the computer. Examples of touch screen
interface: Windows, MAC OS and Android OS.

Fig 1.3d

Difference between Command Line Interface and

Graphical User Interface
CLI GUI

= Interaction is by typing the = Interaction with devices is by

commands graphics and visual components
and icons
= Commands needs to be
remembered = Icons are easy to understand

= Less memory is required for = More memory is required for

storage storage as visual components are
used
= Commands has to be entered
correctly without spelling = Spelling and typing errors are
mistakes avoided as we operate the
computer by clicking on icons.

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 Information and Communication Technology

1.4 TYPES OF COMPUTERS

1.4.1 PC/Desktop Computers
Personal Computer(PC) or desktop computer usually refers to general
purpose computer that is made up of a separate monitor, keyboard, mouse and
processor unit.

Advantages and Disadvantages of PC/Desktop

Computers

= The desktop tends to have better = Desktop computer is not portable

configuration for a given price. has they have separate
components.
= There is less likelihood of getting
damaged as they are fixed in one = They require a separate
location. workspace and the components
should be connected to the
= Desktop computer has lager
computer by wires or wireless
casing allowing a better
which clusters up the work
dissipation of heat built-up.
space.
= Usually has a larger screen.

= Easier to upgrade.

1.4.2 Laptop Computers

Laptop refers to a type of computer where
the monitor, keyboard, pointing devices and
processor are all together in one single unit.

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 Types and components Of computer system

Advantages and Disadvantages of Laptop

= As all the units are together, they = It can be easily stolen.

are highly portable.
= It has limited battery life
= They do not require a separate
workspace.

= As everything is in a single unit,

there is no trailing wire

1.4.3 Tablets
It is a computer that is intermediate in size between a laptop computer and a
smartphone. Tablets use touch screen technology and don’t usually have a
conventional keyboard. Tablets have a series of sensors like cameras, microphone,
accelerometers and touch screen.

Features of tablet:

= Anti-glare and high-definition display.

= Light weight and longer battery life.

= Flash memory and cloud storage.

= Bluetooth connection to peripheral devices.

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 Information and Communication Technology

Advantages and Disadvantages of Tablet

= They use solid state technology, = Limited storage and battery

hence doesn’t generate heat. capacity

= Simple to use and doesn’t require = Difficult to type as the display is

other input devices. smaller compared to laptop

= Highly portable. = Needs to install the Apps to run

the specific applications
= Battery life is lot longer.

1.4.4 Smartphones
A smartphone is a portable device that has functionalities of a mobile phone
and a computer in a single unit. They make use of a number of apps that allow the
following functions.

Features

= Send and receive the email.

= Surf the net.

= Use of maps to navigate to a location.

= Access to social media.

= Voice Over Internet Protocol (VoIP).

= Streaming of videos and music.

= Telephone banking.

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 Types and components Of computer system

Advantages and Disadvantages of Smartphones

= Small in size and can be easily = Less memory space.

carried everywhere.
= Smaller screen.
= They can be used for making
= Can be easily lost or stolen.
phone calls and connect to the
internet.

= Better battery life compared to

laptops.

= They use mobile phone network

and Wi-Fi, hence can be
connected to the internet from
anywhere.

1.4.5 Smartwatches
Smartwatch is a wearable computer on
the wrists. As with the smartphones, they use
touch screen technology but also have the ability
to link to smartphones using Bluetooth
technology. They have functions similar to that of
a smartphone

Advantages and Disadvantages of Smart watches

= Notifications are delivered = Large and bulky so, it is

directly to the user’s wrist. uncomfortable to wear

= Easy to monitor fitness and heath = Though it has all the features of a
regime. smart phone, it is difficult to
operate as the display size is very
small.

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 Information and Communication Technology

1.4.6 Mainframe Computers

Mainframe computer is primarily used by large organisations for critical
operations like bulk data processing, run commercial applications such as banking
and insurance.

Features of Mainframe computer:

= Several CPU’s are connected together to make a single comptuer

= Fast processor speed.

= Supports multiple operating system.

= Huge storage capacity and internal memories.

Advantages and Disadvantages of Mainframe

= High performance and reliable = Initial setup cost is high

= Long lasting performance = Needs lot of space

1.4.5 Smartwatches
Smartwatch is a wearable computer on the wrists. As with the smartphones,
they use touch screen technology but also have the ability to link to smartphones
using Bluetooth technology. They have functions similar to that of a smartphone

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 Types and components Of computer system

1.5 IMPACT OF EMERGING TECHNOLOGIES

1.5.1 Artificial intelligence (AI) biometrics.

1.5.2 Vision Enhancement.

1.5.3 Robotics.

1.5.4 Quantum Cryptography.

1.5.5 Computer Assisted Translation (CAT.)

1.5.6 3D and Holographic imaging.

1.5.7 Virtual Reality.

1.5.1 Artificial Intelligence (AI) Biometrics

Artificial Intelligence (AI) Biometrics uses dynamic profiling, which means a
person need not worry about getting their finger print exactly at the right place every
time on the scanner. The different alignments are compared with the fingerprints
stored in the database. New facial recognition systems use AI. These systems can
recognise faces of a person with facial hair, glasses or aged and cross references
these attributes with corresponding images stored on the database.

Impacts:

= Airport security.

= Personal safety.

= Building security.

= Secure mobile phone.

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 Information and Communication Technology

1.5.2 Vision Enhancement

Human beings have been keen to enhance the limit of the eye function by
inventing various vision devices such as corrective glasses, sunglasses,
telescopes, and night vision goggles. Low Vision Enhancement systems (LVES)
uses video technology that allows images to be projected inside the headset in front
of the eyes enhancing the image and object looks closer for examination by the user.
Night Vision Enhancement (NVE) amplifies infrared light and visible light so that
image can be seen in the darkness. The military department use this technology for
the surveillance purpose during the night time.

Impacts:

= Astronomy.

= Military.

= Navigation.

= Medical.

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 Types and components Of computer system

1.5.3 Robotics
Robot is an automatically operated machine that replaces human efforts,
though it may not resemble human beings in appearance. Robots are widely used in
automobile manufacturing industries to perform simple repetitive tasks, and in
industries where work must be performed in environments, hazardous to humans.
Many aspects of robotics involve artificial intelligence; robots may be equipped with
the equivalent of human senses such as vision, touch, and the ability to sense
temperature. Some are even capable of simple decision making, and current
robotics research is geared towards devising robots with a degree of self-sufficiency
that will permit mobility and decision-making in an unstructured environment. One
application of robotics is the use of drones. A drone is a flying robot that can be
remotely controlled or fly autonomously using software-controlled flight plans in its
embedded systems, that work in conjunction with on board sensors and a global
positioning system.

Impacts:

= Efficient manufacturing.

= Safer working environment.

= Loss of job.

1.5.4 Quantum Cryptography

Quantum cryptography, or quantum key distribution (QKD), uses a series of
photons (light particles) to transmit data from one location to another over a fibre
optic cable. The use of photos helps in producing a virtually unbreakable
cryptography system. This helps protect the security of the data being transmitted
over the fibre cable. It is based on the laws of physics rather than mathematics.

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Impacts:

= Secure voting.

= Secure communication.

= Secure bank transfer.

= Secure personal information.

1.5.5 Computer Assisted Translation (CAT)

Computer-assisted translation involves the use of software programs to
translate both verbal and written texts from one language to another. CAT is
basically translation completed with the aid of a software tool, which helps a human
translator work more quickly and accurately. CAT uses two tools:

= Terminology databases.

= Translation memories.

Impacts:

= Accurate document.

= Quicker translation.

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 Types and components Of computer system

1.5.6 3D and Holographic Imaging

Holography is a process that creates three-dimensional images called
holograms using laser beams, the properties of interference and diffraction, light
intensity recording, and illumination of the recording. The hologram is produced by
first splitting a laser beam. Half of the light is reflected off the object on to a
photographic plate and the other half is reflected off a mirror and on to the same
photographic plate. The holographic image is produced where the two light beams
meet on the photographic plate.

Impacts:

= Improved security.

= Better movie experience.

Holograms are used in the following applications:

= Engineering design

= Architecture

= Simulations

= Medical imaging

= Gaming

= Advertising

= Holographic televisions

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1.5.7 Virtual Reality

Virtual Reality (VR) is a computer-generated environment with scenes and
objects that appear to be real, making the user feel they are immersed in their
surroundings. This environment is perceived through a device known as a Virtual
Reality headset or helmet.

Impacts:

= Training in dangerous situations.

= Effective treatment of phobia.

= More realistic education.

Virtual reality is used in the following areas:

= In military to give training to use a new tank.

= In education (for example to explain the body organs.)

= In health care to use as a diagnostic tool.

= In engineering (for example to check how the new design will look.)

= In media to use some special effects.

= In entertainment (games which gives the real time playing experience.)

= In real estate to see the building in 360 degree view.

= In business for training courses and role-playing scenarios for staff.

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 Types and components Of computer system

Answer the following questions:

1. _____________________ is a general term for the physical components

that make up a computer system

2. _____________________ is a general term for the programs that control

the computer system

3. Tick the following whether it is system or application software

System Application
Video editing software
Device driver
Utilities
Control and measuring software

4. List any four internal hardware of a computer system

(a) __________________________________________________

(b) __________________________________________________

(c) __________________________________________________

(d) __________________________________________________

5. Identify the type of interface

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6. Complete the following sentences

(a) A computer system which has integrated keyboard and mouse

__________________________________________

(b) A portable computer that work similar to a smart phone

__________________________________________

(c) A mini-computer allow the users to wear on their wrists

__________________________________________

(d) A powerful and large computer system is to run commercial

applications ______________________________________

7. Match the following

A system allows images to be projected Computer-assisted
inside the headset translation

A method to convert the normal text into

Holography
a un-readable format

Software used to convert the text into Low-vision Enhancement

different languages system
A technology that allows 3-D images to
Quantum cryptography
be produced

8. Differentiate between hardware and software

9. Differentiate between RAM and ROM

10. Write the advantages and disadvantage of CLI and GUI

11. Compare and contrast desktop computer and laptop computer

12. Give any two advantages and disadvantages of Smart phones

13. What are the features of mainframe computers?

14. Explain the types of vision enhancement

15. CAT uses two tools in language translations. Name them and explain

16. Describe how the 3-D and holographic imaging system work does

17. What is virtual reality? Name any four areas where VR is used

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 Input and output devices

CHAPTER
2
Input and output devices
In this chapter you will learn about:
2.1 Manual Input devices

= Uses of each device.

= Advantages of each device.

= Disadvantages of each device.

2.2 Direct Data Entry (DDE) devices.

2.3 Output devices

= Uses of each device.

= Advantages of each device.

= Disadvantages of each device.

2.4 Control devices

INPUT DEVICES AND THEIR USES

Input devices are hardware that allows data to be entered into a computer. It
transfers data into computer so that it can be processed.

Types of Input Device:

= Manual input devices – the devices used by people to enter data into a
computer by themselves.

= Automatic or Direct input devices – enables data to be entered directly,

without human having to input data manually.

2.1 MANUAL INPUT DEVICES

2.1.1 Keyboard
A keyboard is an essential input device that combines a typewriter keyboard
with a numeric keypad. It helps to input text, numbers and symbols. Nowadays
Multimedia keyboards are common as they have task specific keys & buttons. For
example, volume control buttons. It may be wired or wireless.

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 Information and Communication Technology

Arranged into various sections:

= Alphabet Keys (A,B,C….Z)

= Numbers (0,1,2….9)

= Functional Keys (F1, F2,…. F12)

= Arrow Keys

= Special keys (Alt, Ctrl, Delete, Insert, PrntScr, CapsLock, etc.)

Uses

= Input of data into application software (for example, text into word
processors, numbers into spreadsheets, etc.).

= Typing in commands to the computer (for example, PrntScrn, Ctrl+P to

print out etc.).

Advantages and Disadvantages of Keyboard

= Enables fast entry of text into = People with wrist and hand
documents. problems can find keyboard
painful to use.
= Very easy to use.
= Keyboards are quite large and
= Information that the user input
can take up a lot of desk space.
instantly appears on the screen.
This lets user to check quickly = Entering data is slow when
whether the data entered is compared to automatic input
correct or incorrect. devices.

QWERTY Keyboard:

A keyboard is an 'input device' that has a set of electronic keys arranged in

rows. A QWERTY keyboard has letters of the alphabet on each button, numbers and
also some other symbols such as brackets and comma. In a normal keyboard, the
first six keys on the top row spells out Q W E R T Y - hence how it got its name.

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 Input and output devices

Ergonomic Keyboard:

An ergonomic keyboard is a computer keyboard designed with ergonomic

considerations to minimize muscle strain (RSI Repetitive strain injury) and a host of
related problems. Typically, such keyboards for two-
handed typists are constructed in a V shape, to allow right
and left hands to type at a slight angle more natural to the
human form.

Numeric Keypad:

A small keyboard that only has numbers. It is used

to enter numeric data into computers such as those in
ATMs. Most computer keyboards have a numeric keypad
on the right side, and most mobile phones (they are also
computers) have a one for entering phone numbers, etc.
Numeric keypad is used in ATM to enter PIN and in POS in
case the Barcode system does not work.
Advantages and Disadvantages of Numeric Keyboard

= Numeric keypads are faster than = They can be difficult to use, due
standard keyboards for entry of to very small keys.
numeric data.
= It is difficult to use them for
= Since many are small devices entering text.
(e.g. mobile phones), they are
= Sometimes the order of the
very easy to carry around
numbers on the keypad isn’t
intuitive.

Concept Keyboard:

The concept keyboard uses icons or phrases

instead of standard letters. These are often used in, for
example, fast food restaurants, offices and shops, where
a single key represents an item. For example, If the
person in a POS needs to add the tax for a particular
product, he needs select the key “add tax” from the
keyboard displaying on the screen. It automatically
calculate the tax as per the percentage selected and
added in Invoice.

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Uses

= Used in ATM to enter pin

= Used in POS in case the barcode system does not work.

Advantages and Disadvantages of Concept Keyboard

= Concept keyboards enable fast = Limited to the options shown on

data entry, as there is no need to thekeyboard
type in whole commands.
= Poor for text or numeric input
= They are waterproof, which is
useful in a restaurant environment.

= Some cases these keyboards are

tamper proof. (Eg: Used in
unmanned airport to view flight
timings)

2.1.2 POINTING DEVICES

A pointing device, or sometimes called a pointing tool, is a hardware input
device that allows the user to move the mouse cursor in a computer program or GUI
operating system. It allows user to point at or manipulate any object, or text on the
screen. For example, using a pointing device you could point at and select an icon
from a list of icons.

Mouse

Mouse is the most popular pointing device. It is a famous

cursor control device having a small palm size box with a round
ball at its base which senses the movement of mouse and
sends corresponding signals to CPU when the mouse buttons
are pressed. It has two buttons called left and right button and a
wheel is present between the buttons. Mouse can be used to
control the position of cursor on screen, but it cannot be used to enter text into the
computer.

Uses

= Opening, closing and minimizing software.

= Grouping, moving and deleting files.

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 Input and output devices

= Image editing, for example controlling the size and position of a drawing
pasted in a document.

= Controlling the position of a pointer on the screen to allow selection from a

menu or selecting an icon, and for scrolling up and down/ left and right.

Advantages and Disadvantages of Mouse

= It can be faster to select an option = People with restricted hand/wrist

using a mouse rather than a movement can find it hard to
keyboard. operate a mouse.

= Mouse enables rapid navigation = Mouse is easily damaged and the

through applications and the older type of mouse also quickly
INTERNET. becomes clogged up with dirt.

= Mouse is small and so takes up = They are difficult to use if there is

little area. no flat surface readily available.

Touch Pad

A touch pad is an input device which is found

in a laptop computer. As laptop is meant to be
portable, people do not prefer mouse to carry with
them always. By dragging the finger over the surface
of touchpad, sensors underneath detect the
movement of direction and speed. The sensor only
reacts to the fingertip and not for pencil or any other object. There are always two
buttons next to touchpad which are used to replace left and right button in mouse.

Advantages and Disadvantages of Touchpad

= Easier to use = Difficult to control the pointer

when compared to mouse
= Cannot be stolen
= Touch pad can be damaged by
= Interactive
scratches and rigid finger
= Difficult tasks such as rotating the impressions
screen can be easily executed with
touch screen

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Light Pen

Light Pen can be used as alternatives to

mice, touch screens or graphics tablets. They are
usedby directly drawing or selecting icons on a
computer screen. Light pens are reused for selecting
objects on a CRT screen.

Advantages and Disadvantages of Lightpen

= More accurate than touch screen = Not as accurate as graphics

tablet when used for producing
= Can be used where there is no
drawing
pace for a mouse or graphics tablet
= Can be used only with CRT
screen

= Can be quite uncomfortable to

use asit has to hold hand raised
up for long hours

Tracker-ball

Tracker-balls aren’t moved like a mouse; instead,

they have a large ball that the user spins to navigate through
the computer screens.Tracker-balls are specially used by
people with limited hand/wrist movement as they are easier to
use as compared to a computer mouse. Some mobile
phones also make use of tracker-balls for faster navigation.

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 Input and output devices

Advantages and Disadvantages of Trackerball

= User can place a trackball on any = Left-handed trackball are difficult

type of surface. to find.

= A trackball mouse has ergonomic = Trackball are expensive.

advantage because user can
= A trackball requires fine control of
move the ball and not the device
the ball with just one finger or
itself.
thumb.
= The buttons are well placed and it
= Difficult to use.
helps in reaching the finger in a
proper way.

Graphics tablet

Graphic tablets are pointing devices that are

specially meant to be used by designers and artists.
They allow natural hand movement to be input into
graphic applications. Graphic tablets use a stylus to
be moved over the tablet’s surface. Data regarding
this movement is sent to the computer and is
executed in graphic applications. There is a major
advantage as the stylus supports hand drawn images and sketches to be drawn.

Advantages and Disadvantages of Graphic Tablet

= Easy to create hand drawn = Graphic tablets are more

sketches. expensive than other pointing
devices.
= Extremely portable.
= They can easily get damaged if
= Promotes natural wrist movement.
not handled with care.

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 Information and Communication Technology

2.1.3 Scanner
Scanners usually attach to a computer and it reads printed data, and similar
sources is fed into computer for editing and display. Scanner used to scan
documents, images etc. OCR also will be used in scanner to convert the text images
into soft copy text for editing purpose.

Types of scanner:

A handheld scanner reads the data while

being dragged over it.

In case of flatbed scanner, it provides a

flat, glass surface to hold a sheet of paper, book or
other object for scanning. The scan head is moved
under the glass. The scanner captures the data and
feed the same to the computer. Flatbed scanners often
come with sheet feeders for scanning multiple sheets
of paper rather than one at a time.

A sheet-fed scanner feeds the paper or

document in through rollers. The scanner reads the
document as the paper goes through. The picture or
scanned document must be printed on a flexible sheet of paper.

Drum scanner is used to capture the highest resolution from an image.

Photographs and transparencies are taped, clamped or fitted into a clear cylinder
(drum) that is spun at speeds exceeding 1,000 RPM during the scanning operation.
A light source that focuses on one pixel is beamed onto the drum and moves down
the drum one line at a time. For transparencies, light is directed from the center of the
cylinder and it scans.

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 Input and output devices

Advantages and Disadvantages of Scanner

= Can be used with other software to = Scanners take up a lot of space.

improve or repair photographs.
= The quality of the scanned item
= Scanning is the only way of may be poor, depending on the
digitizing old paper-based scanner’s resolution.
images/documents.
= It can take a lot of time to digitize all
= A scanner can be used in the pages in a lengthy document.
conjunction with special Optical
= They aren’t portable.
Character Recognition software
(OCR) to scan and enter text into a
word processing document
instead of typing.

2.1.4 Microphone
Microphone is used to input analogue sounds into a
digital computer. It is used in presentations, voice-overs in
movies, VoIP (Voice over Internet Protocol), conducting video
conferencing, voice recognition software, hands free mobile
phones, with gaming consoles, etc.

Advantages and Disadvantages of Microphone

= Faster to read in text than to type it = Sound files can take up a lot of
in using a keyboard. computer space.

= No need to use hands if used with = Not as accurate as typing if used

voice recognition software. with voice recognition software.

= Makes driving safer if used with = Background noise can interfere

mobile phones. with voice recognition system.

= Very cheap to buy.

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 Information and Communication Technology

2.1.5 Remote Control

A remote control is used to control the
operation of other devices remotely by using infra-
red signals. The buttons on the keypad are used to
select options (such as television stations, sound
levels on a hi-fi, timings on a DVD recorder, etc.).

Uses

= Televisions, satellite systems, DVD players and hi-fi systems will use
remote controls to alter functions such as sound volume, on/off, change
channels open the disc drawer, and so on.

= Used to control multimedia systems.

= Used in industrial applications to remotely control processes, stop and

start machinery, etc.

Advantages and Disadvantages of Remote Control

= Remote controls enable devices = People with limited hand/wrist

to be operated from any distance, movement can find them hard to
which is particularly useful for use.
people with disabilities.
= The signal between the control
= Some chemical processes are and the device can be easily
hazardous, so it is safer to operate blocked.
equipment from a distance.

2.1.6 Web cam

This is a very basic video camera used to feed live
videos into a computer. The video data from a web camera is
of low quality as compared to a video camera. However, it is
good enough for web chats on Skype, Messenger, etc. ∙
Usually a web camera is clipped onto the top of the computer
screen; however, many laptops now have web cameras built
into the edge of the screen. It is mainly used to conduct simple
video conferences.

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 Input and output devices

Advantages and Disadvantages of Webcam

= Able to interact with people across = Limited extra features to improve

long distances. image quality.

= Becoming more and more easy to = The picture quality can be poor at
use Both sound and video is used, lower resolutions.
making the communication more
= Generally, has a fixed position;
sophisticated.
hence cannot be moved around.
= Users can use the webcam to save
= Does not have separate storage
videos that they capture to watch
device as digital camera.
later or send to others.

= Many webcams can also be used

as a still camera.

2.1.7 Digital camera

A digital camera is a device that captures digital
photographs.Most digital cameras don’t directly input data
or photographs into the computer; they store photographs
on memory cards and then can be transferred onto a
computer.A modern digital camera can capture photographs
of 10 megapixels or more per photograph! This means100,000,000 pixels inevery
snapshot.

Advantages and Disadvantages of Digital Camera

= No need to use chemicals while = The photographs may not be of

developing films. good quality as compared to
photographs produced using
= The pictures can be directly placed
chemicals.
in a word document or in a
presentation. = A photographer needs to have
professional skills to use digital
= The digital images they produce
photographs and edit them.
can be easily sent from place to
place using social networking
websites, e mail etc.

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 Information and Communication Technology

2.1.8 Video camera

Video cameras are used to capture videos and even still images. The
captured movies are stored on video tapes or memory cards and then transferred to
a computer. It is used for leisure and also for security purpose. Video footage can
also be taken using digital cameras and mobile phones.
Advantages and Disadvantages of Videocamera

= Can capture both- still and moving = Very difficult to produce good video
images. without training on a video camera.

= Easy to transfer video to computer. = A video camera can be expensive

to buy.
= Can store many images or videos
until it can be used for editing. = Editing a movie on a video camera
is complicated.

= Picture quality of the video is

determined by the number of
pixels and this may be low unless
an expensive video camera is
purchased.

2.1.9 Sensors

A device which detects or measures a physical property and records,

indicates, or otherwise responds to it. The specific input could be light, heat,
motion, moisture, pressure, or any one of a great number of other
environmental phenomena. The sensor will then be able to convert the
measurement into a signal that a system can identify.

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 Input and output devices

Uses of Sensors

Temperature Sensor – Used in automatic washing machines, centralheating

systems, automatic glasshouses, ovens.

Pressure Sensor – Used in burglar systems, washing machines, robotics,

environmental monitoring

Light Sensor – Used in automatic glasshouses, automatic doors, burglar alarm

systems, street lighting control.

Sound/acoustic Sensor – Used in burglar alarm systems, monitoring liquid and

powder flow in pipes.

Humidity/moisture Sensor – Used in automatic glasshouses, environmental

monitoring, used in factories where moisture levels are crucial (for example,
manufacture of microchips, paint spraying).

pH Sensor – Used in automatic glasshouses, chemical processes, environmental

monitoring.

Advantages and Disadvantages of Sensors

= More accurate when compared to = Faulty sensors give spurious

human readings results.

= Readings are continuous. = Expensive.

= Systems can be automatic.

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 Information and Communication Technology

2.1.10 Joysticks
Joystick is a pointing device similar to tracker ball mouse. It is used to control
the pointer on a screen. A joystick has a handle or sticks which allow us to move the
pointer in a different direction that we want. It also has the buttons to select different
options.

Uses

= Used in video games to control the characters or objects

= Used in industries to control the machineries

= Used in flight simulators to train the pilots to control the simulated plane.

Advantages and Disadvantages of Joysticks

= Easy to operate and navigate the = Cost is higher than a mouse.

screen compared to a keyboard.
= More sensitive, so it is difficult to
= Gives a better gaming operate.
experience.

2.1.11 Driving Wheels

A driving wheel is similar to joystick in many operations. Wheel allows the
user to operate and control the steering which are associated with some additional
devices like pedals or buttons. Sensors are used in the wheel to pickup the left/right
movement of the vehicle and control.

Uses

= Driving wheel is used in computer games and simulators to control the

vehicle operations.

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 Input and output devices

Advantages and Disadvantages of Driving wheels

= Easier and more accurate than = It is expensive than other input

joystick to control the movement devices.
of a vehicle.
= Movements in the steering are
= It gives the actual driving more sensitive.
experience.(Especially for the
learners in driving the four
wheelers)

2.1.12 Touch Screens

Touch screen is the only device which can be either an input or output device.
Touch screens allow the user to input the command by pressing or select the icons
on the screen. This minimize the use of mouse and more suitable for use with a
limited amount of options.

Uses

= Used in smart phone, Tablet, Laptop, PDA to reduce the use of mouse.

= Used in information systems at public places to know about the vehicle

information. (Railway stations, airport, bus stations etc)

= Used in bank ATM, Deposit machine, etc to know about the account
balance, to withdraw and deposit money.

Advantages and Disadvantages of Touch Screens

= Fast and easy method to select = Only limited number of options

the options are available on the screen

= Special skills like operating = Expensive compared to other

keyboard and mouse are not input methods
required as anyone can select the
= Touch sensor may not work
options on the screen
sometimes due to the dirty on the
screen or because of faulty
sensor

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 Information and Communication Technology

2.2 DIRECT DATA ENTRY (DDE) DEVICES

2.2.1 Magnetic Stripe Reader

These are used to read information on the

magnetic stripe found, for example, on the back of
a credit card or debit card. The stripe contains
useful information, such as the account number,
sort code, expiry date and start date.

Uses

= Credit and debit cards have magnetic stripes that are used by ATMs.

= Security cards for entry to buildings, hotel rooms, etc. use magnetic
stripes.

= Travel systems use magnetic stripes.

Advantages and Disadvantages of
Magnetic Stripes Reader

= Data entry is faster compared with = If the magnetic stripe gets damaged
keying in using a keyboard or (e.g. due to exposure to a strong
keypad. magnetic field or excessive use) the
data is lost.
= The system is error free, since no
typing is involved. = The card needs to be in close
contact with the reader, so magnetic
= The information held on the
stripe readers don’t work at a
magnetic stripe is secure because it
distance.
cannot be read directly by a person;
and, since there is no typing, there = Since the information is not human
is not the risk of somebody readable, this can be a
observing your key strokes. disadvantage in some applications.

= They can prevent access to

restricted/secure areas.

= Magnetic stripes are unaffected by

oil, water, moisture, etc.

= There are no moving parts, so they

are physically very robust.

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 Input and output devices

2.2.2 Chip and PIN Reader

Chip and PIN reader are used in many retail outlets for the digital payment.
The card is inserted into the reader. Once it is inserted, it will read the details stored in
a small chip like account number, bank details etc. Payment will be made once the
PIN number is checked and approved.

Advantages and Disadvantages of Chip and PIN Reader

= More secure than magnetic swipe = User may forget the password and
reader. so cannot make payments.

= Information contained on the chip is = People can look when PIN is being
hard to clone. entered. This is called as shoulder
surfing.
= Can hold more data than magnetic
stripes.

= Portable and so can carry the card

anywhere.

2.2.3 OMR (Optical Mark Reader)

A system which can read marks made in pen or pencils. Typically used to
read multiple choice examinations where students shade in answers. OMR device
read the position of the mark from OMR sheet and compare it with the mark stored in
computer memory for the correct answers. If the positions are not shaded fully, then
it reject the answers.

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 Information and Communication Technology

Advantages and Disadvantages of Optical Mark Reader

= Extremely fast. = Forms need to be accurately

designed.
= Very accurate.
= Cannot read incorrectly filled in
= Can save money as there is no
forms Can only read shaded areas.
need to employ staff to read data.

2.2.4 MICR (Magnetic Ink Character Recognition)

A system which can read information printed in a

special magnetic coated ink. It is a device which uses the
technology that allows details from bank cheques to be read
into a computer quickly and accurately. The cheque number
and bank account number are printed at the bottom of each
cheque in special magnetic ink using special font. These
numbers can be detected by an MICR reader.

Advantages and Disadvantages of MICR Reader

= Since the characters are preprinted, = Expensive than other methods.

it is more secured than OCR.
= Alphanumeric characters are not
= Less manual errors, so chances for used in MICR. Only limited
error is less. characters are read.

2.2.5 Barcode Reader

Barcodes are represented by black vertical bars and

are read by a barcode reader. Barcodes are printed on nearly
every product that users buy. Each product has a unique
code. When read, information stored in the shop's database
is recalled, such as the product name and price. This
information later appears on your receipt. The scanning
process also assists in stock management, reducing the
stock by one each time a product is scanned/sold.

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 Input and output devices

Advantages and Disadvantages of Barcode Reader

= Processed very quickly. = Only a very limited number of

characters can be read.
= Greater security.
= More expensive than other
= Less number of errors.
methods of direct data entry.

2.2.6 OCR (Optical Character Reader):

It consists of a scanner along with special software. It

converts the scanned text into a digital format which can be
edited and formatted later. OCR used in passport and ID cards
to convert the text images in to digital text format.
Advantages and Disadvantages of OCR

= Quick and easy to change product = Expensive way to gather

prices. information.

= Very accurate. = Barcodes may get damaged and

hence unusable.
= Enables automatic stock control.

Comparison of OMR and OCR

A marketing company has decided to get the feedback from the customers
about their products. They have decided to prepare a questionnaire to gain the
information from the customers. When they design a data capture form, they need
to consider the features of OMR and OCR so that it will be easy for them to input the
feedback from the questionnaire to the computer easily and quickly. So, it is better to
compare both OMR and OCR before the form is being designed.

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 Information and Communication Technology

OMR OCR
= Information obtained from the OMR = It reads all the type of answers and
is limited as all the details are pre converts into digital format. So, it is
designed.It is not possible to extend possible to extend the answers.
the answers
= It even reads the handwriting. But, it
= Answers are in shading the may not read the poor handwriting
lozenges.So,it has to be shaded
= It shall be used for any type for
completely to read and accept
question and answer format as it
= It is ideal for only the multiple choice converts all the documents into
questions digital format

= It is more accurate method for = Less accurate method than OMR as

reading data than OCR it is difficult to read poor handwriting
and some scratches on the printed
document etc.

2.2.7 RFID Reader (Radio Frequency Identification)

RFID use radio waves to read and capture

information stored on a tag. The tag can be read from a
distance of several meters. The RFID tag is made up of two
components. A microchip that stores and processes
information. An antenna that is used to receive and transmit
data/information. A passive tag use the reader’s radio wave
energy to relay the information and a battery powered tag use
a small embedded battery to give the power to RFID.

RFID used in many areas like goods tracking in cargo, animal tracking in
Zoo, student’s tracking in school and transport etc.

Advantages and Disadvantages of RFID Reader

= Very robust. = Difficult to read sometimes due to

the signal loss and tag collision
= No line-of-sight contact is necessary.
Can be read from a distance. = Expensive than barcode reader

= Bidirectional data transfer. (read and = Easy to hack

write at the same time)

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 Input and output devices

2.3 OUTPUT DEVICES AND THEIR USES

Output devices are, that converts a computer's output to a form that can be
seen or heard.

Types of Output

= Permanent output: Printers and plotters

= Temporary output: Monitors, speakers and projectors

TEMPORARY OUTPUT

Video display and audio responses are

temporary. So it includes monitors, projectors, speakers
and headphones.

2.3.1 CRT Monitor – CRT stands for Cathode Ray Tube.

They are bulky, heavy monitors which are least
expensive. Light pens can be used only with CRT
monitors.

The picture is made up of tiny dots with red, green and

blue colour.

How does the CRT monitor works?

A CRT monitor has thousands of tiny red,

green and blue phosphor dots which glows when
struck by an electron beam that travel across the
screen to create a visible image. In a cathode ray tube, a heated filament “Cathode”
is in a vacuum created inside a glass tube. The “ray” is a stream of electrons which is
generated by an electron gun that naturally pour off heated cathode into the vacuum.
The CRT screen is coated with phosphor, an organic metal that glows when struck
by the electron beam.
Advantages and Disadvantages of CRT Monitor

= Can be used with light pen. = They are very large and bulky.
= Produce a larger range of colors = Creates a lot of heat.
than TFT.
= Screen glares when in direct light.
= The screen angle is better than
TFTmonitors. = Need more power than TFTs to
= Cheaper to buy than TFT monitors. operate.

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2.3.2 TFT Monitor:

TFT stands for Thin Film Transistor. These are thin flat screened monitors.
They are used in laptops and mobile phones. The picture is made up of thousands of
tiny pixels (transisters controlled by microprocessor)

Advantages and Disadvantages of TFT Monitor

= Light weight &Very thin. = Images can appear unclear.

= Produces much less glare. = Lower picture quality.

= Less power consumption. = Cannot be used with light pen.

= Less radiation than CRT monitors.

= Produces less heat compared to

CRT.

2.3.3 LCD Monitors:

A flat panel screen that uses the liquid crystal display (LCD) technology and
connects to a computer. Laptops have used LCD screens almost exclusively, and
the LCD monitor is the standard display screen for desktop computers.

The front layer of the monitor is made up of liquid crystal diodes which are
grouped as pixels with red, green and blue colours.
Advantages and Disadvantages of LCD Monitor

= Energy efficient, low power. = Motion blur is common.

= Light weight and compact. = Expensive than CRT monitor.

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 Input and output devices

2.3.4 LED Monitor:

An LED is basically a flat panel display that uses light producing diodes as
the audio-visual display. An LED display panel screen is available in Visual Impact
Production large and small sizes, which depends on its use. LED diodes works with
sequenced instructions of light signals to make a LED presentation.
Advantages and Disadvantages of LEDMonitor

= It is very cheap compared to LCD = Low quality LEDs may cause

monitors pollution to environment.

= Very simple electronic circuits. It is = May result in more e-wastes.

reliable.

= It is efficient.

= Life span: Around 100,000 hours

Screen size: Up to 90 inches.

2.3.5 OLED

OLED consists of pixels made from Organic Light Emitting Diodes. When
current flows between a cathode and an anode, an emissive layer of organic
molecules sandwiched between these electrodes can become illuminated. A
conductive layer lies between the emissive layer and the anode. The anode is
positively charged and that draws electrons from the conductive layer, leaving the
conductive layer with a positive charge that draws electron from the emissive layer.

2.3.6 QLED

QLED works by placing a layer or film of quantum dots in front of a regular

LED backlight panel. This layer is made up of tiny particles each of which emits its
own individual colour depending on its size. The size of the particle dictates the
wavelength of light that it emits, hence the different colours. QLED gives a grater
colour volume than some other technologies.

2.3.7 Touch Screen:

A touch screen is the only device which

works as both an input and an output device.
You view the options available to you on the
screen (output) and you then use your finger to
touch the option that you have chosen (input).

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 Information and Communication Technology

Advantages and Disadvantages of Touch Screen

= Easy to use. = Not suitable for controlling large

amount of data. An e-reader may
= Can make changes on the screen
show a lot of details such as text and
by touching the options available on
many options. But the touch control
the screen.
aspect of the screen is usually just a
= No need additional hardware such finger to swipe in order to change
as mouse & keyboard. pages.
= There are option to change the size = Not robust.
of the display to aid visually
= Can become faulty if misused.
impaired users or to expand the
details on page. = More expensive.

2.3.8 Speakers:

They are used to listen to different types of sounds like music albums,
watching a movie, browsing videos, multimedia encyclopedia etc. Speakers can be
directly connected to the devices through wires or Bluetooth. Sound will be
produced on speakers by converting the digital data into analogue by DAC (Digital
Analogue Converter)

Advantages and Disadvantages of Speaker

= Everyone in the room can hear. = Disturb people trying to work.

= They can help blind people use a = High quality speakers are
computer. expensive.

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 Input and output devices

2.3.9 Multimedia projector:

This project whatever appears on a computer monitor onto a very large

screen. They are usually controlled using remote control and hang from the roof. The
image from computer / television or DVD is magnified and projected on the large
screen. Projectors are used in schools, conference halls, mini theatres etc.

Advantages and Disadvantages of Multimedia projector

= Large group of audience can view = Lower image quality.

the same presentation in a single
= Very expensive to buy.
hall.
= Lamp cost is higher.
= Enhance the viewer’s experience.

PERMANENT OUTPUT

Computer processed information in the form of printed documents/

hardcopy. So all type of printers and plotters are considered as permanent output
devices.

2.3.10 Dot matrix printer:

Often called as impact printer where pins are pressed against an inked
ribbon which produces animprint on paper. These printers are used in noisy
environment where continuous printout (multi-stationary) is required.

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 Information and Communication Technology

Advantages and Disadvantages of Dotmatrix Printer

= Works even in dusty and dirty = Very noisy.

environment.
= Very slow in printing.
= Carbon copies can be produced.
= Very poor print quality.
= Very cheap to buy and maintain.

= Good for continuous printing.

2.3.11 Laser Printer:

They use laser beam to draw onto a drum. The laser leaves a positive electric
charge on the drum. The toner is sprayed onto the drum and it sticks to the parts that
contain the positive electric charge. These printers are used for high volume printing
and where less noise is required.

Advantages and Disadvantages of Laser Printer

= Very fast & Toner lasts for a longer = Environmentally unfriendly.

time.
= More expensive to buy.
= Can handle high volumes of
= Larger in size.
printing.
= Power consumption is high.
= Reliable &Very quiet while printing.

= Cheap but Very high quality

printouts.

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 Input and output devices

2.3.12 Ink jet printer:

Inkjet printers produce good quality

printouts. Ink is stored and delivered to the paper via
an ink cartridge. Motors are used to position the ink
cartridges over the correct position of the
page.Inkjet printers are used where low volume
colour printouts are required.

= High quality printouts. = Slow printing rates.

= Much cheaper than laser printers. = Ink cartridges don’t last long.

= Smaller than laser printers. = Expensive to run.

= Very quiet while printing. = Printouts can easily smudge.

2.3.13 Plotter:

It produces hard copies, but is capable of printing on very large pieces of

paper. Plotters draw images using colour pens which are moved around the paper
by a computer. Used to produce blue prints of buildings, maps, etc.
Advantages and Disadvantages of Plotter

= Much larger printouts. = Very slow.

= Extremely high quality. = Very expensive.

2.3.14 3D Printer:

The creation of a 3D printed object is achieved using additive processes. In

an additive process an object is created by laying down successive layers of material
until the object is created. Each of these layers can be seen as a thinly sliced
horizontal cross-section of the eventual object. It follows digital CAD designs.

Material Used:

Many different materials can be used for 3D printing, such as ABS plastic,
PLA, polyamide (nylon), glass filled polyamide, stereo lithography materials (epoxy
resins), silver, titanium, steel, wax, photopolymers and polycarbonate.

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Few areas where 3D printer is used:

Architecture: Beautiful and durable models for conception and promotion of

construction industry

Medical: Surgical guides, custom prosthetics and education models for medical
professionals

Food Industry: Prototypes and tools to build or calibrate your machinery in the food
industry.

Chemical Industry: Enlargement of molecular structures and mechanical parts for

laboratory tooling.

Mechanics: Functional prototypes and final products. Masters and mechanical

parts to be machined

Aeronautics: Prototypes and functional production parts for planes, drones and
satellites. Check aeronautics and aerospace applications.

Education: Bridge theory and reality by making objects with 3D Printing. Train the
students to design real products.

Robotics: Custom parts and short series for robotics. Creating robots has never
been as simple as it is with 3D printing.

3D Printer vs Traditional Printer:

No toners and ink cartridges are used in 3D printer. Instead, very different
types of raw materials will be used to make an object. Regular printers or 2D printers
will scan an image and then use the appropriate color ink to copy the image on to a
flat surface such as an A4 sheet. The 3D printer requires a couple of extra steps to
achieve its goal. Input image must be replicated. It has to be rendered in 3D format
using a software to convert a flat image into a 3D one.

= Very fast and efficient. = Very expensive.

= Environmentally friendly. = Limited size of the prototype.

= Can print dangerous and harmful

items.

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 Input and output devices

2.4 CONTROL DEVICES

Computers are also used for controlling and monitoring tasks. Such
computers are called as control systems. Like other computers, control systems are
also made up of three parts:

= Input devices called sensors feed data into the computer.

= The computer then processes the input data (according to the program)

= As a result of the processing, the computer can turn on or off output

devices called actuators.

2.4.1 Actuators:

An actuator is a device, controlled by a computer, which can affect the real-

world and match up with sensors to receive the input. Both actuators and sensors
are automatic and does not need any human involvement.

2.4.2 Motors:

Motors can provide movement. For example, the motor in a washing

machine can be controlled by a computer - it is switched on when the clothes are
loaded for washing and switched off at the end of the wash. Computer-controlled
motors are also found in microwaveovens (to turn the food around) and air-
conditioning units (to drive the fan). They are used in

= Washing machines

= Control Fans

= Control Robot Arms in manufacturing

2.4.3 Buzzers:

It is otherwise called as beeper. It makes a single sound and are often used to
inform the user that particular thing has happened. Such devices are usually used in
quiet environment. So that it will then be heard clearly. They are used in

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 Information and Communication Technology

Buzzers are used in:

= Burglar alarms

= Microwave ovens and other household appliances

= Sporting events/Game shows

2.4.4 Heaters/Coolers:

Heaters can provide heat, and coolers can cool

things down. Acomputer can switch a heater on or off when
needed to keep a room or a greenhouse at the correct
temperature during winter. A computer can switch a cooling
unit on or off to keep a room at the correct temperature during
hot weather, or to keep food fresh. They are used in

= Control heat in a central heating system

= Control heat in a green house

= Control heat in an oven

2.4.5 Lights/Lamps:

Light bulbs and LEDs can be used to provide light, or to indicate something.
For example, computer-controlled lights are used in traffic lights, at music concerts.
Lights are used in car dashboards to show if any of the systems in the car have
problem. They are used in

= Security lights

= Car Dashboard – e.g. to alert driver of low fuel.

= Lights in greenhouse

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 Input and output devices

Answer the following questions:

1. Complete the following sentences

(a) A keyboard specially designed to reduce the health related

problems _____________________________

(b) A keypad mostly used in POS _________________________________

(c) Used as a pointing device in laptop _____________________________

(d) An input device similar to a joystick _____________________________

(e) A user can choose an option by simply touching a button/icon

___________________

(f) A device which converts a hard copy into a soft copy ________________

(g) Sensor use _____________________ to convert the inputted data into

digital data

(h) A device used with stylus pen to produce freehand drawing ___________

(i) A pointing device which works on CRT monitor _____________________

(j) A device which can read marks mead in pen or pencils _______________

(k) A device use radio waves to read and capture information ___________

(l) A printer often called as impact printer ___________________________

(m) A printer which use toner to print the documents ___________________

(n) A printer that uses objects to print ______________________________

2. Tick whether the following are examples of impact printers or non-impact

printers

Impact Non Impact

Dot Matrix Printer

Inkjet Printer

Laser Printer
3D Printer

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 Information and Communication Technology

3. Tick the most appropriate device for reading the details from the following media

Optical Mark Bar Code Chip and PIN

MICR
Reader Reader Reader
Debit card
Bank cheques

Multiple Choice/ Exam questions

A label on a can of soup

4. Circle the names of three devices which are used for input.

CD writer Laser printer Pen drive Mouse

Speaker Touch screen Remote control Wide format printer

5. Explain QWERTY keyboard along with its advantages and disadvantages

6. What is Ergonomic keyboard?

7. Differentiate between Numeric and Concept keyboard

8. Which pointing device is used in laptop? Give any two advantages and
disadvantages of the device.

9. Name two devices in which light pen is used.

10. Why graphic table is popular in Art field? Give any two advantages and
disadvantages

11. Explain the types of scanner with two advantages and disadvantages

12. Differentiate between web camera and video camera

13. Explain the different type of sensors

14. What do you mean by Direct Data Entry devices?

15. Differentiate between Magnetic Strip Reader and Chip reader

16. OMR, OCR and MICR are methods of direct data entry.

17. Describe each method, giving an example of an application where each might be
used

18. How the library books are inputted into the database software?

19. How does the RFID system work?

20. What is temporary output?

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 Input and output devices

21. Why CRT monitor is called as outdated technology?

22. Compare and contrast LCD and LED monitor

23. Which device works as both an input and output device? Give any two
advantages and disadvantages of the same.

24. What is permanent output?

25. Differentiate between dot matrix and laser printer

26. Why 3D printers are very expensive? List four areas where 3D printers are used

27. What is control device? Explain any two such devices.

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 Storage devices and media

CHAPTER
3
STO R AG E D E V I C E S A N D
MEDIA
LEARNING OUTCOME:
3.1 Backing up of data

= 3.1.1. Why backup of data?

= 3.1.2. How are backups created?

3.2 Types of Access

= 3.2.1 Serial/Sequential Access

= 3.2.2 Direct Access

3.3 Storage devices and media

= 3.3.1 Magnetic storage and media

= 3.3.2 Optical storage and media

= 3.3.3 Solid storage and media

3.1 BACK UP OF DATA

Backup is a process of creating the copy of the data or files from one medium
to other medium that you use for a recovery in case the original data or file is lost or
corrupted. Storage medium such as disk, tape, flash drive etc are used to take
backup. Backup shall be either on local storage medium or on cloud storage.

3.1.1 Why back up of data?

There are many reasons why weed to take the backup of data. Some of the
reasons are listed below:

Hardware failure: Backup of data is important in case hardware failure like hard
disk damage and damage of data when it is written on the hard disk due to some
unexpected failure.

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 Information and Communication Technology

Hacking data: Hacker might hack the data or file and delete/ modify with or without
intension. So, to save the files against the hackers, we need to take backup.

Transfer data: Sometimes backup is needed to transfer data/files from one place to
other place.

Virus attack: In case your computer is infected by virus, there are chances for data
corruption, change in file format etc. So, to safeguard against virus attack, backup
is necessary.

3.1.2 How are backups created?

Personal backup are done using

= Burning files to a CD, DVD or Blu-Ray discs.

= Copying files to a Pen drive, External HDD.

= Copying files to another device on a network.

Business backup essential data by

= Making copies on a regular basis.

= Using large storage media such as Magnetic Tape, Cloud storage.

= Keeping backup media off- site (in case of fire or theft.)

3.2 TYPES OF ACCESS:

Before we learn the types of access, it is important to know about the three
terms which are field, record and file.

These three terms will be explained with an example like we are storing data
about 30 smart phones in a mobile store. Data about each smart phone such as its
model, storage capacity, RAM speed, Display size, battery capacity are stored in the
allocated space which known as a field. Collection of the above data for a particular
smart phone is called record. The entire 30 smart phone data are collected together
and saved in a particular format is called file.

Field Field2 Field3 Field4 Field5 Field6 Record1

Phone Model Storage RAM Display Battery Record2
Phone1 ABC21 32 GB 2 GB 5 Inch 2000 MAH Record3
Phone 2 LZY32 64 GB 3 GB 5.5 Inch 3000 MAH
-- --- -- -- -- --
-- -- -- -- -- --
Phone 30 RTY11 256 GB 6 GB 6.5 Inch 6000 MAH Record30
Fig 3.2 : Data for 30 Smart phones in a Mobile Store

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 Storage devices and media

3.2.1 Serial/Sequential Access:

= Access data while starting at the beginning and works through bit by bit
until the required information is found. For example, if you want to find the
details of phone 20 in the above data, it will read all the phone data from 1
to 19 and then it reads the data from phone 20.

= It is mostly used on Magnetic tapes where data access rate is very slow.

= When information on magnetic tape needs an update, an additional tape is

required so that the old data can be merged with the new data

= Serial access is used in applications where speed is not important e.g., in

utility billing, clearing bank cheques and generating pay-slips

3.2.2 Direct Access

= Direct access method is used with storage devices such as magnetic
media (HDDs) and Optical medium (CDs, DVDs, etc.).

= The computer can directly search where the data is stored and go to it
directly.

= This is much faster than serial access.

= When stored information needs updating, the direct access device, will
write data to the next available space and its position is recalculated by the
computer.

= An example of direct access is a DVD movie where unlike a film reel tape,
user can jump to any scene on the DVD.

3.3 STORAGE DEVICES AND MEDIA

All the computers are equipped with a secondary storage. Secondary
storage devices ensure that the data are stored permanently. Stored data can be
used again whenever we need to access.

Data stored in the devices are measured with the memory size. Following
table gives a clear understanding of storage memory size:

Unit Shortened Capacity

Bit b 1 or 0 (on or off)

Byte B 8 bits

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 Information and Communication Technology

Unit Shortened Capacity

Kilobyte KB 1024 bytes

Megabyte MB 1024 kilobytes

Gigabyte GB 1024 megabytes

Terabyte TB 1024 gigabytes

Petabyte PB 1024 terabytes

Exabyte EB 1024 petabytes

Zettabyte ZB 1024 exabytes

Yottabyte YB 1024 zettabytes

Storage medium: The physical material that actually holds data is called as storage
medium.

Storage device: The hardware that writes data to, or reads data from a storage
medium is called as storage device.

Examples:

Storage medium Storage device

Floppy disk Floppy disk drive

Compact disc (CD) Compact disc drive (CD drive)

Digital Versatile Disc (DVD) Digital Versatile Disc drive (DVD drive)

3.3.1 Magnetic storage media

Magnetic storage media use magnetic coated material (iron and nickel
alloys) on the surface of disc or tape. Magnetic storage media and devices store data
in the form of tiny magnetized dots. These dots are created, read and erased using
magnetic fields created by very tiny electromagnets. In magnetic tapes, the dots are
created in long plastic strip and in magnetic discs, the dots are in a circle form.

Floppy disk drive, Zip diskette drive, Internal hard disk drive, External hard
disk drive, magnetic tapes are the examples of magnetic storage media. Let us learn
one by one in detail.

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 Storage devices and media

Floppy disks and drives

This is an old method of external data

storage where information is held on a thin
plastic magnetic coated disk which rotates. As
the disk rotates, a read write head is used to add
or read data. The disk of plastic is protected by a
retractable metal sleeve and hard plastic
housing. A small notch provides write protection.
Maximum storage on a floppy disk is about 1.44
MB.

Uses

= It is still used where very small files

need to be transferred or stored (e.g
small word processor document)

= Write protect facility is useful to prevent accidental over writing of data

Advantages and Disadvantages of Floppy disks

= Cost is very less. = Very low storage capacity when

compared to other methods (1.44
= Write-protected option helps to
MB.)
protect the files against virus,
deleting data accidently. = Needs a separate drive to read the
disc.
= Easy to carry (Portable.)
= Slow data transfer rate so it takes
long time to save or read data from
the disk.

Zip disk and drives

It is similar to Floppy disk but with larger capacity
from 100 MB to 750 MB It requires a separate drive to
process the data.

Uses
Zip discs are used to transfer large files from one computer to another
compared to floppy disks.

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 Information and Communication Technology

Advantages and Disadvantages of Zip disk drive

= More storage capacity than floppy = Outdated technology.

disk (upto 750 MB.)
= Needs separate drive.
= Transfer rate is faster than floppy
= Expensive to buy.
disk.

Fixed hard disk drive (Internal)

A fixed hard disk drive is the main internal

secondary storage media. It stores operating systems,
software, files etc. It is capable of storing large files and
fast direct access method. It has a disc and the surface
of the disc is coated in a magnetic film where data is stored. The magnetic
coated surface is also called plotter.

Uses

= Used to store OS and other software.

= Used in file servers for computer networks.

Advantages and Disadvantages of Fixed hard disk drive

= Fast data access rate = Chances for disk crash if the

computer is not shutdown properly
= Fast data transfer rate
= It is not portable as it is fixed
= Easily replaceable
internally
= Easy to update or delete files
= It is not robust as it has many
moving parts

Portable hard disk drive (External)

Portable hard disk drive is similar to fixed HDD

but it small in size and movable. It shall be connected
using USB ports. Portable HDD also direct access
method and the data transfer rate is high.

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 Storage devices and media

Uses

Portable HDD can be used a backup device as it is portable and easy

to transfer files from one computer to another.

Advantages and Disadvantages of Portable hard disk

= High storage capacity compared to = Since the size is small, easy to

optical discs misplace

= Its light weight and easy to carry as = It is not robust. If the device is
it is portable dropped, changes for file damage.

= Can be used as media to transfer = Expensive than other storage

files between computers media

Magnetic tapes

Magnetic tape is oldest method of data

storage. It is made up of thin magnetic coated
strips which is wrapped onto a reel and covered by
a strong plastic case. It is serial access with slow
data access time. If you need to access a file for
example 7th file in a sequence of files, it needs to
read all the 6 files and then access 7th file. But,
data transfer rate is fast.

Uses

= Used in the places where batch processing required.

= Used where large amount of

data need to be backed up
where the speed is not an
issue.

= Since magnetic tape has large storage capacity, used in companies

for long-term archiving of data.

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Advantages and Disadvantages of Magnetic tape

= Its robust. = Takes time to access the data.

= Can be used to take regular backup = Need a separate Magnetic tape

in companies. drive.

= Less expensive compared to = If you keep the tape near to the

equivalent amount of data stored in magnets, the data might be
HDD. corrupted.

3.3.2: Optical storage media

What is an Optical disk?

An optical disk is an electronic storage medium that can be used to read and
write the data on its surface using laser beam light. There are different type of optical
disks namely CD, DVD, Blu-Ray.

CD – Compact Disk/ DVD- Digital Versatile Disk

A CD can hold the data up to 700 MB. A CD uses a
thin layer of metal alloy or light sensitive organic dye to
store the data.

A DVD can hold the data up to 4.7 GB in a single

layer disk and 8.5 GB in a double layer disk.

Double layer increases the storage capacity as the

two layers of a DVD are joined together with a transparent
polycarbonate spacer.

The data are stored on the CD or a DVD as a series of minute grooves which
are known as ‘pits’ encoded on these spiral tracks. The areas between the ‘pits’ are
known as ‘lands’. These pits and lands do not represent the 1s and 0s, rather each
change from pit to land or land to pit and it is interpreted as 0 while no change is read
as 1. The pits and lands are read by a low-powered laser beam that follows the data
stream and reads from the centre outwards in a spiral track.

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 Storage devices and media

CD-R and DVD-R

Here the letter “R”
represent “Recordable once only”
which means you can store data
into a CD or DVD only once. For
example, if you store data up to
300 MB in a CD, balance 400 MB
of disk space become unusable. In
the same way, if you store data up to 2 GB in a single layer DVD, balance 2.7 GB
become unusable.

A CD uses a thin layer of an organic material to write the data and a DVD
uses a silver alloy or gold reflector to store the data. A laser beam produces a heated
and unheated spots to burn the disk surface.

Advantages and Disadvantages of CD-R and DVD-R

= CD-R and DVD-R are cheaper than = Need a separate drive to read.
other storage media.
= Easy to misplace.
= Small and Portable.
= If there is any scratch on the disk,
data will not be read.

CD-ROM and DVD-ROM

In CD/DVD ROM, data can be read only which means you cannot edit or
erase data and also you cannot store data once it become ROM.

Uses
= CD-ROM are used to store Music, Computer games.

= Software companies use CD-ROM to store the software as it cannot be

altered or deleted.

= DVD-ROM are used to store higher storage games, software, films

compared to CD-ROM storage.

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 Information and Communication Technology

Advantages and Disadvantages of CD-ROM

and DVD-ROM

= Cheaper than other storage media. = Need a separate drive to read .

= Small and Portable. = Easy to misplace.

= Can store more data than floppy = If there is any scratch on the disk,
disks. data will not be read.

CD-RW and DVD-RW

RW means “Re-Writable”. In CD-RW or DVD-RW, data can be read and write
many times. The recording layer uses a special phase-changing alloy to read and
write data. The alloy can switch between crystalline and non-crystalline phases by
changing its reflectivity to light depends on the laser beam power. Laser beam light
can produce the spots which can be read by a laser in the form of 0s and 1s.

Uses

= Used in recording files where the files needs to be updated regularly.

= Unlike CD-R and DVD-R, data can be added in the free spaces even after
completing the recording of data.

= Can be used in CCTV recordings as the data needs to be replaced quite

often.

Advantages and Disadvantages of CD-RW and DVD-RW

= Cost effective as data can be = Expensive than CD-R or DVD-R.

erased and recorded many times.
= Changes to erase the data stored
= Can be used to write different file in the disk accidently.
format.
= Easy to misplace.
= Portable.
= If there is any scratch on the disk,
data will not be read.

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 Storage devices and media

DVD-RAM
DVD-RAM works under different technology
compared to other format of CD/DVDs. Writing and
reading of data can happen at the same time in DVD-
RAM. For example, you can write some data into the
DVD-RAM while you are watching a Movie which is
stored in the same disk.

Features of DVD-RAM:
= Use number of concentric tracks instead of
single spiral track.

= Concentric track allows the data to read and write at the same time.

= Allow to read and write the data up 100000 times and storage life is longer
up to 30 years.

Uses
= Since the storage life is longer, it is used in data archiving ( to store data for
many years.)

= Used in DVD recorder to record TV programs to allow simultaneous

recording and playback.

Advantages and Disadvantages of DVD-RAM

= Longer life compare to other format = Expensive than DVD-R and RW.
of optical disks.
= Some systems may not recognize
= Writing data is reliable as it has in- the DVD-RAM format.
built verification software to check
= Easily misplaced as the size of the
the accuracy level of the data.
disk is small.
= Larger capacity than DVD-R or
RW.

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 Information and Communication Technology

Blu-ray disks
Blu-ray disks are different from CD/DVD as the way it carry out read/write
operations.

= It uses a blue laser instead of red laser to read

or write data.

= Since it uses blue laser, the ‘pits’ and ‘bumps’

are much smaller than DVD format. So, it can
store more data than DVD.

= Blu-ray comes with a secured encryption

method which is useful to prevent the piracy
and copyright issues.

= It comes with storage capacity up to 50 GB.

Uses
= Used to store high definition video files.

= Used in Home Video consoles ( Video games.)

= Used in taking backup of data from PCs.

= Used to store CCTV or Movie footages in Camcorders.

Advantages and Disadvantages of Blu-ray disks

= Since it has large storage capacity, = Expensive than other optical

can be used to transfer large files. storage media.

= Data transfer and access rate is = Need a separate drive which is

faster than other optical storage expensive to buy.
media.
= Sometimes encryption problem
may occur.

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 Storage devices and media

Comparison of Optical Disk Media

Parameters CD DVD Blu-ray

Storage Capacity 700 MB 4.7 GB - Single Layer 25 GB - Single Layer
8.5 GB - Double Layer 50 Gb - Double Layer
Laser Color Red Red Blue
Data transfer rate 1.41 Mbps 11.08 Mbps 36 Mbps
Recording track pitch 1.6 mm 0.74 mm 0.30 mm
Wavelength of laser 780 nm 650 nm 405 nm
Disk Construction Single 1.2 mm Two 0.6 mm Single 1.1 mm
polycarbonate polycarbonate layers polycarbonate layer
layer

3.3.3 Solid state storage media

Solid state drives (SSD)

Solid state drives are new generation of storage device used in computers.
SSD does not have any moving parts or spinning disks. SSD use flash memory
which is managed by the SSD controller to deliver the speed. A USB flash drive or
thumb drive is an example of SSD technology. They use NAND flash memories
(millions of transistors wired in a series on a circuit board), giving them the
advantage of having no mechanical moving parts and therefore immediate access
to the data.

Applications of SSD

Initially Solid state drives were designed for consumer devices. But, due to
the increased speed and power, various sectors also started using SSDs. Some of
them are listed below:

Business – Companies depending on programming environments or data analysis

often rely on SSDs, as access times and file-transfer speeds are critical.

Gaming – For every gaming program the computer requires a faster data access
speed enabling a faster load time which is provided by the SSD.

Smart phones – With the continuous developments in Smartphone industry, the

need for small sized fast memory is best fulfilled by SSD.

Servers – SSDs can improve the server’s response time due to its speed. They are
suitable for faster read and write operations.

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 Information and Communication Technology

Advantages and Disadvantages of SSD

= Since there is no moving parts in = SSD has smaller storage capacity

SSD, it last longer than HDD. compared to HDD.

= Data access and transfer rate is = Expensive than HDD.

faster.
= Slower writing speed on low-end
= SSD produces less power and models.
heat.

= Lighter than HDD.

Memory sticks/ Pen drives

Memory sticks or pen drives use solid
state technology to store large amount of data.
They are connected to the devices through USB
ports.

USB Memory Stick / Pen drive

Used to transfer files between computers and also used as backup device.
Pen drives are also used as dongle (a security device) to prevent software piracy.

Advantages and Disadvantages of USB

= Portable and Small. = Since it small in size, easy to

misplace.
= Robust.
= Chances to lose the data if not
= Mostly plug and play ( No need of
ejected properly.
additional software to connect this
device). = Cannot write-protect the data or
files.
= Not affected by magnetic fields.

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 Storage devices and media

Flash memory cards

Flash memory cards are used to stores files on digital
cameras, smart phones, MP3 players etc. These are the form
of EPROM (Electronically programmable read only memory).

Advantages and Disadvantages of Flash Memory

= Very compact and portable. = Expensive per GB compared to

HDD.
= Photos can be easily transferred
from Camera to other devices. = Less capacity than HDD.

= Robust. = Files might get corrupted if the card

is not inserted properly in the card
reader.

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 Information and Communication Technology

Answer the following question:

1. Tick the most appropriate storage medium for each of the following uses

Fixed Blu- Magnetic Memory

HDD Ray Tape Card
Book details are stored in School Database
Storing photographs in a digital camera

Storing high definition movies

Used to take backup

2. Tick whether the following are examples of internal memory or backing

storage

Internal Memory Backing Storage

Read Only Memory
Pen Drive
Random Access Memory
Portable HDD

3. Complete the following sentences by giving the appropriate storage

medium

(a) Stores low quality audio files _____________________________

(b) Has the highest storage capacity _________________________

(c) Stores the data up to 50 GB ______________________________

(d) The RAM version of this medium is used to record and play
recorded images at the same time ________________________

4. Stored data can be accessed in two types, namely __________________

5. A disk which stores up to 1.44 MB _______________________________

6. A disk which stores up to 750 MB ________________________________

7. Why do we need Back up of data?

8. Explain the two types of access with examples

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 Storage devices and media

9. Compare and contrast Portable and Fixed HDD

10. Why do we need magnetic tape to take backup? Give any two
advantages and disadvantages

11. What is the difference between DVD R and DVD RW?

12. What are the features of DVD RAM?

13. How does the Blu-ray disk are different from CD/DVD?

14. Compare the Optical Disk Media (CD/DVD/Blu-Ray)

15. Explain SSD with example.

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 Networks and the effects of using them

CHAPTER
4
Networks and the effects
of using them
LEARNING OUTCOME:

4.1 Networks.

= 4.1.1 Network devices.

= 4.1.2 IP and MAC address.

= 4.1.3 Wi-Fi and Bluetooth.

= 4.1.4 Setup and configure network.

= 4.1.5 Types of network.

= 4.1.6 Accessing internet from different devices

4.2 Networks issues and communication

= 4.2.1 Network security.

= 4.2.2 Authentication.

= 4.2.3 Computer Viruses.

= 4.2.4 Data protection acts.

= 4.2.5 Network communication

4.1 NETWORKS
What is network?

A network is two or more devices that connects together to exchange

information. Network allows sharing files, phones, videos etc from one device to
other device or from one location to another location.

Network size is depends on the type such as Local network or Wider

network. Computers on the network use Telephone lines, Cables, Wi-Fi devices and
Satellites to connect devices.

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 Information and Communication Technology

Advantages and Disadvantages of Network

= Resource shall be shared = If the network fails, it is difficult to

(Example: Printer, Scanner and access the resources.
data.)
= Initial setup cost is expensive.
= Easy and cheapest method of
= Easy to spread viruses through
communication (Email, Video
network.
Calls, Voice Chat etc.)
= Easy to hack devices over
= Data can be accessed from
network.
anywhere.

4.1.1 Network devices

Network devices are physical devices that are used to connect different
devices together to form a network. These network devices are connected through
either wired or wireless. There are different types of network devices used to share
the resources, to communicate between devices such as Hub, Switch, Bridge,
Modem, Router, and Wireless Access Point etc.
Hubs

A hub is a physical layer networking device

which is used to connect many devices or computers in
a wired network through LAN (Local Area Network). A
hub has many ports in which the devices are connected
together. Data packets are transmitted from one of its
ports and broadcast the data to all the devices that are
connected with the hub. So, hub is called “Dumb
Device”. Data transfer rate is slow in hub and also the
security level is very low.

Switches

Switch is an updated version of a hub and it is

more efficient when compared to a hub. Like hub, switch
also has many ports and the data transferred to the
devices through wired network called LAN (Local Area
Network). There is a table in Switch in which all the
connected devices IP address/ MAC address are

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 Networks and the effects of using them

registered. Switch sends the data to the specific devices or computers by identifying
its IP/MAC address. So, it is called “Smart Device”. Data transfer rate is faster and
the security level is high when compared to a hub.

How does a Switch work?

A switch will have an empty table. The computer’s MAC address is registered
as soon as the computers are connected with the switch port using LAN cables.

When a data is transferred from one computer to another computer, switch

will check the computer’s MAC address and send the data to the specified computer.

Bridges

A bridge in a network joins two separate LAN together to make a single LAN.
The network bridge enables the communication between LANs and provides a way
for them to work as a single network with the same protocol.

How does a Bridge work?

A network bridge checks the incoming traffic and decides whether to forward
or discard the traffic according to its intended destination. The following figure is an
example of a Bridge network with four computers. This network is divided into
segments by a bridge. Each segment is a separate collusion domain with its own
bandwidth. If Host A wants to communicate with Host C, Host A send the frame with
the Host C’s MAC address to the bridge. Bridge will inspect the frame and forward it
to the segment of Host C. Bridges support Wi-Fi to Wi-Fi, Wi-Fi to Ethernet and
Bluetooth to Wi-Fi connections. Since bridge sending out all data packets to all the
possible destinations, there would be huge network traffic.

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 Information and Communication Technology

Router

A router is a network device which is used to connect two different networks

(LAN to WAN). A router will be able to route the data packets between devices. The
main function of router is to transmit internet between two networks.

How does a Router work?

When a data packet comes out to a router port, router check its destination
device by its IP or MAC address information in pocket to determine out which port the
packet will be sent. There is a routing table in a router in which all the connected
devices addresses are stored. A routing table is a set of rules used to determine the
data packets sent over an IP (Internet Protocol). A routing table contains the
necessary information such as IP address, MAC address to forward data packets by
identifying the best route towards it destination. Each data packet contains
information about its origin and destination. Data packets contain the following
information:

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 Networks and the effects of using them

= Some form of header to identify the data packets.

= Sender’s IP address.

= Receivers IP address.

= Number of data packets the whole message contains.

= The identity number of each data packet.

Modem

Modem is the shortest form of “Modulator-Demodulator”. It is a network

device to connect internet to the devices. Internet is configured in Modem and then
it connected to computers through Switch or router. Modem converts the analog
signal from telephone cable or wire into digital signal (0s and 1s). Similarly, it
converts the digital signal into analog signal when it sent over telephone cables or
wires.

The first modem was Dial-Up which means we need to dial a phone number to
connect internet provided by the ISP. Data transfer rate is very slow in dial-up
modem (up to 56 Kbps) and also the cost for internet connection is very high.

Modern broadband modem is of two types ADSL and Cable modem. ADSL
uses telephone line but the frequency range is high and also we shall use internet
and telephone calls simultaneously. So, the data transfer rate also higher when
compared to dial-up modem. Cable modem use coaxial cables and provide internet
through cable television. Fiber optic cables which provide higher data transfer rates.
In ADSL modem, downloading speed is faster than uploading speed.

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Network Interface Card (NIC)

A Network Interface Card (NIC) is a hardware component of a computer

system which is inbuilt inside a computer provided with a slot used to connect
different networking devices via Ethernet cable. A physical address of a each
computer called MAC address is stored in NIC. It is the unique address of a
computer to identify the device.

There are three types of NIC namely Ethernet NIC, Wireless NIC and USB
NIC. Ethernet NIC is either inbuilt with computer mother board or a separate
hardware attached to a slot in mother board. Wireless NIC consists of a small
antenna where the communication between computers is set up without wires. An
USB NIC shall be connected via USB ports and it is plug and play device. USB NIC
shall be removed easily from the computer and shall be connected with any device.

Network Cables

A network cable is also called as Ethernet cable used to connect the

computers with a wired network. An RJ-45 connector is used at each end of the cable
to connect the network. Data transfer is faster in Ethernet cable compared to a
wireless network and also it is more secure than a wireless network. There are two
type of Ethernet cables namely Category 5(CAT-5) and category 6 (CAT-6) generally
used for computer network. CAT-5 cable shall support the range up to 100 meters
and CAT-6 cable shall support the range up to 150 meters.

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Gateway

A Gateway is a network point or node that forms a passage between different

networks. It acts as a entry or exit point for a network since all the traffic that travels
across the networks should pass through the gateway. Gateway is not required to
communicate within a network. But, if a network point needs to connect outside its
network, then it needs to use a gateway.

4.1.2 Internet Protocol (IP) and Media Access Control (MAC) addresses
Internet Protocol (IP) address

Every device connected to the internet is given with a Unique address is

called a IP (Internet Protocol) which is a set of rules governing the format of data sent
over the local network or internet. An IP address is represented by a 32bit series of
numbers separated by periods (.) with four pairs. An example of an IP address is
255.255.255.0. Each set of the periods is ranged between 0 and 255.

An IP addressed is provided by the Internet Service Provider when you apply

for an Internet connection. Every website URL is identified by its IP address. But, it is
difficult to remember the IP address for a website, website names are used.

Media Access Control (MAC) addresses

MAC address is a unique 48bit number of a computer which is provided by

the Network Interface Card manufacturer. It is also known as Physical address of a
device. MAC address is a 16 digit hexadecimal number (6 byte binary number)
represented by colon-hexadecimal notation (00: 0a: 83: b1: c0: 8e). First 6 digits of
MAC addresses identify the manufacturer called as OUI (Organizational Unique
Identifier). IEEE Registration Authority Committee assigns these numbers to the
manufacturers.

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Difference between IP and MAC addresses

IP Address MAC Address

= IP stands for Internet Protocol. = MAC stands for Media Access

Control.
= IP address is used to locate the
device. = MAC address is used to identify the
device.
= Can be changed.
= Cannot be changed.
= Provided by the ISP.
= Provided by the NIC manufacturer.

4.1.3 Wi-Fi and Bluetooth

Wi-Fi

Wi-Fi is the wireless technology used to connect devices to the network. It is

simply an internet connection shared with many devices either in a small or business
network system. A wireless adapter translates data into radio signal and transmits
the signal using an antenna. A wireless device like router receives the signal and
decodes it. The router sends the information to the internet using physical, wired
Ethernet connection. This process also works in reverse which means router
receive the information from internet and translating into radio signal and sending it
to the wireless adapter.

Wi-Fi radio signal frequencies are measured in Gigahertz (GHz) and it uses
the frequency 2.4 GHz or 5 GHz to transmit the data. Wi-Fi devices communicate
each other with set of standards. It is classified under IEEE (Institute of Electrical and
Electronic Engineers) 802.11 standards, a non-profitable organization created to
certify the network products.

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Bluetooth

Bluetooth is a wireless technology to transfer files between devices in a short

range. Bluetooth sends and receives data with 2.45 GHz frequency and uses 79
different frequencies to transfer files. It is best suited in low-bandwidth applications
like transferring sound data via Bluetooth headset, sending files to print in a printer,
transferring files between smart phones etc. Bluetooth creates a secure Wireless
Personal Area Network (WPAN) based on key encryption.

Difference between Wi-Fi and Bluetooth

Wi-Fi Bluetooth

= Wi-Fi use 2.4, 3.6 and 5.0GHz = Bluetooth use 2.4 GHz frequency to
frequency to transfer files. transfer files.

= Maximum range is 100 meters. = Maximum range is 30 meters.

= Many devices can be connected = Up to 7 devices can be connected.

depends on the Wi-Fi device used.
= Data transfer rate is faster.
= Data transfer rate is slow.
= Use WEP (wireless equivalent
= Use Key mapping encryption to privacy) and WPA (Wi-Fi protected
connect devices. access) to connect devices.

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4.1.4 How to set up and configure a network?

A network shall be considered as a small home/office network or business
network. For example, if you need to setup a small office network say for 10
computers, you need to purchase the following:

Hardware:

= A Switch: To connect all the computers in a wired network

= Ethernet cables: To connect all the computers with the switch

= A server: To store the data in a centralized location to access from any

computers

= Desktop/Laptop: Employees need to work on the network connected with

the server

= A Firewall: To protect the data against network threats.

= A Router/Modem: To connect internet with the network

= WAP (Wireless Access Point): To connect the devices wirelessly.

Software:

= OS: Operating System to work on the client / server.

= Office Package: To prepare documents, to do calculations, to prepare

presentations etc.

= Security software: To protect the computers against Viruses, Malware etc.

Also you need the following to configure a network:

= An IP address to connect the computers in the same network. IP address

shall be provided by the Internet Service Provider when you purchase
internet connection

= Putting common software into the server and accessing that software by
the client with proper software license.

= Files access restriction should be configured so that each client can

access only the files which are provided to them.

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4.1.5 Types of Networks

LAN (Local Area Network)

A group of devices connected together to make a network connection in a

small geographical area or a location is called Local Area Network (LAN). A LAN can
be either a wired or wireless connection. In a wired connection all the computers are
connected with a switch using Ethernet cables. In wireless connection all the
computers are connections without wires via Wi-Fi Router or Wi-Fi Access Point
(WAP). A variety of devices can connect to LANs, including desktop, laptop, server,
printer, IoT devices etc. LAN is mostly used share the files or data in a local network
or from outside network. When you connecting LAN with outside network it
becomes the part of WAN (Wide Area Network).

Advantages and Disadvantages of LAN

= Data shall be shared easily = Initial setup cost is expensive.

between devices.
= If network fails, difficult to access
= Data shall be stored in a files stored in the server.
centralized place and easy to take
= If one device is affected by virus,
backup.
chances for all the devices
= Easy for the network administrator affected.
to control and monitor the
= Security risk is high compared to
computers on the network.
stand alone computer.

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WAN (Wide Area Network)

WANs are used to connect two or more computers are devices from long
distances geographically. A WAN may consist of connections to a company’s
branches across country. Many LAN connections joined together locally and using
a Router, the devices are connected to the LAN from different location. Internet and
ATM are the examples for most commonly used WAN. WAN uses telephone or
satellite to connect devices. Companies prefer dedicated line or leased line for WAN
as it is more secured and less expensive.

There are two type of connections in WAN system which are End system and
Intermediate system.

End System and Intermediate System:

A connection between two systems referred to an end system because it sits

at the end of the network. End system allows the users to interact directly with the
internet to send and receive data. A switched WAN connect the end systems using a
Router. A point-to-point WAN connect the end systems through a leased or
dedicated line provided by the ISP. In intermediate system, router does not support
the users directly, but forward the received data to the intended recipient. The
Communication process between these two systems normally defined in terms of
reference stack. End system use protocols at all the layers of the reference model,
whereas intermediate system handle the protocol information only at and below the
network layer.

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Advantages and Disadvantages of WAN

= WAN covers large geographical = Initial setup cost is high.

area.
= Security issue (Chances for
= Resources shall be shared hacking). Need to spend money to
immediately. setup security protection software.

= Business people shall use WAN to = Need a stable internet connection.

store their data in a centralized
place (Cloud storage) using WAN.

WLAN (Wireless Local Area Network)

WLAN provides network access to the devices without cables via Wireless
Access Point (WAP) or wireless nodes. Access points are connected to the LAN with
wires and the Access points provide the network access to the devices without wires
using high frequency radio waves which transmit the signals from the LAN to the
devices. APs use spread spectrum technology which supports the range up to 50
meter. Some APs use Infrared signals also to connect the short rage about 1 to 2
meter. APs transmit the data between LAN and WLAN. Users receive the data by
connecting the AP through the Wi-Fi LAN adapters which are in built in their devices.

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Advantages and Disadvantages of WLAN

= Less expensive compared to the = Less security compared to LAN

wired network. (People can easily access the
network.)
= Shall move around within the range
since it does not include cabling. = Data transfer rate is slower than
LAN.
= Easy to add new devices with the
network (No cabling work required.) = Chances for loss of signals due to
some interference like physical
= Multiple devices shall be connected
obstacles.
to share the resources and other
services (Example Wireless printer, = Limited range (can access the
Scanner etc.) network only for few meters.)

4.1.6 Accessing the internet from different devices

Smart Phones

Internet can be accessed through Smartphone via

cellular telephone service or using Wi-Fi. Wi-Fi enabled
smart phone use Wi-Fi hotspot to connect the internet.
Through the cellular service provider, we can access the
internet services and all other web applications just like in
personal computers.
Advantages and Disadvantages of Smart Phones

= Portable; shall be carried = Since the size is smaller, display will

anywhere and access the internet. be very small and difficult to use.

= Since the size is small, easily fit = Onscreen keyboards are small, so it

into pocket. is difficult to type.

= Almost everyone has the smart = Not user friendly as compared to

phone. So, it is easy to use when PCs.
we are on the move.
= Internet connectivity depends on
the signal strength.

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Tablets

A tablet phone is similar to smart phone but

bigger in size. All the functions are almost same like
smart phone. A tablet is smaller than a notebook but
bigger than smart phone when compared to the display
size.

Advantages and Disadvantages of Tablets

= Portable and can be carried around = Expensive than smart phone.

anywhere.
= Data charges are high if hot spot is
= Display size is bigger than smart not available.
phone. So useful for elder people.
= Chances for signal loss due to the
= Better batter backup compared to connectivity service.
laptop.

= Bigger keyboard layout compared to

smart phone.

Laptops

Laptop also called as Notebook is a portable

computer that is efficient and powerful compared to a
desktop computer. All the hardware parts are
integrated and can be carried around easily.

Advantages and Disadvantages of Laptops

= Lighter than desktop. So, easily = Difficult to replace the parts as all the
carried around. parts are integrated.

= It has in-built battery and so better = Can be easily damaged because of

power backup. the size.

= Since all the parts are integrated, it = Expensive than desktops.

require less space to occupy.

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Desktops

A desktop computer also called as personal computer

is designed to use for the office environment. All the hardware
parts are separate in desktop computers. It needs continuous
power supply as it does not have the battery backup. Desktop
computers are useful for small office, school and small
business peoples.
Advantages and Disadvantages of Desktops

= Easy to operate as all the hardware = It needs a large desk space.

parts are separate.
= Not portable and heavy to lift as all
= We shall use any display size the parts are separate.
monitor and it will be useful for the
= We need to buy separate UPS as it
elder people.
does not have battery backup.
= Parts can be easily replaced if it gets
= Need to spend money to buy a
damage.
separate dongle to connect wireless
= We shall get a stable internet internet.
connect since we use wired network.

4.2 NETWORK ISSUES AND COMMUNICATION

4.2.1 Network security
Network security is a set of rules and configurations designed to protect the
computer against different threats and attacks such as hacking, phishing, pharming,
spyware and viruses. When we access the internet we should be very careful and
should know what are the data needs to be accessed, what are the links to be
clicked. Sometimes, the links might redirect to the fake website and try to hack your
account details.

Should the internet be policed?

Internet police is the generic term for cybercrime departments and

organizations in charge of policing the internet. The reasons to police the internet is
to prevent the illegal material being posted on the internet like terrorist activities,
pornographic materials and abusive materials. But, there is a question that is there
any controlling body to control the illegal materials posted on the internet? There are
many arguments in favor of having control and many arguments against for it.

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Advantages and Disadvantages of Network Security

= It helps to prevent illegal materials = Materials posted on website might

being posted on websites. be taken from other sources.

= If internet it policed, people find it = It is difficult and expensive to police

much easier to get the relevant the internet as every country has
information. different rules and regulations.

= It helps to prevent children and other = It would against the freedom of

vulnerable people to visit speech.
undesirable website.
= Laws already exist to deal with those
= Help to stop incorrect information who post illegal materials on
being posted on websites. websites.

4.2.2 Authentication
Authentication techniques are used to ensure only authorizes persons are
allowed to gain access to a network through their username & password, biometrics,
swiping cards, two factor authentication, Transaction authentication number (TAN)
etc.

Username & Password:

Username and password are used in many instances when accessing

internet. Some of the services provided by the internet are Email access, online
banking services, Social media access. To keep our account safe, we need to create
a strong password to prevent the account from hackers. Following are the ways to
protect our account from hackers:

= Install anti-spyware software (it prevents our key strokes in devices)

= Change the password in a frequent interval (Banking website ask to

change the password at least in 3months interval)

= Keep a strong password with mixed up of alphabets and special

characters (Example for a strong password: BjK@13P&@)

= Should avoid using the familiar names as password like nickname, family
members name etc.

When the user log on to their online accounts, they might be asked following
additional information:

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Security question: User might be asked to type the answer for the secret question
like mother’s maiden name, favorite movie etc.

Personal image: Some banks requires users to identify an image when they log in
to their websites.

Cards

Magnetic strip cards have a small piece of magnetic strip on the back of the
card. This magnetic strip is made up of tiny magnetic particles on a plastic film in
which all the required information like ID number, name, date of birth are stored.
Details stored in the strip are read when the card is swiped through a card reader.
Details on the magnetic strip can be easily updated.

Contactless cards also been used in authentication. It is similar to magnetic

strip, but details are read from a distance without swiping the card. These cards were
used in ETPOS to pay bills, to enter into a secured area where only authorized
peoples are allowed.

Another authentication method is using a holographic image (hologram)

card. This method is used to avoid any forgery like making duplicate cards.
Holographic images change color or displays as a moving object when the image is
viewed from different angles. But, when we make duplicate hologram cards, it is not
possible. So, these cards are more safe and secure.

Two Factor Authentication (2FA)

Two factor authentication is an extra layer of security to keep our online

account more safe. In this method user needs to enter a password first and then a
security code like PIN, OTP etc. These codes will be sent to the user’s email id or
mobile phone.

Transaction Authentication Number (TAN)

A TAN is onetime code used in online banking transactions. TAN is an

additional security layer beyond the password method. TAN is mostly used in
financial sectors. User will insert their bank card into the TAN reader which will then
provide a code which will need to be entered to complete a transaction.

RFID (Radio Frequency Identification) in Passport

Many countries started using RFID in passport to avoid the fraudulence. The
RFID has a small microchip designed for wireless transmission and small antenna
which needs to connect with the RFID reader. A chip in RFID passports stores the
similar data that is printed on passport such as passport holder’s name, date of birth,
expiry date and other biographic information.

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How does the RFID passport system work?

= The passport page containing the person photograph is placed face down
on a reader.

= RFID reader deducts the passport’s microchip through antenna and the
facial image is scanned by the scanner.

= The passport holder looks up at a digital camera and a photograph is

taken.

= The photograph is converted into a digital format and will be compared with
the photograph available in the microchip.

= Also the details available in the microchip are compared with the
centralized database.

= If all the details are matched, then the passport will be accepted.

4.2.3 Computer Viruses

A computer virus is a piece of computer coding designed to spread virus
between devices. It is a subset of malware which are self-copying threats usually
designed to damage or steal data from devices. Computer viruses mostly most sent
through executable files which result in their viral codes executing when a file is
opened. Then the code from the exe file spreads via network to destroy other
systems that are connected with the network. Mostly the viruses will be installed in
computers via email, advertisement or window pop ups in websites.

Some common effects of Computer Viruses

= Slows down the system.

= Change the file format.

= Replicating the files.

= Removing the executable files.

= Modifies the system booting files.

= Unusual browser activity.

Antivirus software

To remove the viruses, a good antivirus software needs to be installed in

computer or devices. There are different type of antivirus software designed for
different type of operating systems such as Window, Linux, Mac, and Android. There

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are many Antivirus available in the market, but almost all the software has the same
features:

Real time scanning: Once the antivirus software is installed, it runs in the
background on a computer will continuously monitor the system to prevent from
virus attacks

Automatic updates: Since the new type of viruses are constantly being developed,
antivirus software needs frequent update in order to track the new threats and
quarantine or delete them.

Full system Scan: A full system scanning is required at least once in a week to keep
the computers more safe. For example, some viruses lie dormant and would only be
picked up by the full system scan.

Heuristic checking: This is the checking of software for types of behavior that could
indicate a possible virus; this is useful if software is infected by a virus not yet on the
database

How to avoid virus when we access internet?

Viruses are mostly installed in computers without user’s knowledge when we

access websites. To avoid such issues, follow the instructions given below:

= Never open any unknown websites

= Check the website address starts with “https” or with padlock symbol

= When you receive any advertisement email with a URL link, do not click on
the link. Instead, copy the URL from the email and paste in the browser
address bar. This helps to avoid links to the fake websites.

= Avoid opening unknown emails. Most of the viruses are spread through
unknown emails.

Viruses from hardware devices

Other than website or email links, viruses spread through some hardware
devices like pen drive, memory card, Optical disks etc. When you insert any such
devices in to the computer, run the antivirus to check whether the devices are
infected by virus.

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4.2.4 Data protection acts

Data protection act commonly referred as DPA, is an independent authority
who is responsible for allowing access to official information and protecting personal
information. The data protection acts gives the individuals the right of access to
information about themselves which is held by an organization, and sets out how
personal information should be collected, stored and processed. Many countries,
failure to abide by the DPA rules can lead to a fine or sometimes imprisonment to
anyone who hold data about individuals.

DPA based on eight principles which are given below:

Data must be fairly and lawfully processed: An individual or business may only
collect, process and hold personal information in a fair and transparent way.

Data can only be processed for the stated purpose: The personal data must be
collected for the specific use for which the data holders should grant the permission.
Data should not be transferred, sold and duplicated for the other purpose.

Data must be adequate, relevant and not excessive: irrelevant details should not
be collected. Collected data must be adequate and relevant according to the
legislation.

Data must be accurate: A periodic check is necessary to ensure whatever

information an individual or business hold is still accurate.

Data must not be kept longer than necessary: DPA states how long the data can
kept for their details. It is a good practice to remove the data after a dormant period
and have a strong company policy.

Data must be processed in accordance with the data subject’s rights: People
have the right to know about what type of details an individual or company can hold.

Data must be kept secure: There should be a strong system to keep the all
processed data secure. The system must be robust against attack; also it should be
ensured that the level of security is appropriate to the business.

Data must not be transferred to another country unless they also have
adequate protection: It is important to know that each country has the data
protection act before sending data to other countries.

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4.2.5 Network communication

Faxes and Emails

Fax is a short form of “facsimile” which means copy. There are two types of
fax machine for sending and receiving fax:

A physical fax – This fax machine is a device connected to a telephone line

on both sides. A physical document copy will be inserted into the sender’s machine
and then it scans the document and send the data to the receiver’s end by dialing the
telephone number. A printed document will be received by the other end. Telephone
charges are included for sending the fax based on the type of line (Local, STD or
ISD). This type of fax is slow and if the line is busy in other end, we cannot send the
fax. There machines were used for many years until the electronic fax machine are
invented.

How does the fax machine work?

= Once the hard copy is inserted into the sender’s fax machine, it converts
the light/dark areas of the printed documents into noises

= These noises are sent to the other end fax machine thorough a telephone
line.

= These noises are again converted into printed marks and prints on the
paper kept on the receiver’s end fax machine

Electronic fax - Electronic fax machine requires an internet and a computer

to send the data between the locations. Electronic fax has some more added
advantages when compared to a traditional fax:

= Less cost as there is no ink / toner required to print the document as the
data can be sent in digital format and can save paper cost also.

= More security as the messages can be encrypted and sent.

= Only the authorized people can view the document when it is sent via
Email and it is password protected.

= There is no telephone cost to send the fax; only internet charges are
included.

= No need to wait for the call from receiver’s end in case it is busy. All the sent
data are stored in a database server and it reaches to the receiver’s end
once it is available.

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Electronic email (Email)

Email is also a part of electronic fax and it is useful for sending and receiving
many file formats like documents, audio files, video files, images etc. A username
and a password required to access email. There are many email service providers
give email services free of costs with limited storage capacity. Storage capacity to
store and send files can be increased by paying subscription fee. Files can be
encrypted and sent with protection. An email account provided by ISP (Internet
Service Provider) that consists of a username and a domain name separated by an
“@” symbol (Example: [email protected]).

Difference between Fax and Electronic fax:

Fax Electronic Fax

Need a hardware and Can be accessible from any
Flexibility telephone line to operate fax. device and from anywhere with
Also it is fixed at one place. internet connection.
Need the printing materials like Since it is digital format, it has
Resources ink, paper and the maintenance very less cost (only internet
cost also included. charges.)
Documents can be send as Large files can be sent at the
a hard copy from one machine same time to multiple recipients.
Features to another machine. Signatures
also can be added and sent in
legal document copies.
Anyone can see the fax Has high security method as
documents since it does not the authorized people only can
Security
have any security options to access the documents.
protect the data.

Conference

There are three type of conference used to communicate people from one
location to another location which are Video conferencing, Audio conferencing and
Web conferencing.

Video conferencing

Video conferencing is an online communication method that allows users

from different locations to have face to face meetings without traveling. This

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technology is useful for both personal

and business people to communicate
i n a s h o r t n o t i c e t i m e . Vi d e o
conferencing can be conducted for
many purposes like company
meetings, job training sessions, online
teaching, online interview etc. To
conduct a video conference we need a
strong internet connection so that the
video and audio quality will be good.

Hardware requirement:

= Webcams, Monitors, microphones and speakers if we connect using

computers.

= Devices like laptop, tablet and smartphone has all the hardware in built, so
only the device is required.

Software requirement:

= Driver software may require to configure for webcam or microphone in

some computers.

= CODEC (Coder-Decoder) is used to encode or decode the digital data

stream to allow data to be transmitted(encoded) and played (decoded)
back. CODEC (compression-Decompression) is used to compress the
data before it is transmitted and then decompress it again at the receiving
conference room

Following points needs to be considered before the video conferencing

begin:

= Time should be convenient to conduct the conference as different

countries has different time zone

= User must login to the video conferencing system to connect with people

= All the hardware needs to be checked whether is working or not

(Examples: Webcam, Speaker, Microphone etc.)

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Advantages and Disadvantages of Video Conferencing

= Meetings can happen with a short = Need a strong internet connection

notice time. to avoid any time lag in response or
details when talking.
= Travel cost are reduced as the
participants can attend the = Initial set up cost might be
meeting without leaving the place. expensive.

= Time can be saved as it is not = It is difficult to conduct where the

required to go to the places to countries has different time zone.
meet persons.

Audio conferencing

Audio conference is a type of

communication where two or more
people use telephone calls to participate
in the meeting. Audio conferencing is also
called as “teleconferencing” or “phone
conference” as the method uses
telephone instruments to conduct the
meeting.

Procedure to conduct audio conferencing:

= Two PIN numbers will be provided by the phone company. One is personal
PIN which is used by the audio conference organizer and another one
participant’s PIN which will be shared to all the persons to connect with the
conference.

= Organizer will contact all the participants and give the PIN and time to join
with the conference

= First the organizer start the call and enter the personal PIN to begin the
conference and then all the participants will join with the conference by
calling the same phone number and entering the PIN which is shared to
them.

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Advantages and Disadvantages of Audio Conferencing

= Cheapest method when compared = In this method, only audio shall be

to video conferencing (only the used.
telephone device is required.)
= Out dated technology.
= Travel cost can be reduced.
= Difficult to conduct the conference
= Conferencing shall happen with in for the countries with different time
short notice period. zone.

VoIP (Voice over internet protocol)

Audio conference shall also be conducted using a computer with internet

facility through VoIP (Voice over internet protocol). VoIP allows the organizer to
create a group of people to take part in the conference call and the members can be
added easily by just dragging and dropping them into the group. Also it is possible to
add telephone numbers also to the group. The audio quality is based on the internet
bandwidth. The sound quality might not be good if the internet connection is not
stable.

Web conferencing

Web conferencing also called as webinar a

type of online meeting that involves two or more
participants from different locations. Webinar
provide business meetings and seminars, lead
presentations, online education, online training and
offer direct customer support via remote access.

To participate in web conferencing, we need

a computer and high speed internet connection. A
link with passcode will be provided to the users to
participate in web conferencing. Also users can download applications from
websites and login to the account to participate in web conferencing.

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Advantages and Disadvantages of Web Conferencing

= Documents such as text files, = Need a stable and high speed

presentations, audio, and video internet connection.
files can be shared between users.
= Video quality depends on the
= Participants shall post the webcam resolution.
messages using chat option.
= May lead to social isolation (less
= Participant shall leave and join the change to meet people.)
meeting anytime between the
session.

Answer the following questions:

1. Tick whether the following statements would most appropriately apply to the
internet or an intranet

Internet Intranet
A common network system
Difficult for the hackers to access the sensitive data
It is difficult to control the network
It is within a organization only

2. There are a number of different network devices associated with computers.

Give the most appropriate type of communication device that fits the following
descriptions.

(a)This device connects a LAN to the internet ________________________

(b) This device transmits data to specific computers in a network _________

(c) This device broadcasts data to all computers in a network ____________

(d) This device connects one LAN to another LAN that uses the same
protocol ____________________________

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3. Tick whether the following statements would apply to a LAN, a WAN or a WLAN.

LAN WAN WLAN

The internet is an example of this type of network

Available in a building or campus

This local network uses wireless technology

This network is spread over a large geographical area

4. Complete the following sentences

(a) ________________________ is an internal hardware component of a

computer system which connect the device to the internet via Ethernet
cable

(b) _________________________ is a unique 48bit number of a computer

which is provided by the NIC manufacturer

(c) _________________________ is a wireless technology to transfer files

between devices in a short range

(d) ________________________ authentication is an extra layer of security

to keep our online account more safe

(e) A _______________ is onetime code used in online business banking

transactions

5. What is network? Name the types of network

6. Compare and contrast Hub & Switch

7. How does a switch work? Explain with an example

8. How does a router work? Explain with an example

9. Name the two types of modem.

10. Write a short notes on NIC, Network Cable, Gateway

11. Differentiate between IP address and MAC address

12. Differentiate between Bluetooth and WiFi

13. Explain to set up a office network with hardware and software requirements

14. Compare LAN, WAN and WLAN

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 Networks and the effects of using them

15. Should the internet be policed? Justify your answer

16. Explain different authentication techniques

17. What RFID? How does the RFID Passport system work?

18. What is computer virus? List some common effects of computer virus

19. Why do we need antivirus software?

20. Explain any four Data Protection Act (DPA)

21. Differentiate between Fax and Electronic Fax

22. What are the hardware and software required to conduct a video conferencing?

23. What are the advantages and disadvantages of video conferencing?

24. What is audio conferencing? Write down the procedure to conduct audio
conferencing

25. How does the web conferencing is different from video conferencing

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CHAPTER
5
F I L E M A N AG E M E N T
LEARNING OUTCOME:
5.a - Types of files and uses

5.b - Hierarchal structure of files/ folders

5.c - Effective management of files

5.d - Saving & Printing a file in different formats

5.e - Reduce & Resizing

WARM UP : GIVE FEW OTHER NAMES WHICH GIVE THE SAME

MEANING OF FILE:
_________________________________________

_________________________________________

Use default Nest folders Clear out old

Installation folders with in folders files regularly
for program files

Back up files
Place all Give files logical regularly
documents under a specific names
single “root” folder

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MIND MAP:

FILES / FOLDERS

What is a file Operations

& types? with a file
Text
Audio
Image
Compressed Opening, Saving Reducung &
And Printinga Resizing A
File
Web
Authorizing

5.a - Types of files and uses

What is a file?
A computer file is a computer resource for recording data discretely in a
computer storage device. A file may be designed to store a picture, a written
message, a video, a computer program, or a wide variety of other kinds of data.
Some types of files can store several types of information at once.

Generic file
Generic file format saves files in a format which can be opened in any
platform. Using generic formats allows files created on PC to be read/ imported on
an apple Mac and vice versa.

Some file types such as Excel (.xls), Spreadsheets (.xlsx), words (.docx),
Access data base (.accdb) used by MS Office are NOT GENERIC.

Types of Generic file:

Generic text file

1. Comma separated values: These files have a .csv file extension. This file type
text data in the form of tables (that could be used with the spreadsheet or database)
and save it in text format, separating data items with commas.

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2.Text: these files have a .txt file extension. A text file is not formatted and can be
opened in any word processor.

3.Rich text format: these files have a .rtf file extension. This is a text file type that
saves some of the formatting within the text.

Generic image files

1.Graphics interchange format: These files have a .gif file extension. This format
stores still or moving images Anderson efficient method of storing images using a
smaller file size. It is widely used in web pages.

2.Join photographic expert group: these files have a .jpeg/ .jpg extension. This
format stores still images only, not moving images. It is an efficient method of storing
images using a smaller file size and is widely used in a web page.

3. Portable document format: these files have a .pdf extension. These files can be
converted into image format and allows documents as an image so that read it can
be read only. The pages look just as they would when have printed but can contain
clickable links, buttons, form fields video and audio. A PDF document is a protected
document to stop others from editing.

4. Portable network graphics: these files have a .png file extension. It is a file
format that compress graphic images without any loss of quality. It was created to
replace graphics interchange format and is now the most used lossless
compression format used for image on the internet.

5. Moving picture experts group player 4: this files have a .mp4 file extension. it is
not a single file format that is a multimedia container which is used for storing video
files, still images, audio files, subtitles and many more. This container is often used
to transfer video files on the internet.

Generic audio files

1. Moving picture experts group layer 3: this files have a .mp3 file extension. It is
a compressed file format used for storing audio files. It cannot store still are moving
images as the file sizes are relatively small but have near CD quality.

Generic compressed files

1. Roshal archive: this files have a .rar file extension. it is a container that holds
almost any type any file types in a compressed format it reduces the number of bytes
needed to save a file for to reduce transmission time when sent from one device to
another. it was developed for windows by Russian software engineer Eugene
Roshal. The file was named after him and takes its acronym from Roshal archive.

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2. Zip: these files have a .zip extension. this is a container which can hold almost any
type of files in a compressed format as it reduces the number of bytes needed to
save storage space for two reduced transmission time when sent from one device to
another.

Generic files used for website authoring

1. Cascading style sheets: these files have a .css file extension. this is a style sheet
which is saved in cascading style sheet format and attached to one or more web
pages often written in HTML.

2. Hypertext markup language: these files have a .htm/ .html file extension. this is a
text based language which is used to create markup that a web browser will be able
to display information as a webpage.

5.b - Hierarchial structure

of files/ folder
Hierarchical file system

A hierarchical file system is how drives, A:\

folders, and files are displayed on an operating C:\
system. In a hierarchical file system, the drives,
Program Files\
folders, and files are displayed in groups, which
allows the user to see only the files they're Temp\
interested in seeing. For example, the picture Windows\
shows the Windows directory (Windows\) folder System32\
hierarchy that contains the System32, Tasks, and
Spool\
Web folders. Each of these folders could have
Tasks\
hundreds of their own files, but unless they are
opened the files are not displayed. Web\

Fig. Hierarchical
file system

This image gives an

idea of how the files are
stored in the operating
system.

Operating File System Directories Files

System

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The word "file" was used publicly in the context of

computer storage as early as February, 1950. In an
RCA (Radio Corporation of America) advertisement in
Popular Science Magazine describing a new
"memory" vacuum tube it had developed.

5.c - Effective management of files

Organization is the Key to File Management
Wherever the documents are stored it is important to keep them organized
and up-to-date. Managements should be part of an overall document management
strategy for your business. A proper document management plan should include all
aspects of handling documents, including storage, retrieval, backups, and security.

Few file management tips that will help you keep your files accessible
1. Use the Default Installation Folders for Program Files

Use the default file locations when installing application programs. Under
Windows, by convention application program files reside under the (Drive Letter:)-
>Program Files directory. Installing applications elsewhere is confusing and
unnecessary.

2. One Place for All Documents

Place all documents under a single "root" folder. For a single user in a
Windows environment, the default location is the My Documents folder.2.

3. Create Folders in a Logical Hierarchy

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.

4. Nest Folders Within Folders

Create other folders within these main folders as need arises. For instance, a
folder called “Invoices” might contain folders called “2018”, “2017” and “2016”. A
folder named for a client might include the folders "customer data" and
"correspondence". The goal is to have every file in a folder rather than having a
bunch of orphan files listed.

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5. Follow the File Naming Conventions

Use descriptive file names for easy identification and retrieval but don't go overboard
- file/path names have length limits which vary between operating systems.

6. Be Specific

Give electronic 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 overdue,

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.

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. Cull 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.

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 regimen.

Locating and Opening a file

Fig. This PC icon on the desktop

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As it is a stand-alone personal computer, all the files will be stored in the local
hard disk or SSD drives. You are using a network system; files are likely to be stored
on a network drive usually in a secure area where only you have access.

Each system is different and one must use the “This PC” or “My Computer”
icon from the windows 8 in the start screen access bi price inside.

With the help of the below given Fig.11. c.2, it is easy to learn how to locate
the exact file and open it.

Fig.11. c.2 Locating a file

The path to your
current location is
shown at the top of
the window.
The right side of the
window shows that the
files and the sub folders
The left pane is used in this folder. It also
to locate the drive gives you other useful
that you wish to use information such as the
date the file was you
saved and the file type.

TASK 1: Locate a movie folder in your

This PC and open with VLC player

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= On most computers
double clicking on the
file icon will open the
file in most suitable
application. There are
times when you may
wish to use the other
programs to open a
file for example in the
website according
section you may wish
Fig.Opening a file to open a file on both
the browser and in notepad. In this case you can either:

Ÿ Open the application and load the file from there

Ÿ Drop the file into an open application,

Ÿ Right mouse click on the file name and use open with.

5.d - Saving & Printing a file

in different formats
Saving a file
Saving files is a crucial part of working with documents, images, videos, and
any other files on a computer. Saving your work allows you to come back and
continue later, share your files with
others, and protect your work from
errors and program failures. See Steps
below to learn the best ways to save
files and maximize your efficiency.

Step:1 Save often. Programs crash,

and often at the worst time. Protect
yourself from losing hours of work by
saving your files regularly. If you are
making changes to a file but don't want
Fig. Save option

to overwrite the original, use the "Save as" function to create a copy with a new file
name. Many programs have an autosave function.

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Save option that will automatically save your file after a set amount of time.
This can save you in a pinch, but should not replace actively saving often.

Step: 2 Name your saved

files with useful names.
When you first save a new
file, you will be asked to
create a name for the file.
Make sure that the file name
allows you to easily recognize
the file, and contains any
important information such as
the date or the author of the
file. This will help you find
what you need when you're
searching for a specific file on Fig. Save with useful names
your computer.

Step:3 Organize your save

folders. Most operating
systems will create a
Documents folder that your
saved files will be
automatically placed in by
default. While this can be good
to have a general idea of
Fig. Organize your saved folders
where your files are, taking the
time to create a system of folders can help keep you afloat in a sea of files. Use
folders to sort by file type, project, date, or any other criteria you want. Most modern
versions of Windows use Libraries, which allow you to keep files of the same general
type in one area. These libraries are not actually locations but are instead collections
of files from across multiple locations.

Step: 4 Learn the keyboard shortcuts. You can

cut down a lot of time if you learn the keyboard
shortcuts for saving files, especially if you find
yourself saving a lot. Pressing Ctrl+S ( Cmd+S on
Mac) will save your file in most programs. Many
programs have shortcuts for the "Save as"
function as well. These shortcuts will
Fig. Shortcuts
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vary from program to program. For example, F12 will

open the "Save as" dialog in Word, while Shift+Ctrl+S

will open it in Photoshop.

In most of the Microsoft office suite packages we have

a tab on top and the other options to save

= Save - to save the current file with the same.

= Save as - save the current file with a u name, and/or

new file type, and/or in a new location.

= Print - to print the current file

= Export - to export, save a copy in .pdf format, ok to

change the file type in some packages.

Printing a file
After saving a file by using the
file options on the tab we find print it and
a short cut - cntrl + p is also used for
printing a file.

Fig. Printing a file

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TASK 1: Locate a movie folder in your

This PC and open with VLC player

5.e - Reduce & Resizing

When we talk about reduce and resize, images, videos pop up immediately
as they are composed by several dots called pixels, and each of them has a color,
represented as a combination of three basic colors (red, green and blue). All
computer systems have a limited storage capacity so the most efficient use of the
storage space is important during transmission of files the important thing to be
noticed is the speed of the transmission done from one device to another. This is
completely dependent on the size of the file.

HOW IMAGE FILE IS DETERMINED?

Image Size is the term given to describe the
height and width of an image in pixels.
Maximum Image Size is determined by the
megapixels of a given camera - for example,
a 10-megapixel camera will give a maximum
image size of 2592 by 3872 pixels.

The largest file stored and transmitted are of an image files. These images
can vary in size with lower resolution graphics which are often used for web pages to
speed up the loading time. Higher the image resolution the larger the file. Video
files which contains thousands of still images are usually to be the largest files which
are stored and transmitted. Large database management systems such as that
used by the driver and vehicle licensing agency (DVLA) in the United Kingdom,
require immense amounts of storage. File sizes must be kept as small as possible
but not to the point where the images become so pixelated that they are not clear.
This method is said to be Resizing or Resampling image files which require less
storage space and takes less time to load.

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RESIZING RESAMPLING
Resizing changes the physical Resampling changes the quality
dimension width and height of an of an image
image
simply changing the size at which Physical changes in the number
the image will print and keeping the of the pixels of an image
number of pixels in the image the
same
Resizing vs. Resampling an Image
Make sure you have your image open in Photoshop and let's look at what the
Image Size dialog box is telling us about this image. To access it, you need to go up
to the Image menu at the top of the screen and choose Image Size. Now let's look at
the image sixe dialog box as shown in the
given Fig.11. e.1 Image size dialog box.

Pixel Dimension tells us the width and

height of our image in pixels, and the file
size of our image.

Document Size tells us how large or small

our image is going to print based on the
image resolution.

So, generally speaking:

Fig. Image size dialog box
= Pixel Dimensions = web

= Document Size = print

Before we go any further, there's three more options in the Image Size dialog
box below the Document Size section:

= Scale Styles

= Constrain Proportions

= Resample Image

The first one, Scale Styles, has to do with Layer Styles and how they're
affected by resizing or resampling the image. We'll ignore that option since it has
nothing to do with this topic. The second option, Constrain Proportions, which is
enabled by default, links the width and height of the image together so that if you
make a change to the width of the image.

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Resample Image option

We can see that by default, the Resample Image option is checked, which
means that the Image Size dialog box is now essentially the Image Resample dialog
box, even though it still just says "Image Size" at the top.

To better understand the difference between what we'll call the "Image
Resize" version and the "Image Resample" version of the Image Size dialog box,
here's a screenshot of what the Image Size dialog box looks like with the "Resample
Image" option checked, and below it is a screenshot of what Image Size looks like
with "Resample Image" unchecked:

Fig."Resample Image" option Fig. "Resample Image" unchecked checked

With "Resample Image" unchecked, if you look up at the Pixel Dimensions

section of the dialog box, you'll see that while Photoshop is still telling us how many
pixels are in the image for the width and height, we're no longer able to change those
numbers. They're listed for information only, and all we can do at this point is change
how large our image will print using the Document Size section. With "Resample
Image" checked though, the pixel dimensions are shown inside white input boxes
which we can click inside of and type in new values, effectively changing how many
pixels are in our image.

TASK 3: Open a .jpg file in your computer, save a

copy of that in your folder that was created in

TASK: 2. Resize this file to 80 pixels wide. Reduce

the resolution of the image further by down sampling
and save the new image with a relevant new name

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File compression
If a document contains lots of formatting or lots of images its file size tends to
be quite large. To reduce the file size for transmission and if the file is not to be edited
you can turn the file into portable document format by the following method:

File tab → export → Create PDF/XPS

enter the new file name and click on publish to create a PDF

If you need to send multiple files, the most efficient way is to compress the
files together as a single file. To do this you must open file explorer by pressing the
windows and e keys. hold down control and select files to be shipped.

With this file selected click the right mouse button to get the menu. Move the
cursor down to the send to option and a second menu appears. At the left mouse
button on compressed zipped folder. Edit the name of the folder if appropriate.

Fig. Exporting a file to compress

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available for members of the University of Cambridge, go to “settings” and “library

links” and search for “University of Cambridge”.

Google Scholar Metrics

Provide an easy way for authors to gauge the visibility and influence of recent
articles in scholarly publications by summarizing recent citations. However it only
covers articles published between 2014 and 2018 that were indexed by Google
Scholar up to July 2019.

For awareness of more recent activity, you can use Google Alerts to email
you when it finds new results—such as web pages, newspaper articles, blogs, or
scientific research—that match your search term.

You can also view all the activity that you have carried out while logged into
Google by visiting My Activity. This can be useful if you want to re-run Google
searches that you carried out, for example, but it is also very scary to see just how
much information is being held about you. You can delete activity.

5.2.3 Tips for effective internet search strategies

Plan your search carefully and you are likely to find more relevant material
more quickly. If your search finds too many sites or largely irrelevant sites you will
need to rethink your search strategy. All the major search engines have very detailed
advice on search techniques, and some have advanced search facilities. The
precise way you need to type in your subject words or phrase may vary from one
search engine to another.

Combining words in a search (Boolean searching)

Look for the advanced search option as this allows more flexibility in
combining search words , e.g. https://www.google.co.uk/advanced_search. If you
are using Bing you can use symbols to help combine words to make your search
more precise:

= + (AND) – use to specify words which must be included e.g. American +

President

= | (OR) – use to broaden a search and find more sites, e.g. American | President

= – (NOT) – use with care to eliminate unwanted search words, e.g. American -
President

= Use exact phrase (quotation marks) to search for a precise phrase, e.g.
“American President”

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Searching for words with similar endings

Most search engines allow you to type the first part of the word and then use
a character, e.g. * or ] or ? (it varies from one search engine to another) to replace the
subsequent letters. So, to find American, Americas, Americans, you might type
America*

Refining your search

You can make your search more specific by including these in your search terms:

= Site: – use to find information within a specific site e.g. student bursaries
site:cam.ac.uk. You can also exclude a specific site or domain e.g.
–site:shef.ac.uk

= Related: – use to find similar sites to ones you already use

e.g.related:pixabay.com

= Filetype: – use to find a specific document type e.g. Barbara Bodichon

filetype:pdf

= Number…Number – search within a specific numerical range e.g. women

authors 1800…1900

= Intitle:/intext:/inurl: – search for a word within the title, text or URL e.g.
intitle:Girton

You can also refine your results, e.g. to exclude older results. In Google, you
do this by selecting Tools and using the drop down menus.

Searching for images

The vast majority of mages on the internet are likely to be protected by
copyright; just because the image is there, and you can save it to your device, does
not mean you can use it. Some recommended ways of searching for images that you
can use include:

Wikimedia Commons Is an online repository of freely usable media and

images.

Google Images lets you limit searches results by usage rights; go to “Tools”
and select “Usage Rights”. You can also do reverse image searches (i.e. search for
an existing image) by clicking the camera icon in the search bar. (Useful if you want
to look for fake versions of your own social media accounts, for example, although
TinEye <https://tineye.com> is a specialised alternative.) Bing also lets you filter
image search results by “Licence”.

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Librestock searches free stock photo websites such as Pixabay to find

images that are free to use, mostly with Creative Commons 0 licenses.

Searching social media

Most social media platforms have their own internal search functions but
there are also social media search engines such as:

Social searcher searches multiple social networks without you needing to

sign in to them and provides analytic data. You can set up email alerts to stay up to
date. It also has a Google Social Media search tool, which searches social media via
Google. Each site (e.g. Twitter and Facebook) is presented in a separate, easy to
read column.

Evaluating search results

Search engines vary in their quality control over sites listed. Many search
engines “guarantee” higher rankings in return for payment and results labelled as
advertisements often appear at the top.

You will need to look critically at the sites you find. Aspects to look out for
when evaluating sites include:

Authorship – who is responsible for the site? An individual or an institution or

organization?

Intended audience – Academics? Children? Anyone? Unclear?

Accuracy – do all the links work? Are there any mistakes?

Last modified – is the site updated regularly? Look for a date at the bottom of the
page.

Objectivity – how objectively has the author presented the information?

As part of your evaluation of authorship, look at what type of website it is.

You can check the URL (Uniform Resource Locator) of the webpage to determine
what type of site the information is coming from:

= edu signifies that the pages is created by an educational institution

= gov signifies that the page is created by a government department or body

= org signifies that the page is created by an organisation (usually a not-for-profit or

charity)

= com or .co.xx signifies a commercial site

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The credibility of the information shouldn't be judged solely on the particular

type of site it has come from but knowing the type of site can help put in context the
information provided.

Unsuccessful search?
Here are some of the tips to do when your search was unsuccessful.,

1.Try another search engine or two to be sure your search is comprehensive.

You shouldn't become reliant on just one search engine. To get around this, you
could use a mult-search engine or a meta-search engine that searches several
search engines for your query. Examples include Fefooand Dogpile.

2.Remember, search engines don't index everything that's out there. The
“invisible web” or the “hidden web” can include sites that are password-protected,
including Moodle. Content may also have expired or been removed.

Some useful archive resources are:

= Internet web archive (Wayback Machine) – useful for finding information that
appeared on websites previously and for links that no longer work. Search using
a URL.

Exercises:
1.What the direct( in person) and indirect( offline) communication methods? Why we
need both of them to business in ICT enabled environment?

2.Do you know how to recall a email that you had accidently sent to unintended
person?

3.Internet provided the growth of many new communication methods? Can you take
an example and discuss

4.What is your favourite search engine? Discuss

5.Try out some filtering mechanism in your search

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CHAPTER
6
I M AG E S
LEARNING OUTCOME:
6.a - Images in Document or presentation

6.b - Importing an online image

6.c - Text wrapping around an image

6.d - Image editing

6.d.1 Resizing an image

6.d.2. Placing an image with precision

6.d.3. Rotating, Reflecting and cropping an image

6.d.4 Adjusting colour depth of an image

There are around 7 formats for saving an image a

document.

1.TIFF (.tif, .tiff) - Tagged Image File

2.Bitmap (.bmp) - Bitmap Image File

3.JPEG (.jpg, .jpeg) - Joint Photographic Experts

4.GIF (.gif) - Graphics Interchange Format

5.PNG (.png) - Portable Network Graphics

6.EPS (.eps) - Encapsulated PostScript

7.RAW Image Files (.raw, .cr2, .nef, .orf, .sr2, -

unprocessed created by a camera or scanner

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 Information and Computer Technology

MIND MAP

Images

Images in Text wrapping

Importing an Image editing
document / around an
online image
Presentation image

Refection of Adjusting Image with Rotating &

Resizing
image color precision cropping

6.a - Images in Document

or presentation
Images are a great way to liven up a document, and Word offers a few
methods to insert them. There are built-in clip art images for just about every topic,
so you may be able to find a perfect clip art image for your document. If you have a
more specific image in mind, you can insert a picture from a file.

In this chapter, you will learn how to search for and insert clip art, how to
insert an image from a file, and how to change the text wrapping settings for your
images.

Let us see how to place an image in a word document

Clipart : Open Microsoft word document Select the Insert tab Click the Clip Art
command in the Illustrations group The clip art options appear in the task pane to
the right of the document Enter keywords in the Search for: field that are related to
the image you want to insert Click Go.

Image : Open Microsoft word document Place your insertion point where you want
the image to appear Select the Insert tab Click the Picture command in the
Illustrations group. The Insert Picture dialog box appears Select the desired
imagefile, then click Insert to add it to your document.

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 IMAGES

Fig. Inserting an image using Insert tab

Task – Open a word document,

insert an image which is located in
D: in your system and write a brief
about the images inserted.

Importing an online image

Many packages like Microsoft word and Microsoft PowerPoint used to
include a number of free clip art images with
the software but now images are imported
from the internet. Let us learn how to unstart
an image from web:

Step 1: Click where you want to insert the

picture on the slide.

Step 2: On the Insert tab, in the Images group, click Online Pictures.

Step 3: (PowerPoint 2013) In the Bing Image Search box, type what you are
searching for, and press Enter.

Or (Newer versions) Ensure Bing is

showing on the left in the drop-down list of
sources to search. In the box, type what
you are searching for, and press Enter.

Step 4: Use the Size, Type, Color,

Layout, and licensing filters to adjust the
results according to your preferences.
Fig. Searching an image using BING

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Step 5: Click the picture you

want to insert, and click
Insert.

Fig. INSERT using insert option.

Please note that you must ask for, and be given

permission to use an image in any publication. Copyright law
in many countries will not allow you to use and image
belonging to another person without their written consent.
Many copyright holders are happy for students to use their
images for educational purposes without changing them but
you must obtain their permission to do so.

Task – Open a power point presentation, import an

apple image from online image option and by using bing
search prepare a slide for an apple a day keeps the Doctor
away

6.c - Text wrapping

around an image
When you insert clip art or a picture from a file, you may notice that it's difficult
to move it exactly where you want. This is because the text wrapping for the image
is set to In Line with Text. You'll need to change the text wrapping setting if you
want to move the image freely, or if you just want the text to wrap around the image in
a more natural way.

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To wrap text around an image:

1. Select the image. The Format tab
will appear.

2. Click the Format tab.

3. Click the Wrap Text command in the

Arrange group.

4. Select the desired menu option. The

text will adjust based on the option you
have selected.

5. Move the image around to see how Fig. Text wrapping around an image
the text wraps for each setting.

If you can't get your text to wrap the way you want, click the Wrap Text command,
then select More Layout Options from the menu. You can make more precise
changes in the Advanced Layout dialog box that appears.

To use a predefined text wrapping setting

1. Click the Position command to the
left of the Wrap Text command. A drop-
down menu will appear.

2. From the drop-down menu, select

the desired image position.

3. The image will move to the position

you have selected, and it will
automatically have text wrapping
applied to it.

Let us see more about the More layout

options.
Fig. More options Layout

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In line with text: displaces the image as an

inline graphic and distributed as a text
character within a life of text. It will move
with the text around it if new text is inserted
or deleted.

Square: displaces the image on the page

and the text wraps flows around it. Use
more layout options to specify the type of
wrapping that you require.

Tight: displaces the image on the page and

the text wraps flows around it like square
but you cannot control the distance of the
text from the image for the top and bottom
settings all the you can to the left and right
using more layout options.

Through: this place is the image on the page and the text wraps around the image
with pre-set values.

Top and bottom: displaces the image with the text above and below the image but
not wrapped with the side.

Behind text: this place is the image behind the text for stop it can be used as a set
background image in the document.

In front of text: this place is an image over the top of the text.

More layout options: this can be used to give more options to the selected layout
types about. For example, if a square layout is selected you can specify whether you
wish to fly the text around the image and the distance of the text from the image on
each side. This option also allows you to control the positioning of the image on the
page. This menu can also be found by right clicking the mouse on an image and
selecting a wrap text.

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Packages like Microsoft PowerPoint will

not give text wrap options. Sometimes you
have to layer object on the slide or on the
page in a document. To delete this click the
right mouse button and image and use the
option like to find and send to back. This is also
useful for placing order letter images in a
presentation or document.

6.d - Image editing

It is important that an image included in any document presentation for
publication should be as mentioned earlier in the chapter be appropriate to the
subject matter. If a document was about the snow you may expect to see and image
like this. At the question and text and free to try to understand which image would be
the best and why does this image need editing?

Fig. snow

If the image needed to be in the portrait orientation you would need to crop
the image. Where the crop? If you crop the top of the image the trees will be lost
which gives the viewer and idea of the depth of the snow. The choices are your
depending upon what message you want the image to give. Images should retain
the correct proportions between width & height; this is called the “aspect ratio”.

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Resizing an image
1. Resize an Image by Clicking and Dragging

Resize an image to shrink it down to fit in a tight spot in a document or to make it

larger to fill up more space. Any type of object can be resized, including images,
shapes, SmartArt, WordArt, charts, and text boxes.

Step:1 In the Word document, select

the object you want to resize.

Step:2 Use the mouse or touchpad

to select and drag a Sizing handle.
The Sizing handles are located on
each corner of the object, as well as
on the top, bottom, left, and right
borders.

Step:3 To keep the proportions of the

object the same, press and hold the
Shift key while you select and drag.
To keep the object centered in its current location, press and hold the Ctrl key while
you select and drag. Press and hold both keys together to perform both functions.`

2. Resize an Image by Setting an Exact Height and Width

Resize an object based on an exact size if you need to make two or more images the
same size or if images must be a certain size to fit a template or other requirement.

Step 1: In the Word document, select the object you want to resize. Then, on the
ribbon, select Picture Format.

Step 2: To resize the object to an exact size, go to the Size group and enter the
values you want in the Height and Width boxes. Or, use the arrows to change the
height and width of the object.

Step 3: To resize the object to an exact proportion, select the dialog box launcher.

Step 4: In the Layout dialog box, select the Size tab

Step 5: In the Scale section, select Lock Aspect Ratio. In the Height or Width section,
use the controls to change the height or width. The other dimension automatically
changes to maintain the ratio.

Step 6: Select OK.

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Fig. Resizing an image

When resizing something other than an image,

the name of the tab will differ. For example, for WordArt,
text boxes, or shapes, go to the Shape Format tab. For
Smart Art or charts, go to the Format tab.

Placing an image with precision

You will be expected to place images
precisely. To move and place an image, click and
hold the left mouse button on the image and drag it
until where you need. There are two methods of
placing the image: the first step - drag the image
until where it is required. The second method - is to
roughly place the image. Right click on the image
again size and position option to open the layout
window. Select the position tap set the horizontal
alignment to right aligned to the margin. Set the vertical alignment to the tab aligned
of the text. click ok button to place the image. Check that this has worked correctly. If
not this is usually give to the image being placed with too little precision when it was
dragged and dropped. dragging and dropping the image again and repeat the
process. Repeat this process placing the resized image.
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Rotating, Reflecting and cropping an image

Rotation

Rotation can be done both manually

and by the option

Select the picture or shape.

Manually rotate the text box by

selecting the shape or picture rotation
handle and dragging in the direction you
want. To keep the rotation to 15 degree
angles, press and hold Shift while you drag
the rotation handle.

Rotate a picture or shape a specific

amount
1. Select the picture or shape.

2. Go to Shape Format or Picture Format

> Rotate. or go to Drawing Tools or
Picture Tools > Format > Rotate

3. Use any of the rotation commands in the

list, or select More Rotation Options.

4. Enter the amount that you want to rotate

the object in the Rotation box.

Reflection
To reflect an image left mouse click on the image and select the format
picture pane, then click on the Pentagon icon to select of this menu. do not select
reflection but click on the triangle to open the 3D rotation options. With the 3D
rotation features a reflection ( flip) from left to right is an X rotation of 180 degrees
and a flip reflection from top to bottom is y rotation of 180 degrees. sometimes it is
easier to perform these functions in graphics package before placing the image.

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Cropping an image
1.Use Insert > Picture to add the image to an Office file
(such as a Word document, PowerPoint presentation, or
Excel workbook).

2.Right-click the picture. A pop-up menu appears with two

buttons either immediately above or below the menu.
Crop is one of the buttons.

3.Select the Crop

4.Black crop handles appear on the edges and corners of

the picture.

5.Crop the image by doing one of the following:

Crop one side Drag inward on the side cropping handle

Crop two adjacent sides at the

same time Drag inward on the corner cropping handle

Crop equally on two parallel sides

at once Press and hold Ctrl while dragging inward

on the side cropping handle

6.You can also outcrop, or add a margin around a picture, by dragging the cropping
handles outward rather than inward.

7.(Optional) To reposition the crop area, either

change the crop area by dragging the edges or
corners of the crop rectangle, or move the picture.

8.When you're finished, press Esc or click

anywhere outside the picture with in the document.

Adjusting colour depth of an image

You can adjust the color intensity (saturation)
and color tone (temperature) of a picture or recolor it.
You can apply multiple color effects to your picture.

1. Click the picture that you want to change.

2. Under Picture Tools, on the Format tab, in the Adjust group, click Color.

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3. If you don't see the Format or Picture Tools tabs, make sure that you've selected a
picture. You may have to double-click the picture to select it and open the Format
tab.

Do one of the following

A. To change the saturation of a color (higher saturation is more vivid, lower
saturation is more grey), click one of the common adjustments offered under Color
Saturation.

B. To change the color temperature, click one of the common adjustments

offered under Color Tone.

C. To apply a built-in stylized effect, such as grayscale or sepia tone, click one of
the common adjustments offered under Recolor.

4. Optionally, you can fine-tune the intensity of your color change by clicking Picture
Color Options, or you can customize your own color by clicking More Variations >
More Colors.

Fig. Resizing an image

Task: Open an word document, insert an

image of Baby through online search(Bing).
Resize, rotate, and adjust the colour of the image
and add a text in front of the image.

Now crop the image and the text types be in

line with the image. Do text wrapping so that the
image stay in the position that you fix.

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 LAYOUT

CHAPTER
7
L AYO U T
LEARNING OUTCOME:
7.a - Basic document

7.a.1 Create a new document

7.a.2. Open an existing document

7.b - Place an Object in a document

7.b.1 Placing a text

7.b.2 Placing a table

7.b.3 Placing an image, graph, chart or database

7.b.4 Entering a Data

7.c - Headers & Footers

7.c. 1 What is header & Footer and how to create it?

7.c.2 Why Headers & Footers are needed?

Elements of Layout
Conceptual Elements [Point, Line, Plane, Volume]
Visual Elements [Shape, Size, Color, Texture]
Relational Elements [Direction, Position, Space, Gravity]
Practical Elements [Representation, Meaning, Function]

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MIND MAP

LAYOUT

Basic Place an Headers &

Documents object Footers

Creating a Open an
new document existing Header Why it is
& Footer? needed?

How to
create?

Creating Graph, chart,

Text Entering a
& Placing image or
Data
a table data base

7.a - Basic document

The word document does not just relate to word process document but can
be a piece of written or printed material or an electronic file that provides information
or evidence for that serves as an official record. This can even include images status
photographs. Such documents therefore for include would process documents from
Microsoft word reports from database using Microsoft access spreadsheets,
graphs and charts using Microsoft Excel, presentation using Microsoft
PowerPoint or a web page. Each of these packages required different practical
skills. They have common elements which work and similar ways. New documents
need to be created with regard to the target audience which will often be C errors.

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 LAYOUT

Create a new document

The method used to create a new document in most of these applications will
depend on whether the package is already open in the computer.

Creating a new document if the package is already open

To create a new document in most of these applications database graphs
charts and web pages are different open the application package and click on the file
tab followed by new it is what saving your document as soon as you have started it
and saving your work often using the save option.

Creating a new document if the package is not open

This method does not apply to web pages. Open the application package. It
may be open and your document and the packages opened. If it does not
automatically open a new document, then the start screen for the package and will
open. If you are using a home computer, then the left side is a list of recently used
files that could be selected. It is unlikely that this will appear in many School systems
due to the security settings faced by your network administrator. In the bottom left
corner of the window will be an option to open other the rest of this depends upon the
package like would process documents from Microsoft word reports from database
using Microsoft access spreadsheets, graphs and charts using Microsoft Excel,
presentation using Microsoft PowerPoint.

Open an existing document

You can open an existing document in these ways:

Ÿ Open the document in Text Editor.

Ÿ Select the file icon in File Manager and choose Open from the File Manager
Selected menu.

Ÿ Double-click the file icon in File Manager.

Ÿ Drag the document's file icon to the Text Editor control in the Front Panel.

To open an existing document:

Ÿ In addition to creating new documents, you'll often need to open a document

that was previously saved. To learn more about saving a document, visit our
lesson on Saving and Sharing Documents.

Ÿ Navigate to Backstage view, then click Open.

Ÿ Select Computer, then click Browse. Alternatively, you can choose

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OneDrive.

Ÿ The Open dialog box appears. Locate and select your document, then click
Open

Ÿ If you've opened the desired presentation recently, you can browse your
Recent Documents rather than search for the file.

Ÿ Word 2013 also allows you to open existing PDF files as editable documents.
This is useful when you want to modify a PDF file. Read our guide on Editing
PDF Files for more information.

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 LAYOUT

7.b - Placeing an Object in a document

Depending on the version of Word or Outlook you're using, you can insert a
variety of objects (such as PDF files, Excel charts or worksheets, or PowerPoint
presentations) into a Word document or an email message by linking or embedding
them. To insert an object, click Object on the Insert tab.

7.b.1 Placing a text

How to Insert Text in MS Word

The basic steps to insert text or to create a new document in Word are listed
below;

Ÿ Go to the start menu and look for Microsoft Word icon

Ÿ Click the icon to open the Microsoft Word

Ÿ You will see a blinking cursor or insertion point in the text area below the
ribbon

Ÿ Now, as you start typing, the words will appear on the screen in the text
area

Ÿ To change the location of insertion point press spacebar, Enter or Tab

keys

By using the ADD

TEXT from INSERT
menu, we can add
text in document

Using DRAW TEXT

option in the TEXT
BOX, we can add
customizes sized text
boxes

Fig. Using TEXT BOX from INSERT

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7.b.2 Placing a table

For a basic table, click Insert > Table and move the cursor over the grid
until you highlight the number of columns and rows you want.

For a larger table, or to customize a table, select Insert > Table > Insert Table.

If you already have text separated by tabs, you can quickly

convert it to a table. Select Insert > Table, and then select
Convert Text to Table. To draw your own table, select Insert >
Table > Draw Table.

Creating a Table within Excel

1.Open the Excel spreadsheet.

2.Use your mouse to select the cells that contain the information for the table.

3.Click the "Insert" tab > Locate the "Tables" group.

4.Click "Table". A "Create Table" dialog box will open.

5.If you have column headings, check the box "My table has headers".

6.Verify that the range is correct > Click [OK].

7.Resize your columns to make the headings visible.

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 LAYOUT

Fig. Creating a table in Excel

7.b.3 Placing an image, graph, chart or database

Images
As we have discussed the same in our previous chapter, Images, we have
learnt various steps to insert an image in a document.

Do one of the following:

Select Insert > Pictures > This Device for a picture on your PC.

Select Insert > Pictures > Stock Images for high quality images or backgrounds.

Select Insert > Pictures > Online Pictures for a picture on the web.

How to insert a graph/chart in Word

Ÿ A graph is a pictorial representation of data and values.

Ÿ It provides the easiest way to analyse and read data from the document.

There are the following types of graph that you used in the Word document -

1. Bar graph

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2. Line graph

3. Pie chart

Bar Graph
Bar Graphs are also known as the Bar Charts. Bar Graph is used to
represent data and quantities using bars or strips. Bars can be horizontal or
vertical. Typically, bar graphs are used in financial analysis and businesses for
displaying the data.

There the following steps to insert a bar graph in Word document

Step 1: Open the Word document.

Step2: Place cursor in the document where you want to insert a bar graph.

Step 3: Go to the Insert tab on the ribbon and click on the Chart option in the
Illustrations group.

Step 4: An Insert chart dialog box will appear on the screen. Click on the Bar option
from the left side panel and select the chart that you want to Insert. Click on the OK
button at the bottom of the screen.

Fig. Bar graph Line Graph

Line Graph
A line graph is also known as a line chart or line plot. It is used to display
quantitative values of data over a specific time interval.
A line graph mainly contains two axes: x-axis (for horizontal) and y-axis
(for vertical)
There are the following steps to insert a Line graph in Word document.
Step 1: Open the Word document where you want to insert a line graph.
Step 2: Go to the Insert tab on the ribbon and click on the Chart option under the
Illustrations group.
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 LAYOUT

Fig. Line graph

Step 3: An Insert Chart window will appear on the screen. Select the Line option
from the left pane and pick a line graph that you want to insert. Click on the OK button
at the bottom of the screen.

Insert a Pie chart in Word document

A Pie chart is used to display data and information in the form of a pie slice
(circular graph).

There are the following ways to insert a pie chart in Word -

Step 1: Open the Word

document.

Step 2: Place the cursor in the

document where you want to
create a pie chart. Now, Go to
the Insert tab and click on the
Charts icon under the
illustrations group

Step 3: An Insert chart dialog

box will appear on the screen.
Choose any pie chart that you
want to insert in Word Fig. Pie graph
document, and click on the OK button at the bottom of the screen. Once you click on
the OK button, a Pie chart and excel document will appear on the screen, as shown
in the below screenshot.
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7.b.4 Entering a Data

You can enter three types of data in a worksheet: text, numbers, and
formulas. Text is any entry that is not a number or formula. Numbers are values that
are used when making calculations. Formulas are calculations.

To enter a data into a cell

Click the cell.

Begin typing the data.

An insertion point appears, and the text you are entering appears in the active cell
and in the Formula bar.

The Formula bar buttons—Cancel and Enter—appear.

Clicking the Enter button ends the entry and turns off the Formula bar buttons

Fig. Entering a data in a cell

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 LAYOUT

To delete data
Ÿ Click the cell.

Ÿ Click the Cancel button to delete an entry and turn off the Formula bar
buttons.

Ÿ Cancel an entry by pressing the Escape key.

Ÿ Right-click and choose Clear Contents from the shortcut menu.

Ÿ Select data and press Delete or Enter.

Excel's AutoComplete feature keeps track of text entered in a column and

can complete other entries in the same column. For example, if you typed
GCFLearnFree.org in cell A1 and enter G in A2, Excel automatically fills the cell with
GCFLearnFree.org. If GCF Global Learning is the text you want to enter, press Enter
or Tab to move to the next cell. If it's not what you want, just keep typing until you

To use the quick and easy method

Click the cell and type the new entry; the old entry is
replaced. If the original entry is long and only requires a
minor adjustment (in spelling, for example), edit the entry.

To edit

Click the cell and edit the entry in the Formula bar

Double-click the cell. This opens the cell for direct editing.

Press Enter or click the Enter button on the Formula bar to complete the entry.

Editing methods you can now choose your method from the following

Ÿ Cut and paste:

Right mouse click with the highlighted area to get the drop down menu then
select cut. This removes the sentence and places it in the windows clipboard. Move
the cursor to the end of the first paragraph and right mouse click to obtain the
dropdown menu again. This time select paste.

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Ÿ Copy paste and delete

Right mouse click within the highlighted area to get the drop down menu then
select copy. This copies the sentence to the clipboard but does not remove it. Move
the cursor to the end of the first paragraph and right mouse click to obtain the drop-
down menu and select paste. Move back to the original sentence highlight it and
press the delete key on the keyboard. All this method takes longer than method 1 it
does not remove the original sentence until the end of the process so if you
accidentally lose the sentence from the clipboard the original is still present.

Ÿ Drag and drop

Click the left mouse button in the highlighted area and hold this down moving
the cursor to the end of the first paragraph. Release the left mouse button at the point
and you will drop all the highlighted text here. To add the subtitle move the cursor to
the end of the first paragraph and press enter key twice.

Alignment of the cells:

Align Left - Aligns data to the left of the cell.
Centre - Aligns data in the middle of the cell.
Align Right - Aligns data to the right of the cell.
Increase Indent - Increases the indent by 1.
Decrease Indent - Decreases the indent by 1 or removes the indent

completely.
Merge and Centre - Combines 2 or more adjacent cells to create a single

cell.

Horizontal Alignment
The horizontal alignment adjusts
the left right position of your cell contents.
General - (Default setting) Aligns text to
the left and numbers to the right.

Left (Indent) - Aligns data to the left.

This is based on the width of one character in the
default Normal style and you can indent up to 15 ?
You can also use the shortcut key (Ctrl + Alt +
Tab) to increment the number of indents used in
the active cell.

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 LAYOUT

Centre - Aligns data in the middle

o f t h e c e l l .
Right (Indent) - Aligns data to
t h e r i g h t .
Fill - Repeats the contents of the
selected cells until the cell is full. If any blank cells to the right of this cell also have the
Fill format then these are filled as well.

Justify - Aligns text to the right and left

of the cell.

Centre Across Selection - This allows you to centre text across a selection of
cells, without the disadvantages of actually merging the cells. The text has been
entered in cell B2, and then centred across the cell range "B2:F2". Enter the text in
the left most column. Select the cells that you were going to merge and apply this
format. This is preferred to Merging the cells since you can still cut or copy the rows
or columns that intersect with it.

Distributed (Indent) - This allows you to

distribute the contents evenly across the whole
cell. Notice that Justify does not justify the very
last line of text, only the lines that spill over
(see above screen shot).

Vertical Alignment
The vertical alignment adjusts the top to
bottom position of your cell contents.
Top - (Default setting) Aligns the cell
contents at the top.
Centre - Aligns the cell contents in the
middle.
Bottom - Aligns the cell contents at the bottom.

Justify - Expands the spaces between the

individual lines to align the text at the top and
bottom.

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 Information and Computer Technology

Distributed - Spreads the

words evenly from top to
bottom.

Justify Distributed - This option is only

available if you select "Distributed (Indent)"
in the Horizontal alignment and the number
of indents is set to 0.

7.c - Headers & Footers

7.c. 1 Creating header & Footer

Headers and footers

are the top and bottom
sections of the document
r e s p e c t i v e l y. T h e y a r e
separate sections from the
main document, and are often
used to hold footnotes, page
numbers, titles, and other
information. The header and
footer controls are in the
Header & Footer group of the
Insert tab. (Insert>Header & Footer)The header/footer will be represented by
a dotted line. While in header/footer mode (when the dotted lines are visible),
you cannot edit the main text. You can go back to editing the main text by
selecting the Close Header and Footer option on the right side of the ribbon.

The information in the header or footer is repeated in every header or

footer in the document. The header/footer will be represented by a dotted
line. While in header/footer mode (when the dotted lines are visible), you
cannot edit the main text. You can go back to editing the main text by selecting
the Close C option on the right side of the ribbon.

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 LAYOUT

Fig. Header & Footer

The information in the header or footer is repeated in every header or footer

in the document.

7.c.2 Why Headers & Footers are needed?

Headers and footers are needed to make sure that each page or pair of
facing pages as elements like the page number book or document or chapter logon
titles filename etc. placed consistently with them. If these are placed in the header or
footer they only have to be placed once but will repeat on every page. This saves the
author a great deal of time and effort not having to duplicate their work on every
page.

TASK
Create a file with name students list, add
header as Grade 10, and footer as Pg. No., insert
table, add the names of grade 10 student, save the file
and open it again. Use the alignment option to make
the list look presentable. Add a bar an line graph to
show the no of students present or not an a pie chart of
total strength of Hindi & Tamil students.

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 STYLES

CHAPTER
8
STYLES
LEARNING OUTCOME:
8.a – Corporate house styles

8.b - Font styles & Sizes

8.c - Editing styles in a document

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 Information and Computer Technology

MIND MAP:

STYLES

Corporate Editing
Font styles
house styles styles in a
& Sizes
Document

What is corporate Different fronts Using Format

house style? & Sizes painter

What is the purpose To define styles

of the house style? How to create for lists
styles in
document?

8.a - Corporate house styles

Corporate house style is an essential component of branding a company in
the minds of potential customers. Key elements of house style are colour, font and
typography, logo and tone of language. Different colours have unique psychological
effects on people. For example, orange is energetic and attention-grabbing, while
blue evokes trust and stability. A corporation must pay considerable attention to the
colours it uses in its internal and external communications.

Fonts and typography are also important to how a company presents itself.
Heavy fonts imply seriousness and trust, scripted fonts elegance and sophistication,
while others are cute and playful. It is doubtful that a law or public accounting firm
would use the same font and typography as a sports franchise or fast food chain. The
logo is another key element of a firm's house style. It is a visual representation of the
company, and the best logos are easily recognizable by the public. McDonald's
Golden Arches and Apple's once-bitten apple are two famous examples.

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Purpose of the house style

House style is used to make sure that all documents and other materials from
an organisation of consistency. It is used to save time in planning setting up creating
and formatting documents and other materials. It is also designed to support brand
recognition and reduces the risk of mistakes in documents like typing errors in
address or telephone number for missing an important element like logo.

8.a - Classification of typefaces

Most typefaces can be classified into one of four basic groups: those with
serifs, those without serifs, scripts and decorative styles. Over the years,
typographers and scholars of typography have devised various systems to more
definitively categorize typefaces – some of these systems have scores of sub-
categories. A classification system can be helpful in identifying, choosing and
combining typefaces.

= Different Fonts & Size

Serif Type Styles Script Type Styles

= Old Style 1. Formal

= Transitional 2. Casual

= Neoclassical & Didone 3. Calligraphic

= Slab 4. Blackletter & Lombardic

= Clarendon

= Glyphic

Decorative Sans Serif Type Styles

= Grunge 1. Grotesque

= Psychedelic 2. Square

= Graffiti 3. Humanistic

4. Geometric

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Serif Type Styles

1. Old Style
This category includes the first
Roman types, originally created between
the late 15th mid 18th centuries, as well as
typefaces patterned after those designed
in this earlier period. The axis of curved
strokes is normally inclined to the left in
these designs, so that weight stress is at
approximately 8:00 and 2:00 o'clock. The
contrast in character stroke weight is not
dramatic, and hairlines tend to be on the
heavy side. Serifs are almost always
bracketed in old style designs and head
serifs are often angled. Some versions, like the earlier Venetian old style designs,
are distinguished by the diagonal cross stroke of the lowercase.

2. Transitional Serifs
English printer and typographer John
Baskerville established this style in the mid 18th
century. These typefaces represent the transition
between old style and neoclassical designs, and
incorporate some characteristics of each.
Baskerville's work with calendered paper and
improved printing methods (both developed by him)
allowed much finer character strokes to be
reproduced and subtler character shapes to be
maintained. While the axis of curve strokes can be
inclined in transitional designs, the strokes normally have a vertical stress. Weight
contrast is more pronounced than in old style designs. Serifs are still bracketed and
head serifs are oblique.

3. Neoclassical & Didone Serifs

These are typefaces created within the late 18th century, or their direct
descendants. The work of Giambattista Bodoni epitomizes this style of type. When
first released, these typefaces were called “classical” designs. Early on, however, it
became apparent to printers that these were not updated versions of classic type
styles, but altogether new designs. As a result their classification name was changed
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to “modern.” Since the mid 20th century, they have also

been classified as neoclassical or didone. Contrast
between thick and thin strokes is abrupt and dramatic.
The axis of curved strokes is vertical, with little or no
bracketing. In many cases, stroke terminals are “ball”
shapes rather than an evocation of a broad pen effect.
These tend to be highly mannered designs, with clearly
constructed letters.

4. Humanistic Sans Serif

These are based on the proportions of Roman
inscriptional letters. Frequently, contrast in stroke
weight is readily apparent. Typographic experts
claim that these are the most legible and most
easily read of the sans serif typefaces. Humanistic
sans serif typefaces also closely match the design
characteristics and proportions of serif types, often
with a strong calligraphic influence.

Script Type Styles

Formal Scripts

These typefaces are derived from 17th century formal writing styles. Many
characters have strokes that join them to other letters.

Calligraphic Scripts

These scripts mimic calligraphic writing. They can be connecting or non-

connecting in design. Many appear to have been written with a flat-tipped writing
instrument.

Blackletter & Lombardic Scripts

These typefaces are patterned on manuscript lettering prior to the invention

of movable type.

Casual Scripts

These typefaces are designed to suggest informality, as if they were written

quickly. Many times they appear to have been drawn with a brush. Normally,
character strokes connect one letter to the next.
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Decorative Styles

This is the largest category and also the most diverse. Rarely used for
lengthy blocks of text, decorative typefaces are popular for signage, headlines and
similar situations were a strong typographic statement is desired. They frequently
reflect an aspect of culture – such as tattoos or graffiti – or evoke a particular state of
mind, time period or theme. Many – such as psychedelic or grunge designs – are
time-sensitive and fall out of fashion. Some decorative typefaces use unorthodox
letter shapes and proportions to achieve distinctive and dramatic results. Some
even appear three-dimensional.

How to create styles in document?

You can use styles to quickly apply a set of formatting choices consistently
throughout your document. If you want formatting choices that are not available from
the built-in styles and themes available in Word, you can modify an existing style and
customize it to suit your needs.

You can change the formatting (such as font size, color, and text indentation)
in styles applied to titles, headings, paragraphs, lists, and so on. You can also select
formatted text in your document to create a new style in the Styles gallery.

The styles covered in this article are located in the Styles gallery, a
visual menu located on the Home tab. To apply a style, simply select the text
you want to format, and then click the style you want in the Styles gallery.

Creating a new Style from an example

If you've already got some text formatted just the way you want it (going back
to the previous example, a block quotation that's already nicely indented with all the
right paragraph settings), you can use it to create a new Style. The easiest way is to
select the text you want the Style to emulate, right-click and select Styles, then select
Create a Style:

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STEP: 1

STEP – 2

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STEP: 3 - You'll get this dialog box:

STEP: 4 - You could simply click OK here, but I want you to see what your options
are in case you want something other than the defaults Word will choose for you:

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Fig. Creating a style in document

Word will automatically name this
Style1; you'll want to rename it
here if you did not already do it in
the previous dialog box as I did.

Word has several Style types:

Paragraph, Character, Linked
(which combines Paragraph and
Character), Table and List. Since
this is really intended to be a
collection of paragraph settings,
Linked isn't really the best choice,
because if I change the font style or
size elsewhere in the document and
apply Block Quote as a Linked
Style, it's going to change the text
back to Calibri 11. The Style type
Paragraph is a better choice in this
instance.

If I'm typing a These settings control three things:

and you 1. whether you can access this Style in
Block Quote can review
paragraph and the Styles Gallery on the Home tab (if you
the want to keep this one handy, leave that
I press the settings
Enter key, what box checked)
themselve 2. whether you want any Styles to
Style do I want s in this
the following automatically update themselves based
window on manual formatting you do in your
paragraph to
default to? document (for example, if you altered the
That's the indentation on one paragraph that had
Anychanges the Block Quote Style applied to it,
q u e s t i o n you make in
answered checking this box means that the Style
formatting itself reflects those changes, and all the
here. It's a (see 7) will
matter of paragraphs with Block Quote applied will
show up in change, not just the one you edited). I
p e r s o n a l this Preview
convenience recommend leaving this one
window unchecked—it tends to wreak havoc in
and obviously
depends on documents
what sort of 3. whether you want this Style to be
document available only within this document or
you're working any documents you create in the future in
on. this template.

You can make further format changes to your Style settings in both these
places. The area at the top will let you make some font and spacing changes,
but Format button will take you to various dialog boxes (Paragraph, Numbering,
etc.) for more advanced formatting.
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Creating a new Style from scratch

If you've got a specific set of requirements and are fairly adept with character
and paragraph formatting, though, you can simply create a new Style from scratch.
For this example, I'm going to create one for quoted deposition text.

To start, click the drop-down arrow at the bottom right-hand corner of the
Quick Styles area to open the Styles pane:
STEP 1:

STEP: 2 - Then click Create a Style

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STEP: 3 You'll get the now-familiar dialog box

STEP: 4 To get those indents and

spacing, click on the Format button
at the bottom and choose Paragraph
to go to the Paragraph dialog box.

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8.c - Editing styles in a document

After opening a document that already saved, highlight the top subheading
and select the HOME tab and in the FONT section click the left mouse button on the
small triangle to the right of the font colour icon. This opens a colour palette it looks
like this select a dark blue font colour from the palette is the exact colour you are
looking for is not present you can use the more colours option to see more. For this
task the dark blue in the standard colour section looks idol so selective one. With the
subheading still highlighted left click the mouse button on the small triangle to the
right of the Text Highlight Colour tool. This opens the text highlighter palette.
Select the yellow highlighter colour which will highlight the selected text. to change
the style we created for the subheading move the cursor to the styles section and
right mouse click on the style to open a drop down menu. Use the left mouse button
to select the option.

Fig. Editing styles using the font colour

& Text Highlight

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Use Format Painter

Use the Format Painter on the Home tab to quickly apply the same
formatting, such as color, font style and size, and border style, to multiple pieces of
text or graphics. The format painter lets you copy all of the formatting from one object
and apply it to another one – think of it as copying and pasting for formatting.

STEP: 1 - Select the text or graphic that has the formatting that you want to copy.

STEP: 2- On the Home tab, click Format Painter. The pointer changes to a
paintbrush icon.

STEP: 3 - Use the brush to paint over a selection of text or graphics to apply the
formatting. This only works once. To change the format of multiple selections in your
document, you must first double-click Format Painter. To stop formatting, press
ESC.

If you want to copy text formatting, select a

portion of a paragraph. If you want to copy text and
paragraph formatting, select an entire paragraph,
including the paragraph mark. For graphics, the Format
Painter works best with drawing objects, such as
AutoShapes. However, you can copy formatting from a
picture (such as the picture's border).

Using List Styles

Word allows you to create custom lists using the List Styles feature.
You can easily create and reuse lists of any kind, both ordered lists (such as
the alphabetical and numerical lists available in Outline Numbering) and
unordered lists (such as lists that use different symbols or icons). There are
two types of list that you need to know about bulleted lists and numbered lists.
Bulleted lists contain a bullet point at the start of each line to show that it is a
new item in a list of other similar items.

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Word provides three predefined list

styles:
1 / 1.1 / 1.1.1 (for purely numeric sequences)

1 / a / i (for sequences mixing numbers and

letters)

Article / Section (for sequences such as are

commonly used in legal documents)

STEP: 1 - Select the paragraphs you want to

apply a list style to.

STEP: 2 - Choose Format, Bullets and

Numbering.

STEP: 3 - Click the List Styles tab (see Figure

14.C.1)

STEP: 4 - Select a list style from the List Styles

scroll box. Word previews the list style you've Fig. 14.C.1 – Bullets & Numbering
chosen in the List Preview box.

STEP: 5 - Click OK. Word applies the list style you've chosen.

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Create a document with a set of class students with

their marks. Highlight the toppers using the FORMAT
PAINTER & LIST STYLE. Keep the font size as 12, in
Times New Roman.

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CHAPTER
9
PROOFING
LEARNING OUTCOME:
9.a - Spell check & Grammar Check

9.b - Validation routines

9.c - Proofing Techniques

9.d - Verification

9.e - Proofreading

Few tips on how to proof read:

= Proofreading is not the same as
editing. Focus on each word.

= Try not to proofread your own work.

= If proofreading on screen, use 'track

change.

= Take frequent breaks.

= Check facts, figures and people's names

= If your document is not too long, you could try printing it out and
reading it on paper. Not great for the environment, but many
people find it much easier to pick up errors on paper.

= Get yourself a really good dictionary. Do it in stages. Check

everything on the page.

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MIND MAP:

Spell check &

Grammar Check

Validation routines

PROOFING

Proofing Techniques

Verification

Proofreading

9.a - Spell check & Grammar Check

Spell check
The spell checker tool compares every word you type against its dictionary,
or database of words. If a word isn't in its dictionary, the word is marked misspelled
with a red underline. This means words that are correctly spelled may be marked as
misspelled, especially brand names, specialized industry or scientific terms, and
words in another language. With a little tweaking, you can teach Microsoft Word (and
other Office programs) how to spell uncommon words and names you use regularly.
That way, genuine mistakes are not lost in a sea of red underlines. Following are the
steps in to do the spell check & Grammar check:

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STEP: 1 - Open most Office programs, click

the Review tab on the ribbon. In Access or
InfoPath you can skip this step. In Project
you'll go to the Project tab.

STEP: 2 - Click Spelling or Spelling &

Grammar.

STEP: 3 - If the program finds spelling

mistakes, a dialog box appears with the first
misspelled word found by the spelling
checker.

STEP: 4 - After you decide how to resolve the misspelling (ignoring it, adding it to the
program's dictionary, or changing it), the program moves to the next misspelled
word.

To start a check of the spelling and grammar in your file

just press F7

Adding Words to the Dictionary

Office marks potential spelling errors with a red squiggly line, and potential
grammatical errors are marked with a blue squiggly line. If spelling or grammatical
errors aren't marked, automatic checking might be turned off. You can turn on the
automatic spelling and grammar checker. When you see a spelling or
grammatical error that you want assistance fixing, right-click on the underlined word
or phrase and choose one of the options to fix the error. If Office is flagging words as
misspelled but you have it spelled the way you want it, select Add to Dictionary to
teach Office not to flag that word as misspelled in the future. For more information on
this see: Add or edit words in a spell check dictionary.

The simplest method to add words to the dictionary is to right-click the

marked word and select Add. If you do not wish to add the word but do not want to
see the red line, you can select Ignore or Ignore All. (Ignore ignores that word once;
Ignore All ignores the word through the entire document.)

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Fig. Spell check

Keep in mind that adding a word to the dictionary will not necessarily add all
versions of that word. For example, after adding iPad to the dictionary, the dictionary
will still not recognize iPads.

The good news is that adding a word to the Microsoft Word dictionary will
also add it to the dictionary for other Office products such as Excel and PowerPoint.

The dictionary is case-sensitive. Adding iPad will not add ipad (a good thing,
since ipad is incorrect). Keep this in mind if the word you want to add to the dictionary
is capitalized because it is at the beginning of a sentence.

Fig. Adding a word to dictionary

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Keep in mind that adding a word adds it to whichever

language dictionary you are using. For example, adding “c'est la
vie” to the dictionary tells Microsoft Word that “c'est la vie” is an
English word. That may be nice for the occasional borrowed
term, but it will get overwhelming if you find yourself

Grammar check
Grammar check works much like spell check, searching through your
document for grammatical and style errors rather than spelling errors. Grammar
check underlines words or phrases in blue or green, depending on your version of
Word.

Fig. Grammar Check

Right-click on the underlined word or phrase to see suggested corrections.

You can also choose Ignore, Ignore Once, or Ignore All if the “error” is actually
correct. Like spell check, grammar check is prone to errors. In some versions of
Word, you may see an Ignore Rule or “Don't check for this issue” option. Clicking
Ignore Rule will make Grammar check ignore that specific grammar rule in your
document while still looking for other grammar errors.

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TASK: 1
Open a document in your system and remove all the
errors, the save the document to print it.

9.b - Validation routines

Validation or data validation means checking or verifying any data that
comes into the computer. This process helps ensure the data has not been
compromised or corrupted during transmission. Performing data validation is
important to ensure that incoming data is accurate, complete, and it has not been
corrupted in any way. Corrupted data can result in the inability to view or process the
data, which can mean the data would be lost. Incorrect or incomplete data could
result in a flawed or invalid analysis of the data.

For example: If a bank receives a file with for 100 clients data, the bank will
validate the data is accurate, contains all necessary data, and is not corrupt. The
validation ensures the bank received everything and that it can be added to their
systems. If the bank did not validate the data, and the data was inaccurate,
incomplete, or corrupt, it may cause errors or missing data resulting in lost client
information or transactions.

Types of Process Validation

The guidelines on general principles of process validation mentions four types of
validation:

A) Prospective validation (or premarket validation)

B) Retrospective validation

C) Concurrent validation

D) Revalidation

Prospective validation (or premarket validation)

Establishing documented evidence prior to process implementation that a
system does what it proposed to do based on pre- planned protocols. This approach
to validation is normally undertaken whenever the process for a new formula (or
within a new facility) must be validated before routine pharmaceutical production

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commences. In fact, validation of a process by this approach often leads to transfer

of the manufacturing process from the development function to production.

Retrospective validation
Retrospective validation is used for facilities, processes, and process
controls in operation use that have not undergone a formally documented validation
process. Validation of these facilities, processes, and process controls is possible
using historical data to provide the necessary documentary evidence that the
process is doing what it is believed to do. Therefore, this type of validation is only
acceptable for well-established processes and will be inappropriate where there
have been recent changes in the composition of product, operating processes, or
equipment. This approach is rarely been used today because it's very unlikely that
any existing product hasn't been subjected to the Prospective validation process. It
is used only for the audit of a validated process.

Concurrent validation
Concurrent validation is used for establishing documented evidence that a
facility and processes do what they purport to do, based on information generated
during actual imputation of the process. This approach involves monitoring of critical
processing steps and end product testing of current production, to show that the
manufacturing process is in a state of control.

Revalidation
Revalidation means repeating the original validation effort or any part of it,
and includes investigative review of existing performance data. This approach is
essential to maintain the validated status of the plant, equipment, manufacturing
processes and computer systems. Possible reasons for starting the revalidation
process include:

= The transfer of a product from one plant to another.

= Changes to the product, the plant, the manufacturing process, the

cleaning process, or other changes that could affect product quality.

= The necessity of periodic checking of the validation results.

= Significant (usually order of magnitude) increase or decrease in batch

size.

= Sequential batches that fail to meet product and process specifications.

= The scope of revalidation procedures depends on the extent of the

changes and the effect upon the product.
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Retrospective
Validation
(Pre-market
Validation)

è
Types of
Revalidation è Process
Validation
è Concurrent
Validation

è
Retrospective
Validation
Fig. Four types of Validation

How to do data validation in Excel?

To add data validation in Excel, perform the following steps.

1. Open the Data Validation dialog box

Select one or more cells to validate, go to the Data tab > Data Tools group,
and click the Data Validation button.
You can also open the Data Validation
dialog box by pressing Alt > D > L, with
each key pressed separately.

2. Create an Excel validation rule

On the Settings tab, define the validation criteria according to your needs. In
the criteria, you can supply any of the following:

= Values - type numbers in the criteria boxes like shown in the screenshot below.

= Cell references - make a rule based on a value or formula in another cell.

= Formulas - allow to express more complex conditions like in this example.

As an example, let's make a rule that restricts

users to entering a whole number between 1000
and 9999.

With the validation rule configured, either click

OK to close the Data Validation window or switch
to another tab to add an input message or/and
error alert.
Fig. Data validation in excel
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= Make sure the Show input message when cell is selected box is
checked.

= Enter the title and text of your message into the corresponding fields.

= Click OK to close the dialog window.

As soon as the user selects the validated cell, the following message will show up:

4. Display an error alert (optional)

To configure a custom error message, go to the Error Alert tab and define the
following parameters:

Check the Show error alert after invalid data is entered box (usually selected by
default).

In the Style box, select the desired alert type.

Enter the title and text of the error message into the corresponding boxes.

Click OK.

And now, if the user enters invalid

data, Excel will display a special alert
explaining the error (like shown in the
beginning of this tutorial).

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If you do not type your own message, the default

Stop alert with the following text will show up: This value
does not match the data validation restrictions defined for
this cell.

How to use validation rule in MS access?

1. Select the field you want to add a
validation rule to. In our example, we'll
set a rule for the State field.

2. Select the Fields tab, then locate the

Field Validation group. Click the
Validation drop-down command, then
select Field Validation Rule.

3. The Expression Builder dialog box will appear. Click the text box and type your
validation rule. In our example, we want to limit data in the State field to actual state
postal codes. We'll type each of the valid responses in quotation marks and separate
them with the word Or, which lets Access know that this field can accept the
response "AL" Or "AK" Or "AZ" or any of the other terms we've entered.

4. Once you're satisfied with the validation

rule, click OK. The dialog box will close.

5. Click the Validation drop-down

command again. This time, select Field
Validation Message.

6. A dialog box will appear. Type the phrase

you want to appear in an error message
when users try to enter data that violates
the validation rule. Your message should let
them know what data is permitted.

7. When you're satisfied with the error message, click OK.

8. The validation rule is now included in the field. Users will be unable to enter data
that violates the rule.

Simple validation rules can be written exactly like query criteria. The only difference
is that query C data, while an identical validation rule either permits or rejects data.

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9.c - Proofing Techniques

Proofing techniques are not the validation checks that you have studied in in
a spell check or grammar check ok but other ways of reducing the number of errors in
your work. The term proofing in printing means to make sure that the work is
accurate. It should include checking not only spelling, punctuation and grammar, but
also page layout including:

Ÿ The correct application of styles

Ÿ The correct margin settings

Ÿ Images placed as specified

Ÿ Objects fitting within the boundaries of a page/columns/pages/slides

Ÿ Objects not overlapping unless specified in a question

Ÿ No bulleted are numbered split over two columns / pages / slides

Ÿ No tables

Ÿ No blank columns, pages for slides

Ÿ No windows or orphans.

Part of proofreading and error correction will be to check for windows and
Orphans. A window is the last line of paragraph that appears alone at the top of a
new page or column. An Orphan is the first line of a paragraph for reading that
appears alone at the bottom of a page or column. Even though you may have
applied automatic window and orphan control it is always good practice to check that
these have been removed. It is possible that you did not apply it to every paragraph.
Make sure that other objects like bulleted or numbered lists, tables, graphs and
database or spreadsheet extracts are not split over two columns or pages. Again,
inserting appropriate breaks should avoid these problems.

How to Ensure Accurate Data Entry?

Data entry is an invaluable tool for a business. But it's not as easy as you
think it is, especially if the data entry team is loaded with tons of data daily. There will
be times when data entry errors like omissions, duplication, extra characters, and
incorrect entries will happen. Remember that even a single mistake could make a
lot of difference in data. It could make you target the wrong group of people, which
may affect the sales conversion. The entire data could even become obsolete and
irrelevant. This is why taking some time to know its importance and ways on how to
ensure accurate data entry is necessary not only for your business but in our daily
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The Importance of Accurate Data Entry

The benefits of data entry are undeniably impactful as having accurate data
is the bedrock of business. It is one of the biggest assets of businesses as it is crucial
for market analysis, research, and it helps them in the decision-making. Therefore,
inaccurate data could result in poor decisions and other major concerns that may
affect the entirety of a business.

If you are well aware of the issues that you might experience as you go on
with the data entry tasks, you should know that looking for the wrong entry or what
made the data inaccurate will take you time and higher cost. To avoid these
problems from happening, your data entry staff should be mindful of the importance
of data accuracy.

Here are C ensure that your data entry process is

accurate from the start to the finish:

= Identify the source causing the inaccuracies

= Use the latest software

= Double-check the data with reviews

= Avoid overloading your team

= Try out automated error reports

= Provide training to your employees

= Adhere to robust data entry accuracy standards

The most common data entry errors include spelling

errors, errors in the use of capital letters( Eg: tHe), and
transposed numbers( Eg: 21 instead of 12) .

Other common errors are found in the spacing of

characters in text entry ( Eg: I love the heaven and earth).
They are sometimes actual errors even if someone else has
proofread and corrected your work although you would hope
this was not the case. It is possible that you may get source
files in different forms that contains errors for you to correct.
At the end of every piece of work check it carefully for data
entry errors and consistency of your presentation

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9.d - Verification
Verification can be done to
ensure that the data in the database has
as few errors as possible. Another way
to phrase this is by saying that
verification is done to make sure that the
data entered is equal to the data from the
original source. Verification means to
check that the data from the original source document is exactly the same as the
data that you have entered into the system.

Methods of Verification
Visual Verification

Visual verification is the act of confirming—usually through photos taken on

a mobile device that assigned work is being completed in the way it was meant to be
completed. Visual Verification is often a component of a good retail task
management tool.

Double entry
This refers to inputting the data twice and comparing the two entries.

= A classic example would be when creating a new password. You are often asked
to enter the password twice. This lets the computer verify that data entry is
exactly the same for both instances, and that no error has been committed. The
first entry is verified against the second entry by matching them.

= While this may be useful in identifying many errors, it is not practical for large
amounts of data. Here are some disadvantages of double entry:

= It would take an encoder a lot of time to input the data twice. It doubles the
workload as well as the cost.

= An encoder could input the same error twice, and it wouldn't be noted as
an error.

= The possibility of having two (correct) versions of the same data exists,
and double entry can't account for this eventuality.

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Before starting with proofreading a document, we will know what is the

difference between editing & Proofreading:

Proofreading Editing

Language formatting for consistency Improves the overall quality of the text

Writing improvement Improves the language issues, in

accordance with the purpose of the text
Grammar, spelling and typing Clarification of expressions
mistakes elimination
Ensures a document is ready for Removal of errors and inconsistencies
publication
Cheaper than editing Maximization of the impact of discourse,
particularly on objectivity and
assertiveness.

Proofreading ensures flawless content for publication, increasing the

chances of success. An excellent paper proof-reader checks all digital sources
related to the document, including websites.

Why is proofreading important?

Effective proofreading is absolutely essential for producing high-quality
documents, whether academic or professional. When done clearly, correctly and
thoroughly, proofreading can be the difference between writing something that
communicates as it is supposed to or a huge misunderstanding, or the difference
between acceptance and rejection in a distinguished journal. No author creates an
excellent text without reviewing, reflecting, and revising – or trusting someone to do
so.

Language and text reviewing are important do detect:

Grammar mistakes and numbering errors – e.g. forms of number, short forms,
degrees of comparison, etc.

Spelling mistakes – e.g. rules of using of capital letters, rules of hyphenation, solid
and separate writing of words

Inconsistency in the document format – such as wrong order of new words

formation and connection of parts of the word

Punctuation errors – it means the use of punctuation marks, like missing or extra
commas, periods, and quotation marks used incorrectly

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Misplaced words – choosing the correct word choice improves your content to a
more sophisticated level

Poorly structured paragraphs

Errors in sentence structure.

TASK: 2
Create a story in a MS word as a document.
Save the file as story.doc. Now do the above given
methods to CHECK the spellings, grammar. Validate
using the proofing techniques and finally Validate &
verify the written story. At the end of the story and
validating and verifying, proofread the document and
save it.

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CHAPTER
10
GRAPHS & CHARTS
LEARNING OUTCOME:
10.a - Chart types

10.a.1 – Pie charts

10.a.2 – Bar charts

10.a.3 – Line graphs

10.b - How to create a chart?

10.c - How to label a chart?

10.d - Use secondary axes

Before 7 years, Danish writer/artist duo Mikael Wulff and

Anders Morgenthaler create comedy cartoons and graphs
depicting the everyday struggles, irritations, and insights of their
fellow Westerners. Official-looking graphs show unofficial
statistics from our daily lives that are at once unexpected and
glaringly obvious. All the comic way of depicting the reality was
dine using graphs and charts. Take a look at this collection of
graphs & charts:

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MIND MAP

GRAPHS &
CHARTS

Pie How to How to

create label a
the chart?
charts?

Use of
secondary
axes

Bar

Line

10.a - Graphs & Charts

Graphs
A diagram showing the relation between variable quantities, typically of two
variables, each measured along one of a pair of axes at right angles. A graph can be
defined as a pictorial representation or a diagram that represents data or values in
an organized manner. The points on the graph often represent the relationship
between two or more things.

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Charts
A chart is a graphical representation of data, in which "the data is
represented by symbols, such as bars in a bar chart, lines in a line chart, or slices in a
pie chart". A data chart is a type of diagram or graph, that organizes and represents a
set of numerical or qualitative data.

Pie charts
A Pie Chart is a type of graph that displays data in a circular graph. The
pieces of the graph are proportional to the fraction of the whole in each category. In
other words, each slice of the pie is relative to the size of that category in the
group as a whole. The entire “pie” represents 100 percent of a whole, while the pie
“slices” represent portions of the whole.

The following chart shows water usage (image courtesy of the EPA). You can
see that toilet water usage is greater than shower water usage because the piece of
the “pie” is greater: Designated
Organic for recycling
compostable paper and cardboard
Designated
Nonrecyclable 15.04%
for recycling
How much water do we use? paper Glass containers
7.20% 2.40%
Organic Designated
yard trimmings for recycling
Shower Toilet 5.15% Metal
16.8% 26.7% Organics: 4.07%
food scraps
Faucet 21.42%
15.7% Leaks Designated
13.7% for recycling
Household
Clothes Hazardous
Beverage
Washer cartons
waste Other 0.40%
21.7% 0.27%
Other plastic
5.3% Electronics 13.44%
e-waste Other
0.70% Textiles CAD Materials
and Carpets Debris 15.13%
7.01% 6.29%
Fig. Pie chart

Pie charts give you a snapshot of how a group is broken down into smaller
pieces. The following chart shows what New Yorkers throw in their trash cans. You
could read that New Yorkers (perhaps surprisingly) throw a lot of recyclables into
their trash, but a pie graph gives a clear picture of the large percentage of
recyclables that find their way into the trash.

When to use Pie Charts: Use pie charts to compare percentages of a whole
(“whole” is the total of the values in your data). Each value is represented as a piece
of the pie so you can identify the proportions. There are five pie chart types: pie, pie
of pie (this breaks out one piece of the pie into another pie to show its sub-category
proportions), bar of pie, 3-D pie, and doughnut.
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Bar charts
A bar chart is a way of summarizing a set of categorical data (continuous data
can be made categorical by auto-binning). The bar chart displays data using a
number of bars, each representing a particular category. The height of each bar is
proportional to a specific aggregation (for example the sum of the values in the
category it represents). The categories could be something like an age group or a
geographical location. It is also possible to colour or split each bar into another
categorical column in the data, which enables you to see the contribution from
different categories to each bar or group of bars in the bar chart.
Example:

The bar chart below shows the

total sum of sales for fruits and
vegetables over three years.

The bars are coloured

by the Category column, which
contains two values: Fruit and
Vegetables. You can also view
these colour categories side-
by-side as in the bar chart
b e l o w. R i g h t - c l i c k i n t h e
visualization and select Side-
by-Side Bars from the pop-up menu to get this appearance.

Another way to get a

similar appearance is to add
the column Category to the
category axis to create a
hierarchy on that axis. See
Hierarchies to learn more
about multiple columns on an
axis.

If you prefer the bars to be displayed horizontally, right-click in the

visualization and select Horizontal Bars from the pop-up menu.
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Note that in some cases the category axis is

referred to as X-axis, and the value axis is referred to as Y-
axis. This is the case in some lines and curves, for
example, as well as in OVER statements in custom
expressions.
When to use Bar Charts: Bar graphs are used to compare things between
different groups or to track changes over time. However, when trying to measure
change over time, bar graphs are best when the changes are larger.

Line Graph
A line graph is a graphical display of information that changes continuously
over time. A line graph may also be referred to as a line chart. Within a line graph,
there are points connecting the data to show a continuous change. The lines in a line
graph can descend and ascend based on the data. We can use a line graph to
compare different events, situations, and information.

A line graph has two axes. The x-axis of a line graph shows the occurrences
and the categories being compared over time and the y-axis represents the scale,
which is a set of numbers that represents the data and is organized into equal
intervals. It is important to know that all line graphs must have a title. The title of a line
graph provides a general overview of what is being displayed. A line graph will also
include a key that represents the event, situation, and information being measured
over time.

Line graphs are common and effective charts because they are simple, easy
to understand, and efficient. Line charts are great for:

Ÿ Comparing lots of data all at once

Ÿ Showing changes and trends over time

Ÿ Including important context and annotation

Ÿ Displaying forecast data and uncertainty

Ÿ Highlighting anomalies within and across data series

On the other hand, they are not necessarily your best choice for:

Ÿ Displaying quantities of things

Ÿ Working with categorical data

Ÿ Making part-to-whole comparisons

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Fig. Line Graph

When to use Line Charts Line graphs are used to track changes over short
and long periods of time. When smaller changes exist, line graphs are better to use
than bar graphs. Line graphs can also be used to compare changes over the same
period of time for more than one group.

10.b - How to create a chart

Although Excel provides several layout and formatting presents to enhance
the look and readability of your chart, using them won't ensure that you maximize the
effectiveness of your chart. Below are the top five best practices to make your chart
or graph as clear and useful as possible:

1. Make It Clean: Cluttered graphs — those with excessive colours or texts — can
be difficult to read and aren't eye catching. Remove any unnecessary information so
your audience can focus on the point you're trying to get across.

2. Choose Appropriate Themes: Consider your audience, the topic, and the main
point of your chart when selecting a theme. While it can be fun to experiment with
different styles, choose the theme that best fits your purpose.

3. Use Text Wisely: While charts and graphs are primarily visual tools, you will likely
include some text (such as titles or axis labels). Be concise but use descriptive
language, and be intentional about the orientation of any text (for example, it's
irritating to turn your head to read text written sideways on the x-axis).

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4. Place Elements Intelligently: Pay attention to where you place titles, legends,
symbols, and any other graphical elements. They should enhance your chart, not
detract from it.

5. Sort Data Prior to Creating the Chart: People often forget to sort data or remove
duplicates before creating the chart, which makes the visual unintuitive and can
result in errors.

How to Chart Data in Excel?

To generate a chart or graph in Excel, you must first provide Excel with data
to pull from. In this section, we'll show you how to chart data in Excel 2016.

Step 1: Enter Data into a Worksheet

1. Open Excel and select New Workbook.

2. Enter the data you want to use to create a graph or chart. In this example, we're
comparing the profit of five different products from 2013 to 2017. Be sure to include
labels for your columns and rows. Doing so enables you to translate the data into a
chart or graph with clear axis labels. You can download this sample data below.

Step 2: Select Range to Create Chart or Graph from Workbook Data

1. Highlight the cells that contain
the data you want to use in your
graph by clicking and dragging your
mouse across the cells.

2. Your cell range will now be

highlighted in grey and you can
select a chart type.

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How to Make a Chart in Excel?

Once you input your data and select the cell range, you're ready to choose
your chart type to display your data. In this example, we'll create a clustered column
chart from the data we used in the previous section.

Step 1: Select Chart Type

Once your data is highlighted in the Workbook, click the Insert tab on the top
banner. About halfway across the toolbar is a section with several chart options.
Excel provides Recommended Charts based on popularity, but you can click any of
the dropdown menus to select a different template.

Step 2: Create Your Chart

1. From the Insert tab, click the column chart icon and select Clustered Column.

Excel will automatically create a clustered chart column

from your selected data. The chart will appear in the center
of your workbook.

To name your chart, double click the Chart Title text in the
chart and type a title. We'll call this chart “Product Profit
2013 - 2017.”

We'll use this chart for the rest of the walkthrough. You can
download this same chart to follow along.

There are two tabs on the toolbar that

you will use to make adjustments to your
chart: Chart Design and Format. Excel
automatically applies design, layout, and
format pre - sets to charts and graphs, but
you can add customization by exploring the
tabs. Next, we'll walk you through all the
available adjustments in Chart Design.

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Step 3: Add Chart Elements

Adding chart elements to your chart or graph will
enhance it by clarifying data or providing additional context. You
can select a chart element by clicking on the Add Chart Element
dropdown menu in the top left-hand corner (beneath the Home
tab).

Step 4: Adjust Quick Layout

= The second dropdown menu on the toolbar is Quick Layout, which allows you to
quickly change the layout of elements in your chart
(titles, legend, clusters etc.).

= There are 11 quick

layout options.
Hover your cursor
over the different
options for an
explanation and
click the one you
want to apply.

Step 5: Change Colours

The next dropdown menu in the toolbar is Change
Colours. Click the icon and choose the colour palette that fits
your needs (these needs could be aesthetic, or to match your
brand's colours and style).

Step 6: Change Style

For cluster column charts, there are 14 chart styles
available. Excel will default to Style 1, but you can select any of
the other styles to change the chart appearance. Use the arrow
on the right of the image bar to view C.

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Step 7: Switch Row/Column

1. Click the Switch Row/Column on the toolbar to flip the
axes. Note: It is not always intuitive to flip axes for every chart, for
example, if you have more than two variables.

In this example, switching the row and column swaps the product and year
(profit remains on the y-axis). The chart is now clustered by product (not year), and
the color-coded legend refers to the year (not product). To avoid confusion here,
click on the legend and change the titles from Series to Years.

Step 8: Select Data

1. Click the Select Data icon on the
toolbar to change the range of your data.

2. A window will open. Type the cell

range you want and click the OK button.
The chart will automatically update to
reflect this new data range.

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Step 9: Change Chart Type

1. Click the Change Chart Type dropdown menu.

2. Here you can change your chart type to any of the nine
chart categories that Excel offers. Of course, make sure that
your data is appropriate for the chart type you choose.

3. You can also save your chart as a template by clicking

Save as Template…

4. A dialogue box will open where you can name your

template. Excel will automatically create a folder for your templates for easy
organization. Click the blue Save button.

Step 10: Move Chart

1.Click the Move Chart icon on the far right of the toolbar.

2. A dialogue box appears where you can

choose where to place your chart. You can
either create a new sheet with this chart
(New sheet) or place this chart as an object
in another sheet (Object in). Click the blue
OK button.

Step 11: Change Formatting

1. The Format tab allows you to change
formatting of all elements and text in the
chart, including colors, size, shape, fill,
and alignment, and the ability to insert
shapes. Click the Format tab and use the
shortcuts available to create a chart that
reflects your organization's brand
(colors, images, etc.).

2.Click the dropdown menu on the top left side of the toolbar and click the chart
element you are editing

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Step 12: Delete a Chart

To delete a chart, simply click on it and click the Delete key on your keyboard.

10.c - How to label a chart

On a graph that uses a measurement axis, like column, bar, and line graphs,
one question that comes up is how the graph should be labelled. Should you use an
axis, use data labels, or use both? The default in Excel and PowerPoint is to have the
axis only. In this section, you will get to know how you can decide between an axis or
data labels depending on the message the audience needs to hear.Here is a
decision tree, which explains how to label a chart:
Values Use data labels
needed inside end or
just outside of
Comparing column / bar
Use a column Does the audience (Example 1)
values need to know the
or bar graph
individual values or
Is the message just the relative size
comparing the or rank?
values to each Relative Use an axis only
other or looking size / rank (Example 2)
at the trend in
the data?
Trend No Use an axis only
Does the audience
Use a (Example 3)
need to know the
line graph starting & ending
values?

Fig. Decision tree

Use an axis with
Yes data labels for the
first and last point
Example 1: (Example 4)

If the values are needed, then you will want to use data labels. I suggest
placing them inside the end of the column or bar, or just outside the column or bar.
This example shows a column graph with data labels only.
Large majority of risk assessments on lower half of scale
59%

18% 17%
6%
1% 0%
Very low Low Intermediate Moderately High Very high
high
Lower risk Higher risk
Fig. Labelling a bar chart
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 GRAPHS & CHARTS

Example 2
If the message is more related to the ranking of the values, then you can use
an axis. You don't need data labels, the axis gives the audience the scale they need
to compare the values. This example shows a column graph with an axis because
we are ranking the values from least frequent to most frequent

Driver’s licenses represent more transactions than other services

50

40

Average
transactions 30
per day
20

10

0
General Property Hunting Driver’s
inquiry transfer license license

Example 3
If you are talking about a trend, you will use a line graph. In this case, line
graphs are better than column graphs at communicating trends to the audience. The
question you need to ask when using a line graph is whether the audience needs to
know the starting and ending values of the line. Sometimes these are important, and
sometimes it is just the slope of the line that is important.

If the slope is the most important, then just use an axis. In this example, the
slope of each line is the key message because we want the audience to see which
type of contract is growing at a faster rate and when the revenue from National
contracts will surpass the revenue from Regional contracts.

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Fig. Labelling Line chart

Example 4:
If the starting and ending
values of the line are important for
the audience to know, then add
data labels to just those two points
on the line. This example uses data
labels for the first and last value to
emphasize the changeover the
time period.

Fig. 16.c.4 – Labelling Line chart

When you are using a column, bar, or line graph, use the
information above to decide how it should be labelled so the
audience understands your message.

Labelling is just one aspect of making graphs look professional

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10.d - Uses of secondary axes

A secondary axis allows us to represent and visualize multiple data series
without the need to use additional charts. The feature is especially useful when
we want to compare data series that are measured in different units or with
different scales of comparison. For example, it is impossible to compare
aggregate GDP with the unemployment rate using the same scale. We can either
standardize the data, i.e., use an index for the data, or use a secondary axis.

Examples of Chart with a Secondary Axis

The chart below is made from US quarterly GDP data. The left-hand side
vertical axis measures the GDP in levels, whereas the right-hand side vertical
axis measures the growth in GDP. The next section will provide a step-by-step
guide on how to recreate the exact chart.

Adding a Secondary Axis in Excel – Step-by-Step Guide

1. Download the sample US quarterly GDP data here.

2. Open the file in Excel, and get the quarterly GDP growth by dividing the first
difference of quarterly GDP with the previous quarter's GDP.

3. Select the GDP column (second column) and create a line chart. Use the quarterly
observation date column (first column) as the horizontal axis, i.e., the axis label for
the GDP. Change the format of the axis labels to show year only. It can be done by
changing the number format in the right-hand side formatting pane to yyyy.

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4. Add the GDP growth column (fourth column) to the chart by right-clicking on the
chart and clicking on select data and then adding a new data series. Use the
quarterly observation date column (first column) as the horizontal axis, i.e., as the
axis labels for the GDP growth.

5. Right-click on the chart and choose “Change Chart Type.

6. From the menu, select Combo and set both the chart types to “line” and set the
GDP growth data series to the secondary axis.

7. The chart should look like the one below:

8. The last step is to make cosmetic changes that make the chart easier to work with.
The changes that can be made include adding axis labels, a legend, and a chart title.

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Ÿ Task:1- Create an excel sheet total number of

students present in the class

Ÿ Task: 2- Create a pie chart showing the name of

the subjects and the percentage and change the
colour of the subject of each segment

Ÿ Task:3 - Create a bar graph comparing the the

marks obtained by the students from the previous
exam to the current exam

Ÿ Task:4- Create a pie chart showing the name of

each house and the colours and the percentage of
the class in that house

Ÿ Task:5- Add the title percentage of students in

each house. Change the colour of each segment to
match the name of the house. Extract segment for
the yellow house

Ÿ Task:6- Display all segment labels and

percentage values on the chart

Ÿ Task: 7- Add second value access to the chart for

the number of students obtained the highest marks
and the lowest marks

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CHAPTER
11
DOCUMENT PRODUCTION
LEARNING OUTCOME:
11.a - Format text & Organize Page Layout

11.a.1 – Format Pages

11.a.2 – Widows & Orphans

11.a.3 – Use page, section & Column breaks

11.b - Set Line spacing

11.b.1 – Set text alignment

11.b.2 – Format bulleted or numbered list

11.c - Mail Merge

11.c.1 – Create the mail merged document

11.c.2 – Run the mail merged document

11.c.3 – Print the mail merged document

Mind map
Document Production

Format text &

Set Line Mail Merge
organize

Create the mail

Format Pages Set text alignment
merged document

Format bulleted or Run the mail

Widows & orphans
numbered list merged document

Use page, section Print the mail

and column breaks merged document

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11.a - Format text & Organize Page Layout

Pages is a word processing and page layout app rolled into one. Before
you choose a template to get started, decide which type of document you want to
create:
• Word processing: Used to create documents that include mainly text, like
reports or letters. These documents have a body text area where you type, and
the text flows from one page to the next, with new pages created automatically
when you reach the end of the page.
• When you open a word processing document (or template), you can just start
typing. If you want to add text that’s separate from the main body text, you can add
a text box. You can also add images, charts and other objects.
• Page layout: Used to create documents with a more custom design, like
newsletters, books or posters. A page layout document is like a canvas that you
add text boxes, images and other objects to, then arrange the objects on the page
however you like.
• When you open a page layout document (or template), there is no body text
area; to add text, you need to add a text box and type in it. New pages must be
added manually.

11.a. 1 Format Pages

Set the Page Orientation:
• To change the orientation of
the whole document,
select Layout >
Orientation.
• Choose Portrait or
Landscape.
Set the Change margins:
• Select Layout > Margins.
• Select the margin
configuration you want, or
select Custom Margins to Fig. 17.a.1.1. – Set Page Orientation
define your own margins.

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Set the Header & Footer:

• Go to Insert > Header or Footer.
• Choose the header style you want to use.
• Add or change text for the header or footer.
For more info on things you can do with headers.
• Select Close Header and Footer or press Esc to
exit.

Fig. To set Header & Footer

Set the Page Numbers:

• Select Insert > Page Number, and then choose the location and style you want.
• If you don't want a page number to appear on the first page, select Different First
Page.
• If you want numbering to start with 1 on the second page, go to Page Number >
Format Page Numbers, and set Start at to 0.
• When you're done, select Close Header and Footer or press Esc.
Set the Gutter:
A gutter margin adds extra space to the side margin, top margin, or inside margins of
a document that you plan to bind. A gutter margin helps ensure that text isn't
obscured by the binding.
1. Go to Layout > Margins.
2. Select Custom Margins.
3. In the Gutter box, enter a width for the gutter margin.
4. In the Gutter position box, click Left or Top.
Note: The Gutter position box is not available and determined automatically when
you use the Mirror margins, 2 pages per sheet, or Book fold option.

11.a.2 Widows & Orphans

They might sound a tad Dickensian, but ‘widows’ and ‘orphans’ are actually
terms designers use to describe unwanted stray words in typography. Here, we’ll
look at what widows and orphans are, and share some quick and easy tips for
banishing them from your typesetting.

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What is a widow?
A widow is a lone word or short
group of words that appears at the
bottom of a paragraph, column or
page. They tend to make long
sections of text look unbalanced and
messy, as well as leaving too much
excess white space at the end of a
page.
In other words, if you start a Fig. Widow
paragraph effect on one page or column but there is not enough room on the page to
get the last line typed in, the single line of text which appears at the top of the next
page or column is called a widow.
What is an orphan?
An orphan is a similar
u n w a n t e d s t r a g g l e r, b u t t h i s
describes words that appear at the
top of a page. Orphans really belong
on the previous page, as not only do
they look untidy on the page they
appear, but they also break the flow of
reading across two pages.
Similarly, sometimes you start a Fig. Orphan
paragraph at the bottom of a page or column but you can only type in one line before
the rest of the text goes on to the next page. The first line of the paragraph at the
bottom of the page or column is called an orphan.
You can set up word to avoid widows and
orphans automatically. To do this, select the
PAGE LAYOUT TAB, then in PARAGRAPH
SECTION, click the left mouse button on the
icon at the bottom right corner of the box, to
open the paragraph window. Now click on the
LINE and PAGE BREAKS tab so that the
window looks like this. To get word to avoid,
widows and orphans select WIDOW or
ORPHANS CONTROL the tick box and click on
OK.
Fig. To avoid widow & Orphan
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11.a.3 – Use page, section & Column breaks

If you are writing a long document in MS Word, you need to be in control of
where some new pages start and you may need to format some sections of your
document differently to other sections (for example changing page numbering
style or page orientation). This control is achieved by using a mixture of page
breaks and section breaks.
Page Breaks
• VIEWING YOUR BREAKS In
order to see where you have put
a break, it is necessary to show
the non-printing characters in
your document. On the Home ribbon. Click the Show/Hide option in the
Paragraph group.
You will notice symbols appear to show things like paragraph markers and
spaces.
INSERTING MANUAL PAGE
BREAKS
• Place your insert point where you
want the page break to be.
• On the Page Layout ribbon,
select Breaks and then Page.
• Alternatively, use the shortcut
key combination of Ctrl+Enter.
• If you scroll back up to where
you had your insert point, you
should see the Page Break
marker as shown here.
APPLYING PAGE BREAKS TO
STYLES
If you always want your chapter
headings to start on a new page, use
this option.
• Right click on the style you want to
modify in the Styles palette or gallery.
• Click on Format and select
Paragraph.
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• Click on the Line and Page Break tab.

• Check the box for Page Break Before.
• Click OK.
• Every time you apply that style to a paragraph, it will now start on a new page.

Section breaks
INSERTING A NEXT PAGE SECTION BREAK
This is the most commonly used section break. You
need to place a Next Page section break wherever
you want to change something in the document
such as page numbering, margins or orientation.
• Place your insert point where you want the section
break to be.
• On the Page Layout ribbon, select Breaks and then
Next Page under Section Breaks.

Again, if you scroll up to where you had your insert point you should now see a
Section Break marker.

Column breaks
INSERTING A COLUMN BREAK
• If you have a layout that uses
columns and want to force text to
move into the new column, use a
Column break (also in the Breaks
menu).
• The can also be achieved using
Ctrl+Shift+Enter.
DELETING BREAKS
• With your non-printing symbols showing, click in front of the break.
• Press Delete on your keyboard.

11.b - Set Line spacing

` Upon installation, Microsoft Word uses 1.08 line spacing by default. It also
automatically adds 8 points of space after each paragraph (after a hard return). You
can change the default line spacing by following the steps below. Keep in mind that
this is a machine-specific setting, so you will need to repeat these steps for any new
computer that you log in to.
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To change the default line spacing:

1. Click the [Home] tab > Locate the
"Paragraph" group.
2. In the lower-right corner of the "Paragraph"
group, click the arrow. A "Paragraph" dialog
box will open.
3. From the [Indents and Spacing] tab >
Locate the "Spacing" section.
4. From the "Line spacing" drop-down list,
choose the spacing you would like Word to
use by default.
5. From the "Before" and "After" drop-down
lists, choose the amount of spacing between Fig. To set Line spacing
paragraphs you would like Word to use by
default. (If you want no extra spacing between paragraphs, set the spacing at 0
points.)
6. Click the [Set As Default] button > Select "All documents based on the Normal
template?" > Click [OK].

11.b.1 – Set text alignment

Text can be aligned in four basic ways. It can be aligned:
1. To the left margin with ragged right margin which called left aligned.
2. To the centre of the page, which is called centre aligned
3. To the right margin, which is called right
4. To both margins which is called fully justified

Fig. Text Alignment

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11.b.2 – Format bulleted or numbered list

The best way to draw attention to a list is to format the items with bullets or
numbers. You can even create multi-level lists. For different emphasis, change
any bullet or number style to one of Word’s many predefined formats. For
example, switch round bullets to check boxes or Roman numerals to lowercase
letters. You can also insert a picture as a bullet or customize the numbering list
style—including fixed-digits, such as 001, 002, etc. If you move, insert, or delete
items in a numbered list, Word sequentially renumbers the list for you.

Create a Bulleted List

1. Click where you want to
create a bulleted list.
2. Click the Home tab.
3. Click the Bullets button
arrow, and then select a bullet
style.
4. Type the first item in your
list, and then press Enter.
5. Type the next item in your
list, and then press Enter.
6. Click the Bullets button, or
press Enter again to end the
list.

Create a Numbered List

1. Click where you want to create a
numbered list.
2. Click the Home tab.
3. Click the Numbering button arrow,
and then select a numbering style.
4. Type the first item in your list, and
then press Enter.
5. Type the next item in your list, and
then press Enter.
6. Click the Numbering button, or
press Enter again to end the list.

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Create a Multi-Level
Bulleted or Numbered
List
1. Start the list as usual.
2. Press Tab to indent a
line to the next level
bullet or number, type
the item, and then press
Enter to insert the next
bullet or number.
3. Press Shift+Tab to
return to the previous
level bullet or number.
4. To format the multi-
level list, select the list, Fig. Bullets & numbering
click the Multi-Level List button on the Home
tab, and then select a format.

You can quickly create a numbered list.

Click to place the insertion point
at the beginning of a line, type 1.,
press the Spacebar, type the first item,
and then press Enter.
Press Enter or Backspace to end the list.

11.c - Mail Merge:

What is Mail Merged document?
Mail merge document is created to save the repeated typing of similar
documents that are designed to be sent to different people. It uses a master
document and the source file containing data. Data, like the names and the
address of the people to send the letter to is taken from the source file and placed
into a copy of the original document. This is done automatically. Mail merges are
one of the quickest ways to customize documents like emails, newsletters, and
other personalized messages. A mail merge lets you create personalized
documents that automatically vary on a recipient-by-recipient basis. This spares
you the trouble of manually personalizing each document yourself!

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 Information and Computer Technology

Here’s an example:
Let’s say you want to send a holiday email or letter to your customers.
However, you don’t want to send them a generic email or letter — you want each
email to include unique greetings and mention their individual names and
addresses.
Instead of manually creating separate emails or letters for each person,
just perform a mail merge!
It will automatically add each person’s details to the email or letter you
send them — sparing you the trouble of doing it yourself.

How does it work?

So how does a mail merge automatically personalize your emails and letters?
To know that, you need to understand the two key components of every
mail merge:
1. Template File – This is the document that you’ll be sending out — like a letter or
an email. It contains placeholders for the personalization data (names,
addresses, etc.) that are fetched from a data file.
2. Data File – This is a data source like a Microsoft Excel spreadsheet or a Google
Sheets file. It contains the personalized information (names, addresses, etc.) that
will be added to your template file.
A mail merge automatically adds the personalization data from your data
file to your template file.
Here’s an example of what I’m talking about:
If you want to perform a mail merge to create mass letters, your letter is the
template file. It has placeholders for your contacts’ names and addresses.

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 DOCUMENT PRODUCTION

Notice the «FirstName», «Address» and other tags in the letter?

These are placeholders for your recipient’s details.
A spreadsheet that has all your contact details will be your data file.

The mail merge function would then merge your data file and your letter
template to generate individual letters for each person.
What can you use them for?
The real question should be — what can’t you use them for?

Mail merges can be used to create personalized messages automatically for

documents such as:
• Marketing emails
• Envelopes
• Mailing labels
• Newsletters
• Custom catalogs
• Form letters
• And more!
Note – A form letter is a template file that’s used to create mass letters.
Instead of typing a letter for each recipient, you can use a form letter to create quick,
unique, personalized letters for each person.
If there’s a document type that needs to be personalized at scale, mail merges can
take care of it for you!

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11.c.1 – Create the mail merged document:

The next step is to create the form letter template (your main document) in
MS Word. Here’s a step-by-step guide on how to do this:
• Step 1:
Open a blank document in Word. This is the main document in your mail merge that
will be sent to each recipient.
WORD à OPEN WINDOW
• Step 2
Click on the Mailings tab and select Start Mail Merge.
A drop-down menu displaying every different mail merge document type will appear.
You can select the document type for letters, emails, envelopes, mailing labels, or a
directory. Since we’re creating a Word mail merge for sending letters, choose Letters
as your merge document.
MERGE DOCUMENT TYOE IN WORD
• step 3 (Optional)
You can also use the Step-by-Step Mail Merge Wizard (from the Start Mail Merge
drop-down menu) to streamline the Word mail merge process.
For example, the wizard lets you easily select the starting document for your mail
merge. It lets you use the current document, a starter template, or an existing
document as your mail merge template.

MAIL MERGE WIZARD IN WORD

• Step 4
Write the body of the letter. (Don’t worry about manually adding placeholders in your
letter yet.)
A LETTER IN MS WORD

11.c.2 – Run the mail merged document

Adding personalized messages
The next step is to add personalized content, like contact names and addresses,
to your form letter template (Word document).
In Word, you can insert three personalization variables into your document:
1. Insert Address Block – add a recipient’s address to your document.
2. Insert Greeting Line – include a personalized greeting or salutation in your
letter.

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3. Insert Merge Field – insert other mail merge fields from your Excel file.
Here’s a step-by-step guide on how to add all three personalization variables
to your merge document (form letter):
Note – You can add a personalization variable at an insertion point of your
choice in the Word document. For example, to add a greeting line before the body of
your letter, simply place the text cursor at the point you want to add it.
• Step 1 – Insert address block
To insert a recipient’s address from your Excel worksheet, click on Address
Block from the Write & Insert Fields section. In the window that appears, choose an
address block format of your choice and click OK.
• Step 2 – Insert greeting line
To insert a greeting line, click on Greeting Line from the Write & Insert fields
section. In the dialog box that pops up, select the format you want to use and click
OK.
• Step 3 – Insert merge field
You can also add other mail merge fields — like your contact’s first name,
company name, email id, etc. — from your Excel worksheet to your Word template.
To do this, click on Insert Merge Field from the Write & Insert fields group.
Previewing and finishing the mail merge process
After personalizing the form letter for each recipient, you can preview the
letters to see how they look with the data you inserted from your Excel worksheet.
Here’s a step-by-step guide on how to do this:
• Step 1
Click on Preview Results under the Mailings tab.

• Step 2
To preview the result for each recipient, you can enter the recipient number
(the corresponding row number in your Excel spreadsheet) in the text box.
• For example, to preview the form letter for my second recipient – Brandon
Walsh, I type “2” in the text box and click on the Preview Results button.
• Step 3
After previewing the form letter, click on Finish & Merge to finish the Word
mail merge process.

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11.c.3 – Print the mail merged document

Printing is nearly the same as a normal document; you just get an extra
window where you can select which data source to use, and which records to print.
You’re ready to print the letter that you created in a previous lesson.
1.Open any of the mail merge envelopes,
labels, or letters you’ve created
previously.
2.Choose File > Print.
3.You’ll be asked whether you want to
print a form letter. Click Yes.
4.In the Mail Merge printing window, you can print all the records or just a range. For
now, leave it as is.
5.Click OK. 6You’ll be able to select the printer you want. If you were printing your
own documents, you would click OK at this point. However, if you’re in class, just
cancel.

• Task: 1- Create a new document of the IV trip you have done.

• Task: 2- Change the page orientation into landscape and
add the line spacing along with the photos captured in the IV
trip.
• Task: 3 - In the same document, use the column breaks,
section breaks and also using bullets and numbering –
number all the places you have visited.
• Task – 4 - Share the IV trip document in the mail to all your
recipient, using the mail merge option.,

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CHAPTER
12
D ATA M A N I P U L AT I O N
LEARNING OUTCOME:
12.a - Database structure

12.a.1 – Flat file database

12.a.2 – Relation Database

12.a.3 – Datatypes

12.b - Tables in Database

12.b.1 – How to enter a data to an existing table

12.b.2 – Forms in database

12.c - Manipulate Data – Queries

12.c.1 – How to perform search?

12.c.2 – Use formulae in queries

12.c.3 – Sorting Data in queries

12.d - Present data – Reports

12.d.1 – Produce reports

12.d.2 – Use formulae in reports

12.d.3 – Sorting Data in reports

Data Manipulation
Mind map

Database Tables in Manipulate Present

structure database data queries data reports

How to enter How to perform Produce reports

Flat file search?
a data to an existing table

Use formula Use formula

Relation Forms in in queries in reports

Sorting data in
Data type Sorting data
queries existing
in reports
table
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One of the biggest advantages to a Database is SECURITY.

There are many benefits to having a DBMS,
but one of the most important is the security
it provides to your business or organization.
Using a database management system lets
end users and programmers access the
same data without compromising its integrity.
Data is better controlled and protected,
and you can even keep track of
logging and auditing activity.

12.a - Database structure

Database: Database is a collection of information that is organized so that
it can be easily accessed, managed and updated. Computer databases typically
contain aggregations of data records or files, containing information about sales
transactions or interactions with specific customers. All databases store the data
using a system files. Records and fields.
• A field is a single item of data, such as a forename or date of birth. Each
field has a field name that is used to identify it within die database. Each field
contains one type of data, for example numbers, text or a date.
• A record is a collection of fields, for example all die information about one
person or one item. These may contain different data types.
• A file (in database terms) is an organised collection of records, usually
where all die records are organised so that it can be stored together. A file can
have one or more tables within it.

12.a.1 – Flat file database

A flat-file database is a database stored in a file called a flat file. Records
follow a uniform format, and there are no structures for indexing or recognizing
relationships between records. The file is simple. A flat file can be a plain text file, or a
binary file. Relationships can be inferred from the data in the database, but the
database format itself does not make those relationships explicit. The term has
generally implied a small database, but very large databases can also be flat.

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Creating a Flat File Data Object from an Existing Flat File

Select a project or folder in the Object Explorer view.
1. Click File New Data Object
2. Select Physical Data Objects Flat File Data Object and click Next. The New Flat
File Data Object dialog box appears.
3. Select Create from an existing flat file
4. Click Browse and navigate to the directory that contains the file.
5. Click Open. The wizard names the data object the same name as the file you
selected.
6. Optionally, edit the data object name.
7. Optionally, click Browse to select a project or folder for the data object.
8. Click Next
9. Select a code page that matches the code page of the data that you want to
process.
10. Select Delimited or Fixed-width
11. Optionally, edit the maximum number of rows to preview. Click Next
12. Configure the format properties, based on whether the flat file is delimited or
fixed-width
For a delimited flat file, configure the following properties:

Property Description

Delimiters Character used to separate columns of data. If you enter

a delimiter that is the same as the escape character or
the text qualifier, you might receive unexpected results.

Text Qualifier Quote character that defines the boundaries of text

strings. If you select a quote character, the Developer
tool ignores delimiters within pairs of quotes.

Import Column If selected, the Developer tool uses data in the first row
Names From for column names. Select this option if column names
First Line appear in the first row. The Developer tool prefixes
"FIELD_" to field names that are not valid.
Specify a line break character. Select from the list or
enter a character. Preface an octal code with a backslash
(\). To use a single character, enter the character.

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Row Delimiter The Data Integration Service uses only the first character
when the entry is not preceded by a backslash. The
character must be a single-byte character, and no other
character in the code page can contain that byte. Default
is line-feed, \012 LF (\n).

Escape Character Character immediately preceding a column delimiter

character embedded in an unquoted string, or
immediately preceding the quote character in a quoted
string. When you specify an escape character, the Data
Integration Service reads the delimiter character as a
regular character.

Start Import at Line Row number at which the Data Integration Service starts
reading when it imports the file. For example, if you
specify to start at the second row, the Developer tool
skips the first row before reading.
Treat Consecutive If selected, the Data Integration Service reads one or
Delimiters as One more consecutive column delimiters as one. Otherwise,
the Data Integration Service reads two consecutive
delimiters as a null value.
Retain Escape Includes the escape character in the output string.
Character in Data
For a fixed-width flat file, configure the following properties:
Property Description
Import Column If selected, the Developer tool uses data in the first row
Names From for column names. Select this option if column names
First Line appear in the first row.
Start Import at Line Row number at which the Data Integration Service starts
reading when it imports the file. For example, if you
specify to start at the second row, the Developer tool
skips the first row before reading.
Column breaks Configures the column breaks in the fixed-width file.
Click Edit Breaks to edit column breaks. Or, follow the
directions in the wizard to manipulate the column breaks
in the file preview window. You can move column breaks
by dragging them. Or, double-click a column break to
delete it.
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13.Click Next to preview the flat file data object.

14.Click Finish
15.The data object opens in the editor.

12.a.2 – Relation Database

A relational database is a collection of data items with pre-defined
relationships between them. These items are organized as a set of tables with
columns and rows. Tables are used to hold information about the objects to be
represented in the database. Each column in a table holds a certain kind of data and
a field stores the actual value of an attribute. The rows in the table represent a
collection of related values of one object or entity. Each row in a table could be
marked with a unique identifier called a primary key, and rows among multiple tables
can be made related using foreign keys. This data can be accessed in many
different ways without reorganizing the database tables themselves.
For example, imagine your company maintains a customer table that
contains company data about each customer account and one or more transaction
tables that contain data describing individual transactions.
The columns (or fields) for the customer table might be Customer ID,
Company Name, Company Address, etc.; the columns for a transaction table might
be Transaction Date, Customer ID, Transaction Amount, Payment Method, etc. The
tables can be related based on the common Customer ID field. You can, therefore,
query the table to produce valuable reports, such as a consolidated customer
statement.
Report generators take these queries and run them on demand to create
formal reports. Many of the documents businesses run to track inventory, sales,
finance, or even perform financial projections come from a relational database
operating behind the scenes.

12.a.3 – Datatypes
When you create a new database you will set a data type for each field. The
data type tells Access how to store and manipulate die data for each field. You will
usually decide what data type should be used for each field. There are a number of
data types that you can use and different packages may have different names for
them. The list below shows the generic names tor these data types but,depending
on die package used, you may have different names. For example, in Access an
alphanumeric field is called a text field. The three main types of field are
alphanumeric, numeric and Boolean.

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•Alphanumeric data can store alpha characters (text) or numeric data

(numbers)
that will not be used for calculations. In Access this is called a text field.
•A numeric data type (as the name suggests) is used to store numeric
values that may be used for calculations. This does not include numeric data such
as telephone numbers, which should be stored in an alphanumeric data type.
In Access this is called a number field. There are different types of numeric field
including:
• Integer sub-type, which store whole numbers. In Access you can select an
integer field or a long integer field. It is wise to use a long integer field if it is going to
contain three or more digits

12.b - Tables in Database

A database table is a structure that organises data into rows and columns –
forming a grid.
Tables are similar to some worksheets in spreadsheet applications. The
rows run horizontally and represent each record. The columns run vertically and
represent a specific field. The rows and columns intersect, forming a grid. The
intersection of the rows and columns defines each cell in the table.

Fig. Entering fields

This database table contains 4 columns, and currently has 11 rows.
The header cell of a column usually displays the name of the column. The
column is usually named to reflect the contents of each cell in that column. For
example, a column name of First Name could be used to reflect that the cells will
contain the first name of an individual.
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 DATA MANIPULATION

The rows don’t typically have a header cell as such, but often the first column
will contain a unique identifier – such as an ID. This field is often assigned as the
primary key, as a primary key requires a unique identifier (i.e. the value of this field
will be different for each record).
This means that we can identify each record by its ID (or other unique
identifier). Therefore, tables can reference records in other tables simply by
referring to the record’s primary key value. In this case, the tables have a
relationship. This is where the relational part comes from relational database
management systems.

Creating a relation database using the tables:

To see how you create and manage relational data like our sample data in
Access, follow these step by step instructions for creating the tables you'll need.
Ÿ Open Access and choose Blank Desktop Database from the dialog which
appears. Give your database a name (Marketing) and select a folder to store it in
and click Create. You'll see Table1 appear on the screen.
Ÿ You'll create your table in Design view so, from the ribbon choose View > Design
View, call your table Customer and click OK.
Ÿ Type these fields, data types, descriptions and captions:

Field Name Data Type Description Field Size Caption

CustomerID Number Customer Number N/A Customer Number

FirstName Short Text Customer first name 20 First Name

LastName Short Text Customer last name 20 Last Name

City Short Text City of Residence 20 City of Residence

Ÿ To set the Primary key for the database, click in the margin opposite the
CustomerID field to select it, right click and choose Primary Key from the menu. A
key will appear in the column to the left of the field indicating the key has been set.

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 Information and Computer Technology

Fig. Primary key

· Click Create > Table and repeat these step to create a second table, called Visits.
It should have these fields and captions.

Field Name Data Type Description Field Size Caption

CustomerID Number Customer Number N/A Customer Number

DateOfVisit Date/time Date of Visit N/A Date of Visit

AmountSpent Currency Amount Spent N/A Amount Spent

· Do not set a primary key for this table so, if prompted to do so, answer no. If the
Primary key is created for you automatically, as it is in this example, below, right
click the row and deselect the Primary key so it is removed. Close and save both
tables before continuing.

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 DATA MANIPULATION

Create the Relationship

· Once the tables are
created you must tell Access
how they are related so it
can manage the data for
you. It will ensure that, for
example, you don't try to add
a visit for a customer that
does not exist.
· To create the relationship
choose DataBase Tools >
Relationships. When the
Show Table dialog appears,
click Customer and click Add, then click Visits and click Add and then click Close.
· You'll see two
lists on the screen
displaying the fields
in each table. Click
on the CustomerID
field in the Customer
table and drag it over
the CustomerID field
in the Visits table and
let go.
· When the Edit Relationships dialog appears click the Enforce Referential
Integrity checkbox and Access will protect your data against you deleting or
making changes to one table that will affect the data in the other table. Click
Create to continue.
· You can now close the dialog and answer Yes when prompted to save your
changes.

12.b.1 – How to enter a data to

an existing table
Now the tables have been created, you can enter your sample data. To do
this, open each table in turn and choose Home tab > View > Datasheet View so
you're viewing the table in editing mode. Enter this data into the Customer table:

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CustomerID FirstName LastName City

2001 Jane Citizen San Francisco
2002 Jim Southdown San Diego
2003 Simon Amiet Monterey
2004 Petra Southdown San Diego
Enter this data into the Visits table:
CustomerID DateOfVisit AmountSpent
2001 09-Sep-13 $250.00
2001 27-Sep-13 $300.00
2001 15-Oct-13 $120.00
2001 19-Nov-13 $450.00
2002 24-Oct-13 $600.00
2003 29-Nov-13 $250.00
2003 16-Dec-13 $550.00
2004 13-Dec-13 $420.00

Working with your data

Ÿ Once the data is entered into the tables you now see how to view it. Below you
will see short step-by-step walkthroughs showing you how to create a form to
make it easier to enter data into your tables and also how to create a report
containing the data from both tables.
Ÿ In addition to these, you'll also find plenty of use for Queries which allow you to
extract information from the data you have stored.
Ÿ Consider the situation where you want a list of the customers who visited your
store and the date of these visits. To do this, from the Objects list choose Create
tab and click Query Design. In the Show Table dialog choose the Tables tab and
select each table in turn and click Add and then Close.
Ÿ In the Customer table box, double click the First Name, Last Name and City
fields in turn to add them to the Query area below.
Ÿ Repeat this for the Visits table and add the Date Of Visit and Amount Spent fields
to the grid below.

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 DATA MANIPULATION

· Click the Run button (it

shows as an explanation
mark) and you'll see this list
appear:

Sort the Query Results To

order the list so the query results
appear in order by the date of the
visit, click the Home tab and
View > Design View. In the
DateOfVisit field column, click in
the Sort cell to display the menu
and choose Ascending.
· When you click Run to run
the query again, notice that
this time the list appears in
order by the date of the visit.
· To save this query so you
can run it again at anytime,
click its Close button and
answer Yes when you're
prompted to save the query.
Type a name for it (e.g.
Customer details by date of
visit) and click OK.

12.b.2 – Forms in database

In a database context, a form is a window or screen that contains numerous
fields, or spaces to enter data. Each field holds a field label so that any user who
views the form gets an idea of its contents. A form is more user friendly than
generating queries to create tables and insert data into fields.

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Creating a Form for a Relational Database

1.To make it easy to enter data into a relational database you can create a form to
handle the data entry.
2.To do this, choose Create >
Form Wizard. From the
Tables/Queries dropdown list
choose Table:Customer and
click the double chevron (>>)
to move all the fields into the
right pane.
3.From the Tables/Queries
dropdown list choose
Ta b l e : V i s i t s , a d d t h e
D a t e O f V i s i t a n d
AmountSpent fields to the
right panel. Click Next.
4.When prompted with "How do you want to view your data?" choose 'by Customer'.
Click the Form with subform(s) option and click Next.
5.Click Datasheet and click Next.
6.Name your form Customer Visit Details and choose the Open the form to view or
enter information option and click Finish.
7.The form will appear on the screen and you can use this to view the data in the
table by clicking the navigation options at the foot of the screen.
8.Notice that, for each Customer, there is a subform containing the data from the
Visits table.

12.c - Manipulate Data – Queries

12.c.1 – How to perform search?
You can search for data in Access using a query. This allows you to select a
subset of the data stored in your table. Each query is created and saved, and can be
used again later. If new data is added to the table, when you open a query again it will
select die subset from all the data, including the new data.
Search for a record
When you enter text in the Search box, the first matching value is highlighted
in real time as you enter each character. You can use this feature to quickly search
for a record with a matching value.
You can also search for a specific record in a table or form by using the Find option.
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 DATA MANIPULATION

This is an effective choice for locating a specific record when the record that
you want to locate satisfies specific criteria, such as search terms, and comparison
operators, such as "equals" or "contains".

You can only use the Find and Replace dialog box if the
table or form currently displays data. This is true even if there are no
visible records because a filter has been applied.

1.Open the table or form,

and then click the field that
you want to search.
2.On the Home tab, in the
Find group, click Find.
3.The Find and Replace
dialog box appears, with the
Find tab selected.
4.In the Find What box, type the value for which you want to search.
5.To change the field that you want to search or to search the entire underlying table,
click the appropriate option in the Look In list.

The Match list represents your comparison operator (such

as "equals" or "contains"). To broaden your search, in the Match list,
click Any Part of Field.

6.In the Search list, select All, and then click Find Next.
7.When the item for which you are searching is highlighted, click Cancel in the Find
and Replace dialog box to close the dialog box. Records that match your conditions
are highlighted

12.c.2 – Use of formulae in queries

A formula is a way of expressing information symbolically, such as with
mathematical or chemical symbols. It comes from the Latin forma, meaning “form,”
as in shape or pattern. In Access, formulas can be used in calculated fields in tables
and queries, in control sources on forms and reports, and elsewhere. In Access,
formulas are commonly referred to as expressions. This can get tricky at times
because an expression can be either the whole or just a part. To simplify matters,
we’ll use “formula” to represent the whole and reserve “expression” for referring to a
part or element of the whole.
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 Information and Computer Technology

Formulas in Access can contain functions, operators, references

(identifiers), and/or constants. They involve any number of expressions to calculate
values, validate data, or even set a default value for a field or control.
Depending on how it is used, a formula may need to be prefaced with equal
sign (=), just as an Excel formula. Figure 1 shows examples of formulas that return
numeric or date results. Figure 2 shows formulas that result in a string (text).

Fig. Using Formulae

FUNCTIONS
Functions return a value. There are many built-in functions, and you can also write
custom functions in Access. Many of the functions follow the same kind of syntax as
in Excel. In other words, the function name is followed by possible arguments or
parameters in parentheses. For example, the Format function needs arguments to
specify what to convert and the format code with instructions:
=Format([EOMSale],“yyyy”“Quarter”“q”). Yet not all functions in Access require
arguments. The Now function, for example, doesn’t need arguments to return the
current date and time. It simply reads the system clock.

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There are many different categories of built-in functions. Some of the basics
include conversion, date/time, financial, math, and text. Conversion functions are
used to change data type, which is important since Access is always concerned
about data type. Examples include Nz (null-to-zero), CCur (convert to currency),
and CDate (convert to date).
Date/time functions involve date and time. For example, DateAdd lets you
get a new date by adding or subtracting an interval of time to a specified date. The
Year, Month, and Day functions extract their respective parts from a date. Hour,
Minute, and Second do the same with time. And the Date function returns today’s
date. Financial functions involve currency: PV (present value), FV (future value),
IRR (internal rate of return), Pmt (payment for an annuity), and SLN (straight-line
depreciation of an asset for a single period).
Math functions include Abs (absolute value), Sin (sine of an angle), Round
(round a number to specified number of decimal places), Log (logarithm), and Int
(round down to nearest integer). Text functions include Left, Right, Mid, Len, and
Trim. Many of the text functions in Excel exist in some form in Access. They just don’t
always have the same name: TEXT in Excel is Format in Access, UPPER is
UCase, LOWER is LCase, and FIND is similar to InStr.

OPERATORS
Operators are used between different parts of a formula. Arithmetic
operators are addition (+), subtraction (-), multiplication (*), division (/), divide
and truncate to integer (), divide and return remainder (Mod), and raise to
power of an exponent (^).
Comparison operators are used between two expressions to create a
formula that returns True or False. The expressions can be compared using equal
(=), not equal (<>), less than (<), less than or equal to (<=), greater than (>),
greater than or equal to (>=), or where an expression is in a range (Between
value1 And value2), in a set (IN (list)), or matches a rule (Like “pattern”).
Logical operators: combine two expressions and evaluate to True or
False, such as AND (both expressions true), OR (either expression true), EQV
(both true or both false), and XOR (true if one is true but not both). NOT
reverses True to False and False to True. To produce a single piece of text from
more than one string (and/or values that can be converted to string), use the
ampersand (&) to concatenate. To conditionally combine strings only if all results
have a value, use the plus sign (+) to join. For instance, the last example in Figure
2 shows how a space after a middle name is added only if there also is a middle
name.

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Parentheses can be used to group operations in a formula or expression,

and they influence the order of calculation, which follows the standard mathematical
rule and looks left-to-right for: Parentheses, Exponents, Multiplication and Division,
then Addition and Subtraction (or, as you might remember from math class,
PEMDAS).

12.c.3 – Sorting Data in queries

Sort a table in Query Editor based on a single column
• In Query Editor, select the
column you want to sort on.
• Click the down arrow ( ).
• From the drop-down menu,
click Sort Ascending (from low
to high) or Sort Descending
(from high to low).
Sort a table in Query Editor based on multiple columns
When you sort based upon multiple columns, the order or hierarchy of the sorting is
based on the order that the columns were selected.
To sort a table based on multiple columns

1.In Query Editor, select the primary column for the sort.
2.Click the down arrow ( ).
3.From the drop-down menu, click Sort Ascending or Sort Descending.
4.Repeat steps 1-3 for each subsequent column you want to use for sorting.
For example, when you sort by State then Population, the final result is a table
ordered by state with the cities in each state ordered by population. Alphabetically
Arizona comes before California and within Arizona Phoenix has more people than
Tucson. The formula lists each sort column in sort priority and the type of sort to
apply to it.

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12.d - Present data – Reports

• Reports offer a way to view, format, and summarize the information in your
Microsoft Access database. For example, you can create a simple report of phone
numbers for all your contacts, or a summary report on the total sales across different
regions and time periods.
• From this article, you’ll get an overview of reports in Access. You’ll also
learn the basics of creating a report, and using options like sorting, grouping, and
summarizing the data, and how to preview and print the report.

Create a report in Access

You can create reports for you Access desktop database by following the
steps below:
Step 1: Choose a record source
The record source of a report can be a table, a named query, or an embedded query.
The record source must contain all of the rows and columns of data you want display
on the report.
• If the data is from an existing table or query, select the table or query in the
Navigation Pane, and then continue to Step 2.
• If the record source does not yet exist, do one of the following:
• Continue to Step 2 and use the Blank Report tool,
Or
• Create the table(s) or query that contains the required data. Select the query or
table in the Navigation Pane, and then continue to Step 2.
Step 2: Choose a report tool
The report tools are located on the Create tab of the ribbon, in the Reports group.
The following table describes the options:

Report Creates a simple, tabular report containing all of the fields in

the record source you selected in the Navigation Pane.

Report Design Opens a blank report in Design view, to which you can add
the required fields and controls.
Opens a blank report in Layout view, and displays the Field
Blank Report
List from where you can add fields to the report
Displays a multiple-step wizard that lets you specify fields,
Report Wizard grouping/sorting levels, and layout options.
Displays a wizard that lets you select standard or custom
Labels label sizes, as well as which fields you want to display, and
how you want them sorted.

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Step 3: Create the report

1.Click the button for the tool you want to use. If a wizard appears, follow the steps in
the wizard and click Finish on the last page.
Access displays the report in Layout view.
2.Format the report to achieve the looks that you want:
· Resize fields and labels by selecting them and then dragging the edges until they
are the size you want.
· Move a field by selecting it (and its label, if present), and then dragging it to the
new location.
· Right-click a field and use the commands on the shortcut menu to merge or split
cells, delete or select fields, and perform other formatting tasks.
· In addition, you can use the features described in the following sections to make
your report more attractive and readable.

Reporting on Relational data

Access makes it easy for you to gather the data from related tables into a
single report. You can also get some handy summary statistics.
• To create a report listing the information from the Customer and Visits tables
choose Create > Reports and then Create > Report Wizard.
• From the Tables/Queries dropdown list choose Table:Customer and click the
double chevron (>>) to select all the fields. Now, choose Table:Visits and add the
DateOfVisit and AmountSpent fields. Click Next.
• When prompted with "How do you want to view your data?" choose 'by Customer',
and click Next.
• Choose to group your data by City and then click Next.
• Choose DateOfVisit as the sort field from the dropdown list.
• Click Summary Options, select all the checkboxes and click OK. Click Next.
• Choose Blocked and Landscape and click Next.

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• Name your report 'Customer Visit Details', choose Preview the report and click
Finish.
• Wait while the report is compiled and the results displayed on the screen.
• If the text boxes containing the data on the report require adjustment to display the
data more clearly, click Home tab > View > Design View, make your changes and
return to the report preview to view the results.
• When you're satisfied, close and save the report so you have it available to use
again in the future.
12.d.2 – Use of formulae in reports
Step 1: Open Microsoft Access. Open the report in which you want to add the
calculating field. Since the question is about reports, the user should have already
created a table and a query for the report to read from.
Step 2: Go in to "Design View." Add a text box in the "Page Footer" section of the
report.
Step 3: Right-click the textbox (not the label associated with the textbox), and
choose the "Properties" option. The "Property Sheet" will open on the right side of
the window. Select the "Control Source" option located in the "All" section on the
"Property Sheet." Click the "..." button. This will cause the Expression Builder to
open.
Step 4: Double-click the "Functions" folder in the right-hand column. The
"Functions" tree will open. Select the "Built-In Functions" folder.
Step 5: Select the function you wish to perform from the list on the far right side. The
middle column breaks down the various functions into separate categories. Double-
click the "Sum" function. In the expression window you will see "Sum (<<expr>>)."
This is telling the report to add all values from a certain data source.
Step 6: Highlight “<<expr>>" and press the "Delete" key. Double-click the "Queries"
folder to open the Query tree, which will display all of your project queries. Single-
click the query folder and a list of available queries will appear in the center column.
Double-click the query you are using for your data source. The query will be called
"WeeklyCosts."
Step 7: The expression window now reads "Sum (WeeklyCosts)."
Step 8: Click the "OK" button on the "Expression Builder" to close the window. The
formula, Sum (WeeklyCosts), is displayed in the Control Source of the Property
Sheet.
Step 9: Run the report to see your results.

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12.d.3 – Sorting Data in reports

One way of organizing your report is to sort the records in alphabetical or
numerical order. You can sort records based on the values in one or more fields—for
example, given a list of cities, you could sort them by total population. This is a
common way to present information and is easy to do with the Report Wizard.
1.On the third page of the Report
Wizard, you have the option to
sort fields included in your report.
2.Choose a field to sort from the
drop-down list in the Fields
column.
3.Choose Ascending or
Descending as the sort order.
If you want to sort additional
fields, choose them from the next
drop-down list in the Fields column and choose your sorting method.

The number of fields you can sort is limited to the number of

fields in the layer, excluding fields used for grouping

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CHAPTER
13
P R E S E N TAT I O N S
LEARNING OUTCOME:
13.a - What is a presentation?

13.a.1 – How to open a source file?

13.a.2 – Clip art images

13.b - Creating a presentation slides

13.b.1 –Setting the styles for an existing presentation

13.b.2 – Creating a chart in PPT

13.b.3 – Use Image and sound in the PPT.

13.c - Audience & Presenter notes

13.d - Animation effect

13.e - Display a presentation

13.e.1 – Set up the slide show

13.e.2 – How to save a presentation?

13.e.3 – How to print a presentation?

Mind map Presentations

What is a Creating a Audience Animation Display a

presentation presentation presentation
slides

How to
Clipart Set up the How to save
open
images slide show a presentation?
a source

Use image and Setting the styles Creating a

sound in PPT for an existing chart in PPT
presentations How to print
a presentation?

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 Information and Computer Technology

1.PowerPoint was originally called “Presenter.”

2.It was created in 1987 by a company
called Forethought Inc. for Macintosh.
3.Approximately 35 million
PowerPoint presentations are given each day by an
estimated 500 million users worldwide.
4.40 words is the average PowerPoint slide length.

13.a - What is a presentation?

PowerPoint is a presentation program developed by Microsoft. It is included
in the standard Office suite along with Microsoft Word and Excel. The software
allows users to create anything from basic slide shows to complex presentations.
PowerPoint is often used to create business presentations, but can also be used for
educational or informal purposes.
The presentations are comprised of slides, which may contain text, images,
and other media, such as audio clips and movies. Sound effects and animated
transitions can also be included to add extra appeal to the presentation. However,
overusing sound effects and transitions will probably do more to annoy your
audience than draw their attention. (Yes, we have all heard the car screeching noise
enough times for one lifetime.)
Most PowerPoint presentations are created from a template, which includes
a background colour or image, a standard font, and a choice of several slide layouts.
Changes to the template can be saved to a "master slide," which stores the main
slide theme used in the presentation. When changes are made to the master slide,
such as choosing a new background image, the changes are propagated to all the
other slides. This keeps a uniform look among all the slides in the presentation.

13.a.1 – How to open a source file?

If you are given a source file that contains the slide contents, in older
versions of PowerPoint the slide master/s had to be created first and the slide
contents imported. In more recent versions the slide contents have to be opened
and die master slide created after the contents. If new slides or slide contents are to
be added by hand, then setting up die master slide would be a good starting point.

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How to open and view a PowerPoint (PPT) presentation online without

PowerPoint?
Whether you don’t have Microsoft PowerPoint at all or have an old version
that doesn’t open PPTX presentations created with newer versions, that’s not a
problem! In fact, there’s no need to download PowerPoint or any other software to
view a PowerPoint presentation. All you need is an Internet connection and this
article that explains what tools to use and how.

Try one of the following solutions: iSpring Converter,

Google Slides, or Slide Share. See how the same PPT presentation
is displayed with the help of each of these tools.

13.a.2 – Clip art images

Clip Art is a collection of media files (images, videos, audio, and animation
files) that Microsoft includes with the PowerPoint application. If your computer has
an Internet connection, then you can also access Bing.com to search for images.
To insert clip art on a PowerPoint slide, follow the steps below:
1.Click in the slide where you want to
insert a clip art file.
2.On the Insert tab, in the Images group,
click Online Pictures. (In PowerPoint
2007/2010, this option is called Clip Art.)

3.In the Insert Pictures dialog box (Clip Art

task pane in PowerPoint 2007/2010), enter
your search terms in the Bing.com field and
press Enter.
4.Your search results load in the task
paneLocate the clip art you want to insert in
your slide and double-click it

Fig. Clip art images

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13.b - Creating a presentation slides

The possible uses of PowerPoint are countless. A slide show can help a
teacher teach a lesson, illustrate an event in history, easily display statistical
information, or be used for training in corporations. A slide show can be a valuable
tool for teaching, sharing and learning. Whether presenting at a conference or
convincing your parents to get a puppy, PowerPoint presentations are useful no
matter what the topic and help communicate ideas to an audience. The invention of
PowerPoint by Gaskins has saved presenters hours of painstakingly handcrafting
displays, and created a professional and easy way to relay information. The
following are steps on how to create a basic PowerPoint presentation; however
certain steps may vary slightly depending upon what version of PowerPoint you are
using. This tutorial is specifically using PowerPoint 2007.
Step 1: Launch the PowerPoint Program
When you launch the PowerPoint program, you may be prompted to pick
what kind of document you want to create. Choose to create a blank presentation.
If it does not ask you this, a blank presentation will automatically launch.

Fig. Step 1: Open the software

Step 2: Choosing a Design
The next thing you want to do is decide what design you want for the
presentation. To do this, go to the 'Design' tab at the top of the page. Scroll through
all the options and decide which one looks best for the presentation you want. To get
a preview of what the design will look like before applying it to the presentation,
hover over the design you want to preview. This design will be automatically
continued throughout the rest of your presentation.
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Once you have more than one slide, you can add a different design for just
one slide. To do this, select the slide you want to change the design on by clicking on
it. It will pop-up as the big slide in the screen. Then you can right-click the design you
want for this slide and select 'Apply to Selected Slide'. It will appear on that slide, but
will not change the design of the other slides.

Fig. Step 2: Choose a layout

Step 3: Create Title Page
Click the first box that says 'Click to add title' and add the title of your
presentation. Click the bottom box to add your name, or any other subtitle that you
choose. Once you have your text in the boxes, you can change their font, size,
colour, etc. with the toolbar options at the top. You can change the size of the text
box by selecting it, and then dragging the corners of the box. To move the text
boxes, select the box, and move your arrow over the border of the box. A four-arrow
icon will appear, and clicking with this icon will allow you to move the text boxes
wherever you choose.

Fig. Step 3: Title page

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Step 4: Add More Slides

Chances are, you are going to need more than one slide. There are a few
ways you can add more slides. Notice that there is a separate area to the left of the
screen where your first slide is located. The first way to add a slide is to right-click
the area under where your first slide is located and select 'New Slide'. A new slide
will appear. The second way to add another slide it to click 'New Slide' in the toolbar
above the slides. This button is divided into two parts,. The top will insert a new slide
with a default layout.
You can also click the bottom half of this button, which will allow you to
choose what type of layout you want. You can choose a slide with two text-boxes
and a title, one text-box, only a title, and many other options. You will see your new
slide appear to the left under the first, as well become the large slide that you can
edit. The design you picked earlier will have carried over to this slide. The design
will carry over for the rest of the slides you create unless you decide to change just
one, like described earlier. The guideline layout you chose will appear, and you can
then add in your information.

Fig. Step 4: Add different slides

Step 5: Add Transitions
To add transitions in between your slides,
click the 'Animations' tab at the top of the page.
Here you can scroll through all the options of
transitions, and hover over them to see a preview.
Select the slide you want the transition applied to,
and then click the transition you chose. You can do
this for every slide, selecting the same or different
transitions.
Fig. Step 5: Add transitions

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Step 6: Changing the Order

Once you have all your slides made, you can change the order of the slides.
To do this, click and drag the slides from where they are to where you want them in
the order. Another possibility, which is particularly useful if you presentation is
longer, is to click the 'Outline' button. You can find this small button above the left
area where all your slides are located smaller, directly to the right of the 'Slides'
button. Here you will see a list of all your slides and you can click and drag your
slides to where you want them.

Fig. Step 6: Change the order

13.b.1 –Setting the styles for an

existing presentation
PowerPoint provides a variety of design themes—including coordinated
color schemes, backgrounds, font styles, and placement of placeholders. Using
pre-designed themes makes it easy for you to quickly change the overall look of your
presentation.
By default, PowerPoint applies the plain Office theme to new, blank
presentations. However, you can easily change the look and feel of your
presentation by applying a different theme.
1. The plain Office theme is applied when you choose Blank Presentation.
2. In the Themes gallery, you can change to another theme.
3. The selected theme is now applied to your presentation.

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Apply a theme to your presentation

1.Open your presentation.
2.On the Design tab, you'll find design themes in the Themes group.
3.To preview how the current slide would look with a particular theme applied, rest
your pointer over the thumbnail image of that theme.
4.To view more themes, on the Design tab, in the Themes group, click More at the
right end of the gallery.
5.To select and apply a theme, click the thumbnail image of that theme.
6.Unless you specify otherwise, PowerPoint applies the theme you select to the
entire presentation.
7.To apply a theme to only one or a few slides, select the slide or slides, right-click
the theme you want, and select Apply to Selected Slides.

Fig. Adding styles to the slides

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13.b.2 – Creating a chart in PPT

You can make a chart in PowerPoint or Excel. If you have lots of data to
chart, create your chart in Excel, and then copy it into your presentation. This is also
the best way if your data changes regularly and you want your chart to always reflect
the latest numbers. In that case, when you copy and paste the chart, keep it linked to
the original Excel file.
To create a simple chart from scratch in PowerPoint, click Insert > Chart and pick the
chart you want.
1.Click Insert > Chart.
2.Click the chart type and then double-click the chart you want.
3.In the worksheet that appears, replace the placeholder data with your own
information.
4.When you’ve finished, close the worksheet.
5.When you insert a chart, small buttons appear next to its upper-right corner. Use
the Chart Elements button to show, hide, or format things like axis titles or data
labels. Or use the Chart Styles button to quickly change the color or style of the
chart. The Chart Filters button is a more advanced option that shows or hides
data in your chart.

Fig. Adding charts & Graphs

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13.b.3 – Use Image and sound in the PPT

PowerPoint presentations contain all types of content: text, video, audio,
and images.
Slides that are simply text need some variety to hold your audience's
attention. Whether it's a photo, illustration or graphic, PowerPoint has editing tools
to import and edit your image files.
Adding an Image in PPT

Fig. Adding image

After adding the image using the fig given above mages often need
cropping, resizing, and more tweaks to fit in a presentation. Apps like Photoshop
have image editing tools, but they're difficult to learn. The good news is that
PowerPoint has image editing essentials inside the app. You can add images to your
presentation and edit them without even opening a separate photo editor.
Here are the PowerPoint image tools you'll learn to use in this tutorial:
• Resizing. Scale an image in PowerPoint to the correct size for your slide.
• Rotating. Flip an image to face the correct direction, including mirroring it
horizontally or vertically.
• Cropping. Select a part of an image in PowerPoint to remove.
• Removing picture backgrounds. If your image has a white background and you
want to remove it, PowerPoint has a tool to remove backgrounds. This will create
transparent images in PowerPoint.
• Image effects. Add color tints and adjust image saturation (including black &
white) inside your PowerPoint presentation.

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Adding sound in PPT

You can add audio, such as music,
narration, or sound bites, to your PowerPoint
presentation. To record and hear any audio, your
computer must be equipped with a sound card,
microphone, and speakers.
• Select Insert > Audio.
• Select Audio on My PC. Fig. Adding Audio
• In the Insert Audio dialog box, select the audio file you want to add.
• Select Insert.

13.c - Audience & Presenter notes

When you're creating a presentation, you can add speaker notes to refer to
later while delivering the slide show in front of an audience.
Add notes while creating your presentation
The Notes pane is a box that appears below each slide. (It is outlined in
magenta in the picture below.) An empty Notes pane will prompt you with text that
says, Click to add notes. Type your speaker notes there. If you don’t see the Notes
pane or it is completely minimized, click Notes on the task bar across the bottom of
the PowerPoint window (also marked in magenta in the picture below).

Fig. Adding Notes

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If your notes exceed the allotted length of the Notes pane, a vertical scroll
bar appears on the side of the pane. You can also enlarge the Notes pane by
pointing your mouse at the top line of the pane and then dragging upward after the
pointer turns into a double-headed arrow.

13.d - Animation effect

You can apply multiple animation
effects to a single string of text or an object,
such as a picture, shape, or SmartArt
graphic.
Open the Animation Pane
1.Select the object on the slide that you
want to animate.
2.On the Animations tab, click
Animation Pane.
3.Click Add Animation, and pick
an animation effect.
4.To apply additional animation
effects to the same object, select it,
click Add Animation and pick
another animation effect.

After applying the first animation effect, if you try to add

more animation effects any other way other than clicking Add
Animation, you won’t apply an additional effect. Instead, you’ll
replace the existing effect with a the one you’re adding.

Set the start time and length of an animation effect

When you want to control the timing of your animation effects, do the following for
each animation effect:
1.In the Animation Pane, click the down arrow next to the animation effect, and then
click Timing.
2.On the Timing tab, click the Start down arrow, and choose from the following start
times:
3.To play when you click the mouse, pick On Click.

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4.To play at the same time as the previous

animation effect, pick With Previous
5.To play after the previous animation effect
plays, pick After Previous.

The previous animation effect is the one listed in the playing

order in the Animation Pane (usually located just above the
animation you are setting the timing for).

1.To delay the animation effect from

starting, click the Delay up arrow to the
number of seconds you want.
2.To change the speed of the
animation effect, set the Duration to
the level you want.
3.To watch how the animation effects
work together, click Preview on the
Animation tab.

Tip for working with multiple animation effects

When you work with multiple objects on a slide, it can be difficult to
differentiate each object and their applied animation effects from one another.
In the picture, below, the default object names don’t provide much of a
description so it’s hard to tell which object has what animation effect applied to it.

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In the Selection Pane,

you can give each object a distinct
name to make it easier to work
with them when you are applying
animations to each. See below:
1.To change the default names of
the objects, on the Home tab, click
Select, and then click Selection
Pane.

2.In the Selection Pane, double-click the default object name to open the box, and
type a new name for the object.

Fig. Adding animation effects

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13.e - Display a presentation

PowerPoint Presenter View shows you the current slide, the next slide, and
your speaker notes, to help you focus while presenting and connect with your
audience.
1.Select the Slide Show tab.
2.Select the Use Presenter View checkbox.
3.Select which monitor to display Presenter View on.
4.Select From Beginning or press F5.
In Presenter View, you can:
•See your current slide, next slide, and speaker notes.
•Select the arrows next to the slide number to go between slides.
•Select the pause button or reset button to pause or reset the slide timer in the upper
left.
•See the current time to help you pace your presentation.
•Select the font icons to make the speaker notes larger or smaller.
•Select the annotations pen icon to draw on the screen in real time, or select a laser
pointer.
•Select the thumbnail icon to see all the slides in your presentation and quickly jump
to another slide.
•Select the magnifying glass icon to zoom in on a particular part of a slide.
•The screen icon let's you make the screen temporarily black to focus the attention
on you.
•Select END SLIDESHOW when you're done presenting.

13.e.1 – Set up the slide show

To s e t u p a P o w e r P o i n t
presentation to run automatically, do
the following:
1.On the Slide Show tab, click Set Up
Slide Show.
2.Under Show type, pick one of the
following:

· To allow the people watching your

slide show to have control over
when they advance the slides,
select Presented by a speaker (full screen). Fig. Slide show
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· To present your slide show in a window, where control over advancing the slides
is not available to the people watching, select Browsed by an individual (window).

· To loop your slide show until the people watching press Esc, select Browsed at a
kiosk (full screen).

13.e.2 – How to save a presentation?

In PowerPoint 2013 and newer versions,
you can save your desktop presentation to your
local drive (such as your laptop), a network
location, a CD, a DVD, or a flash drive. You can
also save it as a different file format.
1.On the File tab, select Save.
2.Do of the following:
oTo save to your local drive, such as your laptop,
a flash drive, CD or DVD drive, select Computer.
oTo save to a SharePoint Library, select
SharePoint.
3.Under Save As > Recent Folders, select
Browse, pick a path and file folder, and then name the file.
4.Select Save.
Save your presentation file in a different file format
Note: To save files in PDF (.pdf) or XPS (.xps) file formats, see Save or convert to
PDF or XPS.
1.On the File tab, select Save As.
2.Under Save As, do one of the following:
3.Under Recent Folders, select Browse, pick a path and file folder, and then name
the file.
4.In the Save as type list, pick the file format that you want.
5.Select Save.

13.e.3 – How to print a presentation?

In PowerPoint, you can print your slides, your speaker notes, and create
handouts for your audience.
1.Select File > Print.
2.For Printer, select the printer you want to print to.
3.For Settings, select the options you want:
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 PRESENTATIONS

Slides: From the drop-down, choose to print all slides, selected slides, or the
current slide. Or, in the Slides box, type which slide numbers to print, separated by a
comma.
Print Layout: Choose to print just the slides, just the speaker notes, an outline, or
handouts.
The Outline prints only the text in the slides, without images. The Notes of a
presentation show the slide and the related speaker notes below it. If you choose to
print Handouts, you can print several slides on one page using a variety of layouts,
some with space for note-taking.
Collated: Choose whether you want the sheets collated or uncollated.
Color: Choose whether you want color, grayscale, or pure black and white.
Edit Header & Footer: Select to edit the header and footer before printing.
4.For Copies, select how many copies you want to print.
5.Select Print.

Fig. Printing PPT

1. Open a new power point presentation, Now select a style with

blue background.
2. Add cliparts related to the context you have selected
3. Download few images related to the context and add it alobg
with the audio files using the Methods discussed above.
4. Now its show time, before that add few Presenter notes for your reference.
5. Give exiting animation effects with the time and check once using the presenter
view.
6. Finally, Don’t forget to SAVE the file using Ctrl+S and then take a hard copy by
PRINTING it.
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