Theory Book

COMPUTER
APPLICATIONS
TECHNOLOGY

CAPS
 MTN SOUTH AFRICA, THROUGH MTN SA FOUNDATION
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as well as for the next generation of CAT and IT students.

Computer Applications Technology Grade 10 Theory Book

ISBN: 978-1-928388-60-9
First published in 2019 © 2019. Copyright in the text remains with the contributors.

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Contents

Term 1 Unit 2.2 Posture and ergonomics__________________ 29

Social implications: Correct typing posture_______ 29
Chapter 1 Concepts of computing______________________________ 1 Ergonomics___________________________ 30
Introduction___________________________________ 1 Prevention____________________________ 31
Unit 1.1 Information and communication technology_______ 2 Activity 2.3___________________________ 31
ICT systems used in everyday life______________ 2 Revision activity______________________________ 32
Activity 1.1____________________________ 4 At the end of the chapter________________________ 33
Unit 1.2 Data and information______________________ 5
The GIGO principle_______________________ 6 Chapter 3 File management___________________ 34
The information-processing cycle______________ 6
Introduction__________________________________ 34
Activity 1.2____________________________ 7
Unit 3.1 Basic concepts of file management___________ 35
Unit 1.3 Computers and ICT_______________________ 9
Folders______________________________ 36
Activity 1.3___________________________ 10
File path_____________________________ 37
Unit 1.4 Types of computers______________________ 12 Activity 3.1___________________________ 38
Multi-purpose devices____________________ 12 Organising files and folders_________________ 39
Dedicated (embedded) devices______________ 14 Using a file manager (This PC)_______________ 39
Unit 1.5 Economic benefits of computers_____________ 15 Activity 3.2___________________________ 46
Activity 1.4___________________________ 15 Unit 3.2 File types____________________________ 48
Revision activity______________________________ 17 Text files_____________________________ 48
At the end of the chapter________________________ 18 Document files_________________________ 49
Locked document files___________________ 50
Web pages___________________________ 50
Term 2
Archives and compressed files______________ 50
Chapter 2 Using a computer__________________ 19 Presentation files_______________________ 51
Spreadsheet files_______________________ 51
Introduction__________________________________ 19
Database files_________________________ 52
Unit 2.1 Operating a computer____________________ 20
Image files___________________________ 52
Switching the computer on_________________ 20
Animation files_________________________ 53
Using the mouse_______________________ 20
Video files____________________________ 53
Using the keyboard______________________ 21
Sound files___________________________ 54
Using the desktop_______________________ 22
Portable document format (PDF)_____________ 54
Activity 2.1___________________________ 24
Activity 3.3___________________________ 54
Getting to know Windows__________________ 26
Revision activity______________________________ 55
File management_______________________ 27
Activity 2.2___________________________ 28 At the end of the chapter________________________ 56
Chapter 4 File and print management___________ 57 Unit 5.5 Green computing_______________________ 82
Introduction__________________________________ 57 Going green when printing_________________ 82
Activity 5.5___________________________ 83
Unit 4.1 File management skills____________________ 58
Creating shortcuts_______________________ 58 Revision activity______________________________ 83
Taking screenshots______________________ 60 At the end of the chapter________________________ 84
Activity 4.1___________________________ 61
Unit 4.2 File compression_______________________ 62 Chapter 6 Extended hardware concepts__________ 85
Compressing and decompressing files and folders__ 62 Introduction__________________________________ 85
Activity 4.2___________________________ 63
Unit 6.1 More about input devices__________________ 86
Unit 4.3 Print management______________________ 64 Pointing devices________________________ 86
Adding a new peripheral___________________ 64 Digital camera_________________________ 87
Changing the default printer________________ 65 Scanning and reading devices_______________ 87
Basic printing__________________________ 65 Video input devices______________________ 90
Printer queue management_________________ 66 Audio input devices______________________ 91
Activity 4.3___________________________ 66 Biometric input devices___________________ 91
Revision activity______________________________ 66 Activity 6.1___________________________ 93
At the end of the chapter________________________ 67 Unit 6.2 More about output devices_________________ 94
Audio output__________________________ 94
Chapter 5 Hardware_________________________ 68 Other output__________________________ 94
Activity 6.2___________________________ 95
Introduction__________________________________ 68
Unit 6.3 Storage media and devices_________________ 96
Unit 5.1 What is hardware?______________________ 70
Activity 6.3___________________________ 96
Ports and connectors_____________________ 70
Adapters and convertors__________________ 71 Unit 6.4 Processing devices______________________ 97
Activity 5.1___________________________ 71 Motherboard__________________________ 97
Central Processing Unit (CPU)_______________ 97
Unit 5.2 Input devices__________________________ 72
Memory_____________________________ 98
Common input devices___________________ 72
Activity 6.4___________________________ 99
Pointing devices________________________ 73
Activity 5.2___________________________ 74 Unit 6.5 Caring for your PC and storage devices________ 100

Unit 5.3 Output devices_________________________ 75 Revision activity_____________________________ 101

Common output devices__________________ 75 At the end of the chapter_______________________ 103
Activity 5.3___________________________ 77
Unit 5.4 Storage devices________________________ 78 Chapter 7 Computer software________________ 104
Concepts used in storage capacity____________ 78 Introduction_________________________________ 104
Common storage devices__________________ 78
Unit 7.1 Basic software concepts__________________ 105
Capacity and robustness of storage devices______ 80
Application software____________________ 105
Connecting peripherals___________________ 80
Accessories__________________________ 106
Activity 5.4___________________________ 81
System software_______________________ 109
Activity 7.1__________________________ 109
Unit 7.2 Operating system______________________ 110
The role of the operating system____________ 110
The operating system and GUI______________ 110
 Different operating systems________________ 114 Term 3
Mobile operating systems_________________ 115
Activity 7.2__________________________ 116 Chapter 10 Types of networks: PAN/HAN__________ 140

Unit 7.3 Being more secure_____________________ 117 Introduction_________________________________ 140

Create a password_____________________ 117 Unit 10.1 PAN/HAN___________________________ 141
Other authentication methods______________ 118 Wired and wireless networks_______________ 141
Activity 7.3__________________________ 118 HANs and PANs_______________________ 142
Revision activity_____________________________ 119 Unit 10.2 Creating a PAN/HAN____________________ 145
Requirements________________________ 145
At the end of the chapter_______________________ 120
Connecting to the internet_________________ 147
Activity 10.1_________________________ 148
Chapter 8 Extended software concepts__________ 121
Revision activity_____________________________ 149
Introduction_________________________________ 121
At the end of the chapter_______________________ 149
Unit 8.1 Types of software______________________ 122
Freeware, shareware and proprietary software____ 122
Chapter 11 The internet and world wide web______ 150
Unit 8.2 System software_______________________ 124
Introduction_________________________________ 150
Drivers_____________________________ 124
Unit 8.3 Licensing and licensing agreements__________ 127 Unit 11.1 The internet__________________________ 151
Software licensing and licence agreements_____ 127 Internet address_______________________ 151
Software piracy_______________________ 127 Unit 11.2 The world wide web____________________ 153
Activity 8.1__________________________ 128 Important concepts used with the world wide web__ 153
Using a web browser____________________ 153
Revision activity_____________________________ 128
What is the difference between a web page
At the end of the chapter_______________________ 129 and a website?________________________ 155
URLs, URL shortener and the address bar______ 157
Chapter 9 Introduction to networks and networking Links______________________________ 158
concepts________________________ 130 Navigation buttons_____________________ 161
Introduction_________________________________ 130 Tabbed browsing______________________ 161
Activity 11.1_________________________ 164
Unit 9.1 Concepts used in networks________________ 131
Activity 9.1__________________________ 132 Unit 11.3 Search engines_______________________ 165
Searching for information_________________ 165
Unit 9.2 Uses of networks______________________ 133
Basic browsing and searching techniques______ 165
Aims and objectives of networks____________ 133
Refining your search____________________ 166
Advantages and disadvantages of networks_____ 135
Unit 11.4 Downloads and uploads__________________ 169
Unit 9.3 Social implications: Networks______________ 137 Downloading_________________________ 169
Viruses_____________________________ 137 Uploading___________________________ 171
Licensing contracts_____________________ 137 Activity 11.2_________________________ 172
User policies_________________________ 138
Revision activity_____________________________ 172
Ownership of electronic material____________ 138
Activity 9.2__________________________ 138 At the end of the chapter_______________________ 174

Revision activity_____________________________ 139

At the end of the chapter_______________________ 139
Chapter 12 Internet communication_____________ 175 Term 4
Introduction_________________________________ 175
Chapter 14 Information management____________ 206
Unit 12.1 Electronic communication devices___________ 177
Introduction_________________________________ 206
E-communication using a PC or mobile device___ 177
Activity 12.1_________________________ 180 Unit 14.1 Concepts used in information management_____ 207

Unit 12.2 Email as a form of e-communication__________ 181 Unit 14.2 Practical Assessment Task (PAT) overview______ 209
Components of an email address____________ 182 Techniques used in information management____ 209
ISP versus webmail_____________________ 183 Activity 14.1_________________________ 214
How email works______________________ 184 Unit 14.3 Sifting data__________________________ 215
Activity 12.2_________________________ 185 Information versus knowledge______________ 215
Unit 12.3 Basic emailing________________________ 186 Sifting information______________________ 215
Email interface________________________ 186 Activity 14.2_________________________ 215
Sending emails_______________________ 188 Unit 14.4 Processing data_______________________ 216
Replying to emails______________________ 190 Knowledge versus insight/decision making______ 216
Hyperlinks in emails_____________________ 192 The importance of information manipulation_____ 216
Etiquette in emails______________________ 194 Data handling using a spreadsheet___________ 217
Activity 12.3_________________________ 196 Processing data using a spreadsheet_________ 217
Revision activity_____________________________ 197 Unit 14.5 Presenting data_______________________ 219
At the end of the chapter_______________________ 198 Graphs and tables______________________ 219
Reports____________________________ 220
Slide show presentation__________________ 222
Chapter 13 Social implications: Email and internet__ 199
Finalising the PAT______________________ 222
Introduction_________________________________ 199 Activity 14.3_________________________ 222
Unit 13.1 Social implications: Email and internet safety____ 200 Revision activity_____________________________ 223
Computer crimes______________________ 202
At the end of the chapter_______________________ 225
Activity 13.1_________________________ 203
Safe internet and email use________________ 203 Glossary___________________________________ 226
Activity 13.2_________________________ 204
Revision activity_____________________________ 204
At the end of the chapter_______________________ 205
 TERM 1

CHAPTER
CONCEPTS OF COMPUTING
1
CHAPTER OVERVIEW
Unit 1.1 Information and communication technology
Unit 1.2 Data and information
Unit 1.3 Computers and ICT
Unit 1.4 Types of computers
Unit 1.5 Economic benefits of computers

At the end of this chapter, you should be able to:

●● Understand ICT systems and how they are used in everyday life.
●● Distinguish between data and information.
●● Give examples of data and information used.
●● Identify the main concepts of a computer.
●● Understand the difference between hardware and software.
●● Describe the information-processing cycle with reference to how it uses hardware devices in
each stage.
●● Describe the different types of computers and their uses.
●● Explain the economic reasons for using computers.
●● Understand the different social implications regarding the use of ICT.

INTRODUCTION
We use many different types of computers, or computer-controlled devices every day. This
can range from smartphones and calculators, to the scanners used in supermarkets.

The history of computing goes back over 2 500 years to the abacus, which is a simple
calculator made from beads and wires, and is still used in some parts of the world today.

In the following units, you will learn more about the different concepts used in computing,
the different types of ICT systems used, as well as what the difference is between data and
information. You will also look at the various components of a computer and the different
types of computers available. Lastly, you will learn about the economic value of computers.

term 1 I chapter 1 Concepts of computing 1

UNIT

1.1 Information and communication technology

ICT SYSTEMS USED IN EVERYDAY LIFE

ICT systems are often confused with computers; however, they are not the same thing.
Computers refer to the hardware that forms part of an ICT system. The ICT system refers to
the overall set-up, consisting of hardware, software, data and the people that use it. It
commonly includes communication technology, such as the internet.

Information and communication technology (ICT) is a field that is related to computers and
communication networks. It can also be in the form of audiovisuals, for example, film and
digital productions. Digital technologies use data, such as text, numbers, images, sounds and
videos. Computers use this data to show information.

In the past, these technologies used to be separate systems, but recently, these technologies
have become almost “one”. Computers have become more like smartphones and
smartphones have become more like computers. ICT is the field that looks at all these
technologies as one.

An ICT system depends on computers, data and people to make the system work. For ICT
systems to function correctly, they need to receive, store, retrieve, manipulate and transmit
data. Data is often in the form of text, numbers, sounds and images.

EXAMPLE OF AN ICT SYSTEM IN EVERYDAY LIFE

Computers, however, cannot act on their own; a computer needs someone to give it (enter) the
data that needs to be processed. To understand how it works, look at the following example.

Supermarkets and chain stores use ICT systems for a variety of reasons. In this example,
we will look at the processes of receiving, manipulating, storing and communicating data at
a point-of-sale (POS) system.

PROCESSES AT A POS SYSTEM

When you look at a supermarket’s ICT system from the cashier and customer’s point of
view, all you see is a stand-alone computer. This computer is called a cash register. However,
the cash register consists of much more than that.

All items have a barcode, which is a pattern of narrow and wide stripes that can be read by
a barcode reader. The barcode reader is used to scan the barcode optically and convert the
stripes into numerical data, which can automatically be transferred to the check-out
computer (i.e. the cash register). The barcode reader sometimes beeps after scanning an
item to signal to the cashier that the item has been identified.

Figure 1.1: An example of a barcode

2 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

INPUT AND STORING DATA
When an item is scanned, the check-out computer checks for the price of the item in the
database. The running total of each item is stored temporarily in the check-out terminal.
(There may be other data stored there as well, such as money that was taken out of the till
during the day.)

MANIPULATING DATA
After all the items have been scanned, the check-out computer calculates the data to
determine the total cost. If the customer pays with cash and requires change, the cashier will
enter the amount given and the check-out computer will calculate any change that should be
given to the customer. This is an example of the computer receiving data from the user.

TRANSMITTING DATA
When all the items are scanned into the check-out computer, the customer can see
information about the price of each item, which is shown on a small display.

After all the items have been scanned, the total amount is shown. The customer then pays
and is given a printed till receipt showing all the items that were bought and how much each
item costs.

Figure 1.2: Cash register and receipt

term 1 I chapter 1 Concepts of computing I unit 1.1 Information and communication technology 3
 COMMUNICATION
In some instances, a product’s data can also be sent to the shop’s main computer for
stocktaking purposes, as well as to the manufacturer for their stock purposes.

Activity 1.1

1. Explain the term ICT. Do not just expand on the acronym.

2. What does POS stand for?
3. The following table shows a few activities that take place before check-out. Match these activities
with one of the following processes associated with a POS, as seen from the customer’s point
of view:
●● Receives
●● Sends
●● Stores
●● Retrieves
●● Manipulates

ACTIVITY PROCESS
Scan a barcode
Calculate change
Provide a receipt
Total cost of items purchased

4. Imagine a world without ICT systems, or ICT-controlled devices. ICTs have several advantages
and disadvantages. Copy and fill in the table below, and list three advantages and disadvantages
of ICT systems.

ADVANTAGES DISADVANTAGES

4 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 UNIT

1.2 Data and information

In computing, it is very important to understand the difference between data and information.
This section will look at the differences between the two and the importance thereof.
Animation
What do you think of first when you hear the word data? What comes to mind is raw
Make an animation similar
material, which refers to something that has not yet been processed. Data needs to be
to what is shown in the
processed before it can become useful. Data can be in the form of text, words, numbers or following video:
symbols which, if not put into some type of context, is pretty useless to us. https://www.youtube.com/
watch?v=Rs57-PQyqaE
Information, on the other hand, is data that is processed and formatted in such a way that You can also use baking a
we can actually use it. Both data and information are important; it is through accurate data cake as example. This
collection that people, such as managers, have the necessary information to make informed example will include the
decisions. Let’s take a look at the following examples of data and information: following as data: flour,
baking soda, salt, milk,
eggs, icing sugar, the oven
Example of data 5605, David, 30, Bisho, 0731112222,
as the computer and the
Ramaphosa, Mahlangu, Avenue
cake as information.
Example of information David Mahlangu
30 Ramaphosa Avenue
Bisho
5605
(073) 111 2222

As you can see from this example, the data appears to be a set of random words and
numbers. Only after the data has been interpreted, organised and formatted, you can see
that it is the contact details for David Mahlangu.

Let’s look at the following example of how data can be converted into useful information.

DETERMINING HOW THE LEARNERS DO IN MATHEMATICS

Mandla’s Mathematics teacher needs to determine how the learners in her class are performing.
She must get the test results (data) and the average of each learner, as well as the average mark for
the entire class (information).
There are five learners in the Mathematics class and so far, they have written three tests.

Table 1.1: Data about learners’ test results for three tests

James Mandla Lucy Jarred Zanele

13 20 7 14 18 11 10 23 9 13 21 8 18 25 8
20 30 15 20 30 15 20 30 15 20 30 15 20 30 15

… continued

term 1 I chapter 1 Concepts of computing I unit 1.2 Data and information 5

 DETERMINING HOW THE LEARNERS DO IN MATHEMATICS
Table 1.2: Maths results Term 1 (sorted from highest to lowest score in percentage)

TEST 1 TEST 2 TEST 3 TOTAL AVERAGE (%)

Learner 20 30 15 65
Zanele 18 25 8 51 78
Mandla 14 18 11 43 66
Lucy 10 23 9 42 65
Jarred 13 21 8 42 65
James 13 20 7 40 62
TERM AVERAGE MARK 67

Tables 1.1 and 1.2 show the difference between data and information. In Table 1.1, we
cannot see how the learners are performing. However, after the computer manipulated the
test scores, we are given meaningful information, as can be seen in Table 1.2. Remember,
the information we get out of a computer is only as good as the data that is entered into it.

THE GIGO PRINCIPLE

GIGO is an acronym for Garbage In, Garbage Out. Simply put, it means that bad input will
result in bad output. It is very important to remember the GIGO principle, because bad data
will give you bad information.

Using the example of the learners’ test results, if the teacher entered the incorrect marks
into the computer (i.e. bad data), the information that she would get as a result, will also be
incorrect.

It is quite possible for data to be interpreted incorrectly. This is often the result of incorrect
or incomplete data, or a lack of context.

THE INFORMATION-PROCESSING CYCLE

For you to understand how a computer works, you need to understand the information-
processing cycle. The stages in this cycle repeat itself over and over again and is made up
of the following:
●● Input: In the first stage of computing, the computer receives some data or instructions
to follow.
●● Processing: In the second stage of computing, the computer follows the instructions
programmed into it and manipulates the data in some way.
●● Output: In the third stage of computing, the computer supplies the new, manipulated
information in some way. This information can be displayed on the screen (for example,
the message you see on the screen while you type), or it can be sent to a different part
of the computer where it is received as input.
●● Storage: An optional stage is where data is stored. The data can be stored permanently
(on a hard drive), or temporarily (on RAM – i.e. the computer’s short-term memory).

6 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

●● Communication: Another optional stage is communication, where the output created
is sent across a network to other computers. While this step used to be rare in the
past, most computer programs perform some type of communication today.

An example of the information-processing cycle is shown in the following figure:

5-COMMUNICATION 1-INPUT 2-PROCESS

(OPTIONAL)

THE INFORMATION
PROCESSING CYCLE

4-OUTPUT 3-STORAGE
(OPTIONAL)
Figure 1.3: The information-processing cycle

The information-processing cycle is a series of stages carried out to get information from
raw data. Although each of the first three stages explained above (input, processing and
output) must be taken in order, the order is cyclic. The output stage can lead to the repeat
of the data-collection stage, resulting in another cycle of data processing.

Activity 1.2

1. Sizwe is in Grade 10 and received his school report. When he looks at his report, this is what he sees:

SUBJECT AVERAGE 73
Life Orientation Physical Science 80
Mathematics 67
Computer Applications Technology 65
Geography Business Studies 73 88 67

1.1 What is wrong with this report?

1.2 Which principle is referred to above?
1.3 Explain the difference between data and information.
… continued

term 1 I chapter 1 Concepts of computing I unit 1.2 Data and information 7

 Activity 1.2 … continued

1.4 Use the data from the previous page and create a report showing the correct information
for Sizwe. Use the table below to guide you:

SUBJECT TERM MARK (%)

Average

2. Answer the following questions based on the scenario below.

Computers are electronic devices that manipulate data and turn it into useful information. To
see how this works, think about sending a WhatsApp message from a cell phone to a friend.
The diagram below shows the different stages in sending a WhatsApp message.

2.1 What process is shown in this diagram?

2.2 List the different stages from A to F.
2.3 What happens during Stage C of this cycle?
2.4 Indicate whether the following is input, output, or storage:
a. Typing a message to a friend on WhatsApp
b. Music that you listen to from your phone
c. Printing a file
d. Playing videos using your phone
e. Photos that you keep on your phone

8 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 UNIT

1.3 Computers and ICT

Computers are electronic devices that receive data, manipulate the data and then turn it into
useful information, before storing it and/or sending it to someone, or somewhere, to be read
or acted upon.

The following figure tries to explain how a computer works. You can see that the functions
of a computer are similar to the stages of the information-processing cycle.

MEMORY OR
STORAGE UNIT

INPUT CONTROL OUTPUT

UNIT UNIT UNIT

ARITHMETIC
LOGICAL UNIT

CPU

Figure 1.4: General model of a computer WHAT MAKES A

COMPUTER A
Looking at the figure, you will see that all basic computers consist of four functions: COMPUTER?
1. Input
2. Storage
3. Processing
4. Output

These four things are combined to make a computer work.

For a computer to function properly, it must consist of both hardware and software, which https://www.youtube.com/
watch?v=mCq8-xTH7jA
both depend on each other. Without software, the hardware of a computer will have no

term 1 I chapter 1 Concepts of computing I unit 1.3 Computers and ICT 9

 function and vice versa. Both of these concepts are discussed in detail in the chapters to
follow; however, we will just briefly explain what each means.
●● Hardware: The physical components of a computer, also referred to as the equipment
of a computer.
●● Software: More commonly known as apps (applications) or programs and consists of
a list of instructions in a computer language that instructs the computer on what to do.

Examples of hardware devices consist of the following:

●● Keyboard and mouse used for input
●● Monitors, printers and speakers used for output
●● Hard drives and flash disks used for storage
●● Routers used for communication

Monitor

Hard drive

Mouse
Keyboard
Figure 1.5: Computer hardware

Activity 1.3

1. What is a computer?
2. Match each concept in Column A with the correct definition in Column B. Write only the number
and the letter.

COLUMN A COLUMN B
1. Hard disk A. Can be text, numbers and figures that are used by computers
2. Data B. Storage device
3. Input C. Bad input will result in bad output
4. GIGO D. The components that make up the computer
5. Output E. The computer receives instructions to follow
6. Hardware F. The information produced by a computer

… continued

10 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Activity 1.3 … continued

3. Answer the questions based on the diagram below.

A Processing B Communication

3.1 Name the missing stages, as indicated by the letters below:

a. A:
b. B:
c. C:
3.2 List one example of each of the following:
a. Hardware
b. Software
3.3 Your teacher is busy printing out the term class reports. Which stage is this in the
information-processing cycle?
4. Complete the following table and identify two hardware devices that your teacher will use for
each of the missing stages. Motivate why she would use those specific devices.

STAGE HARDWARE DEVICE REASON

A
B
C

term 1 I chapter 1 Concepts of computing I unit 1.3 Computers and ICT 11

 UNIT

1.4 Types of computers

As you know, computers are devices used to process information. There are several terms
used to describe computers; most of these terms indicate the size and the capability of the
computer. The two main categories of computers are:
1. Multi-purpose: These types of computers have an operating system that can run
many applications at the same time. Some examples are devices, such as servers,
laptops and smartphones.
2. Dedicated devices: These are devices that can only run one task. Some examples
are ATMs and processors embedded in devices, such as refrigerators and motor cars.

Figure 1.6: Different types of computers

MULTI-PURPOSE DEVICES

Table 1.3: Different types of general-purpose computers

DESCRIPTION EXAMPLES OF WHERE THIS TECHNOLOGY IS USED

Supercomputer Supercomputers are used for difficult or complicated
calculations, such as:
●● Predicting the weather
●● Locating possible oil deposits

A supercomputer is the fastest, most powerful and most expensive type of

computer made today. It Is used to perform many instructions per minute.
… continued

12 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

DESCRIPTION EXAMPLES OF WHERE THIS TECHNOLOGY IS USED
Mainframe It is used primarily by large organisations for critical tasks,
such as:
●● Bulk data processing and storing of vast amounts of data,
for example, census
●● It is also used in banks, company head offices and
IT organisations

A mainframe is a powerful computer that has a high processing power and

performance. It is big in size and can be used by several people at the
same time.
Server Servers are computers that provide (or serve) information to
other computers (for example, web pages). A server can be
used in different environments, such as:
●● Offices and schools where data or a printer needs to be
shared amongst many people

A server is a computer that has really powerful processors, large hard

drives and plenty of memory power.
Workstation It is used to perform special tasks, such as:
●● Precision drawings
●● Computer-aided design (CAD), 3D graphics and
software development
●● It can also be used in different fields, such as engineering
or medicine research

A workstation is a type of computer with a high-resolution graphics screen

and usually has a mass storage device, such as a disk drive.
Desktop Desktops are used in a variety of environments, such as:
●● Schools: It helps school learners to gain knowledge by
doing research for projects or assignments.
●● Entertainment: You can watch videos, listen to music, or
stream videos.
●● Communication: Users can use desktops to make phone
calls, send emails, and use instant messaging just by
having a proper internet connection.

A desktop computer is not designed to be carried around as it is made up of

separate components. These computers are designed to be set up in a
permanent location on a desk or table.
… continued

term 1 I chapter 1 Concepts of computing I unit 1.4 Types of computers 13

DESCRIPTION EXAMPLES OF WHERE THIS TECHNOLOGY IS USED
Laptop Laptops are best used for the office or at home. It can be
used for basic administration tasks and daily office use. It can
also be used for personal use, such as browsing the internet,
listening to music, or watching videos.

Laptops are also known as notebooks and are portable PCs that combine the
display, keyboard, processor, memory, hard drive and cursor-positioning
device, such as a touch- or trackpad, all in one package that is operated
by a battery.
Tablet Tablets generally have one user. With this device, you can
access information and data from anywhere in the world at
any time. Tablets can be used in a variety of environments:
●● Home: Can be used for domestic use, such as listening to
music, browsing the internet, listening to music and
streaming videos.
●● Work: Can be used as a laptop replacement; however, you
will need one that has at least a nine-inch screen.
Tablets are smaller than normal laptops and are ultra portable. Although ●● School: Can be used to access study material, as well as
tablets are generally cheaper than brand-new laptops, their processors and browsing the internet, listening to music, or doing
other components are less powerful than regular laptops. Tablets have virtual research for projects.
keyboards, or make use of a digital pen instead of physical keyboards.
Smartphone Smartphones are used in a variety of ways:
These handheld-sized computers use a flash memory
●● To browse the internet
instead of a hard drive for storage. It has virtual
●● To listen to music
keyboards and uses touch-screen technology.
●● To take photos
Smartphones are lightweight and have a good battery
●● To navigate
life, depending on the make. You can access data and
●● To make phone calls and send and receive messages.
information as long as you have a good internet
connection.

DEDICATED (EMBEDDED) DEVICES

TYPES OF COMPUTERS
Embedded devices are devices designed for a single purpose; whether that purpose is to
wake you up in the morning, control the temperature of the air conditioning or help navigate.
As such, these devices are usually excellent at their specific tasks, but they are also unable
to do anything else. Embedded devices are designed to perform specific dedicated
computing tasks. Examples of these devices are:
● ATM machines ● MP3 players
● DVD players ● Drones
https://www.youtube.com/wa ● Anti-lock braking systems ● Airbag control systems
tch?v=7qOF5ffTDI8&list=PLO
aNAKtW5HLRZAyE8XkucMuG
● Digital watches
ZpKKCLI88&index=3

14 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 UNIT

1.5 Economic benefits of computers

Over the years, it became impossible to imagine a world without computers or computer-
controlled devices, such as ATMs, cameras and music players.

Computers have several economic benefits, such as:

●● Saving paper: Companies and individuals can save paper by working electronically on
computers. People can now send letters (emails), magazines and read books
electronically instead of having to print out hard copies. This also saves money and
time in the long run. Estimates have shown that there can be a 10 to 30% decrease in
paper usage if the correct technology is used.
●● Saving labour: Businesses can save money and labour (people) by using computer-
controlled devices to perform repetitive functions that require several employees
to perform.
●● Communication speed and costs: Telephone and postage costs can be decreased
drastically using computers and the internet. It also allows information to be sent and
received faster than in the past. For example, the use of email allows instant
communication with staff, clients and other individuals at any place or time. The use of
smartphones will help employers to keep in touch with their employees regularly, which
ultimately saves time and phone calls.
●● Efficiency: Instead of being swamped with paperwork or sorting out piles of
paperwork, files can be stored on computers. Retrieval of old documents is much
easier when it is stored electronically. Also, computers can do the work of more than
one person in less time than normal employees.
●● Accuracy: Computers produce more accurate data or results than human beings.
This, however, depends on the quality of the input data. If the information entered is
incorrect, the results produced will most likely be incorrect. Computers can, however,
detect certain human errors and might highlight these errors.
●● Reliability: Computers that are maintained properly will be reliable in the long run. It is
safe to say that we can rely on computers to perform the tasks that they have been
programmed to do.

Activity 1.4

Read the following scenario and answer the questions that follow.

SAVING PAPER
The largest bank in the USA, Bank of America, greatly reduced its paper consumption by making
use of electronic reports and forms, emails, double-sided copying and by using lighter-weight
papers. As a result, it saved tonnes of paper, decreasing the consumption by 32%. (This is over a
billion sheets of paper!)

a. Give two examples of how computers benefit the economy by saving paper. Motivate your answer.
b. List three ways of how computers have benefited the economy in South Africa. Motivate
your answer.

term 1 I chapter 1 Concepts of computing I unit 1.5 Economic benefits of computers 15

 Case Study Thembisile and her smartphone

To understand how dependent we are becoming on smartphones, read the following case study
about a day in Thembisile’s life.
This is an example of a smartphone user, Thembisile, and how she uses her phone throughout
the day.
Every morning at 07:00, Thembisile is woken up by the alarm on her smartphone. This alarm clock
application has a function that plays soft music for five minutes before she has to wake up. This
actually prepares her brain to wake up. After that, the tone becomes louder, which she cannot
ignore. If she hits the snooze button, her alarm is set to snooze five times for five minutes at a time.
After Thembisile has woken up, she checks her emails, WhatsApp messages, other texts and her
social media updates, such as Facebook and Twitter, which were set to not send any messages to
her between 21:00 and 07:00.
She then has breakfast, which she logs into her meal plan application. This indicates the number of
calories she consumed. She also adds toothpaste and soap to her shopping list application.
Her calendar application shows that she is supposed to be at the gym in 30 minutes. She gets into
her car and mounts her phone on the hands-free device attached to the windscreen of her car. She
then switches her phone to GPS navigation, which works out the best route to her three calendar
appointments, i.e. gym, work and her 13:00 meeting.
At the gym, she uses her gym application and inputs her weight, height and energy level into the
application. This gives her an exercise routine she should focus on for the session.
She realises she is running a little late for work, so she sends a quick message to her manager
using an instant message service (IMS), such as WhatsApp. Her normal keyboard is replaced by
SwiftKey, making it much quicker for her to type.
At work, Thembisile uses a note-taking application to make notes of the things she is currently
working on, as well as the scheduling application, which books and shares new appointments. She
then uses CamCard to scan the new business card she just received so that the details are
automatically saved in her contact list.
Before going to bed, Thembisile quickly looks at the day’s important news events on her news
application and plays some of the several games on her phone, such as Pokémon, Candy Crush and
Angry Birds.
At 22:00, her sleep application tells her it is time to sleep.
As you can see, Thembisile, and probably her entire family, are very active smartphone users.
Information is transferred, stored and conveyed in their everyday lives. This is the direction that the
world of technology is moving towards. It also shows us how dependent we are becoming on
computers, or computer-operated devices.
Answer the following questions about the case study that you have just read:
1. Give a brief description of a smartphone.
2. Identify four applications that Thembisile uses during the day.
3. From the case study, identify five things for which Thembisile uses her phone. How does this
improve her day-to-day life?
4. How does Thembisile’s employer benefit from using a smartphone?
5. How does the SwiftKey keyboard differ from the normal keyboard on a smartphone?

16 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 REVISION ACTIVITY

1. Study the picture of a computer below and answer the questions that follow:

a. Identify and name two input devices. (2)

b. Is device A an input device or an output device? (1)
c. What is the function of device B? (2)
2. Match the user in Column A with the type of computer in Column B.

COLUMN A COLUMN B
1. A weather scientist working for the A. Tablet
South African Weather Services
2. A sales representative who drives B. Supercomputer
around visiting customers each day
3. A school teacher preparing work C. Server
at home
D. Desktop
E. Laptop
(3)
3. Your school has bought a new computer for the administration office. List two economic
benefits of having a computer in the office. Explain how the school benefits in each case. (6)
4. a. Define what is meant by an embedded device. (2)
b. Give an example of an embedded device that will be found in a motor car. (1)
… continued

term 1 I chapter 1 Concepts of computing I unit 1.5 Economic benefits of computers 17

 REVISION ACTIVITY … continued

5. Look at the diagram below and answer the questions that follow:
1 User

2 Input 3 4 Output 5

To Adam| To Adam

a. What stage of the information-processing cycle is taking place at 3? (1)

b. Does stage 6 represent storage or communication? Give a reason for your answer. (2)
6. Your class teacher ticks off each morning who is present at school. At the end of the term,
she determines how many times each learner in the class was absent. This number
is included in the learner’s term report. Using this scenario, explain the difference
between data and information. (4)
 TOTAL: [24]

AT THE END OF THE CHAPTER

Use the checklist to make sure that you worked through the following and that you
understand it.

NO. DID YOU… YES NO

1. Understand ICT systems and how they are used in everyday life.
2. Distinguish between data and information.
3. Give examples of data and information used.
4. Identify the main concepts of a computer.
5. Understand the difference between hardware and software.
6. Describe the information-processing cycle with reference to how it uses
hardware devices in each stage.
7. Describe the different types of computers and their uses.
8. Understand the economic reasons for using computers.

18 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 TERM 2

CHAPTER
USING A COMPUTER
2
CHAPTER OVERVIEW
Unit 2.1 Operating a computer
Unit 2.2 Posture and ergonomics

At the end of this chapter, you should be able to:

●● Switch a computer on.
●● Use a mouse correctly.
●● Identify and explain the different icons when using a mouse.
●● Understand the different features of the desktop.
●● Use your desktop.
●● Explain the importance of the correct posture when working with a computer.

INTRODUCTION
As a modern-day learner, you have probably used, seen, or read about computers. We use
computers in our everyday lives, for example, in banks, schools, shops, hospitals, and
maybe the people in your home use computers on a daily basis. Being able to use a
computer is an important skill to learn; not only for school or university purposes, but also
for the workplace.

In this chapter, we will introduce you to the practical side of using computers.

term 2 I chapter 2 Using a computer 19

 UNIT

2.1 Operating a computer

Operating a computer may not be as difficult as you think. In this unit, we will focus on:
●● Switching a computer on.
●● Using the mouse correctly.
●● Using your desktop.
●● Applying basic file operations, such as opening, saving and printing a file.

SWITCHING THE COMPUTER ON

Guided Activity 2.1

Something to know
To start up your computer, you need to do the following:
Note that login procedures
1. Make sure that the computer has been plugged into a power socket.
may differ with
2. To switch the computer on, press the Power button. On some computers, this button lights up
different systems.
after the computer is switched on.
3. The computer will now boot. This is when the computer loads the operating system and checks
that all the components are in good order.
Something to know 4. After the computer has booted, a log on screen might appear. Logging on allows registered
users access to the computer. If you are the only user of the computer, it will go straight to the
A computer uses your desktop screen once it is turned on.
username and password to 5. If you share the computer with other users, you might have to log in your details. You can do this by
verify your identity. This typing in your username and password, and then pressing the Enter key. After the computer
prevents unauthorised accepts the login details, the desktop display will appear on the screen.
access to your computer
and the information on the
computer. It also protects USING THE MOUSE
you from anyone trying to
invade your privacy, or
The mouse is one of the main hardware devices used to control the computer and interact
trying to delete or copy your
with the GUI interface. Most mice are designed to have a scroller and two buttons – i.e. a
information.
left button and a right button, as seen in Figure 2.1.

When holding the mouse, rest your hand over it and place your index finger on the left
button of the mouse. You can rest your thumb and pinkie (little finger) on the sides of the
mouse. An example of how to do this is shown in Figure 2.2.
scroll
right click

Something to know
left click
Remember to make sure
that the mouse is on a flat
surface with the buttons
pointing forward.
Figure 2.1: Mouse Figure 2.2: How to hold a mouse

By default, a mouse is set for a right-handed person with the primary button on the left.
You can change the function of the mouse buttons from the default left click to a right click.

However, most left-handed people either use the mouse in their right hand, or they place the
mouse on the left-hand side of the keyboard and use their middle finger for the left button.

20 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 ACTION IMAGE
ACTION IMAGE
To explain how the mouse works, we will be using the left button of the mouse. The following
table shows theWHEN
basicMOVING THE MOUSE, YOU WILL SEE THAT
things you need to know about a mouse.
WHEN
YOU ARE MOVING
MOVING THEA MOUSE,
POINTERYOU WILL SEE ON
OR CURSOR THAT
THE
YOU
SCREEN. ARE MOVING A POINTER OR CURSOR ON THE
Table 2.1: Basics of the mouse
SCREEN.
ACTION IMAGE
DEPENDING
ACTION ON WHAT YOU ARE DOING, THE SHAPE IMAGE
DEPENDING
OF THE CURSOR ON WHAT WILL YOU ARE DOING, THE SHAPE
CHANGE.
WHEN ACTION IMAGE
OF THEMOVING
CURSORTHE WILLMOUSE,
CHANGE. YOU WILL SEE THAT
WHEN
YOU ARE MOVING
MOVING THEA MOUSE,
POINTERYOU OR WILL
CURSOR SEE ONTHAT
THE
When moving theYOU
mouse, you will see that you are moving a pointer or cursor
ARE MOVING A POINTER OR CURSOR ON THE
SCREEN.
WITH
on the screen. SCREEN. THE ARROW ICON, YOU CAN SELECT OR MOVE
WITH
THINGS THE ARROW ON
AROUND ICON, YOU
YOUR CAN SELECT OR MOVE
COMPUTER.
DEPENDING
THINGS ON WHAT
AROUND YOU COMPUTER.
ON YOUR ARE DOING, THE SHAPE
DEPENDING
Depending on what
OF THEyou are ON WHAT
doing,
CURSOR the YOU
shape
WILL of ARE DOING,
the cursor
CHANGE. will THE SHAPE
change.
OF THE CURSOR WILL CHANGE.
WITH THE HAND ICON, YOU CAN OPEN A LINK ON
WITH THE HAND ICON, YOU CAN OPEN A LINK ON
THE INTERNET.
With the hand icon,
WITH
THE you canARROW
THE open a link
INTERNET. on the
ICON, internet.
YOU CAN SELECT OR MOVE
WITH
THINGS THE ARROW ON
AROUND ICON, YOU
YOUR CAN SELECT OR MOVE
COMPUTER.
THINGS AROUND ON YOUR COMPUTER.
THE HOURGLASS ICON SHOWS THAT YOU HAVE TO
This icon showsTHE
thatHOURGLASS
WAIT you mustTHE
WHILE wait COMPUTER
while
ICONthe computer
SHOWS IS THATis doing
DOING YOU aHAVE
task. TO
A TASK.
WITH WHILE
WAIT THE HAND
THE ICON, YOU CAN
COMPUTER OPEN AA TASK.
IS DOING LINK ON
WITH THE HAND ICON, YOU CAN OPEN A LINK ON
THE INTERNET.
THE INTERNET.
A mouse can do a variety of tasks, such as:
●● Selecting an item:
THE To select something,
HOURGLASS ICON SHOWS move theYOU
THAT cursor
HAVEover
TOthe item, click once
THE HOURGLASS ICON SHOWS IS THAT YOU HAVE TO
with the leftWAIT WHILE
button THE you
and then COMPUTER
can let go. DOING A TASK.
WAIT WHILE THE COMPUTER IS DOING A TASK.
●● Opening an item: To open something like a file, double click the left button. This is
usually how it works, but sometimes a single click will also open a program. Through
practice, you will learn when to use which one.
●● Moving items: To move an item, you must drag and drop. You do this by pressing
down on the left button above the item, as you drag the mouse along. Once you have
placed the item where you want it, you can let go of the left button.
●● Scrolling up and down a page: This is done by rolling the scroll- or mouse wheel up
or down.

USING THE KEYBOARD

A keyboard is used for entering information, such as letters, words, numbers and symbols into
a computer. Pressing any key on the keyboard is an input that the computer uses as data.

The basic keyboard, as seen in Figure 2.3, is called the QWERTY keyboard.

A keyboard is used for entering information, such as letters, words, numbers and symbols.
Pressing any key on the keyboard is an input that the computer uses as data.

Figure 2.3: QWERTY keyboard

term 2 I chapter 2 Using a computer I unit 2.1 Operating a computer 21

 USING THE DESKTOP
The desktop screen is the first thing you see when you switch the computer on. It has a
logical display surface and contains user-interface objects, such as windows, menus and
buttons. Its main features are the start button, taskbar and icons. For you to use the
desktop, each computer has an operating system (OS). An operating system is the system
software that allows a user to communicate with a computer in the following ways:
●● It manages a computer’s hardware, such as the input and output devices, network
Something to know
devices, as well as storage devices.
Whenever you are working ●● It provides services to facilitate the operation and management of additional software
on, or interacting with a application programs.
computer, you are called ●● It assigns the necessary memory.
the user. And the way in ●● It provides the graphical user interface (GUI), pronounced as “gooey”, which allows a
which the computer user to interact with and control software applications, or hardware devices using
interacts with you, is called
graphical interface elements, such as windows, icons and menus. This means that
an interface.
a program has graphical controls that a user can select using a mouse or keyboard.

The operating system has the following user interfaces:

●● Desktop: This is the main screen of the GUI and consists of a system of icons on
a screen.
●● Window: Used to display the contents of an application with which the user can view
and interact. It shows the information of each file, application, or folder in a separate
window on the screen.
●● Dialogue boxes/message windows: These are small or basic windows that are
usually opened by a program to indicate to the user that more information is required.
●● Toolbars: These are a set of icons at the top of a window, which can be clicked to
perform certain functions.
●● List box: This allows the user to selected one or more items from a list. The user must
click the box next to the item to select it.
●● Checkbox: This is a small square box on the screen, which allows the user to click it
to indicate an answer, or to allow a setting.
●● Windows Explorer: Windows Explorer is a GUI component available in Microsoft
Windows that enables users to access, edit, copy, delete and manage data, files and
other content stored on a computer, or mobile device.

Figure 2.4 is an example of an operating system interface.

Something to know
With the new versions of
Microsoft Windows,
Windows Explorer is the
default file manager, while
Finder is the default file
manager on Apple
computers.
Figure 2.4: Example of an operating system interface

22 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

Figure 2.5 shows examples of some of the interfaces of an operating system:

Figure 2.5: Different interfaces of an operating system

As most of you will start your computing experience with an operating system called
Microsoft Windows, we will use Windows throughout the course. Something to know

With the desktop, you can use shortcuts to find folders, files, or programs quickly. You can
An icon is a picture that
shows a file, folder, or a
identify a shortcut by checking if there is a curving arrow on the bottom left-hand side of the
program. Each icon is
icon, as seen in Figure 2.6.
different for each type of
file or program.

Figure 2.6: Example of a shortcut

Let’s look in more detail at the desktop and icons that you can find on a computer:

Figure 2.7: Desktop components

term 2 I chapter 2 Using a computer I unit 2.1 Operating a computer 23

 THE START BUTTON
The Start button can be found at the bottom left-hand corner of the desktop. It allows you
to open programs, files, or folders on the computer. The Start menu appears when you click
on the Start button. From there, you can select the application, folder, or file you want to
open by clicking on it.

THE TASKBAR
The taskbar can be found at the bottom of the screen, as seen in Figure 2.7. It shows a
button for each open folder, file, or application. When you click on any of the buttons on the
taskbar, it will open the file, folder, or application, and therefore, becomes an active window.

The taskbar also has the Start button on the left-hand side and the notification tray on the
right-hand side. You can perform certain functions, such as change the time, volume, or
connect to the Wi-Fi by selecting the icons in the notification tray.

Activity 2.1

1. The following steps are performed when starting up, using and shutting down a computer. The
steps are in the incorrect order, however. Arrange the steps in the correct order.
a. Enter the password
b. Switch on the monitor
c. Session begins
d. Switch on the power button
e. Click on Log out
f. Enter the username
g. Computer session ends
h. Switch off the monitor and power
i. Shut down computer
2. State whether the following are True or False. If false, give the correct answer.
a. A password should always be secret.
b. The keyboard is the most important hardware device used to control the computer.
c. The hour-glass icon shows that you must wait while the computer is doing a task.
3. Match the terms in Column A with the correct description in Column B:

COLUMN A COLUMN B
1. Desktop A. T his is the main screen of the GUI and consists of a system of icons on
a screen
2. Shortcut B. T his is when the computer loads the operating system and checks that
all the components are in good order
3. Boot C. The computer identifies the user with this name
4. Username D. You can use this to find files, programs, or files quickly
5. Icon E. Allows you to access the time and volume icons on the computer
F. This is a picture that shows a file, folder, or a program
G. It allows you to open programs, files, or folders on the computer

… continued

24 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Activity 2.1 … continued

4. Logging off and then switching off the computer when you are done using it, is actually quite
important. Answer the following questions regarding this statement:
a. Give two reasons why switching off the computer after use is important.
b. Does logging off switch off the computer? Motivate your answer.
c. Briefly explain why it takes time for a computer to start up and shut down.

THIS PC, FILE MANAGER, MY DOCUMENTS AND RECYCLE BIN

After you click on the This PC, My Documents, or the Recycle Bin icon, a folder will open in a
window on the desktop.
●● This PC: When you open the This PC folder, it will give you information about the
different storage disks, external hard drives, or hard disks on the computer.

Figure 2.8: This PC folder

●● File manager: A file manager is an application that helps manage the file system on
a computer. Something to know
●● My Documents: When you open this folder by double clicking on the icon, you can
find your documents, music, pictures and other files. These files are stored in the In older versions of
My Documents folder on the computer’s hard disk. Windows, This PC is known
●● Recycle Bin: When you delete items, such as folders or files from the computer, they
as Computer.
are stored temporarily in the Recycle Bin. If you deleted a file by mistake, it can be
restored to its original folder from the Recycle Bin. The files or folders in the Recycle
Bin can also be permanently deleted by deleting them.

ACCESSING APPLICATIONS
You can access the different applications on the computer by using the Start menu. Click
on the Start button and then scroll through the alphabetical list. If you want to save time, you
can limit the scrolling by selecting any letter from the alphabetical list. From there, you can
choose the letter that the application begins with.

If you are still having difficulty finding the application that you are looking for, type in the
name of the application in the search box on the taskbar.

term 2 I chapter 2 Using a computer I unit 2.1 Operating a computer 25

 GETTING TO KNOW WINDOWS
Zama needs to use Microsoft Word for a small project. Let’s look at an example of how
Zama uses Microsoft Word.

Guided Activity 2.2

1. To open Word, she clicks on the Start button and then moves the mouse pointer onto the Word
icon and clicks on it, as seen in Figure 2.9.

Figure 2.9: Opening the Word application from the Start menu

2. Word will open in a separate window and the Word icon will appear on the taskbar.

Figure 2.10: Word window

SOME THINGS TO NOTE ABOUT WINDOWS

The following section will look at the different features of windows, using the Word window
as an example.

The title bar is found at the top of the window and the name of the open file can be seen on
the title bar. Since the document is not named yet, the title bar will be Document1-Word.

Figure 2.11: The title bar

26 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

To minimise the taskbar, click on the Minimise button on the top-right corner of the window,
as seen below.

Figure 2.12: The Minimise button

To enlarge the window or make it bigger, click on the Maximise button, as shown below.
This can also be done by dragging the window from the title bar to the top of the screen.

Figure 2.13: The Maximise button

To close a window, click on the Close button (which is the x in the top-right corner of the
window), as shown below.

Figure 2.14: The Close button

FILE MANAGEMENT
OPENING A DOCUMENT AND SAVING DATA
Now we must open the document and save the data we need on Word. Let us see how she
does this.

Guided Activity 2.3

Video
Do the following with the help of your teacher.
Create a video showing the
1. Open Word. steps on how to open and
2. Type two short lines of the letter “a”, just so that you have typed something. (To begin a new line, save data in a Word
press Enter on the keyboard.) document. These steps
3. The text will always appear on the left of the cursor when you type. are explained on the left
4. Now that you have typed the two lines, you can save the file. To save the file, select FILE, then (Steps 1 to 6).
SAVE from the menu bar. When the Save As dialogue box appears, save the file with the file
name ‘Test’ in the File name field in the dialogue box.
5. Click the Save button, so that the file can be saved and then close the dialogue box.
6. In the Word document, the name of the file will now be ‘Test’. Close the window by clicking on
Something to know
the Close button on the title bar.
You can follow this example in the video on the right. Remember, shutting down a
computer might differ from
When you are done using the computer, you can switch it off by first clicking on the Start button,
computer to computer!
then on the Power button where you choose Shut down to shut down the computer.

term 2 I chapter 2 Using a computer I unit 2.1 Operating a computer 27

 OPENING A FILE
In the previous example, you saved a document with the file name ‘Test’. Now let’s learn
how to open the saved file.

Guided Activity 2.4

Let’s do the following:

1. Open Word. To open the required file, select File then Open from the menu bar.
2. When the Open dialogue box opens, select Test.docx from the list box.
3. Click the Open button, as highlighted in green in Figure 2.15, which then opens the document
in Word.

Figure 2.15: Open dialogue box

PRINTING A DOCUMENT
You will learn how to print documents when you study word processing. Refer to Chapter 1:
Introduction to Word Processing in the Practical Book for more information.

Activity 2.2

Do the following at your computer:

1. Switch on the computer.
2. Find Word using the search box in the taskbar.
3. Use the mouse to open the Word application.
4. Type two to three sentences about why CAT, as a subject, is important.
5. Save the file and then close it.
6. Open the file that you just saved in (5).
7. Print Preview the document.
8. Close the application.

28 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 UNIT

2.2 Posture and ergonomics

As computing takes over our lives more and more, typing is one of the most important and
necessary skills that you will ever learn.

Touch typing is all about making sure that each finger has its own place on the keyboard.
Because of that, you do not have to look down on the keyboard while typing, which makes
your typing speed much faster.

Let’s look at the following benefits of being able to touch type:

●● Speed: This is the most obvious advantage of touch typing. On average, you can
easily reach typing speeds of 75 to 80 words per minute. Comparing that to the
average of ten words per minute of someone who does not touch type, you can see
that it is much faster.
●● Time: If you increase your typing time, you obviously decrease the time it will take you
to complete a document. A person who types with two fingers at ten words per
minute, will take 17 minutes to type a 170-word document. Typing at 60 words per
minute will do the same document in four minutes.
●● Decrease fatigue: Typing is very tiring when it is done over long periods of time.
Learning to touch type reduces this exhaustion, as you do not have to focus on two
things at a time. It also prevents you from looking up and down the whole time, placing
less strain on your eyes, neck and spine.
●● Health: Touch typing is better for your health, because you do not hunch over and
look at the keys while using your fingers. This helps to reduce the strain on your joints.
●● Accuracy: The better you can touch type, the less typing errors you will make, because
you are looking at what you type, and not having to look down and find the right keys.

SOCIAL IMPLICATIONS: CORRECT TYPING POSTURE

Posture is defined as the position in which a person holds his or her body when sitting or
walking. Sitting in front of a computer for long periods of time, even with a good posture,
can lead to tiredness or eye discomfort.

Having the correct posture also helps you to type correctly and more efficiently.

A tip for having a good posture when using the computer, is to position yourself so that your
belly button is in line with the letter “H” on the keyboard. You can see an example of this in
Figure 2.16.

Monitor
adjust distance and
height: top of the monitor
at eye-level and slightly
tilted

arms
relax shoulders,
forearms
parallel to the floor.
minimal bend at the wrist.

chair
should have a backrest
and armrest, adjust
height.

legs
thighs parallel to the
floor.

feet
parallel to the floor, use
a footrest if necessary.

POSTURE Figure 2.16: Correct

CORRECT body
SITTING posture
POSTURE CORRECT STANDING POSTURE

term 2 I chapter 2 Using a computer I Unit 2.2 Posture and ergonomics 29

 The following are elements for maintaining a good posture:
●● Body: Your back should be straight, upright and relaxed, but comfortable. For your
back to be supported, it should be aligned with the chair’s backrest. Do not lean too
far forward as this will cause discomfort later.
●● Feet: For your feet to feel comfortable, make sure that they are flat on the floor, or on a
foot rest.
●● Knees and hips: Push your hips as far back as they can go in the chair. As seen in
Figure 2.16, your knees and hips should form a 90° angle when sitting on the chair.
Also, make sure your knees do not touch the chair.
●● Arms, wrists, fingers and hands: Your arms should be placed horizontally in a
90° angle, your wrists should be in a neutral position and your fingers should be
placed on the home row.
●● Eyes: Your eyes should focus on the text that you are typing on the screen. To position
your screen, make sure it is slightly lower than your eye level.

Having the wrong posture when sitting in front of a computer, can cause various health
problems, such as:
●● Posture-related injuries: Posture-related injuries include back and neck pain,
headaches, and shoulder and arm pain. Poor posture can affect your spine alignment,
causing problems with blood vessels, and ultimately leading to blood clots and
varicose veins. When your body is slumped over for long periods of time, you are more
likely to clench your jaw and tighten your facial muscles. This can lead to jaw pain
and headaches.
●● Computer-related overuse injuries: The muscles and tendons in the elbows, wrists
and hands can become painful with repetitive movement and bad posture. Symptoms
include pain, swelling, stiffness of the joints, weakness and numbness.
●● Eye strain: Eye strain is caused by focusing the eyes at the same distant point for long
periods of time, working with the screen too close to the eyes and looking at the
illuminated computer screen for too long.
●● Laptop-related injuries: Laptops were never meant to be used for long periods of
time. The fact that the screen and the keyboard are very close together, it can cause
eye strain, as well as a bad posture. Even carrying the laptop around can put strain on
your muscles and joints.

ERGONOMICS
Ergonomics is the study of the way in which humans work with the goal of increasing
productivity, comfort and safety.

When speaking of computer ergonomics, the focus is mainly on the way in which people
use computers, and how this can be improved to make people more comfortable and
reduce discomfort and injuries.

Key ergonomic guidelines for safe computer usage include:

●● Sit up straight with your back perpendicular to the ground.
●● Your forearms should be at the same height as your mouse and keyboard.
●● Your feet should be placed firmly on the ground or on a foot rest.

30 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 ●● The back and height of your chair, as well as the height of your armrests should be
adjusted to support your body in this position.
●● The monitor should be positioned at eye level and roughly 50 cm away from you.
You may need to place something under the monitor to increase its height.
●● The monitor should be tilted upwards to reduce glare.
●● You should stand up and take regular breaks.

PREVENTION
Prevention is always better than cure. Many people suffer from posture-related injuries.
Health problems related to poor posture and ergonomics can be prevented in different ways.

To prevent a repetitive strain injury, you should:

●● Make sure your forearms are level with your mouse and keyboard.
●● Make sure the mouse is positioned close to the keyboard.
●● Take regular breaks and let your arms relax when you are not typing.

To avoid eye strain:

●● Make sure that there is no glare on the monitor.
●● Do not sit too close to the monitor.
●● Make sure that the monitor is placed at eye level (or slightly lower).
●● Take regular breaks to focus on far-away objects.

Activity 2.3

and the Use the image below to answer the questions that follow.
creates
essure.

ing below
This can
pain.

s too low 1
This can
the back.

the
periods. 3 2
back

MICS 1. Is this person using good posture?

2. Motivate your answer by using the numbers in the diagram to guide you.
GOOD ERGONOMICS
3. Explain why a good chair is important to assist you in maintaining a good posture.

The top of the monitor is

1 aligned with the eye-level.
This keeps the neck straight.

term 2 I chapter 2 Using a computer I Unit 2.2 Posture and ergonomics 31

2 The shoulders are not hunched.
They are straight and relaxed.
 REVISION ACTIVITY

1. When you are working on a computer that is used by more than one person, you will often
be asked to enter a user name and password soon after the computer has been switched
on. Give two reasons why you should never share your password with anybody else. (2)
2. Match the mouse action in Column B with the desired outcome in Column A. Write down
only the number from Column A and the matching letter from Column B.

COLUMN A COLUMN B
1. Scroll up and down a web page A. Click the left mouse button once
2. Select an icon on the desktop B. Double-click the left mouse button
3. Open an application using a C. Click and hold the left mouse button
desktop icon while moving the mouse
4. Move an icon from one side of the D. Roll the scroll button of the mouse
desktop to another backwards and forwards
(4)
3. Answer the following questions about a GUI.
3.1 What does the acronym GUI stand for?  (1)
3.2 What is the main screen of the Windows 10 GUI called?  (1)
3.3 What is the function of an icon? (2)
4. What does the arrow in the bottom left corner of the icon below indicate? (1)

5. Study the image of a Windows 10 desktop below

5.1 Label the parts of the desktop labelled A, B, C and D.  (4)

… continued

32 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 REVISION ACTIVITY … continued

6. Study the icon below and answer the questions that follow:

6.1 What application can be accessed by double-clicking the above icon? (1)
6.2 Explain to someone who is NOT familiar with Windows 10 how you would use
the application.(3)
7. Explain the difference between saving and closing a file. (2)
8. Give four tips to avoid eye strain when using a computer monitor. (4)
9. Use the image below to guide learners about having good posture when using a computer.

Monitor
adjust distance and
height: top of the monitor
at eye-level and slightly
tilted

arms
relax shoulders,
forearms
parallel to the floor.
minimal bend at the wrist.

chair
should have a backrest
and armrest, adjust
height.

legs
thighs parallel to the
floor.

feet
parallel to the floor, use
a footrest if necessary.

9.1 Mention at least four points.  (4)

POSTURE CORRECT SITTING POSTURE CORRECT STANDING POSTURE
 TOTAL: [29]

AT THE END OF THE CHAPTER

Use the checklist to make sure that you worked through the following and that you
understand it.

NO. DID YOU ... YES NO

1. Learn how to switch on a computer.
2. Learn how to use a mouse correctly.
3. Identify the different icons and what it means when using a mouse.
4. Use your desktop.
5. Learn about the operating system and the different components of the OS.
6. Learn about the GUI interfaces.
7. Understand the importance of using the correct posture when using
the computer.
8. Understand the importance of ergonomics.

term 2 I chapter 2 Using a computer I Unit 2.2 Posture and ergonomics 33

 TERM 2

CHAPTER
FILE MANAGEMENT
3
CHAPTER OVERVIEW
Unit 3.1 Basic concepts of file management
Unit 3.2 File types

At the end of this chapter, you should be able to:

●● Understand the basic concepts used in file management.
●● Organise files and folders on the computer.
●● Identify the different file types.

INTRODUCTION
Having an effective computer filing system can make a huge difference in your everyday life.
Firstly, it helps to save time, but most importantly, it helps you to be more organised.
Take note
In this chapter, we look at what file organisation is, how we can achieve file organisation and
Before you can start with the different types of files you can find on your computer. You will also learn about the
this chapter, you must have importance of file management, and how you can organise, delete, restore, move, view and
worked through the chapter
sort files and folders. Furthermore, you will learn about the basic accessories that Windows
on how to use a computer.
comes with, as well as how to install a printer.

34 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 UNIT

3.1 Basic concepts of file management

File management on a computer is similar to filing documents in a filing cabinet. A filing

cabinet is used to store paper files in cardboard folders. In the same way, we can store files
and folders on a computer.

Figure 3.1 shows the This PC folder with the sub-folder Music. This folder contains sub-folders
that are organised according to the name of the artist or group. This is to give you an idea of
how file management looks on a computer. In Windows, folders are used to organise files.

Figure 3.1: Folders used for file management

Folders are stored on a drive in a computer. Data is stored on and retrieved from a disk
drive. Each drive will indicate the type of storage medium, for example, whether it is a hard
disk, USB drive, CD, DVD, or so on. Figure 3.2 shows an example of the different drives that
can be found on a computer.

Figure 3.2: Different storage media on a computer

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 35
 The capital letters and colon indicate what type of disk it is. For example, from Figure 3.2,
you can see the following:
●● The C: Which is also known as the C-drive, usually refers to the hard disk drive (HDD).
●● The D: Which is also known as the D-drive, usually refers to a CD or DVD drive.
●● Other letters are also used to indicate storage media, for example, in this case F:,
which refers to a removable disk (USB). Storage media, such as DVDs, USBs and hard
drives, do not save data to the disks on the computer.

FOLDERS
A Windows operating system organises its drives, folders and files in a hierarchical folder
structure. Files are stored on a computer inside folders. Folders are used to organise a
computer’s files so that it can be found easier. A folder will contain sub-folders and then files.

In the following example, we will explain a folder by comparing it to a tree. The structure is
the shape of a pyramid, where each row of items is linked to the items beneath it. Because
of this pyramidal structure, this hierarchical structure is also known as an “inverted tree”.

Figure 3.3 shows an example of an inverted tree.

Figure 3.3: Hierarchical tree

The different drives, such as the different hard drives, CD/DVD drive, USB drives, as well as
network drives, are found in the row below the root. Folders linked to the specific drives are
then shown in the next row.

Any sub-folders and files found in the folder above are shown in the next row. This pattern
continues until the final row only contains files.

The highest level of the tree structure of a drive is, therefore, called the root directory and is
stored on the hard-disk drive of a computer. The documents then form a sub-folder of the
root directory C-drive, which is written as C:\.

36 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

FILE PATH
A file path shows the location of where a file, web page, or other item is located on the
computer. The file path shows you to which storage device the file is saved (i.e. the drive
letter), in which folder and sub-folders the file is saved, the name of the file and finally, the
type of file (given by the file extension).

For example, Jane has a music folder where she keeps her songs. Figure 3.4 shows an example of
this file path. Something to know
FOLDER FILENAME When using file paths in
Windows, you must always
C:\Music\Beethoven\Moonlight.mps
use back slashes (and NOT
forward slashes). Windows
uses back slashes for
DRIVE LETTER SUBFOLDER EXTENSION
paths, although everything
Figure 3.4: Example of a file path else seems to use
As Figure 3.4 shows, each file’s unique file path starts with the storage device drive letter. After the forward slashes.
drive letter, you will see the name of the file’s folders and sub-folders. A back slash (\) is used to
separate the drive letter, and the different folders and files. Finally, the file path ends with the name
and extension of the file.
Windows file names have two parts; the first part is the file name and then a period followed by an
extension. A file extension or file name extension is found at the end of a file name and shows what
type of file it is in Microsoft Windows. The extension is a three- or four-letter abbreviation that
identifies the type of file. For example, in the file name, Moonlight.mp3, the extension is mp3.

Later in this chapter, you will learn more about the different file extensions.

FINDING A FILE PATH

To find the file path of a folder, click on the address bar in File explorer.

Guided Activity 3.1

You can do this as follows:

1. Open the Computer window from the Start menu.
2. Browse to the folder for which you want the file path.
3. Click on the address bar to see the folder’s address.

Figure 3.5: Address bar

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 37
 Guided Activity 3.2

If you want to know what a file’s unique file path is, you can find it using the Properties window.
1. Open the computer window from the Start menu.
2. Look for the file you want the file path for.
3. Right click on the file and select the Properties option.
4. Click on the Security tab.
5. The file path is given at the top of the security tab as the Object name.

FILE MANAGEMENT

https://www.youtube.com/
watch?v=k-EID5_2D9U
Figure 3.6: Reading a file path from the properties window

Activity 3.1

1. Define the following terms:

a. File path
b. Disk drive
c. Folders
2. Answer the following questions based on the file path below:
C:\Documents\School\Maths.docx
a. What is shown in the file path above?
b. To what does “C:\” refer?
c. A file name consists of two elements. What are they in this diagram?
3. Using the figure below, provide the file path to get to the file: Communication.pdf.

Figure 3.7: Determining the file path for the file, Communication.pdf

38 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

ORGANISING FILES AND FOLDERS
Organising files on your computer is an important task, as it can ultimately save you lots of
time and effort! For you to find files and folders on the computer, it must be organised properly.
It is, therefore, important for you to place files in folders and give them the correct names.

In Microsoft Windows, this can be done in different ways. This section will look at the easiest
ways in which files can be copied or moved between folders, renamed and deleted. You will
also learn about how to search for files on a computer.

Before you can start organising your computer, you first need to see how the computer is
currently organised.

USING A FILE MANAGER (THIS PC)

A file manager is a built-in application that is used to organise files and folders. To open the
file manager, double click on the This PC icon. The This PC folder will open up in a new
window. From here, you can start working with the files and folders.

Guided Activity 3.3

Practise using the file manager on your computer by following the steps below:
1. Click on the Start menu button in the bottom-left corner of the screen.
2. Once the Start menu opens, type in the word “explorer”. You should see a File explorer option
appear in the Start menu.
3. Click on the File explorer option, which will open the file explorer on the computer.
4. Once opened, click on the This PC option in the left panel. Here, it will show you the main folders.
From here, you can explore the computer’s organisational system by looking through the
folder structure.

Figure 3.8: Checking how the computer is currently organised

In the This PC screen, the storage devices are indicated by grey and black icons, and
include the drive letter in their name. The figure shows that there are four storage devices –
i.e. Computer (C:), Data (D:), USB Drive (F:) and Recovery (E:). By double-clicking on any of
these storage devices, it will open, and you can browse the files and folders stored in it.
If you want to open any files or folders, you should double-click on them.

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 39
 After you have examined the different files and folders on the computer, you can start
organising them.

As you have learned, files are stored on a computer inside directories (called folders in
Microsoft Windows). These folders are used to help organise a computer’s files so that files
can be found more easily. Each folder can contain any number of files or sub-folders. For
example, a music listener might create a Music folder with all her music files in it.

Figure 3.9: A folder containing a number of music files

A more organised music listener might have a Music folder as the first folder, and then sub-
folders for each artist. It might even have a sub-folder for each style of music and then have
folders inside of that for each artist. This would make it much easier to find songs by a
specific artist.

HOW TO ORGANISE
FILES AND FOLDERS

https://www.youtube.com/
watch?v=HDmwiJxzIrw
Figure 3.10: Folders can contain both files and folders

40 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

A similar strategy can be used on all storage devices to make it easier to find important files
and folders. MANAGING FOLDERS
AND FILES
An interesting way to organise
CREATING AND NAMING FOLDERS AND FILES folders and files is shown in
An important part of having an effective file structure is creating folders and sub-folders to the following YouTube video.
organise your files. This is just to give you an idea
of how you can do it. However,
in the end, you must use a
Guided Activity 3.4
system that works for you.
To create a new folder:
1. Using the File explorer, go to the location where you want to create a folder.
2. Open the Action menu by either right clicking, or by using the ALT-F shortcut key.
3. Hold the mouse cursor over the New option and select the Folder option.
4. Enter a name for the new folder and press Enter on the keyboard.

https://www.youtube.com/
watch?v=uSnpAnhV2Jo

Figure 3.11: Creating a new folder

The same procedure can be used to create new files. However, instead of selecting the
Folder option, the file type you want to create should be selected.

To create a new file:

1. Using the File explorer, go to the folder where you want to create a file, for example,
Documents.
2. Right click on an empty section of the folder.
3. Click on New, select the type of file that you want to create.
4. Enter a new name for the file.
5. Press Enter.

FILE NAMING, CONVENTIONS AND PROPERTIES

FILE NAMING AND CONVENTIONS

A file name is used to identify a file on the computer. This is the best method of organising
files and folders on the computer. Naming files properly helps you to navigate and locate
files and folders easily.

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 41
 A file-naming convention (FNC) helps keep the computer clutter-free and allows you to do
the following:
●● Know the contents of a file before you open it
●● Navigate through long lists of files for the one that you are looking for
●● Store different versions of the same document by naming them according to date

Best practices for naming files:

●● Keep file names short, but meaningful.
●● Include useful information, such as the name of the project or document on which you
are working.
●● Include the version number (e.g. v1 or -v1) and the date if there is more than one more
version. Dates should always appear as yyyy/mm/dd to organise the files in order.

Things to avoid when naming files:

●● Symbol characters, such as “\ / < > | “ ? [ ] ; = + & $ α β”
●● Abbreviations that are not easy to understand
●● Simple words, such as “draft”, “current” or “document”.

FILE PROPERTIES
The File properties window shows you a range of information about a file, such as its file
type, size, author, title and when it was changed last. The Properties window will also give
you information on how you can manipulate the file.

Guided Activity 3.5

To see the properties of a file, right click on the file name and then click on Properties.
1. The Properties dialogue box will give you information about the file, as you can see in the
figure below.

Something to know
When giving the new file a
name, make sure that you
do not accidentally change
the file extension. Changing
the file extension will
prevent Windows from
opening the file correctly.
Figure 3.12: Properties dialogue box

42 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

RENAMING FILES
The Rename command allows you to change the name of files. As with Cut and Copy, there
are three different ways to rename files.

Table 3.1: How to rename files

ACTION MENU SHORTCUT KEY LEFT CLICK

1. Select the files you want 1. Select the file you want 1. Select the file you want
to rename. to rename. to rename.
2. Right click on one of the 2. Press the F2 key on the 2. Using the mouse, click on Something to know
selected files. keyboard. the name of the
3. From the Action menu, 3. Enter a new name for the selected file. Applying the keyboarding
select the Rename option. file and press the 3. Enter a new name for the skills you have learned will
4. Enter a new name for the file Enter key. file and press the Enter key. help you rename files and
and press the Enter key. folders much quicker.

When naming files, it is important that you name the files clearly and in an orderly way.
The following are pointers to help you rename files and folders in an organised way:
●● Avoid using a structure that is too difficult to follow.
●● Since files are organised alphabetically, you need to think about the way in which you
name files.
●● Make sure that you can identify similar files based on the file names.
●● Use the dash symbol to separate different items in a file name (for example, the name
and date).

COPYING FILES
When you copy a file, a duplicate of the file is created and stored on the computer’s
Something to know
clipboard. This duplicate file can then be copied onto any storage medium connected to the Files are copied when you
computer, using the Paste command. want to share them, or back
them up for safety.
There are three ways that you can copy and paste files.

Table 3.2: How to copy and paste files

ACTION MENU SHORTCUT KEY DRAG AND DROP COPYING AND MOVING
FILES
1. Select the files you want 1. Select the file you want 1. Select the files you want
to copy. to copy. to copy. Use the section of the following
2. Right click on one of the 2. Press Ctrl+C on the 2. In a different File explorer video to create an animation
selected files. keyboard. window, navigate to the about showing what it means
3. From the drop-down Action 3. Navigate to the folder folder where you want to to copy a file:
menu, select Copy. where you want to place place the copied files.
4. Navigate to the folder the copied files. 3. While pressing the Ctrl key
where you want to place 4. Press Ctrl+V on the on the keyboard, drag the
the copied file. keyboard to paste the files. files from the source folder
5. Right click on the folder and to the destination folder.
select the Paste option from 4. Drop the files once they are
the Action menu. over the destination folder.
https://www.youtube.com/
watch?v=F7mAoa0fOts&t=18s

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 43
 MOVING FILES
Something to know When moving files, the file or files that you move are copied to a new destination, but then
Files are moved when you deleted from its original destination. When doing this, you have not created a copy file, but
want to organise them. you have moved a file from one folder to another folder.

To move files, you need to cut and paste them, and NOT copy and paste them.

Table 3.3: How to move files

ACTION MENU SHORTCUT KEY DRAG AND DROP

1. Select the files you want 1. Select the file you want 1. Select the file you want
to copy. to copy. to copy.
2. Right click on one of the 2. Press Ctrl+X on the 2. In a different File explorer
selected files. keyboard. window, navigate to the
3. From the Action menu, 3. Navigate to the folder folder where you want to
select the Cut option. where you want to place place the copied files.
4. Choose the folder where the copied files. 3. While pressing the Shift key
you want to place the 4. Press Ctrl+V on the on the keyboard, drag the
copied files. keyboard to paste the files. files from the source folder to
5. Right click on the folder and the destination folder.
select the Paste option from 4. Drop the files once they are
the Action menu. over the destination folder.

SEARCHING FOR FILES

If you are struggling to find a file on the computer, you can always search for it. The search
function allows you to look for any file that is on the computer.

To search for a file in Windows 10, you can do the following:

1. Next to the Start button, you can type to search for the file you are looking for.

Figure 3.13: Searching for files

2. In the example above, the user typed in the word “device”. You can see the search
results above the search box.

44 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

When searching for files,
●● Use different search terms: For example, if you are looking for a spreadsheet file, try
using a different file name. You could have changed the file name while saving the file.
●● Last application: If you used a specific application to open and edit the file, you can
click on File > Open > Recent. The file you are looking for might appear in the list of
files that you edited recently.
●● Move and rename the file: After you have found the file, you can give it a new file
name. Then, move it to a folder so that you can find it more easily at a later stage.
For example, if it is a new song that you downloaded, move it to the Music folder.

DELETING FILES
The Delete command enables you to remove files from the storage device. This command Take note
can be used to either remove files that you do not need anymore, or to make more space
Do not delete any computer
on the storage device. software files, as this could
cause the computer
In Microsoft Windows, deleted files are moved to the Recycle Bin. The Recycle Bin is a to malfunction.
temporary folder where deleted files are stored until you remove them from the bin. Any files
you delete will first be moved to the Recycle Bin before they are permanently deleted.

The following tables show how you can delete files from the computer and how these files
can be deleted from the Recycle Bin.

Table 3.4: How to use the Recycle Bin

ACTION MENU SHORTCUT KEY

1. Select the files you want to remove. 1. Select the files you want to remove.
2. Right click on one of the selected files. 2. Press the Delete key on the keyboard.
3. From the Action menu, select the 3. Click on the Yes button to remove the files.
Delete option.
4. Click on the Yes button to remove the files.

Table 3.5: How to remove files from the computer permanently

EMPTY THE RECYCLING BIN SHORTCUT KEY

1. Remove the files from the computer, as 1. Select the files you want to remove. Something to know
shown in the previous steps. 2. Hold Shift and press Delete on the keyboard.
2. Go to the computer’s desktop. 3. Click on the Yes button to permanently Files that are deleted from
3. Right click on the Recycle Bin icon and remove the files. a flash drive cannot be
select the Empty Recycle Bin option. restored from the
4. Click on the Yes button to remove the files. Recycle Bin.

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 45
 RESTORING FILES
Something to know If you cannot find a file on the computer, or you have deleted it by mistake, you can still
Previous versions are, at recover the file by restoring it from the Recycle Bin to its previous version.
times, referred to as
shadow copies. Guided Activity 3.6

To restore files from the Recycle Bin, the following should be done:
1. Open the Recycle Bin by double-clicking on the icon that is usually found on the desktop.
2. Browse through the folder and select the file(s) or folder(s) that you need to restore.
3. Right click on the file or folder and from the Action menu, choose Restore.
4. The Recycle Bin will then restore the deleted file(s) or folder(s) to their original location.

Activity 3.2

1. Which solution in Column B can be used to solve the problem in Column A? Note that more than
one action can apply to a problem.

COLUMN A COLUMN B
1. Struggling to find files on the computer A. Save the file with another extension
2. B. Delete unnecessary files

3. File was copied as a shortcut C. Name the most recent version of the
file correctly
4. File was deleted by mistake D. The wrong action is used; the user needs to
use the correct shortcut key
5. User opens file, but Windows cannot open E. Organise files into folders and sub-folders
the file in a logical, hierarchical (tree) structure
6. User is using Ctrl+C on the keyboard to F. Compress files
paste files into a new folder
7. Lots of versions of the same file on the G. Recover the file by restoring it from the
user’s computer Recycle Bin to its previous version
8. The wrong file name is used for a H. Keep file names short
document; it needs to be Maths.docx but it
appears as Jenny.docx
9. There is a mix of Word files, video files, I. Convert the file to .txt
music files, PDFs, and text documents in
the Downloads folder
J. Avoid file characters
K. Save the file as another file type
L. Rename the file
M. Organise files by their file type

… continued

46 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Activity 3.2 … continued

2. Identify the drive letter, folder, sub-folder, file name and extension in the file paths below. Make a
copy of the table below in your workbook and fill in your answers under the correct heading in
the table:
a. c:\Games\Solitaire\Solitaire.exe
b. e:\Music\Pop\Jenni – Roses.mp3
c. c:\Program Files (x86)\Calculator.exe

DRIVE
# FOLDER SUB-FOLDER FILE NAME EXTENSION
LETTER
a.
b.
c.

term 2 I chapter 3 File management  I Unit 3.1 Basic concepts of file management 47
UNIT

3.2 File types

Each file has a file extension identifying the type of file and how the computer should interpret
it. A .txt file is a simple text document that contains words with no formatting. A .doc file
allows for formatted text with different fonts and images.

This section will look at the following file types:

● Text files
● Document files
● Locked document files
● Web pages
● Archives and compressed files
● Presentation files
● Spreadsheet files
● Database files
● Image files
● Animation files
● Video files
● Audio files
● Adobe Acrobat

TEXT FILES
There are two types of text files:
1. .txt (text)
2. .rtf (rich-text format)

Text files are files used to store plain text. Plain text refers to text that has no special
formatting, such as fonts, font sizes, images and so on. In Microsoft Windows, text files are
identified with the .txt file extension. Notepad is a popular application in Microsoft Windows
that is used for opening and creating text files. Figure 3.14 shows an example of a .txt file:

Figure 3.14: An example of a .txt file

Rich-text format (RTF) files can save more information than text files. This includes different
font types, such as BOLD, italic, as well as font colour. RTF files cannot be opened in Microsoft
Notepad, but can be opened in Microsoft WordPad. Both these applications are installed
with Microsoft Windows for free.

48 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

DOCUMENT FILES
Although document files (.doc, .docx and .odt) are used to store documents. It differs from
text files and rich-text files because it can store more complex information such as custom
formatting options and styles. Word processors – for example, Microsoft Word, Google
Docs and LibreOffice – can be used to create and edit document files.

Figure 3.15: Document files can store text with advanced formatting

DIFFERENT TYPES OF TEXT FILES

Jabulani is a Grade 12 learner who works almost every day on his computer on various school
assignments. He recently learned that, although two different files may look the same when not
formatted, for example a .txt file and a .doc file, the data actually differs. This means that he cannot
just change the file type of one file to another and expect the document to open.
However, computer applications have improved quite significantly in that applications, such as
Microsoft Word or LibreOffice, can convert one file type to another.

Example 3.1

To save the file in a different file format using the Save As function, Jabulani does the following:
1. By clicking on the Save As button, a dialogue box opens. This allows him to select the type of file
he wants to save his file as, for example PDF, plain text, web page and so on.
The application then makes sure that the raw data is saved in the correct way for that file
format. An example of this dialogue box is shown in Figure 3.16 on the next page.
… continued

term 2 I chapter 3 File management  I Unit 3.2 File types 49

 Example 3.1 … continued

Figure 3.16: Save As allows you to select the file type you want to use

LOCKED DOCUMENT FILES

Locked documents are documents with content that is difficult to change, or modify once
it has been created. Locked documents are generally used in situations where you want to
use the file in the format in which it was saved. Examples of locked document files would be
contracts, formal letters and shop catalogues. The two most common locked document
formats are the .pdf (portable document format) and .epub (E-PUB) file formats.

WEB PAGES
A web page is a computer file that relates to websites and web servers. Web pages include
information, such as the colours of text, backgrounds and images. It also includes links to
images and other types of multimedia.

The two most common extensions for web pages are:

1. .html 2. .htm

The only difference between the two is that .htm is used as an alternate to .html by a few
web servers that do not accept four-character extensions. Both extensions can be used on
most web servers.

ARCHIVES AND COMPRESSED FILES

Archives are types of files that can combine and compress multiple different files into one
file. For example, if you need to send 50 files in an email to a group member, it will be much
easier for you to combine and compress the files into a single .zip file, before sending the
.zip file through email. This will make it so much easier for the other person to download the
file. The .zip file will also be smaller since all the files are compressed into one file, making it
easier to send and download. After receiving the files, it can be decompressed and
accessed normally. The three main file extensions for archives are:
1. .zip 2 .rar 3 .7z

50 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

PRESENTATION FILES
A presentation file stores information using slides that can be shown consecutively.
Presentation files are used by teachers, businesses and learners where the speaker
discusses the topic using the content of the slides. Slides are short, they can contain
pictures and animations, and are generally attractive. The three main file extensions for
presentations are:
1. .ppt
2. .pptx
3. .odp

Figure 3.17: A slide in a presentation

SPREADSHEET FILES
A spreadsheet file is a file that stores information in a large table. Companies use
spreadsheets when they need to analyse large amounts of data, or do calculations. It is Something to know
also used to show data, such as checklists and class lists. The three main file extensions
for spreadsheets are: Excel spreadsheets can
have many sheets. Each
1. .xls
sheet is a separate page
2. .xlsx
that has its own data.
3. .ods

The spreadsheet file gets its .xls (and .xlsx) extension from the most popular spreadsheet
software – i.e. Microsoft Excel. Figure 3.18 is an example of someone’s academic schedule.

term 2 I chapter 3 File management  I Unit 3.2 File types 51

 Figure 3.18: Spreadsheets show data in tables

DATABASE FILES
Databases are similar to spreadsheets, except that the sheets, called tables, are all
connected to each other. For example, your school might have a database for each grade
with the full names of the learners, names of their parents, their contact details, addresses
and the amount of school fees paid. Even though these items are listed in different tables,
they are still linked together. Because of this, at the end of the month when the school needs
to send out fee statements, the database software can create a statement where your name
and surname, parents’ contact details and fees owed are all displayed on the same page.

Figure 3.19: Databases can store related information in different tables

Most programmers use databases to store important data for their software.

IMAGE FILES
There are five main formats used to store graphics:
1. .bmp (bitmap image)
2. .gif (Graphics Interchange Format)
3. .jpg or .jpeg (Joint Photographic Experts Group)
4. .png (portable network graphics)
5. .tiff (tagged image file format)

52 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

These image formats are used for cameras, scanning and printing. Most of these file formats
need not be compressed and are, therefore, ideal for printing and web graphics. Photos
taken by a camera, or pictures created using software, for example, Microsoft Paint or
Adobe Photoshop, are often saved in one of these formats.

ANIMATION FILES
Animation files are files that interpret moving images. The two most common animation file
formats are:
1. .gif
2. .swf (Small Web Format Flash)

Although both these formats create animations, they do so in two different ways.
GIF animations show normal GIF images one after another to create an animation; SWF files
use programming to move shapes on the screen, creating an animation.

VIDEO FILES
A video file format is used to store digital video data on a computer. Video file formats are
usually compressed to reduce the file size. Video files are made up of a “container” and a
“codec”. A codec is used to compress and decompress the video where the video files are
too big, causing the video not to play, or be downloaded. Examples of codecs include
FFMpeg, DivX, XviD and x264.

A container is a set of files that stores information about the digital file. For example, a
container in a video file would be a combination of both audio and video in a single file so
that the file can play both audio and video at the same time. Some common types of
containers would be AVI, FLV, WMV and MP4. Something to know
The opportunity to create
videos on PCs and mobile
devices are endless. MP4 is
one of the most common file
WMV
formats used. It uses a
separate compression for
FLV MOV
audio (m4a) and video
(m4v), and is mainly used for
sharing videos over the Web.
MP4s are generally small in
size; however, they have a
high quality even after being
AVI MP4 compressed. MP4 files are
popular, because they are
compatible with both online
and mobile browsers.
Figure 3.20: Different types of video file formats

term 2 I chapter 3 File management  I Unit 3.2 File types 53

 SOUND FILES
Sound (audio) files are similar to video files, as they are compressed before they are stored
on a computer. They are used to store audio files, such as music. Because of the popularity
of using computers to store music and videos, the .mpeg and .mp3 file types have become
very popular in recent years. Common audio file formats consist of the following:
●● .aac (Advanced Audio Coding)
●● .flac (Free Lossless Audio Codec)
●● .mp3 (Moving Picture Experts Group Layer 3 audio)
●● .wma (Microsoft Windows Media Audio).

PORTABLE DOCUMENT FORMAT (PDF)

Adobe Acrobat is an application developed by Adobe Systems where you can view, create,
print and manage files in a portable document format (PDF). PDFs are a very good file
format for saving books, or published documents that can be easily sent to another user
through email, etc.

CONVERTING A DOCUMENT TO A PDF

You can convert a document to a PDF by doing the following:
1. Click on the file that you want to be converted into PDF format.
2. Click on the File tab and choose Save As.
3. Type in the file name.
4. Using the drop-down menu, click on the PDF under the Save As type.
5. Click Save and the document will be saved in a PDF format.

Activity 3.3

1. Complete this activity by following these steps:

a. Create a sub-folder in My Documents. Name the new sub-folder: CAT Grade10.
b. Open the Word-processing application. Copy and paste any picture from the computer into the
document.
c. Save the file with the file name: Practice in My Documents.
d. Move the Practice.docx to the folder: CAT Grade10
e. Create a PDF of the Practice.docx file. Save the file in the same location.
f. Rename the PDF file to Practice_new.
g. Delete the file Practice.docx in the CAT Grade10 folder.
2. Answer the following questions about the diagram below.

… continued

54 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Activity 3.3 … continued

a. How many audio files are there?

b. What type of file is “08.Internet and the world-wide”? What application can be used to open
this file?
c. “Image (16).png” can be opened with Adobe Acrobat Reader. Is this statement true? If not,
provide the correct answer.
d. What type of program can be used to open “4.3 Handover (171129) (Waiting for SME).pptx”?
e. What is the name of the file that Excel can open up from the diagram above?

REVISION ACTIVITY

1. Each time Sipho saves a file, he saves it to the desktop of the computer. His desktop is very
cluttered and he has trouble finding the files that he needs. Advise Sipho on a more effective
way to organise his files. (4)
2. Which of the following is NOT a file extension used for graphics files?
A. .bmp
B. .gif
C. .toff
D. .jpeg(1)
3. Fred has created a folder called “Grade 10 PAT” on a school computer to save all his PAT
files. He checks on the file properties and finds that the location of the folder is c:\users\
fred\documents\Grade 10\Grade 10 PAT. Use the diagram to answer the questions below:

Users

Fred Zainab Mimi

A Documents

Practical Theory C

a. Write down the folder names of folders A, B and C. (3)

b. How many users have folders on this computer? (1)
… continued

term 2 I chapter 3 File management  I Unit 3.2 File types 55

 REVISION ACTIVITY … continued

2. Match the file extension in Column A with the associated file type in column B. Write
down only the letter of the file type (Column B) next to the number of the file extension
(Column A), e.g. 1C.
(Note: It is possible that the application from Column B may be used more than once.)

COLUMN A COLUMN B
1. doc A. Web page
2. xlsx B. Open Office presentation
3. zip C. Audio file
4. html D. Compressed file
E. Microsoft Excel spreadsheet
F. Microsoft Word document (4)

3. Which shortcut key can you use to carry out the following actions?
a. Rename a file (1)
b. Copy a folder (1)
c. Paste a document onto the desktop (1)
 TOTAL: [16]

AT THE END OF THE CHAPTER

Use the checklist to make sure that you worked through the following and that you
understand it.

NO. CAN YOU ... YES NO

1. Explain the importance of file management.
2. Find a file path.
3. Find a file using a file path.
4. Distinguish between a file and a folder.
5. Explain the importance of using the correct file-naming conventions.
6. Organise, copy, rename, delete, restore, and move files and folders.
7. Search, view, and sort files and folders.
8. Describe the different file types and their extensions.

56 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 TERM 2

CHAPTER
FILE AND PRINT MANAGEMENT
4
CHAPTER OVERVIEW
Unit 4.1 File management skills
Unit 4.2 File compression
Unit 4.3 Print management

At the end of this chapter, you should be able to:

●● Create shortcuts.
●● Use the Snipping Tool and Print Screen to take screenshots.
●● Compress and decompress files and folders.
●● Add new peripherals, such as a printer and mouse.
●● Change the default printer.
●● Explain what queue management is.
●● Print files.

INTRODUCTION
When you open an application using the menu system, it can sometimes be time consuming.
An easy way to save time is to create a shortcut for an application or program that you use
often. In this section, you will learn how to create shortcuts, take screenshots, as well as
how to compress and decompress files.

Print management is the managing and monitoring of various print tasks. Before learning
how to print, you will learn how to add a new peripheral device, as well as how to do basic
printing and apply printer queue management.

term 2 I chapter 4 File and Print Management 57

UNIT

4.1 File management skills

In this section, you will learn about basic computer management tasks that you need to do
when working on a computer.

CREATING SHORTCUTS
This section will look at how to create a shortcut on the desktop for your favourite program,
application, or website, for easy access. There are different ways to create shortcuts and in
this section, we will look at some of these ways.

Guided Activity 4.1

Option 1: If you want to create a desktop shortcut for your favourite program or file, do the following:
1. Right click on the .exe file.
2. Select Send To:
3. Click on Desktop (create shortcut) to create the shortcut.
A shortcut of this program will then be created on the Windows desktop.

Figure 4.1: Creating a shortcut for a program

If you select Create Shortcut (indicated with the red rectangle), the shortcut will be created in the
same location. In this example, the shortcut will be created in the Music folder.

58 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Guided Activity 4.2

Option 2: Another way of creating a shortcut would be to right click on the desktop, and then select
New and then Shortcut.

Figure 4.2: Creating a shortcut on the desktop

This will open the Create Shortcut wizard dialogue box.

Figure 4.3: Create Shortcut wizard dialogue box

This wizard will help you to create a shortcut on the desktop.

term 2 I chapter 4 File and Print Management I Unit 4.1 File management skills 59
 Guided Activity 4.3
Something to know
Option 3: Lastly, we will look at creating a shortcut for your favourite website. The method might
This only works using the
differ for different operating systems. For this example, we will look at creating a shortcut for a
Google Chrome browser;
website using the Google Chrome browser.
not in Edge or
Internet Explorer. 1. Open your favourite website or web page.
2. Click on the Options button on the top right-hand side of the web page, as seen in Figure 4.4:

Something to know
Desktop shortcuts can save Figure 4.4: Web browser shortcut
you time to find a specific
3. Go to More tools, from the drop-down menu and choose Create shortcut.
file, folder, or even
A dialogue box will appear asking you if you want to create the shortcut.
a website.
4. Click on Create, and the shortcut will be placed on the desktop.

TAKING SCREENSHOTS
A screenshot is an image of how the computer screen looks the moment you capture the
screen. For example, it is a snapshot of whatever is displayed on the computer screen at
that time.

Different models of computers have different shortcuts on how to take a screenshot. For
most cases, you will press the ALT key and the PrtSc (print screen) key on the keyboard at the
same time to take a screenshot of the selected window. PrtSc on its own takes a screenshot
of the whole desktop.

This image is then saved to the clipboard. The clipboard is a memory space on the computer
where data or graphics that are copied or cut are temporarily stored.

60 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Guided Activity 4.4

To save the screenshot permanently, you can paste it into an application. In this example, the
application is Paint. Do the following:
1. Open Paint.
2. Select Edit then Paste from the menu bar of the Paint window. An easier way to paste the
screenshot will be to use the hotkeys (Ctrl+V ) and the image will be pasted into Paint.
3. You can then save the screenshot by clicking File and then Save As from the Paint window’s
menu bar.
4. You can use the hotkeys (Ctrl+S) and save the file with the file name and file location you want,
and then select Save.

Activity 4.1

1. Create a new folder on the computer. Name it Practice.

2. In the folder, create a shortcut to the following:
a. Favourite document in My Documents folder
b. Two of your favourite programs
3. Open the Practice folder. Take a screenshot with Print Screen (PrtSc) of what is displayed on the
screen.
4. Paste the screenshot in Paint.
5. Save the image as Practicescreen.jpeg.
6. Move this image to the Practice folder.

term 2 I chapter 4 File and Print Management I Unit 4.1 File management skills 61
 UNIT

4.2 File compression

Compressed files can be referred to as archived or zipped files and can contain many
separate files in one large archive. This takes up much less space than the original files.
Decompressing files is pretty much the opposite of compressing the files, which means to
expand the archived or zipped folder back into its original form. In Windows, you can
compress (zip) and decompress (unzip) files without installing any extra programs or
applications. In this section, you will learn about compressing and decompressing files and
folders.

COMPRESSING AND DECOMPRESSING FILES AND FOLDERS

Guided Activity 4.5

Something to know
To compress files or folders using Microsoft Windows, you can do the following:
By default, the new .zip file
will have the same name as 1. From the Start menu, open This PC.
the file or folder that you 2. Select all the files and folders you want to include in the compressed folder by holding down the
compressed. However, if Ctrl key while clicking on each file.
you compress multiple files 3. Right click on the selected items and from the drop-down menu, choose Send To. Then select
and folders, the name of the Compressed (zipped) folder option. This will create a zipped file, in the same location, in
the .zip file will be the same which the files are located. The file extension for compressed folders is .zip.
as the first file that you 4. Finally, enter a name for the compressed folder.
clicked at the start of
the compression.

Figure 4.5: Compressing a folder

62 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

DECOMPRESSING FILES OR FOLDERS

Guided Activity 4.6

Something to know
To decompress files or folders using Microsoft Windows, you can do the following:
When zipping or unzipping
1. From the Start menu, open This PC. files or folders, the original
2. Look for the .zip file that you want to decompress, right click on it and choose Extract Files… files or folders are never
A dialogue box will open. You should choose the destination for the decompressed files. deleted. If you need to
3. Click on New Folder. delete these items, you will
4. Name the folder. have to do it manually.
5. Click Ok. The files will be extracted to the folder that you created.

File compression has the following multiple advantages:

●● Compressed files require less storage space. This allows you to fit more files onto
storage devices.
●● Because the files use less storage space, it can be transferred more easily and quickly
between storage devices. This is especially true when the files need to be transferred EXTRACTING ZIP FILES
over the internet.
●● Because many files can be stored in one archive, it is easier to transfer the data and to
ensure that the recipient gets all the correct files.

However, compressed files also have some disadvantages, with the most notable being:
●● Some compressed files need specific software to decompress them. Fortunately,
Windows 10 can decompress .zip files without requiring any additional software.
●● Compressing and decompressing files can take a bit of time, depending on the level of https://www.youtube.com/
watch?v=nXAYWwiDvc8
compression and the size of the files that need to be compressed.

Activity 4.2

1. When sending a file as an email attachment, the email program cannot attach the file to the
email. The following message is shown, but you do not want to send it using Google Drive.

a. Briefly explain how you can use an email to send a file as an attachment, even though it is
such a large file.
b. What is the file extension of the answer in (a)?
c. After sending the file to the recipient, how does the recipient have access to the file?

term 2 I chapter 4 File and Print Management I Unit 4.2 File compression 63
UNIT

4.3 Print management

Print management allows you to install, view and manage printers. Print management is
managing and monitoring various print tasks. Many software companies have proper print
management software that coordinates all the print jobs that need to take place.

ADDING A NEW PERIPHERAL

Some printers have software that must be installed before it is connected to the computer.
Always read the instructions that come with the printer to see if this is the case. However, in
most cases, you can connect printers immediately.

Guided Activity 4.7

To install a new printer, do the following:

1. Connect the printer to the computer, turn it on and turn the computer on.
2. Click Start and look for Control Panel > Devices and Printers > Add Printer, and then choose the
type of printer that you are installing.
3. This opens the Add Printer wizard, which will guide you on how to add the printer.

Figure 4.6: Adding a new printer wizard

Guided Activity 4.8

To add a mouse,
1. Click on Start > Devices and Printers > Add a Device.
The Add a Device window will open.
2. The window will show you a list of devices that are available to connect.
3. Click on the device that you want to connect to (in this case, the mouse).
4. Click Next and follow the instructions.

64 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

CHANGING THE DEFAULT PRINTER
If you already have a printer added to your computer, this printer will always be used as the
default printer. However, if you have more than one printer installed on the computer, you
can change the default printer.

Guided Activity 4.9

To change a default printer, you can do the following:

1. Click on Start.
2. Click on Control Panel and choose Devices and Printers.
3. Right click on the printer you want and from the drop-down menu, select the Set as
default printer.
After you have done this, the default printer will have a tick next to it to indicate that this is the
current default printer.

Figure 4.7: Changing the default printer

BASIC PRINTING
If you need to print a document or image, you can do so in the following way.
Something to know

Guided Activity 4.10 To print a number of

documents one after the
1. Select the document or image that you want to print. other, select all the items,
2. Right click on the file and choose Print. then right click on the
3. If a dialogue box appears, click OK, or the Print button. selected items and choose
Print. The documents will
be printed in the order in
The computer will immediately send the pages to the printer, which should start printing the
which they were selected.
pages automatically.

term 2 I chapter 4 File and Print Management I Unit 4.3 Print management 65
 PRINTER QUEUE MANAGEMENT
When a printer needs to print more than one document, it is placed in a queue and printed
according to the sequence that it was selected.

Guided Activity 4.11

To check what you are printing:

1. Click on Start.
2. Select Control Panel > Devices and Printers.
3. Double-click on the Default Printer.
Something to know
The Printer window will open and this will show in the order in which the documents will be printed.
If you need to cancel or
pause a print job, you can
right click on the file in the
printer queue window and
select the action
you require.

Figure 4.8: Files in printer queue

Activity 4.3

Mimi has her own business and wants to buy a new printer, which she needs to connect to her
desktop. She is going to use her printer to print quotations and invoices for her clients. She also
needs to connect the printer to the desktop in the office.
1. Should Mimi buy a laser or an ink tank printer? Motivate your answer. Consider the cost of the
printer, as well as the printing cost.
2. Mimi’s focus is on the quality of the print-outs rather than cost. Which printer should she buy?
3. After she has bought her printer, briefly explain to Mimi how she should connect this printer to
the desktop.
4. Explain why nothing is printing after Mimi has connected the printer to the desktop.

REVISION ACTIVITY

1. The following icon appears on the desktop of a computer:

2. a. How can you tell that the icon is a shortcut? (1)

b. What is the benefit of using a shortcut to an application? (1)
c. How would you launch the application using the shortcut? (1)
d. What is the name of the application to which the shortcut refers? (1)
… continued

66 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 REVISION ACTIVITY … continued

3. a. What is the name of the Windows 10 tool that can be used to create a screenshot? (1)
b. What is the difference between pressing PrtSc and pressing Alt together with PrtSc
(Alt +PrtSc )?(2)
4. The screenshot below shows the printers that are installed on Thalia’s computer.

a. What is the name of the default printer? (1)

b. Describe briefly how you would make it the default printer. (2)
5. The screenshot below shows a list of documents waiting to be printed.

a. What is the name given to this list of documents? (1)

b. You have decided that you no longer want to print the Microsoft Word document.
Describe briefly how you would remove this document from the list. (2)
c. You need special paper to print the full-page photo. You are only able to purchase the
special paper the next day. Describe briefly what you would do to temporarily prevent
the photo from printing. (2)
6. Samiya, a Grade 10 learner, has a folder called Grade 9, which is taking up a lot of space
on her computer. How could she reduce the amount of space the folder takes up without
deleting any of the files inside the folder? (2)
 TOTAL: [17]

AT THE END OF THE CHAPTER

Use the checklist to make sure that you worked through the following and that you
understand it.

NO. CAN YOU ... YES NO

1. Create different types of shortcuts.
2. Take screenshots.
3. Compress and decompress files and folders.
4. Add a new printer and mouse.
5. Change the default printer.
6. Describe what queue management is.
7. Print a file.

term 2 I chapter 4 File and Print Management I Unit 4.3 Print management 67
 TERM 2

CHAPTER
HARDWARE
5
CHAPTER OVERVIEW
Unit 5.1 What is hardware?
Unit 5.2 Input devices
Unit 5.3 Output devices
Unit 5.4 Storage devices
Unit 5.5 Green computing

At the end of this chapter, you should be able to:

●● Define and describe what hardware is.
●● List the various types of ports and connectors.
●● Define input.
●● Discuss the types of input.
●● Discuss the common input devices used.
●● Define output.
●● Identify the different types of output.
●● Discuss the common output devices used.
●● Define storage.
●● Identify the different storage devices used.
●● Use different methods to connect peripherals.
●● Understand the importance of green computing and recycling.

INTRODUCTION
Have you ever wondered what we would do without computers in this day and age? Pretty
much everything in this world works with computers; from using an ATM, to buying groceries
and making new friends. We live in a world where, after you have bought a new computer,
taken it home and, before even unpacking it, there is an advertisement for a new computer
that makes yours now outdated.

68 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

According to Moore’s law (1970), computer processor speeds will double every two years.
For this to happen, a computer’s components must be improved on a continuous basis.

Looking back to where computers started, you will realise that it was not at all as complex
or technologically advanced, such as the ones we have today. In the early 1600s to 1800s,
people started thinking of building a device that could solve complex problems and
calculations easier and faster than what they could do manually. They wanted a device that
could add and subtract. As a result, the first digital calculator that could add and subtract
was built by the 18-year-old Blaise Pascal in 1642.

As the years went by, newer and better calculators and computers were built. One of the
first complex machines that forms an important part of the computer history, was the ENIAC,
built for the US army between 1943 and 1946. It was a very big computer that could do
thousands of calculations.

After that, computers started changing the world more and more as it became smaller,
faster and smarter.

term 2 I chapter 5 Hardware 69

 UNIT

5.1 What is hardware?

A computer consists of two major parts – i.e. hardware and software.

HARDWARE BASICS
Hardware refers to all the physical parts or components of a computer, such as the monitor,
Have a look at this video to see a
keyboard, computer data storage, graphics card, sound card and motherboard. Software
3D virtual tour of hardware:
refers to the instructions that can be stored and run by hardware.

There are many different kinds of hardware that can be installed inside, or connected to the
outside of a computer. To make it easier for you to understand, we will divide it into the
following categories:
●● Input devices
●● Output devices
https://www.youtube.com/ ●● Storage devices
watch?v=vG_qmtdBPTU

PORTS AND CONNECTORS

Ports and connectors form an important part of a computer. Ports allow computers to
connect with different types of hardware, such as a keyboard, mouse or monitor. Many
devices use cables to connect to the computer. Devices can also be connected using Wi-Fi
(wireless), or Bluetooth (short-range wireless).

The connector (plug) which is found at the end of a cable fits into a specific port (socket) of
the computer. These ports are usually found at the back of the computer.

Figure 5.1: Port (1) and connector (2)

Table 5.1: Types of ports, common connectors and examples

PORT IMAGE OF PORT CONNECTOR USES

USB port Used to connect many devices,
such as smartphones, flash drives
and external hard drives

VGA port Used to connect monitors and

data projectors

… continued

70 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 PORT IMAGE OF PORT CONNECTOR USES
DVI port Used to connect display devices,
such as monitors

HDMI port Used to connect monitors, data

projectors and gaming consoles

3.5 mm port Used to connect audio devices,

such as speakers, head phones
and microphones

Ethernet Used to connect to a network

device, such as a switch or router

RJ-11 Used to connect an internet router

to a telephone line

ADAPTERS AND CONVERTORS

Almost every peripheral device uses an adapter to communicate with a computer. With new
technology, the type of computer ports and other computing devices change. However,
instead of buying a new computing device, you can use an adaptor convertor to provide
additional compatibility and functionality.

Types of common adaptors include the following:

●● HDMI to VGA
●● HDMI to DVI

Activity 5.1

1. Define the concept hardware.

2. Match the port in Column A with the correct device in Column B.

COLUMN A COLUMN B
1. USB Port A. Smartphone
2. USB Type C B. Flash disks, keyboard and mouse
3. VGA Port C. Network switch
4. HDMI cable D. Monitor
5. Ethernet cable E. Laptops and television

3. Briefly explain when adaptors are used.

term 2 I chapter 5 Hardware I Unit 5.1 What is hardware? 71

UNIT

5.2 Input devices

Input devices are hardware devices that allow you to enter data into the computer, or
interact with the computer.

Remember, when entering data, you are actually giving the computer an instruction to do
something. In this section, you will learn about the different types of commonly used
input devices.

COMMON INPUT DEVICES

KEYBOARD
A keyboard is used for entering information into a computer, such as letters, words, numbers
and symbols. Pressing any key on the keyboard is an input that the computer uses as data.
There are different types of keyboards, as shown in the table below.

Table 5.2: Different types of keyboards

TYPE OF KEYBOARD IMAGE

Standard keyboard
(external)

Laptop keyboard
(built-in)

Ergonomic keyboard

Gaming keyboard

… continued

72 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 TYPE OF KEYBOARD IMAGE
Foldable keyboard

Laser keyboard Something to know

The concept of pressing a
key to type text has been
around for a very long time.
One of the early inventions,
which later became the
typewriter, was invented by
Pellegrino Turri for his blind
girlfriend so that she could
write letters to him.

POINTING DEVICES
Something to know
Pointing devices are used to control the movement of the cursor on the screen. The major
pointing device is the mouse for the desktop computer and the touchpad for the laptop. The Oxford Dictionary
acknowledges both
“computer mice” and
MOUSE “computer mouses” as the
The mouse is the second most important input device of a computer. Using the mouse, you correct plural forms of the
can move the mouse pointer or cursor on the computer screen, allowing you to interact with term. For the purpose of this
book, however, we will be
the computer.
using the plural form “mice”.

There are different types of mice, as shown in the following table.

Table 5.3: Different types of mice

TYPE OF POINTING DEVICE DESCRIPTION OF MOUSE IMAGE

Wireless mouse A mouse that connects to a computer using
Wi-Fi or Bluetooth

Cable mouse A cable mouse uses a USB connector to

connect to the computer or laptop

term 2 I chapter 5 Hardware I Unit 5.2 Input devices 73

 FIRST COMPUTER MOUSE
Douglas Engelbart invented the first computer mouse in 1963. The mouse had two wheels
positioned at a 90-degree angle to each other to keep track of the movement. The ball mouse was
only invented in 1972 and the optical mouse, around 1980.

Figure 5.2: Engelbart’s mouse

Activity 5.2

1. Fill in the following crossword puzzle using the clues that are provided.
1

3 4

2 2

1 5

Across
1. A type of wireless technology mice used
2. Physical component of a computer like a mouse

Down
1. Which type of keyboard is used to minimise muscle strain
2. Used to move the pointer on a screen
3. For entering information, such as letters, words, numbers and symbols into the computer
4. Controls movement of the cursor
5. The standard keyboard
6. This allows computers to connect with different types of hardware, such as a keyboard, mouse
or monitor

74 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 UNIT

5.3 Output devices

Output devices receive data from a computer. The output device converts this data to a
display, projected image, or print-out.

COMMON OUTPUT DEVICES

MONITORS
A monitor, also known as a visual display unit (VDU), is the main output device of a
computer, as it represents data in a visual form.

Something to know
An inch is about 2.5 cm;
therefore, a 22-inch
monitor has a diagonal
length of
22 × 2.5 cm = 55 cm.
Figure 5.3: An example of an LCD monitor

The size of a monitor is measured in inches diagonally from one corner to the other.

Another important aspect of a monitor is its resolution. The clarity of text and images displayed
on the monitor depends on the screen resolution. Screen resolution is measured in pixels Something to know
(which is short for picture element). A pixel is a tiny dot of colour displayed on a monitor. The
more pixels there are, the more detailed the picture will look. The screen resolution shows you The resolution of a monitor
is measured in PPI (pixels
how many pixels the screen can show horizontally and vertically. It is written as 1 280 × 800,
per inch).
which means that the screen can show 1 280 pixels horizontally and 800 pixels vertically.

A third important characteristic is the refresh rate of a monitor. This can be defined as how
quickly the image on the monitor can be updated with the newest information.

PRINTERS
Printers allow a computer to convert electronic data (soft copy) into a hard copy (i.e. printed
out on a piece of paper). Printers are generally used to print large amounts of text and
documents, and can also be used to print graphics, such as photos.

For the purpose of this book, we will only look at the following four printers:
1. Inkjet printer: This is a very popular printer that can combine black, white and colour
printing, all at the same time. These printers operate by using cartridges that contain
the ink. When the print job starts, the ink heats up and flows through a set of tiny
holes. The heating process results in a small droplet of ink forming, which is then
released as a single dot, forming a part of the image or text. This happens continuously
until the whole image or text has been completed. This is why inkjet print-outs are

term 2 I chapter 5 Hardware I Unit 5.3 Output devices 75

 sometimes still a bit wet. This type of printer can be seen in Figure 5.4 and are
commonly used in homes.
2. Ink tank printer: An ink tank printer uses the same technology as an inkjet printer to
print documents. The difference is that an inkjet printer’s ink cartridges are replaced
with ink tanks, which hold a much larger volume of ink (up to 70 ml). The ink tanks can
be filled by the user when they are empty. Each colour is stored in a separate tank and
only the colour that is used up, has to be refilled. Ink tank printers can print 1 000
pages or more. Ink tank printers are suitable for printing documents where a large
number of copies are required.

Figure 5.4: Inkjet printer

3. Laser printer: This is a common printer used in the workplace. It can print a lot of
sheets quickly and with high quality. A laser printer works by directing a laser beam
onto a drum, which forms a mirror image of what has to be printed. This causes parts
of the drum to be magnetised. When the drum rotates, it picks up the ink powder,
called toner. The toner is then transferred to the paper, printing the letters or images on
it with a hot roller bonding the toner to the paper. An example of this printer can be
seen in Figure 5.5.
4. 3D printer: 3D printing is the process of making a three-dimensional (3D) solid model
from a digital file. It works by transforming a digital file into a 3D model by adding one
layer of material at a time.

INKJET PRINTER VERSUS

LASER PRINTER

https://www.youtube.com/
watch?v=x4Igj5zkB9U
Figure 5.5: Laser printer Figure 5.6: 3D Printer
Print resolution is measured in dots per inch (DPI). This is similar to the way pixels work on
a computer. The printer settings can be adjusted to increase or decrease the DPI. The
higher the DPI, the more dots there are, resulting in a high-quality print-out.

76 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

The following table shows the comparison between various kinds of printers.

Table 5.4: Advantages and disadvantages of different printers

TYPE OF PRINTER ADVANTAGES DISADVANTAGES

Inkjet ●● Portability: These printers are quite small in ●● Cost: Although the initial cost of the printer is
comparison to other printers and are, therefore, easy affordable, the ink cartridges are quite expensive.
to move from one place to another (portable). ●● Speed: These printers are slow and are not suitable
●● Cost: The initial cost of buying the printer is low. for high volumes of printing.
●● Page cost: Cost per page is lower than the laser type. ●● Quality: Copies might be slightly wet after the print
●● Space: Compared to a laser printer, an inkjet printer job and might require time to dry.
takes very little space on a desk.
Ink tank printer ●● Portability: These printers are comparable in size to ●● Cost: The initial cost is more than that of an inkjet
inkjet printers and can easily be moved from one printer, but comparable to that of a colour
place to another. laser printer.
●● Cost: The cost of refilling ink tanks is cheaper than ●● Speed: Comparable to an inkjet printer, but can be
replacing an ink cartridge. used for high-volume printing.
●● Page cost: Cost per page will be lower than an
inkjet printer.
Laser ●● Quality: Has high-quality print-outs. ●● Cost: A laser printer is more expensive than an
●● Speed: It can print more pages at the same time inkjet printer.
than the inkjet. ●● Space: Laser printers are much bigger and heavier
●● Cost: Replacing toner in this type of printer is than inkjet printers. It therefore takes more space.
cheaper than inkjet printers. ●● Maintenance: Servicing or fixing can be quite costly.
●● Noise: This type of printer hardly makes any noise.
3D ●● Speed: Speed of the parts of a design can be ●● Quality: The quality of a part is not as efficient as
produced much quicker than normal manufacturing a part.
manufacturing methods. ●● Expensive: 3D printing equipment and material costs
●● Labour cost: One of the main advantages of 3D are expensive.
printers is the low cost of labour. ●● Material: At the moment, the type of materials that
●● Customisation: 3D printers allow complete freedom can be used in 3D printers is mainly plastic.
for customising designs. ●● Emissions: 3D printers in homes can produce
toxic emissions.

Activity 5.3

Lesedi’s dad got an inkjet printer for the house; however, it is not working and no printing is taking
place. It seems that there is no communication between the printer and the computer.
Answer the following questions regarding the scenario:
1. Which connector do printers usually have?
2. Briefly explain why a printer is an output device.
3. List two advantages and two disadvantages of the printer that Lesedi’s dad bought.
4. Explain one possible reason why the printer and computer are not communicating.

term 2 I chapter 5 Hardware I Unit 5.3 Output devices 77

 UNIT

5.4 Storage devices

Storage devices are used to store data. There are a variety of storage devices with differences
Something to know in storage capacity, speed, portability, as well as functions. In this section, you will learn
about the different types of storage devices and how they are used – i.e. how much data
There is a difference
needs to be stored, how quickly the data needs to be transferred and how portable the
between storage media and
storage needs to be.
a storage device. Storage
media is anything that holds
information. It refers to the
digital medium that is used CONCEPTS USED IN STORAGE CAPACITY
in the storage devices, for
example magnetic disks, Before we discuss storage devices in great detail, let’s quickly look at the different capacities
cards, barcodes, etc. A storage devices can have.
storage device is a device
that uses the storage Data on computers is stored as numbers, which consist of only 0s and 1s. Computer
medium and provides a memory is made up of electronic components, which can either be on (1), or off (0). The
physical interface, such as smallest unit of data storage (0 or 1) is called a bit. A number made up of eight bits
a CD/DVD player, an (11111111) is called a byte.
external hard drive, a USB
flash drive, etc.
Table 5.5: Measuring capacity

CAPACITY DESCRIPTION
Kilobytes (Kb) This is defined as 1 024 bytes. A normal word document is usually about
100 kilobytes.
Megabytes (Mb) This is defined as a 1 024 Kb. Programs, videos and music are examples of
media that are measured in Mb. An average music file would be about 6 Mb.
Gigabyte (Gb) This is defined as approximately 1 024 Mb. In 1988, a computer had a 30 Mb
hard drive. Now, the hard drive of the average computer has about 400 Gb of
storage space.
Terabyte (Tb) One TB is approximately 1 024 Gb. External hard drives and modern computers
have at least 1 Tb of storage available.

COMMON STORAGE DEVICES

Nowadays, we are used to hundreds of gigabytes of storage capacity in our computers.
With looking at storage devices, there are three main things to remember:
1. Storage capacity: This determines how much data can be stored on the device.
2. Storage speed: This determines how quickly new information can be written to
the device.
3. Reliability: This determines the likelihood of the device breaking down.

We will look at the following storage devices:

1. Internal hard drive (fixed)
2. External hard drive (portable)
3. SD card
4. Solid-state drive (SSD)
5. Flash drive

78 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

Table 5.6: Types of common storage devices

STORAGE DEVICE DESCRIPTION USES IMAGE

Internal hard drive Internal hard drives are found inside Hard drives are the main storage
computer systems. Hard drives are not device in computers because of
really used to transfer data between their high speed and high storage
computers, or even to people. This is capacity. It is used to store data in
because most hard drives are fitted in the form of images, music,
the computer case and this is usually documents and videos.
done with screws, which makes it
difficult to move.
Modern hard drives can have up to
12 Tb of storage space.
External hard drive External (or portable) hard drives are It is quick to connect to other
non-volatile hard drives that are computers and is really good in
generally used outside the computer transferring files from computer
case and can be attached to the to computer.
computer through a USB connection
or wirelessly.

SD card SD cards, especially MicroSD cards are Due to their small size, SD cards
small storage devices that can have a are often used in portable devices,
storage capacity of up to 512 Gb. such as smartphones and
cameras to provide extra
storage capacity.
SSD Solid-state drives (SSDs) are a type of Stores data and can be used in
internal hard drive that does not some laptops to transfer data.
contain any moving parts, such as
internal hard drives. It is quite similar to
a CPU that has many small transistors,
with each transistor storing one bit of
data. Because of this, it has a much
lower storage capacity and much
higher cost per gigabyte.
Flash drives Flash disks are small, portable devices Flash drives are used when
that connect to a computer using a transferring files from computer
USB port. to computer.

LIFE SPAN OF A HARD DRIVE

Something to know
Hard drives contain sensitive moving parts and because of this, they can fail. Data stored on hard
In January 2018, SanDisk
drives should always be backed up (stored on another device). Modern hard drives can last for more
(a flash disk manufacturer)
than ten years.
unveiled the world’s
The following signs show that the hard drive might be failing: smallest one Tb flash disk
●● The computer is slowing down at the consumer electronics
●● There is a clicking or grinding sound show in Las Vegas. Although
●● The computer freezes frequently this is still only a prototype,
it may eventually completely
eliminate the need for
external hard drives.

term 2 I chapter 5 Hardware I Unit 5.4 Storage devices 79

 CAPACITY AND ROBUSTNESS OF STORAGE DEVICES
The following table summarises the average capacity and robustness for different types of
storage devices, provided that they are used correctly.

Table 5.7: The average capacity and robustness of storage devices

STORAGE STORAGE
ROBUSTNESS
DEVICE CAPACITY
Internal HDD Up to 2 Tb Hard drives contain sensitive moving parts and can be
damaged if bumped or dropped, but they can last for many
years if they are treated with care.
Portable HDD Up to 2 Tb Quite robust, but can easily get damaged if dropped. Some
have a protective casing.
SSD Up to 4 Tb An SSD has no moving parts and cannot easily
be damaged.
Flash drive Up to 2 Tb Flash drives are robust as long as they are treated carefully.
They do not have moving parts.
SD card Up to 512 Gb (but SD cards are robust and cannot easily be damaged.
1 Tb is possible)

CONNECTING PERIPHERALS
A peripheral is an external device that is connected to a computer. A PC on its own cannot
function efficiently. It needs peripherals, such as a mouse or keyboard for the PC to operate
properly.

Peripherals can be both cabled (wired) or wireless, and uses USB, Bluetooth or Wi-Fi. In this
section, we will look at the different methods of connecting peripherals.

Guided Activity 5.1

CABLED CONNECTIONS (USB)

Take note To connect a keyboard with a USB cable, you can do the following:
1. Plug the USB cable of the peripheral device into the computer’s USB port.
Install any drivers 2. The computer will register the keyboard. You can then start using the keyboard immediately.
if prompted.
WIRELESS CONNECTIONS (BLUETOOTH)
To connect a new peripheral using Bluetooth, you can do the following:
1. Open Settings.
2. The Settings window will open.
3. Click on Devices.
4. From the left panel, click on the Bluetooth & other devices tab.
… continued

80 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Guided Activity 5.1 … continued

5. Turn the Bluetooth toggle switch on.

6. Click on the Add Bluetooth or other device button.

Figure 5.6: Adding a new peripheral using Bluetooth

7. Select the Bluetooth option.

8. Switch on the peripheral device.
9. A list of peripheral devices will appear. Choose the device and click it to connect.
10. Click on the connect button to pair.
11. Click Done.

WI-FI
To connect a new peripheral using Wi-Fi, you can do the following:
1. Click on Start > Devices and Printers > Add a printer.
2. The Add a printer window will open.
3. Choose the Add a network, wireless or Bluetooth printer and follow the instructions.

Activity 5.4

1. What is the smallest unit of storage capacity?

2. Which one of the following options describes the type of devices used to keep an electronic
record of work done on a computer?
A. Input
B. Output
C. Processing
D. Storage
3. Fill in the missing word: There are 1 024 kilobytes in a .
4. Generally speaking, a hard drive has an average life span of three to five years, depending on the
brand, size and type of environment.
a. Do you agree with the statement? Motivate your answer.
b. List two ways that indicate a hard disk is starting to fail.
c. Briefly explain why an internal hard disk is more prone to damage compared to a portable
hard disk.

term 2 I chapter 5 Hardware I Unit 5.4 Storage devices 81

UNIT

5.5 Green computing

Green computing is about using computers in an environmentally responsible and eco-friendly

manner. Green computing aims to reduce the use and impact of hazardous materials, maximise
energy efficiency and promote recycling of computers that are no longer being used.

Green computing tries to reduce the environmental effect of computers, by making

computers more efficient and making sure the computers are built from biodegradable
materials.

Some examples of green computing include:

●● Computers going to “sleep” after they have been inactive for a certain amount of time.
●● Data stored on SSDs use considerably less electricity than data on disk drives.
●● Improved CPU architecture allows less electricity to create more power.
●● More efficient software requires less processing and storage space, which requires
less electricity.
●● Better resource allocation means unnecessary computers in data centres can be
turned off, saving a lot of electricity.

These improvements have already made significant improvements to the energy use of
computers.

GOING GREEN WHEN PRINTING

With printing, you need to understand the negative effect that printing has on the environment.
Currently, too much paper is been wasted for printing; most printed copies are generally
ignored or thrown away after they have been used once. We should print documents when
necessary, and rather file and send documents electronically (for example, through email).
You can also save paper by printing on both sides of the paper (double-sided printing), as
well as by recycling paper.

Disposing printer cartridges in the wrong way (throwing them out in the environment) can
cause serious damage to the environment. Rather, find a disposal outlet that has special
bins for this purpose, for example, this type of outlet can be found at a local supermarket,
such as PicknPay.

Figure 5.7: Example printer cartridge recycling outlets

82 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book

 Activity 5.5

1. Explain the aim of green computing.

2. Describe three ways in which green computing can be achieved. Use ONLY examples related to
hardware and software.

REVISION ACTIVITY

1. Match the ports in Column A to the connectors in Column B.

COLUMN A COLUMN B
1. A.

2. B.

3. C.

4. D.

(4)

2. Write down the missing numbers:
a. 1 Mb = _____ Kb (1)
b. 1 Tb = _____ Mb (1)
3. In some laptops, internal hard disk drives are being replaced by SSDs.
a. What do the letters SSD stand for? (1)
b. Mention one advantage of using an SSD. (1)
c. Mention one disadvantage of using an SSD. (1)
… continued

term 2 I chapter 5 Hardware I Unit 5.5 Green computing 83

 REVISION ACTIVITY … continued

4. Mr Chotia has a small work-from-home business. He has a computer that he uses to do

basic accounting and keeps a record of appointments with clients. He also needs to print
out quotations and receipts.
a. Mr Chotia has purchased a desktop computer. Other than a printer, list three
hardware devices that are essential for Mr Chotia to be able to use the computer. (3)
b. Which of the devices mentioned in (a) above can be used as both an input and as an
output device? (1)
c. Mr Chotia has been advised to purchase a laser printer. Comment on this advice. (2)
d. Mr Chotia loads a file with a customer receipt into a word processor. He then prints
out the receipt. Which of the above (file or print-out) would be referred to as a
hard copy?(1)
e. Mention two ways in which Mr Chotia could connect the printer to the computer.
Which method would you recommend? (4)
f. Mr Chotia is an environmentally aware member of the community. Mention two ways
in which he can save paper in his business. (2)
 TOTAL: [22]

AT THE END OF THE CHAPTER

Use the checklist to make sure that you worked through the following and that you
understand it.

NO. DID YOU ... YES NO

1. Learn what hardware is.
2. List the different ports and connectors.
3. Learn what input is.
4. Learn about the different input devices.
5. Learn what output is.
6. Learn about the different output devices.
7. Learn what storage is.
8. Learn about the different storage devices and their capacities.
9. Understand the importance of green computing.

84 COMPUTER APPLICATIONS TECHNOLOGY I GRADE 10 I Theory Book