What is Computer

The term "computer" is derived from Latin word "computer" which means to calculate.

Computer is a programmable electronic device that accepts raw data as input and processes it
with set of instructions to produce result as output. It renders output just after performing
mathematical and logical operations. The device also has memory that stores the data, programs
and result of processing.

It is believed that Analytical Engine was the first computer. It was invented by Charles Babbage
in 1837. Charles Babbage is also considered as the father of computer.

On the basis of data handling capabilities, the computer is of three types:

o Analogue Computer
o Digital Computer
o Hybrid Computer

Types of Computer

We can categorize computer by two ways: data handling capabilities and size.

On the basis of data handling capabilities, the computer is of three types:

o Analogue Computer
o Digital Computer
o Hybrid Computer

1) Analogue Computer

Analogue computers are designed to process the analogue data. Analogue data is continuous data
that changes continuously and cannot have discrete values such as speed, temperature, pressure
and current.

The analogue computers measure the continuous changes in physical quantity and generally
render output as a reading on a dial or scale.

Analogue computers directly accept the data from the measuring device without first converting
it into numbers and codes.

Speedometer and mercury thermometer are examples of analogue computers.

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2) Digital Computer

Digital computer is designed to perform calculations and logical operations at high speed. It
accepts the raw data as digits or numbers and processes it with programs stored in its memory to
produce output. All modern computers like laptops and desktops that we use at home or office
are digital computers.

3) Hybrid Computer

Hybrid computer has features of both analogue and digital computer. It is fast like analogue
computer and has memory and accuracy like digital computers. It can process both continuous
and discrete data. So it is widely used in specialized applications where both analogue and digital
data is processed. For example, a processor is used in petrol pumps that converts the
measurements of fuel flow into quantity and price.

On the basis of size, the computer can be of five types:

1) Supercomputer

Supercomputers are the biggest and fastest computers. They are designed to process huge
amount of data. A supercomputer can process trillions of instructions in a second. It has
thousands of interconnected processors.

Supercomputers are particularly used in scientific and engineering applications such as weather
forecasting, scientific simulations and nuclear energy research. First supercomputer was
developed by Roger Cray in 1976.

2) Mainframe computer

Mainframe computers are designed to support hundreds or thousands of users simultaneously.

They can support multiple programs at the same time. It means they can execute different
processes simultaneously. These features of mainframe computers make them ideal for big
organizations like banking and telecom sectors, which need to manage and process high volume
of data.

3) Miniframe computer

It is a midsize multiprocessing computer. It consists of two or more processors and can support 4
to 200 users at one time. Miniframe computers are used in institutes and departments for the
tasks such as billing, accounting and inventory management.

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4) Workstation

Workstation is a single user computer that is designed for technical or scientific applications. It
has faster microprocessor, large amount of RAM and high speed graphic adapters. It generally
performs a specific job with great expertise; accordingly, they are of different types such as
graphics workstation, music workstation and engineering design workstation.

5) Microcomputer

Microcomputer is also known as personal computer. It is a general purpose computer that is

designed for individual use. It has a microprocessor as a central processing unit, memory, storage
area, input unit and output unit. Laptops and desktop computers are examples of
microcomputers.

Computer Components
There are 5 main computer components that are given below:

o Input Devices

o CPU

o Output Devices

o Primary Memory

o Secondary Memory

The operations of computer components are given below:

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1) Inputting: It is the process of entering raw data, instructions and information into the
computer. It is performed with the help of input devices.

2) Storing: The computer has primary memory and secondary storage to store data and
instructions. It stores the data before sending it to CPU for processing and also stores the
processed data before displaying it as output.

3) Processing: It is the process of converting the raw data into useful information. This
process is performed by the CPU of the computer. It takes the raw data from storage,
processes it and then sends back the processed data to storage.

4) Outputting: It is the process of presenting the processed data through output devices
like monitor, printer and speakers.

5) Controlling: This operation is performed by the control unit that is part of CPU. The
control unit ensures that all basic operations are executed in a right manner and sequence.

Input Devices

Input device enables the user to send data, information or control signals to computer. Central
processing unit of computer receives the input and processes it to produce output.

Some of the popular input devices are:

1. Keyboard
2. Mouse
3. Scanner
4. Joystick
5. Light Pen
6. Track ball
7. Digitizer
8. Microphone
9. Magnetic Ink Character Recognition (MICR)
10. Optical Character Reader (OCR)

Keyboard

It is a basic input device that is used to enter data by pressing keys. It has different sets of keys
for letters, numbers, characters and functions. QWERTY keyboard is the commonly used
keyboard to enter data.

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Mouse

It is a hand held input device. It is used to move cursor or pointer across the screen. It generally
has left and right button and a scroll wheel between them. Laptop computers come with a touch
pad that works as a mouse. It lets you control the movement of cursor or pointer by moving your
finger over the touchpad.

Scanner

Scanner uses the pictures and pages of text as input. It scans the picture or document. The
scanned picture or document then converted into digital format or file and is displayed on the
screen as output. Flatbed scanners are the commonly used scanners.

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Joystick

It is also a pointing input device like the mouse. It is made up of a stick with spherical base. The
base is fitted in socket that allows free movement of stick. The movement of stick controls the
cursor or pointer on the screen.

Light Pen

Light pen is a computer input device that looks like a pen. The tip of light pen contains a light
sensitive detector that enables the user to point to or select objects on the display screen. Its light
sensitive tip detects the object location and sends the corresponding signals to the CPU. It also
helps you draw on the screen if needed.

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Track ball

It is a stationary input device that has ball mechanism to move the pointer or cursor on the
screen. The ball is half inserted in the device and can be easily rolled with finger or thumb. The
device has sensor to detect the rotation of ball. It is an ideal device if you have limited desk space
as you don?t need to move it like a mouse.

Digitizer

It is a computer input device that has flat surface and usually comes with a stylus. It enables the
user to draw images and graphics like we draw on paper with a pencil. The images or graphics
drawn on the digitizer appear on the display screen. It can be used to capture handwritten
signatures and data or images from taped papers.

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Microphone

Microphone is a computer input device that is used to input the sound. It receives the sound,
converts it into audio signals. The audio signals are converted into digital data and stored in the
computer. The microphone also enables the user to telecommunicate with others. It is also used
to add sound to presentations and with webcams for video conferencing.

Magnetic Ink Character Recognition (MICR)

MICR computer input device is designed to read the text printed with magnetic ink. It is widely
used in banks to process the cheques. The details on the bottom of the cheque (MICR No.) are
written with magnetic ink. The device reads the details and sends to computer for processing. It
can process three hundred cheques in a minute with hundred-percent accuracy.

Optical Character Reader (OCR)

OCR computer input device is designed to convert the scanned images of handwritten, typed or
printed text into digital text. It is widely used in offices and libraries to convert documents and
books into electronic files. The converted documents can be edited if required.

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Output Devices
Output device displays the result of processing of raw data that is entered in computer
through an input device. There are number of output devices that display output in different
ways such as text, images, hard copies and audio or video.

Some of the popular output devices are:

1. Monitor

o CRT Monitor

o LCD Monitor

o LED Monitor

o Plasma Monitor

2. Printer

o Impact Printers

A. Character Printers

i. Dot Matrix printers

ii. Daisy Wheel printers

B. Line printers

i. Drum printers

ii. Chain printers

o Non-impact printers

A. Laser printers

B. Inkjet printers

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 3. Projector

Monitor
Monitor is the display unit or screen of the computer. It is the main output device that
displays the processed data or information as text, images, audio or video.

The types of monitors are given below.

CRT Monitor
CRT monitors are based on the cathode ray tubes. Cathode rays tube produces beam of
electrons that strikes on the inner phosphorescent surface of screen to produce images on
the screen.

LCD Monitor
LCD monitor is a flat panel screen that is compact and light weight as compared to CRT
monitors. It is based on liquid crystal display technology. It has two layers of polarized glass
with liquid crystal solution between them. When the light passes through first layer an
electric current aligns the liquids crystals. The aligned liquid crystals allow varying level of
light to pass through the second layer to create images on the screen.

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LED monitor
LED monitors also have flat panel display and use liquid crystal display technology like the
LCD monitors. The difference between them lies in the source of light to backlight the
display. The LED monitors use light emitting diodes to backlight the display and LCD
monitors use cold cathode fluorescent light to backlight the display.

Plasma Monitor
It is also a flat panel display that is based on plasma display technology. It has small tiny
cells between two glass panels. These cells contain mixtures of gases. When voltage is
applied the gas in the cells turns into plasma and emits ultraviolet light that creates images
on the screen.

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Printer
Printer produces hard copies of the processed data. It enables the user to print images, text
or any other information on paper.

Based on the printing mechanism, the printers are of two types: Impact Printers and Non-
impact printers.

o Impact Printers

A. Character Printers

i. Dot Matrix printers

ii. Daisy Wheel printers

B. Line printers

i. Drum printers

ii. Chain printers

o Non-impact printers

A. Laser printers

B. Inkjet printers

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Impact Printer
Impact printer uses hammer or print head to print the character or images on the paper.
The hammer or print head strikes or presses an ink ribbon against the paper to print
characters and images.

Impact printers are further divided into two types.

A. Character Printers

B. Line printers

Character Printers
Character printer prints a single character at a time or with a single stroke of print head or
hammer. Dot Matrix printer and Daisy Wheel printer are examples of character printers.

Dot Matrix Printer

It is an impact printer. The characters and images printed by it are pattern of dots. These
patterns are produced by striking the ink soaked ribbon against the paper with print head.

Daisy Wheel Printer

It consists of a wheel or disk that has spokes or extensions. At the end of extensions,
molded metal characters are mounted. To print a character the printer rotates the wheel
and when the desired character is on print location the hammer hits disk and the extension
hits the ink ribbon against the paper to create the impression.

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Central Processing Unit (CPU)
Central processing unit carries out all important functions of a computer. It receives
instructions from both the hardware and active software and produces output accordingly. It
is also called processer, central processor and microprocessor. It stores all important
programs like operating system and application software. It also helps Input and output
devices to communicate with each other.

Generally, a CPU has three components:

o ALU (Arithmetic Logic Unit)

o Control Unit

o Memory or Storage Unit

Memory: It is called Random access memory (RAM). It temporarily stores data, programs
and intermediate and final results of processing.

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Control Unit: It controls and coordinates the functioning of all parts of computer. It does
not involve in processing and storing data.

ALU: It performs arithmetic and logical functions. Arithmetic functions include addition,
subtraction, multiplication and division. Logical functions mainly include selecting,
comparing and merging the data.

Hardware
All tangible physical components of computer and the devices connected to it are hardware. Some of the popular
examples of computer hardware are CPU, motherboard, monitor, mouse and keyboard.

Motherboard
Motherboard is generally a thin circuit board that holds together almost all parts of computer except input and output
devices. All crucial hardware like CPU, memory, hard drive and ports for input and output devices are located on
the motherboard. It allocates power to all hardware located on it and enables them to communicate with each other.

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Monitor
It is the display unit of the computer. It is the basic output device that renders the processed data as text, images,
audio or video.

Keyboard
It is the basic input device that is used to input data into the computer. It has different sets of keys to enter numbers,
characters and symbols.

Mouse
It is an input device that is used to point to or select objects on the display screen of computer.

Software
It is a set of programs that enables the hardware to perform a specific task. All the programs that run the computer
are software. Software is of two types; system software and application software.

1) System Software
System software is the main software that runs the computer. When you turn on the computer it activates the
hardware and controls and coordinates their functioning. The application programs are also controlled by system
software. Operating system is an example of system software.

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Operating System
Operating system is the system software that works as an interface to enable the user communicate with the
computer. It manages and coordinates the functioning of hardware and software of the computer. The commonly
used operating systems are Microsoft Windows, Linux and Apple Mac OS X

2) Application Software
Applications software is a set of programs designed to perform a specific task. It does not control or coordinate the
working of computer. A computer can run without application software. Application software can be easily installed
or uninstalled as required. Microsoft Office Suite, Adobe Photoshop and any other software like payroll software or
income tax software are application software.

Computer Memory
The computer memory holds the data and instructions needed to process raw data and
produce output. The computer memory is divided into large number of small parts known as
cells. Each cell has a unique address which varies from 0 to memory size minus one.

Computer memory is of two types: Volatile (RAM) and Non-volatile (ROM). The secondary
memory (hard disk) is referred as storage not memory.

But, if we categorize memory on behalf of space or location, it is of four types:

o Register memory

o Cache memory

o Primary memory

o Secondary memory

Register Memory
Register memory is the smallest and fastest memory in a computer. It is located in the CPU
in the form of registers. A register temporarily holds frequently used data, instructions and
memory address that can be quickly accessed by the CPU.

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Cache Memory
It is small in size but faster than the main memory. The CPU can access it more quickly than
the primary memory. It holds the data and programs frequently used by the CPU. So if the
CPU finds the required data or instructions in cache memory it doesn't need to access the
primary memory (RAM). Thus, it speeds up the system performance.

Primary Memory
Primary Memory is of two types: RAM and ROM.

RAM (Volatile Memory)

It is a volatile memory. It means it does not store data or instructions permanently. When
you switch on the computer the data and instructions from the hard disk are stored in RAM.

CPU utilizes this data to perform the required tasks. As soon as you shut down the computer
the RAM loses all the data.

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ROM (Non-volatile Memory)
It is a non-volatile memory. It means it does not lose its data or programs that are written
on it at the time of manufacture. So it is a permanent memory that contains all important
data and instructions needed to perform important tasks like the boot process.

Secondary Memory
The storage devices in the computer or connected to the computer are known as secondary
memory of the computer. It is non-volatile in nature so permanently stores the data even
when the computer is turned off. The CPU can't directly access the secondary memory. First
the secondary memory data is transferred to primary memory then CPU can access it.

The hard disk, optical disk and pen drive are some of the popular examples of secondary
memory or storage of computer.

Hard disk
It is a rigid magnetic disc that is used to store data. It permanently stores data and is
located within a drive unit.

Optical disk
It has a plastic coating. The data in optical disc is recorded digitally and the recorded data is
read with laser that scans its surface.

Pen drive
It is a compact secondary storage device. It is connected to a computer through a USB port
to store or retrieve data.

Memory Units
Memory units are used to measure and represent data. Some of the commonly used
memory units are:

1) Bit: The computer memory units start from bit. A bit is the smallest memory unit to
measure data stored in main memory and storage devices. A bit can have only one binary
value out of 0 and 1.

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2) Byte: It is the fundamental unit to measure data. It contains 8 bits or is equal to 8 bits.
Thus a byte can represent 2*8 or 256 values.

3) Kilobyte: A kilobyte contains 1024 bytes.

4) Megabyte: A megabyte contains 1024 kilobytes.

5) Gigabyte: A gigabyte contains 1024 megabyte.

6) Terabyte: A terabyte contains 1024 gigabytes.

Computer Network
A network set up by connecting two or more computers through communication channels is
called computer network. It enables computers communicate with each other and to share
commands, data and hardware and software resources.

The popular computer networks are:

o Local Area Network (LAN)

o Metropolitan Area Network (MAN)

o Wide Area Network (WAN)

Local Area Network (LAN)

As the name suggests, the local area network is confined to small geographical area like
within an office, company, school or any other organization. Ethernet cables are used to set
up LAN.

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Metropolitan Area Network (MAN)
Metropolitan area network extends over a metropolitan area like a city or town. It is set up
by connecting the local area networks of the city or town. It is ideal for the people of a
particular region to share data or information.

Wide Area Network (WAN)

Wide area network covers large geographical area. It is not confined within office, school or
a town. It is mainly set up by telecommunication lines. Big organizations like banks and
multinational companies communicate with their branches and customers through WAN.
Internet that we use is also a WAN.

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Computer Virus
Computer viruses are unwanted software programs or piece of codes that interfere with the
functioning of computer. They spread through contaminated files, data and insecure
networks. Once it enters your system it can replicate to produce copies of itself. These
copies of virus enable it to spreads from one program to other program of computer and
from one infected computer to other computer.

Types of Computer Virus

Overwrite Virus
Overwrite virus is the simplest computer virus. It overwrites the code of infected file with its
own malicious code. The content of infected file is replaced partially or completely but the
size of file does not change.

Macro Virus
Macro virus alters or infects the macros of a document or data file. It is embedded as macro
in a document and adds its codes to the macros of the document. The virus spreads when
infected documents or data files are opened in other computers.

Boot Virus
Boot virus or boot sector virus alters the boot sector program stored in hard disk or any
other storage device. It replaces the boot sector program with its own malicious version.
Usually it enters into your system through corrupt media files, infected storage devices and
insecure computer networks.

Resident Virus
Resident virus stays permanently in the primary memory (RAM) of computer. When you
start the computer it becomes active and corrupts the files and programs running on the
computer.

Multipartite Virus
Multipartite virus spreads and infects in multiple ways. It infects both the files as well as the
boot sector.

File Infector Virus

It is one of the commonly found computer viruses. It particularly infects the executable
files; the files with .com or .exe extensions. The virus becomes active when the infected file
is executed. The active virus overwrites the file partially or completely. Thus it may destroy
the original file partially or completely.

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Computer Worm
Computer worm is similar to virus but is technically different from virus. It can replicate and
spread like virus but unlike viruses it don't need a host program to spread. Being able to
self replicate it can produce multiple copies of itself. It spreads through networks such as an
email sent to an infected email id can infect your system with computer worm.

Trojan Horse
Trojan horse is a malware like a virus or worm but it is technically different from both. It
can't replicate like virus and worm. Trojan horse hides itself in a program. Once you install
any such program the trojan horse enters into your computer. It can provide unauthorized
access to your computer, send your files to other computers and may delete files or can
make other unwanted changes in your computer.

Number Systems
The language we use to communicate with each other is comprised of words and characters.
We understand numbers, characters and words. But this type of data is not suitable for
computers. Computers only understand the numbers.

So, when we enter data, the data is converted into electronic pulse. Each pulse is identified
as code and the code is converted into numeric format by ASCII. It gives each number,
character and symbol a numeric value (number) that a computer understands. So to
understand the language of computers, one must be familiar with the number systems.

The Number Systems used in computers are:

o Binary number system

o Octal number system

o Decimal number system

o Hexadecimal number system

Binary number system

It has only two digits '0' and '1' so its base is 2. Accordingly, In this number system, there
are only two types of electronic pulses; absence of electronic pulse which represents '0'and
presence of electronic pulse which represents '1'. Each digit is called a bit. A group of four
bits (1101) is called a nibble and group of eight bits (11001010) is called a byte. The
position of each digit in a binary number represents a specific power of the base (2) of the
number system.

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Octal number system
It has eight digits (0, 1, 2, 3, 4, 5, 6, 7) so its base is 8. Each digit in an octal number
represents a specific power of its base (8). As there are only eight digits, three bits (23=8)
of binary number system can convert any octal number into binary number. This number
system is also used to shorten long binary numbers. The three binary digits can be
represented with a single octal digit.

Decimal number system

This number system has ten digits (0, 1, 2, 3, 4, 5, 6, 7, 8, 9) so its base is 10. In this
number system, the maximum value of a digit is 9 and the minimum value of a digit is 0.
The position of each digit in decimal number represents a specific power of the base (10) of
the number system. This number system is widely used in our day to day life. It can
represent any numeric value.

Hexadecimal number system

This number system has 16 digits that ranges from 0 to 9 and A to F. So, its base is 16. The
A to F alphabets represent 10 to 15 decimal numbers. The position of each digit in a
hexadecimal number represents a specific power of base (16) of the number system. As
there are only sixteen digits, four bits (24=16) of binary number system can convert any
hexadecimal number into binary number. It is also known as alphanumeric number system
as it uses both numeric digits and alphabets.

Internet
Internet is a global network that connects millions of computers across the world. It uses
standard internet protocol suite (TCP/IP) to connect billions of computer users worldwide. It
is set up by using electronic, wireless and networking technologies. It is the fastest mean of
sending or exchanging information and data between computers across the world.

It is believed that the internet was developed by "Defense Advanced Projects Agency"
(DARPA) department of United States. And, it was first connected in 1969.

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Some of the popular online services provided by the Internet are:

World Wide Web: It is a collection of billions of web pages or documents that can be
viewed with a web browser.

Email: It enables the users to send or receive messages online.

Social media: It includes the websites and apps that enable the users to share pictures,
comments, audio and video.

Online games: People can play online games if they have internet access.

Software updates: People can download latest versions of operating system, application
software and other software from the internet.

Intranet
Intranet is a private network that belongs to a particular organization. It is designed for the
exclusive use of an organization and its associates such as employees, customers and other
authorized people. So, it is like a private internet that is operating within an organization.

It is based on the internet protocols (TCP/IP) and is protected from unauthorized access
with firewalls and other security systems. So, users on the intranet can access the internet
but the internet users can't access the intranet if they are not authorized for it.

Some of the benefits of intranet are:

o It is cheap and easy to implement and run.

o It enables the company to share its data, information and other resources among
employees.

o It provides a secure space to store and develop applications to support business

operations.

o It improves efficiency of the company by speeding up workflow and reducing errors.

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Extranet
Extranet is a part of an organization's intranet. It is a communication network that is based
on internet protocols (TCP/IP). It provides controlled access to firm's intranet to its trading
partners and customers. So, it is a private network that securely shares internal information
and operations of a firm with authorized people outside the firm.

Some of the benefits of extranet are:

o It acts as a single interface between company and trading partners.

o It automates firm's processes like automatically places an order with suppliers when
inventory drops.

o It improves customer service by providing customers a platform to resolve their

queries and complaints.

o It enables the firm to share information with trading partners without engaging in
paper-based publishing processes.

Website
Website is a collection of related web pages that may contain text, images, audio and video.
The first page of a website is called home page. Each website has specific internet address
(URL) that you need to enter in your browser to access a website.

Website is hosted on one or more servers and can be accessed by visiting its homepage
using a computer network. A website is managed by its owner that can be an individual,
company or an organization.

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A website can be of two types:

o Static Website

o Dynamic Website

Static website
Static website is the basic type of website that is easy to create. You don't need web
programming and database design to create a static website. Its web pages are coded in
HTML. The codes are fixed for each page so the information contained in the page does not
change and it looks like a printed page.

Dynamic website
Dynamic website is a collection of dynamic web pages whose content changes dynamically.
It accesses content from a database or Content Management System (CMS). Therefore,
when you alter or update the content of the database, the content of the website is also
altered or updated.

Dynamic website uses client-side scripting or server-side scripting, or both to generate

dynamic content.

Client side scripting generates content at the client computer on the basis of user input. The
web browser downloads the web page from the server and processes the code within the
page to render information to the user.

In server side scripting, the software runs on the server and processing is completed in the
server then plain pages are sent to the user.

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What is Microsoft Word
Microsoft Word is word processing software. It is developed by Microsoft and is part of
Microsoft Office Suite. It enables you to create, edit and save professional documents like
letters and reports.

Brief History:
Microsoft word was released in 1983 as Multi-Tool Word. Its first version was based on the
framework of Bravo which was world's first graphical writing program.

Microsoft renamed Multi Tool Word to Microsoft Word, and then in October 1983, Microsoft
released its first version for the IBM PC.

In 1985, Microsoft ported it to the Macintosh which was different from its DOS-based
counterpart, i.e. Macintosh offered various major interface changes.

In 1989, Microsoft released a new version of Word for its Windows operating systems. It
was the Microsoft Word who introduced the concept of WYSIWYG (What You See Is What
You Get), i.e. it allowed to create and display bold and italics text.

In 2014, Microsoft developed the source code for Microsoft Word for Windows 1.1a.

Microsoft Office Button

Microsoft Office Button is located on the top left corner of the window.It is a new user
interface feature that replaced the traditional "File" menu. You can also see this button in
Outlook while creating a new message, task, contact, etc.

See the image:

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When you click the button it offers a list of commands to perform different tasks which are
New, Open, Save, Save As, Print, Prepare, Send, Publish and Close. These commands are
described below the following image.

See the image:

New: This command enables you create a new file, i.e. Word document.

Open: This command allows you to open an existing file on the computer.

Save: This command is used to save a file after completing the work. You can also save the
changes made to the currently open file.

Save As: This command helps you save a new file with a desired file name to a desired
location on the hard drive.

Print: This command is used to print a hard copy of the currently open document.

Prepare: This command allows you to prepare the document for distribution, i.e. you can
view and edit the document properties and inspect the hidden metadata.

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Send:This command allows you share the document with other users, i.e. you can send a
document through e-mail or by posting to a blog.

Publish: This command allows you distribute the document to other people, i.e. you can
create a blog with the content of the document.

Close: This command is used to close the currently open file.

Quick Access Toolbar

Quick Access Toolbar lies next to the Microsoft Office Button. It is a customizable toolbar
that comes with a set of independent commands. It gives you quick access to commonly
used commands such as Save, Undo, Redo, etc.

See the image:

When you click the drop-down arrow next to toolbar it offers more commands. With a left
click you can add any of these commands to Quick Access Toolbar. You can also remove the
commands added to the tool bar. The indent, spacing values, individual styles and other
features that appear on the ribbon cannot be added to quick access toolbar. The following
image is showing the menu of quick access toolbar.

See the image:

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Title Bar
It lies next to the Quick Access Toolbar. It displays the title of the currently open document
or application. It is present on almost all windows displayed on your computer. So, if there
are several windows across the screen, you can identify each window by looking at the title
bar. In many graphical user interfaces, you can also move a window by dragging the title
bar.

See the image:

Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft Office
2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises seven
tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab has
specific groups of related commands. It gives you quick access to the commonly used
commands that you need to complete a task.

See the image:

Home tab:
The Home tab is the default tab in Microsoft Word. It has five groups of related commands;
Clipboard, Font, Paragraph, Styles and Editing. It helps you change document settings like
font size, adding bullets, adjusting styles and many other common features. It also helps
you to return to the home section of the document.

See the image:

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Insert tab:
Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add
extra features in your document. It is commonly used to add tables, pictures, clip art,
shapes, page number, etc. The Insert tab has seven groups of related commands; Pages,
Tables, Illustrations, Links, Header & Footer, Text and Symbols.

See the image:

Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your
document, i.e. you can change the page size, margins, line spacing, indentation,
documentation orientation, etc. The Page Layout tab has five groups of related commands;
Themes, Page Setup, Page Background, Paragraph and Arrange.

See the image:

References tab:
It is the fourth tab in the Ribbon. It allows you to enter document sources, citations,
bibliography commands, etc. It also offers commands to create a table of contents, an
index, table of contents and table of authorities. The References tab has six groups of
related commands; Table of Contents, Footnotes, Citations & Bibliography, Captions, Index
and Table of Authorities.

See the image:

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Mailings tab:
It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the
Ribbon. It allows you merge emails, writing and inserting different fields, preview results
and convert a file into a PDF format. The Mailings tab has five groups of related commands;
Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

See the image:

Review tab:
It is the sixth tab in the Ribbon. This tab offers you some important commands to modify
your document. It helps you proofread your content, to add or remove comments, track
changes, etc. The Review tab has six groups of related commands; Proofing, Comments,
Tracking, Changes, Compare and Protect.

See the image:

View tab:
The View tab is located next to the Review tab. This tab allows you to switch between Single
Page and Two Page views. It also enables you to control various layout tools like
boundaries, guides, rulers. Its primary purpose is to offers you different ways to view your
document. The View tab has five groups of related commands; Document Views,
Show/Hide, Zoom, Window and Macros.

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See the image:

Ruler
The Ruler is located below the Ribbon around the edge of the document. It is used to
change the format of the document, i.e. it helps you align the text, tables, graphics and
other elements of your document. It uses inches or centimeters as the measurements unit
and gives you an idea about the size of the document.

See the image:

How to Insert Text in MS Word

The basic steps to insert text or to create a new document in Word are listed below;

o Go to the start menu and look for Microsoft Word icon

o Click the icon to open the Microsoft Word

o You will see a blinking cursor or insertion point in the text area below the ribbon

o Now, as you start typing, the words will appear on the screen in the text area

o To change the location of insertion point press spacebar, Enter or Tab keys

See the image;

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How to Delete Text in MS Word
You can easily delete the text in Word including characters, paragraphs or all of the content
of your document. Word offers you different methods to delete the text; some of the
commonly used methods are given below;

o Place the cursor next to the text then press Backspace key

o Place the cursor to the left of the text then press Delete key

o Select the text and press the Backspace or Delete key

o Select the text and type over it the new text.

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How to Select Text in MS Word
Place the cursor next to the text then left click the mouse and holding it down move it over
the text then release it. The text will be selected.

Some shortcuts for selecting text are:

o To select a single word double click within the word

o To select the entire paragraph triple click within the paragraph

o To select entire document, in Home tab, in Editing group click Select then choose
Select All option or press CTRL+A

o o Shift + Arrow; hold down the shift key then press the arrow key, the word will
select the text in the direction of the arrow key. There are three arrow keys, so you
can select the text in three different directions.

See the image;

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How to Copy and Paste Text in MS Word
Word offers different methods to copy and paste text. Some of the popular methods are
given below;

Method 1;

o Select the text you want to copy

o Select the Home tab and click the Copy command

o Place the cursor where you want to paste the text

o Click the Paste command in Home tab

Method 2;

o Select the text

o Place the cursor over the text and right click the mouse

o A menu will appear; with a left click select the "Copy" option

o Now, move the cursor to a desired location and right click the mouse

o A menu will appear; with a left click select the 'Paste" option.

See the image;

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How to Save the Document in MS Word
When you create a document it is important to save the document so that it can be viewed
or reused later. The basic steps to save a document are listed below;

o Click the Microsoft Office Button

o A list of different commands appears

o Click the 'Save As' command

o it displays 'Save As' Dialogue Box

o Save the document to desired location with a desired name

You can also choose 'Save' command from the list to save the document to its current
location with same title. If you are saving a fresh document it displays 'Save As' dialogue
box.

The shortcut method to save a document is to press "Ctrl+S" keys. It opens the 'Save As'
dialogue box where you can name you document and save it to a desired location.

See the image:

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