Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.

UNIT- I Contents
Introductory concepts: Memory unit– CPU-Input Devices: Key board,
Mouse and canner. Output devices: Monitor, Printer. Introduction to Operating
systems &its features: DOS– UNIX–Windows. Introduction to Programming
Languages.

UNIT- II Word Processing:

Open, Save and close word document; Editing text – tools, formatting,
bullets; Spell Checker - Document formatting – Paragraph alignment, indentation,
headers and footers, numbering; printing–Preview, options, merge.

UNIT- III Spreadsheets: Excel–

opening,enteringtextanddata,formatting,navigating;Formulas–
entering,handlingand copying; Charts–creating, formatting and
printing,analysistables,preparationoffinancialstatements,introductiont
odataanalytics.

IV Database Concepts: The concept of data base management system;

Data field, records, and files, Sorting and indexing data; Searching records.
Designing queries, and reports; Linking of data files; Understanding Programming
environment in DBMS; Developing menu drive applications in query
language(MS–Access).

V Power point:
Introduction to Power point - Features – Understanding slide typecasting
&viewingslides – creating slide shows. Applying special object – including objects
& pictures – Slide transition–Animation effects, audio inclusion, timers.

Text Book
1 PeterNorton,―IntroductiontoComputers‖–TataMcGraw-Hill.
Reference Books
1. Jennifer Ackerman Kettel, Guy Hat-Davis, Curt Simmons, ―Microsoft 2003‖,
Tata McGrawHill.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.

OFFICE AUTOMATION
UNIT I
Introductory concepts: Memory unit– CPU-Input Devices: Keyboard, Mouse and Scanner.
Output devices: Monitor, Printer. Introduction to Operating systems & its features: DOS–
UNIX–Windows. Introduction to Programming Languages
I. INTRODUCTORY CONCEPTS:
Introduction to computers.
 A computer is a programmable machine.
The two principal characteristics of a computer are:
 It responds to a specific set of instructions in a well defined manner.
 It can execute a list of instructions.
The hardware is: wires, transistors and circuits.
The software is: Instructions and data.
Hardware components:
 Central processing unit (CPU): it is the heart of the computer that actually executes
instructions.
 Memory: used to store data and programs.
 Input device: through which data and instructions enter a computer. Ex: keyboard,
mouse etc
 Output device: it prints the result of the program. Ex: screen, printer.
 Mass storage device: allows a computer to permanently retail large amounts of data. Ex:
disk drives and tape drives.
 Every computer requires a bus that transmits data from one part of the computer to
another.
Memory: A computer system also has storage areas, often referred to as memory.
♠ Memory also known as primary storage or main memory is apart of the microcomputer
that holds data for
 Processing
 Instructions for processing the data (the program)
 Information (processed data)

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
♠ Data’s and instructions are temporarily stored. Parts of the contents of the memory is
held only temporarily, that is, it is stored only as long as the computer is turned on. When
you turn the machine off, the contents are lost.
♠ The capacity of the memory varies in different computers.
♠ Eg: the original IBM PC could hold approximately 6,40,000 instructions only.
♠ But modern computers can hold millions, even billions of characters in their memory.
♠ The memory can receive hold & deliver data when instructed to do. The memory or
working memory, which is capable of sending & receiving the data, is very high speeds.
Secondary memory or long term memory stores data not currently being used and
operates more slowly.

Secondary storage
devices
.

Input devices RAM Output devices

Control ALU CPU

unit

Registers

Block diagram of computer

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 Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.

II. CPU
The Central Processing Unit (CPU) is the primary component of a computer that acts as
its “control center.” The CPU, also referred to as the “central” or “main” processor, is a complex
set of electronic circuitry that runs the machine's operating system and apps.
What are main parts of CPU?
The central processing unit (CPU) consists of six main components:
 control unit (CU)
 arithmetic logic unit (ALU)
 registers.
 cache.
 buses.
 clock.
How the CPU and memory works?
The various steps involved for multiplying two numbers are:
1. The control unit recognizes that the program has been loaded into memory. It begins to execute
the first step in the program.
2. The program tells the user, “Enter 1st number”.
3. The user types the number 10 on the keyboard. An electronic signal is sent to the CPU.
4. The control unit recognizes this signal and routes the signal to an address in memory- address 7.
5. After completing the above instruction, the next instruction tells user, “Enter 2nd number”.
6. The user types the number 4 on the keyboard. An electronic signal is sent to the CPU.
7. The control unit recognizes this signal and routes it to memory address 8.
8. The next program instruction is executed- “Multiply 1st and 2nd numbers”.
9. To execute this instruction, the control unit informs the ALU that two numbers are coming and
the ALU is to multiply them. The control unit next sends to the ALU a copy of the contents of
address 7 (10) and address 8 (4).
10. ALU performs the multiplication: 10 x 4 = 40.
11. The control unit sends a copy of the multiplied result (40) back to memory, to address 9.
12. The next program instruction is executed: “Print the results”.

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 Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
13. To execute this instruction, the control unit sends the contents of the address 9 (40) to the
monitor.
14. Monitor displays the value 40.
15. Final instruction is executed: “End”. The program is complete.

III. INPUT DEVICES: KEYBOARD, MOUSE AND SCANNER

 An Input device is any machine that feeds data into a computer.
*Keyboard: Keyboard is an input device consisting of a typewriter. The keys on computer
keyboards are often classified as follows:
 Alphanumeric
 Punctuation keys
 Function keys
 Cursor movement keys
 Modifier keys
 Special keys
Alphanumeric keys
QWERTY keyboard is named because of the row of letters Q,W,E,R,T,Y on the top.
Alphanumeric keys are nothing but letters and numbers. Letters A to Z. numbers 0 to 9.
Alphanumeric keys with specific function are Tab, Capslock, backspace, Enter.
Punctuation keys are comma, colon, semicolon and so on.
Function keys (F1,F2,and so on) are usually arranged on the top of the keyboard.
Cursor movement keys: Arrow key, Home/End, Page up/page down
Modifier keys are shift, ctrl, alt
Special keys: insert , delete, esc, print screen, scroll lock, pause, start
* Mouse: Mouse is a device that controls the movement of the cursor on a display screen. In
particular the mouse is important for graphical user interfaces. Mouse is a pointing device.
Types of mice:
Mechanical: Mechanical sensors within the mouse to detect the direction the ball are rolling and
move the screen pointer accordingly. It has a rubber or metal ball on its underside that can roll
in all directions.
Optical: Uses a laser to detect the mouse’s movement. They respond more quickly and precisely
than mechanical and optomechanical mice, but they are also more expensive.
Optomechanical: Same as mechanical mouse, but uses optical sensors to detect.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
Mouse pad: Mouse pad is a pad over which you can move a mouse. Mouse pads provide more
traction than smooth surfaces such as glass and wood, so they make it easier to move a mouse
accurately. For mechanical mouse mouse pad is optional.
Track ball: Track ball is another pointing device. Essentially a track ball is a mouse lying on its
back. The advantage of track balls over mice is that the track ball is stationary so it does not
require much space to use it.
* Scanners:
-> Scanner is an input device that can read text or illustrations printed on paper and translate the
information into a form that the computer can use.
A computer scanner, often known as a digitizer, is a type of input device. It takes data from a
document or a photograph and converts it to digital data. A scanner, like a printer (which is an
output device), cannot receive data from the computer and can only give data to the computer.

IV. OUTPUT DEVICES: MONITOR, PRINTER

-> Output device is anything that comes out of a computer.
A)* MONITOR -> IT IS ALSO CALLED AS DISPLAY SCREEN.
There are two basic types of monitor:
1.CRT monitors: the desktop monitor which look like a television screen uses a large vacuum
tube, called a cathode ray tube. The electron gun in the CRT shoots a beam of electrons through
a magnetic coil; which aims the beam at the front of the monitor. The back of the monitor’s
screen is coated with phosphors. The screen’s phosphor coating is organised into a grid of dots.
The smallest number of phosphor dots that the gun can focus on is called a pixel.
2.Flat-Panel Monitors: there are several types of flat-panel monitors, but the most common is
the liquid crystal display (LCD) monitor. The LCD monitor creates images with a special kind of
liquid crystal that is normally transparent but becomes opaque when charged with electricity.
Classifications of monitor based on signals and colours.
* Classification of monitors based on colours: Monochrome, Grayscale, Colour.
Monochrome: Actually display two colours one for the background and another for the
foreground.
Grayscale: It is capable of displaying different shades of gray.
Colour: It can display any where from 16 to over 1 million different colours. An RGB monitor
consists of a vacuum tube with three electron guns.
* Classification of Monitors-Based on signals:

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
Digital Monitor: accepts digital signals rather than analog signals. All monitors use CRT
technology that is nothing but analog signals. Though it is a digital computer it can translate the
signals into analog signals. It is very fast and produces clear images. The low Quality video
standard’s are:
MDA :Monochrome display adapter
CGA :colour graphics adapter
EGA :enhanced graphics adapter
VGA :video graphic array
SVGA :super video graphic array
Analog Monitor:
-> It also accepts the CRT technology and it can produce the colours frequently. Low cost digital
monitors are often called TTL (transistor to transistor logic) monitors. Some monitors have
frequency, which means that they accept input at only one frequency.
* Characteristics of monitor:
Size: Normally the screen size is 14 inches. Monitors that are 16 or more inches are called full-
page monitor.
Resolution: The resolution of a monitor indicates how density the pixels are packed. A pixel is a
single point in a graphic image. Most modern computers can display 1024 by 768 pixels.
Bandwidth: The amount of data that can be transmitted in a fixed amount of time.
Refresh Rate: Display monitors must be refreshed many times per second. It is measured in
hertz (Hz).
3. Touch Screen Monitors
These monitors are also known as an input device. It enables users to interact with the computer
by using a finger or stylus instead of using a mouse or keyboard. When users touch the screen by
their finger, it occurs an event and forward it to the controller for processing.
4. LED Monitors
It is a flat screen computer monitor, which stands for light-emitting diode display. It is
lightweight in terms of weight and has a short depth. As the source of light, it uses a panel of
LEDs.
5. OLED Monitors
It is a new flat light-emitting display technology, which is more efficient, brighter, thinner, and
better refresh rates feature and contrast as compared to the LCD display.
6. DLP Monitors

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
DLP stands for Digital Light Processing, developed by Texas Instruments. It is a technology,
which is used for presentations by projecting images from a monitor onto a big screen.
7. TFT Monitors
It is a type of LCD flat panel display, which stands for a thin-film transistor. In TFT monitors,
all pixels are controlled with the help of one to four transistors. The high-quality flat-panel LCDs
use these transistors.
8. Plasma Screen Monitors
A plasma screen is a thin, flat-panel, and capable of hanging on a wall like LCD and LED
televisions. It is a brighter screen as compared to LCD displays and thinner than CRT displays.
B) PRINTERS
Printer is a device that prints text or illustrations on paper. There are many different types of

printers.
Daisy-wheel Printer, Dot-matrix Printer, Ink-jet Printer, Laser Printer, LCD &
LED Printers, Line Printers.
a) Daisy-wheel Printer:
-> A daisy_wheel printer is a disk made of plastic or metal. To print a character, the printer
rotates the disk until the desired letter is facing the paper. Then a hammer strikes the disk,
forcing the character to hit an ink ribbon, leaving an impression of the character on the paper.
Daisy wheel printers are faster and operate at 50 to 80 characters per second.
Disadvantages: Cannot print graphics, Noisy & slow.
b) Dot-matrix printer:

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 Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
-> Dot-matrix printers create characters by striking pins against an ink ribbon. Each pin makes a
dot, and combinations of dots form characters and illustrations. Dot matrix printers work up to
250 characters per second. Dot-matrix printers are inexpensive & relatively fast, but they do not
produce high quality output.
c) Ink-jet Printer:
-> Ink-jet Printers work by spraying ionized ink at a sheet of paper. A typical Ink-jet Printer
provides a resolution of 300 dots per inch.
Advantages: Price is lower than laser printers, Portable, Colour Ink-jet Printers can be used to
print full-colour documents.
Disadvantages: Slower than laser printers, Ink is costlier.
d) Laser Printer:
-> Laser Printer utilizes a laser beam to produce an image on a drum. Also called as page
printers.
Resolutions range from 300 dpi to1200 dpi .dpi (dots per inch).
Advantages: High quality print, Unlimited variety of fonts, Relatively fast.
e) LED/LCD printers are types of electro photographic printers that are identical to laser
printers in most ways. Both LCD (liquid crystal display) and LED (light-emitting diode) printers
use a light source instead of a laser to create an image on a drum.
f) A line printer is an impact printer which makes use of a continuous feed of paper and prints
one line of text at a time.

V. INTRODUCTION TO OPERATING SYSTEMS & ITS FEATURES: DOS– UNIX–WINDOWS

Operating Systems are the most important programs that run on a computer. Every general-
purpose computer must have Operating Systems to run other programs.
-> Operating systems provide a software platform on top of which other programs called
applications programs can run.
-> Operating system manages and coordinates the functions performed by the computer
hardware, including the CPU, I/O devices, secondary storage devices, and communication and
network equipment.
SOFTWARE

Applications software
Systems software

File mgmt. tools Image Word

O.S processors
9 processors
Compilers Spreadsheets
Assemblers Databases
Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.

Basic tasks:
 Recognizing input from keyboard.
 Sending output to the display screen.
 Keeping track of files & directories on the disk.
 Controlling peripheral devices such as disk drivers & printers.
Functions:
 Job Management: this software manages the jobs waiting to be processed. it recognizes
the jobs, identifies their priorities, identifies whether appropriate memory is available
,and schedules and finally runs each job at the appropriate moment.
 Batch processing: data are accumulated and processed in groups.
 On-line processing: the request for information is instantly acknowledged by the on-line
software, and the requested information is send to the terminal within few seconds.
 Data Management: manages the storage and retrieval of data.
 I/O Management: manages the input and output from a computer system.
Classifications:
Multi-User: Two or more users can run programs at the same time. Another term for
multi-user is time-sharing. Ex: UNIX
Multiprocessing: Several programs can run concurrently. Ex: Unix
*Utilities:
1. Explain the utilities of software.
-> Utility is a program that performs a very specific task, usually related to managing system
resources.
Operating Systems contain a number of utilities for managing disk drives, printers, & other
devices.
Explain the Compiler and Interpreter.
* Compiler: Compiler is a program that translates high-level language into low-level
language. It translate entire piece of source code.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
* Interpreters: Interpreter, which analyzes & executes each line of source code in
succession, without looking at the entire program
a) DOS
A DOS, or disk operating system, is an operating system that runs from a disk drive. The term
can also refer to a particular family of disk operating systems, most commonly MS-DOS, an
acronym for Microsoft DOS.
How does a disk operating system work?
 When a computer is powered on it goes through various steps called the boot process. For a
computer running a disk operating system, the following six steps are standard:
 The read-only memory (ROM) bootstrap loader reads the Master Boot Record and passes
control over to it.
 The boot record loads the disk operating system into memory, and it takes control of the
machine.
 The computer transfers data stored on a magnetic disk to its main memory, the random
access memory.
 It also transfers data to external devices attached to the computer, such as a computer screen
or printer.
 The computer provides various application programming interfaces for programs like
character input/output (I/O), memory management, program loading and termination, as well
as handling input from the user through a keyboard.
 The OS also provides file management that organizes, reads and writes files on storage. The
files are organized in a hierarchical structure of directories, subdirectories and files.
 A disk operating system doesn't have a graphical user interface (GUI). Its interface is
character-based, so users must type commands in the command line to indicate what actions
they want.
b) UNIX
Unix is a family of multitasking, multi-user computer operating systems that derive from
the original AT&T Unix, whose development started in 1969 at the Bell Labs research center by
Ken Thompson and Dennis Ritchie.
The Unix operating system consists of many libraries and utilities along with the master
control program, the kernel. The kernel provides services to start and stop programs, handles the
file system and other common "low-level" tasks that most programs share, and schedules access
to avoid conflicts when programs try to access the same resource or device simultaneously. To

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
mediate such access, the kernel has special rights, reflected in the distinction of kernel space
from user space, the latter being a lower priority realm where most application programs operate.
Some examples of unix are IBM AIX, Darwin, Solaris, HP-UX, macOS X
c)WINDOWS
Microsoft Windows is a group of several proprietary graphical operating system families
developed and marketed by Microsoft. Each family caters to a certain sector of the computing
industry. For example, Windows NT for consumers, Windows Server for servers, and Windows
IoT for embedded systems. Defunct Windows families include Windows 9x, Windows Mobile,
and Windows Phone.
The first version of Windows was released on November 20, 1985, as a graphical
operating system shell for MS-DOS in response to the growing interest in graphical user
interfaces (GUIs).
Windows is the most popular desktop operating system in the world, with a 70% market
share as of March 2023, according to StatCounter.However, Windows is not the most used
operating system when including both mobile and desktop OSes, due to Android's massive
growth.
As of September 2022, the most recent version of Windows is Windows 11 for consumer
PCs and tablets, Windows 11 Enterprise for corporations, and Windows Server 2022 for servers.

VI. PROGRAMMING LANGUAGE:

 A computer program is a set of instructions or statements (also called code) that is carried out
by the computer’s CPU.
 A program is composed of main module and sub modules.
 Modules are stored as a collection of files. Some files contain instructions for the computer
whereas other files contain data.
Executable (EXE files): An executable file is the part of a program that actually sends
commands to the processor. The processor executes the commands in the file- thus the name
executable file.
Dynamic Link Library (DLL) files: A dynamic link library is a partial EXE file. A DLL file
will not run on its own; rather, its commands are accessed by another running program. DLL file
can contain part of an executable program; these files provide programmers with an effective
way of breaking large programs into small.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
 Programming languages are higher level languages then machine code and enable the
programmer to describe a program using a variation of basic english. The resulting
description is saved in a file and called source code.
The Structured and object oriented program.
a)Structured programming:
 The name refers to the practice of building programs using a set of well-defined structures.
Sequence structure: defines the default control flow in a program. Unless directed, a computer
executes lines of code in the order in which they are written.
Selection structure: If the condition statement is true, certain lines of code are executed. If it is
false those lines of code are not executed.
Repetition structures ( or looping structure):
 The program checks condition statements and executes a loop based on the condition.
 If the condition is true, then a block of one or more commands is repeated until the condition
is false.
b)Object oriented programming:
Objects: The list of objects around you might include a book, a computer and a light.
 An attribute is simply a component of the overall description.
Ex: The attributes of car are car’s code, size, shape and so on. The car moves forward, moves
backward, opens its windows are called its functions.
 Together the attributes and the functions define the object.
 In object oriented programming every object has attributes and functions that may
encapsulate (contain) other objects.
Classes and Inheritances:
 A class consists of attributes and functions shared by more than one object. Class attributes
are called data members and class functions are represented as member functions or methods.
 Classes can be divided into sub classes. The sub class have all the attributes and methods of
the parent class. This phenomenon is called class inheritance.
Messages:
In object oriented programming messages are sent to objects, requesting them to perform a
specific function. Part of designing a program is to identify the flow of sending and receiving
messages among the objects.
Examples : C++, JAVA
C++:

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
 C++ is derived from the C language.
 The important elements added to C to create C++ are concerned with classes, objects and
object oriented programming.
 OOP programs are organized around objects, which contain both data and functions that act
on that data.
 The body of the function is surrounded by curly brackets.
 The first statement executed will be at the beginning of a function called main( ).
 The identifier “cout” is an object. It is predefined in C++ to correspond to the standard output
stream. A stream is an attribute that refers to flow of data.
# include<iostream.h>
void main( )
{ int var1, var2;
var1=20;
var2=var1+10;
cout<<”var1+10 is”<<var2; }

JAVA:
 Java was conceived by James Gosling, Patrick Naughton in 1991.
 This language was initially called “Oak” but was renamed “java” in 1995.
 Java can be used to create two types of programs: applications and applets.
 An application is a program that runs on your computer, under the Operating system of that
computer.
 An applet is an application designed to be transmitted over the Internet and executed by a
java compatible web browser.
 Java is an object oriented programming environment for creating cross platform programs.
Class ex
{
public static void main (String args[])
{
int num;
num = 100;
System.out.println( “this is num:”+ num);
num=num*2;

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode.
System.out.print(“the value of num * 2 is”);
System,out,println (num);
}
}

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