BAB-UL-ILM ACADEMY, LAHORE

Computer Science
Syed Asad Kazmi
Topic 3
 Contents

 Basic Software
 Ms Word
 Ms Excel
 Ms PowerPoint
 Electronic Record Keeping
 Internet
E-mail
 What is Microsoft Word?

 Sometimes called Winword, MS Word,
or Word, Microsoft Word is a word processor published
by Microsoft. It is one of the office productivity applications
included in the Microsoft Office suite. Originally developed
by Charles Simonyi and Richard Brodie, it was first released
on 25 october 1983.

Microsoft Word is available for Microsoft Windows, Apple

macOS, Android, and Apple iOS. It can also run on
the Linux operating system using WINE.
 Microsoft Word used for?

 Microsoft Word allows you to create professional-
quality documents, reports, letters, newsletters,
manuscripts, sign, certificates and résumés.
Unlike a plain text editor, Microsoft Word has features
including spell check, grammar check, text
and font formatting, HTML support, image support,
advanced page layout, and more.
Microsoft Word Logo

MS word Interface
 Versions of MS word

Microsoft word is 37 years old. There have been 17 versions
till now.

1.Word 95 9.Word 2007

2.Word 97 10.Word 2008
3.Word 98 11.Word 2010
4.Word 2000 12.Word 2011
5.Word 2001/Word X 13.Word 2013
6.Word 2002/XP 14.Word 2016
7.Word 2003 15.Word 2019
8.Word 2004 16.Word 2020
17.Word included with Office 365
Latest Version of MS word

 Office 2020 is the latest version of Microsoft Office
for both Windows PCs and Macs. If you subscribe to Office
365, you’ll always receive updates to the latest version of
 single system license, you
Office. If you buy a traditional
have to purchase each new version to receive it.
How many lines are there on a page
in Microsoft Word?

 By default, there are 29 lines on one page in Microsoft
Word.
 What type of files can Microsoft
Word create and use?

 Early versions of Microsoft Word primarily created and
used the .doc file extension, while newer versions of Word
create and use the .docx file extension.
 More recent versions of Microsoft Word can create and
open the following types of files.

.doc, .docm, .docx

.dot, .dotm, .dotx
.htm, .html
.mht, .mhtml
.odt
.pdf
.rtf
.txt
.wps
.xps
.xml
 What is Microsoft Excel?

 Excel is a spreadsheet application developed and
published by Microsoft. It is part of the Microsoft
Office suite of productivity software.

 Unlike a word processor, such as Microsoft Word, Excel

organizes data in columns and rows. Rows and columns
intersect at a space called a cell. Each cell can contain a single
of data, such as text, a numerical value, or a formula.
Excel was originally code-named Odyssey during
development. It was first released on September 30, 1985.
 Microsoft Excel used for?

 Excel is typically used to organize data and perform
financial analysis. It is used across all business functions
and at companies from small to large.
The main uses of Excel include:
Data entry Data management
Accounting Financial analysis
Charting and graphing Programming
Time management Task management
Financial modeling
Customer relationship management (CRM)
Almost anything that needs to be organized!
Microsoft Excel Logo

MS Excel Interface
 Versions of MS Excel

There have been 29 different versions of Excel, stretching from
1985 to the present day. These days most users have used
Excel 2016, 2019 or 365.
Excel 2003 (Windows) Excel 2004 (Mac)
Excel 2007 (Windows) Excel 2008 (Mac)
Excel 2010 (Windows) Excel 2011 (Mac)
Excel 2013 (Windows) Excel 2016 and 365
Excel 2019 and Excel 365
Older Windows versions (2002, 2000, 97, 95, 4.0, 3.0, 2.0)
Older Mac versions (2001, 2000, 98, 5, 4, 3, 2, 1)
OS/2 Versions (2.2, 2.3, 3)
Latest Version of MS Excel

 Microsoft Excel 2019 is the latest version of Microsoft
Office
How many sheets, rows, columns
and cells can a spreadsheet have?

 SHEETS
255 (BY Default Three Sheets)
 ROWS
1,048,576
COLUMNS
16384 XFD
CELLS
17,179,869,184
 What type of files can Microsoft
Excel create and use?

 The following file extensions are supported by
Microsoft Excel. The default format for saving a Microsoft
Excel workbook is .xlsx.
 More recent versions of Microsoft Excel can create and
open the following types of files.

.xls
.xlt
.xlm
.xlsx
.xlsm
.xltx
.xltm
.xlsb
.xla
.xlam
.xll
.xlw
 What is Microsoft PowerPoint?

 PowerPoint was developed by Dennis Austin and
Thomas Rudkin at Forethought Inc. It was supposed to be
named Presenter, but the name was not adapted due to
trademark issues. It was renamed PowerPoint in 1987 as
suggested by Robert Gaskins.
Sometimes abbreviated as PP or PPT.
 Microsoft PowerPoint used for?

 PowerPoint is a Microsoft presentation program that
creates a slide show of important information, charts, and
images to display during a presentation. It is most often
used for business and school presentations.
Microsoft PowerPoint Logo

MS PowerPoint Interface
Presentation Window
Presentation Window
 Versions of MS Powerpoint

There have been 16 different versions of MS PowerPoint.

PowerPoint 97 PowerPoint 2002/XP

PowerPoint 2000 PowerPoint 2003
PowerPoint 2007 PowerPoint 2010
PowerPoint 2013 PowerPoint 2010
PowerPoint 2007 PowerPoint 2003
PowerPoint 2002/XP PowerPoint 2000
Latest Version of PowerPoint

 Microsoft PowePoint 2020 is the latest version of
Microsoft Office.
 What type of files can Microsoft
PowerPoint create and use?

 Microsoft PowePoint files have the file extension
.ppt or .pptx.
 Benefits of PowerPoint

 PowerPoint provides multiple benefits to users,
including:
It is widely used, and considered the "standard" for presentation
software. If you create a PowerPoint presentation, it's more likely it will
be easier for others to open and view.

It includes many optional presentation features, including slide

transitions, animations, layouts, templates, and more.

It offers the option to export its slides to alternative file formats,

including GIF and JPG images, MPEG-4 video, PDF, RTF (rich text
format), WMV (Windows Media Video), and PowerPoint XML.
 Benefits of PowerPoint

 The following elements can be added to a Powerpoint slide:

1.Clip Art
2.Graphs
3.Tables
4.Photographs
5.Charts
6.Media Clips
7.Videos

All these elements are mainly used to enhance presentation skills and
make the slide more interactive.
 Sample MS PowerPoint Questions
and Answers

Q 1. How many maximum slides can be added in a PowerPoint presentation?
a) 50
b) 500
c) 300
d) No fixed number
Answer: (d) No fixed number
Q 2. Slide Sorter view can be selected under which of the following categories?
a) Home
b) Edit
c) View
d) Review
Answer: (c) View
Q 3. The combination of which keyboard keys can be used as a shortcut to add a
new slide in MS PowerPoint?
a) ctrl+S
b) ctrl+L
c) ctrl+M
d) ctrl+N
Answer: (c) ctrl+M
Q 4. Header and Footer option is available under which of the following
categories?
a) Insert
b) Design
c) Review
d) View
Answer: (a) Insert
Q 5. Which of the following is not included in the “Insert” category in MS
PowerPoint?
a) Shapes
b) Table
c) Equation
d) Animation
Answer: (d) Animation
Electronic Record Keeping

 Electronic Record Keeping

 Electronic records, like paper records that have been used in
Government bureau and department (B/Ds) for decades, are valuable
assets to support effective decision-making, meet operational
requirements and protect the legal, financial and other interests of the
Government and the public. Therefore, electronic records should be
properly managed and stored in a proper recordkeeping system, notably
an electronic recordkeeping system.
Keywords Electronic Record keeping system (ERKS), Internet, Electronic
Record management (ERM).
Electronic Records Management (ERM) ensures your organization has
the records it needs when they are needed.
Records management refers to a set of activities required for
systematically controlling the creation, distribution, use, maintenance,
and disposition of recorded information maintained as evidence of
business activities and transactions.
Electronic Record Keeping

Electronic Record Keeping

 Illustrations

 The key word “evidence” is used for electronic record keeping system
(ERKS). Put simply, a record can be defined as evidence that a particular event
took place: a birth, an X-ray, a purchase, a contract approval, online banking
,the sending and receipt of an email. Records management is primarily
concerned with the evidence of an organization's activities and is usually
applied according to the value of the records rather than their physical format.

 Electronic signatures have the legal standing equivalent to a person’s

handwritten signature. Doing so ensures data integrity while reducing fraud
and security concerns.

 “Any combination of text, graphics, data, audio, pictorial, or other

information representation in digital form that is created, modified,
maintained, archived, retrieved, or distributed by a computer system.” This
definition ensures that electronic records are the same as paper records.
Benefits of ERKS

 Challenges for ERKS

 Electronic records have a vulnerable nature and present unique
challenges for bureau and departments (B/Ds) to manage them in view
of :
(a)the fragility of the media (e.g. magnetic tapes, optical disc and USB
drives) upon which they are recorded;
(b)the dependency on technology to allow access and use of electronic
records which cannot be read directly without the aid of computer
software and hardware;
(c)the ease of manipulation (i.e. updated, deleted, altered intentionally
or inadvertently) without being discovered; and
(d)the absence of self-evident and ready contextual information (e.g.
who created it, when, to whom was it sent, why) to enable that electronic
records are understandable and usable over time.
 Storage Option for ERKS

Your options for storage include:

 Online. Properly designed storage in your computer system may

provide full access to appropriate users. Online access means that the
record is accessible immediately through your network (e.g., on your
network server, cloud computing). This option maintains the greatest
functionality.

 Near-line. Near-line storage includes storage in a system that is not

a direct part of your network, but that can be accessed through your
network (e.g., an optical media jukebox). This option maintains a
moderate amount of functionality.
 Storage Option for ERKS

 Offline. Offline storage refers to storage that is not accessible
through your network (e.g., removable media such as magnetic tape).
This option retains the least amount of functionality while still
maintaining records in an electronic format.

 Paper or microfilm. Printing records onto archival-quality paper for

storage or outputting them to microfilm may be acceptable as long as the
complete record, including all components and metadata, is included.
Storage Option for ERKS

 What is the Internet?

 The Internet is a global network of billions of computers and other
electronic devices. With the Internet, it's possible to access almost any
information, communicate with anyone else in the world, and do much more.

You can do all of this by connecting a computer to the Internet, which is also
called going online. When someone says a computer is online, it's just another
way of saying it's connected to the Internet.
What is the Internet?

 What is the World Wide Web?

The World Wide Web—usually called the Web for short—is a collection of
different websites you can access through the Internet. A website is made up of
related text, images, and other resources. Websites can resemble other forms of
media—like newspaper articles or television programs—or they can be
interactive in a way that's unique to computers. Website address is also known
as the URL (uniform resource locator).

The purpose of a website can be almost anything: a news platform, an

advertisement, an online library, a forum for sharing images, or an educational
site like us!

Once you are connected to the Internet, you can access and view websites using
a type of application called a web browser. Just keep in mind that the web
browser itself is not the Internet; it only displays websites that are stored on the
Internet.
 How does the Internet work?

At this point you may be wondering, how does the Internet work? The
exact answer is pretty complicated and would take a while to explain. Instead,
let's look at some of the most important things you should know.

It's important to realize that the Internet is a global network of physical cables,
which can include copper telephone wires, TV cables, and fiber optic cables.
Even wireless connections like Wi-Fi and 3G/4G rely on these physical cables to
access the Internet.

When you visit a website, your computer sends a request over these wires to
a server. A server is where websites are stored, and it works a lot like your
computer's hard drive. Once the request arrives, the server retrieves the
website and sends the correct data back to your computer. What's amazing is
that this all happens in just a few seconds!
Other things you can do on the Internet

 One of the best features of the Internet is the ability to communicate
almost instantly with anyone in the world. Email is one of the oldest and most
universal ways to communicate and share information on the Internet, and
billions of people use it. Social media allows people to connect in a variety of
ways and build communities online.

There are many other things you can do on the Internet. There are thousands
of ways to keep up with news or shop for anything online. You can pay your
bills, manage your bank accounts, meet new people, watch TV, or learn new
skills. You can learn or do almost anything online.
 Common Usage of Internet?

 Some of the ways the Internet is most commonly used today.

Finding information online

Email
Social networking
Chat and instant messaging
Online media
Everyday tasks
 Types of Internet?

Dial-up: Dial-up Internet uses your phone line
DSL: DSL connects to the Internet via a phone line
Cable: able service connects to the Internet via cable TV
Satellite: A satellite connection uses broadband but does not
require cable or phone lines; it connects to the Internet through
satellites orbiting the Earth
3G and 4G: 3G and 4G service is most commonly used with
mobile phones, and it connects wirelessly through your ISP's
network.
 Choosing an Internet service
provider

 Most ISPs offer several tiers of service with different Internet speeds,
usually measured in Mbps (short for megabits per second). If you mainly want
to use the Internet for email and social networking, a slower connection
(around 2 to 5 Mbps) might be all you need. However, if you want
to download music or stream videos, you'll want a faster connection (at least 5
Mbps or higher).
 Hardware needed

 Modem:
Once you have your computer, you really don't need much additional hardware
to connect to the Internet. The primary piece of hardware you need is
a modem.
The type of Internet access you choose will determine the type of modem you
need. Dial-up access uses a telephone modem, DSL service uses a DSL
modem, cable access uses a cable modem, and satellite service uses a satellite
adapter.
 Router:
A router is a hardware device that allows you to connect several
computers and other devices to a single Internet connection, which is known
as a home network. Many routers are wireless, which allows you to create
a home wireless network, commonly known as a Wi-Fi network.
 Hardware needed

Modem

Router
 What is E-mail?

 Short for electronic mail, e-mail or email is information stored on a
computer that is exchanged between two users over telecommunications.
More plainly, e-mail is a message that may contain text, files, images, or
other attachments sent through a network to a specified individual or group of
individuals.
The first e-mail was sent by Ray Tomlinson in 1971. Tomlinson sent the e-mail
to himself as a test e-mail message, containing the text "something like
QWERTYUIOP." However, despite sending the e-mail to himself, the e-mail
message was still transmitted through ARPANET.
 E-mail address breakdown

[email protected]

 The first portion of all e-mail addresses, the part before the @ symbol,
contains user group, or department of a company.
In our above example, support is the Technical Support department at
Computer Hope.
Next, the @ (at sign) is a divider in the e-mail address; it's required for
all SMTP e-mail addresses since Ray Tomlinson sent the first message.
Finally, computerhope.com is the domain name that the user belongs. The
.com is the TLD (top-level domain) for our domain.
 How to send and receive e-mail

 E-mail program
To send and receive e-mail messages, you can use an e-mail program, also
known as an e-mail client, such as Microsoft Outlook or Mozilla Thunderbird.
When using an e-mail client, a server that stores and delivers your messages is
used. This server is often hosted by your ISP, but can be another Internet
company. An e-mail client needs to connect to a server to download new e-
mail, whereas e-mail stored online is always available to any Internet-
connected device.
 Online e-mail
An alternative way of sending and receiving e-mail (and the more popular
solution for most people) is an online e-mail service or webmail. Examples
include Hotmail (now Outlook.com), Gmail, and Yahoo Mail. Many of the
online e-mail services, including the ones we mentioned, are free or have a free
account option.
 Standard Fields for E-mail

To: This field contains the email address where the message will be sent to.
This functions to tell the mail server where the message will be sent. In order to
send the message, To is a required field.

Subject: The subject is where the main idea of the message will be placed so
that the user on the receiving end will be able to easily search for the message
based on the content. Although not necessarily important in some modern-day
email clients, such as Gmail, the subject helps in organizing files.

Body: The body is the most important part of the email. This is where the
message will be written and includes all the necessary information which range
from images, text, and file attachments.
 Optional Fields for E-mail

From: The composing user’s email address will be displayed in this section. In
most cases, this cannot be changed unless the composing user has more than
one email linked to the account.
Attachments: Other than having the message in the body of the email,
attachments are where you will be uploading the files that should be sent along
with the main message. Attachments could be images, videos, or other files.
CC: This is an abbreviation of Carbon Copy. With the CC, the composing user
will be able to send the message to multiple email addresses other than the
original recipient.
BCC: This stands for blind Carbon Copy. The BCC has the same functionality
to that of the CC. Compared to the CC, however, the BCC keeps the names and
email addresses to some of the recipients hidden. In most cases, people who
are listed in the CC will appear as recipients. But the individuals who are listed
in the BCC will not appear in the list of recipients.
 Advantages of e-mail

Free delivery

Global delivery

Instant delivery

File attachment

Long-term storage

Environmentally friendly
 What can be sent in an e-mail?

 In addition to text messages being sent over e-mail, it is also possible
to attach a file or other data in an e-mail. For example, an attachment could
be a picture, PDF, word processor document, movie, program, or any file
stored on your computer. However, because of some security issues, it may
not be possible to send certain types of files without additional steps. For
example, many companies block .exe files from being sent over e-mail and
would require you to compress the file into a .zip file. Also, most e-mail
providers have file size restrictions that would prevent any large files or
programs from being sent over e-mail.
Should I use "e-mail" or "email" in
my writing?

 Both "e-mail" and "email" are valid words and what you decide to use
should be determined by the style guide you're following. Computer Hope
chooses to use a hyphen in "e-mail" because it is a compound noun that is
made of the words "electronic" and "mail."
Difference between Email & Gmail

Difference Types of E-mail
