Input unit: - This unit contains devices with the help of which Hardware refers to all the physical

sical entries of the machine which Input and output devices are the peripheral devices that are
we enter data into computer. This unit is link between user and can be touched or seen with the eye e.g. Keyboard, Monitor, attached to the Central Processing Unit (CPU). These devices
computer. Input devices translate the human being information Mouse and CPU etc.It helps to run the software. The hardware act as a communication between a man and a machine because
into the form understandable by computer. The input, output configuration shows capabilities and limitations of any they provide to put every type of data inside the computer and
and storage devices are described as online, when they are computer system. On the basis of hardware, computers are provide the result of various operations performed on computer.
directly connected to CPU, when not corrected directly they are categorized into Mini, Micro and Main Frame etc. The These devices are so essential to be attached with the computer
described as offline. Examples of input devices:- Keyboard, hardware configuration further tells about the various that without either device, we can no accomplish our operations
Mouse, Light Pen, Scanner, Joystick, Voice recognizer, instructions that will be carried out per second and with what completely.
Cardreader, Digitizer, Floppy drive, Disk drive, Tape drive, accuracy and speed. The knowledge of hardware components
OCR (Optical Character Reader), OMR( Optical Mark Reader) like microprocessor, chip size, other control units, size of the The word ‘input’ means to put something in. So these devices
etc. memory etc. helps to know the nature of the computer that we are used to put the data inside the computer hence called input
are going to use. The components of the hardware mainly devices.These devices are used to enter the data into the
Output unit: - Output unit consists of drives with the help of include processing unit, Memory Unit, control unit, input and computer as well as to instruct the computer in any of the given
which we get the information form computer. Output unit is a output unit. ways such as using voice, typing, clicking or touching the
link between computer and users. Output devices translate the screen. An input device is the main way to communicate
computer’s output into the form understandable by users. Software is a set of computer programs which are designed to between a man and machine because it provides us with storing
Examples of output devices: - VDU (Visual Display Unit), Line develop to perform specific task desired by the user or by the the required data to the computer to maintain that for home or
printer, Dot matrix printer, Color graphic terminal, Graph computer itself. So software makes the computer to do work. business purpose. The names of some main input devices are
plotter etc. There are two types of Software. given below: Keyboard, Mouse, Joystick, Light pen, Locator,
Web Camera, Scanner, Touch Screen and voice input.
ALU (Arithmetic & Logic Unit):- This unit consists of two System Software is a collection of programs designed to
subsections namely: (i) Arithmetic Section. (ii) Logic Section. i. manage and control the computer system. System software is As the name suggests, these devices are used to produce the
Function of Arithmetic section is to perform arithmetic generally provided by computer manufactures. These softwares output either on screen or printer. The output may be in the
operations like addition,subtraction, multiplication & division. perform a variety of functions like memory management, form of soft copy, hard copy or voice where the soft copy
All complex operations are done by making repetitive use of resource accounting, I/O management, file management etc. output is the screen’s output, hard copy output is the printer’s
above operations. ii. Function of Logic section is to perform The system software is responsible for the proper functioning of output and the voice output is the speaker’s output. An output
logic operations such as comparing, selecting, matching & the application software on a system. There are several types of device also provides the communication between the computer
merging of data. system software, such as operating systems, and utility and the user and produces the results of various operations,
programs. performed on computer. The names of some main output
Control Unit: - Control unit controls the operations of all parts devices are given below: A monitor is the most commonly
of computer. It does not carry out any actual data processing Application Software is the program or set of programs use to output device. It is also called a screen or VDU (Visual Display
operations. Functions of this unit are:- It retrieves instructions perform various tasks. All programs prepared by user and for Unit). It is just like a TV screen that displays the text and
from the main memory and determines what is to be taken. It the user come under the category of application software. graphics on its screen. It displays everything which is typed
then retrieves the data required to be processed from the main Examples of application software are payroll software, for the through keyboard and also produces the results of the programs
memory. It causes the CPU to actually carry out required user, inventory control software, railway reservation software, and calculations performed on computer.
operations and determines whether the required operations have word processors, (Word star, Word perfect), spreadsheets (MS
been carried out or not. It places the processed results in the Excel, Lotus 123). The application software is enabling to run A printer is also the main output device which produces output
output area of the memory. It fetches (to bring, to get) the next without the system software. on paper called a hard copy output. Any type of data i.e. text
instruction from the memory and repeat the whole cycle of and graphics displaying on the monitor can be printed on the
operations outlined above. In addition to the above, the control paper by the printer. A plotter is also an output device which is
unit also oversees to ensure that erroneous data does not enter used to produce line drawings with different ink colors. A
into the system. When such an event occurs, the control unit plotter has a drum of plat bend holders to hold the paper and a
displays an error on the screen of the CPU to warn computer carriage to move the paper while printing
operator.

Memory or Storage Unit: - This unit can store instruction, data

and intermediate results.This unit supplies information to the
other units of the computer when needed. It is also known as
internal storage unit or main memory or primary storage or
random access memory (RAM). Its size affects speed, power
and capability. The main memory can be divided into four areas
that have no fixed or built in physical boundaries within the
memory. These areas are: (i) Input storage area (ii) working
storage area (iii) output storage area (iv) program storage area.
Main Memory also called primary memory is a very fast As the name suggests, it is the international network which is Mail merge is one great use of Microsoft word that users need
memory. It stores programs along with data to be executed. It often called the Net, the Information Superhighway or to know how to use. What though is mail merge? Mail merge is
also stores necessary programs of system software which are Cyberspace. The Internet is the network of networks. It is the the method of creating customized letters for form letters that
required to execute the user’s programs.This memory is a largest computer network in the world which consists of allow letters sent to a group of people to be read as individual
temporary memory and directly addressed by the CPU. The thousands of connected networks with cables, telephone lines letters or mails. This method saves time and also labor by
data stored in this memory is lost on the electricity failure on and satellites. It is the most popular and worldwide used media producing a large number of mails at the same time. Here are
when the computer is turned off. This memory is of two types of getting information, used by millions of people throughout some other advantages of using the mail merge feature: It is
viz. RAM (Random Access Memory) and ROM (Read Only the world daily. It is the most powerful and fastest media to simple and easy to use With mail merge, you can easily create
Memory). collect information of whole the world, to send and receive e- and customize templates files. So instead of creating one letter
mails, chat, online shopping and etc. The internet provides most at a time which is going to be very tiring especially if you are
Secondary Memory-Since the data of primary memory are of the information free of cost which is provided to educate and going to send out a lot ofletters, you can actually have your
stored on temporary basis and lost as soon as the power is entertain the people by governments, universities, colleges, letters ready in no time when you use the mail merge feature.
switched off, so far storing data and programs permanently, a companies and individuals. To use the internet, a modem is You can edit as you like With the mail merge feature your
secondary memory is used. This memory is also called auxiliary attached to the computer which enables the telephone line to be editing and customization is only limited to what you can do.
memory, permanent memory, magnetic memory and backup connected to the computer or a cable provided by ISP (Internet This means that you can add tables, colors, graphics and all
memory. It consists of the storage devices to store a large Service Provider) who installs a main server distributes other editing elements that are atyour disposal. The
amount of data and programs permanently. connections to the users. customization that you make to the main document also appears
in all other documents, so you don’t have to do it all again.
Backup memory or Storage Devices are the devices that are An electronic mail or e-mail is the most popular feature on the Conditional formatting or options Along with the ability to edit
used to store the information for backup as well as to retrieve internet. It is fast, easy, inexpensive and time and paper saving or customize documents according to the need of the recipient
that on demand. These devices come under secondary memory. media for sending messages to people through computers you can also do more to increase the how formatted the
The following are the definitions of various different storage globally. One can exchange e-mail with friends, relatives, document is. This means with conditional formatting you can
devices: Floppy Disk is a small storage device made up to family members, customers and other people around the world. change how mail merge handles your data based on the
flexible plastic coated with magnetic materials in square size. It E-mail Address is the address on the Internet that is used to conditions that you provide. Say for example, you want to send
is the small secondary storage device which can be used for send e-mail to anyone anywhere. It defines the location of an out letters to certain people who contributed for a fund raiser in
both input and output operations. The main use of floppy disk is individual’s e-mail address (also called e-mail account, mail your company. You can set up a field that allows the mail
to store and transfer data from one computer to another. A box or mailing address) on the internet. We can send any merge process to actually skip a record if it does not reach up to
floppy disk is also called a removable disk because data can be message file including text, graphics, sound, audio and video to a certain numerical value, while allowing you to send a
restored again and again by removing last data. A floppy disk is anyone around the world on the internet if we know the exact e- message to people that you want to. It makes your work neater
divided into logical concentric (having common center) circles mail address of that person. The e-mail address consists of two and professional You can break down your source data into
called tracks and tracks are further divided into sectors where parts; the user name and the domain name joined by @ (at) smaller useful units of information which makes you to be able
the data is physically recorded. A floppy disk is in the size with sign. It does not allow blank spaces and uppercase letters. The to be flexible with your input information. This allows you to
3.5 inches in diameter with 1.44 MB capacity. following example illustrates two different e-mail make your work look neat and professional at the same time.
addresses;The user name is used in the starting of an e-mail
Hard Disk is the most powerful secondary storage device which address which can be a real or nick name of the user or Disadvantages of Mail Merge Mail merging can have
is permanently fixed inside the CPU. It is made up of company. The domain or host name provides the Internet complications, for example moving the data file, renaming
location of an e-mail address. Periods (.) are used to separate fields etc. can cause the merge to fail as the word processor
aluminium platters covered by a dust proof case. A hard disk is
program cannot find the data sources it needs. Mail merging
small in size but capable of storing a huge amount of data. Its the various parts of the domain name.
makes it very easy to create vast amounts of junk mail. Mail
storage capacity is measured in gigabytes (GBs) which is equal Mail merge is a feature within most data processing merged letters can lack a personal touch because the only
to that of hundreds of floppy disks. Now a day’s hard disks are applications that enables users to send a similar letter or individual part in a mail merged document is the data merged
available in 80 GB, 160 GB and even up to 1 TB (Terabyte) of document to multiple recipients. It enables connecting a single from the database.
data storage capacity. form template with a data source that contains information
about the recipient's name, address and other predefined and Microsoft offers a bundle of software programs within MS
CD-ROM (Compact Disk – Read Only Memory) is a secondary supported data. Office, with each offering a different function. Microsoft Word
is a word processing program similar (but better than) the
storage device which is used to store a large amount of data. It
antiquated (out of date) Word Perfect or the Microsoft Works
is of higher capacity and reliable storage media that provides Word processor. Just like any other word processing program,
more room for storing large images, animation and video. A you use MS Word to view and edit formatted text within a
CD – ROM is a compact disk read only memory which can document. A formatted text document is defined as a document
transfer the stored data to the computers but does not allow that contains text which may be in bold, italics, underlined, a
changing the data once stored on it. A single CD –ROM disk different color, or a different font. All word processing
can store up to 650 or 700 MB of data which may be equal or programs can do all of this, but Microsoft Word allows you to
do a lot more. For that reason, Microsoft Word is the most used
more than that of 400 floppy disks. word processing program in existence today. Microsoft word is
a software that helps you to create neat and attractive
DVD – ROM stands for Digital Versatile (or Video) disk read documents easily and quickly. You will find its multi-facilitated
only memory. Like a CD –ROM, itis also used for transfer or capability quite handy in drafting letter casual and official
enjoy the stored data, animations and pictures but does not letter, preparing mailing lists and reports.
allow changing the data stored on it. It is similar in size and
shape to a CD-ROM but can store more data i.e. between 4.7 Sorting Information Word's sorting tool allows you to sort text
a number of different ways in your document. You can sort
GB to 17 GB of data.
tables, dates, paragraphs, and more with just a few clicks in
Word. To sort a table in Word, click into the table to sort. Then
Magnetic Tape is a data storage media that works as a tape click the “Layout” tab of the “Table Tools” contextual tab in
recorder. It is a plastic ribbon coated with magnetic material the Ribbon. Then click the “Sort” button in the “Data” button
whereas one side is coated with iron oxide. This is the side group to open the “Sort” dialog box. You use this dialog box to
where data is recorded sequentially in the form of tiny invisible sort the table information. You can sort a table in Word that is
used for storing and organizing data. It is possible to sort a table
spots by electromagnetic pulses.
in Word by one or more columns of data in the table. You can
sort a table in Word both alphabetically or numerically. You
USB Flesh Derive (Pen Drive) A flesh memory card that plugs can also sort column data in either ascending (A-Z, 1-9) or
in to the computer’s USB (Universal Serial Bus) point. It is a descending (Z-A, 9-1) order. If your table has column headers,
small secondary storage device that allows data to be or titles, for each data column, you can sort the tableusing those
transferred from one computer to another. USB Drive is also names. To show the field names in the “Sort by” drop-down
menus, select the“Header row” option. This option appears in
known as USB drive, Pen Drive, Key Drive, Flesh Drive and
the “My list has” section at the bottom of this dialog box. If you
etc. is looks like a pen hence very popularly known as a pen don’t have column headers, instead select the column number
drive. It stores more data than a floppy or a CD (Compact by which you want to sort the data. Select either the column
Disk). We may get a pen drive in 1GB, 2GB, 4GB, 8GB, and names or numbers from the “Sort by” drop-down menus. After
32 GB. choosing by which columns to sort, you then select the type of
data in the column. Select the type of data contained in the
column from the “Type:” and “Using:” drop-down menus. Your
data type choices are text, number, or date. Then select in what
order you want to sort the column’s data: “Ascending” or
“Descending.”
Microsoft Word allows to simply insert graphics in a document.
Graphics are give life to the dull and boring text documents.
Following types of graphics are used in Microsoft Word to
make the document beautiful and attractive:-

Text Box is used to add a piece of text at any place in a

document. For example, a text box may be used to add text in
margins of a page, in the center of the page, etc. To enter a text
box: On the Drawing toolbar, click Text Box. Click or drag in
the document where text box is to be inserted.

There are two types of graphics that are usually added in a word
processor. These are bitmap graphics and vector graphics.
Bitmap graphics are made up of pixels. These can be thought of
as painted pictures. Vector graphics are made up of lines and
curves. These can be thought of as drawings.

Bitmap graphics are added to a document by selecting

Insert/Picture option from the menu bar. Pictures can be
inserted from a file, Clip Art, scanner. Charts and Word Art can
also be added as pictures. When a picture is selected, the picture
tool bar appears. This toolbar can also be accessed by selecting
View>Toolbars>Picture. The picture toolbar is used to change
shape, color, brightness, size, etc. of the selected picture.

Vector graphics consist of lines, curves, etc. These are drawn

using the Drawing toolbar. Clicking the Drawing icon W in the
standard toolbar displays the Drawing Toolbar. The Drawing
toolbar contains buttons for creating and inserting different
graphics, like lines, circles, rectangles, text boxes, WordArt and
Auto shapes. It also has tools for editing and formatting these
objects. Various tools for editing include fill tool, line-style
tool, shadow and 3-D options. The Draw button at the leftmost
comer of the drawing toolbar is used to select and draw drawing
objects. The Drawing toolbar also provides a collection of
predefined objects called Auto shapes that are commonly used
in documents. Following figure shows some of these shapes. To
draw a vector graphics:

WordArt Graphics: is a small program that runs in the Word

environment. It is used to turn ordinary words into graphics
objects. It can convert text into a variety of shapes, stretch
letters, rotate words, add shading, colors, borders and shadows
to text. A WordArt image is just like any other graphic object in
Word.

Document formatting refers to the way a document is laid out

on the page—the way it looks and is visually organized—and it
addresses things like font selection, font size and presentation
(like bold or italics), spacing, margins, alignment, columns,
indentation, and lists. Word has two basic types of Word
document formatting styles: Paragraph Styles - They apply to a
minimum of an entire paragraph, and contain paragraph
formatting (alignment, indents, etc.) and character formatting
(font, color, etc.). There are other formatting by which
formatting can be done in a document in the MS Word, they are
as follows:

Page Setup and Margin Formatting The settings of output page

when it is printed on a printer are called page formatting. These
include page size, page orientation, page margins, etc. Page
formatting is defined in Page Setup under File menu. When
Page Setup command is applied.

Formatting Spacing The standard spacing format for a paper is

double-spacing. Double-space the entire document, including
the reference page.

Hanging Indent Select the text that requires a hanging indent

OR create a hanging indent before typing the text. From the
Home menu, click on the Paragraph command. This will bring
up the Indents and Spacing tab . Under Indentation in the
Special box, click on Hanging and OK.

Styles is a pre-defined or user defined group of formatting

options united under one common name which can be applied
to a piece of text. Most of the time you use the 'normal' style to
format text.

Headings The best idea to get a structure in a text is to divide it

into chapters, sections, subsections etc. Each of the sectioning
parts starts with its heading - title.

List, tables