Data vs Information

Information

andCommunication TechnologyICT-103Prepared by:

Asefa Bayissa: Nekemte CTEAychilum Alemayehu: Nekemte CTEEdited by:Bikila Ambaw: Dambi Dollo CTE

Kebede Areda: Robe CTE

Nigussu Feyissa: Asella CTE

January 2009

Oromia EB

1Chapter One

11Introduction to Information and Communication Technology

11.1Information and Communication Technology

11.1.1Applications of ICT

21.1.2Roles of ICT in Education

51.2Concepts of Information

51.2.1Data versus Information

61.2.2Sources of Information

61.2.3The value of information

61.2.4Characteristics of Valuable Information

7ICT Exercise

8Chapter Two

82Computer Basics

82.1Definition of computer

82.2Uses or Application areas of Computer

92.3Characteristics of computers

102.4Classification of Computers by size, capacity & performance

132.5Computer systems

132.5.1Computer Hardware

132.5.1.1Input Devices

152.5.1.2Central Processing Unit (CPU)

162.5.1.3Output Devices

172.5.1.4Storage Devices

202.5.2Computer Software

202.5.2.1System software

212.5.2.2Application Software

23Computer Basics Exercise

24Chapter Three

243Basics of Windows

243.1Windows Overview

243.2Switching on and Turning off /shutting down the computer

253.3Desktop

253.3.1Elements of a desktop

263.4MOUSE

263.4.1Basic Mouse Techniques

273.5Starting a program

273.5.1Start WordPad

273.5.2Screen Elements of a Typical Window

293.5.3Saving and Opening Files

303.6Managing Files & Folders

313.7Customizing a Desktop

33Basics of Windows Exercise

34Chapter Four

344Microsoft Word Basics

344.1Introduction to Microsoft Word

344.2Starting MS-Word Program:

344.2.1The Screen Element of MS-Word

364.2.2Creating and Closing Documents

364.2.3Saving and Opening Word Documents

374.3Editing Word Documents

374.3.1Select text and graphics

374.3.2Deleting text and graphics

384.3.3Undo and Redo

384.3.4Move (Cut) or copy text and graphics

394.4Formatting Word Document

394.4.1Character Formatting

404.4.2Paragraph Formatting

414.4.3Adding Borders and Shading

424.5Inserting

424.5.1Insert a picture from a clip Art

434.5.2Insert Page Number

434.5.3Inserting WordArt

434.6Working with Table

444.6.1Merging and Splitting cells

444.6.2Inserting Rows and Columns

454.6.3Deleting a Table

46Basics of MS-Word Exercise

47Chapter Five

475Microsoft Excel Basics

475.1Introduction to Microsoft Excel

475.2Starting MS-Excel

475.2.1Screen Elements of MS-Excel

495.2.2Exiting MS-Excel

495.2.3Entering Data in to worksheet

495.2.4Saving and Opening work book

515.3Editing Worksheet

515.3.1Moving in a work sheet

515.3.2Selecting the parts of worksheet

515.3.3Copying and Moving

525.3.4Inserting Rows and columns

535.4Formatting the Worksheet

535.4.1Changing Fonts

535.4.2Applying border and patterns

545.4.3Formatting numbers

545.5Using formulas and functions

545.5.1Creating formulas

545.5.2Using functions

545.5.2.1The Sum function

555.5.2.2The Average function

565.5.2.3The RANK Function

575.5.2.4The If function

585.6Using Chart

59Microsoft Excel Exercise

60Chapter Six

606Basics of the Internet

606.1What is the Internet?

606.1.1How does the Internet Work?

626.1.2Internet Services

636.1.3Accessing the Internet

646.1.4URLs and Search Engines

666.1.5Searching information using Google

676.1.6How to Use Email on Yahoo

686.1.6.1Creating new Account on Yahoo

696.1.6.2Reading and Composing Message

71Basics of Internet Exercise

Chapter One

1 Introduction to Information and Communication Technology

1.1 Information and Communication Technology

Technology Refers to all the means people use their inventions and discoveries to satisfy their needs and desires. Information communication technology is one of such technology which can be applied in various spheres of economic and social activities of human beings. So, what is ICT?

Information communication technology is defined as any form of computer based system that aid the capture, process, storage, and retrieval, and communication of information which may include data: like text, numeric, graphs, still images, sounds and video images. In short, ICT is the convergence of information processing and information transmission technologies.ICT also defined as a diverse set of technological tools and resources used to communicate, and to create, disseminate, store, and manage information. These technologies include computers, the Internet, broadcasting technologies (radio and television), and telephony.

A personal computer with word processing software can be considered as one type of ICT. ICT includes the hardware and software used to store, retrieve, process, and transmit data/information. This may include computer hardware, telecommunications hardware (routers, LAN card, hub, different types of network cables, satellite, microwave, etc), software (operating system, programmed applications), and so on.1.1.1 Applications of ICTIt can be applied in various spheres of economic and social activities of human beings. ICT can be applied in the areas like:

1. In business:

a. Office Automation refers to use of computers and telecommunication technology to help people better use and manage information.

b. It includes all types of computers, telephones, electronic mail and office machines.

It helps to collect, analyze, plan and control information about the many facts of the business.

Financial analysis such as advertising, marketing and sales.

ICT helps for transaction process such as management.

Text or written words

Data, as in number or non-text format

Graphics, including drawings, charts and photographs

Audio, as telephone, voice mail (answering machine)

Video, such as captured image, video tapes

2. In education

a. In colleges computers being used to teach courses

b. Internet for special education

c. Computers used to play multimedia educational programs in classrooms.

d. Computers used to refer to various information from encyclopedia, dictionaries, tutorials that come in CD.

3. In entertainment

a. Movies: To edit during the production of films

b. To reduce cost of production as physical models and sets are no longer used.

c. Science fiction movies like star wars, special effects (titanic)

d. Music: To edit recorded music.

To create your own music

e. Sports:

f. Animation: To make cartoon films.

4. In home

a. Some people use computers just like office use such as word processing, spreadsheet, and database program.

b. Internet

c. Computer games

5. In Medicine-a. to keep patient record

b. Apply in hospital administration

c. To perform diagnosis

d. To understand human body

6. Engineering-

a. To minimize cost and money using some software like CAD, CAM, EDI (Electronic Data Interchange)- is the computer-to-computer exchange of business document in a standard format.

1.1.2 Roles of ICT in Education

Information and communication technologies (ICTs) which include radio and television, as well as newer digital technologies such as computers and the Internet have been touted as potentially powerful enabling tools for educational change and reform. When used appropriately, ICTs are used to expand or increase access to education, improve the relevance and quality of education.

One of the greatest hardships endured by the poor, and by many others, who live in the poorest countries, is their sense of isolation. The new communications technologies promise to reduce that sense of isolation, and to open access to knowledge.

How can ICTs help expand access to education?

Anytime, anywhere. One defining feature of ICTs is their ability to transcend or go beyond time and space. ICTs make possible asynchronous learning, or learning characterized by a time lag between the delivery of instruction and its reception by learners. Online course materials, for example, may be accessed 24 hours a day, 7 days a week. ICT-based educational delivery (e.g., educational programming broadcast over radio or television) also dispenses with the need for all learners and the instructor to be in one physical location. Additionally, certain types of ICTs, such as teleconferencing technologies, enable instruction to be received simultaneously by multiple, geographically dispersed learners (i.e., synchronous learning).

Access to remote learning resources. Teachers and learners no longer have to rely solely on printed books and other materials in physical media housed in libraries (and available in limited quantities) for their educational needs. With the Internet and the World Wide Web, a wealth of learning materials in almost every subject and in a variety of media can now be accessed from anywhere at anytime of the day and by an unlimited number of people. This is particularly significant for many schools in developing countries, and even some in developed countries, that have limited and outdated library resources. ICTs also facilitate access to resource persons mentors, experts, researchers, professionals, business leaders, and peersall over the world.

How can the use of ICTs help improve the quality of education?

Improving the quality of education and training is a critical issue, particularly at a time of educational expansion. ICTs can enhance the quality of education in several ways: by increasing learner motivation and engagement, by facilitating the acquisition of basic skills, and by enhancing teacher training. ICTs are also transformational tools which, when used appropriately, can promote the shift to a learner-centered environment.

In general, Educators and policymakers agree that information and communication technologies are of paramount importance to the future of education.

Increasing access through distance learning.

ICTs can provide new and innovative means to bring educational opportunities to greater numbers of people of all ages, especially those who have historically been excluded, such as populations in rural areas, women facing social barriers, and students with disabilities.

Enabling a knowledge network for students.

With knowledge as the crucial input for productive processes within todays economy, the efficiency by which knowledge is acquired and applied determines economic success. Effective use of ICTs can contribute to the timely transmission of information and knowledge, thereby helping education systems meets this challenge.

Training teachers.

The use of ICTs can help in meeting teacher training targets. Moreover, ICTs provide opportunities to complement on the job training and continuing education for teachers.

Broadening the availability of quality education materials.

Network technologies have the potential to increase the availability of quality educational materials. Their interactivity and global reach allow for customized sharing of knowledge, materials, and databases, quickly and cheaply over long geographic distances. Furthermore, online resources offer teachers access to a vast and diverse collection of educational materials, enabling them to design curricula that best meet the needs of their students.

Enhancing the efficiency and effectiveness of educational administration and policy.New technologies can help improve the quality of administrative activities and processes, including human resource management, student registration, and monitoring of student enrollment and achievement.

1.2 Concepts of Information

We collect and use information in one way or the other in our daily life. When we ask a passerby what time it is, we are looking for information. When you are asking the period for information communication technology class, you are looking for spoken or written information that is important for you. So, what is information? Information is the action of telling or informing that of which one is told.

Information is something one did not know before. Information is something that reduces uncertainty.

Information is a clue-it is the starting point for everything. When we say information as a clue that means it is an idea/fact that suggests a possible answer to the problem.

1.2.1 Data versus Information

Data is a collection of unorganized facts gathered about some entity, event or observation, which can include words, numbers, images, and sounds that have little meaning individually.

For example, 50 is a value, which must be representing some fact. Which fact? It is currently unknown.When data are processed, organized, structured or presented in a given context so as to make them useful, they are called Information. Continuing with our value 50, we can give it a fixed and definite meaning by adding a prefix or suffix to it or by some other way. Thus by writing The price of a good marker is br.50. Now the data item has acquired a fixed meaning.

Another example, suppose we have mark sheet with us, now in this case we have marks as the data and the complete mark sheet is information. This is because the raw data that is marks do not give any information to us, while from the processed data that is the different sorts of information in mark sheet like total marks, percentage, division, grade report etc we get some information as to where the student stands in class (at what position etc.)

Thus, Information is a collection of meaningful facts and figures that can be used as a base for guidance and decision making. Any meaningful facts or figures to be called as information they have to be useful and meaningful for an individual or group. When it is said that information serves as a base for guidance, it means information guides the activities of individuals, business organizations or societies. It is on the basis of relevant information that we make decisions. 1.2.2 Sources of Information Information can be obtained from different sources like: text books, reference books, news paper, radio, Television, peoples, etc. These various sources of information are classified into two major categories: Documentary and non-documentary sources. Documentary sources are documented or recorded sources of information in different form text, image/picture/graph, sound, and video. Examples of documentary sources of information include periodicals of some type, indexes, bibliographies, text books, reference books, etc. research reports, library catalogue, video and music recorded on CD/cassette, etc. Non-documentary sources are those that are not properly recorded or documented in the form of text, image/picture/graph, sound, and video for public use. Non-documentary sources include professional societies, industries, research organizations, universities, government departments, colleagues, visitors, attendance to professional meetings, etc. The user formally/informally consults these non-documentary sources to get the required information. 1.2.3 The value of information

The value of information is directly related to how it helps the user or decision maker to meet individual, organizational or societal objectives. The value of information can be measured in terms of:

The time it saves to make decision,

The increase in profits it brings to the individual or the organization, and

The decrease in costs it makes possible to the individual or the organization, etc,

1.2.4 Characteristics of Valuable Information

To be valuable to users, information should have the following characteristics:

Accuracy: information gathered for some specified purpose is accurate when it is free from errors.

Completeness: information said to be complete if it contains all important facts that are required for specific purpose. Complete information enables the user to make sound decision. Relevance: information presented to the user or decision maker should be related to and necessary to the problem at hand.

Reliable: information must be collected from the right source.

Timeliness: information is timely if it is delivered when it is needed to the target destination.

Economical: information is said to be economical if the profit gained from the gathered information exceeds its cost of collection.

ICT ExerciseI. Choose the best answers

1. Information is:

A. Processed and organized data.

B. Unprocessed data

C. Something we did not know before

D. Something based on which we make decision

E. All except B

F. All2. Which of the following is true about information?

A. Information has no effect on social, cultural and economic development of human being.

B. Organizations make use of information to decrease their competitiveness.

C. Greater use of information increase effectiveness in working environment.

D. The use of information among the general public is continuously declining.

E. All except D.

3. Suppose you heard the date on which ICT mid exam will be held from other class student; in which category of source of information do you place this source?

A. Documentary source

B. Non-documentary source

C. Text book

D. All except AII. Give short answer for the following questions.1. Give some examples on how data becomes information when processed?

2. What are the two basic source of Information?

3. Define data and information and distinguish the difference between them?

Chapter Two2 Computer Basics2.1 Definition of computerA computer is an electronic device that follows sets of instructions, computer programs or software, which have been written by computer programmers to perform a specific task.In more broad sense, a Computer is an electronic programmable device that is capable of getting or accepting data (raw facts) and instructions as input, processing data (i.e. analyzing, manipulating, calculating, etc), storing data/information and programs in storage devices (e.g. CD, flash disk, hard disk, etc) and producing information and delivering it for the user as required. 2.2 Uses or Application areas of Computer

Nowadays human being uses computers starting from a simple household to space technology to perform repetitive or routine tasks as well as tasks that require the highest security. They can be used:

In organizations for Keeping various records like financial, employee, etc records; Preparing payroll for employees; Managing & controlling inventory, etc.

At home

Using internet Shopping being at home; Keeping personal data; Business Uses

Computers allow companies to keep large amounts of information

Makes ordering and tracking resources quicker and easier

Allows people to have meetings from different locations

Weather & environment

Computer equipments show temperature ranges, wind flow, & can be used in weather forecasting

Transportation

Aircraft (Computer controlled & the pilot simply manages by telling the computers what to do)

In automobiles to regulate the flow of fuel, etc.

Medical &Health care

As sensor of changes in blood pressure, heart rate, etc.

Scan the body & provide 3-D figure

In Academic areas

Aids teaching and learning process;

Keeping student record;

The Internet allows access to hundreds of online research materials

Allows colleagues to correspond quickly about ongoing research

2.3 Characteristics of computers

Computers exhibit certain characteristics to a greater or lesser extent depending on their type and application. Computers are not merely calculators, but programmable calculators. They have got their importance due to the following characteristics.

SpeedComputers make calculations at very fast rate, which is very essential for fast rate of job executions. The speed of the computers i.e. execution of the instructions are termed in terms of picoseconds, nanoseconds, microseconds.

AccuracyThe accuracy of the computers is very high. They can do the same task with same accuracy consistently and repeatedly with out getting tired or bored like human beings. The computer does the work assigned by human (in the form of program) accurately as per the instruction unless there is an exceptional error unknowingly or knowingly created by the human being.

StorageA computer system can store large amounts of data in it. The Success of Computers lies not only in storing them, but also in the great speed of utilizing the memory storage. Modern computers can retrieve any data out of its stored memory in a few nano-seconds.

Computers can be used to store data because of the following two main advantages:

They are the fastest machines on retrieval of data/ information.

They are the safest place to store data.

Storage capacity is measured in Bytes .A byte is equivalent to a single character. This character can be a letter (A-Z, a-z), one of the digits (0-9), or another special symbol like $, #, =, +,-, etc.

1byte (1B) = 8bits=1 character

1 Kilo Byte (1KB) = 103B

1Mega Byte (1MB) = 103KB = 106B

1Giga Byte (1GB) = 103MB = 106 KB = 109B

VersatilityComputers are capable of performing almost any task, provided that the task can be reduced to a series of logical steps. Moreover it has the ability to communicate with other systems and adopt several modes like audio visual, graphics etc.

Versatility is one of the important properties of computers that make them very helpful. People with different professions or with different needs can use the same computer for their corresponding tasks. A number of tasks, which are totally different, can be performed using the same computer. You may use modern computers to add numbers, to play games, to create different documents or to do any (almost) other things you want to do. Considering their capacity they can be used in factories, or in designing and drawing purposes or like to process data that is going to be used in weather forecasting. By now, they are also used to help in teaching-learning process (using animations). Listing the things that can be accomplished using these modern electronic machines is as such impossible and the above are just some examples.

The reason for the flexibility (versatility) of the computer is not its hardware. But the software, the set of the electronic instructions (invisible) that tell the hardware what to do for a request, is the real reason. If you can observe that there can be different sets of instructions for different purposes, you will clearly see this point.

In conclusion, computers can perform different tasks ranging from simple calculations to modeling and simulation. But what is expected from us is reducing tasks to logical steps and writing codes (programs).

DiligenceSince computer is a machine it does not suffer from the human traits of tiredness and lack of concentration. It maintains the same accuracy and fastness at any time, even after a long period of continuous non-stop work. It does not have any difference whether you are giving the job first when the system is freshly on or after long period of time (after 24 hours or several days.

2.4 Classification of Computers by size, capacity & performance A. Microcomputers: are called personal computers or just PC. These are smallest in size and capacity and are applicable for office, home and personal use.

E.g. palmtop computers, notebook computers, laptop computers and Desktop (or tower case) computers.Personal Computers (PC)

These are the most widely used type of computers for personal, home and office use, educational training in schools, and in small business enterprises. They are known by their brand names such as Toshiba, Compaq, Dell, or Hewlett-Packard, IBM etcetera.

Types of PC:i. Palmtop computers

Hand-held or palmtop computers are gaining popularity. Although they become more sophisticated with each new model, palmtops generally have limited features and capabilities. It is normally used for limited number of functions as grammar and dictionary checking, calendar checking notebook, and if possible to connect to other computers over network.

ii. Laptop computers

They are briefcase sized designed for portability. You can use laptop computers on top of your lap when going in a car, on airplane, or even in a caf. These computers are very convenient because they are designed for portability. The system case, monitor, keyboard, and all internal workings are all in one light, compact case. Plus, although these computers come equipped with AC adapters they can run on batteries making it very easy to pick up and go at a moments notice. They serve people in using e-mail and writing.

iii. Desktop/Tower computers

It is the most widely used type of personal computer. The desktop computers primary parts rest separately on top of desk. These primary parts are Keyboard, System unit and Monitor.Laptop Desktop Tower

Fig 2.1 Personal ComputersB. Minicomputers: are larger in size and capacity than PCs. They are popularly used in banks, universities and colleges.

C. Main frame computers: these types of computers process a vast amount of information and have much higher processing speed and capacity than the above two. They can be used in higher organizations like Ethiopian airlines designed for complex operations.The main frame is the workhorse of the business world. A main frame is the heart of a network of computers or terminals which allows hundreds of people to work at the same time on the same data. It requires a special environment - cold and dry.Fig 2.2 Main frame Computers

D. Supercomputers: are the most powerful computers, fastest, and the most expensive type of computers. An example can be computers in NASA & the Earth Simulator in Yokohama.

The supercomputer is the top of the heap in power and expense. These are used for jobs that take massive amounts of calculating, like weather forecasting, engineering design and testing, serious decryption, economic forecasting, etc.

Fig 2.3 Supercomputers

2.5 Computer systems A computer is not a single machine, but it is composed of components that can be classified as Computer hardware and Computer software.

Computer systems have two major components that can be classified as hardware and software. Hardware is the equipment you use, part of computer you can touch and feel where as software is the set of instructions, called programs, that tells the computer hardware what, when and how to do tasks.

Fig 2.4 Structure of computer system2.5.1 Computer Hardware

Computer hardware is the physical part of the computer that you can see and touch. It is composed of a number of interacting physical parts based on the need of the information flow. Four basic elements of the computer hardware are:

1) Input Devices

2) Central Processing unit (CPU) 3) Output devices

4) Memory /Storage Devices

2.5.1.1 Input Devices

A computer cannot use the data for processing unless it is translated in a language it understands. Input devices convert information from a form suitable to human beings to one understandable by the computer.

Input devices enable a computer user to enter data, commands, and programs into the computer and interact with computer. Different input devices handle different types of information. Examples: Keyboard, Mouse, microphone, scanners, Digital Camera, etc. 1. The Keyboard

One of the most common means of entering information into a microcomputer is through the keyboard. Styles may vary, but the basic components are standard for most keyboards.

The standard keyboard has four groups of keys. The alphanumeric keys and the numeric keys enter text and number into the computer. The function keys are used by programs as keyboard shortcuts to commands. The cursor-movement keys allow you to move the cursor to various positions on the screen. The cursor is the point on the screen that is active, and where the information you enter will appear.

2. The Mouse

A mouse allows you to move the pointer or cursor that is on the screen and to select items by clicking on them.

The mouse rests on a mouse pad or desk top, and when the mouse is moved around, the pointer on the screen imitates the motion of the mouse. The mouse has buttons, which send a signal to the computer when clicked. Most mouse have three buttons, the left button commonly performing a function, the right button revealing the options available from the current position and the middle button called scroll/wheel that scrolls documents not seen on one screen at a time.3. Microphone:

A multimedia PC converts sounds and human voices to computer information. A PC captures sound input through a microphone and gives the output through a speaker. 4. Scanner:

Scanners scan paper and photographic images and convert them to digital images. Photos scanned in are processed by PC software to enhance image quality. You can input signatures, pictures, finger prints to your PC. The scanner works like a copy machine. It captures a whole page and converts it to digital image. The scanned text cannot be edited at this point. In short, scanner changes any visual information in hardcoppy medium convert into digital forms.5. Digital/Web Camera

Video cameras are used to capture single frame images or continuous video streams for the PC. There are digital and photographic Cameras attached to your PC to create image and video files. A digital camera takes still photos but records the pictures on computer disks or memory chips. The information contained can be uploaded to a computer for viewing.2.5.1.2 Central Processing Unit (CPU)The CPU, or Central Processing Unit, is the main part of a computer in which all processing is carried out. This is the part of the computer that does the "thinking" and also named as the brain of computer. The CPU has two major functions:

It co-ordinates and controls the computers activities. For example: retrieving/opening files from disks, interpreting data and commands entered from input devices like keyboard, and sending data to output devices like printer, etc.

It performs arithmetic and logic operations using binary number system.

CPU has three parts:

A. Arithmetic and Logic Unit (ALU): The ALU is designed to perform basic arithmetic and logic operations. 1. The arithmetic operations include addition (+), subtraction (-), multiplication (*) and division (/). 2. The logic operations include AND, OR, and NOT functions, , =, , =. The ALU can only do one thing at a time but can work very, very fast.B. Control Unit (CU): The Control Unit is responsible for controlling the overall operation of the computer system. Its main operation is to fetch, interpret, and control the execution of program instructions stored in memory. In short, the control unit directs and co-ordinates all units of the computer.C. Registers: in order to retain intermediary results, the ALU requires a provision for storing operand and instructions used for control unit. These storing devices with in CPU are called registers. Registers have a very fast access time. The overall processes of CPU include:

Fetch: The CPU read instruction/data from the memory

Decode: the instruction must be decoded or interpret to determine what action is required

Execute: the execution of an instruction may require performing some arithmetic or logical operation on data.

Store: The result of an execution may require writing data to memory.

2.5.1.3 Output Devices

An output device is a peripheral device that enables a computer to communicate (send out) information to the user. It receives information from a computer RAM and transforms it into human readable form (that the user can understand).

In general, there are three types of output from a computer. These are:

1. Printed or hard copy output

2. Display output or soft copy output

3. Voice output

1) Printed out put

There are two types of devices used to produce Printed out put. These are printer and plotter.

i. PrinterPrinters are devices for producing permanent output on paper. Such output is sometimes referred to as hard copy. e.g. Report, chart, etc. Printers can be classified according to their printing speed, the quality of output produced, & the printing method.

Printers use several different methods of printing. Accordingly, they are classified as:

1. Impact printers: - work like a typewriter. Letters are formed by bringing a type element into contact with the paper. e.g. Dot-matrix, and daisy-wheel

2.Non-impact printers: - work without any physical contact or impact on the printer & paper. They use thermal, chemical, electrostatic, & ink-jet technologies. The two main categories of non-impact printers are ink-jet printers & laser printers.

ii. Plotters: - devices that produce hard copy graphical output for engineering design, weather map, etc.

2) Display output

In addition to hard copy output, a significant share of the output produced by a computer system appears visually on the display screen (or Monitor) of a computer. The output the monitor display is named as soft copy.

3) Voice output

In voice output systems, the user hears synthesized speech over headphones or speakers.

2.5.1.4 Storage Devices

Storage refers to the media and methods used to keep information available for later use. Some things will be needed right away while other won't be needed for extended periods of time. A computer has two types of storages; one that store data or instruction currently being processed (main memory) and the other store data or software that retain with in computer for a long time (auxiliary storage).A. Main Memory (Internal or primary memory)Internally, temporary instructions or data can be stored in silicon Random Access Memory (RAM) chips that are mounted directly on the computer's main circuit board (motherboard). A RAM chip consists of switches that are sensitive to changes in electric current. Each memory location can be referred by its memory address.RAM is a storage area where the computer stores the data and commands that are currently being used or processed by CPU. When the computer is turned off, all data in Main Memory (RAM) vanishes. A data storage method of this type is called volatile since the data "evaporates." For this reason RAM requires a constant power supply to maintain its contents. RAM chips are like pieces of paper that can be written on, erased and used again. Its capacity is measured in Kilobytes, Mega Bytes, Giga bytes, etc. RAM chips are linked by circuitry to the CPU.Hence RAM is used to store:

1. Instructions waiting to be obeyed by other components of the CPU.

2. Instructions currently being obeyed.

3. Data awaiting processing

4. Data currently being processed.

5. Processed data awaiting output.

B. Auxiliary Storage Devices (External or Secondary Storage Devices)When you create data on the computer or write (load) programs, you can not save them permanently in the computers main memory. Primarily, main memory (RAM) is not large enough to store all of the programs and data that are used. In addition, main memory loses its data when the computer is turned off. For these reasons, the computer has another form of memory for permanent storage. This memory is known as auxiliary storage also called external or secondary storage.Secondary storage devices consists use magnetic storage media in the form of floppy disks, hard disks, flash disks or tapes and optical storage media like CD and DVD to store programs and data. Once data is stored on these storage media, it can be reloaded back into the computers main memory with out having to re-keyboard it. Magnetic storage devices:

Magnetic storage devices are coated with tiny magnetically sensitive particles which record binary data. The read/write head can change the magnetic charge of the particles to represent 1s or 0s. When magnetic energy passes from the head to the storage device, it writes. When magnetic energy passes from the device to the head, it reads. Common magnetic devices are floppy disks, hard disks, flash disks and magnetic tape. Each of these storage media can be erased and reused.

i. Hard disk is a high storage capacity magnetic disk made up of metal which can be fixed in the system unit of the computer. The amount of data that storage device can contain or store is called storage capacity. Hard disk is not a single flexible disk, but a stack of metal disks sealed in a box. Accessing data from hard disk is faster than accessing data from floppy disks. The amount of time it takes to retrieve (or open) data from disk is called the disk access time.ii. Floppy disk is commonly used for moving files between separate computers, loading new programs onto the computer, or storing backup copies of data. iii. Flash disk is a type of data storage media integrated with a USB (universal serial bus) interface. USB flash drives are typically removable and rewritable, much shorter than a floppy disk (1 to 4 inches or 2.5 to 10 cm), and weigh less than 2 ounces (60 g). Storage capacities typically range from 32 MB to 32 GB with steady improvements in size and price per gigabyte. Some allow 1 million write or erase cycles. USB flash drives offer potential advantages over other portable storage devices, particularly the floppy disk. They are more compact, faster, hold much more data, have a more durable design, and are more reliable for lack of moving parts. Additionally, it has become increasingly common for computers to ship without floppy disk drives.iv. Magnetic tape reads and writes data in the same way an audiocassette tape-records and plays sound; with the exception that magnetic tape stores digital data (1s and 0s). Because a tape physically allows only sequential access, data retrieval can be slow and tedious; however tapes have more capacity than floppy disks and are good for storing full-motion video images and backup data.Optical Storage Devices

Optical storage devices use laser beams to read information from a spinning disk. Optical storage devices include CD-ROMs, DVD-ROM. An ordinary CD-ROM can hold 650,000,000 bytes (650 megabytes) of data; the disk can accommodate extensive digital graphics, video and sound clips. The diagram below shows how the various components of computer work together.

2.5.2 Computer Software

The computer hardware is an electronic device which has the potential of performing the task of solving a problem. However one has to give precise instructions to the hardware in order to solve problem. The finite set of instructions (steps) that the computer follow to perform a given job is called a program. The group of programs that a computer needs to function is known as software. Hence, software or a program is a complete set of instructions written by humans, which enables the computer to obtain solution of a certain problem. Any program to be executed first it should reside / loaded/ in the memory.Software is a collection of programs and routines that support the operations of performing a task using a computer. Software also includes documentations, rules and operational procedures.

Software is often divided into two categories:

System software:-includes the operating system and all utilities that enable the computer to functions.

Application software:-includes programs that do real task for users.

2.5.2.1 System software Constitutes those programs which facilitate the work of the computer hardware.

It organizes and manages the machines resources, handles the input/output devices.

It controls the hardware by performing functions that users shouldnt have to or are unable to handle.

System programs make complex hardware more user friendly.

It acts as intermediate between the user and the hardware.

It enables the computer understand programming languages i.e. it serves as means of communication between user and a computer.

The important categories of system software are:

A. Operating system

B. Language softwareA. Operating system

The operating system coordinates the interaction between the user and the computer.

The OS contains instructions that coordinates the over all activities of hardware device. It also contains instructions that allow you to run application software.

Therefore, OS have the following functions:

manage the computer resources;

interpret and process commands;

manage input/output devices;

allow the system to understand application software, &

allow the user to communicate with the application software.

OS can be classified depending on the number of programs they can handle & the number of users that can be working on the system at a time:

Single- Tasking Operating systems. E.g.: MS-DOS Multi Tasking Operating systems. E.g.: MS-Window Multi-user operating system. E.g.: Linux B. Language SoftwareUsed by programmers to develop application programs. Language software is a generic name consisting of various programs that serve as compilers and translators to develop programs in a number of different programming Languages.

Example: C++, Visual Basic, COBOL, etc2.5.2.2 Application Software

Is software that is designed to perform tasks for the specific purpose.

Are usually called application packages as they may include a number of programs along with operating instruction, documentation and so forth.

Depending on their function or task they are categorized in to the following:Word Processors/ Word processing

Is a computerized typewriter which permits the electronic creation, editing, formatting, filing and printing text. Is the most common application of microcomputers. Until recently, word processing could be done only dedicated word processors. A dedicated word processor is a computer that denies its users the opportunity to execute any other program.

Example: WordStar, WordPerfect, Microsoft word

Spreadsheet

Is an electronic worksheet. Until recently, financial analysis and other mathematical calculation were done by entering numbers on pages of an accountants ruled ledger pad.

You can quickly create a model of a situation on a spreadsheet by entering labels, numbers & formulas.

Using the programs built-in function you can perform complicated calculations such as net percent value, internal rates of return, and monthly payments on a loan.

Example: Lotus 1-2-3, Microsoft Excel, Quatropro

Database management system.

Allow you to store information on a computer, retrieve it when you need it and update it when necessary.

You can do this with index cards, but database management programs do them more quickly and easily.

Example: You can store large mailing list, inventory record or billing and collect information in lists stored in files and manipulate this information, one file at a time with database management program.

You can record or create a database about employee information as Name, sex, Marital status, salary, Date of Birth, Date of employment, Post,Department,Level of education, Field of study, etc.

Then you can ask the computer the following question

How many female workers are there?

List employees with a salary of birr 500 and above

List those employees who are department head and have Bachelor degree or higher and so on.

Example: Dbase IV, FoxPro, Microsoft Access.

Computer Basics ExerciseI. Choose the best answer1. The statement computer is programmable machine means;

A. Once manufacturers of a computer produce a computer with all the needed programs no one adds another program to it.

B. A computer user can add any program that helps for his/her task once he/she buys a computer

C. A computer is manufactured to do a specific task

D. All

2. Identify the wrong statement.

A. Computers can give help to almost all areas of human activities.

B. People choose computers because they can store huge amount of data than human can handle

C. Registers are part of computer software

D. Computers are not as intelligent enough as of human being

3. Which of the following is true about computer?

A. The results of processing are displayed on the output devices

B. The data to be processed are entered to the computer with the help of Output devices

C. The data processing unit are input devices

D. Input devices send data directly to the output devices

E. All

4. Which is false about software?

A. Without software hardware does nothing

B. It is composed of instructions/programs used to guide the hardware

C. It is the internal circuitry/physical part of computer.

D. All5. Why floppy disk, CD, and hard disk are considered as secondary storage device? Because:

A. Any data entered through input devices directly stored on them based on your choice.

B. Data entered from input devices first stored on RAM then stored on them based on your choice.

C. They stores data temporarily.

D. All

II. Give short answer1) What is computer?2) What are the major components of computer system?

3) List the four categories of computer hardwareChapter Three3 Basics of Windows

3.1 Windows Overview

Windows is an operating system. An operating system is software that co-ordinates the overall activities of a computer and control the way the computer work. As the operating system, windows control all the basic functions of the computer. Windows serves as the interface between you and the hardware and software that make up the computer system.

Window is a rectangular framed region on the desktop that provides commands and activities which enable you to easily manage, communicate and work with applications, dialog boxes, etc.

3.2 Switching on and Turning off /shutting down the computer

Switching on computerYou switch on the computer with a power switch on the front or side of the system unit. If the monitor light doesnt come on after about 3 seconds, i.e. after you turn on the system units on-off switch, find and press the monitors onoff switch.

Turning off /shutting down the computer Click on start

Click on Turn Off Computer

The diagram below will be displayed and click on Turn Off button

Standby - This will put your computer into standby mode, basically it will power down components like the monitor and hard drive to preserve energy.

Turn Off - Shuts down the PC, always use this option to turn off your PC.

Restart - this will restart the computer.

3.3 DesktopThe desktop is a work space that appears on the computer screen after you start a computer. It is an area where you can organize your computer work. The desktop can contain: icons, taskbar, start button, and mouse pointer.

3.3.1 Elements of a desktop

Icons: are small pictures that represent a program or applications, files, folders, other objects. E.g.

The My computer icon represents a program you use to organize the files in the computer.

The Recycle Bin icon represents a storage area for deleted files.

Folder icons are usually yellow in colour and they are organizers for files and other folders. E.g. My Document folder.

File icons: represent files. They look different because the type of icons depends on the application on which they are created or the application (or program) they represent. This in turn has a significant role to help user to easily identify file types.

Taskbar: the bar usually located at the bottom of the desktop that organize the start button, opened windows, and the system date and time indicator.

Start button: used to display a menu from which you can start programs, open documents, change system settings, get help, find files and folders, run applications and turn off the computer. Mouse pointer: an input device that help you to move, copy, select, deselect objects on the desktop and other windows.

3.4 MOUSE

Mouse is a small handheld input device that you move around on your desk, usually on mouse pad. When you roll the mouse across your desk, a pointer (an arrow shape) moves on the screen.A mouse makes it easy for you to point at object on the screen- an operation that you cannot do easily with a keyboard. Using a mouse, you can quickly select different screen objects, such as icons or menus.A typical mouse has two buttons (left and right) for issuing commands. Some mice have three buttons in which the middle button has various functions, depending on the program being used. The left mouse button (primary button) is the one used most frequently. Most commands are issued with the button.

The right mouse button (secondary button) is used to display a short cut menu (pop-up menu) which contains list of actions and options that can be applied on the selected item.3.4.1 Basic Mouse Techniques

TechniquesPointing

Click

Double click

Right Click

Drag

What to do

Slide the mouse with out pressing a button until the pointer is in the desired location.

Point to an object and quickly press and release the left mouse button once.

Point to an object and quickly press and release the left mouse button twice.

Point to an object and quickly press and release the right mouse button once. Point to an object, click and hold down the left mouse button, and then move the object. To drop the object, release the left mouse button while you are dragging.

3.5 Starting a program

You can start a program by clicking the start button choosing the desired program from the program menu. You use the start menu to start a program, find a file, or display help information.

3.5.1 Start WordPad

WordPad is word processing program you can use to create, edit, save, open, and print usually text documents.Steps to start WordPad program

Click the start button on the taskbar

Point to programs menu:- an arrow next to a menu (program menu) indicates a cascading menu pointing at the arrow displays a submenu from which you can choose additional commands.

Point to Accessories from the program sub menus.

Click WordPad program from Accessories submenus.OR

Click the start button on the taskbar Click on Run and Type WordPad with in open box and click on Ok

Therefore, the WordPad program opens and blank document window appears.

Note that when a program is open a program button appears on the taskbar indicating that it is open. 3.5.2 Screen Elements of a Typical Window

Every program runs in its own program window; the WordPad window you have open now is a good example of a typical window program. Since the controls in most program window work similarly once you have mastered a program such as WordPad you are well on your way to mastering window programs in general. Elements of the WordPad window (and also for other window) are discussed as follows: 1. Title bar: a bar at the top of every window that shows the name of the application, file, folder, dialog box or window. The title bar also contains control menu box, maximize, minimize and close buttons. Moreover, you can use the title bar to move the window over the desk top. Minimize button (-): the first button at the top right side of the title bar, to reduce or minimize the window to an icon so that it will be displayed on the taskbar. Maximize button (): the second and middle button at the right side of the title bar used to enlarge the active window. So that it covers the entire desktop.

Restore button ( ): replaces the maximize button when the window is maximized and is used to return the window to its previous size and poison.

Close button (): the button at the right end of the title bar that is used to close the window. To close a minimized window right click the windows button on the task bar and click close.

2. Menu bar: usually located below the title bar that contains menu options each of which comprises or organize lists of related commands. A command is an instruction that carries out its task when selected. Some of them are: File, Edit, View, Insert, format, Help---Depending on the instruction coded at the back ground, when you select a command, an action will take place, a dialog box will appear, a sub menu will be listed, a feature or option may turned on or off, etc.1) Command: is a list of commands that displayed when you click a menu name on a menu bar or on tool bar and that you use to accomplish certain tasks. E.g. save command.

3. Tool bars: one or more bars usually located below the menu bar or at the horizontal scroll bar, that groups most frequently used commands you often use as a button.

2) Standard tool bar: which organizes action commands such as New, open, save, cut, copy, etc?

3) Formatting tool bar: which organizes formatting commands such as font, font size, font style, text alignment, etc? 4. Scroll bar: vertical and horizontal bars usually located at the right and bottom edge of the window respectively. The primary use of a scroll bar is to view or scroll information line by line when the entire content of the window does not fit in the space allotted.

5. Status bar: a bar located at the bottom edge of the window that displays information about the current status of the window, property of the selected file, folder or drive or other information about the selected item.

3.5.3 Saving and Opening Files

Saving FilesYou create documents by using application programs like WordPad. The word file refers to any document that is saved or will be saved onto a storage device like floppy disk or hard disk for future use.Most windows program provide two commands that let you save document save and save as commands.

Saving a file Click on save button on standard tool bar OR choose file save or file save As from menu bar.

Select the folder or drives from save In combo box where you want to save document from the save as dialog box appeared.

Type the file name in the file name text box, and

Click on save button.

If you are saving the document for the first time save and save as commands are the same. How ever, use the command:

Save: to save a file for the first time and to update a saved file under the same name and location

Save As: to save a file for the first time or under a new name and/ or to a different location.

To open a Document Click on File open command from menu bars OR click open button on standard tool bar.

Click on the look In combo button and select the drives or folder that contains the file you need to open from the open dialog box appeared.

Select the file name you want to open

Click on open button OR Double click on the file name.

3.6 Managing Files & Folders

Understanding File Management

File management is organizing and keeping track of files and folders

File is a collection of computer data that has some common purpose.

E.g. a letter you have typed, a picture you have drawn.

Folder- is an electronic location in which you store groups of related files. It is also possible to place folders inside of other folders.

E.g. a folder to store all the files for an application program.

Drive is a physical place in which you store files and folders.

E.g. a floppy disk, hard disk.

File management can help you do the following:

Create a new folder so you can reorganize information

Examine and organize files and folders in a file hierarchy

Copy, move, and rename files and folders

Delete files and folders you no longer need and restore files you delete accidentally

Locate a file easily with the Search feature

Create shortcuts to files and folders

Creating new folder:

To create a new folder, select the location where you want to create the new folder, and then name it meaningfully, so you can know its contents by reading the name

Thus

Navigate to the folder where the new folder will be stored

Click File on the menu bar, point to New, then click Folder

Type the folder name, then press [Enter] Renaming file and folder:

Navigate to the disk drive which contains the file or the folder you want to rename.

Select the file or the folder

Choose file menu and click Rename Type the new name and press ENTER key.Or

Rightclick the file or the folder and click rename from the short cut (pop-up) menu.

Type the new name and press ENTER key. Deleting a file or a folder using file menu:

Navigate to the disk drive which contains the file or the folder you want to delete.

Select the file or folder

Choose the file menu and click delete

3.7 Customizing a Desktop

To change your desktop background

1. To open Display Properties, click Start, click Control Panel, and then double-click Display, OR, Right click on free Desktop area then choose Properties.

2. On the Desktop tab, do one or more of the following:

Click a picture in the Background list. In Position, click Center, Tile, or Stretch.

Click Browse to search for a background picture in other folders or on other drives. You can use files with the following extensions: .bmp, .gif, .jpg, .dib, .png, .htm. In Position, click Center, Tile, or Stretch.

Select a color from Desktop color. The color fills the space not used by a picture.

Click Apply button

Finally click on OK

To set or change a screen saver1. To open Display Properties, click Start, click Control Panel, and then double-click Display, OR, Right click on free Desktop area then choose Properties.

2. On the Screen Saver tab, under Screen saver, click a screen saver in the list.

Note After you select a screen saver, it will automatically start when your computer is idle for the number of minutes specified in Wait.

To clear the screen saver after it has started, move your mouse or press any key.

To view possible setting options for a particular screen saver, click Settings on the Screen Saver tab.

Click Preview to see how the selected screen saver will appear on your monitor. Move your mouse or press any key to end the preview.

Basics of Windows ExerciseI. Choose the best answer1. Saving file is

A. The process of storing a document on computer for further use

B. The process of writing a document from Random Access Memory (RAM) to secondary storage devices like floppy disk

C. The processes of retrieving (accessing) back a document from hard disk to RAM.

D. All except C

2. A bar usually located at the bottom of a desktop and organizes start button, opened programs, system date and time, etc is?

A. Task bar

B. Status bar

C. menu bar

D. Title bar

3. A button found on the right side of the title bar and used to enlarge (increase) the size of a window in order to fit the entire desktop is?

A. Maximize button

B. Minimize button

C. Close button

D. Restore button

4. The bar below is

A. Menu barB. Title bar

C. Tool bar D. Status bar II. Do the following exercises

1) Create a folder named computer on desktop.

2) Create sub folders hardware and software under the folder you created on question 1.

3) Type a one paragraph text on WordPad and save it within the folder you created on number one by the file name paragraph.4) Again try to save the file you created on question 3 under the folder hardware.

Chapter Four4 Microsoft Word Basics4.1 Introduction to Microsoft WordMicrosoft Word (MS-Word) is word processing software that runs on the windows operating system, which enables you to create, edit, format, save and print document for future retrieval. MS-Word is software that overlooks the work of typewriter. Advantage of MS-Word over type-writer:

MS-Word enables you see and adjust the print preview of your document that avoids wastage of resources.

MS-Word enables you format and edit your documents as you wish

MS-Word enables you correct spelling and grammar errors

MS-Word enables you easily create various types of web pages

MS-Word enables you enter pictures, tables, symbols, and data from other sources

Using MS-Word you can exchange data with other software (e.g. MS-Excel, Ms-Access, etc), create columns, mail merge, drawing, etc.

4.2 Starting MS-Word Program:

Click the start button

Move mouse pointer to Programs /All Programs menu Point to Microsoft office

Point to Microsoft office Word 2003 and click on it.4.2.1 The Screen Element of MS-Word othe Word Screen cvf

Title Bar-Indicates application and current document in use

Menu Bar-General headings for accessing commands

Standard Toolbar-Quick access to basic features of Word

Formatting Toolbar-Quick access to change the look of text

Ruler-Indicates Margin, Tab and Indentation settings. Can also be used to change these settings.

Scroll Bars-Allows quick movement around document

Status Bar-Shows position of Insertion Point and document status

4.2.2 Creating and Closing Documents

Creating a New DocumentA new document can be opened at any time within Word:

Select File (| New.

The New dialog box will appear on the screen.

In the New section click on Blank Document.

Closing a Document

To clear all text from the screen and begin working on a new document:

Select the File | Close command OR Click Close window button (x) on menu bar below the close button.

If the document has not been previously given a file name, or if it has been modified in any way, Word displays a Message Box

Three options are given:

Yes displays the Save As dialog box if the document has just been created or automatically saves the document if it is being modified.

No clears the document from the active window.

Cancelreturns to the document.

Exiting Word

The final step of every word session is to exit word. To exit word:

Choose File( Exit menu from menu bar OR click the applications close button on title bar

4.2.3 Saving and Opening Word Documents To save the work book1. Click on File

2. Click on Save As /Save

3. Select the location from Save In box where you want to save your file

4. Type the file name in the file name box and

5. Slick save

To Open Existing file

1. Open MS-Excel and click on file

2. Click on open

3. Select the folder that contains your file from look in box

4. Select your file and

5. click on Open

4.3 Editing Word Documents

Editing is the process of inserting new items (text, drawing, pictures), removing unwanted items and/or modifying existing ones. One of the major advantages of word processor over type writer is the case with which one can edit documents after creating them.

4.3.1 Select text and graphics

Before performing any operation (copying, moving, formatting and the likes) on a document, you must first select the text. You can select text and graphics by using the mouse or the keyboard, including items that aren't next to each other. For example, you can select a paragraph on page one and a sentence on page three.

Select text and graphics by using the mouse Any amount of text

Drag over the text.

A word

Double-click the word.

An entire document

Edit(Select

A graphic

Click the graphic.

4.3.2 Deleting text and graphics

You can delete one character at a time or delete a large block of text by selecting it first, and the remaining text shifts over to fill the vacated space and line breaks adjust automatically.

To delete text character by character :

Press Delete key if the insertion point is just before the text to be deleted

Press Backspace key if the insertion point is just after the text to be deleted

To delete a block of text :

Select the block and press Backspace or Delete key or Choose Edit(Clear from menu bar

4.3.3 Undo and Redo

If you make a mistake whether it is issuing wrong command or deleting some text by accident, you can probably undo it with the words undo command. Word cannot undo opening, saving, or printing. On the Standard toolbar, click the arrow next to Undo. OR Edit(Undo.

Click the action you want to undo. If you don't see the action, scroll through the list. When you undo an action, you also undo all actions above it in the list.

Notes You can undo the very last action you took by just clicking Undo on the Standard toolbar.

If you later decide you didn't want to undo an action, click Redo on the Standard toolbar OR Edit(Redo

4.3.4 Move (Cut) or copy text and graphics

To copy text and graphics

Select the text and graphics

Click Edit menu OR

Click copy

To cut(move) text and graphics

Select the text and graphics

Click Edit menu OR

Click cut

To paste the copied and cut text and graphics

Click where to paste (place) the copied/cut text.

Click Edit menu

Click Paste OR

With cut, copy and paste you can move or copy text with in a document, between documents, between different applications. Cut, copy and paste are easy to use if you remember the following concepts:

You must select text before issuing a cut or copy command

You must position the insertion point at the desired location before issuing the paste command other wise, you will paste at the wrong location.

The cut command removes selected text from its original location and places it in the office clipboard.

The copy command places selected text in the office clipboard, but it leaves a copy of the text in the original location.

The paste command pastes the most recently cut or copied text into the document at the insertion point location.

Office clipboard: lets you collect items from one application or document and paste them into any other document. The office clip board can hold up to 24 items. It can be displayed in the task pane with the Edit office clip board command. Once the office clipboard is displayed, you can choose an item and paste it into your document.

4.4 Formatting Word Document

Formatting refers to all the techniques that enhance the appearance of your document. Editing changes the content of a document, while formatting changes its appearance.

Character formatting includes all the features that affect individual characters and the primary character formatting features are bold face, italic, font, font style, etc.

4.4.1 Character Formatting

Appearance features are applied using the Format | Font command, which opens up the Font dialog box. Several features can be chosen at once, as well as obtaining a preview of the text prior to changing.

To change appearance before/after typing, open up the Font dialog box and select from the following appearance options:

Font Style

Regular, Bold, Italic, Bold Italic.

Underline includes None, Single, Words Only, Double and Dotted.

Others Font, Size, Color.

Effects includes Strikethrough, Superscript, Subscript, Hidden, Small and All Caps.

4.4.2 Paragraph Formatting

1. Alignment refers to how text appears on each line in relation to the margins. Word is capable of four types of text alignment: Left, Centred, Right and Justified (full).

To adjust the alignment of the paragraph:

Select the paragraph(s) or click with in the paragraph and then click on one of the alignment buttons below from tool bar

Left - is a straight left margin and a ragged right margin.

Centre - each line is centred between the margins.

Right - is a straight right margin, ragged left margin.

Justify - straight left and right margins.

OR

Select the paragraph(s) or click with in the paragraph

Choose Format ( Paragraph ( Indents and Spacing tab Select one of the alignments from the box

2. To change the indentation of text, do one of the following:

Move the insertion point into the paragraph to be indented or select it.

Press the Indent buttons (Increase Indent

or Decrease Indent

) from tool bar as many times as necessary to indent the paragraph the required amount. Each time the Indent button is pressed, the text is indented to the next tab stop.

OR

Select the paragraph(s) or click with in the paragraph

Choose Format ( Paragraph ( Indents and Spacing tab Under Indent choose one from the options given3. Line spacing is the space between two adjacent lines in a paragraph. The default setting for line spacing is Single. Other useful line spacing is Double and 1.

To change the line spacing

Select the paragraph(s) or click with in the paragraph

Choose Format ( Paragraph ( Indents and Spacing tab Choose Line Spacing drop down list box and select from the available options.4.4.3 Adding Borders and Shading

Borders and shading can add interest and emphasis to various parts of your document. You can add borders to pages, text, tables and table cells, pictures. You can shade paragraphs and text.

Page borders

You can add a border to any or all sides of each page in a document, to pages in a section, to the first page only, or to all pages except the first. You can add page borders in many line styles and colors, as well as a variety of graphical borders.

Word can automatically create a border around a whole page.

To create a Page Border select Format | Borders and Shading and click on the Page Border tab.

Select a Setting, Style, Colour and Width. Alternatively select Art to create a border with Clip Art.

Select an option from Apply to: Click OK.

Remove a Page Border by choosing None from Setting then OK

Borders can be created around tables, paragraphs or graphics also. Select the text, table, cell or graphic. Select Format | Borders and Shading... to bring up the Border dialog box. This has a slightly different title depending upon whether the border is being created around a text, paragraph, table or graphic.

Choose a Setting, Style, Colour and Width.

Click OK to create the borders and return to the document

4.5 Inserting

4.5.1 Insert a picture from a clip Art1. On the Insert menu, point to Picture, and then click Clip Art.

2. In the Clip Art in the Search for box, type a word or phrase that describes the clip(picture) you want or type in all or some of the file name of the clip.

3. Click Go/search.

4. In the Results box, click the clip to insert it.

4.5.2 Insert Page Number

1. On the Insert menu, click Page Numbers.

2. In the Position box, specify whether to print page numbers in the header at the top of the page or in the footer at the bottom of the page.

3. In the Alignment box, specify whether to align page numbers left, center, or right relative to the left and right margins, or inside or outside relative to the inside and outside edges of pages that will be bound.

4. If you don't want a number on the first page, clear the Show number on first page check box.

5. Select any other options you want.

6. Click Ok

4.5.3 Inserting WordArtWordArt is a text objects you create with ready-made effects to which you can apply additional formatting options. You can insert decorative text by using WordArt. You can create shadowed, skewed, rotated, and stretched text, as well as text that have been fitted to predefined shapes.

1. On Insert menu point to Pictures, then click on WordArt.

2. Click the WordArt effect you want, and then click OK.

3. In the Edit WordArt Text dialog box, type the text you want.

4. Do any of the following:

To change the font type, in the Font list, select a font.

To change the font size, in the Size list, select a size.

To make text bold, click the Bold button.

To make text italic, click the Italic button.

4.6 Working with Table

A table is made up of vertical and horizontal gridlines. A table contains rows and columns that you can fill with text and pictures. The intersection of a row and a column is a cell.

To insert a table, select Table | Insert | Table.

The following dialog box appears.

Select the Number of columns and Number of rows required.

Click OK. The table is visible.

E.g.

4.6.1 Merging and Splitting cells

Cells in a table can be merged or split. To merge or split, the cells must be selected before choosing the appropriate command.

Merge Cells

To merge cells means to join two or more cells together to make one large cell.

Select the cells to be joined.

Select Table | Merge Cells. The cells are then merged.

Note:Cells from different rows can be merged.

Split Cells

To split means to divide a cell into two or more cells.

Position the cursor in the cell to be split.

Select Table | Split Cells....

Increase the Number of Columns to the required amount.

Click OK.

Note:Cells that have not been merged can still be split.

4.6.2 Inserting Rows and Columns

It is easy to increase a table in size by adding rows or columns to the edges, or even between existing rows or columns.

Insert rows or columns

Move to where the new row/s (above the cursor) or column/s (to the left of the cursor) are to be inserted.

Select Table | Select Row (or Column) to select the row/column. Select Table | Insert | Rows (or Columns).

The new rows/columns are then inserted.

To insert more than one row or column select by highlighting the required number of rows/columns before using the Select and Insert commands.

Alternatively, position the cursor below where the new row is to be inserted and click on the Insert Rows button, , from the Standard Toolbar. Highlight a column and the button will change to Insert Columns.

4.6.3 Deleting a Table

To delete a table it is necessary first to select it.

Either select Table | Select | Table, or click and drag in the selection bar.

Select Table | Delete | Rows or Table | Delete | Columns, depending on which way the selection was made.

Note:To delete the text only within a table, select the table and press .

To Delete rows or columns

Select Table | Select | Row (or Column).

Select Table | Delete | Rows (or Columns).

Basics of MS-Word Exercise

I. Do the following ExerciseType the following text on MS-Word and Apply the font features like (font: Bookman Old Style, Font Style: Bold Italic, Font Color: Pink, Font Size: 28)

WordArt is a text objects you create with ready-made effects to which you can apply additional formatting options. You can insert decorative text by using WordArt. You can create shadowed, skewed, rotated, and stretched text, as well as text that have been fitted to predefined shapes.

II. Choose the best answer

1. A computer program that is used in creating, editing, formatting, saving and printing documents.

A. Excel B. Window-2006 C. Window-2000 D. Ms-word E. None

2. Which of the following file names are not valid?

A. ab/102/99 B. ab.c C. abc D. x.z.y E. all

3. The process of Insert new items and remove unwanted ones is called ________.

A. Formatting B. Saving C. Printing D. Editing E. None

4. A button that can used to restore the texts that deleted accidentally is _________

A. Redo B. Format C. Paste D. Undo E. None

5. Bold, Italic and Underline are ___________

A. Font Type B. Font Style C. Font size D. all E. NoneIII. Give Short Answer

1. Compare typewriter with ms-word.

2. Explain the main difference between save and save as.

3. Tola was typing a letter using his computer. After typing his letter, he took a tea break, during which time the power was shut off with out warming. When he switched on his computer, he found that his letter had disappeared. Did Tola make a mistake? If so, what went wrong?

4. What is the difference between Close and Minimize button?

Chapter Five5 Microsoft Excel Basics

5.1 Introduction to Microsoft Excel Microsoft Excel is application software created specifically to help in the processing of tabular information, usually numbers. In addition, it is used to keep data list, analyze, summarize data, calculations and chart data. Microsoft Excel stores information in rows (across the screen) and columns (down the screen), forming a worksheet.

5.2 Starting MS-Excel

To start MS-Excel

( Click on start

( Point to programs/ All Programs

( Point to Microsoft office

( Point to Microsoft office Excel 2003 and click on it.

5.2.1 Screen Elements of MS-Excel Title bar = Indicates application and current workbook in use

Menu bar = General headings for that Contains commands Tool bars = Contains short cut commands

Formula bar = Indicates active cell address and displays cell contents

Active cell = selected cell in the work sheet/ Position to insert information Cell address/Reference =Indicate the name of active cell e.g A1, A3, B4, etc Sheet Tab =Name of displayed sheets

(Sheet 1, sheet 2, sheet 3)

Work book:- is a MS Excel window where you work on. By default it is composed of three worksheets namely sheet 1, sheet 2, and sheet 3, but can contain up to 255 worksheets.

Worksheet:- is a large planned rectangular area of intersection between rows and columns you use the worksheet to keep data base, perform calculation, and more other. Each worksheet has 256 columns and 65536 rows. The columns are labeled by letters, A, B, C IV and the rows are labeled by numbers 1, 2, 3, ..65536. These letters and numbers are shown in the Row and Column Headings on the worksheet.

Cell: - The intersection of Columns and rows in a worksheet. A cell is named by the name of column and row e.g A1, B2, Z70 etc..

Database:- is a collection of similar data

5.2.2 Exiting MS-Excel

After you complete your task you can close the Window

To Exit MS-Excel Window:( Click on close button from the title barOR( Click on File

( Click on Exit

5.2.3 Entering Data in to worksheet

You can enter constant values (it can be a numeric value, including data and time or it can be text). First, you place the cursor in the cell in which you would like to enter data. Then you type the data and press Enter.To enter data in a work sheet:-(Click on the cell in which you want to enter data

( Type the data

( Press Enter

5.2.4 Saving and Opening work book

To save the work book1. Click on File

2. Click on Save As /Save3. Select the location from Save In box where you want to save your file

4. Type the file name in the file name box and5. Slick save

To Open Existing file

1. Open MS-Excel and click on file

2. Click on open3. Select the folder that contains your file from look in box

4. Select your file and 5. click on Open

5.3 Editing Worksheet

5.3.1 Moving in a work sheetTo move Press

One cell to the right - Right Arrow key or Tab key

One cell to the left - Left arrow key

One cell down - Down Arrow

One cell up - Up Arrow

To the lost column - Ctrl Right arrow key

To the first column - Ctrl + Arrow key

To the last row - Ctr1 + Down arrow key

To the first row - Ctrl + up arrow key

5.3.2 Selecting the parts of worksheetTo select Do the followingOne cell - Click on a cell

Range of cells - Drag on the cell range

5.3.3 Copying and Moving

You can copy or move your data base as you did on the Microsoft word

Copying and moving using edit menu

1. Create the following database and select it

2. Click on Edit

3. Choose copy or cut

4. Click on the cell where you want to place the copied or cut text5. click on paste

Copying or moving using Tool bar

Select the database Click on copy or cut button from the above tool bar

Click where to place the data

Click on paste button from the above tool bar5.3.4 Inserting Rows and columns

To insert row(s):

1. Select a cell or cells / row or rows above which you want to insert new row (s)2. Click Insert and click on Rows

2.

To insert column (s)

1. Select a column or columns to the left of which you want to insert column (s) 2. Click Insert and click columns

5.4 Formatting the Worksheet

After you create the data base, it is possible to change the appearance of data by changing font size, font color, style, alignment, ..etc

5.4.1 Changing FontsTo change font size, color, style using Format Menu1. Select your database

2. Click on format and click on cell

The format cells dialog box will be displayed

3. Click on font tab4. Choose the option you want

5. Click ok

To change font size, color, style using Tool bar

1. Select your database

2. Chose the option you want from the above tool bar

5.4.2 Applying border and patterns

By default MS-Excel data base has no printable border and no fill, you can apply border and shading to the cells

To apply boarder

1. Select your database

2. Click on format and click on Cells

3. Click on border tab

4. Choose the option you want

5. Click ok

To apply Pattern (Shading)

1. Select your data base

2. Click on format and click on cells

3. Choose the option you want

4. Click ok

5.4.3 Formatting numbers1. Select your database

2. Click on format and click on cells

3. Select Number tab

4. Select the number format you like

5. Click ok

5.5 Using formulas and functions

Formulas and functions are used to perform mathematical operation; this is the most import use of MS-Excel

5.5.1 Creating formulas

Enter the following data and calculate the results

1. Click on the cell in which you want to see the result

2. Type equal sign = ; any formula in MS-Excel begins with equal sign 3. Type the cell address/reference and operator (+, -,*,or / ). 4. press Entere.g.

=A2 + B25.5.2 Using functions

Functions are predefined formulas that perform calculations by using specific values, called arguments.

5.5.2.1 The Sum function

It adds all the number in range of cells

To sum numbers in a range of cells1. Click on the cell in which you want to see the result

2. Click on auto sum button ( on the standard tool bar

3. Drag over the values to be calculated

4. press Enter

OREnter the formula below manually on the cell you want to see the result

=Sum (A2: F2)

5.5.2.2 The Average function

It returns (arithmetic mean) of the arguments

To calculate the average in a range of cells:

1. Click on the cell in which you want to see the result

2. Click on Insert function button ( f x ) on the formula bar

3. Select Average

4. Click on ok

5. Drag over the Value to be calculated

6. press Enter

OR

Enter the formula below manually on the cell you want to see the result

=Average (A2: F2)

5.5.2.3 The RANK Function

It returns the rank of a number in a list of numbers

To find rank of number in the list

1. Click on the cell in which you want to see the result

2. Click on Insert function button ( f x ) on the formula bar

3. Select rank function

4. Click ok

The function argument dialog box will be displayed

5. Click on the number from the list for which you want to find the rank

6. Click on ref box and drag over the list from which you find the rank and press F4

7. Click on Order box and type 0

8. Finally click ok

OR

Enter the formula below manually on the cell you want to see the result

=Rank (A2, $A$2:$ $F2,0)

5.5.2.4 The If function

It checks whether a condition is met, and returns TRUE if the logical test is evaluated to be TRUE or FALSE if the logical test is evaluated to be FALSE. If is used evaluate values for grade, Tax, Comments or others.

1. Click on a cell on which you want to see the result2. Click on the Insert function ( f x ) button on the formula bar

3. Select if function

4. Click ok

5 Type the expression in Logical test box. e.g. E2 > 90

6 Press tab key and Type true value in Value if true box

7. Press tab key and type false value in Value if false box

8 Click ok

5.6 Using Chart

Using Microsoft Excel, you can represent numbers in a chart. You can choose from a variety of chart types. And, as you change your data, your chart will automatically update. You can use Microsoft Excel's Chart Wizard to take you through the process step-by-step.To insert chart

1. Select your data base

2. Click Insert and click on chart

OR Click on chart wizard ( ) on the tool bar

The chart wizard dialog box will be displayed. (It has four wizards)

3. Select the chart type and click next (wizard 1 of 4)4. Select the data range and click next (wizard 2 of 4)5. Select the chart options you want and click next (wizard 3 of 4)6. Select the chart location you want and (wizard 1 of 4) 7. click finishMicrosoft Excel Exercise

1. What is Microsoft Excel ?

2. What is the difference between work book and worksheet?

3. A worksheet may have______ columns and _____rows

4. The intersection of columns and rows is known as______

5. What is the difference between formula and function

1. Create the following database

Name SexSubject 1Subject 2Subject 3SumAverageGrade

(Sub

Ayantu

TolaF847490

Bontu

ChalaF906475

Tariku

FiteM929094

Alemu

MergaM917183

Kena

AsefaF949596

JemilaMohammedF906494

Chapter Six

6 Basics of the Internet6.1 What is the Internet?

The Internet is the largest computer network in the world. It connects a large number of computers, of all types, together. It is a powerful tool that allows you to communicate and exchange information on a global level. The Internet consists of hardware, software and associated services.

The diagram below illustrates some of the Physical Components that make up the Global Structure of the Internet:

This could be a local area network in England

This could be Ethiopian Tele-Communications This could be the local area network in the NCTEFig: 6.1. The Global Structure

6.1.1 How does the Internet Work?

Computers on the Internet are called: servers and clients. Some basics about Servers:

A server is a computer that acts as an information and service provider. Servers are usually connected perman