Basic Information Technology Concepts

INTRODUCTION TO COMPUTERS

Objectives
 Define the term computer and discuss the four basic computer operations:
input, processing, output, and storage
 Define data and information
 Explain the principle components of the computer and their use
 Describe the use and handling of floppy disks and hard disks
 Discuss computer software and explain the difference between system
software and application software
 Identify several types of personal computer application software
 Discuss computer communications channels and equipment and the Internet
and World Wide Web
 Explain how to purchase, install, and maintain a personal computer, a
notebook computer, and a handheld computer
 Define e-commerce

Computer: Input, Processing, Output, and Storage

In today's world, computers are used for almost every task imaginable. Routine
activities such as paying bills, buying groceries, or communicating with a friend
can be done with a computer. That is why it is important not only to know how to
use a computer, but also to understand the components of a computer and what
they do.

Recent studies report that almost 40% of homes surveyed have personal
computers, and this number is growing. Given the widespread use of computers,
computer literacy - a knowledge and understanding of computers and computer
uses - has become an essential ingredient in the recipe for success in today's
world. Florida was the first state to demand computer literacy of all students by
grade 12.

Collectively, the electric, electronic, and mechanical equipment that makes up a

personal computer is called hardware. Devices that surround the system unit
(i.e., the keyboard, mouse, speakers, monitor, and so on) sometimes are known
as peripheral devices.

Computers manipulate (process) data (input) to produce information (output) and

hold (store) that information for future use. These operations are completed
incredibly quickly. Today's supercomputer can perform 72 trillion operations per
second. If a person did one arithmetic operation a second without stopping, it
would take more than 31,000 years to perform the number of operations a
supercomputer can do in one second.

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Data and Information

A major part of understanding computers is to know what goes into them (data),
what comes out of them (information), and to understand the process of turning
data into information, also known as the information processing cycle.

Understanding the difference between data and information is important. Clifford

Stoll - lecturer, computer security expert, and author (The Cuckoo's Egg: Tracking
a Spy through the Maze of Computer Espionage and Silicon Snake Oil: Second
Thoughts on the Information Superhighway are two of his most popular works) -
notes a wide gap between data and information. Information has a pedigree, or
lineage. Its source is known, whether a respected professor or a seventh grader.
"The Internet has great gobs of data," Stoll maintains, "and little, little
information."

Components of the Computer and Their Use

A computer consists of five primary hardware components: input devices, the
central processing unit (CPU), memory, output devices, and storage devices.
These components work together with software to perform calculations, organize
data, and communicate with other computers.

Different types of input devices transmit different types of data or transmit data
in different ways. A keyboard is used to transmit alpha/numeric data by typing. In
addition to the standard keys in the typing area, an enhanced keyboard contains:

Function keys that can be programmed to perform specific tasks

Status lights that indicate modes that can be turned on and off by toggle keys
(e.g., caps lock and num lock)
A numeric keypad that allows for rapid entry of numbers
Arrow keys and other cursor-control keys (e.g., home, end, page up, and page
down) that control the on-screen movement of the insertion point
Special keys such as esc, shift, ctrl, and alt that have varying functions
depending on the software

The mouse, like a trackball or joystick, is called a pointing device because it

controls the movement of a pointer, or mouse pointer, on the computer screen.
The first mouse was a one-button, rectangle shaped device invented by Doug
Engelbart in 1964. A mouse is very easy to use. It requires empty desk space,
however, and forces the user to remove a hand from the keyboard to give a
command.

Different CPUs function at different speeds. The rate at which computer

operations take place is measured in gig hertz (GHz), or billions of electronic
pulses per second. This rate varies among computers and should be a
consideration when purchasing a personal computer. Computers have two basic
types of memory. RAM (random access memory) is volatile, meaning that its
contents are lost when the computer is turned off. ROM (read-only memory) is
non-volatile because it retains its contents even when the power is turned off.

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ROM stores information that does not change, such as the instructions and data
used to start the computer when it is first turned on.
Like input devices, different types of output devices convey different types of
information or convey information in different ways. Printer output sometimes is
called hard copy because of its physical, touchable character. Monitor output, on
the other hand, is called soft copy because it has only an electronic, intangible
existence.

Non-impact printers represent the fastest growing segment of the printer market.
The drops of ink that form an ink-jet printer character are similar to the dots that
form a dot matrix character figure, but there are many more of them. Good
quality paper must be used with ink-jet printers so that the ink does not bleed.
The speed quoted for impact printers often is measured in characters per second
(cps). Like ink-jet printers, laser printer speed is measured in pages per minute
(ppm). Although they are fast, all printers are much slower than computers.
Because of this, most printers have a buffer that temporarily stores a few pages,
allowing the computer to dump output into the buffer and continue processing.
The most widely used PC monitors are 14- or 17-inch (measured from one corner
to the diagonally opposite corner). With the growing popularity of portable
computers, the clarity of LCD displays continues to improve. The quality of a
monitor's display depends largely on three factors:

 Resolution - the number of pixels displayed

 Dot pitch - the distance between pixels
 Refresh rate - the speed with which images are redrawn on the screen
 Storage devices are different from memory. Memory, sometimes called
primary storage, is fast, short-term, volatile, and relatively expensive. Storage
devices, on the other hand, are slower, long-term, non-volatile, and less
expensive.

Floppy Disks and Hard Disks

The data and information used in a computer needs to be stored for future use.
The memory of a computer only holds items temporarily while they are being
processed. When not being processed, these items must be stored in auxiliary
storage devices. These devices include floppy disks, hard disks, CD-ROM, and
DVD-ROM. When selecting a storage device it is important to know that each
device holds different amounts of information.

Computer Software: System Software and Application

Software
There are two categories of computer software: system software and application
software. System software serves as the interface between a user and the
computer's hardware. An example of system software would be an operating
system such as Microsoft Windows. Application software consists of programs
designed to perform specific tasks. An example of application software would be
a spreadsheet program, such as Microsoft Excel.

Types of Personal Computer Application Software

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Many types of application software are available. The more popular application
software includes word processing software, electronic spreadsheet software,
database software, presentation graphics software, communications software,
and electronic mail software. Knowing the function of each type of application
software is one of the most important ingredients of being computer literate.

Several years ago, a survey of large and small businesses showed that the most
often used applications were:
 Word processing and spreadsheet (used by 100% of those surveyed)
 Communications, electronic mail, database, and presentation graphics
(used by about 95%)
 Desktop publishing (used by about 85%)
 Project management (used by about 70%)
 Personal information management (used by about 50%)

In word processing, any work developed through the writing process is a

document. Word processing software makes it easier to create, edit, format, and
print documents. Many word processing packages include a spell checker,
grammar checker, and thesaurus.

The first spreadsheet software, VisiCalc, was introduced in 1979. By

immediately displaying the results of changes, electronic spreadsheet packages
provide a capability called what-if analysis. Another powerful capability, called
goal-seek, finds what value is needed to reach a specified goal.

A database file is a collection of related data called records, each of which

consists of a group of related facts called fields. The data can be manipulated, or
a report, called a query, can be created based on user-specified criteria. Although
most spreadsheet packages can manage data tables of a few thousand records,
database software can efficiently handle much larger data tables.

Word processing and spreadsheet software came out around 1980. Presentation
graphics software was not introduced until the mid to late 1980s. Nevertheless, it
can be argued that presentation graphics software has had almost as great an
impact on business, and on how people do business, as either of the older
applications. Presentation graphics packages include libraries of clip art that can
be inserted into slides and a slide sorter that can be used to organize the order
effectively in which slides are presented.

CHAPTER 1: INTRODUCTION TO COMPUTERS

Overview
 Explain the importance of computer literacy
 Define the term computer
 Identify the components of a computer

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 Explain why a computer is a powerful tool

 Differentiate among the various types of software
 Explain the purpose of a network
 Discuss the uses of the Internet and the World Wide Web
 Describe the categories of computers and their uses
 Identify the various types of computer users
 Understand how a user can be a Web publisher

Explain the importance of computer literacy

Computers have touched every part of our lives: the way we work, the way we
learn, the way we live, even the way we play. It almost is impossible to go
through a single day without encountering a computer, a device dependent on a
computer, information produced by a computer, or a word that was introduced or
whose meaning has changed with the advent of computers. Because of the
significance of computers in today’s world, it is important to be computer literate.
Being computer literate means you have knowledge and understanding of
computers and their uses.

Define the term computer

A computer is an electronic machine, operating under the control of instructions
stored in its own memory that can accept data, manipulate the data according to
specified rules, produce results, and store the results for future use.
Computers process data to create information.

Data is a collection of raw unprocessed facts, figures, and symbols.

Information is data that is organized, meaningful, and useful.

To process data into information, a computer uses hardware and software.

Hardware is the electric, electronic, and mechanical equipment that makes up a

computer.

Software is the series of instructions that tells the hardware how to perform
tasks.

Identify the components of a computer

Computer hardware components include input devices, output devices, a system

unit, storage devices, and communications devices.

An input device is any hardware component that allows a user to enter data and
instructions into a computer. Six commonly used input devices are the keyboard,
mouse, microphone, scanner, digital camera, and PC camera.

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An output device is any hardware component that can convey information to a

user. Three commonly used output devices are a printer, a monitor, and
speakers.

The system unit is a box-like case made from metal or plastic that protects the
internal electronic components of the computer from damage. The system unit
contains the central processing unit and memory. The central processing unit
(CPU) is the electronic device that interprets and carries out the basic instructions
that operate the computer. Memory is a temporary holding place for data and
instructions.

A storage device records and retrieves data to and from a storage medium. Six
common storage devices are a floppy disk drive, a Zip® drive, a hard disk drive,
a CD-ROM drive, a CD-RW drive, a DVD-ROM drive, and a DVD+RW drive.

A communications device enables computer users to communicate and exchange

items such as data, instructions, and information with another computer. A
modem is a communications device that enables computers to communicate
usually via telephone lines or cable.

Differentiate among the various types of software

There are two categories of computer software: system software and application
software.

System software consists of the programs that control the operations of a

computer and its devices. Two types of system software are the operating
system and utility programs.

An operating system (OS) coordinates all activities among hardware devices and
contains instructions that allow you to run application software.

A utility program performs specific tasks, usually related to managing a

computer, its devices, or its programs. You interact with software through its user
interface.

Application software consists of programs that perform specific tasks for users.
Popular application software includes word processing software, spreadsheet
software, database software, and presentation graphics software. Application
software can be

 Packaged software (copyrighted software that meets the needs of a variety

of users),
 In-house/Custom software (tailor-made software developed at a user’s
request),
 Freeware (copyrighted software provided at no cost),
 Public-domain software (software donated for public use with no copyright
restrictions), or

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 Shareware (copyrighted software distributed free for a trial period).

Describe the categories of computers and their

uses
The six major categories of computers are personal computers, handheld
computers, Internet appliances, mid-range servers, mainframes, and
supercomputers. These categories are based on differences in size, speed,
processing capabilities, and price.

A personal computer can perform all of its input, processing, output, and storage
activities by itself. Personal computers include desktop computers and notebook
computers.

A desktop computer is designed so the system unit, input devices, output

devices, and any other devices fit entirely on or under a desk or table. Variations
of desktop computers include

 Tower models (computers with tall and narrow system units that can sit
vertically on the floor),
 All-in-one computers (less expensive computers that combine the monitor
and system unit into a single device), and
 Workstations (more expensive and powerful computers designed for work
that requires intense calculation and graphics capabilities).

A notebook computer is a portable personal computer small enough fit on your

lap. Notebook and desktop computers are used at home or in the office to
perform application software-related tasks or to access the Internet.

A handheld computer is a small computer that fits in your hand. Handheld

computers can perform specific, industry-related functions, or can be general-
purpose. A PDA (personal digital assistant) is a handheld computer that provides
personal organizer functions, such as a calendar, appointment book, and
notepad.

An Internet appliance is a computer with limited functionality whose main

purpose is to connect to the Internet from home.

A mid-range server is more powerful and larger than a workstation computer.

Users typically access a mid-range server through a personal computer or a
terminal, which is a device with a monitor and a keyboard that usually has no
stand-alone processing power.

A mainframe is a large, expensive, very powerful computer that can handle

hundreds or thousands of connected users simultaneously.

A supercomputer is the fastest, most powerful, and most expensive category of

computer.

Identify the various types of computer users

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Computer users can be divided into five categories: home user, small office/home
office users, mobile users, large business users, and power users.

A home user spends time on the computer for personal and business
communications, budgeting and personal financial management, entertainment,
and Web access.

A small office/home office (SOHO) user includes any company with fewer than
50 employees, as well as self-employed people that work out of their home.

A mobile user travels to and from a main office or school to conduct business,
communicate, or do homework.

A large business user works for a company that has a large number of
employees and computers usually connected to a network.

The power user – such as an engineer, architect, or desktop publisher – typically

works with multimedia, which combines several media elements into one
application, and requires the capabilities of a workstation or other powerful
computer.

CHAPTER 2

APPLICATION SOFTWARE

Overview
 Define application software

 Understand how system software interacts with application software

 Identify the role of the user interface
 Explain how to start a software application
 Identify the widely used products and explain the key features of different
software applications
 Identify various products available as Web applications
 Describe the learning aids available with many software applications

This chapter discusses the role of the system software with respect to application
software. It then presents an overview of several productivity software
applications, graphic design/multimedia software applications,
home/personal/educational software applications, and communications software
applications. The chapter then identifies various Web applications. Finally,
learning aids and supports tools within application software products are
presented.

Define application software

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Application software consists of programs designed to perform specific tasks for

users. Application software can be used as a productivity/business tool; to assist
with graphics and multimedia projects; to support home, personal, and
educational activities; and to facilitate communications. Specific application
software products, called software packages, are available from software
vendors. Although application software also is available as shareware, freeware,
and public-domain software, these usually have fewer capabilities than retail
software packages.

 Word processing software allows users to create and manipulate

documents that contain text and graphics. With word processing software, you
can insert clip art into a document; change margins; find and replace text; use
a spelling checker to check spelling; place a header and footer at the top and
the bottom of a page; and vary font (character design), font size (character
scale), and font style (character appearance).
 With spreadsheet software, data is organized in rows and columns, which
collectively are called a worksheet. The intersection of a row and column,
called a cell, can contain a label (text), a value (number), or a formula or
function that performs calculations on the data and displays the result.
 Database software allows you to create and manage a database. A database is
a collection of data organized to allow access, retrieval, and use of that data. A
query is used to retrieve data according to specified criteria, which are
restrictions the data must meet.
 Presentation graphics software is used to create presentations that
communicate ideas, messages, and other information to a group through a
slide show. You can use a clip gallery to enhance your presentation with clip
art images, pictures, video clips, and audio clips.
 A personal information manager (PIM) is software that includes an
appointment calendar to schedule activities, an address book to maintain
names and addresses, and a notepad to record ideas, reminders, and
important information. A software suite is a collection of individual
applications sold as a single package.
 Project management software allows you to plan, schedule, track, and
analyze the progress of a project. Accounting software helps companies record
and report their financial transactions.
 Power users often use software that allows them to work with graphics and
multimedia.
 Computer-aided design (CAD) software assists in creating engineering,
architectural, and scientific designs.
 Desktop publishing (DTP) software is used to design and produce
sophisticated documents. DTP is developed specifically to support page
layout, which is the process of arranging text and graphics in a document.
 Paint software is used to draw graphical images with various on-screen
tools.
 Image editing software provides the capability to modify existing images.
 Video editing software and audio editing software can be used to modify
video and audio segments.
 Multimedia authoring software is used to create electronic interactive
presentations that can include text, images, video, audio, and animation. Web

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page authoring software is designed to create Web pages and to organize,

manage, and maintain Web sites.
Many software applications are designed specifically for use at home or for
personal or educational use.
 Integrated software combines several productivity software applications that
share a similar interface and common features into a single package.
 Personal finance software is an accounting program that helps pay bills,
balance a check book, track income and expenses, follow investments, and
evaluate financial plans.
 Legal software assists in the creation of legal documents and provides legal
advice.
 Tax preparation software guides users through the process of filing federal
taxes.
 Personal DTP software helps develop conventional documents by asking
questions, presenting predefined layouts, and supplying standard text.
 Photo-editing software is used to edit digital photographs.
 A clip art/image gallery is a collection of clip art and photographs that can
be used in all types of documents.
 Home design/landscaping software assists with planning or remodelling.
 Educational software teaches a particular skill and exists for about any
subject.
 Reference software provides valuable and thorough information for all
individuals.
 Entertainment software includes interactive games, videos, and other
programs designed to support a hobby or provide amusement.

One of the main reasons people use computers is to communicate and share
information.

 E-mail software is used to create, send, receive, forward, store, print, and
delete e-mail (electronic mail).
 A Web browser is a software application used to access and view Web
pages.
 A chat client is software that allows you to connect to a chat room, which
permits users to chat via the computer.
 A newsreader is a software program used to participate in a newsgroup,
which is an online area on the Web where users conduct written discussion
about a particular subject.
 An instant messenger is a software program installed to use instant
messaging (IM), a real-time communications service that notifies you when
one or more people are online and then allows you to exchange messages or
files.
 Groupware is a software application that helps groups of people on a network
work together and share information.
A videoconference is a meeting between two or more geographically separated
people who use a network or the Internet to transmit audio and video data.

Expand Your Knowledge

 Application software

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 System software
 The user interface
 Starting an application
 Software
 Web applications
 Learning aids

Application Software
Popular types of application software can be categorized by their general use:
productivity software, graphics design/multimedia software,
home/personal/educational software, and communications software. An
application can belong to more than one category. For example, an e-mail
program can be considered both productivity software and communications
software.

System Software
Many application programs are designed to run with a specific operating system.
When shopping for an application software package, buyers must make sure they
have a compatible operating system. A software package designed to be used
with the Macintosh operating system may not work with the Windows operating
system. The operating system version also is important. An application designed
for Windows XP may not work with Windows 3.1. Yet, because most operating
systems are downward compatible, software written for earlier versions of an
operating system (such as Windows 98) usually can be used with recent versions
of the operating system (such as Windows XP).

The User Interface

The user interface plays a key role in application software. Studies have found
that GUI users generally complete tasks more accurately, work faster, are more
productive, and feel less fatigue than users of a text interface. The Macintosh
operating system – the first popular GUI – actually was developed from an earlier
GUI-based operating system created by Xerox.

The first version of Windows (1985) imitated the Macintosh’s GUI (Apple sued
Microsoft, unsuccessfully, for copyright infringement). Although some users still
feel the Macintosh interface is superior, today some form of Windows is used on
almost 90 percent of personal computers. Because of this, even competitive
products often use similar features, such as the same menu names.

CHAPTER 3

THE COMPONENTS OF THE SYSTEM UNIT

Overview
 Describe the components in the system unit

 Explain how the CPU uses the four steps of a machine cycle to process data
 Define a bit and describe how a series of bits represents data

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 Differentiate between the various types of memory

 Describe the types of expansion slots and cards in the system unit
 Explain the difference between a serial, a parallel, and a USB port
 Describe how buses contribute to a computer's processing speed
 Identify components in a notebook computer
 Identify components in a handheld computer

Chapter presents the components in the system unit, described how memory
stores data, instructions, and information, and discusses the sequence of
operations that occur when a computer executes an instruction. The chapter
included a comparison of various microprocessors on the market today.

Describe the components in the system unit

The system unit, sometimes called the chassis, is a box-like case housing the
electronic components of a computer that are used to process data. System unit
components include the processor, memory module, cards, ports, and
connectors. Many of the system unit’s components reside on a circuit board
called the motherboard. The motherboard contains many different types of chips,
or small pieces of semiconducting material, on which one or more integrated
circuits (IC) are etched. An integrated circuit is a microscopic pathway capable of
carrying electronic current. Each IC can contain millions of transistors, which act
as switches for electronic signals.

Explain how the CPU uses the four steps of a

machine cycle to process data
The central processing unit (CPU), also called a processor, significantly impacts
overall computing power and manages most of a computer’s operations. The CPU
contains the control unit and the arithmetic/logic unit.

The control unit directs and coordinates most of the operations in the computer.
For every instruction, the control unit repeats a set of four basic operations called
the machine cycle:

 fetching the instruction or data item from memory,

 decoding the instruction into commands the computer understands,

 executing the commands, and, if necessary,

 Storing, or writing the result to memory.

The arithmetic/logic unit (ALU) performs the execution part of the machine cycle.
Specifically, the ALU carries out three operations:

Arithmetic operations – performing calculations, which include addition,

subtraction, multiplication, and division

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Comparison operations – comparing data items to determine if the first item is

greater than, equal to, or less than the other item
Logical operations – working with conditions and logical operators such as
AND, OR, and NOT

Compare and contrast various personal computer

processors on the market today

A personal computer’s CPU usually is contained on a single chip, which some call
a microprocessor.

Intel is a leading manufacturer of personal computer processors.

Most high-performance PCs use a processor from Intel called the Pentium®
processor.

A second Intel brand, called the Celeron™, is designed for less expensive PCs.

Two more brands, called the Xeon™ and Itanium™ processors, are ideal for
workstations and low-end servers. Intel-compatible processors have the same
internal design as Intel processors and perform the same functions, but are made
by other companies and often are less expensive.

An alternative design to the Intel-style processor, the Motorola processor, is

found in Apple Macintosh and Power Macintosh systems.

A new type of processor designed for lower-costing personal computers and

Internet appliances, called an integrated CPU, combines functions of a
processor, memory, and a video card on a single chip.

Today’s processors are equipped with MMX™ technology, a built-in set of

instructions that manipulates and processes multimedia data more efficiently.
Intel’s SSE instructions and AMD’s 3DNow!™ are two other technologies that
improve a processor’s performance of multimedia, the Web, and 3-D graphics. To
optimize and extend battery life for notebook computers, Intel® mobile
processors use SpeedStep™ technology and AMD processors use PowerNow!™
technology.

Define a bit and describe how a series of bits

represents data
Most computers are digital, meaning they understand only two discrete states: on
and off. These states are represented using two digits, 0 (off) and 1 (on). Each on
or off value is called a bit (short for binary digit), the smallest unit of data a
computer can handle. Eight bits grouped together as a unit form a byte. A byte
provides enough different combinations of 0s and 1s to represent 256 individual
characters including numbers, letters of the alphabet, punctuation marks, and
other characters.

The combinations of 0s and 1s used to represent data are defined by patterns

called coding schemes. Popular coding schemes are ASCII, EBCDIC, and Unicode.

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Coding schemes make it possible for humans to interact with a digital computer
that recognizes only bits. Every character you type on a keyboard is converted
into a corresponding byte, a series of on/off electrical states the computer can
process.

Differentiate between the various types of memory

Memory is a temporary storage place for data, instructions, and information.

Memory stores the operating system, application programs, and the data
processed by application programs. A byte is the basic storage unit in memory.
Memory size is measured by the number of bytes available for use.

 A kilobyte (KB or K) of memory is approximately one thousand bytes,

 a megabyte (MB) is approximately one million bytes, and

 a gigabyte (GB) is approximately one billion bytes.

The system unit contains several types of memory.

RAM (random access memory) consists of memory chips that the processor can
read from and write to. Most RAM is volatile memory, meaning that its contents
are lost when the computer’s power is turned off. Two basic types of RAM chips
are dynamic RAM and static RAM.
Dynamic RAM (DRAM) must be re-energized constantly or it loses its contents.

Static RAM (SRAM) is faster and more reliable than DRAM and has to be re-
energized less often, but it is much more expensive.

Memory cache, also called a cache store or RAM cache, improves processing time
by storing frequently used instructions and data.
ROM (read-only memory) refers to memory chips that only can be read and used;
that is, they cannot be modified. ROM is non-volatile memory (NVM), meaning
that its contents are not lost when the computer’s power is turned off. A variation
of the ROM chip, called programmable read-only memory (PROM), is a blank chip
on which you can place items permanently.

Flash memory, also known as flash ROM or flash RAM, is non-volatile memory
that can be erased electronically and reprogrammed.

Complementary metal-oxide semiconductor (CMOS) memory, another type of

memory chip, stores configuration information about the computer and uses
battery power to retain information when the power to the computer is off.

Describe the types of expansion slots and cards in

the system unit

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An expansion slot is an opening, or socket, where you can insert a circuit board
into the motherboard. These circuit boards – called cards, expansion cards,
boards, expansion boards, adapters, adapter cards, interface cards, add-ins, or
add-ons -- add new devices or capabilities to the computer. Four types of
expansion cards found in most computers are a video card, a sound card, a
network interface card, and a modem card.

A video card converts computer output into a video signal that is sent through a
cable to the monitor, which displays an image.

A sound card enhances the sound-generating capabilities of a personal

computer by allowing sound to be input through a microphone and output
through speakers.

A network interface card (NIC) is a communications device that allows the

computer to communicate via a network.

A modem card is a communications device that enables computers to

communicate via telephone lines or other means. Many of today’s computers
support Plug and Play, a capability with which the computer automatically can
configure expansion boards and other devices as you install them.

Notebook and other portable computers have a special type of expansion slot
used for installing a PC Card, which is a thin credit card-sized device that adds
memory, disk drives, sound, fax/modem, and communications capabilities to a
mobile computer.

Explain the difference between a serial, a parallel,

and a USB port

A cable often attaches external devices to the system unit. A port is the
interface, or point of attachment, to the system unit. Ports have different types of
connectors, which are used to join a cable to a device. Male connectors have one
or more exposed pins, while female connectors have matching holes to accept
the pins.

Most computers have three types of ports: serial, parallel, and USB.

A serial port is a type of interface that connects a device to the system unit by
transmitting data only one bit at a time. Serial ports usually connect devices that
do not require fast data transmission rates, such as a mouse, keyboard, or
modem.

A parallel port is an interface that connects devices by transferring more than

one bit at a time. Many printers connect to the system unit using a parallel port.

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 Basic Information Technology Concepts

A universal serial bus (USB) port can connect up to 127 different peripheral
devices with a single connector type, greatly simplifying the process of attaching
devices to a personal computer.

Describe how buses contribute to a computer's

processing speed
Bits are transferred internally within the circuitry of the computer along electrical
channels. Each channel, called a bus, allows various devices inside and attached
to the system unit to communicate with each other.

The bus width, or size of the bus, determines the number of bits that can be
transferred at one time. The larger the bus width, the fewer number of transfer
steps required and the faster the transfer of data.

In most computers word size (the number of bits the CPU can process at a given
time) is the same as the bus width.

Every bus also has a clock speed. The higher the bus clock speed, the faster the
transmission of data, which results in applications running faster.

A computer has two basic types of buses.

A system bus connects the CPU to main memory.

An expansion bus allows the CPU to communicate with peripheral devices.

Identify components in a notebook computer

Users with mobile computing needs often have a mobile computer, such as a
notebook computer and/or handheld computer. A notebook computer, also called
a laptop computer, can run either using batteries or using a standard power
supply. In addition to the motherboard, processor, memory, sound card, PC Card
slot, and drive bay, the system unit for a notebook computer also houses other
devices, such as the keyboard, pointing device, speakers, and display.
Identify components in a handheld computer
Handheld computers run strictly on battery. Similar to desktop and notebook
computers, handheld computers have a system unit that contains electronic
components that process data. A handheld computer’s system unit also contains
a display and may house speakers and some form of keyboard and/or pointing
device. Handheld computers often have an IrDA port so you can communicate
wirelessly with other computers. Many also include a serial port.

Expand Your Knowledge

 The system unit
 The CPU
 Processor comparison
 Data representation
 Memory

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 Expansion slots and expansion cards

 Ports
 Buses
 Notebook computers
 Handheld computers

The System Unit

The motherboard in the system unit contains different types of chips.
Manufacturers package chips so the chips can be attached to circuit boards, such
as the motherboard.

Types of chip packages include:

Dual inline package (DIP), which consists of two parallel rows of downward-
pointing thin metal feet (pins)

Pin grid array (PGA) package, which holds a larger number of pins because
the pins are mounted on the surface of the package

Flip chip-PGA (FC-PGA) package, which places chips on the opposite side (flip
side) of the pins

Single edge contact (SEC) cartridge, which connects to the motherboard on

one of its edges

The CPU
The power of personal computer processor chips (the chips that contain the CPU)
has grown at an astounding rate. As chips become older and more widely used,
price cuts usually are introduced.

Several factors affect CPU processing speed. CPUs in most of today’s personal
computers use pipelining, a technique that increases processing speed by
beginning execution of a second machine cycle instruction before the first
instruction is completed. CPUs also use high-speed storage locations, called
registers, to hold data and instructions temporarily. The control unit relies on a
small chip called the system clock to synchronize all computer operations. The
speed at which a processor executes instructions is called clock speed, or clock
rate, and is measured in megahertz (MHz). The system clock is a major factor
affecting processor speed. A higher clock speed means the CPU can process more
instructions per second.

Processor Comparison

Although once frequently used, the term “microprocessor” is much less common
today.
Sometimes you can upgrade your processor to increase the computer’s
performance. There are three forms of upgrades:

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 Basic Information Technology Concepts

 With a chip for chip upgrade, the existing processor chip is replaced with a
new one

 With a piggyback upgrade, the new processor is stacked on top of the old one

 With a daughterboard upgrade, the new processor is on a small circuit board

(the daughterboard) that plugs into the motherboard

The past three years have seen a steady drop in the cost of computers. PC prices
plunged as a result of lower prices for processors, memory chips, and hard
drives. Consumers also are showing increased interest in new less powerful, but
less expensive, personal computers that work perfectly well for the most popular
uses – word processing, Internet access, and spreadsheet applications. The surge
in low-priced computer sales has had an impact on Intel, the world’s largest
processor manufacturer. By focusing on making inexpensive processor chips,
rivals AMD and Cyrix are making inroads into Intel’s dominance. Intel’s response,
the Celeron™, has proven popular, but the lower-priced chip offers a smaller
profit margin.

Data Representation

Just as the decimal system (10 digits) is suited to human anatomy (10 fingers),
the binary system (2 digits) is perfect to represent the on-off states (2 states) of a
computer. Basic coding standards make it possible for components within
computers to communicate, allow manufacturers to be confident that the
components they produce will operate correctly in a computer, and enable
consumers to purchase components that are compatible with their systems. In
the ASCII-8 and EBCDIC codes, the first four characters represent the zone, and
the last four characters represent the digits 1 through 8. ASCII, originally a seven-
bit code, was expanded to eight bits in an effort to provide for symbols used in
other nations. Unicode, a 2-byte (16-bit) code, can represent 216, or 65,536,
characters. The system employs the codes used by ASCII and also includes other
alphabets (such as Cyrillic and Hebrew), special characters (including religious
symbols), and some of the “word writing” symbols used by various Asian
countries.

Memory
Because computers use the binary number system, the actual values for the
units in which memory and storage are measured are based on powers of 2. For
example, one kilobyte = 210 = 1,024.

RAM’s volatility, and its ability to be changed, are its most distinguishing
characteristics. When RAM is purchased it comes in banks of nine chips – eight
are needed to represent a byte and the ninth is needed for parity. RAM chips
usually are packaged on small circuit boards called single inline memory modules
(SIMMs) or dual inline memory modules (DIMMs) that are inserted into the
motherboard. During the past 20 years, the price of RAM has dropped an average
of 20 percent each year, but its capacity has more than doubled every two years.

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 Basic Information Technology Concepts

Similar to flash ROM, another variation of ROM, called EEPROM (electrically

erasable programmable read-only memory), can be erased electrically and
rewritten. Because of its non-volatile nature, EEPROM is used in electronic cash
registers to store item prices.

The amount of time it takes the processor to read data from memory, called
access time, directly affects how fast the computer can process data. Memory
access time is measured in terms of nanoseconds, or billionths of a second.

CHAPTER 5

Ms-WORD

Ms-WORD
One of the most widely used programs of Microsoft Office suite, MS Word is a
word processor developed by Microsoft.
An introduction to MS Word, its features and its uses, have all been discussed in
detail, in this article. Also, a few sample questions based on this MS Office
program have been given further below for the reference of candidates preparing
for competitive exams.
To know further about the MS Office suite and the various programs included in it, visit the
linked article.
Upgrade your knowledge of computer concepts and programs for the upcoming Government
exams!!

Refer to the links below for assistance:

 Computer Knowledge
 Fundamentals of Computer
 Important Computer Related Terms
 Computer Networks
 Internet

 Types of Computers

Since MS Word is one of the most used programs of the Office Suite, some basic information
regarding its creation and development has been given below:

 Charles Simonyi, a developer and Richard Brodie, a software engineer, were the two creators of
MS Word
 This program was initially named “Multi-Tool Word” but later, was renamed as MS Word
 It was introduced in 1983
 Word for Windows is available standalone or as a part of MS Office suite
 MS Word for Mac was introduced by Microsoft as Word 1.0 in 1985
 The extension for any word file is “.doc or .docx.”

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 Basic Information Technology Concepts

Moving forward, details about the features and applications of Word have been discussed. To read
more about the other Computer Knowledge topics, check the links given below:

Basics of MS Excel Computer Abbreviations

Computer Shortcut Keys High Level Computer Languages

Basics of Cloud Computing Computer and Hardware Questions

Basics of MS Word

Let us first understand some basic aspects of Microsoft Word.

What is MS Word?

Used to make professional-quality documents, letters, reports, etc., MS Word is a word

processor developed by Microsoft. It has advanced features which allow you to format and
edit your files and documents in the best possible way.

Where to find MS Word on your personal computer?

Follow these simple steps to open MS Word on your personal computer:

Start → All Programs → MS Office → MS Word.

What are the uses of MS Word?

MS Word enables users to do write-ups, create documents, resumes, contracts, etc. This is
one of the most commonly used programs under the Office suite.

How to create an MS Word document?

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 Basic Information Technology Concepts

To create an MS Word doc, follow the steps mentioned above to open Microsoft Word. Then
once the program is open, click on “File” followed by “New”. This opens a new doc where
something new can be created.

Since it is used by people of all age groups, in schools, in colleges and for official purposes,
having proper knowledge of Microsoft Word is a must. The preview of the MS Doc file once it
is opened is given below:

Also, from a competitive exam perspective, one must be well aware of this topic. To get the
list of all major Government exams conducted in the country, aspirants can visit the linked
article.

For a better understanding of how MS Word works and the features that are included in it,
you can refer to the video given below and analyse its functioning easily.

5,634

Features of MS Word
Now let us read more about the features and components of an MS Word doc file in detail.

The image given below shows the different elements and categories which are available in
MS Word doc:

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 Basic Information Technology Concepts

 Home

This has options like font colour, font size, font style, alignment, bullets, line spacing, etc. All
the basic elements which one may need to edit their document is available under the Home
option.

 Insert

Tables, shapes, images, charts, graphs, header, footer, page number, etc. can all be entered
in the document. They are included in the “Insert” category.

 Design

The template or the design in which you want your document to be created can be selected
under the Design tab. Choosing an appropriate tab will enhance the appearance of your
document.

 Page Layout

Under the Page Layout tab comes options like margins, orientation, columns, lines,
indentation, spacing, etc.

 References

This tab is the most useful for those who are creating a thesis or writing books or lengthy
documents. Options like citation, footnote, table of contents, caption, bibliography, etc. can
be found under this tab.

 Review

Spell check, grammar, Thesaurus, word count, language, translation, comments, etc. can all
be tracked under the review tab. This acts as an advantage for those who get their
documents reviewed on MS Word.

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 Basic Information Technology Concepts

Apart from all the above-mentioned features, the page can be set in different views and
layouts, which can be added and optimised using the View tab on the Word document.
Margins and scales are also available for the benefit of the users.

When compared with MS PowerPoint, MS Word is more of reading while PPT is more of
visual and graphical representation of data.

To know more about Microsoft Windows, visit the linked article.

For Govt exam aspirants, given below are links to the other subjects which are a part of the
competitive exam syllabus:

Logical Reasoning Quantitative Aptitude

Verbal Ability Current Affairs

Static GK Banking Awareness

Uses of MS Word
Given below are the different fields in which MS Word is used and simplifies the work of an
individual:

 In Education: It is considered as one of the simplest tools which can be used by both teachers
and students. Creating notes is easier using MS Word as they can be made more interactive by
adding shapes and images. It is also convenient to make assignments on MS Word and submitting
them online

 In Workplace: Submitting letters, bills, creating reports, letterheads, sample documents, can all
easily be done using MS Word

 Creating & Updating Resume: One of the best tools to create your resumes and is easy to edit
and make changes in it as per your experience
 For Authors: Since separate options are available for bibliography, table of contents, etc., it is the
best tool which can be used by authors for writing books and adjusting it as per the layout and
alignment of your choice

Also, creating a Doc file and converting it into PDF is a more suitable option, so it is highly
recommended.

MS Excel is a commonly used Microsoft Office application. It is a spreadsheet program which

is used to save and analyse numerical data.

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 Basic Information Technology Concepts

In this article, we bring to you the important features of MS Excel, along with an overview of
how to use the program, its benefits and other important elements. A few sample MS Excel
question and answers are also given further below in this article for the reference of
Government exam aspirants.

Computer Awareness is an integral part of the syllabus for major competitive exams and
questions from MS Excel may also be asked in these exams. To get the detailed syllabus
for Computer Knowledge, candidates can visit the linked article.

Looking for study material to ace the Computer Knowledge section in the various Government
exams??

Refer to the following links and ace the upcoming competitive exams:

 Microsoft Windows
 Fundamentals of Computer
 Important Computer Shortcut Keys
 Computer Abbreviations

 Important Computer-Related Terms

CHAPTER 6

Ms-Excel
What is MS Excel?

MS Excel is a spreadsheet program where one can record data in the form of tables. It is
easy to analyse data in an Excel spreadsheet. The image given below represents how an
Excel spreadsheet looks like:

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 Basic Information Technology Concepts

How to open MS Excel?

To open MS Excel on your computer, follow the steps given below:

 Click on Start
 Then All Programs
 Next step is to click on MS Office
 Then finally, choose the MS-Excel option

Alternatively, you can also click on the Start button and type MS Excel in the search option
available.

What is a cell?

A spreadsheet is in the form of a table comprising rows and columns. The rectangular box at
the intersection point between rows and columns forms a cell. Given below is an image of a
cell:

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 Basic Information Technology Concepts

What is Cell Address?

The cell address is the name by which is cell can be addressed. For example, if row 7 is interested in
column G, then the cell address is G7.

Other Related Links

High-Level Computer Languages Basics of Cloud Computing

Computer Networks Internet

Computer Software and Hardware Questions Types of Computer

Features of MS Excel
Various editing and formatting can be done on an Excel spreadsheet. Discussed below are
the various features of MS Excel.

The image below shows the composition of features in MS Excel:

 Home

 Comprises options like font size, font styles, font colour, background colour, alignment,
formatting options and styles, insertion and deletion of cells and editing options


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 Basic Information Technology Concepts

 Insert
 Comprises options like table format and style, inserting images and figures, adding graphs,
charts and sparklines, header and footer option, equation and symbols

 Page Layout
 Themes, orientation and page setup options are available under the page layout option

 Formulas
 Since tables with a large amount of data can be created in MS excel, under this feature,
you can add formulas to your table and get quicker solutions

 Data
 Adding external data (from the web), filtering options and data tools are available under
this category

 Review
 Proofreading can be done for an excel sheet (like spell check) in the review category and a
reader can add comments in this part

 View
 Different views in which we want the spreadsheet to be displayed can be edited here.
Options to zoom in and out and pane arrangement are available under this category

For those willing to learn more about MS Excel, can refer to the video given below and
understand every small aspect of this program in detail.

Benefits of Using MS Excel

MS Excel is widely used for various purposes because the data is easy to save, and
information can be added and removed without any discomfort and less hard work.

Given below are a few important benefits of using MS Excel:

 Easy To Store Data: Since there is no limit to the amount of information that can be saved in a
spreadsheet, MS Excel is widely used to save data or to analyse data. Filtering information in
Excel is easy and convenient.
 Easy To Recover Data: If the information is written on a piece of paper, finding it may take longer,
however, this is not the case with excel spreadsheets. Finding and recovering data is easy.
 Application of Mathematical Formulas: Doing calculations has become easier and less time-
taking with the formulas option in MS excel
 More Secure: These spreadsheets can be password secured in a laptop or personal computer
and the probability of losing them is way lesser in comparison to data written in registers or piece
of paper.
 Data at One Place: Earlier, data was to be kept in different files and registers when the paperwork
was done. Now, this has become convenient as more than one worksheet can be added in a
single MS Excel file.
 Neater and Clearer Visibility of Information: When the data is saved in the form of a table,
analysing it becomes easier. Thus, information is a spreadsheet that is more readable and
understandable.

Competitive exam aspirants must also be aware of other subjects which are a part of the Government
exam syllabus. To review and analyse the same, refer to the links below:

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 Basic Information Technology Concepts

Logical Reasoning Quantitative Aptitude

Verbal Ability Current Affairs

Static GK Banking Awareness

MS Excel – Points To Remember

There are certain things which one must know with respect to MS Excel, its applications and
usage:

 An MS Excel file is saved with an extension of .xls

 Companies with large staff and workers use MS Excel as saving employee information becomes
easier
 Excel spreadsheets are also used in hospitals where the information of patients can be saved
more easily and can be removed conveniently once their medical history is cleared
 The sheet on which you work is called a Worksheet
 Multiple worksheets can be added in a single Excel file
 This is a data processing application

Aspirants can also prepare themselves by regularly solving mock tests and question papers
to analyse the standard of examination and excelling in them. Refer to the links below, for the
same:

MS PowerPoint is a program that is included in the Microsoft Office suite. It is used to make
presentations for personal and professional purposes.

In this article, we shall discuss in detail the functions and features of a PowerPoint
presentation, followed by some sample questions based on this topic for the upcoming
competitive exams.

To learn more about the different programs under Microsoft Office, visit the linked article.

Ace the Computer Knowledge section in the upcoming Government Exams with the help of links
below:

 Computer Networks
 Internet
 Important Computer Related Terms
 Microsoft Windows

 Basics of MS Excel

Given below are a few important things that one must know about the development and
introduction of Microsoft PowerPoint:

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 Basic Information Technology Concepts

 The program was created in a software company named Forethought, Inc. by Robert Gaskins and
Dennis Austin.
 It was released on April 20, 1987, and after 3 months of its creation, it was acquired by Microsoft.
 The first version of this program, when introduced by Microsoft was MS PowerPoint 2.0 (1990).
 It is a presentation-based program that uses graphics, videos, etc. to make a presentation more
interactive and interesting.
 The file extension of a saved Powerpoint presentation is “.ppt”.
 A PowerPoint presentation comprising slides and other features is also known as PPT.

Gradually, with each version, the program was more creative and more interactive. Various
other features were added in PowerPoint which massively increased the requirement and
use of this MS Office program.

From the examination point of view, MS PowerPoint happens to be a very important topic.
Candidates who are preparing for the various Government exams can visit the Computer
Knowledge page and get a list of topics included in the syllabus and prepare themselves accordingly.

Related Links

Computer Shortcut Keys Computer Abbreviations

Basics of Cloud Computing High Level Computer Languages

Types of Computers Hardware and Software

CHAPTER 7

Ms-Power Point

Basics of MS PowerPoint

Discussed below are a few questions that one must be aware of while discussing the basics
of MS PowerPoint. Once this is understood, using the program and analysing how to use it
more creatively shall become easier.

Question: What is MS PowerPoint?

Answer: PowerPoint (PPT) is a powerful, easy-to-use presentation graphics

software program that allows you to create professional-looking electronic slide shows.

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 Basic Information Technology Concepts

The image given below shows the main page of MS PowerPoint, where a person lands when
the program is opened on a computer system:

Question: How to open MS PowerPoint on a personal computer?

Answer: Follow the steps below to open MS PowerPoint on a personal computer:

1. Click on the start button

2. Then choose “All Programs”
3. Next step is to select “MS Office”
4. Under MS Office, click on the “MS PowerPoint”

A blank presentation is open on the screen. According to the requirement, a person can
modify the template for a presentation and start using the program.

Question: What is a PowerPoint presentation or PPT?

Answer: A combination of various slides depicting a graphical and visual interpretation of

data, to present information in a more creative and interactive manner is called a PowerPoint
presentation or PPT.

Question: What is a slide show in a PowerPoint presentation?

Answer: When all the slides of a PowerPoint presentation are set in series and then
presented to a group of people, where each slide appears one after the other, is a set
pattern, this is known as a PowerPoint slide show.

Question: What all elements can be added to a slide?

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 Basic Information Technology Concepts

Answer: The following elements can be added to a Powerpoint slide:

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

All these elements are mainly used to enhance presentation skills and make the slide more
interactive.

To learn more about the Fundamentals of Computer, visit the linked article.

For a better understanding of the Microsoft PowerPoint and its operations, functions and
usage, refer to the video given below:

3,793

Features of MS PowerPoint
There are multiple features that are available in MS PowerPoint which can customise and
optimise a presentation. The same have been discussed below.

 Slide Layout

Multiple options and layouts are available based on which a presentation can be created.
This option is available under the “Home” section and one can select from the multiple layout
options provided.

The image below shows the different slide layout options which are available for use:

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 Basic Information Technology Concepts

 Insert – Clipart, Video, Audio, etc.

Under the “Insert” category, multiple options are available where one can choose what
feature they want to insert in their presentation. This may include images, audio, video,
header, footer, symbols, shapes, etc.

The image below shows the features which can be inserted:

 Slide Design

MS PowerPoint has various themes using which background colour and designs or textures
can be added to a slide. This makes the presentation more colourful and attracts the
attention of the people looking at it.

This feature can be added using the “Design” category mentioned on the homepage of MS
PowerPoint. Although there are existing design templates available, in case someone wants
to add some new texture or colour, the option to customise the design is also available. Apart
from this, slide designs can also be downloaded online.

Refer to the below for slide design:

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 Basic Information Technology Concepts

 Animations

During the slide show, the slides appear on the screen one after the other. In case, one
wants to add some animations to the way in which a slide presents itself, they can refer to
the “Animations” category.

The different animation styles available on PowerPoint are:

Apart from all these options; font size, font style, font colour, word art, date and time, etc. can
also be added to a PPT.

Also, there are various other subjects that are included in the exam syllabus for various competitive
exams. Candidates can check the detailed section-wise syllabus in the links given below:

Logical Reasoning Quantitative Aptitude

Verbal Ability Current Affairs

Static GK Banking Awareness

33
 Basic Information Technology Concepts

Uses of PowerPoint Presentation

PowerPoint presentations are useful for both personal and professional usage. Given below
are a few of the major fields where PPT is extremely useful:

 Education – With e-learning and smart classes being chosen as a common mode of education
today, PowerPoint presentations can help in making education more interactive and attract
students towards the modified version of studying

 Marketing – In the field of marketing, PowerPoint presentations can be extremely important. Using
graphs and charts, numbers can be shown more evidently and clearly which may be ignored by
the viewer if being read

 Business – To invite investors or to show the increase or decrease in profits, MS PowerPoint can
be used

 Creating Resumes – Digital resumes can be formed using MS PowerPoint. Different patterns,
photograph, etc. can be added to the resume
 Depicting Growth – Since both graphics and text can be added in a presentation, depicting the
growth of a company, business, student’s marks, etc. is easier using PPT

Government exam aspirants can upgrade their preparation with the help of the links given below:

Free Online Mock Tests with Solutions Previous Year Government Exam Question Papers with Solutions

Free Online Government Exam Quiz Bank PO Question and Answers

Sample MS PowerPoint Questions and Answers

As discussed earlier in this article, Computer Awareness is included in the syllabus for many
competitive exams. Thus, to understand the program from the examination point of view is
also a must.

34