Computer Manual

Table of Content and Schedule

DAY 001 - INTRODUCTION TO COMPUTERS AND EXPLANATION OF COMPUTER TERMINOLOGIES

WHAT IS A COMPUTER?
CHARACTERISTICS OF A COMPUTER
PARTS OF A COMPUTER
COMPONENTS OF A COMPUTER
Processing
Storage
USEFUL TERMINOLOGIES
WINDOWS ASSIGNMENT - 1
DAY 002 - INTRODUCTION TO WINDOWS OS
OPERATING SYSTEM
WINDOWS OPERATING SYSTEM
BOOTING AND SHUTTING DOWN
TERMS USED COMMONLY
START BUTTON
TASK BAR
WINDOWS ASSIGNMENT – 2
DAY 003 - INTRODUCTION TO WINDOWS EXPLORER
WINDOW EXPLORER
VIEW OPTIONS
CONCEPT OF FILES AND FOLDERS
SELECTIONS
DELETING AND RESTORING FILES
WINDOWS ASSIGNMENT – 3 – THEORY
WINDOWS ASSIGNMENT - 3 – PRACTICAL
DAY 004 - OTHER TOPICS OF WINDOWS EXPLORER CREATING SHORTCUTS, POSTING, & FIND
CREATING SHORTCUTS
POSTING FILES
FILE FIND
WINDOWS ASSIGNMENT – 4
DAY 005 - TEACH THE ‘SEND TO’ OPTION AND REVISE THE PORTION COVERED SO FAR
WINDOWS ASSIGNMENT – 5
DAY 006 – TEST ON WINDOWS
DAY 007 - INTRODUCTION TO MS WORD - FILE MENU
FILE MENU
WORD ASSIGNMENTS – 1
DAY 008 - INTRODUCTION TO EDIT MENU
EDIT MENU
WORD ASSIGNMENT – 2
DAY 009 - INTRODUCTION TO THE FORMAT MENU

1
 Computer Manual

FORMAT MENU
DAY 010 - WORD ASSIGNMENT – 3
DAY 011 - INTRODUCTION TO THE VIEW, INSERT, & TOOLS MENUS
VIEW MENU
INSERT MENU
TOOLS MENU
WORD ASSIGNMENT – 4
DAY 012 - INTRODUCTION TO THE WINDOW AND HELP MENUS
WINDOW MENU
HELP MENU
DAY 013 - WORD AND WINDOWS PRACTICAL ASSIGNMENT
DAY 014 - REVISION ON MS WINDOWS WITH DISCUSSIONS OF ALL THE SHORTCUT KEYS
DAY 015 – FINAL TEST
DAY 16 - INTRODUCTION TO THE MS EXCEL AND WORKING WITH CELLS
EXERCISE ON EXCEL
DAY 17 - FINAL TEST DISCUSSION
KEYBOARD SHORTCUTS
_____________________________________________________________________________________

2
 Computer Manual

Microsoft Windows
Number of days: 6
Day 6 will be practical and written test.
Day 001 - Introduction to computers and explanation of computer
terminologies
Skeletal outline of lecture:

􀂾Explain what is a computer, software, hardware, OS, etc.

􀂾Talk about different types of software, hardware, OS, etc.

􀂾Explain about input, output, and the different devices used for the same.

􀂾Explain about storage i.e. memory and the different devices used for the same.

􀂾Explain common terms and terminology such as disks, drives, monitor, RAM, ROM, PROM,
EPROM, etc.

􀂾Explain the functions of keyboard, mouse, and footpedal.

􀂾Explain Personal Computer.

􀂾Terminology related to the client-server-networking environment.

NOTE FOR FACULTY: Being the first day, the faculty should try and understand the pulse of the
class by asking them questions and triggering a debate between the trainees. This will help the
faculty in categorizing the trainees and scheduling the pace of the future lectures. If the class is not
responding well, the faculty is advised to go slow as the primary motive is to make the trainees
comfortable with this subject. It has been observed that if the faculty goes slow in the initial lectures
and is successful in driving the computer fear out of certain trainees, the results at the end is good.

WHAT IS A COMPUTER?
NOTE FOR FACULTY: Generally the faculty should ask the batch to answer this question instead
of giving out the definition directly. By doing this, the faculty will understand the pulse of the class
(at least initial impression). Once the trainees are exhausted with their definition of Computer, the
faculty should give the below-mentioned complete definition.
Definition: Also called processor. An electronic device designed to accept data, perform prescribed
mathematical and logical operations at high speed, and display the results of these operations.
A computer is a device that "computes" or calculates numbers. However, the uses that a computer
can be put to are much more than just that. A computer is an electronic device with the ability to
accept user-supplied input data.

􀂾Store and logically process the supplied data.

􀂾Output the required results according to user specifications.

3
 Computer Manual
CHARACTERISTICS OF A COMPUTER
NOTE FOR FACULTY: After explaining the 4 main characteristics of a computer, the trainer may
reason it out with the IT boom globally and in India. For a comparative example the faculty can
speak about the condition of government offices 10 years back and now, and basically credit
computerization as one of the main reasons.
Some of the characteristics that make computers indispensable tool in any walk of life are as follows:

􀂾Speed: Computers have the ability to perform complex instructions as well as repetitive tasks
within fractions of seconds.

􀂾Storage: Computers have the ability to store and retrieve large amount of data in a very
organized manner.

􀂾Accuracy: The operations performed by a computer are accurate. However, a computer can only
be as accurate as it has been programmed to be.

􀂾Versatility: Computers, these days, are used in various fields of business. They can perform
tasks with high-speed accuracy and diligence in any type of job. In a single organization itself there
are multiple kinds of tasks performed; such as accounting, generating pay-slips, maintaining
employee databases, appointments, meetings, etc.

PARTS OF A COMPUTER
NOTE FOR FACULTY: These are the physical components or hardware that constituted a
computer. The faculty should classify each of these under either input device or under output device.
There is absolutely no need to get into the details of how do these hardware work. What is important
is that the placement and functions are explained.

Monitor - A monitor is a device that displays text and images generated by the computer.
Keyboard - A keyboard is a device that lets you type information and instructions into a computer.
Keyboard has three categories.

- Alphanumeric keys

- Special Keys

- Function Keys

The Alphanumeric Keys comprises of alphabets (A-Z or a-z) numbers (0-9) and other keys like: ! @
# $ % ^ & * (){}: ” ? > < , . / ; ’ [ ] =
The Special Keys comprises of Ctrl key, Alt key, Insert, Del, Shift key, Caps lock Key, Num lock
key, backspace key. Esc key, cursor keys

􀂣The Shift key when pressed with a character key alters the meaning of a character.

􀂣The control key (ctrl) generates control functions.

4
 Computer Manual

􀂣The Alt key often gives graphic characters.

􀂣The Esc key is generally to signify the current function is no longer required.

􀂣Cursor is a symbol displayed on the screen at the position where the next character is to be
keyed in, edited, or deleted. Cursor keys to move the cursor about the screen.

The function keys perform a set of keystrokes in a single operation. Example F1, F2, F3.

5
 Computer Manual
Computer Case / Tower - A computer case contains all the major components of a computer
system.
NOTE FOR FACULTY: The Tower had a synonym of CPU (Central Processing Unit). The Faculty
should mention this, and make it clear that CPU is actually the processor of a computer and not the
Tower. The tower is actually a cabinet that contains CPU or the microprocessor.
Mouse - A mouse is a hand-held device that lets you select and move items on the screen. A mouse
is a hand-held device that lets you select and move items on the screen. Mouse is a pointing device; it
is a small box with a round ball on the bottom and two or more buttons on the top. Generally a mouse
has two options left button and right button. The left button is normally for – normal select, normal
drag. Right button is for context menu, special drag. When the user rolls the mouse across a flat
surface, the screen cursor moves in the direction of the mouse’s movement. It enables to point to
icons, line items in lists, draw lines, selection, and pictures on a screen.
Modem - A modem is a device that lets computers communicate through telephone lines. A modem
can be found inside or outside the computer case.
Printer - A printer is a device that produces a paper copy of documents you can create on the
computer.
Footpedal - Foot pedal is the device, which is used to operate the media player used for playing the
audio file. Foot pedal will have 3 buttons, play/pause, rewind, and forward. The ideal foot pedaling
technique while transcribing is to use “Press to Play” option where the tape never stops and only the
rewind foot pedal is used. The other technique is to use “Start/Stop” option where we start the tape,
listen to a few words or a sentence or a complete thought, stop, and transcribe.

6
 Computer Manual
COMPONENTS OF A COMPUTER
Computers are built to perform two primary functions
Processing and Storage.
I NPUT Unit O UTPUT U NIT Control Unit Memory Unit A L U
Processing Unit
Processing
Computers can process large amount of data within fractions of a second. For this purpose it requires
an input unit, processing unit, and an output unit.
NOTE FOR FACULTY: The class should understand the data processing cycle contains of Input
Unit, Processing Unit, and Output Unit, and their examples. They should be able to identify under
which category would Footpedal, headphone, desktop, keyboard, mouse, monitor, etc. fall.
1) Input Unit
This is the unit from where all the instructions and data are fed into the computer for processing. The
data and instructions are fed with help of input devices. For example, keyboard, mouse, scanner etc.
2) Central Processing Unit
The CPU can be referred to as the brain of the computer, in the sense that it understands and executes
all the instructions. The CPU is connected to the Input unit and the Output unit. It follows the
instructions coming from the input unit, executes them and then displays it in the output unit. The
CPU consists of three units inside. They are the Control Unit, Memory Unit and the ALU
(Arithmetical Logical Unit).

7
 Computer Manual
NOTE FOR FACULTY: The Faculty need not get into the details Control Unit, Memory Unit, and
ALU. Also, getting into the details of how does CPU work is not required. If any of the trainees want
to know about this (the possibility being very rare), the discussion should be held outside the session
as this might confuse the rest of the class. Under this topic what is important is that a trainee should
understand that CPU is a very important part of the computer and the different makes of CPU like
Pentium and Celeron etc.
3) Output Unit
The output unit is the unit where all the required results are displayed or given out as per user
instructions. The output is acquired with help of the output devices such as monitors - VDU (Visual
Display Unit), printers etc.
Storage
NOTE FOR FACULTY: At the end of this topic the trainee should be clearly able to identify the
difference between the Primary Memory and Secondary Memory. The trainee generally mistake
ROM to be classified under permanent memory which should be clarified. The trainee should be able
to differentiate between both the memories along with examples.
Computers can store large amount of data, which can be easily retrieved. The memory is divided into
two parts:
1) Primary Memory (Temporary Memory)
This memory stores

􀂾instructions waiting to be carried out

􀂾instructions currently being carried out

􀂾data awaiting processing

􀂾data currently being processed

The primary memory is further classified into two parts - the Random Access Memory (RAM) and
Read Only Memory (ROM). RAM is where data is stored temporarily (before it is saved). It is
volatile in nature, i.e., if you turn off the power supply, data will be lost. Data stored in the ROM can
only be read. You cannot make any alterations in the ROM.
NOTE FOR FACULTY: To demonstrate the how RAM functions, the faculty can open a blank
word document and save it and type anything. On typing the next character the faculty should specify
that the previous character is not disappearing or getting deleted only because RAM takes this into its
memory. Hence having a bigger RAM is always better. To demonstrate how this works further, the
faculty should type some more characters and close the files without saving the changes. On
reopening the file, the trainees will observe that the data is missing. Now the faculty can mention that
if RAM had to be the only memory device then we would had to keep the computer on for ever for
saving the data but this is not possible. Now it can be mentioned that the solution for this is
permanent memory.
To demonstrate this, the faculty can type some more characters in the same file and save it and close
it. On reopening the same sheet the trainee would find that the changes are saved. The faculty should
explain that this is possible as the save process before closing the file has shifted the data from
temporary memory to permanent memory. Also mention that all the trainees need to continuously
keep on saving the file as they begin transcribing.

8
 Computer Manual
Additional note on RAM: Data is typically stored in RAM temporarily for use by the process or
while the computer is operating. FPM, EDO, SDRAM, DDR, etc. are all types of RAM. Information
in RAM is lost when the power is turned off. RAM supports the operating system and the software.
Additional note on ROM: An abbreviation for Read Only Memory. ROM is used to hold programs
and data that must survive when the computer is turned off. Because ROM is non-volatile; data in
ROM will remain unchanged the next time the computer is turned on. As the name implies, data
cannot be easily written to ROM; depending on the technology used in the ROM, writing may
require special hardware, or may be impossible. Some kinds of ROM are PROM, EPROM, and
EEPROM.
2) Secondary Memory (Permanent Memory)
Any information stored in the RAM is lost when the computer is switched off, and we cannot store
data in the ROM. Therefore, these limitations have been overcome by the secondary storage devices
or permanent memory. The most common secondary storage devices are disk drives such as the
floppy disks, hard disks, CDs etc. Memory stored in the permanent storage devices is not lost when
the power is switched off. The different storage disks differ from each other in terms of storage
capacity, size and reliability.
Note on units of Memory
1 Character = 1 Byte
1 Byte = 8 Bits (Binary Digits)
1 Kilobyte = 1024 Bytes
1 Megabyte = 1024 Kilobytes
1 Gigabyte = 1024 Megabytes
NOTE FOR FACULTY: The faculty can demonstrate the memory function by doing the following:
Open a note pad and save it. Now find the size of that particular file. If the file is blank the size will
be Zero. Now open the same file and type in a, b, c, d, ...J (do not type commas, just letters). Now
close the file and check the size. The size should be 10 Bytes. As one character equals 1 byte, typing
10 characters would be 10 bytes. Do not try this on a word document, it will not work.

9
 Computer Manual
USEFUL TERMINOLOGIES
Hardware Hardware makes up the physical components
of the computer, i.e., the parts of the
computer that you can touch. For e.g.
keyboard, mouse, monitor, etc.
Software Software consists of the parts of the computer
that you cannot touch. It is a set of programs
(Instructions).
Operating System Operating System is an integrated set of
special programs that is used to manage the
resources and overall operations of a
computer. OS is the interface (bridge)
between the user and the hardware.
User interface User Interface is the medium, through which
we communicate with the computer. There
are two forms – Graphical User Interface
(GUI) e.g. Windows, and Character User
Interface (CUI) e.g. Dos, Unix.
File A file is a basic unit of storage, i.e., an
electronic document that is named and stored
on a computer. A file could be a letter you
have written, or the word processing
application you used to create the letter. Files
have unique names such as letter.txt,
application.exe, etc.
Folder A folder is like a drawer that can be used to
store files and subfolders together.
Disk Disk is a physical device on which data is
stored. It is a collection of files and folders.
Drive Drive is an apparatus used to operate the disk.

WINDOWS ASSIGNMENT - 1
1) What are the 3 main units that a computer consists of? (Input, output, and processing)
2) What are the 2 main operations done by a computer? (Processing and storage)
3) Give examples of at least 3 input devices.
4) Give examples of at least 2 output devices
5) What does the primary memory and the secondary memory consists of?
6) What is a personal computer?
7) What is a server?
_____________________________________________________________________________________

10
 Computer Manual
Day 002 - Introduction to Windows OS.
Skeletal outline of lecture:

􀂾What is an operating system?

􀂾Different types of operating system (GUI and CUI).
􀂾Introduction to the Windows Operating System.
􀂾Explain multitasking and multiprogramming.
􀂾Explain the terms Desktop, My computer, Taskbar, My Network Places, Start button, etc.
􀂾Talk about functions of Start menu such as Programs, documents, etc.
􀂾Explain what is a window and explain the types and features of a window (Title bar, scroll bar,
etc.)
􀂾Explain what is a path.
􀂾Log in and Log off
􀂾Booting and shutting down.

OPERATING SYSTEM
Explain what an operating system is, and what the main functions of an operating system are. Give
examples of some of the different types of operating systems, and also explain the main difference
between some of the major operating systems.
NOTE FOR FACULTY: The software that the rest of the software depends on to make the
computer functional. The operating system is the interface (bridge) between the user and the
hardware. On most PCs this is Windows or the Macintosh OS. Unix and Linux are other operating
systems often found in scientific and technical environments.
Also explain about User Interface. Basically it is the medium through which you communicate with
the computer. Explain about GUI and CUI. Examples of GUI would include Windows and Mac OS
and examples of CUI would include.
A CUI is Character-based User Interface. A user interface that uses the character or text, mode of the
computer. In order to instruct the computer, commands are typed in. Eg. - Unix and Linux.
A Graphical User Interface is a computer operating system that is based upon icons and visual
relationships rather than text. You click on a picture rather than typing a complicated string of
commands. Eg. – Mac Os and Windows
Mac OS: The GUI operating system that runs on Apple Macintosh computers. With its revolutionary
point and click interface, the MacOS changed the way we used computers in the mid 1980s.
Windows: The range was first introduced by Microsoft in 1985 and eventually has come to dominate
the world personal computer market. All recent versions of Windows are fully-fledged operating
systems and used by 90% of the PCs. It uses GUI. The different versions being Window 95,
Windows 98, Windows NT, Windows XP, Windows 2000.

WINDOWS OPERATING SYSTEM

Discuss the main features of the Windows Operating System. Explain why the windows operating
system is so user friendly and why has the name Windows been given to this operating system.
Discuss the different features of a window like the title bar, scroll bar, toolbar, etc.
_____________________________________________________________________________________

11
 Computer Manual
NOTE FOR FACULTY: Two main features of Windows OS is Multitasking and
Multiprogramming.
Multitasking - The concurrent or interleaved execution of two or more jobs by a single CPU. The
ability of a computer to run or handle two or more tasks at the same time, such as printing a
document while scanning a file.
Multiprogramming – The overlapped or interleaved execution of two or more programs by a single
CPU, i.e., the user can open more than one application program (Word, Typing Tutor, etc.) and
switch between them at any given point of time.
BOOTING AND SHUTTING DOWN
Explain what does the term booting stand for. Discuss with them why shutting down the computer
has to be done in the right way, and what can happen if windows is not shut down properly.
Demonstrate what kind of screen will appear when starting up in case windows is not shut down
properly and how to navigate through the procedure to start Windows properly again.
TERMS USED COMMONLY
Discuss why the main screen of Windows operating system is known as the "Desktop". Explain what
the different icons seen on the desktop are, and what do these icons contain? Explain the concept of
files and folders. The concept of folder must be explained with examples taken from real life storage
places such as drawers, cupboards, etc.
START BUTTON
Tell them about the start button. Show them how to access the programs option. Explain to them the
use of the document menu. Teach them how to change the time and the date from the desktop.
Also teach them how to use the calculator given in the accessories.
TASK BAR
Explain taskbar.
WINDOWS ASSIGNMENT – 2
1) Give at least 3 examples of operating systems.
2) Why is it necessary that the Windows Operating System be shut down in a proper way?
3) Why is the desktop screen called the desktop?
4) Open "My Computer" and see what it consists of?
5) What is the main task of the taskbar?
6) What is the use of My Network Places?

12
 Computer Manual
Day 003 - Introduction to Windows Explorer.

Teach basics of file management.

Skeletal outline of lecture:

􀂾View options- large icons, small icons, details, & list.

􀂾Concept of files, folders, and drives.

􀂾Introduction to windows explorer.

􀂾Creating folders and subfolders.

􀂾Cut, Copy, and Paste.

􀂾Selecting multiple files using (Shift/control).

􀂾Deleting and restoring deleted files.

WINDOW EXPLORER
Introduce Windows Explorer and the concept of browsing files and folders. Teach them to create
folders and subfolders. Explain what the plus sign in front of any folder in the left side of the
windowpane means. Teach them to cut, copy, and paste files or folders in the same drive and across
drives. Teach them the difference between Cut - Paste and Copy - Paste.

VIEW OPTIONS
Explain different ways in which files can be viewed in Window Explorer.

CONCEPT OF FILES AND FOLDERS

Explain the difference between files and folders, and drives, and the difference between folders and
subfolders. Also explain the meaning of a drive.

SELECTIONS
Teach the MTs how to make continuous and discontinuous selections using control and shift buttons.

DELETING AND RESTORING FILES

Explain to them the use of the recycle bin. Teach them to delete unwanted files and then explain how
to recover files back from the recycle bin.
_____________________________________________________________________________________

13
 Computer Manual
WINDOWS ASSIGNMENT – 3 – Theory
(10-15 min)

1) What are the 3 main units that a computer consists of?

Input, Output, & Processing.

2) What are the 2 main operations done by a computer?

Processing and Storage.

3) Give examples of at least 3 input devices.

Keyboard, Footpedal, Scanner.

4) Give examples of at least 2 output devices

Monitor & Headphones.

5) What does the primary memory and the secondary memory consist of?

Primary memory – RAM & ROM.

Secondary memory – Hard disc, CDs, Floppies, etc.

6) What is a personal computer?

A microcomputer designed for individual use, as by a person in an office or at home or school, for
applications such as word processing, data management, financial analysis, or computer games.
Abbr.: PC

7) What is a server?

A computer that makes services, as access to data files, programs, and peripheral devices, available
to workstations on a network.

8) What is the main difference between files and folders?

File – A basic unit of storage. Each type having unique extension like .doc, .rtf, .xls, .lnk, etc.
Folder – Can store many files and sub folders. They do not have extensions.

9) Give at least 3 examples of operating systems.

Linux, Windows, Solaris.

10) Why is it necessary that the Windows Operating System be shut down in a proper way?

The reason for this is that when you start Windows it creates, opens some temporary files for faster
access of data. If not properly shut down these temporary files can be damaged or corrupted.

14
 Computer Manual

11) Why is the desktop screen called the desktop?

The primary display screen of a graphical user interface, on which various icons represent files,
groups of files, programs, or the like, which can be moved, accessed, added to, put away, or thrown
away in ways analogous to the handling of file folders, documents, notes, etc., on a real desk.

12) What are shortcuts?

Shortcuts are link files that connect to the actual file elsewhere.

13) What is the main task of the taskbar?

To show all the open applications and active windows.

14) What is the use of network neighborhood?

By this you can view the contents of all the computers, printers, sever that are connected to the
network, provided you have the rights to access them.

_____________________________________________________________________________________

WINDOWS ASSIGNMENT - 3 – Practical

(20 min)

1. Start Windows Explorer and browse through the computer's contents.

2. Open "My Computer" and see what it consists of?
3. Change the time of the computer by 10:05 hours and the date by 1 month using the date option.
4. Create a folder called ‘First Folder’ in the root directory. Then create another folder called ‘First
Sub folder’ inside the current folder that you created.
5. Cut the `Sub Folder' and paste it in the root directory.
6. Rename this folder to put your name on the folder.
7. Delete the Folder named ‘Folder'.
8. Log off and then Log in using your user name and password.

15
 Computer Manual
Day 004 - Other Topics of Windows Explorer Creating Shortcuts, Posting, &
Find
Skeletal outline of lecture:

􀂾Creating Shortcuts to files and folders.

􀂾My Network Places, posting files to (and from) the server etc.

􀂾Find files using wildcards and all the other options provided in the Find command.

Handouts: Handouts of all the keyboard shortcuts.

CREATING SHORTCUTS
Explain how shortcuts can be made to the files from the desktop and from Windows Explorer.
POSTING FILES
Explain the concept of Network Neighborhood and how to access the server and the files from there.
Teach them to get their files from the server and to post their files back to their folders in the server.
FILE FIND
Teach the MTs how to find files effectively using the various options provided in the Find
Command. Also teach the use of wildcards.
_____________________________________________________________________________________

WINDOWS ASSIGNMENT – 4

(30 min)
Start Windows Explorer using shortcut key.
1) Create a folder called "Assignment" in D:
2) Create a folder "Folder 1" in "Assignment"
3) Create 2 folders; "Folder 2" and "Folder 3" in "Folder 1"
4) Create 10 folders from "Folder A" through "Folder J" in "Folder 3"
5) Select folders A through C, E, and H through J.
6) Copy and paste in "Folder 1"
7) Rename "Folder 2" to "Sub Folder"
8) Create a shortcut to "Folder E" and paste in "Folder 3"
9) Delete "Folder 3"
10) Find all files which have the second alphabet as "o", third last alphabet as "p", and has extension
".lnk"
11) Write down the path of the file found.
12) Restore "Folder 3" from the recycle bin.
13) Copy the ".lnk" file found to the desktop.
14) Copy the folder on the server in \users\xyz (where xyz is your user name) to D:
15) Create 5 Microsoft Word files from "Word 1" through "Word 5" in the same.
16) Select "Word 3" and "Word 5" and delete.
17) Undo the last action and notice the change.
18) Copy ‘Folder 1’ to your name folder on the server.
19) Using the shortcut key, come to desktop.
20) Using Start ---- Documents note down the list of the file you recently opened.

16
 Computer Manual
Day 005 - Teach the ‘Send to’ option and revise the portion covered so far.
Skeletal outline of lecture:

􀂾Explain ‘send to’ option.

􀂾Revision of the previous days’ classes and prepare for the next day’s practical and theory.

WINDOWS ASSIGNMENT – 5
To be performed with keyboard shortcuts only
Your computer should be off before starting the assignment.
Read the instructions carefully before performing.

1. Start your machine and log in.

2. Restart your machine and log in again.

3. Make a folder called ‘Assignment 3’ in your C:\ WE Practical folder.

4. Find a folder called “Headings & Subheadings” from the server.

5. Paste this folder in “Assignment 3”.

6. In “Headings & Subheadings” make sub folders called “Physical Examination” & “Laboratory
Data” and word documents called “HEENT”, “General”, “Vital Signs”, “Abdomen”,
“Chest”, “CBC”, “Urinalysis”, “Electrolysis”.

7. Cut “HEENT”, “General”, “Vital Signs”, “Abdomen”, and “Chest” and paste in “Physical
Examination”, and cut “CBC”, “Urinalysis”, and “Electrolysis” and paste in “Laboratory
Data”.

8. Rename “Physical Examination” to “PE” and rename “Laboratory Data” to “Lab Data”.

9. Select “HEENT”, “General”, & “Vital Signs”, delete them. Undo your last action and note the
result.

10. Select “CBC”, “Urinalysis”, and “Electrolysis” and delete them. Restore only “CBC” &
“Urinalysis”.

17
 Computer Manual
11. Add the shortcut to your respective name folder in the “Users” folder on the server to the ‘send
to’ option.

12. Rename this shortcut with your initials.

13. Using ‘send to’ option, send the folder “Headings & Subheadings” to your folder on the server.

14. Change the system time to today’s date and the correct time.

Day 006 – Test on Windows

The sixth day of computers will be devoted to Windows Test (Theory and Practical). The objective of this
test is to assess the trainees’ understanding of the subject and their computer and shortcut proficiency as
per the requirement of MT.
The faculty is requested to go through the papers (theory and practical) including the answer key at least 3
days in advance and seek office’s consent in case if any changes or corrections. The faculty is requested
and required to discuss the paper the very next day, before starting the next topic – MS Word.

18
 Computer Manual

MICROSOFT WORD
Number of days : 10
Number of Tests 2
Duration 2 hours
Marks 50 marks each

Day 007 - Introduction to MS Word - File Menu

Skeletal outline of lecture:
Discuss the following features of file menu

􀂾New
􀂾Open
􀂾Close
􀂾Save
􀂾Save As
􀂾Print & Print Preview
􀂾Four Recently Opened Documents.
􀂾Properties
􀂾Exit

FILE MENU
Explain the File menu to the trainees. Explain to them the contents of the file menu i.e. New, Open,
Save, Close, Exit etc. Explain the difference between the "Save" and the "Save As" option. Explain
the difference between the "Close" and the "Exit" option. Teach them how to check the properties of
the document.

WORD ASSIGNMENTS – 1

1) Create a new file and key in some lines into it.

2) Save this file into your folder in the root directory.

3) Make some modifications to the file. Using the save as option, save it with some other name.

4) Close the file.

5) Using File 􀃆Open, open both the files and see the difference.

6) Check the file properties and note down the path, size, author of the files.

7) Exit MS Word using all the possible options.

19
 Computer Manual
Day 008 - Introduction to Edit Menu.
Skeletal outline of lecture:
Discuss the following features of Edit menu

􀂾Undo

􀂾Redo

􀂾Repeat

􀂾Selecting text

􀂾Cut, Copy, & Paste

􀂾Find

􀂾Replace

􀂾Go To

EDIT MENU
Explain them about the options given in the Edit Menu. Explain in detail the use of the "Undo" and
"Redo" option and also the "Undo/Redo History". Talk about the use of Cut, Copy, Paste, and Select
all option provided, and talk briefly explaining how the "Find and Replace" and the "Go To" option
are to be used.
WORD ASSIGNMENT – 2
Practical (15-20 min)

1) Copy the file Edit.doc from the ‘previous’ folder on the server and paste it into your root directory.
2) Open the file and Delete the first line.
3) Select the word next to the cursor using CTRL + Shift + Right arrow and delete it.
4) Practice all the select options that you have learnt.
5) Undo your actions.
6) Redo all your actions.
7) Cut the second paragraph. Create a new file and paste it there.
8) Save the new file in your folder by the name Edit-modified.doc.
9) Revert back to the file Edit.doc, copy the last paragraph and paste it between the first and the
second paragraph.
10) Find the word ‘he’ from the file and replace it with ‘the patient’.
11) Replace all occurrences of single quotes from your file with double quotes.

20
 Computer Manual
Day 009 - Introduction to the Format Menu
Skeletal outline of lecture:
Discuss the following features of Format menu.

􀂾Font type

􀂾Font size

􀂾Tabs

􀂾Paragraph formatting including left indent, hanging indent, line spacing etc.

􀂾Change case

􀂾Auto Format (Checking and Unchecking options from ‘Auto Format’ and ‘Auto Format as You
Type’)

FORMAT MENU
Discuss with the trainees what the different fonts are, and how the fonts size can be changed. Discuss
about change case. Explain to the MTs about Left indent, first line indent, paragraph indent, and
hanging indent, with shortcut keys, along with the shrotcut keys for all the alignments. Also explain
how to clear indents by using the shortcut Ctrl Q.

Day 010 - WORD ASSIGNMENT – 3

Practical (20 min)

1. Find the file Format.doc from the “Todays work” folder on the server and copy it to your folder.

2. Change the font of the file to Times New Roman and font size to 12.

3. Center align the title, change it to italics, font size to 20 and underline it.

4. Copy the first paragraph and paste it under last.

5. Cut the first paragraph and paste it under second.

6. Replace ‘patient’ with ‘Sam’.

7. Uncheck all the options from “AutoFormat As You Type”.

8. Change the font of the file to Arial.

21
 Computer Manual

9. Make the first para right align.

10. Make second para justify align.

11. Make third para center align.

12. Make fourth para left align.

13. Make first para bold with font size-16.

14. Make second para italics red colour.

15. Make third para underline blue colour.

16. Make fourth line spacing.

17. Give first para hanging indent upto two inches.

18. Give second para first line indent upto three inches.
________________________________________________________________

22
 Computer Manual
Day 011 - Introduction to the View, Insert, & Tools Menus
Skeletal outline of lecture:
Discuss the following features of View menu.

􀂾Normal View and Page layout

􀂾Ruler

􀂾Using Toolbars and hiding/unhiding them

􀂾Thesaurus

Discuss the following features of Insert menu.

􀂾AutoText

Discuss the following features of Tools menu.

􀂾Spelling and Grammar

􀂾Thesaurus

􀂾Word Count

􀂾Track changes

VIEW MENU
Discuss the differences in the "Page" views. Also explain about the use of toolbars and how to Hide
and unhide them.
INSERT MENU
Discuss the options given in the Insert Menu. Explain to them how to insert Auto Text.
TOOLS MENU
Explain how to check spelling and grammar, and thesaurus. Explain the use of Word Count,
AutoCorrect etc. Explain how to compare documents using track changes method.

23
 Computer Manual
WORD ASSIGNMENT – 4
COMPUTER ASSIGNMENT FOR VIEW AND TOOLS MENU
Assignment – 20 min

1. Open the file View.doc from the Today’s work folder on the server. View the file using the various
View options.

2. Hide all the toolbars and get them back.

3. Drag the formatting toolbar and place it on the right hand side of the monitor vertically.

4. Get the Formatting toolbar back to its place.

5. Add the word 'cholelithiasis' as an auto text entry.

6. Write the first four alphabets of the same word you entered in auto text and note your observation.

7. Open one of your previously transcribed documents and spell check the entire document.

8. Using thesaurus find out the synonyms of the some of the words.

9. Using the word count option find out the character count of the current file.

10. Type in the word ‘accessories’ in the word document and note your observation.

11. Open one of the correction files and using track changes method compare your transcribed
document with the correction file.

24
 Computer Manual
Day 012 - Introduction to the Window and Help Menus.
Skeletal outline of lecture:
Discuss the following features of Window and Help menu.

􀂾Switch between document windows

􀂾Arrange all windows

􀂾Help Menu.

WINDOW MENU
Teach the MTs how to switch between windows and how to use the Arrange all option.
HELP MENU
Explain how to use the Help Menu effectively.
Conduct a revision on the entire Windows syllabus. Make the trainees arrange their files properly in
their own folders. Practice other things like making shortcuts, and deletion, and restoring the deleted
files. Also make them practice posting their files and finding files with all the options.

25
 Computer Manual
Day 013 - Word and Windows Practical Assignment

1. In your D:\Assignment, prepare a folder called ‘Final Practical One’.

2. In ‘Final Practical One’ open a new word document as save it as ‘Assignment 1’.

3. Open ‘Assignment 1’ and through ‘Assignment 1’ open a document called ‘Prac’ from ‘Todays
work’ folder on the server.

4. Copy all the text from ‘Prac’ and paste it in ‘Assignment 1’.

5. Bold and capitalize the title.

6. Change the font size of the same to “Times New Roman” and font size to 15.

7. Find all the occurrences of word ‘on’ in the file. _____________________________

8. Copy the first paragraph and paste it as last.

9. Now delete the second last paragraph.

10. Right align the first paragraph.

11. Justify the second paragraph.

12. Center align the third.

13. Left align the fourth.

14. Full caps the first paragraph and underling it.

15. Italics the second paragraph and change the font color to green.

26
 Computer Manual
16. Bold the third paragraph and change the font to “Courier New”

17. Left indent the first paragraph by 2-1/2 inches.

18. Right indent the second paragraph by 3 inches.

19. First line indent the third paragraph by 3-1/2 inches.

20. Hanging indent the fourth & fifth paragraphs by 2 and 3 inches respectively.

21. Save your file.

22. Undo your last 4 actions save the file as ‘Assignment 1_Modified.doc’ in the same folder.

23. Replace all the occurrences of ‘patient’ with ‘Tom’.

24. Delete the last paragraph and save your file.

25. Close the currently open word documents (not the application).

26. Using shortcut, open ‘Assignment 1.doc’ & ‘Assignment 1_Modified.doc’.

27. Tile up both the documents.

28. Exit word.

29. Now open ‘Assignment 1_Modified.doc’ and track change and compare it with ‘Assignment
1.doc’.

30. Save this file as ‘Assignment 1_Compared.doc’.

31. Check the character with spaces and total editing time for the following documents:

Assignment 1.doc – Character with Spaces: _____________

27
 Computer Manual
Total Editing Time: _____________
Assignment 1_Modified.doc– Character with Spaces: _____________
Total Editing Time: _____________
Assignment 1_Compared.doc – Character with Spaces: _____________
Total Editing Time: _____________

32. Exit word and open a blank word document.

33. Enter the phrase “The patient was brought to the operating room and placed in supine position.”
To the autotext entry. Now type “The pat” in the word doc and note the result.
___________________________________________________.

34. Enter the word ‘angioplasty’ in auto correct entry in such a way that typing ‘aplasty’ should give
‘angioplasty’.

35. Rename the folder ‘Final Practical One’ to ‘Final Practical One_XYZ’ where XYZ is your name
and post it into your folder on the server.

36. Open a blank word document and check all the options in ‘Auto format ‘and ‘Auto Format as you
type’.
Day 014 - Revision on MS Windows with Discussions of all the Shortcut Keys
Word Practical Revision

Time: 45 min
Note: You are given a file to work with for your practical examination. You are requested to read the
questions carefully and follow the instructions. Please follow the questions in the same order as given
in the paper.

1. In your C:\Assignment\, create a new folder called ‘Revision’.

2. In ‘Revision’ create a word document and name it “R Word”.

3. Open “R Word” and through “R Word” open another word document from the ‘Previous’ folder
on the server called “Word”.

4. Copy all the text from “Word” and past it in “R Word”.

5. Full caps the title, bold, and italics it.

6. Copy the first paragraph and paste it as last.

7. Change the font type of the document to ‘Times New Roman’ and the font size to 13.

8. Change the font size of the title to 18.

9. Change the color of the first para to blue and underline it and italics it.

10. Change the second para to full caps.

28
 Computer Manual

11. Delete the third paragraph & save your document.

12. Undo your last 2 actions and save your document as “R Word_Modified” in C:\WE Practical\W
Practical.

13. Right align the first paragraph.

14. Left align the second paragraph.

15. Justify the third paragraph.

16. Center align the fourth paragraph.

17. Give first line indent to the first paragraph by 3 inches.

18. Give hanging indent to the second paragraph by 2-1/2 inches.

19. Give left indent to the third and fourth paragraph by 1 and 2 inches respectively.

20. Give right indent to the last paragraph by 4 inches.

21. Replace all the occurrences of ‘she’ with ‘the patient’ & save your document.

22. Close word & through ‘ctrl + O’, open “R Word” & “R Word_Modified”, and tile up the
windows.

23. Exit word. Open “R Word” & compare it with & “R Word_Modified”.

24. Save this document as ‘R Word_Comp’ C:\WE Practical\W Practical.

25. Find Character with spaces and total editing time of “R Word”, “R Word_Modified”, & ‘R
Word_Comp’ and notify.

Day 015 – Final Test

Objectives: Conduct a written test on the MS Word and Practical Exams in MS Word and
Windows, covering the entire syllabus.

29
 Computer Manual

MS EXCEL
Day 16 - Introduction to the MS Excel and working with Cells
Number of days : 1
Duration : 90 minutes
Skeletal outline of lecture:

Discuss the following features of MS Excel.

􀂾Entering data into cells

􀂾Copying and moving cells

􀂾Inserting and deleting rows and columns.

􀂾Increasing/decreasing row/column width using mouse as well as menu

􀂾Sorting data

􀂾Inserting/deleting/renaming worksheets

FORMATTING CELLS: Teach the MTs about increasing/decreasing row/column width using the
mouse as well as the menu bar. Teach them to sort data. What is the difference between a sheet and a
workbook? How to insert, delete, and rename sheets?

30
 Computer Manual
EXERCISE ON EXCEL

1. In your c:\ drive, create a folder called ‘MS Excel’.

2. Make a new excel sheet called ‘Excel Prac’.

3. Rename it as ‘Reference_yourname’.

4. Add 3 more sheets into it.

5. Rename subsheets 1, 2, 3, 4, 5, 6 to ‘Gastro’, ‘Cardio’, ‘Uro’, OB-Gyn’, ‘MRS’, & ‘CNS’

respectively.

6. Rename ‘OB-Gyn’ to “FRS’

7. Rearrange all the sheets in the following order: to ‘Gastro’, ‘Cardio’, ‘Uro’, OB-Gyn’, ‘MRS’, &
‘CNS’.

8. In Gastro sheet, put the following headings in the first row:

SR DISEASE DESCRIPT DRUGS DETAILS INSTRUM SLANGS

ION ENTS

9. Adjust the column width in such a way that the whole word should be seen.

10. Bold the headings and copy and paste them in the rest of the sheets.

11. Under ‘SR’ insert numbers 1 to 5

Under ‘DISEASES’ insert any 5 different diseases learnt in GI.
Under ‘DESCRIPTION’ mention the affected organ.
Under ‘DRUGS’ insert any 5 different GI drugs.
Under ‘DETAILS’ mention at least one disease condition for the respective drug.
Under ‘ INSTRUMENTS’ mention any 5 different instruments.

12. Sort ‘DISEASE’ and ‘DESCRIPTION’ alphabetically.

13. Do the same with ‘DRUG’ and ‘DETAILS’.

14. Try all the selection and navigation options learnt.

15. Save and Close the sheet.

16. Using shortcut, open a new excel sheet.

17. Using shortcut, through this excel open ‘Excel Prac’.

18. Exit Excel.

31
 Computer Manual
HANDOUTS

KEYBOARD SHORTCUTS
Windows marked an era of graphical user interface and to make task simple for a novice user
the concept of clicking graphical icons came into focus. But the biggest disadvantage in
excessive use of a mouse is waste of productive time. Consider a simple example of changing a
lowercased word to uppercase:
Mouse: Select the word, click on ‘Format’. Click on ‘change case’ and then click on ‘uppercase’ and
click on ‘OK’
Keyboard: Select the word, press ‘Shift F3’.
Isn’t it faster?
To improve productivity a medical transcriptionist must effectively make use of all the keyboard
shortcuts possible. Given below is an interesting editorial on useful shortcut keys.
Most keyboard shortcuts are extremely easy to remember because they usually consist of the CTRL
(control) key and the first alphabet of the respective command.
Eg: CTRL + C (copy); CTRL + O (file open).
However this is not always possible since most commands may have a common starting alphabet
Eg: Copy, Cut and Close ; Paste and Print etc.
So the user has to memorize these keys and only practice will make you perfect. In the following I
have divided the keys on the basis of menus.

32
 Computer Manual
Windows 2000 Keyboard Shortcuts
Press To
CTRL+C Copy.
CTRL+X Cut.
CTRL+V Paste.
CTRL+Z Undo.
DELETE Delete.
SHIFT+DELETE Delete selected item permanently without
placing the item in the Recycle Bin.
CTRL while dragging an item Copy selected item.
CTRL+SHIFT while dragging an item Create shortcut to selected item.
F2 Rename selected item.
SHIFT with any of the arrow keys Continuous selection of more than one item.
CTRL+A Select all.
F3 Search for a file or folder.
ALT+ENTER or ALT + DOUBLE CLICK View properties for the selected item.
SHIFT+F10 View the shortcut menu for the selected item.
ALT+F4 Close the active item, or quit the active
program.
ALT+TAB Switch between open items.
ALT+ESC Cycle through items in the order they were
opened.
F6 Switch between left and right panes.
F4 Display the Address bar list in My Computer or
Windows Explorer.
SHIFT+F10 Display the shortcut menu for the selected item.
ALT+SPACEBAR Display the System menu for the active
window.
CTRL+ESC Display the Start menu.
ALT+Underlined letter in a menu name Display the corresponding menu.
Underlined letter in a command name on an open menu Carry out the corresponding command.

F10 Activate the menu bar in the active program.

RIGHT ARROW Open the next menu to the right, or open a
submenu.
LEFT ARROW Open the next menu to the left, or close a
submenu.
F5 Refresh the active window.
BACKSPACE View the folder one level up in My Computer
or Windows Explorer.
ESC Cancel the current task.
END Display the bottom of the active window.

33
 Computer Manual
HOME Display the top of the active window.
NUM LOCK+ASTERISK on numeric keypad (*) Display all subfolders under the selected folder.

NUM LOCK+PLUS SIGN on numeric Display the contents of the selected folder.

keypad (+)
NUM LOCK+MINUS SIGN on numeric keypad (-) Collapse the selected folder.

LEFT ARROW Collapse current selection if it is expanded or

select parent folder.
RIGHT ARROW Display current selection if it's collapsed, or
select first subfolder.
Natural Keyboard shortcuts
You can use the following keyboard shortcuts with a Microsoft Natural Keyboard or any other
compatible keyboard that includes the Windows logo key and the Application key.
Press To
Window Key or Display or hide the Start menu.
Ctrl + ESC
Window Key +M Minimize all windows.
Window Key +D Minimize or restore all windows.
Window Key +E Open (My Computer) Explorer.
Window Key +F Search for a file or folder.
CTRL+ Window Key +F Search for computers.
Window Key +R Open the Run dialog box.
Window Key +TAB Switch between open items.
Application Key Display the shortcut menu for the selected item.
Dialog box keyboard shortcuts
Press To
CTRL+TAB Move forward through tab pages.
CTRL+SHIFT+TAB Move backward through tab pages.
TAB Move forward through options.
SHIFT+TAB Move backward through options.
ALT+Underlined letter Carry out the corresponding command or select the corresponding opti
ENTER Carry out the command for the active option or button.
SPACEBAR Select or clear the check box if the active option is a check box.
Arrow keys Select a button if the active option is a group of option buttons.
F1 Display Help.
F4 Display the items in the active list.
BACKSPACE Open a folder one level up if a folder is selected in the Save As or O
box

34
 Computer Manual
Word 2000 Keyboard Shortcuts
FILE MENU

New CTRL + N
Open CTRL + O
Save CTRL + S
Save As F12
Close CTRL + W or CTRL
+ F4
Print CTRL + P
Exit ALT + F4

EDIT MENU

Cut CTRL + X or F2 or Shift +

Delete
Copy CTRL + C or CTRL + INSERT
or Shift + F2
Paste CTRL + P
Undo CTRL + Z
Redo CTRL + Y
Find CTRL + F
Replace CTRL + H
Go To CTRL + G OR F5

SELECTING TEXT
Select text by holding down SHIFT and pressing the key that moves the insertion point.
To extend a selection Press
One character to the right SHIFT + RIGHT ARROW
One character to the left SHIFT + LEFT ARROW
To the end of a word CTRL + SHIFT+RIGHT ARROW
To the beginning of a word CTRL + SHIFT+LEFT ARROW
To the end of a line SHIFT + END
To the beginning of a line SHIFT + HOME
One line down SHIFT + DOWN ARROW
One line up SHIFT + UP ARROW
To the end of a paragraph CTRL + SHIFT+DOWN ARROW
To the beginning of a paragraph CTRL + SHIFT+UP ARROW
To the beginning of a document CTRL + SHIFT+HOME
To include the entire document CTRL + A
DELETING TEXT
To Press

35
 Computer Manual
Delete one character to the left BACKSPACE
Delete one word to the left CTRL+BACKSPACE
Delete one character to the right DELETE
Delete one word to the right CTRL+DELETE

FORMAT MENU
To Press
Change case of letters SHIFT + F3
Bold CTRL + B
Underline CTRL + U
Italics CTRL + I
Subscript CTRL + EQUAL SIGN
Superscript CTRL + SHIFT + EQUAL SIGN

ALIGNMENT
To Press
Center a paragraph CTRL + E
Justify a paragraph CTRL + J
Left align a paragraph CTRL + L
Right align a paragraph CTRL + R
Indent a paragraph from the left CTRL + M
Remove a paragraph indent from the left CTRL + SHIFT + M
Create a hanging indent CTRL + T
Reduce a hanging indent CTRL + SHIFT + T
Remove paragraph formatting CTRL + Q

FORMAT CHARACTERS
To Press
Change the font CTRL + SHIFT + F
Change the font size CTRL + SHIFT + P
Increase the font size by one point CTRL + SHIFT + >
Decrease the font size CTRL + SHIFT + <
Increase the font size by 1 point CTRL + ]
Decrease the font size by 1 point CTRL + [

36
 Computer Manual
FUNCTION KEYS

F1 Help
F2 Move Text
ALT + F3 Create Auto Text entry
F4 Repeat the last action
F5 Go To
CTRL + F6 Switch between documents
F7 Spelling & Grammar
F8 Extend selection
F12 File Save As

Keys for windows and dialog boxes

All the latest keyboards have two very important key called the window key (between the ‘Control’
and the ‘ALT’ key) and an alternate key for the mouse right click (between the ‘Window’ and the
‘Control’ key)
Show the Windows Start menu Window key
Show desktop Window key + D
Windows Explorer Window key + E
File Find Window key + F
Switch to the next program ALT + TAB
Switch to the next document window CTRL + F6
Perform the action assigned to the default button in the ENTER
dialog box
Cancel the command and close the dialog box ESC

Other Shortcut Keys

Auto Text ALT + F3 on selection.

Insert Comment Alt + Ctrl + M

37