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MANDI GOBINDGARH

Submitted to: Submitted by:

Mrs. Harpreet Kaur Dishant Agnihotri

Class 9th C
INTRODUCTION

A Computer is an electronic device, which perform arithmetic and logical operations. A


computer is a machine capable of solving problems and manipulating data. It accepts
data, processes the data and gives us the desired output.

CHARACTERISTICS OF A COMPUTER
1. Speed : The speed of a computer is measured in terms of microseconds (10-6
part of a second) or nano-second(10-9 part of a second).

2. Accuracy: A computer performs the tasks and gives the results accurately.

3. Calculations: It can perform arithmetic and logical calculations.

4. Storage: Computer can store large amount of information or data, permanently.


Any information can be stored and recalled whenever required.

5. Reliability: Reliability is the ability of a system to perform its functions,


repeatedly over a long duration, as expected by the user.

APPLICATIONS OF A COMPUTER
1. School
2. Medical Field
3. Ticketing
4. Bookkeeping
5. Bank
6. Scientific and Engineering Applications
7. Entertainment
BASIC COMPOENTS OF A COMPUTER SYSTEM

Central Processing
Input Unit Unit Output Unit
(CPU)

Input Unit
It is the process of entering the data and programs into the computer system. We know
that the computer is an electronic machine like any other machine.

Examples: Keyboard, Mouse

Processing
The task of performing arithmetic and logical operations is called processing. The
Central Processing Unit (CPU) is responsible for executing all the operations in a
computer.

Central Processing Unit (CPU)


The arithmetic and Logical Unit along with the Control Unit of a Computer system are
jointly known as the Central Processing Unit. We may call CPU as the brain of any
computer system.

1. Arithmetic and Logic Unit (ALU)


The arithmetic and Logic Unit Performs the processing of the data and
instructions. The major operations performed by the ALU are addition,
subtraction, multiplication, division, logic handling, and comparison.

2. Control Unit (CU)


The Control Unit determines the sequence in which computer programs and
instructions are executed. The control unit handles things like processing of
programs stored in the main memory.
3. Memory Unit (MU)
Memory Unit is used to store the data and information. Memory unit is a set of
memory cells.

OUTPUT UNIT
This is the process of producing the results from the data to get useful information.
Some of the devices that show the output of a computer are : monitor, printer etc.

HISTORY OF COMPUTERS

Evolution of Computer
In ancient times, men performed calculations with the help of sticks, pebbles, bones,
etc. The concept of computer in medieval times was limited to a machine through which
some calculations or computing could be carried out.

Abacus
Abacus was the first calculating device invented around 5000 BC in China.

Napier’s Bones
In 1617, John Napier invented a calculating device called Napier’s Bones. This tool was
used for multiplication and division of number. He is most remembered as the inventor
of logarithms and Napier’s bones, and for popularizing the use of the decimal point.

Pascaline
In 1642, Blaise Pascal invented an adding machine called Pascaline. The Pascaline
was a decimal machine. This device was used to perform addition and subtraction. In
1694, Leibnitz improved Pascal’s machine so that it could perform multiplication and
division also.
Analytical Engine
The invention of computers as we know today started with the efforts of English and
Mathematics Professor Charles Babboage. In 1821, Babbage invented the Difference
Engine to perform mathematical calculations.

Generations of Computers
The history of computer development is often referred with reference to the different
generations of computing devices.

1. First-Generation (1940-1956): Vacuum Tubes


2. Second-Generation (1956-1963): Transistors
3. Third-Generation (1964-1971): Integrated Circuits
4. Fourth-Generation (1971-Present): microprocessors
5. Fifth- Generation (Present and Beyond): Artificial Intelligence

MULTIMEDIA
Multimedia is the media that uses multiple forms of information like sound, audio, video
and animations. In multimedia you can hear or see the texts, books, pictures, music,
sounds, CDs, Videos, DVDS, Records, Films, and more.

Applications of Multimedia
Multimedia finds its application in various areas including, but not limited to, art,
education, entertainment, engineering, medicine, mathematics, business, scientific
research etc.

Her are some examples of multimedia file types:


Text Files : .txt., .doc. .rft
Audio Files : .au, .aif, .wav
Graphic Files: .jpg, .gif, .tif, .bmp, .pict, .pcx
Moving Video Files : .qt, .mov, .avi
Animation: .fli, .flc
INPUT DEVICES

Introduction

The data or fact that we feed into the computer is called an input. The device used to
input the data are called input devices.

Examples: keyboard, mouse, light pen, joystick, scanner, microphone, etc.

Application of Various Input Devices

Pointing Devices

A pointing device is used to control the movement of the pointer to select items on a
monitor.

Examples: mouse, joystick

Mouse

A mouse is a hand-operated pointing device that control the cursor on the computer
screen.

Action of a mouse

There are four basic mouse action:

• Single –click

• Double-click

• Right-click

• Drag-and-drop
Keyboard Devices

A keyboard device is used to type the test. We can type alphabets, numbers and also
special characters.

Examples: keyboard

Keyboard

Keyboard is a standard input device used for typing the test.

Gaming Devices

The gaming device is mainly used for playing games.

Examples: joystick, keyboard


Joystick

Joystick is an input device. It is similar to a mouse.

• A joystick consists of a handheld stick that pivots about one end and transmits
its angle in two or three dimensions to a computer.

• Joystick has one or more push-buttons whose state can also be read by the
computer.

• Joystick is also used for controlling machines such as elevators, cranes, trucks,
powered wheelchairs, etc.

Image and Video Devices

The image and video devices are mainly used to scan images and capture videos.

Examples: scanner, digital camera


Scanner

Scanner is an input device. It is capable of converting an image (such as the


photograph, printed text, or handwritten-matter) on paper into digital format.

Digital Cameras

A digital camera is an electronic device used to capture and store photographs


electronically instead of using photographic film in conventional cameras.

Character Recognition Devices

Character recognition refers to the branch of computer science that involves reading
text from the paper and translating the image into a from that the computer can
manipulate.

Examples: MICR, OCR

Magnetic Ink Character Recognition (MICR)

MICR system is widely used in bank clearing houses to sort the tremendous volume of
cheques received by them everyday.

Optical Character Recognition (OCR)

Optical character recognition, usually abbreviated as OCR, is a computer software


designed to translate image of handwritten or typewritten text (usually captured by a
scanner) into machine-editable text.
OUTPUT DEVICES
Introduction

The result obtained after processing input is called the output. The devices used to
output the data are called output devices. Monitor, printer, speaker, plotter, etc., are
output devices.

Visual Display Unit (VDU)

Visual Display Unit is the standard output device which is also called as monitor.
Softcopy is the output observed on a monitor.

VDU’s are broadly classified based on colour, size, and technology.

The types of monitor based on colour are:

MDA/MGA - Monochrome Display Adapter or Graphics Adapter

CGA - Colour Graphics Adapter

HGA - Hercules Graphics Adapter

EGA - Enhanced Graphics Adapter

VGA - Video Graphics Adapter

SADA - Super Video Graphics Adapter

The types of monitor based on sizes are 8”, 12”, 14”, 17”, 20”, and 21”.
Printer

Printer is a used print the output, such as graphics and text, on a paper. The output
obtained from the printer is called a hardcopy.

The printers are classified into two types. They are,

• Impact printer

• Non-impact printer

Impact printer: A print hammer strikes a ribbon to create a print on the paper. They are
slow and cheap.

Non-impact printer: These do not have a print hammer and uses either thermal,
electronic, chemical, or inkjet technologies. They are fast and cost more than the impact
printer.

Types of printer
Character Printer

• Character printer prints one character at a time.

• Dot Matrix printer is an examples of character printers.

Line Printer

• Line printer can print one line at a time.

• Drum printer and chain printers are examples of line printer.

Page printer

• Page printer can print one page at a time.

• Laser and Ink-jet printers are examples of page printers.

Speaker

Speaker convert digital audio computer signals into audible output.

Plotter

A plotter is a vector graphics-printer device that is connected to a computer


CONCEPT OF MEMORY
Introduction

In computer, data can be stored in devices called storage devices. These storage
devices are also called Memory units.

Classification of Memory

Memory

Primary Memory Secondary Memory

Primary Cache Main


Memory Memory Memory

RAM ROM

Primary Memory

Primary memory is known as the main memory of the computer.


Primary memory is classified into three types:

1. Processor register
2. Cache memory
3. Main memory

Processor register

A processor register is a small amount of very fast computer memory.

Cache memory

The cache is a smaller, faster memory. It stores copies of the data from the most
frequently used main memory locations.

Main memory

1. RAM-Random Access Memory


2. ROM-Read only memory

RAM (Random Access Memory)

RAM is used to store data temporarily.

1. Types of RAM

2. Dynamic RAM

3. Static RAM
ROM (Read only memory)

ROM is a permanent, built-in computer memory.

Units of Memory

A computer stores the data in units called bits and bytes.

Bit

A bit is the basic smallest unit of information (data) in a computer and it stands for
binary digit.

Byte

A byte is a sequence of bits. It is the unit of measurement of the stored information.

Quantities of bytes

Kilobyte

A kilobyte is a unit of stored information of the computer, which is equal to 1024 bytes.

Megabyte

A megabyte is a unit of stored information of the computer, which is approximately


equal to one million bytes.

Gigabyte

A gigabyte is a unit of stored information of the computer which a approximately equal


to one billion.

Terabyte
Terabyte is a unit of stored information of the computer, which is equal to 1000
gigabytes.

Secondary Memory

When the large amount of data processing has to be done, more memory is required.
Secondary storage is also called as auxiliary storage.

Common characteristics of secondary memory

• Access time

• Data transfer rate

• Storage capacity

• Non-volatile

Storage Medium

Secondary storage devices are made up of various materials such as:

• Magnetic storage

• Semiconductor

• Optical disc storage

Types of Secondary Storage

a. floppy Disk
b. Hard Disk
c. CD
d. DVD
e. Pen Drive
Floppy Disk

The floppy disk is used to store files containing less data.

Advantages

• It can be carried anywhere (portable).

• It is inexpensive.

Disadvantages

• As compared to other storage devices, its storages capacity is less.

• It may get damaged easily.

Hard Disk

The hard disk is the main storage devices used to store the information permanently.

Advantages

• It has large storage capacity.

• It can storage data permanently.

• Data can be read as well as written into it.

Disadvantages

• It is costlier than magnetic types and floppy disks.


Compact Disk ( CD-ROM)

CD is used to storage larger quantity of data compared to floppy disk.

Advantages

• It can be used to store large amount of data.

• It is very economical.

• It has fast data access.

Disadvantages

Data may be lost if CDs get scratched.

Digital Video Disk (DVD)

DVD is an optical disc storage device that can be used for data storage, including
movies with high quality video and sound.

Advantages

• It has large storage capacity than CD and floppy disk.

Disadvantage

• The access speed is less as compared to a CD.

Pen Drive

It is small computer storage device data connect direct to a USB port with a build-in
connector.
Advantages

• The data can be accessed very fast.

• It can hold more data.

• It is considered to be a reliable device.

• The data in the pen drive can be protected by using a password.

Disadvantages

• It is not economical
SOFTWARE AND COMPUTER LANGUAGAS
Introduction

A computer solves any problem by taking instructions. When a particular problem has
to be solves, it is necessary to provide instructions for the computer to carry out. The art
of written instructions for computer to solve a specific task is know as programming. A
well-defined set of instructions is called a program.

Software

Software is collection of program that makes a computer understand the users


requirements, the functions to be performed, and the output be produced for the user.

Types of Software

Software is classified into two broad categories namely:

• System software

• Application software

System Software

System software is defied as a set of one or more program designed to control the
operation of a computer system.

Need of System Software

• To control all operations required to move data in and out of the computer.

• For the development of application software.


• To run application package in the computer with less time and effort.

Types of System Software

The system software is classified into the following categories:

SYSTEM
SOFTWARE

Language
Operating System Utilities
Processors

Operating System

Operating system is the software that communicates with the computer hardware.

Types of Operating System

1. Single-user Operating System


2. Multi-user Operating System

Functions of Operating System

1. Resource sharing
2. User friendly
Language Processors

Language processors act as interpreters between a computer and high-level


programming language.

Utilities

Utilities are programs that perform a specific task, usually related to managing system
resources.

Applications Software

Application software is a set of programs that are written to provide solutions to specific
programs.

Computer Languages

The tern computer languages is an alternate name for the more commonly used term,
programming languages. Programming languages are part of computer languages.

Types of computer Languages

Low-level Languages or Machine Level Languages

The languages that a computer understand direct consist of codes in the form of zeros
and ones (0s and 1s ) and they are termed as machine languages.
Advantages

1. Computers can understand machine code without any conversion, Hence,


processing is very fast.
2. Machine languages make efficient use of storages (instructions and their storage
in computer memory can be easily controlled).
3. Machine languages instructions can be used to manipulate the individual bits in a
byte of computer storage.

Disadvantage

1. These language are architecture dependent.


2. It is difficult to remember the codes.
3. It is difficult to correct or modify machine language program. Checking the
machine instructions to locate errors is as writing them form the origin.

Assemble-Level Languages or Middle-Level Languages

• The drawbacks of the machine languages lead to the instruction of a new


programming languages called the assemble languages.

• Assemble-level languages uses mnemonic code.

Examples: ADD A is the symbolic operation code to represent additions and

SUB S for subtraction.

Advantages

1. An assemble-level language is very flexible and powerful.


2. It is faster in comparison to the high-level languages.
Disadvantages

1. This language is architecture dependent. This means that the program written for
one computer cannot run on another one.
2. Coding takes lot of time as the languages is complex by nature.

High-Level Languages

To overcome the difficulties of machine and assemble-level languages such as


architecture dependency, difficult to understand, etc.

High-level languages is closer to English languages and hence the name high-level
languages. High-level languages is also called Procedure-Oriented Languages.

Examples: BESIC, Pascal, C, C++, Java, etc.

Advantage

1. Program written in a high-level languages is easy to understand and write


because it is closer to English languages.
2. It is machine independent.

Disadvantages

1. he programs written in a high-level language take more time to run and require
more main storages, the prove to be less efficient in the use of the CPU and
other facilities.
2. A source of program written in this languages needs a compiler translator, which
is loaded into the main memory of the computer. This occupies much of the
memory space. The memory available for a source program is greatly reduced.
Languages Processors

Nowadays, programming is carried out in high-level languages like C,C++, Visual Basic,
etc.

Types of languages programs

A. Compiler
B. Interpreter
C. Assemblers

Compiler

It is a program translator that translates the instruction of a high-level languages to


machine-language. It reads the entire program first and then translates it into machine
code.

High-level languages- Compiles the Program- Machine Languages

Interpreter

An interpreter is also a program translator used for translating the high-level language
into the machine language. But it takes one statement of high-level language, translates
it into machine language and then executes it immediately.

Assemblers

An assembler is a computer program for translating an assembly language, essentially,


a mnemonic representation into an object code.
Virus

Virus is a software that infects a computer. It modifies other programs by placing a copy
of itself inside them. Virus is harmful in nature.

The acronym, VIRUS stands for Vital Information Resources Under Siege.

Symptoms of a Virus

1. Program takes longer time to load into the memory.


2. The file size will be increased due to the attachment of virus.
3. Strange error message appear on display screen.
4. Strange graphic or bouncing ball appears on the screen.

Anti-Virus

Anti-Virus software is a program that either comes installed on our computer or when
we purchase and do the installation. It helps protect our computer against most viruses
such as Worm, Trojan horse, etc.

Norton Anti-Virus

• McAfee Anti-Virus

• PC-Cillin

• Dr Soloman’s AVTK

• AVG Anti-Virus

• Spyware Doctor Anti-Virus

• Panda Anti-Virus
COMMUNICATION TECHNOLOGY
Introduction to a computer network

Computers exchange information, with the help of a communication channel.

Need for network

Network is needed for communication, information sharing, resource sharing and high
reliability.

Application of network

1. Remote database access


2. Communication medium
3. automated libraries

Types of Network

Computer networks may be classified on the basis of geographical area into three
broad categories.

1. Local Area Network (LAN)


2. Wide Area Network (WAN)
3. Metropolitan Area Network (MAN)

Local Area Network

Networks used to interconnect computer within a small area are called Local Area
Network (LAN). LAN transmits data with a speed of several megabits per second (106
bits per second).
Advantages

• The reliability of a network is high because if one computer fails to work if does
not effect the functioning of other computers.

• Addition/deletion of a workstation to the network is easy.

• High rate of data transmission is possible.

• Peripheral devices like magnetic disk and printer van be shared by other
computers.

Disadvantages

• If the communication line fails, the entire network system breaks down.

Wide Area Network

The term Wide Area Network (WAN) is used to describe a computer network, covering
regional, national or global area.

Examples: Ethernet and Arpanet

Advantages

• WANs are used to connect (LANs) and other types of networks together, so that
the users and computers in one location, can communicate with the users and
computers in other locations.

Disadvantages
• It is slow as compared to LAN

Metropolitan Area Network

Metropolitan Area Networks or MANs are large computer networks usually spanning
campus or a city.

Advantages

• It is less expensive and easily accessible.

• It can be used by big organizations.

Disadvantages

It is limited to a small geographical area such as city level.

Difference between LAN and WAN

S. No. Local Area Network Wide Area Network

1 It is restricted to a limited It covers a large geographical area.


geographical area.

2 Communication is done through Communication is done through


wires and coaxial cables telephone lines and satellite links.

3 Cost of data transmission is less. Cost of data transmission is very high

4. The speed of data transmission is The speed of data transmission is low.


high.

5 Error are less in data transmission. More errors in data transmission.


Internet

An Internet is an information portal designed specifically for the internet


communications of small, medium or large businesses, enterprises, government,
industries or financial institutions of any size or complexity.

Extranet

An extranet is somewhat similar to an internet. Extranets are designed specifically to


give external, limited access to certain files of your computer system to certain large or
privileged customers, selected industry partners across the world, etc.

Introduction to internet

Internet is also know as the NET. It is the network of networks.

Basic Applications of Internet

1. Searching
2. E-Mail
3. Browsing
4. Online chat

Essential Requirements to set Up an Internet Connection

1. Modem
2. Internet Service Provider
3. Web Browser
Modem

Modem is the abbreviation of Modulator and Demodulator. A modem is a device or a


program that enables a computer to transmit data over telephone or cable line.

Internet Service Provider (ISP)

An Internet Service Provider (ISP) is an organization that provider access to the


Internet and related service for the customer.

1. BSNL (Bharat Sanchar Nigam Limited )


2. Airtel
3. SIFY

Web Browser

A web browser is a special communication program that allows the computer to access,
download and view web pages. Some popular web browsers are:

• Netscape Navigator

• Microsoft Internet Explorer


MS WINDOWS
Introduction to an Operating System (OS)
An Operating system is a ‘collection of programs used to control the operation of a
computer system.
Examples: DOS, Windows XP/95/98/2000, Linux etc.

Functions of an Operating System


• Controls the backing store and peripherals such as disk drives and printers.
• Controls the loading and running of programs
• Organises the use of memory between programs
• Organises processing time between programs and users

Types of Operating System


1. Character User Interface (CUI)
Character User Interface understands text-based commands. The user must
remember the exact syntax and sequence of command.
2. Graphical User Interface
A Graphical User Interface uses visual graphics, rather than text, to help the user
in interacting with an application.

Windows
Windows is on of the most commonly used operating system. Windows provide
graphical user interface that includes a window, pull-down menu button, iconic images,
mouse, wizards etc.

Versions of Windows
The various versions of Windows are Windows 95, Windows 98, Windows 2000,
Windows 2000, Windows ME, Windows NT, Windows XP, Windows 203, Windows
Vista.
Features of Windows
1. User friendly: Window is easier to understand and work with as it has a
Graphical User Interface (GUI). Also, Windows modify its user interfaces almost
every time a new major version of Windows is released.
2. Windows operating system is multithreaded and multitasking.

The Desktop
The desktop is the first screen that appears after the computer is switched ON. The
desktop is the area where one can lace items, which are easily accessible. The picture
of a typical desktop is as shown.

Start Menu
• Start menu is the entry point to a computer that appears after clicking the start
button. The menu is as shown.
• The Table containing description of each start menu item is as shown:

Taskbar
• The horizontal bar present at the bottom of the desktop is called the taskbar.
• The taskbar contains the Start button. The applications that are currently open
will appear on the taskbar.
• The icons on the taskbar are used for quick access of programs.
• The time and date are displayed on the right corner of the taskbar.

Icons on the Desktop


A desktop icons is a small picture that points to a program, folder or a document. Each
icon represents a specific function.

My Computer
My computer is the most important item that can be used for accessing the files and
programs in a computer.
To access My Computer, double-click on its Icon.

My Computer Contains
• Hard Disk Drive(s) (C:)
• 3.5” Floppy (A:)
• The CD-ROM
• Printers (includes your Printer icon)
• Control Panel
• Dial up Networking (particularly used for internet Connection)

Recycle Bin
This icon will display all the files and programs that have been deleted. All the
unwanted files that we no longer require can be sent to the Recycle Bin.

My Documents
My Documents is like a personal folder. It is the most convenient place where we can
store documents, graphics or other files that we wish to access quickly.

My Network Places
If the computer is set up to use a network, the My Network Places icon will be displayed
on the desktop. To see the computers or network serves that your computer is
connected to, double-click on the Entire Network icon.

Moving Icons on the Screen using Mouse


We can move icons around the screen to improve or change the layout. To move an
icon, place the mouse pointer over the icon and hold down the left button.
BASIC WINDOW OPERATIONS

Introduction
In Windows operating system, the user interaction is through a window which is a
graphic user interface. Now, let us know about the components of a window in detail.

Components of a Window
The essential components of a window are the frame, title bar, menu bar, status bar an
the scroll bar.

Frame
Frame is a container for the title bar, menu bar, status bar, scroll bar etc.

Title Bar
The title bar is the area located at the top of a window. This bar displays the name of
the window on the left-hand side.

Minimize
This button is in the upper right corner of the window. When clicked it reduces the
Window to an icon or a taskbar button in order to display the desktop.

Maximize/Restore
This button is used to change the size of the window to the complete size of the screen
or restore it to its normal settings.

Close
This button is used to terminate the program in the currently active window.
Menu Bar
The menu bar is displayed just below the title bar. It contains options such as File, Edit,
View, Favorites. Tools and Help.

File: It is used for carrying out file-related operations.

Edit: It is used for editing purpose.

View: It is used for changing the appearance of a window.

Favorites: It is used to add any drive or a folder in the list for easy access.

Tools: It helps to synchronies the folder settings.

Help: It provides help in case of problems.

Status Bar
The status bar is located at the bottom of the screen, just above the start button and the
taskbar. It provides information about the selected drive, like the total number of items
present inside the window, the total memory space occupied by the items and the
names of windows that are opened.

Scroll Bar
The scroll bar is used to move across the window. It is located on the right and bottom
portions of most of the Windows. They are called vertical and horizontal scroll bars
respectively.

Opening and Closing of Windows


Opening a window is the same as opening an application, file or folder. To start an
application or access a file/folder, we need to open it, and then close it when the work is
finished.
WINDOWS EXPLORER

Introduction to Windows Explorer


The windows explorer is a program, which enables us to systematically arrange and
access various files, folders and disk drives o our computer.

Drives
• It is a device, which reads and writes data onto a disk.
• Different types of drives are used for different types of disk.
• Drives can be either internal or external (housed in a separate box that connects
to the computer.
Examples: A CD drive reads data from and writes data into a CD.

Files
• A file is a collection of information which is stored in a computer.

Folders
• It is an entity that contains a group of files.
• Folders are used to organize the files containing information.

Main Features of Windows Explorer


1. Files and folders can be created.
2. Properties of file such as its size, extension, etc., can be viewed and changed.
3. File operations like cut, copy, paste, and rename can be performed.

Accessing Windows Explorer


1. Click ob Start button
2. Select Programs option.
3. Then select Windows Explorer program.
Components of Windows Explorer
• Tile bar
• Menu bar
• Address bar
• Toolbar.

Folder Related Operations


To Create a Folder
1. Click on the file menu.
2. Select the New option.
3. Then select the Folder option.

To Open a Folder
1. Click on Search option from Standard toolbar.
2. Now select the category which you wish to search. Whether it is picture, music,
video, document, file folder.
3. Then click on the search button.

Viewing Files or Folders


• Click on the folder which you want to view, from the folders box.
• Then a display of the sub-folders and the files in the selected folder appear in the
content box.
• Now double-click on the sub-folder or on the file to view its contents.

To Copy a Folder
1. Click on the folder, which you want to copy
2. Now click on the menu.
3. Select the Copy option.
4. The folder gets copied.
5. In content box, go to the location, where you want to paste the folder. Then right-
click and select the Paste option.
To Move a Folder
1. Click the folder, which you want to move.
2. Now click on the Edit menu.
3. Select the Cut option.
4. In content box, go to the location where you want to paste the folder. Then right-
click the mouse and select the Paste option.

To Rename a Folder
1. Click on the folder, which you wish to rename.
2. In menu bar, click on the File menu.
3. Select the Rename option.
4. Type the new name and press the Enter Key.

To Delete a Folder
• Folders can be deleted by selecting them and by pressing the delete key or
dragging the item to the recycle bin.

To Create the Shortcuts


• A shortcut is a pointer to a file. Creating a shortcut allows us to quickly access a
program or document, wherever it has been stored.

To create a shortcut
1. Right-click on the folder for which you want to create a shortcut.
2. Choose the Create Shortcut option.

You can rename a shortcut without affecting the file too. To rename a shortcut, right-
click on it and choose Rename from the pop-up menu, then type in the new name and
press enter.
WINDOW ACCESSORIES

Introduction
Windows Accessories contain applications such as Calculator, PAIT, Notepad,
WordPad, etc.. Each application has its own defined features and uses.

Calculator
The calculator application is used to do mathematical calculation.

Main features
• Calculator can perform any of the standard mathematical operations similar to
the handled calculator.
• Calculator performs basic arithmetic operations, such as addition and
subtractions, as well as functions found on a scientific calculator, such as
logarithms and factorials.

To open the Calculator program


1. Click the start button
2. Select Program option
3. The select Accessories option
4. Click Calculator Option

The calculator applications startup screen is as shown.

Calculator Operations
To perform a simple Calculation
1. Types the first number
2. Click + to add, - to substract, * to multiply, or / to divide.
3. Type the next number
4. Click = to view the result.
To perform a scientific calculation
Besides the standard 10-key calculator, Windows 98 also gives an option of using a
scientific calculator. This calculator has additional operations such as square root, cube
root, log, trigonometric, etc.

To do this in the View menu, click scientific option. The scientific calculator is displayed
as shown.

Paint
MS Paint is a drawing tool used to draw pictures. It is a drawing and painting program.
The various tools and olours available in the MS Paint helps to create presentable
graphics.

To Open MS-Paint
1. Click the Start button
2. Select the Program Option
3. Click on Accessories Option
4. Select Paint Option
1. Title Bar
2. Menu ar
3. Tool Box
4. Work Area
5. Scroll Bar
6. Color Box

Tool Box of MS-Paint


The tools in the box help us to create drawings and fill them with colours in the work
areas. As we move the mouse pointer over tool, tool tip appears along with the mouse.

Most commonly used tools are shown here.


Let us learn the functions of these tools
• Pencil tool is used to draw free-hand drawings
• The brush tool is used to paint the images with chosen colours.
• The line tool is used to draw straight lines.
• The rectangle tool is used to draw rectangular shapes.
• The ellipse tool used to draw circles and ellipse.
• The paint bucket tool is used to fill pictures with the chosen colour.
• The eraser tool is used to erase text, colours or image.
• The select tool in Paint is used to select a part of the image.
• The free-form select too, is used for randomly selecting the objects.
• The magnifier tool is used to magnify the picture.
• The pick colour tool is used to select the colour from an existing picture. It needs
not to be from the colour palette.
• The air brush tool is used to give spraying effect with chosen colours.
• The text tool is used to type the text in the Paint window.

File Operations

To create a new Paint File


1. Click on File Menu
2. Select New Option to open a new blank paint file.

To save a Paint File


Save option is used to store the file created in paint. Follow the steps given to save a
file.
1. Click the file Menu
2. Select Save option to save the file
3. The Save As dialog box appears as shown. Types the file name.
4. Click Save
To close the file, follow the steps given
1. Click the File Menu.
2. Select Exit Option

TOOLS

Line Tool
1. Click on Line Tool using mouse.
2. Select the line width.
3. Select the line colour from the colour boc.
4. Draw the line in the drawing area.

Fill with Colour Tool


The fill colour tool is used to fill the picture with the chosen color.
1. Click on Fill with color tool.
2. Select the colour from the colour box.
3. Click the area where you want to fill the colour.

Eraser Tool
The eraser tool is used to erase the text, colours or image.
1. Click on ERASER TOOL.
2. Select the size of the eraser at the bottom of the toolbox.
3. Use the pointer and then rub the area that you want to erase.

Select Tool
Select tool is used to select a part of the image
1. Click select tool using the mouse.
2. Click and drag the picture or part of the picture that you want to select.

Free-form Select Tool


The free form select tool is used for free selection of the object
1. Click on Free From Select tool using mouse.
2. Select the object by drawing a line around the object.

Magnifier Tool
The magnifier tool is used to zoom the picture.
1. Click on Magnifier Tool.
2. Click on the drawing area to zoom the picture

Pick Colour tool


The Pick Colour tool is used to select the colur from an existing picture. It is not
necessary to select the colour from the colour box.
1. Click on Pick Colour Tool.
2. Select the colour by clicking on the colour that is present in the drawing artea.

Air Brush tool


The Air Brush Tool is used to give spray effect in a choosen colour.
1. Click on Air Brush Tool
2. Select the colour from the color Box
3. Draw a picture using Air Brush on the drawing area.

Text Tool
The Text tool is used to type text in the Paint Window.
1. Click on text tool
2. Click on the drawing area and type the text.

Edit Menu
The edit Menu is used to edit a picture in MS-Paint
The different options available in the Edit menu are:
Undo, Repeat, Cut, Copy, PASTE
Undo
This option cancels the recently made changes.

Repeat
This option cancels the Undo action.

Cut
This option is used to remove a selected area from the picture.
1. Select the object that you want to cut using the select tool.
2. Click on Edit menu and select the cut option
3. You can see that the selected object is removed in the second picture.

Copy
This option is used to copy the selected object in paint application.
1. Select the object that you want to copy using the select tool.
2. Click on Edit menu and select Copy option.

Paste
This option is used to copy the selected object in paint application.
1. Click on Edit menu and select Paste option to insert the cut or copied object.
2. You can see the object inserted in the second picture.

View Menu
Some of the options available in view menu are:
• Tool Box
• Colour Box
• Status Bar

Image Menu
Some of the options available in the image menu are:
• Flip/Rotate
• Stretch/Skew
• Invert Colours
• Attributes
• Clear Image

Colour Menu
• The colour Menu has only Edit Colours option
• Edit Colors window will open up on the top of the regular Paint Window when we
select Edit Colours from the Colours Menu.
• We can customize our own colours palette.

WordPad
A WordPad is a word processor program, which is used to type the text. Wordpad
supports Microsoft word. RTF (Rich Text) and standard TXT (text) file formats.

Features of WordPad
1. WordPad supports paragraph formatting
2. WordPad supports Rich Test Format. This file is the default format used by the
editor to store and load files.

To open the WordPad


1. Click on Start button.
2. Select Programs Option
3. Select Accessories
4. Click on Wordpad option.

File handling in Wordpad


To create a document
The cursor blinking on the screen indicates the position of the text we are typing the text
in the work area. The window would look similar to the one shown here after typing two
lines of text.
To Save a documents
The contents type can be permanently stored by saving it. A name should be given for
the file or else it is lost when the computer is switched off.

Thus, we have to give the file a name and save it or else it will get erased when we
switch off the computer.
1. Click on File menu and select Save option.
2. The Save as dialog box appears.
In the Save as dialog box, type the file name and then click Save button.

To close a documents
Once we complete our work in the WordPad window, we can exit it. To quit WordPad
choose Exit from the File menu of the WordPad.

We can also exit the WordPad by clicking on X button located on the upper right-hand
corner of the window.

Text Manipulation
The cursor blinking on the screen indicates the position of the text you type. The text is
types in the work area.

To select a text
Before performing any text operations, we have to select the text that we want to work
with. Selected text appears highlighted on our screen.

To cut or move the text


Moving text allows you to remove the selected text or block of text within the documents
and move it to another location without retyping.
1. Select world in the document that you want to move. The word appears
highlighted. Observe that the word Terrestrial Animals is selected.
2. Click on the Cut button on the standard tool bar and move the insertion point at
the new location where you want o insert the text.
3. Click on the paste button from the standard toolbar.

To copy the text


Copy allows us to make a copy of the selected text or block of text within the
documents to another location without retyping.
1. Select the word in the document that you want to copy. The word appears
highlighted.
2. Here the text is “Terrestrial Animals”.
3. Click the copy button on the standard toolbar and move the insertion point at the
new location where you want to insert the text.

To format the ext


To change the fort size
You can change the appearance of the text that you have typed. To do this follow the
steps given below:
1. Select the text to change its font size.
2. Click on the Font Size button in the Standard toolbar.
3. A drop-down list will be opened for you to select any size number.

To apply Bold format


1. Select the next.
2. Click on the B button present on the Standard toolbar.

To apply Italics format


1. Select the text
2. Click on the I button present on the Standard Toolbar.
To apply underline format
1. Select the text
2. Click on the U button present on the Standard toolbar.

Notepad
A notepad is a software mainly used to type the text and to create text files. Notepad is
a basic text editor that we can use to create simple documents.

Features of Notepad
Notepad is an excellent tool for creating any text documents, including HTMLfiles, Perl
Files, and normal text files.
The user will have complete control over layout and the HTML code that goes into the
documents.

To open Notepad
1. Click on Start Button
2. Select Programs Option
3. Select the Accessories option.
4. Then, select Notepad option.
5. This will start the Notepad. The Notepad startup screen appears as shown.

File Operations

To create a new File


1. Click on File Menu
2. Select New option to open a new blank Notepad file. By default a new file would
have opened.
3. Types the given text in the Notepad.

To save a file in Notepad


Save option is used to store the text typed in the Notepad. Follow the given steps to
save a file.
1. Click on File Menu
2. Select Save Option
3. The Save as dialog box. Types the file Name.
4. Click on the save button.

To close the file, follow the given steps:


1. Click on File Menu.
2. Select Exit option.

Menus in Notepad
1. Edit Menu
2. Find
3. Replace
4. Time and data
5. Format Menu
6. Word wrap
7. Font

Clipboard
The clipboard is a common feature available across all windows programs. The
clipboard is a temporary area for storing information while working on a document.

Features
The clipboard involves three commands cut, copy, and paste.

Cut
The cut command removes the information from the current location and is present in a
clipboard which can be viewed.
1. Select the information to be cut.
2. Select Edit  Cut or press Ctrl+ x or click on the Cut button on the toolbar.

Copy
The copy command is similar to the cut, except that copy leves the selected information
in the current location instead of removing it.
1. Select the information to be copies.
2. Select Edit  Copy or press Ctrl+ C or copy button on the toolbar.

Paste
The paste command is used to place the cut or copied information on the clipboard at a
new location.
1. Position the mouse pointer where the information is to be relocated.
2. Select Edit  Paste or press Ctrl+ v or press the Paste button on the toolbar.

Usage
It allows pieces of information to be temporarily stored in the clipboard and then
retrieved later by another application.
IT TOOLS

INTRODUCTION TO WORD PROCESSOR

Introduction
There are many reasons for using computers today. Word processing is one area that
has demonstrated how powerful computers can be. Although there are many different
kinds of word processing software’s, most of them share the same basic functions. To
work with these software’s we do not require much skills in computer or to type.

MS Word is a word processor capable of doing all the above mentioned tasks and
more. The full form of MS Word is Microsoft Word. The following functions are prevalent
in MS Word.

• Typing
• Saving a document
• Opening a document
• Editing a document
• Printing
• Spell check

Features of MS Word
Some of the important features if MS Word are as follows:
1. In Word, we can create a document and edit it if necessary by adding more text,
modifying the existing text, deleting/moving some part of it.
2. We can re-format the entire document or a part of the text, by changing the size
of the margins.
Opening MS Word Application
1. Click on Start button to display the start menu.
2. Click Programs option.
3. Select Microsoft Word.

Components of MS Word
The important components of MS Word startup screen are as follows.
1. Title Bar
2. Menu Bar
3. Toolbars
4. Standard Toolbar
5. Scroll Bar
6. Ruler
7. Workspace
8. Status Bar

MS Word File Operations

To Create a New Document


1. Click the New button on the toolbar

To Save a Document
1. Click the Save button on the toolbar.
2. The Save As dialog box appears as shown in the figure.
3. To save the document in a location other than the folder displayed select a
different drive name or folder name,
4. In the box provided, type a name for the file and click the Save button.
To Open an Existing Document
1. Click the Open button on the toolbar
2. In the Look In option, click the drive that contains the document. The list of
folders and files are displayed below Look In option.
3. In the list of files, click the document name.
4. Click Open.

To Close a Document
Close the current document by selecting by selecting File  Close or click the close
control button.
EDITING DOCUMENTS

Introduction
While typing a text, mistakes might occur . MS Word contains facilities that enables the
user to edit the text. For editing the text. First we should select it, and then perform the
function.

To Edit a Document
Editing is done for improving the contents, in fulfilling some accepted standard, by
making deletions, additions and alterations.

To Select a text
First place the cursor at the beginning of the text to be selected. Select the text by
dragging the mouse over the desired text by pressing the left mous button.

Hold the Shift key on the keyboard, while using the arrow buttons to select the text.

Example:
Before the select process

The top layer of the soil is fertile, soft, and light. It gets blown away by the wind and
gets washed away by rain and floods. Heavy rains, running water, and wind can
remove the top layer of soil.

After the select process


The top layer of the soil is fertile, soft, and light. It gets blown away by the wind and
gets washed away by rain and floods. Heavy rains, running water, and wind can
remove the top layer of soil.
Select All
MS Word allows us to perform a change to the whole document at once, however large
it is.

To Delete a Text
• Backspace and Delete keys on the keyboard are meant to delete the text.
• Backspace will delete the text to the left of the cursor.
• Delete will erase text to the right. To delete lines of text, select it using any of the
methods outlined above and press the Delete key.

Undo
We can always undo the last action by clicking the Undo button on the standard toolbar.
Select Edit  Undo from the menu bar.
or
Redo Click the Redo button on the standard toolbar.

To Move (Cut) a Text


To move the text, select the text and click on Edit  Cut option from the menu bar.
Or
Click the Cut button on the standard toolbar.
Or
Press Ctrl + X

To copy a Text
To copy text, click on Edit  Copy option from the menu bar.
Or
Click the Copy button on the Standard toolbar.
Or
Press Ctrl + C to copy the text to the clipboard.

To Paste a Text
To paste the cut or copies text:
1. Move the cursor to the location of the text to be placed.
2. Click on Edit Paste option from the menu bar.
3. Click the Paste button on the standard toolbar.

Find and Replace


The Find command is used for the following
1. To find a particular word or a part of text.
2. To search the entire documents.
3. To search a particular area.

The steps to find the text are;


1. Select Edit  Find option, it displays Find and Replace dialog box.
2. Enter text to be searched in the Find what text box.
3. Click on Find Next Button.
4. Select All options in the search list box (indicated by more buttons).
5. Select Find next to begin the search. It highlights the first occurrence of the text
to be searched in the document.
6. To continue search, click Find Next option.

To Format a Documents
Formatting a document refers to anything that affects the entire document. MS Word
helps us enhance the appearance of the text in a documents by applying different fonts,
styles, and colours.

Text Formatting
The formatting toolbar provides functions, that enables the formatting of the text. This
contains font, font size, style menus, and buttons for formatting, underlining, and
bulleting the text. If the toolbar shown is not displayed on the screen, select View 
Toolbars and choose Formatting.
To change the Font Face
• Click the arrowhead in the Font menu.
• It will display a list of fonts available.
• Select the font, you wish to apply.

Example
Before applying the Arial font
Plant eating animals are called herbivores

After applying the Arial Font


Plant eating animals are called herbivores

To change the Font Size


Click on the text box labeled as Size to enter a value of the font size or click on the
scroll bar to the right of the box to view a list of font sizes available.

Select a size by clicking on it once. A font size of 10 or 12 is best for running text.

Example
Before applying the font size 16
Plant eating animals are called herbivores

After applying the font size 16

Plant eating animals are called herbivores

To change the Font Colour


We can change the colour of the font. The steps to do this size are:
1. Select the text.
2. In the formatting toolbar, Click the Font Colour button.
3. Click the desired colour palette. If you click on Automatic (which is also default),
the colour of the text will change to black.
4. Click the colour which you wish to apply.

Superscript and Subscript


Superscripts and Subscript options are commonly used in Mathematical formuls.

Examples:
23 (Here 3 is a superscript)
H2O (here 2 is a subscript)

The steps to apply superscript or a subscript are:


1. Select the test to be formatted as Superscript or Subscript.
2. Click on Format menu and choose Font option.
3. The Font dialog box appears.
4. Select the option Superscript or Subscript from the Font dialog box.
5. Click OK.

TEXT Alignment
Text can be aligned to the Let, Center or Right side of the page or it can be justified
across the page.

Sample showing Left aligned text

[Type a quote from the document or


the summary of an interesting point.
You can position the text box
anywhere in the document. Use the
Text Box Tools tab to change the
formatting of the pull quote text box.]
Sample showing Center aligned text:

[Type a quote from the document or


the summary of an interesting point.
You can position the text box
anywhere in the document. Use the
Text Box Tools tab to change the
formatting of the pull quote text box.]

Sample showing Right aligned text

[Type a quote from the document or


the summary of an interesting point.
You can position the text box
anywhere in the document. Use the
Text Box Tools tab to change the
formatting of the pull quote text box.]

To format a paragraph
The steps to format a paragraph are:
1. Place the cursor within the paragraph
2. Select Format  Paragraph from the menu bar.
3. The Paragraph dialog box appears. It contains two tabs indents and Spacing and
Line and Page Breaks.
Before and after: These settings are used to specify the amount of space that is
required to put before and after a paragraph.
Line spacing : works in conjunction with the At; field. This field allows the user to
choose any desired line spacing.
There are six options in Line Spacing option.
Single: The paragraph lines are single, spaced, with each line occupying the same
space as any other line.
1.5 lines in which each lines of the paragraph occupies 1½ lines of space.
Double makes the paragraph double spaced.
At Least allows us to specify a minimum spacing we want to use.
Exactly allows us to specify the exact line spacing between the lines of the paragraph.
Multiple is used if we want to choose a different leading.

Example:
Before applying paragraph attributes

[Type a quote from the document or


the summary of an interesting point.
You can position the text box
anywhere in the document. Use the
Text Box Tools tab to change the
formatting of the pull quote text box.]

After applying paragraph attributes

[Type a quote from the document or

the summary of an interesting point.

You can position the text box

anywhere in the document. Use the

Text Box Tools tab to change the

formatting of the pull quote text box.]

Indentation contains three settings i.e. left, right and special.


Left: To indent the paragraph to the left.
Right: To indent the paragraph to the left.
Special: To set the first line indent and hanging.
Choose Line and Page Break tab.

The options available in Line and Page Breaks tab are:


Window/Orphan Control: Prevents words from printing the last line of a paragraph by
itself at the top of a page (window) or the first line of a paragraph by itself at the bottom
of a page (orphan).
Keep with next: Prevents a page break within a paragraph.
Page break before: Inserts a Manual page break before the selected paragraph.
Suppress line numbers: Prevents line numbers from appearing next to the selected
paragraph. This setting has no effect in documents or sections with no line numbers.
Don’t hyphenate: Excludes a paragraph from automatic hyphenation.

Bullets and Numbering

The bullets and numbering format can be applied or changed by using the Bullets and
Numbering dialog box.

Select the entire list to change all the bullets or numbers.


Or
Place the cursor on a line in the list to change a single bullet.

Click on Format  Bullets and Numbering Option from the Menu Bar.
Or
Right-Click within the list and select Bullets and Numbering from the shortcut menu.

Select the list style from one of the seven choices given.
Or
Click the Numbered tab to choose a numbered list style.

Click on OK when Finished

Boarders and Shading


Boarders and shading option are generally used to highlight some information and to
give an artistic look. Word includes a toolbar as for applying borders and shading.

1. Select the paragraph to apply the border and shading or position the cursor on
the paragraph.
2. Use Tables and Border tool from the toolbar.
DOCUMENT PROOFING

Introduction
A written text is a document. The process of checking the documents for mistakes and
correcting it is called documents proofing.

Example: If we are creating some official documentation, then it must be proofread. In


simple words, Proofing is the act of checking or comparing the contents present in the
Ms Word file with the raw files. If we find some variation then we have to make use of
the tools that are helpful for this process. Some of them are explained in this chapter.

Different views in Ms Word


Ms word offers ways to view the documents. They are known as views. Word provides
several ways of view such as Normal, Web layout, Print layout and Outline View. We
can also magnify or reduce the view of the documents that appears on the screen, and
preview our document before printing it.

Normal view: This view shows the documents in a simple page layout which we can
type and edit quickly.

Web Layout: The web layout view displays the documents, as it appears in a web
browser, like internet Explorer.

Print Layout: The Print view shows the view of a documents, as it appears when we
print it.

Outline View: The outline view shows the heading and their levels in the documents.
Headings
One of the most powerful features supported by Microsoft word is the concept of styles.
A style is essentially a formatting shortcut and a way to give a name to a group of
formatting attributes such as font name and size, paragraph formatting etc.

Microsoft Word allows us to define our own styles and also has a number of buit in
styles. Among the most important built-in styles are the standard headings styles such
as Heading 1, Heading 2, and Heading 3 etc. The heading styles are intended to help
create a consistent hierarchy in the documents. For example, one might use Heading 1
for chapter headings, Heading 2 for major sections within chapters, etc.

The steps to apply a heading style are:

1. Place the cursor on the line which will become a heading.


2. Click on the style drop-down list in the formatting toolbar and choose the
heading style you wish to apply.

Table of Contents
A table of contents lists the specific headings of our documents along with their page
numbers. When a table of contents is built, Word searches for the specified styles, sorts
them by heading level, refers their page numbers, and displays the table of contents in
the documents.

Steps to create Table of Contents


1. In the documents, apply the heading styles that come with Word
(Heading1………etc) to the heading you want to use in your table of contents.
2. Click on the documents where you want to insert table of contents.
3. Click on Insert menu and select Index and Tables option. The index and tables
dialog box appears.
4. Click on Table of Contents tab. Select a design under formats drop-down menu.
5. Click on OK button.
Headers and Footers
A header is a text that is added to the top margin of every page such as a documents
title or page number and footer is the text added to the bottom margin. The header or
footer is used to include text or graphics.

Examples: page number, the date, a company logo, the documents title, a file name or
the author’s name, etc.

The steps to add or edit header and footer in a document are :

1. Select View  Header Footer from the menu bar. The Header and Footer
toolbar will appear and also the top of the page will be highlighted as shown:

Text can be typed/selected with different methods as shown below:


a. Types the heading in the Header Box. Many of the standard text
formatting options such as font face, size, bold, italics etc. can be used.
b. Click the insert Auto Text button to view a list of quick options that are
available.
c. Use the other options on the toolbar to add page numbers, the current
date and time.

2. To edit the footer, click the Switch between header and footer button on the
toolbar.
3. When you have finished adding headers and footers, click the close button on
the toolbar.

The date button will insert an updated date that gets changed to the current date, each
time we print.
Different options in Header and Footer toolbar are:

Button Name Description


Switch between header and footer Toggles between displaying header
and footer
Page Number Insert a page number field
Insert Date & Time Insert a Date and Time filed
Close Closes header and footer toolbar

Page Numbers
Page Number option is used to add page numbers to the documents.
The steps to add page numbers are:
1. Click on Insert  Page Numbers from the menu bar and the page Numbers
dialog box will appear.

2. Select the position of the page numbers by choosing ‘To of Page’ or ‘Bottom of
Page’ from the Position drop-down menu.
3. Select the alignment of the page numbers in the Alignment drop-down menu.
4. If you do not want the page numbers to be displayed on the first page (for
example, if it is a title page) uncheck the Show number on first page box.
5. Click OK when finished.

Page Setup
The Page Setup option in Microsoft Word allows the user to set preference for the
layout of the pages in the documents.

Page Margins
Page Margin are the blank spaces around the edges of the page. It ensures that the
text is set within a specified margin and the documents looks good. There ate different
methods of setting the page margins.

A. Using ruler b. Using Page Setup

Ruler Method:
1. Move the mouse over the area where the gray ruler changes to white.
2. When the cursor becomes a double-ended arrow, click with the mouse and drag
the margin indicator to the desired location.
3. Release the mouse when the left margin is set.
Page Setup method:
The margins can also be changed using the PAGE Setup dialog box:

1. Select File  Page Setup and choose the Margin tab in the dialog box.

2. Enter margin values in the Top, Bottom, Left and Right boxes. He preview
window will reflect the changes.
3. If the documents has header and footer (discussed next), the distance for the
text to appear from the edge of the page can be changed.
4. lick OK when finished.

Page Size and Orientation


This option helps in deciding the size of the paper and also the direction of printing on
the paper.

Page size and orientation can be changed within the Page Setup dialog box.

1. File  Page Setup and choose the Paper Size tab. Here we will find different
paper sizes.
2. Select the paper size from the drop-down menu.
3. Change the orientation to Portrait or Landscape by checking the corresponding
option.

4. Click on OK Button.

Print Preview
Print Preview displays the document as it appears after printing. Preview the
documents by clicking the Print Preview button on the standard toolbar or by selecting
File  Print Preview. Margin s can be changed in Print Preview using a ruler. The
changes applied in preview window will be applied to the whole documents.

Different options in print preview window are:

Option Description
Print Prints the documents using default option
Magnifies Enlarges or reduced the view
One Page Displays documents in single page view
Multiple page Views one or more pages of a document simultaneously
Zoom Lists the different magnifications
View ruler Display/hide horizontal or vertical rulers
Full Screen Display full screen of a documents
Close Closes the print preview

Printing
To Print a document:

1. Click the Print button from the Print Preview screen


Or
2. Select File  Print
Or
3. Press Ctrl + P

Different options in Print dialog box:


1. Select File  Print. A Print dialog box will be displayed as shown:
2. Select one of the following:
a) To print a selected text, choose Selection option.
b) To print only the page where the cursor is placed, select the Current Page
option.
c) To print a range of pages, or specific pages, select the pages option and
type the page numbers in the box.
d) Top print only odd or even pages, select the option odd or even from the
Print list box and click Ok.

Print Setup
This option is used to select a different name for the printer to print.
1. Choose File  Print. He Print dialog box appears.
2. Select an installed printer under name option in Print dialog box.

Spelling and Grammar


Word has an in-built dictionary. Word checks the spelling and grammar as we type.
For checking the spelling, follow the steps given below:
1. Select the sentence or text to check.
2. Click on Tools  Spelling and Grammar.
3. World will display a spelling and Grammar dialog box as shown:
4. Whenever mistakes occur, grammar dialog box appears. Select the appropriate
one from the suggestions list, and click on change button.

Thesaurus
Thesaurus option displays the synonym for the selected word. Thesaurus
Also displays antonyms for some words.
1. Synonyms are words that have the similar meaning of the selected word.
2. Antonyms are words that have the opposite meaning of the selected word.

Using thesaurus
1. Select the word for which the synonym is required.
2. Select the word for which the synonym is required.
3. Select Tool  Language  Thesaurus. This displays the Thesaurus dialog box
as shown.

Example: The thesaurus for a word ‘density will display the synonyms and antonyms
as shown in the dialog box.
Options Description
Looked up Displays the currently selected word
Meanings Display the meaning that the nearest to the word selected from the list
Replace Replaces the current selection with the synonym displayed in the
Replace with Synonym box.
Lookup Searched for the synonyms of the word in the Replace with Synonnym
box.

Readability Statistics. It measures and displays information about the reading level of
the documents on a standard scale.

The two scores normally used are the Flesch Reading Ease Score and the Flesch
Kincaid Grade Level Score.

If the readability Statistics dialog box does not appear, it implies that the option has
been disabled. When we run the grammar check next time, the steps to display the
statistics are :
1. Click on Tools menu and click on the Spelling and Grammar option.
2. When the Spelling and Grammar dialog box appears, click on options button.
3. Select the check box next to show Readability Statistics and click on ok.

Next time onwards, when we do a spell and grammar check on any documents, this
scores will appear. To get this score for the current documents, once again click on the
Spelling and Grammar button. It will scan our entire documents quickly and show the
scores.

Auto Correct
Auto Correct option is used to correct the most common typing and spelling errors. The
types word and the correction are present in a table.

To add entry to the Auto Correct


1. Choose Tool  Auto Correct. This display Auto Correct dialog box as shown.
2. In the Replace box, type the word where you tend to make a mistake.
3. In the With box, type the correct spelling of the word.
4. Click the Add button to add to a list.

Example: If instead of typing nature, the user wrongly types it as nature, the
autocorrect option will automatically correct the mistake and interchange the letters etc.

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