Computer Wizard VIth

1 Fundamentals of

Computers

Learning Objectives: ▪ Data, Processing and Information
▪ Input & Output Unit
▪ Introduction to Computer ▪ Computer Memory
▪ Elements of a Computer ▪ Beginning of Computers
▪ CPU & Components of CPU
▪ Characteristics and Applications of Computer

Dear Kids! Computers, by no-means is a strange word for
all of us. We all have come across them at many places. We
all use them in schools, colleges, homes, offices, hospitals,
railway and airline ticket-booking, etc.

Introduction

A Computer is an electronic machine made up of many Facts
devices. Each device performs different type of jobs.
(Input Unit) is used to feed data into a computer. CPU The word ‘Computer’ has been derived
(Central Processing Unit) is used to process data as per from a latin word ‘Comptare’, which
the instructions given to it. Monitor (Output Unit) is means counting. A computer is a device
used to display information (processed data) received which can calculate and compute. In
from CPU. earlier days, computer was used for
calculation purposes only.

What is a Computer?

A computer is any device capable of performing computations (making calculations)—it
performs a computation and produces an answer. But this is a little too simple and too
broad to describe most computers today.

A Computer is termed as an automatic and programmable
electronic device that has the ability to accept data, internally
store and execute a program of instructions, perform
mathematical, logical and manipulative operations on data,
and generate or report the results.

It processes raw data into meaningful information. Today’s computers can perform very
complex calculations at extremely high speeds.

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What is a Data?

D ata is defined as facts or figures, or information that’s stored in or used by a computer.
An is information collected for a research paper. Statistics or other information that can be
represented in a form suitable for processing by computer.

What is the Data Processing?

D ata in its raw form is not useful to any organization. Data processing is the method of
collecting raw data and translating it into usable information. The raw data is collected,
filtered, sorted, processed, analyzed, stored and then presented in a readable format.

D ata processing includes the conversion of raw IPO Cycle
data to machine-readable form, flow of data
through the CPU and memory to output devices,
and formatting or transformation of output. Any
use of computers to perform defined operations on
data can be included under data processing.

What is the Information?

Information is the summarization of data. Technically, data are raw facts and figures that are
processed into information, such as summaries and totals. But since information can also be
the raw data for the next job or person, therefore the two terms cannot be precisely defined,
and both are used interchangeably. It may be helpful to view information the way it is
used, namely: data, text, spreadsheets, pictures, voice and video. Data are discretely defined
fields. Text is a collection of words. Spreadsheets are data in matrix (row and column) form.
Pictures are lists of vectors or frames of bits. Voice is a continuous stream of sound waves.
Video is a sequence of image frames.

Elements of a Computer

A computer follows the Input-Output Central Processing Unit (CPU) AUXILIARY
Cycle (IPO Cycle). It means that a STORAGE
computer should have an input device, CONTROL UNIT BACKING
an output device as well as processing Interprets stored instructions
unit for its working. For maintaining UNIT
in sequence. (Secondary
Issues commands to all Storage Unit)
Elements of the computer. To supplement
main memory

the data it also needs some storage

media from which the data can be INPUT UNIT ARITHMETIC & LOGIC OUTPUT UNIT
UNIT (ALU) Produces
recalled back whenever needed. Feeds Data
and Performs arithmetic Information
and logic operations the result of
The data to be processed is supplied to Instructions Processing

the computer with the help of the input

devices. The processing unit performs MAIN MEMORY
the desired operations on the data and (Primary Storage Unit)
the results of calculations / processing are Holds data, instructions and
results of processing.

obtained on the output devices. Several Data Signals Control Signals
types of input / output devices can be
Elements of a Computer

2 Fundamentals of Computers

attached to the computer. A computer consists of electronic circuits only, while the input / output
devices have both electronic and mechanical components.

I nput Unit

Input unit comprises of the input devices attached to the computer system. It is used to feed
data and instructions to the computer, on the basis of which An Input unit converts the input
the processing starts. The various examples of input devices fed by input devices into the
are: Keyboard, Mouse, Magnetic ink character reader (MICR), binary form which the computer
optical mark reader (OMR), optical character reader (OCR), etc. can understand quite easily.

Input units in the computer system are used to:

• Accept data from user into the computer system.
• Accept instructions from the users.
• Accept commands for running or aborting or halting a program from the user.

O utput Unit

Output unit comprises of the output devices attached to the An Output unit is a unit
computer system. It displays the final formatted output of the the produces the final
data processed by the computer. The various examples of output formatted output of the data
devices are: Printers, Plotters, Visual Display unit (Monitors), etc. processed by the computer.

Output units in the computer system are used for:

• Transmitting the intermediate results and the final results to the users.
• Conveying the messages to the operators.
• Instantaneous response to queries.
• Writing on to the secondary storage devices.
• Accepting the results produced by the computer that

are in coded form and converts these coded results to
human acceptable form.

Central Processing Unit
The main working processing component of the computer is the Central Processing Unit. It

is comprised of Primary Storage Unit, Arithmetic Logic Unit and Control Unit.

P rimary Storage Unit
A primary storage unit (also known as the brain of the computer) is a part of a

central processing unit, which stores the data or set of instructions temporarily
while the processing job is performed by the system. These are also commonly
referred as Memory of a computer. The main purpose of primary storage unit in
the computer system:

• Holds data/instructions temporarily during instructions.

• Holds intermediate results. • Its size affects speed, power and capability.

• All inputs and outputs are transmitted through main memory.

A memory is just like a human brain, used to store data and instructions.

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Units of Memory 1 Bit = 0,1 Bit

In computers, the data is stored and processed in the 1 Nibble = 4 Bits

form of binary numbers. A binary number always 1 Byte = 8 Bits

assumes a value of 0 (low-voltage/Off status) or 1 1 KiloBytes (KB) = 210 Bytes = 1024 Bytes
1 MegaBytes (MB) = 220 Bytes = 1024 KB
(high-voltage/On status), and is known as a bit. = 1024 MB
1 GigaBytes (GB) = 230 Bytes = 1024 GB
= 1024 TB
A bit (short for “binary digit”) is the smallest unit 1 TeraBytes (TB) = 240 Bytes = 1024 PB
1 PetaBytes (PB) = 250 Bytes
of measurement used to quantify computer data. 1 ExaBytes (EB) = 260 Bytes

It contains a single binary value of 0 or 1. 1 ZettaBytes (ZB) = 270 Bytes = 1024 EB
= 1024 ZB
1 YottaBytes (YB) = 280 Bytes = 1024 YB
A group of 4 bits forms a nibble. A group of 8 bits 1 BrontoBytes (BB) = 290 Bytes

forms a byte. Similarly there are many other units 1 GeopBytes = 2100 Bytes = 1024 BB

used referring to the computer memory. Units of Memory

S torage capacities are frequently measured in
Kilobytes (abbreviated as KB or K) or Megabytes (abbreviated as MB or M) or Gigabytes
(abbreviated as GB or G) or Terabytes (abbreviated as TB or T).

Although ‘Kilo’ means “one thousand” in metric system, but in computer terminology, ‘K’
is used to represent 1,024 or 210 positions. Therefore, a memory size of 256K is really 256 *
1024 = 262,144 storage position instead of 256,000 positions.

The memory is divided into locations or cells that have a unique address, which varies
from zero to memory size minus one. For example, if the computer has 64k words, then this
memory unit has 64 * 1024 = 65536 memory locations. The address of these locations varies
from 0 to 65535.

Primary Memory is of two types: RAM and ROM.

• RAM (Random Access Memory) is a volatile memory
as the data is stored and removed during the operation
cycle. It is a read / write volatile memory unit in which the
information can be retained as long as it is supplied with
power. The various capacities of RAM are 1MB, 4MB,
8MB, 16MB, 64MB, and so on. The communication between a memory and its environment
is achieved through data input and output lines, address selection lines and control lines
that specify the direction transfer. The RAM is classified as:

(a) Static RAM or SRAM: Static RAMs retain stored Memory
information as long as the power supply is on.

(b) Dynamic RAM or DRAM: Dynamic RAMs loses Primary Secondary Cache
its stored information in a very short time even
when the power supply is on. Therefore DRAMs RAM ROM Hard Disk,
have to be refreshed periodically, generally every Magnetic
2 milliseconds. The DRAMs are cheaper and have Static PROM
high packing density and moderate speed. Dynamic EPROM Tape,
CD, DVD, Zip

Disk etc

• ROM (Read Only Memory) is a non-volatile memory EEPROM
that contains the programs like boot program, BIOS Computer Memory

4 Fundamentals of Computers

program which run the computer. It performs read operations only. It does not have
the writing capability. The programs and software written permanently in this memory
cannot be modified in future. The programs are written into a binary form. ROMs come
with special internal electronic components that can be programmed for a specific
configuration. Once it is stored, the contents remain in there forever even after POWER
is turned off and on again. There are a variety of ROMs available:

(a) Programmable Read Only Memory (PROM): A PROM chip can be programmed
once to record information. Once the chip has been programmed, the recorded
information cannot be changed or deleted.

(b) Erasable Programmable Read Only Memory (EPROM): The EPROM can be erased
and reprogrammed to record different information. EPROMs are of two types:

▪ A chip erased by an Ultra-Violet rays is known as UPROM (Ultraviolet PROM).

▪ A chip erased by an Electricity current is known as EAPROM (Electrically
Alterable PROM)

(c) Electrically Erasable Programmable Read Only Memory (EEPROM): The EEPROM
can be programmed and erased by electricity signals. It provides an easy means to
load and store temporary or permanent information in the form of ROM memory.

D ifference between RAM and ROM

S. No. RAM ROM

1. Random Access Memory Read Only Memory

2. Volatile (maintains its data while the device is Non-Volatile (does not lose content when power

powered) is lost)

3. Stores information temporarily Stores information permanently
4. Requires flow of electricity to retain data Does not requires flow of electricity to retain data

5. Large size with higher capacity Small size with less capacity
6. Used for both read and write operations Used only for read operations
7. Costlier Cheaper than RAM
8. Very fast but uses lots of power Fast and uses less power
9. Used in CPU cache, primary memory Use in firmware, microcomputers

Arithmetic Logic Unit

An arithmetic and logic unit (ALU) is part of a central processing unit that performs all the
arithmetic and logical operations on the data. When two numbers are to be subject to any
arithmetic or any logical comparison operations, they are sent to the ALU from the memory
and after the operations are over, the results are again put back in the memory.

The main purpose of arithmetic and logic unit in the computer system:

• Perform mathematical functions.

• Does logical comparisons

• Does branching on prefixed conditions.

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• Perform output variable functions also as logical functions.

Control Unit
It is the most important component of the CPU as it is also considered as the nerve Centre

of the computer system. It controls, supervises and oversees all the activities of a computer
and monitors the execution of any program processed.
The main purpose of control unit in the computer system:
• Maintains order and controls activity in CPU.
• Does not process or store data.
• Directs sequence of operations.
• Interprets instructions and gives commands.
• Communicates with Input-Output devices for transfer of data/results into/from storage.
It controls, supervises, oversees all the activities of a computer and monitors the execution of
any program being processed. Its primary function is to gather instructions and interpret it to
send appropriate signals to other units of a computer for execution. Its other functions are:
• Coordinating and controlling various parts of the computer system viz., main memory,

arithmetic unit and peripheral devices.
• Controlling transfer of data to, from and within the working storage areas.
• Retrieving and decoding program instructions from internal storage, in their correct

sequences, interpret these instructions and makes the computer to execute these
instructions.
• Connect the required circuits to enable arithmetic unit to process data in storage, as
specified by the program.
• Store results in the CPU memory.
• Determine the location of the CPU memory of the next instruction to be retrieved.
• Keeps a watch over problems as equipment malfunctioning, illogical instructions
or erroneous data finding its way into the system, and flashes them on screen of the
computer console.
S econdary Storage Unit
A secondary storage unit is a part of a computer, that stores the data or set of instructions
or information permanently after or before the processing job is done by the system. This
unit is used attached separately to the computer. The various examples of secondary storage
devices are: Hard-disks, Floppies, Magnetic tapes, etc.
The main purpose of Secondary storage unit in the computer system:
• Used for holding backup data/instructions.
• Used for data transportation.
• Used for bulk data storage.

6 Fundamentals of Computers

Characteristics of a Computer
The main characteristics of a computer system for a business organization are:

• Speed: This characteristic is possible due to high speed of computers
for processing data as CPU of the computer works at the speed of
electricity.

• Accuracy: The data processing done by the use of the services of a
properly programmed computer is highly accurate. The program
checks and controls applied to data before and during processing correct and detect
invalid data to generate accurate and reliable output reports of output reports.

• Flexibility: The modern digital computer is used for variety of purposes, e.g., online
processing, multi-programming, real-time processing, etc.

• Storage Capacity: The secondary devices are used for storing,
accessing and altering large volumes of data.

• Choice of configuration: A wide range of optional peripherals
are available for many computer systems which allow a business
organization to select those which most suit its processing
requirements.

• Management Functions: Due to illustrious processing capabilities of computers, they
are used to provide useful managerial information for control and decision making.

• Database: The use of computer facility in business organization facilitates the
establishment of database that integrates data and reduces data redundancy.

• Reduction in paper work: The use of computers in business
organizations for data processing helps the management to
provide growth by not only speeding up the process, but also
eliminate some of the paper.

• Report preparation: Data maintained with help of a computer facilitates the preparation
of various types of reports required by organizational executives for the purpose of
decision making and control using the same or different data.

• Cost reduction: Though the initial investment for installing a computer may be high, but
it substantially reduces the cost of each of its transaction.

• Reduces manpower requirements: The number of persons
required for performing various organizational activities
will be reduced by using a computer system.

• Intangible benefits: It includes customer images, leadership
in the industry and community, increased customer morale
and management confidence.

• Diligence: Since computer is a machine therefore it does
not suffer from the human traits like boringness, tiredness or lack of concentration. Even
a millionth calculation is performed with the same accuracy and speed with which the
first calculation was done.

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Weaknesses of a Computer
The main characteristics of a computer system for a business organization are:

• Zero IQ: Since the computer is a dump machine with zero IQ.It needs to be told each and
every step to perform any of the type of certain task or action.

• Lack of decision making power or Dependency: Computers cannot make any decision
on there on because it doesn’t have any mind like humans, but with the advent of artificial
intelligence a new invention of science is being worked out on modifying the ability of
the computer.

• No feelings: Like humans the computer do not have any feelings.

• Increases waste and impacts the environment: Computers and other electronics are
increasing rapidly and replacing old devices. People discard their old devices very
quickly that can have a substantial impact on the environment.

Applications of Computers

We now discuss upon the utility of different computers to numerous users for their respective
requirements.

• Home: A common device widely being used at home is a Desktop Personal Computer,
which can be used for different purposes by members of the family as per their areas of
interest such as entertainment, research, education, budgeting and personal financial
management, home business management, personal and business communications,
Web access and web shopping.

• Small Business: Computers play a vital role in assisting small business users to manage
their resources effectively. A small office/home office such as an accounting firm, travel
agency, etc., often uses a desktop personal computer and handheld computers for their
requirements.

• Mobile Users: On expansion of business across the country and
around the world, more and more people find themselves travelling
to and fro from their main offices to their client sites. These users
need a computer even while travelling. Their requirements are
then fulfilled by laptop computers, smart phones and handheld
computers.

• Large Business Organizations: A large business organization can
have hundreds or thousands of employees catering to different types of work in different
departments in the single organization. A network system is installed at their end
depending upon the size of the company. Each employee works on desktop computers
or network terminals as their job requirement demands.

• Retail Shops: These days a lot of shops have installed computers for their and their
customers’ convenience. As you buy the goods, the bill is automatically calculated and
generated by the computer.

8 Fundamentals of Computers

• Hotels: In every good hotel you can see a computer
installed at the reception. Details of all guests who
check in the Hotel are maintained by the computer.
Even rent and bills for the facilities used like laundry,
food stuffs, etc., are all computed by the computer.

• Power Users: A power user is a one who requires
using the capabilities of a workstation or other
powerful computer. Power users may include
engineers, architects, desktop publishers and graphic
artists. Workstations also are used by developers
working with multimedia. They need computers
with extremely fast processors that have multimedia capabilities.

• Railway Stations and Air Reservation Booths: Now-a-day’s reservation of railway
tickets is done more efficiently and in less time with the help of computers. The ticket
may be printed on a printer. In the reservation centres we find many intelligent terminals
that assist the commuters in getting the status of tickets available for trains.

• Cartoons and Animations: Computers are also used to create cartoon files. An Animation
is created by displaying a series of still images in a rapid sequence; this process of
displaying the images in rapid sequences is managed by computer.

• Desktop Publishing: Computers are widely used in publishing Newsletters, brochures
and advertisements, postcards and greeting cards, letterheads and business cards,
banners, calendars and logos, magazines, newspapers, books and comics, etc.

• Banking: Banking through computers has made life a lot easier for the customers. The
details of all the bank accounts are fed into the computer. There is no paper work now.
Banks also offer the facilities to not only view account statements but manage transactions
like amount transfers directly from your home terminals by connecting to the bank
website through internet. So eliminating the need of maintaining paper printouts of
account ledger or maintaining cumbersome passbooks.

• Education: Different subjects are taught with the help
of computers. The topics and exercises of mathematics,
science and other subjects are written and solved
through computers. Imparting education through
computers is very helpful for small kids as they can
learn alphabets, numbers, word formation, number
formation, etc. The management staffs of schools use
computers for preparing the results and various other
activities of school staff.

• Hospitals: The major use of computers in hospitals comes with their use in advanced
surgeries, and hospital management. The details of patients, their diseases can be
maintained in computers. On the basis of which, the doctors diagnose and treat their
illnesses.

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• Entertainment: All the movies we view or advertisements which we see in newspapers
or commercials on TV are the resultant of usage of computers. The various fight stunts,
or thrills are now a days customized by the use of computers, which makes them more
thrilling and interesting.

Beginning of Computers

Since down the civilizations in the world, man has been The concept of ZERO as a number
inventing different methods for counting. They also is attributed to India. The Indian

invented various calculating devices which finally led to scholar Pingala and other Indian

the concept of ‘COMPUTING’. scholars used the Sanskrit word

T hey laid the foundation stone of mathematics and computer ‘shunya’ to refer to zero or void.
The discovery of ZERO and
history when discovered ZERO and DECIMAL by our Indian DECIMALS, helped the world

mathematicians. With the help of zero and decimal, they to manage heavy and fractional

could manage many complex calculations such as distance calculations

between sun and earth, etc.

Finger Counting Facts

In stone age, when there were no Even now-a-days, kids start
other counting devices, people their counting lessons by
used their fingers as counting tools. counting on their fingers.

Tally-Stick Finger Counting

Later on Romans, made a device called tally-stick. It was a simple wooden stick with lines

around the center. It was used for business transactions. A line

was made on the stick to record a transaction. When the deal was

completed, the stick was divided into two and each partner in

the transaction received half as a receipt. There were two kinds

Tally Sticks of tally sticks:

• Single Tally: The single tally stick is an elongated piece of bone, ivory, wood or stone
which is marked with a system of lines.

• Split Tally: The split tally is a technique which became common in medieval Europe
which was constantly short of money (coins).

ABACUS ABACUS

An abacus is a calculating device made on a
wooden frame with beads sliding on wires. The
term “ABACUS” was derived from a roman
word “ABAC” that means dust and “ABAX”
that means sand.

The columns in an abacus are divided as shown
in the following picture. The horizontal wooden

10 Fundamentals of Computers

line divides the device into two parts, the Facts
upper part called as the HEAVEN and the
lower part called as EARTH. The first abacus was invented by China in 1200 AD.
It was widely used by merchants and clerks in China.

Napier’s Bones

In 1617, a Scottish Mathematician, John Napier invented a device comprising of a set of eleven
rods called ‘Bones’. Napier’s bones were three dimensional squares, with four different rods
imprinted on each one. A rod’s surface comprises 9 squares and each square, (except for
the top one) comprises two halves divided by a diagonal line. The first square of each rod
holds a single-digit. The other squares hold this number’s double, triple, quadruple and so
on until the last square contains nine times the number in the top square.

Napier’s Bones or Rowds Procedure of Calculation using Napier’s Rods

Pascal’s Adding Machine: Pascaline

I n 1942, Blaise Pascal a French mathematician and scientist
invented the first mechanical calculating machine, known as
the Pascaline.

Pascaline was 36 cm long, 13 cm wide and 8 cm high. The

surface was of metal. There were eight wheels on top of it.

Inside each of the wheel, one could see a smalldrum with the Pascaline

digits designed on it. Each drum has two rows of numbers : Black and Red. The black row

of numbers was meant for addition and the red row was meant for subtraction.

It conducted addition and subtraction normally but division was calculated by repeated
subtraction and multiplication was calculated by repeated
addition.

Babbage’s Analytical Engine Analytical Engine

Charles Babbage, an English mathematician and computer
scientist is also known as ‘Father of Computer Science’.

In 1822, he invented the Difference Engine that could
tabulate polynomial functions. It could evaluate algebra
expressions and generate mathematical and statistical tables
correctly up to 20 digits. In 1837, he invented a general-
purpose computer known as Analytical Engine. It used an

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ordinary base-10 fixed-point arithmetic and had a memory store capable of holding 1000
numbers of 50 digits each. It could perform all four arithmetical operations. It was to be
powered by a steam engine and was over 30 meters long and 10 meters wide. The input was
provided to the machine via punch cards. For output, the machine had a printer, a curve
plotter and a bell.

Binary Number System

Lady Ada Lovelace is considered as the first programmer to operate on the analytical engine
developed by Charles Babbage. She developed a special number system known as the Binary
Number System. Using the Pingala’s binary system, it starts with four first pattern (“0000”
in binary), the second pattern (“0001” in binary), and so on, so that in general the nth pattern
corresponds to the binary representation of n-1 (with increasing positional values).

B oolean Algebra

In 1854, an English mathematician George Boole developed a form of symbolic logic called
as “Boolean Algebra” that was based on two values TRUE or FALSE (1 or 0) providing the
basis of modern computer technology.

The First Calculator

The first electro mechanical Automatic
Sequence Controlled Calculator (ASCC). It
was devised by Howard H. Aiken, created at
IBM, shipped to Harvard in February 1944 and
later named as Harvard Mark-I.

The Mark I read its instructions from punched Mark I

paper tape in a serial manner that had no

conditional branch instruction. Programs were physically long and a loop was accomplished

by joining the end of the paper tape containing the program back to the beginning of the tape.

It could add or subtract two of these numbers in three-tenths of a second, multiply them in
four seconds and divide them in ten seconds and a logarithm or a trigonometric function
took over one minute. It could store 72 numbers, each 23 decimal digits long.

Computing pioneer Grace Hopper developed the first compiler for a computer programming
language, thereby became the first programmer of the Mark I.

ENIAC

In 1946, John Presper Eckert and John William Mauchly built
Electronic Numerical Integrator and Computer (ENIAC) that
could be programmed to solve a range of computing problems.
It could perform 5000 additions and 400 multiplications in one
second.

ENIAC

12 Fundamentals of Computers

Time for a Recall ▪ In computer terminology, ‘K’ is used to represent
1,024 or 210 positions.
▪ The word ‘Computer’ has been derived from a latin
word ‘Comptare’, which means counting. ▪ RAM (Random Access Memory) is a read /
write volatile memory and the data is stored and
▪ A Computer is termed as an automatic and removed during the operation cycle, in which the
programmable electronic device that has the information can be retained as long as it is supplied
ability to accept data, internally store and execute with power.
a program of instructions, perform mathematical,
logical and manipulative operations on data, and ▪ Static RAM or SRAM retains stored information as
generate or report the results. long as the power supply is on.

▪ Data is defined as facts or figures, or information ▪ Dynamic RAM or DRAM loses its stored
that’s stored in or used by a computer. information in a very short time even when the
power supply is on.
▪ Data processing is the method of collecting raw
data and translating it into usable information. ▪ ROM (Read Only Memory) is a non-volatile
memorythat contains the programs like boot
▪ Information is the resultant output of processed program, BIOS program that are required to run
data, such as summaries and totals. the computer.

▪ Input unit is comprised of the input devices attached ▪ Programmable Read Only Memory (PROM) chip
to the computer system that are used to feed data can be programmed once to record information,
and instructions to the computer. which cannot be changed or deleted.

▪ Output unit is comprised of the output devices ▪ An Arithmetic and Logic Unit (ALU) performs all
attached to the computer system that are used the arithmetic and logical operations on the data.
to display the final formatted output of the data The Control Unit controls, supervises and oversees
processed by the computer. all the activities of a computer and monitors the
execution of any program processed.
▪ A primary storage unit (also known as Memory of
the computer) stores the data or set of instructions ▪ The control unit coordinates and controls the
temporarily while the processing job is done by the activities of different components of the computer.
system.
▪ A secondary storage unit stores the data or set of
▪ In computers, the data is stored and processed instructions or information permanently after or
in the form of binary numbers that can have a before the processing job is done by the system.
combination of either 0 (low-voltage/Off status) or
1 (high-voltage/On status). ▪ In the Barter system, people used to exchange their
goods for the sake of transactions.
▪ A bit (short for “binary digit”) is the smallest unit
of measurement used to quantify computer data. ▪ An abacus is a calculating device made on a wooden
frame with beads sliding on wires.
▪ Storage capacities are frequently measured in
Kilobytes (abbreviated as KB or K) or Megabytes ▪ Charles Babbage, a computer scientist is also
(abbreviated as MB or M) or Gigabytes (abbreviated known as ‘Father of Computer Science’.
as GB or G) or Terabytes (abbreviated as TB or T).

Acronyms : ......................................... 2. ROM — .........................................
1. CPU — ......................................... 4. OMR — .........................................
3. RAM — ......................................... 6. MICR — .........................................
5. ALU — ......................................... 8. KB — .........................................
7. IPO —

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Identify the Following :

A.

............................. ............................. ............................. .............................

B.

............................. ............................. ............................. .............................

Crossword :

H FMLWC Y Z B Hints :-
A D R AMA P D I
X R S UO L T Y E RAM
L C OMP U T E R CPU
MP CWRWS J O ALU
DUN Y I OR PM Computer
ODK SNAQTG ROM
MO N I T E R C N Monitor
Z DT J EQDX P Printer
V AO Y RMT S B

A. Multiple Choice Questions (MCQs) :

1. This part of a computer is also known as the brain of a computer

(a) CPU (b) Memory (c) Storage
(c) Processed data
2. Processed form of facts is known as (c) Processed data

(a) Data (b) Information

3. Raw facts are known as

(a) Data (b) Information

14 Fundamentals of Computers

4. This unit converts the data fed into it

(a) Input (b) Output (c) Processor

5. This unit displays the final formatted output of the data processed by the computer

(a) Input (b) Output (c) Processor

B. State True and False for the following statements :

1. Data are the facts which make sense. _____

2. A computer has no self-intelligence. _____

3. Software are those instructions that tell computer hardware what to do. _____

4. Information is the unprocessed data. _____

5. Computers operate at a very low degree of accuracy. _____

6. In computer terminology, ‘K’ is used to represent 1,000 positions. _____

7. In an Abacus of two parts, the upper part called as the HEAVEN and the lower part called _____
as EARTH.

8. The term “ABACUS” was derived from a roman word “ABAC” that means dust and “ABAX”
that means sand. _____

C. Fill In The Blanks :
1. ____________ is defined as facts or figures, or information that’s stored in or used by a computer.
2. ____________ includes the conversion of raw data to machine-readable form.
3. ____________ are raw facts and figures that are processed into ____________, such as summaries and

totals.
4. ____________ is used to feed data and instructions to the computer
5. A ____________ stores data or set of instructions temporarily while the processing job is done by the system.
6. ____________ is a volatile memory and the data is stored and removed during the operation cycle.

D. Short Answer Questions :
1. What do you understand by a computer?
2. What is meant by Data?
3. What is information?
4. Briefly explain the following elements of a computer system:
(a) Input Unit (b) Output Unit (c) Arithmetic & Logic Unit
(d) Memory Unit (e) Secondary Storage Unit (f) IPO Cycle
5. Differentiate between RAM and ROM

E. Long Answer Questions :
1. How do you get information? Explain.
2. Discuss the various characteristics of a computer.
3. Discuss briefly the various functions of control unit.

Information Technology–VI 15

4. What is the relationship between hardware and software?
5. Briefly explain the following applications of computers:
(a) Home (b) Mobile Users (c) Businesses
(d) Hotels (e) Desktop Publishing (f) Railway Stations
(g) Banking (h) Hospitals

In the Lab

1. Prepare a presentation (chart) listing down the various elements of computers.
2. Prepare a presentation (chart) identifying the parts of CPU and their respective functions.

Group Discussion

Divide the class into groups and discuss the following topics:
1. Data and Information
2. Input and Output Units
3. RAM and ROM
4. Applications of Computers

Project Work

1. Prepare a presentation (chart) listing down the various characteristics of computers.
2. Prepare a presentation (chart) with appropriate images of various applications of computers.

Educate your students ONLINE

1. www.differencebetween.net/technology/difference-between-hardware-and-software
2. www.differencebetween.net/technology/difference-between-ram-and-rom

16 Fundamentals of Computers

2 Hardware & Software

and
Computer Languages

Learning Objectives: ▪ System Software: Operating System, Language Software
▪ Application Software: Ready-made & Customized Software
▪ Introduction to Hardware & Software ▪ Computer Languages: Low-Level & High-Level
▪ Input & Output Devices ▪ Translation: Assembling, Compiling and Interpreting
▪ Secondary Storage Devices
▪ Utility and Packages
▪ Procedural Languages: 3G, 4G & 5G

To be able to use computers, every computer system comprises
of input, output, storage devices, programs and a user. In a
generalized definition, a computer consists of three elements:
Hardware, Software and the User.

Hardware is the physical and tangible components of a computer,

i.e., internal or external parts that can been seen and touched. For Computer System
e.g., the monitor, mouse, keyboard, computer data storage, hard

disk drive (HDD), graphic cards, sound cards, memory, and motherboard all of which are

physical objects.

Computer Hardware

The hardware of a computer comprises of the following:

• CPU (Central Processing Unit) • Input Devices • Output Devices

Information Technology–VI 17

• Memory ▪ RAM
— Primary (Internal) Storage
▪ ROM
— Secondary (External) Storage

▪ Auxiliary Storage devices like hard disk, CD, pen drive, etc.

Relationship between Hardware and Software

• Hardware and software are mutually dependent on each other and work together to
produce a useful output.

• Software cannot be utilized without supporting hardware.
• Hardware without a set of programs to operate upon cannot be utilized and is useless.
• To get a particular job done on the computer, relevant software should be loaded into the

hardware.
• Hardware is a one-time expense.
• Software development is very expensive and is a continuing expense.
• Different software applications can be loaded on hardware to run different jobs.
• Software acts as an interface between the user and the hardware.

Input Devices

There are a variety of input devices used by computers. Keyboard is the most commonly

used input device. The Data entry devices are categorized as:

1. Devices using Optical Media. 2. Magnetic ink character recognition.

3. Data entry devices. 4. Touch Tone & Point of Sale Terminals.

D evices using Optical Media

Optical device eliminates manual transcription, hence are sometimes referred to as Source
Data Automation.

Optical Mark Reader (OMR)

These devices recognize photo-electricity. The presence of a mark Optical Media Reader
unlike card or paper tape readers is detected by reflected light and
not by transmitted light transmits the data directly to computer
for processing. An OMR detects presence or absence of a mark in a
specific location:

• Numerical data such as customer number or quantity on order.

• Simple indicative information such as defective or non-defective.

Optical Character Reader (OCR)

OCR Font These devices are capable of scanning and detecting
alphabetic and numeric characters printed on paper.
These characters must be typed using a special type font
called an OCR font. A wide range of fonts, using ordinary
inks, are accepted by OCR devices. Patterns that cannot
be read, or identified, cause the document to be rejected.

18 Hardware & Software and Computers Languages

Strengths: • Automated source data entry • Wide applicability • Input document is readable both by the machine
and user.

Weakness: • Specific types of printed characters can be read. • Printing for OCR is expensive. • The reject
and/or error rate may exceed user requirements. • Slight damage to the document can cause the reader to
reject it or read it incorrectly.

Bar Code Readers (BCR) Bar Code Reading Scanner

Data coded in the form of light and dark lines or bars are known as
bar codes which are used particularly by retail trade to label foods
and by supermarkets to label shelves and stock control. They are
also used for numbering books in public libraries so that when a
book is borrowed or returned, it can be recorded using a computer.

The most widely known bar code is known as that consists of a block
of vertical lines that vary in width.

Bar Codes

Magnetic Ink Character Reader (MICR)

MICR is actually a combination of magnetic and

paper media. The characters are printed in an ink that

contains a magnetically activated substance. After

being subjected to a magnetic field, these can be read

and decoded. MICRs are widely used by banks to

process huge volume of cheques written each day. MICR
The bank’s identification number and the depositors

account number are pre-recorded along the bottom portion of the cheque.

Strengths: • Automated, reliable source data entry. • Processing is expedited as all cheques are fed directly
into an input device. • Magnetic Ink Character can be easily read.

Weakness: • Not fully automatic, the amount of a cheque must be added manually. • Damanged of
incompletely endoded documents must be handed manually. • Small number of characters (14) are available.
• Slight damage to the document can cause the reader to reject it or read it incorrectly.

Direct Data Entry Devices

Keyboard

Keyboard is one of the most important data entry input device.

Generally there are 84, 101,105 keys in a keyboard. Each key

has different functions. Some keys are used to enter digits, Keyboard
while some keys to enter alphabetical or special characters.

However other keys are meant to issue some special commands to the computer.

Information Technology–VI 19

Mouse Mouse

A mouse is a pointing device with a roller on its base. When a mouse rolls on
a flat surface, the cursor on screen correspondingly moves in that direction.
It generally has two or three buttons that are used to input commands or
other information.

Scanner Scanner

A scanner reads words or pictures or numbers on a page and
displays them on the monitor. The user may modify the image
if required. A variety of scanners can be categorized depending
upon their usage, such as Hand held scanners, Flatbed scanners,
etc.

Lightpen Light Pen

It is also a pointing device that consists of a photocell mounted in pen
shaped pipe. On bringing the pen in front of a picture element of the
screen, it senses the light emitted from a limited field of view. The light
emitted from the pen causes the photocell to respond by generating a
pulse. The electric response is transmitted to a processor that is identified
as the pixel, the light pen is pointing to.

Joystick Joystick

A joystick is a control device that enables the users to move an object on
the screen. It used for playing certain games, when the user needs to move
certain on-screen object quickly across the screen. It is a stick set into two
crossed grooves that can be moved left, right, forward, and backwards. The
movements are sensed by a potentiometer and instructions are sent to the
CPU for the corresponding movement of the object on-screen.

Digital Cameras

Digital Camera A video or still camera records images in digital form. Unlike traditional
analog cameras that convert light intensities into infinitely variable
signals, digital cameras convert light intensities into discrete numbers
for storage on a medium, such as a hard disk or a flash disk. Digital
cameras record colour images as intensities of red, green and blue that
are stored as variable charges in a CCD matrix.

Webcam

It is a video camera that feeds or streams its image in real time to or through
a computer to computer network. When “captured” by the computer,
the video stream may be saved, viewed or sent on to other networks via
systems such as internet, and email as an attachment. They are used in
creating video links, permitting computers to act as videophones or

Web Camera

20 Hardware & Software and Computers Languages

videoconference stations, security surveillance, computer vision, video broadcasting, and
for recording social videos.

Webcams include a lens, an image sensor, a microphone and support electronics. The systems
used in webcams provide a significant image sharpness and produce video in multi-megapixel
resolutions that run at high frame rates such as 320×240 video at 120 frames per second.

Microphones

Microphones are audio input devices. The microphone feeds a sound signal to the computer,
where it can be recorded, or streamed across the internet. Microphones are often built into
laptops, webcams and mobile phones nowadays.

Speech Recognition

It refers to conversion of spoken words into computer text. Speech is first digitized, then
matched against the dictionary of coded waveforms. The matches are converted into text
as if the words were typed on the keyboard. Many such systems have replaced human
operators for telephone services such as collect calls and credit card calls.

Output Devices

There are a variety of output units used by computers such as printers, plotters and Visual
Display Unit. There are two distinct types of printers: impact and non-impact printers.

The choice from wide range of output devices available actually depends upon the following considerations:

• Suitability to the application. • Speed at which output is required.

• Whether a printed version is required. • The volume of data.

• Cost of the method chosen as compared with the benefits to be derived.

Impact Printers

Impact printers employ the concept of striking the characters against ink pads or ribbons to
print the impressions on the paper. These are of two types: Line and Character printer.

Line Printers

A Line printer is the one that prints one complete line at a time. The printing speeds vary
from 150 lines to 2500 lines per minute with 90 to 100 characters on 15 inch line.

• Drum Printer: It has a specific hammer for each character position. There exists a wide
carbon ribbon between the hammer of characters and the line-print paper. The paper in
continuous sheet can be separated into individual pages after printing. These printers
produce 900 to 3000 lines per minute.

• Chain Line Printer: It has characters embossed on the outside of a continuously revolving
chain (a steel band) which moves past the print positions. Printing a line of characters in
a line are transmitted from the memory to printer buffer. A printer has 132 characters per
line, and 132 hammers are positioned to strike the carbon which is placed between the
chain, paper and the hammers.

Information Technology–VI 21

Character Printers

A Character printer is the one that

prints one complete character at a time.

These Dot Matrix Printers are also called

needle printers due to their working

principle. The print head consists of Character formation by Dot printing in Dot Dot Matrix Printer
a vertical row of steel pins, known as Matrix Printer

needles. On a printing command, the selected pins in a row are struck by a hammer and hit

on the paper through an inked ribbon. The characters are drawn up from dots as the head

moves along the paper a predetermined number of horizontal positions for each character.

Its speed ranges from 30 Cps to 200 Cps.

Non-impact Printer

Non-impact Printers do not employ any mechanical contact between the printer head and paper,
but use the concept of printing by using laser or magnetic or thermal technology. These are:

• Electromagnetic Printer: By using magnetic recording technique, a magnetic image of
the desired print can be written on a drum surface. This surface is then passed through
magnetic powder which adheres to the charged area. The powder is pressed onto the
paper. It prints at the speeds of up to 250 characters per second.

• Thermal Printer: These are the smallest and least expensive printers
available. Here, the printer head comprises of needles that are heated up,
and used to leave a direct impression on the heat sensitive paper or to
transfer ink from a special ribbon to ordinary paper. It is simply heat that
leaves the impression on the paper. The print quality is very good with Thermal Printer
printing speeds varying from 16 to 320 characters per second.

• Inkjet Printer: In these silent and compact but relatively high cost printers,

many high speed small pumps release/spray tiny drops of ink through

nozzles on the paper in the form of a character or graphics in almost any

kind and variety of colours. The ink is contained in an easily replaceable ink

Inkjet Printer cartridge. A very high quality graphics and text can be produced at speeds
up to 150 characters per second.

• LaserJet/Laser Printer: These printers use the office copier technologies Laser Printer
where the desired output image is written on a copier drum with the
help of a light beam controlled by a computer. The parts of a drum
surface get electrically charged and are exposed to the laser beam. These
exposed areas attract a toner that forms the image by attaching itself to
the laser generated charges on the drum.

Plotters

Plotters are used to produce a precise and high quality graphics and drawings under
control of a computer. They use ink pen or ink-jet to draw graphics or drawings. The pens
are driven by a motor. Plotters are of four types:

22 Hardware & Software and Computers Languages

a. Drum Plotters contains a long cylinder and a pen carriage.
The paper is placed over the drum. As the drum rotates
back-and-forth to give an up-and-down movement,
the pen mounted horizontally on the carriage moves
horizontally along with the carriage left to right or right
to left on the paper to produce desired drawings.

b. Micro grip Plotters do not use drums. The paper or any Plotter
other medium is held on both sides at the edges by pinch
wheels which give back-and-forth movement of the
paper. Here, a very high performance is obtained at low cost.

c. Flatbed Plotters use a horizontal flat surface on which paper or any other medium can
be fixed. The pen moves along both the axes: the X-axis and the Y-axis.

d. Inkjet Plotters employ ink-jets in place of ink pens. The paper is placed on a drum and
ink-jets with different coloured inks are mounted on a carriage. Such plotters are capable
of producing multi-coloured large drawings.

Visual Display Unit (VDU)

Cathode Ray Tube (CRT) Monitor

A CRT monitor display device consists of a screen housed in a plastic or VDU Monitor
metal case. It displays text, graphics, and video information in colour. A
monochrome monitor displays text, graphics, and video information in one
colour on a blank background and are less expensive than colour monitors.

Liquid Crystal Displays (LCD)

LCD Monitor These displays are commonly used in laptops, handheld computers,
digital watches and calculators as they are thinner and more lightweight
than CRT monitors. A LCD display uses a liquid crystal display that
has special molecules deposited between two sheets of material. When
an electric current passes through them, the molecules twist, causing
some light waves to be blocked and allowing others to pass through
which then creates the desired images on the display screen.

Light Emitting Diode (LED) Monitor

A LED monitor is a flat screen with a very short depth and is light in terms of weight. The
LCD monitors use CCFL (Cold Cathode Fluorescent Lighting) instead of LEDs to illuminate
the screen.

LED monitors offers many benefits as compared to LCD counterparts:

• Often less expensive. • Broader dimming range.

• Overall more reliable.

• Runs at lower temperature, & less power consumption, as few as 20 watts.

• Higher dynamic contrast ratio.

• Longer lifespan and less environmental impact.

Information Technology–VI 23

Touch Screen Monitors

A touch screen is basically a display screen which can identify the
occurrence and position of a touch within its own area. This usually
refers to a touch or tap to the display of the gadget by a finger or
hand. Touch screens can also identify added inactive objects, such as
a stylus.

Secondary Storage Devices Touch Screen Monitor

Since the internal storage capacity of CPU is not large enough to hold vast amount of data,
including programs, therefore, storage devices are necessary for processing, and backing.
The storage devices widely used are:

Magnetic Disk Drive

Magnetic disk drive is a random access device that permits direct Hard Disk
addressing of data locations. A disk comprises of one or more thin circular
metal plate/platter similar in appearance to a long playing record coated
on both sides with ferrous oxide material, where data is recorded in the
form of magnetized spots on the tracks. A spot represents presence by ‘1’
and its absence by ‘0’, enabling representation of data in binary. The data
is accessed by means of recording heads fitted on seek or access arms.
Reading/writing is accomplished by means of a series of read/write heads
that are placed in close proximity of the surfaces. Data per track can be 4
to 200 Kbytes, depending on the system of recording.

The moving head system has only one head per track
(HPT) for each surface that floats on an arm. The
actual reading/writing takes only when the desired
sector comes under the head because of the rotating
disk in a platter.

The read/write heads are responsible for reading/
writing information on to the surface of disks is
known as Access Arms.

The concentric circles on the surface of the disk
appearing to different bands are known as Tracks.

The tracks on the disk surface are divided into Graphical View of Sectors of a Disk
invisible sections known as Sectors.

Each sector holds an equal number of characters (512 bytes). It might appear that the outer
track is much longer than the inner one and should hold more data, but the stored data in
the inner sector is more densely packed than the outer sector.

Optical Disk
An optical disk is a direct access disk written and read by light. CD, DVD and DVD Video

24 Hardware & Software and Computers Languages

disk are all optical disks, recorded at the time of manufacture and can’t be erased. CDR and
DVDR disks once recorded cannot be erased.

Erasable, or rewritable, optical disks function like magnetic disks and can be rewritten over
and over. Rewritable disks are CDRW, DVDRW that are low cost consumer oriented products.
The optical disks have greater removable storage capacities and work at very high disk speeds.

a. Compact disc: It is a flat, round, portable, metal storage medium that Compact Disk
usually is 4.75 inches in diameter. They can store data, instructions and
information by using microscopic pits and the flat area that are in the
middle layer of the disc. A high powered laser light creates the pitsby
reflecting light through the bottom of the disc that is either solid gold or
silver in colour. The reflected light is converted into a series of bits that
the computer processes. The area that reflects light is read as binary
digit 1 and where light is absent is read as binary digit 0.

DVD ROM Disk b. DVD ROM: A new type of read-only compact disc that can hold a minimum
capacities from 4.7 to 17GB (gigabytes), enough for a full-length movie. Its
access rates of 600 KBPS to 1.3 MBPS. A DVD-ROM player can play old
CD-ROMs, CDR disks and video CDs, as well as new DVD-ROMs.

A DVD is an optical disc storage media format, invented and developed by
Philips, Sony, Toshiba, and Panasonic in 1995. DVDs offer higher storage
capacity than CDs while having the same dimensions.

a. DVD Writer: A DVD recorder (also called DVDR), uses optical DVD Writer
disc recording technologies to digitally record analog signal or
digital signals into a blank writable DVD media. Such devices are
available as either installable drives for computers or standalone
components for use in television studios or home theatre systems.

Blue-Ray Writer b. Blu-ray Writer: Blu-ray also known as Blu-ray Disc (BD) is the
name of a new optical disc format developed by the Blu-ray Disc
Association (BDA) and media manufacturers (including Apple,
Dell, Hitachi, HP, JVC, LG, Mitsubishi, Panasonic, Pioneer, Philips,
Samsung, Sharp, Sony, TDK and Thomson). This format was
developed to enable recording, rewriting and playback of high-
definition video, and to store large amounts of data.

c. Smart Cards: A credit card with inbuilt microprocessor and memory used for identification
or financial transactions. On inserting into a reader, it transfers data to and from central
computer. It is more secure than a magnetic stripe card and can be programmed to self-
destruct if wrong password is entered too many times. As a financial transaction card, it
can be loaded with digital money and used like a traveller’s cheque.

Information Technology–VI 25

Flash Memory (Memory Cards) Flash Memory Card

A memory or flash card is an electronic flash memory data storage
device used for storing digital information. They are commonly used
in many electronic devices like digital cameras, mobile phones, laptop
computers, MP3 players and video game consoles. They are small, re-
recordable and they retain data without power. These memory cards
have also been largely superseded by hard drive storage, internal
memory and generic storage devices/cards.

Pen Drive

A pen drive or flash drive or a USB drive is a portable USB

memory device that is used to quickly transfer audio, video data

Pen Drive files from one hard drive to another. These are small enough to
fit into a pocket. USB flash drives are smaller, faster, and have

thousands of times more capacity. They are more durable and reliable because of their lack

of moving parts.

External Removable Hard Disk External Hard Drive

External removable hard disk drives with huge storages capacities
can connect to computer using a USB cable. A 2 TB Seagate Pocket
hard drive with USB cable may often include full-sized 3.5” PATA or
SATA desktop hard drive. They are used for:

• Backup of files and information. • Data Recovery.
• Disk Cloning.
• Running virtual machines.
• Scratch disk for video editing applications and video recording.

Peripheral Devices

A peripheral device, also sometimes called an auxiliary device, is any connected device
(internal or external) that provides a computer with additional functionality. Examples of
peripherals are keyboard, mouse, expansion cards, graphics cards, image scanners, tape
drives, microphones, loudspeakers, webcams, and digital cameras.

Peripherals are commonly divided into three types: input devices, output devices, and
storage devices.

Software

Computer Software is a set of instructions, data or programs used to operate computers and
execute specific tasks. It controls the computer hardware parts and makes them operational.
These instructions in a program direct the computer to perform input operations, process
the data and output results. Examples of applications include office suites, database
programs, web browsers, word processors, software development tools, image editors and
communication platforms.

26 Hardware & Software and Computers Languages

Application Software Software Utilities Packages
System Software

User Written Software Ready-Made Software Language Software Operating System

Classification of Computer Software

System software

A computer is a simple machine without any kind of brains. It works
under the instructions for each and everything it performs on. System
Software refers to all the programs which make the computer work
and is based on controlling the internal computer operations, moving
data into and out of a computer. These can be further classified as:
(1) Operating System Software and (2) Language System Software.

Operating system (OS) Software

An OS is an integrated set of specialized programs that are used Functioning of
to manage the resources and overall operations of a computer. Its Operating System
acts as an interface between computer hardware components and
the user and provides instructions for carrying out certain standard
tasks such as:

• Arithmetic: Add, Subtract, multiply, and divide numeric values.

• Text processing: Copy, Compare, Extract, Insert, and Join textual
items.

• Transfer of data: Between memories, registers, terminals, etc.

• Sequencing: Follow instructions sequentially, select Examples of operating systems for
among alternative sets of are largely contained within microcomputers are CP/M, PC-DOS,
primary storage. With large amounts of primary MS-DOS, UNIX, XENIX, LINUX,
storage available it is not unusual for the size of RAM WINDOWS 3.11 for workgroups,
available to be too small to accommodate the needs WINDOWS 95, 97, 98, 2000, Me, XP,
of a particular application program. Vista, WIN 7, WIN 10, etc.

Language System Software

A computer understands and carry’s out instructions coded in machine language, i.e., in
binary format, which is expressed in terms of strings of ‘1’s and ‘0’s. Instruction codes in
binary format are extremely tedious to write. Hence instructions in first instance are written
in English like programming languages which are then converted by the computer itself into
machine language with the help of language system software.

Information Technology–VI 27

Application Software

An Application software refers to the programs written by
the programmers, tailored to enable the hardware to function
in a desired way for processing an application unique to
the user. It is often called Users software. It is developed
either by an in-house data processing personnel or may be
contracted out to software companies. Using these software
the computer is enabled to perform tasks such as word
processing, inventory control, handling calculations and
figures, medical & financial accounting, result preparation,
railway reservation, billing, etc. It can be further classified as follows:

(i) Ready-Made Software: These are limited to the general purpose functions of production
scheduler, general ledger and general accounting packages.

(ii) User Written Customized Software: These are designed to meet the requirements of
a user. Such software cannot be installed at any user’s site, as the requirements of one
user may differ from requirements of another user.

Utility Program

A Utility Program is designed to perform different
maintenance work on the system. These tasks may include
routine jobs like sorting, merging, core dump/list, program
debugging, etc.The main types of utility software available
are:

a. File conversion: Transferring file data from one medium
to another.

b. File copying: Copying records, files, related files from one storage medium to another
same storage medium.

c. File reorganization: When a disk file becomes too unwieldy to use, for instance if the
over-flow areas are almost full, it has to be reorganized into its original format.

d. File maintenance: Enables the user to create, delete, and rename records: amend standing
data, etc.

e. Debugging: Provides for outline program testing and error correction during program
development.

f. Sorting/merging: Enables records to be re-organized into
desired key-field sequence.

Packages

A Package is a computer application consisting of one or
more programs created to perform a particular type of job.
Manufacturers, sometimes supply generalized software
programs for common use like payroll, inventory management,

28 Hardware & Software and Computers Languages

sales analysis, financial accounting, cost accounting, etc. These programs are known as
packages, designed to perform data processing for a specific application but for use in more
than one installation. They possess following characteristics:

1. To be used unaltered or with slight modification.

2. Accept input in parameter form.

3. Output formats are usually fixed but certain options permit flexibility in report
sequencing, data printing and control breaks.

Human ware

It refers to all the people who are either working within the computer industry or are
connected with it. People engaged in software development or manufacturing/maintenance/
operations of computers or its components, are referred to as Human ware. They may be
classified as following professionals:

• Systems Analysts study information and processing requirements, design the flow of
operations and prepare specifications for a processing system.

• Programmers develop programs (Codes) according to specifications prepared by system
analysts.

• Computer Operators operate computer programs.

Computer Languages

A computer understands the BINARY LANGUAGE i.e, language of 0’s and 1’s. But is it
easy for us to understand only 0’s and 1’s?

Data Concepts The binary number system represents
numeric values using two symbols, 0
The smallest element of data is called a bit or binary digit. and 1.
It can have a value of either 0 or 1. A byte is a group of The ancient Indian mathematician
eight bits. It is used to represent one character of data. Pingala presented the binary numeral
The capacity of a computer’s primary and its secondary system in 3rd century BC, which
storage devices is usually expressed in terms of bytes. coincided with his discovery of the
They use various arrangements of bits to form bytes that concept of zero.
represent numbers 0–9, alphabet letters A–Z and a–z,
and many other special characters.

Storage of Binary Data Characters ASCII Code
A-Z 65-90
The data and instructions are stored in binary format such as a-z 97-112
0’s and 1’s. A byte is a combination of 8 bits. Each bit can have $ 36
a value of 0 or 1. The standard 8 bit storage code used by a * 42
computer manufacturers is known as ASCII Code (American 0-9 48-57
Standard Code for Information Interchange) published by
ANSI (American National Standard Institute).

The English like languages are called Programming Languages. They can be understood
by the user. These languages are converted into machine language so that the computer
understands.

Information Technology–VI 29

Low-level Programming Language

A low-level language is a machine oriented language. It is dependent on the machine itself
and cannot be used by another system. Programs written in these languages work at a very
high speed.

• Machine Language: It is the only language a computer can understand. It uses binary
digits 0’s and 1’s.

• Assembly Language: It uses specific codes called as symbolic instruction codes, like
ADD for Addition, COMP for comparison, MUL for multiply, etc.

A program in assembly language is known as Source Code. It has to be translated into
machine language. The program that converts the source code into the machine language is
known as Assembler.

High-level Programming Language

These languagesare quite easy to suit the needs of a programmer. They are easier to read,
write, andmaintain. The programs written in high-level language must be translated into
machine language by a compiler or interpreter. Various high level languages are BASIC,
COBOL, FORTRAN, C, PASCAL. These are also called 3GL (Third Generation Language).

Similarly, 4GL (Fourth Generation Language) works in combination with the databases.
These divide the overall system into Front end and back end systems. Various other
programming languages are: Visual FoxPro, Visual Basic, Visual C, Visual C++, J++.

Translation

The process of converting a program written in high level or low level language into machine
code to make the computer understand and perform the required operations is known as
translation.

1. A program written in a higher programming language is subjected to the translation
process.

2. The translation process converts program instructions into machine language instructions.

SOURCE CODE TRANSLATOR OBJECT CODE

Translation process

3. The program is tested and its errors are found/fixed.

4. The errors called as bugs are removed. This process A software bug is the common term
of removal of the bugs is called debugging. used to describe an error, flaw, mistake,
failure, or fault in a computer program
5. Finally, the program is translated and application or system that produces an incorrect
files are created. or unexpected result, or causes it to
behave in unintended ways.
Different Translation Processes Debugging is a methodical process of
finding and reducing the number of
1. Assembling: The process of translating a program bugs, or defects, in a computer program
written in assembly language into machine code is or piece of electronic hardware.
known as Assembling. The tools used to perform
assembling are called assemblers.

30 Hardware & Software and Computers Languages

2. Compiling: The process of translating a program written in high-level language into
machine code is known as Compiling. The whole code is subjected to the compiler to
generate a complete independent program that can run independently without being
machine dependent. The tools used to perform compilation are called Compiler.

3. Interpreting: The process of translating and executing a program written in high-level
language in a step by step mode is known as Interpreting.

Procedural Language

A procedural language is a computer programming language that follows
in order, a set a commands.

Its also called a third generation language (3 GL). In procedural language,
a programmer uses a series of English-like words to write instructions.
For example, ADD stands for addition or PRINT means to print. Many
3GLs also use arithmetic operators such as × for multiplication and + for
addition. These English-like words and arithmetic symbols simplify the
program development process for the programmer.

The procedural language (3 GL) is also called the source program, which must be translated
to machine language before the computer can understand it. Complier or an interpreter is
the program used to perform the translator for third generation languages.

Hundreds of procedural languages exist. Only a few, however, are used widely enough for
the industry to recognize them as standards. These include C, COBOL, BASIC, PASCAL,
and FORTRAN.

Disadvantages of Procedural Language

The disadvantages of machine and assemble (low-level) languages led to the development
of procedural language. In a procedural language, the programmer writes instructions that
tells the computer, what to accomplish and how to do it.

Non-Procedural Language

A non-procedural language enables users and programmers to write
English-like instruction or interacts with a graphical environment
to retrieve data from files or a database. A non-procedural language
is also called a fourth generation language (4GL) and also know as
‘Declarative language.’

Non-procedural languages usually are easier to use than procedural languages. The users
with very little programming background can also develop programs using non-procedural
languages. Visual Basic, Oracle, JAVA, etc. are the examples of non-procedural languages.

Natural Language

Natural language, sometimes called a fifth generation language
(5GL), is a type of query language that allows the programmer to enter
requests that resemble human speech.

Information Technology–VI 31

Natural language is very easy to use. For example, if a program is written in 4GL to get the
names of students whose marks exceed 95, it might be written as:

SELECT LAST_NAME, FIRST_NAME FROM STUDENT WHERE MARKS> 95.
A natural language version of the same program might be written as:
TELL ME THE NAME OF STUDENTS WITH MARKS OVER 95.
Natural languages are often associated with expert systems and artificial intelligence.

Time for a Recall ▪ Computer Software is a set of instructions, data or
programs used to operate computers and execute
▪ Hardware is the physical and tangible components specific tasks.
of a computer, i.e., internal or external parts that
can been seen and touched. ▪ System Software refers to all the programs which
make the computer work and is based on controlling
▪ Keyboard is one of the most important data entry the internal computer operations, moving data into
input device that have keys are used to enter digits, and out of a computer.
while some keys to enter alphabetical or special
characters. ▪ An Operating System is an integrated set of
specialized programs that are used to manage the
▪ A mouse is a pointing device with a roller on its resources and overall operations of a computer.
base that rolls on a flat surface, the cursor on screen
correspondingly moves in that direction. ▪ Assemblers translate instructions written in
symbolic (or low level) language into binary form
▪ A scanner reads words or pictures or numbers on a understood by computer hardware.
page and displays them on the monitor that can be
modified if required. ▪ Compilers translate instructions written in
high-level programming language like COBOL,
▪ Light Pen is a pointing device that consists of a FORTRAN, BASIC etc., into binary form.
photocell mounted in pen shaped pipe.
▪ Interpreters translate instructions written in high-
▪ A joystick is a control device that enables the users level languages into binary form, but they execute
to move an object on the screen that may be used those instructions on the processor immediately.
for playing certain games.
▪ An Application software refers to the programs
▪ A Character printer is the one that prints one written by the programmers, tailored to enable
complete character at a time. the hardware to function in a desired way for
processing an application unique to the user. It is
▪ Liquid Crystal Displays (LCD) are commonly often called Users software.
used in laptops, hand held computers, digital
watches and calculators as they are thinner and ▪ Ready-Made Software are limited to the general
more lightweight than CRT monitors. purpose functions of production scheduler, general
ledger and general accounting packages.
▪ Touch Screen Monitor is basically a display screen
which can identify the occurrence and position of a ▪ User Written Customized Software are designed
touch within its own area. to meet the requirements of a user.

▪ A memory or flash card is an electronic flash ▪ A Utility Program is designed to perform different
memory data storage device used for storing digital maintenance work like sorting, merging, core
information. dump/list, program debugging, etc. on the system.

▪ A pen drive or flash drive or a USB drive is a ▪ A Package is a computer application consisting
portable USB memory device that is used to quickly of one or more programs created to perform a
transfer audio, video data files from one hard drive particular type of job.
to another.
▪ People engaged in software development or
▪ A peripheral device, also sometimes called an maintenance / operations of computers or its
auxiliary device, is any connected device (internal or components, are referred to as Human ware.
external) that provides a computer with additional
functionality.

32 Hardware & Software and Computers Languages

▪ Programmers develop programs (Codes) according ▪ Assembly Language uses specific codes called as
to specifications prepared by system analysts. symbolic instruction codes, like ADD for Addition,
COMP for comparison, MUL for multiply, etc.
▪ Computer Operators operate computer programs.
▪ A program in assembly language is known as
▪ The smallest element of data is called a bit or binary Source Code that has to be translated into machine
digit that can have a value of either 0 or 1. language.

▪ A byte is a group of eight bits used to represent one ▪ High-level Programming Languages are easier to
character of data. read, write, and maintain and must be translated
into machine language by a compiler or interpreter.
▪ A low-level language is a machine oriented
language and is dependent on the machine itself ▪ The errors are called as bugs.
and cannot be used by another system.
▪ This process of removal of the bugs is called
▪ Machine Language is the only language a computer debugging.
can understand. It uses binary digits 0’s and 1’s.

Given below are the names of Low Level Languages.
Tick (ü) the names of Low Level Language

1. Which program is designed to perform maintenance work on the system?

(a) Antivirus Software (b) Machine Language (c) File Manager

(d) Scratch (e) Assembly Language

Acronyms :

1. HLL — ......................................... 2. LLL — .........................................
3. 5GL — ......................................... 4. 4GL — .........................................
5. 3GL — .........................................

Crossword :

APUTB LQL B Hints :-
UG PWC OH F I COMPILER
D K N A BWK T E LOW LEVEL
C OMP I L E R R PROGRAM
J L ARNE L DO MACHINE
G E C OA V QAM
S SHGR EDKG BINARY
I V I RYLTLN
S H N A D P AWP
I I E MW S B Y B

Information Technology–VI 33

A. Multiple Choice Questions (MCQs) :

1. Which program is designed to perform maintenance work on the system?

(a) Application (b) System (c) Utility

2. People engaged in software development or manufacturing/maintenance/operations of computers are
known as

(a) Manufacturer (b) Developer (c) Humanware

3. It acts as an interface between computer hardware and the user and provides instructions for carrying out
certain tasks

(a) Instructor (b) Operating System (c) Interface System

4. It translates instructions written in high-level programming language

(a) Assembler (b) HL Translator (c) Complier

5. A program in assembly language is known as

(a) Assembler (b) Source Code (c) Assemble Code

6. It is a group of eight bits used to represent one character of data.

(a) Byte (b) Bits (c) Kilobits

7. A light pen is a

(a) Pointing device (b) Optical scanner (c) Magnetic device

8. Which printers depend upon the concept of using laser or magnetic or thermal technology to print a
characters on the paper:

(a) Impact (b) Strike (c) Non-impact

9. The printer that forms character by printing a series of dots

(a) Impact (b) dot-matrix (c) Non-impact

10. A flash memory data storage device is also called

(a) Jump Card (b) Memory Card (c) Floppy Card

B. State True and False for the following statements : _____
1. The people who write the programs are called users. _____
2. Computer understands only machine language. _____
3. Machine language uses only two binary digits, i.e., 0 and 1. _____
4. A low level language is written to run on many different types of computers. _____
5. Assembly language is also called the fourth generation programming language. _____
6. High level languages are machine- independent.

C. Fill In The Blanks :
1. ____________is the physical parts or components of a computer.

34 Hardware & Software and Computers Languages

2. Data coded in the form of light and dark lines or bars are known as ____________
3. The time taken to locate a particular piece of data is known as ____________
4. Invisible concentric circles on disk are called ____________
5. ____________ is a set of instructions, data or programs used to operate computers and execute specific

tasks.
6. ____________ translates instructions written in assembly language into binary form.
7. ____________ operate computer programs.
8. This process of removal of the bugs is called ____________ .
9. BASIC is an example of ____________ language.
10. Visual Basic is an example of ____________ language.

D. Short Answer Questions : (c) Packages (d) System Software
1. Define the following:
(a) Application Software (b) Utilities
2. What do you understand by a Hardware?
3. What is meant by MICR?
4. What do you understand by system software?
5. What do you understand by Human ware?
6. What do you understand by operating system?
7. What is meant by customized software?
8. What is meant by a Readymade software?

E. Long Answer Questions :

1. Briefly explain the following input devices:

(a) Keyboard (b) Webcam (c) Digital Cameras (d) Joystick

2. Discuss the various impact and non-impact printers.

3. Discuss the various non-impact printers.

4. Briefly explain the following secondary storage devices:

(a) Hard disk (b) Optical disk (c) Flash Memory Cards (d) Pen drive

5. What is meant by computer software? Discuss its various types.

6. What is meant by Language system software? Explain

7. Discuss the use of utility programs in computers.

8. Briefly explain the following:

(a) Binary Language (b) Machine Language (c) Assemble Language

(d) Procedural Language (e) Non-Procedural Language (f) Natural Language

Information Technology–VI 35

In the Lab

1. Prepare a presentation (chart) listing down the various types of software.
2. Prepare a presentation (chart) listing down the various input and output devices of computers in your

computer lab.
3. Prepare a presentation (chart) identifying the peripheral devices in your school computer lab.

Group Discussion

Divide the class into groups and discuss the following topics:
1. Hardware and Software
2. Input and Output Devices
3. 3G, 4G and 5G Languages

Project Work

1. Prepare a presentation (chart) to discuss about the operating systems installed in your computer lab.
2. Prepare a presentation (chart) discussing about the programming languages like BASIC, C++, JAVA, ORACLE,

VISUAL BASIC from internet.

Educate your students ONLINE

1. www.ipwithease.com/compiler-vs-interpreter-vs-assembler
2. www.geeksforgeeks.org/generation-programming-languages
3. www.webopedia.com/definitions/software
4. www.differencebetween.net/technology/difference-between-primary-storage-and-secondary-storage
5. www.differencebetween.net/object/difference-between-lcd-and-crt

36 Hardware & Software and Computers Languages

3 Word Processing in

MS-Word

Learning Objectives: ▪ MS-Word 2016
▪ Typing and Selecting the text
▪ Features of Word Processor ▪ Undo and Redo commands
▪ Creating, Opening and Saving documents
▪ Cut, Copying & Pasting text

Word Processing is nothing but manipulation of text with the
help of a computer related software. It provides a general set of
tools for entering, editing, and formatting text. Nearly all types
of documents can be created in a word processor.

Introduction

Word Processor is a software that provides input, editing, formatting, storage and output of
textual information and creates organized and flawless documents, i.e., (.txt), rich text (.rtf),
HTML (.htm, .html) and DOC (.doc, .docx) files.

Features of Word Processor

Let’s explore some features to find more about word processors:

1. Fast Text Entry: You can type text with more speed than a typewriter. As you type the
characters printed on keyboard, they appear on the monitor screen.

2. Text Editing: You can carry out different types of alterations involving insertions,
deletions and corrections on the text.

3. Permanent Storage: The documents can be saved as long as desired and can be retrieved
whenever desired.

4. Text Formatting: Using formatting features, the typed text can be made to appear in any
form or style (bold, underline, italics, different fonts, etc.).

5. Text Search and Replace: You can scan through a document, for locating a string of
characters and then replacing it with a new one.

6. Graphics: Most word processors can incorporate drawings and pictures in a document
that enhances their utility.

7. OLE (Object Linking and Embedding): They allow you to link or embed various objects
like Charts, Equations, ClipArt’s,pictures, etc. within a document.

8. Spell Checker: Word processors are capable of checking spelling, grammatical mistakes
and suggest possible alternatives or improvements for incorrectly spelt words.

Information Technology–VI 37

9. Mail Merging: This feature enables us to print large number of documents with more
or less similar text but different addresses. A single letter can be sent to thousands of
different addresses. The addresses are picked
from a different data file and the document
from a document file and printed with same
contents but different addresses.

Getting Started with MS-Word 2016

Before creating or opening a document in Click here to
Word, you’ll have to load/open Word. Click at open MS-Word
the shortcut of Word-2016 on the desktop, if
available or click Start and scroll down the list Word 2016 application on Start Menu
and click Microsoft Office 2016 folder, choose
Word 2016 application from the menu padfrom
the start menu.

When you open Word 2016 for the first
time, the Word Start Screen will appear.
From here, you’ll be able to create a new
document, choose a template, or access
your recently edited documents.

Word Start Screen that displays document templates

Quick Access Toolbar Title Bar Minimize, Maximise,
Close Buttons

Menu Tabs or Ribbons

From the Word Start Commands in Minimize
Screen, locate and different groups the Ribbon
select Blank document
to access the Word Rulers Group Name Dialog Box Launcher Button Scroll Bars
interface. Workspace

Once you start Word, Insertion Point Zoom Percentage
following window, Status Bar Views of the Document Zoom Bar
the document window
appears wherein you
can start typing text.

Parts of the document windows in Word 2013

38 Word Processing in MS-Word

Word 2016 uses a tabbed Ribbon system that has following major components:

(a) Ribbons contain multiple tabs that are task oriented such as Home, Insert, Design,
Layout, etc.

(b) Within each tab, the related groups are provided.

(c) Within each group, several related command buttons are also grouped together to
execute a command or to display a command menu.

( d) A dialog box launcher is an iconic arrow button in the Ribbons that are used to reveal
additional tools available in that section. The dialog box launcher brings up dialog boxes
for different options depending on the ribbon used.

Creating a New Document

The File tab contains New, Save and Open commands to create, save and open different

documents, respectively.

1. Do any of the following:

• On the Quick Access toolbar, click New Blank

Document.

• Alternatively, press CTRL + N from the keyboard. New Document icon on Quick Access Toolbar

• Click the File tab.

▪ Backstage view will appear.

▪ Select New, then click Blank

document.

2. Type just as you would type on a

typewriter without pressing the enter

key at the end of a line.

3. Press the enter key at the end of the

paragraph.

Opening an Existing Document Click New in Backstage view and select Blank document

1. Do any of the following:

• On the Quick Access toolbar, click Open button.

• Alternatively, press CTRL + O from the keyboard. Open icon on Quick Access Toolbar

• Click the File tab.

(a) Backstage view will appear.

(b) Select Open.

▪ If you’ve opened the desired

presentation recently, you

can browse your Recent

Documents rather than

search for the file.

▪ Select Computer, then click

Browse. Click Open in Backstage view, then click Computer icon and click on Browse button

Information Technology–VI 39

2. In the Open dialog box, choose the appropriate drive and
folder from which you want to open a document.

3. Do any of the following:

• Click on Open to open a document file.

• Click on the down arrow key

to open a pull down menu and click

Open Read-Only.

Open dialog box • Click on Open as Copy to open a copy
of original file.
Open file as Read Only

Saving a Document

You’ll need to save the documents you create in Word, so that
you can access and edit it later.

1. Do any of the following: Save icon on Quick Access Toolbar
• On the Quick Access toolbar, click Save button.

• Alternatively, press CTRL + S from the keyboard.

• Click the File tab.

(a) Backstage view will appear.

(b) Select Save.

(c) If you’re saving the file for the first time, the Save
As pane will appear in Backstage view.

(d) You’ll then need to choose where to save the file and
give it a file name. To save the document to your
computer, select Computer, then click Browse..

(e) The Save As dialog box will appear. Select the Click Save in Backstage view, then click Computer
location where you want to save the document. icon and click on Browse button

(f) Enter a file name for the document, then click Save.

(g) The document will be saved. You can click the Save command again to save your
changes as you modify the document.

Using Save As to make a copy

For example, if you want to save a different version of a
document while keeping the original, i.e., if you want to save
a file named Sales, as Sales2, click the Save As command in
Backstage view. Just like when saving a file for the first time,
you’ll need to choose where to save the file and give it a new
file name.

Save As dialog box

40 Word Processing in MS-Word

Save the file in a different format
1. On the File menu, click Save As.
2. In the File name box, enter a new name for the file.
3. Click Save as type list, and then click the file format that

you want the file to be saved in.
4. Click Save.

Closing a Document

1. Do any of the following:

• On the Quick Access toolbar, click Select the document type you want to save in

the top left of the document window.

(The Control icon is missing MS-Word Click the control icon on
2016)
Quick Access Toolbar

• Alternatively, press ALT + F4 from the keyboard.

• Click the File tab.

(a) Backstage view will appear.

(b) Select Close.

(c) If you have not saved the document earlier or made Save a document before closing it
any changes after saving the document, Word 2016
will prompt you to save the document.

(d) Click Save button in the dialog box.

(e) To close the document without saving, click Don’t Save.

(f) To continue working within the document, click Cancel.

Working with Text

The basics of working with text involve typing, reorganizing, and editing text, add, delete,
and move text, as well as the ability to find and replace specific words or phrases.

Typing Text

To enter text, just start typing in the text area! As you type the text will appear where the
blinking cursor is located and will move from left to right. The characters automatically
shifted to next line and Word continues to let your text wrap (move to the next continuous
line) around until you are ready to start a new paragraph. To break a continuous line and
move to a new paragraph, Press ENTER key at the end of a paragraph.

Using the insertion point to add text

The insertion point is the blinking vertical line in your document. It
indicates where you can enter text on the page. Insertion point is used
in various ways:

• Blank document: When a new blank document opens, the insertion Typing text at the insertion point

point is located in the top-left corner of the page.

Information Technology–VI 41

• Adding spacebar and tabs: Use Spacebar as a separator for your
words and sentences. Use Tab key to create text columns.

• New paragraph line: Press Enter on your keyboard to move the
insertion point to the next paragraph line.

Adding Paragraph line manually place the cursor to insert text

• Manual placement: Once you start typing, you
can use the mouse to move the insertion point to
a specific place in your document. Simply click the
location in the text where you want to place it.

In a new blank document, you can double-click the
mouse to move the insertion point elsewhere on the
page.

Selecting Text

Many operations in Word take place
within the context of a select-then-do
methodology, i.e., select a block of text, and
execute a command to operate on that text. You can select text by using mouse or keyboard,
including items that aren’t next to each other. After selection, it will appear as light type on
a dark background on your screen, the reverse of unselected text.

1. Place the insertion point next to the text you want to select.

2. Click the mouse, and while holding it down drag your mouse over the text to select it.

3. Release the mouse button. You have selected the text. A highlighted box will appear
over the selected text.

Select text by using the mouse

Any amount of text Using the I-beam of mouse, drag the mouse over the text.

A word Double-click the word.

A line of text Move pointer to left of a line until it changes to a right-pointing arrow, and then click.

A sentence Hold down CTRL, and then click anywhere in the sentence.

A paragraph Move pointer to left of the paragraph until it changes to a right-pointing arrow, and
then double-click.

Multiple paragraphs Move pointer to left of the paragraph until it changes to a right-pointing arrow, and
then double-click and drag up or down.

Large block of text Click at start of a selection, scroll to end of a selection, and hold down SHIFT and click.
An entire document
Move the pointer to the left of any document text until it changes to a right-pointing
arrow, and then triple-click.

42 Word Processing in MS-Word

Select text by using the Keyboard

Shift+Right Arrow On character to the right. Ctrl+Shift+Up Arrow To the beginning of a paragraph.

Shift+Left Arrow On character to the left. Shift+Page down On screen down.

Ctrl+Shift+Left Arrow To the end of a word. Shift+Page up On screen up.

Shift+End To the end of a line. Ctrl+Shift+Home To the beginning of a document.

Shift+Home To the beginning of a line. Ctrl+Shift+End To the end of a document.
Shift+Down Arrow One line down. Alt+Ctrl+Shift+Pg Dn To the end of a window.
Shift+Up Arrow One line up. Ctrl+A To include the entire document.
Ctrl+Shift+Down Arrow To the end of a paragraph. Esc Turn extend mode off.

To delete text
There are several ways to delete—or remove—text:
• To delete text to the left of the insertion point, press the Backspace key on your keyboard.
• To delete text to the right of the insertion point, press the Delete key on your keyboard.
• Select the text you want to remove, then press the Delete key.
If you select text and start typing, the selected text will automatically be deleted and replaced

with the new text.

Copying and moving text

Once the text is selected, you can copy, move it in a same or different page to a
different position or delete it collectively. On the Clipboard group in Home tab,
choose Cut, Copy and Paste buttons to perform these operations on text and
objects. Word allows you to copy text that is already in your document and paste
it to other areas of the document, which can save you time. If there is text you Clipboard group
want to move from one area of the document to another, you can cut and paste in Home tab
the text.

To copy and paste text:

Copying text creates a duplicate of the text.

1. Select the text you want to copy.
2. Click the Copy command on the Home tab. You can also right-click

the selected text and select Copy.

Click on Copy button in
Clipboard group in Home tab

3. Place the insertion point where you want the text to
appear.

Place the cursor at the location where you want to
place the copied text

Information Technology–VI 43

4. Click the Paste command on the Home tab.

Click on Paste button in

Clipboard group in Home tab 5. The text will appear.

To cut and paste text: The text is copied at the desired location

1. Select the text you want to cut.

2. Click the Cut command on the Home tab. You can also right-click the

Click on Cut button in selected text and select Cut.
Clipboard group in Home tab

3. Place your insertion point where you want the
text to appear.

The text is moved to the desired location Place the cursor at the location where you want to place the
text being moved

4. Click the Paste command on the Home tab. The text
will appear.

You can access the cut, copy, and paste commands by
using keyboard shortcuts. Press Ctrl+X to cut, Ctrl+C to
copy, and Ctrl+V to paste.

Using Undo and Redo in Word

Using Undo and Redo in Word lets you easily undo previous actions or redo
them again. The Undo button appears in the Quick Access toolbar in Word
by default. The drop-down arrow next to the Undo button contains a list of
your last few previous actions. You may reverse anything that is on this list
by simply clicking it but reversal of actions takes place in the order, they
were executed.

You can also use the keyboard shortcut Ctrl + Z to undo the last action
performed.

Next to the Undo button is the Redo button. The Redo command redoes an

action that was undone. You can also use the keyboard shortcut Ctrl + Y to Click on Undo button in

redo the last action undone. Quick Access toolbar

44 Word Processing in MS-Word

1. To undo your last action, click the Undo button in the Quick Access Undo button
toolbar. Redo button

2. Alternatively, press Ctrl + Z on your keyboard.

3. To undo the last few commands, click the drop-down arrow next to
the Undo button in the Quick Access toolbar.

4. Then select the command to undo.

5. To redo your last undone action, click the Redo button in the Quick
Access toolbar.

6. Alternatively, press Ctrl + Y on your keyboard.

Time for a Recall

▪ Word Processing is manipulation of text with the at the end of a line because the word processor
help of a computer related software that provides automatically wraps text from one line to the next.
a set of tools for entering, editing, and formatting
text. ▪ Deleting Text is an important aspect of handling
text. You can choose Backspace and Delete key to
▪ Text Editing allows you tocarry out different types delete character by character.
of alterations involving insertions, deletions and
corrections on the text. ▪ The Ribbon contains multiple tabs, each with
several groups of commands.
▪ Text Formatting allows you tomake typed text
appear in any form or style (bold, underline, italics, ▪ A dialog box launcher is an iconic arrow button
different fonts, etc.). in the Ribbon of Microsoft Office products that are
used to reveal additional tools available for use in
▪ Spell Checker allows you tocheck spelling mistakes that section of the Ribbon.
and grammatical mistakes, and also can suggest
possible alternatives for incorrectly spelt words ▪ Title Bar: Itis located at the top of the screen; it
and alternatives or improvements. displays the name of a document window (Microsoft
Word) and the active document (Document-1).
▪ The Insertion Point is a flashing vertical line that
marks the place where the text will be entered. ▪ Status Bar: Itdisplays information regarding page
numbers, the column and line number on which
▪ The Word Wrap is a concept in which you can the cursor is present at any given point of time.
type continually without pressing the enter key
▪ Workspace: Itis the area in the document windows
wherein you enter the text of your document.

Match the Column A & B

Column A Column B

(a) Save As (i) Ctrl + B
(b) Select All (ii) Ctrl + U
(c) Bold (iii) Ctrl + S
(d) Italic (iv) Ctrl + O
(e) Underline (v) Ctrl + A
(f) Open (vi) Ctrl + I

Information Technology–VI 45

A. Multiple Choice Questions (MCQs) :

1. Keyboard shortcut for cut operation is ...................

(a) CTRL+P (b) CTRL+C (c) CTRL+X

2. Keyboard shortcut for copy operation is ...................

(a) CTRL+P (b) CTRL+C (c) CTRL+X

3. It is located at the top of the screen & displays the name of a document window.

(a) Status bar (b) Title bar (c) Menu bar

4. It is an area in the document window where you enter text of your document

(a) Workspace (b) Wordspace (c) Textspace

5. It is a flashing vertical line that marks the place where the text will be entered

(a) Text Point (b) Insertion Point (c) Cursor Point

6. To select text to the end of the line, press

(a) SHIFT+RIGHT Key (b) SHIFT+END Key (c) SHIFT+HOME Key

7. Keyboard shortcut for save operation is ................

(a) CTRL+A (b) CTRL+S (c) CTRL+L

8. To select all text in a document, press ................

(a) CTRL+A (b) CTRL+S (c) CTRL+L

B. State True and False for the following statements : _____
1. Word processing deals with formatting of text only with the help of a computer. _____
2. Status Bar displays information regarding page numbers, the column and line number. _____
3. The Ribbon contains multiple tabs, each with several groups of commands. _____
4. Backspace delete a character right to the insertion point. _____
5. The Insertion Point is a flashing vertical line that marks the place where the text will be entered. _____
6. The control icon is present in MS-Word 2016.

C. Fill In The Blanks :

1. ____________ allows you to carry out different types of alterations involving insertions, deletions and
corrections on the text.

2. The____________ is a flashing vertical line that marks the place where the text will be entered.
3. You can choose ____________ and ____________ key to delete character by character.
4. ____________ is located at the top of the screen.
5. ____________ is the area in the document windows wherein you enter the text of your document.
6. Press ____________ on your keyboard to move the insertion point to the next paragraph line.

46 Word Processing in MS-Word

D. Short Answer Questions :
1. What do you understand by word processor?
2. How will you select text upto one screen down?
3. How will you select text upto the end of the document?
4. How will you copy a selected text from the document?
5. How will you paste the text from the clipboard?
6. How can you delete one character at a time from the right side of cursor?
7. How can you delete one character at a time from the left side of cursor?

E. Long Answer Questions :

1. Describe the following:

(a) Insertion Point (b) Word wrapping (c) Ribbon (d) Dialog box launcher

2. Discuss the various features of a word processor. (d) Quick Access toolbar
(g) Title bar
3. Explain the terms ribbon, groups and commands.

4. Describe the following components of MS-Word window:

(a) Menu (b) Shortcut menu (c) Ruler

(e) Scrollbars (f) End-of-Document Marker

(h) Status Bar

5. What is the difference between Save and Save As option?

6. What is meant by Undo and Redo commands in Word?

In the Lab

1. Design a poster on HOLI MELA.
2. Prepare a greeting card for your teacher’s birthday.
3. Prepare an application letter to your principal seeking a medical leave.

Group Discussion 47

Divide the class into groups and discuss the following topics:
1. Features of Word Processors
2. Elements of MS-Word 2016 window
3. Using shortcuts in selection of text
4. Functioning of Undo and Redo command

Information Technology–VI

Project Work

1. Create a new Word document and type the following text in it.
Electronic Data Processing
Man has been manipulating data since the dawn of civilization. Data processing and data processing devices

have been around almost since the beginings of civilization. However, it was only with the introduction of
the electronic computer in the latter half of the twentieth century that the data processing emerged as
a well defined and important discipline. The advances in data/information processing have been keeping
abreast of the advances in science and technology. Today the processing of data has been one of the basic
tasks in any organization, whether commercial, scientific, governmental function, etc. In present age,
when we talk of data processing that is in reference to the computer data processing, i.e., processing or
manipulation of data by the computer. Data processing is a series of actions or operations that convert data
into useful information. The term data processing system is used to include the resources which are used to
accomplish the processing of data. It may be noted that data processing is mainly associated with business
and commercial work where the emphasis is on the volume of data and the nature of the processing is
repetitive. In scientific data processing, correct calculations are carried out on a relatively small volume of
data.
(a) Save the document as DOCUMENT.DOC
(b) Select the heading of the document, cut and paste it at the end of the document.
(c) Undo the previous action
(d) Make a copy of this document with a different name.
(e) Select the second paragraph and delete it.
(f) Undo the above action and see the effect
(g) Redo the above action and see the effect

Educate your students ONLINE

1. www.geeksforgeeks.org/difference-between-word-processor-and-text-editor
2. www.webopedia.com/definitions/word-processor
3. www.softwaretestinghelp.com/best-free-word-processor

48 Word Processing in MS-Word

4 Formatting and

Alignment

Learning Objectives: ▪ Font, Typeface, Typesize
▪ Alignment of Text
▪ Text Formatting ▪ Spelling and Grammar Check
▪ Text Case, Subscript and Superscript ▪ Page Size and Page Breaks
▪ Bullets and Numbering
▪ Page Layout: Orientation, Margins

Introduction

In the previous session, we learnt to create, edit documents, and other various components
of MS-Word 2016. In this session, we shall discuss the various tools available to format the
text, paragraph, page, layout in a document, bullets and numbering, spelling and grammer
checking, in MS-Word 2016.

Text Formatting

Formatted text can draw the reader’s attention to specific parts of a document and emphasize
important information. Formatting text in Microsoft Word refers to controlling how text
appears in your document. It includes text size, color, font, alignment, spacing, letter case
and inserting special symbols. Microsoft Word styles make it easy to change and apply
styles throughout a document.

What is a Font?

A font is a graphical representation of text
that may include a different typeface, typesize,
weight, color, or design. The image shows
examples of different default computer fonts.
Software programs like Microsoft Word,
Microsoft Excel, and WordPad allow users to
change the font used when typing text in the
document or spreadsheet, as do web designers.

Changing the font can alter the look and feel

of a block of text. Some fonts are designed to Default fonts used in different software
be simple and easy to read, while others are

designed to add a unique style to the text. For example, Arial has a simple, modern look,

while Palatino has an older more traditional appearance.

Information Technology–VI 49