A computer is a fast and accurate electronic symbol (or data) manipulating

system that’s designed and organized to automatically accept and store input data,

process them and produce output results under the direction of detailed step-by-step

stored program of instructions.

Because computers are the backbone of modern business and you want to become

a success in the job of your choice, as well as experience new and exciting learning

opportunities. The need to know how to input, process, store, and output data and

information has become increasingly relevant to anyone who plans to enter the business

environment. Your survival in the business world of today and tomorrow depends more

and more on how well you understand what a computer is, how it’s works, and what it

can be used for.

The computer is qualifies as a system.

A computer system is a combination of five elements: Hardware Software People Procedures Data /information

Data comprises the raw, unevaluated facts, concepts, or instructions processed by the

computer to output information, the useful product of processing. Information is used to

make decisions.

People have always been extremely important to the functioning of a computer system.

In the past, when computers weren’t so commonplace in business, many people were able

to ignore them. Today, however , it is much more difficult to avoid becoming part of a

computer system.

Hardware is the actual computer equipment must be used with software, the instructions

that tell the computer what to do. Software is written by people. System software

comprises the general instructions that tell the computer how to operate; applications

software comprises the specific business-task-related instructions that help a user get his

or her job done. Procedures are represented by documentation such as users’ manuals,

which tell users how to proceed.

Computers are generally classified into one of for categories, based on seven factors:

Type of CPU

Amount of main memory the CPU can use

Storage capacity

Speed of output devices

Processing speed

Number of users that can access the computer at one time

Cost

The smallest, slowest, and at least expensive computer is the microcomputer, followed

by minicomputer, the mainframe computer, and the supercomputer.

Knowledge of a microcomputer is especially relevant for people in business today.

The microcomputer’s t basic hardware components are:

input hardware

storage hardware

processing hardware

output hardware

Input Devices Input devices, such as a keyboard or mouse, permit the computer user to

communicate with the computer. Other input devices include a joystick, a godlike

device often used by game players; a scanner, which converts images such as

photographs into binary information that the computer can manipulate; a light pen,

which can draw on, or select objects from, a computer's video display by pressing the

pen against the display's surface; a touch panel, which senses the placement of a user's

finger; and a microphone, used to gather sound information.

Computer Memory

To process information electronically, data are stored in a computer in the form

of binary digits, or bits, each having two possible representations (0 or 1). If a second

bit is added to a single bit of information, the number of representations is doubled,

resulting in four possible combinations: 00, 01, 10, or 11. A third bit added to this two-

bit representation again doubles the number of combinations, resulting in eight

possibilities: 000, 001, 010, 011, 100, 101, 110, or 111. Each time a bit is added, the

number of possible patterns is doubled. Eight bits is called a byte; a byte has 256

possible combinations of 0s and 1s.

A byte is a useful quantity in which to store information because it provides

enough possible patterns to represent the entire alphabet, in lower and upper cases, as

well as numeric digits, punctuation marks, and several character-sized graphics

symbols, including non-English characters such as . A byte also can be interpreted as

a pattern that represents a number between 0 and 255. A kilobyte—1000 bytes—can

store 1000 characters; a megabyte can store 1 million characters; and a gigabyte can

store 1 billion characters.

The physical memory of a computer is either random access memory (RAM),

which can be read or changed by the user, or computer, or read-only memory (ROM),

which can be read by the computer but not altered. One way to store memory is within

the circuitry of the computer, usually in tiny computer chips that hold millions of bytes

of information. The memory within these computer chips is RAM. Memory also can be

stored outside the circuitry of the computer on external storage devices, such as

magnetic floppy disks, which store about 2 megabytes of information; hard drives,

which can store thousands of megabytes of information; and CD-ROMs (compact

discs), which can store up to 600 megabytes of information.

The Bus

The bus is usually a flat cable with numerous parallel wires. The bus enables the

components in a computer, such as the CPU and memory, to communicate. Typically,

several bits at a time are sent along the bus. For example, a 16-bit bus, with 16 parallel

wires, allows the simultaneous transmission of 16 bits (2 bytes) of information from

one device to another.

The Central Processing Unit (CPU)

Information from an input device or memory is communicated via the bus to the

CPU, which is the part of the computer that translates commands and runs programs.

The CPU is a microprocessor chip—that is, a single piece of silicon containing millions

of electrical components. Information is stored in a CPU memory location called a

register. Registers can be thought of as the CPU's tiny scratchpad, temporarily storing

instructions or data. When a program is run, one register called the program counter

keeps track of which program instruction comes next. The CPU's control unit

coordinates and times the CPU's functions, and it retrieves the next instruction from

memory. In a typical sequence, the CPU locates the next instruction in the appropriate

memory device. The instruction then travels along the bus from the computer's memory

to the CPU, where it is stored in a special instruction register. Meanwhile, the program

counter is incremented to prepare for the next instruction. The current instruction is

analyzed by a decoder, which determines what the instruction will do. Any data the

instruction needs are retrieved via the bus and placed in the CPU's registers. The CPU

executes the instruction, and the results are stored in another register or copied to

specific memory locations.

The central processing unit (CPU) is the brain of the computer. It reads and

interprets software instructions and coordinates the processing activities that must take

place. The CPU has two main parts:

The Control unit

The arithmetic (logic unit)-ALU

The control unit does not execute instructions itself; it tells other parts of the

computer system what to do. It determines the movement of electronic signals between

main memory and arithmetic/ logic unit as well as the control signals between the CPU

and input/output devices. The ALU performs all the arithmetic and logical (comparison)

functions- that is it adds, subtracts, multiples, divides and does comparisons: «less than»,

« greater than» or « equal to» and its combinations.

Output Devices

Once the CPU has executed the program instruction, the program may request

that information be communicated to an output device, such as a video display monitor

or a flat liquid crystal display. Other output devices are printers, overhead projectors,

videocassette recorders (VCRs), and speakers.

Hardcopy output can be paper with text (words or numbers) or graphic printed on it

Softcopy output is displayed on a monitor a television like screen on which you can read

text and graphics.

3. A computer system - refers to the hardware and software components that run a

computer or computers.

Computer system.

Hardware refers to objects that you can actually touch, like disks, disk drives ,

display screens , keyboards , printers , boards , and chips . In contrast, software is

untouchable. Software exists as ideas, concepts, and symbols, but it has no substance.

Books provide a useful analogy. The pages and the ink are the hardware, while the words,

sentences, paragraphs, and the overall meaning are the software. A computer without

software is like a book full of blank pages -- you need software to make the computer

useful just as you need words to make a book meaningful.

The terms software and hardware are used as both nouns and adjectives. For example,

you can say: "The problem lies in the software," meaning that there is a problem with the

program or data, not with the computer itself. You can also say: "It's a software problem."

The distinction between software and hardware is sometimes confusing because they

are so integrally linked. Clearly, when you purchase a program, you are buying software.

But to buy the software, you need to buy the disk (hardware) on which the software is

recorded.

1.2 Software categories

Software is often divided into two categories:

1. systems software;

2. application software.

1. systems software : Includes the operating system and all the utilities that

enable the computer to function.

operating system - The most important program that runs on a computer. Every general-

purpose computer must have an operating system to run other programs. Operating

systems perform basic tasks, such as recognizing input from the keyboard, sending output

to the display screen, keeping track of files and directories on the disk, and controlling

peripheral devices such as disk drives and printers.

For large systems, the operating system has even greater responsibilities and

powers. It is like a traffic cop - it makes sure that different programs and users running at

the same time do not interfere with each other. The operating system is also responsible

for security, ensuring that unauthorized users do not access the system.

Application software, also known as an application or an "app", is computer software

designed to help the user to perform specific tasks. Examples include enterprise software,

accounting software, office suites, graphics software and media players. Many application

programs deal principally with documents. Apps may be bundled with the computer and its

system software, or may be published separately. Some users are satisfied with the bundled apps

and need never install one.

After Windows is set up on your computer, it’s easy to start.

Turn on your computer and after you will see some cryptic information displays this

information to let you know how of is configuring stops scrolling past and so on. You do your

work in rectangular areas of the screen called windows. These windows appear on a background

called desktop (fig.1).

The desktop main elements:

My computer – for seeing all folders, files, drivers of your computer;

Recycle Bin – everything you delete Windows saves in the Recycle Bin. You can restore

items, if you accidentally deleted them;

My Network Places displays all of the shared computers, printers, and other resources

on the network to which your computer is connected. You can use the Add Network

Place wizard to create shortcuts to network, Web, and FTP servers. Computers Near

Me enable you to narrow your search to computers in the same workgroup. To open My

Network Place, double-click My Network Place on the desktop.

Task bar –the bar that contains the Start button and appears on the bottom of the

desktop. You can click the task bar buttons to switch between running programs. You

can also hide the task bar, move it to the sides or top of the desktop, and customize it in

other ways.

The applications you work with (such as: WinWord or Excel) are represented in

Windows by small graphical symbol called icons.

You often carry out an action in Windows by choosing an item. For example, choosing

an icon you can start an application. You choose an icon by double-clicking it with the mouse

(fig.1). After you start an application, it runs in an application window on the desktop.

You can reduce any open application window to an

application icon. An application icon is a small picture representing an application. By

reducing application window to icons, you can free space on your desktop without quitting the

applications(fig.1).

Parts of window.

Most windows have certain elements in common, such as a title bar and a menu bar.

Not all windows, however, have every element (fig.2).

The control-menu box is in the upper-left corner of each window. Click the control

menu box to open the Control menu (fig.3)

The control menu is most useful if you use your keyboard (rather than a mouse) to

move, size and close a window;

Reduced application windows

Fig.1

The title bar shows the name of the application, document, group, directory, or file. If

more than one window is open, the title bar for the active (the one in which you are

working) has a colour or intensity different from other title;

Moving the window corner shortens or lengthens two adjoining side of a window

border in the same time;

Choosing and selecting.In Windows the terms choose and select have different meaning. Selecting an item

usually means marking it with the selection cursor, which can appear as a highlight, a dotted

rectangle, or both. Selection alone does not start an action.

You choose an item to carry out an action. For ex., choosing an icon might start an application,

open a window or carry out a command.

Selecting items.

You often need to select an item or multiple items from a list, for ex. When using a dialog

box.

To select a single item by using a mouse:

1. If necessary, click the scroll arrows until the item you want appears.

2. Click item.

Fig2.

Fig.3

To select or cancel multiple sequential items.

To select items, click the first item you want to select, and then drag the cursor to the last item

you want. To cancel the selection, click any item in list . Or click the first item you want to

select, press and hold down Shift, and then click the last item you want.

To select or cancel multiple nonsequential items.

To select, press and hold down Ctrl, and then click each item you want to select. To cancel,

press and hold down Ctrl, and then click item to cancel the selection.

To open a menu and choose an item

1. Move the mouse pointer so that it points to the name of the menu on the menu bar, and then

click the left mouse button.

2. Click the menu item you want. Or drag the selection cursor down the menu until the menu

item is highlighted, and then release the mouse button.

Tip. To move directly to a command on a menu, type the letter that is underlined in the item

name.

In windows are used the following convention:

Dimmed (or not visible) command -you cannot use command with your application at the

current time. (fig11)

An ellipsis () following a command- a dialog box appears when you choose the

command. The dialog box contains options you need to select before the command can be

carried out. (fig10)

A check mark () to the left of a command -the command is in effect. When you remove

the check mark (by choosing the command again), the command is no longer in effect (fig.7).

A key combination to the right of a command - is a shortcut for choosing the command.

You can press the keys listed to choose the command without first opening the menu. (fig12)

A triangle () to the right of a command - when you choose this command, a cascading

menu appears.(fig.9)

A to the left of a command – only one of the command at a time can be in effect (fig.11)

1. A file name can contain up to 215 characters, including spaces. However, it is not

recommended that you create file names with 215 characters. Most programs cannot

interpret extremely long file names. File names cannot contain the following characters:

\ / : * ? " < > |

2. You can also rename a file or folder by right-clicking it and then clicking Rename.

3. The name of system folders such as Documents and Settings, Winnt, or System32 cannot

be changed because they are required for Windows to run properly.

To delete a file or folder

1. Open Windows Explorer

2. Click the file or folder you want to delete.

3. On the File menu, click Delete.

Notes Deleted files remain in the Recycle Bin until you empty it unless you press and hold

down SHIFT while dragging an item to the Recycle Bin. Then the item is deleted from your

computer without being stored in the Recycle Bin.

If you want to retrieve a file you have deleted, double-click Recycle Bin on the desktop,

right-click the file you want to retrieve, and then click Restore.

You can also delete files or folders by right-clicking the file or folder and then clicking

Delete.

To search for a file or folder

1. Click Start, point to Search, and then click For Files or Folders. (fig.14)

2. In Search for files or folders named, type all or part of the file name or folder you want

to find.

3. To search for files containing specific text, in Containing text, type the text you want to

find.

4. In Look in, click the drive, folder, or network you want to search.

5. To specify additional search criteria, click Search Options, and then click one or more of

the following options to narrow your search:

o Select Date to look for files that were created or modified on or between specific

dates.

o Select Type to look for files of a specific type, such as a text or WordPad

document.

o Select Size to look for files of a specific size.

o Select Advanced Options to specify additional search criteria.

6. Click Search Now (fig.14)

Fig.14

Notes

If you get too many results, try entering additional search criteria to make your search

more specific.

To clear the search criteria fields and begin a new search, click New.

Under Advanced Options, Search slow files refers to files that reside on removable

storage media, such as optical or tape backup. These files may need to be copied to a

faster storage medium before the contents can be searched.

To create a shortcut in a folder

1. Open Windows Explorer.

2. In the Folders list, click the folder in which you want to create the shortcut.

3. On the File menu, point to New, and then click Shortcut.

4. Follow the instructions on your screen.

Notes

Folders can also be opened by double-clicking the folder in the details pane on the right.

A shortcut is a quick way to start a frequently used program or open a file or folder

without having to go to its installed location.

To add a shortcut to the Start menu or a submenu

1. Click Start, point to Settings, and then click Taskbar & Start Menu (fig.15)

2. Click the Advanced tab fig.16)..

3. Click Add, and then follow the instructions in the Create Shortcut wizard.

Note

To open the Taskbar and Start Menu Properties dialog box, right-click an empty area

on the taskbar, and then click Properties.

Fig.15

8.2 USING START MENU To change the Start menu settings

1. Click Start, point to Settings, and then click Taskbar & Start menu

2. Click the Advanced tab (fig.17)

3. In Start menu Settings, select or clear the options you want to turn on or off. (fig16)

This option Does this

Display Administrative ToolsAdds the Administrative Tools menu to the Programs menu.

Display Favorites Adds the Favorites menu to the Start Menu.Display Logoff Adds a Logoff command to the Start Menu.

Expand Control PanelDisplays the Control Panel Start Menu contents in a list instead of a window.

Expand My DocumentsDisplays the My Documents menu contents in a list instead of a window.

Expand Network and Dial-up Connections

Displays the Network Dial-up Connections menu contents in a list instead of a window.

Expand PrintersDisplays the Printers menu contents in a list instead of a window.

Scroll the Programs menuDisplays the contents of the Programs menu in a scrolling list instead of columns.

Note

To open the Taskbar and Start Menu Properties dialog box, right-click an empty area

on the taskbar and then click Properties.

Fig.16

Fig.17

8.3.TRANSFERING INFORMATION BETWEEN APPLICATIONS BY USING THE

CLIPBOARD

Information you cut or copy onto the Clipboard remains there until you clear it or cut or

copy another piece of information onto it, or until you quit Windows. Because the information

remains on the Clipboard, you can paste the information into a document as often as you like.

The method you use to transfer information onto the Clipboard depends on whether you

are using a Window-based or MS-DOS-based application and whether it’s running in a window

or a full screen.

If you are using a Window-based application, you can cut, copy selected information onto

the Clipboard. You can copy also the image of the entire desktop or a single window.

To cut or copy information onto the Clipboard

1. Select the information you want to cut or copy. You can cut or copy text, graphics, or a

combination of text and graphics;

2. From the application’s Edit menu, choose Cut or Copy. Use the Cut command for to

remove information from a file and place it onto the Clipboard. Use the Copy command to

place a copy of the information onto the Clipboard leaving the information in its original

location as well.

To copy an image of the desktop onto Clipboard

press Print Screen button.

Note If Print Screen does not copy the screen onto the Clipboard you may not have an

enhanced keyboard. Try pressing Alt+Print Screen or Shift+Print Screen to copy screen.

To copy the contents of the active window onto the Clipboard press Alt+Print

Screen.

If you are copying from Window-based application, a bitmap of the window is placed onto

the Clipboard. If you are copying from MS-DOS-based application, the information is placed

onto the Clipboard as a text

To copy from MS-DOS based application running in a window

1. Run MS-DOS prompt application.

2. Click on the right mouse’s button and, choose Edit, Mark.

4. Drag the mouse pointer across the information you want to copy (fig.18).

5. Click Control-menu box, and then choose Edit. The Edit drop-down menu appears.

6. Choose Copy to transfer the selected information onto Clipboard (fig.18)

7. Exit from MS-DOS.

Fig.18

Pasting the information from the Clipboard

You can paste information from the Clipboard into an application at any time.

To paste information

1. Start the application;

2. Place the insertion point where you want to paste the information;

3. Choose Paste (Edit menu) of application.

8.4. OBJECT LINKING AND EMBEDDING

To understand object linking and embedding, you need to be familiar with the following

terms and concepts.

An object is a piece of information such as a chart, a drawing, or text that can be linked an

embedded.

A source document is the document in this the object originates

A destination document is the document into which you place an object

An embedded object is an object in a destination document that is a copy of information that

was created in another application . By double-clicking it - you start application that was used

to create it, without switching away from the document you’re working in. After it is

embedded, an object is no longer connected to the source document , changes you make to

the object do not affect the source document.

When you create a linked object, you establish a link between the destination and source

documents. Although the linked object displayed in the destination document and you can

print the object, the data that makes up the object resides only in the source document. When

you make changes to a linked object, you are actually changing the information in the source

document. When you make changes in the source document the changes appears in the

destination document (updating the linked object).

Embedding an object

The way you embedded an object depends on the type of the object it is and whether the

object has already been created.

Note Different applications may use different menu commands for object linking and

embedding.

You can embed an object by starting from either the source or destination document.

To embed a Paintbrush object, starting from Microsoft Word

1. Open the Microsoft Word document in which you want to embed the object (fig.18).

2. Place the insertion point where you want to place object.

2. From Edit menu, choose Insert object . A dialog box appears (fig.19) listing all the

applications on your computer that support OLE.

Fig.19

Select Paintbrush Picture, and then choose Ok button (fig.20)

Fig.20

4. In the Paint window, create a drawing, or open the document that contains the drawing you want to embed.(fig.21).

Fig.21

6. Click anywhere on the Word document and you Exit Paint and return to Word document.

Editing an embedded object.

To edit an embedded Paintbrush object from within a Word document.

1. In the Microsoft Word document, choose the embedded object, by double-clicking it.

Paintbrush opens with the object displayed.

2. Edit the object as need. From File menu, in Paintbrush choose Update or click anywhere.

The embedded object is updated in the Microsoft Word document.

3. From File menu in Paintbrush , choose Exit&Return To (name of document). Paintbrush

closes and you return to the Microsoft Word document.

Linking an object

To link information between documents

1. Select the information that you want to link to another document.

2. On the Edit menu, click Copy.

3. Click the location in the new document where you want to place the linked object.

4. On the Edit menu, click Paste Special.

5. Click Paste Link, then click OK.

Notes

Some programs do not support linking. If linking isn't available, Paste Special will be

unavailable on the Edit menu.

You can link information between documents that were created in different programs.

Editing a linked object

1. In the Microsoft Word document, choose the linked object, by double-clicking it.

Paintbrush opens, with the source document displayed.

2. .Edit the object as needed. The linked object in the Microsoft Word document is updated as

you make your changes.

3. In the Paintbrush, choose Save, File menu.

4. From File menu, choose Exit. Paintbrush closes and you return to the Microsoft Word

document.