1 · Fundamen Fundamentals tals of computing
Electroni c Docume nt Preparati on and 1
Manage ment for CSEC Examinations ®
Howard Campbell and Olivene Bogle-Graham CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC). Electronic Document Preparation and Management for CSEC ® Examinations is an independent publication and has not been authorised, sponsored, or otherwise approved b C!C"
Macmillan Education #etween $owns %oad, &xford &!' (PP ) division of Macmillan Publishers *imited Companies and representatives throughout the world +S# -S#. /012324(325(('620 +S# -CD2%&M. /012324(32'4'5323
Manage ment for CSEC Examinations ®
Howard Campbell and Olivene Bogle-Graham CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC). Electronic Document Preparation and Management for CSEC ® Examinations is an independent publication and has not been authorised, sponsored, or otherwise approved b C!C"
Macmillan Education #etween $owns %oad, &xford &!' (PP ) division of Macmillan Publishers *imited Companies and representatives throughout the world +S# -S#. /012324(325(('620 +S# -CD2%&M. /012324(32'4'5323
1 · Fundamen Fundamentals tals of computing
+S# -S#7CD2%&M P)C8. /012324(32'4/642( $ext $ext 9 copright :oward Campbell, &livene #ogle2;raham, 4364 -)dditional material b 8ae Collate )nderson. Design and illustration 9 copright Macmillan Publishers *imited 4364 ing Cover design b Car e hav havee no control over, and are not responsible for, the contents of such third part websites" Please use care when accessing them" )lthough we have tried to trace and contact copright copright holders before publication, in some some cases this has not been possible" +f contacted we will be pleased to rectif an errors or omissions omissions at the earliest opportunit" Printed and bound in Malasia 436B 4365 436' 436( 4364 63 / 1 0 B 5 ' ( 4 6
Contents Series preface
iv
About this book
v
About the CD
v
3
List of tables and fiures techni&ues
vi ! "undamentals of computin ! # $e%boardin
#'
ntroduction to application soft*are ' ' Electronic editin and proofin + + Document formattin /abulations
,, , -reparin a t%pescript
0, 1 -resentations
!2 nformation interation correspondence
!+1
13 Displa%s
222
!! 0 Databases
!0 !! Selection of stationer%
14 Leal4 technical and literar% documents
!#+ !'1 !# 3usiness
222
15 Electronic communication 222 !, Document manaement
222
17 Ethics 222 18 School5based assessment
222
6lossar%
222
ndex
222
Series Preface This new series of textbooks for the Caribbean Examinations Council C!C" General #roficienc$ examinations has been developed and written b$ teachers with man$ $ears% experience of C&EC examinations in Caribbean schools' ( textbook is used in different wa$s at different times' )eaders might be starting a topic from scratch* and need to be led through a logical explanation one step at a time' &tudents with a working knowledge of a topic might need to clarif$ a detail* or reinforce their understanding' Or* the$ ma$ simpl$ need to believe that the$ do have a good grasp of the material being studied' +n this speciall$ created format the same for all of the books in the series" the pages are designed to allow stud$ of the text* uninterrupted b$ an$thing but essential diagrams' (dditional material* including references to unfamiliar technical terms* is placed where it can readil$ be consulted* in the side column' Examination-st$le ,uestions are provided for each chapter* and short +n-Text .uestions% with answers" are placed throughout the text* allowing students to check their grasp of the topic as the$ read' Teachers throughout the region emphasise that inclusion of schoolbased assessment &B(" material is of immense help and value' The C&EC s$llabus explains the rationale for the &B( exercise* and explains its expected structure' The structure of the &B( component is explained in the last chapter of the text'
1 · Fundamentals of computing
/r 0ike Ta$lor &eries Editor
About Dox to Go /ox to Go is a fictional document preparation and management compan$ operating in the Caribbean' 1ames* characters* businesses* places* events and incidents are either the products of the authors% imagination or used in a fictitious manner' (n$ resembalance to actual persons* living or dead* or actual events is purel$ coincidental' &cenarios are used at the beginning of each chapter to provide a preview of what will be discussed' 2sers of the book are cast in the role of Customer &ervice (ssociates' This will allow users to become active participants in the learning process as the activities unfold'
iv
About this boo This book isn%t 3ust words on a page' This one has some important features' Each will help $ou* in its own wa$* if $ou take advantage of it'
•
There are T4O CO5201&' The bigger column has the text and an$ large diagrams6 the screenshots are from 0icrosoft 4ord 7898* so stud$ them carefull$' The$ ma$ differ from what $ou might expect if $ou are used to an earlier version of 4ord'
•
The first time that an important 1E4 4O)/ occurs* it is repeated in the smaller column' +f $ou want to check what a word means $ou can find it ,uickl$ in the glossar$'
•
+n the smaller column there are .2E&T+O1& called +n-Text .uestions% +T.s"' 4hen $ou have read the ad3oining paragraphs* tr$ to answer the ,uestion in $our head* or on paper* as $ou wish' +f $ou can* $ou%re on the road to understanding' +f $ou can%t* 3ust go back and read that bit again' (nswers to the +T.s are at the end of each chapter* so $ou can tell how good $our answer was'
!
•
2se $our smartphone to scan the B()CO/E& in the margins to be taken to the relevant websites' :ou can download a .)-reader for $our phone*
•
&uccess in E/#0 rests on $our skills' &ome of the tasks $ou learn will be unfamiliar and $ou need to practise them' &o there are opportunities in the chapters to tr$ out the methods while $ou are at the computer' &ome chapters are full of How to ;% exercises and give $ou the chance to have a go' There are lots more practice activities on the C/'
•
There is a whole chapter about the new &B(' /on%t cop$ an$thing from it < use it as a model for designing and executing $our own work'
•
There is a detailed +1/E!' /on%t be afraid to use it to find what $ou want'
•
(t the end of each chapter there are some E!(0+1(T+O1-&T:5E .2E&T+O1&' :our teacher will suggest how $ou can best use them'
About the CD •
The C/ will reall$ help $ou get to grips with those new skills' +t has lots to practise on < for speed* for accurac$* and for audio-work'
•
4hen $ou use the C/ $our screen will be divided into two' =or speed and for accurac$ practice* the left-hand side will show the document $ou are working from' The right-hand side will show what $ou t$pe' 4hen $ou finish* the left-hand side will change to show the correct version' :ou can compare it with $ours so that $ou can see 3ust how well $ou did'
•
+f $ou choose to t$pe from an audio* the left-hand side will be blank' :ou pla$ the audio and t$pe the words* which will appea r on the righthand side as before' :ou will be able to choose to pla$ the audio at normal speed* or more slowl$* and repla$ part of the file if $ou wish' 4hen $ou are finished* the right-hand side will show the document as it should be'
•
There is a timer that shows $our t$ping speed in words per minute < so $ou can set $ourself whatever target $ou wish'
•
The results are for $our e$es onl$%' 1o one else can see how well or badl$ $ou have performed'
v
1 · Fundamentals of computing
1 "undamentals of computing
#
>hen writing sstems were invented in ancient civilisations, nearl everthing that could be written upon F stone, cla, tree bark, metal sheets F was used for writing" $oda, computerisation has revolutionised the wa the printed word is captured, stored, processed and disseminated" Students, researchers, businesspersons, travellers and others now rel on a range of electronic tools for creating, capturing and sharing information" Terique Jones, the Managing Director of Dox to Go (D2G), has just returned from a trip to Guyana where he officiay opened D2G!s fifth "ranch# $e was %ery excited "ecause he had the opportunity to use a range of new toos for eectronic document preparation# $e was %ery impressed with the way the new computer systems were instaed and connected to each other on a wireess networ&# $e had high praise for the state'of'the'art scanners and high'speed coour printers# $e was particuary impressed with the high'speed nternet access and the i'*i hotspot# The state'of'the'art computer system wi aow customers to prepare and su"mit documents from their own note"oo&s, net"oo&s and smartphones whist seated in the reception area#
1 · Fundamentals of computing
&rganisations have invested in a range of electronic tools -computer hardware and computer software. to collect and manage their resources -data and information." $hese tools are also used to produce, store, retrieve and share documents" $he abilit to use and manipulate a range of electronic tools is a ver important skill set that most emploees toda should possess"
4hat is a computer> $he computer has become an indispensable tool in the world of work" &rganisations depend on them for document preparation, communication, record keeping, and a host of other tasks" >hen we browse the web, pla games or update our status, do we give an thought to what this wonderful machine is, or how it works Computers have been programmed to carr out a series of logical and mathematical operations" $he wa in which the carr out these operations has changed over time, but fundamentall the computer alwas accepts input from ou -the user., does something, and then shows ou the results" So, if ou input www"facebook"com into the address bar, the computer processes this information b finding that web page, and outputs the results to the screen when it shows ou the page" +nput, process, output F simpleG
+T.9 +n addition to paper* list O1E OTHE) tangible t$pe of material used in business communications'
+T.7 5ist =O2) electronic tools that are likel$ to be used in a business for document preparation and management'
Computerisation has revolutionised the wa the printed word is Figure 1.1 captured, stored, processed and disseminated" +t has facilitated Huicker and more creative was of capturing and sharing information" Consider how we now capture images, video and sound with our mobile phones and digital cameras and share them electronicall via short messaging service -SMS. or e2mail" computer • ) computer is an electronic machine that accepts input -data., processes that input and
J J J J
stores or outputs the resulting information" Computers toda are available in a wide range of shapes, siIes and stles" +ndustr experts tpicall classif computers into eight categories? personal computers, mobile computers, mobile devices, game consoles,
$
J J J
Figure
1.2
servers, mainframes, supercomputers,J embedded computers" Categories of computer sstems tend to change with the passage of time" ) computer in one categor toda ma have to be placed in a new categor in 63 earsK time" $he categor it best fits into ma be determined b the computerKs siIe, processing power or level of portabilit"
Computers are available in a range of siIes
&ur discussions for this course will be focused on computer sstems that are tpicall used in organisations to produce documents of the Hualit and standard reHuired in the 46st2centur world of business" $hese are mainl microcomputers • microcomputers including laptops, desktops, netbooks and smartphones"
ITQ3 Suggest THREE ways in which a business may use a mobile comute! to ai" in e lect!onic "ocument !ea!ation an" management#
3 4
(ctivit$ 9
Lisit www"&fficeDepot"com and browse the $echnolog section of the website" 1 Make a list of the categories of items the have for sale" $ Download a picture of a desktop computer and a flat panel monitor and the associated specifications" Print a cop of each picture, cut them out and paste them on a clean page in our notebook" *abel each item" Paste the specifications on the facing page"
1 · Fundamentals of computing
Computers are used b individuals and organisations to perform a wide range of tasks" $oda itKs becoming harder and harder to find an activit that doesnKt involve computers and technolog" +ndividuals use them in both their personal and professional lives for tasks such as communicating with famil, business associates and friends, bill paments, electronic banking, purchasing goods and services, and entertainment" &rganisations use computers for product development, transaction processing, record keeping, securing lives and propert, and a wide range of other tasks"
(dvantages of computer usage J J J J
$he increasing usage of computers in everda life is largel due to the advantages gained as compared with doing tasks manuall" )dvantages include? increased speed with which the task is done= consistenc and accurac of the results produced= enhanced storage capabilities using a wide range of high2capacit, low2cost storage devices from which information is easil retrieved= reliabilit that organisations can depend on" Speed F +magine having to write ever page of our S#) b hand, and imagine ou had to do this for five or six subects $hink of the time ou save when ou use a computer and the additional benefits of adding images, using spellchecker and sending documents digitall to our teacher" ow imagine a business with 63,333 customers and having to tpe or print out documents for each customer" :ow much Huicker and easier would it be to send each customer a message b e2mail >ould ou have to tpe each e2mail individuall or could ou use a template, or cop the content Accurac% F +f ou were appling for a ob, would ou send our CL off without checking the spelling $hink of how word processing software has improved the accurac of the documents we produce" #usinesses would be embarrassed b an error within their published information" $he can make use of software to reduce these errors" Storae F +f ou want to visit a friend to listen to some new music, or watch a new movie, ou wouldnKt want to carr ever CD or DLD ou own over to their house" $hink of the potential for damaging or losing some CDs on the wa" +nstead, as storage media grow smaller, ou can move data from place to place easil and securel" $hink of how this applies to a business with thousands of customers" Each customer gets a monthl bill F how man filing cabinets would the business need to store these records *arge databases have the capacit to store this information securel and the offer businesses different was to access the information and extract useful statistics"
/isadvantages of computer usage 11
J
J
+t is easier for the securit and integrit of data to be compromised" $his is because of the digital nature of the data stored and the ease with which data ma be transferred from one computer sstem to the next" $he initial cost of setting up a computer sstem with all the reHuired components is high" $here are also costs associated with operating a computer sstem such as electricit, consumables -paper and ink. and an necessar repairs"
(ctivit$ 7 :ow is a computer sstem advantageous to ou as a student as it relates to? ! conducting research, storing data and making presentations # communicating with our teacher and classmates outside of school" >rite our answers in our notebook"
computer s%stem • hard*are •
peripherals •
soft*are •
user •
procedures •
data •
+T.?
4hat is the difference between a computer and a computer s$stem>
) general2purpose computer consists of hardware and software suitable Figure 1.3 for undertaking a wide range of tasks
) computer sstem is a complete computer installation including hardware, software, users, procedures and data" :ardware means the electronic components that make up a computer sstem, such as the central processing unit -CPN., storage devices, input devices and output devices" :ardware components are sensitive and are prone to failure and so care must be taken when using them" Some hardware components are called peripherals" $hese include all input, output, storage and communication devices" $he CPN, motherboard and memor are not peripherals" Software is the name given to the programs that run on a computer" Software consists of instructions that tell the computer what to do" ) user is anone who interacts with a computer" Nsers provide the input, decide how the processes work and design the form the output will take" Nsers include students who use home computers, an author tping a manuscript, an artist creating a graphic design, or a gamer plaing +a of Duty" Managers formulate procedures for data entr, document processing and the general operation and use of computer hardware and software" :ardware and software should have documented procedures -user manuals. to indicate how to use them safel
1 · Fundamentals of computing
and effectivel" ew users can use these documents to teach themselves how to use the tools" Data are collections of numbers, characters, images or even audiovisual content that are in a form that can be processed b a computer to provide meaningful information"
PC camera -webcam.
$o capture images and sound"
#ar code reader $o capture the information contained in a bar code" &ptical character $o capture handwritten or printed text" reader -&M%, &C%. $ouchscreen
Table
$o allow input direct from the screen"
1.1
Hardware
)
Each hardware device, that is a component of a computer sstem, has a particular function" +n this chapter, we will discuss the functions of input devices, output devices, storage devices and the sstem unit"
+nput input devices +nput devices are specialised peripherals that serve to get data from users and the environment and prepare it for processing or storage" Most computer sstems include a keboard and a pointing device such as a mouse or touch pad" )dditional devices such as scanners, digital cameras and PC cameras -webcams. are useful in document preparation as the facilitate graphical input" Microphones -usuall abbreviated OmicK. are used to accept voice2based input, which ma be used to control applications" Nsers can use voice commands via microphones to enter text and to control applications presentation clicker ma be used to control a slide show during a presentation" +t +T.@ sends radio signals to a NS# receiver inserted in the computerKs NS# port" ) +n what wa$s do a digital camera and a webcam differ> presentation clicker ma therefore be considered as an input device" Some clickers have a built2in laser pointer, which ma be used to point to items of interest on a slide" •
output device •
Device
8eboard
"unction
$o enter commands and textual data into the computer sstem"
Output )n output device is a specialised hardware component that allows the end user to look at or listen to the results of the processing activities"
Mouse $o position a cursor on a computer screen and to manipulate obects" Microphone computer sstem"
$o enter sounds into the
Scanner documents to digital format" Digital camera short movies"
$o capture still images and
found in offices toda
13
Dot matrix printers are Figure 1.5 impact printers F these are used to produce output on pre2printed forms, which ma be single sheets or continuous forms
*aser printers are ideall Figure 1.8 suited for printing legal and technical documents
are necessar when producing documents such as invoices and accounting reports on multi2part forms" *ike printers, a range of monitors is available" Nsers ma select a particular tpe or siIe based on the tasks to be carried out, the amount of space available on a desk or even based on office decor" hilst siIes range from 6' inches to (3 inches, 60F6/ inch monitors are popular in Caribbean offices"
Most computer sstems are eHuipped with a monitor, printer and a pair of speakers" +mpact printers -line or dot matrix. are somewhat nois as the use a hammer to strike an inked ribbon on the output media Pre2printed continuous Figure 1.6 -usuall paper. to produce the output" on2 forms are used for tasks such as printing impact printers -laser or inket. are Huieter invoices and generall faster" $hese tpes of printers Device
"unction
Printer $o produce printed copies of documents on a range of stationer" Monitor $o displa
%igu!e1#7 Cut%sheet paper is used in all t&pes of printer
%igu!e1#& 'n(et printers are suitable for printing ne)sletters and presentations on transparencies
ITQ( ich tye o* !inte! is best suite" *o! !inting +,H o* the *ollowing.a/ legal "ocuments0 %igu!e1#1' Speaers are a*ailable in a )ide range of st&les+ ,he& allo) o-ce .b/ca!"s an" initations0 personnel to use the text%to%speech features no) pro*ided b& man& application .c/ multi2a!t *o!ms programs and operating s&stems+ ,hese output de*ices also allo) sight%impaired sti*y you! !esonse# personnel to operate computer s&stems+
the operating sstemKs desktop, the work area of application programs and the document being processed b the user"
1 · Fundamentals of computing
Multimedia $o displa an enlarged image produced b a computer sstem F this proector is useful for presentations involving multiple participants, especiall in a large room" Speakers
$o allow plaback of audio from applications and to provide audible alerts produced b the operating sstem and application software, which gives useful feedback to users"
$ouchscreen $o allow input and output direct from the screen"
1.2
Figure
1.11
) multimedia proection sstem in use
&torage devices storae device • ) storage device is a hardware component that keeps data, information and +T.A program instructions permanentl" $here are man tpes of storage devices and &uggest T4O reasons wh$ flopp$ disks and the are available in a range of capacities" Some storage devices are portable diskettes are not popular nowada$s' while others are not"
$he external hard drive, CD2%&M, DLD and flash drive are four of the most common storage units in use toda" NS# Figure 1.12 flash drives have replaced flopp disks as the medium of choice for transferring files" secondar% storae •
external hard drive • 8S3 and fire*ire ports •
internal hard drive •
1!
+T. Explain wh$ writing data on a recordable C/ is sometimes referred to as burning a C/%'
external hard drive ma be connected via a NS# or firewire port" $he NS# and firewire ports provide connection technolog for attaching peripheral devices to a computer, providing fast data exchange" Man businesses make a backup cop of their data to an external hard drive" $his drive is then disconnected and stored in a fireproof location for safekeeping" Computer sstems are also eHuipped for optical storage" &ptical storage technolog uses laser beams to read and write data" Compact discs -CD. and digital video discs -DLD. are two common tpes of optical media" Man of the computer sstems being manufactured toda are eHuipped with a DLD multi2recorder" Miniaturisation is $hese hardware devices allow a wide Figure 1.13 range of optical media to be used for evident in memor card creation= over time, the phsical card siIes have storage" become smaller
NS# flash drives have Figure 1.14 largel replaced diskettes as the storage media of choice for portable file storage= these thumb2siIed devices
Secondar storage consists of all the hardware devices and media that keep data and information when a computer sstem is turned off" $hese include hard disks, CD2%&Ms, DLDs and NS# flash drives" Desktop computers, servers and notebook computers usuall come pre2 installed with an internal hard drive" )n internal hard drive is not portable and is not usuall visible unless the sstem unit is open -see section on Sstem unit below." ) computer sstem ma have more than one hard drive installed" +f additional drive storage is needed, an
Storae device
CD2%&M
CD2% CD2%>
Description and function
Compact Disk %ead2&nl Memor stores data that can be read b a computer" +t is not writable and is used to distribute computer software" Compact Disk %ecordable is a variation of the CD2%&M that can be written to -once. using a CD writer -also called a OburnerK." ) variant of the CD2% that allows data to be rewritten"
DLD
Similar dimensions to a compact disc -CD. but stores more than six times as much data" +ts main uses are for video and data storage" #ecause of their large capacit, DLDs are also used to back up data stored on hard disks"
) Othumb2siIedK device with a NS# connector" Popular siIes used b students and office workers include ';#, 1;# and 6B;#"
Memor card
Nsed in devices such as cameras and smartphones" $he are available in a wide range of tpes -Compact
Table
1.3
have the capacit to store much more than a DLD and are stlish and portable
&$stem unit s%stem unit • $he sstem unit is the case that houses the computerKs internal processing circuitr, including the CPN, connection ports for peripherals and some storage devices such as hard disk drives and DLD drives"
(ctivit$
1 · Fundamentals of computing
-a. >hich input devices are packaged with the computer sstem ou selected in
)ctivit 6 +n our notebook -below the pictures ou pasted in )ctivit 6. draw a table similar to the one below? nput devices
9utput devices
Storae devices
Examine the specifications of the computer sstem selected and list all the input, output and storage devices"
-b.
Figure 1.15 Sstem units come in a range of shapes and siIes" Some are placed horiIontall on a desk while others are placed verticall" -a.
2ses and benefits of input devices and storage media Data used to prepare documents come from a variet of sources" $hese include books, magaIines, tped notes, handwritten notes, voice recordings and photographs" Data ma be in the form of text, images, audio or video" $ext and images, whether in a book or on a
1#
handwritten document, are in a humanreadable format" ) photograph captured b a digital camera is in a machinereadable format and ma be transferred to a computer sstem, after which it can be stored, retrieved, manipulated and shared man times" +nput devices are responsible for changing human2readable data to machine2readable data" Storage media ensure that the information remains safel stored and available when needed" Nsers derive a wide range of benefits from using various input devices" $hese include achieving higher levels of efficienc, reduced operational costs and more flexibilit in the wa da2to2da tasks are carried out" s%stem soft*are •
operatin s%stem
Lideo conferencing"
Nsers in remote locations can see each other, thereb improving PC camera communications and at the same time eliminating travel costs"
Table
1.4 Nses and benefits of various input devices
(9S) •
(ctivit$ ? Device
8se 3enefit
Manipulates -select, click and Nsers are more efficient as tasks Mouse7 drag. windows, icons, menus can be completed accuratel in touchpad and text in applications" less time and with less effort" Converts printed documents to #usinesses benefit from reduced digital format" operational costs as digital versions of phsical documents Converts text on documents to can be created with a scanner and Scanner editable text" manipulated and7or transmitted Converts images of documents electronicall b fax or e2 mail" such as receipts, photographs and diagrams to digital format" Captures still images and video" Pictures can be captured b office Digital staff, rather than professional cameraphotographers, and included in documents and presentations"
>hich additional peripheral devices -input, output and storage. would ou want to add to our computer sstem Cop and complete the following table in our notebook" Device cateor%
Device *anted
7eason for *antin this device
+nput &utput Storage
&oftware Computer hardware depends on software to operate" >ithout software, input devices would sit idl b, monitors would be blank and disk drives would be empt" $wo tpes of software allow the computer sstem to operate effectivel? sstem software and application software" )n operating sstem is a tpe of sstem software"
Operating s$stems )n operating sstem -&S. is a set of programs coordinates all the activities among the computerKs hardware devices" $he >indows famil of operating sstems is most common desktop &S in use" +t is installed on nine out of ten PCs worldwide" Some of the more releases in the >indows famil are >indows !P, >indows
that
the nearl recent
1 · Fundamentals of computing
Lista, >indows 4333, >indows 0 and >indows 1"
>indows 0 is produced b Figure 1.16 Microsoft Corporation
(ctivit$ @ Conduct the necessar research and write answers to the following in our notebook? 1 >hich operating sstem is sold with the computer sstem ou selected in )ctivit 6 $ +s the operating sstem stated above the latest version produced b that manufacturer
(pplication software application soft*are programs that perform specific tasks for users" +T.D
•
)pplication software is the
1ame T4O t$pes of application software that are likel$ to be used in an organisation for electronic document preparation' /%pe of application :amed examples soft*are
Database
Microsoft )ccess, &pen&ffice #ase" management
Electronic
Microsoft Excel, +#M *otus 6242(, &pen&ffice Calc" spreadsheets
E2mail Presentation graphics >eb browsers >ord processors
Microsoft &utlook Express, MoIilla $hunderbird, ;mail, :otmail" Microsoft PowerPoint, PreIi, 8enote, &pen +mpress" Microsoft +nternet Explorer, MoIilla ord, Corel >ordPerfect, &pen&ffice >riter"
Table 1.5 Common application software includes word processors, electronic spreadsheets, database management sstems, presentation graphics software, web browsers and e2mail software
-a.
-b.
Screenshots of -a. ;oogle Chrome web browser and -b. &utlook e2mail" #oth Figure 1.17 applications are used on the +nternet"
(ctivit$ Explore the product description of the computer sstem ou selected in )ctivit 6" Make a list of the application software programs that are pre2installed"
1$
/ifferences between operating s$stems and application software &perating sstems and application software differ in what the do" &perating sstems manage sstem resources= application software performs specific tasks" 9peratin s%stems
Application soft*are Create files"
Pla music"
Manage folders"
Draw a flowchart"
8eep documents secure"
Produce a document"
)llocate memor to different obs"
Send a document via fax"
Manage the CPN to ensure that obs are processed" %eHuest and displa web pages" Provide users with an eas2to2use interface" +nsert a chart in a presentation"
Table1.6 programs
Different tpes of tasks performed b operating sstems and application
Care when working with computers Caring for computer hardware
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Computer sstems, like an other electronic eHuipment, need special care and attention in order to perform properl and safel" 8eeping our computer clean can do a lot for our sstem" Stick keboards make it difficult to tpe, dirt monitors can make it difficult to read what is on the screen, and paper fragments inside a printer ma cause paper ams" Modern laptops run fast microprocessors that can generate a lot of heat" $he heat is mainl vented out of the bottom of the laptop but ventilation effectiveness is reduced when the laptop is placed on a solid surface or on our lap" ) hot laptop can suffer from reliabilit problems and a sstem that overheats can fail" $he accumulation of heat can crash our laptop processor and hard drive" Some was of caring for computer peripherals are? Cover hardware devices -scanner, printer and monitor. when not in use" Nse a soft, damp cloth to clean the screen of the monitor on a regular basis" Eat or drink onl in areas awa from where the eHuipment is located" Nse compressed air, not suction, to remove dust and small fragments from keboards and printers" Nse a silicone keboard overla F this keeps crumbs and liHuids out -but ou shouldnKt reall eat or drink at the computer desk." 8eep the sensing mechanism of our mouse clean F the ball in a mechanical mouse, the OeeK of an optical mouse" Nse power protection devices such as surge protectors and uninterruptible power supplies to protect computer sstems from the damaging effects of power surges and blackouts" Ensure that the air vents are never blocked and perhaps use a cooling pad underneath our laptop"
(ctivit$ A Lisit www"&fficeDepot"com and go to $echnolog Computer )ccessories Securit, $ools A Cleaning" )ssuming that ou have NSQ53"33 to spend, which three items would ou purchase and wh Cop and complete the following table in our notebook" -roduct description
-rice
Caring for $our working environment
7eason
>ithout a health, capable user, a computer would sit idle" +t is therefore important that the working environment be kept safe" )n unsafe environment is one where an accident is waiting to happen"
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Some tips for keeping the work environment safe include? Nse suitable furniture that is capable of bearing the weight of the eHuipment" 8eep cables neatl arranged and out of walkwas to avoid trip haIards" Do not overload electrical outlets to avoid fire haIards" Do not place items on the eHuipment F the ma block the air vents"
Taking care of $ourself < the computer user Some tips for taking care of ourself include? J Ensure that our chair and desk are the correct height" J )void extended use of the eHuipment F take regular breaks" J Ensure that the lighting is adeHuate" +mproper furniture, bad posture and extended use ma all contribute to repetitive strain inur -%S+., a condition caused b overusing the hands to perform a repetitive task, in this case tping and clicking the mouse" #ack pain and eestrain are two other health problems caused b misusing computers in the was indicated above" $he heat from some laptops can be enough to cause superficial skin burns, even through clothingG ) medical ournal reported the case of a health 532earold scientist, full dressed in trousers and underpants, who burned his genital area after placing his laptop on his lap for an hour" >hile using the laptop he occasionall felt the heat and a burning feeling on his lap and thighs" $wo das later he had blisters that then developed into infected wounds" +n addition to a hot laptop being uncomfortable to use, it has been proven to reduce fertilit in men" Figure
1.20
Scan me with our Lisit http?77ergo"human"cornell"edu7ergoguide"html for
ergonomic guidelines smartphone for arranging a computer workstation"
-a. 8eboards can increase risk of inur" -b. $ping position that Figure 1.19 leads to muscle fatigue and risk of inur" -c. ;ood tping position"
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Create a great first impressionF
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ouKve heard it said time and again that first impressions last" :ere are some things ou can do to manage the first impressions ou create with prospective emploers, co2workers and customers in order to set the framework for solid, sustainable relationships and lasting, positive i mpressions" Manage the image ou proect b taking care of our appearance" ear classic lines in neutral colours, keep eweller to a minimum, cover tattoos and bod art" )void excessive make2up and faddish attire and hairstles" &nce ou are selected, maintain this image" +f ou are reHuired to wear a uniform or given a dress code, sta within the compan guidelines" )lwas present a Ocan2doK attitude" #e a person who believes in our own abilit to create and find solutions" $his in turn will make ou an invaluable team plaer" ;et the OEKs rightG +ncrease our education and skill level so ou ma not onl speak knowledgeabl but know ust how to sa ou do not know without losing ground or credibilit" +ncrease our exposure to and awareness about the compan ou are being interviewed b and, once ou are emploed, know our ob responsibilities inside out" %ead the newspaper, watch the news F take responsibilit for our own enlightenment" &f utmost importance, ou are never full dressed for work if ou are not wearing our SM+*EG
Toda$ at /ox to Go +t is /"33 am on a $uesda morning" Seated in the lobb are 64 people who will be interviewed for the position of Purchasing )ssistant" -See the newspaper advertisement opposite". $race2)nn immediatel sets herself apart based on her outward appearance" %ight next to her is %icardo, a oung man who looks like he stepped off the pages of a popular menKs magaIine" )t about /"40 )anna rushes through the front door out of breath and smiling" :er attire gets a whistle out of %icardo and has all the other applicants raising eebrows" +n our designated groups, on a separate sheet of flipchart paper for each, draw these candidates seeking the Purchasing )ssistant ob" >rite a short paragraph summarising each personKs skills, attitude and appearance"
/iscussion corner &ne of the three eventuall lands the ob to work alongside Purchasing Manager $oni2)nn" >hich of the applicants do ou feel it was >h
#ersonal follow-up hat will ou continue to do >hat will ou do differentl
) computer is an electronic machine that accepts and processes data to produce
information" $pes of computer include mainframes, minicomputers and microcomputers" of Desktops, laptops, notebooks, netbooks and smartphones are tpes microcomputer" Some advantages gained from computer usage include increased speed with which tasks are completed, accurac of output, storage of vast Huantities of data and reliabilit" $he keboard, mouse and microphone are input devices that are attached to most microcomputers" Document scanners, bar code readers and character readers -&M%, &C%. are specialised data capture devices usuall used in offices and other organisations" Printers ma be impact -line or dot matrix. or non2impact -laser or inket." Monitors, speakers and multimedia proectors are output devices" Compact discs -CD. and digital video discs -DLD. are optical storage= flopp disks and hard disks are magnetic storage= flash drives and memor cards use flash memor technolog" computer &perating sstem software coordinates all the activities among devices" )pplication software is the programs that perform specific tasks" $hese include word processing, spreadsheet, database management, presentation, and anti2virus software" Extended use of computers, inadeHuate lighting, unsuitable furniture and bad posture during computer usage ma affect the health of the user and cause repetitive strain inur -%S+., eestrain and backache" &verloading of electricit sockets and improper positioning of workstations and extension cords ma compromise safet and cause accidents resulting in personal inur" 9
Plastic -transparenc sheets and vinl."
$ Computer sstem, scanner, printer, facsimile -fax., multimedia proector, >orld >ide >eb, electronic mail -e2mail., word processor" 3 -a. Capture images for inclusion in the document" -b. Edit document using text editor7word processor" -c. Check the spelling of a word" -d. $ransmit digital content via text message7e2mail" -e. Npload documents to virtual storage on the +nternet" 4 ) computer is hardware and software onl whereas a computer sstem is hardware, software, people, procedures and data" 5 ) digital camera is not alwas connected to a computer, whereas a webcam is" ) digital camera is optimised for still images whereas a PC camera is optimised for video" ( -a. *aser, -b. colour inket, -c. impact" 7 -a. Computers manufactured in the past few ears are not eHuipped with flopp disk drives" -b. Small capacit makes them unsuitable for storing large files -such as sound and images." -c. Somewhat unreliable" 8 $he laser beam is used to burn OpitsK in the recording surface of the CD" Each OpitK represents a O6 bitK" %ecall that all computer data is stored as a series of ones and Ieros" & >ord processor, spreadsheet, presentation package"
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#air work Phsicall challenged users, such as people with visual impairments, ma use special purpose input devices to enter data" $hese users ma be small in number in man organisations" O$he absence of hardware and software tools to allow visuall impaired persons to use a computer is one of the main factors that have excluded these persons from the modern office"K Do ou agree with the statement above $ake ( to 5 minutes to think about it then record our opinion in our notebook" Discuss our opinion with our partner" Do both of ou share the same opinion Discuss an area where ou have differing opinions" Can ou find an facts to support our views @ointl explore the following tools in the >indows control panel? $ext to speech and speech recognition" Ease of access centre" +s there an new information here +f es, how does this new knowledge affect our view expressed earlier
Group activities $he following activities are ideal for groups of (F5 students" Each student should complete the following? ! a Conduct research on the +nternet to determine the ke features of ) $:%EE of the following categories of computer sstem? desktops= smartphones= netbooks= notebooks= mainframes= J minicomputers" b C op and complete the following table for E)C: tpe researched" $pe 6
$pe 4
$pe (
Make and model CPN speed Maximum memor Screen siIe Secondar storage devices +nput devices Ports and slots )pproximate price
c Discuss our findings with the other group members" Do our data correspond for the same categor of computer +f not, wh do ou think this is
$ Lisit a local computer retail store" complete the following table? Device tpe #rand name Capacit Storage technolog
a Collect the data reHuired to
CD2%
hard disk +mation
Seagate 033 M#
' ;# optical
flash memor
Cost
b C ompute the cost per megabte for each device" ote that 6;# 6,34'M# and that 6$# 6,34';#" c #ased on our findings, suggest reasons wh? CD2% disks are still being used despite the prevalence of DLDs= a NS# flash disk is most suitable for transferring documents within an organisation= a business executive who uses a smartphone ma want to save documents on a memor card instead of a NS# flash drive" 3 N se the +nternet to research repetitive strain inur -%S+. and ergonomics" Make a list of some tips that will help to create and maintain a health working environment" Create a poster that clearl identifies the Dos and DonKts identified" 4 our group has ust returned from a trip in a time machine 63 ears into the future where ou observed holographic storage, wearable computers, cloud computing and (D virtual environments in everda use" our mission is to develop a creative marketing strateg to promote the technological changes ou observed in the future and accelerate their acceptance" Nse the +nternet to research an &E of the innovations mentioned above" Determine how it is likel to be advantageousl used in an organisation" Ensure that ou use the information ethicall -see Chapter 60." Present our groupKs findings to the class for debate7discussion" Make a note of how the responded"
Examination-st$le ,uestions
0ultiple choice ,uestions 0C.s" 1
>hich of the following is &$ a component of a computer sstem a data= b hardware= c information= d software"
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>hich of the following statements is N$%NE a Scanner, printers and keboards are all peripherals" b CD2 %&Ms and DLDs are high2capacit output devices" c $he CPN and memor are housed in the sstem unit" d PC cameras, microphones and scanners are all input devices" >hich of the following input devices is M&S$ *+8E* to improve an organisationKs efficienc b facilitating the automatic conversion of printed text to editable text a digital camera= b laser pen= c scanner= d PC camera"
4
>hich of the following is &$ a task undertaken b an operating sstem a retrieving a file from secondar storage= b managing
obs in a print Hueue= document"
c launching an application=
d editing a
5 >hich of the following is &$ a common operating sstem )pple= b *inux= c Nnix= d >indows Lista"
a
( $wo tpes of RRRRR are desktop computers and notebook computers" a personal computers= b mobile computers= c midrange servers= d mainframes" 7
)ll of the following are widel used input devices except the RRRRR" a keboard and mouse= b microphone and scanner= c digital camera and PC video camera= d printer and monitor"
8 >hich of the following does a storage device hold for future use data and information= b data and instructions= information and c instructions= d data, information and instructions"
a
&
c d
) hard disk provides much RRRRR" a less storage capacit than a flopp disk, memor card, or NS#= b l ess storage capacit than a flopp disk but more than a NS# flash drive= g reater storage capacit than a flopp disk but less than a NS# flash drive= g reater storage capacit than a flopp disk, memor card, or NS# flash drive"
1' >ith RRRRR software, a mobile user can create and deliver a presentation to a large audience b connecting a mobile computer or device to a video proector that displas the presentation on a large screen" a presentation graphics= b spreadsheet= word c processing= d database"
&hort answer and essa$-t$pe ,uestions 1
&ne tpe of sstem software is a-n. RRRRRRRRRRRRRRRRRRRRRRRRR, which is a set of programs that coordinates all the activities among computer hardware devices"
$ RRRRRRRRRRRRRRRRRRRRRRRRR consists of programs designed to make users more productive and assist them with personal tasks, and includes >eb browsers, word processing software, and spreadsheet software" 3
)-n. RRRRRRRRRRRRRRRRRRRRRRRRR is a tpe of personal computer designed so the sstem unit, input devices, and an other devices fit entirel on or under a desk or table"
4
)-n. RRRRRRRRRRRRRRRRRRRRRRRRR is a portable, personal computer designed to fit on our lap"
5
%esembling a letter2siIed slate, a-n. RRRRRRRRRRRRRRRRRRRRR is a tpe of notebook computer that allows users to write or draw on the screen"
(
&ffering the convenience of one2handed operation, a-n. RRRRRRRRRRRRRRRRRRRRRRRRR is an +nternet2enabled telephone that usuall also provides PD) capabilities"
7
)-n. RRRRRRRRRRRRRRRRRRRRRRRRR is a large, expensive, powerful computer that can handle hundreds or thousands of connected users simultaneousl and store tremendous amounts of data, instructions and information"
8
)-n. RRRRRRRRRRRRRRRRRRRRRRRRR is the fastest, most powerful tpe of computer F and the most expensive"
&
>ith RRRRRRRRRRRRRRRRRRRRRRRRR, users access account balances, pa bills, and cop monthl transactions from a bankKs computer into their personal computers"
1' Man businesses depend on computer sstems for meeting their document preparation and management needs" a Define a computer" b +dentif E)C: of the following components of a computer sstem" I electronic components= II item processed b the CPN to produce information= III stored instructions= v a particular method for performing a task"
