Computer Fundamental

What is Computer?
1. The computer is a super-intelligent electronic device that can perform tasks,
process information, and store data.
2. It takes the data as an input and processes that data to perform tasks under the
control of a program and produces the output.
3. A computer is like a personal assistant that follows instructions to get things
done quickly and accurately.
4. It has memory to store information temporarily so that the computer can
quickly access it when needed.

 Basics of Computer and its Operations

o Definition: A computer is an electronic device that can receive, store,
process, and output data. It is a machine that can perform a variety of
tasks and operations, ranging from simple calculations to complex
simulations and artificial intelligence.
o Computers consist :
 Hardware components such as the central processing unit (CPU),
memory, storage devices, input/output devices, and peripherals
 Software components such as the operating system and
applications.
o History of computer :
 The history of computers can be traced back to the 19th century
when mechanical devices such as the Analytical Engine and
tabulating machines were developed.
 However, modern computers as we know them today were
developed in the mid-20th century with the invention of the
transistor and the development of integrated circuits.
o Use of computer:
 Computers are widely used in various industries such as
education, finance, healthcare, and entertainment,
 Revolutionized the way we live, work, and communicate.
 They have also given rise to a new era of technology such as the
internet, cloud computing, and mobile devices, which have
further transformed our daily lives.
 Computer functions as below:
 Accept data
 Store data
 Process data as desired
 Retrieve the stored data as and when required
 Print the result in desired format.
  Concept of Data and Information:
o Data: It is the term used for raw facts and figures fed into the computer
and along with the set of instructions which enables the computer to
convert this raw data into the refined and useful information. Data can
take many forms, such as numbers, words, images, or sounds.
o Information: Information is data that has been processed, organized,
and given context to make it meaningful and useful. Data represented
in useful and meaningful form is information.
o It can be used for decision-making.
 Classification of Computers:

Computers can be categorized into Digital, Analog and Hybrid based on their design
and working.
 Analog Computers :
o Used to process data generated by ongoing physical processes. A
thermometer is an example of an analog computer since it measures the
change in mercury level continuously.
o USE: Common examples are simulations in aircrafts, nuclear power
plants, hydraulic and electronic networks.

 Digital Computers :
o In digital technology data which can be in the form of letters, symbols
or numbers is represented in binary form i.e. 0s and 1s.
o USE: The digital computers are used in industrial, business and
scientific applications. They are quite suitable for large volume data
processing.
 Hybrid Computers :
o Both analog and digital technology are used. It has the speed of analog
computer and the accuracy of a digital computer.
o It may accept digital or analog signals but an extensive conversion of
data from digital to analog and analog to digital has to be done.
o USE: Commonly used by small to medium-sized businesses for
accounting, inventory management, and other data-intensive tasks.
 Mainframe Computers:
o Large and powerful computers
o Used by large organizations such as banks, airlines, and government
agencies to process massive amounts of data and handle multiple
users simultaneously.
 Micro Computers :
o These are also known as Personal Computers. These type of digital
computer uses a microprocessor (a CPU on a single chip) and
include both desktops and laptops.
o These computers can work on small volume of data, are very
versatile and can handle variety of applications.
o Used as work stations, CAD, multimedia and advertising
applications. Example: portable computers such as PDAs (Personal
Digital Assistants) and tablets
 Mini Computers :
o These computers can support multiple users working simultaneously
on the same machine.
o Used in an organization where computers in various departments are
interconnected. These computers are useful for small business
organizations.
 Super Computers :
o These are fastest and very expensive computers. They can execute
billions of instructions per second.
o These are multiprocessor, parallel systems suitable for specialized
complex scientific applications involving huge amounts of
mathematical applications such as weather forecasting.
 Personal Computers:
o These are small and affordable computers that are designed for
individual users.
o Commonly used for personal productivity, entertainment, and
communication.
 Workstations:
o These are high-performance computers that are used by professionals
such as architects, engineers, and designers to run complex software
applications for tasks such as 3D modeling, animation, and scientific
visualization.
 Embedded Systems:
o These are specialized computers that are built into other devices such
as cars, appliances, and medical equipment to control their operations
and perform specific functions.
 Mobile Devices:
o These are small and portable computers that are designed for on-the-go
use, such as smart phones, tablets, and laptops

 Characteristics of Computer System

1. Speed
o Executing mathematical calculation, a computer works faster and more
accurately than human and have ability to process so many millions
(1,000,000) of instructions per second / micro / nano seconds
o The speed of a computer is measure in terms of GigaHertz and
MegaHertz.
2. Diligence
o A human cannot work for several hours without resting, yet a computer
never tires. A computer can conduct millions of calculations per second
with complete precision without stopping..
3. Reliability
o A computer is reliable. The output results never differ unless the input
varies. The output is totally depending on the input.
4. Automation
o The world is quickly moving toward AI (Artificial Intelligence)-based
technology. A computer may conduct tasks automatically after
instructions are programmed.
o By executing jobs automatically, this computer feature replaces
thousands of workers. Automation in computing is often achieved by the
use of a program, or batch processing.
5. Versatility
o A computer can perform multiple tasks with the same accuracy and
efficiency at the same time this is known as versatility.
6. Memory
o A computer can store millions of records. These records may be accessed
with complete precision.
7. Accuracy
o When a computer performs a computation or operation, the chances of
errors occurring are low. Errors in a computer are caused by human’s
submitting incorrect data. A computer can do a variety of operations and
calculations fast and accurately.
 Functional Components of a Computer
o There are a few basic components that aids the working-cycle of a
computer i.e. the Input- Process- Output Cycle and these are called as the
functional components of a computer.
o It needs certain input, processes that input and produces the desired
output.

5. Input Unit :
o The input unit consists of input devices that are attached to the
computer. These devices take input and convert it into binary language
that the computer understands. Some of the common input devices are
keyboard, mouse, joystick, scanner etc.
6. Central Processing Unit (CPU) :
o Once the information is entered into the computer by the input device,
the processor processes it. The CPU is called the brain of the computer
because it is the control center of the computer.
o It first fetches instructions from memory and then interprets them so as
to know what is to be done.
o Thereafter CPU executes or performs the required computation and
then either stores the output or displays on the output device.
o The CPU has three main components which are responsible for
different functions –
 Arithmetic Logic Unit (ALU),
 Control Unit (CU) and
 Memory registers
o Arithmetic and Logic Unit (ALU) :
 The ALU, it performs mathematical calculations and takes logical
decisions. Arithmetic calculations include addition, subtraction,
multiplication and division. Logical decisions involve comparison of
two data items to see which one is larger or smaller or equal.
o Control Unit :
 The Control unit coordinates and controls the data flow in and out of
CPU and also controls all the operations of ALU, memory registers and
also input/output units.
 It is also responsible for carrying out all the instructions stored in the
program. It decodes the fetched instruction, interprets it and sends
control signals to input/output devices until the required operation is
done properly by ALU and memory.
7. Output Unit :
 The output unit consists of output devices that are attached with the
computer.
 It converts the binary data coming from CPU to human understandable
form. The common output devices are monitor, printer, plotter etc.

8. Memory
 Memory attached to the CPU is used for storage of data and
instructions and is called internal memory
 The internal memory is divided into many storage locations, each of
which can store data or instructions.
 Each memory location is of the same size and has an address. With the
help of the address, the computer can read any memory location easily
without having to search the entire memory.
 When a program is executed, it’s data is copied to the internal memory
and is stored in the memory till the end of the execution.
 Memory size refers to the amount of storage capacity available in a
computing device or system. It's the total amount of space available to
store data, programs, and other information. Memory size is typically
measured in bytes.

9. RAM
 The internal memory is also called the Primary memory or Main
memory. This memory is also called as RAM, i.e. Random Access
Memory.
 The time of access of data is independent of its location in memory,
therefore this memory is also called Random Access memory (RAM).
 It allows data to be read and written randomly, meaning that the
computer can access any location in the memory directly rather than
having to read the data in a specific order.
 RAM is volatile in nature, which means if the power goes off, the
stored information is lost. RAM is used to store the data that is
currently processed by the CPU. Most of the programs and data that are
modifiable are stored in RAM.

 Advantages of RAM:
o
 Access Speed :. Speed of RAM is extremely fast, so it allow to
execute program easily and efficiently.
 Usage : Whenever you run the particular program or open an
application , the computer system firstly loads that program into
the Main Memory / RAM . Everything for execution must need
to be scheduled in the RAM .
 Flexibility : RAM provides the flexibility to access any data
quickly & easily
 Disadvantages of RAM
 Temporary Memory : Since the RAM is Volatile in Nature so all
the data is lost when the system is turned off.
 Limited Storage : RAM is expensive , so all the systems usually
come up with limited amount of RAM memory.
 Cost : RAM is more expensive than secondary memory.
10. ROM:
 Computer memory ROM, refer to Read-Only Memory which contains
fixed instructions and retains information without power.
 It’s non-volatile, meaning it retains data even when the power is off
 ROM typically stores firmware or software that rarely changes
 It’s generally slower than RAM but faster than a hard drive
 Data in ROM is ―read-only‖ and not easily modified

11. Cache memory

 Cache memory is a type of data storage used to store frequently
accessed information for faster response time. It's a vital component in
computer systems, and it's used to improve system performance.
 Cache memory is a form of random access memory (RAM) that stores
recently accessed data for quick retrieval.
 When a particular piece of data or instruction is requested repeatedly,
caching stores it in fast-access memory so that it can be accessed
quickly when needed again

12. DIFFERENCE BETWEEN RAM AND ROM

Feature RAM ROM
Non-volatile (retains data when powered
Volatility Volatile (loses data when powered off)
off)
Read/Write Can be read from and written to Primarily read-only
Slower than RAM, but faster than hard
Speed Faster
drives
Capacity Generally larger (measured in GB) Typically smaller (measured in MB)
Usage Temporary data storage for active Permanent storage for essential
 processes instructions
Cost More expensive per GB Less expensive per GB
Accessibility Directly accessible by CPU Not directly accessible by CPU
Data
Short-term Long-term
Retention

 Interconnection between Functional Components

 All the devices of input, output, CPU communicate with each other
through a common bus.
 A bus is a transmission path, made of a set of conducting wires over
which data or information in the form of electric signals, is passed from
one component to another in a computer.
 The bus can be of three types – Address bus, Data bus and Control
Bus.
 The address bus carries the address location of the data or instruction.
 The data bus carries data from one component to another and the
control bus carries the control signals.
 The Control bus is the common communication path that carries
signals to/from CPU, main memory and input/output devices. The
input/output devices communicate with the system bus through the
controller circuit which helps in managing various input/output devices
attached to the computer.
NUMBER SYSTEM:
Numeral Systems in Computer Science refer to the numeric base systems used for
performing computations, storing and representing data.
 Types of Number Systems
There are various types of number systems in mathematics. The four most common
number system types are:
1. Decimal number system (Base- 10): The decimal number system has a base
of 10 because it uses ten digits from 0 to 9.
2. Binary number system (Base- 2) The base 2 number system is also known as
the Binary number system wherein, only two binary digits exist, i.e., 0 and 1.
Specifically, the usual base-2 is a radix of 2.
Hexadecimal number system (Base- 16): In the hexadecimal system, numbers are written
or represented with base 16. In the hexadecimal system, the numbers are first represented just
like in the decimal system, i.e. from 0 to 9. Then, the numbers are represented using the alphabet
from A to F.
Number conversion Table:
DECIMAL BINARY HEXADECIMAL
BASE 10 BASE 2 BASE 16
0 0 0
1 1 1
2 10 2
3 11 3
4 100 4
5 101 5
6 110 6
7 111 7
8 1000 8
9 1001 9
10 1010 A
11 1011 B
12 1100 C
13 1101 D
14 1110 E
15 1111 F
Number conversion methods:
DECIMAL TO BINARY
 Convert 1710 into a binary number
Solution:
Given: Decimal Number = 1710

Divide by Binary
Result Remainder
2 Value
17 ÷ 2 8 1 1 (LSB)
8÷2 4 0 0
4÷2 2 0 0
2÷2 1 0 0
1÷2 0 1 1 (MSB)
Therefore, 1710 = 100012

BINARY TO DECIMAL
 Convert the binary number (1101)2 into a decimal number.
Solution:
Given binary number = (1101)2
1 × 23 + 1 × 22 + 0 × 21 + 1 × 20
=8+4+0+1
= 13
Therefore, (1101)2 is (13)10
DECIMAL TO HEXADECIMAL
 Convert decimal number 49 into hexadecimal.
Solution:
Given: Decimal Number = 4916

Divide by 16 Quotient Remainder Hex Value

49 ÷ 16 3 1 1
3 ÷ 16 0 3 3
Therefore, 4910 = 3116.

HEXADECIMAL TO DECIMAL

 Convert 7CF (hex) to decimal.

Solution:
Given hexadecimal number is 7CF.
In hexadecimal system,
7 = 7 ; C = 12; F = 15
To convert this into a decimal number system, multiply each digit with the powers of 16 starting
from units’ place of the number.
7CF = (7 × 162) + (12 × 161) + (15 × 160)
= (7 × 256) + (12 × 16) + (15 × 1)
= 1792 + 192 + 15
= 1999
 BINARY TO HEXADECIMAL
 Convert 10010012 into a hexadecimal number.

Solution:
Given hexadecimal number is 10010012.
= 0100 1001
= 4916
To convert binary number to hexadecimal is an easy method. We have to group the given binary
number in pair of 4 and then find the equivalent hexadecimal number from the table.

BINARY TO HEXADECIMAL
 Convert E16 to an equivalent binary number.
Solution: Given, a hexadecimal number is E.
First, convert the given hexadecimal to the equivalent decimal number.
E16 = E × 160
=E×1
=E
=14 (Decimal number)
Now we have to convert 1410 to binary number.

The binary number obtained is 11102

Hence, E16 = 11102
 Software and its Types
Software is a collection of instructions, data, or computer programs that are used to run
machines and carry out particular activities. the software is a computer program that provides a
set of instructions to execute a user’s commands and tell the computer what to do.

Above is the diagram of types of software. Now we will briefly describe each type and its
subtypes:

1. System Software :
o System software is software that directly operates the computer hardware and
provides the basic functionality to the users as well as to the other software to
operate smoothly. It controls a computer’s internal functioning and also controls
hardware devices such as monitors, printers, and storage devices, etc. It acts an
interface between hardware and user applications,
 Operating System
It is the main program of a computer system. When the computer system ON
it is the first software that loads into the computer’s memory. Basically, it
manages all the resources such as computer memory, CPU, printer, hard disk,
etc., and provides an interface to the user, which helps the user to interact with
the computer system. It also provides various services to other computer
software. Examples of operating systems are Linux, Apple macOS, Microsoft
Windows, etc.
 Language Processor
System software converts the human-readable language into a machine
language and vice versa. So, the conversion is done by the language
processor. It converts programs written in high-level programming languages
like Java, C, C++, Python, etc
 Device Driver
A device driver is a program or software that controls a device and helps that
device to perform its functions. Every device like a printer, mouse, modem,
etc. needs a driver to connect with the computer system eternally. So, when
you connect a new device with your computer system, first you need to install
the driver of that device so that your operating system knows how to control
or manage that device.
2. Application Software
o Software that performs special functions or provides functions that are much more
than the basic operation of the computer is known as application software. Or in
other words, application software is designed to perform a specific task for end-
users. It is a product or a program that is designed only to fulfill end-users’
requirements. It includes word processors, spreadsheets, database management,
inventory, payroll programs, etc.

TYPES OF SOFTWARE :
 General Purpose Software: This type of application software is used for
a variety of tasks and it is not limited to performing a specific task only.
For example, MS-Word, MS-Excel, PowerPoint, etc.
  Customized Software: This type of application software is used or
designed to perform specific tasks or functions or designed for specific
organizations. For example, railway reservation system, airline reservation
system, invoice management system, etc.
 Utility Software: This type of application software is used to support the
computer infrastructure. It is designed to analyze, configure, optimize and
maintains the system, and take care of its requirements as well. For
example, antivirus, disk fragmenter, memory tester, disk repair, disk
cleaners, registry cleaners, disk space analyzer, etc.

System Software Application Software

It is designed to manage the resources of the
It is designed to fulfill the requirements of
computer system, like memory and process
the user for performing specific tasks.
management, etc.
Written in a low-level language. Written in a high-level language.
Less interactive for the users. More interactive for the users.
Application software is not so important for
System software plays vital role for the effective
the functioning of the system, as it is task
functioning of a system.
specific.
It is independent of the application software to
It needs system software to run.
run.
Networking
Network technology is the technology enabling the interconnected systems that power the
Internet, business communications, and everyday digital interactions
A computer network is a collection of interconnected devices that share resources and
information. These devices can include computers, servers, printers, and other hardware.
Networks allow for the efficient exchange of data, enabling various applications such as
email, file sharing, and internet browsing.

Basics building blocks of a Computer network are Nodes and Links. A Network Node can be
illustrated as Equipment for Data Communication like a Modem, Router, etc., or Equipment
of a Data Terminal like connecting two computers or more. Link in Computer Networks can
be defined as wires or cables or free space of wireless networks.

The working of Computer Networks can be simply defined as rules or protocols which help
in sending and receiving data via the links which allow Computer networks to communicate.
Each device has an IP Address, that helps in identifying a device.

Types of Computer Networks

 LAN (Local Area Network) – Systems connected in a small network like in a building or
a small office. It is inexpensive. It uses Ethernet or Token-ring technology. Two or more
personal computers can be connected through wires or cables acting as nodes. Transfer of
data is fast and is highly score
 PAN (Personal Area Network) – The smallest computer network. Devices may be
connected through Bluetooth or other infra-red enables devices. It has a connectivity
range of upto 10 metres. It covers an area of upto 30 feet. Personal devices belonging to a
single person can be connected to each other using PAN
 MAN (Metropolitan Area Network) – A network that can be connected within a city, for
example, cable TV Connection. It can be in the form of Ethernet, ATM, Token-ring and
FDDI. It has a higher range. This type of network can be used to connect citizens with the
various Organisations
 WAN (Wide Area Network) – A network which covers over a country or a larger range
of people. Telephonic lines are also connected through WAN. Internet is the biggest
WAN in the world. Mostly used by Government Organisations to manage data and
information
 VPN (Virtual Private Network): – A network which is constructed by using public wires
to connect to a private network. There are a number of systems which enable you to
create networks using the Internet as a medium for transporting data. These systems use
encryptions and other security mechanisms to ensure only authorised users can access
  Cloud Networks: Cloud Networks can be visualized with a Wide Area Network (WAN)
as they can be hosted on public or private cloud service providers and cloud networks are
available if there is a demand. Cloud Networks consist of Virtual Routers, Firewalls, etc.
Network Devices
An interconnection of multiple devices, also known as hosts, that are connected using multiple
paths for the purpose of sending/receiving data or media. Computer networks can also include
multiple devices/mediums which help in the communication between two different devices;
these are known as Network devices and include things such as routers, switches, hubs, and
bridges.
Network topology
It refers to the arrangement of different elements like nodes, links, or devices in a computer
network. It defines how these components are connected and interact with each other.

Types of network topologies

1. Point to Point Topology
o It is a type of topology that works on the functionality of the sender and receiver.
It is the simplest communication between two nodes, in which one is the sender
and the other one is the receiver. Point-to-Point provides high bandwidth.

2. Mesh Topology
o In a mesh topology, every device is connected to another device via a particular
channel. In Mesh Topology, the protocols used are AHCP (Ad Hoc Configuration
Protocols), DHCP (Dynamic Host Configuration Protocol), etc.

3. Star Topology
o In Star Topology, all the devices are connected to a single hub through a cable.
This hub is the central node and all other nodes are connected to the central node.

4. Bus Topology
o Bus Topology is a network type in which every computer and network device is
connected to a single cable. It is bi-directional. It is a multi-point connection
 o

5. Ring Topology
o It forms a ring connecting devices with exactly two neighboring devices. A
number of repeaters are used for Ring topology with a large number of nodes,

 Protocols (Rules of Networking): Information is shared on the Internet by means of protocols.

Acronym Full Name Purpose

FTP File Transfer Protocol For transferring files
SMTP Simple Mail Transfer Protocol For sending email
POP,IMAP Post Office Protocol, For accessing email
Interactive Mail Access
Protocol
MIME Multipurpose Internet Mail For enhancing email-
Extensions
HTTP HyperText Transfer Protocol Used to transfer web pages

Name Type Example

Domain Name city.ac.uk
Personal name Bilbo Baggins
User ID AB123
EMAIL ab123@gmail.com
Website server www.city.ac.uk
Personal web space http://www.student.city.ac.in/~ab123
Computer Virus
 A computer virus is a type of malicious software, or malware, that spreads between
computers and causes damage to data and software.
 Computer viruses aim to disrupt systems, cause major operational issues, and result in
data loss and leakage.
 A key thing to know about computer viruses is that they are designed to spread across
programs and systems.
 Computer viruses typically attach to an executable host file, which results in their viral
codes executing when a file is opened. The code then spreads from the document or
software it is attached to via networks, drives, file-sharing programs, or infected email
attachments.

Common Signs of Computer Viruses

 Speed of system
A computer system running slower than usual is one of the most common signs that the device
has a virus. This includes the system itself running slowly, as well as applications and internet
speed suffering.
 Pop-up windows
Unwanted pop-up windows appearing on a computer or in a web browser are a telltale sign of a
computer virus.
 Programs self-executing
If computer programs unexpectedly close by themselves, then it is highly likely that the software
has been infected with some form of virus or malware. It can be identified when applications fail
to load when selected from the Start menu or their desktop icon.
 Accounts being logged out
Some viruses are designed to affect specific applications, which will either cause them to crash
or force the user to automatically log out of the service.
 Crashing of the device
System crashes and the computer itself unexpectedly closing down are common indicators of a
virus. Computer viruses cause computers to act in a variety of strange ways,
 Mass emails being sent from your email account
Computer viruses are commonly spread via email. Hackers can use other people's email accounts
to spread malware and carry out wider cyberattacks.
 Changes to your homepage
Any unexpected changes to a computer—such as your system’s homepage being amended or any
browser settings being updated—are signs that a computer virus may be present on the device.
Types of Computer Viruses
1. Resident virus
2. Multipartite virus
3. Direct action
4. Browser hijacker
5. Overwrite virus
6. Web scripting virus
7. File infector
8. Network Virus
9. Boot Sector Virus

Examples of Computer Viruses

1. Trojan
2. Worm
3. Ransom ware
4. Root kit
5. Software bug

How To Prevent Your Computer From Viruses

1. Use a trusted antivirus product
2. Avoid clicking pop-up advertisements
3. Scan your email attachments
4. Scan the files that you download using file-sharing programs
For MS Word, Excel, PowerPoint student have to study various menus
with tools and working/ procedure.
Common commands used in MSOffice
Task Purpose How to Access the Command
Close Close a File Click the File tab and then click Close
• Click the Close button for the application, or if the file is in
Restore Down mode, click the Close button for the document
window
• Press Ctrl+ W or Ctrl +F4
Copy Make a duplicate or copy of a On the Home tab, in the Clipboard group, click Copy
selected item • Press Ctrl + C
• Right-click the selection and click Copy
Drag and Move a selected item from its Position the mouse pointer overtop the selection and then drag
Drop current location to a new it to the new location
location using the mouse
Find Search for or find an item in the On the Home tab, in the Editing group, click Find
current file • Press Ctrl + F
Move Cut or move a selected item On the Home tab, in the Clipboard group, click Cut
from its current location • Press Ctrl + X
• Right-click the selection and click Move
New Blank Create a new blank file Press Ctrl + N
File
Open Open an existing file Click the File tab and then click Open
• Press Ctrl+O or Ctrl+F12
Paste Paste a copied or cut item into a On the Home tab, in the Clipboard group, click Paste
new location • Press Ctrl+V
• Right-click the selection and click Paste
Print or Print or preview the selected Click the File Tab, and then Print
Preview contents or the entire file • Press Ctrl+P
Redo Repeat or redo the last action On the Quick Access Toolbar, click Redo
that was reversed • Press Ctrl+Y
Replace Replace a particular (searched On the Home tan, in the Editing group, click Replace
for) item with another item • Press Ctrl+H
Save as Save changes to the current file On the Quick Access Toolbar, click Save
• Press Ctrl+S
Select Highlight items using a variety On the Home tab, in the Editing Group, click Select
of differtnt methods in order to • Press Ctrl+A to select all test
perform an action on the • Press Ctrl+ relative arrow key directions to select text
selection
Undo Reverse or undo the last action On the Quick Access Toolbar, click Undo
performed Press Ctrl+Z
Views Change the view to display the Click the View tab and click the appropriate view
file contents in a different layout • Click the View mode button from the lower right corner of
the screen
 MS WORD EXCEL POWEPOINT

Introduc •Popular word-processing program •It is a spreadsheet program used to Microsoft PowerPoint is a professional
tion It is used primarily to enter, edit, store, organize, and analyze data. presentation program that allows the
format, save, retrieve and print •It is a very powerful tool to use for user to create "presentation slides" that
documents. numeric computations and analysis. can be displayed on the computer screen
A workbook is a collection of or through a projector.
worksheets (spreadsheets) and macros.
Compon
ents of
Office
window

Features •Insert text: Insert text anywhere in • A workbook is a collection of  •Customize Color Schemes.
the document. worksheets (spreadsheets) and macros.  •Add Animation effects.
•Delete text: Erase characters, words, •Spreadsheet is a collection of columns
lines, or pages and rows that form a table.  •Use the Slide, Notes and Handout
•Cut and paste: remove (cut) a •Columns are the vertical markers in the Masters.
section of text from one place in a worksheet and are denoted by the  •Create, Edit and Import Charts.
document and insert (paste) it alphabet i.e. A, B, C….  •Create and Edit Tables.
somewhere else. •The rows are the horizontal markers in
 •Manage Hyperlinks.
•Copy: Allows you to duplicate a the worksheet and are denoted by
section of text. numbers i.e. 1, 2, 3.  •Create Custom Shows.
•Page size and margins •Cells are the single box that you get  •Export Outlines & Presentation Slides
Automatically readjust the text to fit to where the column and row intersect i.e. to Word.
margins. A1, B3, and C2 •Slide Layout
•Search and replace: word processor •AutoSum – Add the contents of a •Slide Design
search a particular word & replace cluster of adjacent cells. •Slide Animation
with another everywhere. •List AutoFill - Automatically extends
• Word wrap: Automatically moves cell formatting when a new item is
to the next line when you have filled added to the end of a list.
one line with text. •AutoFill - quickly fill cells with
•Print Preview: Allows to view and repetitive or sequential data such as
edit document in preview chronological dates or numbers, and
•Print: Allows you to send a repeated text.
document to a printer to get hardcopy. •Charts – Useful in presenting a
•Spell checker: A utility that graphical representation of your data in
highlight any words that it does not the form of Pie, Bar, Line charts and
recognize & allows you to check the more.
spelling of words •PivotTable - flips and sums data in
•Tables of contents and indexes: seconds and allows you to perform data
Allows you to automatically create a analysis and generating reports like
table of contents and index based on periodic financial statements, statistical
special codes that you insert in the reports, etc.
document. •Thesaurus: A built-in You can also analyse complex data
thesaurus that allows you to search for relationships graphically.
synonyms without leaving the word •Password Protection:
 processor. It allows the user to protect their
•Merges: Merge text from one file workbooks by using a password from
into another file which is useful for unauthorized access to their information.
generating many files that have the •Data Filtering
same format but different data. A filtered range displays only the rows
Generating mailing labels is the that meet the criteria you specify for a
classic example of using merges. column. • •AutoFilter; which
includes filter by selection, for simple
criteria
•Advanced Filter; for more complex
criteria
•Data Sorting: Process of arranging
data in some logical order.
Built-in formulae: MS Excel has got
many built-in formulae for sum, average,
minimum, etc. We can use those
formulae as per our needs.

Use •In Education: used by both teachers •In Accounting: includes budgeting, •Make Tutorials. For the purpose of
and students. Creating notes is easier. expenses tracking, loan calculators and training or educational contexts,
•In Workplace: Submitting letters, financial reports to create worksheets and tutorials
bills, creating reports, letterheads, •Graphing: use of graphs to represent •Digital Portfolio
sample documents, statistical data •Prepare nice Animations Photo •Slide
Creating & Updating Resume •Data Organization: include Show.
•For Authors: bibliography, table of employees’ details, inventories and
contents, etc., can be used by authors invoices
for writing books and adjusting it as •Calculating: include employees’
per the layout and alignment of your details, inventories and invoices.
choice Supports most mathematical calculations
like addition, multiplication, subtraction,
division, average and even median

Relative address of Cell defined the

column & row coordinate (Column
name ,Row number) e.g.(A1) column
name A and Row number 1.
Absolute Address: (With $ symbol)
$A$1(Column A & Row 1)
Formula : formula is an expression that
operates on values in a range of cells or
a cell. For example, =A1+A2+A3
Function: Functions are predefined
formulas which eliminate laborious
manual entry of formulas.
Features of MSWord:

Microsoft Word (MS Word) is primarily used for creating, editing, and formatting documents.
It's a versatile tool for various tasks, including composing letters, reports, resumes, and other
documents. Word also supports features like spell and grammar checking, text formatting, and
the inclusion of images, tables, and charts.
Here's a more detailed look at how MS Word is used:
Core Functions:

1. Document Creation:
o Users can create new documents from scratch or use templates to streamline the
process.
2. Text Manipulation: Word allows users to type, edit, and format text, including
changing fonts, sizes, colors, and styles.
3. Formatting: Users can apply various formatting options, such as bolding, italics,
underlining, and creating headers and footers.
4. Visual Elements: Word allows for the insertion of images, shapes, charts, and tables to
enhance documents.
5. Proofreading: It includes features for spell and grammar checking to ensure accurate and
professional-looking documents.
6. Workplace Documents: Word is widely used for creating reports, letters, contracts,
memos, and other business-related documents.
7. Educational Materials: Teachers and students use Word for creating lesson plans, tests,
worksheets, and other educational materials.
8. Personal Documents: Word can be used to create resumes, letters, and other personal
documents.
9. Collaboration: Word supports real-time collaboration, allowing multiple users to work
on the same document simultaneously.
10. Integration with Other Apps: Word integrates seamlessly with other Microsoft Office
applications, such as Excel and PowerPoint.
11. Advanced Features:
o Templates:Word offers a wide variety of templates for various document types,
saving users time and effort.
o Macros: Macros can automate repetitive tasks, making it easier to work with
complex documents.
o Mail Merge: Word's mail merge feature allows users to create personalized
documents by combining a document with a list of recipients.
 DATA ANALYSIS IN EXCEL
1 Sort: You can sort your Excel data by one column or multiple columns. You can sort in
ascending or descending order.
2 Filter: Filter your Excel data if you only want to display records that meet certain criteria.
3 Conditional Formatting: Conditional formatting in Excel enables you to highlight cells with a
certain color, depending on the cell's value.
4 Charts: A simple Excel chart can say more than a sheet full of numbers. As you'll see, creating
charts is very easy.
Sort
- Custom Sort Order: You can use Excel to sort data in a custom order. In this example, we
would like to sort by Priority (High, Normal, Low).
- Sort by Color: This example teaches you how to sort data by color in Excel.
- Reverse List: This article teaches you how to reverse the order of a list in Excel. For example,
we want to reverse the list in column A.
- Randomize List: This article teaches you how to randomize (shuffle) a list in Excel.

- SORT function: Use the magic SORT function in Excel 365/2021 to sort your Excel data by
one column or multiple columns. Let's give it a try.
- Sort by Date: This guide walks you through the steps to sort by date in Excel. It starts with how
to convert text-formatted dates to actual date values, followed by basic sorting methods and
advanced techniques like sorting dates by month and sorting birthdays.
- Alphabetize: While sorting data alphabetically in Excel is easy, certain situations may require
more advanced techniques to achieve the desired alphabetical order.
2. Filter
- Number and Text Filters: This example teaches you how to apply a number filter and a text
filter to only display records that meet certain criteria.
- Date Filters: This page teaches you how to apply a date filter to only display records that meet
certain criteria.
- Advanced Filter: This example teaches you how to apply an advanced filter in Excel to only
display records that meet complex criteria.
- Data Form: The data form in Excel allows you to add, edit and delete records (rows) and
display only those records that meet certain criteria. Especially when you have wide rows and
you want to avoid repeated scrolling to the right and left, the data form can be useful.
- Remove Duplicates: To quickly remove duplicates in Excel, use the tool on the Data tab. Use
the Advanced Filter if you don't want to delete duplicates permanently.

- Outlining Data: Outlining data makes your data easier to view. In this example, we will total
rows of related data and collapse a group of columns.
- Subtotal: Use the SUBTOTAL function in Excel instead of SUM, COUNT, MAX, etc. to
ignore rows hidden by a filter or to ignore manually hidden rows.
- Unique Values: To find unique values in Excel, use the Advanced Filter. You can extract
unique values or filter for unique values.
- FILTER function: Use the magic FILTER function in Excel 365/2021 to extract records that
meet certain criteria. The FILTER function is quite versatile.
3. Conditional Formatting
Conditional formatting in Excel allows you to automatically format cells based on their values,
making it easier to identify trends, patterns, and outliers in your data. You can change a cell's fill
color, font color, or even add data bars or icons to highlight specific information.
Here's how to use it:
 Select the cells: Choose the range of cells you want to apply the formatting to.
 Go to Conditional Formatting: On the Home tab, click the "Conditional Formatting" button.
 Choose a rule: You can select from preset rules like "Highlight Cells Rules" (for values,
dates, etc.) or create your own custom rules.
 Set your condition: Specify the criteria that will trigger the formatting (e.g., "Greater Than,"
"Between," "Text That Contains").
 Choose a formatting style: Select the style you want to apply when the condition is met
(e.g., color, font, border).
 Click OK: The formatting will be applied to the selected cells.
 Charts
In MS Excel, a chart is a graphical representation of data that transforms raw numbers into a
visual format, making it easier to understand and interpret trends, comparisons, and patterns
within the data.
Creating a Chart in Excel:
1. Select Data:
Choose the cells containing the data you want to visualize, including column titles and
row labels.
2. Insert Chart:
 Go to the "Insert" tab in the ribbon.
 Click on "Recommended Charts" or the specific chart type you prefer (e.g., "Column,"
"Line," "Pie").
 For "Recommended Charts," click on the desired chart preview on the "Recommended
Charts" tab.
3. Choose Chart Type:
Select the type of chart that best represents your data (e.g., column, line, pie, bar).
4. Customize:
Click on the chart to select it.
 Use the "Chart Design" tab to add elements like titles, labels, legends, or change the
chart's layout.
 The "Chart Tools" tab allows you to further customize the chart's appearance, including
colors, styles, and effects.
5. Refine and Review:
Once you're satisfied with the chart, you can further refine it by adjusting axis labels, data points,
and other visual elements.

Types of Chart
- Column Chart: Column charts are used to compare values across categories by using vertical
bars.
- Line Chart: Line charts are used to display trends over time. Use a line chart if you have text
labels, dates or a few numeric labels on the horizontal axis.
- Pie Chart: Pie charts are used to display the contribution of each value (slice) to a total (pie).
Pie charts always use one data series.
- Bar Chart: A bar chart is the horizontal version of a column chart. Use a bar chart if you have
large text labels.
- Area Chart: An area chart is a line chart with the areas below the lines filled with colors. Use a
stacked area chart to display the contribution of each value to a total over time.
- Scatter Plot: Use a scatter plot (XY chart) to show scientific XY data. Scatter plots are often
used to find out if there's a relationship between variables X and Y.

ELEMENTS OF A CHART:

- Data Series: A row or column of numbers that are plotted in a chart is called a data series. You
can plot one or more data series in a chart.
- Axes: Most chart types have two axes: a horizontal axis (or x-axis) and a vertical axis (or y-
axis). This example teaches you how to change the axis type, add axis titles and how to change
the scale of the vertical axis.

- Trendline: This example teaches you how to add a trendline to a chart in Excel.

- Error Bars: This page teaches you how to quickly add error bars to a chart in Excel, followed
by instructions for adding custom error bars.

- Sparklines: Sparklines in Excel are graphs that fit in one cell. Sparklines are great for
displaying trends. Excel offers three sparkline types: Line, Column and Win/Loss.
Features OF PowerPoint
PowerPoint is packed with features designed to create professional presentations. Here are some
of the key features:
 Slide Layouts: PowerPoint offers multiple slide layouts to help users design their presentations
easily, including title slides, content slides, and blank slides.
 SmartArt: A tool used for creating diagrams such as flowcharts, organizational charts, and
process diagrams to visually represent information.
 Animations and Transitions: These features add movement to text, images, and other elements.
Animations can be applied to individual objects, while transitions define how one slide moves to
the next.
 Themes and Templates: PowerPoint offers a variety of built-in themes and templates that allow
users to customize their slides with different colors, fonts, and design elements.
 Charts and Graphs: PowerPoint includes tools for adding visual representations of data,
including bar charts, line graphs, and pie charts, making it easier to convey complex data in an
understandable way.
 Multimedia Integration: PowerPoint supports multimedia files, including audio, video, and GIFs,
allowing users to embed media into presentations for added engagement.
 Collaboration: PowerPoint allows users to work together on a presentation in real-time using
Microsoft 365, making it an ideal tool for team collaborations.

Uses of PowerPoint Presentation (PPT)

PowerPoint is widely used across different sectors for various purposes. Below are some of the
most common uses:
1. Corporate and Business Presentations
In the corporate world, PowerPoint presentations are frequently used to present quarterly reports,
business strategies, proposals, financial data, and project updates. Professionals use PowerPoint
to make data-driven, visually engaging presentations that are easy for the audience to understand.
2. Academic and Educational Purposes
PowerPoint is widely used by teachers, professors, and students in academic settings. Educators
use PowerPoint to create lectures, tutorials, and interactive classroom lessons. Students also use
PowerPoint to create presentations for assignments, projects, and seminars.
3. Marketing and Sales Pitches
PowerPoint is an invaluable tool for marketers and sales professionals. It's used to create
persuasive sales presentations, product demos, and marketing campaigns. By using high-quality
visuals and charts, presenters can communicate key selling points effectively.
4. Public Speaking and Conference Presentations
Public speakers and conference presenters use PowerPoint to guide their presentations.
PowerPoint helps speakers illustrate key points with charts, images, and videos, ensuring the
audience stays engaged and can follow the talk more easily.
5. Personal Projects and Events
PowerPoint isn't just for businesses and educators; it's also great for personal projects. Users can
create presentations for family events, weddings, birthday parties, and more, adding images,
videos, and text to create a memorable experience.
6. Data Analysis and Reporting
PowerPoint plays a significant role in the field of data analysis. Analysts use the software to
display data in charts and graphs, creating reports that are easier to understand than raw data. It
helps organizations make better decisions based on visualized information.