INTRODUCTION

Nowadays, computers are an integral part of our lives. They are used for the reservation of tickets
for airplanes and railways, payment of telephone and electricity bills, deposit and withdrawal of
money from banks, processing of business data, forecasting of weather conditions, diagnosis of
diseases, searching for information on the Internet, etc. Computers are also used extensively in
schools, universities, organizations, music industry, movie industry, scientific research, law firms,
fashion industry, etc.

A computer is an electronic machine that accepts data from the user, processes the data by
performing calculations and operations on it, and generates the desired output results.

CHARACTERISTICS OF COMPUTER

 Speed - The computer can process data very fast, at the rate of millions of instructions per second.
Some calculations that would have taken hours and days to complete otherwise, can be completed
in a few seconds using the computer

 Accuracy - Computer provides a high degree of accuracy. For example, the computer can
accurately give the result of division of any two numbers up to 10 decimal places.

 Diligence - When used for a longer period of time, the computer does not get tired or fatigued. It
can perform long and complex calculations with the same speed and accuracy from the start till the
end.

 Storage Capability - Large volumes of data and information can be stored in the computer and also
retrieved whenever required.

 Versatility - Computer is versatile in nature. It can perform different types of tasks with the same
ease. At one moment you can use the computer to prepare a letter document and in the next
moment you may play music or print a document.

Computers have several limitations too. Computer can only perform tasks that it has been
programmed to do. Computer cannot do any work without instructions from the user. It executes
instructions as specified by the user and does not take its own decisions.

BASIC FUNCTIONS OF THE COMPUTER

There are four basic functions of the computer: Input, Processing, Output and Storage

Input
The data is entered into the computer with the help of input devices. Like other electronic devices, a
computer takes data in raw form (binary form). The user can enter the data in several formats such
as the collection of letters, numbers, images, etc. The input devices convert the data in the binary
form so that the computer can read the data.
Some of the input devices of computer systems are Keyboard, Mouse, Joystick, Scanner etc.

Processing
The processing is the main function of the computer system. It is done in the Central Processing Unit
(CPU). It is the internal process where the data is processed according instructions given. The data is
executed sequentially and sent for further processing.

CPU is considered as the brain of the computer. It performs all types of data processing operations.
It stores data, intermediate results, and instructions (program). It controls the operation of all parts
of the computer.
CPU itself has the following three components:
 ALU (Arithmetic Logic Unit)
 Memory Unit
 Control Unit

Output
The output is the information provided by the computer after the entire processing. It is also known
as the result that can be stored in the storage devices for further use. The output devices retrieve
the processed data from the computer and convert the data into a human-readable form.
The widely used output devices of computer systems are Monitor, Printer, Projector, Speakers etc.

Storage
Storage is a crucial part of the computer system. It is used to store data or instructions before and
after processing. Generally, storage is divided into the following types:

Primary Storage
Primary storage devices store the inputted data and immediate calculation results. The data stored
in primary storage is temporary and will be lost if they are disconnected from the power source. Eg.
Random Access Memory (RAM), Read Only Memory (ROM).

Secondary Storage
Secondary storage devices are used to store the data permanently for future use. The data stored in
the secondary storage devices is secure even if there is no power supply. Eg. Hard Disk Drive,
removable “USB” drives, CDs, and DVDs.

Units of memory : Basic unit of memory – bit; 8 bits = 1 byte; 1KB (Kilobyte) = 1024 bytes;
1MB(Megabyte) = 1024 KB; 1GB(Gigabyte) =1024 MB; 1TB(Terabyte) = 1024 GB

A computer consists of hardware and software.

Computer Hardware

They are the physical components or parts that jointly form a computer system.. Depending on the
structure of the computer system, hardware can be installed inside or outside of the computer
physical body.
Some components of the computer hardware are Monitor, Keyboard, Mouse, CPU (Central
Processing Unit), Motherboard, RAM, Hard Disk Drive, Printer etc.

Computer Software

It is a group of programming instructions designed to instruct the computer to perform specific

tasks. Typically, a computer system is useless without software. There are two types of computer
software:

System Software
It connects the user and the hardware of the computer to interact with each other. System software
provides the basic functions required to operate the computer system.
Like Operating systems (e.g., Windows, Linux, Android, etc.), Device Drivers, Firmware and Utility
software (e.g. Antivirus, Memory tester, Disk partitioning and Disk defragmenter etc.)

Application Software
They are customized software designed for personal use. This type of software helps users for
performing basic tasks such as online research, setting an alarm, designing or even playing games.
Therefore, these are also called ‘end-user programs’.
Like General purpose( e.g. Microsoft Word, Microsoft Excel, MS PowerPoint, Photoshop etc.) and
Customized (e.g. Invoice Management System, Airline Reservation System etc. )
MICROSOFT WORD (MS-WORD)

Microsoft word or MS-Word (often called word) is a graphical word processing program by Microsoft
Corporation. The purpose of the MS Word is to allow the users to type and save documents.

Some of its main features are :

 Fast Typing
 Editing functions: Any type of correction (insert, delete, change, etc.) can be easily done.
 Permanent storage: Documents can be stored indefinitely.
 Formatting functions: Entered text can be created in any form and style (bold, italic,
underline, different fonts, etc.). Graphics provides the ability to insert drawings into
documents, making them more useful.
 Alignment: You can align your text as you like, for example, left, right, centre or justified.
Delete errors: You can remove a word, line, or paragraph from a stroke, and the rest of
the subject will appear automatically.
 Line Spacing: You can set the line spacing from one to nine according to your preference.
 Move-in Cursor: You can move the cursor from one word to another or from one paragraph to
another as needed.
 Page break: You can set a page break at any point in the text so that the next page is printed
when printing.
 Search and Replace: You can search for a specific word in the entire document and replace it
with another word.
 Indentation: Refers to the space between the text boundaries and the margins of the page.
There are three types of indents: positive, negative, and hanging.
 Header and footer: A header or footer is text or a graphic, such as a page number, a date, or a
company logo, that is typically printed at the top or bottom of each page of a document.
 Page orientation: Refers to whether the text is printed lengthways or across. Above the
printed side is called PORTRAIT and the side printed across is called LANDSCAPE.
 Spell Checker: Not only can it check spelling mistakes, but it can also suggest possible
alternatives for misspelled words.

How to start MS Word:

Click on start menu and find Microsoft Office ->Microsoft Word 2010

You will see the application window of MS Word as below

Document area is the area where you type your text. The flashing vertical bar is called the insertion
point and it represents the location where the text will appear when you type.

File Tab

Creating a New Document

To begin a new document, click on File and then click New. The New Document window will appear,
giving you various options to create a new document. You can start from a blank document by
selecting Blank Document (this is selected by default) and then clicking Create

Opening a Document

To open an existing document, click the File tab and then click Open. The Open window will appear.
Select the location where you saved the file, then click the file name from the list and click the Open
button. You can also double click on the file from the list to open the document

Saving a Document

To save a document, click the File tab and then click Save. If this is a new document that you are
saving for the first time, the Save As dialog box will open up. Select the location where you would
like the file to be saved, enter a File name and then click the Save button. The default file format is
the Word Document (*.docx) file format.

Home Tab - Styling your Document

This tab can be used to style your document, including the formatting of fonts and paragraphs.

Font Formatting

Highlight the text you want to format and then select the font ,size, style(bold, italic, underline) and
color under the Font group. For additional font options, click the Show Font Dialog Box icon.

If you want to select all of the text on a page, click Select  Select All under the Editing group. To
select multiple sections, hold the Ctrl key on the keyboard and then highlight multiple sections of
text.

Cut/Paste Text

Highlight the text you wish to move, click on Cut under the Clipboard group, move your cursor to the
desired location, and click on Paste under the Clipboard group.

Copy/Paste Text

Highlight the text you wish to copy, click on Copy under the Clipboard group, move your cursor to
the desired location, and click on Paste under the Clipboard group.

Paragraph Formatting

Paragraph formatting options are available under the Paragraph group. The following options are
available from the Paragraph group:

 Bullets and numbered lists

 Indentations, Sorting & Display Format Symbols
 Alignment (Left, Center, Right, Justify)
 Line spacing, Shading, & Borders
Insert Tab - Inserting Objects

This tab can be used to insert various types of objects, including pages, tables, illustrations, links,
headers & footers, text, and symbols.

Headers and Footers

To have a consistent header or footer on each page of a document, click on Header or Footer from
the Header and Footer group and then select the header or footer style that you desire. Once you
add a header or footer, you will see a Header & Footer Tools Design tab on the ribbon.

The Insert group provides the capability to insert the date & time, pictures, and clip art

Symbols that aren’t found on a normal keyboard can be added to Microsoft Word documents by
selecting Symbol from the Symbols group

Tables

To create a table, click the Table icon from the Tables group and then select the number of cells you
want. If you need a table that is larger than 10 cells wide by 8 cells high, click Insert Table. The Insert
Table window will open up. From here, the number of columns and rows can be specified. In
addition, the autofit behavior can be set to specify the width of columns.

Pictures

Place your cursor where the picture is to be inserted and then select Picture from the Illustrations
group. Navigate to the directory where the picture is located, click the file name and then click the
Insert button. See the Picture Tools Format Tab section below for information on working with
pictures within a Word document.

Page layout tab

Page Setup

The Page Setup group contains the options to specify the layout of a page, such as margins,
orientation, and page size.

Page Background

To set a page color, click Page Color and select a color from the list of Theme Colors or click More
Colors to pick a color not available from the list.

To add a border to the page, click Page Borders to bring up the Borders and Shading window. From
here, you can specify how you want your border to appear, including style, color, width, and
pictures.

View Tab

This tab is used to set how you want your document to be viewed while you are working on it

Zoom

With the Zoom group, the zoom level of the document can be set. To change your zoom level, click
the Zoom icon under the Zoom group.

Window
 If you are working with multiple Word documents, you can switch between them by clicking the
Switch Windows icon under the Window group or set them to be viewed side by side with the View
Side by Side icon under the Window group.

Listed down are a few shortcut keys of MS Word:

 Ctrl + A: Select all contents of the page  Ctrl + Z: Undo last action
 Ctrl + B: Bold highlighted selection  Ctrl + G: Find and replace options
 Ctrl + C: Copy selected text  F1: Open help
 Ctrl + X: Cut selected text  F7: Spell check selected text and/or document
 Ctrl + N: Open new/blank document  F12: Save as
 Ctrl + P: Open the print window  Ctrl + S: Save
 Ctrl + I: Italicise highlighted selection  Ctrl + W: Close document
 Ctrl + U: Underline highlighted selection  Alt + Shift + D: Insert the current date
 Ctrl + V: Paste  Alt + Shift + T: Insert the current time
 Ctrl + Y: Redo the last action performed  Ctrl + Backspace: Delete word to the left of the
 cursor