Data Entry and Keyboarding Skills

Class 9 Notes

This unit will cover a variety of key types, typing ergonomics, finger placement
on the keyboard in accordance with the touch-typing method, and the usage
of typing software to learn keyboarding skills.

Keyboarding Skills

What is keyboard?
Keyboard is the most common text-based input device. Computer keyboards
are similar to electronic typewriter a keyboard generally has more than 100
keys. The typing speed can be measure using Word Per Minute.

What is Touch Typing Method?

The touch-typing method is a way of typing that does not require the user to
locate keys. There is no need to search for the key while typing.

Benefits of Touch Typing

1. Faster Typing Speed – You can type more words per minute without
looking at the keyboard.
2. Better Accuracy – Reduces typing mistakes because your fingers
know the correct keys by habit.
3. Increases Productivity – Saves time when preparing documents,
coding, or entering data.
4. Improves Focus – You can look at the screen and think about your
content instead of searching for keys.
5. Reduces Strain – Helps maintain good posture and reduces stress on
eyes, neck, and wrists.
6. Useful for Exams and Jobs – Many competitive exams and office jobs
require fast and accurate typing.

What are Guide Keys in a Keyboard?

• Guide Keys are special keys on the keyboard used to help your fingers
find the correct position while touch typing.
• On the alphabetic section, the guide keys are F and J because they
have small raised bumps that help you locate them without looking.
• On the numeric keypad, the guide key is 5 for the same reason.
• These raised bumps help typists quickly place their fingers on the
Home Row and start typing correctly.
Different types of keys in keyboard

A computer keyboard contains the following types of keys –

• Alphanumeric keys – All of the alphabet (A-Z) and numbers (0-

9) on the keyboard.
• Punctuation keys – All of the keys associated with punctuation,
such as the comma (,), period (.), semicolon (;), brackets ([]), and
parenthesis ({ }) and so on. Also, all of the mathematical
operators such as the plus sign (+), minus sign (-), and equal sign
(=).
• Alt key – Short for Alternate, this key is like a second control key.
• Arrow keys – There are four arrow keys to move the cursor (or
insertion point) up (↑), down (↓), right (→), or left (←). Arrow keys
can be used in conjunction with the
• Shift or Alt keys – To move the cursor in more than one position
at a time.
• Backspace key – Deletes the character just to the left of the
cursor (or insertion point) and moves the cursor to that position.
• Caps Lock key – It is a toggle key, which when activated, causes
all alphabetic characters to be uppercase.
• Ctrl key – The control key is used in conjunction with other keys
to produce control characters. The meaning of each control
character depends on which program is running.
• Delete key – The Del key deletes the character at the current
cursor position, or the selected object, but does not move the
cursor. For graphics-based applications, the delete key deletes
the character to the right of the insertion point.
• Enter key or Return key – It is used to enter commands or to
move the cursor to the beginning of the next line.
• Esc key – The Escape key is used to send special codes to
devices and to exit (or escape) from programs and tasks.
• Function keys – Special keys labelled F1 to F12. These keys
have different meaning depending on which program is running.

What is numeric keypad?

Numeric keypad is used when large amount of numeric data is to be entered.

This keypad is just like a simple calculator. It is normally located on the right-
hand side of computer keyboard.

What do you mean by home keys?

Alphabets ASDF are home keys for the left hand and (semi-colon) LKJ
for the right hand. The fingers are trained to make the correct movement to
other keys and each finger returns immediately to its respective home.
Typing and deleting text

• For typing text in a document you should click on the letter.

• To typing numbers in a document you should use the number
lock or the numbers on the second row of keys on the keyboard.
• To delete text in a document you should use the backspace key
or delete key.
How to type capital letters?

To type capital letters, switch ON the Caps Lock by pressing the key before
typing.

What is typing symbols in keyboard?

Typing symbols are characters that are not letters or numbers and are also
known as special characters. The Shift key is used to access the top typing
symbols that are one of the keys with two characters.

Space between the typing word?

To get space between typed words, press the space bar once and then type
the next word.

Creating new lines and spaces between paragraphs

To add additional lines and spaces between paragraphs, press the Enter or
return key. Verify that a new line appears when the cursor is blinking.

Pointing devices
Some items, such as the ‘print’ or ‘close’ buttons, can be selected from
the computer screen without a keyboard and this can only be done with a
pointing device. Examples of point and draw devices are joystick, light pea,
touch pad or track ball and touch screen.

Mouse pointer

Mouse is a pointing device used to point a particular place on the screen and
select to perform one or more actions. Using mouse you can select menu
commands, resize windows, selecting actions etc.

A mouse primarily comprises of three parts: the buttons, the handling area,
and the rolling object.
Mouse operations

The common mouse actions are as follows:

• Click or left click

• Double click
• Right click
• Drag and drop
• Scroll
• Blocking
Typing ergonomics
Typing ergonomics provides the logistic support for efficient and effective
typewriting. Some of these factors included are as given as below.

Sitting posture

While operating the computer keyboard, sit straight, slightly bending your neck
forward. Check your comfort and sitting position of body.

Position of hands

Put your forearms at level with the keyboard and palms down. Keep your
wrists straight and hang your elbows naturally. Don’t touch the elbows to the
body nor be too far away from the body. Bend at about a 90 degree angle.

Monitor placement

Do not bend your neck while looking at the screen and keep the upper border
of the screen at eye level. The distance of the screen from the user depends
on the size of the screen. Keep an approximate distance of about 60–65 cm
for a 17-inch screen.

Mouse and keyboard placement

Keep the keyboard and mouse together at an approximate distance of 20

cms.

Chair and table placement

The computer table should also have enough space for your legs. Proper
ergonomics make typewriting a natural occurrence, preventing unnecessary
strain.

Placement of matter to be typed

Place the matter for typing to the left or right side of the keyboard preferably
on a Copy Holder which has a sloping surface.
Positioning of fingers on the keyboard
Your finger position on the keyboard should always be on the home key. The
fingers are taught to move correctly to the other keys, so that after pressing a
key, your finger instantly returns to its home key.

Allocation of keys to fingers

The keyboard learning process starts from the second row (Home Row)
followed by the Third Row (Upper Row), First Row (Bottom Row) and the
Fourth Row (Number Row).

Allocation of keys to fingers on the second row (home row)

Place four fingers of each hand on Home Keys. The remaining two keys ‘g’
and ‘h’ on the second row are operated by the forefingers (Index Finger) of left
and right hand, respectively.

Allocation of keys to fingers on the third row (upper row)

The next step is learning the key-reaches from the Home Row to the row
above it. The learning begins with the reaches from ‘a’ to ‘q’ by left hand little
finger and from ‘;’ to ‘p’ by right hand little finger.

Allocation of keys to fingers on the first row (bottom row)

After learning how to operate keys on Home Row and Third Row, the next
step is to learn how to operate keys on the First Row. Keys Z, X, C, V, B, N,
M, Comma, Full Stop and ‘/’ sign are located on this row.

Using numeric keypad

Numeric keypad is important in numeric data entry. The numeric keypad has
four columns and five rows. The row which has 4, 5, 6 and is called Home
Row. This is the row which is initially practiced by a touch typist. On a
numeric keypad, the number 5 is the guide key.

Successful keyboarding tips

The following points may be kept in mind for successful keyboarding
techniques.

• Press the keys with feather touch.

• Rest your fingers on Home row while typing.
• Allow your fingers to fall naturally on the keys.
• While typing, release the key immediately as soon as you press
it.
• Do not look at the keyboard while practicing.
• Press the keys with equal intervals.
 • Press the keys only with the fingers allotted for them.
• Do not take any mental stress while typing.
• Secure typing ergonomics.

Introduction to Rapid Typing Tutor

Rapid Typing Tutor is a Free and Open Source Software (FOSS) designed to
learn typing skills on the computer. Learning to type is fun with the typing
game included with Rapid Typing Tutor.

Touch typing technique

Touch typing improves typing speed and accuracy. A touch typist never looks
at the keyboard. The fingers hit the right keys by habit.

Touch typing can be learned by performing special exercises.

• Stage one of the process begins with learning the Home Row of
the keyboard (the row beginning with the Caps Lock key).
Looking at the keyboard is strictly forbidden.
• Stage two involves memorising frequently used syllables and
typing words containing these syllables.
• Stage three involves typing actual text to perfect the skills
acquired.

Color indicator of Rapid Typing Tutor

The colour indication is as follows:

• Green letters denote right inputs.

• Yellow letters stand for right inputs exceeding the acceptable
timeframe.
• Red letters denote wrong inputs within the acceptable timeframe.
• Orange letters indicate wrong inputs that also exceed the
acceptable timeframe (it’s the
worst result).