Computer Training NEW

Computer Orientation Programme
DATA CENTRE, MAIHAR

(CTIL-CBG)
COMPUTER ORIENTATION PROGRAMME
Guidance – Mr. A. S. Thakur

Compilation – Santosh Verma
Support – CTIL-CBG, IT Team
Data Centre, Maihar (CTIL-CBG) 1 / 79

CONTENTS -
Topics Page No
(1) OBJECTIVES OF ORIENTATION PROGRAMME 03 - 03
(2) COURSE METHODOLOGY 04 - 04
(3) INTRODUCTION OF CTIL-CBG COMPUTERISATION 05 - 05
(4) INTRODUCTION TO COMPUTER 06 - 24
(5) VIRUS 25 - 25
(6) DOs & DON’Ts 26 - 27
(7) OPERATING SYSTEM 28 - 38
(8) NETWORKING CONCEPT 39 - 41
(9) WORD PROCESSOR (MICROSOFT WORD) 42 - 52
(10) SPREADSHEET (MICROSOFT EXCEL) 53 - 64
(11) PRESENTATION GRAPHICS (MICROSOFT POWERPOINT) 65 - 67
(12) USING INTERNET 68 - 79

-1-
Objectives of Orientation Programme
This training programme aims to impart introductory and operational

knowledge to users who are directly or indirectly involved in computer
operation at work. Main objective behind this programme is to make the user
competent to work and operate the computer in better way using GUI
(Graphical User Interface) technology i.e. Windows XP based software under
networking environment.
Basic emphasis is given in Hardware, Operating System, Word Processing,

Spreadsheet and Presentation Graphics to perform their work independently
and efficiently.
At the end of this training programme, participated candidates can work

speedily and efficiently in various standard software i.e. MS-Word, MS-Excel
and MS-PowerPoint and they understand and appreciate the computer
application at their work.

-2-
Course Methodology
This course will follow multimedia caching technique with emphasis on
practical training. The focus is on sharpening the skills of users. To achieve
this “Learning by Practice” technique will be adapted.
Therefore this course will be

• Learning by self study.
• Inviting the participants to come out with suggestions.
• Utilise the Computer to maximum extent for learning.
• Doubts clearing session by the co-ordinator.
Added to hands on training on computers, teaching aids like OHPs will be part
of training.
To end, the success of this training programme will largely depend on the user
enthusiasm and participation.

-3-
Introduction of Computerisation of CTIL-CBG
Earlier in CTIL-CBG, having different legacy ERP system as per their need,
which was not similar in contrast to software and technologies, let us have
brief of systems were existing in different plants –
1. Century Cement - Oracle 9i & Developer 6i
2. Maihar Cement - Oracle 9i & Visual Basic 6
3. Manikgarh Cement - Oracle 10g & Developer 6i
For standarisation of systems of all plants it has been decided to put all the
system in one platform hence the Century Textiles & Industries’ Cement
Business group have implemented SAP ECC 6 with big bang implementation.
Our Sap implementation project is named “Sanjeevani”. It started on
23/02/2009 and within 6 months we achieved the goal as per our schedule
the work has been completed uptill 22/09/2009 and data migration work was
started and finally went for go-live on 05/10/2009.
Following modules have been implemented –
1. MM – Material Management
2. FI-CO - Finance & Control
3. SD - Sales & Distribution
4. HR-PY - Human Resource & Payroll
5. PP-QM - Production Planning & Quality Management
6. PM-PS - Plant Maintenance & Project System
Our DC (Data Centre) is decided to be located in Maihar Cement, which caters

information to all our Cement Plants and Sales Depots. DR (Disaster
Recovery) is located at Century Cement.

-4-
Introduction to Computer
For performing any task, certain process has to be followed. Let’s prepare a
cup of tea for understanding it. At the very beginning we have to collect all
ingredients required i.e. Stove, Kettle, Tea leaf, Sugar, Water and milk. Then
flame the stove burner and put kettle with water and tea leaf on it and boil it.
Then add sugar and milk as desired, now tea is prepared. Have a sip and
enjoy it. If you are observing above process carefully, then you can easily
conclude the activities which can be grouped into three steps –
1. Collection of materials to be used - Input

2. Boiling water with tea leaf and adding sugar and milk - Process
3. Sipping and enjoying tea - Output
Same activities are performed in computer also. To perform any task in

computer, initially you have to feed data in it (i.e. input) and as per
requirement it is processed (i.e. process) and finally you can get the report in
desired format (i.e. output). For above activities you require 3 devices -
Input Device - Keyboard, Mouse etc.
Process Device - Central Processing unit (CPU)
Output device - Monitor, Printers etc.
According to above discussion, we can simply define the computer as -

“Computer is an electronic device, in which data is entered and after certain
process output is taken in required format.”
Why Use Computer ?

1. Memory capacity is much higher than human beings.
2. Faster than a person.
3. Accurate calculation.
4. Tireless machine to work repetitive job.
5. Versatile to perform various jobs by single computer.

Though there are so many advantages of computer but still few drawbacks are
there -
1. It does nothing without user instruction. Does not have decision making
ability.
2. It can not dictate person , it only accept order from user and perform the
task If it can understand the command given by user irrespective the out
put of task.
History
At 2000 BC a computer was invented in China named ABACUS, which was
used to perform simple arithmetic operations. This is nothing but colours of
pebbles strung on series of wires.
First mechanically operated device developed by Mr. Blaise Pascal was named
Pascaline machine. Then first break through come when the Analytical engine
was developed by famous mathematician Charls Babbage, who is known as
father of computer. His assistant Lady Augusta Ada Lovelace who wrote
programs for his computer is known as mother of programming.
Then in turn of this century, a scientist Herman Hollerith invented electrically

processing of data in a computer. It contained huge valves and had to be
cooled down after every hour to keep it functioning. But it was a break
through as it laid foundation for our latest computers. This was the only
machine in which first time storage media was used named punched cards.
After this breakthrough, technology raced. Transistors replaced huge valves

thus reducing the heat generated and size of the computers (a transistor
consisted 100s of valves to a considerable extent. It was upgraded with
integrated circuit chips containing thousands of transistors on it. Next step
was VLSI (Very Large Scale Integration) technology which contained millions
of transistors on a single chip.

Now a days we are using PC (personal computers) having microprocessor

chips, quality and cost vary on its. These days we use Pentium III or Pentium
IV with enormous speed.
The growth of computer is so fast, that yesterday’s knowledge becomes

outdated today. In this scenario the world is awaiting next generation. Could it
possibly replace the humans? We have to wait and watch.
Anatomy of Computer
CO M PU TER
HARDW ARE SOFTW A RE L IV E W A R E
Hardware - Physical component or tangible part of the computer is

known as hardware. E.g. Your TV, Antenna and Remote Controller
are treated as hardware.
Software - Functioning or working process of computer comes under
software. E.g. Network Programme, News etc.
Liveware - To make the computer functioning, a human being is required for
operating and making programs. This comes under liveware
category.

Architecture of Computer
CU
INPUT ALU OUTPUT
MU
CPU - Central Processing Unit

CU - Control Unit
ALU - Arithmetic & Logic Unit
MU - Memory Unit
Data inserted through input unit directly goes to CU, which controls during
process on all over the units. If any arithmetical or logical calculation is
required then it goes to ALU and proceed to MU to give output or to store into
storage device.
Types of Computers
Classification of computer is categorised into 2 groups -
1. Purpose wise
2. Size wise
Purpose wise Classification
1. Digital Computer - These types of computer directly counts and calculates
digits. e.g. Electronic Calculator, Electronic Watch etc.
2. Analog Computer - These types of computers measures physical values
and unit fall along with it. e.g. Thermometer,
Milometer etc.
3. Hybrid Computer - Comprehensive feature of digital and analog computer
combined together forms it. e.g. ECG machine,
Electronic Thermometer etc.

Size wise Classification

1. Mainframe Computers - As term mainframe, it is huge in size and has
enormous processing capabilities with greater storage
media that is magnetic taps. Mostly used for on-line
data processing. e.g. IBM mainframe.
2. Mini Computers - As term mini, it is smaller than mainframe and
capabilities also lesser than mainframe but higher than
PCs. Mostly used for multi-user environment. e.g. Sun
Supermini, Supermax mini computer.
3. Super Computer - Used for special purposes, when lengthy or complex
scientific calculation is needed. It is multiprocessor
based non von neumenn architecture computer. e.g.
CRAX-XMP installed at Delhi Doordarshan for weather
forecasting. First Indian super computer PARAM was
invented by CDAC (Centre for Development of
Advanced Computing), Pune.
4. Micro Computer - Microprocessors are used in PCs, so it comes under
micro computer category. Small in size von
architecture based computer. e.g. Personal Computer
(PC). According to processing capability it is divided
into following categories -
PC
PC-XT (Extended Technology)
PC-AT (Advanced Technology)
PC-AT 80286
PC-AT 80386
PC-AT 80486
PC-AT Pentium I
PC-AT Pentium II
PC-AT Pentium III
PC-AT Pentium IV

Memory Concepts
Computers memory is classified into 2 categories -
1. Internal Memory
2. External Memory
Primary Memory
Also known as Internal or Main memory and it is same as brain is of human
being.
RAM - Random Access Memory is volatile memory used to store data
temporarily but it is main memory of computer, switching off the
computer will cause to lose of data from memory.
ROM -Read Only Memory is non volatile memory provided by manufacturers.
From it memory can be read but can’t be written into it. Now a days we
use PROM (Programmable Read Only Memory) in which program can be
done but prewritten things can’t be erased. One more ROM named
EPROM (Erasable Programmable Read Only Memory) are also used in
which read, write and erase of program can be done.
Secondary Memory
Information are stored in secondary storage or auxiliary storage for further
reference, and as per requirement data can be read, written and erased from
it. These devices are used as backup devices and are used to store software
and utilities to work. Generally we use 2 types of storage media –
1. Magnetic Tap - Is known as sequential (serial) access storage device
like audio or video cassettes. Data is stored sequentially in it
and reading process also done sequentially. It is slow
storage media but large volume of storage capacity and
lower price makes it ideal for backup of data.
2. Magnetic Disk - Is very popular and frequently used media for backing
up data and storing application software, known as direct
access storage device, consisting of 2 types -
1. Hard Disk
2. Floppy Disk

Hard Disk - Fixed storage media to store data and application software
which are used frequently this can not be transported frequently.
Because of high storage capacity, high operational speed and
security this is considered as ideal for large operations. Hard disk
comes in various capacities from 20 MB to 80 GB.
HARD DISK
Heads
Platters
Floppy Disk - These are the most widely used storage media for backup. It
is popular because of its transportability and privacy, it provides.
Floppies comes in different storage capacities as follows -
360 KB 5¼“ Double Sided Double Density
1.2 MB 5¼“ Double Sided High Density
720 KB 3½“ Double Sided Double Density
1.44 MB 3½“ Double Sided High Density
F lo p p y D isk (S ize 5 ¼ ”)
L ab el
C en tu ry C em en t
W rite P rotec t
N otch
H ub
In dex H ole
D isk
R ead / W rite
A re a
P ro tecto r Jacket

These are to cater to the need of varied requirements. The major

demerits in using floppy disks are its relatively low storage
capacity and the low speed of operation.
Data Measurement
Data take place in computer in binary digits (0s & 1s) only. Stored data in
memory or storage media is measured in following units -
1 BIT = 0 or 1
1 NIBBLE = 4 Bits
1 BYTE = 2 Nibbles / 8 Bits / 1 Character
1 KILO BYTE = (2)10 Bytes / 1024 Bytes
1 MEGA BYTE = (2)10 KB (Kilo Bytes) / 1024 KB
1 GIGA BYTE = (2)10 MB (Mega Bytes) / 1024 MB
1 TERA BYTE = (2)10 GB (Giga Bytes) / 1024 GB
1 PETA BYTE = (2)10 TB (Tera Bytes) / 1024 TB
1 EXA BYTE = (2)10 PB (Peta Bytes) / 1024 PB
1 ZETTA BYTE = (2)10 EB (Exa Bytes) / 1024 EB
1 YOTTA BYTE = (2)10 ZB (Zetta Bytes) / 1024 ZB
5. Central Processing Unit

This is heart of the computer. All arithmetical and logical processes are done
here. Mostly used CPUs of micro computers are Intel 8088 / 80286 / 80386 /
80486 / 80586 / Pentium I / Pentium II / Pentium III / Pentium IV etc. The
capability of CPU is represented by number of instructions it can execute out
in one second; it is usually measured in millions. CPU is the basic component
of the computer is connected with other components through electrical wires.
Devices which are connected with CPU are called peripherals.
Input Devices
1. Keyboard - Similar as typewriter machine with alpha and numeric keys,
with some special keys for particular functions. This is commonly
used input device.

2. Mouse - Pointing device for fast operation in computer software. Mostly

used in GUI based software like MS-Windows and Apple Mac etc.
Drawing and sketches are easy to make using this device.
3. Scanner -This device is used to scan pre developed photographs, pictures
and make it computer readable file format for further processing.
Output Devices
Output is taken using two medias, first one is called Soft Output, where output
is taken on monitor. Second one is called Hard Output, where output is taken
on paper through printers.
1. VDU (Visual Display Unit)
Also called monitor. Depending upon the requirement we use monochrome or
colour monitors. Display of monitor is controlled by DCC (Display Controller
Card) fixed in CPU. Quality of display depend upon the type of monitor and its
display controller card. Commonly used DCC names are given below -
MGA - Monochrome Graphics Adapter
CGA - Colour Graphics Adapter
HGA - Hercules Graphics Adapter
EGA - Enhanced Graphics Adapter
VGA - Video Graphics Array
SVGA - Super Video Graphics Array
PGA - Professional Graphics Array
APGA - Advanced Professional Graphics Array
MPEGA - Moving Picture Enhanced Graphics Adapter
2. Printers
Printers are divided into two categories -
A. Impact Printer - Which prints through hammer strike onto paper before
ribbon. These are noisy printers. Following printers
comes under this category -
a. Daisy Wheel (Electronic Typewriter)
b. Dot Matrix
c. Drum Printers
d. Line Printers

B. Non-Impact Printer - These printers are silent printers, based on

inkjet or laser technology. Such as -
a. Ink Jet Printers
b. Laser Jet Printers
c. Photo Copier Machine.
CPU (Central Processing Unit) –

These may be called as brain of a system. All the computation and logical task
is begun performed in the CPU itself on the behalf of user request. It has got
some internal part like Hard Disk (Main Storage Device), Processor, Data bus,
Memory (RAM and ROM), FAN, Sound Card, Display Card, Network Card etc.
and some external part which is the interface to these internal part are Power
Switch, Floppy Drive Switch, CD Drive Switch.
Following screen will display all the external features of a CPU.
This screen display the Power button of CPU. By pressing this button we can
switch on our system.

This screen shows the button which is meant for making CD drive operative.
This screen shows the button which is meant for operation of Floppy drive.
Apart from these switches in the front there are some USB(Universal Serial
Bus) port meant for connecting external devices like Pen Drive, Projector,
Cameras and Printers in the front cabinet of the CPU. This screen shows those
USB connection port.
USB Port

This screen shows the switches and ports available at the back of the cabinet
of CPU. There are port for connecting CPU to Printer (Serial Port Printer, eg.
Dotmatrix Priter), Monitor, Mouse, Sound Box, Network Card and off course
power code point. The size of these port appropriately meant for each device
and its not possible to make any error while connecting these device as it will
get fit into other device port.
Power Port
Mouse Port Sound box Port Printer port Keyboard Port Monitor Port
Network Port Sound box Port
Monitor –
Monitor are of two type , first is General CRT (Cathode Ray Tube) Colour
Monitor and Other is LCD( Liquid Crystal Display ) Monitor. The quality of the
resolution of picture in LCD monitor is far better than CRT monitor.
This screen display a CRT Colour monitor having following switches. We need
to press the power button in monitor to make it online and there is other
small button is there to adjust its display .

Adjustment Button Power Button
Mouse –
Nowadays all the software are graphical based and for easy operation all
operating system is provided the facility so that by double clicking at the
icons, we will be able to run any program. To click at any program we have
mouse. By sliding mouse over any suitable platform we are able to move a
pointer to any location in monitor. And to click run a program we need to
bring the pointer to the icon or program point and then click left trigger in the
mouse to run that program. To see the properties of any particular selected
thing we can right click at mouse after first locating that thing and then
pressing once only at that item.
Left Button
Scroll Button
Right Button

Keyboard –
We have keyboard as an interface to send some command to CPU to execute
a program or to write anything for us in word processing tools or to make
program. Common feature of a keyboard are as defined below.
There are numeric and alphabetic key in keyboard which is meant for typing
these particular characters . Other keyboard function details are as follows :-
Esc :- To escape from any program.
F1 :- To Help the User
F2 :- To see screen layout of current programe.
F3 :- Find or Search any word or File
F4 :- To know the properties of current selected item.
F5 :- To Refresh the System
F12 :- To Save any Document
Tab :- To create paragraph a fixed size in Document
Caps Lock :- To enable capital letter writing .
Shift :- By pressing shift key we can type upper sign defined in
Key.
Ctrl :- If we have any problem in system then we can press
Ctrl+Alt+Del together to switch the system.
To copy any item we can select and the by pressing
CTRL+C we can copy that item and by pressing
CTRL+V we can paste that item.
Left ← Key :- To move to left.
UP ↑ Key :- To move to up .
Right → Key :- To move to right.
Down ↓ Key :- To move to down.
Num Lock :- Enable o/s to right something.
Print Scrn :- To take current screen printout.
Page Up :- To go page up in any documents.
Delete :- To delete selected items.
End :- To got to end of a line
Page Down :- To go page down in a documents.
Space Bar :- To move to right without typing anything.

Printer –
Generally we are using 3 kind of printers in Century Cement , one is DOT
MATRIX and INK JET and LASER PRINTER . Now we will see the operation of
various printers.
DOT MATRIX PRINTER
Paper Tray Pitch Setting Key Online Key Paper Tear Key Load Paper Key
Power Switch of printer.

INK JET PRINTER
Power Switch of Ink jet Printer Paper Tray of Ink Jet Printer
Other part of a System is software which consist of Operating System and

Application Software .
User request the task to Operating System and Operating System dictate task
and allocate resource to Application Program to complete the task.
Details of the software will be studied elaborately in the next phase .
Now we will learn some common problem identifying features which

are mention below:-
(1) Suppose we switch on the system and its start making continuous bip
sound then it suppose to be know as due problem in RAM (Read and write
memory), may be there is some loose contact or may be due to dust problem
or may be due to corruption in the slot where these Ram is being fixed.
(2) If system is not getting booted then we have to check whether there is
any problem in battery of the system. If it is found to be ok then it suppose to
consider that there is any problem in ROM(Read only memory ) of mother

board. In this case there can be nothing done but to replace system
motherboard.
(3) If system is successfully passing the boot stage but is not able to do
anything after that mean there is error in reading hard disk then it is to be
consider that hard disk is performing.
(4) If System is reading hard disk but unable to load operating system then its
due to problem in operating system rather than problem in hardware.
(5) If system is not getting the network access then we have to check
whether light is glowing in network code point or not if it is glowing then there
is problem in software else if it is not glowing then we must consider that
there is problem in network card.
Software
Command - Instruction to the computer.
Program - Set of Commands put together to perform an operation.
Software - Set of Programs put together to perform a task.
Package - Set of individual software put together to perform various tasks.
Software
System Software Application Software
Operating Utility Single Purpose General Purpose

System Software Application S/W Application S/W
DOS Compiler Tally Word

Interpreter EX Excel
Windows 95
Virus Scanner Custmised S/W Powerpoint
Unix etc. Disk Doctor etc. etc. RDBMS S/W etc.
Figure 1

System Software
This is preliminary software for the computer. When you start and make your
computer ready for work, you require an operating system otherwise system
will not function. Memory management, data backups, disk management, data
recovery and job controls are done by the system software.
Application Software
This is end user software. User directly interacts with application software to
perform their tasks. When any special application is performed by the
software, it comes in single purpose application software i.e. Financial
Accounting, Inventory control and Payroll etc. The software which is used by
every type of users and perform general tasks such as letter writing, making
analysis table, keeping records in an organised way, comes under general
purpose application software.
Programming Languages
These are development tools to develop software.
1. Machine Language -
Only 0s and 1s are used in programming, to put any instruction it has to be
converted into machine readable format. This is first generation language.
2. Assembly language -
Very similar to machine language, only difference is mnemonic codes, which
are used in this language. Mnemonic codes are prewritten codes for specific
operation. It is directly not interpretable by computer, to make it machine
readable format, it has to be assembled through assembler. This language
comes under second generation.
3. High Level language -
Very near to english language, because commands are of these languages are
in plain english language, so programmer can easily and efficiently write and
understand the programming sequences. These are categorised under third
generation language. E.g. BASIC, COBOL, Pascal, FORTRAN, C etc.
4. 4GLs -

Fourth generation languages are the language where no good programming

skills are required. Through placing plane and simple english type of
commands, lot of processes can be done, so no need to write large programs
for performing a great job. RDBMS engines comes under this category like
Oracle, Sybase, MS-SQL, Informix and Paradox etc.
Language Translators
Writing program using any language must be converted into machine readable
format, then only it works.
1. Interpreter -
It converts high level language instructions into machine readable format in a
sequence. In case of any error in any line of program it halts there. It won’t
generate any object code for machine. E.g. Basic language interpreter.
2. Compiler -
Same as interpreter but it converts high language instructions into machine
readable format at once and generates an object code. Execution is faster
than interpreter. E.g. COBOL, C, Pascal compilers.

-5-
VIRUS
Abbreviation of virus is Vital Information Resources under Seas. Computer

virus is similar to biological virus. Biological virus replicates automatically and
parasites and distress cells of human body. Computer virus also replicates and
parasites and distress our precious data. Virus is nothing but a hidden
program which executes automatically as you start functioning any software in
your computer.
How do you find that your computer is virus infected ?

1. Machine gets slow in processing
2. Some junk characters or any unwanted instructions coming frequently.
3. Software is not functioning properly.
4. Any unwilling obstructions come while working with computer.
5. If data gets corrupted or distorted.
6. Not showing proper memory space.
As well as you find any of the above or any other virus symptoms occurring,
immediately arrange to cure the machine’s data through latest virus scanner
disk, because new versions of viruses comes frequently.
How to cure virus infected machines -
1. Boot machine through fresh and virus cleaned bootable floppy disk.
2. Scan and clean viruses through original and latest virus scanner.
How to prevent virus insertions -

1. Always use original and licensed version of software.
2. Do not use pirated software from any illegal source.
3. Don’t insert or use any virus infected floppy disks.
4. Always check for viruses before using any floppies in your machine.
5. Don’t remove write protect notch from your clean bootable and virus
scanner floppy.

-6-
DOs and DON’Ts in Computers and Peripherals
1. Computer should be kept out of direct sunlight.

2. Keep the computers and peripherals out of vibrating environment.
3. Computer system should be kept 6 inches away from the wall side.
4. Computer and peripherals should be kept atleast 3 feet’s away from CVTs
or Stabilisers.
5. Try to avoid as much dust and hot environment as possible.
6. Input AC voltage should be 230 volts ± 5%.
7. Computers or peripherals should not be connected directly on electric
power supply board, it should be through CVT /UPS.
8. Please see to it that computers are attached to separate in-coming AC
environment. This incoming AC lines should not be attached to any air
conditioner, lift or any other heavy machinery/equipment.
9. As far as possible, do not use multiple plugs extension to avoid loose
connections and over heating of electrical outlet points.
10.Maintain proper air circulation in computer room.
11.Never plug in or out any cables during power on condition.
12.Don’t switch off computer while it is functioning with any software,
otherwise data and software may corrupt, shutdown it properly then switch
off.
13.Do not disturb the CMOS set up.
14.Do not close the floppy drive door lever without inserting a floppy, this
may damage drive.
15.To prevent accidental erase of your floppy contents always insert the
floppy after you switch on the computer power and remove it before switch
off the power.
16.Do not throw your usable floppies into the drawer, please keep it into a
box, specifically provided for the purpose.
17.Please check all your floppies for virus before using it.
18.Always keep two sets of backup.

19.Do not use paper feed knob while printer is on.

20.Do not roll the ribbon cartridge knob while printer is on
21.Never try to initialise the head position with hands.
22.Do not install unlicensed software in your computers.
23.Do not use outside Floppies / Hard Disks / CD ROM / Zip Disks / Magnetic
Tapes or any other storage media.
24.Please follow the instruction properly before using computer and software.
25.Keep your computer room immaculately clean to work in healthy
environment.

-7-
Operating System
Without operating system you can not think to switch on your computer. It is
preliminary interface between user and computer. Earlier text based operating
systems were used, today is GUI (Graphical User Interface) age, so we use
GUI based operating system such as Apple Mac, Linux and Windows XP etc.
These are the main works which are taken care by an operating system -
1. File Management
2. Disk Management
3. Memory Management
4. Job Controls
Internally file retrieval, updation, writing into disk and its log is controlled by
an operating system, simultaneously it updates FAT (File Allocation Unit)
where addresses of all files are stored, through which files can be accessed.
An operating system manages disk cache and fragments and manipulates
memory space whenever any application functions. In case of multitasking
and multiprogramming system it maintains individual job sessions and its
control.
Booting Process
Booting means getting ready for the work, while booting it checks computer
components entirely.
PO ST
B IO S
IO .SY S
M SD O S.SY S
C O N FIG .SY S
C O M M A N D .C O M
A U TO EX EC .B A T
Figure 2

When you switch on computer, very beginning it checks its internal

components for correct functioning which is called POST (Power On Self Test),
then it checks the functionality or connection of basic input and output devices
with CPU which is called BIOS (Basic Input Output System). After that it
control goes to operating system and communication program to interact with
input and output system is loaded, which is IO.SYS file in Windows XP and
MSDOS.SYS file which is called boot strap program is loaded. While booting it
configures the computer through CONFIG.SYS file which can be created by
user also as per requirement. Then COMMAND.COM file which is called
command processor takes place in computers memory for command
interpretation. And as per wish of user pre created AUTOEXEC.BAT is executed
where all necessary command are written as per need. Now computer is ready
for response.
File Name Concepts

Whatever data contents are there, should be kept into a container for further
use, which is called file and to distinguish it, name should be given, called file
name. As per nature of file the file name is consisted into two parts -
1. Primary File Name
2. Secondary File Name
PURCHASE . DOC
Primary File Name Secondary File Name (Extension)
Figure 3
E.g.
In MS-DOS mode Primary File Name should not have more than 8 characters,
but atleast 1 character, in case of Secondary File Name (Extension) it should
not have more than 3 characters. File names can not contain any blank spaces
or any other special characters such as +, -, *, /, [, ], {, }, |, \, @, #, %, ^,
&, = etc.

In Windows XP file name can be given upto 255 characters, blank spaces and
other special characters are possible here.
Sub Directory (Folder) Concepts

It is a container of different group of files. You generally store Sales related
files in Sales folder, Purchase related files in Purchase folder and so on. There
is a main directory named root directory made by system, which contains all
these sub directories.
Directory Tree
C:\ (Century) Root Directory
Sales
Purchase
Sub Directories
Finance
Civil
Figure 4
GUI (Graphical User Interface)

Graphical User Interface is an interface where there is no need of typing
commands and reading instruction often. Through iconic or pictorial elements
instructions can be understood and command can be given through mouse
pointer. As per requirement graphical and drawing work can also be done
using this interface. For better presentation and multimedia aids GUI is
essential. Now a days we use GUI based operating systems such as Apple
Mac, Linux and Windows XP etc.
Windows XP
Windows XP is multitasking and multiprocessing operating system. Various
tasks can be processed simultaneously. It can be made a client of Windows NT
networking operating system. So many utility software come with Windows XP

for certain purposes such as Note Pad, Word Pad, Paint, Calendar, Calculator
etc.
Startup and Shutdown Procedure

If Windows XP is already installed into computer, then by switching on the
computer Windows XP automatically loads into memory, after few seconds
screen will display as shown in Figure10. Windows XP operating system having
so many great features, but at the same time being
delicate also, machine should not be switched off directly when Windows XP is
loaded into memory, otherwise system may be crashed. So system should be
properly shutdown then switched off. One arrow pointer symbol is displayed
on the screen which is called mouse pointer, through which any object or
option on the screen is selected. Windows XP is event driven operating
system, according to function and process mouse pointer, screen layout and
other options changes. There are generally three buttons on mouse, mostly
left and right buttons of mouse are used. Left button for option selection or
activation and right button for shortcut menu or options.

To shutdown the system click the mouse pointer on Start button of Windows
XP, which is called gateway button of Windows XP. Then start menu appear on
the screen like given picture below after next paragraph.
Select shutdown option through mouse and click left button then again you
see the following screen, select First option of radio buttons and click on Yes
button. The Windows XP will get shutdown after a movement. Now you can
switch off the machine.

Terminologies of GUI
Icon - A tiny pictorial element option for certain process.
Status Bar - Mostly appear at the bottom of the screen with start button
and displays the status of programs executed or opened currently.
Desk Top - Preliminary screen of Windows XP or the folder where basic
Windows XP elements are stored.
OLE - Object Linking & Embedding is a utility through which
objects of an application can be linked or embedded into another
application.
Clipboard - A utility program which holds the recent operated object
from any of the application. This is the only object container
through cut and paste of objects possible.
Tool Buttons - Miniature iconic buttons for fast manipulation of document
items of any application.
Check Box - Multi selection options, rectangular box with cross

symbol.
Radio Button - Circular button for single option selection.
Push Button - rectangular embossed button for final selection at

completion of work.
Popup - Option list for selection by clicking mouse button on popup window.
List Items - Same as popup but options are listed below of list item
window and accepts user typed option also.
Spinner - For selection of natural numbers from a series, user also can
type the number as required. Numbers can be increased and
decreased by operating up and down triangular buttons on it.
Dialogue Box - Container of various option for specific operation in child

window. E.g. Font Dialogue box.
Application Window - Main window of any application program opened
currently, which contains menu options and tool buttons.

Document Window - Work area or window containing user file. It is inside

the application window.
Minimise Button - First button of 3 buttons in extreme top right corner of
window used to shrink down the window and put the signature on
status bar.
Maximise Button - Second button as rectangular box of extreme top right
corner on window used to expand window throughout the screen
from minimised window or from restored window.
Restore Button - When window is already in expand mode then second
button of extreme top right corner of window will change into two
overlapped rectangular box, which is used to restore window in its
previous or original size.
Close Button - Last button as cross symbol in top right corner buttons, is
used to close the window.
Accessing an Application and Closing Up

As we know that operating system is an interface between user and computer,
hence any of the application is opened or executed from an operating system
only. If you wish to work in DOS based or text based application such as
Word-Star, Lotus 1-2-3, FoxPro etc. First you come out to DOS prompt by
clicking “DOS Prompt” option from program menu or icon and give appropriate
command to execute it.
If you wish to work on any of the windows based applications such as MS-
Word, MS-Excel, MS-PowerPoint or any other windows based application. If
icon is available on desktop of Windows-XP , select appropriate icon and
double click left mouse button, remember there should not be long time
distance between double clicks. If icon is not available then trace it from
Program menu. Select “Start” button from the status bar and get Start Menu,
select “Program” option,, here names of folders and applications are listed.
Select appropriate application and click left mouse button, application will get
open.

Let us see how to run an application named MS-Word -

1. Click on “Start” button and get Start menu.
2. Select “Program” option, then automatically program menu appears.
3. Select “MS-Word” option from it and click left mouse button and get
application opened.
4. Write a letter as you wish and save it through clicking left mouse button on
“Save” tool button.
5. “File Save” dialogue box appears, type appropriate file name at appropriate
place and click on OK button. File is saved in given name.
6. If you wish to close this application click on close button (cross symbol),
which is given in extreme top right corner of the application window.
File Manipulation with Windows Explorer

“Windows Explorer” is a user friendly application for file management. Using
File option of it, new folder (sub directory) can be created, changed, renamed,
moved and deleted, same can be done for files also. Shortcut icons for
applications can also be created. Different views of file and folder names can
be seen using View option of Windows Explorer as in following figure.

Paint : Using This bitmap pictures are drawn and pre created pictures can be
altered.

Word Pad : In case of non-availability of other word processing

application, Windows XP provides its own word processor for
typing manuscripts and other details in proper page format, which
is not possible in Note pad
Calendar : Regular or prescribed assignment details are managed
according to date and time and can be accessed.
Calculator : As per requirement calculation of digits are done. General
and scientific calculator available in it.
DOS Commands
DOS commands are also used in Windows XP but in DOS Prompt mode , few
useful commands are given below -
Command : DIR
Function : Lists either all the files / sub directory in the directory those for
specific files.
Syntax : DIR <drive:\><path\><filename> /P /W
Command : COPY
Function : Copies one or more files to the specified destination.
Syntax : COPY <source file> <destination file>
Command : REN
Function : Changes the name of the specified files.
Syntax : REN <old file name> <new file name>
Command : DEL
Function : Erases specified file.
Syntax : DEL <file>
Alert : To be used at most care.
Command : MD
Function : Creates sub-directory on the disk.
Syntax : MD \ <sub-directory name>
Command : CD
Function : Changes the current directory to the desired directory.
Syntax : CD \ <sub-directory name>

Command : RD
Function : Removes specified directory but directory must be empty.
Syntax : RD \ <sub-directory name>
Command : CLS
Function : Clears the screen.
Syntax : CLS
Command : DATE
Function : Displays system date and asks for new date.
Syntax : DATE
Command : TIME
Function : Displays system time and asks for current time.
Syntax : TIME

-8-
Networking Concept
Interconnectivity of computers and its resources is called networking. There
are so many advantages behind computer networking -
1. Remote data accessing.
2. Resource sharing.
3. Easy data migration.
4. Time and cost saving in information exchange.
There are three types of network -

1. LAN - Local Area Network
2. MAN - Metropolitan Area Network
3. WAN - Wide Area Network.
LAN : Network connecting computers of an organisation in a limited area or in

a premise within near about 10 KMs. Area. E.g. Century Cement’s
Computer Network, Maihar Cement’s Network, Manikgarh Cement
Networks.
MAN :Network connecting components around a town or city wider than LAN.
E.g. Cable TV network.
WAN :Network connecting components around a country or world wide, comes
in this category. E.g. Internet.
LAN Topologies
The architectural layout is called LAN topology; following types of LAN
topologies are there –
1. Bus Topology
In this topology all computers are connected in serial, hence there is a start
node and there is a end node, hence both ends there must me terminator,
here if one node is fail then entire network will be failed.

2. Ring Topology
It’s forms a ring while connecting nodes, hence there is no start and no end.
3. Star Topology
In star topology, there is a central controller and all nodes are connected with
it, the biggest advantage of this is, if any node stocked then rest network will
be ready to use.

4. Tree Topology
Its basically combination of star topology, when there are many central
controller of different star topology, which are connected with each other
forms tree. Eg. Our Century, Maihar and Manikgarh LAN is based on tree
topology only.
4. Mesh Topology
When all nodes are connected with each other forms mesh topology, the best
example is our telephone network.

-9-
WORD PROCESSOR (Microsoft Word)
The software which is used to perform text processing, writing letters,

manuscripts etc. comes under Word Processors.
Basically the Word Processor does same things what typewriter does, only
difference is, it does all things electronically, further editing and printing is
easy.
Microsoft Word is GUI based word processor and used in Windows

environment only. page set up, page layout, editing, text merging and
embedding is quite easy. Drawing objects like pictures, diagrams, lines, circles
etc. can also be drought easily with letters.
Following are the main features of Microsoft Word -
• WYSIWYG (What You Is What You Get)

• Find and replace of words.
• Linking and embedding of text, pictures and other files.
• Auto correction of misspelled words.
• Table handling using grids.
• Macro writing for special functions and texts.
• Mail merge facility.
• Spelling check using any Standard English languages such as UK, US,
Italian etc.
• Drawing object handling with letters.
• User friendly sensitive help facility.

Invoking Process of Microsoft Word

Click left mouse button on “Start” button and get start menu, select
“Program” option and get application list, select “Microsoft Word” option and
click it to get it opened.
Selection of Printer
First you decide the printer name (printer media) using which you are going to
take print out, because page size, alignments and character objects formation
are different in various print media, suppose you have set up dot matrix
printer and done the text alignment according to it, and you wish to get print
out in ink jet printer, it will not come in proper manner, you have to realign it
according to new printer. So before typing texts, you should define the printer
name or media which you are going to use.

Page Set Up
Select “Page Set Up” option from “File” menu and get page set up dialogue
box. First set the paper size in which output will be taken. For dot matrix
printer and continuous stationary, we use generally Fanfold 8.5” * 12” and
for ink jet printer we use A4 size paper to get printout. According to
requirement set top, bottom, left and right margins, if header / footer is given
set header and footer margins as per need.
Editing Document
When you move mouse pointer around document area, pointer changes into I-
beamshape which indicates only text editing is possible. Start typing from
insertion point (cursor | ), when one line is over, text automatically flows into
next line, which is called word wrapping. Line length is set according to paper
size and left / right margin you have used earlier. Pressing Enter key indicates
the end of paragraph. Left and right margin can be set temporarily using left
and right indent tabs locating on the left and right corner of ruler line. Left
triangle symbol is used for paragraph indent (hanging indent). Drawing
objects such as lines, rectangle, circles and other pictures and shapes can also
be embedded into document, but in “Layout View” only which can be selected
from “View” menu. There are two main views of a document –
1. Normal view : Drawing objects cannot be used, only text editing is

possible.
2. Page Layout View : Text as well as drawing editing possible.

Text Selection
Selecting text is essential, if you want to perform any operation on it, such as
changing fonts, size, alignments, cut, copy etc. Put insertion point before the
text, which you want to select and hold on the shift key and press right arrow
keys or other arrow keys to select direction. Up or down arrow keys for line
wise selection. Through mouse also text can be selected, put I-beam pointer
before text, which you want to select and hold on left mouse button and drag
according to select direction, releasing shift key or left mouse button will be
end of selection.
Cut, Copy & Paste

Some times you wish to erase selected text. So select the text which you
want to delete and click on “Cut” tool button took like scissors or select cut
option from “Edit” menu from menu bar. If you want to move this text than
put insertion point to desired location and click on “Paste” tool button or

“Paste” option from “Edit” menu. Now you see the text which was cut,
appearing in the desired location, some times you need to copy particular text
from one location to another location, above same process will be performed
but in place of “Cut” option “Copy” to be selected.
When you cut or copy text or any drawing object, Immediately takes place in
Clipboard Viewer which is already elaborated in Windows XP session. The text
which is there in Clipboard can be embedded in any of the application file or
in same file as per need.
Bullets & Auto Numbering

Which you need to emphasis the lines with bullets or put serial numbers
before each paragraph or line, bullets and numbering facility is available. First
select the paragraph or lines and click on “Bullets” or “Auto Numbering’
button, or select “Bullets and Numbering” option from “Format” menu and
select appropriate bullet or numbering style. Now entire selected text come
with bullets or numbers.
Changing fonts
Alphabets and numerals can be written in various styles known as font. If
available you can use Hindi, Tamil, Telugu, Urdu and any other fonts also. Few
fonts generally available with MS-Word such as Times New Roman, Algerian,
Script, Arial and San Sarif etc.
If you wish to change fonts of text, select the text and click on font popup
from format tool bar and select font name as you desire then click on font size
popup to change the size and width of letters. As per requirement make it
bold, italic or underlined, through selecting appropriate tool buttons. Same
operation can be performed through selecting “Font” option of “Format” menu.
Some more features are also there in Format - Font menu option like
changing underline styles, changing character styles such as superscripts (e.g.
10th), subscripts (e.g. H2SO4). Even text colours can also be changed.

Paragraph Alignment
By default paragraphs are left aligned. There are 4 types of paragraph
alignments -
• Left
• Center
• Right
• Justified
Left Alignment : Aligns text from left margin.

Center Alignment : Aligns text in centre of the line.
Right Alignment : Align text from right margin.
Justified Alignment : Aligns text from both left and right margins.
To align the text, text has to be selected first and select appropriate alignment
button from format tool bar and click the left mouse button, then entire
selected text will be aligned according to button selected. Same can be done
through “Paragraph” option of “Format” menu, here you can specify line
spacing and paragraph spacing also.

Spell Check
Before checking spelling of text, you should assure the language in which
spelling should be checked because spelling of a word can be different in
various english languages such as UK english, US english, Australian english
etc. So you select the appropriate language from “Language” option of “Tools”
menu in which spelling would be checked. Then put the insertion point at the
place from where spelling will be checked and select “Spelling” option from
“Tools” menu and get the right suggestions of misspelled texts, as per your
wish select the appropriate option or ignore it.

Inserting Header / Footer

Is inserted using “Header / Footer” option of “View” menu. When this option is
selected a Header / Footer buttons appears on the screen with a small screen
of Header area, here you can type header string , if you wish to put Footer
text then click on a Header / Footer switch button, it will display Footer screen
to type texts. This switch button is used to switch to Header to Footer and vice
- versa. Page number, current date and time can also be embed with it, these
buttons are also given with Header / footer tool bar.
Inserting Picture
If you wish to insert a ready made picture in between the text, choose
“Picture” option from “Insert” menu, and get Insert Picture dialogue box,
where the series of WMF (Windows Meta File) pictures will be listed from
clipart directory. This directory can be changed and user made pictures can
also be inserted by selecting the picture name. The picture can not be moved
until inserted in a frame. Frame can be inserted using “Frame” option of
“Insert” menu, then insert a picture inside it.

Table Handling
Some times as per requirement you wish to split the text into rows and
columns, this time table feature is used and works are done accordingly.
Choose “Insert Table” option from “Table” menu and specify number of rows
and columns required then a blank table will be inserted with dotted gridlines
which will not be printed while printing. This gridlines can be hidden through
removing check mark (a) from “Gridlines” option of “Table” menu. Mouse
pointer or tab key is used to move from one cell to another cell in table. Rows,
columns or cells can be removed or added as per requirements through the
option of “Table” menu.
Border & Shading

Select the columns and rows of the table and choose “Border & Shading”
option from “Format” menu and select the type of border , border line, width
and shading style from “Border and Shading” dialogue box and click on “Ok”
button and get border around table.
Mail Merge
Mail merge is the great feature of Microsoft Word using it different addresses
can be merged with a main document file. If you wish to send invitation to
your hundreds of friends, names and addresses of friends are different and
invitation matter is same for all. In this case no need to make hundreds of
files for individual friends. Create two files, one of matter and another of
addresses. And use the mail merge feature -

1. Create one document file using table feature to put addresses of your
friends and save it giving appropriate file name.
2. Create another document file and type the invitation matter and save it.
3. Select “Mail Merge” option from “Tools” menu and get a mail merge
dialogue box.
4. Select first option “Main Document” and click on “Create” button then
select “Form Letter” from popup list, and specify name of the document
file, which you treat as matter file.
5. Select second option “Data Source” and click on “Get Data” button and
select “Open Data Source”. If address file is already created, otherwise you
can select “Create Data Source” option. After selecting “Open Data
Source”, specify the name of file which is already created as address file in
tabular format.
6. Come out to main matter document file from mail merge dialogue box.
7. Now you will see few more tool buttons appeared on the tool buttons
palette, which are mail merge tool buttons.
8. Put insertion point (cursor) in appropriate location of document and click on
“Insert Merge Fields” tool buttons and select desired fields and place in
certain location of the main document.
9. If you wish to have a look of document with merged data click on “View
Merged Data” (<<abc>>) button and through record number buttons see
the different addresses with main document file.
1. Then as per requirement click on “Mail Merge” button and select either
option “Merge to New Document” or “Merge to printer”.
Name Address1 Adrress2 City

P. Sankar 24, Venkatapura Bangalore
Kormangala
S.N. Mahajan 12/4, Sadar Dharampeth Nagpur
Bazar
Santosh 71/4 (East) Nehru Nagar Bhilai
Verma

Printing
Select “Print” option from “File” menu and specify the printer name through
which you wish to print the document, page numbers can also be selected for
specific page printing and click on “Ok” button to start printing the file.

- 10 -
SPREADSHEET (Microsoft Excel)
What is Spreadsheet
Any grid or array of numbers and/or text in rows and columns is called a
spreadsheet. This array or grid is a place to write down numbers and calculate
them easily.
Advantages of an electronic Spreadsheet

1. Large spreadsheets can be stored in a single file.
2. Entering data is faster and easier.
3. Making changes is simpler.
4. Retrieving meaningful information is easy.
5. Calculations on the electronic spreadsheet are almost error free.
6. Automatic calculation.
Features of an Electronic Spreadsheet

1. Worksheet - Work area of spreadsheet program.
2. Graph - According to data, various types of graph can be plotted.
3. Database - Records manipulation is easy.
Starting Microsoft Excel

We first have start Windows and then invoke Microsoft Excel. In order to do
so, carry out the following steps -
1. Click on the “Start” button.

2. Choose the option “Program”
3. Choose the option “Microsoft Office”
4. Click on the option “Microsoft Excel”

❁ It is not a hard and fast rule that Microsoft Excel should be present in
Microsoft Office group. It may be present directly under Program group or
any other group.
Components of Spreadsheet
Creating a new Worksheet and Closing it

1. By default a blank worksheet named Book1 will automatically opened with
Microsoft Excel.
2. Through selecting “Close” option of “File” menu, you can close it.
3. By selecting “New” option of “File” menu a new worksheet file is opened.
4. Whatever editing is wished can be performed as text editor.
5. Save the file by selecting “Save” option of “File” menu or directly save
button can be pressed.
6. Through clicking on Close button or selecting “Exit” option of “File” menu,
you can exit from Excel.

Cell Width & Height Adjustment

Some times the contents goes beyond the cell, that time we need to adjust
width and height of cells.
To change Width/Height of Cells

1. Select the cells of which width would be adjusted.
2. Select “Columns” or “Rows” option from “Format” menu.
3. Select “Width” or “Height” option and put the desired length/height of cells
in number.
Then you see Cell Width/Height will increase or decrease according to number
you have give.
Auto Fit Selection

Some times we wish to adjust the string in a cell according to its length, font
and size. Select the cells which you wish to adjust and select “Cell” option of
“Format” menu and choose “Column” option and click on “Auto Fit Selection”
option. You will see the entire text will be adjusted in a cell.
Fill Handler
If a series of numbers, weekdays or months names require to list on sheet, no
need to type it all, Fill Handler feature is used for it.
1. Type first two consecutive numbers in a series in any of two cells across or
in vertical manner.
2. Click on small rectangle of selected pointer (Fill Handler) and drag it
vertical or accross as you need to generate the numbers.
3. Now you see numbers are automatically generated over the sheet.
4. Same operation you can perform for weekdays and months also.

Cell Format
Value of cell can be displayed in various format such as numbers into date,
time, currency or in decimal places etc.
Type values in cells and select it, then choose “Cells” option from “Format”
menu, you will see a dialogue box with various tab headings such as Number,
Alignment, Font, Border etc.. As per requirement select appropriate tab and
perform the operation.
Let us take Number tab and select “date” option and date style as you require
and click on “Ok”. Selected value format will be changed. Same can be done
in Borders, fonts and Alignments tab as per need.

Pivot Table
Pivot table is tool to prepare a meaningful report with the help of excel or any
other database, with drag and drop facility, it automatically changes when
data changes in database.
Select Data option from main menu and select Pivot Table wizard option, then
you will get following dialogue box, here you select Microsoft office Excel list
or database radio button, then click on next button. It will ask the range for
which you want to create pivot table, here you give the range.

After this it will ask for location, where the report has to be plotted, here you
specify the location.
Here you select finish button then the screen will look like this –

Here as per requirement, you just drag and drop the fields required in column
and row manner as per below screen.
Formulae
If formulae is written using values such as (10+20+30), result will always be
60, if all these values are written in different cells such as cells A1, A2, A3 and
formulae is written =A1+A2+A3 in A4 cell, the value will be 60, if any values
are being changed in above cells the result of formula will automatically

changed. Before typing formulae an equals to sign (=) has to put as prefix
with it.
There are three types of formulae

1. Relative Formulae - If a formula is copied into another cell and the result
gets change accordingly (relatively), is called relative
formula.
E.g. - If a formulae (=A1+A2+A3) is typed in A4 cell and
you copy the contents of A4 cell to B4, the formulae will get
copy as (=B1+B2+B3).
2. Absolute Formulae- If you copy a formulae from one cell to another and
result doesn’t change accordingly, so this formula is
considered as absolute formulae. To make the formulae
absolute a dollar sign ($) has to be put as prefix with
column letter and row number such as =$A$1+$A$2+$A$3.
3. Mixed Formulae - While copying the formulae some times you wish to
change the result value relative to column or row, then
mixed formulae is used, which is combination of relative and
absolute formulae.
E.g. =$A1+$A2+$A3
In this case result of columns will be fixed and rows will be
relative.
=A$1+A$2+A$3
In this case result of rows will be fixed and columns will be
relative.
In Built Functions
Few ready made functions in Excel is elaborated here which are commonly
used.
1. =SUM(cell range)
Is used to add all the numbers given in cell range.
E.g. =SUM(A1:A5)

It will sum the numbers from A1 to A5 cells, colon ( : ) sign denotes

range.
2. =AVERAGE(range)
It calculates average number from given range.
E.g. =AVERAGE(A1:A5)
Result will be (A1+A2+A3)/3
3. =PRODUCT(range)
It returns multiplied values of given range.
E.g. =PRODUCT(A1:A3)
Result will be A1*A2*A3
4. =SQRT(exp.)
It returns square root of given expression.
E.g. =SQRT(81) Result will be 9.
5. =MOD(exp1, expt2)
It returns remainder value, if exp1 is divided by exp2.
E.g. =MOD(13,5) Result will be 3.
6. =INT(exp1)
Returns integer value of specified exp1.
E.g. =INT(10.45) Result is 10.
7. =ROUND(exp1,exp2)
Returns rounded value of exp1 up to exp2 decimal place.
E.g. =ROUND(100.567,2) Result is 100.57
8. =STD(range)
Returns standard deviation of given range.
E.g. =STD(A1:A5)
9. =VAR(range)
Returns variance value of given range.
E.g. =VAR(A1:A5)
10. =SLN(cost, salvage, life)
Calculates depreciation using straight line method according to specified
parameters.
=SLN(10000,1000,10)
11. =DDB(cost, salvage, life, period)

Calculates depreciation using double declining balance method for given

period according to cost of machine, it’s salvage value after estimated
life.
E.g. =DDB(10000,1000,10,3)
12. =PMT(rate, period, sales value)
Calculates instalment amount, if you have purchased any commodity
under instalment scheme for specified period, if certain rate of
compound interest is charged.
E.g. =PMT(10%,12,24000)
13. =PV(rate, period, payment)
Calculates present value of an investment which you are making under
recurring scheme for certain period and specified rate of interest is
provided by investment company.
E.g. =PV(10%,12,1000)
14. =FV(rate, period, payment)
Calculates future value of an investment which you are making under
recurring scheme for certain period and specified compound rate of
interest is provided by investment company.
E.g. =FV(10%,12,1000)
15. =RATE(period, payment, pv)
Returns compound interest rate, if equal payment of specified period
and present value of investment is known.
E.g. =RATE(12,1000,10000)
Vlookup Formulae
This is used, when a database is there in excel and other details of same
database is given in different sheet with key field. Eg. Series of roll numbers
are given with marks obtained by students in English, Hindi and same roll
numbers are given in different sheet with marks obtained by student in
Mathematics, Science and you wish to create a mark-sheet with marks of all
the subjects, then here you have to user VLOOKUP as per following screen.

Here in this dialogue box four columns are asked, first Looking value in our
case the roll number, then table array, in our case the range of roll numbers
with mathematics and science marks, then column index number, in our case
second column after roll number i.e. mathematics and thirds column for
science subject. Once the value is copied then copy the same formulae for all
cell where related marks are required as per roll number.

Chart (Graph)
Creating chart is a great feature of Microsoft Excel. According to data various
types of chart can be plotted, such as line, bar, pie, doughnut, radar etc.
Chart creating procedure -
1. Select data area for which you wish to draw chart.
2. Select “Chart” option from “Insert” menu.
3. Select “On This Sheet”, if you wish to plot chart in same sheet, where data
is located, otherwise select “As New Sheet”.
4. Then you will get data range dialogue box, where you can alter data range.
5. In second dialogue box, you have to select chart type.
6. Then chart style dialogue box will come and this will be related to previous
chart type selection dialogue box.
7. In next you will get a preview of chart, here you can select data orientation
either row type or column type.
8. In next dialogue box, chart title, X axis and Y or Z axis title and legend can
be specified.
Spell Check
Same as Microsoft Word, select the cells of which spelling has to be checked
and select “Spelling” option of “Tools” menu.
Printing
First set the page selecting “Page Set Up” option from “File” menu and set the
page size according to printer selected then select “Print” option of “File”
menu and put parameters according to print requirement.

- 11 -
Presentation Graphics (Microsoft PowerPoint)
A presentation is actually a type of communication where you put your
thoughts, ideas and feelings across to an individual or to a group so that they
are accepted by the entire group. Presentation Graphics are application
software available to design the matter impeccably readable and attractive
format. The package allows the user to -
• Design charts
• Arrange the matter in a impeccably readable format
• Add pictures in the charts to make them more meaningful and attractive.
• Change the appearance of the alphabets on the charts and
• Print these charts
The charts thus created can be printed on transparent sheets of plastic called
transparencies. These transparencies can be seen by a large groups of people
if used with an overhead projector or an OHP. The computer can be attached
to a device called a display adapter or a data show, which in turn is attached
to an OHP. This allows the charts or transparencies to be displayed to a large
group of audience without printing them, straight from the computer, such
presentations are called online presentation.
Loading PowerPoint
1. Click on the “Start” button (which shows a symbol of Microsoft Windows)
2. Point on “Program” group icon.
3. In the corresponding list, point on “Microsoft Office” group icon.
4. And within it click on “Microsoft PowerPoint”.
Then a screen appears like Figure 30.
Opening New/Blank Presentation

Click on “Blank Presentation” radio button, then you will get more information
on layout. From “Auto Layout” dialogue box select an appropriate layout
design according to requirement and click on “Ok” button, then you will get
slide view as Figure 31. Now you can start designing the matter.

Fonts
Setting fonts is same as Microsoft Word/Excel. Select the text and click on
“Format” menu and choose “Font” option , then you will get “Font Dialogue
Box” and from there font type, style, size can be selected as per wish.
Spell Check
Select the text and opt “Spelling” option from ‘Tools” menu. It will check the
misspelled words and give correct suggestions.
Inserting Clipart Picture

Click on “Clipart” option from “Insert” menu and get clipart picture dialogue
box where pictures are listed in various categories, select appropriate picture
and click on “Ok” button. Now selected picture inserted into your slide.
Afterward the size of picture can be adjusted, dragging different corners of
picture frame.

Views
There are 5 views of presentations -
Slide View : Where edit is done in slide.
Outline View : In this view, only text can be seen and edited, pictures and
drawing objects will not be displayed.
Slide Sorter View : You can create so many slides in a single file. All slides or
any number of slides you wish to see to align the sequence
or putting transition effects over them, are done in this
view.
Notes Pages View : Here you can write notes for oration for individual slides.
Slide Show View : Here a slide is displayed on screen as a whole with
transition effects.
Printing
Before taking print out of PowerPoint slides, first make the slide set up using
“Slide Set Up” option from “File” menu, then select “Print” option of “File”
menu and set the parameters as needed and get printout.

- 12 -
Using Internet
Nowadays internet is one of the best and cost effective medium for corporate
or personnel communication . There are several benefits of Internet and some
of them which can be useful to our kind of industry is given below :-
(a) Internet Mail for communication :- For the communication with other
corporate bodies we can always use internet mail. This is the most effective
and efficient tools for communication.
(b) Enhance commercial and technical knowledge :- As there are lot of

knowledge base sites are there which are build for satisfying various queries
related to commercial and technical people, we can always these sites to
enhance our knowledge regarding commercial activities and get updated in
latest technology in respective areas of technical field.
(c) Inter Office Memo :- All though for sending Inter Office Memo does not
required any dial up connection but it will require internet tool like outlook
express to generate such memo. Benefit of these memo that as long as any
one log in to his system all memo send in his id will be displayed automatically
and department who has sent that memo will get confirmation as soon as
person see that memo. So it will save lot of manpower utilized in sending
these documents.
PRE-REQUISITE OF USING DIALUP CONNECTION :-

Pre-requisite of using internet facilities is to have a dedicated leased line
connection or to have a dialup connection. In Century Cement Baikunth, we
are not having any dedicated leased line facility , hence we are using dialup
connection for using internet.
Before using internet first we have to finish dialup connection then only we
can go for using internet facility.

(a) First we will learn how to make dialup connection.

First we will have to locate icon for making a dialup connection . As shown in
the menu we can locate it on desktop itself or we can located by clicking at
following path .
Startup Setting Network Connection Satyam or Any ISP Name
Location of finding dialup connection in Systems.
To make dial up connection we have click at this icon and then we have to
specify password The screen is displayed below :-
(b) After getting dialup connection then the next pre-requisite to have an
internet account in any mailing sites to make use of internet mail facility

otherwise to enhance knowledge , there is no need to have a email account in

any mail sites available.
To create an account in any mail sites we have to follow following steps which
are given below. We are taking example of Yahoo Mail Sites.
First we have to type www.mail.yahoo.com in the internet explorer address

option and then press enter button or we can click right arrow button in the
internet explorer address option.
To open an account we have to first click at
Then next screen will appear for getting registration of a user account , we
have to fill the mandatory details marked with red star and then press I agree
button .


After getting an user account we can log in to the yahoo mail by specifying
user name and password in the following screen

Then next screen will appear which will be having following features such as
Inbox,Compose,Draft etc. By clicking at Inbox we can see all the mail received
in our mail box and unread mails are marked as bold letter. By clicking at
inbox we can see the mails also.
By clicking at mail we can see the mail contents.

By clicking at reply we can reply to the mail , here we will not have to specify
mail id of the person or organization we need to sent. If we want to attach

some file in mail then we have to press at attach file option and then following
screen will appear. There we have to specify the name and path of file
selecting it from browser. Then we have to press attach file option there in
this screen.
After files are being attached we will get confirmation as in the following
screen .

Then we have to press continue option there to got to main screen.
Then in the main screen we have to specify send option to send that mail. Like
that we can compose a mail , in composing a mail we need to specify mail id
and subject is not mandatory , then we have to specify mail contents and we
can attach any file as specified in above section.

To changed password in yahoo mail we have option section as specified in

below screen . we have to click at that.
Then next screen will as below. There we need to click at account information.

Next screen will appear as below there we need to specify password again to
enter into password change screen.

After specifying password we will move into next screen , there we need to
click at change password option .
Next screen will appear and there we will have to first specify current
password and then twice we have to specify new password then we need to
confirm it by pressing save. It will change our loging password.

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Computer Orientation Programme

DATA CENTRE, MAIHAR

COMPUTER ORIENTATION PROGRAMME

Guidance – Mr. A. S. Thakur

Data Centre, Maihar (CTIL-CBG) 1 / 79

(1) OBJECTIVES OF ORIENTATION PROGRAMME 03 - 03

(2) COURSE METHODOLOGY 04 - 04

(3) INTRODUCTION OF CTIL-CBG COMPUTERISATION 05 - 05

(4) INTRODUCTION TO COMPUTER 06 - 24

(6) DOs & DON’Ts 26 - 27

(7) OPERATING SYSTEM 28 - 38

(8) NETWORKING CONCEPT 39 - 41

(9) WORD PROCESSOR (MICROSOFT WORD) 42 - 52

(10) SPREADSHEET (MICROSOFT EXCEL) 53 - 64

(11) PRESENTATION GRAPHICS (MICROSOFT POWERPOINT) 65 - 67

(12) USING INTERNET 68 - 79

Data Centre, Maihar (CTIL-CBG) 2 / 79

Objectives of Orientation Programme

This training programme aims to impart introductory and operational

Basic emphasis is given in Hardware, Operating System, Word Processing,

At the end of this training programme, participated candidates can work

Data Centre, Maihar (CTIL-CBG) 3 / 79

Therefore this course will be

Data Centre, Maihar (CTIL-CBG) 4 / 79

Introduction of Computerisation of CTIL-CBG

Our DC (Data Centre) is decided to be located in Maihar Cement, which caters

Data Centre, Maihar (CTIL-CBG) 5 / 79

1. Collection of materials to be used - Input

Same activities are performed in computer also. To perform any task in

According to above discussion, we can simply define the computer as -

Why Use Computer ?

Data Centre, Maihar (CTIL-CBG) 6 / 79

Then in turn of this century, a scientist Herman Hollerith invented electrically

After this breakthrough, technology raced. Transistors replaced huge valves

Data Centre, Maihar (CTIL-CBG) 7 / 79

Now a days we are using PC (personal computers) having microprocessor

The growth of computer is so fast, that yesterday’s knowledge becomes

HARDW ARE SOFTW A RE L IV E W A R E

Hardware - Physical component or tangible part of the computer is

Data Centre, Maihar (CTIL-CBG) 8 / 79

INPUT ALU OUTPUT

CPU - Central Processing Unit

Data Centre, Maihar (CTIL-CBG) 9 / 79

Size wise Classification

Data Centre, Maihar (CTIL-CBG) 10 / 79

Data Centre, Maihar (CTIL-CBG) 11 / 79

Data Centre, Maihar (CTIL-CBG) 12 / 79

These are to cater to the need of varied requirements. The major

5. Central Processing Unit

Data Centre, Maihar (CTIL-CBG) 13 / 79

2. Mouse - Pointing device for fast operation in computer software. Mostly

Data Centre, Maihar (CTIL-CBG) 14 / 79

B. Non-Impact Printer - These printers are silent printers, based on

CPU (Central Processing Unit) –

Following screen will display all the external features of a CPU.

Data Centre, Maihar (CTIL-CBG) 15 / 79

Data Centre, Maihar (CTIL-CBG) 16 / 79

Network Port Sound box Port

Data Centre, Maihar (CTIL-CBG) 17 / 79

Adjustment Button Power Button

Data Centre, Maihar (CTIL-CBG) 18 / 79

Data Centre, Maihar (CTIL-CBG) 19 / 79

DOT MATRIX PRINTER