Chapter 1

Structure and Functions of a Computer

Introduction
A computer is an electronic machine designed for the processing and
storage of data.

The machinery is called hardware, and this highly sophisticated equipment

needs equally sophisticated programs (called software) to become a
working computer system.

1.1 Major Parts and Functions

A Computer is an electronic device that accepts input data, processes data,
stores data and produces output as useful information.

Data is a collection of raw unprocessed facts, figures and symbols.

Computers process data to create information.

Information is processed facts that is organized, is meaningful, and useful.

Whereas a system would be described as a set of interrelated parts that

performs different functions to achieve the same desired results.
A computer system is composed of Hardware and Software.
Hardware refers to the physical equipment, which makes up a computer
system such as monitor, keyboard, processor, printer etc. Hardware works
under the control of software.
Software, refers to computer program, a program is set of instructions,
example: Spreadsheet (Excel), Wordprocessing (Word), Database (Access)
etc. The specific software needed depends on the tasks that have to be
performed.
 Components Function
Input device Put in the data
Processor Process the data
Output device To get the information out
Storage device To file information for future use

Hardware Components
1.2.1 Input Devices

The input function involves accepting data in machine-readable form and

sending it to the Central Processing Unit (CPU) for processing. Input can be
supplied by a person, by the environment or by another computer, devices or
storageAn input device gathers and translates input into machine language (a
form that the computers can process).

Device Name Description

Used for typing commands, messages and instructions
Keyboard
and transmitting them to CPU for interpretation and
action.
Used for pointing at items displayed on the screen
Mouse
(selecting) and activating them by clicking the buttons
or icons.
Can read data off other common medium like paper
Scanners
for input into CPU for processing.
Can read data from magnetic tape, floppy and hard
Readers
disks and other storage devices for input to the CPU
for processing.
Table 1.2a Input Devices

Additional input devices include light pen, stylus, sensors, digital cameras
and graphics tablets which are handy for working with graphical input.
Microphones and electronic instruments provide input capabilities for sound
and music.Input devices are of two kinds Keyboard Entry and Direct Entry.
Keyboard Entry

Keyboard Entry is when data is entered through a keyboard. A standard

keyboard is called a QWERTY keyboard because of the layout of its keys.
That is, the first six leftmost letters on the top alphabetic line of the
keyboard spell QWERTY.

a. Escape key – cancels a selection or a procedure

b. Typewriter keys
c. Function keys – (F1 – F12)
d. Numeric keypad – (enters numbers/arithmetic symbols/ control
cursors or insertion point)
e. Windows key – displays the start menu
f. Space bar – enters blank spaces between characters
g. Navigation keys – control the cursor or insertion point on the screen
h. Multimedia control keys – controls the media player
i. Toggle keys – switches a feature on or off
j. Ctrl and Alt keys – provide additional and shortcut functions

Traditional Keyboards which are full-sized, rigid, rectangular keyboards

that include function, navigational, and numeric keys. Some newer keyboard
designs include the following:

Flexible Keyboards fold or roll up for easy packing or storage. They are
designed to provide mobile users with a full-sized keyboard with minimal
storage requirements.

Ergonomic Keyboards are similar to traditional keyboards. The keyboard

arrangement, however, is not rectangular and a palm rest is provided. They
are designed specifically to alleviate wrist strain associated with the
repetitive movement of typing.

Wireless Keyboards transmit input to the system unit through the air. By
eliminating connecting wires to the system unit, these keyboards provide
greater flexibility and convenience.
Personal Digital Assistance (PDA) Keyboards are miniature keyboards for
PDA used to send e-mail, create documents, and play games.

Direct Entry
A Direct Entry does not require data to be keyed by someone. Instead the
direct entry devices create machine-readable data and feed it directly into
the CPU. This reduces the possibility of human error and is an economical
means of data Scanning devices
a. Image capturing devices
b. Audio-input devices

Pointing Devices
Pointing device is a device with which you can control the movement of the
pointer to select items on a display screen. Eg. mouse, joystick, touch
screen, light pen, stylus, digitizer and pen-based computing.
Mice
A mouse is used for pointing at items displayed on the screen (selecting) and
activating them by clicking on the buttons.
Mechanical mouse – has a ball on the bottom and is attached with a cord to
the system unit.

Optical mouse – it emits and senses light to detect mouse movement,

Cordless or wireless mouse – is a battery powered device that typically used

radio waves or infrared light waves to communicate with the system unit.
Joystick
A joystick is the most popular input device for computer games. You control
game actions by varying the pressure, speed, and direction of the joystick

Touch Screen
A touch screen is particular kind of monitor screen covered with plastic
layer. Behind this layer are crisscrossed invisible beams of infrared light
allowing someone to select actions and or commands by touching the screen
with a finger.

Light Pens
A light pen is a light sensitive pen like device. The light pen is placed
against the monitor. This closes a photoelectric circuit and identifies the spot
for entering or modifying data. Engineers use light pens, for example,
designing anything from microprocessor chips to airplane parts.

Stylus
A stylus is a pen-like device commonly used with tablet PCs and PDAs. A
stylus uses pressure to draw images on a screen

Digitizer
A digitizer is a device that can be used to trace or copy a drawing or
photograph. The shape is converted to digital data. A computer can then
represent the data on the screen or print it out on paper.

Pen-based Computing
A pen-based computing is a pen-based small computer that lets you use a
stylus to write directly on the display screen, these devices contain software
that can recognize a person’s handwriting.

Scanning Devices
Scanners move across text and images. Scanning Devices are devices that
use a magnetic or photo-electric source to scan and convert images into
electric signals that can be processed by an electronic apparatus, such as a
computer. Images that can be scanned and converted include colored or
black and white texts, graphics, and pictures. Scanning device includes the
following:

Optical Scanner

An optical scanner also known simply as a scanner accepts documents

consisting of text and images and converts them into machine-readable
form. The two types of optical scanners are flatbed and portable scanner.

Bar Code Reader

Bar code readers are photo electric scanners that read the bar codes or
vertical zebra stripped marks printed on a product container. Supermarkets
use a bar code called the Universal Product Code (UPC), which identifies
the product to the supermarket computer. The computer has a description
and the latest price of the product. It automatically tells the Point of Sale
(POS) terminals the price and prints the price and product name on the
receipt.
Character and Mark Recognition Devices
Character and mark recognition devices are scanners that are able to
recognize special characters and marks. They are specialty devices that are
essential tools for certain applications. Three types are

Magnetic ink character recognition (MICR) direct entry method used in

banks. This technology is used to automatically read those futuristic looking
numbers at the bottom of cheques. Special purpose machines known as
reader/sorter reads characters made up of ink containing magnetized
particles.

Optical character recognition (OCR ) uses special pre-printed characters

which are read by a light source and changed into machine readable code. A
common OCR device is the hand-held wand reader.

Optical mark recognition (OMR )also known as mark sensing. An OMR

device senses the presence or absence of marks such as pencil marks.
Multiple answer sheet used in exam can be read using optical mark reader.
The position of the marks is compared with the stored set making marking a
very quick and accurate process.

Image Capturing Devices

Image capturing devices are devices that create or capture original images.
Digital camera is similar to traditional cameras except that images are
recorded digitally on a disk or in the camera’s memory.
Digital video camera unlike traditional video cameras, digital video cameras
recorded digitally on a disk or in the camera’s memory. Most have the
capability to take still images as well. WebCams (Web Cameras) are
specialized digital video cameras that capture images and send them to a
computer for broadcast over the internet.
Audio Input Devices
Audio – input devices allow a user to send audio signals to a computer for
processing, recording, or carrying out commands.
Voice input device converts person’s speech into digital codes. Such systems
must be trained to the particular user’s voice. Spoken words are matched to
patterns previously stored in a computer. Voice input systems enable users
to keep hands free for other tasks. They are becoming an office advantage
for physically challenged people. This system is also known as speech
recognition device or voice recognition system device. The most commonly
used voice input device is the microphone.
Musical instrument digital interface (MIDI) is a standard that allows
musical instruments to connect to the system unit using a special MIDI port.
MIDI devices are specialized musical instruments that provide input in the
form of encoded digital signals representing musical sounds. MIDI devices
can be used create, record, and play back musical compositions.

1.2.2 Output Devices

An output device is any peripheral device that converts machine-readable
information into people-readable form such as a monitor, printer, plotter and
voice output device. Output is either in Soft copy stored on any storage
device and Hard copy is printed on a paper.

Monitors

A monitor or a display is an electronic visual display for computers. The

monitor comprises the display device, circuitry and an enclosure.

Cathode Ray Tube (CRT) is the most common type of monitor for the office
and the home. CRT offers an inexpensive and dependable computer display.
They are bulky, however, and consume a fair amount of power.

Liquid Crystal Display (LCD) produces an image by manipulating light

within a layer of liquid crystal cells. Modern LCD technology is compact in
size and lightweight, and provides an easy-to-read display. LCDs are
standard equipment on notebook computers. The advantages of LCD
monitors include display clarity, low radiation emission, portability, and
compactness. They are, however, more expensive than CRT monitors.

Plasma screen technology creates an on-screen image by illuminating

miniature colored fluorescent lights arrayed in a panel-like screen. The name
plasma comes from the type of gas that fills fluorescent lights and gives
them their luminescence. Like LCD screens, plasma screens are compact,
lightweight and more expensive that CRT monitors.

Printers

A printer is an essential peripheral device in any computer system. It

provides the output in paper form which people can take away to read,
analyze or store. There are many different types of printers available:

Impact printer’s forms characters by some mechanical means of

hitting the paper through an inked ribbon. Impact printers can produce
carbon copies and are fairly loud, although covers are available to
muffle the noise. Impact printers can produce a document, line or a
character at a time.
Printer Category Description
Line printers Can produce only text, no graphics. E.g.
Daisy Wheel Printers. Used by large
computers.
Usually small printers, they can produce
Characters printers
graphics as well as text. There are many type,
the most common one is a Dot Matrix
printer: this creates images using a dot
pattern.
Mechanism is same as other printers. Prints a
Page printer
page at a time.
Table 1.2bCategories of impact printers

Non impact printers are quiet because nothing presses on the page, a non-
impact printer cannot produce carbon copies. These printers use latest
technology and have gained popularity as with time, the prices are
decreasing and nowadays, average people are able to afford them.
Description of non impact printers are given in Table 1.2c.
 Printer Type Description
Work in the same manner as copy machines; a laser
Laser
beam creates electrical charges that attract toner to
printers
form an image and transfer it to paper. These printers
come in a variety of sizes. The best printers around
yet.
Are less expensive than laser printers, quiet popular
Inkjet
with microcomputers. Inkjets produce higher
printers
resolution output than dot-matrix printers. They also
come in colors. More finely as the toner is sprayed
onto the paper.
Uses heat and electricity to form characters and to
Thermal
produce images on heat-sensitive paper. Uses heated
printers
dot-matrix wires to print output on specially treated
paper. As the hot pins in a thermal print head press the
ribbon against the paper, the wax melts and the ink is
transferred to the paper.

Plotters
A plotter uses pens to draw an image on paper. Architects and engineers
who produce multicolor line drawings often use plotters. It is ideally suited
for Computer Aided Design (CAD) application.

Pen Plotter creates plots by moving a pen or pencil over a drafting paper.
These plotters are the least expensive and easiest to maintain. The major
limitation is speed and the inability to produce solid fills and shadings. The
Richter scale uses pen plotting technology to draw seismic activity.

Ink-jet plotter they form images like ink jet printer by spraying droplets of
ink onto the paper. They can produce good quality solid-color output and
are quicker than pen plotters. The major disadvantage of ink-jet plotter is
that the spray jets can become clogged and require more maintenance.

Electrostatic plotters use electrostatic charges to create images made up of

tiny dots on specially printed paper. The image is produced when the paper
is run through the developer. They produce high-resolution images at a
much faster rate than pen or ink jet plotters.

Direct image plotters or thermal plotters creates images using heat sensitive
paper and electrically heated pins, is quite reliable and good for high volume
work. It requires expensive specially treated paper.

Voice-Output Device
This device produces sound like human speech, but is actually prerecorded
vocalized sounds.
Review Exercise1.2

True/False
a) Input devices translate symbols that people understand into symbols that
computer can process.
b) A plotter is a device that can be used to trace or copy a drawing or
photograph.
c) Banks use a method called magnetic-ink character recognition (MICR)
to automatically read and sort checks.
d) Laser printers are highly reliable, but the quality of their output limits
their use to rough drafts and in-house communications
e) Plotters are special-purpose drawing device.
Fill in the blank

a) ____________ machines are popular office machines that can scan the
image of a document to be sent.
b) The ____________ printer is a reliable, inexpensive printer that forms
letters by a series of small pins on a print head.
c) The ___________ printer is the most widely used.
d) ____________ a device makes sounds that resemble human speech.
e) The number of dots that form an image on a monitor or printer is
referred to as ______________

Short Answer Questions

a) What is the difference between keyboard entry and direct entry as a
form of input?
b) What is a POS terminal? What are two input devices on it that represent
the two methods of inputting data?
c) What is a bar code? How are bar code read?
d) What are the differences between personal and shared lasers?

1.2.3 The System Unit

The main part, processing unit and devices, of a microcomputer is a system
unit. A system unit, also known as the system cabinet or chassis, includes a
board called a motherboard Electronic circuitry is printed on the board and
it connects between all components of the computer system. The
motherboard is housed within the system cabinet.

A system unit is made up of the following parts.

 Motherboard
 Microprocessor
 Memory Chips
 System Clock
 Buses
 Ports/Sockets
 Expansion Slots and Cards

Motherboard
A Motherboard or system board is the main printed, flat circuit board in an
electronic device such as microcomputers. The board contains expansion
slots (sockets) that accept additional boards (expansion Cards). In a
microcomputer, the motherboard contains the microprocessor, the primary
storage chips (or main memory cards), the buses, and all the chips used for
controlling the peripherals.
Figure 1.2n Motherboard

Microprocessor
A silicon chip contains a Central Processing Unit (CPU). In the world of
personal computers, the terms microprocessor and CPU are used
interchangeably. At the heart of all personal computers and most
workstations sits a microprocessor. Microprocessors also control the logic of
almost all digital devices, from clock radios to fuel-injection systems for
automobiles.
Several Intel and AMD are the major companies that produce important
microprocessors for IBM compatible and Macintosh computers.

Microprocessor Capacity is the capacity of a microprocessor chip and is

represented in word sizes. A word size is the number of bits (e.g. 8, 16, 32
or 64bits) that a CPU can process at a time.
If a word has more bits, the CPU is more powerful and faster. For example,
a 16-bit-word computer can access 2 bytes (1 byte = 8 bits) at a time, while
a 64-bit-word computer can access 8 bytes at a time. Therefore, the 64-bit
computer is faster than the 32-bit computer.
The central processing unit (CPU) is the computing part of the computer
that interprets and executes program instructions. It is also known as the
processor or the brain of the computer.
The CPU has two parts: the control unit and the arithmetic-logic unit.
Additional storage units called registers within control unit and arithmetic
logic unit help make processing more efficient.

Control Unit is the functional unit of the CPU that is responsible for
retrieving instructions from memory, determining their type and breaking
each instruction into a series of simple, small steps or actions. It tells the
computer system how to carry out the program instructions by directing the
movement of electronic signal between memory (which temporarily holds
data, and processed information) and the ALU. It also directs this control
signals between CPU, input, output and communication devices.

The Arithmetic Logic Unit (ALU) is the component of the CPU that is
responsible for performing arithmetic (+,-, /,*) and logic (comparisons such
as <,>, =) operations.

Memory
A memory chip is a chip that holds programs and data either temporarily or
permanently. Three major types of memory chips are RAM, ROM and
CMOS.
Random Access Memory (RAM)
Random access memory holds the data or instructions that the CPU is
presently processing. RAM is called temporary or volatile storage because
everything in most types of RAM is lost as soon as the microcomputer is
turned off or the power disrupted.
Whenever a CPU writes data or instructions to RAM, it wipes out the
previous contents of RAM replacing it with the current content it is
processing or processed but needs to be saved.

Types of RAM Description

Cache memory or Improves processing by acting as a temporary
RAM cache high-speed holding area between the memory
and the CPU.
Flash RAM or Chips can retain data even if power is disrupted.
flash memory This type of RAM is the most expensive and
used primarily for special devices such as for cell
phones, digital video cameras and portable
computers.
Virtual memory Is storage space on your computer's hard disk
that Windows uses in conjunction with random
access memory (RAM).If your computer lacks
the random access memory (RAM) needed to run
a program or operation, Windows uses virtual
memory to compensate.
Read only memory (ROM)
A ROM chip is a memory chip that stores instructions and data
permanently. Its contents are placed into the ROM chip at the time of
manufacture and cannot be modified by the user. A CPU can read and
retrieve the instructions and data from the ROM chip, but it cannot change
the contents in ROM. ROMs are also called firmware.

Complementary Metal Oxide Semiconductor (CMOS)

CMOS chip provides flexibility and expandability for a computer system. It
contains essential information that is required every time the computer
system is turned on. The chip supplies such information as the current date
and time, amount of RAM, type of keyboard, mouse, monitor, CPU and disk
drives used.
Primary Storage (Memory)
Primary storage (internal storage, main memory, RAM or memory) is the
computer's working storage space that holds data, instructions for
processing, and processed data (information) waiting to be sent to secondary
storage. Physically, primary storage is a collection of RAM chips. The
contents are held in primary storage only temporarily.

Figure 1.2q left to right – RAM, ROM & CMOS chips

System Clock
The clock is a device that generates periodic, accurately spaced signals used
for several purposes such as regulation of the operations of a processor or
generation of interrupts. The clock circuit uses the fixed vibrations
generated from a quartz crystal to deliver a steady stream of pulses to the
processor. The system clock controls the speed of all the operations within a
computer. The clock speed is the internal speed of a computer and is
expressed in Hertz. 33 MHz means approximately 33 million cycles per
second can be processed. A computer processor's speed is faster if it has
higher clock speed. For example, a 2.5 GHz processor is capable of
processing approximately 2.5 billion instructions per second.
Buses
A bus is a data pathway between several hardware components inside or
outside a computer. It not only connects the parts of the CPU to each other,
but also links the CPU with other important hardware. The other important
hardware includes memory, a disk control unit, a terminal control unit, a
printer control unit, and a communications control unit. The capacity of a
bus is expressed as bits. A larger capacity bus is faster in data transfer. For
example, a 32-bit bus is faster than an 8-bit bus.

Discovery Learning:

Identify how storage capacity is determined and the difference

between capacities like KB, MB GB, TB, and so on…

Identify the difference between the microprocessor speeds like

MHz, GHz, THz and so on… Ports
A
port is an external connecting socket on the outside the computer. This is a
pathway into and out of the computer. A port lets users plug in outside
peripherals, such as monitors, keyboards, mouse, scanners and printers.

Standard Ports
Serial ports are external I/O connectors used to attach modems, scanners or
other serial interface devices to the computer. The typical serial ports use a
9-pin DB-9 or a 25-pin DB-25 connector. Serial ports transmit bits one after
another on a single communications line. Serial lines frequently are used to
link equipment that is not located close by.
Parallel ports are external I/O connectors on a computer used to hook up
printers or other parallel interface devices. The parallel port uses a DB-25
connector. This port transmits several bits simultaneously. Parallel lines
move information faster than serial lines do.
Universal serial bus (USB) ports are gradually replacing serial and parallel
ports. They are faster, and one USB port can be used to connect several
devices to the system unit.
FireWire ports also known as high performance serial bus (HPSB), are as
fast as USB 2.0 ports and provide connections to specialized FireWire
devices such as camcorders.
 Figure
1.2r System
Unit
back
panel
with
ports

Specialized Ports
There are numerous specialty ports including MIDI, SCSI, and IrDA ports.

Musical instrument digital interface (MIDI) ports are a special type of serial
port for connecting musical instruments like an electronic keyboard to a
sound card. The sound card converts the music into a series of digital
instructions. The instructions are converted to music by a synthesizer either
located on a chip on the system board or on an external device.

Small computer system interface (SCSI) ports are a special type of high
speed parallel port for connecting a series of input and/or output SCSI
devices to a single SCSI controller card. This arrangement allows several
devices to communicate with the system unit through a single slot on the
system board.
Infrared Data Association (IrDA) ports are also known as fast infrared (FIR)
ports. IrDA ports provide a wireless mechanism for transferring data
between devices. Instead of cables, the IrDA ports from each device are
directly aligned and infrared light waves are used to transmit data.
Expansion Slots
Expansion slots are receptacles inside a system unit on which printed circuit
boards (expansion boards) are plugged into. Computer buyers need to look
at the number of expansion slots when they buy a computer, because the
number of expansion slots decides future expansion. In microcomputers, the
expansion slots are directly connected to the bus.
Expansion Boards
Expansion boards are also called expansion cards, controller cards, plug-in
boards, adapter cards, or interface cards. Expansion boards are printed
circuit boards that have many electronic components including chips. They
are plugged into expansion slots. Expansion boards are connected to
peripherals through ports located on the edge of expansion boards.
Expansion boards include memory expansion cards (e.g., SIMM), I/O
controller cards (e.g., SCSI Card), video display card, sound cards,
communications cards, etc. Look back at Figure 1.2o.
Review Exercise1.2.3

True/False

a) Hardware consists of monitor, a keyboard, and software.

b) In a microcomputer, the CPU is located on a single chip called the
microprocessor.
c) RAM temporarily stores data and a hard disk permanently stores data.
d) Another name for the system board is the processor board.
e) Memory is also known as primary storage.

Fill in the blank

a) Data and instruction are stored in memory at locations known as

_______________.
b) _______________ memory is directly accessible above 1MB.
c) The system clock controls the ____________ of operations within a
computer.
d) The system clock speed is expressed in _________________.

Short Answer

a) What does random access mean?

b) What does volatile mean?
c) What is the purpose of the CPU?
d) Describe the two basic components of the CPU?

e) What is the difference between open and closed architecture? Give some
examples of devices that have open and closed architecture.
1.2.4 Secondary Storage

Secondary storage, sometimes called auxiliary storage, is all data storage

that is not currently in a computer's primary storage or memory. An
additional synonym is external storage.
Secondary storage also holds data and programs permanently. That is, the
data or programs remain even after the electricity power is turned off.
Secondary storage devices are located outside of the central processing unit,
although they may still be built into the system unit cabinet. This storage
device includes a hard disk, optical disk, magnetic tape and other portable
drives.
A hard disk is a magnetic disk made of metal and covered with a magnetic
recording surface. Hard disks come in removable and fixed forms that holds
from several hundred megabytes to several gigabytes. They are tightly
sealed to prevent any foreign matter from getting inside which can cause
head crash. A head crash happen when the surface of the read/write head or
particle on its surface contact the magnetic disk surface destroying some or
all of the data on the disk.
Hard Disk Drive

Figure 1.2s Hard Disk Drive

Types of Hard Disks
Internal Hard Disk (Figure 1.2s) is made up of several metallic platters, a
motor, an access arm and read-write heads sealed inside a metal container.
Internal hard disks have advantages over other disks. They have high
capacity, speed and are protected inside a metal casing. The disadvantage of
internal hard disks is that they have only a fixed amount of storage and
cannot be easily removed.

External Hard-Disk Drives is not built into the system cabinet of

microcomputers. External hard disk drives are treated as peripherals. Using
external hard disk drives, we can expand the hard disk capacity when all
available drive bays are occupied.

Hard Disk Cartridges have advantage being as easy to remove as a cassette

from a video cassette recorder. They give micro-computer system fast
access to very large quantities of data.

Removable Drives with Cartridges allows a new form of removable storage.

This technology combines the function of the hard disk drive and the
convenience of the hard disk cartridge. This form consists of a removable
drive and several cartridges.

Hard disk packs are removable storage devices to store massive amounts of
information. Hard-disk packs have multiple recording platters aligned one
above the other. Their capacity far exceeds the other types of hard disks.

Figure 1.2t from left to right – hard disk pack, hard disk cartridge and
external hard drive
Optical Disks
Optical disk is a disk written and read by laser beam. This optical disk has a
great impact on today's storage technology. Optical disk does not need to
move access arms and read/write heads, because a laser beam can be moved
electronically.
The capacity of the storage is considerably greater than their magnetic disk
counterparts, and optical disk storage may eventually replace all magnetic
tape and disk storage. To write data, a laser beam burns tiny cavities into the
surface of a disk to mark bits for data. To
read the data, a laser beam scans these
areas. One important characteristic of
optical disc drives is their rotational
speed. This speed is important because it
determines how fast data can be
transferred to and from the CD. The two
most commonly used optical discs are
CD and DVD with the Blu-ray disc
slowly emerging in the market.
Figure 1.2u Optical disk drive

Discovery Learning:

Compare and contrast the storage capacities of the CD, DVD

and the Blu-ray Disc.

Compact Disc (CD)

A CD is the one of the most widely used optical discs which is available in a
variety of formats such as: CD-ROMs, WORMs or CD-R and CD-RW.

Read-only optical disks also known as CD-ROMs or Compact Disk Read-

Only Memory and cannot be written on. The most common applications of
CDROM are in the storage and retrieval of multimedia images and sound
along with text. It can store up to 650MB on a single side and up to
72minutes of VHS-quality video.
Write-once and read many optical disks also called WORMs or CD-R (CD-
Recordable) and are blank disks that are recorded by the user. To write data,
a powerful beam of laser light burns tiny spots into the coating that covers
the surface of these disks. Once burned in, the spots are not erasable. To
retrieve the data, a less powerful laser is used to read the pattern of spots.
Erasable optical disk also known as CD-RW (Compact Disk rewritable) use
lasers to read and write information to and from the disk but also use a
magnetic material on the surface of the disk and a magnetic write head to
achieve eraser ability. Up to 20MB can be stored n this type of disk.

Digital Versatile Disc (DVD)

DVD discs and DVD disc drives are very similar to CDs except that more
data can be packed into the same amount of space. The DVD drives can
store 4.7 gigabytes on one side of a DVD disk – more than seven times the
capacity of a CD. Many DVD drives can store data on both sides of the
disk, thereby doubling the capacity.

Digital Versatile Disk- Read Only Memory can provide over two hours of
very high quality video and sound comparable to that found in motion
picture theaters.

Blu-ray Disc (BD)

Blu-ray Disc is an optical disc storage medium designed to supersede the

DVD format. The plastic disc is 120 mm in diameter and 1.2 mm thick, the
same size as DVDs and CDs. Blu-ray discs contain 25 GB per layer, with
dual layer discs (50 GB) being the norm for feature-length video discs.
Figure 1.2vHigh Density Optical Discs

Other types of Storage Devices

Solid State Storage

Solid state storage is portable, provides fast access to data, and uses very
little power, so it is an ideal solution for storing data on mobile devices and
transporting data from one device to another. It is widely used in consumer
devices, such as digital cameras, MP3 music players, notebook computers,
PDAs and cell phones.

There are several types of solid state storage devices. A USB flash drive is a
portable storage device featuring a built-in connector that plugs directly into
a computer’s USB port. A USB flash drive requires no card reader, making
it easily transportable from one computer to another.

Flash memory cards are credit card-sized solid-state storage devices widely
used in notebook computers. Flash memory also is used in a variety of
specialized input devices to capture and transfer data to desktop computers.
Flash memory is also used to record MP3/4 music files and to transfer those
files to computers and other devices.

Key chain flash memory devices are so compact that they can be transported
on a key ring or necklace. Key chain hard drives conveniently connect
directly to a computer’s USB port to transfer files.
Compact Flash (CF) cards are about the size of a matchbook and provide
high storage capabilities and access speeds. Compact Flash cards include a
built-in controller that reads and writes data within the solid state grid.

Multimedia cards (MMC) offer solid state storage in a package about the
size of a postage stamp. Initially used in mobile phones, use of Multimedia
cards has spread to digital cameras and MP3 players.

Figure 1.2w Solid State Drives

Magnetic Tape
A magnetic tape is a tape coated with a magnetic material on which data can
be stored. This is a sequential storage device that is usually used for a
backup purpose. A magnetic tape is slower than direct access storage such
as disk, because it is sequential access storage. The biggest advantage of
magnetic tape is the cost. It is much cheaper than magnetic disk and optical
disk. An advanced tape backup technology (DAT) is available these days.
Figure 1.2x Magnetic tape inside a tape drive

Cache (Cache memory)

A cache is a specially designed buffer storage used to improve computer
performance by reducing access time. It holds instructions and data that are
likely to be needed for next operation by the processor. The cache copies
frequently accessed data and instructions from primary storage (main
memory) or secondary storage (disks).
Review Exercise 1.2.4

True/False

a) The most inexpensive storage medium for the microcomputer is the

hard disk.
b) Secondary storage holds information within the CPU.
c) CD-R disks can be erased and used over and over again.
d) Hard disk packs are inside the computer system.
e) Magnetic tapes are mostly used for backup.

Fill in the blank

a) Secondary storage is also known as ______________ memory.

b) The amount of time it takes the device to locate an item on a disk is
called ___________ time.
c) A type of storage that is volatile is called ______________.
d) A ___________ is an extremely high capacity compact disc capable of
storing 4.7GB to 17GB of data, instruction and information.
e) Data on an optical storage medium, such as a DVD is stored as a pits
and ______________.

Short Answer Questions

a) What is a head crash?

b) Describe the three types of hard disks?
c) Describe three ways to improve hard disk performance?
d) Give two reasons why the use of USB is becoming more popular than
CD ROMs.
e) What is the impact of using DVDs as storage device?
 1.3 Categories of Computer

There are different categories of computer in the market today. Different

types are designed for different purposes.
Microcomputer
A microcomputer is also known as personal computer or PC, are
computers mostly used in homes and for small business. A microcomputer
usually costs about $1,000 and its processor performs about 1 billion
operations per second. Microcomputers generally carry out their own
processing tasks and come in many sizes and shapes. These are as follows:
Desktop PCs it’s on a desk like the
ones in schools today. The display
screen is usually placed on the top of
the horizontal desktop case. Of the
desktop micros, the most common
ones in Fiji today are the IBM
(international Business machines)
compatible.

Figure 1.3a Desktop computer

Notebook computers also known as

laptops, are portable, lightweight,
size of a large reference book,
usually have their own carrying
bags.

Figure 1.3bNotebook computers

Handheld computers are the smallest and are designed to fit into the palm of
one hand. It is also known as palmtop computer.
Personal digital assistants (PDA) are the most
widely used handheld computer.

Discovery Learning:

Can notebook computers be connected

Figure 1.3c PDA to the network? If yes, explain how?
Server
A server is a hardware system dedicated to running one or more such
services as a host, to serve the needs of users of the other computers on the
network.

Servers are important components of networks. They provide shared access

to services on the network. A server is a software and hardware package that
provides access to particular services. Depending on the computing service
that it offers it could be a database server, file server, mail server, print
server, web server, or other. These servers may be dedicated computers or
one computer may provide a number of these services. Some of the server
software is specialized.

Figure 1.3d Facebook datacenter server in Prineville Oregon, USA

Supercomputers
Supercomputers (Figure 1.3f) are the largest, fastest and most expensive
types of computer. Unlike microcomputers and servers, supercomputers are
not designed to optimize processing for multiple users. Instead
supercomputers use their significant processing power to solve a few very
difficult problems such as predicting the weather, modeling nuclear
reactions and oil/space exploration. The speed of a supercomputer has
reached one quadrillion instructions per second. Supercomputers are mostly
used by researchers and scientists.
Discovery Learning:

Find out the types of servers used by organizations like USP,

FINTEL, Telecom, ANZ, FMF and some other big companies in
Fiji. Also find out the storage capacities and speed of these servers.

Figure 1.3eK Computer is currently world’s fastest Supercomputer

Note: the supercomputers are continuously upgraded in the race to be the
fastest supercomputer by competing nations like USA, Japan, China and the
European Union. The Top list changes every six months at the time of the
writing of this book, the world’s fastest supercomputer was Japan’s K
Computer shown in Figure 1.3f. You can now check these websites for the
latest fastest supercomputer.
1. http://www.top500.org/
2. http://money.cnn.com/galleries/2011/technology/1111/gallery.fastest_
supercomputer/index.html
 Year Supercomputer Peak speed Location
(Rmax)

2009 CrayJaguar 1.759 PFLOPS DoE-Oak Ridge National

Laboratory, Tennessee, USA

2010 Tianhe-LA 2.566 PFLOPS National Supercomputing

Center, Tianjin, China

2011 FujitsuK 8.162 PFLOPS RIKEN, Kobe, Japan

computer

2011 FujitsuK 10.51 PFLOPS RIKEN, Kobe, Japan

computer
Table 1.3f. List of Supercomputers and their speed.

Review Exercise 1.3

True/False

a) The term microprocessor is a synonym for the term microprocessor.

b) Most computer included a network card designed to connect a computer

to the internet using standard telephone line

c) Supercomputer is the fastest type of computer in the world.

Short Answer Questions

a) List two ways computers are used in special education in Fiji.

b) There are three types of computer and one of which is supercomputer.

What is a supercomputer?

c) Name the categories of computer which is mostly used by businesses to

centralize storage, process and manage large amount of data.
 1.4 Ergonomics

Ergonomics is the study of the relationship between people and their

working environment. While working with computers, factors have to be
considered which may impact on the health of those who operate these
machines.

Avoiding eyestrain and headache: Our eyes were made for most efficient
seeing at a distance. However, monitors require using the eyes at closer
range for a long time, which can create eyestrain, headaches, and double
vision. To make the computer easier for the eyes, take a 15 minutes break
every hour or two. Avoid computers screens that flicker. Keep computer
screens away from windows and other sources of bright light to minimize
reflected glare on the screen. Special antiglare screen coating and glare
shields could be used. Keep everything you’re focusing on at about the same
distance. Clean the screen of dust from time to time.

Avoiding back and neck pain: Work at monitors and keyboards that are in
improper position can result in the pains in the back and neck. To avoid
these problems, make sure equipment is adjustable and flexible.

Avoiding repetitive strain injury: Repetitive strain injury (RSI) also

called repetitive motion injury and cumulative trauma disorder is the name
given to a number of injuries. These result from fast, repetitive work that
can cause neck, wrist, hand, and arm pain. One particular type of RSI,
carpal tunnel syndrome, found among heavy computer users, consists of
damage to nerves and tendons in the hands.

Figure1.4Correct
sitting posture when
using a computer
Review Exercise 1.4

Fill in the blank

a) The new word ____________ is used to describe harmful stress

associated with computer use.
b) Computer ____________ are guidelines for the morally acceptable use
of computer in our society.
c) Keep computer screens away from windows and other sources of bright
light to minimize reflected _________ on the screen.
d) ________________ emissions can travel through a person’s body.
e) A repetitive strain injury that causes damage to nerves and tendons in
the hands is due to __________.

Short Answer Questions

a) What is ergonomics?

b) Why ergonomics is important?

c) State three things a computer user could do to avoid eyestrain and

headache.

d) Define the phrase “Repetitive strain injury”.

e) Discuss some of the most significant physical concerns created by

frequent computer use and how they can be avoided.
1.5 Summary

1. A computer is an electronic machine that operates under the control of

instructions stored in its own memory.
2. Computer accepts data (input), manipulate the data according to specific
rules (process), produce results (output), and store the results for future
use (storage).
3. Data is a collection of unorganized facts, figures, and symbols.
4. Computers process data to create information. Information is data that is
organized, meaningful, and useful.
5. Data entered into a computer is called input. The processed results are
called output.
6. The cycle of input, process, output, and storage is called the information
cycle.
7. Hardware is the physical part of the computer system.
8. Supercomputer, mainframe, server and microcomputer are categories of
computers. Microcomputers can be desktop, notebook (laptop), tablet
Pc, or handheld (palm). PDAs are the most widely used handheld
computer.
9. The system unit, sometimes called a chassis contains the electronic
circuitry, including the microprocessor and memory (primary storage,
random access memory [RAM], temporary storage).
10. Input/output devices are translators for humans and computers. Input
devices include the keyboard and mouse. Output devices include
monitors and printers.
11. Secondary storage holds data and programs. A storage device records
and retrieves data, information, and instructions to and from storage
medium. Common storage devices are a hard disks, optical disks (CD,
DVD), USB flash dive and tapes.
12. Ergonomics is the study of human factors related to things people use,
including computers.
Key Terms

adapter ergonomics port

adapter card fireWire port RAM
data-processor firmware RAM cache
arithmetic operation gigahertz ROM
binary system graphics card semiconductor
bit integrated circuit serial port
bus interface card silicon chip
bus line laptop computer slot
byte main board socket
cache memory memory sound card
chassis microprocessor synthesizer
chip motherboard system board
clock speed MIDI system clock
control unit nonvolatile memory system unit
desktop parallel port supercomputer
expansion card Petaflops volatile storage
Review Questions – Multiple Choice

1) The term “information” is frequently used in computing to refer to

a. the input to the computer.
b. the process of computation.
c. unprocessed facts and figures.
d. facts that have been processed into a more usable form.

2) Which of the following chips contains information that is required every

time the computer system is turned on?
a. ALU c. RAM
b. ROM d. CMOS

3) Which of the following hardware is responsible for the clock speed of

the computer system?
a. hard disk c. CD-ROM
b. microprocessor d. motherboard

4) Which of the terms below represents 1000 000 000?

a. Kilobyte c. Gigabyte
b. Terabyte d. megabyte

5) Which of the following types of error occurs as a result of wrong input

or misspelling?
a. input error c. content error
b. syntax error d. software error

6) An example of a non-impact printer is a

a. line printer c. thermal printer
b. dot matrix d. chain printer

7) Which of the following chips contains information that is required every

time the computer system is turned on?
a. ALU c. RAM
b. ROM d. CMOS

Chapter 9: Desktop Publishing and Graphics 37

8) A user plans to run multiple tasks simultaneously on a computer. Which
computer component is essential to accomplish this?
a. NIC c. video card
b. RAM d. sound card

9) Keyboard keys, such as caps lock, that turns a feature on or off is called
a ________ key.
a. power c. control
b. toggle d. function

10) A hard disk stores which of the following?

a. software programs permanently
b. software temporary
c. data files temporary
d. data files permanently

Review Questions – Short Answers

1) Describe the functions of the three main components of a computer

system.
2) Many people use microcomputers for personal and business users. Give
two characteristics of microcomputers.
3) Why it is important for a large organization to have an unlimited power
supply unit and a surge protector in its computer system?
4) What are the four commonly used units of measurement to describe
memory capacity?
5) What kind of activities can you perform to avoid computer-related
eyestrain, headaches, and back and neck pain?

Additional Readings

Timothy J. O’Leary & Linda I. O’Leary, Computing Essentials

2007:Complete Edition, McGraw-Hill Irwin, ISBN 978-0-07-351667-7

1 38

Chapter 9: Desktop Publishing and Graphics

June Jamrich Parsons & Dan Oja, New Perspectives Introductory Computer
Concepts 8th Edition, Thomson Course Technology

Chapter 2
Software
“Before software can be reusable it first has to
be usable” ~ Ralph Johnson

After completing this chapter, you will be able to:

1. Describe the difference between system software and application

software.

2. Discuss the various type of system software.

3. Understand how system software interacts with application software.

Chapter 9: Desktop Publishing and Graphics 39

2.0 Introduction to Software

The software is a series of instructions or a special program that performs a

particular task and is recorded in some form on a computer disk. Simply, the
software is an abstract collection of instructions for computers to perform
specific tasks. It is also referred to as a program or software program.
Computer software has two major categories. It is typically classified into
system software and application software as shown in Figure 2.0 below.

Software

System Application
Software Software

Operating
General Purpose
System

Device Driver Special Purpose

Utility

Language
Translator

Figure 2.0Categories of Software

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Chapter 9: Desktop Publishing and Graphics

2.1 System Software
System software is a set of programs that manage or control a computer’s
resources. System software acts as the interface between the user, the
application software, and the computer’s hardware. System software is
made up of four control programs which include the following:
Operating systems – coordinate computer resources, provide an interface
between the users and the computer and run applications.
Utilities– also known as service program, perform specific tasks related to
managing computer resources.
Device drivers – are specialized programs that allow particular input, output
or communication devices to communicate with the rest of the computer
system.
Language translators– convert the programming instructions written by
programmers into a language that computers understand and process.

Figure 2.1Using software(Internet Explorer

Chapter 9: Desktop Publishing and Graphics 41

2.1.1Operating System(OS)

An OS manages the overall operation of the computer system. It is a set of

programs that instructs and controls the hardware functions of the computer
system. Operating system software interacts between applications software
and the computer hardware.

The three main functions of an OS include:

 The provision of the user interface that allows users to interact with the
computer systems for example Microsoft Windows provides menus,
toolbars, dialog boxes and icons that are used for a variety of tasks.
 Running applications.In a multitasking operating system where multiple
programs can be running at the same time, the operating system
determines which applications should run in what order and how much
time should be allowed for each application before giving another
application a turn.
 Managing internal resources. It manages the sharing of internal
memory among multiple applications. It handles and monitors input and
output to and from attached hardware devices, such as hard disks,
printers, and dial-up ports. It sends messages to each application or
interactive user (or to a system operator) about the status of operation
and any errors that may have occurred. It can offload the management
of what are called batch jobs (for example, printing) so that the
initiating application is freed from this work. On computers that can
provide parallel processing, an operating system can manage how to
divide the program so that it runs on more than one processor at a time.
File management including the creation, deletion, copying, naming and
storing of files. Navigation through disks, folders and files and
switching between applications. Printing and installing printers. Font
management and use. Control the display of the monitor, including the
resolution and size and starting, restarting and shutting down the
computer and networking.

Operating
1 42 System Features

Chapter 9: Desktop Publishing and Graphics

Booting the Operating System means turning on the Computer and having
the Operating System loaded. There are two types of booting.
1. Cold Booting
2. Warm Booting
Cold Booting is switching the computer on from the power source.

Warm Booting is restarting the computer either by pressing the reset button
on the system unit or by pressing Ctrl + Alt + Delete or by selecting restart
option from the start menu.

Users interact with the operating systems through either a command line
interface (CLI) or graphical user interface (GUI). Most provide a place,
called the desktop, which provides mean of access to computer resources.
Operating systems interfaces have several features in common with
application programs as shown in the table below.

Features Function
Icons Graphics representations for a program or function.
Pointer Controlled by a mouse and changes shape depending
upon its current function.
Windows Rectangular areas for displaying information and
running programs.
Menus Provide a list of options or commands.
Dialog boxes Provide information or request input.
Help Provides online assistance for operating system
functions and procedures.
Command line Prompts users to enter command to perform an action.
Table 2.1.1aOperating System Features

Chapter 9: Desktop Publishing and Graphics 43

 Menus

Desktop

Folder

Icons

File

Figure 2.1.1aDesktop GUI

Categories of Operating System

The three basic categories of operating system are stand-alone, network and
embedded.
Stand-alone operating system works on desktop or notebook computer.
Some stand-alone operating systems, called client operating systems, also
work in conjunction with a network operating system eg; Windows 2000
Professional, Windows NT, Windows Vista etc.

Network operating system (NOS) are used to control and coordinate

computer that are networked or linked together eg; Netware, Windows NT
Server, Windows 2000 Server etc.

Embedded operating system are used for handheld computers and small
devices like PDAs and mobile phones like Windows CE, Pocket PC 2002,
Palm OS, Symbian, Android, Apple iphone and Blackberry.
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Chapter 9: Desktop Publishing and Graphics

2.1.2 Utilities

A utility program is a type of system software that performs a specific task,

usually related to managing a computer, its devices, or its program. In
simple terms it performs the house keeping functions of the computer
system. There are many types of utilities available and some common ones
are shown in Table 2.1.2b below.

Utility Program Function

Troubleshooting or A program that recognizes and correct
diagnostic program problems, ideally before they become serious.
Antivirus program Is a program that guard your computer system
against viruses or other damaging programs
that can invade your computer system.
Uninstall program A program that allow you to safely and
completely remove unneeded programs and
related files from your hard disk.
Backup program A program that make copies of files to be used
in case the originals are lost or damage.
File compression A program that reduces the size of files so they
programs require less storage space and can be sent more
efficiently over the internet.
Disk defragmenter A utility program that locates and eliminates
unnecessary fragments and rearranges files and
unused disk space to optimize operations.

Table 2.1.2b Utility programs

Windows utilities

The windows operating systems are accompanied by several utility

programs as shown in Table 2.1.2b.

Chapter 9: Desktop Publishing and Graphics 45

 Discovery Learning:

Describe how to keep the anti-virus software up-to-date.

5
1

Figure 2.1.2b Accessing Windows XP utilities

Utility Suites
Utility suites combine several programs into one package. Buying the
packages is less expensive than buying the programs separately. The three
best-known utility suites are McAfee Office, Norton System-Works, and V
Communications System Suite. These suites provide a variety of utilities,
including programs that will protect your system from dangerous programs
called computer viruses.

1 46
2.1.3 Device Drivers

Chapter 9: Desktop Publishing and Graphics

On installing components like sound cards, modem, mouse or printer,
special software called device driver is needed. Device driver is a program
that provides the interface between the application software, operating
system and hardware device. Each time the computer started, the operating
system loads all of the device drivers into the computer’s memory.

Whenever a new device is added or installed into the computer system, a

new device driver must be installed before the device can be used. However,
the latest operating systems come with most device drivers preinstalled so
all you have to do is plug in the device and use it. These devices are now
called plug n play devices for example mouse, keyboard, digital cameras,
flash drives and some printers.

Discovery Learning:

Name some plug n play devices that can be configured

automatically with either Window XP, Vista or 7 or any other OS
you are using.

2.1.4 Language Translators

Language translators are programs that convert programs written in

high level programming language (described in detail in chapter 6)
into machine language. Since the CPU can process only 0’s and 1’s
everything task that we perform on the computer must be converted
into machine language (0’s and 1’s). Some examples of language
translators are compilers, interpreters and assemblers.

Note: do not confuse yourself with the other language translator

programs that are available which simple changes one spoken
language into another for example, English to Hindi.
Review Exercise 2.1

True or False

a) One computer can only run one kind of system software.

Chapter 9: Desktop Publishing and Graphics 47

b) Virtual memory increases the amount of memory available to run
application programs.
c) Macintosh computers are designed to use the Pentium microprocessor.
d) The operating system Linux is the most popular with graphic designers
and those who work in multimedia.
e) Application software allows computer to interact with the user,
applications and hardware.

Short Answer Questions

a) Why is a graphical user interface described as user-friendly?

b) What is a network operating system?

c) Describe at least three utility programs?

d) What is meant by multitasking?

Discovery Learning:

Compare and contrast Windows and Macintosh operating

system? Find different versions of Mac OS and Linux OS and
show the evolution of Windows.

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Chapter 9: Desktop Publishing and Graphics

2.2 Application Software

Applications software is created to perform either specific or general task

which is not related to the computer system itself. Application software can
be bought off-the-shelf. There are two broad categories of application
software: special-purpose and general-purpose (refer to Figure 2.0).Special-
purpose programs are designed to perform specific tasks for example
inventory, payroll, accounting, point of sales, virtual reality, artificial
intelligence and games. This software is in most cases customized to suit a
particular business need. General-purpose programs are designed to be
used by many people to do the most common kinds of tasks such as typing,
preparing budgets, presentations and small databases. This is why they are
also known as basic application. Word processors, spreadsheets, database
management system and presentation graphics are general-purpose
applications.

Fi
gure 2.2aFeatures of application software

Chapter 9: Desktop Publishing and Graphics 49

Common features of application software

Feature Description
Tabs Presents tools/buttons available for selection
from the ribbon.
Shortcut keys Special-purpose keys for frequently used
commands.
Ribbon Presents graphic objects/buttons for commands
Help Presents explanations of various commands.
Dialog Box Used to specify additional command options.
Insertion Point Shows where data can be entered.
Scroll Bars Used to display additional information.
Quick Access Tools that are frequently used can be set here. Eg
Save, undo, print and print preview.
Groups Provide categorized tools options under specific
headings.
Table 2.2aFeatures of application software

WYSIWYG: stands for “What You See Is What You Get”. This means that
the image on the screen display looks the same as the final printed
document. The WYSIWYG feature allows the user to preview the
document’s appearance before it is printed out.
2.2.1 Word Processing

Word processing software is used to create, edit, save and print documents.
Word processing software creates text-based documents such as reports,
letters and memos. Word processors are one of the most flexible and widely
used software tools. All types of people and organization use word
processors to create personalized Web pages. The three most widely used
word processing programs are Microsoft Word, Corel WordPerfect and
Lotus Word Pro.
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Chapter 9: Desktop Publishing and Graphics

Word processors provide a variety of features to make entering, editing and
formatting documents easy. One of the most basic features for entering text
is word wrap. This feature automatically moves the word to the next line
once the current line is full.

There are numerous features designed to support editing or modifying a

document. One of these is a Thesaurus that provides synonyms, antonyms
and related words for a selected word or phrase. You can quickly locate any
character, word or phrase in your document using the search or find
commands. Spelling can be checked by running a spelling checker.
Incorrectly spelled words are identified and alternative spelling suggested.
In a similar manner grammar checker can be run that will identify poor
wording, excessive long sentences, and incorrect grammar. Other features
are designed to improve the format or appearance of a document. One of
the most basic is the font or design of the characters.

2.2.2 Spreadsheet

A spreadsheet is an electronic worksheet used to organize and manipulate

numbers and display options for “What-if” analysis. It enables one to
manipulate figures and texts in columns and rows and perform calculations
using formulas. The columns are identified by letters and rows are identified
by numbers. The intersection of row and column creates a cell. For example,
the cell A10 is formed by the intersection of column A and row 10. Thus
spreadsheet programs organize, manipulate and graph numeric information.
The three most widely used spreadsheet programs are Microsoft Excel,
Corel Quattro Pro and Lotus 1-2-3.

Some common features of spreadsheet programs include the following.

Formatting cells

The same font and paragraph formatting features can be applied to the
contents of a cell as in a word processor. Labels are often used to identify
information in a worksheet. Usually a label is a word or symbol, such as
hash sign (#). A number in a cell is called a value. Labels and values can be
displayed or formatted in different ways. For example, a label can be
centered in the cell or positioned to the left or right or indented. A value can
be displayed to show decimal places, dollars, or percent. The number of

Chapter 9: Desktop Publishing and Graphics 51

decimal positions (if any) can be altered, and the width of columns can be
adjusted.

Formulas and Functions (main attribute of a spreadsheet)

Formulas are instruction for calculations. It is defined by the user and
usually comprises of arithmetic operations (+,*,-,/) with cell references. For
example: to add cells C6, D6, E6 & F6 as shown in Figure 2.2.2a, the user
defined formula written in cell G6 would be = C6+D6+E6+F6.
Functions are prewritten formulas that perform calculations automatically.
For example to perform the same addition, the function to be used in cell G6
would be = SUM(C6:G6).

Row numbers

Column
letters

Range from
G6 to G9

Cell

Label Value calculated

using the function
=Average(F6:F16)

Figure 2.2.2a A Worksheet

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Chapter 9: Desktop Publishing and Graphics

A range is a series of continuous cells. For example the cell G6 contains the
function =SUM(C6:F6), which adds the values from cells C6, D6, E6 and
F6. The sum of the values in this range is displayed in cell G6.

Analytical graphs or charts are visual representations of data in a

worksheet. You can easily create graphs in a spreadsheet program by
selecting the cells containing the data to be graphed and then selecting the
type of chart to display. If you change one or more numbers in your
spreadsheet, all related formulas will automatically recalculate and charts
will be automatically adjusted. Recalculation is one of the most important
features of spreadsheet.

What-if analysis lets you change one or more values in your spreadsheet,
all related formulas will recalculate automatically. Thus you can substitute
one value for another in a cell and observe the effect on other related cells
in the spreadsheet.

2.2.3 Database

A database is a program, which is used for computerized record keeping. It

provides a place to store information and a way to organize data so that it
can be accessed in an organized and timely manner. A database manager
or database management system (DBMS) is a software package used to
set up, or structure a database. It also used to retrieve information from a
database.
Data is organized into tables. Each table is made up of rows called records
and columns called fields. Each record contains fields of information about
some specific item. Some of the database programs include Microsoft
Access, Corel Paradox, Lotus Approach, dBase IV.
Some features of database are as follows:

Locate and Display

Chapter 9: Desktop Publishing and Graphics 53

A basic feature of all database programs is the capability to quickly locate or
find records in the database. Easier way to locate information is to apply a
filter to the database. A filter displays the subset of records that meet certain
conditions or criteria. The main method of locating specific kind of data for
a data from a database is to create a query. A query locates the specified
records and displays only selected fields.

Sorting
Database administrators make it easy to change the order of records in a file.
Normally, records are displayed in the order they are entered or by key field
such as social security number. Rearranging or sorting of records is a
common feature utilized by database administrators.

2.2.4 Presentation Graphics

A presentation graphics program can display numeric data in a visual

format for analysis and presentation purposes. These programs are often
used by marketing or sales people as well as many others. Most commonly
used presentation graphics programs are Microsoft PowerPoint, Corel
Presentation and Lotus Freelance Graphics.

Features that are common to most presentation graphics include the

following:

Most programs include features that help you organize the content of your
presentation such design layout and schemes that includes preformatted
text for many different types of presentations from selling a product to
reporting on progress.

Professionally designed templates or models are provided. They include

selected combination of text layouts with features such as title placement
and size. Additionally, various bullet styles, background colors, patterns,
borders and other enhancements are provided.

Animations include special visual and sound effects. These effects include
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Chapter 9: Desktop Publishing and Graphics

clips that play automatically or when selected. You can even record your
own voice to provide a narration to accompany a slide show.

2.2.5 Integrated packages and Software suites

An integrated package is a single program, which combines two or more

applications programs. An integrated package provides the functionality of a
word processor, spreadsheet, database and more. An integrated package
usually shares a common user interface and you can switch from one
application to another and cut or copy data from one to another.

The primary disadvantage of an integrated package is that the capabilities of

each function (such as word processing) are not as extensive as in the
specialized programs (such as Microsoft Word). The primary advantage is
that the cost of an integrated package is much less than the cost of
purchasing a word processor, spreadsheet and database. The most widely
used integrated package is Microsoft Works.

A software suite is a collection of separate application programs bundle

together and sold as a group. The most popular software suite is Microsoft
Office, which comes in different version.

Discovery Learning:

Give more examples of integrated packages and software suites.

Chapter 9: Desktop Publishing and Graphics 55

2.3 Advanced Application

Advanced applications include graphics programs, audio and video,

multimedia, Web authoring and artificial intelligence and virtual reality.

Graphics programs

Advanced graphics programs are used by professionals in graphic arts.

Three types are desktop publishers, image editors, and illustration programs.

Desktop publishing programs allow one to mix text and graphics to create
publications of professional quality. While word processors focus on
creating text and have the ability combine text and graphics, desktop
publishers focus on page design and layout and provide greater flexibility.
Desktop publishing programs are widely used by graphic artists to create
brochures, newsletters, newspapers and textbooks. Popular desktop
publishing programs include Adobe Frame-Maker, Adobe PageMaker,
Corel Ventura, and QuarkXPress.

Image editors, also known as paint programs, are used to create and to
modify bitmap images files. In a bitmap file, the image is made up of
thousands of dots or pixels to represent images. Popular professional image
editor programs include Adobe Photoshop, Corel Photo-Paint, and Paint
Shop Pro.

Illustration programs, also known as draw programs, are used to modify

vector images. In a vector file, the image is composed of a collection of
objects such as lines, rectangles and ovals. A vector file contains all the
shapes, colors, and starting and ending points necessary to recreate the
image.

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Graphic suites

Graphics suites are the bundling of the separate graphics programs as a

group. The advantage of the graphics suites is that a large variety of
graphics programs can be purchased at a lower cost.

Audio and Video

Using audio and video editing software enables user to compile movies.
Video editing software allows one to reorganize, add effects and more to the
digital video footage. Audio editing software allows user to create and edit
audio clips. Most audio editing software has features that allow you to add
audio effects, like filters, to your tracks.

Multimedia

Multimedia also called hypermedia is the integration of all sorts of media

into one form of presentation. The media may include video, music, voice,
graphics, and text. An essential and unique feature of multimedia is user
participation or interactively.

Web Authoring

Web authoring programs are typically used to create sophisticated

commercial sites. Also known as Web page editors and HTML editors,
these programs provide support for web sites design and HTML coding.
Widely used authoring programs include Macromedia, Dreamweaver, Net
Objects Fusion and Microsoft FrontPage.

Discovery Learning:

Give an example of each of the graphics programs.

Chapter 9: Desktop Publishing and Graphics 57

Artificial intelligence (AI)

The field of computer science known as artificial intelligence attempts to

develop computer systems that can mimic or simulate human senses,
thought processes and actions. These include reasoning, learning from past
actions and using senses such as vision and touch.

Three areas which human talents and abilities have been enhanced with
computerized intelligence: robotics, knowledge-based systems, and virtual
reality.

Robots are computer-controlled machines that mimic the motor activities of

humans and some are used for household activities, entertainment purposes,
while most are used in factories and hazardous environment to handle
dangerous, repetitive tasks with high degree of precision.

Knowledge-based systems, also known as expert systems, are computer

programs that provide advice to decision makers who would otherwise rely
on human experts. These expert systems use knowledge bases that contain
specific facts, rules to relate these facts, and user input to formulate
recommendations and decisions. Expert systems have been developed in
areas such as medicine, geology, architecture, military science, financial
analysis and nature.

Virtual reality incorporates interactive sensory equipment (headgear and

gloves) allowing users to experience alternative realities generated in 3-D by
a computer, thus imitating the physical world. The headgear has earphones
and three-dimensional stereoscopic screens. The gloves have sensors that
collect data about your hand movement. Coupled with software, this
interactive sensory equipment lets you immerse in a computer-generated
world.

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Chapter 9: Desktop Publishing and Graphics

 2.4 Summary

1. Software, also called a computer program, is the series of instructions

that tells the hardware of a computer what to do.

2. System software controls the operations of the computer and its devices
and serves as the interface between a user and computer hardware.

3. System software consists of a variety of programs including: operating

system which contains instructions that coordinate the activities of
hardware devices, utility program, which performs specific tasks
usually related to managing a computer, device drivers are specialized
programs to allow input and output devices to communicate with the
rest of the computer system.

4. Application software are program which are written for specific and
general tasks which are not related to the computer system itself.
Contrast must be drawn between application software and operating
system software.

5. There are two broad categories of application software: and general-

purpose programs and special-purpose programs.

6. General-purpose applications are widely used in nearly all career

areas. Programs include word processing documents, spreadsheets,
databases, or presentation graphics.

7. Specialized (special purpose) applications focus on specific

disciplines and occupations. These programs include graphics, audio,
video, multimedia, web authoring and artificial intelligence programs.

Chapter 9: Desktop Publishing and Graphics 59

Key Terms

application software basic application

booting device driver
dialog box embedded operating system
general-purpose application help
icons language translator
Macintosh operating system menus
Multiprogramming multitasking
network operating system operating system
presentation file program
service program software
special-purpose application standalone operating system
systems system software
utility program virtual memory
warm boot windows

Review Questions – Multiple Choice

1. The Operating system that is widely used in Fiji is

a. Windows XP c. Windows 7
b. Windows 2000 d. Windows 98

2. An embedded operating system usually resides on a

a. hard disk c. ROM chip
b. RAM chip d. removable disk

3. A _______________ combines several utility programs into a single

package.
a. utility service c. disk scanner
b. zipped file d. utility suite

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Chapter 9: Desktop Publishing and Graphics

4. A program that enables you to quickly find the right word or an
alternative word with a similar meaning is
a. Thesaurus c. spelling
checkers
b. grammar checkers d. search and replace

5. One example of an expert system is

a. CAD/CAM c. Windows 2000
b. the personal computer d.
troubleshooting

6. Security personnel use ____________ to locate and disarm explosive

devices.
a. mobile robots c. system robots
b. industrial robots d. perception
robots

7. These programs guard your computer against malicious programs that

may invade your computer system?
a. file compression program
b. backup program
c. antivirus program
d. troubleshooting program

8. Every time the computer system is started, the operating system loads
these into memory
a. driver updates c. device
managers
b. device drivers d. windows
updates

9. The software that would be most suitable to include special visual,

sound effects and audio as well as video clips is
a. MS-Excel c. MS-Word
b. MS-Power-point d. Desktop Publishing

Chapter 9: Desktop Publishing and Graphics 61

10. The background software that loads the current program (ie,MSWORD)
is called
a. system software c. integrated
software
b. application software d.
communication software

Review Questions – Short Answers

1. What is the difference between application and system software?

2. Discuss the role of device drivers.
3. Explain the difference between special-purpose programs and general-
purpose programs?
4. Explain what is meant by an integrated software and give an examples.
5. What are the three areas of artificial intelligence?

Additional Readings

Timothy J. O’Leary & Linda I. O’Leary, Computing Essentials

2007:Complete Edition, McGraw-Hill Irwin, ISBN 978-0-07-351667-7

June Jamrich Parsons & Dan Oja, New Perspectives Introductory Computer
Concepts 8th Edition, Thomson Course Technology, ISBN: 0-619-26764-X

Peter Ware, Phillip Cooke, Dieter Opfer& June Wall, Information and
Software Technology 7-10, Jacaranda, ISBN: 0-7314-0168-9
Carole Wilson, Exploring Computing Studies, Second Edition, Cambridge
University Press, ISBN: 0-521-78714-9

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Chapter 9: Desktop Publishing and Graphics

Gary B. Shelly, Thomas J. Cashman, & Misty E. Vermaat, Discovering
Computers 2003, Concepts for a Digital World, Thomson Course
Technology, ISBN:0-7895-6514-5

Chapter 9: Desktop Publishing and Graphics 63