Course Code 608

BASIC COMPUTING

NATIONAL INSTITUTE OF OPEN SCHOOLING

(An autonomous organisation under MoE, Govt. of India)
A-24-25, Institutional Area, Sector-62, NOIDA-201309 (U.P.)
Website: www.nios.ac.in, Toll Free No. 18001809393
 COURSE TEAM

ADVISORY COMMITTEE
Chairman Director, Vocational
NIOS, NOIDA, U.P. NIOS, NOIDA, U.P.

CURRICULUM COMMITTEE
Prof. Sunil Kumar Khatri Dr. G. Mythili Ms. Beena Nair
Director Deputy Director HOD Computer Science
Amity Institute of Information STRIDE IGNOU Bal Bharati Public School
Technology, Amity University New Delhi New Delhi
NOIDA
Ms. Radhika. B
Assistant Director (Vocational)
NIOS, NOIDA

LESSON WRITERS
Ms. Mohini Arora Ms. Beena Nair Ms. Chetna Khanna
HOD Computer Science HOD Computer Science Freelancer
Air Force Golden Jubilee Institute Bal Bharati Public School Fr. PGT Computer Science
New Delhi New Delhi Shadley Public School
New Delhi

EDITORS
Prof. Deepti Mehrtora Dr. Samiksha Mishra Ms. Rashmi Narula
Director, Amity Institute of Information Data Scientist Chief Technical Officer
Technology, Amity University R Systems Mavalore Infotech Ltd.
NOIDA NOIDA NOIDA
Mr. Arun Kumar Dubey Ms. Purvi Kumar Ms. Anju Gupta
Assistant Professor HOD Computer Science Former HOD Computer Science
Bharati Vidyapeeth college of Ganga International School Rukhmini Devi Public School
Engineering, New Delhi New Delhi New Delhi
Ms. Radhika. B
Assistant Director (Vocational)
NIOS, NOIDA

COURSE COORDINATOR
Ms. Radhika. B
Assistant Director (Vocational)
NIOS, NOIDA

GRAPHICS/DTP
M/S Sri Krishna Graphics
Delhi
 A Word With You
Dear Learner,
Congratulations for having chosen the course in Basic Computing.
In Information Age, Computer knowledge is not only the basic requirement to stay connected, but also
to solve problems efficiently. Nowadays, all the services are delivered at our doorstep due to advancement
of technology and emergence of new digital platforms. As a learner, you should acquire and understand
technologies to get benefit of these services.
The course of Basic Computing is specially designed keeping in view its demand in the IT industry.
This curriculum will give you a clear idea about the basic concepts of computing and the workplace
practices that you should learn to work efficiently.
We have ensured that the course content is presented in a simple and straight forward manner. We are
confident that you will enjoy learning this course through Open and Distance learning system. We hope
you will find this material interesting, informative and useful. We wish you all the very best for a bright
and successful future.

Course Team
National Institute of Open Schooling (NIOS)
How to use the Study Material
Congratulations! You have accepted the challenge to be a self-learner. NIOS is with you at every step
and has developed the material in Basic Computing with the help of a team of experts, keeping you in
mind. A format supporting independent learning has been followed. If you follow the instructions given,
then you will be able to get the best out of this material. The relevant icons used in the material will
guide you. These icons have been explained below for your convenience.

Title: will give a clear indication of the content. Do read it.

Introduction: This will introduce you to the lesson linking it to the previous one.

Objectives: These are statements that explain what you are expected to learn from the
lesson. The objectives will also help you to check what you have learnt after you have gone
through the lesson. Do read them.

Notes: Each page carries empty space in the side margins, for you to write important points
or make notes.

Intext Questions: Very short answer or self check questions are asked after every section.
The answers to these questions are given at the end of the lesson. These will help you to
check your progress. Do solve them and its successful completion will allow you to decide
whether to proceed further or go back and learn them again.

What You Have Learnt: This is the summary of the main points of the lesson. It will help
you in recapitulation and revision. You are also welcome to add your own points to it.

Terminal Exercise: These are long and short questions that provide an opportunity to
practice for a clear understanding of the whole topic.

Answers to Intext Questions: These will help you to know how correctly you have an-
swered the questions.

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knowledge, skills and competence.
 ABBREVIATIONS

ADHD Attention Deficit and Hyperactivity Disorder

ALD Assistive Listening Device
ALU Arithmetic Logic Unit
ARPA Advanced Research Projects Agency
ASAP As soon As Possible
BIOS Basic Input Output System
BSNL Bharat Sanchar Nigam Limited
CAD Computer Aided Design
CAE Computer Aided Engineering
CAM Computer Aided Manufacturing
CD-R/W Compact Disk-Read/Write
CD-R Compact Disk-Recordable
CD-ROM Compact Disk-Read Only Memory
CPS Characters Per Second
CPU Central Processing Unit
CRT Cathode Ray Tube
CU Control Unit
DAISY Digital Accessible Information SYstem
DSL Digital Subscriber Line
DVD Digital Versatile Disk
EEPROM Electrically Erasable Programmable Read Only Memory
EPROM Erasable Programmable Read Only Memory
FYI For Your Information
GB GigaByte
GUI Graphical User Interface
HTML Hypertext Markup Language
IFSC Indian Financial System Code
IM Instant Messaging
IMPS Immediate Payments Service
IP Internet Protocol
IRCTC Indian Railways Catering and Tourism Corporation
ISP Internet Service Provider
KB KiloByte
LED Light Emitting Diode
MB MegaByte
MICR Magnetic Ink Character Recognition
MMC Multimedia Card
MTNL Mahanagar Telephone Nigam Limited
NAS Network Attached Storage
NDLI National Digital Library of India
NEFT National Electronic Funds Transfer
NROER National Repository of Open Educational Resources
OCR Optical Character Recognition
OMR Optical Mark Recognition
ORS Online Registration System
PROM Programmable Read Only Memory
RAM Random Access Memory
ROM Read Only Memory
SD card Secure Digital Card
SERP Search Engine Results Page
SSD Secondary Storage Device
SWAYAM Study Web Access for Young Aspiring Minds
TB TeraByte
TCP Transmission Control Protocol
TFT Thin Film Transistor
UHID Unique Health Identification
UIDAI Unique Identification Authority of India
UMANG Unified Mobile Application for New-age Governance
UPI Unified Payment Interface
VDU Visual Display Unit
WHO World Health Organization
Wi-Fi Wireless Fidelity
WWW World Wide Web
 CONTENTS

Lesson No. Name of the Lesson Page No.

1. Introduction to Computer System 1

2. Operating System 19
3. Introduction to Internet 36
4. Digital Documentation 51
5. Spreadsheet 84
6. Digital Presentation 103
7. Digital Storage 135
8. Mailing and Messaging Services 145
9. Social Networking 162
10. Securing the System 188
11. Introduction to E-services 202
12. Assistive Technologies 213
13. Customer Services 224
14. Troubleshooting the Computer 231
15. Workplace Practices 249
 Introduction to Computer System

Notes

1
INTRODUCTION TO COMPUTER
SYSTEM

We find computers everywhere around us, at home, in schools, hospitals, railway

stations, airports, banks, shopping malls and so on. Before we proceed with our
study of computers, let us first of all define a computer.A computer is an electronic
machine that takes an input, processes it to producethe desired output. Every
computer is a combination of hardware and software.The physical components of
a computer that can be seen and touched form thehardware. For example, CPU,
monitor, keyboard, printer etc., are hardware orperipheral devices. The input to
a computer is given in the form of instructions.These set of instructions that we
give to the computer to perform a particular taskconstitutes a program. Many such
programs together form a software for thecomputer. Operating system, Antivirus,
MS Office, Computer games are allsoftware applications. In this lesson, you will
learn about, the basic components of a computer along with their functions.

Objectives
After reading this lesson, you will be able to:
z differentiate between hardware and software;
z explain the basic components of a computer along with their functions;
z list input, output and storage devices.

1.1 What is a Computer?

A computer is a device that is being used for computing, document preparation,
calculation, and online form filling (e.g., any admission form, passport application
and many more), searching jobs, mailing/messaging etc. It is a combination of
hardware and software. The monitor, keyboard, mouse, Central Processing Unit

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 Introduction to Computer System

(CPU), motherboard, printers, scanners come under hardware. Then we have the
operating system which is a system software and then MS-Office/OpenOffice, web
Notes browsers are the different types of application softwares or computer programs.
Let us see the difference between hardware and software in the table 1.1.
Table 1.1: Difference between Hardware and Software
Terms for Hardware Software
Difference
Definition The physical components of It is a collection of computer
a computer system that can programs that enables users
be seen and used to physically to interact with computer
store and perform the hardware. it is where the
operations on the data. information is processed into
data.

Example Keyboard, mouse, monitor, MS-Office, operating system

CPU etc. such as Windows7, Linux etc.

Nature They have physical They have logical existence.

existence. You can touch You cannot touch them but
them. they are essential.

Types Computer hardware can be Software can be categorized

categorized as input devices, into two parts, System
output devices and storage software and application
devices. software.

To function properly, the computer needs both hardware and software. Software
works as intermediate between user and hardware.
The working of a computer can be well understood by the block diagram shown
in Fig 1.1.

Central Processing Unit

Arithmetic Logic Unit
Input Unit Output Unit
Control Unit
Registers

Memory

Fig. 1.1: Block Diagram of a Computer

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The working of a computer can be broadly categorized into four functions or steps.
z Receive Input: Accept data/information from user through various input Notes
devices like the keyboard, mouse, scanner, etc.
z Process Information: Perform arithmetic or logical operations on data/
information.
z Store Information: Store the information in storage devices such as hard
disk, CD, pen drive etc.
z Produce Output: Communicate information to the user through any of the
available output devices such as monitor, printer, etc.
The hardware components of the computer specialize in any one of these
functions. Computer hardware falls into two categories; processing hardware and
the peripheral devices. The processing hardware consists of the Central Processing
Unit (CPU), and as its name implies, it is where the data processing is done.
Peripheral devices allow people to interact with the CPU. Together, they make it
possible to use the computer for a variety of tasks.
Now we shall discuss the details about various components of a computer system.

1.2 Components of a Computer

A computer has four main components:
z Input Devices: These are the devices that are used to accept data and
instructions from the user. Keyboard, mouse, scanner etc., are examples of
input devices.
z Central Processing Unit (CPU): This is known as the ‘Brain of the
Computer’ as it controls the complete working of the computer.
z Memory: The data and instructions are stored in this component of the
computer. Hard disk, DVD, pen drive etc., are examples of memory storage
devices.
z Output Devices: These are the devices that are used to display the desired
result or information. Monitor, printer etc., are examples of output devices.
Let us now learn each of the components in detail.

1.3 Input Devices

An input device is used to get data or instructions from the user. This data is then
passed on to the CPU for processing so as to produce the desired result. Although

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keyboard and mouse are the two common input devices, other devices such as
Optical Character Recognition (OCR), Magnetic Ink Character Recognition
Notes
(MICR), and mark sense reader, etc., are also used as per our requirement.

Keyboard
The keyboard is very much like a standard typewriter with a few additional keys
(refer Fig. 1.2). Generally, we find a QWERTY keyboard with 104 keys on it. The
additional keys may be included in modern multimedia keyboards.

Fig. 1.2: Keyboard

Mouse
A mouse is another very commonly used input device (refer Fig. 1.3). It is basically
a pointing device that controls the movement of the cursor or pointer on a display
screen. It is a small object that you can roll along a hard and flat surface. As you
move the mouse, the pointer on the display screen moves in the same direction. A
mouse may contain one, two or three buttons which have different functions
depending on what program is running.

Fig. 1.3: Mouse

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 Introduction to Computer System

Scanner
It is an input device that can read text or an illustration printed on paper and Notes
translates the information into a form that the computer can use (refer Fig. 1.4).
You cannot directly edit text that has been scanned. To edit the text read by a
scanner, you need an Optical Character Recognition (OCR) system to translate the
image into ASCII characters. Moderate quality converters are available on the
Internet for free use.

Fig. 1.4: Scanner

Optical Character Recognition (OCR)

An Optical Character Recognition (OCR) is a device that is used for reading text
from paper and translating the images into a form that the computer can
understand. An OCR is used to convert books, magazines and other such printed
information into digital form.

Magnetic Ink Character Recognition (MICR)

An MICR can identify characters printed with a special magnetic ink. This device
particularly finds applications in banking industry. The cheques used for transactions
have a unique MICR code that can be scanned by an MICR device.

Optical Mark Recognition (OMR)

Optical Mark Recognition, also called Mark Sense Reader, is a technology where
an OMR device senses the presence or absence of a mark, such as pencil mark.
OMR is widely used for assessing the objective examinations involving multiple
choice questions.

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Bar Code Reader

Notes A bar code reader is an input device that is generally seen in super markets,
bookshops, libraries etc. It scans the bar code of the product and checks the
description and the latest price of the product.

Digitizing Tablet
This is an input device that enables you to enter drawings and sketches into a
computer. The tablet contains electronic field that enables it to detect movement
of the cursor or pen and translate the movements into digital signals that it sends
to the computer.

Light Pen
A light pen is an input device that utilizes a light-sensitive detector to select objects
on a display screen.

Speech Input Devices

Speech or voice input devices eg., microphone convert a person’s speech into
digital form. These input devices, when combined with appropriate software, form
voice recognition systems. These systems enable users to operate microcomputers
using voice commands.

1.4 Central Processing Unit (CPU)

As mentioned earlier, the CPU is the ‘Brain of a computer’. This is because it
processes or executes the instructions given to the computer. Any type of
instructions given to the computer using any of the input devices has to be sent to
the CPU for execution. In a microcomputer, the CPU is based on a single chip
called the microprocessor.
A typical CPU has the following components:
z Control Unit (CU)
z Arithmetic Logic Unit (ALU)
z Memory Registers

1.4.1 Control Unit (CU)

The Control Unit manages the instructions given to the computer. It coordinates
the activities of all the other units in the system by instructing rest of the
components of the computer. It reads and interprets instructions from memory and

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transforms them into series of signals to be executed or stored. It also directs the
movement of these electronic signals between memory and ALU or between CPU
and input/output devices. Hence it controls the transfer of data and information Notes
between various units. The user’s program provides the basic control instructions.
Conceptually, the control unit fetches instructions from the memory, decodes them
and directs the various units to perform the specified functions.

1.4.2 Arithmetic Logic Unit (ALU)

Arithmetic Logic Unit or ALU performs two types of operations - arithmetic and
logical. Arithmetic operations are the fundamental mathematical operations
consisting of addition, subtraction, multiplication and shifting operations. Logical
operations consist Boolean comparisons such as AND, OR and NOT.

1.4.3 Memory Registers

The CPU processes data and instruction with high speed. There is also movement
of data between various units of the computer. It is necessary to transfer the
processed data with high speed. So the computer uses a number of special memory
units called registers. A memory register is a sort of special storage area that holds
the data and instructions temporarily during processing. They often hold data for
less than a millisecond. This high speed storage area makes processing more
efficient.

The contents of the memory is stored only as long as the microcomputer is turned
on. When you turn the machine off, the contents are lost. The capacity of the
memory to hold data and program instructions varies in different computers. The
original IBM PC could hold approximately several thousand characters of data or
instructions only. But modern microcomputers can hold millions or even billions
of characters in their memory.

1.5 Output Devices

Output devices receive information from the CPU and present it to the user in the
desired form. Output devices include monitor, printers, plotters, etc. Let us learn
about them.

1.5.1 Monitor
A monitor or Visual Display Unit (VDU) is just like a television screen and it is used
to display data and information. When some data or instruction is being keyed in,
the monitor displays the characters being typed. The monitors are available in

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various sizes. They may also differ for different types of computers. The standard
size is 24 lines by 80 characters. The output displayed on the monitor is called soft
Notes copy.
There are two types of monitors – CRT and TFT-LCD monitors
Cathode Ray Tube (CRT) Monitor: A CRT monitor is a relatively older type of
monitor. It is rarely being used today. These were bigger and bulkier monitors and
hence took lot of desk space. It also consumed lot of electricity.
Thin Film Transistor-Liquid Crystal Display
(TFT-LCD) Monitors: These monitors are
lighter and occupy less space (refer Fig. 1.5).
They are also commonly referred to as flat
screen displays and consume much less electricity
than CRT monitors. Nowadays even Light
Emitting Diode (LED) monitors are available.
1.5.2 Printer
Printer is a device that produces the output on
paper (also known as hard copy) and it may be
Fig. 1.5: TFT Monitor
in the form of text or graphics. There are many
different types of printers. These printers vary in terms of size, speed and quality
of output. Some of them are discussed below:
z Dot Matrix Printer: It is a type of impact printer that uses a print head to print
characters on paper. The print head undertakes back and forth or up and down
motion on the page. The print head strikes on an ink soaked cloth ribbon that
is laid against a paper. The characters formed from dots are thus printed on
the paper.
z Ink-jet Printer: Ink-jet printers are non-
impact printers which work by spraying
ionized ink on a sheet of paper.
Magnetized plates in the ink’s path direct
the ink onto the paper in the desired
shapes. Ink-jet printers are capable of
producing a better print quality than the
dot matrix printers. A typical ink-jet printer
provides a resolution of 300 dots per
inch, although some newer models offer
higher resolutions. These are also known
Fig. 1.6: Ink-jet Printer

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 Introduction to Computer System

as Line Printers (as the output is produced line by line). Fig. 1.6 depicts Ink-
jet Printer.
Notes
z Laser Printers: These are non-impact printers which work on the principle
of a photo copier. It utilizes a laser beam to produce an image on a drum. The
light of the laser alters the electrical charge on the drum wherever it hits. The
drum is then rolled through a reservoir of toner, which is picked up by the
charged portions of the drum. Finally, the toner is transferred to the paper
through a combination of heat and pressure.
Since the entire page is transmitted to a drum before the toner is applied, laser
printers are sometimes called page printers. In addition to text, laser printers
are very adept at printing graphics. However, you need significant amount of
memory in the printer to print high-resolution graphics.
The speed of laser printers ranges from about 4 to 20 pages of text per minute
(ppm). A typical rate of 6 ppm is equivalent to about 40 characters per second
(cps).
The drawback of ink-jet printers is that they require a special type of ink that
is apt to smudge on inexpensive copier paper. Since ink-jet printers require
smaller mechanical parts than laser printers, they are especially popular as
portable printers. In addition, colour ink-jet printers provide an inexpensive
way to print full-colour documents.
z Thermal Printer: Thermal printers are printers that produce images by
pushing electrically heated pins against special heat-sensitive paper. Thermal
printers are inexpensive and are used in many fax machines. They produce
low-quality print, and the paper tends to curl and fade after a few weeks or
months.

1.5.3 Plotter
A plotter is a device that is used to draw charts,
graphs, maps etc., with two or more automated
pens (refer Fig. 1.7). Multi-colour plotters use
different-coloured pens to produce a multi-
coloured output.
Different types of plotters are available in the
market. A drum plotter has a paper wrapped
around a moving drum and the pens move on the
paper to print the output. A flatbed plotter has a
flat surface on which the paper is placed and the Fig. 1.7: Plotter

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pens move to draw the output. An electrostatic plotter has a negatively charged
paper on which the drawing is made using a positively charged toner.
Notes
Plotters are considerably more expensive than printers. These were the first of the
devices that could print full sized engineering drawings with colour. They are
frequently used for Computer Aided Engineering (CAE) applications such as
Computer Aided Design (CAD) and Computer Aided Manufacturing (CAM).

1.5.4 Speakers
The speakers are used to produce audio output. The computers have sound cards that
enable the computer to produce audio output through the speakers (refer Fig. 1.8).

Fig. 1.8: Sound Card and Speakers

Nowadays, 3D audio is a technique for giving more depth to traditional stereo
sound. Typically, 3D sound, is produced by placing a device (3D audio) in a room
with stereo speakers. The device dynamically analyses the sound coming from the
speakers and sends feedback to the sound system so that it can readjust the sound
to give the impression that the speakers are further apart. 3D audio devices are
particularly popular for improving computer audio where the speakers tend to be
small and close together. There are a number of 3D audio devices that can be
attached to a computer’s sound card.

Intext Questions 1.1

1. The four basic functions performed by the computer are ......................,
......................, ......................, ......................
2. A bar code reader is an ...................... device.
3. Choose the correct answer:
(a) Arithmetic and logical operations is performed by ...................... unit.
(i) ALU (ii) Editor
(iii) Storage (iv) Output

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(b) The ALU and CU are jointly knows as ......................

(i) RAM (ii) ROM
Notes
(iii) CPU (iv) None of the above
(c) The process of producing results from the data for getting useful
information is called ......................
(i) Output (ii) Input
(iii) Processing (iv) Storage

1.6 Memory Unit

There are two kinds of computer memory: primary and secondary. Primary
memory is accessible directly by the Central Processing Unit. Random Access
Memory (RAM) is an example of primary memory. You will learn more about
RAM later. As soon as the computer is switched off, the contents of the primary
memory are lost. But data can be stored and retrieved at much faster rate with
primary memory as compared to secondary memory. Examples of secondary
memory storage devices are magnetic tape, magnetic disk, hard disk, CD, pen
drive, etc. The secondary memory devices may be located outside the computer.
Primary memory is more expensive than secondary memory.
Measuring Memory
The primary or internal storage unit is made up of several small storage locations
called cells. Each of these cells can store a fixed number of bits called word length.
Each cell has a unique number assigned to it called the address of the cell and it is
used to identify the cells. Hence we can say that memory is like a large cabinet
containing as many drawers as there are addresses on memory. Each drawer
contains a word and the address is written on outside of the drawer.
You know that data in a computer is stored in the form of 0s and 1s. Each of these
digits is known as a bit. A collection of 8 bits constitutes a byte. So the capacity
is defined in terms of bytes or words. However higher units of memory are
KiloBytes, MegaBytes, GigaBytes etc. 1 Kilobyte is equal to 1024 bytes. Thus 64
kilobyte (KB) memory is capable of storing 64 x 1024 = 32,768 bytes. Other units
of memory are listed in the table below:
Table 1.2: Memory Units
KiloByte (KB) 210 = 1024 bytes
MegaByte (MB) 220 = 1048576 bytes
GigaByte(GB) 230 = 1073741824 bytes
TeraByte(TB) 240 = 1099511627776 bytes

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1.6.1 Primary Memory

Notes Primary memory is the memory that is accessed by the processor directly. It is also
known as main memory or internal memory. It helps in executing applications that
are temporarily stored in a specific memory location. Primary memory is of two
types – RAM and ROM.

Random Access Memory (RAM)

Random Access Memory (RAM) is the type of memory in which it is possible to
randomly select and use any location of the memory directly to store and retrieve
data. It takes same time to access any address of the memory as to access the first
address. It is also called read/write memory. Since it is volatile, the data from
RAM is lost as soon as the power to the computer is switched off.

Read Only Memory (ROM)

This is another type of primary memory from which data can only be read. We
cannot write or modify data once written on to the ROM. Also this type of primary
memory is not volatile. The storage of program and data in the ROM is permanent.
The ROM stores some standard processing programs supplied by the manufacturers
to operate our computer. The Basic Input Output System (BIOS) is stored in the
ROM. It examines and initializes the start up process of the computer and also
checks various peripheral devices attached to the PC when the computer is turned
ON. The various types of ROMs are discussed below:
z Programmable Read Only Memory (PROM): You know that it is not
possible to modify or erase programs stored in ROM, but it is possible for you
to store your program in PROM chip. Once the programs are written it cannot
be changed. Also the program is not lost even if power is switched off.
z Erasable Programmable Read Only Memory (EPROM): This type of
ROM overcomes the problem of PROM and ROM. EPROM chip can be
programmed again by erasing the information stored earlier in it. Information
stored in EPROM can be erased by exposing it to ultraviolet light. This
memory can be reprogrammed using a special programming facility. When
the EPROM is in use, information can only be read.
z Electrically Erasable Programmable Read Only Memory (EEPROM):
This type of ROM is somewhat similar to EPROM. The only difference is that
unlike EPROM, electrical signals are used to erase the contents of EEPROM.
Also, this type of ROM need not be completely erased. Partial modification
of ROM is possible.

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1.6.2 Cache Memory

The speed of CPU is extremely high as compared to the access time of main Notes
memory. Therefore, the performance of CPU decreases due to the slow speed of
main memory. To increase the performance of CPU, a small memory chip is
attached between CPU and main memory whose access time is very close to the
processing speed of CPU. This memory is called Cache memory. Cache memories
are accessed much faster than conventional RAM. It is used to store programs or
data currently being executed or data that is being frequently used by the CPU. Fast
access of these data and instructions increases the overall execution speed of the
software. It is very expensive memory and so has to be used in a limited amount.

1.6.3 Secondary Memory

You are now clear that the operating speed of primary memory or main memory
should be as fast as possible so as to cope up with the CPU speed. These high-speed
storage devices are very expensive and hence the cost per bit of storage is also very
high. Again, the storage capacity of the main memory is also very limited. Often
it is necessary to store hundreds of millions of bytes of data for the CPU to process.
Therefore, additional memory is required in all the computer systems. This
memory is called auxiliary memory or secondary storage.
In this type of memory, the cost per bit of storage is low. However, the operating
speed is slower than that of the primary memory. Large volume of data are stored
here on permanent basis and transferred to the primary storage as and when
required. Most widely used secondary storage devices are hard disks, CDs, DVDs
and pen drives. But before learning about these modern storage devices let us also
have a look at some primitive storage devices like magnetic tapes, magnetic drums
and floppy disks.

Magnetic Tape
Magnetic tapes (refer Fig. 1.9) are used for large computers like mainframe
computers where large volume of data is stored for a longer time. Earlier, these
were used with PCs also. The cost of storing data in tapes is low. Tapes consist of
magnetic materials that store data permanently. It can be 12.5 mm to 25 mm wide
plastic film-type and 500 meter to 1200 meter long which is coated with magnetic
material. The deck is connected to the central processor and information is fed into
or read from the tape through the processor. It is similar to a cassette tape recorder.
Magnetic disks are most popular for direct access storage. Each disk consists of
a number of invisible concentric circles called tracks. Information is recorded on
tracks of a disk surface in the form of tiny magnetic spots. The presence of a

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magnetic spot represents one bit (1) and its absence represents zero bit (0). The
information stored in a disk can be read many times without affecting the stored
Notes data. But if you want to write a new data, then the existing data is erased from the
disk and new data is recorded.
10½ inches

Fig.1.9: Magnetic Tape

Hard Disk
A hard disk is the most commonly used secondary storage device. Although
generally it is fixed inside the CPU cabinet but still external hard disks are also
available. It can store large amount of data and also provides relatively quick
access to data stored on it.
A hard disk is a set of numerous disks stacked one above the other with a cylindrical
spindle in-between. The data is recorded electromagnetically in the form of
concentric circles called tracks. In the hard disk drive, there are Read/Write heads
mounted on the arm placed next to the stacked disks. These heads move
horizontally to read or write data on the disks.

Optical Disk
With every application and software, there is greater demand for memory capacity.
It is the necessity to store large volume of data that has led to the development of
optical disk storage medium. Optical disks can be divided into the following
categories.
z Compact Disk - Read Only Memory (CD-ROM): CD-ROMs are made of
reflective metals. A CD-ROM is written during the process of manufacturing
by high power laser beam. Here the storage density is very high, storage cost
is very low and access time is relatively fast. Each disk is approximately 4 ½
inches in diameter and can hold over 600 MB of data. As the CD-ROM can
be read only we cannot write or make changes into the data contained in it.

14 Basic Computing
 Introduction to Computer System

z Compact Disk - Recordable (CD-R): These CDs can be used to write data
on to them provided your computer has a CD writer. The CD writer uses a
special laser light to write data on to a blank CD. Once the CD-R has been Notes
burned, i.e., data has been written on it, it cannot be modified. The information
can be added to it, but the parts that have been burned cannot be edited.
z Compact Disk – Read/Write (CD- R/W): This type of CD can be used for
both reading and writing. Also these can be written and erased again and
again.
z Digital Versatile Disk (DVD): A DVD is an optical storage disk with much
larger storage capacity than that of CDs. A single sided DVD can store upto
4.7 GB of data. Due to its high storage capacity, DVDs are generally used to
store movies and other audio video files.

Flash Memories
Flash memory is a memory chip that is used for storage and also for transferring
of data between a computer and digital device. A flash memory is one that retains
data in spite of the electricity supply being switched off. Hence, it is a non- volatile
memory. It evolved from EPROM and EEPROM but more often it is said to be a
distinct type of EEPROM which is programmed and erased in blocks. That means
devices using flash memories erase data at the block level. A block of flash memory
chip must be erased before data is written on it. Flash memory is widely used for
storage in consumer devices like mobile phones, USB flash drives, tablet computers,
digital cameras and other solid state drives. It is the least expensive form of
semiconductor memory. It is non-volatile and consumes very less power. That is
why its use is increasing day by day, especially for in-memory devices to help speed
up performance and at the same time increase the scalability of the devices. The
data in flash memory can be erased, modified and rewritten many times. It does not
require batteries for solid state storage.
The memory card that you find in your digital cameras and mobile phones is also
a type of flash memory. A variety of such cards are available in the market. Some
of the varieties are Secure Digital Card (SD Card), memory stick, Multimedia
Card (MMC) etc. The price of these cards depends on their size and storage
capacities.
Another form of flash memory or solid state memory is a pen drive. A pen drive
is a small portable secondary storage device (somewhat shaped like a pen) that
connects to a computer through a USB port. It functions as a portable hard drive
and is small enough to be carried easily. These are also known as thumb drives.

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 Introduction to Computer System

Notes Intext Questions 1.2

1. Fill in the blanks.
(a) 1 KB = ...................... bytes.
(b) Primary memory is of two types : ...................... and ......................
(c) To increase the performance of CPU, a small memory chip is attached
between CPU and main memory whose access time is very close to the
processing speed of CPU. This memory is called ...................... memory.
(d) A hard disk is the most commonly used ...................... storage device.
2. State True or False:
(a) There are two kinds of computer memory: primary and secondary.
(b) The computer can understand decimal system also.
(c) The storage of program and data in the RAM is permanent.
(d) PROM is secondary memory.
(e) The memories which do not loose their content on failure of power
supply are known as non-volatile memories.

What You have Learnt

z Devices that are used for storing and processing of computer data.
z It is collection of computer programs that enables user to interact with
computer hardware.
z The computer has four main components – Input Devices, Central Processing
Unit (CPU), Memory and Output Devices.
z CPU is the ‘Brain of your computer’. A typical CPU has Control Unit (CU),
Arithmetic Logic Unit (ALU) and Memory Registers components.
z There are two kinds of computer memory: primary and secondary. Primary
memory is accessible directly by the Central Processing Unit.
z Most widely used secondary storage devices are hard disks, CDs, DVDs and
pen drives.

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 Introduction to Computer System

Terminal Exercise Notes

1. What are the major components of a computer?
2. What is CPU and how does it work? Explain briefly.
3. What is a plotter and how does it work?
4. Describe the various types of printers briefly.
5. Differentiate between the following:
(a) RAM and ROM
(b) Volatile and non-volatile memory.
(c) Sequential access and Random access
6. Explain different types of ports.

Answers to Intext Questions

1.1
1. Four basic functions are:
(a) Receive input
(b) Process information
(c) Produce output
(d) Store information for future use
2. Input
3. (a) ALU (b) CPU (c) Processing

1.2
1. (a) 1024 bytes
(b) RAM, ROM
(c) Cache
(d) Secondary

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 Introduction to Computer System

3. (a) True (b) False (c) False

Notes (d) False (e) True

Key Learning Outcomes

Be able to:
z identify the hardware and software components of the computer system;
z the storage devices and use the optimum storage device.

18 Basic Computing
 Operating System

Notes

2
OPERATING SYSTEM

The operating system in these days uses a Graphical User Interface (GUI). Here
you do not have to remember all the commands by heart. The commands are visible
on the interface. Nowadays, proprietary operating system and open source
operating systems are being used. As you are aware that proprietary operating
system requires licensing from the particular company whereas open source
operating systems can be downloaded freely without requiring any particular
license from the companies. The most popular proprietary operating system
available today is Windows. The Windows operating system has evolved over time
in the form of Windows 95, 98, 2000, XP, NT, Vista, 7. Currently Windows 7, 8
and 10 are in use out of which windows 7 is most widely used. In this lesson, we
will explain the main features and file management of Windows 7.

Objectives
After reading this lesson, you will be able to:

z explain the features of Windows 7;

z explain various icons and their features;

z define file management;

z create/delete/search/rename a file or folder;

z view file details;

z copy/move files or folders.

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 Operating System

2.1 Windows 7
Notes Operating system provides the interface for the hardware and software. When the
computer system with Windows 7 operating system is started, it will present a log-
in screen to logon to Windows or to network, if the system is part of a computer
network.
To logon the computer system, do the following:
z Enter the password (if it is password protected) (refer Fig. 2.1).
z Click on the key (→) or hit the Enter key.

Fig. 2.1: Login Screen

After the successful login, Windows 7 will allow you to work on the computer
system. The first screen which you see after login screen is the Desktop. Desktop
contains many elements. Let us discuss about the desktop elements now.

2.2 Desktop Elements

The most used Desktop elements are Start button, Task bar, Computer icon,
Network icon and Recycle bin icon.

Start Button
Start button will help you to do the major tasks in your computer system like
choosing the installed programs, searching programs or files, shutting down the
Windows, etc. When you click the start button, a menu appears as follows (refer

20 Basic Computing
 Operating System

Fig. 2.2) on the screen which will list the available options to start using the
Windows.
Notes

Search box

Start Button

Fig. 2.2: Start Menu

The following table will give you the brief information about the tasks of the start
menu and its descriptions.
Table 2.1: Start Menu Options And Descriptions
Start Menu Option Description
All Programs Displays a list of installed program, which a user
can start or use.
Documents Displays letters, reports, notes and other kind of
documents stored in ‘documents’ folder.
Pictures Displays and organizes list of digital pictures
those are saved in the folder ‘pictures’.
Music Displays a list of music and other audio files from
the ‘My Music’ folder.
Computer Shows the disk drives and hardware connected to
this computer.

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 Operating System

Control Panel Used to change the system settings and customize

the functionality of your computer and to install/
Notes
uninstall a program.
Devices and Printers Displays list of devices (printers, mouse, keyboard
...) installed in your computer system.
Default Programs Choose default programs for web browsing, e-
mail, playing music etc.,
Help and Support Start the Windows Help and support program to
find how to do a task in Windows.
Search Program and Files Helps the user to search the documents, files and
(search box) folders saved previously on this computer.
Switch User Switch between windows users without closing
the programs.
Log Off Close programs and log off the currently logged in
user of the system.
Lock You can lock your computer by choosing this
option. A password (if set) will be required to
unlock again.
Restart Closes all open programs, shuts down Windows,
and then starts Windows again.
Sleep Saves your session, and puts the computer in a
lower power state so that you can resume working
later.

Task Bar
When you start the computer system, then start button and task bar (refer Fig. 2.3)
appears on the bottom of the screen and by default remains visible when Windows
is running. You can place the taskbar on the right side of the screen also. Whenever
a program is run or a window is opened, an icon representing the program appears
on the taskbar. To switch between windows or the program, click on the icon
representing the window on the task bar. When the program or window is closed,
the icon disappears from the task bar.

Fig. 2.3: Task Bar

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 Operating System

Start a Program
To start a program, do the followings;
Notes
z Click on the ‘Start’ button.
z Click on the ‘All Programs’.
z Point to the desired folder say ‘Accessories’ and select the desired program
to run such as ‘Calculator’.

Getting Help
Online help and support provided is of great help in using and learning Windows.
One can get help on a specific topic or current task being executed. To start help
z Click on the ‘Start’ button.
z Click on ‘Help and support’.
Windows help and support will be opened, refer Fig. 2.4. Type keywords in which
help is desired.
Quitting a Program
To quit a program select the close button in the upper-right corner of the
window OR click on ‘File’ menu and choose ‘Close’ option.

Close Button

Fig. 2.4: Help and Support Window

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 Operating System

Locating Files and Folders

Notes If you do not know where a document or folder is located, you can use the search
companion to locate it in the local storage such as hard disk, CD or in the network
drive.
To search for a file or folder
z Click ‘Start’ and click on ‘Search’.
z Type the name of the file or folder in part or full, or type a word or phrase that
exists in the file to be searched (refer Fig. 2.5).

Fig. 2.5: Searching a File or Folder

Changing System Settings

By using Control Panel’s tools you can customize the way Windows look and
work. Also you can install new hardware, add and remove (install/uninstall)
software programs, change the look and feel of your desktop and much more. It
also includes a number of administrative tools in administrative tools option for
better administration of Windows in terms of User Management Event viewer,
Component service etc.

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 Operating System

To start control panel and use the available tool, do the following:
z Click on ‘Start’. Notes
z Click on ‘Control Panel’ (refer Fig. 2.6).
z Select the desired tool to use.

Fig. 2.6: Control Panel

For example to change the user account settings and passwords for the users who
share the computer, click on the ‘User Account’ icon in the control panel.

Using Computer
When you open Computer icon (refer Fig. 2.7), that shows disk drives (hard disk,
CD ROM, DVD and network drives, etc.) and hardware which are connected to
your computer system. To see what’s on your hard disk, under hard disk drives or
CD or DVD or pen drives, double click the drive you want to see such as C:, D:,
etc. It will display the files and folders present in that particular drive. Then you
double click on the file which you want to work. The file will be opened in the
separate window.

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 Operating System

Notes

Fig. 2.7: Computer Icon

File Management in Windows

File management in Windows can be done through Windows explorer or Computer.
Windows explorer displays the hierarchical list of files, folders and storage drives
(both fixed and removable) on your computer (refer Fig. 2.8). It also lists any network
drives that have been mapped to as a drive letters on your computer. Windows
explorer can be used to copy, move, rename, and search for files and folders. For
example, to copy a file, you can open a folder that contains the desired file to be copied
or moved and then just drag and drop the file to the target folder or drive.

Fig. 2.8: File Management

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 Operating System

When files or folders are deleted from hard disk, Windows places them in the
recycle bin, where they can be retrieved, until the recycle bin is made empty. Files
or folders deleted from removable storage media such as network drive are Notes
permanently deleted and are not sent to the recycle bin.

Using Windows Explorer

To open Windows explorer:
z Click on ‘Start’.
z Choose ‘All Programs’.
z Then choose ‘Accessories’ and click on ‘Windows Explorer’.
Copying or moving a file or folder:
z Click on ‘Start’, and then click on ‘Documents’ (refer Fig. 2.9 and 2.10).
z Click the file or folder to be copied. More than one file or folder can be copied
at a time.

Fig. 2.9: Start Menu (Choose Documents)

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 Operating System

Notes

Fig. 2.10: Documents Folder

z Under ‘Edit’, select ‘Copy’ (or use the windows shortcut → Ctrl + C).
z Select the target drive or folder to which you want to copy the files.
z Under ‘Edit’, select ‘Paste’ to copy the desired file or folder to the target drive.
z To select more than one file or folder listed consecutively, click the first file
or folder, press and hold down ‘SHIFT’ key and then click the file or folder.
z To select non-consecutive files or folders press and hold down ‘CTRL’ key,
and then click each of the files or folders to be copied.

View File Details

To view the file details:
z Click on ‘Start’ button, and then click on ‘Documents’ (You can choose
computer or music, pictures, etc.).
z Double-click the folder that contains the files to be viewed.
z On the ‘View’ menu (refer Fig. 2.11), Click ‘Details’.
z It will display all the details about the files such as Name, Type, size, etc.

28 Basic Computing
 Operating System

Notes

Fig. 2.11: View Menu

Copying and Moving Files Using Explorer

To copy and move files using Explorer, carry out the following steps:
z Click ‘Start’, point to ‘All Programs’, point to ‘Accessories’, and then click
‘Windows Explorer’.
z Make sure the destination for the file or folder you want to move is visible.
z Drag the file or folder to the destination.
z If you drag an item while pressing the right mouse button, you can move,
copy, or create a shortcut to the file in its new location.
z To copy the item instead of moving it, press and hold down ‘CTRL’ key while
dragging.
z If you drag an item to another disk, it is copied, not moved. To move the item,
press and hold down ‘SHIFT’ key while dragging.
z Dragging a program to a new location creates a shortcut to that program. To
move a program, right-click and then drag the program to the new location.
You must be logged in as an administrator to move a program.

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 Operating System

Create a New Folder

Notes To create a new folder:

z Open Windows Explorer.
z Under ‘File’ menu, select ‘New’ and then select ‘Folder’.
z A new folder will be displayed with the default name, ‘New Folder’.
z Type a new name for the folder, and then press ‘ENTER’.
z A new folder can also be created by right clicking on blank area, in a folder
window or on the desktop, choose ‘New’ and then select ‘Folder’.

Fig. 2.12: Windows Explorer

Rename a File or Folder

To rename a file or folder follow the steps:
z Click on ‘Start’, and then click on ‘Documents’.
z Click on the file or folder you want to rename.

30 Basic Computing
 Operating System

z Under ‘File’, click ‘Rename’.

z Type the new name, and then press ‘ENTER’ key. Notes

z File or folder can also be renamed by selecting the file or folder and then right
click it and then select ‘Rename’.

Delete a File or Folder

To delete a file or folder follow the under mentioned steps:

z Click on ‘Start’, and then click on ‘Documents’.

z Click on the file or folder you want to delete.

z Under ‘File’, click ‘Delete’.

z Files or folders can also be deleted by right-clicking the file or folder and then
clicking ‘Delete’.

z Deleted files or folders are stored in the Recycle Bin, till they are permanently
removed from the ‘Recycle bin’.

z To retrieve a deleted file, double-click the Recycle Bin icon on the desktop.
Right-click on the file to be retrieved, and then click ‘Restore’.

z To permanently delete a file, press and hold down ‘SHIFT’ key and drag it
to the Recycle Bin or click delete.

Install Software/Hardware
Windows provides a quick and easy way to install new software and hardware.
Programs and features option in Control Panel help to uninstall or change the
programs in your computer system. Device driver utility in Control Panel helps to
view / update your hardware’s settings and driver software.

Let us learn about installing software and hardware in the computer system.

Install Software
You can download the required software (free software) from the Internet or you
can use the licensed version of the software (available in the CD/DVD/USB).
Before you try to install any software kindly ensure that it is not malicious software
(the software which brings harm to your computer). Then locate the file you need
to install from the CD/DVD/USB or from your drive. Double click the file or run
the executable file (.exe) of that particular software and allow the programs to run.

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 Operating System

Follow the instructions of that program or software and finish the setup. It will
prompt the message that software is installed successfully in your computer.
Notes
To use the installed software click ‘Start’ menu → choose ‘All Programs’ option
and then choose the software which you have installed.
You can uninstall the software which you want to remove from your computer
system. Follow the below mentioned steps for uninstalling.
z Click ‘Start’ → click ‘Control Panel’.
z Choose ‘Programs and Features’ option.
z Choose the software which you want to uninstall.
z Right click on the name of the software and choose ‘Uninstall’ (refer Fig.
2.13).

Fig. 2.13: Uninstall or Change a Program

Install Hardware
Windows can help you to set up new hardware components such as sound card,
video card or network card, etc., to your computer.
z Click ‘Start’. Click ‘Control Panel’.
z Double Click ‘Device Manager’.
z Right click the root node and then choose ‘Add Legacy Hardware Option’
(refer Fig. 2.14).

32 Basic Computing
 Operating System

Notes

Fig. 2.14: Adding Hardware

z Add hardware wizard dialog box will open (refer Fig. 2.15).
z Follow the instructions for adding the hardware.

Fig. 2.15: Add Hardware Wizard

Basic Computing 33
 Operating System

Notes Intext Questions 2.1

1. State True or False
(a) Deleted files or folders are not stored in the recycle bin.
(b) Under File menu you can choose the rename option for renaming the
file.
(c) To select non-consecutive file or folder press and hold down the shift
key.
2. Fill in the blanks:
(a) When you start the computer system, by default the task bar appears at
..................... of the screen.
(b) To permanently delete a file, press and hold down ..................... and
drag it to the Recycle Bin.

What You have Learnt

z Whenever a program is run or a window is opened, an icon representing the
program appears on the taskbar.
z To switch between windows or the programs, press tab key and choose the
windows or the programs or click on the icon representing the window on the
task bar.
z Windows explorer displays the hierarchical list of files, folders, storage drives
on your computer and lists any network drives that have been mapped to as
a drive letters on your computer.
z Dragging a program to a new location creates a shortcut to that program.
z To retrieve a deleted file, double-click the ‘Recycle Bin’ icon on the desktop.
Right-click on the file to retrieved, and then click ‘Restore’.

Terminal Exercise
1. List out various steps to delete a file or folder.
2. Write down the steps to search for a file or folder.

34 Basic Computing
 Operating System

3. Describe file management in Windows.

4. Differentiate between copying and moving file. Notes
5. Write down the steps for:
(a) creating a new folder
(b) renaming a file or folder

Answers to Intext Questions

2.1
1. (a) False (b) False (c) False
2. (a) Bottom (b) shift

Key Learning Outcomes

Be able to:
z identify the desktop elements and use various icons available on the
desktop for accessing the programs.
z manage the files and folders in the computer system.

Basic Computing 35
 Introduction to Internet

Notes

3
INTRODUCTION TO INTERNET

Communication has been an important aspect of mankind since ages. And

throughout history, technology has had a huge impact on the means of
communication. From smoke towers, carrier pigeons and horse riding men to
postal letters, telegraphs and telephone calls, we have always been trying to
discover new and faster means of communication. And today we are in the age,
when we can connect with anyone across the globe and that too at any point of
time. We can even send images, audio and video with the text messages. All this
is possible because of internet which has given a completely new definition to
communication. Internet or simply ‘Net’ is defined as a global network of
networks. Through internet people can communicate with each other or share each
other’s data across the globe. In this lesson, you will learn about what is internet,
how to surf the internet using web browers, how to use search engine to find
information?

Objectives
After reading this lesson, you will be able to:
z define internet and intranet;
z connect with internet through wired and wireless media;
z surf the internet using a web browser that may include:
„ Internet Explorer.
„ Mozilla Firefox.
„ Google Chrome.
z use a search engine to find information on the net;
z list the Do’s and Don’ts while surfing the net.

36 Basic Computing
 Introduction to Internet

3.1 Internet and Intranet

As mentioned earlier, internet is a network of networks that helps us to communicate Notes
with anyone across the world at any time of the day. It has revolutionized the
manner in which communication, education, business, etc., have worked over the
years. One just requires a device with an internet connection to use any of the
internet services.

Internet Intranet

Fig. 3.1: Difference between Internet and Intranet

Intranet, on the other hand is the network designed for a particular group of people
only. These individuals may be part of an organization who are authorised to access
and use that particular network. It is not open to public but is limited to certain set
of people. For example, the employees of a multinational company, say ABC
International only can access the network of that company. Each employee may
be given a user id and password to access ABC company’s network. General public
will not be allowed to do so. Although to access intranet, we may require internet
but this access is limited in terms of information and number of users. In simple
terms we can say that internet is a public space while intranet is a private space.

3.2 Connect with Internet

The biggest advantage of internet is that it can be accessed by anyone from any part
of the world. To connect with internet we require the following:

z A digital device (computer/laptop) with web browser installed in it.

z A modem/router.
z An account with the Internet Service Provider (ISP).
Any computer, laptop or even mobile phone can be connected to Internet. A
modem allows to connect such devices via telephone lines. Modem stands for

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 Introduction to Internet

Modulator- Demodulator. The process of converting a digital signal ( in computer/

laptop or any other digital device) into an analog signal (in telephone lines) is called
Notes modulation and converting analog signals to digital signals is called demodulation.
A modem provides a link between the digital device and the Internet Service
Provider (ISP). ISP is the company or an organization that offers Internet services
and takes fee for such services. Some of the common ISPs in India are Mahanagar
Telephone Nigam Limited (MTNL), Bharat Sanchar Nigam Limited (BSNL), etc.

These ISPs have their servers installed so as to provide an internet connection to

its subscribers. The link with the ISP may be permanent or temporary. When the
modem connects with the ISP, the user id and password is checked for authenticity,
and then only the access is allowed to the internet services from the server of the
ISP. Once connected with the ISP, we have access to various facilities provided
through internet (including billions of web pages of information).

A web browser is a software that helps you to view the web pages. A web page
is a document written in Hypertext Markup Language (HTML). World Wide
Web (www) or simply the web, as it is popularly called, is a collection of billions
of such web pages stored on computers connected to the internet. All these web
pages are publicly accessible and can be viewed in any of the web browsers,
provided you are connected with the internet.

3.2.1 Wired and Wireless Connections

The connection between the modem and the digital devices may be done with the
help of wires/cables or using certain electromagnetic waves. The former forms a
wired connection while the latter is the wireless connection. The table 3.1 below
compares the two types of connections.
Table 3.1: Wired and Wireless Connections

Wired Connection Wireless Connection

1. As the number of computers in a Installation is comparatively easy.
network increases, installation
becomes more and more difficult
and time consuming.
2. The cost of installation is less. Since wireless adaptor and access
points are expensive, the net
installation cost is more.

38 Basic Computing
 Introduction to Internet

Wired Connection Wireless Connection

3. The working stations are more or It is convenient as you can work Notes
less fixed. from any place that lies within the
range of the access point.
4. Once connected, the signal It offers limited signal strength, that
strength does not vary. too decreases as we go away from
the access point. Also, there is a
limit upto which the number of
devices can be connected to a
particular access point.
5. It is more secure. It is less secure as the signals can be
intercepted.

Wired Connections
Some of the examples of wired internet connection are:
z Dial Up Connection: In this type of connection, the modem gets connected
to the ISP after dialling a phone number of the ISP. The signal is sent over a
land line serviced by a public telephone network. This is cheap but slow
connection. Also, at a time either the telephone or the Internet is available. It
is very rarely used these days.
z Digital Subscriber Line (DSL): This is an internet connection that uses two
lines thus making Internet available even when the phone is being used. That
is why this type of connection is known as “Always On” connection. The
connection speed lies between 128 Kbps to 50 Mbps.
z Cable Connection: A cable provides an Internet connection through a cable
modem that operates over cable TV lines. It is more efficient than Dial-up or
DSL connections as the speed ranges from 512 Kbps to 100 Mbps.

Wireless Connections
Although wired connections have their own set of advantages, yet wireless
technology is increasingly becoming popular these days. Some of the commonly
used wireless technologies are:
z Satellites: The ISPs may connect to the internet via satellites that revolve
along the earth’s orbit. The speed of such connections ranges from 10 Mbps
to 50 Mbps.
z Wireless Fidelity or Wi-Fi: This is another form of wireless connection
where a local area network (LAN) uses high frequency radio signals or

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 Introduction to Internet

infrared waves to transfer data over short distances. Wi-Fis are commonly
being used at home, hotels, shopping malls, airports and other public places.
Notes People can simply log in at these places and access Internet.
z WiMax or Worldwide Interoperability: This type of wireless Internet
connection is used to access Internet at a very high speed. It uses radio signals
or microwaves to transmit data from one device to another. Also, the range
of WiMax can go upto 30 miles (approximate 50 kms).

3.2.2 Mobile Connections

Today is the age of smartphones where most of the mobile phones are having an
Internet connection. The mobile towers are providing such services. A mobile
phone can access the Internet through cellular towers or through wireless modems
(Wi-Fi/WiMax). Factually speaking, the mobile data services started with 2nd
generation (2G). During this period, only textual data could be transmitted using
the mobile data services.
Then with the launch of 3rd generation (3G) of mobile telecommunication
technology, the data transfer speed increased upto 200 kbps. Therefore video calls,
GPS and other such services are available on the mobile phones. At present, we
are in 4th generation (4G) of mobile telecommunication technology. The data
transfer speed is upto 100 Mbps for mobile users and upto 1 Gbps for fixed station
users. 4G technology has made communication of high quality audio/video data
transfer possible for gaming, high definition mobile TV and for cloud computing.

3.3 Surfing the Net

The World Wide Web (www) gives us unlimited information on any topic in the
form of text, graphics, audio or video. It works on the principle of Client Server
architecture. Our computer is the client that sends a request to the server. This
request is in the form of web address that is typed in the address bar of the web
browser. The browser then sends the request to the server of the connected ISP
which then sends the requested web page to be displayed by the browser. The
hyperlinks on each web page link to further pages and thus act as the connection
for further information. Hence, we can navigate from one page to another in search
of the desired information or to complete a particular task. This is known as
surfing the web or surfing the net.

3.3.1 How the Internet Works

Before discussing how Internet works, we must know that each computer on the
network has got its unique identity in the form of an IP Address. Therefore, each

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computer has got a unique IP address assigned to it because of which we are able
to know about the computer sending the data as well as the one receiving the data.
Notes
Further, for any type of communication, certain rules need to be followed.
Similarly, we have rules that govern the transfer of data on the network. These set
of rules are known as protocols. The two most important protocols needed for
working of Internet are Transmission Control Protocol (TCP) and Internet
Protocol (IP). The data to be transmitted from one computer (sender) to another
(receiver) is broken down into fixed size packets using TCP. The IP protocol makes
sure that each packet gets the IP address of the sender and the receiver. These
packets are then passed from one network to another until they reach their
destination where TCP again re-assembles them into the original message/data. If,
by any chance any of the data packets get lost or becomes garbled, a request is
made to send the packets again.
For example, If the message “Hello computer” has to be sent from one computer
(with IP address 192.168.7.150) to another computer (with IP address
192.168.7.151), then the process that will be followed is shown in the block
diagram below.

Application Application

TCP TCP

IP IP

Hardware Internet Hardware

Your Computer Another Computer

192.168.7.150 192.168.7.151

Fig. 3.2: Working of Internet

Intext Questions 3.1

1. Expand
(a) TCP/IP (b) HTML
2. Name any two wireless connections.

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3.4 Web Browsers

Notes A web browser is a software that helps us view the web pages. It reads and
interprets HTML documents on the world wide web. Some of the commonly used
web browsers are Internet Explorer, Mozilla Firefox, Safari and Google Chrome.

Although there are various web browsers available, yet there are certain properties
that are present in each web browser. Some of the common features are discussed
below:

Address Bar
This is the place where we type the address of the web site/web page and then click
‘Go’ button or press the ‘Enter’ key. The requested web page is then displayed
in the browser window.

Navigation Buttons
These buttons are used to navigate between the web pages being surfed in the
browser. Back, Forward, Refresh, etc., are navigation buttons (refer Fig. 3.4).

z Back: Displays the previous visited page.

z Forward: Displays the next page.

z Refresh: Reloads the page form the server.

z Stop: Stops the downloading of the current web page.

z Home: Opens or loads the home page of your browser.

Favourites/Bookmark: These help us to store the web pages that we visit

frequently for quick and easy access. We can add any page to ‘Favourites’ and
organize them into folders as well. The web pages can be stored, deleted, copied,
renamed or moved to and from these folders.

History: This feature helps us to open the recently visited web pages. By default,
the history folder saves the addresses of the web pages visited in the past 20 days.
Also, when the arrow just to the right of the address bar is clicked, a list of web
sites/web pages visited so far are displayed. We may sort the web pages stored in
the history folder by date, site name or even by frequency of visits.

Tools: This menu provides options for saving, printing or viewing a web page. Let
us now learn about some commonly used web browsers.

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3.4.1 Microsoft Internet Explorer

Microsoft Internet Explorer is a web browser created and launched by Microsoft Notes
Corporation. It comes free with all the versions of Windows operating system. It
can also be downloaded from https://www.microsoft.com/en-in/download/internet-
explorer.aspx
It was first released as an add-on with Windows 95 in the year 1995. The Internet
Explorer 11 is shown in Fig. 3.3, which is the eleventh version of the web browser.

Fig. 3.3: Internet Explorer

The Home, View Favourites, Feeds and History button and Tools buttons are
present on the top right corner of the browser.Also, Internet Explorer has a toolbar
containing commands to perform certain common tasks such as Print, Home, Read
Mail, Help, etc.

3.4.2 Mozilla Firefox

Mozilla Firefox is a free and open source web browser developed by Mozilla
Corporation. It is available for Windows, MacOS and Linux operating systems and
can be downloaded from https://www.mozilla.org

It was initially released in the year 2002 and the latest version released is 62.0.2.
The navigation buttons are present on the left of the address bar while on the top
right corner you have View History, Saved Bookmarks and More button. Click
more button to open a pop up menu containing various options.

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Notes Navigation button Address bar View History, Saved Bookmark and More

Fig. 3.4: Mozilla Firefox

3.4.3 Google Chrome

Google Chrome is one of the most popular web browsers developed by Google
Inc. It was first released in the year 2008 for Microsoft Windows but was later
developed for Linux, MacOS, IOS and Android. It can be downloaded from https:/
/www.google.com/chrome/

Fig. 3.5: Google Chrome

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The buttons like Home, Favourites, History etc., are not visible in the Google
Chrome web browser. Instead there is Customize and Control Google Chrome
button on the top right corner. Click this button to do the desired tasks. Notes

Fig. 3.6: Customize and Control Pop up Menu

3.5 Search Engines

As we all know that Internet is a very large knowledge source that can be accessed
and shared from anywhere and at any time. A search engine is a tool that helps us
to find information on any topic. Google, Bing, Yahoo!, MSN Search are examples
of some of the commonly used search engines.
Basically, a search engine is a set of programs. These programs are created to find
the desired content via the World Wide Web. According to the information to be
searched, a set of keyword(s) or phrases are entered in the search pane or address
bar. The search engine then sends out a spider to retrieve documents/web pages,
images or even audio-video content that matches with the entered keywords. A list
of web pages having the matching keywords are displayed in the browser. This list
of contents is known as Search Engine Results Page (SERP).
For example, to search information on the Prime Minister of India, open the
browser and type the phrase ‘Prime Minister of India’ in the address bar or Google

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Search text box and then click ‘Google Search’ button. Alternatively, press the
‘Enter’ key.
Notes
The process of searching for the Prime Minister of India is highlighted in Fig. 3.7
and Fig. 3.8.

Fig. 3.7: Typing the Keywords in Address Bar

Fig. 3.8: Typing the Keywords in Google Search Box

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A list of web sites containing the keywords ‘Prime minister of India’ will be
dispalyed. If we click on any link, the corresponding web page containing the
requested information will be displayed. Notes

Likewise, we may also search for any image, audio or video content using any
search engine. Say, if we want to search and download national anthem of India,
just type ‘ National Anthem of India download ‘ and press ‘Enter’ key. The links
from where National Anthem can be downloaded will then be displayed. The list
of lins displaying the same is shown in Fig. 3.9.

Fig. 3.9: List of Links to Download National Anthem of India

3.6 Do’s and Don’ts of using the Internet

Internet is a large public space where each one is able to view, download, post or
send message/information to any other person. So, care should be taken while
surfing the internet or using any of the services of internet. There are certain sets
of rules that should be followed for acceptable online behaviour. Here is a list of
do’s and dont’s that one should follow while surfing or communicating on the
Internet.

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3.6.1 Do’s

Notes
z Login to your email account using your login id and password.
z Be a responsible user and respect other’s privacy.
z Use Internet as and when required. Do not aimlessly keep on surfing the net.
z Inform your parents/teachers or any trustworthy person, if anyone tries to
bully you or send you objectionable messages.
z Always keep your antivirus updated. Scan the files/programs before
downloading them to check for any malware like viruses.
z Use only those chat room sites that are public, monitored and trustworthy. It
is advisable to use an alias name for chat room sites.
z Do online shopping only from secure sites.
z Block the users who make you feel uncomfortable.

3.6.2 Dont’s
z Do not give your personal information to anyone on the internet.
z Never share your user-id and password with anybody. In fact, you should keep
on changing your passwords regularly.
z Do not embarrass your friends by tagging them in awkward photos and videos.
z Do not post anything that may be objectionable to anybody.
z Do not spread false information or rumours.
z Do not be rude even if you do not agree with other peoples views.
z If you have befriended with anyone online, do not try to meet him/her alone.
Always take your parent/friend along with you.
z Do not open or download any file/attachment from any unknown source as
it may contain viruses.
z Do not let web browsers remember your passwords, as it increases the risk
of being hacked.

Intext Questions 3.2

1. Which web browser comes as an add-on with Windows operating system?
2. List any three points that you should take care while surfing the net.
3. What happens when refresh button in the web browser is clicked?
4. Explain SERP.

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What You have Learnt Notes

z Intranet is a private network that can be accessed by authorized group of
people.

z A modem provides a link between the digital device and the Internet Service
Provider (ISP).

z The two most important protocols needed for working of Internet are
Transmission Control Protocol (TCP) and Internet Protocol (IP).

z Internet is a large public space where each one is able to view, download, post
or send message/information to any other person.

z Web browser reads and interprets HTML documents on the World Wide Web.
Some of the commonly used web browsers are Internet Explorer, Mozilla
Firefox, Safari and Google Chrome.

Terminal Exercise
1. Differentiate between Internet and Intranet.
2. List the requirements to access Internet.
3. Give two differences between the following:
(a) Wired and wireless connections.
(b) WiFi and WiMax
4. Define the following:
(a) Web Page
(b) Web Site
(c) ISP
(d) Search Engine
5. What is the function of TCP/IP with respect to working of Internet?
6. How can a mobile phone access internet?
7. What is a web browser? Name any two features of a web browser.

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8. What is the use of ‘Favourites and History’ buttons of a web browser?

Notes
9. Sohail wants to search information on festivals of India from Internet. List the
steps to do so.
10. Name any three actions that should not be done while surfing the net.

Answers to Intext Questions

3.1
1. (a) Transmission Control Protocol/Internet Protocol
(b) Hyper Text Markup Language
2. Satellite/Wifi/WiMax

3.2
1. Internet Explorer
2. (any three)
z Login using your login id and password.
z Be a responsible user and respect other’s privacy.
z Use Internet as and when required. Do not aimlessly keep on surfing the
net.
z Inform your parents/teachers or any trustworthy person, if anyone tries
to bully you or send you objectionable messages.
z Always keep your antivirus updated. Scan the files/programs before
downloading them to check for any malware like viruses.
z Use only those chat room sites that are public, monitored and trustworthy.
It is advisable to use an alias name for chat room sites.
z Do online shopping only from secure sites.
z Block the users who make you feel uncomfortable.
3. The page is reloaded from the server.
4. Search Engine Results Page.

Key Learning Outcome

z Learn to apply different ways to connect to the internet.

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Notes

4
DIGITAL DOCUMENTATION

Everyday we come across printed material in the form of books, newspapers,

magazines, notices, circulars, date sheets, tutorials, admission forms, resumes etc.
Documentation is those set of documents either on paper or in digital form.
Gradually documentation is taking the digital form as it is more convenient to
retrieve the data and at the same time we contribute to the environment by saving
paper. Moreover, a digital document can be created, edited, formatted and shared
much more easily as compared to a paper document. In this lesson, we will learn
to create a document and share it online.

Objectives
After reading this lesson, you will be able to:
z list features of Word processing and Word processors;
z use Proprietary and Open Source tools to create a digital document;
z create a document using Microsoft Word 2013
z save, print and close a document;
z apply various editing and formatting features;
z use ‘Find and Replace’ features;
z insert Headers and Footers;
z insert bulleted and numbered list;
z use the ‘Spelling and Grammar’ check feature;
z create an online document;
z share an online document.

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4.1 Word Processing and Word Processors

Notes A word processor is an application that is used to create a document that may
contain data in the form of text, images, lists, tables, etc. Using a word processor
we can create, edit, format or print such documents. A word processor contains
number of tools that help us perform all such tasks. Some of the commonly used
word processors are WordPerfect, Microsoft Word, OpenOffice Writer, etc. Here
WordPerfect and Microsoft Word are proprietary software while OpenOffice
Writer is an open source software.

4.1.1 Features of Word Processor

Let us discuss some of the common features of a word processor.
z A word processor helps us to create a document by inserting text, images,
pictures, tables, lists, etc.
z It allows us to cut, copy, paste and delete text, images or any other form of
data in the document.
z A word processor allows us to save a document and also to make modifications
in an already created document very easily.
z We can change the appearance of the text by making it bold, italic, underline
or by changing its colour, size or style.
z The ‘Find and Replace’ feature of a word processor allows us to search and
replace particular word(s) in the document.
z The ‘Spelling and Grammar’ check feature of a word processor helps to
correct any language mistake in the document.
z The Object Linking and Embedding (OLE) feature allows us to embed
objects like charts, pictures, audio, video, etc., in our document.
z A word processor has a unique feature called Mail Merge which allows us
to send personalized letters, invitations etc. to multiple people.
More or less each Word processor has all the features required for creating a good
digital document and using it for multiple purposes.

4.1.2 Proprietary and Open Source Word Processing Tools

Proprietary software, also known as closed source software is one that is
developed and owned by some companies or organizations. A person willing to use
the proprietary software will have to purchase it (without the source code) by
paying the prescribed fee. Also, no one is allowed to copy, duplicate or distribute

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this software without the permission of the owner company. Examples of proprietary
software are Windows operating system, Microsoft Office, Adobe Photoshop,
Adobe Flash etc. Microsoft Word is the word processing tool from Microsoft. Notes

An open source software is one whose source code is freely available for use and
even for editing, copying and re-distribution. A user can simply download the open
source software from internet without taking any sort of permission from anyone.
Examples of open source software are Linux operating system, Libre Office, Open
Office, Tux Paint, GIMP, Scratch, etc. OpenOffice Writer is the open source word
processing tool. One of the links, from where one can download it is
www.openoffice.org.
In this lesson, we will be learning how to create, edit, format and print documents
using a word processing tool by Microsoft, i.e. Microsoft Word 2013 or simply
called MS Word 2013. It is a proprietary software that comes alongwith Microsoft
Office 2013 suite.

4.2 Starting Microsoft Word 2013

To start MS Word, click ‘Start’ → ‘All Programs’ → ‘Microsoft Office 2013’
→ ‘Word 2013’, (refer Fig. 4.1).

Fig. 4.1: Starting MS Word 2013

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The MS Word 2013 start screen appears as shown in Fig. 4.2. We can either create
a blank new document, choose a template for the new document or open an already
Notes existing document.

List of recently used

documents
Blank document icon

Welcome to Word icon

List of templates

Open Other Documents button

Fig. 4.2: MS Word 2013 Start Screen

Quick access Toolbar

Window Control buttons

Ribbon

Rulers

Vertical Scroll Bar

Work Area

Status Bar

Fig. 4.3: MS Word 2013 Interface Window

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On the left of the Word Start screen, you have a list of files that have been recently
worked upon. We may click and select any file to open it. To open any other saved
document, click ‘Open Other Documents’ button at the bottom of the list. On the Notes
right side, there are options to open a blank document or select any template like
that of a resume, cover letter, brochure, project report, etc. Clicking the ‘Welcome
to Word’ icon will display various new features of MS Word 2013.
Click on ‘Blank Document’ icon to open a blank document. The MS Word 2013
interface window appears, as shown in Fig. 4.3.
The main components of MS Word 2013 window are:
Title bar: It is present at the top of the window and displays the name of the
document and the name of the application i.e., Word. Since the document has not
been saved, the name of the document appears as ‘Document 2’ in the given
screenshot (Fig. 4.4).
Ribbon: It is present just below the title bar and contains multiple tabs to perform
certain common tasks. The tabs present in MS Word 2013 are ‘File, Home, Insert,
Design, Page Layout, References, Mailings, Review and View’. Each tab
contains several groups of commands.
Backstage View: Clicking on ‘File’ tab opens the Backstage view as shown in Fig
4.4. Through this, we can get information on the current document, open a new
document or an existing document, save or print the file and do various other tasks.
We can even set passwords to the document using the backstage view.

Fig. 4.4: Backstage View

Quick Access Toolbar: It is present on the top left corner of the MS Word
interface window. It allows us to access common commands, no matter which tab

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is selected. By default it displays Save, Undo and Redo commands as shown in

Fig. 4.5, but we may add more commands as per our requirement.
Notes
Save Undo Redo

Fig. 4.5: Quick Access Toolbar

Work Area: This is the blank space where the document text is typed or any other
graphic object is inserted. It covers the maximum visible area on the MS Word
screen at any time. The vertical blinking line in the work area is called ‘insertion
point’ or ‘cursor’. The location of this cursor determines where the next character
will be inserted.
Rulers: The MS Word 2013 Window has two rulers that help us to adjust the
document with precision.
z Horizontal Ruler: This is located at the top of the document and helps to
define indents and also the left and right margins.
z Vertical Ruler: This is located to the left of the document and helps to define
top and bottom margins.
Scroll Bars: There are two scroll bars on the MS Word Window:
z Horizontal Scroll Bar: It helps to navigate the document left and right and is
located at the bottom of the document.
z Vertical Scroll Bar: It helps to navigate the document up and down. It is
located in the right of the document.
Alternatively, we can click the arrows on the either side of the scroll bars to
navigate through the document remove or move to navigate.
Status Bar: This is located at the bottom of the MS Word window and gives
information about the current document such as its word count, page number,
number of pages, etc.

4.3 Saving a Document

To save a document, click ‘File’ → ‘Save As’. The backstage view with ‘Save As’
option will appear as shown in Fig. 4.6.

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Notes

Fig. 4.6: Backstage View with Save As Option

On the right of the ‘Computer’ option, to save file Press Ctrl +S to save the
on your device, Click ‘Browse’ button to choose the document.
location where the file needs to be saved. The ‘Save
As’ dialog box will appear (refer Fig. 4.7).

Fig. 4.7: Save As Dialog Box

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Choose the drive and folder where the file has to be saved. Type the desired name
of the file in the ‘File Name’ text box and click ‘Save’ button. Although MS Word
Notes allows us to save the document in a variety of formats but by default, the file will
be saved with an extension .docx. Thereafter, the name of the file will appear on
the title bar of the document.
We can also save the document by clicking on ‘Save’ button on the Quick Access
Toolbar. Please note that the ‘Save As’ dialog box appears only when we are saving
the document for the first time. However, if the same file needs to be saved with
a different name or at a different location, then select ‘Save As’ option again from
the ‘File’ tab.

4.4 Printing a Document

After creating the document, we might need to print it on paper. Before starting
the process of printing, make sure that the printer is connected to the computer and
then follow the steps given below:
z Click ‘File’ tab → ‘Print’. The Backstage View
Press Ctrl +P to open the
with Print option appears. It displays the Print
backstage view with print
options on the left and the preview of the
document on the right.

Fig. 4.8: Backstage View with Print Option

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z Select the number of copies to be printed from the ‘Copies’ list box.
z Choose the printer name from the list of installed printers. Notes
z Under ‘Settings’ section, we may choose the desired settings such as the
pages to be printed, orientation of the document, paper size, margins etc. The
default print settings are already selected.
z Click ‘Print’ button to print the document.

4.5 Closing a Document

To close a document click ‘File’ → ‘Close’ option.
To exit the MS Word application, click ‘Close’ button on the top right corner of
the window. If the document to be closed has any unsaved changes, then MS Word
prompts us to save the document by displaying a message box as shown in the
Fig 4.9.

Fig. 4.9: Message Box

Click ‘Save’ button to save, ‘Don’t Save’ button to close the document without
saving and ‘Cancel’ button to cancel the closing process and continue working
with the current document.

Intext Questions 4.1

1. Fill in the blanks:
(a) To save a document in MS Word, click Save button on the ......................
toolbar.
(b) The vertical blinking line in the work area is called ......................
2. State whether the following are True or False:
(a) A save as dialog box appears every time you save a document.
(b) A digital document cannot be printed on paper.

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4.6 Editing a Document

Notes Editing is the process of making corrections or changes in the document. These
changes may be done in the form of textual corrections in order to remove any
spelling or grammatical errors and also to improve the overall readability of the
document. MS Word provides us with various options to modify our document.
For that, first step is to select the text to be edited. We can either use a keyboard
or a mouse to select any text in the document.

Using a Mouse
Keep the mouse pointer in the beginning of the text (for example, a character, word
or paragraph) that you want to select. Press left button and drag the mouse pointer
till the entire text is selected. The selected text (Internet in Fig. 4.10) is highlighted
in grey colour.

Fig. 4.10: Selected Text in Grey Colour

Using a Keyboard
To select the text using a keyboard, place the cursor before the text that you want
to select. Press and hold the ‘Shift’ key, press one of the arrow keys in the direction
of the required selection. Also, there are various shortcut keys available to select
the text. The table 4.1 lists some of these.
Table 4.1: Shortcut Keys for Selecting the Text
Shortcut Key Selection
Shift + End To select the line from cursor position to end of the line.
Shift + Home To select the text from the cursor position to the
beginning of the line.
Ctrl + Shift + ↓ To select the text in a paragraph from the cursor position
to the end of the paragraph.
Ctrl + Shift + ↑ To select the text in a paragraph from the cursor position
to the beginning of the paragraph.
Ctrl + Shift + Home To select the text from the cursor position to the
beginning of the document.
Ctrl + A To select the complete document.

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4.6.1 Copying the Selected Text

Copying a text means duplicating the selected text and placing it at a different Notes
position. Since the text is duplicated, it is present at the original place as well as
at the new location. To copy any selected portion of the document, follow the steps
given below:
z Select the text that has to be copied.
z Click ‘Copy’ option from the ‘Clipboard’ section on the ‘Home’ tab.
z Place the cursor where the text has to be pasted.
z Click ‘Paste’ option from the ‘Clipboard’ section on the ‘Home’ tab.

4.6.2 Moving Selected Text

Moving a text means to delete the text from the original location and paste it at the
new location. The steps to move the text are as follows:
z Select the text that you want to move.
z Click ‘Cut’ option from the ‘Clipboard’ Press Ctrl +C to copy, Ctrl
section on the ‘Home’ tab. +X to cut and Ctrl +V to
z Place the cursor where the text needs to be paste the selected text
pasted.
z Click ‘Paste’ option from the ‘Clipboard’ section on the ‘Home’ tab.
Alternatively, when we right click on the selected text, a pop-up menu is displayed.
Select ‘Copy, Cut or Paste’ options as required (refer Fig. 4.11).

Fig. 4.11: Editing Options in the Pop-up Menu

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4.6.3 Deleting the Selected Text

Notes To delete the selected text, perform the following steps:

z Select the text to be deleted.
z Press ‘Delete’ key on the keyboard. The selected text gets deleted.

4.7 Formatting the Document

A document that looks more presentable in appearance is likely to be appreciated
by the reader. Formatting is the process of improving the presentation, appearance
or layout of the document. This includes changing font style, size, colour or
appearance. A document can also be formatted by changing the text alignment,
highlighting headings or setting the page layout of the document. Formatting can
be of three types:
z Character Formatting.
z Paragraph Formatting.
z Page Formatting.

4.7.1 Character Formatting

This type of formatting is used for individual characters or set of characters in a
document. To format text, we need to first select the text and then apply the desired
font style, size and other text attributes like bold, italic, underline etc. The
commands for text formatting are present in the ‘Font’ section on the ‘Home’ tab.

Fig. 4.12 : Font Section on the Home Tab

Font Style Font Size Change Case

Bold Italic Underline Text Highlight Color Font Color

Fig. 4.13: Formatting Commands in the Font Section

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To apply character formatting, click the corresponding Shortcut keys:

command. For example, to make the selected text bold,
Bold: Ctrl +B Notes
click the ‘Bold’ button. Similarly, to change the text
colour, select the text and then click the arrow near the Italic: Ctrl +I
‘Font Color’ button. Select the desired colour from the Underline: Ctrl +U
colour palette that is displayed.

Fig. 4.14: Color Palette

4.7.2 Changing Case

MS Word 2013 gives us the options to present the text in any of the following cases:
z Sentence Case: First letter of the selected text will be capitalized.
z Upper Case: All alphabets are capitalised.
z Lower Case: None of the alphabets are capitalized.
z Capitalize Each word: First letter of every word is capitalized.
z Toggle Case: reverses the existing case.

Fig. 4.15: Change Case Options

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To apply a particular case, select the text and click the down arrow near the Change
Case button in the Font group of buttons on the Home tab. Click on the desired
Notes case option to be applied to the selected text.
Let us assume that the selected text is ‘bAsic Computing courSe’. The appearance
of the selected text for various case options will be as given below:
z Sentence Case – Basic Computing Course
z Upper case – BASIC COMPUTING COURSE
z Lower Case – basic computing course
z Capitalize Each Word- Basic Computing Course
z Toggle Case –BaSIC cOMPUTING COURsE

4.7.3 Paragraph Formatting

A paragraph can be formatted by setting its margins, text alignment, indents, line
spacing etc. The ‘Paragraph’ section on the ‘Home’ tab contains the commands
to format a paragraph in the document.

Fig. 4.16: Paragraph Section on the Home Tab

Decrease Indent Increase Indent

Left, Center, Right and Line and Paragraph

Justify Alignment buttons Spacing

Fig. 4.17: Commands in the Paragraph Section

Text Alignment
Text can be aligned in four ways - Left, Right, Center and Justify. Select the
paragraph and then click on the desired alignment button in the ‘Paragraph’
section.

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The illustration in Fig 4.18 displays text in different allignments.

Notes
Left aligned

Center aligned

Right aligned

Justify

Fig. 4.18: Text in Different Alignments

Indentation and Spacing

Indentation refers to the blank space in the beginning of the paragraph. The
indentation can be set using the following buttons:
z Decrease Indent: This moves the text to the left side of the document and
closer to the left margin.
z Increase Indent: This moves the text to the right side of the document and
farther from the left margin.
Line spacing refers to space between two or more lines in a paragraph. A document
with increased line spacing has good readability but at the same time consumes
more space.
If the document looks too cluttered in terms of spacing between the text or the lines
of the paragraph, then ‘Line and Paragraph Spacing’ button can be used to set
the desired spacing between the text or the lines of the paragraph.
Follow the steps given below to set indentation and line spacing of a paragraph:
1. Select the paragraph whose line spacing has to be set.
2. To indent a paragraph, click ‘Increase Indent’ command from the ‘Paragraph’
section. You will see that blank spaces are inserted before the paragraph.

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3. To apply line spacing, select the paragraph and click the down arrow besides
the ‘Line and Paragraph Spacing’ button. A pop-up menu with different
Notes line spacing options is displayed (refer Fig.4.19). Click on the desired value
to apply it to the selected paragraph.

Fig. 4.19: Line Spacing Options

The illustration in Fig. 4.20 shows the text with indentation and spacing effects.

Original Paragraph

With increased indent

With increased Line Spacing

Fig. 4.20: Indentation and Spacing Effects

4.7.3 Page Formatting

Page formatting includes giving desired settings to essential elements of the page
such as page size, orientation and margins. The commands to do so are present in
the ‘Page Setup’ section on the ‘Page Layout’ tab (refer Fig. 4.21).

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Notes

Fig. 4.21: Page Setup Section on the Page Layout Tab

To set the margins of the page, click the down arrow below the ‘Margins’ button
and select the desired margin from the pop-up menu that is displayed. We can
choose any of the given margin templates or set our own custom margins. To set
custom margins, click on the ‘Custom Margins’ option at the bottom and mention
the desired number (refer Fig. 4.22).

Fig. 4.22: Margin Options

We can set the orientation of the page to give it either a portrait or a landscape
layout. A portrait orientation is taller than wide and more commonly used for
creating documents. A landscape orientation on the other hand is wider than tall
(refer Fig. 4.23).

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Notes

Fig. 4.23: Landscape and Portrait Orientations

MS Word 2013 also gives you the option to select the size of the page for your
document. The default page size is A4. Click ‘Size’ button from the Page Setup
section to display the pop-up menu from where we can select the desired page size
(refer Fig.4.24).

Fig. 4.24: Page Size Options

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4.8 Finding and Replacing Text

The ‘Find and Replace’ feature of MS Word 2013 helps us to search for a Notes
particular word, phrase or sentence in a document and if required replace it with
some other text. The replacements may be done once for all the occurances or
multiple number of times replacing each occurance one by one. The commands to
find and replace are present in the ‘Editing’ section on the ‘Home’ tab (refer Fig.
4.25).

Fig. 4.25: Editing Section on Home Tab

To find a word in the document, click the ‘Find’ button on the ‘Home’ tab. The
‘Find Navigation pane’ is displayed on the left side of the MS Word window.
Type the word to be searched in the text box (refer Fig. 4.26). The results will be
displayed in the navigation pane and the occurrences of the typed word will also
be highlighted in the document.

Text to be searched
Occurrences of
the typed text
Find
Navigation
Pane

Fig. 4.26: Finding a Word in the Document

Alternatively, to find and replace the text with some

Press Ctrl + F to open the
other text, click ‘Replace’ button from the ‘Editing’
Find and Replace dialog
section on the ‘Home’ tab. The ‘Find and Replace’
box.
dialog box will be displayed.

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Notes

Fig. 4.27: Find and Replace Dialog Box

1. Type the word to be replaced in the ‘Find What’ text box (methods in our
example).
2. Type the new word that you want to replace within the ‘Replace With’ text
box (say, ways).
3. Click ‘Replace’ button if only one occurrence of the found word has to be
replaced. However, to replace all the occurrences of the word, click ‘Replace
All’ button.

Intext Questions 4.2

1. Rasik wants to set the margins of his page. On which tab will he find the
command to do so?
2. How will the text ‘Come on at least try’ appear if the Sentence Case option
is chosen?
3. How can you search for a word ‘Hello’ in a document?

4.9 Inserting Headers and Footer

There might be a requirement to insert information like page numbers, author’s
name, date of creation of document, company’s name etc., in the document. Such
type of information is generally inserted either at the top or bottom of the page.
The former is known as the ‘header’ while the latter is known as the ‘footer’. The
commands to insert the header and footer in a document are present in ‘Header
and Footer’ section on the ‘Insert’ tab. To insert a header, click ‘Header’ button.
A pop-up menu displaying built in layout and design of headers is displayed. Select
the desired layout (refer Fig. 4.28).

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Notes

Fig. 4.28: Layouts of Header

The header area on the top of the document will be activated and the rest of the
document will be deactivated. Type the text that you want to insert in the header.
When finished, double click anywhere on the main document to make it active and
deactivate the header area. To activate the header again, double click on the header
area again.

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Notes Header Area

Main Document Area

Footer Area

Fig. 4.29: Header Inserted in the Document

Similarly to insert the footer, click on the ‘Footer’ button in the ‘Header and
Footer’ section on the ‘Insert’ tab. Select the desired footer layout and type the
text to be inserted in the footer area (refer Fig. 4.29).

4.10 Inserting Page Numbers

It is a good practice to insert page numbers in a multipage document. It can be
inserted on the top of the page, bottom of the page, in the margins of the page or
at the current cursor position. Also, page numbers can be inserted in various styles
and formats.
To insert page numbers, click ‘Page Number’ option from ‘Header and Footer’
section on the ‘Insert’ tab. A pop up displaying different locations where a page
number can be inserted is displayed. Each option has a further submenu displaying
formats and styles of page numbers. Choose the desired location and style. The
page number will be inserted (refer Fig. 4.30).

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Notes

Fig. 4.30: Locations and Styles of Page Numbers

4.11 Inserting Bulleted and Numbered List

Bullets and numbering feature helps us to create lists of different styles. A bulleted
list contains symbols like circles, squares, arrows etc., while a numbered list
contains alphabets and numbers in multiple formats. To insert bulleted or numbered
list, follow the steps given below:
z Select the existing paragraph or text to which the bullets have to be applied.
If you want to start writing the bulleted text, place the cursor at the position
from where you want to start the bulleted or numbered list.
z To insert a bullet, click the arrow near the ‘Bullets’ button from the
‘Paragraph’ section on the ‘Home’ tab. A pop up displaying all the bullets
will be displayed (refer Fig. 4.31). Click to select the desired bullet.
Alternatively, to create a numbered list, click the arrow near the ‘Numbering’
button in the same section on the ‘Home’ tab and select the desired numbering
style to start a numbered list (refer Fig. 4.32).
A list with the selected bullet or numbering style will be created in the
document.

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Notes

Fig. 4.31: Bullet Styles

Fig. 4.32: Numbering Styles

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4.12 Spelling and Grammar Check

The Spelling and Grammar Check feature of MS Word helps us to create a Notes
foolproof document that is free of spelling and grammatical mistakes. It even
allows us to create personal and custom dictionaries to store words that are not
available in the built-in dictionaries.
By default, MS Word 2013 automatically underlines possible spelling mistakes
with a red wavy line. If we right click on such underlined word, a pop-up menu
giving the possible suggestions is displayed. We may click on the spelling that we
feel is correct to replace the misspelt word. For example, in Fig 4.33, the word
‘architecture’ is misspelt. So we can see a red wavy line below it. Right clicking
on this word displays a list of suggestions to choose from.

Fig. 4.33: Suggestions for a Misspelt Word

We may also add a word, that we feel is correct but is still showing a red wavy line
below it, to the standard dictionary of MS Word. To do so, right click on the word
and select ‘Add to Dictionary’ option from the pop-up menu.
Another way to use the Spelling and Grammar feature is to select ‘Spelling and
Grammar’ option from the ‘Proofing’ section
on the Review tab. When we click this command, Press F7 to start the Spelling
a spelling pane is displayed on the right side of and Grammar check
the screen.
The possible suggestions of the misspelt word (arhitectre in Fig. 4.34) will be
displayed in the text area on the ‘Spelling’ pane. We may click on either of the
buttons to use the spelling and grammar check feature:
z To accept the suggested word and replace it for only one occurrence, click the
suggested word and then click ‘Change’ button.

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Notes

Spelling
Suggestions

Fig. 4.34: Spelling Pane

z Click ‘Change All’ button to replace all occurrences of the misspelt word
with the suggested and selected word in the document.
z Click ‘Add’ button to add the word in the dictionary of MS Word 2013
application.
z To ignore the spelling error indicated by the word processor, click ‘Ignore’
button to ignore once and ‘Ignore All’ button to ignore all occurrences of the
word with a red wavy line below it.
After all the spelling and grammatical errors in the document are removed, a
message box is displayed stating that the Spelling and Grammar check is complete
(refer Fig. 4.35). Click ‘OK’ button.

Fig. 4.35: Message Box

4.13 Creating an Online Document

An online document is created using an online word processing tool i.e., a word
processing tool that is available on internet. We do not save such documents on any
secondary storage device of our computer. Rather it is saved in the virtual space,
just as our e-mails are stored in the virtual space. In addition, an online document
can be shared and collaborated with other internet users in real time. Dropbox

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Paper, Google Docs, Etherpad, Zoho are examples of a few online word
processing tools.
Notes
In this lesson, we will learn how to create, edit, format and share an online
document using Google Docs. It is a web based word processor that allows us to
work online upon a document either individually or in collaboration with other
Google account users. That means it is essential to have a Google/Gmail account
to create, edit, format or share a document using Google Docs word processing
tool.
The steps to create a new document using Google Docs are:
z Open any browser and type https://docs.google.com/document/ in the address
bar.
z Enter the user ID and password of your Gmail account and click ‘Next’ button
or press the ‘Enter’ key. The home page of the Google Docs will appear (refer
Fig. 4.36).

Fig. 4.36: Home Page of Google Docs

z The upper section of the home page (with black background) contains icons
to start a new document while the lower section (with white background)
contains a list of the documents previously created on Google Docs. Google
Docs also gives us the option to create a document using any of the templates

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in the ‘Template Gallery’. In order to use these templates, we may click on

any of the templates available on the right side of the Blank (+) icon. Let us
Notes click ‘Blank (+)’ button to open a blank new document.
z The Google Docs interface screen appears in the browser window. It has
almost all the components that a word processor shall have as shown in Fig.
4.37 below.

Fig. 4.37: Google Docs Interface

„ Document Name Box: It displays the name of the document. When the
document is opened for the first time, ‘Untitled Document’ is displayed.
To give a name to your document click once on ‘Untitled Document’.
The cursor will appear. Type the new name, say ‘Sample Document’ and
press ‘Enter’ key.
„ Menu Bar and Toolbar: These contain commands and tools to perform
editing, formatting and many other tasks. These tools function in the
same manner as in any other word processor. Hence, using these we can
select the text to copy or move, paste, set the font style, size and colour,
align, print and perform various other tasks.
„ Work Area: It is the space to type the text in the document at the place
where the ‘Insertion Point’ is being displayed.
„ Scroll Bars: These help us to navigate vertically and horizontally in the
document.
z Type the text in the work area of the document. We can also insert tables, lists,
page numbers, headers and footers in an online document. Please note that
Google Docs automatically keeps on saving your document on Google drive
at regular intervals. That is why there is no command to save a document on
its interface.

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4.13.1 Sharing a Document

One of the major advantages of Google Docs is that we can share any document Notes
created in this online word processor with other users in real time and work
collaboratively. Here the term ‘real time’ means that multiple users can work
simultaneously on the same document as if they are working in the same room. The
changes made by any of the users will be reflected immediately in the document,
indicating the name of the user who is editing / commenting and the time of editing/
commenting as well. However, the creator or author of the document has the
option to give permission to the users, whether they can view, edit or comment on
the shared document.
z To share the document, click ‘Share’ button on the top right of Google Docs
interface (See image 4.37). A ‘Share with others’ dialog box will appear
(refer Fig. 4.38).

Fig. 4.38: Share with Others Dialog Box

z Type the email address of the internet users with whom you want to share the
current document. If the email address being typed is not a Google account
then that user will only be able to view the document. To give specific
permissions to the users, click the down arrow near the ‘Permissions’ button.
We may select the desired option to view, edit or comment on the shared
document.

Permissions

Fig. 4.39: Permissions for Users

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z The dialog box also contains a text box where we can write a short note
regarding the document being shared. This note may give a small preface of
Notes the document to the shared users.
z Click ‘Send’ button. An email with an invite to collaborate will be sent to all
the users whose email ID was mentioned while sharing. The invited users can
then open the document and all of them can work with the author in real time.

Intext Questions 4.3

1. Fill in the blanks:
(a) The shortcut key to start Spelling and Grammar check is ....................
(b) The option to insert Page Number is present on the .................... tab.
(c) Using .................... feature you can insert a list in your document.
(d) .................... refers to the blank spaces in the beginning of the paragraph.
(e) The buttons to insert headers and footers are present on the ....................
tab.
(f) The shortcut key to print a document is .................... and to make the
text underlined is ....................

What You have Learnt

z Word processor application can be used to create, edit, format, save and print
a digital document containing text, image, list and table.
z ‘Save As’ dialog box appears only when the document is saved for the first
time.
z Editing is the process of making corrections / changes in the document.
z Selection of text can be done using mouse or keyboard.
z After selection, text/image/list/table may be copied, pasted, moved or deleted.
z Formatting of a word document can be done at three levels viz., character,
paragraph or page.
z For good presentation of document- basic details of document may be added
at the top or bottom of the page known as header or footer.

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z List in word document may be presented either using bullet or numbers.

z Word 2013 assists us in creating a foolproof document by checking the spelling Notes
and grammar of the document, also assistance in correction of the same.

Terminal Exercise
1. Define a word processor.
2. Give one difference between a proprietary and an open source software.
3. Is MS Word 2013 an open source software?
4. What is the shortcut key to print a document?
5. Define an online document.
6. Name any two online word processing tools.
7. Write the shortcut keys for the following:
(a) To save a document
(b) To open ‘Find and Replace’ dialog box
(c) To make the text bold.
8. Label the following on the Google Docs interface
Document Name box, Insertion Point, Button to start collaboration

9. Give one difference between a document created in MS Word 2013 and that
created in Google Docs.

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10. Write any three features of a word processor.

Notes 11. Write the steps to insert line spacing and indentation in a paragraph.
12. Write steps to create the following list in your document

13. Differentiate between:

(i) Copying and moving a text.
(ii) Sentence Case and Title Case.
(iii) Header and Footer.
14. Latisha is creating a report in MS Word 2013. A red wavy line is appearing
below her name although she has spelt her name correctly. What should she
do so that this line does not appear?
15. Write steps to share an online document created in Google Docs with two of
your friends.

Answers to Intext Questions

4.1
1. (a) Quick Access.
(b) Insertion point (or) cursor.

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2. (a) False.
(b) False. Notes

4.2
1. Page Layout.
2. Come on at least try.
3. (a) Click Find button from the Editing group on the Home tab.
(b) Type Hello in the text box on the Find Navigation Pane.
(c) Press Enter key.

4.3
1. (a) F7 (b) Insert (c) Bullets and Numbering
(d) Indentation (e) Insert (f) CTRL + P, CTRL + U

Key Learning Outcome

z Create and format documents using word processing software.

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Notes

5
SPREADSHEET

Tables are the simplest way to store the information in an organized manner that
make the analysis of the data easier to understand and visualize.If the data is
organized as row and column, then data can be stored or retrieved by specifying
its row and coloumn number. You might have created a table when you want to
differentiate two topics or compare more than one item. Spreadsheet is nothing but
a large table in which data can be stored. It has pre-defined template made up of
rows and columns. It is used when we need to work on data calculations or data
analysis – thus it is majorly used in organizations. The spreadsheet program
operates on data entered in cells of a table. In this lesson, you will be introduced
to spreadsheet software in which you can create, edit or format a spreadsheet.

Objectives
After reading this lesson, you will be able to:
explain and use different features of Excel;
create, open and save a spreadsheet;
edit an existing spreadsheet;
format a spreadsheet;
create an online spreadsheet using Google Spreadsheet.

5.1 What is a Spreadsheet?

A spreadsheet or a workbook is a document consisting of rows and columns. It is
a collection of multiple sheets in which data is stored in a tabular manner. The data
stored in a spreadsheet is more structured than plain text. The horizontal lines are

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known as ‘rows’ and the vertical lines are known as ‘columns’. Rows are labelled
as 1, 2, 3 etc., and columns are labelled using alphabets A, B, C etc. Intersection
of a row and column is known as a ‘cell’. The cells are labelled as the combination Notes
of the row number and the column alphabet. For e.g., A1 is the cell number also
called cell address in Row 1 and Column A. Similarly B5 is the cell number in Row
5 and Column B and so on. We can also perform calculations using formulas and
functions in a spreadsheet.
For example, in an organization, each row of a spreadsheet might store information
about its employee. Each column may store a different aspect of the employee’s
information, such as the first name, last name, address, phone number, department,
salary etc. The spreadsheet program can analyze this data in different ways, for
example counting the number of people in the department, listing all the people in
the order of name, finding the maximum salary of an employee etc.

Examples of Spreadsheet Programs

There are various types of spreadsheet programs. Some of them are:
OpenOffice Calc
iWork Numbers
LibreOffice Calc
Lotus Symphony
Microsoft Excel.
Google Sheets
We will learn about MS Excel 2013 in this lesson, which is part of MS Office 2013
suite.

Features of Excel
Microsoft Excel is one of the spreadsheet programs. The main features of MS
Excel are:
Autosum: It helps to calculate the sum of the content of all the cells in a
specified range.
Autofill: It helps to quickly fill the series of numbers or values; e.g., date,
week days etc., in a range of cells.
Sorting: It helps to arrange the contents of cells in increasing or decreasing
order.
Filtering: It helps to filter out some of the data based on some selection
criteria.
Charts: It helps to present the data using graphs like Pie chart, Bar chart etc.

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Formula: It helps to insert any type of formula in the sheet to obtain the
calculated output. Few of the functions are like mathematical, trigonometrical
Notes etc.
Pivot Table: It is a tool that allows you to reorganize and summarize selected
columns and rows of data in a spreadsheet to obtain a desired report. A pivot
table does not actually change the original spreadsheet.

5.2 Working with Spreadsheets

In this section, we will learn about creating a new spreadsheet and work on it. We
will see how to edit a spreadsheet and insert new data inside an existing or a new
spreadsheet, then save and close it.

Creating a Spreadsheet
A spreadsheet or a workbook is a collection of one or more worksheets. By default,
MS Excel 2013 opens with one worksheet, but we can add more worksheets as
and when required. Data can be entered in any of the sheet. Following are the steps
to create a workbook:
Click on the ‘Start’ button at the task bar.
Select Microsoft Office Excel from the list of available programs.
Select ‘Blank Workbook’ option from the options displayed. A new blank
workbook, named as Book1, opens (refer Fig. 5.1).

Cell Address Formula Bar

Column Name
Active cell

Row Number

Sheet Selection Tab

Fig. 5.1: Elements of a Spreadsheet Window

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The main elements of MS Excel window are discussed below:

Ribbon: It contains various tabs that help perform different tasks on a Notes
worksheet. The tabs are File, Home, Insert, Page Layout, Formulas, Data,
Review and View.
Columns: The vertical series of lines in a spreadsheet that are named A, B,
C, D and so on.
Rows: The horizontal lines in a spreadsheet that are numbered as 1,2,3,4, and
so on.
Cell: An intersection of row and column.
Active Cell: The cell which is currently selected by clicking mouse pointer.
Name Bar: It is the bar in which the address of the active cell is displayed.
Formula Bar: The place where we can insert any formula or functions. It also
displays the content of the active cell.
Sheet Tab: It displays all the worksheets of a workbook. The currently active
worksheet is highlighted.

Saving a Workbook
After finishing all the work, the workbook must be saved in order to retain the data.
The excel workbooks are created and saved with .xls or .xlsx extension, depending
on the MS Office version you use. When we are saving a new workbook for the
first time, it will give us an option to name the workbook by displaying the ‘Save
As’ dialog box. The steps to save a workbook are:
Click ‘File’ tab and choose ‘Save’ or ‘Save As’.
Specify or browse to the location where you want to save the file.
Enter the desired name for your file.
Click on ‘Save’ or press ‘Enter’ key.

Closing a Workbook
We can attempt to close a workbook before or after saving the work that we have
done. In case the workbook is already saved, the program will close it without any
confirmation. However, if we try to close the workbook before saving, the
program will display a pop-up giving us an option to choose whether or not we
want to save this workbook, we can choose according to our need and proceed.

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In order to close a workbook, we shall do the following:

Notes Go to ‘File’ tab and choose ‘Close’.

Write or update the name of workbook if required.
Click on ‘Save’ or press ‘Enter’.
OR
Click on close icon “X” displayed on top-right of our screen on the workbook

Opening a Workbook
If we want to modify an existing workbook, we can open it from the location where
we saved it earlier. We can do so either by browsing to that location or by starting
MS Excel and then opening the workbook. We must remember the location where
we had saved it. Following are the steps to open a workbook:
Choose ‘Start’ → ‘MS Office’ → ‘MS Excel’.
Go to ‘File’ menu and select ‘Open’ from the list of options.
Browse the location from where you want to open the workbook.
Select the workbook that you want to open and click ‘open’ or double-click
the workbook.

Shortcut Keys
Open a new spreadsheet: Ctrl + N
Save a spreadsheet: Ctrl + S
Opening a saved workbook: Ctrl +O

Editing a Spreadsheet
While editing a workbook, it might be required to add another worksheet, add a
new row or column, resize a row or column, freeze panes, add remove some
formulas, move or copy the contents, and much more. Let us see the details of some
of these options:

A. Inserting a New Sheet in a Workbook

In order to add information in the workbook, new worksheet might be required.
A new worksheet can have the same or different type of data. For instance, if we
have scores of class XI and class XII saved in two worksheets of the same
workbook, we can use them both in functions or formulas if required.

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The steps to open a new worksheet are:

Open the workbook in which you want to add a sheet.
Notes
Right click on ‘Sheet’ tab (refer Fig. 5.2).

Fig. 5.2: Insert Worksheet

Choose Insert option: An Insert dialog box will be displayed (refer Fig. 5.3).

Fig. 5.3: Insert Dialog Box

Select Worksheet option and click on ‘OK’. A new sheet with the name of
Sheet 2 will be inserted.

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Alternatively, just click on the plus icon on the right side of

Notes bottom bar where all the existing sheets are listed (refer
Fig. 5.4).

Fig. 5.4: Inserting New Sheet

B. Renaming a Worksheet
The default sheets can also be saved with a new name. The steps to rename a
worksheet are:
Open the worksheet of the workbook that you want to rename.
Right click on the sheet name i.e., sheet1/sheet2 etc., on the sheet tab - a pop-
up menu will be displayed.
Select ‘Rename’ option and type the new name of the worksheet.

To rename a worksheet, double click on the sheet name and write the new
desired name.

C. Inserting a New Row or Column

Sometimes, it might be required to add or insert some information in a new row
or a column in a worksheet. The new row or column can be added by the following
steps given below:
To add a new row or column, right click on the row or column before which
you want to add the new one.
Choose ‘Insert’ option. The Insert dialog box will be displayed (refer Fig. 5.5).
Select ‘Entire Row’ or ‘Entire Column’ option to add a new row or column
respectively (to the left of the active cell for column and above the active cell
for row).

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Notes

Fig. 5.5: Insert Dialog box

D. Add or Remove Header/Footer

The header is a section of the document that appears in the top margin, while the
footer is a section of the document that appears in the bottom margin. Headers and
footers generally contain information such as the page number, date and document
name.
Steps to add or remove Header/Footer are:
Click on ‘Insert’ tab.
Choose ‘Header and Footer’ option (refer Fig. 5.6).

Fig. 5.6: Header and Footer

On clicking the Header and Footer option, you will observe the cursor on the
top margin of the page.
Type the text for Header as desired (refer Fig. 5.7).
Click ‘Go to Footer’ option under the ‘Design’ tab for adding footer.
Type the desired text in the footer.
You will observe that this header/footer will be displayed on every page of the
sheet.

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Notes

Fig. 5.7: Inserted Header

E. Move or Copy Contents

By default, MS Excel copies or moves the entire cell, including the formulae and
their values. However, we can change this as per our need. The steps to copy/move
the contents of a cell are:
Select the cells that you want to move or copy.
Right click on the selected cells and select ‘cut’ (for moving) or ‘copy’ (for
copying) option.
Select the cell where you want to move or copy.
Choose ‘Paste’.

Shortcut Keys
CTRL + X – Cut
CTRL + C – Copy
CTRL + V – Paste.

Intext Questions 5.1

1. State True or False for the following statements:
(a) Ctrl +C is used for copying the cell contents.

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(b) Header is the text that is displayed at the bottom of every page.
(c) In spreadsheet, the columns are numbered as 1,2,3 …. Notes
(d) The extension of excel file is .xls.
2. Fill in the blanks
(a) .................... helps to quickly fill the series of numbers in a range of
cells.
(b) The name of the active cell is displayed in .................... bar.
(c) .................... is the intersection of a row and a column.
(d) Resizing a column means changing the column ....................

5.4 Formatting a Spreadsheet

In order to make a spreadsheet look organized, one can format the worksheet.
Formatting is also useful when we want to highlight data based on the preference
or color them differently for different categories. A worksheet has lots of different
formatting options as follows:
Add bold, italics, and underline to text.
Add borders to cells.
Change text and cell colors.
Change the font style and font size.
Align, Wrap and Indent text.
Change number formats.
Change date formats.
Show decimals – and define the number of digits to display after the decimal.
The most commonly used formatting commands are present in the ‘Home’ tab in
three groups namely ‘Font, Alignment and Number groups’.

5.4.1 The Font Group

The formatting options available under the font group change the appearance of
text. We can change style, color, size etc., of the selected text (refer Fig. 5.8).

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Let us understand some of the important options under this group:

Notes

Fig. 5.8: Elements of the Font Group

Bold, Italics and Underline Text

Select the cell or range of cells and click on B, I or U options as desired to
make the text bold, italics or underlined respectively.
Add Borders to the Cells
Select the cells where you want to apply the borders and click on ‘Borders’
option on the ‘Home’ tab (refer Fig. 5.9). You will observe different types of
borders. Click the desired one to apply the corresponding border style.

Fig. 5.9: Adding Borders

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Change Text and Cell Colors

In order to make the text impressive, one can change the color of the text in
Notes
a cell and also change the background color of the cell. Select the cell or cells
for which you wish to change the color of the text and click on the drop down
menu of A icon as shown in Fig. 5.10. Select the desired color from the color
box. To change the background color of cells click on the Fill color icon (paint
bucket) and apply the desired color.

Fig. 5.10: Applying Text Colours

Change Font and Font Size

Select the cell or cells in which you wish to change the font and font size.
Select font style and font size options from the ‘Home’ tab. Select the desired
font style and size from the drop down menu.

5.4.2 The Alignment Group

The commands in alignment group change the position of text within a cell or cells.
Let us now learn in detail about the options available in alignment group (refer Fig.
5.11)

Vertical
Alignment For text
visibility
Horizontal
Alignment To merge two or more
corresponding cells

Fig. 5.11: Alignment Group

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Align, Wrap and Indent Text

The text in the cell can be aligned to left, right or center. Also, if the cell size
Notes is small, the text can be wrapped so that the entire text can be displayed in the
cell. Just select the text that you want to align and click on the alignment
options or if you want the entire text to be displayed in a single cell, click
‘wrap text’ option.
Merge and Center Text
More than one cells can be combined together to look like a single cell. It is
called as merging of cells. Select the cells to be merged and click on ‘Merge
and Center’ option of Alignment group on the home tab.

5.4.3 The Number Group

The commands in the number group change the format of numbers and dates within
the cells.

A. Changing Number Formats

Numbers in Excel can be formatted to show commas,
show currency symbols, appear as percentages, and
more. For example, to change the number format for
‘E’ column then you can choose, style (refer Fig.
Fig. 5.12: Number Group
5.12). ‘Comma Style’ will display the value of the

Fig. 5.13: Changing Number Format

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cell with a thousands separator. The same E column after applying the ‘comma
style’ will display the values as 12,345.89, 34,210.98 etc. To display numbers with
a currency symbol, click on the drop down of $ symbol and select the required Notes
currency. To display numbers as percentages, select the cells for which you wish
to display numbers as percentages and click the Percent Style command.

B. Changing Date Formats

MS Excel allows you to display dates in many ways. For example, October 15,
2018 can be displayed in many ways like 10/15/2018, 10/15/18, 15-Oct, 15-Oct-
18, October-18, October 15, 2018 etc.
Select the cell or cells for which you wish to change the date format (refer
Fig. 5.14).

Fig. 5.14: Changing Date Format

Click ‘Format’ button from Cells group of buttons on the Home tab. Then
select ‘Format Cells’ option refer Fig. 5.15).

Fig. 5.15: Format Cells Option

In the ‘Format Cells’ dialog box, in the Number tab, select ‘Date’ in the
‘Category’ box.
Choose the desired date format.

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Notes

Fig. 5.16: Format Cells Dialog Box

C. Showing Decimals
Sometimes the numbers need to be displayed in decimal number format. The
option of showing decimals can be used for that. Select the cell or cells for which
you wish to change the number of decimals. You can increase or decrease precision
(refer Fig. 5.17).

Fig. 5.17: To Increase and Decrease Precision

Other than these groups, there are formatting options available to us that help in
organizing the data and making it easy to read. Undermentioned are some of these
options.

Resizing a Row or Column

While entering the information in a sheet, sometimes the size of row/column is not
enough to display all the information of the cell. Hence the row/column has to be
resized. The steps to resize the row/column are:
Select the row or column that needs to be resized.

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Right click on that row or column.

Click on Column width/Row height and enter the desired width/height value
Notes
(refer Fig. 5.18).

Fig. 5.18: Changing the Row and Column Width

Place the mouse pointer on the boundary of two column headings or two
row numbers. Click and drag to resize the row or column.

Freeze Panes
While working on large spreadsheet containing row and column headings, you will
observe that the headings will disappear on scrolling the spreadsheet. It will make
your work difficult. You will need to scroll up again and again, to see the headings.
The Freeze Pane option will enable you to freeze one or more top-most row and
left-most columns as per your requirement. The steps to freeze panes are:
Open the worksheet of the workbook.
Click on the ‘Freeze panes’ option of view menu.

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Select the required option out of (Freeze panes/Freeze Top Row/Freeze First
Column).
Notes
Freeze panes works for more than one row and one column (refer Fig. 5.19).
To use it, we will have to select the cell till which we want to freeze the view
and then click freeze panes. It will freeze all the rows and columns above and
to the left of, the selected cell.

Fig. 5.19: Freeze Panes Option

5.5 Creating Online Spreadsheet Using Google Spreadsheet

An online spreadsheet is a spreadsheet
document edited through a web-based
application that allows multiple persons
to edit and share it with the world. A web
based online spreadsheet has many of the
features same as those seen in desktop
spreadsheet applications. The steps to
create an online spreadsheet are:
First login to your Gmail account.
Click on 9 dots on the top right
corner.
Select ‘sheets’ option.
Fig. 5.20: Online Spreadsheet Creation

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Click on Blank worksheet.

Blank worksheet is created. Enter the content.
Notes
Save the worksheet with a name.
After saving the worksheet, you may share it with other people.
To do so, click ‘Share’ icon present on top right of the sheet window. Share
with others dialog box appears (refer Fig. 5.21).
Enter the names or email addresses of those with whom you want to share.

Fig. 5.21: Share Dialog Box

Click on ‘Done’ to share with other people.

Intext Questions 5.2

1. State True or False for the following statements.
(a) Chart helps us to present the data graphically.
(b) Pivot table performs data analysis.
(c) Edit box shows the result of the selected formatting.
2. Fill in the blanks
(a) To change the date format, select the ................... from the format cells
window.
(b) ................... panes unlock all rows and column to scroll through the
entire worksheet.
(c) ................... is the shortcut keys for pasting.
(d) ................... options allows to merge and center the contents of
selected cells.

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Notes What You have Learnt

A spreadsheet or a workbook is a collection of one or more worksheets.
The excel workbooks are created and saved with .xls or .xlsx extension,
depending on the MS Office version you use.
You can insert worksheets and edit the worksheets. You can also insert /
delete rows and columns.
A worksheet has lots of different formatting options like bold, italics, and
underline to text, adding borders to cells, changing text and cell colors,
changing the font style and font size etc.

Terminal Exercise
1. What is the difference between moving and copying cells?
2. How do you resize a row or a column in a spreadsheet?
3. What are the main features of MS Excel?
4. Give the names of any two open source softwares used for creating a
spreadsheet.
5. Explain the options of Font group.

Answers to Intext Questions

5.1
1. (a) True (b) False (c) False (d) True
2. (a) AutoFill (b) Name (c) Cell (d) Width

5.2
1. (a) False (b) True (c) True (d) False
2. (a) Number (b) Unfreeze
(c) CTRL +V (d) Merge and Center

Key Learning Outcome

Be able to create a well formatted spreadsheet.

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Notes

6
PRESENTATIONS

A presentation is a good means to reach out to large number of people. The content
of a presentation can be explained to the audience using text, images, audio or
video. All these features make the presentation very interesting and interactive too.
Speaking in public becomes monotonous and boring but with the help of various
features provided in MS PowerPoint, a presentation can be made interesting to
increase audience participation.
In this lesson, we shall learn to create and enhance the presentation created in MS
PowerPoint 2013 by using various formatting features, by inserting images, charts
and audio-video files and also by applying colourful themes.

Objectives
After reading this lesson, you will be able to:
z create a MS PowerPoint presentation on any topic;
z format text and images in a presentation;
z review and protect a presentation;
z insert audio-video files in a presentation;
z modify and apply themes.

6.1 What is PowerPoint Presentation?

PowerPoint presentation is a slide show program that is used for training,
education and business presentations. It is compelling and best method to deliver
your ideas before a small group. It enhances your presentations with pictures,
sound effects, tables and charts.

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The main features of PowerPoint are:

z PowerPoint gives you several ways to create a presentation.
Notes
z Creating slides is the root of all your work with PowerPoint. You can get your
ideas across with a series of slides.
z Adding text will help you to put your ideas into words.
z The multimedia features makes your slides sparkle. You can add clip art,
sound effects, music, video clips etc.
z Preparing a presentation is easy in PowerPoint. After creating slides, you can
put them in order, time your slide show, and present them to your audience.
You can start your PowerPoint program in different ways. One way is by using the
Start button:
z Click on ‘Start’ button.
z In the menu, select ‘All Programs’→ →‘Microsoft Office’→ →‘Microsoft
Office PowerPoint 2013’. In few seconds, you will see PowerPoint screen
on the monitor.

Creating Presentations
When you start your PowerPoint program, a screen as shown in Fig. 6.1 will apear.

Fig. 6.1: PowerPoint Start Screen

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Here you have an option to choose from the installed templates or start from
scratch using the blank presentation. Let us learn about these options one by one.
Notes
Installed Templates
Select the ‘Installed templates’ tab and then select the desired template. The
Installed template provides templates and ideas for a variety of presentation types.
Select the template you want and move through the wizard by clicking down arrow
button or the scroll bar after making the necessary choices. Choose the type of
presentation you would like and click on create when finished (refer Fig. 6.2).
Your presentation is ready for show.

Fig. 6.2: Installed Templates Window

Design Template
Click on the installed themes box to select the design template you want to use.
A number of template names will appear in the white box. These ‘Installed
Themes’ give you different backgrounds and text formatting to begin your
presentation. Preview each design by highlighting the template name on the list.
Press ‘Create’ after you have chosen the design.

Blank Presentations
Select the ‘Blank presentation’ to open a blank presentation. You can choose this
option to start a new presentation from scratch, if you have a new approach or if
none of the templates suit your needs. Fig. 6.3 shows a blank presentation.

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Notes

Fig. 6.3: Blank Presentation

Slide Layouts
Once you have chosen a blank form for your new presentation, the first slide of
your presentation appears. You can right click on the slide to choose the layout you
want. There are nine different slide layouts from which you can choose. You simply
make your selection and click on it. Each choice described below, dictates how
your completed slides will appear. Fig. 6.4 shows the available layouts.

Fig. 6.4: Slide Layouts

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z Title Slide: This option is useful for beginning a presentation; use this slide
if you want to include subtitles or smaller text underneath a title.
Notes
z Title and Content: When you need to create a list of things that fall
underneath a general subject, choose this layout.
z Section Header: This option is useful for making a major section within the
presentation.
z Two Content: This is useful option for putting different elements or text
boxes.
z Comparison: This is a useful option for doing pro/con lists and other
cmparisons.
z Title Only: This option is great for the beginning of a presentation. No
subtitles are included in this layout.
z Blank: Use this layout if you want a blank slide formatted according to the
master slide and use it as per your need.
z Content with Caption: This can be used to insert pictures/graphs/audio/
video etc., with text.
z Picture with Caption: Use this option to place title over one linked object.

Selecting the Content

There are six types of elements shown inside the text box you can select from the
contents within the slide (refer Fig. 6.5).

Fig. 6.5: Types of Elements

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z Table

Notes z Chart
z SmartArt Graphic
z Picture from file
z Clip Art
z Media Clip

Open an Existing Presentation

Select the ‘Open’ tab from the office button, to open an existing presentation.
Select the folder in which the file is located. From the ‘Look in’: drop – down
menu and choose the required file. Click ‘Open’ to open the presentation.

Fig. 6.6: Open an Existing Presentation

Viewing Slides
PowerPoint consists of multiple views to help you in the creation and presentation
of your slides. These views are Normal, Slide Sorter, and Slide Show. The first two
views are for creating your presentation and the last one is for presentation of slide
show. You can access these views by clicking the respective view buttons at the
bottom right of the PowerPoint window. If you want to choose Normal view, select
‘View-Normal’ command on the menu bar.

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Normal View
The Normal View divides the screen into three sections: the ‘main window’, Notes
where the current slide is displayed; the ‘outline pane’ on the left; and the ‘notes
pane’ at the bottom (refer Fig. 6.7). You can resize each pane by clicking its border
and dragging it to the size that you want it to be. To access Normal view, click on
‘Normal’ view button at the bottom left of the window or select ‘View-Normal’
command on the menu bar.

Fig. 6.7: Normal View

Slide Sorter View
A small image of each slide is displayed on Slide Sorter View. Slides can easily be
ordered and sorted using this view. You can also use this view to add special effects,
such as transitions that occur when each new slide appears. To access ‘Slide
Sorter’ view, click on ‘Slide Sorter’ view button at the bottom left of the window
or select ‘View-Slide Sorter’ command on the menu bar.

Slide Show View

The Slide Show View is the view to use when you preview your presentation to
make sure everything is in place. When you deliver a presentation to the audience;
sounds, animations, hyperlinks, and action settings of your presentation will be
working. To access Slide Show view, click on ‘Slide Show’ button at the bottom
left of the window or select ‘View-Slide Show’ command on the menu bar (refer
Fig. 6.8).

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Notes

Fig. 6.8: Slide Sorter View

6.2 Design Tips

Although, PowerPoint provides you with some very powerful tools to give
excellent presentations, making the wrong design choices can defeat all your
efforts. Making the right decision is not difficult. By following the guidelines
below, you can prepare best slides.
z Use contrasting colours for the text and the background so that the text will
be easy to read.
z Use font size large enough to be seen from the back of the room where the
presentation will be held. A font size of 24- point or larger is recommended.
z Use short phrases and sentences to convey your message.
z Use simple slide transitions. Too many different transitions will distract your
audience from the subject of the presentation.
z Avoid cluttering the slides with too much text or graphics, your audience
should hear what you have to say and not be distracted by busy screen.
z Keep the text simple and easy to read by not using many different text effects
such as bold, italics, underlining, larger font size for emphasis within a
sentence, or different font all on the same slide.
z Keep the text crisp and short and use abbreviations that of the audience can
understand.

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6.3 Working with Slides

Slides are the building blocks of your presentation. You can also create or use Notes
layouts and designs, add notes and create handouts, and customize the look of your
slides. When you create a new slide, you can use any of the nine layouts available
(refer Fig. 6.4) in the New Slide dialog box or choose a blank slide. Once you have
created a new slide, you can insert various elements such as text, pictures, graphs,
tables etc.

Changing a Design Template

If we want to change the design template after we have already created one, we
can do that by selecting ‘Design’ tab on the Ribbon. Select the desired template
by clicking on it. The existing design will be changed. We might need to modify the
fonts/colors of the existing content, according to the new design.

Changing Slide Layouts

To change the layout slide select, ‘Home-Layout’ command on the menu bar as
shown in Fig. 6.9(a). The Slide Layout dialog box appears with nine layouts. Click
on one of the layout thumbnail images to apply (refer Fig. 6.9(b).

Fig. 6.9(a): Choosing Layout of a Slide

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Notes

Fig. 6.9(b): Changing Layout of a Slide

6.3.1 Inserting and Editing the Existing Slides as Your New Slides
You can insert slides and then edit them from other files; Cut, Copy and Paste
Slides; and duplicate slides.

Click on ‘Home-New Slide’ and select on ‘Duplicate Selected Slides’, ‘Slides

From Outline’… or ‘Reuse Slides’…

Slides from Outline … Provide a way to create slides from text file outlines. You
can use this feature to create a group of slides that contain a lot of text. You can
also create new slides by typing text in the outline pane. To access the Insert Outline
dialog box, select ‘Home-Slide-Slides’ from Outline command on the menu bar.

Duplicate Selected Slides gives you duplicate of a slide when you need to create
similar slides. To insert a copy of the current slide after the current slide, choose
the slide you want to duplicate, and then right click for the ‘Duplicate Slide’
command on the menu bar or press ‘CTRL+SHIFT+D’ keys as shown in Fig. 6.10.
You can also cut/copy and paste slides by selecting the whole slide.

Reordering Slides
To reorder a slide in Slide Sorter View, simply click on the slide you wish to move
and drag it to the new location. In Normal or Outline View, click on the slide in the
slide pane and move and drag the slide to a new location.

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Notes

Fig. 6.10: Duplicating a Slide

Hide Slides
If you do not want a slide to appear during the slide show, but do not want to delete
the slide as it may be used later, the slide can be hidden by right clicking on the slide
in the slide pane and selecting ‘Hide’ as shown in Fig. 6.11. You can unhide a
hidden slide in a similar manner.

Fig. 6.11: Hiding/Unhiding a Slide

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6.3.2 Moving Between Slides

You can move from one slide to another slide by using the following tools:
Notes
Scroll Bars: Use the scroll bars to move from one slide to another slide.
Next Slide and Previous Slide Buttons: The ‘Next Slide’ and ‘Previous Slide’
buttons move you to the next slide or previous slide in a slide show. These buttons,
indicated by a double- arrow, are located at the bottom of the vertical scroll bar.
Using Outline Pane: Choose Outline view and then click on the slide that you
want to view as shown in Fig. 6.12. You can move around in the outline pane by
using your mouse, or by using up and down arrow keys.

Fig. 6.12: Moving between Slide using Outline Pane

Intext Questions 6.1

1. State True of False.
(a) In both Normal view and Outline view you can see: current slide, slide
outline, and notes.
(b) Using the contrasting colors for the text and background to slides is not
a good practice.
(c) While preparing slides use long phrases sentences to convey your
message.

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2. How many slide layouts are available in New Slide dialog box?
(a) 7 (b) 9 (c) 14 (d) 17 Notes
3. The PowerPoint dialog box is useful to create a new presentation using:
(a) Installed templates.
(b) Open.
(c) Installed Themes and Blank Presentation.
(d) both (a) and (c) above.
4. Which of the following views is shown in the presentation of slides in a
conference?
(a) Slide view.
(b) Slide Sorter view.
(c) Outline view.
(d) Slide Show view.

6.4 Formatting PowerPoint Presentation

A slide may consists of multiple objects such as text, images, audio or video. Any
of these objects can be enhanced and made attractive using the formatting features
of MS PowerPoint. This is called formatting a presentation. The commands to
format various objects on the slide are present on the ‘Format’ tab. The ‘Format’
tab is not present permanently on the ribbon. It appears as soon as any object on
the slide is selected. Hence, the options on the ‘Format’ tab are different for
different objects.

6.4.1 Text Formatting

To apply text formatting, select the text on the slide. Thereafter, click on ‘Format’
tab (refer Fig. 6.13). You will see that the ‘Format’ tab has the following sections:

Fgi.

6.13: Format Tab ( Text Object)

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z Insert Shapes: This section contains commands to insert readymade shapes

such as rectangles, lines, sign outs, flowchart symbols, etc. The command to
Notes edit already inserted shapes and to insert a textbox is also present in this
section.
z Shape Styles: This section contains commands to select the desired visual
style for the selected text object. You can change the outline colour, fill colour
and add certain effects like shadow, glow, bevel, etc., using the commands
present in this section (refer Fig. 6.14).

Fig. 6.14: Shape Styles

z WordArt Styles: This section contains various options to change the visual
appearance of the text including text colour, outline and effects (refer Fig. 6.15).
z Arrange: This section contains the commands to arrange the order of objects
on the slide and also to align, rotate or flip them.
z Size: This section contains commands to change the width and height of the
selected object.

Fig. 6.15: WordArt

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For example, let us format the text ‘Switch Statement’ as shown in Fig. 6.16.
Select the text and click on Format tab. Select the desired Shape style and WordArt
style. The text on the slide will be formatted as shown in Fig. 6.17. Notes

Fig. 6.16: Selecting the Text

Fig. 6.17: Formatted Text

6.4.2 Formatting Images

When you select an image or any graphic on the slide, the ‘Format’ tab is added
to the ribbon (refer Fig. 6.18). Now you will see two new sections along with
‘Arrange’ and ‘Size’ sections that were present when text object was selected.

Fig. 6.18: Format Tab (Image Object)

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z Adjust: This section contains commands to edit the picture by changing the
colour, contrast, brightness, etc. There are also commands to compress or
Notes change the image and also to select any of the artistic effect from the Artistic
Effects gallery (refer Fig. 6.19 and Fig. 6.20).

Fig. 6.19: Artistic Effects Option

Fig. 6.20: Colors Option

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z Picture Styles: This section contains various border styles in which an image
can be displayed (refer Fig. 6.21). You can even apply or change the border
colour and thickness of the image. Various visual effects such as shadow, 3D Notes
rotation, etc., can also be applied to the selected graphic object (refer Fig. 6.22).

Fig. 6.21: Picture Styles

Fig. 6.22: Picture Effects Option

Let us now format the text and image objects on a slide. Consider the slide given
in Fig 6.23. Select the image to be formatted and then click the Format tab. Click
the desired Picture style or any other formatting effect. You will see that the
selected effect is applied on the image on the slide.

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Notes

Fig. 6.23: Formatted Image (With Borders and Effects)

6.5 Review a Presentation

A presentation, once made might be reviewed by one or more people. The
reviewers might like to write their comments or suggestion which can be used to
improve the presentation. The commands for reviewing a presentation are present on
the ‘Review’ tab on the ribbon (refer Fig. 6.24). The ‘Review’ tab has four sections:

Fig. 6.24: Review Tab

z Proofing: This section contains commands to:

o Check for any spelling errors (Spelling button).
o Find information on a particular topic or word (Research button).
o Find synonyms and antonyms for a particular word (Thesaurus button).
For using any of the commands in the ‘Proofing’ section, select the text and click
the required button. For example, in slide given in Fig. 6.24 to find synonyms of
the word ‘while’, select the word and then click ‘Thesaurus’ option on the

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‘Review’ tab. You will see that a Thesaurus pane appears on the right side of the
window with a list of synonyms as shown in Fig. 6.25. and antonyms. You may
choose any of these. Notes

Fig. 6.25: Thesaurus Option

z Language: This section contains commands to select a particular language

in which the text can be displayed.
z Compare: This section contains commands to compare and combine another
presentation with the current presentation.
z Comments: This section contains commands to add, delete and edit comments
entered by any of the reviewers in the presentation. Any person who is reviewing
your presentation might like to give his/her suggestions to improve the
presentation. To add comments in the presentation follow the steps given below:
„ Select the object where you want to add the comment and click on
‘Review’ tab.
„ Click and select ‘New Comment’ button.
„ A ‘Comments Pane’ appears on the right side of the screen with a
comment box corresponding to the selected object (as shown in Fig.
6.26). You will notice that the name of the user (reviewer) is also present
in the Comment box.
„ Type your suggestion in the comment box. The comment will be added
in your presentation. Other commands in the ‘Comments’ section of
‘Review’ tab are:
o Delete: Select the comment and click the ‘Delete’ button on the
‘Review’ tab to delete any comment.
o Previous: To go to one comment before the current comment.

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o Next: To go to the comment just after the current comment.

o Show Comments: This command gives you the option to show or
Notes
hide the comment pane and the comment mark ups.

Comment box

Comments pane

Fig. 6.26: Comments Pane and Comment Box

6.6 Protect a Presentation

A presentation, like any other file can be protected using passwords. To do so,
follow the steps given below:
z Save the file and then click ‘File’ tab. The backstage view appears with the
Info option selected appears (refer Fig. 6.27).

Fig: 6.27: Backstage View

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z From the ‘Info section’, click and select ‘Protect Presentation’ button. A
pop-up menu will be displayed (refer Fig. 6.28).
Notes

Fig. 6.28: Encrypt with Password Option

z Select ‘Encrypt with Password’ option.

z Enter the password in the ‘Encrypt Document’ dialog box as shown in Fig.
6.29 and click OK.

Fig. 6.29: Encrypt Document Dialog Box

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z Re-enter the same password in the ‘Confirm Password’ dialog box and click
‘OK’. Your presentation file is now protected with a password.
Notes
To remove the password, follow the same process as given above except for one
change. In the ‘Encrypt Document’ dialog box and ‘Confirm Password’ dialog
box, delete the password and then click ‘OK’. The password will be removed.

6.7 Inserting Audio

A presentation may have a light background music or some sound effect or some
narration or comment entry. PowerPoint allows you to insert any form of audio file
in your presentation. To do so, follow the steps given below:
z Click ‘Insert’ tab and from ‘Media’ section, click the arrow below the ‘Audio’
button (refer Fig. 6.30). The pop up that appears contains two options:
o Audio on MyPC : This option is selected to insert the saved audio file.
o Record Audio: If you want to record and add that very audio in your
presentation, select this option.
Let us add the audio file saved on the computer. So click and select ‘Audio
on My PC’ option. The ‘Insert Audio’ dialog box will be displayed as shown
in Fig. 6.31.

Fig. 6.30: Audio Options

Fig. 6.31: Insert Audio Dialog Box

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z Browse and select the desired audio file.

z Click ‘Insert’ button. You will see that a sound icon along with audio control Notes
buttons to play the audio is placed on your slide. You can drag this icon so that
it is not visible while running the presentation.

Fig. 6.32: Inserting Audio File

6.8 Inserting Video

Adding videos make the presentation more interesting and appealing. To add
videos in your presentation follow the steps given below:
z On the ‘Insert’ tab, click the arrow below the ‘Video’ button (refer Fig. 6.33).
The following options will be displayed:

Fig. 6.33: Insert Video Option

„ Online Videos: Select this option to download and add video from
internet.
„ Video on MY PC: Select this option to browse and add a video file
saved on your computer.
z As we would like to add a saved video, select ‘Video on MY PC’ option. The
‘Insert Video’ dialog box will be displayed.

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z Browse for the desired folder and file. Click ‘Insert’ button.

Notes z The video along with video control buttons will be inserted on the slide. You
may resize the video as desired by clicking and dragging the size handlers. The
video will play when you run the presentation and click on it (refer Fig. 6.34
and 6.35).

Fig. 6.34: Video Inserted on a Slide

Fig. 6.35: Video in a Presentation

Intext Questions 6.2

1. Name the three options in the Proofing section of the review tab.
2. Write the steps to insert a saved video in your presentation.

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6.9 Applying Themes

Themes are inbuilt coloured layouts with a matching background, fonts and certain Notes
presentation effects. These help to enhance your presentation. Moreover, if you
use these predefined themes, then you will not waste time in formatting your
presentations.
To apply the predefined themes in your presentation, click on ‘Design’ tab. From
the ‘Themes’ section, select the desired theme (refer Fig. 6.36). The selected
theme is by default applied to the entire presentation.

Fig 6.36: Themes

6.9.1 Modifying Themes

Once a particular theme is applied, you may want to change the colour, font or any
other effect of the applied theme. The ‘Variant’ section on the ‘Design’ tab has
all the options to modify the applied theme (refer Fig. 6.37).

Fig. 6.37: Variants Section

When you click the down arrow in the ‘Variants’ section, Colors, Fonts, Effects
and background styles options are displayed in the drop down list.

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z Colors: Select this option to change the colours of the currently selected
theme. When you click the down arrow, a list of in built colour theme appears
Notes (refer Fig. 6.38). Select the desired option and it will be applied to the current
presentation.

Fig. 6.38: Colors Variant Options

z Fonts: Select this option to select the desired built in fonts from the list that
appears.
z Effects: Click this button to choose the desired theme effect from the list that
appears.
z Background Styles: Click this button to display a list of background styles
to choose from (refer Fig. 6.39).

Fig. 6.39: Background Styles

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Select any of the variants and choose the desired themes in the respective variant.
The theme of the entire presentation will change.
Notes

6.10 Inserting Hyperlinks

A hyperlink is a text, image or any other object on the slide that when clicked upon,
opens another file, web page, image, mail address or any other application. So a
hyperlink is a means to link your presentation for quick access to web pages and
files. To insert hyperlink in your presentation, follow the steps given below:
z Select the text or image on which you want to create a hyperlink.
z Select ‘Hyperlink’ command from the ‘Links’ section on the ‘Insert’ tab
(refer Fig. 6.40).

Hyperlink
button

Fig. 6.40: Hyperlink Option on Insert Tab

3. The ‘Insert Hyperlink’ dialog box appears (refer Fig. 6.41). The text that
you had selected will be displayed in ‘Text to Display’ text box.

Fig. 6.41: Insert Hyperlink Dialog Box

z In the ‘Link to’ section, the ‘Existing File’ or ‘Web Page’ button will be
selected. For linking the selected text or image, the following options are
available:
„ Current Folder: This button is by default selected and the files and
folders in the current folder are displayed. Select any file from this list
that you want to link to.

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„ Browsed Pages: Select this option if you want to link the text or image
to any of the browsed pages from the list.
Notes
„ Recent Files: This button is clicked to select any of the recently selected
files from the list.
„ Address Text Box: You can also type the address of any web page/
website that you want to link the presentation to in this text box.
z Click ‘OK’. The text or image you selected will be hyperlinked. You will see
the hand sign symbolising that it is a hyperlink when you run the presentation.

6.11 Creating Online Presentation Using Google Presentation

An online presentation can be created with the help of Google Presentation.
Following steps should be followed for this:
z Go to Google’s home page and click on the grid in right upper side (refer Fig.
6.42).

Fig. 6.42: Google Home Page

z Click on drive and login with your Gmail account.

z Now, go to top left side and click on New and select Google slides (refer Fig.
6.43).
z A blank presentation will be displayed (refer Fig. 6.44).

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Notes

Fig. 6.43: Google Slide

z You can add, edit, or format text, images, or videos in a presentation.

Fig. 6.44: Blank Presentation

z You can save your file on your local system or Google Doc. You may also
share your presentation with other people.
Online PowerPoint presentation helps to add maximum functionality in slides but
internet connectivity is the vital part of presentation. It is easy to share with other
person.

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Notes Intext Questions 6.3

1. Can you modify the existing theme in a presentation?

2. How can you remove hyperlink from a presentation?

3. Which button is selected to change the type of chart inserted on the slide?

What You have Learnt

z A presentation once made might be reviewed by multiple people using the
commands on the ‘Review’ tab. While reviewing, comments can be added or
modified in the ‘Comments’ pane.

z Adding audio and video to a presentation makes the presentation more

appealing and interesting. For doing so, we use ‘Audio and Video’ buttons
on the ‘Insert’ tab.

z Themes are the coloured backgrounds with fonts and certain effects, which
help to enhance the presentation.

z Add or edit predefined themes in our presentation by selecting various

commands from the ‘Design’ tab.

z To link a slide in a presentation to another slide in the same presentation or

to any other file or web page, we learnt to use the Hyperlink option on the
‘Insert’ tab.

z MS PowerPoint provides us the commands to insert charts of various typed

in a presentation.

Terminal Exercise
1. Why do we need to format document? Which feature of MS PowerPoint
reduces the effort to format your presentation?
2. Write the steps to format image inserted in your slide.

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3. Rashmi wants to insert an instrumental music in her presentation. She has

saved the file named music.mp3 on the desktop. Help her to add this in her
Notes
presentation.

4. Dhwani is making a presentation on dance competition held in her school. She

wants to insert videos of all the participants. How can she add them in her
presentation?

5. Write steps to change the colour of the inserted theme in the presentation.

6. You want to show the students the website of the Prime Minister of India
(www.pmindia.gov.in). How can you link the presentation to this website?

7. Ravish has to present the detailed sales report to the management committee.
Help him to add a chart in his presentation.

Answers to Intext Questions

6.1
1. (a) False (b) False (c) False
2. (b) 9
3. (d) both
4. (d) Slide show

6.2
1. Proofing section contains the following options:
o Spelling button.
o Research button.
o Thesaurus.
2. The steps to insert a saved video in a presentation are:
o On the ‘Insert’ tab, click the arrow below the ‘Video’ button.
o Select ‘Video on MY PC’ option. The ‘Insert Video’ dialog box will
be displayed.
o Browse for the desired folder and file.
o Click ‘Insert’ button.

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6.3

Notes
1. Yes
2. To remove a hyperlink, right click the hyperlink and click ‘Remove Hyperlink’
button from the drop down menu.
3. ‘Change Chart Type’ button on the extreme right of the Design tab.

Key Learning Outcome

z Able to create an effective presentation that includes text and images as
well as audio-video files.

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Notes

7
DIGITAL STORAGE

You have been creating and saving various types of files in different software such
as Word Processing, Spreadsheet, Presentation etc. Have you ever thought why
do you save a document, what happens when you don’t save it and on saving where
is it stored? How are you able to access the web? Where are the web pages stored?
You must realize that storage is immensely important to ensure future retrieval of
data and for efficient searching and display of data. This lesson introduces you to
digital storage alternatively referred to as storage media or storage device.

Objectives
After reading this lesson, you will be able to:
z define digital storage;
z list digital storage devices;
z differentiate between online and offline storage.

7.1 What is Digital Storage?

The process of storing data and information in a storage medium is known as data
storage. When data is electronically stored on storage medium in digital devices
such as desktop computer, laptop, smartphones, etc., it is known as Digital
Storage. Storage medium generally is any hardware that can store data permanently
or temporarily.
Digital Storage can be broadly classified into two forms: temporary memory
(Primary Storage) and permanent memory (Secondary Storage). You have already
learned about the difference between the two in your previous lesson. Let us now

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learn about the various types of digital storage that were used and the advancements
that are being used now.
Notes
Features of a Digital Storage
In terms of memory hierarchy, the digital storage can be categorized as:
z Internal Memory: Processor registers and cache.
z Main Memory: The system Random Access Memory (RAM) and controller
cards.
z On-line Mass Storage: Secondary storage.
z Off-line Bulk Storage: Tertiary and Off-line storage.
Tertiary storage provides large storage capacity at low cost such as optical discs.
Offline storage implies any storage that is not currently connected to the computer
whereas online storage implies that the storage is currently connected to the
computer.
It is represented as storage hierarchy as shown in Fig. 7.1.

Size: Small
Capacity: Small Memory Type: Register Memory
Access: Very Fast

Size: Small
Capacity: Small
Access: Very Fast Memory Type: Processor Cache
Cost: Very Expensive

Size: Medium
Capacity: Medium
Access: Fast Memory Type: RAM
Cost: Affordable

Size: Small
Capacity: Large
Access: Slower Memory Type: Flash/USB Memory
Cost: Very Cheap

Size: Large
Capacity: Very Large
Access: Slow Memory Type: Hard Drives
Cost: Very Cheap

Size: Large
Capacity: Very Large
Memory Type: Magnetic Tapes
Access: Very Slow
Cost: Affordable

Fig. 7.1: Storage Hierarchy

Source: https://en.m.wikipedia.org/wiki/Memory_hierarchy#/media/File%3
AComputerMemoryHierarchy.svg

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In order to differentiate among various storage technologies in the storage

hierarchy (Fig. 7.1), the following core characteristics are evaluated and measured:
Notes
z Volatility: Whether the information is stored even after the system is turned
off?
z Mutability: Does it allow only reading, writing, or both, or overwriting of
stored information?
z Accessibility: Can it access any information from anywhere in the same
amount of time or due to sequential (one after another) storage of information
the time to access information is dependent on the last accessed information.
z Addressability: What type of addressing does it use to access stored
information?
z Capacity: What is the total amount of information that the storage medium
can hold?
z Performance: What is the size of largest chunk of data, access time and the
rate at which data can be read from or written to the device?
z Security: Does it store encrypted data?
z Energy Use: Is it energy efficient?

Intext Questions 7.1

1. State True or False
(a) Secondary memory is an example of temporary storage.
(b) Capacity is not a requirement when you are deciding on a digital storage
device.
2. Match the columns:

A B
(i) Random Access Memory (a) Small Size, Large Capacity
(ii) Tape Backup (b) Medium Size, Medium Capacity
(iii) Flash Memory (c) Large Size, Very Large Capacity

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7.1.1 Various Digital Storage Devices

Notes In earlier times data was stored as a punch card using punching machines as shown
in Fig. 7.2. Then came the era of magnetic storage such as Tapes, Hard disk, Floppy
Disk, etc., out of them Hard disk is the most extensively used digital devices.

Punch Card in Punch Card Machine

Fig. 7.2: Punching Machine

With the advancement in technology data is now stored on optical storage

devices such as Blu-ray disc, CDs and DVDs and on USB Flash Drives as shown
in Fig. 7.3.

Hard Disk Drive

Compact Disc (CD)
SanDisk Ultra Flair
128 GB USB Flash Drive

Fig. 7.3: Storage Devices

To store data on a digital storage of your choice you need to specify where you
would want to store your information by selecting the appropriate drive or location
in your digital system. By default, the data is stored in the largest storage device
the hard drive or Secondary Storage Device (SSD). Computers that are networked

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may access larger storage devices. However, networked computers may also have
access to larger storage with large magnetic tape storage, cloud storage or
Notes
Network Attached Storage (NAS) devices as shown in Fig. 7.4.

Videos
Share Music
CLOUD
STORAGE
Pictures Documents
Contacts Files

Fig. 7.4: Magnetic Tape Cloud Storage and NAS Devices

The need to access data anywhere, anytime in the world, independent of the device
brought to the fore the idea of cloud storage. Cloud storage is an online storage
that requires internet connectivity. It allows unlimited storage. It can be thought
of as very large online data storage on the web. If you want to access the file
anytime, anywhere you can just login into cloud storage and get the file. It is not
needed to carry all your files in flash drives or CDs etc. It has the undermentioned
benefits.

Usability and Accessibility

It allows user to upload, download and organize data in folders. It can be accessed
anytime and anywhere with internet connectivity.

Recovery
It can be used as a backup device thus ensuring the availability of files even if they
are deleted or corrupted on your local system.

Security
The data on cloud storage is safeguarded against any type of hardware failure and
can be accessed only after the identity of the user is assured through login and
password.

Cost Saving
It frees the owner from the additional cost of maintaining hardware and software
to store data.

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Easy Sharing

Notes It allows sharing of data with other users. It allows to set permissions like read only,
read and write etc.

Data Backup
Cloud storage can perform automatic backups, which is very easy to schedule for
one, many or all of the drive data.

Collaboration
It allows multiple people to work on a document at the same time thus allowing
collaboration. These multiple users can be at anyplace in the world. They would
just need an internet connection.

Case Study
Let us assume that Ramanujan is working as an Office Assistant and thus has
been provided with a computer system by his employer. He is very careful and
thus always saves his work in an organised manner to ensure easy retrieval of
the files. But one day when Ramanujan came to his office, he found that his
system was not working and he had to urgently rework a document created by
him. The non-availability of the system had increased his workload and stress
as the document needed to be urgently shared with his senior.

Such kind of situations highlights the importance of anytime, anywhere and

secured access of files and resources. Using cloud storage addresses all the above
concerns. It also supports a variety of file types such as text documents, pictures,
videos, audio files etc. Few examples of cloud storage are shown in Fig. 7.5.

Fig. 7.5: Examples of Cloud Storage

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Have you already been using Cloud Storage?

The answer might be yes for most of you. Below is a checklist that will help you Notes
find out whether you been using cloud storage.
z Do you have an email id through which you access your mails?
z Have you used any of the video sharing website such as YouTube or Vimeo
to view or upload videos?
z Have you used social networking services such as WhatsApp, etc.?
If the answer to any one of the questions above is Yes, then you have already been
accessing the Cloud Services indirectly without owning a personal digital space.
Let us now create our own personal workspace that allows us to store, organize
and share our files. For this purpose, we can use any of the service providers listed
in Fig. 7.6. Here we are using Google Drive to help you understand the various
steps involved in accessing, using and collaborating using Google Drive.

Steps to Use Google Drive

Step 1: Go to drive.google.com
Type drive.google.com in your browser. You’ll see “My Drive,” which has:
z Files and folders, you upload or sync
z Google Docs, Sheets, Slides, and Forms you create

Step 2: Upload or Create Files

You can upload files from your computer or create files in Google Drive by right
clicking at any white space in your drive. You will get a context menu that gives
you the options as given at Fig. 7.6.

Fig. 7.6: Creating Files in Google Drive

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Step 3: Share and Organize Files

Notes You can share files or folders, so other people can view, edit, or comment on them
by either clicking on share option by right clicking the file and selecting share as
shown in Fig. 7.7.

Fig. 7.7: Sharing the Files in Google Drive

Note: You can set permissions while sharing the file with other users. To see files
that other people have shared with you, go to the ‘Shared with me’ section.

Intext Questions 7.2

1. Which of the following is an optical storage device?
(a) Hard Disk (b) Tape
(c) Blu ray Disk (d) Punch card
2. Write full forms of:
(a) SSD (b) NAS
3. Fill in the blanks
(a) By default, the data is stored in the largest storage device the ....................
or SSD.
(b) .................... is an online storage that requires internet connectivity.

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What You have Learnt Notes

z The process of storing data and information in a storage medium is known as
data storage.
z When data is electronically stored on storage medium in digital devices such
as a desktop computer, laptop, smartphones etc., it is known as Digital
Storage.
z Digital storage can be broadly classified into temporary memory (Primary
Storage) and permanent memory (Secondary Storage).
z Hard disk has been the most extensively used digital devices.
z Computers that are networked may access larger storage devices.
z Cloud storage can be thought of as huge online data storage on the web.

Terminal Exercise
1. Define digital storage.
2. Explain features of a digital storage.
3. Differentiate between online and offline storage.
4. Name any two large size, large capacity digital storage devices that are
affordable.
5. Write advantages of using cloud storage.
6. Explain the importance of collaboration feature of cloud storage with an
example.

Answers to Intext Questions

7.1
1. (a) False (b) False
2. (i) (b) (ii) (c) (iii) (a)

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7.2

Notes 1. (c) Blu Ray Disk

2. (a) Secondary Storage Device
(b) Network Attached Storage
3. (a) Hard drive
(b) Cloud storage

Key Learning Outcome

z Able to store and retrieve the data on/from cloud.

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Notes

8
MAILING AND MESSAGING SERVICES

Internet is one of the most convenient, fastest and widely used means of
communication today. Few decades back, sending and receiving messages or
information was a relatively time consuming, expensive and tedious process.
Today, anyone, from anywhere and at any time can send and receive messages
across the globe just at the click of a button. The only pre-requisite is that both
sender and receiver should have a device that has an internet connection.
E-mail, instant messaging, social networking, blogs etc., are some of the
communication services that are being used for communication and sharing of
information using the World Wide Web. In this lesson, we will study about mailing
and messaging services being used for communication.

Objectives
After reading this lesson, you will be able to:
z create an E-mail account;
z compose, forward and reply an E-mail;
z attach file with your E-mail;
z use E-etiquettes;
z use messaging services and apps
o Skype
o Windows Live Messenger
o Messenger
o WhatsApp

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8.1 E-mail
Notes E-mail (Electronic Mail) is the exchange of messages through digital devices via
the internet. It is one of the first and most popular services of the internet. Although
E-mail messages are usually in textual form but we can send text, graphic, audio
and video files as attachments along with the E-mail. Some of the advantages of
E-mail are as follows:

z The mails can be sent and received from anywhere and at any time. The sender
and receiver just need to have their devices connected to the internet. Also,
the sender and receiver must be logged in to their E-mail accounts for using it.

z It is a very fast mode of communication, as mails are sent and received in very
a short span.

z Same mail can be sent to multiple recipients at the same time.

z We can attach multiple files of any type or format along with the mails.

z We can organize our mails in separate folders as per our convenience.

8.1.1 Creating an E-mail Account

Any user who wants to send or receive messages using E-mail must have an E-mail
account. This account specifies a definite address to receive and send E-mails. The
format for an E-mail address is “[email protected]”. In this example,
‘user_student’ is the user’s name, gmail is the E-mail service provider, .com depicts
that the domain of the service provider is a commercial domain and @ symbol
between user name and domain name signifies that it is an E-mail address.

To create an E-mail account, we first need to identify the service provider whose
mail service we want to use. Some of the mail service providers are Gmail, Yahoo!
Mail, Hotmail, Zoho Mail, etc. Let us create an E-mail account using the Gmail
service provider. Follow the steps given below to do so:

z Open any web browser and type www.gmail.com in the address bar and press
‘Enter’ key.

z The home page (Fig. 8.1) containing the option to sign in to the Gmail account
is displayed. Since we want to create a new E-mail id, so click ‘Create
account’ button on the home page.

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Notes

Fig. 8.1: Home Page of Gmail

z Follow the instructions that appear in the successive steps. We need to specify
details such as user_name, password, name, address, date of birth, phone
number etc., as asked in the registration form (Fig. 8.2).

Fig. 8.2: Registration Form

z Thereafter accept the terms and conditions of the service provider. The new
E-mail account will now be created.

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8.1.2 Signing-In

Notes Once an E-mail account is created, we can send a mail, receive a mail and even
forward or reply the mails received from other users. This can be done by signing
in to the E-mail account. For that specify the valid user name and correct password
in the ‘Sign in’ dialog box (Fig. 8.3).

Fig. 8.3: Sign in Box

8.1.3 Reading a Mail

If the user name and password are correctly entered, the inbox containing the list
of received mails will be displayed in the browser. There are three tabs in the inbox
categorizing the received mails into three categories (Fig. 8.4):
z Primary: This section contains the mails sent by various recipients.
z Social: This tab contains messages or notifications received from social
networking sites such as Twitter, LinkedIn, etc.
z Promotions: This section contains promotional mails from business and
commercial organizations which send advertisements, offers, discount
notifications, etc.

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Notes
Primary, Social and Promotions sections
Composed Button

Number of
unread mails

List of mails received

Fig. 8.4: Inbox

The number of unread mails in each section can be seen on the corresponding tab
header. For the primary section, the number in front of ‘Inbox’ on the left panel
indicates the number of unread mails.
Also, the mails are displayed in reverse order of date. That means the mails that
have been received last will be displayed on top of the inbox.
The list of mails in each section contains the name of the sender, the subject of the
mail and time/date of receipt of mail. To open and view the contents of the mail,
click on the subject or sender of the mail.

8.1.4 Compose a Mail

When a mail is to be sent to some other user, we first compose a mail. After logging
in to your valid E-mail account, follow the undermentioned steps to send a mail.

Fig. 8.5: Compose Button

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Step 1. Click ‘Compose’ button (refer Fig. 8.5). The New Message window
appears (Fig. 8.6).
Notes

Fig. 8.6: New Message Box

Step 2. Type the E-mail address of the recipient(s) in the ‘Recipients’ textbox.
If the same mail needs to be sent to multiple recipients, separate each
address by comma (,) or semicolon (;).
Step 3. Type the subject of the mail in the ‘Subject’ textbox. The recipient would
be able to see the subject before he opens it.
Step 4. Type the message in the message area. We can format the text of the
message by using the commands in the formatting toolbar.
Step 5. If at any point of time, we feel that the current mail is not to be sent, then
click ‘Discard Draft’ button. The ‘New Message’ box will close.
Step 6. When message is complete, click ‘Send’ button.
Step 7. It you want to send a copy of your e-mail to another person then add his/
her e-mail in the cc (carbon copy) box.
Step 8. Type of the e-mail id of the recipients in bcc, if you want to send a blind
carbon copy of your e-mail. BCC receipients are not visible to other
receipients.
8.1.5 Reply/Forward a Mail
To reply or forward a mail, open the mail by clicking on it in the inbox. Click the
‘Reply/Forward’ button as desired. If you choose to reply, the recipient’s address
will appear automatically in the ‘Recipients’ text box. To forward a mail means
to send the same mail to some other user. If you choose to do so, type the recipient’s

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address. Thereafter, if required, type the message in the message text area and click
‘Send’ button.
Notes
8.1.6 Send an Attachment
One of the advantages of an E-mail service is that any type of file can be sent as
an attachment with the Email. Even multiple files can be sent in the same mail.
The steps to attach a file with an E-mail are as follows:
z Open ‘New Message’ by clicking the ‘Compose’ button to start creating the
new mail. Alternatively, if we need to pursue a mail sent by some other user,
‘Reply’ or ‘Forward’ button may also
be clicked.
We can attach multiple files with our
z Type the recipient’s address, subject
Email. However, the total size of the
and message in the respective boxes.
attachments is limited according to
z Click on ‘Paperclip’ icon to attach the mail service provider. For
the file. example, Gmail allows a maximum
of 25 MB attachment size.
z Browse for the file that you want to
attach. Select it and then click ‘Open’
button. The file will start attaching. A progress bar depicting the status of the
uploading of file will be displayed in the ‘New Message’ window (Fig 8.7).
This may take some time depending on
the size of the file. Shortcut key to send the E-mail
is Ctrl +Enter.
z Click ‘Send’ button to send the mail with
the attachment.

Progress bar Attached File

Fig. 8.7: File Being Attached with an E-mail

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8.1.7 Download an Attachment

Notes If a mail is received with file as attachment, a paperclip icon will be seen in the inbox
itself. Open the E-mail having an attachment. The preview of the attachment will
be seen in the mail. Click the ‘Download’ icon (Fig 8.8). The file will be
downloaded and saved in the default download folder of the computer.

Download Icon

Fig. 8.8: Downloading an Attachment

Always remember to log out of your E-mail account after the work is done by
clicking on ‘Logout/Sign Out’ button. Refrain from closing the browser without
logging out.

8.1.8 E-Etiquettes
E-Etiquettes or E-mail etiquettes that define the behaviour that one should follow
while working with E-mails. This code of conduct largely depends on the person
with whom are we communicating via email, whether they are our friends, elders,
customers, peers, seniors or subordinates.
An E-mail leaves an impression on the receiver. Good E-mail etiquettes leave a
good impression and increase the chances of prompt and positive response. On the
other hand, bad E-mail etiquettes reflect poorly on us. Every organization or
company should implement etiquette rules for its employees. The benefits of
following these E-etiquettes are as follows:
z An email with a good language gives a good impression of the sender and his/
her organization.
z An E-mail that is worded in a proper manner and to the point is very effective
as compared to badly worded mails.
z An E-mail with good salutation, opening and closing statements are also
appreciated by the receiver.
Hence, we should follow E-Etiquettes while composing the mail. Some of them
are listed below:
z First and foremost, remember that E-mail is not private. Once the sender
sends the E-mail, the receiver can do whatever he/she wants, viz. post it on

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any social platform, copy it and distribute it. So no confidential or sensitive

information should be sent through e-mail.
Notes
z Use a font that has a very professional look, especially for official mails.
z The purpose of sending the mail should be very clearly mentioned in the
subject, so that the recipient knows exactly why the mail has been sent.
z Be cautious whom to include in CC and BCC recipient list.
z The subject line should be short and should give the summary of the message
in an effective manner. This will help the recipient to clearly understand the
objective of the message.
z Do not use uppercase for subject line or for content of the mail. It reflects
anger and foul language of the sender.
z Be courteous and polite while writing the mail. The sender must use a suitable
salutation for the receiver in his/her mail like Miss/Ms./Mr./Dear/Respected
etc.
z Avoid blaming and ambiguous statements in your mail.
z Avoid using abbreviations or long introductions.
z It is a good practice to begin with a line of thanks or greetings. This makes
the receiver comfortable and happy.
z While sending any attachment along with the E-mail, do mention about it in
your mail.
z Compress large attachments before sending.
z End the mail with phrases like ‘Looking forward for your response’,
‘Thank you for your cooperation’, ‘Thanking you in anticipation’ and so
on.
z It is a good practice to include an official signature containing your name,
designation, organization’s name, contact numbers, etc. at the end of each
mail.
z Review and spell-check the E-mail before clicking the Send button. The
recipient should not think that the mail was sent carelessly or casually.
z Always have updated antivirus software on your computer. This will protect
the sender’s and receiver’s system from virus infected files that are being
downloaded from the E-mail as attachment.

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When a mail is received, then also certain code of conduct should be followed. The
E-Etiquettes to be kept in mind while replying the mail are as follows:
Notes
z Each E-mail should preferably be replied/acknowledged within 24 hours.
z Do not reply to spam e-mails or the e-mails that look like a potential fraud.
z Each query in the mail should be answered in a very precise and concrete
manner. In fact, any further questions should also be pre-empted.
z Scan the attached file before downloading it.
z Do not overuse ‘Reply to All’ option.

Intext Questions 8.1

1. Fill in the blanks
(a) To create a mail, click ................... button after logging in to your mail
account.
(b) If an E-mail contains a file as attachment, a ................... icon will be
displayed in front of the mail.
(c) ................... is the code of conduct that should be followed while
working with mails.
(d) ................... symbol between user name and domain name signifies that
it is an E-mail address.
(e) The mails in the inbox are displayed under ................... categories.
(f) If at any point of time, we feel that the current mail is not to be sent, then
click ................... button to close the New Message box.
(g) The shortcut key to send an E-mail is ...................
2. State whether the following statements are True or False
(a) Same mail can be sent to multiple recipients as the same time.
(b) Multiple files cannot be attached in the same mails.
(c) Each user on the Internet has a unique E-mail id.
(d) By default, the mails are displayed in reverse order of date.
(e) One should always reply to spam mails.

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8.2 Messaging Services and Apps

A messaging service is one that enables the messages to be sent and received Notes
through any digital device with an internet connection. It is a sort of online chat
where messages are being exchanged in real time over the internet. That is why this
type of messaging service is also known as ‘Instant Messaging (IM)’. These
services may be accessed through instant messaging software or messenger
programs. In most of the cases the sender and receiver of messages are known to
each other.
To avail an IM service on your computer, a messenger program has to be
downloaded on your computer. A list of people, known to you are using some
messenger service. If any of them is online, a notification or an alert is given to you
by the messenger service. Thereafter, a private chat session may be initiated with
that person through the ‘Chat Window’. Almost all messengers have a similar
interface.
When the software to do instant messaging is downloaded and installed on a
mobile device such as a smartphone, then such a mobile messenger application is
commonly known as an ‘App’.
Examples of some of the popular messengers are Skype, Facebook Messenger,
WhatsApp, etc. Most of them are available both as desktop programs and also as
mobile apps. Let us discuss some of the commonly used messaging services and
apps.

8.2.1 Skype
Skype is one of the very first services that was launched for instant messaging in
the year 2003. It is still being used between any two digital devices that have an
internet connection. In addition, users may exchange digital documents consisting
of text, images, audio or video. But, primarily, Skype gained popularity due to its
video conferencing feature. It is available for almost all operating systems like
Windows, iOS, Android, Mac and Linux.
To use Skype, one has to first register using a unique user id / Skype name. All
registered users are listed in the Skype directory and these can communicate with
each other in any form i.e., text, audio or video. Various other features of Skype are:
z Messaging-Video messaging
z Creation and editing of personal user profiles
z Online status indication
z Numerous emoticons

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z Storing chat history

z Editing previous messages
Notes
z Conducting job interviews using the Skype Interviews feature.
z Search Tool
z Conference call

Fig. 8.9: Skype Interface

Source: https://www.cmswire.com/cms/social-business/microsoft-brings-skype-
to-outlookcom-020719.php
Skype is being used increasingly in the educational sector as well. Teachers and
students globally can share and gain from each other’s educational projects. While
conversing on Skype, the users can alternate between two languages, hence,
facilitating language exchange. The teachers and students can hold virtual field
trips to reach out to experts in varying fields. If used in classrooms, teachers can
help students to participate in numerous Skype lessons in an interactive and
interesting manner. Using the search tool, a teacher can find the expert of her
choice to interact with the students.

8.2.2 Facebook Messenger

Facebook Messenger, more commonly known as ‘Messenger’ is an instant
messaging service launched by Facebook in 2011. It is available for both desktop
and mobile users. Users can send messages, exchange pictures, do audio and video
calls and even exchange files of various formats. One can even react to other user’s
messages and interact with them as well. The standalone app gives additional
features like having multiple accounts and playing games.

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In December 2017, Facebook launched a new version of its chat app for children
in the age group of six to twelve years. This app is named as ‘Messenger Kids’
and it does not require a Facebook account. Rather, parents are able to manage Notes
their child’s Messenger Kids app from their own Facebook account. This helps the
parent to keep a check on their child’s contact list and messages. Also, it offers
video and text chat services along with all types of playful masks and filters, GOFs,
frames, stickers and drawing tools.

8.2.3 WhatsApp
WhatsApp Messenger is one of the most popular messaging services today. It was
created by WhatsApp Inc. but was taken over by Facebook in February 2014. It
is more commonly used for mobile messaging. In addition to text messaging, it also
used for sending and receiving images, voice messaging, voice calls and video
calls. Although, it is most commonly used for mobile devices yet it is also accessible
from desktop computers. It can be downloaded and installed on any mobile device
(refer Fig. 8.10). Initially, only one to one communication was possible but now,
communication can be held with individuals as well as through groups. It also
provides group chat and location sharing options. In fact, nowadays it is being used
by various companies to provide customer service to its clients.
To use WhatsApp, the user just needs to download the app from app store and then
provide a standard cellular mobile number for installation and working. Some of
the features of WhatsApp are:
z It maintains a contact list of individuals as well
as groups.
z It alerts for messages received or any other
notifications.
z It allows text, audio and video communication.
z Clicking pictures and sending to any user.
z Send any file through the chat window.
z Create and update the user’s profile and status.
The PC version of WhatsApp is known as
‘WhatsApp web’ and was released in January
2015. It is just an extension of the mobile phone
registered with WhatsApp. That means, even if we
open WhatsApp web, all messaging can still be
done live from our mobile phones. The only pre-
requisite is that the mobile should be connected to Fig. 8.10: WhatsApp Chat
the Internet for the browser application to function. Interface

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WhatsApp web is available for all major desktop browsers except Internet
Explorer. To use WhatsApp web, open the browser and type https://
Notes web.whatsapp.com/ in the address bar. The home page as shown in Fig. 8.11
appears. It gives the instructions to use WhatsApp on your computer.

Fig. 8.11: Home Page of WhatsApp Web

After the QR code is scanned, the chat screen with the list of chats on the left and
the active chat on the right is displayed (Fig. 8.12). Now, one can send and receive
messages through this application.

Fig. 8.12: Chat Screen of WhatsApp Web

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Intext Questions 8.2 Notes

1. State True or False
(a) Instant messaging can only be in textual form.
(b) Skype was launched by Microsoft.
(c) WhatsApp can only be used through a mobile phone.
(d) Windows Live Messenger was also known as MSN messenger.
2. Fill in the blanks.
(a) ................... is the messenger service by Facebook.
(b) The web version of WhatsApp is known as ...................
3. Write the name of the messaging service in front of their logo.

What You have Learnt

z Email, Indian Messaging (IM), Social Networking, blogs, etc are some of the
available communication services.
z For using any of the above services a digital device and internet connection
is required.
z Email is most popular/ formal communication medium
„ Both sender and receiver should have email accounts in order to
communicate.
„ Some of the free email service providers are Gmail, yahoo mail, hotmail,
zoho.
„ Mails received in Gmail account are categorized as primary, social,
promotions.
„ Following email etiquettes give a good impression of sender and his
organization.
z IM is informal communication medium.
z For using IM, a messenger program is required.

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z Exchange of files can also be done using IM.

Notes z Some of the popularly used IM are – skype, face book messenger, WhatsApp.

Terminal Exercise
1. Define an E-mail.

2. What is the difference between E-mailing and Instant Messaging?

3. Name any two E-mail service providers.

4. Write the steps to create a new E-mail account using Gmail. Will the steps be
different if Yahoo service provider is used instead of Gmail?

5. Poonam has created a report on Republic day celebrations in her school. The
name of the file is rep.docx. How can she send this file to her teacher using
E-mail? Write the steps to do so.

6. How is replying a mail different from forwarding a mail?

7. List any three advantages of E-mail.

8. List any four E-etiquettes that should be followed while composing the mail.

9. Define an App.

10. How can you use WhatsApp web? Explain.

Answers to Intext Questions

8.1
1. (a) Compose (b) Paperclip (c) E-etiquettes
(d) @ (e) Inbox (f) Discard draft
(g) CTRL + ENTER
2. (a) True (b) False (c) True
(d) True (e) False

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8.2
1. (a) False (b) False (c) False (d) True Notes
2. (a) Facebook Messenger/Messenger
. (b) WhatsApp web
3. (a) WhatsApp
(b) Skype
(c) Facebook messenger

Key Learning Outcome

z Able to use mailing and messaging services for personal and official
communication.

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Notes

9
INTRODUCTION TO SOCIAL
NETWORKING

Social networking means linking and networking with your friends and family on
the web space. There are various websites that help you to create a profile for you
and add other members in your network. There are lots of social media websites
or apps that are now-a-days used for this purpose. Most popular amongst these
being Facebook, Twitter, Instagram, LinkedIn, WhatsApp, YouTube and Blogs
etc. These sites allow members to share information, photographs and videos.
These apps also help the users to organize events, chat and play online games. The
connections between people on these sites are network of connections and not just
one to one. Availability of smart phones has made the use of social networking sites
easy for the users. These social networking sites also help the businesses to
promote their product or services. You can write small message, article etc., and
share it among your friends, colleagues and others.

Objectives
After reading this lesson, you will be able to:
z list the advantages and disadvantages of social networking;
z create profiles on the most popular social media websites/apps;
z use different social networking sites for various purposes;
z make digital footprints.

9.1 Social Networking

Social networking has enormous advantages and benefits when it comes to
reaching a large group of people. While we can connect with our family and friends

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from real life, we can also get to know more people online and make new
connections having similar interests to ours that can help us in number of things.
Notes
Having said this, we must always use the networking websites very carefully as we
are at the stake of losing our personal information in the lack of awareness. Let us
now learn some of the pros and cons in detail.

Advantages of Social Networking

z Connectivity: This is the most important aspect of social networking. People
from all walks of life are able to connect with each other all over the world.
People of different backgrounds are able to share thoughts and ideas.

z Real Time Updates: Using social media, we can get the response to our
queries in real time. In older days, the daily newspaper was the only source
of knowing what happened in the world during the previous day. But now, not
only you can come to know what other users share, but also you can chat with
them in real-time irrespective of their location. Additionally, most of these
websites and apps give you an option to forward the updates further, this cycle
increases the reach to another level.

z Education: Social media has a lot of benefits for the students and teachers.
Using social media, students can easily understand and learn from various
experts and professionals at any time. The entire teaching-learning process
can be conducted at any place, at any time and from any expert. It can be either
by paying the fees or even may be free.

z Marketing and Growth: Social media has made a large impact in the area
of marketing. Imagine your father opens up a new cake shop and you want
to share this news amongst all your family and friends. This can be easily done
in a few clicks and shares. Not only can one market business but also receive
online orders as well as by using a number of other methods help promote
business.

z Awareness: Social media creates awareness and innovates the way people
live. People with similar profession, e.g., farmers, can learn new techniques
from each other. Furthermore, people can get to know of noble causes and
donate to the needy, e.g., all the social media platforms were widely used to
generate funds for the flood affected areas of Kerala in August 2018.

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Disadvantages of Social Networking

Notes z Hacking: Social media profiles need nothing but an email-id or mobile
number to be created, thus there is a risk of fake identity representation.
Stealing someone else’s identity is called ‘hacking’. If someone’s identity
gets hacked the hacker may cause harm as pretending to be someone else.

z Risk of Frauds: As social media promotes information sharing with wider

audience, this creates opportunities for fraudsters to share fraudulent links
and have people to fall into the trap by clicking on harmful links or by sharing
their personal information.

z Cyber or On-line Bullying: Anyone can speak anything on social media and
share their opinion publicly, be it good or bad, be it about a thing or about any
person. Sometimes, in order to trouble others, unethical people bully them
online. This can cause depression or create suicide tendencies in the person
about whom the wrong things are publicized.

z Addiction: One of the greatest disadvantages of social media is that people

become addictive to it. This addiction can cause a lot of side-effects. Further,
it can cause health issues, if someone keeps using laptop/mobile for long time.

Having understood social media, we shall now learn about the common social
media platforms in detail. While, all of them can have similarities as discussed
above, but each of them can also have a different purpose and approach of using
it. Some can be just for entertainment while others can help you in finding a job.
Some can be used for education purposes while some others can be primarily used
to earn money. Let’s us discuss them one by one.

9.2 LinkedIn
LinkedIn is a social networking platform, and it would be wrong, if we call it a
professional networking platform as it links networking with a job search platform.
It focuses on our professional journey by letting us prepare a well written
professional profile and then helps us in finding a new job as well.

We can create a LinkedIn account using www.linkedin.com.

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Step 1: Enter your details to create a new account (refer Fig. 9.1).

Notes

Fig. 9.1: Home Page of LinkedIn

Step 2: After creating an account, sign in to your LinkedIn account (refer Fig. 9.2).

vvv

Fig. 9.2: Home Page of LinkedIn Account

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Step 3: Update all your academic details and other useful information under edit
profile section.
Notes
Step 4: Use ‘Jobs’ section to check the jobs recommended by LinkedIn, or you
can manually search for Jobs (refer Fig. 9.3).

Fig. 9.3: Searching Jobs Through LinkedIn

Step 5: Right click on ‘Me’ tab and select the ‘Settings and Privacy’ to make your
account secure.

Fig. 9.4: Make Your Account Secure

Step 6: After selecting ‘Settings and Privacy’, change the necessary information
in ‘Login and security’ (refer Fig. 9.5).

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Notes

Fig. 9.5: Changing the Settings of LinkedIn Account to Make it Safe

Searching for a Job on LinkedIn

In LinkedIn, there will be a list of open jobs at the corporate or MNC or a link to
the company’s employment portal on its website where all the open positions are
listed. Under the ‘Jobs’ we can search for relevant jobs either by writing the job
title, or location or any particular company’s name as well. Time to time LinkedIn
itself keeps on suggesting us the jobs that match our profile.
z Enter your keyword in the ‘Search bar’ at the top of the page (refer Fig. 9.6).

Fig. 9.6: Search Screen of LinkedIn

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z Select an option from the list of the suggestions that appears or click the
‘Search’ icon to run the search (refer Fig. 9.7).
Notes
z You will see the following tabs at the top of the search results page:
„ All
„ People
„ Jobs
„ Content
„ Companies
„ Groups
„ Schools
z Select any of the tabs to view search results in that category. The LinkedIn
search filter is further specified by many other refined search options. It has
additional search filters such as ‘Sort by, Date posted, Companies’ etc.

Fig. 9.7: Search Option in LinkedIn

z The ‘All Filters’ option displays the list of search options. You may select the
required options and click on ‘Apply’ (refer Fig. 9.8).

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Notes

Fig. 9.8: Screen of All Filters Option of Search

z On clicking the 9 dots (as shown in Fig. 9.9), you can find other options of
LinkedIn.

Fig. 9.9: More Options of LinkedIn

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z You can search for videos by clicking on ‘Learning’ of ‘Visit more LinkedIn
products’. It will redirect you to LinkedIn Learning (refer Fig. 9.10).
Notes

Fig. 9.10: LinkedIn Learning Videos Page

Writing an Article in LinkedIn

We can write an article in LinkedIn and post it on the LinkedIn (refer Fig. 9.11).

Fig. 9.11: Writing an Article on LinkedIn

The steps of publishing a post on LinkedIn are:

z Visit LinkedIn ‘Home’.
z Click ‘Write an article’.

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z Add a Header Image.

z Add the Headline and Post Body. Notes
z Create Footer.
z Publish and Share.
After writing an article, publish it by clicking it on Publish button (refer Fig. 9.13).

Fig. 9.12: Publishing the Article on LinkedIn

9.3 Facebook
Facebook is another social networking website that permits the users to make
profiles, upload photos and videos, send messages and stay connected with
friends, family and colleagues. It would be interesting to know that Facebook was
created by Mark Zuckerberg, and he actually started its initial version during his
graduation itself. You can use Facebook to promote your institution/organization
and can also tag your friends/colleagues in pictures/videos or any other posts.
You can create a Facebook account using www.facebook.com (refer Fig. 9.13).

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Step 1

Notes

Fig 9.13: Home Page of Facebook

After entering all the above details, you can create your account.
Step 2: After logging into your Facebook account, the main page of your
Facebook account will be displayed (refer Fig. 9.14).

Fig. 9.14: Home Page of Facebook Account

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Step 3: To change the settings of your account, click on the down arrow as marked
in the Fig 9.14 and choose settings option. On selecting the settings option,
Security and Login page will be displayed (refer Fig. 9.15). Notes

Fig. 9.15: Security and Login Details of the Facebook Account

Step 4: You should keep oneself secure on the social media. For that you can add extra
security to your account. Use Two-factor authentication (refer Fig. 9.16 and 9.17).

Fig. 9.16: Two-Factor Authentication to Your Account

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Notes

Fig. 9.17: Add Extra Security to Your Account by Enabling

Two-Factor Authentication

Step 5: To change the settings in such a way that only your friends can see the
details of your account (refer Fig. 9.17). This will help you to keep yourself secure
on the Facebook platform.

Fig. 9.18: Changing the Privacy Settings and Tools

Step 6: Many times, some apps try to gather some information of your account.
You can also block such apps. Use the option ‘Manage Blocking’ (refer Fig.
9.19). Using this you can also block some of the unwanted users.

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Notes

Fig. 9.19: Manage Blocking

After creating your account and making it secure, you can start posting your
message on Facebook.

How to Add Friends on Facebook

We can search for our old school classmates, friends, relatives etc., on the
Facebook. Facebook is making the world smaller by connecting through our
family, friends etc.
To Add a Friend by Name on a Computer:
z Click the search bar at the top of any Facebook page (refer Fig. 9.20).
z Type your friend’s name into the search bar and select the name from the list.

Fig. 9.20: Searching a Friend on Facebook

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z It will show the list of people with same name. To send someone a friend
request, click ‘Add Friend’ next to their profile picture.
Notes
z A friend request will be sent to your friend’s Facebook account. He/She has
the choice to accept your request. Then only he/she will be added to your
friend list and will be able to view your posts.
How to Share Information on Facebook
Generally, people use Facebook for sharing their personal or professional
information. This social media is widely used to connect with friends/relatives so
that they are able to get to know about you. Sharing something on your account
is done by creating post. Post is a message or information that you write in the
Facebook account.
To Share Something on Facebook:
z Create Post option is available on top of your home page (refer Fig. 9.21).

Fig. 9.21: Creating a Post

Click on the … (three dots) as shown in the screenshot above for creating a
post.
z Add a text update or click the type of post you had liked to share (example:
‘Photo/Video, Feeling/Activity’) (refer Fig. 9.22).

Fig. 9.22: Create Post Screen

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Type the content or insert photo/video or tag friends etc.,

z One can select the settings of the post also (refer Fig. 9.23). Notes

Fig. 9.23: The Settings for the Post

z You may select

„ Public – it will publish the post to all.
„ Friends – it will display the post to your friends only.
„ Friends except – it allows you not to display the post to few friends.
„ Specific friends – it allows you to display the post to few selected friends.
„ Only me – it will display the post to yourself only.
z After adding a post, click on Post to share it.

9.4 Twitter
Twitter is a free social networking microblogging service that permits registered
members to broadcast short posts referred to as ‘tweets’. Twitter members will
broadcast tweets and follow different users’ tweets by using multiple platforms and
devices. Tweets and replies to tweets can be sent by Twitter’s website as well as
the mobile application.
A ‘tweet’ is just a post on Twitter and can contain maximum of 280 characters.
Twitter is more of a public platform which means unlike Facebook or LinkedIn,
where members ought to approve social connections, anyone having a Twitter

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account can follow anyone in just a single click. In order to connect a tweet to a
general topic, members add hashtags to a keyword in their post. The hashtags are
Notes sort of a meta tags, and displayed as #keyword. One can create a twitter account
using www.twitter.com
Step 1: Create a new account after clicking on Sign up now.

Fig. 9.24: Login Page of Twitter

Step 2: After sign-up, you can login to your account (refer Fig. 9.24) and can see
the home page of your account as shown in Fig. 9.25.

Fig. 9.25: Home Page of Twitter

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How to Tweet
z Type the message into the What’s happening box at the top of your Home Notes
timeline, or click the Tweet button as shown in the screenshot given in Fig.
9.26. You can include photos, a GIF, or a video in the tweet.

Fig. 9.26: For Composing a Message and Tweet

How to Follow People on Twitter
z Search for the account or the person you would like to follow.
z It will display the list of the sites for search options.
z Select the site that you want to follow by pressing the enter key (refer Fig. 9.27).

Fig. 9.27: Following Microsoft Account

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9.5 Blog
Notes Blog (weblog) could be a website that is sort of a diary or journal. Someone who
frequently writes blogs is known as a ‘Blogger’ and the process of writing these
articles is known as blogging. They express their opinions and thoughts in a blog.
Video blog or Vlog is a blog containing video material. Though there are plenty
of websites used for blogging, here we will use ‘Blogger’ i.e., www.blogger.com
to understand more about blogs.
Step 1: The home page of blogger.com as shown below.

Fig. 9.28: Home Page of Blogger.com

Step 2: Click on create your blog.

Step 3: It will ask you for your gmail account. Login to your gmail account and
you can see the screen as shown below.

Fig. 9.29: Select the Blogger Profile That You Want

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Step 4: Click on ‘Create New Blog’ as shown in Fig. 9.30.

Notes

Fig. 9.30: Blogger Welcome Page

Step 5: Enter the title, address and choose template for your blog as shown in
Fig. 9.31.

Fig. 9.31: Creating a New Blog

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Step 6: Click on ‘New post’ to start blogging (refer Fig. 9.32).

Notes

Fig. 9.32: Creating a New Post

Step 7: Write your blog and click on ‘Publish’ (refer Fig. 9.33).

Fig. 9.33: The Text Editor for Writing Blog

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Step 8: After publishing your blog, it will allow you to edit or share your blog (refer
Fig. 9.34).
Notes

Fig. 9.34: Your First Blog

9.6 YouTube
Another widely used social media platform is YouTube. It not just allows you to
reach a wide number of audience, but has many other advantages and still it is

Fig. 9.35: YouTube Search

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extremely simple to use. It can be used without even creating an account. By simply
visiting the website https://www.youtube.com/ will allow you to browse through
Notes different videos and search for your preferred videos. However, to save your
preferences, you can create an account.
YouTube can be accessed via its mobile applications as well. As YouTube is a
Google product, it allows you to login using your existing gmail account or if you
create a new account, that account will again work across all google services.
YouTube homepage will show you the list of latest trending videos and you can
use the search box for your content. Following screenshot shows a YouTube
search with the keyword ‘nios vocational courses’:
As it can be seen in the Fig. 9.35, a simple search will return the results that can
have both the videos and suggested channels. You can simply watch any relevant
video or go to a channel you like. Let’s have a look at the video we got in the results.

Fig. 9.36: YouTube Channel Page

Above screenshot shows the homepage of a channel named ‘NIOS Vocational

Courses’. We can Subscribe to this channel by clicking the ‘SUBSCRIBE’ button.
Subscribing to a channel allows the channel to send us notifications when they
upload a new video. YouTube is gaining publicity in the education industry these
days. People use it for online lectures, classroom sessions and trainings. Additionally,
we can create our own YouTube channel and upload new videos ourself.

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All the above mentioned social networking sites are used for online learning,
different types of communications, professional development, making friends,
Notes
sharing content, uploading videos etc. Every individual must maintain the cyber
ethics. User has to be very careful while using and posting messages, videos or any
other material in social networking sites. We must not be involved in wrong or
improper activities.

9.7 Digital Footprints

On using internet, every user leaves behind huge amount of information about the
various activities the user has performed on internet. The information that the user
leaves behind after using internet is known as Digital Footprint. It includes the
‘websites’ the user visits, ‘emails’ sent by the user and the information submitted
by the user while using ‘online’ services.
There are two main classifications for digital footprints: passive and active.
A passive digital footprint is formed once knowledge is collected without the
knowledge of owner (also known as data exhaust).
Active digital footprints are created once personal data is discharged deliberately
by a user for the aim of sharing information regarding oneself. It may be by means
of websites or social media that the user visits.
Various techniques can be used to reduce the digital trail. Some of them are
mentioned below:
z Check all your privacy settings.
z Remove old accounts.
z Unsubscribe from mailing lists.
z Register with a different email address.
z Use stealth mode when browsing.
z Think before you post.
z Use anti-tracking tools.

Intext Questions 9.1

1. Write True or False for the following statements.
(a) Excessive usage of social media creates health hazard.

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(b) People from same walk of life can connect with each other through the
social media.
Notes
(c) Facebook was created by Marc Zuckerberg.
(d) Maximum 250 characters are allowed in a tweet.
2. Fill in the blanks.
(a) ..................... is a trail of data.
(b) People who write blog are known as .....................
(c) ..................... is a business and employment-oriented service.

What You have Learnt

z Social networking website is a platform that enables the users to communicate
through internet with other users over the web.
z Some of the social networking sites are Facebook, Twitter, Instagram,
LinkedIn, WhatsApp, YouTube and Blogs etc.
z LinkedIn is a popular social website focuses on our professional journey by
letting us prepare a well written professional profile and then helping us in
finding a new job as well.
z We can use Facebook for sharing personal or professional information.
z Twitter is a free social networking microblogging service that permits
registered members to broadcast short posts referred to as ‘tweets’. To
connect a tweet to a general topic, members add hashtags (#) to a keyword
in their post.

Terminal Exercise
1. What is the importance of social media?
2. Explain the disadvantages of social media.
3. How to create an account in LinkedIn? Explain the steps.
4. Explain the various types of digital footprints.

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Answers to Intext Questions Notes

9.1
1. (a) True (b) False
(c) True (d) False
2. (a) Digital footprint (b) Blogger
(c) LinkedIn

Key Learning Outcome

z Able to exploit the large potential of social networking sites responsibly.

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 Securing the Computer System

Notes

10
SECURING THE COMPUTER SYSTEM

Today we live in the technological era where Internet has become indispensable
part of our lives. Internet and its services help us perform multiple tasks. Using
Internet, we can search any type of information, do online shopping and banking,
book movie, railway and flight tickets, undertake online courses and many more.
Unfortunately, there is other side of the coin as well. If not used, with caution,
Internet is a dangerous tool in the hands of malicious people. Internet and its
related services have brought lot of security threats. The most effective way to
protect yourself from the cyber threats is to be aware of them and take appropriate
measures to protect yourself, your device and your data. In this lesson, we will be
talking about cyber security, cyber law and e-waste management.

Objectives
After reading this lesson, you will be able to:
z define cyber security;
z secure the computer system;
z describe cyber law;
z explain about e-waste and its harmful effects.

10.1 Cyber Security

Cyber security refers to the processes, practices and techniques designed to
protect our devices, networks, data and programs from attack, damage or any sort
of unauthorized access. It is also referred as ‘Information Technology Security’

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or ‘Cyber Safety’. Anyone trying to access our computer without authorization

is a threat to our identity as well as data or other related resources. Any such
activity comes under ‘Cyber Crime’ and is liable for punishment under Indian Notes
Penal Code. Some of such activities are online transaction fraud, online stalking,
identity theft, child pornography etc. They are potential cyber threats and a major
concern for all countries across the globe. The purpose of cyber security is to take
measures to prevent these attacks and devise measures to be taken if any such
attack takes place.

10.1.1 Need for Cyber Security

Cyber Security is of utmost importance today. In fact, the cyber security market
currently is over150 billion. As most data is available on the net, we need to be
aware of the need for cyber security. Some of the points are discussed below:

z Availability of Data for All: Today anyone can get any information, may it
be personal, professional or organizational; all data is accessible to any person
in the world. It is therefore very important to know the means to protect data
from unauthorized access, copying and distribution.

z Protecting Organizational Data: Organizations share confidential data

over the network with their employees for business purposes. Such data has
to be protected from being leaked and used by other competitors.

z Personal Safety on Internet/Protection of Personal Data on Social

Media: The personal information available on social networking sites such
as Facebook, Instagram, LinkedIn etc. is also prone to hacking. This
information can be used for malicious purposes.

z National Security: ‘Cyber Attacks and Digital Spying’ are one of the most
dangerous threats to national security. The anti-nationals and terrorists are
always trying to steal sensitive data related to a particular country and use it
to for anti-national activities. So, it is very important to be cautious and take
adequate precautions to save our data.

10.1.2 Steps to be Taken to Secure Your System

Data may be saved on our personal computer, private network or public network.
It is very important that our data is kept safe and secure, wherever it is stored.
Anyone can steal the computer or laptop or any storage device and use it for
malicious purposes. If data is being stored on cloud, it may be hacked. Hence, when
we talk about security of the system, it has to be kept secure from physically being
stolen and also from being hacked.Each one of us should be well aware of cyber

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threats and take adequate measures to protect our system. Following are the steps
that should be taken to protect and secure your system from potential cyber crimes.
Notes
z Always Password Protect Your System: It is always advised to password
protect your system and also certain applications or files containing sensitive
data. One should keep the following points in mind while setting passwords:
o Do not share your passwords with anyone.
o Do not use the same password for all applications.
o A password should be strong having a combination of alphabets, digits
and special characters.
o It is not good to have your initials, date of birth, pet’s name etc. as your
passwords.
o Preferably your password should be 8-10 characters long and should
have special characters too..

You may use password manager application that will help you to remember
multiple passwords.
z Always Update Your System: You should always update the operating
system, antivirus or any other software installed in your computer. Although
the updates add on some extra features but they also cover the cyber security
loopholes. Generally, one gets message pop ups when the system or any
software is due for updates. Many OS and other applications have the facility
to automatically update which makes things easier.
z Always Pay Attention to Security Warnings: If the system is giving
security warning, one should not ignore it. Immediate action nees to be taken
as directed by the application or the system.
z Always Install Original Antivirus: It is very well known that any machine
connected to the Internet is prone to viruses, worms, Trajans, or any other
form of malware. An antivirus software helps in protecting the system from
potential virus attack. Although it does not give 100% assurance to keep the
system safe, yet it gives quite a considerable amount of protection. One
should always use original antivirus software and keep on updating the
antivirus regularly.
z Never Open Unsolicited Mails: Most of the cyber attacks are through
emails. So avoid opening the mails that are sent from unknown persons. And
more importantly you should not click on any links provided in these mails,
unless you are sure that they are safe.

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z Always Download Authenticated and Reputable Software: Before

downloading any software, one should always check for its authenticity. In
fact, one should always download the programs from the software’s official Notes
site. Ignore the ads that prompt to download the software for your system’s
security or for any other incentive. These may be potential threats to damage
your systems or steal data from your system.
z Always Scan Your Files Before Downloading Them: Before downloading
any program, software or even an email attachment, it should be scanned for
any viruses.
z Enable the Firewall: A firewall acts a barrier between your computer/
network and the internet. It stops any data communication between your
device and the internet, thereby protecting it from potential cyber threats. This
is done as the firewall closes all ports, thereby stopping any type of
communication between your device and the internet. A firewall may be a
hardware or software. A hardware firewall often comes built in with home
routers while a software firewall generally comes built in with the operating
system. One needs to simply enable it by selecting the ‘Control Panel’ →
‘System’ → ‘Security’. Even antivirus software comes with built in firewall.
Still, we may install additional firewall if required.
z Adjust Your Browser Settings: A browser is an application that connects
you with the internet. So it is very important to make your browser secure.
You can adjust the security and privacy settings of the browser installed on
your computer. This lowers the risk of your system being attacked by hackers.

Customize and Control

Google button

Fig. 10.1: Browser Settings Option

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You can make settings to block cookies, to block the advertisements, to block
your location access and so on. It must be noticed that many of the options
Notes are disabled by default so, you have to enable them by selecting your
‘Browser Settings’ options. In Google Chrome, the Settings option is
available in the pop up menu that is displayed when we click on ‘Customize
and Control Google Chrome’ button present on the top right of the browser
(Fig. 10.1).
z Use Anti Spy Software: A spyware is a malware that is designed to gather
information secretly from a system or a database and send it to any third party.
Sensitive information such as banking and credit card details can lead to
identity theft and fraudulent transactions. Nowadays, latest antivirus programs
have anti spyware built in them. They also give protection against adware and
Trojans.
z Back up Your Data: It is always a good practice to back up your data on any
secondary storage device or on the cloud. This comes to rescue when your
system gets hacked or even when your hard drive crashes.
z Uninstall the Programs That are no Longer in Use: One should always
uninstall the programs that are not being used. This helps keep your system
secure and also increases the processing speed of your computer.

Intext Questions 10.1

1. State whether the following statements are true or false:
(a) Identity theft is not a cyber crime.
(b) We should not use same password for all applications.
(c) A firewall may be a hardware or software.
(d) It is not advisable to uninstall the programs that are not in use.
2. Name any two ways to secure your system

10.2 Cyber Law

Cyber law is the area/branch of law that deals with electronic devices, Internet and
its related services. Here the term ‘electronic devices’ includes computers,
software, hardware and information systems. Cyber law is also known as ‘Internet
Law’ or ‘IT Law’ or ‘Law of the Internet’. The large scale increase in the use
of smart devices and internet has led to various cyber crimes related to computers,
mobile phones, data storage and privacy of data.

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Cyber Law deals with legal issues related to cyber space and it covers a variety of
areas such as online privacy, intellectual property, freedom of expression, usage of
Internet, online transaction frauds etc. It gives protection to the victims of cyber Notes
crime by providing provisions to take action against the people committing such
crimes.

According to Cyber Law, the definition of cyber crime includes any unlawful act
done using digital devices that are connected to Internet. Following are some of
the acts that come under the purview of cyber crime:

z Online Fraud: The cyber law protects the internet users from online frauds
such as credit card thefts, identity thefts etc. A person who commits such
offence is liable to be prosecuted under this law.

z Copyright Infringement: With Cyber Law, copyright violators can be

booked. So it protects the rights of individuals and companies to earn profit
form their creative work. Any unauthorized download and usage is punishable
under this law.

z Defamation: Everyone has freedom of expression on the social media but

that doesn’t give the liberty to defame another person. So if anyone defames
someone by giving fake public statements that can cause harm to one’s
business or personal reputation on the Internet, he/she violates Cyber Laws
and is liable for action.

z Cyber Stalking and Cyber Bullying: Sometimes, a person is repeatedly

sends messages and posts that are often defamatory. They may be even
threatened online. This violates the Cyber Law and is liable for punishment.

z Business Ethics: Most of the companies exchange documents and also do

transactions online. Their trade secrets are protected under the Cyber Law.
This helps the competitive firms to protect their trade secrets.

z Identity Theft: The people with malicious intentions steal personal data such
as credit card details from the Internet and use it for transacting money or
extortion purposes. Even social media accounts of people can be hacked and
the information can be used for committing different types of fraud. All these
acts are punishable according to various provisions of cyber law.

To take cognizance of these acts, Indian Penal Code has some up with IT Act 2000.
It is based on The Indian Penal Code, 1860, The Indian Evidence Act, 1872, The
Bankers’ Books Evidence Act, 1891, The Reserve Bank of India Act, 1934, etc.

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This is the primary law as far as the cyber crimes and e-commerce in India are
concerned. The salient features of this Act are:
Notes
z The IT Act 2000 provides legal recognition to the transactions done via
electronic medium.
z It gives legal recognition to digital signatures for authentication of any
information.
z It facilitates and regulates online correspondence with the government
agencies and departments. For example, we can file online return, pay taxes,
apply for passports and Aadhar cards etc., and give online payments for these
services as well.
z It allows and facilitates electronic storage of data. Even government banks
such as RBI is given permission to store records in electronic form.
z It gives legal permissions for online transfer of money between customers,
banks and other financial institutions.
z It elaborates the offences, penalties and breeches related to cyber crime.
z It also lays down the trial procedure and justice dispensation system for cyber
crimes and its accused.
z It enacts penalties for offences such as damaging computer systems, committing
cyber terrorism etc.
z The section 66A of the Act makes the offensive messages illegal and owners
of the servers are responsible for its content. If any offensive image is
uploaded and forwarded on social media, its server owner will be held liable.
A cyber crime of any nature should always be reported to cyber cell in local police
station. The Government of India has laid down various initiatives to facilitate
victims of cyber crime so that they can file complaints online.

The complaint of cyber crime can be reported online through cyber crime
portal. (https://cyber crime.gov.in/cybercitizen/home.htm). Through this portal,
the victim can report an anonymous complaint where the victims or the
complainants may not disclose their identity.

Advantages of Cyber Law

The various advantages of Cyber Law are as follows:
z The IT Act addresses all issues of security on the Internet which includes
personal, professional and organizational security of data and services.

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z The companies and organizations are able to carry out their business
processes according to the legal provisions stated in the IT Act 2000. This
Notes
encourages healthy trade practices.

z Digital Signatures have been given validity making exchange for authenticated
documents easier between companies and government organizations.

z It has increased the utility of e-governance as well. The Government can now
issue notifications and circulars on the web for the general public. Similarly,
people can transact with government through various online portals. For
example, nowadays we can apply online for passports or even file online IT
returns.

Intext Questions 10.2

1. Fill in the blanks.

(a) Cyber Law is also known as .........................

(b) The ......................... provides legal recognition to the transactions done

via electronic medium.

(c) A cyber crime of any nature should always be reported to .........................

in local police station.

2. What is the advantage of giving validity to digital signatures by IT Act 2000?

10.3 E-Waste Management

E-Waste stands for electronic waste. The old electric and/or electronic devices that
are no longer in use constitute e-waste. It can be computers, laptops, mobile
phones, tablets or any other electrical or electronic device or accessories that we
intend to throw away. These dumped electronic devices have harmful chemicals/
elements that cause water, air or soil pollution. It is therefore very important that
such toxic waste are not thrown like any other garbage material but is managed in
the manner that is less harmful to environment and humans. When e-waste is
deposited in a landfill just like any other household garbage, it tends to leach. When
water passes through it, it picks up traces of toxic chemicals. This contaminated
landfill water reaches natural groundwater and contaminates it. This can be
harmful if it enters any drinking water bodies.There should be strict penalties for
dumping e-waste in landfills.

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Notes

Fig. 10.2: E-waste in Landfills

https://ccsearch.creativecommons.org/photos/f07ccfb8-4ca7-423a-8e34-
c9b176bfbd66

Fig. 10.5: E-waste Types

http://www.elcita.in/faqs-on-e-waste-recycling/

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10.3.1 Harmful Effects of E-Waste

The electrical/ electronic devices contain hazardous chemicals and metals such as Notes
lead, beryllium, cadmium, plastics etc. Most of the materials used are complex and
are difficult to recycle. They are also considered to be toxic and carcinogenic. That
is why ‘Waste Electrical and Electronic Equipment (WEEE)’ is becoming a
major threat to the world. This e-Waste, if not disposed in proper manner can be
extremely harmful to human beings, animals and environment. Some of the
harmful effects of e-waste are discussed below:
z Lead is the most widely used metal in electronic devices. The high level of lead
contained devices such as monitors and batteries contaminate air, water and
soil. Thereafter lead enters the human body through food, water, air and soil
thereby causing ‘Lead poisoning’ that causes disturbance in brain
development, central nervous system and kidneys.
z Many such devices also contain high levels of mercury which causes respiratory
disorders and brain damage.
z Various forms of plastic found in electronic/electrical devices react with
moisture and air thereby polluting the environment. It damages the immune
system of the body and also causes various psychological problems such as
stress and anxiety.
z When e-waste is burnt, the motherboard elements react to create a harmful
chemical called beryllium which causes lung cancer, skin diseases and
allergies.

10.3.2 Management of E-Waste

The efficient disposal of e-waste is known as E-Waste Management. Having
realized the hazards of E-waste, we can now understand the importance of E-
waste management. Although we cannot completely destroy E-waste, yet efforts
should be made to convert them into less harmful items before disposing them
completely. Some of the most feasible methods of e-waste management are
‘recycling, refurbishing and re-use’.
‘Recycling’ is the method in which the e-waste is converted to something that can
be used again in some or the other manner. Many devices such as mobile phones,
CPU’s, keyboards, laptops etc., can be recycled with the help of recycling process.
The equipment is dismantled and its precious metals such as copper, gold or lead
can be extracted. This can be achieved if the manufacturers of such devices use
green elements or recyclable material for their production. Also recycling should
be done with proper precautions and care. It should be made mandatory to wear

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gloves and masks during the recycling process. Nowadays there are many e-waste
recycling companies coming up with the pickup facilities for collecting old
Notes electrical or electronic items from your homes.
Refurbishing is the process in which the electronics are sold again at lower prices.
This benefits both society and the environment. The word ‘refurbish’ means to
renovate.
Re-use: In this process of e-waste management, the electric or electronic device
is reused after making a slight modification. Devices such as mobile phones,
computers, laptops etc., can be re-used.
The government needs to take a few stringent steps in order to promote e-waste
management. Some of these steps are as follows:
z Various recyclable units should be set up and promoted so that people can
easily send their devices and appliances for recycling.
z There should be proper arrangements for safe storage of e-waste or its
recycled products.
z Research for efficient utilization of e waste should be encouraged.
z There should be strict rules and laws pertaining to e-waste management. The
rudimentary methods of waste disposal and recycling should be stopped.
People openly burn the waste, heat circuit boards, expose them to acid baths,
dump waste into landfills, and so on. Anyone who is caught doing such acts
should be punished.

It is estimated that more than 55 metric tonne E-Waste is generated every

year globally.

Intext Questions 10.3

1. What does ‘E’ in E-waste stand for?
2. What is the name of the process in which the electronics are sold again at lower
prices?
3. Name the chemical that is created when e-waste like motherboard is burnt?
4. Name any two toxic materials contained in e-waste.

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5. A ......................... acts a barrier between your computer/ network and the

internet.
Notes
6. Before downloading any software, one should always check for its
.........................
7. The ......................... elaborates the offences, penalties and breeches related
to cyber crime.
8. A ......................... is a malware that is designed to gather information secretly
from a system or a database and send it to any third party.
9. The efficient disposal of e-waste is known as .........................

What You have Learnt

z Cyber Security/Information Security/Cyber Safety refers to the processes,
practices and techniques designed to protect our devices, networks, data and
programs from attack, damage or any sort of unauthorized access. It is also
referred as ‘Information Technology Security or Cyber Safety’.
z Nowadays, as most data is available on the net, we need to be aware of the
need for cyber security.
z It is very important that our data is kept safe and secure, wherever it is stored.
For this following steps should be taken:
o Always password protects your system.
o Always update your system.
o Always pay attention to security warnings.
o Always install original Antivirus.
o Never open unsolicited mails.
o Always download authenticated and reputable software.
o Always scan your files before downloading them.
o Enable the Firewall.
o Adjust your browser settings.
o Use Anti Spy Software.
o Back up your data.
o Uninstall the programs that are no longer in use.8

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z Cyber crime includes any unlawful act done using digital devices that are
connected to Internet. Online Fraud, Copyright Infringement, Defamation,
Notes Cyber Stalking and Cyber bullying, Business ethics and Identity Theft are
some of the acts that come under the purview of cyber crime.
z IT Act 2000 of Indian Penal Code takes cognizance of cyber crimes.
z E-Waste or electronic waste is constituted by the old electric and/or electronic
devices that are no longer in use.
z E-waste contains hazardous chemicals and metals such as lead, beryllium,
cadmium, plastics etc., that are difficult to recycle. Hence, it should disposed
in a proper manner.
z Some of the most feasible methods of e-waste management are recycling,
refurbishing and re-use.
z Recycling is the method in which e-waste is converted to something that can
be used again in some or the other manner.
z Refurbishing is the process in which the electronics are sold again at lower
prices.
z ReUse: In this process of e-waste management, the electric or electronic
device is reused after making a slight modification.

Terminal Exercise
1. Fill in the blanks:
2. State whether the following are True or False:
(a) The purpose of cyber security is only to prevent cyber attacks.
(b) We can ignore the security warning being given by our system.
(c) We should download the software from the website that looks most
beautiful.
(d) Downloading an image that has copyright restrictions is a cyber crime.
(e) We should burn e-waste to get rid of it.
3. Define the following
(a) Cyber Security (b) Cyber Crime
(c) Cyber Law (d) E-waste

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4. Answer the following questions:

(a) Why is cyber security important today? Give minimum three points to Notes
support your answer.
(b) What points should be kept in mind while setting the passwords?
(c) Name any four salient features of IT Act 2000.
(d) Write any two advantages of Cyber Law.
(e) Why e-waste should not be dumped in a landfill?
(f) Differentiate between recycling and refurbishing.

Answers to Intext Questions

10.1
1. (a) False (b) True (c) True (d) False
2. Use original antivirus, password protect your system

10.2
1. (a) IT Law (b) IT Law 2000 (c) Cyber cell
2. It has made exchange for authenticated documents easier between companies
and government organizations.

10.3
1. (a) Electronic (b) Refurbishing
(c) Beryllium
2. Lead, mercury 5. Firewall
6. Authenticity 7. IT Act 2000
8. Spyware 9. E-Waste Management

Key Learning Outcome

z Be able to take measures to secure the computer system and be aware of
the different cyber security laws for the same.

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 Introduction to E-services

Notes

11
INTRODUCTION TO E-SERVICES

In our day to day lives we avail many services. Many of these services are our daily
requirements and few are needed occasionally. Transportation, communication,
water and electricity are few of the services. In earlier times, to avail any service,
our parents and grand parents had to wait in queues, take leave from their
workplace, write applications, visit the respective organization/office etc.
Technology has made our life easier and we are saved from the hassles that our
parents and grandparents had faced. This has been made possible because of the
E- services.In this lesson we will understand and discuss the various E-services
initiatives that can make our day to day operations easier.

Objectives
After reading the lesson you will be able to:
z define E-service;
z use the government initiated E-services;
z describe the benefits of E-services;
z list the E-services provided by institutions.

11.1 E-service
Any service that can be availed electronically is known as E-service. The popular
electronic mediums that we are using are telephone, call center services, mobile
phone, television or Internet. The rise in the usage of smart phones has ensured the
maximization of availing facilities and services using Internet. The Internet has
played a significant role in revolutionizing E-services. The impact has been such

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that nearly every sector is providing services online so that the customers are able
to take advantage.Internet as you know has the capability to connect even the
remotest area, thus benefiting the people and in turn the society. Notes

An E-service comprises of service provider, service receiver and the channels of

service delivery. The technology used for channel of E-service delivery is, mostly
Internet.

Government Initiated E-services

Service provider in such cases will be a government/public agency and the public
or citizens are the service receivers. The government realizes the power of
technology and hence continuously works to provide E-services to the remotest
area transparently and efficiently. In this endeavor, a number of E-services have
been initiated.

National Portal of India

In order to have a single window access to all the E-services being provided by the
Indian government, National Portal of India has been created. The portal also has
a section called ‘Know India’ that contains authentic information about the
country such as places to visit and information on approved tour operators for
different states, information on various topics such as power and energy, foreign
affairs etc. Thus proving beneficial for foreign citizens, researchers and scholars.
India.gov.in – this has beneficial sections for people living abroad, business
persons, government employees, senior citizens.
The URL is: https://www.India.gov.in (refer Fig. 11.1).

Fig. 11.1: National Portal of India

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Passport Seva

Notes In order to travel to other countries in the world, the government issues an essential
travel document known as the Passport. The purpose of travelling can be meeting
relatives in other countries, tourism, pilgrimage, education, business purposes or
medical attendances. Citing the hassles that one faces to apply for a passport, the
Ministry of External Affairs has been successfully providing Passport services also
popularly known as ‘Passport Seva’ online. The services include applying for
passport services, renewal through an appointment etc., to ensure simple, efficient
and transparent processes for delivery of passport and related services.
The URL is: https://portal2.passportindia.gov.in/ (refer Fig. 11.2).

Fig. 11.2: Passport Seva Page

DigiLocker
Locker is a term associated with keeping valuables at a safe place, and all of us have
many documents that are of immense value to us such as our educational
certificates, driving license, voter id, documents associated with our home, job,
vehicles etc. Losing any one of them can cost us dearly. To prevent any such
unfortunate event we can use the services of DigiLocker. A DigiLocker allow us
to upload scanned copies of our documents so that we can access it anytime and
anywhere. The uploaded copies can be electronically signed using the eSign
facility. The digital documents in the DigitalLocker can be shared with organizations,
hence carrying physical copies is not a necessity anymore. As an example of the
utilization of the DigiLocker facility by institutions, CBSE had sent digital copies

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of all the board appearing students to the digital locker which is connected to their
Aadhaar (UIDAI) id.
Notes
The benefits of Digilocker are:
z The digital documents can be accessed anytime, anywhere and shared online,
thus saving time.
z Digital Locker makes it easier to validate the authenticity of documents as
they are issued directly by the registered issuers.
z Self-uploaded documents can be digitally signed using the eSign facility
(which is similar to the process of self-attestation).
The URL is: https://digilocker.gov.in/ (refer Fig. 11.3).

Fig. 11.3: DigiLocker

Educational Initiatives
Some of the educational initiatives by government are:

SWAYAM (Study Web Access for Young Aspiring Minds)

It is a programme that aims to ensure equity and quality in education. The
programme hosts a number of resources that can be chosen as per the learning path.
The learning path could include School, Certificate, Diploma, Undergraduate,
Post graduate.
The URL for accessing the SWAYAM portal is: https://swayam.gov.in/ (refer Fig.
11.4).

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Notes

Fig. 11.4: SWAYAM Home Page

National Repository of Open Educational Resources (NROER)

NROER is a collaborative platform, which brings together everyone interested in
school and teacher education. It is a repository of Open Education Resources
licensed under Creative Commons license so that quality educational resources
can be accessed by one and all.
The URL is: https://nroer.gov.in (refer Fig. 11.5).

Fig. 11.5: NROER Page

UMANG App
Taking advantage of the Internet and smartphone penetrations in the Indian
households, the Government of India aims to drive Mobile Governance in India
through UMANG (Unified Mobile Application for New-age Governance) app
(refer Fig. 11.6). It is a single window access to all Government initiated E-services
ranging from Central to local Government bodies and other citizen centric
services. UMANG intends to provide major services offered by the Central and

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State Government departments, Local bodies and other utility services from
private organizations. It provides a unified approach where citizens can install one
application to avail multiple government services. Notes

Fig. 11.6: UMANG APP

National Digital Library of India (NDLI)

NDLI has been created with an objective to integrate several national and
international digital libraries in one single web-portal. Educational materials are
available for users ranging from primary to post-graduate levels. The repository
hosts contents from multiple subject domains such as Technology, Science,
Humanities, Agriculture and others. The items in the repository are available in
more than 70 languages (refer Fig. 11.7).
The URL is: https://ndl.iitkgp.ac.in/

Fig. 11.7: NDLI Home Page

Online Registration System (ORS)

With an intention to link various hospitals across the country, a framework called
ORS has been developed (refer Fig. 11.8). It allows the user to book an

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appointment without visiting the hospital. To ensure efficient and effective data
maintenance Aadhaar based online registration and appointment system is utilized.
Notes This requires the registration of mobile number with UIDAI (Unique Identification
Authority of India) through Aadhaar. In case the mobile number is not registered
then the patient’s name is used to fix appointment and a Unique Health Identification
(UHID) number is issued. The highly reputed AIIMS hospital has been using the
framework effectively.
The URL is https://ors.gov.in/

Fig. 11.8: Online Registration System

Online Ticketing System

Indian railway is often described as the ‘Lifeline of the nation’. It will not be
wrong to say that it is the most used means of transportation. Travelling by train
requires booking of tickets. Tickets may be booked in advance or at a short notice
depending upon the availability. IRCTC (Indian Railways Catering and Tourism
Corporation) provides the facility of booking, cancellation of rail tickets along
with 24/7 contact center to help the customers with their tour bookings, train
reservations, enquiry of availability of seats, and train timings (refer Fig. 11.9). It
also provides the facility to track train along with E-catering. Adding to its
services, it also allows the booking of air tickets through the URL air.irctc.co.in
with different service providers. Their services can also be accessed using the
mobile app.
The URL is https://www.irctc.co.in/
You can also book your flight and bus tickets by using respective websites. For
booking Air India flights you can use the URL www.airindia.in.

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Notes

Fig. 11.9: Indian Railways Home Page

National Electronic Funds Transfer (NEFT)

With an aim to ensure transparency and save time in the process of monetary
transactions, the Reserve Bank of India has initiated and maintains the electronic
funds transfer system known as NEFT. It is synonymous to Internet banking and
allows transferring the money in a time effective manner. It gives the liberty of
transferring any amount of money from anywhere to anywhere, provided the
customer initiating (person transferring the money) the transfer has an Indian
Financial System Code (IFSC) of the bank branch where the beneficiary (person
receiving the money) account is located besides the beneficiary’s account number
and the name as mentioned in the beneficiary’s bank account. IFSC is a unique
address for a particular branch. You can get the details of NEFT enabled bank
branches and their IFSC codes from the Reserve Bank of India’s website. You can
do NEFT in both nationalized and private banks.
Unified Payment Interface (UPI) is an unique identifier that the bank uses to
transfer money and make payments using Immediate Payments Service (IMPS).
IMPS is faster than NEFT and works 24×7.
The URL is: https://www.rbi.org.in/scripts/neft.aspx (refer Fig. 11.10).

Fig. 11.10: Reserve Bank of India Web Page

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Notes Intext Questions 11.1

1. Fill in the blanks:
(i) ORS stands for ......................
(ii) ...................... gives the liberty of transferring any amount of money
from anywhere to anywhere.
(iii) ...................... is an essential travel document issued by the government
to travel to other countries in the world.
(iv) ...................... provide a single window access to the E-services being
provided by the Indian government.
(v) ...................... facility is similar to the process of self-attestation.
2. State whether True or False
(i) The NDL repository has items available in two languages namely
English and Hindi.
(ii) To avail E- Services the user needs to provide UIDAI id.

Benefits of E-services
The previous section has showcased few of the landmark E-services that are bound
to benefit the society at large. The following are the benefits of E-services:
z Greater Reach: The penetration of Internet and smartphones in the Indian
household can allow a person from even the remotest village to access the e-
services, thus allowing a greater reach.
z Access to Diverse Users: The E- services have been created with an aim to
benefit all the sections of the society irrespective of age and qualifications.
z Enhances Transparency: Since E-services allows the users to directly
connect with organizations/ institutions hence it allows transparency in the
transactions.
z Convenient Access: The availability of E- Services with user friendly
interfaces at a click or touch of a finger allows users to avail services as per
their convenience.
z Timely Delivery of E-services: Since the process is digital, it allows for
speedy communication between departments thus ensuring timely delivery of
the E-services.

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z Saves Cost: It saves cost both for the service provider and the person availing
the services in terms of setting up of infrastructure, hiring employees,
transportation, paperwork etc. Notes

z Easy Expansion: It is easier to upgrade features or add services to improve

the user experience and service features.

Institution Initiatives
Taking advantage of the digital revolution, nearly all the institutions have
accommodated technology in their day to day operations to benefit its users. They
have successfully migrated their essential processes from manual to online.The E-
services provided by educational institutions can be broadly outlined as follows:
z Filling of application form
z Viewing admit card
z Downloading study material
z Viewing results
NIOS has also been offering its e-services to the learners through their website.
The URL is: https://nios.ac.in/eservices.aspx (refer Fig. 11.11).

Fig. 11.11: NIOS Web Page

What You have Learnt

z National Portal of India has been designed to access all Indian Government
E-services.
z A DigiLocker can allow us to upload scanned copies of our documents for
anytime and anywhere access.

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z SWAYAM will help the learners to access the course content, audio, video
files, and attempt the quizzes for their registered course at anytime, anywhere.
Notes
z NROER, NDLI, UMANG App, ORS, online ticketing system and online
banking app are also available for use.
z Some of the benefits of E-services include access to diverse users, timely
delivery of E-services and saves cost.

Terminal Exercise
1. Define E-service.
2. What are the components of an E-service?
3. How does an E-service help the service provider?
4. How can E-services benefit the end user?
5. List the government initiated E-services in the field of education.

Answers to Intext Questions

11.1
1. (i) Online Registration System (ii) NEFT
(iii) Passport (iv) e Sign
(v) National Portal of India
2. (i) False (ii) True

Key Learning Outcome

z Be able to exploit different types of e-services with respect to the user’s
requirements.

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Notes

12
ASSISTIVE TECHNOLOGY FOR
DIFFERENTLY-ABLED PERSON

Now-a-days you must have seen that differently-abled persons can perform tasks
very efficiently by using some of the digital devices. These devices are developed
for them to undertake basic tasks such as reading the text, writing the content and
listening to sounds, etc. In this lesson, you will learn about some of the assistive
tools which are used by them to work in a better way as well as to carry out the
routine tasks like others.

Objectives
After reading this lesson, you will be able to:
z list the types of disabilities;
z discuss software assistive tools and hardware tools;
z use the assistive tools.

12.1 Assistive Technology

People with disabilities require assistance in performing some of the tasks in their
life. With technological assistance, they can perform most of the activities
efficiently. For example,
z A person with low vision requires assistance in typing and reading. Certain
softwares are available for the help of such people.
z There are computers with large keys for the help of a person who is suffering
from limited hand function.

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z People with physical disabilities, can use mobility assistance, such as

wheelchairs, scooters, walkers, canes, crutches, prosthetic devices, and
Notes orthotic devices, to enhance their mobility.
z Hearing aid can improve listening abilities for people with hearing problems.
z Cognitive aids, including computer or electrical assistive devices, can help
people with brain injury.
z Computer software and hardware, such as voice identification programs,
screen readers, and screen enlargement applications, assist people with
mobility and sensory impairments.
z Aid devices, such as automatic page-turners, book holders, and adapted pencil
grips, enable learners with disabilities to take part in educational activities.
z Closed captioning allows people with hearing disabilities to enjoy movies and
television programs.
z Adaptive switches make it possible for a child with limited motor skills to play
with toys and games.
Assistive technology is any type of tool, software or technique that can be used by
the person with disabilities to accomplish the tasks, which otherwise would be
difficult for the person.
It acts as the bridge between the Person with Disabilities to the Information and
Communication Technology (ICT). A person can use this technology as per his/
her requirement.
Now let us learn about the disabilities.

12.2 Types of Disabilities

An individual, a person with a broken leg, a parent with a pram, an elderly person,
etc., are all disabled in one way or another.
Disabilities can be categorized into:
z Physical Disability: such as blindness, hearing impairment, etc.
z Mental Disability: such as autism, learning disability, etc.
Physical Disability: Related to body and sensory functions.
Blindness: Any person who cannot see or lost his/her eyesight is known as blind.
Low Vision: A person who has partial vision.
Hearing Impairment: A person who cannot hear or has partial hearing ability is
known as a person with hearing impairment.

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Mental Disability: Related to the brain.

Cerebral Palsy: It is the name given to a group of conditions characterized by Notes

brain damage that produces a disorder of movement. These individuals have
multiple handicaps, hearing impairments, speech defects, etc. Also, they may have
difficulty with fine motor tasks, such as writing or cutting with scissors or be
affected by involuntory movements.

Autism: It is a type of neurological behavioral problem. In this a person lacks

social interaction skills i.e., the person is not able to communicate and interact with
others. The skill development of a person is uneven.

Learning Disabilities (Dyslexia): It is a type of disability in which a person is not

able to understand what he/she reads (reading disorders).

Dyspraxia: It is another type of neurological disorder. In this, a person finds it

difficult to coordinate, plan and carry out motor movements. For example, a
person is not able to move his or her hand according to his or her eye coordination.

Dysgraphia: It is a type of learning disability that affects handwriting and fine

motor skills such as coordination of small muscles of hands and fingers. There may
also be a difficulty with spelling or writing.

Dyscalculia: Difficulty with calculations. In this, a person is not able to perform

arithmetic calculations due to brain disorder.

Attention Deficit and Hyperactivity Disorder (ADHD): In this, a person is not

able to pay attention and control his/her behavior. The person is restless and always
hyperactive.

Intext Questions 12.1

1. State True or False.
(a) A person suffering from dyscalculia has difficulty in expressing his/her
views.
(b) Text Readers can identify all the text written in the book.
(c) A person suffering from 40% or above disability is categorized with a
person with a disability.
(d) All hyperactive people are known as person with disability.

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2. Fill in the blanks

(a) In ........................... a person has uneven skill development.
Notes
(b) ADHD person is suffering from ...........................
(c) A person with ........................... impairment is not able to hear things
properly.
(d) ........................... includes assistive, adaptive and rehabilitative devices
for people with disabilities.

12.3 List of Assistive Tools

The below mentioned assistive tools are designed as per the requirement of
Persons with Disability. They can be categorized into two groups viz.,software and
hardware.
Some of the Common Software Assistive Tools are:
z Screen Readers: This software is used by blind or visually impaired people
to read the content of the computer screen. Examples include JAWS for
Windows, NVDA, or Voiceover for Mac.
z Screen Magnification Software: This software allows the user to control
the size of text or images on the screen. This has the ability to increase the size
of the text.
z Text Readers: This software is used by the people who face difficulty in
reading the text on the computer screen. This software will read the text and
can also highlight the word being spoken.
z Speech Input Software: This software application is used by the person who
has difficulty in typing the text. Users can instruct the system to click a link
or a button or use a menu item. For example, Dragon Naturally Speaking for
Windows or Mac, Siri, Cortana, etc.
z Braille Translators: A braille translator is a software program that first
translates the text written by the user into braille notations and then sends it
to a braille embosser. It then prints a hard copy of the original text. It is really
helpful for the blind people as they get the assistance to read any of the text
in braille notation.
Some of the Common Hardware Assistive Tools are:
z Braille Printers: It is an output device that creates tactile dots on heavy
paper and prints the text in braille dots (refer Fig. 12.2). A file or document
printed in tactile dots is easily read by the blind people. A braille embosser

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(refer Fig. 12.1) is an impact printer that prints text as tactile braille dots.
Using braille translation software, a document can be embossed with relative
ease, making braille production efficient and cost-effective. Notes

Fig. 12.1: Braille Embosser

https://nelowvision.com/product/juliet-double-sided-braille-embosser/

Fig. 12.2: Braille Printer

https://commons.wikimedia.org/wiki/File:Imprimante-braille.jpg
z Reading Devices: People with low vision or impartial vision require help in
reading the content. Some of them use magnifiers, reading glasses and reading
telescopes. Let us learn about them one by one.
„ Magnifiers. Magnifiers (refer Fig. 12.3) are commonly used by the
persons for viewing the content or things in an enlarged size. By holding
it in the hand and moving across the text, the text looks big in size and
then you can read the text.

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Notes

Fig. 12.3: Magnifier

https://commons.wikimedia.org/wiki/Category:Assistive_technology_for_people_
with_visual_impairment#/media/File:Magnifying_glass_hebrew.jpg
„ Reading Glasses. These are special high-power reading glasses. It
helps a person with low vision to read small prints. These glasses are
stronger than normal reading glasses (refer Fig. 12.4).

Fig. 12.4: Children with Low Vision Using Reading Aides for Study
https://ocutech.com/bioptics-help-individuals-with-visual-impairments/
„ Reading Telescopes. These telescopes are used for reading purposes
only. They are generally mounted on the lenses of eyeglasses. It
increases the size of the text from a normal distance. These are often very
helpful for people with low vision.
z Video Magnifiers. These devices are attached to the desktop (refer Fig.
12.5). It is used to display the images in a bigger size. These desktop devices
have a camera lens that displays the images in big sizes on a computer screen.
Using this, a person can sit as close to the screen and adjust the magnification,
brightness, contrast, and color of the display according to them.

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Notes

Fig. 12.5: Video Magnifier

https://www.enhancedvision.co.uk/images/products/Merlin-Elite/600x600/
MerlinElite1.jpg
z Portable Electronic Magnifiers: These are small and easy to carry devices.
It looks like an iPad or any other tablet computer. One can hold this device
in front of the reading material and then the bigger sized font or image appears
on the LED screen.
z Scanning Devices: This device can hold any instrument or document so that
the user can view the details of the page or document.
z Digital Talking Books: It is a collection of electronic books. These electronic
files are stored in the form of audio or video files. DAISY (Digital Accessible
Information System) is a technical standard for digital audiobooks (refer Fig.
12.6). DAISY is designed so that books can be converted to audio files. These
types of books are specifically designed for people with disabilities like
blindness, impaired vision, and dyslexia. These books also help the people to
navigate through the files.

Fig. 12.6: A Daisy Player and Audiobook

https://en.wikipedia.org/wiki/DAISY_Digital_Talking_Book#/media/File: Daisy_
player.jpg

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z Other Input Devices: Some users may not be able to use a mouse or a
keyboard to work on a computer. These people can use various forms of
Notes devices, such as:

„ Head Pointers: It is a stick or object mounted on the user’s head. It can

be used to press keys on the keyboard. This device is used by individuals
who are not able to use their hands for typing or using a mouse.

„ Motion Tracking or Eye Tracking: This is a type of assistive device

used to help the person to closely watch a target or a point.

„ Braille Keyboard: It uses the braille method on the actual keyboard

(refer Fig. 12.7). It is convenient for the visually challenged person to type
using braille dots.

Fig. 12.7: Braille Keyboard

https://commons.wikimedia.org/w/index.php?curid=48489740
z Listening Devices: An Assistive Listening Device (ALD) is used to
improve the hearing ability of the person (refer Fig. 12.8). The person who
is hard of hearing or has impaired hearing problems is unable to differentiate
between the speech and the background noise. In a noisy or crowded room,
it is almost impossible for an individual to identify the voice. Hard of hearing
listener has to distinguish between background noise and the speaker. It helps
the person to listen to audio files or listen to others. Hearing aids can amplify
and process such sounds and improve the ratio of speech to noise.

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Notes

Fig. 12.8: Assistive Listening Device (ALD)

https://commons.wikimedia.org/wiki/File:Assistive_Listening_Device.jpg
Trackball Mice or Joystick: There are many types of trackball mice or joystick
options for mouse control, for individuals with physical access challenges, who
may not be able to use a standard computer mouse. Trackball mice are also used
for ergonomic purposes, to avoid strain and injury (refer Fig. 12.9).

Fig. 12.9: Trackball Mice or Joystick

Intext Questions 12.2

1. State True or False.
(a) Dragon software does not search the web.
(b) Head Pointer is a type of keyboard.
(c) Portable magnifiers magnify only text.
(d) Motion tracking devices track the position of the person.

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2. Fill in the blanks

(a) The standard for digital talking books is set by ..........................
Notes
(b) A braille .......................... is an impact printer that renders text as tactile
braille cells.
(c) .......................... software is used as speech input software.
(d) People without hands use .......................... for typing text.

What You have Learnt

z Type of disabilities can be categorized in two ways: physical disability and
mental disability.
z Screen readers, screen magnification software, text readers, speech input
software, braille translator are some of the common software assistive tools.
z Braille printers, reading devices (magnifiers, reading glasses, reading
telescopes), video magnifiers, portable electronic magnifiers, scanning devices,
digital talking books are some of the assistive hardware tools.
z Head pointers, motion tracking or eye tracking and Braille keyboard are some
of the devices that help differently-abled learners to use a keyboard or mouse.

Terminal Exercise
1. What do you mean by assistive technology?
2. Briefly explain the term person with disability.
3. Give any four examples of assistive technology.
4. What are digital talking books?
5. Differentiate between Dyspraxia and Dysgraphia.

Answers to Intext Questions

12.1
1. (a) False (b) False (c) True (d) False

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2. (a) Autism (b) Hyperactivity or Restlessness

(c) Hearing (d) Assistive Technology
Notes
12.2
1. (a) True (b) False (c) False (d) False
2. (a) DAISY (b) Embosser
(c) Dragon (d) Head Pointers

Key Learning Outcome

z Be proficient in using various assistive technologies to aid differently
abled.

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 Customer Services

Notes

13
CUSTOMER SERVICES

At many places you must have observed or heard the saying that ‘Customer is
boss’, ‘Customer First’, ‘Customer is our priority’, ‘Customer is God’, etc.,
which establish the importance of customers to a business or service. The success
of any product or service is depending on its acceptance by the customers. The
revenue generation by a product/service is dependent on customers’ satisfaction.
While designing, developing, marketing or delivering a product/service, it is
therefore, important to realize that the target customer is of utmost priority. Every
process thus needs to be designed or developed targeting the customer for which
a lot of research is done. The customer base is a set of prospective customers who
are expected to purchase the product/service. A few of the important elements are
customer’s age, location, habits, expectations, etc. Realizing the importance of the
customer, this lesson will discuss various ways to make customer services a
cherished responsibility.

Objectives
After reading this lesson you will be able to:
z greet customers;
z practice basic communication skills;
z resolve the queries raised by customers;
z co-ordinate with all team members.

13.1 Greeting the Customer

Everyone in this world wants to be treated well and so do the customers. We need
to learn how to keep the customers happy. This does not mean bestowing customer
with lavish gift and offers, rather it means being genuinely at service. When you are

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at a position that demands client/customer interaction you need to carve out ways
to ensure total customer satisfaction. The popular saying ‘First impression is the
last impression’ works nearly for all the sectors. The first impression is mostly Notes
related to the way a customer is greeted. Always remember you are not a sole
service provider. In this era of competition getting a customer and customer
retention is a very demanding skill. Going ahead with the product/service being
offered is solely the customer’s choice, but as the face of the business, it is your
primary duty to ensure that the customer walks out of your door with complete
satisfaction. The following tips can surely help you in leaving a lasting impression
on your customers.
z Greet Your Customer with a Smile: On entering an office/store/shop if the
customer moves around for a while without any attention it is very likely that
he/she might move out and try another store. It is therefore extremely
important to make sure that the customer is greeted with a welcome message
and a smile. It surely makes the customer feel valued.
z Offer Help: Ask customer, ‘May I help you?’ and guide him/her accordingly.
Never suggest them what they should buy/avail, rather inform them about the
qualities of the product/service and help them to make a choice as per their
requirements.
z Pay Undivided Attention: In case you are occupied with some work and the
customer asks for your help, even though you might not be on customer duty,
always remember customer should be attended first. Stop all your work and
address the customer’s query or politely guide them to the person who can
help them with their query.
z Be Formal: No matter how friendly a customer be, make sure that you
converse formally and exhibit a professional behavior that will always ensure
uniformity and consistency in customer interaction. Sometimes an overfriendly
behavior might land you up in trouble.
z Dress Professionally: Ensure that you dress formally. Your hair should be
well combed. Female staff should prefer tying their hair. A decent, neat and
groomed appearance will ensure that the customers interact confidently and
freely with you.

Intext Questions 13.1

1. State whether True or False
(a) You should greet your customer, but not with a smile.
(b) You should tell user which product/service he/she should buy.
(c) Customer service representative is the face of the business.

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13.2 Basic Communication

Notes The ability to communicate effectively with customers is a vital factor of a
successful product/service. Hence, it is important to understand that the personnel
dealing with the customers are responsible for making or breaking the reputation
of a product or service. You must have come across several instances where you
would have preferred a product or service on the basis of the quality of customer
service. Though at this time, it is important to realize that to avail a service in
today’s scenario, the customer is not solely dependent on direct contact rather he/
she can use other communication channels such as mobile phones, SMS, email,
real time chat, etc. Hence, it is important to ensure effective communication.
Following are few points that you should consider while communicating with a
customer.

z Greet Customers and Verify Their Details: Greet your customer pleasantly
and ask for the details such as registered phone number and name on which
the product is registered.
z Be an Active Listener: Only a good listener can provide an effective
response. Make sure you focus on what the customer is saying before
formulating a response. When you are with the customer use positive body
language,ensure an eye contact, nod your head and write down points. While
being on phone make sure you express your attention by using small phrases
such as Ok, Yes I understand, etc. This way the customer realizes that you are
interested and paying attention.
z Impress: After the customer has finished talking, you should seek an approval
of your understanding by repeating what you have understood and seek the
customers’ approval. You should, thus, take notes while the customer is
talking to you and convey your understanding crisply in points.
z Never Interrupt: You should allow the customer to complete their sentence
to ensure that you are able to provide the correct feedback. Interruption is
taken as an offence and it might upset the customer. Keeping patience
demonstrates respect and will help you in interpreting the customer’s
requirement or complaint clearly.
z Use Clear Words and Sentences: While responding make sure, you use
terms that are easily understood by the customer. For example, a technical
term such as ‘booting’ can be replaced with a simpler word such as ‘Is the

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computer starting?’ or ‘switched on?’. To communicate effectively, always

use words and phrases that the customer can easily understand.
Notes
z Be Formal While Communicating: In today’s world of social networking,
many a times jargons(specialized or technical language) and acronyms like As
soon as possible (ASAP), For your information (FYI) are used while
communicating. But make sure that you use clear words and sentences
without jargons for the customers to understand even when you are
communicating electronically.
z Be Courteous: Suppose while communicating you need to know the serial
id of the product. You might ask ‘What is the product’s Serial Id?’. Though
there is nothing wrong with the question but might appear to be commanding
to the customer, thus creating a wrong impression. Hence, you should be in
a habit of asking in a polite and professional way such as ‘Sir/ Madam, can
I have the serial id of the product?’. Such habits demonstrate a commitment
for a high-quality customer service.
z Always Appear to be Ready to Help: Many times you might encounter a
customer who might not be interested in providing you his/her details and
would ask you to check your account. In such a situation, if you respond in
a negative statement such as ‘I will not be able to help you, if you will not
provide the serial id’ might annoy the customer. It is just a matter of
rephrasing your sentence such as ‘Sir/Madam, sharing your serial id will
help me provide a faster service, if it is convenient for you, I will suggest
you to kindly share or else please give me some time to get back’. Using
a positive statement, can help you to convince the customer and assist them
in providing their requirements.
z Be Cautious of Words or Phrases that can Lead to Unexpected Reaction:
Right selection of words or phrases will help keep the customer in a positive
mindset. For example, if you are unable to hear a customer due to bad signal,
then instead of saying “Can you speak clearly?”if you say “Kindly excuse Sir/
Madam, I am unable to hear you clearly” will encourage the customer to take
a remedial action.
z Keep a Check on the Background Noise and Distractions: While
communicating on phone, be alert and aware of your surroundings. In case
there is a lot of noise around you, make sure, you move to a quieter location.
This will help you to receive the communication efficiently and in a better way.

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z Take into Account Customer’s Preferred Mode of Communication:

Assume that your company sends troubleshooting tips for the product bought
Notes
by the customer. It is always advisable to confirm whether the customer
would like to receive them. In case the customer, replies ‘Yes’ you should ask,
‘what will be your (customer’s) preferred mode of communication’ such
as an email or message. This will ensure effective communication.

z Seek Support: There might be times when you are stuck with an issue raised
by a customer. It is advised that in such a situation you take help of your
colleagues or team members without hesitation. Coordinate with all team
members and you will surely reach to a solution. Always remember everyone
has a unique way of handling queries. Thus learning from others’ practices and
mistakes will help you to reach greater heights as a customer service
representative.

Key to Excellent Customer Service

The success mantra of the most successful businesses is their endeavour to provide
exceptional customer service. In case of an issue, a courteous interaction to
address the customer’s issue can ensure customer retention. In the same situation
an indifferent approach and ‘I don’t know attitude’ can lead to losing a customer
and invite negative publicity. To ensure efficient customer service, many businesses
and service providers have started the process of recording a customer’s call with
the customer service provider for the purpose of quality check. Immediate
response to emails and phone calls is one of the most important factors in
maintaining good customer relations. Long queues and waiting hours are a thing
of past. Today’s customer very well understands his/her value and knows that he/
she can move on to a better service provider.

A customer service representative should ensure the complete resolution of the

problem by following up until the issue is resolved. This may include scheduling
appointments, taking feedback, contacting or transferring call to a skilled technicians
in another department. Following up with the customer till the issue is resolved
results in a satisfied customer and good word of mouth for company/organisation.

A customer service representative must have complete knowledge of the product

and service he/she is promoting or for resolving the issue. He/she must possess
latest, accurate and up-to-date information of the company policies and should be
able to resolve the conflict. Strong communication and interaction skills are
another important attribute of a successful customer service representative. In

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case of a telephonic conversation it is important to speak slowly while being patient

and maintaining a calm demeanor, even if the customer becomes upset. Always
Notes
listen to customer and understand his/her complaint first then ask the other
technical question that you may need to resolve the complaint. Try to keep your
questions small, crisp and minimum in numbers so that it does not irritate the
customer further.

Intext Questions 13.2

1. State whether True or False
(a) In a telephonic conversation you are unable to hear the customer clearly,
you should disconnect the call.
(b) It is fine to use jargons while interacting with the customer.
(c) It is advised to ask the customer’s preferred mode of communication
such as an email or message to be able to provide better service.

What You have Learnt

z Always greet your customer with a smile.
z Offer help and pay undivided attention to the customer.
z Be formal and dress professionally while facing the customer.
z It is important to be courteous and empathetic to a customer.
z Customer service representative must have complete knowledge of the
product and service which he/she is promoting or resolving.
z Customer service representative must possess latest, accurate and up-to-date
information of the company policies as well which he/she can use to resolve
a conflict.
z Strong communication skills are another important attribute of a successful
customer service representative.
z In case of a telephonic conversation it is important to speak slowly while being
patient and maintaining a calm demeanor, even if the customer becomes
upset.

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Notes Terminal Exercise

1. Assume that you are a customer service representative at an IT Helpdesk. The
customer has a complaint concerning her Laptop’s display. She is quite
annoyed as she has not received any call from the engineer despite registering
a complaint for which she also had a complaint number. How will you resolve
the issue and help the customer?
2. Why is it important to dress well as a customer representative?
3. Why should you not be overfriendly with the customer?
4. List the basic communication skills required while interacting with the
customer.
5. Why is it important to know the company policies as a customer service
representative?

Answers to Intext Questions

13.1
1. (a) False (b) False (c) True

13.2
1. (a) False (b) False (c) True

Key Learning Outcome

z Deal with customer related issues and queries proficiently.

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Notes

14
TROUBLESHOOTING AND
MAINTENANCE

While using computers many times we face problems. Sometimes, the computer
runs very slow, sometimes the system is not turning on, sometimes some external
device is not working. These are the common problems while working in computer
system. This lesson gives the knowledge and competency to diagnose the basic
faults of computer peripherals, software and also secure the computer system. It
will provide knowledge that will enable you to identify and rectify the computer
hardware, software and network related problems.

Objectives
After reading this lesson you will be able to:
z troubleshoot hardware;
z troubleshoot software;
z network troubleshooting;
z secure your computer system.

14.1 System Recovery

System restore is system utility provided by Microsoft Windows, which can be
used to recover the windows faults or errors. While operating Windows, if a
serious error occurs then, you can restore the data by using ‘system restore’
option. To use the option, you must use a Windows installation disc for restore.
If you don’t have a Windows installation disc you can use a system repair disc to
restore the Windows.

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To Create a System Repair Disc

z Open backup and restore option from ‘Control Panel’ (refer Fig. 14.1).
Notes

Fig. 14.1: Control Panel Window

z Click on create system repair disc (refer Fig. 14.2). You may be asked for
username and password for authentication.

Fig. 14.2: Create a System Repair Disc

z System repair point will be created.

For reinstalling the windows, a ‘System Image’ can be used as a copy of drive. A
system restore image can be used anytime for restoring the windows if the hard disk
or Windows operating system stops working. System restore option can be used
for the complete restoration of the system. You cannot choose a specific file for
restoration, all your current data will be backed up in one go.
‘System Restore’ option can be used to restore the system to a point where the
current setting of the system was running. You can actually restore your system to
an earlier point by using the systems restore point, which was created in your
system by default. The restore point is always created automatically for the events
such as Windows update etc.

To Restore System Files and Settings use a Recommended Restore Point:

1. Click to open ‘system restore’.
2. If prompted enter the password and username for authentication.
3. Choose the recommended restore point.
4. Review the restore point and click ‘OK’.

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Limitations and Complications

Some documents in specific areas on the system volume are checked. Doing this Notes
undesirable programming and particularly set-up programming updates may not
be completely returned by ‘System Restore’. Certain issues might emerge when
endeavouring to run or totally uninstall that application.

14.2 Control Panel

Its purpose is to change the features of Windows Operating System in respect of
display, security, handling peripherals, settings of networks, etc., (refer Fig. 14.3).

Fig. 14.3: Control Panel Window

Table 14.1:Control Panel Options

Category Uses and Options
System and Security To set and change System and Security settings.
System settings include:
z Action Center System
z Windows Update
z Power Options
z Backup and Restore
z Administrative Tools

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Security settings include:

Notes z Windows Firewall
z ‘BitLocker’ Drive Encryption

User Accounts To create, maintain, and delete user accounts. This

category includes:
z User Accounts
z Windows CardSpace
z Credential Manager
z Mail (32-bit)

Network and Internet To change the network and Internet settings such as
creating new network group or joining an existing
network group, adding new Internet connection or
removing an existing one.
This category includes:
z Internet access Network and Sharing Center
z Homegroup
z Internet Options

Appearance and To change the wall paper, screensaver, Folder options

Personalization etc. This category includes:
z Personalization
z Display
z Desktop Gadgets
z Taskbar and Start Menu
z Ease of Access Center
z Folder Options
z Fonts

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Hardware and Sound To add or remove hardware devices and to change

sound settings. This category includes: Notes
z Devices and Printers
z AutoPlay
z Sound
z Power Options
z Display
z Windows Mobility Center

Clock, Language, and To change clock, date and region settings.This

Region category includes:
z Date and Time
z Region and Language

Programs To uninstall programs or Windows features, uninstall

gadgets, get new programs from the network or
online.This category includes:
z Programs and Features
z Default Programs
z Desktop Gadgets

Ease of Access To adjust your computer settings for vision, hearing,

and mobility and use speech recognition to control
your computer with voice commands. This category
includes:
z Ease of Access Center
z Speech Recognition

The Control Panel can also be displayed in other two views (i) Large Icons view,
and (ii) Small Icons view.

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Small Icons view of the control panel is displayed in Fig. 14.4.

Notes

Fig. 14.4: Small Icon View of Control Panel

14.3 Hardware Troubleshooting

When the computer is working unusually, turn off the computer and restart after
a while.

Precautions Before the Diagnose or Troubleshooting

z Never replace a Computer peripheral near the main power supply.
z Never touch a Computer peripheral with wet hands. Make sure your hands
are clean and dry when you handle them.
z If you can, always use an anti-static computer repair kit.
z Always use proper tools.
z Never use your teeth to clean or cut wires or any other electronic and electric
parts.
z Always have good power cords/extension boards and earthing system.
Troubleshooting of Monitor
If your monitor is not working or not getting power, then first check the monitor
is ON. Then verify the power switch is ON and also check the monitor is power

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saving or sleeping mode. In case it is not getting on then check it whether all
peripherals are connected or not.
Notes
To change the display settings, select ‘Start’ menu and choose ‘Change display
settings’. The following window will be displayed (refer Fig. 14.5). Change the
resolution, orientation, text size etc., from this window.

Fig. 14.5: Change Display Settings

Printer Troubleshooting
There are lot of printers available in the market and the reason why printers may
not print vary.
z If your printer is not printing, then first check the printer cable is attached with
your computer or not and, also check your printer is ON. In case the printer
you are using is a network printer, then check whether it is accessible in your
network. Next you try to update the printer driver.

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z Load the paper in case your printer is not having papers on printer tray. Printers
may have more than one tray, load the paper accordingly and take print outs.
Notes
z Also, check is there any paper jam in the printer, if yes, then clear the paper
jam and restart the printer.
z To test printer is working properly, open ‘Control Panel’ → ‘Devices and
Printers’. It will display devices and printers attached to your computer. Now
right click on your printer name and choose ‘Printer Properties’. Printer
Properties dialog box will be displayed. Choose (refer Fig. 14.6) ‘Print Test
Page’.

Fig. 14.6: Printer Properties

It will display the message that ‘A test page has been sent to your printer’. It will
print your test page (refer Fig. 14.7).

Fig. 14.7: Print Test Page

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In case, the printer does not print the test page you can use Printer Trouble shooter
(Open Devices and Printers → select Printer → Right click on the Printer Name
and choose ‘Troubleshoot’ (refer Fig. 14.8). Notes

Fig. 14.8: Choose Troubleshoot

CD Troubleshooting
In case, if you have inserted any CD or DVD on the drive, and it is not working:
Remove CD /DVD from your Computer, insert it again and check.
z Verify whether the CD is placed properly.
z Verify whether the CD can be used on the CD drive of an alternate machine.
z Verify whether the CD is scratched or grimy.
z Verify whether the CD is a CD-R or CD-RW that was copied.

Keyboard Troubleshooting
If your keyboard is not responding, then try the following:
z First, check the keyboard cable is connected properly.
z Connect the keyboard into a different USB port.
z Disconnect your keyboard, clean it with dry cotton cloth. Connect it again and
check keyboard is getting power.

Mouse Troubleshooting
If your mouse is not responding, then try the following:
z First check the mouse cable is connected properly.

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z Connect the mouse into the different USB port.

Notes z Disconnect your mouse, clean it with dry cotton cloth.

If you are using wireless mouse, check whether you have placed proper batteries
correctly and the batteries are working.

Networking Troubleshooting
If you are unable to connect the network, then:
z Check to see if the network cable is plugged, if not then plug it.
z Check to see if the light is blinking when the network cable is plugged.
z Check to see if username, password and domain are entered correctly.
z Re-enter new username, password and domain and try again.
z If you still get an error message, then check the login credentials on other PCs,
if it works correctly then the problem is solved.

Video Troubleshooting
If you get a black screen on your Personal Computer, then check:
z Whether monitor’s light is on, if on, then check your screen’s brightness. If
your screen’s brightness is turned down, then turn it up.
z The power cord is unplugged, then plug the power cable.

Sound Troubleshooting
If you are unable to hear any sound from your computer system then:
z In case, if you are using external speakers, then connect them at the back of
the computer in the audio port.
z Check to see if the speakers are turned on, if not then turn them on.
z Check to see if the volume is turned up, if not, then turn it up. Also check
whether the speaker is mute, if yes then unmute it.
z Try unplugging and re-plugging the speaker again.

No Power
z If the computer doesn’t power up at all, Reset the BIOS first and try.

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z If still it does not power up, disconnect all the peripherals and wire harnesses,
except processor and power supply, then try to switch it on from the
motherboard’s front panel connector. Notes
z If still it does not power up, change the power supply and try.
z If still it does not power up, remove the motherboard with processor from
casing and lay it on antistatic surface and plug a power supply and again try.
z If same problem still exists, replace the processor and try again.
z If even this does not solve the problem, the motherboard itself is faulty.

Reinstall/Update Drivers
Numerous hardware related issues happen due to driver clashes, degenerate driver
parts and drivers that need to be overhauled for utilization. At the point when
something does not work, reinstall the driver that accompanied.

14.4 Software Troubleshooting

Keep Updated
One general guideline to remember while carrying out programming related
troubleshooting is to verify whether you have the latest adaptations of your
applications, drivers and working framework. Additionally, install good anti-virus
software which automatically scans and cleans your computer as and when
required.
To keep the updated software, you should look for and download ‘Application
Patches’. Recently launched applications may have bugs. When the application
developer gets to know about some bugs in the application, he/she develops and
posts patches, fixes, and administration packs on its site to rectify the same. When
you have programs that contain bugs, check the site of your product maker; they
may have posted the fix you require. You should download the patch(es) and install
them on your computer.

Preliminary Measures
When you have an issue with a Windows machine, the first thing you need to do
is to restart the machine.

Reinstall
If a specific program/software starts working in an unexpected manner and is not
working properly, even after a few attempts, reinstalling the particular program/
software is required.
Before re-installing a software, you have to uninstall it (through control panel).

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Eliminate Troublesome Programs

If you notice that consistent problems began after you installed a particular
Notes
software, then uninstall and re-install the software. If the problems again arise then
either uninstall the software permanently (if you think that the software is
unnecessary) or contact the software developer to get the issue resolved.

Defragmenting the Hard Drive

After a machine has been utilized for some time, the files on the hard disk get
fragmented. We don’t get to know about this fragmentation because we always get
the correct data from the files. But fragmentation slows down the performance of
the hard drive. Therefore, we should periodically defragment our hard disks.
Defragmentation software is usually supplied as a utility with the operating system.

Formatting Your Hard Disk (HD)

In the extreme situation, you may need to format your hard disk, and reinstall your
operating system, drivers, and programs from scratch. This is the situation when
machines have been hit by specific sorts of weakening infections, or in circumstances
where all other repair endeavours have fizzled. When you format your HD,
‘EVERYTHING WILL BE PERMANENTLY’ deleted.

14.5 Network Troubleshooting

The basic network troubleshooting tools are:

Pinging
Ping command is used to check the reachability of the host on an Internet protocol.
i.e., to verify that computer can communicate with other computers (devices) on the
network. It displays the time taken for the hop to connect, the number of packets
received, the number of packets lost, and the number of packets sent (refer Fig. 14.9).

Fig. 14.9: Ping Command

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Traceroute
Traceroute is a command used by a computer network administrator to check the Notes
number of hops and if the packet is being lost or the internet connection is unable
to be established. As the command suggests, it traces the route completely and
checks each and every hop of the route (refer Fig. 14.10).

Fig. 14.10: Traceroute Command

Ifconfig
Ifconfig is a system administration tool used for the configuration of interface
mostly in Unix like architecture. By using this command, a user can configure each
and every interface connected to the hardware whether it is input/ output interface
(refer Fig. 14.11).

Fig. 14.11: Ifconfig Command

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Netstat
Netstat command also known as the network statistics command is used to display
Notes
the network connections for transmission of packets. It also displays the routing
table with complete network protocol statistics (refer Fig. 14.12).

Fig. 14.12: Netstat Command

Testing Speed
The broadband speed of the internet connection can be tested easily with various
applications such as speedtest.net (refer Fig. 14.13). It tracks and displays the
number of hops, the upload speed and the download speed. It works for both
symmetric and asymmetric internet connections.

Fig. 14.13: Speedtest.net Webpage

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Notes

Fig. 14.14: Pingtest.net Webpage

14.6 Indications of Commonly Found Problems

The following are some of the most well-known PC issues that are accounted by
the customers and users:
Computer Won’t Turn On
One of the most commonly seen errors is ‘PC not starting up’. When you start
your computer, it might not be starting up. Now you need to check your
computer’s power cable first. If the power cable is properly plugged, then you have
to check system’s power supply. If there is no power, then 90% chances are that
your power supply is not working fine. If the power supply is there, and your
monitor is on, then take out the RAM, clean it and plug it into your system’s
motherboard.Now, the system will start if there is no major hardware failure.
“404”/“Page Not Found” Error during Internet Browsing
You may get this error because the requested page is not available on the server.
Sometimes, this error will be solved by refreshing the page or ensuring the correct
spelling of the web page or open the page from some other machine. If you are the
owner of the website, then contact your hosting provider to solve.

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Notes

Fig. 14.15: HTTP 404 Not Found Error Page

Abnormally Functioning Operating System or Software

Sometimes your operating system or software is not working or responding
properly, then restart your machine and scan for virus in your system. If virus is
found in your system, delete the virus. To prevent this, install antivirus software
in your system.

Strange Noises
Sometimes your system makes strange noise due to hard drive problem or fan may
be making noise. In this case first check CPU fan and case fan are working properly.
If not, replace them. If hard drives makes noise, backup your data otherwise you
may lose your data.

Intext Questions 14.1

1. What is “404/Page Not Found” Error?
2. ............................ command is used to display the network connections for
transmission of packets.

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3. In Control Panel ............................ will help in adjusting your computer

settings for vision, hearing, and mobility.
Notes
4. ............................ command is used to verify that computer can communicate
with other computer (device) on the network.

14.7 Secure Your System

Computer system security guarantees that your machine does what is desired. It
secures the data from being lost or altered either intentionally or unintentionally.
Also, it ensures that no unauthorized person can access your data.

Encryption
Most tools encrypt the information kept in the secret word document. Encryption
guarantees that even if the data could be accessed by unknown means, the intruder
won’t have the capacity to peruse the passwords in the document; they will look
like babble. Most tools perform one-way encryption of passwords.

Data Access: Protecting Your Data

Who can read your records? Who can change your documents? Will you choose
to impart your information to different clients? How does the system settle on
choices about access control?
In the event that you work alone on a PC, you don’t have to stress over access
controls. When you start to work on a system that supports various clients, you
will need to be careful over information security and access controls. You may not
need each client to have the capacity to read your records.
A small flaw in the network can result in major financial damage or loss of sensitive
data. Network security consists of authorization of data access in network. Users
are assigned authenticating information which permits them access to information
and programs based on permissions.
Firewall enforces access policies for e.g., services which are allowed for accessing
by network users. Intrusion Detection and Prevention system helps in detecting
such intrusions. Networks are prone to attacks from malicious sources. Network
attacks can be of two types; ‘Passive’ and ‘Active’. Tools are to be used for
preventing the intrusion on networks.

What You have Learnt

z Purpose of Control Panel is to change the features of Windows operating
system in respect of display, security, handling peripherals etc.

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z Ping command checks the reachability of the host on an Internet protocol.

Notes z Traceroute is a command used by a computer network administrator to check

the number of hops and if the packet is being lost or the internet connection
is unable to be established.
z Ifconfig; by using this command a user can configure each and every interface
connected to the hardware whether it is input/output interface.
z Types of network attacks are passive attack and active attack.

Terminal Exercise
1. How to access the System Recovery options menu?
2. Discuss about the System Restore utility.
3. What are the various causes for having No Power in the system?
4. Discuss the steps to be taken if the power is there, but display is not coming?
5. What are the preliminary measures to ensure that system is working properly?

Answers to Intext Questions

14.1
1. Requested page is not available in server
2. Netstats
3. Ease of Access (Ease of Access Center)
4. ping

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Notes

15
WORKPLACE PRACTICES AND WORK
MANAGEMENT

Workplace can be defined as an environment where people work to produce a

product or to provide a service. When we move from the academic world to the
professional world, we need some personality traits to fit ourselves in the
corporate sector. Education paves the specific way for your career path, it is
important that you groom yourself into a confident and a good human being; These
qualities are required in all the individuals at any workplace in order to make it a
great place to work. A working individual usually spends most of his/ her time
everyday at his/ her workplace; thus it becomes utterly important to have a
comfortable and enthusiastic environment at the workplace. It plays an important
role in enhancing the overall productivity and growth of an individual. In this
lesson, we will discuss workplace practices and skills to manage work efficiently.

Objectives
After reading this lesson, you will be able to:
z explain the importance of workplace practices;
z apply work management tips;
z manage stress better;
z take steps to avoid and manage anger.

15.1 Workplace Practices

The workplace culture can vary from organization to organization. Some workplaces
may provide its workers the flexibility in terms of work schedule but in others there
might be a strict schedule to be followed by the worker. It is important to

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understand that though there are different methods of operation, none of the
organizations would compromise either with the deadline for the work to be
Notes submitted nor with the quality of work to be submitted. At this point, it is important
that we understand to become a valued employee in the organisation. We as an
employee should be vigilant and core for the rules and policies followed at the
workplace. Following are the few workplace practices that are universally
applicable to all the workers in any organization.
z Be Punctual: Being on time at your workplace will earn you respect from
everyone. It will help you to manage things better at work and will ensure that
you are aware of all the updates and happenings related to your work and the
organization.
z Be Aware of Your Role: The success of an organization depends on how
efficiently its employees complete their assigned tasks. Always remember you
are being paid to produce an output hence, you should be aware of your role
and the short term and long term goals you are expected to achieve. The ability
to identify the nature and purpose of work, keeps the worker motivated and
also benefits the organization.
z Know the Organizational Chart: An organizational chart is a diagram that
depicts the structure of an organization. It displays a reporting or relationship
hierarchy. Having a clear idea of the organizational chart can help you to
understand the work flow and identify your reporting supervisors or subordinates.
It also gives clarity of communication with respect to the assigned work. An
example of NIOS organisation structure is shown in Fig. 15.1.

Fig. 15.1: NIOS Organisational Structure

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z Communication: It plays a key role in an organization at all levels such as

within colleagues, with superiors, with subordinates and the most importantly
with the customer. The communication should be clear, concise and effective. Notes
It requires the understanding of the language being used at the workplace that
may include certain technical terminologies. Any organization that at some
level deals with customers lays down strict rules for the language to be used
of which the employees are made aware of, at the time of induction. Make
sure, you bring them into practice when interacting with the customer. Also,
while interacting with the colleagues, it is always advisable to be alert and use
words judiciously.
z Team Building: It is important to understand that no employee can work in
isolation in an organization. So, team work plays an important role in the
effective and efficient achievement of goals. A mutual trust and accountability
is required on part of every worker in the organization.
z Respect: To earn respect, it is important that you give respect to others. An
employee spends a large part of the day at workplace. Everyone has to work
with each other and many a times issues such as privacy, cleanliness, and other
distractions play a major role in disturbing the environment while working. At
this point, it is important to respect the working environment of co-workers.
This would result in nurturing of a conducive workplace.

Intext Questions 15.1

1. Fill in the blanks:
(a) Being ........................... is the act of being on time always.
(b) An ........................... is a diagram that depicts the structure of an
organization, it displays a reporting or relationship hierarchy.
(c) Communication should be clear ........................... and ...........................

15.2 Work Management

Knowledge of workplace practices can help you be at ease with the environment
but at the end of the day, it is your work management skills that can help you to
enjoy your workplace and make you an efficient employee. Though each person
can adopt different work management methods and still be able to deliver work
with perfection on time, but there might be people who are unable to do so. This
might lead to stress which eventually can lead to anger that can affect your health
and career as well.

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Following are few essential work management tips:

Notes z Plan: Have a lot of work to do? It is always better to prepare a ‘To Do’ list
to keep a track of your work. Make sure that you keep updating your to do
list so that it reflects how much you have achieved. This will help you to stay
motivated.
z Prioritize: It is important to note that you cannot do everything at once.
Rather, looking at the list of things sometimes sends your mind into a confused
state. Hence, it is advised to prioritize work in order of the urgency and time
required. Hence, reordering the ‘To Do’ list as per priority will surely help.
This will help you to focus on each work, one at a time.
z Stay Updated: Do you need to generate a letter for 100 recipients along with
mailing labels? Instead of typing each recipient’s name once on the letter and
then the mailing label you can make use of mail merge feature of word
processor. Similarly, if you want a document to be reviewed by n number of
people you can use Google docs as it allows collaborative work. Hence, keep
yourself updated with the latest technology that can help you to work faster
and more efficiently.
z Take Timeout: Giving yourself short break after a significant time would
really help you to manage stress and think better. Allowing yourself time to
relax will help you feel better and prepare you to handle challenges without
being stressed.
z Follow Guidelines: Do you start working without carefully going through
the details? Well that can lead to delay in work or a complete waste of work.
Carefully read the instructions, study the format or understand the details
before starting the work. You should have a clear picture of the outcome of
your work.
z Communicate: Never hesitate to take help. In case you are stuck, discussing
with your seniors or your colleagues will surely help and solve a complex
problem in a lesser time frame.
z Be Grateful: Did your last work get stuck? Were you able to complete it with
your colleague’s advice? If yes. Did you express gratitude to him/her? You
should always give credit and recognize the contribution of your colleagues
in your work. This helps you to build a good rapport and earn respect.
z Never Boast: You should always work for perfection and not recognition.
Recognition is a byproduct of sincerity and hard work. You should never
boast of your achievements; rather your work should do the talking.

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Intext Questions 15.2 Notes

1. State whether True or False.

(a) You can do everything without planning.

(b) You should always express gratitude towards people who have helped
you in completion of your work.

(c) Taking short breaks can help manage stress.

15.3 Self Management

Self awareness is one of the ten life skills that WHO (World Health Organization)
promotes. Self awareness is the honest knowledge of self. None of us is born
perfect. Everyone has strengths and weaknesses. To be able to use our strength to
maximize the output, acknowledging weakness and working to convert it to
strength is self awareness. It is the one of the most important requirements to
manage oneself better.

15.3.1 Anger Management

In today’s busy world, nearly all of us come across stress in some form or other
at our workplace. Many a times it gets converted into anger. The outcome of
dissatisfaction is anger. It is an expression of helplessness that is projected by an
emotional outburst or withdrawal. It has serious implications on our health,
relationships and workplace. Have you ever given it a thought that when someone
else expresses his/her anger what do we do? Sometimes we tend to ignore or many
a times react instead of addressing the person’s concern. The same happens when
we get angry. No one has the time and patience to understand our reason of getting
angry. It is better to learn to manage anger in a positive way. In order to mange
anger, we can do the following:

z Be Thoughtful: Take time out and select your words wisely. Think before
you speak as one wrong word, can cost you dearly. So, it is wise to avoid
words that you would later regret using.

z Express Yourself When in Control: Once you are in control of your

emotions you can express your dissatisfaction but in a non confrontational
way. Also, keep yourself prepared to move on, in case your dissatisfaction is
not addressed with a clear concluding remark.

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z Divert Your Attention: An increasing stress can trigger anger, and you are
the best judge of the situation. So, whenever you feel that you are overstressed,
Notes divert your attention to something enjoyable such as listening to a music or
quick chat with someone you are comfortable with or if possible go for a brisk
walk or jog. Physical activity has the capability of bringing your stress down.
Getting angry is never a solution rather it will rob you of your calmness and
paralyze your thinking process.

z Avoid Blame Game: You may tell your side of story without blaming others.
Blaming others will make the other person feel offended and would create an
awkward situation for both of you.

z Deep Breathe: Deep breathing lowers stress level, reduces anxiety and
alleviates negative feeling. Thus it will help you to be in control of situation.

z Seek Help: Controlling anger might be a challenging task but not being able
to control it might have a bigger impact on your career. Hence, if you are
unable to manage anger despite sincere efforts, it is advised to seek help.

What You have Learnt

z Workplace can be defined as an environment where an individual works to
produce a product or service.
z None of the organization would compromise with the deadline for the work
to be submitted.
z If an employee is vigilant and cares for the rules and policies followed at the
workplace he/she would be able to become a valued employee in the
organization.
z Workplace practices should be observed and followed by employees in an
organization.
z Ineffective work management might lead to stress which eventually can lead
to anger that can affect your health and career as well.
z Effective work management can help to stay stress free.
z Anger is the byproduct of stress that does harm both professionally and
personaly.
z Anger should be managed.

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Terminal Exercise Notes

1. What do you understand by the term workplace?
2. List and explain the workplace practices.
3. Highlight the importance of communication in workplace practices and work
management?
4. List and explain work management tips.
5. Why is it important to manage anger?
6. Write and explain steps to manage anger.

Answers to Intext Questions

15.1
1. (a) Punctual (b) Organization chart. (c) Concise, effective

15.2
1. (a) False (b) True (c) True

Key Learning Outcome

z Able to maintain a healthy, safe and secure work environment.

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 Course Code 608

BASIC COMPUTING
PRACTICAL MANUAL

NATIONAL INSTITUTE OF OPEN SCHOOLING

(An autonomous organisation under MoE, Govt. of India)
A-24-25, Institutional Area, Sector-62, NOIDA-201309 (U.P.)
Website: www.nios.ac.in, Toll Free No. 18001809393
 CONTENTS

1. Identification of Input and Output Devices and Installation of Software ........................................... 1

2. Creating a New Account on Windows ............................................................................................. 3

3. Set Up System Backup ...................................................................................................................... 5

4. Sharing Files in the Network ............................................................................................................. 7

5. Creating a Resume in Word Processing Software ............................................................................. 9

6. Creating a Datasheet/Spreadsheet ................................................................................................... 11

7. Creating a Presentation.................................................................................................................... 13

8. Recording the Presentation.............................................................................................................. 15

9. Creating an Email Account .............................................................................................................. 17

10. Securing Gmail Account .................................................................................................................. 19

11. Storing Files on DigiLocker ............................................................................................................ 21

12. Retrieving Files From Dropbox ....................................................................................................... 23

13. Storing Files on Google Drive ......................................................................................................... 25

14. Skype Calling ................................................................................................................................... 27

15. Creation of New User Account on Social Media ............................................................................ 29

16. Writing an Article – Blog/Wiki ........................................................................................................ 31

17. Use Antivirus Software and Anti Spyware ...................................................................................... 33

18. Recovering of Lost, Hidden Files from Pen Drive .......................................................................... 35

19. Solving Customer Queries ............................................................................................................... 37

20. Communicate with Colleagues ........................................................................................................ 39

 Practical Manual

Notes

Practical 1

IDENTIFICATION OF INPUT AND

OUTPUT DEVICES AND INSTALLATION
OF SOFTWARE

Objectives
After completion of this practical you will be able to:
z identify input and output devices;
z install application software.

Pre-requisite
z You should have theoretical knowledge of hardware devices.
z Operating system should be installed in system before application software
installation steps.

Hardware/Software Required
z Setup file of application software i.e., open office setup file.

Activity/Procedure
z Identify input devices i.e., keyboard, mouse etc.
z Identify output devices i.e., monitor, printer etc.
z Open the folder containing the setup file i.e., open office setup file.
z Double click on the setup file to open the installation window.
z Follow the installation instructions.

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z You will be able to use the software after the completion of installation steps.

Notes
z Open the folder where you have installed this software. Right click on the
execution file and select ‘Send to Desktop (Create Shortcut)’ to create a
shortcut on the desktop.

Do’s and Don’ts

You should scan your setup file before installation.

Learner’s Observations
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Notes

Practical 2

CREATING A NEW ACCOUNT ON

WINDOWS

Objectives
After completion of this practical you will be able to:
z create a new user account in Operating System;
z set the password for your user account.

Pre-requisite
z Operating system should be installed in computer system.

Activity/Procedure
z Go to ‘Start’ menu and open ‘control panel’.
z Click on ‘Add or remove user accounts’ under ‘User Accounts’.
z Click ‘Create a new account’ under the available accounts list.
z Enter the desired name for the account, choose ‘Standard user’ and click
the ‘Create Account’ button.
z Once the new User Account is created, it will be displayed on the panel –
Click on the icon.
z Click on ‘Set a Password’ and enter the desired password two times.
z Mention a password hint if required.
z Log off from the current (Admin) account and re-login into the new user
account which you have created.

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Do’s and Don’ts

Notes z Create new account with standard user privileges.
z Don’t remove the primary admin user account.

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Notes

Practical 3

SET UP SYSTEM BACKUP

Objectives
After completion of this practical you will be able to:

z create backup file.

z restore configuration on particular date.

Pre-requisite
z You should have theoretical knowledge of control panel.

z Operating system should be installed in system.

Activity/Procedure
z Go to ‘Start’ menu and open ‘Control Panel’.

z Click on ‘Backup’ and ‘Restore’.

z Click ‘Setup Backup’.

z Select where you want to save your backup i.e., ‘D drive’ and click next.

z Select ‘Let window choose’ or ‘Let me choose’.

z Review your backup setting and save setting and run backup.

z You have successfully taken backup of your system.

Do’s and Don’ts

Set restoration date at regular interval.

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Learner’s Observations
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Notes

Practical 4

SHARING FILES IN THE NETWORK

Objective
After completion of this practical you will be able to share files with the users of
same network.

Pre-requisite
z Your computer system should be connected to the network.

Activity/Procedure
z Put all files that you want to share in a folder.
z Right click on folder and select ‘share with’ option and click on ‘specific
people’.
z A window will pop up, select ‘everyone’ from drop down menu and click on
‘Add’.
z Set permission as desired, click ‘OK’.

Do’s and Don’ts

Set required permission carefully.

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Notes

Practical 5

CREATING A RESUME IN WORD

PROCESSING SOFTWARE

Objective
After completion of this practical you will be able to create and edit a word
processing document.

Pre-requisite
z Word processing software should be installed on the system.

Activity/Procedure
z Open your word processing software and create a new file.
z Set page size as A4 and set required margins.
z Enter your experience, skills, academic and personal details.
z Academic details should be entered in table format.
z Mention all your skills using bullet listing.
z All titles should be in the heading format.
z You can choose bold letter and underline the text wherever required.
z You can use different formatting styles as per your need and preferences.
z Use ‘Spelling and Grammar’ check in order to correct any mistakes you
might have made.
z Insert page numbers using ‘header and footer’ option and save your file.

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Do’s and Don’ts

Notes Use suitable format and don’t use different colors unnecessarily.

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Notes

Practical 6

CREATING A DATASHEET/
SPREADSHEET

Objectives
After completion of this practical you will be able to:
z create and edit a datasheet for different purpose;
z check or validate and store data for any purpose.

Pre-requisite
z Microsoft Office should be installed on the system.
z Knowledge about Excel formulas.

Activity/Procedure
z Open your Microsoft excel and click to open file.
z Write down the point to be stored and make top row as heading for your data.
z Make separate columns for every detail you need to fill.
z Items detail should be filled in according to cell name.
z Mention all details as according to the given information.
z Apply needed formula.
z You can choose bold letter and underline the text wherever required.
z You can use different formatting styles as per your need and preferences.
z Use ‘Spelling and Grammar’ check in order to correct any mistakes you
might have made.
z Save your file.

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Do’s and Don’ts

Notes Use suitable format and do not use different colors unnecessarily.

Learner’s Observations
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Notes

Practical 7

CREATING A PRESENTATION

Objective
After completion of this practical you will be able to create a new digital
presentation.

Pre-requisite
z MS Office should be installed in system.

Activity/Procedure
z Go to start menu and open Microsoft PowerPoint.
z Click on ‘Add or remove title name’ under the title name.
z Write down the points of your topic.
z Use points and heading according to topic.
z Choose decent theme for presentation.
z You can choose bold letter and underline the text wherever required.
z You can use different formatting styles as per your need and preferences.
z Name the file and save it.
z Use ‘Spelling and Grammar’ check in order to correct any mistakes you
might have made.

Do’s and Don’ts

z Use points for data presentation.
z Don’t use too much theoretical language for presentation.

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Learner’s Observations
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Notes

Practical 8

RECORDING THE PRESENTATION

Objectives
After completion of this practical you will be able to:
z create a new digital presentation;
z record presentation and show to others.

Pre-requisite
z MS Office should be installed in system.

Activity/Procedure
z Go to ‘Start’ menu and open Microsoft PowerPoint.
z Click the slide show tab and then click on the drop down arrow.
z Click the record slideshow dropdown arrow.
z Select either start recording from current slide or start recording from
beginning.
z A dialog box will appear, select the desired option.
z Select the animation timing and start recording.
z Perform your slideshow.

Do’s and Don’ts

z Use points for data presentation.
z Don’t use too much theoretical language for presentation.

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Learner’s Observations
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Notes

Practical 9

CREATING AN EMAIL ACCOUNT

Objective
After completion of this practical you will be able to create an email address on
Google account and send an email.

Pre-requisite
z You should be connected to internet.

Activity/Procedure
z Create gmail account:
„ Go to www.gmail.com.
„ Click Create account.
„ The signup form will appear. Follow the directions and enter the
required information.
„ Review Google’s Terms of Service and Privacy Policy, click the check
box, then click Next step.
„ Here, you will have an opportunity to set up recovery options. Recovery
options are helpful if you forget your password or if someone tries to
access your account. If you do not want to set up recovery options at
this time, click Done.
„ Your account will be created, and the Google welcome page will
appear.
z Send an email for leave from work to your Supervisor for 10 days:
„ Enter the email address of supervisor in front of ‘To’.

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„ Mention ‘Subject’ (Application of leave for 10 days).

Notes „ Write the body of email.

„ Click on ‘send’ to send the email.

Do’s and Don’ts

z Speak to your direct supervisor first and take a verbal approval.
z Include a thank you note.
z Attach supporting documents if required (in case of medical leaves).

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Notes

Practical 10

SECURING GMAIL ACCOUNT

Objective
After completion of this practical you will be able to secure your Gmail account
from hacking and provide security to account.

Pre-requisite
z Your computer system should be connected to the network.
z You should have a Gmail account.

Activity/Procedure
z Go to your Google Account.
z On the left navigation panel, click ‘Security’. On the signing in to ‘Google
panel’, click 2-Step verification.
z Add at least one additional second step like:
z Backup codes
z Authenticator app codes
z Backup phone
z If you forget your password or someone else is using your account, having
updated recovery info can help you get your account back.

Learner’s Observations
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Notes

Practical 11

STORING FILES ON DIGILOCKER

Objective
After completion of this practical you will be able to store files on DigiLocker.

Pre-requisite
z Your computer system should be connected to internet.
z You should have DigiLocker account for storing document (documents like
Aadhaar, PAN) on DigiLocker.

Activity/Procedure
z Create a DigiLocker account by visiting digilocker.gov.in website (One can
use Aadhaar to sign up using mobile OTP).
z Click the upload icon to start uploading a document. In the file upload dialog
box, locate the file from your local drive and select ‘open’ to complete the
uploading.
z To assign a document type to your uploaded file, click ‘select doc type’. This
will show a pop up with a drop down selection of various document types.
Choose the appropriate document type and click ‘save’.
z You can also edit the name of the file using the edit icon next to the filename.

Do’s and Don’ts

Store your personal and important file in Digilocker.

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Learner’s Observations
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Notes

Practical 12

RETRIEVING FILES FROM DROPBOX

Objective
After completion of this practical you will be able to retrieve files from Drop Box.

Pre-requisite
z You should be connected to internet.
z You should have Gmail account to retrieve the required deleted file from
Dropbox.

Activity/Procedure
z Sign in to dropbox.com.
z Click ‘Files’ in the left sidebar.
z Click Deleted files in the left sidebar.
z Click on the name of the deleted file or folder you want to recover (You can
select multiple files or folders at once).
z Click ‘Restore’. Restorations can take time if you are restoring a large
number of files.

Do’s and Don’ts

Don’t share your drop box with everyone

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Learner’s Observations
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Notes

Practical 13

STORING FILES ON GOOGLE DRIVE

Objective
After completion of this practical you will be able to store files on storage apps like
Google Drive and One Drive.

Pre-requisite
z Computer system should be connected to internet.
z Picture and Document folder of your computer should have some images and
.ppt files to store.
z You should have Gmail account for storing images on Google Drive and a
Microsoft account for storing .ppt file on One Drive.

Activity/Procedure
z For storing images from Picture folder of computer on Google Drive:
„ Using any web browser on your computer, visit the Google Drive page.
„ Under the Sign In box, enter your Gmail email address and password.
Click the ‘Sign in’ button to proceed.
„ After logging, you will be brought to the main drive or directory. All
your folders and files on Google Drive can be accessed from here.
„ Click the ‘New’ button on the top of the left panel menu, then select
‘File upload’. Your computer’s file explorer window will open.
„ Go to the Picture folder of your computer. Click on all the images you
want to store on Google Drive and upload.

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„ Click the ‘Open’ or ‘Upload’ button on the file explorer once you have
selected all the photos. The selected pictures will then be uploaded to
Notes Google Drive.
z For storing .ppt files from Documents folder of computer on One Drive:
„ Go to the OneDrive website and sign in with your Microsoft account.
„ Pick .ppt file you want to share by selecting the circle in the upper
corner of the item. You can also pick multiple items to share them
together.
„ Select ‘Share’ at the top of the page.
„ In the ‘Share’ box that appears, set an expiration date or password if
desired, and choose one of the sharing options: Get a link or Email.

Do’s and Don’ts

Don’t share your drive data in public.

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Notes

Practical 14

SKYPE CALLING

Objective
After completion of this practical you will be able to make Skype call.

Pre-requisite
z Your computer system should be connected to internet.
z Install Skype App in your computer.

Activity/Procedure
z Find the person you want to call from your Contacts list.
z Select the contact you want to call, and then select the audio or video button.
If you want to make a group call, simply add another participant.
z At the end of a call, select the end call button to hang up.

Do’s and Don’ts

Don’t respond to unknown calls.

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Notes

Practical 15

CREATION OF NEW USER ACCOUNT

ON SOCIAL MEDIA

Objectives
After completion of this practical you will be able to:
z create a new user account on social media;
z use that account to share a video.

Pre-requisite
z Internet connectivity is required.
z An email account is required.

Activity/Procedure
z Open web browser and open facebook/linkedin/twitter.
z Click on register and make a new account.
z Click ‘Create a new account’ under the available accounts list.
z Enter the desired name for the account and click the ‘Create Account’
button.
z Use your email-id and set a strong password.
z Mention a password hint if required.
z Log into your facebook/linkedin/twitter account and go to your profile, post
a desired video you want to post.
z In order to gain more viewers, the video must be short, catchy and distributed
among other users.

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Do’s and Don’ts

Notes z Create new account with standard user privileges.
z Don’t use abusive or inappropriate data for post.
z Always use eye catchy post.

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Notes

Practical 16

WRITING AN ARTICLE – BLOG/WIKI

Objectives
After completion of this practical you will be able to:
z use social media for sharing your opinion and thoughts;
z write about anything for any purpose.

Pre-requisite
z Internet is required.
z Account/access to particular blog/wiki is required.

Activity/Procedure
z Open to web browser and open a blog/wiki.
z Write down the title name of the article, which should be strong and catchy.
z Register your blog and get hosting.
z Customize your blog. Choose a free template and modify it.
z Use images, humor for enhanced reading interest.
z Avoid repetition and choose word wisely.
z Keep sentences and paragraph short.

Do’s and Don’ts

z Do not create lengthy content.
z Do not copy and paste the content.

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Practical 17

USE ANTIVIRUS SOFTWARE AND ANTI

SPYWARE

Objectives
After completion of this practical you will be able to:
z secure your system from any cyber attack;
z protect your data and system from cyber harm.

Pre-requisite
z You should have the knowledge of cyber security.
z Security software should be installed in system.

Activity/Procedure
z Keep up with system and software security updates.
z Adjust your browser settings.
z Install antivirus and anti spy software.
z Passwords protect your software and lock your device.
z Encrypt your data.

Do’s and Don’ts

Do not share your security detail with anyone.

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Practical 18

RECOVERING OF LOST, HIDDEN FILES

FROM PEN DRIVE

Objectives
After completion of this practical you will be able to:
z recover lost and hidden files;
z use command for data recovery.

Pre-requisite
z You should have theoretical knowledge of Disk Operating System (DOS)
commands i.e., attrib.
z cmd.exe should exist in the system.

Activity/Procedure
z Plug in your pen drive to your system.
z Go to ‘Start’ menu type ‘CMD’ in search bar and enter.
z Double click on cmd.exe, command window is opened.
z Type command “attrib -h -r -s /s /d drive letter:\*.*”, for example, “attrib
-h -r -s /s /d G:\*.*”
z Open the pen drive folder.
z Your pen drive data is recovered.

Do’s and Don’ts

You should be careful in typing command on command line, a tiny mistake can
lead serious result.

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Practical 19

SOLVING CUSTOMER QUERIES

Objectives
After completion of this practical you will be able to:
z communicate with customer;
z resolve the query of customers.

Pre-requisite
z You should have the knowledge of language that is being used by customer.
z You should have the knowledge of company products.

Activity/Procedure
z Greet your customer and inform about your name and employee id.
z Stay calm and listen to customer problems.
z Acknowledge the problems.
z Offer solution to customer if you have otherwise ask him/her to hold the
phone for better solution.
z Get the facts and offer solution.
z Ask customer, if he/she needs solution for any other problem.
z Say thank you.

Do’s and Don’ts

You should listen to your customer carefully.

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Practical 20

COMMUNICATE WITH COLLEAGUES

Objective
After completion of this practical you will be able to communicate effectively with
your colleagues.

Pre-requisite
z You should be aware about organization rules.

Activity/Procedure
z Treat your colleagues with respect and dignity.
z Manage your emotion at the time of communication.
z Use effective communication i.e., choice of words, tone of voice, body
language etc.,
z Control your thought patterns, keep it positive.

Do’s and Don’ts

You should listen to your colleagues and understand them.

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