Table of Contents 1

UACE Subsidiary
INFORMATION &
COMMUNICATION
INFORMATION &
TECHNOLOGY
COMMUNICATION
TECHNOLOGY

Simplified Revision Notes

Simplified
forRevision
StudentsNotes
for Students

INFORMATION &
2020 EDITION
COMMUNICATION2020 EDITION

TECHNOLOGY
TWEHANGANE D. MODERN
TWEHANGANE D. MODERN
+256771 875 048
+256771 875 048
[email protected]
MODERN4CHRIST@GMAIL. COM

UACE Sub.BIGULI SECONDARY SCHOOL - ICT DEPARTMENT

ICT BIGULI SECONDARY SCHOOL - ICT Twehangane
DEPARTMENT Modern

Simplified Revision Notes

 Table of Contents 2

UACE Subsidiary

INFORMATION AND COMMUNICATION

TECHNOLOGY
(ICT)

Simplified Revision Notes

For Students

2020 EDITION

TWEHANGANE D. MODERN

+256771 875 048

[email protected]

BIGULI SECONDARY SCHOOL

ICT DEPARTMENT

Dedication

To all Advanced level Subsidiary Information and Communication

Technology students at Biguli Secondary School

The struggle continues…

UACE Sub. ICT Twehangane Modern

 Table of Contents 3

Table of C ontents
Table of Contents ___________________________________________________________________ 3
Introduction to Subsidiary ICT ___________________________________________________ 7
 Aims of Teaching and Learning ICT ____________________________________________ 7
 The ICT Syllabus and Paper Format ____________________________________________ 7

1. INTRODUCTION TO COMPUTING __________________________________________ 10

 Components of a Computer System ______________________________________ 11
 Computer Data and Information _________________________________________ 11
 The common Hardware parts of a Computer ___________________________ 14
 The World of ICTs _________________________________________________________ 15
 Uses of ICTs in our daily Society ________________________________________ 15
 Computers and the Environment ________________________________________ 21
 Cloud Computing __________________________________________________________ 22

2. COMPUTER MANAGEMENT _________________________________________________ 24

 Computer Booting _________________________________________________________ 24
 Computer Application Programs _________________________________________ 26
 Starting Programs _________________________________________________________ 26
 File and Folder management _____________________________________________ 26
 The Windows Desktop ____________________________________________________ 31
 Common System Utilities _________________________________________________ 32
 The Print Management ____________________________________________________ 36
3. COMPUTER LABORATORY CARE AND MAINTENANCE __________________ 38
 Computer Literacy_________________________________________________________ 38
 The Digital Divide _________________________________________________________ 38
 Working with Application Programs_____________________________________ 39
 Secure Laboratory Environment _________________________________________ 40
 Computer Performance ___________________________________________________ 45
 System Configuration _____________________________________________________ 46

UACE Sub. ICT Twehangane Modern

 Table of Contents 4

 System Specifications _____________________________________________________ 46

 Software Installation ______________________________________________________ 46
 Uninstalling a Program____________________________________________________ 47
 Troubleshooting ___________________________________________________________ 47
 Safe Use of the Computer Laboratory ____________________________________ 47
 General Lab Rules and Regulations ______________________________________ 48
 Servicing and Maintenance of Computer Systems ______________________ 48
4. COMPUTER WORD PROCESSING ___________________________________________ 50
 Introduction to Word Processors ________________________________________ 50
 Types of Word Processors ________________________________________________ 50
 Common Terms used in Word Processing_______________________________ 50
 Features of a Word Processor ____________________________________________ 52
 Common Parts of a Word Processor _____________________________________ 53
 Disadvantages of using electronic word processors ____________________ 54
5. COMPUTER HARDWARE_____________________________________________________ 56
 Input devices_______________________________________________________________ 56
 The System unit and processing devices ________________________________ 66
 Computer Memory (Primary storage) ___________________________________ 71
 Secondary storage devices ________________________________________________ 73
 Units of Measuring Computer Storage Capacity ________________________ 80
 Output devices _____________________________________________________________ 80
6. COMPUTER SOFTWARE _____________________________________________________ 91
 System Software ___________________________________________________________ 91
 Operating System software (OS)_______________________________________ 91
 Utility Software ___________________________________________________________ 93
 Device Drivers _____________________________________________________________ 95
 Programming Languages _________________________________________________ 95
 Application software ______________________________________________________ 98
7. INTRODUCTION TO SPREADSHEETS ____________________________________ 107
 Introduction to Spreadsheets ___________________________________________ 107

UACE Sub. ICT Twehangane Modern

 Table of Contents 5

8. THE INTERNET AND WORLD WIDE WEB _______________________________ 113

 The Internet_______________________________________________________________ 113
9. ELECTRONIC DATABASES _________________________________________________ 128
 Introduction to Database Managing Systems __________________________ 128
 Understanding input masks ___________________________________________ 136
 Input mask character reference ______________________________________ 137
 Examples of input masks ______________________________________________ 137
 Query _____________________________________________________________________ 139
 Criteria for number, currency, and autonumber fields ___________ 140
 Criteria for date/time fields ___________________________________________ 141
 The database design process __________________________________________ 142
10. SYSTEM SECURITY, ICT ETHICAL ISSUES AND _________________________ 145
EMERGING TECHNOLOGIES _______________________________________________ 145
 Computer System Security_______________________________________________ 145
 Computer Crimes _________________________________________________________ 147
 Computer Malware _______________________________________________________ 149
 Computer Ethics __________________________________________________________ 154
 Emerging technologies ___________________________________________________ 156
 The ICT industry __________________________________________________________ 160
 Careers in the ICT Field ________________________________________________ 160
 ICTs IN SMALL AND MEDIUM ENTERPRISES (SMEs) _________________ 162
11. ELECTRONIC PRESENTATIONS ___________________________________________ 167
 Introduction to Presentation Software _________________________________ 167
 Features of a Presentation Software ____________________________________ 168
 Presentation Views (PowerPoint Slide View Formats) ________________ 169
12. DATA COMMUNICATION AND ____________________________________________ 171
NETWORKING ___________________________________________________________________ 171
 Data Communication _____________________________________________________ 171
 Elements of Data Communication________________________________________ 171
 Data Communication tools _______________________________________________ 171

UACE Sub. ICT Twehangane Modern

 6

 Computer Networks_______________________________________________________ 178

 Networking Hardware ____________________________________________________ 178
 Communication Media: ___________________________________________________ 179
 Networking (Communications) Software ________________________________ 179
 Network Protocols ________________________________________________________ 180
 Types of Networks ________________________________________________________ 182
 Wired Vs. Wireless Networks _____________________________________________ 184
 NETWORK TOPOLOGIES _________________________________________________ 185
 Intranet, Extranet & Internet _____________________________________________ 188
13. ELCTRONIC PUBLICATION ________________________________________________ 191

UACE Sub. ICT Twehangane Modern

 Introduction to Subsidiary ICT 7

Introduction to Subsidiary ICT

Aims of Teaching and Learning ICT

At advanced level, Subsidiary ICT is taught to:

 help the learner to develop and consolidate his acquired ICT skills
 help the learner be aware of the new and emerging technologies
 encourage the learner develop as an independent individual user
 help learners develop ICT skills to enhance their work in a variety of fields
 equip the learner with skills for lifelong learning
 help the learner develop new ideas for self-employment
 help the learner get skills used in learning other subjects

The ICT Syllabus and Paper Format

UACE ICT syllabus – teaching sequence

This is the current functional advanced level Subsidiary ICT UNEB syllabus
skeleton

1. Introduction to computing 5. Computer hardware

 Introduction to computers  Input hardware
 World of ICTs  Output hardware
 Implications of using ICTs  Storage devices
 Processor components
2. Computer management
 The booting process 6. Computer software
 File management  System software
 Common utilities  Application software
 Print management
7. Electronic spreadsheet 1
3. Computer lab care and  Introduction to
maintenance spreadsheets
 Computer literacy  Working with spreadsheets
 Secure lab environment  Managing spreadsheets
 Servicing and maintenance  Formula and functions

4. Computer word processing 1 8. Internet and the www

 Introduction to word  Introduction to Internet
processing  Internet services
 Working with word  The worldwide web
processing software
9. Computer word processing 2

UACE Sub. ICT Twehangane Modern

 Introduction to Subsidiary ICT 8

 Page layout  Introduction to electronic

 Data tabulation publication
 Use of objects  Publication basics
 Document accuracy  Document layout
 Mail merge, document  Document enhancement
reference, and printing  Output and printing
 Complete publication
10. Electronic presentations  Web publishing
 Introduction to
presentations 13. Electronic spreadsheet 2
 Working with presentation  Working with charts
software  Working with page layout
 Developing a presentation  Printing a worksheet
 Working with charts
 Working with graphical 14. Electronic databases
objects  Introduction to databases
 Presentation output  Database objects
 Slide show
15. System security, ICT ethical
11. Data communication and issues and emerging
networking technologies
 Introduction to data  Computer system security
communication  Privacy and ICT ethical
 Introduction to networks issues
 Emerging technologies
12. Electronic publication  The ICT industry

The UACE ICT Examination format

Subsidiary ICT has three papers paper 1, 2 and 3 that are set. Paper 1 is
compulsory. A candidate chooses one of 2 and 3.

Paper 1 S850/1 is a theory paper with 20 equally weighted filling-in

compulsory questions, each taking 5 marks. It is marked out of 100 but the
mark converted to 40. It requires short and precise answers and takes 2 hours
and 30 minutes.

The questions set and fetched from the entire syllabus but with more emphasis
on basic ICT concepts and their applications in various fields.

Questions for this paper will be set basing on the question allocation table
below.

Type of question
Topic Knowledge Comprehension Application Analysis Total
Introduction 01 01 02
to computers

UACE Sub. ICT Twehangane Modern

 Introduction to Subsidiary ICT 9

Lab care and 01 01

maintenance
File 01 01 02
management
Computer 01 01 01 03
hardware
Computer 01 01 01 03
software
Internet and 01 02 03
www
Data com. 01 01 02
and
networking
Trends in 01 01 02
computing
Computer 02 02
applications
Total 20

Papers 2 and 3 (S850/2 and S850/3) are practical papers with 5 equally
weighted questions and takes only 2 hours. A candidate attempts only 3. All the
work is saved and written to a blank Compact Disc Recordable that is sent
along with hardcopies of the work to UNEB.

Numbers will be based on practical applications of Word processing,

Spreadsheets, Databases, Presentations and Desktop publishing. They are
marked out of 60 and the mark is not converted.

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 10

1
INTRODUCTION TO COMPUTING

Introduction to Computers
A Computer is an electronic machine that receives data from the user,
processes it using stored instructions (programs) into information, stores and
outputs the information for future use. A computer processes data into
information.

Characteristics of modern computers

Modern computers have the following characteristic features in common

1. Speed. Computers operate with extremely high speeds compared to

human beings. Computer speed is usually measured in millions of
instructions per second (mips)

2. Automatic. They are automatic in that they do not need any supervision to
do tasks when instructed. They are continuous in action and carry on tasks
till they are finished.

3. Accurate. Computers cannot make mistakes. Any mistakes made are due to
human error. If wrong data is fed into a computer, wrong information is
expected hence the saying garbage in garbage out (GIGO)

4. Versatile. Modern computers can perform more than one task at the same
time

5. Diligence. They have ability to do repetitive tasks for long with the same
speed and efficiency without getting tired or fatigued

6. Artificially intelligent. They can be programmed to assume human

capabilities such as learning, reasoning, adaptation and self-correction

7. Storage capacity. They have memory to keep data, programs and

information either permanently or temporarily before or after processing.

8. Programmable. Computers can be programmed and reprogrammed to

take on new tasks. They lack natural brains and therefore use stored
instructions to do tasks.

9. Communication. They can communicate with other computers to share

data, information, programs and instructions through networks

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 11

10. Adaptability. They can be adapted to work with different settings,

programs and in different environments. Multiple programs can run on the
same computer the same or different times

11. Flexible. They can easily switch from one task to another and support a
variety of peripheral devices

12. Processing ability. They can process data into meaningful information
basing on the instructions from the user

13. Portable. Can easily be moved from one place to another for example
laptop computers and mobile phones

14. Electronic in that their operation is powered by electricity

Components of a Computer System

A computer system is a collection of components that work together to

process data into information. A computer system comprises components that
make it fully useful such as:

Computer hardware refers to the physical devices of a computer that are

tangible such as the keyboard, mouse, monitors printer, compact discs, hard
discs, system units, speakers etc.

Computer software refers electronic instructions that tell a computer what

tasks to do and how to do them.

Computer communication is the transmission of data and information over a

channel between computers. Computer communication allows sharing of
hardware, software, data and information among networked computers.

Computer users or Human ware refers to the people who operate and give
instructions to computers. A computer user can be an ordinary or professional
user

 An Ordinary user doesn’t have much technical knowledge of computers

but uses computers for simple personal tasks, learn, have fun such as
computer students, typists, etc.

 A Professional user has formally been trained in the technical aspects of

computers or a trained personnel working in the fields of computing such
as programmers, webmasters, ICT teachers etc.

Computer Data and Information

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 12

A computer processes data into information

Data is a collection of raw facts that are not meaningful to the user. Data can be
in form of text, numbers, images, audio, video or symbols. Examples of data are
students’ bio data, test scores, population figures, employee bio data, etc.

Information refers to processed data. It is organized, meaningful and useful to

the user. Examples of information include words, a mathematical formula,
grades, a piece of music, a song etc.

The process of transforming or converting data into information is referred to

as information processing.

The Information Processing cycle

It is a series of stages the computer system follows to process data into useful
information. These stages are illustrated below.

Collection of data - facts to be processed are first gathered from their sources
and recorded down on paper, or using recorders, sorted and made ready for
input.

Data input - the facts are then entered into a computer with help of suitable
input devices. The facts are sent into the processing unit -CPU for processing

Data processing - the CPU processes the data by performing arithmetic and
logical operations on it basing on the instructions from the user. The resultant
at this point is information.

Storage of information- the results of processing (information) are sent into

the storage memory where it is kept for future use. The stored information can
be retrieved from memory for output or further processing

Output of information - information is sent out in visual or audible form and

provided to the user through output devices.

Forms of information

Information can take one of the following forms:

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 13

1. Written information – the common type of information in organizations,

often presented on media such as paper
2. Aural information – information presented in form of speech such as in
meetings, voice calls, voice mails
3. Audio (audible) - information heard through speakers
4. Visual information, seen by human eyes such as:
 Video – information in form of moving images
 Multimedia - combined forms of information such as text, audio, videos,
images
 Text - characters, symbols, letters, numbers and graphics

Softcopy – refers to non-printed information displayed by the visual display

unit
Hardcopy – refers to printed information

Qualities of good information

Good and valuable information should be:

 Accurate. It should be error free to help users make correct decisions

 Verifiable. It should be proven whether correct or incorrect
 Timely. It should have a validity time frame i.e. when is should be valid or
when it should not.
 Accessible. It should be available when it is needed by the user or decision
maker.
 Meaningful and useful. It should have meaning to the people who receive it
 Cost-effective. It should give more value than it cost to produce

Advantages of using computer for information processing

 Computers are very fast

 They are cheap and cost effective
 Computers can process large amounts of data and give correct results
 Use of computer can increase efficiency and productivity, costs lower in the
long run
 Security of information can be ensured through passwords
 Computers can store large amounts of data
 Computers can help users share data

Limitations, disadvantages and negative effects of using computers

 Due to computerization, some jobs may be lost e.g. typists

 Face to face interactions among workers may be limited
 The initial investment cost is high on hardware, software, training users
 Information is susceptible to computer errors and viruses
 Computer work on electric power which may not be present
 Computers are not reliable, need humans to control them

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 14

 They are unable to learn from past operations

 Computers often are used as means to access inappropriate literature and
pornography
 Prolonged use of computer can lead to health problems such as backache,
loss of sight
 Prolonged use of computers may result into addiction to games, Internet

The common Hardware parts of a Computer

The basic parts of a computer

1. The system unit is a rectangular box that houses the internal electronic
delicate parts of a computer.
2. Mouse is a small device used to point and select items on the computer
screen. It used in the movement of the cursor
3. Keyboard is an input device mainly used for typing text and issuing
commands into the computer
4. A monitor is an output device that displays information in visual form like
text and graphics to the user.
5. A printer is a device that converts softcopy information into hard copy.
6. A speaker is an output device that is used to play sound.

System unit Speakers Keyboard Mouse Printer

Revision Questions

1. (a) What is meant by data processing?

(b) Describe the data processing cycle

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 15

2. (a) Give the advantages and disadvantages of using computers for data
processing
(b) Give any five activities that take place during data collection

3. (a) Give any three forms of information

(b) Give any five qualities of good information

4. Give any three threats to computer held information

5. Give any three traditional methods of processing data you know

The World of ICTs

ICT stands for Information and Communication Technology.

ICT is a collection of related technological tools and methods used to create,

store, manage and disseminate or distribute information.

The term information and communication technology combines two terms:

Information technology and Communication technology.

Information technology (IT) is a combination of computers and

communication technologies to process data into information

Some of the common ICT devices are laptop and desktop computers, radios,
televisions, cellular phones, compact discs, Internet and networking hardware,
software platforms, satellite systems, biometric devices, fax machines, etc.
However, the term ICTs commonly is used to refer to computers.

Uses of ICTs in our daily Society

ICTs have changed society today; people interact with computers and other
ICTs in fields such as: education, business and commerce, health, security,
politics, communication, entertainment and leisure, technical and scientific
fields.

Uses of ICTs in the area of education

 Use computer of assisted instruction (CAI) to deliver lessons, web based

lessons
 Use of computer of computer aided learning (CAL) such as use of
projectors to deliver lessons more efficiently
 Printing learning materials such as exam papers, manuals, etc.
 Use computer of computer aided assessment (CAA) to assess learners'
progress
 Schools use computers to create school websites for sharing information
with the public.

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 16

 Productivity tools like desktop publishing are used in projects and other
school activities.
 Computers are used for calculating mathematical arithmetic by students
and teachers
 They are used to manage school records
 They are used to create students’ progressive report cards electronically
 Distance learning through computer based training (CBT). Students can get
awards such as degrees without going to class.
 Teachers use simulation software to perform difficult or dangerous
experiments in class.
 Special facilities for students with disabilities like text to speech and speech
recognition to help blind students can be used
 Used in preparation of school daily documents such as receipts, exams etc.
 Enable students to do online research using online dictionaries and
libraries
 Allows studying online, cyber classes via web conferences
 Teachers can use audio-visual methods such as presentations to introduce
complex topics
 Computers themselves are used as teaching and learning aids
 They have eased storage of data and information for teachers and students
 Enable edutainment, a form of learning that combines learning and
entertainment to make learning interesting and more fun
 Use of interactive whiteboards and projectors to ease learning

Uses of ICTs in Business, Finance and Banking

 Computers enable people to work from home, using a computer connected

to the employer's network or via the Internet known as telecommuting.
 Computers have created more jobs such as computer technicians,
computer teachers, etc.
 Buying and selling computers and components is a source of income to
individuals, and companies.
 Through, computer aided design (cad), scale drawings, and excellent
designs can be created easily.
 Computers are used to send and receive mobile money, making world-wide
money transfers.
 Computers are used to manage transactions and automated teller machines
ATMs for 24 hours banking.
 Computers help in business advertisement through creating websites,
Internet, flyers, brochures and billboards.
 Computers are used in typesetting business for production of document
printouts and publication of books for sale.
 Computers are used for e-commerce: the sale of goods and services over
the Internet.
 Online shopping and order of goods
 Product research through online surveys, questionnaires
 Inventory and control management

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 17

 Customer care and service through SMS and toll free calls
 Social media marketing and advertisement
 Computer equipment such as CCTV cameras are used to keep security over
business premises
 Multinational companies can carry out online seminars and meetings
 They are used to keep basic business records
 Barcode readers are used to read serial numbers on packaged products to
examine genius and determine prices
 Magnetic ink character recognition readers are used to read details on
customers' cheques
 EPOS terminals are used to record and invoice customers' purchases
 Online banking and money transfer
 Paying bills, prepare budgets using finance software
 Online banking and online investment

Uses of ICTs in the health care

 Hospitals use computers for managing and storing records electronically,

rather than paper files.
 Computers are used for printing labels, allocating beds; make
appointments, staff rotas, etc.
 Internet helps us get web sites for information on health care, treatments,
conditions, etc.
 Monitoring, diagnosis such as heart rate, blood pressure aided by computer
expert systems.
 Medical training is facilitated by simulation software and on-line data
sources.
 Computers are used to carry out many surgical procedures such as
laparoscopic surgeries
 Computerized devices such as CT scan, ultra sound devices and magnetic
imaging.(IMR) are used assist in medical tests, diagnosis and cure of
diseases
 They enable online consultations by medical professionals.
 Use of computer assisted tests can be carried out before prescribing
treatment.
 Use of computer assisted life saver machine.
 Surgeons implant computerized devices such as Pacemakers in the body to
allow patients live longer
 Surgeons use computer-controlled device to do operations that need much
precision such as laser eye surgery and robot assisted heart surgery
 Telemedicine – doctors can have a conference to discuss medical tests
 Telesurgery – doctors direct robots to do surgery when they are away
 Enable faster communication between patients and doctors through calls,
SMS, emails
 Can be used to monitor the patients in hospitals e.g. CCTVs
 Medicals use the web and special software to assist with research and
diagnosis

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 18

 Pharmacists use computers to file insurance claims

 Computer controlled robots can deliver medications to nursing stations in
hospitals
 Doctors use computers and mobile devices to keep patients records
 Tiny implants such as cochlear implants allows a deaf person to hear
 Small camera pills can be swallowed and take images in the body to detect
cancer, and other abnormalities
 Electrodes implanted in the brain stops tremors associated with the brain
diseases

Uses of ICTs in the area of security

 Computers aid monitoring security through cameras, automatic number

plate recognition, etc.
 Communication systems are widely used in the military to coordinate the
personnel.
 Some computer systems can detect temperatures and alarm in case of
danger of fire outbreaks.
 Computers are used for capturing data for police national computer
databases –, vehicle number plates, criminals fingerprints, etc.
 Computers are used to detect presence of illegal devices such as bombs.
 Computers are also used for controlling dangerous weapons such as
missiles.
 Computers are used for storing criminal databases and information at
police stations.

Uses of ICTs in the area of politics and governance

 Public records -a maintained database of statistical information such as

electoral register and census data can be availed online.
 Use of electronic voting during elections. The introduction of biometric
voters’ verification machines during the 2016 general elections in Uganda.
 Government websites provide citizens with current and up-to-date
information about govt activities
 Government departments can use a computer based platform to get
feedback from the citizens.
 Citizens can pay online for tickets, taxes, licenses, etc.

Uses of ICT in art, leisure and entertainment

 Computers enable people to play computer games like need for speed,
solitaire etc.
 Internet has promoted social networking that has enabled interaction
between people
 Computers can be used to play music during free time.
 Computers can be used to watch movies and videos.
 Digital cameras can be used to record and capture videos on parties, tours.

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 19

 They are used to compose and edit songs by producers through using audio
and video production software.
 Internet enables people to read magazines online.

Uses of ICTs in the area of communication

 E-mail: electronic mail sent from one person to other using connected
computers helps a lot in the area of communication.
 Video conferencing enables people in different locations to conduct
meeting as if they are in the same location.
 Computers are used for faxing: sending an image of a document
electronically.
 Computers enable people to send voice, image, text and data though
telephones and mobile cell phones.
 Social networks such as face book, and twitter enable people to stay in
touch with their relatives, friends and interests.

Industrial, travel and transport, technical and scientific uses of ICTs

 Astronomists use computers to study the behavior of complex systems in

space as regards to their movements, interactions etc.
 Meteologists can use computers to analyze data and predict weather
conditions
 Through computer aided manufacture (cam), computers can be used to
control the production of goods in factories.
 Computers perform telescope pointing and tracking (including error
correction), camera operation, image download and storage, image
reduction (the measurement of the image), and data processing.
 Computers are used to tell schedules of water vessels, train, buses to their
respective stations. You only need to use your PDA device or cello phone
and check it out.
 Computers are used very extensively in design of roads. Roadways and
bridges are designed using software programs like cad etc.
 Vehicles with navigation systems (GPS) can help locate their destinations
to the user
 Websites are used by travellers to reserve travel tickets
 Directions and maps can be printed to aid travellers
 Monitoring highway traffic
 Computer aided manufacturing assist with production of goods such as in
fabrication and assembly

Implications of Using ICTs

The widespread use of computers and related technologies in almost all fields
of work and life has imposed both positive and negative effects on people’s
lives and work.

Positive implications of using ICTs

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 20

 Enhancement of efficiency- ICT has brought the ability among workers to

produce good results by using the available time, money, supplies etc. In
most effective manner.
 Communication. This has been enhanced by the development in the
communication industry e.g. E-mail, Skype, Facebook etc.
 Networking. This is basically use of computer and other resources thus
eliminating duplication of data and other resources in the organization
 Security. Computers have generally improved security through computer
development of security conscious gadgets like automated gates CCTV
cameras.
 Service delivery. It has stimulated a sustainable flow of information and
interlinking the various stakeholders within the various businesses.
 Entertainment. For example playing computerized music, games, computer
games etc.
 Enhancement of employment opportunities e.g. computer teachers,
software engineers etc. which has created employment opportunities.
 ICT explore and facilitates scientific research e.g. solving the problem of
physics and engineering design, explore relations of biological and
physiological processes.

Negative implications of using ICTs

 Health problem. Computers have affected health standards of human life

for stance light from the screen affect eyes, sitting down causes back pain
etc.
 Fraud. This is where one commits unacceptable activity as the way of
getting organization's information or data without permission from the
owner. E.g. stealing money from one account to another in the bank.
 Moral degeneration. Through the pornographic literature, message clips
etc. which have led to loss of cultural values
 Increase in the cost of production. This is because computers are expensive
to buy and maintain hence increased prices.
 Unemployment. It has negatively affected the society by replacing the
workers with no computer skills.
 Computer viruses. These are considered the greatest nightmare because
they attack once the computer system and destroy it within a minute
leading to loss of information.
 Death and accidents. They cause death and accidents due to computer
explosions
 Over reliance on computer. This has come up due to over dependence on
computer making them do everything hence causing mental decadence.
 Environmental degradation. Computer resources and hardware
components are very harmful to the environment. They have led to soil and
air pollution in the environment.

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 21

Computers and the Environment

Green Computing

Green computing or ICT sustainability refers to environmentally sustainable

computing or IT. Green computing is environmentally responsible use of
computers and related resources.
Or
Green computing is the study and practice of designing, manufacturing, using,
and disposing of computers servers and subsystems in a way that does not
harm the environment.

Green computing involves the implementation of energy-efficient CPUS,

servers and peripherals as well as reduced resource consumption and proper
disposal of electronic waste (e-waste)

Goals of green computing

 Reduce the use of hazardous materials.

 Maximize energy efficiency during the product’s lifetime.
 Promote the recyclability, biodegradability of ICT products and factory
waste.
 Make the use of computers as energy- efficient as possible.

Core objectives of green computing strategies

 Minimizing energy consumption

 Purchasing green energy
 Reducing the paper and other consumables used
 Minimizing equipment disposal requirements
 Reducing travel requirement for employees or customers

Ways of promoting Green Computing

Outline any three measures that can be taken to prevent environmental

degradation through the use of ICT. (UACE 2018)

 Minimize the use of paper by using the Internet to send e-mails than
physical letters
 Properly recycling and disposing off of e-waste such as toner cartridges,
etc.
 Sensitizing people about environmental management via social media,
radio, TV talk shows
 Using Google maps to spot areas where degradation has occurred so as to
mitigate the effect
 Using radio announcements to disseminate information about
environmental management

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 22

 Using of pop-up messages sent to phone to alert or remind people about

environmental management
 Use of computer controlled planes to plant trees, spray, irrigate, put off fire
in remote areas
 Use of grid computing and cloud computing
 Promoting use of virtualization of computing hardware
 Using low power hardware like LCD monitors and laptops instead of CTRs
and Desktops
 Through developing bio-degradable computing devices
 Switch off hardware components such as printers and monitors when not
in use
 Using power management features to turn off hard drives and display after
several minutes of not in use.
 Employ alternative energy sources for computing workstations, servers,
networks and data centers.

Advantages of green computing

 Reduced use of energy lower carbon dioxide emission from fuel used in
power plants transportation
 Conserving resources means less energy is required to produce, use and
dispose of products
 Saving energy and resources saves money
 Green computing encourages recycling, lowering energy use by individuals
and business
 Reduce risks of chemicals that cause cancer, nerve damage, immune
reactions in humans

Cloud Computing

It refers to storing, accessing data and programs on remote servers that are
hosted on Internet instead of computer's hard drive or local server. It is also
referred as Internet based computing or online storage
Or
Cloud computing-this is the practice of using a network of remote servers
hosted on the Internet to store, manage, and process data, opposed to local
server, personal computers

Examples of online file storage sites

1. Amazon Drive 2. Box

3. Google Drive 4. Hightail
5. I-Cloud 6. Media File
7. Drop Box 8. Microsoft One Drive
9. Share File 10. Sugar Sync

Advantages of cloud computing

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO COMPUTING 23

 It reduces the cost of buying computer hardware and software.

 It is available 24 hours, allows accessibility of user’s data anywhere,
anytime
 Efficient recovery. It delivers faster more accurate retrieving of
applications and data
 Flexibility of growth. It is scalable, companies can add and remove
resources based on their needs
 Cloud hosting is very easier to implement in organizations
 It allows automatic updates of software
 It offers great security when any sensitive data has been lost.
 It helps organizations to reduce their carbon print
 Cloud applications enhance collaboration of distant people to virtually
meet and exchange information.
 It is very easier to monitor and manage.

Disadvantages of cloud computing

 Very expensive to install and pay subscriptions to cloud service providers

 Requires you to be online in order access the resources and services
 The customer has limited control over the services compared to service
providers
 There is always temporary inaccessibility when service providers are
upgrading and servicing server
 There is insecurity of data due to hackers

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 24

2
COMPUTER MANAGEMENT

Computer Booting

Booting sequence refers to is the initial set of operations that a computer

performs when electrical power is switched on.

Booting is the process of starting up a computer. During booting, the operating

system (OS) loads from bootable hard disc into the working memory (RAM).

Booting is of two types: Warm or (soft) booting and cold (hard) booting

Cold or hard booting is the process of turning on a computer after it had been
powered off completely (starting a computer) while Warm or soft booting is
the process of restarting a computer that already is powered on.

(a) Distinguish between cold booting and warm booting

(b) Give three circumstances under which a computer can be warm booted
(UACE 2018)
Reasons for Warm Booting a Computer
(Circumstances under which a Computer may be restarted)

 Before and after installation of a new application or utility software

 After uninstalling an application or utility software
 When a peripheral, hardware component fails to function
 After uninstalling or disconnecting a hardware component
 During and after installation of operating system
 During installation of a new computer hardware
 After configuring a server on a network or changing network settings
 After changing system control settings
 When a user wants to clear a malicious infection like malware, spyware,
viruses
 When switching from one operating system to another – multiple OS
 When the computer stops responding to commands (freezes or deadlocks)
 After malware or virus scanning
 When there is suspected system attack or tapping
 When the computer system slows down
 When application software fails to load or work
 When power voltage suddenly lowers
 To activate a boot scan
 After performing a system restore
 When new network configurations have been added to the computer

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 25

 When recover from errors that cannot be recovered.

 After updating or upgrading software or hardware
 When a device is not ready
 During troubleshooting the computer
 Automated software can also cause a warm boot.

Benefits of restarting a computer

 It flushes RAM and removes files that could be causing computer freezing
 Fast performance: reboots are known to keep computers running quickly
 Stops memory leaks that occur when doesn’t close properly
 Fixes Internet connection
 Recovers the computer from software errors
 Fixes most software bugs

Step-by-step process of booting

1. When power is switched on, the PS sends a signal to the components in the
System unit.
2. The processor finds the ROM chip that contains the BIOS (Basic Input -
Output System).
3. The BIOS performs the Power-On Self-Test (POST) to check components
such as peripherals
4. The results of the POST are compared with data in a CMOS chip
5. The BIOS looks for system files on the hard disk
6. System files and the operating system load into RAM from the hard disk
7. The OS loads configuration information and displays the welcome screen
8. On startup, the OS may require a password for a legitimate user to logo on
the system
9. After the user logs on, the desktop and icons are displayed
10. The OS finally runs the programs that open automatically when the
computer boots.

Terms used in the booting process

A boot loader - a computer program such as BOOT MGR that loads the main
operating system for the computer after POST

A boot drive is the drive from which a computer boots or starts, usually drive
C. it can also be a removable device such as a flash or compact disc or DVD

Bootable device (installation disc) – one that contains the OS software from
where the computer boots

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 26

Computer Application Programs

A computer program is a set of instructions that a computer uses to perform

a specific task, also called an application. Common programs are word
processors, presentation software, database management systems, web
browsers, computer games

Starting Programs

The start menu is the gateway to all of the programs on your computer. To
open the start menu, click the start button. The left pane of the start menu
contains a small list of programs. To open a program, click it. If you don't see
you want to open, but you know its name, type all or part of the name into the
search box at the bottom of the left pane. To browse a complete list of your
programs, click the start button, and then click all programs

File and Folder management

File management involves operations on files, programs and folders on

computers disks.

File management operations include

 Creating files and folders

 Moving files and folders
 Copying files and folders
 Selecting single or multiple files
 Renaming files and folders
 Searching and sorting by name, date or file extension (type)
 Printing files
 Deleting files and folders
 Restoring or emptying recycle bin etc.

A folder is a named storage location where related files and subfolders can be
stored. A folder is also known as a directory in some operating systems

A file is a collection of related data saved with a given name on a storage

medium.

Features of a folder

 A folder has a name

 A folder has a path originating from a special directory called root
directory
 A folder has special access permissions for authenticated users.
 A folder or directory may be created inside another folder or directory.
This is called a subfolder or a subdirectory.

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 27

Creating a new folder

 Using my computer icon, on the folder tree on the left pane, select the
location (desktop) in which you want to create a new folder.
 On the file menu tab, click new folder
 Type a new name for the folder to replace the temporary name, then press
enter key or click the icon once.
Or
 Right click on the free space on the desktop,
 Point to new, click folder. Type a new name for the folder and click away

Renaming a folder or file

Renaming refers to changing the previous name to a new name. To rename a

file or folder proceed as follows:
 Using my computer icon, display the explorer window.
 On the folder tree on the left pane, select the file or folder to be renamed.
 On the file menu, clicks rename. Type the new name, and then press enter
key.
 Or right click on folder or file and choose rename option from the popup
menu.
 Or select the file or folder icon and press f2 function key, type the new
name, and then press enter key

Deleting a folder or file

In Windows, deleted items from the hard disk, are temporarily held in the
Recycle bin from where they can be restored if necessary.

To delete a file or folder proceed as follows:

 Using my computer icon, display the explorer window.

 On the folder tree on the left pane, select the item that is to be deleted. On
the file menu, click delete.
 A message appears on the screen asking whether you actually want to
delete the item. Confirm by clicking yes

Restoring deleted files and folders

To restore a file or folder from the recycle bin to its original location:
 Double click the recycle bin icon.
 Select the deleted item(s) to be restored.
 Click file then restore

Empting the recycle bin

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 28

 To completely discard files and folders you deleted, you need to empty the
recycle bin. To empty the recycling bin proceed as follows:
 Double click the recycle bin icon on the desktop to open.
 Choose empty recycle bin from file menu.
 Click yes when prompted to confirm deletion of the files.

Copying files and folders

Cut or copy command are used to move or create a duplicate of an item

respectively. When you cut or copy an item, it is temporarily held in a
temporary storage location known as the clipboard. To copy a file or folder:
 Using my computer icon, display the explorer window.
 Select the file or folder to be copied.
 On the edit menu, click copy.
 Select the drive or folder where you want the item to be copied.
 From the edit menu, click paste. Information or item is pasted to a new
location.

To move a file or folder proceeds as follows:

 Using my computer icon, display the explorer windows.

 On the edit menu, click cut.
 Select the drive or folder where you want the item moved.
 From the edit menu, click paste.
 Move progress dialog will be displayed on the screen.

Moving a folder

 To move a folder to a desired location:

 Click the folder and hold
 Drag and drop to the desired location

Sorting files and folders:

 Right-click any open space within windows explorer and select sort by.
 Choose to sort by name, date modified, type, or size.
 To view more sorting options, click more

Computer files

Every document, picture, sound or video saved on a computer’s storage is a file.

A file is associated with is used to read it, so if you double-click a file that was
created in notepad, the notepad starts and displays the file. For example, you
can edit the text in a document or change the colours in a picture. All files have
names, and all file names consist of two parts—the name and the extension—
separated by a period. The type of file or in which it was created is indicated by
the extension. The extension is a short abbreviation of the file type. Its
commonly 3 letters

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 29

Files and file extensions

By default, windows hide common file extensions.

If you would prefer to see your file extensions, open my documents (or any
folder) in windows explorer, and on the tools menu, click folder options, and
display the view tab. Clear the hide extensions for known file types check box,
and then click ok to close the dialog box and apply your settings.
Files also have icons, which are graphic representations of the file type.
Depending on the way you’re looking at your files, you might see a large icon,
or a small icon.

Creating a new file

Depending on the programs installed in your computer, you can create

different types of files such as drawings, text document etc.

To create a new text document:

 On the free space on the desktop, right click.

 Point new, click text document. From the list available on application.
 Type a new name for the new file to replace the temporary name and press
enter key.

NB: in windows, file name can contain up to 255 characters, including spaces
but, with no special symbols such as \|/:*?”<>.

Selecting multiple files

Sometimes, though, you’ll want to select more than one file at a time. For
example, you might need to move a group of files, or copy several files at once.

There are many ways to select multiple files:

 Shift click: if the files you want to select are listed one after another, click
the first file in the group, hold down shift, and then click the last file in the
group.
 Ctrl+click: if the files you want to select are not listed together, hold down
ctrl while you click each file.

Types of files

There are three types of files namely:

 System files: contain information that is critical for the operation of the
computer.
 Executable files
 Application files: holds programs and are executable.

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 30

 Data files: contains user specific data

File attributes

Every file has a file name and an optional extension. The name and extension
are separated by a period (.) E.g. Jeff.doc. In this case, the file name is Jeff and
the extension is doc. The size in bytes, date, and time the file was created

Table below shows some common file extensions and file types.

Extension File type Description

.doc Data Microsoft word document file.
.xls Data Microsoft excel document file.
.ppt Data Microsoft PowerPoint document file.
.pub Data Microsoft publisher document file.
.accdb Data Microsoft access document file.
.txt Data A plain text file created using note pad
editor
.exe Application The file that launches a particular
files application, e.g. Winword.exe
.bat System files Files containing a series of commands
loaded during boot up.
.sys System files System files that perform fundamental
operations in a computer.

Saving a file

After typing the content of the file in the work area, click file and then click
save. Otherwise, if the file will be saved with a different name or location then:
save as.

 Click file menu and then

 From the save as dialog box, select where the document is to be saved then
type its name.
 Click the save button

Finding files

When you are saving your work you must always be aware of:

 The drive it is saved on.

 The folder it is placed in.
 The file name

If you follow these simple rules it will make finding your files much easier. If
you lose a file, you can use the search utility in windows explorer to look for
the file

File specification and file path

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 31

A file specification is the name given to identify a file. The path is the first part
of the file specification. The file name and extension make up the remainder
of the file specification. Also, in windows, the folder containing information
specific to one user, including the documents, desktop and the like is known as
the profile.

The file specifications

C:\Users\MDT\Desktop\Music\Gospel\Worship.mp3
identifies the file named worship.mp3 in the gospel subfolder under music
folder on the desktop (location) under MDT's profile in the users’ directory
on disk drive C. The file extension .mp3 denotes that worship.mp3 is an
audio file.

The Windows Desktop

The desktop is the main screen area that you see after you turn on your
computer and log on to windows or other operating system with a GUI.
Like the top of an actual desk, it serves as a surface for your work. When you
open programs or folders, they appear on the desktop. You can also put things
on the desktop, such as files and folders, and arrange them however you want.

Features of a Desktop

Desktop background: Windows lets the user to customize the desktop

background by applying favorite themes, colors, pictures and wallpapers.
Icons: an icon is a graphical representation of on the screen.
Taskbar: taskbar is the band where the buttons of currently open windows
are displayed.

Basic features of a desktop

System tray or notification area: the notification area, on the far right side of
the taskbar, includes a clock and a group of icons that communicate the status
of something on the computer or provide access to certain settings.

Start button: the left most button on the taskbar that the user clicks to display
the start menu.

Customizing the desktop

Windows lets the user change desktop appearance, background, screen savers
and resolution

Screensavers display moving designs on the computer screen when you

haven’t typed or moved the mouse for a while.

To set a screen saver,

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 32

 Right-click anywhere on the desktop and click personalize.

 Click screen saver at the bottom of the window.
 Select a screensaver from the screen saver drop-down list.
 Click ok when you’re done

Theme and background

To apply a new theme or wallpaper:

1. Right-click anywhere on the desktop and click personalize.

2. Click desktop background at the bottom of the window.
3. When the next window opens, select one of windows' built-in backgrounds
from the list.
4. Click save changes.

Common terms used in file management

 A file is a collection of logically related records. Or it is an object on a

computer that stores data, information, settings, or commands used with a
computer program.
 Folder-this is a virtual container in a computer’s file system in which
groups of files and other folders are kept and organized. Or it’s a virtual
storage area of a file, etc. on a computer
 File name .this is a name by which a file is identified .e.g. For
ICTseminar.doc. ICT seminar is the file name. File names have some
invalid characters e.g. / \ : ? “ <
 Icons: these are small graphic images or pictures that represent a file,
program, web page, or a command.
 Desktop: this is the first computer screen display before anything opened.
 File extension. It’s a group of letters that occur after a period after the file
name indicating the format of the file

Question: Outline some of the rules followed when naming files

Common System Utilities

A utility is system software designed to enhance the working conditions and

functionality of a computer. They include:

 Sorting utility - arranges data as specified by the user in either ascending

or descending order
 Merging utility - allows data from many files to be combined into one file
 Backup utility - creates copies of data and files away from the computer’s
memory to safeguard it from loss if accidentally deleted or when the
system crashes. These files can be restored whenever desired.

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 33

 Disk compression utility - reduces compresses or uncompressed the size

of files or contents of a disk to increase its capacity.
 Data or file compression utility -that can output a smaller file when
provided with a stream of file
 Registry cleaners - cleans and optimizes the windows registry by
removing old registry keys that are no longer in use
 Network utilities - analyses computer’s network connectivity, configures
network settings, checks for data transfer or log events
 Disk cleaners - checks for and finds out files that are unnecessary to the
computers operation and those that take up much memory space and
delete them
 Disk checkers - scans and checks the contents of a hard disk and other
storage devices and displays the used and unused space
 Uninstaller - removes computer application software and its associated
entries within the file system
 Memory testers - checks for memory failures
 Diagnostic utility - compiles technical information about the computer
hardware and certain systems software programs and then, prepares a
report outlining any discovered problems.
 Disk defragmenter utility - re-organizes files, used and unused space on
the disk. They increase efficiency by moving data to one side of the disk.
 Disk partitions - an individual storage disk drive into multiple logical
drives
 Disk space analyzers - the size of each folder, sub-folder and files in the
folders or drive, showing the distribution of used space
 Archive utilities - output a stream of a single file when provided with a
directory of a set of files. Archie utilities unlike archive suites usually do
not include compression or encryption capabilities.
 File managers - provide a convenient method of performing routine data
management tasks such as deleting, renaming, cataloging, un cataloging,
moving, copying, merging etc.
 Cryptographic utilities - out encryption and decryption of streams and
files to improve their security
 Hex editors - directly modify the text or data in or of a file
 System monitors - for monitoring resources and performance in a
computer system
 System profilers - provide detailed information about installed software
and hardware
 Search utility: used to locate a file or folder by name located on any of
your hard drives in less than a second.
 File compression utility: reduces the amount of space used by files stored
on a drive.
 Disk defragmenter: consolidates scattered file fragments so that each file
occupies a single, contiguous space on a hard drive.
 Screen saver: takes over screen and displays graphics after some period of
inactivity.
 Anti-viruses a utility used to prevent, detect, scan and remove computer
viruses from storage devices and memory.

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 34

Using search tools to locate files or folders

You can use the search box on the start menu to find files, folders, programs,
and e-mail messages stored on your computer.

Compressing files

Really big files can be difficult to copy or share. Fortunately, windows lets you
create compressed folders, which take big files and compress them in size
(called a “zipped” file). After the file has been transferred, you can then
uncompress / extract the file back to its original state.

To compress files or folders

1. Click the file(s) you want to compress.

2. Right-click the selected file(s) to display the pop-up menu
3. Select send to, compressed (zipped) folder
4. Windows creates a new zipped folder in this same folder that contains
copies of the selected files.

Defragmenting a storage medium

If you notice that your system takes longer and longer to open and close files or
run applications, it’s probably because little fragments of files are spread all
over your hard disk. You fix the problem by putting all the pieces of the
fragmented files back next to each other—which is known as defragmenting
your disk.

To defragment disks on windows

 Click the start button and select all programs, accessories, system tools,
disk defragmenter.
 To manually defragment your hard drive, click defragment disk.
 To set up automatic disk defragmenting, click configure schedule.

NB: it takes time defragmenting your drive can take an hour or more,
especially if you have a large hard drive or your drive is highly fragmented.

Using antivirus programs

Computer viruses can be even very damaging, causing data loss and
malfunctioning of the computer. For that reason, you should install on your pc
an antivirus program.

Examples of the antivirus programs include:

• AVG anti-virus free edition • MacAfee virus scan plus

(free.avg.com) (www.mcafee.com)

UACE Sub. ICT Twehangane Modern

 COMPUTER MANAGEMENT 35

• Norton antivirus • Avast

(www.symantec.com) • Avira
• Zone-alarm antivirus • Bit defender
(www.zonealarm.com) • F-secure
• Kaspersky • Panda security
• Eset nod32. Etc.

One of the more popular antivirus programs is AVG anti-virus free edition,
download it from free.avg.com, and install it.

UACE Sub. ICT Twehangane Modern

The Print Management

Printing refers to the process of producing softcopies of documents into hardcopy

like a plain paper. When you’re using a computer, you might want to keep a copy of
what you can see on the screen. If you have a printer connected to your computer, or
have access to a network printer, you can create a “hard copy” of your work

Selecting a printer

The two most common types are laser printers and inkjet printers. Laser printers
work much like copy machines, applying toner (powdered ink) to paper by using a
small laser. Inkjet printers shoot jets of ink onto the paper’s surface to create the
printed image.

Installing a printer

There are several ways to connect a printer to your pc. Which option you choose
depends on the device itself, and whether you're at home or at the office.
Always consult the information that came with your model for specific instructions.

Local printers:

The most common way to install a printer is to connect it directly to your computer.
This is known as a local printer. If your printer is a universal serial bus (USB) model,
windows should automatically detect and install it when you plug it in. If it's an older
model that connects using the serial or parallel port, you might have to install it
manually. You need to install print drivers which are usually downloadable form the
printer manufacturer’s website.

Network printers:

In the workplace, many printers are network printers. These connect directly to a
network as a stand-alone device.

To select a default printer

If you regularly use multiple printers, you can pick one as your default printer.
Windows and other programs will then automatically use that printer whenever you
print.

1. Click to open devices and printers on the start menu.

2. Right-click the printer you want to use, and then click set as default printer.
(You’ll see a check mark on the printer's icon signifying that it's ready and now
your default printer.)

Tip: a default printer doesn't have to be an actual physical device. Depending on your
computer, you might have the option to send documents as faxes, or to save them as
pdf or xps files when you print.
 COMPUTER MANAGEMENT 37

View, pause, or cancel a print job

Once your document or photo has started to print, you can pause or cancel it via the
print queue or print spool.

The print queue shows you what's printing or waiting to print. It also displays handy
information such as job status, who's printing what, and how many unprinted pages
remain.

• Click to open devices and printers from the start menu.

• Select your printer's icon and then click see what's printing on the command bar.
The print queue uses the FIFO principle (first in first out)

Modes of printing
• Multiple page printing: this is when the user prints more than one page of the
same document on a single sheet of paper
• Multiple copies printing: this is where the user prints more than one copy of
the same document.
• Handout printing: this is where multiple slides are printed on one page
• Slide printing: this is the mode of printing where a single slide is printed and
covers the whole page

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 38

3
COMPUTER LABORATORY CARE AND
MAINTENANCE

Computer Literacy

It is the ability to use computers and related technology efficiently.

It’s the level of familiarity with the basic ICT concepts that allows one to easily use
personal computers.

Basic computer literacy skills

• Turning on the computer and logging in

• Opening and creating folders and files
• Working with basic application packages such as word processors, spreadsheets
• Browser basics (Internet and email)
• Basic hardware terminology knowledge
• Caring and maintaining computers and labs
• Virus and security awareness.
• Basic trouble shooting skills
• Basic hardware and software installation

Advantages of computer literacy

• Profitable skills: computer skills such as word processing can aid one to make
money
• Leadership and promotions: computer literacy skills may get one promoted to a
higher position
• Work performance: knowing how to use a computer often allows users do work
more efficient and timely.
• Communication: knowledge of how to access the Internet on a computer opens
up possibilities to communicate with coworkers or supervisors.
• Being prepared for the future; computer technology is advancing faster, so if you
are familiar well with computer skills now this will makes you ready for bright
future
• Ability to use new media; traditional media like newspapers and television are
being replaced by computer based media such as social media, and online blogs
which require computer literacy skills to use.
• More job opportunities; since almost all workplaces use computers, the need for
people having computer skills is really in great demand.

The Digital Divide

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 39

Digital divide is the inequality with regard to access to information and

communication technologies (ICT). It is the lack of opportunities experienced by
those with limited accessibility to technology, especially the Internet. It can be a
result of having some societies one with very high levels of computer literacy and
others lagging far behind.

How to promote computer literacy

• Through undertaking computer training courses

• Through attending workshops
• Through practical hands on
• Through reading computer related literature.
• Through carrying out research
• By use of resourceful tutorials that can be downloaded for the net

Limitations to computer literacy

• Computer phobia - people fear to use computers.

• Myths about using a computer e.g. you will kill your sight.
• Expensive hardware and software components
• Restricted to well to do people
• Some places lack connection to the power grid.
• High costs of Internet connection

Ways to improve computer literacy in your school

• Through undertaking computer training courses

• Through attending workshops
• Through practical hands on
• Through reading computer related literature.
• Through carrying out research.

System startup

• On start-up, the OS may verify that the person attempting to use the computer is
a legitimate user through use of a password.
• After the user logs on, the desktop and icons are displayed on the screen.
• Finally, the operating system also executes programs in the startup folder, which
contains a list of programs that open automatically when you boot the computer.
• Microsoft windows users can see each of the programs that startup each time
their computer boots by using the Msconfig utility.
• The startup folder on windows OS contains a list of shortcuts of those
applications that start when windows starts.

Working with Application Programs

An application is a computer program designed to help a user perform specific tasks

on a computer. Common applications include word processors, spreadsheets, media
players, games.

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 40

Options to start a computer program

1. Double-click shortcut icon on the desktop.

2. Click an item on the taskbar.
3. Choose start > all programs. Click the name on the all programs list that appears.
4. You can use the start menu’s search feature to launch a program

Secure Laboratory Environment

A computer laboratory is a room that is specially designed and prepared to provide

a safe and conducive environment for use and installation of computer systems

Factors to consider when preparing a computer laboratory

 Security of computers, programs and other resources

 Reliability of the power source.
 The number of computers to be installed and the available floor space.
 The maximum number of users the computer lab can accommodate.
 Strength of available furniture

Factors to consider when buying computers

 The need of the organization and the amount and type of data to handle
 System specifications such as hard disc and RAM size
 Cost of system components and their installation, development
 The source of system components and service
 Available space to accommodate the computers
 Areas of laboratory security to accommodate the computers
 Environmental concerns
 Available employee skills

Organizations, libraries, and schools running public computer labs face a variety of
complex computer security challenges. These institutions take measures to ensure
the safety of the equipment, software, data and users.

Physical security measures

 Burglar proofing avoid unauthorized access to computer room.

 Fit strong locks, doors, windows and roofing to avoid thefts
 Employ security guards to keep watch over data and information centers.
 Apply burglar proofing - reinforce weak access points like windows, doors,
roofing with metal grills
 Set up alarms to alert you in case of break-ins.
 Use system locks (locked key systems) to restrict access internal components like
hard disks
 Use cables to lock the equipment to desk, cabinet or floor.

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 41

 Electronic (biometric) locking mechanism with keys, swipe cards, finger print
recognition.
 CCTV cameras to keep watch over computer systems and centers.
 Lock the lab with strong padlocks

Security cameras

Security cameras are used to deter theft and other crimes in computer labs and data
centers.
Closed circuit television (CCTV) surveillance cameras are used to record video which
can be viewed in the monitoring room and played back in case of any investigations.

Burglar proofing

 Burglar proofing provides protection against any forced physical entry into the
computer laboratory.
 Burglar proofing involves fitting metal grills in windows and doors.
 Consider installing security alarms at strategic access points that would alert the
security personnel in case of a break-in.
 Fit strong metallic grills and locks on doors, windows and strengthen the roof in
case the roofing is weak.
 Use desktop locks, system unit enclosures and laptop locks

Electric power security

 Electric power security: place no more than two computers on each circuit. Do
safe well insulated cabling.
 Keep the circuits for computer systems separate from all other equipment such
as printers, copiers and coffee makers.
 Plug each computer into a surge protector or ups (un interruptible power supply
unit)

Stable power supply

Protect computers from being damaged and data loss due to power instabilities by
having:

 Power stabilizers maintain power at required voltages.

 A surge protector can be used to protect computer equipment against under
voltage and over voltage.

UPS-uninterruptible power supply

 Computers need the time to shut down properly. Damage to devices and data can
occur when there is sudden power loss or fluctuation.
 Ups, or uninterruptible power supply units, keep backup power for devices in the
event of a failure or other electrical problems.

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 42

 A UPS is essentially a small battery that keeps the power supply on for long
enough for you to switch off the computer safely when there is a sudden
blackout.

Electric power security

 Properly insulate and lay power cables away from pathways in the room.
 Lay cables along the walls in trunks to prevent electric shock and power
disconnections caused by stumbling on cables.
 Install lightening conductors on the lab to protect computers, users from
lightning strikes
 Always install lightening conductors to the computer laboratory to protect the
machines and the users of the computers.
 Minimize electrical noise in the computer environment. Electrical noise refers to
externally radiated signals that cause undesirable additions to the current
voltage

Electrical noise

Electrical noise is commonly generated by devices like fluorescent lights of high

frequency, motors, battery, chargers, inverters, radios, television, and cell phones

First aid kits and toolkits

A first aid kit is a box or bag that contains the necessary items for providing care in
case of any emergency in the lab such as shocks.
Tool kits are also necessary for keeping ICT repair and maintenance tools.

Fire extinguisher

Fire extinguishers are a critical component of saving property and lives in the case of
a fire emergency. Owning a fire extinguisher is a form of ensuring safety. All
computer rooms need it just in case a fire starts.
It can save our property from burning because the use of the device will help prevent
it from spreading and can even stop the flame in no time
Have gaseous fire extinguishers like those filled with carbon dioxide. Water based or
powder extinguishers should be avoided since they can cause damage to computer
components

Heating, ventilation and air conditioning (HVAC)

 Air conditioning units monitor and maintain the temperature, air distribution
and humidity in a computer room.
 An air conditioning unit is a device used for cooling and controlling the humidity
and purity of the air circulating in a space.
 Have good air circulation in the computer room since users and computers emit
heat energy.
 This is possible through having enough ventilation points like windows, installing
an air conditioning system.

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 43

 Avoid overcrowding of machines and users.

 All the above prevent suffocation and overheating.
 Avoid direct sunlight and high temperatures that may damage hardware
components.
 Ventilation should be good. Good aeration enables the computer to cool and
hence avoids overheating
 Dump control: humidity must be regulated in the computer laboratory to remain
at an optimum 50%.
 Low humidity may cause static electricity to build and damage sensitive
components.
 High humidity of over 70% may cause rusting of the metallic parts of the
computer system.

Dust control

 Blower: used to blow/remove dust that may have entered inside the computer.
 Dust and water proof covers protect computers from moisture, water and liquids.
 When setting up the computer laboratory, consider a location away from
excessive dust.
 The room should have special curtains and computers should remain covered
using dust covers when not in use

Antiglare filter screens

 This is used to avoid eye strain and fatigue caused by over bright CRT monitor.
 Reduces electromagnetic rays from the CRT monitor.
 Radiation filter screens should be fitted to reduce the light that reaches the eye
 They reduce the effect of light rays emitted from monitors.

Woolen carpet

 Absorbs dust in the lab.

 Reduces effects on damage when light objects fall.
 Minimizes effects of electric shocks.
 Absorbs electrical radiations from computer devices.

Software security measures

 Computers should have updated antivirus software installed to prevent malware.

 Remote administration software should be considered with high number of
computers in a computer center.
 Computer management software to monitor and limit web browsing should be
installed for.
 Group policy or security software to prevent malicious software from being
executed and installed.
 Assigning unique authorized log-in for authentication before granting network
access

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 44

Software update and upgrade

 Software update provides bug fixes and minor software improvements and is
made available by download. While
 Software upgrade is the replacement of a product with a newer version of the
same product.

Ways computers can be damaged in a laboratory

 Defacing computers by use of sharp objects.

 Eating and drinking in the lab.
 Placing computers on non-flat surfaces.
 Using un-grounded power sources.
 Opening a computer when it is running.
 Moving the computer while it is running.
 Working with a computer in a dusty environment.

Measures to protect users

 Having all cables insulated to avoid electric shock

 Having the room well ventilated and installing air conditioners.
 Having enough space in the lab for movement.
 Avoiding over-crowding.
 Using comfortable and standard furniture to avoid poor posture.
 Using LCD monitors other than CRT monitors or
 Providing antiglare screens and adjustable screens to avoid eye strain brought by
over bright light from the monitor screen.
 Cables should be laid away from users’ paths to avoid users falling while passing
through.

Measures to protect the computers

 Burglar proofing the room.(fitting grills on doors, windows and having a roof)
 Installing the intrusion detection system (ids)
 Employing security guards.
 Installing fire prevention and control equipment. (fire extinguishers)
 Having stable power supply. (surge protectors, standby generator,
uninterruptible power supply)
 Installing lightening arrestors
 Insulating all power sockets.
 Follow the computer lab rules and regulations.
 Dust and dump proofing. (cleaning the computers daily, air conditioning systems,
fitting curtains into windows

Importance of servicing and maintaining a computer

 To ensure that the computer works continuously

 To ensure performance and efficiency of a computer.

UACE Sub. ICT Twehangane Modern

 COMPUTER LABORATORY CARE AND MAINTENANCE 45

 To take out dust that can spoil the internal parts of the computer
 In order to upgrade and update the computer.
 To reduce the costs of long run replacement and repairs.
 To prevent the computer from viruses and malware.

Activities involved in servicing and maintenance of computers

 Repairing and replacing  Firewall activation

damaged parts.  Disk defragmentation
 Upgrading software.  Upgrading software
 Installing power guards/surge  Blowing dust off
protectors.  Installing software
 Scanning devices before use  Covering computers with dust
 Disk cleaning or water proof jackets.
 Emptying recycle bin

Tools needed to service and maintain a computer

 Needle-nose pliers  Screw drivers

 Blower  Wire cutters
 Crimping tool  Tweezers

Computer Performance

Computer performance can refer to the amount of productive work a

computer can produce in relation to the resources it is given. It is usually
gauged by its processing speed, efficiency and productivity.

The following are the reasons why a computer may slow down and
possible solutions

Reason Solution
Insufficient memory (ram) Add more memory
Bad hard drive (disk errors  Perform a test and repair
creating delays)  Replace the hard drive
Low performance CPU Replace the CPU with another
improved and faster CPU
Overheating due to failed fan Clean the accumulated dust using
Excessive dust blocking the heat compressed air
sink
Memory leak(software bug  Upgrade the software causing
causes to use a lot of ram) excessive memory usage.
 Restart the computer more
frequently
Wrong video driver making the Upgrade the video drivers
display slow

UACE Sub. ICT Twehangane Modern

 46
COMPUTER LABORATORY CARE AND MAINTENANCE

Low performance wireless Upgrade the wireless router.

connection due to distant
antenna with weak signal
Viruses and spyware stealing Use scanning tools to identify and
memory and processor remove extraneous software.
management.
Low performance hard disk Replace hard disk with a faster one

System Configuration

This is the process of setting up of hardware and assigning them resources so

that they work together without problems.

System Specifications

This is a structured collection of information that brings together the

requirements of a system

System specifications

 Processor: Intel core 2 duo processor (CPU speed 3ghz)

 Operating system: windows 7,  Optical storage device: DVD +/-
8, Mac RW
 Memory: 2gb, 800mhz  Monitor: led 17”
 Boot hard drive: 160gb  Wireless: LAN (802.11n)
 Video card:  Battery: 9-cell lithium ion
battery

How do you check for a computer’s specifications?

1. Go to the start menu, find the icon for “my computer”,

2. Right click on the “my computer” icon, and choose properties
3. Click the “general” tab
4. The system displays the operating system installed on the computer at the
top.
5. At the computer section: it displays the computer name, speed, computer
memory,
6. To see the hard drive capacity, go to start button and double click on “my
computer” icon

Software Installation

This refers to the act of making a program ready for execution.

An installer is a computer that loads files, such as drivers, applications, and
other software onto the computer

UACE Sub. ICT Twehangane Modern

 47
COMPUTER LABORATORY CARE AND MAINTENANCE

Uninstalling a Program

Uninstalling is the process of removing from the computer

Steps followed to uninstall a program

1. Go to the start button

2. Open the control panel
3. Click on the word uninstall under programs.
4. When all the installed programs display,
5. Click on the program you want to remove then click on uninstall at the top.

Requirements to install an operating system (Windows)

 A computer
 A CD, DVD or flash disk with the OS
 Knowledge about installation
 Enough space on the bootable device (HDD)
 Stable power source.

Troubleshooting

Troubleshooting is the process of identifying a problem in the software or

hardware component, assessing possible causes and finding possible solutions
to the problem.
Or
Identifying and solving problems in computer systems

How do you troubleshoot a computer that cannot start?

 Restart the computer

 Check the cables.
 Check the power source
 Disconnect peripheral devices.
 Check the devices for proper connection.
 Listen to unusual sounds.

Safe Use of the Computer Laboratory

 Always sit upright: to avoid muscle pains and back aches caused by poor
sitting posture.
 A computer room should have enough light avoid eyestrain, and headaches.
 Standard furniture: have standard furniture so that the tables are wide
enough and strong to bear the weight of the computers and accommodate
all peripherals.
 The seat for the user must be comfortable and have a straight backrest that
allows someone to sit upright.

UACE Sub. ICT Twehangane Modern

 48
COMPUTER LABORATORY CARE AND MAINTENANCE

General Lab Rules and Regulations

 Avoid smoke and dust that can damage computer components, wearing of
moving parts.
 Keep food and drinks away from the lab. Their contact with computers may
cause rusting or electrical faults.
 Avoid unnecessary movements in the lab. You may knock down peripherals
or get shocked.
 Follow the right procedure to start and shut down a computer. Abrupt
switching on and off the computer may damage the computer
 Do not open up computers or peripherals without permission and when
power is still on.
 Any repairs to the computer should be done by a trained person
 Switch off the computer before connecting peripherals
 regularly service and keep a regular record of computer servicing and
repair
 Never use a computer during a storm.
 Avoid dropping hardware to the ground. This could break or damage
components.
 Be careful when using the Internet. Do not accept downloads from websites
that you don't know and trust.
 And never open an email attachment unless you know and trust the person
who sent it.
 Avoid making hardware connections to the motherboard when the
computer is on. E.g. keyboard, monitor and mouse connections.
 Don’t bring magnetic devices to the lab. The computer has magnetic disks
which can be spoilt if they come near other magnetic fields.
 Handle delicate storage devices with care. Don’t touch the inner surface of
compact disks and floppy disks. Safely remove flash disks from the system.
 Avoid excessively bright and flickering computer monitors. The brightness
of the computer monitors should be adjusted to avoid eye strain.

Servicing and Maintenance of Computer Systems

Computer servicing is the routine inspection of to prevent it from breaking

down. Servicing involves software update, software upgrade, cleaning, system
fine-tuning, etc..

Computer maintenance refers to the practice of keeping computers in a good

state of repair.
Computer repair is the process of identifying and resolving faults in a
computer system
System fine-tuning refers to making adjustments to the computer system to
obtain maximum performance. It involves adjusting system settings such as
BIOS and CMOS settings to improve CPU speed, increasing operating system
speed, defragmenting disks and closing idle background applications.

UACE Sub. ICT Twehangane Modern

 49
COMPUTER LABORATORY CARE AND MAINTENANCE

Software update is the process of installing the latest update in a software

package
Software upgrading refers to replacing a software package with a newer and
improved version

Measures to maintain computers in good working conditions:

 Regularly servicing hardware and software updates to ensure proper

working conditions of the computers.
 Regularly do special cleaning for hardware parts such as the mouse and
keyboard to perform correctly.
 Always use optimizer utilities that modify programs to make computers to
improve performance and make them to run more quickly
 Always use updated antivirus software. Viruses can crash a computer
system and cause damage.
 Avoid installation marathons (installing many new programs at the same
time). Sometimes, installing new software can cause conflicts within the
system.
 It is therefore advisable to use the computer long enough to see how your
system responds to the installation before installing the next program.
 Carry out disk defragmentation when necessary.
 Disk defragmentation is the process in which scattered pieces of
individual files and free space are reorganized and stored in an adjacent
manner (next to each other) on the disk.
 Defragmentation consolidates fragmented files which makes it easy to
access and process them

UACE Sub. ICT Twehangane Modern

 COMPUTER WORD PROCESSING 50

4
COMPUTER WORD PROCESSING

Introduction to Word Processors

Word processing refers to the process of creating a word document. It

involves typing, editing, formatting and printing of text document using a word
processor.

A word processor is a computer program that can be used to create, edit,

format, store and print a document that contains text and graphics.

Common examples of word processors include: Microsoft Word, Corel

WordPerfect, Lotus WordPro, Apple Pages, OpenOffice.org Writer, etc. Kword,
Lyx, Libreoffice writer, Text maker, Kingsoft writer, Word pad, WPS office,
Quick office.

Word processors are mostly used for writing letters, reports, projects, books,
essays, memos, resumes (CVs), Mailings, Labels, Certificates, Brochures,
Calendars, Stories, simple calculations

Text editors are simple word processors that are generally used to type
without any special formatting. Text editors are mainly used to create small
notes, memos and programs.

Examples of common text editors are: Notepad, Notepad++, Gedit, etc.

Types of Word Processors

There are two types of word processors but the most common two are

 Manual word processors for example, Type Writers

 Electronic Word Processors – for example, MS Word, Lotus WordPerfect.

Functions of the word processing software

 Editing and proofreading documents

 Formatting documents
 Saving documents for future use
 Printing hardcopies of documents

Common Terms used in Word Processing

UACE Sub. ICT Twehangane Modern

 COMPUTER WORD PROCESSING 51

1. Typeface or font type is the shape of the characters such as Times New
Roman, Arial, and Tahoma.
2. Line spacing refers to the amount of space between two lines of text,
measured in points.
3. Text alignment refers to the way text is arranged relative to the margins
i.e. in
 Left alignment, text is arranged to the left margin of a document page
 Centre alignment, text is arranged in the center of a document page
 Right alignment, text is arranged to the right margin of a document
page
 Justification, text is arranged to both the left and right margins at the
same time.

4. Indent is the amount of white space set between the margin and the
beginning of text. Indents can be: The first line indent, Hanging indent and
or Right indent.

5. Formatting text is the process of changing the appearance of text in a

document. It involves bolding, italics, underlining, changing font color, etc.

6. Editing text refers to making changes in the content of an existing

document. It involves cutting, pasting, overtype, undo, insert, and deleting.

7. Copy makes a copy of the selected text to the clipboard, does not move it
from its original position.

8. Cut moves the selected text from its original position and to the clipboard.
Note: Copy and paste duplicates the text, while Cut and paste moves the
text to a new position.

9. The clipboard is an area of memory where copied or cut text or items are
temporarily held before being pasted

10. Paste special helps avoid pasting the text with all its formatting. The paste
special feature provides more control over what to paste.
11. Format painter copies formatting effects to the selected text

12. Header refers to the text that appears in the top margin of all pages in a
document
13. Footer refers to text that appears in the bottom margin of all pages in a
document
14. Ruler is used to set the indent, margin and tab markers.
15. Tabs Stops are places where text can be made to line up. Click the ruler bar
at the desired position.
16. Hardcopy is a printed copy of a document
17. Soft Copy is a non-printed copy of a document
18. Overtype or overwrite mode causes any typed characters to replace the
characters at the cursor

UACE Sub. ICT Twehangane Modern

 COMPUTER WORD PROCESSING 52

19. Paragraph is the text between one paragraph break and the next. A
paragraph break is inserted by pressing the Enter key.
20. Saving This is to write the document's current state from RAM to a storage
device.

21. Proofreading is reviewing a document to ensure its accuracy. Proof

reading features include Spelling and Grammar Check (F7), Thesaurus, etc.

Features of a Word Processor

1. Word Wrap automatically breaks the text to the next line without pressing
the enter key
2. Text wrap is a facility that allows text to surround embedded features
such as pictures, tables, etc.
3. Find is a feature that allows the user to locate all occurrences of a
particular character, word or phrase.
4. Replace allows the user to substitute existing characters, words or phrases
with the new ones.
5. Spell checker checks spellings in the entire document once
6. Autocorrect corrects spellings of individual words as they are typed
7. Grammar checker reports grammatical errors and suggests ways to
correct them. Grammatical errors are usually marked by a wavy green line
8. Thesaurus suggests alternative words with the same meaning for use in
the document
9. Mail Merge is a feature used to create similar documents such as letters to
be sent to several people
10. Page numbering numbers the pages automatically in a document
11. Tables allow users to organize information in form of rows and columns
12. Columns This arranges text into two or more columns
13. Drop cap formats the first letter in paragraph to be dropped across two or
more lines
14. Clipart refers to pre-made images about various subjects used to illustrate
concepts in documents
15. Templates establish the initial document layouts and formats for various
document types
16. Printing refers to converting soft copy to hard copies
17. Word Count establishes the number of words, characters, paragraphs, etc.
used in a document
18. Footnotes are used to comment on or provide specific reference for text in
a document. It appears at the bottom of text on a page
19. Endnotes are used as references that provide additional information about
a word or phrase within a document. It appears at the end of a page
20. Insert and Delete allows a user to add and remove portions of text while
editing document
21. Page orientation is the layout in which a page is arranged for normal
viewing. it can be:
 Portrait is the layout of a page in which the height of a page is greater
than the width

UACE Sub. ICT Twehangane Modern

 COMPUTER WORD PROCESSING 53

 Landscape is the layout of a page where the width is greater than the
height

22. Paragraph spacing determines the amount of space between paragraphs

23. Document views. These include;
 Normal view which shows formatting such as; line spacing, font, point
size, italics, etc.
 Web layout view enables user to view the document as it would
appear in a browser.
 Print layout view shows the document as it will look when printed.
 Reading layout displays the screen for easy more comfortable reading
of the document
 Outline view displays the document in an outline form

24. Blocking or highlighting text refers to selecting text to make it ready for
modification
25. Sorting is the arranging a list of text paragraphs, lines, words, etc.
26. Superscript is a feature that places text above another e.g. X2
27. Subscript is a feature that places text below another e.g. X2
28. Borders and shadings helps to enclose text or objects in a frame or
boarders
29. Page breaks are is used to terminate a page prematurely
30. Gutter margin is a feature that adds extra space to the side or top margin
to ensure text is not hidden by the binding.

31. Page margins are the blank spaces around the edges of the page.
32. Print preview is a feature in that enables users to view the document the
way it would look when printed.
33. Clip art gallery: allows a user to insert drawings, diagrams, and
photographs into a document.
34. Mathematical formulae typesetting: allows a user to typeset complex
mathematical formulae within the program.
35. Indices of keywords and their page numbers;
36. Tables of contents with section titles and their page numbers;
37. Tables of figures with caption titles and their page numbers;
38. Cross-referencing with section or page numbers;
39. Footnote numbering;

Common Parts of a Word Processor

1. Title bar displays the task currently running. it also has the minimize,
restore or minimize and close buttons
2. Menu bar has a group of commands that are used to manipulate the
document
3. Tool bars has buttons for quick execution of frequently used commands
4. Document window is the working area where the document is created
5. Status bar displays information such as current insertion pointer position,
progress, pages, edit mode, etc.

UACE Sub. ICT Twehangane Modern

 COMPUTER WORD PROCESSING 54

Advantages over ordinary typewriter

 Easy and fast to make changes to the document than in typewriting

 It is possible to proofread the document and correct mistakes before
printing
 Have many features to create documents that look professional and
visually appealing.
 Documents can normally be previewed before being printed.
 Documents can be saved for future use and editing.
 Convenient to create form letters and mailing labels.
 Can be used to carry out simple calculations in a document.
 Ability to work with drawings and objects.

 Word processors can save softcopies for future use while with a type
writer; a document has to be retyped if needed again.
 With a word processor, it is possible to undo a mistake, while any error
made with a type writer is impacted on the printout.
 A type writer prints one character at a time while a word processor prints
many pages at a time.
 Easier to add graphics, drawings in a word processor than to draw with a
type writer.
 The user can type continuously while user needs to advance the lever of a
typewriter manually, at the end of every line.
 It is simpler to align text in a document while with a type writer; one has to
manually align the text, which is very difficult.
 A word processor has Copy, cut and Paste features and text can be copied
to and pasted from the clipboard while a type writer has no clipboard.
 A word processor can work on many pages at a go by inserting pages
numbers, footers, headers, watermarks, etc. while a type writer works on
one page at a time.
 A type writer makes a lot of noise during its operation as compared to a
word processor

Disadvantages of using electronic word processors

 It takes time to learn how to use the effectively.

 Not faster compared to pen and faster
 You need access to a computer with installed word processor.
 Very expensive to access compared to pen and paper.
 It is not easy to read long documents on the computer screen.
 Sometimes the printer may print not the exact copy on the screen.

 Word processors cannot be used without electricity.

 Word processors Use is Expensive due to the cost of computers.
 They have led to Unemployment of typists because one person using a
word processor can do a lot of work in a short time, which would be done
by many using type writers.

UACE Sub. ICT Twehangane Modern

 COMPUTER WORD PROCESSING 55

 Many people are computer illiterate, and cannot use the program.
 Computers have Viruses, which lead to loss of data in soft copies.
 Using word processors on light emitting computer monitors for long leads
to eye disorders, which isn’t the case with type writers
 Word processors require additional hard ware like printers in order to
obtain hard copies yet with typewriters, whatever is typed is permanent
and instantly available as a hard copy: there is no delay for printing or risk
of unintended file deletion.

Commonly used Word Processing keyboard shortcuts

The following among many others are some of the common word processing
keyboard shortcuts that provide quick access to the usage of it.

Ctrl-Shift-<or> Increase/ Ctrl-O Open a

Reduce Font document
Ctrl-Enter Breaks the Ctrl-P Print
page Ctrl-R Align—Right
Ctrl-F Find Ctrl-S Save
Ctrl-F10 Maximize Ctrl-Shift-C Copy formatting
window Ctrl-Shift-D Double Underline
Ctrl-F4 Close Ctrl-Shift-W Underline words only
Ctrl-F5 restores a Ctrl-U Underline
window Ctrl-V Paste
Ctrl-H Replace Ctrl-W Close
Ctrl- Italics Ctrl-X Cut
Ctrl-J Justify—Full Ctrl-A selects entire text
Ctrl-K Hyperlink Ctrl-B bolds selected text
Ctrl-L Align—Left Ctrl-C copies selected text
Ctrl-N New Ctrl-D
document Ctrl-Y Redoes an action

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 56

5
COMPUTER HARDWARE

Computer hardware refers to the physical or tangible components or parts of

a computer that you can touch, see or pickup.

Computer hardware components are categorized basing on their uses into four
categories: input, processing, output or storage devices

INPUT DEVICES

An input device is any hardware component that aids users to enter data and
instructions into a computer in a form that it can use.

Different types of data are entered into a computer using a special input device
thus input devices can be grouped into the following:

 Text input devices  Audio and voice input devices

 Pointing devices  Biometric input devices and
 Imaging devices  Other specialized input devices
 Gaming devices and controllers

a) Text input devices

Text input devices are those used to enter data and instructions in form of
characters, numbers and symbols. The common text input device is the
computer keyboard.

The computer keyboard

It has keys that users press to enter data and

instructions into a computer. It is the primary
input device for most computers. A standard
model has between 102 – 105 keys.

Keyboard exists in different forms and types such as on-screen, wireless,

corded, virtual, ergonomic, mini keyboards ad keypads.

Advantages of using keyboards

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 57

 They are common, commonly supplied with computers

 Entering data and commands with a keyboard is faster
 Keyboards are more reliable
 They are relatively cheap

Demerits of keyboard
 It takes a lot of time to practice in order to type quickly
 Keys can easily become faulty due to dust.
 Constant use of keyboards may cause finger injuries

b) Pointing devices
A pointing device is an input device that allows a user to move a pointer
and make selections on the computer screen. Common pointing devices are
described below:

The mouse
It is a hand held pointing device that aids the user to point to and make
select item on the computer screen. Mice exist in different forms and types
i.e. optical, laser, mechanical, optical mechanical and air mouse.

A Mechanical mouse uses sensors that detect the direction of a rubber or

metallic ball on its underside that can roll in all directions.

An optical mouse uses devices that emit light to detect the mouse's
movement. It is much more expensive than a mechanical modal.

A laser mouse uses a laser to detect the movement of the pointer

An air mouse is a newer model that allows the user to control objects,
control media players or slide shows by moving it in predetermined
directions in the air. For example raising the mouse might increase the
volume of a media player.

A wireless mouse runs on a battery. When the user moves the mouse, it
sends an infrared beam to a sensor which moves the pointer to.

Advantages of using a mouse

 It moves the pointer faster than using keystrokes

 A mouse is user-friendly for computer beginners.
 It is easy, convenient to use with a graphical user interface.

Disadvantages of using a mouse include

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 58

 It is not easy and convenient to input text

 Issuing commands using a mouse is slower
 It needs some practice to use it properly
 A mouse is not accurate enough for drawings
 A mouse usually requires a flat surface to operate
 A mouse needs more desk space to operate
 Requires moving hand from keyboard to mouse and back
 Repeated motion can lead to carpal tunnel syndrome

Common terminology associated with the use of a mouse

1. Clicking: pressing and releasing the left hand button of the mouse
once.
2. Right clicking: pressing and releasing the right mouse button once
3. Double clicking: pressing the left button in quick succession
4. Dragging: pointing at an item and then hold down the left button as
you move the mouse.
5. Scrolling: navigating the window page up or down by moving the
wheel like button.
6. Dropping: This refers to the release of the left button mouse after
dragging an item.

Trackball

A trackball is a stationary pointing device with a ball on it top or side, that

is rotated with a thumb or finger. It works like the mouse except that it
remains stationary as the user roll the ball.

Touchpad

It is a small flat rectangular pointing device sensitive to pressure and

motion. The user slides a finger on it to use it. This is the best substitute of
a mouse and it is common on notebook or laptop computers.

Touch-sensitive pads

Works more like a touch screen but enable users to scroll through and
play music. It contains keys or wheels operated with the finger or thumb.

Light pen

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 59

Light pen- is a light-sensitive device that is used with only CRT monitors.
It allows the user to point to displayed objects, or draw on the screen, in a
similar way to a touch screen but with greater positional accuracy.

Touch screens

A touch screen is a touch-sensitive input and display device. Users can

interact with these devices by touching the surface of the screen it is
common on smartphones, laptops, terminals, etc.

Track point

Also called a pointing stick – it is a pressure sensitive pointing device

shaped like a pencil eraser, positioned between the G, H, and B keys on a
keyboard. To move the pointer, the stick is pushed in the desired pointer
direction.

Mouse Track ball Touchpad Pointing stick

Touch screen

c) Pen input devices

Stylus pen

It is a small metal or plastic ink pen – like device that uses pressure
instead of ink. It writes and draws on a flat device called the Graphics
tablet.

Digital pen

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 60

Is slightly larger than a stylus and has more functionality such as an

electronic eraser and programmable buttons. It also writes and draws on
a Graphics tablet.

A graphics tablet

It is a flat, rectangular, electronic plastic board that users can use with a
stylus or digital pen to write on or sketch from.

Stylus pen Digital pen Graphics tablet

d) Gaming devices or Game controllers

These are devices specifically designed to be used for playing computer
and video games. They include the following:

Gaming keyboard
Gaming keyboards include programmable keys so that users can
customize it to be used in a computer game. Some have small displays
that show game statistics, such as time to targets remaining.

Gaming wheels
A gaming wheel is a steering wheel-like device that users turn to simulate
driving a vehicle using programs on a computer. Most wheels have foot
pedals for acceleration and braking actions.

Joystick
It is a handheld vertical lever mounted on a base. A user moves the lever
in different directions and presses the buttons to control actions of a
stimulated player or vehicle.

Gamepad
A gamepad controls the movement and actions of players or objects in
video games or computer games.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 61

Light gun
A light gun is used to shoot targets and moving objects after the user pull
the trigger on the device.

Dance pad
A dance pad is a flat electronic device divided into panels that users press
with their feet in response to instructions from a music video game.

Motion sensing game controllers

These allow the user to guide onscreen elements by moving a handheld
input device in predetermined directions through the air. Examples
include the power glove, play station movie gadgets, balance boards, golf
clubs, baseball bats, music instruments, among others.

e) Voice recognition equipment

It converts spoken words to text. Computers with speech recognition are

programmed to recognize a vocabulary of words. The common VRE is a
microphone.

Advantages of using voice input devices

 No typing of data is necessary.

 Voice recognition can be used by people whose hands are disabled.
 Dictating text is faster than typing.
 Voice recognition systems are also ideal for the blind

Demerits of text input by speech recognition

 Error rate is high, depending on user’s accent.

 Difficult to distinguish homophones like see and sea
 Speech recognition does cannot work in noisy environment
 The voice recognition software must be trained to recognize more
words.
 Requires the user to speak in a writing style, i.e. Even pronouncing
the marks such as comma.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 62

f) Audio input devices

Audio input devices enter data into a computer in form of sound effects,
music, and speech. The common audio input devices include MIDIs such as
electronic keyboards, pianos, guitars, electronic drums, etc., Microphones,
Tape recorders, Radio and TV receivers

g) Video input devices

These input data in form of full motion pictures and images and storing
them on computer memory. Common video input devices are digital video
cameras, web cameras – cameras that capture videos that display on
webpage, camcorders, etc.

h) Scanning and reading devices

These devices capture data directly from source documents such as credit
cards, cheques, forms, invoices, adverts, brochures, photos, etc. They
include the following examples:

1. Optical readers

These are devices that use light to read characters, marks, codes, then
converts them into digital data that the computer can process. These are
Optical Mark Recognition readers and Optical Character Recognition readers

 Optical Character Recognition (OMR) reader reads type-written;

computer- printed, or hand written characters from ordinary
documents to a form a computer can process.

 Optical Mark Recognition (OMR) device read hand-drawn marks

such as small circles or rectangles on preprinted forms.

A person places these marks on a form, such as a test, survey, or

questionnaire, answer sheet.

2. Barcode readers or Barcode scanners

It is an optical reader that uses laser beams to read barcodes that are
printed on items usually in super markets.
A bar code is an identification code that consists of a set of vertical lines
and spaces of different widths and other images. Barcodes represent some
data that identifies the item such as price and the manufacturer.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 63

OCR Reader OMR Reader MICR Reader Barcode

reader

Barcode RFID reader Magstrip reader Handheld

scanner

3. Magnetic Ink Character Reader (MICR)

It is used to read text printed with magnetized ink and converts it into a form
that the computer can process. They are mainly used in banks to process
cheques. A check is inserted into a MICR reader, which sends the check
information to a computer for processing.

4. Radio Frequency Identification (RFID) readers

(RFID) is a technology that uses radio waves to transfer data from an

electronic tag, attached to or in an object, through a reader to identify and
track the object. RFID readers can work over a long distance.

An RFID tag can be affixed to cars, computer equipment, books, mobile

phones, and person.

5. Magnetic strip card reader

It reads magnetic strips on Credit cards, bank ATM cards, SIM cards, and
other similar cards. Exposure to a magnet or magnetic field can erase the
information and contents of a card's magnetic strip.

i) Imaging devices

These are devices that input images such as still photos, motion pictures,
graphics, video etc. into the computer for processing.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 64

They include the following:

Image scanner

A scanner is a light-sensing input device that converts hardcopy documents,

drawings, or pictures to an electronic version (softcopy), which can then be
stored on a disk and processed.

Common types of scanners

 A flatbed scanner works like a copy machine except that it creates a file of
the document rather than a paper copy.
 A sheet feed scanner has motorized rollers that can feed the source
document across the scanning head during the scanning process.
 A handheld scanner is manually passed over the image to be scanned.

Digital camera

A digital camera allows users to take pictures and store them digitally
instead of storing them on a traditional film. Digital cameras are replacing
film ones that store images on micro films.

Flatbed Handheld Digital camera Web camera

scanner scanner

j. Biometric input devices

A biometric device identifies and analyzes a human biological characteristic and

translates it into a digital code that is stored or compared with a digital code
stored in the computer. They include:

 A Fingerprint scanner - captures curves and indentations of a fingerprint.

Some grocery and retail stores now use fingerprint readers as a means of
payment, where the customer's fingerprint is linked to an account or
credit card.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 65

 Face recognition systems - captures a live face image and compares it

with a stored image to determine if the person is a legitimate user. Some
buildings use face-recognition systems to secure access to rooms.

 Hand geometry system - measures the shape and size of a person's hand
using a hand geometry system. Some large companies use this system as
time and attendance devices or as security devices. Day-care centers use
this system to verify parents who pick up their children.

 A signature verification system - recognizes the shape of your

handwritten signature, as well as the pressure exerted and the motion
used to write the signature. Signature verification system uses a
specialized pen and tablet.

 Iris recognition system - reads patterns in the iris of the eye. These
patterns are as unique as a fingerprint. Iris recognition systems are used
by government security organizations, the military and financial
institutions that deal with highly sensitive data.

 Retinal scanners – scan patterns of the tiny blood vessels in the back of the
retina in the eye.

Fingerprint Face Hand geometry Signature

scanner recognition system verification
system system
j) Terminals

These are computer devices that allow users to send data to or receive
information from a host computer. These include:

(i) Electronic Point Of Sale (EPOS) – a machine from where

customers can pay for goods or services from. It records purchases,
processes credit or debit cards and updates inventory. They are
commonly used in super markets and large shopping halls.

(ii) Automatic Teller Machines (ATM) – a self-service machine from

where bank customers can withdraw cash, deposit money, transfer
funds, or inquire about their account balances. The user inserts a

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 66

bank card into the machine. The machine prints a receipt when
transactions are over.

Automatic teller machine Electronic point of sale (EPOS)

(ATM)

k) Other specialized input devices

There are many other special input devices that are used for doing special
customized tasks such as:

 Remote controllers - devices that emit a beam of infrared light, which

carries data signals, commonly used with TVs and modern laptops.

 Sensors - Various sensors can be used to measure heat, light, pressure,

acidity, oxygen concentration, water flow, metals, alcohol, etc.

THE SYSTEM UNIT AND PROCESSING DEVICES

The system unit is a case that contains electronic components of the computer
that process and store data. It protects the internal components of a computer
and houses ports from where external (peripheral) devices connect to the
computer system.

In summary, the system unit

 Houses internal components of a computer
 Gives shape and appearance to the computer.
 Protects the internal components against damage
 Keeps the motherboard where internal components attach

Internal devices include the CPU or processor chip, memory, cooling and
power supply system, expansion (adapter) cards and slots, buses, etc. All these
attach to the Motherboard (system board).

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 67

System RAN Chip Motherboard The microprocessor Internal hard

unit disc

The Motherboard provides a path through which the processor communicates

with internal and peripheral devices.

1. The Central Processing Unit – CPU

Also processor or microprocessor interprets and carries out the basic

instructions that operate and manage computer operations. It is referred to as
the ‘brain’ of the computer

The processor has three main components: Arithmetic and logic unit, control
unit. System clock and registers that together, form the processing unit.

a) The control unit (CU)

The control unit directs and coordinates most of the operations in the
computer. It interprets instructions from programs and then initiates
action to carry out the instruction.

b) Arithmetic and Logic Unit (ALU)

The ALU performs the arithmetic, comparison, and logical operations in a

computer. It performs the execution step of a machine cycle.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 68

Arithmetic operations include addition, subtraction, multiplication, and

division. While logical operations work with conditions and logical
operators such as and, or, and not.

The machine cycle

For every instruction processed, the processing unit repeats a set of four
basic steps called the machine cycle. The steps are: fetching, decoding,
executing and storing.

(i) Fetching - The instruction to be executed is obtained from

memory.
(ii) Decoding - The instruction is translated into commands the
computer understand and execute
(iii) Executing - The commands are carried out
(iv) Storing - The results are stored in registers or memory

c) Registers

Registers are high-speed storage areas that temporarily hold instructions

and data during processing. They work under the direction of the control
unit to accept, hold, and transfer instruction or data at high speed.

Types of registers

 Instruction register - contains the instruction being executed.

 Address register - keeps track of where a given instruction or piece
of data is stored in memory.
 Storage register - temporarily holds data from or about to be sent
to memory.
 The accumulator - collects the result of computations.
 General-purpose register - used for several functions, as assigned
by the CU.

d) The system clock

It is a small chip the CPU uses to control the timing of all computer
operations. It generates electronic pulse or ticks at a fixed rate, which set
the operating pace of components in the system unit.

Each tick is called a clock cycle, which affects machine cycle time. The
faster the clock, the more instructions the CPU can execute per second.

Clock speed

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 69

This refers to the speed at which a processor executes instructions,

measured in Hertz. A Hertz is one cycle or tick per second.

2. The power supply unit

The PSU converts the wall outlet ac power of 110 to 240V into dc power of
0.5 to 12 volts. a fan is built into the PSU to keep it cool. Processors
generate heat, which could burn them up.

A heat sink is a small ceramic or metal component with fins on its surface
that absorbs and disperses heat produced by electrical components such as
a processor.

3. Buses

A bus is an electrical path that enables data flow between various system
components. Buses allow various internal devices, peripherals to
communicate with the processor.

All buses consist of two parts:.

 The data bus which transfers actual data bits and

 The address bus which transfers information about where the data
should go in memory

4. Expansion slots and adapter cards

An expansion slot is a socket on the motherboard that can hold an adapter

card.

An adapter card - also called expansion card, is a circuit board that

increases the capabilities of the system, provides connections to
peripherals.

A peripheral device is one that can be connected to and disconnected

from a computer externally. When removed, the computer may keep
operating such as mouse, keyboard.

Most peripheral are plug and play, work automatically with a computer
when connected without physical configuration.

Some common adaptor cards are:

 Sound card – allows connection of sound input and output through

external speakers microphones

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 70

 Video graphics card – connect display devices such as the monitor,

projector
 USB card – connects to all USB devices such as external discs,
keyboards, etc.
 Disc controller – connects disc drives for floppy, CD, DVD, blue ray
discs.
 Cable card – allows viewing of digital cable TV channels
 MIDI – connects musical instruments
 Modem – connects a computer to a network through telephone lines

5. Ports

A port is the point at which a peripheral attaches to the system unit.

Peripheral can send data to or receive information from the computer thru
ports.

A peripheral device such as a keyboard, monitor, printer, mouse, digital

camera, and microphone, often attaches by a cable to a port on the system
unit using a connector.

Common ports on a computer

1. A serial port - connects a device to the system unit by transmitting

data one bit at a time, usually used to connect devices that do not
require fast data transmission rates, such as a mouse or keyboard.

2. Personal system PS/2 port - also mouse port connects a computer

mouse or keyboard. Most computers come with two PS/2 ports.

3. Parallel ports - transmits several bits of data simultaneously. These

ports provide the interface for devices such as high-speed printers.

4. USB (Universal Serial Bus) port - used in high-speed device

interfaces. Most common today, can connect up to more than 127
devices.

5. Bluetooth ports - use radio waves to transmit data between two

devices, without using cables, wireless.

6. Video Graphics Array (VGA) - used to connect a monitor or a data

projector..

7. Audio interface - used to connect speakers and microphone.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 71

RAM chips fitted A port and Ports attach to expansion card

in expansion slots connector

8. Fire wire - has the same features as the USB but transmits data faster
than USB. It is mostly used for streaming video from a digital video
camera.

9. Infrared - also referred to as infrared data association (IRDA) is a

wireless interface that uses infrared to connect to infrared-enabled
devices.

Connectors

A connector joins a cable to a port. Most connectors are available in one of

two genders: male and female.
 Male connectors have one or more exposed pins.
 Female connectors have matching holes to accept the pins on a male
connector.

COMPUTER MEMORY (PRIMARY STORAGE)

Computer memory refers to the unit of the computer that stores data and
instructions to be processed. For the CPU to process data, the data must first be
copied into memory. It is the working storage area for instructions, data and
information.

Memory is also known as Primary or Internal Storage.

Types of memory

The system unit contains two types of memory: volatile and non-volatile.
The volatile memory loses its contents when the computer turns off, while
contents of nonvolatile memory are not lost when power turns off.

RAM is the most common type of volatile memory and non-volatile memory
chips include ROM, flash memory, and CMOS.

a) Random Access Memory (RAM)

RAM - also referred to the Main memory is the memory chips mounted on the
motherboard that can be read or written to by the processor.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 72

When the computer is turned on, system files are loaded from a storage device
such as hard disk into RAM and remain there as long as the computer is
running.

As additional programs and data are requested, they are read from storage into
RAM for the processor. A computer only can process data that is in memory.
The more RAM a computer has, the faster the computer will respond.
RAM size in computers today ranges from 128MB, 512MB, and 1 GB, 64 GB to
164 GB.

Basic types of ram

 Dynamic RAM (DRAM) - must be refreshed (or recharged) constantly by

the CPU

 Static RAM (SRAM) - is faster and more reliable than any form of dram.
The term static refers to the fact that it does not have to be re-energized as
often as dram.

 Magneto resistive RAM (MRAM) - stores data using magnetic charges

instead of electrical charges. It is more powerful, consumes less power,
cheaper and the fastest

 Virtual RAM (VRAM) - modern operating systems can use spare storage
space on the hard disk as if it is working memory and this is referred to as
virtual memory

b) Read-Only Memory (ROM)

ROM refers to memory chips that store permanent data and programs. Items
stored in rom chips cannot be changed, hence the name read-only. It is
nonvolatile. The contents of ROM often are recorded when the chip is
manufactured.

Rom chips that contain permanently written data, instructions, or information

are called firmware. Firmware can be read and used, but cannot be changed
by user.

Basic types of ROM

a) Programmable Read-Only Memory (PROM) is a blank rom chip on

which you can permanently place data and programs. Once data and
instructions are programmed into PROM chip, it functions like a regular
ROM and cannot be erased or changed.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 73

b) Electrically Erasable Programmable Read-Only Memory (EEPROM)

chip, allows a programmer to erase the microcode with an electric signal.

Differences between RAM and rom

RAM ROM
a) Volatile, temporally a) nonvolatile, permanent
b) Contents lost on power loss b) Contents kept when power loss
c) Read and write c) Read only
d) Can be increased d) Cannot t be increased
e) Not installed at factory e) Installed at factory

Memory cache

A cache is a relatively small block of very fast memory designed to speed up the
internal transfer of data and software instructions. Cache speeds up processing
time because it stores frequently used instructions and data.

Flash memory

Flash memory is a chip also that keeps its contents when the power shuts off. It
can be erased electronically and reprogrammed. Most computers use flash
memory to hold their startup instructions because it allows the computer
easily to update its contents.

Complementary Metal-Oxide Semiconductor (CMOS)

CMOS chips use battery power to keep information even when the computer is
off. Battery-backed CMOS memory chips, for example, can keep the calendar,
date, and time current even when the computer is off.

SECONDARY STORAGE DEVICES

Secondary storage devices refer to the hardware devices that keep data and
information permanent in the computer. They are non-volatile devices.

Categories of secondary storage media

There is a wide variety of storage devices in the following categories.

 Magnetic storage media

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 74

 Optical storage media

 Solid-state storage devices

a) Magnetic storage media

Magnetic storage devices store data using a combination of magnetic fields

and binary data. They represent data as magnetic spots on tapes or discs. A
magnetized spot represents a 1-bit and the absence of such a spot
representing a 0-bit.

Common examples of magnetic media include: Magnetic tape, Floppy disc,

Zip and jazz disc, Hard disc drive (HDD)

1. magnetic tape

Magnetic tape is a magnetically coated ribbon of plastic capable of storing

large amounts of data and information at a low cost.

2. The hard disk

A hard disk is a principal mass storage medium in a computer system that

stores data magnetically. It is made of stronger thick non-flexible disk
material coated with magnetic materials and fixed permanently together
with its drive mechanism inside the computer. Data is stored magnetically.
Spinning at the required speed all the time it is very much faster to access
than a floppy disk or CD-ROM (faster than 1 MB per second).
They can hold thousands of megabytes (gigabytes) of data. A hard disk is
used for storing all programs and work files for very fast access by the
computer.

Characteristics of hard disks

 They store mass volumes of programs and data thus increases the
productivity of a computer
 They are faster in loading or retrieving data and programs than other
forms of secondary storage.

1. Floppy disk (diskette)

A floppy disk, or diskette, is a portable, inexpensive storage medium that

consists of a thin circular, flexible plastic disk with a magnetic costing enclosed
in a square-shaped plastic shell.
A standard floppy disk is 3.5-inches wide and has storage capacities up to 1.44
mb. A floppy disk drive is a device that can read from and write to a floppy
disk. Before you can write on a new disk, it must be formatted.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 75

Formatting is the process of preparing a disk for reading and writing by

organizing the disk into storage locations called tracks and sectors. It involves
erasing and deleting all the data on the storage media

Care for diskettes

 Keep diskettes away from magnet fields, such as near wire telephones, loud
speakers, and other appliances, which contain magnets.
 Do not keep heavy objects on top of the diskettes.
 Do not fold or bend diskettes.
 While labeling or writing on the diskettes use felt tip pen, not pencil or
ballpoint pen.
 Do not expose the disk to excessive heat or light.
 Do not pull out the diskette from its drive when the drive light is still on.
 Do not use alcohol thinners, to clean the disk surface.
 Do not touch the disk surface.
 Do not bang, drop etc.
 Do not splash liquids e.g. water etc.
 Keep out of moisture

Advantages of floppy disks

 Floppy diskettes are portable

 Floppy diskettes are cheap
 Random data access on a diskette is possible
 A floppy diskette can be write- protected from being changed.

Disadvantages of floppy disks

 Floppy diskettes are not reliable – they need to be handled with a lot of
care, else risk losing data.
 Floppy diskettes are not durable.
 Data access time is relatively slow.
 They have limited storage capacity (only 1.44mb)

2. Zip drive
The zip drive is a medium-capacity removable disk storage system with
capacities of 100 mb to 750 mb that was introduced by iomega in late 1994.
However it was never popular enough. Zip drives fell out of favor for mass
portable storage during the early 2000s due to emergence of much better usb
flash drives cds, and dvds.

3. The jazz drive

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 76

Similar the zip drive, the jazz drive was a removable disk storage system,
introduced by the iomega company in 1995. The jazz disks were originally
released with a 1 gb capacity. The rising popularity and decreasing price of cds
and dvds greatly hurt the success of the jazz drive and the jazz line was
ultimately discontinued in 2002.

4. Optical storage media

Optical storage refers to recording of data by making marks in a pattern that
can be read back with the aid of light, usually a beam of laser light.
The reflected light is converted into a series of bits that the computer can
process. An optical disc is a flat, round, portable storage medium made of
metal, plastic, and lacquer that is written and read by a laser. Optical discs used
in personal computers are 4.75 inches in diameter. Smaller computers and
devices use mini discs that have a diameter of 3 inches or less.

Care for optical disks

The following should be done for the safety of data on optical disks:
 Do not expose the disc to excessive heat or sunlight
 Do not eat, smoke or drink near a disc.
 Do not stack disks.
 Do not touch the underside of the disk.
 Always store the disc in a jewel box when not in use
 Always hold a disc by its edges.
 Do not drop the disk to the ground.
 Don't bend the disk.

a) A compact disc (cd)

A compact disc (cd) is a flat, round, portable, storage medium that is usually
4.75 inches in diameter and less than one-twentieth of an inch thick.
Compact discs store items by using microscopic pits and land that are in the
middle layer of the disc. A compact disc stores items in a single track, which is
also divided into evenly sized sectors, that spirals from the center of the disc to
the edge of the disc.

b) Picture cd
A picture cd is a compact disc that only contains digital photographic images
saved in the jpg file format. You can purchase picture cds that already contain
pictures. A picture cd is a multisession disc, which means you can write
additional data to the disc at a later time.

c) Cd-r (compact disc-recordable)

Cd-r (compact disc-recordable) is a technology that allows you to write on a
compact disc using your own computer’s cd-r drive.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 77

Once you have recorded the cd-r, you can read from it as many times as you
desire. A cd-r is a multisession optical disc which allows you to write on part of
the disc at one time and another part at a later time. However, you cannot
erase the disc's contents.

d) Cd-rw (compact disc-rewritable)

A cd-rw (compact disc-rewritable) is an erasable multisession disc that you can
write on multiple times. Reliability of the disc tends to drop, however, with
each successive rewrite. To write on a cd-rw, you must have a cd-rw drive and
cd-rw software. A cd-rw drive has a lower read and write speed as compared
to cd-rs.

e) Magneto-optical (mo) disk

This is a hybrid disk, which combines the best features of magnetic and optical
disk technologies. It has the erase and rewrite capabilities of magnetic disks,
but it also has the very high-volume density capabilities of optical disks. Mo
disks are not popular because they are too expensive, and not as reliable as
magnetic media.

f) Dvd-rom
A dvd-rom (digital video disc-rom) is an extremely high capacity compact disc
capable of storing from 4.7 gb to 17 gb. A dvd-rom drive or dvd player is
required to read a dvd-rom. Although the size and shape of a dvd-rom and a cd-
rom are similar, a dvd-rom uses one of the following three storage techniques
to increase its storage capacity
The first technique involves making the disc denser by packing the pits closer
together. A second technique involves using two layers of pits, which doubles
the capacity of the disc. Finally, some dvd-roms are double-sided, which means
that they can be removed and turned over to read the other side.

Advantages & disadvantages of cd

Advantages of compact disc over hard disk include
 A compact disc is more portable than a hard disk.
 Less prone to viruses than any other medium

Advantages of compact disc over floppy disk include

• The storage capacity of a compact disc is very much larger than that of a
floppy disk.
• The average access time of a compact disc is faster than that of a floppy
disk.

Disadvantages of compact disc include

• Some kinds of compact discs are read only (cd-rom and dvd-rom).
• The average access time of a compact disc is slower than that of a hard
disk.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 78

•
g) High capacity dvd formats
A blu-ray discs-rom (bd-rom) has storage capacities of up to 300 gb. The hd
(high-density) dvd-rom has storage capacities up to 60 gb. A mini-dvd that has
grown in popularity is the umd (universal media disc), which can store up to
1.8 gb of games, movies, or music.

5. Solid-state storage media (sss)

Solid state storage (sss)/flash memory: is a type of computer storage media
that is made from silicon microchips. Sss stores data electronically instead of
magnetically. Flash memory stores the binary data of zeros and ones, but it
does so with electrons that shuttle through the device's circuitry instead of
magnetic poles on a disk. Because electrons store the data, the devices have no
moving mechanical parts. This allows the drives to consume less power than
traditional magnetic drives and to retrieve data faster.

a) Usb flash drive

A usb flash drive is a flash memory storage device that plugs in a usb port on a
computer. Usb flash drives are convenient for mobile users because they are
small and lightweight enough to be transported in a pocket. Current usb flash
drives have data storage capacities ranging from 256 mb to 64 gb. Usb flash
drives have become the mobile user's primary portable storage device, making
the floppy disk nearly outdated.

b) Smart card
Smart card: contains a processing microchip to provide it with intelligence as
well as memory it is really a tiny computer, eg. The SIM card used in a mobile
phone identifies you through a pin number, identifies and connects to your
service provider and provides a menu of options, as well as storing phone
numbers and phone settings. A smart card, which is similar in size to a credit
card or ATM card, stores data on a thin microprocessor embedded in the card.
An intelligent smart card contains a CPU and has input, process, output and
storage capabilities.

Applications of smart cards include

• Storing a prepaid dollar amount (e.g., a prepaid telephone calling card).
• Storing patient records and other health-care information.
• Tracking information of customers and employees.

c) Memory card/memory stick

Flash memory cards are a type of solid-state media, which means they consist
entirely of electronic components and contain no moving parts. Common types
of flash memory cards include; compactflash (cf), smartmedia, miscrosd,
minisd, xd, picture card, etc. They are commonly used in electronic devices

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 79

such as digital cameras and mobile phones. They are tiny, re-recordable, and
able to retain data without power. Depending on the device, manufacturers
claim these storage media can last from 10 to 100 years.

Other types of storage media

a) Punched cards
A punched card, punch card, ibm card, or hollerith card is a piece of stiff paper
that contains digital information represented by the presence or absence of
holes in predefined positions. They were used through the 20th century in unit
record machines for input, processing, and data storage. Early digital
computers used punched cards, often prepared using keypunch machines, as
the primary medium for input and storage of both computer programs and
data.

b) Photographic film
Photographic film is a sheet of plastic such as polyester coated with a light
sensitive emulsion that is used to record and store photographs. Normal film is
shipped in small canisters (boxes) that protect it from the light. When exposed
to light, it forms an invisible image. Chemical processes can then be applied to
the film to create a visible image, in a process called film developing. A normal
photographic film can hold up to 40 pictures.

c) Microfilm and microfiche

These are media used to store microscopic images of documents on roll or
sheet film. The images are recorded onto the film using a device called a
computer output microfilm recorder. The stored images are so small they can
be read only with a microfilm or microfiche reader. Microfilm and microfiche
have the longest life of any storage medium. Libraries use these media to store
back issues of newspapers, magazines, and genealogy records.

d) Data logger
A remote input/output device, which stores data received from sensors that
can then be input into a computer at another time or place. It can be left alone
to collect data over a long period of time and in hostile places, such as on a
satellite, at the bottom of the ocean or at the South Pole.

Common terms related to storage devices.

1. A storage medium is the physical material on which a computer keeps

data. There is a variety of storage media available.
2. Capacity is the number of bytes (characters) a storage medium can hold.
3. A storage device reads and writes data to and from a storage medium.
4. Reading is the process in which a storage device transfers data, from a
storage medium into memory.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 80

5. Writing is the process in which a storage device transfers data from

memory to a storage medium (saving).
6. Access time, is a measure of the amount of time it takes a storage device to
locate an item on a storage medium.
7. Transfer rate is the speed with which data, instructions, and information
move to and from a device. Transfer rates for storage are stated in kbps
(kilobytes per second).

Units of Measuring Computer Storage Capacity

The smallest unit of measuring computer memory is a binary digit (bit).

Binary digits are the numbers 1 and 0 which can be represented in a
computer by switching voltage on and off.

Eight little bits make one byte. The storage capacity of computers (RAM and
rom) and that of auxiliary storage units like disks are generally given in bytes.
One byte stores approximately one character.

OUTPUT DEVICES

An output device is any hardware component that conveys information to the

user. Different forms of information are given out to the user by aid of different
special devices thus the following categories:
 Display devices
 Printing devices
 Audio output devices
 Other output devices

Display devices
Display devices are also referred to as the visual display unit (VDU)

A display device is an output device that visually conveys text, graphics,

and video information often referred to as softcopy.

Commonly used display devices include:

 monitor
 Projector
 Headgear
 LED display

Monitors

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 81

Monitors display information in a visual form. The common types of

monitors associated with computers are Liquid Crystal Display (LCD),
Cathode Ray Tube (CRT) and Plasma monitors. LCDs and Plasma monitors
are usually referred to as flat panel display units.

An LCD monitor A CRT monitor A Plasma monitor

Liquid Crystal Display (LCD)

It is a lightweight display device with a shallow depth and flat screen that
typically uses a liquid crystal display technology to produce images.

Plasma Monitors
It is a lightweight display device with a shallow depth and flat screen that
typically uses a gas plasma technology with a gas layer between to glasses
to display information. They are more expensive than LCDs.

Flat panel display devices are common on laptops, mobile devices, desktops,
etc. Many are widescreen, i.e. much wider than they are tall. Screens are
measured diagonally from one corner to the other. Common sizes are 17”,
19”, 20”, 22”, 24” and 27”, 45” and 65 inch screens

Advantages of flat panel display monitors

 They consume less electrical energy.

 They are portable in size, light, thin,
 They produce sharp and flicker-free images
 They are available in various sizes for selection
 Produce very bright images.

 The screens are perfectly flat.

 Produce little radiation energy that could affect eyes

Disadvantages of flat panel display monitors

 They are very expensive

 They have a limited viewing angle
 Have difficulty producing black and very dark grays.
 The bright end of the LCD intensity scale is easily overloaded.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 82

 The internal gamma and gray-scale of an LCD is very irregular.

 Can have many weak or stuck pixels which are permanently on or off.
 LCDs have fixed resolution and aspect ratio

Factors the determine the quality of an LCD monitor

 Resolution – the number of horizontal and vertical pixels in a display.
The higher the resolution, the smoother, sharper and clearer the image.
 Response time – the time in milliseconds it takes a pixel to turn on or
off
 Monitor brightness
 Dot pitch – the distance between pixels in a display device.
 Contrast ratio

CRT monitors

A CRT monitor is a desktop screen that contains a large sealed glass

cathode-ray tube. Inside the CRT, an electron beam moves back and forth
across the back of the screen. This causes dots on the front of the screen to
glow, producing an image on the screen. Each dot consists of a red, a green,
and a blue phosphor, which combine to make up a pixel. A pixel is a single
point in an electronic image.

Advantages of CRT monitors

 They are less expensive.

 They operate at any resolution, geometry and aspect ratio without the
need of rescaling the image.
 CRTs run at the highest pixel resolutions generally available.
 Produce a very dark black and the highest contrast generally available.
 Produce the very best color and gray scale.
 Have fast response times and no motion artifacts
 Can also be viewed from a wide angle.
 They are very durable/lasts long

Disadvantages of CRT monitors

 They consume a lot of electric energy.

 Affected by magnetic fields from other equipment including other CRTs
 Have a rounded spherical or cylindrical shape
 Emit electric, magnetic and electromagnetic fields.
 They are large, heavy, and bulky.
 All color CRTs produce annoying moiré patterns.
 They are subject to geometric distortion and screen regulation
problems.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 83

 Produce a lot of heat.

Data projectors

A data projector takes the image that displays output on a computer screen
and projects it onto a large screen or wall so audience can see it clearly.
Presence of excess light affects data projectors and so they perform well in
dark rooms.

Head mounted display (HMD) or Headgear

A headgear is made up of two tiny display and sound systems that channel
images and sound from the source to the eyes and ears to create a 3-D
sound effect in the virtual world.

Light Emitting Diodes (LED) Displays

A LED display is a flat panel display, which uses light-emitting diodes as a
video display. A led panel may be a small display, or a component of a
larger display. They are typically used outdoors in store signs and
billboards.

Data projector

Printers

A printer is an output device that produces text and graphics on a physical

medium such as paper. Printed information (hard copy) is in a more
permanent form than a soft copy on a display device.

Printers with different speeds, features, quality, and capabilities are

available in a range of prices.

Types of printers
Printers can be grouped into two types:
 Impact printers
 Non-impact printers.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 84

1. Impact printers
An impact printer forms characters and graphics on a piece of paper by
striking a mechanism against an ink ribbon that physically contacts the
paper. Impact printers are noisy because of this striking activity.

They are ideal for printing multipart forms because the easily print
through many layers of paper. Large businesses use impact printers
because these printers can withstand dusty environments, vibrations,
and extreme temperatures. Commonly used types of impact printers
include daisy wheel, dot-matrix, braille and line printers.

Characteristics (features) of impact printers

 Very low consumable costs

 They are very noisy
 Useful for bulk printing due to low cost
 There is physical contact between the papers to produce an
image.
 They are relatively very slow.
 They do not print transparencies
 Multiple carbon copies may be printed at once.
 Print quality is relatively low.

a) Daisywheel printer

In these printers, characters are arranged on the ends of the spokes

of a wheel. The wheel (usually made of plastic) is rotated to select
the character to print and then an electrically operated hammer
bends the selected spoke forward slightly, squeezing in an ink
ribbon between the character and the paper, as in a typewriter.

b) Dot-matrix printer

This produces printed images when tiny wire pins on a print head
mechanism strike an inked ribbon like in a type writer. When the
ribbon presses against the paper, it creates dots that form
characters and graphics.

Most dot-matrix printers use continuous-form paper, in which

thousands of sheets of paper are connected together end to end.
The papers have holes along the sides to help feed the paper
through the printer. Dot matrix printers provide cheap but low
quality printing.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 85

Advantages of dot matrix printers

 They are versatile
 Print letters in italics or bold
 Relatively inexpensive
 Used to print carbon copies.

Disadvantages of dot matrix printers

 Very noisy
 Slow speed
 Space consuming

c) Drum printer

An old line printer technology that used formed characters around

a cylindrical drum as its printing mechanism. When the desired
character for the selected position rotated around to the hammer
line, the hummer hit the paper from behind and pushed it into the
ribbon onto the character.

d) Braille printers

A braille printer, commonly known as a braille embosser, is an

impact printer that renders text as tangible dot cells which are felt
and read by the blind.
Using braille translation software, a document can be embossed
with relative ease and efficiency. They need special braille paper
which is thicker and more expensive than normal paper. Once a
copy produced, printing further copies is often quicker by means of
a device called a "thermoform", which produces copies on soft
plastic

e) Line printers
A line printer is a high-speed impact printer that prints an entire line at
a time. The speed of a line printer is measured by the number of lines
per minute (LPM) it can print.

Some line printers print as many as 3,000 LPM. Mainframes, servers, or

networked applications, such as manufacturing, distribution, or
shipping, often use line printers.

2. Non-impact printers

A nonimpact printer forms characters and graphics on a piece of paper

without actually striking the paper. Some spray ink, while others use

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 86

heat or pressure to create images. Commonly used nonimpact printers

are ink-jet printers, laser printers, thermal printers, plotters, and
mobile printers.

Advantages of non-impact –printers

 They print high quality images

 They are very speedy
 The printer does not make contact with the paper
 They print on most types of paper
 They can also print on transparencies.
 They do not make noise when printing.

a) Ink-jet printer

An ink-jet printer forms characters and graphics by spraying tiny

drops of liquid ink onto a piece of paper. Ink-jet printers produce
text and graphics in both black-and-white and color on a variety of
paper types & sizes.

The print head mechanism in an ink-jet printer contains ink-filled

print cartridges. Each cartridge has very many small ink holes, or
nozzles. The ink propels through a combination of the holes to form
a character or image on the paper.

The quality of inkjet printers depends on resolution – number of

dots of ink per ink. Their printing speed is measured in pages per
minute.

b) Laser printer

A laser printer is a high-speed, high quality non-impact printer.

Operating in a manner similar to a copy machine, a laser printer
creates images using a laser beam and powdered ink, called toner,
which is packaged in a cartridge.

When printing a document, laser printers process and store the

entire page before they actually print it. For this reason, laser
printers sometimes are called page printers. Storing a page before
printing requires the laser printer to have a certain amount of
inbuilt memory.

c) Thermal printers

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 87

A thermal printer generates images by pushing electrically heated

pins against a coated heat-sensitive paper. The coating turns black
in the areas where it is heated, producing an image.

Basic thermal printers are cheap, but the print quality is low and
the images tend to fade over time. Thermal printing technology is,
however, ideal for use in small devices e.g. ATM receipt printers.

d) Plotters

Plotters are sophisticated printers used to produce large, high-

quality, vector graphic drawings such as blueprints, maps, posters,
circuit diagrams and signs.

These printers are usually very costly, and are used in specialized
fields such as engineering, and graphic art. They use ink-jet printer
technology, on a much larger scale, to print professional quality
displays.

e) Large format printers

They are printers that create photo-realistic-quality color prints

using inkjet technology. They are commonly used by graphic artists
to produce high performance signs, posters, etc.

f) Mobile printers

A mobile printer is a small, lightweight, battery powered printer

that allows a mobile user to print from a notebook computer, tablet
pc, pda, smart phone or other personal mobile device while
traveling. They fit easily in a briefcase alongside a notebook
computer. Mobile printers mainly use ink-jet, thermal, wax-
transfer, or dye-sublimation technology.

g) Photo printers
These are color printers that produce pictures. Most of these use an
inkjet technology.

h) Multifunction peripheral (MFP)

A multifunction peripheral is a device that performs a variety of

functions that would otherwise be carried out by separate
peripheral devices.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 88

As a rule, a multifunction peripheral includes at least two of printer,

scanner, photocopier, fax machine.

Merits and demerits of MFPs

Advantages of a multifunction device are that

 It takes up less office space.
 It is significantly less expensive than if you purchased each
device separately.
 The major disadvantage of the machine is that if it breaks down
you lose all functions.

Factors to consider choosing a printer to buy

 The cost of the printer and its supplies, servicing

 The printing speed of the printer in pages per minute
 The type of printer – color on non-color
 The type and cost of paper it uses
 The nonuser of papers the printers tray can hold
 Compatibility with the computers ports and software
 Connectivity to a computer network
 Connection means – wireless or corded
 Ease of access of printer drivers and support help from the
manufacturer

Terms associated with printers

1. Toner is a powder used in laser printers and photocopiers to form the

printed text and images on the paper.

2. DPI (Dots per inch) is a measure of the number of individual dots

printed in a line within the span of 1 inch (2.54 cm). The dpi value
correlates with image resolution.

3. Hard copy is a printed permanent form of information

4. Ink cartridge is a container for the liquid ink that is deposited onto
during printing of characters on a paper. Used mainly by inkjet
printers.

5. Toner cartridge is a container for the liquid ink that is deposited onto
during printing of characters on a paper. Used mainly by laser printers.

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 89

6. Page orientation is the way in which a rectangular page is focused on

for normal viewing. The two most common types of orientation are
portrait and landscape.

A page in portrait orientation is taller than it is wide, with

information printed across the shorter width of the paper.

A page in landscape orientation is wider than it is tall, with

information printed across the widest part of the paper.

Audio output devices

Audio output devices are the components of the computer system that produce
music, speech, or other sounds, such as beeps.

a) Computer speakers

Computer speakers typically have tone and volume controls, allowing users
to adjust settings. To boost the low bass sounds, surround sound speaker
systems also include a woofer, with one or two center speakers and two or
more satellite speakers that are positioned so that sound emits from all
directions. Some computer speakers use wireless technology.

d) Pc internal speakers
Most personal computers have a small internal speakers that basically
output beeps and low-quality sound.

e) Headphones and earphones

In a crowded computer laboratory environment, speakers might not be

applicable. Instead, users can plug head-phones or earphones in a port on
the sound card, in a speaker, or on the front of the system unit. With the
headphone or earphone, only the individual wearing the headset hears the
sound from the computer.
Other output devices

There are very many kinds of emerging output devices. Some are both input
and output devices. Examples include: Fax machine, Machine tools.

A fax machine is a device that transmits and receives typed or hand written
documents over telephone lines.

A machine tool is a machine for shaping metal or other rigid materials, usually
by cutting, boring, grinding, or shearing. Through computer-aided

UACE Sub. ICT Twehangane Modern

 COMPUTER HARDWARE 90

manufacturing, computers are used to control the output of machine tools and
related machinery in the manufacturing of work pieces.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 91

6
COMPUTER SOFTWARE

Computer software refers to the electronic instructions and procedures that

command and control the operation of a computer. There are mainly two types
of software: System software and Application software

System Software

System software refers to programs that manage, control and maintain the
operation of a computer and all devices connected to it. It performs tasks
related to the operation and performance of the computer system and avails
resources to the user.

Categories of system software

System software is categorized into four: Operating system, Utility programs,

Device drivers and Programming languages.

Operating System software (OS)

Operating system is a set of programs containing instructions that work

together to coordinate all the computer activities. It performs daily activities of
a computer and manages its resources.

Types of operating system

 Stand-alone operating system

 Network operating system
 Embedded operating system

Common examples of operating systems associated with computers are:

Windows Operating System, Linux , Unix, Ubuntu Operating System,
Macintosh(Mac), Chrome Operating System, Novell Operating System, Android
For Mobile Phones, etc.

Function of operating system (OS)

 It helps in processor management, in multitasking and time sharing

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 92

 Configuring and controlling peripheral devices

 Installing of both system and application software
 Managing system and application programs
 Updating software automatically
 Booting the computer
 Monitoring system performance
 Administering system and network security
 It helps in file management
 Managing memory and storage devices
 Allocating system resources
 Establishing an Internet connection
 Providing the user interface between the user and computer
 Providing a platform for other programs to run
 Responsible for scheduling and coordinating computer jobs
 Spooling print jobs
 Establishing and controlling network connections
 Managing computer errors

Operating System User Interfaces

User interface refers to the visual part of a program or OS through which a user
interacts with a computer or software. It determines how commands are given
to the computer and how information is displayed on a computer.

There are two forms of operating user interfaces: Command-line user

interface: and Graphical user interface.

Command-line user interface:

In a CLI, a user types commands using a keyboard or every command prompt.

The set of commands a user uses to interact with the computer is called
command language. Examples are DOS, UNIX, and LINUX.

A user is provided with a virtually empty screen with a blinking cursor where
commands are keyed and the computer executes them by pressing the enter
key.

Advantages of command user interface:

 Commands are executed faster.

 Consumes limited random access memory
 Cannot easily affected by viruses
 Ideal for programming and programmers
 Commands can be grouped together.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 93

Disadvantages of command user interfaces

 Commands are not easily memorized

 Requires a lot of knowledge to master the commands
 Commands have to be typed correctly
 No graphics on the screen.
 A mouse cannot be used

Graphical User Interface (GUI)

In a GUI, a user uses menus and visual images such as icons, buttons and other
graphical objects to issue commands. Common GUI operating systems are
Windows, Ubuntu, etc.

Advantages of graphical user interface (GUI)

 It is user friendly because it is easy to learn and work with

 There is no need to type and memorize any command language.
 The interface is similar for any application.
 You are provided with a coloured screen with icons each representing a
program.
 A mouse may be used.

Disadvantages of graphical user interface (GUI)

 Require much more memory and as well as the processor

 Require much more desk space to hold the files
 Difficult to automate for expert users
 Easily affected by viruses
 Not good for programmers.

Utility Software

It a type of system programs that allows a user to perform maintenance tasks

related to nagging a computer, devices connected to it and software installed
on it. They are designed to configure, analyze, optimize and maintain a
computer in and good operation conditions.

Functions of common utilities

There are a variety of utility programs with specified functions as described

below:

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 94

1. File manager – perform tasks such as displaying file lists on storage

media, organizing files in folders, copying, renaming, deleting, moving and
sorting files
2. Search utility - helps user to locate files on a computer based on a given
criteria
3. Uninstaller – removes with its associated file from the file system
4. Image viewer – allows a user to display, copy and print an image
5. Disc cleanup utility – searches for and removes unnecessary files such as
downloaded, temporary Internet, deleted files and unused files
6. Disc defragmenter – reorganizes files and unused space on a computer
hard disc so that data access is more quick, programs run faster
7. Backup utility – allows users to copy or backup selected files or an entire
hard disc to another storage medium or location
8. Restore utility – restores backed up files to their original form in the event
of loss of the original copy
9. Screen saver – causes the computer screen to display a moving image or
blank screen if no keyboard or mouse operation occurs for a specific time.
Screensavers are used for security, entertainment, advertisement, etc.
10. Personal firewall – detects and protects a computer form unauthorized
intrusions. It monitors transmissions to and from a computer
11. Antivirus utility – protects a computer by identifying and removing
viruses found in memory, storage media, or on incoming files
12. Spyware remover –detects and removes spyware and related programs
13. Adware remover – a utility that detects and removes adware and related
programs
14. Internet filters – remove or block certain infected or inappropriate from
being received or displayed from the web.
15. File compressing utility – shrinks the size of files and folders for easy
transfer
16. Media players – allows users to view images, animations, play music and
videos files on a computer
17. Disc burning – writes computer files on optical storage media such as
recordable or rewritable CD, DVD or Blue-ray disc.
18. PC maintenance utility – identifies and fixes operating system problems,
detects and repairs disc problems and improves general system
performance.
19. System archives - output a stream or a single file when provided with a
directory/set of files.
20. Disk checkers - scan an operating hard drive for logical (file system) and
physical errors
21. Cryptographic utilities - used to encrypt and decrypt streams of files.
22. Sorting utilities - help to organize data in a given order.
23. Memory testers - check for memory failures.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 95

24. Disk practitioners - divide a drive into multiple logical drives, each with
its own file system which can be mounted by the operating system to be
treated as an individual drive.
25. File synchronization utilities - maintain consistency between two
sources. They enable redundancy or making copies of data.
26. System profilers - provide detailed information about the software
installed and hardware attached to the computer.
27. Network utilities - analyze a computer’s network connectivity, configure
network settings, check data transfer or log events.
28. System restore utility

Device Drivers

A device driver is small software that tells the operating system how to
communicate with the device. Each peripheral device on a computer has its
own specialized set of commands and thus requires its own specific driver.
The operating system loads each device’s driver when the computer boots up.

To communicate with the hardware devices, the operating system relies on

device drivers. A device driver accepts instructions and then converts them
into commands that the device understands.

Programming Languages

These refer to the languages used to write a computer instruction, software. A

person who writes a computer program is called a programmer.

Functions of software programmer

 He writes a computer program
 He maintains a computer program
 He upgrades a computer

Types of programming languages

Programming languages are of two types

 Low level programming language

 High level programming language

Low level languages

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 96

This is a computer language written in machine code language, the language

understood by a computer. It is also referred to as binary language because it
consists of only two digits, 0s and 1s

Types of low-level languages

 Machine code language (first generation)

 Assembly language (second generation)

Assembly (low-level) languages

This is a language which consist of mnemonic symbols (English like words)

used to represent the binary digits of 0s and 1s of machine language. Assembly
languages are used to develop system software.

However computers can only understand machine language, thus assembler

languages must be translated into machine language for execution.

Advantages of low level languages/machine code

 Machine codes are executed faster.

 They don't require either a compiler or interpreters except assembly
 They are suitable to developing operating systems.

Disadvantages of low level languages

 They are difficult to learn and understand.

 The instructions are expressed in binary form ( 0 and 1s)
 The programs are machine dependent hence difficult to be used by other
machines of different family.

High level programming languages

This is a computer written in official language (known to man) but should be

converted to machine code for a computer to understand.

High level languages consist of statements or sequences text including words,

numbers and punctuation, much like written natural languages.

Advantages of high level languages

 They are machine independent and can be used by other computers.

 They are user friendly and problem oriented.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 97

 They are easier to learn, write, correct and revise than assembler and
machine languages.
 They can be used for development of application software.

Disadvantages of high level languages

 They require to be translated to machine code

 They are not executed faster.

Examples of high level languages

 COBOL  Ruby
 PASCAL  C++
 Python  C#(C-sharp)
 Java Script  PERL
 Java  FORTRAN
 C  PHP

Language Processors (Translators)

Language processors translate high level languages to low level (machine

code) languages which the processor can understand. They are software
designed to translate from high level language to low-level language.

Examples of language processors

 A Compiler is a program which translates a whole source code from high

level language to low level language which can easily be understood by the
computer.
 An Interpreter translates the source line by line while translating a high
level language to low level language.
 The Assembler translates assembler instructions from assembly language
to machine code language or the binary code.
 The linkers combine compiled programs and determine where the will be
located in the memory.
 Language editors are applications or software used to write computer
language codes. Some also compile. Common language editors, Notepad,
Trouble c, Borland, Sublime text, Dev C, C++, Codeblocks, Notepad ++ etc.

Common terms used in programming

 Source code is an instruction written as text file by the programmer that

must be translated by a compiler or interpreter or assembler into an object
code before execution.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 98

 Source code cannot be understood by the computer until it has been

translated into machine code.
 Execution is the process by which a computer system performs the
instructions of a computer program.
 Object code is a code in machine language that is ready for execution by
the computer.
 Bug is a logical problem in the source code that stops the software from
running give or to give wrong results
 Debugging is the process of detecting, checking and identifying problems
and errors in the source code.

APPLICATION SOFTWARE

This is software that performs a specific and user function. Application

software is installed on operating system. Application software consists of
programs designed to perform specific tasks for end-users

Types of application software

Application software is categorized into two: Off-shelf packages and Customized

programs, bespoke or tailor-made programs

Off – the - shelf packages

These are programs already written and ready to be run upon their purchase.

Main categories of off shelf packages

1. Word processors - programs that allow a user to perform word

processing functions, they are document production applications e.g. MS
word. A user can use a WP to create, edit, save, format and print letters,
reports, and other documents.

2. Spreadsheet software – a program with which a user can organize data in

rows and columns create graphs and can perform calculations e.g. MS excel.

3. Presentation software - an application with which a user can organize

content on a slide for viewing by the audience e.g. MS Power point

4. Database software – an application with which one can store lots of data
for future manipulation

5. Desktop publishing software – software, with which one can design

publications like newspapers, wedding cards certificates etc.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 99

6. Imaging software - application software with which users can edit,

retouch a photograph and images

7. Web browsing software - software used for displaying and viewing

webpages from the Internet or html documents on computers. Examples
include, Mozilla firebox, Internet explorer, Safari, Opera, Netscape
navigator, Chrome

8. Web authoring software – these are used by webmasters for building

websites. Examples include: Microsoft FrontPage, Adobe Dreamweaver,
Microsoft expression web, Antenna web design studio, Sublime text 3

9. Media players for audio and video – used for audio and video playback
on computers. Examples include: Windows media player,, Nero ShowTime,
Jet-audio, Power dvd, VLC media player, Virtual DJ, etc.

10. Graphics software - used by graphic designers to create and design

artistic graphics and to manipulate visual images on a computer such as
Logos, cartoons etc. Examples include Paint, Adobe photo shop, Corel draw,
Adobe illustrator etc.

11. Accounting software - helps companies to record and report their

financial transactions. With accounting soft-ware, you perform accounting
activities related to the general ledger, accounts receivable, accounts
payable, purchasing, invoicing, job costing, payroll functions, etc. Examples
include quick books

12. Audio and video editing software - lets users produce studio quality
soundtracks. Video editing software is used to modify video clips: you can
reduce the length of a video clip, reorder a series of clips, or add special
effects such as words that move horizontally across the screen etc.
common audio and video editing software are:

 Adobe premiere video editor

 Ulead video editor
 Adobe audition for –audio
 Fruity loops studio-audio

13. Images viewing software - computer applications primarily used for

previewing digital photographs on the computer screen. Many have basic
features such as viewing thumbnails, slideshows, printing and simple
editing such as cropping and resizing.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 100

Examples of image viewers include: Microsoft office picture manager,

Windows photo viewer, Picasa photo viewer, etc.

14. Reference software - provides valuable and thorough information for all
individuals. Popular reference software includes encyclopedias,
dictionaries, health/medical guides, and travel directories. Examples
include: Encyclopaedia Britannica 2011 Ultimate Reference Dvd, Microsoft
Student with Encarta Premium, etc.

15. Note taking software - enables users to enter typed text, handwritten
comments, drawings, or sketches anywhere on a page and then save the
page as part of a notebook .the software can convert handwritten
comments to typed text or store the notes in handwritten form. Examples
include Microsoft Office OneNote

16. Text editors - simple word processors that are generally used to type
without any special formatting, mainly used to create small notes, memos
and programs. Examples of common text editors are: Notepad, Notepad++,
Sublime Text, Gedit etc.

17. Gaming software - programs developed as electronic game that involve

human interaction with a user interface to generate visual feedback on a
computer. Common computer games include Solitaire, Chess Titans,
Racing, StarCraft, Need for Speed, GTA vice City, and Alien Shooter.

18. Email software - is a computer program used to access and manage a

user's email account. Web applications that provide message management,
composition, and reception functions are sometimes also commonly
referred to as webmail. Common ones are Microsoft outlook, Pegasus mail,
Mozilla’s thunderbird, Kmail, evolution and Apple mail. Popular web-based
email clients include: Gmail, yahoo Mail, mail.com, Lycos mail, and Hotmail.

Advantages of off-shelf packages

 They are relatively cheaper than bespoke packages.

 They are readily available for purchase.
 They are user friendly; many have a graphical user interface, sample
manuals provided on purchase.
 The user does not face research and development costs or problems since
the package is already in operation.
 The user faces limited risk since the user has an option to seek information
from existing users about the package before making a decision to
purchase.

Disadvantages of off-shelf packages

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 101

 They hardly full fill users’ specific needs perfectly.

 They are standardized implying it may be hard to make adjustments.
 They may not be recommended where a particular company wants to gain
competitive advantage over others.
 Where the package does too much compared to the company needs, the
amount of extra space occupied in the hardware can lead to memory
wastage.
 The package may also be limited to a particular operating system
 It may be easy to manufacture viruses that may tamper with such
application programs.

Customized (Tailor-Made) Or Bespoke programs

These are tailor made programs constructed to meet specific user

requirements. They are specifically designed to meet user requirements.

Merits of customized programs

 Ability to satisfy user’s specific needs

 The company will be able to perform tasks with its software that its
competitors cannot do with theirs thereby gaining a competitive
advantage.
 They can easily be modified or upgraded.
 Ownership is to the company that ordered for the software.

Disadvantages of customized software

 Time taken to develop the package may be long yet requirements could be
urgent.
 The cost of paying programmers makes them expensive. The organisation
has to incur development and consultancy costs in this case.
 They are not flexible i.e. not meant to do various tasks.
 Expensive to maintain. When they breakdown programmers who are
expensive have to be called in
 In-case of breakdown, the company may be brought to a standstill
 There is a greater probability of bugs in bespoke programs.
 They are not compatible with all computer types, designed for specific
computer types.
 They may not run which means that the programmer has to design another
one. This could even lead to more costs on the side of the user as well as
causing delays

Shareware

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 102

Shareware is copyrighted software that is distributed at no cost for a trial

period. To use a shareware beyond that period, you send payment to the
developer. In some cases, a scaled-down version of the software is distributed
free, and payment entitles the user to the fully functional product.

Copyrighted software

Copyrighted software refers to computer programs with restrictions regarding

use, modification, and redistribution. You have to pay for copyrighted software
and must not copy it without permission from the manufacturer. Copying
copyrighted software without paying for it is clearly unethical and illegal.

Freeware

Freeware is copyrighted software provided at no cost by an individual or a

company that retains all rights to the software. Therefore, other programmers
cannot include freeware in applications they intend to sell.

Open-source

Open source software is software provided for use, modification, and

redistribution. This software has no restrictions from the copyright holder.
Open source software usually can be downloaded from the web at no cost.

Public-domain software

Public-domain software has been donated for public use and has no copyright
restrictions. Anyone can copy or distribute public domain software to others at
no cost.

Web-based software

Web-based software refers to programs hosted by a web site. Users access and
interact with web-based software from any computer or device that is
connected to the Internet. Many web sites allow free access to their programs;
some charge a fee. Examples of web-based software include e-mail, Website
builders, online games, travel and mapping software, etc.

Special purpose (specialized) software

This refers to computer programs developed and dedicated to particular jobs

only. Programs that run on special purpose computers like ATMs are special
purpose software.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 103

Other examples of specialized software include:

 Business – transaction and sales management software.
 Science and engineering software etc.

General purpose

This refers to a wide a variety of application programs that perform many

common tasks.
Varieties of general purpose application programs include word processing
programs, spreadsheet programs, web browsers, graphics programs, etc.

Software suite

A software suite is a collection of several applications that are bundled

together and sold or distributed as a single package. The software programs
may have correlative features and functionality or they may be completely
different from one another but share a similar theme.
When you install the suite, you install the entire collection of applications at
once instead of installing each application individually. At a minimum, suites
typically include the following software applications: word processing,
spreadsheet, database, and presentation graphics,

Examples of software suites

 Microsoft office  Quickoffice & office suite

 Libre office productivity suite.  Prooffice free 3.0
 Open office.org  Koffice
 Word perfect office x5  Lotus smart suite
 Zoho  Adobe master suite

Advantages of using software suites

 Costs significantly cheaper than buying each of the application package

separately
 Easy to learn and use because applications within a suite usually use a
similar interface and share common features such as clip art and toolbars.
 Easy installation because all the various applications can be installed at
once.

Common terminologies used in software

1. Software license - This is a document that provides legally binding

guidelines for the use and distribution of software.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 104

2. Software agreement - This refers to the legal contact between licensor

and /or author and the purchaser of a piece of software which establishes
the purchaser’s’ rights.

3. Software piracy this is the illegal duplication of copyrighted software.

4. Software bug refers to an error in the programming code that does not
permit it to function well.

5. Beta software is a type of software provided to people for testing

purposes

6. Software release is the process of issuing/letting the software or

application for publication, use and distribution.

7. Software version refers to variation of an earlier or original type with

minor changes to the existing version or type. E.g. iTunes 12.0, iTunes
12.2.3

8. Hot fix: this is software that is designed to fix a bug or security hole in
software program.

9. Spy ware: this is a software application that is designed to gather

information about a person or organization without their knowledge that
may send such information to another entity.

10. Software patch: this is software that is designed to modify, correct, and fix
problems in software.
11. Software update: this is a software application that provides fixes for
features that are not working as intended or adds minor software
enhancements and compatibility.

12. Software upgrade: this is a process of replacing a product with a newer

version of the same product.

13. Firmware: this is a permanent software that is programmed or embedded

in a hardware usually read-only-memory by the manufacturer.

Qualities of a Good Software package

 Should be error free-operate without bugs

 Should provide help in case of user errors
 Should be compatible or machine independent
 Should not stop working no matter the errors made by the user-robust
 Should be easy to use, learn with simple user interface

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 105

 Should be easy to update, upgrade and maintain

 Should have user manuals and documentation
 Should be reliable, predictable, reliable and dependable.
 Should be capable of displaying error messages to the users
 Should be scalable-easy to change to meet user needs
 Should be interoperable-work with other software
 Should be accurate in retrieving results
 Should be portable-work on multiple operating systems
 Should be efficient to meet the users targets
 Should be readily available
 Should be authentic, genuine, licensed
 It provides the required functionality.
 It has a life-time (measured in years).
 It is accompanied by complete documentation.
 It can be easily customized, configured.

Factors to consider before obtaining a software program

 Correctness — does the software do what it is supposed to do (according to

the design specs)?
 Robustness — how does the software respond to unexpected conditions
(wrong input)?
 User-friendliness — is the software easy to use by users from the intended
audience?
 Adaptability — how difficult is it to modify the software to adjust to an
ever-changing world?
 Cost effectiveness

Characteristics of good software

 Suitability. This is the essential functionality characteristic and refers to

the appropriateness (to specification) of the functions of the software.
 Accurateness. This refers to the correctness of the functions, an atm may
provide a cash dispensing function but is the amount correct?
 Interoperability. A given software component or system does not
typically function in isolation. It concerns the ability of a software
component to interact with other components or systems.
 Compliance. Where appropriate certain industry (or government) laws
and guidelines need to be complied with. This s addresses the compliant
capability of software.
 Security. This relates to unauthorized access to the software functions.
 Fault tolerance. The ability of software to withstand (and recover) from
component, or environmental, failure.

UACE Sub. ICT Twehangane Modern

 COMPUTER SOFTWARE 106

 Understandability. Determines the ease of which the systems functions

can be understood, relates to user mental models in human computer
interaction methods.
 Learnability. Learning effort for different users, i.e. Novice, expert, casual
etc.
 Maintainability. Characterizes the amount of effort to change a system.
 Stability. Characterizes the sensitivity to change of a given system that is
the negative impact that may be caused by system changes.
 Replace ability. Characterizes the plug and play aspect of software
components, that is how easy is it to exchange a given software component
within a specified environment.

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO SPREADSHEETS 107

7
INTRODUCTION TO SPREADSHEETS

Introduction to Spreadsheets

A spreadsheet is a grid of rows and columns that accepts entry of data, allows
editing, formatting and manipulation of numeric data. Spreadsheets can also
display data graphically with the help of charts and graphs.

Types of Spreadsheets

1. Manual spreadsheets. It is commonly used by keepers as a ledger book

with many sheets of papers divided into rows and columns. Data is entered
manually using a pen, pencil and manipulated manually using a calculator.
2. Electronic spreadsheets. It is prepared using a computer program and
enables users to enter values in rows and columns, which are then,
manipulated using automatic formulae and functions.

Common electronic spreadsheet programs are VisiCalc, Lotus 1-2-3, Microsoft

Office Excel, Quattro Pro, Microsoft Works, Multiplan, View sheet, Lucid 3D, etc.

Advantages of Manual Spreadsheets

 They are easy and cheap to acquire

 They are easily portable
 They are suitable for draft or rough work
 They are not electronic, thus, can be used without electric power
 No skills are needed, hence, even a computer illiterate can use manual
spreadsheets

Disadvantages of Manual Spreadsheets

 They require a lot of manual effort and time

 Many errors are bound to be made
 Rubbing out to correct errors makes the work untidy
 They do not have pre-existing tables as opposed to electronic spreadsheets
 They are very small in size
 They are not durable. They can easily wear and tear out
 They do not have automatic formulas that would otherwise quicken the
work
 You cannot easily insert or delete extra columns and rows

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO SPREADSHEETS 108

Advantages of Electronic Spreadsheets

 They have pre-existing tables, thus, no need to draw gridlines

 They have in-built formulas and functions, enabling automation in
calculations and work manipulations
 There are minimal errors and in case of any, they are easily corrected
 They have very large worksheets that can store a lot of work easily and for
long
 Extra columns and rows can be inserted and deleted without any bad effect
 The work can be protected with passwords thus ensuring security
 Work can be enhanced to look very attractive with various formats to suit
the user’s needs
 The records can be sorted and filtered to get only those that you want
 They allow printing of multiple copies without re-creation

Disadvantages of Electronic Spreadsheets

1. They are expensive to buy and maintain

2. They are electronic, thus cannot be used without electricity
3. They require computer skills and continuous training
4. There is data loss due to virus attacks and system failure
5. There are privacy problems like unauthorized access over networks
6. Health related hazards as they are associated with use of computers

Features of Electronic Spreadsheet Software

1. Workbook - a collection of multiple worksheets in a single file

2. Worksheet - a single page of a workbook. It is an equivalent of a work area
in Microsoft Word. A worksheet is made up of rows and columns which
intersect to form cells.
3. Columns - vertical lines which run through the worksheet, labeled by
letters; A, B, C …
4. Rows - horizontal lines across a worksheet, labeled by numbers; 1, 2, 3…
5. A cell - is an intersection of a column and a row. Each cell on the spread
sheet has a cell address.
6. Cell address is a unique name of a cell, given by the column letter and row
number, e.g. A1
7. Range - a group of adjacent cells defined as a single unit. A range address is
a reference to a particular range.
8. Value - a numerical entry in a cell.
9. Labels - a text entry in a cell.
10. Name box - displays the address of the selected cell or cells
11. Formula bar - a bar at the top of the Excel window used to enter or edit
values or formulas in cells or charts.

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO SPREADSHEETS 109

12. Autofill – a feature that allows a user to quickly fill cells with repetitive or
sequential data such as chronological dates or numbers, and repeated text.
13. Sorting data - arranging records in ascending or descending order.
14. Filtering data - displaying of records that satisfy the set condition from the
parent list.
15. Graphs - a pictorial representation of the base data on a worksheet.
16. A chart is a graphical representation of data. A chart may be 2-D or 3-D
17. What-if analysis - a process of changing values in cells to see how changes
affect outcomes of formulas on the worksheet.
18. Freezing panes - where rows and columns are frozen such that they
remain visible during scrolling long sheets
Uses or Applications of Spreadsheets

 Preparation of budgets
 Preparation of cash flow analysis
 Preparations of financial statements
 Processing basic business information, like, job costing, payment
schedules, stock control, tax records
 Analysis of data from questionnaires
 Presentation of information in tabular form, graphical or charts forms
 Mathematical techniques and computation like trigonometry
 Statistical computations like standard deviations.
 Grading students

Common operators used in Microsoft excel

An Operator specifies the type of calculation to perform on the elements of a

formula. They can be arithmetic, logical arithmetic (comparison), text
concatenation, and reference.

1. Arithmetic operators
These are used to perform basic mathematical calculations such as
addition, subtraction, division or multiplication; combine numbers; and
produce numeric results.

Arithmetic operator Meaning Example

+ (plus sign) Addition 3+3

– (minus sign) Subtraction 3–1
Negation –1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO SPREADSHEETS 110

2. Comparison Operators
These are used to compare two values, and the result is a logical value
either TRUE or FALSE.

Comparison operator Meaning Example

= (equal sign) Equal to A1=B1

> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1

3. Reference Operators combine ranges of cells for calculations. Examples

include;

Reference operator Meaning Example

: (colon) Range operator, which produces one reference to all the
B5:B15
Cells, between two references, including the two
references
, (comma) Union operator, which combines multiple
SUM (B5:B15, D5:D15) references into one
reference
(Space) Intersection operator, which produces one reference
B7:D7 C6:C8
to cells common to the two references
& (ampersand) Connects two values to produce one continuous text value
("North “&”wind")

4. Cell References
A Cell reference is an address given to a particular cell or group of cells on
a worksheet. e.g. A2, B6, B3.

There are three types of cell references;

 Relative cell reference. Here, the address of a cell is based on the

relative position of the cell that contains the formula and the cell
referred to. If you copy the formula, the reference automatically
adjusts. A relative cell reference takes the form: A1, B17, G20, and C2.
 Absolute cell reference. Here, the exact address of a cell is used in the
formula, regardless of the position of the cell that contains the formula.
An absolute cell reference takes the form: $A$1, $D$6, $B$3, $E$6.
 Mixed cell reference. This is a type that uses both relative and
absolute cell references at once. It may use an absolute column

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO SPREADSHEETS 111

reference and a relative row reference or vice versa, e.g. $G17, B$14,
D$2, $E2.

Formulas

Formulas are equations that perform calculations on values in your worksheet

and return a value in a chosen cell, e.g. =A2+B2, = (A3+B3+C3+D3)/4,
=A6*B4, =C4-D4, =E10/G10

5. Logical operators

Operator Description

AND Returns TRUE if all arguments are True and FALSE if any
argument is false
FALSE Returns the logical value FALSE
IF Specifies a logical test to perform
IFERROR Returns a value you specify if a formula evaluates to an error;
otherwise, returns the result of the formula
NOT Reverses the logic of its argument
OR Returns TRUE if any argument is TRUE
TRUE Returns the logical value TRUE

Error Alerts

Excel displays an error value in a cell when it cannot properly calculate the
formula for that cell. Below are some common error values and their meanings.

Error message Meaning

 ##### Column is not wide enough, or a negative date or time is used.

 #DIV/0! A number is divided by zero
 #N/A! A value is not available to a function or formula
 #NAME? Microsoft Office Excel does not recognize text in a formula.
 #NULL! You specified an intersection of two areas that do not intersect
 #NUM! The numeric values used in a formula or function are invalid
 #REF! The cell reference is not valid, e.g. 6E instead of E6
 #VALUE! An argument or operand used is of wrong type

Functions

A function is a prewritten formula that takes a value or values, performs an

operation, and returns a value or values in a chosen cell. Examples of functions
in MS Office Excel include the following:

UACE Sub. ICT Twehangane Modern

 INTRODUCTION TO SPREADSHEETS 112

Function Description Example

SUM Adds all the numbers in a range of cells =SUM(B2:G2)
PRODUCT Multiplies numbers given as arguments to =PRODUCT(A2:D2)
return product
MAX Returns the largest value in a set of values =MAX(D4:D10)
MIN Returns the smallest number in a set of =MIN(A2:A12)
values
LARGE Returns largest value in a data set, e.g. 5th =LARGE(B1:B9,5)
largest value
COUNT Counts number of cells in a range that =COUNT(A1:E9)
contains numbers
COUNTIF Counts number of cells in a range that =COUNTIF(A1:C9,”
meet given criteria <10”)
COUNTBLA Counts number of empty cells in specified =COUNTBLANK(A2
NK range of cells :H8)
AVERAGE Returns the average (arithmetic mean) of =AVERAGE(B2:B15
the arguments )
MEDIAN Returns number in the middle of the set of =MEDIAN(D4:D10)
given numbers
MODE Frequently occurring value in arrange of =MODE(C2:C9)
data.
RANK Returns the size of a number relative to =RANK(F3,$F$3:$F
other values in a list of numbers. $11,0)
SQRT Returns a positive square root =SQRT(B5)
IF Returns one value if a condition you =IF(A2<50,”fail”,
specify evaluates to TRUE and another “pass”)
value if it evaluates to FALSE.
VLOOKUP Searches for a value in the first column of =VLOOKUP(lookup
a table array and returns a value in the _value,lookup_tabl
same row from another column. e, column)
HLOOKUP Searches for a value in the top row of a =HLOOKUP(lookup
table array and returns a value in the _value,lookup_tabl
same column from a row you specify in e, column index )
the table or array

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 113

8
THE INTERNET AND WORLD WIDE WEB

The Internet

Internet is a global interconnection of computer networks linked together to

communicate and share resources
Or
The Internet is a worldwide collection of networks linked together to share
data, information and other resources. It is simply referred to as the network of
networks. It is simply called the Net.

History of the Internet

In 1969 the U.S. Department of defence commissioned the Advanced Research

Projects Agency Network (Arpanet). The purpose was to provide
communication links between supercomputers located at various regional sites
(universities and defence bases) within the United States.
It is this Arpanet that evolved into the Internet after computer networks were
connected to it in different parts of the world. By1992, more than 1 million
hosts existed on the Internet

Methods (ways) of connecting to the Internet

As technologies develop, bigger, better and faster Internet connections

methods evolve. ISPs provide Internet connectivity through the following:

 Dial up (phone line) connection with dial up modems

 Broadband (cable or digital subscriber line (dsl)) or fibre
 Satellite connection
 Wireless broadcasts e.g. Wi-Fi Hotspots and Wi-Max.

Requirements for connecting to (access) the Internet

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 114

To access the net, the following elements is required

 Computer – PC, internet phone, handheld device

 Ethernet or wireless technologies.
 An Internet service provider
 Modem
 Communication line such as telephone line
 Internet software – internet protocol, web browser, email client or host
 Transmission medium

1. Internet service providers (ISPs)

It is a company that offers Internet services to end users. It takes care of the
technical aspects of connecting to the Internet usually at a fee. In Uganda,
common ISPs are Orange, MTN, Airtel, UTL, Smile etc.

Factors to consider when choosing an ISP

 Ability of the ISP to offer services in all areas.

 Speed or network performance
 Ease of use, should provide a simple to install software to help users get
online
 The cost in relation to the time on connectivity and packages
 Availability of user support and customer care and service
 Ability to allow users try services before buying them
 Ability to provide promotional services to customers
 Performance matching the user expectation
 Availability of a security policy and assistance in filtering undesirable
content
 Restrictions of use
 Reliability : how long the ISP has been in business
 Compatibility, the speed of their modems and software should match the
speed of users’.

2. Protocol
It refers to a set of rules that govern how two computers send and receive
data on a network. The internet uses Transmission Control
Protocol/Internet Protocol - TCP/IP.

An IP address is a special number that is used to recognise a computer or

network on the Internet. It enables data to be sent and received by it,

3. Web browsers

A web browser is application software that allows users to browse or surf

the internet.
It is used to display webpages from the Internet. Common browsers
include

UACE Sub. ICT Twehangane Modern

 Google Chrome, Mozilla Firefox, Internet explorer, Opera mini, Apple safari,
Netscape navigator

4. E-mail software

It is application software that allows a user to compose, receive and send

electronic mails over the Net. Common examples are: MS outlook, Gmail,
Hotmail, Eudora, Yahoo mail

Common Internet services

The net offers a variety of services which include the following in

summary:

 The World Wide  Searching the  Mailing lists

Web web – search  Internet relay
 Emails and faxes engines charts
 Instant  Web  Internet
messaging conferencing telephony – voice
 Electronic  Webinars (web over internet
commerce seminars)  Web directories
 Electronic  Cloud computing  telnet and
learning  Social UseNet
 Newsgroups networking

1. Telnet – enables users use the resources of a computer by remotely

logging to the distant computer which is called the host.

2. Mailing list – this is based on the email protocol. As an electronic mailing

list. it is very convenient when somebody wants to send a message or
newsletter, for example, too many people in one go.

3. Internet relay chat (IRC) – a live interactive discussion in which parties

on the network exchange ideas and observation electronically. Chats are
usually organized in what we call chat rooms.
4. File transfer protocol – the standard method for transferring files,
whether downloading or uploading, to and from your computer with
another computer on the Internet.

5. Newsgroups – worldwide discussion areas where notices can be posted

for anyone to view. They are equivalent to a discussion group or an
electronic bulletin board. There are newsgroups for every conceivable
topic and more, e.g. educational technology.

6. World Wide Web – this refers to the global collection of websites

consisting of linked electronic documents called webpages stored on
Internet servers all over the world.
 THE INTERNET AND WORLD WIDE WEB 116

The www is the most exciting service that has revolutionized the Internet,
people use this service to browse for information.

7. Instant messaging: a combination of real-time chat and e-mail by which

short text messages are rapidly exchanged over the Internet, with
messages appearing on recipient’s display screen immediately upon
arrival.

8. Usenet: a system of worldwide discussion groups

9. Internet telephony or voice over ip: real-time voice conversations
transmitted between computers on the Internet.

10. Web directory: a listing of web sites and their urls, categorized by topic.
11. Electronic commerce/e-commerce: conducting commercial activities on
the Internet.

12. Social networking. A type of service where users can seek others who
share their interests, find out what's going on in their areas of concern, and
share information with one another (e.g. Facebook, twitter).

13. Cloud computing: a service in which computer software, hardware and

data are used remotely over the Internet, instead of acquiring and using
them on a local computer.

14. Search engines: software programs that look through the web to locate
sites matching a keyword entered by the user. Keyword: a string of letters
or words that indicates the subject to be searched.

1. Email communication

An Email is a message transmitted over the internet. To compose, send or

receive an email, email software and a user account are required. Creating
an account using email software is called Signing in.

User ID and password

After signing in, a user is assigned a unique user ID and user password for
login into the account.

A user ID - also called Email address is a unique name assigned to each

individual user account or user. A user password is a combination of
characters that authenticates the user to be a legitimate user of the
account.

Format of an email address

An email address has two basic parts: the username and the internet
domain separated by the @ symbol. It is usually in lowercase. The general
format is username@internet domain.

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 117

For example in [email protected]

 montec is the username

 @ (at) symbol separates username from internet domain
 Yahoo.com is the internet domain or name of the email host on the net
 Dot separates different parts of the email
 .com identifies the domain type of organisation offering a particular
service

In the US, most domains end with a domain type indicating the type of the
site or geographical location such as the following:

 com for commercial institution

 gov for government institution
 org for non-profit organisation
 mil for military organisation
 net for network service provider
 ac for academic institution

Outside the US, a country code may be added to the domain name to
indicate the country from where the host is located: such as:

 uk for unite kingdom

 ug for Uganda
 ke for Kenya
 au for Australia
 jp for japan, etc.

Parts of an email compose window

1. The header part has the following parts

 To: where the email address of the recipient is entered
 From: where the sender’s address is typed or entered
 Subject: contains a brief description of the message
 CC: Carbon Copy – used to copy the email to other
recipients, the main recipient sees who the email has been sent
to
 BCC: Blind Carbon Copy - copies the email to other recipients, the
main recipient doesn’t see who the email has been sent to
 Date: indicates the data and time the message is sent
 Attachment: a file attached to and sent with the email

2. Body: The body of a message contains text that is the actual content
3. Message: where the content is entered. It should be short and to the
point
4. Signature: provides additional information about the sender such as
full name, address and telephone contact

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 118

Other parts of an email window and related email vocabulary are:

 Inbox – stores all incoming emails

 Outbox - contains emails waiting to be sent
 Sent – contains mails that have already been sent
 Drafts – stores emails that being worked on, not yet ready to be sent
 Deleted item – holds deleted mails
 Reply – allows the user to reply to incoming mails
 Forward – helps user to send a received an email to someone else,
after editing
 Copy or cut – copies or cuts an email
 Delete – deletes an email. These deleted messages are stored in the
trash.
 Address book – where the names and addresses of common
respondents are kept for easy and faster access
 Sign up – creating and account, registering user email account details
 Login or Sign in – opening or accessing an account using account
details such as username and password
 Logout or Sign out – closing a user email account
 Compose or New – write a new message

Advantages of using e-mail as a means of communication

 Easy to use. Emails applications have user friendly features used to

compose messages
 Email supports sending of attachments like documents, zipped files, etc.
 It is very fast in terms of speed: the e-mail is delivered instantly,
anywhere across the globe.
 Easy to prioritize: since the mails have subject lines, it is easy to
prioritize them and ignore unwanted mails.
 Email messages can be sent to many recipients at the same time
 Emails can also carry hyperlinks that lead to other webpages with just a
click
 One can subscribe to news and other online services through email
 Email software have management features that help users to organize
their messages in folders like inbox, sent, draft, etc.
 Easier for reference: when one needs to reply to a mail, there is a
provision in the mailing system to attach the previous mails as
references. This refreshes the recipient's knowledge, on what he is
reading.
 Environment friendly: compared to postal mails which use paper and
fuel to transport letters. Electronic mail saves a lot of trees from being
axed. It also saves fuel needed in transportation.
 Email software has address book features that may be sorted in
alphabetical order.
 Email software has a good degree of security features such as username
and password before sign in

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 119

 Email applications have inbuilt english dictionary which safeguards the

sender from incorrect spelling and grammar.
 Email is a relatively cheap means of communication since there is no
printing or postage expenses involved.
 24/7 any time access. At any time of the day or night, one can
communicate with friends, relatives, professors and business associates.
 Messages remain permanent for future access from anywhere.
 Use of graphics such as colorful greeting cards and interesting pictures
can be sent through e-mails.
 Advertising tool: many individuals and companies are using e-mails to
advertise their products, services, etc.

Limitations of using email as means of communication.

 Emails can spread viruses: the recipient needs to scan the mails, as viruses
are transmitted through them and have the potential to harm computer
systems.
 Spam and junk: e-mails when used to send unsolicited messages and
unwanted advertisements create nuisance called spam. Checking and
deleting these unwanted mails can unnecessarily consume a lot of time,
and it has become necessary to block or filter the unwanted e-mails by
means of spam filters.
 E-mail spoofing is another common practice. Spoofing involves disguising
as different sender by altering the e-mail headers or the addresses from
which the mail is sent.
 Hacking and email interception: the act of unauthorized attempts to
bypass the security mechanisms of an information system or network is
termed as hacking. After the e-mail is sent and before it is received by the
desired recipient, it "bounces" between servers located in different parts of
the world. Hence, the e-mail can be intercepted by a professional hacker.
 Misinterpretation: one has to be careful while posting any kind of content
through an e-mail. If typed in a hurry, the matter could be misinterpreted.
Since the content posted via e-mails is considered informal, there is a
chance of business documents going unnoticed. Thus, vital communications
and especially those requiring signatures are not managed through e-mails
 Crowded inbox: over a period of time, the e-mail inbox may get crowded
with mails. It becomes difficult for the user to manage such a huge chunk of
mails.
 Need to check the inbox regularly: in order to be updated, one has to
check his e-mail account regularly, which may be expensive in the long run.
 Email cannot be used without computers especially in remote areas
without electricity.
 In case one forgets his/her password, signing in is not possible and this
can lead to loss of information.
 Email may violate privacy in case someone else gets to know your user
password since the other may check your mails.

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 120

2. The World Wide Web

WWW (simply the Web) is a worldwide collection of websites and servers that
can be access over the Internet. A website is a collection of related web pages
or resources on a web server.

The first page on a website is the home page. A webpage is a HTML document
accessible to a web browser. Webpages are linked by hyperlinks.

A web browser (check previous notes) helps a user access the web.

Search engines
A Search Engine is a program that retrieves information from the web basing
on the keywords from the user. Common search engines are: Google, Yahoo
search, Wikipedia, Baidu, Bing search, Bing, Ask. Com

Browsing or surfing the web refers to exploring or navigating from one

website to another. Every website is identified by a URL – Uniform Resource
Locator.

A URL is a unique name that identifies a particular webpage on the web server.
Ii can also mean an internet address of a particular webpage on the web.

A typical URL has two basic parts:

1. Protocol
2. Domain name

A Protocol is a standard or set of rules used by a computer to connect to the

web to access resources. Common protocols are HTTP, FTP, etc.

A domain name is the name of the web server where the resources are
located.
The general format of a URL is protocol: //domain name.

Consider the URL

http://www.Microsoft.com/learning/computer/tutorials.html

 hhtp is the protocol

 www.Microsoft.com is the domain name
 learning is the folder for the file
 computer is a subfolder for the file
 tutorials.html is the name of file or webpage

Some tines, more 2 codes are including on the domain name to identify the
type of organization and country where it is located such as in
http://www,mtn.co.ug. In this case, co.ug is called the top level domain.

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 121

Note: Search entries are called keywords and search results are called hits.

Some common searching techniques on the web

1. Use “quotation marks” to search as a phrase and keep the words linked
together.
2. + and – can be used to include or exclude a word
3. Boolean syntax: enter words and connect with Boolean operators: and, or,
not
• And will include sites where both words are found. Uses: joining
different topics eg (ie. “Global warming” and California).
• Or - requires at least one of the terms is found uses: join similar or
synonymous topics (i.e. “global warming” or “greenhouse effect”)
• Not – searches for the first term and excludes sites that have the second
term uses: join similar or synonymous topics (i.e. Washington not
school)

Other syntax:
• The wildcard operator (*): Google calls it the fill in the blank
operator. For example, amusement *
• Site search: many web sites have their own site search feature, but you
may use a search engine to get results from one website example:
site:www.newvision.co.ug ICT in schools.
• Related sites: for example, related:www.youtube.com can be used to
find sites similar to YouTube.

Types of websites
1. Web portal : an Internet-based website that can perform many electronic
functions and provide the user with quick access to a variety of information
and services. Eg. Uneb results portal
2. Content aggregator: combines information such as news and
entertainment, sports scores, weather forecasts, photographs and video from a
variety of sources and makes the combined content available to its customers
e.g web-based feed readers like rss feeds, delicious.com, etc.
3. A wiki: a website that allows collaborative editing of its content and
structure by its users. E.g. Wikipedia
4. A blog: a blog is a website in which journal entries are posted on a regular
basis. A person who posts entries is called a blogger
Blog posts are typically displayed in reverse chronological order (the most
recent post appears first).a majority are interactive, allowing visitors to leave
comments.

Difference between a blog site and wiki site

Blog Wiki
Blog usually has a single author A wiki usually has many
authors

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 122

Blog is usually in reverse chronological A wiki has a structure

structure determined by content and
users
Blog is usually personal/someone’s A wiki is usually objective
opinion
The public can’t edit someone’s blog, A wiki can be edited by the
can only add comments to a blog. public users.

4. Media sharing website

Media sharing sites allow you to upload your photos, videos and audio to a
website that can be accessed from anywhere in the world. E.g youtube.com,
dailymotion.com, blip.tv, slideshare.net, archive.org, podbean.com, and many,
many others

5. Social networking website

An online service, platform, or site that focuses on building social relations

among people who share interests by posting information, comments,
messages, images, etc.

A type of website where users can seek others who share their interests, find
out what's going on in their areas of concern, and share information with one
another

Examples social networking sites include

 Facebook  Linkedn  Youtube
 Twitter  Whatsapp  Pinterest
 Google plus,  Instagram  Skype

Advantages of social networking websites

 Staying connected: the main purpose of social media is to be able to stay

connected to friends and families the main purpose of social media is to be
able to stay connected to friends and families
 Finding people with common interests: social networking is also a great
way to meet peers.
 Invaluable promotional tool: companies, artists, etc. use social media for
advertising to the masses
 Information spreads incredibly fast
breaking news and other important information can spread like wildfire on
social media sites.
 Helps to catch and convict criminals: the police uses social media to
persecute criminals.

Disadvantages of social networking websites

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 123

 Perpetuates false and unreliable information: anyone can post any

unverified rumours which cause panic and severe misinformation in
society.
 Causing major relationship problems: online social interactions have
cause many breakups.
 Cyber bullying: a new trend of cyber bullying is wreaking havoc all across
the world. This is especially true with young kids publicly harassing one
another, and posting mean or slanderous things which are broadcasted to
the entire cyber world.
 Used to profile and discriminate in the job world: employers are using
social media to pre-screen their applicants.
 The addiction is real: one of the biggest problems with the social media
craze is that people are becoming more and more addicted to using it. It is
the number one time waster at work, in school, and at home.
 Privacy violation: social networks may violate privacy in case someone
else gets to know your user password.
 Misinterpretation: one has to be careful while posting any kind of
information on social networks. If typed in a hurry, the matter could be
misinterpreted

 Evaluating the reliability of information found on a website

 Check the last part of the url. The top level domain can help to identify
reliability (for example .gov, .ac, .ed, .sch are usually fairly reliable,
while.org, .co, .com are less reliable).
 See if responsible bodies have endorsed the site e.g. Uneb. If site is
endorsed by reliable/reputable people/organizations it can be accepted as
being reliable.
 Checking the author’s credentials. If the author’s credentials are good it
is likely to be reliable.
 Can compare information from sites to see if it is reliable. If
information is comparable to information from reliable/
authenticated/text books it is likely to be reliable.
 Check the date of the last update. If the date of the last update was a long
time ago it is likely to be unreliable.
 Are any advertisements present? If site has excessive advertising it could
be unreliable. If the advertising is related only to its own products it could
be unreliable. If it has testimonials it is likely to be reliable.

Cloud computing

Cloud computing is Internet-based computing, whereby shared resources e.g

hardware, software and information are provided to other devices on-demand.
In simple terms, cloud computing is using the Internet to access someone else's
software running on someone else's hardware in someone else's data center.
Cloud computing operates on a similar principle as web-based email clients,
allowing users to access all of the features and files of the system without
having to keep the bulk of that system on their own computers. In fact, most

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 124

people already use a variety of cloud computing services without even

realizing it such as gmail, google drive, google docs, etc.
The online software services ‘on the cloud’ have long been referred to as
software as a service (saas) and the hardware as infrastructure as a service
(iaas).

Advantages of cloud computing

 Lower computer costs:

o You do not need a high-powered and high-priced computer to run
cloud computing's web-based applications.
o Since applications run in the cloud, not on the desktop pc, your
desktop pc does not need the processing power or hard disk space
demanded by traditional desktop software.
 Improved performance: with few large programs hogging your
computer's memory, you will see better performance from your pc.
 Reduced software costs:
o Instead of purchasing expensive software applications, you can get
most of what you need cheaply, e.g most cloud computing
applications today, such as the google docs suite better than paying
for similar commercial software.
 Better security: by using encryption, information on the cloud is less
accessible by hackers or anyone not authorized to view the data. As an
added security measure, with most cloud-based services, different security
settings can be set based on the user.

 Instant software updates:

o Another advantage to cloud computing is that you are no longer
faced with choosing between obsolete software and high upgrade
costs.
o When the application is web-based, updates happen automatically.
 Improved document format compatibility
o You do not have to worry about the documents you create on your
machine being compatible with other users' applications.

 Unlimited storage capacity: cloud computing offers virtually limitless

storage on servers in powerful datacenters.
 Increased data reliability/ safety: unlike desktop computing, in which if
a hard disk crashes and destroy all your valuable data, a computer crashing
in the cloud should not affect the storage of your data.
 Universal document access: that is not a problem with cloud computing,
because you can access it whenever you have a computer and an Internet
connection.
 Easier group collaboration: multiple users can collaborate easily on
documents and projects
 Device independence: even to a portable device, and your applications
and documents are still available.

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 125

Disadvantages of cloud computing

 Requires a constant Internet connection: cloud computing is impossible if

you cannot connect to the Internet. A dead Internet connection means no
work.
 Does not work well with low-speed connections: web-based applications
require a lot of bandwidth to download, as do large documents
 Features might be limited: many web-based applications simply are not as
full-featured as their desktop-based applications. For example, you can do a
lot more with Microsoft PowerPoint than with Google presentation's web-
based offering.

Disadvantages of cloud computing

• Can be slow-even with a fast connection, web-based applications can

sometimes be slower than accessing a similar softwareon your desktop pc.
Everything about the program, from the interface to the current document,
has to be sent back and forth from your computer to the computers in the
cloud.
• Stored data might not be secure: with cloud computing, all your data is
stored on the cloud. Any unauthorized users gaining access to your
password may access confidential data.
• Migration issues: each cloud system uses different protocols and different
apis, so your normal applications will have to be adapted to execute on
these platforms.

Factors affecting the speed of an Internet connection:

 Computer processor speed

 Distance the data travels
 Traffic, number of users on the network
 Malware, spyware and viruses.
 Modem speed.
 Natural conditions
 Positioning of wireless access points
 Memory available.
 Computer Internet settings
 Technological circumstances such as loose connections of cables or
maintenance works being done by the ISP.
 Cookies: over time, cookie files saved by websites in browser can
compromise the speed.

Implications of the Internet (advantages/disadvantages)

• Interactive communication; Internet offers several communication tools

such as emails, chatting, instant messaging, audio and video conferencing,
online telephone calls etc.

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 126

• Resource sharing; data, information, software programs can be shared

over the Internet.
• Research; Internet helps in conducting research using books online,
encyclopaedia, audio and video tutorial to answer research questions.
• Entertainment tools for leisure; through on-line games, online chats,
multimedia (audio, video) etc.
• Interactive communication; Internet offers several communication tools
such as emails, chatting, instant messaging, audio and video conferencing,
online telephone calls etc.
• Resource sharing; data, information, software programs can be shared
over the Internet.
• Research; Internet helps in conducting research using books online,
encyclopaedia, audio and video tutorial to answer research questions.
• Entertainment tools for leisure; through on-line games, online chats,
multimedia (audio, video) etc.

Disadvantages of using the Internet

• Computer viruses can be spread over the Internet.

• Internet provides access to unsuitable material such as pornography, the
biggest threat to healthy mental life.
• Theft of personal information: if you use the Internet, you may be facing
grave danger as your personal information such as name, address, credit
card number etc. Can be accessed by hackers or thieves.
• Spamming: spamming refers to sending unwanted e-mails in bulk, which
provide no purpose and needlessly obstruct the entire system.
• Some people get addicted to the Internet, causing problems with their
social interactions of friends and loved ones.
• The initial cost of connecting to the Internet is high. E.g. Buying computers.
• Many people are computer illiterate and so cannot use Internet, hence
miss.
• There is a lot of wrong information on the Internet. Anyone can post
anything, and much of it is garbage/ inaccurate.

Netiquette

• Netiquette: rules of behaviour when using the Internet "netiquette" refers

to Internet etiquette. This simply means the use of good manners in online
communication such as e-mail, forums, blogs, and social networking sites.
• It is important to use netiquette and communicate to people online in the
same manner you would communicate physically.

Netiquette guidelines:

• Be clear: make sure the subject line (e-mail) or title (web page) reflects
your content
• Use appropriate language: avoid sending abusive and emotional
messages.
• Don't use all capital letters--it's equal to shouting or screaming

UACE Sub. ICT Twehangane Modern

 THE INTERNET AND WORLD WIDE WEB 127

• Be brief: if your message is short, people will be more likely to read it

• Make a good impression: your words and content represent you;
review/edit your words and images before sending.
• Don’t forward e-mail messages you receive without permission of the
original sender.
• Obey copyright laws: don't use others' images, content or use web site
content without permission.
• Do not send spam: spamming is posting or e-mailing unsolicited e-mail,
often advertising messages, to a wide audience (another way of thinking of
it is electronic junk mail).
• Don't respond to "flames" or personal attacks
• Always keep messages brief and use proper grammar and spellings.
• Never read someone’s private mail.
• Don’t click on hyperlinks to unknown sites, especially on adverts and
popups.
• Don’t download attachments from unknown sources.
• Avoid impersonation.
• Adhere to the same standards of behaviour online that you follow in real
life.
• Respect other people’s time and bandwidth.
• Make yourself look good online.
• Respect other people’s privacy.
• Logout or log off your account after use.
• Post only acceptable information that has no harm to the public.
• Remember you are not anonymous. What you write in an e-mail and web
site can be traced back to you.
• Know where you are in cyber space.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 128

9
ELECTRONIC DATABASES

Introduction to Database Managing Systems

A Database Management system (DBMS) refers an application program that

lets users add, view, and work with the data in a database

A database is a collection of related data organized in a way that allows access,

retrieval, use, updating, manipulation and maintenance.

Examples of databases

 Telephone books (directories)

 Customer address books
 Employee information forms
 Dictionaries
 Student registers
 Television guides etc.

Examples of Database Management System software

 Microsoft Office • Amazon simple  IBM DB2

Access DB  Bento
 My Structured • File Maker  Borland Database
Query • Informix Engine
Language(SQL) • ADABAS  Dbase
 My SQL Server • Teradata  Foxpro
 Oracle • Microsoft SQL  Paradox
 Postgress server
 Sqlite

Functions of the Database Management Systems

 Enables one to create summary reports

 It provides an interface for a user to enter data
 Enables the use to create forms
 Allows easy access and retrieval of data
 Allows querying/filtering of some data

Categories of databases

A database can also be categorized as

 Paper/manual database or a

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 129

 computerized (electronic) database

An example of a paper database is a personal address book on the other

hand; an electronic inventory tracking system is one example of
computerized database

Common types of databases

 A flat file database is made up of only one table. It is easy to setup and use
 A relational database can take information from two or more tables,
combines them into a new table or report using a key field.

Characteristics of databases

 The data is arranged in columns(fields) and rows(records)

 Each column has similar data items
 Each row contains information belonging to a single individual

Areas where a database can be used/applied

 Report card generation: a database can be used by schools to

generate report cards and necessary academic summaries.
 POS (Point of Sale): in a supermarket, a database is used to design
and automate a point of sale interface to manage money coming in,
stock movement, e.t.c. E.g. Standard Supermarket in Kampala.
 Banks: a big database is used to manage details about a customer’s
transaction with the bank.
 Electoral commission: it manages a database archive for all eligible
voters in a given country.
 Data warehouses: information bureau use a database to manage
and distribute information to users for example information about
air travel by various air companies.
 Stores: a database keeps consistent and reliable data. Very big
stores used databases to store, manage and automate store records.

Advantages of using electronic database system

 It is easy to enter and retrieve data in a short period of time.

 Data is frequently updated after each single entry.
 An electronic database can store data for a very long period of time
in an archive.
 An electronic database is flexible since it can be redesigned, to hold
thousands of data.
 An electronic database can be used by many people at the same time.

 A database can be used by many people at the same time.

 Data is frequently updated after each single entry.
 Data is automatically saved as soon as data is entered into a
database.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 130

 Data can be retrieved in different formats e.g query, forms, reports,

e.t.c

 Data can be retrieved in different formats e.g. Query, forms, reports,

etc.
 An electronic database stores data that is consistent and reliable
since at each stage, it is checked for consistency and reliability.

Disadvantages of electronic database system

 They are also difficult and time consuming to develop

 They are expensive to set up as they may require sophisticated
programs and hardware.
 Data in a database may be more susceptible to sabotage, theft or
destruction.
 It requires much time for training to be effective in using an
electronic database
 They are very expensive to maintain and require initial cost
 They are very complicated and complex to us.
 They need technical requirements and knowledge.
 Require extra cost of hardware and software
 They consist of data failure.
 Consumes a lot of space on the hard drives
 Requires a lot of system currency and updating

Common terms in (or features) database management systems

1. Field-A field is a column in a table that contains a specific piece of

information within a record.
2. Record A record is a row in a table that contains information about
a given person, product, or event.
3. Validation rule-Is a method used to check that data falls within the
appropriate range or parameter defined by the database user.
4. Primary Key Is a field that uniquely identifies a record in a table.
Before saving a table, you should insert a primary key.
5. Foreign key: A key used in one table to represent the value of a
primary key in a related table.
6. Field name- Database feature assigned to each field to identify the
different fields
7. Field properties-Determine how data is handled, stored and
manipulated -Further define data types and formats like field size,
default values
8. Data type-Specify the kind of data a field can contain and how the
field is used.
9. Queries-These allows you to filter and extract specified data from
tables in the databases
10. Relationships: These are mainly used in relation to relational
databases. Relationships allow relating tables with similar records
and fields. One to one, One to Many, many to many relationships can

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 131

be created.
11. Forms allow you to enter or view data stored in your tables
12. Reports allow you to print data based on queries/tables that you
have created

1. Data entry: the process of getting information into a database, usually

done by people
2. Objects: these are the components that makeup a database. Examples
of database objects include, tables, forms, queries, reports, modules,
macros
3. An entity: is a person, place, thing, activity, or event for which data is
collected
4. A field: is a single piece of information from a record. In a database
table every column represents a field
5. A record: is a row on a datasheet and is a set of values defined by
fields
6. Field name (field labels): is a title of a particular column in a
database table e.g. Titles like id no, name, sex, district, allowance.
5. Field length: is the maximum number of characters that can be stored
for data in a
Particular field.
6. Data type (field type): is an attribute which determines the kind of
data which users can store in a field
7. Data redundancy: is the repeating of data in more than one file.
8. Query: is a database object used to request for specific type of data
from a database table or combination of tables.
9. Form: is a database object that allows you to enter or view data
stored in your tables.
10. Report: is a formatted screen display or printout of the contents of
one or more tables in a database.
11. Design view: this provides the tools for creating fields in a table and
other objects.
12. Datasheet view: allows one to update, edit and delete information
from a table.
13. Attribute: a part of the description of an entity. The entity itself is
described by one or more attributes e.g. The attributes for student can
be name, address, telephone, etc.
14. Primary key (key field): is a field in a data file that uniquely
identifies each record. It is also used to connect two or more tables in a
database
Characteristics of a primary key
 It uniquely identifies each record ie cannot have repeated values
 It is never empty or null
15. Foreign key: is a primary key of one table that also appears in
another table
16. Data integrity: is the degree to which the data in any file is accurate
and up-to date.
17. A string is a data type used to represent text rather than numbers. It
is comprised of a set of characters that can also contain spaces and

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 132

numbers.
18. Wild cards: is a special character that represents one or more other
characters. Wild card characters may be used to represent a letter or
letters in a word. Wild cards can be used in access queries to look for
specific information

Wildcard Description Example

* Matches any number of characters. Wh* finds what,
You can use the asterisk (*) white, and why, but
anywhere in a character string. not awhile or watch.
? Matches any single alphabetic B?Ll finds ball, bell,
character. and bill.
[] Matches any single character within B[ae]ll finds ball and
the brackets. bell, but not bill.
! Matches any character not in the B[!Ae]ll finds bill
brackets. and bull, but not ball
or bell.
- Matches any one of a range of B[a-c]d finds bad,
characters. You must specify the bbd, and bcd.
range in ascending order (a to z, not
z to a).
# Matches any single numeric 1#3 finds 103, 113,
character. and 123.

19. Data normalization

The process of applying the normalization rules to your database design
is called normalizing the database, or just normalization.

When do we use normalization rules?

When you want ensure that you have divided your information items
into the appropriate tables i.e. When you want to see if your tables are
structured correctly.
You apply the rules in succession, at each step ensuring that your design
arrives at one of what is known as the "normal forms." five normal forms
are widely accepted ie
 The first normal form
 Second normal form
 Third normal form
 Fourth normal form
 Fifth normal forms

Database objects
These are the basic components that make up a database and they
include:
 Tables
 Queries
 Forms
 Reports
 Macros

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 133

 Modules etc

Macros (mini programs):

These are tools used to automate the way one uses his database. Macros
can be used to instruct the computer to print specific reports at a given
time.
Macros in access can be thought of as a simplified programming
language which you can use to add functionality to your database. For
example, you can attach a macro to a command button on a form so that
the macro runs whenever the button is clicked. Macros contain actions
that perform tasks, such as opening a report, running a query, or closing
the database. Most database operations that you do manually can be
automated by using macros, so they can be great time-saving devices.

Modules:

A module is a collection of declarations, statements, and procedures that

are stored together as a unit.
Modules, like macros, are objects you can use to add functionality to
your database. Whereas you create macros in access by choosing from a
list of macro actions, you write modules in the visual basic for
applications (VBA).

Visual basic for applications (VBA): is a macro-language version of

Microsoft visual basic that is used to Microsoft windows-based
applications and is included with several Microsoft programs.

Database tables

Characteristics of a good database table

 It should have a primary key

 It should have the required fields
 It should have required data types and formats

Data types in Microsoft access

Data Stores Size

type
Text Alphanumeric characters Up to 255 characters.
Use for text, or text and
numbers that are not used in
calculations (for example, a
product id).
Memo Alphanumeric characters Up to 1 gigabyte of
(longer than 255 characters characters, or 2 gigabytes
in length) or text with rich of storage (2 bytes per
text formatting. character), of which you
can display 65,535

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 134

characters in a control.
Number Numeric values (integers or 1, 2, 4, or 8 bytes, or 16
fractional values). bytes when used for
Used for storing numbers to be replication id.
used in calculations, except for
monetary values (use the
currency for data type for
monetary values).
Date/tim Dates and times. 8 bytes.
e Used for storing date/time
values. Note that each value
stored includes both a date
component and a time
component.
Currency Used for storing monetary 8 bytes.
values (currency).
Autonum A unique numeric value that 4 bytes or 16 bytes when
ber office access automatically used for replication id.
inserts when a record is added.
Use for generating unique
values that can be used as a
primary key. Note that
autonumber fields can be
incremented sequentially.
Yes/no Boolean values. 1 bit (8 bits = 1 byte).
Use for true/false fields that
can hold one of two possible
values: yes/no or true/false, for
example.
Ole(objec Ole objects or other binary Up to 1 gigabyte.
t linking data.
and Use for storing ole objects from
embeddi other Microsoft windows
ng) applications.
object
Attachme Pictures, images, binary files, For compressed
nt office files. attachments, 2 gigabytes.
This is the preferred data type For uncompressed
for storing digital images and attachments,
any type of binary file. approximately 700k,
Note depending on the degree
Field name should be written to which the attachment
as a caption can be compressed.
Hyperlin Hyperlinks. Up to 1 gigabyte of
k Use for storing hyperlinks to characters, or 2 gigabytes
provide single-click access to of storage (2 bytes per
web pages through a url character), of which you
(uniform resource locator) or can display 65,535
files through a name in unc characters in a control.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 135

(universal naming convention)

format. You can also link to
access objects stored in a
database.
Lookup Not actually a data type; Table or query based: the
wizard instead, this invokes the lookup size of the bound column.
wizard. Value based: the size of
Use to start the lookup wizard the text field used to store
so you can create a field that the value.
uses a combo box to look up a
value in another table, query or
list of values.

Note
 For phone numbers, part numbers, and other numbers you don’t
intend to use for mathematical calculations, you should select the
text data type, not the number data type.
 For the text and number data types, you can specify the field size or
data type more specifically by setting a value in the field size
property box.

Field properties

Use this field To

property
Fieldsize Set the maximum size for data stored as a text,
number, or autonumber data type.
Format Customize the way the field appears when
displayed or printed.
Decimalplaces Specify the number of decimal places to use when
displaying numbers.
Newvalues Set whether an autonumber field is incremented
or assigned a random value.
Inputmask Display editing characters to guide data entry.
Caption Set the text displayed by default in labels for
forms, reports, and queries.
Defaultvalue Automatically assign a default value to a field
when new records are added.
Validationrule Supply an expression that must be true whenever
you add or change the value in this field.
Validationtext Enter text that appears when a value violates the
validationrule expression.
Required Require that data be entered in a field.
Allowzerolength Allow entry (by setting to yes) of a zero-length
string ("") in a text or memo field.
Indexed Speed up access to data in this field by creating

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 136

and using an index.

Unicodecompression Compress text stored in this field when a large
amount of text is stored (> 4,096 characters)
Imemode Control conversion of characters in an asian
version of windows.
Imesentencemode Control conversion of characters in an asian
version of windows.
Smarttags Attach a smart tag to this field.
Appendonly Allow versioning (by setting to yes) of a memo
field.
Textformat Choose rich text to store text as html and allow
rich formatting. Choose plain text to store only
text.
Textalign Specify the default alignment of text within a
control.
Precision Specify the total number of digits allowed,
including those both to the right and the left of the
decimal point.
Scale Specify the maximum number of digits that can be
stored to the right of the decimal separator.
If you want more space to enter or edit a property setting in the
property box, press shift+f2 to display the zoom box. If you are
entering an input mask or validation expression and would like help

in building it, click next to the property box to display the

appropriate builder

Understanding input masks

An input mask is a set of literal characters and mask characters that

control what you can and cannot enter in a field. For example, an input
mask can require users to enter dates or telephone numbers that follow
the conventions for a specific country/region

When and where to use an input mask

 You use an input mask whenever you want users to enter data in a
specific way. For example, if you want users to enter phone numbers
in the british format or german format, use an input mask.
 By default, you can apply input masks to table fields that are set to
o The text,
o Number (except replicationid),
o Currency, and
o Date/time data types.
 You can also apply input masks to form controls, such as text boxes,
that you bind to table fields that are set to those data types.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 137

How to use input masks

You can add input masks to table fields by running the input mask
wizard, or by manually entering masks in a field property (the input
mask property).

Input mask character reference

The following table lists and describes the placeholder and literal
characters that you can use in an input mask.

Character Use
0 Digit. You must enter a single digit in this position.
9 Digit. Single digits in this position are optional.
# Enter a digit, a space, or a plus or minus sign in this position.
If you skip this position, access enters a blank space.
L Letter. You must enter a single letter in this position.
? Letter. Single letters in this position are optional.
A Letter or digit. You must enter a single letter or digit in this
position.
A Letter or digit. Single letters or digits in this position are
optional.
& Any character or space. You must enter either a single
character or a space in this position.
C Any character or space. Characters or spaces in this position
are optional.
.,:;-/ Decimal and thousands placeholders, date and time
separators. The character you select depends on your
Microsoft windows regional settings.
> All characters that follow appear in uppercase.
< All characters that follow appear in lowercase.
! Causes the input mask to fill from left to right instead of from
right to left.
\ Forces access to display the character that immediately
follows. This is the same as enclosing a character in double
quotation marks.
"literal Encloses any text that you want users to see in double
text" quotation marks.
Password In design view for tables or forms, setting the input mask
property to password creates a password entry box. When
users type passwords in the box, access stores the characters
but displays asterisks (*).

Examples of input masks

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 138

The examples in the following table demonstrate some of the ways you
can use input masks.

This input mask Provides this Notes

type of value
(000) 000-0000 (206) 555-0199 In this case, you must must enter
an area code because that section
of the mask (000, enclosed in
parentheses) uses the 0
placeholder.
(999) 000-0000! (206) 555-0199 In this case, the area code section
( ) 555-0199 uses the 9 placeholder, so area
codes are optional. Also, the
exclamation point (!) Causes the
mask to fill in from left to right.
(000) aaa-aaaa (206) 555-tele Allows you to substitute the last
four digits of a u.s. Style phone
number with letters. Note the use
of the 0 placeholder in the area
code section, which makes the area
code mandatory.

#999 -20 Any positive or negative number,

2000 no more than four characters, and
with no thousands separator or
decimal places.

>l????L?000l0 Greengr339m3 A combination of mandatory (l)

may r 452b7 and optional (?) Letters and
mandatory numbers (0). The
greater-than sign forces users to
enter all letters in uppercase. To
use an input mask of this type, you
must set the data type for the table
field to text or memo.

00000-9999 98115- A mandatory postal code and an

98115-3007 optional plus-four section.

>l<?????????????? Maria A first or last name with the first

pierre letter automatically capitalized.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 139

Isbn 0- Isbn 1-55615- A book number with the literal

&&&&&&&&&-0 507-7 text, mandatory first and last
digits, and any combination of
letters and characters between
those digits.

>ll00000-0000 Db51392-0493 A combination of mandatory

letters and characters, all
uppercase. Use this type of input
mask, for example, to help users
enter part numbers or other forms
of inventory correctly.

Query

A Query is a database object used to request for specific type of data

from a database table or combination of tables.
This is achieved through the use of query criteria

A query criterion is a rule that identifies the records that you want to
include in the query result.

Use this criterion Query result

"china" Returns records where the value in the field
is set to china.
Not "mexico" Returns records where the value in the field
is set to any other value in the field other
than mexico.
Like a* Returns records for all fields whose values
start with "a",
Note when used in an expression, the
asterisk (*) represents any string of
characters — it is also called a wildcard
character.
Like "*korea*" Returns records for all fields that contain the
string "korea".
K*and*i
*d*
K*or b*
<>john
*e or *i
Not like u* Returns records for all fields whose names
start with a character other than "u".
Not like "*korea*" Returns records for all fields that do not
contain the string "korea".
Like "*ina" Returns records for all fields whose names
end in "ina", such as china and argentina.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 140

Not like "*ina" Returns records for all fields that do not end
in "ina", such as china and argentina.
Is null Returns records where there is no value in
the the field.
Is not null Returns records where the value is not
missing in the field.
"" (a pair of quotes) Returns records where the field is set to a
blank (but not null) value.
Not "" Returns records where the field has a
nonblank value.
"" or is null Returns records where there is either no
value in the field, or the field is set to a blank
value.
Is not null and not "" Returns records where the field has a
nonblank, non-null value.
>= "mexico" Returns records of all fields with values
beginning with mexico and continuing
through the end of the alphabet.
Like "[a-d]*" Returns records for fields whose values start
with the letters "a" through "d".
"usa" or "uk" Returns records for usa and uk.
In("france", "china", Returns records for all fields with values
"germany", "japan") specified in the list.
Right([value in the], 1) = Returns records for all fields where the last
"y" letter is "y".
Len([country/region]) > Returns records for countries/regions whose
10 name is more than 10 characters long.
Like "chi??" Returns records for fields with values, such
as china and chile, whose names are five
characters long and the first three characters
are "chi".

Criteria for number, currency, and autonumber fields

Use this Query result

criterion
100 Returns records where the value is 100.
Not 1000 Returns records where the value is not 1000.
< 100 Returns records where the value is less than 100
<= 100 (<100).
Displays records where the value is less than or equal
to 100.
20 or 25 Returns records where the value is either 20 or 25.
>10 and <90 Returns records where the value is between (but not
including) 10 and 90
Between 50 Returns records where the value is between (and
and 100 including) 50 and 100

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 141

<50 or >100 Returns records where the value is not between 50 and
100.
In(20, 25, 30) Returns records where the value is either 20, 25, or 30.
Like "*4.99" Returns records where the value ends with "4.99", such
as 4.99, 14.99, 24.99, and so on.
Is null Returns records where no value is entered in the field.
Is not null Returns records where the value is not missing in the
field.

Criteria for date/time fields

Use this criterion Query result

#2/2/2006# Returns records with date set to feb 2, 2006.
Note
Remember to surround date values with the #
character so that access can distinguish between
date values and text strings.
Not #2/2/2006# Returns records that took place on a day other than
feb 3, 2006.
5/*/* Displays all records on 5th of any month of any year
5/10/*
*/6/* All records with the month of june
*/*/2012
< #2/2/2006# Returns records that took place before feb 2, 2006.
> #2/2/2006# Returns records that took place after feb 2, 2006.
>#2/2/2006# and Returns records took place between feb 2, 2006
<#2/4/2006# and feb 4, 2006.
You can also use the between operator to filter for
a range of values. For example, between
#2/2/2006# and #2/4/2006# is the same as
>#2/2/2006# and <#2/4/2006# .
<#2/2/2006# or Returns records took place before feb 2, 2006 or
>#2/4/2006# after feb 4, 2006.
#2/2/2006# or Returns records that took place on either feb 2,
#2/3/2006# 2006 or feb 3, 2006.
In (#2/1/2006#, Returns records that took place on feb 1, 2006,
#3/1/2006#, march 1, 2006, or april 1, 2006.
#4/1/2006#)
Datepart("m", Returns records that took place in december of any
[salesdate]) = 12 year.
Datepart("q", Returns records that took place in the first quarter
[salesdate]) = 1 of any year.
Date() Returns records that took place on the current day.
If today's date is 2/2/2006, you see records where
the date field is set to feb 2, 2006.
Date()-1 Returns records that took place the day before the
current day. If today's date is 2/2/2006, you see
records for feb 1, 2006.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 142

Date() + 1 Returns records that took place the day after the
current day. If today's date is 2/2/2006, you see
records for feb 3, 2006.
< date() Returns records that took place before today.
> date() Returns records that will take place after today.
Is null Returns records where the date is missing.
Is not null Returns records where the date is known.
Datediff ("yyyy", This criterion applies to a date/time field, such as
[birthdate], date()) birthdate. Only records where the number of
> 30 years between a person's birthdate and today's
date is greater than 30 are included in the query
result.

The database design process

The design process consists of the following steps:

 Determine the purpose of your database

This helps prepare you for the remaining steps.
 Find and organize the information required
Gather all of the types of information you might want to record
in the database, such as product name and order number.
 Divide the information into tables
Divide your information items into major entities or subjects,
such as products or orders. Each subject then becomes a table.
 Turn information items into columns
Decide what information you want to store in each table. Each
item becomes a field, and is displayed as a column in the table.
For example, an employees table might include fields such as
last name and hire date.
 Specify primary keys
Choose each table’s primary key. The primary key is a column
that is used to uniquely identify each row. An example might be
product id or order id.
 Set up the table relationships
Look at each table and decide how the data in one table is
related to the data in other tables. Add fields to tables or create
new tables to clarify the relationships, as necessary.
 Refine your design
Analyze your design for errors. Create the tables and add a few
records of sample data. See if you can get the results you want
from your tables. Make adjustments to the design, as needed.
 Apply the normalization rules
Apply the data normalization rules to see if your tables are
structured correctly. Make adjustments to the tables, as needed.

Factors to consider before designing a database

 size and nature of the work that need to be entered into a
database.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 143

 number of users of the database.

 how the database will be administered.
 future needs of the organization.
 initial cost for designing.
 applicationto use (on the programming side).

Data validation

Validation - is the process of comparing the data entered with a set

of predefined rules or values to check if the data is acceptable. Or
validation is the name for the checks that detect incorrect data,
display an error message and request another input or just reject
the data.

Data validation - is the checking of input data for errors (e.g., of the
correct data type) before processing.

Validation checks used in a database

 Alphabetic check: ensures that only alphabetic characters are

entered into the field
 Numeric checks: ensures that only numeric data is entered into
the field
 Consistency check: test checks fields to ensure data in these
fields corresponds, e.g., if title = "mr.", then gender = "m".
 Check digits: this confirms the accuracy of a primary key value.
It is usually appended to or inserted into a primary check
 Cross-system consistency checks: compares data in different
systems to ensure it is consistent, e.g., the address for the
customer with the same id is the same in both systems.
 Data type checks: checks the data type of the input and give an
error message if the input data does not match with the chosen
data type, e.g., in an input box accepting numeric data, if the
letter 'o' was typed instead of the number zero, an error
message would appear.
 Range check: checks that the data lie within a specified range of
values, e.g., the month of a person's date of birth should lie
between 1 and 12.
 Spelling and grammar check: looks for spelling and
grammatical errors.

Validation rules

This prevents bad data from being saved in your table. Basically,
they look like criteria in a query.

Validation rule Validation text

<>0 Enter a nonzero value.
>=0 Value must be zero or greater.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC DATABASES 144

-or-
You must enter a positive number.
0 or >100 Value must be either 0 or greater than 100.
Between 0 and 1 Enter a value with a percent sign. (for use
with a field that stores number values as
percentages).
<#01/01/2007# Enter a date before 2007.
>=#01/01/2007# and Date must occur in 2007.
<#01/01/2008#
<date() Birth date cannot be in the future.
M or f Enter m for male or f for female.

Data validation checks

1. Presence check is to make sure that data is actually present.

2. Length check is to make sure that the number of characters entered is
within the limit.
3. Range check is to make sure that the data entered lies within a certain
range.
4. Type check (also known as character check or alphanumeric check) is to
make sure that the data entered is of the correct data type (e.g., numeric or
alphabetic).
5. A check digit is an extra digit appended to a code consisting of a series of
numbers or characters to detect errors arising from transcription

UACE Sub. ICT Twehangane Modern

 SYSTEM SECURITY, ICT ETHICAL ISSUES AND 145

10
SYSTEM SECURITY, ICT ETHICAL ISSUES AND
EMERGING TECHNOLOGIES

Computer System Security

Computer security or cyber security

It refers to the protective measures applied to computing devices such as
computers and computer networks
Or
It is the protection of computer equipment, information and services from
unauthorized access, use, change or destruction. It involves ensuring data
integrity, limiting access to unauthorized users, and maintaining data and
information confidentiality.

Computer data integrity refers to methods and procedures of ensuring that

data is real, accurate and safeguarded from unauthorized user modification in
the computer.

Data confidentiality

Information security means protecting information and systems from

unauthorized access, use, disclosure, disruption, modification, perusal,
inspection, recording or destruction.

Physical security refers to the measures put in place to protect computer

systems from physical damage and other physical security risks. Physical
security measures include the following:

 Locking doors and windows

 Burglar proofing.
 Constructing parameter fences
 Employing security guards
 Extra protection of server room environments also known as optimization.
 Constructing strong concrete walls
 Installing lightening conductors
 Installing fire extinguishers
 Strategic server and storage placement

Computer security risks and threats

A computer security risk is an action that causes loss of or damage to computer

system.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 146

Common security risks to computer information systems, private or

confidential data include:

 System failure
 Information theft
 Computer viruses, worms and Trojan horses
 Unauthorized access and use
 Hardware theft
 Software theft
 Fire outbreaks
 Unauthorized alteration
 Malicious destruction of hardware software, data or network resources
 As well as sabotage and other computer crimes

Security threats to hardware and software

Some of the causes of computerized information system failure include

 Hardware failure due to improper use.

 Unstable power supply as result of brownout or blackout and vandalism.
 Network breakdown
 Natural disaster such as floods
 Program failure due to viruses, etc.
 Hardware theft is act of stealing computer equipment and components.
 Hardware vandalism is act of defacing or destroying computer equipment
 Software theft is the act of stealing or illegally copying software or
intentionally erasing programs.
 Software piracy is illegal duplication of copyrighted software. To guard
against software theft and piracy, product activation is used.

Product activation allows user to input product identification number online

or by phone and receive unique installation identification number

A License agreement gives the right to use software. Single-user license

agreement allows user to install software on one computer, make backup copy,
and sell software after removing from computer.

Control measures against hardware failure

 Protect computers against brownout or blackout using surge protectors

and uninterruptible power supply
 For critical systems, use a fault tolerant systems
 A fault tolerant system has redundant or duplicate storage, peripherals
devices and software that provide a fail-over capability to backup
components in the event of system failure.
 Ensure disaster recovery plans which involve establishing offsite storage of
data so that in case of disaster or fire accidents, the company has backup
copies to reconstruct lost data

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 147

Computer Crimes

A computer crime is an illegal act which involves the use of computers and
information technology. It also refers to the criminal offence illegal or
unauthorized use of computer technology to manipulate critical user data.
Or
It refers to any crime that is committed on, with or to a computer or network.

Computer criminals use computer systems for illegal access to a computer

system intending to damage, delete or alter computer data or information and
other resources.

Forms of common computer crimes

1. Hacking - breaking into a computer system to illegally access information

stored on it. It may involve hacking of IP addresses to transact with false
identity

2. Phishing - the act of attempting to acquire sensitive information like

usernames, passwords and credit card details by disguising as a
trustworthy source. It is carried out through emails or by luring the users
to enter personal information through fake websites.

3. Cyber stalking - use of communication technology, mainly the Internet, to

torture other individuals such as through false accusations, transmission of
threats and damage to data and equipment.

4. Physical theft - breaking into an office or firm and stealing computers,

hard disks and other valuable computer accessories. The reason behind
this may be commercial, destruction to sensitive information or sabotage

5. Electronic Fraud is stealing by false pretense. Fraudsters can be either

employee in a company, non-existent company that purports to offer
Internet services. It also involves computerized production and use of
counterfeit documents

6. Sabotage refers to illegal destruction of data and information with the aim
of crippling services delivery, or causing great loss to an organization.

7. Surveillance refers to monitoring use of computer system and networks

using background programs such as spyware and cookies. The information
gathered may be used for further crimes such as sabotage.

8. Identity theft refers to the act of pretending to be someone else by using

another person’s identity

9. Computer industrial espionage involves stealing of trade secrets or

spying through technology means for bribery, blackmail, etc.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 148

10. Software piracy-the illegal act of duplicating copyrighted software.

11. Phreaking refers to the act of illegally breaking into a communication

system to make calls without paying

12. Unauthorized use refers to the use of a computer or its data for
illegal/unapproved activities.

13. Spoofing is a malicious practice in which communication is sent from an

unknown source disguised as a source known to the receiver.

14. Spamming refers to the sending of unwanted e-mails.

15. Knowingly selling is the act of distributing and selling child pornography.

16. Denial of service attack is an attack designed to render the system

unusable. Attackers can deny service to individual victims, such as by
deliberately entering a wrong password enough consecutive times to cause
the victim account to be locked or blocked or overload the capabilities of a
machine or network and block all users at once

17. Eavesdropping is the act of secretly listening to a private conversation,

typically between hosts on a network or telephone conversations. - For
instance, programs such as Carnivore and Narusinsight have been used by
the FBI and NSA to eavesdrop on the systems of Internet service providers.

18. Cyber extortion is a form of cyber terrorism in which a website, e-mail

server, or computer system is subjected to repeated denial of service or
other attacks by malicious hackers, who demand money in return for
promising to stop the attacks.

19. Information disclosure (privacy breach or data leak) is a situation where

information, thought to be secure, is released in an untrusted environment.

20. Piracy means illegal copying of software, information or data that is

protected by copyright and patent laws.

21. Developing and distributing computer viruses

22. Cyber terrorism
23. Cyber bullying
24. Cyber harassment
25. Alteration
26. Industrial espionage
27. Accidental access

Control measures against theft

 Employ security agents to keep watch over information centers and

restricted backup sites.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 149

 Reinforce weak access points like windows, door and roofing with metallic
grills and strong padlocks.
 Motivate workers so that they feel a sense of belonging to be proud and
trusted custodians of the company resources.
 Insure the hardware resources with a reputable insurance firm.

Control measures against piracy

 Enforce laws that protect the owners of data and information against
piracy.
 Make software cheap enough to increase affordability.
 Use licenses and certificates to identify original software.
 Set installation passwords that deter illegal installation of software.

Computer Malware

Malware (short for malicious software) is any software used to disrupt

computer operation, gather sensitive information, or gain access to private
computer systems.

Malware include computer viruses, worms, Trojan horses, ransom ware,

spyware, adware, scare ware, and other malicious programs. Malware is often
disguised as, or embedded in, non-malicious files.

Computer viruses

A computer virus is a program designed specifically to damage, infect and

affect other programs, data or cause irregular behavior to the computer.
Or
A computer virus is a piece of software that can replicate itself and infect a
computer, data and software without the knowledge of the user.

Symptoms of a virus infected computer

Symptoms of computer viruses

• System freezing and failure becomes very often

• A computer displays unfamiliar graphics or images on the screen
• Scary or warning and annoying messages starts popping up on the screen
• Unknown posts starts appearing on the user’s pages
• There is denial of access to some system tools and files
• Files start disappearing mysteriously from the computer’s memory
• The system speed reduces and the computer slows down
• There is alteration of computer files
• The computer shuts down and restarts itself without any command
• Files are corrupted and altered
• There is duplication of computer flies
• The computer creates unnecessary shortcuts

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 150

• There is unexpected anti-virus disabling

• There is loss of computer memory or disk space
• Storage disks change volumes and names
• There is change of the key stroke
• System setting are changed and access to disk drives reduces
• Programs start loading slower than usual
• Some programs start loading themselves
• The computer fails to boot normally and displays unusual error messages
• Program sizes change from those of the installed versions
• Unusual system operations such as change of the menu screens
• Unusual sounds start playing without the user’s consent
• The computer reboots in the middle of a task or execution

Types of viruses

1. A boot sector virus-this executes when a computer starts up because it

resides in the boot sector of a floppy disk or the master boot record of a
hard disk.

2. A file virus-this attaches itself to files, and is loaded into memory when the
infected is run.

3. A macro virus -this uses the macro language of an application (e.g., word
processor or spread sheet) to hide the virus code.

4. A logic bomb-this is a virus that activates when it detects a certain

condition.

5. A time bomb-this is a kind of logic bomb that activates on a particular

date.

6. A worm -this copies itself repeatedly in memory or on a disk drive until no

memory or disk space remains, which makes the computer stops working.

7. A Trojan horse -this is one that hides within or looks like a legitimate
program, but executes when a certain condition or action is triggered.

8. A polymorphic virus -this modifies its code each time it attaches itself to
another or file, so that even an antivirus utility has difficulty in detecting it

9. Scare-ware is a type of malware designed to trick victims into purchasing

and downloading useless and potentially dangerous software. – scare-
ware, which generates pop-ups that resemble windows system messages,
usually purports to be antivirus or antispyware software, a firewall
application or a registry cleaner.

10. Adware-the term adware is frequently used to describe a form of malware

(malicious software), usually that which presents unwanted

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 151

advertisements to the user of a computer. The advertisements produced by

adware are sometimes in the form of a pop-up.

11. Spyware is software that aids in gathering information about a person or

organization without their knowledge and that may send such information
to another individual without the consumer's consent, or that claims
control over a computer without the consumer's knowledge.

12. A blended threat is a more sophisticated attack that combines some of the
worst aspects of viruses, worms, Trojan horses and other malicious codes
into one single threat.

Ways through which viruses are activated

 Opening an infected file

 Running an infected program
 Starting up the computer with an infected floppy disk, flash disk

Ways through which viruses are spread

 Through e-mail attachments.

 Rogue websites. E.g. Some adult sites, gambling sites, etc.
 Sharing infected disks.
 Through networks.
 Through infected software.
 Hackers.
 Through downloads from the Internet.
 Through software updates

Precautions to prevent virus infection

 Ensure that the e-mail is from a trusted source before opening or executing
any e-mail attachment.
 Install an antivirus utility and update its virus definitions frequently for
detecting and removing viruses.
 Never start up a computer with a floppy disk in the floppy drive.
 Scan all floppy disks and files for possible virus infection before opening
them.
 Set the security level for macros in an application so that the user can
choose whether or not to run potentially unsafe macros.
 Write-protect the recovery disk before using it.
 Back up important files regularly.
 Ensure that there is a policy of how computers are used and protected.

How to protect data from viruses in a computer system

 Make a back-up of all important files.

 Always update your software.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 152

 Perform regular maintenance.

 Scan all disks from other computers.
 Protect your password and change it after some time.
 Use anti-virus software.

Anti-virus software

Antivirus software is a utility program that looks for and eradicates a wide
range of problems, such as viruses, Trojan horses, and worms.

Examples of anti-virus software

 Avg anti-virus
 Avira anti-virus
 Norton anti-virus software
 Kaspersky anti-virus
 Avast anti-virus
 SMADAV USB anti-virus

Ways through which a computer system can be protected

 Installing antivirus program: - computer programs that attempt to

identify, prevent and eliminate computer viruses and other malicious
software (malware).

 Installing firewall - this serves as a gatekeeper system that protects a

company's intranets and other computer networks from intrusion by
providing a filter and safe transfer point for access to and from the Internet
and other networks.

 Data encryption - this method is used to alter the information in a form

that it cannot be understood or followed by other people during
transmission.

 Data backup - frequently duplicate (copy) the information to different

storage devices such as external hard disk to be able to recover their
information in case of a disaster.

 User id and passwords - this is to restrict access to the computer systems,

only allowing authorized users.

A password is a secret code that combines characters and numbers that

allow a user to access a computer or a network.

 Access rights - access rights help to protect the IT system and the data
stored on the system by restricting who can do what. Most company
networks will be set up so that different users have appropriate levels of

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 153

access rights. For example a manager of the company will have higher level
access right than his subordinate staffs.

 Audit trails or logs - network managers should ensure that their system is
able to create an audit log that will record every important event in an
'audit file such as who logged on to the system at what time and onto which
computer, which files were opened, altered, saved or deleted or log events
such as attempts to access proxy servers

Rules for creating secure passwords

1. Do not use your name or names of your close friends.

2. Mix alphabetic and numeric characters. Never use an all-numeric
password such as phone numbers
3. Use long passwords to make it hard for an attacker to forge
4. Use different passwords for the different computers or network nodes

 Intellectual property (IP)

Is a legal term that refers to creations of the mind that such as software,
music, literature, discoveries and inventions.

 Intellectual property rights are the rights given to persons over the
creations of their minds. They give the creator exclusive rights over the use
of their creation for a certain period of time. -

Intellectual property rights include

• Patent rights
• Copyright
• Industrial design rights
• Trademarks
• Trade dress
• Trade names
• And trade secrets

A patent right grants an inventor the right to exclude others from making,
using, selling, offering to sell, and importing an invention for a limited
period of time, in exchange for the public disclosure of the invention.

A copyright is the exclusive legal right that prohibits copying of

intellectual property without permission of the copyright holder.

A trademark is a recognizable sign, design or expression which

distinguishes products or services of a particular trader from the similar
products or services of other traders.

 Data encryption/Cryptography is the process of scrambling plaintext

(ordinary text) into an unreadable format (encryption), then back again
(decryption)

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 154

It includes techniques such as microdots, merging words with images, and

other ways to hide information in storage or transit.

 Use of biometrics. A Biometric device or system is the one that

identifies a person by the measurement of their biological features.

Common examples of biometric devices

 A fingerprint scanner captures curves and indentations of a fingerprint

 A hand geometry system can measure the shape and size of a person's
hand
 A face recognition system captures a live face image and compares it with
a stored image
 A voice recognition system compares a person's live speech with their
stored voice pattern
 A signature verification system recognizes the shape of handwritten
signature of a person
 An iris recognition system reads patterns in the tiny blood vessels in the
back of the eye, which are as unique as a fingerprint.

Computer Ethics

These refer to a set of moral principles that regulate the use of computers.
The human values and moral conduct relating to right and wrong decision
made when using computers.
Or
Moral guidelines that govern use of computers and information systems

A code of conduct is a written guideline that helps determine whether a

specific action is ethical or unethical.

The useful ethical principles

 An act is ethical if society benefits from the act.

 An act is ethical if people are treated as an end and not as a means to an
end.
 An act is ethical if it is fair to all parties involved.

Computer ethics involves use of computers & software in morally acceptable

way. Standards or guidelines are important in this industry, because
technology changes are outstripping the legal system’s ability to keep up

Computer ethics for computer professionals

 According to the association for computing machinery (ACM) code, a good

computing professional:
 Contributes to society and human well-being.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 155

 Always avoids harm to others.

 Should be honest and trustworthy.
 Should exercise fairness and takes action not to discriminate.
 Honors property rights, including copyrights and patents
 Gives proper credit when using the intellectual property of others.
 Respects other individuals’ rights to privacy.
 Honors confidentiality.

Information privacy

It refers to the right of individuals and companies to restrict collection and use
of information about them.

Private data or information should not be accessed or disclosed to any other

person unless permitted by the owner.

Data held by an organization or government that should be disclosed to

authorized people only is said to be confidential

Concerns related to collection and use of private data

• Data should not be disclosed to other people without the owner’s

permission.
• Data and information should be kept secured against loss or exposure
• Data and information should be kept longer than necessary
• Data and information should be accurate and up to date.
• Data and information should be collected, used and kept for specified
lawful purposes.

Some ways to safeguard personal information

o Limit information you provide to web sites; fill in only required

information
o Inform merchants that you do not want to distribute your personal
information
o Set up a free e-mail account to use for merchant forms
o Sign up for e-mail filtering through your Internet service provider or use an
anti-spam program
o Do not reply to spam for any reason
o Install a personal firewall
o Turn off file and print sharing on your Internet connection
o Surf the web anonymously with such as freedom web secure or through an
anonymous web site such as anonymizer.com
o Install a cookie manager to filter cookies
o Clear your history file when you are finished browsing.

Unethical computer codes of conduct

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 156

 Modifying certain information on the Internet

 Selling information to others without the owner’s permission
 Using information without authorization
 Invasion of privacy
 Involving in the stealing of software.
 All other computer crimes

Computer ethics to be put in place

 Respect the privacy of others.

 Always identify the user accurately
 Respect copyrights and licenses
 Respect the intellectual property.
 Respect the integrity of the computer system.
 Exhibit responsible and sensible use of hardware and software

EMERGING TECHNOLOGIES

These are innovations and advancements in the use of new technological tools
that make technology more amazing. It covers the rapid evolution of
computers and information technology with the future trends in computer and
ICT

Application areas of specific emerging technologies

1. Affective computing - is the study and development of systems and

devices that can recognize, interpret, process, and simulate human feelings
and emotion. It is an interdisciplinary field spanning computer science,
psychology, and cognitive science.

2. Ambient intelligence (AMI) refers to electronic environments that are

sensitive and responsive to the presence of people.

3. Artificial intelligence (AI) refers to a branch of computer science that

involves the development of machines that emulate human qualities such
as learning, thinking, and reasoning, communication, seeing and hearing.

There are four main application areas of artificial intelligence

namely:

 Expert systems are computers that are programmed to make

decisions basing on the data given to them. They operate at the level of
human expert in specific applications for example; medical expert
systems can diagnose patient's illness basing on symptoms entered.
 Natural language processing systems can understand different
human languages spoken to them
 Artificial neural networks

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 157

 Robotics or perception systems, machines are programmed to

imitate man
 Game playing systems, computer systems developed to play against
humans

Types of robots

 Industrial or manufacturing robots used to perform repetitive tasks

in industries such as welding, assembling parts, automation
 Carrier robots used by the military to carry heavy loads over
dangerous terrain
 Domestic robots used in homes to do home activities such as cooking,
cleaning such as vacuuming
 Exploration robots used to visit and send images to and from planets
such as mars

Application of robots

 Doing dangerous jobs such as disposing and defusing bombs on

battlefields, spraying cars with toxic paint, cleaning up nuclear waste
etc.
 Exploring extreme environments such as inside volcanoes, planets,
under oceans
 Doing repetitive tasks in industries such as on production lines,
packing, welding
 Moving heavy objects such as installing heavy engines, moving pallets
of items
 Search and rescue operation in building destroyed by earthquakes
 In hospitals to do extensive surgery operations

Impact of robotics on everyday life

 Increased personal time since robots can do home activities

 More efficient production since robots can be used in manufacturing
products such as cars more faster and cheaply
 Safer working environment such as defusing bombs in battlefields
 Loss of jobs when robots replace human labor

4. Bioelectronics is a technology that combines biology with electronics for

example in biological fuel cells, bionics and biomaterials for information
processing, information storage, electronic components and actuators.

5. Digital forensics refers to the science that involves the recovery and
investigation of material found in digital devices often in relation to
computer crime.

Main application areas of digital forensic

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 158

 Legal consideration use of digital evidence in court

 Law enforcement
 Criminal prosecution
 Military intelligence
 Insurance agencies
 Tax investigations
 Information security departments
 Police and investigation department
 Telecommunication companies to track lost or stolen devices
 Gathering evidence from crime scenes
 Application of digital forensic such as electronic discovery, intrusion
etc.
 Forensic process-analysis and reporting

Branches of computer forensics include mobile device forensic and

network forensic

6. Biometric devices

It is a technology where human body parts are used for identification.

Biometrics is the identification of a person by the measurement of their
biological features.

Types of biometric devices

o A fingerprint scanner captures curves and indentations of a fingerprint

o A hand geometry system can measure the shape and size of a person's
hand
o A face recognition system captures a live face image and compares it
with a stored image
o A voice recognition system compares a person's live speech with their
stored voice pattern
o A signature verification system recognizes the shape of handwritten
signature of a person
o An iris recognition system reads patterns in the tiny blood vessels in
the back of the eye, which are as unique as a fingerprint.

Impact of biometrics on everyday life

o Better transport security for example face recognition systems are

being used on airport to identify people
o Increased building security for example fingerprint and face locks are
being used to identify legitimate owners of houses
o Reduced car theft, cars with fingerprint door locks are in place now
o More secure mobile phones as modern phones have face or fingerprint
locks

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 159

7. Cloud computing refers to Internet based computing. It involves

deploying groups of remote servers and software networks that allow
centralized data storage and online access to computer services or
resources.

8. Future Internet. As wireless and mobile technology advance, different

types of portable devices, including laptops, smart phones and tablets are
able to be connected.

9. Virtual reality - is the branch of computer science that involves creation of

an artificial environment that users can interact with as if it is real. Virtual
reality is commonly applied in computer games, simulations, etc.

Applications of VR

o Allowing architects to create and move around a virtual version of their

design
o Training soldiers in combat (flight simulation, battlefield simulation)
o Training pilots for flights
o Training surgeons, virtual patients can be operated to build experience
of the trainees
o Playing computer games such as Need4speed

Impact of VR on our daily life

o Improved medical workers

o Large and stronger buildings
o Training in dangerous situations
o More realistic education for example in astronomy

Equipment needed in virtual reality

o Eye goggles that create 3d images in the real world

o Special gloves that detect hands and finger movements into the
computer for processing
o Headphones
o Headgears
o Powerful computers

10. Computer vision-includes methods of acquiring, processing, analyzing,

understanding images so as to produce symbolic information.

11. Quantum cryptography is the encryption of data with tiny light particles
called photons. Encryption is the conversion of digital data and information
into an unreadable form such that unauthorized people cannot read it.

Impact of quantum cryptography

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 160

o Secure voting, votes can be secured such that they are not changed or
altered
o Completely secure communication for example in military
o Secure bank transfers. Some banks are using this technology to have
secure money transactions
o Secure personal information transfer

12. Computer aided translation is where a human translator uses computer

software to help in the translating process

13. 3D Holographic Imaging (Holograms). This is a techniques where

images re made to appear three dimensional and to actually have depth.

Impact of 3D Holographic Imaging (Holograms)

o Improved security of documents such as certificates, credit cards, id

cards, bank notes to avoid forgeries
o Better movie experience, this technology is being used to create more
interesting rich-effect movies for example by the Hollywood.

Implications of emerging technologies

o Technophobia/techno stress
o Loss of jobs say for massagers in case of networking
o Health issues for eye defects, back pain.
o Fear of cost of retaining or learning new skills
o Fear of increased electricity and subscriptions costs
o Fear of computer related crimes like forging of documents
o Fear of loss of man-hours through computer games and video during
working hours
o Data loss by virus and system crashing
o Computer related errors and accident
o Unemployment//redundancy//financial/family problems.
o Local businesses/economy affected
o Possible increase in crime (idle youth)
o People leaving community (to find other work)
o Opportunities for high skilled/programming jobs

THE ICT INDUSTRY

Careers in the ICT Field

Computer professionals

A computer professional is a person working in the field of information

technology. A person who has undergone advance training in a computer-
related field
Or

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 161

A person who has an extensive knowledge in the area of computing

1. Computer operator. Some of the responsibilities of a computer operator

include;
• Entering data into the computer for processing.
• Keeping up-to-date records (log files) of all information processing
activities.

2. Computer technician
• Troubleshooting computer hardware and software related problems.
• Assembling and upgrading computers and their components.
• Ensures that all computer accessories such as printers modems,
storage media devices are in good working condition.

3. Computer engineer
• Design and develop computer components such as storage devices,
motherboards and other electronic components.
• Determine the electrical power requirement of each component.
• Re-engineer computer components to enhance its functionality and
efficiency.
• Design and develop engineering and manufacturing computer
controlled devices such as robots.

4. Computer programmer
• Develop in house application programs or system programs.
• Customize commercial application packages to suite the organization
needs.
• Install, test, debug, and maintain programs developed or customized
for the organization.

5. Web administrator (webmaster)

• Developing and testing websites.
• Maintaining, updating and modifying information on the website to
meet new demands by the users.

6. Software engineers
Most software engineers analyze user needs and create application
software. Software engineers usually have experience in programming, but
focus on the design and development of programs using the principles of
mathematics and engineering.

7. Computer trainers
Computer trainers typically teach new users how to use the computer
software and hardware.

8. Network administrator
• Set-up a computer network.
• Maintain and enforce security measures on the network.
• Monitor the use of network resources.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 162

• Maintain and troubleshoot network related problems.

9. Database administrator (DBA)

Database administrator (DBA) is an IT professional responsible for
installation, configuration, upgrade, administration, monitoring,
maintenance, and securing of databases in an organization.

10. Graphic designer

A graphic designer is a professional within the graphic design and graphic
arts industry who assembles together images, typography, or motion
graphics to create a piece of design.

11. System administrators

• A system admin is responsible for the upkeep, configuration, and
reliable operation of computer systems; especially multi-user
computers, such as servers
• A system admin may acquire, install, or upgrade computer components
and software; provide routine automation; maintain security policies;
troubleshoot; train or supervise staff; or offer technical support for
projects.

ICTS IN SMALL AND MEDIUM ENTERPRISES (SMES)

SMEs are small businesses or ventures that operate on a small or medium

scale. They can be cooperation’s, universities, hospitals, local industries,
companies, organizations that do not operate on an international basis. They
have fewer employees and lower sales than large firms.

SMEs produce and gather a lot of information about customers,, supplies, and
employee activities, which require networked computers to manage and
distribute it.

Common ICTs and technologies used in SMEs are:

 Computers and networks

 Telephones and mobile phones
 Application programs (word processors, spreadsheets, desktop publishing,
web browsers, and emails
 Hardware such as printers, photocopiers, telephones, etc.
 Web portals and blogs
 Data ware houses
 The Internet, intranets and extranets
 Web services, electronic data communication

Common types of SMEs

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 163

1. Retail enterprises
2. Manufacturing enterprises – create, distribute and sell goods to customers
3. Services enterprises – do not create good but provide services to
consumers or other organizations. They include insurance, financial
companies and restaurants
4. Whole sale enterprises – purchase and sell large quantities of goods to
consumers at a lower price than retail sale.
5. .government enterprises – agencies or departments of a government
6. Educational enterprises – universities, colleges, schools
7. Transport enterprises – include airline, regional transport authorities or
companies, passenger railroads, trucking firms, etc.

Information systems in SMEs

An information system is a set of hardware, software, data, users and

procedures that work together to produce information. Information systems
are a major ICT tool used by different sections of SMEs:

1. Accounting and finance

 Accounting software manages transactions such as sales and payments
 Billing software are used to reconcile purchases with customer
payments
 Financial software helps mangers to budget, forecast and analyze
progress
 Software with reporting tools help mangers in decision making,
documentation

2. Human resource
 Human resource information systems are used to maintain employee
records such as bio data, attendances to determine their pay
 Computers are used for communications between employers and
employees, customers

3. Product development
 Computer Aided Design uses special software to create product designs
 Computer aided engineering uses computers to test products before
they are used

4. Manufacturing
 Computer aided manufacturing uses computers to control production
of goods such as software controlled drilling, welding, milling
 Computer integrated manufacturing (CIM) uses computers to integrate
different manufacturing processes
 Computers are used in material requirement planning

5. Quality control
Quality control software are used to find and predict product defects and
problems

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 164

6. Marketing
 Market research systems are used to store and analyze data gathered
from product surveys
 Sales managers get feedback from consumers through websites
 Marketers and sales managers can communicate with customers thru
calls, SMS, emails, websites
 Goods are advertised online through social media platforms, websites,
TV, radio, etc.

7. Sales
Sales software is used to manage customer contacts, schedule customer
meetings, mange product information, take orders from customers, etc.

8. Distribution
Distribution systems forecast inventory control, manage and track shipping
products, relying on GPS

9. Customer service
Customer interaction software manes day to day interactions with
customers such as through calls, emails, web interactions, messaging, toll
free lines, etc.

10. Transaction systems help transact and document money transfers

11. Information management systems are used to keep up-to-date
information for good decision making
12. Decision support systems are used to analyze information and make
decisions

Reasons for need of information in SMEs

 To enhance business growth

 To manage licensing and tenders
 To manage taxation and tariffs
 To analyze progress of productivity
 To ensure smooth marketing, sales and distribution of goods
 To identify potential investment opportunism and expansion
 To do market research about new products from competitors for
improvement
 To analyze customer, supplier and consumer needs
 To manage viable business projects efficiently
 To find out training needs

Usually information used by SMEs is got from sources such as: the Internet,
seminars, webinars, brochures, consultations, trade catalogues, visits and
tours, interviews, social media, TVs and radios, etc.

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 165

The role of ICTs in SMEs is usually based on the following:

 Promote innovation and productivity
 Effective research and management of competition
 Closer links between producers and consumers, partners, etc.

Challenges facing ICT adoption (reasons for non-adoption of ICTs in

SMEs)

ICTs as an innovation in businesses have not been fully adopted. The following
are some of the reasons for non-adoption of ICTs in SMEs:

 Limited support to ICT staff by managers due to limited funds

 Lack of awareness of ICTs and limited training standards to use them
 Technical challenges such as maintenance services, inadequate electricity
supply in rural areas
 Low economic power, limited capital to invest in and support them
 Inadequate training levels and limited skills of employees to use ICTs
 Limited access to information and consultancy services
 Use of obsolete technology, that does not support new employer needs
 High costs of Internet connectivity, slow Internet access and downtime,
limited and poor bandwidth
 Lack of e-business infrastructure
 Low ICT security standards and guarantees
 Inadequate legislative framework and structure
 Managerial and administrative challenges such as corruption and
primitiveness of employers and employees
 Unfair competition from large companies
 Limited sales for finished goods in the domestic market
 High taxes imposed by the government on SMEs
 Inadequate technical staff such as web admins, network admins, etc.

Electronic commerce (E-commerce) in SMEs

E-commerce refers to the buying and selling of goods and services on the web
(Internet). Common e-commerce services are:
 E-retail – retailers use the web to sell their products and services on
business web sites such as amazon
 Online banking – allows user to pay bills from their computer –
transfer of money electronically through mobile money
 Online trading – users invest in stock, options, bonds, treasuries,
money market, etc.
 Online advertisement

Virtualization, Cloud computing and Grid computing in businesses

Virtualization is the process of sharing computing resources such as servers

and storage media

UACE Sub. ICT Twehangane Modern

 EMERGING TECHNOLOGIES 166

Cloud computing – is the Internet service that provides computing needs to

users through the web

Grid computing – refers to combining many servers and personal computers

on a network, such as the Internet to act as one large computer.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC PRESENTATIONS 167

11
ELECTRONIC PRESENTATIONS

Introduction to Presentation Software

Presentation software refers to application software that is used to

create content, which can communicate ideas and other information to an
audience on slides.
The presentation can be viewed as a slide show, which usually displays on a
large monitor or on a projection screen.

Some presentation software can convert an existing slide show into a format
that can be accessed on the Web.

Examples of presentation software

 Microsoft Office  Hewlett Packard Bruno (software),

PowerPoint  King soft Presentation
 Corel Presentations,  Libre Office Impress (open source)
 Lotus Freelance Graphics,  Openoffice.org Impress (open
 Apple Keynote, source)
 Corel Presentations,  Presentiafx
 Custom Show,  Prezi
 Ease,  Slide Rocket
 Google Docs (web-based),  Slide Wiki
 Harvard Graphics (obsolete

Functions of a presentation software

 An editor- This allows text to be inserted and formatted

 Method for inserting and manipulating graphic images or animations with
these objects
 Slide show system: This allows you to display the designed slide content

The principles of a good presentation

When preparing a presentation, you must consider the following principles.

This improves the quality of your presentation, makes it more effective and
enjoyable and in the long run saves you time and effort.

 Use simple background

 Text should be clear and that it can be seen from a distance
 There should be no clash between text color and the background color

UACE Sub. ICT Twehangane Modern

 ELECTRONIC PRESENTATIONS 168

 Use relevant pictures, graphics and diagrams to explain complex visual

ideas
 Use minimal effects
 Insert your picture in the appropriate place
 For automatic presentation rehearse the timing
 The best presentation slide should be simple, easy and to the point.
 Should be direct to the expectations and right message to the right
audience.
 The content of the slides should be relevant to the topic of discussion, to
capture the attention of the audience
 Make the right choice of colors, font styles, font sizes, transitions,
animations, links which suit the viewers

Features of a Presentation Software

1. Slide layout: refers to the physical arrangement of content on a slide. It

contain formatting, positioning, and placeholders for all the content that
appears on a slide.
2. Presentation is a collection of a series of slides, audience hand-outs,
speaker’s notes and outline among others.
3. A Slide - an individual page of a presentation
4. A template contains layouts, theme colors, theme fonts, theme effects,
background styles, and even content.
5. Slide sorter: a facility that enables the user to view displays all of the
slides in the current presentation in thumbnail form for easy re-arranging.
6. Slide master: a slide that controls appearance of all slides in the
presentation. It that has information about the theme, slide layouts of a
presentation, including the background color, fonts, effects, placeholder
sizes, and positioning.
7. Placeholders: are boxes with dotted borders that contain content and
reside within a slide layout. All built-in slide layouts contain content
placeholders.
8. Slide transitions: are the animation-like effects that occur in Slide Show
view when you move from one slide to the next during an on-screen
presentation.
9. Action buttons: are buttons that if clicked, leads a user to either next or
previous slide.
10. Speaker notes: are notes added to the presentation slides as a reference
for the presenter.
11. Slide show: is a presentation of a series of still images on a projection
screen or electronic display device, typically in a prearranged sequence.
12. Animation: is the process of creating the continuous motion and shape
change illusion by means of rapid display of a sequence of static images
that minimally differ from each other.
13. Animation. Refers to special effects for introducing text in a slide during a
slide show.
14. Transition effects - refers to different styles in which slides come and
leave the screen during a presentation.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC PRESENTATIONS 169

15. Slide transition is a special effect for introducing an entire slide during a
slide show
16. Graphics. A general term used to mean pictures, images, charts, photo,
tables, etc., that you can add to a presentation
17. ClipArt. A general term for a library of pictures in the computer.
18. Presenter’s notes, these contain ideas you want to discuss for each slide in
your presentation.
19. Auto content wizard. This is a presentation wizard that contains data
from which one can select and edit to create a personalized or customized
presentation.
20. Master layout is a term applied to a presentation’s overall design.
21. Slide timing. Is a technique by which slides or text appearing on the screen
during a presentation, i.e. on mouse click or automatically after a defined
period

Presentation Views (PowerPoint Slide View Formats)

 Normal view – default view, displays the text outline of the entire
presentation on the left, current slide on upper-right, and speaker’s notes
on the lower-right.

 Outline view – displays only the text on a slide in one location instead of
one slide at a time. It enables one to edit and display text. It appears
without the objects or images in the slide.

 Slide view - shows a graphic view of the current slide for editing and
viewing
 Slide sorter view - displays the entire presentation so that one can add,
delete and move slide.
 Notes page - provides a large area to view or type speaker’s notes on a
slide
 Slide show - a collection of slides moving in a defined sequence at a
present timing that one can control and change with special effects

 An audience handout format - includes images of one or more slides on a

page.
 A notes page format - shows a picture of the slide along with any notes
concerning the slide.

Advantages of electronic presentations

 Presentation software usually provides a wide variety of presentation

formats and layouts for the slides.
 Multimedia components such as clip art images, video clips, and audio clips
can be incorporated into the slides.
 The timing of the slides can be set so that the presentation automatically
displays the next slide after a predetermined period of time.

UACE Sub. ICT Twehangane Modern

 ELECTRONIC PRESENTATIONS 170

 Special transition effects can be applied between each slide.

 The presentation can normally be viewed and printed in different formats.

Disadvantages of Presentation Software

 They cannot be used to perform calculations.

 Requires technical knowledge and basic equipment to use presentation.
 Over simplification of the subject
 Difficult to take notes while presenting
 Presenters just read from the audience which is boring.
 Too easy to make a bad presentation with too many animation effects.

Areas where presentations are used

 Church – for casting the hymns

 Big shops – for showing a list of goods and other related offers.
 Advertising – for example outdoor advertising media.
 School – for teaching and learning in schools.
 Seminars and workshops – to enhance speaker’s notes and speeches
 Presenting learning materials to students in schools (CAL)
 Presenting speeches and minutes in meeting
 Used in training sessions
 Used in presenting campaign manifestos
 Used in conferences and seminars
 Used in sales promotions to market products
 Used in business shows, mobile kiosks and clinics

UACE 2018 (NO. 19)

a) Give two situations under which electronic presentations would be used

b) State three advantages of using electronic presentations over traditional
chalk and talk

 An electronic presentation can be save for future reference compared to

traditional chalk and talk
 Makes the presentation more interesting due to use of multimedia like
animations and transitions
 Visual explanations/illustrations are more clear
 An electronic presentation is more systematic and precise

UACE Sub. ICT Twehangane Modern

 DATA COMMUNICATION AND 171

12
DATA COMMUNICATION AND
NETWORKING

Data Communication

This refers to the electronic transfer of data, instructions, and information from
one device to another via a transmission media.

Elements of Data Communication

 Sender - the computer or device that generates and sends data

 Message - the information or data to be transmitted
 Communication channel or medium
 Receiver - device or computer that receives the message
 Communication devices
 Protocol - rules that allow devices to exchange data, define the format
for communication between systems

Data Communication tools

These are devices that enable the users to send and receive messages.
Data communication tools can be categorized into two: electronic and manual
data communication tools.

 Electronic data communication tools use electric power. Examples include

Computers, Mobile phones and Internet.
 Manual data communication tools don’t use electricity. Examples include
drums, bells and messengers.

Examples of electronic data communication tools

Common examples are Computers, Fax machines, Radio and Television, Mobile
Devices like phones and PDAs, Internet services (Email, Websites, Social
networking, chartrooms Forums, etc.).

UACE Sub. ICT Twehangane Modern

 NETWORKING 172

UACE 2018

a) Give three disadvantages of electronic communication

 Associated with unreliable networks
 Prolonged use of electronic gadgets leads to health problems like eye
strain, backache, neck ache, headache, stress, wrist pain and body
fatigue
 Associated with quick and widespread computer malware/viruses
 Change in technology-obsolescence
 Facilitates cyber terrorism and defamation

b) Name any two manual communication methods

 Ringing a bell or using a bell

 Drumming or using a drum
 Word of mouth or by a messenger
 Using gestures, signs, posture
 Postage or ordinary mailing
 Whistling or using whistles
 Making an alarm or ululation
 Use of fire throws, fireworks, smoke

Data transmission media

The term transmission media refers to any physical or non-physical link between
two or more devices and in which signals flow from source to destination.

Data communication media can be divided into two:

1. Physical /Wired / Bounded/ Guided transmission media
2. Wireless / Unbounded / Unguided transmission media

Physical, Wired, Bounded or Guided transmission media

Physical media transmits data signals from the source to the destination through
a restricted pathway such as a cable.

Examples of physical transmission media

 Unshielded Twisted Pair (UTP) Cable

 Shielded Twisted Pair (STP) Cable
 Coaxial Cable
 Fiber Optic Cable

Twisted pair cable

A twisted pair cable is made up of solid copper wire strands wound in pairs
within a single media. The winding of the wires is meant to avoid the
development of electromagnetic fields around the two wires as they transmit
data. TP is commonly used to interconnect devices on a Local Area Network

UACE Sub. ICT Twehangane Modern

 NETWORKING 173

There are two common types of twisted pair cabling, STP and UTP. The
S stands for Shielded, the U stands for Unshielded.
The extra covering in shielded twisted pair wiring protects the transmission
line from electromagnetic interference leaking into or out of the cable, but
makes it more expensive.

Coaxial cables

The Coaxial cable has a single copper conductor at its center.

A plastic layer provides insulation between the center conductor and a braided
metal shield. The metal shield helps to block any outside magnetic interference
from fluorescent lights, motors, and other
Coaxial cables have bandwidths in Gigabits per second. Hence, they are
installed in a network to form the network backbone.

Coaxial cables are difficult to install, but highly resistant to signal interference.
In addition, it can support greater cable lengths between network devices than
twisted pair cable. The two types of coaxial cabling are thick coaxial and thin
coaxial.

Fiber Optic Cable

The fiber optic cable consists of a center glass core surrounded by several
layers of protective materials. It transmits light rather than electronic signals
eliminating the problem of electrical interference.
This makes it ideal for certain environments that contain a large amount of
electrical interference.
It has also made it the standard for connecting networks between buildings,
due to its immunity to the effects of moisture and lighting.

Fibre optic cable uses light to transmit data from one point to another
on the network. The electrical signal from the source are converted to
light signals, and then sent along the fiber optic cable.

Advantages of physical transmission media

 It is fast and supports high bandwidth

 Can be used in hazardous places (high flammable) because they do not
generate electrical signal
 They can carry voice, data and video signal simultaneously.
 They are more resistant to radio and electromagnetic interference.
 Installation equipment are cheap and readily available.

Disadvantages of physical transmission media

 Connectivity devices and media are expensive.

 Installation is difficult because the cable must be carefully handled.
 It is relatively complex to configure

UACE Sub. ICT Twehangane Modern

 NETWORKING 174

 It covers short distance since they use the physical wires

 Inconvenience due to inflexibility of restrictive cables.

Wireless, Unbounded, Unguided transmission media

Wireless or unbounded media is that is where data signals flow through the air
In this case transmitting antenna and receivers aerial facilitates the
communication
Example of wireless transmission media include:

The major wireless transmission media include radio waves, microwaves, and
infrared which is part of the electromagnetic spectrum, which is the range of
all possible frequencies of electromagnetic radiation.
Wireless media send communications signals through the air or space using
radio, microwave, and infrared signals (electromagnetic waves).

Examples of wireless transmission media

 Microwaves
 Radio waves
 Infrared

1. MICROWAVES:

Microwaves are high-frequency electromagnetic radiations that are sent

through space to deliver telecommunications services. Microwaves are
dependent on line of sight. Microwave communication systems are mainly
classified into satellite and terrestrial.

Terrestrial microwave signals are sent from one ground-based antenna to

another.
Satellite microwave signals travel from Earth to a satellite in space and
then back to a station on the earth.

2. RADIO WAVES:

Radio waves frequencies are easy to generate and are widely used for
communication, both indoors and outdoors. Examples of communication
technologies using radio waves include Bluetooth, Wireless Fidelity (Wi-Fi)

3. Bluetooth is a short range wireless based information transmission system

which works on the basis of microchips embedded in the digital devices like
mobile phones, speakers and laptops.

4. Wireless Fidelity (Wi-Fi) is used to create a hotspots from where

information signals can be easily accessed by Wi-Fi enabled devices,
forming a wireless local area network (WLAN).

5. HOTSPOT

UACE Sub. ICT Twehangane Modern

 NETWORKING 175

A hotspot is a specific location that provides Internet access via a wireless

local area network (WLAN). The term is generally synonymous with a Wi-
Fi connection. A network that creates a hotspot primarily includes a
modem and wireless router. The radio frequency (RF) waves sent by the
wireless network extend in different directions from its centralized
location. These signals become weaker as they travel, either further from
the central location or due to interference.

6. Wimax stands for Worldwide Interoperability for Microwave Access. It is a

telecommunication technology providing wireless data over long distances
in a variety of ways from point to point links to full mobile cellular type
access.

7. Radio-frequency identification (RFID) uses radio waves to automatically

identify and track tags attached to objects. The RFID tag can be affixed to an
object and used to track and manage inventory, assets, people, etc. For
example, it can be affixed to cars, computer equipment, books etc.

8. INFRARED uses electromagnetic waves with a smaller wavelength than

radio. A TV remote control is an example of an Infrared application.
IRDA (Infrared Data Association) ports transmit data via infrared light
waves. As long as the devices are within a few feet and nothing obstructs
the path of the infrared light wave, data can be transferred without the use
of cables

Asynchronous and Synchronous transmissions

In asynchronous transmission, transmission occurs at irregular intervals in

small bits (i.e., not synchronized). Asynchronous transmission is relatively
slow. With synchronous transmission, large blocks of bytes are transmitted at
regular intervals without any start/stop signals.

Synchronous transmission requires that both the sending and receiving

devices be synchronized before any bytes are transmitted.
Synchronous transmission requires more expensive equipment but provides
greater speed and accuracy than asynchronous transmission.

Characteristics of Asynchronous Transfer Mode

• It is scalable and flexible. It can support megabit-to-gigabit transfer speeds

and is not tied to a specific physical medium.
• It efficiently transmits video, audio, and data through the implementation
of several adaptation layers.
• Bandwidth can be allocated as needed, lessening the impact on and by
high-bandwidth users.
• It transmits data in fixed-length packets, called cells, each of which is 53
bytes long, containing 48 bytes of payload and 5 bytes of header.

UACE Sub. ICT Twehangane Modern

 NETWORKING 176

• It is asynchronous in the sense that although cells are relayed

synchronously, particular users need not send data at regular intervals.
• It is connection oriented, using a virtual circuit to transmit cells that share
the same source and destination over the same route.

Transmission Direction

The direction in which data flows along transmission media is characterized as

simplex, half-duplex, full-duplex or multiplex

 Simplex transmission

Simplex transmission sends data in one direction only. Simplex

transmission is used only when the sending device does not require a
response from the receiving device. Examples of simplex transmission is
television broadcasting and radio broad casting

 Half-duplex transmission

Half-duplex transmission allows data transmission in either direction, but

only one way at a time. Many fax machines, police radio calls, credit card
verification systems and automatic teller machines use half-duplex
transmission

 Full-duplex transmission

In full-duplex transmission, data can flow in both directions at the same

time. A regular telephone line, for example, supports full-duplex
transmission, allowing both parties to talk at same time.

 Multiplex transmission

In multiplex transmission, several different types of signals can be carried

at once through the same line. E.g. during Video calls where Images

Packet Switching

When a computer sends data over the Internet, the data is divided into small
pieces called packets. Each packet contains the data, as well as the recipient
(destination), the origin (sender), and the sequence information used to
reassemble the data at the destination.

Each packet travels along the fastest individual available path to the recipient's
computer via communications devices called routers.
This technique of breaking a message into individual packets, sending the
packets along the best route available, and then reassembling the data is called
packet switching.

Services offered by data communication tools

UACE Sub. ICT Twehangane Modern

 NETWORKING 177

Data communication tools offer services like Telephone, SMS, E-mail,

Skype, Newsgroups and instant messaging.

 Telephone voice calls help keep people talking even when they are
distant and mobile.
 Short Messaging Services SMS facilitate sending and receiving of
brief text messages.
 Electronic mail and fax : An electronic mail is the message
transmitted electronically over the Internet, from one user to
another. A fax machine is a device that transmits and receives typed
or hand written documents over telephone lines.
 Skype supports voice and video calls, text, instant messaging and
sharing conversation with (someone) over the Internet using the
software application Skype, frequently also viewing by webcam.
 Newsgroups are organized group of Internet users who wish to
share ideas and interests through discussion forums and debates.
 Instant messaging: This is a more enhanced messaging service that
allows two or more people to chat directly in real time.
 Social networking e.g. Facebook and Twitter create digital societies
through linking people of common interests.

Implications of using data communication services

Positive Implications

 Have led to faster, simpler communications between people e.g.through

electronic-mail, mobile phones, social networks etc.
 Communications costs have become lower e.g. Making cheap Internet calls,
for example via Google talk and Skype
 Community mobilization now easier - it’s now very simple to send a
message to many people in one go e.g. using Mailing lists and group chats.
 Data communication tools like the Internet have facilitated emergence of the
worldwide-web where there is a wealth of information, such as news,
weather reports, and airline schedules.
 Data communication tools like telephones and SMS Have revolutionized the
way people transact businesses e.g. access to mobile money services using
phones.

Negative Implications

 Security and privacy: data communication services have made it easy

access private information e.g. On social networks, hence posing security
concern.
 Spamming is high especially by advertisers who send unwanted e-mails in
bulk, such as email adverts.
 There has been emergency of new kinds of crimes facilitated by data
communication services, such as cyber-bullying.

UACE Sub. ICT Twehangane Modern

 NETWORKING 178

 Inaccurate information on the Internet can be misleading and lead to dire

consequences to the users.
 Data communication services have facilitated the digital divide in society,
hence disadvantaging the computer illiterate people when it comes to
opportunities like jobs and government services

COMPUTER NETWORKS

A computer network is defined as a system of interconnected computers and

devices linked together by transmission media to communicate and share
resources. These resources can be hardware such as printers, software etc.

Basic requirements for setting up a computer network (components of a

computer network)

To connect to or setup a network, users need some or all of the following.

 Networking hardware such as bridges, hubs, repeaters, routers

 Networking (communication) software such as NOS, network protocols
 Communication medium such as cables, wireless medium
 Terminal nodes such and computers and peripherals
 Networks users, administrators

Networking Hardware

These include computers, peripherals and devices that enable computers to

exchange andsharedata, instructions, and or information. These include:

 A network interface card (NIC) - enables a computer or device to

access a network.
 A modem – modulates outgoing digital signals from computers into
analog signals that can be sent over the phone line. It also demodulate
incoming analog signal into a form the computer can use.
 A hub - is a device that provides a central point for cables in a network
in a local area network. It accepts signals, amplifies them and puts them
back to be sent to all computers on the network.
 A Switch works like a hub but does not broadcast the data to all the
computers; it sends the data packets only to the destined computer.
 A concentrator merges several low speed signals from different
computers into one high-speed transmission that can be transmitted
over a medium

UACE Sub. ICT Twehangane Modern

 NETWORKING 179

 A multiplexer is a network device that splits a single line of data signal

into various signals such that several computers can share it.

 A Router connects multiple networks and routs communications traffic to

the appropriate network using the fastest available path. A router allows
multiple computers to share a single high-speed Internet connection
such as through a cable modem
 A repeater is a device that accepts signals from a transmission medium,
amplifies it, and retransmits it over the medium. As a signal travels over a
long distance, it’s strength reduces, this is called attenuation.
 A Server is a very fast processor computer dedicated to providing
services for other computers connected to a network.
 Client computers – computers sharing resources and capable of
sending and receiving data signals to and from the server on a network.
 A network bridge is device that connects two networks making each
accessible to the other. A bridge knows all of the addresses on each side of
the bridge and sends information accordingly
 A firewall is a networking device that is installed at the entrance to a
LAN, particularly when connecting a private network to a public
network, such as the Internet. The firewall uses rules to filter inbound
traffic into the private network, to protect the private network users and
data from malevolent hackers. Unauthorized traffic is rejected, and
authorized traffic passes as illustrated below.

1. Shared peripherals such as printer, storage media, fax machines, etc.

Communication Media:

These are referred to as communication links connecting network computers

and devices. These can be physical such as cables or wireless.

Networking (Communications) Software

These are programs and applications that aid the setup and use of a network.
It includes network operating.

1. Network Operating System (NOS) - system software that organizes and

coordinates the activities on a network. It helps a user establish a
connection to another computer or network, such as network drivers,
and manage the transmission of data, instructions, and information.

Examples of NOSs include: Novell NetWare, Microsoft Windows NT server

2008, 2012, 2016, Sun Solaris, etc.

UACE Sub. ICT Twehangane Modern

 NETWORKING 180

2. Network application software - programs that provide an interface for

users to communicate over computer networks. A variety of examples of
application software for communications include:

 E-mail client applications,

 FTP programs,
 Web browsers like Internet Explorer, Google chrome, Mozilla Firefox
 Newsgroups/ message boards, websites, search engines
 Social networking apps
 Instant messaging
 Video conferencing applications e.g. Skype, and VoIP.

Network Protocols

A Network Protocol refers to a set of rules and procedures governing

transmission between components in a computer network

The role played by networking protocols as used in Networking

 Identifying each device in the communication path;

 Securing the attention of the other device;
 Verifying correct receipt of the transmitted message;
 Determining that a message requires retransmission if it is incomplete or
has errors;
 Performing recovery when errors occur.

Common protocols as used as in networking

1. Simple Mail Transfer Protocol (SMTP) - an Internet protocol for

transferring of e-mails.
2. File Transfer Protocol (FTP): It allows files containing text, programs,
graphics, and numerical data, and so on to be downloaded off or uploaded
onto a network.
3. Internet Protocol (IP) - does the packet forwarding and routing.
4. Transmission Control Protocol/Internet Protocol (TCP/IP) is a
network standard that defines how messages (data) are routed from one
end of a network to the other, ensuring the data arrives correctly.
5. Transmission Control Protocol (TCP): responsible for delivery of data
over the network.
6. Hypertext Transfer Protocol (HTTP): It allows Web browsers and
servers to send and receive Web pages.
7. Simple Network Management Protocol (SNMP): It allows the
management of networked nodes to be managed from a single point.
8. Telnet Protocol: It provides terminal emulation that allows a personal
computer or workstation to act as a terminal, or access device, for a server.

UACE Sub. ICT Twehangane Modern

 NETWORKING 181

9. Sequential Packet Exchange (IPX/SPX):works with the Novell's Internet

work' packet / sequential exchange; responsible for delivery of sequential
data over the network

Reasons for networking computers

 To allow user to share data and information

 To allow sharing of software and hardware (peripherals)
 To enable communication among users through tools like emails
 To share databases among users
 To enable security of data and information by setting network controls on a
network

Advantages of using networks over standalone computers

 It facilitates easy communication for example through emails

 It reduces on the costs of buying and sharing hardware such as printers
 It allows control over who can access data in the system
 It enables sharing of data and information on computers connected to a
network
 Enables online research and education
 Allows access to common databases on databanks
 Software can be easily updated on a network
 Computer networks allow centralized administration, control and
monitoring of users
 Enable workgroup computing in an institution or company
 It enables flexible access. Users can log on and access data from any
computer on a network

Disadvantages of networking computers

 High cost of purchasing and installing network software and hardware

 Networking may require expensive trained personnel who attract extra
expenses
 High cost on network administration and maintenance – require a network
admin
 Time can be wasted on social networks instead of doing meaningful work
 In case the server fails, the entire network fails hence risk of losing data
 high risk of data corruption since networks can be accessed by many
people
 increased exposure to hackers which puts private data at risk
 greater risk of viruses over networks
 a break in the communication channel fails the network hence delays
 abuse of data such as deletion of data and exposure to pornography

UACE Sub. ICT Twehangane Modern

 NETWORKING 182

Types of Networks

Computer networks fall into different types usually according to their span or
area of coverage.

1. Personal Area Network

A PAN is a network of computers and devices within the range of an
individual person, typically within a range of 10 meters.

2. Local Area Network

A LAN connects computers in a small geographic area such as a building
like a computer lab, or an office. Nodes are connected to the LAN via cables.
A wireless LAN (WLAN) is a LAN that does not use physical wires, but uses
wireless media such as radio waves.

Types of Local Area Networks

(a) Peer-to Peer LAN

This is a type of network in which computers communicate directly
with one another without a server. Each computer stores files on its
own storage devices and contains both the network operating system
and application software.

Advantages of Peer-to Peer Network

 it is simple to setup, does not require too much configuring

 It is cheap to set up and maintain
 No need for a server to control the network
 Appropriate for few computers (small networks)
 So flexible, can be moved to a new location
 It is perfect for home and small business users.

Disadvantages of a Peer to Peer Network

 The system is not centralized, making administration difficult

 Lack of security, files can be accessed by any one on the network
 Inappropriate for big networks

(b) Client-Server LAN

It is a network with one or more computers acting as a server from

where other computers or devices (clients) can request services

A Client computer is a computer that can access resources on a

network while a Server is a computer that provides a centralized
storage, administration and control to others on a network.

UACE Sub. ICT Twehangane Modern

 NETWORKING 183

A dedicated server is a server that performs a specific task. Examples

of dedicated Servers include: file server, print server, database server,
and a network server

Roles of dedicated Servers

 A file server stores and manages files on a network, avails them

to users
 A print server manages printers and print jobs.
 A database server stores and provides access to a database
 A network server (e.g., a DNS) manages network traffic.
 An application server stores network application software
 Web server allows users to access external networks such as
the Internet
 Mail server manages mails on a network
 Proxy server filters requests and restricts access to data, placed
between a LAN and external network

Prerequisites (requirements) of a server computer

 It needs a very high speed and powerful processor

 It needs high RAM capacity
 It needs a very big storage capacity
 It needs a very fast Network interface card
 It needs network operating system such as Novell Netware,
Windows NT Server or Apple Share
 Expansion abilities

Advantages of Client-Server Network

 All Resources are centralized and easier to access.

 Easy management and administration of the network.
 More data security since all network access is controlled
through the server.
 The network is flexible, because changes and new technology
can be easily included into system.
 Client /Server network is faster than P2P since data and
resources are handled by a dedicated machine
 It is to Backup all data stored centrally on the server.
 Client Server network can support many computers as
compared to a P2P network

Disadvantages of a Client /Server Network

 It is expensive to set up as compared to a P2P network.

 It requires an extra computer to serve as a dedicated server.
 Maintenance – large networks will require an administrator
staff to ensure efficient operation

UACE Sub. ICT Twehangane Modern

 NETWORKING 184

 Dependence – When the server goes down, operations will

cease across the network
 Server can get overloaded since all the processing is controlled
at one point.

3. A Campus Area Network (CAN)

It is a network that connects two or more LANs but limited to a specific and
small geographical area such as a college campus, industrial complex, a
military base. It spans multiple LANs but smaller than a MAN.

4. A metropolitan area network (MAN)

It is a large computer network that usually spans a city or a large campus.

A MAN covers a smaller geographic area than a WAN.

5. A wide Area Network (WAN) is a network that covers a large geographic

area such as continents, countries or the whole world. An example of a
WAN is a network that connects the district office computers of a company
across the country or across several counties in the world. Computers are
often connected to a WAN via public networks such as the telephone
system or by dedicated lines or satellites.

A virtual private network (VPN) extends a private network across a public

network, and enables users to send and receive data across shared or public
networks as if their computing devices were directly connected to the
private network. Applications running across the VPN may therefore benefit
from the functionality, security, and management of the private network.

VPNs may allow employees to securely access a corporate intranet while

located outside the office. They are used to securely connect geographically
separated offices of an organization, creating one cohesive network.

Wired Vs. Wireless Networks

A wired network is one in which the networked devices are interconnected

with a physical medium such as a cable while a wireless network has no
physical medium, data is directly routed through air or wireless means

Advantages of wireless networks:

 Mobility - With a laptop computer or mobile device, access can be available

throughout a school, at the mall, on an airplane, etc.
 Fast setup - If your computer has a wireless adapter, locating a wireless
network can be as simple as clicking "Connect to a Network" -in some
cases, you will connect automatically to networks within range.
 Cost - Setting up a wireless network can be much more cost effective than
buying and installing cables.

UACE Sub. ICT Twehangane Modern

 NETWORKING 185

 Expandability - Adding new computers to a wireless network is as easy as

turning the computer on (as long as you do not exceed the maximum
number of devices).
 Speed - The transmission speed of wireless networks is improving;
however, faster options (such as gigabit Ethernet) are available via cables.
If you are also moving large amounts of data around a private network, a
cabled connection will enable that work to proceed much faster.

Disadvantages of wireless networks:

 Security - Be careful. Be vigilant. Protect your sensitive data with backups,

isolate private networks, provide strong encryption and passwords, and
monitor network access traffic to and from your wireless network.
 Interference - Because wireless networks use radio signals and similar
techniques for transmission, they are susceptible to interference from
lights and electronic devices.
 Inconsistent connections - Wireless connections are not nearly as stable as
those through a dedicated cable.

NETWORK TOPOLOGIES

Network Topology
A network topology refers to the physical arrangement of local Area Network
devices (nodes) in a communication network.

There are two methods of connecting:

 physical topology and

 Logical topology

Physical topology is the Arrangement of cables, computer, and other

peripheral devices in relation to each other on a network.

Logical topology is the method used to pass information between workstation

on a network

There are several physical network topology set ups:

 Star topology
 Bus topology
 Ring topology
 Mesh topology
 Tree (Hierarchical) topology
 Hybrid topology
 Point to Point topology

UACE Sub. ICT Twehangane Modern

 NETWORKING 186

Bus Topology
It consists of a single central cable that connects all computers and other
devices together called a backbone or Bus

Advantages of Bus Network:

 Cheap and easy to install

 Computers can be attached and detached without disturbing the rest of
the network.
 Failure of one device cannot affect the network.
 It’s good for smaller networks not requiring higher speeds
 Requires less cable length than a star topology
 Easy to add new workstations on the network
 Easy to connect a computer or peripheral
 It has high transmission speed if coaxial cable is used

Disadvantages of Bus Network

 If the bus itself fails, the entire network will not work.
 If more data flows, the network slows down.
 Its Limited in size and speed
 Its less secure since all data is transmitted by only one main cable
 The transmission slows down as more workstation are added

Ring Network

A ring topology consists of a cable forming a closed ring or loop. (Ring/cycle

shaped). Topology where all devices on the network are connected to one
another in the shape of a closed loop, so that each device is connected directly
to two other devices, one on each side of it to form a ring. Each data packet is
sent around the ring until it reaches its final destination.

Advantages of Ring Network

 It can cover a large distance.

 The speed of data transmission is high since each workstation can boast
the signal
 No collision of data occurs as data travels in one direction only.
 Its orderly network where every device has access to the token and the
opportunity to transmit
 Its Performs better than a star topology under heavy network load
 Cheap to install since there is only one cable between each workstation.

Disadvantages of Ring Network

 More difficult to install.

 If the cable fails, the whole network goes down
 Network adapter card are expensive

UACE Sub. ICT Twehangane Modern

 NETWORKING 187

 Moves, additions and changes of devices affect the entire network.

Star Network:

All computers and devices connect to a central Hub / switch. Data transmitted
passes through the hub

Advantages of Star Network

 Easy to install and maintain.

 Devices can be added and removed without disruption.
 Reliable because each device connects directly to the hub
 Its best for large networks
 If one cable or station fails, the entire network is not affected
 High speed transmission is possible since each station has a dedicated
cable
 Greater security as connection from one station to server is unique.
 No disruptions to the network when connecting or removing devices

Disadvantages of Star Networks

If the hub fails, the entire network will fail.-Expensive to install.

Requires more cable length than a bus topology
If the cable fails the workstation cannot receive data via any other route
if the hub or switch fails, attached are disabled

Tree topology
A tree topology combines characteristics of bus and star topologies;

Advantages of Tree topology

 Allows for point-to-point wiring for individual segments.

 Supported by (compatible with).several hardware and software .

Disadvantages of tree topology

 Overall length of each segment is limited by the type of cabling used.

 If the backbone line breaks, the entire segment goes down.
 More difficult to configure and wire than other topologies.

Hierarchical topology

It is like the extended star topology, except computer controls traffic instead of
a hub or switch

Mesh topology

UACE Sub. ICT Twehangane Modern

 NETWORKING 188

This is a network where each device has its own connections to all other
devices on the network.
It provides each device with a point- to- point connection to every other device
in the network.

Advantages of mesh topology

-If there are other possible routes through the network, the damage of one or
several cables or computers may not have vital impact except the involved
computers -
Mesh networks provide redundancy, in the event of a link failure, meshed
networks enables data to be routed through any other site connected to the
network.

Disadvantages of mesh topology

It’s the most expensive and difficult to maintain because each device has a
point-to-point connection to every other device. The damage of at least one
cable or device may damage the network seriously if there are only few cables
in the network.

Hybrid Networks:

These are a combination of Star, Ring and Bus networks.

Considerations when choosing a topology:

 Money.
 Length of cable needed.
 Future growth.
 Cable types

Intranet, Extranet & Internet

Intranet refers to a connection of private computer networks within an

organization.
An intranet has tools to facilitate communication between organization's
employees or workgroups to improve the knowledge and data sharing
capability.

Advantages of Installing an Intranet

 Sharing resources such as laser printers, fax machines, modems, scanners,

etc. Is simplified
 Electronic Mail: Electronic mail on a LAN can enable students to
communicate with teachers and peers at their own school.

UACE Sub. ICT Twehangane Modern

 NETWORKING 189

 Flexible Access: School networks allow students to access their files from
computers throughout the school. Students can also work cooperatively
through the network.

Disadvantages of Installing a School Network

 Expensive to Install. Although a network will generally save money over

time, the initial costs of installation can be prohibitive.
 Requires Administrative Time. Proper maintenance of a network requires
considerable time and expertise.
 Must Monitor Security Issues. Wireless networks are becoming
increasingly common; however, security can be an issue with wireless
networks

Extranet is a computer network that allows controlled access from the outside
for specific business or educational purposes. Extranets are extensions to, or
segments of, private intranet networks that have been built in many
corporations for information sharing.

An extranet is a computer network that allows controlled access from the

outside for specific business or educational purposes. Extranets are extensions
to, or segments of, private intranet networks that have been built in many
corporations for information sharing.
Most extranets use the Internet as the entry point for outsiders, a firewall
configuration to limit access and a secure protocol for authenticating users

Advantages of extranet

 Exchange large volumes of data using Electronic Data Interchange (EDI)

 Share product catalogs exclusively with trade partners
 Collaborate with other companies on joint development efforts
 Jointly develop and use training programs with other companies
 Provide or access services provided by one company to a group of other
companies, such as an online banking application managed by one
company on behalf of affiliated banks.
 Share news of common interest exclusively

Disadvantages of extranet

 Extranets can be expensive to implement and maintain within an

organization (e.g., hardware, software, employee training costs)
 Security of extranets can be a concern when hosting valuable or
proprietary information.

The Internet is a global connection of computer networks. The Internet links

together millions of computers, to exchange and share information all over the
world.

UACE Sub. ICT Twehangane Modern

 NETWORKING 190

Benefits of installing an intranet in a school

 Facilitates internal emails

 Provides access to company contacts information, procedure manual and
other frequently updated documents
 Used for posting and updating employee forms
 Posting internal job listings
 Provides electronic catalogs for ordering supplies
 Facilitates collaborative computing
 Scheduling meeting and appointments.
 Posting financial statements and other types of corporate information
 Maintains shared calendars, projects timelines and other project
documents
 Provides access to company databases and other systems
 For monitoring internal security.

UACE Sub. ICT Twehangane Modern

 ELCTRONIC PUBLICATION 191

13
ELCTRONIC PUBLICATION

Desktop Publishing
Electronic Publishing refers to the use of digital resources and equipment to
create and disseminate information by electronic means.

Desktop publishing refers to the process of producing publications like cards,

newsletters, brochures, etc., by designing their texts and graphics layout and
inserting editing ,formatting and printing of text and graphical objects using
publishing software installed on the computer or

Publishing is the process of producing publications like newspapers, cards,

calendars, etc. that has special texts and graphic layouts and designs

Desktop Publishing Software

This refers to application software that is used in the production and designing
publications with advanced features and graphics by use of the computers

Examples of Electronic Publishing Software

 Microsoft Office Publisher  Flip B

 Adobe InDesign  InHouse Digital Publishing
 Adobe Illustrator Software.
 Corel Draw  Frame maker
 Prince XML  HTML5 Page Flip
 PUB HTML5  Hyphen
 QuarkXPress  Inpage
 Quick silver  Maul Publisher
 Rag-Time  Page Plus
 Page Stream

Examples of publications that can be produced by DTP

 Business cards  Post Cards

 Brochures  Labels
 Identity cards  Newsletters
 Flyers  Calendars
 Invitation cards  Menus
 Certificates  Letterheads
 Greeting cards  Catalogs
 Banners

UACE Sub. ICT Twehangane Modern

 ELCTRONIC PUBLICATION 192

Features of desktop publishing software

 Page layout: The ability to define the layout of a page using frames to place
text and pictures.
 Font and styles: A wide range of fonts and styles.
 Drawing facilities: Some drawing facilities, although they may be limited.
 Importing pictures and text: The ability to incorporate pictures and text
from other packages into a document.
 Clip art: A library of pictures for you to include in your document.
 Accurate positioning: The ability to position objects extremely accurately
on the page using guidelines or a grid.
 Frame-This contains a variety of objects such as graphics, tables, text
boxes which can be resized, moved and manipulated to suite the user
needs.
 Handles-They enable you resize your frame by clicking and dragging
around them.
 Template-These are pre-defined and pre-chosen design styles and formats
that you can use.

Characteristics of Desktop Publishing Software

 They have color libraries.

 They have drawing and picture editing tools.
 They allow for color separation.
 They do high quality graphics work.

Advantages of electronic publishing

 It is speedy and easily searchable.

 Rapid communication between the participants on the network.
 Electronic interaction with the buyer or user of an e-publication where the
producer can collect valuable market research data very cheaply.
 Lower costs of review to changes and additions.
 E-publishing is accessible to all users regardless of a geographical location.
 Saves time and storage as more information can be stored electronically
than on paper

Disadvantages of electronic publishing

 Computers may not be available everywhere.

 Many people will need training to use the resource.
 It requires computing equipment to use.
 Publications may experience inconsistency of appearance between
different computer architecture.
 Update is not of all pages.

UACE Sub. ICT Twehangane Modern

 ELCTRONIC PUBLICATION 193

Applications of electronic publishing software

 Used in designing email publishing content.

 Producing electronic books
 Producing electronic journals
 Used in web publishing
 Developing digital content

PAGES 193 - THE END

TWEHANGANE DELIGHT MODERN

Wishes you all the best!

UACE Sub. ICT Twehangane Modern