UNIT 2: COMPUTER INPUT, OUTPUT AND STORAGE

DEVICES

Structure
2.1 Objectives
2.2 Hardware
2.3 Input devices
2.3.1 Keyboard
2.3.2 Mouse
2.3.3 Speech Recognition Software
2.3.4 Scanner
2.3.5 Bar code reader
2.3.6 Touch screen
2.3.7 Digital camera
2.3.8 Microphone
2.4 Output Devices
2.4.1 Monitor
2.4.2 Thin Film Transistor Liquid Crystal Display (TFT LCD)
2.4.3 Printer
2.4.4 Speaker
2.5 Selection of Printer
2.6 Memory
2.6.1 RAM
2.6.2 ROM
2.6.3 Magnetic memory device
2.6.4 Magnetic tape
2.6.5 Hard disk
2.6.6 Compact Disk
2.7 Let us sum up
2.8 Model Answers to check your progress

2.1 OBJECTIVES
In the first unit, we have discussed about the organization of computer. We have understood
roles of various components of computer, their functional dependency on each other and roles of
memory. In this unit, we will discuss in details about the input/output organization and memory
unit of the computer. The discussion in this unit is confined to input and output devices popular
in offices. After reading this units, you will be able to:

• identify popular input and output devicesof computers in offices and homes.
• understand functioning of input and output devices
• understand memory organization of the computer system

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2.2 HARDWARE

Since its inception, computer consists of two interconnected concepts i.e. hardware and software.
Hardware is a comprehensive term for all the physical parts of computerincluding electronic
circuit within cabinet, printer, mouse and keyboard etc. Thus, hardware is visible and tangible
components of computer. Software can be defined as set of programmes, which run computer
and performs special tasks on the instructions of users. Programmes can be defined
assequentially arranged instructions, which are written in special languages understood by
computerto execute specific tasks. These languages are known as programming languages. This
unit elaborates only hardware component of the computer. Software component of computer will
be discussed in the next chapter.

The minimum essential hardwarecomponents of computerother than input and output are usually
situated inside computer.For example RAM, ROM, Hard disk, CD-Drive and motherboard are
situated inside computer. Input-output devices and other devices used rarely are connected from
outside to perform specific functions. For example, printer, pen-drive, speaker, microphone and
scanner are connected to computerfrom outside. Any device that is not internal part of computer
is known as peripheral device. These devices are usually plugged to computeron the backside of
the cabinet. Some PC models position the connecting ports for frequently used peripheralssuch
as USB based devices, speaker and microphone on the front side of cabinet.Some of frequently
used input and output devices in office environment are listed below in the table 2.1.

Input Devices Output Devices

Keyboard Monitor
Mouse Printer
Microphone Speaker
Scanner
Touch screen
Table 2.1 Input and output devices

2.3 INPUT DEVICES

Input devices are used to feed data and instructions to computers from users, other machines or
from surrounding through sensors. Data and instructions can be typed (fed manually)with the
help of keyboard, mouse, touch screen or other pointer devices. Other inputs devices are capable
of inputting data automaticallyto computer. Electronic sensor,Scanner and OMR are used for
automatic feeding of data.
One of the major constraints in manual feeding of inputs is the mismatch between speed of CPU
and input devices. An efficient computer operator can only type 35 to 40 words per minute. Thus
most of the time, CPU remains idle, waiting for the inputs from users.In last unit, we have
understood role of controllerin overcoming mismatch between speeds of input device,and
processing unit. Controllers act as buffer between input devices, memory and CPU units to
overcome mismatch in their speeds.

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2.3.1 KEYBOARD

This input device is used to feed alphanumeric data to computer. This is the most popular input
device. Wecannot think of a computer without keyboard. Users can feed characters, numbers and
other special characters to computers with the help of keyboard. Keys are mounted on the front
panel of the keyboard. The layout of the keys inthe keyboard is similar to layout of keys on a
typewriter machine.A standard keyboard usually has 102 to 105 keys. Some keyboards have
additional keys to run commands on window operation system, to play multimedia applications
and/or browsing internet and email. Keys on a keyboard are classified into following groups:

Fig. No. 2
Alphanumeric keys
The alphanumeric keys consist of a separate key for each alphabet of the English language, keys
for 0 to 9 numbers and special characters like +, - * etc.The layout of alphanumeric keys is
similar to that of typewriter.This layout is popularly known as the QWERTY layout. It is named
after the firstsix letters in the top row of alphabet keys pad. The same key is used to type capital
and small letter however, only capital letter is inscribed over the keys. Shortly, we will
understand how to type capital and small alphabet from the same key, when we discuss the
functions of the Shift and Cap Lock keys.Now, keyboards forIndian regional languages are also
available in the market, but you will get, keyboard for English language in most of the office as
most of the business correspondence in current time is done in the English language.

Function keys
There are twelve function keys,labeled as F1, F2, F3, F4 …F12, on the keyboard. Function keys
are situated at the top row of the keyboard. The function keys perform special tasks. These tasks
differ from one software to another. Thus same function key performs different tasks in different
applications. Some software allow users to assign tasks to function keys. However, most of the
software reserve F1 function key to extend online support to users.

Enter key

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It is similar to the ‘return’ key of the typewriter. It is used to insert new paragraph/line, while
typing of documents. A new paragraph is inserted at the position of cursor by pressing the enter
key. This key is also used to instruct computer to execute a command or programme. Select the
application to be run by clicking its icon, than press enter key to run that application or type the
command in the Run-box of the Windows operating system and press enter key to execute
command typed in the run-box.

Spacebar key
It is used to enter unit space at the position of cursor during typing of documents. Cursor along
with texts moves to right side after inserting a space by pressing the spacebar key once. This is
the largest key situated on the bottom side of keyboard.

Backspace
This key is used to delete one character, positioned left to cursor, Cursor also moves to the left
by one character, when backspace key is pressed. Press backspace key repeatedly to delete
desired characters, while one character is deleted by each stroke.

Delete
This key is used to delete one character right to the cursor, while rest of the text move to left and
cursor remains at the same position after the deletion.

Insert
Insert key is used to toggle between insert or overwrite modes during data entry or typing a
document. When you are in the insert mode, whatever you type, is inserted at the position of
cursor and existing texts right to the position of cursor, move further away to the right side.
When you are in overwrite mode, whatever you type it will replace the existing texts right to the
position of cursor. Some software has disabled the function of this key. For example, Insert key
works in the earlier versions of the MS-Office i.e. MS Office 98 and MS Office 2003, but later
versions of the MS-Office i.e.MS-Office 2010 and MS-Office 2007 have disabledthe function of
the insert key.

Shift
Special and number keys on the keyboard are assigned two characters/symbols, similarly same
alphabet keyis used to type small and capital letter of the English alphabet. Each key in the
number pad is assigned one more special symbol. Number assigned to a key is inscribedon the
lower side and the corresponding special character isinscribed on the upper side,over the number,
on the face of key. For example, the key inscribed 2 is also used to type @ symbol.

The shift key is used to type capital letter from alphabet keys and special character assigned to
number keys. First press the shift key and then without leaving it press, the key assigned the
special character. You can type capital letters in the similar fashion with the help of shift key.

Shift + Alphabet keys = Capital letters

Shift + Numeric keys = special characters inscribed on the top of number

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There are two shift keys on the keyboardpositioned on the left and right corners of the alphabet
panel.

Home and End keys

These keys behave differently in different software, for example, when you are typing a
document in MS-Word, pressing of home key takes cursor to the start of line and pressing of the
End key take cursor to end of line. However when you are preparing a worksheet in MS Excel
software, pressing of the Home key move to the first field of the focused row and pressing of the
End key takesworksheet in the end mode.

Caps Lock
The Caps Lock key function in toggle mode i.e. on and off the capital lock features. When it is
inthe ‘on’position, it locks the alphabetkeys for capital letters only. Whatever you type now, it
will be typed in capital letters. There is a light indicator over the keyboard to reflect the position
of the Cap Lock key. This indicator flashes light when Cap Lock is on. You can switch off the
capital lock by pressing Caps Lock key again, now capital lock indicatorgoes off.Whatever you
type now, it will be typed in small letters.You can type capital letter in this situation by
combining Shift and alphabet keys. The Cap Lock key has no impact on number and special
keys.

Tab
Tab key is used to insert predefined gap in the text at the position of the cursor while typing a
document. When you press the Tab key, the cursor move to the next tab position defined in that
document. You will learn the procedure to define tab position in a document in the next of this
course. Tab key is also used to insert indentation into a document. When you are filling forms
online, pressing of the tab key, moves cursor to next dialogue box, to be filled by you. The
pressing of Tab key shifts focus to next icon on the desktop, while focus is on any of the
shortcut/icon on the desktop of the Windows operating system. Thus, function of tab key varies;
it depends on application under focus and operations performed by computer at the time of
pressing tab key.

Ctrl
The Control key (Ctrl) is used in conjunction with other keys of the keyboard to execute specific
tasks. The combination of Ctrl and other keys perform different tasksin different software. These
combinations are called as shortcuts of that software.For example, Ctrl + O and Ctrl + P
shortcuts are used to open and print files respectively from any of the applications of MS Office.
Short-cut keys of software popular in the office environment will be deliberated later in other
units of this course.

Alt key
Alt key is used in combination of other keys of the keyboard to perform specific tasks. The
meaning of combinations of Alt key with other keys changes from one software to another. Same
keys combinations behave differently in different software. Combinations of Alt key with other
keysare frequently used by application software to activate menus or to select specific command
from the menu.
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Esc
This key is used to stop/abort the current process/task and probably it reverts back changes made
by the task being cancelled by pressing the Esc key. Be careful, you would not be always
successful in reverting back changes made by the cancelled task. For example, while formatting
a drive, pressing of escape key could not protect data stored on the drive. Some commands,
particularly system commands, do not expect from you to press escape key to abort operation till
operation is successfully completed. Thus, make sure the possible outcomes of pressing Escape
key before aborting a programme. For example, when you restore data on computer, the system
warns you not to abort the restore function.

Arrow keys
There are four arrow keys with arrows heading in four directions (left, right, up and down).
These keys are used to move cursor in any of the four directionswhile drafting a document and
data entry.

Numeric keypad
The numeric keypad consist of keys inscribed with numbers 0 to 9 andarithmetic operations (+, -,
x, %). The layout of numeric keypad is analog to that of traditional calculator. These keys are
duplicated elsewhere in the keyboard. The number keys are assigned dual characters each key is
assigned a special symbol apart from number. The Num lock key at the upper left corner of the
numeric keypad works in toggle mode. When it is on, numeric keypad behave like a calculator
and when it is off, it is used to type alternative characters assigned to keys of the numeric
keypad.

Print Screen
Earlier, this key captured text from the screen of computer and sent it to print. Now, this key
captures image of the screen, called screen-shot and copies it in the clipboard instead of sending
to printer. Screen - shot can be pasted easily in different applications from the clipboard.
Clipboard can be defined as common memory space, used by application software to store copies
of data, which can be pasted in the same or other applications.

Scroll Lock
This key stops the scrolling of text temporarily or halts the operation of the current programme.
Earlier, pressing of scroll key caused document to scroll without changing the position of the
cursor.Now, this key is inactive in most of applications as text is automatically adjusted within
window. The concept of window-based display is explained in third and fourth units of this
block. Few applications allow scroll lock key to change behaviour of the arrow keys, page-up
and page-down keys. Scroll lock key toggle in on and off positions. There is a light indicatoron
keyboard to reflect the position of the scroll lock key. When scroll lock key is in on stage, the
indicator emits light. The scroll lock key can be switched off by pressing this key again.

Pause/Break
Earlier, this key was used to pause a long running text.This function is disabled as flow of long
text is automatically framed in windows. Now Break key is being used by software in different

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ways. It may be used to switch between multiple login sessions, to terminate a programme or to
stop a modem connection. Text never runs beyond boundary of window.

Keyboard Shortcuts
Keyboard shortcuts are used to instruct computer to perform specific functions/tasks by using
keyboard. This process expedites instruction-feeding process that is why these are called
shortcuts. Shortcuts are documented with ‘+’ sign between two keys. For example, CTRL + S
shortcut reflects that press and hold Control key and then press S to save document in MS-Word
software. Every software has special shortcuts for operations performed frequently.
Shortcutsdiffer from one software to another.You can easily find keyboard shortcuts from the
manual of the software. Shortcuts of software can also be found from menus and tool-bars of that
software as shortcuts of commandsareusually written next to it on the menu bar.

DO’S WHILE TYPING

1. Place keyboard at elbow level. Your upper arms should be relaxed at your sides.
2. Do not hold pen and pencil in hand, while typing.
3. Wash your hand before using keyboard to avoid stick keys.
4. Position the keyboard directly in front and close to you so you do not have an excessive
reach and
5. Your forearm should be in parallel of the floor

DON’TS OF KEYBOARD

1. Do not rest your arm and hand on keyboard,

2. Do not press key for long,
3. Keep liquid and eatable items away from keyboard,
4. Do not press keys with force,
5. Do not place any object on keyboard and onthe cable connecting keyboard with computer,
and
6. This cable should not haveany kinks. It should be kept away from sharp edge furniture.

CLEANING OF KEYBOARD

1. Unplug keyboard from computer before cleaning. Keyboard should be unplugged only when
computer is off,
2. Do not spill liquid detergent or water on keyboard,
3. Gently clean the keyboard with a wet cotton swab,
4. Use either sprit or alcohol to get rid of sticky remedy,
5. Plug-in keyboard only when computer is off and keyboard is completely dry,
6. Turn back keyboard and pat with mild force regularly to remove dust and pins. Vacuum
cleaner can also be used to remove dust, and
7. Do not screech wire connecting keyboard to computer.

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The disadvantage of keyboard is limited typing speed of human and manual feeding of
information through typing. Inputs from keyboard are prone to human data entry errors.
Keyboard occupies lot of space on desk.

2.3.2 MOUSE

Mouse is the input device used to move cursor at any place over the screen.Therefore, mouse is
alsorecognized as pointer device. Mouse is an important input devise in the Graphical User
Interface(GUI) based environment. It gets its name due to its physical shape, which looks like a
mouse. Its outer cover can be easily gripped under palm. The mouse was first packaged with the
Apple Mac computer in 1984. Mouses are available in different shapes and sizes in the market.
Mouse may have two, three or four buttons on the top, with or without rolling wheal.
Input from mouse generates two actions. First, as we move mouse over a flat surface, cursor on
the screen moves accordingly, second there are buttons on the top of mouse similar to keys of
keyboard, when you press a button, computer takes action on the basis of which button is press,
how many times it is pressed, location of pointer on the desktop, icons under the mouse pointer
at that time and any movement in cursor at the time of pressing key. Left button is used to select
objects and to execute command and right button is used to open popup menu for object/icon
under the pointer. The scroll wheel on the top of mouse is used to move text up or down in the
active window.
Mousses are classified into two categories on the basis of theirworking principle i.e.mechanical
mouse with roller ball and optical mouse. Roller ball based mechanical mouse has a rubber ball
at the bottom side of mouse.When you move mouse over a flat surface, this ball also rolls.
Mouse sense the movement of ball in two directions (horizontal and vertical)accordingly cursor
move over the screen.

Microprocesso Ball movement reader

r

Roller Ball

Fig 3

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Optical mouse emits red colour light from bottom side, there is a light sensor on the bottom side
of the mouse. It sense any change in the intensity of light reflected by surface,when mouse is
moved. As you move mouse over a flat surface, the intensity ofreflected light also change. The
change in the intensity of reflected light is sensed by the mouse and it makes appropriate change
in pointer position over the screen. Optical mouse are more reliable and have longer life than
mechanical mouse as there is no moving part in the mouse. Dust, small pins, papers, hairs get
inside of mechanical mouse by sticking over its roller ball. These objects can damage internal
parts of mechanical mouse.
The latest update in mouse technology is tail-less mouse. This mouse is connected with computer
through infrared orBluetooth connectivity. Bluetooth and infrared communication allows
wireless transfer of data between two closely placed electronic devices. Users are free to take
tail-less mouse at any place within five metersradius of computer. This kind of mouse can be
connected to computer, which supportsinfrared or Bluetooth communication.
Mouse is replaced with touchpad in laptop. Touch pad is astationary, pointer device. Touchpad
has a small rectangle pad and few buttons on the side of the pad. Computer senses the
movement and pressure of finger over the pad; makes movement in the cursor and takes action
accordingly. Single quick hit of the index figure over the touch pad is equivalent to single click
action of mouse. Similarly, two consecutive hits of the index figure over the touch pad is
equivalent to double click action of mouse.

How to handle mouse:

a) Rest palm on the body of mouse

b) Index finger rests on left button and middle finger on the right button, do not press
buttons
c) Wrist should rest on table and other figures and thumb can be used to have a better grip
of the mouse
d) Gently drag mouse over the mouse pad, without jerks. Keep the movement of mouse over
the mouse-pad

The mouse pointers takes different shapes depends upon task being processed and location of
pointer over the screen at that time. The popular icons used as mouse pointer and there meanings
are as follows:

Arrow pointer (  ): when mouse pointer points to an executable object/programmed, it takes

the shape of arrow pointer. Double clicks over the object to run that programme.

Hourglass (  ): When computer isprocessing task and expects you to wait until work is
processed, the pointer change to hourglass. You are usually not allowed to feed data or
instruction in that application till pointer shape is hourglass. Some applications has replaced
hourglass with other movable icons. For example, Windows Vista operating system uses
icon, in place of Hourglass to indicate busy state of computer.

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Hand (): When pointer points to hyperlinked text or icon, it changes from arrow to hand
shape. Clicking on hyperlink opens the relevant web page or MS Outlook to send e-mail.

Cross hair or Double arrows ( ): when you move pointer to the border of window, the
pointershape change from arrow to cross hair or double arrows shape. You can resize the
window by drag action, when pointer shape is double arrows. You can move the underlying
window, when pointer shape is the cross hair.

I beam: the pointer changes to I beam, when you are typing in word processing application. The
I beam reflects the position of typing.

There are four ways to feed instructions through mouse. Buttons of the mouse are used to
perform following operations.

a) Click,
b) Double click,
c) Right click, and
d) Drag and drop action

Click: Press and release the left button of mouse quickly only once, without moving the mouse.
When pointer takes the shape of arrow point, single click is used to select object under the
pointer.

Double click: Press and release the left button of mouse twice in quick succession without
moving mouse. Double click is used to run application software. Take mouse pointer over the
shortcut or icon of the application to be run, and then double click the left button without moving
the mouse to run that application.

Right Click: Press and release the right button of mouse without moving it. Right click, when
pointer is over an icon/shortcut or objects. It brings the pop-up menu relevant to objects under
the pointer at the time of doingthe right click. The pop-up menu is also recognized as on-demand
menu. Commands in the pop-up menu depends on the objects over which pointer is positioned.

Drag and Drop Action: you can move files, folders or objects from one place to another over
the desktop (screen), hard disk, pen drive, CD etc.through drag and drop action. First, take
pointer over object, which is to be moved. Press and hold down left button. Move the pointer to
the position where selected objects to be moved. Release the mouse button, once pointer reaches
the destination. This action move the selected object to desired folder. Drag action is also used in
selection of text, while preparing a document. Different actions of mouse in application software
are discussed in the other units of the course.

DO’S AND DON’TS OF MOUSE:

a) Keep the surface clean,where you place and move mouse. It is more appropriate to use
mouse pad for the movement of mouse,

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b) Allow free movement of cord of mouse connecting it to computer. Do not pull mouse chord,
c) Do not rest your hand on the mouse, while resting,
d) Mouse should be placed adjacent to the keyboard and at the same height of keyboard,
e) Rubber ball at the bottom of mouse needs periodic cleaning. Read instructions manual of
mouse before taking out and cleaning roller ball. The ball should be dry completely before
placing it again inside the mouse, and
f) Do not hardpress buttons of mouse.

2.3.3 SPEECH RECOGNITION SOFTWARE

Speech Recognition Software converts speech into text. Now, textand instructionscan be dictated
to computer through Speech Recognition Software.This kind of input devices encourage uses of
natural language to programme and instruct computer. However, the most successful speech
recognition software is able to recognize about 80% of words accurately.The way of delivery of
speech changes from one person to another.Tone and ascent of the speaker can change the
meaning of sentence though speech recognition software could not differentiate these
differences. Thus, every person needs to createits own database of spoken wordsand
corresponding typed words to train the speech recognition software. Carrying out full
conversation with computer is the ultimate goal of speech recognition input. The Optical
Character Recognizing (OCR) and speech recognition software are viable alternative of
keyboard and mouse, these devicespermit auto-feeding of data. These devices improve the
accuracy and speed of inputting data. The physically challenged people, who could not use
keyboard and mouse,can effectively instruct computer through speech recognition software.

2.3.4 SCANNER

Scanner is an input device used to feed data and instructions directly from papers to computer.
Scanner captures image of the whole paper and converts it into digital format. Computer extracts
text from the captured digital image of paper with the help of Optical Character Recognition
(OCR) software. Users can edit and make last minute changes in scanned texts and images. Thus,
users can prepare documents without retyping.Thus, scanner minimizes errors incurred due to
typing.An intelligent OCR can easily segregate images and text from the scanned documents. An
intelligent scanner can auto set the orientation of text collected from various scanned documents.
All scanned papersare aligned in the same direction regardless of orientations of papers during
scanning. IGNOU, UGC, other government agencies have uploaded large volume of scanned
documents, over their web for the public. The scanned documents are digitized before uploading
over web sites so that web surfers can perform search on the scanned documents and easily get
contents of their interest. Scanners are classified as flatbed and hand-held scanners on the basis
of the manner documents are scanned. The flatbed scanner scans a paper in the similar fashion as
a photocopier machine scans documents. Paper is placed over a glass pan in the flatbed scanner.
Scanner head automatically moves from one corner to another corner of the paper to scan it.
Users need to move scanner-head physically over paper in the case of hand held scanner. Hand
held scanners are portable. You must have seen held scanner in big shops and shopping malls to
scan and note down details of items purchased by customers. Hand held scanner is scanned over
the price and product specification tags to note down details.

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Scanners are also characterized by scanning speed i.e. number of papers scanned in a minute,
resolution of scanner i.e. number of dots scanned in per inch2 area,its capability to extract texts
and images from the scanned documents and its compatibility and connectivity with popular
software in office environmentso that scanned documents can be edited easily with popular
documentation software.

2.3.5 BAR CODE READER

Bar code are thin lines of black colour of equal length may be of different width placed in
parallel of each other. You must havenoticedbar codes over products used in day-to-day life
such as books, soaps, tea box, telecom powder, hair oil etc. These codes are used to display
details of the products and their prices, but you cannot make meaning of the lines of bar code by
naked eyes.You can make meaning of bar codes withthe help of bar code reader. Bar code reader
is a special kind of small hand-held scanner; used to read bar codes of products. You must have
seen bar code machine at post office, big shops and shopping malls. Do not make abrupt
movement of scanner while scanning bar code.Once bar code is read correctly by the scanner, it
is reflected over the screen and signaled with a beep. Now you can read bar codes of other
products in the similar fashion.

2.3.6 TOUCH SCREEN

Touch screen monitor can sense any pressure on the screen. A user can input data by touching
screen in a systematic manner.Touch screen device allows you to select items from screen or
instructs computer to perform task by touching specific icon over the screen by your figure or
any other pointed objects.Touch screen sends input to computer on the basis of position of
making pressure, movement of fingers and object or icon on the screen while making pressure.

The life span of the touch screen monitor is low. People usually have pen and coins in hand
while touching the screen, these objects mayun-intensely make scratches, over the monitor.
You should avoid sharp end objectives to touch icons over the touch screen. The touch screen
should be cleaned frequently due to image degradation from fingerprints and sticking of finger
oil on screen.Make sure that your hand should be cleaned while touching screen. Touch screen
machine are commonly used at information kiosks and banks’ ATMs.

2.3.7 DIGITAL CAMERA

Digital camera in alike an ordinary camera with one difference, ordinary camera takes analog
picture over a film-real whereas digital camera takes digital picture over an electronic memory.
Digital camera permit deletion of picture without any wastage, however rejection of images on
ordinary camera leads of wastage of film-real. Digital camera is used to record still photographs
as well as videos. Digital Photos and videos can be edited with multimedia software. Digital
camera is also used for web casting and preparation of multimedia.

2.3.8 MICROPHONE

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Microphoneis capable of feeding audio signals to computer.Microphone is connected to a sound
card, which convert audio singles into digital form before saving it in computer.Size of audio
files depends on quality of sound and format used to save file. File with high quality sound
occupy more space. Files in WAV or MP4 format grab more space. Files in MP3 or 3GP formats
occupy very low space. If you have to transmit audio signals over the internet, you should have
low size files so that it can be transmitted/downloaded immediately over the internet at low cost.
Now, speech recognition software and similar other features of Windows operating
system,which sense and manipulate audio signals andallow you to enter commands and data by
narrating computer through microphone.

Check your progress activity 1

a) Write down two popular input and output devices used frequently in offices.
b) Write down different ways of feeding instructions through mouse.

2.4 OUTPUT DEVICES

Any peripheral device used to communicate results of the data processing carried out by
computer to outside word is called the output device.
Output of computer on paper is known as hard copy. Printers and plotters are used to get hard
copy of the output. Plotters are used to draw large size drawing and are used mainly for
architecture and engineering tasks. Therefore, plotters are not discussed in this course.Printers
are classified on the basis of its’ working principal. Three types of printers have been used
frequently in offices i.e. dot matrix, laser and inkjet printers. We will discuss about these printer
in short while.

2.4.1 MONITOR

Every computer is connected with a monitor to display information. Monitors are rectangular in
shape with aspect ratio of (length to width ratio) 4:3. You must have noticed that most of the
pictures in newspapers, books andmagazines are with this aspect ratio. Thus, human feels more
comfortable in watching a display with aspect ratio of 4:3.Monitors are available in different
sizes like televisions.The size of a monitor is reflecting by the diagonal length of the screen of
that monitor. The sizes of monitorsare in the range of 15 to 21 inches. Monitors with size more
than 21 inchesare not needed in offices. Another important feature of monitor is the resolution of
the monitor. The resolution of monitor is measured by numbers of pixels is the unit area.Pixel
can be defined as smallest unit of display that can be control by monitor. The entire screen is
made of pixels placed horizontally and vertically. Display in high-resolutionmonitor (More
pixels in unit area) is of high quality and attractive. Another important feature of monitor is
maximum number of colours can be displayed by a pixel. Monitor with high resolution and more
colours are needed when we run highly graphical and multimedia-based application.

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Monitor may be based on Cathode Ray Tube (CRT) technology or Thin Film Transistor Liquid
Crystal Display (TFT LCD). Monitor based on Cathode Ray Tube (CRT) technology looks and
functions alike a television. A CRT picture tube is used to display information. Electromagnetic
rays strike on the front glass of the picture tube to generate display. These rays can be distorted
easily by electro-magnetic fields generated by nearby electrical or electronic devices. The
electromagnetic field of nearby electrical appliances may generate flickering effect in picture.

2.4.2 THIN FILM TRANSISTOR LIQUID CRYSTAL DISPLAY (TFT LCD)

Liquid Crystal Display (LCD) technology was introduced in the 1970s. LCD based Monitor
consists of a thin film of a semiconductor material applied over a glass substrate. Each pixel in a
TFT LCD monitor has its own transistor along with the liquid crystal material. LCD based
monitors are more compact and consume very low power than CRT based monitor. The LCD
based monitor put lesser strain on eye and users can work for long hours. The LCD based
monitor emits less harmful rays. However sighting angle of LCD based monitor is narrow, it
forces user to seat exactly in front of monitor. Sighting angle of CRT based monitor is very wide.
Even two or three people sitting around the monitor can have clear view of the screen.

Monitor is major consumer of electricity in a computer. Most of the monitors switch to power
saver mode, when it does not receive any signal from computer for a long. These monitors allow
users to set time for auto-switch off. If you are working on laptop or running computer on
batteries than set auto-switch time very short, so that power of batteries can be saved and system
can work for long.

Flickering in pictures due to electromagnetic field of nearby electrical appliances is very low in
LCD based monitor. Brightness of LCD based monitor is very low. One cannot get proper view
on LCD based monitor, while working under direct Sun light.The CRT based monitor displays
images with higher resolution,it can display more colours than LCD based monitor. However,
size of CRTbased monitor is large and weighty. It consumes more power and generates more
heat.

DO’S FOR MONITOR

a) Adjust the auto switch off function of monitor so that monitor can save optimum power by
automatic switching off monitor when not in use for a long. If auto switch off option is not
available, then turn off monitor or dim the intensity of light when it is not in use. Adjust the
intensity of brightness according to intensity of day light. These steps save power and
improve the life span of monitor.
b) CRT based monitor generate lot of heat. There are ventilation slots on the backside of
monitor to escape heat. These ventilation slots should be unobstructed, otherwise monitor
would be overheated in short span. Keep monitor slightly away from wall to allow proper
ventilation.
c) Keep monitor away from electrical/electronic appliances, which generating electro-magnetic
fields, such as stabilizer, UPS, A.C. The Electro-magnetic field generated from these
devices may produce flickering impact in display.

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d) Computer peripherals are accompanied by manuals explaining their technical specifications,
how to use and care these devices. Short explanationsof frequently occurring errors and
possible remedies for these errors are also documented in the manuals. You should carefully
read manuals before using devices. Some devices are accompanied with online manual,
which can pop up assistance window on the screen by pressing F1 key, while that device is
under use.

DON’TS FOR MONITOR:

a) Do not put wires, stapler pins or paper clips through slotson the backside of monitor meant
for ventilation.
b) Do not spray liquid detergent on your screen. Instead, spray small quantity of liquid
detergent on a plinth-free cloth and then clean the screenof monitor with this cloth.
c) LCD based monitor has a thin layer of plastic protecting liquid crystal material. Never touch
you screen with pen, pencil or any sharp objects. There is fear of preaching of plastic layer.
d) Do not connect or remove monitor while computer is running.
e) Do not run monitor on high brightness. It shortens life of monitor, consumes more power
and put strain on eyes.
f) Use antiglare screen-protector or antiglare spectacles to minimize damage and strain to eyes,
particularly while working on CRT based monitor.
g) Your vital organs of the body such as chest and heart should not be immediately in front of
screen of CRT based monitor. There is threat of exposure to harmful radiation rays from
CRT based monitor.

2.4.3 PRINTER
You cannot carry computer along with you everywhere to read output on monitor. Most of the
time, you need output on paper so that it can be easily carried, perused and stored. You can
archive your documents in printed form. Once you have finalized your documents over
computer, you prefer to have a copy of the document, on permanent basis, by taking its printout.
Therefore,printed outputsare also known as hard copy. Printers are classified into two groups
based on its’ principle of printing i.e. impact and non-impact printers. Printer header has no
direct contact with paper, while printing under non-impact printer. On the other end, printer
header hammers on paper, while printing under an impact printer. Printing under the impact
printer is similar to printing on a typewriter. Non-impact printer makes lesser noise as there is no
hammering impact, while printing. The life of the impact printers is lower as it has parts
performing mechanical movements and header of printer hits paper hardly in making impression
on paper. Hard hitting of paper and movement of components leads to wear and tear in impact
printer. However, the principle of printing is easy under the impact printer, thus these printers are
cheaper and easier to maintain.Dot matrix printer and drum printer are examples of impact
printer. Inkjet and laser printers are examples of non-impact printer. Printer is externally
connected to computer through either of universal serial Bus (USB), serial or parallel connecting
ports. Printer connected with blue-tooth or infrared are called wireless printer. All computers
placed in the coverage range of blue-tooth can share this printer. Network printers are connected

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with LAN/WAN to large numbers of computers. Computers connected with the network can
share network-based printer.
Inkjet: Inkjet printer is first choice of small business and home. Ink is in liquid form in the print-
cartridge. The printer header squirts thousands of tiny drops of ink over the paper in a systematic
manner to print. Inkjet print can print colour as well as black & white prints. The operation of
inkjet printer is noiseless. The quality of printing is high. If quality of paper is poor then liquid
ink can smudge. The cost of inkjet printer is low but printing cost is high as ink cartridge is very
expensive and ink carriage capacity of cartridge is low, you need to change ink cartridge
frequently if printer is not used for few days. Liquid ink gets dry and block nose of printer
header, so you should take some printouts each week to avoid blockage of header nose of printer.
Manual of printer recommends this number.
Laser Printer:This is the most popular printer in medium and large size organizations. The
functioning of laser printer is similar to that of photocopier machine. The ink is in the form of
powder. Paper is given negative electro-magnetic charge and printer drum is given positive
charge. The ink cartridge drops ink at places where drum is charged. Paper is than heated to
make permanent impression of ink on paper. Thus dry ink, electromagnetic field and heat make
impression on paper under the laser printer. The operation of laser printer is noiseless as there is
no contact of printer header with paper during printing. The laser printer can produce high
quality print at high speed. Laser printers are more expensive than inkjet and dot matrix printers.
Laser printer is also available in colour model, but this printer is very expensive. Maintenance
and repair of laser printer are more expensive then that of inkjet and dot matrix printers.

Dot matrix printer:This printer is the oldest type of printer still in use. The functioning of this
printer is similar to that of typewriters.Printer header consists of array of pins. Printer header
usually consists of 9 or 24 pins.Printer header with 24 pins produces higher resolution prints.
These pins strike on carbon ribbon in the shape of the characters to make impression on papers.
This is the only printer in the market, which is capable of producing multiple copies by using
carbon papers. Offices and shops retain carbon copies of details of accounts, bills and pay rolls
for record and reference.Dot matrix printer can print on long continuous sheet.

The dot matrix printers are very noisy as pins of header strike over paper to make impression.
The printing cost is very low. The quality of printing is poor. Thus, dot matrix printer is used
when volume of printing work is very high and cost of printing is more important than its
quality. Printing speed of dot matrix printer is lower to speed of laser printer but higher then the
speed of inkjet printer.

Several manufactures produce coloured dot matrix printer through multi-colour ribbons. Printer
header makes colour impression through multiple pass. In each pass, printer makes impression in
one of three primary colours. However, coloured dot matrix printer could not get much
commercial success.

1.4.4.1 SPEAKER

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Speaker is an output device that allows you to hear audio output from your computer. These
speakers are like to speakers placed in your car or drawing room. Some of PC models have
speakers inside the cabinet of computer and it is not visible from outside. In other computers, it
is connected externally. Windows operating system facilitates conversion of text in to speech for
visually impaired people. There are also various commercial products, which have been offering
similar kinds of functions to convert text output in the form of sound. Users, who could not see
or have poor reading aptitude can hear contents of documents with the support of text-to-speech
conversion utility. Windows operating system can speak each action of computer so that users
with poor visibility can operate computer with speech.

2.5 SELECTION OF PRINTER

Selection of printer depends upon volume, quality of printing and cost of printing per page. If
your office needs a printer to produce large volume of prints with high quality printing then laser
printer can meet your requirements. If volume of printing is high and quality of printing is not a
major concern then you can use dot matrix printer to get printing at low cost. If volume of
printing is low and you need high quality of printing then you can use inkjet printers.You should
keep the following features also in mind while purchasing a printer for you office:
Speed of printer i.e. average number of pages printed in a day and maximum number of pages
printed in specific timespan.
Sizeof paper i.e. length, widthand thickness of papers and office stationary.It should be
supported by printer. For example, dot matrix printer can support printing of stickers and
continuous sheet of papers. Laser and Inkjet do not support printing on continuous sheet.Printing
on stickers is not convenient with laser and inkjet printers, as stickers may stick inside the
printers.
Multiple copies:Whether printer can produces multiple copies of the same document by putting
carbon papers between papers. Only impact printer can generate multiple copies at a time. Such
printing is needed to print bills, receipts, pay notes and memos etc.
Brand of the printer: Reputed brand ensures high quality printing. Such printers are robust to
errors and have long life.You can easily get prompt and satisfactory after-sale supports from
reputed brand.
Resolution of printer: The resolution of a printer is measure in Dots PerInch (DPI). DPI
indicates number of dots can be printed by a printer in a unit area (one inch2). Printer with high
dpi can produce high quality printing. High-resolution printer is obviously slow and expensive.
Thus,Resolution of printer should meet the printing needs of office. It should not be too low or
too high to your requirement.
Coloured printouts: You should also keep in mind needs of your organization for colored and
black & white printing. Coloured printers are bulky in size and expensive. Printing cost is also
very high in coloured printer. Coloured printer should be used selectively.

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Printing cost: The capacity of the ink cartridge is very low in certain printers, and producers of
these printers are making main revenue by selling ink cartridges for their printers. Printers of
such producers are very cheap. Make sure that ink cartridge has good capacity and it must be
cheap.

2.6 MEMORY
Function and characteristics of computer’s memory are explained in the first chapter. The
primary memory of computer is classified into two principal categories: Random Access
Memory (RAM) and Read Only Memory (ROM).

2.6.1 RAM
RAM can be viewed as anarray of electronic memory cells, where information can be stored on
temporary basis. Each memory cell stores a group of eight bits. The group of eight bits is called
byte. Each cell is identified by unique address. Data can be stored or retrieve from a cell directly
by referring its address. Thus, the speed of storage and retrieval of data from memory is
independent of location of the cell. This memory is in the form of chips. RAM is volatile in
nature. Data from RAM get vanish once power is off or programme is closed.
When you run a programme, computer first loads this programme and related data from
secondary memory into RAM memory. Microprocessor gets relevant data and instructions from
RAM and executesit. RAM memory is very expensive; therefore,capacity of RAM memory is
limited.Computer does not load the entire programme at a time in RAM memory. It is loaded in
bit and pieces. Parts of running programmes, which are needed immediately by the CPU is kept
in RAM. Data is frequently swapped between RAM and secondary memory.The load on RAM
memory increases when you run many programmes in parallel. So do not run many programmes
in parallel. The technical specification of every software i.e. RAM, hardware, secondary memory
and microprocessor needed for running that software are noted in product detail or in manual, so
you must ensure that your computer must have sufficient RAM and other hardware essentially
needed to run application before purchasing it. For example MS-Office 2007 need at least 256
MB RAM.

2.6.2 ROM

ROM memory is permanent memory in the form of chip, situated inside computer. This memory
is programmed only once. ROM is usually programmed by the manufacturer of computer/chip.
These memories execute at fast speed and have limited capacity. Basic Input Output System
(BIOS) is an example of ROM memory. It is integral component of each computer. The BIOS is
a special programmed memory stores configuration of system and initial booting information. It
store initial start up instruction, which control operation of machine till operating system takes
over the control of the machines.

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RAM and ROM memories are very expensive. These memories are used to store information
needed immediately by the CPU. These memories can transfer data within specific time limit
regardless of location of data in the memory. These memories cannot be used to store large
volume of data due to their high cost. Hard disks, CD-ROM, pen drive and magnetic tape are
being used for mass storage of data. Mass storage devices are nonvolatile in nature i.e. Data do
not erase with switching off the power of the memory. These devices are also known as auxiliary
storage devices or secondary storage devices. Large volume of information can be stored
economically in secondary devices.

2.6.3 MAGNETIC MEMORY DEVICE

Magnetic material based memory is the oldest storage device, still in use in computers. It is used
to store large volume of information on economical cost. Each magnetic particle consists of two
poles. The orientation of poles of magnetic particles in specific direction reflects information
stored therein. The storage device retains information until orientation of poles of magnetic
particles is not changed. These memories can be overwritten any number of times by changing
orientation of magnetic materials in specific pattern. Hard disk, magnetic tape, magnetic coil and
magnetic strip are few of the popular storage device based on magnetic materials.

2.6.4 MAGNETIC TAPE

Magnetic tape is a continuous plastic tap coated with magnetic oxide. You must have seen audio
cassettes; those store songs over magnetic tapes.The plastic tape has multiple parallel tracks of
magnetic material to store data. Magnetictapes are economical. Therefore these tapes are used to
store large volume of data. Header of storage device orients magnetic particles in specific
direction, while writing information on tap, during reading of data, header sense the orientation
of magnetic particles and draws meaningful information from the tap. Magnetic tape permits
storage and retrieval of data in sequential manner. Magnetic tape is rewind to specific location,
where data is storedor to be storedto retrieve or to writedata on themagnetic tape. Data storage
and access time is very long. Magnetic tapes are usually used for backup of large volume of data
or store information used rarely.

2.6.5 HARD DISK

Hard disk (HD) drive consists of rigid platters coated with magnetic material. These platters are
made of aluminum alloy or glass. These platters are attached with a spindle and are placed over
each other in a stacked manner. The thickness of a single platter is 10-20 mm. Each platter have
separate read and write heads. Disks spin on high speed, while reading and writing information
on hard disk. A high speed HD can rotate platters at the speed of 7200 rpm. It maximum
transfers rate of HD in the region of 50 to 60 Mbps. A typical HD can store upto 2 TB data. The
HD is rectangular with dimensions, length of 3 to 6 inches and about same width with thickness
of 2 to 3 inches.

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There is a gap of 2 to 4 nm between read-write head and platter. This thickness is equivalent to
thickness of hair. The read/write header floats in air very close to disk, therefore do not move
computer while it is on, because abrupt jerks in the hard disk may damage itby crashingits head
to magnetic platter. First, ensure successfully switching off the computer before move it to a
new place. Header of HD get locked, when computer is switch off. Sudden power brake down
may also cause crash of header with platter so always run computer with UPS (Uninterrupted
Power Supply) to avoid crash of hard disk and damage of data.

Keep mobile phone, pocket PC and other electromagnetic devices, away from storage devices
based on magnetic materials. Electro-magnetic fields from these devices may corrupt data store
on magnetic storage devices.

2.6.6 COMPACT DISK

It is thin round plastic plate with one side very shining.The shining surface of CD store
information. This side consists of micro pits and lands (flat surface) to store information. CD
Drive use laser beam to read and write information of CD. A blank CD consists of flat skin
surface without any pit. The writing of information over CD creates pits in a systemic manner.
The writing of information over the CD is popularly known as burning of CD as writing process
creates pits in systematic manner. The CD-ROM driver flashes laser beam on the surface of CD
during reading of the CD. Difference in intensity of reflection of a laser beam from pits and
lands, convey information stored on CD-ROM in the digital form. Storage devices, which
convey information through variation in intensity of reflected light, are categorized as optical
storage devices. CD is the most popular optical storage device. CDs are classified into two
groups i.e. CD Read Only Memory (CD-ROM) and CD-Rewritable (CD-R/W). CD-ROMs are
writable only once. CDs R/W are rewritable manytimes.A CD usually stores up to 650 MB data
or information. A DVD based CD can store up to 4 GB information.
CD ROM is economical, however it allows writing only once. CD-ROM is used to take backup
of files of computer or to store files not be changed in future. Files on CD-ROM cannot be
rewritten or deleted accidentally or by virus. The storage capacity of CD-ROM and CD-R/W are
almost equal. CD-R/W is more expensive than CD-ROM. CD-R/W can be written and read or
special driver meant for CD R/W. These devices can also write and read CD-ROM.

DO’S AND DON’TS OF CD-ROM

a) Do not write with hard point pen on the backside of CD-ROM,

b) There must be gap between CDs while stacking them,
c) Keep CD in dust and moisture free environment,
d) Store CD in room temperate i.e. 5oC to 40oC,
e) Do not scratch or touch on shining side of CD,
f) Do not bend CD, and
g) Do not expose CD to direct sun light.

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 Check your progress Activities 2

a) Write down different types of Printers being used frequently in Offices. Which printer use
liquid ink? Which printer is capable of taking duplicate of printout through carbon paper
between papers?
b) Write down the do’s and Don’ts of CD Rom
c) State true and false
1) Keyboard is an output device.
2) Scanner is used to feed images to computer.
3) LCD based monitor is more bulky than CRT based monitor.
4) Mouse is a pointer input device.
5) You can instruct computer by narrating commands.
6) Mouse pointer shape does not change, while computer perform different
functions.
7) Mouse is replaced with touchpad in laptop.

2.7 LET US SUM UP

Hardware is visible and tangible components of computer. Hardware of computer consists of

four components i.e.Input, output, memory and processing units. Keyboard, mouse and scanner
are input devices popular in office environment. Keyboard is used to type alphanumeric data and
feed instruction to computer. Users need to type informational manually. Mouse is a pointer
input device. It is very useful in GUI based environment. Mouse is replaced with touchpad in
laptop computers. Monitor and printer are output devices popular in office environment. Output
on monitor is recognized as soft output and output on printer is recognized as hard output. Dot
matrix, laser and inkjet printer are popular printers in office environment.

2.8 MODEL ANSWERS TO CHECK YOUR PROGRESS ACTIVITIES

Activity 1:

a) Keyboard,scanner and mouse are input devices and Monitor and printer are output devices
popular in offices.
b) There are four ways to feeding instructions through mouse. Buttons of the mouse can be used
to perform following operations.
a) Click
b) Double click
c) Right Click, and
d) Drag and drop action

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Click: Press and release the left button of mouse quickly only once, without moving the mouse.
Click is used to select object under the pointer.

Double click: Press and release the left button of mouse twice in quick secessions without
moving mouse. Double click is used to run application software. Take mouse over the shortcut or
icon of the application, which is to be run, then double click the left button without moving the
mouse to run that application.

Right Click: Press and release the right button of mouse without moving it. The right click when
pointer is over an icon/shortcut or objects. It brings the pop-up menu relevant to objects under
the pointer. The pop-up menu is also defined as on-demand menu. Commands in the pop-up
menu depends on the objects over which pointer is positioned.

Drag and Drop Action: You can move files, folders or objects from one place to another over
the desktop (screen of monitor) or the storage media, hard disk, pen drive, CD etc. First, take
pointer over objects, which is to be moved. Press and hold down left button. Move the pointer to
the position where selected objects to be moved. Release the mouse button, once pointer reaches
the destination. This action move the selected object to desired folder. Drag action is also used
for the selection of text, while preparing a document.

Activity 2

a) Inkjet, laser and dot matrix printers are the popular printers in the office environment.
Inkjet printer usesliquidink. Dot matrix printer uses carbon paper to takeout duplicate
printouts.
b) Do’s and Don’ts of CD-ROM are as follows:
1) Do not write with hard point pen on the backside of CD-ROM,
2) There must be gap between CDs while stacking them,
3) Keep CD in dust and moisture free environment,
4) Store CD in room temperate i.e. 5o C to 40o C,
5) Do not scratch or touch on shining side of CD,
6) Do not bend CD, and
7) Do not expose CD to direct sun light.
c.) False, 2. True, 3. False, 4. True, 5. True, 6. False and 7. True.

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