DIPLOMA OF Office Management Notes

Introduction of Computer
A programmable electronic machine for the input, storage, processing and output of data
according to your requirements. Computers are complex machines that perform multiple tasks,
and execute several fundamental functions to operate effectively. Some of these basic functions
are written below

Input
Input is the process of providing data or instructions to a computer system. It is the initial step in
the computing process and can take various forms, including:
· Keyboard Input
· Mouse Input
· Touch screen Input
· Voice Input

Processing
Processing involves the manipulation and transformation of input data to produce meaningful
output. The central processing unit (CPU) serves as the brain of the computer, executing
instructions and performing calculations. Key aspects of processing include
· Arithmetic and Logic Operations:
· Control Flow
· Data Manipulation

Storage
Storage involves the retention of data and instructions for later retrieval and use. Computers
utilize various types of storage media, each with its characteristics and capabilities
· Primary Storage (RAM)
· Secondary Storage (Hard Drives, SSDs)

Output
Output refers to the presentation of processed data or results to users in a
human-readable format. Common output devices include
 · Display Monitors
· Printers
· Speaker

Types of Computers
There are four main types of computers by use

● Mainframes Computers
● Server
● Microcomputers
● Supercomputers

Mainframes Computers
Mainframe computers are computers used mainly by large organizations for critical
applications. Mainframe computers are large computers often found in businesses and colleges,
where thousands of people are able to simultaneously use the computer to access data. These
computers have much greater memory and storage capacities than other types of computers.

Purposes of Mainframe Computer

· Bulk data processing such as census (survey of population)

· For industry and consumer statistics
· For financial transaction processing

Server
Server is an important component of computer networks. These specialized computers manage
and provide specific services in networks. These are used by multiple users, but a smaller
number than a mainframe (Generally used to serve up to 300 users).

It is smaller than a mainframe computer, designed originally for use in small organizations.
Mainframes and Servers are the backbone of information systems in corporations, universities,
and other organizations.

· Web servers
· Database servers
· Network Servers

Microcomputers
Microcomputers are designed to be used by individuals for daily usage and entertainment. Some
of the most common types of microcomputer include
· Desktop computers (PCs)
· Notebook computers
· Tablet computers
· Mobile devices

Supercomputers
Supercomputers are large, powerful computers that perform specialized tasks. Supercomputers
are designed to run fewer programs at one time, but to do so as quickly as possible

Supercomputers are used for complex tasks, such as:

· Weather forecasting
· Climate research
· Scientific simulation

Basic Components of Computer

Computers consist of several essential components, each playing a specific role in the overall
functioning of the system. Here are the primary components of a typical computer:

Central Processing Unit (CPU): Often referred to as the brain of the computer, the CPU
executes instructions and performs calculations required for various tasks.

Memory (RAM): Random Access Memory (RAM) provides temporary storage for data and
instructions that the CPU needs to access quickly.

Storage Devices: Storage devices are essential components of computer systems responsible for
storing and retrieving data persistently. There are several types of storage devices commonly
used in computers HDD, SDD, USB

Motherboard: The motherboard is the main circuit board of the computer, providing
connections for other components to communicate with each other.
Power Supply Unit (PSU): The PSU converts electrical power from the main circuit into usable
power for the computer components. It provides the necessary voltages and currents to run the
CPU, GPU, storage devices, and other hardware.

Input Devices: Input devices are peripherals used to provide data and instructions to a computer
system. They allow users to interact with computers by inputting commands, text, and other
forms of data. Here are some common input devices: Keyboard, Mouse, touch pads.

Output Devices: Output devices are peripherals that display or present information processed by
a computer system. They convert electronic data into human-readable or perceivable forms. Here
are some common output devices: monitors, speakers, printers.

Cooling System: Computers require cooling systems to minimize heat generated by the CPU,
GPU, and other components during operation. This typically involves fans, and sometimes liquid
cooling solutions to maintain optimal operating temperatures and prevent overheating.

Hardware
Hardware is a combination of all physical components of a computer system. This includes

· Central processing unit (CPU)

· Memory units
· Storage devices
· Input/output devices
· Networking devices, and more.

Each component plays a unique role in enabling the functionality and performance of computing
devices. Hardware components interact with each other through electrical signals and physical
connections.

Software
Software refers to the non touchable programs, instructions, and data that tell hardware what
tasks to perform and how to perform them. Software refers to a set of instructions or programs
that tell a computer what to do. It includes:
 · Application software (e.g., Microsoft Office, Adobe Photoshop)
· System software (e.g., operating systems, device drivers)
· Utility software (e.g., antivirus programs, disk cleaners)
· Programming languages (e.g., Java, Python)

An Operating System (OS) is a type of system software that manages computer hardware and
software resources. It provides a platform for running application software and performs tasks
such as:

· Process management
· Memory management
· File management
· Input/output operations

Examples of operating systems include:

· Windows, MacOS, Linux, Android, IOS

The OS acts as an intermediary between the user and the computer hardware, making it easy to
interact with the computer and run applications. Without software, hardware would remain
useless, incapable of executing meaningful actions or responding to user commands.

Hardware and software are dependent on each other, each rely on the other to achieve
functionality. Hardware provides the physical platform for software to run, while software uses
the capabilities of hardware to perform specific tasks and deliver desired results.

Input devices
Input devices are hardware components that allow users to interact with and send data to
computers or other electronic devices. Examples of input devices include:
· Keyboards
· Mice and other pointing devices
· Scanners
· Cameras
· Microphones
· Game controllers
· Touch pads and touch screens
· Joysticks
· Barcode readers
These devices enable users to enter data, control cursors, and provide commands, making them
essential for interacting with computers and other digital systems.
Output devices
Output devices are hardware components that receive data from computers or other electronic
devices and display or produce the output for users to see, hear, or touch. Examples of output
devices include:
· Monitors and displays
· Printers
· Speakers and headphones
· Plotters
· Projectors
· Braille readers
· Smart watches and fitness trackers
These devices enable users to view, print, or hear the output of computer processing, making them
essential for effective communication and interaction with digital systems.

programming languages
Language in which a computer program is written is known as programming language. They
serve as the intermediary between human programmers and the underlying hardware, translating
human-readable instructions into machine-executable code.

Low-Level Languages
Low-Level language is the only language which can be understood by the computer.

We have two types of low level languages.

· Machine language: Low-level language is also known as Machine Language. The

machine language contains only two symbols 1 & 0. All the instructions of machine language
are written in the form of binary numbers 1's & 0's. A computer can directly understand the
machine language.

· Assembly language: Middle-level language is a computer language in which the

instructions are created using symbols such as letters, digits and special characters. Assembly
language is an example of middle-level language. In assembly language, we use predefined
words called mnemonics.

High-level language
High-level language is a computer language which can be understood by the programmer. The
high-level language is very similar to human languages and has a set of grammar rules that are
used to make instructions more easily.

Every high-level language has a set of predefined words known as Keywords and a set of rules
known as Syntax to create instructions. The high-level language is easier to understand for the
users but the computer cannot understand it.

High-level language needs to be converted into the low-level language to make it understandable
by the computer. We use a Compiler or interpreter software to convert high-level language to
low-level language. Examples of High level language are as follows

· Python
· Java
· C++

Storage devices
Storage is a process through which digital data is saved within a data storage device by means
of computing technology. Storage is a mechanism that enables a computer to retain data, either
temporarily or permanently.

Storage devices such as flash drives and hard disks are a fundamental component of most
digital devices since they allow users to preserve all kinds of information such as videos,
documents, pictures and raw data.

Computer storage is divided into main or primary memory and secondary memory.

secondary Storage devices

Storage devices are hardware components that hold data, programs, and operating systems in a
computer system. They allow for the retention and retrieval of digital information, even when the
power is turned off (Non-volatile) and cannot be accessed directly by processor. Secondary
memory (Hard disk) holds data and programs not currently in use and provides long-term
storage.

Examples of storage devices include:

 · Hard Disk Drives (HDD)
· Solid State Drives (SSD)
· Flash Drives (USB Drives)
· Memory Cards (SD, microSD, etc.)
· Optical Discs (CD, DVD, Blu-ray)
· Magnetic Tapes
· Cloud Storage (online storage)
Storage devices vary in capacity, speed, and access method, but they all enable computers to store and
retrieve data, making them essential for computer operation and data management.

Primary Storage devices

Main memory (RAM) holds instructions and data when a program is executing and can be accessed
directly by processor

Random Access Memory (RAM): is a type of computer memory that is used to temporarily store data
that the computer is currently using or processing. RAM is volatile memory, which means that the data
stored in it is lost when the power is turned off. RAM is typically used to store the operating system,
application programs, and data that the computer is currently using.

ROM (Read-Only Memory): It is a type of computer storage that permanently stores data and programs,
even when the computer is turned off. It is non-volatile, meaning its contents are retained even without
power.

It is used to store

· Firmware (permanent software)

· Boot loaders
· Basic Input/output Systems (BIOS)
· Embedded systems software

Spreadsheet software
Spreadsheet software is a type of application software that enables users to store, organize, and
analyze data in a tabular format. It allows users to create tables, charts, and formulas to manage
and visualize data.

Examples of spreadsheet software include:

· Microsoft Excel
· Google Sheets
· Libre Office Calc
· Apple Numbers
Spreadsheet software is commonly used for:

· Budgeting and financial planning

· Data analysis and visualization
· Creating charts and graphs
· Managing databases
· Performing mathematical calculations

Spreadsheet software is an essential tool for various industries, including business, finance,
science, and engineering.

Word processor software

A word processor is a type of application software that allows users to create, edit, and print
written documents. It provides a range of tools and features to manipulate text, layout, and
design.

Examples of word processors include:

· Microsoft Word
· Google Docs
· LibreOffice Writer
· Apple Pages

Word processors are commonly used for:

· Writing letters, reports, and essays

· Creating documents, such as resumes and flyers
· Editing and proofreading text
· Designing and formatting documents
· Collaborating on documents with others

Word processors have revolutionized the way people create and edit documents, making it easier
to produce professional-looking texts with ease.

PowerPoint
PowerPoint is popular presentation software developed by Microsoft. It allows users to create
engaging and interactive presentations by combining text, images, charts, and other multimedia
elements.
Key features of PowerPoint include:

· Slides: Create individual slides with various layouts and designs

· Transitions and Animations: Add visual effects to slides and text
· Templates: Use pre-designed templates to get started
· Shapes and Graphics: Add diagrams, flowcharts, and other visual aids
· Images and Videos: Insert photos, videos, and audio files
· Collaboration: Work with others in real-time using PowerPoint Online
· Presenting: View and present slideshows with speaker notes and timings

PowerPoint has become an essential tool for effective communication and visual storytelling.

MS Word Shortcut Keys

1. Ctrl+0 Toggles 6pts of spacing above the paragraph.
2. Ctrl+A Select all contents of the page.
3. Ctrl+B Bold highlighted selection.
4. Ctrl+C Copy selected text.
5. Ctrl+D Open the font preferences window.
6. Ctrl+E Aligns the line or selected text to the center of the screen.
7. Ctrl+F Open find box.
8. Ctrl+I Italic highlighted selection.
9. Ctrl+J Aligns the selected text or line to justify the screen.
10. Ctrl+K Insert a hyperlink.
11. Ctrl+L Aligns the line or selected text to the left of the screen.
12. Ctrl+M Indent the paragraph.
13. Ctrl+N Opens new, blank document window.
14. Ctrl+O Opens the dialog box or page for selecting a file to open.
15. Ctrl+P Open the print window.
16. Ctrl+R Aligns the line or selected text to the right of the screen.
17. Ctrl+S Save the open document. Like Shift+F12.
18. Alt+F, A Save the document under a different file name.
19. Alt+X Show the Unicode code of a highlighted character.
 20. Ctrl+T Create a hanging indent.
21. Ctrl+U Underline the selected text.
22. Ctrl+V Paste.
23. Ctrl+W Close the currently open document.
24. Ctrl+X Cut selected text.
25. Ctrl+Y Redo the last action performed.
26. Ctrl+Z Undo last action.
27. Ctrl+Shift+A Sets the selected text to all capital letters.
28. Ctrl+Shift+D Adds double underline to the selected text.
29. Ctrl+Shift+E Enable or disable revision tracking.
30. Ctrl+Shift+F Opens Font window to change the font.
31. Ctrl+Shift+L Quickly create a bullet point
32. Ctrl+Shift+> Increase selected font +1pts up to 12pt and then increase font +2pts.
33. Ctrl+] Increase selected font +1pts.
34. Ctrl+Shift+< Decrease selected font -1pts if 12pt or lower; if above 12, decreases

font by +2pt.
35. Ctrl+[ Decrease selected font -1pts.
36. Ctrl+/+C Insert a cent sign (¢).
37. Ctrl+’+<char> Insert a character with an accent (acute) mark, where <char> is the
character you want. For example, if you wanted an accented é you would use Ctrl+’+e as your
shortcut key. To reverse the accent mark, use the opposite accent mark, often found on the tilde
key.
38. Ctrl+Shift+* View or hide non printing characters.
39. Ctrl+Left arrow Moves one word to the left.
40. Ctrl+Right arrow Move one word to the right.
41. Ctrl+Up arrow Moves to the beginning of the line or paragraph.
42. Ctrl+Down arrow Moves to the end of the paragraph.
43. Ctrl+Del Deletes word to right of cursor.
44. Ctrl+Backspace Deletes word to left of cursor.
45. Ctrl+End Moves the cursor to the end of the document.
46. Ctrl+Home Moves the cursor to the beginning of the document.
47. Ctrl+Spacebar Reset highlighted text to the default font.
48. Ctrl+1 Single-space lines.
49. Ctrl+2 Double-space lines.
50. Ctrl+5 1.5-line spacing.
51. Ctrl+= Set selected text as subscript.
52. Ctrl+Shift+= Set selected text as superscript.
53. Ctrl+Alt+T Insert trademark (TM) symbol.
54. Ctrl+Alt+1 Changes text to heading 1.
55. Ctrl+Alt+2 Changes text to heading 2.
56. Ctrl+Alt+3 Changes text to heading 3.
57. Ctrl+Alt+F2 Open new document.
58. Ctrl+F1 Open the Task Pane.
59. Ctrl+F2 Display the print preview.
60. Ctrl+Shift+> Increases the font size of selected text by one point.
61. Ctrl+Shift+< Decreases the font size of selected text by one point.
62. Ctrl+Shift+F6 Switches to another open Microsoft Word document.
63. Ctrl+Shift+F12 Prints the document.
64. F1 Open help.
65. F4 Repeat the last action performed (Word 2000+).
66. F5 Open the Find, Replace, and Go To window in Microsoft Word.
67. F7 Spell Check and grammar check selected text or document.
68. F12 Save As.
69. Shift+F3 Change the text in Microsoft Word from uppercase to lowercase or a capital
letter at the beginning of every word.
70. Shift+F7 Runs a Thesaurus check on the selected word.
71. Shift+F12 Save the open document. Like Ctrl+S.
72. Shift+Enter Create a soft break instead of a new paragraph.
73. Shift+Insert Paste.
74. Shift+Alt+D Insert the current date.
75. Shift+Alt+T Insert the current time