Computer Proficiency License (CS001) VU

Computer Proficiency License (CS-001)

Module 01
Introduction to Training Environment & Computer Basics

CPL stands for Computer Proficiency License, also known as VU-CPL. It is a computer
based training course offered to all who are interested in learning of the usage of computer
applications, after going through this course you will become comfortable and confident
about computer usage.
You can become proficient in the knowledge of computer utilization by learning through
http://cpl.vu.edu.pk/ that is developed specifically for this course. It has six modules.
Module 1 – Introduction to Computers
Module 2 – Using the computer and managing files
Module 3 – Word processing
Module 4 – Spreadsheets
Module 5 – Presentation
Module 6 – Internet and communication
Objectives

The objective of the above mentioned six modules is to provide sufficient knowledge
about the computer and its utilization for you to perform your daily computer related tasks
with ease and confidence.

Training Environment of CPL

The website has been developed for this course and it has its own training environment.
Homepage has six module wise hyperlinks. You can browse these modules and sub-topics
using a mouse click.

What is a computer?
Computer is an electronic device that takes data, instructions and information as input and
produce output (information) after processing it.
It is a machine that processes thousands of instructions in less than a second and produces
outputs as instructed or programmed.

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Advantages of computers

1- Efficiency

Machines are more efficient than humans. They can perform millions of calculations with
less effort in no time.

2- Reliability

Work done by computer is more reliable than one done by humans. Computers perform
according to the instructions given to it that makes output or results produced by these more
accurate and reliable. For example, a computer can do millions of error free calculation in
less than a second.

3- Storage

Computers give you an advantage of storing large amount of data in one place. For example,
you can store the data of whole library in one computer.

4- Fast results

Computers are capable of doing many difficult tasks in very short time. Every day the
processing speed of computers is increasing to make them work faster. Latest computers are
capable of performing thousands of instructions and calculation in less than a minute which
used to take hours with old PCs.

Basic terms for computer

Input
Whatever goes into the computer is called input. For example, text, graphic sounds, etc. In
everyday life the example for input is a voting slip in a ballot.

Input Devices

An input device is any peripheral (piece of computer hardware equipment) used to provide
data and instruction to a computer, for example keyboard and microphone. Everyday life
example is a hand that is used to put the voting slip in a ballot box. Thus hand is input
device for ballot box.

Output
Anything that comes out of a computer is called output. For example sound of a playing
video in computer is the output.

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Output Devices
An output device is a hardware used to get the output from the computer. For example
headphones are output device and used for listening sound in computer.

Processing

Computer is given the data and instruction as input, which is processed to create output in the
form of information. Data is a raw form of symbols, numbers, images, etc, whereas
information is an organized, meaningful and useful form of the data. For example, some data
(student roll number, name, total marks, obtained marks etc) from the mid exam is entered.
Computer process the data, and creates a report of pass and fail students. This report is more
organized and useful for us, and thus information rather than just data.

Storage
Storage, also referred as memory, is the ability of a computer to store data, information or
instructions. It can save digital data on RAM, hard disks or removable memory.

Storage Devices
Storage devices are used to store data when they are not being used in memory. The most
common types are USB drive, hard disks and CD-ROM and DVD.

Hardware

Hardware refers to the physical elements of a computer. Examples of hardware in a computer

are the keyboard, the monitor, the mouse and the processing unit.
In contrast to software, hardware is a physical entity, while software is a non-physical entity.
Hardware and software are interconnected, without software; the hardware of a computer
would have no function.

Software
How does a computer use its hardware?

The term software refers to programs or sets of instructions that the computer uses to perform
computer operations. Software can also be described as a collection of routines, rules and
symbolic languages that direct the functioning of the hardware. Software is capable of
performing specific tasks, as opposed to hardware which only perform mechanical tasks what
they are mechanically designed for.
We can think or write instructions, but cannot touch them.

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Characteristics of software
Software is intangible (you cannot hold it like hardware).
It is weightless.
It does not exist as hardware.

Software is used to operate the computer.

Types of Computers
There are five basic types of computers.

Super Computers
Are the fastest computers, and because of their speed and memory, are capable of performing
operations that would not be practical for PCs or mainframes.

Advantages of super computers

High speed
Most Accurate
Most Expensive
Examples
Titan-Computers, k-Computers and Tianhe-2

Mainframe Computers
Mainframes are computers where all the processing is done centrally, and the user terminals
are called "dumb terminals" since they only input and output (and do not process).
Mainframes are computers used mainly by large organizations for critical applications,
typically bulk data processing such as census. Examples: banks and airlines.

Examples
PTC, PIA, Banks and other organizations in Pakistan use mainframe computers
Servers
A server is a central electronic machine that exchange data with all linked machines.

Examples
Dell, HP and Acer

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Microcomputers

PC is an abbreviation for a Personal Computer, it is also known as a Microcomputer. Its

physical characteristics and low cost are appealing and useful for its users. Throughout the
1970s and 1980s, home computers were developed for household use, offering some personal
productivity, programming and games, while somewhat larger and more expensive systems
(although still low-cost compared with minicomputers and mainframes) were aimed for
office and small business use.

Examples
HP, Dell, IBM and Apple Macintosh

Game Console

Game Console is a device that allows one or more person to play game. These are portable
devices.

Examples
Microsoft XBOX 360, Nintendo WII and Sony PlayStation

Mobile Computers
A portable computer is a small personal computer designed for mobile use. A
portable computer integrates all of the typical components of a desktop computer, including a
display, a keyboard, a pointing device (a touchpad, also known as a track pad, or a pointing
stick) and a battery into a single portable unit.

Example
Laptop computers

Mobile Devices

Mobile device is a computing device that can set in hand easily. It has less computing
power than personal computers.

Example
Book Reader, Digital Camera and smart phones

Embedded Computers
An embedded computer is a small and less computing power device that can be fixed
as a component in any product.

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Example
DVD Player, Digital TV and Photo Copy Machine

Summary
In this lecture we learnt:
What is a computer? How it is used in our daily life?
Advantages of computer
Basic computer terms, e.g., storage, output, input etc.
Types of computer

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Computer Proficiency License (CS-001)

Module 01
Hardware

Objectives
The objective of this lesson is to provide information about:
 Computer hardware
 Computer components and parts
 Computer components and functions

Computer Hardware
Hardware refers to the physical elements of a computer. Examples of hardware in a computer
are the keyboard, the monitor, the mouse and the processing unit

System Unit
It refers to the box that encapsulates the processor, motherboard, CD drives, hard drives,
memory, ports etc.

Terms related to the system unit

Following are the terms for external parts of computer casing.

Computer casing is the box that houses the computer Power button is used to switch on the
computer.
Lights shows the running status of the computer
CD ROM is the input device used to read data from CDs.
USB Disk is the A small, portable flash memory that plugs into a computer's USB port

Ports and Pin Sockets

It is an interface that links computer with other peripherals and monitor.
Power Connector is a socket used to supply power in computer
Power cable is used to supply power to monitor.
USB Port is a point of connection between a computer and other electronic devices
such as webcam, scanner, printer, mouse and keyboard.
Keyboard port is a socket used to connect keyboard to the computer.
Mouse port is a socket used to connect a mouse to the computer.
Serial port is a socket on a computer that is used to connect scanner, mouse etc. It got
9pins.

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Parallel port is a socket at the back of the computer to connect printer. It got 25
holes.
Pin sockets are used to connect speakers, microphone.
Drive bay is a place where hard drives are installed using screws
Power supply provides power to processors, mother board etc
Mother boardholds together the central processing unit (CPU), memory and
connectors for input and output devices.
Processor is a brain of computer and does all the processing.
Fan is used to cool down the processor to avoid it from being damaged
RAMchip is random access memory used by computer system to keep the running
program here.

Interface cards
Sound card is the interface used to produce sound via speakers
LAN card is used to develop a network (more than one computer connected to each
other)

How does computer works?

Following diagram explain how a computer works In a very generic form. Data goes into
memory as input and from there it goes for processing. After processing it goes back to
memory, from memory it is sent as output or it is stored.

Input
Memory

Output
Process

Storage

Summary
In this lesson we learnt information about:
Various hardware components of computer
System unit lights, buttons on it, front panel
Ports such as serial ports, parallel ports, USB ports, Pin sockets
Drive Bay, Power supply, Motherboard, Card slots, RAM slots, Processor, Fan

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Computer Proficiency License (CS001)

Module 01
Input Devices

Objectives
The objective of this lecture is to provide answers to the following questions:
 What is a keyboard?
 Keyboard keys
 Function of keyboard keys

Keyboard
It is an input device to give computer some input. It is like pen in writing. It is called
keyboard because it is comprised of a board with keys installed. Every key sends unique
information to the computer.

Process of key pressing

A keystroke is a single press of a key on a keyboard.

Keyboard types
There are different types of keyboards. Standard keyboard is the most commonly used
keyboard. Key arrangement can be different for these keyboards. Some may have special
keys for other tasks than just typing. These special keyboards are usually used for multimedia
purposes like video editing, sound design etc.
Basic Keyboard keys

There are usually 104 keys on standard keyboard. Pressing the key once and releasing it is
called a key stroke.

Character keys

These are used to enter alphabetic characters. These characters become uppercase when
pressed with shift key or caps lock is on.

Numeric keys

There are 10 numbers or numeric keys (1, 2, 3 to 9 and 0) on standard keyboards. These are
used in the same fashion as typewriters‟ keyboard to enter numbers. These become symbols
or punctuation marks when pressed with the shift key.
For example

1- Shift + 8 will print *

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2- Shift + 4 will print $

Special keys

Shift, ALT and Control (Ctrl) keys are special keys and when pressed with other keys,
perform special operations. For example ctrl+c will copy the selected file or text, shift+
character key will print that character in capital.

Escape keys

It is used to escape/exit from certain type of applications.

Function keys

F1, F2, …. F12 are called function keys. These are used for different purposes. For example
F5 is used to refresh the web page in internet browser. F1 will open help window.

Arrow keys

There are four keys(arrow Keys) for cursor navigation.

Left arrow key, Right arrow key
Up arrow key, Down arrow key

Numeric keypad

On the right side, a separate area is reserved for numeric keys, mathematical operational
keys(+ , - , * , /) , enter, dot and Num Lock key.

Space Bar

It is horizontal wide key, in the lower most row. It generates space between two characters.

Punctuation keys

These are keys to enter punctuation and are located on the right side of alphabet keys.

Enter key

Enter or return key cause cursor to go to next line, form or window to perform its default
function.

Application key

It launches the menu with the keyboard rather than the usual right mouse button.

Toggle keys

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Caps lock, Num lock and Scroll lock keys are toggle keys. At the top right corner, there are
three small lights to show the status of these locks. When pressed one, corresponding light is
turned on.

The keys on the numeric key pad act as numbers and dot. When this key is pressed again
and the corresponding num lock key light is switched off, the key act as arrow keys, home
key, pg up, pg down and end keys.

Characters become capital when the caps lock is on.

Scroll key modifies the functionality of arrow keys. When the scroll lock is on, the
arrows keys would scroll the window instead of moving the cursor.

Print screen key

It is the key which is used to save (capture) all the contents of the screen in a temporary area.

Insert key

Key use to insert or overwrite character(s) within a word is called insert key. The key acts as
toggle key. If it is in the insert state than any character pressed while the cursor is placed
within a word gets inserted. If the key is pressed and it is in the overwrite state than any char
pressed while the cursor is placed with get overwritten.

Home key / End key

It is used to go to start (home key) or end (end key) of the document.

Page up key / Page down key

It is used to go to previous (page up key) or next (page down key) page.

Delete key

The key used to delete characters.

Backspace key

The key used to delete the preceding characters.

Non-Typing Keys

Alt, Ctrl and shift keys are non-typing keys. They don‟t print anything when pressed. These
when pressed with other keys, modify the usual operation of that key.
For example, Alt + F4 close the active window.

Tab key

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Tab key is a typing key and used to put more than one space within characters or words.

Other Input Devices

Microphone

Microphone is used to input the sound to computer. It is used in motion pictures, radio
and television broadcasting etc.

Scanner

Scanner is a device that scans images, papers etc to store them in computer for later use.

Digital camera/Web cam

These are input devices that input still images or video to computer.

Summary
In this lecture we have learnt:
What is keyboard? What is its use?
Keyboard types
Standard keyboard keys

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Computer Proficiency License (CS-001)

Module 01
Software

Objectives
The objective of this lesson is to provide information about:
 What is software?
 Types of software
 Tasks performed by software.
 Version of software

Computer Software
Software is a set of instructions. It cannot be touched. Hardware does not work without
software. It gives instructions to hardware to perform some functionality.

Software versions

Software is developed and is periodically updated. When a software is updated and a new
copy of this updated is available in the market it is called a new version of a software.
For example

Operating System Year

Windows 95 1995
Windows XP 2001
Windows Vista 2006
Windows 7 2009
Windows 8 2012

Types of Computer Software

There are three basic types of computer software.

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System Software
It maintains and control computer hardware. There are two kinds of system software.

1. Operating system
2. Device drivers

Operating System

Operating systems manage and coordinate the activities of the computer hardware and
other software.

Device Drivers

It manages hardware. Like a driver of a car. Operating system tells what to do to driver and
then driver is responsible for action. For example operating system knows which driver to
access when a print is required and then printer driver is responsible to take the print.

Utility Software

It manages hardware, operating system or application software and perform specific task. It
performs tasks like maintenance, troubleshooting, virus scanning etc. Disk scanner and
antivirus are example of utility software.

Application software

Software belongs to this category helps in daily life tasks like calculation,
presentation, text editing etc. This is most commonly used type of software.

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Word processor

It is complex form of text editors that use to provide use the basic functionality of saving,
editing, updating, formatting text. These got spell and grammar checkers. MS word is most
common and widely used word processor.

Spread sheet

It helps in accounting and finance work. It contains cells (Rows and Columns) that contain a
value. Different formulas can be applied on these values using by default functions.
MS Excel is most commonly used software for developing spread sheets.

Presentation software

MS PowerPoint is presentation software that is used by business people, educators, students

and trainers to present some idea or information in form of text, image or sound. It consists
of pages or slides that may be arranged in a consistent style to give a feel of presentation.

Microsoft
It is the one of the biggest software companies in the world. It has developed famous
windows and application software like MS word, MS excel, MS power point etc.

Summary
In this lecture we learnt:

What software is?

Types of software
Users and functionality of software
What is meant be version of software?

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Computer Proficiency License (CS-001)

Module 01
Pointing Devices

Objectives
The objective of this lesson is to provide information about
 What is a computer mouse?
 Function of computer mouse
 Some other pointing devices

Pointing devices
Devices used to point things at the computer screen are called pointing devices. For
example mouse, track pad, etc.

Mouse
Mouse is a pointing device that works by detecting motion
relative to its supporting surface. Furthermore:
There are many types of computer mouse available in the market.
They usually have different shapes or buttons, but they work
almost in the same fashion.
Mouse Buttons

There are two buttons on standard mouse

1- Right mouse button 2- Left mouse button

Single Click

Press mouse button one time

Double Click

Press mouse button two time instantly.

Dragging

Drag an object such as an icon, first move mouse cursor over it. Then press and hold left
mouse button and move object to the desired location.
Mouse Pad is a surface used to sense the mouse motion.
Mouse Pointer/Arrow/Cursor shows the position and motion of mouse on screen.

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Track Pad
Track pad (also known as touchpad) is a pointing device consisting of a sensitive surface
that translates the motion of a user‟s finger to a relative position on screen.

Track Ball
Trackball is a pointing device with a ball placed in a socket with sensors to detect the rotation
of the ball.

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Computer Proficiency License (CS-001)

Module 01
Storage

Objectives
The objective of this lesson is to provide information about
 Computer storage
 Types of storage
 Commonly used storage devices

Storage
Process of storing information in computer is called storage. The devices used to store data
are called storage devices.

Advantages of storages
Information at different places can be saved in computer and can be re-used when needed.

Types of storage devices

1 -Primary storage devices
2- Secondary storage devices

Storage Devices

Primary Storage Devices

Primary Storage Devices

Primary storage devices

Storage devices which are installed at the mother board are called primary storage devise.
It is also called memory.

Types of primary storage

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There are two types of primary storage devices

1- ROM 2- RAM

ROM

ROM stands for read only memory. It is a storage device from which only stored information
can be read. It can‟t be modified, delete or removed. It is like something written on stone that
cannot be removed or changed once written. It is permanent storage devise and data remains
safe on ROM even when computer is off.
It contains information related to computer startup process which is written at the time of
memory manufacturing. Computer cannot start without ROM.
RAM

RAM stands for random access memory. It is like something written on sand which is
temporary and would be erased. It is temporary memory, also called volatile memory. RAM
stores information which is currently processed by computer. When power off, it loses all the
information. Data can be read, stored, modified or delete from the RAM.

Size of storage
Byte is the unit for measuring memory. 1 byte means 1 character

For example Pakistan is consisting of 8 bytes.

Byte is small unit

1024 bytes = 1 kilo byte (kb)
1024 kilo bytes = 1 mega byte (mb)
1024 mega byte = 1 giga byte (gb)

Secondary storage devices

Why is secondary storage devices needed?

RAM stores info temporary, whereas we can‟t store information on ROM. So we need some
place to store information, even when computer is off. It is also called non-volatile storage
devices. For example USB disks, hard disks, compact disks, magnetic disks etc.

Advantages of secondary storage devices

1- More data can be stored as compared to primary storage
devices 2- Information remains there even if power is switched
off.

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Types of secondary storage

1- Magnetic disks 2- Optical disks

Magnetic disks
Hard disk is considered in this category.

Hard disk

It is made of hard material, sealed in casing. More than one hard disk can be sealed in
a casing to increase the storage capacity in computer. Data is stored in circular form. Storage
capacity of hard disk is very high and high volume of data can be stored here. Don‟t bring
near magnets and should not place in high temperature area.

Optical disks
It is called optical disk because laser beam is used to read and write the data. Diameter is
4.75 inch, whereas width is less than 1/20th of an inch. It is easily portable device.
There are four types of optical disks

CD ROM

CD stands for compact disk and ROM stands for read only memory. It is read only storage
device, mostly used for audio, videos, etc. 600 MB to 800 MB data can be stored. It is
easy portable devices. CDs should not be scratched.

Write once read many(WORM)

It acts as CDROM after data are written on it once. It is used to store data, information.

Re-writeable CDs

CDs which can be read and write many times are called re-writeable CDs.

DVDs

DVD stands for digital versatile disk. It was invented to store video only that is why
previously it was called as a digital video disk. Its capacity is much greater.
DVD ROM – Data can be read from it, but cannot be written, changed or deleted.
DVD RAM – It works like re-writeable CDs. Data can be read, written, stored or
removed from it. Storage capacity is huge from 4.7 GB to 9.4 GB. It is easily
portable.

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Other storage devices

Magnetic tape

It is like an audio cassette. Data is saved in line. Data saved first would be read first.
It has huge storage capacity. Keep it away from magnet to save from damage.

Summary
In this lecture we learnt about:
Different storage devices (RAM, ROM)
Magnetic devices (HD, FD)
Optical devices (CDs. DVDs)

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Computer Proficiency License (CS-001)

Module 01
Security
Objectives
The objective of this lesson is to provide information about
 What is meant by security of computer?
 Risk associate with computer.
 Methods of protection against these risks

Security Risks

There are risks associated with hardware, software, data etc that can cause a big loss to
the owner. One should do preventative actions to avoid these security risks.

Types of risks
1- Hardware theft
Save hardware/computer from stealing by placing it somewhere safe.
2- Virus
Computer virus is software that damage computer. For example, it may cause
your computer to restart when you open MS word.
3- Antivirus
Antivirus software is used to eliminate virus from computer. It scans hard disk
to find virus and terminate them. It also stops entering new virus into
computer. A new version of antivirus helps to prevent viruses to damage
computer or data.
4- Unauthorized access

If you don‟t want someone else to access your data in computer, you can
protect your computer/data with password. It will reduce the risk of
unauthorized access to your pc. Password is a unique word that identifies the
user.
5- Backup

Data saved in your computer may lose due to some reason. In case of having
its backup (same data at some other place/storage device) you can access and
use it. Backup is the process of copying data. For example, you have prepared
a presentation and due to virus attack it got damaged or deleted. If you have
its backup file at some secondary storage media like floppy, etc, you can
restore the presentation from that device.
Backup utilities help to organize backup data (that data being copied).

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6- Software piracy

If someone copy and sells the software of any developer or company without
its permission, than he is doing piracy. It is of the biggest problem, software
industry is facing now. Copying and selling software in such manner is
against software copyright act.
According to the copyright act if someone steals the software Or

Copies or sells it without the permission of the owner/developer

Legal action is taken against him.

Summary
In this lesson we learnt:
What is hardware security?
Different types of security risks
What is meant by computer virus?
What is meant by anti-virus?
What does data backup means?
What is software piracy?

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Computer Proficiency License (CS001)

Module 01
Output

Objectives
The objective of this lesson is to provide information about
 What is output?
 What are the types of output?
 What are the commonly used devices?

Computer Output
It means taking something out from computer.

Types of Output
In general computer output is of 2 types

1. Soft copy
2. Hard copy

Forms of Output
Text, Image, Sound, Multimedia (2 or more forms are combined for example text, image,
sound)

Output devices
Printer – Print text or image being safe in computer on paper
Monitor – Output display
Speakers – Output sounds being played in computer
Multimedia projectors – Output multimedia

Printer and its types

Printer

It is an output device that prints image or text being safe in computer. The output is hard
copy.

Types of printer
1- Dot matrix

Dot is a spot of ink, whereas the matrix is a particular arrangement of dots.

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It works like a typewriter and consist of pins. A pin makes a dot and
combination of dots forms characters and illustrations. Printing speed of a dot
matrix printer is around 300 char/sec.
Examples are Epson LQ 58 E, Microline 420

2- Line printer

It works like Dot matrix printer, just it prints a complete line at a time. It
contains a chain of pins that helps to print an entire line. It is superior in speed
and quality. Usually a line printer prints 200 lines/min.
Examples are Tolly T6218, Printrox P5220
3- Laser printer

It produces high quality graphics by using the same technology as in

photocopy machine. It prints a complete page at a time and works like a
photopier. It can print upto 6 pg/min. For printing laser printers use powder
ink that is available in cartridge. These printers are quite expensive.
Examples are HP laser jet 4300, Samsun ML 1710
4- Inkjet printer

It has nosals which make dots to print. Inkjet printers are low in cost.
For example Lex mark Z35 Color Inkjet printer, Epson stlys C82 Color
inkjet printer

Monitors and its types

Whatever is on screen is called display. Monitor is like TV and it output the softcopy of
software and programs in computer. Like regular TV, it has some buttons as well that
includes Power button and display adjustment buttons.

Types of monitors
1- CRT monitors

These are cathode ray tube monitors and commonly used for personal use.
Examples are Philips Professional Brilliance 107P, Samsun syncmaster
551v

2- LCD monitors

Liquid crystal is used for the screen which is also used in scientific calculator. It
got advantage over CRT monitors due to look, lightweight and compact size.
These can be adjusted in less space.
Examples are Samsung Synmaster LCD, Sony LCD monitor

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Speakers
Different types of computer speakers are available in the market. These speakers
work very much like regular speakers.
Examples Yamaha 5.1
Logitec z-640

Multimedia projectors
display and sound to have it on some screen. It works like a magnifying
glass. Examples
Epson Powerlite 8118
Toshiba Digital Multimedia

Summary
In this lesson we have learnt:
What are Computer Output and output devices?
Types of output
Commonly used device e.g Printer, Monitor, Speaker

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Computer Proficiency License (CS001)

Module 01
Internet

Objectives
The objective of this lesson is to provide information about
 What is meant be Internet?
 Services available over the internet
 World wide web
 Email
 How to access internet?

Internet
Internet is network of networks. It doesn‟t belong to any one and no one runs it. People
around the globe access internet via telephone line or satellite.

How to access it?

Internet Service Provider (ISP) is a company or organization that connects the users with
internet. ISP is always connected to internet and people who want to access internet, connect
it via their local ISPs.
It is used to share information and resources over internet.

Services over Internet

1- World Wide Web
2- Email

World Wide Web

Web meant net. It was originally designed to share information among scientific
community. But now it is the most popular way of sharing information.
Web page is a resource of information written in html.

Web browser is software that is used to view webpage.

Popular Web Browser

Internet explore
Mozilla Firefox
Google Chrome

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Website

Web site is a collection of related web pages. Every website has a unique address to
access it. It is called uniform recourse locator (URL). For example www.vu.edu.pk is
the url for the virtual university‟s website.

Links provide us the access to other web pages in website. You may have seen links like
home, contact us, about us etc.
Advantage of web is availability of huge resource of information. For example
temperature of different parts of world is available over the web and

How to reach the web?

1- Connect telephone line to computer
2- Connect to ISP
a. Enter ISP phone
b. Enter user name and password to connect
3- Open browser
4- Enter URL and browse internet

Email
It is like regular mail just with a small difference that you need computer to read, write
or send email. It is used for communication between people who are at distance. Its
delivery is faster, safer than regular mail. Probability of losing is very low and it can be
viewed from anywhere in the world as it resides on internet.

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Email address is used to send email from one computer to another. e.g [email protected] is an
email address to send email to Virtual University of Pakistan.

Email client
Email client is software to compose, sent, receive or read email. You can access your
emails from anywhere in the world. All you need is email id and password provided. This
ensures authenticated access to your emails. Password is a secret word, used to uniquely
identify the user. Some famous email clients are MS outlook, Neo mail, Lotus notes.

Popular Email Clients

Gmail
Hotmail
AOL
Yahoo Mail
Microsoft Outlook

Summary
In this lesson we learnt about:
Internet, web, email
Web site, Webpages

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Computer Proficiency License (CS001)

Module 02
Introduction

Objectives

The objective of this lesson is to provide information about

 How to ON/OFF the computer?
 Desktop environment
 Introduction to “Windows 7”
 Operating System
 Identifying installed RAM
 CPU processing speed and its brand
 Computer configuration
 Use of help command

Starting the computer

Press the power button on system unit to start the computer. The area you will see on the
monitor screen, after computer a start is called desktop. It is called desktop because you can
use it like the top of the desk to place the icon or shortcut to your favorite programs or soft
wares.
ICON is a graphical representation of files, folders, disk drives, toolbar buttons etc. Name of
the icon, file, folder etc is written just below it. The word icon came from the Greek word
“eikon” which means image. Still religious pictures are called Eikon in Greek. In windows,
these icons are links to software to open it with double click of the mouse. You can design
such icons yourself as well.
Taskbar is the bar at the bottom area of desktop (monitor screen). Icons of our tasks and
software being used will appear here. It is called taskbar because it shows the tasks being
carried out in computer. Microsoft window‟s icon (Start button) resides at the left side of the
task bar. At the right side of this button, quick launch bar exist. Icons reside here open their
respective programs with single click. System tray exist at the right side of the task bar,
which may contains some icons like antivirus programs, firewall software etc. Icons in
system tray represent programs which work in background. For example an antivirus
program works consistently in the background to protect your pc from viruses and only icon
display here. In the same system tray, there is a clock indicating the system time. It is called
system clock.

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How to shut down the computer?

Click on start (located at the bottom left side of the task bar on monitor screen). A list of
program names and commands will appear. Click on the option “Shut down”. Clicking on
Shutdown button will shut down your PC.

Pressing power butting of your computer during work may damage your pc and all data will
be lost.

How to restart computer?

You may need to restart the computer.

Why we restart computer?
There can be several reasons for restarting computer. Like new installation of any software
can ask for restart or computer suddenly stops working (halt).
To restart your computer, click on start button at the taskbar. Click arrow to next shutdown
button to open the shutdown dropdown menu and select restart from the menu. It will shut
down the computer and starts it again.

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Window and its structure

Window is software developed by Microsoft which is usually called Microsoft windows.
Window has different versions like window 98, window XP, window Vista, window 7 and
window 8, window 10 etc. Although these versions are similar to each other but every new
version is better than the previous with and provides new features as well.

Basic windows properties

Click on “My Computer” icon. A new screen will open. It is called computer folder.
A blue bar at the top of the window has
1. Buttons to restore down Maximize/Minimize and Close the window.

Minimize Maximize Close

Clicking on minimize button to hide window on taskbar.

Desktop can‟t be seen when any window is maximized.
Clicking on cross button at right side of window will close window.

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Status bar
It resides at the bottom of the window. It provides some information related to that window.

System Information
Right Click the “Computer”
Window open which contain system information for example, name of operating system
installed on computer and RAM capacity etc.

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Change system time and date

The notification area (system tray), which includes a clock and icons (small pictures) that
communicate the status of certain programs and computer settings.
Click Time in system tray
Click Change date and time settings
Complete details visit: http://cpl.vu.edu.pk

Change System Sound

Click speaker icon in system tray to change volume
To adjust desktop background and theme:
Right click the desktop and choose Personalize

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Select the desired theme. Or browse for more themes online.

Click Desktop Background, Window Color, Sound, or Screen Saver to customize any these
options for the selected theme.

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Help and Support

Microsoft provides extensive Help and support feature to do certain things on your computer.
HELP AND SUPPORT functions by clicking on the START button and select HELP AND
SUPPORT or Press F1 through keyboard.

Summary
In this lesson we learnt about the basic system properties

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Computer Proficiency License (CS-001)

Module 02
Introduction to Desktop Environment

Objectives
The objective of this lesson is to provide information about
 Icons
 Working with Desktop Icons
 Basic Desktop Icons
 Areas of Desktop
 Changing the Size of Window

Icon
Icons are small pictures that represent programs, files, folders, or other things on the desktop.
Objects with the same characteristics, like file folders, have the same icon.

Moving an icon
To move an icon, we have to select it first.
Click on icon and without releasing the button to the position you want to
place Release the mouse.

Recycle Bin
It resembles to the waste bin, and got a recycle logo on it. It got all the deleted files or folders
from the computer. If we want, we can restore deleted files from recycle bin but if once these
files are deleted from the bin, we can not have them back.
To delete a file or folder
Right Click on file or folder
Choose delete
Or
Drag this file to the Recycle Bin
Or
Select it first by clicking on it once. Now press “Delete” button on keyboard.

Recover files from the Recycle Bin

1. Open the recycle bin

2. Do one of the following:

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To restore a file, click it, and then, on the toolbar, click Restore this item.
To restore all of the files, make sure that no files are selected, and then, on the toolbar, click
Restore all items.

Understanding files and folders

In computer data is saved in form of files. We put these generated files in folders on hard
disk. To access our desired file, we have to open associated drive and then folder(s). This is
called the path to the file. For example we have a file “song1.mp3” in folder “Songs” which
is placed in drive C. To access song1.mp3, first we will open drive C, and then folder Songs.
In this case C:\Songs\song1.mp3 would be complete path.

Window Explorer
With the help of this window, we can browse the folders and files in our computer. Click on
Start > All Programs > Accessories > Windows Explorer
It has two parts unlike any other window e.g. my computer‟s window

1- List panel on left side

2- Detail section on right side

Resizing and moving a window

To resize a window, select window‟s bottom right edge and drag inside or outside without
releasing the mouse. We can resize a window by dragging any of its edge with mouse
pointer.
To move a window click on the title bar of the window, and move it without releasing the
mouse.
With the help of scroll bars, we can see the content of window, which wasn‟t visible before.
There are two kinds of scroll bars in window.

1- Vertical scroll bar to scroll the window in up and down direction.

2- Horizontal scroll bar to scroll it left and right direction.
Application windows

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Active and Inactive Window

No matter how many windows you have opened, you can work only at one of them at a time.
Title bar color of the window that is in use is different from other windows. The window that
is in use has a dark colored title bar and is called active window. The window that is not in
use has a light colored title bar and is called inactive window.

Closing Application Window

Click button Or Click File and Choose Exit

Summary
In this lesson we have learnt:
Basic Desktop Icons
Areas of Desktop
Changing the Size of Window

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Computer Proficiency License (CS-001)

Module 02
Organizing Files

Objectives
The objective of this lesson is to provide information about
 Directories / Folders
 Widely Used Type of Files
 Copying, Saving and Backup of Files
 Deleting Files and Formatting Disk
 File Searching

Creating a folder
To create a new folder, right click on the empty area of the desktop and select New < Folder
New folders are always named as “New Folder” by computer. Folders within folders can be
created. These are called sub-folders as they reside inside some main folder. The purpose of
creating folders within folders is to organize our data in a structured form.
To view the properties of a folder
1. Select the folder. Go to File menu and click on Properties. A new window call
Properties Panel will open.
2. Right click on a folder. Go to Properties.

Window Properties Panel consists of many tabs, for example

1. General Tab – It will have Folder name, type, location on computer, size and number
of files and subfolders, date and time folder was created on, attributes(read only,
hidden)
To rename a folder, right click on the folder, and select Rename. Enter new name in place of
highlighted text.

Widely Used Type of Files

Right click on Desktop choose New to view widely used files.

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Creating Application File

To create a new file, right click on the empty area of the desktop. Go to New and click on the
file type you want to create. For example to create a new word document, right click on the
desktop, Go to New and select MS Word Document.
To view the properties of software, right click on the file. File Properties window will open.
To rename a file, right click on that file, and select Rename. Enter new name in place of
highlighted text.
To select a file, simply do a single click on it.

File Attributes
To view file attribute
Right click on file
Choose Properties

File Properties Panel consists of many tabs, for example

1. General Tab – It will have File name, type, location on computer, size and date and
time file created on, attributes(read only, hidden)

Selecting Files
To select multiple files
1. Click on area near to one file and than drag around all files you need to select.

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2. Hold down Ctrl key and select all those files that need so be selected.
3. To select adjacent or icons in a row, press Shift Key and select those icons.

To make backup files/folders

1. Copy the file/folder to another secondary storage device like floppy disk.
2. Right click on the file folder and move your cursor to “Send To” option. Flash Drive
Or copy file, open My Computer, Open Flash Drive and Paste in it.

Formatting a USB Drive

Attach USB drive with computer. Open My Computer and right click on the icon of the USB
Drive. Right click on USB drive, select the “Format...” option. Choose quick format and
click on start button. USB drive will be formatted and all data will be removed.

Searching File
Open My Computer
Write file name in search bar

Summary
In this lesson you have learnt
Directories / Folders
Widely Used Type of Files
Copying, Saving and Backup of Files
Seleting files
Process of formatting USB drive

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Computer Proficiency License (CS-001)

Module 02
Print Management

Objectives
The objective of this lesson is to provide information about
 How to install a printer?
 Be able to take prints
 Change the default printer
 View job print status from the print manager

Printer
Printer is hardware. It outputs hardcopy (print on paper) of some file on your computer.

Installation
Installation or setup means to connect a printer with computer and copy necessary
software on the computer. It can be divided into (1) Hardware Installation and (2)
Software Installation

Hardware Installation
Connect the main power cable to power socket
Put the USB cable into USB socket
Switch the main power on.
LED on the printer panel will be on. Operating system detected the printer but unable to
install because operating system does have required printer software driver.

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Software Installation

Insert the CD containing printer-driver in CD Rom and than click on the next button
Computer will copy and install all the required driver files and set it as default printer.

Printing from installed printer

You can use any of these to get the print of your document.

1. Open your MS word file.

2. Click on File < Print.. and press Ok.
3. Press Ctrl + P to get the print of your document.

Printing in Network Environment

1. Open your MS word file.
2. Click on File < Print or Press Ctrl+P
3. Choose Printer name from Printers list
4. Click Print

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Print job status

To view the print job status

1. Click on the start < Devices and Printers

2. Click on the printer icon representing printer, you sent prints to
3. A new window for this printer will open which will display the information
such as Document Name, status, Owner, Pages, Size, Submitted date/time and
port etc.
4. Or click Printer icon in system tray.

Summary
In this lesson you have learnt:
How to attach and install a printer with computer
How to take prints of any file
How to use printer
How to view job status

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Computer Proficiency License (CS-001)

Module 3
Word processing

Objectives

The objective of this lesson is to provide information about

 Creating a New Document
 Saving a Document
 Opening a Document
 Opening Multiple Documents
 Typing Text

Open MS word Application

To open a MS word Application First Click on Button or press
button From Keyboard.
In the Start Menu Click on All Programs then find Microsoft Office there and click on
it Chose Microsoft Office Word and Open it by single click.
After clicking on the last option “Microsoft Office Word” in the sub menu you will a
dialogue box with “Microsoft Office Word” written on it. This dialogue box is called splash
screen. After few seconds splash screen will disappear and MS word will be open.

P.S. This sequence of opening a word document is according to Windows 7, Sequence of

Opening Microsoft word can vary on different versions of Windows.

Screen Layout
Default screen layout is the layout of MS word when it is opened. We can change the default
layout according to our will.
In title bar, Name of the document with “Microsoft word” is written. If it‟s a new document
and not being saved yet, it will have temporary name like Document1, Document2 etc
A file created by word processing software is called document.

Menu bar is a bar just below the title bar of the document. It contains Sub menus (File, Edit,
View etc.) to give specific instructions to word processor. For example File menu contains

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commands like Save, Close, Exit for the open document. Edit menu contains editing related
commands like cut, copy, paste for the text of word document.

Different Toolbars
At the Upper right side of the title bar, you can see three buttons

1- Minimize button – This button is used to minimize (An open window will appear
as icon in task bar) the word document. To maximize this window, click on its icon
at the taskbar.
2- Restore down button – This button is used to restore down the window to a
smaller size on desktop.
3- Close button – This button is used to close the document.

Scroll Bars and Rulers

Scroll Bar
At the Right side and at the bottom of the Document There is Scroll bar.

With the Right vertical scroll bar Document can be scrolled up and down.
With the Bottom Horizontal Scroll bar we can scroll document
left or right.

Rulers
Rulers are at the left side and on the upper side of the document.

Upper Ruler shows the starting and ending of a line in the document.
Left Rulers shows the starting and ending of the document.
Rulers can also be adjusted as per our need.
At the extreme bottom of the document status bar can be found. Status contains information
about on which page we are right now how many words are present in the document.

Opening a New Document

To create a new document in Microsoft word from File menu we click on New and after that
we select Blank Document.

From Keyboard we can use shortcut key + to create new Document.

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Opening an existing Document

A document which was previously created can also be opened from File menu, click on the
File then Open and from the file dialog box select the document of your choice and click
open.

From Keyboard we can use shortcut key + to open a previously created

document.

Typing Some Text

Text can be added on the Document white vacant area. Blinking Vertical line „|‟can be found
on the screen this is called cursor. Cursor shows the position of the text which will be entered
next. Mostly this cursor is to right of the last word entered.

Saving
A Document can be saved in the computer hard disk for the later use, we can save document
with some methods.
First method is to click on the save button from Quick Access Toolbar.
Second Method is from File Menu we can click on save Button.

Third Method is to Click + From Keyboard.

After Clicking save from any of the above button a dialog will be opened, we can select the
destination folder from there, and chose a name for our document and click the button save
our document will be saved.

Opening Editing and Saving Again

We can open a file from File menu or by pressing short cut key + .

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Open file menu contains much option to organize, select and open a particular word
document.
From the file types we can select different file types to display in the file menu.

Opening Multiple Documents Simultaneously

In Real life we require more than one document at the same time. Microsoft Word Provides
same functionality of opening and working with multiple documents simultaneously.
To open Multiple Documents at the same time we simply navigate to target folder and double
click on the document file(s).

To switch between multiple documents we simply use short key + .

Saving an Already saved Document

A document which has already been created and saved to a location can also be saved to
another location for example USB drive.
To save a document to another location we use save as feature of Microsoft Word, First we
navigate to File Menu then from file menu we will select Save As Option a new window will
be opened, from this opened window we can select the destination folder and click the save
button to save the document to new destination.
P.S. Remember after saving the file with save as feature will not remove the document from
the previous folder, it will just make another copy of that document into new folder.

Getting Help from Microsoft Office

Help from Microsoft Word can be get in case someone cannot understand how to perform
certain task.

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To get help from MS Word we use help button at the upper right corner of the screen.

Or shortcut key from keyboard can be used.

Closing a single document and closing Word

To close a single document in MS Word from the File Menu select close option to close a
single document.
To close the Microsoft word application click the cross button at upper right

corner or press shortcut key from keyboard + .

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Computer Proficiency License (CS-001)

Module 3
Using Application

Objectives

The objective of this lesson is to provide information about

 How to adjust basic settings of MS word
 Inserting different type of data in MS word
 Inserting characters, Word sentence and Text
 Undo Command
 New Paragraph Insertion
 Special Character and symbols
 Page Break

Change Page Display Mode

We can change Display mode of MS word with the purpose of how page will be displayed to
us.
Display mode can be changed to following option:
Print Layout
Full Screen Reading
Web Layout
Outline
Draft
To change the display mode we need to click on View Ribbon Tab after clicking on View
Tab on the very left we can find Document Views segment with different options of how the
document will be displayed we can click on the required layout to set it for the current
document.

Change Zoom level

We sometimes need make document bigger or smaller with the intention of viewing a
document more clearly or view more than one pages at the same time.
To change zoom settings from view Ribbon Tab click on Zoom, a new window will be
opened with different zoom levels select the required zoom level and press OK. Zoom level
can be changed with some other methods as well from the bottom right of the document we
can see + and – Signs with a bar we can adjust zoom level from there.

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Edit Ribbon Tabs

To Edit ribbon tabs first right click on ribbon tabs and select customize The Ribbon Option
From there.

A new window will be opened with many options in it. Below are some features we can use
to edit our ribbon bar:
In the right side menu we can check and uncheck a tab to show or hide it from ribbon
tab.

We can move a ribbon tab up or down with buttons to change its position in
ribbon tabs.

Changing file Format

Sometimes we need to save a file in specific format so that it can be opened in other
software as well.
To change file format from File Menu we click on Save As option a new window is opened,
from this newly opened window we will click on save as option to change the file format and
click save to save file.

Inserting Text
To insert text into already written document or text we simply right click on the required
position and simply insert the text we want to insert.

Undo Command

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To undo the last action in MS Word we click on undo button from quick access menu

bar. We can do this with keyboard short cut key + .

Insert Special Character and Symbols

Sometimes we need to insert mathematical symbols and characters which are not available
on keyboard.

To this from insert tab we click on symbol on the right side .

A small drop down will be opened with some symbols in it we can select the symbol if we
want or click on more symbols to select from more symbols and Special characters.

Selecting, Cutting, Copy and Paste Operations

Selecting Text

Text can be selected using mouse left button or Using key from Keyboard. To
select text we press and hold the mouse left button and move the mouse over the text to select
selected text will highlighted, same with using shift key we press and hold shift key and press
left or right arrow button or move mouse over the text to select.

Copy, Cut and Paste Text

We can copy or cut a text and later paste it in same document or another document.

To copy selected text we use copy button from clipboard which is present at
upper left corner of the application. Shortcut key from keyboard + .
To cut the text we use cut button from clip board or use shortcut key from

keyboard + .

To Paste the text we can use paste button from clipboard or use Shortcut key

from keyboard + .

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Searching and Replacing

Finding Text in Document

To find a certain word or in a document we can use find feature of the MS Word, find button
is on the upper right corner of the MS Word. Shortcut key from keyboard +
.

Feature can be used to find a phrase in the document.

Finding and Replacing Text in Document

We can also replace a word in the document in MS Word; sometimes we need to replace a
specific word in the document which has already been written for example we have a
document in which President of Pakistan‟s Name is Musharaf and we need to change it
Mamnoon Hussain so it is better to use find and Replace feature of MS Word.
To use Find and Replace we will click on from upper right corner just below the
find.

A new window will be opened with two text boxes, in the Find What field we will write the
text we want to find and in the Replace field we will write the text we want to replace with
the entered text and click Replace All Button to replace all or Simple Replace to Replace
one by one.

Summary

In this lesson you are learnt

Edit a document
Selecting text in document
Different command (Cut, Copy etc)

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Computer Proficiency License (CS001)

Module 3
Formatting

Objective

The objective of this lesson is to provide information about

 How to change font size and color?
 How to set alignment?
 Creating hyperlink
 How to add header and footer?
 Correcting spell mistakes

Changing Font Properties

Font is the style how the text will be displayed

in the document.To change font from Home Ribbon bar
we will use font segment.
This toolbar have many options in it below are some things we can do with it:

We can change the font Style to another one for example Times New
Roman or Broadway.

Font Size can be increased to make text bigger or smaller.

We can make text highlighted or change text color .

Bold, Italic and Underlined

We can make Text bold by clicking on B or make it Italicize by clicking on I or Make it
Underlined.
Shortcut Keys for making text bold, italic or Underlined are as follows.

Bold
+
Italic
+
Underlined
+

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Indentation
We can add spacing before new lines and in between lines in MS Word.

To add new line space we press button from keyboard.

To change line spacing we press button from Paragraph Tab of Home Ribbon Bar.

Changing Text Colors

To change Text colors in MS Word we use Font Tab from Home Ribbon bar. To change text
color click on the . A dropdown will be opened with many colors in it we first select the
text and then chose the color we want for the selected text.

Alignment and Justification

Sometimes we have a special need to align text right or in the center MS word makes it easy
in the Paragraph Tab. these are the alignment buttons we use to left, center and
right align respectively.
Shortcut keys for Alignments of text are:

Left Align CTRL + L

Center Align CTRL + E

Right Align CTRL + R

We can also justify text in MS Word by click on justify Button or use shortcut key
CTRL + J.

Hyperlink
Sometimes we need to divert the reader of the document to a website, for this purpose we use
hyperlinks.

To insert a hyperlink first select the Insert Ribbon Tab and from insert tab select a
new window will be opened with Text to display and Address insert the link in the address
and Text which should be displayed in the Text to display text box. The final link will look
like this Virtual University .
CTRL + K is the shortcut key to insert hyperlink from keyboard.

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Borders

MS Word Provides the Facility to insert borders to a paragraph or to full page.

To insert borders we use Page Layout from Ribbon bar and select a new window will
be opened with many options in it we can select the border width, color and style and then
click OK to insert the border.

Bullets
To make points in the document we use bullets in MS Word.

To insert Bullets in Home Tab from Paragraph sub Tab we can click on to
insert bullets. MS Word have different type of bullets which include numeric , alphabetic and
styled bullets we can chose any of these as per requirement.

Templates
MS Word have many already well written and styled document samples which we can use as
per our need these are called templates.
For example you want to write CV and cannot chose how to style it you simply use a
template.

To use a template from the File Ribbon Tab we click on NEW and then click on .
After clicking on this we will find many documents already well styled and we can chose the
best style that suits us.

Finishing a Document Styles and Pagination

On a selected text we apply more than one style at a time, we can do this by simply clicking
on more font button from Font Tab.
A new window will be opened and we can choose many styles to apply on selected text.

Changing Page Size/Setup

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Sometimes we need to change page size or style on which we are typing as per our printing
or other requirements.
To change page setup we first click on Page Layout Ribbon Bar then in the Page Setup

We can change Margins, Orientation and Size of the Page.

Spelling and Grammar

MS Word have built in Grammar we can use to correct spelling and other grammatical errors,
whenever we write wrong spelling MS word automatically recognize it and underline it red
to let us know that it wrong. We can right click on the underlined word and chose the correct
spellings.

Summary
In this lesson you have learnt
Change font size and color?
Set alignment?
Creating hyperlink
Add header and footer?
Correcting spell mistakes

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Computer Proficiency License (CS001)

Module 03
Tables
Objectives
The objective of this lesson is to provide information about
 How to create tables using MS word?
 How to change column width and height?
 How to insert and delete columns and rows from table?
 How to format borders and change colors?
 How to use images in documents?

Tables – Introduction
An introduction We usually use text in our documents. We can also use charts, graphs and
pictures in our document file. Tabular data makes it easier for the reader to understand the
information provided.

Example of tabular data can be

Time table
Employee contact list
Product sales report
Drawing, charts and pictures can make a document look better and easy to understand.

Rows and columns can be inserted into already built table , to insert a row or column select
the place where you want to insert row or column then right click on it and from options
menu select insert then select insert row or column to the left, right below or above the
current row or column.
Rows and columns can also be deleted from an existing table, to delete a row or column
select the row or column and right click on it then select Delete cells option to delete the
rows or column and data with it as well.

Changing Table Borders

Borders of a Table can be styled according to requirements and needs.
To change border of a Table first select the Table then select Design Tab from table Tools.

.
After clicking on design Tab click on Borders. A drop down menu will be opened with
many features in it for different type of borders. We can select the border which we want to
show/ hide. The last option in this drop down is Border and Shading. Upon clicking on
Border and Shading a new window will be opened in this window we can select the border
type, and color as per our requirements.

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Inserting Pictures
A picture is worth thousand words.
MS Word allows us to use pictures in the document to make it more self-explaining. For
example we are writing an article about embedded computers so, if we can show a picture of
embedded computer in the article the reader will know without even reading the document
that this article is about computers or more precisely embedded computers.
To insert a picture into we have many ways some are discussed below:
First Method is to use Insert Tab from Ribbon bar. Click on Insert Tab click on

a new window will be opened to select picture from computer disk.

Second method is to drag and drop a picture straight from folder to MS Word.
Pictures can resized and rotated as well, to do this we click on the inserted picture and then
use the mouse to resize and rotate as per requirement.
MS Word also provides the functionality of using already created graphics known as clip arts

to insert the clip art same method is used as picture we click on from insert tab a side
bar will be opened from this bar we can search a clipart online.
Summary
In this lesson you learnt:
Creation of tables in word processor
Changing table columns width and height
Insertion and deletion of columns and rows of table
Formatting of table borders
Use of pictures and images in document

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Computer Proficiency License (CS001)

Module 03
Preparing Outputs
Objectives
The objective of this lecture is to provide information about
 How to review and proof read a document
 How to use word processor to proof read
 How to remove spelling and grammar mistakes
 How to take print outs of a document
 How to make use of different printing options

Reviewing a document
When a document is prepared, it is thoroughly checked with different perspective. A
document is checked for its layout and information provided in it. Documents are also
checked for its spelling and grammar mistakes. We should review our document made with
the help of word processing application.
A complete document review includes
1. Complete page layout
2. Page margins and numbering
3. Header and footer settings
4. Text and paragraph settings

A very important part of document review is spelling and grammar check. A word processor
gives us a very important feature of spelling and grammar check. It indicates any spelling
mistake in the document and points out any grammatical mistake as well. While writing in
MS word, spelling mistakes are shown by red lines and grammar mistakes are shown by
green lines. Using the spelling and grammar check feature, we can remove mistakes from our
document.

There are two methods to correct such mistakes in document.

1. We can use the spelling and grammar check feature.

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Go to the start of the document. Click Review tab

and Click on button highlighted in the figure. It will open a
new dialogue box with correct options. You can
do the correction, ignore it or add it to dictionary.

2. We can use the right click of our mouse. Right click on the word with red line below it to
see the available corrected options.

Words not included in computer dictionary are highlighted as mistakes. For example nouns
like Places; Muslim names etc are considered as spelling mistakes. We can add such words in
dictionary so that they are not considered as mistake next time. Right click on the highlighted
word, and select “Add to Dictionary”

The green wavy line under the sentence represents a grammatical mistake. Computer is
suggesting you to revise the fragment from the grammar perspective.

Printing a document
We can take prints of a document prepared in word processor. The files created using
software and saved in computer called “soft copy”.
To take the print you can do any of the following.
1. Go to File < Print or

2. Press Ctrl + P

A dialogue box will open in case, either option is followed.

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You will see different options available for print. You can select All, only current page, or
page range for prints Multiple copies can be sent to printer at a time of a document with a
single click.

Select Printer
If more than one printer are attached we can select a printer we want to print from.

Page Orientation

We can select the available page orientation

 Landscape
 Portrait

Page Sizes and Margins

You can set page margins and select required page size for example A4, Letter and Legal.
Margins can be also be chosen Narrow, Normal and other.
Summary
In this lesson you learnt:
Review and proof reading of a document
Using word processor to proof read
Removing spelling and grammar mistakes
Taking print outs of a document
Different print out options

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Computer Proficiency License (CS001)

Module 03
Mail Merge
Objectives
The objective of this lesson is to provie information about
 What is mail merge and why we use it?
 What are the important steps of mail merge?
 How to create a mailing list?
 How to create a mailing list with a document?
 How to prepare mailing envelopes?
 How to take print outs of a merged documents

Basic concepts
In merged mail we have some information that is merged with other letters to be posted after
words. This mail can be our postal mail or electronic mail send by our pc. We use the mail
merge feature provided by a word processor to merge out our information with letters and
prepare them for delivery.
Mail merge comprised of two steps.
1. Prepare your letter or invitation.
2. Prepare the list of people who will receive this letter.
3. Merge the information from the list into main letter.
For example we need to send university students a convocation letter. Such invitation or
letter is addressed to different person. Text of the invitation will be the same but the name of
the students and their addresses will be different.

1. To develop invitations using mail merge feature do the following steps

2. Click Mailings Tab.
3. Click Start Mail Merge
4. Click on to start wizard. Mail merge pane will be opned at
left side.
5. Select “Letters” radio button in the document type and click on the next: Starting

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6. document in the bottom of the panel.

7. Select “Use the current document” and click on the “Next: Select recipients”
8. Select “Type a new list” and click on Create… A new window will open with text
fields. Enter information in text fields and click on OK. It will ask you to save the list.
Enter “Students” and press enter. Click on “Next: write your letter”

Insert Merge Field

Click Mailing tab
Click Insert Merge Field available in “Write and Insert Field” menu
Select required field and Click Insert
Click Close

Edit Data List

It is very easy to edit a list or add/delete
a record in list.

Click on the Mail recipient button available in Start Mail Merge mune in Mailing tab.
A new window will open with list you develop. Select any entry and click on Edit button in
the window to do any changes. Once you enter into the edit mode for the particular list entry,
you can delete, find, sort and add new entry.

Mailing Envelopes
Mailing Envelopes can also be created using mail Merge feature we can use already created
list or create a new one.

To create envelopes we click on from Mailings Tab. A new window will open
select required options to adjust envelop according to need.

Now that we are set up the Envelop we can click on to select the list of people to
print on these envelops. We can choose previously created list from the disk.

After that we can click on and insert the fields one by one just like we did for the
letters. Now after inserting and finishing it we can print these envelopes.
Printing a merged document

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Click on the “Finish and Merge” button in Mailing tab then Click Print Documents and Select “All” from
the Merge to Printer window to take prints for all records. Soon after you click on the OK button, a
new window will open for printer. Click on Ok button to send print request to printer.

Summary
In this lesson you learnt:
Feature of mail merge
Important Step of mail merge
Create mailing list
Merging of letter / Document
Creating maling envolops

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