Tonga Institute of Higher Education Certificate in Accounting LECTURE 6 Revision and MSWord.

Tonga Institute of Higher Education

Certificate in AccountingCertificate in Accounting

LECTURE 6LECTURE 6

Revision and MSWord

Review Healthy and Safety Issues

• Posture

• Furniture and Lightning

• Taking a rest for a breaks

• Simple Exercises

• Ways to connect and disconnect ….

Keyboarding • Key names

– Typewriter Keys– System Keys– Application Keys– Function Keys– Numeric Keypad– Cursor and control keys– Enter Keys– Others

• Key arrangements– Home Keys etc

Keyboard

Type of Keyboard

• Different Type of Keyboard.– 104 key PC US English QWERTY keyboard

layout– Dvorak Simplified Keyboard– Hebrew Keyboard– Microwriter etc

Computer Operations

• Getting Start with How to:– Connect your PC– Connecting other Peripheral devices– Turn it ON and OFF– Turning off other peripheral devices

Booting a PC• BIOS System Boot Operations

BIOS – Basic Input Output System

POST – power-on-self-test – that is conducted whenever the system starts up

• Cold Boot - The start-up of a computer from a powered-down, or off, state. Also called a hard boot. (internet.com)

Booting a PC

• Warm Boot - Refers to restarting a computer that is already turned on via the operating system.

• Restarting it returns the computer to its initial state.

• A warm boot is sometimes necessary when a program encounters an error from which it cannot recover. On PCs, you can perform a warm boot by pressing the Control, Alt, and Delete keys simultaneously. On Macs, you can perform a warm boot by pressing the Restart button. Also called a soft boot. (internet.com)

Computer Hardware

• Review – Word Definitions, – Four main parts and function– Input and output Devices– Component in the System Unit

Component in a System Unit

Motherboard

• The Motherboard inside a computer is the big part that connects all the other parts of the computer

• Some parts are built into the motherboard and cannot be removed

• Some can be taken out and replaced with other things, like memory, modems, and processors.

Microprocessors and Memory

• Microprocessors and memory are usually the two biggest parts of a computer a computer store will tell you about

• They will say:– This computer has a 1.5 Ghz processor with

256 MB of RAM

• What does it mean?

Microprocessor

• The most expensive and important part of a computer

• It processes commands and instructions that come from programs.

• It is also knows as a central processing unit (CPU)

• It is contained all on one IC chip

Microprocessor

• You can usually spot a microprocessor inside a computer because it has a fan on top of it

• The fan is absolutely needed in order to cool the processor down. Otherwise it would get so hot it would melt

Memory

• The Processor acts as the brain of the computer, but the brain needs to store its memories somewhere

• These memories live in different places• Cache is a type of memory in the

processor. It is the fastest and the most expensive. It is also the smallest in size

Memory

• Another type of memory is called RAM, or DRAM. This is less expensive and larger in size

• If the processor cannot find the data it is looking for in the cache it will then check the RAM.

• RAM can hold data as long as the computer is on, but it is “volatile”

• This means it will forget and lose the data if something is not done

RAM

• What needs to be done to save memory in RAM?

• The computer has to keep refreshing the RAM with electricity in order for it to preserve the bits

• When you shut off the computer the RAM will stop receiving electricity and the data inside will disappear

RAM

• How much RAM do you need?– Minimum: 16 MBs of RAM for Windows 98– Minimum: 32 MBs for Windows 2000– Minimum: 64 MBs for Windows XP

• To run a computer quickly today and use the internet and play games you will need at least 256 MB

• Sometimes if your computer seems slow, it might be because you don’t have enough RAM

RAM

• What happens if the computer needs more memory than you have in RAM?

• The operating system will use what is called “Virtual Memory”

• This means instead of saving data in RAM, it will save it on the hard disk and pretend it is inside the RAM.

• Only problem: this is slow. Very slow.

RAM

• There are different types of RAM. Make sure you get the right kind for your computer

• SDRAM is common, not expensive• DDR-RAM is faster and more expensive and

newer• Newer computers use different sizes and types

of RAM than older computers. You will not always be able to take RAM from an older computer and put it in a newer one.

RAM and ROM

• RAM – means Random Access Memory• This means a computer can get its data from

anywhere in RAM at any time

• ROM – means Read Only Memory• This is memory that cannot be changed (read-

only). It is used to save things like the BIOS.

• They are used for totally different purposes in the computer

CMOS and BIOS

• When your computer starts up, it uses a special program to help check hardware and load the operating system from the hard drive.

• This special program is called the BIOS.• The BIOS will save system settings,

configurations and basic info it needs to start everything properly.

• This information is saved in a ROM called the CMOS, which is a chip on the motherboard.

What you should know

• When buying a computer, you should look at the memory information and know what they are saying

• A 128 MB SDRAM computer means:– 128 MB: enough to run most computers– SDRAM: cheaper RAM that is a little slower

than RDRAM and DDR-RAM

Storage Devices

• Storage is usually different from memory. Storage is meant for saving things for a long time.

• Memory is used to store things briefly that the processor may use.

• There are two parts for storage– Storage Media that contains the data (CD, DVD,

floppy disk)– Storage Drive that will read the data (CD Drive, DVD

Player)– Some are combined into one (hard drive)

Storage

• Storage devices don’t actually write zero or one on the hard disk. We only use the symbols that look like 0 and 1 because they are familiar.

• A computer using a hard disk will put different markings that indicate a zero or a one.

• Two types of markings – magnetic and optical

Magnetic v Optical

• Hard disks, floppy disks, and tape drives use magnetic markings

• Magnets are used to change the direction of little, tiny particles on the hard disk or floppy disk. It will stay this way until changed again.

• It can always be read without being changed

Magnetic Storage

Magnetic

• Data can be changed by changing the magnetic “polarity” of particles on the storage media

• Data can also be changed by dust, smoke, bad weather or other events that might occur.

• There seems to be many magnetic problems in Tonga, because floppy disks forget their data all the time

• Over time, magnetic fields will lose their polarity. This means data will be lost over time

Hard Disks

• Uses magnetic technology

• They are popular because they are cheap, allow a lot of data to be stored and are pretty fast.

• They write data on circular things called “platters”

Hard Disk

Hard Disks• Generally there are two types of hard disks

– IDE hard disks which are common today– SCSI hard disks which are much faster than

IDE, but expensive and hard to replace– If you are buying a hard drive you need know

if it is SCSI or IDE – For a desktop computer, an IDE drive is OK. If

you are running a powerful server, you might need a SCSI drive

Hard Disks

• Hard disks are cheap and pretty fast, but they can also have problems and then you can lose lots of data if something goes wrong

• As a solution, you can always add more than one hard drive to a computer as backup

Optical

• CDs and DVDs use newer technology called optical storage, which use lasers to make "pits" and "lands" on a disc (little holes on the surface).

• This is why most CDs and DVDs can only be changed once. Once they are written it is impossible to change

• There are special CDs and DVDs which allows themselves to be changed

CDs and DVDs

• CDs and DVDs are useful because on they can store a lot of data in a small space that is easily transported.

• A DVD can store 5.6 GBs of data (CD only 700 MB).

• They are more durable than hard disk. But still can get scratched. You need to be careful handling them

CD Drives

How do you change CDs

• With CD-RW you can change data that is on a CD

• This works by altering the crystal structure of the CD to make spots that were ones into zero’s if you need to

• The process is usually slow, and can only be done a limited number of times (25 maybe) before it stops working

Input and Output Devices

• Input and Output devices are called peripherals and include keyboards, monitors, scanners, printers, fax machines and so on

• Adding peripherals onto your computers and extending its capabilities is one of the reasons why computers can be so valuable.

• So how does it all work?

Expansion Slots

• When you plug a peripheral in how does data get sent back and forth?

• The peripheral will connect through an expansion slot– The expansion slot will then send data

through the expansion bus– A “bus” is the word used to describe a path

that transfers data from one thing to another

Expansion Cards and Slots

Types of expansion slots

• ISA – older, slower, not very common today• PCI – newer and faster, supports more types of

things• AGP – mostly for graphics cards that change the

way the monitor works• Laptops also have expansion slots called

PCMIA. You slide in a whole card, and can remove easily

Expansion ports

• These are the connectors on the back of a computer

Installing peripherals• After you plug the peripheral in (whether through a

expansion slot or port) you must now tell the operating system you have a new device

• To do this, you need to install a “device driver.” • Windows tries to make this easy with “Plug n Play”

meaning as soon as you plug it in it should work• Most of the time this is not the case. • The device will usually come with a CD that you

must install before it will work

Display Devices

• Before you can see pictures on your monitor there are two parts you need to have– 1) the monitor– 2) the graphics card

• The graphics card knows how to make pictures and images and then sends that data to the monitor.

• The monitor just displays what the graphics card tells it too

Resolution and Pixels

• Resolution is the number of pixels that can fit horizontally and vertically.– 1024x768 means that 1024 pixels go across, 768

pixels go down the screen

• Pixels are the individual little dots on a screen that make up the image.

• If you put your face real close to the monitor you can see the pixels.

• Higher resolution means more pixels, which means the quality of the image is sharper and better

Color depth

• In addition to resolution, the color depth will change the quality of the image

• More color depth means more colors are displayed on the monitor and the picture looks more realistic

• 32 bit color depth means there is a range of 4 billion colors

• 8 bit color means only 256 colors

Printers• What to know about printers?

– How fast it is (how many pages per minute it can print)

– The resolution (how good is the image printing)

• Types of printers– Inkjets (spray ink with little nozzles) cheap, slow– Laserjets (works like photocopy), much faster,

more expensive

Digital Data Representation

• Computers are called digital electronics because they work with “discrete” or separate values.

• Computers use data that is binary, meaning it has a 1 or 0 value

• Analog devices use data that is continuous. They can have a wide range of values, like 1, 1.1, 1.11, 1.2253

Digital v. Analog

• Digital is like a light switch.

• It is either on or off (1 or 0)

• A dimmer lets the light have a range of values

• A computer works like a light switch, either on or off, 1 or 0

Binary digits

• Computers work with data in 1s or 0s• These are called binary digits. Binary

means two.• A binary number might look like

– 1110 in binary = 14 in decimal (the numbers you usually use)

• A bit is one binary digit

Binary Digits

• Binary is easy for computers to use because the computer can tell if electricity is on or off inside the circuits in the hardware

• It can then represent any regular number (eg. 162, 1800) as a binary number (101,1111).

• Doing math and other operations with binary numbers is no more difficult than with base-10 numbers

Working with Binary Digits

• Basic binary math.

• Convert between binary to decimal and decimal to binary

• Examples• 7 = 111• 64 = 1000000• 33 = 100001

Binary to Decimal

• The smaller numbers are on the right side

• Example– 10111 = 1*24 + 0*23 + 1*22 + 1*21 + 1*20

– 10111 = 16 + 0 + 4 + 2 + 1

– 10111 = 23

Data Representation

• How is other data stored, if it is not a number?

• A character like ‘a’ or ‘k’ can be represented by binary numbers. Each character has its own binary number.

• By putting those binary numbers together you can form words and sentences.

Characters

• ASCII is the name for the old standard of character representation. Each character was represented by 1 of 128 numbers. Only 128 characters were available

• UNICODE is newer and allows for a lot more characters

• UNICODE allows for Chinese, Arabic and other characters that are different from the Western characters

• UNICODE allows for 65,000 characters

Binary digits

• How does a computer know if a binary number is a number or a character or something else?

• The computer doesn't know. Only the programs that use the data know how they should interpret the data

• If a program opens a file that uses a format it is not expecting, the program will refuse to open it because it cannot.

Bits, Bytes and other Names

• A bit is one binary number. Eg. ‘1’ or ‘0’– Usually a small ‘b’ is after the number if in bits

• A byte is is 8 bits, eg. ‘1001 0011’ – Usually a big ‘B’ is after the number if in bytes

• Storage space on a computer is usually in bytes, like 40 gigabytes, 20 megabytes

• Transmission over a modem is usually in bits– Like 10Kbps, 5.6Kbps

Bits, Bytes and other Names

• Kilo (Kbps) – means a 1,000 times– 5.6Kbps = 5,600 bits per second

• Mega (MB) – means a million times– 200 MBs = 200,000,000 bytes of data

• Giga (GB) – means a billion times– 5 GBs = 5,000,000,000 bytes of data

Microsoft Word

Microsoft Word

• If you have heard of computers, you are familiar with Microsoft Word.

• At some point in every computer user’s life they must use Microsoft Word.

• It is a good idea that we know something about it, what it is capable of and what it is not capable of.

• Microsoft Word is a “word-processor” which means it allows you to type words on a screen and change them before printing them out.

Word-processor & Text-editor

• Are word-processor and text-editor the same thing:

Microsoft Word• Microsoft Word is not the first word-processor and it

is not the only one. It is only the most popular• The word-processor first came out in the late 1970s

and it changed the way computers were used. • Anyone who had used type-writers before became

computer users overnight. • It helped to lead to the computer revolution that we

are experiencing today.• It is important to remember though that Word is not

the starting point or ending point for learning about computers. It is just one simple program.

Getting Started

To run Word (or any program), first go to the “Start” button on the bottom. Then find programs and wait for the list of programs to appear. Select Microsoft Word from the list by clicking on it once.

The program will start and you will see a screen like the one here

Getting Started• When the screen appears, you can start typing whatever

you would need to type. For most purposes that is all you need along with fonts and styles

• On the top, you will notice a “toolbar.” This toolbar lets you do things like change the font, change style (bold, italic, underline), and different format options.

• You can change the toolbars you see by going to the “View” menu on the top and choosing new “Toolbars”

Getting Started• After you start typing, you can change the font,

size and style by highlighting (holding down the left button on the mouse and dragging it across text) and then clicking on a new style or formatting option. This covers 80% of all you might ever do with Word

Borders

• An important task for Tongans is to add borders to documents. In the business world, there is almost no reason to ever add a border, as it is “unprofessional.”

• Occasionally, it might be necessary. • Go to “Format” then go to “Borders

and Shading”• This will allow us to add borders to

boxes and well as to the entire page.• For example, click on “Page Border,”

then choose “Box,” then scroll down the “Art” list to choose a pretty border

Tables• Tables are an easy way to present data in a way that is

organized and professional.• For example, you might need to write a report and need

to add statistics. You can use tables to help show that data.

• You can create a table either by “drawing” it or by “inserting” it. Drawing a table will make boxes that are different sizes.

• Go to “Table” then choose “Insert table”. It will ask you for the number of columns and the number of rows.

• Columns are the number of lines that are vertical• Rows are the number of lines that are horizontal

Tables

• For example, if you have data that has the average age for each form of school, you might want 2 rows and 6 columns.

Tables

• Microsoft Word gives you many options for displaying tables, with lots of colors and different formats.

• After you choose, “Insert Table” go to “Auto-Format” and you will see a list of different formats.

• These can be useful for reports that need to be colorful.

Bullets and Lists• Word offers a number of ways

to make lists.• If you need a simple list of

items, look for the two buttons at the top that have (1,2,3) and (•••). These will start lists. When you want a new item, press enter and a new bullet or number will appear. If you press tab, a new format will appear

• To get back after you press tab, press Shift+Tab at the same time

Spelling and Grammar• Word has a good spell-checker

and grammar checker, but not for Tongan. Normally, Word will highlight all the misspelled words and if you are writing with Tongan, there will be many.

• To turn off the spell checker, go to Tools Options Spelling and Grammar and then choose “Hide spelling errors”

• If you are using English, pay attention to the Words that are highlighted and try to fix them.

• Word will offer suggestions if you right-click on the word.

Pictures and Shapes• To insert a picture into your Word

document from your computer, go to Insert Picture From File and then choose where your picture is

• To put in clipart go to Insert Picture Clipart. Then there will be many pictures available.

• On the bottom of the screen you will see an Autoshapes button. This will insert into your document a lot of different shapes that you might need.

Page Setup• Sometimes you will need to

make changes to the size of the document, or even make it go horizontal. The Page Setup screen can help you make these changes

• Go to File –> Page Setup and you will see a window that allows you to change Margins (the space between the edge of the page and your typing) and also the Orientation (if the page is longer than wider, or wider than longer)

Not Seeing Enough?• Microsoft Word allows you to

zoom in and out on the page to see what it looks like all at once.

• In the box at the top, there is a percentage number. It may be at 75% or 100% or any number.

• It is the percent of the actual size that is shown. To zoom in, put in 150%. To zoom out, try 50%

Templates• Microsoft provides many

“templates” or documents that are already made

• You just need to change them for your purposes.

• For example, if you need a C.V. (called a Resume in America), you can choose one of the examples and just change a few things.

• Go to File New and a window on the right side will appear. Choose “General Templates,” and then find the Template that you need to work with

Mail Merge• One of the powerful uses of Word is the Mail Merge.• Mail Merge allows you to create one "template" document

and then use a pre-defined list or database to insert a different name or address for each item in the list

• It will then allow you to print out each separate document.• This is useful if you have the same letter you want to send

to many people, but only a small piece of information changes each time.

• Mail merge saves you the time of typing in every piece of data.

Mail Merge

• To start go to: Tools -> Letters and Mailings -> Mail Merge and you'll see a wizard appear on the right hand side that will guide you through the process.

• Step 1: Choosing Document Type

• Step 2: Choose Document (here you can start with a template)

Mail Merge

• Step 3: Select Recipients. This step is where you will choose where the data comes from. If you already have a database of names and information it can be very helpful

• Step 4: Create Letter. Notice the special words <<Name>>. This is where your data gets filled in.

• Depending on your list of entries, Word will try to match the headers of your data with the special word.

• For example, in your list you may have a space for First Name. If you then type <<First Name>> in the Merge, it will insert the data automatically

Mail Merge

• Step 5: Preview Letters. This step allows you to view how your data looks when it's inserted into the letters.

• You can scroll through each letter.

• Step 6: Finish the merge. This step allows you to print, and Word will automatically print each of the letters with the correct data.

Other tips• Save your word document often. Save at the start

and then anytime you make important changes. • Become familiar with pressing the Ctrl button and

the S button at the same time (this will save the file for any program you use)

• There have been many problems when computers turn off and someone has not saved their work.

• You can also change the way you work through the “View” menu at the top. The familiar view is the “Print Layout,” but you may like the “Normal” layout better

Summary• Microsoft Word is Microsoft’s most widely-used

product. It has been made so that even monkeys can use it.

• You should spend time going through all the menus at the top and seeing what each thing does. Learning through exploration is one of the best ways to teach yourself

• Many of the parts of Microsoft Word will appear in other programs, like Excel and PowerPoint, so it will be easy to become familiar with these programs if you are familiar with Word.