Basic Computer Skill

Contents
CHAPTER ONE..........................................................................................................................................1
INTRODUCTION TOINFORMATION TECHNOLOGY........................................................................1
1.1WHAT IS INFORMATION?.............................................................................................................1
1.2.SOURCES OF INFORMATION......................................................................................................2
1.2.1. Documentary Sources................................................................................................................2
1.2.2 Non Documentary Sources.........................................................................................................6
1.3. INFORMATION AND SOCIETY...................................................................................................9
1.4.WHAT IS TECHNOLOGY?...........................................................................................................11
1.5. INFORMATION TECHNOLGY...................................................................................................11
1.5.1.Components of Information Technology..................................................................................12
1.5.2. History and Development of Information Technology...........................................................13
1.5.3. The Need for Information Technology....................................................................................14
1.4.5. Applications of Information Technology................................................................................15
CHAPTER TWO: INFORMATION AND DATA PROCESSING..........................................................18
2.1. DATA INFORMATION................................................................................................................18
2.2. DATA PROCESSING AND ORGANIZATION...........................................................................18
2.2.1 Basic Data Processing Cycle....................................................................................................20
2.2.2. Expanded Data Processing Cycle............................................................................................22
2.3. DATA PROCESSING OPERATIONS..........................................................................................24
3.1 Basics of computers.........................................................................................................................30
3.1.3. Characteristics of computers....................................................................................................33
3.1.4Applications of computers.........................................................................................................35
4.2TRENDS IN COMPUTER DEVELOPMENT ..................................................................................39
4.3 HARDWARE AND SOFTWARE..................................................................................................41
4.4 HOW DO COMPUTERS STORE INFORMATION?....................................................................53
4.4.2 The hierarchical file system...........................................................................................................54
CHAPTER FIVE: OPERATING SYSTEMS...........................................................................................56
5.1DEFNITION OF AN OERATING SYSTEM..................................................................................56
5.2. FUNCTIONS OF AN OPERATING SYSTEM.............................................................................57
5.2.1. Services....................................................................................................................................57
5.2.2. Acting as an Interface..............................................................................................................60
5.3. TYPES OF OPERATING SYSTEMS...........................................................................................61
5.3.1 Single-user, Single- tasking......................................................................................................61
5.3.2 Single-user, Multi-tasking........................................................................................................61
5.3.3 Multi-user. Multi-tasking..........................................................................................................61
5.4.OPERATING ENVIRONMENTS..................................................................................................62
5.4.1. Command-Line Operating Environment.................................................................................62
5.4.2. Graphical-User Interface (GUI) environment.........................................................................62
5.5. SOME COMMON OPERATING SYSTEMS...............................................................................63
5.5.1 DOS..........................................................................................................................................63
5.5.2 MS-WINDOWS.......................................................................................................................77
References..................................................................................................................................................97

i
 Basic Computer Skill

CHAPTER ONE
INTRODUCTION TOINFORMATION TECHNOLOGY

Chapter Objectives
In modern societies, information has become a vital resource. Information is
necessary for individuals, organizations and societies in general. All need information
to do something. This unit attempts to give general introduction about information
and information technology. More specifically, by the time the students complete this
chapter, you should be able to:
a. Define what information is and identify the various sources of information.
b. Describe the value of information and the characteristics of valuable
information.
c. Explain the importance of information for individuals, organizations and
societies.
d. Define information technology and identify its components and relevance.
e. Trace the development of IT

1.1WHAT IS INFORMATION?
We collect and use information in one way or the other in our daily life. When we
ask a passerby what time it is, we are looking for information. When you are
asking the period for information technology (IT) class, you are looking for spoken
or written information that is important for you. If you go to the organization
where your sister works in and ask the workers there as to where your sister ’s
office is, you are looking for information that will help you in getting your sister.
So, what do you think is information? Here is a simplified definition of the term
information.

Information is a collection of meaningful facts and figures that can be used as a

base for guidance and decision making. Here, it is worth noting that any fact or
figure is not necessarily information. To call it information, it has to be useful and
meaningful for an individual or group. When it is said that information serves as a
base for guidance, it means information guides the activities of individual
business organizations or societies. It is on the basis of relevant information that
we make decisions. You don’t go to school registration unless you have the

1
 Basic Computer Skill

information that registration scheduled for the specific date or you don ’t go to
school registration unless you have the information that registration scheduled for
the specific date or you don’t iron your shirt if you don ’t have the information that
it is washed. When you are reading your Mathematics or information Technology
textbook, you are gathering information that will useful in enriching your
knowledge. If you are asking the passengers or the assistant to the driver where
the taxi is going, you are asking for information so that you can decide whether to
use the taxi or not. You are also gathering information when you are reading a
newspaper or listening to your radio or watching television. These simple
examples show that information is necessary for the actions we take and the
decisions we make. Information is not something that we get readily available.
Either we have to produce or we should know where to look for it. Thus, sources
of information are what we take up next give examples of information that are
used by your families and neighbors. Write some of your personal activities by
which you collect information for your personal use.

1.2.SOURCES OF INFORMATION
As indicated above information can be obtained from different sources. In general,
the various sources of information are classified into two major categories: (1)
documentary sources and (2) none documentary sources. Documentary sources are
documented or recorded sources of information in different forms. Non-documentary
sources are those that are not properly recorded or documented for public use. The
following sections describe these two categories of sources of information.

1.2.1. Documentary Sources

The documentary sources are further categorized into three groups: primary sources,
secondary sources and tertiary sources. The order in which they are available to
public use is also in this sequence. That is, primary sources appear first, followed by
secondary sources and finally tertiary sources are prepared and made secondary

2
 Basic Computer Skill

sources and finally tertiary sources and finally tertiary sources are prepared and
made available for use.

I. Primary Documentary Sources

Primary documentary sources of information are the first published records of
original research and development undertakings. It may also be a description of
new application or new interpretation of an old idea. In other words, if a document
represents unfiltered and original idea, it is a primary documentary source of
information. These primary documentary sources of information constitute the
latest available information. Mostly, researchers who produce new information
make it available to interested readers in the same field through the primary
documentary sources. Although primary documentary sources are important
sources of information they are unorganized and are rather difficult to be directly
used as they are unorganized and are rather difficult to be directly used as they
are. In most cases, they are further organized into secondary sources. It is said
that primary sources of information are important because they highly contribute
to the development and strengthening of a given subject or discipline. The amount
of literature that is produced and made available in the form of primary
documentary sources reporting developments in a specific field determines the
rate of growth and maturation of that discipline. This is so because primary
sources assist researchers to
a. Keep up-to- date and be well informed of the new advancements in the
field;
b. Avoid duplication in research; and
c. Help others to build on this by conducting further research (based on the
available one) and thus generate more information in the field.
Primary documentary sources can be published in a variety of forms. Some of these
forms are periodicals, reports, patent, standards, dissertations, etc. in fact, some of
these may remain unpublished.

3
 Basic Computer Skill

Periodicals. These include refereed journals, bulletins, proceedings or seminar works

which appear regularly and continuously in numbered sequence. The bulk of primary
documentary source of literature appears in the form of periodicals. Generally,
journals are the main means of communication for the exchange of scientific
information and the publicity of research outcomes.

Here it is important to point out that all journals may not be considered as primary
documentary sources of information. If it contains information representing original
thinking/ way of doing things or a report on a new discovery of something, it can be
considered a primary documentary source. On the other hand, if an article in the
same journal contains summary of findings of others or reports originated by other
people, it won’t be considered a primary source of information. Almost always
information contained in periodicals is more up-to-date than that appearing in books.
Journals usually report the results of recent research activities than books.
Information on new process and discoveries can appear in a periodical within weeks
of their formulation. However, the same may take a long time (may be two or three
years) to appear in book form. The other problem is that all up to-date information
that appeared in the primary sources (periodicals) may not be published in the form
of secondary sources (books). It is because of these reasons that libraries maintain
long files of back volumes of periodicals.

Research Reports. Research reports are reports produced regarding research and
development projects. Often research reports take the form of progress reports
produced regarding research and development projects.
Often research reports take the form of progress reports which serve as temporary
reference materials and sometimes they offer a successful alternative for presenting
original information due to the inadequacies of periodicals. This kind of information
is often known as “unpublished” or “semi-published” literature since it is not
available though regular book trade channels. However, they are available for
interested parties under some kind of control.

4
 Basic Computer Skill

Patents. A patent is an official document conferring a sole right to make use or sell a
specified invention. It is a government grant of exclusive privilege which allows the
use or sale of a new invention for a specified period usually in years. Patents are
regarded as part of the primary documentary sources of information because an
invention has to be new, only then it can be patented. Mostly, patents are of special
interest to chemists, engineers and technologists who create new create new ideas
and inventions. In Ethiopia, the Ethiopian Science and Technology Commission
grants the patent for new inventions.

Standards. Standards are part of the primary documentary sources of information.

Standards are very important. Their importance can be determined from the fact that
development and modernization of society would have been difficult without
producing standards by concerned government authorities and professional
associations. Standardization leads to simplification of professional associations.
Standardization leads to simplification of production and distribution of products
produced by different manufactures. This is so common and important in the area of
technology including computers, building materials, paper, etc. For example, in the
absence of standards, it is possible that your radio power cable may not be
compatible with the socket. It may also happen that the cassette available on the
market may not fit your tape recorder. The Ethiopian Standardization Authority is in
charge of issuing and maintaining standards in our country. The international
Standards Organization (ISO) is another major organization that issues standards of
different products worldwide.

Dissertations. Dissertations are research reports produced mostly by doctoral

student under the supervision of a guide or an advisor. Dissertations are mostly
expected to show evidence of original research and are supposed to provide facts and
figures to substantiate the conclusion. The information contained in the dissertations
can also serve as a base for further research activities. Primary documentary sources

5
 Basic Computer Skill

are not always in published form. There are also unpublished primary documentary
sources. In some areas quite considerable amount of literature may appear in
unpublished form. Some of the examples of unpublished primary sources are:
i. Laboratory notebooks
ii. Memoranda
iii. Diaries (personal record of the daily activities of the diarist, depending on
his/her interest, mostly kept on daily basis)
iv. Letters to/from an individual
v. Internal research reports
vi. Inscriptions on stones
vii. Coins, etc.
II) Secondary Documentary Sources
Secondary documentary sources of information are those sources which are either
compiled from or referred to the primary sources of information. In order to serve
a particular purpose, the original information in the primary sources is modified,
selected and/or reorganized and the secondary sources of information are
produced. Unlike the primary sources, the secondary sources of information
contain filtered, organized, digested and repackaged knowledge rather than new
knowledge. It is also very easy to make available and get the secondary sources
widely than the primary ones.

The secondary sources are always produced after the primary sources. Examples
of the secondary sources of information include periodicals of some type, indexes
bibliographies, textbooks, reference books, etc. these are discussed as follows.
Periodicals. Remember that periodicals were mentioned earlier as examples of
primary information sources. Again, we are also saying that periodicals are
examples of secondary sources of information. This is so because not all
periodicals report original work. There are some periodicals that specialize in
interpreting and providing opinions on developments reported in primary sources
of information.

6
 Basic Computer Skill

Indexes. These are alphabetical list of topics, names or titles of any important
item referring to material presented in the main part of the work. The
arrangement of these items may be based on alphabetic order, chronological order
or any other way. Indexes contribute to the usefulness of the main work. Example
of such secondary documentary sources of information are indexes given at the
end of most text and reference books.

Bibliographies. A bibliography in an arranged and organized list of primary

and/or other sources relating to a given subject or subjects. Mostly a bibliography
is arranged in alphabetic order by the name of the authors. However, it can be
sometimes arranged chronologically (in the order of appearance) or topic-wise. It
can appear with or without annotations and it may also appear separately or as
part of a larger work. The major objective of the bibliography is to assist the
user/reader in locating the existence of or identifying a book or any other reading
material that can be of any interest to him/her.
Textbooks. Textbooks are books of instruction used in different fields of study. A
textbook enables one to develop proper understanding of a given subject matter.
Therefore, the objective of a textbook is not to impart information about a
particular subject like research articles. What is important in the preparation of a
textbook is not the newness of the information it includes, it is rather the way n
which text is organized and presented to serve a particular level of readership.
Examples are your textbooks for Information Technology, Mathematics, English,
Chemistry, Biology, etc.

Reference books. Reference books are supplementary materials that are useful in
strengthening ones knowledge in a specific field or related area. These include
encyclopedias, dictionaries, manuals, tables, formulae, etc. an encyclopedia is a
book that presents information on all areas of knowledge or a specific subject
Encyclopedia Americana, Encyclopedia Britannica and the international

7
 Basic Computer Skill

encyclopedia of the. Social Sciences are examples of encyclopedias in general

knowledge area. On the other hand, Encyclopedia of Education and Encyclopedia
of Library and information Science are examples of specific subject encyclopedias.
In general, an encyclopedia is a storehouse of knowledge that gives all information
of significance. It is more useful in finding answers to background questions
related to general information and self-education. A dictionary is a reference
material that deals with words of a language or of some special subjects. Your
Advanced Oxford English Dictionary is a good example. Manuals for researchers
or writers of dissertations are also part of reference books. In general, reference
books constitute secondary documentary sources of information since they do not
present original or new knowledge to their readers.

III) Tertiary Documentary Sources

Tertiary documentary sources of information contain information refined or
distilled and collected from primary and secondary sources of information.
Tertiary sources are organized with the aim of assisting the searcher of
information in the use of primary and secondary sources. Almost all of these
sources do not contain subject matter knowledge but their importance is
increasing from time to time due to the increase in literature. The catalogues in
your library that are organized based on authors ’ name or based on subject are
examples of tertiary sources of information. Directories are also tertiary sources of
information. For instance, a telephone directory which is a list of names and
addresses of persons and organizations is a tertiary source of information.

1.2.2 Non Documentary Sources

Non-documentary sources are those sources which are not intentionally organized
and documented to serve a wide range of actual and potential users. Non
documentary sources form a substantial part of communication particularly in
science and technology. These sources provide information that the primary and
secondary sources do not. Non documentary sources of information can be
generally categorized into two: formal and informal. The formal non-documentary
sources include professional societies, industries, research organizations,
universities, government departments, etc. the user formally consults the formal
non-documentary sources to get the required information. Informal non-

8
 Basic Computer Skill

documentary sources include conversation with colleagues, visitors, attendance to

professional meetings, etc. the conversation between colleagues or the discussion
of a meetings, etc. the conversation between colleagues or the discussion of a
meeting may refer to primary or secondary sources. Informal non-documentary
sources are live sources that are important in the process of exchange of
information. If you encounter some problem while you are working on your
personal computer you very often consult your friend than reading the reference
book. Therefore, non-documentary sources also constitute the major share of
information sources in our daily life. Which of the primary documentary sources
of information are available in your locality? Give examples of additional primary
and secondary documentary sources found in your locality. What is the difference
between periodicals used as primary documentary sources? Explain the difference
between the formal and informal non-documentary sources.

Activity 1.1:
1. Write the difference between data information
2. What are the sources of information?
3. List down examples of unpublished primary sources of information

The value of Information

Information should be valuable to the user. Information is required to make
decision or to take action. The value of information is directly related to how it
helps the user or decision maker to meet individual, organizational or societal
objectives.
The value of information can be measured in terms of
(i) The time it saves to make a decision
(ii) The increase in profits it brings to the organization, and
(iii) The decrease in costs it makes possible to the individual or the organization,
etc.
To illustrate this, consider that a Soft Drinks Industry had conducted a market
research and found out that there is a high demand for a new type of soft drink in
the society. Assume that the Soft Drinks Industry used this market research
information to produce a new type of soft drink and the industry is able to make an
annual additional profit of birr 80,000. The value of the information to the industry is
birr 80,000 less the cost of collecting this information. Valuable information can also
help the user to invest in conducting more and more information collecting activities.

Characteristics of Valuable Information

9
 Basic Computer Skill

To be valuable to users, information should have the following characteristics:

accuracy, completeness, flexibility, reliability, relevance and accessibility. It should
also be timely and economical
Accuracy. Information is accurate when it is free from any kind of errors. Gathering
and generating inaccurate information is booth costly and useless. If the information
is not accurate it leads to wrong decision making which in turn results in investing
time, money and energy for undesired outcome.
Completeness. Information is said to be complete if it contains all important facts
and figures that are required for specific purpose For instance, an annual report of a
company that does not include cost of the construction that began nine months
before and which is still under way is not complete. Complete information enables
the user to make sound decision.

Economical. Information should also be economical to produce. Users and decision

makers need to think about the cost of producing a given information vis-à-vis the
benefits gained from obtaining the information. In other words, cost-benefit analysis
should be worked out before committing resources to the process of collecting
information. If the cost of the market research activity of the Soft Drinks Industry in
the earlier example exceeds birr 80,000 the economical value of the information
obtained is not worth the benefits.

Flexibility. Flexibility of information implies the use of information (collected for one
reason) for variety of purposes with or without modification. For example information
collected about the number of students in a given school can be used in determining
the number of teachers to be employed. However, the same information can also be
used in purchasing text and reference books or in determining the number of
additional classrooms that need to be constructed.
Reliability. Reliable information is information that is dependable. The reliability or
dependability of information is highly related to the source of the information and the
method of collecting it. The information obtained from a hospital or a health center
about an epidemic is more reliable than the information obtained from a construction
industry about the same issue.

Relevance. Relevant information is important information to the decision maker.

That is, the information presented to the user or decision maker should be related
and necessary to the problem at hand. For example, information about the increase
or decrease in the price of computers may not be directly relevant to the Ethiopian
farmers at present. However, information related to fertilizer is much more relevant to
them.

10
 Basic Computer Skill

Timeliness. Information is timely if it is delivered when it is needed. Late delivery of

information is like “the barking of dog after the hyena had gone ”. The weather
condition of the last week is of no help for you to decide what to wear today. It won ’t
be that much useful if your friend tells you that the test for Information Technology is
right in the afternoon because you may not have enough time to prepare for it if you
haven’t done it already.

Accessibility. Accessibility is related to the smooth condition for authorized user(s)

to get the necessary information easily in the right format.
 How do you measure the value of information?
 Give examples of timely information.
 What is the difference between reliable and relevant information?
 When do you say information is incomplete?

1.3. INFORMATION AND SOCIETY

In this constantly and rapidly changing world, information has become one of the
most important resources at all the individual, organizational and societal level.
Today, there is greater consciousness that information is a genuine raw material for
growth and prosperity. The creation of information as a resource is achieved by better
utilization of the existing information. Information is currently considered a vital
input to the economic, sociological and cultural development of human beings. This
in turn has resulted in paying more and more attention to its access and use.
Although paying serious attention to its access and use. Although paying serious
attention to the importance and development of information is more pronounced in
developed countries, developing countries are also relying more and more on the use
of information. Modern societies that give serious attention to information have three
characteristics. First, they information as an economic resource. Organizations make
greater use of information to increase their efficiency, to stimulate innovation and to
increase their effectiveness and their competitive advantage. This is done through
improvements in the quality of the goods and services that they produce. In addition,
more and more information-intensive organizations are also created. Examples of
such organizations are publishing companies, telecommunications, and other similar
institutions. Second, it is possible to identify greater use of information among the
general public. People use information more intensively in their daily activities as
consumers to inform their choices between different products, to explore their
entitlements to public services, and to take greater control in their own lives. People
also use information as citizens to exercise their civil rights and responsibilities. For
example, in any part of our country, basic education is free of charge and parents
need to be a ware of this information so that they won ’t pay for the tuition of their
children in government owned schools. Third, there is a clearly observed development
11
 Basic Computer Skill

of information sector in the economy. The major function of the information sector is
to satisfy the general demand for information facilities and services. Most o the
organizations in this sector are concerned with the technological infrastructure that
includes networks of information to be available for the users of the network is also
the additional function of the sector. When considering the development of the
information sector, it is useful to divide the sector into three separate segments. The
first one is concerned with the creation of information (the information content
industry); the second is concerned with the delivery of the produced information (the
information-delivery industry; and the third one is concerned with the information
processing (information processing industry). The information-content segment
consists of all organizations both in the private and public sectors that are engaged
in the production and development of intellectual property. The origins of the
information are authors/writers, composers, artists and photographers, etc. these
parties sell their work to publishers, broadcasters and distributors that take the raw
intellectual property and process it in different ways so that it can be distributed to
the users of information. All these are, therefore, involved in information content
industries. The information-delivery industry is concerned with the creation and
management of the communication and dissemination networks through which users
communicate information. Some of the organizations included in this category are
telecommunication companies, companies that provide cable television networks,
satellite, broadcasters, radio and television stations, etc. Another group of the
information-delivery industry is concerned with the use of the above mentioned and
other channels to distribute the information content. Examples are booksellers,
libraries, broadcasting companies, etc. The information-processing industry segment
deals with the production of information processing materials and programs. This
industry can be divided into hardware and software producers. These concepts are
discussed in detail in chapter four of this module. In general, information has
become very vital for the betterment of individual’s life and for the sustainable
development of organizations and societies. Within organizations, information is now
seen as a valuable resource that if properly managed and used can
i. Stimulate innovation
ii. Speed product development
iii. Speed levels of productivity
iv. Ensure consistent standards of quality, and
v. Raise the relative level of competitiveness.
In manufacturing industry, information contributes to the economic success of the
organization in different ways. Information is one of the important elements in the
research and innovation activities that lead to manufacturing new type of products or
products with better quality. Producing better products alone may not lead to
success by itself for the products need to be designed and developed to meet the
12
 Basic Computer Skill

demand of the market. This in turn requires understanding the needs of customers
and the way they respond to different types of products. The availability of necessary
information and the vehicles used to handle it will also affect the public sector. It
facilitates decentralization and communication between the various segments a
nation. This can best work in our country to facilitate communication between the
different administrative regions on the one hand and to communicate between the
regional governments and the federal government of the country on the other. This
has a major consequence in organizational and societal development at large.

Activity 1.2:
1. How do you measure the value of information?
2. Mention the features of information
3. What are the relationship of information and society?

1.4.WHAT IS TECHNOLOGY?
You might have heard of the term technology used in daily conversations such as:
Water technology, Industrial technology Advanced technology, Agricultural
technology, technologically backward, Technological development, Modern
technology, etc. Nowadays, the term is used quite frequently at work places, schools,
and entertainment areas. Of course, there is not time in history in which technology
had no influence on the way people do their work, but at present we are becoming
more and more a ware of the influence it has on how we do things. It is, therefore,
important to understand what is meant by technology and how it is related to
science.

Technology refers to all the means people use their inventions and discoveries to
satisfy their needs and desires. For example industrial technology began with the
development of steam power- driven machines, machines, the growth of factories and
the mass production of goods, which in turn has resulted in increased production,
with reduced, easier, and safer labor. Although Science and technology are
complementary, they are not the same. Science attempts to explain how and why
things happen. Technology is concerned with making things happen. These two
supplement each other in their developments. Even if technology has a very wide
spectrum, our concern in this text is that of information technology.

1.5. INFORMATION TECHNOLGY

Information Technology (IT in short is the use of modern technology to aid the
capture, processing, storage and retrieval, and communication of information,
whether in the form of numerical data, text, sound or image. In this definition, the

13
 Basic Computer Skill

phrase “modern technology” is used to exclude the traditional methods of information

handling using simple tools such as pencil and paper. Let us take an example to
further illustrate this. If you are asked to define what a factory is, you would
probably give a definition that includes the acquisition of raw materials, their
processing, and the storage and distribution of the finished goods. However, we have
been doing the same thing in our home when we prepare local beer in which case we
take the ingredients like barley, malt, “gesho ”, water, etc. and process it by taking
different steps and finally we produce local beer. But, our house is not considered a
factory. The same is true for paper and pencil in that although they are used to
handle information they are not considered as part of modern technology.

1.5.1.Components of Information Technology

Information technology is divided into three primary components: computer,
communication networks, and know-how. The ways in which these elements are
combined create opportunities for people and organizations to be productive,
effective, and generally successful.

I) Computers
In simplest terms, a computer is a machine that can be instructed to accept, process,
store, and present information, the computer has become a part of the day-to-day
existence of people around the globe. It is difficult to think of any field that does not
involve or is not affected by the rapidly advancing computer technology. Computers
will be discussed in detail in chapter three and four.

II) Communication Networks

A network is a system composed of interconnected computers, peripherals,
telecommunications and other specialized devices that allow information to be moved
between two remote points of communication. Networking has many advantages. One
of the advantages is speeding the transmission of information. Think the number of
weeks it takes to send a letter to your relative in New York and to get back the
response using the regular postal system. It probably takes three or four weeks. The
same process can, however, be completed in less than ten minutes if you use the
modern communication network. The other advantage of networking is that it
facilitates sharing resources. For example, it enables two or more persons to use the
same material at a time. Still another advantage of networking is that cheaper than
manual system of transmitting information such as mails. Communication networks
use media of communication transport information from one location to another.
Medium is material on which information is recorded and transmitted. In a manual
system, what we call a medium is the material which information is recorded, such

14
 Basic Computer Skill

as paper. In computing it is the material on which information and instructions are

recorded, such as magnetic disk/tape, floppy disk, CDs, physical cables/ network
cable microwave and satellite, cellular radio, etc. In communications, it is the means
whereby information is conveyed within the communication industry, such as book,
radio, TV, newspaper, computer, facsimile, telex, telegram, Internet, etc.

III) Know-how
Although computers and information communications are important parts of
information technology, an equally critical part of IT is the ability to draw on the
ability to draw on the power of IT to solve problems and to take advantage of the
opportunities it creates.
Know –how includes:
 Familiarity with the tools of IT.
 The skills needed to use these tools.
 Understanding when to use IT to solve a problem or capitalize on an
opportunity.
 Why do we say pen and paper are not examples of modern information
technology?
 Can we consider that our society is using information how?
 What advantages do computers have?
Activity 1.3:
1. Define the word Technology
2. How do you explain about information technology?
3. List down the major components of information technology and explain
each of them
4. Why do we say pen and paper are not examples of modern information
technology?

1.5.2. History and Development of Information Technology

Information technology that is available at present is a result of centuries of
developments. The first humans communicated only through speaking and picture
drawings. In 3000 B.C., the Sumerians in Mesopotamia (what is today southern Iraq)
devised a writing system. The system used signs corresponding to spoken sounds,
instead of pictures, to express words.
The Phoenicians around 2000 B.C. further simplified writing by creating symbols
that expressed single syllable and consonants (the first true alphabet). The Greeks
latter adopted the Phoenician alphabet and added vowels; the Romans gave the
letters Latin names to create the alphabet we use today the alphabet we use today.

15
 Basic Computer Skill

The Sumerians used an input technology that consisted of a pen like device called a
stylus and could scratch marks in wet clay. About 2600 B.C., the Egyptians
discovered that they could write on the papyrus plant. Other societies wrote on bark,
leaves, or leather. Around 100 A.D., the Chinese developed techniques for making
paper from rags on which modern-day papermaking is based. Religious leaders in
Mesopotamia kept the earliest “books”- a collection of rectangular clay tablets,
inscribed with cuneiform and packaged labeled containers- in their personal
“libraries.” The Egyptians kept scrolls-sheets of papyrus wrapped around a shaft of
wood. Around 600 B.C., the Greeks began to fold sheets of papyrus vertically into
leaves and bind them together. The dictionary and encyclopedia made their
appearance about the same time. The Greeks are also credited with developing the
first truly public libraries around 500 B.C. The Egyptians struggled with a system
that depicted the numbers 1-9 as vertical lines, the number 10 as U or circle, the
number 100 as a coiled rope, the number 1000 as a lotus blossom. The first
numbering system similar to those in used today was invented between 100 and 200
A.D. by Hindus in India who created a nine-digit numbering system. Around 875
A.D., the concept of zero was developed. It was through the Arab traders that today ’s
numbering system, 9 digits plus a 0, made its way to Europe sometime in the 12 th
century. Writing, paper, pen, books, and numbering systems were the basic building
blocks that humans used to begin to better understand the world around them.
Johann Gutenberg in Mainz, Germany, invented the movable metal-type printing
process in 1450 and sped up the process of composing pages from weeks to a few
minutes. The printing press made written information much more accessible to the
general public by reducing the time and cost that it took to reproduce written
material. The development of book indexes and the widespread use of page numbers
also made information retrieval a much easier task. The first “Computers ” used
mechanical parts to perform arithmetic computations. These include slide rules,
abacus, etc. These machines can be seen as ancestors to the present day computers.
The different stages in the development of these machines shall be discussed in later
units.

1.5.3. The Need for Information Technology

The way we learn about our environment, the way we get our daily bread, the ways in
which we entertain ourselves are fast changing. One of the ways in which we
measure what stage of development a society has reached is by considering the kind
of technology the society uses. At present, a firm has to be highly competitive to be
able to survive. To compete it has to be well informed about the potential, the
facilities, and know how that is available to the other competitors. The kind of
information, the source from which it is obtained, the rate at which it is transferred,

16
 Basic Computer Skill

and the technology used highly affect the degree of its competitiveness. Having the
best knowledge of information, its sources, and the latest technology that is available
to handle it has become a question of survival. Today, there is no area of work, which
is not invaded by computers and other related technological materials. Health, Law,
Security, Banking, Insurance, Weather forecasting Administration, Education, etc.
are some of the areas that use information technology. The main reason for the use of
information technology is its ability to process data in a very short time, i.e., its
capability of carrying out from hundreds of thousands to billions of instructions in
one second.

1.4.5. Applications of Information Technology

Information Technology can be applied in varied spheres of economic and social
activities of human beings. This section tries to indicate the wide application of
information technology in modern society.

In the home. Directly or indirectly, we make use of information technology in our

daily home activities. Radio and TV broadcasting, and home video and audio system,
have a major impact on our lives. These modern systems increasingly incorporate
microchips and are able to process information at a faster speed and better quality.
Microchips are small pieces of semiconductor, usually made of silicon, used to carry
integrated circuit.

In the office. The business environment is increasing using various types of

technological devices that are used to handle information. Photocopiers, calculators,
typewrite, fax machines, telecommunication devices are some of the major IT
products that are used in the office. Most important of these, in fact, is the computer
that is capable of carrying out almost all types of office tasks.

In the Factory. Information technology, especially computer, is used in various

design and manufacturing activities. In factories, the equipment and processing can
be controlled by microchips. There are also computer programs such as Computer
Assisted Design (CAD) and Computer Assisted Manufacturing (CAM) which are
especially designed to assist the design and manufacturing activities of
manufacturing organizations.

Transport and Communication. Telecommunications including the telephone

network are mostly computer assisted and controlled. The mobile telephone system,
which is currently in use in our country, is controlled by computer systems.

17
 Basic Computer Skill

Transport systems like railways and traffic lights in developed countries are also
controlled by computers.

Education and Training. Universities, colleges and schools are using computers in
delivering their programs to wide variety of users. For example, the computer is used
to assist instruction (through the use of Computer Assisted Instruction, CAI in short)
in the class and also to teach individuals who are physically very distant from the
teacher or the school compound (distance education). Television, radio and video
systems are also used as instructional materials which assist both teacher and the
students in achieving educational objectives.

The Arts. Computers can now synthesize music to provide a wide range of musical
sounds and effects and they can instantly alter musical variables such as pitch and
loudness. Computer graphics and other techniques are being widely used in TV and
video production. Electronic composition of pictures is also assisted by computer
systems.

Law Enforcement and Defense. In law enforcement, computers can be used to

increase the efficiency of the police in fighting crimes. This can be done, for example,
by the application of computer, in processing and identification of fingerprints. In the
military environment, computerized battle management systems and computer
applications. In general, despite the difference in the area of use, the following are
some of the tasks where application of information technology is highly appreciated.
a) Tasks that require the management of large volumes of information.
Some tasks use a lot of information. Let ’s assume that the Ethiopian
government wants to collect some information based on which to
formulate its policies, and a questionnaire is prepared towards this end.
b) Real time systems which require a controlling response faster than what
can be provided otherwise. Some machines and systems require
continuous monitoring and they have to be instructed about the next
course of action they should take every fraction of a second. Such a
continuous guidance can not be practically given by humans unless they
are assisted by computers. Some examples of these are: rocket guidance,
air line booking systems, etc,
c) Areas where no real-time response is required, but the number of
computations involved is so large that the results would be obtained too
late to be used. Take the case of weather forecasting. Let’s say we want to
predict the weather condition for tomorrow to plan for some kind of an
activity to be undertaken on this day. First, information has to be
collected on, say the rate at which clouds are developing, the wind
18
 Basic Computer Skill

direction, humidity, etc. Next, the information that is collected has to be

summarized, analyzed, and interpreted. Finally, a prediction has to be
given about the kind of weather we are going to have. This work may
take more than a day, if it is done manually without an assistance of IT
equipment. That means, by the time the forecast is given, it is given, it is
possible that the day for which the forecasting is being made might have
already passed. All the effort and energy is then wasted.
d) Routine tasks of repetitive nature
Human beings by nature want to have some change on the kind of work
they do from day to day. If the work they do is repetitive, non-challenging,
and does not require creative thinking, they will become almost mechanical.
They get bored and as result become inefficient. Examples of such types of
work are report printing. Maintenance of accounts, payroll and inventory
control. Computers give the best service in this kind of work. The machines
can slavishly do the work regardless of how many times they have used a
set of procedures repetitively to get the work done.
e) Activities which need higher degree of precision or accuracy
The degree of accuracy and precision at which computers do some kind of a
routine, or a kind of work which requires use of complex formulas is much
higher than what can be provided by human intellects doing the work
manually. However, the ultimate criterion for using computers for a given
task is usually cost effectiveness and productivity.

Chapter Review Questions

1. Do you personally need information? Why? Give some situations in which you
need information to decide or to act upon.
2. What is the difference between documentary and non-documentary sources of
information?
3. Discuss at least three examples of primary sources of information.
4. Do you consider “The Ethiopian Herald” as a primary source of information?
Why?
5. If you happen to participate in a meeting of the youths ’ association in your
Woreda and get the information that there are 760 youths in the Woreda, what
type of source of information is this? Why?

19
 Basic Computer Skill

6. Define what information technology is and activities can IT be applied in your

locality?
7. In what kind of areas and activities can IT be applied in your locality?
8. Discuss the difference between the information you get from the telephone
directory and the information you get from your classmate. What is the
category of each of these sources?
9. Discuss and give examples of at least four qualities of valuable information.

CHAPTER TWO: INFORMATION AND DATA PROCESSING

Chapter Objectives
At the end of this chapter students should be able to:
a. Define the terms data and information and explain the difference between
them.
b. Define data processing and the way of converting data to information.
c. Identify and discuss data processing operations and data processing cycles.
d. Explain how data is organized.

20
 Basic Computer Skill

2.1. DATA INFORMATION

The word data is the plural form of datum. However, it has become standard practice
to treat the word data as singular rather than plural. In this textbook this practice is
followed. You would recall from chapter one that information was defined as “a
collection of meaningful facts and figures that can be used as basis for guidance and
decision making”. These facts are called data. Basis for guidance and decision
making”. These facts are called data. More specifically, data is a collection of raw
facts that represent features, or details about people, objects, Places, ideas or events.
Data can represent small items - - so small that individual items have no meaning on
their own. For example black hair, 20 km, leather jacket, tall building, red paint, whit
horse, etc. are representations of data and are known as data items or data elements.
We must process and organize data in some way to produce information. Hence,
information is a processed and an organized data. In short, data is the raw material
for information.

2.2. DATA PROCESSING AND ORGANIZATION

Data Processing is the manipulation and transformation of data into a more useful
form. Data processing includes all the tasks performed to produce an information
package. This may include classifying, transmitting, comparing, sorting and
calculating the obtained data. These are discussed latter in this unit.
To clearly understand the concept of data processing, think of a factory. To produce
any kind of material the following sequence of operations is carried out:
a. Raw materials are bought in and made available.
b. The raw materials are processed by the equipment to produce the finished
goods.
c. The finished goods are store in a convenient location
d. The finished gods are transported to the customer.
The same series of operations is carried out in an “information factory ” – be it in an
office or something like a sound studio. That is, raw data is collected, the collected
data is processed, output is produced, and the output is communicated to concerned

21
 Basic Computer Skill

users. The following figures give a comparison between the production process in a
factory and that of data processing.

Raw material Production Finished

Fig. 2.1 Production process in a Factory

Data Data
Information
Processing

Fig. 2-2 Data processing

Data processing can be performed manually, mechanically, or electronically. Manual
data processing involves the manipulation of data by hand. Almost all people in their
daily activities perform manual data processing. Hence, we can say people are
information processors. Mechanical data processing involves the use of mechanical
materials like typewriters, etc. to assist the processing of data. Mechanical data
processing increases the speed and accuracy of the processing activities as compared
to manual data processing. Electronic data processing, on the other hand, is
processing of data using computers. In fact, virtually anything that can be done with
a commuter can also be accomplished by people using pencil-and-paper methods.
Although computers can perform specific processing operations more rapidly and
accurately than people, people are the real information processors. This is said
because people have to think about and understand the need for processing before
the computer does the activity. Moreover, people have to create the instructions that
the computer follows in processing the data. Data processing and information
processing are often used interchangeably. This is understandable because what may
be used as information for a different purpose. Fore example, the report that is
prepared by your homeroom teacher about number of students who have passed to
the next class and who are detained is information. The same information can also be
used as input for determining the total number of passers and failures in the school.

22
 Basic Computer Skill

In this case the information produced at a lower level is being used as data for high
level processing.

2.2.1 Basic Data Processing Cycle

The basic steps in data processing are three: input, processing and output. These
three steps taken in this order is referred to as data processing cycle. Figure 2.3
shows the order and direction of data flow in a data processing cycle.

Input Processing Output

Fig. 2-3 Basic data processing cycle

Input
This is the stage in which data is prepared and input to the system. The input format
depends on what means is used to process the data. If it is to be processed manually,
the data has to be input verbally or in a written form which is understandable by the
person who processes the data. If a machine is used, data has to be provided in a
machine-readable format. The input activity gathers or collects the necessary data
items and enters those items into the system for processing. For example, if you go to
a bank and want to deposit some money; you first fill in the deposit slip and give it to
the person at the counter together with your deposit book. This information is used
as an input to update your bank balance which is done by the bank personnel. The
kind of input information is a determinant factor for the quality of the output.
Therefore, it is necessary to properly determine the type of data/information that is
going to be used as input. To get quality results you must have quality data to start
with. Within the information processing community, there is a well known saying;
“Garbage in, Garbage out (GIGO) , to mean unreliable original data inputs generate
unusable results or outputs.

Process

23
 Basic Computer Skill

This is a stage in which data is transformed into information or input is changed into
output. Various data operation techniques are applied at this stage. These
techniques are discussed in subsection 2.3. The processing activity involves any
method for using, handling, adding to, or changing data. It is also necessary to
remember that processing is a key part of the repeatable sequence of the information
processing cycle. Processing creates new information which, in turn, are delivered to
users or sent to storage. For any information processing system to run smoothly on a
day-to-day basis, the processing activities must be organized. Data processing
activities that are performed in a haphazard, disorganized manner inevitably produce
poor, sometimes disastrous, outputs. Users of the information should be able to
depend upon the results of processing. An information processing system has little
worth if it provides helpful information one day and useless information the other
day. Outputs need to be dependable and useful the first time and always.

Output
It is meaningless to input data into a system and process it unless we get the
finished product. That is processed data is ready to be used for some kind of a task.
The task may be taking an action based on the information obtained as a result of
processing the data or it may be a matter awaiting a decision to be given the output
stage must provide this required information in a readily useable format. In computer
terminology, output means that the computers deliver processed information. Output
information is delivered to people known as users of the information. A user is a
person who depends upon a computer or a computer output. In dealing with a bank,
you may receive outputs in the form of account statements

2.2.2. Expanded Data Processing Cycle

Most of the time, two more steps are added to the three basic steps of data
processing cycle to make it more complete and elaborate. This is shown in the figure
2.4.

Origination Input Process Output Distribution

24
 Basic Computer Skill

Fig. 2-4 Expanded Data processing cycle

The additional two steps included in fig. 2-4 are explained below.

Origination
This step refers to the process of collecting the original data. An original recording of
data is called the source document. Fore example, the source document for weather
forecasting contains data such as wind direction, humidity, the rate at which clouds
are developing, etc. the forecasting that is made originates from this. The more
properly the initial data is recorded the better processing will be which in turn results
in more useful output.

Distribution
Output information has to be distributed to its user in a form of report documents.
For example, the Ethiopian Airlines gets such a report on regular bases and uses it
for rescheduling flights if needed. The output information may be communicated or
distributed in different formats including oral communication, print out on paper and
electronically through computer communications or networks. In figure 2.4 above,
the arrow goes from the distribution box back to the origination box. This indicates
that the output of one level of data processing can be used as input for a higher level
of processing. That is, information for one purpose can be raw data for another as
explained earlier.

Activity 2.1:
1. Define data processing
2. Write the difference between production process in a factory and data
processing using pictorial representation

25
 Basic Computer Skill

3. Data processing can be performed using ___________, _____________ and

_______________

Data organization

A unit of data is called a data item. When dealing with data such as the minimum
daily temperature, data items (or fields) are figures like 22 0C or 34kg. When one is
concerned with a set of employees of say a company, data items (fields) are names,
addresses, identification numbers, and etc. of the employees. A set of related fields
form a record. For instance, all the information related to an employee like his/her
name, ID number; address, salary etc. together make one record. Many records taken
together form a file. That is, all similar records of all employees in the organization
make the employees file of the company. Many related files form a database. Fore
example, figure 2.5 is a file containing four records. Each record has four fields: ID
NUMBER, NAME, SEX, and AGE.

ID NUMBER NAME SEX AGE

RA001/98 ABEBE BEKELE M 24
EB005/89 HIRUT TAYE F 12
RP028/90 ABEBE BEKELE M 26
EA005 CHALTU BEDASSA F 24

Fig. 2-5a Records in a file

Eb005/89 HIRUT TAYE F 12

Fig. 2-5b A record

Records fall into three broad categories: master, detail, and summary records.

Master records
These contain data that tare relatively permanent. For example, name and sex of a
student would appear on his/her master record. Similarly name, sex, qualification,

26
 Basic Computer Skill

date of employment of an employee would appear on the master record of the

employee, a file that contains master records is called a master file.
Detail records
Detail records contain data corresponding to a single transaction or event. For
example, the name or ID number of a student, the name or code number of a book
he/she has borrowed, the borrowing date, and the due date would appear on the
detail record of a student borrowing a book from a library.
Summary records
Usually a summary has to be done on a number of detail records for the purpose of
preparing a report. For example, a teacher prepares summary records showing the
grades of the students by the end of semester.

Activity 2.2:
1. Define records and mention its broad categories
2. A unit of data is called _________________________
3. A set of related field form ____________________________

2.3. DATA PROCESSING OPERATIONS

Several processing operations may be required before e get the processed data. These
include recording/capturing, duplicating verifying, classifying, sorting. Merging,
calculating, storing searching, retrieving, summarizing, and reporting.

i. Recording/Capturing Data
The first step in a data processing cycle is origination. This refers to transfer of data
onto some form or document, which is done by way of recording or capturing the
data. This is not a one-time operation. It occurs throughout the data processing
cycle. Recording simply means the writing of data by hand or the keying in of data on
a machine.
The following are examples of data recording or capturing.

27
 Basic Computer Skill

 When a book is checked out of a library, the name of the borrower, the title of
the book and the date of return are recorded.
 Body temperature, heart beat, etc. of patients are recorded at health centers.
 Temperature, humidity, wind direction, the rate at which clouds are developing
etc. are captured or recorded by weather forecasting centers.

ii. Duplicating Data

Often data has to be duplicated for simultaneous processing or for controlling
purposes. This may be done at the time of data recording by using various methods.
Carbon copies or equipment like ph9otocopire and duplicating machines can also be
used.

iii. Verifying Data

No matter what care is taken at recording stage, it is often difficult to avoid errors.
Manual operations are usually error prone and data recording is done manually in
most of the cases. Therefore, it is important that recorded data be checked carefully
for any errors. This operation is called verifying.

iv. Classifying Data

Classifying data is concerned with groping data into different categories. This is done
based on the common characteristics that data elements have. For example, students
at your school at a specific academic year may be classified based on sex, regions
from which they have come.

v. Sorting Data
Arranging data in a specific order is called sorting. This is a common operation that
is performed on data. There are two types of sorting-ascending and descending. If
data is arranged from the highest to the lowest, then descending sorting is used. A
teacher keeps the list of her/his students in a sorted order. Employee records may be
sorted according to employee ID number. Names in a telephone directory are sorted

28
 Basic Computer Skill

alphabetically. Sorting data in ascending or descending order requires comparing

data. Data and records are sorted based on sort keys. A sort key is a field/data item
based on which records are sorted. The first field based on which records are sorted
is called a primary key. It is possible that two or more records may have the same
field value of this primary sort key. In such a case records may be further sorted by
using a secondary sort key. In some cases use of third, forth, etc. sort keys may be
necessary.
Example: Sort the records of Fig 2-6 into:
b) Ascending order using ID NUMBER as a sort key.”
c) Descending order using NME as a sort key.

ID NUMBER NAME SEX AGE

RA001/89 ABEBE BEKELE M 24
EB005/89 HIRUT TAYE F 12
RP028/90 ABEBE BEKELE M 26
EA005 CHALTU BEDASSA F 24

Fig. 2-6 Records that are not sorted

Solutions:
a) When the records are sorted into ascending order based on ID NUMBER we
get:
Fig. 2-6 Records that are not sorted
ID NUMBER NAME SEX AGE
EA005 CHALTU BEDASSA F 24
EB005/89 HIRUT TAYE F 12
RA001/89 ABEBE BEKELE M 24
RP028/90 ABEBE BEKELE M 26

Fig. 2-7 Sorted records into ascending order on ID NUMBER

b) When the records are sorted into descending order based on NME we get:
ID NUMBER NAME SEX AGE
EB005/89 HIRUT TAYE F 12

29
 Basic Computer Skill

EA005 CHALTU BEDASSA F 24

RP028/90 ABEBE BEKELE M 26
RA001/89 ABEBE BEKELE M 24

Fig. 2-8 Sorted records into a descending order based on NAME

vi. Merging Data
This operation is performed on two or more sets of data to form a single set of data.
Figure 2-9 contains a set of records that are sorted on NAME.
ID NUMBER NAME SEX AGE
RA 105/89 ALMAZ WORKU F 19
EB201/90 BINIAM KINFU M 21
RB100/90 DERARTU CHALA F 25
EA201/89 DIMTU MATIWOS F 24
Fig. 2-9 Sorted records on NAME
Figure 2-10 contains a second set of records that are sorted on NAME. Note that
the sort key is the same as the previous.
ID NUMBER NAME SEX AGE
RB234/91 ABEBE BEKELE M 22
EB241/90 BELAY AKALU M 26
RS200/89 MEAZA AFEWORK F 23
RM200/90 SEBSIBE DEGEMU M 21

Figure 2-11 contains the combined set of records from both tables that are sorted
on the same sort key.
ID NUMBER NAME SEX AGE
RB234/91 ABEBE BEKELE M 22
RA105/89 ALMAZ WORKU F 19
EB241/90 BELAY AKALU M 26
EB201/89 BINIAM KINFU M 21
RB100/90 DERARTU CHALA F 25
EA201/89 DIMTU MATIWOS F 24
RS200/89 MEAZA AFEWORK F 23
RM200/90 SEBSIBE DEGEMU M 21

Fig. 2-11 Merged and sorted on NAME

In a merge operation you compare the records in the different sets on the sort key
and select the one that comes first. You put it first in the combined set and

30
 Basic Computer Skill

compare the second from the set in which the first one was already selected with
the first record in each one of the other sets. Choose the one that comes second in
order and continue like this until you finish the process. How do you think should
the merge operation be performed if the sets are not individually sorted?

vii. Storing Data

Retaining data for further reference is called storing. When data is store manually it
is usually meant filing the documents. When computers are used to store data,
storage devices are used. The different kinds of storage devices used on computers
are discussed in chapter four.

viii. Retrieving Data

This operation refers to finding a specific stored data. The operation takes less time
and will be simplified if the data is sorted based on the search key.

ix. Calculating Data

Arithmetic operations like additions, subtraction. Multiplication, division and
averaging are usually performed on numeric data at processing stage. For example,
in preparing a payroll, deductions like tax, pension. Etc. is added and the sum of
these is subtracted from gross pay to get the net pay of an employee. Processing data
for a purpose of statistical analysis may require further treatment that use advanced
formulas such as the ones used in computing standard deviations, geometric mean,
etc.

x. Summarizing and Reporting

Summarizing means condensing a large volume of data into a smaller volume to
make it more concise and useable. For example the director of your school may be
interested only in a summary of absentees of each section. A summary or the output
of data processing, in general, is made available to the user through reporting

31
 Basic Computer Skill

Chapter Review Questions

1. Explain the difference between data and information.
2. Give examples of data processing, which do not involve numerical calculations.
3. Describe the three basic steps in data processing cycle and their relationships
4. Describe the different data processing operations by giving examples.
5. The expanded data processing cycle contains two more additional steps. What
are they? Give a brief description of each and explain how they are related to
the other three and with each other
6. Give a brief description of (a) recording data, (b) verifying data. (c) Duplicating
data. What is the relationship, if any, between these data processing
operations?
7. What is the term used to describe the data item with respect to which a set of
records is sorted?
8. Suppose that a file of student records contains the following data of contact
person. How might the file be sorted? Classified?
9. Give a brief description of (a) sorting and (b) merging. And describe the
relationship, if any, between these two operations.
10. Give a brief description of (a) retrieving, (b) calculation, (c) summarizing. Is
there a necessary order of performance of these three operations?

CHAPTER THREE: INTRODUCTION TO COMPUTERS

Chapter Objectives
At the end of this chapter students should be able to:

32
 Basic Computer Skill

a. Define the concept of computers

b. Understand for what purpose computers are used
c. Understand the characteristics of computer
d. Identify the applications of computers

3.1 Basics of computers

Why learn about computers?

Computers have revolutionized many aspects of life in the world today. In

many parts of the world, almost every area of life has been affected by
computerization in some way. Already in Ethiopia, the use of computers is
growing very rapidly, and the future development of the country is sure to
depend to a large extent on computerization.

Before you can start to use computers, it is very important to understand some
basic concepts.

What are computers used for?

Computers are very widely used in such areas as accounting, banking, design &
manufacture, shopping and education. One of the major developments in the last
10-15 years has been the growth in use of the Internet. The Internet is a vast
network of computers: the international linking of tens of thousands of
businesses, universities, and research organizations with millions of individual
users. The Internet allows people from different parts of the world to send each
other electronic mails (email) that reach their destination in a matter of seconds.

What is a computer?

Why are computers so widely used? What is that a computer does which people

33
 Basic Computer Skill

find so useful? The common theme which links all of the uses mentioned above is
information: computers can store large amounts of information, and also perform
complex calculations on that information. For this reason you may sometimes
hear computers referred to as information processors, or information technology
(IT).

Definition: A computer is an electronic device that accepts information, processes

it, and produces output.

For example in banking a computer system might accept information about a

customers account (e.g. balance, deposits, withdrawals), and then calculate the
interest due on the account. The output would be the new balance.

34
 Basic Computer Skill

3.1.2Information of computers

we have already said that a computer is an ‘information processor ’, but what exactly
do we mean by the term ‘information’? Information can be divided into two types:
digital information and analogue information. Analogue information can take any
value, whereas digital information can only take a limited number of different
values. For example, as shown in Figure 1 there are digital watches and analogue
watches. On the digital watch each number (or digit) can only take one out of ten
different values (the numbers between 0 and 9). On the analogue watch the hands
can be in any position, so there is no restriction on the number of values it can
display.

Figure 1 – Digital and analogue watches

This distinction is important when we are talking about computers because they
store and process digital information only.

Digital information can be further categorised depending on how many different

values are permitted. For example, the numbers on the digital watch can take 10
different values, so they are displaying decimal digital information. Computers store

35
 Basic Computer Skill

and process only binary digital information. Binary digital information can take one
of only 2 values. These two values are usually represented by the numbers 0 and 1.

As computers are capable of storing large amounts of information, it is useful to

have a means of measuring information. The smallest amount of binary digital
information we can have is a single value (i.e. either a 0 or a 1). This is called a bit, or
binary digit. In computers bits are stored in groups of 8, which are referred to as a
byte. However, because computers store and process very large amounts of
information, it is usually measured in kilobytes, megabytes, or even gigabytes. Table
1 shows what these terms mean.

1 byte = 8 bits
1 kilobyte (kB) = 1024 bytes
1 megabyte = 1024 kilobytes
(MB)
1 gigabyte (GB) = 1024
megabytes

Table 1 – Measurement of information

Activity 3.1:
1. Define Computer, Bit
2. How many Byte of 512 Bits
3. Why to learn computer?

3.1.3. Characteristics of computers

The rapid rise in the use of computers has happened because there are a
36
 Basic Computer Skill

number of characteristics that they possess which enable them to perform

some tasks much better than human beings.

I. Speed

Computers are capable of performing complex calculations very rapidly. Many

tasks that were previously beyond contemplation have now become possible
because of computers. For example, the moon landing and space exploration in
general would not have been feasible without the help of computers to
calculate flight paths and to control the complex electronics of the spaceships.
Weather forecasting also involves large numbers of very complex calculations
that would not be possible without computers.

The speed of computers is measured in Hertz (cycles per second), which is

usually abbreviated to Hz. Because computers these days are incredibly fast
people will usually talk about Gigahertz (GHz) rather than just Hertz (1 GHz is
1 billion Hz).

ii. Storage

One of the consequences of the increasing speed of computers is the generation

of large amounts of new information. This amount of information would be too
much for people to digest, but computers are capable of storing huge amounts
of information accurately and reliably. Modern computers can store many
gigabytes of information (remember that 1 gigabyte is equal to approximately a
billion bits).

iii. Versatility

One of the reasons that computers have become so widely used in the world is
their versatility: they are capable of performing a wide range of different tasks.
37
 Basic Computer Skill

For example, computers are used in areas such as medicine, the music
industry and aviation.

iv. Diligence

A significant advantage of computers over human beings is their diligence: this

means that they never get tired or lose concentration when performing
repetitive tasks. This is certainly not something that can be said of people.

What can’t computers do?

As well as these strengths, computers also have a number of weaknesses: there

are some things that people can do much better than computers. For example,
computers are not capable of independent thought. Unless we provide the
computer with a set of instructions, they will not do anything. Also, computers
are not capable of creativity or imagination. Although computers can be of use
to human artists when composing music or drawing pictures, they are not
capable of composing music or drawing pictures on their own. All computers
do is following instructions given to them by people.

3.1.4Applications of computers

It is often useful to divide different types of computers into different categories.

One important distinction is the application of the computer (i.e. what it is used
for). In this regard, computers can be categorized as special-purpose or general-
purpose.

38
 Basic Computer Skill

i. Special-purpose computers

Special purpose computers are designed with a specific task in mind, and are
not used for any other purpose. They are pre-programmed with instructions to
perform a specific role. For example, air traffic control systems and many
household appliances such as TVs and video cassette recorders will make use
of such tailor made computers.

ii. General-purpose computers

General-purpose computers can be used to meet the needs of many different

applications. They are programmable, in that they allow the user to specify
different sets of instructions to program them for different tasks.

3.1.5 Types of computer

General-purpose computers can be further subdivided, depending on the way

in which they are used. In particular we can distinguish between different
types of computer based on their power, and how many people can use them
at a time

i. Microcomputers

Microcomputers (also known as Personal Computers, or PCs) are designed for a

single user at a time. Depending on their size and computing power
microcomputers can be further subdivided into 3 subcategories:
• Desktop PCs
• Laptop PCs
• Handheld PCs
Figure 2 shows pictures of these 3 types. Desktop PCs and laptops are similar in
power, but laptops are designed to be as small and portable as possible.
39
 Basic Computer Skill

Therefore they are slightly more expensive than desktops and have lower quality
screens. Handheld PCs are designed to be small enough to hold in your hand.
This is only made possible by reducing their computing power.

These days’ microcomputers are by far the most common type of computer.
Although a single PC only allows one user at a time, this limitation has been
overcome by the popularity of computer networking. A computer network is the
interconnection of many individual computers, much as a road is the link
between the homes and the buildings of a city.

ii. Minicomputers

Minicomputers are medium sized computers that are more costly and
powerful than microcomputers. They are designed to be used by several
users at a time.

iii. Mainframes

Mainframe computers are also designed to allow a number of users at

one time. The distinction between mainframes and minicomputers is
not always clear, but generally mainframes are larger and more
powerful, and allow a larger number of users at a time (usually more
than 100).

iv. Supercomputers

Supercomputers are very costly and are designed with the primary aim
of making the computer as fast as possible. Due to the high cost of
supercomputers they are quite uncommon. They are used mainly for
computationally intensive scientific calculations, such as weather

40
 Basic Computer Skill

forecasting and scientific research.

Activity 3.2:
1. Mention the characteristics of Computer
2. Mention and discuss the Applications of Computers
3. List down the types of Microcomputers

Figure 2 – Desktop (left), laptop (middle) and handheld (right) PCs

Chapter Review Questions

1. Define Computer, Bit

2. How many Byte of 512 Bits
3. Why to learn computer
4. Mention the characteristics of Computer
5. Mention and discuss the Applications of Computers
6. List down the types of Microcomputer

CHAPTER FOUR: THE DEVELOPMENT OF COMPUTERS

Chapter Objectives
At the end of this chapter students should be able to:
a. Understand the history of computers
b. Explain the major trends in computer development
c. Understand about computer hardware and software with its components

41
 Basic Computer Skill

4.1RIBEF HISTORY OF COMPUTER

Since the very early days of human civilisation people have used machines to do calculations. One
of the earliest counting machines was the Abacus, which was used by the ancient Greeks and
Romans, although the design known today, with sliding counters on a wooden frame, was invented
in China in 1200AD. However, the abacus was only capable of doing very basic calculations. In
1833 the Englishman Charles Babbage designed his Analytical Engine, a machine capable of
performing much more complex calculations. This is generally agreed to be the first computer,
although it was never actually built during Babbage’s lifetime. In 1936, the British mathematician
Alan Turing designed a device that could be programmed to perform a sequence of discrete steps.
This hypothetical Turing Machine became the basis behind all digital computers, and so the
history of modern computers began.

It is important to distinguish between simple measuring and calculating devices (such as the
abacus), and computers. Measuring or calculating devices can use either digital or analogue
information. For example, a thermometer is a simple analogue measuring device. However,
computers always use digital information.

When talking about the development of computing we usually refer to different generations of
computers. These generations are defined by the technology used to make them. For example, the
first generation of digital computers used a technology called vacuum tubes. Table 2 shows a brief
summary of the four generations of modern digital computers, together with the technology used
to make them.

The technology currently used in computers, ultraminiaturised silicon chips, has brought great
improvements in processing speed, but like all technologies will eventually reach the limits of its
capability. If performance is to continue to improve a new ‘fifth generation’ technology will be
required. There has been much speculation as to what future technology will bring about this fifth
generation of modern computers. One possibility is quantum computing, which employs ideas from
quantum physics.

42
 Basic Computer Skill

Generatio Years Calcs/sec Technology Characteristic Example

n s
1st 1950- 3,500- Vacuum tubes Single purpose, ENIAC – USA
1960 17,000 large, computer used
expensive, for census
unreliable, counting,
hard to use
2nd 1960- 200,000 Transistors Single purpose,
1965 smaller,
cheaper, easier
to use
3rd 1965- 2,500,000 Integrated General IBM 360 series
1970 circuits (silicon purpose,
chips) smaller,
cheaper, easier
to use
4th 1970-? 2,000,000, Ultraminiaturi Very versatile, IBM PC (1980)
000 sed silicon cheap,
chips powerful,
small, easy to
use

Table 1 – The History of Modern Digital Computers

4.2TRENDS IN COMPUTER DEVELOPMENT

From examining Table 1 we can observe a number of distinct trends in the way computers have
developed since they were first introduced. In general, over the years computers have become:

i. Faster

If you compare the calculations/second column of Table 2, you can

see that modern computers are at least 100,000 times faster than
the first examples of digital computers.

ii. Cheaper

In the early days of computing, vast amounts of money were needed

just to build a single computer. Today, computers are mass-
produced, and many people can afford to buy their own computer

43
 Basic Computer Skill

for their home.

iii. More versatile

The very early computers were designed for a single purpose (for
example, census counting). These days’ computers are capable of
performing a wide range of tasks. Therefore, they have become more
versatile.

iv. Smaller

The ENIAC census counting computer was the size of a tennis court
and the weight of 6 elephants. Today, the part of a modern digital
computer that does the processing is about the size of a coin.

v. Easier to use

One of the major improvements in computers over the years is their

ease of use. To begin with, the task of entering instructions into the
computer was very time-consuming and prone to error. Today
computers are much easier to use.

vi. More reliable

The early computers often suffered from poor reliability of their

components. Today, if they are looked after properly, computers can
work for many years without breaking down.

44
Basic Computer Skill

45
 Basic Computer Skill

Activity 4.1:
1. Give the types of Computer in First Generation
2. As First Generation is Vacuum Tubes then Second Generation of computers
are _____________________
3. Explain about Cheaper and Versatile of computers

4.3 HARDWARE AND SOFTWARE

What are hardware and software?
The terms hardware and software are very commonly used when talking
about computers, so it is important to understand what they mean.

Definition: the term hardware refers to the physical components of a

computer system.

Examples of hardware components include a keyboard, a printer, or the CPU.

We can say that hardware is tangible (i.e. you can touch it).

Definition: the term software refers to a sequence of instructions given to the

computer.

Software is also sometimes referred to as a program or an application.

Examples of software include a word-processing program, a computer game
or a student database. Software can be said to be intangible (i.e. you cannot
touch it).

i. Input/output peripheral devices

We have already stated that a computer is an ‘information processor ’, and we

know that the information that it processes is binary digital information. The next
point to consider is: where does the information come from? Clearly it originates
from people, the users of the computer. But it is not convenient for people to

46
 Basic Computer Skill

enter information into a computer directly in binary digital form. For this reason
we need to have an interface between us and the computer to enable us to
conveniently enter information into it. We call these interfaces peripheral devices.

Definition: a peripheral device is a hardware component that transfers

information to and from the computer.

Peripheral devices can be one of three types: input, output and storage
peripherals. Examples of input peripherals are a keyboard and a mouse;
examples of output peripherals are a monitor and a speaker; examples of storage
peripherals are a floppy disk drive and a tape drive.

We can use special diagrams called dataflow diagrams to illustrate the way that
peripherals enable information to flow through a computer system. Consider
Figure 1. The arrows indicate information flow between different devices in the
system. Note the direction of information flow in the diagram: for the input
devices the information flows into the system unit, for the output devices the
information flows out of the system unit, whereas for the storage devices the
information flow is two ways, since we need to both store and retrieve the
information.

Figure 1 – A dataflow diagram of a computer system

The dataflow diagram in Figure 1 also shows us what the 4 basic functions of

47
 Basic Computer Skill

computer systems are. They are:

• input information
• output information
• store information
• process information
We will first consider input/output peripheral devices. A few of the more common
ones are described below.

Keyboard
The computer keyboard is an input peripheral device. It is very much like a
typewriter. It enables users to enter information into the computer in the
form of characters (i.e. letters and numbers). Figure 2 shows an example of a
computer keyboard. Computer keyboards contain a number of special keys,
the function of which you should be aware of:
• Shift: Holding down the Shift key and then pressing a
letter key causes an upper case letter to appear.
Where two symbols appear on a key holding down
Shift causes the upper one to appear.
• Caps Lock: If you press the Caps Lock key once any letters
you
subsequently type will appear in upper case.
Pressing Caps Lock again will reverse the effect.
• Ctrl & Alt:These keys are often used in combination with other
keys to produce special actions.
• F1 – F12: These are the function keys. They are used for
performing special functions in some software
packages.
• ←, ↑, →, ↓: These are the cursor keys. In word-processing
applications typed characters always appear at the
position indicated by a blinking cursor. Pressing the
cursor key will move this cursor around the screen.
48
 Basic Computer Skill

• Tab: The Tab key is used to move the cursor to a

preset
point, for example to indent paragraphs.
• Delete: The Delete key will delete the character to the right
of the cursor.
• Backspace: Pressing the Backspace key will delete the
character
to the left of the cursor.

Figure 2 – A computer keyboard

Mouse

The mouse is another input device. It is a pointing device: the user moves the
mouse to position a pointer on the screen, and clicks mouse buttons to send
position information to the computer. With the popularity of graphical user
interfaces on computers mouses have become an essential part of modern
computer systems.

Monitor

49
 Basic Computer Skill

The monitor is like a TV screen. It displays visual information to the user, and
is therefore an output peripheral device.

Printer

The printer is another output device. Printers produce typed documents on

paper. These typed documents are also sometimes referred to as hard copies
or printouts. An example of a printer is shown in Figure 5.

Figure 3 – A computer printer

Scanner

The scanner is an input device that allows users to transfer images into the
computer. It acts a bit like a photocopy machine, except that instead of
producing another paper copy, it digitizes the image (i.e. converts it to digital
form) and transfers the information into the computer.

Modem

50
 Basic Computer Skill

The modem acts as both an input and an output device. It enables the
computer to talk to another computer via a phone line. It is modems which
are largely responsible for the growth in popularity of the Internet: computers
from all over the world use modems to connect to a global network of
computers, enabling fast communication and sharing of information.

Storage devices

There are several different types of storage device, each of which has slightly
different characteristics.

Floppy disk drive

The floppy disk drive is a storage device. There have been a number of
different sizes of floppy disk used over the years, but these days you will only
really find 3 ½ inch disks. These disks have a magnetic coating that can be
used to store information. Since the actual disk is quite fragile and sensitive,
it is stored inside a plastic casing to protect it from damage. Even so, it is
important that you take good care of floppy disks. They should be kept dry,
dust-free and cool, and away from any magnetic material. Do not place them
near a television set. If you do not take good care of your floppy disks they
may become unusable.

Table 2 provides a summary of the characteristics of different storage media.

As you can see the storage capacity of floppy disks is relatively small
compared to other types of storage media. However, floppy disks have the
advantage of being cheap, removable (so you can use them to transfer
information between computers), and always writeable.

One important feature of floppy disks is the write-protect tab. This is a small
plastic tab on the back of the disk (see Figure 5) that can be slid into the up
51
 Basic Computer Skill

or down positions. If the tab is in the up position it is not possible to write

information to the disk. Therefore, if you have some important information
which you do not want to delete accidentally then you should slide the write-
protect tab into the up position. Note that it is still possible to read
information from the floppy disk irrespective of the position of the write-
protect tab.

Figure 4 – The floppy disk write-protect tab

Hard disk drive

The hard disk is a non-removable storage device: the disk always remains
inside the main system unit of the computer. However, as you can see from
Table 3, the main advantage of hard disk drives is their huge storage
capacity. Modern PCs can have hard disk drives that store up to 100GB of
information. Every PC has at least one hard disk drive inside it.

CD drive

Like floppy disk drives, Compact Disk (CD) is a removable storage medium.
Activity 4.1:
4. Give the types of Computer in First Generation

52
 Basic Computer Skill

5. As First Generation is Vacuum Tubes then Second Generation of computers

are _____________________
6. Explain about Cheaper and Versatile of computers

There are three types of CD:

• CD-ROM (CD Read-Only Memory)

• CD-R (CD-Recordable)
• CD-RW (CD-ReWriteable)
CD-ROMs are read-only - this means that it is not possible to write new
information to the disks. For many years all CDs were read-only. However, in
recent years drives capable of writing new information to CDs have become
more and more common. These can use two different types of writeable disk:
CD-R disks can only be written to only one time, whereas CD-RW disks can
be written to many times.

DVD drives

The technology involved in DVD (Digital Video Disk) drives is similar to that of
CD drives. However their storage capacity is greater – around 3GB per disk.
Like CDs, DVDs can be either read-only or writeable.

Tape drives

Tape drives are much slower than disk drives, but their capacity is extremely
large. They are generally used for system backups: long-term storage of large
amounts of important information.

Others

53
 Basic Computer Skill

There are a number of other lesser-known storage media, and new ones are
being invented all the time. For example: ZIP drives offer an alternative to
CDs and DVDs; portable hard drives provide very large storage capability
whilst being removable; and the development of removable memory chips
(flash memory) offers high speed portable information storage.

Storage Storage Removabl Writeable

media capacity e? ?
Floppy disk 1.44 MB Yes Yes
drive
Hard disk 100MB - No Yes
drive 100GB
CD drive 650MB Yes Sometime
s
DVD drive 3GB Yes Sometime
s
Tape drive 50GB - 300GB Yes Yes

Table 2 – Characteristics of different storage media

The System Unit

Out of the 4 basic functions of a computer system, the peripheral devices enable
the inputting, outputting and storage of information. But it is the system unit
that performs the processing of the information.

Connecting up the system unit

Computer system units come in a variety of designs, depending on the

manufacturer. The operation of the different designs is the same, it is only
their appearance that is different. On the front of the system unit you will see
a number of features: an on/off switch, a reset button, a power light, the
floppy disk drive and the CD-ROM drive.

54
 Basic Computer Skill

At the back of the system unit are some important sockets. If the correct
cables are not plugged into these sockets your computer may work operate
properly. Typically there will be a power socket, keyboard and mouse sockets,
and a video cable socket for the monitor. If other peripheral devices are being
used these will have to be plugged in to the appropriate socket too.

Opening up the system unit

If you ever have to open up a system unit for maintenance purposes, the first
thing to remember is to remove the power lead before you do so. This is to
stop you getting an electric shock. The second thing to remember is to earth
yourself (just touch your hand onto any part of the metal casing of the system
unit). This is to make sure that both your body and the computer are at the
same voltage – if you don’t do this you could damage some of the sensitive
electrical components inside the unit.

The appearance of the inside of system units can vary greatly, but there are a
number of common components that are essential to the operation of the
computer. The following are some of the common internal components of the
system unit. Note that all of these are hardware components: hardware can
be found inside the computer as well as outside.

Motherboard

All of the electronic components in the PC are mounted on a piece of

fibreglass called the motherboard (see Figure 6). Thin lines of metal on the
surface of the motherboard act as wires that connect one component to
another, enabling them to communicate with each other. This is called a
Printed Circuit Board (PCB).

55
 Basic Computer Skill

Figure 5 – A PC motherboard
CPU

The CPU (Central Processing Unit) is the most important part of the
computer. It is the CPU that carries out the instructions that we provide. You
can think of the CPU as being the brain of the computer. There have been a
number of different brands of CPU over the years. The main manufacturer of
CPUs has been a company called Intel, although AMD also have a large share
of the market. Each new processor that these companies develop offers faster
processing speeds than the last one. Figure 6 shows the main types of Intel
processor that you might find.

56
 Basic Computer Skill

Figure 6 - The development of Intel processors

RAM chips

RAM (Random Access Memory) chips are used for temporary storage of
information whilst the computer is operating, for example to store the
program or the data it is processing. However, RAM is volatile memory: this
means that when the computer is switched off all information in RAM is lost.
The amount of storage provided by a single RAM chip can vary, but most
modern computers contain about 32-256 MB of RAM.

ROM chips

ROM (Read Only Memory) chips contain information which is essential to the
operation of the computer. For this reason it is permanently stored on the
chip, and cannot be changed. Therefore it is non-volatile memory. The amount
of storage on a single ROM chip depends on what information it is storing.

57
 Basic Computer Skill

Disk drives

Most PCs contain 3 different disk drives inside them: the hard disk drive, the
floppy disk drive and the CD-ROM drive. All of these drives are non-volatile
storage: when the computer is switched off the information is preserved.

Others

All of the above components are found in almost every PC. However, there are
a number of other parts that are found in some models. These include a
speaker for producing sound, a maths co-processor for speeding up
numerical calculations, and expansion cards that add extra functionality to
your computer. These expansion cards provide features such as enhanced
graphics, network capability, and Internet access.

Activity 4.3:
1. Mention the types of Compact Disk(CD)
2. What do you mean Removable in storage media of computers?
3. Explain about Motherboard
4. Write the company for the manufacture of Central Processing Unit (CPU)
5. Write the difference between RAM and ROM

58
 Basic Computer Skill

4.4 HOW DO COMPUTERS STORE INFORMATION?

4.4.1 Files and folders

We know already that one of the main functions of computers is to store

information, but how exactly do they store it?

Before computers were invented we still needed to store information, sometimes

very large amounts of it. When storing large amounts of information it is a good
idea to structure the storage method in some way, to make it easier to retrieve
the information we want. A common way of doing this is to put information in
documents, or files, and to group together related documents in folders. For
example in a finance section of a company documents relating to employees
salaries might be stored in a folder marked ‘Salary’.

Computers store information in much the same way. Information is stored

electronically on the computer’s disk drives in computer files, and related files are
grouped together into folders.

4.4.2 The hierarchical file system

59
 Basic Computer Skill

The main difference between real files and folders and those inside a computer is
that on a computer a folder can contain other folders, and those folders can in
turn contain still more folders. The consequence of this is that quite large
structures of folders and files can be built up. These structures have a
hierarchical form (a bit like an upside down tree), and are called hierarchical
filesystems.

Consider the example shown in Figure 8. This shows a hierarchical filesystem on

the A: drive (on computers all disk drives have a letter – the floppy disk drive is
always the A: drive). The underlined words represent files containing information,
and the plain text words represent folders. So the A: drive contains 2 folders,
‘Salary’ and ‘Bills’. The ‘Salary’ folder in turn contains 2 more folders, ‘January ’
and ‘February’, whilst the ‘Bills’ folder also contains 2 more folders, ‘Electricity ’
and ‘Water’. Finally there are 3 files in the filesystem: the ‘January ’ folder
contains a file called ‘total’, the ‘February ’ folder also contains a file called ‘total ’,
and the ‘Electricity’ folder contains a file called ‘amount ’. Note that it is acceptable
for two files to have the same name, so long as they are not inside the same
folder.

Figure 7 – An example of a hierarchical filesystem

60
 Basic Computer Skill

Chapter Review Questions

1. Give the types of computer in first generation

2. As first generation is vacuum tubes then second generation of computers are
_____________________________
3. Explain about cheaper and versatile of computers
1. Mention the components of input part in a computer
2. Discuss the difference between hardware and software
3. Write the use of Tab and Backspace button of computer
4. Mention the types of compact disk(CD)
5. What do mean removable in storage media of computers?
6. Explain about Motherboard
10. Write the company for the manufacture of central processing unit (CPU)
11. Write the difference between RAM and ROM

61
 Basic Computer Skill

CHAPTER FIVE: OPERATING SYSTEMS

Chapter Objectives
In the previous four units of this textbook we saw the different components of a
computer system: data, software, and hardware. There is also a human component of
the system: the user. It is natural that when different elements of varied nature and
responsibilities have to work together, they have to be coordinated. The other
components have to obey the instructions of the coordinator or supervisor; else it will
be anarchy. The same thing is true for a computer system.
After completing this unit you should be able to:
1. Define an operating system.
2. Explain the types and functions of operating systems, and
3. Comfortably work with MS-DOS and Windows operating systems,

5.1DEFNITION OF AN OERATING SYSTEM

An operating system is a program, or set of programs, which manages and controls
the resources of the computer in accordance with certain objectives, providing a
simplified hardware interface to higher layers of software. For the computer system to
function completely, part or all of the operating system must be loaded into main
memory. An operating system directs all processing activities within the computer,
calling in other systems software as needed, scheduling jobs. Allocating storage
facilities, activating input/output facilities, activating input/output devices and many
other tasks to insure the proper and efficient use of hardware by application
programs. The operating system sits between the hardware and the other software.
This view is depicted in fig 5.1
USER
APPLICATION SOFTWARE
OTHER SYSTEMS
OPERATING SYSTEM
HARDWARE
Fig 5-1 Operating systems Interface
Operating systems typically include three main programs: supervisory, job
management, and Input/Output (I/O) management programs. Supervisory programs
are the heart of the operating system and are responsible for managing computer
62
 Basic Computer Skill

resources. Supervisory programs are the heart of the operating system and are
responsible for managing computer resources. Supervisory programs are also called
monitor or executive part of supervisory programs that are used often are resident in
main memory. Such programs are called resident in main memory. Such programs
are called resident programs. The other supervisory programs and other components
of the operating system are kept on a direct access storage device and can be quickly
transferred to main memory when needed. These programs are called transient
programs. Job management programs are designed to maximize the efficiency with
which the computer resources are used and the processing is performed. I/O
management programs assign input/output resources to programs and manage the
transfer of data between main memory and these resources.

5.2. FUNCTIONS OF AN OPERATING SYSTEM

The operating system provides certain services to programs and to the users of those
programs in order to provide an environment in which users can execute their
programs in a convenient and efficient manner. The specific services provided will
differ from one operating system to another; there are some common classes of
services /functions/ that we explore in this section. The various functions of an
operating system may be loosely classified as providing services and acting as an
interface.

5.2.1. Services
There are many services that the operating system has to provide. These include:
program execution, file system manipulation, time allocation, resource control,
input/output operation, error handling and protection.

Program loading and execution

Application programs that are used on computers are loaded by the operating
system. The operating system checks memory requirement and other facilities needed

63
 Basic Computer Skill

by program before it loads it and transfers control to it. The memory location given to
the program depends on the priority level that the program has.

File system manipulation

The most visible part of any operating system is the file system. Most programs read
or write at least one file and users are always aware of the existence of files and their
properties. It is the operating system that allows users to define named objects called
files which can hold anything the user wants. The operating system provides
operations to create and destroy them, read and write them, and manage them
properly.

Time allocation
Time allocation involves the scheduling of all the various activities going on the
computer. This is accomplished on large computer systems by using a scheduling
policy known as time slicing. Each program on the computer is allocated a short slice
of processing time. If the program is not completed during its time slice, then it
returns to a queue of programs waiting their turn. Some operating systems allocate
levels of privilege to all programs on the computer. The nucleus of the operating
system program itself has the highest level of privilege. While application programs
have the lowest level. The use of certain machine instructions, and access to main
memory and storage devices. Is governed by the level of privilege of the program
concerned.

Resource control
The computer uses many resources which are described in the previous unit. The
processing unit and the computer’s memory are just two of them. Application
programs when in use claim the use of these units in a way that conflicts arise
between them. It is the operating the different programs have to use them for better
efficiency.

64
 Basic Computer Skill

Input/output operation
The problem with input and output is that different input/output devices have
different characteristics. And run at different speeds. For example, a line printer
outputs characters on line at a time, whereas a keyboard accepts input one character
at a time. A line printer transfers characters more than one hundred times as fast as
a keyboard. Between these two jobs. The CPU becomes idle. The operating system
has to deal with such problems. a very common technique that the operating system
uses to tackle this problem is spooling, short for Simultaneous. Peripheral Operation
On- line, spooling, in essence uses the system buffer for reading as far ahead as
possible on input devices and for storing output files until the output devices are able
to accept them. Spooling overlaps the I/O of one job with computations of other jobs.
That is, the spooler may be reading the input of one job while printing the output of a
different job. Thus, spooling can keep both the CPU and the I/O devices working at
much higher rates. Figure 5.2 shows this procedure.

Buffer

Input CPU Output

Fig 5.2 Spooling

Error handling and protection

Protection is generally needed against two eventualities, namely errors and deliberate
abuse of the system. Although it is impossible for the operating system to prevent
errors in application programs, it is essential to detect and diagnose them as early as
possible, and to limit their effects. Deliberate abuse of the system is rather more
difficult to deal with. Although protection mechanisms are designed to prevent

65
 Basic Computer Skill

unauthorized activities from succeeding, few operating systems are regarded as

foolproof.

Activity 5.1:
1. Define the word operating systems
2. Mention the functions of operating systems
3. How do you explain the term Spooling?

5.2.2. Acting as an Interface

The operating system is a bridge between a computer operator and the hardware.
This is best demonstrated by the following example. Take a hotel and the guests that
seek the services of the hotel. Some of these services are: food, room, and drinks.
How are these serves provided? You can imagine the chaotic situation which may
result if the guests of the hotel go around and try to serve themselves. The services
are better provided if waiters and receptionists handle them by accepting orders from
the guests. This is probably the practice in all the hotels that you have gone to. The
common practice is that you enter a hotel and take your sit. The waiter comes
around and politely asks you what to serve you, you give an order, the waiter either
tells you that the service is not provided in the hotel or brings what you have ordered.
The analogy here is clear. Just like the waiter or receptionist is between you, the
service seeker, and the service that you can get from a hotel, the operating system is
between the user, the service seeker, and the facilities or services provided on a
computer. In the case of the hotel’s guest. He/she enters the hotel, takes a sit, and
waits until the waiter comes to accept an order in the case of a computer user or
operator, he/she turns on the computer and waits until the operating system comes
up on screen and makes it self ready to accept an order. It is through the operating
system that all communications with a computer ’s hardware are possible. The
operating system also serves as an interface between other programs and the

66
 Basic Computer Skill

computer’s hardware. All the other programs place their request for computer
resources with the operating system. The operating system either denies them of the
resources or provides them depending on their availability and priority orders.

5.3. TYPES OF OPERATING SYSTEMS

Different types of operating systems are used for different types of tasks. The kind of
the computer on which the operating system is stand-alone desktop computer has to
be different from the one, which is used on a mainframe computer. The operating
system used on a stand-alone computer does not have that many complicated tasks
because it serves only one user at a time and probably performs on task at a time.
But in the case of a mainframe computer, the operating system is expected to serve
many users at a time and undertakes many tasks concurrently. The different types of
operating systems used on different kinds of computer are:
Single-user, single-tasking;
Single-user, multi-tasking; and
Multi-user, multi-tasking.

5.3.1 Single-user, Single- tasking

This is a kind of an operating system that is used on a stand alone computer. It can
only enable the user perform one task at a time. For example, the user has to wait
until the end of a print job in order to continue working on say another document
edition. Thus a single user, single-tasking operating system can serve only one user
and accept only one task a time.

5.3.2 Single-user, Multi-tasking

This is a kind of an operating system, which can serve only one user at a time but
enables the user to concurrently run multiple programs or performs multiple tasks.
For example, the user can print a document while he/she works on another
document or application.

67
 Basic Computer Skill

5.3.3 Multi-user. Multi-tasking

You can recall that a computer network is an inter connection of many computers in
which programs and data may be served from one central machine. Operating
systems used in a network environment have to be multi-user, multi-tasking. That is,
recall that a computer network is an inter connection of many computers in which
programs and data may be served from one central machine. Operating systems used
in a network environment have to be multi-user, multi-tasking. That is, they have to
enable the different users of network use the common resources and also be capable
of undertaking many tasks at a time. The user can request use of another program
without exiting the one he/she is currently using.

5.4. OPERATING ENVIRONMENTS

The ease in which one can use an operating system is important. Clearly easy-to-use
operating systems allow users to save learning and operating time. The operating
system features by which the user interacts with the operating system is called the
operating environment. The two common operating environments will be discussed in
this section.

5.4.1. Command-Line Operating Environment

In command-line operating environment, you interact with the operating system by
typing commands on a line at a system prompt. A system prompt is a character,
symbol, or combination of the two that tells you that the system is ready to accept a
command.

5.4.2. Graphical-User Interface (GUI) environment

Learning, remembering, and using different keyboard commands are not easy. The
graphical-user interface environment alleviates this problem by providing an easier-
to-use interface. A GUI environment uses dialog boxes, drop-down menus, buttons,
icons, scroll bars, and pointers instead of requiring the user to type commands. In a
68
 Basic Computer Skill

GUI environment you move a pointer around the screen with a mouse to activate
features. Instead of keying in commands, you move a pointer to an icon and click a
mouse button.

5.5. SOME COMMON OPERATING SYSTEMS

There are different makes of operating systems with varying capabilities that are
available on the market today. In this text, we shall see the most common types of
operating systems that are currently used in this county.

5.5.1 DOS
DOS is an acronym for Disk Operating System, which means that the operating
system’s components reside on disk and are brought into computer memory as
needed. DOS is a single-user, single-tasking operating system. Because of this they
are used on stand alone personal computers. The most popular personal computers
usually have their own Disk Operating Systems (DOS). Thus, machines like PPIE II
computers have APPLE-DOS and the TRS-80 computers have TRS-DOS. The most
popular operating system is MS-DOS, Microsoft DOS, from Microsoft. IBM makes a
version of this operating system called PC-DOS Digital Research incorporation also
makes a version called DR-DOS. In the subsection that follows. You will be
introduced to the basic features of MS-DOS.

Introduction to MS-DOS
MS-DOS has a number of programs to perform different tasks of which the following
are basic component programs. Control program. I/O manager, and command
interpreter. The control program facilities the control and coordination activity of the
computer. The program that performs this activity is known by the filename
MSDOS.SYS. The I/O manager facilities the utilization of the different input and
output devices. The program that performs this activity is known by the filename
IO.SYS. The command interpreter interprets the commands typed by the user at the

69
 Basic Computer Skill

system prompt into computer functions. The program that performs this activity is
known by the filename COMMAND. COM.
DOS Files
Any information that is stored on a disk is done through a facility called file. A file
can be created, modified renamed, and deleted. Every DOS file has a name which is
made up of two parts, a file name and its extension. A filename consists of at most
eight characters while a filename extension consists of a dot followed by at most
three characters. A filename extension is optional. The following are valid filenames.
Letter. TXT
Letter 1
SAMPLE.BAT
SAMPLEI. PAS
InfTech. LEC.
Notes#1
Note the following points:
1. The first character of a filename must be a letter.
2. The following characters are not allowed in naming a file
+:”@?,/[ ]=\
Wildcard Characters
To facilitate certain uniform operations, MS_DOS allows the use of wildcard
characters in filenames. Wildcard characters represent a single character or a
number of characters in a filename. The MS_DOS wildcard characters *and? Are
used as follows:
? tells DOS that any single character can occupy that location in the filename.
* tells DOS that which characters remain in the filename.
For instance,
(a) Sample. * represent all files with filename Sample in the current/working
directory
(b) *. TXT represents all files with extension. TXT in the current/working
directory.

70
 Basic Computer Skill

(c) *.* represents all files in the current/working directory.

(d) Simple. Txt represents all files whose filename starts with S and followed by
any character which is followed by simple. Txt in the current/working directory
(e) ???? Represents all files with filename of up to three characters plus one
character extension in the current/working directory.
Activity 5.2:
1. Explain briefly the types of operating systems
2. “DOS” refers to _____________________________
3. The first character of a filename in writing of DOS commands must be ___________

Basic MS-DOS Commands

Before we see the individual MS-DOS commands, it is important that we know
certain preliminary things such as; booting a computer, drives, the keyboard, and
use of directories.
Booting a computer
To boot a computer means to start a computer. This is the first thing we do before we
are able to use a computer. A computer can be initiated in two ways: cold booting
and warm booting. The initialization of a computer from an OFF state which is done
by turning on the switches is known as cold booting. But sometimes we may be
forced to reinitialize the computer by using a produced known as warm booting. In
this case, the computer is already ON, but due to some problem, communication
between us and the machine fails. To solve this problem, we have to put the
commuter under the control of the operating system once again by making a warm
booting. This is done by pressing a combination of keyboard keys: Ctrl+Alt+Del.
The Keyboard
In unit four, we saw that the keyboard is one of the input devices. In suing MS-DOS
we totally depend on the keyboard to type in commands. The keys on the keyboard
are commonly classified into: character keys, function keys, computer keys, direction keys
and the numeric key pad. The character keys are the keys we use to input characters
such as a, b, c. etc. The caps lock key and the shift key also belong to this set. The

71
 Basic Computer Skill

function keys which are located at the top first row of the keyboard and that are
labeled: F1, F2, F3, etc. are used to activate certain commands in one press of the
keys. Pressing the F6 key, for instance, invokes the help facility of MS-DOS. The
Control key (Ctrl), the Alternate key (Alt). Print screen key (print Screen), and a few
other keys are known as computer keys. These keys are usually used in combination
with other keys to invoke certain commands. The following provides the functions of
some of these key combinations. To use a combination Press the keys together. The
+symbol indicates this fact.

Ctrl+Num Lock Halts whatever the system is doing until you press another key.
Typically used to freeze the display when information is scrolling
by too fast or scrolling of the top of the screen
Ctrl +break Cancels whatever the system is doing. Use this when you really don ’t
want the computer to continue what its doing
Ctrl+PrtSc pressing this key combination once cause DOS to start printing
every line as it is displayed: pressing Ctrl+PrtSc a second time stops
simultaneous displaying and printing.
Ctrl+ Alt+Del Restarts DOS. This combination is unique; no other keys can be
used to do the same thing
Shift+key Display the upper case of the letter key.

Direction keys
Direction keys which are also known as cursor or arrow keys are used to move the
pointer on the screen.
The numeric key pad
The numeric key pad which is located on the right-hand side on the Keyboard
contains number keys. The keys are commonly used to input numbers into the
program we may be using. Almost ever key in this set is a duplicate of some other key
on the keyboard. Unless it is for a matter of convenience, the keys in this set can be
discarded altogether.

72
 Basic Computer Skill

Directories/Folders
Directories are used on storage devices the way file cabinets are used in offices. In
locating a document in a manual system, for instance you may ask: Where do I get
it? That is, in which office? In which sub-directory?). A directory structure is similar
to an inverted tree. The top most level of a directory structure is similar is called the
root directory. All other directories come under the root directory. Fig 5-3 shows a
directory structure.

Root directory

Report Letters
Report

Abebe Almaz
Internal External

Fig 5-3 Directory Structure

The root directory contains three sub-directories: Reports, Memos, and Letters. Sub-
directories Reports and Letters further contain two sub-directories each.
Drives
Drives are disk compartments. A computer may have one or more disk
compartments. You have seen that the diskettes used on computers may be
removable (portable) or fixed. The disk compartments for floppy diskettes are known
as a: drive or b: drive. The hard disk drive is called c: drive.
Syntax of a DOS Command
Syntax represents the order in which you must type a DOS command and any
parameters and switches that follow it. A DOS command line (the line on which you
invoke a DOS command), starts with the command itself at the DOS prompt followed
by a space and a relevant specification(s) and/or parameter(s). However, there are
also DOS commands which do not require the space and the specification and
parameter(s).

73
 Basic Computer Skill

Conventions to define syntax of a DOS command

The following is a sample DOS command syntax line:
Command [+r-r][drive:][path]filename [. . . ] options]
Command Specifies the name of a command. Indicates an item is optional. To
include the optional information described within the brackets, type only
the information, not the brackets themselves. Separates two mutually
exclusive choices in a syntax line.
Drive: Specifies the name of a hard disk drive or a floppy disk drive. To carry out
an external command when its file is not on the disk in the current drive
or in the search path, you must specify the correct drive. You never need
to specify the drive of an internal command.
Path Specifies the route the operating system is to follow through the directory
structure to locate a directory or a filename only if the file is not in the
current directory
Filename Specifies the name of a file. A filename can be up to eight characters and
can be followed by a period (.) and an extension of up to three characters.
Indicates that the previous parameter or switch can be repeated several
times in a command. Type only the information not the dots
Options Specifies one or more optional command parameters or switches. A switch
usually begins with a slash (/)
When you turn on your computer, MS-DOS is automatically loaded to memory from
disk. Starting a computer by turning on the switches is called booting the computer.
When the system is ready to accept your order. It displays what is called a prompt. A
prompts is a symbol displayed on screen by the operating system which looks like the
following: C :\>
When you see the prompt, it means that the program is waiting for your order. Yu
interact with the MS-DOS program by typing commands against the prompt. A
command is a DOS instruction which you issue to perform a DOS function. Each
command you type against the prompt has to be followed by a press of the Enter key
on the keyboard. Otherwise, the system waits indefinitely without taking an action.

74
 Basic Computer Skill

DOS commands can be grouped into internal and external commands. Internal
commands are stored in the file COMMAND.COM which is loaded into memory
during boot-up. These commands are memory resident and are always available for
use. Examples include: DIR, DATE, RD, TYPE, LABEL, COPY, CD, DEL, VER, PATH,
REN, CLE, and VOL. External commands exist as separate files on the hard disk.
These commands are not memory resident and are loaded each time they are
executed. The filename of an external command has a COM, EXE, or. BAT extension.
Examples include: DISK COMPY, FORMAT, and TREE. SYS, ASIGN, CHKDSK,
RESTORE PRINT, XCOPY, MORE. Some of these internal and external MS- DOS
commands are discussed next.

The VERSION command

This command is used to display the version number of MS-DOS that is currently
used on your computer. . The use of versions is the same as the use of editions on
books. For example, if you take a book on principles of Accounting, there are different
editions of the book even if the title, author, and publisher may be the same. As you
know errors in earlier editions of a book are corrected in latter editions. Later editions
may also include topics in new developments of the field under discussion. Version
numbers of software are used in exactly the same manner. For example, the first
release of MS-DOS was MS-DOS version 1.00 and subsequently versions 2.00, 3.00,
etc. was released.
Syntax: Ver
When the Ver command is typed at the prompt: C :\>-, MS-DOS responds by
displaying something like the following:
Dos Version 6.0
Which means MS-DOS version 6.0 is used on the machine.

75
 Basic Computer Skill

The DATE command

This command is used to display the current date on the computer. You may
probably know that a computer has an internal clock which is very precise. The date
command uses this internal clock.
Syntax: Date [mm-dd-yyyy]
Where mm represents the month dd the day, and yyyy the year. When you type the
date command against the prompt like in the following:
C :\> date, and press the Enter key, the system responds by displaying
the current date as follows:
Current date is sun 12-03-2000
Enter new date (mm-dd-yyyy):

That is the current date on the system is Sunday. March 12, 2000. The system asks you on the
second line of the display if you want to change the date. You can either type a new date or
press the Enter key to change or simply press Enter if you don ’t want to reset the date.
The TIME command
This command is similar to me date command. The difference is that it is used to display the
current time the machine.
Syntax: Time [hh:mm:ss:xx]
Where hh is for hour, mm is for minute, ss for second, and xx for hundredth of a second.
C:\>time
Current time is 3:55:32.a Enter new time:
Just as it was the case with the DATE command, the system displays the prompt: Enter new
time: on the second line asking you to type a new time if you want to change. You can respond
by pressing the Enter key if you don’t want to reset the time.
The LABEL command
Disks may carry labels. Labels are given in two ways: internal label and external label. An
internal label is given by the operating system when you use the label command. Whereas an
external label is given to a diskette manually by writing on the cover of the diskette using a
soft pen not to damage the diskette inside.

76
 Basic Computer Skill

Syntax: Label [drive:] [label]

Where Label is the command, drive: is the disk drive letter, and label is the label given to the
disk.
To give an internal label of say ABEBE to a diskette in drive a:, you simply type the command
label followed by the label ABEBE against the prompt as in the following:
C :\> label a: ABEBE
And press the Enter key.
The DIRECTORY command
Quite often we want to display the content of a disk. That is displaying ordinary document
files, program files or directory which it contains. The dir command is used for this purpose.

Syntax: Dir [filename]/w/p

Where Dir is the command, filename is the name of a file or directory, /w and /p are switches
used to display the output in a wide format and one screen at a time respectively.
C :\> dir c:\tempo
In using this command line, we are asking the system to display the contents of a folder called
tempo which is found on the hard disk. In the case of the above command, the system
responds by displaying something like the following:
Volume in drive C has no label
Volume serial Number is 2D 36-15FF
Directory of C:\TEMPO
<DIR> 11-17-00 8:04a
<DIR> 11-17-00 8:04a
ABACUS TXT 1,879 11-17-00 1:36P
ABACUS2 TXT 2,127 11-17-00 1:36P
COMPUT~1 TXT 62,357 11-23-00 5:57a
COMPUT~2 TXT 16,728 11-17-00 1:36p
LEIBNIZ TXT 2,400 11-17-00 1:36p
NAPIER2 TXT 2,220 11-16-00 7:00a
NAPIERS HTM 7,777 11-16-00 4:35a

77
 Basic Computer Skill

PASCAL TXT 2,632 11-17-00 1:36P

LETTERS <DIR> 12-03-00 4:44a
REPORTS <DIR> 12-03-00 4:44a
COMPUT~3 TXT 8,213 11-23-00 6:58a
COMPUT 9 file(s) 106,333 bytes
4 dir(s) 5,247.87 MB free
The information given here is not only about the list of the elements contained in the folder,
but also about the size of these elements and the date and time on which they were last
modified.
Note that the primary names of the files are given in the first column, extension names in the
second column, size in the third column, and date on the fourth, column. What do the single
dot (.) and the double dot (.) displayed at the beginning of the list represent? How do you
differentiate files and folders? The last two lines of the output of the command show the
number of files in the folder tempo, their total size, the number of other folders found in the
folder, and the amount of free space that is still available on the disk. Some MS_DOS
commands may be used with switches. These are additions to commands that force the
command to give an output in a restricted way. For example, you can add the switch /p to the
dir command to force it display only one full screen of the output at a time as shown below.
C:\>dir\p
Gives the following screen output:
Volume in drive C has no label
Volume serial Number is 2D 36-15FF
Directory of C:\

FRUNLOG TXT 1,012. 06-05-00 3:03p

WINDOWS <DIR> 06-05-00 2:47P
COMMAND COM 93,890 07-20-00 10:22P
AUTOEXEC SYD 115 07-20-00 9:53P
SETUPLOG OLD 111,495 06-05-00 3:25a
NETLOG TXT 5,492 08-27-00 4:52P
MYDOCU~1 <DIR> 06-05-00 3:25a

78
 Basic Computer Skill

PROGRA~1 <DIR> 06-05-00 2:52P

SMWWRITE <DIR> 06-05-00 4:25a
BUGFORM TXT 1,429 08-04-98 9:35a
EMANUAL PDF 752,057 10-08-98 1:48P
ERROR TXT 7,063 08-04-98 9:35a
GHOST EXE 611,166 12-21-98 11:51a
GHOST TXT 2,843 08-04-98 9:35a
GHOSTFAQ TXT 12,754 08-04-98 9:35a
README TXT 1,040 12-12-98 11:43a
SWITCHES TXT 11,847 08-04-98 9:35a
UPGRADE TXT 1,055 08-04-98 9:35a
WHATSNEW TXT 15,233 08-04-98 8:45a
Press any key to continue
(Continuing c :\)
SETUPXLG TXT 220 06-06-00 9:27p
AUTOEXEC NAV 0 06-05-00 3:24a
ESM2 <DIR> 07-07-00 2:28p
BANNER <DIR> 07-07-00 7:31p
SCANDISK LOG 10,021 12-02-00 8:08a
DEMONS~1 <DIR> 07-10-00 6:59p
NCDTREE <DIR> 07-11-00 9:30p
WORKNEH <DIR> 07-20-00 4:13p
HARMONY <DIR> 07-20-00 9:52p
CDROMDRV <DIR> 07-20-00 9:52p
EXCELN~1 DOC 254,464 08-26-00 4:10p
CONFIG SYD 131 07-31-00 1:05P
VVVV MBO 102,400 09-18-00 2:28p
ABOUTD~1 DOC 101,888 12-01-00 3:36a
INVENT~1 MDB 143,360 09-03-00 1:26p
ADDISA~1 DOC 28,672 08-10-00 8:04p
WINDOW~1 BMK 63 08-10-00 4:33p
VG <DIR> 08-11-00 4:33p
79
 Basic Computer Skill

VGG <DIR> 08-11-00 4:36p

AUTOEXEC BAT 127 07-20-00 10:03p
CONFIG SYS 135 07-31-00 1:06p
CONFIG WIN 134 08-27-00 4:42p
PRESS ANY KEY TO CONTINUE . . .

(CONTINUING C:\
SETUPLOG TXT 11,040 08-27-00 4:52p
USER NEW 397,344 08-27-00 4:40P
DB1 MDB 122,880 09-18-00 10:04P
TESFAYE <DIR> 09-19-00 3:48P
SHORTC~1 LNK 182 09-19-00 10:11P
REGIST~1 <DIR> 09-19-00 8:55P
FFF DOC 43,008 09-21-00 1:49P
HAHULI~1 <DIR> 10-14-00 10:34P
HIMEM, SYS 433 12-03-00 12:56a
AA <DIR> 11-24-00 7:54a
DOS OUTL <DIR> 12-03-00 3:52a
TEMPO <DIR> 11-17-00 8:04a
MEK DOC 19,456 11-26-00 7:53a
MEK1 DOC 24,496 11-26-00 8:29a
COMPIL~1 DOC 591,872 12-01-00 3:36a
37 file (s) 3,498,817 bytes
19 dir (s) 5,247.85 MB free

Note that the system displays the message: Press any key to
continue . . . after each full screen display of the output. You have to press any key
on the Keyboard for the next screen of the display. The first column in the display
shows the name of a file or has one, the third column shows the size in bytes of the
file or directory, the second column shows the extension name of the file if it has one,
the third column shows the size in bytes of the file if it has one, the third column

80
 Basic Computer Skill

shows the size in bytes of the file, the fourth column shows the date on which the file
was created or last updated the fifth column shows the time on which the file was
created or last updated.

Activity 5.3:
1. Write the importance of arrow keys
2. Explain about directory structure
3. Mention the groups of DOS commands
4. Write the ways for giving the labels in DOS commands

The DISKCOPY command

Floppy diskettes are very sensitive. They can be easily damaged if exposed to dust,
direct sun light, magnetic fields, and moisture. It is important that you keep your
files on two or more diskettes and put the copies in a safe place. The diskcopy
command is mainly used for this purpose. It enables you to produce an identical
copy of the contents of a floppy diskette. The command line shown next is used to
copy the totality of the contents of the diskette in drive a: to the diskette in drive b:
Syntax: diskcopy [source] target]
C :> diskcopy a: b:
When you press the Enter key after typing the above command line, the system asks
you to insert the source diskette in drive a: by displaying the message:
Insert source diskette in drive A:
Press any key to continue
Inserting the source diskette in drive a: and pressing a key on the keyboard initiates
the system to copy the contents of the diskette temporarily to memory and latter
down load it to the target diskette when you insert it in the drive and press the Enter
key in response to the following prompt:
Insert TARGET diskette in drive A:
Press any key to continue . . .

81
 Basic Computer Skill

Finally, the system asks if you wish to write another duplicate of the source disk-by
displaying the message:
Do you wish to write another duplicate of this disk (Y/N)?
You respond by typing n for NO or y for YES depending on whether you want to
produce an additional copy or not.
The COPY command
Syntax: Copy [source] [target]
It is clear that you don’t need to duplicate the entire content of the diskette all the
time. But, copying one or two files is a task which you rather do frequently. The
command used in this case is the copy command. The command line given below is
used to copy the file Budget. Jun from the hard disk to the floppy diskette in drive a:
C:\>copy c:\budget.juna:\
If the copy is successful. MS-DOS reports by displaying the message line:
1. file (s) copied
The DELETE command
Syntax: Delete [filename]
As the name given to the command indicates, this command is used to delete or
erase files from secondary storage devices. One of the reasons for deleting files may
be that the diskette is full and we want to put other files on it. So we have to free-up
some space by deleting the files that we don’t need any more. The following command
line deletes a file called budget.jun from the hard disk.
C:\>erase budget.jun accomplishes the same result as in the above.
The CHECK DISK command
Syntax: chkdsk [drive:]
Errors and damages on diskettes can be checked by using the chkdsk command like
shown on the following command line:
C :> \ chkdsk a:
This checks the diskette in drive a: for errors. The system displays the following
output after checking it.

82
 Basic Computer Skill

CHKDSK has NOT checked this drive for errors. You must use SCANDISK to
detect and fix errors on this drive.
Volume serial Number is 2D36-15 ff
6,349,288 kilobytes total disk space
5,356,648 kilobytes free
4,096 bytes in each allocation unit
1,587,322 total allocation units on disk
1,341,412 available allocation units on disk
655,360 total bytes memory
618,944 bytes free
Instead of using CHKDSK. SCANDISK can reliably detect and fix a much wider range
of disk problems.
The Make directory command
This command is used to create a directory on a disk
Syntax: md[drive:] path]
To create a directory by the name of HIRUT under the root directory on the diskette
in drive a:
You type: mad a:\ HIRUT
The Remove directory command
This command is used to remove/delete a directory that is found on a disk. Before
you are able to remove a directory you have to delete all the files in it and also the
sub-directories if it contains some
Syntax: rd [drive:] [path]
To remove the directory you have created in the previous example you type:
Rd a:\ HIRUT.
The help command
This command is used to get help on the syntax of a command and how it is used.
Syntax: Help [command name]
For example, if you want to get help on the syntax of a command called tree, you
type:
Help tree

83
 Basic Computer Skill

There are many other commands which we have not discussed here. You can find
them through the help command

5.5.2 MS-WINDOWS
Windows is a single-user. Multi-tasking operating system. Unlike MS-DOS are
products of the same company, Microsoft. Even if windows internally uses or rests on
top of MS- DOS it appears to the user that it is an entirely new kind of an operating
system.

Benefits of Windows
 No need of memorizing commands and switches
 No typing required. You simply click in the box next to options chosen
 The availability of may programs designed to run under windows
 The possibility of sharing information between Windows program is high.
 High support and capability of controlling external devices.
 High support for communications.
 Use of many programs simultaneously.
 High support for long file names enabling file organization easier.
The latest version of windows is windows 2000 Earlier versions were: Windows98,
Windows95, Windows3.11, Windows 3.1, etc. in this text we shall see how to use
Windows 2000.

Components of Windows Interface

Windows uses the following elements in communicating with user.
1) Window: A rectangular area on the screen through which you can see
application.
2) Icons: Small pictures which are used to represent or identify certain functions
or programs (applications) on the screen
3) Mouse: A device used to speed and ease work in windows
4) Menu: List of commands and options

84
 Basic Computer Skill

5) The Desktop: When you start Windows, the large area you see is called the
desktop, on which icons, windows, and applications are displayed.
6) Folders: Contain programs that are grouped together for easy access.
Using the Mouse
A mouse is a pointing device that is used in a windows environment. The object the
moves around the screen as the mouse is moved are called a mouse pointer. There
are usually two buttons on the mouse left button and Right button. An application
runs by double clicking the left button on the application. Different terms are used
while using a mouse. These are:
A) Pointing: Positioning or Moving the mouse cursor over icons
B) Clicking: Positioning and pressing the mouse button once.
C) Double Clicking: Clicking the mouse twice, quickly over an object.
D) Dragging: Positioning the mouse cursor on an object, holding the mouse
button down and moving the cursor to a desired place or location before
releasing the button.
Remark:
The shape of the mouse cursor changes to signify or indicate different things. These
include:
 Hour Glass: The mouse cursor changes into this shape to signify wait- some
thing is being done.
 I-Bar: The mouse cursor indicates that text editing can now be performed, or a
text editing program has been started.
 No go: The mouse cursor changes into this shape to signify that the mouse is
positioned where it can not be used
 Resizing. The mouse cursor changes into this shape to signify that resizing of
an object or window is taking place. It has many versions.
THE START MENU
At the bottom of your screen is the taskbar. It is a Bar and contains the Start button,
which you can use to quickly start a program or to find a file. When you click the
start button, you see a menu that contains every thing you need to begin windows.

85
 Basic Computer Skill

Items
PROGRAMS Displays a list of programs you can start
DOCUMENTS Displays a list of documents that you have opened previously
SETTING Displays a list of system components for which you can change
settings.
FIND enables you to find a folder, file, shared computer, or mail
message.
HELP Starts help. You can use the help contents, index or other tabs to
find out how to do a task in windows.
RUN Starts a program or opens a folder when you type an MS-DOS
command or when you choose an application.
SHUT DOWN Shuts down or restarts your computer, or logs you off.
Depending on your computer and the options you have chosen, you may see
additional items on your menu.

Remark
 Every time you start a program or open a window, a button representing that
window appears on the taskbar.
 Depending on what task you are working on, other indicators-can appears in
the notification area the task bar.

Working in Windows Environment

When you switch on your computer, Windows will load itself into your computer ’s
memory. Depending on how your computer is set-up, the first time you start windows
various items appear on your desktop. The computer screen in a windows
environment is called an almost the same way you use the top of your desk. That is,
you can easily arrange different elements on the screen. Here are some of the
common elements you see on the desktop when you start Windows.
1. Start button and task bar
2. May computer

86
 Basic Computer Skill

3. Recycle Bin
4. Network neighborhood
5. Briefcase
DESKTOP: When you start windows, the large area you see is called the desktop.
You can customize the desktop by adding shortcuts to your favorite programs,
documents, and printers, and by changing its look to fit your mood and personality.
MY COMPUTER: located at the upper left corner on the desktop. My Computer icon
is a folder used to browse through your files and folders. You can use My Computer
to quickly and easily see everything on your computer. Inside My Computer, you can
see a list of all of the disk drives on your computer.
RECYCLE BIN: The Recycle Bin is a folder where Windows stores deleted files. You
can use the Recycle Bin to retrieve files you deleted in error, or empty the Recycle Bin
to create more disk space
BRIEFCASE: Briefcase is a folder used to keep documents up-to- date. If you want to
work on files at home or on the road, you can use Briefcase to help keep the various
copies of the files updated. To use Briefcase, you drag files from shared folders on
your main computer to the Briefcase icon on your portable computer. When you are
finished working on the files. On the portable computer, reconnect to your main
computer, and then click Update All in Briefcase to automatically replace the
unmodified files on your main computer with the modified files in your Briefcase. The
files on your main computer are automatically revised; you do not need to move the
files you worked on out of Briefcase or delete the existing copies.
NETWORK NEIGHBOURHOOD: If you are using a network, the Network
Neighborhood icon appears on your desktop. It is used to browse through the
computers in your workgroup and the computers on your entire network.
START BUTTON AND TASK BAR: At the bottom of your screen is the taskbar. It is a
Bar and Contains the Start button, which you can use to quickly start a program or
to find a file. It’s also the fastest way to get Help. When you open a program,
document, or window. A button appears on the taskbar. You can use this button to
quickly switch between the windows you have opened.

87
 Basic Computer Skill

NOTIFICATION AREA: Located at the extreme right hand corner of your task bar is
the notification area. Depending on the tasks that you are working on, indicators
appear in this area

Activity 5.4:
1. Define windows and mention some of its benefits
2. Mention the components of windows interface
3. Write the importance of Recycle Bin

ELEMENTS OF WINDOWS
Most windows have certain elements in common such as title bar and a menu bar.
But not all windows however have every element.
Control Menu Icon
When clicked on, this box drops a system menu. The menu contains the move,
resize, switch to and close commands.
Title bar
The title bar contains the name of the application, group, directory, or currently
open document. It appears across the top of the window.
 It is used to move a window (Hold down the left mouse bottom and move it to
the desired position and release the mouse button).
 It is used to maximize a window (Double click on it)
Maximize, Minimize, and Close Buttons
The minimize button is used to minimize and change a window to an icon. The
minimized icon is displayed on the task bar. A window is minimized by clicking on
this button. The maximize button is used to maximize a window to cover the entire
desktop. The maximize button changes to restore button. A window is maximized by
clicking on this button. The close button is used to close a window or an application.
To close windows click the close button.

88
 Basic Computer Skill

Window border
Many windows can be manually resized using the window border. (Move the cursor to
a window border, hold down the mouse button when the cursor changes its shape to
a resizing one then move the mouse up or down the screen and release the mouse
button when you wish.)
Menu bar
Menu bar is an area with a series of menu names.
Clicking on these menu names drops a menu that contains a number of commands
from which we can select.
Scroll Bars (Vertical or Horizontal) And Scroll Arrows
These are used to view a very large area through a small window.
 The area with a list or a text or some object is called the client area.
 The rectangles on the bars are called thumbs or scroll box
 Clicking on the bars is used to scroll more swiftly

Starting and Quitting programs

Starting a program
To start a program:
1. Click the Start button, and then point to programs option.
2. It the program you want is not on the menu, point to the folder that contains
the program.
3. Double click the program.
Remark:
 After you start a program. A button appears on the taskbar. To switch from one
running program to another. Click its taskbar button.
 If the program you wan t to start doesn’t appear on the programs menu or one
of its submenus, point to find on the Start menu. And then click files or
folders. Use the Find dialog box to locate the program file.
 Windows also include the start-up folder, in which you can put the programs
you want to start automatically when you start windows.

89
 Basic Computer Skill

Alternative Method: Starting a program by using the Run command You can run a
program from within any folder by opening that folder and then clicking Run from the
Start Menu as follows:
1. Click the start button. And then click Run
2. In the Open box. Type the location and name of the program you want to start.
Remark:
 If you don’t remember the location or name of the program file click Browse.
 To select a program you started recently click the down arrow in the Open box;
click a program in the list. And then click Ok.

Example: Starting The WordPad Application

Windows includes a text editor, WordPad, which you can use to create and modify
documents
To start WordPad:-
 Click the Start Button
 Point to programs
 Point to Accessories
 Double click on WordPad

Example: Starting the Paint Application

Windows includes a program. Paint, which enables you to create. Modify, or view
pictures
To start Paint:
 Click the Start button
 Point to programs
 Point to Accessories
 Double click on Paint
Example: Starting Calculator Application

90
 Basic Computer Skill

Windows includes a program, called Calculator that enables you to Performa simple
calculations. Or use it in scientific view to do advanced scientific and statistical
calculations.
To start Calculator:
 Click the Start Button ]
 Point to programs
 Point to Accessories
 Double click on Calculator
Widows Basics
In windows you can size, move, close, minimize, restore, maximize scroll through a
list and close windows.

Moving Windows
You can Move a window to a different location by using the mouse to drag the title
bar of the window to another place on the desktop.
Use Move from the control Box menu.
Sizing windows
You can Change the size of a window by using the mouse to drag a corner or
side/border of a window in any direction.
Or
Use the Size menu from Control Menu.
Maximizing windows
You can maximize a window by clicking on the restore button of a window. When a
window is maximized it fills the entire desktop.
Or
Use the Maximize command from the Control Menu.
Or
Double click on the title bar of a sized window.
Or
Minimizing Windows

91
 Basic Computer Skill

You can minimize a window by clicking on the restore button of a window. When a
window is minimized it continues running, and a label corresponding to it is
displayed on the task bar.
Or
Use the Minimize command from the Control Menu.
Restoring Windows
You can Restore a window by clicking on the Restore button of window.
Or
Use the Restore command from the Control Menu.
Or
Double click on the title bar of a maximize button

Scrolling
You can either click the scroll arrows or drag the scroll box to scroll through
information in a list or in a document.
Closing windows
You can Close a window by double clicking on close button of a window.
Or
Use Close command from the Control Menu.
Switching between windows
You can switch to another running program or a window by clicking its button on the
taskbar. Switching doesn’t close the window you were working in, it just changes the
view on your screen.
Or
Click on any where inside the program window if not minimized.
Closing Consecutive Windows
If you are using multiple windows, and you want to close all open windows, hold
down the Shift key, and then click the close (X) button in the upper right corer of the
title bar.
Cascading, Tiling, and Minimizing All

92
 Basic Computer Skill

Use the right mouse button to click the taskbar, and then click an option.
Menu Conventions
Commands or sometimes characteristics are listed on menus. Most applications have
their own menus which are listed on the menu bar along the top of the application
window.
Remark:
a. To choose commands from a menu click on the menu and move the mouse
pointer and click on a menu item. The following menu conventions are used
in windows.
b. A check mark to the left of a command: The command is in effect
c. A triangle to the right of a command: A cascading menu appears if this
command is chosen.
d. Dimmed or not visible menu: The command can not be used with the
application at the current time.
e. A key combination to the right of a command: A shortcut for the chosen
command
f. An ellipsis (….) following a command: A dialog box appears when the
command is chosen.
Dialog Boxes
Dialog boxes are specialized windows which appear when you need to supply
additional information to complete a task. There are different types of dialog boxes.
These are:
A. Drop-Down List boxes: Boxes which appear as rectangular boxes containing
the current selection and a list of available choices appear when the arrow next
to the box is selected.
B. Text boxes: Boxes in which information is typed against an insertion point
C. Check Boxes: Buttons, which represent a group of mutually exclusive options.
D. Command Buttons: Buttons used to choose a command to initiate an action.
E. List Box: A box, which displays a list of choices.
F. Option Buttons: Boxes, which represent non-exclusive options to select

93
 Basic Computer Skill

Arranging the Elements on the Desktop

You can arrange the icons on your desktop based on the date, time, the folder or
shortcut was created or size of the folder or file,
1. Use the right mouse button to click the blank area of the desktop.
2. Click on arrange icons option
3. Click the desired type of arrangement.
Quitting a program
To quit a program:
 Click on the close button
Or
 Click the File menu, and then click Exit.

Shutting Down Your Computer

You need to shutdown windows before you turn off or restart your computer. That
way you can be sure your work is saved to your hard disk. To quit windows and shut
down your computer.
1. click the start button and then click shout down
2. Finally click the YES button.
If you forget to save changes to documents, windows prompt you to save changes. A
screen messages lets you know when you can safely turn off your computer.
Remark
Warning: To avoid damaging files, always shut down windows before you turn off
your computer.
Important: Do not turn off your computer until the “You can now safely turn off your
computer” message appears.

WORKING WITH FILES AND FOLDERS

In windows, you store your work in folders just like you would in your office or at
home. You can look at your files and folders by clicking My Computer. inside My
Computer, you can see a list of all the disk drives on your computer. just double-

94
 Basic Computer Skill

click any icon to see what’s inside. When you open a disk drive, you can see the files
and folders that it contains. Folders can contain files, programs, and other folders.
To see what is in your computer:
1. Double –click on the My computer icon.
2. Double-click on the icon for the drive you want to look at. This displays the
contents of the drive
To open a file or folder, or start a program, double-click on it.

Remark:
 To switch back to the previous folder, click on the toolbar of press the
BACKSPACE key. If the toolbar is not visible, click the View menu, and then
click Toolbar.
 To see the hierarchy of all folders on your computer, you can use Windows
Explorer. Click the Start Menu, point to programs, and then click Windows
Explorer.
Finding a file or folder quickly
It’s easy to locate files and folders on your computer. You can always browse through
your folders in My Computer, but if you want to find something quickly, you can use
the Find command on the Start menu instead. In the Find dialog box, just type the
name of the file or folder you are looking for, and then click Find Now. To speed up
the search, you can type the name of the main (high-level) folder, if you know it. For
example, if you know the file is somewhere in the Windows folder on your C drive,
type c:\ windows.
Specifying a path
A path is a more direct way to describe where a file, such as a document or program,
is located on your computer or network. A path includes the drive, folders, and sub-
folders that contain a file, in addition to the file’s name.
To specify a path:
1. Type the drive letter, followed by a colon (:) and backslash (\)
2. Type the names of the folders and sub-folder or sub-folder name.

95
 Basic Computer Skill

3. Type the name of the file. A backslash should precede the filename.
4. If you use filenames that contain spaces or exceed eight characters in length,
enclose the path in quotation marks.
Examples
To specify the location of a document named Party List. Doc, which is located in the
Holiday sub-folder of the Social Events folder on drive C, type:
“c:\social events\holiday\Darty list. Doc”
Browsing using windows Explorer
You can use windows Explorer to see all the folders and files on your computer. on
the Start menu, point to programs, and then click Windows Explorer. The right side
of Windows Explorer shows the contents of the drive or folder you click on the left.
In Windows Explorer, you can see both the hierarchy of folders on your computer
and all the files and folders in each selected folder. This is especially useful for
copying and moving files. You can open the folder that contains the file you want to
move or copy, and then drag it to the folder you want to put it in.
To Start Windows Explorer:
1. Click on the Start button
2. Point to programs.
3. Click on Windows Explorer
Creating a new folder
Your documents and programs are stored in folders, which you can see in folders,
which you can see in My Computer and Windows Explorer.
To create a new folder:
1. In My Computer or Windows Explorer, open the folder.
2. On the File menu, point to New, and then click Folder. The new folder appears
with a temporary name.
3. Type a name for the new folder, and then press ENTER.
Creating a New Folder While Saving a File
When using the Save As command to save a file, you can also create a new folder in
which to store the file. Use the right mouse button to click the dialog box list, point to

96
 Basic Computer Skill

New, and then click Folder. Double click the new folder to open it, and then continue
the save process.
To look at th4e hierarchy of folders on a disk drive:
1. Click the Start button.
2. Point to Programs, and then click Windows Explorer. Contents on the right.
Click the plus signs (+) to display more folders.
Remark:
 To change the size of either side of the window, drag the bar that separates the
two sides.
 To quickly open a folder and display its sub-folders, double click the folder on
the left side of the window.
To change the name of a file or folder:
1. In My Computer or Windows Explorer, click the file or folder you want to
rename. You do not need to open it
2. On the file menu, click Rename.
3. Type the new name, and then press ENTER.
To open a file or folder:
1. Double-click the My Computer icon or activate the Windows Explorer.
2. Double-click the drive that contains the file.
3. Double click on the desired file or folder.
Remark:
To change the way files are displayed; try the commands on the View menu.
Selecting Multiple Files in large icon view
Selecting multiple files in large icon view works differently from list view.
To extend a selection, click the first icon, and then hold down the Shift key while you
click the last icon to be selected. To change an icon from selected to unselected, hold
down the CTRL key while you select the icon.
To copy a file or folder:
1. In My Computer or Windows Explorer, click the file or folder you want to copy.
2. On the Edit menu, click Copy.

97
 Basic Computer Skill

3. One the folder or disk where you want to put the copy.
4. On the Edit menu, click Paste.
Alternative Method: Copying an object
Use the left mouse button to drag the object from one folder to another on a different
drive. Use CTRL+ Left+ drag to force a copy.

Remark:
To select more than one file or folder to copy, hold down the CTRL key, and then click
the items you want

Activity 5.5:
1. List down the elements of windows
2. Write the procedures for starting the paint
3. Write the steps to start windows explorer

To move a file or folder.

1. In My Computer or Windows Explorer, click the file or folder you want to move.
2. On the Edit menu, click Cut
3. Open the folder where you want to put the file or folder.
4. On the Edit menu, click Paste.
Alternative Method: Moving an object
Use the left mouse button to drag the object from one folder to another on the same
drive. Use Shift+Left-drag to force move.
Remark:
To select more than one file or folder to move, hold down the CTRL key, and then
click the items you want.
To move a or File Rename
If you forget where you just moved a file, or if you just moved a file, or if you
accidentally rename a file, click Undo from the Edit menu (or press ALT+Backspace).

98
 Basic Computer Skill

Deleting Files
To delete a file:
1. In My Computer or Windows Explorer, locate the file or folder you want to
delete.
2. Click the file or folder.
3. On the File menu, click Delete.
Remark
If you want to retrieve a file you have deleted, look in the Recycle Bin. Your deleted
file remains in the Recycle Bin until you empty it.
Deleting Files Without moving them to Recycle Bin
Select the file or files to be deleted. Use the right mouse button to click the select,
and then hold down the Shift key and click Delete (or hold down the Shift key
when pressing the Delete key if using the keyboard).
To retrieve deleted files or shortcuts
1. Double-click the Recycle Bin icon.
2. Click the file or shortcut you want to retrieve.
3. On the file menu, click Restore.
Remark
To retrieve several items, hold down the CTRL key while clicking each one.
If you delete a folder, only the files within that folder appear in folder, Windows
recreates the folder, and then restores the file to it.
To emptying the Recycle Bin:
1. Double-click the Recycle Bin icon.
2. On the File menu, click Empty Recycle Bin.
Remark:
 If you want to remove only some of the items in the Recycle Bin, hold down the
CTRL key while clicking each item. Click the File menu, and then click Delete.
Copying a file to a floppy disk
To copy a file or folder:
1. Insert the disk in the floppy disk drive.

99
 Basic Computer Skill

2. In My Computer or Windows Explorer, click the file you want to copy

3. On the File menu, point to send To, and then click the drive you want to copy
the file to.
Finding a file or folder
1. Click the Start button, and then point to Find.
2. Click Files or Folders.
3. In the Named box, type all or part of the file ’s name. If you want to specify
where Windows should begin its search, click Browse.
4. Click Find Now.
Saving the results of a search for files or folders
1. Conduct a search for files.
2. If you want to save the results of a search along with the search criteria, click
Options, and then click Save Results.
3. Click the File menu, and then click Save Search.
4. An Icon representing the search results or search criteria appears on your
desktop.
Remark:
 If you want to save only the search criteria make sure the Save Results box is
clear.
 After you double-click the search results icon, you can reinitiate the search or
update the search results by clicking Find Now. Use the right mouse button to
click a drive in My Computer, and then click Properties. Click the Tools tab to
use Scan Disk, Backup, and Defragmenter.
Labeling a disk
1. If the disk you want to label is a floppy disk, insert it into its drive.
2. Double-Click the My Computer icon, and then click the icon for the disk you
want to label
3. On the File menu, click properties tab
4. On the label text box type the label
Formatting a disk

100
 Basic Computer Skill

1. If the disk you want to format is a floppy disk, insert it into its drive.
2. Double-click the My Computer icon, and then click the icon for the disk you
want to format. Be sure not to double-click the disk icon, because you can ’t
format a disk if it is open in My Computer or Windows Explorer.
3. On the File menu, click Format

Remark:
 Formatting a disk removes all information from the disk. You cannot
format a disk if there are files open on that disk.
Using Help
If you don’t know how to do something, you can look it up in Help. To use help.
1. Click the Start button
2. Click Help.
3. Click the Contents tab to browse through topics by category. Click the Index
tab to see a list of index entries: either type the word you ’re looking for or scroll
through the list. Click the Find tab to search for words or phrases that may be
contained in a Help topic. If your Help file doesn’t have a contents tab, click the
Contents button to see a list of topics.
Remark:
 You can get Help on each item in a dialog box by clicking the question-
mark button in the title bar and then clicking the item
 To learn what any toolbar button is for, you can rest your muse pointer
on the button for a few seconds. Windows displays the button name.
Getting Help in a dialog box
In dialog boxes, you can easily get Help on an option or area by clicking in the upper-
right corner of the window and then clicking the item you want Help on. A pop-up
window appears containing an explanation of the item.

Note:
To close the pop-up window, click inside it.

101
 Basic Computer Skill

If the dialog box doesn’t have the button, look for a Help button, or try pressing F1.
Remark:
Another way to get Help is to use your right mouse button to click an item, and then
click what’s This? On the menu that appears.

Chapter Review Questions

1. What are the main functions of an operating system?

2. What problems does spooling overcome?
3. How do you compare the role of a manager in a company with some of the
functions of an operating system?
4. How do you compare a hotel waiter with some of the functions of an operating
system?
5. What are the different types of operating system that are used on computers?
Explain their difference.
6. Describe the different kinds of operating environments that different operating
systems provide to the user?
7. Point out some of the differences between MS-DOS and WINDOWS?
8. The term Windows has two different meanings. What are they
9. Using the HELP command of DOS or any other means, describe the syntax and
use of the following MS-DOS commands.

I. Append
II. Attribute

102
 Basic Computer Skill

III. Backup
IV. Break
V. Compare
VI. Fdisk
VII. Find
VIII. type

References

 Alexis Leon and Mathews Leon (1999). Fundamentals of Information

Technology: L and L Consultancy Services Pvt. Ltd.
 Andrew S.Tanenbaum (1999). Computer Networks. (3rd ed.): Prentice Hall,
New Delhi.
 Brian K.Williams, Sarah E. Hutchinson and Stacy C.Swayer (2001). Using
Information Technology. (3rd ed.): Tata McGraw-Hill, New Delhi.
 Glee Harrah (2002). Mastering the Internet.(2nd ed.): Prentice Hall, New
Delhi.
 S.Jaiswal (2001). Fundamentals of Information Technology. (7th ed.):
Galgotia Publications Pvt. Ltd., New Delhi.
 www.phindia.com
 www.netvarsity.com
 www.functionx.com

103
 Basic Computer Skill

Zion Technology and Business College

Distance and Continuing Education Unit
Assignment for Basic Computer Skill

Name:__________________________Department:_____________ID. No:_________
Year:________Term:________Center:____________

Part I: Write “True” if the given statement is correct and “False ” for incorrect
Statement (2 pts each)

_______1. Input devices display information on the screen (monitor) or printer

and sends information to other computers.
_______2. Stress is widely accepted as a common and possibly the most
dangerous aspect of using a computer.
_______3. A mother board contains the circuitry and connection that allow
the various components to communicate with each other.
_______4. While the “disk” is the storage device which contains computer
files, and the drive is the mechanism that runs the disk.
_______5. The major difference among the computers in each generation is the
type of electronic device used.
_______6. When you are reading the “Kalkidan” Magazine; then you are
looking for information.
_______7. Information is said to be economical if it reduces expense and takes
long time.
_______8. Production process in a factory and information processing in It
industry are exactly the same.
_______9. Tools such as paper and pencil are traditional methods of handling

104
 Basic Computer Skill

information.
______10. Single bits are usually enough to store all the numbers and
characters in a computer.
Part II: Match the statements /phrases at column “B” with “A” (2 pts each)
“A” “B”
____1. Memory A. Transfer information on a screen to hard copy
____2. Cable B. Store data permanently
____3. Network card C. Software produced by companies for sale
____4. Scanners D. Software produced by generous programmers
____5. Modem E. Prepackaged software
____6. Keyboard F. Input device
____7. Commercial software G. Transfers information transferred through
____8. Open source software telephone line /cable.
____9. Shareware H. Used to transfer picture and photo graphs in ____10.
Printer to your computer.
I. Allow computers to connect together
J. Allows mother board to communicate with
other internal components
K. Store temporary information being processed.
L. Operating system
M. Produces sound
N. Pointing device
O. Computer case

105
 Basic Computer Skill

Part III: Choose the best answer for each of the following questions from the given
alternatives. (2 pts each)
_____1. Third generation of computers:

A. Used integrated circuits

B. Interaction was possible using keyboard and monitor
C. Transistor was used
D. A and B
E. A and C
_____2. All the means people use their inventions and discoveries to satisfy their need
and desires.
A. Information C. Technology
B. Information technology D. All
____3. One of the following is not component of IT.
A. Computer C. Know-how
B. Communication network D. None
____4. “The barking of dog after the hyna has gone. Signifies.
A. Completeness of information C. Timeliness
B. Flexibility D. Accessibility
_____5. Information collected from professional societies, industries, research
organizations are:
A. formal Non-documentary C. Documentary
B. Informal non-documentary D. All

106
 Basic Computer Skill

Part IV: Answer the following questions neatly(2 pts each)

1. Draw the expanded data processing cycle.
2. What is the difference between data and information?
3. List down the major data processing operations.
4. Explain computer virus.
5. What is operating system?
6. List down at least three Primary sources of information?
7. Convert:

i)

ii) )

8. Explain the following terms

i) Sorting Data
ii) Merging data
9. “You were in a bus going from home to office and hear people talking: Teddy Afro has found to
be jailed for killing a man slept in the road. “ Is this statement true? How do you assure its
reliability?

107