8.

Data Entry and Keyboard Skills

Introduction
In order to enhance
operational skills in the use of
computers, knowledge of
efficient and effective
keyboarding skills and typing
ergonomics has become
inevitable today. With
consistent, sincere efforts and
controlled environment, we
can master keyboarding skills
and acquire high speed.
Keying data into the computer
quickly and accurately, thus,
becomes easy.
8. Data Entry and Keyboard Skills
Keyboarding Skills
Keyboard is the most common text-based input
device. Computer keyboards are similar to
electronic typewriter keyboards with additional
keys. A keyboard generally has more than 100
keys. Each key of a keyboard corresponds to a
single symbol.
Some symbols require pressing and
holding several keys simultaneously or in
sequence. It allows entering alphabets, digits and
symbols into the computer. Simultaneous key
press can produce actions or computer
commands. The touch method of typewriting is a
method of typing without using the sense of
sight to find the keys.
8. Data Entry and Keyboard Skills Keyboard
8. Data Entry and Keyboard Skills Keyboard
Alphanumeric keys
All of the alphabets (A-Z) and numbers (0-9) on the keyboard.
8. Data Entry and Keyboard Skills Keyboard
Punctuation keys
All of the keys associated with punctuation, such as:
the comma (,)
period (.)
semicolon (;)
brackets ([])
parenthesis ({ })
plus sign (+)
minus sign (-)
equal sign (=)
Etc.
8. Data Entry and Keyboard Skills Keyboard
Alt key
Short for Alternate, this key is like a second control key.
8. Data Entry and Keyboard Skills Keyboard
Arrow keys
There are four arrow keys to move the cursor (or insertion point) up
(↑), down (↓), right (→), or left (←).
8. Data Entry and Keyboard Skills Keyboard
Shift keys
Shift key is labelled with ‘Shift’ and an arrow pointing in the upward direction.
There are two types of such keys, one at the left side of the keyboard and the
other, below the Enter key. It is used to type in capital letters or to type special
characters [such as @ (at the rate) # (hash) $ (dollar), % (percent), ^ (exponent), *
(asterisk), & (ampersand) etc.] when used in combination with respective keys.
8. Data Entry and Keyboard Skills Keyboard
Backspace key
Deletes the character just to the left of the cursor (or insertion point)
and moves the cursor to that position.
8. Data Entry and Keyboard Skills Keyboard
Caps lock key
It is a toggle key, which when activated, causes all alphabetic
characters to be uppercase.
8. Data Entry and Keyboard Skills Keyboard
Ctrl Key
The control key is used in conjunction with other keys to produce
control characters. The meaning of each control character depends on
which program is running.
8. Data Entry and Keyboard Skills Keyboard
Del Key
The Del key (Delete Key)deletes the character at the current cursor
position, or the selected object, but does not move the cursor. For
graphics-based applications, the delete key deletes the character
8. Data Entry and Keyboard Skills Keyboard
Enter Key
Enter key or Return key is used to enter commands or to move the
cursor to the beginning of the next line.
8. Data Entry and Keyboard Skills Keyboard
Esc Key
The Escape key is used to send special codes to devices and to exit (or
escape) from programs and tasks.
8. Data Entry and Keyboard Skills Keyboard
Function Keys
Function keys are special keys labelled F1 to F12. These keys have
different meaning depending on which program is running.
8. Data Entry and Keyboard Skills

Why are the keys on the keyboard not arranged alphabetically?

The reason dates back to the time of manual typewriter. When first
invented, the head is arranged in an alphabetical order, but people
typed so fast, that the mechanical character arms got tangled up. So
the keys were randomly positioned. You actually slowdown typing and
prevent key gents the Qwerty keyboard swear met so one could type
using keys from the top row of the keyboard this random arrangement
became standard.
8. Data Entry and Keyboard Skills
Numeric keypad
Numeric keypad is used when
enormous numeric data is to be
entered. This keypad is just like a
simple calculator. It is normally
located on the right-hand side of
computer keyboard. It contains
numbers 0 to 9, addition (+),
subtraction (–), multiplication (*)
and division (/) symbols, a decimal
point (.) and Num Lock and Enter
keys.
8. Data Entry and Keyboard Skills
Home keys
Alphabets ASDF are home
keys for the left hand and;
(semi-colon) LKJ for the right
hand. The fingers are trained
to make the correct
movement to other keys and
each finger returns
immediately to its respective
home key after it has
depressed the corresponding
key in any other row.
8. Data Entry and Keyboard Skills
Guide keys
‘F’ and ‘J’ are called as Guide
Keys. They contain small
raised tangible mark to help
the typist to place their
fingers correctly on the
‘Home keys’. Alphabets
‘ASDF’ are home keys for the
left hand and ‘;LKJ’ for the
right hand operators.
8. Data Entry and Keyboard Skills Mouse
Mouse
Mouse is a pointing device used to point
a particular place on the screen and
select to perform one or more actions. It
can be used to select menu commands,
resize windows, selecting actions from
screen icons, etc. A mouse primarily
comprises of three parts: the buttons,
the handling area, and the rolling object.
By default, the mouse is
configured to work for the right hand.
The left-handed persons can change the
settings as per the needs.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse
Put the right hand on the mouse,
the index finger goes on the left
button, and the middle finger
goes on the right button. Hold the
mouse with thumb and ring
finger. To click, press a mouse
button lightly and release it
immediately.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse

(a) Click or left click: It is used to

select an item. Press down once
on the left button with your index
finger.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse
Click
Click
(b) Double-click is a term used to
describe the process of quickly
pressing a mouse button twice while
keeping it still. In most cases, a
double-click is with the left mouse
button and is used to open or
execute a file, folder, or software
program.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse
Click
(c) Right click: It is used to display a
set of commands and available
options. Move the mouse pointer to
the desired position, position your
middle finger on the right mouse
button, keeping the mouse still, click
lightly with the middle finger on the
right button.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse
(d) Drag and drop: It allows to select and move an item from one
location to another. Position the mouse on an object, hold down the left
side of the mouse, and drag the object.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse
(e) Scroll: Many applications provide scrollbars on right side of screen if
the page length is more than the monitor/screen length. Instead of using
page down key or arrow keys, one can use scroll wheel of the mouse to
scroll up or down. Use the scroll wheel on the mouse to move the page
on the screen up or down.
8. Data Entry and Keyboard Skills Mouse
Handling Mouse
(f) Blocking: Blocking is another way of selecting text. It is used to select
text that needs to be edited or formatted. Click at the beginning of the
word or sentence and hold down the left button, then drag along the
text and see it being highlighted in black. At the end of the text or
sentence release the left button.
8. Data Entry and Keyboard Skills Touch Typing Technique
Stage 1:In this stage, the learner begins
typing by using just the home row of
the keyboard. This is followed by
learning to type, using the keys on
the lower and upper rows, the
number rows, the uppercase letters
and the special symbols. Looking at
the keyboard while typing must be
avoided.
Stage 2: In this stage the learner memorize
this the frequently used letter and
types words containing these letters.
Stage 3. The learner types text using the keys
of the entire keyboard.
 8. Data Entry and Keyboard Skills Touch Typing Technique
 The F D S A and J K L ; represent the base position.
Keyboards usually have small ridge on the F and J
keys. The protrusions help the finger to locate the
base position without looking at the keyboard.
 Colour coding (In the above picture) shows fingers
associated with respective keys. The left index finger
is used for typing all the yellow keys. The right index
finger is used for typing Orange keys and so forth. Any
of the two thumbs is used to press the ‘space key’.
 For the middle finger, the best position on the
numeric pad is the number 5 key, number 4 key is for
the index finger and number 6 key is for the ring
finger. The numeric pad simplifies and speeds up
numerical data input.
 Symbols appearing on the keys in the numbers row
are typed by one hand, while the little finger of the
other hand presses the shift key.
 While typing, do not look at the keyboard try to locate
the required keys with your fingers.
8. Data Entry and Keyboard Skills Touch Typing Technique
While operating the
computer keyboard, sit
straight, slightly bending
your neck forward.
Check your comfort and
sitting position of body.
Touch the lower portion
of your back to the
lower portion of the
back rest of the chair.
Touch both the feet to
the floor.
8. Data Entry and Keyboard Skills Touch Typing Technique
Correct position of hands and body while typing:
 While typing, sit straight.
 Keep your elbows bent at the right angle.
 Face the screen with your head slightly tilted forward.
 There should be at least 40 to 75 cm of distance
between your eyes and the screen.
 The optimum height of the table top or under-desk
keyboard drawer should be 72-75 cm from the floor.
 The chair and the table height should be such that
the shoulder, forearm and wrist muscles are free
from any strain.
 The wrist can touch the table top. However, do not
put even a small portion of your body weight to your
wrists.
8. Data Entry and Keyboard Skills Touch Typing Technique
Tips for learning touch typing :
 Type slowly at the early stages. Avoid making mistakes.
You will automatically pick up speed as you progress.
 Try to establish and maintain a rhythm while typing.
Keystrokes should be made at equal intervals.
 Hit keys only with the specific fingers.
 Limit your hand and finger movement to press only the
specific keys.
 Keep your hands and fingers close to the base position.
Improve typing speed and reduces stress on the hands.
 Do not look at the keys when you type. Just slide your
fingers around, until they find the home row marking.
 Try putting as little pressure on the Keys as possible.
 To switch between upper/lowercase, always use the
alternate hands.
8. Data Entry and Keyboard Skills Touch Typing Technique

To Practice And to
Learn typing :
 Open Rapid typing.
 Configure the keyboard
by selecting desired
configuration options.
 Click on Ok button
after configuring the
keyboard.
 Main window of the
application opens as:
8. Data Entry and Keyboard Skills Touch Typing Technique
Components of the Rapid typing:
1. Tabs: It is used to switch between
basic program modes.. These steps
are aligned horizontally at the upper
left corner of the main window.
 Current lesson: It is used to select
course and lesson from the
toolbar.
 Student statistics: It displays the
students performance by
analysing speed accuracy mistakes
etc.
 Lesson editor: It gives the liberty
to create or edit course and
lesson.
8. Data Entry and Keyboard Skills Touch Typing Technique
Components of the Rapid typing:
2. Options: It is used to configure the
application.
3. Toolbar: It lies below the title bar. it
has following tools:
 Select course: It allows us to
select the suitable course from
the list. It also facilitates to add
more courses.
 Lesson control: It is used to select
the lesson start stop and to
restart the current lesson. It also
displays the remaining / elapsed
time.
8. Data Entry and Keyboard Skills Touch Typing Technique
Components of the Rapid typing:
4. Virtual keypad: It is the type of On screen keyboard which helps to learn typing with
all the ten fingers.
5. Status bar: It lies above the virtual keypad. It displays the lesson length, progress of
the lesson and sound controller. Status bar consists of two progress bar:
 Green progress bar shows the percentage of completion of the current lesson.
 Yellow progress bar reflects the acceptable time for typing a character. When yellow
progress bar runs out it is recorded as a 'slow down mistake'.
8. Data Entry and Keyboard Skills Touch Typing Technique
Components of the Rapid typing:
6. Sound control: It is the type of
On screen It helps to enable /
disable sound while working
on a lesson.
 Click on the 'Speakers
volume' icon on the status
bar.
 Adjust the vertical slider to
set the desired volume
control.
8. Data Entry and Keyboard Skills Touch Typing Technique
Begin lessons:
 Select the desired
course depending
on the skills.
 Choose the
lesson desired.
 Set your finger on
the based
position of the
keyboard and
press any key to
start the lesson.
8. Data Entry and Keyboard Skills Touch Typing Technique
Background & Text Colour:
Appearance of the application Window
can be changed with the help of
‘Background and text colour…’ option.
 Click on the ‘Options’ button.
 Select the ‘Background and text
colour…’ option.
 ‘Background and text colour…’
dialogue box appears on the screen.
 Select the desired background style,
background colour and text colour.
 To set animation; click on the
'Animation' option.
 Click on 'Ok' button to confirm the
changes.
 8. Data Entry and Keyboard Skills Touch Typing Technique
Result Interpretation:
It is the way to check accuracy speed slow
keystrokes common error etc. in a single
window.
Results are calculated on the basis of the
following parameters:
 Overall rating on upper slide indicator
 Typing speed
 Accuracy
 Key stroke slowdown
‘Overall Rating’ is evaluated on the basis of speed, accuracy,
and slowdown keystrokes. It is displayed with help of
indicator which ranges from ‘Could be better’ to ‘Excellent’.
Next step
Next step suggest options for the next step
e.g. 'Go to the next lesson' and 'Try again',
after comparing results with scores goals in
8. Data Entry and Keyboard Skills Touch Typing Technique
Detailed Statistics:
On the second tab one can see the
lesson statistics in details along with
the typing speed and errors/slow
down for each character/keystroke
in the following manner:
 The green dashed line in the
diagram shows good and bad
results; the good results appear
above the line.
 ; if the result is bad; the column is
red, if the result is good; the
column is green.
 In the keystroke diagrams, the key
names are of the same colour as
that of the finger zone.
8. Data Entry and Keyboard Skills Touch Typing Technique
Errors Overview:
On the third tab one can check
the errors that occur during the
typing lesson.
The letters in different colours
indicate the following:
 Green indicates the correct
character.
 Yellow colour is an indication
that the time frame of typing
has been exceeded.
 Red indicates incorrect
character.
 Orange indicates both incorrect
characters as well as exceeding
of the time frame.
8. Data Entry and Keyboard Skills Touch Typing Technique
Student statistics:
It
: helps in adding students
are a student groups and
reviewing the statistics of
their performance in the
typing lesson.
To open student statistics:
 Press F3 key or click on
the 'Student statistics' in
the top left corner of the
main window.
 'Students statistics'
window appears on the
screen.
8. Data Entry and Keyboard Skills Touch Typing Technique
To add New Students:
Click on the student
statistics tab.
 Click on the student
menu dropdown button,
from the Student toolbar.
 Select 'Create New
Student' option.
 Type the name of a
student and then press
'Enter key'.
8. Data Entry and Keyboard Skills Touch Typing Technique
Lesson editor:
Lesson editor gives Lesson editor
complete freedom to create
and edit lesson.
To open lesson editor:
 Click on the lesson editor
tab. Lesson editor
window appears on the
screen.
 'Lesson editor' window is Table analysis
composed of Course and Navigation Tree
Lesson List, Editing
Panel, Table Analysis,
Virtual Keyboard Control.
8. Data Entry and Keyboard Skills Touch Typing Technique
Lesson editor:
'Lesson editor' window is composed of Course and Lesson List, Editing
Panel, Table Analysis, Virtual Keyboard Control.
Course and Lesson List consists of the following sections:
 Toolbar: It includes buttons for adding removing inserting and saving existing
courses and lessons.
 Navigation tree: It is used to choose current course, lesson and keyboard layout.
 Properties: It is the area where you can edit course/section/lesson properties.
 Editing panel: It is the area where you can edit the text of the lesson and course
in the Navigation Tree.
 Table analysis: It displays the number and percentage of words characters spaces
and special characters present in the lesson.
 Virtual keyboard: It highlights the characters used in the selected lesson.
Keyboard of the desired language can be selected from 'Keyboard Layout' list.
8. Data Entry and Keyboard Skills Touch Typing Technique
Lesson editor:

 Toolbar:

 Navigation tree:

 Properties:

 Editing panel:

 Table analysis:

 Virtual keyboard:
8. Data Entry and Keyboard Skills Touch Typing Technique
Begin with courses:

To add a new course:

a. Click on the
'Course Menu'
dropdown button
from the toolbar.
b. Click on 'Create
New Course'
button.
c. Type the desired
name of course in
the Navigation
tree.
8. Data Entry and Keyboard Skills Touch Typing Technique
To add existing course:
a. Click on the 'Course menu'
dropdown from the toolbar.
b. Select 'Add courses' from
the drop down menu.
c. A submenu appears on the
screen. Add existing courses
from the library or file.
d. Click on 'From library' option
from the submenu. 'Rapid
Typing Library' window
appears on the screen.
e. Select the required course.
Click on the 'Add' button.
The selected course will
appear on the lesson editor.
8. Data Entry and Keyboard Skills Touch Typing Technique
Working with lesson:
To add new lesson: a.
a. From Lesson ‘Editor tab’,
Click on ‘Lesson Menu’.
b. Click on 'Create New b.
Lesson' from the toolbar.
c. Type the name of the
new inserted lesson in d.
the navigation tree. c.
d. Click on the 'Editing
Panel' and start typing
the lesson.
e. Right click on the 'Lesson
name' and then click on
'Save selected lesson'
option. e.
8. Data Entry and Keyboard Skills Touch Typing Technique
Working with lesson:
To Split the lesson : a.
a. Click on the 'Split a
lesson into multiple
smaller lessons'
button in the
toolbar.
b. 'Split lesson'
window appears on
the screen. c.
c. Set the splitting
number.

d. ……contd. =>
8. Data Entry and Keyboard Skills Touch Typing Technique
Working with lesson:
To Split the lesson : a.
d. Click on ‘Characters’. Choose
the desired splitting mode.
e. Click on 'Ok' button.
f. Split lessons are displayed in d.
navigation tree.

e.