State Council of Educational
Research and Training
10 Days In-Service Training Program on
Computer Application and MIS Module
Introduction to Computer
The Participants will be able to
 Switch on /Switch off the computer:
 Identify the main part of the computer namely the monitor, keyboard, CPU cabinet speaker
and board.
 Describe in brief the function of each these components
Handouts:
 Identify different parts of the computers.
Session 1
Intro to Computer
What is a computer?
Computer is a device that is used to process data and for communication and entertainment
purposes. A Computer basically consists of two basic parts: Hardware and Software.
Hardware:
 All physical components of a computer are hardware. Example – monitor, keyboard etc.
Software:
 Anything that doesn’t exist physically in a computer is software. Example – Windows, MS Office
etc.
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Parts of Computers:
A computer is primarily made of the Central Processing Unit (usually referred to as the computer), the
monitor, the keyboard, the mouse and speakers.
C.P.U:




CPU stands for Central Processing Unit and is commonly called
the brain of the computer.
CPU takes care of all the computer processing.
CPU also controls the other parts of the computer like the
Monitor, Keyboard, Mouse and Printer.
All these parts have to be connected to the CPU, for the
computer to display the end result.
A CPU cabinet also has the option to insert a CD or DVD.
Monitor :
Monitor looks like a TV screen. The computer uses monitor to
display any information. The front portion of the monitor is
called the screen, or display
Keyboard:
A keyboard allows users to type various kinds of information on to the screen. Hence, it is used to
provide input to the computer.
Special Keys
Number Keys
Function Keys
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Alphabet Keys
Mouse:
The mouse is used to carry out many different functions on a computer such as opening programs or
clicking on buttons. Almost all these are done by moving the mouse and clicking it. A mouse is used to
move around the computer screen. A mouse has two buttons.
The left button is
used to make a
"Left-Click“. A left
click is used to
select an object.
The right button is used to make
a "Right-Click“. A right click is
used to display the options for
the current object.
 Using the buttons you can select objects on the screen, launch programs, draw pictures and so
on.
 Double click: When the left mouse button is pressed two times, it is called a double click. A
double click is used to launch any program or application.
 The scroll wheel is used to help you move up and down the page.
Speakers:
Computers can be used to play songs and music and
videos. Pair of external speakers help us to hear the
sounds from the computer.
IPO Cycle:
A computer is a machine that can be programmed to accept inputs. It then processes these inputs and
displays the output as information for the user. Thus to function any computer has to go through three
main steps, namely
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Input: Data and Instructions that are given to the computer is called input. Devices that accept data or
commands in a form that a computer can use; are called Input devices. Input devices accept data and
send it to the processing unit Example: Keyboard and Mouse
Process: The input received by the computer is processed through several steps. The CPU is the main
component to process information.
Output: The end result or the processed information is displayed for the user and is called Output .
Devices used to display the output are called output devices
Working with Computers
Steps to Switch on a computer
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Steps to switch off a computer
Session 2
Operating System:
 The Participants will be able to learn operating system.
 He will be introduced with Microsoft windows.
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Intro to Computer
Session Contents:
Operating System:
Operating system is the most important program that runs in a computer. It is a large program made
up of many smaller programs that control how the CPU communicates with other hardware
components
Exploring Microsoft Windows: The Operating system developed by Microsoft Corp. is called Microsoft
Windows.
Example of Microsoft windows are windows XP, windows 07, windows 08.
 The first screen that appears when you start a system is called the Desktop. The Microsoft
Windows desktop is made of various components. It will be in the background for all the
programs that are opened in the computer.
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The two main components of a desktop are:
 Icons
 Taskbar
Icons
Icons are small pictures that represent files, folders, programs, and other items.
The commonly found desktop icons are:
•
My Computer
•
My Network Places
•
Recycle Bin
•
My Documents
•
Internet Explorer
Double-clicking on the icon starts the program it represents.
For example: double-clicking Internet Explorer icon starts the Internet Explorer
Desktop Icons: My Computer- is used to access the drives, printers and the Control Panel
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The My Computer icon provides access to the resources on your computer.
Drives are used to store data. Drives are identified using an alphabet. Almost all computers come with at
least two drives.
You can access your drives and other peripherals by double-clicking on the My Computer icon.
My Document
By default, Windows saves the
users’
documents,
music,
pictures and other files in My
documents. My documents help
to quickly access the files.
My Network Places
My network places list all the
computers on a network to
access files and folders.
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Internet Explorer
Internet explorer is the default
web browser packed with
Microsoft Windows Operating
System. It is used to surf the web
and get information on a
particular topic.
Recycle Bin
Recycle bin is a place where all
the deleted files are temporarily
stored. Anytime you delete a file
or folder, it goes into the Recycle
Bin where it stays until the bin is
emptied. Any file or folder
deleted from the Recycle Bin is
permanently deleted.
Files:
A letter or a picture created on the computer and information like text, pictures and sound is called a
File. Everything that a computer does is based on data stored in files.
You can do lots of things with files - create them, name them, rename them, save them, or delete them.
Certain files can even be looked at, listened to, and run. File names consist of two parts: File Name and
File Extension.
Filename
For Example :
Here Annualday is the file name
Every file in the system should have a unique file name
You ca use numbers, alphabets as a par of your file name. However a file name cannot contain the
following characters : /, \, :, *, ?, “, <, > , |
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The last three letters after the dot (.) txt is called the file extensi A file extension tells the kind of file it
belongs to. A dot separates a filename and its extension
File Name
Word
Excel
Powerpoint
Pictures
Extention
.doc
.xls
.ppt
.jpg, jpeg, .bmp
Audio/videos
.wav, mpeg, etc
Create your first file : Launch Notepad using :
Start  Programs  Accessories  Notepad.
Type your personal details into the file:
Name: ………………………………..
Qualification: ………………………
Years
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of
experience:
………………….
School Name: …………………………………………………………………..
Save your file by choosing File  Save from the Menu bar
The Save As dialog box gets displayed.
Folders: A folder is like your bag that you take to work. You can place all related files in a single folder.
This helps you locate and access the files easily.
You can place all related files in a single folder. This helps you locate and access the files easily.
A folder can contain any number of Sub folders and files. Folders can be saved on your computer for
later use. You can do lots of things with folders - create them, name them, rename them, save them,
or delete them.
Main Folder
Sub Folders
Cut or Copy a folder
Moving and copying files or folders is a two step process:
1. The first step is to choose whether you want to just copy the file/ folder or cut and move the
file or folder, to a different location.
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2. The second step is to paste the file or folder.
Step 2 -
Renaming a file / folder
To rename a file / folder, select it and right click on it.
Select the Rename option and enter a name.
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Deleting a Folder:
To delete a folder select the folder and press the delete key.
A folder can also be deleted by choosing the Delete
option from the menu that pops up when you right click
on it. Right click on the file that you want to delete and from
the pop up menu click Delete option.
The deleted file or folder is temporarily stored in the Recycle Bin.
To permanently delete a file / folder, press the Shift Key on the
keyboard + Delete Key.
Session 3 :
M.S Word
Participants will be able to make their lesson plan, document, question papers in word document.
Activity :
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To open any Ms. Office package you need to use the same method as explained in the following Steps.
Step 1: Click start button.
Step 2 : Highlights All Program . A sub menu appear, select Microsoft Office then select M.S word
2007
Steps :
1
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2
3
Point to remember: When you are opening a file of another format, such as a file from a previous
version of word, it will automatically convert the file to current word format.
How to open a document:
File
Open
1 Click file menu and then click “Open “command. The open dialog box appears.
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2
Click on a folder button to change the file group displayed in the window.
3
Choose a desired folder:
4
Click the open button to open a file.
Creating a Document
If you are creating a document such as memo, letter , question papers , report , resume , calendar,
report etc you can save time by using one of the wizard or templates that comes with office 2007
File
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New
Saving a Document:
The first time you save a file, you need to specify three items.
a) The drive and folder to store your file.
b) The Name of your file .
c) The format to save your file.
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1
3
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d)
e)
f)
g)
When you save a document in M.S word 2010 display the “Save As” dialog box, so that, you can type a name of the document
Click Save in : drop down , to specify a drive and folder to save your file.
Click in the file name: text box and type a name for your file.
Click Save button
Points to Remember: The shortcut key to save a document is Ctrl +S. The Save as dialog box appear only when you are saving a document for the first
time. Each additional save command will save the most recent changes to the file you have already named. The Save As dialog box not appear unless you
choose “Save As”.
Print and Previewing a Document:
The Simplest way to print is to open a document and then click File menu and choose Print. Before you print a document, it is necessary to preview it to check
page break and the overall appearance of the document. Preview includes graphics, headers, and footers, but you cannot edit the document in print preview.
Point to Remember: Ctrl +Shift +F12 is the shortcut to open the print dialog box.
Working in M.S Word:
Font:
Font options
Actions
Make the selected text bold
Shortcut
Ctrl +B
Plain Text
Hi how are you
After using Font
Hi how are you
Italicize the selected text
Ctrl +I
Hi how are you
Hi how are you
Underline the selected text
Ctrl +U
Hi how are you
Hi how are you
Hi how are you
Hi how are you
CO2
CO2
Draw a line through of the ---selected text.
Subscript( select the alphabet Ctrl+=
, number you want to
subscript )
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Superscript
Ctrl+shift++
Change Case – change all the
selected text to uppercase,
lower or other capitalization
Change the font Face
A2+B2 =2AB
A2 +B2 = 2AB
Hi How are you
Ctrl+shift+F
Hi how are you
Eg: Cambria Heading
Hi how are you
Eg: Calibri (Body)
Hi how are you
Eg :Mangal (Headings CS)
Hi how are you
Eg : Times New Roman
Hi how are you
Change the font Size
Ctrl+Shift+P
Change the font face
Eg:
11- Hi how are you
12- Hi how are you
14- Hi how are you
16 Hi how are you
Increase the font Size
Ctrl+>
Increase the font size
A AA
A AA
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A
Decrease the font size
Ctrl+<
Decrease the font size
Text Highlight color
-----
Make text look like it wa Hi how are you , Hi how are you,
marked with a highlighter pen
Hi how are you
AAAAA
Font Color
------
Text highlight color
-------
Bullet : start a bullet list –Click the arrow to choose different bullet styles
What is CPU?
 Central Processing Unit
 Central Process Unit
 Central Processing UPS
 Central Processing Unit
 Central Process Unit
 Central Processing UPS
 Central Processing Unit
 Central Process Unit
 Central Processing UPS
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Numbering: start a numbered list – Click the arrow to choose different numbering formats.
What is CPU?
1. Central Processing Unit
2. Central Process Unit
3. Central Processing UPS
What is CPU?
A. Central Processing Unit
B. Central Process Unit
C. Central Processing UPS
What is CPU?
a. Central Processing Unit
b. Central Process Unit
c. Central Processing UPS
What is CPU?
A. Central Processing Unit
B. Central Process Unit
C. Central Processing UPS
Alignment: Align to the left, right, center and justify.
- align to the left
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how are you
- align to the center
how are you
-align to the right
-Justify
how are you
Normal - BSNL has reduced the amount existing 20%
to 10% for the serving and retired central /state
government ( existing and new )under DSL broadband
wef 10/10/2013 and the revised discount shall be
applicable on bills issued from 01/11/2013 onwards.
After Justify -BSNL has reduced the amount existing 20% to
10% for the serving and retired central /state government (
existing and new )under DSL broadband wef 10/10/2013 and
the revised discount shall be
Line Spacing : Changes the spacing between lines of text
Hardware components are :
Monitor.
CPU
Keyboard
Mouse
Monitor.
Monitor.
CPU
Keyboard
Mouse
CPU
Monitor.
CPU
Keyboard
Mouse
Keyboard
Mouse
Session 4
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M..S Word
Insert Tab:
Insert a fully formatted cover page
Microsoft Word offers a gallery of convenient predesigned cover pages. Choose a
cover page and replace the sample text with your own.
1) On the Insert tab, in the Pages group, click Cover Page.
2) Click a cover page layout from the gallery of options.
3) After you insert a cover page, you can replace the sample text with your
own text by clicking to select an area of the cover page, such as the title,
and typing your text.
NOTES
 If you insert another cover page in the document, the new cover page will
replace the first cover page you inserted.
 To replace a cover page created in an earlier version of Word, you must
delete the first cover page manually, and then add a cover page with a
design from the Word gallery.
 To delete a cover page inserted with Word, click the Insert tab, click Cover
pages in the Pages group, and then click Remove Current Cover Page.
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- Insert a new blank page at the cursor position
Step 1 : Click the Insert tab on the Ribbon.
Step 2 : Find the Pages group.
Step 3 : Click the Blank Page button.
Step 1
Step 2
Step 3
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Insert or draw a table in the document:

Click on Insert tab and then table

On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the number of rows and columns that you want.
Eg: You want to create list of students and their address in which you require 4 rows and 4 columns
Step 2
Step 1
Output will be as above and You can insert the name
and address of the students as below :
Name
Step 3
How to insert maximum number of rows and columns
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Class
Roll
Address
Step 1 :
Click on
Draw
Table
Step 2 : Insert the numbers of
Column and rows you want
eg : 25 columns and 10 rows.
Step 3 : Output
will be like this.
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How to insert pictures
1 ) Go to picture tools
from Insert tab
2) Select the pictures( from folders, drive
or desktop) you want to select
3) Output will be like below
Insert shapes: Insert readymade shapes, such as rectangle and circles, arrows lines , flow charts and symbols
1) Go to Shapes tool
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2) Select the shape you want to select
3) Now drag the clicked shape and output will like below
Insert Smart Art: Insert a smart art graphically to visually communicate information.
Output will be like below and you can add your
comments also :
Step 1 :
Step 2
Activity to be done:
School time Table
Question paper
Sample Report in which picture and shapes will be inserted.
Official Letter
Cover Page for a Report
School Calendar
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