N4
Computer Practice
Student’s Book
computer practice N4-A4 front.indd 1
TVET FIRST NATED SERIES
PL Immelman
2016/06/02 8:40 AM
N4
Computer Practice
Student’s Book
PL Immelman
Computer Practice N4
Student’s Book
© PL Immelman, 2012
All rights reserved. No part of this publication may be reproduced, stored in a
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First published in 2012 by
Troupant Publishers [Pty] Ltd
PO Box 4532
Northcliff
2115
Distributed by Macmillan South Africa [Pty] Ltd
ISBN: 978-1-4308-0002-6
Web PDF ISBN: 978-1-4308-0219-8
It is illegal to photocopy any page of this book without written permission from the
publisher.
Acknowledgements
Microsoft product screenshots used with permission from Microsoft.
While every effort has been made to ensure the information published in this work is
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Note: Any reference to Further Education and Training (FET) in this book should be
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Contents
MODULE 1 INTRODUCTION TO COMPUTERS
1
Unit 1.1 What is a computer? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Unit 1.2 Hardware and software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
MODULE 2 KEYBOARD PROFICIENCY
12
Unit 2.1 The Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Unit 2.2 Correct sitting posture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
MODULE 3 SYSTEM SOFTWARE
24
Unit 3.1 Magnetic storage media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Unit 3.2 Files and file names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Unit 3.3 The operating system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Unit 3.4 My Computer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Unit 3.5 Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
MODULE 4 TEXT MANIPULATION
43
Unit 4.1 Word processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
MODULE 5 TEXT MANIPULATION (2)
57
Unit 5.1 Special print functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Unit 5.2 The Help menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
MODULE 6 TEXT MANIPULATION (3)
73
Unit 6.1 Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
MODULE 7 TEXT MANIPULATION (4)
116
Unit 7.1 Working with text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116
MODULE 8 TEXT MANIPULATION (5)
130
Unit 8.1 Headers and footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130
MODULE 9 SPREADSHEETS (1)
170
Unit 9.1 How to start up Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170
Unit 9.2 Types of entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .174
MODULE 10 SPREADSHEETS (2)
193
Unit 10.1 Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .193
MODULE 11 SPREADSHEETS (3)
214
MODULE 12 SPREADSHEETS (4)
236
GLOSSARY
256
iii
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MODULE 1
INTRODUCTION TO COMPUTERS
OVERVIEW
At the end of this module, you should be able to:
• Identify different fields of computer applications in the business world.
• Differentiate between different types of computers.
• Identify the different parts of a microcomputer.
• Explain why a computer needs an operating system and differentiate between
systems and applications software.
• Identify the different hardware components of a computer system.
• Differentiate between output and input peripherals.
• Explain why a computer system needs memory and differentiate between ROM
and RAM memory.
• Compare printers.
• Differentiate between and explain the uses of the different peripherals.
UNIT 1.1 WHAT IS A COMPUTER?
A computer is a set of integrated components that process data according to instructions.
It is an electronic device that carries out arithmetic and logical processing according to a
program (a list of instructions telling the computer what to do). A computer processes
data accurately at high speed and can save great quantities of data in its memory, hard
drive, flash disk or on CDs. A computer can also retrieve processed data from flash disks
or CDs.
Data: information processed by a computer
Program: a set of instructions or code the CPU executes, designed to help you solve problems or perform tasks,
also called software
Hard drive: a piece of hardware in the computer case that permanently stores large amounts of information
Flash disk: a small, ultra-portable storage device which, unlike a hard drive, has no moving parts. Most flash
drives connect to the PC via a built-in USB port
CD: (compact disk) is a type of medium used to store files and information
The development of computers
Long ago, people used sticks and stones to count. They carved marks into pieces of bone
and wood and they made knots on pieces of string to keep records. The abacus, which
originated in China, was the first step in the development of computer technology.
The development of generations was recognised by the time the computer was developed.
Tubes and valves were used by the first generation. Transistors were used in the second
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generation to make computers smaller and faster. The integrated circuit defined the third
generation. The memory and the microprocessing chip started the microcomputer of
the fourth generation. The latest technology continues to produce microcomputers with
more memory, speed and power.
Computer applications
Computers play an essential role in the business world. Today it would be impossible for
a business to work effectively without them. The following are common applications of
computers in the business world.
Word processing
Word processing is the manipulation of text. You can type information and save it on
the hard drive or flash disk or a CD for later use or to be modified and corrected. Word
processing programs include Microsoft Word and Microsoft Word Pad.
Spreadsheets
A spreadsheet program manipulates numbers and does mathematical calculations. You
can also use formulae in a program like Microsoft Excel or Lotus 1-2-3.
Accounting
Different transactions can be entered into the computer in a specific accounting program
and neat and accurate results will be available for decision-making by management.
Income statements, balance sheets, stock control, turnover and budgets are only a few
options a program such as Microsoft Pastel offers.
Desktop publishing and graphics
Microsoft Publisher, for example, can be used to design books, newspapers, magazines or
graphics.
Database
This is a type of filing system, such as Microsoft Access, used at schools, colleges,
universities and companies for processing the personal details of students and personnel.
Even video shops can use the database for the videos available in their shop.
Application: a program in which you do your work
Spreadsheet: a program designed to look like an electronic ledger
Types of computers
There are various types of computers. Some include mainframe computers, super
computers, microcomputers and laptop computers.
Mainframe computers
These are huge and powerful computers used by large companies, for example, call
centres, commercial banks and export and import companies. These computers’
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terminals are linked to the main computer. The terminal consists of a monitor, a
keyboard and a printer.
Figure 1.1 A mainframe computer and a laptop computer
The main computer has multiple access arms with read and write heads capable of
serving more than one terminal at a time. It has a large storage capacity of millions of
characters (gigabytes) and can process a huge amount of information fast.
These computers need air-conditioned, dust-free rooms and are online 24 hours a day.
Specially trained staff need to operate them.
Supercomputers
Supercomputers are more powerful and faster than mainframe computers. They are also
more expensive and only used by very large institutions.
Minicomputers
These are smaller versions of mainframe computers to which a limited number of
terminals can be linked. They are cheaper, slower and have less storage capacity than the
mainframe computer.
Microcomputer setup
The microcomputer consists of a central processing unit (CPU), a mouse and keyboard,
a visual display unit (VDU) and a printer. Smaller businesses use microcomputers for
ordinary data processing, for example, accounting, salaries, wages, word processing and
stock control. Only one operator uses the microcomputer and it has no extra terminals. It
is driven by a powerful microprocessing chip.
Monitor: an output device that looks like a TV screen, also called the computer screen
Keyboard: most common input device, used to enter letters, numbers, symbols, punctuation and commands
into the computer
Printer: a piece of equipment that creates a “hard” paper copy of the input as it is seen on the computer screen
Gigabytes: (GB) 1024 megabytes
CPU: the central processing unit or “brains” of the computer, which interprets and executes program instructions
Microcomputer: a complete computer on a smaller scale, generally a synonym for a personal computer or PC
3
Assessment activity 1.1
(Individual)
1. List the advantages and the disadvantages of using a computer rather than doing
everything manually.
2. In table form, compare three types of computers and three characteristics of each
type.
3. Name the different parts of a microcomputer.
4. Mention the uses of computers in the business world.
UNIT 1.2 HARDWARE AND SOFTWARE
The microcomputer consists of two main components, namely hardware and software.
Figure 1.2 Hardware and software
Software
The software refers to the part of the computer that cannot be seen or touched. Without
the software programs, the computer hardware cannot operate.
Software consists of programs. A program is a set of instructions in computer language,
which tell the computer what to do and how to perform an action. Software or programs
are divided into two different sections:
System software
The system software contains all the primary elements of software – no other software
can be used without it. System software provides the instructions that run the computer.
Systems software is also called the operating system. The operating system controls
the internal management of the computer. Examples of system software are MS DOS,
Windows 98, 200, 2007, XP, NT, UNIX and LINUX.
Applications software
This is specialised software written to execute specific tasks. Microsoft Word, for
instance, is used to type documents such as correspondence. You can do arithmetical
calculations using Microsoft Excel. An auditing company will use Softline Pastel for
budgets, income statements and balance sheets.
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Language systems
Programmers use language systems to write programs, for example, Pascal, Basic and C.
Hardware
The hardware of a computer consists of those parts that you can see and touch, including
devices that can be attached to the computer and the CPU. Examples of these devices are
modems, keyboards, disk drives, printers and mouses.
Hardware components
CPU
The CPU is referred to as the brain of the computer. It coordinates and supervises the
operation of the input, memory, output and Arithmetic Logic Unit of a computer.
All the information is first translated into 0s (on) and 1s (off) (or binary codes) for the
computer to manipulate. This is because the computer processor cannot work with
letters, figures or words. The memory storage capacity of a computer (in other words, the
space on the computer) is measured in bits and bytes.
1 bit = 1 binary number 0/1
8 bits = 1 byte (8 bits is a unit of information)
1024 bytes = 1 kilobyte
1 million bytes = 1 megabyte
1024 megabytes = 1 gigabyte
Operating system (OS): needed to make computer programs work. Operating systems perform basic tasks,
such as recognising input from the keyboard or mouse, sending output to the computer screen, keeping track of
information stored on disk drives, and controlling hardware such as printers.
Document: a file that has been created in an office program, such as word processing or spreadsheet
Modems: devices that connect a computer to the internet through a telephone line
Bit: the smallest piece of information used by a computer, in computer language, either a 1 or a 0
Byte: a piece of computer information made up of 8 bits
Input device: computer hardware that accepts data and instructions, such as the keyboard and mouse
Output device: a hardware component, such as a monitor or printer, that returns processed data
Arithmetic Logic Unit: the part of a CPU that performs mathematical operations
The CPU consists of the following parts:
The control unit
This unit controls the computer’s input and output devices. It also loads and stores data
to and from the computer and it controls the flow of information between the main
memory and the Arithmetic Logic Unit.
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The Arithmetic Logic Unit (ALU)
This unit is responsible for the arithmetic calculations such as adding, subtracting,
multiplying, dividing and comparisons.
Read Only Memory (ROM)
The ROM is the permanent memory of the computer. It contains the instructions to start
the computer. The data/information on the ROM can only be read and cannot be deleted
or changed. The computer uses the ROM to read the circuit boards and to check the
peripherals of the computer. Information necessary to make the computer run smoothly
is stored on the ROM during the manufacturing process.
Random Access Memory (RAM)
The RAM is the temporary memory of the computer. It is used to save data and programs
during processing. The RAM of the computer will be erased when the computer is
switched off. It also defines the size of your computer, for example,16MB, 32MB.
Programs used during processing and data entered via the keyboard are stored in the
RAM. Information or data can also be transferred from the RAM to a flash disk or CD.
Peripherals
All other attachments to the computer are called peripherals. These devices are either
used to send information to the computer or to receive information from the CPU. The
terms input and output devices are used for these functions.
Input
Output
Keyboard (communication)
Printer (hard copy)
Disk drives
Visual Display Unit (VDU or screen)
Mouse
Modem
Plotter
Joystick
Scanner
Lightpen
Voice recognition devices
ROM (Read Only Memory): a computer’s built-in memory containing data that can normally only be read and
not written to. ROM contains the programming that allows the computer to be booted up
Peripherals: devices connected to a computer, but not part of it, such as a mouse or keyboard
RAM (Random Access Memory): a computer’s temporary memory. RAM stores data and programs while they
are being used
MB: Short for megabyte or 1024 kilobytes, used to measure the size of a computer’s memory
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Assessment activity 1.2
(Individual)
1. Define hardware and software.
2. Differentiate between application software and system software.
3. In a diagram, show the computer system, the input and output devices as well as
the CPU and the different memories.
4. List the functions of the CPU and name its parts.
5. Differentiate between the RAM and the ROM of a computer.
Components of a computer system
CPU (central processing unit/the
brain of the computer)
Arithmetic Logic Unit
The primary memory
ROM (read only memory)
RAM (random access memory)
Output
Diskettes
Printer
Fig 1.3 Components of a computer system
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Visual display unit
Keyboard
The keyboard is used for
communication between the
computer and the Visual Display Unit
(VDU or screen). All the information
that you key in will be displayed on
the VDU.
Figure 1.3 A keyboard
Visual Display Unit
The screen is similar to the screen of a TV except that
you can see the text you type on the screen. It is the
communication device between the operator and the
computer. Make sure that you read the information on
the screen because it is the only way that the computer
can communicate with you – the operator.
Types of VDUs
Monochrome screens
These screens cannot display colours. The background
screen is black with white, green or amber characters.
Figure 1.4 A VDU
Colour screens
These screens can display different colours in different resolutions. Colour can also convey
information. Resolution is measured in the number of horizontal and vertical pixels (dots).
Pixels make up graphics. Various types of adapters are available for colour screens.
EGA and CGA (Enhanced/Colour Graphics Adapter)
It displays text and graphics in colour.
VGA (Video Graphics Adapter)
It has more colours, but is otherwise the same as the EGA.
Super VGA
This screen is very sophisticated and displays more than 256 colours.
Sizes of VDUs
Screens come in different sizes from 14 inch to 20 inch. To reduce eye fatigue, try to
use a 15 inch screen. You should be able to see 80 characters horizontally and 24 lines
vertically on the screen. You can adjust the brightness and contrast with the buttons on
the screen.
How to reduce eye fatigue
The recommended screen size is 14 inches (288 mm) to 15 inches (355 mm) horizontally.
This will not cause eye strain with characters that are too small and require too much
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eye movement. Keep your eyes the correct
distance from the screen or about 30 inches
or 621 mm away from the screen (two
screen lengths). The correct reading angle is
10 to 15 degrees or just below the horizontal
viewing line. You can adjust your chair to
ensure the correct reading angle. You can
use overhead lighting to avoid reflection
on the screen. Also avoid reflection of light
from doors and windows. Try not to strain
your eyes for more than an hour at a time.
Rest your eyes after an hour. Intensive
full-time work on a computer makes
heavy demands on the eyes and can cause
headaches, blurred vision and double vision.
Go for regular eye tests.
Printers
Printers are divided into two main groups:
impact and non-impact printers.
Figure 1.5 Eye fatigue must be avoided
Impact printers
Dot matrix printers
These printers are used for general office work
and work on the principle of eight straight
pins in a line. They can print text and graphics
and a variety of letter types. They are cheaper
and faster than daisy wheel printers. The letter
quality is not outstanding, but you can use the
near letter quality (NLQ) function.
Figure 1.6 A dot matrix printer
Daisy wheel printers
They work on the principle of a round disk with spokes, with characters attached on the
end of each spoke. The wheel rotates to find the desired character. This impacts on the
ribbon and then onto the paper to print the required characters. Daisy wheel printers
cannot print graphics or a variety of letter types. They are slow and more expensive
than dot matrix printers. They give a high letter quality and are usually used for word
processing.
Non-impact printers
Laser printers
Laser printers represent the highest state of printing technology. They include laser
imaging, precise paper movement and microprocessor control of all actions. They have
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fewer moving parts than impact printers. They
are faster, easier to use and less noisy than impact
printers. You do not have to change ribbons
or daisy wheels. Laser printers can print text
and graphics with a variety of letter types. A
high quality of printing is produced. They are
expensive to buy, but save time and increase
efficiency.
Figure 1.7 A laser printer
Ink jet printers
Ink jet printers are becoming more affordable
and are being used in the general office environment. The letter quality is good, and a
variety of letter types and graphics can be printed. These printers use a print cartridge
with black ink which forms the characters. Colour cartridges produce a high quality of
colour printing.
Ink jet printers can feed paper automatically, adjust to the paper size, and print labels and
envelopes which make them a popular printer for general office work. They are userfriendly and printing is fast and quiet.
Other peripherals
Mouses
The most popular mechanical pointing
device is the mouse. You can point to
images instead of typing commands. You
can use the mouse for application programs using
graphic displays (icons) to control the cursor.
Figure 1.8 Examples of mouses
The mouse has two or three control buttons, which will transfer signals to the software.
Old mouses have a moving ball underneath them. When you move your mouse on the
mouse pad, the cursor will move on the screen.
Lightpens
You can use a lightpen to draw images on a flat LCD screen. They are usually used by
architects.
Joysticks
Joysticks are used to move the
cursor quickly when playing
games. They also have a lever
that can move in different
directions.
Figure 1.9 An old and modern joystick
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Scanners
Scanners, the eyes of a computer, may be handheld or flat-bed. They convert graphics,
text, pictures or drawings into a code so that they can be used in a DeskTop Publishing
(DTP) program to display the images on your screen. You can also print, edit and save
these pictures.
Modems
Modems make communication possible through two computers via a telephone line.
When you use a modem, both computers should be connected to it. Information is
transferred from one computer to another via the modem.
Plotters
A plotter is an output device. It takes the form of a drawing machine connected to the
computer and receives impulses from the computer to produce pictures or graphics.
Plotters are used to make drawings of dams, roads, buildings and bridges. The plotter
works with pens moving across the paper to produce graphics.
Voice recording devices
These use the human voice and a direct input device. They can only be used once a
person’s voice is pre-programmed into the computer to be recognisable.
Mouse: an input device you roll across a flat surface, used to control the pointer by pointing and clicking, double
clicking or dragging objects on the screen
Cursor: the pointer, usually arrow-shaped, which is controlled by the mouse
Assessment activity 1.3
(Individual)
1. In table form, compare the features of a dot matrix printer, laser printer and ink
jet printer.
2. Differentiate between the different types of VDUs.
3. Name five peripherals that could be connected to your computer.
MODULE SUMMARY
In this Module you:
• Identified different fields of computer applications in the business world.
• Differentiated between the different types of computers.
• Identified the different parts of a microcomputer.
• Learnt about an operating system and the difference between systems and applications
software.
• Identified different types of hardware components.
• Learnt about output and input peripherals and compared printers and about the uses
of different peripherals
• Explained the need for computer memory and the difference between ROM and RAM
memory.
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