Electronic Document
Preparation and
Management
for CSEC Examinations
®
Howard Campbell and Olivene Bogle-Graham
CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC).
Electronic Document Preparation and Management for CSEC® Examinations is an independent publication and
has not been authorised, sponsored, or otherwise approved by CXC.
Macmillan Education
Between Towns Road, Oxford OX4 3PP
A division of Macmillan Publishers Limited
Companies and representatives throughout the world
ISBN (SB) 978-0-230-53341-7
ISBN (CD-ROM) 978-0-230-42450-0
ISBN (SB/CD-ROM PACK) 978-0-230-42912-3
Text © copyright Howard Campbell, Olivene Bogle-Graham, 2012
(Additional material by Kaye Collate Anderson)
Design and illustration © copyright Macmillan Publishers Limited 2012
First published 2012
All rights reserved; no part of this publication may be reproduced,
stored in a retrieval system, transmitted in any form, or by any
means, electronic, mechanical, photocopying, recording, or otherwise,
without the prior written permission of the publishers.
Designed and typeset by Tek-Art
Illustrated by Tek-Art and Gary Wing
Cover design by Cary Fielder at Clear 22
Picture research by Caroline McDougall
The authors express their personal appreciation of the valuable
assistance given to them in the preparation of this book by CXC
officers, Principals, teachers, students and reviewers. Special
thanks to our families for allowing us to write and for giving us
inspiration. Thanks also to Kaye Anderson and Nicole Francis for
their contributions.
The author(s) and publishers are grateful for permission to reprint the
following copyright material:
Jamaica Intellectual Property Office, an agency of the Ministry
of Industry, Investment & Commerce for extracts from Jamaica
Copyright Act 1993, No. 5, Section 6(1), p.15, and Section 9(1), p.17,
http://www.wipo.int/wipolex/en/details.jsp?id=2586. Reproduced
with permission.
These materials may contain links for third party websites. We have
no control over, and are not responsible for, the contents of such third
party websites. Please use care when accessing them.
Although we have tried to trace and contact copyright holders
before publication, in some cases this has not been possible. If
contacted we will be pleased to rectify any errors or omissions
at the earliest opportunity.
Printed and bound in Malaysia
2016 2015 2014 2013 2012
10 9 8 7 6 5 4 3 2 1
Contents
Series preface
iv
About this book
v
About the CD
v
List of tables and figures
vi
1
Fundamentals of computing
1
2
Keyboarding techniques
24
3
Introduction to application software
43
4
Electronic editing and proofing
53
5
Document formatting
66
6
Preparing a typescript
77
7
Tabulations
96
8
Presentations
113
9
Databases
125
10
Information integration
139
11
Selection of stationery
148
12
Business correspondence
158
13
Displays
000
14
Legal, technical and literary documents
000
15
Electronic communication
000
16
Document management
000
17
Ethics
000
18
School-based assessment
000
Glossary
000
Index
000
Series Preface
This new series of textbooks for the Caribbean Examinations Council (CXC)
General Proficiency examinations has been developed and written by teachers
with many years’ experience of CSEC examinations in Caribbean schools.
A textbook is used in different ways at different times. Readers might be
starting a topic from scratch, and need to be led through a logical explanation
one step at a time. Students with a working knowledge of a topic might need
to clarify a detail, or reinforce their understanding. Or, they may simply need to
believe that they do have a good grasp of the material being studied.
In this specially created format (the same for all of the books in the series)
the pages are designed to allow study of the text, uninterrupted by anything
but essential diagrams. Additional material, including references to unfamiliar
technical terms, is placed where it can readily be consulted, in the side column.
Examination-style questions are provided for each chapter, and short ‘In-Text
Questions’ (with answers) are placed throughout the text, allowing students to
check their grasp of the topic as they read.
Teachers throughout the region emphasise that inclusion of schoolbased assessment (SBA) material is of immense help and value. The CSEC
syllabus explains the rationale for the SBA exercise, and explains its expected
structure. The structure of the SBA component is explained in the last chapter
of the text.
Dr Mike Taylor
Series Editor
About Dox to Go
Dox to Go is a fictional document preparation and management company
operating in the Caribbean. Names, characters, businesses, places, events
and incidents are either the products of the authors’ imagination or used
in a fictitious manner. Any resembalance to actual persons, living or dead,
or actual events is purely coincidental. Scenarios are used at the beginning
of each chapter to provide a preview of what will be discussed. Users
of the book are cast in the role of Customer Service Associates. This will
allow users to become active participants in the learning process as the
activities unfold.
iv
About this book
This book isn’t just words on a page. This one has some important
features. Each will help you, in its own way, if you take advantage of it.
•
There are TWO COLUMNS.
The bigger column has the text and any large diagrams; the screenshots
are from Microsoft Word 2010, so study them carefully. They may differ
from what you might expect if you are used to an earlier version of Word.
•
The first time that an important NEW WORD occurs, it is repeated in
the smaller column. If you want to check what a word means you can
find it quickly in the glossary.
•
In the smaller column there are QUESTIONS called ‘In-Text Questions’
(ITQs). When you have read the adjoining paragraphs, try to answer the
question in your head, or on paper, as you wish. If you can, you’re on the
road to understanding. If you can’t, just go back and read that bit again.
Answers to the ITQs are at the end of each chapter, so you can tell how
good your answer was.
•
Use your smartphone to scan the BARCODES in the margins to be taken
to the relevant websites. You can download a QR-reader for your phone,
•
Success in EDPM rests on your skills. Some of the tasks you learn will
be unfamiliar and you need to practise them. So there are opportunities
in the chapters to try out the methods while you are at the computer.
Some chapters are full of ‘How to …’ exercises and give you the chance
to have a go. There are lots more practice activities on the CD.
•
There is a whole chapter about the new SBA. Don’t copy anything from
it – use it as a model for designing and executing your own work.
•
There is a detailed INDEX. Don’t be afraid to use it to find what you want.
•
At the end of each chapter there are some EXAMINATION-STYLE
QUESTIONS. Your teacher will suggest how you can best use them.
About the CD
•
The CD will really help you get to grips with those new skills.
It has lots to practise on – for speed, for accuracy, and for audio-work.
•
When you use the CD your screen will be divided into two. For speed and
for accuracy practice, the left-hand side will show the document you are
working from. The right-hand side will show what you type. When you
finish, the left-hand side will change to show the correct version. You can
compare it with yours so that you can see just how well you did.
•
If you choose to type from an audio, the left-hand side will be blank. You
play the audio and type the words, which will appear on the right-hand
side as before. You will be able to choose to play the audio at normal
speed, or more slowly, and replay part of the file if you wish. When you
are finished, the right-hand side will show the document as it should be.
•
There is a timer that shows your typing speed in words per minute – so
you can set yourself whatever target you wish.
•
The results are ‘for your eyes only’. No one else can see how well or
badly you have performed.
v
1
By the end of
this chapter
you should be
able to:
Fundamentals of computing
Objectives
define what a computer is;
identify categories of computers;
discuss the advantages and disadvantages of computer usage;
explain the use of various input devices;
explain the use of various output devices;
list various types of storage media and their practical applications;
distinguish between operating systems and application software;
describe ways of caring for computer systems and the working environment;
identify health factors associated with computer use.
Fundamentals of computing
Concept map
Computer Systems
include types
microcomputers:
desktops
laptops
notebooks
netbooks
smartphones
minicomputers
usage has
mainframes
hardware
software
includes
includes
output devices:
printers
monitors
speakers
multimedia projectors
input devices:
keyboard
mouse
microphone
scanner
bar code readers
health implications
advantages
is made up of
procedures
word processing
spreadsheet
database management
presentation
anti-virus
disadvantages
safety concerns
users
data
is stored on
storage media:
CDROM
DVD
hard disk
flash drives
memory cards
When writing systems were invented in ancient civilisations, nearly everything
that could be written upon – stone, clay, tree bark, metal sheets – was used
for writing. Today, computerisation has revolutionised the way the printed
word is captured, stored, processed and disseminated. Students, researchers,
businesspersons, travellers and others now rely on a range of electronic tools for
creating, capturing and sharing information.
1
1 · Fundamentals of computing
Terique Jones, the Managing Director of Dox to Go (D2G), has just returned from a trip to
Guyana where he officially opened D2G’s fifth branch. He was very excited because he had
the opportunity to use a range of new tools for electronic document preparation. He was
very impressed with the way the new computer systems were installed and connected to
each other on a wireless network. He had high praise for the state-of-the-art scanners and
high-speed colour printers. He was particularly impressed with the high-speed Internet
access and the Wi-Fi hotspot. The state-of-the-art computer system will allow customers
to prepare and submit documents from their own notebooks, netbooks and smartphones
whilst seated in the reception area.
Organisations have invested in a range of electronic tools (computer hardware
and computer software) to collect and manage their resources (data and
information). These tools are also used to produce, store, retrieve and share
documents. The ability to use and manipulate a range of electronic tools is a
very important skill set that most employees today should possess.
What is a computer?
The computer has become an indispensable tool in the world of work.
Organisations depend on them for document preparation, communication,
record keeping, and a host of other tasks.
When we browse the web, play games or update our status, do we give any
thought to what this wonderful machine is, or how it works? Computers have
been programmed to carry out a series of logical and mathematical operations.
The way in which they carry out these operations has changed over time, but
fundamentally the computer always accepts input from you (the user), does
something, and then shows you the results. So, if you input www.facebook.com
into the address bar, the computer processes this information by finding that
web page, and outputs the results to the screen when it shows you the page.
Input, process, output – simple!
ITQ1
In addition to paper, list ONE OTHER
tangible type of material used in business
communications.
ITQ2
List FOUR electronic tools that are likely to be
used in a business for document preparation
and management.
Figure 1.1 Computerisation has revolutionised the way the printed word is
captured, stored, processed and disseminated. It has facilitated quicker and more
creative ways of capturing and sharing information. Consider how we now
capture images, video and sound with our mobile phones and digital cameras and
share them electronically via short messaging service (SMS) or e-mail.
2
1 · Fundamentals of computing
computer •
A computer is an electronic machine that accepts input (data), processes that
input and stores or outputs the resulting information.
Computers today are available in a wide range of shapes, sizes and styles.
Industry experts typically classify computers into eight categories:
•personal computers,
•mobile computers,
•mobile devices,
•game consoles,
•servers,
•mainframes,
•supercomputers,
•embedded computers.
Categories of computer systems tend to change with the passage of time. A
computer in one category today may have to be placed in a new category in 10
years’ time. The category it best fits into may be determined by the computer’s
size, processing power or level of portability.
Figure 1.2 Computers are available in a range of sizes
microcomputers •
Our discussions for this course will be focused on computer systems that
are typically used in organisations to produce documents of the quality and
standard required in the 21st-century world of business. These are mainly
microcomputers including laptops, desktops, netbooks and smartphones.
ITQ3
Suggest THREE ways in which a business may
use a mobile computer to aid in electronic
document preparation and management.
Activity 1
Visit www.OfficeDepot.com and browse the Technology section of the website.
1 Make a list of the categories of items they have for sale.
2 Download a picture of a desktop computer and a flat panel monitor and
the associated specifications.
3 Print a copy of each picture, cut them out and paste them on a clean
page in your notebook. Label each item.
4 Paste the specifications on the facing page.
Computers are used by individuals and organisations to perform a wide
range of tasks. Today it’s becoming harder and harder to find an activity that
doesn’t involve computers and technology. Individuals use them in both their
3
1 · Fundamentals of computing
personal and professional lives for tasks such as communicating with family,
business associates and friends, bill payments, electronic banking, purchasing
goods and services, and entertainment. Organisations use computers for
product development, transaction processing, record keeping, securing lives
and property, and a wide range of other tasks.
Advantages of computer usage
The increasing usage of computers in everyday life is largely due to the
advantages gained as compared with doing tasks manually. Advantages include:
•increased speed with which the task is done;
•consistency and accuracy of the results produced;
•enhanced storage capabilities using a wide range of high-capacity, low-cost
storage devices from which information is easily retrieved;
•reliability that organisations can depend on.
Speed – Imagine having to write every page of your SBA by hand, and
imagine you had to do this for five or six subjects? Think of the time you save
when you use a computer and the additional benefits of adding images, using
spellchecker and sending documents digitally to your teacher.
Now imagine a business with 10,000 customers and having to type or print
out documents for each customer. How much quicker and easier would it be to
send each customer a message by e-mail? Would you have to type each e-mail
individually or could you use a template, or copy the content?
Accuracy – If you were applying for a job, would you send your CV off
without checking the spelling? Think of how word processing software has
improved the accuracy of the documents we produce.
Businesses would be embarrassed by an error within their published
information. They can make use of software to reduce these errors.
Storage – If you want to visit a friend to listen to some new music, or watch
a new movie, you wouldn’t want to carry every CD or DVD you own over to
their house. Think of the potential for damaging or losing some CDs on the way.
Instead, as storage media grow smaller, you can move data from place to place
easily and securely.
Think of how this applies to a business with thousands of customers. Each
customer gets a monthly bill – how many filing cabinets would the business
need to store these records? Large databases have the capacity to store this
information securely and they offer businesses different ways to access the
information and extract useful statistics. For example, what are the sales figures
in one region compared to the next?
Reliability – You need to contact your friend to ask a question about
homework but their e-mail address is written in your diary and is still at home.
You can log in and access this information through your online e-mail account.
You have a webmail account so you know you can access this information
anywhere.
Businesses depend on the reliability of their computer systems. They buy
hardware and software systems that incorporate security to ensure their
information is safe and accessible when they need it. The backup system means
you can easily retrieve documents and data if you lose the originals.
Disadvantages of computer usage
•It is easier for the security and integrity of data to be compromised. This is
because of the digital nature of the data stored and the ease with which data
may be transferred from one computer system to the next.
•The initial cost of setting up a computer system with all the required
components is high. There are also costs associated with operating a
computer system such as electricity, consumables (paper and ink) and any
necessary repairs.
4
1 · Fundamentals of computing
Activity 2
How is a computer system advantageous to you as a student as it relates to:
1 conducting research, storing data and making presentations
2 communicating with your teacher and classmates outside of school.
Write your answers in your notebook.
Components of a computer system
Figure 1.3 A general-purpose computer consists of hardware and software
suitable for undertaking a wide range of tasks
computer system •
hardware •
peripherals •
software •
user •
procedures •
ITQ4
data •
What is the difference between a computer and
a computer system?
A computer system is a complete computer installation including hardware,
software, users, procedures and data.
Hardware means the electronic components that make up a computer
system, such as the central processing unit (CPU), storage devices, input devices
and output devices.
Hardware components are sensitive and are prone to failure and so care must
be taken when using them. Some hardware components are called peripherals.
These include all input, output, storage and communication devices. The CPU,
motherboard and memory are not peripherals.
Software is the name given to the programs that run on a computer. Software
consists of instructions that tell the computer what to do.
A user is anyone who interacts with a computer. Users provide the input,
decide how the processes work and design the form the output will take. Users
include students who use home computers, an author typing a manuscript, an
artist creating a graphic design, or a gamer playing Call of Duty.
Managers formulate procedures for data entry, document processing and the
general operation and use of computer hardware and software. Hardware and
software should have documented procedures (user manuals) to indicate how
to use them safely and effectively. New users can use these documents to teach
themselves how to use the tools.
Data are collections of numbers, characters, images or even audiovisual
content that are in a form that can be processed by a computer to provide
meaningful information.
5
1 · Fundamentals of computing
Hardware
Each hardware device, that is a component of a computer system, has a particular
function. In this chapter, we will discuss the functions of input devices, output
devices, storage devices and the system unit.
Input
input devices •
Input devices are specialised peripherals that serve to get data from users and
the environment and prepare it for processing or storage.
Most computer systems include a keyboard and a pointing device such as a
mouse or touch pad. Additional devices such as scanners, digital cameras and
PC cameras (webcams) are useful in document preparation as they facilitate
graphical input. Microphones (usually abbreviated ‘mic’) are used to accept
voice-based input, which may be used to control applications. Users can use
voice commands via microphones to enter text and to control applications
Device
Function
Keyboard
To enter commands and textual data into the computer
system.
Mouse
To position a cursor on a computer screen and to
manipulate objects.
Microphone
To enter sounds into the computer system.
Scanner
To convert hard copy (printed) documents to digital format.
Digital camera
To capture still images and short movies.
PC camera (webcam) To capture images and sound.
Bar code reader
To capture the information contained in a bar code.
Optical character
reader (OMR, OCR)
To capture handwritten or printed text.
Touchscreen
To allow input direct from the screen.
Table 1.1 Functions of various input devices
ITQ5
In what ways do a digital camera and a webcam
differ?
A presentation clicker may be used to control a slide show during a
presentation. It sends radio signals to a USB receiver inserted in the computer’s
USB port. A presentation clicker may therefore be considered as an input device.
Some clickers have a built-in laser pointer, which may be used to point to items
of interest on a slide.
Output
output device •
An output device is a specialised hardware component that allows the end user
to look at or listen to the results of the processing activities.
Figure 1.4 Printers, speakers and monitors are the most popular output devices
found in offices today
6
1 · Fundamentals of computing
Figure 1.5 Dot matrix printers
are impact printers – these are used
to produce output on pre-printed
forms, which may be single sheets or
continuous forms
Figure 1.8 Laser printers are ideally
suited for printing legal and technical
documents
Most
computer
systems
are
equipped with a monitor, printer and
a pair of speakers.
Impact printers (line or dot matrix)
are somewhat noisy as they use a
hammer to strike an inked ribbon
on the output media (usually paper)
to produce the output. Non-impact
printers (laser or inkjet) are quieter
and generally faster. These types of
printers are necessary when producing
documents such as invoices and
accounting reports on multi-part forms.
Like printers, a range of monitors
is available. Users may select a
particular type or size based on the
tasks to be carried out, the amount of
space available on a desk or even based
on office decor. Flat panel monitors
are now very popular and these have
widely replaced CRT monitors that
were once commonplace in most
businesses. Whilst sizes range from
14 inches to 30 inches, 17–19 inch
monitors are popular in Caribbean
offices.
Figure 1.6 Pre-printed continuous
forms are used for tasks such as
printing invoices
Figure 1.7 Cut-sheet paper is used in
all types of printer
Figure 1.9 Inkjet printers are
suitable for printing newsletters and
presentations on transparencies
ITQ6
Which type of printer is best suited for printing
EACH of the following:
(a) legal documents;
(b) cards and invitations;
(c) multi-part forms?
Justify your response.
Figure 1.10 Speakers are available in a wide range of styles. They allow office
personnel to use the text-to-speech features now provided by many application
programs and operating systems. These output devices also allow sight-impaired
personnel to operate computer systems.
7
1 · Fundamentals of computing
Device
Function
Printer
To produce printed copies of documents on a range of stationery.
Monitor
To display the operating system’s desktop, the work area of
application programs and the document being processed by the user.
Multimedia
projector
To display an enlarged image produced by a computer system – this
is useful for presentations involving multiple participants, especially
in a large room.
Speakers
To allow playback of audio from applications and to provide audible
alerts produced by the operating system and application software,
which gives useful feedback to users.
Touchscreen To allow input and output direct from the screen.
Table 1.2 Functions of various output devices
Figure 1.11 A multimedia projection system in use
Storage devices
storage device •
ITQ7
Suggest TWO reasons why floppy disks and
diskettes are not popular nowadays.
A storage device is a hardware component that keeps data, information and
program instructions permanently. There are many types of storage devices and
they are available in a range of capacities. Some storage devices are portable
while others are not.
Figure 1.12 The external hard drive, CD-ROM, DVD and flash drive are four of the most common storage units in use
today. USB flash drives have replaced floppy disks as the medium of choice for transferring files.
8
1 · Fundamentals of computing
secondary storage •
internal hard drive •
external hard drive •
USB and firewire ports •
ITQ8
Explain why writing data on a recordable CD is
sometimes referred to as ‘burning a CD’.
Secondary storage consists of all the hardware devices and media that
keep data and information when a computer system is turned off. These
include hard disks, CD-ROMs, DVDs and USB flash drives. Desktop computers,
servers and notebook computers usually come pre-installed with an internal
hard drive. An internal hard drive is not portable and is not usually visible
unless the system unit is open (see section on System unit below). A computer
system may have more than one hard drive installed. If additional drive storage
is needed, an external hard drive may be connected via a USB or firewire
port. The USB and firewire ports provide connection technology for attaching
peripheral devices to a computer,
providing fast data exchange. Many
businesses make a backup copy of their
data to an external hard drive. This
drive is then disconnected and stored
in a fireproof location for safekeeping.
Computer systems are also equipped
for optical storage.
Optical storage technology uses
laser beams to read and write data.
Compact discs (CD) and digital video
discs (DVD) are two common types of
optical media. Many of the computer
systems being manufactured today are
equipped with a DVD multi-recorder.
Figure 1.13 Miniaturisation is
These hardware devices allow a wide
evident in memory card creation;
range of optical media to be used
over time, the physical card sizes have
for storage.
become smaller
Storage device Description and function
Figure 1.14 USB flash drives have
largely replaced diskettes as the
storage media of choice for portable
file storage; these thumb-sized devices
have the capacity to store much
more than a DVD and are stylish
and portable
CD-ROM
Compact Disk Read-Only Memory stores data that can be
read by a computer. It is not writable and is used to distribute
computer software.
CD-R
Compact Disk Recordable is a variation of the CD-ROM that can
be written to (once) using a CD writer (also called a ‘burner’).
CD-RW
A variant of the CD-R that allows data to be rewritten.
DVD
Similar dimensions to a compact disc (CD) but stores more than
six times as much data. Its main uses are for video and data
storage. Because of their large capacity, DVDs are also used to
back up data stored on hard disks.
Flash drive
A ‘thumb-sized’ device with a USB connector. Popular sizes used
by students and office workers include 4GB, 8GB and 16GB.
Memory card
Used in devices such as cameras and smartphones. They are
available in a wide range of types (CompactFlash, SD, MicroSD,
etc.), sizes and capacities.
Table 1.3 Functions of various storage devices
9
1 · Fundamentals of computing
Activity 3
Which input devices are packaged with the computer system you selected
in Activity 1?
In your notebook (below the pictures you pasted in Activity 1) draw a
table similar to the one below:
Input devices
Output devices
Storage devices
Examine the specifications of the computer system selected and list all
the input, output and storage devices.
System unit
system unit •
The system unit is the case that houses the computer’s internal processing
circuitry, including the CPU, connection ports for peripherals and some storage
devices such as hard disk drives and DVD drives.
(a)
(b)
Figure 1.15 System units come in a range of shapes and sizes. Some are placed
horizontally on a desk while others are placed vertically. (a) front view showing
on/off button, USB ports and connection ports for microphone and speakers. (b)
Rear view showing expansion slots and connection ports.
Uses and benefits of input devices and storage media
Data used to prepare documents come from a variety of sources. These include
books, magazines, typed notes, handwritten notes, voice recordings and
photographs. Data may be in the form of text, images, audio or video. Text and
images, whether in a book or on a handwritten document, are in a humanreadable format. A photograph captured by a digital camera is in a machinereadable format and may be transferred to a computer system, after which it
can be stored, retrieved, manipulated and shared many times. Input devices
are responsible for changing human-readable data to machine-readable data.
Storage media ensure that the information remains safely stored and available
when needed.
Users derive a wide range of benefits from using various input devices. These
include achieving higher levels of efficiency, reduced operational costs and more
flexibility in the way day-to-day tasks are carried out.
10
1 · Fundamentals of computing
Device
Use
Benefit
Mouse/
touchpad
Manipulates (select, click and
drag) windows, icons, menus
and text in applications.
Users are more efficient as tasks
can be completed accurately in
less time and with less effort.
Converts printed documents to
digital format.
Businesses benefit from reduced
operational costs as digital
versions of physical documents
can be created with a scanner and
manipulated and/or transmitted
electronically by fax or e-mail.
Scanner
Converts text on documents to
editable text.
Converts images of documents
such as receipts, photographs
and diagrams to digital format.
Captures still images and video.
Pictures can be captured by office
staff, rather than professional
photographers, and included in
documents and presentations.
Video conferencing.
Users in remote locations can see
each other, thereby improving
communications and at the same
time eliminating travel costs.
Digital
camera
PC camera
Table 1.4 Uses and benefits of various input devices
Activity 4
Which additional peripheral devices (input, output and storage) would you
want to add to your computer system? Copy and complete the following
table in your notebook.
Device
category
Device wanted
Reason for wanting this device
Input
Output
Storage
Software
system software •
operating system (OS) •
Computer hardware depends on software to operate. Without software, input
devices would sit idly by, monitors would be blank and disk drives would be
empty. Two types of software allow the computer system to operate effectively:
system software and application software. An operating system is a type of
system software.
Operating systems
An operating system (OS) is a set
of programs that coordinates all
the activities among the computer’s
hardware devices.
The Windows family of operating
systems is the most common desktop
OS in use. It is installed on nearly nine
out of ten PCs worldwide. Some of the
more recent releases in the Windows
family are Windows XP, Windows
Vista, Windows 2000, Windows 7 and
Windows 8.
Figure 1.16 Windows 7 is produced
by Microsoft Corporation
11
1 · Fundamentals of computing
Activity 5
Conduct the necessary research and write answers to the following in your
notebook:
1 Which operating system is sold with the computer system you selected
in Activity 1?
2 Is the operating system stated above the latest version produced by that
manufacturer?
Application software
application software •
Application software is the programs that perform specific tasks for users.
Type of application Named examples
software
ITQ9
Name TWO types of application software that
are likely to be used in an organisation for
electronic document preparation.
Database
management
Microsoft Access, OpenOffice Base.
Electronic
spreadsheets
Microsoft Excel, IBM Lotus 1-2-3, OpenOffice Calc.
E-mail
Microsoft Outlook Express, Mozilla Thunderbird, Gmail,
Hotmail.
Presentation graphics
Microsoft PowerPoint, Prezi, Keynote, Open Impress.
Web browsers
Microsoft Internet Explorer, Mozilla Firefox, Safari, Google
Chrome.
Word processors
Microsoft Word, Corel WordPerfect, OpenOffice Writer.
Table 1.5 Common application software includes word processors, electronic
spreadsheets, database management systems, presentation graphics software, web
browsers and e-mail software
(a)
(b)
Figure 1.17 Screenshots of (a) Google Chrome web browser and (b) Outlook
e-mail. Both applications are used on the Internet.
Activity 6
Explore the product description of the computer system you selected
in Activity 1. Make a list of the application software programs that are
pre-installed.
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1 · Fundamentals of computing
Differences between operating systems and application software
Operating systems and application software differ in what they do. Operating
systems manage system resources; application software performs specific tasks.
Operating systems
Application software
Create files.
Play music.
Manage folders.
Draw a flowchart.
Keep documents secure.
Produce a document.
Allocate memory to different jobs.
Send a document via fax.
Manage the CPU to ensure that jobs are processed. Request and display web pages.
Provide users with an easy-to-use interface.
Insert a chart in a presentation.
Table 1.6 Different types of tasks performed by operating systems and
application programs
Care when working with computers
Caring for computer hardware
Computer systems, like any other electronic equipment, need special care and
attention in order to perform properly and safely. Keeping your computer clean
can do a lot for your system. Sticky keyboards make it difficult to type, dirty
monitors can make it difficult to read what is on the screen, and paper fragments
inside a printer may cause paper jams.
Modern laptops run fast microprocessors that can generate a lot of heat. The
heat is mainly vented out of the bottom of the laptop but ventilation effectiveness
is reduced when the laptop is placed on a solid surface or on your lap. A hot
laptop can suffer from reliability problems and a system that overheats can fail.
The accumulation of heat can crash your laptop processor and hard drive.
Some ways of caring for computer peripherals are:
•Cover hardware devices (scanner, printer and monitor) when not in use.
•Use a soft, damp cloth to clean the screen of the monitor on a regular basis.
•Eat or drink only in areas away from where the equipment is located.
•Use compressed air, not suction, to remove dust and small fragments from
keyboards and printers.
•Use a silicone keyboard overlay – this keeps crumbs and liquids out (but you
shouldn’t really eat or drink at the computer desk).
•Keep the sensing mechanism of your mouse clean – the ball in a mechanical
mouse, the ‘eye’ of an optical mouse.
•Use power protection devices such as surge protectors and uninterruptible
power supplies to protect computer systems from the damaging effects of
power surges and blackouts.
•Ensure that the air vents are never blocked and perhaps use a cooling pad
underneath your laptop.
Activity 7
Visit www.OfficeDepot.com and go to Technology > Computer Accessories
> Security, Tools & Cleaning. Assuming that you have US$50.00 to spend,
which three items would you purchase and why? Copy and complete the
following table in your notebook.
Product description
Price
Reason
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1 · Fundamentals of computing
Caring for your working environment
Without a healthy, capable user, a computer would sit idle. It is therefore
important that the working environment be kept safe. An unsafe environment
is one where an accident is waiting to happen.
(a)
(b)
Figure 1.18 (a) Messy wires and (b) an overloaded electrical outlet are two
common hazards in the working environment
Some tips for keeping the work environment safe include:
•Use suitable furniture that is capable of bearing the weight of the equipment.
•Keep cables neatly arranged and out of walkways to avoid trip hazards.
•Do not overload electrical outlets to avoid fire hazards.
•Do not place items on the equipment – they may block the air vents.
Taking care of yourself – the computer user
Figure 1.20 Scan me with your
smartphone
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Some tips for taking care of yourself include:
•Ensure that your chair and desk are the correct height.
•Avoid extended use of the equipment – take regular breaks.
•Ensure that the lighting is adequate.
Improper furniture, bad posture and extended use may all contribute to
repetitive strain injury (RSI), a condition caused by overusing the hands to
perform a repetitive task, in this case typing and clicking the mouse. Back pain
and eyestrain are two other health problems caused by misusing computers in
the ways indicated above.
The heat from some laptops can be enough to cause superficial skin burns,
even through clothing! A medical journal reported the case of a healthy 50-yearold scientist, fully dressed in trousers and underpants, who burned his genital
area after placing his laptop on his lap for an hour. While using the laptop he
occasionally felt the heat and a burning feeling on his lap and thighs. Two days
later he had blisters that then developed into infected wounds. In addition to
a hot laptop being uncomfortable to use, it has been proven to reduce fertility
in men.
Visit http://ergo.human.cornell.edu/ergoguide.html for ergonomic guidelines
for arranging a computer workstation.
1 · Fundamentals of computing
29˝-30˝
(a)
29˝-30˝
(b)
29˝-30˝
(c)
Figure 1.19 (a) Keyboards can increase risk of injury. (b) Typing position that
leads to muscle fatigue and risk of injury. (c) Good typing position.
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1 · Fundamentals of computing
Create a great first impression!
arance
• Appe attitude
do
• Canation
• Educ
e!
• Smil
You’ve heard it said time and again that first impressions last. Here are some
things you can do to manage the first impressions you create with prospective
employers, co-workers and customers in order to set the framework for
solid, sustainable relationships and lasting, positive impressions.
•Manage the image you project by taking care of your appearance. For an
interview, dress professionally. Wear classic lines in neutral colours, keep
jewellery to a minimum, cover tattoos and body art. Avoid excessive
make-up and faddish attire and hairstyles. Once you are selected,
maintain this image. If you are required to wear a uniform or given a
dress code, stay within the company guidelines.
•Always present a ‘can-do’ attitude. Be a person who believes in your
own ability to create and find solutions. This in turn will make you an
invaluable team player.
•Get the ‘E’s right! Increase your education and skill level so you may
not only speak knowledgeably but know just how to say you do not
know without losing ground or credibility. Increase your exposure
to and awareness about the company you are being interviewed by
and, once you are employed, know your job responsibilities inside
out. Read the newspaper, watch the news – take responsibility for your
own enlightenment.
•Of utmost importance, you are never fully dressed for work if you are
not wearing your SMILE!
Today at Dox to Go
It is 9.00 am on a Tuesday morning.
Seated in the lobby are 12 people who
will be interviewed for the position of
Purchasing Assistant. (See the newspaper
advertisement
opposite.)
Tracey-Ann
immediately sets herself apart based on her
outward appearance. Right next to her is
Ricardo, a young man who looks like he
stepped off the pages of a popular men’s
magazine. At about 9.27 Ayanna rushes
through the front door out of breath and
smiling. Her attire gets a whistle out of
Ricardo and has all the other applicants
raising eyebrows.
In your designated groups, on a
separate sheet of flipchart paper for each, draw these candidates seeking
the Purchasing Assistant job. Write a short paragraph summarising each
person’s skills, attitude and appearance.
Discussion corner
One of the three eventually lands the job to work alongside Purchasing
Manager Toni-Ann. Which of the applicants do you feel it was? Why?
Personal follow-up
From an old magazine, cut pictures of eight articles of clothing, two types
of footwear and a few different types of accessories. Be sure to include your
favourite article of clothing. In your journal, review the best first impression
you’ve ever created in a situation and say how you will work at always making
great impressions. What will you continue to do? What will you do differently?
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1 · Fundamentals of computing
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A computer is an electronic machine that accepts and processes data to
produce information.
Types of computer include mainframes, minicomputers and microcomputers.
Desktops, laptops, notebooks, netbooks and smartphones are types
of microcomputer.
Some advantages gained from computer usage include increased speed with
which tasks are completed, accuracy of output, storage of vast quantities of
data and reliability.
The keyboard, mouse and microphone are input devices that are attached
to most microcomputers.
Document scanners, bar code readers and character readers (OMR,
OCR) are specialised data capture devices usually used in offices and
other organisations.
Printers may be impact (line or dot matrix) or non-impact (laser or inkjet).
Monitors, speakers and multimedia projectors are output devices.
Compact discs (CD) and digital video discs (DVD) are optical storage; floppy
disks and hard disks are magnetic storage; flash drives and memory cards
use flash memory technology.
Operating system software coordinates all the activities among
computer devices.
Application software is the programs that perform specific tasks. These
include word processing, spreadsheet, database management, presentation,
and anti-virus software.
Extended use of computers, inadequate lighting, unsuitable furniture and
bad posture during computer usage may affect the health of the user and
cause repetitive strain injury (RSI), eyestrain and backache.
Overloading of electricity sockets and improper positioning of workstations
and extension cords may compromise safety and cause accidents resulting
in personal injury.
1 Plastic (transparency sheets and vinyl).
2 Computer system, scanner, printer, facsimile (fax), multimedia projector,
World Wide Web, electronic mail (e-mail), word processor.
3 (a) Capture images for inclusion in the document. (b) Edit document using
text editor/word processor. (c) Check the spelling of a word. (d) Transmit
digital content via text message/e-mail. (e) Upload documents to virtual
storage on the Internet.
4 A computer is hardware and software only whereas a computer system is
hardware, software, people, procedures and data.
5 A digital camera is not always connected to a computer, whereas a
webcam is. A digital camera is optimised for still images whereas a PC
camera is optimised for video.
6 (a) Laser, (b) colour inkjet, (c) impact.
7 (a) Computers manufactured in the past few years are not equipped with
floppy disk drives. (b) Small capacity makes them unsuitable for storing
large files (such as sound and images). (c) Somewhat unreliable.
8 The laser beam is used to burn ‘pits’ in the recording surface of the CD.
Each ‘pit’ represents a ‘1 bit’. Recall that all computer data is stored as a
series of ones and zeros.
9 Word processor, spreadsheet, presentation package.
17
1 · Fundamentals of computing
Pair work
Physically challenged users, such as people with visual impairments, may
use special purpose input devices to enter data. These users may be small
in number in many organisations.
‘The absence of hardware and software tools to allow visually
impaired persons to use a computer is one of the main factors that have
excluded these persons from the modern office.’
1 Do you agree with the statement above? Take 3 to 5 minutes to think
about it then record your opinion in your notebook.
2 Discuss your opinion with your partner. Do both of you share the
same opinion? Discuss any area where you have differing opinions.
Can you find any facts to support your views?
3 Jointly explore the following tools in the Windows control panel:
• Text to speech and speech recognition.
• Ease of access centre.
Is there any new information here? If yes, how does this new
knowledge affect your view expressed earlier?
Group activities
The following activities are ideal for groups of 3–5 students. Each student
should complete the following:
1 aConduct research on the Internet to determine the key features of
ANY THREE of the following categories of computer system:
• desktops;
• smartphones;
• netbooks;
• notebooks;
• mainframes;
• minicomputers.
bCopy and complete the following table for EACH type researched.
Type 1
Type 2
Type 3
Make and model
CPU speed
Maximum memory
Screen size
Secondary storage devices
Input devices
Ports and slots
Approximate price
18
cDiscuss your findings with the other group members. Do your data
correspond for the same category of computer? If not, why do you
think this is?
1 · Fundamentals of computing
2 Visit a local computer retail store.
a Collect the data required to complete the following table:
Device
type
Brand
name
Capacity
Storage
technology
CD-R
hard
disk
Imation
Seagate
700
MB
4
GB
optical
flash
memory
Cost
bCompute the cost per megabyte for each device. Note that 1GB =
1,024MB and that 1TB = 1,024GB.
c Based on your findings, suggest reasons why:

CD-R disks are still being used despite the prevalence of DVDs;

a USB flash disk is most suitable for transferring documents
within an organisation;

a business executive who uses a smartphone may want to save
documents on a memory card instead of a USB flash drive.
3Use the Internet to research repetitive strain injury (RSI) and
ergonomics. Make a list of some tips that will help to create and
maintain a healthy working environment. Create a poster that clearly
identifies the Dos and Don’ts identified.
4Your group has just returned from a trip in a time machine 10 years
into the future where you observed holographic storage, wearable
computers, cloud computing and 3D virtual environments in everyday
use. Your mission is to develop a creative marketing strategy to
promote the technological changes you observed in the future and
accelerate their acceptance.

Use the Internet to research any ONE of the innovations mentioned
above. Determine how it is likely to be advantageously used in an
organisation. Ensure that you use the information ethically (see
Chapter 17).

Present your group’s findings to the class for debate/discussion.
Make a note of how they responded.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following is NOT a component of a computer system?
a data;
b hardware;
c information;
d software.
2
Which of the following statements is UNTRUE?
a Scanner, printers and keyboards are all peripherals.
b CD-ROMs and DVDs are high-capacity output devices.
c The CPU and memory are housed in the system unit.
d PC cameras, microphones and scanners are all input devices.
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1 · Fundamentals of computing
3
4
Which of the following is NOT a task undertaken by an
operating system?
a retrieving a file from secondary storage;
b managing jobs in a print queue;
c launching an application;
d editing a document.
5
Which of the following is NOT a common operating system?
a Apple;
b Linux;
c Unix;
d Windows Vista.
6
Two types of _____ are desktop computers and notebook computers.
a personal computers;
b mobile computers;
c midrange servers;
d mainframes.
7
All of the following are widely used input devices except the _____.
a keyboard and mouse;
b microphone and scanner;
c digital camera and PC video camera;
d printer and monitor.
8
Which of the following does a storage device hold for future use?
a data and information;
b data and instructions;
c information and instructions;
d data, information and instructions.
9
A hard disk provides much _____.
a less storage capacity than a floppy disk, memory card, or USB;
bless storage capacity than a floppy disk but more than a USB
flash drive;
cgreater storage capacity than a floppy disk but less than a USB
flash drive;
dgreater storage capacity than a floppy disk, memory card, or USB
flash drive.
10
20
Which of the following input devices is MOST LIKELY to improve an
organisation’s efficiency by facilitating the automatic conversion of
printed text to editable text?
a digital camera;
b laser pen;
c scanner;
d PC camera.
With _____ software, a mobile user can create and deliver a
presentation to a large audience by connecting a mobile computer
or device to a video projector that displays the presentation on a
large screen.
a presentation graphics;
b spreadsheet;
c word processing;
d database.
1 · Fundamentals of computing
Short answer and essay-type questions
1
One type of system software is a(n) _________________________,
which is a set of programs that coordinates all the activities among
computer hardware devices.
2
_________________________ consists of programs designed to make
users more productive and assist them with personal tasks, and includes
Web browsers, word processing software, and spreadsheet software.
3
A(n) _________________________ is a type of personal computer
designed so the system unit, input devices, and any other devices fit
entirely on or under a desk or table.
4
A(n) _________________________ is a portable, personal computer
designed to fit on your lap.
5
Resembling a letter-sized slate, a(n) _____________________ is a type
of notebook computer that allows users to write or draw on the screen.
6
Offering the convenience of one-handed operation, a(n)
_________________________ is an Internet-enabled telephone that
usually also provides PDA capabilities.
7
A(n) _________________________ is a large, expensive, powerful
computer that can handle hundreds or thousands of connected users
simultaneously and store tremendous amounts of data, instructions
and information.
8
A(n) _________________________ is the fastest, most powerful type
of computer – and the most expensive.
9
With _________________________, users access account balances, pay
bills, and copy monthly transactions from a bank’s computer into
their personal computers.
10
Many businesses depend on computer systems for meeting their
document preparation and management needs.
a Define a computer.
b Identify EACH of the following components of a computer system.
i electronic components;
ii item processed by the CPU to produce information;
iii stored instructions;
iv a particular method for performing a task.
21
1 · Fundamentals of computing
11
12
Copy the following table and complete the missing answers (a) to (j).
Device category
Device
Function
Input
Keyboard
(a)
(b)
PC camera (webcam)
(c)
Output
(d)
To produce printed
copy of documents on
a range of stationery.
(e)
Scanner
(f)
(g)
(h)
To display the
application interface,
thereby allowing
users to interact with
hardware, software
and data.
(i)
(j)
To provide audible
alerts from the
operating system and
application software,
which give useful
feedback to users;
to allow playback
of audio from
applications.
Dox to Go (D2G) is expanding its Barbados operations. The manager
has received approval for the purchase of a computer fitted with the
necessary peripherals, application software and operating system. He
has identified a computer with a keyboard, mouse, monitor, speakers
and a hard disk. It also comes pre-installed with Windows 7.
a What is Windows 7?
bExplain the role of Windows 7 as a component of the
computer system.
cSuggest the most suitable peripheral that the manager should
purchase to carry out EACH of the following functions:
i capturing audio;
iistoring soft copies of documents for dispatch to customers on CD;
iii output.
dDescribe the benefit to D2G of using the device described in
(c)(i) above.
e Describe TWO ways of caring for a keyboard.
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1 · Fundamentals of computing
13 Application software is an integral component of a computer system.
a What is the purpose of application software?
b Name the most suitable application software for preparing:
i a slide show;
ii a business letter;
iii a profit and loss statement;
iv a mailing list.
14
Consider the input, output and storage devices shown below.
(i)
(ii)
(iii)
(iv)
(v)
a Explain the statement ‘input devices are hardware components’.
b Identify the devices labelled (i), (ii) and (iii) above.
c Describe the function of the devices labelled (iii), (iv) and (v).
dSuggest ONE way in which an organisation may use the device
labelled (v) in the preparation of business documents.
23