training material computer awareness module for forest frontline staff

TRAINING MATERIAL

COMPUTER AWARENESS MODULE

FOR FOREST FRONTLINE STAFF

OFFICE OF THE DIVISIONAL FOREST OFFICER SHERGAON FOREST DIVISION

RUPA, ARUNACHAL PRADESH - 790003

2

OFFICE OF THE DIVISIONAL FOREST OFFICER, SHERGAON FOREST DIVISION: RUPA

Contents

Components of a Computer How to start a computer?

How to Protect a Computer? Understanding the basic components of a Window

How to manage your files in Windows How to work with MS Word? How to work with MS-Excel?

How to download photos from camera? How to edit photos?

How to transfer data? How to burn CDs?

How to project images from a LCD Projector?

3


Components of a Computer Every computer system has two main units: (i) Hardware (ii) Software All physical parts of the computer are known as hardware. Software gives intelligence and life to the computer. Hardware Hardware refers to the physical units of a computer, which includes electronic and electrical circuitry, components and devices. Regardless of its shape, size or capabilities, every computer that people use directly has same general design. Computer Hardware = Processing Unit + Secondary Storage Devices + Peripheral Devices The various units of computer hardware consist of the following components: 1. Central Processing Unit (CPU) (i) Processor (ii) Primary Storage 2. Secondary Storage Devices (External Storage) (i) Hard Disks (ii) Optical Disks (iii) Pen Drive 3. Peripheral Devices (i) Input Devices (ii) Output Devices (iii) Other Peripherals The Central Processing Unit (CPU)

4


The complex procedure that transforms raw input data into useful information for output is called processing. To perform this transformation, the computer uses central processing unit. The processor is the "brain" of the computer, the part that interprets and carries out instructions. Every CPU has three basic parts: 1. Control Unit (CU) 2. Arithmetic Logic Unit (ALU) 3. Registers Primary Memory Primary memory consists of mainly two types of memories: 1. Random Access Memory 2. Read Only Memory

1. Random Access Memory (RAM) The CPU, however, does not have sufficient storage space for the entire program as well as for the data being manipulated by those programs. Therefore, the control unit stores the data and instructions received from input devices into primary memory called random access memory (RAM). Unlike human memory, which can store information indefinitely, RAM holds information only while the computer is ON. When the computer is turned off or reset, the information disappears unless it has been saved on a storage device. Hence RAM is often referred to as volatile or temporary memory.

2. Read Only Memory (ROM) Some of the data and instructions remain permanently stored into memory, which cannot be changed. This memory is called read-only memory (ROM). A computer needs ROM, mainly, so that it knows what to do when the power is first turned on. Among other things, ROM contains a set of start-up instructions that check to see whether the rest of memory is functioning properly, look for hardware devices, and look for an operating system. Since this memory never gets lost, it is sometimes referred to as permanent or non-volatile memory.

3. Cache Memory The performance of a computer very much depends upon the data transfer rate between CPU registers and memory. The computer is costlier if data transfer rate is faster. Therefore, to increase the transfer rate, economically, a cache memory (pronounced as CASH) is introduced in the computer that acts as a buffer between primary memory and CPU registers. In the present day computers, cache can be either a section of main memory or an independent high-speed storage device. Secondary Storage (External Storage Devices) Hard disk, pen drives and optical disks come under the category of external storage devices or ancillary storage devices. These devices are very sensitive to environmental conditions (humidity and temperature) as well as to external magnetic fields and need to be stored carefully. Types of external storage devices are as follows: 1. Hard Disk 2. Optical Disk 3. Pen Drive

5


1. Hard Disk

It is a non-removable enclosed magnetic disk included in most PCs. It contains a stack of metal platters, each coated with iron oxide, that spin on a spindle and the entire unit is encased in a sealed chamber. A hard disk holds much more information than a floppy disk and is used to store relatively large amounts of data. The physical size and storage capabilities of a hard disk vary. For PCs, the storage capacities vary from 1 GB to about 8-1000 GB.

2. Optical Disks The need for ever greater storage capacities has driven hardware manufacturers to use optical storage technology as the main alternative to magnetic storage. Optical storage techniques make use of the pinpoint precision possible with laser beams.

Types of popular Optical disks are as follows: A] CDROM The most-popular optical storage medium is compact disk, read - only memory. CD-ROM uses the same technology that is used in music CDs. One cannot write data to a CD-ROM but can always read it. The huge amounts of data, such as dictionaries, encyclopedias, medical, legal or other professional reference libraries etc.,that normally would not change, is

6


available on CDs nowadays. A single CD can hold up to 650 MB of data. Larger CDs can store up to 20GB. B] WORM Due to tremendous capacities of CDs, writable optical devices have been developed. This has resulted in the write once, read many (WORM) drive. As with the CD, once data has been written onto a WORM disk, it cannot be altered. C] Compact Disk – Recordable (CD-R) It is similar to CD-ROM and can be produced by anyone who has a CD-Writer. Data can be recorded only once in a CD-R to produce a CD-ROM. D] Compact Disk – Record able and Writable (CD-RW) It is similar to CD-ROM and can be produced by anyone who has a CD-Writer. Data can be recorded and read several times. E] Digital Versatile Disc (DVD) Digital Versatile Disk or Digital Video Disc, a new type of CD-ROM that holds a minimum of 4.7 GB enough for a full length movie. The DVD specification supports disks with capacities from 4.7 GB to 17 GB and access rate of 600 Kbps to 1.3 Mbps (Mega Bits Per second).

3. Pendrive

It is a small device which can be carried around in a pocket like a pen. It is inserted in a computer port and removed after transfer of data. It is rewritable and can hold up to 50 GB data. Peripherals Peripheral devices are devices connected to the computer externally. If a peripheral device is disconnected, the computer will still be able to work; only functions performed by this peripheral device will not be available. Mainly there are following types of peripheral devices: 1. Input Devices 2. Output Devices 3. Other Peripherals

7


I. Input Devices

Input devices accept data and instructions from the user. Following are the examples of various input devices, which are connected to the computer to provide input. There are many input devices. Some important input devices are as follows: 1. Keyboard 2. Mouse 3. Scanner 4. Microphone for voice as input

i) Keyboard

A keyboard is the most common input device now. Several kinds of keyboards are available, but they resemble each other with minor variations. The keyboard in most common use is the QWERTY board (from keys Q, W, E, R, T, Y in the top left corner of the keyboard).

ii) Mouse A mouse is an electro-mechanical, hand-held device. It is used as a pointer. It can perform functions like select menu commands, move icons, resize windows, start programs, and choose options. The most common mouse uses an internal, magnetically coated ball, to detect the movement of the mouse across a flat surface, usually a desktop. All windows based applications today are designed to work with a mouse. A mouse is used to replace hard-to-remember key combinations with easier "Point and Click" actions. However, it cannot substitute all keyboard operations. It can be alternative for commands based operations.

Types of mouse: 1. Mechanical: It has a rubber or metal ball on its underside that can roll in all directions. Mechanical sensors within the mouse detect the direction in which the ball is rolling and move the screen pointer accordingly. 2. Opto-mechanical: It is same as mechanical mouse, but uses optical sensors to detect the motion of the ball.

8


3. Optical or Laser: It uses a laser to detect the mouse’s movement. Optical mouse has no mechanical moving parts. They respond more quickly and precisely than mechanical and optomechanical mouse but they are also more expensive. Using a Mouse A mouse is used quite frequently and most of the time left mouse button is used. The four mouse operations, we will be referring to, are: 1. Pointing an object with mouse means moving the mouse pointer on to that object. 2. Clicking with the mouse button means pressing the left mouse button and releasing it quickly. 3. Double Clicking is clicking the left mouse button quickly twice in succession. 4. Dragging the mouse means moving the mouse while holding down the left mouse button.

iii) Optical Scanner

These devices are used for automatic data collection. The devices of this category completely eliminate manual input of data. An image scanner translates printed images into an electronic format that can be stored in a computer’s memory, and with the right kind of software, one can alter a stored image.

iv) Microphone

Microphone is an input device, which takes voice as input. The voice communication is, more error prone than keyboarded information.

9


II. Output Devices Output devices return processed data that is information, back to the user. Some of the commonly used output devices are: 1. Monitor (Visual Display Unit) 2. Printers 3. Speakers

1. Monitor Out of all the output devices, monitor is perhaps the most important, because it is the output device that people interact with most intensively. Computer information is displayed, visually with a video adapter card and monitor. Information processed within the CPU, that needs to be visually displayed, is sent to video adapter. The video adapter converts information from the format used, in the same manner as a television displays information sent to it by a cable service. Two basic types of monitors are used with microcomputers, which are as follows: 1. CRT 2. LCD Cathode Ray Tube (CRT):

The first is the typical monitor that you see on a desktop computer. It looks a lot like a television screen, and works the same way. This type uses a large vacuum tube, called cathode ray tube (CRT). Liquid Crystal Displays (LCD):

The second type is known as a flat panel monitor. Most of these employ liquid crystal displays (LCDs) to render images. TFT LCD is short for thin film transistor liquid crystal display. Most of the time, manufacturers shorten the term for such displays to LCD, dropping the TFT from the name. TFT simply refers to the type of LCD monitor, and TFT is easily the most popular type of LCD.

10


2. Printer After a document is created on the computer, it can be sent to a printer for a hard copy (printout). Some of the most commonly used printers are: 1. Laser Printer 2. Dot Matrix Printer 3. Ink Jet Printer 4. Line Printer Laser Printer: A laser printer produces high quality print that one normally finds in publishing. It is extremely fast and quiet.

Moreover, the operation of a laser printer is extremely easy with automatic paper loading and no smudging or messing up of ink ribbons. Most laser printers output 6 to 12 pages per minute. Minimum buffer memory in a laser printer is 1 MB.

Dot Matrix Printer: The dot matrix printer (DMP, in short) is a very versatile and inexpensive output device and is suitable for most of our computing jobs. In a DMP, the print head physically "hits" the paper through the ribbon and produces text (or images) by combinations of dots; hence the name dot matrix printer.

11


Its speed is measured in characters per second (CPS). Although DMP is less expensive, but it is louder, slower and produces lower print quality than a laser printer. Ink-Jet Printer: An ink-jet printer creates an image directly on paper by spraying ink through as many as 64 tiny nozzles. Although the image it produces is not generally quite as sharp as the output of a laser printer, the quality of ink-jet images is still high.

In general, ink-jet printer offers an excellent middle ground between dot matrix and laser printer, providing print resolution of around 360 or more dots per inch. Like laser printer, an ink-jet printer is quiet and convenient, but not as fast as Laser. Typically, an ink-jet printer is more expensive than a dot-matrix printer, but costs only half as much as a laser printer.

3. Speakers

Speakers are output device, which allow you to listen to voice like music and sound.

III. Other Peripherals

1. Hard Disk Drive It includes the hard disk, the motor that spins the platters, and a number of read/write heads. Generally, one cannot remove the hard disk from its drive; the two terms are used interchangeably to mean the whole unit, both disk and drive.

12


2. Modem A modem enables your computer to receive/send data from/to remote places through telephone lines, to the other computer provided each has a compatible modem. These are attached to serial port of the computer.

Modems are used to connect a computer to a remote network through dial-up or leased line connections. A modem is controlled by using a communication program.

3. Fax In the present day computer systems, FAX machines can be attached with a computer to send and receive documents created in the computer to distant places, bringing computers and communication together.

13


Software Computer needs instructions to tell it what to do, how to do and when to do. Thus the electronic instructions well defined and well organized, that people write to tell the hardware what to do to get desired results, are called programs. Software refers to a set of programs that makes the hardware perform a particular set of tasks in a particular order. Software can be classified mainly in two categories as follows:

1. System software - operating system and utilities 2. Application Software

1. System Software

System software is responsible for the running of the computer and management of computer resources. Operating System (OS) falls under this category. An operating system is system software that provides an interface for a user to communicate with the computer, manages hardware devices, manages and maintains disk file systems, and supports application programs. Some of the popular operating systems are Windows 2000, Windows XP, Windows 7 Ultimate etc.

Utilities are programs that bridge the gap between the functionality of an OS and the needs of users. Utility programs are a broad category of software. They range from programs that can organise or compress the files on a disk to programs that provide a menu interface to a command-line OS. For example, Antivirus software etc.

14


2. Application Software There are two types of application software: 1. General Purpose Software: - for creation of files of various types. 2. Computer languages: - for designing customized applications.

1. General Purpose Software General Purpose Application Software These are user-friendly software to help the user write letters, analyze numbers, sort files, draw pictures and even play games. It is a group of programs that provide general-purpose tools to solve specific problems. Some of the application softwares are listed below:

a) Word Processing software like MS-Word b) Data Analysis (Spreadsheets): MS-Excel c) Data Management: MS-Access d) Desk Top Publishing: PageMaker, CorelDraw e) Graphics Tools: Adobe Photoshop f) Presentations: Microsoft PowerPoint g) Internet Browsers: Microsoft Internet Explorer, Mozilla Firefox

2. Computer Languages Compilers

Some of the popular high-level languages that can be used to develop application softwares are C, C++, Visual Basic, Visual C++, JAVA, and Smalltalk.. This is of no concern to a layman computer.

Computing Environments

Single User The complete PC family belongs to this category. At a time only one person can work on the computer. Multi User Many users can simultaneously work on the computer and share its resources. Networked Environment Networks are groups of computers and peripherals connected together to share data and information. Classification of networks 1. Local area network (LAN):

15


It covers a small geographic area such as one office or a building. 2. Wide area network (WAN):

It covers a large geographic area such as several cities or even countries. 3. Metropolitan area network (MAN): covers an area larger than LANs, but smaller than WANs. These networks are designed for a town or a city. How to start a computer?

1. Switch on the UPS (Uninterruptible Power Supply). 2. Switch on the power button on the processor. 3. Switch on the monitor. 4. Don’t press any key till the system booting is over.

Boot: When computer starts, the operating system is first loaded (as it is essential for running all other programs) this process is known as booting. How to Protect a Computer? Computer viruses can cause severe damage to your computer and may corrupt data beyond repair. To protect your computer from viruses, we must understand the source of viruses:

a) Connection to the Internet. b) Use of computer disks or software from unreliable sources. c) Use of infected pen drives.

Anti-virus software will help protect your computer from viruses by: a) eliminating virus threats to your system, b) maintaining a database of viruses, as they arise; c) and running periodic whole system scans.

Anti-virus software can only effectively protect your computer from viruses if you keep it running at all times and updating it frequently. It will automatically tell you when it needs updates. If there is no internet connection, the PC should be taken to an internet source and the virus database should be regularly updated.

16


Basic Components of a Window The basic components common to all Windows are:

a. Title Bar b. Control Icon c. Menu Bar d. Minimise Button e. Close Button f. Maximize/ Restore Button g. Scroll bars and Scroll buttons h. Status Bar

17


DO IT YOURSELF

File System in Computers The information, which is stored in the computer, needs to be properly organized for easy access and better management. A file acts as the basic unit to organise information in computers. Data/Instructions are stored in the form of a file that is assigned a unique name. Files may be grouped together and kept in a storage space called folder. Each folder can have subfolders.

How to manage files in Windows

Open Documents Quickly Working with Files

18


Different Views of Windows Explorer Creating a New Folder Copying Files into a Folder Selecting multiple Files Renaming Files Sharing a Folder

Creating a Shortcut Finding Files and Folders Deleting the files Working with the Recycle bin

19


How to work with Microsoft Word?

Practice Session Session Plan 1 Getting started with MS Word Start MS Windows Start MS Word Create a document Save a document Edit a document Cursor Movements in MS Word Using Mouse Using Keystrokes Set the First Line Indent Set the Text attributes Block operations Justify the text Centre the text Preview a document Exit MS Word

20


Session Plan 2 Getting started with opening an existing document Set Margins, Line spacing, Page numbers Find and replace the text Use of: - Change Case - Spell Check - Thesaurus Insert a Date Insert Bullets & Numbers Insert Symbols Table feature Session Plan 3 Getting started with Headers/Footers Footnote/Endnote Add Borders and Shading Columns Drop Cap feature Picture feature

21


How to work with Microsoft Excel?

Practice Session

1. Moving Around in a Worksheet 2. Starting MS-Excel 3. Entering Data 4. Data Entry of Text and Numbers 5. Entering Formulae 6. Computing Totals 7. Computing “Percent Total” column and Saving your Worksheet

22


How to download photos from camera? Digital cameras are becoming very popular and affordable. It is a very good tool to a forester to monitor his plantations and developmental works. It also helps in greater transparency and accountability. Downloading them to your PC is easy so that you can print your pictures or transfer them to your superior office through CDs or pen drives.

a) Install on your computer the software that came with your digital camera. b) Connect your camera to your computer using the USB cable that came with your

camera. You must have a USB port to download pictures to your computer. c) Choose the folder where you want your pictures downloaded. The computer will

choose the "My Pictures" folder by default unless you want them in a different folder. d) Preview the pictures. You can delete any you don't like or want. Make sure to delete

them off your camera as well or the next time you download that picture will downloaded again.

e) Select a picture and print or transfer. How to edit photos? Microsoft Paint is a simple, lightweight program that comes installed with all Windows operating systems. We can use MS Paint to edit pictures that you have taken with your camera. You can also import pictures directly from your scanner or camera. MS Paint is a great program to foresters as it helps in easily editing photos taken in the field. Most relevant feature is to write texts on the photos like name of plantation, scheme, year, location, date of taking the photo etc. which would make the photo a complete image.

a) Open Windows Paint by clicking "Start," then "All Programs," then "Paint." You can also place a shortcut on your desktop by right-clicking the "Paint" icon in the menu and selecting "Send To," then "Desktop (Create Shortcut)" from the menu.

23


b) Import your picture into Windows Paint by clicking "File," then "Open." In the dialog box that opens, navigate to the folder that contains the picture you want to edit in MS Paint.

c) Use the selections in the Image menu to alter your picture. Do not attempt to resize your image in MS Paint, since the function will cut your picture down to only the portion in the upper-left corner.

d) Add text to your image by clicking the text tool, which looks like the letter A. Click on the picture where you want the text to be. Select the font, size and character map you want to use. Also select whether you want the text to be bold, italic or underline. Add any other elements you want using the paint, draw, erase, fill, spray can, line or polygon tools. Save your image using a new file name. You can change the file format by using the "Save As" function and selecting the desired file format from the drop-down menu.

24


How to transfer data?

It’s very important because any data or file or information needs to be moved from one place to another. E mail is the easiest way, but when there is no internet connection transfer cables or pen drives should be used. USB Data Transfer Cable can be used to transfer any file or data from a computer to an external hard drive. Similarly data can be transferred from a camera / scanner / external hard drive / another computer or laptop.

a) Attach the USB data transfer cable to your computer.

b) Follow the prompts that appear. They will guide you through the specific details of deciding which data you want to transfer from your computer to your target device.

c) Allow time for the transfer to complete

Pen drives can be directly inserted in the USB port in the PC to transfer data.

25


How to burn CDs?

Soft copies of data have to be sent sometimes by post. Pen drives then would not be helpful. So Compact Discs (CDs) which would cost only around seven or eight rupees each, can be used to write the data, packed in CD pouches and posted. Moreover, in the absence of pen drives and external hard drives, CDs or DVDs are still an excellent way to transfer and store data.

The steps involved in burning or transferring data from a computer to a CD are as follows:

I. Insert a blank CD-R or CD-RW disk into the CD-RW drive. A pop-up dialog box should appear after Windows loads the CD. If no pop-up dialog box appears, open "My Computer" from your desktop and double-click on your CD-RW drive icon.

II. Double-click the option, "Open writable CD folder using Windows Explorer." You will see the files that are currently on the CD in your CD-RW drive. If you inserted a blank CD, you will see nothing.

III. Click on the "Start" menu, and then "My Computer." Navigate to the files that you wish to burn / write onto the CD.

IV. Single-click on the first file you wish to burn. Hold down the "Control" key and continue to single-click on other desired files until you have selected them all. Let go of the "Control" key. All your files should remain selected and appear blue. Right-click on any file and choose "Copy."

V. Go back to the open window that displays the contents of your CD drive. Right-click in the white space and choose "Paste." The pasted icons will appear washed out, and they will have little black arrows on them indicating your next step.

VI. Choose "Write these files to CD" on the left-hand menu bar under "CD Writing Tasks." A wizard will start. First, name your CD. You can use up to 16 characters. After typing a name, click "Next." This will start the burning process. When the CD is finished burning, the CD will eject itself.

VII. Follow the remaining wizard prompts. It will ask if you want to burn the same files to another CD. If so, click "Yes, write these files to another CD." If not, click "Finish."

26


How to project images from a LCD Projector? LCD projectors are extremely useful to a modern forester to spread awareness about issues like environment and wildlife in a very easy manner without excess planning and organization. A standard audio-visual once prepared can be presented easily over and over again to different audiences in different places. Meetings can be supplemented with visual presentations which makes it more appealing.

The steps involved in connecting a LCD projector to a PC / laptop is given below:

I. Install the projector to the PC / laptop with the help of the accompanying CD II. Place the projector on a table and adjust the projector so its front face is perfectly

parallel with your projection screen as well as centered, to minimize image distortion. III. Connect one end of the video cable to the projector unit. IV. Connect the 15 pin connector of the cable to the PC. V. Turn on projector

VI. Turn on PC VII. If the image from the laptop screen does not show on the screen, Press the "function"

key and normally F8 on the laptop until the image on the laptop screen shows on the screen. Normally the options will be PC only, PC and screen, or Screen only.

VIII. Adjust your projector's image position, size and focus using its lens shift, zoom and focus controls. [Lens shift" and "keystoning" are two terms one should know to become an expert projector. "Lens shift" is a projector's ability to move the image projected vertically and horizontally without affecting the image's proportions. Projectors installed at uneven angles will create images with some diagonal angles. This can be corrected using the projector's "keystone" setting.]

training material computer awareness module for forest frontline staff

Documents

primary memory primary

computer system

memory rom

hardware devices

temporary memory

human memory

rest of memory

memory n