I.T Tool Class XI (Book-2)

Central Board of Secondary Education
Shiksha Kendra, 2, Community Centre, Preet Vihar, Delhi-110301
IT Level 3: IT Tools
Class XI
Girish E:RakeshRevised_IT Tools
Students Handbook

NVEQ IT Level 3: IT Tools – Class XI
Price : `
First Edition : July, 2014
© CBSE, India
Copies :
No Part of this publication may be reproduced, stored in a retrieval system or
transmitted, in any form or by any means, electronic, mechanical photocopying,
recording or otherwise without the prior permission of the publisher.
Published by : The Secretary, Central Board of Secondary Education,
Shiksha Kendra, 2, Community Centre, Preet Vihar,
Delhi - 110301
Design & Layout BY : India Offset Press, A-1, Mayapuri Industrial Area, Ph-1, ND-64
PRINTED BY : M/s.

Hkkjr dk lafo/kku
mísf'kdk
ge Hkkjr ds yksx Hkkjr dks ,d ^¿lEiw.kZ izHkqRo&laiUu lektoknh iaFkfujis{k yksdra=kRed x.kjkT;À cukus ds fy,] rFkk mlds
leLr ukxfjdksa dks %
lkekftd] vkfFkZd vkSj jktuSfrd U;k;]
fopkj] vfHkO;fDr] fo'okl] /keZ
vkSj mikluk dh Lora=rk]
izfr"Bk vkSj volj dh lerk
izkIr djkus ds fy, rFkk mu lc esa O;fDr dh xfjek vkSj jk"Vª dh ,drk vkSj v[k.Mrk lqfuf'pr djus okyh ca/kqrk c<+kus
ds fy, n`<+ladYi gksdj viuh bl lafo/kku lHkk esa vkt rkjh[k 26 uoEcj] 1949 bZñ dks ,rn~}kjk bl lafo/kku dks vaxhÑr]
vf/ kfu;fer vkSj vkRekfiZr djrs gSaA
1- lafo/kku ¼c;kfyloka la'kks/ku½ vf/kfu;e] 1976 dh /kkjk 2 }kjk ¼3-1-1977½ ls ÞizHkqRolaiUu yksdra=kRed x.kjkT;ß ds LFkku ij
izfrLFkkfirA
2- lafo/kku ¼c;kfyloka la'kks/ku½ vf/kfu;e] 1976 dh /kkjk 2 }kjk ¼3-1-1977 ls½] ÞjkVª dh ,drkß ds LFkku ij izfrLFkkfirA
Hkkx 4 d
ewy dÙkZO;
51 d- ewy dÙkZO; Hkkjr ds izR;sd ukxfjd dk ;g dÙkZO; gksxk fd og
¼d½ lafo/kku dk ikyu djs vkSj mlds vkn'kks±] laLFkkvksa] jkVª/ot vkSj jkVªxku dk vknj djsa(
¼[k½ Lora=rk ds fy, gekjs jkVªh; vkanksyu dks izsfjr djus okys mPp vkn'kks± dks ân; esa latks, j[ks vkSj mudk ikyu djs(
¼x½ Hkkjr dh izHkqrk] ,drk vkSj v[kaMrk dh j{kk djs vkSj mls v{kq..k j[ks(
¼?k½ ns'k dh j{kk djs vkSj vkg~oku fd, tkus ij jkVª dh lsok djs(
¼³½ Hkkjr ds lHkh yksxksa esa lejlrk vkSj leku Hkzkr`Ro dh Hkkouk dk fuekZ.k djs tks /keZ] Hkkkk vkSj izns'k ;k oxZ ij vk/kkfjr
lHkh HksnHkko ls ijs gksa] ,slh izFkkvksa dk R;kx djs tks fL=;ksa ds lEeku ds fo#) gSa(
¼p½ gekjh lkekfld laLÑfr dh xkSjo'kkyh ijaijk dk egÙo les vkSj mldk ifjj{k.k djs(
¼N½ izkÑfrd i;kZoj.k dh ftlds varxZr ou] hy] unh] vkSj oU; tho gSa] j{kk djs vkSj mldk lao/kZu djs rFkk izkf.kek= ds
izfr n;kHkko j[ks(
¼t½ oSKkfud n`fVdks.k] ekuookn vkSj KkuktZu rFkk lq/kkj dh Hkkouk dk fodkl djs(
¼½ lkoZtfud laifÙk dks lqjf{kr j[ks vkSj fgalk ls nwj jgs(
¼´½ O;fDrxr vkSj lkewfgd xfrfof/k;ksa ds lHkh {ks=ksa esa mRdkZ dh vksj c+us dk lrr iz;kl djs ftlls jkVª fujarj c+rs
gq, iz;Ru vkSj miyfC/k dh ubZ mapkb;ksa dks Nw ysA

The constitution of India
Preamble
We, The people of india, having solemnly resolved to constitute India into a soveign
socialist secular democratic republic and to secure to all its citizens:
Justice, Social Economic and political;
Liberty of thought, expression, belief, faith and worship;
Equality of status and of opportunity; and to promote among them all;
fraternity assuring the dignity of the individual and the [unity and integrity of the Nation];
in out constituent assembly this twenty-sixth day of November, 1949, do hereby adopt
enact and give to ourselves this constitution.
1. Subs, by the Constitution (Forty-Second Amendment) Act. 1976, sec. 2, for Sovereign Democratic Republic
(w.e.f. 3.1.1977)
2. Subs, by the Constitution (Forty-Second Amendment) Act. 1976, sec. 2, for unity of the Nation (w.e.f. 3.1.1977)
The constitution of India
Chapter IV A
Fundamental Duties
Article 51a
Fundamental Duties - It shall be the duty of every citizen of India-
(a) to abide by the Constitution and respect its ideals and institutions, the National Flag and the
National Anthem;
(b) to cherish and follow the noble ideals which inspired our national struggle for freedom;
(c) to uphold and protect the sovereignty, unity and integrity of India;
(d) to defend the country and render national service when called upon to do so;
(e) to promote harmony and the spirit of common brotherhood amongst all the people of India
transcending religious, linguistic and regional or sectional diversities; to renounce practices
derogatory to the dignity of women;
(f) to value and preserve the rich heritage of our composite culture;
(g) to protect and improve the natural environment including forests, lakes, rivers, wild life and to
have compassion for living creatures;
(h) to develop the scientific temper, humanism and the spirit of inquiry and reform;
(i) to safeguard public property and to abjure violence;
(j) to strive towards excellence in all spheres of individual and collective activity so that the nation
constantly rises to higher levels of endeavour and achievement.

I n an increasingly globalised world and the changing paradigm of urbanized
living the demand for Information Technology (IT) has increased manifold the
world over. In this ever expanding sector, it has become essential to provide
competency based vocational education. It is in this context that CBSE has launched a
course in Information Technology under NVEQF/NSQF from level 1 to 4.
This student workbook,” IT Tools “for class XI which forms a part of vocational
qualification package for students who have passed Class X or equivalent examination,
was prepared by a group of experts. The It-ITeS Skill Development Council Approved by
the National Skill Development Corporation (NSDC) for the IT/ITeS Industry developed
the National Occupation Standards (NOS). The National Occupation Standards are a set
of competency standards and guidelines endorsed by the representatives of IT Industry
for recognizing and assessing skills and knowledge needed to perform effectively in the
workplace.
It has been a deliberate effort to keep the language used in this student manual as simple
as possible. Necessary maps, pictorial illustrations and tables have been included to
help the students to understand the concepts without any difficulty.
Practicing professionals from the field of Information Technology (IT) comprised the
team of authors for this book. The Board thankfully acknowledges their contribution in
completing the book in record time. I hope this book will help the students to serve a
useful resource in this subject.
The Board is grateful to the members of the Committee of Course for their advice,
guidance and total commitment towards development of this course. We are indeed
indebted to these academic advisors who have lent us the benefit of their rich and
insightful experience. I would like to appreciate Vocational Education Cell, CBSE for
coordinating and successfully completing the work.
Comments and suggestions are welcome for further improvement of the book.
Vineet Joshi
Chairman, CBSE
Preface

Acknowledgements
Advisors
1. Sh. Vineet Joshi, IAS, Chairman, CBSE.
2. Sh. M.V.V. Prasada Rao, Director (Vocational and Edusat), CBSE.
Editing Coordination
1. Dr. Biswajit Saha, Additional Director, (Voc. Education) CBSE.
2. Ms. Swati Gupta, Deputy Director, (Voc. Education), CBSE.

Contents
Unit - 1: Computer Organization OS: User Perspective ............................... 1
Topic 1: Understanding of Hardware..........................................................
Topic 2: Basics of Operating System..........................................................
Unit - 2: Networking and Internet ..................................................................... 27
Topic 1: Network Safety concerns..............................................................
Topic 2: Network Security tools and services.............................................
Topic 3: Cyber Security..............................................................................
Topic 4: Safe practices on Social networking.............................................
Unit - 3: Office Automation Tools ................................................................... 133
Topic 1: Spreadsheet..................................................................................
Topic 2: Word processing...........................................................................
Topic 3: Presentation..................................................................................
Unit - 4: Multi Media Design: (Open Source Design Tools) .......................... 159
Topic 1: Interface and Drawing Tools in GIMP............................................
Topic 2: Applying Filters..............................................................................
Topic 3: Creating and handling multiple layers...........................................
Topic 4: Using Stamping and Smudging tools............................................
Topic 3: Importing pictures.........................................................................
Unit - 5: Troubleshooting: Hardware, Software and Networking ................. 213
Topic 1: Commonly encountered problems................................................
Topic 2: (Monitor: No display, KB/Mouse not responding, monitor giving
beeps, printer not responding, check for virus, Delete temporary
files if system is slow, adjust mouse speed).................................

Unit - 6: Work Integrated Learning IT - ISM ................................................... 225
Topic 1: Identification of Work Areas..........................................................
Topic 2: Work Experience...........................................................................

Paper - I
Total Marks: - 100
(Knowledge- 50: Practical-50)
Unit Code Unit Title Total Hours
ITDC-301 Computer Organization OS: User perspective
• Understanding of Hardware
• Basics of Operating System
15
ITDC-302 Networking and internet
• Network Safety concerns
• Network Security tools and services
• Cyber Security
• Safe practices on Social networking
• Email messaging
• Digital Literacy
10
ITDC-303 Office automation tools:
• Spreadsheet
• Word processing
• Presentation
40
ITDC-304 Multi Media Design: (Open Source Design Tools)
• Interface and Drawing Tools in GIMP
• Applying Filters
• Creating and handling multiple layers
• Using Stamping and Smudging tools
• Importing pictures
35
ITDC-305 Troubleshooting: Hardware, Software and Networking
• Commonly encountered problems
• (Monitor: No display, KB/Mouse not responding,
monitor giving beeps, printer not responding, check for
virus, Delete temporary files if system is slow, adjust
mouse speed)
10
ITDC-306 Work Integrated Learning IT - ISM
• Identification of Work Areas
• Work Experience
14
124

1
Computer
Organization OS:
User Perspective
Computer
Organization OS:
User Perspective
Unit - 1Unit - 1

2
Unit-1
Learning Objectives
After studying this course the students will be able to:
v Understand what is hardware
v Identify the Input and Output devices
v Identify components and peripherals of computer
v Understand what is Operating System
v Understand the features of Operating System
v Different versions of Windows 7
v Control Panel
Introduction
The computer is an electronic machine made with electronic devices. It accepts the
raw data through input device processes it based on the set of instructions given
(called programs) and produces the information as output on the output device.
Computer hardware refers to the physical components or peripherals (physical parts
of a computer such as CPU, Mother Board, RAM, keyboard, Mouse, monitor, Optical
disk drive, storage disk etc. all of which are physical objects that you can actually
touch.
A computer requires both hardware and software to operate. It cannot operate solely on
the hardware. However, a computer is a dumb machine. It cannot operate on its own.
It requires human interaction (user) for its operation. However, a computer user cannot
interact directly with the computer hardware. He/She requires some kind of interface to
interact with the computer’s hardware. This interface is known as the operating system
(OS).
Definition of Computer
The computer is an electronic machine made with electronic devices. It accepts the raw
data through input device processes it based on the set of instructions given (called
programs) and produces the information as output on the output device. The important
feature of computers is its storage capability which can store the information and can be
retrieved as and when required.

3
Unit-1
Characteristics of Computer
Computers are popular because of following characteristics:
• Speed: Computer can perform a task much faster than done manually.
• Accuracy: Computer gives accurate results compared to task done manually.
• Storage: Computer stores the information in its main memory and the same can be
retrieved based on the requirement.
• Multitasking: Computer performs multiple tasks simultaneously. For example, one
can use the computer to take a printout of an inventory report and at the same time
can use it to draft letters.
• Communication: Computer can be used to exchange information between two or
more computers. Internet is the best example of this.
Application Areas of Computers
The influences of computers are widespread and are used in various application areas
mentioned below :
• Business Area
• Entertainment Area
• Education Area
• Medicinal Area
• Finance/Banking Area
The Language of Computers
Computer being electronic machine it knows only “ON” or “OFF” (‘0’ or ‘1’). Any data
that is to be fed, processed or stored should be converted into combination of 0s and
1s. This is called binary notation and 0 or 1 is called a Bit.
Bit is a basic memory unit.
Byte is unit of data consists of 8 bits
Kilo Byte (KB) equals 1024 – Bytes
Mega Byte (MB) equals 1024 Kilo Bytes
Giga Byte (GB) equals 1024 Mega Bytes
Data Transfer Inside a Computer

4
Unit-1
All the data movements within a computer occur through buses. A bus is a group of
electrical conductors, mostly wires, running parallel to each other carrying a charge from
one point to another within the computer. A bus can be copper traces on a circuit board
or wires in a cable.
Usually, a bus is found in multiples of eight (8, 16, 32, 64, and so on). In the early
computers, manufacturers used a set of eight wires for constructing buses. This allows
the transmission of eight bits, or one byte, of information at a time.
The bus width is one of the important characteristic to optimize the performance of the
computer. Wider the bus, more bits can be transferred simultaneously resulting in faster
data transmission. 8-bit bus can carry only 8-bits of data at a time, while the 32-bit bus
can carry 32-bits of data simultaneously. As a result a bus with 32-bit width will transfer
more amount of data compared to a bus with 8-bit width.
In a computer, a bus is used to connect the main processor, the memory, and all input/
output devices. If the bus connects main processor with the computer memory, then it
is called a system bus or front side bus. If the bus connects input, out put devices, then
it is called I/O bus.
Parallel and Serial Communication
As discussed earlier the basic function of computer is to take an input, process it and
produce the desired output. In order to perform this function, computer exchange data
amongst its various components. In certain computer components, these data are send
in serial order, one after the other in a sequence. This means only a single bit can be
send at any given time. This type of communication is called serial communication.
The following diagram illustrates the serial communication:
Fig. 1.1: Serial data Communication
In the preceding figure, observe that only one bit travels at a time between the two points
X and Y.
However, the disadvantage of serial communication is that it provides a slow mean
of data communication. And with the advancement in computer development, faster
means of communication is required. Hence to fasten the communication more wires
are used to connect the components of the computer. In this way we can send multiple
bits simultaneously. This enables the data to travel faster. This type of communication is
called parallel communication.

5
Unit-1
The following diagram illustrates the parallel communication:
Parallel data Communication
In the preceding figure, observe that four bits travel at a time, through four wires, between
the two points X and Y.
We can draw analogy of the computer communication with cinema ticket booking.
Suppose a cinema hall has only a single ticket booking counter. The ticket clerk can
handle only one customer at a time and since there is only one counter only a single
customer can book a ticket at any given time. This may result in long queue and more
time for a customer to reach the booking counter and then getting the ticket. However,
if there are multiple windows for booking tickets, result in multiple customers to book a
ticket at any given time. In addition, the queue will also get divided amongst the multiple
counters resulting in shorter queue. This will result a customer to get the cinema ticket
in much lesser time.
In the above analogy, if the cinema hall has a single ticket booking counter, then it is
serial communication. And if the cinema hall has multiple ticket booking counters, then
it is a parallel communication.
Basic Elements of Computer
Hardware Software
Computer consists of two basic building blocks :
• Hardware and
• Software.

6
Unit-1
hardware refers to the physical components or peripherals (physical parts of a computer
such as CPU, Mother Board, RAM, keyboard, Mouse, monitor, Optical disk drive, storage
disk etc. all of which are physical objects that you can actually touch.
Software is set of programs containing set of instructions to perform the task. It can be
classified in to Operating system and Application Software.
Operating System
It acts as an interface between Computer and peripherals and optimizes the utilization of
resources. It also acts as a mediator between User and Computer. It converts the English
like language to machine language (0’s and 1’s) and fed to computer for necessary
processing. The processed data which is in the form of machine language converts back
to English like language for User understanding.
Literally it is difficult to work with the PC effectively without Operating System. Example:
Windows XP, Linux etc.
Application Software
Set of programs developed to perform a specific task.
Example: Microsoft Word - this is an application software used to prepare letters with
features like formatting the data, Dictionary etc.
How Computer Works
Introduction
A computer usually performs four major operations or functions mentioned below:
• Input: Accepting data and instructions
• Processing: Process the data based on instructions
• Output: Produce the processed data to the output devices
• Storage: Stores the data/Information on the Hard disk
The following block diagram illustrates the basic functionality of computer:

7
Unit-1
Basic Functionality of a Computer
Input
This is the process of computer accepting the data or instructions through input device
namely Keyboard for the necessary processing. In this process the raw data is converted
into machine language and fed to CPU (Central Processing Unit) for necessary
processing.
Processing
This is the process of performing operations, such as arithmetic and logical operations,
based on instructions. The CPU takes data and instructions from input device and
processes it. The processed data is then sent to the output or storage unit.
Processing unit consists of two parts mainly known as “Control Unit” and “Art hermetic
and Logical Unit”. The Control unit controls the flow of data from various I/O devices
and internal components. The Arithmetic and Logical Unit performs the data processing.
This is also known as Micro Processor.
Output
The processed data (Information) from CPU which is in the form of machine language
will be converted to user understandable language (like English) and then fed to output
device like monitor or Printer.
Storage
The storage unit is used to store the data or Information permanently for future retrieval.
It acts as an input, output device. It feeds the raw data stored within to the CPU and
stores processed data. Hard disk is considered to be one of the main storage device.

8
Unit-1
Components Peripherals of Computer
Introduction to Computer Components Peripherals
A computer consists of several physical components and each physical component is
designated to perform one of the operations discussed in the previous section. These
physical components of a computer are called computer hardware.
The computer hardware device can be attached internally or externally to the computer.
Devices connected internal are called the Primary components and connected external
are called peripherals.
The following diagram shows some of the computer components.
Primary Components of Computer
Below are some of the devices that are attached internally to the computer are called
Primary components.
• Motherboard
 It is the Main circuit board accommodates Processor slot, Chipset, Front side
bus, Controller bus, RAM Slots, Extension slots (PCI), Controllers Connectors

9
Unit-1
for internal components, Ports for KBD Mouse, USB Ports, Display Connector,
Audio processing circuitry and connectors for Speakers Microphone, Parallel
port for printer connection, Serial port for data communication etc.
• Processor
 It is the brain of the computer. Data Processing and Execution of the task is
performed in it.

10
Unit-1
• CPU Heat sink Fan
 Heat sink and Fan is placed on the top of the processor to maintain the
temperature at pre defined level. The Speed of fan can be controlled based on
the heat generated by the processor.
• RAM
 RAM (RandomAccess Memory) is a Semiconductor Memory used as a temporary
storage supporting the processor. CPU retrieves the raw data from RAM and
pushes the processed data to it.
• Floppy Disk Drive
 Used to read, write Floppy disks

• Hard disk
 It is a Magnetic memory device used for bulk/permanent storage. The data
stored in this can be retrieved based on requirement.

11
Unit-1
• Optical Drive
 Optical drives are used to read/Write (Depends on Drive) data from the optical
media called CDROM, DVD ROMs. These Optical media can store huge amount
of data ranging from 700 MB to 4.5 GB compared to Floppy disk capacity of
1.44 MB. Some of the advantage are data portability and data retention.
• SMPS
 Switch Mode Power Supply (SMPS) Converts the AC input into DC out put. The
Out put Voltages are constant irrespective of the input Voltage. The DC Out
of the SMPS will be fed to various components of Computer. SMPS connects
to motherboard on SMPS power connector. Different color of wires provides
different voltages on output. Even connectors are also specifically used for
separate devices or peripherals.
• Add on Cards - Modem, Network card, PCI Express Card etc.
 Add on cards are used to expand the computer functionalities. These are
attached to the PCI slots available on the motherboard. These are used based
on requirement.

12
Unit-1
■ Modem card: enables the computer to connect to the internet
■ Network card: enables the computer to connect to the Local Network
■ PCI Express card: Used display high end 3D graphics
In addition to above mentioned devices, there are two more devices that are though
attached externally are called computer components. These are keyboard and mouse.
Computer Peripherals
Below are some of the devices that are attached externally to the computer, except
keyboard and mouse, are called computer peripherals. The various computer peripheral
devices are:
• Keyboard Mouse
 Keyboard is an Input device used to input the data to the computer.
 Mouse is a pointing device used to select a particular option shown on the
monitor
• Printer
 Printer is an output device used to take the print out of files. It could be a document
or a photograph. The quality of the printout depends on type of printer we are
using.

13
Unit-1
• Scanner
 Scanner is used to digitize physical documents/Photographs.
• Output devices Monitor (CRT/LCD)
 Monitor is an output device displays images and texts generated by computer.
• Joystick
 It is a gamming devices used while playing animated games in computers

14
Unit-1
• Microphone
 Microphone used to record the voice, Dictate to a computer (Converts to text,
chat).
• Webcam
 Webcam used for lower level video conferencing through internet. In this
technique the users can see live each other during the session.
Operating System – A Brief Introduction
What is an Operating System?
A computer requires both hardware and software to operate. It cannot operate solely on
the hardware. However, a computer is a dumb machine. It cannot operate on its own.

15
Unit-1
It requires human interaction (user) for its operation. However, a computer user cannot
interact directly with the computer hardware. He/She requires some kind of interface to
interact with the computer’s hardware. This interface is known as the operating system
(OS).
An operating system is defined as software that acts as an interface between the user
and the computer hardware, and which provides a platform on which other software
applications can run. The OS is divided into two main components: kernel and shell. The
kernel is the core component of the OS that interacts with the computer hardware. The
shell is a piece of software that provides an interface for users. It usually refers to an
operating system shell which provides access to the services of a kernel.
The following figure shows a typical architecture of an OS illustrating shell and kernel:
Fig. 2.1: OS Architecture
An operating system can be a text-based interface or graphical user interface (GUI). In
text-based interface the letters, numbers, and symbols are entered on a command line
to communicate with the OS. An example of a text-based OS is MS-DOS.
On the other hand a GUI presents graphical representations of commands, such as
icons, toolbars and menu bars, to interact with the OS. Some popular examples of GUI-
based OS are Windows 95/98/Me/2000/XP/Vista/W7.
Identifying Functionalities of Operating System
An operating system is responsible for performing wide variety of tasks. Some of the
most important tasks are:

16
Unit-1
• User interface
• File management
• Device management
• Memory management
• Process management
• Networking
• Security
User Interface
An important task of an operating system is to act as a mediator between the computer
hardware and the computer user. It interacts with the computer hardware on behalf of
the user. However to do so the OS needs to take input from the user.
The OS displays an interface on the computer monitor that it uses to communicate with
a computer user. The user communicates with the computer through this user interface
by typing in few simple commands without the need of remembering complicated control
methods.
Today, the GUIs are the most widely used user interface making use of mouse, keyboard,
drop-down menus, toolbars, etc. Because of ease of working with a GUI, today GUI-
based OS like Windows XP are most widely used amongst computer users.
File Management
A file is a collection of information stored on a disk. You make a file when you create
information (such as text or graphics) using some application, give the file a name and
save it on a disk. However, it is actually the OS that physically creates the file and store it
on a storage media. But apart from creating and saving a file, an OS is also responsible
to retrieve the content of the file or to remove the file from the storage media, when the
user gives the necessary commands.
Device Management
The OS is also responsible for managing various input and output devices attached to
the computer. It is responsible for controlling the working of hard disk drive, displaying
output on monitor, or communicating with peripherals like printers.
However, to communicate with various input/output devices, the OS requires special
software called the driver. This is because the OS is written in a high-level programming

17
Unit-1
language (which humans can understand) whereas the input and the output devices
attached to the computer can understand electrical signals only. It is the responsibility of
the driver to translate the OS commands into electrical signals (bits and bytes for most
devices) or a series of laser pulses in a printer.
Memory Management
An important task of an OS is memory management. Computer memory is one of the
most crucial components of the computer system. The computer memory consists
of registers, cache, random access memory, etc. It is the responsibility of the OS to
determine which memory component is free and which can be allocated or deallocated
to a resource. This resource can be a hardware device like printer etc. or a software
application like Word etc.
An OS is also responsible for managing the virtual addresses. If multiple resources are
accessing the computer memory simultaneously, then it is the responsibility of the OS
to prevent the resources from interfering with each other’s memory. This is achieved by
assigning separate address spaces for each of the resources which are in the memory.
Each resource can access only that part of the memory that is uniquely assigned to it.
The OS can also write inactive memory pages to secondary storage. This process is
called paging or swapping.
Process Management
Every program running on a computer, be it a service or an application, is a process.
And most of today’s processor support multitasking, executing several processes at a
time. But despite of this fact, only one process can be executed by a CPU at any given
time. It is the responsibility of the OS to determine how to allocate the CPU to any given
process. This is called process management.
All the processes that are seeking for CPU usage are added to a process queue. Most
OS allocate certain priority level to a process that is seeking for the CPU usage. The OS
also allots a certain CPU time to each of the process. This is called time slicing.
When a process currently in CPU exceeds the time assigned to it, it is removed from
the CPU and is placed at the end of the process queue. The next process that is to allot
the CPU is the one that is having the highest priority. Therefore, using time slicing and
priority level, an OS can schedule the CPU resource amongst different processes that
are vying for the CPU resource.

18
Unit-1
Networking
Most current OS has a built-in support for TCP/IP networking protocols. This means that
computers running dissimilar operating systems can participate in a common network
for sharing resources such as computing, files, printers, and scanners using either wired
or wireless connections.
Security
Most of today’s OS provide some or other form of security level. They provide mechanism
to protect your computer as well as the data stored in the computer. They provide
password protection to keep unauthorized users from accessing your system. Some
operating systems also maintain activity logs and accounting of the user’s time for billing
purposes. An OS also provide backup and recovery utilities to use to recover the system
in case of system failures.
Windows 7 system requirements
If you want to run Windows 7 on your PC, here’s what it takes:
• Processor
 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor
• RAM
 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit)
• Storage
 16 GB available hard disk space (32-bit) or 20 GB (64-bit)
 Explaining Different Windows 7 Editions
Windows 7 is the successor to Windows Vista. Different versions of Windows 7 are :
• Windows 7 Starter
• Windows 7 Home Basic
• Windows 7 Home Premium
• Windows 7 Professional
• Windows 7 Enterprise
• Windows 7 Ultimate
Windows 7 Starter supports very less features so we can say that the first version of
Windows 7 is Home Basic. Each version of Windows 7 is slightly different and offers
different options. The majority of consumers will choose Windows 7 Home Premium,
and most businesses choose Windows 7 Professional.

19
Unit-1
Features of different versions of Windows 7
Features/
Availability
Starter Home
Basic
Home
Premium
Professional Enterprise/
Ultimate
OEM licensing Emerging
markets
Retail
and OEM
licensing
Volume
licensing
Retail
and OEM
licensing
64-bit and 32-bit
versions
32-bit only Both Both Both Both
Home Group (create
and join)
Join only Join only Yes Yes Yes
Multiple monitors No Yes Yes Yes Yes
Fast user switching No Yes Yes Yes Yes
Desktop Wallpaper
Changeable
No Yes Yes Yes Yes
Windows Mobility
Center
No Yes Yes Yes Yes
Multi-Touch No No Yes Yes Yes
Premium Games
Included
No No Yes Yes Yes
Windows Media
Center
No No Yes Yes Yes
Encrypting File
System
No No No Yes Yes
Location Aware
Printing
No No No Yes Yes
Remote Desktop
Host
No No No Yes Yes
Windows Server
domain
No No No Yes Yes
Windows XP Mode No No No Yes Yes
AppLocker No No No No Yes
BitLocker Drive
Encryption
No No No No Yes

20
Unit-1
Features/
Availability
Starter Home
Basic
Home
Premium
Professional Enterprise/
Ultimate
Subsystem for Unix-
based Applications
No No No No Yes
Multilingual User
Interface Pack
No No No No Yes
Virtual Hard Disk
Booting
No No No No Yes
How to install Windows 7
Step-1
Make DVD – The First Boot Device. This setting can be done from BIOS.
Step-2
Insert the Windows 7 DVD into your computer’s DVD-ROM drive, and restart the
computer. Windows 7 Setup should start automatically.

21
Unit-1
Step-3
Step-4 Select “Custom” option, for fresh installation of windows 7.

22
Unit-1
Step-5 Provide the name of user you want to create and the name of the computer. Also
enter the new password in the next screen.
Step-6 Type the product key which is provided by the Microsoft corporation at the time
of purchase of Windows 7.

23
Unit-1
Step-7 Set the date, time and time zone also. You may set these all later on also.
Step-8 After this, all the settings finalizes by setup.

24
Unit-1
Step-9 Finally, Windows 7 desktop appears at the end of installation.
Step-10 After the installation, the first setting to be change is display setting. To do this,
right click on the desktop, select “Screen resolution”

25
Unit-1
Step-11 Click on the resolution and select the desired setting for display.

27
Networking
and Internet
Networking
and Internet
Unit - 2Unit - 2

28
Unit-2
Learning Objectives
After studying this course the students will be able to
v What is Network? Types of Network
v Advantage and disadvantages of network.
v Networking devices.
v What is Internet?
v Network Safety concerns.
v Network security tools and services.
v Cyber security.
v Safe Practices on social networking.
Introduction
Today everywhere like banks, IT Company, retail sector, education, transportation etc.
you could find the implementation of computer networking.
A network is connection of two or more computers that are linked to share resources
(Hardware/Software). This lesson gives idea about what is network and how many types of
network we have? What are the advantages and disadvantages of computer network?And
the different network devices for LAN/WAN that are used to setup computer network.
This lesson also gives you practical hands on experience on network Communication,
internet, basic network security, cyber security etc. Additionally it also helps the learner
on various network security tools.
Here you will also learn about what the social networking sites are and how to access
them safely.
What is Network?
A network is two or more computers, or other electronic devices, connected together so
that they can exchange data.
For example a network allows computers to share files, users to message each other, a
whole room of computers to share a single printer, etc.
Let’s have look on network diagram. You can see many computers,server,printer are
connected through cables for resource sharing.

29
Unit-2
Why Do Our Computer Need Network?
There are some reasons why someone with more than one computers want to connect
into a network. What the network will actually be used for ?, of course it will vary depending
on the needs of the person or company who is creating the network.
Networks can be used for simple tasks, such as sharing a printer, or it can be used for
more advanced applications such as worldwide video conferencing.
The list that follows some of the reasons for networking computers:
• File sharing. Networking makes it very easy for the users on the network to share
application files. For an example when we are able to download a song from internet
it means that song is stored on a particular computer over the internet and has
been publicly shared over the internet that’s why we are able to download anything
like movie/any document/songs etc by the use of internet. So this is known as file
sharing.
• Hardware sharing. Users can share devices such as printers, CD-ROM drives, and
hard drives.
Given picture tells you hardware resource sharing. As we know printer is hardware
device and everyone is printing his/her document sitting in his desk/seat through the
one printer. it means this printer is shared with everyone on the network. So this will be
one example for hardware sharing.

30
Unit-2
User communication: We mostly utilize internet for chatting/video conferencing. It
means we are making use of computer network for our communication with friends/family
etc who are in the different cities. It is only possible because of Computer network.
There are two types of computer networks
• LAN
• WAN
• Local Area Network (LAN): A LAN is two or more connected computers sharing
certain resources in a relatively small geographic location (the same building, for
example).
• Wide Area Network (WAN): A WAN typically consists of 2 or more LANs. The
computers are linked by telephone lines, radio waves, satellites etc.The Internet is
the largest Wide Area Network (WAN) in existence.
•

31
Unit-2
Advantages of Installing a Network in schools
1) Connections: Administrators, instructors, and even students and guests can be
connected using the campus network.
2) Services: The school can provide services, such as registration, school directories,
course schedules, access to research, and email accounts, and many others.
(Remember, network services are generally provided by servers).
3) Internet: The school can provide network users with access to the internet.
4) Computing resources: A high quality printer that is installed in the network for
whole campus can be used by instructor or student both.
5) Flexible Access: School networks allow students to access their information from
connected devices throughout the school. Students can begin an assignment in
their classroom, save part of it on a public access area of the network (Server).
6) Workgroup Computing: Software allows many users to work on a document or
project concurrently. For example, educators located at various schools within a
county could simultaneously contribute their ideas about new curriculum standards
to the same document, spreadsheets, or website.

32
Unit-2
Disadvantages of Installing a Network in school
1) Expensive to Install: Large campus networks will be expensive in case of more
computers Cabling, network cards, switches, routers, wireless access points, and
software can get expensive, and the installation would certainly require the services
of lab technicians who will handle the network.
2) Servers Fail: Although a network server is no more subject to failure than any other
computer, when the files server “goes down” the entire network may come to stop.
3) Cables May Break: One broken cable can stop the entire network.
4) Security and compliance: Network security is very important. A school network
should be subject to more strict security requirements than a corporate/company
network, because of its chances of storing personal and confidential information of
network users.
Network devices
Without network devices our computers wouldn’t be able to connect to the internet as
well as to other computers . It is thus very clear that these are very important devices
and without them we cannot be able to work efficiently with our computers.
Common Data Network Symbols

33
Unit-2
Some network devices are given in the picture that are used to form a network. Where
when we form a LAN then some devices will be used and when we setup WAN some
extra devices will be used. we will have a look on this that will help you to understand
name of LAN/WAN devices.
Lan Devices-1
NIC Card
A network interface controller (NIC) card is a computer hardware component that
connects a computer to a computer network. it is also known as a network interface
card, network adapter, LAN adapter, Ethernet card) is a computer hardware component
that connects a computer to a computer network.You can see the NIC card picture given
below.
2. Hub
Hub is a device that is used to connect more than two computers together for data file,
resource sharing etc in the network.

34
Unit-2
3. Switch
A switch is a telecommunication device that receives a message from any computer/
device connected to it and then transmits the message only to the device for which the
message was sent. This makes the switch a more intelligent device than a hub (which
receives a message and then transmits it to all the other devices on its network). Switch
is also known as multiport bridge.
4. Bridge
Bridge is similar to Switch. Bridge has less number of connecting ports than switch
Wan Devices
1. Router
Routers are the physical devices that connect multiple different networks together. As its
name tells us that this device defines the route for data packets. Like by which route the
data will be forwarded if more than routes are available.

35
Unit-2
2. Modem (Wireless/Wired)
Modems are networking devices that convert analog and digital data for computer-to-
computer communication. Analog data used on telephone lines and the digital form
used on computers. It is also known as: modulator demodulator.
What is internet?
History of Internet
• In 1969, the US Department of Defense started a project to allow researchers and
military personnel to communicate with each other in an emergency. The project
was called ARPAnet and it is the foundation of the Internet. In 1971 Ray Tomlinson
made a system to send electronic mail.
• in April of 1999, there were 92.2 million Internet users over the age of 16 in the
United States and Canada. By 2005, it is predicted 75% of the total US population
will be online.
• Internet is the example of WAN network.

36
Unit-2
Network Security
Security is the process/technology that provides safe data communication over the
network and it provides security to the computer or to the whole network. There are
many types of security software including antivirus software, encryption software,
firewall software and spyware removal software. Additionally, many operating systems
also come preloaded with security software and tools. The two most common types
of security software used for personal computer security are antivirus software (virus
protection software) and antispyware software (spyware removal software).
There are many safety concerns that you have to follow to safe your computer. List is
as given
• Never share your password - with anyone.
• Use strong passwords that contain at least 8 characters and a combination of
alphabetic, numeric, and symbolic characters.
• Do not base your password on casual personal information, such as your birth date
or something that anyone would know about you.
• Change your password regularly.
• Don’t write down your password - anywhere.
• Log off of public computers if you either step away from the keyboard or are finished
using it.
Network Security tools and services
Network security tools are some software that are used to secure network infrastructure
and these software give information about the network .for an example which system is
creating problem. some of the tools are as given
1. Network Sniffers, Protocol Analyzer and Packet Capturing

37
Unit-2
• Sniffers that is used to monitor data on the network. A sniffer can be a software
program or a hardware device on a wired network. Sniffers can capture traffic of the
network. One of those tools called a protocol analyzer makes this job easy.
• IT professionals use these tools to find and resolve problems on their network,
ensuring a safe, secure and well-managed data network.
2. Port Scanning IP Scanner Tools
Why do I need a network port scanner?
• Every network administrator should be aware of the fact that a network port scanner
is one of the most important utilities they will use in their day-to-day duties. Every
network LAN and WAN is at risk of suffering a security threat that can destroy a
network. Vulnerabilities exist in every corner of the network that results into careless
configuration.
• By using this tool a network technician can get to know at what part he has to secure
the network or computer system.
3. Internet Filtering Software Monitoring Tools
• Internet filtering solutions that gives you the ability to control what content/websites
your users can access. Tools that can secure school, company and home internet
access.
• The Importance of Using An Internet Web Filter In Your Business/school

38
Unit-2
• An internet filter is software designed to block employees/students from the many
inappropriate websites that they are not allowed to visit.
• Web Filters Can Prevent Employees/studentsFrom Seeing Images and Content
Dealing With:
 Alcohol
 Drugs
 Violence
 Gambling
 Weapons
 Tobacco
• Web filters can prevent employees/students from using social networking websites
like face book, LinkedIn etc. all together. Most students/employees are simply not
mature enough to use it.
• Web filters ensure that even if managers are not present for any reason, that there is
no possibility of their employees becoming diverted by the inappropriate and illegal
content and images floating around the internet.
Why Business Owners Need To Use Internet Filters
1. They won’t always be present to monitor internet activity.
It is impossible for business owners to supervise every moment that their employees
spend online while at work. Business owners are busy with both the physical aspects of
the business, as well as planning for the future of the company.

39
Unit-2
2. They keep track of all online activity.
The internet web filters available on the market today not only prevent negative images
and videos from being accessed by employees, but it also keeps track of the internet
search history of everyone using company computers.
3. Firewall Software, Hardware Security
What is firewall?
• A firewall is a system designed to prevent unauthorized access to a network. You
can implement a firewall in either hardware or software form, or a combination of
both. Firewalls prevent unauthorized Internet users from accessing private networks
connected to the Internet.
• All messages entering or leaving the intranet (i.e., the local network to which you
are connected) must pass through the firewall, which examines each message and
blocks those that do not meet the specified security criteria.
Cyber security
What is Cyber security?
• Cyber security is the technology and process that is designed to protect computers,
networks and data from unauthorized access, vulnerabilities and attacks delivered
via the Internet by hackers.

40
Unit-2
• ISO 27001 (ISO27001) is the international Cyber security Standard that provides a
model for establishing, implementing, operating, monitoring, reviewing, maintaining,
and improving an Information Security Management System.
• Cyber crime - It is any illegal activity that uses a computer for the storage of evidence.
This can take many forms including the gaining of credit/debit card data,
• Cyber Attack is also a cyber crime which can also be called a Computer Network
Attack (CNA) is an attack from one computer to another using a network intentionally
to alter, disrupt, deny, degrade, or destroy the data.
Prevention Tips
The below tips provide basic information on how you can keep your computer and your
identity safe.
• Keep your computer current with the latest patches and updates.
• Make sure your computer is configured securely.
• Choose strong passwords and keep them safe.
• Protect your computer with security software.
• Shield your personal information.
• Online offers that look too good are not always true.
Keep your computer current with the latest patches and updates.
One of the best ways to keep cyber attackers away from your computer is to apply
patches and other software fixes when they become available. By regularly updating
your computer.
While keeping your computer up to date will not protect you from all attacks, it makes it
much more difficult for hackers to gain access to your system.
Make sure your computer is configured securely.
• Keep in mind that a newly purchased computer may not have the right level of
security for you. When you are installing your computer at home, pay attention not
just to making your new system function, but also to making it work securely.
• Configuring popular Internet applications such as your Web browser and email
software is one of the most important areas to focus on. For example, settings in
your Web browser will determine what happens when you visit websites on the
Internet.

41
Unit-2
• If you are uncomfortable configuring your computer yourself, consult someone you
know and trust for assistance or contact the vendor directly.
Choose strong passwords and keep them safe.
The following tips can help make your online experiences secure:
• Select a password that cannot be easily guessed to keep your passwords secure
and away from the wrong hands. Strong passwords have eight characters or more
and use a combination of letters, numbers, and symbols (e.g., # $ % ! ?).
• Avoid using any of the following as your password: your login name, anything based
on personal information such as your last name, and words that can be found in the
dictionary. Try to select especially strong, unique passwords for protecting activities
like online banking.
• Change passwords on a regular basis, at least every 90 days.
Protect your computer with security software.
• Several types of security software are necessary for basic online security. Security
software essentials include firewall and antivirus programs.
• A firewall is usually your computer’s first line of defense–it controls who and what
can communicate with your computer online. You could think of a firewall as a sort of
“traffic cop” that watches all the data attempting to flow in and out of your computer
on the Internet, allowing communications that it knows are safe and blocking “bad”
traffic, such as attacks, from ever reaching your computer.
• The next line of defense is your antivirus software, which monitors all online activities
and protects your computer from viruses, worms, Trojan horses, and other types of
bad programs.
Shield your personal information.
• Don’t respond to email messages that ask for personal information. legal companies
will not use email messages to ask for your personal information. When in doubt,
contact the company by phone or by typing in the company Web address into your
browser. Don’t click on the links in these messages as they make take you to a fake,
mean websites.
• When visiting a website, type the URL directly into the Web browser rather than
follow a link within an email or instant message.

42
Unit-2
• Pay attention to privacy policies on websites and in software. It is important to
understand how an organization might collect and use your personal information
before you share it with them.
Online offers that look too good are not always true.
Sometimes you may see on the website that you have won 100000Rs.please click here
to know more.So these type of messages are always fake. By mistake if you click on the
message then they will ask for some bank account no and more information. All these
information will help them to gather your personal information for further attack so never
believe on these online offers.
The old saying “there’s no such thing as a free lunch”.
If an offer looks so good it’s hard to believe, ask for someone else’s opinion, read the
fine print, or even better, simply ignore it.
Safe Practices on social networking
Overview
Here we’ll look at some social networking sites, such as Facebook, Twitter, Google+
and LinkedIn. Sites such as these are powerful tools, allowing you to meet, interact with,
and share with people around the world. In this section we will discuss how to use these
sites safely.
Privacy
Social networking sites are a powerful and fun tool, but
be careful what you post and whom you trust.!
A common concern about social networking sites is your privacy, the risk of you or others
sharing too much information about yourself. These dangers of over sharing include:
1) Damaging Your Career: Embarrassing information may harm your future. Many
organizations search social networking sites as part of a new employee background
check to see what has been posted about you. Any embarrassing or incriminating
posts, no matter how old they are, may prevent you from getting that new job. In
addition, many universities conduct similar checks for new student applications.
2) Attacks Against You: Cyber criminals can collect your information and use it for
attacks against you. For example, they can harvest your personal information to
guess the answers to “secret questions” that websites use to reset your passwords
or perhaps apply for a credit card using your personal information.

43
Unit-2
Safety Tips
Features of these online networks include: picture posting, posting of particular
information, physical location disclosure, blogging, file-sharing, social calendar ability,
and the ability to write and receive comments from others.
However, there are risks associated with online communities. Below are some safety
tips which pertain to online networks.
Information Disclosure
Everything a user posts online is optional. Information such as home address, school
address, cell phone number, class schedule, email address, birthday, and more can be
used to positively identify a user.
A positive identification may lead to personal harm. Identity theft, or harassment can
occur.
The information posted may affect other individuals. A roommate or family member may
unintentionally become affected by a user’s posted information.
Security on Social Networking Sites
Here are some steps to protect yourself.
1) Login: Protect your social networking account with a strong password. Do not
share this password with anyone or use it for other sites. In addition, some social
networking sites, such as Facebook or Google+, support features for stronger
authentication, such as using one-time passwords when logging in from public
computers or using your phone as part of the login process. Enable these features
where possible.
2) Encryption: Many sites, such as Facebook, Google+, and Twitter, allow you to force
all communications with the website to be encrypted (called HTTPS).Whenever
possible, enable this option.
3) Links: Be careful of clicking on links posted on public pages. Viruses and worms
spread easily on such sites. If a link seems odd, suspicious, or too good to be
true, do not click on it.even if the link is on your most trusted friend’s page. Your
friend’s account may have been hijacked or infected and now be spreading
malware.
4) Apps: Some social networking sites give you the ability to add or install third party
applications, such as games. Keep in mind these applications and they may have
full access to your account and the data you share. Malicious apps can use this

44
Unit-2
access to interact with your friends on your behalf and to steal and misuse personal
data. Be careful, and only install apps that come from trusted, well-known sites.
Once they are installed, make sure you keep them updated. If you are no longer
using the app, then remove it.
Email Messaging Modify Message Settings
Sometimes it is necessary to alert recipients about the importance or sensitivity of the
information you are sending as well as making sure that your message has been received
and read. At the same time, as a recipient of email, it is critical that senders know when
you will be able to respond to their email. Moreover, when you email regularly to the
same group of people, there is a great way to save time.
In addition, you may want to insert hyperlinks about resource in a mail you send. In the
following five sessions, you will learn about all these features of emailing software.
Relevant Knowledge
You have already learnt to work with email messages using the email messaging
software. Email messaging software allows us to modify various settings such as setting
importance, confidentiality, set color category, delivery options, etc.
Message settings alert the recipient of the message about the importance and sensitivity
of a message. Both the message importance and sensitivity are indicated by an icon
after the message subject in the Inbox.
Importance
Email messaging software allows you to set priority for messages. For example, since
exam schedule is of high importance, you can set the importance level of exam related
emails to high.
If you want to set high importance for a mail message as a one time activity, do the
following:
1) Compose a new mail message.
2) Click red exclamation (!) under Options group in Message tab.
3) Send the email message to a recipient.
Messages will be marked with red exclamation (!) when viewed by the recipients
indicating that this message is of high importance (figure below).

45
Unit-2
To set importance level as high for all outgoing messages, do the following:
1) Select Tools Options
2) Select E-mail Options...under Preferences tab
3) Select Advanced E-mail Options...in E-mail Options dialog box.
4) Select High from Set importance: dropdown list under When sending a message
section.
5) Click OK thrice to save the settings and move to the previous window.
6) Now compose and send a mail to a recipient.
Notice the message received by the recipient is marked with red exclamation (!).
Note: By using the above specified settings, all outgoing messages will be marked as
High, even messages that have low priority. This can be very misleading. Use high
importance only for critical email messages.
Sensitivity
When you send a mail that as sensitive information, it may be accidently forwarded
to another person or to a group by the recipient. In such cases, you can indicate the
sensitivity of the message by special markers such as normal (default), private, personal
or confidential. This way the recipient can be made aware of the sensitivity of the
message. To mark a message as Private, do the following:
2) Select Options tab.

46
Unit-2
3) Click on the dropdown arrow in More Options group. The Message Options dialog
box opens:
4) Select Private under Sensitivity: dropdown under Message settings (image above).
Click Close.
5) Send this message to a recipient.
The recipient will see a message similar to the one below when the mail is viewed.

47
Unit-2
Note that this option is just an indicator to the recipient, sent with a belief that the recipient
will be ethical and keep the message private, not highlighting the contents to others.
However, the recipient can choose whatever he/she wants to do with such an e-mail.
Delivery Options
Delivery options include settings that:
• Specify that replies be sent somewhere other than to the sender of the message.
• Delay delivery of the message until a specified date or time. The message is stored
in the Outbox until it is delivered.
• Have the message expire after a specified date or time. After the expiration date,
if the message has not been opened yet, it is deleted. If the message has been
opened, it is crossed out.
Setting Expiration
You can set expiry date and time for time sensitive messages. For example if you
send an email to a large group announcing a public gathering at a specific date
time, you generally do not expect participants to join the gathering after the specified
date and time and it is useless if this message is viewed by the recipients beyond
the schedule. Hence, you can set the mail to expire automatically beyond a particular
schedule and mails will be marked with the status as expired denoted by a strikeout
icon.
For example, you need to compose a mail to announce an Interschool competition
along with its schedule. To set the message to expire beyond the schedule, do the
following:
1) Create the appropriate mail.
2) Select Options tab and click dropdown arrow in More Options group. A Message
Options window appears.
To set expiration, select the checkbox next to Expires after under the section Delivery
Options and specify the exact date and time as mentioned in the schedule.
3) Send the email message to a recipient
The message is displayed with a strikethrough (figure below), if viewed by the
recipient after the date and time has elapsed, indicating that the message is no longer
valid.

48
Unit-2

Delay Delivery
If you want to send a message on a later date, at a specific schedule, you can use the
delay delivery option. Delay delivery is useful when you want to delay the message
delivery for example, announcing a time sensitive activity such as a contest or when
waiting for a confirmation from your supervisor about an announcement. In such cases,
you can prepare the mail in advance but set it to shoot off later.
To understand how to specify delayed delivery, do the following:
1) Compose a new mail message announcing a painting contest - “Miracle of
Hands”.
2) To delay the delivery, select Options tab. Select the dropdown arrow in More Options
group. The Message Options dialog box appears.
3) To set the mail to be sent at a later schedule, check Do not deliver before: under
Delivery options section and select a data time from dropdown list. For this
exercise, select the current date as date and set the time 5 minutes from the current
time. Click Close.
4) Now send this message to a recipient.
Notice this message will be queued in Outbox and will be sent only at the specified
time.
5) Now compose another message and send this immediately to a recipient. Note the
difference.
Notice the second message is delivered immediately to the recipient; message marked
for delayed delivery will be sent only at the specified time. Check with the recipient if
they have received the contest mail after the delayed schedule.
To delay the delivery for all messages, do the following:

49
Unit-2
For example, to set the messaging software to delay delivery of mails for all messages
by 60 minutes, do the following:
1) Select Tools Rules and Alerts. Click New Rule... A dialog box appears.
2) Select Check messages after sending from the dialog box Step1: Select a
template.
3) Click Next. A window similar to the one below appears indicating that this rule will
be applied all messages. Click Yes.
4) Check defer delivery by a number of minutes under Step 1: Select action(s).
5) Select a number of from the dialog box Step 2: Edit the rule description (click an
underlined value).
Step 2: Edit the rule description (click an underlined value)
Apply this rule after I send the message defer delivery by;a number ciflminutes
6) A Deferred Delivery dialog box appears. You can specify the delay in minutes here.
In this case enter the value as 60.
7) Click OK. Click Next twice and Click Finish. Click OK.
8) Now compose a new test mail message and send it to a recipient.
Notice the message is queued in the outbox waiting to be sent 60 minutes later.

50
Unit-2
9) To confirm, select outbox. Double-click the queued message. Select Options tab,
select dropdown arrow in More Options group.
10) Notice the schedule set automatically 60 minutes from now under Do not deliver
before: (data time values).
Receiving a confirmation (Requires Exchange environment and/or ISP support)
Sometimes, when you send important messages, you may need a confirmation that the
email message sent by you has reached the recipient. Email messaging software can
track delivery of messages; however, this is not a guarantee that the recipient has read
and understood the message.
If you want to specify the confirmation settings as a onetime activity, do the following:
1) Compose a new email message.
2) Apply the Request a Delivery Receipt option available under Tracking group in
Options tab.
3) Send the email message to a recipient.
You will receive an email message either with icon next to the mail message if it is
delivered to the recipient or with icon next to the mail message if it is not delivered.
To receive delivery receipts for all outgoing messages, do the following:
1) Select Tools Options.
2) Select E-mail Options...under Preferences tab.
3) Select Tracking Options...under E-mail Options dialog box.
4) Select Delivery receipt under the section For all messages I Send, request:
5) Click OK thrice to save the settings and move back to the previous level.
Notice that you will receive delivery receipts for all outgoing messages once delivered
to the recipient.

51
Unit-2
Read Receipt
If want to receive a notification when the recipient has viewed or read your mail, you
can use the Read Receipt feature. To receive a notification for a single mail, do the
following:
1) Compose a new email message
2) Apply the Read Receipt option available under Tracking group in Options tab.
3) Send the email message to a recipient
When the recipient of your mail has viewed the mail, he/she will see a dialog box
requesting permission for sending notification to the sender of the mail.
If the recipient clicks Yes (a decision made by the recipient), then you will receive a mail
that the message was read by the recipient indicated by the • icon next to the email
(figure below).
If the recipient has clicks No, you will not receive any notification. However, if the message
is deleted without begin viewed or read, you will receive an email with Message Deleted
Without Being Read notice indicated by --^icon next to your mail message.
To receive read receipt notification for all messages, do the following:
2) Select E-mail Options...under Preferences tab.

52
Unit-2
3) Select Tracking Options...under E-mail Options dialog box.
4) Select Read receipt under the section For all messages I Send, request:.
5) Click OK thrice to save settings and move to the previous level.
Notice that you will receive red receipts for all outgoing messages if the recipient chooses
to click Yes.
Note to instructor: Disable the rule before moving to next section as this rule will delay
all other activities in this session. To disable, select Rules and Alerts, uncheck this rule
and Click OK.
Flag Messages
Imagine yourself in a role in which you interact with many people through mails everyday;
it would be extremely difficult when you want to track multiple activities. You may forget
to respond to a vendor, sign a contract or follow-up with someone for an important
decision. Flagging email messages can help you to manage emails much effectively.
For example if you want to set a remainder for yourself, do the following:
1) Select a mail message from the list
2) Select Actions Follow Up Custom...

53
Unit-2
3) In the custom dialog box (figure below) under Flag for Me:, select Reply from Flag
To: dropdown list.
4) To set an alarm, check Reminder: and select a date and time from dropdown
values.
5) Click OK
Reminders are stored in the email messaging software as To-Do’s lists. To view list of
To-Do’s, select Go Tasks. Notice the follow up listed under To-Do list flagged along
with reminder (Left) and action to perform (Right).
If you want to send a message to someone and you need a reminder for yourself for
following up, do the following:
1) Compose a new mail message

54
Unit-2
a. Select Follow Up dropdown arrow under Options group. Select Custom.
b. Check Reminder: select a date and time convenient to you for a follow up.
c. Click OK.
2) Send the message to a recipient.
a. Select Go Tasks to view the To-Do list. Notice the reminder set in the list.
Sometimes you may delegate a task to your colleague and expect a response. If your
colleague forgets about the delegated task, you may not receive the response on time.
To avoid this, you can flag the message you wanted your colleague to respond. To set a
reminder for a task delegated to your college, do the following:
a. Select Follow Up dropdown and select Flag for Recipients...
b. Under Flag for Recipients section, select Reply from Flag To: dropdown list,
select data and time under Reminder: dropdown.
d. Click OK.
2) Send the message to a recipient.
Note: Following screen will be available only on the recipient’s email messaging
software.
Mail message flagged using this procedure is displayed to the recipient similar to the
one below:

55
Unit-2
Flag icon on a mail message
Notice the flag icon ^ next to the mail message (Left) and text above Sent: (Right). Now
the recipient can add this flagged reminder to their calendar by:
1) Right-click on the flag icon
2) Select Add Reminder... (figure below)
3) Click OK in the Custom dialog box.
Now the reminder is added to the To-Do list in Recipient’s email messaging software. To
view the to do list, select Go Tasks.

56
Unit-2
Notice the flagged reminder (left) and text (Right).
Since the reminder is added to the recipient’s calendar, alerts may pop-up depending on
how the recipient’s messaging software is configured. Recipient can send a reply to the
sender to indicate the completion of task.
Voting
Imagine a situation where you want to finalize a decision based on votes from a group
of audience. Usually a meeting is conducted or groups are collected for voting. This
requires lot of time spent by each voter. To save time and money, electronic votes are
used, especially if a large group (possibly located in different geographical locations) is
being addressed.
For example, to conduct a survey across your school to have special computer lab
classes over a weekend, do the following:
1) Compose a new mail message explaining the details of this survey.
2) To insert voting buttons, do the following:
a. Select Options tab
b. Select dropdown arrow in More Options group. The Message Options dialog
box appears.
c. Select Yes;No from Use Voting buttons: dropdown list in Voting and Tracking
options section (image below). For now, select Yes;No from the list.
d. Click Close
3) Send the message to a recipient or group of recipients.
Recipients will receive your mail just like any other mail, except that in addition they
can choose Yes or No from a menu similar to the one below. Message viewed in inbox
(figure left) and when opened (figure right).

57
Unit-2
Recipients can respond either by choosing Yes or No from the dropdown depending on
their decision with or without additional comments. When recipients click Yes (or No), a
window similar to the one below appears:
• If Send the response now is selected, the decision is sent immediately
• If Edit the response before sending is selected, messaging software allows you to
add comments before sending the vote.
4) Click OK.
Once recipients have made their votes, the sender will receive the results with the voting
decision in the Subject line (figure below).

58
Unit-2
If you have received large number of responses, it is easier to track the responses by
viewing the number of votes instead of checking mails one by one. To view the response,
click on the title area above From:, and click View voting responses.
A window similar to the one below appears with a list of results.

59
Unit-2
Note: Not all recipients vote. Responses from recipients who voted will be displayed
in the result. You can consolidate the results from the recipients to make the decision
based on votes. You can customize the voting dropdown by specifying values separated
by semicolons in Use Voting buttons: dropdown list. Examples:
• Recommend; Don’t Recommend
• Monday; Wednesday; Friday
Categories
You have learnt to create color categories for appointments using Calendar. Now, you
will learn about a similar concept with mail messages.
When you have large number of mails in your inbox, it may be difficult to locate specific
messages. You can color code and categorize messages that are easier to locate. For
example, Blue color can be mapped to messages from vendors, Red for mails from
supervisor, Green for mails from colleagues, etc.
For example to apply a color, do the following:
1) Double click on a message
2) Select Categorize dropdown menu from Options group

60
Unit-2
3) Select Blue Category from the dropdown list. A Rename Category dialog box
appears (figure below).
4) Type Vendor in the Name: text box and click Yes.
From now on, you can mark the messages vendor that will be easier to locate. You
can modify the existing color categories or create your own categories by doing the
following:
1) Select Actions Categorize All Categories...
a. To rename an existing category:
i. select {color name} Category
i. Click Rename.
iii. Type a name, for example Office and click OK.
b. To add a new color and a category:
i. Click New...

61
Unit-2
ii. Type a new in the Name: text box
ii. Choose a color from Color: dropdown and a shortcut from Shortcut Key:
dropdown.
iii. Click OK.
Now you can assign this category whenever you receive mails from clients.
Exercise
Perform the following activities till you are confident:
S. No. Activities
1. Modify the settings to receive Read Receipt for all messages.
2. Modify the settings to delay the delivery for all messages by 2 hours.
3. Create 2 different votes for:
a. Weekend Special Classes for a Subject, use “Agree and Don’t Agree” for
voting values.
b. Buying a book at Flipkart.com, use “Recommend and Don’t Recommend”
for voting values.
Send it to your classmates, collate and present the results.
Assessment
Answer the following questions:
1. Explain the procedure to mark high importance to mail messages with an example.
2. Explain the procedure to request read receipt for all mail messages.

62
Unit-2
3. Explain the procedure to set expiration for a message with an example.
4. Explain the procedure to set sensitivity options with examples.
5. Explain the procedure to set voting options w’th examples.
Fill in the blanks
1. To set high importance for a mail message, click ____________________ red
exclamation (!) under __________________ group in __________________ tab.
2. Do not deliver before option is available under __________________ options
section in __________________ dialog box.
3. Four levels of sensitivity options are ________________ , _________________ ,
and _________________ .
4. Voting options is available in ________________ group under ________________
tab.
Relevant Knowledge
Why have different formats?
You have already learnt how to compose email messages. When sending emails, you
need to consider if the recipients have necessary support to view the email as intended.
When a recipient views your mail using a email software different from yours, the message
may appear distorted or garbled making it difficult to read. In such cases, you need to
send the message in a format that is acceptable to the recipient’s email software.
Email messaging software supports a variety of formats to address these kinds of issues.
For example if a recipient reports that their email software can accept text formats without
any problems, it is advisable to change the format at your end before sending the mails.
Modify email format
To modify message formats, do the following:
1) Open the email messaging software.
2) Go to Tools Options. A Options dialog box appears.
3) Select Mail Format tab. Notice the list available under Compose in this message
format dropdown list in the section Message format.

63
Unit-2
Email messaging software supports the following formats:
1. HTML - This is the default message format in email messaging software. This
format allows the user to add formatted text, images, and hyperlinks in the
message. Message composed using this format look like document.
2. Plain Text - This format of email message enables the user to add only text
contents without any images or text formatting such as bold, italic, colors, etc.
This format is supported by all email messaging software. You can use this
when you need maximum compatibility.
3. Rich Text - This format enables the user to add formatted text content. The
email messaging software automatically converts the RTF format to HTML
while sending over the Internet.
Note: In most cases, you can leave the default setting as it is. Change the message
format settings only if the recipient is having issues viewing your mails.

64
Unit-2
Using Plain Text Format
Plain text format is a simple text format that has widest compatibility compared to other
formats. Since plain text format is pure text, mails composed using this format are smaller
and move faster compared to other formats.
If you want to send a plain text message as a onetime activity, you can change the
message format at the time of composing an email by doing the following:
1) Select File New Mail Message.
2) Select the Options tab.
3) Select Plain Text under Format group.
4) Now compose a test message.
Notice that options such as bullets, paragraph options are greyed out as you cannot
use advanced text formatting when using plain text format.
5) Send the mail to a recipient and observe the format received by the recipient.
If you want to set your email messaging software to use only Plain text format for all
outgoing messages, do the following:
2) Select the Mail Format tab.
3) Select Plain text from the Compose in this message format: dropdown list (in the
Message format section).

65
Unit-2
4) Click on Apply.
5) Click OK.
Now select File New Mail Message. Notice the default mail format is in plain text
(Plain Text option is selected in the Options tab).
Using HTML Format
HTML format is similar to that of a webpage containing text and graphics formatted in
a specific way. Messages composed using this format appear as it would appear in
a web browser. HTML mails are used in scenarios that require attractive messages
such as a newsletter or marketing emails. However, since HTML mails contain graphics,
colors, tables, URLs, etc, they take up more mail space making the email bulkier and it’s
movement is slower compared to other formats.
Most email software includes support for HTMLformat through a GUI editor for composing
mails and a rendering engine for displaying HTML mails.
If you want to send a HTML Mail message as a onetime activity, you can change the
message format at the time of composing an email by:
1) Select File New Mail Message.
2) Select Options tab.
3) Select HTML under Format group.
4) Now compose a test message; notice options such as bullets, paragraph options
are available as you can use advanced text formatting in the HTML format.
5) Now send the mail to a classmate and observe the format received by the
recipient.
If you want to set your email messaging software to use only HTML format for all
outgoing messages, do the following:
2) Select Mail Format tab.
3) Select HTML from the Compose in this message format: dropdown list (in the
Message format section).
4) Click Apply.
5) Click OK.
6) Now select File New Mail Message. Notice the default mail format is in HTML
(HTML option is selected in Options tab).

66
Unit-2
Rich Text Format
Rich Text format is a proprietary format developed by Microsoft. RTF is recommended
when you use Microsoft Exchange, a mail server from Microsoft. However, Outlook
automatically converts email messages composed using rich text format to HTML format
when it is sent to an Internet recipient such as Gmail or Yahoo! Mail.
Note: It is recommend to use HTML format if you send and/or receive mails from
recipients using a variety of mail servers/clients to avoid any compatibility issues.
If you want to send a mail message using rich text format as a onetime activity, follow
the same steps as learnt for HTML and then select Rich text under Format group
Now when you compose a test message; the options such as bullets, paragraph options
will be available .
Send the mail to a recipient and observe the format received by the recipient.
Similarly, you can set your email messaging software to use only rich text format for all
outgoing messages
Exercise
S. No. Activities
1. Compose a bi-monthly newsletter to be sent to all your classmates based on
the guidelines below:
a. Announce an activity to be held in school or neighborhood
b. Include promotional pictures
c. Use HTML format
Assessment
1. Explain the different message formats in email messaging software.
2. Explain the procedure to use plain text format for sending a mail (one time
activity).
3. Explain the procedure to set HTML format as the default mail format.

67
Unit-2
Fill in the blanks
1. You can change mail formats from Tools Options, ____________________ tab.
2. You can compose mail messages in ________________ , _________________
and ________________ .
Relevant knowledge
Understanding Out of Office Notification
Out Of Office feature of messaging software (referred to as OOO), automatically sends
a standard reply to your incoming messages while you are out of the office, on leave/
vacation or having limited access to mails.
Configuring an Out of Office notification
To configure the out of office notification, as a first step, you need to create a template
that will be used when automatically responding to received mail. Do the following:
1. Start the email messaging software.
2. Go to File New Mail Message, and compose a message similar to the one
below.

68
Unit-2
3. Now, save this as a template. Click File Save As. A dialog box appears as shown
below.
4. Specify a name, select the relevant option from Save as type dropdown menu and
click Save. If you are using MS-office, the option would be Outlook Template.
5. You need to formulate a rule so that whenever you receive a mail, the message
in the template is sent as a reply to the sender. To setup the rule, select Tools
dropdown menu.
6. Click Rules and Alerts.... A Rules and Alerts dialog box appears similar to the one
below.

69
Unit-2
7. Click New Rule.... A Rules Wizard dialog box appears (figure below).
8. Select Check messages when they arrive under Start /rom a blank rule and click
Next.

70
Unit-2
9. In the next step, you need to specify to the conditions that need to be checked.
a. Select the sent only to me option available under Step 1: Select condition(s)
and click Next.
10. In the next step, you need specify what you want to do with the message. Here, select
reply using a speci/ic template option available under Step 1: Select action(s).

71
Unit-2
11. Now, you need to specify the template to be used. Under Step 2: Edit the rule
description (click an underlined value), click a specific template. A Select a Reply
Template dialog box appears (figure below).
12. Select the template (use Look in: dropdown menu to locate the template) and click
Open.
13. Click Next. The Rules Wizard dialog box appears where-in you can specify any
exceptions to the rule you have just created. (figure below).
14. For now, click Next. Click Finish on the next window. Finally, click OK.
From now on, the message specified in the template will be sent automatically whenever
you receive a mail.
You can also set up rules to forward mails from a specific client to a colleague who is
handing issues in your absence or to forward messages on a critical project to your
manager.

72
Unit-2
Exercise
Perform the following activities until you are confident:
S. No. Activities
1. Configure Out Of Office for Annual Holidays. Use the following samples as
guidelines:
Sample 1:
Thank you for your message. I am not available until DATE and I have limited
access to my Emails.
If urgent, please contact – Phone + or email
Regards, Your Name
Sample 2:
Thank you for your message. I am not in the Office until DATE and I have
limited access to my Emails.
If urgent, please contact – Phone + or email
Regards, Your Name
Sample 3:
I am currently out of the office and will respond to your email when I return
on Date. If you need immediate assistance, please contact Name at email or
phone. Thank you, Your Name
Assessment
1. Explain Out of Office notification.
2. Explain the procedure for setting up Out of office notification.
Fill in the blanks
1. Rules option is available in ______________________ .
Relevant Knowledge
Understanding distribution lists
A distribution list refers to a collection of contacts or a contact group enabling you to
quickly address and send messages to a group of recipients. For example, if you want to

73
Unit-2
send the exam schedule for 11th grade students, you can create a group that has all the
members of the 11th grade students and then send the schedule to that particular group.
This helps in saving time and avoids leaving out anyone by mistake from the list.
Distribution lists are stored in the contacts folder, where you can identify them by the
distribution list symbol.
Creating a distribution list
You need to create a distribution list before you can work with it. To create a distribution
list, do the following:
1. Open the email messaging software.
2. Go to File New Distribution List. A window, similar to the one below appears.
1) Specify a name for the distribution list, for example my classmates in the
Name: textbox.
2) You need to add contacts to this distribution list. To add contacts, do the
following:
a. Click Select Members option available under Members group. A dialog
box appears with the list of contacts from your address book. Select the
contacts that you would like to add to this distribution list.

74
Unit-2
b. After selecting contacts, click Members - and click OK. Now, the
Distribution List window appears with the list of selected contacts.
3) Click on Save Close option available under Actions. Now a distribution list
is created.
Using the distribution list
To use the distribution list, do the following:
1. Compose a message.
2. Click To..., and the Select Names Contacts dialog box with the list of contacts and
distribution list appears (shown below). Notice the icons for contacts and distribution
lists.

75
Unit-2
3. Select the distribution list from the dialog box and click OK.
4. Click Send. The mail is sent to all the contacts included in the distribution list.
Modify a distribution list
If you add/remove a name in the distribution list temporarily,
1. Click on the plus sign icon preceding the list name in the To... text box.
2. In the Expand List message box, click OK to replace the distribution list with its
members.
3. Add or delete the user name(s) from the To. text box.

76
Unit-2
To modify a list permanently, double click the list you want to modify. Edit the list, Save
and Close to update the list.
Print a distribution list
To print a distribution list, do the following:
1. Click Contacts.
2. Open the distribution list you want to print.
3. Select FilePrint.
Exercise
S. No. Activities
1. Create a distribution list for:
a. your school friends
b. classmates
c. your family
d. your friends at home
Assessment
1. Explain the purpose of a distribution list.
2. Explain the procedure to create and use a distribution list.
Fill in the blanks
1. Distribution List option is available in _____________________ .
2. Select Members option is available in _____________________ group in
_____________________ tab.
Relevant Knowledge
You have already learnt about hyperlinks that are widely used in the Internet. A hyperlink
is an object, text or a graphic that links to another web page, email address, network etc.
Email messaging software includes a facility for sending hyperlinks to recipients. This
is very useful when you need to send reference links to others via email. By clicking the
hyperlink in an email, you can quickly get to the resource.

77
Unit-2
To begin with, open email-messaging software. If you want to include links to website in
a mail message, do the following:
2) Type the website URL in the body text area. For example, if you want to include
a hyperlink to Wikipedia, type www.wikipedia.org or http://www.wikipedia.org and
press Enter. Notice the URL is automatically converted into a hyperlink.
3) Send the message to a contact.
To insert a hyperlink manually, do the following:
2) To insert a hyperlink, click the Hyperlink option available under the Links group in
the Insert tab (shown below).
3) A dialog box for inserting a hyperlink appears (shown below).
4) Type the website URL in the Address: text box. For example, www.google.com and
click OK.
5) Now send the message to a contact.
Inserting lengthy website hyperlinks can look odd or difficult to read. For example:
http://en.wikipedia.org/wiki/Etiquette_%28technology%29. You can insert text to include
lengthier hyperlink. To set hyperlinks through text, do the following:

78
Unit-2
2) Type Etiquette in the message body. Select the text Etiquette, select Hyperlink
from Links group.
3) Type the complete website URL, for example: http://en.wikipedia.org/wiki/
Etiquette_%28technology%29 and click OK. Notice - the text is hyperlinked to the
lengthy URL.
4) Send this message to a contact. When the contact receives the mail and moves the
mouse over the hyperlinked text, the entire link is visible. By clicking the link, the
website can be accessed.
If you want to send a list of hyperlinks in an email for example a list of job websites and
important email address, do the following:
1) Compose a new mail message
2) Type the list of website URL using the procedure mentioned in this session.
3) You can include the mail address in one of the two methods:
a. Type the email address and Press Enter. For example: someone@website.
com.
b. Include simple text content and link that to an email address. For example
type jobl, select the text. Select Hyperlink in Links group under Insert tab.
Type the mail address as mailto:someone@website.com and click OK.
4) Send the mail to a contact.
Sort and Filter Messages Using Multiple Criteria
The person you sent the mail to will receive the websites and email addresses as
hyperlinks (embedded in the mail), which when clicked upon, will open with web browsers
and email clients.
Exercise
S. No. Activities
1. Compose a message with list of:
a. Job websites
b. Email addresses of recruitment consultants
Include the websites and email addresses as hyperlinks.

79
Unit-2
Assessment
1. What is a hyperlink and why would you use it in an email?
2. Explain the procedure to include hyperlinks in email messages.
Fill in the blanks
1. Hyperlink option is available under the _____________________ group in the
_____________________ tab.
As messages accumulate, in your mailbox it becomes important to organize and find
messages as quickly as you can. In addition, you would want to filter out unnecessary
mails (advertisements etc.) rightly called Junk. The next two sessions guide you through
these options in an email messaging software.
Relevant Knowledge
You have already learnt to create, send, receive and open email messages. Over time,
searching for a particular email messages could prove to be difficult as your mailbox
might have innumerable mails.
To help you out of this issue, email-messaging software has features to sort and filter
messages using single or multiple criteria. For example, if you want to locate a mail that
has a large attachment, you can sort mails by size and locate the specific mail from the
sorted list.
Sorting Messages
By default, messages are listed based on timestamp, with most recent mails at the top.
You can change the arrangement to suit your needs.
Single criteria
To sort mail messages based on size (single criteria), do the following:
1) Click View Current View.
2) Select Customize Current View. A Customize View: Messages dialog box appears.
Notice - the default value under Sort... is specified as Received (descending).

80
Unit-2
3) Click Sort.. A Sort dialog box appears.
4) Select Size from the Sort Items by dropdown menu (figure below)
5) Click Ok and move to the previous dialog box. Click Ok here too.

81
Unit-2
Notice the email messages are now sorted by Size, with the mail with the biggest
attachment, irrespective of when it was received, being at the top.
Using multiple criteria
In the previous case, a mail, received long ago with a huge attachment, could appear at
the top. It just might be that what you wanted was a mail, recently sent but with a huge
attachment. In such a case, you need to specify multiple criteria.
So, to sort emails first by date received and then by size, do the following:
1) Click View Current View and select Customize Current View. Select Size from
Sort Items by dropdown menu as the first criteria (figure below).
2) Select Size from Then By Dropdown menu as the second criteria (figure below).
3) Click Ok and move to the previous dialog box. Click Ok here too. Notice now the
mails are sorted based on most recent timestamp and size.
Filtering mail messages
Mailboxes can be flooded within a short span of time. Messages from friends, colleges,
subscriptions, etc. need to proper management to avoid issues locating important mails.

82
Unit-2
However, an alternative is to use the filtering feature available in mail messaging software
to locate mails. To filter mails, do the following:
1) Click View Current View and select Customize Current View.
2) Click the Filter button (which is set to Off by default) from the Customize View:
Messages. A Filter dialog box appears similar to the one below:
a. To filter using a keyword (only subject field), type the keyword in Search for
the word(s): text box. Click OK twice to save and move to the previous dialog
box.
Notice the search results match the keyword in the subject area of the mails.
Since this searches only the subject field, you may see limited mails in your
search results.
b. To filter using a keyword (subject field and content), select subject field and
message body from In: dropdown list. Click OK twice to save and move to the
previous dialog box.
Notice the list of mails matching the keyword. Since both subject field and
email content are scanned, you may see more number of mails in the search
results than in the previous search.
c. If you remember the email address of the person, you can specify the email
address in the From: text box and perform the search.

83
Unit-2
Note that if you are using a keyword during this search, messaging software
will look for a combination (multiple criteria) of the specific keyword sent from
particular email address and you may notice a very limited number of mails as
the search output.
You can filter messages using the options in Filter dialog box i.e. recipients mail address,
time sent, time received, expiration status, unread status, with or without attachments,
flagged, size, etc. You can combine more than one criteria from this list to filter messages
further.
Exercise
S. No. Activities
1. Sort messages based on the following guidelines:
a. Message Size (Ascending)
b. Messages flagged for follow-up (Ascending)
2. Filter messages based on the following guidelines:
a. Message Sent to one of the recipients
b. Message marked with high importance
c. Message with at least one attachment
Assessment
1. Explain the purpose of sorting messages with an example.
2. Explain the procedure to sort messages using multiple criteria.
3. Explain the purpose of filtering messages with an example.
4. Explain the procedure to filter messages using multiple criteria.
Fill in the blanks
1. Customize View: Messages is available in __________________ .
2. List any five options available under Sort Items By: dropdown menu.
,____________________ , ____________________ , ____________________ ,
____________________ ____________________ ..

84
Unit-2
3. Filter message options is available in .
4. List any five criteria through which mails can be filtered.
,____________________ , ____________________ , ____________________
____________________ ..
Manage Junk Email
Relevant Knowledge
Junk mails, also known as Spam are the unwanted mails you receive (sometimes
unintentionally sent to you). You can configure the email messaging software to filter
junk mails and keep your mailbox cleaner. Some junk mails anchor viruses that could
potentially harm a computer, remove data, send personal information from the computer
to unknown recipients, etc. and are considered extremely dangerous.
Email messaging software include spam filters that can block mails that have potentially
dangerous content such as scripts or viruses.
Email messaging software protects by maintaining the following lists:
1. Blocked senders: Email address specified in this list are automatically blocked; you
can specify:
a. An individual mail address such as example@example.com. This will block
mails from only that particular email address.
b. A domain name such as example.com. This will block mails from any mail
address that belongs to this domain.
2. Safe senders are email addresses of individuals and domain that you always
receive mails from.
3. Safe recipients are email addresses that you don’t like to block such as a
subscription.
Email messages in Safe senders and safe recipients list are never sent to the Junk Email
folder unless blocked by the ISP or settings based on a mail server. Email messaging
software includes four junk filters that are capable of filtering junk emails (however, it
needs to be setup accordingly). These junk filters are:
1. Safe Senders
2. Safe Recipients

85
Unit-2
3. Blocked Senders
4. International
Managing junk mail
To manage junk email, open the email messaging software and do the following:
1. Go to Tools Options..., an Options dialog box appears.
2. Click on Junk E-mail... button. A Junk E-mail Options dialog box appears wherein
you can configure Junk Emails. Notice the tabs in this dialog box. By default, the
Options tab is selected and level of junk e-mail protection specified here is self-
explanatory.

86
Unit-2
a. To block senders, click on Block Senders tab, a window similar to the one
below appears.

87
Unit-2
i. To block receiving mails from a particular address, click Add and type the
email addresses. For example, spammers@example.com.
ii. To block receiving mails from a particular domain name (note: all mail
address from that particular domain will be blocked), click Add and type
the domain name. for example, example.com.
iii. If you want to block a list of email addresses and/or domain names, first
create the list in a text file. Then
• Click Import from File, and choose the text file that has the list.
• Click Open and then click OK.
b. To receive emails from email addresses or domains from known and/or trusted
sources, you can specify them in a safe senders list. To add entries, click on
Safe Senders tab, a window similar to the one below appears.
i. The procedure to receive mails from a particular address, or a particular
domain name or a list of email addresses and/or domain names, is the
same as the procedure to block senders.
Notice that the default setting Also trust e-mail from my contacts is checked; indicating
that mails received from your contacts are always on the safe list.
c. To receive mails from mailing lists or newsletters you have subscribed to, you
can add those addresses in the Safe Recipients list. To add entries, do the
following:

88
Unit-2
i. Click on Safe Recipients tab, a window similar to the one below
appears.
ii. The procedure to receive mails from a particular address, or a particular
domain name or a list of email addresses and/or domain names, is the
same as the procedure to block senders.
d. You use the International tab to block email messages based on TLD (Top-
Level Domains). Some examples of Top-level domains are: .ca, .us, etc. To
block mails using Top-level domains, do the following: i. Click International
Tab. (figure below).

89
Unit-2
ii. Click the button Blocked Top-Level Domain List... The Block Top-Level
Domain List dialog box appears (figure below)
iii. Select from the list the countries / regions you want to block and click OK.
iv. Click Ok again.
You have successfully configured your junk mail box!
Filter Modes
Email messaging software provides four filter modes :
• No Automatic Filtering
• Low
• High
• Safe Lists Only
Note: It is recommended to keep the default settings. However, if you want a tighter
messaging security, you can select the Safe Lists Only option (Options tab). By doing
so, every mail other than the one sent from the Safe Senders and Recipients list will be
considered as a junk email. You will need to check the junk folder manually.
Junk filters need to be updated periodically with most recent definitions to protect new
variants of junk mails. You can download Junk filter updates from downloads section of
the mail messaging software vendor’s website.
Exercise

90
Unit-2
S. No. Activities
1. Block at least 3 email addresses by using the Blocked Senders Option
2. Add all your classmates email addresses to the safe senders list.
Assessment
1. Explain the purpose of Junk Mail Filtering options in email messaging software.
2. Explain the purpose of Safe Senders option in email messaging software.
3. Explain the procedure to add email addresses to safe senders list.
4. Explain the purpose of Safe Recipients option in email messaging software.
5. Explain the procedure to add a domain to block senders list.
Fill in the blanks
1. Four junk filters that are capable of filtering junk emails are _________________ ,
_________________ , _________________ _________________ .
2. Junk E-mail option is available in Tools Options
3. Four filter modes for protection options are
______________ , ______________ , ______________ ______________ .
Set Workdays and Time in a Calendar
Lesson Objectives
Suppose your normal workday hours need to change due to the needs of a new project,
or you have to coordinate appointment times with someone across the country or the
globe (different time zones) and need to indicate your availability. At the same time, you
may need to create a calendar group to send mails to. How would you manage all these
activities? Additionally, you receive so many meeting requests, can you configure the
system to automatically respond to them?
Email messaging software provides tools and options for you as a solution to all these
issues. In the next five sessions, you will learn about all these tools and options.

91
Unit-2
Relevant Knowledge
You have learnt how to work with calendar using email messaging software. The default
workdays and work time are set in the email messaging software. You can configure the
workdays and time according to your preferred schedule.
Typically, workdays start on a Monday ending Friday. However, in some countries and
even in some jobs, workdays could be different. To modify workdays and time in a
calendar, open the email messaging software and do the following:
2. Click on the button Calendar Options.... A dialog box with calendar settings appears
as shown below.
1. Go to Tools Options..., an Options dialog box similar to the one below appears.

92
Unit-2
3. Check/select the relevant workweek days and change the Start time and End
time.
To view the changes,
1. Click Go Calendar.
2. Select View Work Week. Notice the start work day and end work day along with
start time and end time displayed in the calendar (figure below).

93
Unit-2
Exercise
S. No. Activities
1. Modify your calendar to include a six day work week (Mon - Sat) with a
schedule between 7 AM - 7 PM.
Assessment
1. Explain the procedure to change workdays and time settings in email messaging
software.
Fill in the blanks
1. Calendar option is available in Tools Options _____________________ tab.
2. To change calendar ^ew to work week, select _____________________ Work
week from _____________________ menu.
Relevant Knowledge
Places around the world have different time zones and calendar software is set to match
the current geographic schedule. Calendar software include option for adding additional
time zones; this could be beneficial to work if you are working with colleagues from
different time zone.
By default, email messaging software displays the local time in your calendar. To add an
additional time zone, do the following:
1. Open the email messaging software.
2. Go to Tools Options. . The Options dialog box appears.
3. Click on Calendar Options ..........A Calendar Options dialog box appears as shown
below.

94
Unit-2
4. Click Time Zone. Another dialog box similar to the one below appears.
5. In this example, do the following
• Type India in the Label under Current Windows Time zone Group
• Check Show an additional Time Zone under Additional Time Zone Group

95
Unit-2
• Type Singapore in the Label under Additional Time Zone Group
• Select (GMT+08:00) Kuala Lumpur, Singapore from Time Zone dropdown
under Additional Time Zone Group
6. Click Ok to move back and save the changes made.
7. Now when you click the Calendar View, you will see both India and Singapore time
zones. (figure below).
Now change different time zones in the calendar software and observe the changes in
the calendar view.

96
Unit-2
Exercise
S. No. Activities
1. Set different Time zones using the following guidelines:
a. Set additional time zone to Eastern Time (US Canada)
b. Set additional time zone to Paris
Assessment
1. Explain the procedure to add additional time zone with an example.
Fill in the blanks
1. Time Zone can be changed under _______________________ option.
2. List any three time zones available in the Time zone dropdown list.
Relevant Knowledge
You have already learnt to share your calendar through email. When you schedule
activities and share, the persons who you have shared with on viewing your calendar
can see your availability as either busy or a blank. Informing others about your availability
assists them in fixing a meeting or requesting an appointment with you. You can indicate
your availability by using the built-in indicators of the calendar software.
Specifying your availability
Before you share your calendar, use the in-built indicators of the messaging software to
schedule tasks or meetings. To use the indicators, do the following:
1. Open your calendar software
2. Select Go Calendar
3. Schedule appointments based on the following guidelines:
a. Schedule 1
i. Subject: Team Meeting
i. Timing - 10 AM to 11 AM
iii. Reoccurrence: Monday to Friday (10 occurrences)

97
Unit-2
b. Schedule 2
i. Subject: Vendor Meeting
i. Timing - 2 PM - 3 PM
iv. To mark the entire appointment as tentative, select Tentative from Show
As 2 u below) dropdown in Options group (figure below)
Options group
c. Schedule 3
i. Subject: Free
i. Timing - 3 PM - 5 PM
iv. Mark the entire appointment as Free. Select Free from Show As
dropdown in Options Group.
Notice the entries in your calendar (weekly view).
Calendar, Weekly View

98
Unit-2
Sharing your calendar
To let others know your schedule and availability, you need to share your calendar. You
can share your calendar by publishing to a web server, ftp server or to a computer in
your local network.
Note: Setting up Web Server or FTP server require additional technical expertise. Only
the procedure for sharing a calendar on LAN is included in this session.
Sharing on LAN
To share your calendar using another computer in your local network, do the following:
1. Set up a shared folder on another computer that will be used for storing this
calendar.
a. Create a New Folder. For example, C:CALSHARE
b. Right-click CALSHARE, select Properties
c. Select Sharing tab
d. Select Advanced Sharing...
e. Check Share this folder
f. Select Permissions
g. Select Full Control under Permissions for Everyone
h. Click Apply, click OK twice and the click Close. 2. From another computer,
confirm if you have read and write access to the shared folder by doing the
following:.
a. Click Start
b. Click Run
c. Type COMPUTERNAMESHARENAME. For example, if the computer
name is DESKTOPONE and the share name is CALSHARE, type
DESKTOPONECALSHARE.
To configure your calendar software to store the calendar in a shared folder, do the
following:
1. Select Tools Options
2. Select Calendar Options (figure below)
3. Click the button Free/Busy Options....

99
Unit-2
4. You need to specify the location of the shared folder using the specific format File://
COMPUTERNAMESHARENAME%name%.vfb. (For example, if your shared
folder is located on a computer named “SERVER” and the shared folder is given the
share name as “CALSHARE”, enter File://SERVERCALSHARE%name%.vfb.
Note the %name% is a variable and will automatically create the required filename
based on the email account name. If the email account is user01@example.com,
then the filename will be user01.vfb.)
Your calendar will be published periodically every 15 minutes by default. If you want to
force the update, select Tools Send/Receive Free/Busy Information.
Viewing calendar published by others
To view calendars published by others, add their contact to your address book and then
do the following:
1. Double-click on the contact.
2. Select Details in Show group under Contact tab. (figure below)

100
Unit-2
NVEQ IT Level 3: IT Tools – Class XINVEQ IT Level 3: IT Tools – Class XI
100
Unit-2
3. Specify the location under Address Text box in Internet Free-Busy section. For
example to include the calendar shared by someone@example.com, type the
location using the following format,
File://COMPUTERNAME/SHARENAME/someone.vfb. For example, File://
SERVER/CALSHARE/userOl.vfb.
4. Select Save Close.
To view the schedule or availability of the contact, do the following: 1. Schedule an
appointment in the calendar

101
Unit-2
NVEQ IT Level 3: IT Tools – Class XINVEQ IT Level 3: IT Tools – Class XI
101
Unit-2
2. Select Scheduling under Show group.
3. Select Add Others dropdown and select Add from Address Book.... Select the
recipient’s email address and click OK. A window similar to the one below appears.
You can view their availability and schedule a meeting accordingly.
Note: Fetching the calendar details of another user from a shared folder may take few
minutes.
Exercise

102
Unit-2
S. No. Activities
1. Share your calendar using the following guidelines:
a. Populate your calendar with exam timetable
b. Share it with your classmates using the procedure outlined in this session.
Assessment
1. Explain the purpose of setting availability options.
2. Explain the procedure to share your calendar in a network environment.
Fill in the blanks
1. To set availability, use ___________________ Calendar Options under
___________________ Calendar Group.
2. Free/BusyOptions...isavailableunderAdvancedOptionsin___________________
Calendar Options dialog box.
Relevant Knowledge
You have learnt to work with calendar and make appointments using it.
Calendar groups are useful in scenarios when two or more individuals work together
and need to schedule meetings in sync with each other.
To schedule a meeting you need to select the list of recipients to be invited for the
meeting. Do the following:
1. Open your calendar software.
2. Select Actions View Group Schedules.... The Group Schedules dialog box
appears (figure below).

103
Unit-2
3. Click the button New...
4. Type a name, for example, GS1. Click OK. A window appears similar to the one
below.
5. You need to add list of participants. Select Add Others dropdown and select Add
from Address Book. (figure below)
6. The Address book appears with list of contacts. Select the recipient, Click To-.
Add more recipients and when done, click OK.

104
Unit-2
7. Once all the recipients are added, select Make Meeting dropdown and select
New
8. The Meeting dialog box appears similar to the one below.
Meeting with All...
9. Type Team Building in the Subject: and 1st Floor in the Location:. Select a date from
the Start time: and End time: dropdown with a schedule between 10 AM to 1 PM.
Once complete, send the invitation by clicking Send.

105
Unit-2
10. Click Save and Close.
Notice the meeting scheduled is displayed in your calendar.
Manage Automatic Meeting Responses
Recipients when they open their mail will receive an invitation similar to the one below.

106
Unit-2
If they select Accept, you will receive a mail that the recipient has accepted your
invitation.
Exercise
S. No. Activities
1. Schedule a meeting for exam preparation using the following guidelines:
a. Use Exam Preparation as the Subject
b. Select the schedule on all Saturdays between 1 PM - 5 PM. Send this
invite to all your classmates.
Assessment
Answer the following
1. Explain the purpose of calendar groups.

107
Unit-2
Fill in the blanks
1. View group schedules option is available in Menu.
Relevant Knowledge
You have learnt to set up meeting requests in the earlier sessions. You can configure the
email messaging software to respond to meeting requests automatically.
Using automated meeting responses could be useful in situations when you want to
accept meeting requests from your team members or colleagues.
To automate meeting responses, do the following:
1) Go to Tools Options. Select Calendar Options under Calendar Group.
2) Click the button Resource Scheduling... in the Advanced options section. A window
similar to the one below appears.
Resource Scheduling dialog box
Check Automatically accept meeting requests and process cancellations to automatically
accept requests.
Check Automatically decline conflicting meeting requests to decline meeting requests
if a conflict arises. This is helpful when meeting requests conflict with other scheduled
meetings.

108
Unit-2
Check Automatically decline recurring meeting requests if you want to decline meeting
requests fearing that a conflict could arise due to recurring meetings. Generally, recurring
meetings span over a period of time and can flood your calendar with too many schedules
in no time hence it is recommended to use this option in this case.
Exercise
Answer the following:
S. No. Activities
1. Modify your calendar software settings to accept all meeting requests and
decline only recurring meeting requests.
Assessment
1. Explain the procedure to configure the email client to automatically reject all
conflicting meeting requests.
Fill in the blanks.
1. Automated response can be set using __________________ option under
__________________ in Calendar Options dialog box.
Relevant Knowledge
In real work life, it is important to track your time and tasks and thus document the efforts
needed to complete a project. As you know, using the Journal feature you have a way
to track time, tasks, and “project manage” your assignments. In an earlier session, you
learnt to set up journal to track time automatically. You can also track journal entries
manually using the email messaging software.
You can record time spent on a variety of items such as meetings, phone calls, etc.
by recording journals manually. For billing purpose (when the time spent on an activity
is billed to the client), you want to know the amount of time spent on an activity. This
tracking can also help in effective time management.
For example, if you want to record the time spent on a phone call, do the following:
1. Open your calendar software.
2. Select Go Journal.

109
Unit-2
3. Select File New Journal Entry. A window similar to the one below appears.
4. Enter the following details:
a. In the Subject: text box, type A/C Repair Service, Maintenance Feedback
Call
b. Select Phone Call from the Entry Type: dropdown menu If you plan to complete
this call within ten minutes (based on your experience), select 10 minutes
from Duration: dropdown menu. When you are ready to dial the call, select
Start Timer. Notice the Start Timer is grayed out and Pause timer is available
indicating the progress of this Journal.
5. You can use the text area to record the comments of this call. Once the call is
complete, select Pause Timer.
6. Click Save Close. Notice the Journal entry is created and displayed in your
calendar (figure below).

110
Unit-2
Now create manual entries for activities such as meeting, sending letters, etc. using the
procedure outlined in this session.
Exercise
S. No. Activities
1. Create a manual Journal entry for the following:
a. School Annual day preparation discussion (discuss and document key
points as summary in the text area).
Assessment
Fill in the blanks
1. Timer option is available under ________________ group of _______________
tab.
Relevant Knowledge
When working together as a team, you may have a list of tasks assigned to each person
in the team. For example, if you want to organize a school annual day function, a team
is formed and tasks are assigned to each student. This makes it easier to complete the
project on time.

111
Unit-2
This is also called work delegation. The same scenario exists in a real work life. Tasks
can be assigned to coworkers and subordinates. Each Task has a due date, a priority,
and other settings such as whether you want status updates, privacy options, etc.
You have learnt to create tasks in earlier sessions. You can create task requests for
others using the email messaging software.
Create a task
If you want to assign an existing task from your calendar, do the following:
1. Open your calendar software
2. Select Go Tasks
3. Create a task, for example:
a. Subject: Collect donation from all students
b. Select a target date from Start Date: and Due Date: dropdown
c. Use the Task body to include task items or instructions for this task
4. Notice the Owner: field (Currently you are owner of this task) (figure below)

112
Unit-2
5. Select Save Close. Notice the task is created in your task list (image below).
Assign a task
To assign this task to someone, do the following:
1. Double-click the task to open the task (figure below)

113
Unit-2
2. Select Assign Task from Manage Task group. A window similar to the one below
appears.
3. Select To..., and then select the contact (whom you want the task assigned) from
your address book.
4. Select the schedule using Start Date: and End Date: to indicate timelines for the
activity.
5. To keep track the progress of the assigned task, select both Keep an updated
copy of this task on my task list and Send me a status report when this task is
complete.
6. Click OK. A window similar to the one below appears.
7. You have assigned the task to the contact. To send this task, select Send. The task
is sent to the contact through email.

114
Unit-2
Accept the request (Recipient’s end)
The contact(s) whom you have assigned this task to receive a notification on opening
their email (refer figure below).
The contact(s) can either Accept or Reject the request. If they select Accept, the task will
is added and can be viewed in their Tasks list (figure below).
Once the task is accepted, the ownership is transferred and now when you view the task
by double clicking on it, you see the following details:

115
Unit-2
Do you notice a difference? List them out.
Sending updates
Now the assignee will send updates of the progress and complete this task. To send an
update, you need to do the following:
1. Open the task to be updated.
2. In the task form, enter the updated information. Any previously entered information
can be modified and new information added.
Note: To ^ew who will receive updates, select Details. The Update List line displays the
user name(s) of who will receive updates.
3. On the task request toolbar, click Save Close. A task update is automatically sent
to those on the update list.
Once the task is completed, the sender can indicate so by doing the following
1. Select Mark Complete Mark Complete in Manage Task group to indicate to the
sender that the task is complete.
2. On doing so, an email is automatically sent to the contact who originally assigned
this task.

116
Unit-2
The sender (Original owner) receives a mail similar to the one below:
Sender’s task list is automatically updated with the status of this task and can be viewed
in their task list as being struck out.(figure below):
This method of assigning existing tasks from your task list can also be used when the
task is originally assigned to you and you to transfer the task to someone else.
Tracking task status
Just because you delegate a task to someone does not mean your responsibility is over.
Hence, even though you assigned a task to someone else, you will still need to keep
track of the progress on the task. This helps to avoiding any last minute surprises. You
will receive a status report from the recipient similar to the one below:

117
Unit-2
To view the status of the task, do the following:
1. Select Go Tasks
2. Double-click on the task. A window similar to the one below appears:
Notice the Status: displayed as In Progress as updated by the recipient. Also notice the
highlighted message above subject indicating the deadline and the date time of the
last update received.
Exercise

118
Unit-2
S. No. Activities
1. Create Task request for the following:
a. School Annual day Celebration
b. Eye Donation Camp
Use the following guidelines:
a. Create a complete plan with list of activities
b. Assign different tasks to each person within the group
c. Track the progress by periodically updating the tasks
Assessment
1. Explain the purpose of Task Request.
2. Explain the procedure to initiate a Task Request.
Fill in the blanks
1. Once a task is complete, you need to select ___________________ in Manage
Task group.
Digital Literacy
Relevant Knowledge
Intellectual Property
Intellectual property (IP) is a legal concept that refers to intangible property rights.
Intangible property, describes something which a person or corporation can have
ownership of and can transfer ownership to another person or corporation, but has no
physical substance.
For example if you create an illustration for use in e-books (digital form of textbook
viewed on computing devices), it becomes an intellectual property. You can transfer
the ownership of this illustration to a publisher either for a fixed fee, through a royalty
scheme or at no cost.
Generally ownership lies with the owner, protected through legal rights. By protecting
the efforts, owners can have a safe social environment where their work is protected
and hard work is rewarded.

119
Unit-2
Intellectual property is a legal concept referring to creations of the mind for which
exclusive rights are recognized. Under intellectual property law, owners are granted
certain exclusive rights to a variety of intangible assets, such as:
• Musical, literary, and artistic works.
• Discoveries and inventions.
• Words, phrases, symbols, and designs.
Intellectual property rights also allow protecting intellectual activity in industrial, scientific,
literary artistic fields.
Differenttypesofintellectualpropertyrightsthatcanincreaseprotectionincludecopyright,
trademarks, patents, industrial design rights and in some jurisdictions, trade secrets.
Note: You will learn about the different types of intellectual property rights in detail in the
next few sessions.
Exercise
S. No. Activities
1. Read the statements below and make ethical judgments.
a. A software developer is creating a website that will contain
tutorials on using computer software and the content is prepared
by him. Should the software developer protect his content?
b. An artist is making a duplicate of a world famous poster. In order
to make his effort legitimate, what does the artist need to do?
Assessment
1. Explain Intellectual property
2. What are the types of Intellectual property?
Fill in the blanks
1. Acronym for IPR ___________________________________________________
2. Types of IPR include __________________ , __________________

120
Unit-2
Relevant Knowledge
Copyright
Copyright is a legal concept, enacted by most governments, granting the creator of an
original work, exclusive rights to it, usually for a limited time period. Copyright protection
is available to both published and unpublished work.
Copyright was initially conceived as a way for governments to restrict printing. But
now-a-days, this concept helps promotes creation of new works by protecting authors,
giving them control of content and the right to make profits from it. Works such as
paintings, sculptures, books, photographs, software, audio visual works, architectural
designs, etc. are protected by Copyright. Copyright can be made by either individuals
or companies. Companies usually have a legal department with experts to deal with
Intellectual property such as the Copyright.
Exclusive rights
Exclusive rights mean that only the copyright holder is entitled to exercise the rights (listed
below) and others are prohibited from using the work without permission. Following are
some of the rights typically attached to the holder of the copyright:
• To produce copies or reproductions of the work and to sell those copies (including,
typically, electronic copies).
• To import or export the work.
• To create derivative works (works that adapt the original work).
• To perform or display the work publicly.
• To sell or assign these rights to others.
Copyright jurisdictions
Copyrights are said to be territorial, which means that they do not extend beyond the
territory of a specific state unless that state is a party to an international agreement.
For example rights for a content that is copyrighted in one country may or may not be
applicable in another country. Today, however, this is less relevant since most countries
are parties to at least one such agreement.
Copyright validity
Generally validity of a copyright is whole life of the creator plus fifty to a hundred years
from the creator’s death, or a finite period for anonymous or corporate creations.

121
Unit-2
Things that cannot be copyrighted
Several categories cannot be copyrighted such as:
• Slogans, short phrases, familiar symbols or logos, lettering, coloring.
• Ideas, procedures, methods, systems, processes, concepts, principles, discoveries,
or devices, as distinguished from a description, explanation, or illustration.
• Works consisting entirely of information that is common property and contain no
original authorship (for example: standard calendars, height and weight charts,
tape measures and rulers, and lists or tables taken from public documents or other
common sources)
Copyright symbol
Content or information that is copyrighted usually identified through the symbol ©;
information related to copyright or legal terms is usually made available in product
manuals, warranty cards, websites, etc.
Use of copyright symbol © doesn’t necessarily mean it’s copyrighted.
For example, you might notice lots of websites that have © symbol indicating that the
content, website hosted are copyrighted. It reminds the visitors of the website to respect
copyright.
Obtaining copyright
Copyright registration is a legal formality intended to make a public record indicating
the ownership and the rights of the owner. This can help owners file a case against
infringements of their content. Copyright involves procedures as required by the law;
refer to copyright bodies or seek help from copyright experts for proper procedure.
Using copyrighted content
You can use copyrighted materials if you obtain permission from the owner; in most
cases, you may have to get a written confirmation from the owner to avoid any legal
issues.
Note: If a copyright notice is not available, it is recommended to contact the webmaster
or owner to check if you require any special permission to use the material. Also it is
the right of the owner to grant or deny permission, to part or complete material. If the
permission is granted, then the owner may charge a fee or provide the material free of
cost; however, the decision is left with the owner. In rare cases, if the copyright of the
material is expired and confirmed, then the material maybe used without permission.

122
Unit-2
Copyright infringement
Copyright infringement is the unauthorized use of works under copyright, infringing the
copyright holder’s “exclusive rights”, such as the right to reproduce, distribute, display
or perform the copyrighted work, spread the information contained within copyrighted
works, or to make derivative works.
It often refers to copying “intellectual property” without written permission from the
copyright holder, which is typically a publisher or other business representing or assigned
by the work’s creator. Copyright infringement is often associated with the terms piracy
and theft.
Examples of copyright infringement includes (not limited to):
• Downloading and using software without paying for it (if it is paid software), purchasing
software and re-distributing it for free, etc. resulting in software piracy.
• Paying for single copy and using it on multiple computers (referred to as Software
Piracy).
• Downloading paid MP3 (music or audio) or video from websites without paying any
money.
• Downloading and/or distributing movies from the Internet through direct downloads
or torrents.
• Using copyrighted logos without permission
• Downloading licensed software without paying for it
• Downloading and/or distributing movies without permission
Trademark
A trademark is a recognizable sign, design or expression which identifies products or
services of a particular source from those of others. The trademark owner can be an
individual, business organization, or any legal entity.
A trademark may be designated by the following symbols:
• ™ (the “trademark symbol”, which is the letters “TM”, for an unregistered trademark,
a mark used to promote or brand goods)
• SM (which is the letters “SM” in superscript, for an unregistered service mark, a
mark used to promote or brand services)
• ® (the letter “R” surrounded by a circle, for a registered trademark)

123
Unit-2
Trademark can be registered if it is able to distinguish the goods or services of a party,
will not confuse consumers about the relationship between one party and another, and
will not otherwise deceive consumers with respect to the qualities.
Like Copyright, Trademarks can be located on a package, a label, a voucher or on
the product itself. A trademark is typically a name, word, phrase, logo, symbol, design,
image, or a combination of these elements.Example of a trademark includes the logo for
Wikipedia website (figure below):
Patent
Wikipedia Logo
A patent is a form of intellectual property. It consists of a set of exclusive rights granted
by a sovereign state to an inventor or their assignee for a limited period of time, in
exchange for the public disclosure of the invention. The procedure for granting patents,
requirements placed on the patentee, and the extent of the exclusive rights vary widely
across countries based on their national laws and international agreements. Typically,
however, a patent application must include one or more claims that define the invention.
These claims must meet relevant patentability requirements, such as novelty and non-
obviousness. The exclusive right granted to a patentee in most countries is the right to
prevent others from making, using, selling, or distributing the patented invention without
permission.
Patent is done through Patent Offices that are governmental or intergovernmental
organizations which controls the issue of patents.
Exercise
Perform the following activities till you are confident of the concept:

124
Unit-2
S. No. Activities
1. Find out the trademarks for the following products:
a. Basmati rice
b. 7 O’CLOCK Razor
c. Bisleri
d. Benz
e. Enfield Bullet
f. Kit Kat
g. Pepsi
h. Usha Sewing machines Electricals
i. Volvo
j. Vicks Vapo Rub.
Assessment
1. Explain Copyright with an example.
2. Explain Trademark with an example.
3. Explain Patent with an example.
Fill in the blanks
1. ________________ helps individuals and organizations to protect their original
work.
2. Copyright protection is available to both _______________________ and
_______________________ work.
3. _______________________ means the copyright holder is entitled to exercise the
rights and prohibit others from using the work without holder’s permission.
4. Three examples of copyright infringement are _______________________ ,
_______________________ _______________________ .
5. Copyright is denoted by _______________________ symbol.
6. Trademark is denoted by _______________________ symbol.
7. Registered trademark is denoted by _______________________ symbol.

125
Unit-2
Relevant Knowledge
Plagiarism
Copying, reproducing or distributing information without the owner’s consent is referred
to as plagiarism. Getting involved in such practices is considered unethical.
Copyright infringement refers to violations leading to legal consequences whereas
plagiarism refers to activity such as reproducing another’s work as if it is one’s own
original work. Plagiarism is considered an ethical offense and not as a crime. Understand
ethics in the following context: You write an article for a competition and someone else
copies your original work and claims that she has created the work.
Given below are some examples of plagiarism:
• Downloading and using images or content from websites or other sources and
claiming it to be your original work.
• Modifying existing company logos on brochures, flyers, business cards, blogs or
other distribution materials.
• Copying full-text or image from websites and placing it in documents without citations
or quotations.
Internet Plagiarism
Internet is a major resource for searching, researching, collecting and using information.
This information available could be owned by an author who may have published the
information for free or for a fee through a publisher.
When information such as text, tutorials, source code to applications, news, etc is copied
and reproduced without owner’s consent, it is referred to as content scraping.
Internet plagiarism is widely practiced in academia and journalism. For example:
• Students, professors or researchers may copy content from the Internet that is
considered academic dishonesty and may be punished through suspension or
termination.
• Reporters may copy recent news from other website for local paper or other
publications and authors using content in text books without providing citation that is
considered unethical. Authors and reports may lose credibility with the organization
and may be terminated as a result.
If you want to use the information available on the Internet on your personal use or
for public distribution, you need to ensure that you are authorized to copy or distribute

126
Unit-2
the information. In general, it is necessary to obtain permission from the author or the
publisher before copying or distributing the information.
Following is a general guideline to avoid plagiarism:
• Use quotations when placing text in documents to indicate that this is copy; use
different fonts or colors for quotations.
• Include the source as a footnote either below the quotation or at least at the end of
the document.
• Paraphrase the entire text using your own words; check with the original paraphrase
for technical accuracy.
• Indicate if it’s an improvement of accuracy and quote the original text.
Detecting Plagiarism
Plagiarism is common due to widespread use of computers today. It can be detected
manually or automated through computer-assisted methodologies.
Though detecting plagiarism can be difficult, some websites offer text-based plagiarism
detection services to detect online presence of copied content. Some of the online
plagiarism detection services include (not limited to):
• Chimpsky (chimpsky.uwaterloo.ca)
• Copyscape (www.Copyscape.com)
• Plagium (www.plagium.com)
• PlagTracker (www.PlagTracker.com)
Exercise
S. No. Activities
1. Assess the following statements and share your views on plagiarism: a.
Your friend was asked to conduct a presentation on a particular topic and
was allowed to use any source for collecting information. Presentation made
was appreciated by many; however you found that he has merely used a
presentation found on the Internet.

127
Unit-2
Assessment
1. Explain plagiarism.
2. List any three examples of plagiarism.
Fill in the blanks
1. Copying and/or distributing content without owner’s consent is referred
Relevant Knowledge
When you create content and/or publish, it becomes your intellectual property. As owner
of the content, you have all rights to control how the information can be copied, distributed
or reproduced and also, who can use the information. Similarly to use intellectual property
owned by others, you need proper permissions from the rightful owner. However in
some cases, the owners might provide guidelines for using the content without prior
permissions enforced through certain licensing terms.
Certain authors, publishers or owners allow copying, reproducing or distributing content
through certain legal conditions without the need for obtaining written permission. For
example, you may be permitted to use the content under certain methods licensing
types such as Citation, Fair Use, Public Domain, Creative Commons, etc.
Citation
Citation is a reference to a published or unpublished source. Citation is used for
acknowledging or attributing the original work in order to avoid plagiarism. For example,
if you would like to quote few sentences from a newspaper or book, you can indicate the
source of the content used in your blog or printed material (Sample below).
“This document is compiled from content available in www.wikipedia.org.”
“Compiled from http://en.wikipedia.org/wiki/Plagiarism”
Citation is usually available at the end of a document or material referred to as a
“footnote”; however, citations need to be provided based on the terms and conditions as
set by the owner.
For example, you might have noticed the following citation in this text book (end of first
session):
“Note: This document is compiled from a variety of sources including Wikipedia, U.S.
Copyright website, Copyright handbook from Copyright office -Government of India
(http://copyright.gov.in/Documents/handbook.html).”

128
Unit-2
This is an example to indicate where the key points and content are sourced from to:
one, encourage readers to visit respective websites for any clarification and two, to
comply with legal requirements.
Fair Use
Fair use is a limitation and exception to the exclusive right granted by copyright law to
the author of a creative work. Fair Use refers to using copyrighted materials to a limited
extent without obtaining permission. Examples of fair use include news, reporting,
teaching, researching, library archiving, etc.
For example, you can include screenshots of a software product in a training document or
a blog. However, it is recommended to check with the product vendor (in this scenario) or
the website for legal requirements. To know more about Fair Use, visit http://en.w’kipedia.
org/wiki/FairJJse.
Public Domain
Works in the public domain are those whose intellectual property rights have expired,
been forfeited, or are inapplicable. Basically, the public domain consists of works that
are publicly available. For example: a public domain that provides free images is www.
openclipart.org.
Creative Commons
Creative Commons (CC) is a non-profit organization headquartered in Mountain View,
California, United States devoted to expanding the range of creative works available
for others to build upon legally and to share. The organization has released several
copyright-licenses known as Creative Commons licenses free of charge to the public.
These licenses allow creators to communicate which rights they reserve, and which
rights they waive for the benefit of recipients or other creators.
A Creative Commons license is one of several public copyright licenses that allow the
distribution of copyrighted works. A Creative Commons license is used when an author
wants to give people the right to share, use, and even build upon a work that they have
created. Creative Common licensing provides an author flexibility (for example, they might
choose to allow only noncommercial uses of their own work) and protects the people
who use or redistribute an author’s work, so they don’t have to worry about copyright
infringement, as long as they abide by the conditions the author has specified.
There are several types of Creative Common licenses. The licenses differ by several
combinations that condition the terms of distribution.

129
Unit-2
Creative Commons licenses consist of four major condition modules:
• Attribution (BY), requiring attribution to the original author.
• Share Alike (SA), allowing derivative works under the same or a similar license (later
or jurisdiction version).
• Non-Commercial (NC), requiring the work is not used for commercial purposes.
• No Derivative Works (ND), allowing only the original work, without derivatives.
These modules are combined to currently form six major licenses of the Creative
Commons:
• Attribution (CC BY)
• Attribution Share Alike (CC BY-SA)
• Attribution No Derivatives (CC BY-ND)
• Attribution Non-Commercial (CC BY-NC)
• Attribution Non-Commercial Share Alike (CC BY-NC-SA)
• Attribution Non-Commercial No Derivatives (CC BY-NC-ND)
For example, Wikipedia uses Creative Commons Attribution-Share Alike 3.0 license.
You can learn more about Creative Commons at www.creativecommons.org.
Best practices to avoid copyright violations
Following are some of the guidelines to avoid copyright violation:
• Always check the source for legal requirements; usually guidelines are found in
terms and conditions, terms of use, legal use, fair use, about us, press images, etc.
sections of the website. If any of the pages or instructions are not available, mail
the author (or webmaster) to confirm if you can use the content in your website or
material.
• Never download or use illegitimate (pirated) software; if possible try to research and
use open source software as an alternate instead.
• Never share product keys or serial keys; never install paid software (for self or
others) unless you are sure of the transaction (receipt).
• Never attempt to browse websites that are restricted by the government.
• If content is copied or reproduced under Fair Use Policy, provide citation or credits
to the author, source or publisher.

130
Unit-2
• When providing content or software, it is essential to provide copyright information.
For example, you may include details such as whether the end-user can reproduce
/ distribute / download the content/ software you have created / developed without
your permission, or, if they need to get in touch with you for acquiring permissions
for a fee, etc.
• If you are not clear about the licensing terms and conditions, get help from a licensing
expert or contact the owner.
Assessment
1. Explain Citation with an example.
2. Explain Fair Use with an example.
3. Explain Public Domain with an example.
4. List any three practices to avoid copyright violation.
Fill in the blanks
1. Attributing an author or a publisher is known as _________________ .
2. provides images and/or content that is free to use by _________________ anyone
(public).
3. Write any three examples of Fair Use: _________________ , _________________
_________________ .
Relevant Knowledge
Cyber laws are legal regulations to control cyber crimes. Millions of users are dependent
on the Internet all over the world and crimes are possible in the cyber space.
Cyber Crime
Cyber Crime or computer crime refers to any crime that involves a computer and a
network. Cybercrimes are defined as: “Offences that are committed against individuals
or groups of individuals with a criminal motive to intentionally harm the reputation of the
victim or cause physical or mental harm to the victim directly or indirectly, using modern
telecommunication networks such as Internet (Chat rooms, emails, notice boards and
groups) and mobile phones (SMS/MMS)”.

131
Unit-2
Cybercrimes can also refer to unauthorized access or modification to computer materials.
Activities such as spam, fraud (mail, chat, etc.), threats, harassment, etc. are some of the
cybercrimes popular today. When communicating through Chat, Mail or forums, extra
care must be taken to avoid falling into traps. Never respond to chat, mail or electronic
messages that are suspicious or fraudulent in nature; for example, you may receive a
mail that could promise financial benefits without any efforts which in turn might be a
scam.
Several unethical illegal things happen on the Internet. Activities such as cheating,
fraud, misappropriation, piracy, defamation, pornography, hacking, planting viruses, IPR
thefts, copyright violations, threats, etc. are committed through the Internet today. These
activities are treated as cyber crimes and involving in such activities could lead to severe
punishments.
Defamation
In layman’s language, defamation means making false statement(s) about someone or
something which results in spoiling the reputation of the individual, business, product,
group, etc.
Defamation can be either, slander (verbal) or libel (written). Both slander and libel ways
of defamation are considered to be punishable offences; depending on the severity, the
punishment could be severe. In short, it is illegal and unethical to practice defamation
and never should be encouraged.
Cyber Laws
To maintain the Internet as a safe place for all, laws and regulations are required. Laws
regulations that cover the Internet the World Wide Web are referred to as Cyber
laws.
Cyber law or Internet law is a term that summarizes the legal issues related to use of
the Internet. It is less a distinct field of law than intellectual property or contract law, as it
is a domain covering many areas of law and regulation. It includes internet access and
usage, privacy, freedom of expression, and jurisdiction etc.
To know about Cyber laws in India, Visit http://deity.gov.in/.
Assessment
1. Explain Cyber Crime with an example.

132
Unit-2
2. Explain Cyber laws.
3. Explain defamation and the types of defamation.
Fill in the blanks
1. refers to illegal activities that are committed by use of a _________________
computer or a network.
2. _________________ Cyber laws are legal regulations to control cyber crimes.
2. _________________ is a way of making false statements to spoil the
_________________ reputation of an individual, product, business or a group.
4. _________________ is verbal form of defamation.
5. _________________ is written form of defamation.

133
Office Automation
Tools
Office Automation
Tools
Unit - 3Unit - 3

134
Unit-3
Learning Objectives
v Know the office automation concepts
v Define how to utilize the today’s office tools in office automation environment
v Understand the process flow of the office automation process
v Apply software application to the office work
v Basic functionalities of word processing tools (Creating, saving, copy, move,
text formatting, Page layout, Mail merge etc.)
v ElectronicSpreadsheets(Enteringdatainworksheet,Navigatingwithworksheet,
Insert,/ delete cell, using various formulae, format the data in worksheet, define
and apply styles, enhance worksheets using charts etc.)
v Electronic presentation tools (Anatomy of application window, basic functions
with applying designs, using animation, slide transitions, Insert clip art, insert
sound/movies etc.)
Introduction
Office automations tools are used to become more effective and efficient while
performing daily activities. Word processing software allows users to create and
manipulate documents that contain text and graphics. We can insert clip art into a
document; change margins; find and replace text; use a spelling checker to check
spelling; place a header and footer at the top and the bottom of a page; and vary font,
font size, and font style.
Spreadsheet software organized the data in rows and columns, which collectively are
called a worksheet. The intersection of a row and column, called a cell, can contain a
label (text), a value (number), or a formula or function that performs calculations on the
data and displays the result.
Presentation graphics software is used to create presentations that communicate ideas,
messages, and other information to a group through a slide show. You can use a clip
gallery to enhance your presentation with clip art images, pictures, video clips, and audio
clips. All software modules of office suite, put together, take care of most of the office
needs and help in building paperless environment. Their versatility and wide scope of
operations have made them quite popular.

135
Unit-3
Resource requirement
Hardware: A computer system
Software: An office automation tools : Apache Open Office, Microsoft office etc.
E1. Basics of Office Automation Tools
MS Office, Lotus Smart Suite, Open Office etc. are few popular office suite softwares,
which are being commonly used all across the world for computerizing office activities.
Office suites are basically modular software packages, comprising of many independent
modules. Each module works independently and takes care of specific type of
activities.
Most of the office suites comprise of word processors, electronic spreadsheets, database
management systems etc. Word processors take care of letter writing type of activities
while electronic spreadsheets help in numerical data analysis and chart preparation
etc. Database management systems perform data storage and retrieval activities on
computer.
Word is basically designed for easy typing, attractive formatting and impressive printing.
Large text or a voluminous report can be very effectively generated through Word.
PowerPoint is presentation software, using which impressive audio visual presentations
can be prepared and slide show is played. It facilitates speakers to put their subject
before audience in impressive and convincing way.
E2. Spreadsheets
This application allows the user to organize, analyse, and chart data. A spreadsheet is
made up of rectangular cells that form rows and columns. Each cell can contain text,
numbers, or a formula. Formulas allow the user to stipulate that the cell should display
the result of a computation. Data can be recorded in a variety of formats. The user can
create pie charts, bar charts, line graphs, etc. based on the data in the spreadsheet. The
ability to specify complex formulas for each cell, where each formula can depend on
other cells constitutes a form of programming. Microsoft Excel and Calc are widely used
softwares for spreadsheet. Calc is a spreadsheet program that is intuitive and easy to
learn but yet has a full set of numerical data analysis tools. This spreadsheet package is
powerful enough to allow you to complete your numerical tasks fast and efficiently. Calc
is free open source software available over internet.
Components of the Excel Window
An Excel window has several elements identified in the figure below.

136
Unit-3
Workbook in Calc

137
Unit-3
Standard Toolbar
The Standard toolbar, located beneath the menu bar, has buttons for commonly
performed tasks like adding a column of numbers, printing, sorting, and other operations.
The Standard Excel XP toolbar appears in the figure below.
Formatting toolbar
The Formatting toolbar, located below the Standard toolbar bar, has buttons for various
formatting operations like changing text size or style, formatting numbers and placing
borders around cells.

138
Unit-3
Formula bar
The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use
the formula bar to enter and edit worksheet data. The contents of the active cell always
appear in the formula bar. When you click the mouse in the formula bar, an X and a
check mark appear. You can click the check icon to confirm and completes editing, or
the X to abandon editing.
Working with Excel Document
To open an existing Excel workbook, choose Open from the File menu or click the Open
tool on the toolbar.
Saving the Document
To save an untitled Excel workbook, from the File menu choose Save As or click the
Save button on the toolbar . The Excel Save As dialog box is the same as the Open
dialog box above except it is labeled “Save As”.

139
Unit-3
Creating a New Workbook
If you are already in Excel and you want to create a new workbook, choose New from
the File menu or click the New tool on the toolbar. If you choose New from the file menu
the Task Pane will open on the right side of the Excel worksheet.
Entering and Editing Data
We can enter text, numbers and dates in an Excel worksheet. To enter data of any type,
click on the cell you want to hold that data, your data also appears in the formula bar.
When you have finished typing the data for the active cell, press the Return or Enter
key.
The easiest way to edit the contents of a cell is to select the cell and then retype the
entry. The new entry replaces the old contents.
Formatting Data
Terminology in Calc

140
Unit-3
In Excel, you can change text fonts and styles in the worksheet. Excel has a Formatting
toolbar to simplify basic formatting tasks. The Formatting toolbar appears in the figure
below.
The formatting toolbar has several tools you can use to change formats. For a more
selection of formatting options, use the Font tab in the Format Cells dialog box.

141
Unit-3
Alignment
The toolbar has text alignment icons next to the bold and italic icons. You can left-align,
right-align, or center text within a cell using these buttons. Select the cell(s) you want to
align and click the appropriate alignment button on the toolbar.
Numeric Formatting
To change the format of a number, choose the Cells command from the Format menu. In
the Format Cells dialog box, Excel displays different tabs for various formatting types. To
change numeric formats, click the Number tab. Select the category you want and then
the actual format.

142
Unit-3
Changing column width with the Format menu
o change column width using the Format menu, select the column or columns you wish
to change and choose Column then Width. In the Column Width dialog box, type a
number for the width of the column. The number represents the number of characters
that can fit in the cell.
Formulas Functions
To build a formula, first select the cell in which you want the results to appear. In Excel,
all formulas start with the = sign. After the = sign, type the cells you want to add or
subtract along with the mathematical operation you wish to perform.
SUM( ) function
The SUM( ) function is probably the most common function in Excel. It adds a range of
numbers. To build a SUM( ) function, begin by typing the = sign; all functions begin with
the = sign. Next type the word SUM followed by an open parenthesis. Using the mouse,
click and drag over the range of cells you wish to add. A dotted outline will appear
around the cells and the cell range will be displayed in the formula bar. When you have

143
Unit-3
the correct cells designated, release the mouse button, type a closing parenthesis and
press the Enter key.
Modifying Page Setup Settings
The Page Setup dialog box, shown below, has controls for margins, page orientation,
headers and footers and whether gridlines and row and column heading should be
printed.
To change page margins
To change your margins, click the Margins tab, and enter the measurement for your
margin, in inches, in the appropriate text box.

144
Unit-3
To change page orientation
If you want to change the orientation of the page from portrait (vertical) to landscape
(horizontal) click the appropriate button in the Page Orientation section of the Page
tab.
Printing
Choosing the Print option on the File menu or clicking the Print button on the toolbar
opens a dialog box that lets you change print settings and specify the number of copies
to print. The Print dialog box appears below.
Within the Print dialog box, you can select what you want to print, how many copies and
which pages.
Charts
• Enter the data to be graphed.
• Highlight data to be graphed.
• Select the chart wizard.That is done by going to the Insert menu and selecting Chart.
You can also click on the Chart Wizard button on the Standard toolbar.
• From the Chart Wizard box that opens select Chart type. For this activity, I selected
pie.

145
Unit-3
On the Design tab, in the Chart Styles group, click the chart style that you want to use.
There are many other options are available to explore the chart component.
E3. Word Processing
Word Processing allows the user to create, modify, and print documents containing
text, and sometimes images. Word processors have several advantages . First, a writer
can edit the text with ease on a word processor, moving words around, fixing spelling
mistakes, or completely reorganizing the structure of a manuscript. Global changes, such
as changing the name of a main character in a novel, can be done in a few keystrokes,
whereas if done by hand, it would take hours, if not days. Second, the text can be
formatted to look like a published work, complete with various fonts, styles, emphasis,
and so forth. Third, it is easy to duplicate previous work.
Starting Word Processor
• Click on ‘Start’ menu, open Word.
• Word will open up automatically into a new document ready for you to start typing.

146
Unit-3
Components of Word Windows
Below we are showing basic components of word.
Change of Text Size and Font
• Open an existing Word document or start a new document and type your text.
• If you’d like to change a portion of the text to a different font, it will need to be
selected or highlighted first. When the mouse pointer is moved over a text area, it
will change from an arrow to a ‘text select’ or ‘I-beam’ icon.
• To change the font style and size you need to follow arrow of the picture.

147
Unit-3
• If you want same font and size as default you have to click on the font arrow then the
dialogue box will pop up chose the font size and style and select set as default.
Formatting Paragraphs
You can perform paragraph formatting from the Format menu.
1. Highlight the paragraph you want to format.
2. Click on Format from the Command menu.
3. Choose Paragraph.

148
Unit-3
4. Make the changes from the options that are displayed in the window. For example,
to change line spacing from single to double, click on the Line spacing drop down
arrow, and choose double.
You can also choose icons from the Formatting Tool Bar to format paragraphs.
1. Font and font sizes,
2. Paragraph alignment icons, and
3. Indention icons.
4. Numbered and Bulleted lists.
Inserting a Graphic in your Document
To insert a graphic in a document position the insert point where you want to place the
graphic in the text. Select Picture from the insert menu. Click on Clip art, and double-
click the graphic you want to insert.
• Choose Insert, Picture, Clip Art or click the Insert Clip Art button on the Drawing
toolbar.
• Click on the Clip Organizer button toward the bottom of the Task Pane to open up
the Clip Art Organizer.
• Select a clip and when Word shows a control palette, select the first option, Insert
Clip. The clip is inserted where your insertion point is positioned.

149
Unit-3
Resizing a Picture
• Select the inserted picture by clicking once on it.
• Click the Cropping tool on the Picture toolbar.
• Drag one of the corners with the pointer to reduce its size and eliminate it.
Lines and Shapes
Use the Drawing toolbar to create lines, shapes, text boxes, AutoShapes, WordArt, or
Clip Art.
Tables
• To create a table, select the Insert Table command from the Table menu. The Table
Dialog box appears:
• Enter the number of columns and rows you want to include in the table and click on
the OK button.
• A table with the number of columns and rows that you specified is inserted in your
document and the cursor is positioned in the first cell of the table.

150
Unit-3
We can Add, Delete and Insert the columns and rows with changing of size of columns
and rows. You can also explore the borders and shading.
Mail Merge
Click on mail merge and then follow the steps in the task pane to navigate for mail
merge.
• Locate the template or document you want to use.
• The information that you want to merge into your documents will be stored in the
data source, and can be found in your Outlook contacts or in an existing file.
• Indicate what records you want to include.
• You can add fields to your document.

151
Unit-3
• After previewing the merged information, click next and your merge will be
complete.
E4. Presentation
Presentation software is broadly same as word processor but it includes more extensive
capabilities for adding diagrams, line art, images, and other graphical objects to the
document. The documents can also contain animated objects, which move about the
page in some prescribed manner, such as titles which scroll in from the left as each
page is displayed. The documents created with these applications, as the name implies,
are usually intended for presentation purposes, such as overhead slides used during
a conference presentation. One popular presentation software package is Microsoft
PowerPoint and free open source software is Open office Impress. Impress is an
outstanding presentation software package that allows you to create presentations that
will deliver your message in a clear and exciting way to your audience. The tools that
Impress provides will help you create simple presentations in a minimal amount of time.
And yet it is sophisticated enough to create the most complex and stunning presentations
that you can imagine.
Starting the Presentation
• Go to the Start menu. Choose Programs and then click on Microsoft PowerPoint.
• Double-click the icon of any PowerPoint document. When you double-click a
PowerPoint document, PowerPoint opens with the document already loaded.

152
Unit-3
Save a Presentation
Save
When you save a new presentation for the first time, PowerPoint displays a dialog box
similar to the Open dialog box. Select the disk in which to save the presentation and
specify a name for the file.
Explore the PowerPoint Interface
Besides the usual window components, the PowerPoint window has several unique
elements, identified in the figure below.

153
Unit-3
Standard Toolbar The Standard toolbar, located beneath the menu bar, has buttons for
commonly performed tasks like printing, saving, inserting clip art, and other operations.
You can customize the toolbar or even display multiple toolbars at the same time.
Formatting toolbar
The Formatting toolbar, located beneath the Standard toolbar bar, or possible to the
side of it, has buttons for various formatting operations like changing text size or style,
changing alignment, formatting bullets, and animation.
Drawing Toolbar
The Drawing toolbar on the bottom of the PowerPoint window contains drawing and text
tools for creating graphics.
PowerPoint Views
PowerPoint has three different views. Normal View provides a comprehensive view for
each slide with notes and outline. Slide Sorter View displays multiple slides and lets you
quickly change their order in the presentation. Finally, the Slide Show view is also called
preview. It is used to run the whole presentation.
Use the three buttons at the bottom left of the window to change slide views.
Edit and format slide
Enter and edit text in outline view
Entering Slide Titles and Bullets

154
Unit-3
Copy and Move Data
Use the Copy and Paste commands to copy selected text and graphics from one slide to
another. If you want to move data instead, use the Cut and Paste commands.
Delete Slides or Bullets
While working in the Outline Area, you can delete a slide by clicking on the slide icon
next to the title and pressing the Delete key. Delete bullets and sub bullets similarly.
Edit and Format a Presentation
Apply a Template to a Presentation
A template is a PowerPoint presentation that defines how your text and slide background
will look. A plain presentation is simply black text on a white background.
To apply a template to your presentation, choose Slide Design from the Format menu. The
available templates will appear in the Task Pane, and once you select one, PowerPoint
will apply it to all the slides.
Define Slide Transition and Animation
Apply transition effects in Slide Sorter View or by selecting the Slide Transition command
on the Slide Show menu.
Edit the Slide Master or Individual Slides
The Slide Master in a template is a slide that controls the formatting, text, and objects
that appear on every slide in your presentation.
It is easiest to edit the text of a slide in the Outline Area. However, to modify a slide’s
appearance, switch to Slide View. If you want your changes to apply to every slide in the
presentation, choose Master/Slide Master from the View menu.
Slide Background
Choose Background from the Format menu to change a slide’s background color or
gradient. Click on the color rectangle near the bottom of the dialog box, and select either
More Colors or Fill Effects. As shown in the Colors and Fill Effects dialog boxes below,
you can change the color, gradient, texture, or pattern, or you can use a picture file.

155
Unit-3

Insert the Clip Arts and Objects
Creating Charts
PowerPoint’s Chart tool is located on the Standard toolbar. Click the Chart tool to create
a graph in your presentation. PowerPoint activates a data worksheet with labels and

156
Unit-3
numbers. Change these labels and numbers to reflect your data. If you do not want to
graph a certain row or column, double-click it and PowerPoint will remove that data from
the chart. When you are through entering data in the worksheet, close it.
Drawing Tools
PowerPoint has a set of drawing tools used to place lines, shapes, figures, WordArt, and
text on a slide. PowerPoint’s drawing tools are similar to drawing tools in other graphics
programs. To use these tools, make sure you are in Slide View.
Use the Auto Shapes tool (shown below) to create regular shapes like stars, polygons,
triangles, and other shapes.
Slide Setup and Printing
Before you print your slide presentation, make sure the slide size and orientation is
correct. Also, decide whether you want to print in color or black and white.
Change these settings using the Page Setup and Print commands on the File menu.

157
Unit-3
References
http://uwf.edu/clemley/cgs1570w/notes/concepts-3.htm
http://www.newagepublishers.com/samplechapter/001427.pdf
http://www.calvin.edu/academic/rit/webBook/chapter2/user/software/apps/sigapp.html
http://digitalunite.com/guides/microsoft-word/
http://www.utexas.edu/its/training/handouts/UTOPIA_WordGS/
http://www.utexas.edu/its/training/handouts/UTOPIA_ExcelGS/
http://www.utexas.edu/its/training/handouts/UTOPIA_PowerpointGS/

158
Unit-3

159
Multimedia Design:
Open Source
Design Tool
Multimedia Design:
Open Source
Design Tool
Unit - 4Unit - 4

160
Unit-4
Learning Objectives
v Understand what is multimedia
v Understand digital image types and file formats
v Perform some basic imaging tasks in GIMP like opening, saving, rotating, and
resizing images
v Understand how to work with layers
v Explore the various filtering tools in GIMP
v Use Smudge and Clone tools
v Importing pictures into and Exporting pictures out of GIMP
Introduction
Before defining the term ‘multimedia’, let’s first understand the meaning of ‘media’. The
term ‘media’ refers to the collection of tools used to store and deliver data or information.
Based upon the definition of media let’s define the term ‘multimedia’.As the name implies,
multimedia is the integration of multiple forms of media. This includes text, graphics,
audio, video, etc. For example, today most Internet sites contain combination of some
text, few images and some optional audio/video included in the web pages to convey
the desired information to the user visiting the site. As such most Internet sites can be
considered as multimedia web sites.

161
Unit-4
Apart from web sites, there are other ways to provide information to the user based
upon his/her needs. For example, educational tablets provided to school students that
contain educational multimedia content. Or a Sales Executive presenting information
on a certain product before a prospective client in the form of PowerPoint presentation.
Whatever be the way to convey information, digital images play an important role in
designing multimedia content.
A digital image usually refers to photographic image captured using digital equipment
like a digital camera, mobile phone, etc. and also stored in the same. You can then
use these digital images in your presentation, web site, wherever you required. But
before using them you first need to transfer the digital images to computer. Next, you
required some image manipulation tool so that you can manipulate the image as per
your requirement.
In this lesson, you are going to learn some commonly used image manipulation tasks.
Software: An Open Source Image Manipulation Tool (GIMP).

162
Unit-4
E1. Digital Image Basics
The main purpose of any image manipulation tool is image editing. But before diving
deep into details of image editing using one of the image manipulation tool, let’s first
learn about some basics of digital imaging including common terminologies, types of
images and image file formats. Learning about digital imaging basics helps you to work
with image manipulation tool that we will learn later on, more effectively.
Definitions of Terms
Here we will learn about definition of some commonly used terminologies related to
digital imaging.
Resolution: Refers to the quality of an image. It specifies the clarity and sharpness of
an image. The resolution of an image is measured in terms of ppi (pixels per inch) and
dpi (dots per inch).
PPI (pixels per inch): Is the measure of the quality of images displayed on computer
monitor.
DPI (dots per inch): Is the measure of the printed image quality on paper.
Pixel: Refers to the smallest unit of information that makes up images on computer
displays. It is actually the short form of the word “picture element”.
Megapixel: Refers to the resolution of graphics devices like computer monitor, digital
camera, scanner, etc. One “megapixel” is equal to “one million pixels”. More megapixels
in a graphic device will give better resolution when printing an image in a given size.
Lossy: Refers to a compression technique mostly used for digital images to reduce
the image file size considerably but compromising on image quality. Though initially no
significant changes are visible in image quality, but with repeated use of lossy technique
results in visible degrading of image quality.
Lossless: Refers to a compression technique usually for digital images in which an
image file size is reduced (not that much as in lossy compression technique) but without
compromising on the quality of the image.
RGB (Red, Green, Blue): Refers to the color model used by electronic display devices
like monitors, digital projectors, scanners, etc for displaying images. The display devices
use the combination of RGB to display different colors.
CMYK (Cyan, Magenta, Yellow, and Black): Refers to the color model used for
printing color images. If you are printing something in color, be sure you have saved it
in CMYK.

163
Unit-4
Bit-mapped (or Raster) images: Refers to type of images that is made up of a collection
of tiny individual colored squares called bitmap. These images when increased in its
size lose the image quality.
Vector images: Refers to type of images that is made up of lines and curves. These
images can be enlarged without losing the image quality.
Open Source Software: Refers to computer software for which the source code is
available for free. This means anybody can access, study, change and distribute the
software code free of cost to anyone and for any purpose. GIMP (Image manipulation
tool), PNG (Graphics file format), Mozilla (Web browser), Apache (Web server), PERL
(Web scripting language) are some popular open source software.
Explanation of Image Types
In the world of digital imaging there are two types of graphical image files: raster and
vector. As a prospective graphics artist, you should be aware of these image types. In
this section an overview of both these image types are discussed.
Raster Images
A raster image is made of thousands of tiny squares called pixels or bitmaps. Each pixel
(or bitmap) has a color associated to it. These pixels as an individual do not depict any
image but when used together forms an image.
Raster images are mostly used for depicting rich, full-color images, like photographs or
scanned artworks. Raster images do have some drawbacks, though:
• Raster images result into large file size. These images are memory-intensive and
may cause slow editing.
• Raster images have a fixed resolution and cannot be increased in its size without
losing image quality. When you increase the size of a raster image, the pixels just
get larger, making the image appear distorted and hazy.
Image editing tools like Adobe Photoshop and GIMP use raster-based images for
accurate editing of images and pictures.
Vector Images
Vector images are quite different from the raster images in the way images are rendered.
In the vector images, the images are made up of lines and curves; called paths.
Mathematical formulas are used to specify the points where the paths start and end,
how much the paths curve, and the color of the path (either filled-in or bordered around
the path).

164
Unit-4
The most important advantage of vector images is that they can be enlarged without
any loss of the image quality. It becomes possible because vector graphics are not
made of pixels, the images can be scaled to be very large without losing quality. Another
advantage to using vector images is file-size efficiency. The vector image files are usually
much smaller in size than those of the raster counterparts. Hence, these images are
easy to send out from one computer to another and over the Internet.
Vector images are mostly used in designing fonts and logos.
However, vector images too have its share of drawback. They are generally filled with
a solid color or a gradient but cannot match the color details of a raster image. Further
since vector graphics are made up of simple lines and curves, they cannot handle certain
styling effects, like blurring or a drop shadow. Because of these reasons vector images
are not suitable for depicting complex images and hence do not support photographic
imagery well.
Drawing programs, like Adobe Illustrator and CorelDraw, primarily use a vectorbased
drawing mode to allow for scalability and clean lines.
What to Use – Raster or Vector?
As a general rule of thumb:
Use vector imaging if you are drawing something from beginning using only a few colors.
Use raster imaging if you are manipulating a digital image with multiple colors.
However, there are projects where you use raster and vector images together. For
example, a product brochure, where you may include a corporate logo (vector image)
along with a digital photograph of the product (raster image).
Overview of Image File Formats
An image file format refers to the specific format in which an image file is saved. There
are so many image formats that it’s so easy to get confused! However, you can identify
the format of the image file by observing the extension at the end of the file name. Every
format has its own characteristics and advantages. Let us have a quick overview of most
common image formats used in the world of digital imaging.
TIFF (Tagged Image File Format): The TIFF file format is a lossless file format that can
be compressed. This format is widely supported on most operating systems. TIFF is
best suited for archiving high quality images.
JPG or JPEG (Joint Photographic Experts Group): The JPG/JPEG file format is a
very lossy format. However images saved as JPG/JPEG are automatically compressed

165
Unit-4
resulting in a relatively small file size while still retaining quality. For this reason, JPG/
JPEG images are best suited for email and Web use.
GIF (Graphics Interchange Format): The GIF file format is a lossless and compressed
file format. GIFs are suitable for sharp-edged line art (such as logos) because it keeps
edges and lines sharp. GIFs are limited to 256 or few colors, and are therefore best for
images containing simple shapes and limited color palette, such as clip art. GIFs can
be static or animated. Remember the days of animated “under construction” graphics?
Those were classic animated GIFs.
PNG(Portable Network Graphics): The PNG file format is a lossless bitmap image
format and is considered as an open source substitute for GIFs. PNGs provide a higher
lossless compression rate than GIFs. In addition, the GIF format only supports 256
colors, while the PNG format supports millions of colors and hence supports true color
images. Because of high compression rate and increases color support, the PNG file
format is commonly used to store graphics for Web images. However, unlike GIF PNG
does not support animation. But, there is another image format called Multiple-image
Network Graphics (MNG) which supports animation. MNG is in essence a superset of
PNG.
All of the formats detailed above are supported by most image manipulation tools.
E2. Getting Started with GIMP
GIMP is a free open source image editing program. GIMP stands for the ‘GNU Image
Manipulation Program’ (GNU is itself a recursive acronym for ‘GNU’s Not Unix’). It
has capabilities that match to those available in commercial software such as Adobe
Photoshop. With GIMP you can perform simple and advanced image editing tasks, such
as image composition, photo retouching, image optimization and image creation.
In this section you will learn the fundamentals of GIMP that you need to know to get
started with the tool.
Starting GIMP
To start GIMP (in Windows 7 OS), perform the following steps:
1. Click the Start button .
2. Click on GIMP 2 menu option from the Start menu.

166
Unit-4
However, if you cannot find GIMP 2 option on Start menu displayed, clickAll Programs
and then click on GIMP 2 menu option from the list displayed (you may need to scroll
up or down to search for GIMP 2).
GIMP program will start.

167
Unit-4
GIMP Running for the First Time
When GIMP runs for the first time, it performs a series of steps to configure options
and directories. The configuration process creates a subdirectory, .gimp-2.8, in the
home directory (see the note below) of the user who has installed GIMP. And all the
configuration information is stored in this subdirectory. However, if you delete or rename
the subdirectory, GIMP will do again the entire initial configuration process, including
creating a new .gimp-2.8 directory.
Note:
A Home Directory in Windows refers to a disk folder that contains the user’s personal
files like text documents, music, pictures or videos, etc. In Windows 7 home directory
is specified by the path rootUsersusername. root refers to the drive where
Windows 7 is installed and username refers to login name used to log into Windows
7. For example – in our case we have installed Windows 7 in C: drive and the user
“hcl” install GIMP application. Therefore, the subdirectory .gimp-2.8 will be created
under the home directory given by the path C:Usershcl.
Exploring GIMP Main Interface
When GIMP starts for the first time, three different windows are displayed on the
computer screen, as shown in the figure below. These windows are the Toolbox with its
Tool options (let panel), the Image window (center panel), and the Layers dialog along
with a dialog dock (right panel).

168
Unit-4
Toolbox with Tool Options
The left panel of GIMP is divided into two sections. The upper section is the Toolbox
window. The lower section is actually a dockable dialog called Tool Options. A dockable
dialog is a term used in GIMP to refer to small, interactive windows that you can move
around.
TheToolboxwindowcontainstoolsthatyoucanusetoperformbasictaskssuchasmaking
selections (example – Rectangular Select tool , the first tool in the Toolbox), painting
colors (example – Bucket Fill Tool ), drawing paths (example – Path Tools ), etc.
GIMP always has one active tool and if the active tool is present in the Toolbox, that tool
button will appear “pressed,” as with the Airbrush tool in the figure shown below.
If you move mouse pointer over any of the tool icons, GIMP displays tooltip specifying
the tool name, a brief description about the tool, and the keyboard shortcut (if any).

169
Unit-4
At this point it should be noted that most tools can be activated by clicking on a tool icon
in the Toolbox. However, there are certain tools, which by default, can be accessed from
the menus only. Example, Color tools are accessible only from either Colors or Tools
→ Colors menu. In fact, every tool irrespective of whether they can be accessed from
Toolbox or not, can be accessed from Tools menu.
Just below the toolbox is a dockable dialog called Tool Options. Each tool has its own
unique options set. The Tool Options displays the options corresponding to the active
tool. The following figure shows the Tool Options for the Airbrush, which is the active
tool here.

170
Unit-4
At the bottom of the Tool Options dialog, four buttons appear:
• Save Tool Preset… ( ): This button allows you to save the options settings for the
active tool, so that you can restore them later.

171
Unit-4
• Restore Tool Preset… ( ): This button allows you to restore a previously saved
option for the active tool. If there are no previously saved option settings, clicking on
this button will result nothing. Otherwise, clicking it will display a menu that shows
the names of previously saved option sets. You can then select a menu option to
apply the saved option settings.
• Delete Tool Preset… ( ): This button allows you to delete a previously saved
option for the active tool. If there are no previously saved option settings, clicking on
this button will result nothing. Otherwise, clicking it will display a menu that shows
the names of previously saved option sets. You can then select a menu option to
delete the desired saved option settings.
• Reset to default values ( ): This button resets the options for the active tool to
their default values.
Image Window
The Image window contains the image that’s currently open in GIMP. If no image is
currently open or when GIMP begins, the Image window displays a blank screen (see the
figure below). Closing a blank Image window results in exiting out of GIMP application.
More on the Image Window later in this chapter.
Layers Dialog Along with a Dialog Dock
On the right panel of GIMP, initially you can see two dialogs: the Layers dialog on the top
half and the Brush dialog on the bottom half. In addition to these two initial dialogs, there
are many more dialogs docked here, visible only through tabs. The top half, in addition
to Layers, also includes tabs for Channels, Paths, and History (Undo). The bottom half,

172
Unit-4
in addition to Brush, contains Patterns and Gradients tabs. Click on the desired tab to
make that dialog visible.

173
Unit-4
Opening GIMP in Single-Window Mode
By default, when you open GIMP, three different windows are displayed as you had
learned earlier. This is called multi-window mode. However, with GIMP 2.8 a new feature
is added called single-window mode. With this new feature you can now work with all
the GIMP dialogs inside one big window. The Toolbox along with the Tool Options is
displayed as a narrow column on the left, the Image Window occupies the center space
and the Layers dialog along with other dialog docks is on the right. In single-window
mode, there are no floating panels or toolbox but the dialogs could be arranged inside
this single window.
To change from multi-window mode to single-window mode, in the Image window top
menu, click Windows. A list of options will be displayed; click Single-Window Mode.
GIMP will be displayed in single-window mode.

174
Unit-4
You can switch from single-window mode to multi-window mode and vice-versa as and
when you like and for any number of times. To switch back from singlewindow mode to
multi-window mode, click Windows from the top menu. A list of options will be displayed;
here you can see that the option, Single-Window Mode has a tick mark corresponding
to it; click on the option. GIMP interface will switch back to multi-window mode.
E3. Performing Some Basic Imaging Tasks in GIMP
Once you have saved an image from an external source such as a digital camera onto
your computer, you can do several things to it. In this section, we will learn about some
of the most common tasks that includes opening, saving, rotating, resizing images.
Opening an Image
You can open an existing image that is stored on the computer system by performing
the following steps:

175
Unit-4
1. Click File-Open (it means click on File menu on Image Window top menu and then
click on the option, Open, from the list of options displayed).
Alternately, you can press Ctrl+O keys (it means pressing Ctrl and O keys
together).

176
Unit-4
An Open Image dialog box is displayed.
The Open Image dialog box has three panels: Places, Name, and Preview. You
choose the folder where the image is saved in Places and select the image in Names.
Thumbnails for the image are shown in Preview.
In Open Image dialog box there are two icons in Places that are worth mentioning
here.
• Search ( ): Searches for an image by name.
• Recently Used ( ): Displays a list of the most recently used images.
2. Double-click on the drive or folder in the left pane where you want to search for an
image. The content of the selected drive or folder will be displayed in the center
pane. Subdirectories (if any) are shown at the top of the list, files (if any) below
them.
For illustration purpose, let consider an image file (mod_Tulips.jpg) stored in the
folder, image_1_module_gimp_cwmodified_image_1_module_gimp, under
Pictures directory of Windows 7 operating system.

177
Unit-4
3. If the image is in one of the subfolders displayed, double-click the subfolder to open
it. Continuing this process of opening subfolders until you find the desired image.

178
Unit-4
4. Once the desired image is found, click on it to select and then click on Open button
to load it. Alternatively, you can double-click the image name in the Name box to
open the selected image.

179
Unit-4
The image will be displayed in the Image Window.
Tip:
An easy way to open an image in GIMP is to drag an image thumbnail to the GIMP
Toolbox to open it. This works with files on the computer and with images from the
Internet. You just drag the image from the browser and drop it onto GIMP’s Toolbox
window.
Saving an Image
Once you are finished working with images you need to save it. You can save the
image by clicking File-Save or File-Save As… option. The image files in GIMP are
automatically saved in its native format which is XCF that cannot be changed. If you try
to save to a format other than XCF, you get an error message:

180
Unit-4
The error message indicates that if you want to save a GIMP image in other formats than
XCF, you need to use File-Export option (more on Export option later in this chapter).
File-Save
You use this option if you want to save an image for the first time using GIMP’s native
XCF format. At this point, Save Image dialog box is displayed and you can specify a
filename to save the image (in the Name text box). You also can select the desired
location to save the file by first selecting the desired drives and the main folders in your
computer from the left pane (Places) and then selecting the desired subfolder from the
center pane (Name). If you are saving an image that has already been saved to XCF,
performing this step will overwrite the previous version.

181
Unit-4
File-Save As
You use this option if you want to save the existing image with a new filename or in a
different folder. When you click File- Save As, the Save Image dialog box is displayed.
In the dialog box, you can specify the filename to save the image and also can select the
desired location to save the file from. If you are saving an image that has already been
saved to XCF, performing this step will overwrite the previous version.
Flipping or Rotating the Image
You can flip or rotate the entire image by performing the following steps:
1. Click Image - Transform.
2. Click on any one of the following options from the list of options displayed:
• Flip Horizontally: Flips the image horizontally. It is like a mirror image of the
original image where right of the original image becomes left in the mirrored
image and the left of the original image becomes right in the mirrored image.
• Flip Vertically: Flips the image vertically. The top part of the original image
becomes bottom part in mirrored image and the bottom part of the original image
becomes top part in mirrored image.

182
Unit-4
• Rotate 90° clockwise: Rotates the image 90o in clockwise direction.
• Rotate 90° counter-clockwise: Rotates the image 90° in anti-clockwise direction.
• Rotate 180°: Rotates the image by 180°.
Let’s illustrate with an example. Suppose you have wrongly taken a photograph in
sideways direction as shown below:
Now you want to insert this picture in your web page. But before inserting you are require
to modify the image in upright position. The steps to do so are:
1. Open the image in GIMP.
2. Click Image - Transform.
3. Click Rotate 90° clockwise from the list of options displayed.

183
Unit-4
4. Save the corrected image.
The corrected image is shown below (upright image):

184
Unit-4
Resizing an Image
Resizing an image is one of the most commonly performed tasks in any image editing
software. You can resize an image by using the “Scale Image” feature in GIMP.
You can scale the image either by increasing or reducing the image size. When you
reduce the image size it usually doesn’t affect the quality of the image. But, making an
image larger than the original can affect image quality. Therefore, it is always suggested
to make a copy of your image before scaling. It is because once you make changes in
image size and saved the same, it becomes permanent.
You can scale an image by performing the following steps:
1. Open the image.
2. Click Image-Scale Image.
The Scale Image dialog box is displayed.

185
Unit-4
3. Specify the desired values for the Width and Height fields. As you can observe in the
Scale Image dialog box that the width and height are “chain linked” together.
This means that when you type a new number into either the Width or Height field,
and hit the Tab key or click in another field, the other field’s value will automatically
get updated to keep the aspect ratio unchanged. Aspect ratio refers to the ratio of
width to height of the image. Nonchanging of the aspect ratio prevents the contents
of an image from getting taller and skinnier, or shorter and fatter.
By default, width and height of an image is given in pixels (px). Alternatively, you can
specify the unit of measurement for width and height of a digital image by choosing
from the drop-down list one of the following measurements: percentage, inches,
millimeters, points, picas, etc.

186
Unit-4
4. After making the desired changes in image size, click Scale to implement the
changes.
Note:
If you had chosen the measurement unit for image width and height as inches or
millimeters in that case you have to set the values for X resolution and Y resolution
also. The suggested resolutions are:
For CRT monitors - 72 ppi (default value)
For LCD monitors – 98 or 100 ppi
For printers – 300 ppi or more
Let’s illustrate the concept of image scaling with an example. You have taken a very
beautiful picture of some flowers and want to use the same in an article that you are
writing for a web site. The article has to be submitted in word format. But when you insert
the picture in the document, you observe that the image is appearing very small in size.
You decide to increase the image size in the document itself, but it results in poor image
quality. You decide to edit the image by scaling its size in GIMP. The requisite steps
are:
1. Open the image in GIMP. It appears as shown below.

187
Unit-4
2. Click Image-Scale Image. The Scale Image dialog box is displayed.

188
Unit-4
3. Specify the Width as 400 pixels.
4. Click in textbox corresponding to the Height field; the height is automatically adjusted
to maintain the aspect ratio of the original image.

189
Unit-4
5. Click Scale.
The image is resized as shown below.

190
Unit-4
Cropping an Image
Cropping an image permanently removes part of it. It is similar to cutting a real photo
with a scissor. You might crop an image to remove unwanted areas from the image
frame or to focus on the main subject in the image.
You can crop an image in GIMP by using the Crop tool. There are two methods to
activate the crop tool:
• Click the Crop tool button ( ) in the Toolbox.
• Use Tools → Transform Tools → Crop in the image window.
When you select the Crop tool, the pointer becomes crosshairs with an icon of a blade
next to it. Select the area to crop by clicking and dragging. Click on one corner of the
desired crop area and drag your mouse to create the crop rectangle. You can then drag
the rectangle’s corners or edges to change the dimensions of the selected area.
When you stop dragging, the area outside your selection is dimmed and the selected
region becomes highlighted.

191
Unit-4
After finalizing on the area to crop, click inside the selected area or press ENTER to crop
the region. Clicking outside the selected area cancels the selection.
The final cropped image of the preceding image is shown below.

192
Unit-4
Let’s illustrate cropping with an example. You have gone for a vacation and taken a
photograph of a houseboat. But in the snap, lots of trees have come in which is distracting
from focusing on the main subject, which is the houseboat. Also the houseboat is not
properly zoomed making it not much visible inside. You decide to crop the image so as
to focus on the houseboat and also scale the cropped image so as to have a bit more
clearer vision of the deck. The original snap is shown below:
To crop the image in GIMP, the requisite steps are:
1. Open the image in GIMP.

193
Unit-4
2. Click on the Crop tool button ( ) in the Toolbox.
3. Select the region that you want to crop in the image.
4. Press Enter to confirm the cropped region.

194
Unit-4
5. Click Image-Scale Image. The Scale Image dialog box is displayed.
6. Specify the Width as 600 pixels.
7. Click in textbox corresponding to the Height field; the height is automatically adjusted
to maintain the aspect ratio of the original image.
8. Click Scale.
The image is resized as shown below.
9. Save the image.

195
Unit-4
Closing Image(s)
You can close an image by clicking File-Close View in the Image Window. Alternatively,
you can click on the Windows close button of the image.
If you had made any changes in the image and tried to close the image without saving
it, GIMP will prompt whether to save the image.
Click SaveAs button if you want to save the changes before closing the image. Else, click
Close without Saving if you want to close the image without saving it. All the changes will
be lost. You can also click Cancel if you want to go back to the image without closing it.
You can also open multiple images in GIMP. To close all the images at one go, click
File-Close All from the Image Window of any one of the opened images.

196
Unit-4
Similar to Close View option, Close all option also displays a dialog box that prompts
whether to save the image before closing. This happens when you had made changes
in any one of opened image(s) and did not save it before clicking the Close all option.
Exiting GIMP
There are two ways to exit out of GIMP. One that we had already discussed earlier in this
chapter by closing a blank Image window. The second method is by clicking File-Quit.
If there are any unsaved images, a dialog box will be displayed that prompts whether to
exit GIMP by not saving the images.

197
Unit-4
If wants to exit without saving changes, click Discard Changes. Else, click Cancel, save
the modified image and again click File-Quit to exit out of GIMP.
E3. Working with Layers
Consider a situation where you are designing an advertisement banner and you need
to show a collection of different images. For example, the following figure shows an
advertisement of Apple iPod containing collection of images:
To create the preceding advertisement banner, you can use the concept of layers to
add the multiple images. In GIMP, each image can be considered as made of multiple
layers. You can understand the concept of layer by drawing analogy with glass sheets.
Consider you had sheets of glass, and you piled them on top of each other, what do you
see? Nothing, because glass is transparent in nature. You can clearly see-through the
glass. But consider the situation where you put a drawing on each sheet of glass till the
bottom of the pile. You could clearly see the drawings on each sheet of glass; even it
would appear to you that all the drawings across the glass sheets as a single piece of
drawing. The advantage is that, if you had to change any drawing on a glass sheet you
can do so without fear of ruining something on another sheet.
You can consider layer as a ‘sheet of glass’. You can make pictures on each of the
sheets, but you will be able to see pictures on other sheets too. This is what layers
are. To sum up “Layers are separate images stacked on top of each other to make one
picture”. In addition to images, you can create a layer with text also.

198
Unit-4
With layers, you can edit and revise the content put on a layer without disturbing the
content put on other layers. For example, for an advertisement banner you need to put
some text alongside an image. You can put the image and the text each on a separate
layer. The advantage is that you can edit either the text (increasing the font size, changing
font color) or the image (changing image size, cropping the image) without affecting
each other.
The layers are core to GIMP. Therefore, some understanding of layers is crucial to
getting the most out of GIMP. In this section, we examine the Layers dialog and the
Layers menu.
Understanding the Layers Dialog
The “Layers” dialog is the main interface to edit, modify and manage your layers. Layers
are stack of images with the bottom layer forming the background of the image, and the
components in the foreground of the image come above it.
Discussing About Components of Layers Dialog
The following figure shows an example of a Layer dialog.
The various components of Layers dialog are:
• Mode Drop-down Menu: The layer mode determines how the layer interacts with
the other layers. GIMP has twenty-one layer modes. From the combo box you can

199
Unit-4
access all the modes provided by GIMP. Layer modes are also sometimes called
“blending modes”.
• Opacity Slider: The Opacity slider allows you to specify the opacity of the current
layer. By moving the slider you can increase or decrease the opacity of the layer.
With a 0 opacity value, the layer is transparent and completely invisible.
• Paintbrush Icon: The paintbrush icon is a toggle button. If pressed, the layer pixels
are locked, which means you cannot make any changes in layer pixels. This is
useful if you want to protect a layer from unwanted modifications.
• Square Icon: The square icon is another toggle button that locks a layer‟s Alpha
channel, if there is one. Alpha channels are used to indicate transparency within
an image. If the Alpha channel is locked, painting tools will not work in transparent
areas of the current layer, but they do work in opaque areas, as long as the pixels are
unlocked. If both pixels and Alpha channel are locked, the layer cannot be changed
at all.
• Layer List: Layer list is the main part of the Layers dialog that contains a list of all
layers in the image along with the attributes of that layer. Some of the common layer
attributes are defined below:
 Layer Visibility: It is depicted by an “eye” icon ( ) on the far left of a layer
entry. By clicking on the eye, you toggle whether the layer is visible or not. When
the eye icon is displayed indicates that the layer is visible. When the eye icon is
hidden indicates that the layer is invisible.
 Chain Layer: It is depicted by a “chain” icon ( ) which indicates that the layer
is grouped with some other layers. This is usually activated when you have
grouped layers for operations on multiple layers at a time (Example - the Move
tool).
 Layer thumbnail: It provides a miniscule image of what the layer contains. If its
border is white indicates the current layer, else the border is black. Clicking on
the thumbnail makes the layer active. Maintaining left-click for a second on this
thumbnail makes it larger. Clicking and dragging the thumbnail to the Toolbox
creates a new image from the layer. Dragging it into another image copies the
layer as a new layer in that image.
 Layer Name: The final item on the layer entry is the name of the layer. A name is
assigned to the layer when the layer is created, but it can be changed. Double-
clicking it allows you to edit the layer name. Clicking on the layer name selects
the layer.

200
Unit-4
At the bottom of the Layers dialog is a row of buttons that allows you to perform some
basic operations on the layer list. These buttons are actually shortcuts to entries in the
Layers or Image: Layer menus. From left to right, using these buttons you can perform
the following tasks:
• Create a new layer
• Create a new layer group
• Move the layer up a level in the list
• Move the layer down a level in the list
• Duplicate the current layer
• Anchor the floating layer
• Delete the current layer
Accessing the Layers Dialog
The Layers dialog is opened by default when GIMP starts. However, if it is not displayed you
can access it from Image: Windows Dockable Dialogs Layers or pressing CTRL+L.
Exploring the Layers Menu
The Layer menu contains tools for layer management (see the figure below).

201
Unit-4
The commonly used tools are briefly defined here:
• New Layer: Adds a new empty layer to your image, just above the active layer. It
displays a dialog box in which you can specify the size of the new layer.
• Duplicate Layer: Adds a new layer to your image, which is an exact copy of the
active layer.
• Delete Layer: Deletes the active layer from the image.
• Stack: Displays a submenu that offers options to change the order of the active layer
in the layer stack.
• Mask: Displays a submenu that offers options to create, select, and apply a mask.
Creating New Layers and Renaming Layers
To create a new layer:
1. Click Layer New Layer from the Image window. A New Layer dialog box is
displayed.
2. Enter the information for a new layer like Layer name, width, height; transparency is
great for overlapping layers or necessary for deleting portions of an image.
3. Click the OK button to finish creating the new layer.

202
Unit-4
To rename a layer:
1. Select the layer and right-click it.
2. Select edit layer attributes, then type in a new name.
Deleting an Image Portion and Making it Transparent
To delete a portion of an image and have the deleted portion be transparent:
1. Open the desired image.
2. Add a new transparent layer.

203
Unit-4
3. Right click the transparent layer and then select merge down.
4. Using selection tool, select the image area that is desired to be deleted.

204
Unit-4
5. Click Edit Clear from Image window. This command will clear the area of the first
layer and displays the transparent layer behind it.
Linking Layers
There may be some situations where you may need to move multiple layers together. In
that case you need to link the layers. For example text written on a shape is considered
as two separate layers. If you move the shape and the text with it, each layer would
move separately. To link layers:
Click the blank box of each layer you desire to be linked together.

205
Unit-4
A chain link will appear indicating that the layers are linked.
If you want to unlink the layers, click the chain link area again and the layers will once
again be separate.

206
Unit-4
Arranging Layers
To change the order of the layers:
1. Highlight a layer you desire to move.
2. Use the up and down icons from the lower portion of the Layers dialog box to control
the arrangement of the layers.
E4. Applying Filters
Filter is a name used in GIMP to describe a variety of tools that modifies the appearance
of an image, in most cases just the active layer of the image. Not all of the entries in
this menu meet that definition. Indeed, some of the entries in this menu do not modify
images at all.
One of the filter that is worth mentioning here is the Enhance filters. These filters help
improve flaws of an original image such as lack of sharpness. The required command is
Filters Enhance Unsharp Mask. The filters in this menu are available for the whole
image, a layer, or a selection inside an image.
The Filters menu and the Enhance filters submenu is displayed in the following image.

207
Unit-4
E5. Using Smudging and Cloning Tool
There are two important tools that you can use to make minor modifications in the
images: Smudge and Clone tools.
Working with Smudge Tool
You can remove an unwanted portion of an image in GIMP using the Smudge Brush.
The steps are:
1. Open your image in GIMP.
2. Select the Smudge Brush from the Toolbox ( ).
3. In the Smudge tool options increase the Size area to make your brush bigger than
the area you wish to smudge.
4. Drag the mouse over the undesired area of the image with the Smudge Brush.
Using the Clone Tool
The Clone tool is used to duplicate a section of an image from one spot to another. The
steps are:
1. Open your image in GIMP.

208
Unit-4
2. Select the Clone Tool from the Toolbox ( ).It looks like a stamp.
3. Hold down the Ctrl key while clicking the mouse on the area you would like to
duplicate.
4. After selecting the area you’d like to clone, release the Ctrl key.
5. Drag the mouse on the area where you would like to put the duplicated image. The
cloned image will be drawn on the desired area.

209
Unit-4
E6. Importing Picture
You can import pictures from a clipboard, scanner/camera, screenshot using the
corresponding submenu options from File Create of the Image window.

210
Unit-4
Here is an example of how to import an image from a clipboard.
Suppose you have copied the following image (say from a Word document) in the
clipboard (selecting the image in the document and pressing Ctrl+C keys):

211
Unit-4
To perform some editing tasks on the image, you want to import it into GIMP. The steps are:
1. Open GIMP.
2. Click File Create From Clipboard. The image will be opened in GIMP interface.

212
Unit-4
Now you can perform requisite editing tasks on it.
E7. Exporting Pictures
By default, all the images in GIMP are saved in XCF format. However, if you wish to save
image in a format other than XCF, use Export command. You can access this command
from the image menu bar through File Export, or by using the keyboard shortcut
Shift+Ctrl+E.
The Export Image dialog box is shown below:

Troubleshooting:
Hardware, Software
and Networking
Troubleshooting:
Hardware, Software
and Networking
Unit - 5Unit - 5

214
Unit-5
Learning Objectives
After studying this unit the students will be able to:
v Understand the concept of Virus
v Define different types of Viruses
v Understand how virus affects the computer
v How to install an antivirus software
v Scan your computer to check the virus
v Hardware troubleshooting
Introduction
Computer virus is an executable program that may harm your software and data. Data
damage depends on the category of virus. Not all computer viruses behave same, but
they replicate, or infect almost in the same way.
Troubleshooting is a process determining and solving a problem to an issue. A computer
technician understands the problem which comes in the form of error message
encountered in front of a user.
Software: Anti-Virus program.
Basics of Computer Virus
Today computers are being used by almost all the governments, business organizations,
and educational institutions etc. Most of them are using internet for browsing, banking,
on-line transactions or payments, downloading etc. Internet is one of the most vulnerable
place from where a virus can easily enter to the computer. A virus is a computer program
that can copy itself and infect a computer without permission or knowledge of the user.
These programs are destructive to computers. Any program that can cause damage to
a computer is called malicious software. The computer viruses can corrupt or damage
data, modify the existing data, or degrade the performance of a system by utilizing
resources such as memory or disk space. A virus can be introduced to a computer

215
Unit-5
system along with any software program. For Internet users, this threat can come from
downloading files.
Some of the most common types of computer viruses are listed below.
• Boot Sector Virus
• File Virus
• Macro Virus
Boot Sector Virus
A virus which attaches itself to the first part (boot sector) of the hard disk of floppy disk
that is read by the computer when it boots up. These are normally spread by floppy
disks. Boot sector virus infects a computer when an virus infected floppy disk used by
the user. This virus copied itself to the boot sector. When the computer is powered on,
the boot sector virus gets activated and prevents the computer from booting. As the
computer starts booting, shows an error message “ Invalid System Disk “. Some of the
boot sector virus are :
• Stoned
• Michelangelo
• Form
• Disk killer
File Virus
A file virus infects the files on the disk. When the infected program is executed, the
virus is also triggered. This type of virus infects the files with some specific extensions
viz..EXE,.COM,.SYS or.BAT. This type of virus is usually spread to other computer by
sharing the files. Some of the file virus are :
• Cascade
• Snow.A
• Jerusalem
Macro Virus
Let’s discuss something about macro. Macro is a program that is used to automate a
task or operation. A macro virus is written using the macro feature. It infects only those

216
Unit-5
files which supports macro like MS-Word, MS-Excel, PowerPoint. Hence, a macro virus
infects only those files that are created using above mentioned applications. Macro virus
does not affect the application, it only infect the files created using those applications
which support macro language.
When a document is opened which is infected by a macro, the virus copies itself to the
default document template. Once a default template is infected, every document that is
opened from then on will be infected as well. Some examples of Macro viruses are:
• Nimda
• Concept
• Melissa
Understanding Malware
Malicious Software, also called Malware, is a software programmed to affect or compromise
computer functions like bypass access controls, tempering data, gather sensitive
information, or gain access to computer systems. There are several different categories
of viruses and malware.
In addition to computer viruses, there are few more types of malicious software. Most
common types of malwares are ;
• Rootkit
• Spyware
• Worms
• Trojan
Root Kit
Rootkit is a type of malicious software installed by hackers on other people’s computers.
The rootkit is designed to remotely access or control a computer undetected by users
or security programs. It is the hardest of all malware to detect and therefore to remove;
many experts recommend completely wiping your hard drive and reinstalling everything
fresh. Once a rootkit installed it is possible for the hackers to remotely execute files,
access/steal information, modify system configurations.
Spyware
Spyware is a type of malware that is installed without any permission on your personal
computers. Spyware spy on user activity without their knowledge.

217
Unit-5
Spyware collects information about users, their computer or browsing history and send it
to remote user. It also can download other malicious programs from internet and install it
on the computer. Spyware installed unknowingly when you install another freeware type
program or application. Spyware spreads by exploiting software vulnerabilities.
Worms
Worms are considered to be a subset of viruses, but with a differences. A worm is
another type of malicious software that spread from computer to computer without
the use of any host files. The worms are mostly spread through internet and networks
like LAN, WAN. Worms spread through Internet like E-mails and Chats. A worm is a
computer program that replicates, but does not infect other files.Instead, it installs itself
on a victim computer and then looks for a way to spread to other computers. Worms
almost always cause harm to the network, like consuming network bandwidth. Some
examples of computer worms are:
• I Love You
• Fog
• Witty
• Fog
• Blaster
Trojans
The term Trojan is taken from the Greek’s wooden horse used to prowl inside the city
of Troy and capture it. The first Trojans, which appeared in the late 1980s. Trojans are
arguably the most dangerous kind of malware. Trojans are malicious softwares that
appears to perform a certain action but in fact performs another. And often these hidden
actions are for negative purpose only like :
• Spread other malware, such as viruses
• Erase or overwrite data on a computer.
• Retrieve a user‘s account name and password without the user‘s knowledge to gain
remote access.
• Spy on a user to gather information like browsing habits of the user, etc.
• Denial-of-service (DoS)

218
Unit-5
Some examples of computer Trojans are:
• AIDS
• Beast Trojan
• Nuclear RAT (NR, NucRat)
Antivirus Software
Antivirus software scans Memory or files on the computer for certain patterns that may
detect an infection. The patterns are based on the signatures, or definitions, of known
viruses. Virus authors are continually developing new and updated viruses, so it is
important that you have the latest definitions installed on your computer. Once you have
installed an antivirus package, you should scan your entire computer periodically.
How Antivirus Software Works
How does an antivirus software accomplishes its task using dictionary approach to
detect or remove the viruses?
The antivirus software examines each and every file in a computer and examines its
content with the virus definitions stored in its virus dictionary. A virus dictionary is an
inbuilt file belonging to an antivirus software that contains code identified as a virus by
the antivirus authors.
How to install an Antivirus Software
Any anti-virus software can be installed by executing the setup file. Generally the setup
file name is setup.exe, but it may change and depends on the software you are using.
Step 1: Double click on the setup file icon as shown below
Step 2:

219
Unit-5
Step 3: Click on “Express Install ” button
Step 4: Installation process is going on …

220
Unit-5
Step 5: Click on finish to complete the installation process.
How to scan a using Antivirus Software
Step-6 – After finishing the installation process, an icon of the antivirus is created on the
desktop. Double click on the icon. Click on the scan

221
Unit-5
Step 7: Scanning of the drive will start.
Step 8: To scan a specific folder, Click on the start button of “ Select folder to scan “.

222
Unit-5
Step 9: Click on the check box in front of a folder or a driver to start scanning.
Troubleshooting
Troubleshooting is a process determining and solving a problem to an issue. A computer
technician understands the problem which comes in the form of error message
encountered in front of a user. Further, they follow the process or a set of steps to
eliminate or resolve the problem.
Software : Drivers of specific hardware

223
Unit-5
Here we are discussing few problems which come generally.
• No display on monitor.
• Mouse not being detected or working
• floppy disk drive issue
• Basic network issues
• General printer troubleshooting
No display on monitor
Below are few possibilities which cause no display on monitor:
1. Monitor is not on
2. Computer is asleep
3. Connections are not connected properly.
4. Monitor settings are not correct.
5. Hardware issue.
Mouse not being detected or working
1. Not connected properly
2. Mouse driver conflict
3. Freeze by ‘Num Lock’
4. Faulty mouse
5. In case of wireless mouse, wireless receiver should connected
Floppy disk drive issue
1. Improper connections
2. Not properly configured in CMOS
3. Bad diskette
4. Conflict with other hardware
Basic network issues
1. Network card conflict

224
Unit-5
2. Wrong IP address or default gateway settings
3. Bad hardware
4. Faulty cable
5. Firewall settings
6. Power OFF in case of Wireless network adapter.
General printer troubleshooting
1. Cables not connected properly
2. Printer error (orange or blinking light)
3. No paper or paper jam
4. Inkjet printer ink related issues
5. Printer self tests
6. Printer drivers
7. Incorrect port selection
8. Configure LPT port in CMOS

225
Unit-6
Work Integrated
Learning IT-ISM
Work Integrated
Learning IT-ISM
Unit - 6Unit - 6

226
Unit-6
Learning Objectives
After studying this course the students will be able to
v Industrial exposure
v Job Profiles
v Roles and responsibilities
v Global Certification
Introduction
This course is the starting point for a career in IT. IT tools course gives you practical
hands on experience on PC Hardware Basics, Windows 7 O.S, Network Communication,
internet, Office application, image manipulation, basic security and troubleshooting
techniques. The course also helps the learner on various tools that they can impart
in real life scenarios after this student will be able to manage, maintain, troubleshoot,
install, operate and configure basic IT infrastructure set up of an organization. The course
covers image manipulation and editing software application. Course also give idea
and necessary skill set on office automation tool(ms-office 2010 That helps to perform
various office activities in short span of time. In this lesson you will learn about different
job profiles their roles and responsibilities on each profile The lesson also equips with
knowledge of various global certification that increases your market ability in the job
market.
Industrial exposure
As per today’s scenario IT is the most prominent and huge market in the world where
every student wants to be a part of good organization in his/her field. This course will
provide you multiple industry exposure where student can start their career as a beginner.
List of many industries are as given below.
• IT(Information Technology)
• Hospitality
• Retail
• Tourism
• Media and Entertainment
• Publishing

227
Unit-6
• Banking
• Chemical
• Medical
• Aviation
• Telecom
• Shipping
• Education
• Railway
• Defense
• PSU(Public Sector unit)
What is the meaning Job Profile-?
• Job profile means the nature of job you are supposed to perform in a particular
office environment. Every individual has some intellectual distinct properties like
somebody is good in Accounting and someone is good in marketing. Whereas some
are good in administering the activities. So your profile means what kind of work
you are assigned to do.what r u capable of? and what can u do better with proper
attention and interest.
• Here a student might have any of job profile where he/she can use IT tools skills in
the industry. All below given are relevant profiles for beginner only. After having good
experience in your given profile you can expose your skills for the next level from
the current position. Here you will get knowledge of profile’s name and what are the
roles and responsibilities for each profile. According to your interest type and skills
you can be part of any of the profile as given below.
Job Profiles Name- Hardware
• Field service technician
• IT support technician
• IT support specialist
• IT Help Desk
Roles and Responsibility
It is a task/work or action that a person is bound to perform in the industry/organization
with all dedications and rules.

228
Unit-6
Profile 1: IT support technician
• In this profile you have to provide remote technical support for the installation, repair
andpreventivemaintenanceofpersonalcomputers,individualworkstationsandrelated
software and hardware. Here you can see yourself working as a IT support technician
where person is sitting in front of his computer and giving IT assistance remotely.
What is Remote Support?
• Remote IT support is not face-to-face support for problem solving. It is the support
where IT staff that can control a computer from any other computer connected to
the Internet Today, especially in light of the economic downturn and the search for
cost saving methods, using a face-to-face approach is reserved only for computer
hardware issues that cannot be possibly diagnosed and resolved remotely.
• Remote IT support is a great time and money saver for companies. It takes just few
minutes in problem resolution.
• Think about the time saved travelling, especially if the person that needs support is
located miles away or in another city.
• Software development companies make good use of remote support for their clients.
After getting entry into other computer from your location they can make Changes to
data, files can be transferred, upgrades can be performed, and backups can be done.
• Having access to remote support can eliminate delays. it’s been very interesting
to hear from users who said that they were resolving IT problems even before a
technician could physically get to the computer.
Here you can see yourself working as a IT support technician

229
Unit-6
Profile 2: Field service technician
• A Field Service technician is responsible for maintenance and repairing of Switch
Mode Power Supply, Random Access Memory (RAM), Mother Board, Processor,
Basic Input Output System (Keyboard, Mouse, Printer, and Monitor), Lan Cable
etc.
• Sometimes on the basis of your company requirement you need to perform assemble
and disassemble of computer system.
• You will be responsible to repairs product failures, request for new hardware part as
needed and replaces parts as needed.
• Sometimes you may Need to advice and recommends which products or services
best fit the customers’ needs
• You have to maintain documents process and procedures to complete task objectives
You can see this person is Field service technician and doing some activities with
computer hardware.
Field service technician

230
Unit-6
Profile 3: IT Help Desk
• In this profile you have to attend telephonic calls from callers to answer their technical
queries. Here you should be very attentive to understand users query so that answer
can be provided accordingly.
• Sometimes you need to provide technical support and assistance; remotely.
• You can also be assigned a job to assist all employees or staff with technology
problems.
• You need to follow Help Desk operating procedures while opening, tracking and
closure of problem resolution or status update. Also has to be Ensure for timely
resolutions clear communication whether written or verbal. All Communication
should be accurate, professional, clear and concise.
• Maintain a high degree of customer satisfaction for all support queries.
• If you are not able to handle queries on your end then need to Allocate these calls
to appropriate IT Support member. You have to Escalate issues using company’s
standard escalation matrix to maintain a high degree of customer service for all
support queries.
IT Help Desk
Profile 4: IT support specialist
• In this profile you need to Troubleshoot resolve end user hardware and software
issues. Install, configure, troubleshoot end user software applications.

231
Unit-6
• You also have to provide timely responses to client’s questions and concerns over
phone and/or email.
• Sometimes you could Provide training on hardware and software troubleshooting
etc to clients.
Here someone is sitting in front of his desk/computer and providing solutions via phone
to customer who is on the other side of call.
IT support specialist
Global Certification-Hardware
What is Global Certification?
• Global Certification is the process that internationally certifies the skills and it gives
World Wide Web value for the relevant course. In other term you can say it Increase
your credibility and open doors for your career.
• In this process a student has to appear for an on line Global exam that is conducted
by correspondence Industry on the course.
After appearing the IT tools course you can go for global CompTIA- A+ (Hardware
Certification)

232
Unit-6
CompTIA- A+ (Hardware Certification)
HereCompTIAisacompanythatconductmanyglobalexam.TheCompTIAA+Certification
Exam is considered the industry standard in terms of measuring a technicians hardware
and software knowledge. The certifications are more likely to receive higher salaries. By
adding more certifications to your resume the career paths become even more valuable
and diverse.
Here are some of the benefits to pass the A+ exam.
• Satisfaction
• More career options
• Higher Salary
Satisfaction
Knowing that you have the knowledge required to pass the A+ exam can be a great
moral booster. You can be assured that new company will take you seriously and your
current you will be given benefits from current company.
More Career Options
Once you begin your career in the IT industry with the CompTIA A+ Certification. You
will be given the following opportunity in the job market. Some of job profiles that can be
offered to you.
• Help Desk Technician
• PC Technician
• Field Service Technician
• Manufacturing
• Start your own computer repair business.
Higher Salary
On average, certified professionals make 5-15% more salary than non-certified people.
What are Company benefits for the A+ Certification
• If you have A+ certification it will increase customer satisfaction due to this you
can get many businesses for company.
• They can Use of the A+ logo
• Increased productivity due to skilled workers
• Lower training costs

233
Unit-6
More than 90,000 people have become CompTIA A+ certified.
Job Profiles for Network
• Network Technician
• Network installer
• Help desk technician
Profile 1: Network Technician
• Network Technician is responsible for installation and troubleshooting of network
infrastructure. Installation of network can be cable connectivity to the end users/
desktop, Switches/hubs/Routers etc. In case of internet is not working then also
network technician will be called to resolve the issue on user side.
• He is also responsible for Desktop computer installation. Lab computer installation
and replacement.
Let’s look at this picture where a person who is checking for cable connection that is
terminated towards the network devices. Network devices can be Switch/Router/HUB/
Modem/Computers etc. Reason of testing can be network is not working properly so he
started to try troubleshooting the network by testing of cable connectivity.
Network Technician

234
Unit-6
Profile 2: Network installer
Roles and responsibility
Network installer has many of the same responsibilities like network technician. Let’s
have look on some responsibilities that a installer has to follow.
• He is responsible to Install and Terminate Network Cabling.
• Sometimes on the basis of requirement He need to use basic network tool for security
checking and troubleshooting of the network infrastructure.
• He will install necessary Hardware for Network Infrastructure.
• He is also responsible to communicate with Lead Installer or Project Manager
regarding all material needs and any issues regarding the project.
• He will document all the day work that has been completed.
Here network installer has maintained one network setup as given in below image.
Where every PC is having internet.

235
Unit-6
Profile 3: Help desk technician
Roles and Responsibilities
• Many Student begin their career as a help desk technicians because of the low
experience and education requirements, after having some experience they find
their career such as network administrator, DBA(Database administrator) or IT
security specialist.
• IT help desk technicians provide technical support and troubleshooting services to
customer who need assistance with their computer hardware or software.
• There are two types of help desk technician: In-house and Remote. Remote help
desk technicians support technology customers via phone, online and occasionally
on-site. In-house technicians only provide Software and hardware support for internal
employees.
• They provide support for all Information Technology products and services. Support
may include answering questions, troubleshooting problems, teaching or instructing
customers regarding software or hardware functionality, and communicating policy.
• Additionally, it may involve troubleshooting printer issues and resolving difficulties
with Smart Classroom Technology.
Let’s have look at the both images where helpdesk technician is troubleshooting printer
issues.

Help desk technician one job Role
Global Certification
After appearing the IT tools course and more preparation on network part you can go for
CompTIA- N+ (Basic Network Certification)

236
Unit-6
CompTIA Network+ certification that proves a technician’s competency in managing,
maintaining, troubleshooting, installing, and configuring basic network infrastructure.
Since its introduction in 1999, more than 235,000 people have become CompTIA
Network+ certified.
Multimedia
• Many of the student who are not interested to go with IT industry because they
do not want to be a Help desk technician/Network Technician/IT Help Desk/Field
service technician etc. Students can be very good in arts like image creation/image
manipulation/graphics designing/Coloring the pictures etc they can go for this very
interesting industry i.e multimedia.
• Multimedia covers a wide variety of job areas including advertising graphics,
animation creation/image manipulation etc. There is a lot of scope for student to get
a job in this industry,
Multimedia is used in many of known industries as given below.
• Libraries
• Museums
• Security systems
• Cable TV
• Publishing houses,
• Schools, retailers,
• Films,
• Games,
• Training
• Video conferencing.
Common job Profiles/areas:
• Photoshop Operator
• Graphic Designer
• On-line publishing – editorial/design

237
Unit-6
Profile 1: Photoshop Operator
• Photoshop Operator is responsible for complete image creation/editing photos, color
correction of photos, visualization, animation etc.
• He is also responsible for Cut out images using pen tool, hair masking of photos,
Other photo editing and
Corrections as required for media publication (magazine/newspaper/calendar..etc.).
• He will also be responsible for creation of Hoarding, Banners, and Logos, book
cover designing, brochure designing, book layouts etc.
Here someone has created a colored and picture card for wishing Happy Easter to all
friends
Profile 2: Graphic Designer
• Graphic designers are responsible to design logos, packages, displays, layouts, and
other products.
• A graphic designer is also responsible for creating design solutions that have a
high visual impact. The role involves listening to clients and understanding their
needs before making design decisions. Their designs are required for huge variety
activities, such as advertising, books, magazines, posters.

238
Unit-6
Profile 3: On-line publishing – editorial/design
I see lots of students who wish to work in publishing. When asked what they want to
do in publishing, invariably the answer comes back, “editorial” despite this being
a small proportion of the available jobs. When I ask them which type of editorial, the
reply is always “literature”, despite this being an even smaller segment of the market!
Very few students seem to wish to work in (or in many cases have even heard of)
marketing, production, rights, publicity, sales, etc. If having looked at all the other varied
roles available in publishing, you still feel that you are most suited to editorial work, then
you should definitely go for it.
• They are responsible for newspaper and magazine publishing, book publishing and
online publishing. A publishing editor’s main responsibility is for the style and content
of the publication.
• He is also responsible for selecting, Reviewing and arranging material for publication
People work for publishing industries they should be good in imagination and visual
sense
MS-OFFICE
This course will help to students for entry-level positions that require computer skills, for
entry into a Certificate program or Intermediate Microsoft Office.
Job Profile Names
• Data Entry Operator
• Online data Typing
Profile 1: Data Entry Operator
• Data entry operator enters data into a machine using a keyboard with speed and
accuracy
• Data entry operator also prepares reports, letters, mailing labels, and other text
material.
• A data entry operator is someone whose main function is to enter data into a
computer. this function is not related to any particular sector and most of the time its
an entry level position.
• Prepares source data for entry by opening and sorting mail; verifying the data;
obtaining missing data.

239
Unit-6
Lets look at this image she is entering data into commuter database using ms-word to
see her file/paper.
Profile 2: Online data typing
• Are you in search for part-time job from home? Are you looking for online money
making opportunity without investment? If your answer is yes to any of the above
questions, then, you are at the right place at the right course, This online opportunity
is very attractive and there are thousands of people who have started this business
and now making lots of extra income to pay their bills.
• Online Typing jobs as the best business or job idea for anybody that has good typing
speed and basic knowledge in Ms Word and Ms excel.
• This business is very profitable at the moment because there are many companies,
organizations and individuals looking for people to do this job for them. Many
companies prefer getting people online to do their typing and data entry job because
it is cheaper for the company compare to the cost of employing people for the job.
In other word, Companies are doing this to save cost and people online are also
benefiting from this by getting the job done for them and receive their money.
• Online Typing jobs are of various types, they include filling of excel sheets, e-book
data entry etc. You can choose the one that is convenient for you.
Online Typing Jobs Requirement
Online typing jobs need no extraordinary skills and requirement. You don’t need to have
any academic qualification before you can do this job. The basic requirements for these
jobs are:

240
Unit-6
• A computer with internet connection
• Basic Knowledge of browsing internet
• Basic Knowledge of Ms word, Ms excel.
• Fast typing speed.
I think after studying this IT tool course you are now aware about all above skills for
online typing so this is the best part time option where you can use your IT tool course
skills to earn extra money.
Global Certification
Here you can see the level of global certification of Microsoft office.
After studying the IT tool course you can go for very first level certification that is MOS
1st Level
Microsoft Office Specialist (MOS)-It gives Global certification of core skills in Office
applications.
2nd level
Microsoft Office Specialist (MOS) Expert- it gives Recognition of advanced skills in Word
and Excel.
3rd level
Microsoft Office Specialist (MOS) Master-it gives Recognition of mastery across Office
applications.

I.T Tool Class XI (Book-2)

More Related Content

Similar to I.T Tool Class XI (Book-2)

More from Adityaroy110

Recently uploaded

I.T Tool Class XI (Book-2)