CHAPTER1 BASIC CONCEPT OF COMPUTER

INTRODUCTION

Computer as a revolution left no area of life untouched in the present world. It is of tremendous help in all field of life.
Hence, the knowledge of computer is a necessity for existence of everybody in this global village. The invention of
computer has transformed our simple manual works to sophisticated life of automated works to meet the global
demand for the higher productivity and increased efficiency with high precision.

Computer is increasingly becoming compulsory in nearly all fields of studies, not because of anything but its accuracy
and versatility in processing data. Many tasks at home or office are being automated rapidly with computer. Thus it is
becoming apparent that in whatever discipline or working sector, the computer is now a very vital tool for efficiency
improvement and precision of job or task execution.

This is designed to meet the prerequisite need of everybody that are interested and wish to know about computers
science and computing in general. A computer is an electronic device, operating under the control of instructions stored
in its own memory.

These instructions tell the machine what to do. The computer is capable of accepting data (input), processing data
arithmetically and logically. producing output from the processing, and storing the results for future use. Most
computers that sit on a desktop are called Personal Computers (PCs).

The "computer" is an ensemble of different machines that you will be using to get your job done.A computer is primarily
made of the Central Processing Unit (usually referred to as the computer), the monitor, the keyboard, and the mouse.
Other pieces of hardware are commonly referred to as peripherals.

In everyday life activities, we process data or encounter cases of data processing. A typical example of data processing is
the generation of statement of student result from the marks score in an examination and continuous assessment. It is
essential to know that information is as good as the data from which it is derived, and the transformation process which
they are subjected to. Meaningless data or inappropriate processing produces wrong information. Thus computer gives
you results corresponding to what data you supply and how you process it. Summarily, the intelligent performance of a
computer depends on correctness of input data and the intelligence performance of the human being that drives it.

USES OF COMPUTERS

People use computers in many ways; business, computers are used to track inventories with bar codes and scanners,
check the credit status of customers, and transfer funds electronically( lessen the paper) , homes, tiny computers
embedded in the electronic circuitry of most appliances control the indoor temperature, operate home security
systems, tell the time, and turn video cassette recorders (VCRs) on and off, automobiles regulate the flow of fuel,
thereby increasing gas mileage, they also entertain, creating digitized sound on stereo systems or computer-animated
features from a digitally encoded laser disc.(art and music)

Computer programs, or applications, exist to aid every level of education, from programs that teach simple addition or
sentence construction to programs that teach advanced calculus. Educators use computers to track grades and
communicate with students; with computer-controlled projection units, they can add graphics, sound, and animation to
their communications. Computers are used extensively in scientific research to solve mathematical problems,
investigate complicated data, or model systems that are too costly or impractical to build, such as testing the air flow
around the next generation of aircraft. The military employs computers in sophisticated communications to encode and
unscramble messages, and to keep track of personnel and supplies.

(don't need to browse books one by one)

CHARACTERISTICS OF COMPUTER
1. It is a Machine

2. It is Electronic

3. It is Automatic

4. It can Manipulate Data

5. It has Memory

6. It has Logic Function

CAPABILITIES OF COMPUTER

Computer is a versatile device. It can be designed to do any kind of activity provided all data and instructions are made
available to it in digital form. The important characteristics of computer are:

 Speed
 Accuracy
 Huge storage and fast retrieval
 Versatility
 Free from fatigue
 Programmable
 Networking capability

LIMITATIONS OF COMPUTER

Computer is, no doubt, a marvelous tool. Yet it has some limitations. Some of the major limitations of computer are as
follows.

 Computer cannot think on its own. It has to be given instructions to perform any operation.
 Computers are always dependent on instructions
 Computer cannot generate information on its own.
 Computer cannot correct wrong instructions.
 It cannot learn from experience. It will commit the same error repeatedly and cannot learn from experience. But
changes are taking place in this area as research progresses on artificial intelligence.

CHAPTER2

COMPUTER SYSTEM

Computer is an electronic device that accepts data as input, processes the input data by performing mathematical and
logical operations on it, and gives the desired output. The computer system consists of 1) Hardware, (2) Software, and
(3) Users/ Peopleware. The parts of computer system are shown below.
A. HARDWARE: physical component of a computer

COMPONENTS OF HARDWARE

 Input unit: This unit accepts instructions and data.

 Output unit: This unit communicates the results to the user.
 Storage unit: This unit stores temporary and final results.
 Central Processing Unit (CPU): This unit performs processing of instructions and data inside the computer.

1. INPUT DEVICES -The input devices are used for entering the data and instruction into the computer tor performing
computation of the data. It allows the user to input data and instructions to the computer. The input unit accepts or
reads the list of instructions and data and converts these instructions and data in computer acceptable form. It supplies
the purpose are called as Input Devices.

 Keyboard - The keys in Computer keyboards are almost similar to the keys in a typewriter but in addition there
are some special operational keys carrying special symbols that help us in giving instructions to computer
Computer keyboard has three types of keys: Types of Keyboard
 Alphanumeric keys for typing character and numeric data
 Punctuation keys like comma, period, colon, semicolon, quest ion mark etc.
 Special keys like function keys, control keys, arrow keys, and caps lock etc.

 Mouse is an essential component in the modern computers which use Windows and other Graphical User
Interface [GUI| applications. Douglas Engelbart invented mouse in 1963 at Stanford Research Institute
Types of mouse: mechanical and optical.
1. Mechanical mouse has a trackball at its bottom. It can be rolled across a flat and smooth surface to control
the position of the cursor on the screen. By pointing and clicking on icons and menu options displayed on
the screen, it is easy for the user to control the computer with a mouse. Mechanical sensors within the
mouse detect the direction the ball is rolling and move the screen pointer accordingly.
2. Optical mouse is more expensive.( has laser as sensor)
 Scanner is an image acquisition device connected to the computer, which captures either an image of a text
document or a picture and transfers it into bits of information, which a computer can understand and
manipulate.
 Barcode Reader -is a set of small bars of varying thickness and spacing printed on the packages of products, on
the back cover pages of books, tags etc. The barcode reader uses an optical scanner to read product code and
converts it into electrical pulses. The device is connected to a computer and the information read is passed to
the computer in digital form for automatic bill generation and updating of files.
 Magnetic Ink Character Recognition (MICR) - uses high stylized character shapes printed in a special ink
containing particles that can be magnetized. This ink induces a current in a reading circuit, which is proportional
to the area of ink being scanned. The MICR reader can only identify characters. Banking industry uses this device
for sorting of cheques. The MICR codes read from the cheques are transmitted to an online computer for sorting
and processing automatically.
 Optical mark reader (0MR) - reads the presence or absence of a mark on a paper optically.Light is directed on to
the paper and the reflected light is analyzed for the detection of a mark.

2. OUTPUT DEVICES - Output device displays result of the computer processing for user. The popular output devices are
monitor, printer and speaker (audio response systems).

 Visual Display Unit or Monitor (VDUs) are television-like screens that provide the user-interface in the fom of
display of text, numbers and images. The VDUs may be monochrome or color. The support of monochrome or
color and clarity of display depend on the type of video monitor and the video adapter installed in the
microcomputer. The video display terminal (VDT) consists of a monitor or CRT and a keyboard. The CRT
(Cathode Ray Tube) serves as an output device and the keyboard as an input device.
 Speaker and Audio Response Systems - Computer can produce verbal output where the output or response can
be standardized as replies to special requests for information.
 Printers- are purely output de vices. They produce hard copy output. Computer printers vary widely in their
technologies and capabilities. They can be classified in a number of ways. First, they can be classified into three
broad groups: character printers, line printers and page printers.
Types of Printers
  Character printer- one character at a time. Dot matrix printer (DMP), daisy wheel printer, thermal printer and
inkjet printer are the various types of character printers.
 Line printer - Drum printer and chain printer are line printers.( one line at a time)
 Page printer - Laser printer and magnetic printer are page printers.(3 in 1)

3. STORAGE UNIT- The purpose of the storage unit of the computer is to store the data entered before processing and
also to store the results after processing. The Central Processing Unit [CPU] is the brain of any computer system. In a
computer system all major calculations and comparisons are made inside the CPU. The CPU is also responsible for
activating and controlling the operations of other units of a computer system.

There are two types of storage devices.

1. PRIMARY STORAGE DEVICE OR RANDOM ACCESS MEMORY (RAM}:

Primary storage is usually referred to as Random Access Memory [RAM] because it is possible to randomly select and
use any location of this memory to directly store and retrieve data and instructions. It is also referred to as read/write
memory because information can be "read from a RAM chip also be "written' into it.

The Random Access Memory requires some times for accessing data and is considered to be the fastest memory. Each
bit in a RAM stores RAM information by means of electric charge, where the presence of an electric charge indicates l'
and the absence of an 0'. RAM is called Temporary storage, because data persists until the machine is on.

ROM

A Read Only Memory [ROM] is one in which information is permanently stored. The information from the memory can
only be read and it is not possible to write fresh information into it. This is the reason why it is called ROM. When the
power supply is switched off, the information stored inside ROM is not lost as it is in the case of a RAM chip. ROMs are
mainly used by computer manufacturers for storing the micro programs so that they cannot be modified by the users.

2. SECONDARY STORAGE DEVICES

This section of the memory is also referred to as backup storage because it is used to store large volume of data on a
permanent basis which can be partially transferred to the primary storage as and when required for processing. The
storage capacity of the primary storage of today's computers is not sufficient to store the large volume of time handled
by most data processing centers. As a result, additional memory, called auxiliary memory or secondary storage, is used
with most computer systems. Hard Disk, Floppy Disk, Tape and Compact Disc are the main secondary storage devices.

 Hard Disk:
The hard disk used in the PC is permanently fixed. (SSP -Solid State Drive)
 Floppy Disk:
Floppy disk is flexible circular disk of diameter 3inches made of plastic coated with a magnetic material. This is
housed in a square plastic jacket. The floppy disk can store 1.4 Mbytes of data. Data recorded on a floppy disk is
read and stored in a computer's memory by a device called a floppy disk drive [FDD]. A floppy disk is inserted in
a slot of the FDD. Some of the floppies have limited life time. The floppies have to be recycled periodically to
keep them alive. A frequently recycled floppy. [i.e. used] will have a life time of 3 to 4 years to do recycling take
out old floppies occasionally and try to read them once, at least the directory. (It is read in a device called FDD-
Floppy Disk Drive)

 Compact Disk:
Optical Disk Drive- use to read CD
CD-ROM
Compact-disk Read-Only Memory (CD-ROM) is the most exciting development that has taken place in secondary
storage in recent years. CD-ROM can store huge quantity of data, of about 650 MB, which is equivalent to
200,000 pages of ordinary text on a single disk. It is relatively inexpensive and is used in both small and large
computer systems. This disk is made of synthetic resin that is coated with a reflective material, usually
aluminum. A special feature of CD-ROM is its ability to store different kinds of data such as text, pictures,
 animation, sound, video and graphics. This makes it valuable for certain industries like travel, entertainment and
motion pictures. The data stored on CD-ROM are read only as the name indicates, that is, the data on CD-ROM
cannot be modified. Hence, it is well suited for storing relatively static data.
CD-R
This is Compact Disk -Recordable. It can be used to write data on it once. The data on it can be retrieved as and
when needed.
CD-RW
Compact Disk Re-writable (CD-RW) is an optical disk that can be rewritten many times. The date store on it can
be read, erased and re-written as frequently as needed.
DVD
Digital Versatile Disk (earlier known as Digital Video Disk.) is a large capacity secondary storage device. It stores
seven times CD capacity on a single side. Double-sided or dual layer DVDs are also available with much larger
storage capacity. DVD uses a 5-inch disc for storage.

 Tape Drives:
Even though tape drives are one of the oldest of storage technologies, they can still hold the most data on a
single cartridge. A computer tape drive works similar to a tape recorder or VCR. A plastic tape ribbon is coated
with magnetic particles which are polarized by a magnetic field generated by the read/write head. Tape dives
allow users to backup large amounts of data. Tape drives are capable of backing up a couple hundred
megabytes to several gigabytes of information without having to spend large sums of money on disks.

 Micro Vault USB Storage Media

Micro Vault media plugs directly into the computer's port - and acts just like another drive. It is small, light,
Shock-proof and moisture - proof. This nifty flash memory storage device is compact and durable enough to
carry in any pocket. The device is recognized automatically when we connect it to the computer. By connecting
it via USB, the files can be transferred by dragging and dropping. There are no cables or adaptors needed, no
power cord and no driver software to install. It's compatible with both Macintosh and Windows operating
systems, and even comes with software that password protects the contents of the device.

4. CENTRAL PROCESSING UNIT [CPU]- The Central Processing Unit [CPUJ is the brain of any computer system. In a
computer system all major calculations and comparisons are made inside the CPU. The CPU is also responsible for
activating and controlling the operations of other units of a computer system.

The control unit and the arithmetic logic unit of a computer system are jointly known as the Central Processing Unit.
While the control unit takes care of the flow of data from input unit to storage unit and the flow of final results to the
output unit, the arithmetic logic unit is the place where the actual execution of instructions taking place during the
processing operation.

Central Processing Unit CPU controls, coordinates and supervises the operations of the computer. It is responsible for
processing of the input data.

The CPU has three components:

The Control Unit

The Arithmetic Logic Unit (ALU) and

The Memory Unit.

ALU performs all the arithmetic and logic operations on the input data.( basic Operations)

CU controls the overall operations of the computer i.e. it checks the sequence of execution of instructions, and, controls
and coordinates the overall functioning of the units of computer.

Memory Unit Memory unit stores the data, instructions, intermediate results and output, temporarily, during the
processing of data. This memory is also called the main memory or primary memory of the computer. The input data
that is to be processed is brought into the main memory before processing. (Where information came from)
How Computer Memory is measured?

Computers have a very elementary way to store data: they can remember only 0 or 1. A value of 0 or 1 is called a bit and
all computer data are stored as a sequences of bits. A sequence of 8 bits is called a byte, which is a quantity large
enough to store usually a letter or a digit (even though sometimes bytes are necessary). Modem computers are able to
deal with enormous quantity of bytes, forcing us to introduce other quantities.

KILOBYTE (KB) - approximately 1,000 bytes. (Unformated text or whole book)

MEGABYTE (MB) - approximately 1,000 KB or one million bytes.(image, song, ppt, docs and vide)

GIGABYTE (GB) - approximately 1,000 MB or one billion bytes( film, movie, video presentation)

TERABYTE (TB) - approximately 1,000 GB or one trillion bytes.

Usually the unformatted text or whole book can fit in some KB, while for an image in a good resolution or for a modern
song some MB are required, while a film is high quality needs some GB. The speed of your personal computer is
measured in megahertz (MHz) or gigahertz (GHz).(measured the speed of PC)

B. SOFTWARE

Software is a generic term for organized collection of computer data and instructions. It is responsible for controlling,
integrating, and managing the hardware components of a computer and to accomplish specific tasks.

In other words, Software is a set of programs that instructs the computer about the tasks to be performed. Software
tells the computer how the tasks are to be performed; hardware carries out these tasks.

- Intangible parts

-programs and operating system in short application and instructions that use

-cannot use hardware without it

A computer needs to be instructed to perform any task. These instructions are given in the form of computer programs,
which are written in computer programming languages. A program controls the activity of the processor. The moment
the hardware (processor, memory, etc.), acts as per the instructions of a program, the program is said to be in running
or executing state.

A set of programs, which are specifically written to provide the user a precise functionality like solving a specific problem
is termed as a software package. For example, word processing software package provides functionality to the
computer so that it can be used to create text documents like letters and mailing lists Similarly, an image processing
software package assists a user in drawing and manipulating graphics.

(When buy a MS complete sya, multiple application in a package)

FEATURES OF SOFTWARE

 Ease of use (user friendly, easy to use) (walang nagturo pero alam gamitin)
 Graphical user interface (GUI) (enables person to communicate, it conveys information and represents actions-
para madaling maintindihan) ( it ises different icons to determine the purpose of using that icon ex. recycle bin)
 Multi-platform capability ( can use the application through different kinds of cellphone or gadgets)
 Compatibility with other software ( can use specific software to another software as long as same
manufacturer)
 Mail enabling( can use to send files through email by the internet)
 Web enabling (trying to use an application where can install it through internet, can use offline or sometimes
online)

TYPES OF SOFTWARE
1. System software provides basic (foundation) functionality to the computer. System software is required for the
working of computer itself.

Classification of System Software

Operating System Software- master control program for a computer that manages the computer's internal functions
and provides you with a means to control the computer's operation.

Microsoft Windows, which is the market leader ( also called Windows OS) (consider as one of the popular OS) (more
user friendly than Mac OS)

Macintosh computers have their own operating system Mac OS X

Linux (it is a family of very similar operating systems), which costless operating system. (Known as open source means
can download from net then modified it) ( Tux is a penguin character and official mascot of the Linux Kernel, is the most
commonly used icon for Linux, originally created as an entry to a Linux Logo Competition)

Android a family of very similar to Linux - based operating systems for mobile devices. (OS for Android Phone) ( version:
2007- 2008 Oreo) ( Windows 11 latest version released on September 28, 2020 called as Android 11- no name yet. Code
name : Red Velvet Cake)

iOS for apple devices (iPhone iOS) ( 14 latest - August 24, 2020)

Windows Phone, Microsoft operating system for mobile devices

Mac OS apple's newest Mac OS is Mac OS 10.15 -also known as Mac OS Catalina latest ( 15th major release of Mac
OS) ( OS for Apple Computers exclusive)

-also know as Macintosh( from GTA to Calatina) (16 in total)

Evolution of Microsoft Windows/ OS

1. Windows 1- first version (1985)

2. Windows 2 - introduced the maximize and minimize button, the Excel and Word
-different interface from Windows 1 ( 1987)
3. Windows 3 -one of the successful OS released by Microsoft kasi within the span of 6 mos nakapagbenta ng 2M
copies
- introduced Minescreeper a puzzle video game ( 1990)
4. Windows 95 more user friendly
- introduced the start button, Internet explorer and it already have the concept of Plug and Play (1995)
5. Windows 98- first introduced Windows Driver "forward backward button and arrow (1998)
6. Windows ME (Millennium Edition) - face different criticism one of the worst OS made by Microsoft because of
its slow, unstable and not secured according to PC ( 2000)
7. Windows NT- support multitasking capability(1993)
8. Windows XP ( Experience) - one of the largest running Microsoft OS at pinakamabenta during 2003 (2001)
9. Windows Vista - critici because of slow booting ( 2006)
10. Windows 7 - more fast, stable, and easy to use than Vista
- July 14, 2020 Microsoft already stop supporting it ( 2009)
11. Windows 8 - remove the start button and change into tiles (2012)
12. Windows 10 - free upgrade for Windows 7,8 and others (July 2015)

Utility software - is required for the maintenance of computer. System utilities are used for supporting and enhancing
the programs and the data in computer.

Example of Utility Software

1. Antivirus- remove malware - for security or protecting from different viruses

2. Cryptographic - decrypt and encrypt files
3. Disk Cleaners - try to scan unnecessary files tgen show if want to delete , automatic lalaki ang space
4. Disk Checkers - used to scan hard drives
5. Disk Compression- - it zip files to lessen the storage capacity and avoid viruses
6. Disk Partition- try to divide drive into 2 or more
 7. File Managers - to manage files
8. Network Utilities from the word network, trying to connect a certain computer to another - talking about
Network Connectivity mapa land, trade or what as long as it is a Network Connectivity- Connection

2. Application software software that can perform useful work on general purpose task. Application software may be a
single program or a set of programs. Application software is written for different kinds of applications-graphics, word
processors, media players, database applications, telecommunication, accounting purposes etc.

-usually designed for End User

-usually for personal use or task

-made for educational purposes or some are made for business factors or purposes

Types of Application Software

 Word Processing Program- a program that enable the user to create, modify and delete documents. (In short all
form of documents)
 Spreadsheets Program- a program is the electronic equivalent of a traditional accounting worksheet. Used for
creating budget, tables etc. ( commonly used for calculations and computation)
 Database Management Program- an application program that provides the tools for data retrieval,
modification, deletion and insertion. (designed or developed to create, edit, store, search, extract, automate
and maintain database file or records) ( commonly used by IT as storage of all files or records
 Presentation Software- computer programs designed to allow the user to present information in an engaging
way such as with text. pictures, sound and video. To make presentations, slide shows. ( commonly used in
PowerPoint)
 Image Processing -use for assisting in drawing and manipulating graphics. ( commonly used to enhance and edit
image) ( main purpose is to edit and modified pictures)
 Accounting Software- use for assi sting in accounting information, salary, tax returns etc. ( commonly used by
the Accountants and Accounting Students)
 Desktop Publishing Program- desktop publisher often merge text and graphics on the same page and print
pages on high resolution laser printer or typesetting.
 Web Browser Software: To access the World Wide Web to search documents, sounds, images etc.
 Communication Program- application program that turns your computer into a terminal for transmitting data to
and receiving data from distant computer through the telephone system.
 Computer Aided Design- the environment for the design of a wide range of indus trial artifacts ranges from
machine part to modern homes. ( commonly used by Architects and Engineers)
 Integrated Programs- a program that combines two more application software such as word processing and
database management.( means we're not just using one specific application but they can have more than one)
 Programming Language- an artificial language, consisting of a fixed vocabulary and set of rules (called syntax)
that you can use to operate and maintain a computer system. ( commonly used by IT student and programmer
itself when making program and application)

Examples of Word Processing Program

1. LibreOffice - is a freeware software where in can downloadable from the net
2. Google Docs commonly used right now
3. WPS - usually used within mobile phone
4. Microsoft Word- the most common word processor that we are using
5. OpenOffice - is a freeware software as well you can download from the net with complete packages
Examples of Spreadsheets Program
1. LibreOffice
2. Google Sheets
3. WPS all are the same because comes from from the packages
4. Microsoft Excel
5. OpenOffice
Examples of Data Management Program
1. LibreOffice - basic used
2. Microsoft Access- most basic database management that a student can learn
-not used already by the IT student
3. OpenOffice - basic used
4. Oracle- commonly used in Industries
5. Ms SQL
6. Server used by IT student for their projects and programs
7. My SQL

Examples of Presentation Software

1. LibreOffice
2. OpenOffice
3. Google Slides - designated by the google
4. WPS
5. Microsoft PowerPoint - commonly used when reporting
6. Prezi - when you are fun of making transitions and sawa na sa ppt
7. Slidebean
Examples of Image Processing
1. Adobe Lightroom
2. Skylum Luminar
3. Adobe Photoshop- commonly used image processor
4. DxO PhotoLab 4
5. On1 Photo Raw
6. MatLAB
Examples of ( Most Commonly Used) Accounting Software
1. QuickBooks Accounting
2. Xero Accounting
3. FreshBooks Cloud Accounting
4. Wave Accounting
5. Sage 50 Accounting ( Peachtree) - also knoen as Peactree (US Edition)
Examples of Web Browser Software
1. Internet Explorer - not used in Windows 10 pero meron sa old version
2. Google Chrome
3. Mozilla Firefox
4. Safari
5. Opera
6. Microsoft Edge - replaced the Internet Explorer
7. Konqueror
8. Lynx
9. Netscape
Examples of Communication Program
1. Slack
2. RingCentral
- are free but not commonly introduced to us
3. Zoom - common one sa atin within Facebook
4. GoToMeeting
5. Skype - used with love once that are in abroad
6. TxtSync - communication program that used for messaging
7. Google Meet- the one that we are using
8. Lifesize
Examples of Computer Aided Design
1. Tinker CAD
2. Free CAD
3. BlocksCAD
4. Fusion 360
5. Solidworks
6. Auto CAD - familiar or common to all of used
Examples of Integrated Programs
1. Adobe in Design
2. Microsoft Office
3. StarOffice
4. OpenOffice
Examples of Programming Language
1. Phyton
 2. Java
3. Ruby
4. C
5. C++ common in school
6. Visual Studio

HTML - hyper text mark up Language ( usually made of HTML code

THP - teach in college

Software licenses

( commonly this are documents that provides legally bonding guidelines for the use and distribution of a software

- they are agreement between the user and the owner of the software

Software can be divided, from a commercial point of view, using two features: the cost and the permission to be
modified.

Subdivision by cost is:

 Freeware, software which is completely costless (totally costless) . The producers of this software are either
public institutions such as universities, or developers who do it for personal interest or advertisement or private
company who do it for dumping reasons. Some examples are Skype communication program or Linux operating
system;
 Shareware, software which is initially costless but after a certain period the user is asked to pay a fee or delete
it; or software which has two versions: a free one, but incomplete or with advertisement banners, and a
complete advertisement-free one, for which the user must pay. The most popular examples are mobile phones
apps; ( it gives trial ver for 1-3 mos maximum)
 Commercial software for which the user has to pay a license to use it. Common examples are Microsoft
Windows operating system or Photoshop image editing program; ( for personal use only)
 Subscription-based, software for which the user pays a periodic fee to use it. This software typically is also
offered on the web and in this case the user does not have to care about installation nor updates. Example are
Microsoft Office 365 and Photoshop Creative Clouds;
 Private - software uniquely built, under payment, for a specific customer to fit his needs. Only the costumer may
use it. A typical example is the university's students-courses-exams-professors database system.( these are
customize software or application intended for specific company institution) ( Only the customer may use it)

The permission to be modified can seem a trivial question for the novice user, however for program developers and
computer experts being authorized to modify a software is a great advantage since it can be improved, checked for
errors and tailored to specific needs. The "open source versus proprietary software is a strong ethical and economical
debate in the computer scientists community. Subdivision by permission to modify is: ( means have an option as a user
to modified or not a particular software)

 Open source - software may be studied, used and especially modified by anyone. The software developers at
the same time legally authorize any modification and they distribute the source of the software to put other
developers in a condition to easily modify it. Open source software is also automatically freeware. The most
typical example is Linux operating system. ( can modify the way you like it
 Copyleft - software is open source but caries the restriction that any modifications on must be distributed as
open source and copyleft, thus impeding that software becomes, after a modification, proprietary. ( have
restriction to particular part that cannot allowed to modify)
 Proprietary - software is distributed (costless as Adobe Acrobat Reader, or as a shareware as WinZip. or most
often sold as commercial software as Microsoft Office) with the explicit legal warning not to modify it and
technically locked to prevent other developers to see or modify its source. ( cannot modified at all)

SOFTWARE NAMING
Software is usually identified by a name, for example "Linux or "Microsoft Office, sometimes by a distribution/edition
name "Linux Ubuntu", "Microsoft Office Professional" and very often by a version number, a sequence of numbers,
points and letters (sometimes, as for Windows, commercial names) which distinguishes the changes made by
developers with time, such as "Linux Ubuntu 13.10" or "Microsoft Office Professional 2013". Obviously the version
numbers of open source software changes rapidly, due to the many developers working on them.

DATA FORMAT LICENSES

Data need to be saved with a certain structure, called formats. For ex ample, a plain text file may be simply saved as a
sequence of letters and symbols, which corresponds to the TXT format. More complex structures, such as images,
videos, but also formatted texts, need more elaborated formats to be stored. These formats may be: ( these are the
different format or extension file name)

Categories of Data Format License

 Closed proprietary- a format owned by a software company and kept as a trade secret ( common exclusive for
them). In this way only programs build by that company can use those data files and no other company is able
to endanger its monopoly. A famous example is DOC format which, until 2007, was kept secret by Microsoft,
thus preventing competitors from building alternatives to Microsoft Word program. ( Ex. Ms word and OS
exclusive only for them) ( no one is allowed to use any part of that OS or Office Tools that they created)
 Open proprietary- a format publicly available but whose improvements and control are under the ownership of
a software company. A typical example is the new Word format DOCX. ( Ubuntu Office - public but cannot
modified or change the format because it was done by the owner)
 Open - a publicly available format which follows official standards whose control is under ownership of public
organizations, such as American ANSI, German DIN or Italian UNI. Typical examples are image's format GIF or
formatted text's format PDF or web page's format HTML ( hyper text mark-up language) ( no restrictions when it
comes to patents, no trademars na pinag- uusapan, no copyrights issue because very open sa public)
Typical Examples of Open
1. Images format GIF
2. Formatted Text Format PDF
3. Web Pages format HTML ( Hyper Text Mark-up Language)

3. PEOPLEWARE - most important part and beneficiaries of a computer.

( third component of computer system) ( without it what discussed about hardware and software are non- sense kasi
walang gagamit)

Two types of People

1. Professionals- a person who has a formal education in the technical aspects of using computer and communication
system

2. End User- a person probably like yourself, someone without much technical knowledge about information
technology. ( has basic knowledge)

Information technology-a technology that merges computing with high speed communication links, carrying data,
sound, and video to use on its own purpose.
CHAPTER 3 MICROSOFT WORD 2013

10 Application of Microsoft Office

OneDrive for business

- is the icloud or cloud storage

automatic in a Package

Microsoft Office- isa suite of desktop productivity applications that is designed specifically by Microsoft for business use.

6 Core Programs of Microsoft Office

-is an integral part of the Microsoft Office suite products and the most widely used word processor

- commonly known as simply word

Invented tha Microsoft Word

Word 1.0

first version

released in Oct. 1983

was hired by the founder of Microsoft

Bill Gates

Paul Allen

already died in 2018 because of cancer

Purpose of Microsoft Word

- is very flexible that can use different platforms

- easy to use
Latest version of Microsoft Word

Word or Office 2019

it releasing new version for every 2 yrs

INTRODUCTION

Word 2013 is a word processing application that allows you to create a variety of documents like letters, flyers, and
reports. With the introduction of several enhanced features—including the ability to create and collaborate on
documents online—Word 2013 gives you the ability to do more with your word processing projects.

Getting to know Word 2013

Word 2013 is similar to Word 2010. If you've previously used Word 2010, then Word 2013 should feel familiar. But if
you are new to Word or have more experience with older versions, you should first take some time to become familiar
with the Word 2013 interface. The Word interface When you open Word 2013 for the first time, the Word Start Screen
will appear. From here, you'll be able to create a new document, choose a template, or access your recently edited
documents. From the Word Start Screen, locate and select Blank document to access the Word interface.

PARTS OF MICROSOFT WORD 2013

ACCESS ACCOUNT – from here, you can access your Microsoft Account information, view your profile and switch
account.
DOCUMENT VIEWS – there are three ways to view a document. Simply click the desired view:

 READ MODE – displays your document in full screen mode.

 PRINT LAYOUT – selected by default. It shows the document as it would appear if it were printed.
  WEBPAGE LAYOUT – shows how your document would look as a webpage.

PAGE NUMBER INDICATOR - helps you keep track of the number of pages your document contains. ( indicate the
number of pages what page are you now.)
QUICK ACCESS TOOLBAR – lets you access common commands no matter which tab is selected. By default, it includes
the SAVE, UNDO, and REDO commands. You can add other commands depending on your preference
RIBBON – contains all the commands you will need to perform common tasks in WORD. It has multiple tabs, each with
several groups of commands.
RULER – is located at the top and to the left of your document.
SCROLL BAR - a horizontal and vertical bar with arrows used to scroll the document using the mouse.
STATUS BAR – it appears at the bottom of the window and provides information as the current page and the number of
words in your documents. The check mark next to an item means it is selected.
TEXT AREA – a large area below the ruler. You can type your document in the text area.
TITLE BAR – it displays the title of your document on which you are currently working.( name of the document
WORD COUNT – displays the number of words in your document.
ZOOM CONTROL – click, hold, and drag the slider to use the zoom control. The number to the right of the slider bar
reflects the zoom percentage. (also called zoom plider)

(COMMAND GROUP- former are the standard toolbar together with formating toolbar)

(INSERTION TAB- was used whe typing text)

WORKING WITH THE WORD ENVIRONMENT

If you've previously used Word 2010 or 2007, then Word 2013 should feel familiar. It continues to use features like the
Ribbon and the Quick Access toolbar—where you will find commands to perform common tasks in Word—as well as
Backstage view.

THE RIBBON
Word 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs, each with
several groups of commands. You will use these tabs to perform the most common tasks in Word.

The Home tab gives you access to some of the most commonly used commands for working with Word 2013, including
copying and pasting, formatting, aligning paragraphs, and choosing document styles. The Home tab is selected by
default whenever you open Word.

The Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to your document, which can
help you communicate information visually and add style to your document.

The Design tab gives you access to a variety of design tools, including document formatting, effects, and page borders,
which can give your document a polished look.

The Page Layout tab allows you to change the print formatting of your document, including margin width, page
orientation, and page breaks. These commands will be especially helpful when preparing to print a document

The References tab allows you add annotations to your document, such as footnotes and citations. From here, you can
also add a table of contents, captions, and a bibliography. These commands are especially helpful when composing
academic papers.

You can use the mail merge feature in the Mailings tab to quickly compose letters, address envelopes, and create labels.
This is especially useful when you need to send a letter to several recipients.
You can use the Review tab to access Word's powerful editing features, including adding comments and tracking
changes. These features make it easy to share and collaborate on documents.

The View tab allows you to switch between different views for your document and split the screen to view two parts of
your document at once. These commands will also be helpful when preparing to print a document.

Contextual tabs will appear on the Ribbon when you're working with certain items, such as tables and pictures. These
tabs contain special command groups that can help you format these items as needed.

To minimize and maximize the Ribbon:

The Ribbon is designed to respond to your current task, but you can choose to minimize the Ribbon if you find that it
takes up too much screen space.

1. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon.

2. Select the desired minimizing option from the drop-down menu:

3 Options in Ribbon Display

 Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and completely hides the Ribbon from
view. To show the Ribbon, click the Expand Ribbon command at the top of screen.
 Show tabs: This option hides all command groups when not in use, but tabs will remain visible. To show the
Ribbon, simply click a tab.
 Show tabs and commands: This option maximizes the Ribbon. All of the tabs and commands will be visible. This
option is selected by default when you open Word for the first time.

THE QUICK ACCESS TOOLBAR

Located just above the Ribbon, the Quick Access toolbar lets you access common commands no matter which tab is
selected. By default, it shows the Save, Undo, and Repeat commands. You can add other commands depending on your
preference.preference

Basic Commands of Quick Access Toolbar

1. Save
2. Undo
3. Redo
4. Open
5. New

To add commands to the Quick Access toolbar:

1. Click the drop-down arrow to the right of the Quick Access toolbar.
2. Select the command you want to add from the drop-down menu. To choose from more commands, select More
Commands.

3. The command will be added to the Quick Access toolbar.

THE RULER
The Ruler is located at the top and to the left of your document. It makes it easier to adjust your document with
precision. If you want, you can hide the Ruler to create more screen space.
To show or hide the Ruler:

1. Click the View tab.

2. Click the check box next to Ruler to show or hide the ruler.

BACKSTAGE VIEW

Backstage view gives you various options for saving, opening a file, printing, and sharing your document.
To access backstage view:
1. Click the File tab on the Ribbon. Backstage view will appear.

BACKSTAGE VIEW
Return – you can use the arrow to close Backstage view and return to Excel.
Info – the info pane will appear whenever you access backstage view. It contains information about the current
document. You can also inspect the document and set protection.
New – from here you can create new blank workbook or choose from a large selection of templates.
Open – from here, you can open recent documents, as well as documents saved to your OneDrive or on your computer.

Save and Save as – use save and save as to save your document to your computer or to your OneDrive

Print – from print pane, you can change the print settings and print your document. You can also see a preview of your
workbook.
Share – from here, you can invite People to view and collaborate on your document. You can also share your document
by emailing it, presenting it online, or posting it to your blog.
Export – you can choose to export your document into another format, such as PDF/XPS.
Close – click here to close the current document.
Account – from the Account pane, you can access your Microsoft Account information, modify your theme and
background and sign out of your account.
Options – here you can change various Word options. For example, you can control the
Spelling and Grammar check settings, Auto recover settings or Language preferences

DOCUMENT VIEWS
Word 2013 has a variety of viewing options that change how your document is displayed. You can choose to view your
document in Read Mode, Print Layout, or Web Layout. These views can be useful for various tasks, especially if you're
planning to print the document.

 To change document views, locate and select the desired document view command in the bottom-right corner
of the Word window.

Different document view options.

 Read Mode: In this view, all of the editing commands are hidden so your document fills the screen. Arrows
appear on the left and right side of the screen so you can toggle through the pages of your document.
 Print Mode: This is the default view, where you create and edit your document. There are page breaks in
between each page, indicating how your document will look when printed.
 Web Layout: This view removes page breaks. It can help you visualize how your document will display as a
webpage.

CREATING DOCUMENTS

When you start Word 2013 and click Blank document on the Start screen, a new document opens in the program
window, ready for you to enter your content. You can also create a new document while Word 2013 is running. Each
new document displays a default name (such as Document1, Document2, and so on) on the Title bar until you save it
with a more meaningful name. The cursor, a blinking vertical line in the upper-left corner of the page, shows where the
next character you type will appear. When the cursor reaches the right margin, the word you are typing automatically
moves to the next line. Pressing the Enter key starts a new paragraph.
To create a new document:

1. Click the File tab, and then click New.

2. In the right pane, click Blank document. A new, blank document opens in a new window.

NOTE: You can also create a new document by pressing Ctrl+N.

2 Types of Orientation

1. Portrait ( Vertical)
2. Landscape ( Horizontal)

Common used Sizes

1. Letter ( 8.5 by 11 inches) ( short)

2. Legal ( 8.5 by 14 or 13) ( long)
3. A4

SAVING DOCUMENTS

After creating a document, you can save it on your computer. Use the Save As command when you save a document for
the first time or if you want to save a copy of a document in a different location, with a different file name, or in a
different file format.Use the Save command to save changes to an existing document.

NOTE: Word 2013’s file format is called Word Document and is the same as Word 2007 and 2010. This format has the
.docx file extension and is not backward compatible with Word versions prior to 2007. You can use Word 2013 to save a
document in the Word 97-
2003 Document format with the .doc file extension to make it compatible with earlier versions of Word, but you will not
have access to all of Word 2013’s features.

Save and Save As

Word offers two ways to save a file:

Save whe you create or edit a document, to save charges

 Save As- use this command to create a copy of document while keeping the original

To save a document

Using Save As to make a copy

To save a document for the first time:
1. Click the File tab, and then click Save As. The Save As page of the backstage view opens.
2. Click Computer in the center pane, and then click the Browse button or a recent folder in the right pane.
3. In the Save As dialog box, select a location to save the file, type a name in the File name box, and then click the Save
button.

NOTE: By default, Word 2013 documents are saved in the Word Document format. To save a document in a different
format, click the Save as type arrow and select the desired file format from the list.
To save changes to a document:

Do one of the following:

 Click the File tab, and then click Save.

 On the Quick Access toolbar, click the Save button
 Press Ctrl+S.

To use AutoRecover
every 10 mins nag rerecover

To export a document as a PDF file

To share a document

Protecting your Documents

CLOSING DOCUMENTS
When you finish working on a document, you can close it, but keep the program window open to work on more
documents. If the document contains any unsaved changes, you will be prompted to save the changes before closing it.
To close a document without exiting Word:
1. Click the File tab, and then click Close. Or, press Ctrl+W.

OPENING DOCUMENTS
You can locate and open an existing document from the Start screen when Word 2013 starts or from the Open page of
the backstage view. The Start screen and the Open page also display a list of recently used documents which you can
quickly open by clicking them. Each document opens in its own window, making it easier to work on two documents at
once.

To open a document:
1. Click the File tab, and then click Open. Or, press Ctrl+O. The Open page of the backstage view opens, displaying a list
of recently used documents in the right pane.

2. If the document you want is in the Recent Documents list, click its name to open it. Otherwise, proceed to step 3.
3. Click Computer in the center pane, and then click the Browse button or a recent folder in the right pane.
4. In the Open dialog box, locate and select the file that you want to open, and then click the Open button

NOTE: When you open a document created with earlier versions of Word in Word 2013, the document opens in
compatibility mode (indicated on the Title bar) with some of the new features of Word 2013 disabled. You can easily
convert the document to the Word 2013 file format by clicking the Convert button on the Info page of the backstage
view.

EDITING DOCUMENTS
Most documents require some editing. After creating a document, you may want to add or remove text, or move text
from one place to another. This section covers how to perform basic tasks such as selecting, deleting, copying, and
moving text; and undoing and redoing changes.
Selecting Text
Before you can edit text, you must first select the text that you want to modify. You can use the mouse, the keyboard,
or the selection area (an invisible area in the document’s left margin) to make a selection. Selected text appears
highlighted on the screen.
To select text:
1. Do the following:
 To select a word, double-click anywhere in the word.
 To select a sentence, hold down the Ctrl key and click anywhere in the sentence.
 To select a line, click in the selection area to the left of the line.
 To select a paragraph, triple-click anywhere in the paragraph. Or, double-click in the selection area to the left of the
paragraph.
 To select the entire document, triple-click in the selection area. Or, press Ctrl+A.
 To select adjacent words, lines, or paragraphs, drag the mouse pointer over the text. Or, click at the beginning of the
text, and then hold down the Shift key and click at the end of the text.
 To select non-adjacent words, lines, or paragraphs, make the first selection, and then hold down the Ctrl key and make
the second selection.

NOTE: To deselect selected text, click anywhere in the document.

Deleting Text
You can delete text one character at a time by positioning the cursor, and then pressing the Backspace key to delete the
character to the left of the cursor or the Delete key to delete the character to the right of the cursor. You can also select
and delete a word, sentence, paragraph, or block of text.
back space - from left 1 character only

delete- from right all

To delete text:

1. Select the text that you want to delete, and then press the Delete key.

Moving and Copying Text

When editing a document, you may want to duplicate text in another location, or you may want to remove (cut) text
from its original location and place it in a new location.
NOTE: Cut or copied text is stored on the Clipboard, a temporary storage area. You can access it by clicking the dialog
box launcher in the Clipboard group on the Home tab of the Ribbon.

To move or copy text:

1. Select the text that you want to move or copy.

2. On the Home tab, in the Clipboard group, do one of the following:

 To move text, click the Cut button Or, press Ctrl+X.

 To copy text, click the Copy button . Or, press Ctrl+C.
3. Click in the document where you want to paste the cut or copied text.
4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.

NOTE: Clicking the arrow on the Paste button displays additional paste options.
Undoing and Redoing Changes
Whenever you make a mistake, you can easily reverse it with the Undo command. After you have undone one or more
actions, the Redo command becomes available and allows you to restore the undone actions.
To undo an action:
1. On the Quick Access toolbar, click the Undo button . Or, press Ctrl+Z.

To redo an action:
1. On the Quick Access toolbar, click the Redo button . Or, press Ctrl+Y

FORMATTING DOCUMENTS
Word 2013 includes a number of features that can be used to easily format a document. Formatting enhances the
appearance of a document and makes it look professional.

Formatting Text
Text formatting includes font, font size, font color, and font style and effect. The Font group on the Home tab of the
Ribbon contains the most commonly used text formatting commands. You can also format text using the Font dialog box
which can be opened by clicking the dialog box launcher in the Font group.

Font Group on the Home Tab

Changing the Font and Font Size

A font defines the overall appearance or style of text lettering. Font size controls the height of the font. The default font
in new Word 2013 documents is Calibri; the default font size is 11.

To change the font:

1. Select the text that you want to format.

2. On the Home tab, in the Font group, click the Font arrow and select the desired font from the list

To change the font size:

1. Select the text that you want to format.

2. On the Home tab, in the Font group, click the Font Size arrow and select the desired font size from the list. If a font
size you want is not listed in the Font Size list, click in the Font Size box, type the desired number, and then press the
Enter key.

NOTE: You can also change the font size by clicking the Increase Font Size button or Decrease Font Size button in the
Font group on the Home tab of the Ribbon

Changing the Font Color and Highlighting Text

You can emphasize important text by changing the font color or applying highlighting.

To change the font color:

1. Select the text that you want to format.

2. On the Home tab, in the Font group, click the Font Color button to apply the most recently used color, or click the
Font Color arrow and select a different color from the color palette (see Figure 24).

To highlight text:
1. Select the text that you want to highlight.
2. On the Home tab, in the Font group, click the Text Highlight Color button to apply the most recently used color, or
click the Text Highlight Color arrow and select a different color from the color palette.

NOTE: You can remove a highlight from selected text by clicking the Text Highlight Color arrow, and then clicking No
Color on the palette.

Applying Font Styles and Effects

You can apply one or more font styles and effects to text. Font styles are attributes such as bold and italic; effects are
special enhancements such as strikethrough and shadow.

Bold- makes the selected text bold

Italic- italicizes the selected text

Underline- draws a line under the selected text

Strikethrough- draws a line through midd of the selected text

Subscript- creates small letters below text baseline

Superscript- creates small letters above the line of text

Text Effects amd Typography - applies a visual effect

Change Case- changes the selected text to uppercase, lowercase or other common capitalizations

To apply a font style or effect:

1. Select the text that you want to format.

2. On the Home tab, in the Font group, click the button for the desired font style or
effect. If the button has an arrow, click the arrow to see more options.

NOTE: The Bold, Italic, Underline, Strikethrough, Subscript, and Superscript buttons are toggles. If you select text to
which one of these formats has been applied, and then click the corresponding button, that format is removed.

Clearing Formatting
You can remove all formatting from selected text, leaving only the plain text.
To clear formatting:
1. Select the text that has the formatting you want to clear.
2. On the Home tab, in the Font group, click the Clear All Formatting button
Copying Formatting
You can copy the formatting of specific text and apply it to other text in the document. This can save you time and effort
when multiple formats have been applied to text and you want to format additional text with all the same formats.
To copy formatting:
1. Select the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, click the Format Painter button The mouse pointer changes to a paintbrush
with an I-beam
3. Select the text to which you want to apply the copied formatting.

NOTE: If you want to apply the copied formatting to more than one area, double-click the Format Painter button instead
of single-clicking it. This keeps the Format Painter active until you press the Esc key.

Formatting Paragraphs
Paragraph formatting refers to the layout of a paragraph on the page. You can change the look of a paragraph by
changing its alignment, line spacing, and indentation, as well as the space before and after it. The Paragraph group on
the Home tab of the Ribbon contains the most commonly used paragraph formatting commands.You can also format
paragraphs using the Paragraph dialog box which can be opened by clicking the dialog box launcher in the Paragraph
group.

NOTE: To display or hide formatting marks such as spaces, tabs, and paragraph marks, click the Show/Hide button in the
Paragraph group on the Home tab of the Ribbon.

Changing Paragraph Alignment

Paragraph alignment refers to the position of each line of text in a paragraph between the left and right. The Paragraph
group on the Home tab of the Ribbon includes four alignment buttons that can be used to quickly change the alignment
of a paragraph.

Types of Alignment

Align Left - aligns the text at the left margin, producing a ragged right edge. This is the default alignment

Center - centers the text between the left amd right margins, producing ragged left and right edges

Align Right - aligns the text at the right margin, producing a ragged left edges

Justify - aligns the text bothe to the left and right margins, producing even left and right edges.

To change the alignment of a paragraph:

1. Select the paragraph that you want to align.

2. On the Home tab, in the Paragraph group, click the desired alignment button.

Changing Line and Paragraph Spacing

Line spacing determines the amount of space between the lines of text in a paragraph. Paragraph spacing determines
the amount of space above and below a paragraph. In Word 2013, the default spacing is 1.08 lines and 8 points after
each paragraph.
To change the line spacing within a paragraph:

1. Select the paragraph that you want to format.

2. On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button and select the desired line
spacing

To change the spacing before or after a paragraph:

1. Select the paragraph that you want to format.

2. On the Page Layout tab, in the Paragraph group, enter the desired value in the Spacing Before or Spacing After box.

Changing Paragraph Indentation

Indenting a paragraph refers to moving it away from the left, the right, or both margins. You can indent an entire
paragraph to make it stand out from the surrounding text. You can also indent only the first line of a paragraph (which is
called a first line indent), or indent all lines except the first line (which is called a hanging indent).
To change the indentation of a paragraph:

1. Select the paragraph that you want to indent.

2. On the Home tab, in the Paragraph group, click the Increase Indent button or Decrease Indent button

to move the paragraph right or left in half-inch increments.

To indent a paragraph using the horizontal ruler:

1. On the View tab, in the Show group, select the Ruler check box to display the rulers.

2. Select the paragraph that you want to indent.

3. On the horizontal ruler, do the following:

 To change the left indent of the entire paragraph, drag the Left Indent marker to the position where you want the text
to start.

 To change the right indent of the entire paragraph, drag the Right Indentmarker to the position where you want the
text to end.

 To create a first line indent, drag the First Line Indent marker to the position where you want the first line to start.

 To create a hanging indent, drag the Hanging Indent marker to the position where you want all lines except the first
line to start.

NOTE: You can specify an exact measurement for the left or right indent by entering the desired value in the Indent Left
or Indent Right box in the Paragraph group on the PageLayout tab of the Ribbon

Setting Tab Stops

Tab stops can be used to align lines of text in different locations across the page. By default, Word 2013 sets left-aligned
tab stops every half inch from the left margin. You can also set custom tab stops exactly where you need them. The
easiest way to set tab stops is to use the horizontal ruler.

Left Tab- aligns the left end of the text with the tab stop
Center Tab- aligns the center of the text with the tab stop

Right Tab- aligns the right end of the text with the tab stop

Decimal Tab- aligns the decimal point in the text

Bar Tab- draws a vertical line at the position of the tab stop

To set a custom tab stop:

1. On the View tab, in the Show group, select the Ruler check box to display the rulers.

2. Click the tab selector on the left side of the horizontal ruler until it displays the desired tab stop.

3. Click the bottom edge of the horizontal ruler where you want to set the tab stop. A tab stop marker appears on the
ruler.
4. Press the Tab key to move to the tab stop.

NOTE: You can change the position of a custom tab stop by dragging it left or right along the horizontal ruler. You can
remove a custom tab stop by dragging it off the horizontal ruler.

Adding Borders and Shading

You can set apart text from the rest of the document by adding borders and shading. You can add borders to any side of
the text or all sides to make a box.
To add borders:

1. Select the text to which you want to add borders.

2. On the Home tab, in the Paragraph group, click the Borders button to apply the most recently used border, or click
the Borders arrow and select a different border from the menu

NOTE: You can remove all borders from selected text by clicking the Borders arrow, and then clicking No Border on the
menu.

To add shading:

1. Select the text to which you want to add shading.

2. On the Home tab, in the Paragraph group, click the Shading button to apply the most recently used color, or click the
Shading arrow and select a different color from the color palette.

NOTE: You can remove shading from selected text by clicking the Shading arrow, and then clicking No Color on the
palette.

Bottom Border

Top Border
Left Border

Right Border

No Border

All Borders

Outside Borders

Inside Borders

Inside Horizontal Border

Inside Vertical Border

Diagonal Down Border

Diagonal Up Border

Horizontal Line

Draw Table

View Gridlines

Borders and Shading

CREATING BULLETED AND NUMBERED LIST

Bulleted and numbered lists make documents easier to read and understand. When you want to emphasize items in a
list in no particular order, create a bulleted list. When you want to present a sequence of information or list items by
order of importance, create a numbered list. You can add bullets or numbers to existing lines of text, or Word can
automatically create bulleted or numbered lists as you type. You can also create a list that has multiple levels.

NOTE: If you move an item within a numbered list, Word will renumber the list to keep the items in the correct order.

To create a bulleted or numbered list:

1. Click in the document where you want to add the list.

2. On the Home tab, in the Paragraph group, click the Bullets button to start a bulleted list or Numbering button to start
a numbered list.
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. To end the list, press the Enter key twice.

NOTE: You can change the bullet or number style by clicking the Bullets or Numberingarrow and selecting the desired
option from the menu
Bullets Menu Numbering Menu
To create a multilevel list:
1. Click in the document where you want to add the list.
2. On the Home tab, in the Paragraph group, click the Multilevel List button and select the desired style from the menu
(see Figure 36).
3. Type the text for the first list item.
4. Press the Enter key to add the next list item.
5. Continue creating the list of items that are all at the same level.
6. To change the list level, do one of the following:
 Press the Tab key to demote the list level.
 Press Shift+Tab to promote the list level.
7. To end the list, position the insertion point at the end of the last list item, press the Enter key, and then press the
Delete key.

To add bullets or numbers to existing text:

1. Select the text to which you want to add bullets or numbers.

2. On the Home tab, in the Paragraph group, click the Bullets button to add bullets or Numbering button to add numbers

NOTE: If the numbering sequence is incorrect, right-click the list item, and then click Restart at 1 or Continue Numbering
on the shortcut menu.
To remove bullets or numbers from a list:
1. Select the list from which you want to remove bullets or numbers.
2. On the Home tab, in the Paragraph group, click the Bullets button to remove bullets or Numbering button to remove
numbers.

APPLYING STYLES
A style is a set of formatting characteristics (such as font, font size, font color, and paragraph alignment and spacing)
that you can use to quickly format a document. In addition to saving you time, styles can help you keep formatting
consistent throughout a document. Word 2013 includes several predefined styles that can be used to format headings,
body text, lists, etc. If you do not like the appearance of a built-in style, you can modify it or create a custom style to suit
your needs.

To apply a style using the Styles gallery:

1. Select the text to which you want to apply a style.

2. On the Home tab, in the Styles group, select the desired style from the Styles.

NOTE: To display the entire Styles gallery, click the more button in the lowerright corner of the gallery to expand it.

Styles Group on the Home Tab

To apply a style using the Styles pane:
1. On the Home tab, in the Styles group, click the dialog box launcher . The Styles pane opens on the right side of the
program window

2. Select the text to which you want to apply a style.

3. In the Styles pane, click the desired style.

NOTE: You can close the Styles pane by clicking the Close button in the upper-right corner of the pane.

To modify an existing style:

1. In the Styles pane, right-click the style, and then click Modify on the shortcut menu.
2. In the Modify Style dialog box, make the desired changes, and then click the OK button.

NOTE: When you modify a style, all text formatted with that particular style will be updated automatically.
To create a new style:
1. In the Styles pane, click the New Style button

2. In the Create New Style from Formatting dialog box, type a name for the new style in the Name box, select the
desired options, and then click the OK button.

NOTE: If you want to use formatted text as the basis of a new style, select the text before you click the New Style
button. The dialog box will open with all the attributes of the selected text already specified, so you will only need to
type a new name for the style.

FORMATTING HEADINGS
Headings are used to organize information into a logical structure. The best way to format headings in a Word
document is to apply one of the built-in heading styles (Heading 1 through Heading 9). The lower the heading number,
the higher the ranking of that heading.

To format a heading:
1. Select the heading that you want format.
2. On the Home tab, in the Styles group, select the desired heading style from the Styles gallery. Or, click the desired
heading style in the Styles pane.

NOTE: When you point to a heading, a small arrow appears to the left of the heading. Click the arrow to collapse or
expand the body text and subheadings below the heading

PREVIEWING AND PRINTING DOCUMENTS

Before printing a document, you can preview it to see how each page will look when printed. When you are ready to
print the document, you can quickly print one copy of the entire document using the current printer, or you can change
the default print settings before printing it. The Print page of the backstage view allows you to preview a document, set
print options, and print the document, all from one location.

To preview and print a document:

1. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the backstage view opens, displaying print
settings in the center pane and a preview of the document in the right pane (see Figure 40).

2. To preview the document, in the right pane, do the following:

3. To switch pages, click the Next Page button or Previous Page button , or enter a specific page number in the Current
Page box.
4. To adjust the zoom, click the Zoom In button or Zoom Out button , or drag the Zoom slider. To return to full page
view, click the Zoom to Page button
5. To change the print settings, in the center pane, do the following:
6. To change the printer, in the Printer section, click the button displaying the name of the default printer and select the
desired printer from the list.

7. To print multiple copies, enter the number of copies you want to print in the Copies box. To change other settings
(such as page range, collation, orientation, paper size, margins, or pages per sheet), in the Settings section, select the
desired options.
8. To print the document, click the Print button.

GETTING HELP

You can use the Word Help system to get assistance on any topic or task. While some information is installed with Word
2013 on your computer, most of the information resides online and is more up-to-date. You need an Internet
connection to access resources from Office.com.

To get help:

1. Click the Microsoft Word Help button on the right side of the Title bar. The Word Help window opens, displaying
general help topics.

NOTE: Clicking the Help button in the upper-right corner of a dialog box displays help topics related to that dialog b the
Word Help window.

2. Click any link to display the corresponding information.

3. To navigate between help topics, click the Back button , Forward button , or Home button on the toolbar.

4. To print a help topic, click the Print button on the toolbar.

5. To search for a specific topic, type one or more keywords in the Search box, and then press the Enter key to display
the search results.
6. To switch between online and offline help, click the Change Help Collection arrow next to Word Help at the top of the
window, and then click Word Help from Office.com or Word Help from your computer on the menu.
7. To close the Word Help window, click the Close button in the upper-right corner of the window.

Exiting Word

When you finish using Word 2013, you should exit the program to free up system resources.

To exit Word 2013:

1. Click the Close button in the upper-right corner of the program window.

ICONS AND COMMANDS

New – creates new blank workbook based on the default template.

Open – opens or finds the files

Save – saves the active file with its current file name, location and file format.

Copy – copies the selected items to the clipboard

Cut – removes the selection and places it on the clipboard

Paste –places the content of the clipboard at the insertion point

Print – print the active file

Print preview – shows how the document/ workbook will look when you print

Redo – reverses the action of the Undo button, use the pull down menu to redo several steps.

Undo – reverses the last command, use pull down menu to undo several steps.

Sort – arrange the current selection in alphabetical or numerical order.

Font color – change the font color of your text

Font size – change the size of selected text and numbers

Font – changes the font of the selected text

Shading – change the color behind the selected text, paragraph or table cell.

Bold – makes selected text and numbers bold

Italic – makes selected text and numbers italic

Underline – underline selected text and numbers

Strikethrough – cross something out by drawing a line through it.

Subscript – type very small letters just below the line of text.

Superscript – type very small letters just above the line of the text.

Text Effects and Typography – add some flair to your text by applying a text effect, such as a shadow or glow.

Text Highlight color – make your text pop by highlighting it in bright color.

Change Case – change the selected text to uppercase, lowercase or other common capitalizations.
Clear all formatting – remove all formatting from the selection, leaving only the normal, unformatted text.
Increase font size – make your text a bit bigger
Decrease font size – make your text a bit smaller
Increase indent – increase or move your paragraph farther away from the margin
Decrease indent – decrease or move your paragraph closer to the margin
Line and Paragraph Spacing – choose how much space appears between lines of text or between paragraphs
Show/Hide – show paragraph marks and other hidden formatting symbols.
Borders – add or moves a border around selected text or objects
Center align – center the selected text
Left align – aligns to the left with ragged right margin
Right align – aligns to the right with a ragged left margin

SHORTCUT KEYS
Ctrl+N- Create a new document
Ctrl+O-Open a document.
Ctrl+W -Close a document.
Ctrl+S -Save a document.
Ctrl+P - Print a document.

Ctrl+A - Extend a selection to include the entire document.

Ctrl+E - Center Alignment

Ctrl+J - Justify your alignment

Ctrl+L - Left Alignment

Ctrl+R - Right Alignment

Ctrl+B - Make letters bold

Ctrl+U - Make letters underline

Ctrl+I - Make letters italic

Ctrl+Y-Redo the last action.
Ctrl+Z - Undo the last action.

Ctrl+V - Paste text or an object.

Ctrl+X - Cut the selected text or object.

Ctrl+C-Copy the selected text or object.

Ctrl+] - Decrease the font size by 1 point.
Ctrl+ [ -Increase the font size by 1 point.
Ctrl+Shift+> -Increase font size one value
Ctrl+Shift+< - Decrease font size one value.