N6 Computer Practice

Computer Practice Downloaded from hlayiso.com N6

Module 1 – Information Systems DEFINITION OF INFORMATION SYSTEMS An information system is an integrated, man/machine system for providing information to support the operations, management and decision-making functions in an organisation. Information is the result of data processing. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Information Systems (continued) DATA COMMUNICATION AND NETWORKS Data communication refers to the methods of linking terminals to the central computer, in an online computer system. Components of a data communication system: • Central processor and input/output storage devices; • People; • CommunicationDownloaded channels; and from hlayiso.com • Communication control devices. www.futuremanagers.com

Module 1 – Information Systems (continued) SECURITY IN THE COMPUTER ENVIRONMENT Controls can be implemented to guard against ruin of hardware and data: • Firefighting equipment; • Emergency plan; • Clean environment; • Duplication of hardware; • Insurance; and Downloaded from hlayiso.com • Uninterruptible Power Supply (UPS). www.futuremanagers.com

Module 1 – Information Systems (continued) ACQUIRING COMPUTERS FOR BUSINESS CONCERNS Formal steps taken when buying computer hardware for business concerns • Draw up the request for proposals (RFP); • Send requests to suppliers; • Draw up a short list; • Evaluate the suppliers on the short list; and • Make the final selection. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Information Systems (continued) FINANCING There are different methods to pay the supplier when purchasing a computer: • Outright purchase; • Leasing; • Suspensive sale agreements; and • Rental from theDownloaded manufacturer. from hlayiso.com www.futuremanagers.com

Module 2 – Operating Systems HARD DISK BASICS A modern hard disk is able to store an amazing amount of information in a small space. A hard disk can also access any of its information in a fraction of a second. A typical desktop machine will have a hard disk with a capacity of between 10 and 40 gigabytes. Data is stored onto the disk in the form of files. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Operating Systems (continued) PREPARATION OF A HARD DISK If you need to replace your hard drive either because it has experienced hardware failure or you want to upgrade your primary hard drive, then you need to prepare the new driver. After installing a hard drive, partitioning and formatting should be done before it can be used by Windows 7. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Operating Systems (continued) CUSTOMIZING YOUR SYSTEM To customize your system in a Windows environment is not complicated.. Click Start | Help and Support | Pick one of the Help Topics (Hardware | Installing and configuring hardware) or Type CUSTOMIZE in the SEARCH text box and press ENTER. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Operating Systems (continued) WINDOWS 7 COMMANDS There are several commands possible on Windows 7 systems, such as but certainly not limited to: • Help support; • Formatting; • Disk copy; • Directory (DIR);Downloaded and from hlayiso.com • Date and time. www.futuremanagers.com

Module 3 – Computer Viruses WHAT IS A COMPUTER VIRUS? A virus is a program that can copy itself and infect various parts of your computer, such as documents, programs, and parts of your operating system. Most viruses attach themselves to a file or part of your hard disk and then copy themselves to other places within the operating system. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Computer Viruses (continued) TYPES OF VIRUSES There are different types of computing viruses: • File viruses which attack executable files; and • Boot sector viruses which attack the the boot sector of the diskette or the master boot record of a hard drive. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Computer Viruses (continued) VIRUS ACTIONS The action of viruses can be divided into three groups: • Logical bomb; • Trojan Horse; and • Worm. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Computer Viruses (continued) VIRUS STAGES A computer virus can be found in different stages: 1. Propagation stage (transmission stage); 2. Dormancy period (hibernation period); 3. Inactive stage; 4. Active period ; and 5. Disinfecting stage. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Computer Viruses (continued) SPREADING OF VIRUSES Viruses can be spread through: • Personal computers (PCs); • Networks; and • Mainframe computers. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Computer Viruses (continued) SYMPTOMS OF VIRUS INFECTION • The system can become slow or perform uncommon actions. • The amount of RAM can suddenly decrease. • Executable files take longer to execute. • Bad or damaged sectors appear on a fixed disk. • The number of files on a disk increase. • The size of the Downloaded executable files increase. from hlayiso.com • An activity is executed by the system that was not introduced by the user. www.futuremanagers.com

Module 3 – Computer Viruses (continued) PREVENTION OF VIRUS INFECTION • Do not use any foreign disks in your computer. • Use anti-virus software to test all files before copying to the hard drive. • Control the access of computers and the fileserver. • Change the CMOS setting so that the computer boots from the hard drive first where an up-to-date anti-virus programme is installed. • Perform a virus Downloaded test and check files regularly from with an antivirus programme. hlayiso.com • Write protect diskettes containing important data. www.futuremanagers.com

Module 4 – Troubleshooting CMOS SETTINGS AND WINDOWS REGISTRY CMOS is the complementary metal-oxide semiconductor. It refers to a battery-powered memory chip in your computer that stores start-up information. The Windows registry contains profiles for each user of the computer and information about system hardware, installed programs, and property settings. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Troubleshooting (continued) SOFTWARE ERRORS Software errors could come up as: • File system errors and bad sectors; and • Memory errors. Downloaded from hlayiso.com www.futuremanagers.com

Module 4 – Troubleshooting (continued) HARDWARE PROBLEMS Hardware issues could be: • Monitor faults; • Bad keyboard maintenance; • Bad mouse maintenance; • Printer errors; • Cabling problems; and Downloaded from hlayiso.com • Hard drive errors. www.futuremanagers.com

Module 4 – Troubleshooting (continued) TROUBLESHOOTING WITH WINDOWS 7 • Click Start | Help and Support. The Help and Support Center window will appear. • Type the keyword: troubleshooting in the dialogue box. • Select the correct topic/problem to get more information. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 AUTOMATIC BULLETS AND NUMBERING MS-Word automatically converts a paragraph to a bullet item when text starts with a hyphen (-) or asterisk (*) followed by an ENTER to end the paragraph. MS-Word automatically converts the paragraph to a numbered list item when ENTER is pressed at the end of a paragraph and starting with 1. Space OR 1. Tab, followed by text. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) CREATE AND EDIT COLUMNS • Divide existing text into columns: Select the appropriate text and click Page Layout tab • Format columns: Click Page Layout tab | Page Setup group: Columns | More Columns | Specify the number of columns. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) CREATE AND EDIT A TABLE To create a table: Place the cursor where the table should appear. Click the Insert tab | Table | Insert table | Specify the number of rows and columns needed. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) PICTURES/GRAPHICS AND WORDART It is possible to include media into a document in the form of: • WordArt; • Symbols; and • Pictures. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) EQUATIONS In order to insert an equation: Click Insert tab | Symbols group: Equation | Insert New Equation. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) TEMPLATES AND STYLES A Template is a “Skeleton document” in which you have to insert new “flesh” every time. A template determines the basic structure for a document and contains document settings such as AutoText entries, default fonts, margin settings, key assignments, macros, menus, page layout, special formatting, and styles. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) TABLES OF CONTENTS Create a Table of Contents as follows: Place the cursor where you want to insert the Table of Contents | click the References tab | Table of Contents group: Table of Contents | Select one of the options or click Custom Table of Contents. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) INDEXES An index gives the user page numbers for items they want to look up in a printed document. The Index usually appears at the end of the document. Downloaded from hlayiso.com www.futuremanagers.com

Module 5 – Word Processing: MS-Word 2013 (continued) MAIL MERGE Mail Merge is used for regular correspondence with the same people. A main document (e.g. letter, labels or envelopes) is prepared each time, but the same data source (names, addresses, etc.) is used several times. Use mail merge when you want to create a set of documents that are basically the same but each document contains unique elements. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 ADVANCED CHARTS There are different types of charts: • A column chart which compares values directly; • A stacked column chart which compares parts of several totals; • A pie chart which compares parts of one total; • A line chart compares values over time; • A bar chart which illustrates comparisons Downloaded among individual items; and from hlayiso.com • Area chart which emphasize the magnitude of change over time. www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) RANGE NAMES A name is a meaningful shorthand that makes it easier to understand the purpose of a cell reference, constant, formula, or table, each of which may be difficult to comprehend at first glance. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) =IF FUNCTION Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE. Use the IF function to conduct conditional tests on values and formulas. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) =VLOOKUP FUNCTION This function is also called the VERTICAL LOOKUP function. It searches for a value in the leftmost column of a table and returns a value in the same row from a column you specify in the table. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) =HLOOKUP FUNCTION This function is also called the HORIZONTAL LOOKUP function. It works almost the same as the VLOOKUP function. It searches for a value in the top row of a reference table and then returns a value in the same column from a row you specify. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) HOW MICROSOFT EXCEL STORES DATES AND TIMES Microsoft Excel stores dates as sequential numbers known as serial values. MS-Excel stores times as decimal fractions because time is considered a portion of a day. Dates and times are values and, therefore, can be added, subtracted, and included in other calculations. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) FINANCIAL FUNCTIONS These financial functions are used to make loan and investment decisions. Click Formulas | Function library group: Financial | select the required function. Downloaded from hlayiso.com www.futuremanagers.com

Module 6 – Spreadsheets: MS-Excel 2013 (continued) EXTERNAL COPYING External copy in MS-Excel works more or less the same as in Word. Make sure all workbooks are open. Select the information in workbook 1 | click Home | Clipboard group: Copy | Click the second workbook name in the taskbar to open | place cursor in the correct position | click Home | Clipboard group: Paste. Downloaded from hlayiso.com www.futuremanagers.com