DIGITAL DOCUMENTATION (ADVANCED)

REVISION NOTES

CREATE AND APPLY STYLE IN THE DOCUMENT

Style refers to a pre-defined set of formatting attributes that can be applied to text, paragraphs, pages,
and other elements of a document. Styles help to ensure consistency in formatting throughout the
document and make it easier to manage and modify the document’s formatting.

Advantages of Style
 Provides consistency throughout the document
 Saves time and increases efficiency
 Allows for easy updates and modifications
 Makes document management simpler and more organized
 Enhances accessibility for readers who use assistive technologies.

There are several types of styles in OpenOffice, including:

 Character styles: These are used to apply formatting to specific characters or words
within a paragraph. For example, you might use a character style to make a particular
word bold or italicized.
 Paragraph styles: These are used to apply formatting to entire paragraphs, including
text alignment, spacing, and indentation.
 Page styles: These are used to define the layout and formatting of individual pages,
including margins, headers, and footers.
 List styles: These are used to define the formatting of bulleted or numbered lists.
 Frame styles: These are used to define the formatting of frames, which are used to
hold graphics or other elements within a document.
 Table styles: These are used to define the formatting of tables, including cell borders,
backgrounds, and text alignment.
 Graphics styles: These are used to define the formatting of graphics or images within
a document, including borders, backgrounds, and text wrapping.

How to Apply Style in OpenOffice.org

Step 1 : Select the text, paragraph, or other element where you want to apply the style.
Step 2 : Click Format > Style and Formatting or press F11
Step 3 : Select any one of the style (e.g., Paragraph, Character, etc.)

What is Fill Format Mode and How to apply

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Fill Format Mode is a feature in OpenOffice that allows you to copy the formatting from one element
of a document and apply it to another element. This can be useful when you want to quickly apply
consistent formatting to multiple elements within a document.
How to Apply Fill Format Mode
Step 1 : Select the element that contains the formatting you want to copy.
Step 2 : Click on the “Fill Format mode” icon in the Style and Formatting window.
Step 3 : Select the element or elements that you want to apply the formatting to.
Step 4 : Click on the element that you want to apply the formatting.

Creating New Custom Style in OpenOffice.org

There are two diffierent ways to create a Style
1) Creating a new Style from a selection
2) Dragging and Dropping to Create A Style

Create New Style from Selection

By replicating an existing manual format, you can make a new style. This new style will only be
applied to this document and will not be saved in the template.

Step 1 : Select the formatted text or paragraph.

Step 2 : From the top menu, select “Styles” > “New Style” (or press F11).
Step 3 : In the New Style window, enter a name for the new style and select the type of style you
want to create.
Step 4 : Make any additional changes to the style options.
Step 5 : Click “OK” to save the new style.
Drag and Drop to create New Style
You can drag and drop a text selection into the Styles and Formatting window to create a new style.
Step 1 : Open the Styles and Formatting window.
Step 2 : Select text and drag it to the Styles and Formatting window.
Step 3 : In the Create Style dialog box, type a name for the new style. The list shows the names of
existing custom styles of the selected type, if any. Click OK to save the new style.
Step 4 : If the Paragraph Styles list is showing in the Styles and Formatting window, a new paragraph

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style will be added to the list. If Character Styles are active, the character style will be added to the
list.

Modifying Custom or Pre defined Styles

There are two different ways to modify Style in OpenOffice –
 Updating a style from a selection •
 Load or copy styles from another document or template

Updating a Style from a selection

To update a style from a selection:
Step 1 : Open the Styles and Formatting window.
Step 2 : In the document, select an item that has the format.
Step 3 : In the Styles and Formatting window, select the style you want to update (singleclick, not
double-click), then long-click on the arrow next to the New Style from Selection icon and click on
Update Style.

Load or copy styles from another document or template

You can copy styles by loading them from a template or another document:
Step 1 : Open the document into which you wish to paste styles.
Step 2 : Long-click on the arrow next to the New Style from Selection symbol in the Styles and

Formatting window, and then select Load Styles.

Step 3 : Locate and choose the template you wish to copy styles from on the Load Styles box.
Step 4 : Decide which style categories should be duplicated.
Step 5 : Click OK to copy the styles.

How to Insert and use Image in Digital Document

There are various ways to insert images into a document, including via the Drag and Drop, Insert
Image from File, Insert Image from Clipboard, Open Office Gallery, and a scanner.
1. Drag and Drop
2. Insert Image from Dialog Box
3. Insert Image from Clipboard
4. Insert Image from Gallery

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 5. Insert Image from Scanner

Drag and Drop

To drag an image file into a digital document, follow these steps: –
Step 1 : Open a File browser window and locate the image you want to insert.
Step 2 : Drag the image into the Writer document and drop it where you want.

Insert Image from Dialog Box

To insert an image file into a digital document, follow these steps –
Step 1: Click in the Open Office document in the first step to place the image there.
Step 2: From the menu bar, select Insert > Picture > From File.
Step 3: Navigate to the file that needs to be inserted on the Insert Picture dialogue, select it, and click
Open.

Insert Image from Clipboard

Step 1 : Open the document in which you want to insert the image.
Step 2 : Place the cursor where you want the image to be inserted.
Step 3 : Press “Ctrl+V” or right-click and select “Paste” to insert the image from the clipboard.
Step 4 : Resize or move the image as necessary.

Insert Image from Gallery

Step 1 : Open the document in which you want to insert the image.
Step 2 : From the top menu, select “View” > “Gallery” (or press F6).
Step 3 : In the Gallery window that appears, browse through the categories to find the image you
want to insert.
Step 4 : Click on the image to select it.
Step 5 : Click and drag the selected image into the document where you want it to appear.

Insert Image from Scanner

If your computer has a scanner attached, Open Office may access the scanning software and enter the
scanned item as an image into the Open Office document. To insert image
Click the area where the image to be placed, then choose Insert > Picture > Scan > Select Source to
begin the process.

Modifying Image in OpenOffice.org

You might need to edit a new image you include so that it matches the document. Here, we’ll go
through how to use the Picture toolbar, as well as how to resize, crop, and rotate a photo using a
workaround.

Picture Toolbar
The Picture toolbar displays when you insert a picture or choose one that is already in the page. View
> Toolbars > Picture allows you to set it to always be visible.

Graphics mode
You can change color images to grayscale by selecting the image and then selecting Grayscale from
the Graphics mode list.
Flip vertically or horizontally
Select the image, then click the corresponding icon to turn it vertically or horizontally.

Filters
The filters are briefly described in the following table, but the best way to comprehend them is to use
them. Try around with the various filters and their settings.

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Transparency
To make a picture more transparent, change the percentage value in the Transparency box on the
Picture toolbar. When making a watermark or enclosing the image in the background.

Using The Formatting Toolbar And Picture Dialog

a. Cropping Images
You could want to crop (cut off) a portion of the image if you’re only interested in it for your
document. Right-click the image and choose Picture from the pop-up menu to begin cropping it.

b. Keep scale / Keep image size

When the Keep scale option is used (the default), cropping an image does not alter its scale.
When the option to Keep Picture Size is used, cropping results in either an increase in image size (for
positive cropping values), a decrease in image size (for negative cropping values), or an image
distortion.

c. Width and Height

As you input values in the Left, Right, Top, and Bottom fields under Scale or Image size, the Width
and Height fields change. To find the precise amount to crop by, use the thumbnail next to these
fields.
d. Resizing an Image
If the inserted image is too big or too small, it might not fit into the paper completely. You can resize
the image in Writer.

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e. Rotating a Picture
With the aid of the rotation option in digital documentation, you can rotate the image.

f. Creating Drawing Objects

Display the Drawing toolbar by selecting View > Toolbars > Drawing to start utilising the drawing
tools.

CREATE AND USE TEMPLATE

A template is a sample that you can follow while writing new documents. Documents that have
previously been designed are called templates. Simply substitute your own text for the sample text.

Creating a Template
You can create your own templates in two ways:
 from a document,
 and using a wizard.

Creating A Template From A Document

Step 1 : Open a new or existing document of the type you want to make into a template (text
document, spreadsheet, drawing, presentation).
Step 2 : Add the content and styles that you want.
Step 3 : From the main menu, choose
File > Templates > Save.

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Creating A Template Using A Wizard
Step 1 : Choose File > Wizards >[type of template required]
Step 2 : Follow the instructions on the pages of the wizard like the date, subject line , salutation, and
complimentary close
Step 3 : In the last section of the wizard, you can specify the name and location for saving the
template.
Step 4 : Finally, you have the option of creating a new document from your template immediately, or
manually changing the template.

CREATE AND CUSTOMIZE TABLE OF CONTENTS

A table of contents (TOC) is a list of the main sections or chapters in a document, a table of contents
gives readers a quick summary of the document’s content and a mechanism to quickly search for a
specific piece of information within it. The table of contents typically includes section or chapter
titles and the corresponding page numbers.

Advantages of Table of Content

 Provides quick navigation
 Efficient organization
 Improved comprehension
 Professional appearance
 Accessibility for readers with disabilities

What is the purpose of Table of Content

1. It provides users with a summary of the contents and structure of the document.
2. It enables users to jump right to a certain area of a document.
How to Insert Table of Content in Digital Documentation
To insert table of Content in Digital Document follow the following link –

Insert > Indexes and Tables > Indexes and Tables.

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Basic Setting in Table of Content
Adding A Title
Put a title in the Title area if you want one for the table of contents. (If Writer automatically entered a
title in this field, you may edit it by typing over the value.) Clear the Title field to remove the title.

Protecting Against Manual Changes

Select the Protected against manual changes checkbox to prevent accidental changes to the table of
contents.
 If this box is checked, the context menu or the Insert Table/Index window are the only
ways to modify the table of contents.
 If this box is unchecked, The table of contents can be modified immediately on the
document page, just like regular text..

Changing The Number Of Levels

When creating the table of contents, Writer by default considers 10 levels of headings. Enter the
required number in the “Evaluate up to level” spin box to adjust the number of levels examined.
Assigning Custom Styles
All paragraphs created using the default heading styles are automatically assigned to the table of
contents by Writer (Heading 1, Heading 2, and so on).

Using The Entries Tab

Entries table help to customize the formatting of the TOC entries. This tab allows you to specify how
the headings and subheadings in the document should appear in the TOC, including the font, style,
indentation, and page number formatting.

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  E# – The chapter number is indicated by the E# button.
 E – The entered text is represented by the E button.
 T – A tab stop is represented by the T button.
 # – The page number is indicated by the # button.
 LS – The beginning of a hyperlink is indicated by the LS button. (This button is absent
from the Structure line by default.)
 LE – A hyperlink’s conclusion is indicated by the LE button. (This button is absent
from the Structure line by default.)
Deleting Elements
Click the button next to the element you want to remove from the Structure line, and then press the
Delete key on your computer. For instance, click the T button and then press the Delete key to
remove a tab stop.

Using The Background Tab

To add colour or a graphic to the table backdrop, use the Background tab.

Saving The Table Of Contents

Click OK to save the table of contents and have it display in your document. The table of contents is
displayed in your document once the Insert Index/Table window closes.

IMPLEMENT MAIL MERGE

Using a mail merge, you can personalise a letter you’ve already written and send it to a large group of
recipients, giving the impression that you wrote it specifically for them. A mail merge can also be a
rapid technique to create labels or envelopes with the addresses for various persons on each label or
envelope using a list of people’s mailing addresses.
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Anyone or any business that interacts frequently with customers, partners, parents, or other
individuals must use the mail merge.

How to create Mail Merge in Digital Documentation

Step 1: Select starting document
Step 2: Select document type
Step 3: Insert address block or Selecting the data source
Step 4: Create salutation
Step 5: Adjust layout
Step 6: Edit document and insert extra fields
Step 7: Personalize documents
Step 8: Save, print or send

What is Data Source

During the mail merge process, data from another document referred to as the data source, Data
Source connects to the main document and retrieves the information like names, addresses, and phone
numbers can be found in a document, spreadsheet, or database that serves as the data source.

What are the different type of Data Source available in Mail Merge
OpenOffice.org allows data sources to be accessed and then linked into OOo documents. For
example, a mail merge links an external document containing a list of names and addresses into a
letter, with one copy of the letter being generated for each entry.

Different type of File which support to insert data in Mail merge are –
1. Spreadsheet
2. Text File
3. Access or Base Database
4. Address Book

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 ELECTRONIC SPREADSHEET (ADVANCED)
REVISION NOTES

ANALYZE DATA USING SCENARIOS AND GOAL SEEK

Data Consolidation
In OpenOffice, data consolidation refers to the combining of data from various sources or sheets into
a single area for easy analysis and manipulation. It helps when working with data that is spread across
multiple files or sheets and enhances productivity, accuracy, and decision-making abilities.

Advantages of using Consolidation Data –

 Saves time by combining information from various sources into one document.
 reduces the possibility of errors that could happen when manually copying data, which
increases accuracy.
 allows you to examine and interact with the combined data in one place, which
improves efficiency.
 improves decision-making by giving a thorough perspective of the data.
 Having all the data in one location makes it simpler to share it with other people.

Consolidation Data Window

To use the Consolidate tool in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.
2. Select the cell where you want the consolidated data to appear.
3. Click on Data > Consolidate from the menu bar.
4. In the Consolidate dialog box, select the range of cells or sheets you want to
consolidate.
5. Choose the function you want to use to consolidate the data (such as sum or average).
6. Specify any additional settings, such as whether to include labels or empty cells.
7. Click OK to consolidate the data.

Creating Subtotal in Electronic Spreadsheet

Subtotal in OpenOffice electronic spreadsheet refers to a function that calculates the subtotal of a
range of values within a list or table. This function can be used to summarize data by category or
group, allowing you to quickly see the total for each group.

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Advantages of using Subtotal in OpenOffice electronic spreadsheet:
 Easy data analysis by grouping and summarizing data based on criteria.
 Improved accuracy by automating subtotal calculations and reducing errors.
 Increased efficiency by saving time and effort.
 Enhanced organization by grouping data into categories and subcategories.
 Customizable grouping and calculation criteria for flexibility in data analysis.

SubTotal Window
To use the Subtotal function in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.
2. Select the range of data you want to subtotal.
3. Click on Data > Subtotals from the menu bar.
4. In the Subtotals dialog box, select the column you want to group by and the function
you want to use (such as sum or count).
5. Click OK to apply the subtotals.

Using “What-if” Scenarios in Electronic Spreadsheet

Scenarios in OpenOffice electronic spreadsheet refer to a feature that allows you to create and
compare different sets of data to explore different outcomes or possibilities. Scenarios are useful
when you want to explore how changes in data will affect your calculations, such as in financial
modeling or forecasting.

What is use of What-if in scenario

“what-if” analysis in scenarios, you can test different possibilities and explore the potential impact of
changes to your data, helping you make more informed decisions.
Advantages of using Scenarios in OpenOffice electronic spreadsheet:
 Allows you to explore different outcomes or possibilities based on changes to your
data.
 Helps you to better understand your data and make more informed decisions.
 Particularly useful in financial modeling, forecasting, and other areas where you need
to explore the impact of different variables on your data.
 Provides a way to compare and contrast different sets of data and their potential
impact.
 Can save time by allowing you to easily create and test different scenarios.

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To use Scenarios in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.
2. Enter the original data that you want to use as the basis for your scenarios.
3. Click on Tools > Scenarios from the menu bar.
4. In the Scenarios dialog box, click on Add to create a new scenario.
5. Give your scenario a name and select the cells you want to vary in your scenario.
6. Enter the new values for each cell in your scenario.
7. Click OK to save your scenario.
8. Repeat steps 4-7 to create additional scenarios.
9. To compare scenarios, click on Tools > Scenarios and select the scenarios you want to
compare.

Goal Seek in Electronic Spreadsheet

Goal Seek in electronic spreadsheet refers to a feature that allows you to find the input value needed
to achieve a specific output value. This can be useful when you know the desired result of a
calculation, but you are not sure what input value is needed to achieve that result.
For example, you might use Goal Seek to determine what interest rate is needed to pay off a loan in a
specific amount of time, or what sales volume is needed to achieve a certain profit margin.

To use Goal Seek in an electronic spreadsheet, follow these steps:

1. Enter the formula that you want to use in the cell where you want the output value to
appear.
2. Enter an initial value for the input cell that you want to change.
3. Click on Tools > Goal Seek from the menu bar.

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 4. In the Goal Seek dialog box, enter the output value you want to achieve and select the
cell containing the input value you want to change.
5. Click OK to run the Goal Seek analysis.
6. The Goal Seek feature will calculate the value needed to achieve the desired output
and update the input cell with the new value.

Solver in Electronic Spreadsheet

The Solver is a more advanced version of Goal Seek. While Goal Seek is designed to find a single
variable solution, Solver can handle equations with multiple unknown variables. It is used to find the
best possible outcome that meets a set of defined conditions, such as minimizing or maximizing a
particular result based on a set of rules or constraints that you define.

Solver example
Consider investing $10,000 over the course of a year in two mutual funds. Fund X is a lower risk
fund with an interest rate of 8%, whereas Fund Y has a greater risk interest rate of 12%. How much
should be put into each fund in order to generate a total interest of $1,000?

Difference between goal seek and solver

Goal Seek Solver

Find a single variable solution to Find an optimal solution to a problem

Purpose
a problem with multiple variables

Input
One input variable Multiple input variables
variables

Finds the value of the input Finds the best combination of input
Output variable that produces a specific variable values that meet a set of
output conditions or constraints

Problem Simple problems with one Complex problems with multiple

complexity unknown variable unknown variables and constraints

Algorithm Iterative method Optimization algorithm

Minimize, maximize, or target a specific

Optimization None
value

Constraints None Multiple constraints can be added

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LINK DATA AND SPREADSHEETS
You may also link cells from several worksheets and spreadsheets to summarise data from numerous
sources using spreadsheets. This allows you to build formulas that combine data from several sources
and perform computations using both linked and local data.

Inserting New Sheet

When you open a new spreadsheet, it usually contains three sheet named Sheet1, Sheet2 and Sheet3.
If you want to insert a new sheet into the spreadsheet, there are different methods you can use.
Steps for Creating New Sheet –
1. Choose Insert > Sheet from the menu bar,
2. Insert the sheet by right-clicking on the tab,
3. Click in the empty area at the end of the sheet tabs.

Renaming Sheets
 Step 1 : Double-click on the name of a current worksheet.
 Step 2 : Use the context menu that appears when you right-click on the name of an
existing worksheet to select Rename.
 Step 3 : Click on the worksheet tab to choose the worksheet you want to rename, and
then choose the Sheet option from the Format menu. The Rename option should be
chosen from the submenu that is displayed when you do this.

Cell Reference
Cell referencing in a spreadsheet is the process of referring to a specific cell or range of cells within a
worksheet by using a unique identifier. This unique identifier is called a cell reference and it is made
up of a combination of a column letter and a row number that identifies the location of a particular
cell.
There are two ways to reference cells in other sheets –
1. Creating The Reference With The Mouse
2. Creating The Reference With The Keyboard.

Creating The Reference With The Mouse

Both spreadsheets must be open in order to construct the reference with the mouse. Choose the cell
where the formula will be entered.

Creating The Reference With The Keyboard

Referencing It’s easy to enter a cell reference using the keyboard in a formula. The reference consists
of three parts:
 Path and file name
 Sheet name
 Cell
Example – =’file:///Path &File Name’#$SheetName.CellName.

Working with Hyperlinks

In Calc, you can utilise hyperlinks to navigate between spreadsheet cells and to other areas of the
same or different files, websites, or even other spreadsheets.
Hyperlinks can be stored within your file as either relative or absolute.

Relative And Absolute Hyperlinks

Relative and absolute hyperlinks are used in spreadsheet applications, such as OpenOffice Calc, to
create links between cells or other resources within the same spreadsheet or to external files and web
pages.

a. Relative Hyperlinks – Relative hyperlinks are links that are specified in relation to the current
cell’s location. They typically use a path that is relative to the current file’s location. For example, if
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you are currently on cell A1 and you want to link to cell B1 in the same sheet, you can use the
relative hyperlink “B1”.

b. Absolute Hyperlinks – Absolute hyperlinks, on the other hand, specify the full path or URL of the
resource being linked to. For example, to link to a web page located at
“https://cbseskilleducation.com/information-technology-class-10-notes/”, you can use the absolute
hyperlink “https://cbseskilleducation.com/information-technology-class-10-notes/”.

Linking to External Data

To insert external data, such as tables from HTML documents or named ranges from other
spreadsheets, into OpenOffice Calc, you can use the External Data dialog or the Navigator.
1. Using the External Data dialog: Go to “Data” > “External Data”, select the source of
the data, and choose the specific data to insert. You can link to the external data or
copy it into your spreadsheet.
2. Using the Navigator: Click on the “Navigator” icon or press F5, expand the “Data
Sources” section, select the source of the data, and drag and drop the table or named
range into your spreadsheet.

SHARING WORKSHEET DATA

Spreadsheet software gives users the option to share and store workbooks in a network location so
that numerous users can view the same workbook at once. This function helps users collaborate more
effectively by increasing the efficiency of data entering.

Setting up a Spreadsheet for Sharing

You can create a spreadsheet at any moment and share it with others. Open the spreadsheet document
and select Tools > Share Document to enable the document’s collaborative features. You can choose
whether to activate or disable sharing from a dialogue that appears.

Record Changes

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You may track changes made to a spreadsheet by yourself or other users using the “Record Changes”
option in OpenOffice Calc. When working on a spreadsheet with others, reviewing and editing data,
and keeping track of multiple people’s edits, this capability comes in handy.
Any changes you make to the spreadsheet are noted in the document and recorded when the “Record
Changes” option is turned on in OpenOffice Calc.
Turned on Record Changes featue ON
 Open the Spreadsheet
 Click on Edit > Changes > Record
 Now, You can start Editing the worksheet

Viewing Changes
Calc gives the control over the spread sheet to view the changes you or other have done in
Worksheet. To change the available filters, select Edit > Changes > Show. The following dialog
opens.

In OpenOffice Calc, you can view changes made to a spreadsheet using the “Record Changes”
feature.
 Date filter: Shows only the changes made within a specified time range.
 Author filter: Displays changes made by a specific person, which is useful when
multiple reviewers are working on the worksheet.
 Range filter: Shows only changes made within a specific range of cells, helpful for
large spreadsheets.
 Comment filter: Displays changes that have comments matching the search criteria.
 Show accepted changes: Displays only the changes that you have accepted.
 Show rejected changes: Displays only the changes that you have rejected.

Accepting or Rejecting Changes

You have the choice to accept or reject the changes once you’ve done editing the document. When
changes are accepted, they are made permanent parts of the document; when changes are rejected, the
document returns to the way it was before the changes were made.
1. Go to the “Edit” menu and select “Changes” followed by “Accept or Reject.”
2. In the Accept or Reject Changes dialog box, you can either accept or reject changes
one-by-one or all at once.

Merging Worksheets

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Merging worksheets in OpenOffice Calc is a feature that allows you to combine two or more
worksheets into a single worksheet. This is useful when you have data spread across multiple
worksheets that you want to consolidate into a single worksheet for analysis or reporting purposes.
 Open the Worksheet
 Select Edit > Changes > Merge Document
 Select the file from selection dialog box
 Use Accept or Reject changes

Comparing Document
You can compare two or more spreadsheets in OpenOffice Calc using a feature called “Document
Comparison” to find discrepancies between them. This can be helpful when you want to evaluate
edits made to a spreadsheet by another person or when you want to compare two spreadsheet versions
for inconsistencies or errors.
 Open worksheet
 Select Edit > Compare Document
 Select the original worksheet
 Now, You can find the changes

CREATE AND USE MICROS IN SPREADSHEET

Using Micors
A macro in OpenOffice is a set of commands or keystrokes that are stored for later usage. Macro
might be simple, like inputting an address automatically, or sophisticated, like automating a sequence
of calculations. Because the OpenOffice macro language is so flexible, users can automate a variety
of processes. When repetitive actions need to be carried out repeatedly in the same manner, macros
are especially helpful.

Advantages of Micro
 The repetitive and routine processes are automated by macros.
 Macros save your time

Creating Macro in Spreadsheet

 Open Worksheet
 Click on Tools > Macros > Record Macro
 Click on Start/Stop recording

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 COMMUNICATION SKILLS II
REVISION NOTES

COMMUNICATION SKILLS
It is a process which involves sharing of information, opinion, ideas, and beliefs between two or more
persons through a continuous activity of speaking, listening and understanding.
The word ‘communication’ comes from the Latin word commūnicāre, meaning ‘to share’.

PARTS OF COMMUNICATION

Communication has three important parts:

1. Transmitting — The sender transmits the message through one medium or another.
2. Listening — The receiver listens or understands the message.
3. Feedback — The receiver conveys their understanding of the message to the sender in the form of
feedback to complete the communication cycle.

ELEMENTS OF A COMMUNICATION

The various elements of a communication cycle are:

 Sender: the person beginning the communication.
 Message: the information that the sender wants to convey.
 Channel: the means by which the information is sent.
 Receiver: the person to whom the message is sent.
 Feedback: the receiver’s acknowledgement and response to the message.

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METHODS OF COMMUNICATION

Method Description Pictorial Description

Face-to-face There is nothing better than face-to-face
communication.
It helps the message to be understood clearly
and quickly.
Also, since body language can be seen in
this case; it adds to the effectiveness of the
communication.

E-mail E-mail can be used to communicate quickly

with one or many individuals in various
locations.
It offers flexibility, convenience and low-
cost.

Notices/Posters It is effective when the same message has to

go out to a large group of people.
Generally used for where email
communication may not be effective.
For example, ‘Change in the lunch time for
factory worker,’ or ‘XYZ Clothing will
remain closed for customers on Sunday.’

Business Communication during business meetings at

Meetings an organisation are generally addressed to a
group of people.
It can be related to business, management
and organisational decisions.

Other There can be various other methods like

Methods social networks, message, phone call for
communication, newsletter, blog, etc.

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VERBAL COMMUNICATION

Verbal communication includes sounds, words, language, and speech. Speaking is one of the most
effective and commonly used way of communicating. It helps in expressing our emotions in words.

Types of Verbal Communication

Type of Verbal Description

Communication
Interpersonal This form of communication takes place between two individuals and is
Communication thus a one-on-one conversation. It can be formal or informal.
Examples
1. A manager discussing the performance with an employee.
2. Two friends discussing homework.
3. Two people talking to each other over phone or video call.
Written This form of communication involves writing words. It can be letters,
Communication circulars, reports, manuals, SMS, social media chats, etc. It can be between
two or more people.
Examples
1. A manager writing an appreciation e-mail to an employee.
2. Writing a letter to grandmother enquiring about health.
Small Group This type of communication takes place when there are more than two
Communication people involved. Each participant can interact and converse with the rest.
Examples
1. Press conferences
2. Board meetings
3. Team meetings
Public This type of communication takes place when one individual addresses a
Communication large gathering.
Examples
1. Election campaigns
2. Public speeches by dignitaries

Advantages of Verbal Communication

 It is an easy mode of communication in which you can exchange ideas by saying what you want
and get a quick response.
 Verbal communication also enables you to keep changing your interaction as per the other
person’s response.

Disadvantages of Verbal Communication

Since verbal communication depends on written or spoken words, sometimes the meanings can be
confusing and difficult to understand if the right words are not used.

NON-VERBAL COMMUNICATION

Non-verbal communication is the expression or exchange of information or messages without using

any spoken or written word.
In other words, we send signals and messages to others, through expressions, gestures, postures,
touch, space, eye contact and para language.

Importance of Non-verbal Communication

In our day-to-day communication
• 55% communication is done using body movements, face, arms, etc.
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• 38% communication is done using voice, tone, pauses, etc.
• only 7% communication is done using words.

Non-Verbal Communication Example

Gestures 1. Raising a hand to greet or say goodbye
2. Pointing your finger at someone
Expressions 1. Smiling when you are happy
2. Making a sad face when you are sad
Body Language Postures by which attitudes and feelings are
communicated. Standing straight, showing interest.

TYPES OF NON-VERBAL COMMUNICATION

Type What it means How to use effectively?

Facial Our expressions can show different • Smile when you meet someone.
Expressions feelings, such as Happiness, Sadness, • Keep your face relaxed.
Anger, Surprise, Fear, etc. • Match your expressions with your
words.
• Nod while listening.
Posture Postures show our confidence and • Keep your shoulders straight and
feelings. For example, a straight body body relaxed.
posture shows confidence while a • Sit straight while resting your hands
slumped posture is a sign of weakness. and feet in relaxed position.
• While standing, keep your hands by
your sides.
Gestures or Gestures include body movements that • Keep your hands open.
Body Language express an idea or meaning. For • Avoid pointing your finger at people.
example, raising a hand in class to ask • Tilt your head a bit to show that you
a question and biting nails when are attentive.
nervous.
Touch We communicate a great deal through • Shake hands firmly while meeting
touch. For example, a firm handshake someone.
to display confidence and pat on the • Avoid other touch gestures during
back to encourage someone. formal communication.
Space Space is the physical distance between • Maintain proper space depending on
two people. The space between tow the relationship, which could be
persons while communicating, formal or informal or the closeness
generally depends on the intimacy or with the person with whom you are
closeness between them. talking.
Eye Contact The way we look at someone can • Look directly at the person who is
communicate a lot. Eye contact shows speaking.
that we are paying attention to the • Avoid staring; keep a relaxed look.
person as opposed to looking away, • Maintain eye contact with
which can make the other person feel intermittent breaks.
ignored.
Paralanguage How we speak affects our • Use a suitable tone and volume
communication and includes the tone, • Maintain a moderate speed while
speed and volume of our voice. For talking
example, talking fast may show
happiness, excitement or nervousness
while speaking slow may show
seriousness or sadness.

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VISUAL COMMUNICATION

Visual communication proves to be effective since it involves interchanging messages only through
images or pictures and therefore, you do not need to know any particular language for understanding
it. It is simple and remains consistent across different places.

Examples of Visual Communication

COMMUNICATION CYCLE AND IMPORTANCE OF FEEDBACK

Feedback is an important part of the communication cycle. For effective communication, it is

important that the sender receives an acknowledgement from the receiver about getting the message
across.

While a sender sends information, the receiver provides feedback on the received message.
Translated to the work environment, when you observe someone perform their work and then,
communicate with them to help improve their performances, you are giving feedback.

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TYPES OF FEEDBACK

Type of Feedback Examples

Positive Feedback • I noticed you finished the work perfectly. Great job!
• I really appreciate you taking that call. Can you please also share the details?
Negative Feedback • You keep forgetting to smile at the hotel guests when you talk to them.
• You take really long to reply to e-mails! Are you always so busy?
No Feedback • It is also a feedback in itself which indicates disagreement of ideas.

A good feedback is one that is:

• Specific: Avoid general comments. Try to include examples to clarify your statement. Offering
alternatives rather than just giving advice allows the receiver to decide what to do with your
feedback.
• Timely: Being prompt is the key, since feedback loses its impact if delayed for too long.
• Polite: While it is important to share feedback, the recipient should not feel offended by the
language of the feedback.
• Offering continuing support: Feedback sharing should be a continuous process. After offering
feedback, let recipients know you are available for support.

IMPORTANCE OF FEEDBACK

Feedback is the final component and one of the most important factors in the process of
communication since it is defined as the response given by the receiver to the sender. Let us look at
certain reasons why feedback is important.
• It validates effective listening: The person providing the feedback knows they have been
understood (or received) and that their feedback provides some value.
• It motivates: Feedback can motivate people to build better work relationships and continue the
good work that is being appreciated.
• It is always there: Every time you speak to a person, we communicate feedback so it is
impossible not to provide one.
• It boosts learning: Feedback is important to remain focussed on goals, plan better and develop
improved products and services.
• It improves performance: Feedback can help to form better decisions to improve and increase
performance.

7Cs of Effective Communication

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BARRIERS TO EFFECTIVE COMMUNICATION
Some common barriers to effective communication include:
Physical Barriers:
Physical barrier is the environmental and natural condition that act as a barrier in communication in
sending message from sender to receiver. Not being able to see gestures, posture and general body
language can make communication less effective.
For example, text messages are often less effective than face-to-face communication.

Linguistic Barriers
The inability to communicate using a language is known as language barrier to communication.
Language barriers are the most common communication barriers, which cause misunderstandings and
misinterpretations between people.
For example, slang, professional jargon and regional colloquialisms can make communication
difficult.

Interpersonal Barriers
Barriers to interpersonal communication occur when the sender’s message is received differently
from how it was intended. It is also very difficult to communicate with someone who is not willing to
talk or express their feelings and views.
Stage fear, lack of will to communicate, personal differences can create interpersonal barriers to
communication.

Organisational Barriers
Organisations are designed on the basis of formal hierarchical structures that follow performance
standards, rules and regulations, procedures, policies, behavioural norms, etc. All these affect the free
flow of communication in organisations and therefore, need to be suitably managed.
For example, Superior-subordinate relationships in a formal organisational structure can be a barrier
to free flow of communication.

Cultural Barriers
Cultural barriers is when people of different cultures are unable to understand each other’s customs,
resulting in inconveniences and difficulties. People sometimes make stereotypical assumptions about
others based on their cultural background, this leads to difference in opinions and can be a major
barrier to effective communication.

Ways to Overcome Barriers to Effective Communication

• Use simple language
• Do not form assumptions on culture, religion or geography

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• Try to communicate in person as much as possible
• Use visuals
• Take help of a translator to overcome differences in language
• Be respectful of other’s opinions

WRITING SKILLS — PARTS OF SPEECH

Writing skills are part of verbal communication and include e-mails, letters, notes, articles, SMS/chat,
blogs, etc.
In all these forms of written communication, we use sentences to express ourselves. Sentences are
important because they help to clearly present the message.
A sentence always begins with a capital letter, and it always ends with a question mark, full stop or
exclamation mark.

CAPITALISATION
We know that all sentences begin with capital letters. However, there are certain other points in a
sentence where we should use capital letters. ‘TINS’is a set of simple rules that help you capitalise
words correctly. Each letter in the word TINS refers to one capitalisation rule as shown in below
Table

PUNCTUATION
Certain set of marks, such as full stop, comma, question mark, exclamation mark and apostrophe are
used in communication to separate parts of a sentence for better clarity of message. Some common
punctuation marks and their rules are shown here in Table

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BASIC PARTS OF SPEECH
The part of speech indicates how a particular word functions in meaning as well as grammatically
within the sentence. Some examples are nouns, pronouns, adjectives, verbs and adverbs as shown in
Figure

Supporting Parts of Speech Types

WRITING SKILLS — SENTENCES

Parts of a Sentence
We all know that almost all English sentences have a subject and a verb while some also have an
object.
Subject: Person or thing that performs an action.
Verb: Describes the action.
Object: Person or thing that receives the action.

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Examples:

Types of Objects
In a sentence, there can be two types of objects — Direct
and Indirect.
The objects provided in the above examples are called direct objects since they are directly ‘acted on’
by the verb.
On the other hand, an indirect object answers questions, such as ‘to/ for who.’

TYPES OF SENTENCES
Active and Passive Sentences
1. Radha is reading a book.
2. A book is being read by Radha.
The action (verb) in both sentences is reading a book. But the ‘subject’ of both sentences is different.
In the first sentence, the subject (Radha) does the action. In the second sentence, the subject (a book)
receives the action.
Sentences where the subject does an action are known to be in the Active voice, whereas sentences in
which the subject receives an action are known to be in the Passive voice.

Examples

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 SELF MANAGEMENT SKILLS II
REVISION NOTES

SELF MANAGEMENT SKILLS

Self Management Skills are those skills that help a person to control his thoughts, wants, feelings and
actions. It allows you to maximize your productivity and performance in various fields of your career.
When we talk about employability, Self-management skills help you to manage a good career path. It
helps you to overcome in many bad situations. Here in this article, we will discuss Stress and Stress
Management Techniques and also we will discuss how to work independently.

Following are some of the skills you must master to succeed in life:
 Self-awareness: Ask for honest feedback. Gather insights on your personality and work-specific
proficiencies. Think about your daily interactions and how you handled situations well or could
have handled them differently.
 Responsibility: Taking responsibility for your tasks is very important. Taking ownership is the
step towards self-development. For example, if you have been assigned a task by a teacher; ensure
you take complete ownership. Even if you are unable to complete the task on time, you must
report it and then correct it.
 Time Management: Prioritise the things you have to do. Remove waste and redundancy from
work. Make a time table and follow it diligently.
 Adaptability: Stay current with best practices and read up on new information always. Prepare
yourself for new changes, so that you can transition seamlessly.

What is Stress?
Stress can be defined as our emotional, mental, physical and social reaction to any perceived demands
or threats. These demands or threats are called stressors. Stressors are the reason for stress.
For example,
• you are too close to the exams but feel unprepared.
• you are experiencing a loss of someone close in the family.
• you are worried about what people would think of you if you don’t dress well or cannot speak
confidently.

Stress Management
Managing stress is about making a plan to be able to cope effectively with daily pressures. The
ultimate goal is to strike a balance between life, work, relationships, relaxation, and fun. By doing
this, you are able to deal with daily stress triggers and meet these challenges head-on.

Always keep in mind the ABC of stress management

A: Adversity or the stressful event
B: Beliefs or the way you respond to the event
C: Consequences or actions and outcomes of the event

Ability to Work Independently

If you can become a calm and relaxed person, you will have the ability to work independently, which
means.
1. becoming self-aware, self-monitoring, and self-correcting.
2. knowing what you need to do.
3. taking the initiative rather than being told what to do.
4. recognising your mistakes and not blaming others.
5. having the ability and the will to learn continuously.

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Management Techniques
Here are a few simple stress management techniques.
 Time management: Proper time management is one of the most effective stress-relieving
techniques.
 Physical exercise and fresh air: A healthy lifestyle is essential for students. Stress is generally
lower in people who maintain a healthy routine. Doing yoga, meditation and deep breathing
exercises help in proper blood circulation and relaxes the body. Even taking a walk or playing in
the park will help you get a lot of fresh oxygen, which will help you become more active.
 Healthy diet: Having a healthy diet will also help you reduce stress. Eating a balanced diet, such
as Dal, Roti, vegetables and fruits will give you the strength to do your daily work efficiently.
 Positivity: Focussing on negative aspects of life will add more stress. Instead, learn to look at the
good things and stay positive. For example, instead of feeling upset over a scoring less in a test, try
to maintain a positive attitude and look at ways to improve the next time.
 Sleep: We should get a good night’s sleep for at least 7 hours so that your brain and body gets
recharged to function better the next day.
 Holidays with family and friends: Going to a relative’s place, such as your grandparents’ house
or a new place during your summer vacations can help you break from the normal routine and
come back afresh.

Emotional Intelligence
Emotional intelligence is the ability to identify and manage one’s own emotions, as well as the
emotions of others.
 Emotional awareness : the ability to identify and name one’s own emotions.
 Harnessing emotions : the ability to harness and apply emotions to tasks like thinking and
problem solving.
 Managing emotions : the ability to regulate one’s own emotions when necessary and help others
to do the same.

Some steps to manage emotional intelligence are as given below.

 Understand your emotions: Observe your behaviour and note the things you need to work on.
You can then work on the things you need to improve.
 Rationalise: Do not take decisions abruptly; be rational in your thinking.
 Practice: Do meditation and yoga to keep yourself calm.

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Techniques for Identifying your Strengths and Weaknesses
Finding Strengths (or abilities)
 Think of anything that you are always successful at.
 Think about what others like in you.
 Take out time and think about what you do well.

Finding Weaknesses
 Point out the areas where you struggle and the things you find difficult to do.
 Look at the feedback others usually give you.
 Be open to feedback and accept your weaknesses without feeling low about it. Take it as an
area of improvement.

Difference between Interests and Abilities (Strengths)

Interests
1. Things that you like to do in your free time that make you happy. An acquired or natural
capacity
2. Things you are curious about or would do even if no one asked you to do it.
3. Things you want to learn or would like to do in the future

Ability
1. An acquired or natural capacity
2. Enable you to perform a particular job or task with considerable proficiency.

Self-motivation
Self-motivation is simply the force within you that drives you to do things. Self-motivation is what
pushes us to achieve our goals, feel happy and improve our quality of life. In other words, it is our
ability to do the things that need to be done without someone or something influencing us.

Types of Motivation

Internal Motivation – We do things because they make us happy, healthy and feel good. For
example, when you perform on your annual day function and you learn something new, such as
dancing, singing, etc., you feel good.

External Motivation – We do things because they give us respect, recognition and appreciation. For
example, Suresh participated in a 100m race and won a prize. This motivated him to go for practice
every morning.

Qualities of Self-motivated People

1. Know what they want from life
2. Are focussed
3. Know what is important
4. Are dedicated to fulfill their dreams

Building Self-motivation
 Find out your strengths
 Set and focus on your goals

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  Develop a plan
 to achieve your goals
 Stay loyal to your goals

Goals: They are a set of dreams with a deadline to get them, for example, saving pocket money to
buy a favourite mobile phone by a particular date.

Goal setting: It is all about finding and listing your goals and then planning on how to achieve them.

How to Set Goals?

We can use SMART method to set goals. SMART stands for:
Specific, Measurable, Achievable, Realistic and Time Bound

• Specific : A specific and clear goal answers six questions. Who is involved in the goal? What do I
want to do? Where do I start? When do I start and finish? Which means do I use? Why am I doing
this?
Not a specific goal: “I would learn to speak English.”
Specific goal: “I would learn to speak English fluently by joining coaching classes after my
school everyday, and in six months I will take part in the inter-school debate competition.”

Measureable : A measureable goal answers the questions “How much?”, “How many?” and “How
do I know that I have achieved results?”
Not measurable goal: “I want to be rich.”
Measurable goal: “I want to have 5 times more money than what I have today in my hand at the end
of this year.”

Achievable : Breaking down big goals into smaller parts will make the goal achievable. Bigger Goal:
“I want to become a teacher in my school.”

Realistic : A realistic goal would be something that we want to achieve and can work towards.
Example of unrealistic goal: “I will read my entire year’s syllabus in one day and get good marks.”
Realistic goal: “I spend 3 hours every day of the year after school to revise my subjects to get good
marks in the exams.”

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• Time bound : A SMART goal should have a timeframe by when the goal needs to be achieved.
This encourages us to take actions to completely fulfill the goals.

Not a time bound goal: “I want to lose 10 kg someday.”

Time bound goal: “I want to lose 10kg in the next 6 months.”

TIME MANAGEMENT AND ITS IMPORTANCE

Time management is the thinking skill that helps you to
• complete tasks on time.
• make a daily timetable.
• make a good guess at how long it will take you to do something.
• submit homework and assignments on time.
• not waste time during the day.

Four Steps for Effective Time Management Organise

1.Organise: We plan our day to- day activities.
2.Pritortis: We make a to-do list that has all our activities and we rank them in the order of
importance.
3. Control: We have a control over our activities and time.
4. Track: We identify and note where we have spent our time.

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 ICT SKILLS II
REVISION NOTES

ICT skills help us to communicate, run our business and stay connected with our family and friends.
Hence, every person needs to acquire ICT skills and build them to stay updated with the latest
software and applications (apps).

COMPUTER HARDWARE AND SOFTWARE

A computer system consists of two main parts—

Hardware- The physical parts that we can see and touch are called hardware. It is the machinery of a
computer. These are the keyboard, monitor, CPU, etc.
Software: The part which cannot be seen but it makes hardware to work. Example: Windows, MS
office etc.

OPERATING SYSTEM
An operating interface between user and computer which directs the processing of programmes and
controls the operation of computer.
Some of the functions of Operating system are:
 It supervises all the hardware on a computer and monitors each device’s status, including
whether it’s in use or not.
 It also checks whether the device is functioning properly or not.
 It also controls software resources of the computer.
 It controls how much memory is used by the computer, keeping track of which memory is free
and which memory is being used by which software.
 It controls how a computer system’s files and directories are organized.
 It keeps track of the amount of disk space used by a specific file.
 It allows you to create, copy, move and delete files.

Types of Operating Systems

The different types of operating systems are as follows:
Single-user , single-task operating system – This kind of operating system only permits one person
to use the computer at a time for one job.
Single-user, multi-task operating system – This kind of operating system is used on desktop and
laptop computers, which allow one user to run multiple programmes simultaneously. Examples of
single-user multitask operating systems are Windows and Apple MacOS.
Multi-user – A multi-user operating system enables multiple users to work on the same computer at
different times or simultaneously.
Real Time – A computing environment that responds to input within a specific period of time. is
known as a real-time operating system. It controls the computer’s resources so that each operation is
completed in exactly the same amount of time each time. Real-time operating systems include Lynx
OS and Windows CE.
Distributed – A distributed operating system runs on a set of computers that are interconnected by a
network. It combines the different computers in the network into a single integrated computer and
storage location. Windows, UNIX, and LINUX are examples of distributed operating systems.
Interactive (GUI-based) – An operating system that is user-friendly has a graphical user interface
where commands can be entered by clicking, double-clicking, or right-clicking the mouse. Windows
is the example of Interactive Operating System.

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MENU, ICONS, AND TASK BAR ON THE DESKTOP
The components of Windows are as follows –
Taskbar – The long horizontal bar at the bottom of the screen is called the taskbar. The Start button
is located to the left of the Taskbar, and Date/Time is located to the right. On the Taskbar, you can
also see icons for open programmes and a few shortcuts.
Start button – It is located on the left of the taskbar. Clicking the Start button opens the Start menu
and provides access to programs and features.
Recycle Bin – The user’s deleted files and folders are kept in the Recycle Bin. You can restore
accidentally deleted files or folders from the recycle bin.

CREATING AND MANAGING FILES AND FOLDERS

Files – Every single thing you keep on your computer is kept as a file. A file system is a method for
naming, storing, and retrieving files.

Creating File
1. Right-click anywhere in the blank area of the right-column.
2. In the Shortcut menu, click New and select the type of the file you want to create.

Renaming folders and files

1. Right-click the file or the folder.
2. From the shortcut menu, select Rename option.
3. Type the new name or edit the existing name and press the Enter key.
4. Or Just select the file/folder and press Function key F2.
5. Right-click anywhere in the blank area of the right-column.
6. In the Shortcut menu, click New and select the type of the file you want to create.

Folder – Folders and directories are groups which contain single of multiple files. There may be
related files and/or subfolders in each directory and folder. One or more files and other sub-folders
may be located inside a sub-folder. This makes files easily accessible.

Creating Folder
1. Double-click the Computer icon.
2. Select the drive in which you want to create a new folder. Say, Local Disk D:.
3. Window will open up showing files and folders in Local Disc D:
4. Click New Folder on the toolbar
5. A new folder is created with name New Folder highlighted.
6. Type a name for the folderCreating a file
Renaming folders and files
1. Right-click the file or the folder.
2. From the shortcut menu, select Rename option.
3. Type the new name or edit the existing name and press the Enter key.
4. Or Just select the file/folder and press Function key F2.
Deleting files or folders
1. Click the file or the folder.
2. Press the Delete key.
3. Or Right-click and select Delete option from the Shortcut menu.

BASIC SHORTCUTS
CTRL+ z — undo
CTRL+ y — redo
CTRL+ a — select all
CTRL+ x — cut
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CTRL+ c — copy
CTRL+ v — paste
CTRL+ p — print
CTRL+ s — save.

APPLY BASIC SKILLS FOR CARE AND MAINTENANCE OF COMPUTER

Computer systems require maintenance in order to function properly. System failure may result from
poor maintenance. You may be able to keep it in good working order by giving it routine care and
maintenance. Installing updates, security, creating backups, and scanning are all part of routine
system maintenance.
To keep the computer system’s maintained you should follow the following activity –
1. Keep the computer dust free.
2. Do not eat or drink while working on the computer. Food or drink may spill on the
system.
3. To keep the keyboard clean, make sure your hands are clean before using it.
4. CDs and DVDs should be handled carefully so that it does not get any scratches.
5. Keep keyboard covered when not in use.

CLEANING THE COMPUTER COMPONENTS

Computer components needs proper care to last longer. Preventive maintenance increases the life of
the components.
General precautions to be taken while cleaning the computer components are:
 Always Power Off the computer system before cleaning.
 Never spray cleaning fluid directly on the component of the computer. First spray the
liquid on the cloth and then wipe the component.
 Do not allow the cleaning liquid to drip near the circuit board.
 Preferably use anti-static wrist band which helps to prevent building up of static
electricity near electronic device.
Computer monitor
To clean the computer monitor, you can use a soft lint-free cloth, like cotton and water or special
cleaning liquid. You should not spray water or cleaning liquid directly on the computer monitor as it
may run through the seams.
Keyboard
The keyboard might be harmed by dirt and dust. If dirt gets inside the keyboard’s keys, the keys could
not work properly. Every now and then, move the keyboard while holding it upside-down to clean it.
Optical Mouse
With a clean, lint-free cloth, you can clean the optical mouse’s bottom. Air or a cotton swab can be
used to clean the lens region.
Digital camera
Never touch the camera’s lens. You can use a soft lens brush or a soft, dry cloth to remove the dust.
You can use a special lens cleaning solution to remove tenacious dust, but first you should apply it to
a tissue before wiping the lens. Never spray fluid over the lens directly.
CDs and DVDs
Keep CD/DVD in proper case to prevent damage. If there is some dirt on the CD or DVD, it may not
work at all. Finger prints and dirt can be removed by lightly rubbing with a clean lint-free cotton
cloth.

PREPARING MAINTENANCE SCHEDULE

Regular maintenance of the computer system is very important.
Some of the maintenance activities are:
 Keep the components of the computer, like keyboard, mouse, monitor, etc. clean.
 Replace hardware that is not functioning properly
 Keep food items away from the computer

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  Cables and chords should not be messed up
 Removing unauthorized software from the computer
 Take regular backup of the data
 Ensure backups are working properly by periodically restoring or checking of data.
You should use external hard drive for backup of data on your computer.
 Run anti-virus periodically
 Keep anti-virus software up to date
 Do not overcharge the batteries
 Do not block the vents
 Always shut down the computer properly

PROTECTING COMPUTER AGAINST VIRUSES

An Illegal programme known as a computer virus attaches to other programmes and modifies their
behaviour. A virus might or might not cause harm. Some viruses damage computer programmes or
delete data. Vital Information Resource Under Seize is referred to as VIRUS.
A computer can get infected with virus in any of the following ways:
 Infected files
 Infected pen drives
 Infected CD-ROMs/DVD-ROMs
 Through infected file attachment of e-mails
A computer virus cannot do the following:
 It cannot infect files on CD or DVD, if they are closed for writing.
 It cannot infect computer hardware like, keyboard, mouse, etc.
How do we know that our computer is infected with virus?
 Computer runs very slow
 There is change in the file size
 Computer often stops responding
 There is an increase in number of files (unusual)
 Unusual error message appears on the screen
 Computer restarts on its own
Scanning and cleaning viruses and removing SPAM files, temporary files and folders
 Install and use anti-virus software.
 Keep anti-virus software updated.
 Scan all the files that you download from the Internet
 Do not open e-mails of an unknown person/sender
 Don’t allow any untrustworthy person to use your system.
 New use unknown pen drive/CD on your computer
 Never click on the windows that pop-up when you are surfing the Internet.
Preparing computer against virus
For an anti-virus program to be work effective do the following:
 It needs to run in the background at all times.
 Keep the anti-virus software updated so that it can recognize new viruses.
 Run full disk scans periodically.

REMOVING TEMPORARY FILES

When you use computer programmes, temporary files are created automatically. A TMP file is also
known as Temporary file and it is created in the Microsoft Windows and Windows apps. Web
browsers also create temporary files to store your browsing history.
1. Double-click Computer icon on the desktop.
2. The Computer Window opens.
3. Right-click Local Disk C: and select Properties option from the Shortcut menu
4. The Properties window opens. Click Disk Cleanup.
5. The Disk Cleanup for C: window appears
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 6. Click the Check box next to Temporary Files, Temporary Internet files, etc. that you
want to delete.
7. Click OK.
8. A confirmation message will appear
9. Click Delete Files.
10. Windows will delete all the temporary files on the computer.

REMOVING FILES OF TEMPORARY FOLDER

1. Press Windows button + R on the keyboard.
2. The Run dialog box appears.
3. Type %temp%
4. The Temp folder opens Click Ctrl + A to select all the files in the folder. Press Delete
key.
5. A message box appears. Click Yes to confirm.

FIREWALL
A computer firewall is a network security system, software, or programmable device that monitors
and regulates incoming and outgoing network traffic in accordance with user-defined security rules.
Computers connected to a network, such as a LAN or the Internet, are more securely protected by
firewalls. Typically, a firewall creates a wall between a trusted internal network and an unreliable
external network, like the Internet. Each packet of data, whether it is coming in or going out, is
examined by the firewall, which then decides whether it should be permitted to pass or stopped.

COOKIES
When you visit an internet website, a user’s computer stores a little file known as a cookie on it.
These files are used to store information personal to a given client and website.
A cookie is sent by a website when you visit it and is saved on your computer in a file. A cookie can
only be read by the website that created it. This information cannot be accessed by other servers.

BASIC TIPS FOR TAKING CARE OF DEVICES

(i) Keyboard: You can clean a keyboard with a soft brush

(ii) Screen: You can wipe the screen with a soft cloth to remove any finger marks.
(iii) Handle devices carefully: Handle and move your laptop carefully and avoid dropping or
banging it against a hard surface.
(v) Keep the computer cool: If a computer, laptop or mobile device gets overheated, the internal
parts can be damaged. The CPU has an internal fan to keep it cool. We should make sure the fan is
functioning.
(vi) Do not overcharge your battery: Sometimes we keep a device plugged in for charging even
after it is fully charged.This reduces the battery life. Always unplug the device once it
is charged 100%.
(vii) Always plug in devices carefully: Any device being connected to a laptop or computer such as
a USB drive or headphones, should be done gently. It should not be forced into the port.
(viii) Do not run too many programs at a time: When too many programs are running at the same
time, the computer can become slow and even crash.

PREPARE A MAINTENANCE SCHEDULE

(a) Daily Maintenance

i. Clean up your e-mail inbox
ii. Download e-mail attachments and save in proper folders

(b) Weekly Maintenance

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i. Clean your keyboard
ii. Clean your monitor
iii. Dust CPU and printer
iv. Backup your data to an external drive

(c) Monthly Maintenance

i. Transfer photographs to computer and delete from drive
ii. Organise photos into folders or albums
iii. Clean up ‘Download’ folder
iv. Uninstall unused programs and apps
v. Run disk-cleaner software
vi. Run full system virus scan

(d) Yearly/Annual Maintenance

(i) Clean up contacts list on social media accounts
(ii) Clean up e-mail contact list
(iii) Update your operating system
(iv) Check for expiry of anti-virus software and renew

BACKUP YOUR DATA

Backing up data means to save the information present on your computer on another device, such as
CD/DVD drives Data can recovered from here in case the computer stops working completely.
Computers can crash, humans can make mistakes and natural disasters, such as floods can happen

Scanning and Cleaning Viruses

Sometimes computer viruses can enter a computer from such attacks we can install anti-virus
software. This will prevent any viruses from entering and will also clean any viruses that may enter
our system before they affect the data.

Increasing Computer Performance

If we have been using a computer for a long time we
have a lot of unnecessary files and data, such as temporary files and images. When they use too much
hard-disk space, the performance of the computer goes down. It is important that we keep cleaning by
removing any extra files.

Removing SPAM from your Computer

Sometimes we get emails from companies who are advertising a product or trying to
attract you to their website. Such mails are called SPAM. We should never respond to SPAM and
delete it on a regular basis.

THREATS TO COMPUTER
Threats are the ways in which personal information can be leaked from a computer without our
knowledge.

(a) Theft: Theft means stealing of information or hardware. These may be of three types:

• Physical: Where a person may steal your desktop computer or laptop.

• Identity: Where a hacker steals your personal information and assumes your identity. Using this
false identity, the hacker can gain access to your account information or perform illegal activity.

• Software Piracy: This is stealing of software and includes using or distributing unlicensed and
unauthorised copies of a computer program or software.
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(b) Virus: Viruses are computer programs that can damage the data and software programs or steal
the information stored on a computer. Major types of viruses are Worms and Trojan Horse.

Worms: These are viruses that replicate themselves and spread to all files once they
Information and Communication Technology Skills 81 attack a computer. This makes it very difficult
to remove them.

Trojan Horse: A Trojan Horse disguises itself i.e., it appears to be a useful software program but
once it reaches a computer it starts behaving like a virus and destroying data.

• Online Predator: Online predators are people who trap you into inappropriate relationships.
They may be older people posing to be your age, bullying you into doing illegal activities
online and sometimes face to face.

• Internet Scams: Sometimes you may receive very attractive offers saying you have won huge
money in a lottery and that you can claim the prize by depositing a certain amount of money. When
you deposit the money using credit card or online banking, you not only lose the deposit money but
your card/account information may be misused later.

PROTECTING YOUR DATA

(a) Use passwords to login to your computer: Use passwords that are difficult to guess. Passwords
are difficult to hack if they are a mix of small (For example ‘a b c d’) and capital letters (For example,
‘H J E R’), numbers (For example ‘8 7 6 5’) and special characters
(For example, ’% ^ # $’). This would prevent unauthorised people from using your computer.

(b) Install Anti-virus and Firewall: Anti-viruses and Firewall monitor the data coming in and out of
a computer and prevent and viruses from entering. Anti-viruses can also detect and clean viruses that
may have entered a computer.

(c) Encrypt Data: This is usually done by banks and companies in which important customer
information is stored. They can encrypt their entire hard disk using the encrypting feature in Windows
(Bitlocker). This would force users to use a decryption password (or key) before starting the computer
thus preventing unauthorised usage.

(d) Secure sites: Give details of your credit card or bank account only on secure sites. See in the
address bar of the browser. If the site address starts with https://and a lock symbol, then it is safe to
give your credit card and bank details.

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