Exploring Office 2003 - Grauer and Barber

1. Exploring Office 2003 - Grauer and Barber 1 Exploring Microsoft Office 2003

2. Exploring Office 2003 - Grauer and Barber 2 Objectives (1 of 2) Describe components of a computer system Describe the contribution of IBM, Microsoft, and Intel in the evolution of the PC Discuss the purchase of a computer system Define microprocessor, memory, and auxiliary storage Describe a digital camera Distinguish between system software and application software Describe the evolution of Microsoft Windows

3. Exploring Office 2003 - Grauer and Barber 3 Objectives (2 of 2) Describe how to safeguard a system Define FTP and distinguish between a compressed file and a self-extracting file Describe Microsoft Office, InfoPath and OneNote Distinguish between HTML and XML Define a local area network Define the Internet and the World Wide Web and e-mail Describe Microsoft .Net; explain what is meant by XML Web services

4. Exploring Office 2003 - Grauer and Barber 4 Case Study: The Smith Family The opening case study focuses on the concept of setting up a home network that would link together four computers, as well as printers and a DSL Internet Connection. Students are asked to write a short document describing the advantages of a home network and possibly prepare a drawing of what the network would look like. Briefly discusses the opening case and related solution to the case Briefly discusses the opening case and related solution to the case

5. Exploring Office 2003 - Grauer and Barber 5 Any Computer System The idea for a general purpose computing ‘machine’ originated with Charles Babbage in the 19th century who went broke trying to build it – the technology of the day was insufficient.The idea for a general purpose computing ‘machine’ originated with Charles Babbage in the 19th century who went broke trying to build it – the technology of the day was insufficient.

6. Exploring Office 2003 - Grauer and Barber 6 The IBM PC A combined effort between IBM (credibility and marketing), Microsoft (operating system), and Intel (microprocessor); introduced in 1981 IBM was a mainframe company; it was hounded by antitrust legislation, and did not believe in the future of the PC (initial forecast was 250,000 units) The PC was created as an ‘open’ machine enabling independent contractors to develop hardware and/or software to improve it PC clones quickly followed and the market soon exploded; IBM has a fraction of the market it created

7. Exploring Office 2003 - Grauer and Barber 7 The PC Today The PC today is a ‘commodity’ that is available from a variety of vendors. Each component is configured separately; i.e., one determines the microprocessor, memory capacity, and so on.The PC today is a ‘commodity’ that is available from a variety of vendors. Each component is configured separately; i.e., one determines the microprocessor, memory capacity, and so on.

8. Exploring Office 2003 - Grauer and Barber 8 Inside the PC All computers are based on the binary number system A bit or binary digit has one of two values, zero or one A byte is the smallest addressable unit of memory (8 bits) ASCII provides for 256(or 28) characters 01000001 – A 01000010 – B etc.

9. Exploring Office 2003 - Grauer and Barber 9 Original chips were numbered 8086, 80286, 80386, 80486 You could buy chips from multiple vendors Intel trademarked its chip as the Pentium Pentium II, Pentium III, Pentium IV Clock speed (MHz or GHz) differentiates chips The central processing unit (cpu) or “brain” of the PC The Microprocessor The various characteristics of the different processors should be explained. Students should understand that different companies make processors, but Intel is the most commonly recognized brand name. Important terms for students to understand include: Microprocessor - the logical component of a computer system that interprets and executes program instructions. The major characteristics that set different processors apart include: The instruction set - the set of instructions that the microprocessor can execute. Bandwidth - the number of bits processed in a single instruction. Clock Speed - megahertz (MHz), the clock speed determines how many instructions per second the processor can execute. All computers contain an internal clock that regulates the rate at which instructions are executed and synchronizes all the various computer components. Megahertz (MHz) - one MHz represents one million cycles per second. The speed of microprocessors, called the clock speed, is measured in megahertz. For example, a microprocessor that runs at 300 MHz, executes 300 million cycles per second.The various characteristics of the different processors should be explained. Students should understand that different companies make processors, but Intel is the most commonly recognized brand name. Important terms for students to understand include: Microprocessor - the logical component of a computer system that interprets and executes program instructions. The major characteristics that set different processors apart include: The instruction set - the set of instructions that the microprocessor can execute. Bandwidth - the number of bits processed in a single instruction. Clock Speed - megahertz (MHz), the clock speed determines how many instructions per second the processor can execute. All computers contain an internal clock that regulates the rate at which instructions are executed and synchronizes all the various computer components. Megahertz (MHz) - one MHz represents one million cycles per second. The speed of microprocessors, called the clock speed, is measured in megahertz. For example, a microprocessor that runs at 300 MHz, executes 300 million cycles per second.

10. Exploring Office 2003 - Grauer and Barber 10 Memory Transient (erased when power turned off) Consider a UPS (uninterrupted power supply) Measured in bytes 1 Kilobyte = 210 characters (~1,000 bytes) 1 Megabyte = 220 characters (~1,000,000 bytes) 1 Gigabyte = 230 characters (~1,000,000,000 bytes) Need 256Mb or 512Mb of RAM Keep multiple programs & data files in memory Graphic-intensive programs demand a lot of memory The Original PC had 16Kb of memory Students need to understand the differences between RAM and permanent storage. Students need to understand the differences between RAM and permanent storage.

11. Exploring Office 2003 - Grauer and Barber 11 Auxiliary Storage Floppy Disk - a thin interchangeable disk for secondary data storage. Zip Drive/JAZZ - a storage device that uses optical technology together with magnetic technology to read and write to an interchangeable floppy-size Zip disk. Hard Disk - a permanently installed, continuously spinning, magnetic storage medium made up of one or more rigid disk platters. CD-ROM disk- a type of optical laser storage media. A CD-ROM can hold up to 650 MB. DVD (Digital Videodisk) - just like a CD-ROM, but can store up to 17GB. Tape Backup - a secondary storage medium for sequential data storage and backup. Access Time - the time interval between the instant a computer makes a request for a transfer of data from a secondary storage device and the instant the operation is completed. Disk Sector - a disk storage concept of a pie-shaped portion in which records are subsequently stored and retrieved. Read/Write Heads - component of a disk drive or tape drive that reads from and writes to its respective secondary storage medium.Floppy Disk - a thin interchangeable disk for secondary data storage. Zip Drive/JAZZ - a storage device that uses optical technology together with magnetic technology to read and write to an interchangeable floppy-size Zip disk. Hard Disk - a permanently installed, continuously spinning, magnetic storage medium made up of one or more rigid disk platters. CD-ROM disk- a type of optical laser storage media. A CD-ROM can hold up to 650 MB. DVD (Digital Videodisk) - just like a CD-ROM, but can store up to 17GB. Tape Backup - a secondary storage medium for sequential data storage and backup. Access Time - the time interval between the instant a computer makes a request for a transfer of data from a secondary storage device and the instant the operation is completed. Disk Sector - a disk storage concept of a pie-shaped portion in which records are subsequently stored and retrieved. Read/Write Heads - component of a disk drive or tape drive that reads from and writes to its respective secondary storage medium.

12. Exploring Office 2003 - Grauer and Barber 12 Input Devices

13. Exploring Office 2003 - Grauer and Barber 13 The Monitor Resolution is expressed in picture elements or pixels; (800 x 600 or 1024 x 768) The higher the resolution, the more you can see at one time. Larger monitors enable you to you run at higher resolutions; e.g., 19” to run 1024 x 768 comfortably A graphics card speeds processing

14. Exploring Office 2003 - Grauer and Barber 14 Lower Resolution (800 x 600)

15. Exploring Office 2003 - Grauer and Barber 15 Higher Resolution (1024 x 768)

16. Exploring Office 2003 - Grauer and Barber 16 The Printer Ink Jet Today’s entry level Laser Top-of-the line Four-in-one functionality Printer, scanner, fax, copier Network printer

17. Exploring Office 2003 - Grauer and Barber 17 The Digital Camera An image is stored on a photosensitive computer chip, which converts the image to a series of pixels 2 megapixels is entry-level 3 megapixels is better There is no film; images are stored in memory; the more memory the more pictures 64Mb to 128Mb is suggested If possible, bring a digital camera to class, take pictures of the class and post to a common Web site for use in a PowerPoint presentation.If possible, bring a digital camera to class, take pictures of the class and post to a common Web site for use in a PowerPoint presentation.

18. Exploring Office 2003 - Grauer and Barber 18 The Rise of the Personal Computer Altair 8800: 1975 Apple II: 1977 IBM PC: 1981 First Portable PC: 1983 Apple Macintosh: 1984 Palm Pilot 1000: 1996 Apple iMac: 1998 Today’s PC dwarf the capabilities of mainframes of earlier generations at a fraction of the cost. The early computers filled entire rooms and literally weighed tons.Today’s PC dwarf the capabilities of mainframes of earlier generations at a fraction of the cost. The early computers filled entire rooms and literally weighed tons.

19. Exploring Office 2003 - Grauer and Barber 19 The Purchase of a PC A suggested exercise is for the class to obtain competitive quotes on an entry level system. The specifications change all the time.A suggested exercise is for the class to obtain competitive quotes on an entry level system. The specifications change all the time.

20. Exploring Office 2003 - Grauer and Barber 20 The Purchase of a PC (continued) Insist on an unconditional 30-day return policy for full refund Insist on a price guarantee; i.e., if the price goes down within 30 days, you are entitled to the rebate Pay with a credit card Leverage to enforce above items Double the manufacturer’s warranty up to an additional year Don’t forget the software

21. Exploring Office 2003 - Grauer and Barber 21 Software System Software – Microsoft Windows Windows XP Home Edition Windows XP Professional Edition What Windows does not have - File Compression, Antivirus, Graphical FTP Application Software – Microsoft Office Core applications – Word, Excel, Access, and PowerPoint Personal Information Manager – Outlook Other applications – FrontPage and Publisher New to Office 2003 - OneNote and InfoPath The difference between operating systems and application software needs to be discussed. Key terms and ideas include: Operating System - the software that controls the execution of all applications and system software programs. Word Processing - software used to enter, store, manipulate, and print text. Spreadsheets - software that permits users to work with rows and columns of data. Databases - software used for record-keeping. Presentation - software that allows users to create visually appealing presentational graphics and information. Antivirus -a program that can automatically detect a virus when one appears on the computer system.The difference between operating systems and application software needs to be discussed. Key terms and ideas include: Operating System - the software that controls the execution of all applications and system software programs. Word Processing - software used to enter, store, manipulate, and print text. Spreadsheets - software that permits users to work with rows and columns of data. Databases - software used for record-keeping. Presentation - software that allows users to create visually appealing presentational graphics and information. Antivirus -a program that can automatically detect a virus when one appears on the computer system.

22. Exploring Office 2003 - Grauer and Barber 22 Disk and File Management A file is a set of instructions or data Program file: Microsoft Word or Microsoft Excel Data File: Document or workbook Copy, move, rename or delete a file A folder allows us to organize our files May contain files and/or other folders A back up strategy is critical What (data), When (whenever it changes), Where (off site), How (Windows Explorer), and Who (you) The Exploring Office series contains a separate module on “Getting Started with Microsoft Windows XP”. There is also a corresponding PowerPoint presentation. The Exploring Office series contains a separate module on “Getting Started with Microsoft Windows XP”. There is also a corresponding PowerPoint presentation.

23. Exploring Office 2003 - Grauer and Barber 23 Windows Explorer Show the slide that indicates the plus (+) and minus (-) signs next to file folders and be sure that students understand the differences between these: i.e. the name is based on the future state, not the current one. Hence a minus (-) sign indicates that the folder is expanded and can be collapsed. Show the slide that illustrates the differences between viewing files/folders with Windows Explorer and My Computer. Some authors say that using Windows Explorer is preferable to using My Computer. Ask students which they prefer, My Computer’s task pane or Windows Explorer’s hierarchical (tree) structure.Show the slide that indicates the plus (+) and minus (-) signs next to file folders and be sure that students understand the differences between these: i.e. the name is based on the future state, not the current one. Hence a minus (-) sign indicates that the folder is expanded and can be collapsed. Show the slide that illustrates the differences between viewing files/folders with Windows Explorer and My Computer. Some authors say that using Windows Explorer is preferable to using My Computer. Ask students which they prefer, My Computer’s task pane or Windows Explorer’s hierarchical (tree) structure.

24. Exploring Office 2003 - Grauer and Barber 24 Maintaining Your System Since “The Control Panel affects every aspect of your system,” students should be familiar with its use. Use the slide to introduce students to some of the changes that they can make. Follow up with a live demonstration by changing some settings on the classroom/lab computer. Ask how many students have modified their computers by using the Control Panel. What did they change? (Note: two of the additional exercises in the Instructor Manual involve the Control Panel.)Since “The Control Panel affects every aspect of your system,” students should be familiar with its use. Use the slide to introduce students to some of the changes that they can make. Follow up with a live demonstration by changing some settings on the classroom/lab computer. Ask how many students have modified their computers by using the Control Panel. What did they change? (Note: two of the additional exercises in the Instructor Manual involve the Control Panel.)

25. Exploring Office 2003 - Grauer and Barber 25 Antivirus Software Be sure to emphasize the need to update frequently and/or automaticallyBe sure to emphasize the need to update frequently and/or automatically

26. Exploring Office 2003 - Grauer and Barber 26 File Transfer Protocol

27. Exploring Office 2003 - Grauer and Barber 27 File Compression Use WinZip (or compatible) program to create a compressed file or archive

28. Exploring Office 2003 - Grauer and Barber 28 Introduction to Networks Most people work in a network environment Home network Local Area Network (LAN) Wide Area Network (WAN) The physical structure includes: interface cards, cables, hubs, switches, and routers Protect your password!

29. Exploring Office 2003 - Grauer and Barber 29 From LAN to WAN The home network and shared Internet connection has increasing relevance in today’s environment.The home network and shared Internet connection has increasing relevance in today’s environment.

30. Exploring Office 2003 - Grauer and Barber 30 From LAN to WAN (continued)

31. Exploring Office 2003 - Grauer and Barber 31 The Internet and World Wide Web The Internet Network of networks Began in 1969 as a government project Original network had 4 computers; No central authority and thus impossible to know the exact size The World Wide Web A subset of the Internet consisting of computers that store hypertext documents Invented by Tim Berners Lee who wanted to share notes with colleagues at the European Particle Physics Laboratory (CERN) in Switzerland

32. Exploring Office 2003 - Grauer and Barber 32 A message travels the Internet

33. Exploring Office 2003 - Grauer and Barber 33 Acronyms Abound HTTP – HyperText Transfer Protocol is used to transmit Web documents HTTPS – Secure protocol for confidential transactions HTML – The language in which all Web documents are displayed TCP/IP – A suite of protocols that allows multiple platforms to communicate ISP – Internet Service Provider HTTP: Hypertext Transfer Protocol - used to transmit Web documents. HTTPS: Hypertext Transfer Protocol Secured - used to transmit secured Web documents. HTML: Hypertext Markup Language – used to create documents that can be read by Web browsers. ISP: Internet Service Provider - needed to connect to the Internet. URL: Uniform Resource Locator: WWW address for finding information on the Web. URL format: .edu, .gov, .com, .org Discuss the differences between HTTP and HTTPS, and explain that cookies are written to the users disk each time a user visits a site.HTTP: Hypertext Transfer Protocol - used to transmit Web documents. HTTPS: Hypertext Transfer Protocol Secured - used to transmit secured Web documents. HTML: Hypertext Markup Language – used to create documents that can be read by Web browsers. ISP: Internet Service Provider - needed to connect to the Internet. URL: Uniform Resource Locator: WWW address for finding information on the Web. URL format: .edu, .gov, .com, .org Discuss the differences between HTTP and HTTPS, and explain that cookies are written to the users disk each time a user visits a site.

34. Exploring Office 2003 - Grauer and Barber 34 The Exploring Office Web Site The Grauer Web site provides additional resources such as online study guides.The Grauer Web site provides additional resources such as online study guides.

35. Exploring Office 2003 - Grauer and Barber 35 The Commercialization of Cyberspace Advantages for the Seller Open 24/7 Shoppers from anywhere Virtual inventory is cheaper and extensive Lower transaction costs Target your customers Advantages for the Buyer Open 24/7 Never leave home Easy to view and explore product line Comparison shop Web site knows you

36. Exploring Office 2003 - Grauer and Barber 36 E-Mail (Electronic Mail) E-mail is simply a means of sending messages via computer There should be no expectation of privacy Every e-mail address is unique and consists of two parts, a username and a host computer; e.g. johndoe@anyschool.edu You can obtain an account at school, pay for an account through an ISP such as AOL, or get free email accounts at sites like www.hotmail.com or www.yahoo.com E-mail is a way to electronically communicate with others who are connected to a network. Computer requirements include a mail server, software, and an Internet connection. E-mail accounts are established with usernames and passwords. All software allows users to perform minimal activities such as Compose, Send, Reply, and Forward. Two different types of e-mail protocols exist, one for the Internet and one that affects the storage of mail. The e-mail program uses personal folders, such as an inbox, an outbox and others to store e-mail messages. E-mail looks different depending upon what software is used, but the parts are basically the same: Header, To:, Cc:, Subject:, Message, and Signature.E-mail is a way to electronically communicate with others who are connected to a network. Computer requirements include a mail server, software, and an Internet connection. E-mail accounts are established with usernames and passwords. All software allows users to perform minimal activities such as Compose, Send, Reply, and Forward. Two different types of e-mail protocols exist, one for the Internet and one that affects the storage of mail. The e-mail program uses personal folders, such as an inbox, an outbox and others to store e-mail messages. E-mail looks different depending upon what software is used, but the parts are basically the same: Header, To:, Cc:, Subject:, Message, and Signature.

37. Exploring Office 2003 - Grauer and Barber 37 The Mail Folders Inbox – new messages as well as messages that have been read Outbox – messages not yet sent Sent items – messages that have been sent (moved here from outbox) Deleted items – messages deleted from any folder Custom folders – additional folders created by the user

38. Exploring Office 2003 - Grauer and Barber 38 Additional E-mail Capabilities Address Book Contains the e-mail addresses of frequent contacts Enables you to enter an alias (e.g., “Bob” instead of the complete address) Distribution List A set of e-mail addresses stored under one name Ideal for your professor to e-mail the class

39. Exploring Office 2003 - Grauer and Barber 39 Parts of the E-mail Message

40. Exploring Office 2003 - Grauer and Barber 40 Microsoft. NET Combination of technologies that collectively build complex applications over the Internet Based on interoperability in which a user can access data in any application, over any platform, over any device Uses XML Web Services An industry standard for data structuring Service is developed once Exported to different applications Microsoft Passport is the best known XML Web service

41. Exploring Office 2003 - Grauer and Barber 41 Microsoft .Net (continued)

42. Exploring Office 2003 - Grauer and Barber 42 Summary Understand components of a computer system for usage and purchasing Distinguish between system software and application software Understand disk and file management Understand tools, such as antivirus software, FTP, and File Compression Learn about Networks, the Internet, WWW, and E-mail Discover new Microsoft Applications

43. Exploring Office 2003 - Grauer and Barber 43 Questions?