Descriptive Question Answer NIELIT (O-Level ) IT Tools and Business Systems (July 2019)

Answer IT Tools and Business Systems (July 2019)

Q 5 (A) . Define Computer. Explain the main characteristics of Computer.

Answer :

Computer

A computer is an electronic device that manipulates information, or data. It has the ability to store, retrieve, and process data. You may already know that you can use a computer to type documents, send email, play games, and browse the Web. You can also use it to edit or create spreadsheets, presentations, and even videos.

characteristics

The characteristics of computers that have made them so powerful and universally useful are speed, accuracy, diligence, versatility and storage capacity. Let us discuss them briefly.

Speed

Computers work at an incredible speed. A powerful computer is capable of performing about 3-4 million simple instructions per second.

Accuracy

In addition to being fast, computers are also accurate. Errors that may occur can almost always be attributed to human error (inaccurate data, poorly designed system or faulty instructions/programs written by the programmer)

Diligence

Unlike human beings, computers are highly consistent. They do not suffer from human traits of boredom and tiredness resulting in lack of concentration. Computers, therefore, are better than human beings in performing voluminous and repetitive jobs.

Versatility

Computers are versatile machines and are capable of performing any task as long as it can be broken down into a series of logical steps. The presence of computers can be seen in almost every sphere – Railway/Air reservation, Banks, Hotels, Weather forecasting and many more.

Storage Capacity

Today’s computers can store large volumes of data. A piece of information once recorded (or stored) in the computer, can never be forgotten and can be retrieved almost instantaneously.

Q 5 (B) : Write short notes on different types of Computer.

Answer :

Computers can be broadly classified by their speed and computing power.

S.No.	Type	Specifications
1	PC (Personal Computer)	It is a single user computer system having moderately powerful microprocessor
2	Workstation	It is also a single user computer system, similar to personal computer however has a more powerful microprocessor.
3	Mini Computer	It is a multi-user computer system, capable of supporting hundreds of users simultaneously.
4	Main Frame	It is a multi-user computer system, capable of supporting hundreds of users simultaneously. Software technology is different from minicomputer.
5	Supercomputer	It is an extremely fast computer, which can execute hundreds of millions of instructions per second.

Q.5 (C ) : Give the rules of conversion Binary to Decimal. Convert (1011.101)2 into Decimal.

Answer :

Converting binary to decimal number or decimal to binary number is an easy task. But, you need to be careful that not mix up the two sets of numbers. For instance, if you write the digits 10 on the page it could mean the number “ten” if we assume it to be a decimal number, or it could equally be a “1” and a “0” together in binary, which is equal to the number two in the weighted decimal format from above table.

DecimalNumber=nthbit×2n−1

Binary to Decimal Formula:

n=bnqn+bn−1qn−2+…..+b2q2+b1q1+b0q0+b−1q−1+b−2q−2

Where,
N is decimal equivalent,
b is the digit,
q is the base value that starts from most significant digit order qⁿ to least significant order q^-1, q^-2, …..

To convert binary to decimal the following chart is used and binary is noted as per the given decimal number.

Decimal	0	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15
Binary	0	1	10	11	100	101	110	111	1000	1001	1010	1011	1100	1101	1110	1111

(1011.101)2=( 11.625)10

Q. 6 (A) : Explain the characteristics of the CU and ALU in the CPU of a Computer.

Answer :

The characteristics of the CU or control unit are as follows:

• This part of the of the CPU is the one that is in charge of all the operations being carried out.
• It is responsible to direct the system to execute instructions.
• It helps in communication between the memory and the arithmetic logical unit.
• It also aids in the loading of data and instructions residing in the secondary memory to the main memory as required.

The characteristics of the ALU are as follows:

•  The ALU is responsible for performing all logical and arithmetic operations.
•  Some of the arithmetic operations are as follows: addition, subtraction, multiplication and division.
•  Some of the logical operations are as follows: comparison between numbers, letter and or special characters.
• The ALU is also responsible for the following conditions: Equal-to conditions, Less-than condition and greater than condition.

Q. 6 (B) What do you understand by Coding Schemes?

Answer :

Coding schemes

Coding schemes are a common way of representing a character of data. It is required in computers for exchanging data. The following are a few common coding schemes-

- ASCII: It stands for the American Standard Code for Information Interchange. It is used on almost all computers, hence considered as a standard coding scheme.

- EBCDIC: It stands for Extended Binary Coded Decimal Interchange Code. Its is primarily used in IBM and IBM-compatible mainframes.

- Unicode: It is designed to accommodate alphabets (- 256). It uses 16 bits to represent one character and requires twice as much space to store data. It can have a maximum of 65,536 possible values.

Q. 6 (C ) : What is Printer and it's different types ?

Answer :

Printer

A printer is an output device that prints paper documents. This includes text documents, images, or a combination of both. The two most common types of printers are inkjet and laser printers. Inkjet printers are commonly used by consumers, while laser printers are a typical choice for businesses. Dot matrix printers, which have become increasingly rare, are still used for basic text printing.

Impact Printers

An impact printer makes contact with the paper. It usually forms the print image by pressing an inked ribbon against the paper using a hammer or pins. Following are some examples of impact printers.

 Dot-Matrix Printers

The dot-matrix printer uses print heads containing from 9 to 24 pins. These pins produce patterns of dots on the paper to form the individual characters. The 24 pin dot-matrix printer produces more dots that a 9 pin dot-matrix printer, which results in much better quality and clearer characters. The general rule is: the more pins, the clearer the letters on the paper. The pins strike the ribbon individually as the print mechanism moves across the entire print line in both directions, i-e, from left to right, then right to left, and so on. The user can produce a color output with a dot-matrix printer (the user will change the black ribbon with a ribbon that has color stripes). Dot-matrix printers are inexpensive and typically print at speeds of 100-600 characters per second.

Daisy-Wheel Printers

In order to get the quality of type found on typewriters, a daisy-wheel impact printer can be used. It is called daisy-wheel printer because the print mechanism looks like a daisy; at the end of each “Petal” is a fully formed character which produces solid-line print. A hammer strikes a “petal” containing a character against the ribbon, and the character prints on the paper. Its speed is slow typically 25-55 characters per second.

Line Printers

In business where enormous amount of material are printed, the character-at-a-time printers are too slow; therefore, these users need line-at-a-time printers. Line printers, or line-at-a-time printers, use special mechanism that can print a whole line at once; they can typically print the range of 1,200 to 6,000 lines per minute. Drum, chain, and band printers are line-at-a-time printers.

Drum Printer

A drum printer consists of a solid, cylindrical drum that has raised characters in bands on its surface. The number of print positions across the drum equals the number available on the page. This number typically ranges from 80-132 print positions. The drum rotates at a rapid speed. For each possible print position there is a print hammer located behind the paper. These hammers strike the paper, along the ink ribbon, against the proper character on the drum as it passes. One revolution of the drum is required to print each line. This means that all characters on the line are not printed at exactly the same time, but the time required to print the entire line is fast enough to call them line printers. Typical speeds of drum printers are in the range of 300 to 2000 lines per minute.

Chain Printers

A chain printer uses a chain of print characters wrapped around two pulleys. Like the drum printer, there is one hammer for each print position. Circuitry inside the printer detects when the correct character appears at the desired print location on the page. The hammer then strikes the page, pressing the paper against a ribbon and the character located at the desired print position. An impression of the character is left on the page. The chain keeps rotating until all the required print positions on the line have filled. Then the page moves up to print the next line. Speeds of chain printers range from 400 to 2500 characters per minute.

Non-Impact Printers

Non-impact printers do not use a striking device to produce characters on the paper; and because these printers do not hammer against the paper they are much quieter. Following are some non-impacted printers.

Ink-jet printers

Ink-jet printers work in the same fashion as dot-matrix printers in the form images or characters with little dots. However, the dots are formed by tiny droplets of ink. Ink-jet printers form characters on paper by spraying ink from tiny nozzles through an electrical field that arranges the charged ink particles into characters at the rate of approximately 250 characters per second. The ink is absorbed into the paper and dries instantly. Various colors of ink can also be used.

One or more nozzles in the print head emit a steady stream of ink drops. Droplets of ink are electrically charged after leaving the nozzle. The droplets are then guided to the paper by electrically charged deflecting plates [one plate has positive charge (upper plate) and the other has negative charge (lover plate)]. A nozzle for black ink may be all that’s needed to print text, but full-color printing is also possible with the addition of needed to print text, but full-color printing is also possible with the addition three extra nozzles for the cyan, magenta, and yellow primary colors. If a droplet isn’t needed for the character or image being formed, it is recycled back to its input nozzle.

Laser Printers

A laser printer works like a photocopy machine. Laser printers produce images on paper by directing a laser beam at a mirror which bounces the beam onto a drum. The drum has a special coating on it to which toner (an ink powder) sticks. Using patterns of small dots, a laser beam conveys information from the computer to a positively charged drum to become neutralized. From all those areas of drum which become neutralized, the toner detaches. As the paper rolls by the drum, the toner is transferred to the paper printing the letters or other graphics on the paper. A hot roller bonds the toner to the paper.

Laser printers use buffers that store an entire page at a time. When a whole page is loaded, it will be printed. The speed of laser printers is high and they print quietly without producing much noise. Many home-use laser printers can print eight pages per minute, but faster and print approximately 21,000 lines per minute, or 437 pages per minute if each page contains 48 lines. When high speed laser printers were introduced they were expensive. Developments in the last few years have provided relatively low-cost laser printers for use in small businesses.

Q. 7 (A) : Define Windows admin tools. Provide various types of available admin tools in windows.

Answer :

Administrative Tools

Administrative Tools is the collective name for several advanced tools in Windows that are used mainly by system administrators. The programs can be used to schedule a test of your computer's memory, manage advanced aspects of users and groups, format hard drives, configure Windows services, change how the operating system starts, and much, much more

In other words, Administrative Tools itself doesn't do anything. It is just a location that stores shortcuts to related programs that are actually stored in the Windows folder.

Most of the available programs are snap-ins for the Microsoft Management Console (MMC).

Computer Management

Computer Management is an MMC snap-in used as a central location to manage local or remote computers.

It includes Task Scheduler, Event Viewer, Local Users and Groups, Device Manager, Disk Management, and more, all in a single location. This makes it really easy to manage all the important aspects of a computer.

You can find it within Administrative Tools in Windows 10, Windows 8, Windows 7, Windows Vista, and Windows XP.

Defragment and Optimize Drives

Defragment and Optimize Drives opens Microsoft Drive Optimizer, the built-in defragmentation tool in Windows.

It's included within Administrative Tools in Windows 10 and Windows 8. Windows 7, Windows Vista, and Windows XP all have defragmentation tools included but they're not available via Administrative Tools in those versions of Windows.

Disk Cleanup

Disk Cleanup opens Disk Space Cleanup Manager, a tool used to gain free disk space by removing unnecessary files like setup logs, temporary files, Windows Update caches, and more.

It's part of Administrative Tools in Windows 10 and Windows 8. You can also find it in Windows 7, Windows Vista, and Windows XP, but the tool isn't available via Administrative Tools.

Memory Diagnostics Tool

Memory Diagnostics Tool is the name of the shortcut in Administrative Tools in Windows Vista that starts Windows Memory Diagnostic on the next reboot.This utility tests your computer's memory to identify defects, which may ultimately require you to replace your RAM.It was renamed Windows Memory Diagnostic in later versions of Windows. You can read more about it near the end of this list.

Q. 7 (B) : Explain the terms resolution, aspect ratio and refresh rate.

Answer :

Resolution

The size of a display is measured by the physical size of the distance between 2 diagonally opposite corners of a display. This is usually measured in either inches or centimeters. But that does not do any justice of enabling us to judge the quality of the display. Hence, we need to know the exact horizontal and vertical dimensions of the display. This is simply denoted by the resolution. The number of pixels arranged horizontally by the number of pixels arranged vertically is the resolution of the display. This means that the number of pixels inside the display, the better will be the picture quality and the clearer the picture displayed would be. But that is not entirely the case. We will discuss that further.

Some of the common display resolutions found on the displays are as follows:

• 2560 x 1440 (1440p)
• 1920 x 1080 (FHD or Full HD or 1080p)
• 1600 x 900
• 1024 x 768
• 1280 x 720 (HD or 720p)

Aspect Ratio

The Aspect Ratio of a display is the ratio of the horizontal and the vertical arrangement of pixels on the display. This means that the resolution of a display decides what aspect ratio of the same display would be. Hence, a` display with a Full HD Resolution of 1920 x 1080, the aspect ratio would be of a 16:9. Other really famous aspect ratios that we get to see in displays are as follows:

• 4 : 3
• 16: 10
• 18: 9
• 19: 9
• 19.5: 9

Refresh Rate

This term is self-explanatory. It is the ability of the display by which it changes the images on the display. The most commonly found refresh rates are 50Hz and 60Hz. This can also be calculated as 50FPS (Frames per second) and 60 FPS. This means that the display can show up 60 different instances of an image in a display when set to 60Hz or 60 FPS. This means that more the Refresh Rate of a display would be, the smoother the transition of the image would be displayed on the screen.

Q. 7 (C ) : Provide the different types of directory structure in Operating System.

Answer :

Windows

Undoubtedly the most important folder located on the system partition of the hard disk. It keeps all system executables, drivers, libraries and so on. That is why it is strongly not recommended to delete files from that folder. It is worth to mention, that this folder may have a different name.

Windows.old

The folder with a previous operating system. The folder is created if Windows 7 was installed over the existing system without the preliminary formatting of the disk. For the majority of users this folder isn’t necessary and may be safely deleted.

Users

This folder contains user profiles. By default it is located in the root folder of the system partition. It contains a number of standard folders, and also a folder per each user account in the system. These folders contains various user subfolder including the Desktop, the Documents, the Pictures, the Favorites and so on. The contents of those folder depends on the owner of the account in full. Other subfolder are used to store information of various applications, browsers etc.: AppData, ApplicationData, Cookies, LocalSettings and others. These folders are hidden and you shouldn’t change their contents unless you are really sure what you’re doing.

Boot

This folder contains operating system boot files. It is hidden, and it is not recommended to change its contents.

ProgramData

One more crucial folder. Installed applications store their data, setup files and other info in that folder. Obviously, you don’t want to delete anything from it.

Recovery

This folder contains an image required to log in to the system Recovery Console. It is hidden too and you can’t change its contents.

$Recycle.Bin

This folder is actually Windows Recycle Bin. It is this folder where the deleted files go to. The folder is hidden, but you can safely delete its contents as well as the folder itself. This will be equal to emptying the Recycle Bin or a part of it. Note that each hard drive partition has its own $Recycle.Bin folder that stores files deleted from it.

Q. 8 (A) : What is  formatting ? Why is formatting important ?

What does formatting mean?

Formatting refers to the appearance or presentation of your essay. Another word for formatting is layout. Most essays contain at least four different kinds of text: headings, ordinary paragraphs, quotations and bibliographic references. You may also include footnotes and endnotes.You also have to consider the fonts that you use and page numbering.

Why is formatting important?

Formatting is important for two reasons:

• It makes your essay look like an essay (rather than a letter or a note to a friend).
• It helps to make your essay more readable.
• Lecturers do not usually give extra marks for the formatting of an essay. They are more interested in the content. But all readers are influenced by the presentation of a text. If your essay looks like an essay and is easy to read, the reader will be more likely to have a favourable attitude to what you have written.

How can Microsoft Word help me with formatting?

Microsoft Word has several tools to help you with formatting:

The items on the Format menu, buttons on the toolbar and shortcut keys help you to format text quickly and easily.

Styles allow you to define formats for different kinds of text and apply them quickly and easily.

Templates allow you to define all the Styles that you use for a particular kind of writing (e.g. an essay or a letter).

Q. 8 (B) : Explain Page layout in  Word- processing.

Page layout is the term used to describe how each page of your document will appear when it is printed. In Word, page layout includes elements such as the margins, the number of columns, how headers and footers appear, and a host of other considerations. As you design your pages, you can use the tools that Word puts at your disposal in this regard.

You can alternatively use the shortcut icons in the bottom left corner of the window.

         

Normal View

"Normal View" uses far less of your computer resources than "Page View" although it doesn't display the document as it will be printed.

In Microsoft Word, switches to normal view, which is the default document view for most word-processing tasks, such as typing, editing, and formatting.

Options

(Print tab, Draft output) - Prints this document with minimal formatting, which may make the document faster to print.

(Print tab, Allow A4/Letter paper resizing) - Automatically adjusts the documents formatting to use the default paper size for that country.

(Print tab, Background printing) - Prints documents in the background, which lets you continue working in Word while you print a document.

(Print tab, Drawing objects - Word will include all drawing objects when printing. If not selected a blank box will appear in place of each drawing object.

Web Layout

If you are working in Web Layout view and you find that a table is automatically snapped to the left or right, remove the text wrapping option. (Table > Table Properties) (Table Text, Text Wrapping)

Switches the active document to Web layout view, which is an editing view that displays your document, as it will appear in a Web browser.

Print Layout

Switches the active document to page layout view, which is an editing view that displays your document as it will print. Page layout view uses more system memory, so scrolling may be slower, especially if your document contains many pictures or complex formatting.

Outline

"Outline view" displays the logical structure letting you drag headings and reorganise quickly.

The view is very useful for large documents (20+ pages)

Switches to outline view, in which you can examine and work with the structure of your file in classic outline form. Work in outline view when you need to organize and develop the content of your file.

To adjust the starting page number (Insert > Page Numbers)(Format button) You can either set the starting number or continue from the previous section. You can also change the number format and / or include chapter numbers.

If you alter the position of the margins when no text is selected then your alterations will only affect the paragraph that the insertion point is currently in

You can double click the little rectangle just above the top vertical scroll bar and this will split your screen horizontally (Window > Split), double clicking the boundary bar will remove the split (Window > Remove Split).

It is possible to have a border around a whole page (Format > Borders and Shading) (Page Border tab) If you switch to Page Layout view (View > Page Layout) it should be displayed

If you always work with the View percentage on 100% (or even 110%) you can probably see both edges of the page (in page-layout view). In this case you may want to remove the horizontal scroll bar to display another line of text (Tools > Options)(View tab, "Horizontal scrollbar").

You won't need to see the Rulers most of the time, so remove them (View)(uncheck Rulers). When you do need a ruler hover your cursor just below the grey area at the top and the ruler will slide out. Do you gain an extra line ??

Always have the status bar displayed at the bottom as it shows you key information such as the total number of pages, section number etc You can change the units displayed on your ruler from (Tools > Options) (General tab measurement units) To get detailed measurements on your ruler click on a tab or margin marker on the ruler and press both mouse buttons. The normal ruler is replaced with a distance ruler.

To preserve the layout of your document some markup elements (insertions, deletions, formatting changes, comments) appear in the text of the document. It displays others in balloons that appear in the margin.

Outline Level

The Outline Level of a paragraph has nothing to do with outline numbering

The Outline level refers to the Heading level - ie the level at which the paragraph will appear in Outline view.

This is the property that you see in the Format > Paragraph dialog box under Outline Level.

All Built-in heading styles have an outline level.

Level 1 - for main heading - Heading 1

Level 2 - for a sub heading - Heading 2

This is the difference between Heading styles and all other styles

If you create your own heading styles they too will have outline levels.

A heading style is any style that has an Outline Level between 1 and 9.

If a style is not a heading style then is has an Outline Level of Body Text.

In the case of numbered headings ?? The outline level and list level of the paragraph

Footnotes and Endnotes

These are notes of reference, explanation or comment. A word in the main text can be marked with a footnote or endnote reference mark.

Footnotes appear on the same page as the text they explain. Endnotes reside at the end of each chapter (Insert > Footnote, Next)

Number - 2 options / AutoNumber / Custom Mark

If you want to change the location of your footnotes / endnotes, number format, starting number, or numbering system (continuous, resart each section, restart each page) click on Options.

My Page doesn't print

If you inadvertently format a manual page break as hidden text and then specify that hidden text is not printed, Microsoft Word ignores the manual page break. The new page won't display when viewed in Print Preview (File menu), and the new page won't print.

To remove the hidden text format, first make sure you can see the manual page break: switch to normal view, and, if necessary, turn on hidden text by clicking Show/Hide on the Standard toolbar.

Then, select the page break, click Font on the Format menu, and clear the Hidden check box.

Q. 8 (C ) : How to create Cross Referencing in.

Answer : 

cross-reference

A cross-reference allows you to link to other parts of the same document. For example, you might use a cross-reference to link to a chart or graphic that appears elsewhere in the document. The cross-reference appears as a link that takes the reader to the referenced item.

When you refer to a particular figure in your document, rather than typing in “Figure 2”, you can use a cross-reference, so if the figure number changes, the in-text reference will also change. This will also work to reference page numbers of headings and so on.

Put your cursor where you want the reference to be. On the References Ribbon, in the Captions Group, click the Cross-reference () icon.

Select the type of item you are referencing from the Reference type pulldown.

For figures, select Only Label and Number from the Insert reference to: pulldown, unless you want the entire caption to appear in the text.

Select the item you want to reference from the For which caption: section.

Click Insert and close the Cross-reference dialog box.

When your caption number changes, you can update the in-text references by right-clicking the in-text reference and selecting Update field. 

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