Advanced Computer Applications Notes

Operating Systems Explained

General Operating Systems:

An operating system (OS) is the fundamental software that manages a computer's

resources and provides a platform for running other programs. It acts as an interface
between the hardware (physical components) and the software (applications) on your
computer.

Here are some key aspects of an OS:

 Booting: Loads the operating system into memory when you start your computer.
 Memory Management: Allocates and manages memory for running programs.
 Process Management: Creates and controls the execution of applications (processes).
 Device Management: Controls communication with peripheral devices like printers,
scanners, and keyboards.
 File Management: Organizes and manages files and folders on your storage drives.
 Security: Provides protection against unauthorized access and malicious software.
 User Interface: Allows users to interact with the computer through a graphical user
interface (GUI) or command-line interface (CLI).
Functions and Features:
 Process Management:
o Creates and terminates processes.
o Allocates resources (CPU, memory) to running processes.
o Schedules processes for execution in a fair and efficient manner.
 Memory Management:
o Keeps track of used and available memory.
o Loads and unloads programs into memory as needed.
o Protects memory used by one program from being accessed by another.
 Device Management:
o Provides drivers that allow programs to interact with hardware devices.
o Manages how multiple programs access shared devices.
o Handles device errors and failures.
 Security:
o Controls access to system resources and data.
o Protects against unauthorized access, malware, and other threats.
o Provides mechanisms for user authentication and authorization.
 User Interface:
o Provides a way for users to interact with the operating system.
o Graphical user interfaces (GUIs) use icons, windows, and menus for user interaction.
o Command-line interfaces (CLIs) use text commands for experienced users.
Windows Operating System:

Microsoft Windows is one of the most widely used operating systems globally. It comes
in various versions, each with its own features and functionalities. Some popular
versions include:

 Windows 11
 Windows 10
 Windows 8.1
 Windows 7
Mouse Terminology:

A mouse is a common pointing device used to interact with the graphical user interface
(GUI) of an operating system. Here are some common mouse terms:

 Click: Pressing and releasing the left mouse button once.

 Double-click: Pressing and releasing the left mouse button twice rapidly.
 Right-click: Pressing and releasing the right mouse button.
 Drag: Pressing and holding the mouse button while moving the mouse.
 Scroll: Rotating the mouse wheel to move up or down on a page or window.
Windows Terms:

Here are some common terms used in the Windows operating system:
 Desktop: The main screen you see after logging in.
 Window: A rectangular area on the screen that displays the content of a program.
 Taskbar: A bar at the bottom of the screen that shows open applications and running
programs.
 Start Menu: A menu that provides access to programs, settings, and files.
 File Explorer: A file manager application for organizing and managing files and folders.
Examples of Operating Systems:

Besides Windows, there are several other popular operating systems:

 macOS: Developed by Apple for their computers (Macs).

 Linux: A free and open-source operating system with various distributions (versions) for
different purposes.
 Android: A mobile operating system used on smartphones and tablets, developed by
Google.
 iOS: The operating system used on Apple iPhones and iPads.
 ChromeOS: A lightweight operating system designed for Chromebooks, focusing on
web-based applications.
Information Control and Security

Information security involves protecting information from unauthorized access, use,

disclosure, disruption, modification, or destruction. It ensures the confidentiality,
integrity, and availability (CIA triad) of information.
1. Confidentiality: This is about preventing unauthorized access to information. It's about
ensuring that only those who are supposed to have access to information can access it.
This is often achieved through encryption, access controls, and other security
measures.

2. Integrity: This involves maintaining the consistency, accuracy, and trustworthiness of

data over its entire life cycle. It ensures that the information is not altered in transit and
that it is kept safe from unauthorized changes, corruption, or destruction. Techniques
like checksums, hashes, and digital signatures are used to ensure data integrity.

3. Availability: This ensures that information is accessible to authorized users when they
need it. This involves maintaining hardware, performing system upgrades, and handling
disaster recovery scenarios.

Information security also involves other principles like authentication (verifying the
identity of a user, process, or device), authorization (ensuring that a user, process, or
device has the right to access a resource), and non-repudiation (ensuring that a party in
a dispute cannot deny the validity of a statement or contract).
Information security can be seen in various forms such as:

1. Firewalls: These are network security systems that monitor and control incoming and
outgoing network traffic based on predetermined security rules. They establish a barrier
between secured and controlled internal networks and untrusted outside networks, such
as the Internet.

2. Antivirus Software: This is a program designed to prevent, search for, detect, and
remove software viruses, and other malicious software like worms, trojans, adware, and
more.

3. Encryption: This is the method by which information is converted into secret code that
hides the information's true meaning. The science of encrypting and decrypting
information is called cryptography.
4. Two-Factor Authentication (2FA): This is a security process in which users provide
two different authentication factors to verify themselves. This process is done to better
protect both the user's credentials and the resources the user can access.

5. Secure Sockets Layer (SSL) Certificates: These are small data files that digitally bind
a cryptographic key to an organization's details. When installed on a web server, it
activates the padlock and the https protocol and allows secure connections from a web
server to a browser.

6. Intrusion Detection Systems (IDS): These are devices or software applications that
monitor a network or systems for malicious activity or policy violations.

7. Virtual Private Networks (VPN): These extend a private network across a public
network, and enable users to send and receive data across shared or public networks
as if their computing devices were directly connected to the private network.

8. Security Policies: These are a set of rules and procedures that are necessary to
ensure the integrity and confidentiality of information stored on a company's IT assets.

Information control refers to measures taken to manage and protect information

throughout its lifecycle, from creation to disposal. It encompasses aspects like access
control, data classification, and auditing.

Computer Physical Threats

 These are threats that can physically damage computers or their surroundings,
potentially compromising data and functionality. Here are some examples:

 Natural disasters: Floods, earthquakes, fires, and other natural disasters can damage
hardware, disrupt power supplies, and destroy data.
 Theft: Computers, laptops, and other devices can be stolen, leading to data loss and
potential misuse.
 Vandalism: Deliberate damage to hardware or infrastructure can disrupt operations and
damage data.
 Environmental factors: Extreme temperatures, humidity, dust, and power fluctuations
can damage hardware and shorten its lifespan.

Information Security Measures

Here are some ways to secure information:

 Access control: Limiting access to information systems and data only to authorized
individuals. This includes using passwords, multi-factor authentication, and access
control lists (ACLs).
 Data classification: Classifying information based on its sensitivity (e.g., confidential,
public) to determine appropriate security measures.
 Encryption: Encrypting sensitive data in transit and at rest to render it unreadable
without a decryption key.
 Backups: Regularly backing up data to an offsite location ensures data recovery in
case of disasters or hardware failures.
 Security awareness training: Educating users about cyber threats, phishing scams,
and best practices for securing information.

Importance of Security Design and Operation

 Security needs to be integrated into the entire system lifecycle, from design and
development to operation and maintenance. This includes:

 Security-conscious design: Implementing security features into systems during the

design phase, like secure coding practices and input validation.
 Vulnerability management: Regularly identifying, patching, and mitigating
vulnerabilities in software and hardware.
 Incident response: Having a plan in place to respond to security incidents, minimize
damage, and recover from them quickly.

Information Backup Methods

Here are some methods for backing up information:

 Full backups: Backing up all data on a regular basis (e.g., daily) to an external storage
device.
 Incremental backups: Backing up only the data that has changed since the last
backup, saving time and storage space.
 Differential backups: Backing up all data that has changed since the last full backup.
 Cloud backups: Backing up data to a secure cloud storage provider, offering offsite
protection and accessibility.

Choosing the best backup method depends on factors like data volume, frequency of
changes, and desired recovery time objectives (RTOs) and recovery point objectives
(RPOs).

Stages of Data Management

Data management refers to the entire lifecycle of data, from its creation to disposal.
Here are the key stages:

1. Preparatory Stage:
 Planning and Scoping: Defines the data collection process, identifies data sources,
and determines the purpose of data analysis.
 Data Collection: Gathers data from various sources, including internal databases,
external sources, and manual entry.
 Data Cleaning and Validation: Ensures data accuracy, consistency, and
completeness by removing duplicates, correcting errors, and filling in missing values.
Importance of the Preparatory Stage:

This stage is crucial for ensuring the quality and reliability of subsequent stages. Clean
and well-structured data is essential for accurate analysis and reliable insights.

2. Data Organization Stage:

 Data Classification: Categorizes data based on specific criteria like sensitivity,
purpose, and type to facilitate access and management.
 Data Storage: Selects appropriate storage solutions based on data size, access
frequency, and security requirements.
 Data Standardization: Establishes consistent formats and definitions for data elements
across different systems to ensure data integrity and interoperability.
3. Analysis and Dissemination Stage:
 Data Analysis: Applies various techniques like statistical analysis, modeling, and
visualization to extract meaningful insights from the data.
 Reporting and Presentation: Creates reports, dashboards, and visualizations to
communicate insights to stakeholders in a clear and concise manner.
 Data Sharing: Shares findings with authorized users in a controlled manner, adhering
to data privacy regulations.

Integrated Packages

1. Examples of Integrated Packages:

 Microsoft Office: Includes word processing (Word), spreadsheets (Excel),
presentations (PowerPoint), database management (Access), and email (Outlook).
 Google Workspace: Offers similar features to Microsoft Office, including Docs (word
processing), Sheets (spreadsheets), Slides (presentations), Forms (data collection), and
Gmail (email).
 LibreOffice: Open-source alternative to Microsoft Office, offering similar functionalities
for word processing, spreadsheets, presentations, and database management.
2. Use of Integrated Packages in Problem-solving:
 Data Analysis and Reporting: Integrate data from spreadsheets and databases into
presentations and reports for clear communication of insights.
 Financial Modeling and Forecasting: Use spreadsheets to build complex financial
models and forecast future performance.
 Project Management: Utilize integrated project management tools for scheduling,
resource allocation, and collaboration within teams.
3. Evaluating Suitability:
 Functionality: Evaluate if the package offers the specific features and tools required for
the task.
 Compatibility: Ensure compatibility with existing software and hardware systems within
the organization.
 Cost: Consider the cost of licenses, training, and support compared to the value and
benefits offered by the package.
 Ease of Use: Evaluate the user interface and learning curve to ensure user adoption
and efficient utilization.

Emerging Technologies

1. Identifying Emerging Technology:

Emerging technologies are those in early development or rapidly evolving, with the
potential to significantly impact society within a few years. They often offer new
capabilities or solutions to existing challenges.

Here are some examples of emerging technologies:

 Robotics
 Artificial intelligence (AI)
 Biometrics
 Virtual reality (VR)
 Cloud computing
 Internet of Things (IoT)
2. Robotics:
Definition: Robotics is the field of engineering and science that deals with the design,
construction, operation, and application of robots.
Purpose: Robots are used in various applications, including:
 Manufacturing: Performing repetitive and hazardous tasks in factories.
 Healthcare: Assisting with surgery, rehabilitation, and therapy.
 Exploration: Exploring hazardous environments and conducting research in space or
underwater.
 Consumer products: Providing companionship, entertainment, and assistance in homes and
businesses.
3. Digital Documents Production:
Definition: Digital documents production involves creating and managing documents in
electronic format, including text, images, and multimedia elements.
Production Methods:

There are various ways to produce digital documents:

 Word processing software: Creating and editing text documents, like Microsoft Word or
Google Docs.
 Presentation software: Creating presentations with slides, images, and multimedia content,
like Microsoft PowerPoint or Google Slides.
 Desktop publishing software: Creating professional-looking brochures, flyers, and other
publications, like Adobe InDesign.
 Scanning: Converting physical documents into digital format using a scanner.
4. Emerging Technology Descriptions:
 Biometrics:
o Utilizes unique physical or physiological characteristics (e.g., fingerprints, facial recognition,
voice patterns) for identification or authentication purposes.
 Virtual Reality (VR):
o Creates immersive and interactive computer-generated simulations, allowing users to
experience simulated environments.
 Cloud Computing:
o Delivers computing services (storage, servers, databases, software) over the internet on-
demand, eliminating the need for local infrastructure.
 Internet of Things (IoT):
o Networks physical devices embedded with sensors and software, allowing them to collect data
and communicate with each other, enabling remote monitoring and control.
 Artificial Intelligence (AI):
o Simulates human intelligence processes like learning, reasoning, and problem-solving through
algorithms and models, enabling machines to perform tasks typically requiring human
intelligence.

The Internet

1. History of the Internet:

 Origins: The internet's roots trace back to the 1960s, stemming from efforts by the U.S.
Department of Defense to build a network for communication and resource sharing among
research institutions.
 ARPANET: The Advanced Research Projects Agency Network (ARPANET) was established in
1969, marking the first operational network that connected multiple computers across different
locations.
 TCP/IP: The development of the Transmission Control Protocol/Internet Protocol (TCP/IP) in the
late 1970s standardized communication between different networks, paving the way for the
internet as we know it.
 Commercialization: In the 1980s and 1990s, the internet transitioned from a research project
to a commercialized service, leading to widespread public adoption and the development of
applications like email, the World Wide Web, and online communication tools.
2. Initiating an Internet Connection:

Connecting to the internet typically involves:

 Subscribing to an internet service provider (ISP): An ISP provides the connection

infrastructure and necessary equipment to access the internet.
 Setting up your device: This involves configuring network settings on your computer,
smartphone, or other device according to the instructions provided by your ISP.
 Connecting to the network: Connecting your device to the ISP's network through a wired or
wireless connection (e.g., ethernet cable, Wi-Fi).
3. Benefits of Networks:
 Telnet:
o Offers remote terminal access to another computer, allowing users to interact with the remote
system's command-line interface. (Less common due to security concerns and the rise of
graphical user interfaces)
 Extranet:
o A controlled network connecting an organization's internal network (intranet) with authorized
external entities like business partners or suppliers, facilitating secure information sharing and
collaboration.
 Intranet:
o A private network within an organization, allowing employees to access shared resources,
collaborate on projects, and communicate internally. Benefits include improved communication,
information sharing, and collaboration within an organization.
Office Automation Systems: Essential Skills

1. Electronic Diaries and Calendars:

These tools help manage schedules, appointments, and tasks electronically, offering
advantages over traditional paper-based methods:
 Improved organization: Easily view and manage your schedule, including meetings,
deadlines, and reminders.
 Increased efficiency: Schedule appointments with colleagues, share calendars for team
collaboration, and set automated reminders to avoid missed deadlines.
 Accessibility: Access your schedule from any device, allowing for greater flexibility and
convenience.

Popular options include Microsoft Outlook Calendar, Google Calendar, and Apple
Calendar.

2. Electronic Notice Boards:

These digital displays replace physical bulletin boards, offering several benefits:

 Wider reach: Information can be displayed to a wider audience within the office or organization.
 Dynamic updates: Information can be easily updated in real-time, ensuring everyone has
access to the latest news and announcements.
 Multimedia capabilities: Display text, images, videos, or presentations, making information
more engaging and visually appealing.
3. Teletext and Data Systems:

Teletext and data systems are less common today with the widespread adoption of the
internet. However, they were once used for:

 Teletext: Providing limited text-based information on certain TV channels, offering basic news,
weather, or financial updates.
 Data systems: Dedicated systems for accessing text-based information, such as stock market
data or airline schedules, often requiring specific hardware and software.
4. Teleconferencing:

Teleconferencing allows participants to hold meetings virtually from different locations

using various technologies:
 Video conferencing: Enables participants to see and hear each other in real-time, promoting
face-to-face interaction despite physical distance.
 Audio conferencing: Allows participants to hear each other through a phone or audio
connection, suitable for situations where video is not necessary.
 Web conferencing: Provides a combination of audio, video, and screen sharing capabilities,
enabling presentations, collaboration, and real-time interaction.

Teleconferencing offers numerous benefits, including reduced travel costs, increased

flexibility, and improved accessibility for remote participants.

5. Operating an Image Scanner:

Image scanners convert physical documents (paper, photos) into digital files. Here's a
basic overview of the process:

1. Place the document face down on the scanner bed.

2. Open the scanner software on your computer.
3. Select the desired scanning options (resolution, file format, etc.).
4. Initiate the scan.
5. Save the scanned document file to your computer.

Scanned documents can then be edited, stored electronically, or shared easily.

6. Computerized Faxing:

Computerized faxing allows sending and receiving fax documents through a computer
and internet connection, eliminating the need for dedicated fax machines. It offers
several advantages:

 Cost-effective: Eliminates the cost of purchasing and maintaining fax machines and traditional
phone lines.
 Increased efficiency: Send faxes directly from your computer, saving time and effort compared
to traditional methods.
 Improved document management: Easily store and manage sent and received faxes
electronically.

Many online services and software applications offer computerized faxing capabilities.