Data Entry and Keyboarding Skills Notes for Class 9 IT (402) in Hindi. Learn keyboard and mouse usage, typing techniques, and typing software in a simple and precise manner as per the latest CBSE syllabus.

Use Keyboard and Mouse for Data Entry

Keyboarding Skills

• The keyboard is the most commonly used text-based input device.
• A standard keyboard generally has more than 100 keys.
• Some symbols and commands require pressing multiple keys simultaneously or in sequence.

Touch Typing

• Touch typing is a method of typing without looking at the keyboard.
• In this method, the typist relies on finger movement and muscle memory to locate keys.
• Muscle Memory – A touch typist remembers key locations through muscle memory.
• Home Row and Finger Placement – Touch typing typically uses eight fingers placed on the middle row of the keyboard, known as the Home Row.
• Touch typing can be performed using:
  • Both hands
  • A single hand
• Correct finger positioning helps the typist quickly return to the keyboard and continue typing efficiently.

Types of Keys

• The keyboard is the most commonly used input device for entering data into a computer.
• Although devices like mouse, touchscreen, and voice recognition systems are available, keyboards remain the primary tool for text input.
• A computer keyboard contains different types of keys, each designed for specific functions.

Alphanumeric Keys

• These keys include all alphabet letters (A–Z) and numbers (0–9).
• They are mainly used for typing text and numerical data.

Punctuation Keys

• These keys are used to enter punctuation marks and mathematical symbols.
• Examples include:
  • Comma (,)
  • Period (.)
  • Semicolon (;)
  • Brackets ([ ])
  • Parentheses ({ })
  • Plus (+)
  • Minus (−)
  • Equal (=)

Alt Key

• Alt stands for Alternate Key.
• It works like a secondary control key.
• It is used in combination with other keys to perform special functions and shortcuts.

Arrow Keys

• Arrow keys are used to move the cursor in different directions:
  • Up (↑)
  • Down (↓)
  • Left (←)
  • Right (→)
• They can be used along with Shift or Alt keys for additional navigation functions.

Backspace Key

• Deletes the character immediately to the left of the cursor.
• Moves the cursor one position backward after deletion.

Caps Lock Key

• Caps Lock is a toggle key.
• When activated, all alphabetic characters are typed in uppercase letters.
• Pressing it again turns off uppercase typing.

Ctrl Key

• Ctrl stands for Control Key.
• It is used along with other keys to perform shortcut commands.
• The function of Ctrl combinations depends on the software being used.

Delete Key

• Deletes the character at the current cursor position.
• Removes selected text, files, or objects.
• In text editing, it deletes characters to the right of the cursor.

Enter (Return) Key

• Used to execute commands.
• Moves the cursor to the beginning of the next line while typing text.

Esc Key

• Esc stands for Escape Key.
• Used to cancel operations, close menus, or exit programs and tasks.

Function Keys (F1–F12)

• These are special-purpose keys labeled F1 to F12.
• Their functions vary depending on the software or application being used.

Numeric Keypad

• The numeric keypad is mainly used for entering large amounts of numerical data.
• It is located on the right side of the keyboard.
• It resembles a calculator keypad.
• It contains:
  • Numbers (0–9)
  • Addition (+)
  • Subtraction (−)
  • Multiplication (*)
  • Division (/)
  • Decimal point (.)
  • Num Lock key
  • Enter key

Home Keys

• Home keys are the keys where fingers are placed before typing.
• Alphabets ASDF are home keys for the left hand and; (semi-colon) LKJ for the right hand.

Guide Keys

• F and J are known as Guide Keys.
• F is the guide key for the left hand.
• J is the guide key for the right hand.
• Both keys contain a small raised mark or bump.

Typing and Deleting Text

Typing Text

• Text can be entered into a document using the letter keys on the keyboard.
• Each key press inserts the corresponding character at the cursor position.

Deleting Text

• Text can be deleted using the Backspace key or the Delete key.
• Backspace Key removes the character to the left of the cursor.
• Delete Key removes the character to the right of the cursor.

Typing Numbers

• Numbers can be typed using:
  • The number keys on the top row of the keyboard.
  • The numeric keypad (when Num Lock is enabled).

Typing Capital Letters

• Caps Lock is used to type capital letters continuously.

Typing Symbols

• To type the upper symbol, press and hold the Shift key while pressing the required key.
• Shift is commonly used to type symbols such as: @, %, & etc.

Typing Sentences

• The Spacebar is used to insert spaces between words.

Creating New Lines and Paragraphs

• The Enter or Return key is used to move the cursor to a new line.

Guide for Typing

• The cursor is the blinking vertical line that indicates where the next character will appear.

Pointing Devices

• Pointing devices are used to select objects directly from the computer screen.
• They eliminate the need to type commands for many tasks.

Examples of Pointing Devices

• Mouse
• Joystick
• Light Pen
• Touch Pad
• Trackball
• Touch Screen

Mouse

• A mouse is the most commonly used pointing device.
• It is used to point, select, open, and manipulate objects on the screen.
• Common uses of a mouse include:
  • Selecting menu options
  • Opening files and folders
  • Resizing windows
  • Clicking icons
  • Dragging and dropping objects

Parts of a Mouse

• Left Button
• Right Button
• Scroll Wheel (Rolling Object)
• Handling Area (Body of the Mouse)

Proper Mouse Handling

• The index finger is placed on the left mouse button.
• The middle finger is placed on the right mouse button.
• The thumb and ring finger hold the sides of the mouse.
• A mouse click is performed by pressing and releasing a button quickly.

Mouse Pointer

• The mouse pointer is a graphical symbol that shows the mouse position on the screen.
• Common Mouse Pointer Shapes
• Arrow Pointer – Used for selecting and moving objects.
• I-Beam Pointer – Appears over text and indicates where text can be typed or selected.
• Hand Pointer – Appears over hyperlinks on web pages and indicates clickable links.
• Hyperlinks – When the pointer changes to a hand symbol, it indicates a hyperlink.

Mouse Operations

Click or Left Click

• Used to select an item on the screen.
• Performed by pressing and releasing the left mouse button once.

Double Click

• Used to:
  • Open files and folders
  • Start programs
  • Execute actions in applications

Right Click

• Used to display a shortcut menu or context menu.

Drag and Drop

• Used to move an object from one location to another.
• Commonly used for moving files, folders, images, and other objects.

Scroll

• Used to move a document or webpage up and down.
• Performed using the scroll wheel located between the mouse buttons.

Blocking (Text Selection)

• Blocking is used to select text for editing, copying, deleting, or formatting.
• The selected text appears highlighted and is ready for further operations.

Typing Ergonomics

• Typing ergonomics provides the physical and logistical support required for efficient and effective typing.
• Proper ergonomics helps improve typing speed, accuracy, comfort, and reduces fatigue.

Sitting Posture

• Sit straight while typing.
• Slightly bend the neck forward.
• Keep the lower back supported by the backrest of the chair.
• Place both feet flat on the floor.

Position of Hands

• Keep forearms level with the keyboard.
• Place palms facing downward.
• Keep wrists straight.
• Maintain approximately a 90-degree angle at the elbows.

Monitor Placement

• Do not bend the neck while viewing the monitor.
• Keep the top edge of the monitor at eye level.
• Maintain a viewing distance of about 60–65 cm for a 17-inch screen.

Mouse and Keyboard Placement

• Keep the keyboard and mouse close together.
• Maintain an approximate distance of 20 cm between them.
• Ensure that the keyboard, mouse, and elbows are at the same height.

Chair and Table Placement

• Adjust the chair and table to a comfortable height.
• The chair should provide proper support to the lower back.
• Keep keyboards and vibrating devices such as printers on separate tables.

Placement of Matter to be Typed

• Place the document to be typed on the left or right side of the keyboard.
• Preferably use a Copy Holder with a sloping surface.
• Proper placement reduces unnecessary neck and eye movement.

Positioning of Fingers on the Keyboard

• Correct finger positioning is essential for mastering keyboard skills.
• Touch typing is based on the Home Row Approach (Horizontal Approach).
• All eight fingers rest on the Home Keys during typing.
• The right-hand thumb is used to operate the Space Bar.

Allocation of Keys to Fingers

• Keyboard learning starts with:
  • Home Row (Second Row)
  • Upper Row (Third Row)
  • Bottom Row (First Row)
  • Number Row (Fourth Row)

Allocation of Keys on the Home Row (Second row)

Left Hand

• Little Finger → A
• Ring Finger → S
• Middle Finger → D
• Index Finger → F and G

Right Hand

• Index Finger → H and J
• Middle Finger → K
• Ring Finger → L
• Little Finger → ;

Allocation of Keys on the Upper Row (Third row)

Right Hand

• The left-hand little finger moves from ‘a’ to ‘q’.
• The right-hand little finger moves from ‘;’ to ‘p’.
• The ring fingers are used for the adjoining keys ‘w’ and ‘o’.
• Each finger reaches the upper-row key assigned to it while returning to its Home Row position afterward.

Typing Rule

• Keep other fingers on the Home Row.
• Move only one finger at a time.
• Return the finger to its Home Key after striking a key.

Allocation of Keys on the Bottom Row

Keys Z, X, C, V, B, N, M, Comma, Full Stop and ‘/’ sign are located on this row

Allocation of Keys on the Number Row

Left Hand

• Little Finger → 1
• Ring Finger → 2
• Middle Finger → 3
• Index Finger → 4 and 5

Right Hand

• Index Finger → 6 and 7
• Middle Finger → 8
• Ring Finger → 9
• Little Finger → 0

Using Numeric Keypad

• The numeric keypad consists of four columns and five rows.
• The row containing 4, 5, 6, and + is called the Home Row of the numeric keypad.
• The 5 key acts as the Guide Key.
• It contains a small raised mark that helps locate other keys without looking.
• The 0 key is operated using the right-hand thumb.

Successful Keyboarding Tips

• Press keys with a light (feather) touch.
• Release keys immediately after pressing them.
• Avoid holding keys for too long.
• Do not look at the keyboard while practicing.
• Use only the finger assigned to a particular key.
• Follow proper typing ergonomics.
• Be patient while learning and correcting mistakes.
• Maintain a balance between speed and accuracy.
• Practice words, sentences, passages, and numerical data regularly without looking at the keyboard.

Using Typing Software

Introduction to Rapid Typing Tutor

• Rapid Typing Tutor is a Free and Open-Source Software (FOSS) used for learning typing skills.
• The software includes typing lessons and games to make learning enjoyable.
• It helps users improve typing speed, accuracy, and keyboard familiarity.

Touch Typing Technique

• Touch typing is a method of typing without looking at the keyboard.
• Touch typing improves both speed and accuracy.

• Stage One

• Learn the Home Row keys of the keyboard.
• Avoid looking at the keyboard while typing.
• Practice lower row, upper row, number row, uppercase letters, and special symbols.

• Stage Two

• Memorize commonly used syllables.
• Practice typing words containing those syllables.

• Stage Three

• Type actual text passages.
• Improve typing speed, rhythm, and accuracy through continuous practice.

Touch-Typing Rules

• F and J keys represent the base position on a QWERTY keyboard.
• These keys contain small raised marks that help locate the Home Row without looking.
• Always return fingers to the Home Row after pressing a key.

Numeric Keypad Touch Typing

• The 5 key acts as the guide key on the numeric keypad.
• Finger placement:
  • Index Finger → 4
  • Middle Finger → 5
  • Ring Finger → 6
• Typing Uppercase Letters and Symbols
  • Uppercase letters are typed using the Shift key.

Rapid Typing Tutor Interface

Taskbar

• Used to select:
  • Keyboard Layout
  • Typing Level
  • Lesson Category
  • Background

Horizontal Buttons

• Located at the top-right corner.
• Include:
  • Options
  • About
  • Help

Vertical Buttons

• Located at the top-left corner.
• Include:
  • Lesson
  • Statistics
  • Lesson Editor

Text Panel

• Displays the text to be typed.
• Can be edited through Lesson Editor.

Lesson Control Panel

• Used to:
  • Start lessons
  • Pause lessons
  • Resume lessons
  • Control sound settings

Virtual Keyboard

• Helps users learn touch typing with all ten fingers.
• Highlights the keys to be pressed.

Starting a Lesson in Rapid Typing Tutor

• Select the keyboard layout.
• Choose the typing level.
• Select the lesson category.
• Choose the desired lesson.
• Press any key to begin.
• Place fingers on the Home Row and start typing.

Lesson Control Options

• Play (►) – Start or resume a lesson.
• Pause (║) – Pause the lesson.
• Restart – Restart the current lesson.
• Sound Control – Enable, disable, or adjust sound effects.

Progress Indicators

• Green Progress Bar – Shows the percentage of lesson completion.
• Yellow Progress Bar – Indicates the acceptable typing time for each character. If the bar runs out, the software records a rhythm break.

How to Interpret Results

• After completing a lesson, the Results Dialog Window displays your performance.
• It contains two tabs: Rating and Errors.
• The Rating tab shows your skill level from Beginner to Champion.
• It also displays Words Per Minute (WPM), Characters Per Minute (CPM), and Accuracy (%).
• The Errors tab helps you review mistakes made during the lesson.
• Green letters indicate correct inputs.
• Yellow letters indicate correct inputs typed slower than the acceptable time.
• Red letters indicate incorrect inputs.
• Orange letters indicate incorrect inputs typed slower than the acceptable time and represent the worst result.

Performance Metrics

• Overall Skill Level
• Words Per Minute (WPM)
• Characters Per Minute (CPM)
• Accuracy Percentage

Color Indicators

• Green – Correct input.
• Yellow – Correct input but slower than expected.
• Red – Incorrect input.
• Orange – Incorrect and delayed input (worst performance).
• After completing a lesson, the Results Dialog Window displays your performance.
• It contains two tabs: Rating and Errors.
• The Rating tab shows your skill level from Beginner to Champion.
• It also displays Words Per Minute (WPM), Characters Per Minute (CPM), and Accuracy (%).
• The Errors tab helps you review mistakes made during the lesson.
• Green letters indicate correct inputs.
• Yellow letters indicate correct inputs typed slower than the acceptable time.
• Red letters indicate incorrect inputs.
• Orange letters indicate incorrect inputs typed slower than the acceptable time and represent the worst result.
• Reviewing these results helps improve typing speed and accuracy.

Error Window

• Displays detailed error and delay statistics.
• Shows graphical and tabular reports.
• Helps identify difficult letters and keys.
• Highlights areas that require additional practice.

Viewing Statistics

The Statistics section allows users to monitor typing progress.

Available Statistics

• CPM (Characters Per Minute)
• WPM (Words Per Minute)
• Typing Accuracy
• Lesson-wise Progress
• Day-wise Progress

Features

• View graphical reports.
• View lesson-wise statistics.
• Remove selected records if required.
• Analyze overall improvement.

View and Analyse Statistics

• Open the Statistics section to view the results of completed lessons.
• The Statistics screen displays your progress in both graphical and table formats.
• Press Ctrl + 1 to view CPM (Characters Per Minute) progress.
• Press Ctrl + 2 to view WPM (Words Per Minute) progress.
• Press Ctrl + 3 to view changes in typing accuracy across lessons.
• Select a lesson and press Delete to remove a metric from the statistics.
• Use the Taskbar to choose the keyboard layout, level, and course for which you want to view statistics.
• Switch between Lesson Group (statistics by lessons) and Day Group (statistics by days) using the drop-down menu on the Taskbar.

Detailed Lesson Statistics

• To view statistics for a specific lesson, select the lesson from the right table and click the Lesson tab.
• The Lesson tab displays the same performance data shown after completing the lesson.
• It helps you review your speed, accuracy, and typing mistakes for that lesson.

Working with Lesson Editor

Calculating Typing Speed

Typing speed can be measured using:

• Words Per Minute (WPM)
• Characters Per Minute (CPM)
• Keystrokes Per Minute (KPM)

Types of Speed

• Gross Speed (Simple Speed) – Includes all entries.
• Net Speed – Excludes typing errors.

Type	Description	Formula
WPM (Words Per Minute)	Number of words typed in one minute.	WPM = (Words without errors + Words with errors) ÷ Time spent (in minutes)
Net WPM	WPM excluding words with errors.	Net WPM = WPM − (Words with errors ÷ Time spent in minutes)
CPM (Characters Per Minute)	Number of characters typed in one minute.	CPM = (Characters without errors + Characters with errors) ÷ Time spent (in minutes)
Net CPM	CPM excluding characters with errors.	Net CPM = CPM − (Characters with errors ÷ Time spent in minutes)
KPM (Keystrokes Per Minute)	Number of keystrokes made in one minute.	KPM = (Keystrokes without errors + Keystrokes with errors) ÷ Time spent (in minutes)
Net KPM	KPM excluding keystrokes with errors.	Net KPM = KPM − (Keystrokes with errors ÷ Time spent in minutes)

Typing Accuracy

• Typing accuracy is the percentage of correct entries out of total entries typed.

Description	Formula
Accuracy based on correctly typed words.	Accuracy = (100% − (Words with errors × 100%) ÷ Total number of words)
Accuracy based on correctly typed characters.	Accuracy = (100% − (Characters with errors × 100%) ÷ Total number of characters)
Accuracy based on correctly typed keystrokes.	Accuracy = (100% − (Incorrect keystrokes × 100%) ÷ Total number of keystrokes)

Typing Rhythm

• Typing rhythm means pressing keys at regular and equal intervals.
• Consistent rhythm improves speed and accuracy.
• Rapid Typing Tutor uses a Slowdown Indicator to monitor rhythm.

Description	Formula
Percentage of words typed incorrectly.	Errors % = (Words with errors × 100%) ÷ Total number of words
Percentage of characters typed incorrectly.	Errors % = (Characters with errors × 100%) ÷ Total number of characters
Percentage of incorrect keystrokes.	Errors % = (Incorrect keystrokes × 100%) ÷ Total number of keystrokes

Good Typing Speed

• Average professional typing speed: 50–80 WPM
• Some jobs require: 80–95 WPM
• Advanced typists often exceed: 120 WPM

World Records

• Stella Pajunas achieved 216 WPM in 1946.
• Barbara Blackburn maintained:
  • 150 WPM for 50 minutes
  • 170 WPM for shorter durations
  • Maximum speed of 212 WPM.