ecdl/icdl module 2 - using computers & managing files (windows xp) - presentation slides
DESCRIPTION
ECDL/ICDL Module 2 - Using Computers & Managing Files (Windows XP) - Presentation Slides. This module requires candidates to demonstrate knowledge and competence in using the common functions of a personal computer and its operating system. Among other tasks, candidates will learn to operate effectively within the desktop environment and how to manage and organise files and directories/folders. On completion of this module each candidate will be able to: Use the main features of the operating system including adjusting the main computer settings and using built-in help features Operate effectively around the computer desktop and work effectively in a graphical user environment Know about the main concepts of file management and be able to efficiently organise files and folders so that they are easy to identify and find Use utility software to compress and extract large files and use anti-virus software to protect against computer viruses Demonstrate the ability to use simple text editing and print tools available within the operating systemTRANSCRIPT
European Computer Driving
Licence
Module 2 – Using the Computer and Managing Files
Section 1 – Getting Started
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 1
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 2
Ergonomics
Lighting – rooms should be
well lit and windows should
have blinds to avoid sunlight
Ventilation – windows
should open to allow free
circulation of fresh air
Monitors – should be
positioned away from
sunlight and windows
Furniture – use an
adjustable chair with good
back support set to the
correct height for comfortable
use of keyboard and mouse
Accessories – use
copyholders and footrests
where necessary
Ergonomics refers to design and functionality which includes the following
factors
Ergonomics
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 3
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 4
Health and Safety Back problems
bad posture / seating long periods
Repetitive Strain Injury (RSI)
disorders affecting neck, limbs and back
numbness and tingling in limbs
Paper cuts
refilling printers / photocopiers
Eyestrain
working too long, glare or poor lighting
Electric shocks
incorrect practice / dangerous wiring
Tripping / Falling down
trailing wires
Safety Precautions
adequate lighting & ventilation
blinds to block direct sunlight
legroom to move around
suitable desktop space
keep desktop surfaces tidy
adjustable chair to provide safe
& comfortable posture
cables safely secured
take frequent short breaks
wear your glasses!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 5
Personal Privacy
Right to privacy is a fundamental
human right
The advance in computerised
technology makes it easier to store
and share information
See what can go wrong with some
case studies!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 6
The Data Protection Act 1998 Came into force in March 2000
Sets rules for the processing of
personal information
Applies to paper records as well as
computerised records
Intended to protect the privacy of
individuals
Full details can be found at:
www.dataprotection.gov.uk
For Singapore Data Protection Act
2012, click: http://app.mica.gov.sg/Default.aspx
?tabid=487
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 7
Data Protection Principles There are 8 enforceable
principles – data must be:
Fairly and lawfully
processed
Obtained for specific
purposes only
Adequate, relevant and
not excessive
Accurate and up-to-date
Kept no longer than
necessary
Processed in accordance
with the data subject’s
rights
Cannot be transferred to
other countries without
similar protection
Kept safe and secure from
outsiders
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 8
Copyright
Computer software is copyright
material
Covered by Copyright, Designs
and Patents Act 1988
You don’t “buy” the software
You pay for a licence to install
and use the software on one
machine – see the End User
Licence Agreement (EULA)
You are breaking the law if you
make a copy of software and
give/sell it to someone else
Accessibility
Used by People with
Disabilities
Voice Recognition Software:
convert speech into text on
the screen or commands to
control programs (Limited
Mobility)
Screen Reader: tells user
what is on the screen, either
speech or Braille output (for
the Blind or Visually
Impaired)
Screen Magnifier: enlarge
display on the screen (Low
Vision or Visually Impaired)
On-Screen Keyboard: type
data using a pointing device
or joystick (Mobility Impaired)
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 9
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 10
The Environment Recycle printer cartridges
Recycle printer paper
Use Print Preview facility to check
your work before printing
Do you REALLY need a printout?
Print for a purpose!
Use power schemes to reduce
amount of electricity (Screen Saver)
CD-ROMs, electronic documents all
reduce the need for printed materials
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 11
Backing Up Data
You should always back up your data on a regular basis
Keep a second copy of important files on a Thumb Drive or DVD and store it separately from your PC. (Store off-site)
Your data is much more valuable than your computer equipment - it’s priceless
You can protect your PC equipment with insurance, but this will not replace your data!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 12
Data Security Confidential information must be kept
securely
Only authorised personnel should have access
to confidential information
Password should be changed regularly
Password should not be revealed
User ID and password to login into system
Different access rights for different persons
in organisation by login with different User IDs
Lock your computer to furniture. Thieves
don’t need password to get your data. They
might just steal your PC
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 13
Computer Viruses Viruses are small programs which
are designed to cause damage to a computer or whole networks by spreading and replicating itself
Examples of Virus: Time bomb, Macro viruses, Worm, Trojan Horse, etc
Your PC can catch a virus by sharing files on disks/CDs, viewing/downloading files on the web and from e-mail attachments
The only protection against this is having anti-virus software installed on your machine
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 14
Protection against viruses
Scan files for viruses before opening
them
Make sure you keep your antivirus
software up to date – Thousands of
viruses are made daily – it only takes
one to wreak havoc on your computer
If on broadband, install a firewall to
prevent unauthorised people or
hackers from gaining access to your
personal data in your computer
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 15
What is software?
Primarily a list of instructions coded in a special way
that computers can understand
Operating system software – eg Windows which works in
the background and controls your software and hardware
devices
Applications software – eg Microsoft Word – software used
to perform tasks
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 16
Operating System Software
A series of programs that
organise and control a
computer Provides an interface so that the
user can communicate with the
computer
Communicates between
software and hardware devices
Organises the storage and
retrieval of information
Manages the smooth running of
programs running in RAM by
allocating the required resources
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 17
Popular Operating Systems
Microsoft Windows is the
most widely-used operating
system (OS)
OS2 is an OS created by IBM
Macintosh (MacOS) was
created by Apple
Linux is a popular alternative
open-source OS
MS-DOS was precursor of
Windows but text-based
Unix is another OS used in
companies or universities
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 18
What Happen When You Switch
On Your Computer ? A Power On Self Test
(POST) and boot-up are
carried out to make sure
your CPU, memory chips
and other vital
components are working
If they are, then information
is transferred to RAM to start
up your operating software
If not, then an error
message will appear on
screen
BIOS (Basic Input/Output
System) is stored in ROM
The PC start-up software
is stored in ROM so it can
be used time and time
again.
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 19
Software Updates
Software is constantly
updated to give the user
improved features
Most software manufacturers
will provide updates to solve
problem issues
Software manufacturers will
provide new versions to
comply with new operating
systems
Be careful with software
versions – a file created in
Word 2007 may not be
opened on a PC running
Word 97 or Word 2003
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 20
Graphical User Interface
GUI Enables users to click and point at icons and menus on
screen, instead of typing in computer commands
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 21
Applications Software
Word processor – used for typing letters, memos, reports etc
Spreadsheet – used for performing calculations (eg Accounts) and for creating Charts
Database – used for storing large quantities of data which can be interrogated to display specified pieces of information
Desktop Publishing – used for creating newsletters, booklets, posters, cards etc
Presentation – used for creating presentations which can either be displayed on screen, or printed onto overhead projection film or 35 mm slides.
Web browsers – allows users to view and download information from the world wide web
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 22
Examples of Application Software
Microsoft Office – which comprises:
Word (Word Processing)
Excel (Spreadsheet)
Access (Database)
PowerPoint (Presentation)
Publisher (Desktop Publishing)
Outlook (E-mail Management)
FrontPage (Web Page Creation)
Internet Explorer / Netscape
Navigator / Mozilla / Opera
(Web Browsers)
CorelDraw / Photoshop (Photo
Editing)
Final Fantasy (Games)
AutoCAD (3D Design)
Instant Messaging (IM) Must have computer & internet connection
Instant real time text communication globally
Program known as instant messenger is used
for text or chat communication.
Alerts you when somebody on your list is
online.
Allows you to send files such as documents
and pictures.
Nowadays, programs such as Windows MSN
(Messenger) and Skype are used as instant
messengers and VoIP. Some users make use
of web cam during IM or VoIP communications.
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 23
Voice Over Internet Protocol (VoIP) Communicate in real time using voice with
another person/s.
It is a telephone conversation over
Internet. Sometimes this is referred to as
Internet telephony or IP telephony.
Using your computer, internet
connection, a VoIP program, a
microphone and speakers/headphones.
There are no additional charges for these
voice calls because these happen over the
same Internet service used for Web
browsing and e-mail.
Eg: Skype,
Google Talk
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 24
Web log (Blog)
Website posted in chronological
order
Online diary / journal website
Readers can leave comments on
Blog
I have created a Blog for
students taking ICDL Test:
ICDL-TEST.Blogspot.com
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 25
Podcast
Audio & Video are broadcast
over the internet
Constantly updated content
Uses RSS feed to subscribe to
updated content
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 26
RSS Feeds
RSS stands for Really
Simple Syndication
A way of publishing
frequently updated content
such as news headlines,
football scores, stock prices,
weather information, etc
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 27
Virtual Communities Virtual or Online Communities
Social Networking Sites:
MySpace, Facebook, Bebo,
Twitter, etc
Allow you to share information
like photos and videos with
your friends online
Allow you to write Blogs and sent
messages to your friends
Fantastic way of making new
friends and have fun
Be aware not every member in
communities are genuine.
Keep personal information
like your phone no, your
address Private
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 28
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 29
Starting the Computer
Computer consists of System Unit, Keyboard, Monitor, Mouse.
Check whether Computer is Switch On.
Press the power switch on
the front of the system unit
You may also need to
switch on the monitor
REMEMBER: WORK SAFELY!!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 30
Logon to Computer Click SSA and type password
After a short period, the Windows desktop will appear
The Windows Desktop
Application
Icons
Taskbar
Start
button
System
Tray
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 31
Recycle
Bin
Folder
Icon Desktop
Background
Quick launch toolbar
Desktop Icons A directory/folder
icon
Double-click on one of these to open the
folder and select a file
A file icon Double-click on this to open the file in the
application that created it, eg Word
An application
icon
Double-click on this to launch the
application
Recycle bin If you delete a file, it is stored here. You
can retrieve it later if you change your
mind
Printer icon You will learn more about printing later in
this module
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 32
Using the mouse
Depending on where the
mouse pointer is on screen, a
different icon appears
This is the general pointer and means that the
computer is ready to do something
The hourglass shows that the computer is busy,
so you should wait until it goes back to normal
When the pointer changes to a two-headed
arrow you can resize a window
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 33
Mouse clicks Left-click - this means press
the left mouse button once. Clicking once selects an item.
Double-click - this means press the left mouse button twice quickly. Double-clicking is used to launch a program from the Desktop.
Right-click – this means press the right mouse button once. This opens a pop-up menu. Left-click on a menu item to perform that action.
Drag - Click on the item, hold down the left mouse button and move the mouse – as soon as you release the mouse button, the item will move to its new position.
Single-click
– press this
button once
Double-click
– press this
button twice
Right-click
– press this
button once,
a pop-up
menu
appears
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 34
Arranging Icons Move mouse pointer to blank part
of Desktop and right-click. A
Shortcut Menu is displayed.
Un-tick Auto Arrange
Click and drag any icon to
around the Desktop
Right-click to launch Shortcut
Menu
Arrange Icons By Name. See
the Desktop icons are now
arranged neatly by name
Tick on Auto Arrange
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 35
The Taskbar
The most important part of
the taskbar is the Start
button – click on this to
access all programs,
documents and computer
settings
Quick launch toolbar shows
icons for frequently used
programs
The main part of the taskbar
will show which programs are
currently running – each
button represents a program
In the bottom right hand
corner is the System Tray –
if you hover your mouse over
the time, today’s date will
appear!
……..……………Main taskbar area………………….
Start
button
Quick launch toolbar System Tray
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 36
The Start Menu
Use the Start button to start an
application
Move the mouse pointer over it and
click once
The Start menu appears
If your chosen application doesn’t
appear in the Start menu, click on
All Programs
Move the mouse pointer to your
required application and click once
The application will start!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 37
Start Menu – All Programs Move the mouse over All Programs
Move the mouse over Accessories
Move the mouse over System Tools
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 38
Start Menu – My Recent Documents Some PCs will have a link to
recently used documents
(depending on how Windows
has been set up)
Click on Start then My
Recent Documents
A list of the last 15 files
opened will appear
To open a file, click on it once
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 39
Viewing recently used files
Some PCs will have a link to
recently used documents
(depending on how Windows
has been set up)
Click on Start then My Recent
Documents
A list of the last 15 files opened
will appear
To open a file, click on it once
40 Module 2 - Using Computers & Managing Files - Working with Files
Opening Windows
Click Start | My Computer.
The My Computer window
will open
A named button,
is displayed on the Taskbar
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 41
Title bar
Menu bar
Toolbar
Hard Drive Icon
Folder Icons
The Parts of a Window
Title bar
Status Bar
Menu bar
Minimise, maximise and close buttons
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 42
What They All Mean Title bar This shows the name of the program
Menu bar Has labels which when clicked on produce drop down
menus with options to choose from
Status bar Gives information about the current status of the program
you are working in
Minimise icon Clicking on this makes the window disappear but a button
appears on the taskbar. To restore the window, click once
on the taskbar button
Maximise
button
Clicking on this makes the window fill the screen
Restore button Clicking on the restore icon will restore a maximised
window to its previous size
Close button Click this once to close a window
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 43
Storage Areas Click Start Button Click My Computer
Click C: Click File Menu Click Properties
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 44
Moving and Resizing a Window
To move a window, click on
the title bar and drag the
window to its new position
To resize a window, move
the mouse pointer to any of
the borders. A two-headed
arrow will appear. Drag to
make the window bigger or
smaller
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 45
Scroll Bars
If a window is too small to display the full contents, scroll bars will appear
To move to the top of the window, click on the up arrow
To move to the bottom of the window, click on the down arrow
To move quickly up or down, drag the scroll bar
You can also scroll from left to right if a window isn’t wide enough
Click here to scroll up
Drag the scrollbar up
and down to move
quickly
Click here to scroll down
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 46
Working with more than one window
If you have two windows on
screen, you can switch between
them by clicking anywhere inside
each window
Or you can click on the taskbar
buttons
To display 2 windows side by side,
right click on the taskbar and
select Tile Windows Horizontally
or Tile Windows Vertically
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 47
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 48
Managing the System Click Start button
Click Control Panel
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 49
Managing the System
Double Click System icon.
Click Hardware tab
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 50
Managing the System Click Device Manager
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 51
Managing the System Click Human Interface
Devices
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 52
Managing the System
Windows Task Manager shows
software currently running
Right click on any blank part of the
Taskbar Click Start Task
Manager
Using Help
Click Start
Click Help and
Support
Click Index
Type background
on Search box and
Press Enter
Type printer drivers
on Search box and
Press Enter
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 53
Title bar Index button
Toolbar
Hard Drive Icon
Folder Icons
Shut Down Your Computer
Close all open programs
Click on the Start button
Click on Turn Off Computer
Click on the Turn off icon
Most modern computers will
switch themselves off
automatically
Handy Hint: Alt + F4 will
also bring up the Turn off
computer dialogue box!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 54
Restart Your Computer
Click on the Start button
Click on Turn Off Computer
In the dialogue box that
appears, click on Restart
Click on OK
Handy Hint: Pressing
Ctrl + Alt + Delete twice in
quick succession will do the
same job on a stand-alone
PC!
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 55
European Computer Driving
Licence
Module 2 – Using the Computer and Managing Files
Section 2 – Managing Files
56 Module 2 - Using Computers & Managing Files - Section 2 -
Managing Files
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 57
How memory is measured
RAM is divided into millions
of units called Bytes
Smallest Unit = 1 bit
Each byte contains 8 bits
1024 bytes = 1 kilobyte (KB)
1024 KB = 1 megabyte (MB)
1024 MB = 1 gigabyte (GB)
1024 GB = 1 terabyte (TB)
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 58
File Storage
These are needed to store
data on your computer
Most popular devices are:
Floppy disk drive – this stores
smaller files (1.44MB)
Hard disk drive – this stores all
your programs and data (500GB
– 3TB)
CD ROM drive – software and
games are normally supplied on
CD ROM disks. Information is
read-only and cannot be
changed (650MB)
CDR/CD-RW drive – large amounts
of data can be stored on a CDR or a
CD-RW disk (650MB)
DVD ROM drive – these can be used
to watch films etc (7GB)
Network drive – online drive for
storing and sharing your information
securely. (5GB- 2TB)
Storage Areas
Click Start Button Click My Computer
Click C: Click File Menu Click Properties
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 59
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 60
Other Storage Devices
Zip Drive (Obsolete)
Uses zip disks which can store
either 100Mb or 250Mb of data
Jazz Drive (Obsolete)
Similar to a zip drive but can
store up to 1Gb of data
Tape Drive (Obsolete)
Uses data cartridges for backing
up data on servers
Very slow access compared to
other options
USB Thumb Drive / Flash
Memory
Plug into a USB port
Typical storage – 4 GB, 16GB,
32GB and 64GB ($5 - $60)
Network Drive
Online File Storage
Share Your Information (Photos,
Music, Video & Any Digital
Content) Securely with Friends
(5GB – 2 TB)
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 61
Removable Storage Comparison
Device Capacity Price of Media
Floppy disk 1.44Mb NA (Obsolete)
Zip 250Mb NA (Obsolete)
USB Thumb drives* 4GB – 64GB $5 - $60
CDRW 650MB $1.20
DVDRW 7Gb $1.50
Hard drives* 500GB – 3TB $92 - $225
Network drives (Online storage) 5GB - 2TB FREE - $20/month
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 62
What is RAM?
Used to store information on a temporary basis (eg: software, text document etc)
CPU transfers information from the hard disk drive to RAM
Information can then be processed
Information stored in RAM is temporary
When the computer is switched off, anything stored in RAM is lost
This type of memory is called volatile memory
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 63
File Sizes
A simple Word document will
measure approx 20KB
A 12 page report with
pictures will take up much
more space – maybe 300KB
A 100 page user manual with
photos and screenshots
could be at least 2MB in size
Microsoft Excel, for example,
takes up approx. 6Mb of hard
disk space
0
1000
2000
3000
4000
5000
6000
Text
document
12 page
report
100 page
manual
Microsoft
Excel
Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 64
Computer Performance
Two main factors will
determine how quickly your
computer works
The speed of the processor
measured in Megahertz(MHz)
or Gigahertz(GHz)
The amount of RAM installed
measured in Megabytes(MB)
Each time you launch
software, the program is
transferred to RAM
If you have several programs
running at once, this will slow
down your computer!
Folders and Files Click Start. Click My Documents
Double-click CIA DATA FILES folder
65 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Folders and Files Double-click ECDL folder.
Double-click 2 Managing Files folder. There are 17 files displayed
66 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Folder View Click Start
Click My Computer
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 67
Title bar Menu bar
Toolbar View List
Folders button
Folder View Click Folders button
Click Local Disk (C:)
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 68
Folder
Folders
Pane
View
Pane
Title bar
Toolbar View List
Folders button Menu bar
Navigating to a file or folder
If you look at the left-hand pane you will
see the folder structure
Notice how ECDL has a plus sign next to
it?
This means that there are folders/files
inside that folder
Click on the folder name in the left-hand
pane to select it
The contents of that folder will display in
the right-hand pane!
69 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Expanding and collapsing folders
Click on a plus sign
Any folders contained inside
that folder will display in the
left-hand pane
This is called expanding
An expanded folder will now
show with a minus sign
Click on the minus sign to
collapse the view
A collapsed folder will now
show with a plus sign
Expanded ECDL folder
Collapsed
ECDL folder
70 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Folder View
Click + icon to
expand ECDL folder
Click + icon to
expand CIA Core
Modules folder
Click 2 Managing
Files Folder
Click – icon to
collapse folder
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 71
Title bar
Menu bar
Toolbar View List
Folders button
Folders
Pane
View
Pane
Folder View Click View List
Click Details view
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 72
Folder
Folders
Pane
View
Pane
Title bar
Toolbar View List
Folders button Menu bar
Changing the appearance
Click on the View menu to see the
different views
Thumbnails will display pictures
Tiles will display large icons
Icons will display smaller icons
List will display a list in columns
Details will show you details about
each item
73 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
File Types
Windows recognises many file
types
When you save a file, Windows
will add a full stop followed by a
(usually) three letter extension
It depends on how your computer
is set up as to whether or not you
will be able to see these
Windows uses the file extension
to identify the program used to
create the file
74 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Popular File Extensions .doc .docx Word document produced in MS Word
.mdb .accdb Access database file produced in MS Access
.ppt .pptx PowerPoint presentation file produced in MS PowerPoint
.xls .xlsx Excel spreadsheet produced in MS Excel
.avi .mpeg Video files
.exe Executable file, i.e. a program
.bmp Bitmapped graphic produced in a graphics package
.jpg .gif .tif Different types of image / graphics files
.tmp Temporary file. One used by the system during a process
.txt Plain text file created in Notepad
.rtf Rich text format file created in Wordpad
.pdf Portable document file created in Adobe Acrobat
.wav .mp3 Audio or Sound files
.zip Compressed (zipped) archive file
.htm .html Web page file
75 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Sorting File Display You can change the order in
which files are displayed in
the right hand pane
Go to the View menu and
select Details
Click on the bar above
Name, Size, Type or Date
Modified to show in
ascending order
Click again to show the files
in descending order
76 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Directories / folders All documents you create are called files
As you use your computer, you will create more and more files
Files are organised into folders that are also given names
Windows automatically creates the My Documents folder for you to save your work in
77 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
The C: Drive
Click Start then My Computer
Double-click on the icon representing
the hard disk (C:)
A window will appear showing the
folders on the C: drive
Click on the folders icon
This will show a more detailed view
78 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Creating New Folders
Click Start
Click My Documents
From the File menu select
New then select Folder
Type in the folder name
and press the Enter key
Click away from the
newly created folder
Repeat as necessary
79 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Creating Sub Folders
Double-click on the
folder to open it
From the File menu
select New then select
Folder
Type in the folder name
and press the Enter key
Click away from the
newly created folder
Repeat as necessary
80 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Copying Files and Folders
Use the clipboard to copy files
Select the files you want to copy
From the Edit menu click on Copy
Select the folder where you want the copies to go to
From the Edit menu click on Paste
Handy hint: you can use keyboard shortcuts – Ctrl + C to copy, Ctrl + V to paste
81 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Moving Files and Folders
Use the clipboard to move files
Select the files you want to move
To move a file click on Edit then Cut
Select the folder where you want the files/folder to go to
From the Edit menu click on Paste
Handy hint: you can use keyboard shortcuts – Ctrl + X to cut, Ctrl + V to paste
82 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Copying/moving files using Drag & Drop Another way to move or copy
file(s) is to select them and
drag them to a new location
If you drag to a folder on the
same drive the files will be
moved
If you drag to a folder on a
different drive, the files will
be copied
Hold down the Ctrl key when
you drag to copy files on the
same drive
83 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Selecting Multiple Files
Rather than selecting files and
folders one by one, you can
select multiple files
To select adjacent files, click on
the first file, hold down the Shift
key then click on the last file
To select non-adjacent files,
click on the first file, hold down
the Ctrl key then click on
another file
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Right click on the file
Select Properties from the pop-up menu
To make a file read only, click on Read only so a tick appears
To remove the read-only status uncheck the Read only box
If you try to edit a Read only file a message will be displayed
Viewing Object Properties
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Renaming Files and Folders
Right-click on the file name
Select Rename from the
pop-up menu
Type in a new name for the
file then press the Enter key
Click in an empty part
of the same window
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Deleting Files & Folders
Select the files or folder you want to delete
Press the Delete key on the keyboard
If the files were originally on your hard disk,
they will be stored in the Recycle bin
If you delete files from your USB Thumb
Drive, they are instantly deleted!
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The Recycle Bin
Temporary storage area for deleted files
Double-click on the Recycle Bin icon on
your Windows Desktop
A window opens showing you the Recycle
Bin contents
To permanently delete the files click on
File then Empty Recycle Bin
If you want to retrieve a file, right click on
it and select Restore from the pop-up
menu
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Searching for files
Click on Start then Search
The Search Companion
appears
Click on All files and folders
If you know all or part of the
name of the file you are
looking for, type it in the
document name text box
You can also narrow down
your search by selecting the
C: drive or My Documents
89 Module 2 - Using Computers & Managing Files - Working with Files
Searching for Files/Folders You can also narrow your
search by adding extra criteria
such as:
Date modified
File size
More advanced options
including Type of File (eg Word
document)
Click on the Search button
Windows will search for files
that meet the criteria – files will
appear in the right-hand pane
To open a file, double-click on it
90 Module 2 - Using Computers & Managing Files - Working with Files
Using Wildcards
If you don’t know the exact
file name use wild cards
S*.doc will search for Word
documents beginning with S
*.xls will search for all Excel
spreadsheet files
S?????.doc will search for
Word documents where the
file name is six letters
beginning with S
? replaces one character
* replaces any number of
characters
91 Module 2 - Using Computers & Managing Files - Working with Files
Using Windows Explorer You can also use Windows Explorer
Click on Start then All Programs then Accessories then
Windows Explorer
A similar window to My Documents will appear
92 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files
Hint: Press Alt + F4
( Close Window)
Press Alt + Tab
(Switch Window)
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Module 2 – Using the Computer and Managing Files
Section 3 – Print Management
93 Module 2 - Using Computers & Managing Files – Section 3 –
Print Management
Changing the default printer If you click on the print icon,
the document will be sent to
the default printer
To change the default
printer (so every document
prints to it)
Click on Start, Printers
and Faxes
Right-click the printer you
want to change to
Select Set as Default
A tick will appear next to it
94 Module 2 - Using Computers & Managing Files - Section 3 - Print Management
Add a New Printer
Most printers will come with an installation CD
If you don’t have one, try the following steps:
Click on Start, Printers and Faxes
Click on the Add printer icon
Follow the on-screen instructions
95 Module 2 - Using Computers & Managing Files - Section 3 - Print Management
Add a New Printer
Select the printer manufacturer and model
Click Yes to set as default printer
Click Yes to print a test page
If the test page doesn’t print out, you can click to start the Printer trouble-shooter!
96 Module 2 - Using Computers & Managing Files - Section 3 - Print Management
Print Jobs
When you send a document to the printer, a printer icon will appear in the System Tray
Double-click on the printer icon to view a print job’s progress
You can pause, restart or cancel a print job from here by right-clicking on the file and selecting the appropriate option
97 Module 2 - Using Computers & Managing Files - Section 3 – Print Management
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Module 2 – Using the Computer and Managing Files
Section 4 – Running Applications
98 Module 2 - Using Computers & Managing Files - Section 4 -
Running Applications
Launching WordPad
Click Start
Click All Programs
Click Accessories
Click WordPad
WordPad will appear on screen
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
WordPad WordPad is a Text Editor Software
Type in some text
Click File. Click Save
100 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Title bar
Menu bar
Toolbar
New icon
Open icon
Save icon
Print icon
Saving WordPad Files The Save As dialogue box
appears
Type a file name into the file name box
Click Save button
Click Close icon to exit WordPad
All WordPad files are saved as Rich Text Format
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To Save or To Save As?
File, Save
Use this to save a file for the
first time
Use this to save changes
made to a file
When you select Save the
original file will be
overwritten
File, Save As
Use this to save a file using
a different file name
Use this to save a file to a
different location
Use this to save a different
version of a file
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Opening an existing file
Open WordPad
Click File
Click Open
The Open dialogue box
appears
Unless you choose otherwise
the contents of My Documents
will be displayed
Double-click on the file name
to open that file
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
Printing a Document
Click the print icon to print
one copy from the default
printer
Click File then Print to give
you more options
You can choose which pages
to print and how many copies
Make your selections then
click on the OK button
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
Using Print Screen It can be useful to take a
screenshot of your screen –
this is used in all computer
manuals and books!
To take a screenshot of the
whole screen press the Prt
Scr key
To take a screenshot of the
active window, press Alt +
Prt Scr
Open a new Word
document and click on the
paste icon!
105 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Switch between Applications Click Start | All Programs | Accessories | Calculator
Click Start | All Programs | Accessories | WordPad
On Taskbar click Calculator. On Taskbar click WordPad
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Hint: Press Alt + F4
( Close Window)
Press Alt + Tab
(Switch Window)
Closing an Application On Taskbar click Calculator. Click Close button on Calculator
On Taskbar click WordPad. Click Close button on WordPad
107 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Close button
Close button
Hint: Press Alt + F4
( Close Window)
Press Alt + Tab
(Switch Window)
What to do if your mouse stops working
Press Ctrl + S to save the changes
made to your document
Use the Tab key to move to the save
button and press the Enter key
Press Ctrl + F4 to close the file
Press Alt + F4 to exit the program
Press Alt + F4 again to exit Windows
Check your mouse connection – has it
come loose at the back? Reconnect
and switch on the computer again
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
Closing a Non-Responding Program
If a program “freezes” press
Ctrl + Alt + Delete
On a stand-alone PC the
Task Manager will appear
All the applications running
will appear on the
Applications tab
If a program has the words
“Not Responding” after it,
click on it once then click on
the End Task button
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
Install/Uninstall an Application Click Start | Control Panel
Click Add or Remove Programs
110 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Add or Remove Program icon
Install/Uninstall an Application Click on the program you want to remove, then click on
Change/Remove. Follow on-screen instructions
111 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Create Desktop Icons Click Start | All Programs | Accessories
Move mouse over Calculator and Right-click
From shortcut menu, select Send To | Desktop (create shortcut)
Click away from the menus
A Calculator icon appears on the Desktop
112 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Creating/Removing A Desktop Icon
Click on Start then All Programs and point at the program (eg Solitaire)
Right-click on the program name and point at Send to and select Desktop (create shortcut)
The icon will appear on your desktop
To delete an icon, right-click on it and select Delete
Click on Yes to confirm
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
Creating other icons
Create a shortcut to your
printer to gain quick access
to your print jobs!
Click Start, Printers and
Faxes
Drag the default printer icon
(the one with a tick next to it)
onto the desktop
Double-click on the icon to
check the status of your print
jobs!
Create a shortcut to a file that
is used a lot!
Find the file using My
Computer
Drag the file name onto the
Desktop
Double-click on the icon will
open that file in the program
that created it!
114 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Handy Tips Save your work every 20
minutes
Check to see if the program
has an autosave function
switched on – it may be
possible to recover your work
when you restart
Any files that you have saved
to the hard disk or floppy disk
are safe
Don’t have too many programs
open at once
A quick way to check if your
computer has crashed is to
press the Caps Lock key – if
the keyboard light doesn’t
come on or go off, the chances
are your PC has crashed
Restart your computer – with a
fresh restart the problem might
disappear
As a last resort only, press and
hold in the power switch for 5
seconds to switch off the
system unit
115 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Making backup copies Always keep a second copy of
important files on USB Thumb Drive,
DVDRW or External Hard Disk
If your computer breaks down, gets
infected by a virus or is stolen, your
important data will be safe
Store your backups in a separate
location (off-site)
Although you can insure your computer
equipment against fire and theft, your
data is irreplaceable!
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Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications
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Module 2 – Using the Computer and Managing Files
Section 5 – Using Compress
117 Module 2 - Using Computers & Managing Files – Section 5 -
Using Compress
Compressing Files If you want to send a file as
an e-mail attachment,
compress it so it is faster to
send and receive
All files of over 500Kb
should be compressed
Windows XP comes with its
own compression tool called
Compressed Folders
You can also compress files
with WinZip – a very popular
shareware program which
can be downloaded from the
web
118 Module 2 - Using Computers & Managing Files – Section 5 - Using Compress
Compressed Folders Compressing files
Select the file(s) you want to
compress
Right-click on one of the
files and select Send to then
Compressed folder from
the pop-up menu
A compressed folder icon
will appear
Extracting files
Right-click on the
compressed file
Select Extract All from the
pop-up menu
The Extraction wizard
appears
Follow the step-by-step
instructions
119 Module 2 - Using Computers & Managing Files – Section 5 - Using Compress
WinZip
Zipping
Select the files you want to
compress
Right-click on one of the files
Select WinZip then Add to
xxxx.zip
Click on the Use Evaluation
Version button
A zipped file icon will appear
Unzipping
Right-click on a zipped file
icon
Select WinZip then
Extract to here
WinZip will unpack all the
files in the archive to the
folder
120 Module 2 - Using Computers & Managing Files – Section 5 - Using Compress
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Module 2 – Using the Computer and Managing Files
Section 6 – Virus Control
121 Module 2 - Using Computers & Managing Files – Section 6 -
Virus Control
Module 2 - Using Computers & Managing Files – Section 6 - Virus Control 122
Computer Viruses Viruses are small programs which
are designed to cause damage to a computer or whole networks by spreading and replicating itself
Examples of Virus: Time bomb, Macro viruses, Worm, Trojan Horse, etc
Your PC can catch a virus by sharing files on disks/CDs, viewing/downloading files on the web and from e-mail attachments
The only protection against this is having anti-virus software installed on your machine
Computer Viruses A virus is a small program
designed to damage
computer files
Your PC can “catch” a virus
whilst surfing the web, or by
sharing files on USB
Thumb Drives, CDs, DVDs
or files attached to emails
You must have antivirus
software installed on your
PC
Scan files for viruses before
opening them
Keep your antivirus software
updated at least weekly
123 Module 2 - Using Computers & Managing Files – Section 6 - Virus Control
Module 2 - Using Computers & Managing Files – Section 6 - Virus Control 124
Protection against viruses
Scan files for viruses before
opening them
Make sure you keep your antivirus
software up to date – Thousands of
viruses are made daily – it only
takes one to wreak havoc on your
computer
If on broadband, install a firewall to
prevent unauthorised people or
hackers from gaining access to your
personal data in your computer
Anti-Virus Protection Applications Click Start | All Programs | AVG or
Click Start | All Programs | Sophos
125 Module 2 - Using Computers & Managing Files – Section 6 - Virus Control
Virus Detected!
126 Module 2 - Using Computers & Managing Files – Section 6 - Virus Control
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Module 2 – Using the Computer and Managing Files
Section 7 – Control Panel
127 Module 2 - Using Computers & Managing Files – Section 7 -
Control Panel
Control Panel Click Start | Control Panel. Click Switch to Classic View
Double-click System icon
128 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Regional and Language Option
System Information
System Information
The System Properties window appears which will tell you the following:
The current version of Windows
Who Windows is registered to and the serial number
Type and speed of processor, followed by the amount of RAM installed
129 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Change keyboard/language Your keyboard should be set to English UK
To change the keyboard to type in a different
language:
Double-Click Regional and Language
Options
Click the Languages tab
Click on Details to view more options
130 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Date and Time To change the date/time, click Start, Control Panel then Date & Time
Select your options then click on OK
131 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Changing the Background
Right-click on an empty part of
the desktop and select
Properties
From the window that appears,
click on the Desktop tab
In the Background section,
scroll up and down and click on a
background (the preview window
will show you what it looks like)
When you find one you like, click
on OK
132 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Other Display Options Click Themes tab – this
allows you to choose a
scheme of wallpaper,
screensavers, icons etc
Click Appearance tab – from
here you can change display
fonts, windows and dialogue
boxes.
133 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Screen Saver
Click on Start then Control
Panel then Display
From the window that appears,
click on the Screensaver tab
In the Screensaver section,
scroll up and down and click on a
screensaver (the preview window
will show you what it looks like)
When you find one you like, click
on Apply then OK
134 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Changing Screen Resolution
Click on Start then Control
Panel then Display
From the window that appears,
click on the Settings tab
Drag the screen resolution
slider to change the resolution
Select the colour quality required
from the Colour Quality
dropdown menu
135 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Sound To change the volume, click Start, Control Panel then Sounds and
Audio Devices. Select your options then click on OK
136 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel