sample windows 2000_foundation_manual_corporate

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Microsoft Windows 2000 Foundation Level Training Manual Corporate Edition

C C T G L O B A L . C O M

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© 1995-2001 Cheltenham Computer Training Crescent House 24 Lansdown Crescent Lane Cheltenham Gloucestershire GL50 2LD, UK Tel: +44 (0)1242 227200 Fax: +44 (0)1242 253200 Email: [email protected] Internet: http://www.cctglobal.com All trademarks acknowledged. E&OE. © Cheltenham Computer Training 1995-2001 No part of this document may be copied without written permission from Cheltenham Computer Training unless produced under the terms of a courseware site license agreement with Cheltenham Computer Training. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Computer Training and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Computer Training shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Computer Training. Whilst every effort is made to eradicate typing or technical mistakes, we apologize for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Computer Training (Normally supplied in Adobe Acrobat format) If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information Cheltenham Computer Training reserves the right to alter the licensing conditions at any time, without prior notice. No terms or conditions will affect your rights as defined under UK law. Please see the site license agreement available at: www.cctglobal.com/agreement Courseware Release Version 5.0

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FOR USE AT THE LICENSED SITE(S) ONLY Cheltenham Computer Training 1995-2001 - www.cctglobal.com

INTRODUCING WINDOWS 2000 ............................................................................................................ 1 DISCOVER WINDOWS 2000 ......................................................................................................................... 2

To run ‘Discover Windows 2000’........................................................................................................... 2 THE WINDOWS 2000 DESKTOP ................................................................................................................... 3 THE WINDOWS 2000 START ICON............................................................................................................... 4

The ‘more commands here’ arrow ......................................................................................................... 5 The ‘Sub-menus here’ arrow .................................................................................................................. 5

THE WINDOWS 2000 TASKBAR................................................................................................................... 6 THE WINDOWS 2000 RECYCLE BIN ............................................................................................................ 7 THE WINDOWS 2000 MY COMPUTER ICON................................................................................................. 8 THE WINDOWS 2000 ‘MY NETWORK PLACES’ ICON ................................................................................. 9 REVIEW QUESTIONS .................................................................................................................................. 10

WINDOW COMPONENTS AND SELECTION TECHNIQUES......................................................... 11 THE TITLE BAR ......................................................................................................................................... 12

What is the Title Bar?........................................................................................................................... 12 To maximize or restore a window using the Title bar .......................................................................... 12

THE SCROLL BARS .................................................................................................................................... 13 To move up and down within a window................................................................................................ 13 To move right to left within a window .................................................................................................. 13 To scroll through a window at speed.................................................................................................... 13

MAXIMIZE, MINIMIZE, RESTORE AND CLOSE BUTTONS............................................................................ 14 To minimize a window .......................................................................................................................... 14 To maximize a window ......................................................................................................................... 14 To restore a maximized object to run in a window............................................................................... 14 To minimize all program windows simultaneously............................................................................... 15 To reverse the effect of minimizing all windows................................................................................... 15 Restoring a window from the Taskbar by single clicking on it ............................................................. 15 What is the Close icon used for? .......................................................................................................... 15 To close a program using the Close icon ............................................................................................. 15 To close a window using the keyboard ................................................................................................. 15

BORDERS................................................................................................................................................... 16 To make a window taller or shorter ..................................................................................................... 16 To make a window narrower or wider ................................................................................................. 16 To re-size a window in two dimensions simultaneously ....................................................................... 16

THE CONTROL ICON .................................................................................................................................. 17 What is the control icon?...................................................................................................................... 17 To open the Control menu .................................................................................................................... 17

DIALOG BOXES ......................................................................................................................................... 18 To open a dialog box ............................................................................................................................ 18

TEXT BOXES.............................................................................................................................................. 19 To enter text into a text box .................................................................................................................. 19

LIST BOXES............................................................................................................................................... 20 What are list boxes? ............................................................................................................................. 20

DROP DOWN LIST BOXES.......................................................................................................................... 21 CHECK BOXES AND RADIO BUTTONS........................................................................................................ 22

Check boxes vs. Radio buttons ............................................................................................................. 22 To select and de-select check boxes...................................................................................................... 22 To select and de-select a radio button.................................................................................................. 22

COMMAND ICONS...................................................................................................................................... 23 To use a command icon ........................................................................................................................ 23

TABS ......................................................................................................................................................... 24 What are tabbed dialog boxes? ............................................................................................................ 24 To move between different tabs in a dialog box ................................................................................... 24

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MOUSE SELECTION TECHNIQUES .............................................................................................................. 25 Select then manipulate! ........................................................................................................................ 25

KEYBOARD SELECTION TECHNIQUES ........................................................................................................ 27 Keyboard shortcuts............................................................................................................................... 27

DRAG AND DROP TECHNIQUES.................................................................................................................. 28 What is ‘dragging and dropping’ ......................................................................................................... 28 Moving vs. coping................................................................................................................................. 28 To move an icon on your Desktop ........................................................................................................ 28

THE ‘OTHER’ MOUSE BUTTON.................................................................................................................. 29 To use the right-hand mouse button ..................................................................................................... 29 Example pop-up menu .......................................................................................................................... 29

WHAT ARE PROPERTY SHEETS? ................................................................................................................ 30 What are Property Sheets? ................................................................................................................... 30 To open a property sheet ...................................................................................................................... 30

REVIEW QUESTIONS .................................................................................................................................. 31 STARTING TO USE WINDOWS 2000 ................................................................................................... 33

WHAT IS THE START ICON? ....................................................................................................................... 34 Right-clicking the Start Icon................................................................................................................. 34

THE START MENU ..................................................................................................................................... 35 Left-clicking the Start Icon ................................................................................................................... 35 To display the Start menu using a mouse ............................................................................................. 35 To display the Start menu using a Windows 2000 aware keyboard ..................................................... 35 To close the Start menu using a mouse................................................................................................. 35 To close the Start menu using the keyboard ......................................................................................... 35

THE START ICON - PROGRAMS .................................................................................................................. 36 What is the Programs group?............................................................................................................... 36

THE START ICON - DOCUMENTS................................................................................................................ 37 What is the Documents group?............................................................................................................. 37 To clear the contents of the Documents menu ...................................................................................... 37

THE START ICON - SETTINGS..................................................................................................................... 38 WINDOWS HELP ........................................................................................................................................ 39

To open the Windows Help windows .................................................................................................... 39 THE START ICON - RUN............................................................................................................................. 40

To use the keyboard to open the Run dialog box.................................................................................. 40 THE START ICON - SHUT DOWN ................................................................................................................ 41 THE STARTUP FOLDER .............................................................................................................................. 42

To view the contents of the Startup folder ............................................................................................ 42 WHAT IS THE TASKBAR? ........................................................................................................................... 43

To use the right-hand mouse button on the Taskbar to customize........................................................ 43 To use the Taskbar clock to access the Date/Time Properties ............................................................. 43

CONTROLLING APPLICATIONS FROM THE TASKBAR ................................................................................. 44 To use the Taskbar to switch between programs.................................................................................. 44 Using the Taskbar to close a program ................................................................................................. 44

TILING AND CASCADING WINDOWS USING THE TASKBAR........................................................................ 45 To tile or cascade your open windows ................................................................................................. 45

ARRANGING YOUR DESKTOP ICONS.......................................................................................................... 46 To customize your Desktop icon arrangement ..................................................................................... 46

REVIEW QUESTIONS .................................................................................................................................. 47 HELP WITHIN WINDOWS 2000............................................................................................................ 49

HELP WITHIN THE START MENU ............................................................................................................... 50 To get Help using the Help menu ......................................................................................................... 50

USING THE F1 KEY TO GET HELP............................................................................................................. 51 To obtain Help using the F1 key........................................................................................................... 51

‘WHAT'S THIS’ HELP................................................................................................................................. 52

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To obtain ‘What's This’ Help................................................................................................................ 52 WIZARDS................................................................................................................................................... 53 REVIEW QUESTIONS .................................................................................................................................. 54

THE WINDOWS 2000 ACCESSORIES .................................................................................................. 55 WHAT IS WORDPAD? ................................................................................................................................ 56

To start WordPad ................................................................................................................................. 56 To enter text into WordPad .................................................................................................................. 56 To save a WordPad file ........................................................................................................................ 57 To create a new document within WordPad......................................................................................... 58

WORDPAD - EDITING AN EXISTING DOCUMENT ....................................................................................... 59 To open an existing WordPad file ........................................................................................................ 59

WHAT IS PAINT?........................................................................................................................................ 60 To start the Paint program ................................................................................................................... 60

PAINT - DRAWING TOOLS.......................................................................................................................... 61 THE CALCULATOR..................................................................................................................................... 63

To start the Calculator ......................................................................................................................... 63 To see what a key does in the Calculator ............................................................................................. 63 To switch to Scientific mode ................................................................................................................. 63

THE CLOCK ............................................................................................................................................... 64 To view the Clock ................................................................................................................................. 64 To view the date.................................................................................................................................... 64 To change the date or time ................................................................................................................... 64

REVIEW QUESTIONS .................................................................................................................................. 65 THE EXPLORER, MY COMPUTER & RECYCLE BIN..................................................................... 67

WHAT ARE DRIVES, FOLDERS AND FILES? ................................................................................................ 68 THE EXPLORER VS MY COMPUTER........................................................................................................... 69

To open My Computer .......................................................................................................................... 69 To open the Windows Explorer window - the easy way........................................................................ 69

THE WINDOWS EXPLORER WINDOW......................................................................................................... 70 WINDOWS EXPLORER TOOLBARS.............................................................................................................. 71

Standard Toolbar icons ........................................................................................................................ 71 To hide/unhide the Standard Toolbar................................................................................................... 72 To hide/unhide the icons description.................................................................................................... 72 Address Bar Toolbar ............................................................................................................................ 72 To hide/unhide the Address Bar Toolbar.............................................................................................. 72 Links Toolbar ....................................................................................................................................... 72 To hide/unhide the Links Toolbar......................................................................................................... 72

LONG FILE NAMES .................................................................................................................................... 73 FOLDER SELECTION TECHNIQUES ............................................................................................................. 74

To view the contents of a folder (displayed on right) ........................................................................... 74 To expand a branch one level............................................................................................................... 74 To open all folders on a disk ................................................................................................................ 74 To close all the folders within the Explorer.......................................................................................... 74

SWITCHING DRIVES................................................................................................................................... 75 FOLDER CREATION.................................................................................................................................... 76

To create a new folder within the Windows 2000 Explorer.................................................................. 76 To create a folder directly from the Desktop, using a pop-up menu..................................................... 77

MOVING OR COPYING FILES AND FOLDERS............................................................................................... 78 To copy files the hard way using the Windows Explorer...................................................................... 78 To easy way to copy files ...................................................................................................................... 78 To move files within the Explorer......................................................................................................... 78 Shortcut for copying files to a diskette ................................................................................................. 79 To use Cut, Copy and Paste to manipulate files ................................................................................... 79 To copy a file to the Clipboard, from the Explorer .............................................................................. 79

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To cut (i.e. move) a file to the Clipboard, from the Explorer ............................................................... 79 To paste a file from the Clipboard to the Explorer............................................................................... 79

RENAMING FILES OR FOLDERS .................................................................................................................. 80 To rename files or folders using the Explorer ...................................................................................... 80 To rename files or folders - the easy way ............................................................................................. 80

DELETING FILES OR FOLDERS ................................................................................................................... 81 To delete a file or folder ....................................................................................................................... 81 To physically delete a file without it first being sent to the Recycle Bin............................................... 82

THE RECYCLE BIN AND DELETED FILES.................................................................................................... 83 To delete files or folders by dragging to the Recycle Bin ..................................................................... 83 To view the Recycle bin window........................................................................................................... 84 To empty the Recycle Bin...................................................................................................................... 84 To restore, i.e. ‘undelete’ files that are contained within the Recycle Bin .......................................... 85

STARTING PROGRAMS VIA THE EXPLORER................................................................................................ 86 CREATING SHORTCUTS ON THE DESKTOP.................................................................................................. 87

What is a ‘Desktop Shortcut’................................................................................................................ 87 To create shortcut icons on the Desktop the hard way......................................................................... 87 To create shortcut icons on the Desktop the easy way ......................................................................... 87

REVIEW QUESTIONS .................................................................................................................................. 88 PRINTING.................................................................................................................................................. 91

WHAT IS A PRINTER DRIVER? ................................................................................................................... 92 INSTALLING A PRINTER DRIVER................................................................................................................ 93

To install a new printer driver.............................................................................................................. 93 SETTING UP A PRINTER.............................................................................................................................. 94

To configure a printer .......................................................................................................................... 94 DEFAULT AND INSTALLED PRINTERS ........................................................................................................ 95 CONTROLLING PRINT QUEUES .................................................................................................................. 96

To display the print queue .................................................................................................................... 96 VIEWING INSTALLED FONTS...................................................................................................................... 97

To view installed fonts .......................................................................................................................... 97 REVIEW QUESTIONS .................................................................................................................................. 98

THE CLIPBOARD AND ‘DRAG AND DROP’...................................................................................... 99 BASIC CLIPBOARD CONCEPTS ................................................................................................................. 100

To copy information to the Clipboard ................................................................................................ 100 To cut information to the Clipboard................................................................................................... 100 To paste information from the Clipboard........................................................................................... 100 To use pop-up menus to cut or copy data ........................................................................................... 101 To use pop-up menus to paste data..................................................................................................... 101

LINKING VS EMBEDDING ........................................................................................................................ 102 To link data......................................................................................................................................... 102 To embed data .................................................................................................................................... 102

IN-PLACE ACTIVATION OF EMBEDDED OBJECTS ..................................................................................... 103 To activate an embedded object ......................................................................................................... 103

LINKING IN ACTION - EXCEL AND WORD................................................................................................ 104 To link an Excel chart to a Microsoft Word document....................................................................... 104

REVIEW QUESTIONS ................................................................................................................................ 105

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Introducing Windows 2000 1 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


Introducing Windows 2000 When you have completed this learning module you will have:

• Seen how to take a tour of the features in Windows 2000 • Seen the Windows 2000 Desktop • Understood the functions of the Start Icon • Understood the functions of the Taskbar • Understood the functions of the Recycle Bin icon • Understood the functions of the My Computer icon • Understood the functions of the My Network Places icon

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2 Introducing Windows 2000 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


Discover Windows 2000

Windows 2000 Foundation - Introduction - Slide No. 2© Cheltenham Computer Training 1995-2000

Discover Windows 2000

• Take a tour of the new features

To run ‘Discover Windows 2000’

• Click on the Start Icon. Select the Programs folder, then select the Accessories folder, then select the System Tools folder.

• Select the Getting Started command. The Getting Started with Windows 2000 window will be displayed. Select Discover Windows from the opening dialog box. You may see a dialog box asking you to place the Windows 2000 CD-ROM into your CD-ROM or DVD drive. If so, do this, and then follow the on-screen prompts.

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The Windows 2000 Desktop


The Windows 2000 Desktop

• Highly Functional• Uncluttered• Easy to use

The Windows 2000 Desktop (i.e. the background screen) looks un-

cluttered and almost inviting. The emphasis is on encouraging you to work with applications (word-processors, databases etc) with the least amount of hassle and without a detailed technical knowledge of Windows 2000. The icons on the Desktop allow you to view and interact with Windows 2000.

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The Windows 2000 Start Icon


The Start Icon

• Easy to use• Allows you to access your

programs and your data• Allows you to configure your

copy of Windows 2000 to suit you

The Start Icon provides a launch point for all your applications, such as

your word-processor, spreadsheet, databases etc. Clicking on the Start Icon displays a list of options. The programs that you use, such as Microsoft Word will be displayed in a sub-list if you move the mouse pointer to Programs.

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The ‘more commands here’ arrow

In the example shown, moving the mouse printer to Programs, displays a sub-menu as illustrated.

Clicking on the small arrow at the bottom of the list will display more options, as illustrated. This feature allows you to see a short, uncluttered list of recently used commands, but also a more detailed, complete menu listing if required!

The ‘Sub-menus here’ arrow

Some groups within the Programs listed, such as Accessories, contain an arrow pointing to the right. Moving the mouse pointer to these arrows will display a further sub-menu, as illustrated.

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The Windows 2000 Taskbar


The Taskbar• Displays any programs that you are running• Displays the time• Contains the Start icon

The Start Icon

System Clock

Running Applications

Quick launch toolbar

The Taskbar (normally positioned at the bottom of the screen) provides a

constant view of which applications are running on the system and an easy way to switch between them. The Taskbar provides a holding place for displaying icons of all applications that are running. As you start to run more programs the Taskbar automatically re-sizes its icon view of the applications to ensure that they can always be seen. The Taskbar also provides additional information such as the time, power consumption information (on laptop computers), and volume control if you have a sound card fitted.

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The Windows 2000 Recycle Bin


The Recycle Bin• Allows you to

retrieve files that you may have accidentally deleted!

When items are deleted they are first moved to the Recycle Bin. As long

as files are in the Recycle Bin they can easily be recovered. Windows 2000 will preserve files until the system starts to run low on free disk space. When this happens Windows 2000 will physically delete the contents of the Recycle Bin.

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The Windows 2000 My Computer Icon


My Computer• Allows

access to items such as your disks

All of the main aspects concerning configuration and access to the

computer resources, such as the hard disk and diskettes (floppy disks), are contained within the My Computer group. Double clicking on any drive icon within this group will display a window containing further information about the selected item. Access to the Windows 2000 Control Panel is also possible from ‘My Computer’.

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The Windows 2000 ‘My Network Places’ Icon


My Network Places• Allows you easy

access to your networks

My Network Places provides an easy way to connect to other computers

(and shared recourses, such as printers) on your network.

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Review Questions


Review Questions

1. Explain the functions of the Start Icon.

2. Explain the functions of the Taskbar.

3. Explain the functions of the Recycle Bin icon.

4. Explain the functions of the My Computer icon.

5. Explain the functions of the My Network Places icon.

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Window Components and Selection Techniques 11 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


Window Components and Selection Techniques When you have completed this learning module you will have:

• Understood the function of the various window components including the title bar, scroll bars, maximize, minimize and restore buttons and the borders.

• Seen how to use the Close button and Control menu icons. • Seen how to use dialog boxes, text boxes, list boxes, drop down

menus, check boxes, radio buttons, command buttons and tabbed dialog boxes.

• Understood the various mouse and keyboard selection techniques. • Seen how to use the concept of ‘drag and drop’. • Seen the importance of the right-hand mouse button in order to use

Windows 2000 efficiently. • Been introduced to the concept of property sheets.

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12 Window Components and Selection Techniques 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


The Title Bar


The Title Bar

• Provides added information

• May be used to maximize or restore window size

Title Bar

What is the Title Bar?

The Title Bar is displayed along the top of almost all program, folder and dialog box windows. It is used to display information such as the name of the application (or folder) and the document you are working on. Information that is displayed here may vary. For example, the example shows the title bar for a program called Microsoft Word, in which a document called PM-Windows-2000 v2 has been loaded or saved.

To maximize or restore a window using the Title bar

• Double click on the Title Bar to toggle between a maximized and windowed state.

Program running maximized Program running within a window

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The Scroll Bars


The Scroll Bars

• Allows for movement of text and graphics within a window

Scroll Bars

When a program or folder needs to display information within a window two sets of scroll bars may de displayed along the bottom and right side of the window. By using the scroll bars it is possible to move to any position within a document and also work on a document many times bigger than your physical screen size.

To move up and down within a window

• To scroll upwards in a window, click on the upwards-

pointing arrow at the top of the vertical scroll bar.

• To move downwards in a window, click on the downwards-pointing arrow at the bottom of the vertical scroll bar.

To move right to left within a window

• To move to the right-hand side of a window, click on the right-hand arrow on the horizontal scroll bar.

• To move to the left-hand side of a window, click on the left-

hand arrow on the horizontal scroll bar. To scroll through a window at speed

• Click on the scroll box and drag the small shaded box up and down the vertical scroll bar.

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Maximize, Minimize, Restore and Close Buttons


Maximize, Minimize, Restoreand Close Buttons

• Use the Maximize, Minimize and Restore buttons to size your applications

Minimize

Maximize

The Restore button is only visible when the window has been maximized

Running applications are displayed here

Close

The Close, Maximize, Minimize and Restore buttons are located in the top,

right-hand corner of every window. When you click on the Maximize button the window expands to fill the screen, the Minimize button reduces the window to an icon within the Taskbar and the Restore button returns the window to its original state. The Close button is used to close a program window or dialog box.

To minimize a window

• Click on the Minimize icon.

To maximize a window

• Click on the Maximize icon OR double-click on that windows Title Bar.

To restore a maximized object to run in a window

• Click on the Restore icon

OR double-click on that windows Title Bar.

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To minimize all program windows simultaneously

• Click on an empty part of the Taskbar, using the right-hand mouse button to display a pop-up menu.

• Select Minimize All Windows.

To reverse the effect of minimizing all windows

• Right click on an empty part of the Taskbar to display a pop-up menu. Select Undo Minimize All.

Restoring a window from the Taskbar by single clicking on it

In Windows 2000 all windows that have been minimized, minimize down to the Taskbar. In the example shown, Microsoft PowerPoint, Paint Shop Pro and My Computer have been minimized and are displayed in the Taskbar.

If you wish to see any of these minimized windows, simply click on the relevant icon within the Taskbar.

What is the Close icon used for?

The Close icon is located in the top, right-hand corner of every window. It allows you to close the window. If you have any un-saved work, Windows 2000 will first ask if you want to save your changes (to disk) before the application is removed from memory.

To close a program using the Close icon

• Move the mouse pointer to the Close icon and click once

using the left-hand mouse button.

To close a window using the keyboard

• Press Alt+F4 to close a selected window.

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Borders


Borders• Borders can be used for

resizing a window Click and drag the vertical border to make the window narrower or wider

Click and drag the horizontal border to make the window taller or shorter Click and drag the corner of the

window to re-size a window in two dimensions simultaneously

A thin border surrounds all windows. When working with multiple

applications you may need to re-size a particular window by manipulating the borders. The window can be re-sized by clicking on the horizontal, vertical, or corner of the border and dragging to the required new size or shape.

To make a window taller or shorter

• Move the mouse pointer to either of the horizontal borders. • Depress the left-hand mouse button (and keep it depressed). • Drag the mouse pointer up or down the screen. • Release the mouse button when the window is the size and shape

required. To make a window narrower or wider

• Move the mouse pointer to either of the vertical borders. • Depress the left-hand mouse button (and keep it depressed). • Drag the mouse pointer to the left or right across the screen. • Release the mouse button when the window is the size and shape

required. To re-size a window in two dimensions simultaneously

• Move the mouse pointer to any corner of the window. • Depress the left-hand mouse button (and keep it depressed). • Drag the mouse pointer diagonally across the screen. • Release the mouse button when the window is the size and shape

required.

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The Control Icon


The Control Icon• All windows have a Control (or System) icon• Click to display the Control (or System) drop down

menu

Control icon

What is the control icon?

The Control icon is located in the top, left-hand corner of each window and can be displayed by clicking once on the Control icon (a double mouse click will close the window!). The Control icon for Microsoft Word is illustrated.

To open the Control menu

• Click on the Control menu icon with the left-hand mouse button to display the Control drop down menu. Select from the following options:

Item Function Restore Restores the window to its original size. Move Moves an object to a new location. Size Re-sizes the active window. Minimize Minimizes the active window. Maximize Maximizes the active window. Close Closes the active window.

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Dialog Boxes


Dialog Boxes• Dialog boxes represent a fast way of displaying a wide

range of options from which you can make choices

To close a dialog box, press the Esc key

Windows 2000 uses dialog boxes to display information and allow easy

selecting of options. A simple dialog box may prompt you for a YES or NO response when performing a task such as saving changes when closing a file. However, when performing more complex selections such as a choice of font or character size, Windows 2000 uses multiple dialog boxes to help you make your selection.

To open a dialog box

The following example shows you how to open the Shut Down Windows dialog box. • Click on the Start Icon and choose Shut Down to display the Shut

Down Windows dialog box as illustrated.

• Select the option required from the dialog box by clicking on the drop down arrow and clicking on the required option. Then click on the OK button

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Text Boxes


Text Boxes• Allows you to enter text into dialog boxes

– Click in the text box and type in the text required

Note: Some text boxes have a down arrow on the right-hand side which, when clicked, will reveal a drop down list of available options

Dialog boxes contain different areas that allow you to specify certain

criteria. Some dialog boxes contain a text box which allows you to enter text such as a file name (when specifying a file you wish to open, or when performing a file search).

To enter text into a text box

• The following example demonstrates how to enter text into the text box in the Run dialog box. Click on the Start Icon to display the Start menu and then select the Run option to display the Run dialog box as illustrated.

• Click within the text box with the left mouse button and type in the

name of the program you wish to run, in this case we have entered calc (which will run the Windows calculator). Click on the OK button to run the Calculator program.

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List Boxes


List Boxes

• Select from a list of options displayed

What are list boxes?

A list box presents a pick list of entries on-screen that can be selected by clicking (or in some cases double clicking) the mouse over the required entry. A list box is designed to display multiple options and, as such, may not be large enough to display all the available options on-screen at one time. To solve this problem, list boxes often contain scroll bars to allow you to view all the information by scrolling up and down the list box.

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Drop Down List Boxes


Drop Down List Boxes

• Drop down list of options from which an item may be selected

Clicking here displays a drop down list

A drop down menu first appears as a single entry with a small downward

arrow on the right. Clicking with the arrow invokes the drop down list to display all of the options that may be selected (such as a type of font or a font size).

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Check Boxes and Radio Buttons


Check Boxes and Radio Buttons• Check boxes allows the selection of one or more

items• Radio buttons allow a single selection from a

range of options– These options are mutually exclusive

Radio Buttons Check Boxes

Check boxes vs. Radio buttons

Check boxes are represented by the presence (or lack of) a small cross in a box and often appear on configuration screens (such as configuring options for a word processor as illustrated on the attached slide). Check boxes are used when an option can either have an ON or OFF value. A collection of check boxes allow you to view many selections all at the same time that can have a value of either ON or OFF. Radio buttons are very similar to check boxes and work in the same way. However, radio buttons are represented by the presence (or lack of) a small button instead of a cross/tick. Radio buttons offer a list of mutually exclusive options.

To select and de-select check boxes

• To select a check box (to turn it on) click on it with the left-hand mouse button. A tick or cross will be displayed in the check box to indicate it is selected.

• To de-select a check box (to turn it off), click on it with the left-hand mouse button to remove the cross/tick and de-select the option.

To select and de-select a radio button

• To select a radio button (to turn it on) click on it with the left-hand mouse button. A small button will be displayed to indicate it is selected.

• To de-select a radio button (to turn it off), click on a different radio button in the group.

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Command Icons


Command Icons• Command icons provide a

shortcut to advanced features within your applications– Increasingly if you move the mouse

pointer to a command icon, then a pop-up will be displayed indicating the function of the icon

Command icons appear on toolbars that are usually located along the top

of the window in most applications. Command icons offer a shortcut to many commonly performed actions such as opening and closing files, getting Help or using a spell checker. The command icons available will vary depending on the application you are using, but most Windows-based products have a standard toolbar that changes very little between applications.

To use a command icon

• Click on the command icon required. The action the button performs is indicated on the icon itself.

• Note: Place the mouse pointer over any icon for a

pop-up description of what the icon does.

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Tabs


Tabs

• Some dialog boxes have multiple sections and categories

• Categories are separated by tabs• Click on each tab to choose available options

What are tabbed dialog boxes?

Many dialog boxes have multiple sections and categories. Such sections are separated by tabs (similar to the tabs on the cards in a card index box) and only the options on the currently highlighted tab can be viewed. When you select a different tab the original tab moves back and the new tab is brought into the foreground. Using tabs in this way permits a great many options to be viewed and selected without the need for a very large window.

To move between different tabs in a dialog box

• Click on the tab required. • The tab and the options available in it will be displayed. Any other tabs

will move behind the selected tab. • To move to another tab and view its options, simply click on the tab.

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Mouse Selection Techniques


Mouse Selection Techniques

REMEMBER THE WINDOWS TECHNIQUE

Select Then Manipulate!

Select then manipulate!

Selections using the mouse are simple and involve pointing and clicking. Different actions can be performed on text or icon selections depending on the number of clicks issued. The actions performed will also depend on the application you are using - it is worth experimenting. For instance double clicking on a word, within the Microsoft Word program will select the word.

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To change the mouse tracking speed - An example of selection techniques

The mouse tracking speed controls how quickly you need to click a mouse button in order to perform an action. For example, if the tracking speed is too fast, it may be more difficult to click the mouse button three times to select a paragraph. As a default the mouse tracking speed is set to fast. Although down to personal preference, you can set the mouse speed to a slower setting. • Click on the Start Icon and choose Settings and then Control Panel

to display the Control Panel, as illustrated.

• Double click on the Mouse icon from the Control Panel dialog box to

display the Mouse Properties dialog box.

• Make sure the Buttons tab is selected. In the Double-click speed

section, adjust the mouse speed as required by clicking on the slide and dragging towards Slow or Fast. Then click on OK to close the dialog box and double click on the Control icon in the top, left-hand corner of the Control Panel dialog box to close it.

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Keyboard Selection Techniques


Keyboard Selection Techniques• Accelerated application

interaction• Notice the keyboard

shortcuts on the example illustrated– Ctrl-N– Ctrl-O– Ctrl-S

Ctrl+P

Keyboard shortcuts

From within any application the speed at which you can select and configure options can be greatly increased by using keyboard shortcuts. Most major menu functions within an application will have an accompanying shortcut key sequence. To see if an option has a shortcut associated with it, click on the menu name to open the drop down menu. If a shortcut is available it may appear to the right of the option. As you become more accomplished at using an application it is a good idea to learn a few shortcuts - you will soon find that you use the shortcut in preference to the mouse without even thinking about it.

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Drag and Drop Techniques


Drag and Drop Techniques

• Allows you to move or copy items

Remember:

“Drag and drop” moves

Control +“Drag and drop” copies

What is ‘dragging and dropping’

Windows 2000 allows you to ‘drag and drop’ items. Using the drag and drop feature makes many complicated actions very simple to carry out. For example, you can move files from one folder to another in Windows. Or you can move icons on the Windows Desktop. To ‘drag and drop’ select an item and while depressing the left-hand mouse button, move the mouse pointer to a new location. When you release the mouse button, you will have dragged the selected item to the new location.

Moving vs. coping

Dragging and dropping normally moves the selected item. If however you depress the Control key while dragging and dropping, the move becomes a copy action!

To move an icon on your Desktop

• If necessary, close (or minimize) any programs that you may have running, so that you can see the Windows Desktop.

• Then click on the icon you wish to move and hold the right-hand (or left-hand) mouse button, you are now in ‘drag’ mode.

• Drag the icon to the location. • Release the mouse button and ‘drop’ the icon at the new location.

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The ‘Other’ Mouse Button


The ‘Other’ Mouse Button

• Click the right-hand mouse button to display a pop-up menu pertaining to the object you click on

Clicking with the right-hand mouse button on the Desktop background displays this menu

Right clicking on any object (even the Desktop itself) will display a special

pop-up menu allows quick formatting or configuration of the item you clicked on.

To use the right-hand mouse button

• Click on any object with the right-hand mouse button. A pop-up menu will be displayed. The contents of the menu will depend upon the object on which you clicked. Even clicking on the Desktop itself will open a pop-up menu.

Example pop-up menu

• The pop-up menu illustrated, is displayed when you right click within a Microsoft Word document. As you can see the pop-up menu allows you fast access to a range of useful options, such as font formatting, paragraph formatting and bullet / numbering formatting.

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What are Property Sheets?


What are Property Sheets?• Allows for

customization of the selected item

Click with the right-hand mouse button

What are Property Sheets?

Property sheets are similar to dialog boxes and allow you to see all the information relating to how the selected object is configured. They can be displayed by right clicking on an item.

To open a property sheet

• Click on the object whose properties you wish to change with the right-hand mouse button and then select the Properties command to display the property sheet pertaining to the object selected. (In this case the Taskbar was right-clicked on and the Taskbar Properties sheet was displayed). The General tab in the sheet allows you to determine such items as whether the Taskbar should always appear on top, and whether the clock should be displayed.

• When you have made your changes click on OK to close the property sheet and accept the changes.

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Review Questions


Review Questions

1. How would you maximize or restore a window using the Title bar?

2. How would you minimize a window?

3. How would you maximize a window?

4. How would you minimize all program windows simultaneously?

5. What is the Close button used for?

6. How would you open the Control menu?

7. How would you select multiple list box options?

8. How would you move between different tabs in a dialog box?

9. How would you open a property sheet?

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Starting to Use Windows 2000 33 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


Starting to Use Windows 2000 When you have completed this learning module you will have:

• Seen how to display the Start menu. • Seen how to access the Programs group. • Seen how to access the Documents group. • Seen how to clear the contents of the Documents menu. • Seen how to access the Settings group. • Seen how to access the Search group. • Seen how to find the location of a file that you know the file name of. • Seen how to open the Windows Help window. • Seen how to use the Run command. • Seen how to use the Shut Down command. • Understood the concept of the Startup Folder. • Seen how to view the contents of the Startup folder. • Seen how to move an icon on the Start menu • Seen how to move an icon from the Start menu to the Desktop. • Seen how to copy an icon from the Desktop or Windows Explorer to

the Start menu. • Seen how to delete an icon from the Start menu. • Understood the concept of the Taskbar. • Seen how to use the right-hand mouse button on the Taskbar to allow

configuration. • Seen how to control applications from the Taskbar. • Seen how to use the Taskbar to switch between programs. • Seen how to use the Taskbar to close a program. • Seen how to display the ‘Task List’ within Windows 2000. • Seen how to move and customize the Taskbar. • Seen how to Tile and Cascade programs using the Taskbar. • Seen how to arrange Desktop icons. • Seen how to customize your Desktop icon arrangement. • Seen how to add programs to the Start Menu. • Seen how to create a new file directly from the Desktop. • Seen how to use the Quick Launch Toolbar. • Seen how to use the Address Toolbar. • Seen how to use the Links Toolbar. • Seen how to use the Desktop Toolbar. • Seen how to create a new Toolbar. • Seen how to detach a Toolbar from the Taskbar. • Seen how to use the Internet Explorer Channel Bar. • Understood the concept of the Active Desktop. • Seen how to enable or disable the Active Desktop.

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34 Starting to Use Windows 2000 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


What is the Start Icon?


What is the Start Icon?• The initial launch point for Windows 2000

Right-clicking

Left-clicking

Right-clicking the Start Icon

A single click of the right-hand mouse button will invoke a small, menu containing the options Open, Explore and Search. Their functionality is described as follows:-

Item Function Open Displays the contents of the Start menu. Folders and

icons can be deleted, copied, and moved using drag and drop techniques.

Explore Displays the Windows Explorer. The Windows Explorer can display a hierarchical representation of your PC and network.

Search Displays the Windows 2000 file searching utility.

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The Start Menu


The Start Menu• Allows easy access to the

components that make up Windows 2000, and also to your application programs

• Easily configurable to suit the way YOU wish to work– Items may be added or removed

TIP: Keyboard shortcut to display the Start Menu

Ctrl+Esc

Left-clicking the Start Icon

The Start menu contains the various categories where your applications and work are stored. You can move further into the various sub-categories by positioning the mouse over the category you are interested in to automatically open the next sub-category (you do not even have to click the mouse!).

To display the Start menu using a mouse

• Click on the Start Icon located at the bottom left of your screen.

To display the Start menu using a Windows 2000 aware keyboard

• Windows 2000 aware keyboards have two extra keys. • Pressing the key with the symbol on it will open the

Start menu.

To close the Start menu using a mouse

• Point the mouse at the Desktop (not at the start menu) and click the left mouse button.

To close the Start menu using the keyboard

• Press the Esc key.

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The Start Icon - Programs


The Start Icon - Programs

What is the Programs group?

From the Programs group you have access to all sub-groups that you create, or which may be created automatically by application installation routines. Items that have a right pointing arrow next to them represent sub-groups. Thus Accessories will display more programs, if you were to click on it.

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The Start Icon - Documents


The Start Icon - Documents

• Recently opened or edited files are displayed here

What is the Documents group?

The Documents group within the Start menu contains a list of recently opened files. Simply select the document you wish to continue working on and Windows 2000 will automatically launch the associated application and open the file. By allowing the user to select the actual document to be worked on rather than selecting an application, Windows 2000 more directly mirrors the way in which people naturally work.

To clear the contents of the Documents menu

• Click on the Start Icon and select Settings. • Select Taskbar & Start Menu. • Click on the Start Menu Programs tab. • Select Clear from within the Documents Menu section. • Click on the OK button.

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The Start Icon - Settings


The Start Icon - Settings

• Access to configuration utilities– Control Panel– Printers– Taskbar

By selecting Settings from within the Start menu you can directly access

the Control Panel and Printers folders. Being able to access the core system configuration utilities in this way is particularly useful when an application is already in the foreground and you want to make a quick change. In this scenario simply press Ctrl+Esc to invoke the Start menu over the top of your application and click on Settings.

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Windows Help


The Start Icon - Help Topics

To open the Windows Help windows

• Click on the Start Icon and select the Help command from the Start menu OR press the F1 key.

• The Window Help window will be displayed as illustrated above.

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The Start Icon - Run


The Start Icon - Run

• Allows you to run programs by entering their file name

The Run option provides a text entry box for you to type the name and

location of the file you wish to run. Clicking on Browse will allow you to search all local and network drives for files, this is particularly useful if you are unsure of the exact filename or path; you can also run executable files. Running document files will run the ‘associated' program and then display the document within the correct program.

To use the keyboard to open the Run dialog box

• Press the Ctrl+Esc keys. • Release the keys and then press R.

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The Start Icon - Shut Down


The Start Icon - Shut Down

• Cleanly shuts down the system

The Shut Down option allows the user to close the Windows 2000

operating system and ensure all running processes can halt cleanly and are given the chance to flush any data that may be in memory out to the disk. Several options are available when shutting the system down and they are summarized as follows:-

This: Does this: Log off Allows you to log off without restarting

Windows 2000 so that another user can log on to the PC.

Shut down Closes all your programs and then shuts down your computer. WARNING: You must use this option, do not simply switch off the computer when you have finished using it!

Restart Closes all your programs and then restarts your computer.

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The Startup Folder


The Startup Folder

• Programs in the Startup folder will start automatically when Windows 2000 is started

The Startup folder is special in one respect, any programs held within it will

start automatically when you start Windows 2000.

To view the contents of the Startup folder

• Click on the Start Icon, and move the mouse pointer to Programs. • From the sub-menu displayed select Startup.

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What is the Taskbar?


What is the Taskbar?

• Displays running applications• Click with the right-hand

mouse button to: – Customize Taskbar options– Customize Start Menu programs

Double click to show the Date/Time Properties dialog box

Click to select these programs

To use the right-hand mouse button on the Taskbar to customize

Configuration of the Taskbar can either be accomplished by clicking on the Start Icon followed by Settings and selecting Taskbar & Start Menu, or simply by pressing the right-hand mouse button anywhere on the grey of the Taskbar itself and selecting Properties.

To use the Taskbar clock to access the Date/Time Properties

• Double click on the Taskbar clock to open the Date/Time Properties dialog box.

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Controlling Applications From the Taskbar


Controlling Applications From the Taskbar

– Running applications are displayed within the Taskbar– Right clicking on these applications, as displayed in the

Taskbar, will display a pop-up menu which allows you to control that program

To use the Taskbar to switch between programs

• To switch from one running application to another, simply click on the second application as displayed in the Taskbar.

Using the Taskbar to close a program

• Right-click on the application icon as displayed in the Taskbar, which displays a pop-up menu for that application. Click on the Close command from the pop-up menu.

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Tiling and Cascading Windows Using the Taskbar


Tiling and Cascading Windows Using the Taskbar

• Options include:– Cascade Windows – Tile Horizontally– Tile Vertically

Normally your screen is filled by a single application. Sometimes,

however, it is useful to be able to see all active application windows on your screen simultaneously. For instance, you may want to drag a chart produced in your spreadsheet application into your word-processor application. If you tile your windows they are displayed on your screen side-by-side. If you cascade your windows they are stacked in an overlapping pile.

To tile or cascade your open windows

• Move the mouse pointer to an empty part of the Taskbar. • Click using the right-hand mouse button, to display the pop-up menu. • Click on Tile Windows Horizontally, Tile Windows Vertically or

Cascade Windows as required.

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Arranging Your Desktop Icons


Arranging Your Desktop Icons– You can easily customize the way icons are displayed on

your Windows 2000 desktop– Right-click on the Desktop to display a pop-up menu– Select the required icon arrangement

To customize your Desktop icon arrangement

• Right-click on the Desktop to display the Desktop pop-up menu. • Click on the Arrange Icons command, which displays the Arrange

Icons sub-menu. • Click on the desired type of icon arrangement.

The choices include:

Item: Function: By Name Icons are arranged on your Desktop by name,

alphabetically.

By Type Icons are arranged on your Desktop according to object type.

By Size Icons are arranged on your Desktop according to file size.

By Date Icons are arranged on your Desktop according to the date that the object was created.

Auto Arrange Icons are re-arranged on your Desktop automatically each time you drag an icon from one part of the Desktop to another.

• You may also select the Line up Icons command, which lines up icons either vertically or horizontally.

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Review Questions


Review Questions

1. How would you display the Start menu?

2. How would you access the Programs group?

3. How would you access the Documents group?

4. How would you clear the contents of the Documents menu?

5. How would you access the Settings group?

6. How would you open the Windows Help window?

7. How would you use the Run command?

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8. How would you use the Shut Down command?

9. Explain the concept of the Startup folder.

10. How would you view the contents of the startup folder?

11. Explain the concept of the Taskbar.

12. How would you use the right-hand mouse button on the Taskbar to allow

configuration?

13. How would you control applications from the Taskbar?

14. How would you use the Taskbar to switch between programs?

15. How would you use the Taskbar to close a program?

16. How would you move and customize the Taskbar?

17. How would you Tile and Cascade programs using the Taskbar?

18. How would you arrange Desktop icons?

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Help Within Windows 2000 49 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


Help Within Windows 2000 When you have completed this learning module you will have:

• Seen how to obtain Help when you need it within Windows 2000. • Seen how to use the F1 key to obtain Help. • Seen how to use ‘What’s This’ Help. • Been introduced to the concept of Wizards to guide you through

complex operations.

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50 Help Within Windows 2000 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


Help Within the Start Menu


Help Within the Start Menu

• Help– Fully indexed– You can

search for a word or phrase

The on-line Help feature in Windows 2000 is easy to learn and to use.

When you select Help from the Start menu, the Windows Help dialog box appears with three tab sections available - Contents, Index, Search and Favorites. You can also get a short description of a particular object by clicking on it with the What’s This? button. You may also print out Help topics that may be useful for long involved Help explanations, or for items that provide Help of actions you perform regularly, but are not very good at remembering.

To get Help using the Help menu

• Click on the Start Icon and select Help to display the Windows Help dialog box. There are four tabs to choose from at the top of the dialog box, the Contents tab will be displayed by default when you first open Help. Each tab allows you to get Help in a different way:

This Tab: Does This: Contents The Contents tab displays individual Help topics. The topics

are organized into categories and are represented by small book icons.

Index The Index tab displays an index of all available topics. Scroll through the linked list of index entries and click on the one of interest.

Search The Search tab provides a text entry box for you to type the specific word(s) or phrase you want to search for under Help, rather than searching for information by category. The text entry box is linked to a list of words in your Help files and any words or phrases which match will be shown.

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Using The F1 Key To Get Help


Using The F1 Key To Get Help

• Pressing the F1 Key:– Invokes help– Provides application specific help

To obtain Help using the F1 key

Pressing the F1 function key will launch the Help facility for whichever window is in active when you press the F1 key. For example, if you are at the Windows 2000 Desktop when F1 is pressed, Windows 2000 will automatically invoke the Help index that is also accessible from the Start menu. However, if you are working in an application like a word processor when F1 is pressed the application will launch its own specific Help facility.

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‘What's This’ Help


“What’s This” Help

• Many dialog boxes offer “What’s This” Help• Click on the question mark icon• Click on the item within the dialog box you need help on

To obtain ‘What's This’ Help

• Click on the Help icon displayed in the right of the dialog box Title bar.

• The mouse pointer will change to have a question mark displayed beside it.

• Click on the item within the dialog you require help on and a small help pop-up will be displayed. To close the help pop-up, click the left mouse button.

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Wizards


Wizards• Guide your through complicated

processes!

The various Wizards to be found within Windows 2000 can be thought of

as an extension of the Help facility. Wizards can be used to guide you to a particular end result whether it be a product installation or the creation of a complex document. For an example of using a Wizard within Windows 2000 click on the Start icon, select Settings, and from the sub-menu displayed select Printers. When the Printers dialog is displayed, click on the Add Printer icon. The Add Printer wizard will start guiding you through the processing of adding a new printer to your computer.

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Review Questions


Review Questions

1. How can you easily invoke ‘What’s This?’ Help for a Windows 2000 dialog box option?

2. What is the function of the F1 key?

3. Why are Windows 2000 Wizards so useful?

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The Windows 2000 Accessories 55 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


The Windows 2000 Accessories When you have completed this learning module you will have:

• Seen how to open and use WordPad and Paint. • Seen how to open, use and configure the Calculator and Clock

program.

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56 The Windows 2000 Accessories 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


What is WordPad?


What is WordPad?• By default WordPad acts like a cut down version of

Microsoft Word

The WordPad accessory is a cut down version of the Microsoft Word

application. BEWARE: Do not attempt to edit Microsoft Word documents within WordPad as WordPad does not support many of the advanced features found within word and you may lose much of your document formatting!

To start WordPad

• Click on the Start Icon.

• Move the mouse pointer to Programs and select Accessories from the sub-menu.

• Click on WordPad, as illustrated.

To enter text into WordPad

• Simply start typing! WordPad opens up with a blank document by default.

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To save a WordPad file

• From the File drop down menu, select Save, which displays the Save As dialog box

OR click on the Save icon. • In the Save In section, select the location you wish to save the file to

(i.e. on your local hard disk(s), on a diskette, or on a network drive). Clicking on the down arrow next to the Save In section will display a drop down list.

• Enter the file name as required.

• By default, the file is saved in Word 6 format. If you wish to save it in a different format, click on the drop down arrow next to the Save as type box to display the following drop down list.

• Click on the Save button to save the file.

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To create a new document within WordPad

• Either from the File drop down menu select the New command

OR click on the New icon. • The New dialog box will be displayed as illustrated.

• Select the required format (or simply use the Word 6 default) and then click on the OK button.

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WordPad - Editing an Existing Document


WordPad Editing an Existing Document

• Word 6 files are the default file format• WARNING: Do NOT edit existing Word files if the

files contain styles, headers or footers

To open an existing WordPad file

• Either from the File drop down menu select the Open command OR click on the Open icon. The Open dialog box will be displayed as illustrated.

• As when saving a file, select the correct location and enter a file name. Click on the Open button.

The default WordPad file extension - DOC

As a default, WordPad will browse for documents ending with a .DOC file extension. It is possible to change the extension that WordPad will search for from the Open dialog box by selecting All Documents from the Files of type drop down list. Once you have located the file you wish to open, either double-click the filename using the mouse or highlight the filename and click Open.

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What is Paint?


What is Paint?

• A simple tool for editing or creating graphics (pictures)

The Paint program offers the ability to generate and manipulate graphics

and pictures and store them in a .BMP format. The program offers a rich tool selection and all standard graphical functions, such as airbrush, freehand line draw, shapes and the ability to zoom. BEWARE: If you use a 24 bit color format to store your pictures, you can end up with large files on your disk!

To start the Paint program

• Click on the Start Icon. • Move the mouse pointer to Programs and then from the sub-menu

select Accessories. • Click on Paint.

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Paint - Drawing Tools


Paint - Drawing Tools

• Simple, but easy to use graphics tool

The tools within Paint are depicted on the left-hand side of the screen in

the toolbox. If the mouse is positioned over a tool (without clicking) the in-built Help facility will give a brief text description of the tool’s function. The most commonly used tools are as follows:-

Tool Name Function

Free Form

Select The ability to draw an outline using the mouse in free form around any shape. Once selected, the highlighted outline supports both cut and paste and can also be re-sized.

Select As above, except uses a re-sizeable rectangle as the selection area.

Eraser The ability to erase portions of the picture you are working on. The size of the eraser is variable and has four different sizes.

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Tool Name Function

Fill With Color

Allows areas to be filled with colors, selected from the color palette.

Pick Color With the Pick Color utility the mouse pointer will change to a pipette and you may position it over any part of the graphic on which you are currently working. The color pointed to by the pipette will automatically be selected from your color palette. This feature is very useful when more than 256 colors are in use.

Magnifier The ability to zoom the current on-screen graphic. 1x through to 8x zooming control is supported.

Pencil Allows you to draw shapes freeform, as if using a pencil.

Brush Allows you to apply color, as if using a paint brush.

Airbrush Allows you to apply color, using an air-brush effect.

Text Allows you to insert text.

Line Allows you to draw lines.

Curve Allows you to draw curves.

Rectangle Allows you to draw rectangles.

Polygon Allows you to draw polygons.

Ellipse Allows you to draw ellipses.

Rounded Rectangle

Allows you to draw rectangles with rounded edges.

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The Calculator


The Calculator• Two modes

– Standard and Scientific

The Calculator application is very useful for adding up your expenses, or other vital activities! It has a Scientific mode that, amongst other features, allows you to convert from Decimal, to Hexadecimal and Binary.

To start the Calculator

• Click on the Start Icon. • Move the mouse pointer to Programs and then from the sub-menu

select Accessories. • Click on Calculator.

To see what a key does in the Calculator

• Right-click on a button within the Calculator and a What’s This button is displayed. Click on this button and the function of the button is explained.

To switch to Scientific mode

• Click on the View drop down menu, and click on the Scientific command.

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The Clock


The Clock• Located in the Taskbar

Move the mouse to the clock and after a few moments the date is displayed

Double click to open the Date/Time Properties dialog box, to allow modifications

The Clock program is not located in the Start menu. You will find it on the

Taskbar, which is normally displayed along the bottom of your screen To view the Clock

• Simply look at the right-hand end of the Windows 2000 Taskbar.

To view the date

• Move the mouse pointer to the Clock, as displayed in the Taskbar. After a few moments the date is displayed.

To change the date or time

• Double click on the Clock which displays the Date/Time Properties dialog box, which allows you to modify the time or date.

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Review Questions


Review Questions

1. What is the default file format used by WordPad?

2. How can you open WordPad using the Start Icon?

3. What is the default file format used by Paint?

4. How can you change the Calculator display from Standard mode to Scientific mode?

5. How can you use the Clock program to display the date?

6. How can you change the date and time as used by the Windows 2000 Clock program?

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The Explorer, My Computer and the Recycle Bin 67 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


The Explorer, My Computer & Recycle Bin When you have completed this learning module you will have:

• Understood the concept of Drives, Folders and Files. • Seen how to open the Explorer window - the easy way. • Seen the Explorer Toolbars and icons. • Seen how to select folders. • Seen how to expand a branch one level. • Seen how to switch drives. • Seen how to create a new folder within the Windows 2000 Explorer. • Seen how to create a folder directly from the Desktop, using a pop-up

menu. • Seen how to move or copy files and folders. • Seen how to use a shortcut for copying files to a diskette. • Seen how to copy a file to the Clipboard, from the Explorer. • Seen how to paste a file from the Clipboard to the Explorer. • Seen how to rename files or folders. • Seen how to delete files or folders. • Seen how to physically delete a file without it first being sent to the

Recycle Bin. • Seen how to delete files or folders by dragging to the Recycle Bin. • Seen how to view the Recycle Bin window. • Seen how to empty the Recycle Bin. • Seen how to restore, i.e. ‘undelete’ files that are contained within the

Recycle Bin. • Seen how to customize the Explorer File Display. • Seen how to customize a folder. • Seen how to sort files within the Explorer. • Seen how to perform file searches. • Seen how to start Programs via the Explorer. • Seen how to add icons to the Desktop.

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68 The Explorer, My Computer and the Recycle Bin 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


What are Drives, Folders and Files?


What are Drives, Folders and Files?• You need to understand the terminology,

such as:– Physical drives – Drive letters– Folders/directories– Files

When accessing a hard disk, whether it is local to your machine or perhaps located on a network, Windows 2000 uses a system of drive letters to serve as logical pointers to the different physical drives you have access to. From each drive letter it is possible to access all of your files stored on that particular physical drive. If all of the files were held together in one place on each drive, the system would be very difficult to use because of the sheer number of files involved. To help organize your files it is possible to create folders (also referred to as directories) to help divide and even sub-divide the files stored within the various logical drives available. A system of hierarchical folders within folders that represent your hard disk are often referred to as the directory tree, in the same way the very top of the file system is known as the root directory. Finally, at the very end of this structure are the various files that we use. Actual files are the end of the line within the file system as they cannot have subordinates. As already mentioned, Windows 2000 supports the ability to have long file names, meaning each file has a potential of being up to 255 characters in length.

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The Explorer Vs My Computer


The Explorer vs. My Computer

• Similar function but displays files and folders in different ways

Both the Explorer and the My Computer objects allow you to explore your

files stored on disk. The Explorer window displays folders (i.e. directories) in the left-hand pane and the contents of the folders in the right-hand pane. It allows you to easily select files and drag them from one folder to another. The Explorer is not installed on the Windows 2000 Desktop by default. My Computer, which by default is installed as an icon on the Desktop, opens a new window displaying the contents of a folder whenever you double click on a folder within the My Computer window.

To open My Computer

• Double click on the My Computer icon on the Desktop.

To open the Windows Explorer window - the easy way

• Right-click on the Start Icon and then click on Explore from the pop-up menu displayed.

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The Windows Explorer Window


The Windows Explorer Window

The Windows Explorer lets you view all aspects of your system using a

hierarchical view. The Explorer window is split into two separate views as depicted above. On the left-hand side you can see all system folders (both Desktop and file system), whilst on the right-hand side the contents are displayed. In addition to browsing your file system it is also possible to perform many administrative tasks.

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Windows Explorer Toolbars


Windows Explorer Toolbars

Standard Toolbar icons Opens the folder that was previously viewed.

Opens the sub-folder that you previously viewed.

Opens the parent folder.

Allows you to search files by name or content.

Toggles the display of files and folders / just files.

Displays previous actions.

Move to: Allows you to move the selected item to a range of destinations.

Copy to: Allows you to copy the selected item to a range of destinations.

Delete the selected files/folders

Undo: Reverse your last command.

Views: Cycle through the available view options

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To hide/unhide the Standard Toolbar

• Click on the View drop down menu. • Select the Toolbars command. • Select Standard Buttons from the sub-menu.

To hide/unhide the icons description

• Click on the View drop down menu. • Select the Toolbars command. • Select the Text labels command.

Address Bar Toolbar

By default the Address Bar Toolbar displays the full path to the folder currently on view. You can click on the down arrow in the right of the Address Bar Toolbar to display a drop down list of drives and folders to select from or you can type a path directly into the text box.

To hide/unhide the Address Bar Toolbar

• Click on the View drop down menu. • Select the Toolbars command. • Select Address Bar from the sub-menu.

Links Toolbar

You can have Windows Explorer display your Links toolbar. This will give you single click access to all of your favorite web sites from within the Windows Explorer.

To hide/unhide the Links Toolbar

• Click on the View drop down menu. • Select the Toolbars command. • Select Links from the sub-menu.

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Long File Names


Long File Names• Long file names are displayed within the Explorer• File extensions are not displayed by default

Example of a “long” file name

Windows 2000 can support file names of up to 255 characters, including

spaces and periods (full stops). In the original version of Microsoft Windows file names were limited to only eight characters!

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Folder Selection Techniques


Folder Selection Techniques• Levels can be expanded or contracted

On each click of the plus (+) symbol, a new sub-level is displayed

To view the contents of a folder (displayed on right)

• Within the Windows Explorer single click on the required folder to display it contents

To expand a branch one level

• Within the Windows Explorer double click on the required folder OR single click on the plus sign next to the folder.

To open all folders on a disk

• Within the Explorer window, click once on the left-hand pane. • Select the drive you wish to expand. • Enter an asterisk (*), using the numeric keyboard.

To close all the folders within the Explorer

• Within the Explorer window, click once on the left-hand pane. • Enter a minus sign (-), using the numeric keyboard.

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Switching Drives


Switching Drives• The Explorer displays a hierarchical list of drives• Easy to switch from one drive to another

Disk drives can be selected from the selection window (on the left-hand

side of the Explorer). All drive letters will be displayed here including network (mapped) drives and will appear directly under the ‘My Computer’ icon in a hierarchical list. As each new drive letter is selected, its contents will appear in the contents window.

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Folder Creation


Folder Creation

• Folders may be created within the Explorer directory tree or directly on the Desktop

To create a new folder within the Windows 2000 Explorer

• Open the Explorer by clicking on the Start Icon, moving the mouse pointer to Programs, and click on Windows Explorer. Then click on the portion of the directory tree where you would like to create a subordinate folder.

• Click on the File drop down menu and move the mouse pointer to New. In the sub-menu displayed, click on Folder. The folders will appear, being given a name determined by Windows 2000. In the example shown the folder names are New Folder, New Folder (2) and New Folder (3).

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To create a folder directly from the Desktop, using a pop-up menu

• Click the right-hand mouse button anywhere on an empty part of the Desktop surface and the Desktop pop-up menu will be displayed.

• Move the mouse pointer to New and from the sub-menu select Folder, as illustrated.

You can now use this folder to help organize your Desktop and keep it free from clutter. There is no limit to the number of folders you create on either the Desktop or within the file system, and every folder may contain additional folders.

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Moving or Copying Files and Folders


Moving or Copying Files and Folders

• Moving or copying files with the Windows 2000 Explorer is very simple, in fact it is so simple that you should exercise a certain amount of caution when doing this or you may unwittingly end up with a result you did not expect!

• Files and folders can easily be moved or copied using:– Drop down menus– Pop-up menus– Drag and drop

To copy files the hard way using the Windows Explorer

• Open the Explorer by clicking on the Start Icon, move the mouse pointer to Programs, and click on Windows Explorer.

• Select the file or directory to be copied. • From the Edit drop down menu, click on Copy

OR click using the right-hand mouse to display the pop-up menu, and click on the Copy command.

• Select the required destination within the Windows Explorer tree. • From the Edit drop down menu, click on Paste

OR click using the right-hand mouse to display the pop-up menu, and click on the Paste command.

To easy way to copy files

• Simply highlight the file you wish to copy, and with the CTRL key depressed, drag the file from one location to another.

To move files within the Explorer

• Select the file to be moved and then drag and drop the file to the new location.

NOTE: When copying or moving files the Windows Explorer will not prompt you for confirmation of your action! Be careful when copying or moving files to ensure the source and destination are correct. If you make a mistake use the Undo feature within the Edit drop down menu to undo the last action.

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Shortcut for copying files to a diskette

• Open the Explorer and select the file(s) you wish to copy to a diskette. • Click once using the right-hand mouse, to display the pop-up menu as

illustrated.

• Click on the Send To command, and then select 3 ½ Floppy [A] from

the sub-menu displayed. To use Cut, Copy and Paste to manipulate files

In Windows 2000, you can select a file within the Explorer and Cut or Copy it. You may then use the Paste command to copy the file from the Clipboard to a new location on the current drive, or indeed to a different drive.

To copy a file to the Clipboard, from the Explorer

• Select the file(s). • Use the keyboard shortcut for copying to the Clipboard, i.e. Ctrl+C.

To cut (i.e. move) a file to the Clipboard, from the Explorer

• Select the file(s). • Use the keyboard shortcut for cutting to the Clipboard, i.e. Ctrl+X.

To paste a file from the Clipboard to the Explorer

• Click on the location within the Explorer that you wish to paste the file(s) to.

• Use the keyboard shortcut for pasting (i.e. copying) from the Clipboard, i.e. Ctrl+V.

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Renaming Files or Folders


Renaming Files or Folders• Select the files and press the

F2 key to allow easy renaming

WARNING: Do not rename files ending in

.EXE

.COM

.BAT

.DLL

.INI

.SYS

To rename files or folders using the Explorer

• Select the file or folder to be renamed. • From the File drop down menu, select the Rename command

OR click once using the right-hand mouse button to display the pop-up menu, and click on the Rename command.

• Enter the new name, and press the Enter key to confirm the change.

To rename files or folders - the easy way

• Within the Explorer click once on the file or folder to select it. • Wait a few moments and then single click again in the file or folder

(using the left-hand mouse button). A box will appear around the file or folder allowing you to directly edit the name.

NOTE: Be careful not to make the second click too soon after the first click, as Windows 2000 may interpret this as a ‘run this file command'!

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Deleting Files or Folders


Deleting Files or Folders• Select a file(s) or folder(s) that you wish to delete

and then press the Del key• When you delete a file or folder, by default:

– You are prompted for confirmation – The deleted items are sent to the Recycle Bin

WARNING! Files or folders can easily be deleted from the Windows Explorer. Use this

facility with care! Many files that you can see using the Explorer are vital to the correct functioning of Windows 2000. Remember that the Explorer program in common with many Windows 2000 programs has an Undo Delete command, located under the Edit drop down menu.

To delete a file or folder

• Start the Windows Explorer program. • Select the file (or folder) that you wish to delete. • Press the Delete key which displays the dialog box illustrated.

• Confirm your deletion.

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NOTE: All files deleted via the Windows Explorer move to the Recycle Bin

before being finally purged, and so remain salvageable for quite a long time.

To physically delete a file without it first being sent to the Recycle Bin

• Select the file you wish to completely delete from your computer system.

• Press Shift+Del, which will display the warning dialog box illustrated.

• Click on the Yes button and the file will be physically removed from

your hard disk. NOTE: This dialog box does NOT send the file to the Recycle Bin. It deletes the file from disk.

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The Recycle Bin and Deleted Files


The Recycle Bin and Deleted Files– Normally files

deleted via the Windows Explorer are in fact moved to the Recycle Bin

– Recently ‘deleted’ files may be retrieved from the Recycle Bin

Normally when you delete a file it is moved to the Recycle Bin. Files are

held in the Recycle Bin for some time, and you may well find that you will be able to recover ‘deleted’ files from the Recycle Bin.

To delete files or folders by dragging to the Recycle Bin

• Within the Explorer window, select the file(s) or folder you wish to delete and then drag it (them) to the Recycle Bin icon.

NOTE: The file or folder is not physically removed from the PC, it is simply moved to the Recycle Bin and will be physically deleted at a later time. This allows you to change your mind and un-delete files by simply dragging them out of the Recycle Bin. If you wish to physically remove a file, maybe for security reasons, you must delete the file or folder from within the Recycle Bin itself.

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To view the Recycle bin window

• Double click on the Recycle Bin icon, and the Recycle Bin window illustrated will be displayed.

To empty the Recycle Bin

• Double-click on the Recycle Bin icon. • From the File drop down menu, click on the Empty Recycle Bin

command.

NOTE: To delete only certain files, depress the CTRL key (and keep it depressed). Click on the files you wish to delete from the Recycle Bin, then release the Ctrl key. Finally, from the File drop down menu, click on the Delete command.

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To restore, i.e. ‘undelete’ files that are contained within the Recycle Bin

• Double click on the Recycle Bin to open the Recycle Bin window. • Select the file(s) that you wish to restore. • Click on the File drop down menu within the Recycle Bin window, and

select the Restore command, as illustrated.

This will automatically restore the file to the disk location from which it was deleted. NOTE: If the folder that contained the file originally was also deleted, then Windows 2000 will also automatically restore the folder!

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Starting Programs via the Explorer


Starting Programs via the Explorer

Double-click to run

Programs can be launched directly from the Windows Explorer by either

selecting the file you wish to run and clicking File Open, or simply double-clicking the file. TIP: You can ‘start’ associated data files. If Windows 2000 understands the type of data you are trying to open, then when you double click on the data file, Windows will run the necessary application to display the data file. Thus if you have installed Microsoft Word on your computer, then double clicking on a Microsoft Word document file will first start Microsoft Word, and then load the document that you double clicked on, into the Word application!

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Creating Shortcuts on the Desktop


Or you can use the Copy command to copy objects directly to your Desktop

Creating Shortcuts on the Desktop

• You can use ‘drag and drop’ techniques with theWindows Explorer to create shortcuts on your Desktop

What is a ‘Desktop Shortcut’

Icons can be added to the Desktop to serve as pointers to installed applications (more commonly referred to as ‘Shortcuts’). Double clicking on a shortcut icon will open the related application or file. It is important to realize that creating a shortcut will NOT copy or move the original file, but merely create a shortcut pointer that points to the original file.

To create shortcut icons on the Desktop the hard way

• Click on the Start Icon and move the mouse pointer to Programs, from the sub-menu displayed click on Windows Explorer.

• Select the required icon. • Click once using the right-hand mouse button to display the pop-up

menu, and from this select the Copy command to copy the file to the Clipboard.

• Move to an empty part of the Desktop. • Click once using the right-hand mouse button to display the pop-up

menu, and from this select the Paste Shortcut command. To create shortcut icons on the Desktop the easy way

• Click on the Start Icon and move the mouse pointer to Programs, from the sub-menu displayed click on Windows Explorer.

• Select the required icon. • Hold down the Shift and Ctrl keys. Hold down the left mouse button

and drag the icon to the Desktop. • Release the mouse button, followed by the Shift and Ctrl keys. • A pop-up menu will be displayed, select the Create Shortcut(s) Here

command.

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Review Questions


Review Questions

1. Explain the concepts of drives, folders and files?

2. How would you open the Explorer window - the easy way?

3. How would you select folders?

4. How would you expand a branch one level?

5. How would you switch drives?

6. How would you create a new folder within the Windows 2000 Explorer?

7. How would you create a folder directly from the Desktop, using a pop-up menu?

8. How would you move or copy files and folders?

9. How would you use a shortcut for copying files to a diskette?

10. How would you copy a file to the Clipboard, from the Explorer?

11. How would you paste a file from the Clipboard to the Explorer?

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12. How would you rename files or folders?

13. How would you delete files or folders?

14. How would you physically delete a file without it first being sent to the

Recycle Bin?

15. How would you delete files or folders by dragging to the Recycle Bin?

16. How would you view the Recycle Bin window?

17. How would you empty the Recycle Bin?

18. How would you restore, i.e. ‘undelete’ files that are contained within the Recycle Bin?

19. How would you customize the Explorer File Display?

20. How would you customize a folder?

21. How would you sort files within the Explorer?

22. How would you start Programs via the Explorer?

23. How would you create shortcut icons on the Desktop?

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Printing 91 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


Printing When you have completed this learning module you will have:

• Seen how to install a new printer driver. • Seen how to set up a printer. • Understood the concepts behind multiple installed printer drivers and the

use of the default printer driver. • Seen how to control the print queue. • Seen how to view fonts within Windows 2000.

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92 Printing 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


What is a Printer Driver?


What is a Printer Driver?• The link between a particular

printer and the applications running on your Windows 2000-based PC– Different printers work in different

ways and hence need their own particular printer drivers installed

Windows 2000

Application programs

Particular printer driver

Local or networked printer

You must make sure that the correct printer driver is installed so that

Windows 2000 can communicate properly with your particular printer. If the wrong printer driver is installed, printing may not work quite as expected, or it may not work at all. There are two main types of printer, those based on the Hewlett Packard’s PCL (Printer Control Language) and those based on Postscript. Some printers support both types of printer language!

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Installing a Printer Driver


Installing a Printer Driver

• The Printer Installation Wizard

To install a new printer driver

• To install a new printer driver first select the Printers folder from My Computer OR click on the Start Icon and select Settings followed by Printers.

• Double click on the Add Printer icon to launch the Add Printer Wizard.

• Select the Next button. • Select Local Printer or Network Printer whichever is appropriate,

followed by Next. • From the Manufacturers list choose the correct manufacturer of your

printer. • From the Printers list select the correct model. • Select Next followed by the prompt for each Wizard dialog box and

then your new printer is installed!

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Setting up a Printer


Setting up a Printer

To configure a printer

• To open the Printers folder, click on the Start Icon and select Settings followed by Printers.

• Select the printer you wish to configure and then select Properties from the File drop down menu, or use the right-hand mouse button.

General Comments, Separator Page, Printer Test Page.

Details Port Selected. Current print driver in use. Capture a

port to a network printer. Release a network printer.

Sharing Share name to be used. Access permissions allowed.

Paper Paper Size. Orientation (e.g. portrait or landscape). Source tray. Unprintable area control. Number of copies to be printed.

Graphics Resolution. Dithering control. Intensity of shading. Graphics control (e.g. raster graphics or vector graphics).

Fonts Installed cartridges. Font control.

Device Options Print quality options. Installed memory. Printer memory control (calculates the maximum size of document the printer can handle).

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Default and Installed Printers


Default and Installed Printers

• Add Printer Wizard• Default printer

• The default printer is marked with a tick

When installing Windows 2000 for the first time the Add Printer Wizard will

be automatically invoked. If a printer were added at this point this would become the default printer. It is possible to not select a default printer at install time and run the Add Printer Wizard at a later point.

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Controlling Print Queues


Controlling Print Queues

• Control queued documents

Document Name Status Owner Progress of the jobTime the jobs were started

Each printer within Windows 2000 has an associated print queue. All

printouts sent to the printer either from the local machine or from the network (if the device is shared) are queued here. The purpose of a print queue is to allow all print jobs to be serviced in an orderly manner whilst allowing the user to have control over specific print jobs waiting to be printed. Print jobs may be paused or cancelled from the print queue File drop down menu (or by using the right-hand mouse button on the specific print job).

To display the print queue

• To open the Printers folder, select the Printers folder from My Computer OR click on the Start Icon and select Settings followed by Printers.

• Double click a printer to display it's print queue.

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Viewing Installed Fonts


Viewing Installed Fonts• You can easily view a sample of each font installed

on your computer

To view installed fonts

• Open the Control Panel (by clicking on the Start Icon, moving the mouse pointer to Settings and clicking on Control Panel, from the sub-menu displayed).

• Double click on the Fonts icon, located within the Control Panel. • Click once on a font to select it, and then click using the right-hand

mouse button, to display the pop-up menu. • Click on Open from the pop-up menu, to display a box containing

samples of the selected font.

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Review Questions


Review Questions

1. Describe a way of accessing the Properties of a printer other than using the File drop down menu?

2. In which Windows 2000 printing component could you pause a specific print job?

3. How would you view the fonts installed on your computer?

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The Clipboard and ‘drag and drop’ 99 Using Windows 2000 Foundation 1995-2001 Cheltenham Computer Training


The Clipboard and ‘Drag and Drop’ When you have completed this learning module you will have:

• Understood the concepts behind the use of Cut, Copy and Paste. • Understood the difference between a static paste, embedding and

linking. • Understood the concept of a compound document. • Seen how to embed and link data. • Seen how to edit embedded data. • Seen a real example of linking in action, linking an Excel chart to a

Microsoft Word document.

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100 The Clipboard and ‘drag and drop’ 1995-2001 Cheltenham Computer Training Using Windows 2000 Foundation


Basic Clipboard Concepts


Basic Clipboard Concepts

• Used to copy or move information between applications

Cut or

CopyPaste

The Windows Clipboard

The purpose of the Clipboard is to provide a mechanism for exchanging

data between two or more sources. Data (both text and graphics) can be copied or cut from any application; once it has been copied it remains in the Clipboard and can be retrieved using the Paste function. An example of using the Clipboard would be to copy some text generated in a word processor directly into a spreadsheet in the process of updating a report. The Clipboard only stores the most recent item copied; each time you copy an item you overwrite whatever is currently stored on the Clipboard with that new item. REMEMBER: When using the Clipboard, you must select the information you require, prior to using Cut or Copy!

To copy information to the Clipboard

• Select the data you wish to copy. • From the Edit drop down menu, select the Copy command (or press

Ctrl+C).

To cut information to the Clipboard

• Select the data you wish to cut. • From the Edit drop down menu, select the Cut command (or press

Ctrl+X).

To paste information from the Clipboard

• Place the insertion point at the location in the same (or a different) program where you wish to paste the Clipboard data.

• From the Edit drop down menu, select the Paste command (or press Ctrl+V).

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To use pop-up menus to cut or copy data

• To copy or cut selected information, click on the selected data using the right-hand mouse button, which will reveal the pop-up menus displayed below.

• Select the required command, Cut or Copy.

To use pop-up menus to paste data

• Position the insertion point at the location to which you wish to paste the data.

• Click once using the right-hand mouse button, and select the Paste command.

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Linking Vs Embedding


Linking vs. Embedding

• Linking Data– If the original data is modified then the data paste linked

to another application will also be changed

• Embedding Data– Changes to the original data will not affect data that is

embedded in another program– To edit embedded data you must activate it, normally by

double clicking on it– The required editing tools become available to you

To link data • To create an link select Paste Special from the Edit drop down menu,

and from the dialog box choose which data type you want to use for the object you are pasting.

When a data item is linked into an application there is only one true copy of that piece of data, each time it is updated the information can be discovered via the link. Links can be highly ‘processor intensive’ as the link constantly needs to check for updates. It is recommended that fast machines with a powerful processor be used if many links are present. Alternatively, the link may be maintained, but frozen, so that updates can be made on manual instruction only. The mechanism to do this may differ from one application to another, but is often contained under the Edit drop down menu, in a command called Links.

To embed data

• To embed an object simply select Paste from the Edit drop down menu.

If an item is embedded it is merely copied and then pasted in its entirety into the target application (such as a graphic being pasted into a word processing document). If the original data item is updated the update is NOT replicated to the embedded data item. Embedding does not have the high performance overhead associated with linking.

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In-place Activation of Embedded Objects


In-place Activation of Embedded Objects

• To edit an embedded object, double click on it• The required editing tools will appear

– Note that if you are using older, OLE 1 compliant programs, thenyou may be taken to the source application in order to edit the program

• When you have finished editing click outside the embedded object and the editing tools are removed

Double click to activate

It is important to be able to edit embedded objects. To do this you will

normally select the embedded object and then double click on it. What happens then depends on what type of linking the application supports. If the application is using older version of linking, then the application that created the object will be started and your object will appear in that application, allowing you to edit it. When you close the editing application, the embedded objects will have been modified. If the application supports the newer version of linking, then you should stay within the application that contains the embedded object, and the required editing tools should simply appear within the application.

To activate an embedded object

• Double click on the embedded object.

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Linking in Action - Excel and Word


Linking in Action - Excel and Word• Linking between applications - an

example– Start Excel and create a spreadsheet,

then display the spreadsheet data as a chart

– Copy the chart data to the Clipboard– Switch to Word and use the Paste

Special, Paste Link option– The chart from Excel is now linked to

Word

Remember to SAVEthe information in the source application, prior to setting up a paste link, or the operation may not work as expected!

To link an Excel chart to a Microsoft Word document

In the above example the chart generated in Microsoft Excel has been linked into a word processor document contained within Microsoft Word. To perform this action the steps are as follows:-

• Select the chart from within Microsoft Excel and click Edit, Copy. • From within Microsoft Word select Edit, Paste Special. • Select ‘Microsoft Excel Chart Object’. • Select either the Paste (to embed), or Paste link (to link back to the

spreadsheet) radio button.

The link is now complete and the chart will appear within the word document. You may view the source of any linked item in a document by clicking the linked item and pressing Shift+F9. To instantly update a link just press the F9 key.

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Review Questions


Review Questions

1. Under which drop down menus are Cut, Copy, and Paste located?

2. What is the difference between Cut and Copy?

3. What is the difference between linking and embedding?

4. How would you link an Excel chart to a Word document?

5. How can you activate and edit an embedded object?

6. How would you copy data using pop-up menus?

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