ICDL Module 2 - Using Computers & Managing Files (Windows XP) - Presentation Slides

European Computer Driving
Licence
Module 2 – Using the Computer and Managing Files
Section 1 – Getting Started
Module 2 - Using Computer & Managing Files - Section 1 - Getting Started 1

Ergonomics
 Lighting – rooms should be
well lit and windows should
have blinds to avoid sunlight
 Ventilation – windows
should open to allow free
circulation of fresh air
 Monitors – should be
positioned away from
sunlight and windows
 Furniture – use an
adjustable chair with good
back support set to the
correct height for comfortable
use of keyboard and mouse
 Accessories – use
copyholders and footrests
where necessary
Ergonomics refers to design and functionality which includes the following
factors

Ergonomics

Health and Safety
 Back problems
 bad posture / seating long periods
 Repetitive Strain Injury (RSI)
 disorders affecting neck, limbs and back
 numbness and tingling in limbs
 Paper cuts
 refilling printers / photocopiers
 Eyestrain
 working too long, glare or poor lighting
 Electric shocks
 incorrect practice / dangerous wiring
 Tripping / Falling down
 trailing wires
 Safety Precautions
 adequate lighting & ventilation
 blinds to block direct sunlight
 legroom to move around
 suitable desktop space
 keep desktop surfaces tidy
 adjustable chair to provide safe
& comfortable posture
 cables safely secured
 take frequent short breaks
 wear your glasses!

Personal Privacy
 Right to privacy is a fundamental
human right
 The advance in computerised
technology makes it easier to store
and share information
 See what can go wrong with some
case studies!

The Data Protection Act 1998
 Came into force in March 2000
 Sets rules for the processing of
personal information
 Applies to paper records as well as
computerised records
 Intended to protect the privacy of
individuals
 Full details can be found at:
www.dataprotection.gov.uk
 For Singapore Data Protection Act
2012, click:
http://app.mica.gov.sg/Default.aspx
?tabid=487

Data Protection Principles
 There are 8 enforceable
principles – data must be:
 Fairly and lawfully
processed
 Obtained for specific
purposes only
 Adequate, relevant and
not excessive
 Accurate and up-to-date
 Kept no longer than
necessary
 Processed in accordance
with the data subject’s
rights
 Cannot be transferred to
other countries without
similar protection
 Kept safe and secure from
outsiders

Copyright
 Computer software is copyright
material
 Covered by Copyright, Designs
and Patents Act 1988
 You don’t “buy” the software
 You pay for a licence to install
and use the software on one
machine – see the End User
Licence Agreement (EULA)
 You are breaking the law if you
make a copy of software and
give/sell it to someone else

Accessibility
 Used by People with
Disabilities
 Voice Recognition Software:
convert speech into text on
the screen or commands to
control programs (Limited
Mobility)
 Screen Reader: tells user
what is on the screen, either
speech or Braille output (for
the Blind or Visually
Impaired)
 Screen Magnifier: enlarge
display on the screen (Low
Vision or Visually Impaired)
 On-Screen Keyboard: type
data using a pointing device
or joystick (Mobility Impaired)

The Environment
 Recycle printer cartridges
 Recycle printer paper
 Use Print Preview facility to check
your work before printing
 Do you REALLY need a printout?
Print for a purpose!
 Use power schemes to reduce
amount of electricity (Screen Saver)
 CD-ROMs, electronic documents all
reduce the need for printed materials

Backing Up Data
 You should always back up
your data on a regular basis
 Keep a second copy of important
files on a Thumb Drive or DVD
and store it separately from your
PC. (Store off-site)
 Your data is much more valuable
than your computer equipment -
it’s priceless
 You can protect your PC
equipment with insurance, but
this will not replace your data!

Data Security
 Confidential information must be kept
securely
 Only authorised personnel should have access
to confidential information
 Password should be changed regularly
 Password should not be revealed
 User ID and password to login into system
 Different access rights for different persons
in organisation by login with different User IDs
 Lock your computer to furniture. Thieves
don’t need password to get your data. They
might just steal your PC

Computer Viruses
 Viruses are small programs which
are designed to cause damage to a
computer or whole networks by
spreading and replicating itself
 Examples of Virus: Time bomb,
Macro viruses, Worm, Trojan Horse,
etc
 Your PC can catch a virus by
sharing files on disks/CDs,
viewing/downloading files on the
web and from e-mail attachments
 The only protection against this is
having anti-virus software installed
on your machine

Protection against viruses
 Scan files for viruses before opening
them
 Make sure you keep your antivirus
software up to date – Thousands of
viruses are made daily – it only takes
one to wreak havoc on your computer
 If on broadband, install a firewall to
prevent unauthorised people or
hackers from gaining access to your
personal data in your computer

What is software?
 Primarily a list of instructions coded in a special way
that computers can understand
 Operating system software – eg Windows which works in
the background and controls your software and hardware
devices
 Applications software – eg Microsoft Word – software used
to perform tasks

Operating System Software
 A series of programs that
organise and control a
computer
 Provides an interface so that the
user can communicate with the
computer
 Communicates between
software and hardware devices
 Organises the storage and
retrieval of information
 Manages the smooth running of
programs running in RAM by
allocating the required resources

Popular Operating Systems
 Microsoft Windows is the
most widely-used operating
system (OS)
 OS2 is an OS created by IBM
 Macintosh (MacOS) was
created by Apple
 Linux is a popular alternative
open-source OS
 MS-DOS was precursor of
Windows but text-based
 Unix is another OS used in
companies or universities

What Happen When You Switch
On Your Computer ?
 A Power On Self Test
(POST) and boot-up are
carried out to make sure
your CPU, memory chips
and other vital
components are working
 If they are, then information
is transferred to RAM to start
up your operating software
 If not, then an error
message will appear on
screen
 BIOS (Basic Input/Output
System) is stored in ROM
 The PC start-up software
is stored in ROM so it can
be used time and time
again.

Software Updates
 Software is constantly
updated to give the user
improved features
 Most software manufacturers
will provide updates to solve
problem issues
 Software manufacturers will
provide new versions to
comply with new operating
systems
 Be careful with software
versions – a file created in
Word 2007 may not be
opened on a PC running
Word 97 or Word 2003

Graphical User Interface
 GUI Enables users to click and point at icons and menus on
screen, instead of typing in computer commands

Applications Software
 Word processor – used for typing letters, memos, reports etc
 Spreadsheet – used for performing calculations (eg Accounts)
and for creating Charts
 Database – used for storing large quantities of data which can
be interrogated to display specified pieces of information
 Desktop Publishing – used for creating newsletters, booklets,
posters, cards etc
 Presentation – used for creating presentations which can either
be displayed on screen, or printed onto overhead projection film
or 35 mm slides.
 Web browsers – allows users to view and download information
from the world wide web

Examples of Application Software
 Microsoft Office – which comprises:
 Word (Word Processing)
 Excel (Spreadsheet)
 Access (Database)
 PowerPoint (Presentation)
 Publisher (Desktop Publishing)
 Outlook (E-mail Management)
 FrontPage (Web Page Creation)
 Internet Explorer / Netscape
Navigator / Mozilla / Opera
(Web Browsers)
 CorelDraw / Photoshop (Photo
Editing)
 Final Fantasy (Games)
 AutoCAD (3D Design)

Instant Messaging (IM)
 Must have computer & internet connection
 Instant real time text communication globally
 Program known as instant messenger is used
for text or chat communication.
 Alerts you when somebody on your list is
online.
 Allows you to send files such as documents
and pictures.
 Nowadays, programs such as Windows MSN
(Messenger) and Skype are used as instant
messengers and VoIP. Some users make use
of web cam during IM or VoIP communications.

Voice Over Internet Protocol (VoIP)
 Communicate in real time using voice with
another person/s.
 It is a telephone conversation over
Internet. Sometimes this is referred to as
Internet telephony or IP telephony.
 Using your computer, internet
connection, a VoIP program, a
microphone and speakers/headphones.
 There are no additional charges for these
voice calls because these happen over the
same Internet service used for Web
browsing and e-mail.
 Eg: Skype,
Google Talk

Web log (Blog)
 Website posted in chronological
order
 Online diary / journal website
 Readers can leave comments on
Blog
 I have created a Blog for
students taking ICDL Test:
 ICDL-TEST.Blogspot.com

Podcast
 Audio & Video are broadcast
over the internet
 Constantly updated content
 Uses RSS feed to subscribe to
updated content

RSS Feeds
 RSS stands for Really
Simple Syndication
 A way of publishing
frequently updated content
such as news headlines,
football scores, stock prices,
weather information, etc

Virtual Communities
 Virtual or Online Communities
 Social Networking Sites:
MySpace, Facebook, Bebo,
Twitter, etc
 Allow you to share information
like photos and videos with
your friends online
 Allow you to write Blogs and sent
messages to your friends
 Fantastic way of making new
friends and have fun
 Be aware not every member in
communities are genuine.
 Keep personal information
like your phone no, your
address Private

Starting the Computer
 Computer consists of
System Unit, Keyboard,
Monitor, Mouse.
 Check whether Computer is
Switch On.
 Press the power switch on
the front of the system unit
 You may also need to
switch on the monitor
REMEMBER: WORK SAFELY!!

Logon to Computer
 Click SSA and type password
 After a short period, the Windows desktop will appear

The Windows Desktop
Application
Icons
Taskbar
Start
button
System
Tray
Recycle
Bin
Folder
Icon Desktop
Background
Quick launch toolbar

Desktop Icons
A directory/folder
icon
Double-click on one of these to open the
folder and select a file
A file icon Double-click on this to open the file in the
application that created it, eg Word
An application
icon
Double-click on this to launch the
application
Recycle bin If you delete a file, it is stored here. You
can retrieve it later if you change your
mind
Printer icon You will learn more about printing later in
this module

Using the mouse
 Depending on where the
mouse pointer is on screen, a
different icon appears
This is the general pointer and means that the
computer is ready to do something
The hourglass shows that the computer is busy,
so you should wait until it goes back to normal
When the pointer changes to a two-headed
arrow you can resize a window

Mouse clicks
 Left-click - this means press
the left mouse button once.
Clicking once selects an item.
 Double-click - this means
press the left mouse button
twice quickly. Double-clicking
is used to launch a program
from the Desktop.
 Right-click – this means
press the right mouse button
once. This opens a pop-up
menu. Left-click on a menu
item to perform that action.
 Drag - Click on the item,
hold down the left mouse
button and move the mouse
– as soon as you release
the mouse button, the item
will move to its new position.
Single-click
– press this
button once
Double-click
– press this
button twice
Right-click
– press this
button once,
a pop-up
menu
appears

Arranging Icons
 Move mouse pointer to blank part
of Desktop and right-click. A
Shortcut Menu is displayed.
 Un-tick Auto Arrange
 Click and drag any icon to
around the Desktop
 Right-click to launch Shortcut
Menu
 Arrange Icons By Name. See
the Desktop icons are now
arranged neatly by name
 Tick on Auto Arrange

The Taskbar
 The most important part of
the taskbar is the Start
button – click on this to
access all programs,
documents and computer
settings
 Quick launch toolbar shows
icons for frequently used
programs
 The main part of the taskbar
will show which programs are
currently running – each
button represents a program
 In the bottom right hand
corner is the System Tray –
if you hover your mouse over
the time, today’s date will
appear!
……..……………Main taskbar area………………….
Start
button
Quick launch toolbar System Tray

The Start Menu
 Use the Start button to start an
application
 Move the mouse pointer over it and
click once
The Start menu appears
 If your chosen application doesn’t
appear in the Start menu, click on
All Programs
 Move the mouse pointer to your
required application and click once
The application will start!

Start Menu – All Programs
 Move the mouse over All Programs
 Move the mouse over Accessories
 Move the mouse over System Tools

Start Menu – My Recent Documents
 Some PCs will have a link to
recently used documents
(depending on how Windows
has been set up)
 Click on Start then My
Recent Documents
 A list of the last 15 files
opened will appear
 To open a file, click on it once

Viewing recently used files
 Some PCs will have a link to
recently used documents
(depending on how Windows
has been set up)
 Click on Start then My Recent
Documents
 A list of the last 15 files opened
will appear
 To open a file, click on it once
40Module 2 - Using Computers & Managing Files - Working with Files

Opening Windows
 Click Start | My Computer.
 The My Computer window
will open
 A named button,
is displayed on the Taskbar
Title bar
Menu bar
Toolbar
Hard Drive Icon
Folder Icons

The Parts of a Window
Title bar
Status Bar
Menu bar
Minimise, maximise and close buttons

What They All Mean
Title bar This shows the name of the program
Menu bar Has labels which when clicked on produce drop down
menus with options to choose from
Status bar Gives information about the current status of the program
you are working in
Minimise icon Clicking on this makes the window disappear but a button
appears on the taskbar. To restore the window, click once
on the taskbar button
Maximise
button
Clicking on this makes the window fill the screen
Restore button Clicking on the restore icon will restore a maximised
window to its previous size
Close button Click this once to close a window

Storage Areas
 Click Start Button  Click My Computer
 Click C:  Click File Menu  Click Properties

Moving and Resizing a Window
 To move a window, click on
the title bar and drag the
window to its new position
 To resize a window, move
the mouse pointer to any of
the borders. A two-headed
arrow will appear. Drag to
make the window bigger or
smaller

Scroll Bars
 If a window is too small to display the
full contents, scroll bars will appear
 To move to the top of the window,
click on the up arrow
 To move to the bottom of the
window, click on the down arrow
 To move quickly up or down, drag
the scroll bar
 You can also scroll from left to right if
a window isn’t wide enough
Click here to scroll up
Drag the scrollbar up
and down to move
quickly
Click here to scroll down

Working with more than one window
 If you have two windows on
screen, you can switch between
them by clicking anywhere inside
each window
 Or you can click on the taskbar
buttons
 To display 2 windows side by side,
right click on the taskbar and
select Tile Windows Horizontally
or Tile Windows Vertically

Managing the System
 Click Start button 
Click Control Panel

Managing the System
 Double Click System icon.
Click Hardware tab

Managing the System
 Click Device Manager

Managing the System
 Click Human Interface
Devices

Managing the System
 Windows Task Manager shows
software currently running
 Right click on any blank part of the
Taskbar  Click Start Task
Manager

Using Help
 Click Start
 Click Help and
Support
 Click Index
 Type background
on Search box and
Press Enter
 Type printer drivers
on Search box and
Press Enter
Title bar Index button
Toolbar
Hard Drive Icon
Folder Icons

Shut Down Your Computer
 Close all open programs
 Click on the Start button
 Click on Turn Off Computer
 Click on the Turn off icon
 Most modern computers will
switch themselves off
automatically
 Handy Hint: Alt + F4 will
also bring up the Turn off
computer dialogue box!

Restart Your Computer
 Click on the Start button
 Click on Turn Off Computer
 In the dialogue box that
appears, click on Restart
 Click on OK
 Handy Hint: Pressing
Ctrl + Alt + Delete twice in
quick succession will do the
same job on a stand-alone
PC!

Licence
Section 2 – Managing Files
56Module 2 - Using Computers & Managing Files - Section 2 -

Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 57
How memory is measured
 RAM is divided into millions
of units called Bytes
 Smallest Unit = 1 bit
 Each byte contains 8 bits
 1024 bytes = 1 kilobyte (KB)
 1024 KB = 1 megabyte (MB)
 1024 MB = 1 gigabyte (GB)
 1024 GB = 1 terabyte (TB)

File Storage
 These are needed to store
data on your computer
 Most popular devices are:
 Floppy disk drive – this stores
smaller files (1.44MB)
 Hard disk drive – this stores all
your programs and data (500GB
– 3TB)
 CD ROM drive – software and
games are normally supplied on
CD ROM disks. Information is
read-only and cannot be
changed (650MB)
 CDR/CD-RW drive – large amounts
of data can be stored on a CDR or a
CD-RW disk (650MB)
 DVD ROM drive – these can be used
to watch films etc (7GB)
 Network drive – online drive for
storing and sharing your information
securely. (5GB- 2TB)

Storage Areas
 Click Start Button  Click My Computer
 Click C:  Click File Menu  Click Properties

Other Storage Devices
 Zip Drive (Obsolete)
 Uses zip disks which can store
either 100Mb or 250Mb of data
 Jazz Drive (Obsolete)
 Similar to a zip drive but can
store up to 1Gb of data
 Tape Drive (Obsolete)
 Uses data cartridges for backing
up data on servers
 Very slow access compared to
other options
 USB Thumb Drive / Flash
Memory
 Plug into a USB port
 Typical storage – 4 GB, 16GB,
32GB and 64GB ($5 - $60)
 Network Drive
 Online File Storage
 Share Your Information (Photos,
Music, Video & Any Digital
Content) Securely with Friends
 (5GB – 2 TB)

Removable Storage Comparison
Device Capacity Price of Media
Floppy disk 1.44Mb NA (Obsolete)
Zip 250Mb NA (Obsolete)
USB Thumb drives* 4GB – 64GB $5 - $60
CDRW 650MB $1.20
DVDRW 7Gb $1.50
Hard drives* 500GB – 3TB $92 - $225
Network drives (Online storage) 5GB - 2TB FREE - $20/month

What is RAM?
 Used to store information on a
temporary basis (eg: software, text
document etc)
 CPU transfers information from the
hard disk drive to RAM
 Information can then be processed
 Information stored in RAM is
temporary
 When the computer is switched
off, anything stored in RAM is
lost
 This type of memory is called
volatile memory

File Sizes
 A simple Word document will
measure approx 20KB
 A 12 page report with
pictures will take up much
more space – maybe 300KB
 A 100 page user manual with
photos and screenshots
could be at least 2MB in size
 Microsoft Excel, for example,
takes up approx. 6Mb of hard
disk space
0
1000
2000
3000
4000
5000
6000
Text
document
12 page
report
100 page
manual
Microsoft
Excel

Computer Performance
 Two main factors will
determine how quickly your
computer works
 The speed of the processor
measured in Megahertz(MHz)
or Gigahertz(GHz)
 The amount of RAM installed
measured in Megabytes(MB)
 Each time you launch
software, the program is
transferred to RAM
 If you have several programs
running at once, this will slow
down your computer!

Folders and Files
 Click Start. Click My Documents
 Double-click CIA DATA FILES folder
65Module 2 - Using Computers & Managing Files - Section 2 - Managing Files

Folders and Files
 Double-click ECDL folder.
 Double-click 2 Managing Files folder. There are 17 files displayed

Folder View
 Click Start
 Click My Computer
Title bar
Menu bar
Toolbar View List
Folders button

Folder View
 Click Folders button
 Click Local Disk (C:)
Folder
Folders
Pane
View
Pane
Title bar
Toolbar View List
Folders buttonMenu bar

Navigating to a file or folder
 If you look at the left-hand pane you will
see the folder structure
 Notice how ECDL has a plus sign next to
it?
 This means that there are folders/files
inside that folder
 Click on the folder name in the left-hand
pane to select it
 The contents of that folder will display in
the right-hand pane!

Expanding and collapsing folders
 Click on a plus sign
 Any folders contained inside
that folder will display in the
left-hand pane
 This is called expanding
 An expanded folder will now
show with a minus sign
 Click on the minus sign to
collapse the view
 A collapsed folder will now
show with a plus sign
Expanded ECDL folder
Collapsed
ECDL folder

Folder View
 Click + icon to
expand ECDL folder
 Click + icon to
expand CIA Core
Modules folder
 Click 2 Managing
Files Folder
 Click – icon to
collapse folder
Title bar
Menu bar
Toolbar
View List
Folders button
Folders
Pane
View
Pane

Folder View
 Click View List
 Click Details view
Folder
Folders
Pane
View
Pane
Title bar
Toolbar View List
Folders buttonMenu bar

Changing the appearance
 Click on the View menu to see the
different views
 Thumbnails will display pictures
 Tiles will display large icons
 Icons will display smaller icons
 List will display a list in columns
 Details will show you details about
each item

File Types
 Windows recognises many file
types
 When you save a file, Windows
will add a full stop followed by a
(usually) three letter extension
 It depends on how your computer
is set up as to whether or not you
will be able to see these
 Windows uses the file extension
to identify the program used to
create the file

Popular File Extensions
.doc .docx Word document produced in MS Word
.mdb .accdb Access database file produced in MS Access
.ppt .pptx PowerPoint presentation file produced in MS PowerPoint
.xls .xlsx Excel spreadsheet produced in MS Excel
.avi .mpeg Video files
.exe Executable file, i.e. a program
.bmp Bitmapped graphic produced in a graphics package
.jpg .gif .tif Different types of image / graphics files
.tmp Temporary file. One used by the system during a process
.txt Plain text file created in Notepad
.rtf Rich text format file created in Wordpad
.pdf Portable document file created in Adobe Acrobat
.wav .mp3 Audio or Sound files
.zip Compressed (zipped) archive file
.htm .html Web page file

Sorting File Display
 You can change the order in
which files are displayed in
the right hand pane
 Go to the View menu and
select Details
 Click on the bar above
Name, Size, Type or Date
Modified to show in
ascending order
 Click again to show the files
in descending order

Directories / folders
 All documents you create are called files
 As you use your computer, you will create more and more files
 Files are organised into folders that are also given names
 Windows automatically creates the My Documents folder for you to
save your work in

The C: Drive
 Click Start then My Computer
 Double-click on the icon representing
the hard disk (C:)
 A window will appear showing the
folders on the C: drive
 Click on the folders icon
This will show a more detailed view

Creating New Folders
 Click Start
 Click My Documents
 From the File menu select
New then select Folder
 Type in the folder name
and press the Enter key
 Click away from the
newly created folder
 Repeat as necessary

Creating Sub Folders
 Double-click on the
folder to open it
 From the File menu
select New then select
Folder
 Type in the folder name
and press the Enter key
 Click away from the
newly created folder
 Repeat as necessary

Copying Files and Folders
 Use the clipboard to copy files
 Select the files you want to copy
 From the Edit menu click on Copy
 Select the folder where you want the
copies to go to
 From the Edit menu click on Paste
 Handy hint: you can use keyboard
shortcuts – Ctrl + C to copy, Ctrl + V to
paste

Moving Files and Folders
 Use the clipboard to move files
 Select the files you want to move
 To move a file click on Edit then Cut
 Select the folder where you want the
files/folder to go to
 From the Edit menu click on Paste
 Handy hint: you can use keyboard
shortcuts – Ctrl + X to cut, Ctrl + V to
paste

Copying/moving files using Drag & Drop
 Another way to move or copy
file(s) is to select them and
drag them to a new location
 If you drag to a folder on the
same drive the files will be
moved
 If you drag to a folder on a
different drive, the files will
be copied
 Hold down the Ctrl key when
you drag to copy files on the
same drive

Selecting Multiple Files
 Rather than selecting files and
folders one by one, you can
select multiple files
 To select adjacent files, click on
the first file, hold down the Shift
key then click on the last file
 To select non-adjacent files,
click on the first file, hold down
the Ctrl key then click on
another file

 Right click on the file
 Select Properties from the pop-up
menu
 To make a file read only, click on Read
only so a tick appears
 To remove the read-only status
uncheck the Read only box
 If you try to edit a Read only file a
message will be displayed
Viewing Object Properties

Renaming Files and Folders
 Right-click on the file name
 Select Rename from the
pop-up menu
 Type in a new name for the
file then press the Enter key
 Click in an empty part
of the same window

Deleting Files & Folders
 Select the files or folder you want to delete
 Press the Delete key on the keyboard
 If the files were originally on your hard disk,
they will be stored in the Recycle bin
 If you delete files from your USB Thumb
Drive, they are instantly deleted!

The Recycle Bin
 Temporary storage area for deleted files
 Double-click on the Recycle Bin icon on
your Windows Desktop
 A window opens showing you the Recycle
Bin contents
 To permanently delete the files click on
File then Empty Recycle Bin
 If you want to retrieve a file, right click on
it and select Restore from the pop-up
menu

Searching for files
 Click on Start then Search
 The Search Companion
appears
 Click on All files and folders
 If you know all or part of the
name of the file you are
looking for, type it in the
document name text box
 You can also narrow down
your search by selecting the
C: drive or My Documents

Searching for Files/Folders
 You can also narrow your
search by adding extra criteria
such as:
 Date modified
 File size
 More advanced options
including Type of File (eg Word
document)
 Click on the Search button
 Windows will search for files
that meet the criteria – files will
appear in the right-hand pane
 To open a file, double-click on it

Using Wildcards
 If you don’t know the exact
file name use wild cards
 S*.doc will search for Word
documents beginning with S
 *.xls will search for all Excel
spreadsheet files
 S?????.doc will search for
Word documents where the
file name is six letters
beginning with S
 ? replaces one character
 * replaces any number of
characters

Using Windows Explorer
 You can also use Windows Explorer
 Click on Start then All Programs then Accessories then
Windows Explorer
 A similar window to My Documents will appear
Hint:
Press Alt + F4
( Close Window)
Press Alt + Tab
(Switch Window)

Licence
Section 3 – Print Management
93Module 2 - Using Computers & Managing Files – Section 3 –

Changing the default printer
 If you click on the print icon,
the document will be sent to
the default printer
 To change the default
printer (so every document
prints to it)
 Click on Start, Printers
and Faxes
 Right-click the printer you
want to change to
 Select Set as Default
 A tick will appear next to it
94Module 2 - Using Computers & Managing Files - Section 3 - Print Management

Add a New Printer
 Most printers will come
with an installation CD
 If you don’t have one, try
the following steps:
 Click on Start, Printers
and Faxes
 Click on the Add printer
icon
 Follow the on-screen
instructions

Add a New Printer
 Select the printer
manufacturer and model
 Click Yes to set as
default printer
 Click Yes to print a test
page
 If the test page doesn’t
print out, you can click to
start the Printer trouble-
shooter!

Print Jobs
 When you send a
document to the printer, a
printer icon will appear in
the System Tray
 Double-click on the
printer icon to view a print
job’s progress
 You can pause, restart or
cancel a print job from
here by right-clicking on
the file and selecting the
appropriate option
97Module 2 - Using Computers & Managing Files - Section 3 – Print Management

Licence
Section 4 – Running Applications
98Module 2 - Using Computers & Managing Files - Section 4 -

Launching WordPad
 Click Start
 Click All Programs
 Click Accessories
 Click WordPad
 WordPad will appear on screen
99
Module 2 - Using Computers & Managing Files - Section 4 - Running
Applications

WordPad
 WordPad is a Text Editor Software
 Type in some text
 Click File. Click Save
100Module 2 - Using Computers & Managing Files - Section 4 - Running Applications
Title bar
Menu bar
Toolbar
New icon
Open icon
Save icon
Print icon

Saving WordPad Files
 The Save As dialogue box
appears
 Type a file name into the file
name box
 Click Save button
 Click Close icon to exit
WordPad
 All WordPad files are saved
as Rich Text Format

To Save or To Save As?
 File, Save
 Use this to save a file for the
first time
 Use this to save changes
made to a file
 When you select Save the
original file will be
overwritten
 File, Save As
 Use this to save a file using
a different file name
 Use this to save a file to a
different location
 Use this to save a different
version of a file

Opening an existing file
 Open WordPad
 Click File
 Click Open
 The Open dialogue box
appears
 Unless you choose otherwise
the contents of My Documents
will be displayed
 Double-click on the file name
to open that file
103
Applications

Printing a Document
 Click the print icon to print
one copy from the default
printer
 Click File then Print to give
you more options
 You can choose which pages
to print and how many copies
 Make your selections then
click on the OK button
104
Applications

Using Print Screen
 It can be useful to take a
screenshot of your screen –
this is used in all computer
manuals and books!
 To take a screenshot of the
whole screen press the Prt
Scr key
 To take a screenshot of the
active window, press Alt +
Prt Scr
 Open a new Word
document and click on the
paste icon!

Closing an Application
 On Taskbar click Calculator. Click Close button on Calculator
 On Taskbar click WordPad. Click Close button on WordPad
Close button
Close button
Hint:
Press Alt + F4
( Close Window)
Press Alt + Tab
(Switch Window)

What to do if your mouse stops working
 Press Ctrl + S to save the changes
made to your document
 Use the Tab key to move to the save
button and press the Enter key
 Press Ctrl + F4 to close the file
 Press Alt + F4 to exit the program
 Press Alt + F4 again to exit Windows
 Check your mouse connection – has it
come loose at the back? Reconnect
and switch on the computer again
108
Applications

Closing a Non-Responding Program
 If a program “freezes” press
Ctrl + Alt + Delete
 On a stand-alone PC the
Task Manager will appear
 All the applications running
will appear on the
Applications tab
 If a program has the words
“Not Responding” after it,
click on it once then click on
the End Task button
109
Applications

Install/Uninstall an Application
 Click Start | Control Panel
 Click Add or Remove Programs
Add or Remove Program icon

Install/Uninstall an Application
 Click on the program you want to remove, then click on
Change/Remove. Follow on-screen instructions

Create Desktop Icons
 Click Start | All Programs | Accessories
 Move mouse over Calculator and Right-click
 From shortcut menu, select Send To | Desktop (create shortcut)
 Click away from the menus
 A Calculator icon appears on the Desktop

Creating/Removing A Desktop Icon
 Click on Start then All Programs
and point at the program (eg
Solitaire)
 Right-click on the program name
and point at Send to and select
Desktop (create shortcut)
 The icon will appear on your
desktop
 To delete an icon, right-click on it
and select Delete
 Click on Yes to confirm
113
Applications

Creating other icons
 Create a shortcut to your
printer to gain quick access
to your print jobs!
 Click Start, Printers and
Faxes
 Drag the default printer icon
(the one with a tick next to it)
onto the desktop
 Double-click on the icon to
check the status of your print
jobs!
 Create a shortcut to a file that
is used a lot!
 Find the file using My
Computer
 Drag the file name onto the
Desktop
 Double-click on the icon will
open that file in the program
that created it!

Handy Tips
 Save your work every 20
minutes
 Check to see if the program
has an autosave function
switched on – it may be
possible to recover your work
when you restart
 Any files that you have saved
to the hard disk or floppy disk
are safe
 Don’t have too many programs
open at once
 A quick way to check if your
computer has crashed is to
press the Caps Lock key – if
the keyboard light doesn’t
come on or go off, the chances
are your PC has crashed
 Restart your computer – with a
fresh restart the problem might
disappear
 As a last resort only, press and
hold in the power switch for 5
seconds to switch off the
system unit

Making backup copies
 Always keep a second copy of
important files on USB Thumb Drive,
DVDRW or External Hard Disk
 If your computer breaks down, gets
infected by a virus or is stolen, your
important data will be safe
 Store your backups in a separate
location (off-site)
 Although you can insure your computer
equipment against fire and theft, your
data is irreplaceable!
116
Applications

Licence
Section 5 – Using Compress
117Module 2 - Using Computers & Managing Files – Section 5 -

Compressing Files
 If you want to send a file as
an e-mail attachment,
compress it so it is faster to
send and receive
 All files of over 500Kb
should be compressed
 Windows XP comes with its
own compression tool called
Compressed Folders
 You can also compress files
with WinZip – a very popular
shareware program which
can be downloaded from the
web
118Module 2 - Using Computers & Managing Files – Section 5 - Using Compress

Compressed Folders
 Compressing files
 Select the file(s) you want to
compress
 Right-click on one of the
files and select Send to then
Compressed folder from
the pop-up menu
 A compressed folder icon
will appear
 Extracting files
 Right-click on the
compressed file
 Select Extract All from the
pop-up menu
 The Extraction wizard
appears
 Follow the step-by-step
instructions

WinZip
 Zipping
 Select the files you want to
compress
 Right-click on one of the files
 Select WinZip then Add to
xxxx.zip
 Click on the Use Evaluation
Version button
 A zipped file icon will appear
 Unzipping
 Right-click on a zipped file
icon
 Select WinZip then
Extract to here
 WinZip will unpack all the
files in the archive to the
folder

Licence
Section 6 – Virus Control

Module 2 - Using Computers & Managing Files – Section 6 - Virus Control 122
Computer Viruses
 Viruses are small programs which
are designed to cause damage to
a computer or whole networks by
spreading and replicating itself
 Examples of Virus: Time bomb,
Macro viruses, Worm, Trojan
Horse, etc
 Your PC can catch a virus by
sharing files on disks/CDs,
viewing/downloading files on the
web and from e-mail attachments
 The only protection against this is
having anti-virus software
installed on your machine

Computer Viruses
 A virus is a small program
designed to damage
computer files
 Your PC can “catch” a virus
whilst surfing the web, or by
sharing files on USB
Thumb Drives, CDs, DVDs
or files attached to emails
 You must have antivirus
software installed on your
PC
 Scan files for viruses before
opening them
 Keep your antivirus software
updated at least weekly
123Module 2 - Using Computers & Managing Files – Section 6 - Virus Control

Module 2 - Using Computers & Managing Files – Section 6 - Virus Control 124
Protection against viruses
 Scan files for viruses before
opening them
 Make sure you keep your antivirus
software up to date – Thousands of
viruses are made daily – it only
takes one to wreak havoc on your
computer
 If on broadband, install a firewall to
prevent unauthorised people or
hackers from gaining access to your
personal data in your computer

Anti-Virus Protection Applications
 Click Start | All Programs | AVG or
 Click Start | All Programs | Sophos

Virus Detected!

Licence
Section 7 – Control Panel

Control Panel
 Click Start | Control Panel. Click Switch to Classic View
 Double-click System icon
128Module 2 - Using Computers & Managing Files – Section 7 - Control Panel
Regional and Language Option
System Information

System Information
 The System Properties window
appears which will tell you the
following:
 The current version of Windows
 Who Windows is registered to and
the serial number
 Type and speed of processor,
followed by the amount of RAM
installed

Change keyboard/language
 Your keyboard should be set to English UK
 To change the keyboard to type in a different
language:
 Double-Click Regional and Language
Options
 Click the Languages tab
 Click on Details to view more options

Date and Time
 To change the date/time, click Start, Control Panel then Date & Time
 Select your options then click on OK

Changing the Background
 Right-click on an empty part of
the desktop and select
Properties
 From the window that appears,
click on the Desktop tab
 In the Background section,
scroll up and down and click on a
background (the preview window
will show you what it looks like)
 When you find one you like, click
on OK

Other Display Options
 Click Themes tab – this
allows you to choose a
scheme of wallpaper,
screensavers, icons etc
 Click Appearance tab – from
here you can change display
fonts, windows and dialogue
boxes.

Screen Saver
 Click on Start then Control
Panel then Display
click on the Screensaver tab
 In the Screensaver section,
scroll up and down and click on a
screensaver (the preview window
will show you what it looks like)
 When you find one you like, click
on Apply then OK

Changing Screen Resolution
 Click on Start then Control
Panel then Display
click on the Settings tab
 Drag the screen resolution
slider to change the resolution
 Select the colour quality required
from the Colour Quality
dropdown menu

Sound
 To change the volume, click Start, Control Panel then Sounds and
Audio Devices. Select your options then click on OK

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