Information Technology

COMPUTER STUDIES WITH PRESTONprestonmwiinga@gmail.com/ 0977/0966-987868

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Information Technologyany technology concerned with the capture, storage,transmittal and presentation of information.prestonmwiinga@gmail.com/ 0977/0966-9878683

DATA VS INFORMATIONData is the unprocessed information and information is processed dataprestonmwiinga@gmail.com/ 0977/0966-9878684

Places of I.TBUSINESSAccountsInventorySales and manufacturing

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GOVERNMENTPollution countPublic recordsBudget management

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A.T.M

Confirm personal informationAccess to banking services

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HOMEGamingEncyclopediaHome finances

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SCHOOL

InstructionsMaintenance of student records

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AUTOMOBILES

Monitor and adjustbreaks, engines and electronic system.

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NGO

Church membershipMailing news letters

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What is a Computer?prestonmwiinga@gmail.com/ 0977/0966-98786812

A computer is an electronic device that manipulates information, or "data." It has the ability to store, retrieve, and process dataprestonmwiinga@gmail.com/ 0977/0966-98786813

PARTS OF A COMPUTERprestonmwiinga@gmail.com/ 0977/0966-98786814

Hardware is any part of your computer that has a physical structure, such as the computer monitor or keyboard. prestonmwiinga@gmail.com/ 0977/0966-98786815

Software is any set of instructions that tells the hardware what to do. It is what guides the hardware and tells it how to accomplish each task. Some examples of software are web browsers, games, and word processors such as Microsoft Word.prestonmwiinga@gmail.com/ 0977/0966-98786816

Hardware Components of a computerprestonmwiinga@gmail.com/ 0977/0966-98786817

The motherboard

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The motherboard is a circuit board containing all the internal components of a computerprestonmwiinga@gmail.com/ 0977/0966-98786819

The CPU

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prestonmwiinga@gmail.com/ 0977/0966-987868The Central Processing Unit (CPU), also called a processor, is located inside the computer caseon the motherboard. It is sometimes called the brain of the computer, and its job is to carry outcommands.21

THE HARDDRIVE

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The hard drive is the data center of the computer. This is where the software isinstalled, and it's also where your documents and other files are stored. The hard driveis long-term storage, which means the data is still saved even if you turn thecomputer off or unplug it.prestonmwiinga@gmail.com/ 0977/0966-98786823

RAM

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RAM is your system's short-term memory. Whenever your computer performs calculations, ittemporarily stores the data in the RAM until it is neededprestonmwiinga@gmail.com/ 0977/0966-98786825

This short-term memory disappears when the computer is turned off. If you're working on adocument, spreadsheet, or other type of file, you'll need to save it to avoid losing it. When yousave a file, the data is written to the hard drive, which acts as long-term storage.prestonmwiinga@gmail.com/ 0977/0966-98786826

Monitor prestonmwiinga@gmail.com/ 0977/0966-987868

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prestonmwiinga@gmail.com/ 0977/0966-987868The monitor works with a video card, located inside the computer case, to display images and text on the screen. Newer monitors usually have LCD (liquid crystal display) or LED (light-emitting diode) displays. These can be made very thin, and they are often called flat panel displays. Older monitors use CRT (cathode ray tube) displays. CRT monitors are much bigger and heavier, and they take up more desk space.28

Computer caseprestonmwiinga@gmail.com/ 0977/0966-987868

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prestonmwiinga@gmail.com/ 0977/0966-987868The computer case is the metal and plastic box that contains the main components of the computer. It houses the motherboard, central processing unit (CPU), the power supply, and more30

Mouse prestonmwiinga@gmail.com/ 0977/0966-987868

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prestonmwiinga@gmail.com/ 0977/0966-987868The mouse is a peripheral that is known as a pointing device. It lets you point to objects on the screen, click on them, and move them.32

prestonmwiinga@gmail.com/ 0977/0966-987868There are two main types of mice: optical and mechanical. The optical mouse uses an electronic eye to detect movement and is easier to clean. The mechanical mouse uses a rolling ball to detect movement. Generally, a mechanical mouse is cheaper, although it may require regular cleaning to keep it working properly33

prestonmwiinga@gmail.com/ 0977/0966-987868Traditionally, a mouse connects to the computer using a USB or PS/2 connection. However, you can also buy a wireless mouse, which can reduce clutter on your desktop34

Mouse Alternativesprestonmwiinga@gmail.com/ 0977/0966-98786835

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A touchpad on a laptop36

Touchpadprestonmwiinga@gmail.com/ 0977/0966-987868A touchpad (also called a trackpad) is a touch-sensitive pad that lets you control the pointer by making a "drawing" motion with your finger. Touchpads are very common on laptop computers37

Trackballprestonmwiinga@gmail.com/ 0977/0966-987868A trackball has a ball on top that can rotate freely. Instead of moving the device like a mouse, you can simply roll the ball with your fingers to move the pointer. Some mobile devices have miniature trackballs that can be controlled with your thumb.38

Power cordprestonmwiinga@gmail.com/ 0977/0966-987868

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prestonmwiinga@gmail.com/ 0977/0966-987868The power cord is the link between the power outlet and the power supply unit in the computer casing. If the power cord is not plugged in, the computer will not power on. To protect your computer from voltage spikes, you can plug the power cord into a surge protector. You can also use an Uninterruptable Power Supply (UPS), which acts as a surge protector and also provides temporary power if there is a blackout.40

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Keyboardprestonmwiinga@gmail.com/ 0977/0966-987868

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prestonmwiinga@gmail.com/ 0977/0966-987868The keyboard is one of the primary ways we communicate with the computer and enter data. There are many different types of computer keyboards such as wired, wireless, ergonomic, multimedia, and more. Although there may be differences in the location of some keys or features, keyboards are very similar and allow you to accomplish basically the same tasks.42

Short cutsprestonmwiinga@gmail.com/ 0977/0966-987868Alt + FFile menu options in current program.Alt + EEdit options in current programAlt + TabSwitch between open programsF1Universal Help in almost every Windows program.F2Rename a selected fileF5Refresh the current program windowCtrl + NCreate a new, blank document in some software programsCtrl + OOpen a file in current software program

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prestonmwiinga@gmail.com/ 0977/0966-987868Ctrl + ASelect all text.Ctrl + BChange selected text to be BoldCtrl + IChange selected text to be in ItalicsCtrl + UChange selected text to be UnderlinedCtrl + FOpen find window for current document or window.Ctrl + SSave current document file.Ctrl + XCut selected item.Shift + DelCut selected item.Ctrl + CCopy selected item.Ctrl + InsCopy selected item

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prestonmwiinga@gmail.com/ 0977/0966-987868Ctrl + VPasteShift + InsPasteCtrl + KInsert hyperlink for selected textCtrl + PPrint the current page or document.HomeGoes to beginning of current line.Ctrl + HomeGoes to beginning of document.EndGoes to end of current line.Ctrl + EndGoes to end of document.

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prestonmwiinga@gmail.com/ 0977/0966-987868Shift + HomeHighlights from current position to beginning of line.Shift + EndHighlights from current position to end of line.Ctrl + Left arrowMoves one word to the left at a time.Ctrl + Right arrow Moves one word to the right at a time.Ctrl + EscOpens the START menu

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prestonmwiinga@gmail.com/ 0977/0966-987868Ctrl + Shift + Esc Opens Windows Task ManagerAlt + F4Close the currently active programAlt + EnterOpen the Properties for the selected item (file, folder, shortcut, etc.)

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COMPUTER SOFTWAREprestonmwiinga@gmail.com/ 0977/0966-98786848

Preston Mwiinga48

Software are computer programs. These are the instructions that cause the hardware (the machines) to do work. Software can be divided into a number of categories based on the types of work done by programs. The three primary software categories are: Softwareoperating systems (system software), which control the workings of the computer, (b) application software, which addresses the multitude of tasks for which people use computers and(c) Utility software, which help in achieving a given goal such as virus removal.prestonmwiinga@gmail.com/ 0977/0966-98786849

Software ClassificationOperating (Systems) Software (OS) Coordinates hardware work DOS (Disc Operating System) Windows (is a personal computer operating system sold by Microsoft Corporation that allows users to enter commands with a point-and-click device, such as a mouse, instead of a keyboard) Ubuntu (developed in South Africa) O/S 2, Manages application packages Manipulates hardware work Organises files on storage mediaExamplesThree Types Operating Application Utility Linux, UNIX, Macintosh, etcprestonmwiinga@gmail.com/ 0977/0966-98786850

Software Classification - ContinuedApplication SoftwareSpecificTurbo cashAutoCADGeneralMicrosoft Office:Pastel Excel Word PowerPoint Access PublisherUtility SoftwareExamplesDriversAntivirus softwareSOFTWARE CONTINUEDprestonmwiinga@gmail.com/ 0977/0966-98786851

prestonmwiinga@gmail.com/ 0977/0966-987868Utility ProgramsA type of system software that is used to solve particular problem.Designed to make life easier for computer users.Utility programs perform thousands of task like search for lost files, sort files of data into a particular sequence and copy disk files.52

prestonmwiinga@gmail.com/ 0977/0966-987868ExamplesFile Viewer Is used to view and manage files in computer system. Window Explorer File Compressor:Is used to shrink the size of filesWinzip and WinRARDiagnostic Utilities: is used to detect problem in hardware and softwareDr Watson AntiVirusDisk DefragmenterBackup utility Data Recovery Utility Task Manager utility Disk CleanupPersonal FirewallSpyware Remover53

prestonmwiinga@gmail.com/ 0977/0966-987868Library ProgramsIs available to all user of a multi-user computer systemIt carry out common tasks required by everyone.Example:A routine that searches for lost files or restores corrupted files may be stored in a library.Many of these programs fall into the general category of utility programs54

prestonmwiinga@gmail.com/ 0977/0966-987868Application SoftwareApplication software enables you to perform specific computer tasks, such as document production, spreadsheet calculations, and database managementAny program that processes data for a userUsers prepare thesePackaged softwareCustom SoftwareIntegrated softwareBespoke SoftwareSharewareFree WarePublic Domain Software55

prestonmwiinga@gmail.com/ 0977/0966-987868Common Software FeaturesUser InterfaceImportant part of softwarePortion where the user interacts with the softwareGraphical User Interface (GUI)WindowsMenusToolbarsHelp

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Rectangular area that displays information Multiple applications in different windowsCan be resized, moved, and closed57

57Windows are the portion of the screen where the user interacts with the application software.

prestonmwiinga@gmail.com/ 0977/0966-987868MenusDisplay commandsPresent optionsDrop down listHeld in menu bars

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58Menus are commands and options grouped together in common functionality. For example, the File menu displayed above lists commands and options associated with file maintenance.

prestonmwiinga@gmail.com/ 0977/0966-987868ToolbarsContain buttons and menusCommonly used commandsCommon to many applications Formatting toolbarStandard toolbar

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59Toolbars allow quick access to commands in the application.Toolbars can usually be found under the menu bar. However, they can also be found detached and floating somewhere in the application window. That allows the user to customize their screen.The formatting toolbar above is seen in the vertical position as opposed to the horizontal like the standard toolbar. Most applications in the Windows environment will have toolbars like those seen above.

prestonmwiinga@gmail.com/ 0977/0966-987868HelpContains useful informationAccess methodsTable of ContentsKeyword indexText search

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60Explain what students would find using the different tabsHow is information listed on Contents Tab?How is information listed on Index Tab?How might a user use the Find Tab?

prestonmwiinga@gmail.com/ 0977/0966-987868Office Assistant

Click once to access or F161

61Another way to get help is to:Access through F1 function key or Help button on toolbar or click on Office Assistant object (paperclip, ball, cat, dog, Einstein, robot)

prestonmwiinga@gmail.com/ 0977/0966-987868Packaged software or General Purpose Is available for different types of users It is particular user or organization.The program are well testedDocumentation are very goodExamplesWord processor Presentation Spread sheets Data base management CAD

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prestonmwiinga@gmail.com/ 0977/0966-987868Document production software

Create text-based documents, reports, letters, and memosWidely used in business, school, and homeMost popularMicrosoft WordCorel WordPerfectLotus Word Pro63

prestonmwiinga@gmail.com/ 0977/0966-987868Features

Common featuresWord Wrap, formattingSpelling/Grammar CheckersThesaurusSearch and ReplaceMultimedia objectGraphs, tablesAudio, video clips64

prestonmwiinga@gmail.com/ 0977/0966-987868Presentation software

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prestonmwiinga@gmail.com/ 0977/0966-987868Features Layout filesTemplatesText layoutBackground colors and patternsBordersAnimationsVisual effectsAudio Effects66

prestonmwiinga@gmail.com/ 0977/0966-987868Spread Sheet

Organize, analyze, and graph numeric dataWidely used in many professionsMost popularMicrosoft ExcelConsist of grid of numbered rows and columns.Common uses include analyzing sales trends, financial trends, home budgets, recording grades or scores67

prestonmwiinga@gmail.com/ 0977/0966-987868Spreadsheet FeaturesManipulate numeric dataGrid of rows and columnsData stored in cellsCommon featuresFunctionsFormulasWhat-if AnalysisGraphs and charts68

68The worksheet is a rectangular grid of rows and columns, the intersection of which is called a cell.Each cell is referenced by a letter (column) and number (rows). Data is stored in the cells. Workbooks are made up of several worksheets.Values are numbers used for calculations; Labels are letters, numbers, or symbols used to represent text (social security number, phone number)Formulas are calculations user creates that calculate results from referenced cellsFunctions are predefined formulas created by spreadsheetWhat if scenarios - allows a user to create different scenarios for different results - probably one of the most powerful tools of spreadsheet

prestonmwiinga@gmail.com/ 0977/0966-987868Database Management SystemsOrganize related data for easy accessDatabase is a specially formatted file that contains dataStructuredMost popular DBMSMicrosoft Access69

69Establishes a structure for data storage, usually relational using related tables, so related data can be easily retrieved; also known as DBMS (database managements systems)Can edit, retrieve, and display in different formats (reports or forms)

prestonmwiinga@gmail.com/ 0977/0966-987868DBMS FeaturesCapability to locate and display dataSort and analyze dataProgramming control languageStructure Query Language (SQL)Used to create complex, sophisticated applications70

70All DBMSs allow the user to access the data by locating, analyzing and displaying data in an organized mannerUsed for parts catalog, flight schedules, employee records, search engines, grocery store pricesPeople use DBMS on daily basis just not always awareLocate and display - ability to quickly locate records based on various criteriaSort and analyze - rearranging or computation based on various criteriaProgram Control languages - allow sophisticated users to access the database to perform complex queries, joins, deletes, or modifications.

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recordtable

field value

field namesRelational Database71

71Identify the key organization features of a standard database

prestonmwiinga@gmail.com/ 0977/0966-987868Integrated PackagesSingle programKind of a Jack-of-all-tradesShares a common set of commandsWhich combine features from all below productsMultiple functionalityWord processor, spreadsheet, DBMS, Presentation graphics and communication softwareCompared to SuitesLower costSimplerCapabilities not as extensiveMicrosoft Works72

72Kind of a Jack-of-all-tradesIdeal for less sophisticated users, like home or school, who dont need the more sophisticated features found in the applications suites.Consult the OLeary Expansion CD for more information on the Microsoft Works

prestonmwiinga@gmail.com/ 0977/0966-987868Software SuitesSeparate applications bundled and sold togetherLess expensiveMore convenientAbility to share data between applicationsObject Linking and Embedding (OLE)Most popularMicrosoft Office73

73A collection of separate applications bundled and sold as a group that share information between applicationsLess expensive than individual applicationsMicrosoft Office Professional includes Word, Access, Excel, PowerPointOther bundled suites: Corel WordPerfect Office, Lotus SmartSuite

prestonmwiinga@gmail.com/ 0977/0966-987868Custom or special or generic SoftwareIs developed to meet the requirement of particular company or industry.If packaged software does not fulfill the requirement of an organization, it has to develop a custom software by hiring a programmer.The cost of custom software is higher.74

prestonmwiinga@gmail.com/ 0977/0966-987868Common ExamplesPhoto editing softwareMultimedia authoring softwareAccounting softwarePayroll SystemInformation management softwareSchool Management System POS

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prestonmwiinga@gmail.com/ 0977/0966-987868Tailor Made or Bespoke or Off the Self SoftwareWhen company decides to computerize an area of its business then need to buy Off the self package or have software specially written.Is designed to do exactly the user wantsCan be written to run specific hardwareSoftware is usually well documented It is designed to do one particular task 76

prestonmwiinga@gmail.com/ 0977/0966-987868DifferencesSystem SoftwareGeneral purpose Mange computer resourcesExecutes all the time in computerNo of system software are less than application software

It is essential for a computer to workApplication SoftwareSpecific Purpose Solve particular problems Executes as and when required No of these software are much more than system softwareIt is not essential for the computer to work 77

WindowsWindows 95, 98, 2000, ME, NT, XP?Desktop and iconsTask barStart buttonProgramsprestonmwiinga@gmail.com/ 0977/0966-98786878

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Starting your computerBefore starting your computer make sure you do not have a diskette in your A driveTo start your computer just turn on the power switch or power bar (the computer will take a few minutes to go through its initialization procedure and you will eventually see your desktop and icons)If this does not happen check that your monitor (i.e. screen ) is on.prestonmwiinga@gmail.com/ 0977/0966-98786881

Starting your computer, cont.If computer was shut improperly, you may see a screen saying Windows would like to check your files for errors.It may then say it has found an error and ask if it should fix the error. You will probably want to tell it to fix the error and skip the undo disk and next time try to do a proper shutdown

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Shutting down your computerWindows is very finicky about being shut down properly (do not just shut the power off)Move your cursor to start button and clickClick on the radio button beside Shut downClick on OK buttonWAIT (Windows will go through an elaborate process of making sure all programs are shut down. You will then see a Windows screen and eventually a black screen with the words Its now safe to turn off your computer)

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Shutting down your computer, cont.You may now turn off the power button/bar.In some cases when Windows cannot finish its shutdown sequence, your may have to shut down by restarting or shutting off the power before Windows is ready.prestonmwiinga@gmail.com/ 0977/0966-98786884

Restarting your computerSometimes your computer will start doing funny things or your mouse will stop workingTry ALT + CTL + DELETEIf you see a program is not responding, you can try to highlight that program and press the End Task button.If nothing happens try ALT + CTL + DELETE again. This will restart your computerprestonmwiinga@gmail.com/ 0977/0966-98786885

Restarting your computer, cont.If your mouse is working you can click on Start button, click on Shutdown but click on the radio button beside Restart and your computer will restartUseful if your modem stops functioning.prestonmwiinga@gmail.com/ 0977/0966-98786886

MousePointing device that moves pointer or cursorPoint and click (tip of the arrow is the point)Left and right buttons Start programs - 1 click vs 2 clicksHighlight text (click and drag)Practice makes perfect

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Cursor TypesArrow BusyText Double arrow Hand

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Scrolling pagesMouseClick on up and down arrowsorClick on top of and below that darker box without touching the boxorClick and drag the darker boxKeyboard (make sure cursor is on page by clicking on empty space)Use arrow keysUse page up, page down, home and endprestonmwiinga@gmail.com/ 0977/0966-98786889

Opening ProgramsIf on desktop as icon, double click on icon. If does not open press Enter key.Click on Start button, Move cursor up to Programs. After menu on the right appears move cursor over to menu and up or down to required program. Click on programIf program has been minimized and appears on task bar, click on square representing program.prestonmwiinga@gmail.com/ 0977/0966-98786890

Closing programsClick on the X icon in the top right hand corner of the window orPut your cursor on File in menu bar and click, then move cursor down the drop-down menu to the bottom to word Quit or Exit or Close. Click on the wordorHold down the Alt key and press F4.prestonmwiinga@gmail.com/ 0977/0966-98786891

Minimize window Enlarge ScreenClose Programprestonmwiinga@gmail.com/ 0977/0966-98786892

Title barMenu barTool barFormat barStatus barTask bar

Start button

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Using Menu BarsAll Windows programs have a menu bar and everything you can do with that program will be available from one of the drop-down menusPlace tip of the cursor on the word in Menu bar and click. Move cursor down drop-down menu to action you want to perform and click.If item has an arrow pointing to the right move cursor to the right to see the submenu.

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Menu items common to most Windows programsFile (includes New file, open file, save and print functions)Edit (includes Find and Cut, Copy and Paste)View (allows you to change the look of screen by adding and subtracting bars like tool bar)Tools (most programs but program specific)Window (allows you arrange windows and choose between different files)Help used to give help in programs functions and gives version no. for troubleshooting purposesprestonmwiinga@gmail.com/ 0977/0966-98786895

Cut/Copy and PastePlace your cursor at the beginning of the text you would like to cut or copy, click with left-hand button keeping the button down.Move the cursor to right to highlight the section or words you want to copy (move cursor down to get whole paragraph or page)When the text you wanted to copy or move is highlighted, let go of the mouse buttonIf you highlight too much text, do not let go of the button but adjust the cursor until you have the right amount of text. If you let go, start over by clicking anywhere that is not a link and start over.prestonmwiinga@gmail.com/ 0977/0966-98786896

Cut/Copy and Paste, cont.Move cursor to Edit in Menu bar and move down the drop down menu until you reach Cut or Copy and click (Cut will remove the text and Copy will leave it where it is)Move the cursor to the area of the document or file where you would like to put the text and click making sure the blinking cursor is where you want the text to beMove cursor to Edit in Menu bar and move down drop down menu until you reach Paste and click

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Using Tool BarsIcons which represent frequently used actionsPlace tip of cursor in middle of icon and clickOpening files, printing, and saving files are common in tool barsIf you do not know what an icon signifies, move cursor over the icon and wait for a couple of seconds and a brief description will appear.If do not need tool bar (all actions available from Menu bar) can get rid of tool bar by clicking on View in Menu barprestonmwiinga@gmail.com/ 0977/0966-98786898

Further study - BooksStokes, Abby. Its never too late to love a computer. 004.16 S874 Kraynak, Joe. The complete idiots guide to computer basics. 004.16 KraRuss, Walter. The secret guide to computers : the world's top-rated computer tutorial 004.16 W233 2001 Gookin, Dan. PCs for dummies quick reference004.16 G659[Maran, Ruth, Paul Whitehead]. Computers simplified 004.16 M311 2000prestonmwiinga@gmail.com/ 0977/0966-98786899

Further study - VideosBeginning computers for seniors [videorecording] : and kids of all agesV004.16 B417Microsoft Windows 98 video tutorial [videorecording]V005.4469 W5nLearning Microsoft Windows 98 [videorecording] V005.4469 W5LpTeach yourself Windows 95/98 [videorecording]V005.4469 W5vi

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Further study Internet sitesComputer training tutorialshttp://www.ckls.org/~crippel/computerlab/tutorials/index.htmlUsing computers http://www.elmlane.com/usingcomputers/index.aspIntroduction to using computers http://tilt.lib.utsystem.edu/Learning Windowshttp://plugandwork.com/winhelp.htm http://www.eiu.edu/~mediasrv/win95_tut/win95menu.htm

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What is Computer Virus? 102

Definition -- Virus: A self-replicating piece of computer code that can partially or fully attach itself to files or applications, and can cause your computer to do something you don't want it to do. Similarities between biological virus (like " HIV " ) and computer virus: Need a host for residence. Capable of self-replicate Cause damage to the host. Difference: Computer viruses are created by human.prestonmwiinga@gmail.com/ 0977/0966-987868103

104Computer virus conceptComputer Virus Time Line 1949 - Theories for self-replicating programs was first developed. 1981 - Apple Viruses 1, 2, and 3 was some of the first viruses in public. 1988 Jerusalem was detected. Activated every Friday the 13th, the virus affects both .EXE and .COM files and deletes any programs run on that day. 1991 - Tequila is the first widespread polymorphic virus found. 1999 - The Melissa virus, W97M/Melissa, executed a macro in a document attached to an email. Melissa spread faster than any other previous virus. 2000 - The Love Bug, also known as the ILOVEYOU virus, sent itself out via Outlook, much like Melissa. 2001 - The Code Red I and II worms attacked computer networks in July and August. They affected over 700,000 computers and caused upwards of 2 billion in damages.

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Anti-virus:

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How to detect virus?

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How to clean virus?

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How to clean virus?The steps to reinstall the whole system Reboot the PC using a clean startup disk.Type in MBR to rewrite the Master Boot Record.Format DOS partitions.Reinstall Windows XP or other os and other applications.Install Antivirus Software and apply the latest virus definition data.

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prestonmwiinga@gmail.com/ 0977/0966-987868OPERATING SYSTEM110

prestonmwiinga@gmail.com/ 0977/0966-987868An operating system is the most important software that runs on a computer. It manages the computer's memory, processes, and all of its software and hardware.111

prestonmwiinga@gmail.com/ 0977/0966-987868e.g. of OS today are: Windows 3.1, Win 95, Win 98, Win 2000, Win NT, Win XP, WinVista, Win 7, MS DOS, PC DOS, LINUX, UNIX and Apple Mac OS.112

prestonmwiinga@gmail.com/ 0977/0966-987868The Operating System's Job113

prestonmwiinga@gmail.com/ 0977/0966-987868It runs tests to make sure everything is working correctly.It checks for new hardware.It then starts up the operating system114

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prestonmwiinga@gmail.com/ 0977/0966-987868Once the operating system has started up, it manages all of the software and hardware on the computer116

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Windows 7, after starting up117

prestonmwiinga@gmail.com/ 0977/0966-987868THE INTERNET

The internet is the physical network of computers all over the world. The World Wide Web is a virtual network of web sites connected by hyperlinks (or"links"). Web sites are stored on servers on the internet, so the World Wide Web is apart of the internet.118

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Setting up a Gmail Account & Email Safetyprestonmwiinga@gmail.com/ 0977/0966-987868122

Hello and welcome to the Maine State Librarys training module on how to create a Gmail account and email safety. By the end of this module, you will be able to create an account and understand the proper etiquette for sending emails and protecting yourself while emailing. So let's begin.122Preston Mwiinga

Email BasicsSend & receive digital messages and content over the internet

Productivity ToolCalendarAddress book

Web-based email can be accessd anytime & anywhere

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Email is a way to send and receive digital messages and content over the internet.Some of the advantages of email are:Productivity tools: Most email accounts are usually packaged with a calendar, address book and more for convenience and productivity.You also have access to Web Services: If you want to sign up for accounts like Facebook, or order products from services like Amazon, you will need an e-mail address, so you can be safely identified and contacted.Easy Mail Management: Email service providers have tools to allow you to file, label, prioritize, find, group, and filter your emails for easy management. You can also control your spam and junk mail.Private: Your email is delivered to your own personal and private account with a password required for accessing and reading your emails.Emails allow you to communicate with multiple people: You can e-mail to multiple people at once allowing you the option of having a conversation with several people or sending out a message to a hundred people.You can access your email anywhere and at any time: You dont have to be at home to access your web-based e-mail. You can access it from any computer or mobile device.

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Email AddressesFormat:Username@Providers domainEx. peter101@yahoo.com

Free Email Account Providers:YahooMicrosofts HotmailGoogles Gmail

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To receive emails, you will need an email account and an email address. Also, if you want to send emails to other people, you will need to obtain their email addresses. It's important to learn how to write email addresses correctly, because if you do not enter them exactly right, your emails will not be delivered or they might be delivered to the wrong person. Email addresses are always written in a standard format that includes a username, the @ (at) symbol and the email provider's domain. The username is the name you choose to identify yourself and the email provider is the website that hosts your email account.

Today, the top three free webmail providers are Yahoo, Microsoft's Hotmail, and Google's Gmail. These providers are popular because they allow you to access your email account at any time through their website at yahoo.com, hotmail.com or gmail.com.You can also set up and access your email account with these providers through the user-friendly email apps on your mobile devices.

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Setting up a Gmail AccountGo to: www.gmail.comClick here to Create your Account

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Go to www.gmail.comNext click on the create an account button

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Creating a Gmail AccountEnter a passwordEnter or choose a security question or write your own.126

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Next choose a password. I would choose one with numbers and letters and maybe a capital letter. You will notice when I built my password I used caps and numbers which made my password strong. Next you have the ability to use the drop down box to choose a security question or write your own. In my example I chose to write my own.

You now have the option to put another email address in to be used should you ever encounter problems or forget your password. If you do not have another email address, you may leave this field blank.

You also have the option to stay signed in when you are on the computer. I would recommend unchecking this box so that when you are no longer at the computer and you close your account no one can read or send emails from your account.

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Creating a Gmail AccountType in your birthdate month/day/yearType in the word in the word verification boxClick on the I accept. Create my account buttonYou can either use Google as your home page or a tab on your home page127

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Type in your month/day/year as shown on the screen. Dont forget to add the slashes or it will not work.Next enter the word verification into the box. I know sometimes they are not easy to read; however, should you get it wrong, it will simply give you another word to enter. In the past it once took me 5 times before I could understand the letters, so dont get discouraged.

Once that is done click on the I accept. Create my account button.Then a pop up window will appear asking you to select Google as your homepage or adding a tab to your homepage. I have selected to have Google as my homepage.127Preston Mwiinga

Creating a Gmail AccountCongratulationsClick on Show me my account128

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Congratulations, now click on the Show me my account button.128Preston Mwiinga

Gmail Inbox for your AccountNotice the 3 email from Google in your inbox3 tutorials explaining some of the features of Gmail.129

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This is the inbox for your Gmail account. Notice the 3 emails from Google. Each of these are a tutorial of some of the features in Google mail.129Preston Mwiinga

Composing a New MessageClick on New or Compose

ContactsLike an address bookContains email addresses & contact information

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Properly Addressing a MessageSubject:Brief description

CC (Carbon Copy)To include other people in an email message

BC (Blind Carbon Copy)Addresses will not be visible to other parties.

AttachmentsAttach or Upload files

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Its important to include a brief description of what your email is about in the subject line. This is a courtesy to the recipient and helps them to efficiently decide which emails to read, if their time is limited. It also makes it easier to search for an email at a later date.CC: stands for carbon copy and is often used in the workplace. You may want to include other people in an email message to keep them informed, even though they may not be the recipient of the email. You can do this by entering their email address in the CC box.BC: stands for blind carbon copy. Just like CC it copies other people; however, those recipients (and their addresses) will not visible to others in the email.

Attachments & Uploads: You can attach or upload digital files for documents, images, videos, and presentations and more to your email. These attachments can be opened or downloaded by the recipients.

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Draft or SendDraft:Save it to send later

Send Only click on when the message is complete and ready to go.

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Drafts: contain email messages that you have composed, but have not sent. When composing a message, you can click on save to save your message to the drafts folder until you are ready to finish the message or send it.Send: When your email is complete, you will click on the send to deliver it to the recipients.

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InboxShows all incoming mail you have receivedClick on the email to read it.All unread emails are usually marked in bold text133

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Reply or Reply AllReplyWhen you want to respond to an emailNew window will appear to compose your message

Reply AllThe message will be sent to all parties in the email.**Caution** Always check the To box before hitting the send button to avoid embarrassment of sending it to the wrong people.134

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When you receive an email from someone, you can click on the reply to respond to someone. A new window will appear with the original message in the body. You can now compose your response and click the send button.

Reply AllSometimes an email has been sent to other people besides yourself. When you respond to these emails, you need to decide if you want to respond to just the sender or all of the recipients. If you want the message to be sent to everyone, you can click on the reply all button.To avoid trouble or embarrassment, it is a good idea to double check the To box before you click send to make sure your message is being delivered to the right recipient.

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Forwarding an EmailForwardShare an email message with another individual135

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When you want to share an email message that you have received, you can click forward to send it to another person.

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SPAM or Junk EmailSpamCarries viruses and fraudulent scamsDo NOT open itMove it to the Spam Folder

Do NOT open files with a attachment that has a file extension ending in:.exe.zip.scr

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Just like at home in your mailbox, at some point you will receive Junk Email or Spam. Spam often carries viruses or fraudulent scams, so you dont want to open these messages. Usually your email provider will filter these suspicious emails into a Spam folder, but if you get one in your inbox, you should select the checkbox to the left of the message and click on the Spam button. This lets your email provider know that this is Spam and to block it from your inbox in the future. Dont open files with the extensions such as: .exe, .zip, or .scr. These could contain hazardous files that could destroy or steal information.You should occasionally open your Spam Folder and see if any pertinent messages that you need got caught in the Spam Folder and you can send those to your inbox and allow them to bypass the Spam Folder in the future.

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Folders or LabelsFolders or LabelsAllow you to organize your emails for quicker reference.

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Most email providers have features that allow you to build folders to organize and manage your incoming emails. Others let you group emails with labels for topics like Family, Facebook, EBay etc.

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Trash or Deleted ItemsDeleted ItemsTo delete click on the Delete CommandOnce it is deleted from the trash folder its gone

Trash FolderItems in the trash folder are accessible

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To delete a message you simply click on the delete command. Some email providers will allow you to retrieve a deleted message from the trash. However, once it is deleted from the trash it is unrecoverable. Other providers allow you to archive a message, which, moves it out of your inbox, but does not permanently delete it.

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Email EtiquetteEmail Dos:Keep emails clear and concise

Use a relevant subject line

Add a greeting and closing line to your email "Dear Angela

Closing SincerelyThanksFollowed by your name

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Like any form of online communication, it's important to practice good etiquette and safety when using email. Etiquette is a set of rules or guidelines that people use to communicate better and aid in other social interactions. Using good email etiquette can help you get your point across and show that you are considerate of the person that you are talking to. You should also be aware of important safety tips that you can use to protect yourself from things like malware or phishing.Email Do's: Keep emails clear and concise. Make sure that your recipient can tell what the email is about. Avoid rambling, but provide enough detail to make the point of the email clear. Use a relevant subject line. The subject line lets the recipient know what to expect in the email. Make it clear and relevant. Add a greeting and closing line to your email. Just like a written letter, it's nice to add a greeting such as "Dear Amelia," and a closing line such as "Sincerely" or "Thanks" followed by your name.Be aware that your tone may not be obvious in an email. Your recipients may not be able to recognize irony and sarcasm in your emails, and this can lead to misinterpretation or confusion. It's best to phrase things in the clearest way possible.139Preston Mwiinga

Email Etiquette (cont.) Check your email before sendingCheck it for spelling and grammar errorsCheck the content and wording

Check your recipientsToCCBCC

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Before sending your email, its a good habit to always check your email before sending it. You need to check for spelling and grammar errors. Dont just rely on spell check, because we all know that spell check will see that a word is correct in spelling; however, it may be the wrong word in reference to content. Always check your recipients too to make sure that you are not mailing to the wrong person. This is crucial especially if you are sending sensitive information that should not be seen by anyone other than the party you want to send it to.

Not checking your recipients could place you in an uncomfortable situation, so protect yourself by double checking before sending.140Preston Mwiinga

Email EtiquetteEmail DontsDont use caps lock

An overlong signature

Dont use hard-to-read fonts or colors

Don't overuse Reply to All

Don't try to cover too many topics

Don't forward chain emails

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Lets talk about some donts. Using caps lock. Writing in all caps is equivalent to shouting. Your recipient may mistakenly think that you're angry, which can backfire (especially in a business email). Also, emails written in all caps are harder to read. Using an overly long signature. It may be tempting to create an elaborate signature that includes your name, title, address, multiple phone numbers, a Facebook or Twitter link, a picture, a quote, and other information. However, this can quickly turn into a ten-line signature, which may make it harder for your recipients to know how you prefer to be contacted. Instead of including all of your contact info, it's better to focus on your most important or preferred contact info. Using hard-to-read fonts or colors. Your email service may have various text formatting options, but you should be aware that some of them may make your emails difficult to read. In many cases, too much text formatting can also look unprofessional or annoying. Overuse of Reply to All. Ask yourself whether every person in the group needs to see your reply. If you're only intending the message for one person, use Reply. On the other hand, if you want to keep everybody in the group informed use Reply to All. Trying to cover too many topics. If you find that your email is covering several unrelated topics, consider splitting it into separate emails. Forwarding chain emails, even if they sound interesting. Chain emails can quickly spread throughout the world because they are forwarded to large numbers of people, who then forward them to even more people, and so on. Many of them are hoaxes, and even the ones that aren't may irritate your recipients.

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Professionalism in EmailingProfessionalismNot too informalNo profanityNever convey angerAlways read your emails before sendingDont discuss confidential information

Think before you send!

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Even though an email may be less formal than a written letter, you should avoid being too informal. This is especially important when you are contacting a person for the first time. Once you get to know someone, you can then become less formal.Profanity or Anger: Using profanity in a business email is unprofessional and in some cases could get you in serious trouble. Remember once you send the message, you cant get it back so watch what you are saying and how the person who is receiving this message is going to receive it. Sometimes emails can be taken out of context so watch what you write. Its a good habit to re-read your emails before hitting the send button.Keep it Professional: Never convey anger, use profanity or make racist or sexist remarks. Remember, inappropriate words or images sent via email can come back to haunt you. Avoid using ALL CAPS. This is interpreted as yelling. Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks - even if they are meant to be a joke.Dont Discuss Confidential Information: Most email is insecure unless it has been encoded or encrypted. So, sending an email is like sending a postcard for many eyes to see. Dont send confidential information.Think Before You Send: Dont treat email casually. Play it safe. In general, don't write anything in email that you wouldn't feel comfortable saying in a crowded elevator.

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Companies are MonitoringBusinesses today are monitoring

Dont use your work email to write anything derogatory

Social MediaIs monitoredBeware what you post

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Be aware that your company may read your email. Using your work email to write anything derogatory about your co-workers is a bad idea, and it could come back to haunt you later. Also you should never use your work email to forward jokes that are offensive or inappropriate for the office.Emailing, texting and social networking may be second nature forms of communication for many of us, but it seems like every day we are encountering more and more stories about people getting into real trouble due to embarrassing emails or online postings. What about this medium makes us write and post things that we would likely not say to an individual face to face? Perhaps the impersonal nature of the technology makes us feel safe, even when the reality sometimes proves just the opposite.

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Online Phishing ScamsFishing for confidential informationReceive an e-mail which appears to originate from a financial institutionDescribes an urgent reason you must "verify" or "re-submitConsumer may be asked to provide Social Security numbers, account numbers, passwords or other information

When the consumer provides the information, those perpetrating the fraud can begin to access consumer accounts or assume the person's identity. 144

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The term "phishing" as in fishing for confidential information - refers to a scam that encompasses fraudulently obtaining and using an individual's personal or financial information. This is how it works: A consumer receives an e-mail which appears to originate from a financial institution, government agency, or other well-known/reputable entity. The message describes an urgent reason you must "verify" or "re-submit" personal or confidential information by clicking on a link embedded in the message. The provided link appears to be the Web site of the financial institution, government agency or other well-known/reputable entity, but in "phishing" scams, the Web site belongs to the fraudster/scammer. Once inside the fraudulent Web site, the consumer may be asked to provide Social Security numbers, account numbers, passwords or other information used to identify the consumer, such as the maiden name of the consumer's mother or the consumer's place of birth. When the consumer provides the information, those perpetrating the fraud can begin to access consumer accounts or assume the person's identity.

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Protect Yourself from PhishingDont reply to emails that ask for personal or financial information

Never click links within emails that ask for personal or financial information

Avoid cutting and pasting links from an email message into a new browser windowNever call company phone numbers listed in an email.

Dont email personal or financial information

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Dont reply to emails that ask for personal or financial information. Legitimate companies that you are already doing business with do not ask for personal or financial information via email. Never click links within emails that ask for personal or financial information. Hackers can retrieve information from your computer in numerous ways including accessing stored information and monitoring keystrokes.Avoid cutting and pasting links from an email message into a new browser window. Many people think this will help them determine if a website is legitimate; however, phishers can make links appear to go to a legitimate site, while sending you to another website they control.Never call company phone numbers listed in an email. A common scam asks you to call the phone number listed in the email to update your account information. Sophisticated technology can mask an area code and divert the call anywhere. If you need to reach a company, call the number printed on your financial statements, credit card, or the company website. Dont email personal or financial information and always keep your account passwords private. Use anti-virus and anti-spyware software, a firewall, and spam filters. Update these regularly! Be wary of emails that seem urgent. Phishing emails often state that immediate action is required to tempt you to respond without thinking. Pay close attention to the web address if you choose to access a companys website through an email link. Some phishers register domain names that look very similar to the legitimate domain name of a company. If there is any doubt, open a new browser window and type the web address yourself.

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PhishingHere is an example of a Phishing Scam146

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Here is an example of a Phishing Scam. As you can see the email looks authentic; however, your bank will never ask you for account information or your password by email. If you should ever get an email like this you need to report it to the bank and contact the Internet Crime Complaint Center (www.ic3.gov), a partnership between the FBI and the National White Collar Crime Center.

Look closely at this address and notice that it is bankofamerican with an n added.

A scammer can place any address they want in the From field, so sometimes the email will appear to be totally authentic (this is known as email spoofing).That means you can NOT always rely on the from field to tell whether the email is from a legitimate source.

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Fraudulent EmailsSubject lines that:Look importantShow concern

Examples:Message AlertUnauthorized Log-In Access Denied Email Verification Required147

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Fraudulent emails often have subject lines that look important and appear to show concern for your safety. And who wouldnt be concerned about an alert on their bank account. Here are just a few examples of Subject lines that have been used on fraudulent emails:Message Alert: You have one important messageImportant Online Banking Settings have been changedNew Privacy program (2011)Unauthorized Log-In access deniedBank of America Security UpdateYour Bank of America Account has been compromised.

If there is a LOGO on the email, be aware that Logos can be copied and placed within an email.

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QuestionsQuestions or Comments?

prestonmprestonmwiinga@gmail.com , Facebook page: Preston Mwiinga148

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If you have any comments to improve this presentation, please feel free to drop me an email at patrick.therrien@mestate.lib.me.us.

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COMMON USES

E-mail electronic message sendingWorld Wide Web - huge set of interlinked documents, images and other resources, linked by hyperlinks and URLsRemote Access - computer users to connect to other computers and information stores easily, wherever they may be across the world

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COMMON USES

Collaboration - low cost and nearly instantaneous sharing of ideas, knowledge, and skills has made collaborative work dramatically easier instant messaging, chat roomFile sharing - computer file can be e-mailed as an attachment or uploaded to a website or FTP server for easy download by othersStreaming media - existing radio and television broadcasters provide Internet "feeds" of their live audio and video streams (for example, the BBC or ZNBC).

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COMMON USES

Internet Telephony (VoIP) - easy to use and as convenient as a normal telephoneSocial impact - Internet has made possible entirely new forms of social interaction, activities and organizing, thanks to its basic features such as widespread usability and access Facebook, MySpace, TweeterDigital Natives - raised with widespread availability of Internet connectivity, with consequences for privacy, identity, and copyright concerns

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COMMON USES

Political Organization and Censorship -has achieved new relevance as a political tool Leisure activities - many Internet forums have sections devoted to games and funny videos; short cartoons in the form of Flash movies are also popularMarket - become a large market for companies by taking advantage of the efficient nature of low-cost advertising and commerce through the Internet, also known as e-commerce

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INTERNET ACCESS

Home access include dial-up, landline broadband (over coaxial cable, fiber optic or copper wires), Wi-Fi, satellite and 3G technology for cell phonesPublic places to use the Internet include libraries and Internet cafes, where computers with Internet connections are available, airport halls and coffee shops, in some cases just for brief use while standingprestonmwiinga@gmail.com/ 0977/0966-987868153

ADVANTAGES OF INTERNET

Email: free ( no charge per use) when compared to telephone, fax and postal services. Information: There is a huge amount of information availableServices: Many services are now provided on the internet such as online banking, job seeking and applications, and hotel reservations. Often these services are not available off-line or cost more. prestonmwiinga@gmail.com/ 0977/0966-987868154

ADVANTAGES OF INTERNET

Buy or sell products: The internet is a very effective way to buy and sell products all over the world. Communities: Communities of all types have sprung up on the internet. Its a great way to meet up with people of similar interest and discuss common issues.

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DISADVANTAGES OF THE INTERNET

Theft of Personal information: may be facing grave danger as your personal information such as name, address, credit card number etc. can be accessed by other culprits to make your problems worse. Spamming: Spamming refers to sending unwanted e-mails in bulk, which provide no purpose and needlessly obstruct the entire system. prestonmwiinga@gmail.com/ 0977/0966-987868156

DISADVANTAGES OF THE INTERNET

Virus threat : Virus is nothing but a program which disrupts the normal functioning of your computer systems. Computers attached to internet are more prone to virus attacksPornography: Perhaps the biggest threat related to your childrens healthy mental life. A very serious issue concerning the Internet.

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