ECDL/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

http://www.dataprotection.gov.uk/

http://app.mica.gov.sg/Default.aspx?tabid=487

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

40 Module 2 - Using Computers & Managing Files - Working with Files

Opening Windows

Click Start | My Computer.

The My Computer window

will open

A named button,

is displayed on the Taskbar


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

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

Managing Files

Module 2 - Using Computers & Managing Files - Section 2 - Managing Files 57

How memory is measured

RAM is divided into millions

of units called Bytes

Smallest Unit = 1 bit

Each byte contains 8 bits

1024 bytes = 1 kilobyte (KB)

1024 KB = 1 megabyte (MB)

1024 MB = 1 gigabyte (GB)

1024 GB = 1 terabyte (TB)


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

65 Module 2 - Using Computers & Managing Files - Section 2 - Managing Files

Folders and Files Double-click ECDL folder.

Double-click 2 Managing Files folder. There are 17 files displayed


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 button Menu bar

Navigating to a file or folder

If you look at the left-hand pane you will

see the folder structure

Notice how ECDL has a plus sign next to

it?

This means that there are folders/files

inside that folder

Click on the folder name in the left-hand

pane to select it

The contents of that folder will display in

the right-hand pane!


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 button Menu bar

Changing the appearance

Click on the View menu to see the

different views

Thumbnails will display pictures

Tiles will display large icons

Icons will display smaller icons

List will display a list in columns

Details will show you details about

each item


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

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

Print Management

Changing the default printer If you click on the print icon,

the document will be sent to

the default printer

To change the default

printer (so every document

prints to it)

Click on Start, Printers

and Faxes

Right-click the printer you

want to change to

Select Set as Default

A tick will appear next to it

94 Module 2 - Using Computers & Managing Files - Section 3 - Print Management

Add a New Printer

Most printers will come with an installation CD

If you don’t have one, try the following steps:

Click on Start, Printers and Faxes

Click on the Add printer icon

Follow the on-screen instructions


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

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


Licence


Section 4 – Running Applications

98 Module 2 - Using Computers & Managing Files - Section 4 -

Running Applications

Launching WordPad

Click Start

Click All Programs

Click Accessories

Click WordPad

WordPad will appear on screen

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

100 Module 2 - Using Computers & Managing Files - Section 4 - Running Applications

Title bar

Menu bar

Toolbar

New icon

Open icon

Save icon

Print icon

Saving WordPad Files The Save As dialogue box

appears

Type a file name into the file name box

Click Save button

Click Close icon to exit WordPad

All WordPad files are saved as Rich Text Format


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

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Applications

Printing a Document

Click the print icon to print

one copy from the default

printer

Click File then Print to give

you more options

You can choose which pages

to print and how many copies

Make your selections then

click on the OK button

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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


( Close Window)

Press Alt + Tab

(Switch Window)

What to do if your mouse stops working

Press Ctrl + S to save the changes

made to your document

Use the Tab key to move to the save

button and press the Enter key

Press Ctrl + F4 to close the file

Press Alt + F4 to exit the program

Press Alt + F4 again to exit Windows

Check your mouse connection – has it

come loose at the back? Reconnect

and switch on the computer again

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Applications

Closing a Non-Responding Program

If a program “freezes” press

Ctrl + Alt + Delete

On a stand-alone PC the

Task Manager will appear

All the applications running

will appear on the

Applications tab

If a program has the words

“Not Responding” after it,

click on it once then click on

the End Task button

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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

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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!

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Applications


Licence


Section 5 – Using Compress

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

Using Compress

Compressing Files If you want to send a file as

an e-mail attachment,

compress it so it is faster to

send and receive

All files of over 500Kb

should be compressed

Windows XP comes with its

own compression tool called

Compressed Folders

You can also compress files

with WinZip – a very popular

shareware program which

can be downloaded from the

web

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

Compressed Folders Compressing files

Select the file(s) you want to

compress

Right-click on one of the

files and select Send to then

Compressed folder from

the pop-up menu

A compressed folder icon

will appear

Extracting files

Right-click on the

compressed file

Select Extract All from the

pop-up menu

The Extraction wizard

appears

Follow the step-by-step

instructions


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


Virus Control

Module 2 - Using Computers & Managing Files – Section 6 - Virus Control 122

Computer Viruses Viruses are small programs which

are designed to cause damage to a computer or whole networks by spreading and replicating itself

Examples of Virus: Time bomb, Macro viruses, Worm, Trojan Horse, etc

Your PC can catch a virus by sharing files on disks/CDs, viewing/downloading files on the web and from e-mail attachments

The only protection against this is having anti-virus software installed on your machine

Computer Viruses A virus is a small program

designed to damage

computer files

Your PC can “catch” a virus

whilst surfing the web, or by

sharing files on USB

Thumb Drives, CDs, DVDs

or files attached to emails

You must have antivirus

software installed on your

PC

Scan files for viruses before

opening them

Keep your antivirus software

updated at least weekly

123 Module 2 - Using Computers & Managing Files – Section 6 - Virus Control

Module 2 - Using Computers & Managing Files – Section 6 - Virus Control 124

Protection against viruses

Scan files for viruses before

opening them

Make sure you keep your antivirus

software up to date – Thousands of

viruses are made daily – it only

takes one to wreak havoc on your

computer

If on broadband, install a firewall to

prevent unauthorised people or

hackers from gaining access to your

personal data in your computer

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

Click Start | All Programs | Sophos


Virus Detected!



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Section 7 – Control Panel


Control Panel

Control Panel Click Start | Control Panel. Click Switch to Classic View

Double-click System icon

128 Module 2 - Using Computers & Managing Files – Section 7 - Control Panel

Regional and Language Option

System Information

System Information

The System Properties window appears which will tell you the following:

The current version of Windows

Who Windows is registered to and the serial number

Type and speed of processor, followed by the amount of RAM installed


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


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

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