Module of Introduction to Information Technology (CSC1141) for Year 1-2020 Intake

BLOCK 2: Introduction to Operating Systems

Introduction
In the previous block we introduced computer, hardware, software, input and output devices.
Prepared with basic knowledge about computers, we can proceed to know the operation of
Personal Computers. Operating System being essential software to operate any digital computer,
this block describes basic concepts and functionality of Operating System.

Case of Windows Operating System is discussed in detail to provide students with practical
knowledge.

Learning Objectives

At the end of this block, you would be able to;

 Explain the concept of operating system
 Discuss the functions of operating system

 Discuss the classification of operating system

 Discuss the procedures of booting of a personal computer

 Use Windows Operating System for resource management

 Use Windows Operating System for File Management

This block includes the following sections:

 Section 1: Introduction to Operating Systems
 Section 2: Introduction to Windows Operating System
 Section 3: The Windows File Structure and File Management System

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Section 1: Introduction to Operating Systems

2.1 Definition

Operating System is a set of programs that coordinate the operation of all hardware and
application software components of a computer.

The operating system in a computer makes the computer easier to use.

2.2 Functions

Operating systems carry out various “house keeping” routines like:

 File and memory management and saving the user from knowing where in memory his
files are to be stored.

For File management, operating system provides the users with a way to create, rename,
modify, delete, copy, paste and move files.

The operating system creates a file structure on the hard disk drive to allow data to be
stored. A file is a block of related data that is given a single name and treated as a single
unit. Program and data files are grouped together in a directory. The files and directories
are organized for easy retrieval and use. Directories can be kept inside other directories.
These nested directories are referred to as subdirectories. Directories are called folders in
Windows operating systems, and subdirectories are called subfolders.

For Memory management, operating system is the one that assigns the memory address
to a program which needs to be executed as it knows the used memory, free memory and
released memory.

 Hardware management like accessing disk drives, printers and keyboard. The operating
system manages the interaction between applications and the hardware. To access and
communicate with the hardware, the operating system installs a device driver for each

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hardware component. A device driver is a small program written by the hardware

manufacturer and supplied with the hardware component. When the hardware device is
installed, the device driver is also installed, allowing the OS to communicate with the
hardware component.

 They also enable applications software to interface with the hardware. Operating system
also enables users to access the Input/Output devices, for example if you want to print 30
pages of a document called “ASSIGNMENT-CSC1141”, Operating System will tell the
printer to print it in your place.

2.3 Classification and available technologies

The main Operating systems can be grouped into the following classes:

1. Desktop Operating Systems

2. Networking Operating Systems
3. PDA Operating Systems
4. Other Operating Systems

2.3.1 Desktop operating systems

Desktop operating systems are commonly used on personal computers; normally standalone
PC’s. These include:

2.3.1.1 DOS (Disk Operating System) and Windows 3x

There are two types of DOS, currently in use on microcomputers. These include PC-DOS, which
was developed by the IBM Corporation and MS-DOS, which was developed by Microsoft
Corporation. To complete the desktop applications environment DOS loads with Windows 3x.

2.3.1.2 MS-Windows 95 and MS-Windows 98

The Microsoft Corporation developed these new operating systems, as a result of technological
advancement over the window 3x. This 32-bit OS provides better multitasking, (working with

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various applications at the same time) and faster video displays for games. Their ability for plug
and play provides a better way of installing new peripheral (e.g. Mouse, joy sticks, printers).

Unlike Windows 95, Windows 98 provides better DVD support and its integration with the
Internet explorer makes it an ideal tool for web browsers.

2.3.1.3 Windows 2000 Operating System

Originally, called Windows NT5, it is an operating system also from Microsoft. It is both a
desktop Operating system as well as a network Operating System both for the small and big
corporate organizations. It has many new features than earlier Microsoft operating systems. Its
main aim is reliability and manageability with the help of Active Directory.

 Windows 2000 Service Pack 1 (2000)

 Windows 2000 Service Pack 2 (2001)
 Windows 2000 Service Pack 3 (2002)
 Windows 2000 Service Pack 4 (2003)

2.3.1.4 OS/2(Operating System -2)

This is another desktop operating system, which offers multi-tasking abilities. It was designed
for the IBM PS / 2 model SC and above, computers. Microsoft and IBM Corporation
collaboratively developed this operating system.

2.3.1.5 BeOS

Simple for Be Operating System is one of the recent developments in OS. It was built due to the
increased demands in the multimedia industry for robust and larger file handling abilities. Its 64-
bit file system can handle files of up to l8million terabytes. This makes it ideal to handle files
that include video, sound, and three-dimensional images (3D-images).

Examples of other Desktop Operating Systems

1. Windows Vista

 Microsoft Windows Vista Business (32 bits)

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 Microsoft Windows Vista Home Basic (32 bits)

 Microsoft Windows Vista Home Premium

2. Windows 7

 Microsoft Windows 7 Enterprise (32 bits)

 Microsoft Windows 7 Enterprise (64 bits)
 Microsoft Windows 7 Home Basic (32 bits)
 Microsoft Windows 7 Home Premium
 Microsoft Windows 7 Professional
 Microsoft Windows 7 Starter
 Microsoft Windows 7 Ultimate

3. Windows 8
4. Windows 10 (Education, Home editions, etc.)
5. Ubuntu (14.04 version, etc.)

2.3.2 Network Operating Systems

These are designed to be used on several computers that do exist on a network. Although at times
they can be installed on stand-alone computers. Common examples include:

2.3.2.1 Novell NetWare

This one has a NetWare Directory Service (NDS) which is its strong point. NDS maintains a
directory of network resources and limits access to authenticated users only. NDS is useful in
areas, which are interconnected.

2.3.2.2 Windows NT 4.0

It has all the features which were conceived from the 32-bit OS of Win 9x (Win 95 & Win 98)
but with essential security and networking abilities.

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2.3.2.3 UNIX

UNIX is a multi-user, multi-tasking, time-sharing operating system which was developed by

AT&T Bell laboratories for the mini and mainframe computers.

2.3.2.4 Linux

Linux is UNIX in every way except for the name. It encompasses free software especially GNU
software from the free software foundation. Its support by companies like Dell & IBM makes it
an industrial strength OS.

2.3.3 PDA Operating Systems

These are Operating systems, which are specifically designed for the handheld computers,
Personal Digital Assistants (PDA’s). Normally these operating systems which are pen driven or
touch sensitive come when they are already loaded in the computer’s ROM-BIOS. Common
examples include:

Windows CE

This compact edition of windows was specifically developed for the PDA’s. It has a familiar
interface similar to the normal windows’ environment with Taskbar, Icons and menu. Recently
Microsoft has come up with a version for the keyboard PDA.

Palm OS and EPOC are also used in some PDAs and mobile phones.

2.3.4 Other Operating Systems

Other operating systems include those that are designed specifically for particular computers by
their manufacturers. Examples include:

a. Mac OS 8.5 for the Macintosh computers

b. Arcon Risc OS. For machines that use the Arcon Risc processor.
c. VMS for the DECs minicomputers types,
d. VME for the ICL’s, minicomputer
e. System-7 for the Apple Mac’s computers.
f. CP/M (Control Programs for Microcomputers)

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CP/M was developed by Digital Research for use on the 8- bit microcomputers. These have now
long been overtaken by the 16-bit and, 32-bit microprocessor.

The procedures of booting of a personal computer

At the time of the initialization of the PC, the BIOS is going to conduct a certain number of tests,
in order to determine if the configuration and working of the PC are correct.

This procedure is called POST which stands for Power On Self Test. It's a series of individual
functions or routines that perform various initialization and tests of the computer’s hardware.

The picture below gives a brief example of tests done:

a. To do a test of the processor (CPU)

b. To verify the configuration of the CMOS
c. To verify the Random Access Memory (RAM) and the cache memory
d. To verify all configurations (keyboards, mouse, disks, hard disks, etc.)

Once POST is complete and no errors found, the BIOS will begin searching for an operating
system.

Briefly, When Operating System is not there, computer remains under the control of BIOS-ROM
chip.

Section 2: Introduction to Windows Operating System

Introduction

Windows is an operating system that controls the basic functions of your computer, such as
loading and running programs, saving data, and displaying information on the screen.

Operating system software is different from application software, such as a word processor or
spreadsheet program, which you apply to letter writing or calculating data. Instead, operating
system software provides the user interface — the visual display on the screen that you use to
operate the computer by choosing which programs to run and how to organize your work.

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Windows offers a graphical user interface or GUI that presents you with pictorial representations
of computer functions and data.

It is through these pictures, or icons, that you interact with the computer. Data files are
represented by icons that look like pieces of paper and can be organized into groups called
folders. The My Computer icon, represented by a small desktop PC, allows you to organize these
files and folders.

Other icons allow you to run programs such as a word processor, a Web browser, or Windows’
built-in file manager, Windows Explorer.

Built-in programs in Windows called Accessories can be used to help you with day-to-day tasks.
Help offers fast tutorial and troubleshooting advice.

User Interface

The operating system enables the user to interact with software and hardware. There are two
types of user interfaces:
 Command Line Interface (CLI) – The user types commands at a prompt

 Graphical User Interface (GUI) – The user interacts with menus and icons.

Skill-1: Examining the Desktop Icons

Concept:

The screen you see when Windows Operating System completes the Startup procedure is called
the desktop. Do not be surprised if your desktop does not look exactly like the one pictured in
Figure 1-1 as computer setups vary from machine to machine. (Throughout this module
appearance of your desktop and windows will depend on the software installed and the
configuration of various settings of your computer) like the desk that you are sitting at, the

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Windows desktop is the workspace on which all actions are performed. On the left side of your
screen you will see small pictures called icons. Icons are pictorial representations of a task,
program, folder, or file. Each icon represents an application or utility that you can start. You use
the mouse — a hand-controlled input device that, when connected to the computer and moved
along a clean, flat surface, will move the graphical pointer around the screen — to double-click
an icon to open an application or a file. The buttons on the mouse are used to give commands,
and there are four basic ways you can use the mouse: pointing, clicking, double-clicking, and
dragging.

Do it:

Use the mouse to move the pointer around the desktop to explore the desktop icons.

1. Using the mouse, move the pointer over various areas of the desktop to get a feel for how
the pointer moves in relation to the motion of the mouse. Positioning the pointer over an
item is called pointing.

2. Locate the My Computer icon on the desktop; it resembles a desktop PC. Place the
pointer on the icon and click the left mouse button once. This will highlight the icon,
indicating that it has been selected. Click a blank area of the screen to undo this selection.
Note that primary mouse functions are done using the left button.

3. Double-clicking is done to open a program, file, or window. Open the My Computer

window by placing the pointer on the My Computer icon and clicking the left mouse
button twice quickly. The My Computer window, shown in Figure 1-2, will appear on the
desktop.

4. To close the window you have just opened, position the pointer over the Close button
in the upper-right corner and click the left mouse button.

5. Icons are not fixed on the desktop and can be moved by dragging. Move the pointer to the
My Computer icon, then click and hold down the button. You have grabbed the icon.

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6. With the mouse button held down, move the icon by dragging it to the center of your
desktop. A faint image of the icon will appear to indicate the current position of the icon
on the desktop.

More:

Windows allows you to change the way you work with icons so that the interface behaves more
like a Web page.

The traditional way of interacting with Windows icons, the default option is Double-click to
open an item (single-click to select). If you select the first option in the section, Single-click to
open an item (point to select), the operating system will switch to a Web-like environment where
pointing and clicking are concerned.

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Practice:

Open the My Documents window by double-clicking its icon. Use the Close button to close the
window.

An Operating System Interface

A screen shot from the Windows XP operating system displays icons and other images typical of
the graphical user interface (GUI) that makes computers easy to use. With a GUI, a computer
user can easily execute commands by clicking on pictures, words, or icons with a pointing device
known as a mouse.

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Skill-2: Opening, Moving and Resizing a Window

Concept:

As you saw in the previous Skill, icons are pictorial representations of different items on your
computer, the most common of which are folders, files, and applications. When you double-click
an icon to open it, its contents are revealed in a window or on-screen frame. It is in this window
that you interact with a program or utility. Windows are flexible and can be moved, resized,
reshaped, and even hidden.

Do it:

Open the My Computer window, then resize, move, minimize, and close it.

1. Double-click the My Computer icon. The My Computer window will open, as shown in
Figure 1-3.

2. You cannot resize or move a window that is maximized or fills the entire desktop. Look
at the three sizing buttons at the right end of the window’s title bag the band at the top of
the window that contains the name of the application. The middle button’s appearance

will change depending on the window’s state. If the Restore button is visible, click it
so the window will no longer be maximized. Once the window is restored to its previous
size the button will change to the Maximize button .

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3. Position the mouse pointer on the right edge of the window. This will change the pointer
to a double arrow ↔ that is used to resize an object. In Windows Operating System, the
appearance of the mouse pointer changes to reflect its function during various tasks.

4. Click and hold the left mouse button, drag the edge of the window towards the center of
the screen, and then let go of the mouse button to drop the side of the window into place.
As you drag the mouse, the border of the window will move with the double arrow,
toolbar buttons will disappear (don’t worry their respective commands can still be
accessed through menus), and scroll bars may appear. This action may be repeated on any
of the window’s four sides or at any corner. Resizing from the corner will alter both the
height and width of the window.
5. Windows can be dragged and dropped just as icons can. Move the pointer over the title
bar of the My Computer window, and then click and hold the left mouse button to grab
the window.
6. Press and hold the left button of the mouse, drag the window to another area of the
desktop.

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Do it:

1. Click the Minimize button . The My Computer window will disappear from the
desktop and be reduced to a program button on the taskbar, as shown in Figure 1-4.

2. Click the My Computer program button to restore the window to its previous size.

3. Click File on the menu bar. The File menu will appear as shown in Figure 1-5.

4. Position the pointer over the last command, Close, to highlight it, and then click the
mouse button. The Close command will be executed, just as it would if you clicked the

Close button , and the window will disappear from the desktop.

More:

When a window is too small to display all of its information, scroll bars (Figure 1-6) will appear
on the right and/or bottom edges of the window. Scroll bars are context-sensitive objects and
only appear when the situation is appropriate. The scroll bars are used to slide information inside
the window so you can see additional contents of the window. If you need to scroll slowly, or
only a short distance, click a scroll bar arrow located at the end of the scroll bar. The scroll bar
box indicates where you are located in the window.

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Clicking above or below the scroll bar box moves the display in large increments. Dragging the
scroll bar box allows you to control the slide of the window’s information precisely.

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Practice:

Open and maximize the My Documents window. Then restore the window and drag its right
border outward. Close the window when you are done.

Skill-3: Using the Start Menu

Concept:

The Start button, located on the left side of the taskbar, provides a quick and easy way to open
and organize the applications found on your computer.

Clicking the Start button opens a special menu called the Start menu, shown expanded in Figure
1-7 that contains left-to-right lists of program groups. Items with an arrow next to them
contain submenus. Pointing to an item highlights it; and a simple click will then open the
program you wish to use.

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Do it:

Use the Start button to access the Start menu and start Windows Explorer, a file management
utility.

1. Click the Start button on the taskbar, usually located at the bottom of your desktop. The
Start menu will open. Do not be surprised if your Start menu does not match Figure 1-7
exactly. The appearance of your Start menu depends on the software installed and the
shortcuts created on your computer.

2. Position the pointer over Programs (notice the little arrow) to bring up the Programs
menu. The Programs menu contains a list of shortcuts to some of the applications found
on your hard drive, as well as folders that hold groups of related shortcuts to other
frequently used programs and utilities.

3. Guide the pointer to Accessories, which is likely located at the top of the Programs menu.
The Accessories menu will appear alongside the Programs menu.

4. Move the mouse pointer over to the Accessories menu and click the program named
Windows Explorer to launch it. Figure 1-8 displays an open Windows Explorer with the
My Documents folder selected. Notice that a program button displaying the name of the
folder selected in Windows Explorer has appeared on the taskbar.

5. Click the Close button on the title bar to exit Windows Explorer.

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Skill-4: Using the Taskbar

Concept:

The taskbar is your guide to the applications running on your system. Each open application
creates its own program button on the taskbar, so switching between programs is as simple as the

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click of a button. While the taskbar is usually found at the bottom of the desktop, it is neither
fixed in size nor location.

Do it:

Use the taskbar to open two applications and switch between them. Then, move and resize the
taskbar.

1. Click the Start button to open the Start menu, highlight Programs, highlight
Accessories, and then select Windows Explorer.

2. Click the Start button, highlight Programs, highlight Accessories, and then select
Calculator. The calculator will open and two windows will be on your desktop with their
respective program buttons on the taskbar, as shown in Figure1-9. Click the Windows
Explorer program button, which is labeled My Documents.

3. The Windows Explorer window will become active, moving to the foreground of the
desktop. Notice that its title bar is now blue, and its program button is indented.
4. Click the Calculator button to make the Calculator window active.

5. Position the mouse pointer on the top edge of the taskbar. The pointer will change to a
vertical double arrow when it is in the correct spot.

6. Press and hold the mouse button and drag the top of the taskbar up, until it is three times
its original height. The taskbar can be enlarged to up to half of your desktop.

7. Click a blank space on the taskbar and then hold the mouse button down while dragging
the taskbar to the right edge of your desktop, as shown in Figure1-10. The taskbar can be
placed on the top, bottom, left, or right of the desktop.

8. Drag the taskbar back to its original place on the desktop and then resize it so it is one
program button high.

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9. Click each application’s Close button to remove the windows from the desktop.

Skill-5: Using Menus

Concept:

A menu is a list of related operations, also known as commands that you use to perform specific
tasks.

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The menus that are available to you in any particular window are listed on the Menu bar, which
is situated just below the window’s title bar. Each Windows program has its own selection of
menus, though many are similar. To access a menu, simply click on its menu title on the Menu
bar. Some menu commands have shortcut buttons that allow you to execute them by clicking on
a toolbar button. You will also find that many commands have keyboard shortcuts.

Do it:

Examine and use a typical menu in the My Computer window.

1. Double-click the My Computer icon to open its window.

2. Click View on the Menu bar to open the View menu, shown in Figure 1-11.
3. You will notice that in addition to commands, several symbols appear on the menu. A
right-pointing triangle after a command indicates that the command has a sub- menu.
Point to the Toolbars command with the mouse to reveal the Toolbars sub- menu.
4. Move the mouse pointer down to the Status Bar command. The Toolbars submenu closes.
The check mark to the left of the Status Bar command indicates that the feature is
currently turned on.
5. Open the Toolbars submenu again. Then click the Standard Buttons command, which is
turned on, to turn it off. The menu closes and the Standard Buttons toolbar disappears, as
shown in Figure 1-12.

6. You can also use the keyboard to open a menu and execute a command. When you press
the [Alt] key with the My Computer window active, one letter in each menu title is
underlined. Pressing this letter will open the corresponding menu. Press [Alt], and then
press [V] to open the View menu.

7. Each command on a menu also has an underlined letter. Pressing this letter on the
keyboard initiates the command. Press [T] to open the Toolbars submenu. Then Press [S]
to execute the Standard Buttons command from the submenu, turning the Standard
Buttons toolbar back on.

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More:

Some commands have keyboard shortcuts that you can use to avoid opening menus altogether.
You can learn many of these shortcuts simply by seeing them listed on a menu. For example, if
you open the Edit menu in the My Computer window, you will see that the Select All command
is followed by [Ctrl] + [A]. This means that you can use the Select All command by holding
down the [Ctrl] key and pressing [A].

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Practice:

Open the My Computer window by double- clicking its icon. Then use the Close command on
the File menu to close the window.

Skill-6: Using Dialog Boxes

Concept:

Some commands require additional information before Windows will perform the operations that
accompany them. In these cases, a dialog box will appear. Dialog boxes allow you to customize
a command’s options according to your needs or preferences. Commands that include a dialog
box are followed on a menu by three dots, called an ellipsis.

Do it:

Open the WordPad application, and then use the Print command to access and examine the Print
dialog box.

1. Click start button, highlight Programs, then highlight Accessories, and then click
WordPad. WordPad, Windows Operating System’s built-in word processor, will open.

2. To add text to a WordPad document, you can simply begin typing. Type Your
Name’s dialog box practice. Your document should look like Figure 1-13.

3. Open the File menu and click on the Print command. The Print dialog box will appear as
shown in Figure 1-14. The Print dialog box contains a number of common dialog box
features, each connected to a specific printing option. Refer to the figure to gain an
understanding of how each of these features works.

4. Click the Cancel button , the dialog box closes without executing the
Print command.

5. Close the WordPad window. Windows will ask you if you want to save changes to the
document. Click

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More:

Dialog boxes contain their own help tool. In the upper-right corner of a dialog box, you will find
a button marked with a question mark. If you click on this button, a question mark will be
attached to your mouse pointer. When you click on any dialog box feature with this pointer, a
ScreenTip (Figure 1-15) will appear that explains the feature. Click the mouse button again to
erase the ScreenTip and restore the pointer to its normal state.

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Skill-7: Getting Help

Concept:

You might find that you need a little assistance along the way as you explore Windows
Operating System. The Help files provide you with an extensive list of topics that provide aid,
troubleshooting advice, and tips and tricks. You can use Help while you work, and even print
topics when it is inconvenient to use Help on the fly.

Do it:

Use the Windows Operating System Help facility to learn about working with programs and
word processing.

1. Click Start, and then click Help on the Start menu. The Windows Help window will open
with the Contents tab displayed.

2. Position the pointer over Working with Programs in the Contents topics list. When you
move the mouse pointer over the topic, the pointer will change to a hand, and the topic
will be highlighted in blue and underlined, much like a Web page hyperlink.

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3. Click Working with Programs. A list of subtopics will appear below it.
4. Click Start a Program. The help topic, including instructions, notes, and links to related
topics, is loaded into the right half of the window for you to read (Figure 1-17).

5. Click the Index tab to bring it to the front of the left pane. The Index tab allows you to
search the help files by keyword.

6. Type word processing. As you type, the list of topics will scroll to match your entry.

7. Click the subtopic WordPad to select it below the main topic word processing. Then click

the Display button Read the help text on Using WordPad that appears in the

right frame. Click to exit Help.

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Practice:

Get help on printing a document using both the Contents tab and the Index tab. Close the Help
facility when you are done.

Skill-8: Setting the clock and date

The next few sections will show how to use the Microsoft Windows graphical user interface
(GUI) to adjust or make changes to the desktop like changing the date and time.

To adjust the date and time, double-click on the clock on the taskbar. A popup window will be
displayed. Click on the down arrow next to month to select the current month. Change the year
in the same manner if needed. To adjust the date, click on the desired numerical day of the
month. Set the clock by entering the new time in the field and selecting AM or PM.

Next, click on the tab labeled Time Zone. Click the down arrow and choose the appropriate time
zone. The clock will automatically adjust itself for daylight savings changes annually.

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Skill 9: Starting, Shutting Down, Restarting Windows Operating

Systems

The basic functions include turning the computer on, restarting the computer, and shutting down
the system. Since most computers have both the power button and reset button on the front, it is
important to know which is which.

Turning on the PC

To turn on a PC, there is an external switch (or pair of switches that must be activated) in order
to power up the computer. This switch has to be on prior to turning on the front switch. Most
PCs will have a single switch in the front that is activated to provide power.

The monitor will also have a power switch in most cases. Usually this is in the front or lower
right portion of the display case.

Starting a computer is also referred to as booting the system. At the end of this process the
Windows operating system desktop will be displayed.

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Shutting Down a Computer

To shutdown the computer, click on Start button on the lower left corner of the Windows
Taskbar and select Shut Down. Alternatively, press Ctrl + Alt + Delete, and click Shut Down
from the menu that displays.

Do not turn the computer off until a message displays indicating that it is safe to do so. Important
data that is stored in memory while the system is running needs to be written to the hard disk
before turning off the computer. Newer computers will automatically turn off power when the
shutdown process is complete.

Note: It is extremely important not to power off the computer with the power switch. Most
operating systems like Macintosh and Windows have a specific method for turning the system
off. In Windows, choose the Shutdown button from the Start menu. On a Macintosh, choose the
Shutdown button from the Special menu.

Concept:

It is important to shut down Windows Operating System properly. Failure to do so can result in
loss of unsaved data. When you go through the shutdown procedure, Windows Operating System
checks all open files to see if any unsaved files exist. If any are found, you will be given the
opportunity to save them.

Do it:

Shut down your computer to end your Windows Operating System session.

1. Click the Start button to open the Start menu.

2. Click Shut Down. A dialog box (Figure 1-18) will appear on your desktop.
3. A drop-down list in the center of the dialog box allows you to choose whether you want
to log off the current user, shut down, or restart the computer. If the drop- down list box
is set to Shut down, leave it as it is. If not, click the arrow at the right end of the box, and
then click Shut Down on the list that appears.

4. Click the OK button . Windows will go through its shut down procedure.

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5. Turn off your computer when you see the message that says: It is now safe to turn off
your computer.

More:

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Restarting the PC

Restarting a PC that has already been powered up is referred to as a warm boot. This can be
achieved by pressing the reset button on the front panel. Alternatively, press Ctrl + Alt + Delete,
and click Restart from the menu that displays.

Practice:

Make sure all files and applications on your computer are closed, and then restart your computer.

Summary and Shortcuts

Section 3: The Windows File Structure and File Management

System
Naming files in Windows
It is important to understand how the Windows file structure and management system works.
This section provides information on directories, Windows Explorer, drive letters, file names,
and valid characters.

The term directory and folder are equivalent terms for the same concept to describe a place to
store information. Prior to the introduction of Windows, files were stored in directories and sub-

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directories utilizing a “tree” structure. While this tree structure still exists in the graphical
Windows environment, the terminology has changed from directories to folders. Similarly, files
are now referred to as documents. A sub-folder is simply a folder within a folder. These names
are now used somewhat interchangeably.

The characters / \ ; : * ? " < > should not be used because they are associated with special
functions when executing commands from a prompt. If these characters are used, a warning
displays prompting the user to rename a file. Legal or allowable characters include all other
characters and numbers available on a standard computer keyboard.

Directories, folders and files

To use Windows, it is important to know the way it manages files. This section covers Windows
basic directory structure and file management.

To understand files, folders, and subfolders, imagine a tree. The trunk is the starting place or the
main part of the tree. When dealing with files and folders, the trunk or main starting place is the
root directory or root folder. Branches of the tree are folders. They connect to the trunk. Minor

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branches attach to these major branches as sub-folders are inside (are attached to) the folders.
Files are like leaves attach to the major and minor branches inside (attached to) folders and
subfolders. A Windows utility application called Explorer or Windows Explorer, represents this
concept of a tree and branches in the Windows file management (directory) structure.

Windows Explorer displays the File Management as a hierarchical structure of files, folders, and
drives on a computer. To open Explorer, go to Start > Programs > Windows Explorer.
Alternatively, right-click on the Start button and choose Explore from the pop-up menu. There
are three main parts to this window. The general area at the top is known as the Title Bar. The
left windowpane is labeled Folders. The right windowpane displays file names and possibly file
details such as size and type.

These files can be viewed in different modes by selecting the View icon on the title bar.

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The Details mode gives the most information about each file, but other modes may simplify the
viewing by providing just the name of the file as in the List view.

Folders that contain subfolders have a plus sign (+) beside that folder. Click on the plus sign to
view subfolders. Click on a specific folder in the left windowpane. The folder contents (files and
possible subfolders) will appear in the right windowpane. Click on the plus sign to view all the
files and folders. Notice that the plus sign becomes a minus sign (-). Click on the minus sign to
collapse the subfolders back into the folder.

Note: The best way to understand the concept of Windows Explorer is to open it and practice
viewing folders and files. Click the plus sign to display contents and click the minus sign to
collapse the folders. Also, try the different view options and notice the information that each
provides.

File management is done to organize or clean up a computer. Just as a desk or a room can
become messy and many items scattered around, so can the files on a computer. Folders allow
the storage of computer files in a logical and neat manner.

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Creating a New Folder

To make a folder, use the scroll bar between the left and right windowpanes. In the left
windowpane, locate and click on the Desktop. The Desktop is the area of the screen that appears
when Windows boots. The Desktop allows easy access to Windows files, folders, hardware
devices, applications, and possibly the Internet or other computers. With the Desktop
highlighted, move the cursor over to the right windowpane and right-click in a blank area.
Choose New and then Folder.

When the folder is created, the rename mode is operating as evidenced by the highlighted words
“New Folder”. Simply start typing the folder name and the changes appear on the screen. Press
Enter or simply click on a blank screen area when finished typing. Remember, a folder name
can have up to 255 characters and must only use valid characters. The folder can be renamed
later by clicking once on the folder to highlight it and pressing the F2 key. The name highlights.
Type the new name.

Copy, cut, or create shortcuts

Another folder can be created inside the previous folder and files or documents copied into this
folder. By right-clicking on an item we have different options to Copy, Cut, or Create Shortcuts.

 Copy makes a duplicate of the file and puts it into the newly created folder. There will be
two files, one file inside the new folder and one file outside the new folder. Both files
will have the same name, which is permitted as long as the files are not in the same folder
and the same attributes.
 Cut the file and places the file in clipboard. The file in the clipboard can be pasted to a
new folder.
 Create Shortcuts makes a link from where the file currently resides to the Desktop or
other folder. If a shortcut is clicked, the original document opens from its original
location (not from the shortcut location).

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Recognizing file types in Windows

This section discusses how to recognize the most widely used types of files in a directory/folder
(for example, word processing files, spreadsheet files, database files, presentation files, Rich
Text Files (RTF), and image files).

The following file extensions describe the file format or the type of application that was used to
create the file:

Selecting, copying, and moving files

This section details how to select a file individually or as part of a group. How to copy and paste
files within directories/folders to make a duplicate copy is also explained.

To select a file, right-click on it and then select Copy from the pop-up menu. Go to the location
where it is to be pasted.

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Right-click on a blank area of Explorer right windowpane, and then choose Paste. A duplicate
copy of that file is now available.

To select several files (even discontinuous ones), hold down the Ctrl key while clicking on the
file names. The files will be highlighted. To unselect a file, continue holding the Ctrl key and
click on the file to be unselected.

To highlight all files, select Edit from the menu on the toolbar, then choose Select All. To
unselect all the files, press the Esc key on the keyboard. Once these files are highlighted they can
be moved, copied, deleted, or all opened simultaneously.

Searching for a file, folder, or directory

To find a file or folder, go to Start > Find (or Start > Search in Windows 2000, XP). Next
choose Files or Folders and type in the name or part of the name of the file. An efficient search
means looking for a file or folder using a part of the name that is unique. In this example,
“Wash”, “Car Wash”, or “Steps” will narrow the search down to just a few files. It will then
search for files or folders containing that word. Users can also sort by date created or modified or
type of file. Double-click on the file to open it.

Make backup copies of files onto a flash disk

To copy a file or folder onto a flash disk or external hard disk, right-click on the file and choose
Send To >Then choose the name of the Flash disk or external hard disk.

Users can also drag and drop selected files to the drive icon.

Using the Recycle Bin

The Recycle Bin can be used to temporarily delete or permanently delete files from the
computer. Until the Recycle Bin is emptied, the files remain on the hard drive. Files can be
restored or “undeleted” from the Recycle Bin to the original folder.

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Double-clicking on the Recycle Bin icon on the desktop opens a window that shows the files that
have been deleted. Right-click on a file name, and then select Delete from the shortcut menu to
permanently clear the file from the Recycle Bin.

Right-click on a file name, and then select Restore from the shortcut menu to restore back to the
hard drive.

Right-click the file to view the Document Properties. The window that opens will display the
original folder of the file.

Note: The same process works for folders. The folder itself will not be shown, but by restoring a
file that was previously in the folder, the folder will be restored automatically. An empty folder
cannot be restored.

A Recycle Bin that is not empty but has at least one file or folder. Right-clicking on this Recycle
Bin brings up a menu. Select Empty Recycle Bin to remove all of the Recycle Bin contents
permanently.

Files and folders can be viewed in the Recycle Bin the same way as in Windows Explorer. Verify
before permanently deleting a file by using the Details option under View that it is the correct
file to be removed.

Summary of Block 2

Operating System is a set of programs that coordinate the operation of all hardware and
application software components of a computer.

It performs File and memory management and saves the user from knowing where in memory
his files are to be stored.

It performs Hardware management like accessing disk drives, printers and keyboard. It also
enables applications software to interface with the hardware.

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DOS, Windows, OS/2, BeOS belongs to a category called Desktop Operating System while
Novell NetWare, Windows NT, Unix, Linux, Windows Server 2003 are examples of Network
Operating Systems.

Windows CE, Palm OS and EPOC are used in handheld devices like PDAs and mobile
phones. Some OS have been designed specifically for particular computers by their
manufacturers like Mac OS 8.5 for the Macintosh computers, Arcon Risc OS for machines that
use the Arcon Risc processor, VMS, VME, System-7, CP/M etc.

Glossary

Alt Key-on the keyboard a key that is pressed in combination with another key to execute an
alternate function.

Application-a program or set of programs that enables people to use the computer as a tool to
accomplish some task.

Arrow keys-Most keyboards have four arrow keys that enable you to move the cursor (or
insertion point) up, down, right or left. Used in conjunction with the Shift or Alt keys, the arrow
keys move the cursor more than one position at a time, but it depends on which program is
running.

ASCII: (American Standard Code for Information Interchange) - The world-wide standard of
code numbers used by computers to represent all the upper- and lower-case Latin letters,
numbers, and punctuation. There are 128 standard ASCII codes, each of which can be
represented by a 7-digit binary number, 0000000 through 1111111.

AVI: (Audio/Video Interleaved) - A common video file format (.avi).

Background-The area of a screen over which characters and graphics appear.

Backspace key-Deletes the character just to left of the cursor and moves the cursor to that
position.

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Bit: (Binary DigIT) - A bit is the smallest unit of computerized data, comprised of either a 0
(off) or a 1 (on).

Byte: A set of bits that represent a single character. There are usually 8 bits in a byte.

Cache: A section of memory where data can be stored for rapid or frequent access.

Caps Lock Key-A key that, when activated, causes all alphabetic characters to uppercase.

Clipboard-A file or an area in memory where cut or copied text and graphics can be temporarily
stored before being moved to another location within the same document or into a new
document. The information in the clipboard is lost if another unit of information is moved to the
clipboard.

Compact Disc (CD)-A small disc on which data such as text, music, video or graphics are
digitally encoded.

CTRL Key-A key that is pressed in combination with another key to produce a control
character.

Cursor-A special symbol, usually a solid rectangle or a thin line, which signifies where the next
character will be displayed on the screen.

Default-A setting used by your computer unless and until you choose another one.

Delete Key-Sometimes labeled Del, deletes the character at the current position, or the selected
object, but does not move the cursor. The Delete key deletes the character to the right of the
cursor.

Desktop-In windows, an on-screen metaphor of items on the opening screen.

Dialog box-An on-screen message box that presents information or request input.

DOS-An acronym for Disk Operating System. DOS is a command driven Operating System that
requires the user to type commands at the keyboard.

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Drag-To hold down the mouse button while moving the mouse

Enter Key-Used to enter commands or to move the cursor to the beginning of the next line.

Esc Key-Short for Escape, this key is used to exit or escape from programs and tasks.

File- A set of bits that has a name.

Filename-the name given to a file so that it can be distinguished from other files.

File management-The placement and organization of files and directories used by an operating
system.

Floppy disk-a storage medium used for personal computers.

Folder-A directory or organization structure that contains multiple files and folders.

Format-An arrangement of data for storage, display or hard copy presentation.2. To run an
operating system or utility program that prepares a disk for use.

Function Key-Keys at the top of keyboard with special properties.

Freeware: Software that is available for download and unlimited use without charge.

GIF: (Graphics Interchange Format) - A graphics file format commonly used on the Internet.

Gigabyte: A thousand (technically 2^10 or 1024) Megabytes.

GUI-Acronym for Graphical User Interface. An interface that enables you to choose commands,
start programs, and see lists of files and other options by selecting from windows, icons and
menus on the screen.

Hard disk-A magnetic disk on which you can store computer data.

Icon-A picture on the screen that represents a specific file, directory, window or program.

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JPEG: (Joint Photographic Experts Group) - The name of the committee that designed the
photographic image-compression standard.

Keyboard-A set of keys arranged as on a typewriter that is the principle input device for most
computers. All keyboards include set alphanumeric keys, usually in standard layout of
typewriter.

Kilobyte: A thousand (technically, 2^10 or 1024) bytes.

Megabyte: A million bytes or a thousand (technically 2^10 or 1024) kilobytes.

Memory-the capacity of a computer, chips, and storage devices to preserve data and programs
for retrieval. Memory is measured in bytes.

Menu-An on-screen list of available options or commands.

Modem: (Modulator DEModulator) - An electronic device that lets computers communicate

with one another, much as telephones work with people. The name is derived from "modulator-
demodulator" because of their function in processing data over analog phone lines.

Monitor-A screen display of a computer.

MPEG: (Motion Picture Experts Group) - A video file format (.mpeg) offering excellent quality
in a comparatively small size.

Network: A network is created any time 2 or more computers are connected together to share
resources. When 2 or more networks are connected, it becomes an internet.

Node: Any single computer connected to a network.

Notepad-is a text editor that allows a user to take down notes and writes short memos.

Operating System-Software designed to control the hardware of a specific computer system in

order to allow users and applications programs to employ it easily.

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Password-A sequence of characters that is used as an access code for a file, a program, a
computer or a network.

Pointer-A symbol appearing on a display screen that lets the user select a command by clicking
with a mouse or pressing the Enter key when the pointer is on the appropriate option.

Print-To send a document to the printer in order to obtain a hardcopy.

Printer-A device for printing text, graphics onto paper.

Program-A set of instructions that a computer can execute.

Properties-Characteristics of an object.

Recycle Bin-An icon on the Windows desktop that represents a directory where deleted files are
temporarily stored. This enables you retrieve files that you may have accidentally deleted.

Save-To copy a file or files from the memory to a disk or other long-term storage media.

Screen Saver-A small program that takes over the display if there are no keystrokes or mouse
movements for a specified duration.

Scroll Bar-A bar that appears on the side or bottom of a window to control which part of a list or
document is currently in the window’s frame. The scroll bar makes it easy to move to any part of
a file.

Shortcut-A special type of file that points to another file or device.

Software-Computer instructions.

Terabyte: A thousand (technically 2^10 or 1024) Gigabytes.

TIFF: (Tag Image File Format) - A popular graphic image file format (.tif).

Toolbar-A collection of icons that represent tools.

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WAV: (Waveform Audio) - A common audio file format for DOS and Windows computers
(.wav).

ZIP: A compressed file format (.zip). Many files available on the Internet are compressed or
"zipped" in order to reduce storage space and transfer times.

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