4 Opc Learning Guide
4 Opc Learning Guide
Ethiopian TVET-System
Basic clerical Work Level-I
Learning Guide
Based on
Occupational Standard (EOS)
MARCH, 2021
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Learning Guide-1
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This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
1.1. Adjusting workspace, furniture and equipment
1.11 Ergonomic requirements
1.2. Ensuring work organization to meet OHS requirements
1.3. Starting or logging on computer on according to user procedures
1.4. Identifying basic functions and features using system information.
1.5. Customizing desktop configuration
1.6. Using help functions as required
This guide will also assist you to attain the learning outcome stated in the cover page. Specifically, upon
completion of this Learning Guide, you will be able to:
Ensure work organization to meet OHS requirements
Start or logging on computer on according to user procedures
Identify basic functions and features using system information.
Customize desktop configuration
Use help functions as required
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 3 to 6.
3. Read the information written in the information “Sheet 1, Sheet 2, Sheet 3 and Sheet 4”.
4. Accomplish the “Self-check 1, Self-check t 2, Self-check 3 and Self-check 4” in page -6, 9, 12 and
14 respectively.
5. If you earned a satisfactory evaluation from the “Self-check” proceed to “Operation Sheet 1,
Operation Sheet 2 and Operation Sheet 3 ” in page -15.
6. Do the “LAP test” in page – 16 (if you are ready).
It is important to ensure that the chairs are well adjusted chairs - this improves body position and
circulation, reduces muscular effort and decreases pressure on the worker's back. Chairs should swivel,
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have five wheels for stability, have breathable fabric on the seat, a rounded front edge and have
adjustable height and backrest for lumbar support.
The height of the work surface and/or the chair should be such that the work surface is approximately at
finger length below the height of the elbow when seated.
Chair
The seat tilt should be adjusted so that the worker is comfortable when using the keyboard. Usually this
will be close to horizontal but tilted slightly forwards. If this places an uncomfortable strain on the leg
muscles or if the feet do not reach the floor then a footrest should be used. The backrest should support
the lower back when the worker is sitting upright.
Keyboard placement
The keyboard should be in a position that allows the forearms to be close to the horizontal and the wrists
to be straight. That is, with the hand in line with the forearm. If this causes the elbows to be held far out
from the side of the body then the work surface height should be re-checked.
Screen placement
The eye to screen distance should be set at the distance that permits the worker to most easily focus on
the screen. Usually this will be within an arm's length. The height of the monitor should be such that the
top of the screen is below eye level and the bottom of the screen can be read without a marked
inclination of the head. Usually this means that the centre of the screen will need to be near shoulder
height.
Desk-top layout
All controls and task materials should be placed within a comfortable reach of both hands so that there
is no unnecessary twisting of any part of the body.
Document holder
The document holder should be placed close to the monitor screen in the position that causes the least
twisting or inclination of the head.
Workers should change posture at frequent intervals to minimize fatigue and avoid awkward postures at
the extremes of the joint range, especially the wrists. It is best to take frequent short rest breaks rather
than infrequent longer ones. Sharp increases in work rate are to be avoided - changes should be gradual
enough to ensure that the workload does not result in excessive fatigue. After prolonged absences from
work the overall duration of periods of keyboard work should be increased gradually if conditions
permit.
VDUs should be placed to the side of the light source/s, not directly underneath. If possible, desks
should be sited between rows of lights. If the lighting is fluorescent strip lighting, the sides of the desks
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should be parallel with the lights. Screens should not be placed near windows but if this is unavoidable
neither the screen nor the operator should face the window.
If the VDU is well away from windows, there are no other sources of bright light and prolonged desk-
work is the norm, a low level of service light of 300 lux should be used. If there are strongly contrasting
light levels, then a moderate level of lighting of 400 - 500 lux may be desirable but high quality anti-
glare screens may be necessary.
It is important to detect the presence of glare and reflection. To determine whether there is glare from
overhead lights the seated worker should hold an object such as a book above the eyes at eyebrow level
and establish whether the screen image becomes clearer in the absence of overhead glare. To detect
whether there are reflections from the desk surface the worker should hold the book above the surface
and assess the change in reflected glare from the screen.
A number of ways are available to eliminate or reduce the influence of these reflections:
Tilting the screen so that the reflections are directed below eye level.
Purchasing a screen with matt or light diffusing surfaces.
A negative contrast screen (dark characters on light background) will reduce the influence of these
reflections.
Note: Covering the screen with a light diffusing surface or anti-glare screen is no longer recommended.
If the worker experiences eye discomfort when using a bright screen the following adjustments should
be made:
Changing the text and background colour. Recommended are black characters on white or yellow
background, or yellow on black, white on black, white on blue and green on white. Avoid red and green
and yellow on white.
Using a mouse
A well designed mouse should not cause undue pressure on the wrist and forearm muscles. A large
bulky mouse may keep the wrist continuously bent at an uncomfortable angle. Pressure can be reduced
by releasing the mouse at frequent intervals, by selecting a slim-line, low-profile mouse and by using
the mouse at a comfortable distance from the body.
VDUs emit radiation, particularly visible light which allows the characters on the screen to be seen.
Weak electromagnetic fields and very low levels of other radiation, not visible to the human eye, can be
detected by sensitive instruments. Similar emissions are produced by television receivers.
However, the levels of most radiations and electromagnetic fields emitted from VDUs are much less
than those from natural sources, such as the sun - and are well below levels considered to be harmful by
responsible expert bodies such as the International Radiation Protection Association (IRPA).
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The weak electromagnetic fields produced by television receivers and VDUs extend in all directions, but
their intensity decreases very quickly with distance from the source. A workplace should be organized to
ensure that VDU operators are no closer to any other VDUs than they are to their own.
Flat screen displays, such as liquid-crystal displays used in some laptop/notebook computers, produce
even smaller amounts of radiation than those which use television type tubes.
Note: concerns have been raised that radiation from VDUs is a cause of cancer; however research to
date has failed to establish a causal link.
Lightweight adjustable headsets with a volume control should be provided for staff on continuous
keyboard/telephone operation. For continuous, traffic dependent telephone operations a manual call
facility should also be provided.
Adjust the chair height so that your elbows are at desktop level (roll your shoulders back and relax them
first). Sit fully back into your chair, adjust the seat back for good lower back support, use a lumbar roll if the back
of the chair does not support your lower back. If your chair seat has a tilt feature, set it so that you are
comfortably supported.
If your feet don't comfortably reach the floor or there is pressure on the backs of your legs, use a footrest. Locate
your monitor so the top third of the viewing area is at or below eye level. Use monitor stand if required. As long
as you can clearly view the screen contents there is no specific distance that you need to be from the monitor.
With elbows at the desk level, ensure that your wrists are straight. Use wrist rest if required, and if you have
armrests try to adjust them so they support your arms without beings too high or too low.
Position the mouse as close as is practical to the keyboard, so that both elbows are directly under the shoulders
while working. If this is not possible you may need to consider purchasing a mini keyboard.
To reduce stress on the neck when working from paper documents, a document holder can be placed between the
keyboard and monitor.
Always either put the phone on loudspeaker (depending on your office environment) or use a phone headset if
you need to use the computer while talking on the phone, this will help avoid neck and shoulder strain.
Use your mouse pad or another soft surface to pad the edge of your desk. Avoid pressing your hands or forearms
against any desk edge.
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Adjust screen brightness and contrast for clear comfortable viewing, and clean the screen regularly. Also
remember the 20-20-20 rule: look away from the monitor every 20 minutes to a distance of 20 metres for 20
seconds. This helps avoid eye strain.
Finally and very importantly remember to take breaks regularly preferably every 45 minutes to an hour
for 1 or 2minutes. Go get a glass of water talk to a colleague etc.
What is a Computer?
An electronic device that can store, retrieve and process data, and can be programmed with instructions
that it remembers. The physical parts that make up a computer (the central processing unit, input, output and
memory) are called “hardware”. Programs that tell a computer what to do are called “software”.
A computer (also referred to as a PC) can be used for various functions, eg word processing,
spreadsheets, databases, business accounting, desktop publishing, accessing the Internet, sending email,
playing games, movies, music, etc.
A typical stand alone home computer system is shown below.
Monitor
Printer
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System Unit
Keyboard
Mouse
Monitor (or Screen or VDU - Visual Display Unit)
The monitor (or screen) enables the operator to view data (and to alter it before printing it out).
System Unit containing CPU (Central Processing Unit)
The System Unit can contain storage devices such as a hard disk, floppy disk drive and CD ROM
drive. A chip (called a Central Processing Unit) within the system unit processes data and relays
messages to and from the keyboard, monitor, disk drives and printer.Keyboard: - The computer
keyboard has the standard QWERTY layout with extra keys for specific functions.
Speakers: - The speakers play sound when sound-capable features are accessed on the computer.
Mouse: - A mouse is used to select menu options, text and graphics displayed on the monitor.
Hardware The physical components of a computer system - everything that you can touch - are
called hardware.
Software The programs used on a computer are called software. This includes system
software and application software such as Microsoft Word, Microsoft Excel, etc.
System software is necessary in order to run a computer and all applications within it.
The System Unit contains the Central Processing Unit (CPU, also referred to as the “processor”),
motherboard, memory, video card, sound card, and other internal devices. It also has disk drives for
storage media, and ports for external devices.
The Processor
The Central Processing Unit (CPU) is the brain of your computer. It is a “chip” where your computer
interprets and processes information. It relays messages to and from the keyboard,
monitor, disk and printer.
Video Card
A video card fits inside your computer and determines the resolution (fineness of information) and number
of colors your monitor can display. In addition to color, some video cards allow the display of graphics
such as graphs, circles and geometric designs as well as text.
Memory
Your computer has a brain that processes information and a memory that stores the information. The
memory is not a permanent storage place for information. It is only active while your computer is
turned on. To avoid losing your work you should save data on a disk (ie hard disk or floppy disk) for
permanent storage (ie USB or memory stick).
Data is input into a computer, processed and then displayed (also known as output). This process is commonly
referred to as input and output.
Input Devices:
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Keyboard
Mouse
Scanner
Modem
Touch Monitor
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Output Devices:
Printer
Speakers (via sound card)
Modem
Peripherals: Peripherals are all devices connected to a PC, eg scanner, modem, laser printer.
Your Computer
Microsoft Word
Mouse External CD Writer Microsoft Excel
Monitor Printer Microsoft PowerPoint
Keyboard Scanner Microsoft Internet Explorer
Computer Games
All programs that are loaded on the computer can be accessed from the Programs option on the Start menu.
The Start menu is found at the bottom left-hand corner of the screen.
A menu is a list of choices. Sometimes the menu leads to a sub-menu, which contains another list of choices.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. _______is an electronic device that can store, retrieve and process data, and can be programmed with
instructions that it remembers.(2 points)
2. Programs that tell a computer what to do are called__________..(2 points)
Rating: ____________
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Information Sheet-4 Starting or logging on computer on according to user procedures
Starting the computer: The on/off Power button is on the front of the computer case. Push it in to
start the computer. If the lights on the front of the case are glowing, it’s already on. The computer’s
OS will go through a checking process before the normal desktop image appears. This may take a
minute or two - be patient.
Logging on: If several people use the computer or if it is networked, you may need to log on. If so,
your supervisor will give you a username and password and explain how to log on. If the Desktop
does not appear when you turn the computer on and you are presented with the system prompt
(something like C:\>), type in WIN and press enter.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. Write the procedures to start your computer.(6 points)
2. ______ is a button that is found on the front of the computer case.(2 points)
3. Write the difference between starting the computer and logging on to the computer? .(2 points)
Rating: ____________
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Information Sheet-5 Identifying basic functions and features using system information
The four basic functions of a computer are input, processing, output and storage. Input is the
information which is entered into the computer. Processing is performing operations on or
manipulating data. Storage is saving/filling data. Output is the result of the data processing
Input
Computer can keep track of any different types of information. With software like Microsoft Word,
note pad. it makes entering any data such as words, articles relatively easy. Examples of input devices
include your keyboard, computer mouse, microphone etc.
Processing
Computer can rapidly solve all types of numerical problems. Solving numerical problems can be
considered as an example of computer processing. With the ability of data manipulation of company,
task can be completed efficiently with effectively. Saving lots and lots of time and effort, compared to
human work. Also, computers are accurate and error free, they can process huge amount of
information at the same time and they inexpensive.
Storage
Imagine you have a collections of ten thousand photos. You are going to London to meet your relative
and were told to bring that ten thousands photos over. Guess what? That is a lot of stuff. So with the
advent of computer, you can just save that ten thousand photos in a USB flash drive and take it or just
have them in the laptop you bring over. That’s that simple!.
Example of computer storage include, hard disk, cdrom, dvd rom and others.
Output
Output is one of the most commonly used functions in computer. It may refers to the graph that is
being plotted in Microsoft Excel, the song that you are playing from media player, the Power point
slide, So if anyone ask you, what is the basic functions of computer, always remember the below
story.
“I am plotting a graph in Microsoft excel, I am entering the values (input), the computer will calculate
the values and plot the graph for me (processing), then display the graph (output), and after that, I will
save it (storage) in my hard disk
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. Explain the four functions of computers.(4 points)
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2. Write at least three examples of input devices ( 3points)
Rating: ____________
Customizing the desktop in your organization: the computer screens may not all look the same.
Many people have a lot of fun making their desktop more personal (customizing) to suit their own
work needs and priorities. If you are using a ‘stand-alone’ computer then you can too. If your
computer is networked the option to do this may not be available. Check with your supervisor.
• Screen Saver: The desktop goes into screen saver mode after a set time if you are not using it.
Again, you can choose from a number of patterns. You can also set a screen saver password.
• Appearance: This includes the colour and appearance of dialog and instruction boxes.
• Effects: You can change the appearance of icons and set special visual effects such as disappearing
text.
• Web: You can choose to view the desktop in ‘web’ mode, which normally means you need only
click icons once to open them instead of double clicking.
• Settings You can change the colour and screen settings on your desktop. Settings also control the
size of the toolbar and the document.
Arranging icons on the desktop: The icons on the desktop can be arranged so that it is easier to find
them. The computer can do it for you very quickly.
Using desktop shortcuts some of the icons are placed on the desktop automatically when Windows is
installed. Shortcuts are icons that represent files, folders or programs.
They are really only a link to the real file or program. You can create your own shortcuts. Any file,
folder or program on your computer can be a shortcut. Although they don’t use up much room on your
hard disk, it is a good idea only to make shortcuts for the files or programs that you use regularly.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. _____are icons that represent files, folders or programs.(1 points)
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2. Write the options to create a shortcut on the desktop ( 4points)
Everyone needs to look for help sometimes. Luckily, when you want help with a computer program,
it’s usually easy to find. Most programs have a help feature somewhere, and learning how to use it can
make a big difference. You may not find everything you need, but your computer’s built-in help is a
great place to start.
Different programs integrate help features in different ways. Some are like interactive manuals
included with the program that you can open with a menu, while others are just links to the
developer’s support website. But they’re always designed with the same thing in mind: to help you
learn the features of the program and to solve problems yourself.
Most programs have one of two ways to access built-in help. For example, Adobe Photoshop Elements
has a Help menu with a variety of options. Many of these options open Adobe’s support page in your
web browser, while others access features within the program itself.
Other programs have a help button, usually near the top-right corner of the window. For example,
Microsoft Office 2013 has a small question mark icon that opens the help file.
Help files can be organized in a variety of ways, including as a table of contents, FAQ, or searchable
database.
A search box is all you’ll see when you open the help screen in Office 2013. Much like a search
engine, you type keywords in the search bar, and it will display topics relevant to the keywords you
entered.
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The table of contents for Mozilla’s support page is a broad list of categories. Clicking any of these
hyperlinks will lead to a list of narrower topics and specific help articles. There’s also a search bar at
the top-right.
Although built-in help can be useful, it may not always have the information you want. If you
can’t find what you’re looking for or don’t understand what you've found, you can usually ask
someone you know, do a Google search, or contact support staff. It can take a little extra
time and effort, but learning how to find solutions on your own is a valuable skill—and you’ll
get better at it with practice.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. What are the different ways different programs integrate help functions? (4 points)
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Time started: ________________________ Time finished: ________________
Instructions: Given necessary templates, tools and materials you are required to perform the
following tasks within 1 hour.
1. Go to the desktop.
1. Go to the desktop.
2. Right click an empty space on the desktop. A shortcut menu will appear.
If you prefer, you can move an icon manually by dragging it to a new destination.
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Lap taste -2 Changing desktop icons
1. Go to Windows Explorer.
2. Right click on the program or file you want to create a shortcut for. This will bring up a shortcut
menu.
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LO 2: Navigate and Manipulate Desktop
Environment
Instruction Sheet Navigate and manipulate desktop environment
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
Opening, closing and accessing features by selecting correct desktop icons
Opening, resizing and closing desktop windows by using correct window functions
Creating shortcuts from the desktop
This guide will also assist you to attain the learning outcome stated in the cover page. Specifically,
upon completion of this Learning Guide, you will be able to:
Open, closing and accessing features by selecting correct desktop icons
Open, resizing and closing desktop windows by using correct window functions
Create shortcuts from the desktop
Learning Instructions:
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Information Opening, closing and accessing features by selecting correct desktop
Sheet-1 icons
In this lesson we will be discussing what you will see on your screen after turning on the computer.
Learning correct terminology and understanding how each of these items interacts with each other will
enhance your knowledge and provide confidence in using computers. Our topics in this section are
Desktop, Icons, Start Button, and Mouse Pointer.
Desktop
After turning on a personal computer the picture or image you see is referred to as a Desktop. The
Desktop allows for accessing programs and consists of Program Icons, a Taskbar, a Start Button, and a
Mouse Pointer. Just as you may have a desk you use at home with assorted papers, pencils, stapler, or
tape dispenser on it, so is the concept behind the Desktop of a computer. It can vary from person to
person as each person can change it to reflect his or her working habits and styles. Below is an
example of a Desktop.
Mouse Pointer
The Mouse Pointer typically looks like an arrow but can also look like an I beam or other object. It
enables you to see where the mouse is located on the screen. As you move your mouse the Mouse
Pointer moves. You can change the image of the Mouse Pointer but we will not cover that is this
lesson.
Icons
On the image of the Desktop previously displayed, we saw little pictures that were labeled My
Computer, My Network Places, My Documents, and Recycle Bin. These pictures are called Icons.
Icons are pictures that when selected (or clicked on) will do something. This “do something” is called
executing. Selecting an Icon by clicking on it tells the computer you want to use that program. My
Computer, My Network Places, My Documents, and Recycle Bin are standard Icons commonly seen
on a computer.
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Shortcut Icons
If we look closely at the previously displayed Desktop, there is one picture that has a little black arrow
in it. The little black arrow informs you that it is a Shortcut Icon. A Shortcut Icon will open a
program that someone has added to the Desktop. The Shortcut Icon on our example Desktop will
open the program called Microsoft Office Word, a program for word processing (typing a letter for
example).
Start Button
Located on the Desktop in the lower left corner is a Start button. If you click on the Start button, a
window will appear allowing you to select one of the options listed or access one of the Programs on
your computer. You can turn off the computer from the Start button as well. A window similar to the
one below will appear.
Important!
It is possible to suppress the displaying of the commonly used Icons but it is recommended you don’t
delete any Icon that does not have the little black arrow in it. It is equally important that you do not
change a computer without the permission of the person who owns the computer.
Interesting Tidbit
You can change your Desktop so that it displays a picture. You can enlarge the Icons so you can see
them better. Change the size of the Mouse Pointer or change it to be a different image such as a hand.
As you get more comfortable with the Personal Computer, you may want to explore those options.
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Vocabulary and Glossary
Desktop: Allows for accessing programs and is the image on a monitor that consists of Program Icons, a
Taskbar, a Start Button, and a mouse pointer.
Mouse Pointer: The arrow, I beam or other object that displays the position of the mouse on your screen.
Shortcut Icon: Similar to an Icon but has a black arrow in the image or picture.
Start Button: This button provides access to programs, Help and Support, ability to change computer settings
and turn off the computer.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. -------IS located on the desktop in the lower left corner (2 points)
2. Desktop allows for accessing programs and consists of Program Icon so what are these icons( 3points)
3. -----is an arrow, I beam or other object that displays the position of the mouse on your screen.(2point)
4. What is the function of mouse pointer (4 point)
Rating: ____________
Information Sheet-2 Opening, resizing and closing desktop windows by using correct window functions
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There are three buttons on the right in the Title bar. If you hold your mouse pointer over a button its name
will appear.
1. What is the functions of the three buttons on the right in the Title bar (6 point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
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Self-Check -2 Written Test
Answer Sheet
Score = ___________
Rating: ____________
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Instructions: Given necessary templates, tools and materials you are required to perform the
following tasks within 5 minutes.
Task one: exercise opening and closing desktop windows according to the procedure
Figure 4: Changing the size of an icon (Item) and the size of the icon text (Font).
6. Change the size of all icons by clicking on the down or up arrows under Size: (for Item).
7. Change the size of the text related to icons by clicking on the Font size arrows.
8. Click OK to make the changes OR Cancel to return to the desktop without making
changes. If you want to make the changes, note the original settings (so that you can return and
put the sizes back to their original settings).
lap taste- 2 Resizing and closing desktop windows
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Name: _____________________________ Date: ________________
Time started: ________________________ Time finished: ________________
Instructions: Given necessary templates, tools and materials you are required to perform the
following tasks within 5 minutes.
Task one: exercise resizing the desktop top windows according to your choice.
1. A new folder called ‘Shortcut to (the name of the folder)’ appears in the window. Click and
drag this shortcut item to the desktop.
2. The following icon will now be on your desktop (but with a different folder name):
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
Creating folders/subfolders with suitable names
Saving files with suitable names in appropriate folders
Renaming and moving folders/subfolders and files
Identifying folder/subfolder and file attributes
Moving folders/subfolders and files using cut and paste, and drag and drop techniques
Saving folders/subfolders and files to appropriate media
Searching for folders/subfolders and files using appropriate software tools
Restoring deleted folder/subfolders and files
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This guide will also assist you to attain the learning outcome stated in the cover page. Specifically,
upon completion of this Learning Guide, you will be able to:
Create folders/subfolders with suitable names
Save files with suitable names in appropriate folders
Rename and moving folders/subfolders and files
Identify folder/subfolder and file attributes
Move folders/subfolders and files using cut and paste, and drag and drop techniques
Save folders/subfolders and files to appropriate media
Search for folders/subfolders and files using appropriate software tools
Restore deleted folder/subfolders and files
Learning Instructions:
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described below 3 to 6.
3. Read the information written in the information “Sheet 1, Sheet 2, Sheet 3, Sheet 4 and Sheet 5”.
4. Accomplish the “Self-check 1, Self-check t 2, Self-check 3 and Self-check 4” in page -39, 42, 44
and 47 respectively.
5. If you earned a satisfactory evaluation from the “Self-check” proceed to “Operation Sheet 1,
Operation Sheet 2 and Operation Sheet 3 ” in page -48.
6. Do the “LAP test” in page – 49 (if you are ready).
Creating your own folder storage system if you are responsible for an area of your organization or a
specific activity, you may want to set up folders in which to keep all relevant files. However, it is
better to create folders from Windows Explorer because it is easier to see the relationships between
files and folders. It is also easier to move files around.
Folder: You can create as many new folders as you need to organize your files. Folders can be placed
directly on Drive C:, inside the My Document folder, or on the desktop. You can think of this as a
filing drawer, in the filing cabinet, in the file storage room.
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Subfolder/Directory: Subfolders are folders inside of other folders. Again, you can create as many
subfolders as you need to organize your files. You can think of these as the hanging files in the filing
cabinet drawer
My Computer: The computer is the primary storage device, and it is designated “Drive C:” in most
operating systems. You can think of this as the storage room for all saved files.
My Documents: My Documents is a folder on the hard drive of your computer or on a server. This is
generally the default folder for saving files unless you instruct the computer to save the file
somewhere else. You can think of this as the filing cabinet in the file storage room (Drive C:).
File: Files are created when you save a document, a spreadsheet, a presentation, a webpage, a picture,
a video, a song and so on… You can think of files as the papers you would put in the hanging folders,
in the drawers, in the filing cabinet in the file storage room.
File Type: Files come in all types and sizes. Type is determined by what kind of file it is and what
program created it. Example: “practice.docx” is a Word file that was created using Word 2007 or
Word 2010. We know that because the file extension (everything following the “.”, “period” or “dot”)
is “docx.” File extensions associate the file with the program that created it, and “docx” is associated
with Word 2007 and Word 2010. If you change the file extension, the program might not be able to
open it because it won’t recognize it as its file type.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. Why do we need to create folders? (3 points)
2. What is the difference between folder and subfolders and why do we need it?(2points)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
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Information Sheet-2 Saving files with suitable names in appropriate folders
Saving a file
FILE / SAVE: If you don’t make any changes, FILE / SAVE saves the file to either the default
location (usually My Documents) with a default filename (usually document 1 or the first few words
of text in the document).
If the file has already been saved, FILE / SAVE saves the file in the same location with the same
name.
FILE / SAVE AS: Allows the user to change the location of the file and/or the file name
When you have created a new file, it is important to name and save it as soon as possible. When you
create a new file, it is stored temporarily on the memory chips. If the computer is turned off or loses
power, your file will be lost. You must save your new file to avoid this catastrophe. Saving means
sending a copy of a file to the hard disk (or a floppy disk) so that, if the power goes off or the
computer ‘crashes’, you will not lose the work you have done. The short cut key for saving a
document is ctrl + S.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next
page:
1. _______means sending a copy of a file to the hard disk (or a floppy disk) so that, if the power
goes off or the computer ‘crashes’, you will not lose the work you have done. (2point)
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Move and rename directories
Click on the folder icon and keep the mouse button down as you drag the folder over the top of
the target folder. Release the mouse button when the target folder is highlighted.
OR
Click-drag the folder into the window area of an open folder or drive window.
Cut, Copy and Paste are tasks you can do in all application programs and windows such as a folder or
drive window. You need to make a selection first so that you can cut or copy the selection and then
paste it in another location.
With cut, copy and paste you can remove or move a folder or a file as follows:
Rename directories
1. Right-click on a folder.
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Sometimes you may wish to select, open or rename more than one file at a time.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. Write the functions of copy, cut and paste? (3 points)
2. write the steps to rename files/folders .(4 points)
3. What do you do to Select and open more than one file at the same time? (2 points)
Identifying folder/subfolder and file attributes
Information Sheet-4
read-only
hidden
archive
System.
Sometimes you will need to check the attributes of a file or folder to ensure you use it appropriately. Or you
may wish to set attributes to read-only so that data is not lost or changed by someone.
To check or change the attributes of a file:
1. Double-click on My Computer on the desktop.
2. Double-click on a data drive and find a document file.
3. Right-click on the file you want to check.
4. Select Properties from the menu.
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Figure 4: The Properties box for this file shows that the file is Read-only.
Under the General tab of the Properties box you can check or uncheck the boxes for read-only or
hidden. More attributes are under the advanced button.
Click OK to save any change to the attributes and close the Properties box.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. What are the attributes of folder/subfolder/files? (4 points)
Another way to move a folder is to drag the folder to the new location:
Click on the folder icon and keep the mouse button down as you drag the folder over the top of
the target folder. Release the mouse button when the target folder is highlighted.
OR
Click-drag the folder into the window area of an open folder or drive window.
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Copy, cut and paste files across directories
Cut, Copy and Paste are tasks you can do in all application programs and windows such as a folder or
drive window. You need to make a selection first so that you can cut or copy the selection and then
paste it in another location.
With cut, copy and paste you can remove or move a folder or a file as follows:
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Self-Check -4 Written questions
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
FILE / SAVE AS: Allows the user to change the location of the file and/or the file name.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. What is the difference between save and save as files?(5 points)
Information Sheet-7 Searching for folders/subfolders and files using appropriate software tools
Self-Check -4
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. Write the steps to Create an Advanced Search(5points)
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Restoring a file
If you accidentally delete a file or decide that it was a mistake to delete it, as long as it is still in the
Recycle Bin you can get it back (restore it). Follow these steps to restore a file that is in the Recycle
Bin:
1. Double click on the Recycle Bin icon on the desktop to open it.
1. Open Explorer.
Creating subfolders
2. Now create your subfolders by following the same steps as you used to create your first folder.
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Task one: on your desktop create a folder named operate personal computer and sub folders
opc1, opc2, opc3
Task two: under the sub folder opc 1, create a sub folder named cpu
Task three: under the sub folder opc 2 create a sub folder named kb
Task four: under the sub folder opc 3 create a sub folder named om
The exact location of the where your files can be saved might vary across devices, so you should use the
methods described on this page to access internal and external storage paths instead of using absolute file
paths.
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1. Right-click on a folder.
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Learning Instructions:
Printer
An office with at least one computer must have a printer to make hard copies of files and documents. Business
documents such as product list, financial dealings, invoices, letters, reports, etc. need to be stored as hard
copies. In addition to transferring the electronic files to paper format, they can also create composite documents
containing scanned images and digital information.
A printer is a device that accepts text and graphic output from a computer and transfers the information to
paper, usually to standard size sheets of paper. Printers vary in size, speed, sophistication, and cost. In general,
more expensive printers are used for higher-resolution color printing.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. printers vary in ______, ______, ______, and _____(4 point)
2. _______ is used to make hard copies of files and documents. (1 points)
3. More expensive printers are used for higher resolution color printing. (true/false)( 1point)
(Underline on the answer)
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Information Sheet-3 Changing default printer if installed and required
Select the default printer and check printer settings: Printers that you can access from your
computer may be directly connected to your PC or you may have access to printers over a network. A
network printer could serve many computers so you may not be the only person sending jobs to a
printer. In this case it is particularly useful to be able to view the progress of your print jobs as they
may be sitting in a queue waiting to be printed. You can also cancel a print job after you have sent it to
the printer.
Check printers you can access: If printing over a network there may be more than one printer you
can access.
You can print a document from within any application program in the following way:
1. Open the document you want to print (Double-click on the filename if it is not already open.)
3. In the Print box check the printing preferences for your job.
4. Click on Print.
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Task one: type the following paragraph and save it under your name on the desk top
The print monitor lists the files that have been sent to the printer which are either in progress or waiting to be
printed. The order of files in the list is the order they will be printed. Check the Status column (next to Document
Name) to see the name of the file that is currently printing.
Task two: print it with two copies
3. The print monitor lists the files that have been sent to the printer which are either in progress or
waiting to be printed. The order of files in the list is the order they will be printed. Check the Status
column (next to Document Name) to see the name of the file that is currently printing.
Once a job has printed it will disappear from the queue.
Delete a print job
To delete a job from the print queue:
1. In the print monitor window (Figure 6) click on the name of the document you want to delete.
2. Press the Delete key on your keyboard.
3. The following box appears:
4. Click on Yes to delete the print job. Click on No if you do not want to delete it.
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5. The word Deleting will appear in the Status column.
Note: If you are working over a network, you cannot usually delete the print jobs that some else has sent (as
you would not have the permission to do this).
Note: If you are working over a network, you cannot usually delete the print jobs that some else has sent (as you would not
have the permission to do this).
Task two: Order print of what you typed 3 times.
Task three: view and delete the last two print jobs that you ordered the printer.
Figure 2: Right-click on a printer to select Set as Default Printer—to make this printer the default
If you only have one printer available then you will not need to set a default printer.
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Instructions: Given necessary information, tools, equipment and materials you are required to
perform the following tasks within 20 minutes.
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
Closing all open applications
Shutting-down computer according to user procedures
This guide will also assist you to attain the learning outcome stated in the cover page. Specifically,
upon completion of this Learning Guide, you will be able to:
Close all open applications
Shut-down computer according to user procedures
Learning Instructions:
If you still have any software applications or files open they will be displayed at the bottom of the
screen. Each of the applications and files must be closed. You may get a message asking you to
confirm whether files need to be saved. Make sure you save any work you have done before you turn
off the computer.
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Self-Check -3 Written Test
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. If you have any software application opened they are displayed at the ________.(1 point)
2. What do you make sure before you turn off your computers?
Information Sheet-2 Shutting-down computer according to user procedures
Shutting down a computer running Windows XP operating system: It is good practice to use the
correct shut down procedure when you want to turn off your computer so that you do not lose data. If
you still have any software applications or files open they will be displayed at the bottom of the
screen. Each of the applications and files must be closed. You may get a message asking you to
confirm whether files need to be saved. Make sure you save any work you have done before you turn
off the computer. Depending on whether or not you have had to log on to start using a computer, you
will need to follow a different sequence shutting down the computer.
Logging off
If you have had to log on to the computer when you started the session, then you need to log off when
you finish your session on the computer.
Logging off means you are disconnecting the computer from the network and no one else will be able
to access the same computer unless they also have a log on (username and password). You must log
off the computer regardless of whether or not you will be turning off the power.
If you don’t log off the computer, then you will be preventing other people from using the same
computer and being able to log on with their own name and password. In the workplace, failure to log
off will probably also mean that other people (who may be unauthorised to use your computer) can
access all the files that you have access to. This could mean a serious breach of security in an
organisation.
Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:
1. means you are disconnecting the computer from the network and no one else will be able to
access the same computer unless they also have a log on (username and password).(2 point)
You can ask you teacher for the copy of the correct answers.
Answer Sheet
Score = ___________
Rating: ____________
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Name: _________________________ Date: _______________
There are three buttons on the right in the Title bar. If you hold your mouse pointer over a button its name will
appear.
2. When you go to the Taskbar and click on that icon, the window will be restored.
3. Clicking on maximize/restore button either makes a window fill the entire work area or it restores a
full-size window to its previous size, depending on which mode it is in at the time.
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Figure 5: Logging off in Windows XP. From the Start menu, click on the Log off button at the bottom of
the menu.
Figure 6: A box appears asking you to confirm that you want to log off. Click on the Log Off
button to confirm.
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7. Click on OK to confirm.
Your computer may automatically turn the power off but if not you will get a message like ‘It is now
safe to turn off your computer.’
8. Switch off the computer and the power outlet.
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