Computing

Student Guide
Caterpillar Service Technician Module
APLTCY001
Computing

Published by Asia Pacific Learning

1 Caterpillar Drive
Tullamarine Victoria Australia 3043

Version 3.2, 2003

Copyright © 2003 Caterpillar of Australia Pty Ltd Melbourne, Australia.

All rights reserved. Reproduction of any part of this work without the permission of the copy-
right owner is unlawful. Requests for permission or further information must be addressed to
the Manager, Asia Pacific Learning, Australia.

This subject materials is issued by Caterpillar of Australia Pty Ltd on the understanding that:

1. Caterpillar of Australia Pty Ltd, its officials, author(s), or any other persons involved
in the preparation of this publication expressly disclaim all or any contractual,
tortious, or other form of liability to any person (purchaser of this publication or not)
in respect of the publication and any consequence arising from its use, including
any omission made by any person in reliance upon the whole or any part of the
contents of this publication.

2. Caterpillar of Australia Pty Ltd expressly disclaims all and any liability to any person
in respect of anything and of the consequences of anything done or omitted to be
done by any such person in reliance, whether whole or partial, upon the whole or
any part of the contents of this subject material.

Acknowledgements

A special thanks to the Caterpillar Family for their contribution in reviewing the curricula for this
program, in particular:
„ Caterpillar engineers and instructors
„ Dealer engineers and instructors
„ Caterpillar Institutes.
 MODULE INTRODUCTION

Module Title
Computing.

Module Description
This module covers the knowledge and skills of Computing. Upon satisfactory completion of this
module students will be able to competently understand general computer operations.

Pre-Requisites
The following module(s) must be completed prior to delivery of this module:
„ Nil.

Learning & Development

Delivery of this facilitated module requires access to the Computing Activity Workbook.
The successful completion of the curriculum provides the knowledge for competency assessment,
on further learning outcomes, by an Accredited Workplace Assessor.

Suggested References
„ No references recommended.

Assessment Methods
Classroom and Workshop
To satisfactorily complete this module, students must demonstrate competence in all learning outcomes.
Consequently, activities and assessments will measure all the necessary module requirements.
For this module, students are required to participate in classroom activities and satisfactorily
complete the following:
„ Activity Workbook
„ Knowledge Assessments.

Workplace
To demonstrate competence in this module students are required to satisfactorily complete the
Workplace Assessment(s).

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KNOWLEDGE AND SKILLS ASSESSMENT

Learning Outcome 1: Access and operate computer equipment used in the workplace.

Assessment Criteria
1.1 State OH&S considerations when operating a computer
1.2 Power up a computer system
1.3 Log on to a network
1.4 Operate keyboard to complete a routine task
1.5 Log off of a network and shut down computer
1.6 Comply with OH&S guidelines for using a computer.

Learning Outcome 2: Use appropriate software to carry out simple word processing functions.

Assessment Criteria
2.1 Describe the function of a word processor
2.2 Explain the use of a spreadsheet
2.3 Open a word document and edit Student Guide
2.4 Print a document, save and close document
2.5 Proof read printed document for accuracy.

Learning Outcome 3: Use the internet to obtain technical information for service and repair.

Assessment Criteria
3.1 Explain what the Internet is
3.2 Access the internet
3.3 Search web sites for technical information (e.g. SISWEB,
tech. sites).

Learning Outcome 4: Carry out routine maintenance tasks to ensure computer

systems operate efficiently.
Assessment Criteria
4.1 Explain the purpose of the scan disk function
4.2 Describe the defragmenter process
4.3 Explain the purpose of virus protection
4.4 Scan drives for viruses
4.5 Run scandisk program
4.6 Defragment hard drive.

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TABLE OF C ONTENTS

TOPIC 1: Computer Operation

Occupational Health and Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
The Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Navigating Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Shutting Down Your Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

TOPIC 2: Wordprocessing & Spreadsheets

Using Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Simple Spreadsheeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

TOPIC 3: The Internet

The Internet - What Is It? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
The World Wide Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

TOPIC 4: Computer Maintenance And Security

Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

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TOPIC 1
Computer Operation

OCCUPATIONAL HEALTH AND SAFETY

Since more and more people are using computers at work and home it is
becoming apparent that the way a person works at a computer effects their
health. Some of these problems include occupational overuse syndrome, eye
strain, back ache, muscle strain and cramps.

Employers and employee organisations are taking these problems seriously and are taking
steps to increase workers' knowledge of the problems associated with working at a
computer. One of the areas that they are concentrating on is the design of the workstation.
This includes designing chairs that provide adequate support, providing suitable lighting
and desks that are the right height. Ergonomic design also takes into account the distance
from the eyes to the screen and the angle of the arms and wrists to the keyboard.

There are some steps you can take to protect your health and safety while
working at a computer:
„ Position the screen so that no glare is shining on it from sunlight or other light
„ Use a glare deflector on the screen
„ Use a tilt-and-swivel base for your monitor, adjust the monitor so that you can look
directly at it without having to tilt your neck
„ Look away from the screen at regular intervals to give your eyes a chance to focus
at another distance
„ Adjust the seat so that your lower back is supported and your lower arms and
wrists are positioned to be approximately parallel to the keyboard
„ Do not rest your wrists on the table when you type on the keyboard
„ Your feet should be placed firmly on the ground or on a foot rest
„ Get up and walk around at regular intervals to stretch your muscles and move your joints.

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INTRODUCTION
The world of the personal computer (PC) often seems to be a strange one.
Jargon, technical detail and mystical acronyms surround it. Unlike games,
machines and the simple home computers of the early 1980s, it often seems as if
the experts of personal computing are jealously guarding their secrets, trying to
make it hard for others to get involved.

Figure 1

If you have ever gone as far as looking at a magazine advert for a personal computer,
you will have found that it usually consists of a picture of a box with a screen
(Figure 1), and tightly packed columns of near-gibberish text. Unfortunately, this sort
of product description is standard.

It would be completely understandable if, faced with the impenetrable descriptions, you
decided that you didn't really need a computer after all. Before we start to look into the world
of computers then, we will consider the question of “why bother in the first place?”

Many of the readers of this book will never have used a computer before, right?

Wrong! Computers are now controlling most of our everyday devices. There are
too many examples to list more than a tiny frailty of them, but if you use washing
machines, pocket calculators, mobile telephones, microwave ovens, auto-bank
(ATM) cash dispensers, video recorders or even certain cars or wristwatches,
then you are using a computer.

It is important not to see this as frightening. When you look at it in its simplest form, a
computer is just a box that does exactly what it is told to do. They are nothing more than
useful tools. Like any other tool, you need to know what it can do and how to use it before
you can get the most from it. Although computers in general have a huge range of uses,
the personal computer, found in many offices and homes, has four main areas of
importance. These are in business, communications, leisure and education.

For many people, business is the primary use. Of all the different work-related tasks
that it can help with, the most popular is probably word processing. The ability to put
text into a computer, edit it, move it around, ad bold emphasis, italics or underlining,
and then print it out when it is perfect, has helped computers to become an almost
standard part of any desk. Why spend hours trying to type something without mistakes

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when you can correct the mistakes easily - usually with the help of an automatic
spelling checker - and then have the machine transfer it onto paper for you? The
simple answer is that, given a choice, you'd use the computer.

Another key use is in data manipulation, the filing and sorting of information.
Rather than having to sort through huge card files or filing cabinets to find a list of
references matching certain criteria or to retrieve a specific fact or figure, the
information can be sorted in what is known as a database. When you need the
information, you can tell the database what you want to know, and it will find the
answer. This can vary from providing a list of all you customers whom you have
not contacted for six months, through to providing the component number and
cost of a specific part needed to repair a car engine.

Spreadsheets

Figure 2

Spreadsheets (Figure 2) are designed to allow the storage and manipulation of

numbers and numerical information. They can generate graphs, tables and trends
to any required specifications, perform complicated analytical functions, and work
out further data from the numbers that are entered, such as profit/loss totals,
yearly summaries, or even complicated mathematical equations. Accountancy is
another area where the computer can do almost all the work. With just a simple
spreadsheet, you can easily manage basic accounts, or for more specific
requirements, a good accounts program is able to prepare all your financial data
and paperwork for you at the click of a button.

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Desktop Publishing

Figure 3

Another common use for computers in offices is Desktop Publishing (Figure 3),
also know as DTP. This involves the manipulation of the text and graphics into a
finished document that is then ready to print and distribute. Photographic, hand-
drawn and computer-generated images can be enhanced, altered, made larger or
smaller, or tinkered with in dozens of ways until they are exactly as you want
them. They can then be laid out into a document, and text added in blocks,
columns, tables or paragraphs along with boxes, lines, graphs, charts and logos.
Everything can be moved around until the graphic design of the document is
perfect. Once it is in place, it can be transferred to paper there and then, or sent
to a commercial printer. DTP is now used for the production of everything from
reports and presentations, to magazines, newspapers and books.

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Networking

Figure 4

As mentioned earlier, however, office applications are only one area of strength for
personal computers. Another major use is in the field of communications. As
international trade barriers become less of an obstacle, and the economy becomes
more global, good communication facilities are increasingly important.

Networking (Figure 4) allows many computers to be linked together so that information

can be exchanged almost immediately. Networks may be in the immediate area,
known as Local Area Networking (LAN), but they can also be worldwide, known as
Wide Area Networking (WAN). The majority are private, for the use of a specific
company only, but the most important network currently in existence is the Internet.

Like any other network, the Internet is made up of computers linked together. Unlike
other networks, there are tens of millions of computers connected to the Internet by
leased lines, special trunk cables and telephone connections. Each of them can
communicated directly or indirectly with each of the others.

Email

Figure 5

Electronic Mail (Figure 5) is the name given to the system of sending a text message to
another person on the same network as you are. Almost all networks allow electronic
mail (often shortened as E-mail) to be passed around. Each of the Internet's millions of
users is able to send and receive E-mail from any of the others almost immediately,
making it a communication device second in importance only to the telephone.

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World Wide Web (www)

Figure 6

The best-known feature of the Internet at the moment however, is the World Wide Web
(Figure 6). The Web consists of millions and millions of magazine-like pages stored on
computers all around the world that are linked to each other, directly or indirectly, by
reference markers. These documents contain text, pictures, sounds and sometimes even
film clips, and hold information on just about every subject that you can imagine, from
basketball to car mechanics, and from archaeology to nuclear physics.

Picture the World Wide Web as a vast reference library, staffed by an army of
librarians who not only know which book holds what you want to know, but will run off,
find and bring the right book back for you. Whatever you want to know, the chances
are that it is on the Web somewhere.

Other Uses

Figure 7

Personal computers are also widely used for leisure purposes. The home
computer market first started with machines that were only good for playing
games on (Figure 7), and although this trend has moved away from the personal
computer and towards special games stations, a lot of people still value their
computers for entertainment purposes.

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Finally, computers play a significant role in education. The ability to combine movie
clips, still pictures, text and sound together makes personal computers excellent
learning aids. Knowledge can be stored, searched and cross-referenced into powerful
and captivating electronic encyclopedias and reference works for specific subjects.

Many young children learn the first principles of mathematics, language and science with the
help of professionally designed computer games. At the other end of the educational
spectrum, special simulations are available to provide complex and realistic job training
without disastrous consequences, e.g. Flight Simulators that are used when training pilots.

In summary, computers are already more important to everyday life than most
people realise. They are astonishingly versatile and can rapidly make themselves
indispensable both around the office, and around the home. For a great many
people, the question is not “Do I need a personal computer?”, but “Which personal
computer do I need?”

THE COMPUTER
A computer basically needs the following three parts to function properly

1. System Unit

2. Monitor

3. Keyboard.

System Unit
The system unit is usually housed in two forms:

Desktop Case
Which is designed to sit on top of your desk in a horizontal manner.

Tower Case

Figure 8

Which normally sits on the ground in a vertical manner (Figure 8).

The tower case is the standard for most packages today, and if you did want to buy
your system unit in a desktop case, you would have to request one specifically.

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A system unit contains the following elements that enable your computer to carry
out the tasks you ask of it:

1. Central Processing Unit

The central processing unit (CPU or processor) is the brain of the computer. This
is where all the information is processed and instructions sent to the other parts
attached to the System Unit. Processors are micro-chips and are differentiated by
name and speed. For example, you may have seen advertisements displaying
Pentium II 400. This basically means a Pentium II processor with a speed rating
of 400 megahertz (MHz). The higher the speed, the faster the chip processes
data. However, a Pentium III processor at 100 MHz still processes data faster
than a Pentium II at 400 MHz, as the chip is more advanced. You are best to only
compare speeds between chips of the same name.

2. Memory Chips
A computer's memory or RAM (Random Access Memory) acts as a temporary
holding area for the information that the CPU is using (a little like your short
term memory). Memory is measured in units called bytes. 1,000 bytes equal a
kilobyte (KB or K), a million bytes or 1,000 kilobytes equal 1 megabyte (MB),
and a 1,000 MB equal 1 gigabyte (GB).

RAM is measured in megabytes, and the more RAM you have, the better your
computer will operate. The minimum amount of RAM recommended today is
64MB and it is always a good idea to check that you can add more at a later date.

3. Hard Disk Drive

The Hard Disk Drive (HDD) or Hard Drive (HD) is a permanent form of memory (like
your long term memory) for the information that is needed to run the computer itself,
and the programs such as games and word processing. Hard Disk Drive space is
measured in Gigabytes (Gb) and the more space you have the better.

4. Input and Output Ports

These are outlets located at the back of the system unit, and are more commonly
referred to as Serial and COM (communication) Ports. This is where you plug in
your monitor and keyboard, and any other peripheral hardware.

In addition to serial and COM ports, most modern computers come with one or
several USB or Universal Serial Bus connectors on the back. A USB port will let
you attach a mouse, a printer, a CD player or a range of other devices to your
computer quickly and easily. The computer will recognise the new device almost
immediately and you won’t need to restart your computer to use the device as you
would have using normal ports.

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5. Floppy Disk Drives

Figure 9

Floppy Disk Drives (FDD) are drives that are accessed using Floppy Disks
(Figure 9). Floppy Disks are square plastic disks 3.5" in size, and hold up to
1.44 MB of information. Floppy disks are also information storage devices,
however, unlike a Hard Disk Drive, they are removable, can be easily
transported, and do not vary in storage space. It would be very rare for a
Floppy Disk Drive not to be offered as part of the system unit.

6. CD-ROM Drive

Figure 10

CD-ROM Drives (or CD-ROMs) are accessed using Compact Disks (Figure 10). A
benefit of a CD compared to a Floppy Disk is that a CD can potentially hold 650 MB
of memory. However, unlike your Hard Disk or Floppy Disk, you cannot write to or
delete information from a CD on this type of drive as it is Read Only Memory (ROM).

CD-ROM Drives are measured by speed. For example, a CD-ROM is normally

advertised as 24X CD-ROM Drive. The 24X being the speed that the drive reads
a CD. The higher the number, the faster the speed. At the time of writing this
book, the standard speed is 32X, with higher speeds available.

CD-ROM RW drives are becoming the standard in most computers. The initials ‘RW’
refers to the ability to both read a CD and write material onto the CD. CD-RW disks
are used in these drives. The CD-RW can be used, along with appropriate software, to
store large amounts of information (700 Megabytes per CD). Files can be added and
removed from CD-RW disks as easily as saving to the hard drive.
A DVD (Digital Versatile Disc) disk has up to seven times the storage space of a
normal CD. DVD-Drives have the ability to play a range of different CD disks including
pre-recorded movies, music and games. This is a more recreational function in a
typical personal computer but it can have applications in training and supplying
technical information in the form of computer simulations. Some DVD players have the
ability to record also giving the computer even more storage capacity.

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Monitor

Figure 11

The monitor (Figure 11) is an important part of the computing experience. The monitor
displays the information on the screen for you, whether it is the instructions you give
the computer, or the graphics from a game.

Monitor size refers to the screen area inside the plastic case. For example, a 15in monitor
(measured diagonally) gives you about 14in of actual viewing area. Monitors are commonly
advertised based on their screen size, with 15in and 17in being the most common.

Another important issue to look at when purchasing a monitor is the resolution, and
the number of colours it can handle. Resolution refers to the clarity or fineness of
images projected onto the screen, and is measured by the number of picture elements
called pixels. Resolution is always described as the number of pixels in a horizontal
line, multiplied by the number of pixels in a vertical line, such as 1024 x 768. The more
individual pixels available on the screen, the sharper and clearer your images will be.
Resolution is determined by the quality of your video card. The better the video card,
the more pixels and the higher the range of colours that can be displayed. Different
video cards can also let you display your computer screen on your TV, or view the
latest 3D games. Video Cards come with their own RAM, for example, you may see
advertised 4MB Video Card. Memory enhances the processing of information - the
higher the amount, the faster the information can be displayed. Ask your dealer to
show you the different monitors, and choose one that suits your needs.

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Keyboard

Figure 12

The keyboard (Figure 12) is the means by which you communicate with your computer, and
is similar to a typewriter, but with a few extra keys. The layout of the keyboards may vary;
some dictated more by fad than sense. Look for one that is comfortable and easy to use.

Peripherals
Peripherals are devices that are attached to the System Unit. Some would say
that the monitor and keyboard are peripherals, however, they are usually seen as
essential parts of the computer.

Mouse

Figure 13

The mouse (Figure 13) is a pointing device that allows you to move quickly around a
screen and, select commands by clicking. As Windows is now the basic operating
system for all PCs, a mouse has become a standard feature of computer packages.
However, it is still considered a peripheral, as it is helpful, but not essential to have a
mouse to operate a computer. Like a keyboard, a mouse can come in different shapes
and types, but the standard mouse is usually sufficient.

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Sound Card and Speakers

Figure 14

Sound cards are cards that are plugged into a slot inside the System Unit, and, like video
cards, they process information. Instead of converting the information for the display on a
monitor, it is converted into audio signals and fed into the speakers (Figure 14). These days,
sound cards and speakers are offered as part of a standard multi-media computer package.

Modem

Figure 15

Modem is short for Modulator Demodulator. A modem (Figure 15) is a device that
converts data from digital computer signals to analog signals that can be sent over a
phone line (known as modulation). The signals then have to be converted back into
digital data by the receiving modem (known as demodulation). So, if you need to
connect to the Internet over a phone line, or to an office network, or even directly to
another computer, then you need a modem.

Modems are also offered with many new computer packages, and they often come
with other facilities such as fax and voice messaging.

Modem speeds are specified in bits per second (bps). A kilobyte per second
(Kbps) is a thousand bits per second. Most modems today can support speeds up
to 56,000bps or 56k. This is the best speed you'll probably get using a two-way
modem with an ordinary phone line.

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Modems come in various shapes and sizes:

1. External
This is the most common modem available, and usually comes in the shape of a
box. An external modem is connected to a serial port in the back of the System
Unit as well as to a phone line.

2. Internal
This comes in the form of a card, and is plugged into a slot (like a video or sound
card) within the System Unit. Internal modems are limited to the model of the
computer they are made for; that is, you cannot simply remove the card and plug
it into just any computer.

3. Cable
With a cable modem, you plug into your Cable TV jack instead of your phone line. The
speed of cable modem is rated at 1.5 million bps, which is more than 25 times faster
than your standard modem. You also need an Ethernet card. Cable Internet access
costs at present are quite high compared to the cost of an Internet Service Provider
(ISP) and the number of companies offering this service are limited.

NOTE:
If you have Call Waiting activated, switch it off, as this feature can interfere with your
connection. If you have an extension phone attached to the same line as your modem, and
someone picks it up, your connection may be broken. There are times when your modem
will not reach its peak speed. The reasons can include; having a bad phone connection
(the modem adjusts to a lower speed); or your service provider may be experiencing a
bottleneck (during peak usage); or your computer isn't fast enough to keep up.

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Printers

Figure 16

There are two main types of printers (Figure 16) available - Inkjet and Laser. When
considering the type of printer to buy, you should think about the following:

a. What do you want to pay? Usually the higher the price, the better the quality
and speed of the equipment.
b. How fast do you want your printer to print? Printers are measured by the
number of pages they print per minute (ppm)
c. What sort of quality do you want? Printer resolution is measured in dots per
inch (dpi). The higher the resolution, the sharper the image.
d. Do you need colour output?
e. Do you need to print on special type of paper, such as transparencies
or cardboard?

Inkjet Printers
An inkjet printer forms characters and images by squirting dots of ink through a tiny nozzle.

Advantages
„ Can print colour, and has good quality output. Most inkjets today have photo
quality output, meaning you can print colour photos and good quality images
in documents at home.
„ Inexpensive to buy, compared to a laser printer - from as low as $150 for a
black and white one.
„ Ink cartridges are easy and cheap to replace.
„ Most models can print on any type of paper, film or cardboard.

Disadvantages
„ The quality of an Inkjet is not as good as a Laser printer - the edges of the
characters and images can tend to be 'blurred'.
„ Inkjets are a lot slower in their printing speeds.

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Laser Printers
The paper is held against an electromagnetic drum, which then magnetises the points
that need to be printed. A jet of powdered ink, called toner, is shot at the page, and it
sticks to the points that have been magnetised. The toner is then melted (or fused)
onto the paper.

Advantages
„ Top quality output - edges are sharper, better picture quality.
„ Today, laser printers can be purchased from around $500 - although the top end
ones cost considerably more.
„ Print speeds are a lot quicker.

Disadvantages
„ More expensive than an Inkjet.
„ Toner is more expensive than an ink cartridge.
„ Colour laser printers are very expensive, due to the complexities of handling 4 colours.

Scanner

Figure 17

Scanners (Figure 17) enable you to copy text and graphics from paper, and convert it into a
digital format that is recognised by your computer. Scanner resolution, like printer
resolution, is quoted in dots per inch (dpi), and the higher the resolution, the sharper and
better quality the image that will be scanned in. However, the higher the resolution, the
more RAM that is required, and the converted files get bigger in size as well.

You may want to consider whether a scanner is TWAIN compatible. TWAIN is a

standard that enables Windows applications, often Desktop Publishing (DTP)
programs, to talk to the scanner and scan the picture directly into that program. If your
scanner is not TWAIN compatible, you need to exit the program, scan the picture with
the scanner's software, and then import that picture into the application you are using.
As you can see, this is very time consuming.

Another point to consider is whether you would like to scan text for editing purposes.
You need to ensure that the canner comes with software that contains Optical
Character Recognition (OCR). When you don't use OCR software, the scanner
sometimes has difficulty recognising certain characters, and sometimes you may find
blanks or unusual characters where they shouldn't be.

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NAVIGATING WINDOWS
Not long ago, to operate a computer you needed to type in commands and understand
what they all meant. These are known as DOS (Disk Operating System) commands
and are still part of the basic operating system of a computer.

Nowadays, when you switch on your computer, you don't need any knowledge of
these commands, as a Graphical User Interface (GUI pronounced gooey) called
Windows, automatically takes over where the DOS program stops. Inputting
instructions are now outdated. You can navigate and use your PC by simply pointing
and clicking on icons that represent your applications, documents or a command.

Turning on your PC and Getting Started

Switching on your computer is as simple as turning on your radio.

1. Check that all the power source units are connected and switched on at the
power point, you'd be surprised how many people think their computer is not
working, when it is simply a matter of flicking the switch at the power point!

2. Press the Power switches on the system unit, the monitor and any other hardware
devices that you have attached. This shouldn't be too difficult as the buttons are
usually clearly marked. If you are unable to locate the power switches for any of
the devices, please consult your technical manual.

3. You will hear some whirring and beeping, which will tell you the System Unit is
working, and the monitor will come to life showing a whole lot of words and
letters. Don't worry about this, as they are simply a computer's start-up
commands. Look out for the Window logo and then you know you're getting close
to the interesting part!

What Do I Do Now?
The beeps and whirring have stopped. On the screen you will see a Desktop. The
Windows desktop is no different to your own physical desktop. However, instead of
pencils, staplers or paperclips, the default Windows desktop includes several icons,
and a Taskbar. You can customise your desktop to suit your individual requirements
and create short-cuts to favourite programs, documents and hardware that you may
have attached.

If you have a mouse attached (now a standard piece of hardware that comes with your
computer package), you can use it to perform your commands (instead of using your
keyboard), however you must first understand these four mouse commands:
„ Point
„ Click
„ Double Clicking
„ Dragging.

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Desktop

Figure 18

Your desktop should look almost empty at this stage - often your supplier will have
only loaded Windows, and you will see only the standard window icons. An icon is a
small graphical representation of the type of object you are using, such as a piece of
hardware, or application. At the bottom of the screen or Desktop is the Taskbar, which
has the Start button and clock (Figure 18).

Any open applications will appear as buttons for easy access and switching between
programs. You can move the Taskbar around the screen by pointing the mouse
pointer at the bar, and then dragging it to your desired location. Try this out. However,
for the purpose of this exercise leave the Taskbar at the bottom of the screen.

You will also see a Recycle Bin. This is the area where files are stored temporarily
after you delete them. Files can then be restored at a later date if deleted in error.

TIP:
The Taskbar can be customised to include icons of programs and functions that you use often.

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Start Button

Figure 19

The Start button is the most useful button on the screen as it allows you to quickly
open a program, find a document, change system settings, shut down the computer
and much more. When clicked on, a menu appears listing the available options.

The Start menu is divided into three sections (Figure 19):

1. Bottom Section
Contains the basic operating tasks or commands such as Shut Down.

2. Middle Section
Provides ways to find and/or open applications and documents and customise settings.

3. Top Section
Can be personalised with the functions you use most. To the right of some of
these items you will see a right pointing black arrow. When you point at these
arrows, you bring up a sub-menu or cascading menu.

Running A Program From The Start Menu

1. Click on the Start button.

2. Click on Programs (you only have to click once on a menu).

3. Click on Accessories (at the top of the menu), then Word (this is a word
processing program that is discussed later in more detail). See how easy it is to
run a program from the Start button!

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What is a Window?
Every task or item you create, modify or delete is in one of two different types of
windows: a program window e.g. in applications like Internet Explorer or Microsoft
Word, or a document window.

If you use an application like Microsoft Word, when you start the program it starts
as a program window and then a document window also appears within this. It
may sound a little confusing, however, once the basic concept of a window is
learned, it can be applied throughout your dealings with Windows as everything
has been designed on a standard system.

You can toggle between different documents by clicking on the Window menu, which
will list the different documents (of that program) that are currently open.

Title Bar

Figure 20

Along the top of the opened window, (Figure 20) shows the name of the folder and will
also tell you whether the window is active or inactive i.e. whether you can work in it or
not. The default colour for an active windows Title Bar is blue. If it is gray, simply click
on that window and it will become the active window.

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Drop-down Menus

Figure 21

These are found below all Title Bars and in some dialogue boxes. Drop-down Menus
contain commands applicable to the current window (Figure 21). Once you become
more familiar with Windows, you will find that many Windows commands are standard
and appear in every drop-down menu.

Scroll Bar
Allows you to scroll up, down or across a page if it is too big to fit within the
current window area.

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Control Menu Icon

„ This is located in the upper left-hand corner of any window and when clicked on
will show a standard drop-down menu with the available commands.

TIP:
If at any time you see a menu item greyed out, it means that option is not available
for that window.

1. Click the Control Menu icon on the WordPad window. (NB. A control menu looks
like a small version of the programs icon).
The commands you will see are:

Restore

Restores a window to its original size.

Move

Allows you to move the window to a different area on the desktop. When clicked
on, the cursor turns into a double cross.

a. All you need to do is use the arrow keys on your keyboard until you have
changed the position. Press [Enter] when you want to put the window down
b. Using the mouse, place the cursor over the Title Bar and drag the box to it's
new position (remember that's holding down the left mouse button and then
moving the cursor).

TIP:
You can also move a window without the Command Menu by pointing your
cursor at the Title Bar and dragging the window to its new location.

Size

This allows you to make the window larger or smaller by either moving the left,
right, top or bottom side.

a. Just press the arrows on your keyboard for the side you wish to move
e.g. press the right arrow to move the right side of the window
b. Using your mouse, move the cursor to the edge of the window you wish to move
until it turns into a double headed arrow, and drag the side to the desired size.

TIP:
Like the move command, you can bypass the Command Menu by simply
moving your cursor over the edge you wish to re-size, until it turns into a
double headed arrow and drag the edge to the desired size.

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Minimise

This shrinks the window to the Taskbar.

Maximise

This expands the current window to cover the entire screen.

Close [Alt+F4]

Closes the window and the application running it. This is also the same as double
clicking on the Control Menu Icon.

Did you notice that each of the command names has one letter underlined? This
is standard with all Windows commands and is particularly useful in the event of
your mouse failing. The underlined letter is the keyboard short-cut for that
command. Just press [Alt] then the letter underlined e.g. [Alt+f] for File.

You can bring the Command Menu up by pressing the [Alt] key and the [space
bar] at the same time. Use the arrow keys to move up and down the selection or
press the desired underlined letter.

2. Try some of the commands using both the mouse and keyboard commands. If
you have closed Word, open it by doing Task 1 again.

Buttons that Substitute for Control Menu Commands

On the top right of a Window you will see three buttons. You will notice they perform
the same functions as outlined in the Control Menu section, however, they are simpler
to use, easy to see and you can do what you want with just one click.

Minimise Button
Click on it to shrink the window to the Taskbar. The application (program) is still active
and running in the background.

Maximise Button
This expands the current application window to the full size of the desktop.

Restore Button
When a window is maximised you can use this button to restore the window to its
previous size.

Close Button
Use this button to close the current window.

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Contextual Menus

Figure 22

Contextual, context or short-cut menus (Figure 22) are drop-down menus that you can
use instead of the standard commands.

They contain frequently used windows commands specific to the task at hand and can
be accessed by pointing at an item and clicking on your right mouse button.

1. Re-open Word, if you have closed it from the previous exercise.

2. Point at different parts of the Word window and the Desktop, right click and look
at the context menu that appears. What commands are available for that item?

Dialogue Boxes
A Dialogue Box is a window that opens when you are required to enter one or more
settings at the same time. These boxes usually appear as a result of selecting a menu
command from either a drop-down menu or a context menu.

A Dialogue Box usually contains a combination of the following:

Check Box Allows you to choose more than one option.

Starts an action, such as pressing OK when you have selected your

Command Button
options.

This looks like a text box with a down arrow and will list possible
Drop-down List Box
choices.

This shows you the current setting (usually in the form of a filename or
Edit (or text) Box
directory path) and lets you edit or type in a new setting.

This displays an alphabetic list of all choices for an item and the current
List Box
choice is usually highlighted.

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A Dialogue Box usually contains a combination of the following:

Radio (Option) Button This is used when you are allowed to choose only one of several options.

Lets you change a value, like with a Volume control, by dragging the
Slider
slider back and forth.

This has two arrows, one up and one down, and allows you to increase
Spinner Button
or decrease values without having to type the number in the edit box.

Table 1

1. Click on the Tools menu.

2. Click on Options. You will see an Options Dialogue Box open up. You can choose to
either keep the default options that apply to Word, or change them to suit your needs.

Finding Your Way Around Your Computer

Figure 23

To find your way around your computer is relatively simple.

1. Double-click on the icon called My Computer. You will notice that the icon looks
like a computer. The window it opens contains icons that will allow you to quickly
and easily see everything on your computer (Figure 23), including the Floppy
Disk Drive (A:) and CD-ROM drive (D:).

2. Double-click on the (C:) icon - your Hard Disk Drive. Another window will open showing
you the contents of your Hard-Disk Drive (HDD) in the form of files and folders.
(Keep this window open for the next exercise).

The other icons in this folder will include:

3 1/2in Floppy (A:)

Double clicking on this will open another window showing the contents of that drive. If
you have no floppy disk inserted, then an error warning will appear, giving you the
option to Retry (insert your disk before pressing this button) or Cancel.

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CD-Rom (D:)
Double-clicking on this will do one of the following:

a. If an Audio CD is in the drive, Windows will automatically open the CD player

and start playing the CD.
b. If a standard data disk is in the drive, containing things such as games,
documents, artwork, setup files for applications, then Windows will open a
window showing the contents of the disk.

TIP:
There is a feature called AutoPlay, programmed into some CDs. When you insert your CD
the AutoPlay feature will activate and a program will start, such as movie, or a setup
wizard (step-by-step guide) for an application. This is similar to the AutoPlay feature with
an audio disk.

Control Panel
This gives you access to all the Control Panel utilities and allows you to customise the
Windows 98 settings.

Printers
This opens the Printers window that shows you all the printers installed on your
computer. You can install a printer by double clicking the Add Printer icon and
following the wizard.

Dial-Up Networking
If you have never set-up a Dial-Up Network connection, a Dial-Up Networking wizard
will appear and help you install a connection. A Dial- Up connection is usually used for
connecting to an Internet Service Provider or an office network.

Scheduled Tasks
This opens a window showing you any tasks that you may have scheduled and the
Add Scheduled Task wizard. This wizard helps you plan what programs to run, when
and for how long. If you are one of those forgetful types who needs to run a program at
a particular time on a regular basis, then this wizard will be very useful to you.

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Files And Folders

Figure 24

Files and folders are much the same as a filing cabinet at home or in the office. You
create folders and in turn, store files or documents and other folders within these
folders (Figure 24). You can then store more files and folders within these sub-folders
and so on. This logic also applies to the storing of programs. For example, a folder
called Poker might be created and all the files needed to run the Poker game stored in
this folder.

1. Click on the My Computer icon on your Desktop and then on (C:). You will see all
the files and folders contained on your hard drive.

2. Double click on the folder called Program Files.

3. Double-click on the sub-folder called Accessories and another window will open
showing you the files and folders listed within the Accessories folder.

4. Keep on going until there are no more folders to open.

5. Close all the folders by clicking on the Close button in the top right corner.

Creating Folders
To help you organize your files, you can create different folders e.g. you may have
one for Work, one for family matters, and another for your house.

To create a new folder:

1. Open the My Documents folder.

2. Click on File, then New then choose Folder from the cascading menu. You can also
access this menu by bringing up the context menu (right-click on your mouse).

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3. A new folder will appear with a temporary folder name of New Folder. Type Work
and press [enter].
You can use any character you want to name your folder except for: \ / : * ? " < > |

NOTE:
You can create folders anywhere you wish including the desktop.

Finding Files or Folders

A very useful tool provided with Windows is called Find File. Situations will arise when, for
example, you have created a file or document and cannot remember where you saved it.

1. Click on the Start menu.

2. Click on Find and then on Folders or Files.

3. Type in the name of the file or folder you are looking for e.g. Freecell.

NOTE:
Find is not case sensitive, however, you must ensure that the spelling of the file you are
searching for is correct. If you are not sure of the filename you are looking for, but you
know it has a key word that will identify it, then do a search for files that contain particular
text, e.g. If you are looking for a letter you wrote to Barbara Streisand, you would type in
the Containing Text field: Barbara Streisand.

4. Find needs to know where to look for this file and you can tell it to search your
whole hard disk or you can specify a folder name. As we do not know where the
Freecell file is kept we will ask Find to search the entire hard drive. If the Look in
field does not already say (C:) you need to press the Browse... button.
A dialogue box will appear asking you to select the folder or drive to search.
Since you want Find to search the whole of your hard disk drive, click on the icon
showing the C: drive and press OK. You will see the icon and hard disk drive
name appear in the field.

5. Press Find Now. You will see the magnifying glass start to rotate in a clockwise
direction to show that the file is being searched for.
Windows will now search for files with the name 'Freecell' and will show you all the
directories they are stored in. To open that file you can either point at the file and
double-click or highlight the file and then go to File and Open.

If Find is unable to locate any files called 'Freecell' the magnifying glass will stop and
nothing will show up in the listing.

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Deleting a File or Folder

It is a good idea to delete any unused files or folders as they can take up extra storage space
and clutter up your computer. The same steps are used when deleting both files and folders.

To delete the Work folder that you just created above:

1. Click on the Work folder to highlight it.

2. Click on File then Delete, or simply press the delete button on your keyboard. A
Dialogue box will ask you to confirm that you wish to delete the folder before it
sends it to the Recycle Bin.

SHUTTING DOWN YOUR COMPUTER

Before switching off your computer, Windows needs you to follow a shut-down procedure.

a. Click on Start.
b. Click on Shut Down.
c. A dialogue box will appear:
3 Shut down the computer?
Select this to completely shut down your computer so that you can switch it off.
3 Restart the computer?
Select this when you need to restart the computer -you may need to do this
after installing new hardware or software.
3 Restart the computer in MS DOS mode?
This is for the old school of computing.
3 Close all programs and log on as a different user?
If you are logged onto a network, you can log off and log in again as a
different person.
d. Press [Enter] or [Y] or click on the Yes button. If you change your mind and
want to exit out of the dialogue box, press [N] or click on the No button or
click on the close button in the top right corner.
e. You will hear some whirring and beeping and the screen will fade out. This
will tell you windows is going through its shut down procedure. A message
telling you that your computer has shut down and that it is safe to switch off
your computer will appear.

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TOPIC 2
Wordprocessing & Spreadsheets

USING MICROSOFT WORD

Word Processing is used for writing documents. It provides a fast, easy way to write
correct and print out any size of document; from a simple letter, through to a major thesis.

This learning outcome will give you a basic understanding of word processing using
Microsoft. Word (commonly known as 'Word').

Opening Microsoft Word

1. Click on the Start button.

2. Click on Programs.

3. Click on Microsoft Word.

You now have a new document open and are ready to type your first letter.

A Microsoft Word window comprises of:

Figure 25

Figure 25 shows a Microsoft Word window which comprises of:

Title Bar gives the name of the document.

NOTE:
When you open Word, it always begins with a default document called Word - Document1.
When you save the document, the name in the Title Bar will change, as you will see later.

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Toolbars contain a combination of menus and buttons. Buttons are a graphical

representation of the drop-down menu (like icons) and with one click of the mouse you
can perform the command of your choice, such as save a document or print.

To see the commands that are offered, point the cursor at each button without
clicking, and a title will appear.

Drop down menus that have many of the standard features as outlined in Chapter 3
Navigating Windows. Plus many more options available with this program.

The Horizontal Ruler shows the margin, tab and indent settings for a page.

A blank page with a blinking cursor at the top of the document - this is the document window.

Entering Text
You can begin entering text as soon as you open Word so let's start with a letter. Type
the following exactly as it is written and please include the spelling mistakes (the
words in square brackets mean press the corresponding key on the keyboard):

1. 31st December 1999 [enter]

2. [enter]

3. [enter]

4. Dear John, [enter]

5. [enter]

6. I am learning to use this great application of Microsoft Word so that I may learn to
type letters such as this to power ahead in the new millennium. I am leaning to do
this at the Caterpillar Institute.

7. [enter]

8. [enter]

9. I hope to see you soon. [enter]

10. [enter]

11. Love, [enter]

12. [enter]

13. [enter]

14. [enter]

15. Sam [enter].

Did you notice you didn't have to press [enter) at the end of each line for the main
body of the letter? This is because Word, and most word processing programs, have a
facility called word wrap, which means that when you have entered enough text for
one line, the cursor automatically "wraps" or moves to the next line.

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Moving Around The Document

There are times you would like to move through your document quickly to edit your text.

You can do this with your mouse, by pointing and clicking the cursor to where you
want the cursor to go, or you can use keyboard short-cuts (many people find these
quicker than picking up the mouse and moving it physically). Try these for yourself.

Keyboard Combinations
To move: Press:

Right one character

Left one character

Up one line

Down one line

To the previous word

To the next word

To the beginning of the line

To the end of the line

To the beginning of the document

To the end of the document

Table 2

There are many other keystroke combinations you can use in Word. To obtain a full
listing, open the Help function (F1) and type keyboard short-cuts.
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Saving The Document

You may want to save your document for future reference or editing and printing at a
later date. Maybe you are typing a particularly long document.

In the event of a power blackout, or someone accidentally pulling the plug on your
PC, you don't want to lose all your hours of work. It is good to get into the habit of
saving your document frequently - say in 5 minute intervals so, at most, only five
minutes worth of work will be lost.

Figure 26

1. Click on File, then Save on the menu, or press the Save button on your Toolbar.

2. A dialogue box will appear showing which folder the file will be saved in (Figure 26) the
default folder for Windows 2000 is My Documents, but if you don't want to save your file
there, you can select the Save in list and browse through to find the folder of your
choice. For the time being, let's save the document in the folder My Documents. And in
the File Name edit box, type “Letter to John” (this will be the name of your saved file).

3. Click on Save.

TIP:
Microsoft Word can be customised to automatically save your document at specified
intervals (located under the Tools - Options menu). Note that this is only activated once
you have saved and named your document.

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Highlighting Text And Changing Font

Figure 27

Now we want to change your letter by manipulating the characters with tools such as
bolding and underlining (Figure 27). This will allow you to highlight parts of your letter.

1. First you must select the text you wish to change. In this case let's select the
words Windows 2000. Click at the end or beginning of the text. While you press
and hold down the left mouse button, drag the pointer over the text you want to
select, then release the button. You will see the text in white within a black box.

2. Now we will bold this text by clicking on the Bold button on the Toolbar (the button
with the letter B). To deselect the text, point the mouse pointer to a different part
of the screen (say to the side) and click.

3. Next select the text Caterpillar Institute. Press the Italic button on the Toolbar
(the button with the slanted I).

4. Now select the text Sam. Press the Underline button (the button with the U underlined).

TIP:
You can also select a single word by double-clicking on that word.

Before you deselect this text we also want to change the font and font size.

a. Click the Font drop-down arrow on the Toolbar (The default for Microsoft
Word is Times New Roman). Choose the font Arial by clicking on the arrow
pointing up until the word Arial appears, then click on Arial.
b. Next click on the Font Size drop down button (the default for Word is 10)
and select 14.

TIP:
This would also be a good time to save your document. Did you notice that a dialogue box
did not appear? Once a document has been saved Word automatically saves the file with
the same filename, location and format.

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Spelling and Grammar Check

Figure 28

Word offers you a great tool called Spelling and Grammar (Figure 28) which allows
you to check for any spelling mistakes, add your own words to a customised dictionary
(e.g. your name) and offers suggestions for any grammatical errors it picks up.

To check the whole document at once:

1. Press the Spelling and Grammar button (the button has a tick with ABC above
it) or function key F7. It will then start to check you document for spelling and
grammatical errors.
a. Click the appropriate option in the Suggestion box that appears, then Change
b. If you believe the spelling is correct you can Add to your own dictionary and
Word will not see this as incorrect spelling in the future, or;
c. You can skip any changes to the word by clicking on Ignore.
Some versions of Word show squiggly red and green lines under text. Word uses
red for possible spelling errors and green to suggest possible grammatical errors.

2. Point your mouse at the text with the red squiggly underlining and right click your
mouse button.

3. A short-cut menu will appear with a list of options. (You can only choose one).
The top part of the list will show alternative spelling options.

The middle part will give you the option of Adding the word to a personal dictionary or
asking Word to Ignore the word altogether.

The bottom part gives you the option to add the word to the Auto Correct tool (which
will automatically fix spelling mistakes as you type). Alternatively, you can go to the
Spelling & Grammar dialogue box.

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Using Cut, Copy & Paste

Figure 29

You have decided that you would like to move the last sentence of the letter to the beginning.

1. Select the sentence that you want to move. Alternatively you can hold [ctrl] and
then click anywhere in the sentence.

TIP:
If it is a line of text you want to select, then move the mouse pointer to the left of the line
until it changes to a right-pointing arrow, and then click.

2. Click on the Cut button on the Standard Toolbar (looks like scissors). The text will
disappear. The text hasn't been deleted, rather it has been placed on a Virtual
Clipboard which is basically a part of the computer's memory and can be
accessed by other applications until you Cut another piece of text or graphics.

3. Click where you want the text to go then press the Paste button (looks like a
clipboard) or click on Edit and then paste on the menu (Figure 29).
If you had wanted to repeat the sentence elsewhere, follow the above steps, but
press the Copy button (looks like two documents) rather than the Cut button or
click on Edit and the Copy on the menu.

A faster method for moving text around is by simply dragging the selected text.

1. Select the text you want to move.

2. Point the cursor at the selected text till you see an arrow.

3. Hold down the left mouse button and drag the text to its new position.

Printing Your Letter

To send your 'Letter to John', print the letter onto paper (also known as a hardcopy).

1. Check that your printer is installed correctly and has sufficient paper.

2. You can press the Print button on the Standard Toolbar (looks like a Printer) and
Word will print the document with its default settings, or;

3. Click on the File menu and select Print and a dialogue box will appear. With this
box you can select which printer to use, whether you want to print a single page,
specific page ranges, adhoc pages, or selected text, and you can specify the
number of copies you want printed and whether to collate the copies as you print.
Click on OK once you have set your options.

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Closing And Opening A New Document

You have finished typing your letter, saved and printed it. You no longer need to
edit the document.

1. Click on File then Close. If you have made changes to your document and have
not saved those changes, Microsoft Word will prompt you with 'Do you want to
save changes to [document name]?'
Clicking No means you will not save any changes and the document will be
closed. Next time you open the document it will be as you last saved it.

Clicking Yes means that you will save the latest changes and close the document.

Clicking Cancel means you have changed your mind and don't want to close
the document.

2. To start on a new document, click on the New button on the Toolbar or click on
File and then New. Earlier I mentioned that, when Word is open, the default
filename is Document1. If you have created several new documents, the default
filename for each document increases (Document1, Document2 etc.)
After you Exit Word and then re-start, the default filename begins at 1 again.

SIMPLE SPREADSHEETING

Figure 30

Spreadsheets (Figure 30) are used for all types of calculations and formulas. They are
ideal for simple accounts and financial record keeping, or perhaps you just need to
calculate the budget for a job that you are working on. This section will show you the
basic steps in using Microsoft Excel, the most popular spreadsheet program.

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Starting Excel
1. Click on Start.

2. Click on Programs.

3. Click on Microsoft Excel.

When you start Excel, you also start a new workbook. A workbook is similar to a
document in Word, but instead of pages, there are worksheets - similar to a 2-ring folder.

Each worksheet is made up of rows and columns, and where these rows and columns
intersect, you have a cell. Therefore, each cell has a unique cell reference made up by
combining the row and column headings. For example, the unique cell reference for
the cell at Column F and Row 10 is F10.

Instead of a blinking cursor, you will see a cross-shaped pointer known as a cell
pointer. You can use this pointer to select any cell on the page.

The Toolbar at the top of the worksheet gives you all the basic commands. To see what
commands are offered, point the cursor at each button without clicking, and a title will appear.

Creating Basic Home Accounts

To gain a basic understanding of a spreadsheet, let's work out how much money you
have left over after you have deducted your weekly expenses from your weekly wage
or salary. This would be a good way to work out how much money you can save, or
have left in the bank.

Task 1: Entering the Necessary Information

Follow the instructions step-by-step. If you make an error, simply click on the undo
button on your Toolbar. You can go back several steps using Undo.

Figure 31 - Undo Button

1. Click on cell C3 (Figure 31)

2. Type Income and press [enter] twice

3. Type Less Expenses and press [enter] twice

4. Type Food and press [enter]

5. Type Electricity and press [enter]

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6. Type Gas and press [enter]

7. Type Water and press [enter]

8. Type Telephone and press [enter]

9. Type Car and press [enter]

10. Type Entertainment and press [enter] 3 times

11. Type Money Leftover

12. Click on cell E3 and type 500

13. Click on cell D7 and type 100 and press [enter]

14. Type 10 and press [enter]

15. Type 5 and press [enter]

16. Type 1 and press [enter]

17. Type 10 and press [enter]

18. Type 50 and press [enter]

19. Type 100 and press [enter].

Task 2: Widening Rows and Columns

You will notice that part of the text you typed has disappeared. The text has not been
deleted, rather, the cell is not wide enough to show it all. You can widen the cell to fit
the text by doing the following:

1. Move the cursor so that it hovers over the line that divides the column head C & D
(or the right/bottom edge of the cell you want to change) at the top of the
spreadsheet. You will notice that the cross will change to black, become slimmer
and have arrows pointing left and right.

2. Double click the left mouse button and the column will automatically widen.
Alternatively, left click on your mouse and drag the line to the width you require.
You can do this for any column or row.

TIP:
To change all the cells at once, click on the Select All button in the top left hand corner
(where the column and row coordinates intersect) to select all cells at once, and then
double click on either the column or row edge.

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Formula
The great thing about Excel is that it can do your calculation using formula and, if you
modify your figures at a later time, or you wish to manipulate your data to ask “What
if”, then Excel automatically up-dates the sum (or answer). This occurs because a
formula refers to a cell reference and the value within, rather than a value itself.

Autosum
We need to add our expenses together so that we can take that sub-total away from
our income. We will use Autosum for this purpose.

Figure 32

1. Click on cell EI3 (Figure 32).

2. Press the Autosum button on your Tool bar (looks like a capital E).

3. Excel picks the most obvious range (a specified group of cells) to add- up and this
is shown by a dotted line around the cells (also called marching ants). We need to
tell Excel that we would like to select a range.

4. In this exercise the dotted line will be around the cell D13. To select the cells we
require hold down the [shift] key then click on cell D7. You will notice that the
dotted lines have moved around these cells.

5. Press [Enter]. You will see the result displayed in the cell. Click on E13 again and
if you look at the Formula Bar above the cells, you will see the formula itself
rather than the result. This tells you that there is a formula in that cell not just an
individual figure, and which cells that formula is based on.
If instead, you wanted to enter the total for a column at the bottom of that column, all you
need to do is highlight the cell you want the total to go in, plus all the cells above it that
you want to add up, then click on Autosum. The total will appear in the bottom cell.

TIP:
If ### appears, simply increase the column width until all the numbers can fit.

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Subtraction
Now we can subtract the total of our expenses away from our income.

1. Click on cell El6

2. Type = (the result of the formula will appear in this cell)

3. Click on cell E3

4. Type - (minus sign)

5. Click on cell El3

6. Press [Enter].

Making Text And Numbers Stand Out

You can also bold and underline text and results so that they stand out.

1. Click on the cell C3 and click on the Bold button (it's the same as in Word).

2. Do the same for cell C5, CI6 and EI6.

In fact, many of the commands in Excel are the same as in Word. You can bold; use
italics; underline; drag formula from cell to cell; cut, copy and paste formulae from one
cell to another; and more.

Calculation Tasks
Now try and do these other simple budget calculations.

Food plus Electricity minus Telephone

1. Click on an empty cell, let's say F7

2. Type =

3. Click on D7 (100)

4. Type +

5. Click on D8 (10)

6. Press [Enter].
The answer 110 will appear in the cell.

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Food plus Electricity minus Telephone

Follow points 1-5 above

1. Type - (minus)

2. Click on D11
Your equation will now look like this: = D7 + D8 - D11

3. Press [Enter].
The answer 100 will appear in the cell you are working in.

The same applies for using division (/) and multiplication (*) and, of course, the normal
mathematical rules apply for the order within equations.

TIP:
If #REF! ever appears, it means that a formula contains a reference to a cell that isn't valid.
Check your formula and use Undo to back track and correct the error.

Saving The Workbook

Now, in the same way as Word, save and print out your spreadsheet.

1. To Save, click on File and then Save in the Menu or press the Save button.

2. To Print, Click on File and Print in the Menu or press the Print Button.

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TOPIC 3
The Internet

THE INTERNET - WHAT IS IT?

The Internet is not a new concept. It was actually started about 30 years ago by the
US Department of Defence. During the cold war era computer networks were made up
of one central computer with other computer networks linked to them in a hierarchical
structure. If one computer wanted to talk to another within this network, permission
had to be received from the main computer. This made a network very vulnerable to
attack. If the central computer was destroyed, the other computers within that network
would be cut off from communicating with each other. And this, in turn, had the
potential of crippling the military's defences.

The military decided to design a network that allowed computers to communicate

effectively with each other, even if one or more computers were destroyed. And thus
the concept of the Internet was born.

Today, the Internet is basically a “network of networks”. A collection of smaller

networks linked together globally, whether they be academic, government, military or
public networks. To the most experienced of users it is difficult to comprehend the
complexity of the many networks that actually make up the Internet. One of the
benefits of using the Internet is that there is no need to understand how it works but
rather the importance lies in understanding the services provided.

What Is An Internet Service Provider?

An Internet Service Provider (ISP) provides access to the Internet to users, usually for
a fee. Users connect to an ISP's computer via a modem and are able to access the
Internet through one of the permanent connections that the ISP has.

There are many ISPs around and they seem to be increasing day by day. Following is
a checklist of points to consider when choosing an ISP:

a. When you call your ISPs computer is it a local call or do you have to place a
long distance call? To be connected to the Internet, even for a short time can
be costly with long distance call rates.
b. Do you have to pay a once-off administration fee? It is not necessarily
standard practice to ask for a fee, so you may want to take this into
consideration when working out the overall cost of joining an ISP.
c. How many hours' usage do you think you require? This will effect the type of
payment plan you sign-up for. There are a number of different options around
ranging from paying by the hour (for those that may use the service for Email),
to paying monthly in advance, or a yearly flat fee for a set numbers of hours.
d. Is there a limit on how much you can download? If you feel you may be
downloading excessive amounts then you need to take this into consideration.
e. What is the level of support like and do they charge you extra for this
service? This is particularly important to a beginner when first starting out,
and even for on-going support for the more advanced. To call some Help
Desks you must dial a number that is charged by the minute -do you really want to
be paying for this? Also do they provide help outside of the normal business hours?

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f. How easy is it to get a connection to your ISP, especially during peak times?
ISPs are limited by the number of modems they have available versus the
number of members they have. For example, ISP (a) may have 100 modems
available and 150 members, whereas ISP (b) may have 100 modems
available and 200 members. The chance of you getting a connection during
peak time is better with ISP (a).
g. Do they provide free space for you to create your own Web Page? This is
more a perk than an essential part of the costing.
h. What software do they provide? Most ISP's will provide their users with the
basics such as a Web browser and E- mail program. Some will even provide
this on a disk with an installation program that will configure all the dial-up
information and any other necessary connection information.
i. What is the speed of an ISP's connection to the Internet? Those that have
fast connections usually offer a better Internet connection to the user.
j. What is the speed of their modems? If you have a 56K modem you want to
connect to another 56K modem. Some ISP's maybe a little slow in upgrading
their facilities and are still limited to offering only 33.6K-modem.
To connect to the Internet you require the following:
„ A computer
„ Modem
„ Telephone line
„ Internet Service Provider (see above)
„ Internet Service Provider software installed
„ Web browser e.g. Microsoft@ Internet Explorer
„ E-mail program e.g Microsoft@ Outlook Express.

The services you will be able to access are:

„ Electronic Mail or E-mail
„ Access to the World Wide Web (you will see this written as www or 'the Web')
„ Newsgroups
„ Chat, that enables you to 'talk' to people all around the world
„ File transfers and access to files stored on other computers
„ The ability to log onto another computer and operate it as if you are sitting in front of it.

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E-MAIL

Figure 33

Electronic mail, or E-mail is a way of sending messages electronically. E-mail is

(Figure 33) similar to the standard postal service that we use today, in that you write your
letter, then send it off. However, E-mail is a lot faster (seemingly instantaneous at times),
and is often more casual than a letter, but more formal than a telephone call - you don't
have the extra meaning carried forward by the tone of a voice with a phone call.

E-mail Addresses
Like the postal service, you need an address to receive mail, and you need to know
the address of the person you are sending the message to. When you connect up to
an Internet Service Provider (ISP), you will be asked to provide a “user-name” to log in
or connect to their computers. Your username and your provider's name (or domain
name) will normally form part of your e-mail address.

Your_username@your_provider's_name
Your username is not always your real name. It can be nickname, such as dagwood,
or your business name, such as catinstitute. Most people, however, find it better to
use an ID that is close to their real name as it makes it easier for everyone to
remember. Also, most Internet Service Providers will limit the length of a username to
between 8 and 12 characters, so it's best to keep it simple, e.g. JClarke.

So when sending an e-mail message, remember that you need to know:

1. The receiver's name (username)

2. The address the receiver is at (the service provider or domain name).

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Sending an E-mail
Different e-mail programs will require you to provide certain information at set-up, and
to operate the program effectively at each start up. At this time, we will use Microsoft's
Outlook Express, which is provided with Windows, to cover the basic principles that
apply to all E-mail programs. (These instructions will be similar for most programs but,
if in doubt, always refer to your technical manual).

To Open Outlook Express:

Click on the Start button, select Programs, then Outlook Express.

Address Books
Most e-mail programs contain Address Books that allow you to store e-mail addresses,
so that you don't have to type them each time you want to send a message.

Using an address book also decreases the likelihood of typing errors being made.
Most address books will also allow you to store other contact information such as
postal addresses, phone numbers and more.

Figure 34

1. To access the Address Book, click on the button titled Address or click on
Tools, then Address Book on the menu. A new window will appear titled
Address Book - Main Identity.

2. Click on New and a drop-down menu will appear (Figure 34).

New Contact

This is where you set up e-mail addresses and details of new contacts. Contacts
can include friends, family, or work associates.

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New Group

By creating a mailing group, you can send mail to a group of people who, for
instance, might have a common interest such as computing. Rather than typing
each contact's name for an e-mail message, you simply click on a group name,
and everyone you have included in that group will receive the e-mail message.
You can have more than one group, and a contact is not limited to just one group.

New Folder

You can organise your contacts into folders, e.g. you might have one folder called
Work and another called Friends.

3. Click on New Contact.

4. Fill in the information as requested. Press Tab to go from field to field.

First: Jeff

Last: Clarke

5. In the e-mail box, type the e-mail address carefully, and press
Add E-mail Address: [email protected]

6. Press OK when you have finished.

Composing and Sending a New Message

Figure 35

1. Click on the button called Compose Message. In Outlook Express, this button is
on the far left of the Toolbar. Or click on File, New, Mail Message (Figure 35).

2. The cursor will normally default to the To: line ready for you to enter an address.
The address is required so that your ISP knows where to send the message.

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TIP:
Be careful when typing the address. If you mis-type the domain name, it is unlikely the
message will reach the receiver. You will get an error message back to that effect. The
other hazard you face, is if you get the domain name right, but mis-type the username, the
message could still be sent to the wrong person. For instance, you might be sending a
message to JClarke, but you type KClarke instead. There may be a user called KClarke
at that same domain name, and he or she will receive your message instead.

It is not necessary to type in your own (return) e-mail address as your program will
automatically do this, as well as time and date stamping your message for you.

If you wanted to send the same message to more than one person, you would
type a comma after the first address, and type in the next address, and so on.

Try sending a message to someone you know?

You can either type in their address, or, if they are in your contacts list, press the Select
Recipients button on the toolbar. A dialogue box titled Select Recipients will appear.

You will notice that it gives a listing of everyone in your Address Book. Find their
name, double-click on it, and it will appear in the TO:. box on the right.

If you wanted to send an e-mail to more than one contact, you would simply keep adding
names by double clicking on each name. Click on OK when you have finished.

Press the [Tab] button to go to the next field, or use your mouse to move the
cursor to the next field.

3. You may want to send a Copy of a message to someone else. You can doe this
by typing an address in the Cc: box. You can also Cc: to multiple names in the
same way as in the To: field.

4. Type in the Subject field: Learning about e-mail with your book. The Subject box
gives the receiver an idea of what the message is about. You don't have to put a
Subject header in (although most programs will prompt you to enter one before
sending). However, making your subject as accurate a description of you
message as possible makes it easier for your receiver to find your message at a
later date. Imagine the difficulty if you had sent important birth dates with your
usual subject Hi there! If they wanted to find this message at a later date, they
would wither have to remember the date the message was sent on, or open every
message to find it.
If your message is Urgent, you could type URGENT - Read Immediately in
Subject: or some attention grabbing message to that effect, and send it Priority.
Do this by clicking on Tools, then Set Priority and High. A red exclamation mark
will appear next to the message when it reaches the receiver's email.

5. The contents of the message, or the body, as most know it, is where you type
your message.
a. This can be of any length, and as formal or informal as you like.
b. Some programs will even allow you to manipulate the font with different
colours, sizes and styles. However, the receiver of your e-mail may not have
a program to interpret these, and so, as a rule, it is best to send the message
in the default font style and colour.

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c. Think about what you are saying - once sent, the message cannot be taken back.
In your message you are about to send, why not tell them how this course
has helped you?

6. You can also attach a document to your e-mail. We can use the letter you created in
Word; however, you are not limited to attaching Word documents to e-mails. You
can send documents, spreadsheets, graphics, photos, in fact, any file that you
choose. Remember, however, that the person you are sending the attachment or file
to, needs to have that same application to be able to open or view it.

NOTE:
There is a limit to the size of the attachments you can send. This varies, depending on
your ISP, and the ISP of the receiver.

a. Click on the Insert File button (looks like a paper clip).

b. A dialogue box will appear. Highlight the file that you created in Word, and press
OK. You should see the icon and filename as part of the message. If the folder that
opened is not My Documents, you may need to find the folder in the Look in box.

NOTE:
The file you attach is not removed from your system. Your e-mail program makes a copy
of that file, and includes it for sending.

7. Now you are ready to send your file. Simply press the Send button. Your
message is normally stored in an Outbox, ready for sending when you next log
into your ISP - like waiting for your postman to come and collect your mail.

NOTE:
Most business have a permanent connection to their ISP, and therefore, the message is
sent instantaneously.

8. To tell your ISP that you have mail waiting to be sent, and to retrieve any new
messages that are waiting, press the Send/Receive button.
If you are already logged into your ISP, a box will appear showing you the
progress of messages being sent and then new ones being received.

If you are not logged in, a Dial-up Connection Dialogue box will appear,
prompting you for:

a. Connect to: the type of connection you wish to use.

b. Username: your username/login name.
c. Password: your password to give you access to the ISP server.
d. Save password check box: if you check this box, you will not need to type in
your password each time. So that people cannot have easy access to your
ISP account, you may wish to leave this un-checked.
e. Click on Connect to connect.

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Retrieving and Reading New Messages

Your e-mail messages are sent to your e-mail address and stored on your ISP's mail
server until you log-in and collect your messages. You can collect messages without
sending a message.

The steps for receiving new messages are the same as sending messages:

1. Click on the Send/Receive button.

If you are already logged into your ISP, a box will appear, showing you the
progress of new messages being retrieved.

If you are not logged in, a Dial-up Connection Dialogue box will appear prompting
you for: (see above).

2. New messages are stored in your in-tray or inbox folder, and are distinguished by
a closed envelope icon and the Sender's name, subject, and date and time
received are in bold. Once a message has been read, the envelope icon is open,
and the text is no longer bold. You can read messages in two ways:
a. Highlight the message you want to read, and you will see the contents of the
message in the preview panel, which can be found beneath the Inbox listing.
Use the scroll bar within that panel if you cannot see all the contents of the
message.
b. Double-click on the message you want to read. A new window will open with
the subject of the message of the Title Bar.

3. You may want to do one of the following, once you have read a message.
a. Reply to the author only: Click on the Reply button on the Toolbar, or click on
Message, then Reply to Sender on the menu. A new window will appear with
the author's name or address in the To: box and Re: added to the front of the
subject header (this tells the receiver that the message is a reply to their
original message). You will see a message divider in the message box called
Original Message with the original message details listed. Simply type your
reply message where the cursor is blinking and then click on Send. You can
also add new recipients to this reply in the same way as a New Message.
b. Reply to everyone who received this same message: Click on the Reply All
button, or click on Message, then Reply All on the menu. A new window will
open in the same format as the Reply window, except it will list everyone to
whom the message was originally sent. This facility is useful if, for example,
a sales manager writes to everyone in his sales team and asks for
everyone's input. By Replying to all the recipients, everyone gets a copy of
the message and can read the input from other team members.
c. Forwarding the message on: You may want to let others have a copy of the
message you received. Click on the Forward button on the Toolbar, or click
on Message, then Forward in the menu. A new window will open with the
cursor in the To: address box. You can forward the message onto one
person or multiple recipients in the same way as creating a new message.
You will notice that a forwarded message looks much the same as a reply
message except FW: has been added to the subject title indicating a
forwarded message. You can add a message to a forwarded message and
click on Send when completed.
d. Print: You may want a hard copy of your message. This can be done by
clicking on the Print button or clicking on File then Print in the menu. A
dialogue box will appear. Press OK when you have set your options.

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e. Delete: If you don't want to keep your message then press the Delete button.
Your message is usually moved to the Deleted Items folder. Messages are
not permanently deleted until you highlight them within the Deleted Items
folder and delete them. Some programs will, however, give you the option of
your message being deleted straight away, or storing it in your deleted items
folder and then emptying it when exiting the program.
Once you have finished sending and receiving messages, you may want to close your
E-mail program and disconnect from your Internet Service Provider. Close the
program by clicking on the Close button in the top right hand corner or by clicking on
File and then Exit. Most programs will then prompt you to disconnect from the Internet.
If not, double-click on the modem status icon (looks like two green computers
connected) in the bottom right hand corner of your screen and a dialogue box will
appear prompting you to disconnect.

TIP:
You need to weigh up your ISP costs versus telephone connection costs to determine
whether you stay connected to the Internet for long periods or disconnect and reconnect
more often.

THE WORLD WIDE WEB

The world wide web is a vast information system linked through the internet.

To access the World Wide Web, you will need a Web Browser; a software application
that can read the hypertext (http) links between different web sites and lead you to the
information that you require. The two most common browsers are Microsoft Internet
Explorer (already available to you within Windows) and Netscape Navigator.

There are two ways you can access information on the Web: by instructing your
browser to go to a specific URL (Uniform Resource Locators), or by asking it to search
for information on a specified topic.

The URL is a web-site address, made up of information that tells a browser the host
computer details, the protocol required, the file's name and the directory it is stored in.

For example, to access the Caterpillar web-site, the address is:

http:\\www.cat.com.au

http:\\ tells the browser to expect a hypertext document and therefore to use a
hypertext protocol to access it.

www means the address is on the World Wide Web.

cat.com is the name of the host computer. In this case, cat is the name of the
company, and .com (pronounced dot com) indicates that it is a commercial site.

Common Protocols Are:

http: hypertext

https: hypertext with a secure link

ftp: file transfer protocol (for retrieving and sending files)

gopher: gopher files

mailto: for E-mail addresses

Table 3

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Types of Organisations

com: Commercial organisation

edu: Educational institute such as a college

gov: Government body or department

int: International organisation

mil: Military site

net: Networking organisation

An organisation that doesn't fit into the above categories.

org:
They are usually non-profit groups.

Table 4

Surfing The Net

The term "Surfing the Net" simply refers to navigating your way around the different
websites and pages on the Net, by either specifying an address, or following links.

Looking up a Web Address

You will now learn how to access the Australian White Pages web-site. The address
is: www.whitepages.com.au

1. Click on Start, Programs, then your browser application, eg. Internet Explorer. You
will probably be prompted to connect to your Internet Service Provider at this time.

2. Each browser normally has it's own default home page. This can be changed
through the Options menu. Point and click in the Address Box. The address will
automatically be highlighted.
Type: www.whitepages.com.au - then press enter, or click on the Go button.
Your browser will assume that it is an http: address an automatically affix that
onto the address.

You have arrived at the White Pages Home Page. A Home Page is like the
beginning of a book. It gives an introduction to the site, tells you what other
information is available, and provides links to pages, both within that website, and
where appropriate, to other websites.

3. Click on the link called "Postcode". You know it is a link when the cursor arrow
changes to a hand. This will take you to a page that allows you to search for a
postcode within Australia.
Enter any four digit postcode, and click on Search. This will now take you to
another page which will tell you the town or suburb within Australia to which
that postcode belongs.

4. To go back to previous pages, just press the Back button on the Toolbar. This will
take you back to the postcode search page so that you can try another postcode.
If you press Back again, it will take you to the previous page, which was the White
Pages Home Page. You can now go backwards and forwards through the pages
you have visited.

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5. Try clicking on some of the other links on the White Pages website, and see
where they take you.

TIP:
If you want to click on a link, but don't want to lose the page that you are currently at, you
can right-click (click with the right-hand button on the mouse) on the link, and choose to
Open Link in New Window. This will create a second Internet Explorer window, which will
automatically open up your new link.

6. The White Pages website is a useful site which you will probably use time and
time again. You can add the address of websites that you wish to visit again by
adding them to your Favourites List (Internet Explorer) or Bookmark the site
(Netscape Navigator). Like an e-mail address book, you can then give the
address a descriptive name for easy recognition.
a. Microsoft Explorer: Click on the Favourites menu, then choose Add to
Favourites. A dialogue box will appear, giving you the option to add the page to
your Favourites or subscribe to the site. Subscribing will download the pages so
that they can be viewed when you are logged out (off-line), and will also let you
when updates are made to the page. In the Name box, you can either keep the
suggested name for the site, or change it to whatever you want.
b. Netscape Navigator: Click on Bookmarks, then choose Add to Bookmarks.

Searching for Information on the Web

If you don't know the specific website address, you can still find information through
what is called a Search Engine. This is basically a tool supplied by an organisation
that has undertaken the enormous task of searching the entire WWW and cataloguing
each site (just like a giant library).

Each Search Engine has different capabilities, but the results are usually listed in
priority order, according to how well they think the site matches your request.

1. Press the Search button on your Toolbar. Each program will vary, but you should
see a window appear on the left of the page with a search box within it, prompting
you to type in a keyword or a phrase describing what you want to search for.
Keep it a simple and specific as possible. For example, if you are looking for
information on dogs in general, type in dogs. However, if you are looking for
information on Golden Retrievers, type those words in.

2. Type in Golden Retrievers and look at the results that are returned. You are able to
visit the sites suggested by clicking on the links provided. Try clicking on the top 3
suggested sites to see the sort of information they provide. Scroll down and try other
sites further down the list (just click Back if you want to exit out of the page you are in).

3. You can also use the AutoSearch feature. Click in the Address Box and type
either the words Find or Go or ?, and your keyword or phrase, then press [enter],
eg. find golden retrievers [enter]. The Browser will automatically start searching,
using it's pre-programmed Search Engine.

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Once you have finished surfing, you may want to close your browser application and
disconnect from your ISP. Follow the instruction outlined under the e-mail section
covered earlier. Some search engines to try can be found at:
„ www.yahoo.com
„ www.google.com
„ www.ask.com
„ www.excite.com
„ www.searchspaniel.com.

File Transfers
File Transfer Protocol or FTP allows the retrieval (downloading), and sending
(uploading) of any type of file to and from servers through the Internet. Some servers
will require you to have a log-in name and password to have access to their server
(such as Corporations or Government bodies) or some will allow you to log in
anonymously, using the term guest or your E-mail address. If you ever download a file
off a web-site, your browser will normally do the task of logging into the server
anonymously, downloading the file, and then logging out again.

Free Software
Another benefit of the Internet is the availability of software and the easy access
offered to a user. Software, with the aid of a browser, can be downloaded, and
unzipped with just one click of a button.

There are a couple of terms that you should be aware of as well as your rights to use this
software. It should be noted that there are a couple of drawbacks with this type of software.

1. The software often doesn't come with manuals, just basic help files, which are
often difficult for a beginner.

2. Although most sites have tried and tested the software they offer, there is still the
possibility that the software could cause problems in your system. Software should
be downloaded and installed with extreme caution. If in doubt, read as much
information as you can on the software beforehand, or only install software which
has been recommended to you by someone who has personally tried and tested it.

Freeware
This is software that you can use and distribute totally free of charge without any
strings attached. You cannot sell this software for a price.

Shareware
The author of this software allows someone to use this software free of charge,
usually for the first 30 days after installation. It is then requested that a small fee be
paid if the user wishes to continue. Otherwise, the software should be removed from
the users computer system.

This type of software can be distributed free of charge, but not sold. Some shareware
programs will stop working after the time limit and you must pay the fee to get a
registration code to activate them again. However, the majority of shareware
programs will keep working, and if you like the program enough to keep using it, why
not send the payment requested, to show your support of the authors effort.

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Demoware
These are demos of commercial software and are usually programmed to have limited
use. This allows a user to try software before buying and if they wish to have full
access to the program, they need to purchase and register the program.

Unzipping
Large files can take a long time to download or send depending on modem speeds
and Internet connection. It is, therefore, best to send attachments in a compressed
format, known as zipping. Likewise, you will find that most web sites will offer software
in a compressed format (or zipped up) and you will need the appropriate software to
uncompress them (unzip them). Most shareware sites will offer access to the popular
zipping/unzipping software. Winzip is a popular Windows program for this purpose
and can be found at www.winzip.com.

Try these sites for software:

www.totallyfreestnff.com

www.downloads.com

www.shareware.com.

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TOPIC 4
Computer Maintenance And Security

MAINTENANCE
There are some basic steps that you need to follow to keep your computer working effectively
and efficiently. The effort to follow these procedures is minimal, but the time you invest to
avoid annoying downtime, loss and corruption of files, can be extremely worthwhile.

Checking Your Hard Disk Drive For Errors

Windows 2000 provides a program called ScanDisk that allows you to check your hard
disk for errors. If you fail to shut down your computer properly, Windows will
automatically run this program on start-up. ScanDisk will scan your disk for errors, and
if possible, will fix these problems for you.

1. Click on the Start button, then Programs, then Accessories, then System Tools,
and then click on ScanDisk.

2. You will be asked which test you wish to perform - Standard or Thorough. A
Standard test will check only your files and folders for errors. A Thorough test will
check you files and folders for errors, and will also do a surface test of your Hard
Disk to see if it can detect any physical problems. The Thorough test can take a
lot longer than the Standard test.

3. You can also choose whether you want ScanDisk to automatically try to fix
any errors. If you leave the box unchecked, ScanDisk will prompt you for your
input when it finds errors.

4. Press OK when you have made your selection.

TIP:
ScanDisk will not run as efficiently if you continue to run other programs or a
Screensaver is activated.

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Defragmenting Your Hard Drive

You can speed up your Hard Drive by using Disk Defragmenter, which is a program
that comes with Windows 2000. A file becomes too fragmented when it is too large for
the computer to store in one area on your Hard Drive. It then has to split the file up
and store it in different areas. This means that the computer must find all the different
parts of a file, therefore taking longer to access that file. Disk Defragmenter (or
defragging) rearranges your files and folders so that they use contiguous blocks and
the free space is placed in one contiguous block.

1. Click on the Start button, then Programs, then Accessories, then System Tools
and then click on Disk Defragmenter.

2. You will be asked which drive you wish to defragment - click on the listbox for
the available drives that can be defragmented. CD-Rom and network drives
cannot be defragmented.

3. Click on OK.

4. Disk Defragmenter will check the drive you choose, and will recommend whether
your disk need defragmenting. As a rule, try to run Disk Defragmenter once a
week, regardless of whether Disk Defragmenter says it needs to or not. It doesn't
take much effort, and can only improve the efficiency of your Hard Drive.

Maintenance Wizard
For those who do not want the fuss and bother of remembering to Defrag and
ScanDisk, Windows 2000 provides a Maintenance Wizard. The wizard will check for
unnecessary files and delete them from your hard disk drive, and will run ScanDisk
and Defrag for you. You can ask the wizard to run immediately, or have it scheduled to
run when it best suits you.

Backing Up Your Data

It is a good rule to keep a backup of files on your computer, particularly files that are
considered of importance or are irreplaceable if your computer should "crash"
(become unstable) or become infected with a virus.

There are many programs and backup devices available for this purpose, but the
simplest method is to keep a copy of any important files on 3 1/2" Floppy Disks,
storing them in a safe place.

Virus Protection
Viruses are programs that are designed to intentionally cause harm to a computer's
hardware and/or software. Viruses (known as macro viruses) can also infect word processing
files created in Microsoft Word and spreadsheet programs created in Microsoft Excel.

It is a good suggestion to purchase a good Virus Protection program. Check every new
program or file that you introduce to your system. This is particularly important if you are
receiving files from anyone else as you do not know if they have a virus on their system.

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Surge Protectors
It is also a good idea to invest in a surge protector for your computer system. A
serious fluctuation in power could damage your circuits or other components, basically
rendering hundreds or thousands of dollars worth of equipment unusable in one zap!
Simply plug your computer into the surge protector and then the surge protector into
the socket. If a fluctuation should occur, the surge protector will divert the excess
voltage and hopefully, prevent any damage.

APPENDIX: GLOSSARY OF TERMS

32x Short-hand for "Thirty-two Times"; means that a given

CD-ROM Drive is thirty-two times faster than is
necessary to play music.

Attachment A copy of a document, spreadsheet or any file on a

computer which is sent as part of an e-mail message.

Bit One single unit of information; can either be 0 or 1.

Bitmap A format used for storing pictures in a computer file.

Button Graphical representation of a command.

Byte Eight bits; the amount of information needed to identify a

character.

CD-ROM Compact Disc Read-Only Memory.

CD-ROM Drive A device that allows the computer to read the information
from a CD-ROM.

Cell The intersection where a row and column cross over.

Cell Reference Made up by combining the headings of the intersecting

column and row.

Central ProcessingUnit (CPU) Also known as the processor. This is the brain of the
computer.

Character One letter, number, space or typographic symbol.

Chip Silicon-based electronics that can perfrom calculations

and store data.

Context Menus Context or shortcut menus are drop-down menus that you
can use instead of the standard commands. They contain
frequently used Windows commands, and can be
accessed by pointing at an item and clicking on your right
mouse button.

Control Menu This is located in the upper left-hand corner of any

window, and when clicked on, will show a standard
dropdown menu with the available commands.

Database A type of program that stores information, and can search

through it to find those pieces that match certain
specifications.

Desktop The large area you see when you start up Windows. This
desktop is customizable to suit your individual needs, and
has a Taskbar instead of pencils, staplers and paperclips.

Dialogue Box A Dialogue Box is a window that opens when you are
required to enter one or more settings at the same time.
These boxes usually appear as the result of selecting a
menu command from either a drop-down menu or a
context menu.

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APPENDIX: GLOSSARY OF TERMS

Dial-up Connection This tells the computer what information to use to connect
to another network or computer, such as the phone
number, TCP/IP settings etc.

Disk A type of device that can be used to store computer

information on a permanent or semi-permanent basis.

E-mail A way to send messages electronically.

E-mail Address An address made up of your username and your ISP's

name, eg. username@your_provider's_name.

File A collection of related pieces of information stored as one

unit on a disk.

Floppy Disk A type of portable disk that holds 1.44MB of information.

Floppy Disk Drive The device that allows the computer to read from and
write to a floppy disk.

Folder Stores files and other information.

Gigabyte (GB) 1,000 MB.

Hard Disk (HD) A type of non-portable disk found inside the system unit
that stores large amounts of information. Also known as a
Hard Drive or a Hard Disk Drive (HDD).

Hardware The physical devices and other bits of equipment that are
used in computer system, as opposed to the software, or
programs.

HTML HyperText The language used to write pages for display on the World
Wide Web.

Home Page Like the beginning of a book. It gives an introduction to the

site, tells you what other information is available, and
provides the links to pages both within that website, and
where appropriate, to other web sites.

http or HypertextTransfer Tells the browser that the server uses Hypertext transfer
Protocol protocol.

Internet Network of networks.

Internet ServiceProvider (ISP) Someone who sells Internet access.

JPEG (Joint Photographic Experts Group) The most common

file format for transferring files electronically. The way it is
compressed keeps the file relatively small.

KB Kilobyte, or 1000 bytes.

KBPS Kilobytes per second; the measurement of modem speed.

Keyboard The means by which you communicate with your

computer, similar to a typewriter but with a few extra keys.

LAN Local Area Network computers linked physically within an

immediate area.

Layout Refers to the way photos, graphics and text are arranged.

Megabyte (MB) 1000 KB.

MegaHertz (MHz) Unit of measurement of frequency. Used when describing

the speed of the processor.

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APPENDIX: GLOSSARY OF TERMS

Memory Temporary storage space to hold information.

Modem Device that allows a computer to visually display

information.

Monitor Device that allows a computer to visually display

information.

Mouse Device used to move an image of a pointer around on a

computer monitor, to give instructions to a program.

Network Two or more computers linked together so that they can

send information to each other.

Peripheral A device that connects to a computer.

Plug & Play A type of interface that theoretically allows a peripheral to

simply be fitted into place and be ready for use.

Program A set of instructions that tell a computer exactly what to

do.

Protocol A set of conventions used when transmitting data.

RAM Random Access Memory; temporary holding area for the

information that the CPU is using.

Recycle Bin This is the area where files are stored temporarily after
you delete them. Files then can be restored at a later date
if you have deleted them in error.

Resolution The number of pixels or dots that a computer device has

in a specific area.

Read Only MemoryROM A type of memory where vital computer instructions and
programs are stored. This cannot be written over.

Save To keep a copy of the file you are editing for later
reference.

Scroll Bar Allows you to scroll up, down or across a page if it is too
big to fit within the current window area.

Scanner A device that reads a picture or other image into a

computer.

Search Engine A tool supplied by an organisation that has taken the task
of searching the entire WWW and cataloguing each site.

Select To highlight.

Software The non-physical parts of a computer system; the

programs.

Spreadshseet A type of program used for analysing numerical data.

Start Button The most useful button on the screen, as it allows you to
quickly open a program, find a document, change system
settings, shut down the computer and much more.

Style Refers to the type of design used.

Surfing the Net Refers to navigating your way around the different
websites and pages on the Net by either specifying an
address to go to, or following links.

Taskbar Usually found at the bottom of the screen, which has the
Start button and Clock. Any open application will appear
as buttons here.

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APPENDIX: GLOSSARY OF TERMS

Title Bar Appears at the top of a Window and shows the name of
the folder. It will also tell you whether the Window is active
or inactive.

Toolbar Contains commands through a combination of menus and

buttons.

Toner The powdered ink used by laser printers.

TWAIN A standard communication method for scanners.

Usernet Newsgroups A worldwide network of noticeboards (called Newsgroups)

for groups who have a common interest.

Web Browser A software application that can read the hypertext links
between different web-sites.

World Wide Web (WWW) The internet tool that allows magazine-like pages of text
and images, and sometimes sounds and movie clips to be
viewed or downloaded.

Zoom In To enlarge the layout.

Zoom Out To make the layout smaller.

Table 5

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