NETWORKING 2: WEEK 4

Network files and

Networking plan
OBJECTIVE:
At the end of the lesson, the learner should be
able to:

• Explain the how to use Microsoft on a

network.
• Access network files
• Create a networking plan
Using Microsoft Office on a Network
Microsoft Office is a popular suite of application
programs used on personal computers, and it
includes several common types of programs
used in an office setting. These include:

• Word: A word processing program used for

creating and editing documents.
Using Microsoft Office on a Network
• Excel: A spreadsheet program used for
organizing and analyzing data.
• PowerPoint: A presentation program used for
creating slideshows.
• Outlook: An email program used for managing
emails and calendars.
Using Microsoft Office on a Network
• Excel: A spreadsheet program used for
organizing and analyzing data.
• PowerPoint: A presentation program used for
creating slideshows.
• Outlook: An email program used for managing
emails and calendars.
Accessing Network Files
Opening a file that is stored on a network drive is
similar to opening a file on a local drive. All
Office programs use the "File" menu and the
"Open" option to access files. When the "Open"
dialog box appears, you can select the network
drive from the drop-down list at the top of the
box.
Accessing Network Files
To map a network drive directly from the "Open" dialog box,
you can navigate to the desired folder, right-click on it, and
choose "Map Network Drive".
If you try to open a file that is already being used by another
network user, Office will notify you that the file is in use. You
can choose to open a read-only version of the file, allowing
you to view and edit it without overwriting the original file. To
save your changes, you will need to use the "Save As"
command and save the file with a new name.
Using Workgroup Templates
In Word, Excel, and PowerPoint, you have the
option to choose a template when creating a
new document. Templates are pre-designed
files that contain formatting information and
customized settings. They can be used as a
starting point for creating new documents.
Using Workgroup Templates
Microsoft Office comes with a variety of templates for
common types of documents. These templates are
organized under different tabs in the "New" dialog box.
You can also create your own templates in Word, Excel, and
PowerPoint. This can be useful for establishing a consistent
look for documents created by network users. For example,
you can create a Letter template that includes your
company's letterhead or a Proposal template that includes
a company logo.
Using Workgroup Templates
Templates can be stored in two locations:
1. User Templates folder on each user's local disk
drive: This is where specialized templates for individual
users can be stored.
2. Workgroup Templates folder on a shared network
drive: This is where templates that are accessible to all
network users can be stored. Each user can still create
their own templates that are not available to others.
Using Workgroup Templates
To set the locations of the User Templates and
Workgroup Templates folders in Word, follow these
steps:
1. Click the Office button and select "Word
Options".
2. Go to the Advanced tab and scroll down to the
General section.
Using Workgroup Templates
3. Click the "File Locations" button.
4. Double-click on the "Workgroup Templates" item
and browse to the location of your template files.
5. Click OK to save the changes.
Networking an Access Database
When sharing a Microsoft Access database among multiple
network users, there are several considerations to keep in
mind:
1. Access locks records to prevent conflicts when multiple
users try to access the same record simultaneously. This
ensures that only one user can update a record at a time.
Three methods of record locking are available:
✓ Edited Record: Locks a record when a user begins editing
it.
Networking an Access Database
✓ No Locks: Doesn't lock a record until a user writes a
change to the database, allowing for potential conflicts.
✓ All Records: Locks an entire table when any record
within the table is being edited.
2. Access allows for database splitting, where the forms,
queries, and reports are stored on each user's local disk
drive, while the data itself is stored on a network drive. This
can improve the performance of the database on a
network.
Networking an Access Database
3. Access includes built-in security features that can be used
to protect the database when sharing it from a Windows client
computer. If the database is stored on a domain server, the
server's security features can be utilized.
4. Access automatically refreshes forms and datasheets every
60 seconds to display any changes made by other users within
that timeframe. The refresh rate can be adjusted using the
Advanced tab in the Options dialog box.
 Working with Offline Files
Offline files feature allows users to access network files even
when they are not connected to the network. This can be
useful for those working on notebook computers that are
frequently taken outside of the office.
To enable offline files, you must first enable the Offline Files
feature in the Control Panel. Once enabled, you can make
specific network drives or folders available offline by right-
clicking on them and choosing the "Always Available Offline"
option.
 Working with Offline Files
When designating a drive or folder as available offline,
Windows will copy the files to local storage. Whenever you log
on or out of the network, Windows will synchronize your offline
files by comparing the time stamps of the server and local
copies.
It's important to note that conflicts may arise when multiple
users attempt to access the same offline files simultaneously.
It is recommended to avoid making shared network resources
available offline, especially if they contain files intended for
modification.
 Planning a Network
Before setting up a network, it is essential to create a detailed
plan that considers the specific needs and requirements of
your organization. Rushing into a network installation without
proper planning can result in costly mistakes or compatibility
issues.
Here are some general tips for creating a network plan:
• Take your time: Don't rush the planning process. Consider
all the factors and alternatives before making decisions.
Planning a Network
• Document your plan: Write down your network plan in a
format that is easy to read and update. Consider using a three-
ring binder or a digital document to keep track of the plan.
• Seek input: Ask someone knowledgeable about networks to
review your plan before making any purchases. Their expertise
can help identify potential issues or suggest improvements.
• Keep the plan up to date: As you make changes or additions
to the network, update your plan accordingly. This ensures that
you have an accurate and current reference document.
Taking Stock
Understanding the current state of your computers is crucial
when planning a network. Conducting a thorough inventory will
help you determine what needs to be done to achieve your
desired network setup. Consider the following information for
each computer:
• Processor type and clock speed: Identify the processors
used in each computer and note their clock speed. This
information can be found during the startup process or in the
computer's system properties.
Taking Stock
• Hard drive size and partitions: Determine the size of each
computer's hard drive and the arrangement of its partitions.
This information can be obtained through the drive's properties
in the file explorer.
• Memory: Note the amount of memory (RAM) installed in
each computer. This information can also be found in the
computer's system properties.
Thank you for
listening
Question and Answer