Training for ICDL  Before You Begin

Computer
Essentials

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Training for ICDL  Computer Essentials

Computer Essentials

Module Goals 1

Section 1 Computers and Devices 2

1.1. ICT 2
1.2. Hardware 6
1.3. Software and Licensing 15
1.4. Starting Up and Shutting Down a Computer 20

Section 2 Desktop Icons and Settings 28

2.1. Desktop and Icons 28
2.2. Using Windows 33
2.3. Tools and Settings 39

Section 3 Outputs 52
3.1. Working with Text 52
3.2. Printing 57

Section 4 File Management 61

4.1. Introducing Files and Folders 61
4.2. Organising Files and Folders 74
4.3. Storage and Compression 81

Section 5 Networks 88
5.1. Network Concepts 88
5.2. Network Access 93

Section 6 Security and Well-Being 97

6.1. Protecting Data and Devices 97
6.2. Malware 101
6.3. Health and Green IT 104

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Computer Essentials  Training for ICDL

1.4. Starting Up and Shutting Down a Computer System

The illustration below shows a typical modern computer. Both the screen (monitor) and
main ‘box’ (or base unit) need to be plugged in and switched on. Most of the other
devices that might be connected to the computer take their power from the base unit,
unless they are large devices, e.g. printers.

1.4.1. Starting the Computer

To turn on the base unit and monitor use the power button on
each. There will be a button with a coloured light on both items.
Although they could be in different places on different computers,
they will all have the universal power button logo.

When the computer is started, text and pictures will appear and disappear on the screen
for a while. Do not use the mouse or keyboard while this is happening, in case the boot
sequence is interrupted by mistake.

The Welcome Screen, shown above, is the default in Windows 7. The logon screen will
appear when it is part of a homegroup or workgroup network. This means that the
computer may be accessed by multiple users who have an account. When the
Welcome/Logon Screen is displayed one of the listed account names must be clicked
to continue. A different screen will be shown when a Windows 7 machine is part of a
domain, managed by an administrator in an office or educational network.

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Training for ICDL  Computer Essentials

If the computer is part of a Domain or shared workgroup, as in the above illustration, a

valid password must be entered to continue. This is known as logging in. The
Welcome/logon screen may also display a username box in addition to the password
box.

The Windows desktop will be displayed after a while, which should look similar to the
illustration below. (The desktop is covered in Section 2 of this module.)

1.4.2. Restarting the Computer

To restart the computer, do the following:
 Click the Start button at the bottom left of the
desktop.
 Move the mouse over the arrow besides
the Shut down button to see a menu
with further options.
 Select Restart.

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Computer Essentials  Training for ICDL

1.4.3. Logging off the Computer

To log off the computer, do the following:
 Click the Start button at the bottom left of the
desktop.
 Move the mouse over the arrow besides the Shut
down button to see a menu with further options.
 Select Log Off.

1.4.4. Shutting Down the Computer

When the computer is no longer being used, it should be shut down. If the computer is
switched off without going through the shut down procedure, problems may arise the
next time it is switched on. Any work that was not saved prior to switching off may also
be lost.

To shut down the computer, do the following:

 Select the Start button.
 Click Shut down.

1.4.5. Good Practice

The following section is optional for ICDL/ECDL learners, but helps to reinforce good
note practice when operating a computer.

Maintenance
A routine maintenance procedure should be scheduled to be performed at set intervals,
e.g. daily, weekly or monthly. Regular use of scheduled activities is referred to as
‘housekeeping’ and ensures the smooth running of a computer system. Simple routines,
such as shutting down the computer correctly, can be an important part of regular
maintenance – an incorrect shutdown procedure can result in screen freeze and start-up
errors.

It is important to take safety precautions when dealing with any electrical equipment and
routine maintenance should be performed using the manufacturer’s guidelines.

Routine and scheduled activities include:

 Ensuring that the computer is shut down correctly on a daily basis
 Making regular backups of data
 Cleaning components (keyboard, mouse, screen, etc.)
 Using antivirus software to scan and prevent viruses, adware and spyware
 Removing old and temporary files and outdated software
 Setting scheduled tasks, such as check disk, to search for file errors, disk
de-fragmenter to speed up file access, running Window Updates and regularly
scanning for viruses.

New equipment will come with manufacturer’s guidelines for installation and routine
note maintenance requirements, such as cleaning components to increase the life span of the
product. If you don’t have the manufacturer’s guidelines, for example when buying a
second-hand computer, visit the manufacturer’s website to download information or find
contact details.

It is important that any maintenance is performed using the manufacturer's advice and
guidance, particularly if the equipment is still under warranty and/or you are an
inexperienced user.

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Training for ICDL  Computer Essentials

Basic Checks
Basic checks should be performed on a regular basis to ensure trouble-free computer
usage.
The basic checks that you should perform at start-up are:
 Check power: Is the computer connected to the mains electricity source and is the socket
switched on?
 Ports and cables: Are all cables connected to the correct ports? If unsure about a
connection, remove the cable from the socket and reinsert. Push the connector firmly into
the socket/port.
 Check for lights: Is the green power light on the computer and also on the monitor lit. If
the monitor does not display press the space bar or move the mouse to check this is
caused by the screen saver.
 Check printer: Is the printer connected to a mains electricity socket. Are both ends of the
connector firmly inserted into the correct port on the computer and the printer? Is there a
green light on the printer? If a light is flashing (usually amber), this could indicate that the
printer is offline, is out of paper, has a paper jam or the toner cartridge is empty and needs
replacing.

Some of the common error indicators (and possible solutions) to look for at start-up are
listed below.
 Lack of monitor display could be caused by:
o The monitor not being switched on, in which case turn it on
o The cable connecting it to the computer not being inserted correctly, in which case
remove the cable and reinsert it correctly
o The computer being on standby or being switched off, in which case, switch the
computer on
o The monitor being faulty, in which case try the monitor with a different computer – if it
still doesn’t work, the monitor is faulty; if it does work, the problem is with the original
computer
o a faulty graphics component in the computer, in which case consult a reputable IT
technician.
 Messages display on the monitor when a problem occurs – do not ignore these messages.
Make notes of the problem, such as the error name or error code that is provided.
Sometimes, an error message will give the solution to the problem but other times it will
request that the user contact the software/hardware provider for help.
 If your computer displays an error message within a few seconds of starting, you may have
a hardware configuration problem. If the Windows logo displays, you may have a start-up
problem which could be due to a new piece of hardware, a new program or a corrupted
system file. If you get a non-system disk or disk error message, you have a disk error which
means that Windows cannot be found. If you don’t even see the start-up screen, you
probably have a hardware problem.
 Flashing lights on a printer can indicate a lack of paper, a paper jam, that the printer toner
cartridge needs refilling/replacing. Check that the printer is connected to a power supply
and that the power is on at the socket, that the cable is secured firmly to the port on the
printer and computer, ensure that the power is switched on at the printer, check the paper
tray and refill if necessary, check the printer cartridge.
 Beeps can indicate a problem with the computer or with the keyboard; if it is a keyboard
problem it may be caused by a stuck key or indicate that the keyboard requires cleaning. If
this is the case, just up end the keyboard to shake out any debris and use a wipe to clean
between the keys.
 If the computer beeps on start up, it could indicate a Memory Display Read/Write failure. To
test where the problem originates, disconnect the keyboard cable from the port at the back
of the computer (on computers before 2006 this will probably be a purple coloured PS/2
port; post-2006 it will probably be a USB port) and reconnect to another computer. If the

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Computer Essentials  Training for ICDL

same problem occurs, then the problem is with the keyboard, not the computer. Please
note that PS/2 connectors should not be disconnected whilst the computer is on.
 If the mouse cursor is not visible check that the mouse is connected to the port. If using an
optical or wireless laser mouse, ensure that the batteries are working and ensure that it is
not being affected by other electronic devices nearby. If using a roller ball mouse, ensure
that it is clean by opening the back of the mouse and using an alcohol rub to clean the ball
and a cotton swab to clean the guides inside the mouse.

Non-Routine Maintenance
Non-routine maintenance is a task or tasks not on a list of scheduled tasks that is
performed manually by a computer user. Non-routine maintenance may involve
opening the back panel of the computer to clean or change components; reformatting
the hard drive, partitioning the hard drive and reinstalling the operating systems or
dealing with unexpected hardware failure.
Non-routine maintenance can also be maintenance that an inexperienced computer
user cannot perform, sometimes involving technical knowledge and practical skill
beyond that of a home user or office worker. Some non-routine maintenance should be
left to the experts, such as the network manager in a large company or college, or a
skilled technician.

The following are examples of non-routine maintenance

Simple unscheduled tasks within scope of inexperienced user

 Any task not on a scheduled list, such as using the Task Manager to deal with
non-responding programs
 Backing up files outside of scheduled tasks

Complex unscheduled task requiring skilled experienced user or technician

 Removal of the back panel of the computer to change the motherboard or circuits
 Dealing with hardware failure

It is important that maintenance outside the scope of an unskilled or inexperienced

computer user is left to a skilled technician. If the equipment is still under warranty, you
should contact the supplier manufacturer before trying to perform non-routine
maintenance or resolve computer problems. If the equipment is not under warranty, you
should take your computer to a reputable computer repair company or shop, such as PC
World.

Hardware Errors
Hardware errors may prevent access to certain drives. For example, hard drives can
become corrupt and fail, due to virus infection or age (mechanical, moving parts wearing
out). It is essential that a regular backing up system onto removable storage media is
maintained in case of hard drive failure.

The warning signs of hard drive failure are:

 computer freezing regularly
 losing files
 computer locking up during start up
 the hard drive making strange noises

In the event of hardware failure, contact your manufacturer if under warranty. If your
computer is not under warranty, you should take your computer to a reputable computer
repair company or shop, such as PC World.

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Training for ICDL  Computer Essentials

Cleaning Components
To ensure the smooth running of a computer system, it is important that exterior
computer components, such as keyboard, mouse, screen, peripherals or casing, are
kept free from dust and dirt. Maintaining a dust and dirt free environment will help to
improve the running of the computer and prevent ventilation areas getting clogged up.
To clean exterior components, do the following:
 Ensure that the cleaning material is free from fluff.
 Ensure that the cloth is barely damp, not wet, when wiping exterior components (never wet
the insides of a computer casing or the components within a computer).
 Spray cleaning fluid onto the cleaning rag, not the component.
 Use a hand-held vacuum cleaner to clean fluff and dust from ventilation areas.
 Keyboard and mouse can be cleaned by:
o shaking them upside down to remove loose dirt;
o using a small brush to brush dust away from keys;
o using a damp rag to clean spillages;
o using a small vacuum cleaner to suck up dirt lodged between keys (be aware that if
the suction is too great, it could also suck up the keys).
o removing the back casing from a roller ball mouse and then remove the roller ball.
Use a damp cotton swab or rag to clean the guides inside the mouse casing and use
an alcohol rub to clean the ball.

Identifying and Resolving IT Problems

Before you can resolve an IT problem, you must first perform a thorough check to
identify the type of error.

Power
 Check the power supply. If the computer does not power up when turned on, try another
electrical appliance in the same socket; if the appliance works then the problem is with the
computer not the socket.

Connections
 Check all external connections and sockets. Look for bent pins, stray cables and loosely
fitting connectors. Ensure that connectors at each end of the cable are inserted firmly into
the port. Remember that the connector that fits into the computer port is different to the
connector that will insert into the peripheral device. Look to see if the connector has pins
and match it to the correct socket/port.

New Hardware Installed

 Check whether or not new hardware has been recently installed. If so, has it been
configured properly? If the problem lies with newly installed hardware, you may need to
remove it and reinstall it. Sometimes, new hardware is not compatible and needs to be
removed or you may need to restart the computer so that new hardware can be found.

Printing
 Check that there is power at the socket.
 Check the cabling and connectors – is the cable securely connected to both computer and
printer?
 Check that printer is on – check for the green light. If an amber light is flashing this could
indicate that the printer has a paper jam, is out of paper, is offline, the toner cartridge needs
refilling/replacing.
 Check the paper tray to ensure that it contains sufficient paper
 Check that there is not a paper jam – be very careful when dealing with a paper jam. The
printer rollers may be very hot and cause burns and fingers may become trapped in the

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machine parts. First, cancel all print jobs and turn off the printer for several minutes to enable
it to cool down. Contact a technician if the paper is jammed between rollers – do not tear at
the paper as this may leave bits of paper behind and make it harder to retrieve the remainder.
 Check the printer cartridge – does it need refilling/replacing? Always use gloves to refill or
remove a toner cartridge and be careful not to spill contents on bare skin. After handling
toner, be careful not to touch eyes, nose or mouth before you have washed your hands.

Non-Responding Program
 If a program is not responding, right click the task bar and choose Start Task Manager.
Select the non-responding program and then select End Task.

Error Dialog Boxes

 If an error dialog box appears check the error message and take the steps provided to
resolve the problem or make a note of the error code/name and the problem and report to a
technician if outside the scope of your experience.

Storage Full
 If the message is that the storage full, there are too many files stored on a drive and the
capacity of the drive is exceeded. Delete unwanted and old files to free space on the drive.

Virus Threat
 Unfamiliar messages, screen freeze or programs slowing down can all mean a virus threat.
If any of these occur run a virus scan to check for and eradicate threats.

Network Connections
 If a network connection is lost, the connection to a wireless cable or router may be lost. Go
to Windows Network Connections Start, Connect to, Show All Connections. A network
connection that is not connected will have a red X on them. If there is no red X, ensure all
the cables are plugged in correctly. If the connection is still not available contact an IT
technician.

Reporting IT problems
Before reporting an error, check whether or not the error can be resolved by rebooting the
computer. Make a note of any on-screen error messages, particularly the error name and
code. Also make a note of the computer name, particularly if using a network, and the
action you have already taken to resolve the error, such as rebooting. Note the date and
time the error occurred and the effects of the error. Also make a note of the action you were
trying to perform when the error occurred.

There should be a reporting procedures set up in your workplace, such as a

questionnaire/error reporting form or online form, to help resolve errors. You should
know who is in charge of resolving computer related problems – this is usually a resident
technician, such as the system administrator or network manager.

There is little a home user can do to report IT problems. Microsoft provides an error
reporting service for Windows operating systems – the information that they receive is
used to track and resolve problems within the software. This may not be of immediate
help to you or your particular problem but will help to resolve any further problems in
updated software and prevent the same glitches.

Identifying Sources of Help

Sources of help for dealing with IT problems include:
 On-screen messages display when a problem occurs – do not ignore these messages.
Make notes of the problem such as the error name or error code that is provided. The
message may give a solution to the problem or it may request that the user contact their
hardware or software provider for help.

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Training for ICDL  Computer Essentials

 The application’s Help facility.

 Manufacturer’s guidance and advice on website or downloadable help sheets.
 Advice from a skilled technician or from the vendor.
 Forums and chat rooms.

Contact your manufacturer if the hardware is under warranty. If your computer is not under
warranty, you should take your computer to a reputable computer repair company or shop,
such as PC World.
Dealing With Expert Advice
It is important that you are aware of your own limitations when dealing with IT problems
and be prepared to gain expert advice if necessary.

Before gaining help and advice from a third party ensure you have the following:
 The computer (printer, scanner, etc.) make and model.
 Details of error message (error name or code).
 Computer (printer, scanner, etc.) date or version number.
 A description of the problem and any steps taken by you or other parties to resolve it.

Only act on advice from a reputable source from a skilled and experienced advisor. If in
doubt, get a skilled technician to diagnose and resolve the problem.

 Be very careful when working with electrical equipment and take precautions.
 Wear protective gloves when dealing with printer toner or cleaning fluids.
 Turn off electrical equipment at the power socket before opening casings or dealing with
cables.
 Ensure that equipment is cool before touching components (e.g. printer rollers can get
very hot and burn your fingers).
 Never take the casing from the back of a computer which is still under warranty.

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Computer Essentials  Training for ICDL

Section 2  Desktop Icons and Settings

2.1. Desktop and Icons

2.1.1. The Desktop

The first thing displayed on the monitor after logging into Windows 7 is the desktop. It is
the backdrop for all the things you can do when using Windows and is meant to be
roughly equivalent in concept to an actual desk. Every desktop varies, depending on the
version of Windows 7, the desktop theme being used, the applications installed, etc.
However there are common elements to all desktops.

Icons

The
desktop

Start
button

System
The taskbar
tray

 Icons represent different applications, documents, accessories, etc. Double-click an icon to

access the item it represents.
 The Start Button displays a menu providing access to all the applications installed on the
computer, and many other items.
 The Taskbar displays a button for each application or window that is open. (See Section 1.5 of
the BYB module).
 The System Tray contains items (such as the clock and small icons for services) that start
automatically with windows and remain available at all times. An example of a service would
be the real-time scanner of an anti-virus application.

The Taskbar
The taskbar, at the bottom of the desktop, displays a button for each open window. A
window can be selected and made active by clicking the appropriate button.

When a window is active, its button is lighter than the buttons of the inactive windows.

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Training for ICDL  Computer Essentials

When many windows are open, whether they are folders or applications, there will be
many buttons on the taskbar and space may run out. If this happens, buttons
representing windows belonging to the same application, or windows viewing folder
contents, can be grouped together.

This will happen automatically, when this preference has been set (see below).

When buttons have been grouped, you can display one of the Learn Offce 2010
windows (files) by doing the following:
 Move the mouse arrow over the grouped buttons on the Taskbar.
A pop-up menu will appear listing all the files in the group.
 Left-click the required file to display its window again.

To close all the files in a button group, do the

following:
 Right-click the grouped button on the Taskbar.
A pop-up menu will appear listing options.
 Left-click Close all Windows.
All the files in the group are closed.

To set this preference and ensure files are grouped together in this way, do the
following:
 Right-click the Taskbar.
A pop-up menu appears.
 Click Properties.

The Taskbar and Start Menu Properties

window opens.
 Click the Taskbar Buttons menu.
 Select Always combine, hide labels.
 Click Apply.

Click Always
combine, hide
labels

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2.1.2. The Start Menu

The Start button is located at the bottom left-hand corner of the screen on the taskbar.
Click here to
start

If the taskbar is not visible, it may be set to auto-hide (meaning it will disappear when
not in use). If this is the case, then moving the cursor to the bottom of the screen will
make the taskbar pop up.

This has been

‘pinned’ to the Account
When clicked, the Start button Start menu picture and
opens the Start Menu. This menu account
is the central point from which Internet name (in this
example, the
most applications can be started. account
name is the
computer
name)
Commonly used
applications

The left-hand side of the Start Menu displays icons for access to web browsing and e-
mail, along with a list of commonly used applications. The Search box is located at the
bottom of the Start menu. The right-hand side has a list of standard windows, e.g.
Documents, Pictures and Music, enabling them to be opened quickly (these are called
Libraries). It also has options for managing devices and printers and for opening the
Windows 7 Help and Support window.
The All Programs item on the Start Menu will display
a list of all or most installed applications on the
computer.

Some menu items have an arrow to the right,

indicating that moving the cursor over the item
will display a sub-menu.

To select a menu item, position the cursor on it and click the left mouse button once.

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2.1.3. Desktop Icons

Each icon on the desktop represents an application, function, folder or document that
can be opened and used. By moving the cursor over an icon on the desktop and double-
clicking the left mouse button, the function it performs is activated. The standard
Windows 7 desktop has one icon, for the Recycle Bin, but icons will be added in due
course through normal use. Below are examples of the some common types of icon.
An application icon, such as the Microsoft Word icon, can be used
to start that application.

A folder icon can be clicked to open and view the folder contents
(the arrow denotes a shortcut to the desktop).

This document icon, Team List.docx, was created in Microsoft Word

2010. Double-clicking this icon will start Microsoft Word and display
the document.

This application icon will start the Firefox web browser.

This icon is for a movie file. Double-clicking the icon will play the
movie in a movie player application.

This icon is for the Recycle Bin. Double clicking the icon will open
the application

This icon is for a drive. Double clicking the ion will open the drive so
you can view files and folders that have been saved.
Hard drive
This icon is for a printer.

Using an Icon to Open a File, Folder or Application

An application can be started, or a file or folder opened, using desktop icons.
To do this, do the following.
 Double-click the icon.
The file, folder or application opens in a new window.
If a file is being opened, it will open within the necessary application.

2.1.4. Selecting and Moving Desktop Icons

The icons on the desktop are usually arranged in a vertical line down the left-hand side,
but this layout can be changed to suit user preference.

To select a desktop icon, do the following:

 Click the icon.
The icon will be highlighted and a slight shading will appear around it.

To move an icon, do the following:

 Click the icon once with the left mouse button to select it.
 Holding down the left mouse button, drag the icon to another location on the desktop by
moving the mouse.

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Computer Essentials  Training for ICDL

Arranging Icons
In addition to moving individual icons on the desktop, they can also be arranged in a
more specific way.

To arrange icons, do the following:

 Right-click anywhere on a blank area of the desktop.
A drop-down menu appears.
 Move the cursor over the Sort by menu option.
A drop-down sub-menu appears.
The sub-menu enables icons to be sorted on the
desktop by Name, Size, Item Type or Date Modified.

 Move the mouse arrow over the View menu option to

see two important items:
 Auto Arrange Icons arranges the icons down the
left-hand side of the screen.
 Align Icons to Grid means that when an icon is
moved with the mouse, it will snap to the nearest
point on an invisible grid on the screen when the
mouse button is released.

2.1.5. Creating, Renaming and Removing

a Shortcut Icon on the Desktop
It can be tedious to locate the menu item for a frequently used application every time it is
needed. As an alternative, a desktop icon can be created as a shortcut to open the
application more easily and quickly. A desktop shortcut can be removed if it is not used
often or if it was created accidentally.

Creating a Desktop Shortcut

To create a desktop shortcut to the MS Paint application, do the following:
 Click Start.
 Select All Programs.
 Select the Accessories sub-menu.
 Move the cursor over the Paint menu
item.
 Right-click and select Send To
from the sub-menu that appears.
A further sub-menu appears.
 Click Desktop (create shortcut) item.
A shortcut for the Paint application will
appear on the
desktop.

Removing a Desktop Shortcut

To remove a desktop shortcut, do the following.
 Move the cursor over the shortcut icon and right click.
 In the pop-up menu, select Delete.

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 Training for ICDL  Computer Essentials

The Confirm File Delete window opens, asking whether or not you want to delete the icon.
Select Yes to delete the shortcut. The shortcut will disappear from the desktop
Moving a Desktop Shortcut
To move a desktop shortcut, follow the instructions in Section 2.1.4 to move desktop
icons.

Renaming a Desktop Shortcut

To rename a desktop shortcut, do the following:
 Move the cursor over the shortcut icon and right click.
 In the pop-up menu, select Rename.
 Type a new name for the shortcut icon and then press the Enter key or left-click the mouse on
an empty area of the desktop

2.2. Using Windows

Everything that can be interacted with – individual applications, messages, prompts,
files, folders, etc. – is displayed on the monitor in a rectangular area called a window.
Windows have common features, such as title and menu bars.

2.2.1. Parts of a Window

The illustrations below show the Explorer window; the first screenshot displays the
Documents library and the second screenshot displays the Computer window.

To open the Explorer window, click the Explorer button on the taskbar. Around the
window there are various features that can be used to move and size the window
effectively.

Navigation buttons Address Library

(Forward/Back) Minimise/Maximise/Close buttons
bar Pane

Search box
Learn Offce 2010
Menu bar

Toolbar

Preview
Pane
Folders
displayed in
the Navigation
Pane File list: Column headings
files and folders will be
displayed here with
details, such as date
and type

Scroll
Details Pane
bar

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Computer Essentials  Training for ICDL

The tool buttons The

differ in each computer’s
window built-in hard
drive and
available
removable
storage
device drives
are displayed

The Details
Pane displays
the properties
of the selected
drive

A Border surrounds the window and defines its boundary. The border can be dragged
with the mouse to resize the window.
On the top right of the window, there are three buttons for changing the size of the
window and for closing it. (See Section 2.2.2. of this module for more information on
these.)
The Menu bar contains drop-down menus that work in the same way as the Start Menu.
A sub-menu arrow may appear alongside selected items enabling a further level of
selection. The Toolbar contains buttons and drop-down lists. The buttons on the tool bar
change depending on the type of file currently selected. For example, the buttons
change to become more appropriate for picture files when a picture is selected.

Navigation Buttons enable the user to navigate backwards and forwards between
folders and files. In the first illustration above, if the Data Files folder was double-clicked,
the window would change to show the contents (files) stored in that sub-folder. At that
point, clicking the Back button would display only the folder again. Clicking Forward
would display the folder contents again.

The Address bar displays the current location, i.e. the folder that is being viewed. The
Address field shows this location in a type of text notation called a path. When the
computer is connected to the internet, entering a website address in the address field will
display that website.
Learn Offce 2010

The Details Pane displays the amount of files within a folder, the name and type (i.e. file
or folder) of the item displayed, the size of the file, the author’s name and the date that
the file/folder was last modified.

There are various actions that can be performed within a window, such as the following.
 Search for files and folders. Enter search criteria in the Search box and click the magnifying
glass icon. A list of files matching the search criteria will be displayed.
 Favorites displays a list of favourite folders, files, web pages or saved searches.

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To make it easier to find and access a frequently

used location, such as a personal folder within a
library, it can be saved to Favorites. This can be
achieved by right clicking the Favorites option and
selecting Add current location to Favorites.

Right click Favorites and

select Add current
location to Favorites This is the current location: a folder
containing sub-folders within the
Documents Library

The current location is

saved to Favorites

To remove an option from Favorites, right click and select Remove.

A scroll bar appears (as in the illustration on the right) when a window is too
small to display all of its contents. There can be vertical or horizontal scroll bars,
or both. Clicking the arrows at the ends of a scroll bar will shift the contents of
window up or down or from side to side so that further items become visible.
Holding the mouse button down on a scroll arrow at the end of the scroll bar gives
continuous movement. The slider in the scroll bar gives a general indication as
to which part of the window is presently displayed.

In the illustration on the right, the slider bar is at the top indicating that the
top-most contents of the window are being displayed. The length of the slider
bar relative to the height of the window also indicates how much of the full
range of content is being displayed. In this case, almost all the contents are
visible. The content that is not visible can be thought of as being ‘off the
bottom’ of the window. Dragging the scroll bar downwards with the mouse
would bring it into view.
Some windows also have a Status bar that appears at the bottom
of the window.
Status bar

The Status bar displays information about the contents of the window, such as how
many items or objects it contains.
To display the Status bar for a particular window, do the following:
 Click the View menu.
 Select Status Bar to turn it on.

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The ribbon is a feature of the Office 2010 applications – Word, Excel, PowerPoint and
Access. On opening an application, the ribbon is at the top of the screen. It provides all of
the commands that will be needed while working, such as saving a file, formatting, spell
checking, etc. The illustrations below show how each of the application ribbons appear on
opening a new or existing file.

The ribbon in Word 2010

Viewing Windows
The contents of the main part of the window can be displayed in various ways to suit
personal preferences.

To arrange icons within a window, do the following:

 Click the View menu to display a list of options.

The various options are:

 Content: If a file, such as a
document or graphics-format file
(i.e. a photo from a digital
camera) or other file is selected,
the content of the file is displayed.
Content refers to the time and
date that the file was created and
the size of the file.

 Tiles: This displays large icons for each item in the folder
in column format, along with summary details appropriate
to the file type, such as the dimensions.

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Training for ICDL  Computer Essentials

 Icons: This enables the user to view files as small,

medium or large icons. This view is similar to Tiles
but shows just the icon and name, in a row format.

 List: This shows small icons for each folder item in a

single column.

 Details: This is similar to List view but displays

multiple columns of details about each item.

2.2.2. Manipulating Windows

Open windows can be manipulated to suit users’ working requirements. It is useful when
working between two or more windows to be able to move a window, change its size,
minimise it or close it.

Moving Windows
Point the mouse arrow at any part
To reposition a window on the desktop, do the following: of the window above the Address
 Place the tip of the mouse arrow at the top of the window. Bar (be careful not click any of the
Windows buttons) and drag

 Holding down the mouse button, drag the window.

When the mouse button is released, the window assumes its new position.

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Computer Essentials  Training for ICDL

Resizing Windows
The size of a window can also be changed. If multiple windows are open at the same
time, it may be useful to have the principal window large enough to work in and the
others smaller so all of them remain on the desktop with only some of their contents
visible.
To resize a window, do the following:
 Move the arrow over the Resize handle in the bottom right corner of the
Resize
window. handle
 When the mouse arrow changes to the double-headed resize arrow, click and drag
diagonally to change the size of the window.
 When the mouse button is released, the window will remain at
the size it was dragged to.

Resize
arrow

It is possible to drag just one edge of a window in a similar way.

Sizing and Closing Windows

When a window is too small to display all of its contents, it can be enlarged or
maximised, causing it to fill the whole desktop area. This is useful where scrolling would
be tedious.
 Click Maximise at the top of the window to enlarge the window to full-screen size.
When a window is maximised, the Maximise button becomes the Restore button.
 Click Restore to restore the window to its previous size.
Maximise Restore
Minimise
Close

If you want to temporarily remove a window from the desktop, it can be reduced or
minimised. The window disappears from the desktop and is represented by a button on
the taskbar.
 Click the Minimise button to temporarily close a window, reducing it to a button on the
taskbar.

Click the button

to open the
window

To redisplay a minimised window, do the following:

 Click the button representing the window on the
taskbar.

To close a window, do the following:

 Click the Close X button.

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To minimise all open windows immediately and display the desktop,

note press the Windows key and the ‘D’ key together. The Windows key
is to the left of the space bar and has the Windows logo.

To expand and collapse within Windows, see Section 4.1.1., Navigating to a File, Drive
or folder.
2.2.3. Switching Between Open Windows
It is common to have several windows open on the desktop at once. Only one can be
directly interacted with at a time using the mouse and keyboard, although processes can
continue in the other windows. For example, a time-consuming mail-merge operation
might be left running in one window (which is called ‘running in the background’),
when another window is being used to edit a document. The window currently being
used is referred to as having focus and is called
the active window.

The title bar of the active window is usually a

darker colour than inactive windows.

For example, the Calculator window example at

the back is inactive and the WordPad window is
active.

Clicking a window gives it focus and brings it to

the front. In the illustration on the right, clicking
the Calculator window would bring it forward,
making it the active window, causing it to obscure
part of the WordPad window.

To switch between open windows using keyboard shortcuts, the following:

 Hold down the Alt key and press Tab to ‘cycle’ through each open window.

To switch between open windows using the ribbon within an application, the following:
 Select the View tab and then click the Switch Windows button.
 Select the appropriate window name to open
it

2.3. Tools and Settings

2.3.1. Using Help
To get help with Windows 7, do the
following:
 Click any empty area of the desktop.
 Press the F1 key. The Windows Help and
Support window will open.
 Follow the instructions to choose a topic or
type in a topic to search.

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