Operate a Personal Computer

This unit describes the performance outcomes, skills and knowledge required to start up a personal
computer or business computer terminal; to correctly navigate the desktop environment; and to use
a range of basic functions.
Introduction
A computer is an electronic device that manipulates information. It can store, retrieve, and process
data. You can use a computer to type documents, send emails, and surf the internet. You can also
use it to handle spreadsheets, accounting, database management, presentations and more.
A personal computer is small enough to be convenient for use by people at work or home.
Personal computing devices come in a range of shapes and sizes that can cater for the different
needs of people in various situations. Deciding on which device is best for you means
understanding the capabilities of each device and which device best fits the way in which you will
use it
Operating a personal computer is a fairly straightforward task if you carefully follow some basic
processes.

OBJECTIVES
Dear learner; after completing this chapter you will be able to
 Start computer or log on according to user procedures
 Adjust workspace, furniture and equipment to suit user ergonomic requirements
 Ensure work organisation meets organisational and occupational health and safety
(OHS) requirements for computer operation
 Identify basic functions and features using system information
 Navigate and manipulate desktop environment
 Open, close and access features by selecting correct desktop icons
 Open, resize and close desktop windows by using correct window functions and roles
 Create shortcuts from the desktop, if necessary, with assistance from appropriate persons
 Organize files using basic directory and folder structures
 Move folders/subfolders and files using cut and paste, and drag and drop techniques
 Save folders/subfolders and files to appropriate media where necessary
 Print information
 Shut-down computer according to user procedures

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 1. Start computer, system information and features
Section 1 – Prepare to Use a Personal Computer.
1.1Adjust workspace, furniture and equipment to suit user ergonomic requirements
Ergonomic requirements mayinclude:
o avoiding radiation from computer screens
o chair height, seat and back adjustment
o document holder
o footrest
o keyboard and mouse position
o lighting
o noise minimization
o posture
o screen position
o workstation height and layout
What are your options?
Computing devices fall into four main categories: desktop computers, laptop/notebook computers,
tablet computers and smart phones.
Desktop computers
Where could I use one? They are set up in a single
fixed location. Once they
have been set up they are
not very portable.

What can they do? Desktop computers offer very fast computing along with
large displays which make them your best option for:
● creating and editing audio or video
● editing documents, desktop publishing or
spreadsheets
● anything requiring a large screen and powerful
processing.
When could I use one? Desktop computers are always plugged into a power source,
meaning that you can rely on them to always be ready
for use.

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Laptop/notebook computers
Where could I use one? Multiple locations, for example
home, work or a cafe.
Laptop/notebook computers
offer a good compromise
between speed and portability.
Notebook computers come in a
variety of sizes with standard
screens ranging from 13–17 inches.

What can they do? Creating and editing audio or video.

Editing documents, desktop publishing or spreadsheets.
Notebook computers are generally slightly slower than
desktop computers.
Laptop/notebook computers are similar in capability to a
desktop computer however they are usually more expensive
than their desktop equivalent.
When could I use one? Notebook computers have a usage time of 4–10 hours when
they are not plugged into a power source and are running
from their internal battery.
Tablet computers (e.g. iPad, Xoom and Galaxy tab)
Where could Many locations including at home, at work, at a
I use one? cafe, on the sofa, on the bus or on the plane. Tablet
computers are mainly intended to be used from a
sitting position; however it is often possible to use
them while standing.

What can Email, web browsing, viewing photos, watching video and managing
they do? calendars.
Document creation and editing; however tablet word processing
applications have limited functionality compared to their desktop
equivalents.
Many tablets have GPS (global positioning) built in and can help you
with maps and directions.
The applications that are made for desktop PC’s and laptops generally
don’t work on tablet computers and vice versa.
Tablets generally use a touch screen interface, using your finger or a
stylus for input. Text input is usually done through a simulated
keyboard on the touchscreen, rather than a physical keyboard.
Due to their small size (commonly 10 inches), tablet computers have
limited processing power and as such cannot run complicated
programs.
Tablet computers are usually very fast to switch on, making them

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 great for quickly looking something up on the internet or reading an
email.

When could I use Tablet computers run from internal batteries that require
one? charging after between 8–10 hours of use.
Some tablet computers require you to have a desktop
computer or laptop to set them up initially.

Smartphone (e.g. Blackberry and iPhone)

Where could I use Any location, including while walking.
one? Smartphones are highly portable and
can fit in your pocket or bag for
travelling, making them very
convenient. The small size of
smartphones means they aren’t as
powerful as other devices.
What can they do? Make phone calls and send SMS messages.
Email, web browsing, viewing photos, watching video and
managing calendars.
Most smartphones include a camera, for taking still photos
and recording video.
Many smartphones have GPS (global positioning) built in
and can help you with maps and directions.
Smartphones come in touch screen and physical key pad
varieties. Touch screen varieties have a larger screen, but
lack the tactile experience of physical keys.
Smartphones run software specific to each individual
brand. You will not be able to use desktop software
applications on the device.
The small size of smartphones makes extended reading and
writing of text inconvenient.
When could I use one? Smartphones run from their internal battery, with most
lasting at least one day on battery before requiring a
recharge.
Some tablet computers require you to have a desktop
computer or laptop to set them up initially.

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Other things to consider
When you’ve decided on the type of device to purchase, consider the following issues before
making your final choice.
Support network
Your support network consists of the warranty support options from the device provider, but also
the support that your network of friends and family can provide. Consider both of these when
making your decision.
Cost of ownership
In addition to the initial purchase price of the device, there may also be costs of ownership
involved.
● Are there any ongoing fees or charges? For example, smartphones are often sold on a
contract that has a monthly fee attached. Are there fees for downloading data from the
internet?
● Out of the box, most devices offer limited features requiring you to buy specific applications
(e.g. a word processing application).
● Applications developed for tablet and smartphone devices are generally cheaper than their
desktop and laptop equivalents, but often offer less features.
Upgrades
As a general rule, desktop computers will have components (screen, memory, storage) that will be
able to the upgraded and expanded at a later date.
Most notebook computers allow the storage and memory to be upgraded, but very
little else.
It is generally not possible to upgrade tablet and Smartphone devices after purchase, meaning that
you must replace the entire device if any part of it fails. For this reason, consider your
manufacturer warranty options when purchasing either tablet or Smartphone devices.
Speed and portability
The image below compares the speed of various computing devices with their portability. It shows
that as the size of the device decreases, so does its speed and power.
Servers
A server is a computer or other device that is set up to store and make content such as websites,
files and programs available to other computers or devices.
In home or small office networks, sometimes one of the computers in the network is set up to be a
server for the other computers. A server on a home or small office network could be used to store
content such as videos so that all of the computers on the network can view them without having to
have their own copies.
Another example of a server is a web server. A web server stores websites and makes them
available to any computer on the internet – including yours.

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What are the parts of a computer?
Your computer consists of various parts which work together. Most computers have the same basic
parts even if they look a little different. Even portable computing devices have the same basic
components, just in a more compact package.

System unit
The system unit is the heart of your computer system. It's usually a rectangular box which sits on
or under your desk and usually contains the following components.
● The central processing unit (CPU), sometimes called the ‘microprocessor’ or ‘chip’, which
acts as the ‘brain’ of your computer.
● Random access memory (RAM) is used by the CPU while it’s working. This memory is
erased when the computer is turned off.
● A hard disk drive, which stores all your programs, documents, music and video files. This
information is kept when your computer is turned off.
● A CD or DVD drive which reads media and data files stored on CDs and DVDs. A DVD
drive does everything a CD drive can, but also reads data and media from DVDs. Most
computers can also record information onto CDs and DVDs – this is called ‘writing’ or
‘burning’
● Ports are the sockets that allow all the other devices/peripherals to be connected to the
computer.
Monitor
The monitor is your computer’s screen. It looks very similar to a
television, but doesn’t have a TV tuner built in to it.
Most modern computers have LCD (liquid crystal display)
monitors because they are much slimmer and lighter than the older CRT
(cathode ray tube) monitors, but both can give excellent results.
Mouse
A mouse is a pointing device used to select and move items on your
computer screen. It’s called a mouse because it looks like one, with an oval
body and a tail-like connecting wire, although many newer models are
wireless.
A mouse usually has two or more buttons with a wheel in between them, which allows you to
scroll through pages of information.
The mouse controls the cursor.
A cursor or pointer is a symbol that appears on the screen that lets you select objects or text and
moves as you move your mouse or other pointing device.

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When you’re pointing at objects on the screen like files or folders, the cursor looks like a small
arrow head:
When you’re working with text, the pointer looks like an I-beam:
When you’re hovering over a button or link that you can click on, the cursor changes into a
pointing finger:
Keyboard
A keyboard is used to type text on your computer. Like the keyboard on a typewriter, it has keys
for letters and numbers. It also has navigation that helps you move around the screen and several
keys that perform special functions.

Printer
A printer prints text and images from your computer screen onto paper. The two main types of
printers are inkjet printers and laser printers.
Inkjet printers are the most popular printers for the home because
they are cheap to buy. They can print in full colour and can produce
high-quality photographs especially when used with special paper.
However, they can have quite high running costs, and are therefore
not usually suitable for high volumes of printing.
Laser printers are faster, cheaper to run and well-suited to heavier use
in an office. Models are available which print in plain black or in
colour, although colour laser printers are more expensive to buy and run.
Speakers
Speakers allow you to listen to audio, such as music, online video or DVDs. They are sometimes
built into your desktop computer or laptop but higher quality speakers usually connect to your
system unit with cables.

Modem
A modem is a small box that connects your computer to the internet through a telephone line or
cable.

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Webcam
A webcam is a small video camera that plugs into your computer and allows you to broadcast real-
time video over the internet. This is useful for making video calls, using instant messaging and
creating podcasts.
Many new laptops have webcams built in and they are commonly available as add-on devices for
desktop computers.

Peripheral devices
There are many other devices which can be connected to your computer which allow you to
expand the capability of your computer. These are called peripheral devices. The following
provides examples of the devices and a summary of what they can do.

A camera that doesn’t require

Digital camera
a roll of film.

Displays the computer screen

Data projector on a larger screen or wall.

Allows you to communicate

Microphone with others online and record
your voice in an application.

MIDI keyboard
Allows you to compose, play
or other digital
and record music.
musical
instrument

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 Allows you to play DVDs.
DVD player

Replicates the screen on

External
another monitor or extends the
monitor
display across two monitors.

These can include CD

rewritable drives, DVD
drives, Blu-Ray drives, USB
flash drives, memory cards,
servers, solid-state hard drives
External
and virtual devices. You can
memory or
use these to save your work so
storage devices
that you can work between
two or more computers. It also
provides a back-up copy
should your computer be
damaged.
Allows you to transfer photos,
Multi-card music, video and data
reader and between your digital devices
writer and your PC.

A device that functions as a

personal information
manager. A PDA has an
electronic visual display,
enabling it to include a web
browser. Some models have
Personal Digital
audio capabilities, enabling
Assistant (PDA)
them to be used as mobile
phones or portable media
players. Many PDAs can
access the internet, via Wi-Fi
or Wireless Wide Area
Networks.

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 A consumer electronic device
that has the primary function
MP3 Player of storing, organising and
playing audio files.

Optically scans images,

printed text, handwriting or
Scanner
objects, and converts them to
a digital image.
An electrical apparatus that
provides emergency power to
Uninterruptabl
a load when the input power
e power supply
source becomes unavailable.

USB dongles
A USB dongle is a small device that plugs into your computer’s USB port. While a ‘dongle’ can
refer to any small device, it often refers to just the small USB sticks that can connect your
computer to the internet.
USB dongles are used for two main reasons: to store files, and to connect to the internet and other
devices.
How is a USB dongle used to store files?
One main type of USB dongle is one that stores files. They are often referred to as a ‘USB
stick’, ‘flash drive’ or a ‘thumb drive’. They store files using a type of hardware called flash
memory.
A USB dongle that stores files is useful because you can save files onto it and then take
them with you. This makes it great for using computers that aren’t your own, such as those
at the library. It is also useful for transporting files between home and work.
How is a USB dongle used to connect to the internet and other devices?

A USB dongle is often used to replace cords by using wireless technology. USB dongles
can replace cords between your computer and components such as your keyboard, mouse
and printer. They can also connect your computer to other devices, such as your mobile
phone.
Some USB dongles can also connect your computer to the internet. They are most often
used to connect laptops to the internet because the dongles are easy to carry and don’t use
any cords. They connect to the internet by using the mobile phone network, which you will
need to pay for. Different types of wireless technology include infrared, 802.1 and
Bluetooth.
1.3 Start computer or log on according to user procedures

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Connecting the computer to other computers and the internet
What is connectivity?
Computers have many different parts, called components, that all need to be connected so that they
can work together.
Some of these components are inside the computer and the computer can’t function without a lot
of them. They are like its ‘organs’, they all do something different and important. Different
components inside of a computer include the motherboard, processor and hard drive. These and all
of the components that are inside the computer are called internal components.
Other components are ones that you see every time you use the computer, such as the keyboard,
mouse and monitor. These and all of the components that are outside of the computer are called
external components or peripheral devices.
Computers and other devices such as mobile phones can also be connected to each other so that
they can work together. Unlike the ‘components’ above, the computers and other devices that can
work on their own without being connected to each other are called stand alone devices.
Connecting stand alone devices together is called networking.
External components and stand alone devices can be connected to a computer with cables or
wirelessly. In the following sections we will look into how you can connect external components
to a computer using both of these methods.
Connectivity using cables
A cable can connect an external component with a computer so that they can work together. To do
this, the cable needs to be plugged into the external component at one end and into a port on the
computer at the other end.
There are different types of ports for different types of cables, so when plugging your cables in,
you will need to make sure they match. This is actually fairly straightforward, as most cables will
only fit into the ports that they are meant for. Some ports on your computer will also be colour
coded or have a symbol next to the port to tell you what the port is for.
We will look into how different parts of a computer and other devices are commonly connected to
a computer below. We will look into common AV (audio/video) connections to connect monitors,
speakers and headphones. We will also look into common connections for keyboards, mouses,
internet, printers and other devices.
Connecting a monitor
There are a few different types of monitors that have their own types of ports.
Many monitors will use a VGA port, especially the older ones. These ports have 15 holes in them,
arranged into three rows of five holes each. They are often colour coded blue. Most computers will
have one or two of these ports.
Some newer monitors will use a DVI port. A DVI port gives a better quality picture than a VGA
port. These ports have 24 holes in them, arranged into three rows of eight holes each. They are
often colour coded either white or off white.
Another type of port that some newer monitors will use is a HDMI port. A HDMI port gives a
better quality picture than a DVI port. These ports look a bit like a USB port, but have the two
bottom corners cut off.
Connecting a keyboard and mouse
Most new computers will connect keyboards and mouses using a USB port. A USB port is small
and rectangular. Most computers will have between two and six of

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these ports, sometimes with one or two of them at the front for easy access. They often have the
USB symbol next to them (pictured left).
Some older computers have ports for older keyboards and mouses, called a PS/2 port. A PS/2 port
is small and round.
Since the PS/2 ports are the same shape and size for both the keyboard and mouse, they are usually
colour coded so you can tell them apart. The keyboard port is colour coded purple and the mouse
port is colour coded green. They also often have a small picture of a keyboard and a mouse next to
the right ports.
Connecting speakers and a microphone
There are small, round jacks on a computer to connect your speakers or headphones and a
microphone. Most headphones, such as those that are used for portable audio devices, will fit into
one of these jacks. Sometimes these jacks will be on the front of the computer for easy access.
Since the ports are the same shape and size for both the speakers/headphones and microphone,
they are usually colour coded so you can tell them apart. The speaker/headphone port is colour
coded green and the microphone port is colour coded pink. They also often have a small picture of
a speaker/headphones and a microphone next to the right ports.
Connecting the device to the internet
Most broadband internet connections will connect to a computer using an Ethernet port. An
Ethernet port is small and rectangular and is a bit larger than a USB port. Ethernet cables are often
colour coded blue. Sometimes the port will light up once the cable is plugged in.
Some older computers have a dial-up modem built into them, which gives them a telephone port.
A telephone cable can be plugged straight into this port to connect to dial-up internet.
Connecting a printer
Most new printers will connect to a computer using a USB connection.
Some older printers will connect to a computer using a printer port, also known as a parallel port.
A parallel port is long and rectangular, with 25 holes arranged into two rows. They are often colour
coded pink.
Connecting other devices
A lot of other devices, such as digital cameras, will connect to a computer using a USB port.
Sometimes if the device is small enough, such as a USB dongle, it will plug into the port directly,
without a cable in between.
There are a few other ports that look similar to USB ports that will also connect some other
devices, such as a FireWire port. A FireWire port looks a bit like a USB port, but has the two right
hand side corners cut off.
Connectivity using wireless technologies
Often external components are made so that they can connect to a computer using wireless
technologies. The two most common types of wireless technologies used for this purpose are
infrared and Bluetooth.
Networks
A network is when two or more devices are connected to each other and ‘communicating’
(transferring data, sharing peripherals, etc.). Computers and other devices can be connected
together with cables or, if they are wireless devices, they can be connected wirelessly.
A network can be as small as having your computer and your mobile phone connected to each
other, and can be as big as the internet – the largest network in the world.

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Modems and routers are the two main types of devices that make up a network.
Modems
A modem is a device that is used to connect one computer to the internet.
The type of modem that you will need to use depends on the type of internet connection you have.
The most common type of internet connection is ADSL and you will need a DSL modem for this.
Another common type of internet connection is cable. An older type of internet connection is dial-
up which needs a different type of modem. Dial-up is being superseded by ADSL because ADSL
is much faster.
Routers
A router is a device that is used to connect more than one computer to the internet.
If you only had one computer or device to connect to the internet, then you would only need a
modem. However, many households and small offices now have more than one computer or
device that they would like to connect to the internet. In this case, you need to use a router. A
router acts like a double adapter for your internet connection.
Most routers now have a modem built in so you only need to buy the one device.
There are two other devices that are simpler versions of routers called hubs and switches. Both
hubs and switches are devices that allow you to connect computers to each other so that they can
share data. Switches are faster and more secure than hubs, however they are also more expensive.

Occupational health and safety

It’s important to set up your chair and your computer so that you are comfortable and avoid injury.
Although working at a computer is a very safe activity, if your work area is poorly set up it can
cause a number of problems including injuries to your back, neck and hands, headaches and sore
eyes.
The following guidelines will help you work comfortably and safely. It is easier to avoid injury by
setting up your workspace properly in the first place, rather than to fix an injury later.
Chair Adjust the height of your chair so that:
● your elbows are at the same height as your desk or a little higher
● your feet are flat on the floor
● your thighs are roughly horizontal and your lower legs roughly vertical.
You may need to use a footrest to achieve this.
Adjust the seat so that it tilts slightly forward. This helps you to sit upright.
Adjust the height of the backrest so that it supports the curve of your lower
back not your upper back or shoulders.
Adjust the angle of the backrest so that it leans backwards between 10° and
20°.
If your chair has armrests make sure they don’t raise your shoulders or stop you
from getting close enough to the desk to easily reach your mouse or keyboard.
If these problems occur, remove the armrests.
Seating Push your hips as far back in the chair as possible.

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position Sit up straight and avoid slouching.
Change your sitting position frequently to reduce strain and encourage
circulation.
Screen Adjust the position of your screen after you have adjusted your chair.
Position your screen so that the top of the screen is at eye level. If you have a
very large screen you might want it a little higher. You can raise the screen
using a solid platform such as a keyboard riser or a phone book.
Place the screen about arm’s length away from you.
Position the screen at right angles to light sources to avoid glare or reflections
If possible, place your screen so that you can look past it into the distance.
Use a document stand to hold any papers you need to refer to regularly at the
computer and position it as close to your screen as possible.
Keyboard Position the keyboard directly in front of you and close to you so that you don’t
have to reach for it.
Adjust the keyboard height so that your shoulders are relaxed, your forearms
are horizontal or dropping slightly onto the keyboard and your wrists and hands
are straight.
If you have a wrist rest, do not rest your hands on it while typing
Mouse Place your mouse as close as possible to the keyboard so that you don’t have to
reach for it.
Rest your forearm on the desk when using the mouse.
Don’t grip the mouse firmly but rest your hand on it lightly as if you were
simply resting your hand on the desk.
Don’t use a wrist pad to elevate your wrist as they are proven to increase the
risk of hand injuries.
Place your fingers flat on the mouse buttons so you click the buttons with your
pads not your fingertips.
Think about learning to use the mouse with the opposite hand to the one you
usually use. This may seem unnatural at first, but it allows you to write and
mouse at the same time and reduces strain on your preferred hand.
Telephone If you make frequent or long calls while working think about using a headset.
Don’t cradle the phone between your shoulder and your ear.
Laptop Laptops (or notebook computers) are convenient and portable but they often
have small screens and keyboards, and can lead to poor posture.
If you use a laptop regularly, here are a few tips:
● Instead of relying on the trackpad or a tiny mouse, use the same kind of
mouse you would use on a full size computer and carry it with you.
● If working at a desk for long periods, raise the laptop screen to the ideal
height and plug in a standard keyboard.
● If you have a larger, separate monitor, set that at the ideal height and use
it instead of your laptop’s screen. Better still – try using both screens as
an ‘extended desktop’.
Taking Look away from your screen regularly and try to focus on something in the

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 breaks distance for a few seconds. When you are constantly looking at something
close to you it is good for your eyes to focus on something further away, from
time to time.
Take regular breaks every 30 minutes or so. Get up, have a stretch a walk or a
drink. This helps rest your eyes and hands.
Don’t spend your break reading emails or looking at web pages.
Lighting Ensure that the lighting in the room where you use the computer is set at an
appropriate level to reduce strain on your eyes.
Safe lifting Some components of the computer may be heavy to lift. Make sure that you use
safe lifting procedures to reduce strain on your back.
Overuse It can be fun and rewarding to use a computer, but make sure that you restrict
the amount of time that you spend in front of the screen to maintain a healthy
lifestyle balance.

When the computer is turned on the display screen will light up on the monitor. Once it has
finished loading, it may show a welcome screen that asks you to log in.
Logging in
Logging in, also known as ‘signing in’, is used to check that you are actually the person that is
supposed to be using the computer or the account. It improves the security of your computer and
accounts by making sure that only you, or the people you give permission to, can use them.
Logging in is not limited to turning on your computer, you may also need to log into your email
account, social networking account, cloud computing account
and so on.
The most commonly used method for logging onis a username and password. Your username is
the name that you use on the computer or account. Each username has one password that must be
typed in correctly for the person to be able to use the computer or account. You should keep your
password secret and make it hard for other people to guess.
If you do not already have an account or password, your facilitator will provide you with the
information necessary to log in.

Two other methods of logging in that you might encounter are fingerprint scanners and smartcards.
These provide an extra level of security and are rarely used in basic computing.
Fingerprint scanners
A fingerprint scanner lets you log in to your computer or account by using your fingerprint rather
than a username and password. This makes the computer or account very secure because
everyone’s fingerprints are different.
Some computers, particularly laptops, have a fingerprint scanner built in that you can use. You can
also buy fingerprint scanners that plug into your computer.
Smartcards
A smartcard lets you log in to your computer or account by using a unique card, much like a credit
card, rather than a username and password. This makes the computer or account secure because

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only you should have the card. However, it is less secure than using fingerprints because your card
might get lost or stolen.
Some computers, particularly laptops, have a smart card reader built in that you can use. You can
also buy smart card readers that plug into your computer.
Learning activity: Turning on your computer
1. Locate and press the On/Power button on your computer.
2. Wait for the computer to start up or ‘boot up’ – the monitor will display the booting
up screen.
3. If there is an account on the computer that requires a username and password to be
entered, this request will appear after the computer has booted up. Your facilitator
will be able to provide the information necessary to log in.
4. Enter this information and click log in and your computer should be ready to use.
Wait until everything is loaded – until you see a screen with a background image and
icons. It’s important not to try to use any of the icons until the computer has finished
starting up because that will make it take longer. The more applications and data on your
computer, the longer it takes to boot up.
Once you have entered your name and password and clicked on the log in button a new screen will
appear and you will see a number of small pictures/symbols called icons – this is called the
desktop and these icons can be moved around using the mouse (manipulated) to suit your
requirements.

Icons
Icons are small pictures on your computer’s desktop which represent objects on your computer like
programs, documents or folders.
Icons are found throughout your computer, in your Start menu, on your desktop and in folders.
They can display in different sizes, depending on where they are found.

Recycle Bin Computer Internet Explorer

The icons shown above represent the Recycle Bin, Computer (access to all the drives, files and
folders) and Internet Explorer (an internet browser application that we will discuss in detail
later). The images above are how these icons will look if you are using Microsoft Windows 7. If
you are using a different version of windows, these icons will look a little different. For example,

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in older versions of Microsoft Windows Computer is called My Computer; however the
functions of this application are the same.
Keyboard and mouse
In order to use applications on the computer you will need to be able to use the basic function of
the mouse and the keyboard. If you have not used a mouse or keyboard before or are not confident
in their use there are programs that allow you to practice these skills.

Learning activity: Icons

Make a list below of the icons that are currently on your desktop.

Shut down
It is important to close and save all applications that you have been using and then use the Shut
Down icon (found in the Start menu) to turn off your computer. If you just turn it off with the
power button you may lose data or corrupt the data.
After you have shut the computer down you can switch off the power of the computer and any
other peripheral devices.
To shut down your computer, click on Shut Down in the Start menu at the bottom left of your
screen.

Learning activity: Shut down

Shutdown your computer following the correct procedure, outlined above.

Section 2 – Manage Basic Computer Configurations

Settings
You can change settings on your computer to make it more comfortable and efficient to use. This
is called configuration.
You can configure the monitor settings and the mouse settings. You can also configure the power
settings so that your computer uses less power.
Monitor settings
You can adjust the brightness, contrast and colour of your monitor, just like you can on a
television. Monitors have buttons on them that let you adjust these.
The brightness setting lets you make the screen brighter or duller. You should set this so that it is
comfortable to look at given the lighting conditions of the room and so you don’t strain your eyes.
The contrast setting lets you change how close to white or black the colours on the screen will
look. You should set this so you can clearly see everything on the screen.

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The colour setting lets you change how close to red, blue and green the colours on the screen will
look. This is usually set at maximum for all three colours.
Mouse settings
You can adjust the settings of the speed and buttons on your mouse.
One of the button settings that you can change is the speed at which you need to double click. If
you are finding you are having problems double clicking, slowing this speed down can help while
you are getting used to it.
If you are left-handed, you can also choose to swap what the left and right mouse
buttons do.
You can change the speed of your mouse by changing its ‘pointer’ settings. This will change how
much the pointer on the screen moves whenever you move the actual mouse.
These changes can be made using the Accessibility Wizard in the Control Panel, which is found
in the Start menu. There are many accessibility options that you can customise here that will help
you use your computer
while you’re starting out.

Learning activity: Adjusting monitor settings

Adjust the following settings on your monitor to meet your needs:
● brightness
● colour
● contrast
Power-management settings
You can adjust the power settings on your computer so that it uses less power. These settings are
called power-management settings.
You can set your computer so that it automatically shuts down after a certain amount of time. This
can be useful if you often forget to turn your computer off.
An alternative to this is to set your computer so that it hibernates instead. This will save the same
amount of power as shutting it down will, but it will also save what you were doing before it shuts
down.
You can set your monitor to automatically turn off after a certain amount of time.
Learning activity: Adjusting the power settings
Adjust the power settings on your computer.
1. Click on the Start menu
2. Open the Control Panel
3. Click twice on the Power Options icon
4. Select your preferred options from those available.

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5. Click OK to save the settings you have selected.

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Operating systems and compatibility
An operating system (OS) is the foundation software installed on your computer which manages
and runs all further software applications and external hardware peripherals (printers, storage
devices, etc.).The operating system is the tool through which all the functions of the computer are
accessed.
Examples of popular modern operating systems are Linux, Mac OS X, UNIX and Windows. Every
operating system varies greatly in its appearance and functionality. The way they look and behave
is referred to as the ‘interface’ – the space between the user and the computer data.
It is important to know what operating system you use for many reasons. Your operating system,
including which version you use, will dictate the kind of software applications you can install and
run on your computer. If anything ever goes wrong with you computer hardware or software, the
IT technician will ask what Operating System you are using.
You can find out which operating system is on your computer by right-clicking on Computer or
My Computer on the desktop or in the Start menu, and selecting Properties.

Learning activity: Operating system

Identify your operating system on your computer and write it down in the space
below.
Applications, programs and software
Applications, programs and software allow you to create documents such as:
● letters, reports or documents (mostly text-based)
● spreadsheets
● presentations
● Media files such as photos and videos.
Programs that allow you to see how your files are organized and to copy, move, and rename files,
as well as perform other tasks pertaining to files, folders, and drives are an important part of all
operating systems.
● My Computer in Microsoft Windows
● My Documents in Microsoft Windows
● Finder in Mac OS X
All computers run a range of applications and programs that fulfil a number of purposes. Some
basic functions are listed below.
● Programs and software that allow you to communicate such as email, Skype and instant
messaging (IM).

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 ● Programs that allow you to access and find things on the internet such as search engines.
● Programs that allow you to manage computer, power and security such as anti-virus
software.
● Applications that allow you to play video and music such as Windows Media Player and
iTunes.
You can tell what applications are available on your computer by going to the Control Panel in
the Start menu and selecting Programs (in Windows 7) or Add or Remove Programs (in older
versions of Windows).

Learning activity: Software applications

Identify the applications currently installed on your computer and list them
below.
Installing and removing applications
There may be activities that you would like to do but do not have the applications installed on your
machine. You may also have applications on your computer which you do not require. You can
add and remove applications to provide the capability that you need. This can be done by
following the same steps as outlined above.
 Learning activity: Install and remove a software application
Install a software application that is available in your training environment. This may be
supplied on CD by you trainer/facilitator or you may have to download afree software
(freeware) application from the internet (such as Skype, Twitter, Firefox, VLC, Real
Player, etc.).
Once you have completed the installation, you should be able to view the application by
following the steps described above.
Remove the program from your computer.
2. Navigate and manipulate desktop environment
2.1Open, close and access features by selecting correct desktop icons
The desktop is the starting point and main screen area of your computer. It’s the first thing you see
when your computer has finished booting up.
The desktop on your computer is like the top of a real desk. From it you can access the files and
folders on your computer. Navigating involves using the pointer to move around the screen to
locate icons. These icons can be moved or manipulated by using your mouse to click and drag
them around the screen.

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Click and drag

1. Position your mouse pointer

over the file.

2. Left click and hold the file.

3. While still holding the left

mouse button, move the mouse.

4. Let go of the left mouse button.

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 1. Position your mouse pointer
over the file.

2. Right click on the name of the

file.

3. Move the mouse to Rename

and left click.

4. The name of the file will appear

in a white box.

5. Change the name of your file

and press Enter.

Section summary
At the end of this section you should know how to:
 alter computer and power management settings

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  add and remove applications
 navigate and manipulate the desk top
 use basic mouse and keyboard skills.
Section 3 – Use Basic Applications and Programs
Terminology
The terminology used for computer operations is often similar to those used in other environments
because the activities are similar.
Folders
A folder on a computer is similar to a folder in a filing cabinet. They can store any kind of file
including documents, pictures and videos, which can be added, moved, renamed and deleted. You
can organise the files in your folders however you like, but you should try to organise and name
them according to their content.

Saving
Saving a document allows you to name it and store it. Documents are usually saved into folders.
When you create a document you will be prompted to name and save it before you close it. If you
don’t save it there is a chance that all the data you have entered will not be available for future use.
Menus
Just like a menu in a restaurant, a menu on your computer is a list of options which you can choose
from.
To save space on your screen, a menu isn’t open all the time; instead each menu is usually
represented by a button that drops down when clicked on. An example of such a button is shown
below.

When you click on a menu title the menu opens and the available options drop down. You can then
select an option by clicking on it with your mouse’s left button, as shown below.

Windows
A window is a virtual box on the screen which is surrounded by borders. When you open
programs, applications, files and folders, they display the contents and functions available.
Because your computer can perform several functions at the same time, you will often have

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multiple windows open at the same time. You can move windows around the screen and change
their shape and size by stretching them at their sides or corners.
This picture shows two windows. One contains a program and the other shows the contents of the
computer. You will see that on window is sitting in front of the other. If you were to click on the
window, you would bring it to the front.

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 Learning activity: Altering files and folders
In this exercise you will open a folder and a file inside the folder, make some minor
changes to it and save it with another name. Your facilitator will advise which
document to open and which folder it is located in.
1. Go to the Start menu.
2. Click on My Documents.

3. Double-click on thefolder that your facilitator has suggested.

4. Select the document/file that you wish to edit by double clicking on it.
This opens the document.

5. Place your curser in the spot that you would like to add to and type what you 26
wish to add.
Don’t confuse these windows with Microsoft Windows – the operating system. If you see
Windows written with a capital ‘W’ and the trademark logo (™), then it’s actually referring to the
operating system Microsoft Windows which may be running on your computer.
Understanding the internet
The internet is a vast collection of millions of computers all over the world that are joined together
by telephone lines, cables or satellite links. The computers may belong to universities, government
agencies, businesses or private individuals but no person, organisation or government actually
owns the internet.
When you connect to the internet you can access news, opinions, discussions, music, video clips
and all kinds of other information that is on the other networks. It’s like having access to a massive
library – much larger than any other library on the world and growing rapidly each day.
The World Wide Web
The World Wide Web, or simply ‘the web’, is part of the internet. The web is a collection of
millions of pages of information, sound files and video files. The web links documents and files to
each other through a series of hyperlinks. These hyperlinks allow users to navigate to other web
documents and files. A hyperlink is a clickable element on a webpage that takes you to another
page or file on the internet. Hyperlinks are most commonly found in text, this is called hypertext.
Hypertext is traditionally blue, so you can see which references will direct you to another page.
The web is one of a number of services which work over the internet. Some of the others are:
 Email
 user network (USENET) newsgroups
 instant messaging (IM)
 file transfer protocol (FTP)
 Internet relay chat (IRC).
Each of these services has its own unique language, called a ‘protocol’. For example, the protocol
used by the web is called HTTP (for Hypertext Transfer Protocol).
How does it work?
Information is sent between these computer networks in small ‘packets’ of data using the correct
protocol. If the information being sent is large, like a video file for example, it might be broken up
into many data packets. Those packets may travel through numerous cables and computers in the
global network before they get to their destination and are reassembled into the original file.
What you need
To connect to the internet you need:
● a computer, tablet or internet-capable mobile phone

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 ● a modem, which is a device that connects your computer to the internet
● an account with an Internet Service Provider (ISP)
Accessing the web
After you have turned your computer on and established an internet connection you will need to
use a web browser to access the internet.
A web browser is a program on your computer, smartphone or tablet computer that allows you to
visit websites as long as you have an active internet connection. Every web page you visit runs
through your web browser.
There are several popular web browsers including:
● Internet Explorer from Microsoft
● Firefox from Mozilla
● Chrome from Google
● Safari from Apple
● Opera
These browsers look a little different and have slightly different features, but they all work in a
similar way. If you have are running windows on your PC or laptop, it will already have Internet
Explorer installed. If your computer is an Apple it will already have Safari installed.
All the web browsers are free so you can download a different browser and try it out
if you like.
To visit a website you will need to enter the URL or address of the site into the address bar.URL is
the technical term for a web address. It stands for Universal Resource Locator.
The address bar
The address bar is the space at the top of your web browser which shows the address of the web
page currently displayed and allows you to type in the address of a website that you’d like to visit.
Below is a picture of a web browser, showing the location of the address bar.

Online navigation
Navigating a website is finding your way around it. A website is made up of pages that you can
navigate between, similar to the pages of a book. There will be a series of links that allow you to
navigate around the website.
Whilst there are different web browsers, with different layouts and designs, they all work in a
similar way.

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All web browsers have a toolbar, which usually appears above the address bar. The way buttons on
this toolbar will look depends on which browser you are using.

Back Takes you back to a page you have already viewed

Takes to a page you have already viewed before you

Forward
clicked the ‘back’ button.

Reloads the website, this can be necessary when a page has

not loaded properly or you need to update the website
Refresh
content, for example if you are on an auction website you
can refresh the page to see the latest bid.
The home button takes you to the first page you see when
Home
you open your web browser.
Search engines
If you don’t know the address of the website, or you’d like to search the web for information on a
particular topic, then you need to use a search engine.
There are many search engines, but the most commonly used are Google, Yahoo and Bing. They
look a little different, but they all have a search box where you can type in some words describing
what you are looking for. These are called search terms.

The search engine goes and looks up your search terms in its catalogue, very much like the one in
your library. We call an electronic catalogue a ‘database’. The search engine then displays a list of
links to sites on the Web which match what you’re looking for. These are called ‘search results’.

The search engine may give you several thousand results. The most popular and the best matches
will be at the top of the list, but you may still have to look through a lot of information before you
find what you want.

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Search engines are constantly cataloguing the Web, sending out little programs to find and analyse
websites by following links. These programs are sometimes called spiders, crawlers or bots.
Search engines are owned by different companies who are in competition with each other, so they
keep the exact workings of their systems secret.
Tips for better search results
Here are some tips which will save you time by refining your search results. Let’s say you want to
buy books in Adelaide.
● Use more precise words – instead of just typing ‘books’, try ‘bookshops Adelaide’.
● Use double quotation marks to search for a specific phrase “best bookshop in Adelaide” will
give you many people’s opinions about where to shop.
● Don’t use too many words – avoid typing in full questions, as every word will be searched
for. Just use the key words instead.
● Put a minus sign in front of terms you don’t want to search for. If you want to leave out
shops owned by the Shonky Bookshop Company, you could put ‘-shonky’ in your search
terms.
● If you’re only looking for pictures, click on the ‘Images’ link at the top or left of the search
engine page.
● If you still can’t find what you want, try to think of another way of putting it. Instead of
searching for ‘footy scores’, try ‘AFL results’.
Assessing a search
With so much information available, it’s important to think about search results and the quality of
the information in them, and be careful what you read.
Let’s say you want to find out about treatments for back pain and you search for ‘medicine back
pain’. The results may contain articles by doctors, advertisements from pharmacology companies,
personal opinions by sufferers and wild claims about untested miracle cures. How can you tell
which information is useful to you?
An excellent approach is to think about:
● Currency – Is the information up to date?
● Reliability – Is the information mostly opinion? Is it balanced? Are there references and
sources for any claims made?
● Authority – Who wrote the information? What are their credentials? Are they reputable? Are
there advertisements on the website?
● Purpose/point of view – Is the information intended as opinion, fact or advertising?

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Learning activity: How to search the internet
In this exercise you will conduct a basic search on the internet for a website that explains how
to search the internet.
1. Choose which search engine you would like to use (Google, Yahoo, Bing, etc.)
2. In the text box, type ‘how to search the internet’.

3. Click on the Search button and a screen will appear with a list of websites that the search
engine has matched to your query.

31
 4. Open the top result, by clicking on the blue title, to determine whether it
contains the sort of information you are looking for.

5. Return to your search results by pressing the Back button.

6. Open another site from the list of results.
Computer security threats
The internet has many different websites, files and programs that you can view and download onto
your computer. In fact, it is possible for anyone to put just about anything onto the internet for you
to view and download. The internet is like a library where anyone can write a book and place it on
the shelves for other people to view. This is great because it means that we can view a wide range
of information on the internet that has been made by a wide range of people. However, this can
also be a risk because some people will write websites, files or programs to cause harm on
purpose. This is why we need to be careful when using the internet.
Computer security
Computer security refers to keeping your computer safe from programs and people that want to use
or change it without your permission. This includes keeping it safe in its physical environment,
such as making sure nobody can steal your computer and making sure nobody can use it without
typing in a password. Security also involves keeping it safe online – most of the threats to your
computer security come from the internet. There are a few things you can do to increase your
computer security. In the following sections we will list some common threats to computer
There are many possible threats to the security of your computer and yourself on the internet. We
will look into some of the more common ones below.

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Malware Malware is short for malicious software. This is the term used to describe any website, file
or program that is designed to cause harm to your computer or yourself. They are each
designed for different purposes, ranging from simple pranks to larger criminal activity,
such as identity fraud. A common effect of malware is slowing down your computer or
your internet connection.
Different types of malware include computer viruses, spyware and adware.
Security Malware can be installed on your computer through your web browser. These
flaws malicious programs often take advantage of security flaws in the more popular web
browsers such as Internet Explorer.
Security flaws are weaknesses in programs that can be exploited to cause harm. Older
versions of browsers are more at risk because they have security flaws that are well
known, but haven’t been fixed.
Scripts Malicious programs are often written as scripts. Scripts are programs that are run
on websites. Types of scripts include ActiveX, Java and JavaScript. Most scripts
are legitimate and do useful things, so a lot of web browsers are set up so they
automatically run any scripts that are on the website that you are visiting, without
asking you first. This means that scripts that are malware might be able to
automatically run on your computer without you knowing.
Pop ups Pop ups are additional web browser windows, usually containing advertisements,
that appear on your screen when you visit certain websites. Many pop ups are not
legitimate and will contain malware or be an attempt at phishing.
Cookies Cookies are small files that are saved to your computer by websites. It is how
websites ‘remember’ information you have given them, such as your username.
Like scripts, most cookies are legitimate and do useful things, so a lot of web
browsers are set up so they automatically save cookies on your computer, without
asking you first.
Cookies by themselves are not harmful. However, the information that they hold
about you might be used by people trying to steal your personal details. Each
cookie might only store a little bit of information, but together they can tell
someone a lot about the websites you have been visiting.

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Email Malware can be installed on your computer through email attachments.
attachments Email attachments are the files that are sent with emails that you can
open and save onto your computer. Like scripts and cookies, most email
attachments are legitimate and do useful things, only some are malware.
Often, when malware sent through email is opened, it will replicate itself
and send itself onto the people that are in your address book. This means
that they can spread to a lot of people very quickly.
Spam Spam is basically junk email. It is unsolicited bulk mail from senders
that you do not know, usually trying to sell a product.
Spam by itself is not much of a threat, but it may contain threats such as
malware or be an attempt at phishing.
Phishing Phishing is a play on the word ‘fishing’. Phishing refers to any online
communication made by a scammer that tries to trick you into giving up
your personal details such as your password or credit card details. They
are then usually used for criminal activities such as identity fraud.
Phishing is often done through fake websites or emails. The websites and
emails are set up so they look like a legitimate business or person that
will at some point ask you to enter your personal details.
Hackers A hacker is a person who uses or makes changes to your computer
without your permission. Hackers often use tools such as malware and
methods such as phishing to conduct their activities.
Hackers do this for different purposes, ranging from simple pranks to
larger criminal activity such as identity fraud.
Identity Identity fraud is when another person uses your personal information
fraud without your permission for their own personal gain or to cause harm.
Tools such as malware and methods such as phishing are often used to
steal personal information for this purpose.
Now that we have covered some of the common threats to your
computer security, we will look into some ways that you can protect
yourself from these threats.
Managing computer security
Just as hackers can use a range of tools and methods to create threats to your computer security,
you can use a range of tools and methods to protect your computer and yourself from these threats.
Firewalls
A firewall is a program that can be installed on your computer that helps to make sure that hackers
cannot access your computer and helps to make sure that only safe internet content is allowed onto
your computer.
You should always have a firewall running while you are on the internet so you are always
protected.
Antivirus programs
An antivirus program is used to protect against malware. It does this in two main ways – by
preventing it from being downloaded onto your computer and by removing it from your computer
if it was already present.
You should check any files that you have downloaded with an antivirus program before you open
it and you should run the antivirus program over the whole computer at least once a week.
Software updates
You should keep your web browser and operating system up to date by installing updates
whenever they are made available. Updates will often fix known security flaws in your web
browser or operating system, so this is an effective method to help prevent malware from running.
You should also ensure that you have the most recent version of the web browser that is available.
You can find out what the most recent version of your preferred web browser is by going to its
website.

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What else can I do?
You should always be careful when giving anyone your personal information or entering it into
any website, especially very sensitive information such as your password or credit card details.
Remember that the website that you are visiting or the email you are replying to may be a phishing
scam or otherwise harmful, so check carefully that it is legitimate before entering your details.
Now that you know some of the common threats to your computer security and some ways in
which you can protect yourself from these threats you can apply these to your everyday internet
usage to have a safer experience.
Use a generic and non identifying email address. Using your name in your email address may give
online ‘friends and ‘contacts’ access to more information about you than you want.
Keep your passwords private. If you share your password others can pretend to be you online.
Make your password hard to guess – use a mixture of letters, numbers and symbols.
To help you identify if a website or email is legitimate check the web address or the email address.
A fake website may have:
● suspicious looking web address
● Misspelt business names e.g. Fcaebook or Faceboook.If an email contains a link to a website
you can check the link before you click by holding the cursor over the link the web address
of the website will be displayed. Check that it is a proper looking web address.

Learning activity: Security scans

In this exercise you will conduct a basic security scan. You should do this under the
instruction of your trainer/facilitator – the process will change depending on the
security software installed in your training environment.
Select and initiate your scan.
If security threats are found, you need to decide whether you want to leave them in
place or remove them, you should make that decision in consultation with your trainer.
Removing a software threat usually involves clicking on a button that will have a name
such as Remove.

Section summary
At the end of this section you should know how to:
 recognise and use basic terminology
 use email
 search the internet
 be aware of threats to computer security and how to prevent them.

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Section 4 – Use Basic Peripheral Devices
Peripheral devices were identified and discussed in Section 1. In this section we will be using a
printer, an external storage device and an audio-visual device (digital camera).
Printers
Printer settings specify information about how a document is going to be printed and which printer
to use (if there is more than one available).
These can include:
● the cartridge type
● the layout
● the number of copies
● the orientation
● the paper size.
Learning activity: Printing
In this exercise you will use printer settings to print a document.
1. Go to the document you altered in My Documents from the learning activity ‘Altering
files and folders’.
2. Open the document by double clicking on it.
3. Go to the File menu at the top left of the screen – click on it to open it and
select Print.

4. Click on the down arrow next to the text box at the top of the window to show the
printers that are available.

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5. Highlight the printer you wish to use. The printer at the top of the list is the default
printer. This is the printer that will be used if another isn’t selected.

6. In the Page Range area Select All.

7. In the number of copies either type in the number you require or use the arrow button at
the side of the text box.

8. Click on Properties at the top right hand side of the Print settings box.

9. Under Orientation on the bottom right select Portrait and under DocumentOptions
select Printon both sides.
10. Click on OK at the bottom which takes you back to the Print settings page
and press OK again. Your document will now print.

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Audio-visual devices
Audio-visual devices were discussed in Section 1 of this Workbook. In this section we will look at
connecting a digital camera and downloading the images stored on it. The process for doing this
will vary greatly depending on the specific device you are connecting to the computer.
In this chapter we will be looking at connecting a digital camera, which is just one of the many
digital audio-visual devices that can be connected to a computer. The process for connecting the
digital camera available in you training environment will depend on the equipment you have
available.

External storage devices

Hard disks are mechanical devices which can break or wear out. If that happens they’re usually
very expensive to fix and they often can’t be fixed at all. Even if your computer works perfectly,
accidents happen from time to time.
Can you imagine what it would be like to lose all the files you’ve spent so many hours working on,
or your entire photo collection? It’s much cheaper, safer and less stressful to back up your files
properly.
Backing up and synchronising
Backing up and synchronising is very similar functions, which have different purposes.
Backing up is making a copy of your files and data so that if something goes wrong with your
computer you don’t lose anything.
Synchronising (or ‘syncing’) is copying files between two different devices so that the contents
match and you can use the files on both devices. For example, you may synchronise the music files
on your computer with your mobile phone or portable media player so that you can listen to the
same music on both.
Syncing a device often backs up files as well, to protect against losing data.
Copying to CD-R or DVD-R
Most computers can save files to CD-Rs or DVD-Rs. This is called ‘burning’.
CD-Rs usually hold 650MB of data and DVD-Rs usually hold4.7GB.
Pros It’s easy.
The disks are cheap and freely available.
If you buy quality brands and look after them they last a long time, maybe
decades.
Cons They don’t hold very much information, especially CD-Rs.
They can get scratched easily if not looked after.
Tips Always burn a whole disk and finalise it even if it’s not full. This may cost a
little more, but it’s safer and more flexible.
Avoid using cheap disks.
Don’t use rewritable disks (CD-RWs or DVD-RWs).
Keep disks in their cases in a cool dark place.

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External hard drives
External hard drives are a popular backup method because they hold a lot of information and are
relatively cheap for their capacity. They are just like the hard drive in your computer, but they
come in a separate box and connect to your computer with a USB cable.
Portable hard drives come in large range of capacities. External portable hard drives of 500MB to
1 Terabyte (TB) are becoming increasingly common and the cost of these larger capacities is
constantly decreasing.
Desktop hard drives come in larger capacities of over 1TB and require external
power supplies.
Pros They have a larger capacity than CD-Rs and DVD-Rs. They are relatively cheap.

Cons Even the portable ones are not very rugged, and being carried about or being
continually turned on and off make them prone to failure.
Tips Don’t buy a huge drive even if it seems good value. It’s just more data to lose if
something goes wrong. You’re better off buying two smaller drives to have two
backups. Look for hard drives that have 3 year warranties. Portable drives may be
more when it comes to knocks or bumps but are also more expensive.

USB sticks or flash drives

A USB memory sticks or flash drives are extremely portable and come in a range of sizes with a
range of storage capacities. They plug into a USB port on your computer.
Pros Very easy to use.
Extremely portable.
Reasonably reliable when it comes to losing data.
Cons Very easy to lose or break.
Easy to lose the covers.
Smaller capacity than hard drives.
Relatively high cost per megabyte.
Tips Don’t use them as a long term backup because they are easy to lose or break.
Look for USB sticks which slide into their cases for protection.
If you plan to carry your USB stick on a key ring, look for one with a metal
keyhole to avoid snapping.
Tips for backing up
Back up regularly. If you are doing important work, then back up every single day.
Make two backups. Your main disk can fail and so can your backup, so make another one.
Keep your backups somewhere safe. There’s no point in leaving your backups on or near your
computer. If there’s a robbery or fire, or you simply have an accident holding a drink, you may
lose your backups and your originals.
Test your backups. When you first start making backups and periodically after that, test them to
make sure they are working properly.
Learning activity 4.3
In this exercise you will back up, copy move and save information on an external
storage device. Your trainer/facilitator will make an external storage device available in

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your training environment. In this example we have used a USB Flash Drive. The
process will vary depending on the kind of device and computer you are using.
1. Connect the external storage device using the USB cable.
2. You will be asked what you want Windows to do. For this exercise, select Open
folder to view files.

This shows the files we have on our external storage device (in this example there are
no files stored on the device).

3. Go to the document you altered in My Documents from the learning activity

‘Altering files and folders’.
4. Highlight the file and go to the Edit menu in the top left hand corner of the screen
and select Copy.

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 5. Close My Documents using the white cross in the red square at the top right of
the window.

6. In the window for the storage device, select Paste from the Edit menu. Your
document will be copied to the device.
The amount of time this process takes will vary depending on the size of the file. When
it has been copied over, the file will be visible in the window for the storage device.
7. Close the Storage Device window.
8. Safely remove the device by clicking on the storage device icon at the right hand
bottom of the screen, as shown below.

9. Click on the pop up message ‘Safely remove…’ before disconnecting the

storage device.

Section summary
At the end of this section you should know how to connect and use:
 a printer
 an external storage device
 an audio-visual device.

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