PAGE 7 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

1.1 General Concepts

1.1.1 Hardware, Software, Information Technology

1.1.1.1 Understand the terms hardware, software, Information

Technology (IT).

Hardware
The term hardware refers to the physical components of your computer such
as the system unit, mouse, keyboard, monitor etc.

Software
The software is the collection of instructions which makes the computer work.
For instance, when you type in words via the keyboard, the software is
responsible for displaying the correct letters, in the correct place on the
screen. Software is held either on your computer’s hard disk, CD-ROM, DVD
or on a diskette (floppy disk) and is loaded (i.e. copied) from the disk into the
computers RAM (Random Access Memory), as and when required.

Information Technology (IT)

This is a general term which relates to the use of computers as an aid to
creating and maintaining data, i.e. information. IT is related to all aspects of
managing and processing information, especially within a large organisation.
Computers are critical to managing information, and computer departments
within large organisations are often called IT departments. Alternative
phrases are IS departments (Information Services) or MIS departments
(Management Information Services). People working with computers within
large companies will often refer to their job, as “working in IT”.

1.1.2 Types of Computer

1.1.2.1 Understand and distinguish between mainframe computer,

network computer, personal computer, laptop, personal digital assistant
(PDA) in terms of capacity, speed, cost, and typical users.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 8 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

What is a mainframe computer?

Mainframe computers are the big, powerful, expensive computers used in the
background by most large organisations. The power of the mainframe can be
distributed amongst many people accessing the mainframe via their own PC.
Organisations such as large insurance companies would use the mainframe to
keep track of their policyholders and send out renewal notices.

What is a PC?
IBM invented the PC (Personal Computer) way back in 1981. All PCs released
since then are in many ways compatible with the original design, though
many extensions have been made. The term PC compatible relates to PCs
manufactured by companies other than IBM which are compatible with the
traditional PC specification. In the early days, most PCs ran an operating
system called DOS (Disk Operating System). These days most PCs will be
running a version of Microsoft Windows.

What is a Mac?
The Apple Mac is a computer, but NOT a PC. It uses a different operating
system, and requires special versions of application programs (such as word-
processors or spreadsheets). Even the hardware add-ons have to be
customised to some extent to be able to be connected to a Mac. In the early
days the thing which really distinguished the Mac over the PC was the GUI
(Graphical User Interface), or in plain English the way you could use the
mouse to drive the computer. In the early days of the PC, you really had to
be a bit of an expert to use and maintain your PC. Recently the differences
between the PC and the Mac have blurred, with Microsoft buying a stake in
Apple.

More information: http://www.apple.com

What is a networked computer?

A network allows you to connect two or more computers together. This allows
data stored on one PC to be retrieved by other PCs connected to the network.
It also allows the sharing of resources. Thus instead of each PC requiring its
own printer to be directly connected to it, you can have a single printer
shared amongst many networked PCs. In the early days, to network PCs
together was a complicated task, only to be attempted by qualified

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 9 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

professionals. These days most people with a good working knowledge of

Microsoft Windows can install and configure a Windows based network.
However to get the best out of your network, in terms of performance and
security, still requires a qualified, experienced technician.

What are laptop & palmtop computers?

Laptop computers, as the name implies, are small portable computers which
can run on batteries as well as mains power. They use special screens, rather
than the traditional bulky VDUs (Visual Display Units), which allows for longer
battery life as well as portability. A newer term, “Notebooks”, simply
indicates a VERY small laptop. These are especially popular with salespersons
on the move or people giving presentations. While they tend to still be more
expensive than an equivalent Desktop computer, they can now match the
power of a Desktop computer. Palmtops are even smaller computers which
can literally fit into the palm of your hand.

What is a Personal Digital Assistant (PDA)?

These devices use a special pen, rather than a keyboard and can be used for
storing and retrieving information. Like most computer devices, many can
connect to the Internet. They are extremely compact.

Types of computer - Mainframe

Capacity: Very powerful computers often connected to many individual PCs
over a network.

Speed: Much faster than PCs used for processing large amounts of data such
as mail-shots, salaries, tax etc.

Costs: Very, very expensive, only affordable by large companies.

Typical Users: Only used by large companies including banks, building

societies etc.

Types of computer - PC
Capacity: Large hard disks combined with a work working memory (RAM)

Speed: Fast. Normally measured in GHz.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 10 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Costs: Getting cheaper by the day.

Typical Users: Home users, large and small offer users. Education, Doctors.
In fact just about everyone needs to know how to operate a PC these days.

Types of computer - Networked PC

Capacity: Large hard disks combined with a work working memory (RAM)

Speed: Fast. Normally measured in GHz.

Costs: A PC only requires an inexpensive card to be added to it to connect it

to a network.

Typical Users: Due to ease of networking a PC these days just about anyone
can network PCs together.

Types of computer - Laptop

Capacity: Large hard disks combined with a work working memory (RAM) –
Often less powerful than for a PC of equivalent price.

Speed: Fast. Normally measured in GHz. Often speed specifications are less
than for a PC of equivalent price.

Costs: Components need to be much more compact, so there is a price

overhead when compared to a PC of equivalent power.

Typical Users: Business users, people on the move, educational users.

Types of computer - Palmtop

Capacity: Much smaller storage capacity compared to a PC.

Speed: Much less than a PC unless you pay a lot extra.

Costs: In relative terms expensive when compares to a PC.

Typical Users: Mostly business users.

Types of computer - PDA (Personal Digital Assistant)

Capacity: Much smaller storage capacity compared to a PC.

Speed: Much less than a PC unless you pay a lot extra.

Costs: In relative terms expensive when compares to a PC.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 11 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Typical Users: Mostly business users.

1.1.3 Main Parts of a Personal Computer

1.1.3.1 Know the main parts of a personal computer such as: central
processing unit (CPU), hard disk, common input or output devices, types
of memory. Understand the term peripheral device.

The System Unit

The "system unit" is the name given to the main PC box which houses the
various elements which go together to make up the PC. For instance within
the system unit is the computer system's motherboard, which contains all the
main components, such as the CPU. The system unit also houses items such
as the hard disk, the floppy disk and CD-ROM drives etc. System units come
in two basic varieties, the tower version, as illustrated, or a desktop version,
which is designed to sit on your desk with your monitor on top of the system
unit.

The System (Mother) Board

The system (mother) board is contained within your system unit and all the
vital computer systems plug directly into the system board. The CPU is
normally housed on your system board along with all the other electronic
components. Other items such as the hard disk are attached to the system
board, either directly or via cables. These boards are getting smaller and
smaller as the components become more integrated. If you open up a
modern system you will find that it is mainly full of air.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 12 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

The CPU
The CPU (Central Processing Unit) is normally an Intel Pentium (or
equivalent) and it is one of the most important components within your
computer. It determines how fast your computer will run and is measured by
its MHz or GHz speed. Thus, a 2 GHz Pentium is much faster than say a 1
GHz Pentium CPU. It is the CPU which performs all the calculations within the
computer, when running programs such as word-processors, spreadsheets
and databases. See page 19 for more information.

Memory (RAM)
The RAM (Random Access Memory) within your computer is where the
operating system is loaded to when you switch on your computer and also
where your applications are copied to when you start an application, such as
a word processor or database program. When you create data, (e.g. letters
and pictures), these are initially created and held in RAM and then copied to
disk when you save the data. As a rule of thumb, the more RAM you have
installed in your computer the better. These days you will commonly find
over 128 Megabytes of RAM installed.

ROM-BIOS
The ROM-BIOS (Read Only Memory - Basic Input Output System) chip is a
special chip held on your computer's system (mother) board. It contains
software which is required to make your computer work with your operating
system, for instance it is responsible for copying your operating system into
RAM when you switch on your computer.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 13 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Serial Port
The serial port is a socket located at the back of your computer which
enables you to connect items to the computer, such as a modem. They are
commonly labelled as COM1 or COM2.

Parallel Port
The parallel port is a socket located at the back of your computer which
enables you to connect items to the computer, such as a printer. It is
commonly labelled as LPT1 or LPT2.

Universal Serial Bus (USB)

The Universal Serial Bus is a relatively new item within the PC. You will see
one or more USB sockets at the back of the system unit, allowing you to plug
in devices designed for the USB. These devices include printers, scanners and
digital cameras.

What are input devices?

Input devices allow you to input information to the computer and include
things such as the keyboard and mouse.

What are output devices?

Output devices allow you to output information from the computer and
include the printer and the monitor.

What is a peripheral device?

A peripheral device is any device which you can attach to your computer.
Thus, you could attach a scanner or modem to the back of your system unit.

The Keyboard
An Input device. The keyboard allows you to type information into the
computer. It has evolved over the years and many people now use a

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 14 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Microsoft style keyboard, which has additional keys designed to make

Microsoft Windows easier to use.

The Mouse
An Input device. When using an operating system, such as Microsoft
Windows, you use the mouse to select drop down menus, to point and click
on items, to select items and to drag and drop items from one place to
another.

CD
Most computers are now supplied with a CD-ROM (Compact Disc - Read Only
Memory) drive. CD-ROM discs look exactly like music CDs but contain
computer data instead of music. The advantage of a CD-ROM is that it can
hold a vast amount of data (equivalent to the storage capacity of over 450
floppy disks). The other big advantage of CD-ROMs is that they are
interchangeable. This means that you can own a range of different CD-ROMs
and choose which one to insert into your CD-ROM drive.

DVD Drives
Short for "Digital Versatile Disk”. Similar to CD-ROM drives but allows you to
use DVD disks, which contain vastly more information than a traditional CD-
ROM disk. These also transfer the data from the disk to the computer far
faster, allowing you to watch movies on your computer screen. A CD-ROM
can store 650 MB of data, while a single-layer, single-sided DVD can store
4.7 GB of data. The two-layer DVD standard allows a capacity of 8.5 GB. A
double-sided DVD increases the storage capacity to 17 GB (or over 25 times
the data storage capacity of a CD-ROM).

Floppy disk
Floppy disks are also known as diskettes. They are very slow compared to
hard disks or CD-ROMs, and hold relatively small amounts of data (1.44
Mbytes). Sometimes people will backup (i.e. copy) important data from their
hard disk to floppy disks. However, as diskettes are notoriously unreliable
this is not the best way of backing up valuable data (but is better than
nothing).

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 15 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Zip Disc
A Zip disk is like a bigger version of the floppy disk, the main difference being that a
single Zip disk can hold up to 250 Mbytes of data. They also offer increased speed
compared to the old floppy disk.

Hard (Fixed) Disk

Hard disks are the main, large data storage area within your computer. Hard
disks are used to store your operating system, your application programs
(i.e. your word processor, games etc) and your data. They are much faster
than CD-ROMs and floppy disks and can also hold much more data. The
picture shows the inside of a hard disk (which you would not normally see).
Hard disks are installed within the system unit of your computer.

The Monitor
An output device. The monitor is the TV type screen on which you view your
programs. They are supplied in different sizes, common sizes range from 15"
to 21" screens. You should be aware that poor quality or badly maintained
monitors could harm your eyesight.

Additional items or cards

Many 'extra' components can easily be fitted to your computer, which has the
advantage of making the computer 'upgradeable' as newer and better
hardware comes along.

Sound cards and speakers

Many computers are now supplied with sound cards and speakers which
means that when you run 'multi-media' programs, you can listen to sounds
which are played back via your computer. If you have a microphone and
suitable software, you can also record sounds. You can even purchase special
software which will allow you to talk to your computer and get the computer
to type the words you have spoken on your screen. In time, this type of
software may replace the keyboard.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 16 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Modems
A modem is a device which is used to attach your computer to the telephone
system. The modem converts data into sound which is sent over the
telephone line, the receiving modem turns the sounds back into data. If you
wish to connect to the Internet, you will need a modem (or equivalent
device). Modems used to be large boxes that you had to plug into the
computer, but now modems boxes have become very small and in many
cases the modem is actually inside the computer. If you are using ISDN or
broadband then you will use another device similar to a modem.

Printers
Most data is printed once you have created it and there are a vast number of
different printers available to accomplish this. Most common are ink jet and
laser printers both of which can now produce coloured output (at a cost).

Scanners
Scanners allow you to scan printed materials into your computer, which can
then be stored within the computer. These pictures can then be altered,
resized and printed as required.

Recordable CDs
CD-ROMs are read-only devices, but increasingly people are purchasing a
special type of CD drive unit which allows you to record data, music or video

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 17 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

to your own CDs. These devices require the purchase of special CDs to which
you can write, called CD-R (Compact Disc – Recordable).

Tape backup
A tape backup unit allows for regular backing up of your data. These tapes
can store a vast amount of data at a low cost. DAT (Digital Audio Tape)
devices are commonly used for backups. The DAT tapes which are used can
backup enormous amounts of data (i.e. over 4 GBytes per tape). The devices
are also fast and reliable.

What is PCMCIA?
Portables by their very nature are very compact and require smaller than
standard parts such as hard disks and CD-ROM drives. Many portables are
supplied with special adaptor sockets which enable what are called PCMCIA
compatible hardware to be connected to them. PCMCIA components tend to
be more expensive than standard computer parts which are designed for
more bulky desktop computers.

More information: http://www.pcmcia.org

1.1.4 Computer Performance

1.1.4.1 Know some of the factors which impact on a computer’s

performance, such as: CPU speed, RAM size, the number of applications
running.

Factors affecting performance

CPU Clock speed: The computer clock speed governs how fast the CPU will
run. The higher the clock speed the faster the computer will work for you.
The clock speed is given in megahertz (MHz). The original IBM PC ran at 4.77
MHz whereas modern PCs will run at over 2000 MHz, which gives you an idea
of how far things have progressed. The higher the MHz speed the faster the
computer.

RAM size: As a rule the more memory you have the faster the PC will appear
to operate. Windows also uses the hard disk a lot, so logically the faster the
hard disk can operate then again the faster the PC will appear to run.

Hard disk speed and storage: Hard disks are also measured by their
speed, defined by the disk access time, which is measured in milliseconds.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 18 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

The smaller this access time the faster the hard disk will store or retrieve
data. The data storage capacity of hard disks continues to increase as new
products are released. The disk storage capacity is measured in Gigabytes
(GBytes). 1 GByte is equivalent to 1024 Mbytes.

Free Hard Disk Space: To get the most out of your Windows based PC, you
not only need a fast hard disk but also a large hard disk with plenty of "spare
space". This is due to the fact Windows is constantly moving data between
the hard disk and RAM (Random Access Memory). Microsoft Windows will
create many so-called “temporary files” which it uses for managing your
programs. In fact, if you have very little free hard disk space you may find
that Microsoft Windows will not be able to run your programs at all.

De-fragmenting Files: If you are running Windows you may find that if you
click on the Start menu, select Programs, and then select the Accessories
/ System tools group, there is a de-fragmentation program. Running this
periodically may noticeably speed up the operation of your PC. When you use
a PC, over a period of time the files get broken up into separate pieces which
are spread all over the hard disk. De-fragmentation means taking all the
broken up pieces and joining them back together again.

Multitasking considerations: Windows is a multitasking system, which

means that it can run more than one program at a time. However the more
programs which are running at the same time, the slower each one will run.
To some extent this slowing effect depends on what each program is doing.
Editing a large, full colour picture for instance can take up a lot of CPU time.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 19 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

1.2 Hardware

1.2.1 Central Processing Unit

1.2.1.1 Understand some of the functions of the CPU in terms of

calculations, logic control, immediate access memory. Know that the
speed of the CPU is measured in megahertz (MHz) or gigahertz (GHz).

The CPU (Central Processing Unit)

The CPU is the brains within your computer. It performs most of the
calculations within the computer and is responsible for the smooth running of
your operating system (Microsoft Windows) as well as your application
programs, such as word-processors, spreadsheets and databases. There is a
small amount of memory associated with the CPU, which it uses to perform
these operations. It also accesses and uses the main memory (RAM -
Random Access Memory) within your computer. In many ways, the CPU is
the single most important item within your computer which governs the
overall speed of your computer. The CPU's speed is measured in MHz. This
relates to the frequency at which the CPU runs and the higher the MHz rating
of your CPU the faster your computer will run. To give you some indication of
how PCs have advanced over the years, the original IBM PC released in 1981
ran at less than 5 MHz while modern PCs can run at speeds well in excess of
2000 MHz (2 GHz). Note that 1000 MHz is the same a 1 GHz.

More information:
Intel: http://www.intel.com
AMD: http://www.amd.com
Cyrix: http://www.viatech.com

1.2.2 Memory

What is computer memory?

You can store data on your hard disk, while data which is being processed is
stored in RAM (Random Access Memory). Data which is stored on a hard disk
can be permanent, while data in RAM is only temporary. Normally when
people talk about memory in relation to a PC, they are talking about RAM.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 20 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

1.2.2.1 Understand different types of computer memory such as: RAM

(random-access memory), ROM (read-only memory) and distinguish
between them.

What is RAM?
Random Access Memory (RAM) is the main 'working' memory used by the
computer. When the operating system loads from disk when you first switch
on the computer, it is copied into RAM. The original IBM PC could only use up
to 640 KB of memory (just over half a megabyte), whereas a modern
computer can effectively house as much RAM as you can afford to buy.
Commonly modern computers are supplied with over 128 MB of RAM. As a
rough rule, a Microsoft Windows based computer will operate faster if you
install more RAM. When adverts refer to a computer having 128 Mbytes of
memory, it is this RAM which they are talking about. Data and programs
stored in RAM are volatile (i.e. the information is lost when you switch off the
computer).

What is ROM?
Read Only Memory (ROM) as the name suggests is a special type of memory
chip which holds software which can be read but not written to. A good
example is the ROM-BIOS chip, which contains read-only software. Often
network cards and video cards also contain ROM chips.

What is the ROM-BIOS?

The 'Read Only Memory Basic Input Output System' chip is a chip located on
the computer's system (mother) board, which contains software. This
software performs a variety of tasks. When you first switch on the computer
the ROM-BIOS software performs a self-diagnostic to check that the
computer is working OK. This software then loads your operating system
from the disk into the RAM.

What is flash BIOS?

Most modern computers are actually supplied with a flash BIOS rather than a
ROM-BIOS. This chip contains exactly the same type of in-built software, but
has the advantage that the software on the chip can be upgraded. This
upgrade is achieved by simply running a small program supplied by the
computer manufacturer.

What is video (graphics) memory?

The picture which you see on your screen is a form of data and this data has
to be stored somewhere. The on-screen pictures are held in special memory

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 21 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

chips called video memory chips; these chips are usually located on the video
card. A modern computer will be supplied with several Megabytes of video
memory.

1.2.2.2 Know how computer memory is measured; (bit, byte, KB, MB, GB,
TB). Relate computer memory measurements to characters, files and
directories/folders.

It is important to understand the following terminology:

Basic Units of Data Storage: It is important to realise that the term digital
computer refers to the fact that ultimately the computer works in what is
called binary. Humans work in tens (because we have 10 fingers). To use the
jargon humans work in base 10. A digital computer uses the numbers 0 and
1 (or on and off if you prefer). When we talk about computer storage, either
the amount of memory (RAM) or the hard disk capacity we are talking about
numbers which are multiples of 0 or 1.

Bit: All computers work on a binary numbering system, i.e. they process
data in ones or zeros. This 1 or 0 level of storage is called a bit. Often
hardware is specified as a 32-bit computer, which means that the hardware
can process 32 bits at a time. Software is also described as 16 bit, 32 bit or
64 bit software.

Byte: A byte consists of eight bits.

Kilobyte: A kilobyte (KB) consists of 1024 bytes.

Megabyte: A megabyte (MB) consists of 1024 kilobytes, approximately

1,000,000 bytes.

Gigabyte: A gigabyte (GB) consists of 1024 megabytes, approximately

1,000,000,000 bytes.

Terabyte: A terabyte (TB) consists of approximately 1,000,000,000,000

bytes.

Files: Data and programs are stored on your disk as files. There are different
types of files, such as the files in which you store your data, the files which
contain your programs and also files used to store your operating system
(such as Microsoft Windows).

Directories (folders): Directories or folders are used to group files with a

similar theme together. For example, you could have a folder called
“Accounts” containing all your accounting related files, or a folder called
“Customers” containing correspondence with your customers. Folders can
also contain sub-folders to further divide files. The uppermost level folder is
often referred to as the “root” folder (or directory). Sometimes you may see

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 22 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

a diagrammatic representation of folders, as illustrated below.

In this example, we have the root folder at the top. Below this are three sub-
folders called Data, Programs and Games.

Records: A record is a collection of data held within a file. It is the sort of

storage unit used by a database. For more information, please see the ECDL
module concerned with databases.

1.2.3 Input Devices

1.2.3.1 Identify some of the main devices for inputting data into a
computer such as: mouse, keyboard, trackball, scanner, touchpad, light
pen, joystick, digital camera, microphone.

The Mouse
The mouse came into common use on a PC with the introduction of the
Microsoft Windows operating system. Before this, the operating system
(DOS) would normally be controlled via the keyboard. These days it is vital to
be a competent mouse user. There are many different types of mice, a
commonly used model now has a small wheel on it which when combined
with the correct software allows additional functionality and fine control over
the use of your applications.

The Keyboard
The keyboard is still the commonest way of entering information into a
computer. There are a number of different types, including those specially
designed for use with Microsoft Windows. The quality of the keyboard is often

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 23 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

overlooked when buying a PC; it should be robust and easy to use.

Tracker Balls
A tracker ball is an alternative to the traditional mouse and favoured by
graphic designers. Tracker balls often give much finer control over the
movement of the items on the screen. They may take a while to get used to
if you are used to the traditional mouse, but offer a lot in terms of added
flexibility.

Scanners
A scanner allows you to scan printed material and convert it into a file format
which may be used within the PC. You can scan pictures and then manipulate
these inside the PC using a graphics application of your choice. In addition,
you can scan printed text and convert this not just to a picture of the text but
also to, actual text which can be manipulated and edited as text within your
word-processor. There are a number of specialist programs, generically called
OCR (Optical Character Recognition) programs which are specifically designed
for converting printed text into editable text within your applications.

Touch Pads
A touch pad is a desktop device and responds to pressure. Used in
conjunction with a special pen they can be used by graphic artists wishing to
create original, digital artwork.

Light Pens
A light pen is used to allow users to point to areas on a screen and is often
used to select menu choices.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 24 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Joysticks
Many games require a joystick for the proper playing of the game. There are
many different types, the more sophisticated respond to movement in 3 axis
directions, as well as having a number of configurable buttons. Like most
things in life you get what you pay for with joysticks and it is worth investing
in a good, strongly constructed model, especially bearing in mind that
children will hammer these devices whilst playing games.

Voice input for PCs (microphones)

Early voice recognition systems offered very poor results, due to the
limitations of the software combined with hardware limitations. It takes an
awful lot of CPU processing power to convert the spoken word into text which
appears on the screen. Things are changing rapidly however and recent
systems allow you to talk to a PC and see text appear on the screen. Most of
these systems require an initial training period, where you train the software
to respond to your particular voice. Whilst still not perfect this is a key
technology of the future.

Web Cams
Ever since it was invented, the Web has become increasingly interactive. You
can now use a small digital movie camera (a Web cam) mounted on the PC
monitor to allow two-way communication involving not just text
communication but sound and video communication as well. While not yet

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 25 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

considered a standard piece of PC kit, it is only a matter of time …

Digital Cameras
A digital camera can be used in the same way a traditional camera can, but
instead of storing images on rolls of film which require developing, the
images are stored digitally in memory housed within the camera. These
pictures can easily be transferred to your computer and then manipulated
within any graphics programs which you have installed on your computer.
Currently they are limited by the quality of the image recorded and the
number of pictures which you may store within the camera.

1.2.4 Output Devices

1.2.4.1 Identify common output devices for displaying the results of

processing carried out by a computer, such as: monitors, screens,
printers, plotters, speakers. Know where these devices are used.

The VDU (computer monitor or screen)

The VDU (Visual Display Unit) is the computer screen used for outputting
information in an understandable format for humans. Remember that at the
end of the day the computer works in binary code (a series of on/off
impulses). It is hard to realise that the original electronic computers did not
have a screen.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 26 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Flat screen monitors

Traditional computer monitors are based on the same sort of technology
which is used within a television screen.

More recently, flat screen computer monitors have become available. These
take up a lot less room on a desk and use less energy than the traditional,
more bulky monitors.

Screen size
You should be aware that often if you specify a screen of a certain size, say a
17-inch screen, this is the size measured diagonally, not horizontally across
the screen. If you are upgrading you should also ask for the "visible viewing
area" of the screen.

Graphics for games

Many games require very advanced graphics cards (boards) to be installed
within your computer to make them run. These advanced graphics cards
contain their own CPU which is dedicated purely to displaying the graphics on
your screen. You should find that a recent PC has this advanced graphics
capability built-in whereas PCs from only 2-3 years ago may not.

Computer presentation projection devices

These are projection devices which can be attached to your computer and are
useful for displaying presentations to a group of people. They are best used
in combination with presentation programs, such as Microsoft PowerPoint.
They are used within education and are also very popular for sales
presentations. The price of these devices has dropped dramatically recently.
When purchasing one of these devices the two things to look out for are the
resolution (go for a minimum of XGA) and the brightness of the lamp (the
brighter the better). Other factors to be aware of are the quietness (or
otherwise) of the device, as well as the cost of replacement bulbs.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 27 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Different types of printer

There are many different types of printers. In large organisations, laser
printers are most commonly used because they can print very fast and give a
very high quality output. In most organisations, the printers are connected to
the computers via a network. This means that each person with a computer
does not require his or her own printer. Each computer connected to the
network can print using a particular shared printer.

Laser printers
Laser printers produce high print quality at high speed. They are called "laser
printers" due to the fact that they contain a small laser within them. There is
a wide range of laser printer manufacturers and one buzzword to be aware of
is Postscript, a type of printer which is designed to give very high quality
reproduction of pictures.

Colour laser printers

Originally, most laser printers would only print in black and white (mono).
More recently colour laser printers have dropped in price and are entering
wide spread use. While many of these produce excellent results, you should
be aware of the fact that the "price per page", especially if you are using a lot
of colour on a page can be very high compared to the cost of printing in black
and white.

Inkjet printers
Inkjet printers work by using tiny jets to spray ink onto the paper. Inkjet
printers are very quiet in operation and produce print quality comparable to
that of laser printers, though laser printers still have the edge in terms of
speed. Inkjet printers are ideal for low volume printing where high quality

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 28 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

print is required and speed is not a high priority, e.g. printing letters in a
small office or in the home.

Dot Matrix printers

Dot matrix printers work by firing a row of pins through an ink ribbon onto
the paper. The more pins the print head has the higher the quality of the
print, most modern dot matrix printers have 24 pins. Unfortunately, dot
matrix printers can generate a lot of noise and do not produce a very high
quality of print, especially when printing graphics. As a result, the inkjet
printer has now largely replaced the dot matrix printer. Dot matrix printers
are used for high volume / low quality printing, e.g. printing company pay
slips.

Printer Memory
It is important to realise that most printers have their own memory chips, in
the same way that each computer has its own memory. If you are printing
very large graphics (i.e. pictures), and want the best quality output from your
printer then you should consider adding more memory to your printer. This
must only be done by a qualified person, and has the benefit of really
speeding up the rate at which you can print pages in many cases.

Cost of running a printer

When you buy a printer, one of the things the salesperson will not necessarily
stress is how much it will cost to keep that printer running. Laser printers do
not use ink; they use something called toner which is normally supplied in a
sealed unit called a toner cartridge. Each toner cartridge will allow you to
print a certain amount of pages and when the toner is used up it needs to be
replaced. In some cases the costs of these toner cartridges is very high. Ink
jet printers can work out even more expensive to run.

Plotters
A plotter is an output device similar to a printer, but normally allows you to
print larger images. Their use is common in the design and research sector.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 29 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Speakers
Most computers are sold with the capability to add a pair of speakers to your
system unit. In fact, in some cases, the monitor may have speakers built
directly into the unit. This enhances the value of educational and presentation
products and can now be considered a standard PC component.

Speech synthesizers
A recent development is the ability not only to display text on a monitor but
also to read the text to you. Thus, you could receive a text email from a
colleague and the system could read that email to you. This is of enormous
benefit to the visually impaired when using a computer. On the flip side, it is
now possible to use a microphone to talk to the computer and for the
computer to directly convert the spoken word into text which will be
displayed within say your word-processor. Whilst these systems are far from
foolproof they are getting better as more advanced software is being made
available.

1.2.5 Input/Output Devices

1.2.5.1 Understand some devices are both input/output devices such as:
modems, touch screens.

Input/Output devices
Some devices are both input and output devices. A modem can be used for
downloading information from web sites and receiving emails. It can also be
used for uploading and sending emails. A touch screen can display a menu
system (output device), and accept input when people touch the menus
displayed on the screen.

1.2.6 Storage Devices

1.2.6.1 Compare the main types of memory storage devices in terms of

speed, cost and capacity such as: diskette, Zip disk, data cartridges, CD-
ROM, internal, external hard disk.

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 30 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Internal hard disks

Speed: Very fast. The speed of a hard disk is often quoted as "average
access time" speed, measured in milliseconds. The smaller this number, the
faster the disk is.
Capacity: Enormous. Measured in Gigabytes. A Gigabyte is equivalent to
1024 Megabytes.
Cost: Hard disks costs are falling rapidly and normally represent the
cheapest way of storing data.

External hard disks

Speed: Normally slower than internal disks, but more expensive versions
offer the same performance as internal hard disks.
Capacity: Same as internal disks.
Cost: More expensive than internal disks.

Zip drives
You can install a Zip drive into your computer and then you can insert Zip
disks into that drive. The great thing about these disks is that you can
remove one disk and replace it with another, in exactly the same way that
you can place different diskettes in your diskette drive. They are great for
backing up data and exchanging data between non-networked computers.

Speed: Slower than normal hard disks but ideal for backups.
Capacity: 100 or 250 Megabytes.
Cost: You have to consider both the cost of the drive, plus the cost of each
disk which you wish to use in the drive. Often suppliers will sell the drive plus
a pack of 5 disks at a bundled discount price.

Jaz drives
A Jaz drive is similar in concept to a Zip drive. The main difference between
them is that a Jaz drive can hold a lot more data. Alas, the disks are not the
same as used in a Zip drive and as a result, you cannot use a Zip disk in a
Jaz drive or a Jaz disk in a Zip drive.

Speed: Slower than normal hard disks but ideal for backups

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 31 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Capacity: Around 2 Gigabytes (2048 Megabytes).

Cost: You have to consider both the cost of the drive, plus the cost of each
disk which you wish to use in the drive. Often suppliers will sell the drive plus
a pack of 5 disks at a bundled discount price.
More information: http://www.iomega.com

Diskettes (floppy disks)

Speed: Very slow.
Capacity: Normally 1.44 Mbytes.
Cost: Very cheap.

CD Disks
Speed: Much slower than hard disks. The original CD-ROM specification is
now given a value of 1x speed, and later, faster CD-ROMs are quoted as a
multiple of this value. Thus, a 50x CD-ROM is 50 times as fast as the original
1x speed CD-ROM specification.
Capacity: Around 650 Mbytes.
Cost: CD drives are becoming very inexpensive. The disks themselves are so
cheap that they are often given away when they contain samples or demo
software (i.e. free versions).

DVD Drives
Speed: Much faster than CD drives but not as fast as hard disks.
Capacity: Up to 17 GBytes.
Cost: Slightly higher than CD drives.

What is the difference between internal and external hard disks?

Internal hard disks are located inside your main computer unit, while external
hard disks are joined to the main computer unit via a lead which you plug
into the back of your computer unit. Some external hard disks will plug into
the USB port (connector) located at the back of your computer. Other
external hard disks require the installation of a special card within your

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 32 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

computer which allows the connection of the external hard disk to the
computer unit.

1.2.6.2 Understand the purpose of formatting a disk.

Why format a disk?

Originally when you purchased a pack of floppy disks (diskettes), you had to
format them prior to use. Today, most floppy disks are supplied pre-
formatted.

Formatting a disk is like putting lines on a blank sheet of paper, so that you
can write on that paper. Formatting allows the operating system (i.e.
Windows) to read information stored on the disk and also to store information
on the disk.

The manufacturer will have formatted your hard disk for you prior to
delivering the PC to you. You should be very careful about formatting a disk,
as any data on the disk will be lost after re-formatting. You would not
normally format a hard disk, this should only be done by a qualified person.
You do not even need to know how to format a hard disk!

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 33 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

1.3 Software

1.3.1 Types of Software

1.3.1.1 Distinguish between operating systems software and

applications software. Understand the reasons for software versions.

What is an Operating System?

The operating system is a special type of program which loads automatically
when you start your computer. The operating system allows you to use the
advanced features of a modern computer without having to learn all the
details of how the hardware works.

What is an Application Program?

An application program is the type of program which you use once the
operating system has been loaded into memory (RAM). Examples include
word processing programs (for producing letters, memos etc), spreadsheets
(for doing accounts and working with numbers), databases (for organising
large amounts of information), games and graphics programs (for producing
pictures, advertisements, manuals etc).

Why are new versions of software released year after year?

A cynic might say 'so that the companies which manufacture software can
continue to make money each year'. Another cynic may say ' so that you can
pay to have the unfinished version you bought last year patched up a little,
so there are less bugs in it this year'. The software manufactures claim that
each new release has less bugs, greater flexibility and more features. Often if
you wish to see the version of software you are using, you can click on the
product’s Help drop down menu, and then click on the About (or similar)
command.

1.3.2 Operating System Software

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 34 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

1.3.2.1 Describe the main functions of an operating system and name

some common operating systems.

What is an Operating System?

The operating system is a special type of program which loads automatically
when you start your computer. The operating system allows you to use the
advanced features of a modern computer without having to learn all the
details of how the hardware works. There are a number of different types of
operating system in common use. The IBM PC (Personal Computer) was
introduced way back in 1981 and was originally supplied with an operating
system called DOS (Disk Operating System). This operating system was very
basic, and you had to be a bit of a computer expert just to understand how to
use it. It was NOT user-friendly. Later on, Microsoft introduced Windows and
this is the operating system which is most widely used on PCs today.

To complicate matters further, there are a number of different types of

Windows. The first widely used version of Windows was called Windows 3.1.
This was more powerful than DOS and far easier to use. It had a Graphical
User Interface (GUI), i.e. you could 'drive' it using a mouse and drop down
menus. Later, different releases of Windows were introduced. The good news
is that later versions of Microsoft Windows look almost identical to each other
and are all much easier to use than Windows 3.1.

IBM produced an operating system called OS/2 but this was largely ignored
and is only used by a few companies.

UNIX and Linux are other examples of operating systems which may be run
on PCs.

Other types of computers, such as those manufactured by Apple have a

completely different operating system.

Microsoft Windows: Microsoft: http://www.microsoft.com

IBM OS/2: http://www.ibm.com/software/os/warp
Linux: http://www.www.linux.com
Linux: http://www.www.linux.org
UNIX: http://www.www.unix.org

1.3.3 Applications Software

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 35 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

1.3.3.1 List some common software applications such as: word

processing, spreadsheet, database, Web browsing, desktop publishing,
accounting, together with their uses.

What is an application program?

An application program is the type of program which you use once the
operating system has been loaded. Examples include word-processing
programs (for producing letters, memos etc), spreadsheets (for doing
accounts and working with numbers), databases (for organising large
amounts of information), games programs and graphics programs (for
producing pictures, advertisements, manuals etc).

Word processing
A word processing program (such as Microsoft Word) allows you to produce
letters, memos, etc., easily. You can easily mail merge a list of names and
addresses to produce mass mailers, individually addressed to customers or
subscribers.

Microsoft Word http://www.microsoft.com/office/word/default.htm

Lotus Word Pro http://www.lotus.com/home.nsf/welcome/wordpro
WordPerfect http://www.corel.com/Office2000

Spreadsheets
A spreadsheet program (such as Microsoft Excel) allows you to work out a
company’s income, expenditure and then calculate the balance. It enables
you to make 'what if' type projections of how the company will fair in the
future and to forecast how changes in prices will affect profits.

Microsoft Excel http://www.microsoft.com/office/excel

Lotus 123 http://www.lotus.com/home.nsf/welcome/lotus123

Databases
A database program (such as Microsoft Access) allows you to compile
information and then to search this information to extract just the
information you require. For instance, if you have a database of all the
equipment housed within an office you can very simply produce a report
listing only the equipment above a certain value.

Microsoft Access http://www.microsoft.com/office/access

Lotus Approach http://www.lotus.com/home.nsf/welcome/approach

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 36 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

Presentation
A presentation program (such as Microsoft PowerPoint) allows you to produce
professional looking presentations, which can be printed out directly onto
slides for use with an overhead projector. Alternatively, you can display your
presentations directly on a computer screen or via a computerised projector.

Microsoft PowerPoint http://www.microsoft.com/office/powerpoint

Lotus Freelance http://www.lotus.com/home.nsf/welcome/freelance

Accounts / Payroll
In most large organisations, the accounts are maintained by a computerised
system. Due to the repetitive nature of accounts, a computer system is
ideally suited to this task and accuracy is guaranteed.

Sage software http://www.sage.com

Web browsing
Applications used to view and interact with the World Wide Web (WWW).

Microsoft Internet Explorer http://www.microsoft.com/ie

Netscape Navigator http://www.netscape.com
Mozilla Firefox http://www.mozilla.org/products/firefox

Web authoring
These applications allow almost anyone to create a web site, quickly and
easily.

Microsoft FrontPage: http://www.microsoft.com/frontpage

Macromedia Dreamweaver: http://www.macromedia.com

1.3.4 Graphical User Interface (GUI)

1.3.4.1 Understand the term Graphical User Interface (GUI).

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com
 PAGE 37 - ECDL MODULE 1 (USING WINDOWS XP) - MANUAL

What is a Graphical User Interface?

A Graphical User Interface (GUI) is simply an additional part of the operating
system which displays windows and drop down menus, and also enables you
to drive your computer using a mouse. Examples of operating system which
use a GUI include Windows and IBM's OS/2.

If you used an old operating system like the original version of DOS, there
was no GUI and the screen would look like this.

As you can see there are no menus, no icons and nothing for the mouse to
click on. You had to know a special language which you then typed into the
computer to make it do anything!

The advantages of using a GUI (Graphical User Interface)

All programs look similar and when you switch from a program supplied by
one manufacturer to a different program supplied by another manufacturer,
you will find the transition very easy.
Application programs work in the same way as the underlying operating
system, and also look very similar, which means that they are easier to learn
and use.
The GUI also allows programmers to easily write consistent looking
programs.

1.3.5 Systems Development

FOR USE AT THE LICENSED SITE(S) ONLY

Cheltenham Courseware Ltd. 1995-2005 www.cheltenhamcourseware.com