Mastering ECDL / ICDL

ECDL / ICDL Exercises

Module Two
Using the Computer and Managing Files

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CONTENTS

ADDITIONAL INFORMATION SECTION.......................................................................................1

2.1 GETTING STARTED................................................................................................................ 3
2.1.1 - FIRST STEPS WITH THE COMPUTER.....................................................................................3
2.1.1.1 Start the Computer....................................................................................................... 3
2.1.1.2 Shut down the computer properly................................................................................3
2.1.1.3 Restart the computer................................................................................................... 4
2.1.1.4 View the computer’s basic system information e.g. the operating system, processor
type, installed RAM (Random Access Memory) etc.................................................................4
The Power On System Test (POST)....................................................................................4
Viewing your System Properties..........................................................................................4
2.1.1.5 View the computer’s Desktop configuration: date & time, volume settings, Desktop
display options (e.g. background options, screen settings, screen saver options etc.)............5
Viewing and customizing the Windows Desktop (background)............................................5
Opening the Windows Control Panel....................................................................................6
Changing the Date and Time............................................................................................... 6
Configuring the volume setting............................................................................................. 7
Viewing your mouse configuration.......................................................................................8
2.1.1.6 Be able to format a diskette.........................................................................................8
Formatting a diskette (floppy disk).......................................................................................8
2.1.1.7 Use available Help functions........................................................................................9
Taking a tour of Windows features.......................................................................................9
Help within the Start Menu................................................................................................. 10
Getting Help using the F1 key............................................................................................ 10
2.2 - DESKTOP ENVIRONMENT................................................................................................. 11
2.2.1 WORK WITH ICONS............................................................................................................. 11
2.2.1.1 Select and move Desktop icons. Recognize basic Desktop icons such as hard disk,
directory tree, directories/folders and files, recycle bin/wastebasket. Create a Desktop
shortcut icon or a Desktop menu alias...................................................................................11
Selecting Desktop icons..................................................................................................... 11
To move a Desktop icon..................................................................................................... 11
To copy a Desktop icon...................................................................................................... 12
To customize your Desktop icon alignment........................................................................12
The “My Computer” icon..................................................................................................... 12
The Recycle Bin / Wastebasket......................................................................................... 13
To create a Desktop shortcut icon......................................................................................14
2.2.2 - WORK WITH WINDOWS..................................................................................................... 14
2.2.2.1 Recognize the different parts of a Desktop window: title bar, toolbar, menu bar, status
bar, scroll bar etc................................................................................................................... 14
To maximize or restore a window.......................................................................................14
The Menu bar..................................................................................................................... 15
Drop down menus.............................................................................................................. 15
The Tool Bar...................................................................................................................... 15
Using Scroll bars................................................................................................................ 15
To move up and down within a window..............................................................................15
2.2.2.2 Understand how to reduce a Desktop window, how to enlarge a Desktop window,
how to re-size and scale a Desktop window, how to close a Desktop window......................16
To minimize a window........................................................................................................ 16
To maximize a window....................................................................................................... 16
To restore a maximized object to run in a window.............................................................16
 Restoring a window from the Task Bar by single clicking on it...........................................16
To make a Desktop window taller or shorter......................................................................16
To make a Desktop window narrower or wider..................................................................17
To re-size a Desktop window in two dimensions simultaneously.......................................17
To close a program using the Close button........................................................................17
2.2.2.3 Recognize the different parts of an applications window: title bar, toolbar, menu bar,
status bar, scroll bar etc. Move windows on the Desktop......................................................17
2.2.2.4 Understand how to reduce an applications window, how to enlarge an applications
window, how to re-size and scale an applications window, how to close an applications
window. Move between open windows..................................................................................17
2.3 ORGANIZING FILES.............................................................................................................. 19
2.3.1 - DIRECTORIES/FOLDERS.................................................................................................... 19
2.3.1.1 Understand the basic directory and folder structure on the computer........................19
To open the Explorer Window............................................................................................ 19
The Windows Explorer Toolbars........................................................................................19
Switching Drives................................................................................................................. 20
Viewing folders and files..................................................................................................... 20
To expand a branch one level............................................................................................ 20
2.3.1.2 Create a directory/folder and a further subdirectory and sub-folder...........................21
To create a new folder within the Windows Explorer..........................................................21
To create folders within folders..........................................................................................21
2.3.1.3 Examine a directory/folder. View some of the directory/folder attributes: name, size,
date when last updated etc.................................................................................................... 22
Using different views to display your files and folders........................................................22
To view disk or folder attributes..........................................................................................23
To view file attributes.......................................................................................................... 23
2.3.1.4 Be able to recognize the most widely used types of files in a directory/folder e.g. word
processing files, spreadsheet files, database files, presentation files, rich text (RTF) files,
image files etc........................................................................................................................ 24
To determine file types....................................................................................................... 24
2.3.1.5 View file attributes e.g. name, size, file type, date last modified etc...........................24
2.3.1.6 Rename files and directories/folders..........................................................................24
To rename files or folders using the Explorer.....................................................................24
2.3.2 - COPY, MOVE, DELETE...................................................................................................... 25
2.3.2.1 Select a file individually or as part of an adjacent or non-adjacent group..................25
To select an individual file within the Windows Explorer....................................................25
To select a continuous block of files...................................................................................25
To select multiple files that are not in a continuous block...................................................26
2.3.2.2 Copy and Paste files within directories/folders to make a duplicate copy..................26
To copy files (the easy way) using the Windows Explorer..................................................26
2.3.2.3 Make backup copies of data onto a diskette..............................................................26
To copy files from a hard disk to a diskette........................................................................26
2.3.2.4 Use Cut and Paste functions to move files within directories/folders.........................28
To use "drag and drop" to move files from one folder to another!......................................28
2.3.2.5 Delete files from one or more directories/folders........................................................28
To delete a file or folder...................................................................................................... 28
2.3.2.6 Delete selected directories/folders.............................................................................28
To delete a folder............................................................................................................... 28
2.3.3 - SEARCHING...................................................................................................................... 29
2.3.3.1 Use the Find tool to locate a file or a directory/folder.................................................29
The Start Button - Find....................................................................................................... 29
2.3.3.2 Search by name, date created, file or directory/folder type etc..................................31
To find for a file, by name................................................................................................... 31
To find a file containing a specific word or phrase..............................................................31
 To find a file created on or around a certain date...............................................................32
To find a file(s) of a certain type......................................................................................... 32
2.4 SIMPLE EDITING................................................................................................................... 33
2.4.1 - USE A TEXT EDITING APPLICATION....................................................................................33
2.4.1.1 Launch an editing application or a word-processor and create a file.........................33
To start WordPad............................................................................................................... 33
To enter text into WordPad................................................................................................ 33
2.4.1.2 Save the file to a directory/folder................................................................................33
2.4.1.3 Save the file onto a diskette.......................................................................................34
To save a WordPad file...................................................................................................... 34
2.4.1.4 Close the editing application......................................................................................35
To exit WordPad................................................................................................................ 35
2.5 PRINT MANAGEMENT.......................................................................................................... 37
2.5.1 - PRINTING......................................................................................................................... 37
2.5.1.1 Be able to print to an installed printer.........................................................................37
To print from an application................................................................................................ 37
2.5.1.2 Change the default printer from an installed printer list..............................................37
To change the default printer............................................................................................. 37
2.5.1.3 View a print job’s progress from a Desktop print manager.........................................38
To view print jobs............................................................................................................... 38
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Using the Computer & Managing Files EXERCISES

Additional Information Section

 Ensure that all cables are plugged securely into the rear of the computer.
 Make sure that there is no disc inserted in the floppy drive.
 Locate the power switch and turn the computer on.
 After a few seconds you should see something on the screen. If not, ensure that the monitor
is switched on.
 You may be required to enter a password once Windows loads, in which case consult your
tutor.

 Explain the concept of “Select then Manipulate”.

 Explain what the term “double clicking” means.

 Double click on the My Computer icon located on your Windows screen.

You should see the following (or something similar) displayed when successful.

 Then click on the Close icon (at the top-right of the My Computer window), to close the
window.

 Explain the term ‘dragging and dropping’.

 Explain how you can use ‘drag and drop’ to copy, rather than to move an item.

 Multiple selection techniques: Explain how you could use the Control key to select multiple
items. Try selecting multiple icons on your Desktop.

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2 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

 The other (right) mouse button: Explain the significance of selecting an item, and then right
clicking on the selected item.
 Right click on an empty part of your Windows screen (i.e. the Windows Desktop), you will see
a popup menu that will allow you to customize your Windows Desktop.

 Briefly experiment! Then close any dialog boxes before continuing.

 Explain the term “Windows Desktop”.

 The Start Menu: Click on the Start icon and make a list of the items displayed in the main
Start Menu list. Briefly experiment!

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 ECDL/ICDL [Module Two] 3
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Using the Computer & Managing Files EXERCISES

2.1 Getting Started

2.1.1 - First Steps with the Computer

2.1.1.1 Start the Computer.

 Ensure that all cables are plugged securely into the rear of the computer.
 Make sure that there is no disc inserted in the floppy drive.
 Locate the power switch and turn the computer on.
 After a few seconds you should see something on the screen. If not, ensure that the monitor
is switched on.
 You may be required to enter a password once Windows loads, in which case consult your
tutor.

2.1.1.2 Shut down the computer properly.

 Use the Shut Down (accessed via the Start button) command to shut down the system.
 Do not switch the computer off until the computer says it is safe to do so!

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4 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

2.1.1.3 Restart the computer.

 Switch your computer on and wait for Windows to load.

 Never just switch off your Windows based computer. You must always shutdown using the
Shut Down command. (Click on the Start icon and select Shut Down). If you wish to
shutdown your computer and then immediately re-start it then you can select the Restart
option from the Shut Down Windows dialog box. Try this now.

2.1.1.4 View the computer’s basic system information e.g. the operating system,
processor type, installed RAM (Random Access Memory) etc.

The Power On System Test (POST)

 Either re-start or switch on your PC, and you will notice that information is displayed on your
screen.
 Look carefully and you will see information displayed briefly on the screen relating to the
amount of video (graphics) memory installed, the total amount of main memory (RAM,
Random Access Memory), as well as information about the CPU (Central Processing Unit).
 Make a note of some of the information displayed about your computer.

Viewing your System Properties

 Right click on the My Computer icon to display a popup menu.
 Select the Properties command from the popup menu.
 This will display the System Properties dialog box as illustrated. Information displayed
includes the version of Windows installed, CPU type and the amount of RAM. Make a note of
some of the relevant information.

 Click on the OK button to close the System Properties dialog box.

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 ECDL/ICDL [Module Two] 5
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Using the Computer & Managing Files EXERCISES

2.1.1.5 View the computer’s Desktop configuration: date & time, volume settings,
Desktop display options (e.g. background options, screen settings, screen saver
options etc.).

Viewing and customizing the Windows Desktop (background)

 Right-click on an empty part of the Windows Desktop (i.e. the screen). This will display a
popup menu, from which you need to click on the Properties command (using the normal,
left-hand mouse button).

 Clicking on the Properties command will display the Display Properties dialog box.

 You can use the tabs across the top of this dialog box to view your Desktop configuration
settings.
 Investigate for a while and then close the dialog box before proceeding.

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6 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

Opening the Windows Control Panel

 Click on the Start button.
 Move the mouse up to point to Settings.
 From the submenu, click on Control Panel. Clicking on icons within the Control Panel, such
as the Mouse, will allow you to view your configuration settings. Try this now.

Changing the Date and Time

 The current Date, Time and Time Zone information can be set from the Date/Time icon within
the Control Panel.

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 ECDL/ICDL [Module Two] 7
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Using the Computer & Managing Files EXERCISES

 Click on the appropriate date or use the controls to change the month or year. The time can
also be changed by selecting the digital display and then using the up and down arrows.

 Click on the OK button to close the Date/Time Properties dialog box.

Configuring the volume setting

 This may vary from system to system, but within the Control Panel you will normally find a
Multimedia icon. Double clicking on this icon will often allow you to access a volume control
for your particular multimedia system.

 You may also see a small icon relating to the volume settings in the taskbar, as illustrated.
Double clicking on this icon will also allow you to access volume settings.

 Close any open dialog boxes before continuing.

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8 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

Viewing your mouse configuration

 Double clicking on the Mouse icon within the Control Panel allows mouse configuration. Try
it.
 Close the dialog box before continuing.

2.1.1.6 Be able to format a diskette.

Formatting a diskette (floppy disk)

 Place a blank diskette (floppy disk), or a diskette that contains information that you no longer
wish to keep, into your PCs diskette drive.

WARNING: If you format a diskette containing valuable data you will loose that data for
good! - BE WARNED!

 Right click on the Start button and from the popup menu displayed, select Explore. This will
display the Windows Explorer window.
 If necessary scroll up the Windows Explorer window until you can see the 3 1/2 Floppy [A:]
icon, as illustrated.

 Click on the 3 1/2 Floppy [A:] icon to select it.

 Right click on the 3 1/2 Floppy [A:] icon and from the popup menu, displayed select the
Format command, as illustrated.

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 ECDL/ICDL [Module Two] 9
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Using the Computer & Managing Files EXERCISES

 You will see a dialog box. Clicking on the Start button will start formatting your diskette.

NOTE: For more reliable results always use the Full option from the Format type section of
the dialog box.
NOTE: You will see a dialog box displaying information about the formatting operation, once
the formatting is finished. You need to close this, and then close the Format dialog box to
continue.

 Remove the floppy disk once you have finished, and if necessary close any open dialog
boxes.

2.1.1.7 Use available Help functions.

Taking a tour of Windows features.

 To start the tour manually, click on the Start button, select Programs, Accessories, System
Tools and finally Welcome to Windows. Try this now.

NOTE: You will normally need the Windows installation disk to be inserted into your CD-
ROM/DVD drive for this tour to work.

 If necessary close any open dialog boxes before continuing.

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10 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

Help within the Start Menu

 The on-line Help feature in Windows is easy to learn and to use. When you select Help from
the Start menu, the Windows Help dialog box appears with three tab sections available -
Contents, Index and Search.

 Try experimenting with viewing Help on any topic that sounds interesting.
 You may print out Help topics, which may be useful for long involved Help explanations, or for
items that provide Help for actions you perform regularly, but are not very good at
remembering. Try printing out a Help topic now.
 Close the Help window when you have finished.

Getting Help using the F1 key

 Pressing the F1 key will launch the Help facility for whichever window is in focus when you
press the F1 key. For example, if you are at the Windows Desktop when F1 is pressed,
Windows will automatically invoke the Help index that is also accessible from the Start menu.
Try this now.
 Close any open dialog boxes before continuing.

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 ECDL/ICDL [Module Two] 11
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Using the Computer & Managing Files EXERCISES

2.2 - Desktop Environment

2.2.1 Work with Icons

2.2.1.1 Select and move Desktop icons. Recognize basic Desktop icons such as
hard disk, directory tree, directories/folders and files, recycle bin/wastebasket.
Create a Desktop shortcut icon or a Desktop menu alias.

Selecting Desktop icons

 To select a Desktop icon, single click on the required icon. Once selected the icon will be
highlighted, as illustrated. Try this now.

To move a Desktop icon

 Select the icon that you wish to move.
 Depress the left mouse button and while keeping it depressed, drag the icon to the new
location on the Desktop, as required.
 Release the mouse button. Try this now.

NOTE: On some PCs, the Desktop may have been configured so that icons “Auto Arrange”. If
you have problems moving an icon from one place to another on the Desktop, then the Auto
Arrange feature may have been enabled. To check this, right-click on an empty part of your
Windows Desktop. Then from the popup menu displayed, move the mouse pointer to the
Arrange Icons command. In the submenu displayed check that Auto Arrange has not be
selected.

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12 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

To copy a Desktop icon

 Select the icon that you wish to copy.
 Depress the Control key (and keep it depressed).
 Depress the left mouse button and while keeping it depressed, drag the icon to the new
location on the Desktop, as required.
 Release the mouse button.
 Release the Control key. Try this now.

To customize your Desktop icon alignment

 Right-click on the Desktop to display the Desktop popup menu.
 Click on the Arrange Icons command, which displays the Arrange Icons submenu.
 Click on the desired type of icon arrangement. Try experimenting to see the effect of applying
the following alignments:
- By Name
- By Type
- By Size
- By Date
- Auto Arrange

The “My Computer” icon

 When you double click on the “My Computer” Desktop icon it displays a window containing a
number of further icons. Try this now.

The drive icons are illustrated below.

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Using the Computer & Managing Files EXERCISES

 When you double click on one of the drive icons they will display the files and folders within
the drive that you double clicked on, as illustrated.

 Double clicking on any of these folders, will display the files within the folders, as illustrated.

 To view the contents of any of these files, double click on the required icon and the files will
load within the associated program. In the example illustrated the Microsoft Word program
would load into memory to display the file contents.

The Recycle Bin / Wastebasket

 The Recycle Bin is a Desktop icon that contains files that have recently been deleted. Double
click on the Recycle Bin and see if it contains any recently deleted files. Then close the
Recycle Bin window.

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14 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

To create a Desktop shortcut icon

 Click on the Start icon.
 Select Programs.
 Select the program that you wish to use for creating a Desktop icon. In this example we will
select the Calculator, contained within the Accessories group.

 Depress the Control+Shift keys, and while keeping these keys depressed, drag the icon to
the Desktop.
 Release the Control+Shift keys.
 You will see a popup menu. Select Create Shortcut(s) Here.

 The shortcut icon will be created and displayed on the Desktop. Try this now.

2.2.2 - Work with Windows

2.2.2.1 Recognize the different parts of a Desktop window: title bar, toolbar, menu
bar, status bar, scroll bar etc.

To maximize or restore a window

 First we need to open a window that we can experiment with. Click on the Start icon and
select Programs. From the submenu displayed select Accessories. From the next submenu
displayed select WordPad.
 Double click on the Title Bar to toggle between a maximized and windowed state. Try this
again. What is the effect?

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 ECDL/ICDL [Module Two] 15
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The Menu bar

 The WordPad Menu Bar contains a series of drop down menus, as illustrated.

Drop down menus

 Clicking on an item in a menu bar will display a drop down menu, as illustrated, from which
you can select the required command. Experiment and examine the drop down menus
displayed within WordPad.

The Tool Bar

 The tool bar contains a series of icons, which allow you to achieve a desired effect as quickly
as possible. For example clicking on the Bold icon (i.e. the icon displaying the letter B), would
make the selected text bold. Type in a word select it and then click on the Bold icon.

Using Scroll bars

 If necessary, double click on the WordPad title bar so that the program runs within a window.
Type in a few paragraphs of text (anything will do). When you fill the window with text you will
notice that a vertical scroll bar is automatically displayed.

To move up and down within a window

 To scroll upwards in a window, click on the upwards-pointing arrow at the top of the vertical
scroll bar. Try this now.

 To move downwards in a window, click on the downwards-pointing arrow at the bottom of the
vertical scroll bar. Try this now.

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2.2.2.2 Understand how to reduce a Desktop window, how to enlarge a Desktop

window, how to re-size and scale a Desktop window, how to close a Desktop
window.

To minimize a window
 Using the WordPad program, click on the Minimize icon.

To maximize a window
 Using the WordPad program, click on the Maximize icon
OR double-click on that window's Title Bar.

To restore a maximized object to run in a window

 Using the WordPad program, click on the Restore icon
OR double-click on that window’s Title Bar.

Restoring a window from the Task Bar by single clicking on it

 If you minimize your WordPad program, it minimizes down to the Windows Task Bar. If you
wish to restore the Microsoft WordPad window, simply click on the Microsoft WordPad button
in the Task Bar. Try this now.

To make a Desktop window taller or shorter

 Make sure that the WordPad program is displayed as a window.
 Move the mouse pointer to either of the horizontal borders.
 Depress the left-hand mouse button (and keep it depressed).
 Drag the mouse pointer up or down the screen.
 Release the mouse button when the window is the size and shape required.

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To make a Desktop window narrower or wider

 Make sure that the WordPad program is displayed as a window.
 Move the mouse pointer to either of the vertical borders.
 Depress the left-hand mouse button (and keep it depressed).
 Drag the mouse pointer to the left or right across the screen.
 Release the mouse button when the window is the size and shape required.

To re-size a Desktop window in two dimensions simultaneously

 Make sure that the WordPad program is displayed as a window.
 Move the mouse pointer to any corner of the window.
 Depress the left-hand mouse button (and keep it depressed).
 Drag the mouse pointer diagonally across the screen.
 Release the mouse button when the window is the size and shape required.

To close a program using the Close button

 Move the mouse pointer to the Close button and click once using the left-hand mouse button.
This will close the WordPad program. You will be asked to supply a file name to save your
file. Enter your name as the file name.

2.2.2.3 Recognize the different parts of an applications window: title bar, toolbar,
menu bar, status bar, scroll bar etc. Move windows on the Desktop.

 Covered above.

2.2.2.4 Understand how to reduce an applications window, how to enlarge an

applications window, how to re-size and scale an applications window, how to
close an applications window. Move between open windows.

 Covered above.

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Using the Computer & Managing Files EXERCISES

2.3 Organizing Files

2.3.1 - Directories/Folders

2.3.1.1 Understand the basic directory and folder structure on the computer.

 Explain the terms: drives, folders and files.

To open the Explorer Window

 Click on the Start icon. From the menu displayed, select Programs. From the submenu
displayed, select Windows Explorer.

The Windows Explorer Toolbars

 Identify the function of the following icons, displayed within the Windows Explorer
window.

Icon Function

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20 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

Switching Drives
 Insert your EXERCISE floppy disk into the floppy disk drive.
 To switch to the diskette drive (floppy disk drive), click on the 3½ Floppy [A:] icon.
NOTE: You may have to scroll up the screen to see this icon.

Viewing folders and files

 How many files can you see on your diskette? You should see a screen similar to that
illustrated below.

 How many folders are currently visible on your diskette?

To expand a branch one level

 Within the Windows Explorer single click on the plus sign, to the left of the Diskette drive icon,
and two sub-folders should be displayed, as illustrated.

Before clicking on the + symbol After clicking on the + symbol

 Click on the new data folder (as displayed in the left side of the Windows Explorer window)
and you should see the contents of that folder. How many files are contained within this
folder?
 Click on the old data folder (as displayed in the left side of the Windows Explorer window) and
you should see the contents of that folder. How many files are contained within this folder?

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2.3.1.2 Create a directory/folder and a further subdirectory and sub-folder.

To create a new folder within the Windows Explorer

 First we need to click on the portion of the directory tree where you would like to create a sub-
folder. In this case select the top-level directory of your diskette drive, as illustrated below.

 Click on the File drop down menu and move the mouse pointer to New. In the submenu
displayed, click on Folder. If you look closely, a new folder is displayed at the bottom of the
file list, as illustrated.

 Type in a new name for this folder in this case ECDL folder, and when you press the Enter
key you should see the folder listed, as illustrated.

To create folders within folders

 Expand the folder display in the left hand Windows Explorer and select a folder, in this case
the ECDL folder, and then create a new folder within it (called ECDL folder-02), using the
techniques outlined above. Double clicking on the ECDL folder (as displayed in the left-hand
side) will display the multi-level structure.

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22 ECDL/ICDL [Module Two]
EXERCISES Using the Computer & Managing Files

2.3.1.3 Examine a directory/folder. View some of the directory/folder attributes:

name, size, date when last updated etc.

Using different views to display your files and folders

 Different views of your file and folders can be selected via the View drop down menu or by
clicking on the Views button.

 Experiment with using the following different views and examine what is actually displayed
when you select these different views:
Large icons
Small icons
List
Details

 When you have finished, make sure that the Details view is left selected, as illustrated. Also
make sure that you have selected the top-level folder on your diskette drive.

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To view disk or folder attributes

 Select the top-level folder on your diskette drive and right click to display a popup menu.
 Select Properties from this menu to display a dialog box giving more detailed information
about this folder.

To view file attributes

 Select the file called accounts-01.xls. Use the techniques outlined above to display the
properties for this file. As you can see a lot of information is available!

 Close the dialog box before continuing.

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EXERCISES Using the Computer & Managing Files

2.3.1.4 Be able to recognize the most widely used types of files in a

directory/folder e.g. word processing files, spreadsheet files, database files,
presentation files, rich text (RTF) files, image files etc.

To determine file types

 Within the Windows Explorer window each file will be marked with a small icon, and when
viewing the files in detail view, as illustrated, you will see a description of what format each
file was created in. In some cases Windows may not understand the file format, in which case
it will use a default icon, rather than say a text or MS Word icon. Examine your disk.

2.3.1.5 View file attributes e.g. name, size, file type, date last modified etc.

Covered above.

2.3.1.6 Rename files and directories/folders.

To rename files or folders using the Explorer

 Select the file or folder to be renamed, in this case select the file called file-05.doc.
 From the File drop down menu, select the Rename command.
 Enter the new name (in this case ECDL new name), and press the Enter key to confirm the
change.

Beware of renaming certain files!

Why should you never rename files ending in the following?
.EXE .COM .BAT .DLL .INI .SYS

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2.3.2 - Copy, Move, Delete

2.3.2.1 Select a file individually or as part of an adjacent or non-adjacent group.

To select an individual file within the Windows Explorer

 Open the Windows Explorer program and if necessary select the folder that contains the file
you are interested in. Click on the file that you wish to select, in this case accounts-01.xls.

Not selected, the icon will look like this.

When selected the icon will be highlighted, as illustrated.

To select a continuous block of files

 Click on the first file of the block you wish to select, (in this case select the file called
sales-01.ppt) then while depressing the Shift key, click on the last file of the required block (in
this case sales-03.ppt). When you release the Shift key the entire block will remain selected,
as illustrated. Try this now.

 Click on any file not currently selected to return to single file selection mode.

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EXERCISES Using the Computer & Managing Files

To select multiple files that are not in a continuous block

 Click on the first file that you wish to select (in this case sales-03.ppt) and while keeping the
Ctrl key depressed, click on the other files that you wish to select (in this case click on
file-01.doc and my-file-01.rtf). When you release the Ctrl key, the selected files will continue
to be highlighted.

 Click on any file not currently selected to return to single file selection mode.

2.3.2.2 Copy and Paste files within directories/folders to make a duplicate copy.

To copy files (the easy way) using the Windows Explorer

 Simply highlight the file that you wish to copy, and with the CTRL key depressed, drag the file
from one location to another. In this case select the file called sales-03.ppt.
 Depress the Ctrl key.
 While keeping the Ctrl key depressed drag the file to the folder called new data.
 Release the Ctrl key.
 Double click on the new data folder and you will see a copy of the file called sales-03.ppt
within this folder.

2.3.2.3 Make backup copies of data onto a diskette.

To copy files from a hard disk to a diskette

 First make sure that you have your EXERCISE floppy disk inserted in your diskette drive.
 Open the Windows Explorer.
 Click on the C: drive icon:

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 Select the Windows folder (within the left hand side of the window).

 Examine the files displayed in the right-hand side of the Windows Explorer, and scroll down
until to see the Calc file, and then click on it to select it.

 Click once using the right-hand mouse, to display the popup menu as illustrated.

 Click on the Send To command, and then select 3 1/2 Floppy [A] from the submenu
displayed. You will see a popup dialog box, as illustrated showing the progress of your copy.

 When the copy process is complete, click on the A: icon and you should see the Calc file listed
along with the other files on your drive.

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2.3.2.4 Use Cut and Paste functions to move files within directories/folders.

To use "drag and drop" to move files from one folder to another!
 View the contents of the New data folder on your EXERCISE floppy disk.
 Depress the Shift key, and while keeping it depressed click on the file called newfile-01.doc.
 Drag the file to the folder called Old Data.
 Watch the screen carefully and you will notice that the file called newfile-01.doc is no longer
in the New Data folder.
 Switch to the Old Data folder and you will see that the file has moved here.

2.3.2.5 Delete files from one or more directories/folders.

To delete a file or folder

 Select the file or folder that you wish to delete, in that case select the file called bye bye.doc,
which is contained in the top-level folder of your EXERCISE floppy disk.
 Press the Delete key on the keyboard, which displays the dialog box illustrated.

 Confirm your deletion.

2.3.2.6 Delete selected directories/folders.

To delete a folder
Use exactly the same method that you would use for deleting a file. i.e. select the folder and
press the Delete key.

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2.3.3 - Searching

2.3.3.1 Use the Find tool to locate a file or a directory/folder.

The Start Button - Find

 To open the Find dialog box, click on the Start button, click on the Find command, and from
the submenu displayed select Files or Folders. This will display a dialog box similar to that
shown below.

 We know from an earlier exercise that there is a file called calc.exe, located on your hard
disk, in the Windows folder. Now lets pretend that we know the name of the file, but have
forgotten which folder it is in. This is how we could find it.
 In the Named section of the Find dialog box, enter the file name that we are looking for, i.e.
calc.exe.
 In the Look in section of the Find dialog box, click on the down arrow and select Local hard
drives, (or C Drive, depending on your system) as illustrated.

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 We have now told the Find facility what to look for and where to look for it. Your dialog box
should look like this.

 Click on the Find Now button to start the search.

 When the search of your hard disk(s) is complete, you will see the following.

 Sure enough, as you can see the Calc file is in the C:\Windows folder.
 Try double clicking on this icon and it will start the calculator program. Then close the
Calculator program. Close any open dialog boxes.

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2.3.3.2 Search by name, date created, file or directory/folder type etc.

To find for a file, by name

 Covered above.

To find a file containing a specific word or phrase

 Often you may create a document using a word-processor and save the file when finished to
disk. Some time later (often weeks or months later) you may wish to re-open the file, but are
unable to remember the file name used to store the file. Sound familiar? Well you can use
the Find facility to help you out and find files containing a phrase that was contained within
the document you created, maybe the name of the person you were writing a letter to.
 Open the Find dialog box, as outlined above.
 Click on the New Search button to clear the results of the previous search.
 In the Containing text section of the dialog box, enter the text that the missing document
contains, in this case enter the text Mr Smith.
 Change the Look in section of the dialog box to search the diskette,
i.e. select 3½ Floppy (A:). Your dialog box should be as illustrated below.

 Click on the Find Now button. As diskettes are much slower than hard disks, the search
make take a while, but soon you will see the dialog box illustrated below, which shows you
that the file containing the text “Mr Smith”, is contained within a file called file-02.doc.

 Double click on this file and it should open up to display the contents of the file, and sure
enough you will see a reference to Mr Smith.
 Close the Word file before continuing. Close any open dialog boxes.

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To find a file created on or around a certain date

 Open the Find dialog box, and click on the New Search button to clear the results of the
previous search.
 Click on the Date tab of the dialog box and experiment with finding files created on your disk
between the first and last day of August, 2000. You will need to use the between option. The
results will look something like that illustrated below.

To find a file(s) of a certain type

 Open the Find dialog box, and click on the Advanced tab of the dialog box.
 Use the Of type drop down controls to define the type of file you are searching for, as
illustrated.

 You can also click on the Name & Location tab and enter information to be used in
combination with the information that you supplied in the Advanced tab. If necessary change
the Look in section of the dialog box to search either a specified folder or the whole disk, and
then click on the Find Now button.

 Close all open dialog boxes before continuing.

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2.4 Simple Editing

2.4.1 - Use a Text Editing Application

2.4.1.1 Launch an editing application or a word-processor and create a file.

To start WordPad
 Click on the Start button.
 Move the mouse pointer to Programs and select Accessories from the submenu.
 Click on WordPad, as illustrated.

To enter text into WordPad

 Simply start typing! WordPad opens up with a blank document by default. Enter a few short
paragraphs of text, anything will do!

2.4.1.2 Save the file to a directory/folder.

Covered below.

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2.4.1.3 Save the file onto a diskette.

To save a WordPad file

 Click on the Save icon.

 The Save As dialog box is displayed.

 In the Save In section, we can select the location you wish to save the file to. In this case
clicking on the down arrow next to the Save In section will display a drop down list, and select
the 3 ½ Floppy drive, as illustrated.

 Enter the file name as required, in this case use the file name ECDL Editing.
 Click on the Save button to save the file to your diskette.
 Close the WordPad program.

NOTE: To save the file into a particular folder, you could have selected a folder within the
floppy disk, rather than save it in the top-level diskette folder. Try this now. Create a new
WordPad document and save it in the New Data folder, as illustrated blow.

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2.4.1.4 Close the editing application.

To exit WordPad
 Click on the Close icon displayed at the top right of the WordPad window,

OR press Alt+F4. Try opening WordPad and closing it down using the Alt+F4 keyboard
shortcut.

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2.5 Print Management

2.5.1 - Printing

2.5.1.1 Be able to print to an installed printer.

To print from an application

 Open the WordPad program, type in your name, and then click on the Print icon, as illustrated
below.

 The document will print to your default printer.

2.5.1.2 Change the default printer from an installed printer list.

To change the default printer

 First we need to open the Windows Printer dialog box. To do this click on the Start icon, and
then select Settings. From the submenu displayed, select Printers. A dialog box will be
displayed, similar to that illustrated.

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 In this case we have the choice of printing to a number of different printers. However when we
click on the Print icon with an application such as Microsoft Word, then Word will only print to a
single printer, the one that has been set up as the default (or active printer). If you have a
number of printers installed, as in the example shown, a tick illustrates the active printer.

 To change the default printer to another printer listed here, select the required printer, by
clicking on it. Then right-click to display a popup menu.

 Select the Set as Default command. The new printer will now be the default printer for all
your applications.

2.5.1.3 View a print job’s progress from a Desktop print manager.

To view print jobs

 Once you have started printing if you double click on the small printer icon (in the Status Bar at
the bottom-right of your screen), you will open the Printer dialog box and will be able to see
the progress of any printed jobs that you have sent to the printer. Print something and try this
now!

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