Module - 2 - Using The Computer Managing Files
Module - 2 - Using The Computer Managing Files
ECDL Module 2
Using the Computer & Managing Files
Windows Vista Edition – Syllabus Five
ECDL Module Tw o - Page 2
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Cascading windows..............................................................................................................50
Displaying windows side by side............................................................................................51
Installing programs ...............................................................................................................52
Removing programs .............................................................................................................53
Creating and using a Desktop shortcut...................................................................................54
Deleting a Desktop shortcut ..................................................................................................55
Shutting down an application that has frozen..........................................................................55
Restarting the computer........................................................................................................56
HELP..........................................................................................................................................57
How to get help ....................................................................................................................57
The Help ‘Back’ and ‘Forward’ buttons...................................................................................59
Printing a Help topic..............................................................................................................60
Browsing for Help.................................................................................................................60
Re-displaying the opening help screen...................................................................................62
Demos .................................................................................................................................63
FILES, FOLDERS AND DISKS ....................................................................................................65
What are files?.....................................................................................................................65
What are folders?.................................................................................................................65
Types of drive and drive letters..............................................................................................65
Running the Windows Explorer program................................................................................66
Views within the Windows Explorer........................................................................................67
Using the Windows Explorer scroll bar...................................................................................69
Expanding and contracting drives and folders.........................................................................70
Types of Windows Explorer icons..........................................................................................72
Drives, Folders and Files ......................................................................................................74
Data storage devices............................................................................................................75
File sizes and disk storage capacities ....................................................................................75
Online Storage.....................................................................................................................76
M ANIPULATING FOLD ERS .............................................................................................................76
Navigating to the sample files folder.......................................................................................76
Creating a folder...................................................................................................................78
Creating a subfolder.............................................................................................................79
Good practice when naming files or folders ............................................................................80
Renaming a folder................................................................................................................80
Deleting a folder...................................................................................................................80
Displaying folder details........................................................................................................81
M ANIPULATING FILES ..................................................................................................................84
Viewing file details................................................................................................................84
Sorting the file list within the Windows Explorer......................................................................86
Recognising common file types .............................................................................................88
Selecting multiple files ..........................................................................................................91
Counting the number of files, files of a particular type in a folder..............................................93
Changing file attribute status.................................................................................................94
Renaming files .....................................................................................................................96
Deleting files ........................................................................................................................96
Restoring files and folders from the Recycle Bin.....................................................................97
Emptying the Recycle Bin .....................................................................................................98
COPYING AND MOVING FILES ........................................................................................................98
The Windows Clipboard........................................................................................................98
Moving files between folders .................................................................................................98
Copying files between folders................................................................................................99
Backups...............................................................................................................................99
Online Backups.................................................................................................................. 100
Backing up data to a removable drive .................................................................................. 100
FILE COMPRESSION .................................................................................................................. 101
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Starting Vista
When you start Windows Vista you may have to supply a login password. If
so enter your password and the opening screen will look something like this.
Displayed within the centre of the screen is the Welcome Center window.
We can use the Welcome Center window to practice basic Windows Vista
skills.
Moving a window
Move the mouse pointer to an empty area towards the top of the window.
This area is called the Title Bar. Press down the left hand mouse button,
and while keeping it pressed down, move the mouse pointer on the screen.
When you release the mouse button, the window will have moved.
Experiment with moving this window a few time until you get the hang of it.
TIP: Within this manual, from now on when you are asked to click the mouse
button, it will always be the left mouse button, unless the right hand button
is specifically specified.
You will see details of your computer displayed within the window. As
illustrated below.
This tells you what type of Windows Vista that is installed. In the example
shown Windows Vista Ultimate is installed. The type of CPU (C entral
Processing Unit) is an Intel chip running at a speed of 1.86 GHz. There is 2
GB of RAM (Random Access Memory). The video type is a 256 MB ATI
Radeon X1300PRO.
You may feel you don’t need to know this, but as you have seen, it is easy to
get technical information about your computer if you need to!
TIP: Remember that this dragging action with the mouse button pressed is
called ‘Drag and drop’.
Also experiment using the other corners of the window to resize the window.
Before continuing try and resize the Welcome Center window to its
approximate original size and position. You should be able to see other items
on the screen behind the window.
Maximising a window
If you look at the top-right of the Welcome C enter window you will see three
icons. As illustrated below.
Move the mouse pointer over the middle of the three icons and after a short
time you will see a popup explaining the function of the middle icon.
As you can see the icon is called the Maximise icon. C lick on the Maximise
icon and you will see that the Welcome Center program window maximises,
to fill the screen.
Move the mouse pointer over the middle icon and wait for the popup to
explain the function of the icon (which has changed slightly if you look
closely).
TIP: The reason for the middle icon changing its appearance (and its name),
is that having already maximised the window to fill the screen, you cannot
maximise any further. Thus you are offered a Restore icon that will restore
the program window to its original size. This is an example of Windows being
clever!
C lick on the Restore Down icon and you should see that the Welcome
Center window is displayed within a window (i.e. not full screen). You should
find that the window is the same size and position, prior to maximising the
window.
Minimising a window
If you move the mouse pointer over the first of these three buttons, you will
see it is called the Minimize icon.
C lick on the Minimise icon and you will see that the window disappears. It is
minimised down to the Windows Taskbar, which is the name of the bar
across the bottom of your screen.
Move the mouse pointer to this minimised icon within the Windows Taskbar
and you will see the following popup, which displays a ‘thumbnail’ picture of
the minimised program.
C lick on the minimised icon and the program will be displayed within a
window once again, on your screen.
Closing a window
Move your mouse pointer to the last of the three icons. After a short delay
you will see a popup explaining that this is the Close icon.
C lick on the Close icon and the program will close. It is not displayed within
the Taskbar as a minimised icon. The program is no longer in your RAM
(Random Access Memory). RAM is where all your active programs are stored
when they are running. If you close a program the program is removed from
RAM but you still have a copy of the program stored on your hard disk. To re-
run the program you will need to open the program from disk.
TIP: Get into the habit of pointing to items within Windows and leaving the
mouse pointer over the item. In many cases, as you are beginning to see,
you will get a popup message explaining the function of the item you are
pointing at.
TIP: To display the Start Menu, press the special Windows key on your
keyboard. Not all keyboards have this key, but most do.
Look for the word Accessories in the list and click on this. The menu will
change as illustrated.
C licking on this program will run a program called Notepad. This will open in
a window, as illustrated.
Saving data
Within the Notepad program, you will see a number of commands. This is
called a drop down menu list.
C lick on the File command and you will see the following drop down menu
list. C lick on the Save command, as illustrated.
C lick within the File name section of the dialog box and enter the name My
First File. This is the file name that will be used to store the Notepad file on
your hard disk. Click on the Save button within the dialog box. The dialog
box will close and the file will be saved to disk.
C lick on the Notepad Close icon (top-right of the window). The program will
close.
TIP: You may need to click on the vertical scroll bar displayed down the right
of the Open window.
C lick on the Open button. The file will open within the Notepad program.
Type in a new line of text (just make something up). Resave the file and
close the Notepad program.
C lick on the small right pointing arrow at the bottom-right of the Start
menu. You will see a new submenu displayed. C lick on the Shutdown
command.
TIP: if you were running any programs, such as a word processor and had
not saved your changes, you would be prompted to save or discard any
changes to your data.
TIP: You should never just switch off your computer. To shut down your
computer you must always use the Shutdown command. Simply switching
off a computer may result in you losing data!
TIP: It is a good idea to completely close down Windows and then restart
Windows after a program has crashed.
The Windows Desktop is the area of the screen that you are now looking at.
It contains icons and other screen elements.
Desktop icons
The icons you see on the Windows Desktop will vary from one computer to
another, depending on who installed and customised the Windows
installation. As a user of Windows, you can add, remove and move icons on
the Desktop. Typically the Desktop will look something like this.
Make sure that the mouse pointer is pointing to the Recycle Bin icon. Press
down the mouse button and while keeping it pressed move the mouse pointer
to a different position on the Desktop. When you release the mouse button,
the icon will have moved.
You would use exactly the same technique to move any other icons that are
displayed on your Desktop.
TIP: The Recycle Bin is used as a temporary store for files that you delete.
More about all this later!
Windows Taskbar
The Windows Taskbar is the bar normally displayed across the bottom of your
Windows screen. It contains a number of important items, such as the Start
button, icon representation of running programs and a clock at the right
edge.
Taskbar clock
Located at the left edge of the Taskbar.
If you move the mouse pointer over the time display (and wait a short time)
you will see the date displayed, as illustrated.
From the popup menu click on the Personalize command. This will display a
dialog box, as illustrated below.
You can use this dialog box to customise elements of your computer system.
TIP: You can use the scroll vertical bars to the right of the picture thumbnails
to scroll up or down and see more pictures, as illustrated.
TIP: You may wish to experiment with specifying how you want the picture
C lick on the OK button to apply the picture of your choice to the Windows
Desktop.
You will see the Personalisation dialog box displayed. Click on the down
arrow to the right of the Windows Wallpaper section. You will see a drop
down list displayed. C lick on Solid Colours.
The dialog box will then change to display a range of colours, rather than
pictures.
TIP: You can use the scroll vertical bars to the right of the colour pallet to
scroll down and see more colour options.
TIP: When you click on a colour you will see a preview of that colour applied
to your background, as illustrated.
To pick the screen saver type, click on the down arrow in the screen saver
section and click on an item within the list. In this case click on Ribbons.
Within the Wait section, click on the up or down arrows to set the time
interval of inactivity, before the screen saver kicks in.
C lick on the Preview button to preview the effect of the screen saver.
C lick on the OK button to apply the effects and close the dialog box.
Use the Resolution slider to change the resolution. When you click on the
OK button, you will see a warning dialog box.
not change the screen resolution, just remember how to change it if you ever
need to.
NOTE: The higher the screen resolution the smaller your Desktop icons will
appear on your screen.
Wait until the original screen resolution settings are restored so that nothing
is changed.
C lick on the Clock, Language and Region command. You will see the
following.
To set the date and time, click on the Date and Time command. This will
display the Date and Time dialog box, allowing you to change the date or
time.
TIP: Once changed, the new date and time will be remembered by the
computer. In most areas of the world Windows will change the time
automatically if the time is moved forward or backward as a result of daylight
saving time adjustments.
If you ever wanted to change these, you would click on the down arrow in the
Current format section and select the required option, as illustrated below.
Select the Keyboards and Language Options tab. C lick on the Change
keyboards button. You can use the dialog box that is displayed to set the
default input language.
If you click on the Add button you will see a list of available languages.
NOTE: Do not actually change any settings. Remember how you would
change these setting if you ever wanted to.
Within the Sound section, click on the Adjust system volume link.
You will see a slider control displayed, allowing you to modify the computer
volume.
TIP: If the Sidebar has been closed on your computer and you cannot see it,
try pressing the Microsoft logo key and the Spacebar keys simultaneously.
If you see the Slide Show gadget display move the mouse pointer over it
and you will see slide navigation controls displayed on it. Try clicking on the
Next Slide button to move the slide show forward.
Try clicking the View control to display the picture within the Windows
Photo Gallery. Then close the Windows Photo Gallery window.
Reordering gadgets
You can easily reposition gadgets within the Sidebar. To do this click on a
gadget to select it. Press down the mouse button and then drag the gadget
to a new position within the Sidebar. Release the mouse button and the
gadget will have moved.
Closing a gadget
To close a gadget, click on it to select it. You will then see a small close icon
displayed to the right of the gadget. C lick on Slide Show gadget and then
click on the Close icon, to close it down.
Applications
Starting WordPad
The WordPad program is a very limited word processor program that is
supplied free within Windows Vista. To open the WordPad program, click on
the Start button and then click on the All Programs button.
You should see the WordPad program icon listed under the Accessories
group
C lick on the WordPad command to run the WordPad program. The program
will open within a window, as illustrated.
You can type in a line of text and then press the Enter key a few times.
Press Ctrl+V which is the keyboard shortcut for pasting information from the
C lipboard. You should now see a picture displayed within your WordPad
program.
NOTE: Pressing the Print Screen key copies the entire screen contents to
the C lipboard. If you just want to copy the active window, then after
selecting the active window, press the Alt key while pressing the Print
Screen key. Then release the Alt key.
A dialog box is displayed. You will need to type in a file name, and then click
on the Save button
If you have time you might want to investigate the function of some of the
other icons within the program. You will find that if you point to an icon, and
leave the pointer there for a short time, that a popup is displayed explaining
the function of the icon. An example of a popup is illustrated below.
TIP: If you wish to format a portion of text with bold formatting you first
need to select the portion of text. To select text within a program such as
WordPad, click at the start of the text you wish to select and after pressing
down the Shift key click at the end of the portion of text you wish to select.
Title bar.
This is the bar running across the top of the application window and normally
displays the title of the program window.
Menu bar.
The Menu bar contains a number of drop down options, often including items
such as File and Edit.
C licking on one of these options displays a list of commands that you can
choose from, as illustrated for the File menu option.
Status bar. The Status bar is normally displayed along the bottom edge of
the application window. It can display status information, such as the
number of pages contained within a document.
Scroll bar. Scroll bars are normally displayed only when needed. If the data
within a window will not fit within the window you may see horizontal and/or
vertical scroll bars displayed.
The ribbon is divided into tabs, such as Home, Insert, Page Layout as
illustrated below.
Each tab is divided into groups, such as Clipboard, Font and Paragraph, as
illustrated below.
Each section contains the icons or buttons that you can click on, as illustrated
below for the Font group.
Notepad
To open the Notepad program, click on the Start button and then click on the
All Programs button. C lick on the Accessories group. You should see the
Notepad program icon listed under the Accessories group. C lick on the
Notepad command to run the Notepad program. The program will open
within a window, as illustrated.
This is a text-only editor. Unlike a modern word processor, you cannot insert
pictures into the Notepad window. You will notice that unlike the WordPad
program you cannot apply any formatting to the text, such as bold, italic or
underlining.
Leave the program window open.
Calculator
To open the Calculator program, click on the Start button and then click on
the All Programs button. C lick on the Accessories group. You should see
the Calculator program icon listed under the Accessories group. C lick on
the Calculator command to run the C alculator program. The program will
open within a window, as illustrated.
TIP: If you click on the View drop down menu, you can select the Scientific
calculator.
Welcome Center
The Welcome Center normally runs automatically each time you start the
computer. If you have closed the Welcome Center window you can always
restart the program by clicking on the Start button and then clicking on the
All Programs button. C lick on the Accessories group. You should see the
Welcome Center program icon listed under the Accessories group. C lick
on the Welcome Center command to run the program.
To switch from one program to another press down the Alt key (and keep it
pressed). Press the Tab key once and you will see a bar displayed across the
middle of the screen.
Press the Tab key a few more times and you will sequence around the
programs displayed within the bar. When you release the Alt key the
program that was highlighted within the bar is displayed on your screen and
the other programs are minimised to the Windows Taskbar. Practice this
technique a few time to switch from one program to another,
Cascading windows
If necessary, click on the Show Desktop icon (bottom-left of your screen) so
that all the programs are displayed in their program windows.
Right click on an empty part of the Windows Taskbar (this is the bar that is
normally displayed across the bottom of the Windows screen). From the
popup menu displayed, click on the Cascade Windows command.
TIP: To close a program click on the Close icon displayed at the top right of
each program window.
Installing programs
Within large organisations it is normally the IT support staff that installs or
removes programs. In many cases it is a disciplinary offence to install
programs onto computers without specific permission. This is because of the
risk of accidentally infecting a computer with a computer virus or similar
program.
With small organisations or home use then it may be up to you to install new
programs. Always check so that you do not get yourself in trouble!
Programs are normally supplied on C D or DVD and these disks, once inserted
into the C D/DVD drive should start automatically and display instructions
onscreen covering the installation procedure. If you need to install software,
read the onscreen instructions VERY carefully at each stage. If help is
available and you get stuck always ask rather than assuming the installation
will be OK. If in doubt ask!
TIP: You can find lots of free programs when surfing the Web. Be VERY
careful about installing programs unless you are absolutely sure that the
programs are supplied by a reliable source.
Removing programs
WARNING: This section is just for reference. Do not remove any
programs during this training course.
As with installing programs only do this if you have been given specific
authority within your company to remove a program. If in doubt ask! You
use the Control panel to remove programs.
C lick on the Start button and from within the Start Menu, click on the
Control Panel button.
C lick on the program that you wish to uninstall. In the example shown, the
Google Desktop program has been selected. Once selected click on the
Uninstall command (displayed above the list). You may see some warning
screens, in which case read them very carefully before deciding whether to
proceed or not. If in doubt, do not remove a program as it can cause
problems if you delete programs that should not be deleted. C lose any open
windows before continuing.
C lick on the Start button and then click on the All Programs button. C lick
on the Accessories group. You should see the Welcome Center program
icon listed under the Accessories group.
Right click on the Welcome Center program icon. From within the popup
menu displayed Select the Send To command. From the submenu displayed
select the Desktop (create shortcut) command.
C lick on the arrow to the right of the Start button, and from the popup
menu displayed select the Shutdown command.
If this does not work physically switch off your computer. In the case of
Desktop computers there is normally a power switch on the front or at the
back of the computer. When using a laptop computer you may have the hold
down the on/off button for a short time in order to switch off the laptop.
Wait for at least 30 seconds and then switch the computer back on. It may
display a different opening screen than normal, in which case follow the on-
screen instructions.
Help
You can click on any item to learn more. For instance click on the first item
titled ‘Introduction to computers’.
You can click on the Forward icon to move forward within the pages you
visited.
You can click on a topic such as Desktop Fundamentals. The dialog box
will then offer a range of help associated with the item you click on, in this
case Desktop Fundamentals, as illustrated.
C licking on one of these options, for instance ‘The Start menu (overview)’,
will display the following.
This will once again display the opening Help screen, as illustrated.
Take some time to explore some of the other options available within the
Help window.
Demos
Display the Windows help and Support window. Search using the word
Demos, as illustrated.
You can click on any of these demos and watch a screen presentation on
selected topics. You can run these as many times as you like and get more
expert in the use of various techniques within Windows Vista. C lose any open
windows before continuing.
Basically there are two types of file that you need to concern yourself with,
the program files (such as word processor, spreadsheet, databases etc) and
the data files that you create and save to disk. Once saved to disk you can
later reopen that file and make further changes, or print the data file.
In many ways you can think of data files as physical sheets of paper,
containing your data. You then place these sheets within a folder so that you
keep all similar documents together.
There are other types of drive, such as a CD or DVD drive. You can plug
‘removable hard disk’ into the back of your computer. You can plug so called
‘memory sticks’ into the USB sockets on your computer. Don’t worry what
USB stands for (Universal Serial Bus), they are just sockets that allow you to
plug things into your computer. There are many different names for these
USB memory sticks, such as ‘Flash drives’ or ‘USB drives’
As you add more drives to the computer, Windows assigns a drive letter to
them. The hard disk is usually called drive C . The next disk that is added
(probably the CD/DVD drive) will be called drive D, the next drive would be
If you are connected to a network, your network administrator may have set
you up with additional ‘network drives’. These are actually located within a
different computer on your network and can have any free drive letter that
the network administrator thinks is appropriate (such as Drive T).
TIP: Do not confuse the Windows Explorer (which is generally used for
exploring your computer, disks, folders and files) with the Internet Explorer
(which is used for exploring the Internet and surfing the Web). They are two
entirely separate programs with very different functions.
C lick on the down arrow to the right of the Views command. You will see a
popup menu, as illustrated.
We will see later how to select a particular file or folder and view details of
that file or folder. In the example shown below, we have selected the
Notepad program file. As you can see this file is an ‘application’ file (i.e. a
program file) and the file size on disk is 148 KB.
The other common view that is used is one of the icon views.
C lick on the Medium Icons view.
There are other views but normally you will use Details or one of the Icon
views.
TIP: If you have difficulty seeing the icons you can use the Large or Extra
large icon views.
Use the vertical Scroll Bar to scroll up to see the contents at the top of the
left side of the window. You will see something like this.
The contents of the C drive (your hard disk) are displayed within the right
side of the window. In the example shown the folders contained on the hard
disk have a folder shaped icon, as below.
Double click on the drive C : icon again and the folder structure on your hard
disk will expand again, as illustrated.
You will notice the folders displayed in the left side of the window are
prefixed with one of the following shapes.
The shape below indicates that when you click on it, the folder substructure
will expand to display the subfolder(s) contained within the parent folder.
The shape below indicates that when you click on it, the expanded folder
substructure will contract to just display the parent folder.
Experiment with clicking on both the expanding and contracting icons and
view the effect on the structure displayed on your screen.
Before continuing close the Windows Explorer program and then restart it.
Double click on the Users folder icon and you will see that the Users folder
collapses, to just display the Users parent icon in the left side of the window.
C lick on the Windows folder. You will see the Windows parent folder
displayed in the left side of the screen, with the contents of the Windows
folder (i.e. files and subfolders) displayed on the right side of the window.
Scroll down the contents within the right side of the window and soon you will
see a variety of different icons representing different types of files.
This is a program icon. Double click on this and you will run the Windows
Explorer program.
If all of the files were held together in one place on each drive, the system
would be very difficult to use because of the sheer number of files involved.
To help organise your files it is possible to create folders (also referred to as
directories) to help divide and even sub-divide the files stored within the
various logical drives available. A system of hierarchical folders within folders
which represent your hard disk are often referred to as the folder (directory)
tree, in the same way the very top of the file system is known as the root
folder (directory).
Finally, at the very end of this structure are the various files which we use.
Diskette (floppy disk): The original IBM PC did not have a hard disk, the
operating system, programs and data had to be contained in one or two
diskettes. Later a hard disk was added, after which point diskettes were used
for supplying programs which could be installed (i.e. copied) to the hard disk,
or you could back up small amounts of data to the diskette. Most modern
PC s are no longer supplied with a diskette drive, due to the fact that diskettes
are unreliable and are easily damaged. They only hold very small amounts of
data.
USB Flash Drives: These are small, stick-like devices that plug into a USB
port. They can stores Gigabytes of information and are an easy way to
transfer data from one computer to another. There are security
considerations attached to use of these devices as it is easy to copy large
amounts of data to these devices and then take that information out of the
office, for this reason many companies ban the use of these devices. When
using a USB flash drive the drive is listed within the Windows Explorer
program in exactly the same way that your hard disk is. It will have a drive
letter associated with it.
Bit:
1 or 0 level of storage is called a Bit
Byte:
Eight bits is called one Byte
KB, Kilobyte:
A Kilobyte (KB) consists of approximately one thousand Bytes
MB, Megabyte:
A Megabyte (MB) is approximately one million Bytes
GB, Gigabyte:
A Gigabyte consists of approximately one thousand Megabytes
TB, Terabyte:
A terabyte (TB) is approximately one thousand Gigabytes
Online Storage
With the advent of high speed internet connections it is now possible to store
your files online. This allows you to access your files from any computer with
an Internet connection. If you wish you can also give permission for other
people to access your files, for example you could allow family members to
access your digital photo collection.
Manipulating folders
To navigate to this sample folder and files, right click on the Start button
(bottom-left of the screen). From the popup menu displayed select the
Use the scroll bars within the left side of the window to scroll up the folder
display. You should now be able to see the folder called Cheltenham
Courseware.
Double click on the Cheltenham Courseware folder and you will see the
following displayed.
The samples for this course are contained within the folder called Vista level
1.
Creating a folder
Select the folder called Vista Level 1.
Right click on the Vista Level 1 folder and from the popup menu displayed
click on the New command. A submenu is displayed, click on the Folder
command.
You will see a new folder is created and displayed within the left side of the
Windows Explorer window.
You can type in the new name and press the Enter key. In this case type in
the name My new folder and press the Enter key. Your screen will now look
like this.
Creating a subfolder
Select the folder called My new folder. Create a new subfolder, under this
folder called My backups. Your screen will now look like this.
Renaming a folder
Select the folder called My backups and you will see the selected folder
displayed like this:
Press the F2 key and the folder will now be displayed like this.
NOTE: This is called editing mode. You can edit the file name by typing in a
new name.
Type in My old backups for the new file name. When you press the Enter
key you will see the following.
Deleting a folder
Select the folder called My old backups.
Press the Del key. You will see the following dialog box warning you that you
are about to delete the folder.
TIP: The folder is not actually deleted; it is moved to the Recycle Bin. If you
realise that you have accidentally deleted the wrong file, or if you simply
change your mind, you can normally retrieve the deleted file from the
Recycle Bin.
WARNING: Files are not held in the Recycle Bin forever and in some cases
when you delete a file it may be permanently deleted and not even go to the
Recycle Bin. Be very carefully about deleting files. If in doubt do not delete
a file!
You will see the subfolders contained within the Vista level 1 folder displayed
on the right side of the window. For each subfolder, you can see the folder
name and the date last modified.
Move the mouse pointer over the folder called Counting files. After a short
delay, you will see the following popup, displaying more details about the
folder, such as the total size of the folder contents. Slowly move the mouse
pointer down the list of folders and you will see details displayed for the other
folders.
Right click on the folder called Counting files. From the popup menu
displayed select the Properties command.
This will display even more information about the folder, such as the fact that
the folder contains 15 files. C lick on the OK button to close the dialog box.
Manipulating files
Move the mouse pointer over (but do not click on) the file called Dolphin.
You can see from the Type column that this is an image file. After a short
delay you will see a popup displaying more information about the image,
such as the dimensions of the image.
Slowly move the mouse pointer down the list of files and see what additional
information is displayed about other types of files when you point to a file.
C lick on the file called Dog. This is an image file and you will see a preview of
the image in the bottom-left section of the window.
Right click on the selected file and from the popup menu displayed select the
Properties command.
This will display the Properties dialog box for the selected file, displaying
even more detailed information about the file. C lick on the OK button to
close the dialog box.
Move the mouse pointer to the word Name displayed at the top of the first
column of information.
C lick once. C lick a few more times. Each time you click the list is ordered A-
Z or Z-A, as illustrated.
Move the mouse pointer to the words Date Modified displayed at the top of
the second column of information. Repeated clicking on this will reorder the
display in ascending or descending date order.
Move the mouse pointer to the word Type displayed at the top of the third
column of information. Clicking on this will sort the files by type, as
illustrated.
TIP: In the example illustrated, the Type column is not wide enough to
display the information within it. To make the column wider, move the
mouse pointer to the vertical line separating the top of the Type and Folder
column. You will see the mouse pointer changes to the shape of a small
cross with arrows pointing left and right. Press the mouse button and drag
the column border to the right and when you release the mouse button the
column will be wider. The column will then look like this. You may also have
to make the program window itself wider to display the information!
You can use the Size column to sort the files according to their file size.
the file will run the program within it. There are many different types of
executable files. Mostly we will be interested in running application program
files that contain our programs, such as a word processor or a spreadsheet
program. Do not confuse the executable files with the data files. If you look
within the Windows folder on your hard disk you will see a number of
application files, as illustrated below.
As you can see from the illustration above, provided that you view the files
within the Windows Explorer in Details view, then the file type is normally
listed. In the case above you can see it is listed as an Application, i.e.
executable file.
Text Documents:
As the name suggests text documents contain only text. No pictures or
formatting information can be stored in a text-only file.
Bitmap Images:
This is a type of picture format.
GIF Images:
This is a type of picture format.
JPEG Images:
This is a type of picture format.
These are documents created using the Microsoft Word, word processing
program.
HTML documents:
These are documents formatted for displaying on a Web site.
Video files: AVI, Video files - MPG & WMV (Windows Media Video)
These are different types of file formats used to store Video. The icon used to
display these files will vary according to what programs you have installed to
play your video files.
Temporary files:
These files, as the name implies, are normally created as temporary files
which are deleted after use. Both Windows and application programs can
create temporary files which are used to store information on a temporary
basis and which are deleted when they are no longer used. If the computer
crashes you may find that some files which were meant to be temporary are
present as they were not automatically deleted.
C lick on the file called Sales details. This will select that file, as illustrated.
C lick on another file, such as Charts. The second file will be selected and the
first file de-selected, as illustrated.
TIP: Selecting multiple files is useful as once you have selected multiple files,
you can manipulate all the files at the same time, rather than one file at a
time, as we will see later.
To select more than one file you need to use a trick. C lick on the file called
Dog. Then press the Ctrl key (and keep it pressed). Then click on the file
called Sales Details. Finally click on a file called Raft race. Release the
Ctrl key and all three files will remain selected, as illustrated.
C lick on a different file and the multiple files are no longer selected.
Sometimes you may wish to select a block of files that are displayed next to
one another. To do this we use a different trick. First list your files in
alphabetical A-Z order by clicking at the top of the Name column. Your files
are listed as illustrated.
C lick on the file called Dog. Press the Shift key and keep it pressed. C lick
on the file called River and then release the Shift key. All the files between
the first and second file that you clicked on remain selected, as illustrated.
C lick on a different file and the multiple files are no longer selected.
TIP: These tricks using the Shift or Control keys also work when selecting
multiple folders.
As you can see there are four JPEG image type files. If there were a lot more
you can use a trick to count up the number of selected files. Right click over
the selected files and you will see a popup menu. C lick on the Properties
command which will display a dialog box. Within the dialog box it tells you
how many files you have selected, as illustrated.
C lick on a file called Sales chart. Right click on this file and from the popup
menu displayed select the Properties command. This will display the
Properties dialog box for the selected file.
In the Attributes section of the dialog box you can click on the Read-only
check box.
This will mark the file as read-only. Try it now and then press the OK button
to confirm the action.
NOTE: If you make a file read-only you can still delete the file (by selecting it
and pressing the Del key). However if you were to open the file then the file
would open without any problem, but if you edited the file you would have
the save the file using a different file name as the original file name is
marked read-only.
Use the same technique to mark the file read/write again, and after closing
the properties dialog box, re-open the dialog box to confirm this change.
C lose all open dialog boxes before continuing.
Renaming files
Display the contents of the folder called Renaming.
Select the file called Stock. Press the F2 key and type in a new file name
called Stock Levels. Press the Enter key to confirm the file renaming.
NOTE: Normally you just see the file name without what is called the file
name extension. The file name extension is normally 3 or 4 letters, preceded
by a dot (period). For instance a text-only file has a file name extension of
.TXT.
WARNING: To keep the display simple and uncluttered the file name
extensions are not normally displayed within the Windows Explorer. If you
do see the file name extension displayed, be very careful not to alter the
extension when you are renaming a file.
Windows can use the file name extension to tell what sort of file type a
particular file is. If you change the extension Windows may no longer
understand how to process a particular file!
Deleting files
Display the contents of the folder called Deleting files.
Select the file called About computers. Press the Del key to delete the file
and you will see the following.
C lick on the Yes button to confirm the deletion. The file appears to be
deleted but is actually moved to the Recycle Bin. The Recycle Bin is an area
on your hard disk used to store files that you have deleted.
TIP: If you wish to delete a file completely rather than send it to the Recycle
Bin, press the Shift key while you are deleting the file. Use this trick with
caution as you will NOT be able to recover the file once you have
deleted it!
This will allow you to see the Recycle Bin icon on the Windows Desktop.
Double click on the Recycle Bin and you will see the following.
TIP: You may see lots more files contained within the Recycle Bin. If so
ignore the other files, just concentrate on the file we have just deleted.
To restore the About Computers file, first select the file and then click on
the Restore this item command displayed towards the top of the window.
The file will no longer be displayed within the Recycle Bin. C lose the Recycle
Bin. C lick on the Show Desktop icon again and you should see the Windows
Explorer window with the file that you deleted once again displayed.
TIP: You can use the same technique for moving entire folders from one
place to another.
TIP: You can use the same technique for moving a file from a folder on one
disk to a folder on another disk.
TIP: You can use the same technique for copying entire folders from one
place to another.
TIP: You can use the same technique for copying a file from a folder on one
disk to a folder on another disk.
Backups
Within a business environment you will normally use a computer that is
connected to a network. In many cases your important data files will be
automatically backed up for you and stored securely elsewhere on the
network. You need to check with your IT support people that backups are
performed automatically.
Whatever backup method you use, there are three basic principles when it
comes to backups.
Off site storage: It is no use backing up your data to say a DVD, and
leaving the backup copies next to your computer. If your computer gets
stolen, chances are the backup disks will also get stolen. Always store your
backups offsite.
Check the backup: Every so often just check that you can restore the
backed up data to a computer. Do not overwrite the latest version of your
data with an earlier version, just simply check that the backup mechanism
has not been corrupted. Also check what has been backed up.
Online Backups
Many copies now backup data online. This may be over the private Local
Area Network, to an offsite server that is owned by the company. This has
the advantage that backup data is easily access by everyone that needs
access within the company so that backups can be shared when necessary.
Many companies now have automated backups that back up over the
Internet, on some cases to servers in different countries that are house in
secure bunkers. This makes the backed data almost impossible to lose,
although storing your data in a different country may raise data protection
issues in some countries.
C lick on the Open folder to view files option. This will open the Windows
Explorer allowing you to copy files to this device. You can select the files
within one of your sample folders and press Ctrl+C to copy the file to the
C lipboard.
Select the removable drive and press Ctrl+V to paste the contents of the
C lipboard to the removable drive.
File compression
Select the file called Zipped file. Double click on this file and the Zipped file
will decompress and display 3 files which were compressed and stored within
the Zip file.
Compressing files
Select all the files within the File Types folder. Right click over the selected
files and from the popup menu displayed select the Send To command.
From the submenu, click on the Compressed (zipped) Folder command.
The selected files will be compressed into a single file. You can type in a new
name for the ZIP file, in this case called i.e. My backups.
Disk formatting
WARNING: These notes relating to formatting are just for reference.
The hard disk inside your computer is formatted ready for use when you first
purchase your computer. You can think of formatting a disk as printing lines
on a notepad so that you can later write on the notepaper. When PCs were
first introduced they all had floppy disk drives rather than the CD/DVD drives
that we are familiar with today. There are still many PCs with built-in floppy
disk drives and you can insert a removable floppy disk into these drives.
Floppy disks are generally supplied pre-formatted, but sometimes it may
become necessary to reformat the disk.
WARNING: If you format a disk then you will lose any data contained on
that disk. Formatting wipes a disk clean!
To format a removable disk, first open the Windows Explorer (by right
clicking on the Start button and from the popup menu displayed, selecting
the Explore command).
Select the removable disk you wish to format, as illustrated.
Right click in the disk you want to format and from the popup menu
displayed, select the Format command.
You will see the Format Removable Disk dialog box, as illustrated.
To start the format process click on the Start button, but remember that if
you do this you will lose any data contained on the removable disk. You will
see a warning dialog box.
TIP: Never use the Quick Format option. While this option is very quick,
the results may be unreliable.
To find a file called Password, you would type in the name of the file into
the dialog box, as illustrated. You will see that additional information is now
displayed within the dialog box.
C lick on the Search in File Contents icon and you will see the following
displayed.
TIP: You may want to resize the window so that the window is wider. You
may also want to resize the columns so that you can see the Folder location
(i.e. the folder in which the file is stored).
Double clicking on the file will display the file contents, as illustrated.
C lick on the down arrow to the right of the Advanced Search section. This
will display the following options.
C lick on the down arrow next to the Size section and you will see a drop
down list displayed.
Select is less than. In the next box, type in the number 104. This will allow
us to find all files with a file size of less than 104 KB.
C lick on the Search button and you will see a list of all files under 104 KB.
C lose the search dialog box.
This will display the advanced options including the Date searching options.
C lick on the down arrow to the right of the date section and you can select
Date Modified or Date Created. In this case select Date Created.
C lick on the down arrow to the right of the Any section. In this case
choose ‘is before’.
C lick on the down arrow to the right of the next box, as illustrated below.
Select a date a few months before today’s date.
C lick on the Search button. If you look carefully at the search results you
will find that only files with the word ‘Windows’ in the file name and files
that were created before the specified date are listed.
C lose the search dialog box.
In the left section of the dialog box, click on the Computer icon, as
illustrated.
In the right section of the dialog box, click on the Hard disk icon, as
illustrated. This is telling Vista that the file is somewhere on your hard disk,
but you don’t know where.
You may find that you have to retype your search phrase into the search box,
xyzzy, as illustrated.
Vista will start searching for files. After a short delay you will see the
following.
Within the right hand section of the dialog box, click on the in the Search in
File Contents icon. Vista will start the search again. This may take longer,
and you will see a search progress bar, displayed across the top of the
window.
Eventually, you should see the file containing the specified contents,
displayed in the right hand section of the window.
As you can see the file is called Mine sweeper. Double click on this file to
open it, and you will see information about a cheat that used to work in the
Windows Mine Sweeper game.
C lose the Word document and close the Search dialog box before continuing.
In the left side of the dialog box, click on the word Computer.
Select the disk you want to search, in this case, the Hard Disk. In the
search box type in the word swim, as illustrated.
Double click on the file (actually called Swimming in the sea). You will see
the following picture.
For example:
To search for all Microsoft Excel files whose names start with za
and contains 5 characters
we would search for za???.xls
Use this information to search all the subfolders under your samples folder
for any files whose names start with the letters sa.
C lose the Search dialog box, once the search is complete.
Computer viruses
Viruses are small programs written so that they can jump from one computer
to another (via disk or a network), which can cause disruption or damage to
the computer system. Even data files such as a Word document can contain a
virus. As well as causing damage to your data, or in some cases even
destroying your data, viruses can cause other effects, such as using your
email system to email all your email contacts and in the process infect other
people’s computers.
Basically if you access files which are virus infected, then that virus may be
transmitted to your computer. Never accept diskettes/CD-ROMs/DVDs which
have not been properly virus scanned first by your computer support team.
Never connect to the Internet without an active virus checker program
scanning all the files you download.
Spyware
Spyware is software that installs itself on your computer and then spies on
your computer activity. Often spyware is used to collect marketing
information but more serious versions can collect sensitive data which could
later be used in a criminal way. If you download and install free software,
then this may have types of spyware hidden within it. There are many
different programs that you can use to detect and remove spyware on your
computer.
Cookies
Cookies are commonly used to allow visitors to a web site to personalise their
relationship with the web site. For instance a weather web site could use a
cookie to remember that you live within a particular area of the country. The
next time you visit that web site, the weather that will be displayed will relate
to your location. Some cookies are less innocent. Cookies are often
downloaded automatically from a web site when you visit the web site, so
you can acquire them without realising it. Most anti-spyware programs will
also detect cookies for you.
You will have less chance of being sued for damages by other organisations
that you accidentally infected with a virus.
virus.
You will save time and money by preventing virus attacks as opposed to
dealing with the effects of an attack.
NOTE: Get all the security updates and patches for your version of Windows
so that Windows itself is less vulnerable to virus attack.
This particular program will display a dialog box similar to that shown while
the virus scan is running.
At the end of the process you should see a message telling you that your
computer is free of viruses. If a virus is detected during the scan and you
work in a large organisation inform your IT technical support team
immediately. Do not panic! If you are running a computer at home, then
normally, let the virus checking program remove any viruses which it finds.
Printing Issues
Selecting a printer
In many larger organisations you may have the choice of printing to more
than one printer. To see which printers are available you can use the C ontrol
Panel. To do this click on the Start button and then click on the Control
Panel.
Within the Hardware and Sound section click on the Printer link.
In this example the Lexmark printer is set as the default printer. The
default printer is marked with a tick.
If the printer is attached directly to your computer, click on the Add a local
printer option. If your printer is on a network use the second option. In this
example use the Add a local printer option. You will see the following dialog
box. Select a port or use the default and click on the Next button.
The next screen allows you to select a make and model of printer to install.
TIP: You may have to insert a disk to install a printer that Windows does not
know about.
After you have selected a make and model, click on the Next button.
The next screen allows you to give the printer a name. Accept the name
displayed or type in a new name. Then click on the Next button.
The final screen allows you to test that the printer is correctly installed and
connected. C lick on the Print a test page button.
As printing is a slow process, if you try and print a lot of documents at the
same time you will see the documents queued up within the Print Manger.
You can pause the printing of a document by selecting the document within
the print queue, right clicking and selecting the Pause command. To restart
To cancel the printing of a particular document right click over the document
and select the Cancel command.
You will see a warning screen. C lick on the Yes button to confirm that you
wish to cancel.