COMPETENCY-BASED LEARNING

MATERIALS

CONTACT CENTER NCII (Common Competencies)

Information Sheet 2.2-3

Access Information Using Computer

Learning Objectives: After reading the information sheet, you must be able to:

 Identify locations of files

 Recall keyboard short cut keys
 Discuss ways of managing files and folders
 Explain how to save files
 Identify different application programs

Searching for Files

Searching from Computer

Click Start>Computer. In the top corner is the search box. You can enter the name of
the file or the partial name and Windows will search for the file. Once you have found the
file, double click and the program will launch and open the file for editing or searching.

File Name Conventions

Most businesses have filename conventions to help and assist people to find files that
have been created by other people. Under Windows a filename can be a maximum of
256 characters and may include most characters from the keyboard with the exception of the
following: / \ * ? % * : | ; “ < > and the last ‘.’ which identifies the start of the extension.
A filename should be descriptive of the contents. Some businesses do not allow the use
of space in the filename and instead use _, such as ‘Sales_July’. It may be

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required that the version of the file be included in the filename, such as
Sales_July_Ver_2-3. You should check with your organisation as to their rules.
Folders
Files are generally stored in folders or sub-directories. This is an area that users can
create to store files to assist in locating them. Folder names follow the same rules as for
filenames. Folders can hold files or other folders to allow files to be stored in a meaningful
and useful manner.

Files
Each program creates a file so the data can be recalled and edited as needed. Each
program stores the data of the file in a different method or location in the file. For example a
word file will store the language of the file within the file but a different program will
store the same data but in a different place within the file. It is therefore important to know
which program created the file.
Click on Start and then click on All Programs. Find the Microsoft® Office group.
Click on Microsoft Office Word and this will launch Word.

To be able to edit a file it must be loaded into Word.

Click File>Open and the Open Dialogue box will appear.
Click on the file that is required and it will open in Word for editing in the corner of the
dialogue box that filters the type of files that are shown.
Close Word by selecting File and then Exit Word.
As an alternative to the File>Open approach there are
two other options. One of these is the use of a shortcut key.
Rather than use the mouse by simultaneously pressing a
combination of keys the same result can be achieved. The
keys for Open File are Ctrl-O. This key combination works
in many of the Office suite of programs.

Other Keyboard Short Cut Keys

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Short-Cut Keys Function

Ctrl-C Copy

Ctrl-X Cut (more from one location to another)

Ctrl-V Paste

Ctrl-F Find

Ctrl-W Close

Ctrl-Z Undo

Ctrl-D Font

Ctrl-B Bold text

Ctrl-R Justify-Right

Ctrl-E Justify-Centre

Ctrl-N New Document

Ctrl-S Save

Managing Files and Folders with File Explorer

When using your Windows 10 system to create information, over time, we
accumulate a lot of files that store on our hard disk. A critical part of how Windows 10 (and
Windows in general) organizes this is by using a File System that manages how files are
stored and accessed on your computer. The part you see when we interact with the records
that we create on our computers, such as documents, audio files, pictures, and videos is the
File Manager.

In the case of Windows, it’s File Explorer. Over the years, this essential part of the
Windows experience has evolved from its roots as File Manager in early releases, then
Windows Explorer, and now called File Explorer, first introduced in Windows 8. Since a lot
of you are coming from Windows 7 and skipped Windows 8.x altogether, we thought you’d
like to take a look at using File Explorer in Windows 10.

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To see into your computer's storage vault, click File Explorer icon located on your
Taskbar or click Start> File Explorer

When you launch File Explorer in Windows 10, you get the Quick access window.
Formally called Favorites in previous versions of windows; here you will see your most
frequently accessed folders and files you created.

The Ribbon Toolbar command is used to manage your files and often reveals
hidden commands quickly. When you select a folder or file, this will display a contextual
tab with additional options. You can copy, move delete, rename, and a host of other tasks
using the Ribbon

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Quick Access Toolbar can be used to pin your most frequently accessed
commands. This automatically pins your most frequently accessed folders.

Navigation and Address Bar are used to navigate smoothly through a folder's
hierarchy or back and forward between folders. The address bar also has a
breadcrumb menu that makes it easy to navigate to a different folder path.

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One Drive synced folders is an online storage service synced with your computer.
You will need to have a Microsoft account set up before use.

Search command is used to find files stored in the computer. You will need to type
the file name or part of the file name. The computer will give you all the files
related to your search.

Status Bar displays information about the contents stored in the window, such as
the amount of files, size, file selection and quick access to folder layout

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If you rather see your computer environment now call This PC, click it in the left
pane, or you can change it to the default Folder Options dialogue. To do so, select the
View tab on the Ribbon and click Options under the Show/Hide group.

Click in the Open File Explorer to list

box and choose This PC then click
Apply and OK. If you don't like to see
your most frequently accessed folders and
recently accessed files, you can adjust
those settings from the same dialog.
Under Privacy, uncheck the following:
- Show recently used files in Quick
access
- Show frequently used folders in
Quick access
Or you can choose to erase all traces by
clicking the Clear button

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User Folder- In Windows 7 and earlier version, you had a User Folder directory
which was used to store and organize your files in folders by content, such as
Documents, Audio Files, Pictures, videos, and other types of data. Some of these folders
will still be available from This PC. Other folders that might be part of your User Folder
created by third-party applications are accessible from within your user directory from the
Bread Crumb menu.

To do that, click the arrow on the address bar and click you user folder
represented by your account name; or press Window Keys +R, the type
%userprofile% and hit Enter.

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You can change how files display in Windows 10 File Explorer by using the View
tab. When you activate this tab, you will see various groups for changing the layout
of the windows, files, current view, or hide certain things you see onscreen. Within the
Layout group, click one of the available options to change how your files displays
onscreen. You can also preview the layout before confirming by hovering over one of the
available options.

To go back to the previous folder, you may either use Recent Locations button or
the Bread Crumb menu. When you click the Recent Locations menu, you can go
back to a previously working directory quickly without going through multiple
directories along the way.

The Bread Crumb menu introduced in Windows Vista provides similar capabilities; for
instance, you can easily navigate to a folder with a folder path. So, if there are subfolders
within a folder, ou can quickly jump to any folder within the oath.

Tip: You can also use the backspace to go back one step too.

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To organize files and folders, look for recent files created or older files, or archive
certain files elsewhere. The View tab provides options for sorting how files are
displayed.

Copying is the replication of the original file. To copy a file, select the file you want
to copy and click Copy under the Home tab.

You can just as easily copy or move a file without leaving your current location. Under the
Home tab within the Organize group, click Copy to or Move to button, and choose the
location if it's listed, or click the Choose Location button and select the location

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Saving Files

One of the most useful features of a computer is that you can create and store files; and later
retrieve it if needed. These files, when saved, can be shared in hard copy (ex. printed forms) or in
soft copy (ex. as an attachment in emails). Also, you can save files in different devices as back up
or as a copy.

Click File on the top menu. If you’re saving something for the first time, Windows
asks you to name your document. Type something descriptive using only letters,
numbers, and spaces between the words. Windows gives you 255 characters to work
with.

Choose the location where you want to save a file

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Type the name of the file is the field provided

Click the dropdown menu for the save as type and choose the form or program in
the that you want your documents to be saved

Then click Save

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However, if you have opened up a saved file and wish to save the changes you
made in the file, you can just click save icon or press and hold Control button in the
key board then press "S"

Application Programs

An application program is a comprehensive, self-contained program that performs a

particular function directly for the user. Among many others, application programs include:

 Email
 Web browsers
 Games
 Word processors
 Enterprise software
 Accounting software
 Graphics software
 Media players
 Database management

Because every program has a particular application for the end user, the term
"application" is used. For instance, a word processor can help the user create an article,
whereas a game application can be used for entertainment. An application program is also
known as an application or application software.

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Application software and system software are the two major types of software
available. System software manages the internal operation of a computer, mainly via an
operating system (OS). It manages peripherals like storage devices, printers and monitors as
well. On the contrary, application software or an application program guides the computer
to carry out instructions provided by the user.

System software includes programs running in the background, which enable

application programs to function. System software programs include compilers,
assemblers, file management tools as well as the OS itself. Application programs function
on top of the system software as the system software is built from "low-level" programs.
System software is automatically installed during the OS installation. However, users
have the option to select which application programs are installed on their systems.

Some examples of application programs include:

 Application suite: Includes various applications packaged together
 Enterprise software: Addresses the data flow and process requirements of an
organization, covering entire departments
 Information worker software: Permits users to create and administer information
 Content access software: Used mainly to gain access to content without editing
 Media development software: Creates electronic and print media
 Educational software: Includes content and/or features intended for students or
educators
 Product engineering software: Develops software and hardware products

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References
https://edu.gcfglobal.org/en/computerbasics/what-is-a-computer/1/

https://www.siyavula.com/read/cat/grade-11-cat/storage-memory-and-processing-
devices/03-storage-memory-and-processing-devices

https://community.webroot.com/tech-talk-7/why-are-computers-so-important-
47952#:~:text=Computer%20has%20become%20very%20important,amount%20of%20data
%20in%20it.

https://kb.mc3.edu/article/saving-files-in-windows-10-991.html

https://www.academia.edu/34890204/_CBLM_Perform_Computer?auto=download

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SELF-CHECK 2.2-3
ACCESS INFORMATION USING COMPUTER

I. Direction: Identify the parts of the Windows screen by matching Column A with
Column B

1. a. Status Bar

b. Dialog Box

Launcher

c. Application
Button
2.
d. Quick Access
Toolbar

e. Ribbon

3.

4.

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5.

II. Direction. Identify the correct short cut keys for the following

Short-Cut Keys Function

Copy

Cut (more from one location to another)

Paste

Find

Close

Undo

Font

Bold text

Justify-Right

Justify-Centre

New Document

Save

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