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Computer Packages 1
WEEK 1
Concepts of Information Technology (IT)
Information Technology (IT)
- A general term that relates to the use of computers as an aid to creating and maintaining data, i.e. information. IT is related to all aspects of managing and processing information, especially within a large organization. Computers are critical to managing information, and computer departments within large organizations are often called IT departments. Alternative phrases are IS departments (Information Services) or MIS departments (Management Information Services). People working with computers within large companies will often refer to their job, as “working in IT”. Hardware
- The term hardware refers to the physical components of your computer such as the system unit, mouse, keyboard, monitor etc. Software
- The software is the collection of instructions that makes the computer work. For instance, when you type in words via the keyboard, the software is responsible for displaying the correct letters, in the correct place on the screen. Software is held either on your computer’s hard disk, CD-ROM, DVD or on a diskette (floppy disk) and is loaded (i.e. copied) from the disk into the computers RAM (Random Access Memory), as and when required.
Types of Computer
What is a mainframe computer?
- Mainframe computers are the big, powerful, expensive computers used in the background by most large organizations. The power of the mainframe can be distributed amongst many people accessing the mainframe via their own PC. Organizations such as large insurance companies would use the mainframe to keep track of their policyholders and send out renewal notices. What is a PC?
- IBM invented the PC (Personal Computer) way back in 1981. All PCs released since then are in many ways compatible with the original design, though many extensions have been made. The term PC compatible relates to PCs manufactured by companies other than IBM that are compatible with the traditional PC specification. In the early days, most PCs ran an operating system called DOS (Disk Operating System). These days most PCs will be running a version of Microsoft Windows. What are laptop & palmtop computers?
- Laptop computers, as the name implies, are small portable computers that can run on batteries as well as mains power. They use special screens, rather than the traditional bulky VDUs (Visual Display Units), which allows for longer battery life as well as portability. A newer term, “Notebooks”, simply indicates a VERY small laptop. These are especially popular with salespersons on the move or people giving presentations. While they tend to still be more expensive than an equivalent Desktop computer, they can now match the power of a Desktop computer. Palmtops are even smaller computers that can literally fit into the palm of your hand. What is a Personal Digital Assistant (PDA)?
- These devices use a special pen, rather than a keyboard and can be used for storing and retrieving information. Like most computer devices, many can connect to the Internet. They are extremely compact.
Computer Packages 1
WEEK 2
Main Parts of a Personal Computer
The System Unit
- The "system unit" is the name given to the main PC box that houses the various elements that go together to make up the PC. For instance within the system unit is the computer system's motherboard, which contains all the main components, such as the CPU. The system unit also houses items such as the hard disk, the floppy disk and CD-ROM drives etc. System units come in two basic varieties, the tower version, as illustrated, or a desktop version, which is designed to sit on your desk with your monitor on top of the system unit.
The System (Mother) Board
- The system (mother) board in contained within your system unit and all the vital computer systems plug directly into the system board. The CPU is normally housed on your system board along with all the other electronic components. Other items such as the hard disk are attached to the system board, either directly or via cables. These boards are getting smaller and smaller as the components become more integrated. If you open up a modern system you will find that it is mainly full of air.
The CPU (Central Processing Unit)
- The CPU is the brains within your computer. It performs most of the calculations within the computer and is responsible for the smooth running of your operating system (Microsoft Windows) as well as your application programs, such as word-processors, spreadsheets and databases. There is a small amount of memory associated with the CPU, which it uses to perform these operations. It also accesses and uses the main memory (RAM - Random Access Memory) within your computer. In many ways, the CPU is the single most important item within your computer that governs the overall speed of your computer. The CPU's speed is measured in MHz. This relates to the frequency that the CPU runs at and the higher the MHz rating of your CPU the faster your computer will run. To give you some indication of how PCs have advanced over the years, the original IBM PC released in 1981 ran at less than 5 MHz while modern PCs can run at speeds well in excess of 2000 MHz. Note that 1000 MHz is the same a 1 GHz.
Memory RAM
Random Access Memory (RAM) is the main 'working' memory used by the computer. When
the operating system loads from disk when you first switch on the computer, it is copied into
screen. A CD-ROM can store 650 MB of data, while a single-layer, single-sided DVD can store 4. GB of data. The two-layer DVD standard allows a capacity of 8.5 GB. A double-sided DVD increases the storage capacity to 17 GB (or over 25 times the data storage capacity of a CD- ROM). Floppy disk
- Floppy disks are also known as diskettes. They are very slow compared to hard disks or CD- ROMs, and hold relatively small amounts of data (1.44 Mbytes). Sometimes people will backup (i.e. copy) important data from their hard disk to floppy disks. However, as diskettes are notoriously unreliable this is not the best way of backing up valuable data (but is better than nothing). Zip Disc
- A Zip disc is like a more recent version of the floppy disk, the main difference being that a single Zip disc can hold up to 250 Mbytes of data. They also offer increased speed compared to the old floppy disk.
Hard (Fixed) Disk
- Hard disks are the main, large data storage area within your computer. Hard disks are used to store your operating system, your application programs (i.e. your word processor, games etc) and your data. They are much faster than CD-ROMs and floppy disks and can also hold much more data.
The Monitor
- An Output device. The monitor is the TV type screen that you view your programs on. They are supplied in different sizes, common sizes range from 15" to 21" screens. You should be aware that poor quality or badly maintained monitors could harm your eyesight. Additional items or cards
- Many 'extra' components can easily be fitted to your computer, which has the advantage of making the computer 'upgradeable' as newer and better hardware comes along. Sound cards and speakers
- Many computers are now supplied with sound cards and speakers that mean that when you run 'multi-media' programs, you can listen to sounds that are played back via your computer. If you have a microphone and suitable software, you can also record sounds. You can even purchase special software that will allow you to talk to your computer and get the computer to type the words you have spoken on your screen. In time, this type of software may replace the keyboard.
Modems
- A modem is a device that is used to attach your computer to the telephone system. The modem converts data into sound that is sent over the telephone line, the receiving modem turns the
sounds back into data. If you wish to connect to the Internet, you will need a modem.
Printers
- Most data is printed once you have created it and there are a vast number of different printers available to accomplish this. Most common are ink jet and laser printers both of which can now produce coloured output (at a cost). Scanners
- Scanners allow you to scan printed materials into your computer, which can then be stored within the computer. These pictures can then be altered, resized and printed as required.
Recordable CDs
- CD-ROMs are read-only devices, but increasingly people are purchasing a special type of CD drive unit that allows you to record data, music or video to your own CDs. These devices require the purchase of special CDs that you can write to, called CD-R (Compact Disc – Recordable). Tape backup
- A tape backup unit allows for regular backing up of your data. These tapes can store a vast amount of data at a low cost. DAT (Digital Audio Tape) devices are commonly used for backups. The DAT tapes that they use can backup enormous amounts of data (i.e. over 4 GBytes per tape). The devices are also fast and reliable. Know how computer memory is measured;
- Basic Units of Data Storage : It is important to realize that the term digital computer refers to the fact that ultimately the computer works in what is called binary. Humans work in tens (because we have 10 fingers). To use the jargon humans work in base 10. A digital computer uses the numbers 0 and 1 (or on and off if you prefer). When we talk about computer storage, either the amount of memory (RAM) or the hard disk capacity we are talking about numbers that are multiples of 0 or 1.
- Bit : All computers work on a binary numbering system, i.e. they process data in ones or zeros. This 1 or 0 level of storage is called a bit. Often hardware is specified as a 32-bit computer, which means that the hardware can process 32 bits at a time. Software is also described as 16 bit, 32 bit or 64 bit software.
- Byte : A byte consists of eight bits.
- Kilobyte : A kilobyte (KB) consists of 1024 bytes.
- Megabyte : A megabyte (MB) consists of 1024 kilobytes, approximately 1,000,000 bytes.
- Gigabyte : A gigabyte (GB) consists of 1024 megabytes, approximately 1,000,000,000 bytes.
- Terabyte : A terabyte (TB) consists of approximately 1,000,000,000,000 bytes.
- Files : Data and programs are stored on your disk as files. There are different types of files, such as the files that you store your data in, the files that contain your programs and also files used to store your operating system (such as Microsoft Windows).
What is an application program?
- An application program is the type of program that you use once the operating system has been loaded. Examples include word-processing programs (for producing letters, memos etc), spreadsheets (for doing accounts and working with numbers), databases (for organizing large amounts of information) and graphics programs (for producing pictures, advertisements, manuals etc). Word processing
- A word processing program (such as Microsoft Word) allows you to easily produce letters, memos, etc. You can easily mail merge a list of names and addresses to produce mass mailers, individually addressed to customers or subscribers.
Spreadsheets
- A spreadsheet program (such as Microsoft Excel) allows you to work out a company’s income, expenditure and then calculate the balance. It enables you to make 'what if' type projections of how the company will fair in the future and to forecast how changes in prices will affect profits.
Databases
- A database program (such as Microsoft Access) allows you to compile information and then to search this information to extract just the information you require. For instance, if you have a database of all the equipment housed within an office you can very simply produce a report listing only the equipment above a certain value.
Presentation
- A presentation program (such as Microsoft PowerPoint) allows you to produce professional looking presentations, which can be printed out directly onto slides for use with an overhead projector. Alternatively, you can display your presentations directly on a computer screen.
Web browsing
- These applications allow you to view and interact with the World Wide Web (WWW).
Web authoring
- These applications allow almost anyone to create a web site, quickly and easily.
Computer Packages 1
Week 4
Getting to Know Windows
Understanding Windows XP
What is Windows XP?
- Windows XP is the newest Microsoft operating system. Based on Windows 2000 Professional and powered by the new Windows Engine , Windows XP is said to be more reliable, efficient, secure, and easy to use. Features new to Windows XP include: an updated user interface; new multimedia, communications, and networking features; a new Help and Support Center; plus other new and improved experiences.
Note: Windows XP is available in Home and Professional editions. This training manual covers Windows XP Professional.
The New Windows Engine
- Windows XP is built on the code base of Windows 2000 and Windows NT that feature a 32-bit computing architecture and a fully protected memory model. Enhancements added to Windows XP include improved document recovery, improved application and hardware compatibility, system memory protection, and system stability.
Windows XP System Requirements To use Windows XP Professional, your system must have:
- 300 megahertz or higher processor clock speed (minimum 233 megahertz).
- 128 megabytes RAM or higher (minimum 64 megabytes).
- 1.5 gigabytes available hard disk space.
- Super VGA (800x600) or higher resolution video adaptor and monitor.
- CD-ROM or DVD Drive.
Note: To use certain features in Windows XP, your system will require additional functionality. For example, Internet and e-mail functionality requires an Internet connection.
Using the Microsoft Web Site
- The Microsoft Windows XP Professional Web site provides Windows XP users with support, downloads, tips, and product information. You can visit their Web site at http://www.microsoft.com/windowsxp/pro/default.asp.
Getting to Know the Windows XP Environment
Working with the New Windows XP Interface
- Windows XP offers a bright new visual design. The Start menu, taskbar , and other desktop elements all have new looks. Features new to Windows XP keep the desktop and taskbar less cluttered and the Start menu personalized to your preferences.
Using the Desktop
- The desktop is the background displayed on your computer screen. File, folder, and program icons can be displayed on the desktop for easy access to your most commonly used tasks, documents, and programs. Opening files, folders, and programs displays window frames on the desktop.
- The desktop can be customized with themes and backgrounds to personalize the look of your computer.
Using the Taskbar
- The taskbar displays opened files, folders, and programs. When multiple windows are open, you can click on file, folder, or program buttons in the taskbar to switch between windows.
- The taskbar also contains a notification area where the current time and Windows Messenger program are displayed by default. The notification area is at the very right of the taskbar:
WEEK 6
Working with the Start Menu
Starting and Ending your Computer Session
Logging On
- A new feature to Windows XP, the Welcome Screen lists all user accounts.
To log on:
- Click your user account.
- Type your password.
- Click the arrow in the green box.
OR
- Click your user account.
- Type your password.
- Press the Enter key on your keyboard.
Logging Off
- Logging off does not shut down your computer. When you log off, all open programs are closed. Switching Between Users
- When you switch between users, all programs keep running and the computer switches to another user. When you return to your user account, your open programs are exactly as you left them.
To keep programs running and switch between users:
- Click Start > Log Off. This opens a Log Off Windows dialog box.
- Click Switch User.
Restarting the Computer
- Click Start > Turn Off Computer. This opens a Turn off computer dialog box.
- Click Restart.
Sending the Computer into Hibernation
- Sending your computer into hibernation saves everything in computer memory onto your hard disk. When your computer is awakened from hibernation, all programs and documents that were open when you sent your computer into hibernation are restored on the desktop.
To send your computer into hibernation:
- Click Start > Turn Off Computer. This opens a Turn off computer dialog box.
- Click Hibernate.
Shutting Down the Computer
- Shutting down the computer turns your computer off.
To shut down the computer:
- Click Start > Turn Off Computer. This opens a Turn off computer dialog box.
- Click Turn off.
Getting to Know the Start Menu
Accessing the Most Frequently Used Programs
- The most frequently used programs are automatically displayed at the beginning of the Start menu. Although only five programs are displayed at the beginning of the Start menu when you
- The Accessories folder is a default Windows XP folder listed under All Programs in the Start menu.
- The Accessories folder contains Windows XP programs and helpful tools to get the most out of Windows To access the Accessories folder:
- Click Start > All Programs >Accessories.
Note: Programs and tools in the Accessories folder are discussed in more detail when the specific functionality is covered in the Foundation and Intermediate training manuals.
Accessing Games
- The Games folder is a default Windows XP folder listed under All Programs in the Start menu.
- The Games folder contains Windows XP games including FreeCell , Hearts , Internet Backgammon , Internet Checkers , Internet Hearts , Internet Reversi , Internet Spades , Minesweeper , Pinball , Solitaire , and Spider Solitaire.
To access the Games folder:
- Click Start > All Programs > Games.
Note: Games are discussed in more detail in the Intermediate training manual.
Adding Applications to the Startup Menu
- The Startup folder is a default Windows XP folder listed under All Programs in the Start menu.
- Any applications in the Startup folder begin automatically each time you start Windows XP. The Startup folder is empty by default.
To add applications to the Startup folder:
- Click Start > All Programs.
- Right-click on Startup.
- From the pop-up menu, select Open :
- This opens the Startup window.
- Create a shortcut of the application you want to add to the Startup folder.
- Cut and paste the shortcut into the Startup window.
Note: Creating shortcuts and cutting and pasting files, folders, and programs, is discussed in more detail later in this training manual.
Running Programs and opening Folders and Documents
- The Run command on the Start menu allows you to run programs, open folders and documents, or go to a Web site.
To display the Run command:
- Click Start > Run. This opens the Run dialog box:
- Type the name of the program, folder, document, or Web site you want to run or open.
- Click OK.
Customizing the Start Menu
Selecting a Start Menu Style
- The Windows XP Start menu has a new design and layout. For those users that prefer the Start menu style of older Windows versions, the Start menu can be changed to the Classic Start menu. Selecting a Start Menu Icon Size
- In the Start menu, an icon is displayed to the left of each program, folder, or file, providing a visual representation of the corresponding program, folder, or file. The size of the icons can increase or decrease the overall size of the Start menu.
To increase or decrease the size of Start menu icons:
- Right-click on the Start button.
- From the pop-up menu, select Properties. This opens the Taskbar and Start Menu Properties dialog box.
- Click the Customize button.
Note: To clear all documents displayed in the My Recent Documents list, click the Clear List button.
Clearing Recent Documents from the Classic Start Menu
- Right-click on the Start button.
- From the pop-up menu, select Properties. This opens the Taskbar and Start Menu Properties dialog box.
- Select the Classic Start menu option button.
- Click the Customize button.
- Click the Clear button in the Start menu area.
- Click OK.
- Click OK again to exit the Taskbar and Start Menu Properties dialog box.
Using Advanced Options from the Classic Start Menu
- Right-click on the Start button.
- From the pop-up menu, select Properties. This opens the Taskbar and Start Menu Properties dialog box.
- Select the Classic Start menu option button.
- Click the Customize button.
- Click the up and down arrows on the scroll bar to scroll through the Advanced Start menu options.
- Check and uncheck your preferred options.
- Click OK.
- Click OK again to exit the Taskbar and Start Menu Properties dialog box.
Customizing the Desktop and Taskbar
Customizing the Desktop
Applying a Desktop Theme
- A desktop theme affects the whole look of your desktop, including the desktop background, screen saver, window appearance, pointers, and sounds. You can choose between the Windows XP or Windows Classic theme, or create your own theme. By default, the Windows XP theme is applied the first time you start Windows XP:
Applying a Desktop Background
- The desktop background can be customized with a picture, texture, or color. You can choose from Windows XP backgrounds or use your own images.
To apply a desktop background:
- Right-click on the desktop.
- From the pop-up menu, select Properties. This opens the Display Properties dialog box.
- Click the Desktop tab.
- Select a background from the Background list.
- Click OK.
Applying your own Image to the Desktop Background
- Select the picture in the My Pictures folder that you want to apply as the desktop background.
- Click the Appearance tab.
- Make the windows customizations you want.
- Click OK.
Note: To change individual elements of the window appearance such as the active title bar, the inactive title bar, the font, and menu styles, click the Advanced button and make your changes.
Changing Screen Settings
- A higher screen resolution reduces the size of items on your screen, including windows, the Start menu, and icons, and increases the relative space on your desktop. A lower screen resolution increases the size of items on your screen and decreases the relative space on your desktop.
To change the screen resolution:
- Right-click on the desktop.
- From the pop-up menu, select Properties. This opens the Display Properties dialog box.
- Click the Settings tab.
- Click and drag the Screen resolution bar until you reach the resolution you want:
OR
- Click Start > Control Panel > Appearance and Themes.
- Click Change the screen resolution in the Pick a Task area. This opens the Display Properties dialog box at the Settings tab.
- Click and drag the Screen resolution bar until you reach the resolution you want.
To change the number of screen colors:
- Right-click on the desktop.
- From the pop-up menu, select Properties. This opens the Display Properties dialog box.
- Click the Settings tab.
- Select the Color quality you want from the drop-down menu.
Changing Desktop Icons
- Desktop icons can be changed for My Computer , My Documents , My Network Places , and the Recycle Bin.
To change desktop icons:
- Right-click on the desktop.
- From the pop-up menu, select Properties. This opens the Display Properties dialog box.
- Click the Desktop tab.
- Click the Customize Desktop button. This opens the Desktop Items dialog box.
- Select the icon you want to change.
- Click the Change Icon button:
- Select an icon.
- Click OK.
- Click OK to exit the Desktop Items dialog box.
- Click OK again to exit the Display Properties dialog box.
Using the Desktop Cleanup Wizard
- The Desktop Cleanup Wizard cleans up your desktop by moving unused desktop shortcuts to a folder called Unused Desktop Shortcuts. By default, the Desktop Cleanup Wizard runs every sixty (60) days.
To run the Desktop Cleanup Wizard:
- Right-click on the desktop.
- From the pop-up menu, select Properties. This opens the Display Properties dialog box.
- Click the Desktop tab.
- Click the Customize Desktop button. This opens the Desktop Items dialog box.
- Click the Clean Desktop Now button. Complete the wizard steps.
- Click OK to exit the Desktop Items dialog box.
- Click OK again to exit the Display Properties dialog box.
Note: Uncheck the Run Desktop Cleanup Wizard every 60 days box if you do not want the wizard to run automatically every 60 days.
Customizing the Taskbar
Changing the Taskbar Appearance
- By default, the taskbar uses the new taskbar grouping feature and is always displayed on top of any opened windows.
Note: Taskbar customizations can also be performed in the Control Panel under Appearance and Themes.
Locking the Taskbar
- Locking the taskbar secures the taskbar location so it cannot be moved.
To lock the taskbar:
- Right-click on an empty area of the taskbar.
- From the pop-up menu, select Properties. This opens the Taskbar and Start Menu Properties dialog box:
