EIS BCW104 0812 OPERATE A PERSONAL COMPUTER

ETHIO-GRAND COLLEGE

Ethiopian TVET System

Basic Clerical Works Level I

Learning guide
Unit of Competence: Operate Personal Computer
Module Title: Operating Personal Computer
Module Code: EIS BCW1 04 0812
TTLM Code: EIS BCW1 04 0812

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 EIS BCW104 0812 OPERATE A PERSONAL COMPUTER

What is a Computer?

An electronic device that can store, retrieve and process data, and can be programmed with
instructions that it remembers. The physical parts that make up a computer (the central processing
unit, input, output and memory) are called “hardware”. Programs that tell a computer what to do
are called “software”.

INPUT PROCESS OUTPUT

The computing concept

A computer (also referred to as a PC) can be used for various functions, eg word processing,
spreadsheets, databases, business accounting, desktop publishing, accessing the Internet, sending
email, playing games, movies, music, etc.
A typical stand alone home computer system is shown below.

Monitor

Speakers

Printer
System Unit

Keyboard

Mouse

Monitor (or Screen or VDU - Visual Display Unit)

The monitor (or screen) enables the operator to view data (and to alter it before printing it out).

System Unit containing CPU (Central Processing Unit)

The System Unit can contain storage devices such as a hard disk, floppy disk drive and CD ROM
drive. A chip (called a Central Processing Unit) within the system unit processes data and relays
messages to and from the keyboard, monitor, disk drives and printer.

Keyboard
The computer keyboard has the standard QWERTY layout with extra keys for specific functions.

Speakers
The speakers play sound when sound-capable features are accessed on the computer.

Mouse
A mouse is used to select menu options, text and graphics displayed on the monitor.

Printer
A printer is used to print text and graphics onto paper.

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 EIS BCW104 0812 OPERATE A PERSONAL COMPUTER
What are Hardware and Software?

Hardware The physical components of a computer system - everything that you can
touch - are called hardware.

Software The programs used on a computer are called software. This includes
system software and application software such as Microsoft Word, Microsoft
Excel, etc. System software is necessary in order to run a computer and all
applications within it.

Activity 1

Specify whether the following is hardware or software at the end of the line indicator joined
to each diagram.

Mouse
Scanner
`

Microsoft Excel

Laser Printer

Microsoft Word

Internet
Explorer 6.0

Backup Tape

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 EIS BCW104 0812 OPERATE A PERSONAL COMPUTER

The System Unit

The System Unit contains the Central Processing Unit (CPU, also referred to as the
“processor”), motherboard, memory, video card, sound card, and other internal devices. It
also has disk drives for storage media, and ports for external devices.

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EIS BCW104 0812 OPERATE A PERSONAL COMPUTER

The Video Card

Processor

Power
Supply

Speaker

Floppy
disk drive
and CD
ROM
drive

5
 Memory
Hard Disk Drive

The Processor
The Central Processing Unit (CPU) is the brain of your computer. It is a “chip” where your
computer interprets and processes information. It relays messages to and from the
keyboard, monitor, disk and printer.

Hard Disk, Floppy Disk and CD ROM Drives

Drives are used to store and access data. A hard disk drive is a permanent storage device
within your computer. Floppy disk and CD ROM drives allow you to read data from portable
media (CDs and floppy disks).

Video Card
A video card fits inside your computer and determines the resolution (fineness of information)
and number of colours your monitor can display. In addition to colour, some video cards
allow the display of graphics such as graphs, circles and geometric designs as well as text.

Memory
Your computer has a brain that processes information and a memory that stores the information.
The memory is not a permanent storage place for information. It is only active while your
computer is turned on. To avoid losing your work you should save data on a disk (ie hard disk or
floppy disk) for permanent storage (ie USB or memory stick).
The Computing Process

Data is input into a computer, processed and then displayed (also known as output). This process
is commonly referred to as input and output.

Input Devices:

 Keyboard

 Mouse

 Scanner

 Modem

 Touch Monitor

 Microphone (via sound card)

 Digital Camera

Output Devices:

 Printer

 Speakers (via sound card)

 Modem

 Monitor (via video card)

Peripherals
Peripherals are all devices connected to a PC, eg scanner, modem, laser printer.

Your Computer

Hardware Software

Peripherals: Microsoft Windows

Microsoft Word
Mouse External CD Writer Microsoft Excel
Monitor Printer Microsoft PowerPoint
Keyboard Scanner Microsoft Internet Explorer
Computer Games
All programs that are loaded on the computer can be accessed from the Programs option on the
Start menu. The Start menu is found at the bottom left-hand corner of the screen.

A menu is a list of choices. Sometimes the menu leads to a sub-menu, which contains another list of
choices.

Opening a program from the Start menu

Follow these instructions to open a program from the Start menu:

1 Using the mouse, click the Start button in the left-hand corner of the screen.

2 Slide the mouse up to Programs.

3 Slide across and click on a program, e.g. Microsoft Word.

A menu and a sub-menu consist of a list of functions or programs.

Finding a program and starting it is simply a matter of looking through the options available from the
Program sub-menu. When you click on your choice, it will open up into a window.
If you get confused going through the sub-menus and want to get out of them, click on an empty spot
on the desktop and then start again.
Shutting down the computer

Some workplaces have a rule that all computers should be turned off after hours. This is to save
electricity and to protect against power surges (a sudden increase) or faults. Other workplaces like you
to leave the computer on. This keeps the computer running at a constant temperature and prevents it
overheating. You will need to check what the rule is at your workplace.
When you shut down a computer, it is important to close all files and programs first. Sometimes
programs can become corrupted, that is, become faulty, if you don't close them properly.

Exiting a file
To exit a file, follow these instructions:

1 Click on File in the top menu bar.

2 Select Close.

3 A dialog box will appear on the screen asking if you want to save changes you made to your file.
Select Yes. A blank screen will appear.
Exiting a program

To exit a program, follow these instructions:

1 Click on File in the top menu bar.

2 Select Exit.

The computer will automatically save your work then exit the program.

4 The desktop will appear.

Shutting down Windows

Shutting down Microsoft Windows gives you the chance to save any work in progress. Follow
these instructions to shut down Microsoft Windows:

1. Using the mouse, click the Start button in the left-hand corner of the screen.
2. Click on Shut Down. A dialog box will appear.
3. Select Shut down from the options in the dialog box.
4. Click the OK button.

Some computers will shut down completely at this point. You don't even need to turn off the
computer. If it does not shut down completely, the screen will display a message: 'It is now safe to
turn off your computer'. Follow any instructions that appear on the screen. Turn off the computer as
well as any other equipment such as printers and monitors that have their own switches. The `off'
switch is usually located on the tower and is usually the same as the 'on’ switch.

Customizing the desktop

Many people have a lot of fun customizing their desktop. This means making it more personal to
suit your own work needs and priorities.

Organizing the desktop

When you turn your computer on the first thing that comes up on the computer screen (or
monitor) is the large background area. This is called the desktop.

Normally the desktop is dark blue; however, you can change its color and some people put
pictures on the desktop of favorite people or places.

You will notice a few small pictures on the desktop. These are called icons. Each represents a
program you can run, such as:

My Computer (which consists of the contents of each computer)

Recycle Bin (the waste paper basket)

 Email which is used to send messages electronically

These icons lie on top of the desktop like pieces of paper on a wooden desktop. They make it
easy and quick for you to access programs. To open an icon you double-click on it with the
mouse. Its contents are displayed in a window.

Customizing the desktop

Follow these instructions to customize your desktop :

1 Go to the desktop.

2 Using the mouse, right click on an empty space on the desktop.

3 Select Start, control panel

4 Click on accessibility options, display from the sub-menu that appears

The options for displaying on your desktop include:
(Keyboard, sound, display, mouse, general)Arranging icons

The icons on the desktop can be arranged so it is easy to find them. This is a good way to group
programs together that you use a lot.

The long way to do this is to drag each icon with the mouse to a place on the desktop. A quicker
way to arrange icons is to let the computer do it for you.

Arranging icons on the desktop

Follow these steps to arrange the icons on the desktop:

1 Go to the desktop.
2 Right click an empty space on the desktop. A shortcut menu will appear.
3 Select Arrange Icons from the shortcut menu.
4 Click on by Name.

The icons will arrange themselves neatly in alphabetical (A-Z) order. You can also arrange them by
type, size or date.

Icons such as My Computer and the Recycle Bin never change their position when you choose this
command. You can only move them around by dragging them with the mouse.

Using desktop shortcuts

Some of the icons are automatically placed on the desktop when Windows is installed. You can also
create shortcuts. Shortcuts are icons that represent files, folders or programs. They are really only a link
to the real file or program. In other words, they are like a nickname that stands for a person's real name.
All shortcuts have a little arrow in the lower-left corner of the icon. This indicates that the icon is a
shortcut.

Any file, folder or program on your computer can be a shortcut. They do not use up much room on
your hard disk.

It is a good idea only to make useful shortcuts. They should be used for the files or programs that you
regularly use.

To create a shortcut:

Right click on the folder or file you wish to create a shortcut for, then choose create
shortcut

Working with files

Most computers at work or at home will have a number of files on them. These might be documents
you have created in Microsoft Word, Excel, Access or PowerPoint programs. They will all have
different names.

To use a computer effectively you need to know how to create, move, copy, rename and delete files.
You also need to know how to identify the type of file and information about the file. A file is often
referred to as a document.

Organizing files

On a home computer you can choose your own way of organizing your files. If you are the only one
using it you only need to worry that it is clear to you. In an office, however, people often share files. It
is important that you use a system that everyone understands. If you are unsure where to put a file
always check with your supervisor. So you can find files easily it is important to organize your files in
a way that is logical and clear. One way of organizing files is to put them in different folders.

Opening a file

You can open a file:

 from My Documents
 from within a program, e.g. Microsoft Word
 from the Start menu

Opening a file in My Documents

Follow these steps to open a file in My Documents:

1 Open My Documents.
2 Scroll up or down to find the folder you need.
3 Find the folder and click on it to open it. The files in the folder will appear on the right
side of the screen.
4 Find the file you need and double click on its name to open it.

Opening a file in Microsoft Word

Follow these steps to open a file in Microsoft Word:
1 Open Microsoft Word
2 Select File from the top toolbar
3 Select Open from the menu
4 Find the folder that the file is in and double click on it to open it
5 Find the file you need and double click on its name to open it

Another way to open a file that was recently created is through the Start menu and then Documents.
Point to the file you need with the mouse and click on it to open it.

Creating files

There are several ways of creating a file. You can create a file from:
 My Documents
 the desktop
 Microsoft Word or any other program you are in.

Creating a file in My Documents

Follow these steps to create a file in My Documents:

1 Open My Documents
2 Click on File on the top menu bar
3 Scroll down the menu and click on New
4 Select the type of document you would like, e.g. Microsoft Word Document, from the sub-menu.
A dialog box 'New Microsoft Word Document' will appear. Type in the name of the new
document.

Creating a file from the desktop

You can create a new file from the desktop by selecting a`type' of file from the shortcut menu.

Follow these steps to create a file from the desktop:

1 Go to your desktop
2 Right click on the desktop
3 Select New from the shortcut menu that appears
4 Select the type of file you want and the correct program will open

Creating a new file in Microsoft Word

Follow these steps to create a file in Microsoft Word:

1 Open Microsoft Word
2 Click on File on the top toolbar
3 Select New from the menu
4 Select Blank Document and a new Word document will open

File types

There are different types of files. You will notice that in Microsoft Word the file always comes
up with the ending `.doc', for example `Job Application.doc'. This is called a`file extension'.
Regardless of how the file is created or saved, Microsoft Windows always gives it an extension.
This identifies the 'type' of document. For example, if you create a spreadsheet in Microsoft Excel,
the extension is `.xls'.
Some common extensions are outlined below. These identify the type of file or program in which
the file was created.

Program/File Extension
Microsoft Word doc
Paint bmp
Microsoft Excel xls
Microsoft Access .mdb

Viewing file types

Follow these steps to view file types:
1 Go to My Documents
2 Click on View from the tool bar
3 Select how you want files displayed, e.g. Details shows files as a list with details of the file type and
size (see screen below)
4 In the `Type' field you will notice different types of documents, depending upon the program
used and the way the files have been saved

File properties

Sometimes you might need to know information about the file, especially if there are two files that are
similar. For example, one might be a draft. You can tell which is the correct version from the time and
date in the `Modified' field.

You can find out quite a lot of information about each file. This is referred to as the file's `properties',
including:
 the size of the file
 who wrote it
 what date it was set up
 when it was last changed

This is all useful information, especially if you are looking for files or need to know how much space
they are taking up on your computer.

The properties for each file are displayed in a special Properties dialog box. You cannot change this
information.

Viewing file properties

Follow these steps to view file properties:

1 Open My Documents
2 Select the folder the file is in and left click to open it
3 Right click on the file
4 Click on Properties from the shortcut menu that appears. A dialog box will appear

Moving and copying files

On the computer, you can copy or move a file (or a folder) in a number of ways. This helps to keep
files organized.

Moving a file

Follow these steps to move a file:

1 Open My Documents
2 Find the file you want to move.
3 Right click on the file
4 Select Cut from the shortcut menu that appears
5 Open the folder where you want to place it (make sure this is
created first)
6 Right click on an empty space on the screen
7 Click on File
8 Click on Paste from the menu

Copying a file

If you want to keep a file in its original location and also a copy in a new location, follow these steps:
1 Open My Documents
2 Find the file you want to move
3 Right click on the file
4 Select Copy from the shortcut menu that appears
5 Open the folder where you want to place it (make sure this is created first)
6 Right click on an empty space on the screen
7 Click on File
8 Click on Paste from the menu

Dragging a file to a new location

Follow these steps to drag a file to a new folder:
1 Go to My Documents
2 Find the correct folder and click on it to open it
3 Find the file you want and click on it
4 Attach the mouse pointer to the file
5 Use the left mouse button to drag and drop the file into the new folder
Naming and renaming files

You name a file at the same time that you create it. File names can contain up to 255 characters (any
keystroke on a keyboard). They can have spaces, commas, and semicolons and can be in upper and
lower case. However, files cannot contain the following characters:
You can rename files at any time. This is useful if you decide the name is not easy for other people
to identify.

Follow these steps to rename a file:

1 Open My Documents
2 Find the file you want to rename and right click on it
3 Click on Rename from the shortcut menu that appears
4 Type the new name on top of the old name. As you type the old name will disappear
5 Press Enter or click outside the file name
Deleting files

It is important to know how to delete files that you no longer need. When there are a lot of files
stored on the computer, it becomes slower to operate. It is also harder to find files.

Sometimes you can delete files once you have printed out a copy of the file and placed it correctly in
the paper filing system. At other times you will need to keep the file on your computer so you can
make changes to it in the future or update the information in it. Often memos or quick messages can be
deleted. When you are not sure if you should delete a file, ask your supervisor. There are usually rules
about what to keep and what to delete. It is up to you to make sure that you regularly tidy your
computer filing system.

Deleting a file
Follow these steps to delete a file:
1 Open My Documents
2 Right click on the file you want to delete
3 Click on Delete from the shortcut menu that appears
If you have saved a file on to the desktop you can delete it by dragging it to the Recycle Bin
using the mouse

Restoring files

There might be an occasion when you send a file to the Recycle Bin by mistake, not realizing that you
might still need that file for some reason. Sometimes you might not have kept a copy on file and so
need to restore it (get it back).
Restoring a file from the Recycle Bin

Follow these steps to restore a file that is in the Recycle Bin:

1 Double click on the Recycle Bin icon on the desktop to open it
2 Right click on the file you would like to restore
3 Click on Restore from the shortcut menu that appears
The file is restored in its original location.

If you have only just sent the file to the Recycle Bin and immediately want it back, then simply click
on the Undo button on the tool bar. (You can also right click an empty area of the screen and choose
Undo Delete from the shortcut menu that appears.)

Finding files
There might be times when you cannot remember where you have stored a file or what you have
named it. There are two ways to find files. One way is to scroll (with the mouse) through all your
documents either in Microsoft Word or My Documents. Luckily, there's also a quicker way.

Fin ding a file

Follow these steps if you need to find a file:

1 Go to the desktop
2 Click on Start in the bottom-left corner
3 Click on Find from the sub-menu
4 Select Files or Folders. A dialog box will appear
If you cannot remember the file name, you can search for key words in the text. Type the words in
the ‘Containing text’ box in the dialog box.

Working with folders

Folders are a way of organizing your files so that it is easy to find them. This is similar to a paper filing
system. In a paper filing system documents are organized into folders that describe what is in them.
For instance a folder called Power Bills will include gas and electricity bills and payments. A folder
called Stationery would contain stationery orders, bills and catalogues.

It is important to give files and folders names that you and other members of staff can easily
recognize.

Creating folders
You can create folders from:
 the desktop (right click the mouse, choose new, then folder)
 My Documents or
 Microsoft Word
In My Documents the main heading is called a directory. The sub-folders are called sub-
directories.
Creating a new folder
Follow these steps to create a new folder:
1 Open My Documents
2 Click on File in the top toolbar
3 Scroll down to New on the menu
4 Click on Folder from the sub-menu
5 Give the folder a name
Renaming folders
You will notice that there is a '+' (plus) or '-' (minus) sign next to the main folders or directories. The
`+' sign indicates there are sub-folders (sub-directories) within this folder. When the folder has a minus
sign beside it, it means that all the sub-folders within the folder are on view.
You can rename a folder in the same way that you rename a file.
Follow these steps to rename a folder:
1 Open My Documents
2 Find the folder you want to rename and right click on it
3 Select Rename from the shortcut menu that appears
4 Type the new name on top of the old name. As you type, the old name will disappear

Deleting folders

The steps for deleting a folder are the same as for renaming a folder but you select Delete
rather than Rename from the shortcut menu above.

Follow these steps to delete a folder:

1 Open My Documents
2 Find the folder you want to delete and right click on it
3 Select Delete from the shortcut menu that appears

Moving folders
Sometimes you might need to move a folder.
Moving a folder

Follow these steps to move a folder:

1 Open My Documents
2 Right click on the folder you want to move
3 Click on Cut in the shortcut menu that appears
4 Find the new folder you want to move your new folder into
5 Right click on an empty space in the new folder
6 Click on Paste from the shortcut menu that appears. The moved folder then becomes a sub-folder
of the new folder

You can also move folders using the mouse. To do this put the mouse on a folder name, left click the
mouse button and keep it pressed down while moving the folder to a new spot. You release the mouse
when you are in the right spot.

The folder view

There are many different ways you can display your electronic `filing cabinet' to view your files and
folders. Some people prefer to see their folders and files listed while others prefer to have them
displayed as icons.

Changing the folder view

Follow these steps to change the folder view.

I Open Windows Explorer
2 Select View from the toolbar
3 Select how you want your files and folders displayed, e.g. Details
 You can display files or folders as:
 icons
 tiles
 lists
 details

Icons

The Icons view shows each folder and file as a large icon with its name underneath. If you have a lot
of folders and files it is difficult to see them all at one time in this view because the large icons take
up a lot of space.

List

The List view is where the files and folders are arranged in columns. You need to use the bottom scroll
bar or left and right Arrow keys to see all of them.

Details

The Details view presents the file system as a list with details about the files and folders. These
details include the name of file in alphabetical order (A-Z), the size of file, the type of file (i.e.
Word document, spreadsheet, graphic document) and date and time when it was modified, that is,
created and/or changed.

Changing the view of all folders

The view options you select only apply to the open folder. If you want to change the view of all
folders you must use the Folder Options dialog box.

Follow these steps to change the display of all folders and files in the same
way:
1 Open My Documents
2 Click on Tools on the top toolbar
3 Click on Folder Options. A dialog box will appear like the one below
4 Select View
5 Select the settings you want
6 Click on “Apply to all Folders”
7 Click on OK
Folder properties
A folder's 'properties' refers to information about:
 its type
 its location
 its size
 the number of files and other folders it contains
 when it was created
Information about the size of a folder is useful if you need to save the folder on to a floppy disk and
want to know if it will fit. Follow these steps to view a folder's properties:
1 Open My Documents
2 Right click on the folder
3 Click on Properties from the shortcut menu that appears.
Other useful features and functions

There are many other features and functions on a computer. This includes how to print, save on to disk
and how to use the Help function in Microsoft Windows.

Using the printer

In most workplaces there will be more than one computer connected to the same printer via a
network cable.

Whenever you need to print a document from Microsoft Word, choose the Print command from the
File menu. Although each program's Print dialog box is slightly different, you should be able to:
 select a printer
 choose the number of copies you want to print
 specify which pages to print

You can also send a document to print using the default print option. This means that the
computer chooses the settings.
Simply click the Print button on the standard toolbar.

Cancelling a print job

If you realize that there are some errors in a document that you have sent to print you can cancel it rather
than waste paper.

Follow these steps to cancel a print job:

1 Click the Start button in the left corner of the screen.
2 Click Printers and Faxes on the menu.
3 Double click on the printer for the task.
4 Right click on the print job you wish to cancel from the print jobs listed.
5 Select Cancel from the shortcut menu that appears.

Changing the default printer

In a workplace your computer may be connected up to more than one printer. This means that if the
default (usual) printer breaks down you can select another printer as the default printer.

Follow these steps to change the default printer:

1 Click the Start button in the left corner of the screen
2 Click on Printers and Faxes on the menu that appears
3 Double click the left side of the mouse on the printer you want to set as the default printer
5 Click Printer
6 Choose Set as Default from the sub-menu that appears

Using other drives

Apart from the hard drive most computers also have a:

 CD-ROM drive
 USB (Universal Serial Bus) or Memory Stick
A CD-ROM is a round flat disk that is inserted into the computer tower to store information and data. A CD-
ROM looks the same as a music CD. The first versions of the USB or memory stick were about the size of a
stick of gum. Newer versions are about half the length of the older version (marketed under the name
Memory Stick Duo) to fit into smaller devices. Their primary usage is as removable computer storage.
Memory sticks may also carry music or anything else that can be distilled into a digital format.
To open a CD-ROM insert the disk into the correct space on the tower and open My Documents. The drives
to choose will be then listed. A USB or memory stick is inserted into a USB port either at the front or back
of the tower.
The following drives normally apply :
 the hard disk is C drive
 the CD-ROM is D drive
 the USB or Memory Stick as a removable storage in E drive

Double click on the drive that you want. This will then open up the CD-ROM or memory stick that you have
inserted.

Saving on to a disk
Often offices do a regular file back-up. This means that all the files are saved on to a disk each night just in case
something should happen to the office computer system. For example, there might be a power failure and the
system crashes. If this happened, everyone's documents would be lost.

You can save information on a floppy disk and open it up on another computer. This is useful when a computer
is not networked. For instance, if you create a document on your home computer but need to take it to the
library to print you will need to save it onto a disk.

You need special equipment to copy on to a CD-ROM.

Follow these steps to save files on to a floppy disk:

1 Insert the disk into the disk drive

2 Open My Documents

3 Select Devices with Removable Storage and this allows you to save your document to the drive or
storage device you want
4 Select 3 ½ Floppy (A:) and right click on it. The file is automatically copied on to the floppy disk

5 Remove the disk from the disk drive by pressing the small button on the drive door.

You can follow this process to save information onto the memory stick. Ensure that before you
remove the memory stick that you check that it is safe to remove the device. To do this there
will be an icon at the bottom right hand corner of the screen. Right click onto this and then
choose the correct memory device and then the computer will state that it is safe to remove the
memory stick.