Basic PC Operations Basic PC Operations and File Management and File Management

ApplicationsApplications

Basic PC Operations Basic PC Operations and File Management and File Management

ApplicationsApplicationsDr. Lloyd D. Brooks, ProfessorDr. Lloyd D. Brooks, Professor

Management Information SystemsManagement Information SystemsThe University of MemphisThe University of Memphis

Hardware and Software• Hardware – Parts You Can Touch

– Peripheral – Attachments, i.e. Printer

• Software – Electronic Instructions– Operating System - i.e. Windows XP– Application Software – i.e. MS Word

Basic PC Operations

• Input – Keyboard or Mouse• Store – Hard Drive or CD-ROM

Drive• Process – CPU for Communications• Output – Printer or Monitor or Disk

Storage Measurement

• Byte – Approximately 1 Character• Kilobyte (K) – 1,024 Bytes• Megabyte (MB) – 1,048,576 Bytes• Gigabyte (GB) – 1,073,741,824 Bytes• Terabyte (TB) – 1,099,511,627,776

Bytes

Typical Computer Components

• Computer Case• Monitor – CRT or LCD (Flat Panel)• Printer – Laser or Ink-Jet• Modem – Telephone or Cable• Keyboard• Mouse• Network or LAN

Printer Considerations• Color or Black/White• Laser or Ink-Jet• Buffer – Storage Until Printed• Spooler – Stores Jobs for Printing• TrueType Font – Size Without Distortion• Multifunction Printer – Print, Copy, Fax, Scan• Dot Pitch

Monitor Considerations• Resolution – Measured in Pixels

– 640 x 480 – Clearly View Larger Images– 800 x 600– 1024 x 768 – 1280 x 1024 – More Information at Once

• Dot Pitch – 0.28 or Less

Memory Considerations

• Electronic Blackboard – Bytes of Memory• ROM – Permanent Instructions• RAM – Main Memory (Volatile)• CPU - Speed Measured in Gigahertz (GHz)• Chip Type – Pentium 4• Gigahertz – 1 Billion Cycles Per Second

Computer Protection

• Surge Protector– Power Fluctuations– Jules/Amperes

• Uninterruptible Power Supply (UPS)– Loss of Power Protection– Battery Keeps Computer Running

Communication Ports• Parallel Port – 25 Pins, Female• Serial Port – 9 or 25 Pins, Male• Monitor Port – Connects Monitor• Keyboard Port – Connects Keyboard• Game Port – Connects a Joystick• Universal Serial Bus (USB) Port

– Connects Up to 127 Devices

Mouse Actions

• Click – Selects an Item on the Screen• Drag and Drop – Moves Item on Screen• Double-Click – Opens Document or

Program• Right-Click – Displays a List of

Commands• Wheel Mouse – Scroll and Zoom

Modem Communications

• Handshake – Method of Data Exchange• Online – Connection of Two Modems• Data Compression – Data Closer

Together• ISDN – LAN Connections to Internet

– Integrated Services Digital Network

• Cable – Fast Connection to the Internet

Hard Drive Considerations• Stores Programs and Data• Read/Write Heads• File Folders – Like a File Cabinet• Capacity – Such as 120 Gigabytes• SCSI – Fastest and Least Expensive

Connection of Hard Drive to Other Devices– Small Computer Systems Interface

• Disk Cache – Memory Area for Recent Data

Hard Drive Optimization

• Repair Facility – Once a Month• Defrag – Once a Month• Archive Seldom Used Files Onto

Tape Backup to Open Up Space• Zip Files for Transmission Over

Internet

Application Software• Word Processing• Spreadsheet (Worksheet)• Database• Graphics• Presentations• Web Design• E-Mail• Internet Browser

Typical Word Processing Functions

• Create Documents• Edit Documents• Format Documents• Print Documents• Insert and Format Graphics• Create Tables• Mail Merge Applications

Typical SpreadsheetFunctions

• Manage Finances• Manage, Sort, Organize, and Retrieve

Data• Formulas and Functions• Editing Data• Formatting to Enhance Appearance• Charting (Graphing) to Summarize Data

Typical Database Functions

• Organize Data Into Tables• Store Information• Sort Information• Find Information• Analyze Information• Print Information

Application Suite Advantages

• Microsoft Office XP Suite (or 2003)• Costs Less Than Buying Each

Component• Easy to Use – Commonalities• Integration of Data Between Programs• Sharing Data More Functional• Collaboration of Tasks Easier

Utility Software Programs

• Norton Utilities – Virus and Firewall• McAfee – Virus and Firewall• Acrobat Reader – View Portable Documents• WinZip – Unzip Compressed Files• Flash Reader – Accessing Internet Sites• Windows Media Player – Plays Internet

Audio and Video Files

Network Talk• LAN – Connects Computers Within a

Small Area, such as a Building• Modem – Required to Transmit and

Receive Data on the Network• Hub – Location Where All Cables on a

Network Come Together• Cables – Transmission Lines Such as

Coaxial, Twisted Pair, or Fiber Optic

Network Talk• Server – Central Computer That Stores the

Files for all Persons on the Network• Client – A Computer that can Access Files

from the Server• Ethernet – Popular Way for Data to Travel• Firewall – Controls Access to the Network• User Name and Password - Security

Formatting A Floppy Disk

• Place the floppy disk in Drive A• Double-click My Computer to access the My

Computer window• Right-click the icon for Drive A and then

choose Format from the menu to access the Format dialog box and click Start

• Make sure that Drive A is selected. Otherwise, another drive may be formatted resulting in loss of data and/or programs.

• Click OK, wait, and click OK when finished. Close.

Determining AvailableDisk Space

• Double click My Computer to access the My Computer window

• Click once on the disk to be checked – such as C:

• Click File• Click Properties to access the Properties

dialog box• A pie chart will then appear indicating

available space on the disk• Click OK after viewing the pie chart

Defragmenting Hard Disk

• Click Start, All Programs, Accessories• Click System Tools• Click Disk Defragmenter to access the Disk

Defragmenter dialog box• Click once on the drive to be defragmented – such

as Drive C:• Click the Defragment button to begin process

Disk Cleanup Utility

• Click Start, All Programs, Accessories• Click System Tools• Click Disk Cleanup to activate the Disk

Cleanup utility• Wait while the hard disk is analyzed (this may

take a few minutes with Windows XP)• Check the checkboxes for each category of

files you wish to delete• Click OK

Working with Files in Windows Explorer

• Click Start, All Programs, Accessories• Click Windows Explorer• Folders Toolbar appears in the left pane• Contents of selected folder appears in the

right pane• Use + and – symbols to expand and collapse

folders in the Folders Toolbar• Note: Windows Explorer can also be accessed by

holding down the Windows key and pressing E.

Renaming Files

• Access the file to be renamed in Windows Explorer

• Click once on the file to be renamed• Click File• Click Rename• Key the new name and then press <Enter>

key• Note: A shortcut is to right click the desired file

name, enter the new name, and press <Enter>.

Creating a New Folder• Folders are used to store similar files in a location that is

easy to maintain.• Access Windows Explorer• Select the location for the new folder – such as a specific

drive or within an existing folder• Click File• Click New• Click Folder• Key the desired name for the new folder and press <Enter>• Note: A shortcut is to right click within an existing folder,

click New, Folder, key the folder name, and press <Enter>. A new folder can also be created on the Desktop using this option.

Moving Files with Mouse

• Access Windows Explorer• Use the mouse to select the files to be moved

(hold down CTRL key to select multiple files)• Drag the file (s) to the new location – such as

a new drive or to a new folder• Note: When files are moved, they will no longer

appear in the original location. To maintain the original files in their original location, copy files instead of moving.

Moving Files with Edit• Access Windows Explorer• Use the mouse to select the files to be moved

(hold down CTRL key to select multiple files)• Click Edit• Click Move to Folder• Select the new location for the file (s) using

the + and – buttons to expand and/or collapse folders

• Note: If a new folder is desired, click the Make New Folder button and key the new folder name

• Click Move button

Copying Files with Mouse

• Access Windows Explorer• Use the mouse to select the files to be copied

(hold down CTRL key to select multiple files)• Hold down the CTRL (control) key and drag

the file(s) to the new location – such as a new drive or a new or existing folder

• Note: When files are copied, they will appear in the new and the original location.

Copying Files with Edit• Access Windows Explorer• Use the mouse to select the files to be copied

(hold down CTRL key to select multiple files)• Click Edit• Click Copy to Folder• Select the new location for the file (s) using

the + and – buttons to expand and/or collapse folders

• Note: If a new folder is desired, click the Make New Folder button and key the new folder name

• Click Copy button

Copying a File to A Floppy

• Insert a floppy disk into the floppy drive• Use Windows Explorer to locate the file to

be copied and click once on the file name• Click File• Click Send To• Click the drive location that contains the

floppy disk and will receive the file• Note: A shortcut is to right click the file name

and then select Send To

Deleting Files• Access the desired file in Windows Explorer

and locate the file(s) to be deleted• Click once on the file name(s) to be deleted• Press the <delete> key to access the Confirm

File Delete dialog box• Click Yes to confirm the file (s) deletion• The deleted file (s) will be sent to the Recycle

Bin if it is activated• Note: This same process can also be used to

delete a folder and its contents

Recycle Bin Properties

• On the Windows Desktop, right click Recycle Bin

• Click Properties• Click the Global tab• Verify that “Use one setting for all drives:”

option is selected• Verify that “Display delete confirmation

dialog” checkbox is checked• Click OK

Restoring Deleted Files• Files that have been deleted are normally stored in

the Recycle Bin and can be restored.• On the Windows Desktop, double click the Recycle

Bin to show files in the folder• Click once on the file to be restored• Click File• Click Restore• Click the Close button to close the Recycle Bin

window• Note: Files can also be restored by selecting

“Restore this item” under the Recyle Bin Tasks options

Emptying the Recycle Bin

• On the Windows Desktop, double click the Recycle Bin to show files in the folder

• Click File• Click Empty Recycle Bin• Click Yes to confirm that the items are to be

deleted permanently• Click the Close button to close the Recycle

Bin window

Printing a File

• Access Windows Explorer and locate the file to be printed

• Click once on the file name• Click File• Click Print• Note: The file can also be printed by right

clicking on the file name and selecting Print

Finding a Specific File• Click Start• Click Search• Click All files and folders• In the Search Results dialog box, key in all or part of the file

name to search for or key in a word or phrase in the file• Under the Look in: option, select the drives or locations to

search• Click Search button• The files will then appear that match the search criteria• Double click the desired file to open it• Note: Searches can be based on name, content, date,

document type, size, when modified, etc.

Creating a Desktop Shortcut

• A shortcut permits you to open a file or folder that you use often

• Locate the desired file in Windows Explorer• Click once on the file name• Click File• Click Send To• Click Desktop (create shortcut)• The shortcut icon then appears on the Desktop. It appears

with an arrow to distinguish it as a user-created shortcut• Note: A shortcut can be renamed by right clicking the

shortcut icon and then choosing rename.

Shortcuts + E for Windows Explorer + R for Start, Run + U for Utility Manager which includes

voice narrator and on-screen keyboard + D or M to minimize a window + H for on-screen keyboard + L for Start, Log Off + V for Office Voice Recognition utility

Questions and Comments

Speaker Contact• Dr. Lloyd Brooks, Professor

– Department of Management Information Systems

– The University of Memphis– Memphis, TN 38152

• lbrooks@memphis.edu• (901) 678-4651