Using the Computer and Managing Files - Pearson Higher Ed · 2019. 2. 20. · .....Using the Computer and Managing Files 67 How to print screen elements How to launch a text-editing

Using the Computer andManaging FilesTerms you’ll need to understand:

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3

➤ Backup➤ Boot: warm, cold, soft, and hard➤ File compression➤ Folder/directory➤ Format➤ Icon➤ Input language➤ Multitasking

➤ Peripheral➤ Root directory➤ Screen saver➤ Shortcut icon➤ Surge protector➤ Text editor➤ Wildcard character➤ Window

➤ Understanding the basic operations ofyour computer, such as how to turn it offand on and knowing what to do if an appli-cation stops responding

➤ Determining and changing the computer’sconfiguration

➤ Formatting a floppy or Zip disk➤ Installing and uninstalling software appli-

cations ➤ Using and creating desktop icons ➤ Recognizing and manipulating common

window elements ➤ Navigating your system’s folder and file

structure; creating, duplicating, and mov-ing a folder or file

➤ Recognizing a file’s type by referring to itsextension

➤ Launching a text editor and creating andsaving a text file

➤ Deleting a file and then restoring a previ-ously deleted file

➤ Finding specific files and folders using theSearch (Find) tool

➤ Understanding file compression: what it is,why you’d use it, and how to use it

➤ Understanding and avoiding computerviruses

➤ Installing a new printer and changing thedefault printer

Techniques you’ll need to master:

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Chapter 2, “Concepts of Information Technology,” was a great introductionto computing in general, but now it’s time for some hands-on experience. Inthis chapter, you’ll learn your way around your system’s file structure.Specifically, this module covers the following five topics:

➤ Your computer environment

➤ The desktop

➤ How to manage files

➤ Viruses

➤ Print management

After learning about each of these topics, you’ll be ready to take the test forModule 2!

Views

Folders

Search

Up

Forward

Back

Windows Explorer standard toolbar.

Computer EnvironmentIn Chapter 2, you learned a little about the magic that happens inside a com-puter. Specifically, you learned about its internal memory (random accessmemory [RAM]) and how that memory runs software and stores your work.Now you’re ready to actually turn on your computer and become familiarwith the GUI (graphic user interface) that helps the internal system commu-nicate with you and vice versa. A user interface consists of the graphical com-ponents you use to view and interact with your computer. For instance, amenu from which you execute items and a button that you click are bothpieces of a user interface. (For more specific information on GUIs, read thesection “GUI” in Chapter 2.) In this section, you’ll learn the following:

➤ How to turn on and turn off your computer

➤ How to learn more about your system and control those settings your-self

➤ How to install and uninstall a software application

➤ How to get help when you need it

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➤ How to print screen elements

➤ How to launch a text-editing application, create and save a file, and thenclose the text editor

First Steps with the ComputerTurning on and off a computer isn’t always as simple as flipping a switch, butmost of the time it is. Sometimes you must turn it on using nothing morethan the equipment itself for clues.

Starting the Computer

Start the computer.

Most of the time, turning on your computer is a simple process, but everysystem is different, so it’s vital that you be familiar with your equipment. (SeeChapter 2 for an explanation of the many types of computers and equipmentyou might encounter.) This section assumes you’re working with a personalcomputer. Now, prepare to start your computer:

1. Perhaps the most important step occurs before you turn on the system.First, check all your cables to make sure they’re securely connected.Also check your electrical outlets to make sure that all the equipment isproperly plugged in and that any complex outlet units or surge protec-tors are turned on. If your outlets are controlled by an exterior switch,make sure that switch is in the on position.

2. Using your system’s user documentation or user’s guide, locate the onand off switch for each piece of your equipment: monitor, CPU, print-er, and any other peripherals. A peripheral is any device you have con-nected to your system. Every system is different, but most new systemsposition the power button on the front of the CPU. (Learn about theCPU in Chapter 2.)

3. After locating the appropriate switches on all your equipment, turn onthe monitor.

4. Turn on the CPU.

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5. Turn on the printer and any other peripherals, such as a Zip drive,speakers, scanner, and so on. This last step will be unique to your sys-tem. Systems often turn on all peripherals automatically once the com-puter itself is turned on. Generally, you can tell by simply watching theon and off lights for each device. If you’re unfamiliar with the equip-ment, wait just a second or two before you start turning on the periph-erals to see whether they power up automatically.

High voltage can quickly fry your system and can enter your computer throughpower cords and even the modem (online) connection. Protect your system byusing a surge protector that absorbs voltage surges so they don’t reach your com-puter. Some surge protectors come with a modem jack that also protects youronline connection.

You might hear someone refer to the process of turning on your system as aboot or booting—as in “boot the system.” The preceding example might befurther defined as a “cold boot” because the system was turned on after beingturned completely off (cold).

Shutting Down the Computer

Shut down the computer using an appropriate routine.

Most modern systems use the operating system to power down:

1. Save your work and close any open software applications.

2. Click the Start button on the Windows taskbar to display the list ofoptions shown in Figure 3.1.

3. Select Turn Off Computer.

4. Click Turn Off in the resulting dialog box shown in Figure 3.2 to shutdown the operating system and turn off the computer (and probablymost of the peripherals, depending on how your system is configured).Table 3.1 defines the four options in detail.

5. If necessary, turn off the monitor, printer, and any other peripheralsthat aren’t automatically shut down by the system.

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Figure 3.1 Click the Start button.

Click the Start button to display the Start menu

Select Turn Off Computer

Windows taskbar

Figure 3.2 Use the operating system to turn off your computer.

Table 3.1 Options for Powering Down Your Computer

Option Explanation

Standby Switches the system to Standby mode, which reduces (or even turns off)the power to most of the devices, except memory. Anything in currentmemory isn’t automatically saved. If power is lost, the current memory isalso lost. Be sure to save your work before switching to Standby mode.

Turn Off Shuts down the operating system and turns off the CPU.

Restart Shuts down the operating system and then restarts it automatically.

Cancel Dismisses the current dialog box without taking any action.

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Restarting the Computer

Regardless of how tempted you might be, don’t use the on and off switch to turnoff your computer. You might seriously damage your files if you don’t shut downproperly.

Restart the computer using an appropriate routine.

If necessary, you can reset your computer to its original settings and defaultsby rebooting:

1. Save your work and close any open software applications.

2. Click the Start button on the taskbar.

3. Choose the Turn Off Computer item.

4. Click Restart from the resulting options (see Figure 3.2). Doing soshuts down the operating system, turns off the computer, and thenreboots your system automatically.

Restarting your system is often referred to as a warm or soft boot.

When an Application Stops Responding

Shut down a nonresponsive application.

Systems and software just keep getting better and better, but occasionallyproblems occur and your system freezes. When that happens, your comput-er might fail to respond to the normal clicks and selections. Unfortunately,the only way to restore order is to restart your system, but more than likelyyou’ll find that you can’t even access the Start menu (which we reviewed inthe previous section).

When this happens, you might have to force the issue by pressing and hold-ing down all three of the following keys at the same time: Ctrl, Alt, and Del.(The Ctrl key might also be labeled Control, and the Del key might also be

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labeled Delete.) Doing so displays the dialog box shown in Figure 3.3. Clickthe Shut Down menu to open its drop-down list and then choose Restart.Windows shuts down and your computer turns off and restarts automatical-ly. This process clears the internal error that caused your system to freeze.

Running applications Shuts down the system

Figure 3.3 Unlock a frozen system.

Any activity in memory (unsaved) is lost if you use the Ctrl+Alt+Del keystroke com-bination. We recommend frequent saves to reduce the amount of work you mightlose in the event of such a problem. In addition, don’t try to resolve the problem byturning off the system either at the switch or the electrical source. Either could resultin corrupted files and unrecoverable data.

Using Ctrl+Alt+Del to restore your system is sometimes referred to as a hardboot because you’re unable to save your work and shut down applicationsbefore shutting down the operating system.

Sometimes you can shut down the application that’s locked up without shut-ting down the entire system. Check the task list for the status “not respond-ing.” If you find one, select that item and click End Task.

Basic Information and OperationsYou’ll want to familiarize yourself with your system, just as you would yourcar or stereo. After all, would you jump into a new car and drive off without

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first finding the switch for the lights or the windshield wipers? Similarly, youneed to know your computer equipment to know what software and periph-erals it can support.

Learning About Your System

View the computer’s basic system information: operating system, and versionnumber, installed RAM (random access memory).

Perhaps the simplest method to learn a few quick details about the currentsystem is to view the system’s properties in the Windows Help window:

1. Right-click the Start button and select Explorer on the taskbar to openthe Windows Explorer—the graphical interface Windows uses to displaythe system’s file structure.

2. In the resulting window, select About Windows from the Help menuto display the window shown in Figure 3.4.

The operating system is Microsoft Windows XP Professional

The current version is 5.1(also known as 2002 or XP)

The system’s RAM is259,888KB (or 256MB)

Figure 3.4 Review a few system properties.

3. After viewing the information, click OK to close the dialog box.

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Modifying Your System

Change the computer’s desktop configuration: the date and time, volume settings,and desktop display options (color settings, screen pixel resolution, and screensaver options).

Many of the system’s default settings, such as the date and time and displayoptions, are used by other software applications. From time to time, youmight need to review these settings or even change them.

Most of these settings are accessible via the Control Panel, so we give theinstructions for displaying the Control Panel window now. Click the Startbutton on the taskbar and choose Control Panel from the Start menu to dis-play the Control Panel window shown in Figure 3.5. (This figure showsWindows XP default; your screen might look different.)

Figure 3.5 The Control Panel window provides access to a number of system settings and tools.

Changing the Date and TimeTo change a system’s date and time, double-click the Date, Time, Language,and Regional Options link (in the Control Panel window). Then, click theChange the Date and Time link to display the Date and Time Properties dia-log box shown in Figure 3.6. Click the Date & Time tab if necessary. (You

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can also double-click the clock in the Notification area of the taskbar to openthis dialog box.) You change a date component by selecting the appropriatevalue from that control.

Modify the yearChange the month

Select a day

Figure 3.6 Change a system’s date and time settings.

Changing the time is similar to changing the date. The time consists of threecomponents: hour, minute, and second. Highlight the appropriate sectionand click the spin control’s up or down arrow, accordingly. You might find iteasier and quicker to type in the new time by highlighting a component andthen entering the new value via the keyboard.

In the United States, the operating system might automatically adjust thesystem’s time twice a year when many areas switch to Daylight Savings Timeand then again when those areas revert to their standard times. Click theTime Zone tab to check the current setting by clicking the Time Zone con-trol’s drop-down arrow. Next, select the appropriate zone item from the con-trol’s list. Be sure to uncheck the daylight savings option if you don’t want thesystem to automatically adjust your time when appropriate.

Changing Audio CapabilitiesIn addition, most of today’s systems are equipped with audio capabilities andspeakers. You might need to modify the default volume settings. To do so,click the Sounds, Speech, and Audio Devices link in the Control Panel win-dow. Then, click the Adjust the System Volume in the next window. Or youcan double-click the volume control icon in the Notification area of the

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taskbar. Both methods open the Sounds and Audio Devices Properties dia-log box shown in Figure 3.7. Adjust the slider control accordingly and closethe dialog box.

Adjust here to turn thevolume up and down

Click here to display thevolume icon in the taskbar

Figure 3.7 Adjust sound properties.

If there’s no volume control icon in the Notification area of the taskbar, you candisplay it. Open the Sounds and Audio Devices Properties dialog box, click theVolume tab, and then check the Place Volume Icon in the taskbar option.

Changing Display OptionsDisplay options determine the specific colors and the size of each elementonscreen. You can adjust the settings, but you should know that most soft-ware applications inherit these options. That means any changes you makeaffect most everything you might see—even elements within a softwareapplication.

There are three types of display options that you might want to adjust:

➤ Color—Determine the number of colors your monitor can display.

➤ Resolution—Determine the size of individual elements.

➤ Screen Saver—Display a graphic or animation when the computer isinactive.

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In the Control Panel window, click the Appearance and Themes link andthen click the Change the Screen Resolution link to open the DisplayProperties dialog box. Click the Settings tab (if necessary) to work with thecolor and resolution. You can use the Color Quality control to select thenumber of colors that will be displayed on your monitor.

The second setting on this tab is the Screen Resolution setting. Simply adjustthe slider to reduce or increase the number of pixels displayed. The morepixels you display, the more information you can display onscreen (and thesmaller everything will appear).

The last display setting we want to explore is the Screen Saver: that’s a file thatdisplays moving elements when the computer is idle for a specific length oftime. Newer monitors aren’t really at risk, but older monitors could be per-manently scarred by screen elements if they remain set for too long. For thisreason, some people employ screen savers, which temporarily change thedisplay and keep elements moving around the screen to prevent damage.

The operating system comes with a number of screen savers, but you’re freeto purchase one or even download a free file from the Internet. (Not all filesare free; read instructions carefully before downloading.)

To specify a screen saver, click the Screen Saver tab and choose a file fromthe Screen Saver control’s drop-down shown in Figure 3.8. Click the Previewbutton to see what the file looks like in real time; you might decide that youdon’t like the selected file and try another. Some screen savers have settingsyou can modify by clicking the Settings button and following the subsequentinstructions. Use the Wait control to determine how long the computer canremain idle before the screen saver kicks in. The default is 10 minutes. Youcan also use the Power button to turn your monitor off entirely after a fixedtime period rather than have it display a screen saver.

Determining the Language

Set, change keyboard language.

Just because you and your system use English doesn’t mean that you won’tever need to correspond with someone in another language. Fortunately, youcan change the default language for your system or switch between a largenumber of input languages. To set the default language your computer uses,you must first install it:

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1. In the Control Panel, click the Date, Time, Language, and RegionalOptions link.

2. Click the Add Other Languages link.

3. On the Languages tab, click the Details button. The default input lan-guage is probably English (United States)-US.

4. Click the Add button in the Installed Services section to display theAdd Input Language dialog box.

5. Open the Input Languages control’s drop-down list and choose thelanguage you want to install. Figure 3.9 shows Russian installed.Notice that the Keyboard Layout/IME control updates accordingly.

Figure 3.8 Choose a screen saver from the available files.

6. Click OK to return to the previous dialog box, which now displays twoavailable languages in the Services Installed list, as shown in Figure3.10.

7. Open the Default Input Language control’s list (the combo box at thetop) and you’ll find that Russian is now listed as a possible default lan-guage. Go ahead and select Russian from the list. (You can quicklyswitch back to English later.)

8. Click OK twice. Nothing seems to change: everything is still inEnglish. Check the new Language bar in the taskbar. It should resem-ble the one shown in Figure 3.11.

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Figure 3.9 The operating system supports a number of languages.

Figure 3.10 Install a second language.

Figure 3.11 The operating system supports a number of languages.

The language bar then displays RU (for Russian) as the default language.If you expect the system to magically transpose your English words into

Russian, you might be disappointed. All you’ve done is reset the key-board; the feature doesn’t suddenly display everything in Russian. (If youactually reset your system, be sure to reset the default to English before youcontinue.)

You might not want to change the default language but still need to corre-spond in languages other than the default. In this case, you can access anynumber of input languages as you need them. An input language is the lan-guage you use to enter text at any given time. What that means is you could

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be typing in English (the default) and then switch to Russian, French,Spanish, or any number of supported languages to type in a single word, sen-tence, paragraph, or section. In fact, you could use an input language for anentire document if you liked—without changing the system’s default lan-guage.

To access a default language, repeat Steps 1 through 6 from the previousexercise. The only difference is that you won’t change the Input DefaultLanguage selection in that control. Adding the input language displays theLanguage bar you saw earlier and you’re free to switch back and forth.However, the operating system won’t change the system’s default language.

To use an input language, open a blank document using Notepad orWordPad and start entering text. Then, using the Language bar, chooseRussian or another listed language. Any text you enter assumes the input lan-guage’s keyboard, not the English keyboard you’re actually using.

By default, most input languages are installed automatically. However, to enter ordisplay text in any of the East Asian languages or a right-to-left language, youmust install the language manually from the system’s CD-ROM.

Preparing Disk Storage Medium

Format removable disk media: diskette, Zip disk.

In Chapter 2, you learned a bit about removable storage devices. (See“Storage Devices” in that chapter.) Before you use a floppy or Zip disk, youmust format it. In this context, format means to prepare the disk to store elec-tronic data.

You can purchase formatted diskettes, so you might never actually need toformat a brand new disk. In fact, we recommend that you use factory-for-matted diskettes. However, occasionally, you might want to format a useddisk to erase old data.

Formatting erases everything on a diskette, so use care when formatting yourdiskettes. In addition, never try to reformat your hard drive. Doing so deletes every-thing on your hard drive: all your data, all your software applications, and even youroperating system. You won’t be able to access your computer at all.

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To format a floppy diskette, follow these steps:

1. Insert the floppy diskette into the appropriate drive.

2. Open My Computer and select (don’t double-click) drive A in theDevices with Removable Storage section. (Access My Computer fromthe Desktop or the Start menu.)

3. Choose Format from the File menu.

4. Windows displays the dialog box shown in Figure 3.12. Most of thetime you can just click Start. Occasionally, you might want to check theQuick Format option to save a little time. This option erases files butdoesn’t check for bad sectors. Use this option only if the disk has beenpreviously formatted and you’re sure the diskette isn’t damaged.Otherwise, stick with the Capacity setting.

Never format the hard drive

Select the floppy drive You might have a Zip drive installed

Figure 3.12 Most of the time you’ll use the default format options.

Formatting a Zip disk is basically the same. Repeat Steps 1 through 3 in theprevious exercise. This time, select the Zip drive in the My Computer win-dow. When the operating system displays the dialog box shown in Figure3.13, click Format. Use the Long Format option only when the Zip disk hasdeveloped errors. Remember, just like with a floppy disk, formatting a Zipdisk completely erases its contents.

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Figure 3.13 Use default formatting options unless you have good reason not to.

Working with Software

Install, uninstall a software application.

More than likely, your system will arrive with a few software applicationsalready installed. However, you’ll probably purchase more, and when you do,you’ll need to install your new software to use it.

Fortunately, installing software has become simple and routine. To install asoftware application from a CD-ROM or a floppy drive, follow these steps:

1. Insert the CD-ROM or the floppy disk in the appropriate drive. If thesoftware automatically initiates the install process, simply follow theinstructions.

2. If not, open the Control Panel by clicking Start and then choosingControl Panel.

3. Click the Add or Remove Programs link.

4. Click the Add New Programs option in the Add or Remove Programswindow, and then click the CD or Floppy button in the next window.

5. At this point, the software installation process kicks in: follow theinstructions. We recommend that you accept the default (or typical)installation option unless you have specific reasons not to.

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Uninstalling a software application is also easy. Follow these steps:

1. Open the Control Panel by clicking Start and then choosing ControlPanel.

2. Click the Add or Remove Programs link.

3. Click on the application that you want to uninstall.

4. Click on the Change/Remove button and follow the instructions toremove the application.

Some software might ask you to reboot the system after you finish the installationor uninstallation. You might want to schedule software installation for a time whenyou’re not doing other important tasks.

Capturing Screen Data

Use keyboard print screen facility and paste contents into a document.

You’ve probably heard the old saying about a picture being worth a thousandwords. Sometimes you can better make your point with a picture than text.That’s when printing the screen might come in handy. For instance, youmight want to share a specific error with a technician.

To save a copy of the screen, press the Print Screen key to copy the entirescreen, exactly as it appears. Next, open a program such as Microsoft Paintor Microsoft Word and choose Paste from the Edit menu. At this point, youcan save or print the image.

When You Need Help

Use available Help functions.

Few people master their computer without a little help now and again. Thefirst place you’ll want to go when you have questions is the computer itself.Windows offers a number of ways to get the help you need.

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The best place to start is with the Help and Support Center. Click the Startbutton and select Help and Support Center. Or open the Control Panel win-dow and click the Help and Support link. The resulting page shown inFigure 3.14 has the look and feel of a Web page. From this page, you canquickly access a number of help features.

Browse Help topicsTroubleshoothardware problemsGet online help

Learn from video tours

More helpful linksChoose from the mostcommon Help topics

Learn more aboutyour system

Text searchDefine computer terms

Figure 3.14 Check the system’s Help and Support area.

To use the Index, click the Index button on the toolbar and enter a searchstring. As you enter characters, the window updates with the best match inthe index items. For instance, enter the word “default” and then double-clickthe Setting Default Printer item to display information on that subject, asshown in Figure 3.15.

You can skip the Index window and enter search text in the Search control.For instance, enter “default printer” into the Search control and press Enteror click the Search Now button (the arrow to the right of the control).Windows updates the Search Results list accordingly. In this case, clickingthe Specify Your Default Printer link in the Suggested Results list displays

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the same information you saw in Figure 3.15. Click a topic or click one of thegroup buttons for more possible subjects:

➤ Suggested Topics—Attempts to select the most relevant topics to matchthe search criteria.

➤ Full-text search matches—Displays help documents that contain the exacttext.

➤ Microsoft Knowledge Base—Displays links to appropriate online articles inMicrosoft’s Knowledge Base.

View help hereDouble-click specific topic here

Enter search text here

Figure 3.15 Display helpful information on specific subjects.

Text EditingEveryone uses text files. You might write letters or just keep a personal jour-nal. Windows comes with two text editors—Notepad and WordPad. A texteditor is a program that allows you to enter and manipulates text in a docu-ment and then save that document.

Preparing to Work with Text

Launch a text-editing application. Open, create a file.

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Both Notepad and WordPad are accessible through the Programs menu.We’ll be working with Notepad, but you can launch WordPad the same way.To launch Notepad, click the Start button on the taskbar and Select AllPrograms in the Start menu. (If Notepad appears on the Start menu, you canskip the All Programs steps that come next and just launch Notepad from theStart menu.) Then, select Accessories in the Programs menu to displayanother menu of actual applications. Select Notepad from that list, as shownin Figure 3.16. Notepad launches a blank document in a new window. At thispoint, you can start entering text, as shown in Figure 3.17.

Figure 3.16 Select Notepad, a text editor, from the list of Windows Accessories programs.

Saving a Text File

Save the file to a location on a drive.

Enter the text, “This is my practice text file,” and then save the file on yourhard drive. To do so, choose Save As from the File menu. In the resulting dia-log box, choose a location for the file using the Save in control. Simply openthat control’s drop-down list and select the appropriate folder. As you can seein Figure 3.18, you can select the hard drive, a floppy drive, the CD-ROM

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(if you have a CD writer), or even a Zip drive if you have one installed. In theFile Name control, name the text file “PracticeTextFile.” When you’re ready,click Save.

Figure 3.17 Notepad opens a blank document when you launch it.

Save to a CD

Enter a filename

Save to your hard drive

Save to a disk

Figure 3.18 Choose a location and enter a name for the text file.

To open an existing file, choose Open from Notepad’s File menu, and selectthe right folder in the Look in control. Select the file from the list of files,and then click the Open button.

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Closing a Text-Editing Application

Close the text-editing application.

When you’re done working with the text file, close Notepad by clicking Exitfrom the File menu. Or click the Windows Close button (the X in the topright of the title bar).

Most text editors work with just one file at a time, so closing the file is thesame thing as closing the text editor. If you don’t want to close the editor, butyou want to work on a new file, choose New or Open from the File menu.Doing so closes the active document before opening another.

DesktopIn general terms, a desktop is the onscreen work area. The Windows desktopis much more: it’s not just the screen that greets you when you turn on yoursystem. The desktop is a sort of collection point from where you can quick-ly launch your most often used applications and files.

Working with IconsThe desktop presents time-saving options by way of icons—small images dis-played onscreen that represent objects or files that you can manipulate or aset of commands that you can execute. To open the file or execute the com-mands, you simply click the icon. Think of icons as a shortcut to a file or atask. By storing the icon on the desktop, you can reduce your work by sev-eral keystrokes. For instance, if you work with the same set of files everyday,you can save time by clicking an icon on the desktop that opens each fileinstead of opening the software and maneuvering through the file hierarchyto open the exact file.

Recognizing Common Icons

Recognize common desktop icons such as those representing files,directories/folders, applications, printers, recycle bin/ wastebasket.

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Your operating system comes with a few icons already on the desktop, andyou can add your own. Figure 3.19 shows a few icons, some you probablyrecognize:

➤ My Computer—Right-click and choose Explore to quickly open the MyComputer window.

➤ Applications—Double-click to launch the applications you use mostoften.

➤ Recycle Bin (wastebasket)—Drag files to the recycle bin (wastebasket) ordouble-click to view the current contents of the recycle bin.

➤ Printer—Drag a file to the printer or view the printer’s current status.

➤ Folder—Double-click a folder to open the folder, which allows you toview the files stored in the folder.

➤ File—Double-click a file to launch both it and the software applicationyou use to view and manipulate it.

Print a file

Display file and folder hierarchy

Delete a file

Open a folder

Open a file

Quickly launch an application

Figure 3.19 You’ll find many icons on the desktop.

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Moving Icons

Select and move desktop icons.

You’re not stuck with the way icons are arranged on the desktop; you canarrange them any way you like. Most likely you’ll want to arrange them inmeaningful groups, such as work files and personal files or departmental filesand so on. The arrangement will be personal and unique to your system. Usethe drag and drop method to move an icon. By drag and drop, we mean thefollowing:

1. Hover the mouse pointer over the icon you want to move.

2. Click and hold down the mouse button.

3. Continue to hold down the mouse button while you drag the icon tothe target position.

4. When the icon is where you want it, release the mouse button.

Manipulating Files from the Desktop

Open a file, directory/folder, application from the desktop.

Opening a file, a folder, or an application from the desktop couldn’t be sim-pler. Locate the icon that represents the file, folder, or application and dou-ble-click it. That’s it!

Creating Icons

Create a desktop shortcut icon, desktop menu alias.

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Before you can use an icon to open a file or application, you must have anicon that represents that file or application on your desktop. These icons areknown as shortcut icons—icons that open a file, folder, or application.

To create a shortcut for a file, folder, or application, follow these steps:

1. You must locate the appropriate file in the Windows Explorer. Let’screate a shortcut icon that opens PracticeTextFile.txt.

2. Select the file and then choose Create Shortcut from the File menu.

3. Windows creates the shortcut file and displays it within the same fold-er, as shown in Figure 3.20.

Figure 3.20 Choose Create Shortcut from the File menu to create a shortcut.

4. Right-click the shortcut file and choose Send to.

5. From the resulting submenu, choose Desktop (Create Shortcut). Viewthe Desktop to see the new shortcut shown in Figure 3.21.

Perhaps the easiest way to create a shortcut icon is to create what some refer toas a desktop menu alias. To do so, simply drag and drop an item from the Startmenu to the desktop, and you’ve got an instant shortcut icon that works thesame as the Start menu item.

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Figure 3.21 The operating system copies the shortcut file to the desktop.

Work with WindowsThe Windows operating system provides a convenient user interface thatmost Windows software programs emulate. The more you use Windowssoftware, the more you see these familiar elements and become accustomedto working with them.

The Window Environment

Identify the different parts of a window: title bar, menu bar, toolbar, status bar,scrollbar.

Almost every Windows-compliant application relies on the window to com-municate information with the user. Through this window, the user viewsexisting data and enters new data. Each window has a number of commonelements, as shown in Figure 3.22:

➤ Title bar—The strip across the top of a window. Sometimes the title barcontains a description or a name for the current object or application.Sometimes an application can have more than one window open, andeach window has its own title bar.

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➤ Menu bar—The thin grey strip below the application’s title bar that listsa number of options. Clicking one of these options displays a drop-downlist of menu commands that are appropriate for the current environmentand task at hand. A window has just one menu bar as a rule. Some win-dows don’t have any menu bar.

➤ Toolbar—The grey strip (usually) beneath the menu bar with a line oficons. A window can host any number of toolbars, with tools that areusually grouped by function.

➤ Status bar—The bar at the bottom of the application window just abovethe Windows taskbar. This bar displays status and statistical informationabout the current application or process.

➤ Scrollbar—Used to view information that extends offscreen to the rightor below the regular screen. Scrollbars automatically appear when need-ed and are usually visible or enabled only when needed. To move thecontents of the window, grab the thumb and move it. The thumb is thegrey rectangle that slides from one end to the other.

Menu bar Toolbars

ThumbStatus bar Scrollbars

ThumbTitle bar

Figure 3.22 Most windows share a number of the same elements.

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Maneuvering a Window

Collapse, expand, resize, move, close a window.

The convenient thing about the window element is that you can open andclose it almost any time you want. In addition, you can move them and resizethem, as shown in Figure 3.23, to make them or other elements more acces-sible while you work.

This window is minimized

This window has been sized

Minimize MaximizeClose

Figure 3.23 Make a window just the right size.

Most windows host a few common buttons at the right margin in the title bar:

➤ Minimize—Reduces or “collapses” the window to an icon on theWindows taskbar.

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➤ Maximize (or Restore)—“Expands” the window to cover the availablescreen. If the window already covers the screen, the same buttonrestores it to its original size.

➤ Close—Removes a window from the current work session so that it is nolonger accessible.

You can also resize a window to a unique size (as long as the window is notmaximized):

1. Hover the mouse pointer over any corner or border of the windowuntil the double-arrow mouse pointer is visible.

2. Drag in or pull out the window’s border.

3. Repeat step 2 until the window is the size you want.

You can also move a resized window so you can reach elements behind thewindow. To move a window, click the title bar and hold down the mouse button. Drag the window to the new position and then release the mousebutton.

Switching Windows

Switch between open windows.

Your operating system is capable of multitasking. That means you can workin more than one window at a time. As a result, you might end up with sev-eral windows open at any given time. To quickly access a window, hold downthe Alt key while pressing the Tab key. Doing so displays a small window thatcontains the name of the last window you occupied before moving to the cur-rent window. As you press the Tab key, the window cycles through all theopen windows. At any time, you can release the keys to access the currentlyreferenced window. Or simply click the appropriate window-representingicon on the taskbar (refer to Figure 3.23).

Managing FilesFor the most part, the majority of your interaction will be with files. You’llcreate them, save them, move them, and delete them when you’re done with

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them. In this next section, you’ll learn where the operating system storesyour work.

In this section, you’ll learn the following:

➤ About the system’s hierarchical file storage system

➤ How to navigate the storage system

➤ How to duplicate and move a file or folder

➤ How to delete and restore a file or folder

➤ How to find files and folders

➤ How to reduce the size of a file or folder

ConceptsRegardless of whether you’re working with an external diskette, a CD-ROM,or the hard drive, the operating system stores files in a hierarchical structure.In other words, there’s usually a starting point, commonly called the rootdirectory, that lists a number of folders (or directories). These folders cancontain more folders, and each of those folders can contain even more folders.

A folder within a folder is called a subfolder. Each folder is capable of storingmultiple files, but that’s where it stops. You can’t store a file in a file. Onlyfolders can contain more folders and files.

Your System’s Hierarchical File Structure

Understand how an operating system shows drives, folders, files in a hierarchicalstructure.

Figure 3.24 shows just one system’s structure; you can access each drive andview the folders and files on each.

Storage Devices

Know that the devices used by an operating system to store files and folders arethe hard disk, diskette, CD-ROM, network drives.

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Figure 3.24 The operating system displays each drive and its folders and files in a hierarchical struc-ture.

The operating system can handle multiple storage media, as you’ve alreadylearned. You can create folders on a floppy or hard drive, and you can storefiles in any of those folders on any drive, including network drives that aremade available to you. Other devices, such as CD-ROMs, may contain fileswithout allowing you to save new files.

Folders and DirectoriesFolders, also known as directories, and files make up the bulk of your system.

Navigating Files and Folders

Folders

Files

The hard drive

The floppy drive

Navigate to a file, folder on a drive.

To access a folder and subsequently the files stored in that folder, open theWindows Explorer by right-clicking the Start button and choosing Explore.Begin with the first layer—the drive—and continue to browse through thestructure until you find the file you need. For instance, when accessing a filestored on your hard drive, select the C:\ drive item. Doing so displays all thefolders and files to the right, as shown in Figure 3.25.

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Figure 3.25 Display all the folders and files on the C: drive.

Click the plus sign to display all the folders and files stored in that folder. Atthat point, the plus sign changes to a minus sign (-). Click the minus sign tocollapse the folder.

Creating Directories and Folders

Collapse a folder

Expand a folder

Create a directory/folder and a further subdirectory/subfolder.

To add a subfolder, select the folder to which you want to add the folder.Then, select New from the Windows Explorer File menu. Next, chooseFolder from the resulting submenu. Windows adds a new folder to the hier-archical structure, as shown in Figure 3.26. To add a subfolder to the folder,select the folder and repeat the above process. You can continue this processto nest additional subfolders, if you like.

Displaying Folder Properties

Open a window to display directory/folder name, size, location on drive.

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Figure 3.26 Windows adds a new folder.

To learn about a folder, right-click the appropriate folder and chooseProperties from the resulting submenu. Figure 3.27 shows the resultingProperties dialog box, which displays the folder’s name, size, and locationwithin the drive’s file structure.

The new folder is represented in both views

Learn the number of filesand subfolders in a folder

Figure 3.27 Display a folder’s properties.

Working with FilesFiles are your bread and butter; in this next section, you’ll learn about files.

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The Different File Types

Recognize common file types: word processing files, spreadsheet files, databasefiles, presentation files, image files, audio files, video files, compressed files, temporary files.

Where files are concerned, a file by another name isn’t just as sweet! Eachsoftware application uses a specific file type, which is usually indicated by thefile’s extension—the three or four (sometimes more) characters at the end ofa file’s name following the dot character (.). Review the file’s extension tolearn the file’s type. Table 3.2 lists a variety of file types.

Table 3.2 File Types

Type Application or Common Name Extension

Word processing Microsoft Word .doc

Generic .txt, .rtf

WordPerfect .wpd

Spreadsheet Microsoft Excel .xls

Microsoft Works .wks

Lotus 1-2-3 .wk1, .wk2, .wk3

Database Microsoft Access .mdb, .adp

dBase .dbf

Presentation Microsoft PowerPoint .ppt

Image Bitmap .bmp

JPEG .jpg

Audio Wave .wav

Video Windows Media .wma

MPEG .mpg

Compressed PKZip .zip

Temporary A special file created by the system .tmp

Counting Files

Count the number of files, files of a particular type, in a folder (including any filesin subfolders).

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To learn how many files are in a folder, check the folder’s properties, as wedid before. After locating the folder in the Windows Explorer, right-click itand select Properties from the resulting submenu. The folder’s Propertieswindow displays the number of files in the folder and subfolders (refer toFigure 3.27).

Learning the number of files by type is a bit more complicated because youneed a command prompt:

1. Access a command prompt by clicking the Start button and choosingAll Programs from the Start menu.

2. Choose Accessories and then select Command Prompt from the result-ing list.

3. In the Command Prompt window, enter the following command toview a summary of the folder’s files, as shown in Figure 3.28 (the figuredoesn’t show the entire summary).dir *.exe /s

Figure 3.28 Use a command prompt to count files by their type.

Changing File Status

Change file status: read-only/locked, read-write.

By default, anybody can access a file and change it. That’s what’s known as aread-write file. Anybody with access to your system can open the file andchange the contents. One way to protect a file is to change its status to

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read-only (or locked). Then, someone can still view the file, but she won’t beable to change its contents. To view or update a file’s status, follow thesesteps:

1. Locate the file in the Windows Explorer.

2. Right-click the file and choose Properties from the resulting submenu.

3. In the Properties dialog box, click the Read-Only option, as shown inFigure 3.29. Click OK to dismiss the dialog box.

Check this option to rendera file read-only

Figure 3.29 Change a file’s status to read-only to keep users from changing the file’s contents.

To make a file read-write after it has been changed to read-only, follow thesame steps but uncheck the Read-Only option.

Sorting Files

Sort files by name, size, type, date modified.

You might find it easier to find files when your files are sorted in a particularway. To sort files, choose Arrange Icons by from the View menu, as shown inFigure 3.30. Most of the sorting options are self-explanatory. You can sort byfilename, size, type, or the date the file was last modified.

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Figure 3.30 You can sort files in a number of ways.

The Importance of Extensions

Understand the importance of maintaining correct file extensions when renamingfiles.

Earlier we mentioned that a file’s extension is a quick and easy way to discernthe file’s type. Not only does a file’s extension help you, but also it helps thesoftware application used to create and manipulate that file. When you openan existing file by a software application, the software will check the file’sextension, and if it isn’t the right extension, it won’t (usually) open the file.

Checking for the correct extension helps protect the integrity of both yoursoftware and your files. Opening a file in the wrong software has the poten-tial to destroy the data or even permanently corrupt the file.

Fortunately, Windows alerts you if you try to change the extension when yourename a file. If you get this alert, stop and make sure that you aren’t making amistake.

Renaming Files, Directories, and Folders

Rename files, directories/folders.

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Naming files and folders is a large subject. You’ll want to give your foldersand files meaningful names that indicate the folder or file’s purpose. On theother hand, some organizations have strict conventions for naming foldersand files, and the actual names might have nothing to do with the contents.

Regardless of how you go about choosing a name, chances are that you’ll endup changing a few of them along the way. Fortunately, renaming a folder orfile is simple. To rename a file or folder, follow these steps:

1. Right-click the folder or file in the Windows Explorer.

2. Choose Rename from the resulting submenu, which puts the item inedit mode. The item is highlighted in a small box, and the cursor ispositioned with the box, as shown in Figure 3.31.

Figure 3.31 Use edit mode to rename a folder or file.

3. Type the new name and press Enter.

Duplicate and MoveJust like changing a file or folder’s name, you might need to reposition a fold-er or file. That might mean moving a file or a group of files from one folderto another or moving a subfolder and all its files from one folder to another.You might even need to copy or move a file or subfolder full of files from ahard drive to diskette or vice versa.

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Selecting Files, Directories, and Folders

Select a file or directory or folder individually or as a group of adjacent or nonad-jacent files or directories or folders.

Using the Windows Explorer, select the drive that contains the files or fold-ers you want to duplicate or move. Locate and select the folder or files. Youcan select a single file by simply clicking it. Selecting a group of files takes afew more steps.

To select a group of contiguous (or adjacent) files, select the first file in theblock of file items and hold down the Shift key as you select the last file.Doing so highlights the entire block of files—the first, the last, and every filebetween the two, as shown in Figure 3.32.

Click here

Then, click here

Figure 3.32 Select a contiguous list of files.

Files aren’t always in a contiguous list. When you need to select a number ofnoncontiguous files, select the first and then hold down the Ctrl key as youclick the remaining files. The operating system highlights each of the filesthat you click, as shown in Figure 3.33.

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Figure 3.33 Click each file while holding down the Ctrl key to select noncontiguous files.

Duplicating Files, Directories, and Folders

These files are selected

Duplicate files and directories or folders between directories or folders andbetween drives.

To duplicate a folder or file, select the file (as discussed in the previous sec-tion). Then, choose Copy or Copy to Folder from the Edit menu. (Use Copywhen working with a file and Copy to Folder when working with a folder.)Windows displays the Copy Items dialog box. Use the resulting list to locatethe target folder, as shown in Figure 3.34. The list includes all your system’sdrives and folders, including external drives such as the floppy or CD. Selectthe appropriate drive and folder, and click the Copy button. Doing so makesan exact duplicate of the selected file or files at the new location. This pro-cedure is an easy way to back up your work to floppy or CD-ROM.

Moving Files, Directories, and Folders

Move files, directories/folders between directories/folders and drives.

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Figure 3.34 Use the Copy command to duplicate files.

Moving files and folders is similar to copying them. Just remember that youwon’t end up with two files in different locations. You’re simply moving a filefrom one location to another. Use the process in the preceding section tomove files and folders, except choose Move to Folder from the Edit menu.

The Importance of Backing Up Your Files

Specify the target folder

Then, click Copy

Understand why making a backup copy of files to a removable storage device isimportant.

In the last section, we mentioned that you can use the copy feature to copyyour work to a floppy or CD. That’s what’s known as a backup copy—an extracopy that you can resort to if the worst happens and you can’t use your com-puter, or a file stored on your computer is corrupted.

You’ll want to back up your files on a regular basis. If the only copy of yourwork is on the internal hard drive and something happens to your computersystem, such as a virus, hardware failure, theft, and so on, you’ve lost not onlyyour computer, but all your hard work.

It could take days to reconstruct all your work, and even then, it might notbe possible to fully recover everything. Do yourself a favor and back up yourwork on a frequent and regular basis. Even every day isn’t too often if youmake frequent changes and additions to your files.

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Delete and RestoreWith time, most files do become obsolete and you’ll want to delete them tofree up space.

Deleting Files, Directories, and Folders

Delete files, directories/folders to the recycle bin/wastebasket.

To delete a file, simply select it in Windows Explorer and press Delete.There’s nothing to it! However, before actually deleting a file, you mightwant to make a backup copy as discussed in the previous section.

To delete a folder, select the folder in Windows Explorer and press Delete.This will delete both the folder and everything stored in the folder (otherfolders or files).

Deleted files and folders are not completely removed from your system.Rather, they are stored in the recycle bin. The next section shows how youcan get back a file that you accidentally deleted.

Restoring Files, Directories, and Folders

Restore files, directories/folders from the recycle bin/wastebasket.

How many times have you deleted a file only to groan, “Oh no!” justmoments later? It happens to everyone, but don’t fret. Windows stores delet-ed files in a special folder called the recycle bin instead of immediately delet-ing a file. You can restore a file from the recycle bin to its original locationby simply right-clicking the file in the recycle bin and selecting Restore.

Taking Out the Trash

Empty the recycle bin/wastebasket.

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The recycle bin can consume a lot of disk space if you let the deleted filespile up; just like real garbage, all those files can really muck up the place.Consequently, it’s a good idea to occasionally delete the files in the recyclebin. To do so, right-click the recycle bin (in the Windows Explorer or on thedesktop), and choose Empty Trash from the resulting submenu. Unlike drag-ging a file to the recycle bin, emptying the recycle bin is permanent.

SearchingThe more files you add, the harder it might be to find just the file you need.Oh, they’re there on your hard drive; you just can’t find them. When thishappens, you can use the Windows Search (or Find) tool to quickly locate thefiles.

Finding Files, Directories, and Folders

Use the Find tool to locate a file, directory/folder.

To launch the Search feature, click the Start button and choose Search fromthe Start menu. Doing so opens a new window with several options. Clickthe All Files and Folders option, which displays a new set of options.

Enter the name of the file or folder you’re searching for into the first con-trol, as shown in Figure 3.35, and then click Search. After a few seconds,Windows begins displaying a list of files that match the entered name. Toimmediately launch a file, simply double-click the file in the results list.

Searching by File Properties

Search for files by content, date modified, date created, size, wildcards.

When searching for information, a file’s name might not be helpful. Forinstance, you might need to search for a file based on the day it was last mod-ified, or you might be searching for a specific string of characters (such as“cat”) within any file. When this is the case, Windows needs more informa-tion. Table 3.3 lists the options and settings.

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Figure 3.35 Search for a specific file or folder.

Table 3.3 Advanced Search Options

Intent Option Additional Settings Results

Search by content Enter the exact text Finds all the files string that you’re that contain the searching for into search string.the second control in the A Word or Phrase in the File control.

Search by date Click the When Was Don’t Remember Includes all dates.modified It Modified option.

Within the Last Week Finds all files modi-fied during the cur-rent week.

Past Month Finds all files modi-fied during the cur-rent month.

View the results here

Click here to begin the search

Enter the file or folder name here

(continued)

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Within the Past Year Finds all files modi-fied in the currentyear.

Specify Dates Allows you to speci-fy a time period.

Search by file’s Click the What Size Don’t Remember Includes all sizes.size Is It option.

Small (Less Than Finds all files that 100KB) are smaller than

100KB in size.

Medium (Less Than Finds all files that 1MB) are smaller than

1MB in size.

Large (More Than Finds all files that 1MB) are larger than 1MB

in size.

Specify Size (in KB) Narrows the searchby specifying a rangeof sizes.

Search by file type Click More Select a file type Finds all files of the Advanced Options from the Type of specified file type. option. File control’s drop-

down list.

Windows does not offer an easy way to search for files by date created. Buthere’s a trick you can use. Search for the file by date modified, using a daterange that includes the date created that you’re looking for. Then right-clickat the top of the results on the header row, where it says Date Modified. Thiswill show you a list of information that you can display about each file in theresults. Select Date Created from the list, and then click the Date Createdheader to sort the results by date created. Now you can quickly scan the listto find the file that you’re looking for.

Wildcards are special characters that narrow the results of your search.Technically, a wildcard is a symbol that represents one or more characters.Use them when you’re uncertain of the exact characters needed. Windowssupports two wildcard characters during a search task: the asterisk (*) match-es any character or multiple characters, and the question mark (?) matchesany one character in the same position.

Table 3.3 Advanced Search Options (continued)

Intent Option Additional Settings Results

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When searching by filename or by content, simply substitute the appropriatewildcard for the unknown characters. For instance, Sm*th would matchSmith, Smyth, and smooth. On the other hand, Sm?th would match onlySmith and Smyth.

Viewing Recently Used Files

View list of recently used files.

Sometimes the easiest way to find a file is to view a list of the most recentlyused files. This procedure is an efficient way to search for a file without hav-ing to wait for Windows to search through all the files in your system.

To find a file in this manner, click the Start menu and choose My RecentDocuments from the Start menu. Doing so displays a list of all the filesyou’ve recently opened. Simply click a file to open it.

If the Start menu doesn’t list your recently used documents, right-click the Startmenu, choose Properties, and click the Customize button on the Start Menu tab.Then, click the Advanced tab and check the List My Most Recently OpenedDocuments option, and click OK twice.

Compressing FilesFiles come in all sizes and the more data a file contains, the larger it is. Inaddition, file types can create large files, even when the file contains a smallamount of data. For instance, a database or image file can be very large. Thelarger a file is, the more room it consumes. Furthermore, larger files takelonger to download when transferring files over the Internet. As a result, youmight find yourself compressing files from time to time—both to save spaceand to save time when transferring data.

What Is File Compression?

Understand what file compression means.

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Compressing a file, a folder, or even a software application decreases the sizeof that file and consequently the space required to store that file on your harddrive or diskette (or CD-ROM). In addition, a compressed file transfersmore quickly over the Internet than a noncompressed file.

Compressing Files

Compress files in a folder on a drive.

To compress a folder, select the file or folder in Windows Explorer and selectNew. Then, choose Compressed (zipped) Folder from the resulting list ofoptions shown in Figure 3.36. Once you compress a folder, you can drag filesto it. You can move a compressed folder and its files to a diskette, CD-ROM,or another folder.

Figure 3.36 Compress a file to save space.

Extracting Compressed Files

Extract compressed files from a location on a drive.

To extract a compressed file, right-click it and select Extract to from theresulting menu. This option is available only when you’ve selected a com-pressed file.

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VirusesA computer virus can put you out of business quick. If your computer isinfected by a virus, you can’t do too much to combat these hideous files andprotect your system. So you need to focus on prevention! In this section,you’ll learn the following:

➤ What a virus is and why they’re dangerous

➤ How a virus can be transmitted to your system and how you can trans-mit them to others

➤ The advantages of using virus-scanning software

➤ How to disinfect your system once you catch a virus

ConceptsChapter 2 introduced you to viruses. In this chapter, we show you how to usespecial software to protect your system from viruses.

What Is a Virus?

Know what a virus is and what the effects of a virus might be.

Technically, a virus is a file that replicates itself. But most computer virusesalso have other effects. They might delete files on your hard drive, hijackyour Internet connection, or cause programs to stop working. Some virusessend email from your account to spread themselves. Others install “backdoors” on your computer, so that malicious users can control your comput-er remotely. Viruses are destructive, and you should avoid them at all costs.

Transmitting a Virus

Understand some of the ways a virus can be transmitted onto a computer.

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By and large, most viruses are transmitted by infected email messages thatlull the user into opening an attachment that then releases the file into thesystem. Most of the time, you can avoid infection by not opening attach-ments from strangers. If someone you know is infected, their system mightsend you an infected message; therefore, it’s important to carefully review allemail messages with attachments, even when you know the sender. If youweren’t expecting the attachment, contact the person before actually open-ing the attached file.

Email isn’t the only means by which you can be infected or infect others.Visiting a Web site or using an infected diskette can infect your system.

Protecting Your System

Understand the advantages of a virus-scanning application.

Understand what “disinfecting” files means.

Regardless of how careful you are, you can become infected with a virus. Thebest way to protect yourself is with special software. There are a number ofsoftware programs, known as virus-scanning applications, on the market thatare designed to scan your incoming email and your system for viruses. Whena virus is found, the software deals with it before it can infect your system.

Applying the Disinfectant

Once your scanning software detects a file that’s been infected, you can tryto disinfect the file. That means the software will try to remove the viruswithout harming the file, and sometimes it works. Often, it doesn’t. In thatcase, the file should be quarantined or deleted. A quarantined file is moved toa safe location within your system. Deleting the file is probably the bestcourse of action because a quarantined file can still release its virus.

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Handling VirusesAs we mentioned, viruses are dangerous and the best protection is specialscanning software. In the next section, we walk you through the process ofusing software to scan for infected files.

Scanning for Viruses

Use a virus-scanning application to scan specific drives, folders, and files.

Most virus-scanning software is enabled all the time. That way, it can checkfor infected files every time you download email.

On a regular basis, you’ll also want to check your system, just to make sureit’s clean. An undetected virus could be causing problems you don’t yet knowabout. At the very least, it is a ticking time bomb. Run scans often by launch-ing your virus-scanning software and choosing the appropriate scan options.Figure 3.37 shows the scanning options provided by Norton AntiVirus.(Remember, your software might present options differently, but most soft-ware will offer the same type of protection.)

Figure 3.37 Scan your system’s files for viruses.

Choose the area you want to scan

Click Scan

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The Importance of Regular Updates

Understand why virus-scanning software needs to be updated regularly.

Change the default printer from an installed printer list.

Malicious developers are releasing new viruses that attack vulnerable systemsevery day. To be truly effective, the scanning software must be current. Thatmeans you’ll probably need to download new virus-detecting files on a reg-ular basis. If you receive a lot of email or browse a lot of Web sites, every fewdays isn’t too often.

Print ManagementSo far, our discussions have centered around file management, but saved dataisn’t the end of the story. You’ll frequently need to print data to share it,review it, or simply store a hard copy of it. In this next section, you’ll learn alittle about print management. In this section, you’ll learn the following:

➤ How to install a new printer and set the system’s default printer

➤ How to print, pause, restart, and delete a print task using a print manager

SetupThe critical component in any print management scheme is the printer. Thatprinter can be connected to your local system or via a network.

Changing the Default Printer

Your software applications will send data to the default printer. By default, wemean the printer that the system recognizes as the printer to use unless oth-erwise instructed.

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If you have more than one printer connected, you should set one as thedefault. To do so, open the Control Panel, click the Printers and OtherHardware link, and then click the View Installed Printers or Fax Printers.Right-click the icon that represents the printer you want to be the default,and choose Set as Default icon. Doing so displays a small check next to theicon as a visual indication of that setting, as shown in Figure 3.38.

Figure 3.38 Make a printer the default printer.

Installing a New Printer

Install a new printer on the computer.

Before your software applications can send data to a printer, the system mustrecognize the printer. That means, once you connect the printer to the CPU,you must then install the printer. Generally, you’re just copying special soft-ware files known as print drivers so your system and the new printer cancommunicate. To install a printer, follow these steps:

1. Connect the printer to the CPU as instructed in your documentation.

2. Open the Control Panel and click the Printers and Other Hardwarelink.

3. Under Pick a Task, click the Add Printer link. Doing so launches theAdd Printer Wizard. This wizard will ask you a few questions aboutyour new printer and then integrate the printer with your system. Justanswer each question and click Next to continue. You’ll need to knowthe following:

➤ Know whether the printer is connected directly to the local systemor through a network.

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➤ If the system isn’t a plug-and-play device (one that just works assoon as you plug it in), you might need to copy a print driver. Insome cases, you can download the file. Most of the time, the file isincluded on a CD-ROM that comes with the printer.

➤ You might be asked to identify the printer’s manufacturer and itsexact model name and number.

Print OutputsIt makes sense that if you have a printer and it’s installed, you’ll want to use it!

Printing a Text Document

Print a document from a text-editing application.

To print a file from a text-editing application, first launch the application;we’ll use Notepad for this, so select Start, All Programs, Accessories,Notepad. Now select Open from the File menu to open the document thatyou want to print. Select Print from the File menu to open the Print dialogbox and click the Print button to print your document.

Viewing Print Progress

View a print job’s progress using a desktop print manager.

While you’re waiting, you can check on a print job’s progress by viewing theprint manager. The printer might display this print manager automatically oryou might have to open it yourself by clicking the print manager icon in thetaskbar’s tray. The icon might resemble a printer or a document. Figure 3.39shows a typical print manager window with a print task in progress.

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Figure 3.39 Viewing the progress of a print job.

Manipulating a Print Job

Pause, restart, and delete a print job using a desktop print manager.

From the print manager, you can manipulate the print task in a number ofways. You can pause it and then restart it or completely delete the task beforeit’s finished. After selecting the appropriate print job in the print manager,choose the appropriate option from the Printer (or similar) menu shown inFigure 3.40.

Figure 3.40 Manipulating a print task in the print manager.

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Review Questions‘This ECDL Foundation approved courseware product incorporates learning rein-forcement exercises. These exercises are included to assist the candidate in theirtraining for the ICDL. The exercises included in this courseware product are not ICDLcertification tests and should not be construed in any way as ICDL certification tests.For information about Authorized ICDL Test Centers in different National Territoriesplease refer to the ECDL Foundation website at www.ecdl.com’

The European Computer Driving Licence Foundation Ltd.

Question 1

Which of the following is the safest and most efficient way to react to a nonre-sponding program?

❑ A. Turn off the computer by flipping the CPU’s on/off switch.

❑ B. Unplug the CPU at the electrical source.

❑ C. Press Ctrl+Alt+Del, and choose Restart from the Shut Down menu.

❑ D. Click the Start button on the taskbar and choose Turn Off Computer.

Answer C is correct. This particular keystroke combination will restart yourcomputer and clear the internal error that’s causing the problem. Answers Aand B are incorrect and could result in serious harm to your data and anyopen software applications. Answer D is incorrect because you won’t be ableto access the Start button.

Question 2

Which of the following removable storage media must you prepare by format-ting before you can use them?

❑ A. CD-ROM

❑ B. Floppy diskette

❑ C. Internal hard drive

❑ D. Zip disk

Answers B and D are correct. You must format a floppy or Zip disk beforeyou can store data on them. Answers A and C are wrong. A CD-ROM needsno preparation and you should probably never format your internal harddrive yourself. Hard drives must be formatted initially but after that, youdon’t need to format it again. Occasionally when things go wrong, reformat-ting a hard drive is necessary, but it’s best to leave that task to the experts.

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Question 3

Which of the following are legitimate window operations?

❍ A. Moving it

❍ B. Opening it

❍ C. Resizing it

❍ D. Deleting it

❍ E. Closing it

Answers A, B, C, and E are correct. You can manipulate a window by open-ing, closing, resizing, or moving it. Answer D is incorrect because you can’tactually delete a window although you can close it when you’re done.

Question 4

Which of the following are legitimate elements in a window?

❑ A. Title bar

❑ B. Status bar

❑ C. Toolbar

❑ D. Shortcut icon

❑ E. File

Answers A, B, and C are all correct. Neither a shortcut icon nor a file is awindow element.

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Question 5

Match the following extensions to their corresponding file types:

❍ A. .doc

❍ B. .xls

❍ C. .tmp

❍ D. .bmp

❍ E. .mdb

1. A spreadsheet file

2. A special temporary file created by the system

3. A word processing file

4. A database file

5. An image file

The correct matches are A to 3, B to 1, C to 2, D to 5, and E to 4.

Question 6

Why might you want to create a copy, known as a backup, of your work?

❑ A. In case the computer’s hard drive is corrupted or the system is inca-pacitated by theft, damage, or virus

❑ B. In case the original file is accidentally deleted

❑ C. To protect your system from a virus

❑ D. For reverse-engineering purposes

❑ E. To audit your work for the purposes of quality control

Answers A and B are correct. Backups are created to protect your work incase of equipment or file failure. C is incorrect because creating a backup willnot protect your system from a virus, although having a noninfected backupwould be helpful in the event of attack. Answers D and E have nothing to dowith creating a backup.

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Question 7

Which sequence of events would you use to add a folder to your hard drive?

❍ A. Open the Control Panel window and select Add New Folder.

❍ B. Launch the Windows Explorer, choose New from the File menu, andthen select the location for the new subfolder.

❍ C. Launch the Windows Explorer, locate the file to which you want to addthe new subfolder, and choose New from the File menu.

❍ D. Launch the Windows Explorer, locate the drive and folder to whichyou’re adding the new subfolder, and then choose New from the Filemenu.

Answer D is correct. Answer A is incorrect because no such command existsin the Control Panel window. Answer B is incorrect because you must selectthe folder to which you’re adding the subfolder before executing the Newcommand. Answer C is incorrect because you can’t add a folder or subfolderto a file.

Question 8

Where will you find the Windows Help and Support feature?

❑ A. In the Control Panel window

❑ B. On any menu

❑ C. On the desktop

❑ D. On the Start menu

Answers A and D are correct. Although many menus sport a Help menu, itis application-specific and isn’t connected with the Windows Help feature.Although you could add a shortcut icon to the desktop that launches theHelp and Support, there isn’t one by default.

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Question 9

Which sequence of events would successfully add a shortcut icon to the desk-top?

❍ A. In the Windows Explorer, choose File, Create New Shortcut.

❍ B. Right-click the Explorer window and choose Create New Shortcut.

❍ C. In the Windows Explorer, right-click the file to which you want to cre-ate a shortcut. Then, right-click the new shortcut file in the same fold-er, select Send to, and then choose Desktop (Create Shortcut).

❍ D. In the Windows Explorer, select the file you want to create a shortcutto and then click the Shortcut icon on the toolbar.

Answer C is correct. Answer A is incorrect because you must select the fileyou’re creating the shortcut for first. Answer B is incorrect for the same rea-son. Answer D is incorrect because there is no Shortcut icon on the Explorertoolbar.

Question 10

Why might you compress a folder or file?

❍ A. To save space on the storage medium

❍ B. To improve overall performance

❍ C. To repair the folder or file

❍ D. To reduce the size of the file or folder

Answers A, B, and D are correct. Answer C is incorrect because the com-pression process will not repair any corruption problems the file might have.

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Need to Know More?O’Hara, Shelley. Absolute Beginner’s Guide to Microsoft Windows XP.Indianapolis, Indiana: Que Publishing, 2002.

How Operating Systems Work, http://computer.howstuffworks.com/operating-system.htm

The Peripherals Library, http://computer.howstuffworks.com/channel.htm?ch=computer&sub=sub-peripherals

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