Professional Documents
Culture Documents
MODULE TITLE:
Operating a Personal Computer
General Objective
After going through this lesson you would be able to:
• familiarize yourself with characteristics of computers
• identify the basic components of a computer
• explain the importance of various units of a computer
• differentiate between system software and application software
• explain the importance of operating system
MODULE CONTENTS:
LO1. Start computer, system information and features
1.1. Adjusting workspace, furniture and equipment to suit use ergonomic
requirements
1.2. Ensuring work organization and Occupational Health and Safety (OHS)
Requirements
1.3. Starting or logging on computer
1.4. Identification of basic functions and features
1.5. Customization of desktop configuration
1.6. Using help functions
LO2. Navigate and manipulate desktop environment
2.1. Opening, closing and accessing features by selecting correct desktop
icons
2.2. Opening, resizing and closing desktop windows
2.3. Creating shortcuts from the desktop
LO3. Organize files using basic directory and folder structures
3.1. Creating folders/subfolders with suitable names
3.2. Saving files in appropriate folders
3.3. Renaming and moving folders/subfolders and files
3.4. Identification of folder/subfolder and file attributes
3.5. Moving folders/subfolders and files by using cut, paste, drag and drop
techniques
3.6. Saving folders/subfolders and files to appropriate media
3.7. Searching folders/subfolders and files
3.8. Restoring deleted folder/subfolders and files
LO4. Print information
4.1. Printing information
4.2. Viewing and deleting progress of print jobs
4.3. Changing default printer
LO5. Shut down computer
5.1. Closing all open applications
5.2. Shutting-down computer
1. INTRODUCTION
1.1 Overview
This learner guide is intended as a minimum resource for learners undertaking the Unit - Operate a
personal computer. This unit is designed to help you to operate a personal computer as a tool for
work or for other studies. The guide includes a list of tutorials, practical exercises, references and
assessments based around a scenario. It is intended that the guide be used under the guidance of a
teacher/facilitator and in conjunction with other resources.
It is envisaged that facilitator will incorporate the resources in the learner guide into the delivery
sessions. It is not intended as a self-paced learning guide. Teacher/learner interaction is
recommended. Learners should be able to take the learner guide home to review notes and
activities between lessons. The unit can be delivered in a holistic manner with Unit ICAU1129A -
Operate a word processing application providing the facilitator gives adequate guidance to
learners.
To help you record your work, checklist has been provided in Section 2. As you progress through
the learner guide, record the work you have completed on the checklist.
1.2 Unit Purpose
Completion of this unit will enable you to operate a personal computer by starting the PC, logging
in, using and understanding desktop icons and their links, navigating a directory structure, saving
work and closing down the PC.
This unit provides a learning pathway towards achievement of the International Computer Drivers
License (ICDL) Module 1: Basic Concepts of Information Technology and Unit 2: Using the
Computer and Managing Files.
In this unit you will undertake learning to help you become competent in the following:
2 CHECKLIST
Use this checklist to record your work. Write the date you completed the work in column 6 for
reading, tutorial or practical and column 5 for assessment items.
In column 7 write down the number that indicates how confident you are with the activity.
1 = Not confident (need to repeat activity or ask for assistance)
2 = Confident (Good)
3 = Very confident (Well done)
1 2 3 4 5 6 7
Assessment
Confidence
Completed
completed
Practical
Reading
Tutorial
Item
Date
Rating
Level
of
Read Introduction 1.0
All items on Checklist completed 2.0
Read Scenario 3.0
4.1 4.2 a
4.2 b
4.2 c
4.2 d
Element 1 - Start the computer 4.3 a
4.3 b
4.3 c
4.3 d
5.1
5.2 a
Element 2 – Access basic system 5.2 b
information 5.3 a
5.3 b
6.1
6.2 a
Element 3 – Navigate and manipulate 6.2 b
desktop environment 6.2 c
6.3 a
6.3 b
6.3 c
7.1
7.2 a
7.2 b
7.2 c
7.2.d
Element 4 – Organize basic directory/ 7.3 e
folder structure and files 7.3 a
7.3 b
7.3 c
7.3.d
7.3 e
Assessment
Confidence
Completed
completed
Practical
Reading
Tutorial
Item
Date
Rating
Level
of
5.1
5.2 a
5.2 b
5.2 c
5.2 d
Element 5 – Organise files for user 5.2 e
and/or organisation requirements 5.2 f
5.3 a
5.3 b
5.3 c
5.3 d
5.3 e
5.3 f
6.1
6.2 a
6.2 b
Element 6 – Print Information 6.2 c
6.3 a
6.3 b
6.3 c
7.1
7.2 a
Element 7 – Correctly shut down 7.2 b
computer 7.3 a
7.3 b
Assessment – Theory
Assessment – Practical
3. SCENARIO
The practicals and assessments in this learner guide are all based on the following scenario.
You are working for Dig mode Music Studio. In your job you pack orders and label them to
send to customers. Your employer has decided to give you with access to a personal computer to
help with some of your daily tasks.
Your employer knows you need some help getting started with using a computer, so she has
organized some training sessions in the workplace for you.
Firstly, you will need to know how to start the computer and what the parts of the computer are.
Go to section 4 – Element 1 to find out more.
LO1 – START THE COMPUTER
4.1 Performance Criteria
After completion of this Unit you should be able to do the following:
Check peripheral device connections for correct position.
Switch on power at both the power point and computer.
4.2 Tutorials
A. Identify the parts of a personal computer
There are many different models of personal computers. They include desktop personal
computers (PC), notebooks, and laptops but they all have the same basics – a keyboard,
mouse/touch pad/trackball, monitor (screen) and systems unit.
The diagram below shows a typical set up of a personal computer (like the one you will use).
Screen
Notebook computer
Next time you are near a shop that sells computers you could have a look at some of the
computers, notebooks, laptops and palm pilots that are available.
B. Input, Output, Process
The computer system needs people, data, hardware, and programs to operate. The process for
getting data in, processing and the information out is known as Input/Process/Output. Think
about this example:
Traffic Lights The input is the number of cars passing across the sensors on the road.
Input
Input is the data that is entered into the computer. It is entered through input devices. Some
examples of input devices are:
▪ Mouse ▪ Joy stick
▪ Keyboard ▪ Touch Pad
▪ Microphone ▪ MP3 player
▪ Modem ▪ Digital Video Player
▪ Scanner ▪ Mobile phone
▪ Digital camera
Your teacher will provide examples of some or all of these devices.
Check your computer to see what input devices you have available.
List them here: __________________________________________
Next time you are near a shop that sells computers you could have a look at some of the other
input devices that are available.
Processing
The computer performs operations and calculations using this data and the software. This
processing is done by the central processing unit (CPU) in the system unit.
Systems Unit in a
Desktop PC
Your teacher will show you the inside of a Systems Unit and its components including the
Central Processing Unit, Memory, etc.
Output
Output is what the computer displays as a result of process (calculations or instructions). Some
examples of output devices are:
▪ Printers ▪ Monitor/Screen
▪ Speakers ▪ Modem
Peripheral devices are items of hardware attached to the main computer that allow you to perform
tasks such as printing, copying, connecting to the internet, and scanning. Some examples are:
Printer (Output device) – Used for printing documents. Some print in black and white, others
color. Some are designed for printing photographs or CD labels straight on to the CD.
Scanner (Input device) – A scanner is a device that lets you take a copy of a document or image.
You might want to copy a photo, a picture from a book, a plan, etc.
Modems (Input and Output device) – A modem is a device that provides communication from
your computer to the Internet.
Keyboard (Input Device) - The main part of the keyboard has all of the letters in the alphabet,
numbers, punctuation marks and symbols. Just to the right of the middle are the cursor control
keys: Insert, Home, Page Up, etc.
The keyboard also has a numeric keypad on the right. There is a set of function keys along the
top. You will learn how to use these later.
Write down the make and model name of the printer you have available.
___________________________________________________________
Software
A computer cannot operate without sets of instructions. These sets of instructions are called
programs or software. The two main types of programs are operating systems and application
programs:
Operating Systems
An operating system is a program that controls the operation of software applications and
hardware. The operating system is like a set of traffic lights. It controls the activities of the
computer in the same way the traffic lights control movement of vehicles and pedestrians.
Examples of operating systems for personal computers include:
Windows XP
Windows 2000
Windows 98
OSX
To find out what operating system your computer uses:
Click on Start Menu
Click on Help and Support
The help window should indicate which operating system and version you are using.
Version of Operating System
Application Programs
Software programs enable users to undertake specific tasks. The following table gives examples
of workplace tasks, the type application software that would be used and examples of commercial
programs.
Tasks Software Examples
Minutes of Meeting
Quiz
What type of software would you use for the following tasks?
Keeping a list of products _____________________
Typing letters _____________________
Sending emails _____________________
Sequence
4.3 Practical’s
The following exercises should be completed after each section in the tutorial. Completing these
tasks will help build your knowledge and skills. These activities will also help you prepare for your
assessment items.
a. Label the parts on the following diagram of a PC
Software Hardware
Keyboard
Word Processor
Operating system
Monitor
Scanner
Presentation Graphics
Mouse
Spreadsheet
Restore
Minimi
Close
se
Task Bar
The Task Bar shows any applications or windows open. If there is more than one document open in
an application it will show the name of the application and the number of files open. It also shows
the time and short cuts for any other items open on the desktop.
You can use the Start button on the task bar at the bottom of the screen to access system information.
Click on START
Click on CONTROL PANEL
The screen capture below shows the options. You can go to any of these options by double clicking
on the icon.
Printers
& Faxes
System
The Control Panel provide enables you to view and change settings to things like:
The Display – screen savers, patterns, appearance, wallpapers.
Date and Time
The System – resources that the system has available such as devices listed in the Hardware tab.
Printers and Faxes – shows printers and faxes and their settings.
There are other options that you could use once you are more confident.
It is possible to customize your desktop. This enables you to select a screen saver. You do this
through the Control Panel through the Display icon.
Click on Start on Task Bar
Click on Control Panel
Double Click on Display.
There are several tabs that provide options for changing Display properties – Themes, Desktop,
Screen Saver, Appearance, Settings.
Click on each of these tabs to see the different options.
Tabs
The shot below shows the dialog box on the Appearance tab. Try changing the color scheme and
font size.
Select Windows XP style from the Windows & Buttons option (Click on the drop arrow to see the
options).
Select a color scheme – try something different (Click on the drop arrow for options). Notice the
colors change so that you can decide whether or not you wish to keep them.
Click on Large for font size (Click on the drop arrow for options).
Click on OK to save the settings OR
Click on Cancel if you don’t want to save the new settings.
To make changes:
1 Click on the Time Zone tab.
2 Select Aus. Eastern Standard Time from the drop down menu.
3 Click on the Date & Time tab
4 Click on the drop down arrow and select the correct month.
5 Use the up and down arrows to select the year.
6 Click on the date in the calendar to select the day.
7 Use the up and down arrows to select the correct time.
8 Click on OK to save the settings.
9 Click on the minimize button to close the window.
Right click on the printer (see screen shot below) to see the drop down menu with additional options.
Note you may have different printer names on your computer.
Check to see what type of printer Dig mode has connected to your computer.
Drop down
menu
On-line help
On-line help is a facility provided with most programs and operating systems that gives access to
assistance with all of the functions and features of the product you are using. If you are using later
versions of the software you can also connect directly to the vendor on-line for further tutorials,
definitions and assistance.
To use on-line help in XP Professional Click on Programs
Move mouse pointer to Help and Support Centre and click.
Key in printers in the Search and click on the green arrow.
Click back on the toolbar.
Select another topic.
To use the on-line help in an application you click on the HELP Menu or the Menu Bar to open the
help options.
To open an application:
Click on Start
Click on Programs
Select Microsoft Office
Help Button on Menu
Click on Microsoft Word
Click on Help on the Menu Bar Bar in Microsoft Word
Notice the choices. Click on some of the choices and look at the help that is available. You may
need to key in a key word to search.
Try this: Click on Microsoft Office Word Help OR Press F1 Key to open Help
Key in Printing in the Search for data entry box
Click on Go
The computer will search the Microsoft Help site and provide a list of possible options.
Click on one of the options.
Click on Programs
Move mouse pointer to Help and Support Centre and click.
Select Customize your Desktop from the Windows basics options on the left.
Your desktop may look different depending on how it has been set up but it should have the Start
Button on the bottom left and the desktop icons/shortcuts in the window.
The Windows Active Desktop contains shortcuts to access documents, programs, the control panel,
network neighborhood, etc. The Windows desktop will load when you start the computer (after you
log in if you are on a network).
You can change the size of the icons and the text related to the icons through the Display Properties
option.
You can access this by Right clicking on the desktop (away from Icons)
Click on PROPERTIES
Click on APPEARANCE tab
Click on the ADVANCED button
Select Icon from the Drop down box (See screen shot below)
Change the color and size – notice the sample changes to show the result of your selection.
Click on OK to save your changes OR Cancel if you do not want to save the changes.
6.3 Practical’s
1 Create a desktop icon for Excel. HINT you will find Excel under Programs in the Start
Menu.
Change the name of this desktop icon to Spreadsheets.
Create a desktop icon for Word.
Change the name of this icon to Dig mode Letters.
Delete these icons.
Recreate the icons for Excel and Word but do not rename them.
2 Practice opening Excel and Word applications from the desktop.
Remember to close any applications when you have finished this exercise.
3 Arrange items on the desktop:
By Size
By Type
By Name
Dig mode Music Studio processes lots of documents each day so it is important that you learn how
to organize the documents and folders you work with. This will also help you locate a document
quickly and easily. Most organizations have guidelines for naming files and folders.
7.2 Tutorials
A. Create and name directories and subdirectories
Storing Data
Data and documents can be kept for future use such as editing. To find documents or data you
will need to store the data in an organized structure in the same way you would file bills, letters
and bank statements at home.
First you need to decide where to store the files. There are several types of storage devices. Your
teacher will provide you with samples of some of these devices. More information can be found
using the Internet references in Section 14 or by visiting your local computer store.
Hard Disk Drive (HDD) - your computer will have a hard disk drive. The hard disk drive is in
the system unit. The hard drive is where the operating system and application programs are kept.
Usually there is also a location – My Documents - on the hard drive for data files. You can also
have a removable hard disk drive which has the advantage of being able to store a large amount
of data and be transported to other computers/locations.
CD-RW Another form of CD that you can read and write to. This means you can record data to
this type of CD. You will need a CD burner to do this.
B. Create and name directories and subdirectories
Directories and subdirectories let you group similar files together. For example:
Directories
Sub-directories of
the CUSTOMERS
directory
In the above screen shot the 3 ½ Floppy (A :) contains three directories: Customers, Staff, and
Warehouse.
The Customers Directory has four subdirectories: CD Basement, Gig Shop, MP3 to go, and
Music Beat.
You can view the directories and sub-directories through My Computer:
Double click on the drive that you have your files located.
Double click on the directory or sub-directory to see files.
You can see different views of the directories and sub-directories.
Click on View Menu
Select the view you require (Thumbnails, Icons, List, Details)
Try each of these to see the different views.
7.3 Practical’s
In this practical you will practice setting up and working with directories/folders and
subdirectories similar to those you would need for your work at Digimode Music Studio.
Dig mode have decided to change the names of some of their departments. Warehouse has now
become Shipping.
Rename the directory Warehouse to Shipping.
Dig mode have just been advised that their customer CD Basement has been sold and the new
business name is Sound Basement.
Rename the subdirectory CD Basement to Sound Basement
Write down the steps you did for this:
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
__________________________________________________________________
Write down the steps required to access the sub-directory Gig Shop from My Computer.
_______________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________
8.2 Tutorials
Digi mode will want you to be able to find files quickly. They may also want you to be able to make
copies of file, delete unnecessary files.
a) Use system browser to search drives for specific files.
Right click on the My Computer Icon
Enter the filename you wish to search for
Enter the location you wish to search
Click on Search
You can do an advanced search to look for files used in the last week or month through the Advanced
search.
Click on More Advanced Options
Select appropriate setting
Click on Search.
b) Access the most commonly used types of files in the directories
You can use place commonly used files in to Favorite. To do this:
At My Computer
Click on the File name
Click on the Favorites
Click on Add
You can access the file from Favorites by Clicking on Favorites and selecting the file.
c) Select, open and rename groups of files as required
Sometimes you may wish to select, open or rename more than one file at a time.
To select more than one file hold down the CTRL key and click on each file.
Right click and select open.
To Rename
Select the files to be renamed
Right click
Click on Rename
Key in the file name
Note Windows will give each file a number after the filename for additional files.
d) Copy, cut and paste files across directories
Copying files means that you can leave one copy in its current location and place a copy in another
location. You can place the files onto another disk. So you make copy a file from the hard disk and
save it on a floppy disk or flash disk.
At My computer
Locate the file you wish to copy
Right Click on the file to copy
Click on Copy
Right click on new location
Click on Paste
B. Restore deleted files as necessary
When you delete files they are stored in the Recycle Bin. You can restore these files if you haven’t
deleted them from the Recycle Bin. You can access the Recycle Bin from the Desktop.
At the Desktop
Click on Recycle
Right click on the file that you wish to restore
The file will be returned to the location it was previously deleted from.
C. Erase and format disks as necessary
A disk is formatted when you want to erase the contents of the disk. You might want to do this
because you no longer need the data that was stored and you want to reuse the disk. You might also
want to format the disk if it has a virus.
Place a floppy disk in the floppy disk driver.
At the Desktop
Click on My Computer
Right click on 3 ½ Floppy (A :)
Click on Properties
Click in the Volume Label data entry box.
Key in Your Name.
Click the checkbox Quick Format
Click on Start.
Click on Close when Format complete.
8.3 Practical’s
You teacher will provide activities that are relevant to the files you have available. They will
enable you to practice the following:
A. Use system browser to search drives for specific files
B. Access the most commonly used types of files in the directories
C. Select, open and rename groups of files as required
D. Copy, cut and paste files across directories
E. Copy files to disk
F. Restore deleted files as necessary
G. Erase and format disks as necessary
H. Format a floppy disk. Key in your name for the label.
Click the manufacturer of the printer that you are adding in the Manufacturers box, click the model of
the printer in the Printers box, and then click next.
NOTE: If the printer that you are adding is not listed, click Have Disk, and then type the path to the driver for
the new printer.
Type the name that you want to assign to the printer in the Printer name box, and then click next.
If you want to share this printer, click Shared, type a share name for this printer in the Share Name box,
and then click Next.
To test your printer is installed properly click on yes to print a test page. Then click next
If a Printer name dialog box is displayed that indicates that the printer test page is completed, click
Yes.
Click finish.
I have sent the four highlighted files to the printer. I did not want to print the second file so I need to
delete it. To delete it I need to:
Click on the Printer icon on the right side of the Task Bar.
Click on Yes to delete the print job. Click on No if you do not want to delete it.
The word Deleting will appear in the status column of the printer dialogue box. The filename will
disappear once it has been deleted.
If you are not quick enough the document may start print before you finish deleting it.
9.3 Practical’s
a) Add a printer if required and ensure correct printer settings
b) Change the default printer if appropriate
c) Print information from an installed printer
Point to the printer icon on the task bar and click on left mouse button.
The print jobs in progress will be listed.
Click on the second print job’s file name and press the DELETE key.
Confirm that you need the print job deleted.
Report for the remaining jobs.
7 Click on OK to confirm.
Your computer may automatically turn the power off but if not you will get a message like
It’s now safe to turn off your computer.
8 Switch off the computer and the power outlet.
10.3 Practical’s
Activity 1
1 At the desktop click on My Documents.
2 Select a Folder.
3 Open two Word files and two PowerPoint files (Your teacher will advise which files to use for
this activity).
4 Close each file.
5 Close each application.
6 Follow the instructions in the Tutorial (10.2) to turn of the computer correctly.
7 Restart the computer (refer 4.3 d if you are unsure how to do this).
8 Repeat steps 1-7 again to reinforce your understanding. You can choose different folders and
files this time if you like.
11. ASSESSMENT
To pass this subject you must be able to:
Start the log on
1 Access basic system information
2 Navigate and manipulate desktop environment
3 Organize basic directory/folder structure and files
4 Organize files for user and/or organization requirements
5 Print information
6 Correctly shut down the computer
Assessment of this unit will involve a theory and practical assessment as set out in the table below.
Assessment Table
Assessment
Assessment Aspects of
Method/Tool Weighting %
Method/Tool Evidence
No
1 Theory 3, 4 30
2 Practical 1,2,3,4,5,6,7 70
Your teacher will provide you with additional assessment advice.
Use the following table to add other computer terms to the glossary.
Term Definition Learner notes
13 REFERENCES
There are many sources of reference available for the topics covered in this unit of competence.
These references include:
Textbooks
Butler & Shallard A journey of discovery through How Computers Work. 2001. Australia: Prentice-
Hall. ISBN 1-7400-9447-6.
Evans, A, Martin, K Technology in Action Introduction. 2nd ed. Prentice-Hall.
& Poatsy, M ISBN 0-1314-8905-4
Price, C & Wix, J Complete Certificate I IT Package. Software Publications.
ISBN 1-8773-4482-6
Price, C & Wix, J Operate a PC Windows XP. ICAITU128A. (Module 1) Software Publications.
ISBN 1-74123-578-6.
Stephens, Ann Operate a Personal Computer. ICAU1128A. Melbourne: Tertiary Press. ISBN 0-
8645-8512-8
Shelley, Cashman Discovering Computers 2003. 2002. USA: Thomson
Vermaat Course Technology. ISBN 0-7895-6514-5
The Tilde Group Be Competent in Operate a Personal Computer Using Windows XP. 2nd Ed. ISBN
0-7346-0419-X.
Internet References
Magazines
APC Magazine APC Publishing P/L
PC User IDG Communications
Online Help
Most programs and operating systems have online help which is usually available through the Help
Menu on the Menu bar.