Basic PC Operations and File Management Applications

1. Basic PC Operations and File Management Applications Dr. Lloyd D. Brooks, Professor Management Information Systems The University of Memphis

2. Hardware and Software • Hardware – Parts You Can Touch • Peripheral – Attachments, i.e. Printer • Software – Electronic Instructions • Operating System - i.e. Windows XP • Application Software – i.e. MS Word

3. Basic PC Operations • Input – Keyboard or Mouse • Store – Hard Drive or CD-ROM Drive • Process – CPU for Communications • Output – Printer or Monitor or Disk

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

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

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

7. Monitor Considerations • Resolution – Measured in Pixels • 640 x 480 – Clearly View Larger Images • 800 x 600 • 1024 x 768 • 1280 x 1024 – More Information at Once • Dot Pitch – 0.28 or Less

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

9. Computer Protection • Surge Protector • Power Fluctuations • Jules/Amperes • Uninterruptible Power Supply (UPS) • Loss of Power Protection • Battery Keeps Computer Running

10. Communication Ports • Parallel Port – 25 Pins, Female • Serial Port – 9 or 25 Pins, Male • Monitor Port – Connects Monitor • Keyboard Port – Connects Keyboard • Game Port – Connects a Joystick • Universal Serial Bus (USB) Port • Connects Up to 127 Devices

11. Mouse Actions • Click – Selects an Item on the Screen • Drag and Drop – Moves Item on Screen • Double-Click – Opens Document or Program • Right-Click – Displays a List of Commands • Wheel Mouse – Scroll and Zoom

12. Modem Communications • Handshake – Method of Data Exchange • Online – Connection of Two Modems • Data Compression – Data Closer Together • ISDN – LAN Connections to Internet • Integrated Services Digital Network • Cable – Fast Connection to the Internet

13. Hard Drive Considerations • Stores Programs and Data • Read/Write Heads • File Folders – Like a File Cabinet • Capacity – Such as 120 Gigabytes • SCSI – Fastest and Least Expensive Connection of Hard Drive to Other Devices • Small Computer Systems Interface • Disk Cache – Memory Area for Recent Data

14. Hard Drive Optimization • Repair Facility – Once a Month • Defrag – Once a Month • Archive Seldom Used Files Onto Tape Backup to Open Up Space • Zip Files for Transmission Over Internet

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

16. Typical Word Processing Functions • Create Documents • Edit Documents • Format Documents • Print Documents • Insert and Format Graphics • Create Tables • Mail Merge Applications

17. Typical SpreadsheetFunctions • Manage Finances • Manage, Sort, Organize, and Retrieve Data • Formulas and Functions • Editing Data • Formatting to Enhance Appearance • Charting (Graphing) to Summarize Data

18. Typical Database Functions • Organize Data Into Tables • Store Information • Sort Information • Find Information • Analyze Information • Print Information

19. Application Suite Advantages • Microsoft Office XP Suite (or 2003) • Costs Less Than Buying Each Component • Easy to Use – Commonalities • Integration of Data Between Programs • Sharing Data More Functional • Collaboration of Tasks Easier

20. Utility Software Programs • Norton Utilities – Virus and Firewall • McAfee – Virus and Firewall • Acrobat Reader – View Portable Documents • WinZip – Unzip Compressed Files • Flash Reader – Accessing Internet Sites • Windows Media Player – Plays Internet Audio and Video Files

21. Network Talk • LAN – Connects Computers Within a Small Area, such as a Building • Modem – Required to Transmit and Receive Data on the Network • Hub – Location Where All Cables on a Network Come Together • Cables – Transmission Lines Such as Coaxial, Twisted Pair, or Fiber Optic

22. Network Talk • Server – Central Computer That Stores the Files for all Persons on the Network • Client – A Computer that can Access Files from the Server • Ethernet – Popular Way for Data to Travel • Firewall – Controls Access to the Network • User Name and Password - Security

23. Formatting A Floppy Disk • Place the floppy disk in Drive A • Double-click My Computer to access the My Computer window • Right-click the icon for Drive A and then choose Format from the menu to access the Format dialog box and click Start • Make sure that Drive A is selected. Otherwise, another drive may be formatted resulting in loss of data and/or programs. • Click OK, wait, and click OK when finished. Close.

24. Determining AvailableDisk Space • Double click My Computer to access the My Computer window • Click once on the disk to be checked – such as C: • Click File • Click Properties to access the Properties dialog box • A pie chart will then appear indicating available space on the disk • Click OK after viewing the pie chart

25. Defragmenting Hard Disk • Click Start, All Programs, Accessories • Click System Tools • Click Disk Defragmenter to access the Disk Defragmenter dialog box • Click once on the drive to be defragmented – such as Drive C: • Click the Defragment button to begin process

26. Disk Cleanup Utility • Click Start, All Programs, Accessories • Click System Tools • Click Disk Cleanup to activate the Disk Cleanup utility • Wait while the hard disk is analyzed (this may take a few minutes with Windows XP) • Check the checkboxes for each category of files you wish to delete • Click OK

27. Working with Files in Windows Explorer • Click Start, All Programs, Accessories • Click Windows Explorer • Folders Toolbar appears in the left pane • Contents of selected folder appears in the right pane • Use +and– symbols to expand and collapse folders in the Folders Toolbar • Note: Windows Explorer can also be accessed by holding down the Windows  key and pressing E.

28. Renaming Files • Access the file to be renamed in Windows Explorer • Click once on the file to be renamed • Click File • Click Rename • Key the new name and then press <Enter> key • Note: A shortcut is to right click the desired file name, enter the new name, and press <Enter>.

29. Creating a New Folder • Folders are used to store similar files in a location that is easy to maintain. • Access Windows Explorer • Select the location for the new folder – such as a specific drive or within an existing folder • Click File • Click New • Click Folder • Key the desired name for the new folder and press <Enter> • Note: A shortcut is to right click within an existing folder, click New, Folder, key the folder name, and press <Enter>. A new folder can also be created on the Desktop using this option.

30. Moving Files with Mouse • Access Windows Explorer • Use the mouse to select the files to be moved (hold down CTRL key to select multiple files) • Drag the file (s) to the new location – such as a new drive or to a new folder • Note: When files are moved, they will no longer appear in the original location. To maintain the original files in their original location, copy files instead of moving.

31. Moving Files with Edit • Access Windows Explorer • Use the mouse to select the files to be moved (hold down CTRL key to select multiple files) • Click Edit • Click Move to Folder • Select the new location for the file (s) using the + and – buttons to expand and/or collapse folders • Note: If a new folder is desired, click the Make New Folder button and key the new folder name • Click Move button

32. Copying Files with Mouse • Access Windows Explorer • Use the mouse to select the files to be copied (hold down CTRL key to select multiple files) • Hold down the CTRL (control) key and drag the file(s) to the new location – such as a new drive or a new or existing folder • Note: When files are copied, they will appear in the new and the original location.

33. Copying Files with Edit • Access Windows Explorer • Use the mouse to select the files to be copied (hold down CTRL key to select multiple files) • Click Edit • Click Copy to Folder • Select the new location for the file (s) using the + and – buttons to expand and/or collapse folders • Note: If a new folder is desired, click the Make New Folder button and key the new folder name • Click Copy button

34. Copying a File to A Floppy • Insert a floppy disk into the floppy drive • Use Windows Explorer to locate the file to be copied and click once on the file name • Click File • Click Send To • Click the drive location that contains the floppy disk and will receive the file • Note: A shortcut is to right click the file name and then select Send To

35. Deleting Files • Access the desired file in Windows Explorer and locate the file(s) to be deleted • Click once on the file name(s) to be deleted • Press the <delete> key to access the Confirm File Delete dialog box • Click Yes to confirm the file (s) deletion • The deleted file (s) will be sent to the Recycle Bin if it is activated • Note: This same process can also be used to delete a folder and its contents

36. Recycle Bin Properties • On the Windows Desktop, right click Recycle Bin • Click Properties • Click the Global tab • Verify that “Use one setting for all drives:” option is selected • Verify that “Display delete confirmation dialog” checkbox is checked • Click OK

37. Restoring Deleted Files • Files that have been deleted are normally stored in the Recycle Bin and can be restored. • On the Windows Desktop, double click the Recycle Bin to show files in the folder • Click once on the file to be restored • Click File • Click Restore • Click the Close button to close the Recycle Bin window • Note: Files can also be restored by selecting “Restore this item” under the Recyle Bin Tasks options

38. Emptying the Recycle Bin • On the Windows Desktop, double click the Recycle Bin to show files in the folder • Click File • Click Empty Recycle Bin • Click Yes to confirm that the items are to be deleted permanently • Click the Close button  to close the Recycle Bin window

39. Printing a File • Access Windows Explorer and locate the file to be printed • Click once on the file name • Click File • Click Print • Note: The file can also be printed by right clicking on the file name and selecting Print

40. Finding a Specific File • Click Start • Click Search • Click All files and folders • In the Search Results dialog box, key in all or part of the file name to search for or key in a word or phrase in the file • Under the Look in: option, select the drives or locations to search • Click Search button • The files will then appear that match the search criteria • Double click the desired file to open it • Note: Searches can be based on name, content, date, document type, size, when modified, etc.

41. Creating a Desktop Shortcut • A shortcut permits you to open a file or folder that you use often • Locate the desired file in Windows Explorer • Click once on the file name • Click File • Click Send To • Click Desktop (create shortcut) • The shortcut icon then appears on the Desktop. It appears with an arrow to distinguish it as a user-created shortcut • Note: A shortcut can be renamed by right clicking the shortcut icon and then choosing rename.

42.  Shortcuts •  + E for Windows Explorer •  + R for Start, Run •  + U for Utility Manager which includes voice narrator and on-screen keyboard •  + D or M to minimize a window •  + H for on-screen keyboard •  + L for Start, Log Off •  + V for Office Voice Recognition utility

43. Questions and Comments

44. Speaker Contact • Dr. Lloyd Brooks, Professor • Department of Management Information Systems • The University of Memphis • Memphis, TN 38152 • lbrooks@memphis.edu • (901) 678-4651