Information Technology
Outcome 1: Computer Basics
[INTERMEDIATE 2]
About this section
Part 1: Computer basics
Part 2: Files
Part 3: SAQ answers
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Acknowledgements
No extract from any source held under copyright by any individual or organisation has been
included in this learning pack.
All screen images are copyright of the Microsoft Corporation.
ABOUT THIS SECTION
INTRODUCTION
What this section is about
This section is designed to help you to develop the skills needed to use a computer system
effectively in order to process a range of data types.
You will learn:
• how to use various hardware devices to input, process, store and retrieve data
• how to use the computer system correctly
• how to manage your data.
Aims and objectives of this section
The aim of this section is to give you the basic skills to use your computer efficiently.
By the end of this Study Section you will be able to :
• start up a computer
• use a variety of hardware devices
• close down the system
• use Windows 98 to carry out basic functions
• open and run a games program.
Approximate study time for this section
This Study Section should take approximately 5–7 hours to complete.
Other resources required for this section
To complete this Study Section you will need to have access to a computer with Windows
98 installed.
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ABOUT THIS SECTION
Assessment information for this section
How you will be assessed for this section
The assessment for this section is based on how you use an IT system over a period of time.
When and where you will be assessed for this section
Assessment for this section is carried out while you complete the work for the other
sections. At various stages your tutor will observe you carrying out tasks and record your
performance on a checklist. You will be told when this is happening.
What you have to achieve for this section
You must use a computer system responsibly, ensuring that security and your management
of data are efficient and effective. Your use of the operating system must be correct and
effective and you must use at least five hardware devices.
Opportunities for reassessment for this section
Opportunities for reassessment will be provided where necessary.
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COMPUTER BASICS
PART 1
A computer system is made up of hardware and software.
Hardware is the electrical components either inside the PC or attached to the PC. You can
see and touch hardware.
Software are the programs that run on the PC. There are two main types of software:
• The Operating System software, which controls the hardware. Microsoft Windows is
one example of an Operating System.
• Applications Software are the programs you use to do things. One example is Microsoft
Word for word processing.
A computer is a system which accepts inputs, processes data, stores data and returns
output. These jobs are carried out by a number of hardware devices as shown below:
output
storage
input
processor
Input, output and storage devices connected to the computer are sometimes called
peripherals. Let’s look at some of these in more detail.
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COMPUTER BASICS
Input devices
Input is information going into a computer. Typical devices for doing this are the mouse,
keyboard, joystick, graphics tablet, scanner and digital camera.
Keyboard
Used for entering text and shortcut commands to the computer.
Mouse
Used for pointing, clicking and dragging to
enter commands and procedures.
Joystick
Used to play games.
Graphics tablet and pen
Used for entering drawings and handwriting
accurately.
Scanner
Used to input pictures, photographs and text into the computer.
Digital camera
Used to take digital pictures ready to be used
on the computer.
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COMPUTER BASICS
Output devices
Output is information coming out of a computer and going into an output device such as a
monitor or printer.
Monitor
An output device for showing the output from the computer
on a screen.
Printer
Device used to produce paper or ‘hard’ copy
of computer output.
Backing storage
Backing storage devices are used for storing information. These devices are floppy disk
drive, hard disk drive and CD ROM drive.
Floppy drive
A storage device used to read and write data to small portable
floppy disks. The drive which reads and writes them is usually
part of the system unit.
Hard drive
A storage device used to store the operating
system, programs and files on a large capacity
disk inside the computer.
CD ROM drive
A storage device used to read CD ROM disks.
These can be used for installing programs or for
storing and running multimedia programs such as
an encyclopedia.
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COMPUTER BASICS
Here is a self assessment question.
It will test how well you have understood the information you have just read. You will find
this type of question at key points throughout the course material. Follow the instructions
given then check your answer with the one given at the end of the pack. If you get the
questions wrong, read the notes over and try again.
?1
Write down brief answers to these questions.
1.
Why do computers need backing storage devices?
2.
Name two kinds of backing storage.
3.
What is the purpose of an input device?
4.
Name two input devices.
5.
What is the purpose of an output device?
6.
Name two output devices.
Check your answers with the ones given on page 23 at the end of this Study Section.
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COMPUTER BASICS
Switching on your equipment
It is important to take care of your equipment and use it in the correct manner. Before we
begin any work on the computer, let’s look at the correct way to switch on your computer
system.
The general steps involved in powering up a PC are:
• Check that the monitor and system unit are connected
to the mains supply.
• Check the floppy drive is empty and switch on the
system unit.
• Switch on the monitor and check that the indicator light
illuminates. Make any necessary adjustments to the
display, such as altering the contrast or brightness.
• Check that your printer is plugged in to the mains supply
and switch it on.
• Load with ribbon or toner if necessary and make sure there is a supply of paper. Then
run a self test. Make any adjustments necessary.
If you are unsure how to do any of these, you may need to ask for help from someone like a
tutor or teacher or refer to the manufacturer’s instructions if they are available.
Now that you know the correct way to switch on the equipment, remember to do it this
way every time you have to switch on.
You are ready to begin using the computer. Go to your computer, switch it on and follow
the instructions given in the activity overleaf.
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COMPUTER BASICS
A1
Getting started
The first screen you see when you start up your computer is called the desktop. The screen
contains several icons (small pictures). How many of these you see depends on how your
computer is set up. Each icon represents a Windows 98 application.
Along the bottom of your screen there is a grey bar called the Task Bar. This displays
information about the programs that are running, the System Clock and the Quick Launch
toolbar.
Your screen should look similar to the one shown below. It will not look exactly the same
as your computer will have been set up differently.
Icons
Start
Button
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Quick
Launch
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Task
Bar
Syste
Clock
COMPUTER BASICS
Using the mouse
Before you begin to use your computer, you will need to know how to use the mouse.
You have already seen that the mouse is an electronic pointing device. As you move the
mouse around on a flat surface, the pointer on the screen will move too. If you lift the
mouse and set it down in a different place, the pointer will not move. It only moves when the
mouse is moved around on a flat surface.
Clicking the mouse
There are buttons on the top of a mouse. Most have two buttons, a left button and a right
button. You will use the left button more often than the right. When you want to select
something on the screen, move the pointer to it and click the button on the mouse.
➢ Point to the Start Button at the bottom left of the screen and click once. A menu will be
displayed.
➢ Clear the menu without making a selection by clicking once anywhere on the desktop
outside the menu.
Double clicking
To select some items you will need to double click by pressing the left mouse button twice
in rapid succession. This action has to be quite fast as two slow clicks will not select an
item where double clicking is required. Double clicking can be quite difficult to master
when you are new to mouse control, but you will get used to it with a bit of practice.
➢ Locate the My Computer icon on your desktop and double click.
➢ The My Computer window will be displayed if you have done it correctly.
➢ Close the window again by clicking once on the close box in the
top right-hand corner of the screen.
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COMPUTER BASICS
Dragging
Sometimes you will need to move an item from one part of the screen to another. In this
case you will need to use a technique called dragging. To do this, click on the item and hold
down the mouse button, and then drag the mouse across the desk. When the item is in the
required location, lift your finger from the button.
➢ Point again to the My Computer icon, click once and hold down the mouse button.
➢ Drag the My Computer icon to the middle of the screen.
➢ Note: as you drag it, the icon remains in its original position and a ghost icon follows the
pointer. When you release the mouse button the icon will move to its new location.
➢ Click on the icon again and drag it back to its original location.
Closing down procedures
Just as there is a correct way of starting up, there is also a correct way of closing down.
➢ Click on the Start Button and choose Shut Down.
The Shut Down dialog box will be displayed, as shown below.
You will see that there are little circles beside each of the choices. These are known as
radio buttons. A black dot in the circle beside ‘Shut down the computer’ shows that this
option has been selected.
➢ Check that you have selected this option and click on Yes to close the system down.
➢ Follow any extra messages displayed on the screen.
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COMPUTER BASICS
A2
Revision
To try out a tutorial on using the mouse:
➢ Point to the Start Button.
➢ Click on Programs, then Accessories then System Tools.
➢ Click on Welcome to Windows.
You will see the following screen:
This tutorial has sections covering most of what you have done so far. Work through as
many of the sections as you like until you are comfortable with the material covered so far.
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FILES
PART 2
Files
File names
Programs and data are held on storage devices, such as hard and
floppy disks, until needed. Each file is given a name to identify it and
this name is used by the computer to find and load the file when
required. There are rules about what names are given to files so that
the software you are using can find the files when they are needed.
For example, the operating system you use will have rules that limit
the number of characters you can have in a file name.
So that you can identify what your files contain, use sensible names that describe what the
file holds.
Saving and locating files
A floppy disk can contain hundreds of files and a hard disk can contain many thousands.
This can make finding a file very difficult. To overcome this, files need to be stored in a
logical way so that they are easy to retrieve when needed.
Files are organised on a disk using a system derived from a manual filing system. Files are
held in different compartments called directories, or more commonly, folders. Each folder
can contain a combination of files and other folders (sub-folders).
The resulting structure is known as a tree. At the top of the tree is the root folder, with
branches (sub-folders) spreading from it.
You store your files in these folders and sub-folders. They are not provided for you. You
have to construct the structure. Some points to note:
•
•
•
•
the number of folders and their structure must suit the nature of the data being stored
each folder should be named to label its contents clearly
only relevant files should be stored in a folder
regular housekeeping is needed to ensure that the structure is kept up-to-date.
To get to any file, a path is taken from the root folder through other subsequent folders and
sub-folders until the file is reached. In this kind of structure, each file can be fully described
in terms of its name and where it is stored. This helps you and the computer to find it.
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FILES
root directory
DOS directory
help.com
sys.com
command.com
apps directory
clients directory
address.dbf
autoexec.bat
letters
invoices
directory directory
The above diagram shows an example of a disk filing system. Note the folders and subfolders and the files they contain.
?2
A small firm is starting to use computers for the first time and they want to get their files
organised right from the beginning. They will be storing word-processed memos, reports
and correspondence, spreadsheets, and staff and customer databases. In addition, they
want each of their five staff to have somewhere to store their personal information. There
will also need to be somewhere to store publicity material and mailshots.
Design a suitable directory structure for them and draw it on a tree diagram like the one
shown above.
Check your answer with the one given on page 23 at the end of this Study Section.
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FILES
A3
Using Windows Explorer to manage files
Windows Explorer is a utility program which lets you manage the files contained within
directories on a disk. You can use this program to copy, move, name and rename and delete
files. Let’s start this program now.
➢ To access Explorer, click on the Start Button and choose Programs. On the program
menu you will see Windows Explorer listed as shown below.
Click on
Start Button
Choose
Programs
Click on
Windows
Explorer
When you click on Windows Explorer you will see a screen similar to that shown below.
Look at the details carefully.
This side of
the screen
shows all
drives
Yellow folders
hold related
files
Contents of
selected drive
listed here
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FILES
Switching to the A drive
If you need to see the contents of a drive you can view this by pointing to it in the list on the
left. For example, if you want to see the contents of a floppy disk, put it in the drive and
point to 3½ Floppy (A). You will then be able to see the files and folders on the A drive on
the right-hand side of the screen.
On the screen shown below you can see that on this floppy there are six files. The first is a
template file, the next four are graphics and the last is a document file.
➢ Put your floppy disk in the drive and list the contents, following the instructions below.
Point to the drive
letter on the left
side of the
screen.
Contents of
selected drive will
show on the right
panel of the screen.
Files are displayed
with an icon that
indicates file type
➢ List the contents of the C drive (this is your hard disk) in the same way.
Copying files
It is possible to make a copy of a file onto the same drive or disk, or to copy a file to another
drive.
You are going to make a copy of the file called Agenda on your floppy disk.
➢ Make sure you have clicked
onto the A drive (note that
the contents of your disk will
not be exactly the same as in
the picture).
➢ Highlight the file called
Agenda.
➢ Point to the Edit Menu and
choose Copy. This puts a
copy of the file onto an area
in the computer’s memory
called the clipboard.
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FILES
Pasting files
Before the copy appears you have to carry out a second step called ‘pasting’.
➢ Double click on the Copies folder to open it.
➢ Click on the Edit menu, then on Paste.
Now you should try the whole process yourself.
➢ Make a copy of the file called Beltane.
Renaming files
Copying files to a different drive is carried out in exactly the same way. Copying files to
make back-ups is good practice as it protects your data in case of accidents. In this case it
would be better to give the copy a different name.
Let’s make a copy of a file and rename the copy.
➢ Highlight the file called Agenda.
➢ Make a copy of this file on the clipboard using Edit, Copy.
➢ Choose Paste from the Edit menu to paste the file. It will appear in the listing as Copy of
Agenda.
➢ Choose Rename from the file menu. The original file name is highlighted. Simply type
the name you wish to give the file now. In this case rename the file Letter1.
Now you should try this process for yourself.
➢ Copy the file called Beltane and rename it as Beltane2.
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FILES
Deleting files
You can delete files when you no longer need them. Let’s try this out.
➢ Highlight the file called Agenda.
➢ Press the delete key on your keyboard.
➢ The following dialog box will be displayed. Confirm the file name is the one you wish to
delete, in this case Agenda, then click on the Yes button in the dialog box.
The Agenda file will be deleted and if you check the file list you will see the name has been
removed.
Now try this:
➢ Delete the files called Agenda and Letter.
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FILES
Keeping your files safe
In most computer systems, it is the data held in files that is the most valuable asset. The
hardware and software elements can be replaced when they break down, but the data may
represent years of work and may never be able to be replaced. It therefore makes sense to
take care of it.
Save frequently
While you are working with data files, save your work frequently. This is one way to avoid
losing data if your computer loses power for any reason (such as a power cut or someone
switching your machine off by accident). If you are working on a network machine any faults
in the network could cause your work to be lost, so saving frequently, every ten minutes for
example, could save you the bother of redoing work.
Viruses
Computer viruses are usually the result of deliberate attempts to cause damage to computer
files, either by deleting information or corrupting it so that it becomes useless. Many of
these programs are designed to attach themselves to other files. When the user runs these
programs the virus is activated. Other types are activated by a particular event, such as a
date like Friday 13th.
Virus-checking software should be installed on every computer to automatically check for
infected files. Manual checkers can be used for floppy disks. The software needs to be
regularly reviewed and updated as new viruses are discovered.
Remember, data is valuable and needs to be protected. Use virus checking software every
time you start up your computer and always scan floppy disks before use.
Passwords
Passwords can be used to limit access to data files.
Some applications allow you to use a password to protect access to your data. A password
shouldn’t be something too obvious (like your birthday) as other people may guess it, but it
must also be something you will be able to remember easily. Passwords are only secure if
they are kept secret; they shouldn’t be written down so that anyone can read them.
Back-ups
Files can be lost or damaged. The computer system might not work or the hard disk might
break down or there might be a fire or flood. Your data files need to be protected against
these disasters as well.
Copies of files can be stored on removable media, such as floppy disks, which can be stored
somewhere safe away from the computer system.
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SAQ ANSWERS
PART 3
SAQ answers
? 1: Answers
1.
The computer’s memory is limited and backing storage provides a way to store
unlimited information.
2.
Backing storage devices include floppy disk and CD ROM.
3.
An input device is used to feed information into the computer.
4.
Input devices include mouse, keyboard, scanner, digital camera.
5.
An output device returns information to the user.
6.
Output devices include the monitor screen and printers.
? 2: Answers
One possible answer is shown below. Yours may not be exactly the same, but as long as you
have somewhere for each of the items to be stored you will be correct.
root directory
word processing spreadsheets
memos
reports
databases
correspondence
staff
publicity
materials
customers
personal
mailshots
1 2 3 4 5
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