Information Technology
Outcome 1: Using an IT System
[INTERMEDIATE 1]
Windows XP Version
Part 1:
Part 2:
Part 3:
Part 4:
Part 5:
About this section
A basic IT system
Starting up and closing down the system
Using folders
SAQ answers
© Learning and Teaching Scotland 2004
This publication may be reproduced in whole or in part for educational purposes by educational
establishments in Scotland provided that no profit accrues at any stage.
Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation
in the United States and/or other countries. All terms mentioned that are known to be
trademarks have been capitalised.
Screenshots reprinted by permission from Microsoft Corporation
ABOUT THIS SECTION
PART 1
Outcome 1: Using an IT System
What is this section about?
This section will help you learn how to use a basic IT system.
What will I learn?
At the end of this section, you will be able to:
 use the hardware of a basic IT system
 start up the system
 use Windows XP to find your way to different software
 open and close a piece of software
 shut down the system.
How long should it take to do this?
You should complete this section in about 5–7 hours.
What else do I need?
You will need access to a computer with Windows XP installed.
You will also need a floppy disk called ‘IT Core Skills – Intermediate 1’
for Part 3. Ask your tutor for this disk when you are ready for it.
How will I be assessed on my work in this section?
You will not be assessed on your work at the end of this section. Your
work in this section will help you to succeed in the rest of this IT Core
Skills unit.
Your work in this section will be assessed later when you carry out
tasks in the other sections. Your tutor will agree with you a time when
you are ready to be assessed. Your tutor will then watch you while you
work and record what you do successfully.
You will only be assessed on the kind of tasks in these notes. You
must be able to do them effectively.
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A BASIC IT SYSTEM
PART 2
An IT system is a tool to help you do your work. It has two main parts
– hardware and software.
Hardware
The hardware is the actual equipment, and usually sits on a desk or
bench. The software is all the programs that you use. These are
usually stored on a hard disk or CD, and loaded into the computer’s
memory when they are needed.
Let’s look in more detail at the hardware you will use.
Monitor
– to show you your work.
Processor
– the engine of the computer
Printer
– to print your work
Mouse
– to let you select from menus
– to move the pointer on the
monitor
Keyboard
– to let you enter text
The processor on your system may not be in a box
under the monitor.
It may be in a tower like this beneath the computer.
Now let’s think about software.
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A BASIC IT SYSTEM
Types of software
Software is the name given to different kinds of programs. A program
is just a list of instructions which tell the computer how to do a task.
There are two main kinds of software:
1.
The operating system:
This is a set of programs which make the computer work.
Microsoft Windows is an operating system.
2.
Application software:
These are large programs which help you do tasks such as:







writing letters
making lists
drawing charts
creating pictures
writing emails
browse the web
play games.
These programs are written and sold by software companies.
Microsoft Word, AppleWorks and The Sims are examples of
application programs.
Software only works when it is loaded into your computer’s memory.
When
 on
or
 on
or
 on
software is not in use, it is stored
a hard disk
a CD ROM
a floppy disk.
The storage device which holds the most information is the hard disk.
This is kept inside the computer beside the processor. It is used for
storing the operating system and large application software.
An interactive quiz on hardware and software
is available online.
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A BASIC IT SYSTEM
Whether your processor is in a box or a tower, there will probably be
two slots on the outside:
a long one for taking a CD ROM like this
a short one for taking a floppy disk like this.
CD ROMs are often used for storing software such as games and
encyclopaedias. Some are even stored on DVDs which can be used in
the most recent IT systems.
Floppy disks store small amounts of information. They can be used to
store your personal work and to transfer it to another computer,
perhaps at home.
Now try the following questions to check your understanding so far.
You can find the answers in the preceding pages if you have difficulty.
Check your answers with those given at the end of this section when
you are finished.
An interactive version of the questions on the following
page is available online.
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A BASIC IT SYSTEM
Questions 1
1.
Name the two main parts of an IT system.
2.
Write the names of the four pieces of hardware labelled in the diagram.
3.
Fill in each space in the sentences below using one of the following
words:
monitor
printer
tower
keyboard
The hardware of a basic IT system consists of a processor, monitor,
mouse,
and
box under the
4.
or in a
.
Draw lines to connect the following pieces of hardware to what they do.
The first one is done for you.
Mouse
lets you print out your work.
Monitor
shows you your work.
Processor
lets you enter text.
Printer
lets you select from menus and move the pointer.
Keyboard
5.
. The processor is stored in a
is the engine driving the computer.
Write down four tasks that you might do with different application
software.
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A BASIC IT SYSTEM
What basic IT skills do you already have?
I already know how to…
1.
Start up a computer
Yes
No
go to page 7
2.
Use a mouse
Yes
No
go to page 10
3.
Use the start menu to start
a program
Yes
No
go to page 11
4.
Use a paint program
Yes
No
go to page 13
5.
Start programs by doubleclicking in My Computer
Yes
No
go to page 14
6.
Close down a computer
Yes
No
go to page 15
7.
Create a folder
Yes
No
go to page 17
8.
Scroll up and down a window
Yes
No
go to page 19
9.
Copy files from a floppy to
a folder in My Documents
Yes
No
go to page 20
10.
Rename files and folders
Yes
No
go to page 21
11.
Open a data file
Yes
No
go to page 22
12.
Delete a file or folder
Yes
No
go to page 23
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STARTING UP AND CLOSING DOWN THE SYSTEM
PART 3
Checking that the system is working
The IT system that you will use in this part will have been set up for
you. All the hardware will have been correctly connected by cables
and each device switched on. This lets electronic communication pass
between the different parts of the system.
Is the system ready for you to begin? The monitor screen should look
something like this:
Screenshot reprinted by permission from Microsoft Corporation
If it does not, there are some checks on the next page for you to try.
There is an online animation available entitled ‘Starting
the system’.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Troubleshooting
Is there an animation
repeating on the
monitor?
The animation is what is called a screen
saver.
Move the mouse and wait to see if the
computer responds.
Is the screen blank but
the power light on the
front of the monitor is
on?
The system has ‘gone to sleep’ to save
power.
Is the screen blank and
the power light at the
front of the monitor off?
The monitor may be switched off.
Still not working?
Find the system’s power button, either
on the processor box or the tower.
Make sure that it is switched on.
It will take a while to start up.
Move the mouse and wait to see if the
computer responds.
Switch on the monitor’s power button
and wait to see if the computer
responds.
If the screen still does not look like it should, then you need to seek
help.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Understanding the desktop
What you see on the screen is called the desktop.
Icons
Task bar
Screenshot reprinted by permission from Microsoft Corporation
There is an online animation available entitled
‘Understanding the desktop’.
Just as in real life, not all desktops look the same. It depends on who
set them up. However, the two main parts are always there in some
form. Let’s look at these parts.
Icons are just little pictures. They are shortcuts to software, to your
files, or they may be commands. For example:
My Computer
helps you to move to different parts of your
system.
My Documents
lets you find files you have stored on your system.
Recycle Bin
this is a rubbish bin. You will use it to delete files
you no longer want.
The task bar usually lies along the bottom of the screen. It shows any
programs or files that are currently in the computer’s memory. The
icons on the right side of the task bar represent programs run by the
operating system, such as the clock.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Using the mouse
Only try this if you have never used a mouse before.
 Place the mouse in the middle of the mouse mat. Put your hand
over the mouse with your finger on the left button. Rest your arm
on the table and try to keep this arm still. You should use only your
wrist and hand to move the mouse.
 Gently move the mouse on the mat.
 Watch the pointer on the screen and see how moving the mouse
controls this pointer. Take time to learn to control the pointer.
There is an online animation available
entitled ‘Using the mouse’.
Selecting from menus
Move the pointer slowly over the task bar. Windows with information
will appear over the icons. What information appears when the pointer
is over the clock?
 Move the pointer to the Start button on the left of the task bar.
 Click once on the left mouse button. A menu of options will appear.
 Move the mouse slowly up the mat. A highlight bar will light up
each option as you move the mouse.
 Move the pointer outside the menu and click the mouse button.
This makes the window disappear.
 Try using the Start button again in the same way.
There is an online animation available
entitled ‘Selecting from menus’.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Starting a program
Move the pointer to the Start button and click the mouse button.
Move to the option All Programs and click. Another menu will appear
on the right.
Move to Accessories near the top of that menu and pause.
When another menu opens on the right, move to the Calculator and
click the mouse button.
Screenshot reprinted by permission from Microsoft Corporation
There is an online animation available
entitled ‘Starting a program’.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Closing a program
You have now loaded into the computer an application program which
runs like a calculator. Check out your mouse skills by moving the
pointer and clicking on numbers.
Close Button
Screenshot reprinted by permission from Microsoft Corporation
When you are finished, click the Close button, marked with an X, at the
top right corner of the calculator.
You now know how to find and launch an application.
Every window has a Close button in exactly the same place. You
should close all windows on the desktop before leaving a computer.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Using a Paint program
This time do Start  Programs  Accessories  Paint
This will take you into a program that lets you paint pictures. It is a
fairly easy program. The painting tools buttons are on the left of the
screen and the colours are at the bottom.
Click the tool button with a picture of a paintbrush.
Click on a colour.
Now click on the centre screen and hold down the mouse button while
you slide the mouse around.
Try out some of the other tools.
When asked if you want to save your document, click on no.
When you are finished, remember to close the window.
You have learned to start up programs by using the Start button and
selecting from menus. Now you are going to learn a different way of
starting up programs.
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STARTING UP AND CLOSING DOWN THE SYSTEM
Starting a program by double clicking
Let’s practise double clicking first. Double clicking is not two separate
clicks. It needs two clicks close together.
 Move the pointer over the My Computer icon.
 Now double click. If you have done it correctly, you should see a
window like this.
Screenshot reprinted by permission from Microsoft Corporation









Use the close box at the top right corner to close this window.
Try opening it again until you can double click easily every ti me.
Open the My Computer window.
Move the pointer over the icon Hard Drive and double click.
Another window opens.
Find the Program Files icon. It will be an icon of a folder
like this.
Point to this icon and double click. Another window
opens.
Find and double click Accessories.
Finally, on the last window, move to the MSPaint icon and double
click. You should be back to where you were in Activity 3.
Close all windows.
You might want to do all that again until you are confident that you can
start programs by double clicking.
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STARTING UP AND CLOSING DOWN THE SYSTEM
There is an online animation available entitled
‘Starting a program by double clicking’
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STARTING UP AND CLOSING DOWN THE SYSTEM
Closing down the system
There is a correct way to close down the system. Never simply switch
a computer off, as you may damage it.
 First close any windows which are open on the desktop.
 Move the pointer to the Start button on the task bar and click.
 Select Turn Off Computer and you will see a window like this:
Screenshot reprinted by permission from Microsoft Corporati on
 Click on the button above Turn Off.
 Switch off the system’s power button when the screen tells you it is
safe to do so.
There is an online animation available entitled
‘Closing down the system’
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STARTING UP AND CLOSING DOWN THE SYSTEM
Activity
Make sure that you can point to all these items on the screen.
Icons
task bar
clock
Start button
pointer
Questions 2
1. If you double click on the My Computer icon, what information will
you see?
2. Where is the Close button found on any window?
3. What button do you click to find Shut down
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USING FOLDERS
PART 3
Just think how messy an actual desk would be covered with papers
with all the information stored in your system. It would be impossible
to find anything on the desk. That is why offices have filing cabinets
for storing information in folders. These folders have names so that
they can be put in order and found again easily.
Exactly the same should happen inside a computer. You should keep all your
work inside folders with names so that you can always find it again.
There is an online animation available entitled
‘Using folders’
Creating a folder
You already know what a folder icon looks like. You are going
to create a new folder icon and name it. You will save all your
work to this folder.
Plan the name that you will give your folder. Here are some rules for
this:




You should be able to remember the name easily.
Nobody else should be likely to use the same name.
It should not be too long.
It should not use a slash.
Make a note of the name that you will give your folder.
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USING FOLDERS
Now follow each of these steps carefully. If you have a problem, just
close the My Documents window and go back to the first step again.
 Double click on the My Documents icon. You will see a lot of
folders in this window.
 Go to the menu bar at the top and click on File. A drop-down menu
will appear.
 Move the pointer to highlight New. A menu appears on the right.
 Move the pointer across to highlight Folder.
 Click the mouse button. The menus have disappeared and a new
folder flashes at the bottom of the My Documents window.
 Use the keyboard to give the new folder the name you chose.
 Close the My Documents window.
You now have a folder for your work on the computer’s hard disk.
File
Menu Bar
Screenshot reprinted by permission from Microsoft Corporation
There is an online animation available entitled
‘Creating a folder’’
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USING FOLDERS
Finding a folder
How do you find your new folder?
Open the My Documents window. Folders are stored in alphabetical
order.
Look down the list of folders until you come across your own.
If necessary, use the scroll bar on the right of the window to see more
folders.
To scroll up or down a
screen
1. Click on the scroll bar
and hold down the
mouse button.
2. Now move the mouse
gently the way you
want the screen to go.
3. Release the mouse
button when you are
at the correct place.
Scroll Bar
(It may be smaller than this)
This way of using the
mouse is called ‘clicking
and dragging’.
There is an online animation available entitled
‘Finding a folder’’
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USING FOLDERS
Copying files to your folder
A file is electronic information saved on a storage device such as a
hard disk or a CD ROM. A file may be a program or simply
information. You will usually save information files to your folder.
You need the floppy disk ‘IT Core Skills – Intermediate 1’ for this work.
You are going to copy a file from this floppy disk into your folder on the
hard disk.
Here is how to make sure that you insert the floppy disk correctly into
the computer.
 Hold the floppy disk with your thumb on the label and the metal part
to the front.
 Now insert the disk into the floppy drive of your computer.
First stage: copying the file to the computer’s memory




Double click on My Computer.
Double click on 3½ Floppy (A:).
Find a file called Clown inside the window.
Click once on Clown to highlight it.
Screenshot reprinted by permission from Microsoft Corporation
 Move the pointer to the menu and click on Edit.
 Click on Copy.
This copies Clown into the computer’s memory.
 Close the 3½ Floppy (A:) window.
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USING FOLDERS
Second stage: Pasting the copy into your own folder
 Double click on My Documents.
 Find and double click on your own folder. When it opens, it will be
blank as you have no files in it yet.
 Move the pointer to the menu bar on this window and click on Edit.
 Click on Paste.
 A copy of Clown should appear in your folder.
This is only one of a number of ways of copying files.
There is an online animation available entitled
‘Copying files to your folder’’
Copying more files
Copy all the files from the floppy disk into your own folder.
You will use these files later.
You now have two copies of Clown – one in your own folder and one
on the floppy disk.
It is a good practice to give a copy of a file a slightly different name.
For example, you could call the file in your folder Clown2.
Renaming files and folders
 Open your folder.
 Place the pointer on top of the name of the Clown file – not on the icon.
 Click once and then click again. Do not double click. The name of
the file is highlighted.
 Use the keyboard to enter Clown2.
You can rename folders in exactly the same way.
There is an online animation available entitled
‘Renaming files and folders’.
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USING FOLDERS
Opening data files
 Open My Documents.
 Open your own folder.
 Double click on Clown2 to open that file. The computer will launch
the program that made this file, then open the file.
 Close the file by using the Close box.
You can now find and open a data file.
There is an online animation available entitled
‘Opening data files’
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USING FOLDERS
Deleting files and folders
You won’t need the file Clown2 again so you can use it to learn how to
delete files.
Open your folder. You are going to delete the file Clown2 by clicking
and dragging it to the Recycle Bin like this:
 Place the pointer on the Clown2 icon.
 Click and hold down the left mouse button.
 Drag the mouse so that a shadow of the icon crosses the left border
of the window.
 Drag the shadow over until it covers the icon for the Recycle Bin
on the left of the desktop.
 Release the button. A window will appear to ask if you are sure
that you want to send this file to the Recycle Bin.
 Click on Yes.
You can delete folders in the same way.
You can probably guess by now that there is another way to delete
files and folders but you only need to know one.
There is an online animation available entitled
‘Deleting files and folders’.
Activity
Check that you now know how to do the tasks below. Think through
the steps for each task. Look back through this section to find any that
you cannot remember.





Create a folder
Find a folder
Copy files to a folder
Rename files or folders
Delete files or folders.
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SAQ ANSWERS
PART 4
Answers 1
1.
The two main parts of an IT system are hardware and software.
2.
Monitor
Processor
Mouse
Keyboard
3.
The hardware of a basic system consists of a processor, monitor,
mouse, keyboard and printer. The processor is stored in a box
under the monitor or in a tower.
Mouse
lets you print out your work.
Monitor
shows you your work.
Processor
lets you enter text.
Printer
lets you select from menus and change
places in your work.
Keyboard
is the engine driving the computer.
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SAQ ANSWERS
There are many tasks that can be done with application software. For
example:
writing letters
creating pictures
making lists
writing emails
drawing charts
Answers 2
1.
The My Computer window shows the devices attached to the
computer.
2.
The Close button is found at the top right corner of all windows.
3.
Shut down is found by clicking on the Start button.
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