Debre Birhan Health

Science College
Department of
Medical Laboratory

Use information technology

devices and computer
applications in the workplace

Compiled by Yared B.
Learner Guide For
Medical Laboratory Technique
Level Iv
 Use info technology devices and computer applications in the workplace

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 Use infotechnology devices and computer applications in the workplace

Contents

Section 1 ............................................................................................ 7
Identifying computer equipment and systems ........................ 7
Section outline........................................................................ 8
How do I identify computer equipment and systems in my
workplace? ............................................................................. 9
What common computer systems and software are in general
use? ..................................................................................... 13
How are faults identified? ..................................................... 15
Where would I find information to correct computer faults?. 17

Section 2 .......................................................................................... 19
Setting up and shutting down computer equipment.............. 19
Section outline...................................................................... 20
What should I consider when setting up my computer
workstation? ......................................................................... 21
How do I starting up my computer? ...................................... 24
Why should I check for viruses on my computer? ................ 26
When do I need to use operating manuals and help screens?28
How do I access software applications and data? ................ 30
Why do I need to save my files? .......................................... 34
Why do I need to log off and shut down my computer? ........ 36

Section 3 .......................................................................................... 39
Entering and storing data ..................................................... 39
Section outline...................................................................... 40
How do I enter data accurately? ........................................... 41
How do I create and save files on my computer? ................. 46
How do I store information on my computer? ....................... 50

Section 4 .......................................................................................... 53
Retrieving and presenting files ............................................. 53
Section outline...................................................................... 54
How do I access files on my computer? ............................... 55
How are files transferred from drive to drive? ....................... 57

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 Use info technology devices and computer applications in the workplace
Why is it important to preview my files before printing them?60
When should I use computerised projection equipment? ..... 63

Section 5 .......................................................................................... 65
Implementing workplace procedures for the management and
security of data ..................................................................... 65
Section outline...................................................................... 66
How do I implement workplace procedures for the management
and security of my data? ...................................................... 67

Additional resources ....................................................................... 69

Feedback on activities .................................................................... 71

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What this Learner’s Guide is about

This Learner’s Guide is about the skills and knowledge required to use
infotechnology devices and computer applications in the workplace.
This includes identifying computer equipment and systems, setting up
and shutting down equipment for use, and entering, retrieving and
presenting data in accordance with work requirements.

It has a number of elements of competency that are covered in

this guide. These are:
• Identifying computer equipment, systems and
applications.
• Setting up and shutting down applications and computer
equipment.
• Entering and storing data.
• Retrieving and presenting data.
• Implementing workplace procedures for management and
security of data.

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Plan your learning

It is important to plan your learning before you start because you may
already have some of the knowledge and skills that are covered in this
Learner’s Guide. This might be because:
• you have been working in the industry for some time,
and/or
• you have already completed training in this area.

Together with your supervisor or trainer, use the checklist on the

following pages to help you plan your study program. Your answers to
the questions in the checklist will help you work out which sections of
this Learner’s Guide you need to complete.

This Learner’s Guide is written with the idea that learning is made
more relevant when you, the learner, are actually working in the
industry. This means that you will have people within your enterprise
that can show you things, discuss how things are done and answer any
questions you have. Also you can practise what you learn and see how
what you learn is applied in the enterprise.

If you are working through this Learner’s Guide and have not yet found
a job in the industry, you will need to talk to your trainer about doing
work experience or working and learning in some sort of simulated
workplace.

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Section 1: Identifying your computer equipment
and systems

Are you able to: Yes No

1. Identify the computerised equipment
used in your work area?  
2. Identify all component parts, accessories
and functions of this equipment?  
3. Show how different computer systems and
software apply to your workplace
activities?  
4. Identify routine faults in operating systems
and software applications?  
5. Find information to fix faults, equipment,
systems and applications?  

Section 2: Setting up and shutting down your

computer equipment

Are you able to: Yes No

1. Adjust your workstation to make it
comfortable for use?  
2. Set up your computer to suit workplace
procedures and manufacturer’s
guidelines?  
3. Set up your computer according to
manufacturer’s guidelines?  
4. Turn on your computer and log onto the
operating system?  
5. Check for viruses on computer software
and email?  
6. Select and use the correct software and
applications for your work?  
7. Select the correct file or data needed for
your work?  
8. Use operating manuals and help screens to
assist you with work practices?  

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 9. Save your files and data?  
10. Shutdown your computer equipment?  

Section 3: Entering and storing data

Are you able to: Yes No

1. Enter data with a keyboard and mouse, a
barcode reader or by other means?  
2. Check the data entered is correct?  
3. Create and save files as required by
workplace procedures?  
4. Manage data to suit work requirements
and check it for accuracy?  
5. Correctly store information and disk(s)?  

Section 4: Retrieving and presenting data

Are you able to: Yes No

1. Print-­ preview your document and access
the printer?  
2. Transfer files from one area of the
computer to another?  
3. Open saved files from relevant directories?  
4. Use a computerised projector to present
information?  

Section 5: Implement workplace procedures for

the management and security of your data

Are you able to: Yes No

1. Follow security procedures as required in
your workplace?  
2. Manage your information systems in
accordance with workplace procedures
and the manufacturer’s guidelines?  
3. To take the necessary precautions to stop
the loss or corruption of data?  

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How will you be assessed?

Assessment of this unit of competency will include observation of real

or simulated work processes using workplace procedures and
questioning on underpinning knowledge and skills. It must be
demonstrated in an actual or simulated work situation under
supervision.

You will be required to demonstrate that you can:

• identify computer component parts and accessories
• identify different computer systems and software that
apply to your workplace activities
• set up and shutdown computer equipment as required by
your workplace procedures and the manufacturer’s
guidelines
• identify computer and software faults and effectively
correct and overcome them
• find and use relevant information on the computer
• maintain computer files and records
• enter and store files and data
• retrieve and present files and data
• use computerised projection equipment to present
information.

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 Use infotechnology devices and computer applications in the workplace

Section 1

Identifying computer equipment

and systems

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Use info technology devices and computer applications in the workplace

Section outline

Areas covered in this section are:

• identifying the types of computer equipment and
accessories used in your workplace
• computer systems and software that apply to your
workplace activities
• routine faults that may occur in operating systems and
software applications
• finding information to correct faults and errors.

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How do I identify computer equipment and

systems in my workplace?

Computers are in common use across many industries in Australia.

Computers may be set up as individual units on a desk, often called
workstations. Many computers, connected together, are able to share
information. This is referred to as a network and provides access for
many users to carry out their daily tasks at the same time.

Figure 1: Workstation set-­ up

Figure 2: Networked computer set-­ up

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Computer systems are made up of ‘hardware’ and ‘software’.

Hardware contains the central processing unit, generally contained

within a rectangular box. Hardware includes all the physical items,
such as electrical components, circuit boards and power supply unit
and includes the computer screen, the keyboard and mouse. The
central processing unit (CPU) includes a hard drive, to store
information, as well as external components such as, a floppy disk
drive and a CD-­ ROM drive. CD-­ ROM stands for ‘compact disc read only
memory’ and is used to access information from discs.

Software is the programming language that allows your computer to

operate. Software is not seen. It is installed on your computer and runs
the operating system and the applications for you to perform your
work.

Connected to the CPU is a computer screen, a keyboard and a mouse,

also a floppy disk drive and a CD-­ ROM are included.

Figure 3: Workstation computer components

A common accessory attached to your computer is a printer.

Figure 4: Computer printer

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Computerised projection equipment is sometimes referred to as a data

projector. When connected to your computer and projected onto a
screen you will be able to display information to a large audience.

Figure 5: Data projector

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Use info technology devices and computer applications in the workplace

Activity 1: Identify the computerised equipment in your work

area

Look around your work area and see what types of computerised
equipment are in operation. Discuss computer operation with your
work mates, supervisor and trainer. Use the questions below to
improve your knowledge of this equipment.

In your workplace what computer equipment and accessories are

available? List the equipment.

Using the diagrams of computer equipment shown earlier, identify

computer equipment and accessories in your workplace.

There is feedback on this activity at the back of this Learner’s

Guide.

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What common computer systems and software

are in general use?

Some common operating systems are:

• Microsoft Windows. This operating system is the most
common in use for personal computers and workstations.
• Macintosh Mac OS X. This operating system is used for
Apple computers.
• Linux which is an operating system used by the IT industry
and also used for desktop computers.
• Unix which is a multi-­ tasking and multi-­ user computer
operating system.

Some common software applications include:

• Microsoft Word. This is a word processor for creating
typed documents.
• Adobe FrameMaker. This is a desktop publishing
application similar to Microsoft Word.
• Microsoft PowerPoint. This software program is designed
for presenting information and can be used with great
affect with a digital projector.
• SAP is a data management and inventory system for
businesses.
• Database programs such as Filemaker Pro, Microsoft
Access and Microsoft Excel are used for storing and
organising large quantities of data.
• There are many other software applications in use. Some
systems have been specifically designed for a particular
purpose and organisation and may appear different than
more common applications.

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Activity 2: Identify the computer systems and software in your

workplace

Go around your work area and talk to some of the computer

operators. Find out what computer systems and software they use
to do their daily tasks.

List the computer systems and software applications that are

available in your workplace?

Place a mark against the systems and software applications that

are most relevant to your job?

On your computer identify the operating system and find all the
software applications you need to do your job.

There is feedback on this activity at the back of this Learner’s

Guide.

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How are faults identified?

Faults appear on the computer operating system or in software

applications from time to time. It is important that you understand
how to identify and interpret these faults. This will quickly allow you to
correct the problem. If the fault is beyond your abilities to correct you
should seek the assistance from work mates, your supervisor or the
help desk.

Some general faults that occur include:

• the computer failing to start
• software applications not opening up
• receiving error messages on the computer screen
• unable to save your file.

Other faults occur as well and these will need to be sorted out before
you can do your work. Always seek advice if you are not sure how to
fix a problem.

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Activity 3: Identifying faults with operating systems and

software applications

Faults may occur for a variety of reasons, some of which may be hard to
identify.

Faults with your operating system or applications cause you delays

in performing your work.

List two faults you have encountered.

What sources did you use to find out about these faults?

Did these sources help you solve the problem?

There is feedback on this activity at the back of this Learner’s

Guide.

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Where would I find information to correct

computer faults?

Information is always available to help you correct faults and to find

out more about your operating systems, equipment, systems and
applications.

You can source this information from your workmates, your supervisor
and instructors, from manuals and disks provided by the manufacturer
and from the Help facilities in applications.

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Activity 4: Sources of information

Walk around your work area and talk to the computer operators.
Find out where they get information to solve faults and find our
more about their computer equipment.

What are some of the sources that operators may use to solve their
computer problems? List three.

There is feedback on this activity at the back of this Learner’s

Guide.

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Section 2

Setting up and shutting down

computer equipment

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Section outline

Areas covered in this section are:

• making your work station comfortable for use
• correctly setting up your computer
• turning on, logging on and doing virus checks
• selecting the applications and files you require
• operating manuals and help screens
• saving your data
• shutting down your computer.

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What should I consider when setting up my

computer workstation?

Your computer must be set up so that it is comfortable to use. See

your OHS and workplace regulations for more details and explanations
of how best to do this. Stress and fatigue will be reduced by correctly
setting up your computer workstation. You will work more effectively.
Some items to consider include:
• computer characteristics
− monitor height
− ability to read the screen contents
− keyboard and mouse height
− mouse placement and shape
− placement of documents when entering data
• chair characteristics
− chair adjustments
− chair stability
− arm rests
− improper use of the chair
• office lighting
− illumination level
− dazzle
− glare
− flicker
− reflections
• office electrical safety
− spilling liquids over electrical equipment
− condition of electrical equipment
− extension leads
− overloading the electrical power supply.

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Figure 6: Suggested computer set-­ up and operator posture

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Activity 5: Setting up and adjusting your workstation

To be comfortable at your workstation you may need to

‘personalise’ it.

Explain how you would go about setting up and adjusting your

workstation to suit your requirements?

From the diagram showing the suggested position of equipment,

check if you’re workstation is set up is the same. If not explain why
you have set it up differently. You may have good reason.

What policies, procedures and guidelines exist at your workplace to

ensure you set up your computer correctly?

There is feedback on this activity at the back of this Learner’s

Guide.

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How do I starting up my computer?

To start work you will need to turn on your computer and log onto the
computer system. This process is required to access the directories,
software applications and files you need to perform your work.
Logging on is simply entering your identification codes into the
computer. These codes are usually in the form of a username and a
password. By following this procedure you will protect your computer
against unauthorised use. Logging on also stops security breaches off
sensitive data.

The steps to starting up are:

• turn on the computer
• wait to be asked for your username and password
• type in your username and password
• press the Enter key or click OK to start.

Figure 7: Username and password dialog box

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Activity 6: Starting your computer

List the steps you would take to turn on your computer and log on
to the operating system.

There is feedback on this activity at the back of this Learner’s

Guide.

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Why should I check for viruses on my

computer?

One of the most important things that you must guard against is virus
software getting onto your computer. Viruses are programs that cause
severe problems with computer software and hardware and can enter
your computer through emails and Internet connections.

Viruses that have found their way into the operating systems have
disabled many computers and destroyed data. As the name suggests a
computer virus is exactly that, it makes your computer ‘sick’ and not
function correctly. A virus could destroy the operating system of your
computer or allow sensitive information to be sent off your computer
through an Internet connection or via email.

If your computer detects a virus, an alert will be displayed on your

monitor. The virus protection software may automatically delete the
virus for you, however you may be required to delete it manually. In
this case you will be told, through a message on your computer
monitor, to delete the virus software when it is detected. Always
notify your supervisor and the systems administrator is a virus is
detected on your computer. If a virus is not removed from your
computer it has the potential to spread, just like a real virus,
throughout the whole computer network and cause serious damage
to your computer files.

Virus protection software is readily available, from a number of

suppliers, and should be installed on your computer. When installed
the virus protection software will run in the background while you
work. This means the virus protection software will be constantly
checking for viruses but you will be unaware that it is running, and
your work will not be interrupted. Virus protection software needs to
be updated regularly. Usually once per week, since new viruses are
being created continually.

As a precaution you can manually check your computer for viruses by

selecting the virus protection software and scanning your computer
hard drive.

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Activity 7: Checking for viruses

If you were asked to check your computer for viruses, what would
you do? List the steps you would take.

There is feedback on this activity at the back of this Learner’s

Guide.

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When do I need to use operating manuals and

help screens?

Most common computer applications are intuitive. That means that

you can work through them with little or no instruction. However,
computer applications that have been written for a specific purpose
may not be as intuitive and therefore require you to use operating
manuals or help screens to do your work.

Help, for software applications, is found on the ‘toolbar’ which is in

your software menu list at the top of the computer screen. This is the
same for many software applications.

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Activity 8: Help screens and software manuals

Think about a time when you encountered a problem with a

computer operating system.

If there were no one around to help you where would you look for
assistance?

There is feedback on this activity at the back of this Learner’s

Guide.

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How do I access software applications and

data?

After logging onto your computer, you need to select an application to

work with and then the files you will need to work on. With practice
this will become second nature for you. There are a number of ways of
selecting your application. One method is by selecting an application
icon from the computer desktop screen. An icon is a small picture that
represents the application. See below.

Figure 8: Selecting an application with an icon

Another method is to select an application through the Start menu and

All Programs option.

Figure 9: Selecting an application from the Start menu

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A further method is by opening the file directory on your computer

and selecting the file you require from a list. This action will
automatically open the application at the same time.

Figure 10: Selecting the file and application from a directory

Application icons and files may be selected by clicking on the file icon
once with the left mouse button and then pressing the Enter button or
by double clicking the left mouse button.

Now that you have opened your application you need to select your
data files. These can be selected with the File Open option from the
toolbar and then select a file from the dialog box that appears.

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Figure 11: The File Open option from MS Word

Figure 12: Dialog box with a list of files to choose from

Opening the file directory on your computer and selecting the file you
require is another method for accessing files. This action will
automatically open the application at the same time (see Figure 10).

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Activity 9: Accessing applications and data

Once you have found the application you need, what steps would
you take to open it?

There is feedback on this activity at the back of this Learner’s

Guide.

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Why do I need to save my files?

Whenever changes and updates have been made to your files you
should save the changes to keep your files up to date. Saving files is
very important and may be automatic with some applications but in
general it is up to you to make sure this is done.

Files are saved when you instruct the computer, through menu options
or keystrokes, and then naming them. To make accessing your files
easy, save the files to a sensible, easy to remember name and save
them to a directory or folder that is relevant to the task you are
working on.

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Activity 10: Saving your files

As a general rule, the data in your files is more important than the
computer hardware or software that you use. Lost data is difficult to
replace, so always make sure you save your files.

As part of office housekeeping activities you should close your

applications prior to shutting down your computer.

Before closing down your application what important step must you
take?

Each computer has a series of steps, for saving files that need to
be followed to save your files. List the steps involved on your
computer.

What are the consequences of not saving your computer files?

There is feedback on this activity at the back of this Learner’s

Guide.

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Why do I need to log off and shut down my

computer?

As part of office housekeeping activities your computer will need to

be shut down at the end of your shift. This involves saving your
files, closing software applications and turning off equipment such
as computers, printers and scanners.

If someone else takes over from you at the end of your shift, the
process is similar, however you will need to log off after you close
your applications rather than turning off the equipment.

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Activity 11: Shutting down your computer

Always save your data and close all your files and applications to
avoid data loss or data corruption.

Before shutting down your computer what important steps must

you take?

Each computer has a series of steps that need to be followed. List

the steps involved to correctly shut it down your computer.

What are the consequences of not shutting down your computer?

Give some examples.

There is feedback on this activity at the back of this Learner’s

Guide.

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Section 3

Entering and storing data

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Section outline

Areas covered in this section are:

• data entry methods
• creating and saving files according to workplace
procedures
• managing data to suit workplace requirements and
checking for accuracy
• storing information.

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How do I enter data accurately?

Now that you have correctly set up your computer, turned it on and
selected your applications and files, you are ready to start entering
data.

The most common method of data entry is through the keyboard and
mouse. The mouse is used to select an item for change, and data is
entered via the keyboard. Moving the mouse moves a screen image
called the cursor. The cursor is seen as a small object on the computer
screen and has a variety of shapes. The shape of the cursor depends
on the application you are using and may change in appearance as you
use different functions of the software.

Moving the cursor over the item you want and clicking the left mouse
button selects that item. You are now able to type in the data you
want to add. Depending on the application you are using, pressing
Enter, Tab or clicking the left mouse button for the next data item,
finishes the step you are working on and moves you to the next data
entry point. Please take the time to find out the correct method for
data entry before you start.

Failure to enter data accurately will cause errors to build up and

increase your workload when you find you need to go back over your
work to correct errors.

Always check the accuracy of your data.

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Alternate methods for entering data include:

• barcode readers which scan a code of thick and thin black
bars marked on the and interpret this as information

You have come across these devices before, when you have gone
shopping at the Supermarket. Bar code readers offer a simple and very
fast method of entering data with little chance of error. They may be
hand held and portable or fixed.

Figure 13: Hand held barcode reader

• floppy disks store small amounts of information and are
portable

Figure 14: Floppy disks

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• CD-­ ROMs which store very large amounts of information

and are portable

Figure 15: CD ROM

• USB keys, also called memory sticks and flash drives, come
in various large storage sizes

Figure 16: USB key for data storage

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• radio frequency devices, such as wireless Internet

transmitters are used to send and receive data

Figure 17: Radio frequency device

• electronic data interchange, as in the case of networked

computers.

Figure 18: Electronic data interchange between two computers

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Activity 12: Data entry

Computers are designed to accept data through various means.

List four ways in which you can add data to your data files.

There is feedback on this activity at the back of this Learner’s

Guide.

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How do I create and save files on my computer?

Always follow your workplace procedures for creating and saving your
files. Once everyone follows the same process, then data entry and file
creation become standard, and the possibilities of errors are reduced.
Observe computer users in your area and note how they go about
creating and saving files. Check with your work mates and your
supervisor to find out if there are other ways of saving and creating
files.

Creating files, for data storage, is easy to do. If you are using Microsoft
products you will most likely use the File, New option from within your
application to create a new file. Another method of creating a new file
is to go to your file directory and creating a new file there. This method
is a little more complicated and you may want to seek help to get
started.

Save your files regularly. This is a good habit to get into. The chance of
losing large volumes of data and having to repeat the data entry will
be reduced if files are saved regularly. The most common way of
saving your files is to use the Save icon from your toolbar. Files are
automatically saved to the directory from which you retrieved them.
Alternatively you can use the File, Save option from your toolbar to do
this.

Below are three screen captures demonstrating how files are created
and saved.

Figure 19: Save icon

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Figure 20: Creating a new file with the File, New option

Figure 21: Saving an existing file

If you require to save files to a different directory or if the file is new,

use the File, Save As option (step 1) and navigate to the directory you
require (step 2).

Figure 22: Saving a new file (step 1)

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Figure 23: Saving a new file (step 2)

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Activity 13: Creating and saving your files

Explain why you would need to create a new file?

Give two reasons why you should follow workplace procedures

when you create or save your files?

There is feedback on this activity at the back of this Learner’s

Guide.

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How do I store information on my computer?

Storing information correctly is important for all computer users. Most

times information will be stored directly on your computer hard drive
or accessed via the network on another computer. The following
devices are specifically designed for storing information independent
of your computer hard drive:
• a floppy disk

Figure 24: Floppy disks for data storage

• a CD ROM disc

Figure 25: CD ROM for data storage

• a USB memory stick

Figure 26: USB memory stick for data storage

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• a separate hard drive to that of your computer

Figure 27: Mini hard drive for data storage

Information stored outside of your computer should be stored in

secure locations in your workplace and under lock and key. Unsecured
data runs the risk of being lost or stolen. There are reasons for storing
information separately. They include:
• backing up of information in case the original data is lost
• where the amount of information is large and unable to be
stored on your own computer or slows down the
operation of your computer
• where the amount of information is large and there is not
enough space on the computer network.

All information on your computer is the property of your employer.

This information may be of a sensitive nature and should remain
private, therefore it should be stored securely, especially when this
information is stored on devices independent of your computer hard
drive.

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Activity 14: Correctly storing information and disks

What must you take into account when storing information within
the computer network and when storing information independently
of your computer?

Where in your workplace are disks and other information storage

devices located?

There is feedback on this activity at the back of this Learner’s

Guide.

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Use infotechnology devices and computer applications in the workplace

Section 4

Retrieving and presenting files

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Use info technology devices and computer applications in the workplace

Section outline

Areas covered in this section are:

• how saved files can be accessed through relevant
directories
• file transfer in accordance with workplace polices,
procedures and guidelines
• printing and print-­ previewing information
• presenting information with a computerised projector.

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 Use infotechnology devices and computer applications in the workplace

How do I access files on my computer?

Always access saved files through the relevant directories.

A directory is a location on the computer hard drive in which files are

stored. Each directory can be divided into smaller sub directories if
required; these are sometimes called folders. Files are stored within
these directories. Directories should be sensibly named to help you in
finding specific information. An example of this could be a directory
set up for Sales Figures or Inventory.

If you always store your files in the correct directory they will always
be available when require them. This simple amount of housekeeping
will provide you with an efficient work ethic and give you confidence
to repeat your tasks without problem.

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Use info technology devices and computer applications in the workplace

Activity 15: Accessing your files

Demonstrate your understanding of accessing files by navigating to your

working directory and opening a file for data entry.

List some of the ways you can access your files.

There is feedback on this activity at the back of this Learner’s

Guide.

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 Use infotechnology devices and computer applications in the workplace

How are files transferred from drive to drive?

Software applications have simplified the process of transferring

information.

With applications such as Microsoft Windows, file transfer has been

made very easy. In most cases to transfer your files from directory to
directory or from hard drive to hard drive is done by clicking on the file
icon with the left mouse button, holding down the left mouse button
and dragging the icon to its new location. Once there you just release
the left mouse button and the transfer is complete.

Figure 28: Basic steps for transferring files

A note of caution regarding file transfer: there is a chance that you

may accidentally move your files incorrectly and not realise that you
have done so. If files are lost or misplaced, running the search facility
of your computer operating system will most likely find them again.
Once found, you can move them back to where they belong.

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Use info technology devices and computer applications in the workplace

Figure 29: The basic steps for searching using Microsoft Explore

All data and information on your work computer is the property of

your employer. Care must be taken when moving files on your
computer so that information is not misplaced, lost or sent off site
without the permission of your employer.

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 Use infotechnology devices and computer applications in the workplace

Activity 16: File transfer

Open the working directory on your computer, select a file, and

transfer it to a new directory of your choice. Once you have done
this, return the file back to its original location.

Explain how you can transfer files.

Was there a chance that you could have moved the file to an
incorrect directory?

What would you do, if the file you were transferring, were placed in
the wrong directory?

There is feedback on this activity at the back of this Learner’s

Guide.

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Use info technology devices and computer applications in the workplace

Why is it important to preview my files before

printing them?

During the course of your work, files may be required to be printed out
for reports or to be used in presentations.

A good practice to get into is to preview your files before to printing.

This allows you to check over your file for layout and appearance.
Once you are satisfied you can print off the file. Print-­ preview is
generally accessed through an icon in the toolbar at the top of your
screen. Also print-­ preview can be accessed through the File, Print
Preview option on your toolbar.

Your computer will either be directly connected to a printer or

networked along with other computers to a shared printer. Depending
on the type of printer at your disposal you will be able to print black &
white or colour prints. Printing your file is accessed through the Print
icon in the toolbar of your screen. Also printing can be accessed
through the File, Print option on your toolbar. This option allows you
greater flexibility in printing by providing options to alter the way your
print is carried out.

Figure 30: Printing and print previewing through the

menu options

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Use infotechnology devices and computer applications in the workplace

Figure 31: Printing and print previewing through the

toolbar icons

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Use info technology devices and computer applications in the workplace

Activity 17: Previewing and printing options

Go through the directory structure to find a particular file. List the steps
you took to get there.

Open the files, select ‘Print Preview’ and after checking the file,
change the paper alignment to print two different versions.

There is feedback on this activity at the back of this Learner’s

Guide.

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 Use infotechnology devices and computer applications in the workplace

When should I use computerised projection

equipment?

As well as printing off your files you can present your information to a
large group of people with computerised projection equipment.
Computerised projection equipment is commonly referred to as data
projectors.

Data projectors are taking place of overhead projectors and allow you
to display information directly from your computer onto a large
screen. The information you are displaying is now interactive. Your
audience will see changes as you make them to your file. Data
projectors are useful as a teaching tool.

Figure 32: Data projector

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Use info technology devices and computer applications in the workplace

Activity 18: Computerised projection equipment

List some situations where you would use computerised projection

equipment (data projector).

There is feedback on this activity at the back of this Learner’s

Guide.

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 Use infotechnology devices and computer applications in the workplace

Section 5

Implementing workplace
procedures for the management
and security of data

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Use info technology devices and computer applications in the workplace

Section outline

Areas covered in this section are:

• workplace security procedures
• managing information systems in accordance with
workplace procedures
• precautions against the loss or corruption of data.

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 Use infotechnology devices and computer applications in the workplace

How do I implement workplace procedures for

the management and security of my data?

It is important to understand that there are procedures for the

management and security of data in your workplace. The processes
that have been established are designed to keep your data and
computer work organised and secure from loss or damage especially
in situations where you are privy to sensitive information. If you are
not clear on these procedures it is in your interest to speak to your
work mates and your supervisor to have this clarified.

As well as managing and securing your data, there are also procedures
in place to maintain the efficient working of information systems.
These procedures will be made up of workplace procedures and
manufacturer’s guidelines for equipment operation. Check that you
understand what is required in your workplace and seek assistance if
you are not sure.

Data can be lost or corrupted easily through poor work practices and
therefore it is up to you to follow workplace guidelines and procedures
to keep this to a minimum. Make sure you are familiar with your
workplace procedures for managing files.

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Use info technology devices and computer applications in the workplace

Activity 19: Management and security of data

Speak to your supervisor or trainer and find out what workplace

procedures govern the management and security of your data.

Why is it important to correctly manage and secure your data?

Discuss what precautions you would take to stop the loss or

corruption of data at your workplace.

There is feedback on this activity at the back of this Learner’s

Guide.

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 Use infotechnology devices and computer applications in the workplace

Additional
resources

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Use info technology devices and computer applications in the workplace

The websites, organisations and resources listed below provide more

information on topics relevant to unit TDTK197B Use of infotechnology
devices and computer applications in the workplace.

Web sites:
• Organisations
− Australian Government Comcare
http://www.comcare.gov.au/ohs.html
− Australian Radiation Protection and Nuclear Safety Agency
http://www.arpansa.gov.au/
− The Office of the Federal Privacy Commissioner
http://www.privacy.gov.au
• Antivirus
− Symantec
http://www.symantec.com/index.htm
− Computer Associates VET
http://www.vet.com.au/
− McAfee
http://us.mcafee.com/
• Help assistance
− Microsoft Corporation
http://www.microsoft.com/

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 Use infotechnology devices and computer applications in the workplace

Feedback on
activities
The responses provided in this section are suggested responses.
Because every workplace is different, your responses may vary
according to your specific workplace procedures, the equipment
available and the nature of the business.

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Activity 1: Identify the computerised equipment in your work
area

Your computer set up will most likely consist of:

• a central processing unit
• a monitor
• a keyboard and a mouse.

Accessories may include:

• a printer
• a data projector.

As well as entering data with the keyboard and mouse your

computer may have a barcode reader connected, be able to
receive data through a radio frequency device or be networked with
other computers to receive data by electronic data interchange
(EDI).

Whichever system is used to enter data you must always make

sure that the data is accurate securely stored.

Once your computer has been set up to suit your work

requirements all your computer systems and software application
should be easy to hand. Since you will be performing the same
daily tasks, grouping all your necessary applications together will
help you perform your task efficiently.

Activity 2: Identify the computer systems and software in your

workplace

Information technology systems and related software applications

vary greatly across Australian workplaces.

In general infotechnology systems will be set up to handle the job

requirements of your workplace. The type of software may be off-
the-shelf applications that cover your work requirements or they
may have been written and tailored to your organisation’s needs.

The best way to find out what systems and applications are in use
is to look around your organisation.

Some common operating systems include:

• Microsoft Windows
• Macintosh Mac OS X

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 • Linux
• Unix.

Some common software applications include:

• Microsoft Word
• Microsoft PowerPoint
• Microsoft Access
• Adobe Frame Maker
• SAP.

Activity 3: Identifying faults with operating systems and

software applications

When things go wrong with your computer or software applications,

assistance is not usually far away. Probably the first person you
should ask for help is the person working next to you. The problem
may be simple and can be easily fixed. Accessing information from
the Help menu can also assist you solve your problem.

Your supervisor will most likely be experienced enough to deal with

any concern you have with your computer or software. You should
explain and demonstrate the problem to them so that they
understand what is going wrong and can work out a way of fixing it.

If the previous suggestions have not helped, then contacting the

computer systems manager may be your next step. Any problems
encountered should be easily fixed.

Some fault types include:

• operating system not functioning correctly
• software applications failing to work
• access to files is denied
• hardware malfunctions.

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Activity 4: Sources of information

Information to rectify faults or to find out more about operating

equipment, systems and applications can be found from:
• manufacturer’s instructions
• operator manuals
• help screens
• speaking to work mates.

This information may be stored in your workplace, accessed

through the Internet or through help options within software
applications.

Activity 5: Setting up and adjusting your workstation

To work comfortably you need to set up your workstation

equipment to meet ergonomic requirements and suit your posture.
Failure to do this may cause strain injuries.

There are four main areas to consider when setting up your

workstation:
• computer characteristics
• chair characteristics
• office lighting
• office electrical safety.

For more detail about workstation set up requirements consult the

manufacturer’s set up guidelines and the OHS legislation related to
office conditions.

Speak to your supervisor or trainer and find out which policies,

procedures and guidelines you need to consult to effectively set up
your workstation.

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Activity 6: Starting your computer

The following steps are required to get your computer running and
ready for use. At this stage virus protection checks can be carried
out.

1. Press the Power button and wait while the computer boots up
and starts the operating system.

2. Type in your username and password when prompted.

3. Select the virus protection software to scan for viruses.

By default the virus protection software should start running when

you have logged onto the system.

There are a number of ways to access your software applications:

• select a software icon from the desktop view
• select the application from the program list
• select the data file from Windows Explorer (this will
automatically open the correct application).

Activity 7: Checking for viruses

With the computer turned on and booted up:

1. Close all software applications

2. Open the anti-virus application on your computer

3. Start the scanning operation.

When the scanning is complete the anti-virus program will indicate

if any viruses were found and suggest ways of dealing with them.

If there are no viruses, close this application, and resume your

work.

Activity 8: Help screens and software manuals

Help assistance is available through:

• the Help option on the application tool bar
• the manual provided by the software manufacturer
• the Online Help that can be accessed through the Internet.

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Activity 9: Accessing applications and data

Accessing applications and data is simply to do. As is by:

• selecting the application from the computer desktop screen
and then opening the data file through that application
• selecting the application through the Start menu and All
Programs option and then opening the data file through that
application
• selecting the data file from the computer file directory, this in
turn opens the corresponding application for that file.

Activity 10: Saving your files

For security and housekeeping requirements it is important that you

save all your files, close down your applications and shutdown the
computer before you finish your work.

The single most important step you must take, before finishing your
work for the day, is to save your files to the correct directory on
your computer.

Saving your files is simply a matter of saving the working file

through the Save option of your computer application and then
closing the application. If you do not save your files then all the
work you have done will have been in vain and your data will be
lost.

Activity 11: Shutting down your computer

To correctly shut down your computer the following steps must be

taken:

1. Save the files that you have been working on by either selecting
the Save icon or through the File, Save option on the toolbar.

2. Close the application you have been using. This can be done by
selecting the Cross icon in the top right hand corner of your
screen or through the File, Exit option on the toolbar.

3. Close down any other applications you have open.

4. Turn off your computer by following the prompts from the

operating system that are displayed on your computer screen.
Do not turn off your computer at the power switch.

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 By not shutting down your computer you leave your data files open to use
by unauthorised people and the possibility of these files being corrupted or
deleted and lost.

Activity 12: Data entry

Computers allow data to be entered in a variety of ways. Four

common ways include:
• keyboard and mouse
• barcode reader
• electronic data interchange (EDI)
• radio frequency devices (for example, wireless connections).

Data should be entered accurately so that useful information can

be accumulated. Methods vary, however by following a logical
procedure, the risk of entering data wrongly will be reduced. Some
examples of entering data include:
• logically entering data, either column by column or row by
row
• reviewing the entered data and comparing it to the original
data source
• scanning the entered data for inconsistencies (for example,
numbers out of place).

Activity 13: Creating and saving your files

Every now and then work obligations will require you to create a
new file. The reasons for creating new files include:
• a new file is required to record each daily operation or
individual operation
• file sizes becoming too large to handle efficiently
• starting a new record
• starting a new process.

By following a procedure to create and save your files you are:

• providing structure and repeatability to your work
• staying organised while creating and saving files
• reducing the possibility of errors.

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Activity 14: Correctly storing information and disks

Storing information on a computer or across a computer network

requires the information to be:
• password protected so that unauthorised access to the
information is denied
• restricted to those persons who need to access this
information by having limited access the directories where
this information is located.

When information is stored on disk it is usually done so that space

can be freed up on computer drives and to act as backup
information should the original information be lost or corrupted.
Therefore disks should be locked away in a secure place when not
required.

Activity 15: Accessing your files

There are a number of ways of accessing your files. They include:

• navigating to the correct directory through the computer
database system
• opening the file through the software application
• using the search facility on the computer.

Activity 16: File transfer

Files can be transferred by:

• saving the file to a new directory
• physically moving the file from one directory to another by
clicking and dragging the file with the mouse.

Care must always be taken when transferring files, there is always

the chance of placing the file into the wrong directory and not
realising the error.

If a file was placed in the wrong directory, it should be immediately

removed and placed into the correct directory.

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Activity 17: Previewing and printing options

It is always good practice to preview your document before printing.

This allows you to judge whether all the information you require has
been selected and whether the page format suits your
requirements.

Previewing your document is done by:

• selecting the Print Preview icon
• using the File, Print Preview option from the toolbar.

Printing your document is carried out by:

• selecting the Print icon
• using the File, Print option from the toolbar.

You also have the option to alter the appearance of your

documents for paper size, colour or black & white and whether you
require your documents in portrait or landscape layout. These
options are available from File, Page Setup and File, Print options
on the toolbar.

Activity 18: Computerised projection equipment

Common situations where you would use computerised projection

equipment (for example digital projector) include:
• presenting information to your audience
• providing an enlarged view of your information
• when you need to demonstrate a process in real time to your
audience.

The digital projector is connected to your computer as is your

monitor and becomes part of your computer hardware.

Activity 19: Management and security of data

Your data is valuable to you to perform your work and to your

organisation for business reasons. Data lost is the same as
business lost.

Data should always be secured to protect your business clients.

With all data, security of information is probably the most important

aspect to be considered by any computer user. For data to remain

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 secure it is best to password protect your files and limit the access
to those files.

To prevent the loss or corruption of your files always save them to

the correct directory and log off and shutdown your computer after
use. Make sure that the directories you use can be backed up with
the rest of the computer system.

Files that are stored separately on disks should be locked away in

a secure place when not required and must not be copied.

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