Microsoft Windows 10

Colleg

IYF
 Module Goals

This module sets out essential concepts and skills relating to the use of devices, file creation and management,
networks and data security.

Successful candidates will be able to:

 Understand key concepts relating to ICT, computers, devices and software.

 Start up and shut down a computer.
 Work effectively on the computer desktop using icons, windows.
 Adjust the main operating system settings and use built-in help features.
 Create a simple document and print an output.
 Know about the main concepts of file management and be able to efficiently organise files and folders.
 Understand key storage concepts and use utility software to compress and extract large files.
 Understand network concepts and connection options and be able to connect to a network.
 Understand the importance of protecting data and devices from malware and of backing up data.
 Recognise considerations relating to green IT, accessibility and user health.

Computers and Devices

The following outcomes are covered in this category:

 Define the term Information and Communication Technology (ICT).

 Identify different types of ICT services/uses like: Internet services, mobile technology, office
productivity applications.
 Define the term hardware. Identify the main types of computers like: desktops, laptops, tablets. Identify
the main types of devices like: smartphones, media players, digital cameras.
 Define the terms processor, Random Access Memory (RAM), storage. Understand their impact on
performance when using computers and devices.
 Identify the main types of integrated and external equipment like: printers, screens, scanners,
keyboards, mouse/trackpad, webcam, speakers, microphone, docking station.
 Identify common input/output ports like: USB, HDMI.
 Define the term software and distinguish between the main types of software like: operating systems,
applications. Know that software can be installed locally or available online.
 Define the terms operating system and identify some common operating systems for computers and
devices.
 Identify common examples of applications like: office productivity, communications, social networking,
media, design, mobile applications.
 Define the term End-User License Agreement (EULA). Recognise that software must be licensed before
use.
 Outline the types of software licenses: proprietary, open source, trial version, shareware, freeware.
 Start a computer and log on using a username and password.
 Log off, shut down, restart a computer using an appropriate routine.

ICT

Define the Term Information and Communication Technology (ICT)

ICT is an acronym for Information and Communication Technology. There is no universally accepted
definition of ICT as the concepts, methods and applications involved in ICT are constantly evolving. However,
the following can be said of ICT: it refers to all aspects of managing, communicating and processing
information. Although computers are central to information management, Information and Communication

Computer Essentials 1
Technology embraces more than just the Internet and computers. It includes computer hardware and
software, telecommunications, audio-visual systems, cabling, microwaves, radio waves, etc.

ICT is a combination of information technology and communication

technology to create or provide a massive network of electronic
devices, including computers. These electronic devices have
developed into powerful tools for gathering, manipulating, storing,
processing, receiving and transmitting information. Communication
between computers can be seen as the process whereby computers
transfer electronic information between one another.

ICT is about saving time, being more effective, working smarter and communicating faster and more
effectively. It is used by people in all sectors, e.g. individuals, schools, small businesses, and large companies
around the world, for example using WhatsApp or WeChat to communicate with friends or using 3G to connect
to the Internet.

Different Types of ICT Services / Uses

Information technology is the process of using a computer or device to obtain and handle information and
data. It is something that is used by people all over the world in their businesses as well as in their homes.
Before the information-technology age came to be, individuals had to obtain and handle their information by
hand, which was quite time-consuming.

ICT includes various uses, such as the following:

 Internet services: The Internet is a world-wide network of computers that can be used in various
ways. You can find almost anything you need on the Internet, from information to software and items
to buy and sell. The Internet enables faster and cheaper means of communication, e.g. email and social
networking websites. Email is the most common form of electronic communication. Video conferencing
is ideal for business communication when different persons may need to be reached across the country
or across different time zones. Video conferencing uses a camera, microphone monitor, loudspeakers,
and an Internet connection. The Internet can also be used in education by making use of E-Learning.
 Mobile technology: Since the start of this millennium, a standard mobile device has gone from being
no more than a simple two-way pager to being a mobile phone, GPS navigation device, an embedded
web browser and instant messaging client, and a handheld game console. Many experts argue that the
future of computer technology rests in mobile computing with wireless networking. With the
introduction of smartphones and tablet computers, there has been a transformation in the way people
access and share information. Mobile technology includes mobile devices, e.g. a notebook computer,
and mobile communication services. Wireless Internet connections and Bluetooth connectivity are
examples of mobile communication services. These mobile devices and services allow consumers to use
their technology on the road, such as connecting a notebook to a wireless service in an airport. Mobile
technology makes life more convenient and allows services that would otherwise not exist. Some
restaurants, for example, let their customers pay for meals using a wireless credit/debit card, removing
the need to pay at a register. Mobile devices allow people to work just about anywhere. Businessmen,
for example, can hook up to a wireless connection and respond to email or receive the latest financial
reports while on an airplane.
 Office productivity applications: A suite of functions, including word processing, spreadsheets,
databases, presentation software and an email application, e.g. MS Office, Google Docs and OpenOffice.
Office productivity applications improve productivity in the home and workplace by saving time and
effort. Productivity software's purpose is to make tasks easier. Office productivity applications also
enable multiple people to work on the same file at the same time.

2 Computer Essentials
 Hardware

Computer hardware refers to all physical parts of a computer. These are the parts that can be seen and
touched either inside or outside the computer case. The hardware components include the parts that are used
to input, process, output, and store information. Examples include the mouse, screen, hard drive, and printer.
In other words - any type of device, even the computer as a whole, which consists of physical parts, is regarded
as hardware.

Main Types of Computers

Desktop Computer

A desktop computer is a personal computer and often called a PC. A PC is any general-purpose computer
whose size, capabilities and price make it useful for individuals and which is intended to be operated directly
by an end-user.

Although the initial intended use for a PC is for a single end-user, it can also be connected to a network of PCs
that link them together to share information and equipment with other users. Externally, a desktop computer
normally consists of a system case/unit, monitor, mouse and keyboard.

The speed and capacity or size of personal computers has improved immensely in the last few years. Sizes
differ from mere entry level PCs to very fast and advanced systems, all depending on the needs of the user.
The cost of personal computers has steadily decreased over the last few years and is more affordable for the
average household or business. Keep in mind, when new technology is introduced to the market, it can result
in more expensive products. The cost will then gradually drop again.

Technology has become part of our daily lives and therefore users of computers can include practically anybody
from teachers, students, dentists, doctors, scientists, accountants, receptionists, cashiers etc. Some functions
that a desktop computer is used for are:

 Creating various types of documents, such as memos,

letters and reports.
 Budgeting and performing accounting tasks.
 Analysing numeric information.
 Searching through lists or reports specific
information.
 Scheduling and planning projects.
 Creating illustrations.
 Communicating by using email.
 Internet browsing as well as doing business on the Web.

Laptop / Notebook

A laptop or notebook is a lightweight, portable

computer that includes a screen, keyboard and
trackpad/touchpad. These are built-in items and not
separate items as with a desktop computer. These
computers can operate from a built-in battery or
electricity. It is designed to be portable and can be
used in locations without electricity. The size or speed
and capacity are mostly the same as a standard
desktop computer.

Computer Essentials 3
Laptop / notebook computers are still slightly more expensive than desktop computers, as they contain more
expensive components. However, the prices of entry level laptops are much the same as that of an entry level
desktop computer.

Laptops / notebooks can be used as a single computer or connected to a network. Laptop computers can be
used by any of the users mentioned for personal computers. More typical users are people that need to travel
or work from both the home and office, such as journalists, sales people, managers. It can be used for the
same functions as a desktop computer.

Let’s Remember!
The difference between a laptop and notebook today is mainly what the manufacturer
chooses to call its product. Technically and traditionally, the difference between the two
is a matter of size. In fact, many consumers will look for a laptop, but find almost
everything is now called a notebook.

Tablet

A tablet is a computer that can either look like a notebook or more like a slate-shaped device. Tablets are
mobile computers, but larger than smartphones and personal digital assistants. Tablets come in various sizes
and are mostly operated by touch screen (see later). A tablet computer may be connected to a keyboard with
a wireless link or a USB port, but most tablets have on-screen virtual keyboards. A stylus pen or a digital pen
can also be used as an input device. The fastest growing category of portable computer is the tablet.

Tablet computers typically draw power from a rechargeable battery. Battery life for tablets varies between
models. A tablet has an operating system capable of running small applications (apps). Apps for tablets tend
to be less complex than computer applications. The common term for programmes is applications or “apps”.

Although tablets can be used by any of the

users mentioned for desktop computers, more
typical users include people that need to do
presentations or people that need to record
and process data outside of the normal office
environment, such as architects and
designers. It is also widely used for
entertainment purposes, e.g. playing games.

4 Computer Essentials
 Define the term Information and Communication Technology (ICT).
Name two services / uses of ICT.
Define the term hardware.
Name four functions that a desktop computer can be used for.
What are media players used for?

Main Parts of a Computer

Most of the different parts of a computer will be discussed in this manual.

Define the Term Processor

The computer’s Central Processing Unit, or CPU, is the most

important part of a computer. The CPU is often referred to as the
microprocessor or processor. The CPU is a tiny, flat electronic
chip within the system unit. (A chip is also called an integrated
circuit. Generally, it is a small, thin piece of silicon on which
transistors are placed.) It is located on the motherboard.
Information constantly flows back and forth between the CPU
and all the other parts of the computer. It is the control unit,
decision-making, calculating and processing brain of the
computer. A PC can’t function without most or all of the
processing devices, but the CPU is the heart of any standard
computer. Your computer’s speed, performance and multitasking
abilities depend on the processor.

Computer Essentials 5
 Different types of CPUs include the Core i3, Core i5 and Core i7. The Core i7 is the most expensive, but
function at a higher speed.

Processors are also found in other devices, such as a media player or digital camera. In a digital camera for
example, the processor controls the memory card, the LCD screen, and the analogue/digital convertor. Today’s
smartphones and tablets also rely on multiple processors (also known as “cores”). Without them performance
demanding “apps” couldn’t provide the instantaneous response users now demand. Such “apps” include video
playback, photo editing, turn-by-turn GPS, and real time gaming. Multi-core processors also enable several
apps to run simultaneously.

The faster the CPU, the faster the computer or device can carry out the instructions of applications. The
operating frequency at which a processor executes instructions is referred to as the clock speed. The speed
of the processor is one of the main factors that determine the overall speed of the computer or device. The
speed of the CPU is measured in Megahertz (MHz) or Gigahertz (GHz). There is actually a “clock” of sorts
within the CPU. The clock signal is generated by a quartz crystal, which vibrates as electricity passes through,
thereby generating a steady pulse to every component synchronised with the signal. A system cycle is
generated by this pulse (called a clock “tick”), which sends a signal through the processor telling it to perform
another operation. One million (1 000 000) cycles is a megahertz. One billion (1 000 million) cycles is a
gigahertz. Today, CPUs with a clock speed of up to 4 GHz are available. A 2.8 GHz processor operates at a
speed of 2.8 billion cycles per second.

Define the Term Random Access Memory (RAM)

All the components of a computer or device (e.g. CPU, hard drive, operating system) work together as a team.
Memory is one of the most essential parts of this team. Memory is the part of the computer or device in which
the applications and data are stored, either temporarily or permanently. From the moment you turn the
computer or device on until the time you switch it off, the CPU is constantly using memory.

Information is stored in memory chips. This is to enable the computer or device to “remember” the information
it is working with. There are two main types of memory: RAM and ROM.

RAM is considered “random access” as you can access any memory cell directly
and in any order. It is the main working memory of the computer or device. If
the CPU had to, for example, constantly access the hard drive to retrieve every
piece of data it needed, it would operate very slowly. When the information is kept
in RAM, the CPU can access it much more quickly. RAM is read and write
memory, used to store data temporarily.

The CPU accesses memory according to a distinct hierarchy. Whether it is loaded or opened from permanent
storage (the hard drive) or from an input device (keyboard / mouse), most data goes into RAM first. The CPU
requests the data it needs from the RAM, processes it and writes new data back to the RAM, in a continuous
cycle. This shuffling of data between the CPU and RAM happens millions of times every second.

When an application is closed, the application and any

accompanying files are usually deleted from RAM to make room
for new data. If the changes are not saved to a permanent
storage device before being deleted, it will be lost.

Memory can be split into two main categories: volatile and

non-volatile. Volatile memory loses any data as soon as the
system is turned off. Volatile memory requires constant power
to remain viable. RAM falls into this category.

6 Computer Essentials
RAM is measured in MB (Megabytes) or GB (Gigabytes). Lately, entry level computers will have 2 GB RAM.
However, new technology makes it possible to have up to 4 to 8 GB RAM. For example, to run Windows 10, 1
to 2 GB RAM is needed, but it will perform better with 2 GB RAM. Remember, if a computer or device is used
extensively and for specific software, for example for gaming, more RAM will be needed. Smartphones today
can have between 786 MB and 3 GB RAM.

There are two types of RAM, namely static RAM (SRAM) and dynamic RAM (DRAM). DRAM requires the data
to be refreshed periodically in order to retain the data. SRAM does not need to be refreshed as the transistors
continue to hold the data as long as the power supply is not cut off. This makes SRAM faster than DRAM.
DRAM is usually less expensive and therefore used more widely.
a separate set of chips on the motherboard.

Define the Term Storage

Data storage, often called storage or memory, is a technology consisting of components and recording media
used to retain digital data. Storage devices are used to store data for future use, depending on the device.
For example, a document created on a computer or a photo taken with a digital camera. The data on the
device can be retrieved, changed and re-stored. The storage can also be of a more permanent nature, meaning
once the data has been stored, it can be read and copied, but not changed.

In general, all types of disk storage devices share common elements. On all disks,
physical differences in the surface of the disk are used to represent data. On hard
disks, magnetism is used to encode data as a series of 0’s and 1’s. On CD-ROMs,
variations in how the disk surface reflects light are used to encode data. A
computer system or a device can however contain several kinds of storage, each
with an individual purpose, e.g. an additional media card for a digital camera.

Impact on Computer Performance

The performance of a computer refers to how long it takes to boot up (start), load (open) applications, etc.
Certain factors have a huge impact on a computer’s performance. Some of these factors are:

Computer Essentials 7
  Processor: The clock speed (CPU speed) of the CPU determines the speed at which information will
b
e
b processed. The clock regulates the processing functions by emitting a pulse at regular intervals.
The clock speed is the number of times that the system clock pulses in one second. Megahertz (MHz)
is a measure of a CPU’s processing speed in millions per second. A Megahertz is one million cycles.
However, most CPUs are currently measured in Gigahertz. The higher the MHz or the GHz, the
faster the CPU speed. In a digital camera for example, the processor can improve image quality,
increase the speed of the camera's auto-focus system, improve image compression results and
preserve battery life.
 RAM: Increasing the amount of RAM improves performance and speed, as more information can be
held at any given time in the working memory. When a file or application is opened or loaded, it is
placed in the RAM. The CPU requests the information from the RAM, processes it and writes the new
information back to the RAM. Fast, powerful CPUs need quick access to large amounts of data to
maximize performance. If the CPU cannot get to the data it needs, it literally stops and waits for it.
Nowadays the amount of RAM in computers varies between 2 GB and 4 GB or even more. In a device,
such as a smartphone, it enables the user to open multiple “apps” and to multitask. It also makes
browsing the Internet faster.
 Storage: The total capacity, amount of free space and access time of a computer’s hard drive or the
storage capacity of a device, such as a digital camera, influences speed and performance. The larger
the storage space, the quicker the access time and the more free space available, the faster the
computer or device will be.

8 Computer Essentials
similar to televisions, but mostly have higher display resolution than televisions. A high display resolution
makes it easier to see smaller letters and fine graphics.

There are mainly three types of screens in use, namely the older CRT screens and the more modern LCD and
LED screens.

Cathode Ray Tube (CRT) Screens

CRT screens are heavy, use a lot of desk space and electricity. It is the
oldest technology used by screens and is based on the cathode ray tube
technology that was developed for television. Screens are made with
better parts which give a much higher display resolution and picture
sharpness than a television. Electrical signals are converted to an image
by a device called a cathode ray tube (CRT). This type of screen is no
longer popular.

Although these screens have excellent viewing angles, the size, weight
and high power consumption make them undesirable. They generate a
considerable amount of heat when running. These screens are also
difficult to repair or service.

The glass envelopes in the screen contain toxic elements. Many countries treat CRTs as toxic waste and
prohibit their disposal in landfills or by incineration.

Liquid Crystal Display (LCD) Screens

LCD screens are often called a flat-panel display or flat screen and
use liquid crystals to display images on the screen. It is a newer
technology than CRT screens. LCD monitors use much less desk
space, are lightweight and use less electricity than CRT screens. This
type of screen has been used for many years in the screens of laptop
and notebook computers. It is also used for screens in mobile
phones and many handheld technologies. It can produce a very high
quality and stable display of graphics and text.

The size of monitors is measured diagonally from corner to corner

in inches. Nowadays, 15 inch or 17 inch monitors are the most
commonly used. Other sizes are 19 and 24 inches. Smaller laptops
and notebooks usually have screens of 10.5 inches. Although LCD
screens have limited viewing angles, they can be made in almost
any size or shape.

Light-Emitting Diode (LED) Screens

LCD and LED screens are based on the same basic

technology for image display, but differ in the kind of
backlighting used. While LCD screens use cold
cathode fluorescent lamps for backlighting, LED
screens use light-emitting diodes. This is the main
difference between the two display technologies. LED
screens are in reality an improved version of the LCD
screen. The backlighting improves picture quality
substantially and light shed by LEDs offers superior
picture quality, compared to LCDs.

Computer Essentials 9
LED screens are a very recently introduced technology and they are preferred over LCD screens, because of
the amazing rich picture quality. LED screens are softer on the eyes than LCD screens which make them
popular choices for people who work for long hours on their computers. LED screens have excellent viewing
angles and are very light weight.

One more advantage that LED screens have over LCD ones is the power consumption factor. Their power
consumption is as much as 40% less than conventional LCD monitors. They are also much eco-friendlier as
mercury is not used in their production. LEDs last longer than cold cathode fluorescent lamps, with little
reduction in their power output over time.

One major drawback of LED technology is the high price factor. LED screens are expensive to manufacture at
the present time. When they become more affordable, they will certainly replace LCD screens.

10 Computer Essentials
Keyboard

The computer keyboard is an input device and the most general way to enter data. The keyboard is a direct
line of communication between the user and the computer. Keyboards can be used to enter letters, numeric
characters and instructions to other parts of the computer for processing. The computer keyboard consists of
between 80 and 110 keys, depending on what type of keyboard is used. The number of keys can also vary
between countries, as the alphabets of various countries differ. The layout of keyboards can vary. There is for
example the QWERTY keyboard (the name derives from the first six characters on the top alphabetic line of
the keyboard) which is the standard layout and most popular. The Dvorak layout (where the middle row of
keys includes the most common letters) is another layout, but less popular.

Computer Essentials 11
 Function Editing

Windows Modifier/Booster Direction Numeric

Smartphones also feature keyboards. Since they are not full-size

keyboards, there are often built-in shortcuts to help the user, for
example, on some smartphones, pressing the space bar twice ends a
sentence by entering a period and space. Just like computer
keyboards, each type of smartphone keyboard has its own feel and
responsiveness. Users mostly use their thumbs to enter data on these
keyboards. Smartphone keyboards range from full QWERTY
keyboards to a numeric keypad where the “1” is also “ABC” to virtual
keyboards where the keyboard is displayed on a touch screen or
projected on a flat surface.

Mouse

A computer mouse is an input device that is used to point,

click, drag and select items on the computer screen. A mouse
allows you to quickly move around on the screen by means of
a mouse pointer. The mouse pointer usually takes the shape
of a small arrow. The mouse pointer will move in the same
direction as the mouse. A mouse is usually made of plastic
and it is connected to the computer via a cable or it can be
cordless. The mouse is moved around by hand, on a mouse
pad or any flat, clean surface.

Most mouse devices will have two buttons on top and a scroll
wheel between the two buttons. Both buttons are used for
clicking and selecting functions. The wheel is used to scroll up
and down on the screen. The main purpose of scrolling is to move
quicker up or down in, for example, a document or website.
There are however, mouse devices available which allows the use
of gestures, such as swiping and scrolling across the top surface
of the mouse, to interact with the computer.

12 Computer Essentials
The computer mouse is more than 20 years old. Every day, more efficient methods of working with computers
are developed. Touchpad phones, computer screens and even touchpad computer mouse devices are replacing
the computer mouse as we know it today.

Trackpad / Touchpad

Trackpads are standard equipment in most

laptop and notebook computers. A trackpad
(also referred to as a touchpad) is an input
device where a flat surface that is sensitive to
pressure and motion is used to communicate
with a computer or device. The finger is used
to navigate or highlight text on the screen.
When moving the finger over the pad, the
mouse pointer or selection moves on the
screen and in the same direction as the finger.

Media players and digital cameras can also

feature trackpads. Trackpads can be built-in or
external trackpads can be used.

Microphone

A microphone is an input device used to record voice, music or sound into a computer or device. Special
software is used to convert the recorded sound, music or human speech into digital signals. In computers,
microphones are used for recording voice, speech recognition and VoIP.

Microphones can be connected to a computer via USB, but wireless microphones which connect to the
computer via radio waves or Bluetooth are also available.

Computer Essentials 13
 Many desktop computers have a microphone jack, which is often on
the front of the computer and can be coloured pink with an image
of a microphone over it. Most laptops and notebook computers have
a microphone jack located on the front or side of the computer.

Many laptops and devices, such as smartphones and digital

cameras, have built-in microphones for recording audio. Some
smartphones and media players can be used as microphones to
record audio on a computer, but specific software is needed to
achieve this.

Speakers

Speakers are output devices that transmit sound from the computer.
Sound can be generated from various devices, for example the CD-
ROM or an application. The quality and sound of speakers differ. More
expensive speaker systems, with subwoofer for surround sound, are
also available. Speakers can be connected to a computer by USB,
using the relevant jack or via a wireless connection.

Laptop and notebook computers and devices, such as

smartphones, media players and digital cameras usually have
built-in speakers. The quality of the sound can vary depending
on the computer or device. External speakers or headphones
can be used with all computers and devices.

14 Computer Essentials
 Input and Output Ports

What is a Port?

In very simple terms a port is a place through which information goes into and out of a computer. In more
technical terms it is an interface on a computer to which a device can be connected. Although computers
have both internal and external ports, for the scope of this manual the focus will be on external ports. External
devices can be connected to these computer ports either via a cable or wirelessly.

Care must be taken that devices are not just plugged into any kind of port. Ports have different shapes and
sizes as well as male and female connectors. Male connectors will have one or more pins where female
connectors can fit in. If it is difficult to plug a connector into a given port, turn it around and try to fit it again.
Be careful not to damage the connector or port by forcing the connector into the port.

USB Port

Universal Serial Bus (USB) was originally designed for personal

computers, to allow external devices to be connected to the computer
using a single, standardised interface socket and to improve plug-and-
play capabilities by allowing devices to be connected and disconnected
without rebooting the computer. The speed at which data is transferred
(data transfer / transmit rate) can be as fast as 480 megabits per second.
Newer USBs can reach transfer rates of 5 gigabits per second, but in
practice, these transfer rates are rarely realistic due to factors, such as
how fast the device you are transferring data from can read it.

Other convenient features include providing power from the computer to low-consumption devices without
the need for an external power supply; connecting many devices to the computer using one USB port, in which
case a USB hub is used. A USB hub is a small device with multiple USB ports that connects to one USB port
on the computer.

Therefore, if a computer has only three or four USB ports and you need more ports, the best solution is to
make use of a hub. Up to 127 devices can be connected to a single PC either directly or by making use of
hubs. A USB hub divides the bandwidth available among the devices connected to it. Connecting multiple
devices to a single USB hub can reduce their performance.

USBs are input/output ports designed to help replace all varieties of serial and parallel ports. USB ports can
connect computer peripherals, such as mouse devices, keyboards, smartphones, scanners, digital cameras,
printers, media players and flash drives. For many of these devices USB has become the standard connection
method.

HDMI Port

HDMI, short for High Definition Multimedia Interface, is a

compact audio/video interface (input/output port) for transferring
uncompressed digital audio/video data from an HDMI-compliant
device ("the source device") to a compatible digital audio device,
computer screen, or digital television. HDMI requires specific cables
and connection slots. Commonly, HDMI is used with HDTVs as a
connection between the TV and the source of the HD signal, such as
a Blu-ray player. With some digital cameras and camcorders,
especially those that record full HD video, an HDMI connector allows
you to transfer the video to your computer more quickly.

Computer Essentials 15
 Before the development of high-definition televisions, most TVs and other devices displayed pictures in what
is now known as standard definition. The picture was roughly square with an aspect ratio of 4:3. Its resolution
was about 704 x 480 pixels. Older TVs relied on analogue signals, which travel as a constantly varying electrical
current. HD devices, on the other hand, are digital. They use information in the form of 0’s and 1’s. This
information travels through cables as distinct electrical pulses. HDMI has an aspect ratio of 16:9, so the picture
is rectangular. They also have a higher resolution of up to 1920 x 1080 pixels.

Other technology, such as DisplayPort is also available. Both HDMI and DisplayPort offer high-speed all-digital
connections for video and audio with allowance for copy protection and 3D images. DisplayPort uses a more
sophisticated and flexible data transmission method.

Let’s Do It! � 3
Is a printer an input or output device?
Name three screen types for computers and devices.
Explain screen resolution.
What is a docking station used for?
What is HDMI short for?

Software and Licencing

Software is the set of instructions which the computer needs to operate or function, i.e. to perform tasks.
Without software, the computer cannot operate.

All software installed on a computer using a CD, DVD or flash disk is installed locally. Software can also be
downloaded from the Web and then installed on a computer. Most upgrades to software are available as
downloads from the Web. Examples of such software include Microsoft Office 2016 and anti-virus software.

These days, software is also available online. Online software is accessed using an Internet connection and
web browser. Examples of online software include Google Docs and Zoho. The advantages of using online
software include automatic updates and backups and many online software suites are free. One disadvantage
of online software is that it usually offers limited functionality. Some online software, such as Web Apps from
Microsoft can be used interactively with a locally installed suite, e.g. Microsoft Office 2016 (Microsoft Office
365).

Software needs to be upgraded regularly to keep up with developing technology. As software is regularly
upgraded, different versions will become available. A software version is a number which identifies one
particular stage of a developing software package, for example: Microsoft Office 2016 and Windows 10.

The term software is a general term that refers to all types of applications loaded on a computer. There are
mainly two categories of software: Operating System Software and Application Software.

Operating System Software (System Software)

Operating System Software or System Software is the most fundamental

application that runs on the computer. The Operating System (OS) works in the
background and sets the rules for how the computer or device and the application
software work together. This is the most important software on the computer.
An operating system is a set of instructions that creates a link between the
hardware and other software. The operating system acts as a host for other
applications that are run on the machine. As a host, one of the purposes of an
operating system is to handle the details of the operation of the hardware.

16 Computer Essentials
Examples of operating system software on a computer: Windows 7 / Windows 8 / Windows 10, Ubuntu, LINUX.

A mobile operating system, also referred to as mobile OS, is the operating system that operates a
smartphone, tablet, or other digital mobile devices. Modern mobile operating systems combine the features
of a personal computer operating system with touchscreen, cellular, Bluetooth, Wi-Fi, GPS mobile navigation,
camera, video camera, speech recognition, voice recorder, music player, and other features.

Examples of operating system software on mobile devices: Google Android, Apple iOS, and Windows from
Microsoft.

Functions of the Operating System

 The operating system serves as a communication link between the user and the hardware.
 It runs other software applications and controls how an application interacts with the user.
 It co-ordinates the operations of all parts of the computer system.
 It maintains the flow of events.
 It provides the user with tools with which to manage disks and folders.
 It manages hardware and peripherals and the memory on the computer.

Application Software

Application software is task-specific applications. It

is any application designed to perform a specific
function directly for the user or, in some cases, for
another application. Application software needs
operating system software to perform properly.
Application software is sometimes referred to as
“apps”. In recent years, the abbreviation "app" has
specifically come to mean application software
written for mobile devices, with the abbreviation in
particular representing both the smaller size and
smaller scope of the software.

Common examples of application software:

 Office productivity software: In computing, a productivity suite is a collection of productivity

applications intended to be used by workers. The components are generally distributed as a package,
have a consistent user interface and can usually interact with each other. A suite normally includes
word processing, spreadsheet and presentation applications. Other applications, such as database and
email applications, are often included. Some office productivity suites are bought, but free software is
also available. Examples of office productivity suites are Microsoft Office 2016 and OpenOffice.
 Communication software: This software makes it
possible to send and receive data over telephone
lines through modems. Files and messages in text,
audio and/or video formats are exchanged between
different computers or users. Examples of
communication software are instant messaging
software and email. Voice over Internet Protocol
(VoIP) is an example of communication software.
VoIP allow users to make phone calls through the
Internet at a convenient cost. Examples of
communication software are Microsoft Outlook 2016
(email), WhatsApp (instant messaging) and Skype
(video conferencing).

Computer Essentials 17
  Social networking software: Social networking software employs web- and mobile-based
technologies to support interactive dialogue and introduce considerable and universal changes to
communication between organisations, communities, and individuals. Social network applications
include communication tools and interactive tools often based on the Internet. Communication tools
typically handle the capturing, storing and presentation of communication, usually written but
increasingly including audio and video. Examples of social networking software include Facebook and
Twitter.
 Media applications: These software applications are computer software used for viewing and playing
back multimedia files. Audio software can be used for playing, recording, converting and modifying
audio files. Video software is used to manage and edit videos. An example of media software is Windows
Media Player.
 Mobile applications: A mobile application, or mobile “app”, is a software application designed to run
on smartphones, tablet computers and other mobile devices. They are available through application
distribution platforms, which are typically operated by the owner of the mobile operating system, such
as the Apple App Store and Google Play Store. Some “apps” are free, while others can be purchased.
Usually, they are downloaded from the platform to a target device, such as an iPhone or Android phone.
Mobile “apps” were originally offered for general productivity and information retrieval, including email
and weather information. However, mobile applications rapidly expanded into other categories, such as
mobile games, GPS, banking, etc. Examples of mobile applications include Apple Music and Facebook
Messenger.

End-User License Agreement

The End-User License Agreement (EULA) is the type of license used for most software. It is an agreement
between the manufacturer or author of the software and the end-user of the software application. In other
words, when an end-user buys software, it does not mean that the user now owns the software. It is the right
to install and use the software that has been bought. This type of agreement is usually a single-user licence
agreement and grants the buyer the right to install and use the software on one PC and make a backup copy.
It therefore specifies how the software may or may not be used and any restrictions the manufacturer may
impose, e.g. that the software may not be shared with any other users. The EULA protects the
manufacturer/author from liability if the software is used in a way not intended by the manufacturer or author.
It also protects the user should the software cause any damage to, e.g. the computer of the user.

Typically, a user needs to accept the terms and conditions of the EULA by
clicking on an acceptance form or button that will appear on the screen
during the installation process. The user will not be able to use the software
unless the EULA is accepted.

Organisations with many computers can buy software licenses for all the
computers, usually at a reduced price per unit. This agreement is called a
site licence agreement. Any licence agreement is a legal contract between
the software publisher and the user(s).

Types of Software Licenses

Proprietary License

With proprietary software licenses, the software publisher grants the use of one or more copies of software
under the End-User License Agreement (EULA), but ownership of those copies remains with the software
publisher. As the ownership of the software remains with the software publisher, the end-user must accept
the software license. In other words, without acceptance of the license, the end-user may not use the software
at all. Usually, with proprietary software licenses, the license contains an extensive list of activities which are

18 Computer Essentials
restricted, such as simultaneous use of the software by multiple users and the modifying of the software. Most
EULAs include maintenance and minor upgrades of the software. One example of a proprietary software license
is the license for Microsoft Office.

Open Source License

Open source refers to any application of which the source code is made available for use or modification as
users or other developers see fit. Source code is the list of instructions written in a programming language
used to construct a computer application. Open source applications can usually be downloaded for free from
the Internet or bought at a small fee. The source code must be made available to a user. Changes can be
made to the source code and the software can usually be redistributed again along with the changed source
code.

With an open source license, the acceptance of the license is basically optional. The end-user may use, study
and privately modify the software without accepting the license. However, if the user wishes to exercise the
right of redistributing the software, then the end-user may have to accept, and be bound by, the software
license.

An example of an open source software license is the license for OpenOffice.

Shareware / Trial Version License

Shareware or a trial version (trialware) is proprietary software that is copyright-protected, but may be
downloaded by a user to review and evaluate the software before purchasing it. The trial version license or
shareware license can either be a fully functional time-limited version of the software or a feature-limited
version of the software or a combination of the two types. After a specified time, the user is asked to either
stop using the software or purchase the full version of the software and register the product.

Shareware or a trial version can be downloaded from the Internet, but it might also be available on CD.
Shareware and trial versions are often offered without support or updates which will only become available
with the purchase of a license. An example is Adobe Acrobat Professional.

Freeware License

Freeware is copyrighted software that can be copied, used and distributed at no charge. In other words, the
license is free of charge. It will always have an explicit notice stating that use of the software is free of charge.
Although this software is free, it might not be sold or used in any way for commercial purposes. Freeware are
mostly downloaded from the Internet.

Although both open source software and freeware are free of charge,
freeware are not made available with the source code and the source code
can thus not be changed by others. An example of freeware is Adobe Reader.

Start Up, Shut Down

Starting the Computer

The power switch of the computer is located on the front panel of the system case of a desktop computer. It
is usually the biggest or most colourful button on the front panel. For a laptop or notebook computer, the
power button is usually located under the lid, at the top left or right. Before switching on the computer, ensure
that all the peripheral devices (monitor, printer, scanner, etc.) connected to the computer are switched on.

Computer Essentials 19
 Ensure that there are no disks or CDs in any of the available drives. When the computer is switched on, the
machine goes through several internal processes before it is ready for you to use. This is called booting up
the computer. The boot process is controlled by the computer's basic input-output system (BIOS).

The power button

may look like this

What Happens When the Computer is switched on (Boots Up)?

1. The power button activates the power supply in the computer, sending power to the motherboard and
other components. The computer then performs a power-on self-test (POST). The POST is a small
computer application within the BIOS that checks for hardware failures.
2. The computer displays information on the screen showing details about the boot process. These may
include the BIOS manufacturer and revision, processor specifications, the amount of RAM installed and
the drives detected.
3. The BIOS finds a boot loader on the boot disk (hard drive) of the computer and loads the boot loader
in the system’s Random Access Memory (RAM). The boot loader is a small application which will find
and launch the computer’s operating system into memory (RAM).
4. When the boot loader finishes its task, it turns control of the PC over to the operating system. The
operating system is then ready for user interaction.
5. When an application is launched, it is loaded in RAM. To conserve RAM usage, many applications initially
load only the essential parts of the application and then load other pieces as required. When an
application has loaded, any files that are opened for use in that application are loaded in RAM. When a
file is saved and the application closed, the file is written to the specified storage device and the file
and the application is removed from RAM.

If Windows is the operating system of the computer, the Windows lock screen will be displayed on the screen
when the booting process has been completed. (For the purpose of this manual we are using Windows 10 as
the operating system.)

Log On using Username and Password

After the computer is switched on and starts to boot, a lock screen will appear. The lock screen shows basic
information, such as the date and time. Press any key on the keyboard or click with the mouse to move to
the sign-in screen (also referred to as the login screen). The sign-in screen is where a user selects his/her
account by clicking his/her name and entering a password if required. If there is only one user, the computer
can be set up to move directly to the Windows desktop without asking for password. If you want to prevent
someone who logs in on from seeing your files, make sure that you need a password to log in.

Several users can share a computer. It is easy to set up and manage user accounts for everyone who uses
the computer. A user account is a collection of information that tells the operating system (Windows) about a
specific user, e.g. if that user is only allowed to perform certain tasks on the computer. Multiple usernames
and passwords can be created and stored. Users can switch between accounts without having to restart the
computer. If there is more than one user, you will be required to click your icon (name) and enter a password,
depending on how your account is set up. Help is available to remember a forgotten password. Once the
password is entered, the Windows desktop will be displayed.

20 Computer Essentials
 The Windows 10 Lock
screen – click or press a
key on the keyboard to
advance to the Sign-In
screen

The Windo ws 10 Sign-In

Screen – click your
account na and enter a
passwordto advance to
the Wind ows desktop

Windows 10 makes sharing a computer easy by storing personalised settings and preferences for each user.
You can customise and save the way your screens look, protect your files with a password, and see your own
list of Web favourites and recently-viewed areas.

Each user can create a separate password-protected account with personalised settings and private files.
Multiple user accounts can be active at the same time. Users simply switch back and forth (sign on and off)
without having to close applications or turn off the computer. Ensure that all files are saved before switching
to a next user to prevent losing your information.

The desktop screen will appear when the computer has finished booting. Applications, such as Microsoft
Outlook or Microsoft Word, which is used often, can be pinned to the Taskbar for easy access. To access other
applications, click the Start button to display the Start menu. The Start menu in Windows 10 is a blend of the
old menu found in Windows 7 and the Start screen in Windows 8.

A list of most used applications will appear at the top left of the Start menu. All available applications will be
listed alphabetically below that. Click the relevant application to open it. To the right of the application list, is
what is commonly referred to as live tiles, which usually open Windows Store apps. These tiles can be used
to convey useful and relevant information, such as headlines, and updates.

Computer Essentials 21
 Desktop

Start menu

Start button

Never switch off a computer without following the proper steps. Certain processes have to occur before it can
be turned off. Turning off the computer without following the correct procedure can damage the computer.
First of all, make sure that all applications and documents are closed.

Method 1 – Log Off (Sign out)

1. Display the Start menu.
2. Click your account picture to the left of the Start menu.
3. Select Sign out from the menu.
4. Another user can now log on (sign in) without needing Account
to restart the computer. picture

 Alternatively, press the Windows key + L on the keyboard to

lock the computer. The lock screen will be displayed. Another user
can now sign in using their account.

Method 2 – Shut Down

1. Display the Start menu.
2. Click the Power button and select Shut down from the menu.
3. The computer will turn off automatically.

Method 3 – Shut Down

The keyboard keys for shutting down the computer are Alt + F4. Only use these keys when all applications
are closed. The Shut Down Windows dialog box will open. Ensure Shut down is selected and click OK.

22 Computer Essentials
Restart the Computer using an Appropriate Routine

It is sometimes necessary to restart a computer, e.g. when new

software is installed or settings are changed. Restarting the
computer is necessary for the new settings or software to be
effective.

1. Display the Start menu.

2. Click the Power button and select Restart from the menu.
3. The computer will not shut down, but will reboot
automatically. There is no need to turn off the computer.

Let’s Do It! � 4
Define the term software.
Name five examples of application software.
What is an End-User License Agreement and what is the purpose of such an agreement?
What is the difference between freeware and shareware?
Which keyboard keys can be used to shut down a computer?
Name four types of software licenses.

Desktop, Icons, Settings

The following outcomes are covered in this category:

 Outline the purpose of the desktop and the taskbar.

 Identify common icons like those representing: files, folders, applications, printers, drives, shortcuts,
recycle bin.
 Select and move icons.
 Create, rename, move, delete a shortcut.
 Identify the different parts of a window: title bar, menu bar, toolbar, ribbon, status bar, scroll bar.
 Open, collapse, expand, restore down, maximise, resize, move, close a window.
 Switch between open windows.
 Use available help functions.
 View the computer’s basic system information: operating system name and version number, installed
RAM.
 Change desktop configuration settings: date and time, volume settings, background, resolution.
 Change, add, remove keyboard language. Change default language.
 Shut down non-responding application.
 Install, uninstall an application.
 Connect a device (USB flash drive, digital camera, media player) to a computer. Disconnect a device
using an appropriate routine.
 Capture a full screen, active window.

Desktop and Icons

Desktop

The desktop screen is a display area that fills the whole screen. The desktop will appear when the computer
has finished booting. The desktop usually displays a background picture, called wallpaper, different icons for

Computer Essentials 23
 files, folders or applications and the Taskbar at the bottom. The desktop may look different from one machine
to another as the desktop can be customised to fit the needs of a user.

If there is more than one user, each user can customise the desktop, e.g. the background and icons, without
erasing another user’s settings. Windows will save the settings for each user and will activate that user’s
settings when that user signs in.

Icons

Windows desktop

Colleg
Buttons pinned
to Taskbar Taskbar

Notification
area

Taskbar

The Taskbar appears at the bottom of the desktop screen and contains several buttons, such as the time, on
the right-hand side (Notification Area). It also has fixed or “pinned” buttons (icons) to the left.

Buttons pinned to the Taskbar

Open applications Notification area

When a fixed (pinned) button on the Taskbar is clicked, that application will open and the button will appear
as depressed. If there is no fixed button for a specific application on the Taskbar, use the Start menu to open
the application. A button will be added to theTaskbarto show that the application is open (active). Place the
mouse pointer on the button on the Taskbar to display a small pop-up window containing a preview of the
open file as well as the name of the application and file. A user can switch between applications by clicking
the relevant buttons on the Taskbar.

To pin a button to the Taskbar, open the application from the Start menu. Right-click the application button
on the Taskbar. From the menu, choose Pin to taskbar. To remove a fixed button from the Taskbar, right-click
the button on the Taskbar and select Unpin from taskbar.

24 Computer Essentials
 Applications can also be pinned to the Taskbar using the
Start menu. Display the application in the list and then
right-click the name of the application. Place the mouse
pointer on the More option on the shortcut menu and then
select Pin to taskbar from the side menu.

Consolidating Buttons on the Taskbar

More than one application or file can be opened at the same time. When there are many open files, the buttons
on the Taskbar are consolidated. Place the mouse pointer on the button to display a small pop-up window
containing a preview of each open file. Place the mouse pointer on any of the open files to display a full
screen preview. To switch to a different application or file, click the relevant preview pop-up window.

The active
do cument
be will
highlighted

Working with Icons

An icon is a small picture on the screen that represents a file, folder or application. An icon usually consists of
a picture and text for identification. The purpose of an icon is to make it easier for the user to access frequently
used objects. Click an icon once to select it and double-click an icon to open the associated file, folder or
window.

Some icons are loaded automatically (by default) on the desktop when installing Windows,
for example the Recycle Bin. Users can also create their own icons. Icons can also be
hidden, rearranged, resized, copied and moved.

Examples of common icons:

Type Icon Description

A file is a document created by using an

File
application, e.g. Microsoft Word.

Folder Files are stored in folders.

Computer Essentials 25
 A software programme. Each application is
Application
used to perform specialised tasks.

Microsoft Word is a word processing

MS Word 2016
application.

MS Excel 2016 Microsoft Excel is an accounting application.

MS Access 2016 Microsoft Access is a database application.

Microsoft PowerPoint is a multimedia

MS PowerPoint 2016
application.

A printer is used to create output in the form

Printer
of hard (paper) copies.

Hard Disk Drive The main storage device in the computer.

CD-RW / DVD Drive This drive is used for CD or DVD disks.

Network Drive Drive of another computer on a network.

Removable Disk Drive Additional drives, e.g. a flash disk.

Shortcut to a programme. An arrow indicates

Shortcut to programme
a shortcut.

Deleted files and folders are moved to the

Recycle Bin
Recycle Bin.

Select and Move Icons

Select an Icon

Click an icon once to select it. A selected icon will be highlighted. Press
and hold Ctrl to select more than one icon at a time. Select the first icon,
press and hold Ctrl, and then select (click) the other relevant icons.

26 Computer Essentials
Move an Icon

1. Select the icon to be moved.

2. Holding the mouse button, drag the icon to the desired location.
3. Release the mouse button.

Create, Rename, Move, Delete a Desktop Shortcut Icon

Most of the applications installed on your computer will be

available on the Start menu. You can click an option or tile to
access an application. You can however, still create and place
shortcuts on the desktop to conveniently access files, folders,
Shortcut to the
applications and drives. If there is a shortcut on the desktop, Let’s Do It! folder.
The arrow indicates
you will not need to go to the Start menu or open File Explorer.
a shortcut.
Applications can also be pinned to the Taskbar. Shortcuts are
placed on the desktop as icons. An arrow indicates a shortcut.
Double-click the shortcut icon to open the relevant file, folder,
application or drive.

Let’s Remember!
A shortcut is not a copy of the file, folder or application, but gives the computer directions
to the file, folder, application or drive.

Create a Shortcut to an Application

1. Display the Start menu.

2. Locate the application for which you want to create a shortcut. It may be necessary to scroll through
the list to find the application you are looking for.
3. Right-click the application name to display a shortcut menu. Select More � Open file location. File
Explorer will open at the correct location with the shortcut location of the application already selected.
4. Right-click the application name and from the shortcut menu, select Send to � Desktop (create
shortcut).
5. The shortcut icon will be placed on the desktop.

Computer Essentials 27
 Right-click the application
name and select Send to �
Desktop (create shortcut)

Create a Shortcut to a Folder, File or Drive

1. Display the Desktop.

2. Once on the desktop screen, click the File File Explorer
icon on Taskbar
Explorer icon on the Taskbar.
3. Navigate to the location of the file,
folder or drive for which the
shortcut must be created.
4. Right-click the relevant folder, file
or drive.
5. Select Send to � Desktop (create
shortcut). For a drive, select Create shortcut.
6. The shortcut icon will be placed on the desktop.
Shortcut
to file

Move a Desktop Shortcut Icon

1. Select the icon to be moved.

2. Holding the mouse button, drag the icon to the desired location.
3. Release the mouse button.

Rename a Desktop Shortcut Icon

1. Right-click the icon to be renamed.

2. Click Rename on the shortcut menu.
3. Type the new name. Press Enter.

Delete a Desktop Shortcut Icon

1. Select the icon to be deleted.

2. Press Delete on the keyboard. Alternatively, right-click the shortcut icon and select Delete from the
shortcut menu.
3. A warning message will appear, click Yes to confirm the deletion.

 Deleting a shortcut will not remove the file, folder, application or drive, only the shortcut.

28 Computer Essentials
 Using Windows

Parts of a Window

Title bar Minimize button Maximize button

Close
button

Ribbon

Toolbar Scroll
arrow

Window
border

Scroll
bar

Scroll
box

Status bar

Let’s Remember!
In computer language, there is a difference between the words Windows and window/s.
Windows with a capital letter refers to the operating system, e.g. Windows 10. When the
lowercase “w” is used, it refers to specific windows (framed workspace) on screen that
can be manipulated or worked with.

Title Bar

The horizontal bar at the top of a window is called the Title bar. The window in the above example is the
Recycle Bin. The colour of the active window may be brighter than other open windows, but not necessarily.
Only one window can be active at a time and will be in front of other windows. The Title bar typically also
contains the Minimize, Maximize and Close buttons.

Menu Bar

The Menu bar contains all the available menu options with a list of related commands under each option. The
Menu bar is usually situated directly beneath the Title bar. Not all windows have Menu bars, but all windows
do have Title bars.

Toolbar

Toolbars contain shortcuts to certain tools that are used often. Place and hold the mouse pointer on any button
to display a tool tip explaining the function of the button. More than one toolbar can be displayed at the same
time. Note: Toolbars have mostly been replaced with a Ribbon and tabs for the last few versions of MS Office.

Computer Essentials 29
 The Ribbon

The Ribbon is a set of tabs at the top of the window in Office applications designed to help you quickly find
the commands that you need to complete a task. There are various tabs, e.g. the Home tab and the View tab.
These tabs are task oriented. Groups within each tab break a task into subtasks. Some windows will also have
a Ribbon instead of a Menu bar or toolbar.

Tabs

Groups

Status Bar

The Status bar shows the status of an open window. It is displayed at the bottom of a window. If the Status
bar is not visible, it can be activated by clicking the View tab. Select the Options to the right of the tab. The
Folder Options dialog box will open. Select the View tab. Scroll down and check the Show status bar check
box. Click OK.

Scroll Bar

The scroll bar appears on the right and bottom of a window when not all of the window contents are visible,
allowing users to scroll to or view other portions of the window. Use the scroll bar on the right to scroll up and
down and the bottom scroll bar to scroll to the left and right.

Scroll Arrow

An arrow located at the end of each scroll bar enables users to view the contents of a window in the desired
direction. By clicking the arrow the scroll box will move up or down, or left or right in the scroll bar.

Scroll Arrow Scroll Box Scroll Bar

Scroll Box

The rectangular box in the scroll bar is called a scroll box. Except for clicking the scroll arrows, the box can
also be moved by clicking and dragging the box up, down, left or right.

Actions for Windows

Open a Window

To open a window, double-click the relevant icon on the desktop. Applications can also be opened from the
Start menu and Taskbar.

Expand a Window

A window can be expanded by placing the mouse pointer on the top or bottom edge of a window. When the
mouse pointer changes to a double-headed arrow, click and drag the window border to the top or bottom of

30 Computer Essentials
the screen. The window will expand vertically to the entire height of the desktop, but the width of the window
will stay the same. A window can also be dragged (click and drag the Title bar) to the left or right of the
desktop where it will “snap” in place as soon as the mouse pointer touches the edge of the screen. In this
case, the window will expand to half the desktop screen.

Collapse (Minimize) a Window

The Minimize button is located at the top right of a window. When the Minimize button is clicked,
the open window will collapse and appear as a button on the Taskbar. To display the window on
the desktop again, click the button on the Taskbar. It is important to note that, when minimized,
the application is still active – it is not closed.

When numerous windows are open, all windows apart from the active window can be minimized at the same
time. Place the mouse pointer on the Title bar of the active window and rapidly drag (“shake”) the window
from side to side. Repeat this action to restore the other windows to their previous sizes.

Maximize a Window

TheMaximizebutton is located at the top right of a window. When theMaximizebutton is clicked,

the window will expand and occupy the entire screen. Alternatively, click and drag the window to
the top of the screen to maximize the window or double-click the Title bar of a window. The
Maximize button will then change to the Restore Down button.

Restore a Window (Restore Down)

Select the Restore Down button to return the window to its previous size before the Maximize
button was selected. The Restore Down button will then change to the Maximize button. When a
window is maximized, you can click and drag the Title bar of the window down to restore it to its
previous size.

Resize a Window

The bottom right corner of a window can be used to resize a window. Place the mouse pointer on the window
corner. When the mouse pointer changes to a double-headed arrow, click and drag diagonally to resize the
window.

The window border is the outer edges of a window. The borders can also be used to resize a window. The
mouse pointer will change to a double-headed arrow if it is placed on a window border. As soon as the arrow
appears, click and drag to resize the window. A window can only be resized if it is not maximized.

Move a Window

Click the Title bar of the window and, holding the mouse button down, drag to move the window to a new
position. If a window is maximized, it can still be moved in the same way.

Close a Window

The Close button of a window is located at the top right of a window. Close the active window by
clicking the Close button. The keyboard keys to close a window is Alt + F4.

Switch between Open Windows

More than one application (window) can be open at any time. Sometimes it is necessary to work with more
than one application without opening and closing each one every time it is needed. A practical way of dealing
with these open applications is to task switch between the applications.

Computer Essentials 31
 All open applications (windows) will appear as buttons on the Taskbar. One window will be the active window.
The active window is in front of other windows on the desktop and the button on the Taskbar will have a thin
white border. To switch to another window, simply click the relevant button on the Taskbar. The selected
window will now be active and appear in front. Another way to switch between open windows, is to press and
hold the Alt key on the keyboard and then press the Tab key. All open windows will appear on the screen.
Keep pressing Tab until the correct window is selected and then release the Alt key.

Let’s Do It! � 5
1. What is the purpose of the Taskbar?
2. Locate the Recycle Bin icon on the desktop.
3. Open the Recycle Bin window.
4. Use the mouse pointer to identify the following:
 Title bar
 Scroll bar
 Status bar
 Maximize button
5. Resize the window to make it smaller.
6. Expand the window to the right of the screen.
7. Maximize the window.
8. Restore the window down to its previous size.
9. Open the Paint application. Ensure the Paint window is maximized.
10. Switch back to the Recycle Bin window.
11. Create a desktop shortcut for Microsoft Access using the Start menu.
12. Rename the shortcut to MS Access.
13. Move the MS Access shortcut icon to the top right of the desktop.
14. Delete the MS Access shortcut icon.
15. Close all windows.

Tools and Settings

Help Function

There are various methods to find help on Windows. We will look at two methods.

Method 1 – Microsoft Tips app

1. Click the Start button or the Search button on the Taskbar and
then type Tips.
2. The Tips app will be displayed in the list of search results.
Select the app. The Tips window will open.
3. There are four tabs at the top left that you can choose from,
namely Welcome, What’s new, Browse topics and Videos. The
Welcome and What’s new options can be used to get an
overview of specific topics.
4. Click the Browse topics icon to see more options.
5. If, for example, you need information on how to personalise
your lock screen, you will click on Notifications and lock screen.
More options will be displayed.
6. Select Personalize your lock screen.
7. Step-by-step instructions will be displayed.
8. Close the Get Started app when you are done.

32 Computer Essentials
 Microsoft
Tips app

Browse
topics

Click the topic

you need help on

Universi

Click the
relevant topic

Hodm

Computer Essentials 33
 Instructions will
be displayed

You can also use the Search feature in the Tips app.

1. Click in the text box and type a keyword or phrase to search. Click the Search button or press Enter.
2. A list of search results will be displayed.
3. Click the topic you feel is most relevant.
4. Instructions will be displayed.
5. Close the app when done.

Enter a keyword
or phrase

Search
results

Instructions will
be displayed

34 Computer Essentials
 When you cannot find information on a specific topic, you can also use a web browser and search
engine, e.g. Microsoft Edge and Bing, to search for specific topics. There are many user forums which
can be helpful to other users.

Method 2 – Search button on Taskbar

The Ask me anything feature can be used to search for help on specific topics, files, folders and apps.

1. Click the Search button.

2. Enter a keyword or phrase to search for.
3. Search results will be displayed.
4. Click the option you feel is most relevant. Sometimes you will be taken directly to the app or feature
you were asking about or wish to change. Sometimes, when you select an option, you will be directed
to a web browser with more search results.

Search results
– click the
most relevant

Enter a keyword
or phrase

Hodm Make the

necessary changes

Computer Essentials 35
 Search results
– click the
most relevant

Enter a keyword
or phrase

You will be directed

to a web browser
with more options

Universi Follow instructions

or click the most
relevant option

 When you are directed to the specific feature or app, make the necessary changes and then close th
e
window. When you are directed to a web browser (usually Microsoft Edge), look at the search results
and click the most relevant option. Follow the instructions and then close the web browser.

Control Panel and Settings App

Some settings for Windows 10 can be changed using the Control Panel. Other settings can be altered using
the Settings app. Both methods can be used per a user’s preference.

The Control Panel is a part of the Microsoft Windows graphical user interface which allows users to view and
manipulate basic system settings and controls, such as adding hardware, adding and removing software,
controlling user accounts and changing access options. These settings control almost everything about how
Windows looks and works and they allow you to set up Windows to suit your personal needs.

36 Computer Essentials
 Some of the Control Panel tools can be used to customise your own settings and make the computer fun to
use, for example selecting a background picture. Other tools make it easier to work with Windows, such as
switching the mouse buttons if you are left-handed.

To open the Control Panel from theStart menu, click the Start
button at the bottom left of the screen. Enter Control Panel.
The Control Panel option will be listed. Click to open the Control
Panel. The same method can be used by clicking the Search
button on the Taskbar.

Once the Control Panel is open it can be pinned to the Taskbar

for easy access. Right-click the Control Panel button on the
Taskbar and select Pin to taskbar from the menu.

When opening the Control Panel, you will see items organised by category. Position the mouse pointer over a
category to display a screen tip showing which settings can be changed in that category. To open an item,
simply click that item, e.g. Hardware and Sound. Tasks will be listed under each category. Click the option
you want to use.

View by drop-
down list

Point to a category
with the mouse to
view more information

Another method to find an item in the Control Panel is to use thee Search option. Click the Search box and type
a keyword or phrase. A list of related tasks will appear as you type. Click the relevant option.

Type a keyword
or phrase in the
Search box

Hodm A list of related

tasks will be
displayed

Computer Essentials 37
 To view a list of all the Control Panel items, click the View by drop-
down list and select Large icons or Small icons. A complete list will
be displayed. Click the relevant option to continue.

List of all Control

Panel items

When a Control Panel item is selected and the next page opens, other Control Panel items will be displayed
on the left of the window. Click an option to display a list of related items. Click the Control Panel Home link
to move back to the first page.

List of other Control

Panel items

38 Computer Essentials
 Use the Back and Forward buttons at
the top left of the Control Panel window
Back and Forward to move to the previous or next page.
buttons and drop-
down arrow Click the drop-down list to choose a
specific page.

To open the Settings app, click the Start button and then click the Settings
button on the left. Alternatively, right-click the Taskbar and select Settings from
the shortcut menu. Once the Settings app is open, various categories, including
System, Accounts and Ease of Access will be available. Click a category to see
more options.

Categories in the
Settings app

View the Computer’s Basic System Information

You can display information about certain computer components (e.g. installed RAM and processor type) or
the installed operating system (name), by following these steps:

Method 1 – Control Panel

1. In the Control Panel window, click System and
Security.
2. From the list of related tasks, select System.
3. The operating system information, including
the name of the operating system, is displayed.
4. The RAM and Processor information is also
shown.
5. Close the Control Panel.

 Alternatively, enter System in the Search box or display the complete list of Control Panel items and
select System.

Computer Essentials 39
 Operating System
info mation

RAM and Processor

information

To find out which version of Windows is running

on your computer, click the Start button and
then type winver and press Enter. The About
Windows dialog box will open which will display
the version number of the operating system. In
the example to the left, the version number for
Windows 10 is 1607.

Method 2 – Settings app

1. Click the Start button and then select the Settings button to open the
Settings app. The Settingsbutton is on the left of the Start menu, above
the Power button.
2. Click the System category.
3. Scroll down and click the About tab on the left.
4. The operating system information, including the name of the operating
system and the version of software, is displayed. The RAM and
Processor information is also shown.
5. Close the Settings app.

System requirements for software are conditions that your computer hardware and software components
must meet or exceed for that software to be able to work. The basic system information can be used to check
whether your computer meets the minimum system requirements.

40 Computer Essentials
 Desktop Configuration Settings

Date and Time Properties

The date and time is displayed on the right-hand side of the Taskbar.

Open the Control Panel. From the list of Categories, select Clock, Language, and Region. From the list
of related tasks, select Set the time and date. Alternatively, display the complete list of Control Panel
items and click Date and Time.
The Date and Time dialog box will open. The current date and time will be displayed. To change the
date or time, click Change date and time.

Computer Essentials 41
 3. Use the back or forward arrow to move to a different month or year. Click the correct day in the
calendar.
4. Double-click (select) the part of the time to be changed, for example the minutes, and type in the new
value or use the up and down arrows to reach the new value. Click OK.

Click the
arrows to move
to a different
month or year

Click the
correct day of
Click arrows
the month
to change the
hour, minutes
and seconds

The battery-operated clock on the motherboard will be updated and the current date and time will appear at
the bottom right of the screen on the Taskbar. Position the mouse pointer on the button to display a screen
tip with the date and day of the week.

Un
synchronised. Computers that are not networked will not have a problem. Changing the date may also
impact on software which expires, e.g. anti-virus software.
 The date and the time a file is created or modified is displayed as part of a file’s properties.

Let’s Remember!
When customising the desktop, the settings will be saved and activated for that specific
user account.

Volume Settings

You can use volume control to adjust the volume, balance, bass and treble settings for sounds activated by
your computer or by multimedia applications. You can also use volume control to adjust the level of system
sounds, microphones, CD audio, line-in, synthesizer and wave output.

1. Click the volume icon on the bottom right of the screen on the
Taskbar.
2. Adjust the volume by dragging the slider left or right.

42 Computer Essentials
Volume settings can also be viewed and changed in
the Control Panel. Select Hardware and Sound from
the Control Panel categories. Then select Sound or
any of the other options, e.g. Adjust system
volume.

If the Volume icon does not appear on the Taskbar, click the Start button and then click the Settings button
to open the Settings app. Select the Personalisation option. Select the Taskbar tab on the left. Scroll down
and then click Turn system icons on or off. Ensure the Volume icon is turned on. Close the Settings app.

Desktop Background and Colour Settings

The desktop background, or wallpaper, can be a picture installed with Windows or a picture you have saved
on your computer, e.g. a personal photograph. It can also be a set of pictures used as a slide show.

Method 1 – apply a picture

1. Click the Start button and select the Settings option on the left.
2. Select the Personalisation category.
3. Ensure the Background tab on the left is selected.
4. From the Background drop-down list, select Picture.
5. If the picture you want to apply is not visible, click Browse and
navigate to the correct drive and folder.
6. Select the desired picture and then click Choose picture.
7. Close the Settings app.

 Themes can be applied using the Settings app. Click the Themes tab on the left and then select Theme
settings.
 A theme can be applied from the Personalisation category in the Control Panel. Themes can also be
downloaded if desired.

Computer Essentials 43
 Select Picture
or Solid colour

Click Browse

Method 2 – apply a solid colour

1. Open the Settings app. Select Personalisation � Background.
2. To apply a solid colour as the desktop background, select Solid colour from the Background drop-down
list.
3. Select a colour from the list provided.
4. Close the Settings app.

Resolution Settings

For graphics monitors, the screen resolution signifies the number of pixels (dots) on the entire screen. For
example, a 1 366-by-768 pixel screen is capable of displaying 1 366 distinct dots on each of 768 lines, or
about 1 050 000 pixels. The higher the resolution, the clearer text and images will appear.

Un
Open the setting App and click the System option.
From the list of tabs on the left, click Display.
2. Scroll down and click Advanced display settings.
3. Click the Resolution drop-down list. Select a
resolution from the available options.
4. A message box will appear asking you if you want to
keep the new settings or revert back to the previous
settings. Choose the desired option.
5. Close the Settings app.

44 Computer Essentials
 Keyboard Settings

Change, Add and Remove Keyboard Language

Each language has a default keyboard layout, but many languages have several keyboard layouts. Even if you
do most of your work in one language, you might need other layouts. This can make it easier to enter text or
edit documents in multiple languages. In English for example, typing letters with accents might be simpler
with the US International layout.

1. Click the Start button and then select the Settings button. The Settings
app will open.
2. Select the Time & language option. and click Clock, Language, and
Region. From the list of tabs on the left, click the Region & language tab.
Alternatively, click the input indicator system icon in the Notification Area
on the Taskbar.
3. The default input language is English (United States), which is
applicable to South Africa, or the first language displayed in
the list. A list of other languages available to use will be Input indicator
system icon
displayed.

 To change the default input language,

select a language in the list of available
languages and click the Set as default
button. The selected language will move
to the top of the list.

 To add a language, click the Add a language option. Select the input language that you would like to
add. The language will be added to the list and the necessary changes will be applied.

Hodm Select a
language to add

 To delete a language, select the language from the available list and then click the Remove button.
 These settings can also be changed by using the Control Panel. Open the Control Panel and then select
the Add a language in the Clock, Language and Region category.

Computer Essentials 45
 Shut Down a Non-Responding Application

When an application does not respond to mouse clicks or the keyboard, you need to shut down the application.

1. Press CTRL + ALT + DEL simultaneously

on the keyboard. From the list of options,
select Task Manager. Otherwise, right-
click the Taskbar and select Task
Manager from the shortcut menu. The
Task Manager dialog box will open.
List of active
2. From the list of applications, select the applications
application that is not responding. There
will be an indication that the application
is not responding.
3. Click End Task to shut down the
application.
4. Click the Close button to close the Task
Manager dialog box. Continue working.
Colleg End Task

 Pressing CTRL + ALT + DEL twice will restart the computer.

 Active (running) applications can also be closed using the Windows Task Manager.

Install and Uninstall an Application

Install a New Software Application

New software is typically installed from a CD or DVD, from the Internet or via a network. Most applications
installed from a CD or DVD will automatically open an installation wizard. A user can then simply follow the
on-screen instructions. To install applications from the Internet, go to the relevant website and look for a
Download button. These applications can be installed immediately by selecting the Open or Run options. A
user can also download and save the file to a folder on the computer and install it at a later stage. When
installing applications from the Internet, it is important to make sure that the publisher of the software and
the website are secure and trusted.

From a CD/DVD:

1. Insert the CD/DVD installation disk in the CD/DVD-ROM drive of the computer.
2. The Install Shield Wizard will start.
3. Follow the steps to install the new software. If prompted for an administrator password or confirmation,
enter the password or provide confirmation.

It will occasionally be required to restart the computer for the new software to be activated. The Wizard will
prompt you to do this. If the application does not begin to install automatically, read the information that is
provided with the application. There will be instructions on how to install the application manually.

To install an application which has been downloaded and saved, locate the file, and double-click to start the
installation process. Downloaded files will usually be in the Downloads folder.

46 Computer Essentials
Uninstall a Software Application

1. In the Control Panel window, select Uninstall a program in

the Programs category.
2. A list of all installed applications will be displayed. Select
the application that you want to uninstall (delete).
3. Click the Uninstall button.

4. A message box will usually appear asking if you are sure you want to delete the application. Select OK
or Yes.
5. Otherwise, follow the steps from the Uninstall wizard to delete the application.
6. Close the Control Panel.

Connect a Device to a Computer

All computers today come with one or more Universal Serial Bus connectors. These USB connectors let you
attach various devices, such as USB flash drives, to your computer quickly and easily. As the operating system
supports USB, the installation of the device drivers is quick and easy. The location of USB ports will vary
depending on the computer you are using. Desktop computers will have USB ports at the front and back of
the system case. Laptop computers have USB ports on the sides or back.

A USB flash drive is a data storage device that includes flash

memory with an integrated Universal Serial Bus (USB) interface.
USB flash drives are typically removable and rewritable. USB
flash drives are often used for storage, back-up and transfer of
computer files. A flash drive is inserted in the USB port on the
computer. Usually, the operating system will detect the flash
drive and will install the necessary drivers automatically. Once
the device is detected and installed, you can start to use it.

Most digital cameras and media players come with some way to
connect the device directly to your computer. For most of these
devices, this means using a Universal Serial Bus (USB) cable. Plug one
end of the cable into the device, and the other end into an available
USB port on the computer. The computer should detect that a USB
device have been plugged in. Some media players use the HDMI port
to connect to the computer.

Computer Essentials 47
 The USB plug that is inserted into the USB port on the computer will
ually have a USB icon on the plug (the icon looks like a three-pronged
pitchfork with an arrow in the middle). The icon should face upwards
en plugging the cable into the computer. A notification will appear to
y that the device is ready to use. Do not start using the device before
t e installation is complete.

USB icon

Disconnect a Device using an Appropriate Routine

When you want to unplug a USB device, ensure that the device is not still in use as this can lead to a loss of
information or damage to equipment. A flashing red light is usually an indication that a device is still in use.
Do not remove a USB device without following the correct procedure.

When a device is connected to the computer, a Safely Remove Hardware icon is displayed
in the Notification Area on the far-right of the Taskbar. If the icon is not displayed, click the
Show hidden icons arrow to display all the icons. To safely remove a device, click the Safely
Remove Hardware icon, and then, in the list of devices, click the device that you want to
eject (disconnect). The system will display a notification telling you it's safe to remove the
device. The device can then be physically removed.

Capture a Full Screen, Active Window

Windows enables the user to copy an image that is displayed on the screen. Screen print has a different
outcome from normal document print facilities, for the reason that the full or active screen can be copied and
pasted into a document. The picture can then be modified and / or printed.

Capture a Full Screen Image

1. Ensure that the current screen image is what you want to capture.
2. Press the Print Screen key on the keyboard. It is usually at the top right of
the keyboard. On some laptops, it will be necessary to press the blue Fn button
and the Print Screen key simultaneously.
3. Open the document or application where you want to insert the screen
capture.
4. Use the Paste function or press Ctrl + V on the keyboard to insert the image
in the application.
5. Resize and change the image as desired.

Capture an Active Window

1. Navigate to the desired window. Ensure that the window is active by clicking the Title bar of the window.
2. Press the Alt key and the Print Screen key on the keyboard simultaneously.
3. Open the document or application where the screen capture must be inserted.
4. Use the Paste function or press Ctrl + V on the keyboard to insert the image in the application.
5. Resize and change the image as desired.

48 Computer Essentials
An active window or full screen can be copied to any application. When it is copied, the screen image is saved
on the Clipboard. The Clipboard is not visible; it is a phrase to describe that the image is saved in the
computer’s memory. If it is copied to a graphics application (e.g. Paint), sections of the image can be moved
or copied and used in other applications. Some of the images in this manual have been inserted using the
Print Screen facility.

Navigate to the desired

window / screen. Press
Print Screen on the
keyboard to capture the
full screen or alternatively,
press Alt + Print Screen to
capture the active window.

F l Screen
inserted in
Mic osoft Word

Hodm

Computer Essentials 49
 Active Window
inserted in
Microsoft Word

Colleg
Let’s Do It! � 6
1. Find help on the following topics:
 Pin an application to the Taskbar
 Copy a file in File Explorer
 Delete a file or folder in File Explorer
 Creating a new folder in File Explorer
2. Change the desktop background to a solid colour.
3. Change the computer’s date to 28 July 2017. Apply the new date.
4. Change the date back to today’s date.
5. What is the RAM capacity of your computer?
6. What is the name and version of the operating system on the computer you are using?
7. What are system requirements?
8. What is the current default keyboard language on your computer?
9. Change the desktop background to any option of your choice.
10. What is the current screen resolution of your screen?
11. Display a complete list of Control Panel items.
12. Print screen only the active Control Panel window.
13. Which keyboard keys will you press to capture the full screen?
14. Connect a USB flash disk to your computer.
15. Disconnect the device using an appropriate routine.

File Management

The following outcomes are covered in this category:

 Understand how an operating system organises drives, folders, files in a hierarchical structure. Navigate
between drives, folders, subfolders, files.
 Display file, folder properties like: name, size, location.
 Change view to display files and folders like: tiles, icons, list, details.

50 Computer Essentials
 Identify common file types like: word processing, spreadsheet, presentation, portable document format
(pdf), image, audio, video, compressed, executable files.
 Open a file, folder, drive.
 Recognise good practice in folder, file naming: use meaningful names for folders and files to help
searching and organisation.
 Create a folder.
 Rename a file, folder.
 Search for files by properties: all or part of fine name using wildcards if necessary, content, date
modified.
 View list of recently used files.
 Select individual, adjacent, non-adjacent files, folders.
 Sort files in ascending, descending order by name, size, type, date modified.
 Copy, move files, folders between folders, drives.
 Delete files, folders to the recycle bin and restore to original locations.
 Empty the recycle bin.
 Identify the main types of storage media like: internal hard disk, external hard disk, network drive, CD,
DVD, Blu-ray Disc, USB flash drive, memory card, online file storage.
 Identify file size, folder size, storage capacity measurements like: KB, MB, GB, TB.
 View available space on a storage device.
 Understand the purpose of file, folder compression.
 Compress files, folders.
 Extract compressed files, folders to a location on a drive.

Introducing Files and Folders

All documents and applications that are created, saved or installed on a computer are called files. These files
are stored in folders. Files and folders are stored on specific drives, such as the hard disk, CD-RW drive or
network drive. All drives are assigned specific names. The drives on the computer are called local drives (hard
drive, CD-RW, DVD-RW) and are usually assigned letters from A to Z. The C drive on a computer is usually
the hard disk.

Entire computer
system

Documents
/ Files
Cabinet / Drive
Drawer
/ Folder

Folder

Subfolders

A drive and its contents can be compared to a filing cabinet and its contents. The drive can be seen as the
cabinet. On the drive are various yellow folders. The folders on the drive are the drawers of the filing cabinet.
Within the drawers there can be other enclosed compartments for safekeeping of important documents. This
means that within folders there may be additional subfolders.

Computer Essentials 51
 Within all the drawers and enclosed compartments there are documents. This means that within the folders
and subfolders there are files.

The following drives are usually found on a standard computer:

Hard Disk (C:)

DVD-RW Drive (D:)

Removable Disk (e.g. USB Flash Drive, E: - J:)

Network Drive (F:)

As discussed, a file is the common storage unit in a computer. All applications and data are contained in a file,
and the computer reads and writes files. A folder holds one or more files. Folders provide a method for
organising files similar to a manila file folder containing paper documents in a filing cabinet.

Folders are also called "directories," and they are created on the hard disk when the operating system and
applications are installed. For example, a user's desktop is actually a folder. A user can also create folders as
needed. Each folder can contain a random number of files, and it can also contain other folders. These other
folders are referred to as subfolders. Subfolders can contain still more files and folders and so on, thus
building a hierarchical (tree-like) structure in which one "master folder" (or "root folder") can contain any
number of levels of other folders and files. Folders can be named just as files can (except for the root folder).
The use of folders makes it easier to organise files in a logical way.

A drive, e.g. the hard disk, can be organised and managed using File Explorer.

File Explorer

File Explorer is a term most commonly used to describe the file management aspect of the operating system.
File Explorer also houses the operating system’s search functionality and file type associations. The information
on the computer can also be managed by moving and copying files and folders from one folder or disk to
another.

Open File Explorer

Method 1
Launch File Explorer by clicking the File Explorer button on the Taskbar or press the Windows
key + E on the keyboard.

Method 2
To open File Explorer from the Start menu, right-click on the Start
button and then select File Explorer from the menu. Alternatively, click
the Start button and start typing File Explorer. The option will appear
on the Start menu. Click to open the File Explorer window.

52 Computer Essentials
The File Explorer window is divided into two sections, namely:

1. The Navigation pane on the left-hand side of the screen.

2. The Contents pane on the right-hand side of the screen.

A separator bar separates the panes. The separator bar can be moved (click and drag) if one of the panes
needs to be resized.

Ribb on

Address bar

Sear h box

Left pane
(Navigation pane)

Right p ane
(Contents pane)

Separator bar

View
Status bar buttons

At the top of the Navigation Pane you will find the Quick Access area. The Quick Access area contains all the
frequently used folders and most recently used files. This allows quick access to files you are working on. Any
folder can be pinned to the Quick Access area. Right-click a folder in File Explorer and select Pin to Quick
access from the shortcut menu. You can unpin the folder at any time.

Quick Access is the folder to which File Explorer will open to. To change the folder File Explorer opens to, click
the File tab � Change folder and search options. The Folder Options dialog box will open. On the General tab,
click the Open File Explorer to drop-down list and select This PC. Click OK. File Explorer will now open to the
This PC folder.

Cloud storage services, e.g. OneDrive, have dedicated folders below the Quick Access area.

My Computer from earlier versions has now changed to This PC. The This PC area includes folders from the
current user’s account, e.g. Documents, Music and Pictures. When some of these folders or contents of folders
are selected, contextual tabs will appear on the Ribbon to offer additional tasks.

The Preview Pane

A preview of any file can be displayed in File Explorer. Click the View tab
on the Ribbon and then select the Preview pane button in the Panes
group. A preview of the file will be displayed on the right side of the File
Explorer window. Click the button again to hide the preview pane.

Computer Essentials 53
 Navigate between Drives, Folders, Subfolders and Files

To work with folders and files, you have to know how to locate the folder or file. To view the contents of a
drive, click the drive letter in the Navigation pane to display the contents of the drive in the Contents pane.
For example, click Local Disk (C:) to view the contents of the hard disk in the Contents pane. To view the
contents of a folder, select a folder in the Navigation pane to display the contents of the folder in the Contents
pane.

To expand a drive, click the right-facing arrow ( ) to the left of the drive or folder name in the Navigation
pane and the folders and/or subfolders will appear below the drive or folder name. The right-facing arrow will
change to a down-facing arrow ( ). The right-facing arrow is an indication that there are folders and/or
subfolders on the drive or in the folder. To collapse a drive or branch, click the down-facing arrow.

Collapse

Selected folder

Subfolder
Expand

Folders are listed alphabetically in the Navigation pane and will be displayed below a selected drive or folder.
If a drive or folder is selected (click name of drive or folder once) in the Navigation pane, the contents of the
drive or folder will be displayed in the Contents pane on the right. Subfolders are also listed alphabetically
below a selected folder in the Navigation pane as well as in the Contents pane. Click a folder or file in the
Contents pane to select it.

Images folder
on hard disk

3D Shapes Contents of 3D
subfolder in the Shapes subfolder
Clip art folder

54 Computer Essentials
 Display File or Folder Properties

When a file is created on a computer it is automatically given a set of properties, such as date created, size
and format. The properties of a file or folder give the user more information regarding the specific file or
folder. Information about a file or folder can be viewed in different ways.

1. Open File Explorer.

2. Navigate to the correct file or folder.
3. Right-click the file or folder. Select Properties from the shortcut
menu.
4. Alternatively, select the file or folder. On the Home tab, click
the Properties button in the Open group.
5. Ensure that the General tab is selected to view the file or folder
information.

 The mouse pointer can also be placed on a file or folder name to display
a screen tip with information about the file or folder.

Folder name

Folder location

Folder size

Contents
of folder

Date Created /
Modified

File name

File type

File location

File size

Date Created /
Modified

Computer Essentials 55
 Change View to Display Files and Folders

Method 1
1. In File Explorer, select the drive or
folder in the Navigation pane by
clicking it once. The contents of the
drive or folder will be displayed in
the Contents pane.
2. Select the View tab.
3. Select one of these options in the
Layout group: Extra large icons /
Large icons / Medium-sized icons /
Small icons / List / Details / Tiles / Content.

Method 2
1. In File Explorer, select the drive or folder in
the Navigation pane by clicking it once. The
contents of the drive or folder will be
displayed in the Contents pane.
2. Right-click in the Contents pane. From the
shortcut menu, place the mouse pointer on
View. Select the desired view option from
the side menu.

Universi Files displa yed

as large ic ons

Files displayed
as a lis

56 Computer Essentials
 Files disp ayed
in Details view

Extension Description Example

Microsoft Word 2016

Word processing document created by Microsoft Word software.
.docx Contains text, images, formatting, styles, drawn objects, and letter.docx
other document elements. Used for authoring, business,
academic, and personal documents.

Microsoft Excel 2016

Spreadsheet created with Microsoft Excel, an application used to
create spreadsheets. Stores data in worksheets, which contain
.xlsx cashflow.xlsx
cells arranged in a grid of rows and columns. May also contain
charts, mathematical functions, styles, and formatting.
Commonly used to store financial data.

Microsoft PowerPoint 2016

Presentation file created by Microsoft PowerPoint, an application
used to create slide show presentations. Contains a collection of
.pptx slideshow.pptx
slides, including their text, images, formatting, animations, drawn
objects, and other media. Commonly used in business meetings,
marketing applications, and academic classroom settings.

Microsoft Access 2016

Database created with Microsoft Access. Typically contains data
.accdb students.accdb
organised into tables and fields. May also include custom forms,
SQL queries, and other data.

Computer Essentials 57
 Text documents
.txt Standard text document that contains unformatted text. list.txt
Recognised by any text editing or word processing application.

Rich Text Files

Common text file format that supports "rich text". May include
.rtf several types of text formatting, such as bold type, italics, transport.rtf
different fonts and font sizes. May also support images saved
within the text file.

Portable Document Format

Cross-platform document created by Adobe Acrobat or an
.pdf application with the Acrobat plug-in. Commonly used for email invoice.pdf
attachments or for saving publications in a standard format for
viewing on multiple computers.

Image files
Image file that may contain up to 256 indexed colours. Common
.gif image.gif
format for Web graphics, especially small images and images that
contain text, such as navigation buttons.

Bitmap files (graphics)

Uncompressed image comprised of a rectangular grid of pixels.
.bmp picture.bmp
Contains a file header and bitmap pixels, each with a different
colour.

JPEG graphics
Compressed image format. Commonly used for storing digital
.jpg picture.jpg
photos since the format supports up to 24-bit colour; therefore,
most digital cameras save images as JPG files by default.

Audio file
Standard digital audio file format used for storing waveform data.
Allows audio recordings to be saved with different sampling rates
.wav track1.wav
and bitrates, which is the standard format used for CD audio.
WAV is short for "Waveform Audio File Format," and is
pronounced "wave."

Audio file
Compressed audio format developed by the Moving Picture
.mp3 track1.mp3
Experts Group. Commonly used to store music files and
audiobooks on a hard drive.

Video file
Video container or wrapper format created by Microsoft. Stores
.avi video data that may be encoded in a variety of codecs. Typically movie.avi
uses less compression than similar formats such as .MPEG
and .MOV.

58 Computer Essentials
 Video file
Flash-compatible video file exported by the Flash Video Exporter
.flv movie.flv
plug-in. Consists of a short header, interleaved audio, video, and
metadata packets.

Compressed file
File compressed or "zipped" using Zip compression, a common
.zip type of compression in which every file in the archive is price list.zip
compressed separately. Supported by most file
compression/decompression applications.

Executable files
Executable application file created for Windows operating
.exe systems. Runs when opened and should execute when double- setup.exe
clicked. Can also be a self-extracting archive that extracts files to
a specified location.

Internet document
Web page coded in HTML that can be displayed in a web browser.
.html index.html
Formats text, tables, images, and other content that is displayed
on the page.

Open a File, Folder or Drive

1. Open File Explorer. Navigate to the correct drive, folder or file.

2. Double-click the drive, folder or file name to open it.

 When a drive is opened, the contents of the drive will be displayed in the Contents pane.
 When a folder is opened, the contents of the folder, i.e. subfolders and files, will be displayed in the
Contents pane.
 When a file is opened, the associated application will open and the file will be displayed.

Let’s Do It! � 7
Open File Explorer.
View the different panes in the window. What is the pane on the right called?
Display the contents of the hard disk. View the folders and files in the Contents pane.
Expand the Program Files folder.
Display the contents of the Common Files folder.
View the icons as large icons.
View the icons as a list
Locate weekend academy folder in Local drive.
Display the contents of the drive.
Expand the Computer Essentials folder.
Collapse the Computer Essentials folder. Display the contents of the folder.
Open the Countries folder.
Close the File Explorer window.

Computer Essentials 59
 Naming Files and Folders

A file is a collection of data or information that is stored under a single name. Data files contain information,
such as text, numbers and graphics. The user can create these files. An application, like Microsoft Excel, is
also a file and it is automatically created during installation of the application.

When saving a new document, it must be saved with a specific name. The file name uniquely identifies the
specific file. A file or folder name and the path to the file or folder must uniquely identify it among all other
files or folders in the computer system. No two documents in the same folder can have the same name. This
also applies to folder names. Each folder must have a different name. This naming process is a way of
organising the different drives, especially the hard disk. It can be very frustrating when an existing file cannot
be found due to a disorganised hard disk. Files and folders created when installing applications, such as
Windows 10 and MS Office, have specific names by default.

When naming files and folders, keep the following in mind:

 A file or folder name may contain any alphanumeric character, including the letters A to Z and numbers
from 0 to 9. Spaces or underscores may also be used.
 Capital letters and lowercase may be used. Windows file names are not case sensitive.
 Keep names short, but meaningful. Even though it is usually possible to use up to 255 characters, s
o
m e
applications may not recognise long names. To be safe, try not to use more than 30 characters,
including spaces or underscores.
 Use descriptive names. Names containing for example only numbers can become confusing and it will
make it difficult when you want to search for specific files.
 Spaces may be included in file and folder names, but it is good practice to use underscores rather than
spaces.
 Be consistent. You can more easily browse for documents in a folder if you save the files with consistent
names.
 Although some special characters are allowed in file and folder names, keep in mind that some operating
systems or applications may not recognise special characters or may reserve them for special purposes.
Avoid using the following special characters when naming files or folders:
\ ` ’ " • = / ? < > * + : . , ; | # ^ . % @ ! { } ~ [ ]

All file names consist of two parts: the name and the extension. The extension is
separated by a period. The extension on a file tells you which application were used
to create that file. The extension is usually a three or four letter abbreviation of the
file type.

All files have icons next to it. These icons are different pictures with different colours.
Files that are created in the same application have the same icons, e.g. all documents
created in Microsoft Word 2016 will have the same icon.

File
icons

Example of a file name:

C:\Automation.docx

Drive File Name File Extension File name with icon and extension

60 Computer Essentials
The above file name tells the user that the file Automation is located on the hard disk (Drive C) and that it is
a Microsoft Word (.docx extension) document. As mentioned above, all files have extensions. The extension,
along with the icon, indicates which application was used to create the file and which application will be used
when the file is opened. Files can be converted, but always use the application indicated by the extension and
/ or the icon to be safe. Only files have extensions. Folders do not have extensions.

When a file is created, a default file name will be given to the file, e.g. Document1.docx in Microsoft Word. If
you use the default name, it can become confusing when you want to use the file again at a later stage, as it
gives no indication as to its contents. Use enough characters to describe the file so that you can remember
what the file is about, e.g. MedAid_Claim02.docx.

It is also important to create a meaningful folder structure in which files can be stored. Create folders and
subfolders that make sense to you, e.g. create a folder named Medical Aid to save all files concerning
information and correspondence regarding your medical aid. In this instance, subfolders, such as Claims and
Doctor_GP can be created to keep the files organised.

Create a Folder

Folders can be created on any drive to help organise your computer. Files are stored in these folders. To create
a new folder:

1. Open File Explorer.

2. In the Navigation pane, select the drive where the folder should be
created.
3. On the Home tab, click the New folder button in the New group.
4. The new folder will appear on the right-hand side in the Contents pane.
5. The default name for a new folder is New folder. Enter a different name
for the new folder and then press the Enter key.

Subfolders are created inside other folders. To create subsequent subfolders:

1. Select the folder or subfolder where you want to create the new subfolder.
2. On the Home tab, click the New folder button in the New group.
3. The new subfolder will appear on the right-hand side in the Contents pane.
4. Enter a name for the new subfolder and then press the Enter key.

Subfolder in the Computer

Essentials folder

Subfolders in the
Biscuit_Factory subfolder

Rename a File or Folder

The name of a file or folder can be changed. This may be necessary for security reasons or to update a name.

Method 1
1. In File Explorer, click the file or folder once to select it.
2. On the Home tab, click the Rename button in the Organise group.
3. Type the new name, then press the Enter key.

Computer Essentials 61
 Method 2
1. In File Explorer, right-click the file or folder name.
2. Select Rename from the shortcut menu.
3. Type the new name and press the Enter key.

Let’s Remember!
When renaming a file, make sure the file extension is maintained, as a change can result
in the file not opening correctly as the computer may not know which application to use
to open it.

Search for Files by Properties

You can search for files by using the Search function on the Taskbar or search in File Explorer. The Search
feature is used to search for all files and folders on the hard disk, or any other storage device. The search
matches specified criteria you type in or select. When using File Explorer, the results of the search are
displayed in the Contents Pane.

Find a File or Application

A search function is included on the Taskbar. This function can use to find folders, files, and apps
(programmes) stored on your computer. When you start typing a word or phrase, the search begins
automatically, and the search results will be displayed. You can search for a specific category, e.g. files or
music. Click the More drop-down arrow at the top right and select the relevant category.

Search results are organised into groups. The search results for each group are displayed under a group
heading. Click an individual result to open that application or file, or click a group heading to see the list of
search results for that group.

1. Click the Search button (Talk or type to search) on the Taskbar. Enter the file or application name you
are searching for.
2. The search results will be displayed.
3. Click the file or application to open it.

Search for a File or Folder by Name or Content

Use the Search box in File Explorer to enter a word or phrase to begin a search. The search will start
automatically. When the search results are displayed, double-click an individual entry to open the file or folder.

Search by Name

1. Open File Explorer.

2. Select the drive or folder where the search is to be performed.
3. Click inside the Search box. The Search Tools tab will appear. Click the Other properties button in the
Refine group and select Name. The name: filter will appear in the Search box.
4. Enter the name of the file or folder you are looking for. You can enter the full file or folder name or
only part of the name. As you enter your search keyword, the search will start automatically and the
results will start to appear with your search terms highlighted.
5. The search results will be displayed in the Contents pane. Double-click the file or folder to open it.

 Alternatively, select a file or folder and click the Open file location button on the Search Tools tab in the
Options group to open the file or folder location.

62 Computer Essentials
 Search
Tools tab

Search
box

Search
results

Selected
drive

Let’s Remember!
Filters can be used to refine a search. Filters are available on the Search Tools tab, e.g.
click the Size drop-down list in the Refine group. You can also type the filter text directly
into the Search box, e.g. name:, content: or datemodified:

Search by Content

1. Open File Explorer.

2. Select the drive or folder where the search is to be
performed.
3. Click the Search box and select the Advanced options
button on the Search Tools tab in the Options group. Select
File contents from the drop-down list. A checkmark will be
displayed to the left of the option and will ensure that the
contents of all files will be searched. If this option is not
checked, the contents of files will not be searched.
4. Enter a word or phrase which is contained in the document.
5. The search will start automatically.
6. The search results will be displayed in the Contents pane.
Double-click the file or folder to open.

Search for a File by Date Modified / Date Created

This option can be used in conjunction with other search criteria to refine the search or if the file name and/or
content is unknown.

1. Open File Explorer.

2. Select the drive or folder where the search is to be performed.
3. Click the Search box and select the Date modified button on the Search Tools tab in the Refine group.
4. Select one of the options listed, e.g. Last week. The search will start automatically.
5. The search results will be displayed in the Contents pane.

Computer Essentials 63
  To search for a file created on a specific date, enter the datecreated: filter in the Search box and select
a date from the calendar.

Search for a File by Size

This option can be used in conjunction with other search filters to expand
the search or if the file name and / or content is unknown.

1. Open File Explorer.

2. Select the drive or folder where the search is to be performed.
3. Click the Search box and select the Size button on the Search Tools
tab in the Refine group.
4. Select the size of the file you are looking for.
5. The search will start automatically.
6. The search results will be displayed in the Contents pane.

Let’s Remember!
To close the search or to start a new search, click the Close search button on the Search
Tools tab. Otherwise, click the Close button to the right of the Search box.

Search for Files using Wildcards

A wildcard character is a keyboard character such as an asterisk (*) or a question mark (?) that is used to
represent one or multiple characters when you are searching for files or folders. Wildcard characters are used
in place of one or more characters when you do not know what the real character is or you do not want to
type the entire name.

The * is used to find files without typing whole file names, e.g. com* will search for all files starting with the
letters com. Search results can then include files with the name homophone, home improvements, homework,
etc.

Type hom* to se rch

for all files starting
with the letters hom

64 Computer Essentials
 *.docx will search for all Word files in a specific location.
The asterisk can be used as a substitute for zero or more
characters. Enter hom*.docx to search for all Word files
starting with the letters hom.

Enter *.* to search for all files, *.xlsx to search for all MS Excel files or calendar.* to search for all files
named calendar regardless of the file type. Remember to type the asterisk (*) first, then a full stop. Then
type the file extension.

The ? is used as a substitute for only one character, e.g. if you enter log?, the search can return files with
the name logo or logs, but not logistics. ?log will return search results for the file name blog, but not weblog.

View List of Recently Used Files

With Windows 10, recently accessed files and folders are bound to a specific application which is pinned to the
Taskbar on the desktop.

Recently opened files can be accessed from the Taskbar. Right-click

any pinned item on the Taskbar to display a list of recently opened
files. Click a file to open. These lists of recently opened files are called
jump lists.

You can also right-click any application in the Start menu list to see
recently used files. Click a file name to open it.

 Right-click the File Explorer button on the Taskbar to display

a list of recently accessed folders.

MS Access button
pinned to Taskbar with
list of recently used files

Let’s Do It! � 8
Open File Explorer.
On the hard disk, create a new folder called Techniques.
Create three subfolders in the Techniques folder and name them Poultry, Pasta and Vegetarian.
Rename the Techniques folder to Recipes.
Display the contents of the Recipes folder as medium icons.
Display the contents of the Recipes folder as a list. Screen short and save in the Recipes folder
Locate Weekend Academy Practice folder in the local drive.
Search for the file called Basketball on the practice folder.Screen Short and save in the Recipes folder
Search for all files starting with com on the Practice folder.Screen Short and save in the Recipes folder
Search for all PowerPoint files the Practice folder.Screen short and save in the Recipes folder

Close File Explorer.

Computer Essentials 65
 Organising Files and Folders

Select Files and Folders

Select an Individual File or Folder

1. Navigate to the desired file or folder in File Explorer.

2. Click the file or folder once to select it. The file or folder will be highlighted to show that it is selected.

Select Adjacent Files or Folders

1. Open File Explorer and navigate to the correct drive or folder.

2. Click the first file or folder once to select it.
3. Press and hold the Shift key on the keyboard.
4. Click the last file or folder needed, and all other files and folders between
the first and the last are selected (highlighted).

Select Non-Adjacent Files or Folders

1. Open File Explorer and navigate to the correct drive or folder.

2. Click the first file or folder once to select it.
3. Press and hold the Ctrl key on the keyboard.
4. Select other files and folders as desired by clicking them.

Sorting Files

Files can be sorted in different ways on a drive. Sort files using any of these methods:

Method 1
Display the files in File Explorer using the Details view (View Details).
Click any of the column headings at the top, i.e. Name, Date modified, Type and Size. In the example
below the files are sorted according to size from smallest to largest (ascending order).

Column
eadings

66 Computer Essentials
3. Click the column heading once to sort the files in ascending order (A – Z, smallest to largest) and click
the column heading again to sort files in descending order (Z – A, largest to smallest).

Method 2
1. Display the relevant files in the Contents pane of File Explorer.
2. Select the Sort by button on the View tab in the Current view group.
3. Select any of these options:
 Name
 Date modified
 Type
 Size
4. Files can be sorted in ascending order (A- Z) or in
descending order (Z- A). Select the order from the drop-down
menu.

Copy, Move Files and Folders

Copy a File or Folder between Folders

Method 1
1. Click the file or folder to select it.
2. Select the Copy button on the Home tab in the Clipboard
group.
3. Select the desired folder where the file or folder should be
copied to.
4. Select the Paste button on the Home tab in the Clipboard
group.
5. The file or folder will be copied to the new location.

Method 2
1. Select the file or folder to be copied.
2. Press and hold the CTRL key on the keyboard. Click and drag the file or folder to another folder. When
the destination folder is highlighted, release the mouse button and the CTRL key.
3. The files will be copied to the new location.

Let’s Remember!
When a file or folder is copied to another folder or drive, the file or folder will be in the
original location as well as in the new location.

Copy Files or Folders between Drives

1. Click the file or folder to select it.

2. Select the Copy button on the Home tab in the Clipboard group.
3. Select the desired drive where the file should be copied to (e.g. Removable Disk E:).
4. Select the Paste button on the Home tab in the Clipboard group.
5. The files will be copied to the new location.

 Alternatively, to copy files or folders to another drive, e.g. a flash disk, right-click the file or folder and
from the shortcut menu, select Send to � Removable Disk E:

Computer Essentials 67
 Move a File or Folder between Folders

Method 1
1. Click the file or folder to select it.
2. Select the Cut button on the Home tab in the Clipboard group.
3. Select the desired folder where the file or folder should be moved to.
4. Select the Paste button on the Home tab in the Clipboard group.
5. The files will be moved to the new location.

Method 2
1. Select the file or folder to be moved.
2. Click and drag the file or folder to its
new location. The destination folder will Click and ag
to move ite s
be highlighted.
3. When the folder is highlighted, release
the mouse button.
4. The files will be moved to the new
location.

Move Files or Folders between Drive s

1. Select the file or folder to be moved.

2. Select the Cut button on the Home tab in the Clipboard group.
3. Select the desired drive where the file should be moved to (e.g. Removable Disk E:).
4. Select the Paste button on the Home tab in the Clipboard group.
5. The files will be moved to the new location.

Let’s Remember!
When a file or folder is moved to another folder or drive, the file or folder will only be in
the new location.

Delete a File or a Folder

It is important to delete unnecessary or unused files and folders from the hard
disk. This will speed up the performance of the computer. Deleted files are
stored in the Recycle Bin. These files can be restored (retrieved) if necessary.
However, when the Recycle Bin is emptied, the files are permanently deleted
and cannot be restored. Please remember that it is only items deleted from
the hard disk that are stored in the Recycle Bin. Windows permanently deletes
items that a user deletes from network drives and removable storage media.

Method 1
1. Select the file or folder.
2. Select the drop-down arrow of the Delete button on the Home tab in
the Organise group.
3. Select Recycle to send the file to the Recycle Bin or select
Permanently delete to delete the file permanently.

68 Computer Essentials
4. A warning message will appear asking whether you are sure you want to delete the file or folder.
5. Click Yes to delete the file or folder.

A warning
message will
appear when a
file is deleted

 A warning message will not appear unless the Show recycle confirmation option on the Delete drop-
down menu is checked.

Method 2
1. Right-click the file or folder.
2. Select Delete from the shortcut menu.
3. The file will be moved to the Recycle Bin.
4. A warning message will appear asking whether you are sure
you want to delete the file or folder to the Recycle Bin.
5. Click Yes to delete the file or folder.

The Recycle Bin can be accessed by selecting the Recycle Bin icon on the desktop. Double-click the icon to
launch the Recycle Bin.

Recycle Bin
Tools tab

Hodm

Computer Essentials 69
 Restore Files and Folders from the Recycle Bin

A deleted file or folder can be restored from the Recycle Bin to its original location. This must be done before
files are permanently deleted.

1. Open the Recycle Bin window.

2. Select the file or folder to be restored.
3. On the Recycle Bin Tools tab, click the Restore the selected items button in the
Restore group.
4. The file or folder will be restored to the location from where it was deleted.

Empty the Recycle Bin

It is recommended to empty the Recycle Bin on a regular basis as unwanted data take up unnecessary space
on the hard disk.

1. Open the Recycle Bin window.

2. On the Recycle Bin Tools tab, click the Empty Recycle Bin button in the Manage
group.
3. Click Yes to confirm the deletion.

If only certain items must be permanently deleted from the Recycle Bin, select the items and press Delete on
the keyboard. Click Yes to confirm the deletion.

Let’s Do It! � 9
Please note that a flash disk is needed for this exercise.

1. Open File Explorer.

2. On the hard disk, create a new folder called SA National Symbols.
3. Locate Weekend Academy Practice folder in Local drive.
4. Copy the files called Springbok, Blue Crane, Yellowwood and Protea from the Computer Essentials
folder on the Let’s Do It! Practice CD to the SA National Symbols folder.
5. Display the files in details view.
6. Select only the files called Springbok and Blue Crane.
7. Sort the files in descending order by size.
8. Create a new folder named Weekend Exercises on the hard disk.
9. Move the SA National Symbols folder and its contents to the LDI Exercises folder.
10. Create a new folder named Sport on the hard disk.
11. Create three subfolders within the Sport folder, namely Basketball, Football and Marathon. Locate
and copy each file from the Computer Essentials folder on the Weekend Academy Practice
folder to the corresponding folder on the hard disk, for example the Football file to the Football
folder.
12. Rename the file Football to Soccer.
13. Move the Sport folder and its contents to the Weekend Exercises folder.
14. Delete the Sport folder.
15. Restore the Sport folder to its original location.
16. Copy the SA National Symbols folder to a flash disk.
17. Close File Explorer.

70 Computer Essentials
 Storage and Compression

Main Types of Storage Media

Internal Hard Disk

Hard disks were invented more than 50 years ago and are
the most common storage devices for computers. Hard disks
store data in a relatively permanent form. They will retain
information that has been written to the disk when there is a
power failure. To the user, the hard disk is generally not visible
as it is enclosed within the system case. Only a disk drive light
is visible to indicate the existence of a hard disk drive.

Data is stored magnetically as a series of 0’s and 1’s on hard,

circular metal platters (non-flexible disks). The platters are
rigid and have more or less the same thickness as a CD. There
are a few disks stacked one on top of the other inside the hard
disk cover. The surface of the platters is divided into tracks
and sectors.

Hard disk drives are capable of storing large quantities of data and they tend to store and retrieve data much
quicker than other devices. The read-write head (a small metal arm) “flies” over the surface of the disk and
can move to any point on the surface of the disk almost instantly. Computer applications as well as self-
created documents are stored on the hard disk.

Hard disk sizes vary from 320 GB to 500 GB at entry level. Other sizes vary from 640 GB, 750 GB, 1 TB and
2 TB (Terabyte). As technology evolves so rapidly, hard disks that will be able to handle much larger volumes
will be on the market in the near future.

A complete hard disk drive consists of:

 The disk case which holds all of the components of a hard disk drive. The case is secured by screws
and should not be opened outside of a dust-free environment.
 Two or more rigid platters (round disks) depending on the disk capacity, which are mounted on a spindle.
The spindle holds the platters together.
 The drive motor. The motor rotates the platters at a certain speed.
 The read/write arm contains many "heads" on the end of the arm which are designed to float above
the platter and read data from the platter.

Although these drives are usually internal (inside the system case), external hard disks are also available.
External disks are portable and can be connected to different computers by means of a USB cable.

External Hard Disk

All the above features of internal hard disks also apply to

external hard disks. The main difference is that external
hard drives are visible as they are external to the system
unit and can be carried around. Due to the fact that they
are portable and easy to install, they can be connected to
different computers. A USB port is used to connect the
external drive to a PC. External hard disks are often used
for backup purposes as they can be stored away from the
actual computer.

Computer Essentials 71
 Solid State Hard Drives (SSD)

The nice thing about living in the 21st century is that technology
develops quickly. People are no longer limited to the spindle-
based hard disks as described above.

Solid State hard drives are hard drives that contain no moving
parts. Basically, an SSD is just a big microchip that keeps or
retains data. The benefits of SSDs include much faster data
transfers, resulting in a far more responsive operating system
and quick boot-up times. SSDs have their own CPUs to manage
data storage much faster. Computers that use SSDs also use less
power. Notebooks/laptops in this case last longer on a single
battery charge.

At the time of writing this manual, the only drawback of SSD drives is the price and storage capacity. Although
SSDs are developing fast in terms of capacity, it is not as large as normal HDDs which can be up to 8 TB
(terabyte). SSDs with a capacity of 4 TB are available, but 128 and 256 GB SSDs are more common. In terms
of pricing the two types are also not comparable. Solid State hard drives are much more expensive than
normal hard disks, but the price should come down as the technology develops.

USB Flash Drive (Flash Disk)

A USB flash drive is a data storage device with a USB (Universal Serial Bus) connector. USB flash drives are
removable and rewritable, and most weigh less than 30g. Storage capacities typically range from 4 GB to 256
GB, but 1 TB and 2 TB flash drives are also available. Flash drives comes in many forms e.g. the lip-ice like
types with rounded features, flat types with square corners and some even has the shape and size of for
example a credit card, pen or watch.

USB flash drives are compact, fast, hold a lot of data and
have a durable design, and can sometimes be more reliable
than other storage devices, such as CDs. Once connected to
your computer, this drive can usually be recognised by the
wording “Storage Go” or “Removable Disk”.

The most important functions of flash disks are to make

backups from the hard disk and copy files from one computer
to another. Flash disks can be “cleaned” from all their
information. This cleaning process is called formatting. It is
recommended to format a flash disk before using it.

Let’s Remember!
When a disk is formatted, all information on the disk is erased. Ensure that there is no
important information on the disk before it is formatted.

Network Drives

A network drive is a disk or tape drive connected to a server in a network that is shared by multiple users.
A network drive can also be called a remote drive. Each computer in the network can access files and folders
stored on the network drive. Data stored on a network drive can save considerable space on local drives.
Usually, other users can only access files and folders on a network drive if specific permission is granted via
the Windows 10 operating system.

72 Computer Essentials
 The computer sees network drives as part of your
computer. They are on a server that is connected to other
network computers. Data can be saved to a network drive
by making the appropriate selection in the Save As dialog
box when working in any application.

Network drives facilitate the sharing of files inside a

department or business by providing a convenient place
to store files that more than one person needs to review or edit. Network drives provide better security in that
the files saved on these drives are usually backed up by the server administrator and can be retrieved if
deleted by mistake.

CD-ROM Drive (Compact Disk Read-Only Memory)

A CD is a form of digital media. CDs are the standard medium for

distributing large quantities of information in a reliable package.
CD-ROM drives can be internal (installed inside the computer
case) or external drives. Most CD-ROM drives include the basics,
such as an eject button for the motorised load-eject tray, volume
control and a headphone jack. Sound cards need to be installed
before the sound from the CD-ROM will be heard.

A CD is almost pure polycarbonate plastic. There is a spiral track

moulded into the top of the plastic. The surface of a CD is
reflective since the disk is coated with a thin layer of aluminium
or sometimes gold. The shiny metal layer reflects the laser that
is used to read or write to the device. A CD can store large amounts of digital information on a very small
surface that is inexpensive to manufacture. Data is encoded by forming pits in the spiral track of the
polycarbonate (though the pits appear as ridges from the perspective of the laser). A space between pits is
called a land. A change from a pit to a land or a land to a pit is a "1" in binary data, while no-change is a "0".
The spiral of ridges on a CD starts in the centre.

The storage capacity of a CD disk is between 700 MB and 800 MB. Some software applications are distributed
on a CD. CDs are either CD-R or CD-RW.

CD-R (Compact Disk Recordable) and CD-RW (Compact Disk Rewritable) Disk Drives

A CD-Writer, not a normal CD-ROM drive, is used when you want to write to (store data on) a CD disk. It
looks similar to a CD-ROM drive. CD-R disks can be written to once and the data cannot be erased.

CD-R works by replacing the aluminium layer in a

normal CD with a type of compound. This compound
is normally reflective, but when a laser focuses on a
spot and heats it to a certain temperature, it “burns”
the dye, causing it to darken or lighten. When data
is retrieved from a CD-R, the laser moves back over
the disk and interprets each burnt spot as a bump.
After the dye has been burnt in a spot, it cannot be
changed back. These disks are used for permanent
data storage, e.g. when making back–ups.

CD-RW disks use a different compound than CD-R disks. This compound has an amazing property: When it
is heated to one temperature, it crystallises as it cools and becomes very reflective. When heated to a higher
temperature, the compound does not crystallise when it cools and so becomes dull in appearance. CD-RW

Computer Essentials 73
 disks can be written to more than once – normally about fifteen times. The data on these disks can be erased
and changed.

A CD-Writer can also be used as a normal CD-ROM, in other words it can read CDs. Most computers are
equipped with a CD-Writer instead of just a CD-ROM.

DVD ROM (Digital Versatile Disk)

DVDs are similar to CDs except that more information can be

stored on a DVD. However, a DVD-ROM is needed to read DVDs.
The capacity of DVDs varies between 4.7 GB for a single-layer,
single-sided DVD and 17 GB for a two-layer, double-sided DVD.
DVDs can store a whole film including features with high quality.

A DVD-Writer can read and write both normal CDs and DVDs. Its
concept is the same as that of a CD-Writer. Most computers have
a CD-R + DVD Writer combo drive. In other words, you can read
and writes CDs as well as DVDs.

Blu-Ray Disc

Blu-ray Disc is an optical disc storage medium designed to replace the DVD format. The plastic disc is 120
mm in diameter and 1.2 mm thick, the same size as DVDs and CDs. The format was developed to enable
recording, rewriting and playback of high-definition video (HD), as well as storing large amounts of data.

Conventional Blu-ray Discs contain 25 GB per layer, with dual layer

discs (50 GB) being the industry standard. Triple layer discs (100
GB) and quadruple layers (128 GB) are available for BD-XL re-writer
drives. While current optical disk technologies, such as DVD, DVD-R
and DVD-RW rely on a red laser to read and write data, the new
format uses a blue-violet laser instead, hence the name Blu-ray. The
benefit of using a blue-violet laser is that it has a shorter wavelength
than a red laser. This allows data to be packed more tightly and
stored in less space, so it's possible to fit more data on the disc even
though it's the same size as a CD or DVD.

Let’s Remember!
More and more laptops have dropped optical drive technology to conserve on space.
Using the CD, DVD and Blu-Ray for storing data is just not worth it anymore as their
capacity has not matched other technologies. Optical drives will not completely
disappear from computers any time soon. It is however clear that their primary usage is
changing and is not a requirement for computers like they once were.

Memory Card

A memory card is an electronic flash memory data storage device used for storing digital information. It is
mainly used with digital cameras, cellular phones, music players, such as MP3/ MP4 and iPods and some video
cameras. They offer high re-record ability and fast and power-free storage. The data on these cards, when
removed from the actual device, can be accessed by linking the card to a computer, either through a USB port
or a special memory card reader. The data can then be added to, edited, copied or deleted.

74 Computer Essentials
Lately, most computers come equipped with built-in memory card
reader slots or ports. Memory cards vary in shape, size and
thickness. Examples of types of memory cards include Memory
Stick, Memory Stick Duo, MiniSD, MicroSD, etc. Their capacity varies
from 16 MB to 256 GB.

Online File Storage

In the past, we used file cabinets, briefcases, safety

deposit boxes, fireproof safes, external hard drives,
floppy disks, flash drives and other devices in an effort
to preserve and protect our important documents and
data. The need to securely store information will
always exist; however, there is an option for safe
storage that doesn’t involve a personal storage gadget
that can get damaged or lost. Online storage services
protect and store your personal information in a
location other than your home, office or on your
person. Users can access their files using different
devices, e.g. your computer, tablet or smartphone.

An online file storage service is an Internet hosting service specifically designed to host static content,
typically large files that are not web pages. Typically, they allow web and FTP access. They can be optimised
for serving many users (as is implied by the term "hosting") or be optimised for single-user storage. Personal
file storage services are aimed at private individuals, offering a sort of "network storage" for personal backup,
file access or file distribution. Users can upload their files and share them publicly or keep them password-
protected.

Online storage is a cost-effective and practical option. Your files are transferred and stored with an SSL
encryption that ensures your personal information remains personal. Additionally, accounts are password
protected. Remember, an Internet connection is required to be able to use online file storage. Common online
file storage services include Dropbox, Microsoft OneDrive, Google Drive and YouSendIt.

There are some considerations when using an Internet storage service. Some helpful guidelines include:

 Choose a reliable service that fits your needs. There are many online storage services available.
Your decision will largely depend on how much space you need and how often you want to access your
information. Most services offer a free account for a specific period so that you can try out the service
before paying for the service.
 Backup your files frequently. The more often you backup your files, the less likely you are to lose
information. Some services allow you to pre-set scheduled backups.
 Keep a copy of your files on your computer. Online storage services are very secure, but nothing
is fool proof. It is wise to keep a copy of important files on your computer where you can access them
if your Internet connection goes down.
 Organise your files. There is no sense in storing files online if you cannot locate them later. Internet
storage sites allow you to create folders and add tags to your files. It’s a good idea to do so.

Computer Essentials 75
  Keep your password secure. Online storage accounts require a password to access them. Always
keep your username and password secure, so that only you know it and your personal files are not
compromised by access from outsiders.

Online storage services provide peace of mind and can save money, time and heartache.

Storage Capacity Measurements

Both RAM and hard disk capacities are measured in bytes, as are file and folder sizes. Let’s take a closer look
at how bits and bytes work:

The easiest way to understand bits is to compare them to digits. A digit is a single place that holds numerical
values between 0 and 9. Digits are normally combined in groups to create larger numbers, e.g. 750 have
three digits. Each digit is a placeholder for the next higher power of 10, starting with the first digit raised to
the power of 0.

Computers operate using a binary number system,

meaning they use binary numbers or digits in place of
decimal digits. The word bit is short for the words
Binary Digit. Whereas decimal digits have 10 possible
values ranging from 0 to 9, bits have only two possible
values: 0 and 1. Eight bits are equal to 1 byte. A bit is
the smallest storage unit. All other storage units are
sets of bits.

Bits are rarely used alone in computers. They are bundled together in 8-bit groups. One set of eight bits is
called a byte. By putting eight zeros and / or ones together, in different sequences, different characters or
numbers can be presented. In other words one byte is equal to one character. For example, 01000001 =
uppercase A. If a new file is created in a word processing application containing the text “Long walk to
freedom”, it will measure 20 bytes when saved – 1 byte for each character or space. The byte is the basis for
all memory.

A byte is so tiny that we use other terms to measure larger amounts of memory:

8 Bits Equal to 1 Byte (one character)

1024 Bytes Eq al to 1 Kilobyte (KB, more or less one page of text or very small file)

1024 KB Equal to 1 Megabyte (MB, larger files or small folders)

1024 MB Equal to 1 Gigabyte (GB, the size of the hard drive: 320 GB, 500 GB)

1024 GB Equal to 1 Terabyte (TB)

To view the size of a folder, locate the relevant folder in

File Explorer. Right-click the folder name and select
Properties from the shortcut menu. The size of the folder
will be displayed in the Folder Properties dialog box.

76 Computer Essentials
 To view the size of a file, locate the relevant file in File
Explorer. Switch to Details view. The size of the all the files
will be displayed. The File Properties dialog box can also be
accessed to identify the size of the file. Right-click the file
name and select Properties from the shortcut menu.

File sizes

View Available Space on a Storage Device

1. Open File Explorer.

2. In the Navigation pane, click Computer
once to display all storage devices
connected to the computer.
3. In the Contents pane, right-click the
storage device you need to check.
4. Select Properties from the shortcut
menu.
5. On the General tab, view the Available space
on hard disk
capacity of the device. Click
OK.

File and Folder Compression

File and folder compression is the reduction in size of data in order to save space or transmission time.
Compression software, e.g. WinZip lets you reduce the overall number of bits and bytes in a file or folder so
that it can be transmitted faster or take up less space on a disk. Most types of computer files contain a large
volume of information (bytes) which are not really required and can be regarded as redundant as it is a
duplication of the same information over and over again. File-compression applications can dispense with the
redundancy. Instead of listing a piece of information repeatedly, a file-compression application lists that
information once and then refers back to it whenever it appears in the original application.

Compressed files and folders can be copied, moved and deleted in the same manner as other files or folders.
Compressed data can also be password-protected.

Compress Files and Folders

1. Open File Explorer and locate the file or folder you wish to compress.
2. Right-click the file or folder.

Compressing
selected file

Computer Essentials 77
 3. From the shortcut menu, select Send to � Compressed (zipped) folder.
4. The zipped file or folder will be created and placed in the same location as the original file or folder.

Extract Compressed Files and Folders to a Location on a Drive

If you don't have specific compression software installed on your computer, follow the steps below to extract
a compressed file or folder. Windows 10 has a built-in compression and extraction facility. If you have
compression software installed, the steps might differ, but the result will be the same.

File after compression,

identified by the .zip File before
extension compression

1. Open File Explorer and locate the zip file or folder to be extracted. Select the file or
folder. The Compressed Folder Tools tab will appear. Click the Extract all button.
2. The Extract Compressed Folders wizard will start. Confirm the location for the extracted
files or folders and click Extract.
3. A window will appear with the extracted files or folders.
4. Double-click to open a file or folder.

Universi
Extracting a
compressed file

Let’s Do It! � 10
Open File Explorer.
Copy the Computer Essentials folder on the Let’s Do It! Practice CD to the hard drive. Remove the
CD.
What is the storage capacity of your computer’s hard drive?
How much free space is available on the hard drive?

78 Computer Essentials
 5. In the Computer Essentials folder on the hard drive, extract the compressed files in the Office.zip
folder to the LDI Exercises folder.
6. What size is the Storage file in the Computer Essentials folder?
7. What is the size of the Software folder in the Computer Essentials folder?
8. Close File Explorer.

Outputs

The following outcomes are covered in this category:

 Open, close a word processing application. Open, close files.

 Enter text into a document.
 Copy, move text within a document, between open documents. Paste a screen capture into a document.
 Save and name a document.
 Install, uninstall a printer. Print a test page.
 Set the default printer from an installed printer list.
 Print a document from a word processing application.
 View, pause, restart, cancel a print job.

Working with Text

Word Processing Applications

There are many word processing applications which can be used to create documents, such as Notepad,
WordPad and Microsoft Word. Notepad and WordPad are part of Windows 10 and will allow a user to use and
apply limited word processing functions. Microsoft Word is a word processing application which is part of
Microsoft Office and has full and extensive word processing capabilities.

Notepad

Notepad is a basic text editing application that is included with almost all versions of Microsoft Windows and
it is most commonly used to view or edit text files. Text files are generally identified by the file extension .txt.
Only basic formatting can be applied to text in Notepad.

To launch Notepad

Click the Search button on the Taskbar and type Notepad. Open the application
from the search results.

WordPad

WordPad is a word processing application that is also included with almost all versions of Microsoft Windows.
It is more advanced than Notepad, which is a rather basic text editor, but is not as advanced as Microsoft
Word. WordPad can be used to create, edit, format and view short documents. Formatting and the inclusion
of graphics are possible. Files created in WordPad are generally saved as Rich Text Files with an .rtf extension.

To launch WordPad

Click the Search button on the Taskbar and type WordPad. Open the application
from the search results.

Computer Essentials 79
 Exit an Application

Click the application’s Close button on the Title bar or select the File tab � Exit.

Open a File within a Word Processing Application

To open a file using WordPad:

1. Open the WordPad application. Select the File tab and then select Open.
2. In the Open dialog box, navigate to the correct drive.

WordPad
File tab

Current locatio n
in Address ba

Select file you

want to open
Universi

Click Open

 Files with a .txt and .rtf extensions can be opened in WordPad. MS Word files (.docx) can also be opened
in WordPad, but some formatting features of the document may not be supported.

 To close a file, click the Close button on the Title bar to close the file and application.

80 Computer Essentials
 Create a New Document and Enter Text

To create a new document in WordPad:

1. Open WordPad.
2. Create a document by entering (typing) the required text where the cursor is displayed.
3. Text will wrap to a new line automatically, but if needed, press Enter to move to a new line.
4. Save the document if desired.

Type here

Move Text within a Document

1. Select the text. Click and drag the mouse pointer from where
the selection should start to where the selection should end.
The text will be selected (highlighted).
Cut
2. Select the Cut button on the Home tab in the
Paste
Clipboard group.
Copy
3. Position the cursor at the location where the text
should be moved to.
4. Select the Paste button on the Home tab in the Clipboard
group.

Let’s Remember!
Select text by clicking and dragging. Alternatively, click where the selection should start,
press and hold Shift on the keyboard and then click where the selection should end.

Computer Essentials 81
 Move Text between Open Documents

1. Select the text. Select the Cut button on the Home tab in the Clipboard group.
2. Switch to the required document using the buttons on the Taskbar.
3. Position the cursor at the location where the text should be moved to.
4. Select the Paste button on the Home tab in the Clipboard group.

Copy Text within a Document

1. Select the text. Select the Copy button on the Home tab in the Clipboard group.
2. Position the cursor at the location where the text should be copied to.
3. Select the Paste button on the Home tab in the Clipboard group.

Copy Text between Open Documents

1. Select the text. Select the Copy button on the Home tab in the Clipboard group.
2. Switch to the required document using the buttons on the Taskbar.
3. Position the cursor at the location where the text should be copied to.
4. Select the Paste button on the Home tab in the Clipboard group.

Paste a Screen Capture into a Document

1. Capture the full screen or active window as needed.

2. Open a word processing application, e.g. WordPad.
3. Position the cursor at the location where the image should be pasted.
4. Click the Paste button on the Home tab in the Clipboard group.

Save and Name a Document

To save and name a document created with WordPad:

1. Select the WordPad menu button and then click Save As. The Save As dialog box will open.

Current l ocation
Universi
in Addre ss bar

Enter a fi le
name

Click Save

82 Computer Essentials
2. Navigate to the correct drive or folder.
3. Enter an appropriate file name in the File name box.
4. Click Save.

Printing

Install and Uninstall a Printer

Install a New Printer

With Windows 10, it is easy to install a new printer. Usually, once the printer is connected to the computer
and turned on, Windows 10 will recognise the printer and install the driver software automatically. A new
printer will always include software (usually on a CD) which is needed for installation. If Windows recognise
the new printer and install the driver, it is not necessary to use the accompanying CD at all. Once the driver
software is installed, the printer is ready for use and will appear in the Devices and Printers window (Control
Panel � Hardware and Sound � Devices and Printers). If Windows does not recognise the printer or it is an
older printer, you may need to install the printer manually using the installation disk. To do this, follow the
steps below:

1. Open the Control Panel. Select the Hardware and Sound category and then select Devices and Printers.
2. On the toolbar, select Add a printer. The Add Printer Wizard will appear.
3. Follow the on-screen instructions to add a new printer. If prompted, insert the installation disk.

Univers
Devices and
Printers window

If you use the Add Printer wizard, follow the instructions to add a new printer, inserting the CD when prompted.
Printer driver software can also be downloaded from the Internet. If an installation disk is not available, go to
the manufacturer’s website and search for the appropriate driver for your printer.

Uninstall a Printer

1. Open the Devices and Printers window.

2. Right-click the printer you wish to uninstall. From the shortcut menu,
select Remove device.
3. When prompted, click Yes to complete the action.

Computer Essentials 83
 Print a Test Page

Once a new printer is installed, it is a good idea to print a test page to confirm that the printer is printing
graphics and text correctly. A test page also displays technical information, such as the printer name, model,
and driver software version.

1. Open the Devices and Printers window.

2. Right-click the printer and from the
shortcut menu, select Printer properties.
If necessary, select the relevant printer
from the side menu.
3. The Printer Properties dialog box will
open.
4. On the General tab, click the Print Test
Page button.

Set a Default Printer

When more than one printer is installed on a computer, one printer must be set as the default printer. The
operating system (Windows 10) will always use the default printer to print a document, unless a user selects
a different printer. To set a printer as the default or to change the default printer on the installed printers list,
follow these steps:

1. Open the Devices and Printers window.

2. Right-click the printer to be set as default.
3. From the shortcut menu, select Set as default printer.
4. Close the window.

A circle with a
checkmark indicates
the default printer

Print a Document

To print a document using WordPad:

1. Create or open the document to be printed.

2. Click the File tab, and then select Print. The Print dialog box will open.
3. Ensure that the correct printer is selected as well as the number of
copies to be printed.
4. Click Print.

84 Computer Essentials
 Default
printer

Number of
copies

The whole document

or only certain
pages or a selection
can be printed

Desktop Print Manager

The Desktop Print Manager is used to view the current print job in progress or to pause, restart or cancel a
print job. When a file is being printed, a printer icon will appear on the Taskbar.

View a Print Job’s Progress

1. Double-click the printer icon on the right-hand side of theTaskbar.

2. The documents to be printed will be displayed in the sequence they will print.
3. Close the Printers window.

Hodm Print
queue

Computer Essentials 85
 Pause, Restart or Cancel a Print Job

1. Double-click the printer icon on the right-hand side of the

Taskbar.
2. The documents to be printed will be displayed in the sequence
they will print.
3. Select the document to pause (temporarily stop a print job),
restart or cancel (delete), then select Document from the Menu
bar and select Pause, Restart or Cancel.
4. Close the Printers window.

Let’s Do It! � 11
Launch the WordPad application.
Open the file called Technology.rtf in the Computer Essentials folder.
At the top of the document, enter your name. Press Enter twice.
Copy the first paragraph of the document.
Paste the text at the end of the document.
Save the document as Tech Facts.rtf in the Weekend Exercises folder.
Print one copy of the document.
Close WordPad.
What is the name of the default printer installed on your computer?
What are the steps to uninstall a printer?
How would you cancel a print job?

Networks

86 Computer Essentials
View status of wireless network:

Locate the network icon at the right-hand side of

the Taskbar. Right-click the icon and select Open
Network and Sharing Center.
The Network and Sharing Center window will
open. In the window, click the wireless network.

3. The WiFi Status dialog box will open. Information regarding the connection, such as the speed will be
displayed.
4. Click the Wireless Properties button to view the wireless connection settings for the connection.
5. The Wireless Network Properties dialog box will open where the Security type and Encryption type can
be viewed.

Computer Essentials 87
 6. Click OK.
7. Click Close.

Colleg
Connect to a Wireless Network

1. Locate the wireless network icon at the right-hand side of the

Taskbar. Click the icon.
2. A side bar with available network connections will open. The list
of available connections is split by the type of network
connections. At the bottom is a list with
all the wireless networks which
Windows 10 has detected.
3. Click the network you wish to connect
to.
4. Click the Connect button.
5. The security key must be entered when
requested. The security key can usually
be found on the control panel of the
router. When the connection is
successful, the wireless icon on the
Taskbar will change.

 Click on a network name to see more details about the network, e.g. the network name, and signal
strength. Click the network name and select Properties to open the Settings app to view more details.

 The wireless network icon

wilalso display the signal
Weak signal to
strength of the connection, strong signal
from, e.g. poor to excellent.

88 Computer Essentials
Computer Essentials 89
 The Windows Key

The Windows key can be used with great effect in Windows 10. Here are some shortcut keys using the Windows
key.

Windows key Open and close Start menu

Windows key + A Access the Action center (side bar)

Windows key + D Display and hide the desktop

Windows key + E Open File Explorer

Windows key + H Access the Share feature (side bar)

Windows key + I Access the Settings app

Windows key + K Open the Connect quick action

Windows key + L Lock computer

Windows key + M Minimize all windows

Windows key + R Open the Run dial box

Windows key + S Open Search (butt n on Taskbar)

Windows key + U Open Ease of Access Center

Windows key + X Access the Quick Access Menu

Windows key + Home Minimize all but the current window

Windows key + Up Arrow Maximize current window

Windows key + Down Arrow Minimize/restore current window

Windows key + Left Arrow Tile window on the left side of the screen

Windows key + Right Arrow Tile window on the right side of the screen

Takes a screenshot of the screen and automatically saves it in

Windows key + PrtScn
the Pictures folder as Screenshot

Windows key + Enter Launch Narrator

Windows key + Shift + MRestore al l minimized windows

90 Computer Essentials
 Additional Exercises

Let’ s Do It! � 17
1. Which of the following will help prevent a computer being infected with a virus?

 Password protect documents

 Download software from websites
 Use flash disks to exchange data
 Run an updated anti-virus application

2. Which one of the following is used to shut down a non-responding application?

 Recycle Bin
 Firewall
 Task Manager
 Processor

3. Which of the following is used to access data and devices securely?

 World Wide Web

 Network
 Start Button
 Docking Station

4. Which of the following buttons can be used to maximize a window?

5. To avoid health risks when working on a computer for long hours, what must be done?

 Do not take regular breaks as it wastes valuable working time

 Use an adjustable backrest to lay backwards during off times
 Do not get fresh air as the bright sunlight might damage the eyes
 Take short, regular breaks away from the computer

6. Which one of the following icons represents a network drive?

Computer Essentials 91
 7. Which one of the following describes software that is distributed on a trial basis, but
requires payment for full legal use?

 Open Source Software

 Shareware
 Freeware
 Operating System Software

8. What does ICT stand for?

 Information and Communication Technology

 Information and Computer Technology
 Information and Communication Training
 Information and Control Technology

9. Which of the following describes a firewall?

 Use passwords to protect documents

 Securing the computer by physically locking it
 An anti-virus application blocking viruses
 A guard that blocks unwanted traffic

10. The speed at which information is transferred in a given time is called?

 Information Transfer Speed

 Data Movement Rate
 Data Transfer Rate
 Information Transfer Rate

11. Which one of the following is a software application that allows a computer to respond to
voice commands?

 Screen Reader Software

 On-Screen Keyboard
 Screen Magnifier
 Voice Recognition Software

12. Which one of the following actions will delete files permanently from the computer?

 Empty Recycle Bin

 Maximize Recycle Bin
 Delete Recycle Bin
 Back-Up Recycle Bin

13. What does the following icon represent?

 A Wireless Network
 The Internet
 The World Wide Web
 Volume Setting on Computer

92 Computer Essentials
14. Which one of the following is the smallest storage capacity measurement?

 2 Gigabyte
 2 000 Kilobytes
 500 Megabytes
 1 Terabyte

15. Which one of the following routines will connect a flash drive to a computer?

 Connect the flash drive to the USB port on the screen

 Connect the flash drive to the USB port on the computer
 Connect the flash drive to the HDMI port on the computer
 Connect the flash drive to the network drive on the computer

16. Which one of the following is NOT a good password policy?

 Create a password with adequate length

 Create a password with adequate character mix
 Share a password with colleagues
 Change your password regularly

17. Which one of the following options will delete a print job from the print queue?

 Cancel
 Delete
 Pause
 Task Manager

18. Which one of the following storage devices typically holds the most data?

 USB Flash Drive

 DVD ROM
 Hard Disk
 Memory Card

19. Which one of the following file types is a common image file format?

 .gif
 .pdf
 .mp3
 .zip

20. Which one of the following is a method of organising files and folders?

 Collapse
 Hierarchical
 Online File Storage
 Expand

Let’s Do It! � 18
1. Open File Explorer.
2. Locate the folder Grade_2E on your hard drive.
3. Rename the Activities folder to Activity_Sheets.
4. Add a new folder to the Grade _2E folder and name it Teaching Aids.

Computer Essentials 93
 5. Move all the .pptx files from the Grade_2E folder to the Teaching_Aids folder.
6. How many .docx files are in the Acitivity_Sheets folder?
7. In the Activity_Sheets folder, delete the file named Spelling.
8. Copy the largest two files in the Activity_Sheets folder to the Teaching_Aids folder.
9. Restore the file named Spelling from the Recycle Bin.
10. Close File Explorer.

Let’s Do It! � 19
Open File Explorer.
Locate the Food folder on your hard drive.
Rename the dairy.gif file in the Protein subfolder to cheese.gif.
In the Fat subfolder, locate the Bread.docx file.
Move the file to the Carbohydrates subfolder.
Sort the files in the Protein subfolder according to size.
Which file is the largest?
Delete the meat.jpg file from the Carbohydrates subfolder.
Perform a search to find all files starting with ch in the Food folder.
Create a shortcut to the Food folder on the desktop.
Delete the shortcut from the desktop.
Close File Explorer.

Let’s Do It! � 20
Open File Explorer.
Locate the Biscuit_Factory folder on your hard drive.
How many files with the extension .xlsx are there in the Biscuit_Factory folder, including subfolders?
Display the files and folders in the Biscuit_Factory folder to show the name, size, type and date
modified.
Capture the full screen image that shows the name, size, type and date modified displayed and paste
it into a word processing document.
Save the document as Screen Image in the LDI Exercises folder.
Locate the Wages file in the Biscuit_Factory folder and rename it to Payroll.
In the Biscuit_Factory folder, create a subfolder and name it Staff.
Move the Payroll.xlsx file from the Biscuit_Factory folder to the Staff folder.
Move the Presentation.pptx file from the Biscuit_Factory folder to the Marketing folder.
Compress the Presentation.pptx file in the Marketing folder. Use the existing name.
What is the size of the Letterhead.docx file in the Documentation folder?
What is the size of the Financial folder?
Copy the logo.jpg file from the Documentation folder to the LDI Exercises folder.
Close File Explorer.

Let’s Do It! � 21
Open the WordPad application.
Navigate to the Computer Essentials folder on the hard drive.
Open the file named Kenya.rtf.
Click below the document heading and enter today’s date.
Move the first sentence in the paragraph so that it appears at the end of the paragraph.

94 Computer Essentials
6. Save the file to theLDI Exercises folder and name it Kenya Info.rtf.
7. Print one copy of the Kenya Info file.
8. Close the WordPad application.
9. Open File Explorer.
10. Locate the Kenya Info.rtf file on the hard drive.
11. Create a shortcut to the file on the desktop.
12. Move the shortcut to the top right of the desktop (screen).
13. Delete the shortcut.
14. Close File Explorer.

Let’s Do It! � 22
1. Open the WordPad application.
2. Open the Answers_LDI22.rtf file located in the Computer Essentials folder. Enter the answers of
the following questions in this word processing document.
3. Use the operating system help function to find information about how to save a document. Copy a
sentence of text information on this topic and paste it into the space provided for question 3.
4. Open File Explorer.
5. Locate the folder namedComputeron the hard drive.
6. How many .docx files are in the Computer folder, including subfolders? Enter your answer in the
Answers_LDI22 document in the space provided for question 6.
7. Sort the files in the Computer folder by size in descending order. Enter the name of the smallest file
in the Answers_LDI22 document in the space provided for question 7.
8. What is the typical file extension for a compressed file? Enter the answer in the Answers_LDI22
document in the space provided for question 8.
9. Open the Recycle Bin window.
10. Capture only the active window. Paste the screen image below the table in the Answers_LDI22
document.
11. Save the Answers_LDI22 document.
12. Close the WordPad application.
13. Copy the Computer folder to the LDI Exercises folder.
14. Select the Keyboard.xlsx file in the Computer folder and compress it into a zip file with the same
name.
15. Close File Explorer.

Let’s Do It! � 23
For the purpose of this exercise, a word processing application, such as MS Word 2016 will be used. The
basic principles are the same as for WordPad.

1. Open the file called Answers_LDI23.docx contained in the Computer Essentials folder.
2. Enter your name in the space provided.
3. Open the file called Communication.docx contained in the Computer Essentials folder.
4. Copy the first sentence of the second paragraph (The act of communicating…) to the Answers_LDI23
document. Paste the text in the space provided for question 4.
5. Print one copy of the Communication document.
6. Close the Communication document.
7. Save the Answers_LDI23 document.
8. Open File Explorer.
9. Locate the Tran sport folder on the hard drive.

Computer Essentials 95
 10. Sort the files according to size in ascending order. Enter the name of the largest file in the
Answers_LDI23 document in the space provided for question 10.
11. Create a folder named Water within the Transport folder.
12. Move the Ferry.rtf and cruise ship.gif files to the Water folder.
13. Delete the Train.docx file.
14. Rename the Sledge.xlsx file to Sleigh.xlsx.
15. Search for all files in the Transport folder, including subfolders, with names beginnng with c. Enter
the number of files found in the Answers_LDI23 document in the space provided for question 15.
16. Capture a full screen image of the search results. Paste the screen image on page 2 of the
Answers_LDI23 document.
17. Save the Answers_LDI23 document as Answers23.docx in the LDI Exercises folder.
18. Copy all the *.pptx files in the Transport folder to the LDI Exercises folder.
19. In the Transport folder, compress the Water folder into a zip file named Water Transport.zip.
20. Close all documents and applications.

Let’s Do It! � 24
To complete this exercise you will need a flash disk.

1. Connect the flash disk to the computer.

2. Open File Explorer.
3. Locate the Countries folder on the hard drive.
4. In the Countries folder on your hard drive, create four new subfolders. Name these folders: North,
East, West and South.
5. Move the following files to the North folder: Morocco, Algeria, Egypt, Tunisia.
6. Delete the word processing file named Zimbabwe from the Countries folder.
7. Copy the following files to the East folder: Tanzania, Kenya, Somalia, Ethiopia.
8. Move the following files to the West folder: Nigeria, Ghana, Benin, Mali.
9. Move the following files to the South folder: Zambia, Botswana, South Africa, Namibia.
10. Rename the Countries folder to African Countries.
11. In the African Countries folder, compress the South folder into a zip file named Southern Africa.zip.
12. Copy the Southern Africa.zip file to the flash disk.
13. Restore the word processing file named Zimbabwe from the Recycle Bin.
14. Rename the spreadsheet file Republic of Cameroon to Cameroon.
15. What is the total number of files and folders in the African Countries folder, including subfolders?
16. Copy the subfolders East and West to your flash disk.
17. Disconnect the flash disk using an appropriate routine.
18. Open the Tanzania.docx file from the East folder.
19. Copy the first sentence.
20. Open the WordPad application.
21. Paste the text into a new document.
22. Enter your name below the text.
23. Save the document as Tanzania.rtf in the LDI Exercises folder.
24. Close all files and applications.
25. Close File Explorer.

96 Computer Essentials
Let’s Do It! � 25
To complete this exercise you will need a flash disk.

1. Open File Explorer.

2. Locate the Solar_System folder on the hard drive.
3. Move the following files to the Planets folder: Earth.docx, venus.jpg, Mars.xlsx.
4. In the Planets folder, create another folder named Dwarf_Planets.
5. Move the file called Pluto.rtf from the Planets folder to the Dwarf_Planets folder.
6. In the Solar_System folder, rename the file called Parts of a Comet.docx to Comets.docx.
7. Extract the folder Images from the compressed file Images.zip to the Solar_System folder.
8. Connect the flash disk to the computer.
9. Create a shortcut icon for the Planets folder on flash disk.
10. Search for all files in the folder Solar_System, including subfolders, that start with an s. How many
files were found?
11. Open the file Saturn.rtf contained in the Planets folder.
12. Move the last sentence so that it appears below the heading and above the first paragraph.
13. Print one copy of the Saturn.rtf document.
14. Save and close the file.
15. Select the Craters.txt and Stars.txt files. Delete both files.
16. Sort all the files in the Solar_System folder by file size in descending order.
17. Capture a full screen image of the sorted files and paste the screen image into a new WordPad
document.
18. Save the document as LDI25.rtf in the LDI Exercises folder.
19. Disconnect the flash disk using an appropriate routine.
20. Close File Explorer.

Computer Essentials 97
98 Computer Essentials