Basic PC Operations and File Management Applications

1
Basic PC Operations and File Management
Applications

• Dr. Lloyd D. Brooks, Professor
• Management Information Systems
• The University of Memphis

2
Hardware and Software

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

3
Basic PC Operations

• Input Keyboard or Mouse
• Store Hard Drive or CD-ROM Drive
• Process CPU for Communications
• Output Printer or Monitor or Disk

4
Storage Measurement

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

5
Typical Computer Components

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

6
Printer Considerations

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

7
Monitor Considerations

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

8
Memory Considerations

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

9
Computer Protection

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

10
Communication Ports

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

11
Mouse Actions

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

12
Modem Communications

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

13
Hard Drive Considerations

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

14
Hard Drive Optimization

• Repair Facility Once a Month
• Defrag Once a Month
• Archive Seldom Used Files Onto Tape Backup to
  Open Up Space
• Zip Files for Transmission Over Internet

15
Application Software

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

16
Typical Word Processing Functions

• Create Documents
• Edit Documents
• Format Documents
• Print Documents
• Insert and Format Graphics
• Create Tables
• Mail Merge Applications

17
Typical SpreadsheetFunctions

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

18
Typical Database Functions

• Organize Data Into Tables
• Store Information
• Sort Information
• Find Information
• Analyze Information
• Print Information

19
Application Suite Advantages

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

20
Utility Software Programs

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

21
Network Talk

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

22
Network Talk

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

23
Formatting A Floppy Disk

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

24
Determining AvailableDisk Space

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

25
Defragmenting Hard Disk

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

26
Disk Cleanup Utility

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

27
Working with Files in Windows Explorer

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

28
Renaming Files

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

29
Creating a New Folder

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

30
Moving Files with Mouse

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

31
Moving Files with Edit

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

32
Copying Files with Mouse

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

33
Copying Files with Edit

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

34
Copying a File to A Floppy

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

35
Deleting Files

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

36
Recycle Bin Properties

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

37
Restoring Deleted Files

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

38
Emptying the Recycle Bin

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

39
Printing a File

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

40
Finding a Specific File

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

41
Creating a Desktop Shortcut

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

42
? Shortcuts

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

43
Questions and Comments
44
Speaker Contact

• Dr. Lloyd Brooks, Professor
• Department of Management Information Systems
• The University of Memphis
• Memphis, TN 38152
• lbrooks_at_memphis.edu
• [phone]