Hardware and Networking Service

Level-I
Based on October 2023, Curriculum Version 1

Module Title: - Operating Personal Computer

Module code: EIS HNS1 M07 1023

Nominal duration: 80Hour

Prepared by: Ministry of Labour and Skill

Oct, 2023

Quante, Ethiopia
Unit one: Start computer, system information and features

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Check connected peripheral devices
 Check Appropriate Input Voltage
 Switch On/Off computer power
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this module, you will be able to:
 Check connected peripheral devices
 Check Appropriate Input Voltage
 Turn On/Off computer power
1.1. Checking connected peripheral devices

A computer is more than just another household appliance. The vast amount of information
and possibilities can be overwhelming. But you can accomplish a lot with a computer, and
using one can be a good experience. Let's walk through getting started with your first
computer.

Turning on a computer for the first time can be different from one computer to the next. Your
experience could be different from this unit. It's OK to ask someone for help.

If you're using a desktop computer, you'll need to make sure that peripheral device such as
keyboard, mouse, and monitor etc…are plugged into the computer case before you continue.
Or Review our module: connect hardware peripheral to learn more.
1.2 OHS standards are checked Input voltage

General Safety

Safe working conditions help prevent injury to people and damage to computer equipment. A
safe workspace is clean, organized, and properly lighted. Everyone must understand and
follow safety procedures.

Follow the basic safety guidelines to prevent cuts, burns, electrical shock, and damage to
eyesight. As a best practice, make sure that a fire extinguisher and first-aid kit are available in
case of fire or injury. Poorly placed or unsecured cables can cause tripping hazards in a
network installation. Cables should be installed in conduit or cable trays to prevent hazards.

This is a partial list of basic safety precautions to use when working on a computer:

 Remove your watch and jewellery and secure loose clothing.

 Turn off the power and unplug equipment before performing service.
 Cover sharp edges inside the computer case with tape.
 Never open a power supply or a CRT monitor.
 Do not touch areas in printers that are hot or that use high voltage.
 Know where the fire extinguisher is located and how to use it.
 Keep food and drinks out of your workspace.
 Keep your workspace clean and free of clutter.
 Bend your knees when lifting heavy objects to avoid injuring your back.

Electrical Safety

Follow electrical safety guidelines to prevent electrical fires, injuries, and fatalities in the
home and the workplace. Power supplies and CRT monitors contain high voltage.

CAUTION

Do not wear the antistatic wrist strap when repairing power supplies or CRT monitors. Only
experienced technicians should attempt to repair power supplies and CRT monitors.

Some printer parts become hot during use, and other parts might contain high voltage. Check
the printer manual for the location of high-voltage components. Some components retain a
high voltage even after the printer is turned off. Make sure that the printer has had time to
cool before making the repair.

Electrical devices have certain power requirements. For example, AC adapters are
manufactured for specific laptops. Exchanging power cords with a different type of laptop or
device may cause damage to both the AC adapter and the laptop.
1.3. Switching On computer power

Turning on a computer
The first step is to turn on the computer. Make sure all the cables are plugged in correctly,
and locate the power button. It's in a different place on every computer, but it will have the
universal power button symbol (shown below).

Image of a power button icon

Once turned on, your computer takes time before it's ready to use. You may see a few
different displays flash on the screen. This process is called booting up, and it can take
anywhere from 15 seconds to several minutes.

Sign in to Windows
Once the computer has booted up, it may be ready to use, or it may require you to log in.
This means identifying yourself by typing your user name or selecting your profile, then
typing your password. If you've never logged in to your computer before, you may need to
create an account.

A login screen on a laptop computer

The keyboard and mouse

You interact with a computer mainly by using the keyboard and mouse, or a trackpad on
laptops. Learning to use these devices on connect hardware peripheral. Most people find it
comfortable to place the keyboard on the desk directly in front of them and the mouse to one
side of the keyboard.

Hands on keyboard positioned in front of a computer

The mouse controls the pointer on the screen. Whenever you move the mouse across the
desk, the pointer will move in a similar manner. A mouse usually has two buttons, which are
referred to as the left button and the right button. You will often interact with the
computer by moving the mouse pointer over something on the computer screen, then
clicking one of the buttons.

Single or double clicks?

Single clicks are used more often than double clicks. If you use a single click and nothing
happens, then try a double click. If you find double clicking very difficult, you can use a
single click to select the item you want to activate, followed by pressing the Enter key.

Hand on mouse controlling the pointer on the screen

The keyboard allows you to type letters, numbers, and words into the computer.
Whenever you see a flashing vertical line—called the cursor—you can start typing.

A blinking cursor in a browser's address bar

Note that the mouse pointer is also called a cursor, but it is shaped differently. The
keyboard cursor is also called the insertion point.
Shutting down your computer
When you're done using your computer, it's important to shut it down properly.

To shut down Windows,

Click the Start button, then Select Shut down from the menu (in some versions, this may say
Turn off Computer or look like the power symbol).

Restarting and Sleep mode

You can also click the power button for more options. For example, if your computer has
become unresponsive, you can choose Restart to quickly turn it off and on again.
You can also choose to put your computer into Sleep mode. This turns off most of your
computer's processes, but it remembers which applications and files are open. It allows the
computer to start up more quickly because you won't have to wait for the operating system
and applications to load.
Note that your computer may go into Sleep mode automatically if you haven't used it for
more than a few minutes.

If you have a laptop, you can simply close the lid to put it into Sleep mode.
Waking your computer from Sleep mode
If your computer is in Sleep mode, you'll need to wake it to use it. To wake the computer
from Sleep mode, click the mouse or press any key on the keyboard.
Sign out VS switch users
If you're finished using your account, you can sign out. To do this, click the Start button,
select the current account in the top-left corner, then choose Sign out. Other users will then
be able to sign in from the lock screen.
Switch between users without signing out or closing your current apps. Switching users
will lock the current user, so you won't need to worry about someone else accessing your
account. To do this, select the current account, then choose the desired user from the drop-
down menu. You can use this same method to switch back to the other user.
1.4. Basic functions of an operating system

Definition
An operating system is a group of computer programs that coordinates all the activities
among computer hardware devices. It is the first program loaded into the computer by a boot
program and remains in memory at all times.
Functions of an operating system
The basic functions of an operating system are:
 Handles system resources such as computer's memory and sharing of the central
processing unit (CPU) time by various applications or peripheral devices
 Provides file management which refers to the way that the operating system
manipulates, stores, retrieves and saves data.
 Booting the computer
The process of starting or restarting the computer is known as booting. A cold boot is
when you turn on a computer that has been turned off completely. A warm boot is the
process of using the operating system to restart the computer.
 Performs basic computer tasks
The operating system performs basic computer tasks, such as managing the various
peripheral devices such as the mouse, keyboard and printers. For example, most
operating systems now are
 Plug and play which means a device such as a printer will automatically be detected
and configured without any user intervention.
 Provides a user interface
A user interacts with software through the user interface. The two main types of user
interfaces are: command line and a graphical user interface (GUI). With a
command line interface, the user interacts with the operating system by typing
commands to perform specific tasks. An example of a command line interface is DOS
(disk operating system). With a graphical user interface, the user interacts with the
operating system by using a mouse to access windows, icons, and menus. An example
of a graphical user interface is Windows Vista or Windows 7, 8, 10, 11. The operating
system is responsible for providing a consistent application program interface (API)
which is important as it allows a software developer to write an application on one
computer and know that it will run on another computer of the same type even if the
amount of memory or amount of storage is different on the two machines.
 Handles system resources
The operating system also handles system resources such as the computer's memory
and sharing of the central processing unit (CPU) time by various applications or
peripheral devices. Programs and input methods are constantly competing for the
attention of the CPU and demand memory, storage and input/output bandwidth. The
operating system ensures that each application gets the necessary resources it needs in
order to maximise the functionality of the overall system.
  Provides file management
The operating system also handles the organisation and tracking of files and
directories (folders) saved or retrieved from a computer disk. The file management
system allows the user to perform such tasks as creating files and directories,
renaming files, coping and moving files, and deleting files. The operating system
keeps track of where files are located on the hard drive through the type of file
system.
The type two main types of file system are File Allocation table (FAT) or New
Technology File system (NTFS).
File Allocation table (FAT) uses the file allocation table which records, which
clusters are used and unused and where files are located within the clusters.
NTFS is a file system introduced by Microsoft and it has a number of advantages
over the previous file system, named FAT32 (File Allocation Table).
One major advantage of NTFS is that it includes features to improve reliability. For
example, the new technology file system includes fault tolerance, which automatically
repairs hard drive errors without displaying error messages. It also keeps detailed
transaction logs, which tracks hard drive errors. This can help prevent hard disk
failures and makes it possible to recover files if the hard drive does fail.
NTFS also allows permissions (such as read, write, and execute) to be set for
individual directories and files.
What is Windows 10?

Windows 10 is the most recent version of the Microsoft Windows operating system. There
have been many different versions of Windows over the years, including Windows
8 (released in 2012), Windows 7 (2009), Windows Vista (2006), and Windows XP (2001).
While older versions of Windows mainly ran on desktop and laptop computers, Windows 10
is also designed to run equally well on tablets.

How is Windows 10 different from other versions?

Many users complained that Windows 8, the previous version of Windows, was confusing
and difficult to use. As a result, Windows 10 looks and feels similar to older versions. Still,
it includes a lot of new features and improvements.

Start menu

Whereas Windows 8 uses the Start screen to launch applications, Windows 10 has
reintroduced a more traditional Start menu. It's also been expanded to make it easier to find
important apps.
Microsoft Edge

This new browser is designed to give Windows users a better experience on the Web. It's
faster, more secure, and includes a lot of new features. Microsoft Edge is meant to replace
Internet Explorer as your default web browser, but you'll still be able to use another browser
if you prefer.
Cortana

Similar to Siri and Google Now, you can talk to this virtual assistant with your computer's
microphone. Cortana can answer questions like what’s the weather like today. Perform
simple tasks like remind you to take out the trash, and much more.

Multiple desktops and Task view

Instead of keeping everything open on the same desktop, you can move some of your
windows to a virtual desktop to get them out of the way. And the new Task view feature
makes it easy to manage all of your open windows.
Action Centre

The new Action Centre is pretty different from previous versions of Windows. For example,
it's been expanded to let you access frequently used settings, such as Wi-Fi connectivity and
tablet mode. It's also where you'll see important notifications, so if your computer receives
an update, you'll get a notification about it here.

Tablet mode

Unlike Windows 8, Windows 10 makes a clear distinction between desktops and tablets. If
you're using a keyboard and mouse with Windows 10, you'll be in desktop mode by default.
If your computer also has a touchscreen, you can go into tablet mode at any time. Tablet
users can also switch back to desktop mode if they prefer.
1.5. Using help and support functions

Computer's built-in help

Everyone needs to look for help sometimes. Luckily, when you want help with a computer
program, it’s usually easy to find. Most programs have a help feature somewhere, and
learning how to use it can make a big difference. You may not find everything you need, but
your computer’s built-in help is a great place to start.
Different programs integrate help features in different ways. Some are like interactive
manuals included with the program that you can open with a menu, while others are just links
to the developer’s support website. But they’re always designed with the same thing in mind:
to help you learn the features of the program and to solve problems yourself.
How to access built-in help
Most programs have one of two ways to access built-in help. For example, Adobe Photoshop
Elements has a Help menu with a variety of options. Many of these options open Adobe’s
support page in your web browser, while others access features within the program itself.

Other programs have a help button. For example, Microsoft Office 2016 has the Help tab
with a Help button to open a search.

Features of a help file

Help files can be organized in a variety of ways, including as a table of contents, FAQ, or
searchable database.
When you open the help panel in Office 2016, you'll see a search box. Much like a search
engine, you type keywords in the search bar, and it will display topics relevant to the
keywords you entered.

The table of contents for Mozilla’s support page is a broad list of categories. Clicking any of
these hyperlinks will lead to a list of narrower topics and specific help articles. There’s also a
search bar to help you.

Although built-in help can be useful, it may not always have the information you want. If you
can’t find what you’re looking for or don’t understand what you've found, you can usually
ask someone you know, do a Google search, or contact support staff. It can take a little extra
time and effort, but learning how to find solutions on your own is a valuable skill—and you’ll
get better at it with practice.
Unit Two: Navigate and manipulate desktop environment

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Create and customize desktop icons
 Select, open, and close desktop icons
 Manipulate application windows
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Create and customize desktop icons
 Select, open, and close desktop icons
 Manipulate application windows
2.1. Create and customize desktop icons

Desktop
Once you've signed in, the first thing you'll see is the desktop. You can think of the
desktop as the main workspace for your computer. From here, you can view and
manage your files, open applications, access the Internet, and much more.
A desktop may also refer to any of the following:
o A desktop is a term commonly used to describe a desktop
computer or system unit.
o When referring to an operating system or GUI (graphical user interface),
the desktop is a system of organization of icons on a screen. The Microsoft
Windows desktop was first introduced with Microsoft Windows 95 and
included with every version of Windows since then. The image below is an
example of the Microsoft Windows 10 desktop.

In this example, there are no icons on the desktop, and the wallpaper is a blue screen
with the Windows 10 logo. Also, the taskbar is at the bottom of the desktop and
contains the Start, taskbar icons, Windows Notification Area, and the time and date.
What icons and items are found on the Windows desktop?
Some of the most common icons on the desktop include those for My
Computer, Recycle Bin, your Internet browser (e.g., Internet Explorer), and My
Documents. On the Windows desktop, you can find the Windows Start menu through
the Start on the taskbar, and the Windows Notification Area.
The date and time are also shown on the desktop, in the notification area on the
taskbar. If the date and time are incorrect, you can change the date and time from the
desktop.
Icons are used to represent the different files, applications, and commands on your
computer. An icon is a small image that's intended to give you an idea at a glance of
what it represents, like a logo. Double-clicking an icon on the desktop will open that
application or file.

A button is a command that performs a specific function within an application. The

most commonly used commands in a program will be represented by buttons.

Menus are organized collections of commands and shortcuts. Click a menu to open it
and display the commands and shortcuts within. Then click an item in the menu to
execute it.
When you open an application or folder, it is displayed in its own window.
A window is a contained area—like a picture within a picture—with its own menus
and buttons specific to that program. You can rearrange multiple windows on the
desktop and switch between them.

Sort by desktop icons

The icons on the desktop can be sorted so it is easy to find them. This is a good way to
group programs together that you use a lot. The long way to do this is to drag each
icon with the mouse to a place on the desktop. A quicker way to sort by icons is to let
the computer do it for you.
The icons will sort themselves neatly in alphabetical (A-Z) order. You can also sort
them by type, size or date.
Sort desktop icons by Name
This sort will place all your program shortcuts together, and sorted alphabetically;
then, display all the folders on your desktop, also displayed in alphabetical order; and,
finally, all the files on your desktop, themselves also sorted according to their file
name.
Sort desktop icons by Size
This is a useful sort to find all the large files on your desktop, especially if you are
running out of space and are looking for the large files you can either delete, or move
to an external drive. Since Windows 7 will show the smallest files first, do the same
sort again to see the largest files sorted first.
Tip: when you sort your desktop icons by size, folders will not be sorted according to
the size of their content; rather, they will be sorted next to program shortcuts, which
like folders take virtually no space on your desktop (or hard drive). Keep in mind that
some folders may take huge amount of disk space, depending on their content!
Sort desktop icons by "Item Type" (File Type)
Sorting files on your desktop by item type is a very simple way to quickly find a file,
whose name you forgot, but whose type you remember (it was a PDF, an Word
document...) This is also a useful way to sort desktop icons to file them in folders
based on their type (we find this a good organization, since we usually remember the
types of most files). Obviously, closely related files should be stored inside a common
folder, regardless of their type.
Sort desktop icons by "Date Modified" (Date Last Modified)
Sorting files on your desktop by date last modified means that you can easily find the
latest files you worked on, or find a particular file whose name you forgot (since you
often remember when you last worked on that file).
Hide or show desktop icons
Like previous versions of Windows, some of desktop icons are visible by default in
Windows 10: this means that when you minimize all programs and see your desktop,
all icons are displayed. But you can also hide your desktop icons, and show them back
again any time you want. If you accidentally hide your desktop icons, or if a prankster
who has access to your computer has hidden them, this lesson explains how to quickly
and easily show your desktop icons again.
Advantage hide desktop icons
1. Windows starts faster when desktop icons are hidden
2. Hiding your icons gives you a bit more privacy in a public environment
Desktop shortcuts
Some of the icons are automatically placed on the desktop when Windows is installed.
You can also create shortcuts. Shortcuts are icons that represent files, folders or
programs. They are really only a link to the real file or program. In other words, they
are like a nickname that stands for a person's real name.
All shortcuts have a little arrow in the lower-left corner of the icon. This indicates
that the icon is a shortcut.
Any file, folder or program on your computer can be a shortcut. They do not use up
much room on your hard disk.
It is a good idea only to make useful shortcuts. They should be used for the files or
programs that you regularly use.
2.2. Selecting, opening, and closing desktop icons

Opening applications

You'll open applications like you would from the desktop—just click or tap the
desired app to open it. If you don't see the one you want, select all apps to see a full
list of applications. In this example, we'll open Microsoft Edge.

Working with multiple apps

When you open an app in tablet mode, it will take up the entire screen. If you want to
open another app, select the Back or Start button near the lower-left corner.

This will take you back to the full-screen Start menu so you can open another
application. If you want to see all of your open apps, press the Task view button near
the lower-left corner, then choose the app you want.
If you want to use more than one app at the same time, you can use the Snap feature.
To do this, drag the top of an app all the way to the right or left side of the screen.

The app will snap into place. You can then choose another open app to fill up the
other side of the screen.
Closing apps
There are two ways to close an app in tablet mode. The first option is to use the X in
the upper-right corner, which is the same way you'd close an app on the desktop.

The other method is to press and hold the top of the app, then drag it all the way to
the bottom of the screen to close it.

Use Keyboard Shortcuts

Here is a selection of some of the most common:
 Windows key + E opens File Explorer
 Ctrl + N opens a new File Explorer window of the same folder.
 Ctrl + W closes the window.
 Ctrl + D selects the address bar.
 Ctrl + F selects the search box.
 Ctrl + Shift + N creates a folder.
 Alt + Up goes up a folder level.
 Alt + Right/Left goes forward or back.
Am I required to use tablet mode?

If you don't like tablet mode, you don't have to use it. To return to desktop mode, open
the Action centre, then choose Tablet mode to deselect it. Keep in mind, though, that
some things may be more difficult to select in desktop mode if you don't have a
keyboard or mouse to use with your device.
2.3. Manipulating application windows

An application—also known as a program—is a type of software that allows you

to complete tasks on your computer. Windows comes with many built-in applications
you can use. For example, if you want to browse the Internet, you can use Microsoft
Edge (or Internet Explorer if you're using Windows 8 or earlier).
Windows 10 divides applications into two different types: Windows apps and
Desktop apps.
Windows apps run from the Start screen and include the apps you have already
interacted with. Desktop apps (also called programs) are run from the Desktop.
Desktop apps include any applications which are independent of Windows 10. For
example, if you install Microsoft Office products such as Word or Outlook, these will
be Desktop apps.
Desktop apps also include some of the Windows programs. For example Paint is a
basic art program which is included with Windows 10 as a Desktop app.
Working with windows
Whenever you open a file, folder, or application, it will appear in a new window. You
can have multiple items open at the same time in different windows. You'll use
windows all the time, so it's important to know how to switch between open windows,
how to move and resize windows, and how to close windows when you're done using
them.
Parts of a window
You'll see the same three buttons in the upper-right corner of almost every window.
These buttons allow you to perform several functions, including these below.
 Click the Minimize button to hide the window. The window will be minimized
to the taskbar. You can then click the icon for that window on the taskbar to make
it reappear.

 Click the Maximize button to make the window fill the entire screen.

 If the screen is maximized, the Maximize button will be temporarily replaced by

the Restore button. Just click it to return the window to its original size.

 Click the Close button to close the window.

Unit Three: Organize basic directory/ folder structure and files

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Create directory
 Identify directory attributes
 Copy, and move subdirectories and directories
 Rename, hide/show subdirectories and directories
 Access subdirectories and directories
 Create and open documents
 Save, print and close documents

This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Create directory
 Identify directory attributes
 Copy, and move subdirectories and directories
 Rename, hide/show subdirectories and directories
 Access subdirectories and directories
 Create and open documents
 Save, print and close documents
1.1. Organize basic directory/ folder structure and file

What is folder/Attributes?
Folders are a way of organizing your files so that it is easy to find them. This is
similar to a paper filing system. In a paper filing system documents are organized into
folders that describe what is in them. For instance a folder called Power Bills will
include gas and electricity bills and payments. A folder called Stationery would
contain stationery orders, bills and catalogues. It is important to give files and folders
names that you and other members of staff can easily recognize.

What are File Attributes?

File attributes are pieces of information associated with every file and directory that
includes additional data about the file itself or its contents. They can exist in only one
of two states – Set or Cleared; similar to an on or off state. Attributes can be in files,
directories, volumes and certain system objects. They are used by the operating
system and software applications to define file system behaviour.

How are File Attributes Used?

File attributes are pieces of information associated with every file and directory that
includes additional data about the file itself or its contents. They can exist in only one
of two states – Set or Cleared; similar to an on or off state. Attributes can be in files,
directories, volumes and certain system objects. They are used by the operating
system and software applications to define file system behaviour.

Commonly Used Attributes

A byte stores the attributes of a file, with each specific attribute assigned to a bit of a
byte. To enable a certain attribute, the system will assign a ‘one’ to the corresponding
bit, which represents the ‘On’ state. (These are referred to as flagging or setting the
attribute).

Below are the descriptions of each attribute:

o Read-Only (R): Read-Only attribute will prevent software programs from

saving changes to a file.

This is useful if you want to write protect a file. Note that a Read-Only file
will not prevent it from being deleted.

o Hidden (H): A file marked with the hidden attribute will be hidden from
view under normal viewing conditions.
 o System (S): A file or directory used exclusively by the operating system
which should not be altered or deleted.
o Directory (D): This attribute is tagged to folders or sub-folders to
differentiate them from files.
o Archive (A): This bit is used by software applications that modify files as
well as backup software as a “communication link”. Some backup software
(for example SyncBackPro and SyncBackSE) allows incremental backups by
the user, which only backs up files that have changed since the previous
backup. When the backup software archives or backs up the file, it resets the
archive bit (tagging it zero or Off). Any software that subsequently make
changes to the file is expected to set the archive bit. Thus when the backup
software runs the next time, it will be able to identify the modified files by
analysing the archive bits, and backs up those files with the modified bits.

Note that certain programs may modify the files without marking the archive
attribute. If the backup software uses incremental backups to backup these files, it will
rely on the software to set the bit appropriately. It is therefore important to note that
you should not rely solely on this setting to ensure critical files are backed up.
Unit Four: Organize User files

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Use system browsers/search
 Access files
 Selecting, opening and renaming files
 Copy/ move files
 Deleting and restoring files
 Erasing and formatting disks
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Use system browsers/search
 Access files
 Selecting, opening and renaming files
 Copy/ move files
 Deleting and restoring files
 Erasing and formatting disks
1.1. Organize user files

What is a file?
There are many different types of files you can use. For example, Microsoft Word
documents, digital photos, digital music, and digital videos are all types of files. You
might even think of a file as a digital version of a real-world thing you can interact
with on your computer. When you use different applications, you'll often
be viewing, creating, or editing files.
Files are usually represented by an icon. In the image below, you can see a few
different types of files below the Recycle Bin on the desktop.

File Explorer
You can view and organize files and folders using a built-in application known as File
Explorer (called Windows Explorer in Windows 7 and earlier versions).
To open File Explorer, click the File Explorer icon on the taskbar, or double-click
any folder on your desktop. A new File Explorer window will appear. Now you're
ready to start working with your files and folders.
Common Windows file extensions
Windows file names have two parts; the file's name, then a period followed by the
extension (suffix). The extension is a three- or four-letter abbreviation that signifies
the file type. For example, in letter.docx the filename is letter and the extension is
docx. Extensions are important because they tell your computer what icon to use for
the file, and what application can open the file. For example, the doc extension tells
your computer that the file is a Microsoft Word file.

File Extension File Type

.AVI Multimedia Audio/Video

.BAT PC batch file

.BMP Windows Bitmap

.CSV Comma separated, variable length file (Open in Excel)

.DOC or .DOCX Microsoft Word for Windows/Word97

.EXE PC Application

.GIF Graphics Interchange Format

.HTM or .HTML Web page source text

.JPG or JPEG JPEG graphic

.MDB MS Access database

.PDF Acrobat -Portable document format

.PNG Portable Network Graphics

.PPT or .PPTX PowerPoint

.PSD Adobe PhotoShop

.RTF Rich Text Format

.TIF TIFF graphic

ASCII text (Mac text does not

.TXT contain line feeds--use DOS Washer Utility to fix)

.WAV Windows sound

.XLS or .XLSX Excel spreadsheet

.ZIP PC Zip Compressed Archive

Common places to look for files

If you're having a difficult time finding a file, there's a good chance you can find it in
one of the following places:
 Downloads: By default, your computer will place downloaded files in a specific
folder, known as the Downloads folder. If you're having trouble finding a file you
downloaded from the Internet, such as a photo attached to an email message, this is
 the first place you should look. To view the Downloads folder, open File Explorer,
then locate and select Downloads (below Favorites on the left side of the window). A
list of your recently downloaded files will appear.

 Default folders: If you don't specify a location when saving a file, Windows will
place certain types of files into default folders. For example, if you're looking for a
Microsoft Word document, you could try looking in the Documents folder. If you're
looking for a photo, try looking in the Pictures folder. Most of these folders will be
accessible on the left side of the File Explorer window.

 Recycle Bin: If you deleted a file by mistake, it may still be in the Recycle Bin. You
can double-click the Recycle Bin icon on the desktop to open it. If you find the file
you need, click and drag it back to the desktop or to a different folder.
 Tips for finding files
If you're still having trouble finding the file you need, here are some additional tips.
 Try different search terms. If you're using the search option, try using different
terms in your search. For example, if you're looking for a certain Microsoft Word
document, try searching for a few different file names you might have used when
saving the document.
 Open the last application used to edit the file. If you know you used a certain
application to edit a file, open that application and select File > Open > Recent from
the menu. The file may appear in the list of recently edited files.

Searching for files

Let's say you recently downloaded a few photos that were attached to an email
message, but now you're not sure where these files are on your computer. If you're
struggling to find a file, you can always search for it. Searching allows you to look
for any file on your computer.
To search for a file:
In the Search Box next to the Start button, type to search for a file. The search results
will appear above the search box.
Bringing your files with you
When you're working on a document or other computer file, you can always save it to
your computer's hard drive. Sometimes, you may want to bring your file with
you using USB drive and open it on a different computer.
USB drive: USB or flash drives are small, removable hard drives that plug into
the USB ports on your computer. They are relatively inexpensive and can be
purchased at any store with an electronics section.
Using a USB drive
USB or flash drives are portable, making it easy to carry your important files and
documents with you wherever you go. USB drives have different amounts
of memory, or storage space. Those with more memory allow you to store more (or
larger) files. It's helpful to know that photo and video files generally take up more
space than written documents.
What is formatting?
Formatting is the process of prepping a storage device, like a hard drive, solid-state
drive, flash drive etc, to store information. It creates a filing system that organizes
your data and allows you to maximize the space for your files. It’s typical to format a
drive when a new operating system is going to be used or additional space is required.
There are two types of formatting on a USB drive:
 Quick format: Deletes the file system table and the root folder. This option is
frequently used for USB flash drives to efficiently free up the available space to
transfer or store other files. It’s not the most secure way to delete your files
because the data may still be recoverable with data recovery tools.
 Full format: Will scan for bad sectors and write zeros in all sectors, which
deletes all data permanently. This action can take a long time, depending on the
capacity of the drive.
File system options
When formatting your drive, it’s important to understand the different formatting
options available for your ideal use. The file systems most commonly used in USB
flash drives are:
 FAT32 is a common option you’ll hear because it’s recognised by both Mac
and Windows operating systems, but it offers no security and caps files at 4GB
in size. Most USB flash drives will have a FAT32 file system out-of-box. It is
the most compatible file system for older/modern computers (PC and Mac) plus
gaming consoles and other devices with a USB port.
 exFAT is the ideal file system for USB flash drives. It doesn’t have the 4GB
file size limit and it’s compatible with most Windows and Mac operating
systems. Older operating systems might require an update to properly read and
write to a USB drive with an exFAT file system.
  NTFS format is the file system Windows likes to use by default for internal
drives running the operating system or used as a secondary storage drive. It has
a much larger max file size but is read-only on Mac OS X (unless you install a
third party NTFS read/write utility).
 Mac OS Extended is the native solution for Mac users and has the max file size
of any of them. Only use this option if the drive will only be used in Mac OS.
Windows will not detect this file system without a third party utility.
There are tools available to use NTFS on a Mac (Fuse) or HFS on PC (HFSExplorer).
Another option, for those who use both Windows and Mac OS regularly, is to
partition your hard drive and have a portion of the drive formatted for each OS.
Unit five: Operate application software

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Create word document
 Change the Basic Setting of Documents
 Use Mail Merge
 Insert Tables and Images
 Select Basic Documents Print Settings

This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Create word document
 Change the Basic Setting of Documents
 Use Mail Merge
 Insert Tables and Images
 Select Basic Documents Print Settings
2.1. Creating word document

Open Word 2016 from the computer desktop. On the Welcome page, note the various
popular templates available. Click “Facet design (blank)” template for a full description.
Click “Create” to open a document in this particular style.

Microsoft Word 2016 Interface

The way the tools and menus are organized in Word 2016 is known as the user interface.
You will learn about The Ribbon, Quick Access Toolbar, File Menu and other key parts of
Word.
The Ribbon
The Ribbon runs along the top, contains all the Word tools, and is organized into three
parts:
 Tabs – represent a general activity area
 Groups – show related tools (commands) together
 Commands – a button, expandable menu, or a box for entering related information
Click the various Tabs: observe how the Groups and Commands change based on the
selected Tab

Quick Access Toolbar

The Quick Access Toolbar is above the Tabs and has commands used most often,
including “Save”. Place the mouse arrow over each icon (do not click) to see the name
and use for each icon. You may customize the commands in the toolbar if you click the
black arrow at the end of the toolbar.
The Undo command “takes back” any changes made to the document. For example, type
“Undo” in the blank document you have open, then click Undo in the Quick Access Toolbar.
Undo keeps track of actions by sequence; if you accidentally erase (change) data in your file,
click Undo right away to get it back. On that note, it is important to “save early and save
often.” (See “Saving Your Work” on page 5.)

File Menu
The File Menu contains actions at the file level. Click the blue “File” tab to the far left of
the tabs. What you’ll see is the “backstage” area. From here, you can create a New document,
Open an existing one, Save changes to the current document, Save As a different file with a
different name, Print the current document, and other options. Click the “back arrow” at the
top to exit the backstage area.
Title Bar, Help Menu, Ribbon Display Options
The Title Bar shows the name of the program and the name (title) of your document.
(Top-most bar in program window.) A new document has a temporary title, Document1, until
you “Save As” with a different name. To the far right on the Title Bar is the Help Menu and
Ribbon Display options.
The Help Menu has articles on using the software. Not sure how to perform a certain action
or where to find a command? Click the question mark icon to browse Help articles, or search
for specific topics.

Ribbon Display Options allow you to see more or less of the Ribbon and the work area, as a
result.
Take a moment to locate and explore these features in the Word program window.
Using Tools in Word
Start learning about word processing by working in a Microsoft Word 2016 document.
Save Your Work
To make sure you don’t lose your work on a document, you should “save early and save
often.” Let’s start by saving the document you have open in Word 2016:
1. Click the blue File Button near the Tabs.
2. Click Save As. This option is for saving, or naming, a file for the first time.
You may create different versions of a file by “saving as” a new name.
3. Click “My Documents” folder. Select your folder
4. Name file “My Practice Document”. Generally, choose a name that is easy
to remember.
5. Click Save.
2.2. Changing the Basic Setting of Documents

Get Ready for Typing

The main workspace in Word resembles a piece of paper on your screen. Note the vertical
blinking line, the cursor, near the top left of the paper. Cursor and mouse pointer shape offer
hints in Word.
The Cursor
The cursor indicates where text will appear as you type; it also indicates font size for that
spot. Earlier, you created a document from the “Facet design (blank)” template on the
Welcome Page. Note the size of the cursor next to the word “Title”. What is the font size
value for the word “Title”? (Look toward the Font Group in the ribbon.)
Now move your mouse pointer in front of the word “Heading” and left-click once. This
moves the cursor. Note the cursor size and font size value in the font size box. What is the
font size value?
Mouse Pointer Shape
You may have noticed the mouse pointer changes shape as you move to different areas
in Word. The two most common shapes indicate different
functions. The mouse pointer arrow is for clicking commands,
or buttons in general. The mouse pointer text tool (I-Beam) is
for selecting text or positioning cursor for typing. You will use
the document you have open now to practice using various key
Groups and Commands in the Word Ribbon. Let’s select and
change text in your document.
Keyboard Shortcuts
These shortcuts are a handy way to use the mouse less. Activate them by holding down one
of the Ctrl (Control) keys on the keyboard and tapping the corresponding key. For some
shortcuts, you have to highlight the text first. Follow your instructor’s directions to apply
these shortcuts to a document (if Paragraphs document is still open, use it as an example or
write a few new sentences on a blank page).
Selecting Text
Selecting text to make edits is an important word processing skill. A common way to select
text is:
1. Place mouse pointer text tool next to the text. In this case, place it next to next to
“T” in “Title”.
2. Press the left mouse button.
3. Drag it across the text.
4. Let go of the left mouse button.
Notice “Title” is selected (highlighted). Go ahead and type “My Practice Document”.

Selecting Lines and Paragraphs

To select a complete line of text (use paragraph in your
practice document):
1. Place mouse pointer arrow in left margin next to line of text
(arrow will point to the right).
2. Left-click once to select that line of text.
To select several lines or a paragraph:
1. Place mouse pointer arrow in left margin next to line of
text (arrow will point to the right).
2. Press (hold down) the left mouse button.
3. Drag to the end of the paragraph.
 4. Let go of the left mouse button.
Next, you will use commands from the ribbon to edit text you have selected.
Home Tab
The Home Tab has the groups of commands that people use most often.
Font Group
The Font Group contains commands that change the appearance of the font. Font is the set of
characters (letters, numbers, punctuation, etc.) in a particular style. For example, the
document you created from the “Facet design” template on the Welcome page uses
“Trebuchet MS” font, but you can still use the font commands in your document.
Here’s how to italicize text
1. Select the word “Practice” in the document title.
2. Click italics icon in Font Group (see screenshot).
TIP: Italic, like Underline, is used to emphasize words or sentences in text, and book and
movie titles. Though italics are more common, you can use either in your documents, but use
one consistently throughout.
Notice Word automatically capitalized the first word in the sentence. If you want each word
capitalized, as a title or header normally is, you may do it word by word or simply use
Change Case.
To use Change Case command:
1. Select “How to use this template”.
2. Click “Change Case” command.
3. Click “Capitalize Each Word” in menu.
TIP: A general rule to make changes to text is first select the text and
then click the command button of your choice. You may change font
size or style before you start typing, too. Look in the Font Group to see the font and size that
will appear when you begin to type.
Take a moment to read the paragraph in your practice document under “How To Use This
Template”. You will use some commands from the Styles Group and Paragraph Group under
the Home Tab.
Style Group
A document created from a template, like the one you opened earlier (Facet design blank),
has predesigned styles for different parts of the document, such as paragraphs and headers.
To apply a different paragraph style:
1. Select paragraphs under “How To Use This Template”.
2. Click “More” button in Styles Group.
3. Click “Emphasis” command.
The text remains selected. You may continue modifying, including Undo, if
you wish. To de-select, press left arrow (cursor placed at beginning of text),
right arrow (cursor placed at end of text) or click in an area outside the selection.
To create a new heading (section):
1. Click “More” button in Styles Group.
2. Click “Heading 1”.
3. Type “Learning more about the home tab”.
4. Press “Enter” once.
5. Type “The Home Tab contains the following Groups:”
6. Press “Enter” once.
You now have a new header and introductory sentence. You will use commands from various
groups at various times, so don’t be surprised that you will use a command from the
Paragraph Group next.
To create a bulleted list:
1. Click “Bullets” command in Paragraph
Group.
2. Type “Clipboard”.
3. Press “Enter” once.
4. Re-create list pictured to the right
5. (Repeat step 2 & 3 for each word).
6. After last item in your list, press “Enter” twice.
Bullets are good for general lists of items. A numbered list is good for steps in a procedure or
order. The steps to make a numbered list are the same, except the icon for
numbering is
TIP: For style or space, explore decreasing indent space for lists.
Bullets or numbers automatically indent to set lists apart from regular text. But if you like
the style of left margin alignment, the bullets or numbers set the list apart from the text
sufficiently.
Clipboard Group
The Clipboard Group has the commands to do “copy and paste” and “cut and paste”.
Before you start:
1. Make a new sub-heading in your practice document.
a. Use “Heading 2” style from Styles Group.
b. Type “Clipboard Group”.
c. Press “Enter” once.
2. Type two sentences on one line.
a. “I want to live in a warm place. I am moving
to Hawaii.”
To Copy and Paste text:
 1. Select the text (the line of text you just typed).
2. Click “Copy” icon in Clipboard Group.
3. Move cursor to area where you want to paste (right arrow, then “Enter” once).
4. Click “Paste” icon in Clipboard Group.
To Cut and Paste text:
1. Select the text (the sentence “I am moving…”). Click “Cut” icon in Clipboard Group.
2. Move cursor to area where you want to paste (at beginning of first sentence on same
line).
3. Click “Paste” icon. Can you think of a scenario where you might choose one
command (Copy, Cut) over the other?
TIP: Use keyboard shortcuts to save a little time. When you place the mouse pointer arrow
over a command without clicking, a floating box appears with the command name, keyboard
shortcut in parenthesis and a brief description.

Paragraph Group
The Paragraph Group includes commands to adjust
line and paragraph spacing and alignment. Line
spacing refers to when the text you’re typing has
reached the end of the line and moves down to the
next line automatically. Paragraph spacing refers to
any time you press the “Enter” key to start a new
paragraph.
2.3. Mail Merge

Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by
linking a main document to a data source. It is the process of combining a list of data with a
template.
The mail merge process involves the following:
 The Main Document – contains the text and graphics that are the same for each
version of the merged document.
 Data Source – a file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.
Mail Merge – Form Letters
1) Open Word and create a new blank document
2) Type the letter with all needed text and formatting, leaving room for the data from
the data source (example: name, address, etc.)
3) Click the Mailings tab
4) Click Start Mail Merge
5) Click Step-by-Step Mail Merge Wizard

The Mail Merge task pane appears on the right of your screen. Note there are 6 steps.
Step 1. – Select Document Type
1) Click Letters for the document type
2) Click Next: Starting document
Step 2. – Select Starting Document
1) Click Use the current document under Select starting document
2) Click Next: Select recipients
Step 3. – Select Recipients
The recipients can come from either an existing Excel file, an Access table or you can create
a new list in Word.
If Using an Existing List:
 1) Click Use an existing list under Select recipients
2) Click Browse
3) Select the file
4) Click Open
5) Select the worksheet tab name that contains the data
6) Click OK (Mail Merge Recipients opens showing the file data)
7) Click OK

8) Click Next: Write your letter

If Creating a New List:

1) Click Type a new list under Select recipients
2) Click Create
3) Click Customize Columns to modify the list of fields
4) Delete any unnecessary field names and/or add new ones
5) Click OK

6) Begin typing records, hitting TAB to advance to the next field and to continue
adding new records
 7) Click OK
8) Click Save
The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved
in the My Data Sources folder. It is recommended to save the file in this folder.
9) Click Next: Write your letter
Step 4. – Write Your Letter
1) If including an address, click the location in your document where the address data
will be inserted
2) Click Address block…
3) Select the address elements you want included
4) Click OK

The field name will look like this: <<AddressBlock>>

The address block will insert the following fields including any necessary punctuation: First
Name, Last Name, Company, Address 1, Address 2, City, State, Postal Code. If your fields
do not match the ones listed above or you are not using address fields, click More items…
 5) Click on the field from the list
6) Click Insert
7) Click Close
The field name will look like this - «First_Name»
8) Repeat this step until all fields have been inserted.
Remember to put spaces and punctuation where needed.
9) Click Next: Preview your letters
Step 5. – Preview Your Letters
Here is where you can preview the first page with the fields filled in. Click Next: Complete
the merge
Step 6. – Complete the Merge
1) Click Print to send directly to the printer
2) Click Edit individual letters to create a new file
Remember to save your document as you go. The next time you open your document and
click on Step-by-Step Mail Merge, the data source file will be attached.
Mail Merge – Labels
1) Create a new blank document
2) Click the Mailings tab
3) Click Start Mail Merge
4) Click Step-by-Step Mail Merge Wizard
Step 1. – Select Document Type
1) Click Labels for the document type
2) Click Next: Starting document
Step 2. – Select Starting Document
1) Click Use the current document
2) Click Label options under Change document layout
3) Choose the label style you are using
4) Click OK
 5) Click Next: Select recipients
Step 3. – Select Recipients
1) Click Use an existing list under Select recipients (or you can create a new list)
2) Click Browse
3) Select the file
4) Click Open
5) Select the worksheet tab name that contains the data
6) Click OK
7) Click Next: Arrange your labels
Step 4. – Arrange Your Labels
1) Click in the first label box and click on either Address block or More items to
insert the data fields
2) Click Update all labels to include the fields on all labels
3) Click Next: Preview your labels

Step 5. – Preview Your Labels

Here is where you can preview the labels.
Click Next: Complete the merge
Step 6. – Complete the Merge
Click Print to send directly to the printer
OR
Click Edit individual labels to create a new file
2.4. Inserting Tables and Images

Insert Tab
The Insert Tab commands insert different elements into your document like tables and
illustrations.
Tables Group
You may choose preformatted tables or add the number of rows and columns you want. For
this exercise, you will create a 3x5 table to track DVD’s on loan to friends.
To insert a table into your document:
1. Click the Add a Table icon under the Insert Tab.
2. Select a 3-column, 5-row area in the grid.
3. Left-click when you are ready to insert the table.
Apply a Table Style
1. Click into the table to activate the Table Tools tab.
2. Choose a new design from the Design Tab.
Complete table as shown below:

TIP: Sort the list of DVDs to locate them easier (imagine if you had a longer list). Click into
the table to activate. Under the Layout tab, click Sort to sort by title (you could also sort by
name if you wanted to know who had what movies).
Illustrations
The Illustrations Group has commands to insert pictures, shapes, charts, and more.

How to insert a shape

1. Click the Shapes button in the Illustrations Group
2. Click the first shape (Explosion 1) in Stars and Banners.
3. Place mouse pointer (cross) in a blank area.
4. Click and drag your mouse to “draw” the shape.
 5. Let go of the mouse button when finished.
How to add text to a shape
1. Place mouse pointer arrow in shape area.
2. Click right mouse button once.
3. Click “Add Text” from menu.
4. Type “Hello”.
How to move a shape
1. Place mouse pointer over shape.
2. Look for cross-like move arrow tool.
3. Click and drag your shape to a new spot.
How to re-size a shape
1. Click into the shape.
2. Look for squares around the frame.
3. Click and drag a frame square.
a. Drag a corner out to enlarge proportionally.
Steps for inserting other types of illustrations are similar; try inserting another illustration on
your own.

Word Help
The Help Menu is an excellent resource for learning how to use software. Click the question
mark icon near the top right corner of any Office 2016 program window to
Access Help content.
2.5. Selecting Basic Documents Print Settings

Word offers a variety of page layout and formatting options that affect how content appears
on the page. You can customize the page orientation, paper size, and page
margins depending on how you want your document to appear.
Page orientation
Word offers two page orientation options: landscape and portrait. Compare our example
below to see how orientation can affect the appearance and spacing of text and images.
 Landscape means the page is oriented horizontally.
 Portrait means the page is oriented vertically.
To change page orientation:
Step 1. Select the Layout tab.
Step 2. Click the Orientation command in the Page Setup group.

Step 3. A drop-down menu will appear. Click either Portrait or Landscape to change
the page orientation.

Step 4. The page orientation of the document will be changed.

Page size
By default, the page size of a new document is 8.5 inches by 11 inches. Depending on your
project, you may need to adjust your document's page size. It's important to note that before
modifying the default page size, you should check to see which page sizes your printer can
accommodate.
To change the page size:
Word has a variety of predefined page sizes to choose from.
Step 1. Select the Layout tab, then click the Size command.
 Step 2. A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.

Step 3. The page size of the document will be changed.

To use a custom page size:
Word also allows you to customize the page size in the Page Setup dialog box.
Step 1. From the Layout tab, click Size. Select More Paper Sizes from the drop-
down menu.
Step 2. The Page Setup dialog box will appear.
Step 3. Adjust the values for Width and Height, then click OK.
 Step 4. The page size of the document will be changed.
Page margins
A margin is the space between the text and the edge of your document. By default, a new
document's margins are set to Normal, which means it has a one-inch space between the text
and each edge. Depending on your needs, Word allows you to change your document's
margin size.

To format page margins:

Word has a variety of predefined margin sizes to choose from.
Step 1. Select the Layout tab, then click the Margins command.
 Step 2. A drop-down menu will appear. Click the predefined margin size you want.

Step 3. The margins of the document will be changed.

To use custom margins:
Word also allows you to customize the size of your margins in the Page Setup dialog box.
Step 1. From the Layout tab, click Margins. Select Custom Margins from the drop-
down menu.
Step 2. The Page Setup dialog box will appear.
Step 3. Adjust the values for each margin, then click OK.
 Step 4. The margins of the document will be changed.
Alternatively, you can open the Page Setup dialog box by navigating to the Layout tab and
clicking the small arrow in the bottom-right corner of the Page Setup group.
Printing Documents
To access the Print pane:
Step 1. Select the File tab. Backstage view will appear.

Step 2. Select Print. The Print pane will appear.

Step 3. Click the buttons in the interactive below to learn more about using the Print
pane.
Preview Pane
Here, you can see a preview of how your document will look when printed.
You can also access the Print pane by pressing Ctrl+P on your keyboard.
To print a document:
1. Navigate to the Print pane, then select the desired printer.
2. Enter the number of copies you want to print.
3. Select any additional settings if needed.
4. Click Print.
Custom printing
Sometimes you may find it unnecessary to print your entire document, in which case custom
printing may be more suited for your needs. Whether you're printing several individual
pages or a range of pages, Word allows you to specify exactly which pages you'd like to
print.
To custom print a document:
If you'd like to print individual pages or page ranges, you'll need to separate each entry with
a comma (1, 3, 5-7, or 10-14 for example).
1. Navigate to the Print pane.
2. In the Pages: field, enter the pages you want to print.

3. Click Print.