..............................................................................................

Types of Computers...................................................................................................................................................... 3
Computer Components ................................................................................................................................................ 3
Switching computer on ................................................................................................................................................ 4
Logging on to computer ............................................................................................................................................... 4
Shutting Down Your Computer .................................................................................................................................... 5
Locking Workstation..................................................................................................................................................... 6
Change Password.......................................................................................................................................................... 6

............................................................................
Systems Box .................................................................................................................................................................. 7
Input Devices: Keyboard and Mouse ........................................................................................................................... 7
Processing Devices........................................................................................................................................................ 8
Output Devices ............................................................................................................................................................. 8
Storage Devices ............................................................................................................................................................ 9
Memory ...................................................................................................................................................................... 11
Networking ................................................................................................................................................................. 12
Software...................................................................................................................................................................... 12

........................................................................................
Operating the Keyboard ............................................................................................................................................. 13
Typing Text.................................................................................................................................................................. 14
Operating the Mouse ................................................................................................................................................. 15

...........................................................................
Start Menu .................................................................................................................................................................. 17
Start a Document........................................................................................................................................................ 17
Start a Program........................................................................................................................................................... 17
Windows ..................................................................................................................................................................... 18

...................................................................................
Files ............................................................................................................................................................................. 19
Folders......................................................................................................................................................................... 19
Viewing Files and Folders ........................................................................................................................................... 20
Arranging Files or Folders........................................................................................................................................... 21
Selecting Files or Folders ............................................................................................................................................ 21
Renaming a File or Folder........................................................................................................................................... 21
Deleting a File or Folder ............................................................................................................................................. 21
Recycle Bin .................................................................................................................................................................. 22
Cut, Copy and Paste Files or Folders .......................................................................................................................... 22
Searching for Files and Folders................................................................................................................................... 22

created by alexandra paige Training and Consulting for Cape Peninsula University of Technology
© 2009 aptc all rights reserved www.aptc.co.za
 ...................................................................................
Intranet versus Internet ............................................................................................................................................. 24
Browsing through the Web Pages .............................................................................................................................. 24
Using a Search Engine................................................................................................................................................. 25
Downloading files from the Internet ......................................................................................................................... 27
Security tips ................................................................................................................................................................ 27
Common domain name endings ................................................................................................................................ 27

......................................................
Good Computer Care and Maintenance .................................................................................................................... 28
Basic Troubleshooting ................................................................................................................................................ 29

Computer Basics Pag e |2

Welcome to the world of Information Technology, more commonly referred to as “IT” which is a general
term relating to the use of computers as an aid to creating and maintaining data.
Computers are only as clever as the people who operate them as they rely on the information that is fed
into them. If you put the incorrect information into the computer; you are going to get incorrect
information out of the computer. This information is processed in the sequence that it is fed in, all within a
matter of seconds if not milliseconds.
Computers are used for Repetitive Tasks, Easily Automated Tasks and Mathematical Calculations

Mainframe computers are big, powerful, expensive computers used in large organisations for many users
to access software packages and data.

Personal Computer (PC): PC’s were invented by IBM in 1981

Laptop Computers: are small portable computers which can run on batteries as
well as mains power. A newer term — Notebook— indicates a smaller laptop.
They are usually more expensive that a PC but are just as powerful

Palmtop Computers: are even smaller computers which can literally fit into the
palm of your hand.
Personal Digital Assistant (PDA): these computers use a special pen rather than a
keyboard and can be used as a computer, many can even connect to the Internet

All computer components are categorised as follows:

 Hardware

 Software

 Media

Hardware components can be physically felt and seen whereas software is a list of instructions given to the
computer in order to perform the functions with the hardware. Although we can see the CD or DVD where
software is stored, we can only see what software is actually on the disc once it is loaded into the
computer.

All consumables such as ink, toner, ribbons, discs, floppy disks etc. are considered as media, these are items
that can be discarded and will run out after constant use.

Computer Basics Pag e |3

Each time you switch on a computer it checks for faults and conducts other self-checks.

Make sure the power lead from the computer is plugged in and switched on.

Press the power button on the system unit (this is usually indicated by a green light above, below or
alongside the power button).

If nothing appears on your screen press the power button on the monitor.

Once all the self-checks are complete you will be prompted to Log On

When logging into the computer your username and the domain are usually completed for you.

1. Hold down the Ctrl and Alt buttons simultaneously and press Delete once to display the log on
screen

Computer Basics Pag e |4

2. Windows then prompts you to identify yourself by logging on:
 Username - (this will provided for you)
 Password - Passwords are to kept known only to yourself, make them difficult for someone
else to guess, but easy enough for you to remember.
 Log into - if you are working on a company network, this information will be provided for
you.

3. Click OK or press Enter when done

Once this process has been completed the first screen you will see is your desktop and task pane displaying
a Start Button which is used to start programs and other tasks.

When a computer is turned on there are a number of connections and files that open. Therefore you
cannot just turn off a computer - it is necessary to shut it down or you can cause damage and corrupt files.

1. Click on which can be found in the lower left hand corner of the computer screen
2. Click on Shut Down and choose one of the following options:
 Log Off: closes all your programs, disconnects your user from the network and prepares the
computer to be used by someone else
 Shut down: saves any windows settings, closes all open connections and switches the computer
off (some of the older computers would need to manually be turned off and you need to wait for
the message “It is now safe to turn off your computer”)
 Restart: will shut down (as described above) and restart the computer again
 Stand by: consumes less power but unsaved windows settings will be lost if the computer loses
power (this feature is not always available)
 Hibernate: performs the same function as Shut Down but when you restart the computer it is
restored exactly as it was before Hibernation (this feature is not always available)
3. Click OK or press Enter and follow other prompts if required to do so

Computer Basics Pag e |5

When connected to a network, the security of your data is vital. Generally computers will automatically
lock after approximately 15 minutes. To force this process to happen immediately follow these simple
steps:
1. Hold down the Ctrl and Alt buttons and press Delete simultaneously
2. Select Lock Computer
3. To unlock hold down the Ctrl and Alt buttons and press Delete simultaneously and type in your
password

Although you will be prompted when your password is about to expire, you might want to change it at any
given time.
1. Hold down the Ctrl and Alt buttons and press Delete simultaneously
2. Select Change Password
3. Type old password if prompted
4. Type new password
5. Retype new password to confirm
6. Click OK or press Enter when done

Computer Basics Pag e |6

A number of hardware items are required for the computer to work. These are broken up into various
components. Items you can touch are known as Hardware while Software is packages used for producing
various types of documents – word processing, calculating, e-mail,
As you type on the key board (input device), the information is processed and sent to the screen (output
device) immediately.

All the electronic parts required to make the computer work are stored in this box. The one shown in the
picture is known as a Tower Box and stands upright. It can also lie flat on the desk, often with the monitor
on top and is known as a Desk Top Computer.

An input device is an item used to place information into the computer for processing. This is done via the:
 Keyboard: which is like a typewriter used to type text and insert commands
 Mouse: lets you tell the computer what to do by pointing to and clicking on the appropriate
command
 Scanner: is used to convert a hard (paper) copy into an electronic file
 Joystick: is also considered as a pointing device – used more for games than in the work
environment

Computer Basics Pag e |7

Motherboard

The motherboard is an essential part of the computer which brings all devices together as
one, and it is here that the computer does all the processing. This component is usually
located in the computer “box” that all the cables plug into.

Central Processing Unit (CPU)

The largest and most important component is the CPU (Central Processing Unit). CPU is
the main brain where all the functions and calculations are performed and usually
generates a lot of heat, resulting in the need of various cooling devices to prevent the
device from overheating. One of the main functions of the CPU is to determine the speed
and strength of the computer and what operating systems will be able to function on it.

The output device is used for us to interpret the results of the processing (e.g.
the answer to our calculation). The computer then takes the information that
was processed and converts it back to the language that was used by the
operator (e.g. English, Afrikaans or Xhosa). This process is performed with
minimal delays.
Once the central processing devices have finished processing information, it is
fed through to the visual display unit (VDU) or monitor.

Monitors / Visual Display Units (VDU)

The monitor is like a television screen, letting you see what information you are typing into the computer.
Various makes and models of visual display units / monitors are available ranging in size, from 9 to 42
inches (all measurements are still currently in inches). When determining the size of a monitor, we
measure diagonally across a screen from the top left to bottom right or bottom left to top right.

The most common types of monitors available on the market at present are:

Cathode Ray Tube Liquid Crystal Display Plasma

Computer Basics Pag e |8

Printers and Plotters
Printers and plotters are other forms of output devices. A computer does not necessarily have to have this
form of output device in order to function correctly. Like any other device there are various makes, models
and types, ranging from Dot Matrix to Laser and Inkjet / DeskJet / Bubblejet and Stylus printers. Each type
varies in cost and in size (ranging from A4 printers to A0 plotters).

Dot Matrix
This is one of the oldest types of printers and is still available for purchase, used mainly
for high speed printing of text, rather than graphics. The dot matrix obtains its name
because the characters are placed onto the paper by a series of pins striking the paper
through a ribbon and are generally of noisy nature. They can be found in a smaller
“receipt” type printer for the printing of store receipts.

Inkjet / Bubblejet / DeskJet / Stylus

These are one and the same and vary in name purely by the various
manufacturers. They make use of rapid drying ink cartridges and spurt the
ink onto the paper. Some of these printers make use of single tank
cartridges which means that each of the primary colours are separate
tanks and by mixing them, obtain the rest of the colour spectrum.

LaserJet
LaserJet printers make use of toner drums which burns the toner into the paper
when printing. These printers are ideal for bulk printing as they print high
quantities of pages per minute. A disadvantage of laser printers is the high
maintenance costs of the toner and drum.

Plotters
Plotters are designed to print on the smallest paper right up to the largest
architectural plan, advertisements etc. They are usually fast printers and can print
an A0 size picture in a couple of minutes (if not seconds).

The storage devices enable you to save documents and then open and edit them without having to re-
create them from scratch.

Basic Units of Data Storage:

It is important to realise that the term “digital computer” refers to the fact that ultimately the computer
works in what is called binary. Humans work in tens (most likely because we have 10 fingers). A digital
computer uses the numbers 0 (turned on) and 1 (turned off). When we talk about computer storage, either
the amount of memory (RAM) or the hard disk capacity, we are talking about numbers which are multiples
of 0 or 1.

Bits - Computers work on a binary numbering system – for example a 32-bit computer means it can
process 32 bits at a time.

Computer Basics Pag e |9

Information is stored as a collection of bytes:
Byte (Character) consists of 8 bits=
Kilobyte (kb) = 1 024 Bytes
1 Megabyte (mb) = 1 024 Kilobytes = 1 000 000 Bytes
1 Gigabyte (gb) = 1 024 Megabytes = 1 000 000 000 Bytes
1 Terabyte (tb) = 1024 Gigabytes = 1 000 000 000 000 Bytes

Permanent Storage Devices

Permanent storage devices would be your local drive or hard drive. Drives
today, start at about 80 gigabyte of drive space, and go up to in excess of 2
terabyte (dependant on your requirements). These drives are usually mounted
inside your computer (or network file server) and are not removable.

Transportation
For convenience, today, there are various methods of transporting data from one computer to another.
Please note that, although your computer might be fitted with these devices, the use thereof might be
restricted and would need special permission to have restrictions lifted.

Flash Drives or USB memory sticks

Memory Sticks are becoming more and more common as a form of storage for purposes of transportation
between computers. These drives connect to the computer by means of a USB (Universal Serial Bus) which
establishes the communication.
Once you have finished Opening or Saving your files, it is important that you don’t just unplug it — this may
lead to the data on the device becoming corrupted as there is still communication between the computer
and the flash drive. In order to unplug your flash drive, you should always “stop” the device.
1. Double click the USB Device Icon on the task bar; if this is not
visible click to expand the box
2. Select the device you wish to stop and click on the STOP button
3. Confirm you wish to stop the device by clicking on the device and click
on OK
4. You will be prompted that it is now safe to remove the device.

Optical discs (CD (Compact Disc) and DVD (Digital Video Disc))
CD/DVD’s are also common devices, however special hardware is required should you
need to copy files to the disc. Original software is all shipped on either CD or DVD. As the
applications are becoming larger in size, companies are using DVD’s due to the storage
capacity on a single disc (up to 8 gigabytes depending on format of disc).

External hard disk

is much like that of permanent storage, however it is in an external drive frame which
makes it portable
Backup / Archival Purposes
Miniature magnetic tape drives are currently the most common methods of storing data
for archival purposes. The average storage capacity is about 40 gigabyte on a single tape. If your tape drive

Computer Basics P a g e | 10
can handle multiple tapes at the same time, then you would be governed by the amount of tapes you can
put in the drive at a single time.

The memory of the computer can be divided into:

RAM (Random Access Memory)

The RAM is the most talked about memory spoken about in computer circles; it is
usually referred to in megabytes, gigabytes or terabytes of memory. These modules are
plugged into the motherboard. As its name states, you can randomly add and remove
information from this form of memory, furthermore, this memory is also cleared when
the computer is shutdown or restarted.

ROM (Read Only Memory)

The ROM is usually one of the chips on the motherboard which contains basic
information such as internal commands predefined in the microprocessor. This
form of memory cannot be modified unless you make use of a microprocessor
programming device and is also not cleared when the computer is turned off or
restarted.

Cache
Cache is similar to RAM and is used to increase performance in the movement of data between the central
processing unit (CPU) and the RAM.

Virtual Memory
To lessen the load on the RAM, today, computers make use of virtual memory. This is a pre-defined
amount of storage space that it used on your local drive (or hard drive) until the information is required in
the actual RAM. This increases the speed of your computer as information is passed from the virtual
memory into the RAM and back.

Basic Input Output System (BIOS)

A type of ROM that is used by the computer when it is first turned on. It checks the condition and
availability of physical hardware inside the computer and attached to the motherboard. This can be
overridden by the user; however, such overrides can cause instability if the hardware is not physically there
or is faulty.

Computer Basics P a g e | 11
Networking is used for the linking of computers in order to share resources. Each computer is fitted with a
hardware component called a “Network Card” which allows the machine to communicate with the
network. A dedicated PC exists for each network, called a Server, which directs the data traffic around the
network.
Networks can range from small peer-to-peer networks (linking two computers to each other), to major
corporate WANs (Wide Area Networks). Generally, when a corporate starts off, an initial LAN (Local Area
Network) is established, and, as the organisation grows and offices and other branches develop, this
network starts to expand into a WAN. The only difference between a LAN and a WAN is that a LAN is
usually restricted to one building (within a single complex) whereas a WAN is the linking of computers over
a large geographical area (various buildings with distances between them).
The Internet is a good example of a WAN as it covers the entire planet. It is a linking of various file servers
to each other to share resources and information. It is most unfortunate that several individuals attempt to
cause havoc over the Internet and force all users to ensure their PC’s are have sufficient firewalls and virus
protected so as not to sustain damage and corruption to data.

Software is the collective name given to any application loaded on the computer. Unlike the hardware, it is
something that cannot physically be touched (although the media it is stored on can) and has to be
installed into the computer to make it active. Typically your software is divided into major categories:
Operating System Software
The operating system is a special type of program which is needed to start up your computer and co-
ordinates the flow of information. It allows you to use the advanced features of a modern computer
without having to learn all the details of how the hardware works. The operating system communicates
between the computer hardware and the user and is also used for administration of the computer system.
Some of the most common types of operating system are Novell Netware, Unix, Linux and various versions
of Windows (XP , Vista etc)
Application Program Software
An application program is the type of program which you use once the operating system has been loaded
into memory (RAM) to perform specific functions.
Although there are various brands of software that perform similar tasks, many users make use of the
Microsoft product suite:
 Microsoft Word (for the typing and editing of documents)

 Microsoft Excel (used to create spreadsheets, graphs and calculating figures)

 Microsoft Outlook (for electronic mail (e-mail)

 Microsoft PowerPoint (used for presentations and slide shows)

 Microsoft Internet Explorer (used for accessing the Intranet and Internet)

Most software is under license agreement with the development organisation such as Microsoft and is not
permitted to be copied. When you purchase new software, always ensure that you familiarise yourself
with the relevant software license agreement. Failure to abide by software agreements could lead to you
facing criminal proceedings against Copyright laws and also financial civil proceedings.
Also, when purchasing software, ensure that the software you purchase is the correct format and that your
computer hardware meets with the specific requirements for that software. For example, it does not help
to purchase software which requires Microsoft Windows XP, when you have PC is Microsoft Windows 98
loaded on your computer — the new software that you are purchasing will then fail to work.

Computer Basics P a g e | 12
In this Chapter we will discuss the correct usage of the keyboard and mouse.

The keyboard is attached to the computer. As with a typewriter, you press keys and the matching letter is
typed and displayed on the screen in front of you. Most keyboards are divided into four sections, namely:

Alphanumerical keyboard
This section of the keyboard is used to type alphabet letters (alpha) and figures and characters (numeric).
Alphabetic letters will print in lower case (small letters); to get one character in Upper Case, hold down the
Shift Button and press the letter; to get a series of letters in upper case (Capitals) press the CAPS LOCK (a
light appears on the numeric keypad on right of the keyboard).
To use the figures just press the key but if you want the symbols above the figures hold down the Shift
Button and press the key.

Special function keys

These keys appear at the top of the screen and are marked F1 to F12. They are used to gain access to
features in various software packages in combination with the Shift, Control and Alt buttons. You will learn
more about these in later courses.

Cursor control keys

These keys are user to move through existing text in a document in the direction shown on the key as well
as some shortcuts like Page Up and Page Down.

Computer Basics P a g e | 13
Numeric keypad
This keypad looks like a calculator and has a dual purpose where the figures or cursor control keys can be
used. If there is a light above the Num Lock button it means that pressing the key will produce the number,
if this is not on the cursor control keys will be used. It is also used for maths operators when using
calculations and formulas.

Special Keys on the keyboard

Key Function
Ends and places spacing between paragraphs; can also be used to accept
Enter
commands
Spacebar To place spaces between words
Escape To cancel a screen or operation
Backspace To delete the previous character (number or letter on the left)
Delete To delete the next character (number or letter on the right)
Caps Lock To type an entire word or sentence in upper case (capital letters)
To type a single letter in upper case or to obtain the characters above the
Shift numbers on the alphanumeric keyboard; Holding down the shift key and moving
the arrows also allows you to select text
To move across a screen a pre-defined number of spaces, or to move to the next
Tab
field in the event of a database
Allows you to use specific short cut keys to perform functions in the various
Alt
applications.
Windows Brings up the Microsoft Windows start menu list (giving you access to the various
Key programme options)

Text is entered via the keyboard and displayed on the monitor (screen).

You will notice a flashing bar which is known as a Cursor this is where your text will appear on the page
when you type.

Press the Spacebar after each word and Enter at the end of each paragraph.

Should you make a mistake press the Backspace button which will delete the character to the left of your
cursor. You can also press Delete to delete a character to the right of your cursor.

Use the Cursor Control Keys to move through existing text.

Computer Basics P a g e | 14
A mouse is primarily used to point to menu items, access quick menus and select existing text. The left
mouse button is used to select items while the right mouse button is used to access quick menus. The
“wheel” is a tool use to scroll through existing text in documents.
The mouse is configured for right handed people. To change this for left-handed people and other options
follow the steps below, if you are not able to do this yourself, ask your System Administrator for assistance:

1. Click on
2. Click on Settings and choose Control Panel
3. Click Mouse
4. Enable the option called Switch primary and secondary buttons

5. Click OK to confirm the change

How to hold the mouse

Hold the sides of the mouse with your thumb, ring finger and small finger
1. Place your index finger over the left button and your middle finger over the right
button
2. Rest your wrist on the desk or mouse pad
3. Keep the mouse on the mouse pad at all times.

How to move the mouse

Slowly slide the mouse around on the mouse pad. Take a look at how the mouse arrow moves on the
screen as you move the mouse.

Rest your hand on the mouse and move it slowly. There is no need to lift the mouse off its pad unless you
find that you have run out of space on the mouse pad. If this is the case just lift it and replace it in the
centre of the mouse pad.

It is unnecessary to turn your mouse right or left – keep the cord of the mouse (or the top of the mouse
where the buttons are) facing away from you. Simply move the mouse towards the left or right (do not
turn it).

Computer Basics P a g e | 15
Clicking the Buttons

Term Function
Click Use your index finger to click the left button of your mouse once on an object. If
you are left handed and your mouse has been configured differently, you would
place your index finger and click once on the right button of the mouse
Double-Click Use your index finger to click the left button of your mouse twice consecutively
straight after one another (with minimal delay if any). If you are left handed and
your mouse has been configured differently, you would place your index finger
and click twice (straight after one another – with minimal delay) on the right
button of the mouse
Right-Click Use the middle finger and press down once on the right button of the mouse. If
you are left handed and your mouse has been configured differently, you would
place your middle finger once on the left button of the mouse.
Hover Place your mouse cursor over an object
Scroll Place the mouse cursor so that it hovers above the vertical scroll bar and use the
wheel of the mouse to scroll up or down the screen.
Drag and Hold your mouse over an object, press and hold the left button of your mouse in
Drop while you drag the item to its new destination. Once the item is at its new
destination, let go of the left button. If you are left handed and your mouse has
been configured differently, you would perform the same function except you
would use the right button of the mouse.

Computer Basics P a g e | 16
When you start up Windows XP, logon as described earlier. Once the logon process is completed your
“desktop” will be displayed.

All commands carried out must be done through the Start menu which allows you, to start Programs, open
Documents from the “Recently-Used list, Search for files you cannot find, Getting Help as well as Shutting
Down your Computer.
Items followed by () open another menu while items followed by (...) open a dialog box. Items with
nothing afterwards start the feature immediately.
The mouse is usually used for accessing these items but the keyboard can be used as well

1. Click
2. A list appears displaying all the installed programmes
3. Choose item as described below

Recently Used Documents can be opened from your Start Menu which will launch the appropriate program
automatically.

1. Click

2. Click
3. Click on the item you would like to open

All programs need to be accessed via the Start Menu or you can double click on the Short Cut on the
Desktop if available. This is usually done using the mouse but can also be done via the keyboard (see
instructions in (italics) ).

1. Click

2. Hover over
3. Click the item you would like to open

Computer Basics P a g e | 17
A window can be described as an area on your desktop within which all Windows-based programs are run.
More than one window can be open at any one time.

Switching Between Windows

When you have several applications open at any one time, the window you are currently working on is
referred to as the Active Window or “the window with focus” (the title bar will be displayed in a brighter
colour than the other windows). To move between the open applications:

1. Click anywhere on the window you want to have focus;

--OR --

1. Click on the Application Button on the taskbar;

--OR --

2. Hold down the Alt key on your keyboard, and press the TAB key continuously until you find the
window you now wish to work in.

Computer Basics P a g e | 18
The function of Windows Explorer is to be able to browse your computer’s resources; perform basic file and
folder maintenance; open files launching associated application and other functions.

1. Click

2. Hover over
3. Choose Accessories
4. Click on Windows Explorer

There are different types of files, such as the files created when you save a document and the files which
contain your programs and also files used to store your operating system.
When creating files in the various packages it is necessary to save the file so that it can be opened or edited
at a later stage.

Folders are used to group files with a similar theme together. Typically the main folder for users is called
My Documents. Sub folders can be created to help you to group and organize files into various categories,
making them easier to locate.

A preceding the folder name indicates that the sub-folders are hidden (collapsed); while displays
the sub-folders in its Expanded form. To access a folder click on relevant folder which will display the files

container on the right of the screen; click to display sub-folders if necessary.

Computer Basics P a g e | 19
Creating Folders
Folders can be created from within Windows Explorer or within the Microsoft Office Packages.
Select the folder where you want to add the sub-folder to
1. Open Windows Explorer as described previously
2. Click once onto the existing folder that you would like the new folder to be contained within. For
example, to create a folder on a flash disk, then ensure that you have chosen the flash disk.
3. Click File  New  Folder

4. A new folder will appear ready for you to enter a name for the folder

5. Type in a suitable name for the folder and press Enter

Windows provides several ways for you to arrange and identify your files when viewing them in folders.

1. Click the view button or the View menu and choose one of the available view types

 Thumbnails view is a graphic display of files or folders with the name displayed under the thumbnail.
 Tiles view displays your files and folders as icons – the title is displayed with the “Arranged by
(sorted)” information underneath.
 Icons view displays your files and folders as icons with their names. In this view you can display your
files and folders in groups.
 List view displays the contents of a folder as a list of files or folder names preceded by small icons.
This view is useful if your folder contains many files and you want to scan the list for a file name. You
can sort your files and folders in this view; however, you cannot display your files in groups.
 Details view provides detailed information about your files, including name, type, size, and date
modified. Files can be sorted by clicking on the Column Heading; you can also show your files in
groups

Computer Basics P a g e | 20
Files can be sorted under various headings
1. Click View or right click over a blank area
2. Select Arrange Icons by
3. Choose an option:
 Name to sort by file name
 Size of file
 Type: group Word, Excel, etc documents together
 Modified: Date file was last modified
4. Show in Groups allows you to group your files by name, size, type, or date modified. For example, if
you group by file type, image files appear in one group, Microsoft Word files appear in another
group, and Excel files in another. Show in Groups is available in the Thumbnails, Tiles, Icons, and
Details views. To show your files in groups, on the View menu, point to Arrange Icons by, and then
click Show in Groups.
5. Auto Arrange: Arrange Icons in columns from the left side of the window
6. Align to Grid: Icons snap into place as designated by an invisible grid which keeps the icons aligned.

You can perform an action (such as copying, moving, or deleting) on more than one file at a time, as long as
all of the files are located in the same folder.
 To select a consecutive group of files, click the first file, press and hold down SHIFT, and then click
the last file.

 To select files or folders in non-consecutive order, press and hold down CTRL, and then click each
item you want selected.

 To select All files in the list highlight one file, press CTRL A

The name of a File or Folder can be changed to suit your purposes. This action cannot be carried out if a file
is open on your screen so ensure all files are closed.
1. Select file or folder you want to change
2. Click File  Rename
3. Type in new name remembering to type in extension (.DOC; .XLS, etc.) if required
4. Press Enter when done

Files no longer required can be deleted from the system. When a file is deleted it is moved into a recycle
bin. This action cannot be carried out if a file is open on your screen so ensure all files are closed.
1. Select file you want to delete
2. Click File Delete OR Press Delete on keyboard
3. Select Yes when prompted before deletion
4. The file will be moved to the Recycle bin unless you are prompted that the file is too large to fit into
a recycle bin; such files will be permanently deleted

Computer Basics P a g e | 21
Should you delete a file in error you can recover it from the Recycle Bin. Files recovered are restored to
their original location.

1. Click on Task Pane

2. Hover over
3. Choose Accessories
4. Click on Windows Explorer

5. Click to open
6. Select the file you would like to restore
7. Click File Restore

Emptying Recycle bin

As the Files in the Recycle bin take up space on your system it is advisable to empty it from time to time.
Emptying the recycle bin will remove all the files; single or multiple files can be deleted. Any file removed
from the Recycle Bin is purged and cannot be recovered.
1. Open Recycle Bin as described above
2. Click File  Empty Recycle Bin

Once you have decided how to organise your files into different folders it is necessary to start moving them
to their new location. When items are Cut or Copied, they are placed into a temporary storage area known
as the Clipboard and remain there until such time as another item is Cut or Copied or the computer is
restarted.
Cut removes an item from its original position and places it on the clipboard while Copy leaves the item in
the folder and places a copy thereof on the clipboard. Paste inserts the text at the place where the cursor
is.
Select file or folder to be cut or copied
1. Click Edit  Cut or Edit  Copy
2. Select Folder where you want to paste your selection
3. Click Edit  Paste

Drag and Drop Method

If you are able to see the file to be moved as well as the folder you want to move it to you can hold down
the left button of the mouse on the file/folder and drag it to the new location when you will release the
mouse

Should an occasion arise where you cannot remember the name of a file or which folder it is saved in,
Windows allows you to search for files by name, text, as well as other criteria such as date modified and
size of file.

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When typing in search criteria try to use a unique word or phrase which will result in fewer files being
found.

1. Click

2. Choose

3. Choose

4. Choose to search by Filename and Modify Date

5. Choose date option to narrow down search or leave as

6. Type in all or part of the document name

7. Choose which will allow more options in the search including words in the
document
8. Type in all or part of the filename
9. Type in some unique word or phrase contained in the file

10. Drop down list and choose My Documents

11. Choose other options for a more advanced search

12. Click to continue OR

13. Click to return to Search Results menu

14. The files containing that search criteria will display on the right hand side in the search results frame
15. Double-click on the appropriate file to open it

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 Chapter 6
Using the Internet

An intranet is a collection of shared space that is open to all staff within an organisation. This gives these
staff access to their company’s internal information. The Internet (also known as the world-wide-web) is a
collection of shared information between various networks throughout the world and data found here is
generally open to anyone .

Learning a few basic things, such as how to use the buttons on the Internet Explorer toolbar, can make
browsing the web easier and faster.

To start browsing the web, click any link on your home page, which is the page that appears when you open
Internet Explorer. You can see whether an item on a page is a link by moving the mouse pointer over the
item. If the pointer changes to a hand, the item is a link which means there is more information available.
Shortcuts appear at the top of your screen to help you gain access to the various features quickly.
Icon Action
Click these buttons to go a step backwards or forwards;
clicking on the drop down list displays sites accessed
recently
Type in address (URL)

(Keyboard shortcut is the refresh button which allows you to update the screen
F5) (this is usually done automatically)

(Keyboard shortcut – ESC) allows you to stop the searching process

allows you to find something quickly when you don’t know

(Keyboard shortcut Alt+M)
(Keyboard shortcut -Alt+R)
exactly where it is
allows you to find and add sites you use often to a
“Favourites” folder
as you click on various links a new web page opens on the
screen; clicking on the Home button takes you back to the
Home Page (which is where you started)
Allows you to print

Various Options for Saving, E-Mailing, Editing and Zoom

Various more advanced options

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Due to the size of the Internet and the amount of information contained therein, there are various search
engines available on the net; some of the most popular but definitely not only engines being Google,
Yahoo; MSN; Lycos; and Ask. These are physical websites that concentrate in finding information within
the Internet and displaying the search results from you to choose from.
Like anything else there are various manners of using a search engine, being the use of + and “ in your
search fields.
To access a search engine such as Google type in the URL in the address bar and click on GO or press Enter.

You click in the search box and type in your search criteria. When typing your search
criteria in, you can make use of the + symbol to search on more than word or the “
“inverted commas to search for a phrase. Then press the Enter key or click on the
SEARCH button.

Computer Basics P a g e | 25
Depending on the word(s) or phrase(s) used, as well as your connection speed, your search may just take a
minute or two to display the search results.

When we look at the search results, the relevant access links are always underlined, hence to access the
site of our choice we would simply click on the underlined link.

The results bar will also tell you how many sites it managed to find and is normally located at the top of the
screen.

The total number of pages is displayed at the bottom of the screen and you can change pages by clicking on
the underlined page number or click on the underlined NEXT and PREVIOUS links.

Computer Basics P a g e | 26
Any file that you intend to download will normally prompt you to “Open” or “Run” and “Save”. It is best
suggested to select the “SAVE” option and save it to your local hard drive before running it. This tends to
put less traffic on the network as well as it prevents any data packet corruptions whilst trying to run it over
a slow link.

Do not download files you are not a 100% sure of. Remember many viruses are spread by means of the
Internet.

A domain name is a name that has been registered to the organisation or company which therefore
becomes the websites Uniform Resource Locator (URL) and usually ends in one of the following:

Ending In Meaning
.COM / .CO.<country code> Company
.ZA Zuid Afrika (South Africa)
.AU Australia
.US United States
.UK United Kingdom
.GOV.<country code> Governmental / Local Government
.EDU Education
.ORG.<country code> Organisation (usually non-profitable)
.NET Network

Please note: that although these are the most common ones used, they are not the only ones that are in
circulation. Normally accessing search engines ending in “.CO.ZA” are usually faster and allow you to
search for sites specifically in South Africa hence you do not make use of the international pipelines across
the internet.

Computer Basics P a g e | 27
 Chapter 7
Good Practices and Troubleshooting

It is important that you take good care of your computer. And a few tips are provided in this chapter.

Placement
The computer should always be on a stable base (such as a table or desk)
1. It should not be stored on the floor due to dust and the chance that you
may kick it or knock it with your feet
2. Ensure there is sufficient air flow around the ventilation slots
3. Do not let it get direct sunlight if possible
4. All cables should be neatly placed to avoid the possibility of falling over
them
5. Monitors should be slightly below your eye level and approximately 30
cm away from you.
6. Do not move or unplug a computer whilst it is still on. Perform a shutdown first.

Do Not Just Unplug – Switch Off First!

Before unplugging any device (with natural exception of hot-swop devices and flash drives (which are
designed to be unplugged without the computer being turned off)) – This can cause a short circuit and
could damage your computer.
1. Should a cable become loose at the back of your computer — rather power down first before
reattaching the cable.
2. If possible, make use of a UPS (Uninterruptible Power Supply) or lightning / surge protection
adapters between your computer and the power supply.

Give Cables Slack

Tight cables can cause further damage to the computer. Always ensure there is some movement for the
cables.
1. Taut cables are more likely to come loose as there is continuous tension on them.
2. Cables should not have objects on top of them. Such cables become kinked (especially long network
cables) which cause loss of data and incorrect data reaching the computer, file server and printers
etc.
Cleaning Computers
Always shut down the computer before cleaning it. Whilst you clean the keyboard – unplug it from the
computer. To clean the computer hardware (case, monitor, keyboard, mouse, printer and scanner),
dampen a cloth with rubbing alcohol and wipe the computer clean. You can use a cotton swab dampened
with alcohol to clean between the keys or in other tight places. Ensure the swab or cleaning material is
not dripping from alcohol which may enter into the electronics of the keyboard, mouse, monitor or case
Ensure you completely re-attach the cables before powering up your computer again,
Your computer can be wiped with a clean dry cloth to remove the dust that collects from the screen.

Computer Basics P a g e | 28
Q: My PC does not come on at all after I have pressed the power button.
Is there electricity in the building?
Is the computer plugged into the wall socket?
Is the wall socket turned on?
Have you tried a different wall socket?
Have you checked the power cable at the back of
your computer – that it is plugged in and secure?
Are there any power LED’s on your computer or
monitor – indicating that there is power coming
through to the computer
If there are no LED’s on the computer and the cable
is secure, and there is power on the monitor – you are probably experiencing a
power supply unit failure or more serious failure on the box of your computer.
Contact your local system technical support.

Q: My computer comes on, but there is nothing appearing on the screen.

Is the power cable connected to the monitor?
Is the monitor data cable connected to the back of the PC and is secure?
Are any of the LED’s on the monitor that is on?
Try turning the monitor off and on again.

Q: My computer comes on, but the keyboard does not work.

Check the plug at the back of the computer to ensure it is plugged in and secure.

Q: My computer comes on, but the mouse does not work.

Check the plug at the back of the computer to ensure it is plugged in and secure.

Q: My computer comes on, nothing displays on the screen, and the computer starts
to beep.
Dependant on the number of beeps (long and short sequence included), it could
represent several hardware faults which you would be unable to rectify. Contact
your technical support.

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