BUSINESS TECHNOLOGY TODAY Chapter Five Killer Applications— Using Your Operating System and Word Processor

FOCUS QUESTION How can I use my operating system and word processor to work more productively?

Operating System The operating system is the most important piece of software in your computer. Many functions to help manage computing resources process management memory management file management network management device management

Process Management Processing tasks should be scheduled for different times to avoid crashing. Scheduled processing tasks include software updates virus scanning backup of data to other locations

Memory Management The operating system can be configured to maximize the memory used by programs. This helps to avoid crashing and allows for more efficient multitasking.

File Management There are two types of files: 1. program files (applications) 2. data files (documents) File extensions help to recognize the kind of file you are accessing by the last few letters after the period.

File Management (continued) When naming data files, keep in mind the following tips: 1. Use fewer than 15 characters. 2. Use a symbol to divide sections of information. 3. Include the initials of the author in two characters or less. 4. Identify the subject in five characters or less. 5. Identify the date. 6. Add an extension.

File Management (continued) To organize files using folders and paths store files in a logical place think of electronic storage devices as filing cabinets use folders to make paths that make sense to you create folders and then subfolders to group your files together Paths are the set of folders that must be opened to access a file.

Network Management The operating system manages the computer’s connection to WANs, LANs, wireless networks, and the Internet. Establish network connections using a wizard. An ISP gives details on what to enter when using the wizard.

Device Management Software called drivers must be installed on your computer to ensure communication between OS and device. If more than one printing device is connected to a computer, you can select a default.

Keeping Things Organized Clean up files every couple of weeks to keep your computer organized: 1. Back up all important files. 2. Delete files no longer needed. 3. Move files to appropriate folders. 4. Archive files that are rarely used. 5. Empty Trash or Recycle Bin frequently.

Keeping Things Organized (continued) Perform maintenance tasks regularly: 1. Scan hard drive once a month using a tool like Windows XP Disk Cleanup. 2. Clean monitor, keyboard, and mouse several times a month. 3. Clean the dust out of computer case at least once a year. 4. Ensure that cards in the motherboard are correctly inserted when you move your computer. 5. Defragment your hard drive at least once a month.

Cleaning Computers Carefully For a CRT monitor clean using glass cleaner and soft cloth clean case using a damp cloth For a LCD monitor or a laptop clean using special cleaner and soft cloth do not use glass cleaner For a keyboard use cans of compressed air or sticky notes For a mouse use a damp cloth to remove dust from the outside of the case

Making Things Fit Defragmenting eliminates gaps and puts file fragments closer to similar file fragments. Once a month, you should defrag your computer. It can be a lengthy process. Follow these steps: 1. Close all applications and disable screensaver. 2. Start defragmenting software. 3. A message will appear when defragmenting is complete. 4. Enable the screensaver again.

Word-Processing Software Word-processing software is used to input, process, save, edit, and revise written communications.

Common Word-Processing Features Page sizes/orientation letter and legal portrait and landscape Margins Margins create white space; the page is too busy without them. We need margins for binders so that words aren’t cut off. Most printers can’t print to the edges of paper. You may need larger margins to leave space for comments.

Common Word-Processing Features (continued) Alignment Words wrap around to the next line as you type. Only press Enter when you want to start a new paragraph. There are four alignment options: left, right, centre, and full justification

Common Word-Processing Features Formatting text Typefaces can be serif or sans-serif. Font sizes range from very small to very large. Font styles can be set bold, italic, or underline. Other options include strikethrough, shadow, outline, and small caps. Line spacing can be single, one and a half, or double.

Common Word-Processing Features (continued) Bulleted list Bullets or symbols are used to identify a list. Numbered list A list can be numbered or in the form of an outline.

Common Word-Processing Features (continued) Columns Columns can format text to resemble a magazine or newspaper. You can select the number of columns and column width.

Revision Tools Spell Check Thesaurus Check when you are done or as you type. The dictionary is limited; users can add words that the program does not know. The spell check program usually uses American or British spelling. Be aware of which spelling you are using. Thesaurus Click the word that you want to replace. Access the Thesaurus feature. Do not assume that all words listed are suitable choices.

Revision Tools (continued) Grammar Check This tool compares sentence structure in the document with a series of rules programmed into the software. You can accept or ignore suggestions. Sometimes the Grammar Check is wrong. Help menu There are three parts to most Help menus: contents index search

LITERACY TOOLBOX Following Instructions: Reading Help Features in Software The first step is using a keyword or keying in a question to get instructions. Tips for selecting the right keywords: 1. Check the menus in the software to find the sorts of words used. 2. Try as many different words as you can think of. 3. Use a Thesaurus to locate more words. 4. Search your problem on the Internet to get the right terminology.

LITERACY TOOLBOX (continued) Following Instructions: Reading Help Features in Software When searching the Help feature, ensure that you use the right terminology. Be as specific as possible. Once you get the right term, you will get instructions. Tips for reading Help instructions include the following: 1. Read the instructions once without doing anything. 2. Think about what you’ve read. 3. Begin following the instructions one step at a time. 4. If this solved your problem, consider printing and filing the instructions.

Editing and Proofreading Use hard copy to proofread for keying, spelling, grammar, punctuation, and word usage errors. Check for layout consistency. Consider the following: Have you given too much or too little information? Have you used jargon that may not be familiar to the reader? Have you made assumptions about your reader that may be inaccurate? Use standard proofreading marks.

Electronic Collaboration Many word-processing applications have a feature that will track changes that you make to a document. This is helpful when working in a group. Members can choose to accept or reject changes.