6-1 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Chapter 6 BSBITU101A—Operate a personal computer

6-2 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Contents Start-up procedures (BSBITU101A/1.1–1.6) Navigate the desktop (BSBITU101A/2.1–2.3) Folder structures (BSBITU101A/3.1–3.4) File organisation (BSBITU101A/3.5–3.8) Printing (BSBITU101A/4)—please note that print information is included in Chapter 5. Shut-down procedures (BSBITU101A/5.1–5.2) Summary

6-3 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Safe work practices (BSBITU101A/1.1–1.2) Personal ergonomics involve: fitting your equipment to suit the physical space: –use an adjustable chair –workstation including table or desk and shelving –check keyboard position –personal lighting –monitor adjustments adapting your work style to suit the job: –exercise every hour (for continuous data entry) –change your focal point regularly –observe regular breaks (lunch, tea/coffee)

6-4 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Starting up the computer (BSBITU101A/1.3– 1.6) Basic system functions At start-up, the computer will perform some behind-the-scenes maintenance. If faulty equipment is detected the computer will ‘hang’ and ask for directions. Before turning on any computer it is essential that all accessory equipment be connected and turned on: –printers –projectors –scanners –digital cameras

6-5 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Starting up the computer (BSBITU101A/1.3–1.6) continued Login procedures Business environment = Network Network = Password Levels of permission apply to all employees. Some programs require separate login scripts from ‘normal’ Microsoft and network applications. Some network features require different login procedures to obtain access.

6-6 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Starting up the computer (BSBITU101A/1.3–1.6) continued Online help All programs come with varying levels of help functions. Most programs work on the basis of giving tips when the Help button is activated. Additional resources can also be accessed: –keywords index of the Help section –direct access to the program website

6-7 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Starting up the computer (BSBITU101A/1.3–1.6) continued Disk maintenance Tools to keep your computer in top shape include: –Defragment – allows you to compress files which have become fragmented and makes saving and opening files faster. –My Computer – a file management program which allows you to delete, rename, check date and time stamps and find files. –Scan disk – allows users to check disks for faults and fix them. –Disk clean-up – allows you to delete whole batches of files in one go, allowing the computer to run faster.

6-8 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Navigate the desktop (BSBITU101A/2.1–2.3) The desktop is a ‘window’ to the programs which you are permitted to use: Each icon (when clicked) will open that program. A desktop can be customised to suit the user: –type of application such as a file or folder –access to specific programs –electronic accessories such as a calendar, calculator, clock and electronic diary Start button –shut down –find files –change computer settings –open recent documents –find programs The task bar at the bottom of your screen indicates those programs you are using and also includes the Start/Shut Down button.

6-9 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Folder structures (BSBITU101A/3.1–3.4) Folders and subfolders Folders are used to keep ‘like’ files together. Examples are: –‘2006 budget details’ –‘Word-processing G.Smith’ Folders don’t take up a great deal of disk space. Folders should be developed to have internal sub- categories or sub-folders. For example: –‘Word-processing G.Smith’ folder has sub-folders:  ‘Rentals’  ‘Property sales’  ‘Commissions’ –Having ‘like’ files in a folder makes back-up tasks simpler.

6-10 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Folder structures (BSBITU101A/3.1–3.4) continued Folder attributes: small size unlimited naming rights can be placed on desktops as shortcuts to commonly used files simplifies file management

6-11 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner File organisation (BSBITU101A/3.5–3.8) Creating New Documents A file name can be up to 264 characters, but this is far too long for ordinary use. All applications create a default file name when a document is opened and saved without changing the file name. Examples are: –Doc1.doc –Book1.xls

6-12 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner File organisation (BSBITU101A/3.5–3.8) File types Each software application places an ‘extension’ on a file when it is saved for the first time. The extension tells the operating system which software application to use to open the file. Extensions always follow the ‘dot’ in the file name and are usually three characters long. Examples are: –.doc = Word document –.xls = Excel spreadsheet –.ppt = PowerPoint presentation Never rename a file without adding its extension.

6-13 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner File organisation (BSBITU101A/3.5–3.8) continued Search techniques: Files can get ‘lost’ but finding files can be made easier by following some simple search rules: –date order –size –application or extension type –particular words in files Create specific folders for project work.

6-14 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Shut-down procedures (BSBITU101A/5.1–5.2) Close all applications Most computer programs require the correct shut- down procedure to avoid: –lost files –corrupted files –reloading the application. Log out of the network to avoid: –security breaches –login lockouts.

6-15 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Shut-down procedures (BSBITU101A/5.1–5.2) continued Shut-down options There are three options: 1. Use the Start button to shut down completely:  closes all applications  asks you to save any open files 2. Log out to allow another user to log in without shutting down:  same as above 3. Holding the power button until the computer shuts down:  may lose any open files  will need to restart computer Only use option no. 3 when all else fails and the computer is not responding to the mouse or keyboard.

6-16 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Summary Using a computer for the first time in a working environment is very different from school or home. Working environments require an understanding of network protocols: –login and logout –networked printers –file-saving procedure –network rights and use of programs OH&S issues: –Report unsafe practices. –Be aware of potential issues in your workplace. –Good posture and ergonomics are essential.