AS Level ICT Selection and use of appropriate software: Utilities and file management

Utilities Utility programs perform specific, routine tasks that help the user to get the most out of the system Utility programs are often included with the operating system although some – such as antivirus programs – often have to be purchased separately Tasks that utility programs perform include: –Renaming files –Listing files –Deleting and copying files

Utilities –Sending files to the printer –Sorting data –Repairing damaged files –Backing up files –Converting files to different formats (e.g. from.doc to.rtf) –Scanning for viruses –Managing passwords –Tracking and recording network activity

File management software One type of utility that deals specifically with data files is known as file management software This software is provided as part of the operating system and deals with: –File/folder organisation – used to: create folders copy folders/files rename folders/files delete folders/files move folders/files

File management software The file/folder organisation elements of the file management utilities in Microsoft XP operating system are accessible in the ‘My Documents’ option

File management software –Backup copy creation – used to create backup copies of files –File compression – used to compress files so that they take up less storage space (e.g. WinZip); this is particularly useful if a file is to be sent over a network from one user to another –Defragmentation – used to tidy up the storage of files held on the hard disk by bringing together all the scattered elements of files; this reduces the data access time

File management software Backup copies of files can be created using the ‘Always create backup copy’ option in Microsoft Word …

File management software … whereas in Microsoft Excel the AutoRecovery option can be set to ensure that only the most recent changes to a spreadsheet are lost if a problem causes the computer to shut down

File management software This file management option can also be selected in other Microsoft programs including PowerPoint and Publisher

File management software –File recovery – this utility can be sued to recover damaged or deleted files –Uninstallers – this removes all the files that were saved onto the computer when a piece of software was installed

Peripheral drivers Any device that is attached to a computer (e.g. printer, scanner, camera) is a peripheral device Each peripheral device will need specific software installed so that it can interact with the computer This type of software is called a peripheral driver Many computer operating systems come with pre- installed peripheral drivers, but some older computers need to have specific peripheral drivers installed when new hardware is attached to them

Peripheral drivers Peripheral drivers: –Allow communication between the operating system/application software and the peripheral device –Allow communication between the peripheral device and the operating system/application software, and thus the user (e.g. error messages, information about progress) –Convert instructions from the operating system/application software into a form that the peripheral device can understand

Peripheral drivers Peripheral drivers: –Can be installed automatically when the device is attached to the computer (i.e. Plug-and-Play) using drivers that are pre-installed within the operating system –Can be installed manually – as a result of prompt messages – when the device is attached to the computer using drivers that are pre- installed within the operating system –Can be installed manually using disks supplied with the device

Peripheral drivers –Can be installed manually using drivers downloaded from the manufacturers website –Can be installed manually using drivers downloaded from the Internet

Peripheral drivers This example shows how the driver needed for a Hewlett Packard OfficeJet 9110 printer can be downloaded from the manufacturer’s website …

Peripheral drivers … so that it will work with a particular operating system

Peripheral drivers Other drivers can be downloaded free-of-charge from specialist websites

AS Level ICT Selection and use of appropriate software: Utilities and file management