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 (Control Panel to System and Security to Windows Update). –virus scanning –backup of data to other locations (Control Panel to Backup and Restore) –Recovery (Control Panel to Recovery)

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 File extensions help to recognize the kind of file you are accessing by the last few letters after the period. For instance, a new program install file would probably end in “.exe” and a Word document would end in “.doc” A picture might end in “.jpeg”

File Management (continued) When naming data files, keep in mind the following tips: 1. Limit the number of characters. 2. Use a symbol to divide sections of information. Spaces are problematic for web URL’s. 3. Include the initials of the author. 4. Identify the subject. 5. Identify the date. 6. Add an extension. (Programs generally do this automatically). Ex. MC_Lecture3_2013.ppt

File Management (continued) To organize files using folders and paths –store files in a logical place –think of electronic storage as filing cabinets –use folders to make logical paths –create folders and then subfolders to group your files together Paths are the set of or series of folders that must be opened to access a file. A backslash “\” is what identifies folder separation.

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. Remember the Path from last week? Control Panel\Network and Internet\Network and Sharing Center

Device Management Software called drivers must be installed on your computer to ensure communication between the operating system (OS) and the device. If more than one printing device is connected to a computer, you can select a default. Path: Control Panel\All Control Panel Items\Devices and Printers XPS Document Writer saves a copy of anything you want to “print.”

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 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 in your Hard Drive storage. –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. (it can be found by typing “disk defragmenter” into the Start Menu search, or by: StartMenu\AllPrograms\Accessories\SystemTo ols\DiscDefragmenter

Word-Processing Software Word-processing software is used to input, process, save, edit, and revise written communications. Most people and businesses use Microsoft Word

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. –You may need larger margins to leave space for comments.

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

Formatting Text (Font and Size) –Typefaces (Fonts) can be serif or sans- serif. Ex. Times New Roman / Arial –Font sizes range from very small to very large.

Font Styles –Font styles can be set bold, italic, or underline. shadow –Other options include strikethrough, shadow, outline, superscript, and subscript.

Line Spacing Line spacing can range in many sizes, but often “single spaced,” or a spacing of 1 will be too close.

Bulleting 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.

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 –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.

Project Retrieve both the files Sentences_Text.doc & Word_Processing_Project.doc Follow the instructions, use the help button, and ask questions.