1. Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 4-1 Chapter 4 BSBCMN107A—Operate a personal computer BSBCMN108A—Develop keyboard skills BSBCMN109A—Follow environmental work practices

2. 4-2 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Contents 1 Operate a personal computer –Start up procedures (BSBCMN107A/01) –Navigate the desktop (BSBCMN107A/02) –Folder structures (BSBCMN107A/03) –File organisation (BSBCMN107A/04) –Printing (BSBCMN107A/05) –Shut-down procedures (BSBCMN107A/06)

3. 4-3 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Contents 2 Develop keyboard skills –Safe work practices (BSBCMN108A/01) –Keyboard skills (BSBCMN108A/02) –Check accuracy (BSBCMN108A/03) Environmental work practices –Workplace procedures (BSBCMN109A/01) –Suggestions (BSBCMN109A/02) Summary

4. 4-4 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Starting up the computer (BSBCMN107A/01) 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

5. 4-5 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Starting up the computer (BSBCMN107A/01) cont. Basic system functions At start up, a 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. 4-6 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Starting up the computer (BSBCMN107A/01) cont. Disk maintenance Tools to keep your computer in top shape include: –Defragment—allows you to compress files which have become fragmented and makes file saving and opening 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 at one go, allowing the computer to run faster

7. 4-7 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Starting up the computer (BSBCMN107A/01) cont. On-line help All programs come with varying levels of help functions Most work on the basis of giving tips when the Help button is activated Additional resources can also be accessed, in particular the keywords index or, if on-line, direct access to the program web site

8. 4-8 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Navigate the desktop (BSBCMN107A/02) 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 –Access to specific programs –Electronic accessories  Calendar  Calculator  Clock  Electronic diary The task bar at the bottom of your screen indicates those programs you are using and the start/shut-down button

9. 4-9 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Navigate the desktop (BSBCMN107A/02) cont. Parts of your desktop Icons, which start a program Task Bar, which shows which applications you have opened Clock Start button –To shut down –Find files –Change computer settings –Open recent documents –Find seldom-used programs

10. 4-10 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Folder structures (BSBCMN107A/03) Folders and subfolders Folders are used to keep ‘like’ files together –2006 budget details –Word-processing G.Smith Folders don’t take a great deal of disk space Folders should be developed to have internal sub- categories or sub-folders –Word-processing G.Smith  Rentals  Property sales  Commissions –Having ‘like’ files in a folder makes back-up tasks simpler

11. 4-11 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Folder structures (BSBCMN107A/03) cont. Folder attributes Small size Unlimited naming rights Can be placed on desktops as shortcuts to commonly used files Simplifies file management

12. 4-12 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman File organisation (BSBCMN107A/04) 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 –.doc = Word document –.xls = Excel spreadsheet –.ppt = PowerPoint presentation Never rename a file without adding its extension

13. 4-13 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman File organisation (BSBCMN107A/04) cont. Create and name files 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 –Doc1.doc –Book1.xls

14. 4-14 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman File organisation (BSBCMN107A/04) cont. 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 Creating specific folders for project work

15. 4-15 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Printing (BSBCMN107A/05) Installed printers Installing a new printer is as simple as connecting it to your computer; the software on your computer will complete the installation Local printers are usually directly connected to your computer Network printers are usually positioned in a common area where a number of staff can use them Network printers require sharing of paper and toner cartridges

16. 4-16 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Printing (BSBCMN107A/05) cont. Changing the default printer For special printing tasks it may be necessary to change the default printer. –Through the Start menu, Printers or –Within the document through the File, Print and pull-down Printer tab Special printing requirements –Double-sided –Colour –Overhead transparencies –Envelopes

17. 4-17 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Shut-down procedures (BSBCMN107A/06) 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

18. 4-18 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Shut-down procedures (BSBCMN107A/06) cont. Shut-down options There are three options: 1. Using 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  Lose any open files  Need to restart computer Only use this last option when all use fails and computer is not responding to mouse or keyboard.

19. 4-19 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Safe work practices (BSBCMN108A/01) Personal ergonomics involve: Fitting the equipment to suit your physical space –Adjustable chair –Workstation –Monitor adjustments –Keyboard position –Personal lighting Adapting your work style to suit the job –Exercise every hour (for continuous data entry) –Changing your focal point regularly –Observing regular breaks (lunch, tea/coffee)

20. 4-20 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Safe work practices (BSBCMN108A/01) cont. Work organisation Primary work area comprising: –Keyboard –Monitor –Mouse –Document holder –Telephone Secondary work area: –Filing cabinet –Reference books and manuals Always give a new file a name and save immediately to an appropriate folder Keep track of all emails by creating specific folders within your email program

21. 4-21 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Keyboard skills (BSBCMN108A/02) Keyboard functions Function keys –Numeric keys –Default special keys (top row of keyboard)  F1 for help  Esc to quit program –Shortcut keys (program designated)  Delete  Home  Page Up, Down Personalised shortcut keys –Created by the use of mini-programs (macros) within most computer software packages

22. 4-22 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Keyboard skills (BSBCMN108A/03) cont. Speed and accuracy Keyboard or mouse? –Mouse clicks can be inaccurate –Personalised shortcut keys can be more efficient –Good typing speeds (>60 WPM) mean better jobs and more time for other tasks A poorly presented document indicates a lack of care and professionalism Facts (when quoted) must be traceable

23. 4-23 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Check accuracy (BSBCMN108A/03) Amend and correct Proofreading means: –Checking spelling (especially names and locations) –Reading for sense –Checking grammar Draft means ‘can be amended’ and 99.9% will be! Layout must comply with organisational standards but some general rules apply –Open punctuation –Left-blocked Save first draft files in a draft folder and then, only once approved, save to final folder

24. 4-24 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Workplace procedures (BSBCMN109A/01) Report hazards OH&S issues are omnipresent, often another’s doing due to lack of skills or simple laziness All issues are important including ‘simple’ ones like: –Flickering lights –Loose computer and telephone cables –Doors that jam open or shut –Filing cabinets that refuse to open or close

25. 4-25 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman Suggestions (BSBCMN109A/02) Raise environmental issues All workers are responsible for raising issues which are important to them Depending on the organisational size, OH&S committees and representatives can be approached to raise an issue If all else fails, your state Workcover organisation can be contacted and an inspection arranged if the issue warrants it

26. 4-26 Copyright  2007 McGraw-Hill Australia Pty Ltd PPTs t/a Office Skills: A Practical Approach 4e by Horsfall and Turner Slides prepared by David Plowman 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