Operate Computer
Personal
National Volunteer Skills Centre is a project run by Volunteering Australia and is funded by Department of Family and Community Services
Commonwealth of Australia 2004 Published by Australia First published 2004 Volunteering November,
All rights reserved. This work is copyright, but permission is given to trainers and facilitators or make copies by photocopying or other duplicating processes for use volunteers to within the involving organisation or in a workplace where the training is being volunteer conducted for permission does not extend to the making of copies for use outside the volunteers. This immediate training environment for which they are made, nor the making of copies for hire or resale to third For permission outside these guidelines, apply in writing to Volunteering parties. Australia Inc. These learning materials are published by Volunteering Australia for the National Volunteer Skills by the Australian Government Department of Family and Community Centre and funded Services. Enquiries should be directed to: National Volunteer Skills Centre Volunteering Australia Inc 2, Level Suite 3 11 Queens Road Melbourne Vic 3004 03 9820 T: 4100 03 9820 F: 1206 E: nvsc@volunteeringaustralia.org W: www.nvsc.org.au ARBN 062 806 464
Institute of TAFE Tasmania, development, desktop publishing and layout Amanda Brain, author Cotton, Geoff ANTA Noting Consultant ISBN 1 920848 26 6 This publication is supplied with the understanding that the authors, designers and editors are not responsible for the results of any actions taken on the basis of information inany errors or omissions; and the publisher is not engaged in rendering work, nor for this legal, accounting, engineering or other professional services. The publisher, authors and designersall and any liability to any person, whether a purchaser of this publication disclaim or not, in anything and of the consequences of anything done or omitted to be respect of done person in reliance, whether whole or partial, upon the whole or any part of the such by any contents of this publication.
Table of Contents
Introduction ................................................................................................... 1
Becoming a self-directed learner.................................................................................. 2 Additional support ................................................................................................... 3 What are you hoping to achieve?................................................................................. 4 Gaining formal qualifications for your volunteer work ...................................... 4 About this competency.................................................................................................. 6 How do I get a Statement of Attainment for my volunteer work? .................... 8 Creating a Work Record Portfolio for RCC ............................................................... 9 Hints for presenting your portfolio........................................................................ 9 Finding a coach or support person ............................................................................ 10 Icons used in this book ......................................................................................... 11 Tips for trainers or support people ............................................................................ 12
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Accessing toolbars .................................................................................................. 38 Floppy disks .................................................................................................................. 39 Formatting a disk .................................................................................................... 39 Customising the desktop ............................................................................................. 41 Arranging icons on the desktop ........................................................................... 41 Using desktop shortcuts ........................................................................................ 42 Creating a shortcut on the desktop ...................................................................... 42
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The Start button ...................................................................................................... 79 Help .......................................................................................................................... 79 Using Windows....................................................................................................... 80 Customising the desktop ....................................................................................... 80 Creating and saving a Word file ........................................................................... 81 File management..................................................................................................... 81 Printing .................................................................................................................... 81 Shutting down the computer ................................................................................ 81 Underpinning knowledge ...................................................................................... 82 Supervisor details.................................................................................................... 84 Third party report ........................................................................................................ 85
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BSBCMN107A Computer
Introductio n
designed to support you in learning about using a personal computer in the basic that many volunteers do. This could be anything from opening and tasks printing documents stored on the organisations computer system, to creating and organising folders on the system for your own work and the work of others. This Learning Guide is divided into four parts.
This Introduction includes details of the competency and discusses what may wish to achieveyou this learning. It describes self-directed learning. It with also some resources that may be useful to your coach or has mentor. Section 1, Section 2 and Section 3 are the learning . They contain a self assessment exercise that you can use to plan materials your learning and select topics you wish to focus on. The learning activities are varied so you can select those you feel are best suited to your learning style and work situation. You may choose to do one or all the activities. You can choose to do them on your own or as part of a group. You can start and finish working with the guide wherever you wish.
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Resources contains further references and other materials relevant to the topics covered. Whether and how you use these resources is up to you. You may choose to use materials provided by your organisation and/or those provided here. Wor k Re c or d Po rt fo li o includes forms for you to complete as evidence to formal recognition for gain work and your learning.
Learning actions
Everything you do is a potential learning action. It could be a task, talking to another worker, reading, having an experience of any kind. For example, you may overhear another volunteer complaining that they cannot ever find the lawnmower when it is needed.
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Reflective thinking
This is simply thin king about your experience, going over it in you mind. Experience gets changed into real learning this way. For example, you think that lawnmower needs to be easily obtained if volunteers are going to the stay motivated to help with the mowing. You decide to find out what the procedure is supposed to be.
Conclusions
These are the ideas or answers that come from your reflective thinking. For example, you realis e that systems that are known and followed are important to successful activities. You conclude that you will talk to some other volunteers and devise a better system.
Planning
This is planning some action following from your conclusions, for example, you to others and plan the best way to manage easy access to the lawnmower. talk Youthis into action and this in turn becomes the start of the next cycle of put learning.
Additional support
If you think you might need help with language, reading and writing or using numbers, then talk with someone who can help you work out what help you need and the best way to get it. You could talk with: your supervisor or trainer a co-worker or friend a person at your local library, TAFE college or community centre your manager or coordinator of volunteers. The above people may also be helpful if you need help and support with special requirements because of limited mobility, hearing impairment or visual impairmen t.
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Introductio n
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Element 1
Start computer and basic system information and features.
Performance criteria
1.1 Computer is started or user logged on according to procedures. 1.2 Basic functions and features are identified using system information. 1.3 Desktop configuration is customised if necessary with assistance from appropriate per sons. 1.4 Disks are erased and formatted as necessary. 1.5 Available help functions are used as required.
Element 2
Navigate and environment. manipulate desktop
Performance criteria
2.1 Desktop icons are correctly selected, opened and closed to access features (directories/folders, files, network devices, recycle bin and waste basket). 2.2 Different roles and parts of the desktop window are identified for particular functions. 2.3 Desktop windows are opened, resized and closed for navigation purposes. 2.4 Shortcuts from the desktop are created if necess ary with assistance from appropriate per sons.
Element 3
Organise basic structures. directory and folder
Performance criteria
3.1 Directories/folders with subdirectories/subfolders are created and suitably named. 3.2 Directory/folder attributes (size, dates, etc) are identified. 3.3 Subdirectories/folders are moved between directories/folders. 3.4 Director ies/folders are renamed as required.
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Element 4
Organise files requirements. for use and/or organisational
Performance criteria
4.1 The most commonly used types of files in a directory/folder are identified. 4.2 Files are created and suitably named when required. 4.3 Groups of files are selected and opened and renamed as required. 4.4 Files are copied or cut and pasted across directories. 4.5 Files are copied to disk where necessary. 4.6 Deleted files are restored as necessary. 4.7 Software tools are used to locate files.
Element 5
Print information.
Performance criteria
5.1 Information printed from installed printer. 5.2 Progress of print jobs viewed and deleted as required. 5.3 Default printer is changed for installed list if available.
Element 6
Shutdown computer.
Performance criteria
6.1 All open applications are closed. 6.2 Computer is shutdown in accord with user procedures. If you are interested in knowing more about this unit of competency go to the National Training Information Service (NTIS) site www.ntis.gov.au Click on Comp etencies In the Search by national CODE box, type in the competency code.
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What next?
You may also need to show that you know why certain tasks are done in a particular way. This guide includes activities and forms to help you create a personal Work Record Portfolio to give to the RTO when you apply for RCC. For on how to do this please go to the section more Creating Work Record on Portfoli o . You will need to complete all of the Work Record Portfolio activities in this guide them along to the RTO in your region. and take
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If you find that almost all your boxes are shaded in columns 4 or 5 of the Self Assessment, you will probably only need to familiarise yourself with the particular requirements of your volunteer involving organisation. You could then proceed to apply to an RTO for Recognition if you wish to do so. If you decide to apply for Recognition you could make use of the Work Record Portfolio activities in this book or collect together other evidence to prove your experience.
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The most common and flexible format for a portfolio is probably the ring binder containing clear plastic sleeves for holding collected documents and artifacts, as will enable you to collect and store evidence and then when presenting this the portfolio, to wr ite any explanations of what you are presenting. Before you submit your portfolio to an RTO make sure that the pages are in the correct order. Ask another person to check the portfolio for you. Make sure you have obtained all relevant signatures and that your own name and contact details are clearly marked. Do not add pictures or decorations, except if they are pictures of you at work which genuinely add to your evidence.
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Indicates important points or information about a topic that you should pay particular attention to.
Indicates that you need to complete a Work Record to include in your Work Record Portfolio if you are applying for RCC.
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Show any of the following: how a record or form is completed to the standard required how a piece of equipment is used, cared for, cleaned and stored how to report a fault or problem how to submit, store or file a record where to locate information or equipment. Provide an opportunity for the trainees to observe or work alongside another person if necess skilled ary. You can support ongoing learning by :
creating opportunities for practice by having the volunteer undertake a task while you watch (for example complete form/record or use a piece of equipment) checking their work to see if it is being done correctly providing encouragement and positive feedback along with handy advice for improvement. You will need to conclude the training by: ensuring that all relevant forms are completed, signed and returned to the trainee promptly acting as an advocate for them or providing assistance in dealing with an RTO if necessary.
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SECTION 1
Getting Started
Almost all volunteer organisations use computers to keep records, prepare documents and generally manage their affairs. If you are using this Learning Guide it is likely that, as part of your role as a volunteer, you will be required to a computer. use Perhaps you have been using a computer regularly at home, and now you would like to learn the correct ways to operate the workplace computer. Or maybe you not had much computer experience, but would like to learn some skills have to contribute further to your volunteer organisations activities. This Learning Guide covers the competencies required to start up a personal computer or business computer terminal, correctly navigate the desktop environment and use a range of basic functions. You will need to apply what you are learning within the procedures, policies and normal practices of your workplace. If you are unsure at any time, check with your, coach or supervisor about how things are done in the organisation There may also be printed procedures manuals available for you to consult. The information and activities in this learning guide refer to a personal computer Windows oper ating with a system. This competency has six elements, and two are covered in each section.
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Self assessment
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BSBCMN107A Operate a personal computer1: Start computer and basic system information and Element features 2: Navigate and manipulate desktop Element environment This is a summary of the skills and knowledge needed to be able to meet the requirements of the first 2 elements. You can use it to check what you already have. Please complete this self assessment skills with yourvolunteer role in current mind.
Start computer and basic system information and features Can you: start the computer and log on? use the basic functions and features of the operating system ? use the different features of the desktop (Start button, kbar Tas etc )? use the Help program when you need it? Navigate and manipulate desktop environment Can you: change the desktop to suit yourself? open, resize and close a window? select, open, use and close the desktop icons? create shortcuts? erase and format disks?
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What is a computer?
Before you start it helps to know what a computer is and a little about how it works . You will probably be using a desktop computer that looks something like this.
Monito r
Computer box
Mouse
What you see is simply a collection of electronic circuits, boxes and other components, known as the hardware. The computer box houses the parts that make the computer work. The other hardware components connect to the computer box by cables. Some components put information into the computer (the keyboard, mouse and scanner) and others display computer information (the monitor, printer and speakers) . note For more information on a hardware component such as a printer or scanner, go to the website of the company making the hardware or read the users manual which came with the hardware.
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Sit in front of the computer and use the diagram above to identify the different components. Then test yourself by labelling the diagram below. Check with the diagram above again to see if you are correct.
Note to coach
It is likely that the volunteer doing this unit will have been using a computer in your organisation. You could help the volunteer by checking that they are using the correct components. terminology for computer
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Storage of information
The computer contains two different kinds of data storage: memory chips are for temporary storage and disks are used for permanent storage.
Random (RAM)
Access
Memory
As you write a write a letter or enter information into a spreadsheet or database, the computer stores the information on the memory (RAM). RAM consists of a number of memory chips. There are two important things to remember about RAM: It can only hold a certain amount of data, depending on the size of the RAM chips. It can only store data while the machine is switched on. When the machine switched off, all data in the RAM is is lost.
Disk storage
Each computer has its own internal hard disk, usually labelled C: drive. This is where the computer stores software programs and data files. Data stored on the disk is not lost when the computer is switched hard off. Data can also be permanently stored in a range of portable devices, The most common is the floppy disk but other devices are becoming more popular.
Software
Software is the name given to the sets of instructions that tell the computer what to do. The machine itself (the hardware) is useless without software.
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Applications software
Applications software (programs) lets you do things such as word processing, pictures and playing games, in fact virtually anything that can be printing out done on a computer. Well find out what progr ams are on your computer a little later. Note that the words application interchangeably. and program are often used
Logging on
If several people use the computer or if it is networked, you may need to log on. If so, your supervisor will give you a username and password and explain how to on. log If the Desktop does not appear when you turn the computer on and you are presented with the system prompt (something like C:\>), type in WIN and press Enter.
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1. Check if the computer is onlook for lights on the front of the computer. 2. If has not been turned on, find the power button and start the computer. 3. You should now see the Windows desktop:
4. Use the picture to identify different parts of your desktop and the objects that appear on it. You will learn more about these further on in the course. Your screen may look different because the computer may be using a differentof Windows operating system. However, there are major similar version ities in all versions since 1995.
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Note to coach
The volunteer will need to use a computer for this learning activity, and for most activities which follow. Please provide the volunteer with any of the applicable information, and demonstrate the correct procedure for starting logging in up computer the organisation. and logging on in your
You only need to move the mouse slightly to cause the cursor to move large distances across the screen. Your mouse may have several buttons. At this stage concentrate on the two main buttons. well The left button is us ed for most actions - clicking on objects, selecting text or menu options, or for operations such as closing programs. The right button is used to get a shortcut menu. The mouse actions you need to master are: a single click to select an item (click lightly and release)
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a double click to open programs or other items (two light clicks in quick succession ) click and drag (hold down the left mouse button and move the mouse at the same time) to select text and move objects. a right click to activate the shortcut menu, letting you scroll through the options and (left) click to make your choice.
If you are unfamiliar with the use of a mouse, practise with this exercise. 1. Turn on your computer and wait for it to get started. 2. Move your mouse around. Notice how the arrow on the screen moves as you move the mous e. 3. Position the point of the arrow on the Start button on the bottom left hand corner of the screen. 4. Click the left mouse button lightly. The Start menu will pop up. 5. Move the arrow (by moving the mouse) up the menu until Program is highlighted. 6. Move across to Programs menu and on to Accessories. Move across to the Accessories menu and down to Paint. Click the left mouse button to open the program. 7. Or, from the Accessories menu, move across to Games and then to Solitaire. Click the left mouse button to open the game.
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note Playing Solitaire or using drawing programs like Paint will give you excellent practice with the mouse.
In this activity you will log on to the computer and find the capacity of its data storage . Turn on your computer, wait for it to get started and log on if applicable. To check the capacity of the hard disk on the computer you are using, follow these steps. 1. Click on the icon My Computer. 2. Go to the View menu and ensure that the option Details has been selected- should have a black dot beside it. You will see a screen similar to the it one below, listing the available drives. 3. Read the capacity of the hard disk (C:Drive), and any other drives.
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Note to coach
At this stage it would also be useful to check that the volunteer is aware of any networked dr ives, and your organisations procedures for storage and backup of data.
In this activity you will identify the Windows operating system on the computer using. To do this follow these you are instructions. 1. Turn on your computer and wait for it to get started. Log on if applicable. 2. Right click on the My Computer icon and select Properties 3. Click on the tab for General 4. Read the name of the computers operating system 5. Close the My Computer window.
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The Desktop
Thats the name given to what you see on the screen. On the Desktop, documents can be moved around, placed on top of other documents, worked on or moved to one side just as you would if you were working on several tasks at a real desk.
The Taskbar
The Taskbar is the grey bar across the bottom of the Desktop. Any programs or documents that are in us e will be shown as an icon on the Taskbar. If you hold your mouse pointer over an icon, a pop up sign displays its name. You can switch between these programs and documents by clicking full on appropr iate icon on the Taskbar. the
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1. Open My Computer (double click on the icon on the Desktop). 2. Look at the Desktop Taskbar for the icon named My Computer. 3. Open My Documents (double click on its icon). Can you see its icon on the Taskbar? 4. Open the Recycle Bin. 5. Check the Taskbar for its icon. 6. Go to the Taskbar, hold your mouse pointer over one of the icons to check its name then click. The window you clicked on will be on top of the other two. 7. Click on the icons for the other two in turn. Watch to see how this brings that particular window to the front of the Desktop.
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1. Click on the Star t button. 2. Run the cursor up the menu to Documents. 3. Slide the cursor across and select My Documents. 4. You will see a list of the documents that have been saved to that folder dont open one at this stage. 5. Slide the cursor up or down the Start menu and select Programs. 6. You will see a list of the programs that are available on the computer. 7. Click on a blank part of the Desktop to close the Start menu.
Note to coach
You could assist the volunteer by explaining any specific items on the Start that s/he will be using in their work. These may be standard items or menu may customised be organisation. items used in your
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Using Help
One of the items in the Start menu is Help. It is so useful that well look at it separately. Help holds the information that you would expect to find in a manual. search for information in three ways: Contents, Index and You can Find.
Contents
Contents displays book-icons that represent large topics and pageicons representing particular Help files. Double clicking on a book-icon opens it to show individual pageicons.
Index
Index lists every topic on which you can get help. If you cannot find a suitable topic, you can type the subject you want into the text bar at the top. A list of related topics will be shown. Select a topic of interest and click the Display button.
Find
Find directly accesses the database; as you type a word the computer begins searching. Related topics are then displayed. Another way to open up Help is to press the F1 key in the top row on your keyboard.
Learning Help
1. Open Help.
activity
2. Think of a specific question you would like answered such as, How do I change the Assistant? 3. Use all three options to find an answer. 4. Choose another question and again search using all three options. If you enjoy cartoon characters you can customise Help to use a particular Assistant to help you.
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Portfolio
your Record.
record
Portfolio
Help If you are intending to apply for RCC you will need to record this activity in
Icons
There are icons (images) on your Desktop; some represent the more commonly used programs that are installed on your computer. Icons are simply little pictures that act as visual buttons. If you double click on one, the program that is associated with the icon will open. It saves you hunting program by some other for the means. Icons can be grouped into four different types: System icons, Program icons, and Menu icons and Folder and File Toolbar icons.
System icons
Some icons are placed on the desktop by the Windows operating system. These include: My Computer My Documents Recycle Bin and any Network icons. Double clicking will open them, letting you see and use what is inside.
Learning Icons
activity
1. Find the icon for the Recycle Bin. 2. Double click to open it. 3. Close it by clicking on the X in the top right corner of the window.
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Program icons
Programs that are often used may have an icon placed on the desktop. They may be placed there by the operating system, eg, Outlook Express Internet Explorer. Or they may have been placed there by someone who uses the computer, eg, Word PowerPoin t Excel.
1. Open the progr am Word. 2. Type a sentence. 3. Find and click on the Print icon on the toolbar - if the computer is connected to a printer, the document will be printed.
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1. Open the My Documents folder 2. Scroll through the contents to find a folder. 3. Open the folder and check if it has other folders inside, or only files. 4. Find a file. Open and check. It should just open as a single document such as a Word document, a graphic or a spreadsheet. 5. Repeat these exercises until you are sure you understand the difference between folders. files and
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Windows
When you use the computer youll notice that every program or document you open and every exchange (dialog) between you and the computer happens in its own window. L ets look at a window and see what it is and what you can do with it.
You can s ee from the screen shown above that a window has sever al features, been labelled for you. which have
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1. Double click on the My Computer icon on your Desktop. It may be called This Computer in network situations. 2. A window will open. The contents will probably not be exactly the same as those shown, in the previous picture, but should include a floppy disk (A:) and hard disk (C:). 3. Compare your open window with that shown above. You should be able to find most of the parts that have been labelled, even if the window looks different. 4. Program and folder windows can be moved about, resized to occupy the full screen, made smaller or minimised to an icon, without closing the program . Move a window 1. Click on the Title bar but dont release the mouse button. 2. Drag the window to a new position by moving your mouse. 3. Release the button when the window is in the desired position. Resize a window 1. Bring the tip of the cursor to any outside border of the window. 2. When it changes from normal arrow to double-headed arrow click and drag the border to change the size of the window. 3. You can also resize by clicking and dragging the corners of a window. Work with windows 1. Using the My Computer window you have opened, practise moving the window to different positions on the desktop. Return it to a fairly central position . 2. Now practise making the window larger and smaller; try to use all four sides and at least one corner. Finish by returning the window to its usual size .
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Clicking on minimis e button reduces an open window to an icon on the Taskbar. go to the Taskbar and click on that icon, the window will be restored. When you Clicking on maximis e/restore button either makes a window fill the entire work or it restores a full-size window to its previous size, depending on area which it is in at the mode time. Clicking on close button closes a window altogether.
1. Double click to open My Computer. 2. Minimise the window then restore it by clicking on its icon on the Taskbar. 3. Maximise the window then Restore it to its former size. 4. Close the window.
Note to coach
Please check that the volunteer is aware of how to minimise, maximise and close a window, and how to find items on the Taskbar.
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1. Click on Start. 2. Go to Programs and open Microsoft Word by clicking on the icon. 3. Identify the three bars at the top of the window. 4. Go to the Menu bar and click on the File menu; look at the items it contains. 5. Move your mouse pointer across the other menus (they will open automatically) and look at what they contain. 6. Hold your mouse pointer over each tool on the Toolbar and read the pop- up label to find what each one does.
All programs have toolbars and menus but the content of these will vary. When a program for the first time, check out the menu options and the you use toolbars what is av to see ailable.
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Accessing toolbars
To get rid of a toolbar or to make one appear: Click on the View menu and highlight Toolbars - a list of Toolbars will appear. Check which toolbars have been ticked - this indicates that they are currently displayed on the program window. Toolbars that are not ticked currently displayed. are not Click on a toolbars name to change its status between visible and hidden.
1. Click on Start, highlight Programs and open Microsoft Word. 2. Take note of which toolbars are displayed -the Standard and Formatting toolbars are normally displayed but others may also be visible. 3. Open the View menu and select Toolbars. 4. Untick the Standard toolbar and check to see what tools have gone. 5. Repeat to hide the formatting toolbar and check again. 6. Now go to the View menu and restore the two toolbars that you have hidden.
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Floppy disks
Shutter Magnetic disc Case
Hub
Read/write protect Floppy disks have been around for many years and are still the most popularof permanent, portable data form storage. Advantages they are inexpensive, easy to use and, like an audiotape, can be reused many times. Disadvantages they dont hold much (1.44 Mb capacity) and, like an audiotape, damage easily and deteriorate over time.
Formatting a di sk
Before a disk can be used it must be prepared so that the computer knows where to store and retrieve information on the disk. This process is called formatting. Most new disks have already been formatted so you will probably only need to format a disk that: has been used with another operating system - such as Mac OS, the operating system found on Macintosh computers needs to be reformatted to make it more reliable. Because floppy disks deteriorate over time it is sensible to reformat them regularly if you use floppies to back-up your files or to transport files from one computer to another. important point Erasing or formatting a disk erases any files that are on a disk so, before formatting, copy any files that you want to keep to a folder on your computer.
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You will need a disk containing files that are no longer needed. Alternatively, to a blank disk. Make sure that the original files are still in copy some files their folder as, the end of the activity the files will no longer be on the disk. 1. Erase the disk, following the instructions above. 2. Check the disk when you have finished - it should be blank.
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3. Select Arrange Icons from the shortcut menu. 4. Click on the option you want. If you prefer, you can move an icon manually by dragging it to a new destination.
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Check with your supervisor before starting this activity. Use the directions above to carry out the following instructions. Change the background on your desktop. Change the pattern of your screen saver. Move an icon on your desktop using the mouse. Arrange the icons on your desktop in alphabetical order. Choose a program you use a lot and make a shortcut. Choose a file and make a shortcut.
Note to coach
For this activity the volunteer is asked to customise the Desktop. Please inform the volunteer about your org anisations procedure and policy on the use of computers, and assist the volunteer to return the desktop to its original configuration if necessary.
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SECTION 2
When you are using a computer in your work, it always pays to be organised. Just as you would organise information and documents in a filing cabinet in an orderly and appropriately labelled way, you should also be organised when creating, naming and storing files on the computer. This section covers Elements 3 and 4 of the competency.
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Self assessment
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BSBCMN107A Operate a personal computer 3: Organise files for use and/or organisational Element requirements.Organise basic directory and folder Element 4: structure. This is a summary of the skills and knowledge needed to be able to meet the requirements of elements 3 and 4. You can use it to check what skills you already have. Please complete this self assessment with your current volunteer role in mind.
Organise files for use and/or organisational requirements Can you: create, name and save your files? select and open your files? delete f iles and restore them if necessary? move files from one folder to another? copy files to a disk? Organise basic directory and folder structure. Can you: create and name folders? set up a directory (system) of folders? move folders within your directory of folders? access your folders by different paths? change the name of a file or folder? use the computer software to find a file or folder?
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Files
A file is a collection of information in a format designed for computer use. Files in two basic types: program files and data come files. Program files contain instructions that tell the computer to do something. These been written by programmers in one of the languages that have computers understand. Data files contain information that has been created in a program such as Microsoft Word. A data file may be a Word document, an Excel spreadsheet, a Power Point presentation, a Publisher or FrontPage file or a file created in s ome other program. The files you create as you use the computer will be data files.
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Saving a file
When you have created a new file, it is important to name and save it as soon as possible. When you create a new file, it is stored temporarily on the memory the computer is turned off or loses power, your file will be lost. You chips. If must save your new file to avoid this catastrophe. Saving means sending a copy of a file to the hard disk (or a floppy disk) so that, if the power goes off or the computer crashes, you will not lose the work you have There are several ways to save a done. file: use the File menu and the Save command use the Save icon (looks like a floppy disk) on the toolbar, or the keyboard shortcut: Control + S.
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1. Open MS Word program - a new document will be opened at the same time. Notice its default name - Document 1 (or another number if it is not first new document). the 2. Click on the New Blank Document icon on the toolbar - a new document will be opened. Notice its default name - Document 2 3. Close Word without saving the documents. .
4. Right click on the desktop, select New then select Microsoft Word Document - a new document will open. 5. Save your new document in one of the ways described above. Whichever strategy you use, the Save As dialog box will appear. You will need to give your document a name and decide where it should be saved. For the purpose of this exercise, name the file Test, and save it where you can find it again. 6. Once a file has been saved, its name appears in the title bar. From then on, as you work, save regularly and frequently by using one of the methods described above. note When naming files, choose a name that relates to the contents of the file, eg, Minutes 25-3-04 or Fund Appl 6-4-04. Do not use these symbols in the name of a file: :/\*|<>?
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Note to coach
Please allow the volunteer to create and print a document to attach to the Por tfolio.
File types
There are different types of files. You will notice that in Microsoft Word the file always comes up with the ending .doc, eg, Job Application.doc. This ending is called a file extension. Regardless of how a file is created or saved, Microsoft Windows gives it an extension. This shows what program was used to create the For example, if you create a spreadsheet in Microsoft Excel, the extension file. is x l s. . Some common extensions are outlined below. These identify the type of file or program in which the file was created.
Program/File Extension
Microsoft Word .doc Paint .bmp Microsoft .xls Microsoft .mdb Excel Access
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File properties
Sometimes you might need to know information about the file, especially if there files that are similar. For example, one might be a draft. You can are two tell which is the correct version from the time and date in the Modified field. Youfind out quite a lot of information about each file. This is referred to as can the files properties and includes: the size of the file who wrote it what date it was set up when it was last changed. This is all useful information, especially if you are looking for files or need to know how much space they are taking up on your computer. The properties for each file are displayed in a special Properties dialog box. You cannot change this information.
Viewing
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6. Select the folder the file is in and left click to open it. 7. Right click on the file. 8. Click on Properties from the shor tcut menu that appears. 9. A dialog box will appear. Click on each of the tabs to read all the information available on the file.
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Deleting a file
To get rid of a file that you no longer need, go to the folder in which it is saved and highlight the file by clicking once on the files icon. Delete by one of the following strategies: Tap the Delete key Use the Ctrl+D keys Right click on the file icon and select the Delete command. Click on Yes when the dialog box appears. The file will be moved to the Recycle Bin and will stay there until the Recycle Bin is emptied.
Restoring a file
If you accidentally delete a file or decide that it was a mistake to delete it, as long is still in the Recycle Bin you can get it back (restore it). as it Follow these steps to restore a file that is in the Recycle Bin: 1. Double click on the Recycle Bin icon on the desktop to open it. 2. Right click on the file you would like to restore. 3. Click on Restore from the shor tcut menu that appears.
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Follow these steps delet the file named Test.doc that you created earlier. to e 1. Find and open the folder My Documents. 2. Find the file Test.doc. 3. Right click on the icon and select Delete. 4. Confirm this action by clicking on Yes in the dialog box. Follow these steps restore the file Test. to 1. Find and open the Recycle Bin. 2. Find the file Test.doc. 3. Right click on the icon and select Restore. 4. Check in My Documents to see that the file has been restored.
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As a volunteer you are quite likely to share tasks with others - maybe fellow volunteers or maybe some of the organisations paid workers. You will all want to be able to lay your hands quickly on the documents that you need. Nowadays, many of the documents that you use will be stored in a computer a filing cabinet. These need to be organis ed so that everyone who instead of usescomputer can find them easily. The usual way to organise computer files is the to them in folders. put A folder is simply a storage device - a space on the computer that has been given a name. Just like a folder in a filing cabinet, it is there to hold things. A computers hard drive can be compared with a huge filing cabinet. It holds thous ands of files organised in a hierarchy of folders. Folders can contain other (subfolders) as well as files. The lowest level folders on ly contain folders files.
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A plus sign (+) in front of the folder shows that it contains subfolders. A minus sign (-) in front of the folders shows that it is open, allowing you to see any subfolders. If there is no sign in front of the folder, it contains no folders, only files.
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1. Right click on My Computer and select Explorer 2. Click on the + sign beside a folder and record its name and the names of 2 or 3 subfolders 3. Click on the - sign to collapse (close) the folder. 4. Find the folder Programs 5. Click on the + sign to display the contents. 6. Select one program and, clicking on the + signs, progressively display the contents of all subsidiary folders. 7. Note how many levels of folders there are. 8. Collapse all folders and close My Computer.
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Creating subfolders
To create subfolders, follow these steps. 1. Open the folder in which you want the subfolders to be. 2. Now create your subfolders by following the same steps as you used to create your first folder.
Note to coach
In the activities which follow the volunteer will need to create and manage some folders. Please discuss your organisations protocols for creation of folders. best may be It for the volunteer to create the folders onto a floppy disk, which can be attached to the Portfolio Record as evidence. then
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In this activity you will create a set of folders. You can do this on any of the computers drives, or on a floppy disk. 1. Imagine that you have been asked to organise a fund-raising event. You decide to run a raffle. 2. Create a set of folders and subfolders in which to store your work. 3. Main folder name: raffle 2004 4. Subfolder names: sponsors, publicity, ticket sales 5. Sub-sub-folder names: - posters, newspaper - to be created inside the publicity subfolder. 6. Save your set of folders so that you can use them in a later activity.
Folder view
There are many different ways you can display your electronic filing system. Some people like to see their folders and files listed (with or without details) while others prefer to have them displayed as icons (large or small). The view that gives the most information is you Details. The Details view presents the file system as a list with details about the files and folders. These details include the name of file in alphabetical order (A-Z), the size of file, the type of file (eg, Word document, spreadsheet, graphic document) and date and time when it was modified, that is, created and/or changed.
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Folder View
1. Right click on My Documents and select Explore. 2. Click on the View menu and see which option is selected (look for black dot). 3. If necessary, change the view to Details. 4. Look at the Contents area of the window (right pane) to see what details are shown. 5. Change to view the other options and see how this changes what you see in the Contents area.
You will need to demonstrate your skill in managing folders if you intend to apply for RCC. One way to do this will be to show the assessor the file structure built on the computers C: drive. Alternatively, you can copy the folder you have structure you have built to a floppy disc or CD, and include it with an explanation in your portfolio. The next few Learning activities will guide you through file management.
File
Note to coach
Please see note on Portfolio record directly above. Please discuss with the volunteer the best way to save evidence for these performance criteria about managing files.
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If you want to view a different part of the system, simply click once on the iconthat component in the Folders area and the contents will be displayed in for the Contents area. Clicking once on the plus sign expands the outline, showing you the subfolders in that particular component (the plus sign then becomes a minus sign). Clicking the minus sign collapses the exposed once on sublevel.
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4. Find the folder you want to move your file or folder into (the destination folder) . 5. Right click on an empty space in this folder. 6. Click on Paste from the shortcut menu that appears. The moved folder then becomes a subfolder of the destination folder. You can also move files and folders using the mouse. The picture below shows a folder being dragged. You will notice that the folder dragged appears in a lighter being font.
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1. Find the set of folders you created in Learning activity 23 2. Use the steps outlined above to move the folder folder to Tic ke t S ale s folder the . 3. Use the mouse to move the folder back to its original place. Posters from the Publicity
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Have a floppy disk in the disk drive before you start this activity. 1. Right click on My Computer and select Explore. 2. Use the Folder area (left pane) to find the folder containing the file to be copied. 3. Click on the folders icon to show its contents in the Contents area (right pane). 4. Right click on the file to be copied and select Copy. 5. Find the Floppy Disk icon in the Folders area. 6. Right click on the icon and select Paste. 7. Click on the floppy disk icon and check that the file has been copied successfully. 8. To do this put the mouse pointer on the file or folder name and hold the Control key down while you click-and-drag to move a copy of the file or folder to a new spot. You release the Control key and the mouse buttonyou are in the right spot. when
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SECTION 3
Printers
and
Shutting
After you have been working on the computer, maybe creating or adding to files, you may need to print a document and then shutdown the computer.
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Self assessment
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This is a summary of the skills and knowledge needed to be able to meet the requirements of elements 5 and 6. You can use it to check what skills you already have. Please complete this self assessment with your current volunteer role in mind.
a view and delete the print job if necessary? change the default printer if other printers have been installed ?
all
open
shutdown the computer correctly? move folders within your directory of folders?
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Using a printer
If you are using a computer which is part of a network, it is likely that one or more printers are also part of that network. If you are using a standalone computer, it may have a single printer attached directly to it. Whenever you need to print a document from Microsoft Word, choose the Print command from the File menu. The Print dialog box displayed below will appear.
Although each programs Print dialog box is slightly different, you will be able to: s elect a printer (if more than one is available) choose the number of copies you want to print specify which pages to print. You can also send a document to print using the default print option. This means that the computer chooses the settings. Simply click the Print button on the standard toolbar.
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In this activity you will print two copies of the first page of a document. 1. Open a Word document that is more than one page in length. 2. Select Print from the File menu. 3. Select Current page. 4. Select 2 in the number of copies box. 5. Click OK to confirm your choices. 6. Two copies of the first page of the document should print out.
Portfolio record Printinga place in your Portfolio Record for you to record this activity. There is
You also attach the document you printed. should
Note to coach
Please assist the volunteer by explaining to him/her the printers which are available for use in your organisation, and the protocols for their use.
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Closing programs
Close any open programs. Do this by closing any windows that are open on the desktop. Check the taskbar at the bottom of the screen for open files or programs been minimis ed, and close these that have also.
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Take yourself through the following three steps: 1. Close any programs that are running - remember to check the taskbar in case some have been minimised. 2. Go to Start and follow the procedure for shutting down the Windows Operating System. 3. Watch the screen to see if the computer turns off the power automatically. Turn the power off manually if you get a screen message indicating that it now safe to do is so. 4. Check that no lig hts are glowing on the front of the computer box.
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Resources
Nor ton, P & Mueller, J P, BSBCMN107A Operate a Personal Computer , published by Sams Publishing, 201 West 103rd St., Indianapolis, Indiana 46290. The Knowledge Base Micros oft website, www.microsoft.com Mic ro soft Windows Millenium Edition Training Manual , Interim Technology Learning Media, Level 1, 31 Market St, Sydney NSW 2000. In Focus Manual (Infoc130.pdf), ISBN 1 74007 389 4, published by Watsonia Publishing, 47 Greenaway St, Bulleen VIC 3105 (provided by NVSC). Using a Compute r (CMN107AUsingacomputer.pdf), developed, published and distributed by Aspire Training & Consulting, Level 11, 10 Queens Rd, Melbourne VIC 3004 (provided by NVSC).
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Help
I have used the online Help to find information about (name 2-3 topics): .................................................................................. .................................................................................. .................................................................................. This is a summary of what I found from my research with Help. .................................................................................. .................................................................................. .................................................................................. ..................................................................................
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Using Windows
Fill in the table for the processes you use in the Windows Operating System on the organisations computer: Process Reason for u sing eg, Maximise window a
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File management
A CD/floppy disk demonstrating my skills in file management is attached. The disc shows: Files I have created and saved: .................................................................................. .................................................................................. Folders I have created for organising my files: .................................................................................. ..................................................................................
Printing
The default printer on my computer is: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . In the organisation, these printers are on the network: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Procedures for the use of printers are:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. .................................................................................. Printed document attached.
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Underpinning knowledge
What do you know abou t operating a personal computer? If you are applying for RCC you will you will need to show that you know some why s and hows of operating a personal computer. This can be done in two way s. can write answers to questions or you can answer questions that you are You asked during an interview or conversation with an assessor. When you take your portfolio to the RTO you have chosen you can have a written or oral assessment. A written assessment can include the following questions with your answers. If you would prefer an oral assessment in which you talk about what you know, we recommend that you prepare by finding out the answers to the questions. How would you set up your workstation, including your chair, when you are operating a computer? ....................................................................... ....................................................................... ....................................................................... ....................................................................... Can you name the main parts of a computer and storage devices used with it? ....................................................................... ....................................................................... ....................................................................... ....................................................................... When and why might it be important to know about rules governing privacy and copyright when operating a computer? ....................................................................... ....................................................................... ....................................................................... .......................................................................
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Supervisor details
As the supervisor for the volunteer applying for recognition of current competency, please provide some information which will help the RTO. Your name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Volunteers name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your Phone Number(s): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your email: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your position: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your workplace: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Are you familiar with the national competency standard for the work you are commenting on? No Yes, reasonably familiar (I have read them) Yes, very familiar Do you have any formal qualifications in assessment and /or workplace training? Yes No If yes please give details: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . If applicable, please give a brief description of your qualifications and/ or experience in relation to units you are providing a testimonial the for. What is your work relationship with the applicant? (Eg, supervisor, team leader, manager/ coordinator of volunteers, covolunteer) How long have you worked with the person you are providing this report for? Do you have first hand experience of the volunteers work? Yes No
Please briefly describe how you know about the standard of the applicants work relevant to the taskshave been asked to comment on? (Use reverse side if you needed)
Signature:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date. . . . . . . . . . . . . . . . . . . . . . . .
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Please use this checklist to confirm the work experience of the volunteer. This information is confidential for use by a Registered Training Organisation to assess the volunteers competence against the unit. Is the applicant able to reliably meet the organisation performance standards for the following tasks?
Starting a computer, logging on and accessing programs from the desktop. Using Help. Formatting and erasing disks. Organising files and folders, including creating, naming, moving, copying, deleting and restoring. Printing. Shutting down the computer. Optional Comments:
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