01 the basics getting started with computers-esol

Functional Skills ICT
Getting Started

Computers are Made of Hardware and Software
1) Hardware is all the physical parts of a computer — not just the
obvious parts like the
• monitor, keyboard and printer, but also all the bits inside that make it
work.
2) Software is all the programs in a computer that make it do different
things —
• they contain instructions that tell the computer what to do. Computers
use two kinds of
• software — an operating system and application software.

Starting Up and Shutting Down
1) To start, push the power button on the computer unit.
You need to push the power button on the monitor, too.
2) Sometimes you’ll need to log on before you can
use the computer (see below).
3) To shut down a computer, find the ‘Start’ button first.
It’s often in the bottom left of the screen. If you’re
using Microsoft® Windows® 10 it will look like this.
4) Click the ‘Power’ button, then click ‘Shut down’.
5) Always switch off a computer properly.
Just switching off using the power button or
the plug might mean that you lose or damage data.
Power buttons will
often have this
symbol on them:

Logging On and Off
1) Some computers are used by lots of different people.
2) Each user will need to log on when they want to use it.
3) When you start up the computer, instructions will appear telling you how to log on.
4) You’ll usually need to press ‘Ctrl’, ‘Alt’ and ‘Delete’ at the same time.
5) This will bring up a window where you can enter your username and
password, then press ‘Return’ or the arrow button on the log on window.
6) Usernames and passwords need to be spelt correctly and include any capitals,
so type them in carefully. (See p. 6 for more on passwords.)
7) To log off, press ‘Ctrl’, ‘Alt’ and ‘Delete’ at
the same time. Then select ‘Sign out’ from
the menu that pops up.
8) Signing out leaves the computer on, but someone else can sign in.
Use ‘Shut down’ to switch off the computer properly (see above).

Typing and the Keyboard
1) Use the keyboard to enter text into a computer
2) Press ‘Enter’ or ‘Return’ to move to a new line.
3) Use the ‘Space bar’ to make spaces between words and after commas and full stops.
4) Hold down ‘Shift’ whilst typing to get capital letters.
5) Press ‘Caps Lock’ once to write everything in capitals. Press it again to turn it off.
6) If a key has two symbols on it, hold ‘Shift’ and press the key to get the top symbol.
7) Press ‘Delete’ or ‘Backspace’ to remove characters. ‘Backspace’ deletes the character
to the left of the cursor, ‘Delete’ removes the one to the right of the cursor.
8) Press ‘Print Screen’ to capture an image of what’s on the screen.

Use the Mouse to Control the Pointer
1) The pointer or cursor is the symbol which you use to
control a computer.
2) The pointer is seen on the screen, often as an arrow or a
line like this:
3) As you move the mouse, the pointer will move too.
4) The mouse has buttons which you can click to do things on
the screen.
5) You will mostly use the left mouse button. In this book, if it
says to ‘click’ something it
means move your pointer onto it and click the left mouse
button once.
6) If you need to use your right mouse button it will say ‘right-
click’.
7) A ‘double-click’ means pressing the left button twice very
quickly.
Right button
Left button

Input and Output Devices
1) An input device is any hardware used to
enter data into a computer. For example:
• A keyboard and mouse.
• Scanners, digital cameras and web
cameras.
• Microphones, remote controls and
interactive whiteboards.
• A chip and pin device used at a till.
2) An output device is any hardware that
uses the data from a computer. For
example:
• Printers, monitors, speakers or
headphones.
• Projectors for presentations.
3) Some devices are for input and output.
For example:
• A touchscreen on a mobile phone or
self-service checkout.
• A headset which includes a microphone
and a speaker.

Passwords Protect Your Information
• 1) Passwords stop other people from logging on to
your computer (see page 3).
• 2) Passwords can also be used to stop people from
reading your
• private information or messing around with your
work.
• 3) For example, documents (files) and USB memory
sticks can be
• password-protected, you can use a password to lock
your mobile
• phone, and even your bank card PIN is a type of
password.
• 4) Passwords are only good if you choose them
carefully though.
• 5) Don’t have a password that’s easy for other people
to guess. This means you should avoid
• things like your name, date of birth, pet’s name,
favourite team...
• 6) A good password contains a mixture of letters and
numbers, maybe some capital
• letters, and even symbols if allowed (for example, ! or
*).
• 7) If you need to write down your password to
remember it, keep it in a safe place.
• 8) Remember to type passwords in carefully when
they’re needed.

Opening a Password-Protected Document
• When you try to open a password-protected document (or file) a window
• or box will usually appear and ask you to enter the password. For example:

Viruses Can Harm Your Computer
1) A computer virus is a harmful program made to infect
computers.
2) They can make things stop working, make the computer
run slower or steal information from the computer.
3) Viruses can enter a computer through files, emails and the
internet.

How to Avoid Viruses
1) The best way to reduce the risk of viruses is
to use antivirus software.
2) This can stop viruses entering and get rid of
viruses that are on a computer.
3) It’s important to use up-to-date antivirus
software and run a
• scan frequently to make sure your computer
is kept safe.
• 4) You should also be careful not to open any
files or
• email attachments, or download anything
from
• the internet unless you know that they’re safe.
5) You can also run a virus scan on files before
you open them.
• Then you can remove them from your
computer if they’re infected.
• Email attachments are
Note files that are sent with emails see page ?

Software (Programs)
1) Software means the programs that a
computer runs.
2) They are sets of instructions that
make all the bits of hardware work
together.
3) Computers use two different kinds
of software
— an operating system (OS) and
application software.
4) An OS is the software that controls
the whole computer system.
Some examples are Windows®,
UNIX®, macOS®.
The OS runs the application software...
5) The application software are the
programs like word processors,
spreadsheet programs, email programs,
database programs, internet browsers...

Types of Application Software 1
Type of Software What it Does Examples
Internet Browser Lets you look at web pages
and
download material from the
internet.
Google™ Chrome™
Google™ Chrome™,
Mozilla Firefox®.
Email Allows you to send electronic
messages
and files from one computer to
another
or lots of others.
Microsoft® Outlook®,
GmailTM.

Word Processor Lets you create documents
(files) with
text and graphics, like letters,
leaflets,
posters and flyers.
Microsoft® Word,
Corel™ WordPerfect®.
Spreadsheet Allows you to store and
organise a lot of
data (usually numbers). It can
be used to
carry out calculations and
create charts
using the data.
Microsoft® Excel®,
LibreOffice™ Calc.

Database Lets you store and organise a
large
amount of data. You can
search the data
quickly and produce reports.
Microsoft® Access®,
LibreOffice™ Base.
Presentation Lets you create slide shows or
handouts
for using in talks and
presentations.
Microsoft® PowerPoint®,
OpenOfficeTM Impress.

Choosing the Right Software for the Job 1
1) It’s important to be able to
pick the right software for the
task you need to complete.
2) In the test, you might have to
decide yourself which type of
software to use.
3) Make sure you know what
each type of software can do.
4) This table lists some tasks
and the best type of software to
use:
Task Software
Searching for information or images on the
internet.
Internet Browser
Sending email messages and attachments. Email
Producing files with text and graphics, like
letters,
leaflets, posters, newsletters, and flyers, etc.
Word Processor

Choosing the Right Software for the Job 2
1) It’s important to be able to
pick the right software for the
task you need to complete.
2) In the test, you might have to
decide yourself which type of
software to use.
3) Make sure you know what
each type of software can do.
4) This table lists some tasks
and the best type of software to
use:
Task Software
Organising number data and carrying out
calculations.
Spreadsheet
Producing a chart or graph from number data. Spreadsheet
Organising data, running queries and producing
reports.
Database
Producing slides or handouts for a talk. Presentation

The User Interface
1) A user interface is the
technical term for the way
the user (you) communicates
with the computer.
2) Different types of software
will have interfaces that look and
work differently.
3) They usually always have
windows, icons, buttons,
menus and a pointer though:

The Main Work Area is the Desktop
The desktop
is usually what
you’ll see after
you’ve logged
onto your
computer.

Use the Start Menu to Find Software
1) Click on the ‘Start’
button to open the
Start Menu.
2) The Start Menu lets
you get to the
different parts of
your computer.

Operating System Windows in Windows® 10
1) You can get to different
folders by opening ‘File
Explorer’ (see above)
and clicking to open the
different folders.
2) The window below shows
the files inside a folder in
Windows® 10:

Software (Program) Windows
This is an example of a
typical Microsoft® Office
window. Other software
windows (from Microsoft®
and other companies) will
look different, but will have
some similarities.

Make a New Document
1) To make a new document (file) in a program, click the ‘File’ tab, then click ‘New’.
2) Double-click on the option you want — usually ‘Blank document’.
3) To open an existing file in a program, click the ‘File’ tab, then click ‘Open’.
4) Click ‘Browse’ — a box will pop-up. Then use
the buttons and links to find the file you want.
5) Click on the file, then on ‘Open’.
Or double-click on the file.
6) Open files when you’re not in a program by
finding them in a folder and double-clicking them.
7) To save files, click the ‘File’ tab, then click on ‘Save’.
8) Give the file a name and click ‘Save’. You need to use a suitable name (see p. 17).
9) You can also save files using ‘Save As’. Use this when you want to save a
copy of the file with a different name. See page 17 for more about this.

Search for Text
1) You can use the ‘Find’ tool to search for text or numbers.
2) Click on the ‘Find’ button on the ‘Home’ tab to open the ‘Find’ box.
3) Type what you want to search for, then press ‘Enter’.
4) Where the text appears in the file will be highlighted.
5) If the text can’t be found a message will tell you this.

Cut, Crop & Paste
1) These buttons in the ‘Home’ tab can be used to ‘Cut’, ‘Copy’ and ‘Paste’.
They are found in all Office programs.
2) Select what you want to copy, then click ‘Copy’.
For example, select some text or a picture.
3) Select where you want the copied thing to go and click ‘Paste’.
4) ‘Cut’ works in the same way as copy, but removes the original item at the same time.
5) You can use drag and drop to move things like files, text and pictures too.
6) Select what you want to move, then click and drag it with the mouse to a new place.
7) When you use drag and drop to move files it will often
make a copy rather than move the original file.

Printing
1) To print off documents, click
the ‘File’ tab, then click on ‘Print’.
2) A menu will open with different
settings to choose from — these
will be slightly different in each
program but most of the ones
shown below will be there:

Undo Changes
1) The ‘Undo’ button is above
the ‘File’ tab.
2) You can only undo a
certain number of changes
though, so don’t rely on this.

Using Shortcuts
1) You can use shortcuts to
quickly do things on your
computer.
2) There are keyboard shortcuts
(shown in the table). To use
them, hold down the first key(s),
then press the final key(s), so
they’re all held down together.

Using Shortcuts - continued
3) Right-clicking in a program
window is a really useful shortcut
too — it brings up a menu
with lots of buttons.
4) These buttons differ slightly in
each Office program but there’s
usually ‘Cut’, ‘Copy’, ‘Paste’
and ‘Delete’, and the ‘Font’
buttons.

Using Storage Devices Safely
Files are Stored on the Hard Drive
To see what files (documents) are stored open ‘Computer’ from the Start Menu:

Use Removable Storage Devices to Share Files
1) You can save files to
removable storage devices and
then move them between
computers —
just connect the devices to other
computers to access them.
2) Examples of the devices include
CDs, DVD-Rs, Blu-rays, memory
cards (from cameras and
mobile phones) and USB memory
sticks (also called pen drives).
3) These devices all connect to a
computer differently. For
example, memory sticks plug into
USB ports on the computer unit
that have this symbol next to them:
4) When connected, these devices
show up in ‘This PC’ under

Use Removable Storage Devices to Share Files
‘Devices and drives’. Double-
click to see the files on these
devices.
5) You can move files to and from
memory sticks and cards by
using drag and drop or copy and
paste (see page 14).
6) Memory sticks or cards should
always be ejected safely
to make sure that no data is lost
or damaged.
7) To eject safely, click the ‘Safely
Remove
Hardware and Eject Media’ icon
on the task bar,
then click ‘Eject’ for the device you
want to remove.

Managing Files and Folders
1) You can use ‘Save’ and ‘Save As’ to save files in most programs
2) Use ‘Save As’ to save a copy of the file or change where it’s
saved.
3) You should give files sensible, correctly-spelt
names, which describe what the document is.
4) In the test, names should describe the task scenario.
For example, use ‘Task 1 Bird Poster’ not ‘Test’.

Managing Files and Folders - continued
5) Ask your tutor if you need to use anything like your name, initials
or the date too.
6) When you save as you can also choose which file type to save it
as.
For example, you might want to save something as a web page.
7) Click on the box next to the words ‘Save as type’
to get a list of different file types you can save it as.
8) Different file types are shown by different file extensions.
These are the letters that come after the file name.

File Security
1) Files can be password-protected. To open them you’ll need a password (see p. 6).
2) You can password-protect a file from the ‘Save As’ window.
3) Click on ‘Tools’ next to ‘Save’, then click ‘General Options...’.
4) Type in the password into the ‘to open’ box and press ‘OK’.
Retype your password and press ‘OK’ again. The file is now password-protected.
5) Files can be also made ‘Read-only’, which means people can’t save changes to it.
6) To make a file ‘Read-only’, right-click on the file itself, then click ‘Properties’.
7) Click the ‘Read-only’ checkbox in the Attributes section
of the ‘General’ tab and then click ‘OK’.

Files are Organised into Folders
1) Folders help you organise your files
(documents).
2) To make new folders, click the ‘New folder’
icon in the toolbar.
3) Or right-click somewhere that isn’t an icon
in the place where you want the folder to go,
then click ‘New’, then ‘Folder’. For example,
on your desktop.
4) Make sure folders are sensibly named too
Double-click on
a folder to see
what’s inside it.
Type to enter a
name for the folder.

Files are Organised into Folders - continued
5) Rename folders by right-clicking on them,
click ‘Rename’, then type the new name.
6) Move files and folders using ‘Cut’ or ‘Copy’
and ‘Paste’, or drag and drop (see p 14).
7) To delete a file or folder, click on it, then
press the ‘Delete’ key.
8) Then click ‘Yes’ in the box that appears.
9) In the test you might be asked to make a
folder structure to store your work in
Double-click on
a folder to see
what’s inside it.
Type to enter a
name for the folder.

Files are Organised into Folders - Example
Chris is taking the Functional Skills ICT test.
As part of this, he has made some
documents about a bakery business. He has
been asked to store all his work in
a new folder using sensible folder and file
names. He has taken a screen shot to
show his folder and files:
1) He saved his work in ‘ICT Documents’ in a folder called ‘ICT
Test Tasks’.
2) To get a screen shot showing what’s inside the folder, he just
double-clicked on the folder then pressed ‘PrtScn’

Deleting Files and Folders
1) When files or folders are deleted they are sent to the Recycle Bin on the desktop.
2) If you accidentally delete something you can get it back.
3) Double-click on the Recycle Bin, then click on the file or folder
you want to get back out of the Recycle Bin.
4) Click the ‘Restore this item’ button and the file will move back to its original location.

You can Zip Files or Folders to Reduce their Size
1) Zipped files are smaller in size so they’re better to add to a
removable device (like a memory stick) or send in an email.
2) To zip a file or folder, right-click on its icon.
Then click ‘Send to’, and then ‘Compressed (zipped) folder’:
3) A new zipped folder will appear in the same place as the original one. 4) Double-
click on a zipped folder to open it and see the files inside.
5) But you need to unzip and extract the files from it before you can change them.
6) To unzip a folder, right-click on it, then click ‘Extract All’.
7) Choose where you want the unzipped files to go by clicking ‘Browse’.
Click OK, then ‘Extract’ when you’ve finished.

Using Storage Devices Safely-Practice Task
Task 1 Open the file ‘File_1’.
a) Create a folder on your desktop named
‘Reading’.
b) Use ‘Save
As’ to name ‘File_1’ more sensibly and save it
in your ‘Reading’ folder.
For this question you’ll need the files called
‘Bread_photos’ and ‘Bread_list’.
a) In ‘Documents’ create a new, sensibly-
named folder and put the files in it.
b) Password-protect the file ‘Bread_photos’
and take a screen shot to show this.
c) Make the file ‘Bread_list’ read-only and take
a screen shot to show this.
Section

Changing Settings
You can Change Lots of Settings on Your Computer
1) You can use the ‘Control Panel’ to
change different computer settings.
For example you can change the size
of text and icons.
2) In Windows® 10, open the Start
Menu, then click ‘Control Panel’ (see
page 11):
3) Click on a green category to see
more options.
Click here
to check the
network settings
and internet connection.
Click here to make
changes for people
with impairments
(like eye-sight issues).

Minimising Physical Stress
You Should Sit Properly at a Computer
1) Make sure you can reach everything you
need without having to stretch or strain.
2) Take regular breaks and frequently look
away from your monitor, walk around and
exercise your fingers to reduce the health
risks of working with computers.
3) Make sure there’s plenty of light where you
are working but no glare on your monitor.
4) Change your monitor’s contrast and
brightness settings to help stop eye strain.

Screen Shots
1) You might be asked to produce screen shots of
your work.
(They can also be called screen prints, screen
dumps or screen captures.)
2) A screen shot is where you take an image of what
is showing on your screen.
3) So make sure you have the right file or window
open when you take one.
4) To take a screen shot, press the print screen key
‘PrtScn’, then use

Screen Shots
1) You might be asked to produce screen shots of your
work.
(They can also be called screen prints, screen dumps
or screen captures.)
2) A screen shot is where you take an image of what is
showing on your screen.
3) So make sure you have the right file or window open
when you take one.
4) To take a screen shot, press the print screen key
‘PrtScn’, then use ‘Paste’ to add it into a document. For
example, a word processing file.
You might need to ‘Crop’ and increase the size of a screen shot
to make it large enough for the right information to be read.

01 the basics getting started with computers-esol

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