Ms Windows And Word Basics Workshop Handout

MS Windows and Word Basics

Joshua Stern, Ph.D.

MS Windows and Word Basics Workshop A personal computer, or PC, is a system of interrelated parts. There are different ways to study any system. One is by describing each component. This type of analysis by itself doesn't provide an understanding of the how the PC functions as a unit, but it will help get us started by introducing the main parts of the system. Only once we understand the individual components, can we then understand the system as a whole.

PC Components Processor At the heart of every PC is the central processing unit, or CPU. The CPU plugs into a “motherboard” which has a lot of other chips and electronics on it. These are the guts of the computer. The CPU and other components work together to schedule, compute and control everything that happens in the PC. For example, the slogan: 'Intel Inside' appears in many computer ads. They are referring to the Intel CPU, which is usually a Pentium (I, II, III, or IIII) processor. Memory Memory is temporary storage used by the CPU to store results of calculations or files brought in from the hard drive. Memory is very fast and volatile which means it loses its information when power is removed. The memory cells are housed in Integrated Circuits or chips. The amount of memory is measured in RAM (256, 512, 1GB…) Storage Storage devices retain information magnetically (i.e. Hard Disk Drive, Floppy Disks, Zip Drives, and USB Drives) or optically (i.e. CD, DVD). They are not as fast as memory but can store much more data. They are also much more stable and do not lose their information when power is removed. Most people simply save their files to the hard drive, which is the computer’s primary storage device. Peripherals There are two kinds of peripherals. Input devices allow you to direct the action of the PC. For example, the keyboard and mouse enable you to control the computer by giving it directions. Output devices display or produce results for you. The video monitor, speakers, and printer are your primary output devices. Software These are collections of instructions that the CPU follows. Software is to the CPU, as knowledge is to our human brains. Software is also known as programs or code. The CPU and software work very closely together, each by itself is useless. Only when they work properly together can they direct and execute activities in a productive way. Examples of popular software include MS Word, MS Excel, MS Explorer, etc. The most common piece of software that all PC users must have is an operating system. Most of you probably use a version of MS Windows. Oftentimes, users do not even realize that this software is what allows them to use their PC. The operating system is what allows you to

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MS Windows and Word Basics

Joshua Stern, Ph.D.

interface with your machine. It creates the desktop and the other user-interface features that we all take for granted. Before the advent of these user-friendly graphic user interfaces (GUI), computer users had to do everything using a complicated, text-only interface called DOS.

This chart shows the components we've talked about, grouped together functionally. Arrows show how they interconnect.

File Sizes File sizes are an important thing to understand and while they may sound foreign to you, they are relatively simple. The smallest basic unit is the byte. This is a tiny amount of information. Next is the Kilobyte (KB). This is 1000 times the size of a byte. For example, a short Word document is about 30KB. Next is a Megabyte (MB) which is 1000 times larger than a Kilobyte. For example, a typical MP3 music file is about 4MB. Finally we have the Gigabyte (GB). This is huge. It is 1000 times bigger than a Megabyte. The entire hard drive of your computer is probably between 20 and 80 Gigabytes in size.

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MS Windows and Word Basics

Joshua Stern, Ph.D.

Gigabyte (GB)

Megabyte (MB)

Kilobyte (KB)

Byte

1

1,000

1,000,000

1,000,000,000

Windows Desktop Start Button This button is the primary method of accessing all files and programs stored on the computer. It is used to display the ‘Start’ menu, start a program, open a file, change settings and shut down the computer. My Computer This is an icon on the desktop that can be used as an alternative means of accessing the files and programs on your computer. Recycle Bin This icon will display all files and programs that have been deleted. As long as they remain in the recycle bin, they can be restored. Taskbar The Taskbar displays the icon and title of all programs or folders that are currently active. Since you can run multiple programs on your computer simultaneously, the taskbar helps you keep track of which programs you are currently running. Controlling the Views of Running Programs Every running program is contained in a window on the desktop. In the upper right corner of each window there are usually three small control boxes that are used to control how the window is displayed. Minimizing a Window The left control box has a minus [-] sign in it. If you put the cursor over it and click the mouse, the application is 'minimized' and placed on the task bar as a block. To expand the minimized program, click the block and it expands to become the active program on your desktop. Maximizing a Window The control box in the center has a square [ ] in it. If you put the cursor over this box and click your mouse the application is 'maximized' and takes up the entire screen. When maximized, this control box changes to show one square in front of another square. Clicking this control box again restores the window back to about half size. Closing an Active Window The control box on the right has an [x] in it. If you put the cursor over this box and click your mouse the application terminates. To open it again you must click the program icon for it. Manually Resizing a Window By manipulating either the top/bottom or the left/right side of a window, you can change its shape. You can also reshape a window diagonally by manipulating its lower left corner.

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MS Windows and Word Basics

Joshua Stern, Ph.D.

Adding a Shortcut or Folder to the Desktop Shortcuts A shortcut is an icon on the desktop that you click to open an application. This saves you from having to navigate the path to the actual location of the file. It's easy to add a shortcut: • • • • •

Right-click anywhere on the desktop. A pop-up menu appears. Select 'New', then 'Shortcut' and a 'Create Shortcut' window opens. Use the 'Browse' button to find the path to the application or program. Select the icon of the program you want and the path to it appears in the 'command' box. Click 'next' and a 'Select a Title' box appears where you may enter a name for the shortcut. Enter a name and then click 'finish'. The new shortcut appears on the desktop. Drag the shortcut icon to where you want it on the desktop.

It is also often possible to create a desktop shortcut by simply right clicking on the program you want from within the ‘Start’ menu. With your Web browser, if you want to create a shortcut, you can right-click anywhere on the Webpage you want and then select ‘Create Shortcut.’ A shortcut directly to that Webpage will be placed on your desktop. Folders To create a new folder on your desktop, or within any existing folder, simply right-click and select ‘Folder’ from the menu. A new folder will be created. (See “Adding a New Folder” below.)

Managing Files and Folders File Paths Accessing folders and files in a PC is similar to the way you access files in a filing cabinet. In a filing cabinet, each drawer holds hanging folders. Within each of these you can have files as well as manila folders that contain files. In a PC you have much more flexibility. For example, one folder can have 10 folders and many files in it. Each of those can have 10 folders and many files inside it and so on. You can expand the folder within a folder structure as deep and wide as you want to. But, be careful since it can get confusing if you create too many layers or do not label them properly. As you navigate through folders to the location of a specific file, you are following a path. A path always begins with the hard drive letter (usually ‘C:’) and then lists in order the ‘nested’ folders you go through to get to the file. File paths are often long and complicated. Thus, it is much easier to use the ‘Start’ menu or a desktop icon to access the program of file you want rather than type it out. Naming Files It is important that you develop a system for naming your folders and files. Consistency is key, so that you can always find what you are looking for on your computer. For example: I might label a folder “Tests.” Within that folder I would place the files of my individual tests. If I have multiple versions of each test, then I might create subfolders within “Tests” called “Test1”,

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MS Windows and Word Basics

Joshua Stern, Ph.D.

“Test2” and so on. In these subfolders I would place the various versions of each test. I would label these files: Test1 v.01, Test1 v.02, etc. so as not to confuse them. Selecting Files and Folders Selecting files and folders is something that is common when using Windows. An item must be selected before you can move, copy, or delete it. To select a file or folder, put your cursor over the item and then left-click your mouse. The item is highlighted to indicate you've successfully selected it. Likewise, double clicking the item opens it. Moving Files Using the left mouse button, select the file or folder you wish to move. Continue holding down the button and drag the item until it is over the destination folder. Release the button and the item is moved. Note: When you move a folder all folders and files under it are also moved. Copying Files Place the cursor over the file or folder you want to copy, and right-click your mouse. Select ‘copy’ from the menu that appears. Place your cursor over the destination folder and again rightclick your mouse. Select paste from the menu and the item is copied to the destination folder. Note: When you copy a folder all folders and files under it are also copied. Adding a New Folder Within any folder, go to the 'File' command on the menu bar at the top left of the screen. A drop down menu appears. Select 'New' and another menu appears. Select 'Folder' and a new folder icon appears within the selected folder with the name 'new folder' highlighted. Type the name you want for the new folder and it overwrites the highlighted text. Click your mouse or hit the 'enter' key and the new name is stored. Renaming a Folder Select the folder, wait a moment and then click again on its name. The name of the folder becomes highlighted. Type the name you want for the new folder and it overwrites the highlighted text. Click your mouse or hit the 'enter' key and the new name is stored. Locating Files (Searching) Have you ever saved a file and then wondered where it went when you looked to retrieve it? A useful utility called 'Search' can help you find folders and files quickly. • • • •

Open the 'Start' menu and look for 'Search' or 'Find'. Click it. Enter the name of the file in the 'Search' box (partial names also work). Follow the prompts to select the drive(s) and/or types of files you want to search. Click the 'Search’ button and all files and folders matching the search criteria appear on the right side of the Search Window along with each file's path.

Cutting and Pasting Text with the Mouse Before text in a file can be cut or copied, it must first be selected. It can then be pasted into another part of the file you are working on or even into a completely different file or program. Selecting Text To select text, place your cursor at the beginning or end of a section of text you wish to select. Then click the left mouse button, hold it down and sweep the selection bar across the text you want to select. The text becomes highlighted as you sweep it which means you've successfully

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MS Windows and Word Basics

Joshua Stern, Ph.D.

selected it. Release the mouse button when you reach the end of the text you want to select. To unselect an item, just move your cursor to a clear area and hit the left mouse button. Copying Text Now that the text you want is selected, right click your mouse. Do not left click your mouse. If you do all the text becomes unselected. A drop down menu appears with a number of different choices. Choose copy by moving your cursor over the word copy and clicking either mouse button. Doing this places a copy of the selected text in an area of memory called the 'clipboard'. The selected text is left intact in source file. Cutting Text Select the text you want to work with. When your place your cursor over the selected text and right click the mouse, the drop down menu appears. Choose the 'cut' option by moving your cursor over it and clicking either mouse button. The selected text is sent to the clipboard and it is cut (removed) from the source file. Pasting Text The text in the clipboard can now be pasted wherever you want it. Left click your mouse at the place in the text where you want to paste the clipboard contents. The blinking text selection bar appears. Right click your mouse and a drop down menu appears. Choose ‘paste’ by moving your mouse over it and clicking either button. The clipboard contents are pasted at the location of the selection bar. Cutting and Pasting Text with the Keyboard (Without the Mouse) Selecting Text Use the up, down, left and right arrows to move the selection bar to the end of the text you want to highlight. Hold down the 'shift' key and use the 'left' arrow key to sweep the selection bar across the text you want to select. The selected text becomes highlighted. Copying Text Hold down the 'Ctrl' key then press the 'C' key and the highlighted text is copied to the clipboard. Make sure you press and hold the ‘Ctrl’ first, before you hit the ‘C’ key. This rule applies to all ‘Ctrl’ commands. Pasting Text Move the text selection bar to the place in the file where you want to paste the clipboard contents. Hold down the 'Ctrl' key then press the 'V' key and the clipboard contents are pasted at the insertion point. Cutting Text Select the text you want to work. Hold down the 'Ctrl' key then press the 'X' key and the selected text is cut from the source file and copied to the clipboard. Follow the same procedure as above to paste it in the destination file. Saving Your Work When you are creating/modifying a file, make sure to save your work often. I suggest you save your work every few minutes, that way you will never lose more than a little bit. There are a few ways to do this:

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MS Windows and Word Basics

• • •

Joshua Stern, Ph.D.

With the file open, click the 'Save' icon (looks like a floppy disk) on the toolbar near the top of screen. Click on the File menu, then click on “Save.” Hold down the 'Ctrl' key then press the 'S' key. In my opinion, this is the quickest way to save your work within MS Word. Do it often and it will develop into an automatic habit.

Saving your work often is very important because even the best PCs do sometimes crash. If you've done a lot of work without saving it and the PC crashes, all your work will be lost when you restart it. Printing a Selection of Text To print a small section of a large file, first select the text you want to print by highlighting it. Then from the 'File' menu select 'Print' (or ‘Ctrl’ + ‘P’). In the dialog box that opens, look in the 'Print Range' section and check the 'Selection' option. Click OK and the selected text will print. Common Microsoft Shortcut Keys Shortcut keys help provide an easier and usually quicker method of navigating and using computer software programs. Shortcuts are commonly accessed by using the ‘Alt’, ‘Ctrl’, and/or ‘Shift’ keys in conjunction with a single letter key. Using shortcut keys will dramatically increase your productivity. Some of the most useful shortcut keys have already been mentioned, but here is a more extensive list: F1 Ctrl + X Ctrl + V Ctrl + Y Ctrl + Z Ctrl + A Ctrl + C Ctrl + P Ctrl + Home Ctrl + End WINKEY + D WINKEY + E F7 Shift + F7 F12 Ctrl + S Ctrl + F

Universal Help for Windows programs. Cut selected item. Paste. Repeat the last action performed. Undo last action. Select all contents of the page. Copy selected text. Open the print window. Goes to beginning of document. Goes to end of document. Minimizes all windows and returns the user to the desktop. Open Microsoft Explorer. Spell check selected text and or document. Thesaurus. Save as. Save. Find.

For a more extensive list of shortcuts, see: www.computerhope.com/shortcut.htm

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MS Windows and Word Basics

Joshua Stern, Ph.D.

Common File Name Extensions A computer file extension is commonly a three character addition that follows the name of a file. This extension helps PCs identify what program to associate a file with and how to properly open the file. Here is a list of the most common file name extensions you will encounter: .DAT .DOC .EXE .GIF .BMP .HTM .HTML .JPG .MPG .MP3 .PDF .PPT .TXT .WMV .XLS .ZIP

Data file (often a simple text document) MS Word Document (and some other documents) Executable file or program Graphics Interchange Format for Images Graphical Bit Mapped File for Images Web page files containing HTML found on the Internet. Web page files containing HTML found on the Internet. Graphic capable of being opened by most image editors. MPEG movie file. Audio file generally used to record and store audio tracks Adobe Acrobat Reader file. MS PowerPoint presentation. Simple text file that can be read from Windows Windows Media Video File Microsoft Excel File. A compressed file that is extracted with various compression utilities.

For a more extensive list of file extensions, see www.computerhope.com/dosext.htm

__________________________________________________________ Adapted from: Computer Help A to Z (www.computerhelpatoz.com) and Computer Hope (www.computerhope.com), 2005.

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