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Chapter 6

BSBITU101A—Operate a personal computer

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Contents

• Start-up procedures (BSBITU101A/1.1–1.6)• Navigate the desktop (BSBITU101A/2.1–2.3)• Folder structures (BSBITU101A/3.1–3.4)• File organisation (BSBITU101A/3.5–3.8)• Printing (BSBITU101A/4)—please note that

print information is included in Chapter 5.• Shut-down procedures (BSBITU101A/5.1–5.2)• Summary

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Safe work practices (BSBITU101A/1.1–1.2)

Personal ergonomics involve:• fitting your equipment to suit the physical space:

– use an adjustable chair– workstation including table or desk and shelving– check keyboard position– personal lighting– monitor adjustments

• adapting your work style to suit the job:– exercise every hour (for continuous data entry)– change your focal point regularly– observe regular breaks (lunch, tea/coffee)

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Starting up the computer (BSBITU101A/1.3–1.6)

Basic system functions• At start-up, the computer will perform some

behind-the-scenes maintenance.• If faulty equipment is detected the computer will

‘hang’ and ask for directions.• Before turning on any computer it is essential

that all accessory equipment be connected and turned on:– printers– projectors– scanners– digital cameras

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Starting up the computer (BSBITU101A/1.3–1.6) continued

Login procedures• Business environment = Network• Network = Password• Levels of permission apply to all employees.• Some programs require separate login scripts from

‘normal’ Microsoft and network applications.• Some network features require different login

procedures to obtain access.

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Starting up the computer (BSBITU101A/1.3–1.6) continued

Online help• All programs come with varying levels of help

functions.• Most programs work on the basis of giving tips

when the Help button is activated.• Additional resources can also be accessed:

– keywords index of the Help section– direct access to the program website

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Starting up the computer (BSBITU101A/1.3–1.6) continued

Disk maintenance• Tools to keep your computer in top shape include:

– Defragment – allows you to compress files which have become fragmented and makes saving and opening files faster.

– My Computer – a file management program which allows you to delete, rename, check date and time stamps and find files.

– Scan disk – allows users to check disks for faults and fix them.

– Disk clean-up – allows you to delete whole batches of files in one go, allowing the computer to run faster.

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Navigate the desktop (BSBITU101A/2.1–2.3)

The desktop is a ‘window’ to the programs which you are permitted to use:

• Each icon (when clicked) will open that program.• A desktop can be customised to suit the user:

– type of application such as a file or folder– access to specific programs– electronic accessories such as a calendar, calculator, clock

and electronic diary

• Start button– shut down– find files– change computer settings– open recent documents– find programs

• The task bar at the bottom of your screen indicates those programs you are using and also includes the Start/Shut Down button.

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Folder structures (BSBITU101A/3.1–3.4)

Folders and subfolders• Folders are used to keep ‘like’ files together.

Examples are:– ‘2006 budget details’– ‘Word-processing G.Smith’

• Folders don’t take up a great deal of disk space.• Folders should be developed to have internal sub-

categories or sub-folders. For example:– ‘Word-processing G.Smith’ folder has sub-folders:

‘Rentals’ ‘Property sales’ ‘Commissions’

– Having ‘like’ files in a folder makes back-up tasks simpler.

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Folder structures (BSBITU101A/3.1–3.4) continued

Folder attributes:• small size• unlimited naming rights• can be placed on desktops as shortcuts to

commonly used files• simplifies file management

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File organisation (BSBITU101A/3.5–3.8)

Creating New Documents

• A file name can be up to 264 characters, but this is far too long for ordinary use.

• All applications create a default file name when a document is opened and saved without changing the file name. Examples are:– Doc1.doc– Book1.xls

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File organisation (BSBITU101A/3.5–3.8)

File types• Each software application places an ‘extension’ on

a file when it is saved for the first time.• The extension tells the operating system which

software application to use to open the file.• Extensions always follow the ‘dot’ in the file

name and are usually three characters long. Examples are:– .doc = Word document– .xls = Excel spreadsheet– .ppt = PowerPoint presentation

• Never rename a file without adding its extension.

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File organisation (BSBITU101A/3.5–3.8) continued

Search techniques:• Files can get ‘lost’ but finding files can be made

easier by following some simple search rules:– date order– size– application or extension type– particular words in files

• Create specific folders for project work.

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Shut-down procedures (BSBITU101A/5.1–5.2)

Close all applications• Most computer programs require the correct shut-

down procedure to avoid:– lost files– corrupted files– reloading the application.

• Log out of the network to avoid:– security breaches– login lockouts.

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Shut-down procedures (BSBITU101A/5.1–5.2) continued

Shut-down options• There are three options:

1. Use the Start button to shut down completely: closes all applications asks you to save any open files

2. Log out to allow another user to log in without shutting down:

same as above

3. Holding the power button until the computer shuts down: may lose any open files will need to restart computer

• Only use option no. 3 when all else fails and the computer is not responding to the mouse or keyboard.

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Summary

• Using a computer for the first time in a working environment is very different from school or home.

• Working environments require an understanding of network protocols:– login and logout– networked printers– file-saving procedure– network rights and use of programs

• OH&S issues:– Report unsafe practices.– Be aware of potential issues in your workplace.– Good posture and ergonomics are essential.