Windows XP - Introduction

8/8/2019 Windows XP - Introduction

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Windows XP

Introduction


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Windows XP Introduction

Introduction

The Windows Desktop................................................................................................................ 6Desktop icons...................................................................................................................................6

My Documents............................................................................................................................. 6Targeting a Different Folder..............................................................................................................7

My Pictures.................................................................................................................................. 8Viewing Images in Filmstrip View.....................................................................................................8

My Music .................................................................................................................................... 10My Computer ............................................................................................................................. 10

My Computer Toolbar.....................................................................................................................12My Network Places.................................................................................................................... 12Recycle Bin................................................................................................................................ 13

Working with the Recycle Bin.........................................................................................................13Internet Explorer .......................................................................................................................15Window Controls....................................................................................................................... 15View Options .............................................................................................................................16Sorting and Grouping Icons..................................................................................................... 17

Grouping Files ................................................................................................................................18Using Help ................................................................................................................................. 19

Searching for Topics.......................................................................................................................20The Task Bar.............................................................................................................................. 21

Task Bar Options............................................................................................................................21Desktop Cleanup....................................................................................................................... 22Changing your Password ......................................................................................................... 23Locking your Computer............................................................................................................ 24Logging Off................................................................................................................................ 25

Logging on ......................................................................................................................................26Windows Explorer..................................................................................................................... 26

The Explorer Toolbar......................................................................................................................27Selecting Files & Folders.......................................................................................................... 28

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Common Tasks ......................................................................................................................... 29

Creating Folders........................................................................................................................ 31Moving and Copying Files........................................................................................................ 32

Something Else to Try ....................................................................................................................33Renaming Files & Folders ........................................................................................................ 33

Naming Multiple Files .....................................................................................................................34Naming Conventions ......................................................................................................................34Something to Consider...................................................................................................................34

Deleting Files and Folders........................................................................................................ 35The Recycle Bin ........................................................................................................................ 36

Working with the Recycle Bin.........................................................................................................36Formatting Diskettes................................................................................................................. 38

Copying Diskettes..................................................................................................................... 39Using Send To ........................................................................................................................... 40Searching for Files.................................................................................................................... 42

Found Files .....................................................................................................................................43Setting File Properties .............................................................................................................. 44

Something Else to Try ....................................................................................................................44Hidden Files............................................................................................................................... 45Printing Files ............................................................................................................................. 47The Print Queue ........................................................................................................................ 48Sharing Printers ........................................................................................................................ 49Mapping Network Drives .......................................................................................................... 50Creating Shortcuts.................................................................................................................... 51

Shortcut Icons.................................................................................................................................51The Quick Launch Bar .............................................................................................................. 53

Customising the Quick Launch Bar ................................................................................................53Zipping Files .............................................................................................................................. 54

Unzipping Files ...............................................................................................................................54Checking Disk Space................................................................................................................ 56Choosing Columns ................................................................................................................... 58Start Menu Styles ...................................................................................................................... 59



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Customising the Start Menu..................................................................................................... 61

Customising the XP Start Menu .....................................................................................................61Customising the Classic Start Menu ..............................................................................................62

Adding Items to the Start Menu ............................................................................................... 62Setting the Date and Time ........................................................................................................ 63Mouse Settings.......................................................................................................................... 65

Mouse Pointers...............................................................................................................................67Regional Settings...................................................................................................................... 68

Keyboard Options...........................................................................................................................69Setting a Display Image............................................................................................................ 70Setting a Screen Saver ............................................................................................................. 72

Setting a Screen Saver Password..................................................................................................73My Pictures Slideshow ...................................................................................................................73

Setting a Marquee Screen Saver.............................................................................................. 74Setting a Marquee ..........................................................................................................................74

Windows Colours...................................................................................................................... 76Themes....................................................................................................................................... 77

Creating a Theme...........................................................................................................................78Startup Programs...................................................................................................................... 79Scheduled Tasks....................................................................................................................... 79Sounds....................................................................................................................................... 81

Something Else to Try... .................................................................................................................82Customising the Windows Toolbar ......................................................................................... 83The Character Map.................................................................................................................... 85

Font Sets ........................................................................................................................................85Multiple Applications ................................................................................................................ 86

Arranging Applications....................................................................................................................86Tile Vertically ............................................................................................................................. 88Tile Horizontally ........................................................................................................................ 89Cascade Windows..................................................................................................................... 90The Task Manager..................................................................................................................... 91Copying Between Applications................................................................................................ 92

Copying between Applications .......................................................................................................92



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Linking Between Applications ................................................................................................. 93

Linking Data....................................................................................................................................93Maintaining Links...................................................................................................................... 95Screen Shots ............................................................................................................................. 96

For Example ...................................................................................................................................96



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The Windows Desktop

The Windows XP screen is referred to as the desktop and displays the following standard icons:

The desktop is the area of Windows XP from which most tasks begin, including the following:

Launching applications

Creating folders

Adding and configuring printers

Setting Windows options such as Screen savers

Connecting to other resources on the network

Desktop icons

Click on the links below to learn more about the standard desktop icons:

Icon DescriptionMy Documents Used to store files created in the various applications installed - can be accessed any

time by double clicking on this icon on The Desktop.

My Computer Used to display and work with the contents of your computer and manage the filesstored on various drives of your computer.

My Network

Places

If your computer is attached to a network, this icon is used to work with availablenetwork resources such as shared folders and printers.

Recycle Bin Used as a temporary storage place for deleted files, this icon can be used to restorefiles deleted by mistake.

Internet

Explorer

Launches Internet Explorer to provide access to information on the World Wide Web.

My Documents

My Documents is the default folder in which applications will store any files you create. As this folder is

accessible from the desktop, it is easy to open and edit documents stored here.



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Double click on the My Documents icon on the Windows Desktop to view all files and folders stored here. A

default folder named My Pictures is created inside My Documents - this is where any images you create should

be stored.

Targeting a Different Folder

My Documents can be accessed from the Windows Desktop and is always shown at the top of The Windows

Explorer. As such, it can make finding and accessing your files much easier. However, you may not want to store

your files on the C: drive in the default My Documents folder.

Windows XP allows you to change the location of My Documents, pointing this folder to another folder on a local

or network drive.

Right click on the My Documents icon of the Windows Desktop.

Choose Properties from the shortcut menu displayed.

Ensure the Target tab is selected

Choose a new folder to become the My Documents target and click on OK

Click on OK again when complete.



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My Pictures

A default folder named My Pictures is created inside My Documents - this is where any images you create should

be stored. The reason this folder should be used is that it has a tool that allow you to view in detail any imagesstored here.

When you double click on the My Pictures folder inside My Documents, a thumbnail of each image is displayed.

When you position the mouse over a thumbnail, more information about the image is given.

Double-click on an image to preview the image in a new window:

Viewing Images in Filmstrip View

Folders containing only image files can be view in Filmstrip view. With this view, each image is shown as a

thumbnail, with the selected image shown larger as a preview.



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The following buttons are displayed under the image:

Button Description

Show previous image in folder

Show next image in folder

Rotate image to the right

Rotate image to the left

You can show the images in My Pictures as a slide show that fills your entire screen. To do this:

Open the My Pictures folder If the folder list or search pane is showing on the left of the screen, click on the Folders or

Search button on the toolbar to hide these

Click on the View as a Slide Show option in the common tasks pane

Show the next image by pressing the right arrow key

Show the previous image by pressing the left arrow key

Press [Esc] to stop the show and return to Windows



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The following toolbar will display during a slide show:

My Music

A default folder named My Music is created inside My Documents - this is where any sounds you create shouldbe stored. The reason this folder should be used is that it has a tool that allow you to view in detail any images

stored here.

When you double click on the My Music folder inside My Documents, an icon of each image is displayed,

showing the name of the track, the artist and the album name. When you hover the mouse pointer over a

thumbnail, more information about the music file will be displayed.

To play a music clip, double click on the file. Alternatively, right-click over the file and choose Play.

My Computer

My Computer is used to display and work with the contents of your computer, and to manage the filesstored on various drives of your computer.

Files are stored on the various drives of your computer:



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Hard disk drives are stored permanently inside the system unit and are usually the main storage medium of

a PC. Hard disks are large in capacity and as such are used to store the programs that you install on the

computer, as well as any data you enter.

Floppy disk drives are used to write data onto floppy disks - usually 3 inches in size. Floppy disks can only

hold a limited amount of information so are not used to store programs or large amounts of data.CD ROM drives are becoming increasingly popular, using laser technology to read from compact disks.

Each storage drive is assigned a letter by the operating system. The letters are usually as follows:

Letter Drive

A Floppy disk drive

B Second floppy disk drive - if available

C Hard drive

D CD ROM drive

E - Z Additional hard drives or network drives

To see the drives you have access to:

Double click on My Computer.

The resulting dialog box will display the drives you may access - the example below shows three hard drives,one DVD drive, one CD drive and one floppy disk drive:



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My Computer Toolbar

A toolbar can be displayed to offer shortcuts to commonly used features. Choose View, Toolbars and Standard

Buttons to view the following toolbar:

My Network Places

My Network Places gives you access to the resources of the network your computer is connected to,including the following:

File servers

Print servers

Other members of your workgroup

Shared folders

Web foldersFTP Sites (see note below)

Any other network resources such as scanners, plotters, etc.

When you double click on the My Network Places icon, you will be able to view resources on allcomputers of the network or only those computers in your workgroup. You can also add new networkresources that you will be able to reconnect to at a later stage.



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Recycle Bin

The Recycle Bin is used as a temporary storage place for deleted files and can be used to restorefiles deleted in error. Only files deleted from local drives will be sent to the Recycle Bin, although it is

possible to see if a file will be recycled by the confirmation message displayed when the file isdeleted:

The following message shows that the file will be sent to the Recycle Bin:

While the following message shows that the file will be deleted permanently:

Working with the Recycle Bin

It is possible to see whether the Recycle Bin contains files that can be restored. The following iconsshow a Recycle Bin containing files and an empty Recycle Bin respectively.

To view the contents of the Recycle Bin:

Double click on the Recycle Bin icon on The Desktop. Right click on the file you wish to restore.

Choose Restore.



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To empty the Recycle Bin, right click on the Recycle Bin icon and choose Empty Recycle Bin. Filescannot be restored once the Recycle Bin is empty.

It is also possible to delete all files when the Recycle Bin is open, or to restore all files back to their original

locations.

Double click on the Recycle Bin icon on The Desktop.

If the folder list is showing on the right, click on the Folder button on the toolbar to hide this and showcommon tasks



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Internet Explorer

The Internet Explorer icon on The Desktop launches Internet Explorer - a web browser that allows you to access

information from the computers that make up the World Wide Web, one of the many services offered on theInternet.

Once Internet Explorer is open, type the URL of the web page you wish to visit in the address bar, then click on

Go to view the page.

Window Controls

A title bar is located along the top of each window, displaying the name of the window as well as theMinimise, Maximise and Close Buttons.

Click on Minimise to hide the window and place on the Task bar. Click on the Task bar button torestore the window.

Click on Maximise to enlarge the window so that it fills the entire screen. Use the Restore button

to return the window to its original size Click on the Close button to close the window

Windows can also be resized manually by positioning the mouse pointer at the edge of the windowand dragging as required. To change both the width and height of the window, position the mouseover the bottom right corner.

A non-maximised window can be moved by positioning the mouse pointer anywhere on the Title Barand dragging as required.



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View Options

The icons in Window Explorer or My Computer can be displayed in the following ways:

View Description

Thumbnail This will display a thumbnail of any images in the folder. A thumbnail is a small copy ofthe image itself. Documents such as Word and Excel files will show as large icons, whilePowerPoint presentations will show the first slide in the presentation.

Tiles Files are displayed as large icons with additional information such as the file typedisplayed:



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View Description

Icons Files appear as standard-sized icons with only the file name displayed.

List Files are displayed as small icons in a single column list.

Details File names are displayed as small icons with the file size, type and modification date and time.

To view files in a different way:

Choose View and the appropriate option or

If the toolbar is displayed, click on the drop-down arrow of the View button and choose theappropriate option. If the toolbar is not displayed, choose View, Toolbars and StandardButtons.

The View button

Sorting and Grouping Icons

Files can be sorted by choosing View, Arrange Icons and the appropriate option:

Choose By Name to display files in alphabetical order of name

Choose By Type to display files in alphabetical order of their extension

Choose By Size to display files in descending order of their size

Choose By Date to display files in order of the dates on which they were last modified



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In details view, you can sort files by clicking on the heading of the column you want to sort by e.g. click on Name

to sort in ascending order of file name, then on Name again to sort in descending order.

Grouping Files

When any view except list is selected, you can group files by any information about that file e.g. by the letter that

the file name starts with, or by the date on which the file was last modified.

Click on the heading you wish to group files by e.g. Name to group alphabetically

Choose View, Arrange Icons By and Show in Groups

The following image shows files sorted by Type, then displayed in groups.



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Using Help

Help can be obtained in the following ways:

Click on the Start Button and choose Help and Support or Press [F1]

Help is split into different categories to make searching easier:

The following toolbar displays in the help screen:

Button Description

Back Display the previous help screen

Forward If Backhas been used, this button will move forward to the page viewed before thecurrent page.

Home Go to the Help and Support home pageIndex Browse for help topics in the index

Favourites Quickly view help pages that you have saved

History View pages that you've read in this help session

Support Get online help

Options Customise your help and support centre experience



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Searching for Topics

To use the Index to locate the required help topic:

Click on the Index button on the toolbar

Click in the Type in the keyword to find box and begin typing the topic you wish to find help on.

As soon as the topic is matched, a list of all related help pages will be displayed in the list belowthis box.

Click once on the topic you wish to view.

Click on Display.

The following elements will show on help pages:

Help about a specific dialogue box option can be obtained by clicking on the question mark icon at thetop-right of the dialogue box. Click on the option to display help as a screen tip.



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The Task Bar

The task bar is located along the bottom of the screen and is used to start and switch betweenapplications.

A clock is displayed at the end of the taskbar:

Position the mouse over the clock to view the current date

Double click over the clock to set the date and/or time.

The taskbar also displays all applications that are currently open. In the following example, both Wordand PowerPoint are open.

Task Bar Options

Right click on a blank area of the task bar to view the following options:

Option Description

Toolbars This allows you to view multiple toolbars on the task bar. The QuickLaunch toolbar is displayed by default - a toolbar containing all Desktopicons can also be viewed, as well as Address and Links bars for webbrowsing

Adjust Date and Time This allows you to set the date and time.

Cascade Windows This will restore all open applications and open them one behind the otheron screen

Tile Windows Vertically Thiswill arrange all open applications vertically on screen, except those

applications that have been minimised



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Option Description

Tile Windows Horizontally This will arrange open applications horizontally

Minimise all Windows This will minimise all open application windows

Task Manager This displays the task manager which allows you to switch between activeprograms or close a program that is no longer running correctly

Properties This displays the current task bar and start menu settings and allows theseto be customised as required

Desktop Cleanup

The Desktop Cleanup wizard looks for shortcuts on your desktop that you haven't used for some time, asking if

you want to hide these to avoid cluttering the desktop.

In the XP Start menu, choose Control Panel orin the classic Start menu choose Settings,Control Panel

Click on the Appearance and Themes option

Click on the Change the Desktop Background link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Desktop

tab.

To remove unused desktop icons:

Click on the Customise Desktopbutton

To automatically remove unused desktop icons every few months, check the box to Run DesktopCleanup Wizard every 60 Days

To manually remove unused desktop icons click Clean Desktop Now



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Click on the Next button to start the Wizard

All shortcuts that haven't been used for some time will be checked. If you don't want to hide ashortcut, click its box to uncheck it

Click on Next

Click on Finish to confirm you wish to hide these shortcut icons

The shortcuts will be moved to a folder on your desktop named Unused Desktop Shortcuts. This folder can be

removed if you no longer need these shortcuts.

Changing your Password

A password is used to secure your computer and to ensure no other user can access your files and directories.

To be effective, a password should include at least three of the four following:

Upper case characters e.g. A B CLower case characters e.g. a b c

Numeric characters e.g. 12 3

Special characters e.g. comma, period, /, [, -, =, +, !, #, $, etc.

In addition to this:

The password should be at least 8 characters in length

The password must be different from your last 6 passwords

The password should not contain your full first name or last name

You are responsible for ensuring that no one else knows your network password. Do not write down or store

network passwords where others can find them.

To change your Windows XP login password:

Press [Ctrl Alt Delete] to display the Security dialogue box.

Click on Change Password.

Enter your current password.

Click in the New Password box and type your new password.

Retype the password in the Confirm New Password box.

Choose OK.



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Locking your Computer

If you are leaving your desk for a short period, you can lock your computer without having to exit anyapplications or close the documents you are currently working with. When the computer is locked, the

screen is blank except for a message giving the workstation's status. The correct password is neededto return to the applications and documents previously open.

To lock your computer at any time:

Press [Ctrl Alt Delete] to display the Security window

Click on Lock Computer.

When the computer is locked, a dialogue box will display, explaining that the computer is in use butlocked.

To unlock the computer:

Press [Ctrl Alt Delete]

Ensure the correct user name is entered in the User Name box.

Click on the Password box and enter your login password.

Click on OK.

All applications and files you were working on will still be available when you lock then unlock your computer.



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Logging Off

When you end your Windows XP session you have a number of choices:

You can logoff the systemAll applications will be closed but the computer will still be switched on - you can login again any time you need toYou can shut the system down.This will logoff and switch the computer off - it will need to be restarted if you wish to use it again.

It is common policy to logoff Windows XP when you will be away from your computer for some timee.g. at lunchtime or if you will be in a meeting for a few hours. Shut the system down at the end ofeach day.

To logoff the system:

Click on the Start menu and choose Log Off or

Press [Ctrl Alt Delete] to display the Security window, then click on Log Off

A message will display asking if you are sure you want to logoff. Click on Yes to do this or No toreturn to Windows XP.

To shut down the system:

Click on the Start menu and choose Shut Down or

Press [Ctrl Alt Delete] to display the Security window, then click on Shut Down

A dialogue box will display asking what you want the computer to do. Click on the drop-down arrow

and choose Shut Down. Click on OK.



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Logging on

To log on after you have switched off or logged off your machine:

Type your user name - this will be provided by your system administrator Click the mouse pointer in the Password box and type your password - again, this will be

provided

Click on OK

Windows Explorer

Although it is possible to Manage files and folders through My Computer, Windows XP contains aseparate application that can be used to manage your computer drives. This application is called theExplorer and can be accessed in the following way:

Click on the Start Button.

In the XP Start menu, choose All Programsorin the classic Start menu choose Programs

Choose Accessories

Choose Windows Explorer.

You can also open Windows Explorer by pressing the Windows key and E.

The Windows XP Explorer screen is split into two sections:

The left section shows the drives on your computer, the Windows XP settings folders and theRecycle Bin

The right section shows the folders and files contained in the drive selected on the left.



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The Explorer Toolbar

A toolbar can be displayed to offer shortcuts to commonly used features. Choose View, Toolbars and Standard

Buttons to view the following toolbar:



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Selecting Files & Folders

Files in The Windows Explorer or My Computer dialogue box can be selected in one of the followingways:

To select a single file, click once on the file.

To select multiple files in a continuous list, click once on the first file and hold [Shift] while clickingon the last file in the list:

To select multiple files that are not listed continuously, click once on the first file and hold [Ctrl]while clicking on each remaining file.

To select all files in the current folder, choose Edit, Select All or press [Ctrl A].

To select all files in the current folder except those currently selected, choose Edit, InvertSelection.



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Common Tasks

You can show common tasks for the selected file, so that you can perform common actions with the single click

of the mouse.

To ensure common tasks are enabled:

Open My Computer or Windows Explorer

Choose Tools, Folder Options

On the General tab, ensure Show Common Tasks in Folders is selected

Click on OK

Common tasks will only show if the Folders and Search explorer bars are not displayed.

If the folder list is showing on the left of the screen, click on the Folders button on the toolbar tohide this

If the search pane is showing on the left of the screen, click on the Search button on the toolbarto hide this

The tasks shown on the left will change depending on the type of folder that the file you have selected is in, for

example:

These tasks will show for documents e.g. Word or Excel files:



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These tasks will show for images:

These tasks will show for music files:

To change the folder type, to ensure the correct tasks are showing:

Right-click over the folder you wish to change

Choose Properties from the shortcut menu displayed

Click on the Customise tab

Click on the drop-down arrow of the Use this folder type as a template box and choose the typeof files that are stored in the folder

Click on OK



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Creating Folders

Instead of storing all files in one place, which would make it difficult for you or the computer to find them, files are

stored in folders on the various drives. The following is a typical folder structure - the hard drive contains a folder

named Data which in turn contains two sub-folders named Excel and Word.

Folders can be created in Windows Explorer or using My Computer.

Select the drive and folder to contain the new folder.

Choose File, New, Folder.

Type a name for the new folder and press [Return].

If you common tasks pane is showing, you can create a new folder as

follows:

Ensure no files are currently selected

Click on the Create New Folder link on the task pane



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Moving and Copying Files

Files can be moved or copied using the standard Cut, Copy and Paste commands which are

available in the Edit menu or the Toolbar.

Select the files to be moved or copied

Choose Edit, Copy to copy the file or Edit, Cut to move the file

Double click on the folder to contain the moved or copied should appear

Choose Edit, Paste to insert the file

You can also move files using the Move to Folder or Copy to Folder option:

Select the files to be moved or copied

Choose Edit, then Move to Folder or Copy to Folder

Choose the folder you wish to move or copy the selected files to and click on OK.

The following shortcut keys can be used to move and copy files:

Keystroke Action

Ctrl C Copy

Ctrl X Cut

Ctrl V Paste



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Something Else to Try

Files can also be moved or copied using drag and drop. This is especially useful in Windows Explorerwhere all folders are displayed:

Ensure the target folder is currently visible on screen.

Select the file you wish to move or copy.

Drag the file to the target folder and release the mouse button. To copy the file(s), hold [Ctrl] whiledragging and release the mouse button before releasing the [Ctrl] key.

It is also possible to drag files between folders using the right mouse button. When the mouse button is released,

you will be given the choice to move or copy the file.

Choose Move Here to move the file from the original to the new location

Choose Copy Here to leave the file in the original location while placing a copy in the newlocation. If either copy is updated in any way, the other will not be affected.

Choose Create Shortcut(s) Here to leave the file in the original location while creating a pointerto that file in the new location. Regardless of which copy is accessed, all changes will be made tothe original file.

Renaming Files & Folders

Files and folders can be renamed as follows:

Click once on the file or folder you wish to rename.

Choose File, Rename.

Type a new name for the file and press [Return].

There are a number of shortcuts for renaming files:

Click once on the file you wish to rename, wait a second and click on the file again. Alternatively,press [F2].

A box will appear around the file name. Type a new name and press [Return].



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Naming Multiple Files

You can rename a number of files in a single step in Windows XP. The files will be named in sequence e.g. if you

change the name of the first file to report.doc other files will be named report (1).doc, report (2).doc, etc.

Click on the first file you wish to rename, then hold [Shift] and click on the last file in the list. Allfiles in between will be selected

Right-click over the first file and choose Rename from the shortcut menu displayed

Type a name for the series of files - remember to end this with a full stop and the file extension

Press [Return]

Naming Conventions

Windows XP can accept filenames up to 215 characters in length, although this must include the drive letter and

folder path. File names can include spaces, but cannot include the following characters:

\ / > < * ? " | : ;

Something to Consider

Always take care when using long filenames if you use applications that were created for Windows 3.1 or MS

DOS. These programs will not accept long filenames and will rename the files.

A file named Letter to Smith.doc would be renamed LETTER~1.DOC

A second document named Letter to Jones.doc would be renamed LETTER~2.DOC

There is no way to see which is which from the DOS file names.



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Deleting Files and Folders

Files and folders can be deleted in Windows Explorer, or via My Computer. Bear in mind that if afolder is deleted, all files contained within that folder will also be removed.

A single file or folder can be deleted by simply clicking on the file or folder and choosing one of thefollowing options. Multiple files must be selected before they can be deleted in a single step.

Files and folders can be deleted in one of the following ways:

Choose File, Delete.

Press the right mouse button and choose Delete from the shortcut menu.

Press [Delete].

Click on the Delete this File link on the common tasks pane if this is displayed

A confirmation dialogue box will be displayed. Click on Yes to delete the file(s) or No to leave the filesas is.

If the following message box is displayed, the file will not be deleted immediately. Instead, it will beplaced in the Recycle Bin where it can be restored at a later stage if required.

The selected files can be deleted permanently without placing them in the Recycle Bin:

Press [Shift Delete].

Choose Yes from the confirmation dialogue box.



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The Recycle Bin

The Recycle Bin is used as a temporary storage place for deleted files and can be used to restorefiles deleted in error. Only files deleted from local drives will be sent to the Recycle Bin, although it ispossible to see if a file will be recycled by the confirmation message displayed when the file isdeleted:

The following message shows that the file will be sent to the Recycle Bin:

While the following message shows that the file will be deleted permanently:

Working with the Recycle Bin

It is possible to see whether the Recycle Bin contains files that can be restored. The following iconsshow a Recycle Bin containing files and an empty Recycle Bin respectively.

To view the contents of the Recycle Bin:

Double click on the Recycle Bin icon on The Desktop.

Right click on the file you wish to restore.

Choose Restore.



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Formatting Diskettes

Formatting prepares a new floppy disk so that data can be stored on it. Although most diskettes nowcome pre-formatted, you may sometimes want to reformat a disk to clear all data and ensure the disk

is in proper working order before storing important documents on the disk.

When a disk is formatted, any data already stored on the disk will be deleted and cannot be restored!

Open My Computer or Windows Explorer.

Insert the diskette into the disk drive.

Right click over the disk drive icon - this will usually be A:

Choose Format from the shortcut menu displayed.

Ensure the correct disk size is shown and enter a volume label if required.

Click on Start to begin formatting.

At the warning message, click on OK to continue with theformat, removing all data from the diskette, or Cancel toleave the diskette as is.

When the formatting is complete, click on OK then on Close.



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Copying Diskettes

This command allows you to duplicate disks to create an exact copy of all data stored on the disk.

Open My Computer or Windows Explorer. Insert the diskette into the disk drive.

Right click over the disk drive icon - this will usually be A:

Choose Copy Disk from the shortcut menu displayed.

Click on Start.

Ensure the disk containing the data you wish to copy is in the disk drive and click on OK. The

data will be copied to memory.

When prompted, insert the disk you wish to copy the data to and click on OK.

Click on Close when the dialogue box displays a message that the copy completed successfully.

Any data current stored on the destination diskette will be removed during the operation!



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Double click on the Send to folder to open it.

Choose Edit, Paste Shortcut.

The location will now be added to the Send to list. The shortcut can be renamed by pressing [F2] andentering a new name. When the Send To command is used, the new location will be given as anoption:



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Searching for Files

It is possible to find a file based on its name, type, modification date or content:

Click on the Start button. Choose Search

The following options are displayed:

If you're not sure of the type of file you're looking for, click on All files and folders



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Use the When was it modified? option to find a file that has been created, modified or lastaccessed between specific dates - or over any number of months or days.

Use the What size is it? option to find files above or below a specific size.

Use More advanced options to specify whether subfolders should be searched and whether thesearch text is case sensitive.

Click on Search to begin searching. Any files located will be listed in the right pane of the Searchwindow.

Found Files

All found files from a search are collected together in a temporary folder called Search Folders.

Click on the Folders button to show the folder list

Click on the Folders button again to hide the folder list and show common tasks

You can now use the common tasks to rename, move, copy, email, print or delete a selected found file.

Wildcards allow you search for files by entering only some of the characters from the file name. Thewildcards are used to indicate that other characters could be inserted at the wildcard position. Thefollowing wildcard characters can be used:

Wildcard CanSubstitute

Example

* Any characters D*.doc would locate all Word documents starting with the letter D

? Any singlecharacter

D??.doc would find all Word documents starting with the letter D thatonly have 3 characters in their filename



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Setting File Properties

The properties of a file can be viewed to see the following information about that file:

The name and type of file

The program that the file will be opened with

The drive and folder in which the file is stored

The size of the file

The date on which the file was created, last modified and last accessed

File attributes

Properties for the selected file can be displayed in one of the following ways:

Choose File, Properties.

Press [Alt Enter].

Right click on the file and choose Properties from the shortcut menu displayed.

The following file attributes can also be set in the properties dialogue box:

Something Else to Try

It is also possible to set additional properties for the selected file, such as a rating or keywordsassociated with the file.

Show the File properties in any of the ways described above.

Click on the Summary tab.

Enter all properties and click on OK when complete.



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You can turn the Read Only setting on or off for all files in a folder by right-clicking over the folder name and

choosing Properties. When you click on OK, you'll be asked if you wish to apply the change to all files or the

selected file only.

Hidden Files

System files needed to run Windows XP are hidden and don't automatically show in My Computer or WindowsExplorer. You can hide your own files, to avoid selecting or editing them accidentally.

To hide a file:

Right-click over the file you wish to hide

Choose Properties from the shortcut menu displayed

On the General tab, check the Hidden box

Click on OK



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To show all hidden files:


Choose Tools, Folder Options

Click on the View tab

Under Hidden Files and Folders, choose the Show hidden files and folders option

Click on OK

The following file list shows the budget.xls file in a lighter colour, indicating that this is a hidden file that will not

display unless hidden files are shown:



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Printing Files

Any file can be printed through My Computer or Windows Explorer - there is no need to first open the application

in which the file was created.

Right click over the file you wish to print.

Choose Print from the shortcut menu.

The application in which the file was created will be launched automatically and the document printedwithout any further options being displayed. When the document has been printed, the application willclose automatically.

It is also possible to drag and drop files to print them - this is especially useful if you have shortcuts tocommonly used printers on your desktop.

Use My Computer or Windows Explorer to locate thefile you wish to print.

Ensure the printer you wish to print to is currently inview - either as a shortcut on the desktop, or throughStart, Settings and Printers.

Click once on the file and drag it over the icon for theprinter you wish to use.



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Mapping Network Drives

You may have been given access to a different shared network area that does not connect automatically when

you log onto Windows.

To connect to such a network drive, you will need to know the full path of that drive, and your password for that

drive if this is different to your standard Windows network password.

Open Windows Explorer or My Computer

Choose Tools, Map Network Drive

From the Drive drop-down list, choose the letter you wish to associate with the network drive.This is the letter you will double click on at a later stage to access the files stored in this networkarea.

Click in the Path box and enter the full path of the network drive. This will be in the format\\server\folder

Click on Finish to connect to the drive

If you have a different password for this network drive, click on the Different User Name link before clicking on

Finish. Type the user name and password used to access the drive, then click on OK.

You can disconnect the drive by right clicking on it and choosing Disconnect.



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Creating Shortcuts

Shortcuts can be created for commonly used applications, files, folders and printers. Shortcuts areplaced directly on The Desktop and are accessed by double clicking the icon.

A shortcut can be identified by the black curved arrow at the bottom-left of the icon. When the shortcutis deleted, the original file will remain in its original location.

To create a shortcut to an item and place this on the desktop:

Find the application, file, folder or printer you wish to create a shortcut to Click once on the object to select it

Right click over the object and choose Send To

Choose Desktop (create shortcut)

The Create Shortcut command in the menu will create a shortcut and place it in the same folder as the original

file - this will not place the shortcut on the desktop.

Shortcut Icons

The icon that shows on the shortcut can be changed as follows:

Right click over the shortcut.

Choose Properties from the shortcut menu.



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Click on Change Icon.

Click in the File Name box and enter one of the names given below.

Choose the required icon from the list displayed.

Click on OK.

The following files contain general icons that can be assigned to any shortcut. Add the name to the end of the

File Name box, after the last backslash (\).

File Name Example Icons

SHELL32.DLL

PIFMGR.DLL

A keystroke can be assigned to a shortcut. When the key is pressed with [Ctrl] and [Alt] held down,the shortcut will be launched.

Right click over the shortcut.

Choose Properties from the shortcut menu.

Click in the Shortcut Key box and press the key you wish to assign to the shortcut - this can be aletter, number or symbol such as + or =.

Click on OK.



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Click once on the object, then drag it to the quick launch bar - a black line will indicate the positionof the object on the bar.

Release the mouse button to create the shortcut.

When a shortcut is created in this way, the actual file stays in its original location while the shortcut acts as a

pointer to this file. When you click on the shortcut, the original file is opened.

To remove a shortcut from the quick launch bar:

Position the mouse pointer over the shortcut you wish to remove.

Click the right mouse button to display a menu.

Choose Delete.

Zipping Files

The zip option lets you compress your files - making them much smaller and therefore easier to copy or send via

email.

Select the files you wish to compress

Right-click over the selected files and choose Send To, then Compressed (zipped) folder

A zip folder will be created with the same name as the last selected file, but with the .zipextension

To view the contents of the zipped file, double click on the zip file icon. The original files will be listed and can be

opened, copied or deleted as normal.

Unzipping Files

If you are sent a zip file, you can extract the files so that they appear normally in your folder.

Double click on the zip file

Click on the Extract all files task on the left-hand side



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Click on Next to start the Extraction Wizard

Choose the folder you want to extract the files to - you can type this or use the Browse button tolocate it

Click on Next

Click on Finish to show the unzipped files in a new window

It's also possible to extract specific files from the zipped folder:

Double click on the zip file to open it

Click on the file you wish to extract, then choose Edit, Copy

Click on the Folders button on the toolbar to show the folder list

Click on the folder you wish to extract the file into

Choose Edit, Paste



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Checking Disk Space

It is useful to check your disk space regularly to ensure you have enough room to the files you will create on a

day to day basis. If you find disk space is running low, follow our Get there Quicker tips and tricks to increasethe space you have.

To check the space available on a drive:

In Windows Explorer or My Computer, click once the My Computer icon

On the right-hand side of the window, click once on the drive you wish to check.

Ensure the Search and Folder icons on the toolbar are not pressed down so that common tasks for thedrive are displayed

To show a graphic representation of your disk space:

In Windows Explorer or My Computer, right-click over the drive you wish to check.

Choose Properties from the shortcut menu



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Keep the following in mind when trying to make the most of your disk space:

Regularly delete files you no longer need!

Empty your Recycle Bin. If you simply delete files, they are just being moved from their originallocation to the Recycle Bin and still taking up the same disk space. Only when you empty yourRecycle Bin will you be freeing up space.

Temp files are created by many programs and should be deleted regularly. Search for all files withthe .TMP extension and delete all files that are found.

Defragment your disk drives to ensure the minimum amount of space is being used for your files.



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Choosing Columns

If you are using the details view in the Explorer or My Computer, it is possible to choose the

information that is displayed about each file and folder listed.

By default, the following columns are displayed:

The Name column shows the name of the file

The Size column shows the size of the file in kilobytes

The Type column shows the type of document or its filename extension

The Modified column shows the date and time that the file was last changed

To display additional information about each file:

Choose View, Choose Details. Choose the columns you wish to display and click on OK.



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You can show additional columns by right-clicking over the column headings currently displayed. Click on the

column you wish to show from the list displayed.

Start Menu Styles

The Start menu of Windows XP can be shown in two ways:

The Windows XP start menu shows options in two columns, with all recently accessed programs showing

on the left. You can add programs to the top of this column so that they show here permanently, and can

control which icons appear in the right column e.g. My Documents, BBC Computer, etc.

The Classic start menu is similar to the start menu of Windows 98 and 2000, but can be customised by

adding and removing programs



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XP Start menu Classic Start menu

To change the start menu style:

Right-click over the Start menu

Choose Properties

To show the XP style, choose Start Menu. To show the classic style, choose Classic Start Menu

Click on OK



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Customising the Start Menu

You can customise the Start menu by adding or removing options.

Right-click over the Start button and choose Properties

Choose the style of Start menu you wish to show

Click on the Customise button

Customising the XP Start Menu

if you are using the new XP style of Start Menu:

Choose Small Icons to fit more options on the start menu

By default, the Start menu will show the last 12 programs you have accessed. You can increase

or decrease this number if required

Ensure the Internet and Email icons are checked to add these icons permanently to the left-handside of the Start menu

Click on the Advanced tab for more options:

In the Start Menu Items list, check each item you wish to appear on the right of the start menu.To show your Internet Explorer favourites, for example, check the Favorites option

Click on OK when all settings have been changed



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Customising the Classic Start Menu

Under Advanced Start Menu Options, choose each item you wish to display in the Start menu. Click on OK

when complete.

Adding Items to the Start Menu

You can customise the Start menu by adding folders and shortcuts through Windows Explorer. This applies to

both the XP and classic Start menu style.

Right-click over the Start button and choose Explore from the shortcut menu

The Start Menu folder will open automatically, with a subfolder called Programs

To create a top-level folder on the Start menu:

Choose File, New and Folder

Type a name for the folder and press [Return]

Double click on the new folder or press [Return] again to open this folder

This new folder... Would show like this in the Classic Start menu

To place a shortcut to a file in this folder:

Open Windows Explorer or My Computer without closing the Explorer that you have created thenew Start menu folder in

Locate and select the files you wish to add to the start menu - click on the first, then hold [Ctrl]and click on each additional file in turn

Choose Edit, Copy or press [Ctrl C]



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Switch back to the window containing the new Start menu folder

Choose Edit, Paste Shortcut

If you are using the XP-style Start menu, you can add any program to the top of the left-hand side of the menu as

follows:

Click on the Start menu and choose All Programs

Locate the program you want to add to the top level of the Start menu e.g. click on Accessoriesto locate the calculator

Right-click over the program and choose Pin to Start menu

Right-click over a program on the top-left of the Start menu and choose Unpin from Start Menu to remove it

from the top of the Start menu.

Setting the Date and Time

The date and time can be set as follows:


Click on the Date, Time, Language and Regional Options category

Click on the Change the Date and Time link



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If your control panel is displayed in classic view, double-click on the Date and Time icon.

To change the date/time:

Change the date by choosing the required month, year and day:

Click on the hour, minute or second in the Time box and increase or decrease as required.

Choose OK when complete.

You can also change the date and time by double clicking on the time display at the end of the task bar.



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Mouse Settings

The following mouse settings can be changed:

The speed of double-clicks

The speed at which the mouse moves across the screen

Whether the mouse leaves a trail across the screen as it moves

Whether the mouse is set for right or left-handed use

The mouse pointer shape

To set these options:

In the XP Start menu, choose Control Panel orin the classic Start menu choose Settings,

Control Panel Click on the Printers and Other Hardware option

Click on the Mouse link

If your control panel is displayed in classic view, double-click on the Mouse icon.

To change mouse settings:

To set the mouse for left-handed use, click on the Buttons tab and check the Switch Primary

and Secondary Buttons check box Change the double-click speed by changing the slider on the Buttons tab.



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Click on the Pointer Options tab and set the speed of the mouse pointer. Test the new speed bymoving the mouse around the screen.

Show a trail as the mouse moves across the screen by checking the Display Pointer Trailsoption.

If you wish the mouse to move to the main button of a dialogue box automatically, so you canclick the button without any further mouse movement, check the Snap to box.

Click on OK.

Pointer trails are useful if you are using a laptop computer with poor screen display as they help you to locate

the mouse pointer on the screen.



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Regional Settings

Regional settings control many options used by the applications installed on your PC. Settings suchas the currency symbol used by Excel and the date format used by Access can be set as follows:


Click on the Date, Time, Language and Regional Options category

Click on the Change the format of numbers, dates and times link

If your control panel is displayed in classic view, double-click on the Regional and Language Options icon.

Ensure the correct region is selected in the first drop-down list, then choose all other options as required:

Customise the countrys setting using the remaining tabs of the Region Settings dialogue box andchoose OK when complete.

Tab Description

Numbers Used to set the decimal symbol, negative number format and measurement unit

Currency Used to set the currency symbol and format

Time Used to set the format in which times will be displayed and inserted

DateUsed to set the format in which both long and short dates will be displayed andinserted

InputLocales

Used to ensure the keyboard is set for the correct language (see below)



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Keyboard Options

If your keyboard is set for the wrong language and keys are not displaying the required characters, this can be

rectified as follows:

In the Regional and Language Options dialog box, click on the Languages tab

Click on the Details button

If the correct language is not displayed, click on Add

Choose the required language from the drop-down list and click on OK

Choose the language you wish to use as the default from the Default Input Language drop-downlist

Choose OK when complete



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Setting a Display Image

The Desktop background pattern can be changed a picture - either a preset Windows image or anyother picture you have stored on your computer.

The following desktops are set with the Vortec Space and Soap Bubbles pictures respectively:



Click on the Change the Desktop Background link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Desktoptab.

To set a display image, choose from the standard Windows images in the Background list, or choose a custom

image as follows:

Click on the Browse button

Locate the image you wish to use, then click on Open

Choose the Position for the image (see table below)

Choose OK when complete.



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The following position settings are available:

Setting Description

Centre The image will show in its original size, in the centre of the desktop. If the image is smaller than

the desktop size, the selected desktop colour will show around the image.

Tile The image will show in its original size, but repeated from left to right and top to bottom across thescreen

Stretch The image will be resized to fit the entire desktop

Display properties can also be set pointing to a blank area of The Desktop and clicking the right mouse button.




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Setting a Screen Saver

Screen savers are used to prevent burn-out of the screen if it is left switched on for too long. After aspecified amount of time the screen saver will appear and, as it is constantly moving, will protect the

screen from becoming damaged.

To set the screen saver:



Click on the Choose a Screen Saver link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Screen

Saver tab.

Select the required Screen Saver from the list of choices and set the Wait box to the number ofminutes that should pass before the screen saver is activated.

If you wish to assign a password to the screen saver, check the Password Protected box andclick on Change. Type and confirm the new password and choose OK.

If you wish to set further options such as the speed of the screen saver and text displayed in the

3D Text and Marquee Display options, click on Settings and choose the required settings.Choose OK when complete.



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Click on Preview to view the screen saver. Move the mouse to return to the dialogue box.

Click on OK when complete.

Setting a Screen Saver Password

It's a good idea to password protect your screensaver. This means that if you are away from your computer and

your screensaver is activated, you will need to enter your login password to clear it. This is a good security

measure as it means no-one else can access your email and shared data drives while you away from your

computer.

To set a password on your screen saver

In the screen saver window, check the On resume, password protect box

Click on OK

If you move the mouse or use the keyboard while your screensaver is showing, you will need to enter your

password before continuing to use the computer.

The Locked Computer dialog box will show - press [Ctrl Alt Delete]

Type your network password in the Password box

Click on OK or press [Return]

My Pictures Slideshow

Choose the My Pictures Slideshow screen saver to show the images in any folder at random as a slide showwhen the screen saver is activated.

Click on the Settings button

Set how often each image should change using the first slider

Set the size of the images using the second slider

If you don't want to use the standard My Pictures folder, click on the Browse button to choose thefolder that holds your images. Click on OK to return to the screen saver window.

Click on OK to set the screensaver



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Display properties can also be set pointing to a blank area of the desktop and clicking the right mouse button.


Setting a Marquee Screen Saver

Probably the most useful screen saver is the marquee display. This can be used to show a messageon your computer screen when the screen saver is activated, for example:

That you are at a meeting and will be back at a certain time

That you are out but can be contacted on a mobile number

That all enquiries should be made through the receptionist

Setting a Marquee

To set a scrolling message as a screen saver:

In the XP Start menu, choose Control Panel orin the

classic Start menu choose Settings, Control Panel Click on the Appearance and Themes option

Click on the Choose a Screen Saver link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Screen

Saver tab.



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Click on Preview to view the screen saver. Move the mouse to return to the dialogue box.

Click on OK when complete.

Windows ColoursYou can set the colours used in all Windows dialog boxes, menus, and other elements.



Click on the Display icon

If your control panel is displayed in classic view, double-click on the Display icon.

To set Windows colours:

Click on the Appearance tab

From the Windows and Buttons drop-down list, choose the style of window you want to show -this can be the classic 98/2000 style or the new XP style with rounded corners. A sample willdisplay when you choose either option

From the Colour Scheme drop-down list, choose the colours you wish to use. Again, a samplewill display

From the Font Size list, choose the size you wish to use for text in menus, dialog boxes, etc. Thiscan be normal, large or extra large



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If you want to change a single colour in your new scheme, you can click on the Advanced button.

Themes

Windows XP has a number of built-in themes that can be applied to your desktop. A theme controlsthe appearance of your desktop by setting a wallpaper image, screensaver, colour scheme and otheroptions. The Windows XP theme is used by default, but you can switch to the classic Windows look ifyou prefer:

To select a theme:



Click on the Change the Computer's Theme link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Theme tab.



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Startup Programs

If you always need to use the same programs or files when you first switch on your PC, you can save time by

adding them to your startup folder so that they launch automatically when Windows XP is launched.

To add a program or file to your startup folder:

Click on the Start menu to locate the program you want to create a shortcut to. To add a shortcutto an Office XP program, for example, choose All Programs then Microsoft Office

Right-click over the program you want to create a shortcut to

Choose Copy

Right-click on the Startup option in the All Programs menu

Choose Open

Choose Edit, Paste Shortcut

If a program is added to your startup menu, it will be launched each time Windows XP starts. To start Windows

XP without launching programs in your startup folder, enter your login name and password as normal but hold

[Shift] while clicking on OK, releasing only when Windows XP has finished loading.

Scheduled Tasks

The task scheduler allows you to specify a time to complete certain tasks such as cleaning up your hard drive to

delete unnecessary files. By scheduling these tasks, they can be carried out when you are not using your

computer e.g. late at night or on a Saturday.

Click on the Start Button.

In the XP Start menu, choose All Programsorin the classic Start menu choose Programs

Choose System Tools



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Choose Scheduled Tasks.

Double click on Add Scheduled Task.

The scheduled task wizard will begin:

Read the introductory screen and click on Next.

Choose the program you wish to run at the scheduled time e.g. Disk Cleanup to deleteunnecessary files. Click on Next.

Enter a name for the task and choose how often you wish to run the task:

Click on Next and enter the time you wish to task to begin. Enter other details specific to thechosen interval. If you have chosen to run the task each week, for example:



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Click on Next.

Enter your Windows user name and password and click on Next.

Click on Finish to complete the task.

To change the details of a schedule task e.g. the time it will run, right click over the task and choose Properties.

Use the Schedule tab to change timing details.

Once you have set a scheduled task, it is enabled by default. This means that the task will run at thespecified time without any further instructions. It is possible to disable a task to stop it from being runwithout the need to delete it.

Right click over the scheduled task and choose Properties.

Uncheck the Enabled box at the bottom of the Task tab.

Choose OK.

Sounds

By default, certain sounds are played when Windows XP or your programs behave in certain ways. For example:

A sound is played each time you launch Windows XP

A sound is played when you get an error message in Word, Excel or PowerPoint



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If you prefer, you can turn off all sounds so that these do not play automatically.


Click on the Sounds, Speech and Audio Devices option

Click on the Change the sound scheme link

If your control panel is displayed in classic view, double-click on the Sounds and Audio Devices icon, then

click on the Sounds tab.

To turn off all sounds:

Click on the drop-down arrow of the Sound Scheme box

Choose No Sounds

Click on OK

Something Else to Try...

If you often play music or other sounds on your computer, you can add the volume icon to your task bar tray so

that you can change your volume quickly and easily.

In the Sounds and Audio devices window of the Control Panel, click on the Volume tab

Check the Place volume icon in the taskbar option

Click on OK



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You can change your computer volume by clicking on the sound icon in the task bar tray:

Customising the Windows Toolbar

You can customise the Windows toolbar by adding and removing icons.


Choose View, Toolbars then Customise

All buttons currently on the toolbar will be listed on the right-hand side of the screen. To add a new button to the

toolbar:

Scroll down the left-hand list to find the button you wish to add Click on the button you wish to add

Click on the Add button

Click on the new button on the right-hand side of the screen, then use the Move Up or MoveDown button to move it to the correct place on the toolbar



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You can change toolbar options as follows:

From the Text Options list, choose how you want text to appear on the toolbar - for all buttons,selected buttons or not at all

From the Icon Options list, choose the size of icons - large or small

Click on OK when complete



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Option Description

Tile VerticallyThis will tile any open applications that are not minimised, arranging them verticallyacross the screen

Tile Horizontally This will tile any open applications that are not minimised, arranging them horizontally

Cascade

WindowsThis will arrange applications one behind the other on screen



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Tile Horizontally

The following screenshot shows two applications - Word and Excel - tiled horizontally on screen.

To tile applications horizontally:

Ensure the applications you wish to tile are not minimised.

Right click on a blank area of the taskbar and choose Tile Windows Horizontally.



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Cascade Windows

The following screenshot shows two applications - Word and Excel - cascaded on screen.

To cascade applications:

Ensure the applications you wish to tile are not minimised.

Right click on a blank area of the taskbar and choose Cascade Windows.



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The Task Manager

The task manager displays a list of all applications currently running:

Right click in a blank area of the task bar and choose Task Manager.

To activate an application, choose the application on the list and click on Switch To.

If an application is not running correctly, it can be terminated by choosing the application and