Unit Code D1HRSCL101 D1HOTCL106 D2TCCCL110 Slide 1 Turning on the Computer Turn the computer on Turn the monitor on Get comfortable in your chair Slide 2 Accessing the Computer ID: 1030539
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1. Access and Retrieve Computer-based DataUnit Code: D1.HRS.CL1.01D1.HOT.CL1.06D2.TCC.CL1.10 Slide 1
2. Turning on the ComputerTurn the computer onTurn the monitor onGet comfortable in your chair. Slide 2
3. Accessing the ComputerTo Access the computer system you will needThe ‘username’ as provided by the systems administrator – normally case this not case sensitiveYour password as provided by the systems administrator - normally case sensitive. Slide 3
4. The Start ButtonThe start button is located on the lower left hand side of the screenClick All ProgramsScroll to Microsoft OfficeStart MS Word. Slide 4
5. WordWord has a tab interfaceEach Tab has buttonsThere is also the Quick Access tool barOpen File is under ‘File>Open’To close the program use ‘File>Exit’They can also use the ‘X’ on the top of the form on the right hand side to close Slide 5
6. Finding A FileOpen ComputerThis shows all storage devicesDrives have a letter, A, B, C ..ZThey are are case insensitiveFollowed by: (full colon). Slide 6
7. Compact DiskDVD or CD disks are read by lasersCD ROM or DVD ROM are read only and cannot be changedROMS are often supplied with programs. Slide 7
8. Memory StickMost common portable storageAvailable in various sizesAvailable on most computer systems. Slide 8
9. Portable Hard DiskLarger portable storageSame as the disk inside the computerUsually has a greater storage than the memory sticks. Slide 9
10. Network DriveDrive attached to another computer within a networkOften accessible to many in the networkMay be a drive that only stores data files from users. Slide 10
11. ExtensionsEach file has an extension after the dotEach extension indicates the program that created the fileCan be 3 or 4 lettersCase insensitiveAllows the operating system to know which program to open when the file is double-clicked. Slide 11Word.doc / Image.jpgextensions
12. ExerciseMS WordOpen WordClick on all of the tabs and examine the buttons on eachClose Word.MS ExcelOpen ExcelClick on all of the tabs and examine the buttons on eachClose Excel. Slide 12
13. SearchingFile names can be forgottenClick StartEnter the name or partial name in the search block. Slide 13
14. File Name RulesSome businesses have conventions on file namingMay includeDepartment nameAuthorVersion NumberFor example – “HK_GC_V1_13032012”. Slide 14
15. System File Name RulesIn a Windows EnvironmentName should be descriptive of the contentsMaximum of 256 charactersMay include numbers, letters and other charactersMay NOT use / \ * ? | <> : ; Slide 15
16. FoldersThese store files Naming rules are the same as for filesLevels are separated by “\”Should also have meaningful names, for example:‘Access & Retrieve Computer Data\Files\Word’‘Access & Retrieve Computer Data\Files\Excel’. Slide 16
17. Opening A FileThe Common User Interface ConceptAll programs have a common approach to common tasksOpen file is ‘File>Open’ or ‘Ctrl-O’. Slide 17
18. Searching in a DocumentWord:Click on the Home tabClick the Find Button‘Ctrl-F’ is the shortcut keyEnter the text to search. Slide 18
19. Class ExerciseClick on the Start buttonFind the Office GroupStart WordOpen the file “Personal Computers”Click on the Home tab, then Click the Find ButtonSearch for ‘and’‘brand’. Slide 19
20. Closing A ProgramClick on the Home tabClick FileClick Close. Slide 20
21. ExcelStart ExcelFind is on the Home tabSearch options allow more control over searches than in Word. Slide 21
22. Excel: Go to‘Go to’ allows quick movement between cellsEnter the cell in the Name box and the cursor moves to the cellShort cut key is ‘Ctrl-G’. Slide 22
23. ExerciseUse the name box and go to cell ‘AB110’Use the name box and go to cell ‘AB1110’Use the ‘Ctrl-G’ to go to ‘ZZ6700’‘Ctrl-Home’ moves cursor to ‘A1’. Slide 23
24. Search in ExcelSearch can be by:Within SheetsWorkbooksBy RowsColumns. Slide 24
25. ExerciseOpen the file Recipe.xlsxClick Home Tab and then ‘Find’Enter ‘chicken’ and click ‘Find Next’CloseSearch for same but this time click ‘Find All’. Slide 25
26. SortThis rewrites the file into a specified orderOrder sequence can be listed alphabetically in a column:AscendingDescending. Slide 26
27. ExerciseOpen the file Computers.xlsxSort the sheet on computer brands in ascending orderSort the sheet on those that have McAfee and those that do not, with the NO group appearing in the list firstFilter the group on computer type and show only desktop modelsFilter the group on OS (Operating System) and show all those with an Apple operating systemSave the sheet as ‘Computers-Sorted.xlsx’Close fileExit Excel. Slide 27
28. Row FilterA filter hides rowsClick on the Home tabSelect the data Set the filter rules. Slide 28
29. ExerciseOpen the file Recipes.xlsxSelect all the rowsClick Home then Sort and Filter Click FilterFiler the recipe list on ChickenClose Excel. Slide 29
30. AccessSort similar to ExcelFilter similar to Excel. Slide 30
31. ExerciseOpen AccessOpen Customers.accdbSort the file on suburb ascendingSort the file on suburb descendingSort on Amount Owning ascendingSort on Amount Owning descending. Slide 31
32. Access QueriesHigher level of control than filter or searchAccess can link multiple tables to supply the required data. Slide 32
33. ExerciseStart AccessOpen Customers.accdbCreate a query to show all columns for all customers with a credit limit over 1,000. Slide 33
34. Search EnginesSearch the InternetMany different search enginesGoogle, Yahoo, AltaVista Ability to filter search results from within the search engine. Slide 34
35. ExerciseOpen the browser and go to google.comSearch forCoffeeHouseChange the options and repeat the search. Slide 35
36. Printing - WordClick File and PrintSelect the optionsPrint. Slide 36
37. Class ExerciseOpen WordOpen Personal_Computers.docxPrint the first page. Slide 37
38. Printing - ExcelPrinting is very similar to WordUse print preview to see the page breaks occur at the appropriate places. Slide 38
39. ExerciseOpen ExcelOpen the file Computers.xlsxPrint Preview the filePrint the page. Slide 39
40. Printing from AccessPrint Queries can be sent toPrinterText file for other programs. Slide 40
41. End of UnitClose the computers. Slide 41