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National Volunteer Skills Centre is a project run by Volunteering Australia and is funded by Department of Family and Community Services
Commonwealth of Australia 2004 Published by Volunteering Australia First published November, 2004 All rights reserved. This work is copyright, but permission is given to trainers and facilitators or volunteers to make copies by photocopying or other duplicating processes for use within the volunteer involving organisation or in a workplace where the training is being conducted for volunteers. This permission does not extend to the making of copies for use outside the immediate training environment for which they are made, nor the making of copies for hire or resale to third parties. For permission outside these guidelines, apply in writing to Volunteering Australia Inc. These learning materials are published by Volunteering Australia for the National Volunteer Skills Centre and funded by the Australian Government Department of Family and Community Services. Enquiries should be directed to: National Volunteer Skills Centre Volunteering Australia Inc Suite 2, Level 3 11 Queens Road Melbourne Vic 3004 T: 03 9820 4100 F: 03 9820 1206 E: nvsc@volunteeringaustralia.org W: www.nvsc.org.au ARBN 062 806 464
Institute of TAFE Tasmania, development, desktop publishing and layout Amanda Brain, author Geoff Cotton, ANTA Noting Consultant ISBN 1 920848 26 6
This publication is supplied with the understanding that the authors, designers and editors are not responsible for the results of any actions taken on the basis of information in this work, nor for any errors or omissions; and the publisher is not engaged in rendering legal, accounting, engineering or other professional services. The publisher, authors and designers disclaim all and any liability to any person, whether a purchaser of this publication or not, in respect of anything and of the consequences of anything done or omitted to be done by any such person in reliance, whether whole or partial, upon the whole or any part of the contents of this publication.
Table of Contents
Introduction ................................................................................................... 1
Becoming a self-directed learner.................................................................................. 2 Additional support ................................................................................................... 3 What are you hoping to achieve? ................................................................................. 4 Gaining formal qualifications for your volunteer work ...................................... 4 About this competency.................................................................................................. 6 How do I get a Statement of Attainment for my volunteer work? .................... 8 Creating a Work Record Portfolio for RCC ............................................................... 9 Hints for presenting your portfolio........................................................................ 9 Finding a coach or support person ............................................................................ 10 Icons used in this book ......................................................................................... 11 Tips for trainers or support people............................................................................ 12
Table of Contents
Accessing toolbars .................................................................................................. 38 Floppy disks .................................................................................................................. 39 Formatting a disk.................................................................................................... 39 Customising the desktop............................................................................................. 41 Arranging icons on the desktop ........................................................................... 41 Using desktop shortcuts ........................................................................................ 42 Creating a shortcut on the desktop ...................................................................... 42
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Table of Contents
The Start button ...................................................................................................... 79 Help .......................................................................................................................... 79 Using Windows....................................................................................................... 80 Customising the desktop ....................................................................................... 80 Creating and saving a Word file ........................................................................... 81 File management..................................................................................................... 81 Printing .................................................................................................................... 81 Shutting down the computer ................................................................................ 81 Underpinning knowledge...................................................................................... 82 Supervisor details.................................................................................................... 84 Third party report ........................................................................................................ 85
Table of Contents
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Table of Contents
Introduction
Welcome to BSBCMN107A Operate a Personal Computer. This Learning Guide is designed to support you in learning about using a personal computer in the basic tasks that many volunteers do. This could be anything from opening and printing documents stored on the organisations computer system, to creating and organising folders on the system for your own work and the work of others. This Learning Guide is divided into four parts.
This Introduction includes details of the competency and discusses what you may wish to achieve with this learning. It describes self-directed learning. It also has some resources that may be useful to your coach or mentor. Section 1, Section 2 and Section 3 are the learning materials. They contain a self assessment exercise that you can use to plan your learning and select topics you wish to focus on. The learning activities are varied so you can select those you feel are best suited to your learning style and work situation. You may choose to do one or all the activities. You can choose to do them on your own or as part of a group. You can start and finish working with the guide wherever you wish.
Introduction
Resources contains further references and other materials relevant to the topics covered. Whether and how you use these resources is up to you. You may choose to use materials provided by your organisation and/or those provided here. Work Record Portfolio includes forms for you to complete as evidence to gain formal recognition for your work and learning.
Learning actions
Everything you do is a potential learning action. It could be a task, talking to another worker, reading, having an experience of any kind. For example, you may overhear another volunteer complaining that they cannot ever find the lawnmower when it is needed.
Introduction
Reflective thinking
This is simply thinking about your experience, going over it in you mind. Experience gets changed into real learning this way. For example, you think that the lawnmower needs to be easily obtained if volunteers are going to stay motivated to help with the mowing. You decide to find out what the procedure is supposed to be.
Conclusions
These are the ideas or answers that come from your reflective thinking. For example, you realise that systems that are known and followed are important to successful activities. You conclude that you will talk to some other volunteers and devise a better system.
Planning
This is planning some action following from your conclusions, for example, you talk to others and plan the best way to manage easy access to the lawnmower. You put this into action and this in turn becomes the start of the next cycle of learning.
Additional support
If you think you might need help with language, reading and writing or using numbers, then talk with someone who can help you work out what help you need and the best way to get it. You could talk with: your supervisor or trainer a co-worker or friend a person at your local library, TAFE college or community centre your manager or coordinator of volunteers.
The above people may also be helpful if you need help and support with special requirements because of limited mobility, hearing impairment or visual impairment.
Introduction
Introduction
Introduction
Element 1
Start computer and basic system information and features.
Performance criteria
1.1 1.2 1.3 1.4 1.5 Computer is started or user logged on according to procedures. Basic functions and features are identified using system information. Desktop configuration is customised if necessary with assistance from appropriate persons. Disks are erased and formatted as necessary. Available help functions are used as required.
Element 2
Navigate and manipulate desktop environment.
Performance criteria
2.1 2.2 2.3 2.4 Desktop icons are correctly selected, opened and closed to access features (directories/folders, files, network devices, recycle bin and waste basket). Different roles and parts of the desktop window are identified for particular functions. Desktop windows are opened, resized and closed for navigation purposes. Shortcuts from the desktop are created if necessary with assistance from appropriate persons.
Element 3
Organise basic directory and folder structures.
Performance criteria
3.1 3.2 3.3 3.4 Directories/folders with subdirectories/subfolders are created and suitably named. Directory/folder attributes (size, dates, etc) are identified. Subdirectories/folders are moved between directories/folders. Directories/folders are renamed as required.
Introduction
Element 4
Organise files for use and/or organisational requirements.
Performance criteria
4.1 4.2 4.3 4.4 4.5 4.6 4.7 The most commonly used types of files in a directory/folder are identified. Files are created and suitably named when required. Groups of files are selected and opened and renamed as required. Files are copied or cut and pasted across directories. Files are copied to disk where necessary. Deleted files are restored as necessary. Software tools are used to locate files.
Element 5
Print information.
Performance criteria
5.1 5.2 5.3 Information printed from installed printer. Progress of print jobs viewed and deleted as required. Default printer is changed for installed list if available.
Element 6
Shutdown computer.
Performance criteria
6.1 6.2 All open applications are closed. Computer is shutdown in accord with user procedures.
If you are interested in knowing more about this unit of competency go to the National Training Information Service (NTIS) site www.ntis.gov.au Click on Competencies In the Search by national CODE box, type in the competency code. You will find details about the unit of competency here.
Introduction
What next?
You may also need to show that you know why certain tasks are done in a particular way. This guide includes activities and forms to help you create a personal Work Record Portfolio to give to the RTO when you apply for RCC. For more on how to do this please go to the section on Creating Work Record Portfolio. You will need to complete all of the Work Record Portfolio activities in this guide and take them along to the RTO in your region.
Introduction
If you find that almost all your boxes are shaded in columns 4 or 5 of the Self Assessment, you will probably only need to familiarise yourself with the particular requirements of your volunteer involving organisation. You could then proceed to apply to an RTO for Recognition if you wish to do so. If you decide to apply for Recognition you could make use of the Work Record Portfolio activities in this book or collect together other evidence to prove your experience.
The RTO may accept your Work Record Portfolio as sufficient evidence to prove your competence or they might ask you for some other forms of evidence.
Introduction
The most common and flexible format for a portfolio is probably the ring binder containing clear plastic sleeves for holding collected documents and artifacts, as this will enable you to collect and store evidence and then when presenting the portfolio, to write any explanations of what you are presenting. Before you submit your portfolio to an RTO make sure that the pages are in the correct order. Ask another person to check the portfolio for you. Make sure you have obtained all relevant signatures and that your own name and contact details are clearly marked. Do not add pictures or decorations, except if they are pictures of you at work which genuinely add to your evidence.
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Introduction
Indicates important points or information about a topic that you should pay particular attention to.
Indicates that you need to complete a Work Record to include in your Work Record Portfolio if you are applying for RCC.
Introduction
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3.
4.
5. 6. 7.
Next, conduct a training session by doing some or all of the following things. You will need to decide which activities are most relevant to your organisation or project. The most important thing is for you to explain and demonstrate the required tasks and show good examples of records/reports required. Do this before the volunteer undertakes the task. It is better to start off correctly and avoid the need for your volunteer to unlearn a poor practice. Explain the reasons for the way things are done. Now it is time to demonstrate how to do the task.
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Introduction
Show any of the following: how a record or form is completed to the standard required how a piece of equipment is used, cared for, cleaned and stored how to report a fault or problem how to submit, store or file a record where to locate information or equipment.
Provide an opportunity for the trainees to observe or work alongside another skilled person if necessary. You can support ongoing learning by: creating opportunities for practice by having the volunteer undertake a task while you watch (for example complete form/record or use a piece of equipment) checking their work to see if it is being done correctly providing encouragement and positive feedback along with handy advice for improvement.
You will need to conclude the training by: ensuring that all relevant forms are completed, signed and returned to the trainee promptly acting as an advocate for them or providing assistance in dealing with an RTO if necessary.
Introduction
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Introduction
SECTION 1
Getting Started
Almost all volunteer organisations use computers to keep records, prepare documents and generally manage their affairs. If you are using this Learning Guide it is likely that, as part of your role as a volunteer, you will be required to use a computer. Perhaps you have been using a computer regularly at home, and now you would like to learn the correct ways to operate the workplace computer. Or maybe you have not had much computer experience, but would like to learn some skills to contribute further to your volunteer organisations activities. This Learning Guide covers the competencies required to start up a personal computer or business computer terminal, correctly navigate the desktop environment and use a range of basic functions. You will need to apply what you are learning within the procedures, policies and normal practices of your workplace. If you are unsure at any time, check with your, coach or supervisor about how things are done in the organisation There may also be printed procedures manuals available for you to consult. The information and activities in this learning guide refer to a personal computer with a Windows operating system. This competency has six elements, and two are covered in each section.
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Self assessment
1 2 3 4 I have the evidence to demonstrate this (note evidence)
I know about this but need more practice/would like someone to check my work
This is a summary of the skills and knowledge needed to be able to meet the requirements of the first 2 elements. You can use it to check what skills you already have. Please complete this self assessment with your current volunteer role in mind.
Start computer and basic system information and features Can you: start the computer and log on? use the basic functions and features of the operating system? use the different features of the desktop (Start button, Taskbar etc)? use the Help program when you need it? Navigate and manipulate desktop environment Can you: change the desktop to suit yourself? open, resize and close a window? select, open, use and close the desktop icons? create shortcuts? erase and format disks?
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BSBCMN107A Operate a personal computer Element 1: Start computer and basic system information and features Element 2: Navigate and manipulate desktop environment
I need to learn about this
What is a computer?
Before you start it helps to know what a computer is and a little about how it works. You will probably be using a desktop computer that looks something like this.
Monitor
What you see is simply a collection of electronic circuits, boxes and other components, known as the hardware. The computer box houses the parts that make the computer work. The other hardware components connect to the computer box by cables. Some components put information into the computer (the keyboard, mouse and scanner) and others display computer information (the monitor, printer and speakers). note For more information on a hardware component such as a printer or scanner, go to the website of the company making the hardware or read the users manual which came with the hardware.
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Sit in front of the computer and use the diagram above to identify the different components. Then test yourself by labelling the diagram below. Check with the diagram above again to see if you are correct.
Note to coach
It is likely that the volunteer doing this unit will have been using a computer in your organisation. You could help the volunteer by checking that they are using the correct terminology for computer components.
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Storage of information
The computer contains two different kinds of data storage: memory chips are for temporary storage and disks are used for permanent storage.
Disk storage
Each computer has its own internal hard disk, usually labelled C: drive. This is where the computer stores software programs and data files. Data stored on the hard disk is not lost when the computer is switched off. Data can also be permanently stored in a range of portable devices, The most common is the floppy disk but other devices are becoming more popular.
Software
Software is the name given to the sets of instructions that tell the computer what to do. The machine itself (the hardware) is useless without software.
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Applications software
Applications software (programs) lets you do things such as word processing, printing out pictures and playing games, in fact virtually anything that can be done on a computer. Well find out what programs are on your computer a little later. Note that the words application and program are often used interchangeably.
Logging on
If several people use the computer or if it is networked, you may need to log on. If so, your supervisor will give you a username and password and explain how to log on. If the Desktop does not appear when you turn the computer on and you are presented with the system prompt (something like C:\>), type in WIN and press Enter.
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1. 2. 3.
Check if the computer is onlook for lights on the front of the computer. If has not been turned on, find the power button and start the computer. You should now see the Windows desktop:
4.
Use the picture to identify different parts of your desktop and the objects that appear on it. You will learn more about these further on in the course.
Your screen may look different because the computer may be using a different version of Windows operating system. However, there are major similarities in all versions since 1995.
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Note to coach
The volunteer will need to use a computer for this learning activity, and for most of the activities which follow. Please provide the volunteer with any applicable logging in information, and demonstrate the correct procedure for starting up the computer and logging on in your organisation.
You only need to move the mouse slightly to cause the cursor to move large distances across the screen. Your mouse may have several buttons. At this stage well concentrate on the two main buttons. The left button is used for most actions - clicking on objects, selecting text or menu options, or for operations such as closing programs. The right button is used to get a shortcut menu.
The mouse actions you need to master are: a single click to select an item (click lightly and release)
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a double click to open programs or other items (two light clicks in quick succession) click and drag (hold down the left mouse button and move the mouse at the same time) to select text and move objects. a right click to activate the shortcut menu, letting you scroll through the options and (left) click to make your choice.
If you are unfamiliar with the use of a mouse, practise with this exercise. 1. 2. 3. 4. 5. 6. Turn on your computer and wait for it to get started. Move your mouse around. Notice how the arrow on the screen moves as you move the mouse. Position the point of the arrow on the Start button on the bottom left hand corner of the screen. Click the left mouse button lightly. The Start menu will pop up. Move the arrow (by moving the mouse) up the menu until Program is highlighted. Move across to Programs menu and on to Accessories. Move across to the Accessories menu and down to Paint. Click the left mouse button to open the program. Or, from the Accessories menu, move across to Games and then to Solitaire. Click the left mouse button to open the game.
7.
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note Playing Solitaire or using drawing programs like Paint will give you excellent practice with the mouse.
In this activity you will log on to the computer and find the capacity of its data storage. Turn on your computer, wait for it to get started and log on if applicable. To check the capacity of the hard disk on the computer you are using, follow these steps. 1. 2. Click on the icon My Computer. Go to the View menu and ensure that the option Details has been selectedit should have a black dot beside it. You will see a screen similar to the one below, listing the available drives. Read the capacity of the hard disk (C:Drive), and any other drives.
3.
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Note to coach
At this stage it would also be useful to check that the volunteer is aware of any networked drives, and your organisations procedures for storage and backup of data.
In this activity you will identify the Windows operating system on the computer you are using. To do this follow these instructions. 1. 2. 3. 4. 5. Turn on your computer and wait for it to get started. Log on if applicable. Right click on the My Computer icon and select Properties Click on the tab for General Read the name of the computers operating system Close the My Computer window.
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The Desktop
Thats the name given to what you see on the screen. On the Desktop, documents can be moved around, placed on top of other documents, worked on or moved to one side just as you would if you were working on several tasks at a real desk.
The Taskbar
The Taskbar is the grey bar across the bottom of the Desktop. Any programs or documents that are in use will be shown as an icon on the Taskbar. If you hold your mouse pointer over an icon, a pop up sign displays its full name. You can switch between these programs and documents by clicking on the appropriate icon on the Taskbar.
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1. 2. 3. 4. 5. 6.
Open My Computer (double click on the icon on the Desktop). Look at the Desktop Taskbar for the icon named My Computer. Open My Documents (double click on its icon). Can you see its icon on the Taskbar? Open the Recycle Bin. Check the Taskbar for its icon. Go to the Taskbar, hold your mouse pointer over one of the icons to check its name then click. The window you clicked on will be on top of the other two. Click on the icons for the other two in turn. Watch to see how this brings that particular window to the front of the Desktop.
7.
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1. 2. 3. 4. 5. 6. 7.
Click on the Start button. Run the cursor up the menu to Documents. Slide the cursor across and select My Documents. You will see a list of the documents that have been saved to that folder dont open one at this stage. Slide the cursor up or down the Start menu and select Programs. You will see a list of the programs that are available on the computer. Click on a blank part of the Desktop to close the Start menu.
Note to coach
You could assist the volunteer by explaining any specific items on the Start menu that s/he will be using in their work. These may be standard items or may be customised items used in your organisation.
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Using Help
One of the items in the Start menu is Help. It is so useful that well look at it separately. Help holds the information that you would expect to find in a manual. You can search for information in three ways: Contents, Index and Find.
Contents
Contents displays book-icons that represent large topics and page-icons representing particular Help files. Double clicking on a book-icon opens it to show individual page-icons.
Index
Index lists every topic on which you can get help. If you cannot find a suitable topic, you can type the subject you want into the text bar at the top. A list of related topics will be shown. Select a topic of interest and click the Display button.
Find
Find directly accesses the database; as you type a word the computer begins searching. Related topics are then displayed. Another way to open up Help is to press the F1 key in the top row on your keyboard.
1. 2. 3. 4.
Open Help. Think of a specific question you would like answered such as, How do I change the Assistant? Use all three options to find an answer. Choose another question and again search using all three options.
If you enjoy cartoon characters you can customise Help to use a particular Assistant to help you.
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Icons
There are icons (images) on your Desktop; some represent the more commonly used programs that are installed on your computer. Icons are simply little pictures that act as visual buttons. If you double click on one, the program that is associated with the icon will open. It saves you hunting for the program by some other means. Icons can be grouped into four different types: System icons, Program icons, Toolbar and Menu icons and Folder and File icons.
System icons
Some icons are placed on the desktop by the Windows operating system. These include: My Computer My Documents Recycle Bin and any Network icons.
Double clicking will open them, letting you see and use what is inside.
1. 2. 3.
Find the icon for the Recycle Bin. Double click to open it. Close it by clicking on the X in the top right corner of the window.
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Program icons
Programs that are often used may have an icon placed on the desktop. They may be placed there by the operating system, eg, Outlook Express Internet Explorer.
Or they may have been placed there by someone who uses the computer, eg, Word PowerPoint Excel.
1. 2. 3.
Open the program Word. Type a sentence. Find and click on the Print icon on the toolbar - if the computer is connected to a printer, the document will be printed.
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1. 2. 3. 4. 5.
Open the My Documents folder Scroll through the contents to find a folder. Open the folder and check if it has other folders inside, or only files. Find a file. Open and check. It should just open as a single document such as a Word document, a graphic or a spreadsheet. Repeat these exercises until you are sure you understand the difference between files and folders.
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Windows
When you use the computer youll notice that every program or document you open and every exchange (dialog) between you and the computer happens in its own window. Lets look at a window and see what it is and what you can do with it.
You can see from the screen shown above that a window has several features, which have been labelled for you.
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1. 2.
Double click on the My Computer icon on your Desktop. It may be called This Computer in network situations. A window will open. The contents will probably not be exactly the same as those shown, in the previous picture, but should include a floppy disk (A:) and hard disk (C:). Compare your open window with that shown above. You should be able to find most of the parts that have been labelled, even if the window looks different. Program and folder windows can be moved about, resized to occupy the full screen, made smaller or minimised to an icon, without closing the program.
3.
4.
Move a window 1. 2. 3. Click on the Title bar but dont release the mouse button. Drag the window to a new position by moving your mouse. Release the button when the window is in the desired position.
Resize a window 1. 2. 3. Bring the tip of the cursor to any outside border of the window. When it changes from normal arrow to double-headed arrow click and drag the border to change the size of the window. You can also resize by clicking and dragging the corners of a window.
Work with windows 1. Using the My Computer window you have opened, practise moving the window to different positions on the desktop. Return it to a fairly central position. Now practise making the window larger and smaller; try to use all four sides and at least one corner. Finish by returning the window to its usual size.
2.
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Clicking on minimise button reduces an open window to an icon on the Taskbar. When you go to the Taskbar and click on that icon, the window will be restored. Clicking on maximise/restore button either makes a window fill the entire work area or it restores a full-size window to its previous size, depending on which mode it is in at the time. Clicking on close button closes a window altogether.
1. 2. 3. 4.
Double click to open My Computer. Minimise the window then restore it by clicking on its icon on the Taskbar. Maximise the window then Restore it to its former size. Close the window.
Note to coach
Please check that the volunteer is aware of how to minimise, maximise and close a window, and how to find items on the Taskbar.
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1. 2. 3. 4. 5. 6.
Click on Start. Go to Programs and open Microsoft Word by clicking on the icon. Identify the three bars at the top of the window. Go to the Menu bar and click on the File menu; look at the items it contains. Move your mouse pointer across the other menus (they will open automatically) and look at what they contain. Hold your mouse pointer over each tool on the Toolbar and read the popup label to find what each one does.
All programs have toolbars and menus but the content of these will vary. When you use a program for the first time, check out the menu options and the toolbars to see what is available.
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Accessing toolbars
To get rid of a toolbar or to make one appear: Click on the View menu and highlight Toolbars - a list of Toolbars will appear. Check which toolbars have been ticked - this indicates that they are currently displayed on the program window. Toolbars that are not ticked are not currently displayed. Click on a toolbars name to change its status between visible and hidden.
1. 2. 3. 4. 5. 6.
Click on Start, highlight Programs and open Microsoft Word. Take note of which toolbars are displayed -the Standard and Formatting toolbars are normally displayed but others may also be visible. Open the View menu and select Toolbars. Untick the Standard toolbar and check to see what tools have gone. Repeat to hide the formatting toolbar and check again. Now go to the View menu and restore the two toolbars that you have hidden.
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Floppy disks
Shutter Magnetic disc Case
Hub
Read/write protect
Floppy disks have been around for many years and are still the most popular form of permanent, portable data storage. Advantages they are inexpensive, easy to use and, like an audiotape, can be reused many times. Disadvantages they dont hold much (1.44 Mb capacity) and, like an audiotape, damage easily and deteriorate over time.
Formatting a disk
Before a disk can be used it must be prepared so that the computer knows where to store and retrieve information on the disk. This process is called formatting. Most new disks have already been formatted so you will probably only need to format a disk that: has been used with another operating system - such as Mac OS, the operating system found on Macintosh computers needs to be reformatted to make it more reliable.
Because floppy disks deteriorate over time it is sensible to reformat them regularly if you use floppies to back-up your files or to transport files from one computer to another. important point Erasing or formatting a disk erases any files that are on a disk so, before formatting, copy any files that you want to keep to a folder on your computer.
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You will need a disk containing files that are no longer needed. Alternatively, copy some files to a blank disk. Make sure that the original files are still in their folder as, the end of the activity the files will no longer be on the disk. 1. 2. Erase the disk, following the instructions above. Check the disk when you have finished - it should be blank.
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The options for displaying on your desktop include: Background You can select the wallpaper of your choice. Screen Saver The desktop goes into screen saver mode after a set time if you are not using it. Again, you can choose from a number of patterns. You can also set a screen saver password. Appearance This includes the colour and appearance of dialog and instruction boxes. Effects You can change the appearance of icons and set special visual effects such as disappearing text. Web You can choose to view the desktop in web mode, which normally means you need only click icons once to open them instead of double clicking. Settings You can change the colour and screen settings on your desktop. Settings also controls the size of the toolbar and the document.
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3. 4.
Select Arrange Icons from the shortcut menu. Click on the option you want.
If you prefer, you can move an icon manually by dragging it to a new destination.
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Check with your supervisor before starting this activity. Use the directions above to carry out the following instructions. Change the background on your desktop. Change the pattern of your screen saver. Move an icon on your desktop using the mouse. Arrange the icons on your desktop in alphabetical order. Choose a program you use a lot and make a shortcut. Choose a file and make a shortcut.
Note to coach
For this activity the volunteer is asked to customise the Desktop. Please inform the volunteer about your organisations procedure and policy on the use of computers, and assist the volunteer to return the desktop to its original configuration if necessary.
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SECTION 2
When you are using a computer in your work, it always pays to be organised. Just as you would organise information and documents in a filing cabinet in an orderly and appropriately labelled way, you should also be organised when creating, naming and storing files on the computer. This section covers Elements 3 and 4 of the competency.
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Self assessment
1 2 3 4 I have the evidence to demonstrate this (note evidence)
I know about this but need more practice/would like someone to check my work
This is a summary of the skills and knowledge needed to be able to meet the requirements of elements 3 and 4. You can use it to check what skills you already have. Please complete this self assessment with your current volunteer role in mind.
Organise files for use and/or organisational requirements Can you: create, name and save your files? select and open your files? delete files and restore them if necessary? move files from one folder to another? copy files to a disk? Organise basic directory and folder structure. Can you: create and name folders? set up a directory (system) of folders? move folders within your directory of folders? access your folders by different paths? change the name of a file or folder? use the computer software to find a file or folder?
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BSBCMN107A Operate a personal computer Element 3: Organise files for use and/or organisational requirements. Element 4: Organise basic directory and folder structure.
I need to learn about this
Files
A file is a collection of information in a format designed for computer use. Files come in two basic types: program files and data files. Program files contain instructions that tell the computer to do something. These have been written by programmers in one of the languages that computers understand. Data files contain information that has been created in a program such as Microsoft Word. A data file may be a Word document, an Excel spreadsheet, a PowerPoint presentation, a Publisher or FrontPage file or a file created in some other program. The files you create as you use the computer will be data files.
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Saving a file
When you have created a new file, it is important to name and save it as soon as possible. When you create a new file, it is stored temporarily on the memory chips. If the computer is turned off or loses power, your file will be lost. You must save your new file to avoid this catastrophe. Saving means sending a copy of a file to the hard disk (or a floppy disk) so that, if the power goes off or the computer crashes, you will not lose the work you have done. There are several ways to save a file: use the File menu and the Save command use the Save icon (looks like a floppy disk) on the toolbar, or the keyboard shortcut: Control + S.
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1.
Open MS Word program - a new document will be opened at the same time. Notice its default name - Document 1 (or another number if it is not the first new document). Click on the New Blank Document icon on the toolbar - a new document will be opened. Notice its default name - Document 2. Close Word without saving the documents. Right click on the desktop, select New then select Microsoft Word Document - a new document will open. Save your new document in one of the ways described above. Whichever strategy you use, the Save As dialog box will appear. You will need to give your document a name and decide where it should be saved. For the purpose of this exercise, name the file Test, and save it where you can find it again. Once a file has been saved, its name appears in the title bar. From then on, as you work, save regularly and frequently by using one of the methods described above.
2. 3. 4. 5.
6.
note When naming files, choose a name that relates to the contents of the file, eg, Minutes 25-3-04 or Fund Appl 6-4-04. Do not use these symbols in the name of a file: :/\*|<>?
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Note to coach
Please allow the volunteer to create and print a document to attach to the Portfolio.
File types
There are different types of files. You will notice that in Microsoft Word the file always comes up with the ending .doc, eg, Job Application.doc. This ending is called a file extension. Regardless of how a file is created or saved, Microsoft Windows gives it an extension. This shows what program was used to create the file. For example, if you create a spreadsheet in Microsoft Excel, the extension is .xls. Some common extensions are outlined below. These identify the type of file or program in which the file was created.
Program/File Extension
Microsoft Word Paint Microsoft Excel Microsoft Access .doc .bmp .xls .mdb
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Follow these steps to view file types: 1. 2. 3. 4. Go to Windows Explorer. Click on View from the tool bar. Select how you want files displayed, eg, Details shows files as a list with details of the file type and size (see screen below). In the Type field you will notice different types of files, depending upon the program used and the way the files have been saved.
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File properties
Sometimes you might need to know information about the file, especially if there are two files that are similar. For example, one might be a draft. You can tell which is the correct version from the time and date in the Modified field. You can find out quite a lot of information about each file. This is referred to as the files properties and includes: the size of the file who wrote it what date it was set up when it was last changed.
This is all useful information, especially if you are looking for files or need to know how much space they are taking up on your computer. The properties for each file are displayed in a special Properties dialog box. You cannot change this information.
Follow these steps to view file properties: 5. 6. 7. 8. 9. Open Explorer. Select the folder the file is in and left click to open it. Right click on the file. Click on Properties from the shortcut menu that appears. A dialog box will appear. Click on each of the tabs to read all the information available on the file.
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Deleting a file
To get rid of a file that you no longer need, go to the folder in which it is saved and highlight the file by clicking once on the files icon. Delete by one of the following strategies: Tap the Delete key Use the Ctrl+D keys Right click on the file icon and select the Delete command. Click on Yes when the dialog box appears.
The file will be moved to the Recycle Bin and will stay there until the Recycle Bin is emptied.
Restoring a file
If you accidentally delete a file or decide that it was a mistake to delete it, as long as it is still in the Recycle Bin you can get it back (restore it). Follow these steps to restore a file that is in the Recycle Bin: 1. 2. 3. Double click on the Recycle Bin icon on the desktop to open it. Right click on the file you would like to restore. Click on Restore from the shortcut menu that appears.
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Follow these steps to restore the file Test. 1. 2. 3. 4. Find and open the Recycle Bin. Find the file Test.doc. Right click on the icon and select Restore. Check in My Documents to see that the file has been restored.
Folders
As a volunteer you are quite likely to share tasks with others - maybe fellow volunteers or maybe some of the organisations paid workers. You will all want to be able to lay your hands quickly on the documents that you need. Nowadays, many of the documents that you use will be stored in a computer instead of a filing cabinet. These need to be organised so that everyone who uses the computer can find them easily. The usual way to organise computer files is to put them in folders. A folder is simply a storage device - a space on the computer that has been given a name. Just like a folder in a filing cabinet, it is there to hold things. A computers hard drive can be compared with a huge filing cabinet. It holds thousands of files organised in a hierarchy of folders. Folders can contain other folders (subfolders) as well as files. The lowest level folders only contain files.
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A plus sign (+) in front of the folder shows that it contains subfolders. A minus sign (-) in front of the folders shows that it is open, allowing you to see any subfolders. If there is no sign in front of the folder, it contains no folders, only files.
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1. 2. 3. 4. 5. 6. 7. 8.
Right click on My Computer and select Explorer Click on the + sign beside a folder and record its name and the names of 2 or 3 subfolders Click on the - sign to collapse (close) the folder. Find the folder Programs Click on the + sign to display the contents. Select one program and, clicking on the + signs, progressively display the contents of all subsidiary folders. Note how many levels of folders there are. Collapse all folders and close My Computer.
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Creating subfolders
To create subfolders, follow these steps. 1. 2. Open the folder in which you want the subfolders to be. Now create your subfolders by following the same steps as you used to create your first folder.
Note to coach
In the activities which follow the volunteer will need to create and manage some folders. Please discuss your organisations protocols for creation of folders. It may be best for the volunteer to create the folders onto a floppy disk, which can then be attached to the Portfolio Record as evidence.
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In this activity you will create a set of folders. You can do this on any of the computers drives, or on a floppy disk. 1. 2. 3. 4. 5. 6. Imagine that you have been asked to organise a fund-raising event. You decide to run a raffle. Create a set of folders and subfolders in which to store your work. Main folder name: raffle 2004 Subfolder names: sponsors, publicity, ticket sales Sub-sub-folder names: - posters, newspaper - to be created inside the publicity subfolder. Save your set of folders so that you can use them in a later activity.
Folder view
There are many different ways you can display your electronic filing system. Some people like to see their folders and files listed (with or without details) while others prefer to have them displayed as icons (large or small). The view that gives you the most information is Details. The Details view presents the file system as a list with details about the files and folders. These details include the name of file in alphabetical order (A-Z), the size of file, the type of file (eg, Word document, spreadsheet, graphic document) and date and time when it was modified, that is, created and/or changed.
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1. 2. 3. 4. 5.
Right click on My Documents and select Explore. Click on the View menu and see which option is selected (look for black dot). If necessary, change the view to Details. Look at the Contents area of the window (right pane) to see what details are shown. Change to view the other options and see how this changes what you see in the Contents area.
Note to coach
Please see note on Portfolio record directly above. Please discuss with the volunteer the best way to save evidence for these performance criteria about managing files.
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If you want to view a different part of the system, simply click once on the icon for that component in the Folders area and the contents will be displayed in the Contents area. Clicking once on the plus sign expands the outline, showing you the subfolders in that particular component (the plus sign then becomes a minus sign). Clicking once on the minus sign collapses the exposed sublevel.
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Alternatively 1. 2. Double click on the name of the file or folder to highlight it then follow steps 3 and 4 above, or Right click on the icon, select Rename then follow steps 3 and 4 above.
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4. 5. 6.
Find the folder you want to move your file or folder into (the destination folder). Right click on an empty space in this folder. Click on Paste from the shortcut menu that appears. The moved folder then becomes a subfolder of the destination folder.
You can also move files and folders using the mouse. The picture below shows a folder being dragged. You will notice that the folder being dragged appears in a lighter font.
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1. 2. 3.
Find the set of folders you created in Learning activity 23 Use the steps outlined above to move the folder Posters from the Publicity folder to the Ticket Sales folder. Use the mouse to move the folder back to its original place.
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Have a floppy disk in the disk drive before you start this activity. 1. 2. 3. 4. 5. 6. 7. 8. Right click on My Computer and select Explore. Use the Folder area (left pane) to find the folder containing the file to be copied. Click on the folders icon to show its contents in the Contents area (right pane). Right click on the file to be copied and select Copy. Find the Floppy Disk icon in the Folders area. Right click on the icon and select Paste. Click on the floppy disk icon and check that the file has been copied successfully. To do this put the mouse pointer on the file or folder name and hold the Control key down while you click-and-drag to move a copy of the file or folder to a new spot. You release the Control key and the mouse button when you are in the right spot.
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SECTION 3
After you have been working on the computer, maybe creating or adding to files, you may need to print a document and then shutdown the computer.
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Self assessment
1 2 3 4 I have the evidence to demonstrate this (note evidence)
I know about this but need more practice/would like someone to check my work
This is a summary of the skills and knowledge needed to be able to meet the requirements of elements 5 and 6. You can use it to check what skills you already have. Please complete this self assessment with your current volunteer role in mind.
Print information Can you: print a document? view and delete the print job if necessary? change the default printer if other printers have been installed? Shutdown computer Can you: close all open applications? shutdown the computer correctly? move folders within your directory of folders?
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BSBCMN107A Operate a personal computer Element 5: Print information Element 6: Shutdown computer
I need to learn about this
Using a printer
If you are using a computer which is part of a network, it is likely that one or more printers are also part of that network. If you are using a stand-alone computer, it may have a single printer attached directly to it. Whenever you need to print a document from Microsoft Word, choose the Print command from the File menu. The Print dialog box displayed below will appear.
Although each programs Print dialog box is slightly different, you will be able to: select a printer (if more than one is available) choose the number of copies you want to print specify which pages to print.
You can also send a document to print using the default print option. This means that the computer chooses the settings. Simply click the Print button on the standard toolbar.
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In this activity you will print two copies of the first page of a document. 1. 2. 3. 4. 5. 6. Open a Word document that is more than one page in length. Select Print from the File menu. Select Current page. Select 2 in the number of copies box. Click OK to confirm your choices. Two copies of the first page of the document should print out.
Note to coach
Please assist the volunteer by explaining to him/her the printers which are available for use in your organisation, and the protocols for their use.
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Closing programs
Close any open programs. Do this by closing any windows that are open on the desktop. Check the taskbar at the bottom of the screen for open files or programs that have been minimised, and close these also.
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Take yourself through the following three steps: 1. 2. 3. Close any programs that are running - remember to check the taskbar in case some have been minimised. Go to Start and follow the procedure for shutting down the Windows Operating System. Watch the screen to see if the computer turns off the power automatically. Turn the power off manually if you get a screen message indicating that it is now safe to do so. Check that no lights are glowing on the front of the computer box.
4.
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Resources
Norton, P & Mueller, J P, BSBCMN107A Operate a Personal Computer, published by Sams Publishing, 201 West 103rd St., Indianapolis, Indiana 46290. The Knowledge Base - Microsoft website, www.microsoft.com Microsoft Windows Millenium Edition Training Manual, Interim Technology Learning Media, Level 1, 31 Market St, Sydney NSW 2000. In Focus Manual (Infoc130.pdf), ISBN 1 74007 389 4, published by Watsonia Publishing, 47 Greenaway St, Bulleen VIC 3105 (provided by NVSC). Using a Computer (CMN107AUsingacomputer.pdf), developed, published and distributed by Aspire Training & Consulting, Level 11, 10 Queens Rd, Melbourne VIC 3004 (provided by NVSC).
Resources
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Resources
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Portfolio Record
BSBCMN107A Operate a Personal Computer
Portfolio Record
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Portfolio Record
Help
I have used the online Help to find information about (name 2-3 topics): .................................................................................. .................................................................................. .................................................................................. This is a summary of what I found from my research with Help. .................................................................................. .................................................................................. .................................................................................. ..................................................................................
Portfolio Record
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Using Windows
Fill in the table for the processes you use in the Windows Operating System on the organisations computer: Process eg, Maximise a window Reason for using
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Portfolio Record
File management
A CD/floppy disk demonstrating my skills in file management is attached. The disc shows: Files I have created and saved: .................................................................................. .................................................................................. Folders I have created for organising my files: .................................................................................. ..................................................................................
Printing
The default printer on my computer is: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . In the organisation, these printers are on the network: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Procedures for the use of printers are:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. .................................................................................. Printed document attached.
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Underpinning knowledge
What do you know about operating a personal computer? If you are applying for RCC you will you will need to show that you know some whys and hows of operating a personal computer. This can be done in two ways. You can write answers to questions or you can answer questions that you are asked during an interview or conversation with an assessor. When you take your portfolio to the RTO you have chosen you can have a written or oral assessment. A written assessment can include the following questions with your answers. If you would prefer an oral assessment in which you talk about what you know, we recommend that you prepare by finding out the answers to the questions. How would you set up your workstation, including your chair, when you are operating a computer? ....................................................................... ....................................................................... ....................................................................... ....................................................................... Can you name the main parts of a computer and storage devices used with it? ....................................................................... ....................................................................... ....................................................................... ....................................................................... When and why might it be important to know about rules governing privacy and copyright when operating a computer? ....................................................................... ....................................................................... ....................................................................... .......................................................................
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Portfolio Record
It may be that you have not had any opportunity to observe the volunteer undertaking the tasks described. If this is the case then please remind the volunteer of this and do not sign the report. Thank you for giving your time to support the volunteers application.
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Supervisor details
As the supervisor for the volunteer applying for recognition of current competency, please provide some information which will help the RTO. Your name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Volunteers name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your Phone Number(s): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your email: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your position: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Your workplace: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Are you familiar with the national competency standard for the work you are commenting on? No Yes, reasonably familiar (I have read them) Yes, very familiar Yes No
Do you have any formal qualifications in assessment and /or workplace training?
If yes please give details: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . If applicable, please give a brief description of your qualifications and/ or experience in relation to the units you are providing a testimonial for.
What is your work relationship with the applicant? (Eg, supervisor, team leader, manager/ coordinator of volunteers, co-volunteer)
How long have you worked with the person you are providing this report for?
Yes
No
Please briefly describe how you know about the standard of the applicants work relevant to the tasks you have been asked to comment on? (Use reverse side if needed)
Signature:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date. . . . . . . . . . . . . . . . . . . . . . . .
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Portfolio Record
Is the applicant able to reliably meet the organisation performance standards for the following tasks?
Starting a computer, logging on and accessing programs from the desktop. Using Help. Formatting and erasing disks. Organising files and folders, including creating, naming, moving, copying, deleting and restoring. Printing. Shutting down the computer.
Optional Comments:
Not observed
Please use this checklist to confirm the work experience of the volunteer. This information is confidential for use by a Registered Training Organisation to assess the volunteers competence against the unit.
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Portfolio Record