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BSBCMN107A

Operate a Personal Computer


Learning Guide for Volunteers

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

Section 1: Getting Started


Self assessment.............................................................................................................. 16 What is a computer? .................................................................................................... 17 Storage of information................................................................................................. 19 Random Access Memory (RAM) ......................................................................... 19 Disk storage ............................................................................................................. 19 Software ......................................................................................................................... 19 The Operating System............................................................................................ 19 Applications software ............................................................................................ 20 Starting the computer .................................................................................................. 20 Logging on ............................................................................................................... 20 Using the mouse .......................................................................................................... 22 Single or double clicks? .......................................................................................... 23 Windows Operating System...................................................................................... 26 The Desktop ............................................................................................................ 26 Using Help..................................................................................................................... 29 Contents................................................................................................................... 29 Index......................................................................................................................... 29 Find........................................................................................................................... 29 Icons ............................................................................................................................... 30 System icons .......................................................................................................... 30 Program icons ......................................................................................................... 31 Toolbar and menu icons ....................................................................................... 31 File or folder icons .................................................................................................. 32 Windows........................................................................................................................ 33 Minimise, maximise and close a window............................................................ 35 Toolbars and menus .................................................................................................... 36

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

Section 2: Files and Folders


Self assessment ............................................................................................................. 46 Files................................................................................................................................. 47 Creating and saving files........................................................................................ 47 Saving a file .............................................................................................................. 48 File types ........................................................................................................................ 50 Program/File Extension ......................................................................................... 50 File properties.......................................................................................................... 52 Deleting a file ................................................................................................................ 53 Restoring a file .............................................................................................................. 53 Folders............................................................................................................................ 54 System and program folders ................................................................................. 55 Creating your own folder storage system ................................................................. 57 Creating a new folder ............................................................................................. 57 Creating subfolders ................................................................................................ 57 Folder view .............................................................................................................. 58 Working with files and folders ................................................................................... 60 Things you can do with files and folders............................................................. 61 Moving and copying files and folders.................................................................. 61 Finding a file or a folder......................................................................................... 65

Section 3: Managing Printers and Shutting Down the Computer


Self assessment.............................................................................................................. 68 Using a printer .............................................................................................................. 69 Cancelling a print job............................................................................................. 70 Changing the default printer................................................................................. 70 Shutting down the computer ...................................................................................... 72 Closing programs.................................................................................................... 72 Shutting down Windows ....................................................................................... 72 Turning off the power............................................................................................ 72

Resources...................................................................................................... 75 Portfolio Record .......................................................................................... 77


Starting the computer ............................................................................................ 79 Memory and data storage ...................................................................................... 79

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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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Becoming a self-directed learner


Learning happens most easily at the point when you actually need to know or learn how to do something for a reason. This Learning Guide will lead you through tasks for this competency. This guide is not a set of instructions but more like an action guide to support you in your own learning. It is up to you to take the initiative by being an active, self-directed learner. One way of explaining the process used by active learners is shown in the drawing below. The cycle can be started at any point.

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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

What are you hoping to achieve?


Volunteers come from a very wide range of backgrounds and experience. It could be that you are already very experienced in this work or new to it. This guide is designed to support you in doing one or both of the following: learning more about these duties gaining some formal recognition for the learning that has resulted from your volunteer work.

Gaining formal qualifications for your volunteer work


This Learning Guide is not a set of instructions to be followed or a formal course of study. This means that learners who use the guide should not expect to automatically receive a formal award. However, the content of this Learning Guide is based on a unit of competency that is recognised by the Australian National Training System. This means that if you are able to prove that you can do the things described in this Learning Guide, you may be able to have this formally recognised and be issued with a nationally recognised Statement of Attainment. Of course, you may not be interested in gaining any formal recognition for your work as a volunteer, however, there could be some advantages, for example when you are applying for paid work. This unit is also part of several qualifications in the national training system. If you enrol in a qualification that includes this unit you will be given credit for it, which means that you will not have to do it again. If you would like to get a nationally recognised Statement of Attainment for your volunteer work you could follow the process in the following flowchart.

Introduction

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Introduction

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

About this competency


The national code and the name of the unit being covered by this Learning Guide is BSBCMN107A Operate a Personal Computer

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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

3.5 Directories/folders and subdirectories/folders are accessed via different paths.

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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

How do I get a Statement of Attainment for my volunteer work?


You need to contact a Registered Training Organisation (RTO) in your region and tell them that you want to apply for formal recognition of your volunteer work activities. Tell them the name and national code of the unit you are applying for and ask them whether this unit is within their Scope of Registration. And find out how much they will charge you. TAFE is one well-known RTO found in most parts of Australia, but there are also many more RTOs including state volunteer peak centres (see the links page of the NVSC website, http://www.nvsc.org.au/statecentretraining.html, to find the centre in your state or territory). Formal recognition is usually Recognition of Current Competency (RCC) or sometimes called RPL, which stands for Recognition of Prior Learning but often called just plain Recognition.

How do I contact an RTO?


To find out the contact details for the RTO in your region you need to go to www.ntis.gov.au Click on Registered Training Organisations and then search State Training Authorities.

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.

What skills do I need?


At the start of each section of the learning materials you will find a Self Assessment listing the skills and knowledge you need to meet the requirements for the element of competency. You can use it to check what skills and knowledge you may have already. hint Use a coloured marker to shade the boxes in the self assessment. You can track your progress by using one colour (say orange) before you undertake the learning actions in this guide, and green after you have progressed in your learning. Note the dates as well.

Introduction

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Creating a Work Record Portfolio for RCC


The RTO will ask you to provide some clear evidence to show that you can competently carry out the duties described in this unit. A Work Record Portfolio is simply a collection of documents that show the work you have done relevant to this unit. As we said earlier, if an RTO is to give you a Statement of Attainment for BSBCMN107A Operate a Personal Computer they must have proof of your work. If you are planning to create a Work Record Portfolio, then there are a number of learning actions identified in this guide that you should do. The learning actions you do are recorded on a Work Record form. These Work Records become your Work Record Portfolio if you assemble them and present them neatly in a folder. The following types of workplace documents may be useful as evidence of competency: reports you have written notes from phone conversations logbooks or diary entries testimony from your supervisor forms and short reports processes you have designed.

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.

Hints for presenting your portfolio


Presentation is important, especially if you are claiming recognition for administrative tasks. Try to make your Work Record Portfolio as neat and well organised as you can. Ask for help if you need it. There may be someone in your organisation who would be willing to help you learn how to present information so that it creates a positive impression. They may even offer to wordprocess your work from a handwritten copy or from a conversation about what it is you have done.

Introduction

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Finding a coach or support person


The RTO will also need to be confident that your portfolio is evidence of your own work and not someone elses work. You will see that most Work Records need to be signed by someone who knows you and who also knows that the work you have done is your own. You may use more than one person if you like. We recommend that you decide as early as possible who this will be. When you have decided, take this guide and the Work Record forms to them, explain what it is you need them to do and ask if they would be willing to assist you. It is important to ask them as early as possible so that they know to pay attention to your activities. They will not be able to sign your Work Records if they have not noticed your work. They may find helpful Tips for trainers or support people, at the end of this introduction.

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Icons used in this book


The following icons have been used to indicate important information or the type of activities that are available. A description of each icon follows.

Indicates that learning action could be taken.

Indicates questions for you to think about or reflect on.

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.

Indicates a note to your coach to help guide you.

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Tips for trainers or support people


If you are reading this it is likely that you are responsible for training people or have some other form of leadership role supporting volunteers in learning. You may have chosen this option because it is important to the success of your project or organisation for volunteers to follow your policies and procedures and to work to a standard. You are probably also committed to providing opportunities and supporting the development of the people you are working with. In order for your volunteer to experience success in learning the procedures and standards of your project/organisation you will need to prepare for training by doing the following things. 1. 2. Read this Learning Guide. Decide what tasks you want the volunteer to complete and the best order in which they should be done. It may help the trainee if you write this down and give them a copy. If the volunteer could apply for Recognition of Current Competency (RCC), locate a person willing to verify their activities and testify to their competence. Collect together relevant documents which explain the policies and procedures relevant to this unit (eg, instruction manuals, forms, procedures, policies, reporting requirements). Make sure you know how and where to access the information the trainee needs (eg, blank forms, policies, instruction manuals). Make sure you know where information is sent or stored or reported to after it is collected or recorded. Think about and perhaps write down the steps and key tips for success related to the use of equipment.

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Getting Started - Section 1

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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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Getting Started - Section 1

I can reliably and confidently do this

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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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

'A' drive Computer box 'D' drive

'C' drive Mouse Keyboard

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.

Getting Started - Section 1

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Learning activity - Computer components

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Random Access Memory (RAM)


As you write a write a letter or enter information into a spreadsheet or database, the computer stores the information on the memory (RAM). RAM consists of a number of memory chips. There are two important things to remember about RAM: It can only hold a certain amount of data, depending on the size of the RAM chips. It can only store data while the machine is switched on. When the machine is switched off, all data in the RAM is lost.

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.

The Operating System


The operating system (OS) is the most important set of instructions. It enables the computer to understand all the other instructions (programs) it receives. When you turn on your computer it is the OS software that gets the computer going. The OS for most computers is Microsoft Windows. There are several different versions of Windows. Your computer may have Windows 98,Windows ME or Windows XP.

Getting Started - Section 1

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Starting the computer


The on/off Power button is on the front of the computer case. Push it in to start the computer. If the lights on the front of the case are glowing, its already on. The computers OS will go through a checking process before the normal desktop image appears. This may take a minute or two - be patient.

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Learning activity - Starting the computer

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Portfolio record - Starting the computer


If you intend to apply for RCC you will need to record your start up procedure in your Portfolio Record.

Using the mouse


Before we can look at how the software works we need to start the computer and learn how to use the mouse. The mouse controls the arrow on the screen. Its better to use the term cursor or pointer as it doesnt always take the shape of an arrow. The easiest way to control the mouse is to cup your right hand firmly over it with your index finger resting lightly on the left button.

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Single or double clicks?


Single clicks are used more often than double clicks. If you use a single click and nothing happens, then try a double click. If you find double clicking very difficult, you can use a single click to select the item you want to activate, followed by pressing the Enter key.

Learning activity - The mouse

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.

Getting Started - Section 1

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

note Playing Solitaire or using drawing programs like Paint will give you excellent practice with the mouse.

Learning activity - Memory and data storage

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Portfolio record - Memory and data storage


If you intend to apply for RCC, you should start to complete your Portfolio Record. There is a place in the record at the back of this guide for you to record this activity.

Learning activity - Software and hardware

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Windows Operating System


Now lets look at the computers operating system. The three basic parts of the Windows operating system are the Desktop - including Taskbar and Start button icons windows.

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Learning activity - the Taskbar

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.

The Start button


The Start button is on the far left of the Taskbar. Click on the Start button to open its menu. From this you can access most of the programs and documents that are stored on the hard disk. You will also use the Start menu to shut down your computer before you close it down - yes, to close it down you actually go to Start!

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Learning activity - The Start button

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.

Portfolio record - The Start button


If you are applying for RCC, make a note of this activity in your record.

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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.

Learning activity - Help

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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Portfolio record - Help


If you are intending to apply for RCC you will need to record this activity in your Portfolio Record.

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.

Learning activity - Icons

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.

Toolbar and menu icons


Windows uses small icons on the toolbars and in menus to make it easy for you to find and use various features, such as Save and Print. When you click on the icon you activate that feature. You can find out what each icon is used for by hovering your mouse pointer over the icon. A small yellow box called a screen tip will pop up, with the name of the function.

Learning activity - Toolbar icons

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

File or folder icons


Folder icons look like manila folders. My Documents is the icon for the folder in which most documents are stored. A file icon often looks like a piece of paper. File icons usually include a symbol identifying the program that they were created in.

Learning activity - File and folder icons

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Learning activity - Windows

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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Minimise, maximise and close a window


There are three buttons on the right in the Title bar. If you hold your mouse pointer over a button its name will appear.

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.

Learning activity - Three buttons

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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Portfolio record - Using Windows


Record your learning activities about using Windows on the table in your Portfolio Record.

Toolbars and menus


When you work with a program such as Word, the bars at the top of the window give you quick access to the things the program can do, such as save or print a document. Here is a picture of the screen which appears when the Word program is opened. The screen you see may vary from the one shown.

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Learing activity - Menus

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Learning activity - Toolbars

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

To erase a floppy disk


1. 2. 3. 4. 5. 6. Open My Computer. Right click on the floppy disk icon to open a list of options. Select Format - this will open the Format dialog box. Select Quick (erase) from the format type options and click OK. When the format has finished, a Format Results window will appear. Click OK. The Format dialog box will reappear - click Close.

Learning activity - Erase a disk

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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Customising the desktop


In your organisation the computer screens may not all look the same. Many people have a lot of fun making their desktop more personal (customising) to suit their own work needs and priorities. If you are using a stand-alone computer then you can too. If your computer is networked the option to do this may not be available. Check with your supervisor. Follow these instructions to change the appearance of your desktop: 1. 2. 3. 4. Go to the desktop. Using the mouse, right click on an empty space on the desktop. Select Active Desktop from the shortcut menu that appears. Click on Customise my Desktop from the submenu that appears. A Display Properties dialog box will appear.

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.

Arranging icons on the desktop


The icons on the desktop can be arranged so that it is easier to find them. The computer can do it for you very quickly. Follow these steps to arrange the icons on the desktop: 1. 2. Go to the desktop. Right click an empty space on the desktop. A shortcut menu will appear.

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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.

Using desktop shortcuts


Some of the icons are placed on the desktop automatically when Windows is installed. Shortcuts are icons that represent files, folders or programs. They are really only a link to the real file or program. You can create your own shortcuts. Any file, folder or program on your computer can be a shortcut. Although they dont use up much room on your hard disk, it is a good idea only to make shortcuts for the files or programs that you use regularly.

Creating a shortcut on the desktop


Follow these steps to create a shortcut on the desktop: 1. 2. 3. 4. 5. 6. Go to Windows Explorer. Right click on the program or file you want to create a shortcut for. This will bring up a shortcut menu. Click on Create Shortcut. A shortcut will appear in Windows Explorer Click on the shortcut icon and drag it to the desktop. Or, click on Send to and select Desktop (as a shortcut).

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Learning activity - Customising the desktop

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.

Portfolio record - Customising the desktop


After customising the desktop, you could print the screen and attach the printout to your Portfolio Record.

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SECTION 2

Files and Folders

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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I can reliably and confidently do this

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

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Creating and saving files


When you create something on computer - a letter, a photo, a drawing or a presentation - it is saved as a file. Files are sometimes called documents because the majority are Word files. The most common way to create a new file is from a software program such as Microsoft Word. Files can also be created straight from the desktop.

Creating a file in Microsoft Word


To create a document file in Microsoft Word, open Microsoft Word and the program will open a new (blank) document, which will have a default name, usually Document 1. You can then name the document and save it in an appropriate place on your computer or the network. If you are already working on a Word document and you want to create another one, you can click on File on the menubar, select New from the menu, select Blank Document, and a new Word document will open. To create a file in other programs simply open the relevant program and use the same process. note When you are in Word, you can also create a file by using the keyboard shortcut (Ctrl+N) or by clicking on the icon (blank page) on the toolbar.

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Creating a file from the desktop


You can create a new file from the desktop by selecting the type of file you want from the shortcut menu. These are the steps for creating a file from the desktop: 1. 2. 3. Right click on the desktop. Select New from the shortcut menu that appears. Select the type of file you want and the correct program will open.

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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Learning activity - Creating and saving a Word file

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: :/\*|<>?

Portfolio record - Creating and saving a Word file


Record this activity in your portfolio. You should also print and attach the document you saved to attach to your portfolio.

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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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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Learning activity - View file types

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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.

Learning activity - Viewing file properties

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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Learning activity - Deleting and restoring files


Follow these steps to delete the file named Test.doc that you created earlier. 1. 2. 3. 4. Find and open the folder My Documents. Find the file Test.doc. Right click on the icon and select Delete. Confirm this action by clicking on Yes in the dialog box.

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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System and program folders


Most of the folders on a computer are Program Folders or System Folders with files that tell the computer how to carry out its functions. System and Program folders come with the computers Operating System or with any programs that you install on the computer. In the window below, you can see the way in which subfolders are embedded in higher level folders. The vertical lines show the structure of the folder system. Look carefully at the diagram:

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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Learning activity - Looking at the Hard Drive folder system

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 your own folder storage system


If you are responsible for an area of your organisation or a specific activity, you may want to set up folders in which to keep all relevant files. However, it is better to create folders from Windows Explorer because it is easier to see the relationships between files and folders. It is also easier to move files around.

Creating a new folder


Follow these steps to create a new folder: 1. 2. 3. 4. 5. Open Explorer. Click on File in the top toolbar. Scroll down to New on the menu. Click on Folder from the submenu. Give the folder a name.

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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Learning activity - Create a set of folders

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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Learning activity - Folder View options

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.

Portfolio record - File management


You will need to demonstrate your skill in managing folders if you intend to apply for RCC. One way to do this will be to show the assessor the file structure you have built on the computers C: drive. Alternatively, you can copy the folder structure you have built to a floppy disc or CD, and include it with an explanation in your portfolio. The next few Learning activities will guide you through file management.

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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Working with files and folders


Using the Explorer window makes simple work of moving and copying files and folders to different disks or to other folders. Right click on My Computer and left click on Explore. A two-paned window will appear. The left pane is the Folder area. This shows an outline view of everything on your computer system, including any portable units such as a CD or a floppy disk. The right pane is the Contents area. This displays the folders and files in whichever component that is currently selected in the Folders area. In the window below, C: Drive has been selected so we can see the contents of C: Drive in the Contents area.

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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Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

Things you can do with files and folders


In Windows you can use a number of strategies to do things to files and folders. You can use: the commands in the menus the buttons on the toolbar, or the keyboard shortcuts.

Renaming files and folders


Occasionally you may want to change the name of an existing file or folder. The same technique is used for both. 1. 2. 3. 4. Select the file or folder that you wish to rename. From the File menu select Rename - this highlights the current name. Type the new name - it will replace the highlighted text. Tap the Enter key to save the change.

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.

Moving and copying files and folders


Sometimes you want to move a file or folder to a new location and sometimes you want to create a copy of an existing file or folder and move the copy to a different location. Moving deletes (cuts) a file or folder from one place and puts (pastes) it in another. Copying takes a copy of a file or folder and puts (pastes) the copy where you wish. The steps needed for both actions are very similar.

Moving a file or a folder


Follow these steps to move a file or a folder: 1. 2. 3. Open Explorer. Right click on the folder you want to move. Click on Cut in the shortcut menu that appears.

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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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Learning activity - Move a folder

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.

Copying a file or folder


Follow these steps to copy a file or a folder. 1. 2. 3. 4. 5. 6. Open Explorer. Right click on the folder you want to move. Click on Copy in the shortcut menu that appears. Find the folder you want to put your copied 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 copied file or folder is placed in the destination folder.

You can also copy a file or folder using the mouse.

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Learning activity - Copying a file to a floppy disk

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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Finding a file or a folder


If you have not used a file or folder for a while you may not remember where you stored it or even what its name is. Trying to find a single file in a large data folder system can be frustrating but there are tools that can help. Follow these steps if you need to find a file or folder: 1. 2. 3. 4. 5. 6. 7. Go to the desktop. Click on Start in the bottom-left corner. Click on Find from the submenu. Select Files or Folders. A dialog box will appear. If you know the name of the file or folder, enter it in the Named text box. If you cant remember the name of the file, enter some words that you know will be in the document. Click on Find Now to start the search. important point If the file you are seeking was used recently, click on Start and select Documents. This opens a list of recently accessed documents. Double click on the icon of the document that you want to open.

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SECTION 3

Managing Printers and Shutting Down the Computer

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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I can reliably and confidently do this

BSBCMN107A Operate a personal computer Element 5: Print information Element 6: Shutdown computer
I need to learn about this

Volunteering Australia Inc BSBCMN107A Operate a Personal Computer

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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Cancelling a print job


If you realise that there are some errors in a document that you have sent to print you can cancel it rather than waste paper. Follow these steps to cancel a print job: 1. 2. 3. 4. 5. 6. Click the Start button in the left corner of the screen. Scroll up to Settings on the menu. Select Printers from the submenu. Double click on the printer for the task. Right click on the print job you wish to cancel from the print jobs listed. Select Cancel from the shortcut menu that appears.

Changing the default printer


In your organisation, your computer may be connected up to more than one printer. For example, there may be a laser printer that prints in black and another printer that prints in colour. This means that you can change the default printer if another is more suitable for the task. You can also change the default printer if it is not working properly. Follow these steps to change the default printer: 1. 2. 3. 4. 5. Click the Start button in the left corner of the screen. Scroll up to Settings on the menu that appears. Click on Printers on the submenu. Right click on the printer you want to set as the default printer. Choose Set as Default from the submenu that appears.

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Learning activity - Printing a document

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.

Portfolio record - Printing


There is a place in your Portfolio Record for you to record this activity. You should also attach the document you printed.

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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Shutting down the computer


There are three steps to shutting down your computer at the end of a session closing programs, shutting down the operating system and turning off the power.

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.

Shutting down Windows


1. 2. 3. 4. Click the Start button in the left corner of the screen. Click the Shutdown option. Select shutdown the computer from the dialog box that appears. Click OK to confirm your choice.

Turning off the power


After youve shutdown Windows, wait to see what happens. Most computers turn the power off automatically once Windows has shutdown. If this happens, the lights on the computer box will go out and you have nothing more to do. If you get a message on the screen saying that its now safe to turn off your computer, then find the power button you used to turn the computer on and push it in. The lights should now go off and youre finished.

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Learning activity - Shutdown the computer

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.

Portfolio record - Shutting down the computer


There is a place in your Portfolio Record for you to record this activity.

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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).

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Portfolio Record
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Starting the computer


This is how volunteers in my organisation should log on: .................................................................................. .................................................................................. ..................................................................................

Memory and data storage


These are the network drives and their capacities. .................................................................................. .................................................................................. ..................................................................................

The Start button


In my organisation these programs/items can be accessed from the Start menu (list 5-6): .................................................................................. .................................................................................. .................................................................................. .................................................................................. .................................................................................. ..................................................................................

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. .................................................................................. .................................................................................. .................................................................................. ..................................................................................

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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

Customising the desktop


Attach a print out of your customised desktop. The Desktop on my work computer has these icons (list 5-6): Desktop icon eg, Word Program is used for Used to create documents Example of a file name report.doc

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Creating and saving a Word file


Attach a document you have created and saved. Procedures for storing/saving data are in my organisation are: .................................................................................. .................................................................................. .................................................................................. ..................................................................................

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.

Shutting down the computer


Procedures for shutting down are: .................................................................................. .................................................................................. .................................................................................. ..................................................................................

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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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Information to supervisors about providing a third party report


The volunteer in your organisation is seeking formal recognition from a Registered Training Organisation (RTO) for the competence they have used or gained as a volunteer. The volunteer will provide evidence to the RTO that they can competently do the work described on the form you have been given. A very important part of this evidence is confirmation from a third party. The confirmation is in the form of supporting statements from workplace supervisors, or others in a more senior or experienced position who have first hand knowledge of the applicants work. You have been nominated by the volunteer as an appropriate person to complete the Third Party Confirmation (attached). You should only sign the Third Party Confirmation if you are confident that the volunteer could consistently follow the correct procedures. If you are uncertain about whether or not a person is ready to be signed off then you could check by doing any of the following. Ask questions and ask for a demonstration. Explain and demonstrate the tasks. Provide opportunities for the volunteer to practise the tasks and then observe and sign at a later stage. Provide feedback which briefly informs the volunteer that you are unable to sign off at this stage and that you believe they will benefit from further experience. It may be that your organisation is unable to provide suitable opportunities for learning aspects of the assessment. Seek the assistance of a qualified trainer or training organisation such as TAFE, state/territory volunteer centre or an official in your organisation who can provide feedback to the volunteer and make alternative arrangements for assessment.

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?

Do you have first hand experience of the volunteers work?

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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Third party report


Name of volunteer BSBCMN107A Operate a Personal Computer Organisation

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:

Signed by: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . . . . . . . . . . . . Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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.

Third party verification Please initial

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