Perform Computer Operations

MOUNTVIEW COLLEGE INC.
Operate a Personal Computer

Jun Santos
Learning Guide for Instructor
© 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,
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designers disclaim all and any liability to any person, whether a purchaser of this
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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 i
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
ii 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 iii

iv Table of Contents
Introduction
Welcome to BSBCMN107A Operate a Personal Computer. This Learning Guide is
designed to support you in learning about using a personal computer in the basic
tasks that many volunteers do. This could be anything from opening and printing
documents stored on the organisation’s 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 1
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.
2 Introduction
Reflective thinking
This is simply thinking about your experience, going over it in you mind.
Experience gets changed into real learning this way. For example, you think
that the lawnmower needs to be easily obtained if volunteers are going to stay
motivated to help with the mowing. You decide to find out what the procedure
is supposed to be.
Conclusions
These are the ideas or answers that come from your reflective thinking. For
example, you realise that systems that are known and followed are important to
successful activities. You conclude that you will talk to some other volunteers
and devise a better system.
Planning
This is planning some action following from your conclusions, for example,
you talk to others and plan the best way to manage easy access to the
lawnmower. You put this into action and this in turn becomes the start of the
next cycle of learning.
Additional support
If you think you might need help with language, reading and writing or using
numbers, then talk with someone who can help you work out what help you
need and the best way to get it.
You could talk with:
• your supervisor or trainer

• a co-worker or friend
• a person at your local library, TAFE college or community centre
• your manager or coordinator of volunteers.
The above people may also be helpful if you need help and support with
special requirements because of limited mobility, hearing impairment or
visual impairment.
Introduction 3
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.
4 Introduction
Introduction 5
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 Computer is started or user logged on according to procedures.
1.2 Basic functions and features are identified using system information.
1.3 Desktop configuration is customised if necessary with assistance

from appropriate persons.
1.4 Disks are erased and formatted as necessary.
1.5 Available help functions are used as required.
Element 2
Navigate and manipulate desktop environment.
2.1 Desktop icons are correctly selected, opened and closed to access features
(directories/folders, files, network devices, recycle bin and waste basket).
2.2 Different roles and parts of the desktop window are identified
for particular functions.
2.3 Desktop windows are opened, resized and closed for navigation purposes.
2.4 Shortcuts from the desktop are created if necessary with assistance
from appropriate persons.
Element 3
Organise basic directory and folder structures.
3.1 Directories/folders with subdirectories/subfolders are created and suitably
named.
3.2 Directory/folder attributes (size, dates, etc) are identified.
3.3 Subdirectories/folders are moved between directories/folders.
3.4 Directories/folders are renamed as required.
6 Introduction
3.5 Directories/folders and subdirectories/folders are accessed via different paths.
Element 4
Organise files for use and/or organisational requirements.
4.1 The most commonly used types of files in a directory/folder are identified.
4.2 Files are created and suitably named when required.
4.3 Groups of files are selected and opened and renamed as required.
4.4 Files are copied or cut and pasted across directories.
4.5 Files are copied to disk where necessary.
4.6 Deleted files are restored as necessary.
4.7 Software tools are used to locate files.
Element 5
Print information.
5.1 Information printed from installed printer.
5.2Progress of print jobs viewed and deleted as required.
5.3Default printer is changed for installed list if available.
Element 6
Shutdown computer.
6.1 All open applications are closed.
6.2 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 7
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.
8 Introduction
If you find that almost all your boxes are shaded in columns 4 or 5 of the Self
Assessment, you will probably only need to familiarise yourself with the
particular requirements of your volunteer involving organisation. You could
then proceed to apply to an RTO for Recognition if you wish to do so. If you
decide to apply for Recognition you could make use of the Work Record
Portfolio activities in this book or collect together other evidence to prove
your experience.
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 9
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 else’s 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.
10 Introduction
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.
Introduction 11
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. Read this Learning Guide.
2. 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.
3. If the volunteer could apply for Recognition of Current Competency
(RCC), locate a person willing to verify their activities and testify to
their competence.
4. Collect together relevant documents which explain the policies
and procedures relevant to this unit (eg, instruction manuals,
forms, procedures, policies, reporting requirements).
5. Make sure you know how and where to access the information the
trainee needs (eg, blank forms, policies, instruction manuals).
6. Make sure you know where information is sent or stored or reported to
after it is collected or recorded.
7. Think about and perhaps write down the steps and key tips for
success related to the use of equipment.
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.
12 Introduction
Show any of the following:
• how a record or form is completed to the standard required

• how a piece of equipment is used, cared for, cleaned and stored
• how to report a fault or problem
• how to submit, store or file a record
• where to locate information or equipment.
Provide an opportunity for the trainees to observe or work alongside another
skilled person if necessary.
You can support ongoing learning by:
• creating opportunities for practice by having the volunteer undertake a

task while you watch (for example complete form/record or use a piece
of equipment)
• checking their work to see if it is being done correctly
• providing encouragement and positive feedback along with handy
advice for improvement.
You will need to conclude the training by:
• ensuring that all relevant forms are completed, signed and returned to the
trainee promptly
• acting as an advocate for them or providing assistance in dealing with
an RTO if necessary.
Introduction 13
14 Introduction
SECTION 1 Getting Started
Almost all volunteer organisations use computers to keep records, prepare

documents and generally manage their affairs. If you are using this Learning
Guide it is likely that, as part of your role as a volunteer, you will be required
to use a computer.
Perhaps you have been using a computer regularly at home, and now you would
like to learn the correct ways to operate the workplace computer. Or maybe you
have not had much computer experience, but would like to learn some skills to
contribute further to your volunteer organisation’s 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 15

Self assessment
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BSBCMN107A Operate a personal computer
Element 1: Start computer and basic system information and features
Element 2: Navigate and manipulate desktop environment
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?
16 Getting Started - Section 1

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
'D' drive
box
'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.

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.

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.

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. We’ll 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, it’s already on.
The computer’s 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.

Learning activity - Starting the computer
1. Check if the computer is on—look for lights on the front of the computer.
2. If has not been turned on, find the power button and start the computer.
3. 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.

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. It’s better to use the term ‘cursor’
or ‘pointer’ as it doesn’t 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 we’ll 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)

• 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. Turn on your computer and wait for it to get started.
2. Move your mouse around. Notice how the arrow on the screen moves
as you move the mouse.
3. Position the point of the arrow on the Start button on the bottom left hand
corner of the screen.
4. Click the left mouse button lightly. The Start menu will pop up.
5. Move the arrow (by moving the mouse) up the menu until Program
is highlighted.
6. 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.
7. Or, from the Accessories menu, move across to Games and then
to Solitaire. Click the left mouse button to open the game.

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. Click on the icon My Computer.
2. Go to the View menu and ensure that the option Details has been
selected-it should have a black dot beside it. You will see a screen similar
to the one below, listing the available drives.
3. Read the capacity of the hard disk (C:Drive), and any other drives.

Note to coach
At this stage it would also be useful to check that the volunteer is aware of any
networked drives, and your organisation’s 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. Turn on your computer and wait for it to get started. Log on if applicable.
2. Right click on the My Computer icon and select Properties
3. Click on the tab for General
4. Read the name of the computer’s operating system
5. Close the My Computer window.

Windows® Operating System
Now let’s look at the computer’s operating system.
The three basic parts of the Windows® operating system are
• the Desktop - including Taskbar and Start button

• icons
• windows.
The Desktop
That’s 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.

Learning activity - the Taskbar
1. Open My Computer (double click on the icon on the Desktop).
2. Look at the Desktop Taskbar for the icon named ‘My Computer’.
3. Open My Documents (double click on its icon). Can you see its icon on
the Taskbar?
4. Open the Recycle Bin.
5. Check the Taskbar for its icon.
6. 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.
7. 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.
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!

Learning activity - The Start button
1. Click on the Start button.
2. Run the cursor up the menu to Documents.
3. Slide the cursor across and select My Documents.
4. You will see a list of the documents that have been saved to that folder
- don’t open one at this stage.
5. Slide the cursor up or down the Start menu and select Programs.
6. You will see a list of the programs that are available on the computer.
7. 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.

Using Help
One of the items in the Start menu is Help. It is so useful that we’ll 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. Open Help.
2. Think of a specific question you would like answered such as, ‘How do
I change the Assistant?’
3. Use all three options to find an answer.
4. 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.

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. Find the icon for the Recycle Bin.
2. Double click to open it.
3. Close it by clicking on the X in the top right corner of the window.

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. Open the program Word.
2. Type a sentence.
3. Find and click on the Print icon on the toolbar - if the computer is
connected to a printer, the document will be printed.

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. Open the My Documents folder
2. Scroll through the contents to find a folder.
3. Open the folder and check if it has other folders inside, or only files.
4. Find a file. Open and check. It should just open as a single document
such as a Word document, a graphic or a spreadsheet.
5. Repeat these exercises until you are sure you understand the
difference between files and folders.

Windows
When you use the computer you’ll notice that every program or document you
open and every exchange (dialog) between you and the computer happens in its
own window. Let’s 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.

Learning activity - Windows
1. Double click on the My Computer icon on your Desktop. It may be

called This Computer in network situations.
2. 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:).
3. 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.
4. 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.
Move a window
1. Click on the Title bar but don’t release the mouse button.
2. ‘Drag’ the window to a new position by moving your mouse.
3. Release the button when the window is in the desired position.
Resize a window
1. Bring the tip of the cursor to any outside border of the window.
2. When it changes from normal arrow to double-headed arrow click and

drag the border to change the size of the window.
3. 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.
2. 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.

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. Double click to open My Computer.
2. Minimise the window then restore it by clicking on its icon on the Taskbar.
3. Maximise the window then Restore it to its former size.
4. 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.

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.

Learing activity - Menus
1. Click on Start.
2. Go to Programs and open Microsoft® Word by clicking on the icon.
3. Identify the three bars at the top of the window.
4. Go to the Menu bar and click on the File menu; look at the items
it contains.
5. Move your mouse pointer across the other menus (they will
open automatically) and look at what they contain.
6. Hold your mouse pointer over each tool on the Toolbar and read the pop-
up 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.

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 toolbar’s name to change its status between ‘visible’
and ‘hidden’.
Learning activity - Toolbars
1. Click on Start, highlight Programs and open Microsoft® Word.
2. Take note of which toolbars are displayed -the Standard and Formatting
toolbars are normally displayed but others may also be visible.
3. Open the View menu and select Toolbars.
4. ‘Untick’ the Standard toolbar and check to see what tools have gone.
5. Repeat to hide the formatting toolbar and check again.
6. Now go to the View menu and restore the two toolbars that you
have hidden.

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 don’t 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.

To erase a floppy disk
1. Open My Computer.
2. Right click on the floppy disk icon to open a list of options.
3. Select Format - this will open the Format dialog box.
4. Select Quick (erase) from the format type options and click OK.
5. When the format has finished, a Format Results window will appear.
Click OK.
6. 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. Erase the disk, following the instructions above.
2. Check the disk when you have finished - it should be blank.

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. Go to the desktop.
2. Using the mouse, right click on an empty space on the desktop.
3. Select Active Desktop from the shortcut menu that appears.
4. 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:
2. Right click an empty space on the desktop. A shortcut menu will appear.

3. Select Arrange Icons from the shortcut menu.
4. 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 don’t 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. Go to Windows Explorer.
2. Right click on the program or file you want to create a shortcut for.
This will bring up a shortcut menu.
3. Click on Create Shortcut.
4. A shortcut will appear in Windows Explorer
5. Click on the shortcut icon and drag it to the desktop.
6. Or, click on Send to and select Desktop (as a shortcut).

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 organisation’s 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.

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.
Files and Folders - Section 2 45

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Element 3: Organise files for use and/or organisational requirements.
Element 4: Organise basic directory and folder structure.

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?
46 Files and Folders - Section 2

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.

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. Right click on the desktop.
2. Select New from the shortcut menu that appears.
3. 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.

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).
2. Click on the New Blank Document icon on the toolbar - a new document
will be opened. Notice its default name - ‘Document 2’.
3. Close Word without saving the documents.
4. Right click on the desktop, select New then select Microsoft

Word Document - a new document will open.
5. 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.
6. 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.
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.

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 .doc
Paint .bmp
Microsoft Excel .xls
Microsoft Access .mdb

Learning activity - View file types
Follow these steps to view file types:
1. Go to Windows Explorer.
2. Click on View from the tool bar.
3. Select how you want files displayed, eg, Details shows files as a list
with details of the file type and size (see screen below).
4. In the ‘Type’ field you will notice different types of files, depending
upon the program used and the way the files have been saved.

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 file’s ‘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. Open Explorer.
6. Select the folder the file is in and left click to open it.
7. Right click on the file.
8. Click on Properties from the shortcut menu that appears.
9. A dialog box will appear. Click on each of the tabs to read all
the information available on the file.

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 file’s 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. Double click on the Recycle Bin icon on the desktop to open it.
2. Right click on the file you would like to restore.
3. Click on Restore from the shortcut menu that appears.

Learning activity - Deleting and restoring files
Follow these steps to delete the file named Test.doc that you created earlier.
1. Find and open the folder My Documents.
2. Find the file Test.doc.
3. Right click on the icon and select Delete.
4. Confirm this action by clicking on Yes in the dialog
box. Follow these steps to restore the file Test.
1. Find and open the Recycle Bin.
2. Find the file Test.doc.
3. Right click on the icon and select Restore.
4. 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 organisation’s 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 computer’s 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.

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 computer’s 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.

Learning activity - Looking at the Hard Drive folder system
1. Right click on My Computer and select Explorer
2. Click on the + sign beside a folder and record its name and the names of
2 or 3 subfolders
3. Click on the - sign to collapse (close) the folder.
4. Find the folder Programs
5. Click on the + sign to display the contents.
6. Select one program and, clicking on the + signs, progressively display

the contents of all subsidiary folders.
7. Note how many ‘levels’ of folders there are.
8. Collapse all folders and close My Computer.

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. Open Explorer.
2. Click on File in the top toolbar.
3. Scroll down to New on the menu.
4. Click on Folder from the submenu.
5. Give the folder a name.
Creating subfolders
To create subfolders, follow these steps.
1. Open the folder in which you want the subfolders to be.
2. 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 organisation’s 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.

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 computer’s drives, or on a floppy disk.
1. Imagine that you have been asked to organise a fund-raising event.
You decide to run a raffle.
2. Create a set of folders and subfolders in which to store your work.
3. Main folder name: raffle 2004
4. Subfolder names: sponsors, publicity, ticket sales
5. Sub-sub-folder names: - posters, newspaper - to be created inside the

publicity subfolder.
6. 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.

Learning activity - Folder View options
1. Right click on My Documents and select Explore.
2. Click on the View menu and see which option is selected (look for
black dot).
3. If necessary, change the view to Details.
4. Look at the Contents area of the window (right pane) to see what
details are shown.
5. 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 computer’s 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.

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.

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. Select the file or folder that you wish to rename.
2. From the File menu select Rename - this highlights the current name.
3. Type the new name - it will replace the highlighted text.
4. Tap the Enter key to save the change.
Alternatively
1. Double click on the name of the file or folder to highlight it then

follow steps 3 and 4 above, or
2. 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. Open Explorer.
2. Right click on the folder you want to move.
3. Click on Cut in the shortcut menu that appears.

4. Find the folder you want to move your file or folder into (the
‘destination’ folder).
5. Right click on an empty space in this folder.
6. 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.

Learning activity - Move a folder
1. Find the set of folders you created in Learning activity 23
2. Use the steps outlined above to move the folder Posters from the
Publicity folder to the Ticket Sales folder.
3. 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. Open Explorer.
2. Right click on the folder you want to move.
3. Click on Copy in the shortcut menu that appears.
4. Find the folder you want to put your copied file or folder into
(the destination folder).
5. Right click on an empty space in this folder.
6. 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.

Learning activity - Copying a file to a floppy disk
Have a floppy disk in the disk drive before you start this activity.
1. Right click on My Computer and select Explore.
2. Use the Folder area (left pane) to find the folder containing the file to
be copied.
3. Click on the folder’s icon to show its contents in the Contents area
(right pane).
4. Right click on the file to be copied and select Copy.
5. Find the Floppy Disk icon in the Folders area.
6. Right click on the icon and select Paste.
7. Click on the floppy disk icon and check that the file has been
copied successfully.
8. 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.

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:
2. Click on Start in the bottom-left corner.
3. Click on Find from the submenu.
4. Select Files or Folders. A dialog box will appear.
5. If you know the name of the file or folder, enter it in the ‘Named’ text box.
6. If you can’t remember the name of the file, enter some words that
you know will be in the document.
7. 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.

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.
Managing Printers and Shutting Down the Computer - Section 3 67

Self assessment
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Element 5: Print information
Element 6: Shutdown computer

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?
68 Managing Printers and Shutting Down the Computer - Section 3

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 program’s 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.

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. Click the Start button in the left corner of the screen.
2. Scroll up to Settings on the menu.
3. Select Printers from the submenu.
4. Double click on the printer for the task.
5. Right click on the print job you wish to cancel from the print jobs listed.
6. 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:
2. Scroll up to Settings on the menu that appears.
3. Click on Printers on the submenu.
4. Right click on the printer you want to set as the default printer.
5. Choose Set as Default from the submenu that appears.

Learning activity - Printing a document
In this activity you will print two copies of the first page of a document.
1. Open a Word document that is more than one page in length.
2. Select Print from the File menu.
3. Select Current page.
4. Select 2 in the number of copies box.
5. Click OK to confirm your choices.
6. 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.

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

2. Click the Shutdown option.
3. Select shutdown the computer from the dialog box that appears.
4. Click OK to confirm your choice.
Turning off the power

After you’ve 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 it’s 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 you’re finished.

Learning activity - Shutdown the computer
Take yourself through the following three steps:
1. Close any programs that are running - remember to check the taskbar in
case some have been minimised.
2. Go to Start and follow the procedure for shutting down the
Windows Operating System.
3. 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.
4. Check that no lights are glowing on the front of the computer box.
Portfolio record - Shutting down the computer

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

Resources
Norton, P & Mueller, J P, BSBCMN107A Operate a Personal Computer, published
by Sams Publishing, 201 West 103rd St., Indianapolis, Indiana 46290.
The Knowledge Base - Microsoft website, www.microsoft.com
Microsoft Windows Millenium Edition Training Manual, Interim

Technology Learning Media, Level 1, 31 Market St, Sydney NSW 2000.
In Focus Manual (Infoc130.pdf), ISBN 1 74007 389 4, published by Watsonia
Publishing, 47 Greenaway St, Bulleen VIC 3105 (provided by NVSC).
Using a Computer (CMN107AUsingacomputer.pdf), developed, published and

distributed by Aspire Training & Consulting, Level 11, 10 Queens Rd,
Melbourne VIC 3004 (provided by NVSC).
Resources 75
Resources 76
Portfolio Record
Operate a Personal Computer
Portfolio Record 77
78 Portfolio Record
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.
..................................................................................
..................................................................................
..................................................................................
..................................................................................
Portfolio Record 79
Using Windows
Fill in the table for the processes you use in the Windows Operating System on the
organisation’s computer:
Process Reason for using
eg, Maximise a window
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 Program is used for Example of a file name
eg, Word Used to create documents report.doc
80 Portfolio Record
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:
..................................................................................
..................................................................................
..................................................................................
..................................................................................
Portfolio Record 81
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?
.......................................................................
.......................................................................
.......................................................................
.......................................................................
82 Portfolio Record
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 applicant’s 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 volunteer’s application.
Portfolio Record 83
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: . . . . . . . . . . ................................................ ..... ......... .....
Volunteer’s 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
Do you have any formal qualifications in assessment and /or workplace training? Yes No
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 volunteer’s work? Yes No

Please briefly describe how you know about the standard of the applicant’s work relevant to the
tasks you have been asked to comment on? (Use reverse side if needed)
Signature:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date. . . . . . . . . . . . . . . . . . . . . . . .
84 Portfolio Record
Third party report
Name of
volunteer
Operate a Personal
BSBCMN107A Organisation
Computer
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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 volunteer’s competence against the unit.
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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Portfolio Record 85
86 Portfolio Record

Perform Computer Operations

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Perform Computer Operations

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MOUNTVIEW COLLEGE INC.

Operate a Personal Computer

Published by Volunteering Australia

Enquiries should be directed to:

National Volunteer Skills Centre

Institute of TAFE Tasmania, development, desktop publishing and layout

Section 1: Getting Started

Section 2: Files and Folders

Section 3: Managing Printers and Shutting Down the Computer

Portfolio Record .............................................................................................. 77

Table of Contents iii

This Learning Guide is divided into four parts.

Work Record Portfolio includes forms for you to complete as evidence to

Becoming a self-directed learner

• your supervisor or trainer

Gaining formal qualifications for your volunteer work

1.3 Desktop configuration is customised if necessary with assistance

1.4 Disks are erased and formatted as necessary.

1.5 Available help functions are used as required.

3.2 Directory/folder attributes (size, dates, etc) are identified.

3.3 Subdirectories/folders are moved between directories/folders.

3.4 Directories/folders are renamed as required.

4.2 Files are created and suitably named when required.

4.4 Files are copied or cut and pasted across directories.

4.5 Files are copied to disk where necessary.

4.6 Deleted files are restored as necessary.

4.7 Software tools are used to locate files.

5.2Progress of print jobs viewed and deleted as required.

5.3Default printer is changed for installed list if available.

6.2 Computer is shutdown in accord with user procedures.

If you are interested in knowing more about this unit of competency go to

In the Search by national CODE box, type in the competency code.

You will find details about the unit of competency here.

How do I contact an RTO?

Click on Registered Training Organisations and then search

What skills do I need?

Creating a Work Record Portfolio for RCC

A Work Record Portfolio is simply a collection of documents that show the

The following types of workplace documents may be useful as evidence

• reports you have written

Hints for presenting your portfolio

Finding a coach or support person

It is important to ask them as early as possible so that they know to pay

Indicates that learning action could be taken.

Indicates questions for you to think about or

Indicates important points or information about a

Indicates that you need to complete a Work Record

Indicates a note to your coach to help guide you.

In order for your volunteer to experience success in learning the procedures

Now it is time to demonstrate how to do the task.

• how a record or form is completed to the standard required

You can support ongoing learning by:

• creating opportunities for practice by having the volunteer undertake a

Almost all volunteer organisations use computers to keep records, prepare

Getting Started - Section 1 15

This is a summary of the skills and knowledge needed to be able to meet

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

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?