TOPIC 2

OVERVIEW OF COMPUTING TECHNOLOGY

LEARNING OBJECTIVES
1.

2.

3.

Describe and differentiate functions of computer hardware Distinguish different types of computer software Explain about file management

UNDERSTANDING THE COMPUTER

A computer is an electronic device, operating under the control of instructions stored in its own memory, that can accept data, process the data according to specified rules, produce results, and store the results for future use.

A program is a list of instructions that tells a computer how to perform four basic operations: input, processing, output, and storage.

TYPES OF COMPUTERS
PC, Microcomputer

Notebook Laptop

TYPES OF COMPUTERS
Type Physical size Processing Speed Number of Users
One stand alone or many way access it through a network
Up to several hundred

Micro-computer or Fits in hand, on lap, Up to 400 Personal or on desktop MIPS Computer (PC)

Mini-computer

Small cabinet; may fill a small room with accompanying peripherals

Up to 1000 MIPS

TYPES OF COMPUTERS
Type
Mainframe

Physical size

Processing Speed

Number of Users
Hundreds to thousands

Computer requires Up to several a partial room: may thousands occupy several MIPS rooms with accompanying peripherals Entire room of equipment Up to 10,000 MIPS

Supercomputer

Hundreds to thousands

COMPUTER SYSTEM

Hardware

Software

A collection of related computer components that are designed to work together. A system includes hardware and software.

OBJECTIVE 1
Describe and differentiate functions of computer hardware

COMPUTER HARDWARE

Hardware is the computers physical components. The components include: Input devices Enable users to enter data into the computer for processing. Processing circuitry Components located in the systems case that transform data into information.

 Output

devices Peripherals that show the results of processing. Storage devices Used to store all the programs and data that the computer uses. Communication Devices Used to move data between computers

What is a communications device?

Hardware component that enables a computer to send and receive data, instructions, and information Occurs over cables, telephone lines, cellular radio networks, satellites, and other transmission media

COMPUTER HARDWARE
STORAGE DEVICE

INPUT DEVICE

PROCCESING DEVICE

OUTPUT DEVICE

INPUT DEVICES
Keyboard & Mouse Digital Cameras

Touch Screen
Stylus Pen

Microphone

Input devices are any hardware components that enable you to enter programs, data, commands, and responses into the computers memory.

COMMON INPUT DEVICES

Keyboard

Mouse pointing device

Microphone speech-recognition

KEYBOARD ENTRY
TRADITIONAL KEYBOARD

SPECIAL INPUT DEVICES

Magnetic-ink Character Recognition (MICR) Read documents that are encoded in magnetic ink. Ex: Check, turnaround documents.

Magnetic Ink Character Recognition, or MICR, is a character recognition technology used primarily by the banking industry to facilitate the processing of cheques. The technology allows computers to read information (such as account numbers) off of printed documents. Unlike barcodes or similar technologies, however, MICR codes can be easily read by humans (wiki, 2010)

Optical Character Recognition (OCR)

Read characters from document whether hand-written, typed or computer-generated.

The mechanical or electronic translation of scanned images of handwritten, typewritten or printed text into machine-encoded text. It is widely used to convert books and documents into electronic files, to computerize a record-keeping system in an office, or to publish the text on a website (wiki,2010).

Bar code reader or Point-of-sales (POS) recorder

Reads universal product codes with light reflected from projecting a laser onto the object to be scanned

SPECIAL INPUT DEVICES

Image-reading Devices (Scanner) Converts image into electronic form. The images are often of source documents, such as checks and they may be photographs, blueprints, handwritten notes, etc.

Cards with magnetic stripes Magnetic stripes contains information such as name address, account number, employee id number, etc.
o

Eg: ATM cards, Smart Cards

ONLINE INPUT DEVICES

Capture

data directly into the computer system at the point where transactions originate. errors reduced. and data-entry costs are

Input

Timely

data processing

PROCESSING DEVICES
Motherboard Expansion Card

Central Processing Unit CPU

Random Access Memory RAM

PROCESSING DEVICES
Central

processing unit (CPU) The computers processing circuitry. It is also called a microprocessor. A wafer of silicon that contains a complex electronic circuit. The computers main circuit board.

Chip

Motherboard

WHAT IS THE SYSTEM UNIT?

Case that contains the electronic components of the computer that are used to process data
Sometimes called the chassis

THE SYSTEM UNIT

What is the motherboard? of the Main circuit board

system unit Contains expansion slots, processor chips, and memory slots Also called system board Connects all components & allow communication between devices

WHAT ARE TWO MAIN COMPONENTS ON THE MOTHERBOARD?

Processor
Also called a Central Processing Unit (CPU) The electronic component that interprets and carries out the basic instructions that operate the computer

Memory
Consists of electronic components that store instructions waiting to be executed and data needed by those instructions

PROCESSING DEVICES..
Expansion

slots A receptacle designed to accept a plug-in expansion card. An opening, or socket,on the motherboard that can hold an adapter card
Expansion

card Used to connect peripherals (input/output devices) to the motherboard.

CPU /PROCESSOR
The internal part of the computer that executes the instruction given to it by computer programs. Core of the computer Interprets and carries out basic instructions that operate a Consists of computer 1) Control unit 2) Arithmetic-Logic unit (ALU) 3) Primary storage unit/Primary memory

Processor
Control Control Unit Unit Arithmetic Arithmetic Logic Unit (ALU) Logic Unit (ALU) Instructions Data Information

Input Devices

Data

Memory
Instructions Data Information

Information

Output Devices

Storage Devices

CONTROL UNIT
Direct & coordinate the actions of all other components Tells the rest of the computer system how to carry out a programs instruction Directs the movement of electronic signals between memory (temporarily holds data, instruction & processed info) and the arithmetic logic unit

PRIMARY STORAGE UNIT/MEMORY

Main memory serves as repository where data received, input devices, instructional computer software and arithmetic logic operations are brought together in this unit.

 What

is memory?

Electronic components that store instructions, data, and results Consists of one or more chips on motherboard or other circuit board Each byte stored in unique location called an address, similar to seats in a concert hall

How is memory measured?

By number of bytes available for storage

Term Abbreviation Approximate Size

Kilobyte KB or K 1 thousand bytes Megabyte MB 1 million bytes Gigabyte GB 1 billion bytes Terabyte TB 1 trillion bytes

Where does memory reside?

Resides on small circuit board called memory module Memory slots on motherboard hold memory modules

dual inline memory module

memory slot memory chip

Two types of memory : Random Access memory (RAM) Read only-memory (ROM)

MEMORY

RAM

RAM chips hold the program (sequence of instructions) and data that the CPU is presently processing.
Two types: Static RAM Dynamic RAM

MEMORY

What is random access memory (RAM)?

Memory chips that can be read from and written to by processor
Also called main memory or primary storage Most RAM is volatile, it is lost when computers power is turned off

The more RAM a computer has, the faster it responds

What are two basic types of RAM chips?

Most common type Do not have to be re-energized as often as DRAM

Must be re-energized constantly

Static RAM Dynamic (SRAM) RAM (DRAM)

Faster and more reliable than DRAM chips

Newer Type: Magnetoresistive RAM (MRAM)

How

do program instructions transfer in and out of

RAM

RAM?
Step 1. When you start the computer, certain
Operating system interface
operating system files are loaded into RAM from the hard disk. The operating system displays the user interface on the screen.

Operating system instructions

Step 2. When you start a Web browser, the

Web browser instructions Web browser window
programs instructions are loaded into RAM from the hard disk. The Web browser window is displayed on the screen.

Step 3. When you start a paint program, the

Paint program instructions Paint program window
RAM

programs instructions are loaded into RAM from the hard disk. The paint program, along with the Web Browser and certain operating system instructions are in RAM. The paint program window is displayed on the screen.

Step 4. When you quit a program, such as the

Web browser, its program instructions are removed from RAM. The Web browser is no longer displayed on the screen.

Web browser program instructions are removed from RAM

Web browser window is no longer displayed on desktop

ROM

Only allows data & instruction to be retrieved. Two types of ROM:

Programmable

read Only Memory (PROM)

Instructions and data entered by users or programmers & cannot be altered.

Erasable

Programmable read Only Memory

(EPROM)

Instruction and data entered can be altered and re-altered.

What is read-only memory (ROM)?

Nonvolatile memory, it is not lost when computers power is turned off Three types:
EEPROM (electrically Firmware erasable programmable Manufactured with read-only memory) permanently written Type of PROM data, instructions, containing microcode or information PROM programmer (programmable can erase read-only memory) Blank ROM chip onto which a programmer can write permanently

Memory chips that store permanent data and instructions

ARITHMETIC LOGIC UNIT

Performs all operation specified by the control unit

to include calculation and logical operations

Arithmetic => fundamental math operation Logical operation => two pieces of data are compared to see whether one is equal to (=), less than (<) etc

Four operations of the CPU comprise a machine cycle

Step 1. Fetch Obtain program instruction or data item from memory Memory Step 4. Store Write result to memory
ALU

Processor

Step 3. Execute Carry out command

Control Unit

Step 2. Decode Translate instruction into commands

How is a letter converted to binary form and back?

Step 1. The user presses the capital letter T (SHIFT+T key) on the keyboard.

T
Step 4. After processing, the binary code for the capital letter T is converted to an image, and displayed on the output device.

Step 2. An electronic signal for the capital letter T is sent to the system unit.

Step 3. The system unit converts the scan code for the capital letter T to its ASCII binary code (01010100) and stores it in memory for processing.

POPULAR CPUS
Intel
Pentium IV

Pentium III

Advanced Micro Devices (AMD)

Pentium MMX

Cyrix

Motorola (Apple)

CPU

CPU/Processor Capabilities depends on: Processing speed Measured by cycle time required to execute typical instruction e.g. million cycles per second (megahertz), Memory capacity The quantity of data and programs that can be stored in the primary storage unit where it is measured by kilobytes or megabytes (MB)

OUTPUT DEVICES

Output devices are peripheral devices that enable us to view or hear the computers processed data. any hardware component that can convey information to one or more people Visual output Text, graphics, and video. Audio output Sounds, music, and synthesized speech.

OUTPUT DEVICES
Monitor
Printer

Speakers

OUTPUT DEVICES
Monitors

Display processing results on a

screen. Cathode ray tube Monitor similar to televisions. Flat-panel displays (LCD) Monitor that uses liquid crystal diodes.

DISPLAY DEVICES

What is an LCD monitor?

Uses liquid crystal display Have a small footprint Mobile devices that contain LCD displays include Notebook computer, Tablet PC, ultra personal computer, portable media player, smart phone, and PDA

FLAT-PANEL DISPLAYS

What are some mobile devices that have LCD screens?

CRT MONITORS

What is a CRT monitor?

Contains cathode-ray tube (CRT)

Screen coated with tiny dots of phosphor material
Each dot consists of a red, blue, and green phosphor

Common sizes are 15, 17, 19, 21, and 22 inches

Viewable size is diagonal measurement of actual viewing area

OUTPUT DEVICES

What is a printer?
Output device that produces text and graphics on a physical medium Result is hard copy, or printout Two orientations: portrait and landscape

portrait

landscape

PRINTERS
Generate output on paper Impact printers Print heads strike a ribbon to produce an image.
Nonimpact

printers Transfer the image to the paper. Inkjet printers Laser printers

NONIMPACT PRINTERS
Forms characters and graphics without striking paper
Ink-jet printer sprays tiny drops of liquid ink onto paper Prints in black-and-white or color on a variety of paper types

DOT-MATRIX PRINTER
Impact printer that produces printed images when tiny wire pins strike ribbon
Impact printer forms characters by striking mechanism against inked ribbon that contacts paper

SPEAKERS, HEADPHONES, AND HEADSETS

What is an audio output device?

Computer component that produces music, speech, or other sounds Speakers and headsets are common devices

STORAGE DEVICES
Storage devices are:

Hardware that is capable of retaining data when the electricity is turned off. Able to read (retrieve) data from a storage medium (disk/tape).
Able to write (record) data to a storage medium.

STORAGE

Primary storage

Secondary storage

Volatile storage Temporary storage

Nonvolatile storage Permanent storage

Secondary storage characteristics

Media Capacity Storage devices Access speed

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 Media

or medium actual physical materials that holds the data and programs Capacity measures how much a particular storage medium can hold Storage devices hardware that reads data and programs from storage media (most also write to storage media) Access speed or access time measures the amount of time required by the storage device to retrieve data and programs Writing process of saving information to the secondary storage device Reading process of accessing information from secondary storage

STORAGE

What is capacity?
Kilobyte (KB)

Number of bytes (characters) a storage medium can hold

1 thousand Megabyte (MB) 1 million
Gigabyte (GB) Terabyte (TB) Petabyte (PB) Exabyte (EB) Zettabyte (ZB) Yottabyte (YB) 1 billion 1 trillion 1 quadrillion 1 quintillion 1 sextillion 1 septillion

STORAGE

Storage medium is nonvolatilecontents retained when power is off Memory is volatileholds data and instructions temporarily ON OFF
Screen Display

How does volatility compare?

Volatile

Display appears Data and instructions available to user Contents available to user

Display disappears Data and instructions erased Contents retained

Nonvolatile

Memory (most RAM) (chips on motherboard) Storage Medium (floppy disks, Zip disks, hard disks, CDs)

MEMORY VS. STORAGE

Storage (secondary storage), also known as mass media or auxiliary storage, refers to the various media on which a computer system can store data. Storage devices hold programs and data in units called files. Files are stored in directories or folders.

Memory is a temporary workplace where the computer transfers the contents of a file while it is being used.

WHY IS STORAGE NECESSARY? Storage:

Retains data when the computer is turned off. Is cheaper than memory. Plays an important role during startup. Plays an input role when starting applications.

Is needed for output.

Devices can hold a large amount of data.

CD / DVD Drive

STORAGE DEVICES
Hard Drive

Floppy Disk Drive

Zip Drive

Jazz Drive

Tape Drive

Micro Drive

SECONDARY STORAGE DEVICES

Most desktop microcomputer systems have floppy disks, hard disks, and optical disk drives Are used to save, back up, and transport data files and programs

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STORAGE MEDIA
Includes

all types of storage media. Magnetic storage media Uses magnetically sensitive material. Optical storage media Uses a laser beam to scan pits etched into a disc.

MAGNETIC STORAGE MEDIA

Magnetic tapes - Stored on reels or cartridge - Sequential access to the data stored - Usually used to backup data Advantages: 1) Huge storage capacity
2) 3) 4) 5) 6) Fast transfer rate Relatively low cost compared to magnetic dicks High reliability Reusability Portability

TAPE

What is tape?

Magnetically coated plastic ribbon capable of storing large amounts of data at low cost Primarily used for backup

 External

storage Provides sequential access

Information stored in sequence Slower than disks which provide

direct access
Magnetic

tape streamers or tape cartridges used by both mainframes and microcomputers

TAPE

How is data stored on a tape?

Sequential access Reads and writes data consecutively, like music tape Unlike direct access used on hard disks, CDs, and DVDs which can locate particular item immediately

MAGNETIC STORAGE MEDIA Magnetic disks -Most widely used -Called as direct access storage devices because data stored in magnetic disk can be access by computer system and immediately transferred to the primary storage unit. -Permanent addresses assigned to all locations on a magnetic disk where data is stored

FLOPPY DISKS

Portable or removable storage media Typically used to store and transfer small word processing, spreadsheet, and other types of files Floppy disk drives (FDD)

Store data and programs Retrieves data by reading electromagnetic charges Also called flexible disks and floppies

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HIGH CAPACITY FLOPPY DISKS

Known as a floppy-disk cartridge Require special disk drives Most widely used is the Zip disk

100 MB, 250 MB or 750 MB capacity Used to store multimedia, database, large text, and spreadsheet files

HARD DISKS

Use thicker, metallic platters for storage Faster than a floppy diskette Large capacity Sensitive instruments

INTERNAL HARD DISK

Located inside system unit

Designated as the C drive

Advantages over floppies
Capacity Access

speed

MAGNETIC STORAGE MEDIA

Magnetic disks Advantages: 1) all as magnetic tapes 2) direct access 3) mounting and removing data is not needed Disadvantages: 1) more expensive 2) less portable 3) data are often loss through destructive read- in.

OPTICAL STORAGE MEDIA

Optical disks -it has transparent, rigid optical reading devices. -also known as laser disk -usually can be read and retrieved but cant be erased or modified. WORM-write once read many -can store more data at a lower cost compared to magnetic disk -disadvantage -slow retrieval. -e.g. CD-ROM (400 to 600 MB of data)

OPTICAL DISCS

What are optical discs?

Flat, round, portable metal discs made of metal, plastic, and lacquer Can be read only or read/write Most PCs include an optical disc drive

Push the button to slide out the tray.

Insert the disc, label side up.

Push the same button to close the tray.

OPTICAL DISCS

How is data stored on an optical disc?

Typically stored in single track
Track divided into evenly sized sectors that store items
single track spirals to edge of disc disc sectors

OPTICAL DISCS

What is a CD-ROM?
Compact disc read-only memory Cannot erase or modify contents Typically holds 650 MB to 1 GB Commonly used to distribute multimedia and complex software

OPTICAL DISCS

What are CD-Rs and CDRWs?

Must have CD recorder or CD-R drive CD-R (compact disc-recordable) disc you can write on once
c

Cannot erase discs contents

CD-RW (compact disc-rewritable) erasable disc you can write on multiple times
ce

Must have CD-RW software and CD-RW drive

TYPES OF STORAGE TECHNOLOGIES

Sequential Hardware that reads and writes data in a serial (one after the other) fashion. Random-Access Hardware that reads and writes data without going through a sequence of locations.

Magnetic Hardware that uses disks or tapes that are coated with magnetic material.
Optical Hardware that uses laser beams to read data from plastic disks. Solid State Devices that use nonvolatile memory chips to read and write data.

SEQUENTIAL MAGNETIC STORAGE

Tape Backup Unit

Random-Access Magnetic Storage

Floppy Drive Hard Drive Jaz Drive Zip Drive

SEQUENTIAL OPTICAL STORAGE

CD-ROM / DVD Drive

Magnetic Optical Storage

Magneto-Optic (MO) Drive

SOLID STATE STORAGE

Memory Smart Card Stick

Flash Memory

Compact Flash Memory

PC Card

Micro Drive

OBJECTIVE 2

Distinguish different type of computer software

Computer

Language System Software Application Software

SOFTWARE
Software

consists of the programs that give the computers hardware its step-bystep instructions. Software is created by programmers using a programming language.
Also called a program

SOFTWARE
Programs contain units called files. Transferring a program into the computers memory is called loading. Once loaded into memory the programs instructions are carried out or executed.

TYPES OF SOFTWARE

System software All programs that help the computer function properly. Application software All the programs you use to perform a task such as writing a letter or browsing the World Wide Web.

System software

Application software

SYSTEM SOFTWARE

What is system software?

Programs that control or maintain operation of computer Two types are operating systems and utility programs

Operating system (OS) (sometimes called the platform) coordinates all activities among computer hardware resources

SYSTEM SOFTWARE

System software is divided into two categories: The operating system: Provides support for running application software. Coordinates the various functions of the computers hardware. System utilities: Are programs for optimizing computer performance.

OPERATING SYSTEMS

Manage computer resources Provide an interface between the users and computer Runs applications A collection of programs that handle technical tasks Every computer has an operating system

OPERATING SYSTEM

FUNCTIONS OF AN OPERATING SYSTEM

Performs three types of functions

Manages computer resources Coordinate memory, processing storage, and printers Monitor system performance Provide security Start-up the computer Provides user interface Character-based interface Graphical user interface (GUI) Runs applications Multitasking Foreground & background applications

FEATURES OF AN OPERATING SYSTEM

Booting (the process of starting a computer) Features in common with application software

Icons Pointers Windows Menus Dialog boxes Help

MORE ON OPERATING SYSTEMS

OS often called software environment or platform Operating systems commonly used by individuals

Windows most widely used Mac OS powerful and easy to use UNIX network; originally designed for Web LINUX non proprietary; free from the Web

USER INTERFACE

Controls how you enter data and instructions and how information displays on screen

Command-line interface Users type instructions at the keyboard, one line at a time. Examples: MS-DOS, PC DOS, UNIX

Graphical user interface (GUI) Users choose items from menus by using a pointing device to click on icons which represent resources and commands. Examples: Windows, Mac OS

COMMAND-LINE INTERFACE

GRAPHICAL USER INTERFACE

Allows you to interact with the software using text, graphics, and visual images such as icons Controls how you enter data and instructions and how the screen displays information

GRAPHICAL USER INTERFACE (GUI)

SYSTEM UTILITIES

UTILITIES

Specialized programs to make computing easier Most essential utilities

Troubleshooting or diagnostic programs Antivirus programs Uninstall programs Backup programs File compression programs

WINDOWS UTILITIES

Backup Disk Cleanup Disk Defragmenter

BACKUP

Utility program included with many Windows versions Makes a copy of all files or selected files that have been saved on a disk Helps prevent against disk failure

DISK CLEANUP

Identifies and eliminates nonessential files Frees up valuable space and improves system performance

DISK DEFRAGMENTER
Identifies and eliminates unnecessary fragments Rearranges files and unused disk space to optimize operations Speeds up file access

APPLICATION SOFTWARE

APPLICATION SOFTWARE

Application software includes all programs that enable us to use the computer in a useful way. Custom software is developed for specific needs. Packaged software is produced for the mass market.

BASIC APPLICATIONS

Basic applications are also called generalpurpose Common types

Word processors Spreadsheets Database management systems Presentation graphics

SOFTWARE SUITE

MS WORD

MS EXCEL

MS POWERPOINT

MS ACCESS

MS FRONT PAGE

A collection of full-featured standalone programs that usually share a common command structure and have similar interfaces.

OBJECTIVE 3

Explain about file management

DEFINITION AND CONCEPT

File management is a procedure to manage files and folders on a computer. It allows displaying of a list of files, organizing files in folders, copying, renaming, deleting, moving and sorting files and folders, and creating shortcut.

FILE MANAGER

A file manager is a utility that performs functions related to file management. These functions works in different way in different Operating Systems and depend on user interface design and, to some extent, the storage medium being used. E.g. Windows XP includes file managers called My Documents, My Pictures, and My Music. These file managers allow you to display a list of files on a storage medium.

LOCATING YOUR FILES

Files are managed based on their location on a storage device (E.g. A floppy drive, hard disk drive, removable disk drive) The hierarchy of directory:
Drive (C:) Directory/ Folder (C:\My Documents) Sub-directory/ Sub-Folder (C:\My Documents\KAS1013) File & Extension (C:\My Documents\KAS1013\Topic 2.ppt)

MANAGING YOUR FILES

To create new folder, go to File menu and click <New> and <Folder>. To performs tasks such as deleting, copying, moving, renaming, and creating shortcut, use Cut/Copy/Delete/Rename/Create Shortcut commands in the File menu, or when you right-click your mouse on the selected file name. You may also drag and drop the file to copy it to other drive.

FINDING A LOST DOCUMENT

Retrieving a document is simple if the location of the file is known. If not, several methods are possible to find the lost document:

Open up <My Computer> and look in each folder and drive. Click on <Start>, then <Search>, then <All files and folders>, and then type the file name. Click on <Start>, then <All Programs>, then <Windows Explorer>, and then search for your file name.

By Susan Ward, About.com Guide

10 FILE MANAGEMENT TIPS FILE MANAGEMENT BASICS FOR ELECTRONIC FILES

1. ORGANIZE BY FILE TYPES

Make applications easier to find by creating a folder called Program Files on your drive and keeping all your applications there. For instance, the executables for Word, PowerPoint, Simply Accounting and WinZip would all reside in the Program Files folder.

2. ONE PLACE FOR ALL.

Place all documents in the My Documents folder and no where else. So whether its a spreadsheet, a letter or a PowerPoint presentation, it goes here. This will make it easier to find things and to run backups.

3. CREATE FOLDERS IN MY DOCUMENTS

These are the drawers of your computers filing cabinet, so to speak. Use plain language to name your folders; you dont want to be looking at this list of folders in the future and wondering what TFK or whatever other interesting abbreviation you invented means.

4. NEST FOLDERS WITHIN FOLDERS

Create other folders within these main folders as need arises. For instance, a folder called Invoices might contain folders called 2004, 2005 and 2006. A folder named for a client might include the folders customerdata and correspondence. The goal is to have every file in a folder rather than having a bunch of orphan files listed.

5. FOLLOW THE FILE NAMING CONVENTIONS

Do not use spaces in file names, keep file names under 27 characters, and use all lower case. So a file named for a client should be jackdawson rather than Jack Dawson. If you break any of these rules, be consistent about it.

6. BE SPECIFIC

Give files logical, specific names and include dates in file names if possible. The goal when naming files is to be able to tell what the file is about without having to open it and look. So if the document is a letter to a customer reminding him that payment is overdue, call it something like overdue081206 rather than something like letter. How will you know who the letter is to without opening it? See the next point.

7. FILE AS YOU GO

The best time to file a document is when you first create it. So get in the habit of using the Save As dialogue box to file your document as well as name it, putting it in the right place in the first place.

8. ORDER YOUR FILES FOR YOUR CONVENIENCE

If there are folders or files that you use a lot, force them to the top of the file list by renaming them with a ! or an AA at the beginning of the file name.

9. CULL YOUR FILES REGULARLY

Sometimes whats old is obvious as in the example of the folder named Invoices above. If its not, keep your folders uncluttered by clearing out the old files. Do NOT delete business related files unless you are absolutely certain that you will never need the file again. Instead, in your main collection of folders in My Documents, create a folder called "Old" or "Inactive" and move old files into it when you come across them

10. BACK UP YOUR FILES REGULARLY

Whether youre copying your files onto another drive or onto tape, its important to set up and follow a regular back up regimen

END OF CHAPTER 2

Dont agonize. Organize.

Florynce Kennedy

Coming up next:

Chapter 3: Word Processing (Please bring your modul next class)