Operating personal Computer Level 1.pptx

Operate personal computer

1. Operate Personal Computer By: Instructor Kebar.M 10/30/2025 1

2. Content Start Computer, System Information and Features Navigate and Manipulate Desktop Environment Organize Basic Directory/ folder structure and files Organize User Files Operate Application Software 10/30/2025 2

3. Introduction to Module This module defines the competence required to operate a personal computer, including starting the PC, logging in, using and understanding desktop icons and their links to underlying programs, navigating a directory structure, saving work, printing, closing down the PC and working with word processing. This module covers the units: Start and Shutdown the computer Access basic system information Navigate and Manipulate desktop environment Organize basic directory/ folder structure and files Organize files for user and/or organization requirements Print information Operate application software 10/30/2025 3

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5. General Safety 10/30/2025 5

6. OHS Standards are Checked Input Voltage Follow the basic safety guidelines to prevent cuts, burns, electrical shock, and damage to eyesight. Poorly placed or unsecured cables can cause tripping hazards in a network installation. Cables should be installed in conduit or cable trays to prevent hazards. This is a partial list of basic safety precautions to use when working on a computer: Remove your watch and jewellery and secure loose clothing. Turn off the power and unplug equipment before performing service. Cover sharp edges inside the computer case with tape. Never open a power supply or a CRT monitor. Do not touch areas in printers that are hot or that use high voltage. Know where the fire extinguisher is located and how to use it. Keep food and drinks out of your workspace. Keep your workspace clean and free of clutter. Bend your knees when lifting heavy objects to avoid injuring your back. 10/30/2025 6

7. By: Kebar M 10/30/2025 7

8. What is Windows 10? Windows 10 is a Microsoft operating system for personal computers, tablets, embedded devices and internet of things devices. Microsoft released Windows 10 in July 2015 as a follow- up to Windows 8. Windows 10 has an official end of support date of October, 2025, with Windows 11 as it's successor. Windows 10 Features Microsoft Windows 10 Continuum allows users to toggle between touchscreen and keyboard interfaces on devices that offer both. Microsoft Edge debuted with Windows 10 and replaces Internet Explorer as the default web browser. Cortana integrates directly with the Bing Search Engine and supports both text and voice input. Windows 10 security Microsoft Windows 10 integrated support for multifactor authentication technologies, such as smartcards and tokens . In addition, Windows Hello brought biometric authentication to Windows 10, allowing users to log in with a fingerprint scan, iris scan or facial recognition technology. The operating system also includes virtualization- based security tools such as Isolated User Mode, Windows Defender Device Guard and Windows Defender Credential Guard. Windows 10 also expanded support for BitLocker Encryption to protect data in motion between users' devices, storage hardware, emails and cloud services. 10/30/2025 8

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10. Switching ON Computer Power Turning ON a Computer The first step is to turn on the computer. Make sure all the cables are plugged in correctly, and locate the power button. It's in a different place on every computer, but it will have the universal power button symbol (shown below). Once turned on, your computer takes time before it's ready to use. You may see a few different displays flash on the screen. This process is called booting up, and it can take anywhere from 15 seconds to several minutes. image of a power button icon 10/30/2025 10

11. The Keyboard and Mouse Right Click Left Click Scroll The Left button on a mouse is the default button used to click , select, drag to highlight a word and/or object and used as a pointer. Place the mouse pointer over the file or program you wish to launch and double- click on the left mouse button quickly. NOTE: that the mouse pointer is also called a cursor, but it is shaped differently. The keyboard cursor is also called the insertion point. The Right button on a mouse is typically used to provide additional information and/or properties of an item selected. The Scroll wheel that is located in the middle of the mouse is used to scroll up and down on any page without using the vertical scroll bar on the right hand side of a document or webpage. The scroll wheel can also be used as a third button on the mouse. The Side buttons are programmed to perform actions such as moving backward or forward through webpages in a web browser. 10/30/2025 11

12. Types of Cursors/ Mouse Pointers Arrow Cursor The arrow cursor is the standard cursor in computers. It is a small white arrow that points to the left and up, mainly used for general navigation in most programs. The arrow cursor indicates where you will type text or click and drag or drop the files or folders. Text Pointer/I- beam A text pointer is the second most common type of cursor that looks like a capital letter “ I ” and is often used to tell that text will be typed at the cursor’s location. This cursor is slightly different from another mouse pointer, as it does not have a particular shape. Hand Cursor The hand cursor type resembles a small white hand with a pointing finger usually indicates that the user can interact with some elements like a hyperlink or button . Hourglass/Waiting Cursor The waiting cursor is an indication that a program is busy and cannot accept input/response at that time , like when the program is performing a specific task, saving a document, copying files, loading a file or application, processing task information in the background, or downloading a file. 10/30/2025 12

13. Help Pointer The help cursor has a standard arrow, but along with a question mark or an exclamation mark is used to show that the user can get more information about an element being hovered on. Object Resizing Cursor The resize cursor is a small arrow with two small lines extending from the arrowhead, called a “double- headed arrow” cursor. It indicates that the user can resize an object by dragging one of the lines. Pencil Cursor A pencil cursor symbol located in applications like Paint or Adobe Photoshop usually appears when the user activates the pencil tool or another drawing tool. The pencil cursor indicates that you are in a drawing or painting program and can be used to draw free form lines or shapes. Precision Pointer The precision pointer is a specialized cursor icon use in precision tasks such as drawing, painting, and selecting objects. It is usually a tiny crosshair or plus sign ( + ) displayed on the monitor screen. White Cross Cursor If you have ever used Microsoft Excel , you must have seen this white cross cursor. It shows up when you are in edit mode to type text into the cell. 10/30/2025 13

14. 10. Move Cursor The move cursor type is a small arrow with four small lines that extend from the arrowhead on four sides. Its purpose is to move an object by clicking and holding down the left mouse button, then dragging it to the new position but not changing the size of a thing; it remains the same. Zoom In/Out Cursor The Zoom In/Out is a handy cursor that allows you to zoom in or out of an image or a paragraph text. The zoom in/out cursor is a kind of magnifying glass that indicates that the user can zoom in or out on an image or text, zooming by holding down the left mouse button, then moving the cursor up or down. Grab cursor The grab cursor is a small hand used to grab an object and move it by clicking and holding down the left mouse button and then holding it in place so that you can do different things with your mouse. Scroll cursor When you hold down the mouse’s scroll button, it changes the cursor into two arrows pointing up and down. This is called the scroll cursor. It is used to scroll up or down on the screen much faster by moving the mouse forward and backward slowly. Unavailable Pointer The unavailable pointer is a small circle with a line through it and tells that a resource is not currently available . This cursor is usually displayed when the user attempts to select a disabled or not available thing. 10/30/2025 14

15. Using your Keyboard 10/30/2025 15

16. How the Keys are Organized The keys on your keyboard can be divided into several groups based on function: Typing (alphanumeric) keys . These keys include the same letter, number, punctuation, and symbol keys found on a traditional typewriter. Control keys . These keys are used alone or in combination with other keys to perform certain actions. The most frequently used control keys are Ctrl , Alt , the Windows logo key and Esc. Function keys . The function keys are used to perform specific tasks. They are labelled as F1, F2, F3, and so on, up to F12 . The functionality of these keys differs from program to program. Navigation keys . These keys are used for moving around in documents or webpages and editing text. They include the arrow keys, Home , End , Page Up , Page Down , Delete , and Insert. Numeric keypad . The numeric keypad is handy for entering numbers quickly. The keys are grouped together in a block like a conventional calculator or adding machine. 10/30/2025 16

17. Typing text Whenever you need to type something in a program, e-mail message, or text box, you'll see a blinking vertical line ( | ) called the cursor or insertion point. It shows where the text that you type will begin. You can move the cursor by clicking in the desired location with the mouse, or by using the navigation keys (see the "Using navigation keys" section of this article). In addition to letters, numerals, punctuation marks, and symbols, the typing keys also include Shift, Caps Lock, Tab, Enter, the Spacebar, and Backspace. Key Name How to use it Shift Press Shift in combination with a letter to type an uppercase letter. Press Shift in combination with another key to type the symbol shown on the upper part of that key. Caps Lock Press Caps Lock once to type all letters as uppercase. Press Caps Lock again to turn this function off. Your keyboard might have a light indicating whether Caps Lock is on. Tab Press Tab to move the cursor several spaces forward. You can also press Tab to move to the next text box on a form. Enter Press Enter to move the cursor to the beginning of the next line. In a dialog box, press Enter to select the highlighted button. Spacebar Press the Spacebar to move the cursor one space forward. Backspace Press Backspace to delete the character before the cursor, or the selected text. 10/30/2025 17

18. Using Keyboard Shortcuts Keyboard shortcuts are ways to perform actions by using your keyboard. They're called shortcuts because they help you work faster. In fact, almost any action or command you can perform with a mouse can be performed faster using one or more keys on your keyboard. In Help topics, a plus sign (+) between two or more keys indicates that those keys should be pressed in combination. For example, Ctrl + A means to press and hold Ctrl and then press A. Ctrl + Shift + A means to press and hold Ctrl and Shift and then press A. Keyboard shortcuts appear next to menu items Choose menus, commands, and options You can open menus and choose commands and other options using your keyboard. In a program that has menus with underlined letters, press Alt and an underlined letter to open the corresponding menu. Press the underlined letter in a menu item to choose that command. 10/30/2025 18

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20. Parts of a Windows You'll see the same three buttons in the upper- right corner of almost every window. These buttons allow you to perform several functions, including these below. Click the Minimize button to hide the window. The window will be minimized to the taskbar. You can then click the icon for that window on the taskbar to make it reappear. Click the Maximize button to make the window fill the entire screen. If the screen is maximized, the Maximize button will be temporarily replaced by the Restore button. Just click it to return the window to its original size. Click the Close button to close the window. Press Alt + Spacebar to restore, move, size, minimize, maximize, or close the current window. 10/30/2025 20

21. Move a Window 1.With a window open, click and drag it at the title bar to a new location. If you have more than one monitor, you can drag the window to the additional monitor. 10/30/2025 21

22. Resize a Window Here's how you resize a window. 1.Click and drag the window at any of the window borders until it's at the desired size. 10/30/2025 22

23. Navigation pane Forward and Back buttons Ribbon Address bar Column headings Search box File and folder listing Preview/Details pane Status bar The Parts of File Explorer 10/30/2025 23

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25. Sleep Shutdown Restart Change Account Setting Lock Sign out User Account Pictures Settings Power www.gemechisbido.com 10/30/2025 25

26. The icons on the desktop can be sorted so it is easy to find them. This is a good way to group programs together that you use a lot. The long way to do this is to drag each icon with the mouse to a place on the desktop. A quicker way to sort by icons is to let the computer do it for you. The icons will sort themselves neatly in alphabetical (A- Z) order. You can also sort them by type, size or date. Sort by Desktop Icons Sort Your Desktop Right- click an empty spot of your desktop. Choose View, and then select an option to change how icons appear on your desktop. Choose Sort by, and then select an option to change how icons are sorted on your desktop. Your desktop icons are automatically sorted according to your specifications. 10/30/2025 26

27. Show, Hide , or Resize Desktop Icons To show or hide desktop icons Right- click (or press and hold) the desktop, point to View , and then select Show desktop icons to add or clear the check mark. Note: Hiding all the icons on your desktop doesn't delete them, it just hides them until you choose to show them again. 10/30/2025 27

28. This new browser is designed to give Windows users a better experience on the Web. It's faster, more secure, and includes a lot of new features. Microsoft Edge is meant to replace Internet Explorer as your default web browser, but you'll still be able to use another browser if you prefer. Microsoft Edge www.gemechisbido.com 10/30/2025 28

29. Similar to Siri and Google Now, you can talk to this virtual assistant with your computer's microphone. Cortana can answer questions like what’s the weather like today. Perform simple tasks like remind you to take out the trash, and much more. 10/30/2025 29

30. The new Action Centre is pretty different from previous versions of Windows. For example, it's been expanded to let you access frequently used settings, such as Wi- Fi connectivity and tablet mode. It's also where you'll see important notifications, so if your computer receives an update you'll get a notification about it here. Action Centre 10/30/2025 30

31. Show Desktop icons in Windows Your desktop icons may be hidden. To view them, right- click the desktop, select View , and then select Show desktop icons . To add icons to your desktop such as This PC, Recycle Bin and more: Select the Start button, and the select Settings Personalization > Themes . Under Themes > Related Settings , select Desktop icon settings . Choose the icons you would like to have on your desktop, then select Apply and OK . Note: If you are in tablet mode, you may not be able to see your desktop icons properly. You can find the program by searching for the program name in File Explorer. To turn off tablet mode, select action center on the taskbar (next to date and time), and then select Tablet mode to turn it on or off . 10/30/2025 31

32. Way 1: from Start menu Bring up the Start menu by pressing the Win key on your keyboard or by clicking the Win button on the lower left corner of Windows 10 desktop, then click the Power button, and then click Shutdown or Restart . Way 2: from Win+ X menu Open the Win+ X menu by pressing the Win+ X keyboard shortcuts or by right- clicking on the Win icon on the lower left corner of Windows 10 desktop, then point to the ''Shut down or sign out'' option, and then select Shutdown or Restart . Shutting down your Computer www.gemechisbido.com 10/30/2025 32

33. Way 3: with Alt+ F4 keyboard shortcuts Press the Alt + F4 keyboard shortcuts to open the Shut Down Windows dialog. Click the drop- down button under ''What do you want the computer to do'', then select Shut down or Restart and click OK . Way 4: by the Run dialog box Open Run dialog box by pressing the Win+ R keyboard shortcuts. To shut down your computer, type shutdown /s and click OK . www.gemechisbido.com 10/30/2025 33

34. Switch Users Way 1: from Start menu Bring up the Windows 10 Start menu, and then you can see the currently signed- in user's icon in the top left corner of the Start menu. Click on the user's icon, and then click the user account you want to switch to from the drop-down menu. Way 2: with Win + L Press Win + L keyboard shortcuts, so you can get to Windows 10 lock/login screen, from which you can select your desired user account to sign into the system. Way 3: with Ctrl + Alt + Del Press Ctrl + Alt + Del keyboard shortcuts, then select Switch user on the screen. Way 4: with Alt + F4 Step 1: Press Alt + F4 keyboard shortcuts to open the ''Shut Down Windows'' dialog. Step 2: Click the drop- down button under ''What do you want the computer to do'', select Switch user , and then click OK . www.gemechisbido.com 10/30/2025 34

35. Sign in to Windows Once the computer has booted up, it may be ready to use, or it may require you to log in. This means identifying yourself by typing your user name or selecting your profile, then typing your password . If you've never logged in to your computer before, you may need to create an account. www.gemechisbido.com 10/30/2025 35

36. Core Functions of Operating Systems www.gemechisbido.com 10/30/2025 36

37. What Is File System File System , also known as filesystem or fs , is a method and data structure that the operating system uses to control how data is stored and retrieved. By separating the data into pieces and giving each a name, the data is easily isolated and identified. Taking its name from the way a paper-based data management system is named, each group of data is called a 'file’ . The structure and logic rules used to name the groups of data and their names is called a 'file system'. www.gemechisbido.com 10/30/2025 37

38. In computers, a folder is the virtual location for applications, documents, data or other sub- folders . Folders help in storing and organizing files and data in the computer. The term is most commonly used with graphical user interface operating systems. What is a Folder in a Computer? How to Create a New Folder Navigate to the location where you want to place the New Folder. Right- click and select New . Select Folder. The folder will be displayed, with the default name "New folder.“ To change the name, type the new name for the folder and then press Enter . 1 2 3 4 www.gemechisbido.com 10/30/2025 38

39. Follow the steps mentioned below to use CMD for making new folders: Click on the search and type in "command prompt" to open CMD. Now in the CMD the user needs to choose the respective drive where he or she wants to create the folder. To do so type the drive name with ":" symbol after it and then press "Enter" from the keyboard. For example " D: " Now the command directory will be taken to the chosen drive. Use the " mkdir " command to create the folder in it. Suppose the folder should be named as "A" then type in following command and press "Enter" from the keyboard: " mkdir A “ Now the folder should be created. The folder can also be seen in Windows file explorer in the desired directory. Create Multiple Folders To create multiple folders by using command prompt follow these steps: Click on the search and type in "command prompt" to open CMD. Navigate to directory where the folder is needed to be created by " cd " command. For example " cd A " Now use "md" command to create multiple folders. Suppose the folders are to be named as "B', "C", "D", "E", then type in the command as follows " md B C D E F “ And press "Enter" from the keyboard. Create a Folder Using CMD www.gemechisbido.com 10/30/2025 39

40. 4. The subfolders should now be generated. The user can also observe them by Windows File Explorer. 10/30/2025 40

41. After the creation part is over now our primary concern is to understand how to open the folder using the command prompt. Follow these simple steps to achieve the feat. Click on the search and type in "command prompt" to open CMD. For reaching the desired folder use " cd " command, for example, to reach the folder named " A " type in the following command " cd A " Now type " start . " and press "Enter". How to Open a Folder in Command Prompt? 4. The windows file explorer will open the folder. 10/30/2025 41

42. Renaming the folder can be done by command prompt too with simple "REN'' i.e., rename command. Just read on these instructions to know how to use " REN " command: Click on the search and type in "command prompt" to open CMD. Now suppose the folder which is to be renamed is named as "A" and it is going to be renamed as "B" then type the " REN " command as follows: “REN“ Full Path of Folder" "New Folder Name“ ren "D:A" "B" How to Rename a Folder in Command Prompt? 3. Press "Enter" from the keyboard. www.gemechisbido.com 10/30/2025 42

43. After creation, opening, and renaming now comes the part of how to command prompt delete folder. Unnecessary folders pent up space in the hard drive. Command prompt can be employed in deleting these too by using "RD" i.e., removes directory command. Follow these set of instructions to use it properly: Click on the search and type in "command prompt" to open CMD. Navigate to the folder containing the file to be deleted by using the 'cd' command. Type the following command in the command prompt: RD /S /Q name_of_the_folder RD stands for remove directory. /S causes the deletion of all subfolders and files /Q will not show Y/N confirmation and will delete the files silently How to Force Delete a Folder Using CMD? www.gemechisbido.com 10/30/2025 43

44. Copy, Move, Delete, and Rename Files/Folders Copy a File Method 1: Right- click Click File Explorer icon. Go to the location where stores your file or folder. Click the name of the file or folder you wish to copy. Right- click the highlighted file or folder and click Copy Go to the destination folder, right- click the destination folder and click Paste . 1 2 www.gemechisbido.com 10/30/2025 44

45. Move Files or Folders Method 1 Click File Explorer icon Go to the location where stores your file or folder (hard drive, USB, etc.). Click the name of the file or folder you wish to move. Click the Home tab at the top (on the ribbon). Click the Move to button. Click Choose Location (if you don’t find the right spot on the drop-down menu). Go to the location you want to move for this folder. Click Move . Difference between Copying and Moving Files / Folders COPY- make a duplicate of the selected file or folder and place it in another location. MOVE- move the original files or folder from one place to another (change the destination). The move deletes the original file or folder, while copy creates a duplicate. www.gemechisbido.com 10/30/2025 45

46. Delete Files or Folders Click File Explorer icon. Go to the location where stores your file or folder. Click the name of the file or folder you wish to delete. Press the delete key (on the keyboard) or right click the file or folder and click Delete Recover a deleted file or folder Go to Desktop and click the Recycle Bin. Right- click the name of the file or folder (that you wish to recover) Click Restore . (The file or the folder will be restored to its original location.) www.gemechisbido.com 10/30/2025 46

47. Rename Files or Folders Click File Explorer icon. Go to the location where stores your file or folder. Right click the name of the file or folder you wish to rename. Click Rename (on the menu that opens up). Type a new name for the file and press Enter. Note: If a file is in use, Windows will not allow you to rename the file. Do not change the file extension of a file when renaming the file (file extensions often indicate the file type, file format, etc.). www.gemechisbido.com 10/30/2025 47

48. Navigate and Manipulate Desktop Environment Task 1: Create word file in desktop name it file01 Task 2: Open the file Task 3: Practice sizing, moving, maximizing and minimizing a window. Task 4: Rename file01.docx to file02.docx. Task 5: Create a folder in and name it TestFolder on desktop. Task 6: Move file02.docx to TestFolder . Task 7: Open a window showing the contents of the TestFolder Task 8: Open another window that shows the contents of TestFolder (You will have two windows open now. Make sure file extensions show.) Task 9: Size the windows so that you see the contents of both on the screen. Make sure you can see all of the folders in the full path in both open windows. Task 10: Print the entire screen utilizing Word. Type your name and Printout 2 at the top of the page. www.gemechisbido.com 10/30/2025 48

49. A file is a container in a computer system for storing information. Files used in computers are similar in features to that of paper documents used in library and office files. There are different types of files such as text files, data files, directory files, binary and graphic files, and these different types of files store different types of information. The basic operations that can be performed on a file are: Creation of a new file Modification of data or file attributes Reading of data from the file Opening the file in order to make the contents available to other programs Writing data to the file Closing or terminating a file operation In order to read or modify data in a file, specific software associated with the file extension is needed. File Extension A file extension is an identifier used as a suffix to a name of the computer file in an operating system such as Microsoft Windows. It can be categorized as a type of metadata. A file extension helps the operating system to understand the characteristics of the file, and to some extent, its intended use. What is a File? www.gemechisbido.com 10/30/2025 49

50. Common Windows File Extensions Joint Photographic Experts Group Java Script Portable Document Format Adobe illustrator Adobe ID Hypertext Preprocessor Photoshop Document MPED- V AVC Portable Network Graphics Hypertext Markup Language Cascading Style Sheets Tagged Image File Format www.gemechisbido.com 10/30/2025 50

51. .accdb .one .pst .pub Microsoft Publisher Microsoft Outlook Microsoft Excel Microsoft Power Point Microsoft Access Microsoft OneNote Microsoft Word .rar Roshal Archive Win RAR .msi | .exe Microsoft Software Installer Raster Graphics Image .bmp 7- Zip .7z .cpp .cxx or .cc C++ language File .java or .jar Java language File .docx Spreadsheet .csv .psd .xls Adobe Photoshop .pptx Graphics Interchange Format .gif Digital Audio .mp3 .wma Windows Media Audio Audio Video Interleave .avi XML File .xml www.gemechisbido.com 10/30/2025 51

52. What are File Attributes? File attributes are settings associated with computer files that grant or deny certain rights to how a user or the operating system can access that file. For example, IBM compatible computers running MS- DOS or Microsoft Windows have capabilities of having read, archive, system, and hidden attributes. Read-only - Allows a file to be read, but nothing can be written to the file or changed. Archive - Tells Windows Backup to back up the file. System - System file. Hidden - File is not shown when doing a regular dir. from DOS. Why Are File Attributes Used? File attributes exist so that you, or a program you're using, or even the operating system itself, can be granted or denied particular rights to a file or folder. Learning about common file attributes can help you understand why certain files and folders are referred to as “ Hidden " or “ Read-only ," for example, and why interacting with them is so different than interacting with other data. Applying the Read- only file attribute to a file will prevent it from being edited or changed in any way unless the attribute is lifted to allow write access. www.gemechisbido.com 10/30/2025 52

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54. In Windows, a larger selection of attributes can also be set with the attrib command , available from Command Prompt . Having attribute control via a command allows third-party programs, like backup software , to easily edit file attributes. www.gemechisbido.com 10/30/2025 54

55. Below are the descriptions of each attribute: Read- Only: read- only attribute will prevent software programs from saving changes to a file. This is useful if you want to write protect a file. Note that a Read- Only file will not prevent it from being deleted. Hidden: a file marked with the hidden attribute will be hidden from view under normal viewing conditions. System: a file or directory used exclusively by the operating system which should not be altered or deleted. Directory: this attribute is tagged to folders or sub- folders to differentiate them from files. Archive: this bit is used by software applications that modify files as well as backup software as a communication link‖. Some backup software allows incremental backups by the user, which only backs up files that have changed since the previous backup. Note: that certain programs may modify the files without marking the archive attribute. If the backup software uses incremental backups to backup these files, it will rely on the software to set the bit appropriately. It is therefore important to note that you should not rely solely on this setting to ensure critical files are backed up. www.gemechisbido.com 10/30/2025 55

56. Common places to look for Files If you're having a difficult time finding a file, there's a good chance you can find it in one of the following places: Downloads, Documents, Pictures, Music, Videos www.gemechisbido.com 10/30/2025 56

57. Recycle Bin If you deleted a file by mistake, it may still be in the Recycle Bin. You can double-click the Recycle Bin icon on the desktop to open it. If you find the file you need, click and drag it back to the desktop or to a different folder. 10/30/2025 57

58. USB or flash drives are portable, making it easy to carry your important files and documents with you wherever you go. USB drives have different amounts of memory, or storage space. Those with more memory allow you to store more (or larger) files. It's helpful to know that photo and video files generally take up more space than written documents. What is Formatting? Formatting is the process of prepping a storage device, like a hard drive, solid-state drive, flash drive etc, to store information. It creates a filing system that organizes your data and allows you to maximize the space for your files. It‘s typical to format a drive when a new operating system is going to be used or additional space is required. There are two types of formatting on a USB drive: Quick Format: Deletes the file system table and the root folder. This option is frequently used for USB flash drives to efficiently free up the available space to transfer or store other files. It‘s not the most secure way to delete your files because the data may still be recoverable with data recovery tools. Full Format: Will scan for bad sectors and write zeros in all sectors, which deletes all data permanently. This action can take a long time, depending on the capacity of the drive. Using a USB Drive www.gemechisbido.com 10/30/2025 58

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60. File System Options When formatting your drive, it‘s important to understand the different formatting options available for your ideal use. The file systems most commonly used in USB flash drives are: FAT32: is a disk format or filing system used to organise the files stored on a disk drive. The disk drive is marked up into addressable chunks called sectors and a “File Allocation Table” or FAT is created at the start of the drive so that each piece of information in the file can be found by the host computer. exFAT: is the ideal file system for USB flash drives. It doesn‘t have the 4GB file size limit and it‘s compatible with most Windows and Mac operating systems. Older operating systems might require an update to properly read and write to a USB drive with an exFAT file system. NTFS: format is the file system Windows likes to use by default for internal drives running the operating system or used as a secondary storage drive. It has a much larger max file size but is read- only on Mac OS X (unless you install a third party NTFS read/write utility). There are tools available to use NTFS on a Mac (Fuse) or HFS on PC (HFSExplorer). Another option, for those who use both Windows and Mac OS regularly, is to partition your hard drive and have a portion of the drive formatted for each OS. www.gemechisbido.com 10/30/2025 60

61. File Deletion Technical Reference How the Recycle Bin works Deleting a file to the Recycle Bin is the simplest type of deletion . Sometimes a file or folder cannot be moved to the Recycle Bin, and hence cannot be recovered using the Recycle Bin . This occurs when: The Recycle Bin is configured so that to remove files immediately when deleted; A file is too large to be placed into the Recycle Bin (larger than the maximum size of the Recycle Bin); A file was deleted not by Windows Explorer, but by another program that doesn't move files to the Recycle Bin; A file was deleted by pressing Shift+Del in Windows Explorer, thereby forcing the Recycle Bin to be bypassed; A file was deleted not from an internal hard drive but rather from a removable memory card, an external, or a network drive. On top of that, the Recycle Bin has the maximum size that can be configured in the Properties of the Recycle Bin (right- click on the Recycle Bin icon and select Properties ). Keep in mind that there is a separate Recycle Bin for each hard drive and the Recycle Bin settings (e.g., the maximum size) can be configured separately for each drive. As the Recycle Bin is filled, the oldest files or folders are thrown away to make room for the new ones. www.gemechisbido.com 10/30/2025 61

62. When files or folders are "fully" deleted, their content on the disk is not actually overwritten . In this case the special mark is set which means this file or folder is not needed any longer and its data on the disk as well as the description in the filesystem tables can be reused for another object. Nevertheless, the reuse only occurs when the disk space is really required. Depending on the filesystem type, the actual removal of a file is implemented in different ways: NTFS: if nothing has been written on the disk after deleting the file, the file data is intact; exFAT : if the file is not fragmented, data is intact. Otherwise the information about the location of file fragments is lost, same as on the FAT filesystem. FAT : information about the location of file fragments is lost immediately. If you are lucky, and the file was not fragmented (it means that the file data was located on the disk contiguously), then the information about the location of file fragments is not required and therefore the file can be recovered in full. Generally, the fragmented files cannot be recovered; at best, separate fragments can be obtained. The more the disk fills up, and the more you change the files, the greater the possibility that the files are fragmented. On top of that, FAT can lose the first letter of the file name. During recovery, ReclaiMe File Recovery replaces the missing first letter with the underscore character. Actual Removal of a File in various Filesystems www.gemechisbido.com 10/30/2025 62

63. HFS and HFS+ : HFS stores file information (both name and the file data location) in a balanced tree structure. Sometimes when the file is deleted, the entire tree has to be "rebalanced", resulting in massive changes to the on- disk filesystem structures. The undelete results on the HFS series filesystems are significantly less predictable than on Windows filesystems because of this balanced tree feature. So, in each case you need to try to actually recover the file to see if it is possible or not. UFS (Apple implementation in Mac OS X): Because of the way the files are deleted in the Mac OS X implementation of the UFS filesystem, only a raw undelete (by searching the entire disk for file fragments) is possible. The file data location information is lost immediately once the file is deleted. The Truly Irreversible Removal The truly irreversible file deletion (also known as "secure erase" or "wiping") requires special software that overwrites Cont.. the content of the files with zeros or random sequences. In computers, the ovewritten data is irrecoverable . www.gemechisbido.com 10/30/2025 63

64. Searching for Files To search for a file: In the Search Box next to the Start button, type to search for a file. The search results will appear above the search box. www.gemechisbido.com 10/30/2025 64

65. Creating Word Document Open Word 2016 from the computer desktop. On the Welcome page, note the various popular templates available. Click “Facet design (blank)” template for a full description. Click “Create” to open a document in this particular style. www.gemechisbido.com

66. The way the tools and menus are organized in Word 2016 is known as the user interface. You will learn about The Ribbon, Quick Access Toolbar, File Menu and other key parts of Word. The Ribbon The Ribbon runs along the top, contains all the Word tools, and is organized into three parts: Tabs – represent a general activity area Groups – show related tools (commands) together Commands – a button, expandable menu, or a box for entering related information Click the various Tabs: observe how the Groups and Commands change based on the selected Tab. Microsoft Word 2016 Interface www.gemechisbido.com 10/30/2025 66

67. The Quick Access Toolbar is above the Tabs and has commands used most often, including “Save” . Place the mouse arrow over each icon (do not click) to see the name and use for each icon. You may customize the commands in the toolbar if you click the black arrow at the end of the toolbar. The Undo command “takes back” any changes made to the document. For example, type ―Undo‖ in the blank document you have open, then click Undo in the Quick Access Toolbar. Undo keeps track of actions by sequence; if you accidentally erase (change) data in your file, click Undo right away to get it back. On that note, it is important to ―save early and save often. Quick Access Toolbar www.gemechisbido.com 10/30/2025 67

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70. Quick Access toolbar: This area gives you one click access to commands that you often use. To learn how to customize this toolbar, click on small triangle at upper left-hand side then you will see “Customize the Quick Access Toolbar”. Title Bar: The title bar display the name of current document. For the first time it is document when you saved your document the will display on the title bar. Sign in: Here you can use most of Microsoft word functionality. You must have a proper internet connection then sign in with Microsoft account. If you don’t know how to create Microsoft account or what is Microsoft account click here . Share : You can share the documents with your friends then working on it groupwise. Click on share button then share it in your network and how to do this? Later on we will discuss on these things. Tell me what you want to do : It is the new feature which has came newly in word 2016. This is the best functionality of Microsoft office 2016. When sometimes you forgot anything that Watermark was in which tab? So just search in tell me what you want to do search bar then you will get the result. It’s really make office users work very easy. Ribbon : This area will help to access all word options and features such as formatting, belittling, giving heading, insert tables and so many more. Tabs : As you can see the screenshot below, we have a lots of tabs like; File tab, home tab, insert tab, design tab, layout tab, mailings, review and view tab. Through this word 2016 pictorial tutorial you will learn all these things. Dialog Box Launcher : for more customization you can click on dialog box launcher . It will help you to access more Word functionality and more options. Status bar : This are display miscellaneous information of your current document like; number of pages, how many words are used language and so many more. Zoom Controls : This area display your page zoom in or zoom out. By taking the small line button to right for zooming and left for zoom out. Simply you magnify your document. www.gemechisbido.com 10/30/2025 70

71. The Title Bar shows the name of the program and the name (title) of your document. (Top- most bar in program window.) A new document has a temporary title, Document1, until you “Save As” with a different name. To the far right on the Title Bar is the Help Menu and Ribbon Display options. The Help Menu has articles on using the software. Not sure how to perform a certain action or where to find a command? Click the question mark icon to browse Help articles, or search for specific topics. Ribbon Display Options allow you to see more or less of the Ribbon and the work area, as a result. Take a moment to locate and explore these features in the Word program window. Title Bar, Help Menu, Ribbon Display Options www.gemechisbido.com 10/30/2025 71

72. Start learning about word processing by working in a Microsoft Word 2016 document. Save Your Work To make sure you don‘t lose your work on a document, you should “save early and save often.” Let‘s start by saving the document you have open in Word 2016: Click the blue File Button near the Tabs. Click Save As . This option is for saving, or naming, a file for the first time. You may create different versions of a file by ―saving as‖ a new name. Click ― “My Documents” folder. Select your folder Name file ― “My Practice Document” . Generally, choose a name that is easy to remember. Click “Save” . Using Tools in Word www.gemechisbido.com 10/30/2025 72

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74. Get Ready for Typing The main workspace in Word resembles a piece of paper on your screen. Note the vertical blinking line, the cursor, near the top left of the paper. Cursor and mouse pointer shape offer hints in Word. The Cursor The cursor indicates where text will appear as you type; it also indicates font size for that spot. Earlier, you created a document from the ―Facet design (blank) template on the Welcome Page. Note the size of the cursor next to the word “Title”. What is the font size value for the word “Title?” (Look toward the Font Group in the ribbon.) Now move your mouse pointer in front of the word “Heading” and left- click once. This moves the cursor. Note the cursor size and font size value in the font size box. What is the font size value? Mouse Pointer Shape You may have noticed the mouse pointer changes shape as you move to different areas in Word. The two most common shapes indicate different functions. The mouse pointer arrow is for clicking commands, or buttons in general. The mouse pointer text tool (I- Beam) is for selecting text or positioning cursor for typing. You will use the document you have open now to practice using various key Groups and Commands in the Word Ribbon. Let‘s select and change text in your document. Changing the Basic Setting of Documents www.gemechisbido.com 10/30/2025 74

75. These shortcuts are a handy way to use the mouse less. Activate them by holding down one of the Ctrl (Control) keys on the keyboard and tapping the corresponding key. For some shortcuts, you have to highlight the text first. Follow your instructor‘s directions to apply these shortcuts to a document (if Paragraphs document is still open, use it as an example or write a few new sentences on a blank page). Keyboard Shortcuts www.gemechisbido.com 10/30/2025 75

76. To select a complete line of text (use paragraph in your practice document): Place mouse pointer arrow in left margin next to line of text (arrow will point to the right). Left- click once to select that line of text. To select several lines or a paragraph: Place mouse pointer arrow in left margin next to line of text (arrow will point to the right). Press (hold down) the left mouse button. Drag to the end of the paragraph. Let go of the left mouse button. Next, you will use commands from the ribbon to edit text you have selected. Selecting Lines and Paragraphs TIP: Italic, like Underline, is used to emphasize words or sentences in text, and book and movie titles. Though italics are more common, you can use either in your documents, but use one consistently throughout. Notice Word automatically capitalized the first word in the sentence. If you want each word capitalized, as a title or header normally is, you may do it word by word or simply use Change Case. www.gemechisbido.com 10/30/2025 76

77. To use Change Case command: Select ―”How to use this template.” Click ―”Change Case” command. Click ― “Capitalize Each Word” in menu. TIP: A general rule to make changes to text is first select the text and then click the command button of your choice. You may change font size or style before you start typing, too. Look in the Font Group to see the font and size that will appear when you begin to type. Take a moment to read the paragraph in your practice document under ―How To Use This Template‖. You will use some commands from the Styles Group and Paragraph Group under the Home Tab. www.gemechisbido.com 10/30/2025 77

78. A document created from a template, like the one you opened earlier (Facet design blank), has predesigned styles for different parts of the document, such as paragraphs and headers. To apply a different paragraph style: Select paragraphs under ―How To Use This Template‖. Click ― “More” button in Styles Group. Click ― ”Emphasis” command. The text remains selected. You may continue modifying, including Undo, if you wish. To de- select, press left arrow (cursor placed at beginning of text), right arrow (cursor placed at end of text) or click in an area outside the selection. To create a new heading (section): Click ― ”More button in Styles Group. Click ― “Heading 1” Type ― “Learning more about the home tab.” Press ― “Enter” once. Type ― ”The Home Tab contains the following Groups” Press ― ”Enter” once. Style Group www.gemechisbido.com 10/30/2025 78

79. To create a bulleted list: Click “Bullets” command in Paragraph Group. Type “Clipboard”. Press “Enter” once. Re- create list pictured to the right (Repeat step 2 & 3 for each word). After last item in your list, press “Enter” twice. Bullets are good for general lists of items. A numbered list is good for steps in a procedure or order. The steps to make a numbered list are the same, except the icon for numbering is TIP: For style or space, explore decreasing indent space for lists. Bullets or numbers automatically indent to set lists apart from regular text. But if you like the style of left margin alignment, the bullets or numbers set the list apart from the text sufficiently. Clipboard Group The Clipboard Group has the commands to do “copy and paste” and “cut and paste”. Before you start: www.gemechisbido.com 10/30/2025 79

80. Make a new sub- heading in your practice document. Use “Heading 2” style from Styles Group. Type “Clipboard Group” . Press “Enter” once. Type two sentences on one line. “I want to live in a warm place. I am moving to Hawaii.” To Copy and Paste text: Select the text (the line of text you just typed). Click “Copy” icon in Clipboard Group. Move cursor to area where you want to paste (right arrow, then “Enter” once). Click “Paste” icon in Clipboard Group. To Cut and Paste text: Select the text (the sentence “I am moving…”).Click “Cut” icon in Clipboard Group. Move cursor to area where you want to paste (at beginning of first sentence on same line). Click “Paste” icon. Can you think of a scenario where you might choose one command (Copy, Cut) over the other? www.gemechisbido.com 10/30/2025 80

81. TIP: Use keyboard shortcuts to save a little time. When you place the mouse pointer arrow over a command without clicking, a floating box appears with the command name, keyboard shortcut in parenthesis and a brief description. Paragraph Group The Paragraph Group includes commands to adjust line and paragraph spacing and alignment. Line spacing refers to when the text you’re typing has reached the end of the line and moves down to the next line automatically. Paragraph spacing refers to any time you press the “Enter” key to start a new paragraph. www.gemechisbido.com 10/30/2025 81

82. Mail Merge www.gemechisbido.com Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by linking a main document to a data source. It is the process of combining a list of data with a template. The mail merge process involves the following: The Main Document – contains the text and graphics that are the same for each version of the merged document. Data Source – a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. Mail Merge – Form Letters Open Word and create a new blank document Type the letter with all needed text and formatting, leaving room for the data from the data source (example: name, address, etc.) Click the Mailings tab Click Start Mail Merge Click Step- by- Step Mail Merge Wizard 10/30/2025 82

83. The Mail Merge task pane appears on the right of your screen. Note there are 6 steps. Step 1 . – Select Document Type Click Letters for the document type Click Next: Starting document Step 2. – Select Starting Document Click Use the current document under Select starting document Click Next: Select recipients www.gemechisbido.com 10/30/2025 83

84. Step 3 . – Select Recipients The recipients can come from either an existing Excel file, an Access table or you can create a new list in Word. If Creating a New List: Click Type a new list under Select recipients Click Create Click Customize Columns to modify the list of fields Delete any unnecessary field names and/or add new ones 5) Click OK www.gemechisbido.com 10/30/2025 84

85. 6. Begin typing records, hitting TAB to advance to the next field and to continue adding new records 7. Click OK Click Save The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved in the My Data Sources folder. It is recommended to save the file in this folder. Click Next: Write your letter www.gemechisbido.com 10/30/2025 85

86. Step 4.– Write Your Letter If including an address, click the location in your document where the address data will be inserted Click Address block… Select the address elements you want included Click OK The field name will look like this: <> The address block will insert the following fields including any necessary punctuation: First Name, Last Name, Company, Address 1, Address 2, City, State, Postal Code. If your fields do not match the ones listed above or you are not using address fields, click More items… Click on the field from the list Click Insert Click Close The field name will look like this - «First_Name» Repeat this step until all fields have been inserted. Remember to put spaces and punctuation where needed. Click Next: Preview your letters www.gemechisbido.com 10/30/2025 86

87. Step 5.– Preview Your Letters Here is where you can preview the first page with the fields filled in. Click Next: Complete the merge Step 6. – Complete the Merge Click Print to send directly to the printer Click Edit individual letters to create a new file Remember to save your document as you go. The next time you open your document and click on Step- by- Step Mail Merge, the data source file will be attached. Mail Merge – Labels Create a new blank document Click the Mailings tab 3) 4) Click Start Mail Merge Click Step- by- Step Mail Merge Wizard Step 1. – Select Document Type Click Labels for the document type Click Next: Starting document Step 2. – Select Starting Document Click Use the current document Click Label options under Change document layout Choose the label style you are using Click OK www.gemechisbido.com 10/30/2025 87

88. 5) Click Next: Select recipients Step 3. – Select Recipients Click Use an existing list under Select recipients (or you can create a new list) Click Browse Select the file Click Open Select the worksheet tab name that contains the data Click OK Click Next: Arrange your labels www.gemechisbido.com 10/30/2025 88

89. Step 4.– Arrange Your Labels Click in the first label box and click on either Address block or More items to insert the data fields. Click Update all labels to include the fields on all labels Click Next: Preview your labels www.gemechisbido.com 10/30/2025 89

90. Insert Tab The Insert Tab commands insert different elements into your document like tables and illustrations. Tables Group You may choose preformatted tables or add the number of rows and columns you want. For this exercise, you will create a 3x5 table to track DVD‘s on loan to friends. To insert a table into your document: Click the Add a Table icon under the Insert Tab. Select a 3- column, 5- row area in the grid. Left- click when you are ready to insert the table. Apply a Table Style Click into the table to activate the Table Tools tab. Choose a new design from the Design Tab. Inserting Tables and Images www.gemechisbido.com 10/30/2025 90

91. Complete table as shown below: TIP: Sort the list of DVDs to locate them easier (imagine if you had a longer list). Click into the table to activate. Under the Layout tab, click Sort to sort by title (you could also sort by name if you wanted to know who had what movies). Illustrations The Illustrations Group has commands to insert pictures, shapes, charts, and more. www.gemechisbido.com 10/30/2025 91

92. How to insert a shape Click the Shapes button in the Illustrations Group Click the first shape (Explosion 1) in Stars and Banners. Place mouse pointer (cross) in a blank area. Click and drag your mouse to ―draw‖ the shape. Let go of the mouse button when finished. How to add text to a shape Place mouse pointer arrow in shape area. Click right mouse button once. Click ― Add “Text” from menu. Type ― ”Hello”. www.gemechisbido.com 10/30/2025 92

93. Word Help The Help Menu is an excellent resource for learning how to use software. Click the question mark icon near the top right corner of any Office 2016 program window to Access Help content. www.gemechisbido.com 10/30/2025 93

94. Word offers a variety of page layout and formatting options that affect how content appears on the page. You can customize the page orientation , paper size , and page margins depending on how you want your document to appear. Page orientation Word offers two page orientation options: landscape and portrait . Compare our example below to see how orientation can affect the appearance and spacing of text and images. Landscape means the page is oriented horizontally . Portrait means the page is oriented vertically . To change page orientation: Select the Layout tab. Click the Orientation command in the Page Setup group. www.gemechisbido.com 10/30/2025 94

95. 3. A drop- down menu will appear. Click either Portrait or Landscape to change the page orientation. www.gemechisbido.com 10/30/2025 95

96. To change the page size: Word has a variety of predefined page sizes to choose from. Step 1: Select the Layout tab, then click the Size command. Page Size By default, the page size of a new document is 8.5 inches by 11 inches. Depending on your project, you may need to adjust your document's page size. It's important to note that before modifying the default page size, you should check to see which page sizes your printer can accommodate. Step 2: A drop- down menu will appear. The current page size is highlighted. Click the desired predefined page size . www.gemechisbido.com 10/30/2025 96

97. Step 3. The page size of the document will be changed. To use a custom page size: Word also allows you to customize the page size in the Page Setup dialog box. www.gemechisbido.com 10/30/2025 97

98. Step 1. From the Layout tab, click Size. Select More Paper Sizes from the dropdown menu. www.gemechisbido.com 10/30/2025 98

99. A margin is the space between the text and the edge of your document. By default, a new document's margins are set to Normal, which means it has a one- inch space between the text and each edge. Depending on your needs, Word allows you to change your document's margin size. To format page margins: Word has a variety of predefined margin sizes to choose from. Step 1. Select the Layout tab, then click the Margins command. Page Margins Step 2: A drop- down menu will appear. Click the predefined margin size you want. www.gemechisbido.com 10/30/2025 99

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101. Alternatively, you can open the Page Setup dialog box by navigating to the Layout tab and clicking the small arrow in the bottom- right corner of the Page Setup group. www.gemechisbido.com 10/30/2025 101

102. To access the Print pane: Step 1. Select the File tab. Backstage view will appear. Printing Documents Step 2. Select Print . The Print pane will appear. www.gemechisbido.com 10/30/2025 102

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105. THANK YOU Operating Personal Computer www.gemechisbido.com 10/30/2025 105