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Level 2

ICT

Using ICT

Based on Microsoft Office 2010

ICT Learning Resources

© ForSkills Ltd 2012 2

At Level 2 learners should be able to:

“Plan solutions to complex tasks by analysing the necessary stages;

Select, interact with and use ICT systems safely and securely for a complex task in non-routine

and unfamiliar contexts;

Manage information storage to enable efficient retrieval.”

Functional Skills Standards for ICT 2011

Learning

Objective

“To be able to use ICT to plan and analyse complex or multi-step tasks

and activities and to make decisions about suitable approaches” FS L2.1a

Login Procedures

Whether you are using a computer or a mobile phone, you should know how to login appropriately

using your chosen password or PIN. It is also important to remember to exit the system properly.

It is always prudent to change passwords frequently.

All these procedures have been covered in lower levels of the resources but a good way of reminding

yourself is to instruct someone else how to do it.

When visiting other websites, you may to have set yourself different passwords. It is recognised that

this may cause difficulty in remembering the appropriate password/s. You are often, therefore, asked

to give the answer to security questions to use in the event of you forgetting your password. Very

secure sites, e.g. Internet banking, may ask you for more than one password, which you may be

asked to enter more than once to make a transaction, and several security questions. This is all in the

interest of security.

What makes a secure password?

Obviously, it needs to be something you can remember quite easily. However, in the interests of

security, it should be something that other people are not going to be able to guess. People may well

know the name of your children or partner and therefore it is a good idea to refrain from using these

names as passwords. A combination of upper and lower case letters and numbers is also a good idea.

Some passwords may even be able to accept symbols like * or > etc.



Examples of Strong Passwords: 19Birley89 – something like this is strong but could be easy to

remember if, for example, you were born on Birley Ward in 1989!

Changing a Password

This can usually be done by accessing the ‘Control Panel’ from the ‘Start’ button and then selecting

‘User Accounts’ and following the on-screen instructions. If you are working on a network of

computers it may need the administrator to do this for you.



Secure PINs

You are allocated a 4-digit PIN (Personal Identification Number) from your bank when they originally send you a debit and/or credit card. It is simple to alter this PIN to something more personal and memorable to you. You will need to enter the original number the next time you go to a cash dispenser and then choose the ‘PIN Services’ option. Again, ensure that you don’t choose a number which is very obvious like your date of birth, since if you lost or had stolen your purse or wallet containing your card, it may well also contain something like a driving licence which carries your date of birth. Never tell anyone your PIN or write it down and carry it with you. You should never be asked your PIN when making a purchase over the telephone or on the Internet. You need it only to withdraw cash from a cash dispenser or at the point of sale. In both these cases, you should make sure that no-one sees what number you enter. Never give anyone your details either in person or over an email; no genuine person or organisation, including your own bank or the police, will ever ask you to reveal your PIN.

Accessing the Internet

There are different methods of accessing the Internet to gain information using different connection types.

Cabled Network Advantages Cabled Network Disadvantages

More reliable and stable Internet connection Requires cables and/or sockets to wherever you wish to access the computer from

More secure – only by attaching computer to cable can you access the Internet

Range limited by strength and coverage of your wireless network

High upload and download speeds

Range, can be as far as the length of your cabling and positions of sockets allow.

Wifi Network Advantages Wifi Network Disadvantages

Allows you to be mobile, can move around the area your network covers, be that inside or outside or different desks

Can suffer from radio interference causing the connection to drop

Can access from places that cables/access points may not be able to be installed

Less secure than cable network anyone who knows your access key can access the internet

Can deal with an increase in demand quicker, as no cable/access points are required

Lower upload and download speeds

More cost effective as no cables and sockets are required other than the wireless router itself

Mobile Network Advantages Mobile Network Disadvantages

Can be used in locations where no cable or wireless connections are available

Low upload and download speeds

Laptop and dongle are only equipment needed Coverage is dependent on mobile phone network



Activity Using Correct Procedures

Answer the following questions.

1. You need to change your password, which of these would be the strongest, most secure

password? Put them in order of strongest (at the top) to least strong (at the bottom).

Billy2

billy

1Billy2

billy2

2. My date of birth is 13.04.79. Why would this not be a good PIN for me?

…………………………………………………………………………………………………………..

3. Who is it safe to give your PIN to?

Your best friend

The police

Only your bank or card provider

No-one

4. Give 2 reasons why you may you be asked to answer security questions when logging on to an

Internet site.

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

5. Which of these connections would you choose if upload speed was important to you?

Mobile connection

Wireless connection

Cabled connection



Microsoft Office is probably the most popular collection of computer programs used in offices and

homes throughout the country.

From the Start button, select All Programs.

Select Microsoft Office to see all the applications available.

What can all these programs be used for?

Application Description

Word A word processing program for creating and editing documents like letters, reports etc

Excel A spreadsheet program for performing calculations and displaying data

PowerPoint A program for creating and displaying presentations and slide shows

Publisher A desktop publishing program for creating flyers, brochures etc

Access A database creating program

Outlook An email, calendar and task management program

OneNote An electronic organiser

Learning

Objective

“To be able to select and use software applications to meet needs and

solve complex problems” FS L2.2a



How do I become familiar with using these programs to meet my needs?

All the Microsoft programs have similar features, so becoming familiar with these will help you manage

all the different programs.

Feature Description

ribbon

A ribbon runs across the top of the screen on all these programs. It is a

collection of commands which are grouped into tabs. To help you, each

command has a description of what it does which you can see by hovering over

with your mouse.

tabs

There are several tabs across the top of the ribbon, each containing their own

commands. Sometimes temporary tabs may appear as and when you need

them. Each program will automatically open on the Home tab.

file tab The first tab is always the File tab and contains the commands to open, close,

save and print. It also contains Help features.

scroll bars

When you have a document that cannot all be seen on one screen there will be

scroll bars at the side and bottom of the document. These let you move what

is shown on the screen up and down, or sideways.

Examples of the ribbons from Word, PowerPoint and Excel showing the similarities in the

ribbon and tabs

Note that each File tab is first and coloured in the signature colour of the program.



Activity Choosing Appropriate Software

Imagine you have been asked to organise a charity fete. Which of these software programs would be

most suitable to help you complete each of these tasks?

Item Program

A poster to advertise the event spreadsheet

A letter to the local paper to ask for

inclusion in the local events page presentation

Contact the charity’s volunteers

asking for help on the day Web Browsing

Keeping a record of costs and takings on the day word processing

Creating a slide show to advertise the event to

show in the local charity shop publication

Find out more about the charity’s origin in order to

prepare a fact sheet for distribution at the event email



A user interface is the method by which the user and the computer exchange information and

instructions. This can by means of a menus, submenus, toolbars and/or icons.

Examples

This menu gives access to and

information about the folders

where you can store information

on your computer and the

hardware which is connected to

your computer

These icons show the software

programs you have available

on your computer.

This menu allows you to apply the task selected to

specific files or documents. If you hover over each title it

will explain how the task works.

Learning

Objective

“To be able to select and use a range of interface features and system

facilities effectively to meet needs” FS L2.2b

“To be able to select and adjust system settings as appropriate to

individual needs” FS L2.2c

Gives this file or folder a new label that you type for it



Toolbar

This is an example of a toolbar for Word. It contains different tabs which can be selected, showing

icons of the different features. This shows the ‘Home’ tab has been selected.

Hovering over the different icons will show an explanation of what selecting this icon will do.

You need to become familiar with the setup of your desktop and the toolbars available on the

software you use regularly. The titles on the menu are usually self-explanatory. Often when you

select an item on a menu it may show a submenu and sometimes instructions of what to do

when you have chosen an option.

Investigate some of the options you may need to do.

Selecting some options may bring up a dialogue box.

In this case Print has been

selected from the ‘File’ tab.

A dialogue box has then

opened for the user to select

which printing options they

require.

Sometimes they may require

you to ‘open’ the selection

with the side arrows.



Activity Using Interface Features and System Facilities

Open a Word document;

Change the font style to Lucida Handwriting;

Change the font size to 14;

Change the font colour to Olive Green;

Type or copy in these instructions;

Print the page choosing Landscape orientation from the dialogue box.



Adjusting the Screen

Screen resolution

The screen resolution is the amount of pixels displayed on your screen. The greater the number of

pixels used, the clearer the picture will be.

From the start button, select the Control Panel from the options;

The Control Panel window will open showing a list of items or categories.

Select ‘Display’ and double Select it;

From Display dialogue box, select the Settings tab;

Drag the bar to change the screen resolution;

Adjust the colour of necessary using the ‘Color quality’ drop down options

Select the OK button.



Scroll bars

When you have a document that cannot all be seen on one screen there will be scroll bars at the side

and bottom of the document. These let you move what is shown on the screen up and down, or

sideways.

These are the scroll

bars.

Either drag the bars or use the arrows to move the bars.

How to Print a Screen

Sometimes it is useful to make a copy of what is being shown on your screen. This is sometimes

known as a screen dump.

Press the Print Screen button on the keyboard. Then open Microsoft Word, select the Paste icon on

the toolbar, or Ctrl + V on the keyboard.

A picture of the screen will then be shown in the document. It is then possible to print it if you wish.



How to Resize a Window

It is possible to resize the window on your computer using the

buttons in the top right corner of the window.

This minimises the window to a button at the bottom of your screen. You can display the window

again by selecting the button from the bottom of the screen.

This is the restore down button which makes the window smaller and allows you to

alter the size of the screen.

To make the window full screen size, select this button.

How to Move a Window:

You can move a window to another place on the screen.

First use the restore down button to make the window smaller;

Select anywhere on the title bar to the left of the buttons, keeping your finger on the button;

Drag the window to wherever you want;

Select the 6 dots on the bottom right corner of the window;

Keeping your finger on the left mouse button, drag the mouse until the window is the size you

want.

If you wish to magnify the page, you can

zoom in by moving the pointer towards the

+ sign. Similarly, to zoom out, move the

pointer towards the – sign.

.



How to Change the Appearance of Your Desktop

The desktop is the display area of the computer monitor with all open programs minimised.

This is an example of a desktop.

This desktop has a photograph of the owner’s choice plus several shortcut icons to programmes and

files.

To alter the appearance of the desktop:

Ensure all programs are minimised or closed so

you can see the desktop;

Select the right hand button on your mouse on

the desktop and click;

Select ‘Properties’ from the shortcut menu;

Select the ‘Desktop’ tab from the dialogue box

which will appear;

Select an appropriate background from the list

and then select the OK button.

Alternatively, use the browse button to select one of your own images to use.

Or:

Select the Start button and then Control Panel;

Select the Display icon;

From the Display Properties dialogue box select Desktop;

Choose from the backgrounds listed or use the browse button to select one of your own

images;

Select the OK button.



Task Changing the Appearance of Your Desktop

If you have the rights to do this (ask your tutor if you are not sure), attempt to change the

appearance of your desktop choosing a background of your choice.



What can you do if you have a problem knowing how to do something?

Help and Support Facility in Windows

Select the Start button;

Select the Help and Support on your computer;

Type in the subject you want to search for. In this example, emailing photographs has been

entered into the Search box.

Select the search arrow or press the Enter key on the keyboard.

Learning

Objectives “To be able to respond to ICT problems and take appropriate action”” FS L2.2d



When the list of topics appears select

the topic you want, in this case ‘Send

a photo in an email’ and the help for

that topic will show.

If you wish to print the advice it is

possible to do so by selecting the print

button.

Help Facility within Microsoft Office

Select the ‘Help’ button from the ‘File’ tab

Select Microsoft Office Help



How do I rectify ICT problems?

Software Freeze

Occasionally, a program will stop working when you are using it – it will no longer respond to mouse

clicks or key presses and is said to be “frozen” and the program to have “crashed”. Usually it is wisest

to just to close down the program and start again. However, in many cases, it will not allow you to

activate the Close button. To force the program to close:

Select Ctrl/Alt/Delete;

Select Start Task Master from the options which will appear;

Select the Applications tab;

Select the program that has crashed;

Select End Task;

Close Task Master.

Try to remember to save your work regularly if you are creating new work to help avoid losing your

work.

Responding Appropriately to Error Dialogue

There are several error messages that could be displayed from time to time in dialogue boxes

informing you of problems with the program you are using or problems with your hardware appliances.

Often some guidance will be given in the dialogue box as to the best way of dealing with the problem.

Example



Virus Threat

The best advice to deal with virus threats is to heed the advice “prevention is better than cure”.

Remember all viruses are introduced to a system from outside so the best way to prevent viruses from

entering your system is be vigilant about checking email attachments Internet downloads and external

USB devices. It is a good idea to install antivirus software to protect your computer from viruses but

unfortunately new viruses appear regularly so it is necessary to keep downloading updates for your

software to keep it up-to-date.

Storage Full

If you fill your storage space, you will need to either transfer files onto or add external storage devices

or remove files that you no longer require, such as temporary internet files and deleted files. You could

also uninstall software that you no longer require or use.

Paper Jam

Printers need to be treated carefully in order to prevent paper jams. If your printer has a paper tray it

may be wise not to fill the tray to capacity and to make sure that the feeder tray is aligned properly to

the type and size of the paper being used. Do not mix the paper you're feeding into the printer at one

time. Previous paper jams, torn paper, printing labels or other foreign objects in the printer can cause

reoccurring printer jams. Despite care in this way, paper jams still occur occasionally. If you

experience one you should:

Turn off the printer;

Investigate where the jam is;

Any obvious stuck paper should be removed as carefully as possible without tearing the paper if

possible. This prevents small pieces, which may be difficult to see, and even more difficult to

remove, remaining stuck;

Open the printer door that allows you access to the printer ink cartridges or toner and repeat the

process;

Turn the printer back on. If the issue persists and you see no visual problems, it's likely your printer

is experiencing another hardware issues and it would be prudent to contact the manufacturer.



Uninstall Software

To uninstall software from your computer:

Select the ‘Start’ button;

Select ‘Control Panel’;

Select ‘ Add or Remove Programs’

Select the program you wish to uninstall;

Select ‘Remove’



A virus can seriously damage your computer system. Its effects can range from infecting a file to destroying the whole operating system and even a complete network of computers. A little like medical viruses, the best protection is to try and prevent them. Prevention is always better than cure! They can be spread from one computer to another via E-mail attachments and storage devices.

How can we help prevent viruses attacking our computers?

Use anti-virus software. This is software that can be loaded on to your computer to find and try to remove any viruses. Remember to keep it up-to-date. Often you will need to pay an annual subscription to use all of the features of the software and keep it up to date. Some free versions are available but include more limited features than the paid versions.

Take care when opening files or emails from strangers as they may contain viruses. Never open e-mail attachments, unless you know they will be virus free

Take care when visiting websites that are not trusted or you have never visited before as these could contain viruses.

Ensure you do not use CDs or memory sticks which may contain viruses;

Take care which software you load onto your computer;

Make back-up copies of your files on a regular basis. These can reload onto your computer if it were to be affected by a virus.

By using virus checking software to scan for threats

Most virus scanners will actively scan for threats while you are using a computer; they check incoming emails for viruses and automatically any files that you open. You may also be able to schedule a scan to run on a daily basis so long as your computer is running. Updates to the virus library will be sent on a regular basis keeping your software as up to date as possible. Some software will also include internet toolbars which, when installed, will alert you to webpages that contact virus threats as you click on them. You are then offered the option to proceed or move away from the site before you access it.

Learning

Objectives

“To understand the danger of computer viruses and how to minimise

risks” FS L2.2e



Task Anti-Virus Behaviour

Choose the correct option from the choices.

It is always never advisable to open an email attachment

from a complete stranger;

from a trusted source;

from a work colleague using the same system as you;

if it is very large.

A virus can:

only affect Word documents;

only affect email attachments;

destroy a whole network of computer files;

destroy all the files only on the computer which received the virus.

Anti-virus software can:

protect your computer from viruses for ever;

always protect your computer for up to a year;

only protect your computer from known viruses;

prevent nasty emails from reaching you.

Making back-up copies of your work:

is not necessary more than once a year;

is not necessary if you have installed anti-virus software;

is only necessary if your computer has had a virus in the past;

is advisable to do on a regular basis.



Files

Managing storage of your documents, images or photographs is important for efficiency. Whether you

are saving them on to your computer or onto a portable storage device like a memory stick, it is

prudent to save your file with a name which makes retrieval as easy as possible. Obviously, if you just

save each file as Document 1, Document 2, Document 3, etc, it would be difficult to know what was in

each file without opening it! So, ensure you give each file an appropriate, unique name.

Folders

It is possible to put files into folders on a computer. This is like putting folders/files into drawers in a

filing cabinet. Choose a way of classifying your documents into files in order to make the retrieval

process as painless as possible. Remember it may be a long time before you need a file again and

therefore you may not remember exactly how you labelled it or where you filed it, so make the name of

files as transparent as possible. It is possible to make new folders, inside folders. These are called

subfolders.

Example

You can see these PowerPoint files have been saved in a folder called ‘PowerPoint and demos’

which was within a folder called ‘Training’ which was in a folder called ‘Documents’.

Even within this folder which contains files there is also another folder containing ‘old training’

Learning

Objectives

“To be able to manage files, folders and other media storage to enable

efficient information retrieval” FS L2.3a



You have a choice of where to save your files. Usually, on your computer you would choose ‘My

Documents’ , or you may choose removable storage device like a CD or memory stick or onto

Network Drive.

Within any of these

places, you are then

able to create any

number of

New Folders

Backup Files

Remember, it is important to back up files to make sure they are not lost. If your computer was stolen,

you could then put a backup CD containing your files, into a new computer without losing them.

At work you may be able to back up your files onto a network. At home you may want to use a CD or

memory stick. It depends on the size of the files you want to back up. If you use a memory stick to

save files, it is important to remember to copy the files to your computer.



How Do You Copy Files?

If you wish to make a backup copy of a file in a different location, you need to:

Select the file you wish to copy

Select ‘Copy the Folder’ from the ‘File and Folder Tasks’ box

A box similar to this one will appear;

Select the place where you wish to copy the file to;

Select the ‘Copy’ button;

Check the files are now in both folders;

Rename the new folder to make it clear it is the backup copy;

Ensure that the file is closed before you try to do this.



Change the view of the folders and files

There are several ways to view the folders. Try changing to all the different views, using this icon.

If the files are of photographs, it is probably best to view using the ‘Thumbnails’ option..

Examples of the same photographic files

List Details

Tiles Thumbnails



Activity File Management

Choose a document you have been working on recently or create a new one;

Save it in ‘My Documents’, giving it an appropriate name;

Create a folder, giving that a generic name which will be appropriate for other related

documents;

Drag the file into the folder;

Make a screenshot of where you have saved it;

Print this screenshot;

Now, make a backup of the folder onto a memory stick;

Remember to check this folder to ensure that it has copied properly;

Close the file and rename it with the original name + B.UP to identify it is not the original copy.



Compressing Files

To save space on your computer, or make files more manageable size to email, you can compress or

zip folders.

To compress a file:

Select the file you wish to compress and right click on it;

This will open up a drop down list from which you need to select Send To;

This will open up yet another drop down list, from which you need to select Compressed(zipped) folder To unzip a file:

Double click on the file and move the document to where you want to use it – or - :

Follow the instructions on the Wizard.

If you receive zipped files by email,

it they will appear similar to this:-



Activity Compressing Files

1. Choose a document you have saved;

2. Compress the document;

3. Save to ‘My Documents’;

4. Email it as an attachment to your tutor.

Once you are confident that has been done:

5. Attempt to unzip the document.