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Babani Computer Bo94

Computingfor the OlderGeneration

ESPECIALLY

WRITTEN

FOR THE

OVER

50's

Computing for theOlder Generation

Other Books of Interest13P600 The Internet for the Older GenerationBP602 Digital Photography and Computing for the Older

GenerationBP603 Creative Gardening with a Computer for the Older

GenerationBP604 Internet Banking and Shopping for the Older

GenerationBP605 How to Find Anything on the Internet for the Older

GenerationBP606 Internet Travel and Holidays for the Older

GenerationBP607 Finding Advice from the Internet for the Older

GenerationBP608 Looking After Your Computer for the Older

GenerationBP609 Easy Word Processing for the Older GenerationBP610 How to Make Your Own Web Site for the Older

GenerationBP611 Digital Video for the Older Generation

*****

V

Computingfor the OlderGeneration

Jim Gatenby

BERNARD BABANI (publishing) LTDThe GrampiansShepherds Bush RoadLondon W6 7NFEngland

www.babanibooks.corn

V

Please Note

Although every care has been taken with the production ofthis book to ensure that any projects, designs, modificationsand/or programs, etc., contained herewith, operate in acorrect and safe manner and also that any componentsspecified are normally available in Great Britain, thePublishers and Author do not accept responsibility in anyway for the failure (including fault in design) of anyproject, design, modification or program to work correctlyor to cause damage to any equipment that it may beconnected to or used in conjunction with, or in respect ofany other damage or injury that may be so caused, nor dothe Publishers accept responsibility in any way for thefailure to obtain specified components.

Notice is also given that if equipment that is still underwarranty is modified in any way or used or connected withhome -built equipment then that warranty may be void.

© 2003 and 2006 BERNARD BABANI (publishing) LTD

First published - February 2003Reprinted twenty-seven times

Revised and reprinted - November 2006Reprinted - December 2006Reprinted - February 2007

Reprinted - July 2007

British Library Cataloguing in Publication Data:

A catalogue record for this book is available from theBritish Library

ISBN 978-0-85934-601-6

Cover Design by Gregor Arthur

Printed and bound in Great Britain by Cox and Wyman Ltd

About this BookFor various reasons, many older people feel they havemissed out on the computing revolution of the last fewdecades. This book attempts to show, in plain English, thatolder people have much to gain by owning and using acomputer. Computer jargon is avoided wherever possible.

The first chapter describes the way computers evolved overrecent years and outlines many of the ways a computer canenrich later life. These include keeping in touch withfriends and family by e-mail, organising records for ahobby and starting a new career or business. The next fewchapters describe the main parts of a computer system withadvice on buying and upgrading, including a list ofquestions for potential suppliers. Advice is given on settingup a computer in the home, with consideration for healthand safety issues. The latest Microsoft Windows XP systeminstalled on many computers is described, including built-inhelp for users with impaired mobility, hearing and eyesight.

Later chapters cover the main software applications, wordprocessing, spreadsheets, desktop publishing and databaseand practice exercises and skills checklists are included.The Internet is described towards the end of the book,including searching for information on virtually anysubject, tracing of family trees and e -mailing friends andfamily around the world, with photographs as attachments.The final chapter shows how your computer can be used asa competent music and video centre.

As a member of the over 50's club myself, I haveconsiderable experience of teaching people of all ages.Since retiring from teaching I have used my own computer,working from home, to build a second career as an author.

Vi:

About the AuthorJim Gatenby trained as a Chartered Mechanical Engineerand initially worked at Rolls-Royce Ltd using computers inthe analysis of performance. He obtained a Master ofPhilosophy degree in Mathematical Education by researchat Loughborough University of Technology. His mostrecent posts included Head of Computer Studies andInformation Technology Coordinator. The author haswritten many books in the fields of educational computingand Microsoft Windows, including several of the currenthighly successful Older Generation series.The author has considerable experience of teachingstudents of all ages and abilities, in school and in adulteducation. For several years he successfully taught the well -established CLAIT course and also GCSE Computing andInformation Technology.

TrademarksMicrosoft, Works, MSN, Outlook Express, Hotmail,Windows, Windows XP and Windows Media Player areeither trademarks or registered trademarks of MicrosoftCorporation. AOL is a trademark of America Online, Inc.Netscape and Netscape Navigator are trademarks ofNetscape Communications Corporation. Norton AntiVirusis a trademark of Symantec Corporation. F -Secure InternetSecurity is a trademark or registered trademark of F -SecureCorporation. nero-BURNING ROM is a trademark ofAhead Software AG. HP and LaserJet are registeredtrademarks of Hewlett Packard Corporation. Google is atrademark or registered trademark of Google Inc. PaintShop Pro is a trademark or registered trademark of CorelCorporation. All other brand and product names used inthis book are recognized as trademarks or registeredtrademarks, of their respective companies.

Contents

1

Computers in Context 1

The Arrival of the Microcomputer 2

The Development of Software 2

The Mouse 4Introducing Windows 5

Menus and Icons 6

Computer Whiz Kids and Older Users 9

Making Good Use of a Computer 10

Some Reassuring Facts About Computers 11

2

The Main Parts of a Computer System 13The USB Ports and USB Dongle 14

The Keyboard 15

Keyboard Shortcuts 19

The Mouse 21

The Monitor 24The Printer 26The Scanner 28

The Modem 29The Digital Camera 31

3

Inside the Computer 33The Processor 34The Memory 35

The Hard Disc Drive 36The Floppy Disc 38Expansion Cards 39The CD Drive and CD Media 40Planning for the Future - Upgradeability 43

t X

4

Getting Set Up 47Choosing a Supplier 47Building Your Own Machine 51

Creating the Right Environment 52Safety and Security Issues 53

Internet Access 54Computer Furniture and Health 54Assembling the System 55Connecting the Cables 60Shutting Down Correctly 62Connecting a Printer 64Testing and Using a Printer 67

5

Introducing Windows XP 71What is Windows XP 71

Hardware Requirements for Windows XP 74Installing Windows XP 75A Brief Tour of Windows XP 78My Computer 82The Windows Explorer 83The Windows Media Player 87The Control Panel 88Windows Update 90The Recycle Bin 90

6

Working with Windows 91Mouse Operations 92Dragging and Dropping 92Windows in Detail 93

The Menu Bar 95Displaying Two or More Windows 97Dialogue Boxes 98Creating a Shortcut Icon 100

7

Help for Users with Special Needs lotThe Accessibility Wizard 102The Magnifier 106The Narrator 108The On -Screen Keyboard 109The Utility Manager 110

8

Introducing Microsoft Works 111Installing Software 112Using Microsoft Works 116The Task Launcher 117The Role of the Word Processor 123The Role of the Spreadsheet 124The Role of the Database 125

Internet Explorer and E-mail 126

9

Word ProcessingPreparing a LetterSetting the Paper SizeCreating a New FolderRegular Saving - the Quick SaveEntering TextCorrecting MistakesSetting Tab Stops

127130132133134135136137

xi

Creating a Template 140Print Preview 141

Printing on Paper 142Practice Exercise 143

Checklist: Word Processing 144

10

Editing a Document 145Retrieving a Document from the Hard Disc 146Undoing Actions 148Selecting Text and Block Operations 149Moving Text - Cut and Paste 152Checking Spelling 153Formatting a Document 154Practice Exercise 158Checklist: Editing a Document 160Inserting a Table 161Text in Columns 163Headers and Footers 164Keyboard Shortcuts 165

11

Desktop Publishing 167Fonts 168Borders and Shading 170Inserting Pictures 172Bullets and Numbering 175Line Spacing 176Microsoft WordArt 176Practice Exercise 180Checklist: Desktop Publishing 181

X 1 (

12

Using a Spreadsheet 183Monitoring Household Spending 184Spreadsheet Basics 186Creating a New Spreadsheet 187Practice Exercise 193Calculated Cells, Row and Column Totals 194Entering Formulas 200Creating Graphs and Charts 201Practice Exercise 206Checklist: Using a Spreadsheet 208

13

Creating a Database 209Viewing Records 210Designing a Database File 212Creating a New Database File 214Entering the Data 217Saving a Database File 220Retrieving a Database File 221Printing a Database File 222Editing a Database File 223Form View and Form Design 225Searching and Sorting 227Practice Exercise 230Checklist: Database Skills 231Ideas for Database Files 232

14

Looking After Your Work 233The Need for Backups 233Ways to Lose Your Data 234

...X to

Choosing a Backup Medium 235Backing Up to Floppy Disc 236Backing Up to CD 238The USB Flash Drive or "Dongle" 242Recovering Files from A Backup CD or Disc 243Managing Your Files and Folders 244Protection Against Viruses 254The Phishing Phenomenon 264

15

Using the Internet 265One family's use of the Internet 266What is the Internet? 267Connecting to the Internet 268Broadband Connections 269Choosing an Internet Service Provider 272Making the Connection 275Finding Information on the Internet 280Tracing Your Family history 285Using E-mail 287E-mail Attachments 291

16

The Windows Media Player 295Starting to Use the Media Player 297Skin Mode 299Copying Music from CDs to Your Computer 300The Library 301Playing Music from CD or Hard Disc 302The Guide 303Copying Music from Hard Disc to a CD 303Windows Movie Maker 304

Index 305

Computers in ContextIntroductionOlder people (including myself) have witnessed thephenomenal growth in the use of computers in the last 40years or so. However, many of us were not directlyinvolved in this revolution. Some older people feel theyhave missed out on the benefits of the new technology andothers may feel it's too late to catch up.

This chapter describes the evolution of computers in thesecond half of the 20th century and attempts to explain whysome older people may have doubts about their ability tobenefit from using computers. This chapter is also intendedto show that it's never too late to learn about computers andthat older people have nothing to fear and much to gainfrom using the new technology.

Those of us born more than 50 years ago left school havingused nothing more complex than log tables and perhapsearly calculating machines. My first experience ofcomputers was in industry in the early 1960s, whenmassive machines occupying whole rooms were usedmainly for calculating work.

These early machines were used mainly by specialists suchas mathematicians, scientists and engineers. Special newlanguages had to be learned to give instructions to themachines. Sets of instructions for a particular task wereknown as programs and this gave rise to the newprofession of computer programmer.

1

1

1 Computers in Context

In these early years the use of computers was confinedwithin the separate computing departments of largeorganizations, employing specialist staff. Advances incomputing tended to bypass the general public; forexample, secretaries and typists were still using manual andelectric typewriters. Many people therefore saw the use ofcomputers as an activity only for the technical specialist.

The Arrival of the MicrocomputerThis situation started to change in the late 1970's with thearrival of the desktop microcomputer, which was to makecomputing available to a wider audience. Schools andhome users could now afford to buy a small computer.These included the Sinclair ZX81 introduced in 1981. Inthose days it was still necessary to learn a specialprogramming language and to write complex instructions inorder to make the computer do anything.Courses sprang up around the country, teaching people howto program the new machines. Most of the tasks stillinvolved calculating work. Indeed, when computers werefirst introduced in school, they were usually part of themathematics department. So anyone who didn't like mathswas hardly likely to embrace computers with greatenthusiasm.

The Development of SoftwareMagnetic tapes and discs were developed,allowing programs to be permanentlysaved, instead of being typed in every timeusing a keyboard. Soon a new industryevolved, selling ready-made programs

stored on disc, collectively known as software.

2


This software was not just for calculating work; forexample, the word processor was one of the firstapplications of microcomputers, later to revolutionize theoffice with many advantages over the ordinary typewriter.

However, it was still necessary to use the keyboard to typein commands to carry out tasks such as printing a letter onpaper or saving the text onto a magnetic disc. Some ofthese commands were quite complex and were very off-putting to the ordinary user. The slightest mistake in thespelling or punctuation would cause a command to fail.Many people were too busy with their everyday work tofind the time needed to learn the new skills.

Other people embraced the microcomputer with greatenthusiasm. Some of these enthusiasts, nowadays referredto with the derogatory title of "nerds" or "anoraks", tookgreat pride in the specialist computing knowledge theyquickly acquired, with a zeal sometimes bordering onaddiction.

Unfortunately, some of these enthusiasts would use theirnew-found specialist knowledge to show off. Often theiramateurish attempts at "training" other colleagues only hadthe effect of making quite normal and competent peoplefeel stupid and apathetic about working with computers.

In the early days, computers were often introduced intocompanies without proper staff training, so that employeesbecame frustrated and antagonistic towards the machines.Expensive new equipment was not always fully utilizedand sometimes stood idle or locked away in cupboards.

3


Computers Become Easier to UseThe software manufacturers, aware that computers werestill regarded as difficult to use by the general public, beganto look for ways to make the machines more "userfriendly". Instead of typing in complex instructions in a"foreign" language, the user was presented with a menu, orlist of choices on the screen. To choose a task, such asprinting a letter on paper, it was simply a case of selectingthe task using various keys on the keyboard.

The MouseThe next milestone in making computerseasy to use was the arrival of the mouse.This is a small hand-held device witheither two or three buttons. The mouse isusually attached to the computer by acable, although wireless mice (andkeyboards) are also available. Moving the mouse about the

desk causes a small pointer to move about thescreen. To select a task or object on the screen, thepointer is moved over the task and a button

(usually the left-hand one) is pressed on the mouse.

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Add or Remove Programs Administrative Tools

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So the computer could now be controlled simply bymoving the mouse pointer about the screen and "clicking" abutton when the pointer is over the required task. Themouse can also be used for freehand drawing and paintingon the screen. In this new system, many of the commonoperations were represented by small pictures or icons. Forexample, to print a letter you would use the mouse to point

and l ic k

wasa tnao printerr icon onnetehde r erememberNow

complex commands to be typed in at thekeyboard.

Introducing WindowsWith this new mouse -controlled system, various parts ofthe screen were divided up into rectangular boxes known aswindows. A screen may contain several windows at a time.For example, a window for a word processing documentsuch as a letter might appear alongside another window fora painting program. The user can work on either documentby using the mouse to switch to the appropriate window.

The screen below shows a painting program and a wordprocessing document each running in their own window.

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Also shown on the previous screenshot are various icons orsmall pictures representing different tasks. Any of thesetasks can be started using the mouse and its pointer. For

example, clicking the icon shown on the leftwould start up Google, the very popular programfor searching the Internet. This type of programis known as a search engine.

Menus and IconsMost modern programs work in a similar way. Shownbelow is part of the screen for one of the world's mostpopular programs, Microsoft Word. This is used forproducing letters, reports and books (such as this one).

ca Introduction. doc - Microsoft Word

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Shown above is part of the MenuBar which is displayed across thetop of the Microsoft Word screen,above the work area where youtype your letters, etc. When youclick any of the words on theMenu Bar such as File or Edit, amenu drops down in its ownwindow, as shown on the left. Forexample, to start typing on a newblank page you would click the

word New... as shown on the left. For those who prefer touse the keyboard, a new document can also be started bypressing the key marked Ctrl together with the N key.

6


As can be seen, some commands can also be launchedusing an icon, such as the command to start anew document in a word processor, as shown onthe right. Icons are displayed along the StandardToolbar just below the Menu Bar as shown onthe previous page and in more detail below.

You can see the purpose ofeach icon by allowing theon -screen cursor to dwellover the icon. This causes ashort explanation to appearbelow the icon, as shownon the right for opening aNew Blank Document.

File Edit View Insert

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You will often find the same icons are used in manydifferent programs. You might, for example, start off usinga word processor for your correspondence then move on toa spreadsheet program for your household accounts or adatabase for your records and catalogues. When you havelearned to use one program you will find it easy to learnothers - they all work in a similar fashion.

This new method of working involves Windows, Icons, aMouse and a Pointer and is known as a "WIMP" system.As its purpose to control or operate the computer, it'sknown as an operating system. The WIMP system waspioneered by the Xerox Company and first made popularon Apple computers such as the Macintosh, which acquiredmany devotees because it was so easy to use.

7


Microsoft WindowsMost of the microcomputers in the world now use softwaremade by the dominant Microsoft Company. In 1990Microsoft brought out its own WIMP operating system,known as Microsoft Windows. The intervening years haveseen several different versions of Microsoft Windowsincluding Windows 3.1, Windows 95, Windows 98,Windows NT, Windows Me and currently Windows XP.

Microsoft Windows (or simply "Windows") is discussed inmore detail later in this book. The screenshot below showsthe Start menu for Windows XP, the latest version ofMicrosoft Windows, discussed in more detail later.

InternetInternet Explorer

E-mailMicrosoft Outlook

El Microsoft Word

EAcrobat Distiller 4,0

Adobe Acrobat 4.0

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8

1


Computer Whiz Kids and Older UsersThere's no doubt that many older people are anxious aboutusing computers, perhaps feeling they are too difficult tolearn, especially when so many young children appear to becomputer "whiz kids". As an experienced teacher ofcomputing to students of all ages from 11 to 80 years Iknow that older people can make very good use ofcomputers either in their own business or employment or toenhance their hobbies and daily life in retirement.

In recent years it has been compulsory for children to studyICT (Information and Communications Technology), sothat on leaving school students should be able to cope withthe widespread use of computers in most areas ofemployment. In addition, many children have computersand video games in their bedrooms, so from an early agethey are familiar and comfortable with computingequipment such as keyboards and mice. On the negativeside, excessive use of electronic games (rather than gamesinvolving physical exercise) has been blamed for anincrease in obesity amongst children in recent years.

However, there is no doubt that younger people havegenerally grown up with greater confidence in the use ofcomputers than many of the older generation. On the otherhand, while many children appear to be computinggeniuses simply because of their prowess at playing games,older people have the experience to use computers sensiblyto do useful and interesting work. Older people often havethe time to learn new skills and also the patience topersevere with problems.

As shown in the following list, there are many applicationsof computers which can be both interesting and beneficialto older people.

9


Making Good Use of a ComputerModern computers are extremely versatile and can enrichthe lives of older people. Listed below are just some of theapplications now possible; some of these are described inmore detail later in this book or in the companion text "TheInternet for the Older Generation", reference BP600, fromBernard Babani (publishing) Ltd.

Keeping in touch with relatives and friends using lettersand e -mails. Creating publications such as reports,magazines, posters and newsletters.

Saving photographs taken with a digital camera andediting, enhancing and printing them.

Using the Internet to find accurate and up-to-dateinformation on any subject, including your ancestry andfamily tree, common illnesses, pensions and finance.

Supermarket shopping, ordered in minutes over theInternet and delivered to your door. Ordering booksfrom online retailers like Amazon, finding holidays andmaking all of the arrangements without leaving home.

Cataloguing records for a small business or a hobbysuch as plants, recipes or a music collection. Keepingtrack of household expenses.

Creating your own Web site or setting up an onlinediary or "blog" (short for Web log).

Buying and selling antiques and collectables on e -Bay.

Using a home computer to run a small business or starta second career. Since retiring from teaching I haveproduced several books at home, typeset and ready forprinting, working flexible hours and avoiding the stressof commuting.

10


Some Reassuring Facts About ComputersIf, after reading this chapter, you are still anxious aboutusing computers for the first time, here are a few factswhich may help to allay some common fears:

Modern computers are easy to useMost modern computer programs are operated by selectingfrom menus and small icons (pictures) on the screen, usinga mouse and on -screen pointer. The general method is easyto learn and this same method can then be used for all sortsof different tasks. Modern computers are thereforeextremely easy for anyone to use.

You don't need to be good at maths or electronics to usea computerMost computing activities do not involve maths or any sortof technical work - typical uses include writing letters,sending messages by e-mail or designing posters andleaflets. You don't need any special training to make gooduse of computers, although you may benefit from aconfidence -building course or short courses tailored to helpwith particular tasks.

Modern computers can produce excellent resultsAdvances in software such as word processors and desktoppublishing and also cheap inkjet and laser printers meanthat anyone can produce professional looking publications.

Older people have significant advantagesMany older people have the time to learn new skills at theirown pace and to attend day -time courses. They usuallyhave a wealth of experience enabling them to plan andorganize their work and set realistic targets.

11


You can't easily lose all of your workWith sensible precautions (discussed later in this book) youcan easily make regular "backup" copies of important workto protect yourself against possible disaster.

You can't easily damage the computer itselfIn normal use it is most unlikely that the computer or yourwork can be damaged by making a mistake while typing atthe keyboard. Computer "viruses" (small programsdesigned by computing "vandals" to damage data files) canbe spread through e -mails sent via the telephone lines.However, you can guard against these by installing up-to-date anti -virus software (discussed later in this book).Viruses only damage the data stored on your computer,they don't damage the physical components, known ashardware. In fact, the hardware is most unlikely to bedamaged under any circumstances, except by carelesshandling or the spilling of drinks (and, of course, majordisasters such as fire, floods or theft).

Modern computers are reliableIf handled with care, modern computers are generallyrobust and reliable. Obviously constant moving about islikely to cause problems. Making acquaintance with areliable, local computer repair specialist is always a goodidea should you be unlucky and have a major fault.

Help and support is readily availableMost software has built-in help and further support isavailable by telephoning or e -mailing the manufacturers. Ata local level, there are usually beginners' courses eitherfree or for a modest fee. The popular CLAIT coursesoffered at local colleges lead to qualifications in basicsoftware skills and are widely recognized by employers.

12

2The Main Parts of aComputer System

IntroductionThis chapter discusses the main parts making up acomputer system. Although there are variations in the priceand performance of systems, they all contain the same setof basic components. A typical system is shown below.

The main parts of the basic system shown above are:

The tower or base unit shown on the left.

The keyboard with the mouse to the right.

The monitor or VDU (Visual Display Unit).

The printer, in this case a small laser printer.

13

2 The Main Parts of a Computer System

The base unit is at the heart of the system. Nowadays thebase unit is often in the form of a tower, which can standupright on the floor, thereby saving desk space. This allowsmore space for other components, such as a scanner andspeakers, to be placed on the desk.

The base unit contains the essential components of thecomputer, such as the processor, the memory, themotherboard, the hard disc drive and the CD and DVDdrives. These parts, normally hidden from view under themetal case of the base unit, are described in the nextchapter, Inside the Computer. Other components whichmake up the computer system, such as the mouse,keyboard, monitor and printer, sit outside of the base unitand are known as peripheral units.The peripheral units connect to the base unit via cablesplugged into sockets on the back of the base unit. Some ofthese sockets, known as ports, are shown below.

USB Ports

USB (Universal Serial Bus) PortsUSB ports shown on the right above are now veryimportant and may be found on the front and back of acomputer. These ports make it very easy to connectperipheral devices, even while a computer is up andrunning -a process known as "hot swapping". USB portsare now used to connect all sorts of peripheral devices suchas printers, removable storage, digital cameras, scanners,Bluetooth adaptors and modems (discussed shortly).

14

The Main Parts of a Computer System 2

The USB Dongle

All sorts of recent innovations now use a USB connection;these include very small plug-in devices known as"dongles". Flash drive dongles are minute removable

storage devices (shown left) capableof storing more data than severalhundred floppy discs, which arenow becoming obsolete.

BluetoothBluetooth is a technology which allows various devices tocommunicate with each other wirelessly. A USB BluetoothAdaptor is a small dongle which plugs into one of acomputer's USB ports. This allows the computer toexchange data with other Bluetooth devices; for example,to transfer photographs from a Bluetooth mobile (camera)phone to a computer, for editing and printing.

The KeyboardKeyboards have not yet been replaced, to any great extent,by modern inventions such as voice recognition systems.

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Most keyboards still follow the QWERTY convention,which refers to the order of the first six letter keys.

15


Some Important KeysCapital letters are obtained bysimultaneously holding the Shift key,shown left and below, marked with anupward pointing arrow. Or you canswitch the Caps Lock key on and off asrequired.

Where there are two characters on a key, the uppercharacter is obtained by holding down the Shift key whilethe required key is pressed.

16


The photograph below shows another set of important keyson the right of the keyboard.

The cluster of numeric keys on the right above is thenumeric key pad. This is often used when a large amount ofnumeric data is to be entered continuously.

The four keys marked with arrows shown above are thecursor control keys. These can be used to move the cursorabout the screen or to step through the options on a menu.Along the top of the keyboard are the function keys, markedFl to F12. These can be programmed to carry out variousfunctions. For example, F1 is often programmed to providehelp within a piece of software.

Still referring to the keyboard shown above, the Backspacekey is used to delete text to the left of the current cursorposition. The Delete key removes text to the right of thecurrent cursor position.

Also shown above are duplicates of the Shift and Ctrl keys,which are also present on the left of the keyboard.

17


The Enter key shown left and on the numerickeypad on the right of the image on theprevious page, is used to start a new line whentyping. It is also known as the Return key,after the Carriage Return key on traditionaltypewriters.

The Insert key shown left allowsyou to switch between Insert andOvertype mode. In Insert mode,any letters you type in the middleof a sentence push out the existingletters. In Overtype mode the

existing letters disappear as you type over them.

The Home key moves the cursor to the beginning of a lineof text. The End key moves the cursor to the end of a line.

Ctrl+Home and Ctrl+End move the cursor to the beginningand end of a document.

Page Up and Page Down enable you to scroll through adocument approximately one screen at a time.

Ctrl+Page Up and Ctrl+Page Down enable you to scrollthrough a document a page at a time.

At the bottom of the keyboard, the long key (shown below)is the Space Bar, used to insert spaces between words.

Also shown above and below is the Windows key, whichbrings up the Microsoft Windows Start menu.

18


If you don't possess typing skills you may wish to practisewith one of the many typing tutor programs available suchas Mavis Beacon Teaches Typing. If you learn to typeproperly, apart from saving time, this will allow you toconcentrate on the screen and the content of your work,rather than constantly looking for keys on the keyboard.

Keyboard ShortcutsMany people are quite happy to operate the computer usinga mouse, pointing and clicking over screen icons andmenus. Others, particularly trained typists, prefer to use thekeyboard rather than the mouse, whenever possible.

As an alternative to using the mouse, many operations canbe carried out using special combinations of key presses,known as keyboard shortcuts. For example, to turn boldtext on you would press the key marked Ctrl together withthe key for the letter B. To turn bold text off you wouldagain press Ctrl+B.

In general, if an effect is turned on by a keyboard shortcut,it is also turned off by the same method. This sort of on/offswitch action is known as a "toggle". Keyboard shortcutsare discussed again in the chapter on word processing.

19


Microsoft KeyboardsSpecial Microsoft Windows keyboards are available whichcontain, amongst other things, small round buttons forconnecting directly to the Internet and searching forparticular Web pages. Special buttons also give directaccess to Windows features such as a Calculator and MyComputer, which displays information about your discs andfiles.

An on -screen keyboard is provided in Windows XP to helpanyone with restricted movement. The virtual keyboard isdisplayed on the screen as shown below. The mouse is thenused to select the required key on the screen. Clicking aletter or number causes that character to appear in thedocument on the screen at the current cursor position.

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20


The Mouse

As discussed in the previous chapter, the mouse is used to:

Select icons from a menu on the screen.

Start programs from a screen icon.

Open a "folder" containing documents.

Draw or paint freehand.

Shown below is the Windows Start menu. Any of theprograms or menu objects can be launched by clicking theleft mouse button while the cursor is over the appropriatename or icon.


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21


The mouse can also be used to "drag and drop" objects onthe screen. As discussed later, documents aresaved as files and stored in folders which canbe displayed as icons as shown on the right.

A document file can be moved between foldersby dragging and dropping. This involves moving the mousepointer over an object then keeping the left mouse buttonheld down while the object is dragged to its new position.Then the left mouse button is released.

For example, the screenshot below shows three folders andone document called Draft Contents.doc. The documentcould be moved and stored in any of the folders bydragging and dropping as described above.

Chapters

Draft Contents.docMicrosoft Word Document26 KB

postscript

Letters

Managing documents and folders in this way is describedin more detail later in this book.

Mice normally have two or three buttons. Even with a threebutton mouse, most programs only use the left and rightbuttons. The left-hand button is used to select objects onthe screen. Some operations require a single click whileothers need a "double click" - two clicks of the left buttonin rapid succession.

In some programs, the right-hand mouse button can be usedto cancel or undo the most recent operation.

22


The right button can also be used to display pop-up menusrelevant to the current cursor position. These menus(known as context -sensitive) appear wherever you click onthe screen, unlike drop -down menus which appear underthe menu bar at the top of the screen. For example, pressingthe right mouse button over the text in a word processingdocument would bring up the following menu in MicrosoftWord.

Paste

A Font...

-..11 Paragraph...

Bullets and Numbering...

Hyperlink...

Synonyms

Select Text with Similar Formatting

Translate

The settings of themouse can be adjusted inMicrosoft Windows,after selecting Start,Control Panel (in ClassicView) and Mouse. Forexample, you can swapthe functions of the leftand right buttons or alterthe appearance of the on-screen pointer, as shownon the right.

Mouse P10,0401.

Buttons . Ponta, 11 Ponta Opti3ns k Hardware.,

Suitof c.nfigulakon

iwiteh prinary and secondary buttons

Select this check box to make the button on theright the one you use for primary functions suchas selecting and dragging.

Toubleuick speed

Double-cick the folder to test your setting II thefolder does not open or cbse, try using a slowersetting

Speeg Slow 1 ..... Fast

Elicklioek

nIurn on ChckLock

Enables you to highlight or drag without holdiv down the mousebutton. To set briefly press the mouse button. To release. click themouse button again

OK _Carnal1

23


The MonitorThe choice of monitor (or screen) depends on how muchyou want to spend. If you intend to do a lot of exactingwork such as DeskTop Publishing or Graphics, or if youhave impaired vision, you may be wise to invest in a largescreen size. 15 -inch, 17 -inch, 19 -inch and 20 -inch monitorsare common today. These screen sizes are nominal andmeasured diagonally across the screen. The actual viewingarea may be about an inch less, because of the plastic casesurrounding the CRT (Cathode Ray Tube). Flat screenmonitors (known as TFT or Thin Film Transistor monitors)are now very popular; these take up less desk space but aremore expensive. However, like many innovations intechnology, the prices of TFT monitors are falling steadily.

The Microsoft Windows XP software includes a Magnifierwhich enables any section of the screen to be viewedenlarged, in its own window.

licto SOLLWal G 1IlG1Ut,1G s aguntery section of the screen to y e viewed

j !.

eie Eat gee

Dana,ools 7

<, .tr ICO% Tmes New Roman 12 . / IF 111W

01111111111

expensive

The Microsoft Windows XP software includes a Magnifierwhich enables any section of the screen to be viewedenlarged, in its own window. This is one of a number ofAccessibility Features provided in Windows XP anddiscussed later in this book in the section on MicrosoftWindows. Please note that the quality of the screen display

.onLy

This is one of a number of Accessibility Features providedin Windows XP and discussed later in this book in thesection on Microsoft Windows.

24


Please note that the quality of the screen display dependsnot only on the monitor but also on the graphics card, asmall circuit board or expansion card plugged into thecomputer's main motherboard. As discussed later in thisbook, Microsoft Windows allows you to adjust the coloursused to display the various menus and windows. You canalso adjust the screen resolution. The resolution is thenumber of small squares (known as pixels or pictureelements) used to map out the screen. Typical screenresolutions are 800x600 and 1024x768, as shown below.

Display Properties

Themes 11 Desktop, Screen Saver 11 Appearance Settings

Display:

Plug and Play Monitor on SiS 5598/6326

Screen resolution

Less More

Color quality

High (24 bit)

1024 by 768 pixels r IMF

Troubleshoot... Advanced

OK Cancel Apply

25


The PrinterA reliable printer is an essential part of your computersystem - you can't do all of your communication by e-mailor posting on Web sites. A printer is needed to producepaper copies of letters, reports, accounts, publications,magazines, photographs, e -mails and Web pages.

Nowadays there are two popular types of printer used in thehome and small business. These are the laser printer andthe inkjet. You need to consider the type of work you willbe doing in order to choose a suitable printer.

The Inkjet PrinterInkjet printers are good all-rounders and can be bought foras little as £50, although models costing several hundredpounds are also available.

You must also consider the cost of the black and colour inkcartridges which can cost from £10 - £20 or more per set.Inkjet printers can produce high quality colourphotographs, though the cost of the cartridges and thespecial glossy paper makes this quite an expensive activity.

.

26


The Laser PrinterLaser printers are popular in the home and in business.They are fast, produce high quality printout and tend to bequieter than their main rival, the inkjet. Most laser printersare mono (i.e. they print only in black and white.) Monolaser printers suitable for the home or small business can bebought for less than £100, while colour laser printers costfrom about £200 upwards. I have used two cheap monolaser printers over the last 10 years and they have been veryreliable.

You need to shop around for replacement toner cartridgeswhich typically cost around £40 - £50. Toner is a fineblack powder used as "ink" to print text and graphics on thepaper. A toner cartridge should be capable of printingseveral thousands sheets of A4. Refill toner kits are a cheapway of extending the life of a cartridge although printquality may eventually suffer as the cartridge drum surfaceinevitably deteriorates.

Multi -purpose printers combine several functions such asprinting, photocopying, sending faxes and scanning(discussed on the next page).

27


The ScannerThe scanner is anoptional extra ratherthan an essential part ofa computer system. Acommon type is the A4flatbed scanner, a flatbox roughly the size ofa large folder, as shown. Scannersupwards.

An image of a piece of paper containing text and/orgraphics can be copied and inserted into a document on thescreen. Alternatively the scanned image can be saved onyour hard disc or sent to a range of destinations such as e-mail or the Web. As shown in the menu below (for anEpson scanner), the scanner can also copy a documentstraight to your printer, acting like a photocopier. Thescanner is considerably slower than a photocopier and ismost suitable for small copying jobs. The scanner is alsouseful for copying old photographic prints into a programsuch as Corel Paint Shop Pro or Adobe PhotoshopElements, where they can be edited, improved and anyscratches removed before reprinting.

41110,4cov

4

cost from about £40

Scan toE-mail

Application Creativity

28


The ModemThe modem is a small set of microchips used to connect acomputer to the Internet via the telephone lines. Externalmodems are contained in their own box and sit outside of

the computer on the desk. Acable connects the modem tothe back of the computer andanother cable plugs into thestandard telephone line. Theexternal modem has an array

of indicator lights which report on the current activities -such as whether the modem is switched on, or if it issending or receiving data, fax or voice mail, etc. Theexternal modem is portable - it can easily be unpluggedand transferred to another computer.

The Internal Modem consists of a small circuit boardcontaining a set of chips. This plugs inside of the case of

the computer, out of sight.The internal modemobviously saves deskspace and is more securefrom damage or possibletheft. The internal versiontakes its power off thecomputer itself.

i Inn

The Dial -up Modem

For many years most home users connected to the Internetvia the telephone line using a device called a dial -upmodem. The major disadvantage of the dial -up modem isthat it is too slow for transferring large files, such as videos,etc., across the Internet. Also, you can't make ordinarytelephone calls while connected to the Internet.

29


The Broadband Internet ConnectionRecent years have seen the development of broadbandInternet connections, which provide vastly improvedperformance for finding information and transferring acrossthe Internet large files such as video clips and music.Broadband is still not available in some areas of Britain.

A common type of broadbandconnection is the ADSLmodem, which may be pluggedinto the computer through aUSB port. The modem and anordinary telephone handset

both plug into the telephone line via a special device calleda filter, allowing both Internet activities and ordinarytelephone calls to continue simultaneously.

If you decide to subscribe to a broadband service like BT,they provide a kit containing all of the necessarycomponents, which really are very easy to install(honestly!). This subject is described in more detail later inthis book.

The Wireless NetworkIf you have more than one computer in your home, youmay wish to install a wireless network. This will allowseveral computers to share an Internet connection,(amongst other things) without the need to drill holes andtrail cables around the house. With a wireless network youcan even connect to the Internet using a laptop computerwhile sunbathing in the garden!

The parts for a wireless network for two or more computerscost around £60; you don't need to be a technical expert toplug the bits together and get the network up and running.

30


The Digital CameraCheap digital cameras can be bought for as little as £40,while better quality ones may cost several hundred pounds.The digital camera doesn't use film, but instead has amemory. The images are stored in the memory until you"download" them to your computer. This is done byconnecting the camera to the computer using a special USBcable, included in the camera package.

USBConnector

A menu pops up with options to print, view or copy theimages. Once in your computer, the images can be edited ina program such as Corel Paint Shop Pro or AdobePhotoshop Elements, before being printed on special glossyphotographic paper.

Some cameras are supplied with ordinary AA batteries toget you started but you will need to replace these withrechargeable ones (Nickel -Cadmium or Nickel -MetalHydride). A set of these together with a charger costs about£15. Rechargeable lithium batteries are also popular; theseare more expensive but have a longer life.

31


The memory in a digital camera oftenconsists of a plug-in module such as theSmartMedia, Compact Flash, MemoryStick or xD cards. The memory itself ismounted on a thin plastic material aboutthe size of a large postage stamp. Thecard is a push fit in the body of thecamera. Memory capacity is often quoted in megabytes orMB for short, as discussed in Chapter 3. A 16MB or 32MBcard is often supplied as standard with a new camera, butyou will probably soon replace this with a card of, say,1024MB (1 gigabyte), capable of storing hundreds ofphotos.

Some digital cameras are equipped with flash and a zoomlens. Most have a small preview screen allowing you toview the set of images stored in the memory and delete anyyou don't want. Somedigital cameras also allowyou to record a fewminutes of video. This canbe viewed initially on thesmall monitor on the backof the camera, prior toviewing on your computerscreen or on a standard television set.

Next

The next chapter, Inside the Computer, describes the maincomponents inside the case of the base unit. These are atthe heart of the computer and determine how yourcomputer will perform. It's worth familiarizing yourselfwith them, if only so that you are not bamboozled by thesales staff when you are choosing your first computer.

32

3

Inside the ComputerIntroductionThe base unit is the metal boxcontaining the essential parts of thecomputer and is really the computeritself. It could start up and run withoutthe peripheral units like the keyboard,mouse and printer, although youwouldn't be able to do much with it.The peripheral units are for inputtingdata, etc., and for displaying or printinginformation output from the computer.The base unit on the right is in the formof a tower, usually situated on the floor.

At the top of the base unit shown aboveis the CD drive, with space underneathfor additional drives such as a DVD drive. The smallest slotat the bottom is a floppy disc drive. Many new computersno longer have floppy drives as these have been supersededby more capacious storage media such as CDs, DVDs andremovable flash drives and mini hard drives. On the rightof the tower is the main power switch for the computer.There is also a light which flashes on and off to indicatehard disc activity and a light to show if the computer isswitched on. At the bottom of the base unitare two convenient USB ports (shown on theright), to supplement the less -accessible USBports at the back of the machine.

USB ports

33

v

3 Inside the Computer

The ProcessorThis is the "brains" of the computer and carries out all ofthe instructions sent into the processor by the program youare using. Well known brands are the Intel Pentium,Celeron and Centrino and the AMD Athlon and Sempron.The speed at which the processor works determines theperformance of the computer. At the time of writing, newcomputers are advertised offering processor speeds ofaround 1.6 - 3.2GHz (gigahertz). This is a measure of howmany thousands of millions of instructions per second theprocessor can carry out.

Machines with faster processors are available at a greaterprice. As a general rule, if you are intending to use yourcomputer for tasks such as word processing, publishingdocuments, keeping accounts and records, sending andreceiving e -mails and searching the Internet, then a basicprocessor of perhaps 1.6GHz will be quite adequate.

It's certainly not necessary for the general user to keep upwith all of the latest offerings from the processormanufacturers. For example, I am currently using amachine with a 1.6GHz processor and this is quitesatisfactory for the sort of use described above.

If you later find that you need a more powerful processor, itmay be possible to "upgrade" your existing computer.Check before buying a new system whether the processorcan be upgraded at a later date. It may simply be a case ofunplugging the old processor and replacing it with the newone. This is much cheaper than buying a new computer.

34

Inside the Computer 3

The MemoryThe memory (also known as RAM or Random AccessMemory) is a set of chips, as shown below, which act as astore for the data or information typed in at the keyboard.

The memory also holds the programs that you are currentlyusing. The memory is only a temporary store. Like theprocessor, the size of the memory can have a major effecton the performance of the computer. Modem programs,with all of their graphics, windows and icons, demandmassive amounts of memory. Photographs are also veryhungry for memory.

If your computer is short of memory, programs will runvery slowly. Therefore it's best to buy a computer with asmuch memory as possible. Currently machines are beingsold with 256MB, 512MB or 1024MB of memory.Memory prices fluctuate - at the time of writing 512MBcosts around £30. It's a 10 minute job to plug extramemory or RAM chips, also known as SIMMs, into thecomputer at a later date.

Unlike data stored on a magnetic disc, data held in thememory is volatile. So any data stored in the memoryis lost as soon as the computer is switched off. Anydata you wish to keep must be saved on a magneticstorage medium such as your hard disc drive or a CD,etc., discussed shortly.(In this case data means anything you are likely tosave such as text, ictures music, video clips, etc.)

35


The Hard Disc DriveThe hard disc drive is a sealed unit built inside of thecomputer. You won't ever see your hard disc drive unlessyou remove the computer's metal casing. The magneticdisc surfaces on which programs and data are recorded arean integral part of the drive unit, which also contains theheads used for reading and writing data.

The hard disc is usually designated as the C: drive, andconsists of a set of metal discs, coated in a magneticmaterial and rotating about a central spindle. The hard discunit is housed in a metal case and is sealed to preventparticles of dust from entering and damaging the discsurfaces, which are machined to very fine tolerances.

In normal use the hard disc rotates at several thousandrevolutions per minute. This makes it very fast at savingand retrieving data. Although the hard disc is normally veryreliable and robust, the computer should not be moved orknocked while the hard disc is running as this might causedamage and loss of data.

36

Ir


How Much is a Megabyte?The amount of data which can be stored on a hard disc isnormally measured in megabytes (MB) or gigabytes (GB).A megabyte is roughly a million keyboard characters (suchas letters of the alphabet, the numbers 0-9 and punctuationmarks). A gigabyte is roughly 1000 megabytes. Forexample, all of this book including text and picturesoccupies 61MB on a hard disc. This makes little impressionon a typical modern hard disc holding 80GB or roughly80,000MB of data. Similarly a single CD costing about 20pence with a typical capacity of 700MB is used to securelyback up original copies of several of these books.

The Contents of the Hard Disc DriveThe hard disc inside of the computer is like the filingcabinet in a traditional office. Permanently saved on themagnetic surfaces of the hard disc are the programs anddata essential for the running of the computer.

When you switch the computer off, the contents of the harddisc remain in place (barring disasters, which thankfully arevery rare). The hard disc normally contains:

The systems software such as the Windowsoperating system needed to start and run thecomputer.The applications software (programs) such as yourfavourite word processor, database, desktoppublishing (DTP) and Internet browser.

The work you have produced and saved as files -such as word processing documents, spreadsheets,pictures, music, photographs and Web pagescaptured from the Internet.

37


The hard disc is generally a robust component which canperform reliably for many thousands of hours over severalyears. However, due to possible accidents and disasterssuch as fire and floods, it is possible for individuals andcompanies to "lose" the entire contents of a hard disc.

In some cases the files of data may still exist on the discafter a disaster, but the ordinary user can't retrieve them bynormal methods. (There are companies specialising in therecovery of data from damaged hard discs but this can bean expensive process).

As discussed later in this book, important work shouldalways be "backed up", i.e. a duplicate copy made ona separate disc or CD, etc.

The Floppy DiscThe name floppy disc originated withthe earlier 5.25 -inch disc, which reallywas "floppy". Some people mistakenlythink that the 3.5 -inch "floppy" disc,because of its rigid plastic case, isactually a "hard" disc. In fact, themagnetic disc material (known as the "cookie") inside theplastic case of the 3.5 -inch disc is really quite flexible and"floppy". The 3.5 -inch disc or "diskette" is portable andvery easily inserted into or removed from the floppy discdrive. In the past, most new software packages weresupplied on one or more floppy discs. Now, with the vastlyincreased size of new software packages, this role has beentaken over by the CD-ROM. Transferring files from asingle CD is much faster and less prone to errors than froma large number of 3.5 -inch diskettes.

38

-


In recent years, the floppy disc has been overtaken bynewer media such as the CD and removable USB flashdrives and mini hard discs. However, the 3.5 -inch disc isstill a very cheap and convenient way of transferring a fewfiles or a small piece of software from one computer toanother. It's also a quick way to make a backup copy ofimportant files for security purposes, provided they can fiton the floppy disc, with its limited capacity of 1.44MB.(Compare this with the CD, which has a typical capacity of700MB.) The floppy disc drive is usually called the A:drive.

Floppy Discs and VirusesFloppy discs can be a source of viruses. Alwayscheck discs you have received from elsewhere, withan up-to-date anti -virus program, as described later.

Expansion CardsSitting inside of the case of your computer are a number ofsmall circuit boards, known as expansion cards. These pluginto the motherboard of the computer and often have acable connector at back of the main computer base unit.

39


Some expansion cards are essential and are already presentin a new computer. These may include the graphics cardand usually a sound card, although as discussed shortlysome computers have these facilities "on board" as part ofthe motherboard, i.e. the main circuit board of thecomputer. Other cards may be added later to provide extrafunctions for the computer, (hence the term "expansioncard"). These might include an internal modem which issupplied on an expansion card, as shown below.

The CD Drive and CD MediaAlthough CDs have been around for a long time, only inthe last few years has it been possible, at an affordableprice, to write and rewrite your own CDs. Originally, whenmost CD drives were "read only", you might buy a CDcontaining a new piece of software. This had to be copiedonto your computer's hard disc. Then you could use thesoftware whenever you wanted to, without putting the CDin the drive. The CD is still the main medium for supplyingnew software.

40


The CD is also used for permanently storing vast quantitiesof information which you can search on your computer,such as an encyclopedia or an instruction manual.

Nowadays the CD is very versatile. The main breakthroughis that the user can now "write" to the CD, so that you canmake copies of your own work. This is a cheap andconvenient form of storage either as a backup or forsending work to another person. For example, when thisbook is fmished it will be copied onto a CD and posted tothe printers. The CD has a storage capacity equivalent toseveral hundred floppy discs.

Microsoft Windows XP includes its own software for"burning" or copying files onto a CD. If your computer hasan earlier version of Microsoft Windows, you can buy CDburning software separately, such as Nero from AheadSoftware and Easy CD Creator from Roxio.

CD MediaThere are two main types of writeable CD media:

The CD -R disc can be written to only once, after whichit can only be used for reading operations. CD -R discscan be bought for around 20p or less if you shop around.

The CD-RW disc can be used repeatedly for writing andrewriting. First it must be formatted to prepare it for therecording process, known as "Packet Writing".

This allows the CD-RW disc to be used like a floppy orhard disc, with drag and drop copying operations, etc. CD-RW discs are currently priced at around 50p each. If youbuy a CD-RW drive, it can be used to read normal data andaudio CD-ROMs, to "burn" CD -R discs in a once onlyoperation, and to format, write and rewrite CD-RWs.

41


Advertisements for CD-RW drives normally stateperformance in terms of writing, rewriting and readingspeeds. For example, 52/32/52 means:

Writes at 52 speed (7800KB/s)

Rewrites at 32 speed (4800KB/s)

Reads at 52 speed (7800KB/s)Some new computers are fitted with separate CD and DVDdrives, whereas special "Combo" drives can handle bothCDs and DVD discs. DVDs are very high capacity digitalvideo discs capable of storing a full-length movie, replacingthe old VHS tapes. Whereas a CD has a capacity of about700MB (enough for about 75 minutes of music) a DVD canstore a massive 4.7GB of data, equivalent to about 8 hoursof music. If you want to record your own CDs or DVDs,the drive in your computer must be designated RW, shortfor re -writer, as in CDRW or DVDRW.

The Windows Media Player software allows you to copymusic from a CD onto your hard disc. Background musiccan then be played from your hard disc, while you areworking away on the computer. The CD and DVD drivesare designated as the D: drive or perhaps the E: or F: drive.

Multi -media

Small speakers which plug into the back of your computercan be bought costing anything from about 10 upwards.These help to turn a computer into a complete multi -mediacentre. Apart from playing music, you can also usesoftware with sound effects or a voice commentary. Forexample, the Microsoft Flight Simulator, designed with thehelp of experienced pilots, includes realistic graphics, ,

airport scenery, video and sound. One of my sons foundthis very helpful during his training to be an airline pilot.

42


Planning for the Future - UpgradeabilityAs previously stated, computers rapidly become obsolete.It's not that this year's computer suddenly becomesuseless; rather that new software applications are developedwhich require more and more power. Nowhere is this moretrue than with computer games which are provided withever more stunning graphics. However, serious applicationssuch as Microsoft Office (word processor, spreadsheet,etc.) and Windows itself continue to demand morepowerful machines as each new version is packed withadditional features.

There are three ways to deal with this demand for more andmore computing power:

Settle for the computer system you've got. Ignorethe latest versions of Windows and new softwareapplications which may not run on your machine.

Buy a brand new computer system every year ortwo and keep up to date. (Obviously this is tooexpensive for most people on a limited budget).

Buy a computer which can be upgraded easily andcheaply over the years.

Obviously the cheapest option is to settle for what you'vegot. Most common tasks such as Word Processing, DesktopPublishing, Accounts, Graphics, E-mail and surfing theInternet could be carried out perfectly well on machinesbuilt several years ago. However, if computing is yourmain hobby, or you work in a business and deal withpeople having the latest technology, then you may need tokeep up-to-date. After all, most experienced users wouldagree that Windows XP is much easier to use, morepowerful and more reliable than Windows 95, for example.

43


It's worth considering future upgradeability at the time ofbuying a new computer system. Peripheral units like theprinter, keyboard and mouse can be swapped for improvedmodels at any time. However, the important componentsinside of your computer's metal case should also beupgradeable. If you're handy with a screwdriver you mighthave a go at this work yourself. Otherwise your localcomputer shop should be able to do the work in no time atall. If you have a good monitor, keyboard, mouse andprinter all you need to consider upgrading are a few of thecritical parts inside of the base unit. These are theprocessor, hard drive, memory and possibly one or two ofthe expansion cards.

Fitting a Faster ProcessorThis is mainly needed to run graphics programs quickly,such as simulations and games. Sometimes you can getaway with simply plugging in a new processor, but youmay also need to buy a new motherboard (the main circuitboard inside of the computer). You should check beforebuying whether the processor can be swapped easily. Someolder machines cannot be upgraded with a newmotherboard because the computer case is not compatible.

Fitting a Bigger Hard Disc Drive

A simple upgrade, which many people can do forthemselves is to fit a bigger hard disc drive. You may fillyour existing drive with your collections of photographs,music or files of work. New programs tend to need farmore hard disc space than the earlier versions. It may alsobe possible to leave your old drive in situ and simply add asecond new drive. This also provides an additional place tostore backup copies of important files, though not entirelysecure as the computer itself could be damaged or stolen.

44


Extra MemoryNew versions of programs tend to be more memory hungrythan earlier versions because of all the extra features thathave been added. Shortage of memory causes excessivehard disc activity when you are not expecting it. This isindicated by the hard disc's light flashing repeatedly. Lackof memory also causes the computer to run very slowly.

Adding extra memory is just a case of adding two or moreadditional memory modules known as SIMMs. These aresmall circuit boards containing banks of memory chips asshown on page 35. It's a simple job to fit some new SIMMsinto special clips in the motherboard.

Expansion CardsSeveral other components are upgradeable because theyconsist of expansion whichplug into the motherboard, the main circuit board inside ofthe computer. These cards may include the graphics card,which controls the screen display, the sound card andperhaps an internal modem (as shown on page 40). All ofthese cards can be replaced by new, improved models - it'ssimply a case of removing the metal casing, disconnectingany cables, undoing a single screw and pulling the card out.

On some computers the functions such as the sound andgraphics facilities are provided by "onboard" componentsbuilt-in as an integral part of the motherboard. Thesefacilities can still be replaced by expansion cards - it's justa case of disabling their software in the computer's ControlPanel and pushing in the new card. Any computer repairshop or local "guru" can do this in minutes or you couldhave a go yourself - you only need a screwdriver.

45


Please note that before removing the casing of yourcomputer at any time, you should rid yourself of staticelectricity. This can be done by touching the frame of yourcomputer or by touching some water pipes. You can alsopurchase special anti -static earthing straps, at a modestprice, from most electrical shops.

The new card is pushed into place and the fixing screw andany cables are replaced before fitting the metal computercasing.

You may also want to install expansion cards to extend thefacilities on your computer; for example, cards areavailable which provide several more USB ports into whichdevices such as scanners and modems can be connected.

USB hubs are also available which provide four or moreextra USB ports, connected by a cable to a single USB port,as shown below.

You can delay the need to upgrade by buying the mostpowerful computer that you can reasonably afford. Thisreally means the fastest processor, the biggest hard driveand the maximum memory.

46

4Getting Set Up

This chapter looks at the steps involved in buying acomputer and getting it up and running in your own home.If you have read the previous chapters you should know ifyou can manage with a standard sort of machine, i.e.suitable for tasks like word processing and using theInternet. Such a basic machine will be readily available forperhaps £300 - £500. Alternatively if you or a member ofyour family is likely to be a "power user", perhaps handlinga lot of large graphics files, photographs, music or videofiles or playing the latest games, then you will need to buya more powerful computer with a faster processor andprobably costing upwards of £600.

Choosing a SupplierThere are several ways of obtaining a computer:

Major stores with branches throughout the country.

Mail order specialists.

Small local businesses.

Buying a second-hand machine.

Building your own computer from a kit.

Normally a basic computer system will consist of the baseunit (tower or desktop), a monitor, a keyboard and a mouse.The base unit will normally include the motherboard,processor, hard disc drive, CD drive and perhaps a DVDdrive for playing moving videos. Floppy disc drives arebecoming less common on new machines, as discussed onpage 39.

47

4 Getting Set Up

If you go to one of the big stores they will sometimes"bundle" a complete package to include a printer, modemand scanner for about £700 upwards, depending on thespecification of the processor, hard disc, etc. This shouldalso include Microsoft Windows (with Internet Explorer)and probably applications such as Microsoft Works (wordprocessor, database, spreadsheet, etc.) to get you started.Large stores and mail order companies also offerwarranties, which may be on -site or on a return -to -basebasis. Obviously the on -site option is more convenient.Return to base is not a good option for a computer systemon which you depend for work or regular use. From myown experience, it can be extremely frustrating andexpensive, as there may be post and packaging to pay intwo directions. You may also have to spend hours on thetelephone trying to find a person dealing with yourmachine. It's also not unknown for mail order companies tocollapse while holding customers' money for machines notyet delivered.

I have had good experience dealing with small localcomputer builders. Obviously you need to choose a firmyou can trust and if possible talk to previous satisfiedcustomers. If the firm has been in business for a few years,this is a good indication. You may not get a completepackage including a printer and scanner but you will getsome other advantages. In a typical small business, you willbe able to talk directly to the person who has built yourmachine and knows it thoroughly. If you know exactlywhat you want, the small business will probably build amachine tailored to your own specification.

48

Getting Set Up 4

With the small local business, if you do have problems itshould only be a matter of returning the machine forperhaps a day or two. In the large store you may be talkingto a sales person with little or no practical knowledge ofcomputers.

Monitors are slightly different from the rest of thecomputer when it comes to repairs. If you take a faultymonitor to a computer specialist they often forward themonitor to a specialist repairer. This is often a persontrained in the repair of televisions. If your monitor needsrepair (and is out of warranty) it may therefore be cheaperto go directly to a specialist monitor/TV repairer. I haveonly had 2 monitor repairs in the last 8 years and as I keepa spare monitor this has never been a problem.

Although you may hear some horrendous tales, in practicemost modern computers are very reliable and you will beunlucky if you have to return your machine. If treated withrespect, I have found that most computers soldier on foryears.

Another point to consider is the installation of the machinein your home. If you are not very mobile, you may need thesupplier to deliver the machine to your house then set it upand get you started. This should include connecting to theInternet via your telephone socket.

When visiting a computer shop to buy a new machine, it isvery easy to be bamboozled by the sales staff, who mayhave learned lots of impressive jargon but may not havevery sound technical knowledge to support it. Beforevisiting the shop, have a look at a few magazines and get afeel for the latest prices and offers. Read Chapters 2 or 3 ofthis book so that you are familiar with the jargon and thenames of the various components.

49

4 Getting Set Up

Then you won't be baffled by terms such as RAM and"Pentium Processor", "kilobytes" and "gigabytes". Preparea list of questions before leaving home - a good supplierwill have no problem in giving you honest answers. A fewideas are given below.

Suggested Questions for Computer Suppliers

What system would best suit your intended use ofthe computer, such as e-mail, Internet, DTP, etc.?

Is it easy to upgrade the computer in the future, withmore memory, faster processor, bigger hard disc,more expansion cards?

What guarantee is included with the machine andwhat does it cover?

What are the arrangements for returning themachine and who pays for transportation?

What is a typical turnaround time for repairs?

What software is pre -installed on the machine -Windows, word processor, spreadsheet, etc.?What peripherals are included - printer, scanner,digital camera, etc.?

Would the basic machine without these "free"peripherals be better value? Also, you may want abetter printer, for example, than one included aspart of a package.

Will the supplier deliver the computer and get it upand running (including the Internet) in your home?

Would they give you any free tuition to get youstarted?

After buying a new machine, keep all receipts andpackaging in case the system has to be returned for repair.

50

Getting Set Up 4

Buying a Second -Hand Machine

Computers depreciate rapidly and a useful secondhandsystem may be available for less than £100. However,computers become obsolete very quickly and unless yourneeds are very minimal I wouldn't recommend a second-hand computer more than a year or two old. Unless youknow the background of a second-hand computer, I thinkit's worth spending the extra money to buy a new machine.The way computers advance, even a new machine boughttoday will look a little out-of-date in a year or two's time.After three years it may seem positively antiquated.

Building Your Own Machine

This option is not nearly as difficult as it may seem. It'sactually only a case of buying a kit and plugging togetherthe main components, namely the motherboard,memory, hard disc drive, CD and DVD drives. All of thepower cables are supplied already attached to the powersupply unit in the computer's metal case. The cables are alldifferent and cannot normally be fitted incorrectly.

If you are handy with a screwdriver and can spare the timeyou could certainly consider building you own computer.There are also lots of books on the subject. I have built twocomputers and both have given several years of reliableservice. They have since been kept up-to-date by variousupgrades to processors, memory and hard disc drives(rather like the woodman's axe which has had 3 newhandles and 4 new heads).

However, you don't save a great deal of money buildingyour own machine. What you do gain is a good knowledgeabout the components of the machine and a great deal ofpersonal satisfaction.

51

4 Getting Set Up

Creating the Right EnvironmentBefore buying a new computer it's worth deciding whereit's going to be set up in your home. If possible a separatesmall room such as a spare bedroom is ideal so that you canwork without disturbance. Other people may use a specialshed or summerhouse in the garden; I have converted partof a garage to create a small office as shown below.

If you are planning to use your computer for any sort ofwork or business, it may be worth installing some extrawork surfaces. Also check with your insurance companythat your house insurance is not affected. If you are usingyour computer for working from home, you may be able toclaim the cost of any computer equipment, fixtures andfittings as capital allowances on your self -assessment taxform. If you are dedicating a room to your business oremployment then you may be able to claim, for taxpurposes, the cost of heating and lighting as a fraction ofthe total bill for the whole of your home.

52

1

1

1

1

1

Getting Set Up 4

Safety and Security IssuesIf possible, have some extra power points installed in yourroom; recent legislation requires electrical work to becertified in writing by a qualified electrician. A computersystem with printer, scanner, speakers, etc., can easilyrequire 6 or more power points. Connecting several plugadapters together is dangerous and might cause a fire, withpossible consequences for any insurance claim you makeapart from the obvious personal danger.

You also need to make sure that the computer base unit andmonitor have plenty of space around them, to preventoverheating and the possible risk of a fire. Install a smokealarm near to the computer system. The increased risk offlooding in recent years must also be borne in mind whenchoosing a location for a new computer system.

Computers as a commodity are very popular with burglars.The computer system represents a big investment by anystandards. What may not be realized is that the value of thehardware and software can easily be exceeded by the valueof the data, in which you might have invested hundreds ofhours of work. In the case of a small business, the loss of acomputer system and all of the data may be devastating.

If your system is installed on the ground floor and visiblefrom outside, it is asking to be stolen. I know of one casewhere a computer and then its brand new replacement werestolen from the same location next to a window, withoutthe thieves ever entering the building.

You might also mark your equipment with your post code,using a permanent marker pen, to deter thieves. Markinginvisibly with an infra -red pen may help in claiming yourequipment if it's later recovered by the police.

53

4 Getting Set Up

Internet AccessYou will also need a convenient telephone socket forconnecting your machine to the Internet. The cheapestoption is a telephone extension cable and socket availablefrom DIY stores. If you have a broadband Internetconnection, the ADSL modem and an ordinary telephonehandset both plug into the telephone line via a smalljunction box called a filter. This allows you to use theordinary telephone at the same time as the Internet.

Some people are still using a traditional dial -up modem.This ties up the telephone line so that other people can't usethe 'phone while you are surfing the Internet. One solutionis to install an additional telephone line dedicated solely tothe computer and Internet. You will then be billedseparately for your Internet and e-mail activities.

Computer Furniture and Health IssuesThe height of your desk and chair must allow you to workcomfortably. Office chairs with adjustable seat height areavailable for about £30 upwards. Special computer tables,often called workstations, can cost over £100 while goodsecond-hand office desks can be bought for as little as £30.

Long, unbroken hours at the computer can result in RSI orRepetitive Strain Injury. This can cause pain and seriousinjury in the muscles of the wrists, neck, back andshoulders. The risks of RSI can be reduced by making surethat your seating position allows a good posture, ensuringthat your arms, wrists and thighs remain roughly level.Your back should be straight and you should not have tostrain to reach forward. You are advised to move andstretch every few minutes and walk about, every hour, say.

54

Getting Set Up 4

Assembling the SystemAssuming you have bought a new system and haveidentified a suitable location for the new machine, we cannow consider putting the pieces together and starting thecomputer for the first time. At this stage it is probably bestto concentrate on the basic system, i.e.

Base unit

Monitor

Keyboard

Mouse

Peripherals such as the modem and printer can be installedlater when the basic system is working correctly. Don'tswitch any power on until the whole system is connected.

If you have bought a base unit in the tower configuration,you may find it easier to do an initial setting up on the worksurface or desk. This is because if the tower unit is on thefloor, the cables which connect into the back of the baseunit can be difficult to fit for the first time, especially ifyou're lying on your back in a confined space! Once youare familiar with the set-up you should have no troublereassembling the cables with the tower unit on the floor.

Assembling the system mainly consists of plugging a fewcables into the correct sockets on the back of the base unit.Fortunately most of these are designed so that you can'tplug a cable into the wrong socket.

It's worth spending a few minutes familiarizing yourselfwith the connectors on the back of your base unit, asdescribed on the following pages, before connecting theunits together.

55

4 Getting Set Up

Connection Sockets on the Base UnitThis section looks at the various sockets on the back of thebase unit, into which all of the peripheral devices such asthe keyboard, monitor and printer are connected.Fortunately, most sockets or ports are designed so that youcannot connect the wrong device.

The mouse and keyboard plug into two small round 6 -pinfemale sockets known as PS2 ports. If you look closely atyour machine you should see small icons or labels on thebase unit to distinguish between the mouse port and thekeyboard port. Take care to line the pins up with the holesin the port before gently pushing the plug home.

Some mice use what are known as the serial ports. Theseare two 9 -pin D -type male sockets at the back of the baseunit. They are also known as COM/ and COM2 and maybe marked as such on the casing. One of the serial ports isoften used to connect an external modem.

It's possible to buy adapters which allow the older serialport devices and connectors to work with the newer PS2devices and connectors.

The large 25 -pin D -type female connector on the back ofthe base unit is used to connect a "parallel printer" and isusually referred to as the printer port. Some scanners alsoconnect to the printer port. This arrangement can be veryinconvenient unless you fit a second printer port, allowingboth printer and scanner to be used simultaneously andwithout the need to swap cables around.

New printers nowadays often use the USB port describedon the next page.

56

Getting Set Up 4

Modem computers have two small rectangular femalesockets known as the USB ports as shown on page 14.These are a relatively new feature and are designed to makeperipheral devices easy to connect and set up. The USBports are used to connect peripheral devices like printers,scanners and digital cameras, for example.

The main power lead intothe computer attaches tothe base unit through the 3 -pin socket marked AC230V as shown on the left.Also shown is the mainswitch for the power unit.

On the right above is the computer's cooling fan.

The remainder of the connectors and sockets for the variouscables are on the outside end of the expansion cards, againat the back of the base unit, as shown below.

57

4 Getting Set Up

Expansion cards are described in the previous chapter. Thecards fitted to individual machines vary according to whatdevices have been installed.

Referring to the bottom photograph on the previous page,two of the slots are filled by removable blanking plates.These can be removed to allow extra devices to be fitted.The purpose of the blanking plate is to prevent dust, etc.,from entering the computer while a slot is not occupied byan expansion card.

Connecting the Monitor to the Graphics CardThe top connector shown on the previous page is a 15 -pinD -type female socket. This is the connection for themonitor lead. Located behind the connector is the graphicscard, which contains the circuitry controlling the screendisplay.

The monitor also has a power lead. On some computers thishas its own plug, to be inserted into a power point on thewall. Other monitors take their power off the back of thecomputer using a power lead with a male connector.

The Sound Card - Attaching Speakers and a JoystickThe next card down on the photograph on the previouspage is the sound card. The large 15 -pin D -type femaleconnector shown on the left of the photograph is the GamesPort. The games port is used for attaching a joystick, usedinstead of a mouse for playing games. The smallconnectors on the right are for connecting various devicesto the sound card, such as a pair of speakers and amicrophone. The sockets are normally labelled, e.g. SPKand MIC, on the end plate of the sound card, though youmay need a torch and magnifying glass to read them.

58

Getting Set Up 4

The Network CardBelow the sound card in the photograph on page 57 is thenetwork card. This card is used to allow two or morecomputers to be connected together with cables. Thedifferent types of connector shown on the card are neededbecause there are various types of network cable. Thenetwork card is not normally fitted as standard and if youonly have one computer you can forget about it for the timebeing. However, many homes and small businesses nowhave more than one computer and there are manyadvantages in connecting them on a network. I fitted thiscard in order to connect my two computers together for thepurpose of exchanging data files, sharing a single Internetconnection and backing up my work. Wireless networkcards and "dongles" are becoming very popular.Connecting an Internal ModemAt the bottom of the group of expansion cards shown onpage 57 is the end plate of an internal modem. The modemis used to connect the computer to the Internet.

The rectangular female socket is for the special lead whichconnects the modem to the telephone line. Another socketallows an ordinary telephone handset to be connected. Thisparticular modem also has three additional sockets for aWeb camera, speakers and a microphone.

As mentioned elsewhere in this book, external modems arealso available. These have lights providing informationabout the modem's activities. The external modem isobviously easier to connect but adds to the clutter on yourdesk and is more vulnerable to theft or accidental damage.

59

4 Getting Set Up

Connecting the CablesDo not at this stage plug in any of the power cables at thepower points. Now connect the monitor, keyboard andmouse to their respective sockets on the base unit. It'simportant to make sure you have good light and take careto line up the pins in the connectors carefully before gentlyinserting the cable plugs. The pins are easily bent and thiswill render the component useless.

When you've connected all of the components, next plugthe power leads into the power points. Switch on the powerunit on the back of the computer. Next switch on the powerpoints and press the main ON/OFF switch on the front of thebase unit. Also press the switch on the front of the monitor.Green power indicator lights should be illuminated on themonitor and on the base unit.

The computer should start up with the screen initiallydisplaying a lot of text giving technical details. Dependingon which version of Windows you are running this may befollowed by the Windows logo, then a Welcome message,then the Windows Desktop itself, shown below.

60

4

Getting Set Up 4

The all important Start button is shown on thebottom left of the previous screenshot. Alsoshown on the left-hand side are icons representing shortcutsto start the various installed programs.

If the Computer Fails to StartIf your monitor screen is blank, check that the green powerindicator on the front is ON. Also check that the D -typeconnector on the monitor cable has been fitted correctly tothe graphics card at the back of the base unit. If you didn'thear the hard disc spinning in the base unit (a bit like a jetengine starting up), check that the switch at the back of thebase unit is in the ON position. Try switching on againusing the main switch at the front of the base unit. If thecomputer still doesn't start up, switch off all power pointsand check all of the connections, before repeating the start-up test. If either the mouse or keyboard doesn't work, it'susually because the connectors have been incorrectly fitted.

Return to BaseIf, after checking all of the connections, your computer stillrefuses to start up, it will have to be returned to yoursupplier. Unless you suspect the monitor to be faulty, it iseasier to return just the base unit, especially in the case of asmall local supplier. If you suspect the monitor to be faulty,perhaps you could borrow one from a friend to confirmyour diagnosis. In the case of a system bought from a largecompany it will need to be parcelled up in its originalpackaging and returned to the company's repairdepartment, possibly by parcel carrier. You might asksomeone with more experience to check over theconnections but do not allow anyone to remove the metalcover of your machine as this may invalidate anyguarantee.

61

4 Getting Set Up

Shutting Down CorrectlyBefore discussing the actual use of the computer, it isappropriate at this point to discuss the correct procedure forshutting down and switching off the system. Failure to shutdown properly can damage the data on your hard disc. Ifthis happens, next time you start the computer it will carryout a lengthy and very inconvenient recovery procedure asit checks for any damage and attempts to repair it.

Surprisingly, the correct shut -down procedure is initiatedby clicking the Start button. Thenyou click Turn Off Computer on thebottom of the Start menu. Thefollowing window appears:

Turn Off Computer

Turn off computer

0 i

I :0 -

Hibernate Turn Off Restart

The Turn Off OptionIf you select Turn Off, a message will eventually appeartelling you it is safe to switch off the computer. At thisstage I normally switch off at the power points rather thanswitching off individual components like the monitor andbase unit. If you switch a monitor off every night you mayfind a new switch is needed before very long.

62

Getting Set Up 4

The Hibernate OptionNot all computers support the Hibernate option shown onthe previous screenshot. Hibernate is used for shuttingdown a computer after saving everything to your hard disc.For example, if you click Start, Turn Off Computer, andHibernate while your screen is displaying, say, a wordprocessing document, the computer will shut down.However, next time you start the computer, the screendisplay will be exactly as you left it, with the documentopen where you finished working.

The Restart OptionClick the Restart button if you want to shut down and startup again straight away. For example, after making changesto the computer, like installing new software, the changesmay not take effect until the computer has been restarted.

Starting a New SessionNext time you start a computing session it's just a case ofswitching on at the power points at the wall and pressingthe ON switch on the front of the base unit. The computershould start up and display the main Windows screenshowing the Start button in the left-hand corner. (Unlessyou shut down with Hibernate, when it should restore yourscreen display and document exactly as you left it).

Tidying Up the CablesAfter setting up your system, you may need to tidy up theleads and cables. These can be fastened together usingplastic ties or possibly encased in plastic trunking availablefrom electrical shops. If your mouse movement is restrictedby the length of the cable, you can buy cable extensions fora few pounds. Wireless mice and keyboards allow totalfreedom of movement, similar to a cordless telephone.

63

4 Getting Set Up

Connecting a PrinterA printer is obviously essential in most computer systems.In this section we will connect an Epson Stylus inkjetprinter, using Windows XP, the latest version of MicrosoftWindows. The general method is the same for attachingany printer to a computer and is broadly similar for otherhardware devices such as a scanner or an external modem.

Apart from the printer itself, you should be supplied with:

A power cable to connect the printer to a powerpoint.

A data cable to connect the printer to the computer.

Software on a CD or floppy disc to enable yourcomputer to work with your particular model ofprinter. This software is known as a printer driver.

There are two main types of data cable used with printers:

The Centronics parallel printer cable was thestandard for many years. One end of the parallelprinter cable connects to the 25 -pin D -typeconnector or printer port on the base unit, asdiscussed on pages 14 and 56 of this book. Theother end of the parallel cable connects to a 36 -pinsocket on the printer.

The USB cable is a recent development forconnecting various peripheral devices, includingprinters. The USB cable connects the USB port onthe printer to a USB port on the computer base unit.The USB ports are small rectangular slots asdiscussed on pages 14 and 57 of this book.

I

64

Getting Set Up 4

Connecting the Printer CablesWith all the power points switched off, connect the printerpower cable and data cable.

Switch on the power supply for the printer and switch theprinter on. The green power indicator light on the printershould be illuminated.

Switch on the power to the computer and start the computerby pressing the ON/OFF switch on the front of the base unit.The message Found New Hardware should appear in aballoon at the bottom right of the screen, as the computerautomatically detects the new printer.

The Found New Hardware Wizard appears as shown below.

Found New Hardware Wizard

Welcome to the Found NewHardware Wizard

This wizard helps you install software for:

EPSON Stylus C60

40 If your hardware came with an installation CDor Floppy disk, insert it now.

What do you want the wizard to do?

()install the software automaticaltypecommended)

0 Install from a list or specific location (Advanced)

Click Next to continue.

Next > Cancel

You are asked to insert the CD or floppy disc which camewith your new hardware - in this case an Epson printer.

65

4 Getting Set Up

After inserting the CD, click the Next button as shownpreviously. The resulting window presents a list of choicesof printer driver software in different languages.

Found New Hardware Wizard

Please select the best match for your hardware from the list below.

EPSON Stylus CSO Series

Version Manufacturer Location

N Stylus C60 Series 5.22.0.0 EPSON

SfyiU: FUSeria. 1,1 E p.,L1

N Stylus C60 Series 5.22.0.0 EPSON

N Stylus C60 Series Unknown EPSON

dAespanol1win20001e_dfl 3ce.i .!qt1,72000 '<e i

d:1deutsclAwin20001e_dfl 3ce.i

dAportugarminnt401e_df03ceir

I )

V This driver is (kik* 44.1ed.Ted me why skiver sionino is important

< Back Next > Cancel

In this example, there is not an English printer driver listedfor Windows XP. However, there is one for Windows 2000which is a close relative of Windows XP. Also there is amessage (displayed on the window above), which statesthat This driver is digitally signed. This means the driver hasbeen tested and approved for use with Windows XP. Somedrivers will display the message This driver has not beendigitally signed! If you decide to use such an unsigneddriver you may later experience problems with the printeror other device. (Digital signing doesn't just apply toprinters).

After choosing the printer driver, click Next and you areasked to click Finish to complete the installation.

66

Getting Set Up 4

Testing the PrinterYou can see if your new printer driver software is installedon your computer by clickingthe Start button and thenselecting Printers and Faxes.

Printers and Faxes

All of the printer drivers installed on your machine aredisplayed in their own window as shown below.

Printers and Faxes

File Edit View Favorites Tools Help

Address Printers and Faxes

Printer Tasks

Li Add a printer

Set up faxing

Troubleshoot printin

t9ij Get help with printing

Acrobat Distiller0

Ready

EPSON Stylus C60 Series0

Ready

HP LaserJet 5L (PCL)0

F eady

You can see the driver for the new Epson printer listedabove. Also listed is my old printer, the HP LaserJet 5L.Notice that the LaserJet driver shown above is marked witha tick. This means it is set as the Default printer driver, i.e.the one which will be automatically used if printing froman application such as Microsoft Word.

67

4 Getting Set Up

Obviously if we now have an Epson printer physicallyconnected to the computer, we should make the Epsondriver the default printer driver. Move the cursor over theicon for the Epson driver shown previously. Clicking theright mouse button (in future referred to as "right -clicking") brings up the menu shown below.

EPSON !-.M,,11._,::- cbo serie:::

Feat Open

HP L Set as Qefault Printer

.006 0 Printing Preferences...Rea*

Pause Printing

Sharing...

Use Printer Offline

Create Shortcut

Delete

Rename

Properties

Now click Set as Default Printer to make the new Epsonprinter the one which is used automatically fromapplications.

Printing a Test Page

On the above menu, at the bottom is the Properties option.Clicking this brings up the Properties window. Make surethis window is displaying the General tab by clickingGeneral at the top. At the bottom is a button marked PrintTest Page. Clicking this button will show whether yournew printer can print text and graphics correctly on paper.

4

681

Getting Set Up 4

You are asked if the test page printed correctly. If not click,Troubleshoot... as shown below, to try to solve theproblem.

EPSON Stylus CEO Series

A test page is now being sent to the printer. Depending on thespeed of your printer, it may take a minute or two before the pageis printed.

The test page briefly demonstrates the printer's ability to printgraphics and text, and it provides technical information about theprinter driver.

If the test page printed, click OK.

If the test page did not print, click Troubleshoot.

OK Troubleshoot...

The Printing Troubleshooter shown below attempts to solveprinting problems after you select from a list of commonfaults. Click the small circle (or radio button) to includeone or more faults in the diagnosis of your printingproblem.

CI) Help and Support Center

Sea rcearcilc.prir,

(?) Help and Support CenterWindows .-,P Prate:

O My document doesn't print at all.

O Some of the features that came with my printer don't work.

O Printed text or graphics are incomplete.

O Fonts are missing or don't look the same as they do on the screen.

O Printing is unusually slow.

I can't print from an MS -DOS -based program or from the MS-DOS command line.

O I receive a message that reads "The printer driver is not compatible with a pokey enabledon your computer that blocks Windows NT 4,0 or Windows 2000 kernel -mode drivers.'

0 I want the troubleshooter to investigate settings on this computer.

Next

69

4 Getting Set Up

Using the New PrinterYou will need to consult your printer manual for precisedetails about loading paper and fitting new ink cartridges(or toner cartridges in the case of laser printers).

If you have set the new printer as the default, as describedon page 68 of this book, then this will be usedautomatically in any application such as a word processor.However, you can use any printer which is physicallyattached to your computer, even if it has not been set as thedefault printer. This is done by selecting the requiredprinter driver from within an application, as follows.

In the application, select File and Print... from the menubar. Now click the down arrow to the right of the defaultprinter, in this example HP LaserJet 5L (PCL), as shownbelow. Then, from the drop -down menu, select the printeryou wish to use. Click OK and printing should begin withthe newly selected printer.

Pint LIAO

Printer

Name:

Status:

Type:

Where:

Comment:

Page range

i7; AO

r- Current page

Pages:

Enter page numbers and/or page rangesseparated by commas. For example, 1,3,5-12

HP LaserJet 5L (PCL)

4 Acrobat DistillerAcrobat PDFWriter

Generic PostScript PrinterHP LaserJet 5LHP LaserJet 5L (PCL)

Properties I

Find Printer,- I

r Print to filer Manual duplex

Print what: 'Document

Print: IAN pages in range

riurnoer or copes:

j,4 zoom

Pages per sheet:

Collate

I1 page

Scale to paper size: 'No Scaling

OK I Cancel

70

5

IntroducingWindows XP

What is Windows XP?

After you switch the computer on, it starts up and in a shortwhile the screen displays the Windows Desktop withvarious icons, backgrounds and colours. During a session atthe computer you might select a program from a menu, dosome work such as typing a letter, save the letter on discand print it out on paper. All of these tasks are controlledby a collection of software forming what is known as theoperating system. Microsoft Windows in various editionshas been the dominant operating system on personalcomputers for many years. Windows XP is the latestversion of Microsoft Windows, now installed as standardon many new computers.

The operating system provides the environment in whichwe control and interact with the computer. It presents themenus from which we select commands or tasks, it controlsthe screen display and allows us to manage our documentfiles and folders and to save and print our work. Theoperating system also controls peripheral devices such as

.scanners and modems and our connection to the Internet.

71

5 Introducing Windows XP

No matter what task we use our computer for - wordprocessing, surfing the net, etc. - the operating system willbe working in the background in overall control.

Windows XP also provides various tools for routinemaintenance tasks and organizing your work. When yousave a document, such as a letter, on your hard disc, thesaved version is known as a file. The Windows operatingsystem allows you to arrange your files into a system oforganized folders (discussed later). Windows is also usedfor deleting any files of work which you no longer need.Windows XP includes its own applications software suchas Internet Explorer. This is a Web browser, a programused for searching the Internet and displaying informationin Web pages, such as bargain holidays or herbal remedies,for example. There is also a digital media whichallows you to turn your computer into an impressive musiccentre, with easily managed personal libraries of music and

/video clips.

Ale View Play Tools Help

72

Introducing Windows XP 5

The Evolution of Microsoft Windows XPWindows XP is the latest in a family of MicrosoftWindows operating systems, starting with Windows 3.0and Windows 3.1, followed by Windows 95, Windows 98and Windows Me. Business users were provided withseparate versions of Windows, namely Windows NTfollowed by Windows 2000.

Windows 95, Windows 98 and Windows Me wereprimarily aimed at the home user and, while quite capableof running business programs, were also very suited toother areas of computing, such as games requiring soundand high quality graphics. Windows Me in particularintroduced a new media player with facilities for copyingand managing music CDs and for editing home videos.

Windows NT and Windows 2000, with their emphasis onbusiness applications, were particularly strong onnetworking and security. In addition, being of a completelynew design, they were more stable and reliable, notsusceptible to "crashing" or locking up, as some usersclaimed of Windows 98, for example.

Windows XP is the result of a merger between the twoWindows families, i.e. the home and business versions. Infact, there are two versions of Windows XP, known asWindows XP Home Edition and Windows XPProfessional. The two versions are basically the same, bothusing the proven Windows NT technology at their core,known for its reliability and stability. The ProfessionalEdition has additional features for network managementand security in large organisations. Windows XP can alsobe installed on older machines, provided the machine meetscertain performance criteria, described on the next page.

73


Moving Up to Windows XPHardware RequirementsAs the Microsoft Windows operating system has evolvedover the years it has become packed with more and moresophisticated features. This in turn demands ever morepowerful computers in order to run at an acceptable speed.According to Microsoft, Windows XP requires a computerhaving the following minimum specification:

PC with 300MHz or higher processor speed

64MB of RAM minimum but 128MB or higherrecommended

1.5GB of available hard disc space

CD-ROM or DVD drive

Please note that these are only minimum figures. A machineonly just meeting this specification may work slowly -some people have said that 500MHz is the minimumprocessor speed to give acceptable performance.

If you have a computer on which you want to run WindowsXP and the computer does not meet these minimumspecifications, it may be worth upgrading, i.e. replacingone or more of the critical components listed above. Thiscan be very much cheaper than buying a brand newmachine. There will probably be several small businessesin your area specializing in building and upgradingcomputers and able to undertake the work at a reasonableprice. If you are already running Windows 98, Windows 98Second Edition, Windows Millenium (Me), Windows NT4.0 or Windows 2000 Professional, you can buy anupgrade version of Windows XP. The upgrade version ofthe software is considerably cheaper than buying the full,standalone version of Windows XP.

74


Installing Windows XPThe installation process is started by inserting the self-

"booting" Windows XP CD and responding to the on-screen instructions. The whole operation takes about anhour. If you are upgrading from an existing version ofWindows, such as Windows Me, the installation may beinterrupted while you are warned about compatibilityissues. Since Windows XP is a new operating system, youmay find there are problems of compatibility with some ofyour old hardware and software. In some cases you may beadvised to remove software and perhaps re -installafterwards. In the case of incompatible hardware, you mayneed to visit the manufacturer's Web site to obtainmodified driver software.

Alternatively, check the compatibility of your systembefore starting the installation by selecting Check systemcompatibility from the Windows XP CD, as shown below.

Welcome to Microsoft Windows XP

L.!4, What do you want to do')i

4 install Windows XP

4 Install optional Windows components

4 Perform additional tasks

4 Check system compatibility

X b

75


I 1

Product Activation

This is a new software feature intended to prevent, for .

example, a home or small business user buying one CD and .

installing it on several computers. This practice is known as .

casual copying and regarded as theft. Product Activation isaimed at the purchaser of a single Windows XP CD - itdoes not apply to large organizations buying multiplecopies or to new computers supplied with Windows XPalready installed. ,

The activation process relies on a unique installation ID.This is a number based partly on the product key, the stringof 25 characters supplied on your Windows XP folderwhich you must type in during the installation process. Theremainder of the installation ID is based on information ,

automatically derived from the hardware components inyour computer. Product Activation means your copy of theWindows XP CD can only be used to install Windows XPon your particular computer.

If you wish, activation can take place in response to aprompt during the Windows XP installation process.Otherwise, if you don't activate Windows XP straightaway,you can still use the software but only for the next 30 days.During this time you will be reminded to activate thesoftware. After 30 days, Windows XP will cease tofunction, apart from the activation feature. During the 30days there is an activation icon on the Windows XP screen.

,

76 .o


The activation process can also be started by clicking:

start, All Programs, Accessories, System Tools and finallyActivate Windows as shown on the menus below.

Th Accessories 0

d Adobe Acrobat 4.0 0

6 ArcSoft Photolmpression O

id EPSON Scan to Web

d EPSON Scanner o

EPSON Smart Panel o

Games 0

Jas,: Software 0

lit Microsoft Office Tools 0

ti OLYMPUS CAMEDIA 0

l QuickTime O

Startup o

Accessibility

Communications

Entertainment

Tii 'System Tools 0 '''' Activate Windov.,s

cJ Address Book

Calculator

IIII Command Prompt

Notepad

Paint

Program Compatibility Wizard

Scanner and Camera Wizard

titi synchronize

Backup

It Character Map

Disk Cleanup

Ile Disk Defragmenter

Files and Settings Transfer Wizard

Scheduled Tasks

System Information

s System Restore

7Activation can be carried out over the Internet or by atelephone call to Microsoft. The activation process is quitestraightforward and only takes a few minutes. It does notrequire any personal information

If you make several changes to the hardware componentsof your computer, you may need to repeat the activationprocess at some point in the future. Product Activation isnot to be confused with registration in which you supplydetails like your name and address, to ensure that youreceive support and details of future Microsoft products.

77


A Brief Tour of Windows XP

The next few pages give an overview of some of the mainfeatures of Windows XP. Many of the topics are discussedin more detail later in this book. You will see that inaddition to providing the software to run your computer,Windows XP also provides a wealth of software tools tomaintain the system and carry out modifications. WindowsXP also includes many applications of its own. These areprograms which might otherwise be bought separately fromalternative suppliers, and cover tasks such as browsing theInternet, sending e -mails, drawing and painting, editing textand working with digital media.

When you switch the computer on, you may notice thatWindows XP starts up more quickly than earlier versions ofWindows such as Windows 98. If the computer has beenset up for several people to use, select your user name fromthe list of users, as shown below, and if necessary enteryour password.

WindowsTo begin,click aom user name

10 Turn off computer

rr Gel ten H

This gives you access to your own area of the computer,personalised with your preferred settings and giving secureaccess to your files.

78


The next screen to appear is the Windows Desktop, withthe start button in the bottom left-hand corner and theWindows TaskBar along the bottom, as shown in thescreenshot below. Apart from an icon for the Recycle Bin(discussed later), the Desktop on a new installation ofWindows XP is completely clear. If you are upgradingfrom an earlier version of Windows, your previous Desktopicons will be retained.

It is also possible to place shortcut icons on the WindowsXP Desktop to give quick access to frequently usedprograms and files. However, Windows XP reduces theneed for shortcut icons by automatically placing frequentlyused programs and recent documents in the pop-up startmenu shown below.

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start

Entries can be deleted from the list of frequently usedprograms on the left of the panel.

79


For clarity, the top half of the previous start menu is shownenlarged below.


E -mailMicrosoft Outlook

RI Microsoft Word


My Documents

My Recent Documents

My Pictures

My Music

My Computer

My Documents shown above right, is a special folder inwhich your work is saved "by default", unless you specifya different folder. (Creating your own folders and savingyour work is discussed later). As shown below, apart fromthe documents and files you save, My Documents can alsocontain saved copies of pictures, music and eBooks.(eBooks are conventional printed books which have beenconverted to digital form for reading on a computer).

My Documents

Fie Eck Yew Favorites Took Help

0 Back

address ja My Documents

File and Folder Tasks

Make a new folder

Publish this folder to theVieb

Share this folder

Folders El.

My eBooks

My Pictures

My Music

80


If you select My Recent Documents as shown on theprevious menu, you are presented with a list of the latestdocuments you have been working on. Some recentdocuments are listed on the right of the following extractfrom the start menu.

11 My Recent Documents

My Pictures

My Music

My Computer

-^ ^

choose best match.bmp

Completing the wizard,bmp

CI Getting Set Up.doc

IC Introducing Windows XP.doc

John.doc

Please note that in this context a "document" is not just aletter or report in a word processor. Drawings andpaintings, for example are also referred to as documents.

Also note that when a document is saved as a file, a filename is given by the user. For example, I have named aletter as John above. Then Windows has automaticallyadded .doc to indicate that this is a wordprocessing document. The document is John.docfurther identified by the icon for a wordprocessing document, shown above right. Similarly apicture is saved with adifferent icon and thefile name extension .bmp, which stands for Windows"bitmap". There are several other file name extensions forpictures and these are discussed later in this book.

The feature My Recent Documents provides a quick way ofcalling up a document you have recently been working on.

Completing the wizard,bmp

81


My ComputerReferring to the extract from the start menu shown below,My Computer listed in the right-hand panel is a veryimportant tool used in the management of your computer

Microsoft Word


Clicking My Computer in the above start menu brings upthe window shown below.

Ackirese. I My Computer

System Tasks

DView system information

a. Change a setting

Other Places

tol My Network. Places

My Documents

<;L) Shared Documents

3. Control Panel

Files Stored on This Computer

Shared Documents

Hard Disk Drives

11111 Local Disk (C:)

Devices with Removable Storage

33, Floppy (kJ

Jrn's Documents

(7;i BP515 word (D:1

My Computer allows you to look at the various resources onyour computer, such as disc drives and CDs. Amongstother things, you can carry out maintenance tasks such ascleaning up your hard disc by deleting unwanted files.

When you click on the icon for thehard disc drive as shown above,the panel at the bottom left of theMy Computer window shows theamount of free hard disc space.

Details

lim (C:)Local Disk

File System: NTFS

Free Space: 54,0 GB

Total Size: 57.2 GB

82

Introducing Windows XP

The Windows Explorer

The Windows Explorer displays all of the folders and fileson your computer. It is one of the main ways to locate apiece of work (usually called a file or document). Then thedocument can be opened by double-clicking the file name.This opens up the document in the program which createdit. The Windows Explorer displays all the resources of yourcomputer (disc drives, folders, sub -folders, etc.) in a listdown the left-hand side of the screen, as shown below.

lmamr.

Fie EcM View Favades Toth Help

Back 0 `,X) Search

Alic/tyS,! is CAHointhFinance

Foklets X

Desktop

111 0 My Documents

§ My Computeis 314 Floppy (A:l

.410 Local Disk (C)

a C ADOBEAPP

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ARTPACK

is 0 Documents and Settxint 0 All UsesEia 0 Del auk Uses

Si Jrn

irt 0 EPSONt0 Home

Car

a 0 FinanceBank

Pension

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Fokleis

Swigs

TaxEstplore

Open

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Snatch_

Sharing and Secthy

Said To

Cut

Copy

Paste

Casale Shortcut

Delete

Rename

Prop:diet

The right-hand panel above shows the contents of anyfolders you have opened. You can carry out a variety ofmanagement tasks on the folders and files listed in Explorerby right -clicking over the appropriate name or icon. Thisproduces a menu as shown above on the right underExplore.

83


Amongst other things, the menu includes options to copy,delete, rename and create a shortcut to a file or folder fromthe Windows XP Desktop.

o0 Hroe

0 CarFinance

0 Bank1,0 Pension

0 SavingsEl 0 Tax

0 20060 2007

2008

A hierarchy of folders is shown inthe extract from the WindowsExplorer on the left. Creating foldersis discussed later. I have created afolder called Home, then within itthere are sub -folders of Car, Financeand Holidays. Within the Financefolder there are sub -folders Bank,Pension, Savings and Tax. Within theTax folder there are sub -folders for

years 2006, 2007 and 2008. Shown below is an example of afile saved in a sub -folder. The file name is Overpaid taxIetter.doc and it has been saved in the sub -folder 2006. Thefull route to the file down through the various folders isknown as the path. You can see the path in the Address barshown below, i.e.

C:IHomeWinance\Tax12006.

C: refers to the hard disc drive, Home is my main folder andFinance, Tax and 2006 are the various sub -folders.

File Edt View Favorites Tools Help,--- -

Back ... ' Search Folders . 7Address 1..,-... ) CAHome Finance 'I, Tax '1,2006.... ....._... ........_ . ..........._.__ .. _ .. ____ . . . _ . _

Folders X 1 Overpaid tax letter.docMicrosoft Word Document24 k;6

E-3 ..,) Home .0 Car

B 0 FinanceL0 Bank

LI PensionAi g

Savings »alI

- Tax

0 20060 2007

4

84

1


Launching ProgramsWe have seen that frequently used programs areautomatically placed on the left-hand of the start menu foreasy access. If desired, commonly used programs and filescan also be launched from shortcut icons on the WindowsXP Desktop, as discussed elsewhere in this book. The mainbulk of your programs, however, are launched by selectingstart and All Programs, as shown below.

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ij New Office Document

Open Office Document

111M Windows Catalog

1111 Undo,. Update

el Startup

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Verelp Internet Explorer

Mill11.11110Apes 6tY11 Ad,b"."b4, 4.6 HyperTerninel

AOL r Entertarrnent I el Internet Connection Wizard

Codemasters System tools t 0Carnes sij Address Book At Network Connections

a Cakulator 9 Network Seto WardGobaNCAPE

r Comener4 Pruetta G5 Took New Connecton Wizard

Notepad sy, Phone Cad.MI taserlet S. Prnter

Jost Why.. r r Pant Remote Desktop annection

CM Microsoft Ganes Proper') Compatisity Wizard

r 01 Synchronize Microsoft Hardware ie (D.)

a Microsoft Interactive 0 Tour WY -know

Microsoft Office Took k MM Windows Explorer

Netscaps Communicator Widows Movie Maker

Norton Oast 2001 3 womPed

i9 online Services

PCLY On CDROM

Real

The programs listed on the All Programs menu shownabove are a mixture of the software applications you haveinstalled (such as your favourite word processing orpainting package) together with a vast range of softwareapplications and tools provided by Windows XP. WhenWindows is first installed from the CD you can selectwhich components to include. Any components notincluded can always be added later.

85


Many of Windows XP's own programs' are reached fromthe Accessories menu shown above. These include theWindows Paint program, Windows Explorer and theNotepad and WordPad text processors for creating andediting simple documents.

Menu options with a right -pointing arrow lead to furthermenus such as the Communications menu off theAccessories menu shown previously and below.

cid ACCeSSOt les

Adobe Acrobat 4.0

Accessibility

Communications

The Communications menu contains a number of optionsfor setting up your Internet connections, discussed later.

Accessibility FeaturesWindows XP allows you to set up a number ofAccessibility features to help anyone with special vision,hearing and mobility needs. These are listed after selectingAccessibility from the Accessories menu.

Accessibility Wizard

Communications Magnifier

Entertainment Narrator

id System Tools On -Screen Keyboard

Address Book CB Utility Manager

Please note that a Wizard in this context, as in the case ofthe Accessibility Wizard option shown on the right above, isa program which guides you through the process of settingup a piece of hardware or software. The Accessibilityfeatures are discussed in more detail shortly.

86


The Windows Media Player

The Windows Media Player, which is launched from startand All Programs, allows you to create and manage yourown music CDs and edit home movies.

You can copy your CDs onto your hard disc and thencompile playlists of your favourite records. These can beplayed in the background while working at the computer.The Windows Media Player has many other features andthese are discussed in a separate chapter later in this book.

System Tools

An important feature within the Accessories menu isSystem Tools, shown below. This menu includes a numberof maintenance tools intended to keep your computerrunning efficiently, such as Disk Cleanup, and DiskDefragmenter.

V4,) Address Book

Calculator

MI Command Prompt

ig Notepad

Activate Windows

it Backup

Character Map

Disk Cleanup

Disk Defragmenterl

87


The Control Panel

This is an essential component of Windows XP, used(amongst other things) for altering settings and adding andremoving new hardware and software. The Control Panelcan be launched by clicking its name in the previouslyshown start menu. Alternatively click Change a setting inthe System Tasks menu on the left of the My Computerwindow. The Control Panel opens in the Category Viewshown below. This view shows the tasks, under broadheadings, which can be performed using the Control Panel.

t

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Date, Tolle.Ia.Onaoe, and ItettrofalOption,,

ibtitt y Uptrc.n5

Selecting, for example, Performance and Maintenance asshown above, leads to some more specific tasks for you tochoose from, as follows:

141 Adjust visual effects

141 Free up space on your hard disk

1-41 Back up your data

141 Rearrange items on your hard disk to make programs run faster

88


The Control Panel in Classic ViewEarlier versions of Windows showed the Control Panel as aset of icons representing the various tools. Thisarrangement, now known as Classic View, is still availablein Windows XP. Classic View can be selected by clickingthe option Switch to Classic View from the Control Panelwhen it is displayed in Category View, shown previously.

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Controllers Opt..

Network Phone end Power Options Petters andConnecoorts Modem Faxes

Scheduled Sounds end Speech SystemTasks Aldo Dames

ftOlsckr,re Dee/one and Scercnrtend

Language Cameras

a ettaker and Uses AccessesStet Meru

With the Control Panel in Classic View, as shown above, 4i="changes are made to settings after double-clicking theappropriate icon. For example, double-clicking the Displayicon allows you to change all of your screen colours and toselect a screen saver.

A screen saver is a display which occupies your screen ifthe computer is not used for a few minutes. The screensaver presents a constantly changing pattern or picture.This is to prevent burning of the monitor which mightoccur if the display remained fixed for a long time. There isa choice of screen savers within Windows XP and manyothers are available in all sorts of designs.

89


Windows UpdateBoth views of the Control Panelalso give access to WindowsUpdate. Clicking this optionconnects your computer to theInternet (if your machinealready has a modem set up toconnect to the Internet.) Hereyou are given the opportunity todownload the latest upgrades available for the Windowssoftware installed on your computer. (Downloading meanstransferring files, i.e. programs and data, from the Internetto your computer).

Deleting Files - The Recycle BinThis is a container for your deleted files and folders. Whenyou delete a file by pressing the Delete key over the filename in the Windows Explorer or My Computer, the file isinitially sent to the Recycle Bin. Files and folders in theRecycle Bin are still taking up space on your hard disc.

The Recycle Bin is launched by double-clicking its icon onthe Windows XP Desktop. From herethe files can be permanently deleted.Files which have not yet beenpermanently deleted from the RecycleBin can be restored to their originallocation on the hard disc, should the

need arise.

That completes the tour of the main features of theWindows XP operating system. The next chapter looks atthe different parts of a window and how we use them.

90

6

Working withWindows

Windows are rectangular boxes on the screen, used toframe the current task. A window might contain, forexample:

A document in an application such as a wordprocessor, drawing program or a spreadsheet.A display of discs and folders in My Computer orthe Windows Explorer.

The set of icons or a list of tasks in the ControlPanel, used for setting up hardware and software.

Although windows are used for such diverse purposes, ingeneral they contain the same basic components. Shortlywe will look at the make-up of a typical window. However,since the mouse plays a central role in the operation ofwindows, let's look at the use of the mouse in some detail.

You can tailor the mouse and pointer to work in the wayyou prefer. Select start, Control Panel andmake sure you are displaying Classic View.Double-click the mouse icon, shown on theright, to make various adjustments to the waythe mouse and pointer work. These includeswapping the functions of the left and rightbutton and altering the double-click speed.

91

6 Working with Windows

Mouse OperationsClick

This means a single press of the left mouse button. Withthe cursor over an icon or screen object, a click will cause,for example, a command from a menu to be carried out or afolder to open.

Double Click

This means pressing the left mouse button very quicklytwice in succession. This is often used to carry outoperations such as starting a program from an icon on theWindows Desktop. Folders can be set to open with either asingle or double click (discussed later).

Right Click

Pressing the right button while the pointer is over a screenobject is a quick way to open up additional menus relatingto the object. For example, ifyou right -click over the startbutton on the Taskbar, a menuappears giving, amongst otherthings, a quick way to start theWindows Explorer.

Dragging and Dropping

This is used to move objects about the screen, such asmoving files and folders into different folders. Click overthe object, then, keeping the left button held down, movethe mouse pointer (together with the object) to the newposition. Release the left button to place the object in itsnew position. Dragging is also used to resize windows andgraphics on the screen and for selecting or highlighting apiece of text to be edited (please also see page 96).

QpenBrowse With Paint Shop Prc

EpIoreSearch-Properties

92

Working with Windows 6

Windows in DetailThe parts of a window can be illustrated using MyComputer or the Windows Explorer. My Computer isselected from the start menu. The Explorer can be launchedby right -clicking over the start button and then clickingExplore on the menu which appears.

In this example I have clicked on a folder called Home andthen on a sub -folder called Holidays.

_ Fe

oLe es, c \ Hardo>,

File and Folder tasks

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Other Pieces

Sloorers,,

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/ seem Folders M Address bar

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Maximise

Letter to treyel Neese.dmeatIn

Folders Word document (file)

Tasks

Scroll bar

witch to other folders or Windows features

Scroll button

Taskbar showing current programs

Close

Time

Similar windows are used for different purposes inWindows XP. For example, if you were word processing inMicrosoft Word your document on the screen would becontained in a window with a Title Bar, Menu Bar, Toolbarand Taskbar. Both vertical and horizontal Scroll Bars maybe displayed at different times.

You can choose which Toolbars are displayed by switchingthem on or off after selecting View and Toolbars.

93


Next, consider the heavily used buttonsin the top right of the screen,Maximize, Minimize, Restore andClose.

The Maximise ButtonClick this to make the window fill the entire screen.

The Minimise ButtonClick this to reduce the window to an icon on theTaskbar at the bottom of the screen as shown below.

Lett tryhgrei.dot untitled - ,:tsof't E E;t)

The Taskbar above shows that the computer is currentlyrunning three programs. These are:

A document, Letter to hotel.doc, open in Word.

A drawing in Microsoft Paint.A spreadsheet in Microsoft Excel.

Click the icon on the Taskbar to restore a minimisedwindow back to its original size. The icon on the Taskbarcan also be used to minimise an open window.

The Restore ButtonAfter a window has been maximised, the MaximiseButton is replaced by the Restore Button shownright. Clicking this reduces the window to itsoriginal size.

Closing a WindowTo shut down the current window, click the CloseButton, marked with a cross, in the top right-handcorner of the screen.

94


Resizing a Window

You can change the size of a window by dragging arrowson each of the four sides and in the corners of the window.Move the mouse pointer over the border until the arrowsappear. Then drag the border to the required size.

The Menu BarThe Menu Bar is a list of words across the top of thewindow starting with File, Edit and View, etc. For example,the Menu Bar from the Microsoft Word program is shownbelow. The row of icons underneath the Menu Bar isknown as the Standard Toolbar.

File Edit View Insert Format Tools Table Window Help

e, (Is ,-(5 ¶ 100%

A single click of a word onFile Edit View Insthe Menu Bar reveals a drop- -

down menu, such as the File flNew.- arl+Nmenu illustrated. Then therequired command is l.r."4 CtrI+Oexecuted, again with a singleclick. Clicking the two small Close

arrows at the very bottom ofSave As...the drop -down menu shown

on the right extends the list Page Setof options.

Windows programs in Print Previewgeneral all have a similarMenu Bar with the optionsFile, Edit and View, etc.,although there are some differences in individual programs.

CtrI+P

95


The row of icons under the Menu Bar is part of theStandard Toolbar in Word. Similar Toolbars appear inother programs.

R2) gs L-) irr

View InsertAllow the pointer to dwell over an icon.After a second or so a note appears

[31:, describing the function of the icon. Forexample, when you hover over the scissorsicon, the Cut command is revealed asshown on the left. This is used to delete or

cut a piece of text in a document. (First you must highlightor select the required text by keeping the left-hand mousebutton held down and dragging the cursor over the words).

You can switch various toolbars on and off after selectingView and Toolbars from the Menu Bar as shown in thefollowing example from Word. Click the name of a toolbarto switch it on or off.

D Print LayoutStandard

Toolbars .., Formatting

AutoText

Control Toolbox

Database

121 Header and Footer

Zoom...

id

Drawing

96


Displaying Two or More Windows at a TimeWhen two or more programs are running at the same time,normally only one of them is seen in a window on thescreen. The others are minimised on the Taskbar at thebottom of the screen as shown previously on page 94.

Microsoft Windows allows two or more windows to bedisplayed simultaneously by a tiling arrangement. Tiling isachieved after right -clicking on an empty part of theWindows Taskbar at the bottom of the screen. This bringsup the menu shown on theright. For example, selectingTile Windows Vertically whenrunning Word and Excel,produced the screen displayshown below. Windows canalso be tiled horizontally andthe same methods can be usedfor 3, 4 or more windows.

Toolbars

Cascade Windows

Tile Windows Horizontally

Tile Windows Vertically

Show the Desktop

Task Manager

Ek Edit Pew Insert FQ, met lock delp

X

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97


The Cascade Windows option shown in the menu on theprevious page has the effect of arranging the windows ontop of each other in layers, but with the Title Bar of eachwindow clearly visible. Clicking on the Title Bar of awindow brings that window to the top layer. Please notethat windows currently minimised on the Taskbar are notincluded in any tiling or cascading arrangements.

Dialogue Boxes

Whereas the windows discussed previously contain runningprograms and folders, dialogue boxes (as shown below)usually require the user to enter information or specifysettings. (Microsoft Windows provides default settings andnames which will usually suffice until you are ready toinsert your own settings.)

Dialogue boxes appear after you select a menu commandwhich ends in an ellipsis (...) such as Save As... andPrint.... The Print dialogue box shown below containsmany of the most common features of dialogue boxes.

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98


The white circles under Page range on theprevious dialogue box are known as radiobuttons, switched on or off with a singleclick. Only one of a group of radio buttonscan be switched on at a given time.

The white squares next to Print to file,Manual duplex and Collate are known ascheck boxes. Any number of check boxes can be switchedon or off at a given time.

Clicking the down arrow on the right of ahorizontal bar reveals a drop -down menu ofchoices, such as several printers, as shown below.

a All

C Current

C Pages:

17 Collate

HP LaserJet 5L (PCL)

Acrobat DistillerAcrobat PDFWriterEPSON Stylus C60 Series

40 Generic PostScript PrinterHP LaserJet 5L

Some dialogue boxes have a text bar which allows you totype in your own words, such as a file or folder name. Forexample, when you select Save As... from the File menu,the Save As... dialogue box appears. Thisincludes an icon to create a new folder, shownon the right. Click this icon and then enter aname for the new folder in the text box whichappears, as shown below.

New Folder IIIName: I

OK

Cancel

99


Creating a Shortcut Icon on the DesktopTo provide a shortcut icon on the Desktop for any of yourprograms, from the start menu, select All Programs. Right -click the name or icon for the program and click Send To.Now select Desktop (create shortcut) to place an icon onthe Windows Desktop.

gpenRun as...

Pin to Start menu

Cut

Copy

Create Shortcut

Delete

Rename

It Compressed (zipped) Folder

Desktop (create shortcut)

Mail Recipient

My Documents

31/2 Floppy (A:)

NEW (D:)

From now on the program can be started by double-clicking the new icon on the Desktop. You can also createshortcuts to frequently used files and folders. Right -clickthe file or folder in the Windows Explorer or My Computerand use Send To and Desktop (create shortcut) as before.As shown in the extract from my own Desktop below, thereare shortcut icons for, (from left to right), the Corel PaintShop Pro image editing program, an e-mail program, theGoogle Internet search engine and a word processingdocument.

fore' pant r.isrJ Hotrii-311 -

h o pPr

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100

Help for UsersWith Special Needs

Microsoft Windows XP contains a number of features tohelp with the following impairments:

Vision

Hearing

MobilityThe features provided in Windows are limited and someusers with special needs may require more specialisedaccessibility software. However, there are many usefultools included in Windows XP, to assist users withimpaired sight, hearing or mobility and these are describedon the following pages.

The Accessibility features are launched by selecting start,All Programs, Accessories and Accessibility.

Communications

Entertainment

System Tools

Address Book


Magnifier

Narrator

D On -Screen Keyboard

Utility Manager

The next section looks at the five Accessibility options,shown in the right-hand panel above.

101

7 Help for Users with Special Needs

The Accessibility WizardA wizard is a program which leads you through a series ofinteractive screens. The user makes selections from variouschoices before clicking Next to move on to the next screen.Wizards are frequently used in Microsoft Windows forsetting up new hardware and software.

Start the Accessibility Wizard by clicking start, AllPrograms, Accessories, Accessibility and AccessibilityWizard. First you see the Accessibility Welcome Screen andon clicking Next you are given the option to select asuitable text size by clicking on one of the three samplesstarting with the word Use... shown below.


Text SizeWindows can alter the size of the items on your screen.

Click or use the arrow keys to select thesmallest text you can read:

Use usual text size for Windows.

Use large window titles and menus.

Use Microsoft Magnifier, and large titles and menus.

Next > Cancel

Further dialogue boxes in the wizard allow you to increasethe text size which appears in windows title bars and also toincrease the size of scroll bars.

102

Help for Users with Special Needs 7

Then you are asked to specify your own special needs, byticking the check boxes for conditions which apply to you.

Accessibility Wizard *-1

Set Wizard OptionsYou can configure Windows for your vision, hearing, and mobility needs.

Select the statements that apply to you:

nil am blind or have difficulty seeing things on screed

I am deaf or have difficulty hearing sounds from the computer

I have difficulty using the keyboard or mouse

n I want to set administrative options

< Back Next > Cancel

The Accessibility Wizard then proceeds in one of severalways, depending on the ticks you have placed in the abovecheck boxes. For example, if your vision is impaired, theoptions to display Large or Extra Large icons are presented,as shown below.


Icon SizeYou can choose the size of the icons on your desktop.

Select the icon size you want:

NormalLarge

103


Another dialogue box allows you to select a high contrastcolour display and this is followed by a box giving a choiceof various colours and sizes of mouse cursor.

Acressibility W,,1111

Select the mane cum, that s the size and color you mot

Wide Black Invartav

Large

Extra Lrlig,

QI

QI

RI

RI

< k Next>

If you find using a mouse difficult, the numeric keypad onthe right of the keyboard can be used instead. For example,using this option, the cursor can be controlled by the arrowkeys, a mouse click is replaced by pressing 5 and doubleclicking is replaced by +. Finally a dialogue box appearsallowing you to swap the function of the left and rightmouse buttons, to work with your preferred hand.

Accessibility Mimi]

Mouse Button SettingsYou can change how the mouse buttons function.

You may want to configure your mouse to work with the hand you prefer.

How do you prefer to use your mouse?

Vaighijijijandeii Left button

0 Lett -handed - Normal selectNormal drag

Right button:

- Context menuSpecial drag

< flack Next > j Cancel

104


After completing all of the dialogue boxes, click Finish toleave the Accessibility Wizard. Please note that you canalso set the Accessibility Options without using the Wizard.First enter the Control Panel from the start menu. Makesure the Control Panel is in Classic View. If the ControlPanel is currently in Category View, click Switch to ClassicView from the top left-hand corner of the Control Panel.

Control Panel

File Edit View Fgvorites Tools b*Ir. Search Folders

0, Switch to Category Slew

StAdd Hardware

Now double-click the icon for Accessibility Options. Thefollowing dialogue box opens. A series of tabs (Keyboard,Sound, Display, etc.) give access to many further options.

Accessibility Options

Keyboard Sound Display Mouse General

S oundS entry

Use SoundSentry if you want Windows to generate visualwarnings when your system makes a sound.

:Use SoundSentr

ShowSounds,

Use ShowSounds to tell your programs to display captions forthe speech and sounds they make.

Use ShowSounds

OK Cancel

105


The MagnifierThis feature enables the person with impaired vision toenlarge different areas of the screen, as required. TheMagnifier is started by clicking start, All Programs,Accessories, Accessibility and Magnifier, as shown below.

Accessibility

Communications

Entertainment

System Tools

Address Book

IQ Accessibility Wizard

:1P51 Magnifier

Narrator

C3 On -Screen Keyboard

LE Utility Manager

A settings dialogue box also appears, giving you the optionto change the magnification level in the range 1 to 9.

Magnifier Settings 5-c.1

Magnification level:

Tracking

El Follow mouse cursor

®:Follow keyboard focii.4

El Follow text editing

Presentation

®Invert colors

El Start Minimized

1:1 Show Magnifier

Help Exit

106

Help for Users with Special Needs

You are presented with a note stating that the Magnifier isintended for users with slight visual impairment. Thosewith more serious visual problems will need a programwith higher functionality.

Note in the dialogue box on the previous page, you can setthe magnifier to follow the mouse cursor and the keyboardfocus. You can also invert colours to make the screen easierto read. The magnifier appears in its own window abovethe normal screen. As you move about the normal screen,the magnifier tracks the cursor or keyboard and displays thelocal text and graphics enlarged, as if viewed through amagnifying glass.

MagnifierOPension PstE Window

Savings

107


The NarratorIf your computer is fitted with speakers, the Narrator canread out the text in menus and describe features such asbuttons in dialogue boxes. The Narrator can also read outthe letters and keys pressed as you type them into adocument. To start the program, select start, All Programs,Accessories, Accessibility and Narrator.

Communications

Entertainment

System Tools

Address nook


Magnifier

Narrator

GI On -Screen Keyboard

El Utility Manager

After clicking Narrator, an introductory window appearsinforming you that Narrator only works in English and maynot work well with certain software. The user is alsoreferred to the Microsoft Web site for details of other"screen reader" software. After clicking OK a dialogue boxappears allowing the various options to be set in Narrator.

Narrator

Narrator can read aloud menu commands, dialog boxoptions and more.

El Announce events on screen

Read typed characters

Move mouse pointer to the active item

7 Start Narrator minimized

Help Voice... Exit

108


The On -Screen KeyboardThis feature is intended for anyone with mobility problems,who finds it difficult to handle a normal keyboard. The On -Screen Keyboard is launched from start, All Programs,Accessories, Accessibility and On -Screen Keyboard.

.ft Accessibility

ell Communications

Entertainment

System Tools

Address Book

it? Accessibility Wizard

Magnifier

Narrator

in -Screen Keyboard

Utility Manager

The on -screen keyboard is operated by a mouse or someother pointing device. The cursor is moved over therequired letter and the mouse is clicked, causing the letterto appear on the page at the current cursor position.

s 1 6

The on -screen keyboard allows'

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109


The Utility ManagerThe Utility Manager is started from start, All Programs,Accessories, Accessibility and Utility Manager.

Communications

Entertainment

System Tools

j Address Book


Magnifier

Narrator

On -Screen Keyboard

Utility Manager

A dialogue box appears showing, within a single window,the special needs programs which are currently running.Here the programs can be started, stopped or configured.

Utility Manager I Ilx

Ma nifier is not runnin

On -Screen Keyboard is running

Options for Narrator

Stop

Start automatically when I jog in

Start automatically when I lock my desktop

Start atoomatically when Utility Mana,lef

Help OK Cancel

The previous pages describe the special needs featuresprovided free within Windows XP. The Microsoft Web sitegives details of additional specialist software and hardwareresources to help users with a range of impairments.

110

8

IntroducingMicrosoft Works

IntroductionMicrosoft Works is a popular software package whichincludes just about everything you need to make good useof your computer.

Even if you're using a different package, such as MicrosoftOffice or Lotus SmartSuite, the methods described in thischapter are still relevant.If you've just bought a new PC, perhaps for accessing theInternet or sending e -mails to your friends and family, youmay well have a copy of Microsoft Works already sittingon the hard disc inside your computer. It's such a popularand useful software package that it's often "bundled" withnew computers from the large suppliers.

If Works has already been installed on yourcomputer, you may see its icon displayed onthe Windows desktop, as shown on the right.Alternatively you can buy the Workspackage separately from any of the well-known high street suppliers or mail ordercompanies.

GI

Micro.works

111

8 Introducing Microsoft Works

Installing Software - Microsoft WorksIt's a very simple task to install Microsoft Works or anyother Windows software. The general method is the samewhatever the piece of software being installed. Thisincludes copying a lot of files from the installation CD ontoyour hard disc. The installation process usually places anicon for starting the software on the Windows Desktop. (Ifnot, the method of creating a shortcut icon on the Desktopis described on page 100 of this book). Commands to startthe various programs will also be placed in the All

Programs menu accessed from the start button.

The Contents of a Software PackageWhen you buy a package such as Microsoft Works, youwill normally receive a box containing the installation CDand a user manual. Nowadays the user manual is often avery slim volume just intended to get you started. A morecomprehensive manual may be provided on the CD. Thiscan either be displayed on the screen or printed out onpaper. Most software also provides an on -screen Help menuwhich can be viewed while a program is running.

There is often a guarantee registration card in the package,to be returned to the manufacturer. It is also common foryou to be given the opportunity to register your purchase ofthe software as part of the installation process. To achievethis, the computer will be connected to the Internet so thatyou can enter your details on-line.

During registration, you can choose (or refuse) to be sentdetails of the company's latest upgrades to the software andother products which may be of interest. Registering theproduct may also entitle you to free telephone support foran initial period, after which support must be paid for.

112

Introducing Microsoft Works 8

The address of an Internet Web site giving answers toFAQs (Frequently Asked Questions) is usually provided.Some packages include a Product Key. This is a long stringof letters and numbers which must be entered before thesoftware can be installed. This code is often stuck on alabel on the CD case and should be kept in a safe place.The code will be needed if you ever have to re -install thesoftware at a later date. For example, if the originalinstallation should become corrupted or your hard disc hasto be reformatted (wiped) for some reason.

The Installation ProcessModern programs are easy to install and users can do thejob themselves without seeking expert help.

Start the computer and make sure no programs (other thanthe Microsoft Windows operating system itself) are

6 running. In particular some anti -virus programs can causeproblems during software installation and these programs

L should be temporarily shut down or disabled.

Place the CD in the drive. The CD should autoboot, i.e.start up on its own. First there should be a Welcome screen,telling you to click Next to start the installation process.Then you are given the name of a folder into which thesoftware is to be installed on your hard disc. This includesthe full path down through the folder system on the harddisc or C: drive.

For example:

CAProgram Files\Microsoft Works\If for any reason you wish to install the software in adifferent folder, click the Change button shown on the nextpage. I invariably click Next to accept the folder specifiedby the software.

113


The Installation Wizard will install Microsoft Works in the installation folderspecified below.

To install Works in this folder, dick Next.

To install Works in a different folder, click Change, or type a new installationfolder in the box below.

Installation folder:

< Back Next>

Change...

[ Cancel

When installing Microsoft Works, after clicking Next adialogue box presents two options, Complete installationand Basic installation. It is recommended that you chooseComplete installation, assuming you have the necessary 273megabytes of free space on your hard disc. Otherwise youcan choose Basic installation after which the use of some ofthe less essential features may need the insertion of a disc.

Select an installation option, and then dick Next.

f [omplete instalatioqirecommendedi

Disk space required: 273M6Installs all files. You will be able to use all Works features without inserting adisc.

O Basic installation

Disk space required: 208MB

Installs all files needed to run Works. To use certain features, such as clip art,Microsoft Draw, Microsoft Word Art, and Microsoft Equation Editor, you mayneed to insert a disc.

Setup may require additional disk space during installation.

< tEack Next > [ Cancel

114


Clicking the Next button presents the Ready to Installwindow which informs you that, if necessary, your versionof Internet Explorer will be updated during the installationof the Works software. Click Next to start the installationprocess; during the installation various features of theWorks software are described and a Status bar keeps youinformed of progress, as shown below.

Please wait while Microsoft Works is installed. This may take several minutes.

Status: Copying new files

(s rssssssstow

All you expect from Works - and more.

We've added a dictionary and PowerPointViewer, and we've redesigned the Calendarto make it easier than ever to share,create, and manage appointments,

Cancel

Finally you click Next and are told You'redone! Click Finish to complete the installation.You should now have an icon for the Workssoftware on the Windows Desktop and entriesfor your new software in the All Programsmenus off the start menu as shown below.

- ,

Microsott \..orks

Microsoft Works Task Launcher

Microsoft Works Word Processor

Microsoft Works Spreadsheet

Microsoft Works Database

115


Using Microsoft WorksWhen you double-click on the Microsoft Works icon on thedesktop you are presented with the Task Launcher (alsoaccessible from start and All Programs). This displays thevarious features which make up the Works package.

You can see icons for themain programs in the QuickLaunch panel on the right ofthe screen. These are theword processor, spreadsheetand database, discussedlater. Also shown above onthe left is the Calendar. Onthe right of the Calendar isan appointments list for the current month. If you click theOpen Calendar button the Calendar opensup enabling you to enter newappointments or edit existing ones.

Works Word ProcessorCreate documents

Works SpreadsheetPerform calculations

Works DatabaseOrganize information

Open Calendar

116


Across the top of the Task Launcher screen, as shownbelow, a row of icons or buttons is provided to launch themain components of Microsoft Works.

The Home button shown above returns you to the openingscreen of the Works Task Launcher, displaying theCalendar and the Quick Launch menu shown on theprevious page.

The Templates button above presents a wide variety ofready-made designs for different types of document andalso links to Web sites providing different services such asFamily history on the Web, shown on the right below.

Choose a category

F mail & Internet

141 Letters & Labels

aNewsletters 8, Flyers

SE,31,1-1 Education

1311 Cards & Crafts

15 Events & Planning

4g, Vehicle Data

Travel

Currency converteron the Web

Do Wel in School

Search tasks

Cescoyer facts aboutyour ancestry, getgenealogy aloce,and chat reth other

researchers.

ht,tory eatW$,

News en the Web Notes and mantas

117


If you click the Programs button in the Works TaskLauncher shown below, all of the programs are listed in theleft-hand panel, also shown below. The Works WordProcessor, for example, includes lots of ready-madetemplates which you can use as the basis of your owndocuments.

ord Processor

teWorks Spreadsheet

(6 Works Database

ftWorks Calendar

4i54 Dictionary

PowerPoint Viewer

10.41 Address Book

Blank WordProcessordocument

Brochures Cards: Birthday

gal Works Portfolio

Having selected a topic, such as Cards: Birthday, shownabove, you are presented with a number of templates givingdifferent designs of birthday card. Select one of the designsand then click Use this style. The Works Word Processoropens up with the ready-made artwork already inserted.Now enter your own text to complete the card. Similarready-made templates are available after clicking WorksSpreadsheet and Works Database shown in the left-handcolumn above. Creating your own word processing,spreadsheet and database files from scratch (i.e. withoutusing ready-made templates) is discussed in much moredetail later in this book.

118


The Projects button shown on the Works Task Launcherbelow opens up a list of major planning tasks such as Plan

a Family Reunion or Move into a New Home. When youselect a project, a To Do list appears as shown below.

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Each entry in the To Do list has a slot for you to enter theDue Date and a tick box to show when the task iscompleted. A waste bin icon is provided on the right todelete unwanted To Do entries.

IR To Do

E Create save -the -date cards

Due Date

<none> -g

Li Search for family history online 23/08/2007

Each of the entries in the To Do list is a clickable link tofurther facilities to help with the project. For example, ifyou click Search for family history online, a link appears tothe Web site Family history on the Web.

119


Similarly, clicking Design family newsletter in the To Dolist leads to a ready-made newspaper design.

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The History button on the right of the Works Task Launchershown on the previous page lists all of the files you havecreated using the various programs in Microsoft Works.

That completes an overview of Microsoft Works and theready-made templates and wizards provided to help withspecific tasks and projects. The next few chaptersconcentrate on the "content free" software which allowsyou to create your own documents and files from scratch.

Microsoft Works includes all of the most importantsoftware used in large organisations and in the home office,namely:

The Word Processor

The Spreadsheet

The Database

Once you have learned how to use these programs you arewell on the way to becoming "computer literate". In factthese three programs are at the heart of the popular CLAIT(Computer Literacy and Information Technology) course,widely recognized by employers.

120


Microsoft Works is an example of integrated software,since it embraces, in one package, a number of importantprograms which are also sold and installed separately. Asmentioned previously, these are the word processor,spreadsheet and database. These programs are essential forrunning a small business or performing a range of usefultasks for the home user.ingzsmsump

a Microsoft Works Calendar

it Microsoft Works Database

ar Microsoft Works Portfolio


a Microsoft Works Task Launcher



If you are not familiar with the functions of the wordprocessor, spreadsheet or database, brief outlines of theirroles are given shortly in this chapter. More detailedexplanations and exercises are given in later chapters.

A major advantage of integrated software like MicrosoftWorks (and its larger relative Microsoft Office) is thecommon "user interface". This means that all of theprograms in the suite have the same look and feel; perhapsmore importantly, any work you produce in one programcan easily be transferred to another. So, for example, youmight produce a set of accounts in the spreadsheet programthen incorporate them into a report typed in the wordprocessor. If you were to buy a word processor programfrom one company and a spreadsheet from another, youmight encounter compatibility problems when you attemptto transfer documents or files between programs.

121

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Another advantage of Microsoft Works is the price - it canbe bought for well under f100. Although it may not havesome of the more exotic features of packages costinghundreds of pounds, a typical home or small business usershould find Works more than adequate for most generalcomputing needs. Indeed, it has been found that most of usonly utilize a small fraction of the features when usingmodern programs such as Microsoft Word.

The enhanced version of Microsoft Works, namely WorksSuite, includes several extra programs such as MicrosoftWord, the program favoured by large organizations andprofessional users all over the world. This book has beentypeset entirely using Microsoft Word, ready for printingdirectly from a CD.

In fact the ordinary user will probably notice littledifference between the software used in the MicrosoftWorks package and those in the more expensive packagessuch as Microsoft Office. For example, the menu bars fromthe Microsoft Works and Microsoft Word word processorsare remarkably similar, as shown below.

Untitled Document - Microsoft Works Word Processor

Ete Edit View Insert Format Tools Table Heil)

Microsoft WorksWord Processor

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122


The Role of the Word ProcessorThe word processor is a program used for the production oftext -based documents. After launching the program you arepresented with a blank screen into which you begin typingyour document.

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Any mistakes can be corrected on the screen and saved on ahard disc, CD, floppy disc, etc., before being printed onpaper. There are numerous additional features such as theability to use different styles of lettering and page layout aswell as extra tools like a spelling checker and a thesaurus.The word processor may be used for tasks ranging from asimple letter to a report including graphs and pictures or aflyer including pictures and text in newspaper -stylecolumns. After entering the text, the document is saved onthe hard disc. If you want to give a copy of a document to afriend to view or edit on their computer then it can be savedon a removable floppy disc or a CD.

A great deal of time is saved by the fact that documents canbe stored on disc then retrieved and used again with onlyminor alterations, such as the date. This saves retyping thewhole document, since, unlike the typewriter, alterationsmade on the word processor are invisible.

123


The Role of the SpreadsheetThe spreadsheet greatly simplifies calculations on tables offigures, as required in accounting or managing a householdbudget, for example. The spreadsheet initially consists of alarge blank grid made up of rows and columns. Dataconsisting mainly of numbers but also text is entered intothe blank cells or rectangles at the junction of each row andcolumn. First the data is entered by typing into the cells,followed by selection from a menu of the appropriatemathematical functions such as totalling rows or columns.

Die E pjew Insert FQrmat -tools Window belp_ .

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You can also build up your own formulae for morecomplex calculations. The spreadsheet saves time by itsability to replicate. Having been "told" what to do once, itcan then repeat the same calculation down a column oralong a row of figures, at lightning speed. Thousands ofcalculations can be carried out in a few seconds, comparedwith hours or days required by a human being using moretraditional methods.

Data from the spreadsheet can be displayed in variousgraphical formats such as pie charts and histograms.

124


The Role of the DatabaseThe database is a collection of similar records, where allthe records have exactly the same layout.

Holidays.wdb - Microsoft Works Database

Fte Edit view aecord Fgrmat Took Help

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1 2

3

4

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Destination Date Departs From Days

Canadian Rockies 18/012008 Manchester 11

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Prague & Vienna 728/03/2008 Birmingham 7

China 18/0312008 Heathrow 10

Eden Project 19/04/2008 FLocal Coach).4Rome & Venice 29/05/2008 East Midlands 7

£435£948£185£265

However, the modern database program is much more thana replacement for the simple card index system. Apart fromthe ability to search for records meeting certain criteria, therecords can be automatically sorted into a particular ordersuch as date or alphabetical order.

Records may be edited to reflect any changes in the data.For example personnel records must be updated when aperson moves house or changes jobs. An important featureof the Works database is the ability to generate both graphsand reports. These enable the results of any informationretrieval operations to be presented in a clear and attractiveformat which is easy to understand.

A database file can be saved on a hard disc, CD or floppydisc, etc., and retrieved and edited at a later date, beforeprinting on paper. Extracts from a database file can betransferred to the Works word processor for inclusion in adocument such as a sales report.

125


Internet Explorer and E-mailAlso included in the Works package are the well-knownInternet Explorer Web browser and the Outlook Express e-mail program. If your computer has a modem fitted,Internet Explorer will connect to the Internet and browsethe Web pages for information. You can search for thelatest information on any subject under the sun, such ashealth, travel, gardening or researching your family tree.You can even find a weekend break and reserveaccommodation at one of the many on-line hotels and guesthouses. Or you can make a purchase from one of the on-line stores such as books and CDs from Amazon.

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Outlook Express is an e-mail program allowing you tocommunicate using text messages, with friends, relatives orcolleagues anywhere in the world. These can include fileattachments such as documents produced in other Worksprograms, like the word processor, spreadsheet or database.You can even send photographs and video clips down thetelephone lines as attachments to your e -mails.

I

126

9

Word Processing

IntroductionWord processing is probably the most frequently usedcomputing application in the office and in the home. Manynew computer systems are supplied with word processingsoftware already installed on the hard disc, frequently aspart of the popular Microsoft Works suite of software.

Getting Started

n Microsoft Works Calendar

Microsoft Works Database

ger Microsoft Works Portfolio



ti Microsoft V,kirks Word Pri-n-P,-rrir

\J Windows Address Book

Some versions of Microsoft Works also include MicrosoftWord, the most popular word processing program in theworld. This chapter is based on the standard wordprocessor included in Microsoft Works. However, themethods and principles described in this chapter arerelevant to all of the popular word processing software,such as Microsoft Word and Lotus WordPro.

127

9 Word Processing

Word processing is far more than simply a replacement forthe typewriter as a means of entering text. Some of theadvantages of the word processor, compared with thetypewriter, are as follows:

Corrections can be made on the screen beforeprinting on paper, so there is no evidence of anyalterations. Several copies can easily be printed.

Documents are saved on disc, then retrieved later.This allows a document to be used again, perhapswith small changes such as a new date. There is noneed to retype the whole document.

Text can be edited more easily - whole blocks oftext can be inserted, deleted or moved to a newposition in the document.

The Find and Replace feature enables a word (orgroup of words) to be exchanged for another wordor words, wherever they occur in a document. Forexample, replace "house" with "property".

Text can be formatted with effects such as bold anditalic and in various fonts or styles of lettering asshown below.

Sad SThe layout of the page can easily be changed, withdifferent margins, line spacing, graphical effectsand newspaper -style columns.

Modern word processors contain many additionalfeatures such as spelling and grammar checkers, athesaurus and a word count facility.

128

Typical uses for a word processor are:

i Typing letters and reports.i.

Producing a document including tables, graphs, andpictures.

Editing a magazine or newsletter for a club, societyor neighbourhood.

Printing certificates of achievement, etc.

Word Processing 9

Preparing a cover sheet or text for a fax or e-mail.

Addressing envelopes.

Producing a flyer or leaflet using special text andgraphical effects.

Creating and editing a Curriculum Vitae.

Typesetting a full size novel or text book (such asthis one) or a college dissertation or thesis.

129

9 Word Processing

Preparing a LetterFor many people, keeping in touch with family and friendswith a well thought out letter is preferable to a hastilydrafted e-mail. If you are a setting up a new venture, awell -presented business plan and correspondence is

essential if you are to have a professional image.

The next few pages go through the main steps in using theword processor to produce a simple document such as aletter. Initially it is suggested that you read through the textto get a feel for the skills involved. Then you may wish toattempt the exercise at the end of this chapter and completethe skills checklist.

Starting a New DocumentThe Microsoft Works wordprocessor can be startedfrom the Task Launcher byclicking Works WordProcessor on the QuickLaunch panel on the right ofthe Task Launcher screen,shown here on the right.

Alternatively, the word processor can be started by clickingthe start button in the left-hand corner of the screen, thenselecting All Programs, Microsoft Works and MicrosoftWorks Word Processor, as shown below.

71; Microso t s ice Too s

Frirrcrwtt

r1R Vy'ord Processor

Windows Address Book

130

Word Processing 9

You are presented with a blank screen ready to start typing.

Untitled Document M ic osott Works Wo1 d Dior essoi

File Edit View Insert Format Tools Table Help

D Gil 7 earsNimes New Roman 10 ;11 B I U E ;2

4 I 6 10 11

A word processor must start with numerous defaultsettings, such as the page margins. You may wish tochange these later, but for the time being, you can safelyaccept most of the default values which Works provides.

The default lettering style or font (normally Times NewRoman, size 10 shown above) can easily be changedafter clicking the down arrows shown right and on 21:jthe toolbar below.

File Edit View Insert Forma

[13 aTimes New Roman

A popular font for this type of document is Arial size 12.

Arial zi12 'Dr

131

9 Word Processing

Setting the Paper SizeYou need to ensure that the paper size in your document onthe screen matches the actual paper used by your printer.Select File, Page Setup... and Source, Size & Orientation.Choose the size of the paper you are using in your printer,usually A4, as shown below.

Page Setup

Margins Source, Size & Orientation

Orientation

Paper

Source:

Size:

Width:

Height:

r; Portrait

r- Landscape

Auto Select

A4

Other Options

LetterLegalExecutive

AS

65 (MS)

Orientation in the above Page Setup dialogue box refers towhether the finished printout should be viewed with thepaper in the Portrait position (long sides vertical) orLandscape (long sides horizontal).

Orientation

Portrait

rs Landscape

132

Word Processing 9

Creating a New File Using Save As...

Before you start entering the actual text of a document it'sa good idea to create a file with a suitable name. Then it's asimple matter to quickly save the document at intervalswhile you are entering the text. Select File and Save As...and enter a meaningful File name such as Letter to hotel.File names can be up to 255 characters long.

Save As

Save in My Documents

My Pictures

File name:

Save as type:

4- CD ttr 171 -

'Letter to hotel.wps

Works Document (" wps)

Save 1

Cancel

Template.

Creating a New FolderNote that by default the document will be saved as a file inthe folder My Documents, unless you have selected anotherfolder. You can create a new folder within thefolder My Documents after clicking on the iconshown on the right and also shown in the SaveAs dialogue box above.

A highlighted name, New Folder appears, as shown on thenext page.

133

1

9 Word Processing

Save As

Save in: I (L) My Documents

0My eBooksdMy Music

My Picturesdim=Replace the words New Folder, by typing in your own namefor the folder, such as Holidays. Saving and organizingyour work into folders which you have created is coveredlater in this book.

Regular Saving - the Quick SaveSuppose you work for a long session, say 2 or more hours,and don't bother to save your work. A sudden power cut orcomputer "glitch" could cause all that effort to be wasted.Regular saving every few minutes is quick and easy andcan prevent this unnecessary frustration.

After the initial Save As..., when you give thefile a name, all subsequent saves can beachieved by simply clicking the disc icon on thetoolbar shown right and below.

File Edit View Insert Format

Arial J12 v

134

Word Processing 9

Entering the Text

Shown below is a short sample letter. In the exercise at theend of this chapter you will be asked to enter this letter ormake up a similar one of your own.

Dove Cottage

Rudyard

Staffordshire

SB5 NJ6

5 January 2006

The Manager

The Milton International Hotel

Ontario

Canada

Dear Sir/Madam

I am planning to attend a family reunion in Ontario inJune of this year and your hotel has beenrecommended by one of my relatives.

I would be most grateful if you could send me a copy ofyour latest brochure, including details of your facilitiesfor the disabled and car hire.

Yours faithfully

John Williamson

135

9 Word Processing

Hints for Absolute Beginners:

You don't need to press the Enter or Return key atthe end of a line. Just keep typing and the wordprocessor takes care of everything in a processknown as word wrap.

You only need to press Enter or Return at the endof a line if you want to start a new paragraph orinsert one or more blank lines.

Use the Tab key (shown on the right) tojump across to a fixed point on a line -e.g. to vertically align the left-handedges of the lines of an address.

Tab to each line ofthe address

Dove CottageRudyardStaffordshireSB5 NJ65 January 2006

Correcting Mistakes While TypingWhile you're entering the text, correct any typing errors by

deleting the mistake then typing thecorrect text. Words to the left of the Deletecursor are deleted with the backspacekey (shown left), while the Delete keyremoves text to the right of the cursor.Periodically, while you are entering text, click thefloppy disc icon on the toolbar to carry out aquick save. Printing can sometimes result in a

computer "crashing" or locking up, causing the currentdocument in the memory to be lost. So it's best to saveyour work before attempting to make a printout on paper.

136

Word Processing 9

Setting Your Own Tab Stops

When you need to start several lines of text a long wayfrom the left margin, the Tab key is used to make sure thatsuccessive lines all start in exactly the same place. Forexample, ensuring the lines of an address are verticallyaligned on the left. Beginners often use the space bar tomove across the screen to the point where text is to start.Unfortunately, using this method, the alignment is oftenlost when the document is printed on paper. Using the Tabkey however, the cursor jumps across to exactly the sameposition on every line on the screen and the alignment ismaintained on the printout on paper.

Untitled Document Microsoft Works Word Processor

Ete Edit tow Insert FQrmet Dols Table ttalp

a 12 WI di I:1 el 111 :hi [1] 411) If 41 ge I locrio

'Anal J1lo zi111111111111111C

Dove CottageRudyard

Left Tab set at 100mm StaffordshireSIB NJ6

In the screenshot above a Left Tab hasbeen set at 100mm. (As describedshortly, you can change the units toinches or centimetres if you prefer).

137

9 Word Processing

Word processors normally have several default Tab stopsalready set. However, it's useful to be able to set your ownusing the Tabs dialogue box shown below and accessedfrom Format and Tabs....

Tabs

Custom

Tab stop position:

Alignment: Leader:

6. Left I None

Center

( Right r 2

r Decimal r 3

,'"" 4 =====

Default

Default tab stops:

Tab stops:

100 mm

Clear All

113 mm

OK Cancel

Enter the required measurement in Tab stop position: andclick Set and OK.

138

Word Processing 9

If you prefer to work in inches or centimetres, select Tools,Options... and click the downward pointing arrow to the

' right of Measurement units:. Now you can change the unitsusing the drop -down menu as shown below.

Options

Measurement units: Centimeters

InchesCentimetersMillimetersPointsPicas

Having set a Tab stop, press the Tab key to move to therequired starting position in the document. Notice in the

Tabs dialogue box on the previous page,there are four different types of Tab stop,allowing you to align the text on the Right,Left or about the Center. The Decimal Tabcauses columns ofniThers to be verticallyaligned about the decimal point.

Alignment:

Left enter attlt

Ltecirrial

Leaders

Referring to the Tabs dialogue box on theprevious page, the radio buttons under theword Leader enable the Tab position to bepreceded by a choice of dotted orcontinuous lines. This idea is often used inthe contents page of a book, for example.

Chapter 7 85

Leader:

Leader:

a None

ClC 2 3 4

139

9 Word Processing

Creating a Template for Your Own Headed PaperTo save typing in your address at the top of every letter youwrite, you could make a template for headed papercontaining your address and any other information. Start anew document and use the Tab key to set up your name andaddress. Then select File and Save As... and click theTemplate... button. Save the template with a name such asmy address. Whenever you want to start a new letter, fromthe Works Task Launcher, select Works Word Processor,File and New... and you should see your new template (suchas my address) in the grid of templates displayed as shownbelow.

icrosoft Worms

0 Works WWI/ Processor

Works Spreadsheet

Wodos Database

Worts Calendar

444 Dictionary Letters MaiHnergedocuments

my address

Click the template, in this example called my c----Iress, tolaunch the new document with your address already inplace, ready for you to begin typing, as shown below.

jArlal zjfEss...7.] g wrgiSE iElE al 32 4 5'6 0 12 1

Dove CottageRudyardStaffordshireSB5 NJ6

140

Word Processing 9

Print PreviewBefore you make a printout on paper, you might wish toselect Print Preview to give a screen view of how the docu-ment will print on paper. Click File and Print Preview fromthe word processor menu bar. Alternatively, use thePreview button on the main Print dialogue boxaccessed via File and Print.... Or click the PrintPreview icon on the word processor toolbar.

t (Milled Do, omen,

Dove CottageRudyerdStallorchthireSB5 IMS

5 January SOW

The ManagerThe Milton internee anal HotelOntarioCanada

Dear 51,1,1aq:rem

I am dancing to ettered a family review in Ontario in Jane of des year and yds hotelhas been recommended by one or my mlatleas

would te most grateful if you could 11.11, me a copy of "sus latest hock re, inducingdetails d your fader, esti,. disabled and car We.

Yours fartheully

John Wild rrson

The Print Preview allows you to check the layout of yourdocument before it is printed on paper. You may, forexample, decide to insert a few blank lines here and therejust to make the document more readable. When you arefinished with the Preview click Close to return to the mainword processor window.

141

4

9 Word Processing

Printing on PaperUse File and Print... then click OK to make a copy of yourletter on paper. Notice that there are options to specify thenumber of copies and the particular page(s) to be printed, inthe case of longer documents.

Print I?J(xlPrinter

Name: P LaserJet SL (PCL)

Status: Ready

Type: HP LaserJet 5L (PCL)

Where: LPT1:

Comment:

Print Range

At

r Pages from

Mail Merge Print Settings

Preview

to:

:1 Properties

Copies

Number of copies:

23

23

r- Print to file

OK

r

Cancel

Alternatively, if you just want a quick print usingthe existing Print dialogue box settings, click thePrint icon on the word processor toolbar.

1

142

Word Processing 9

Practice ExerciseYou may wish to copy the letter on page 135 oralternatively make up a letter of your own. To complete thewhole of this exercise you need to have a printer attachedto your computer. Although the exercise is based on theMicrosoft Works word processor, the basic operations aresimilar for word processors in general.

1. Start up your word processing program and open ablank document.

2. Set the text font, e.g. Arial 12.

3. Set the paper size to match the paper in yourprinter, e.g. A4.

t/ 4. Create a new file, e.g. Holidays 2007.

5. Set a Tab stop ready for the address on the letter.6. Enter the text for the letter.

7. Practise using the Delete key and backspace keysto delete or correct words as you are typing. Alsopractise inserting words.

X8. Save the work at regular intervals and also after

you have finished entering text.

9. Check the layout using Print Preview.

10. Make any necessary adjustments, e.g. increase thespacing by inserting blank lines using the Enterkey.

11. Make a printout on paper.

Keyboard ShortcutsSave: Ctrl+S

Print: Ctrl+P

143

9 Word Processing

Checklist: Basic Word ProcessingIf you have successfully completed the previous exerciseyou should now be able to use a word processor to producea basic text document, such as a letter. You may wish touse the following list to tick off the skills you have alreadyacquired and possibly revisit any which need more time.

Word Processing Skills Achieved

Start a new word processing document.

Set the text font, i.e. the style and size oflettering.

Set the paper size to match the paper in yourprinter.

Create a new file with a meaningful file name.

Set a Tab Stop using suitable units ofmeasurement

Use the Tab key to vertically align text.

Enter text using upper and lower case letters.

Correct errors as they occur during the entry oftext.

Save a document at regular intervals.

Use the Print Preview feature.

Print a document on paper.

The next chapter covers more advanced topics such asaltering the content and appearance of a document.

144

1

1

1

1

1

1

1

III

10

Editing a Document

IntroductionOne of the best things about the word processor is the factthat if you don't like the content or appearance of adocument you can easily change it. You can take adocument saved on your hard disc, open it in your wordprocessor and carve it about as much as you like. There'snone of the mess associated with old fashioned "cutting andpasting" with scissors and glue. Then when you havefinished editing you simply print out the revised versionincorporating all of the changes. In fact, "cutting andpasting" is still used to describe moving a piece of textwithin a document or between documents. This is doneusing the cutting, copying andpasting icons from your word lib 18processor toolbar as shown on theright and below. This topic isdescribed in detail later in this chapter.

f Untitled Document - Microsoft Works Word Processor

File Edit View Insert Format Tools Table Help

Times New Roman 2: 110-2 /

145

10 Editing a Document

Retrieving a Document from the Hard Disc

Having created a document and saved it on disc you canretrieve it at any time. From the menu bar select File andOpen. As discussed in the previous chapter, a letter wassaved with the name Holidays 2007. It was saved in thefolder Holidays, which was created in the folder MyDocuments. You may need to click the down arrow to theright of the Look in: bar, shown below, to select therequired folder on your C: drive (hard disc). If necessaryplease see the previous chapter, for more information onfiles and folders.

Open

Look in:

Holida

Holidays

Desktop

My Documents

My Computer4 314 Floppy (A)

wr Local Disk (C:)Documents and Settings

Jim

My Documents

NEW (D:)

Shared Documents

My Documents

My Network Places

H _Id 5, -

Open

Cancel

When you have located the required folder containing yourfile, click on the filename so that it appears in the Filename: slot, as shown on the next page.

146

Editing a Document 10

OpenI .

Look in: 1 k Holidays

Holidays 2007. wps

0

1

1

File name: 1H olidays 2007. wps

Files of type: I Works Documents wps)

Open

Cancel

Now click Open for the document to be opened up in yourword processor.

Pr Ea y orm *.

isav-a e trn9rEat1/4a weal, Mal

1.11111111_

Dove CottageRudyardStaffordshireS85 NJ65 January 2006

The ManagerThe Milton Internanonat HotelOntanoCanada

Dear Sir/Madam

l am planning to attend a family reunion in Ontario in June of this year andyour hotel has been recommended by one of rry relatives.

I would be most grateful if you could send me a copy of your latest brochure,including details of your facilities for disabled people and also car hire

Yours faithfully

John Wilhamson

147


Then you might wish to proof read the document andimprove it using editing operations as follows:

Deleting text. Replacing text. Moving blocks of text. Inserting words or blocks of text.

Correcting spelling mistakes. Adding text to extend a document.

Undoing ActionsWhen editing a document it's easy to make a mistake likedeleting the wrong words. Fortunately the Undo featureaccessed off the Edit menu shown below allows you toreverse the last action. Or you can use the Undoicon off the word processor toolbar, shown right WIand below.

File Insert Farrnat Tools Table Help

Undo D--.dete arl+Z---

rlieverses the last action. 7rA=t t9!

AI El

Please note that the Undo feature can be used to reverse avariety of editing tasks, not just deleting text as in thisexample. Please also note that if you prefer you can use thekeyboard alternative Ctrl+Z, which means "Hold down theCtrl key and press Z".

148


Block Operations on Selected TextA lot of small editing tasks can be achieved by simplymoving the cursor to the appropriate place and deleting orinserting text. However, you may wish to delete or moveentire lines, paragraphs or even pages of text. For thesetasks you first select the text, so that it's highlighted againsta black background, as shown below.

The p_91ylano

The pgligmlnej is similar to a greenhouse but considerably cheaper. It consists of asteel tubular frame over which is stretched a sheet of polythene.

he main use of the polytunnel is to grow plants and shrubs and many polytimnels alenow in use with both private and commercial growers. The polytumrel. 511111e

sally reservations. has rioved to be tunable and able to withstand the woi stweather.

Apart from its use in horticulture, the prribogrml can be found in a variety of situations.Some polyruggels are used to provide shelter for farm animals such as sheep, whileothers provide a sheltered work space or storage area. others are used as covers foroutdoor swimming pools.

Selecting Text Using the Mouse

To select any piece of text, keep the left mousebutton held down while moving the pointeracross the whole of the required text.

To select an individual word double-click overthe word.

To select a line of text, make a single click inthe left margin of the document.

To select a paragraph, double-click in the leftmargin.

To select the whole document, treble -click inthe left margin or use Edit and Select All off themenus.

149


Selecting Text Using the KeyboardIn general, each of theWorks menu options has akeyboard alternative, asshown on the right. So, forexample, you can also selectthe whole document usingCtrl+A, as shown on the Editmenu on the right. Thismeans, while holding downthe Ctrl (Control) key, pressthe letter A. Another methodis to place the cursor at thebeginning of the required

kc) Undo Typing CtrI+Z

rA Redo Delete Ctrl+Y

X CutG121 Copy

In Paste

Ctrl+X

Ctrl+C

CtrI+V

Paste Special...

Clear Del

Select All Ctrl+A

block of text then, while holding down the Stilt0. key, shown left, use the arrow keys, shown

below, to select the required block of text.

Deleting a Block of Text

Select the required text and press the Delete key. (Or placethe cursor on the left of the required text and hold down theDelete key.)

150


Inserting TextInsert text by placing the cursor where the new text is tobegin then start typing. The new text should r 1

force its way in without deleting any of the old Insert

text. If the new text over -types and replaces the \existing text rather than pushing its way in, press the Insertkey to switch off over -type mode.

Search and ReplaceTo replace a word or group of words wherever they occurin a document, select Edit and Replace... to open up theFind and Replace dialogue box. For example, to replace theword "business" with "company" throughout a document.Enter the old word in Find what: and enter the new word inReplace with: as shown in the next dialogue box.

Find and Replace

Fild Replace I Go to

Find what: I business

Replace with: company'

r Match caser Find whole words only.

Replace I Replace a Cancel

Now click the Replace All button to replace the old word(s)with the new word (s) throughout the document. Notice inthe above dialogue box there are options to match the case(i.e. capital or small letters, also known as upper and lowercase) and also to match only whole words.

151


Moving a Block of Text - Cut and PasteSelect the block of text to be moved as shown below.

The aghamej is similar to a greenhouse but costeel tubular frame over which is stretched a she

lie imam use in the polvtunuel is to Toy.' plantsitow 111 use with both Nivate coinineicialeally ieservatious. has loved to be ihuable andEuitain's weathel.

Now click the scissors icon on the Works toolbar. Thisremoves the selected text and stores it on theclipboard. The clipboard is a temporary storagelocation where text (and graphics) can be held

until you are ready to place them somewhere else in thedocument.

Next move the cursor to wherever you want theselected text to start. Now click the paste iconon the toolbar (shown left) to place the text inits new position.

Cutting and pasting can also be achieved using the Editmenu after you have selected the piece of text to be moved.

Edit pew Insert Farm.

kri Undo Typing arki-Z

C.0 Can't Redo Ctrl+Y

X Cut

k Copy Ctrl+C

car 1-+V

152

I


If you want to duplicate a piece of selectedtext rather then move it, then use the copy iconoff the menu bar shown right or the Copycommand off the Edit menu shown on theprevious page. Cut and Paste using the clipboard is a veryuseful skill in a variety of Windows applications, not justfor moving text within a document. For example you canmove a graphic by copying it from a paint program to theclipboard and then pasting it into a word processingdocument. You can also use cut (and copy) and paste tomove and copy files between your folders in the WindowsExplorer.

Checking SpellingThe spelling checker invoked from Tools and Spelling andGrammar... suggests alternative spellings, improvements ingrammar and spacing between words.

Spelling arid Grammar: English (United Kingdom) XI I

Not in dictionary:

suport

Suggestions:

sport

Spelling options

F.% Ignore words in UPPERCASE

p- Ignore words with numbers

l Ignore Internet and File addresses

Check grammar

Ignore Once

Ignore All

add

Change

Change All

Options...

Close

153


Formatting a Document

After you have checked the content and spelling, you maywant to change the appearance of a document. This isknown as formatting and includes different fonts or stylesand sizes of lettering and text effects such as bold, italicsand underlining. Formatting also includes page layoutfeatures such as the margins between the text and the edgesof the page, alterations to the space between lines of textand various ways of aligning the vertical edges of the text.

If you know the formatting you want to use, it can be setbefore you begin typing. For example, you could switchitalics on before typing a particular word then switch it offagain. Alternatively, you can enter the text of yourdocument without any effects and then apply the formattingafterwards.

The Formatting Toolbar

On the left of the toolbar above is the font name and size,changed by clicking the down arrows and selecting fromthe drop -down menus. The next drop -downmenu, obtained by clicking the down arrowshown on the right, allows you to ,change thetext colour.

Next are the three main text effects bold, italic andunderline. These effects can also be switched on by holdingdown the Ctrl key and pressing either B, I or U. Effects likethese operate as "toggles" - you use thesame method to switch them on as toswitch them off

M

154


The icons on the right of the formatting toolbar representdifferent methods of text alignment.

ri u _ L.- _ - 3 -

Reading from left to right, theactions of the 4 icons on the rightand their alternative keyboardshortcuts are:

=

Aligned left edge, ragged right. Ctrl+L

Aligned to the centre. Ctrl+E

Aligned right, ragged left. Ctrl+R

Justified text (aligned left and right). Ctrl+J

Remove any of the above. CtrI+Q

The problem with fully justified text is that inorder to achieve the vertical alignment on theright-hand edge, the text may be filled with toomany spaces between words producing unsightly"rivers of white".

The next two tools on the right of theformatting toolbar allow lists to behighlighted with either bullets ornumbers.

The last two formatting tools shownare used to decrease or increase theindent at the start of a paragraph.

2

= =11111111

155


Applying Formatting Effects:1 Select (or highlight) the required block of text.

2 Apply the formatting by clicking the appropriate iconon the toolbar, or selecting the relevant menucommand or using the equivalent keyboard shortcut.

3 When the formatting has taken effect, remove thehighlighting by clicking outside of the selected area.

Changing Line Spacing

Sometimes you may want to set a paragraph or indeed awhole document with extra spacing between lines. Doublespacing, for example, is often used on draft documents toallow extra space for comments and suggestions to beadded by hand. Line spacing can be adjusted after clickingthe Spacing tab in the Format Paragraph dialogue boxshown previously. Lines Before: and Lines After: allow youto adjust the space above and below a paragraph.

Format Paragraph X

Indents and Alignment Spacing

Spacing

Lines Before:

Lines After:

Line spacing:

Tabs...

0

0

Single

Single1.5 LinesDoubleTripleQuadruple

Preview

OK Cancel

156


Changing the Page MarginsThe margins around the text are set by default at 2.54cm(or 1 inch) for the top and bottom and 3.17cm for the leftand right. (Please see the note on page 139 if you prefer towork in inches). You might want to increase the size of themargins to allow comments to be written on a draftdocument or decrease them to allow more text to fit on apage. To change the margins select File, Page Setup... andthe Margins tab.

Page Set up

Margins Source, Size & Orientation Other Options

Margins

Top: MEIBottom; 12.54 cm

Left: 13.17 cm

Right: 13.17 cm

From Edge

Header: 11.27 cm

Footer: 11.52 cm

Header: and Footer: shown above refer to text which youcan place in the top and bottom margins, as discussed laterin this chapter. For example, in this book the title of eachchapter is placed in the header and the page number isplaced in the footer.

157


Practice Exercise - Word Processing

In order to practise the skills covered in this chapter, youmay wish to copy the following text into your wordprocessor. Then apply the editing and formatting skillsgiven in the exercise. Alternatively make up a shortdocument of your own, consisting of a few paragraphs.

The Polytunnel

The polytunnel is similar to a greenhouse butconsiderably cheaper. It consists of a steeltubular frame over which is stretched a sheet ofpolythene.

The main use of the polytunnel is to grow plantsand shrubs and many polytunnels are now inuse with both private and commercial growers.The polytunnel, despite some early reservations,has proved to be durable and able to withstandthe worst of Britain's weather.

Apart from its use in horticulture, the polytunnelcan be found in a variety of situations. Somepolytunnels are used to provide shelter for farmanimals such as sheep, while others provide asheltered work space or storage area. Othersare used as covers for outdoor swimming pools.

The practice exercise is given on the next page.

158


1. Open up your word processor program and copy thenotes on the polytunnel on the previous page.Centre the title using the centring icon. Change thefont and apply bold and italics.

2. Save the text as a file with a suitable filename in thefolder My Documents or in a folder of your choice.

3. For practice close the file down by clicking the X inthe top right-hand corner. Then practise retrievingthe file using File and Open from the menu bar.

4. Select the whole document and set it to fullyjustified text.

5. Select the last sentence and delete it. Practise theUndo feature by reversing a delete action.

6. Make up a new paragraph and insert it after the firstparagraph. Set the new paragraph in double -linespacing.

7. Select the paragraph starting The main use of... anduse "cut and paste" so that it becomes the last.

8. Use the indent tool on the formatting toolbar toindent the second paragraph.

9. Use Edit and Replace to change the word polytunnelto poly -tunnel throughout the document.

10. Make a deliberate spelling mistake and correct itusing the spelling checker.

11. Change the margins on your document.

12. Save the document on your hard disc and make aprintout on paper.

159


Checklist: Editing a DocumentIf you have worked through the practical exercise in this .

chapter you will have covered a lot of essential skills forediting documents in a word processor. You may wish to .

use the following list to tick those skills you have .

successfully accomplished and perhaps have anotherattempt at any which need more practice. .

Word Processing Skills Achieved

Retrieve a previously saved file from disc.

Select, i.e. highlight, words, paragraphs,documents.

Change the appearance of text using differentfonts and effects such as bold and italic.

Delete and insert words and blocks of text.

Replace words throughout an entire document.

Use "cut and paste" to move text within adocument.

Use the spelling checker to find and correctmistakes.

Format a paragraph using justification andindentation.

Change the spacing between lines.

Change the page margins.

Use the undo feature to reverse an action.

160


Further Word Processing SkillsThe next few pages cover some miscellaneous wordprocessing skills which can be used to enhance a document.

Inserting a TableThe word processor has a table feature which is easy to use.From the Table menu on the word processor menu bar,select Insert Table.... The following dialogue box appears:

Insect Table

:elect a format:

Simple: BoxSimple: ColumnSimple: Band

L

Number of rows:

Number of columns:

Row height:

Column width:

12

IA,Jto

!Auto

ISales

,

Mon

Buyer

MS

Model Color Paid

3K4 Red Cash

Tues WT Al5G1 Blue Credit

Wed KK 55D59 White Credit

Thurs DH RMDM Blue Credit

Several styles of table are available under Select a format:and you can specify the number of rows and columns. TheRow height: and Column width: are specified at this stage orthey can be adjusted later by dragging with the mouse.

When you have selected the format and number of rowsand columns, etc., click OK to insert the table in yourdocument. The cursor appears in the top left-hand cell,ready for you to start entering the data into the table.

161


The cells in a table can be selected and edited using thedrop -down Table menu shown below.

Untitled Document - Microsoft Works Word Processor

File Edit View Insert Format Tools

a a ...,.

Table tielp

4 tr

,

D fil% W IIIIE Insert Table.

Insert Row

Insert Column1 'Century

Gothic z j 170.1 in ..

,1 1 2 ' I 3

Clear CellsI

Select Cell

Select Row

Select Column

Select Table

Table Format...

CeU Height and Width...

Cell Text Alignment

In the Table menu shown above, when you choose to Selectan object such as a cell or row, etc., the selected object ishighlighted on the screen. Then the contents of the selectedcell(s) can be formatted or deleted, as required.

Word CountSometimes a document is limited to a prescribed number ofwords - as in the case of an article for publication in amagazine. Select Tools and Word Count to find how manywords have been written.

Microsoft Works

There are 594 words in your document.

This word count does not include footnotes, headers, or footers.

OK

162


Using Columns

Text can be set in two or more newspaper style columns,by clicking Format and Columns... on the word processormenu bar. The columns can be set before typing the text orafter selecting an existing piece of text by dragging over itwith the mouse. In the Works word processor the columnsapply to the whole document and can include a dividingline in the adjustable space between columns.

Format Columns

Number of columns:

space between:

l4 Line between columns

1,27 cm

Preview

The column formatapplies to the entiredocument.

OK Cancel I

In the Microsoft Word word processor, if you choose towork in two or more columns, you can choose to apply thecolumns to the whole document or This point forward. So,for example, you could have a title or opening paragraph allthe way across the page followed by text in two columns.

163


Headers and FootersThese are used in longer documents and allow a title andinformation such as the page number, document name ordate to be added along the top or bottom of every page.

For example, on the pages of this book, the chapter title,e.g. "10 Editing a Document", has been set up as a header.The page number has been set up as a footer.

From the word processor menu bar, select View and Headerand Footer. Empty boxes for the header and footer appearon the page.

-I-leader3 Garden Design!

You can type your own text freely into the header andfooter boxes, as shown above. Or you can use the headerand footer toolbar, shown below, which appearsautomatically on the screen, after you click View andHeader and Footer. This allows you to insert information inthe header and footer on every page, such as the pagenumber or current date.

Insertpage Datenumber

"c71*

Document Switch betweenname header and footer

X Close

Insert currenttime

After you have selected the required information from theicons on the toolbar shown above, click Close. The selectedinformation will now appear in the headers and footers onevery page, with page numbers automatically incremented.

164


Keyboard ShortcutsYou may prefer to use the following keyboard shortcuts asan alternative to mouse operations. For example, to switchbold lettering on (and off), use CtrI+B. This means "Whileholding down the Ctrl key, press the B key."

Ctrl+C Copy text

Ctrl+X Cut text

Ctrl+V Paste text

Ctrl+Z Undo previous action

Ctrl+A Select entire document

Ctrl+B Switch bold text on and off

Ctrl+U Switch underline on and offCtr1+1 Switch Italic text on and offCtrl+E Centre paragraph

Ctrl+J Justify paragraph

Ctrl+L Align paragraph left

Ctrl+R Align paragraph right

Ctrl+Q Remove paragraph formatting

Ctr1+1 Single-spaced text

Ctr1+5 11/2 spaced text

Ctr1+2 Double-spaced text

Ctrl+N Open new (blank) document

Ctr1+0 Open existing document

Ctrl+S Save document

Ctrl+P Print document

In general, the above keyboard shortcuts are applied afterfirst selecting the block of text. As described earlier, text isselected with the mouse or by holding down the shift keyand traversing the text with one of the arrow keys. Effectssuch as Bold, Italic and Underline can also be switched onbefore the text is typed.

165


4

166

11

Desktop PublishingIntroductionDesktop publishing involves the use of various softwaretools to change the appearance and layout of text.Originally, word processors were used for the creation ofdocuments using only plain text, similar to the output froman ordinary typewriter. Documents using more elaborateeffects such as graphics and different styles of text requiredspecial desktop publishing software. Modern wordprocessors, however, contain many desktop publishingfeatures, so that quite impressive documents can be created.This book, for example, was typeset entirely in MicrosoftWord, which is very similar to the word processor inMicrosoft Works.

The desktop publishing features covered in this section are:

Text in different sizes and styles of letters or fonts.

Borders and background shading.

Pictures inserted into the text in documents.

Bullets and numbering to highlight lists.

Microsoft WordArt, a feature used to manipulatetext into various shapes.

Care has to be taken with the use of fonts. It's easy to spoila serious document with the over -zealous use of fancylettering. The more exotic fonts are best kept for morelight-hearted publications such as greeting cards, flyers andinvitations.

167

11 Desktop Publishing

FontsWhen Microsoft Windows is first set up on a computer, alarge number of fonts are installed as part of the process.Many of these are known as TrueType fonts and arescalable. This means the lettering can be enlarged orreduced without departing from the original design.

A font is a particular design or style of lettering in aparticular size. The size is measured in units called pointswhere 72 points are equal to one inch. So if you wanted toprint a title, say, in letters V2 an inch high, you would set afont size of 36 points. This is shown in the example below,which uses the Times New Roman font.

Milton Orchid ClubThe fonts used by Microsoft Works are part of theWindows operating system. To examine the list of installedfonts, click the down-arrow to the right of the current fonton the word processor toolbar - in this case Times NewRoman. Below is just a small sample of the available fonts- scrolling down the list reveals many more.

EAlbertus Extra BoldZAlbertus MediumIt ALGERIANaAntique Olive't ArialgtArial Black

168

1

Desktop Publishing 11

Although your computer probably contains far more fontsthan you'll ever need, you can add even more using theFonts folder in the Control Panel - accessed from the startmenu. In fact, if you look at any professional publicationyou'll find that very few different font designs are used -frequently only one or two per document. Books andnewspapers frequently use the Times New Roman andArial fonts, as used in this paragraph

A choice of font sizesappears when you click thedown-arrow to the right ofthe current font size on theword processor toolbar.

Further options for changingthe fonts and applying different effects are available in theFont dialogue box accessed from Format and Font... on theword processor menu bar.

Times New Roman

9

10

11

14

Font

Font:

French Script MT

Franklin Gothic MediumFranklin Gothic Medium Cond

Getarnond

Underline:

i(none)

Effects

E Strikethrough

SuperscriptSubscript

Sample

Font stile:

'Bold Italic

RegularItalicBoldBold Italic

Color:

aize:

2836

72

Ili Automatic

Shadoff, Outline7 Emboss

r Engrave

Small caps

im All caps

Azad 5cup169


You can see that in addition to changing the font name andsize you can use several other text effects. For example, theSubscript effect could be used for the 2 in H2O. Theseeffects can be switched on before you begin typing text.Alternatively they can be applied to existing text byselecting the text and then switching on the effect.

Borders and ShadingTo emphasise a piece of text, you can enclose it within aborder and set the text against a background. A simplemethod is to insert a Text Box using Insert and Text Box offthe word processor menu bar. An empty box appears whichyou can drag to the desired size and shape, before enteringthe text.

et 0 0 0 et et 0 et et 0 0 e e e 4o az go .9 go et to

Milton Orchid Clubet et e 0 et 0 et et et et et et 0 et et et 0 go go go to to

Then you can choose the border and shading from thedialogue box shown below, obtained by selecting Formatand Borders and Shading....

CIECIEB111111111111111111111111MININmow,

;Text Box

Borden

is

&r** AC Border Art yledth:

11SEMEUE

Cob. k

11 Gre, 10, .1.1

170Camel

I F.


Choose the border and shading from the drop -down listsunder Border Art:, Fill Style: and Color 1:.

Border Art:

41,l;

Shading

Fill Style:

Color 1:

Gray - 10%

Border Art Width:

116 pt

You can also apply a border to a highlighted paragraph orto the whole page. From the word processor menu selectFormat and Borders and Shading.... The Apply to: menu atthe top of the Borders and Shading dialogue box allowsyou to place the border around the whole Page or justaround the Paragraph.

Borders and Shading

apply to:

Paragraph V

Pa.eParagraph

Line Style: Line Color:

2rj I Automatic

171


Inserting PicturesMicrosoft Works (and many other programs) include alibrary of pictures known as clip art. These can be insertedinto a document to illustrate the text.

Insert r.Itp hit

Find Bro=lso

Choose a category and than asub -category to find an tern

Select a category:

peoplePlaces

Perklen

Select a gub-category:

'floral arrangements

Select a made hype;

10 pictures (dip art and photographs)

II tostches found

view IMedarn Thumbnails

j0237227.wmf j0296210.wmf

t0250118.wmf i0213385.wmf

When you insert a picture onto the page of the wordprocessor, the picture is embedded so that it becomes anintegral part of the page. Apart from clip art, pictures maybe inserted from several other sources such as the scannedpictures and photographs saved as files on your hard disc.

Enter the clip art library by clicking the InsertClip Art icon on the word processor toolbar.Alternatively you can insert pictures (alsoknown as objects) from various sources by

selecting Insert and Picture from the menu bar.

172


Apart from the Clip Art option, you can insert pictures FromFile..., i.e. pictures and photographs which have been savedin folders on your hard disc.

Picture

Watermark...

Text Box

2preadsheet

Object...

New Label Sheet

11 Clip Art...

From File...

4 WordArt...tNew Drawing...

New Painting...

WordArt... in the above menu refers to special textmanipulation effects and these are discussed later in thischapter.

New Drawing... and New Painting... in the above menuallow you to create your own pictures from scratch usingthe drawing and painting tools provided in Works andMicrosoft Windows.

Having selected the picture youwant from whatever source, andclicked Insert, the picture isembedded on the page. Thepicture can then be enlarged ormade smaller using grab handlesaround the frame. The picturecan be moved by selecting it thendragging with the mouse. How-ever, for more precise movementof the picture you need to specifythe way the text flows around it.

L

173


This is known as wrapping and is set using Format andObject... from the menu bar. The Format Object dialoguebox is shown below.

Fcrrniat Object

Wrapping

Style

Size Text Box

In line with text Square Tight

Text placement

No text on the left r No text on the right

OK Cancel

The picture of the flowers below was selected from thePlants section of the Works Clip Art. Then the wrappingwas set to Tight using the Format Object dialogue box.

The Milton Orchid Club was formed in1972 by a few enthusiasts wishing toshare a common interest in thesebeautiful plants. New membersare always welcome, whethergardening expert or completebeginner. Some of the activities of theclub are as follows: talks fromvisiting speakers, trips to majororchid shows, special deals ongardening supplies, workshops and clinics to solveproblems and share ideas. If you would like furtherinformation please contact the Secretary on 01239

174


Bullets and NumberingThese effects are used to highlight items in a list. A similarmethod can also be used for applying numbers to a list.Suppose you wanted to highlight the key points inattracting new members to the orchid club:

Talks by visiting experts

Trips to major orchid shows

Special discounts on garden supplies

To create a bulleted list, first select the list of items. Thenselect Format and Bullets and Numbering... from the wordprocessor menu bar. There is a huge range of bullets tochoose from, as shown below. Similarly, if you select theNumbered tab, you are presented with several differentstyles of numbered list. Click OK to apply the bullets.

Bullets and Numbering

Bulleted I Numbered I

%get style:

r--

0

> 11

. St [FT: Ofz ono

175


Line SpacingIn order to further highlight the items in the list, you maywish to increase the line spacing (as described earlier inthis book). Select the text in the list then from the menu barclick Format, Paragraph..., Spacing and choose the spacingrequired from the drop -down Line Spacing: menu.Alternatively use the keyboard shortcuts, i.e. select the textthen press the Ctrl key followed by a number, e.g.:

Ctrl 5 11/4 line spacing

Ctrl 2 Double line spacing

Microsoft WordArtThis Works feature allows you tomanipulate words into different shapes.WordArt is a separate program calledup from within the word processor.

ridAfter you have created the piece ofmodified text it becomes an objectwhich is inserted into the page like apicture. Then it can be enlarged, made smaller or moved.

To start the WordArt program, click its icon onthe word processor toolbar or use the menuoptions Insert, Object...and Microsoft WordArt 2.0.

Two things happen when you invoke WordArt:

1. The menu bar across the screen changes to thespecial WordArt menu, shown below.

- Plain Text !Arial d !Best Fit 1:1151.1`,*11 IC ,124121

176


2. A small window appears in the word processor pageinto which you enter the text for your WordArt.

/ //////////// //////////

/1 -

Enter Your Text Here i?Ir5-(1

Your Text

Insert Symbol... Update Display 1

First you enter the required words to replace Your TextHere. Then you select the way the text is to be arranged -for example in an arc or slanted. The menu shown belowappears after clicking the down-arrow to the right of PlainText in the bar shown above on the left and below.

File Edit Format Help

- Plain Text

S

\

M

0OPIP

Oil A

N

1141

A

177


By default the text size is adjusted to fit the WordArt boxbut you can alter the font size by clicking the down-arrowto the right of Best Fit shown on the previous page.

The example below shows the way words can be arrangedin a style known as Deflate (Top).

fr Untitled Document Microsoft Works Word Processor

Ek Edit Fon.It tloo

I ir Deflate (Tap)

2 2 I 5 6 7 824

32364050505664728091120

ardening for

unmrr CIA:1

Gardening ffainIran %rani j Vadat (Malay

When you click the cross in the corner of the WordArtwindow, you are returned to the word processor with theWordArt object embedded in the page. Then the WordArtobject can be resized like any other graphical object.However, before you can move the WordArt object freelyand precisely around the screen you need to set thewrapping to Square or Tight in Format, Object... andWrapping. If you want to edit the WordArt object, double-clicking inside the frame will return you to the WordArtprogram.

178


There are many other effects available in WordArt, (inaddition to Bold and Italic) such as the ability to rotate textand to add shading and shadow effects. These are selectedfrom the icons on the right of the WordArt menu bar.

'Best Fit U EU El A ILIA 1:11:113

You may wish to experiment with the effect of these iconsafter placing a piece of text in the WordArt window.

The skills covered in this chapter can be practised bydesigning a flyer to recruit members to the orchid club.

*-

Milton Orchid Club 17^,

4-s

- - e:-sx s. e. ?Ari-

The Milton Orchid Club was formed. in 1972 by a fewenthusiasts wishing to share a common interest inthese beautiful plaids.New members are always welcome, whethergardening expert or complete beginner. Someof the activities of tlE club are as follows:

Talks from visiting experts

Trips to major shows and exhibitions

Discounts on gardening supplies

If you would like further information, please contact the Secretor"on 01239 564721.

Gardening for AI

179


Practice ExerciseYou may wish to copy the flyer on the previous page ormake up a flyer or leaflet of your own.

1. Enter the title in its own text box using Insert andText Box.

2. Choose a suitable font - Times New Roman size 28 isused in this example.

3. Complete the title box with a border and backgroundshading (Format and Borders and Shading...).

4. Type the body text into the word processor page.Select the body text and experiment with differentchoices from Format and Bullets and Numbering....

5. Select the list of features (starting "Talks fromvisiting...") and experiment with different linespacings. (Format, Paragraph..., Spacing).

6. Insert a picture from the clip art library (Insert,Picture, Clip Art...) or click the clip art icon.Once on the page, resize the picture asnecessary and move it to its final position.

7. The curved lettering "Gardening for All" isproduced using the WordArt featuredescribed earlier.

8. Place a border round the whole page using Format,Borders and Shading... and Apply to: Page.

9. Preview the layout and spacing using File and PrintPreview and make any necessary alterations.

10. Save the document on your hard disc and make aprintout on paper.

180


If you have completed the above exercise you should nowbe able to practise the skills on some flyers and posters ofyour own design. Have a look at some good qualityprofessional documents to get ideas for layout and designand the sensible use of fonts.

Checklist: Desktop PublishingIf you have worked through this chapter and completed thepractice exercise, you will have acquired many basicdesktop publishing skills. You may wish to tick off thoseskills which you have successfully accomplished andperhaps revise any which need more practice.

Desktop Publishing Skills Achieved

Change the fonts, i.e. different sizes and stylesof letters.

Create, resize and move a text box.

Apply background shading to text.

Apply a border to a text box and to a page.

Emphasize a list with bullets and extra linespacing.

Insert a picture or clip art, into a document.

Alter the "wrapping" or flow of text around apicture.

Resize a picture and move it around the page.

Use WordArt to manipulate text into differentshapes and apply effects.

181


182

12

Using a SpreadsheetIntroductionThe spreadsheet program is used when calculations areneeded in tables of figures. A spreadsheet program enableshuge tables of figures to be easily displayed, calculated,sorted, printed and presented as graphs and charts.

For anyone who doesn't like mathematics, the spreadsheetis a blessing. This is because the program takes care of allthe calculations - you simply tell it what you want to do.The spreadsheet program in Microsoft Works makes thisespecially simple with a feature called Easy Calc, whichallows you to select from a menu the calculation you wantto perform on a set of figures, as shown below.

Easy Calc

Click the function you want to use in your formula.

Common functions

SubtractMultiplyDivideAverage

Other functions

Adds together two or more numbersusing a formula.

Other j Displays a complete list of functions

Cancel Next >

183

12 Using a Spreadsheet

Although the spreadsheet examples in this chapter arebased on the Microsoft Works spreadsheet program,working through this chapter will give you the basic skillsthat are relevant to spreadsheets in general. Indeed, thespreadsheet in Works is very similar to its famous relativeMicrosoft Excel, the leading business spreadsheet program.

Monitoring Household SpendingMost people need to keep a check on their weeklyspending, particularly in later life when income is usuallygreatly reduced. At the time of writing there is muchconcern about the reduced value of pensions and there aremoves by some companies to reduce their support foremployees' pensions.Whatever your income it's a good idea to monitor yourspending and the spreadsheet is designed for just this sortof task. Shown below is a spreadsheet based on thespending of an entirely fictitious household.

Ege edit View Insert Farm* Dots Window Help

a X R-11 H I g W ElAnal

C 1 6

2 Weekly Spending3

4 Week 1 Week 2 Week 3 Week 4 Total Average5

6 Food . 42.65 37.97 , 46.41_; 48.571 175.60 43.907 Heating 19.28 21.421 23.42 21.48 85.60t 21.408 Electricity 9.47 11 97 10.97 L 12.01 44A2TM 11.11_1_

9 Rent 85.00 85.00 85.00 1 85.001 340.001 85.06.1.

to Petrol1 17.27 18.431 21.57: 20.87 78.14 19.54

it Car 19.00 17.001 2149 26.931 847421 21.1112 Total

1 192.67 191.79 208.86 214.86 ! 808.18 : 202.05

Step-by-step instructions for creating this spreadsheet aregiven later in this chapter.

184

L

Using a Spreadsheet 12

RecalculationThe spreadsheet allows you to speculate on the effect ofpossible changes, such as an increase in the price of food.These changes can be fed into the spreadsheet, whichautomatically recalculates all of the totals, etc., affected bythe change. The recalculation feature is one of the mainadvantages of spreadsheet programs and can save manyhours of work compared with traditional methods ofcalculation using pencil and paper or pocket calculator.

Graphs and ChartsApart from the ability to perform the whole range ofmathematical calculations, data can be presented in theform of pie charts, bar charts and line graphs, etc.

homxhoid, .1, L11.1 n nit WalksTteld,11,1

CM WI Sew NYwit 10115 irndw.. .

D Go a! a .r 10.1.111.11iliaF*

90.03

80.00

70.00

60.00

93.00

4C

30.00

20.00

10.00

0.00

Weekly Spending

Food Heating Electricity Rent Petrol Car

Both the spreadsheet itself and the charts produced from itcan be imported into documents in a word processor. Thisfeature is useful, for example, when producing a report onsales performance in a business.

185


Spreadsheet BasicsThe spreadsheet itself is a grid of horizontal rows andvertical columns. Shown below is part of the MicrosoftWorks spreadsheet, which can extend to a maximum of16384 rows and 256 columns.

Ei Unsaved SpreadsheetMicrosoft Works Spreadsheet

File Edit View Insert Format Tools Help

lArial milic D aqaC4

1

5

A

The boxes at the junction of rows and columns are knownas cells and each cell is uniquely identified by its "gridreference" such as C4 or E5. You can move the cursor fromcell to cell using the arrow keys, the Tab and Enter keys,and the mouse. Or use Edit and Go To... to move to a cellwith a particular reference such as G23.

Find and Replace

Find I Replace Go To

Type the cell reference or select the range name you kl

Go To: G23

186


Cell ContentsVarious types of data can be entered into a cell:

Labels or text providing headings for rows andcolumns, e.g. Food, Heating, Week 1.

Numbers forming the basic data to be used incalculations.

Formulas to perform calculations like adding up arow or column, e.g. =SUM(B6:B11).

The spreadsheet is a very versatile and forgiving tool; ifyou make a mistake it's easy to make a correction using theDelete key or Edit and Clear from the menu bar. Thespreadsheet itself can be saved as a file on disc andretrieved and printed in a similar way to a word processingdocument, for example.

Creating a New SpreadsheetYou can start a new spreadsheet by selecting start, AllPrograms, Microsoft Works and Microsoft WorksSpreadsheet. Alternatively, double-clicking the MicrosoftWorks icon on the Windows Desktop brings up the WorksTask Launcher shown below. Then select WorksSpreadsheet from the Quick Launch menu on the right.

Open Calendar

cliA Works Word ProcessorCreate documents


187


From the Task Launcher you can have a look at somesample spreadsheets after clicking Programs and WorksSpreadsheet. These show what can be achieved with aspreadsheet program and provide quick solutions tospecific problems. However, they do not enable you toacquire the skills to create your own spreadsheets fromscratch, which are valuable in many situations.

Entering LabelsThe example on page 184 uses household spending todemonstrate the creation of a simple spreadsheet. First youwould open a blank spreadsheet from the Task Launcher orfrom start, All Programs, Microsoft Works and MicrosoftWorks Spreadsheet.

It doesn't matter which cell you start entering the data into- you can always add or delete rows and columns later.Referring to the data on page 184, you would first enter thetitle Weekly Spending and Week 1, Week 2, etc., across thetop and Food, Heating, etc., down the side.

Altering the Size of Columns and RowsIf you need to increase ordecrease the width of a column,place the cursor on the verticalline between two columnheadings, e.g. A and B. Twoarrows appear which can be dragged to give a column ofthe required width. The height of rows can be increased ordecreased in a similar manner.

C5

A +1

adjust

188


Formatting CellsCommon formatting tasks such as bold, italics, centringand justification can be applied by selecting the cell thenclicking the appropriate icon on thespreadsheet toolbar, shown rightand below.

./

l householdl .xIr Microsoft Works Spreadsheet

tow Insert Format tools help

lArial ci; 12ail rtor B / UE7 48

Alternatively you can apply the entire range of cellformatting effects from the drop -down menu accessed fromFormat and Font on the spreadsheet menu bar.

Format Cells IIINumber Alignment Font I Border I Shading

Specify how you want the characters to appear,

Select font:

12TE

Arial BalticArial BlackArial CE

Select font color:

In Automatic

Preview:

Font style:

Regular

'ItalicBoldBold Italic

Effects:r Underline

r Styikethrough

2ize:

12

14

16

18 v

Set as Default

Aa Yy Zz 123

This is a True Type Font. This font will be used on both printer and screen,

OK Cancel

189


Selecting Rows and Columns

Entire rows or columns can be selected or highlighted byclicking in the cell containing the row or column heading.For example to centre all the Week labels click the row

header cell (containing the number 4 in this case) toselect the row. Then click the centre icon on thetoolbar to centre the labels.

Ci householdl .xIr - Microsoft Works Spreadsheet

Ede Oft Dew Insert

!Arial Z.j 1 1 2

A4:IV4

A

2

5

6 Food7 Heating8 Electricity9 Rent10 Petrol11 Car12 Total

Fgrmat Tools Help

61 eata ybk) 'JIVE NM X21.1 Da

Weekly Spending

42.65 37.97 46.41 48.57 175.60 4890],19.28 21 42 23.42 21.481 85.60 21.409.47 11.97 10.971 12.01 j 44.42 ' 11.11i

85.001 85.00 85.001 85.00 340.00 85.00117.271 18.43 21.57 20.87 78.14 19.5419.00 17.00 21.491 26.93 84.42 21.11

192.67 191.79 208.86: 214.861 808.18 202.051,

To select the whole spreadsheet, use the mouse to drag thecursor across the entire sheet or click Edit and Select Allfrom the menu bar. (Or use the keyboard Ctrl+A, i.e. holddown the Ctrl key and press A.)

190

Using ;a Spreadsheet 12

Inserting and Deleting Rows and ColumnsOften, after keying in the layout of a spreadsheet, an extrarow or column is needed. These can be inserted using thedrop -down Insert menu on the spreadsheet menu bar.

To insert a row, first select the row below where the newrow is to appear, then click Insert and Insert Row. To inserta new column, first select the column to the right of wherethe new column is to appear. Then click Insert and InsertColumn.

For example, to add another week's spending figures afterWeek 4, we would place the cursor somewhere in column Fand then select Insert and Insert Column. Both the menuand the newly inserted blank column are shown below.

El householdi xlr Microsoft Works Spreadsheet

Elle Eck Yirew Farm* Iods

Insert Page Break

Insert Row

Qelete Row

dein

ei X Ea B I U 11111111tArial

F6A

2 ly SpendingColumn

3

4 Inserts cokanns 2 Week 3 Week 4 Total5

6 Food Range flame...97 46.41 48.57 F-1 175.60

7 Heating 19.28 21.42 23.42 21.48 i 85.60Electricity 9.47 11.97 10.97 12.01 i 44.42

9 Rent 85.00 85.00 85.00 85.001 i 340.0010 Petrol 17.27 18.43 21.57 20.87 i i 78.1411 Car 19.00 17.00 21.49 26.93 i 1 84.42112 Total 192.67 191.79 208.86 214.86 i i 808.18 t

As can be seen from the Insert menu above, there are alsoDelete Row and Delete Column options.

191


Entering and Formatting NumbersYou enter the numbers for your spreadsheet by simplytyping them in - the program is able to differentiatebetween numbers and the text or labels already entered.However, spreadsheets allow numbers to be formatted inmany different ways. In this example we might want to adda £ sign and use a fixed number of decimal places after thepoint, as shown below.

When entering numbers representing money into aspreadsheet do not type a £ sign, otherwise the programwill treat the cell's contents as text and no calculations willbe possible. Simply type the raw numbers, without addingany extra Os or decimal points. Then select or highlight allof the numbers. Now click on the Currency icon onthe spreadsheet toolbar (shown on the right). Thiswill automatically insert the £ sign and format thenumbers to 2 decimal places as shown below.

household1.x1r - Microsoft Works Spreadsheet

File Edit View Insert Fgrmat Tools Help

211717.2 rd4,-' lid - aArial

EliBzu

4'5

6 Food7 Heating13 Electricity9 Rent10 Petrol11 Car12

Week 1

Weekly Spending

Week 2 Week 3 Week 4

£42.65 £37.97 £46.41 £48.57£19.281 £21.42 £23.42 £21.48

£9.47 1 £11.97 £10.97 £12.01£85.00 1 £85.00 £85.00 £85.00£17.27 £18.43 £21.57 £20.87 I£19.00 £17.00 £21.49 £26.931

192


Practice ExerciseEntering Labels and Data and Formatting CellsYou may wish to use the data on page 192 or make up yourown data in order to follow this exercise.

1. Start up the spreadsheet program and open a blankspreadsheet.

2. Enter the title of the spreadsheet and the labelsWeek 1, etc. and Food, etc. If necessary increase thecolumn width by dragging the dividing line at thetop of the appropriate columns as shown on page188.

3. Centre the labels Week 1, etc., by clicking atthe beginning of the row then clicking thecentre icon on the toolbar. Similarly youcould make the labels bold.

4. Now enter the figures without adding a £ sign. Youneed not add 00's after the decimal point. Formatthe numbers by selecting all of the number cells andclicking the Currency icon on the spreadsheettoolbar. You should see a similar result tothe spreadsheet on page 192.

5. Now save the spreadsheet with a suitable name suchas Weekly Spending. (Then it can be retrieved laterfor the work on calculations that follows).


If you have time, experiment with the various cellformatting options obtained from the Format option onthe spreadsheet menu bar. Also make sure you can editthe contents of a cell and insert and delete rows andcolumns.

193


Calculated Cells

The general method of performing calculations is:

Select the cell in which the answer is to appear.

Select the formula from Easy Calc or type it in.

Ensure that the formula and the range of cells arecorrect before accepting the calculation.

Although the spreadsheet is capable of complexcalculations, this shouldn't deter non -mathematicians. TheEasy Calc feature in the Works spreadsheet reduces mostcalculations to a simple task of selecting data and clickingthe name of the required calculation.

Column TotalsReturning to the Weekly Spending spreadsheet shown onpage 192, we can easily calculate the totals for each of theweek's spending.

B6:1311 X vs ? SUM(B6:1311)

Weekly Spending3

4

5

6 Food7 Heating8 Electricity9 Rent10 Petrol11 Car12 Total13

Week Week 2 Week 3 Week 4

f:42.651

f:9.47

E.17.'27F.:1900

=SUM(

£37.97 £46.41 £48.57£21.42 £23.42 £21.48£11.97 £10.97 £12.01£85.00 £85.00 £85.00_£18.43 £21.57 £20.87£17.00 £21.49 £26.93

194


First enter the label Total in cell Al2. Next the calculationof the total for Week 1 has to be entered in cell B12. Thereare various methods, discussed shortly, that free the userfrom actually typing in formulas. However, you need tocheck that the range of cells, which the programautomatically assumes, is correct. The convention for a cellrange in spreadsheets is usually B6:B11, for example.

Method 1- Easy Calc1. Place the cursor in the cell where the answer is to

appear.

2. Click the Easy CaIc icon on the toolbar.

3. Select the Add function and then click Next.

4. Drag the mouse over the range of cells to be addedor enter the Range: manually into the range box.

(14,0,eits.1,1i Mt!

'

012

X It B eE

A B C

2

Week 1

Weekly Sr

Week 2

6 Food £42 65 £37 977 Heating £19 28 £21 428 Electricity £9 47 £11 979 Rent £85 00 £85 0010 Petrol £1727 £18 4311 Car £19 00 £17 0012 Total

I13

15

16

!my Gale ?-x

0a tha total of al ram In *rarer cf code. Fte example, SO1(41M20).

l& the colt (or trop m leglakht a rants of calk) n yos donamnt that contain thewebers you want to add. you can oho type the 'ember, separated try "mom, .tothe box bake,

galprB6:13111

Hat your f chrole MC

leSM(136:811)

Coaxal < Llack l tlext I

5. Check that the range of cells is correct, in this caseB6:1311. Edit the Range: box if it is incorrect.

Range:

195


6. Click Next and you are asked to ensure that the cellin which the answer is to appear is correct - edit thecell reference if necessary.

Click the cell in your document where you want the result to display. You canalso type the cell reference into the box below. For example, type AS.

Result at: 1 EN

7. Click Finish to complete the calculation.

Note that the answer to a calculation is displayed in acalculated cell, not the formula itself.

Easy Calc provides buttons for the most common taskssuch as Add, Subtract, Multiply, Divide, Average under theheading Common functions. There is also a library ofadditional functions accessed from the Other button.

Easy Caic ?Click the function you want to use in your formula.

Common functions

E111111111111111111111111111111111111111111SubtractMultiplyDivideAverage

Other functions

Other

Adds together two or more numbersusing a formula.

Displays a complete list of functions

Cancel

196


Method 2 - Using the AutoSum IconTotalling rows and columns is a frequently neededtask, so it has its own icon on the toolbar (calledAutoSum). Place the cursor in the cell where thefirst total is to appear (in this case B12) then click theAutoSum icon. This automatically places the formula=SUM(B6:B11) in cell B12 and in the entry bar shownbelow.

[I household2.xlr - icrosoft Works Spreadsheet

File Edit View Insert Format Tools Help

!Arial 21112 L...1 121 at, ilk a136:B11 1 X 4 ? SUIV1(B6: B11)

A 8 I C

If the formula and range of cells is correct press the Enterkey or click the tick next to the spreadsheet entry bar,shown above, to complete the calculation. To cancel acalculation click the X shown above.

Any formula such as =SUM(B6:B11) can be edited in theentry bar as shown above. First select the cell containingthe formula (B12 in this example) and then click in theentry bar. Click the tick to accept a formula after editing.You can also edit or delete a formula in its cell, afterdouble-clicking the cell.

197


Method 3 - Typing the Formula into the CellThis is the traditional method and requires you to know theformula for the operation you wish to perform. (Unless youare doing very specialized work it will be generally besimpler to stick to Easy Calc.)

Select the cell in which the answer is to appear. Then type= followed by the formula. (All formulas begin with = todistinguish them from ordinary text or labels.) In thisexample we type =SUM(B6:B11) into the cell then pressEnter or click the tick on the entry bar. Note that you canconstruct your own formulas using all of the usualmathematical operators. Please also see page 200. Note thatmultiply uses * and divide uses /. Care must be taken withthe use of brackets to ensure the correct order ofcalculations.

ReplicationWe should now have the total of the first column in cellB12. This is where the spreadsheet appears to demonstrate"learning". Having already calculated one column total, itcan apply the same method to the other three columns withvery little further assistance.

Place the cursor in the bottom right-hand corner of cell B12until a small cross appears, with the word FILL underneath.Now use the mouse to drag this cross across cells C12, D12and E12.

9 Rent10 Petrol11 Car12 Total13

14

£85.00 £85.00 £85.00 £85.00£17.27 £18.43 £21.57 ! £20.87£19.00 £17.00 £21.49 £26.93

1£192 67

FILL

kb.

198


When you release the mouse button the answers shouldappear in the cells along row 12 as shown below.

household2.x1r - Microsoft Works Spreadsheet

Fie Edit View insert Format 1.006 Help

as Et] B / UArial 2j110 0G19

2 Weekly Spending3

4

5

6

7

8

9

10

11

12

Week 1 Week 2 Week 3 Week 4

Food £42.65 £37.97 £46.41 £48.57Heating £19.28 £21.42 £23.42 £21.48ElectricityRent

£9.47£85.00

£11.97£85.00

£10.97£85.00

£12.01£85.00

Petrol £17.27 £18.43 £21.57 £20.87Car 1Total

£19.00£192 67

£17.00£191 79

£21.49£208 86

£26.93£214.86

Row Totals

You can use a similar method to calculate the row totals.Start a new column (F in my example) and enter the labelTotal in F4. Then use Easy Calc or one of the other methodsto total the first row and place the answer in F6. Then usereplication by dragging the cross from F6 to complete therow totals down column F.

Averages

To calculate the average weekly expenditure on Food, firstenter the label Average in cell G4. Then place the cursor incell G6. Now select Easy Calc, as previously described, andthe Average function, to place the average in G6. Replicatethe averages down column G.

199


The completed household spending spreadsheet is shownbelow.

household3.x11Microsoft Works Spreadsheet

File Edit View Insert Farm* Tools Help

D ca;" 61 8 Cat x[br,Anal

D16

2

3

4

5

6 ,Food7 Heatin8 Electricity9 Rent10 Petrol11 Car12 Total13

I

Weekly Spending

Week 1 Week 2 Week 3 Week 4 Total Averagid.

£42.65 £37.97 £46.41 £48 57£19.28 £21.42 £23 42 £21.48

£9.47 £11.97 £10.97 £12.01£85.00 £85.00 £85.00 £85.00

1 £17.27 £18.43 £21.57 £20.87£19.00 j £17.00 £21.49 £26 93

£175.60 , £43.90£85.60 £2140£44.42 £11.111

£340.00 £85.00£78.14 £19.541£84.42 £21.11 !!,_

£192 67 ! £191.79 :£208.861E214.86 1£808.14 £202.051

Entering Your Own FormulasProvided you know the correct method you can do anycalculation by entering the formula in the cell where youwant the answer to appear. First, you must start the formulawith the = sign. Here are a few common examples:

=G5+G8+G9 Add together the contents of these cells.

=F5 -F6 Subtract the contents of F6 from F5.

=M5*P8 Multiply the contents of these cells.

=D5/D8 Divide the contents of D5 by D8.

=C91.175 Multiply the contents of C9 by 1.175

(as in the case of VAT).

=SUM(C3:C11) Add together the contents of all cells inthe range C3 to C11 inclusive.

200


Creating Graphs and ChartsThe spreadsheet is a very efficient way to store tables offigures and to calculate results. However, it's not easy tolook at a row or column of figures and draw any immediateconclusions. Presenting numbers as graphs and chartsmakes it much easier to interpret the figures and to makecomparisons at a glance. The spreadsheet in MicrosoftWorks allows allsorts of charts and

ISO CO

graphs to be drawn. .0.

These include the bar 03m

®m

chart, shown on theright, which enables00

different quantities tobe compared side by 03 CO

side.

The pie chart is usedto show how a totalquantity is made upof various parts. Therelative size of eachpart is represented bythe size of the slice ofthe pie.

If you've drawn graphs and charts manually you'll knowthat the hardest part is working out the scales and plottingthe points. The charting feature in a spreadsheet programdoes all of this for you, saving hours of exacting work. Youcan add titles and labels and apply different colours andshading to the columns or slices. Once complete the chartcan be saved on disc, printed on paper or inserted into apage in a word processing document.

- to. VI AO%

Foal1::1 R. ®Pew cw

201


Creating a Bar Chart

With the spreadsheet program running and the appropriatespreadsheet table open, highlight the rows or columns ofdata to be used, including any labels. In the example belowI have opened the Weekly Spending spreadsheet previouslydescribed and selected the four weeks' spending, includingthe row and column headings. (The blank line which wasunder the row Week 1, etc., has been deleted as it causesunnecessary space in the finished graph.)

El household3.xir - Microsoft Works Spreadsheet

Fge Edit View Insert Format Tools Window Het,

Arial 311-12;i c4.' eia Ao 1r, Him wsgmAi:E10

Weekly Spending

Week 1 Week 2 Week 3 Week 4 Total Average5 ood E4'? 65 £37 g7 f.,46 4 I 343 Z175.60 £43.906 Heating f.12 -73 14 '34' f.214, £85.60 £21.40

Electricity, Eci 47 11 (-17 3 1 11 27 fr)H, £44.42 £11.11tent -=iii c.=011 £340 00 £8500

9 Petrol f 1.7 £I=43 £_1 £78.14 £16.5410 tar c31 4.r; C £84.42 £21.1111->-1, Total £192.67 £191.79 ! £208_86 £214.86 £808.18 £202.0512

Start the charting feature by clicking on the NewChart icon on the spreadsheet toolbar.Alternatively select Tools and Create New Chart...from the spreadsheet menu bar. A dialogue box

opens, offering a choice from a vast array of different typesof chart, as shown on the next page.

1

202


New Chart

Basic Op Advanced Options

Click the chart types until you find a chart you want and then specify the other display options you want.

chart type: Bar Preview:

Specify a title and other display options.

Chart title:

fl Show Corder Show ceitines

Centel

After selecting the type of chart you want, you can add aChart title: and switch on effects such as a Border andGridlines. The panel on the right of the New Chart dialoguebox gives you an idea of what your graph will look like.You may find that the small preview graph shown in thepanel does not display the data in the way you intend. Thiscan be corrected in the New Chart dialogue box afterselecting the Advanced Options tab. You may need tochange the selected radio button as shown below. In the

6, above spreadsheet, the series are Food, Heating, etc., andthe data goes across in rows.

The series data in the spreadsheet is organized:

it': Across in rows

r Down in columns

203


At this stage it's a good idea to check the organization ofthe labels and the legend (or key) to each of the columns onthe bar chart. However, many of these settings can bealtered later after selecting Edit or Format off the chartmenu bar.

When you are happy with the layout of the chart, click OK.The sample bar chart based on the Weekly Spendingspreadsheet is shown below.

EJ householdl xlr Cltartt Microsoftor Its Sprea4sheet

ye Edt 5!ew Frmt 1.01. wip

D d ata kh Bill

£90.130

£80.00

£70.50

£6050

£50 00

540.00

£30.00

£20.00

£1000

£0.00

141 112 Liii% in A

Week I Week 2 Week 3 Weak 4

Food M Heating Electricity

ED Rent Ej Petrol II Car

Please note that the bar chart is drawn in its own windowwith a full menu bar and toolbar across the top. Thisincludes the usual File menu with options such as to Saveand Print the chart. You can also change the colours andapply patterns of shading to the columns shown above.With the bar chart displayed, select Format, then Shadingand Color.... A dialogue box appears allowing you to selectpatterns and colours for the six series Food, Heating,Electricity, Rent, Petrol and Car.

204


Creating a Pie Chart

The pie chart is an ideal way to show how various itemscontribute to a total. The pie chart shown below is based onthe spending on Food, Heating, Electricity, etc., in Week 1.

2

3

Weekly Spending

4 Week 1 Week 2 Week 3 Week 4 Total Average5 1f, £37.97 £46.41 £48.57 £175.60 £43.906 eating £21.42 £23.42 £21.48 £85.60 £21.407 lectricitye0E'_:1 47 £11.97 £10.97 £12.01 £44.42 £11.116 pent F:,'_;:0 £85.00 £85.00 £85.00 £340.00 £85.009 p etr o I f -7 £1843 £21.57 . £20.874_ £78.14 £19.5410 ICar £17.00 £21.49 ; £26.93 £84.42 £21.1111 Total £192.67 £191.79 £208.86 £214.86 .£808.18 £202.05

When you have selected the two columns containing thelabels and the data, click the chart icon on the spreadsheettoolbar to display the New Chart dialogue box shown onpage 203. Select the type of pie chart you want. After youclick OK the pie chart is drawn in its own window with amenu bar and toolbar across the top.

205


Practice Exercise - Spreadsheets

1. Use File and Open... to retrieve the spreadsheetwhich you may have saved previously with a namesuch as Weekly Spending. Alternatively type in thespreadsheet data on page 192.

2. Enter the label Total in cell Al 2 (or thereabouts).

3. Select the cell where the first column total is toappear, such as B12, for example.

4. Use Easy Calc or AutoSum to calculate the firstcolumn total in B12.

5. Move the cursor to the bottom right of thecalculated cell until the cross appears. Complete allof the column totals by "dragging" the cross alongthe Total row.

6. Now enter a new Total label in cell F4 (orthereabouts) and complete all of the row totals inthe new column. Use Easy Calc or AutoSum for thefirst row total then use dragging to replicate theother row totals down the column.

7. If you have used the spreadsheet data given in thischapter, the row and column totals should be thesame as those in the example on page 200. Checkthe totals and repeat any calculations if necessary.

8. Enter a label for the average column in G4 (orthereabouts).

9. Select the cell where the first average is to appear,such as G5.

10. Click the Easy Calc icon and select Average.

11. Check the range that Easy Calc has suggested.

M

206


12. Correct the range, if necessary, in the Range: box inEasy Calc. (It must not include the Total column.)

13. Click Next and check that the cell reference given inResult at: is correct. Alter the cell reference ifnecessary.

14. Click Finish to complete the first average.

15. Select the cell containing the first calculatedaverage. Move the cursor to the bottom right of thecell until the cross appears. Drag the cross down thecolumn then release to complete the averagescolumn.

16. If you have used the data given in this chapter, theaverages should be as shown on page 200.

17. Save the spreadsheet on your hard disc with a namesuch as Weekly Spending.


19. With your spreadsheet open select, i.e.highlight, several columns of data andtheir labels. Click the chart icon thenselect a bar chart from the New Chart dialogue box.Enter a Chart title and look at the small graph tocheck that the display is correct. Otherwise alter thedisplay after selecting Advanced, as discussed onpage 203.

20. Click OK to display the bar chart.

21. Save the chart and make a printout on paper.

22. Create a pie chart to show a breakdown of thevarious items of expenditure Food, Heating,Electricity, Rent, Petrol and Car.

23. Save and print the pie chart.

207


Checklist: Using a Spreadsheet ProgramThis chapter has covered most of the basic spreadsheetskills. You may wish to use the following tick list to reviewwhat you've learned.

Spreadsheet Skills Achieved

Enter labels and headings and apply textformatting.

Enter and format numbers including currencyformat.

Carry out calculations such as totals andaverages.

Replicate formulas along a row and down acolumn.

Edit the contents of a cell.

Insert and delete rows and columns.

Save and retrieve a spreadsheet file.

Print a spreadsheet on paper.

Create a bar chart.

Create a pie chart.

Save and print a chart.

208

I

13

Creating a Database

IntroductionA database program is used in situations where you mightotherwise keep large numbers of records on cards. Forexample, the patients' records in a medical centre or thecustomers' records in a business. On a personal level, youcould create a database file to keep details of all of yourfavourite music CDs, cooking recipes, plants or housecontents.

The database is far more useful than a stack of cards in adrawer. For example, the database file can be edited, i.e.modified, electronically so there are no messy alterations.You can search for records fulfilling particular criteria andsort into a particular order such as alphabetical ornumerical.

A database file is a large collection of similar records,saved on a disc. In this chapter, we will look at a file ofholiday records. In practice, a database file might extend tohundreds or even thousands of records. The example belowshows a small sample of records from a file of holidays.

Destination Date Departs From Days Price1 Canadian Rockies 18/03/2008 Manchester 11 £8292 Dublin 25/03/2008 East Midlands 3 £1453 Prague & Vienna 28/03/2008 Birmingham 7 £435

209

13 Creating a Database

A record is one complete row across the list, such as recordnumber 2, the Dublin holiday.

Dublin 25/03/2008 East Midlands 3 t £145]

A field is one of the sub -divisions of the record, such asDestination and Date shown on the previous page. The datain the fields consists of text or numbers or a mixture ofboth. Databases also allow special field types such as datesand currency, discussed later.

Viewing Records

There are two basic layouts in which database records maybe viewed. List View, shown below, displays all of therecords laid out in a table similar to a spreadsheet, enablingyou to scroll down the entire file to browse through therecords.

Holidays.wdb rerosatt Works Database

Ede edit view Record Format Tools ttelp

Arial

Destination Date Departs From L Days Price1 Canadian Rockies 18/03/2008 , Manchester 1 11 £829

2 Dublin 25/032008 East MidlandsL 3 £145Prague & Vienna 28/03/2008 i Birmingham 1 7 £435

China I 18/03/2008 1 Heathrow 10 £948

Eden Project 19/04/2008 i (Local Coach) 4 £185P Rome & Venice i 29105/2008 East Midlands 7 £266

Monet's Garden 10/06/2008 Luton 41

£159

8 Malta 15/03/2008 ; Birmingham 12 £2599 New Zealand 09/0412008T Stansted 14 £1,54910 Highland Railways 10/040008 N/A 5 £249

210

9

Creating a Database 13

Form View enables individual records to be displayed one ata time on the screen, as shown below.


Fie Edit Vtew Record Toots Help

Impact D Cc 1. 83 u 171171ki

17

Classic Holidays

Departs From: Birmingham Date: 28103/2008

Destination: Prague &Vienna Price: £435

Daps: 7

[flif 4tReeed$ Oboe lorurzidI

Arrows at the bottom left of the window allow you to scrollforwards and backwards throughthe records. Alternatively you canuse the keys Ctrl+Page Up and Ctrl+Page Down to movethrough the records.

The Form Design feature (discussed shortly)enables borders and shading to be applied. InForm Design mode (accessed by the toolbar iconshown right) the records can be enhanced byinserting objects such as clip art or pictures, as shown inthe holiday record above.

l4llIRecord3 *1114

211


Designing a Database File

The database application is one in which careful planning isneeded before work even starts on the computer. First youneed to decide on the field names, which will be exactly thesame for every record. For example, in the holidays file, thefield names are Destination, Date, Departs From, Days andPrice. In some files, you might, to save typing time, wish touse codes for data which is often repeated such as M forMale and F for Female. Once you have completed theplanning of your field names you can start the program andbegin setting up the new file.

In the case of the Microsoft Works database,start the Task Launcher by double-clicking theMicrosoft Worksicon (shown

left) on the Windowsdesktop. Then select WorksDatabase from the QuickLaunch menu shown on theright. This opens up theMicrosoft Works Database

Works Databasedialogue box with options to Organize information

start a new Blank Database,use a ready-made databaseTemplate or Open an

Existing Database file whichhas been prepared and savedearlier. Starting with a blankdatabase and also openingan existing database file arediscussed shortly.

151

odocks

Works Word ProcessorCreate documents


Micrusutt Works tatauue

Template

Open an Existing Database

OK Eat

212


Select the Template radio button shown on the previouspage and click OK to have a look at some ready-madedesigns which can be adapted for your own records. Thereare templates on various subjects such as recipes, winecollection and a home inventory for keeping track ofhousehold items, as shown below.

Description:

Category:

Location:

Manufacturer:Model:

Serial number:

Purchased fromPurchase date: Purchase price:

Current ValueValue: Donation:

Cost to Replace: Entry date:Insured?:

Cotontent:

The record structure, i.e. field names, etc., of each of thesample databases provided in Microsoft Works is alreadyset up - all you have to do is enter the data.

The database templates in Microsoft Works are worthlooking at for ideas about presentation. They are also usefulif you need to create a database file on the specific topicscovered by the samples. However, the templates don'tenable you to set up your own database applications fromscratch, tailor-made for your particular subject. This "blankcanvas" approach is covered in the next section, Creating aNew Database file.

213


Creating a New Database FileTo create a new database of your own in Microsoft Worksyou need to click Blank Database from the dialogue boxshown at the bottom of page 212. This can be launched byclicking Works Database from the Task Launcher or byselecting start, All Programs, Microsoft Works andMicrosoft Works Database.


e ing ar e

Microsoft Works Calendar

4, Microsoft Woris. Database

411 Microsoft Works Portfolio




Click Blank Database from the dialogue box that appears.This opens the Create Database dialogue box shown below.

Create Database

Add fields to create your database. To add a field, type a name and thenselect a format for the field.

Field name: 122il

Format Appearance

r: General There is no option for this format.

r Number General format displays numbers asprecisely as possible. Text is aligned to

Date the left and numbers to the right.

r Time

r" Text

-r Fraction

Serialized

r Automatically enter a default value

Aid

Exit

214


The Create Database dialogue box shown on the previouspage is used to enter the field names and also specify theFormat of the data, such as General, Number, Date, etc.

You simply type in your first Field name:, such asDestination, replacing the name Fieldl in the slot. If lateryou find a make a mistake or wish to change the field nameor format, you can return and make alterations.

Please note that field names (Destination, Date, etc.) can beup to 15 characters long. In the Holidays file, the first fieldname, Destination, is entered and the radio button next toGeneral is left switched on. The General format alignsletters on the left and numbers on the right. Then click Addand enter the next field name, Date and this time select Dateas the format. Choose from one of the several date formatsavailable, shown on the right below.

Create Database

Add fields to create your database. To add a field, type a name and thenselect a format for the field.

Field name:

Format Appearance

C` General

Number 02/07/200602/07

Date 07/2006r Time 02 July 2006

TextJuly 2006

Aid J

EAit

The Days field is set to the Number format. This will allowthe database to be searched for, say, holidays of less than 5days or more than 10, for example. As holidays are allwhole days, in this case the field can be set to no decimalplaces as shown for the Price field on the next page.

215


The Price field must also be in the Number format, sinceyou might wish to produce a list of holidays sorted intonumerical order of price. Or you might want a printout ofall holidays in answer to a query such as "Which holidaysare priced at less than £400?" So the Price field is set to theNumber format by switching on the appropriate radiobutton. This displays a choice of numerical formats andalso an opportunity to alter the number of Decimal places.In this case the currency format with a £ sign is chosen, asshown below.

Field name:

ormat--General

(.; Number

Date

r Time

Text

C Fraction

S

Price

Appearance

1234.561,234.56

1 _235123456.00%1.23E+03

Decimal places:

If you want to include pence in the data in the price field,set the Decimal places: to 2 by clicking the arrows shownabove on the bottom right of the graphic.

This completes the entry of the field names for this simplefile of holiday records. Please note that the structure of therecords just created is not set in stone. After the initialcreation of the file, you can always return and edit the fieldnames and insert or delete fields whenever necessary.

4

216


Entering the DataHaving created a database record structure with a numberof fields of various formats, click Done. This closes theCreate Database dialogue box and opens up the database inList View as shown below. The field names for the new fileare displayed across the top with a grid of blank cellsunderneath, ready for you to start typing in the records.

rb Unsaved Database - Microsoft Works Database

Elle Eck Yaw Record Fgrmat Tools tieki

I Anal :111° Gb B /['Canadian Rockies

Destination Date Departs Days Priceanadian Rockies

Entering data into the cells of the database is similar toentering data into the spreadsheet table as discussed in theprevious chapter. After typing the data into the first field,pressing Enter moves the cursor down the column to therecord below. Alternatively move across from left to rightusing the Tab key or move in any direction using the fourarrow keys or the mouse.

You can alter the width of the columns for each field bydragging on the vertical line between two adjacent fieldnames such as Destination and Date (similar to the methodfor the spreadsheet shown on page 188).

Adjust width by dragging here

Destination <-1 Date Departs From i

Canadian Rockies 18/03/2008 ' ManchesterDublin 25/0312008 !East Midlands

217


Correcting MistakesYou can always go back to a cell to edit the data. Double-click the cell or click in the entry bar at the top of thescreen, as shown on the right below.

Hotida db - Microsoft Works Database

File Edit

Anal

View Record Format Tools Help

X ? Prague &/ Vienna

DestinationCanadian Rockies

Dublin

Entry Bar

Date :Departs From18/03/2008 Manchester25/03/2008 East Midlands

"Prague & ViennaChina

28/03/2000 Birmingham18/0312008 e Heathrow

After editing a cell, click the tick on the left of the entry barshown above or press Enter. You can choose where editingmay take place by selecting Tools and Options... and theData Entry tab.

Cell data entry modes

(0' Edit in cells and in entry bar

C Edit in entry bar, not in cells

Edit in cells: not in entry bar

By default the data can be edited in the cells and in theentry bar as shown above.

1

iii

218


Alignment of DataYou can alter the alignment of data in a cell. When enteringdata in the General format, letters are aligned on the leftand numbers on the right. To alter the alignment of the datain an entire field, such as Departs From shown below, firstselect the appropriate field by clicking in the field name atthe top of the column. Now select Format and Alignment...from the menu bar.

Destination Date

Canadian Rockies 18/03/2008Dublin 25/03/2008

Prague & Vienna 28/03/2008China 18/03/2008

E

Ri

Hig

! Departs From ! Days'Manchester 11

East Midlands 3

Birmingham 7

Heathrow 10

Format

Field Alignment 1 Font 1 Border

Sets the positioning of text and values in selected spreadsheet cells ordatabase fields.

Horizontal

Generalr's Left

r RightCenter'

Vertical --

T op

( C enter

(.`" Bottom

Then choose the Horizontal alignment you want, Left, Right,Center, etc., by switching on the appropriate radio button.

£ Sign

Please note that when entering the data in the Price field inthe holidays file, having already selected a currency formatwhich includes a £ sign, there is no need to type a £ sign. Inthis case the £ sign is entered automatically.

219


Saving a Database FileIt's a good idea to save the database as a file on disc at anearly stage and subsequently at regular intervals during theentry of data. This doesn't take long and can prevent theloss of hours of work - especially when creating largedatabases. (The need to create backup or duplicate copiesof important files is discussed later in this book).

Select File and Save As... from the menu bar.

Save AsI *I

Save Holidays C:3 cif In -

! Holidays .wdb

File name:

Save as type:

Holidays.wd

Works DB r. wdb)

r Create Backup Copy

Save

Cancel

Template...

The first time you save the file you will need to enter asuitable file name, such as Holidays. The database

extension .wdb is supplied automatically.

Further saving of the file can be achievedquickly and easily by simply clicking on thedisc icon on the database toolbar, shown left.

220


Retrieving a Database FileFrom the Quick Launch menu on the Task Launcher selectWorks Database and Open an Existing Database. In theOpen dialogue box which appears, browse to the foldercontaining your database file, such as Holidays.wdb in theHolidays folder shown below. Click the file name so that itappears in the File name bar shown below, then click Open.

Open

Look in: Holidays 4- C3 et CI-Holdays,wdb

File name: 1H ohdays. wdb

Files of type: 1Works DB ('widb)

r Open as read-only

Open I

Cancel

The database file is displayed on the screen as shownbelow in List View. You can scroll up and down the list andcheck the records.


File Edit View Record Format Tools Help

I Arial zi 110 2:1 n Qr.* la apteo133elsz

%el Destination Date Departs From Days Price

Canadian Rockies 18/03/2008 Manchester 11 £829

Dublin 25/03/2008 East Midlands 3 £145

Prague & Vienna 28/03/2008 Birmingham 7 £435

China 18/03/2008 Heathrow 10 £948P Eden Project 19/04/2008 (Local Coach) 4 £1851 Rome & Venice 29/05/2008 East Midlands 7 £265

Monet's Garden 10,06/2008 Luton £159

221


Printing a Database FileYou might wish to make a printout using the normal Fileand Print... from the menu bar, as in most applications.However, if you print a file on paper with the defaultsettings, you may find there are no field headings or gridlines printed. In Microsoft Works, to switch these on beforeprinting on paper, from the database menu bar select Fileand Page Setup.... Now select the Other Options tab andmake sure there are ticks in the boxes next to Print gridlinesand Print record and field labels as shown below, then clickOK.

Page Setup

S ample

Margins

Starting page number:

Print gridlines

gi Print record and field labels

OK I

Cancel

Click Reset torestore the defaultpage settings.

Reset I

Source, Size & Orientation Other Options

Next time you print the file on paper the field names andgridlines should be printed as well as the actual records.

222


Editing a Database File

Editing the DataAfter reviewing the file you may need to correct data in thecells. As described during the section on entering therecords, the data in any field can be edited in the cell afterdouble-clicking the appropriate cell. Or you can select thecell then edit the data in the Entry bar near the top of thescreen as shown on page 218.

Editing the Field NamesIf you want to change a field name or format, click a cellanywhere in the field. Then select Format, Field... andchange the Field name: on the resulting Format dialoguebox which appears, as shown below. You can also changethe Format at this stage, i.e. General, Number, etc.

=1111111111111111111111111111111111111111111111111111111111E

Field I Abgnment Font I Border Shading

Field name:

Format

r Generala Number

C" Date

C' Time

Text FrAction

Serialized

Appearance- -

1234.561,234 56

1,235123456.00%1.23E+03

Decimal des:

Negative numbers in red

OK

Cancel

When you've finished editing, click OK to return to thedatabase, updated to include the changes you have made.

223


Inserting Fields and RecordsFrequently, after entering all of the data, you may decideone or more extra fields are necessary. Select the field nextto where you want to insert a new field. From the menu barclick Record and Insert Field then either Before... orAfter... as shown below.

Format Tools Help

Insert Record

Delete Record

Insert Field

Delete Field

Al Snrh Rernrric

B

1 Before...

2 After...

The Insert Field dialogue box then appears, allowing you toenter the field name and select the format for the new field.Click OK to return to the database file with the new fieldname inserted and a blank column ready for the new data.

A new record can be inserted after clicking anywhere in therecord below the chosen position for the new record. Then

select Record and Insert Record from the menu baras shown above, or click the Insert Record icon,shown on the left, on the database toolbar.

Deleting Fields and RecordsPlace the cursor anywhere in the field to be deleted. SelectRecord then Delete Field from the menu bar as shownabove. Click OK in response to Permanently delete thisinformation? and the entire field is removed. To delete arecord, click anywhere in the record then use the DeleteRecord option in the Record menu shown above. All of theabove operations can be cancelled using Edit and Undo.

2244


Form View and Form DesignList View discussed previously allows you to viewand print all of the records in horizontal rows in atable format.

Form View presents one record on the screen at atime in a vertical format.

Form Design is a view which allows you to makealterations to the layout of Form View and toinsert labels and pictures.

Switching between List View, Form View and Form Designis achieved by clicking on the toolbar icons shown aboveand on the right of the toolbar below. Alternatively clickView on the menu bar and then choose the required view.

Record Format Tools Help

List Shift+F9

Form F9

ke Form Design Ctrl+F9

sal a a X 6121 el ./

In Form Design (shown below) you can move the fieldsabout by dragging and dropping with the mouse. Any fieldcan be selected then formatted with fonts, borders andshading, using Format on the database menu bar.

1. I ielelays wilbk Me tomer! Work, Database

FY Eck New Insert Fommt took 1

1 D %flit feat X 44111 D

tam tom r

Classic Holidays

Departs From: Birmingham Date: 26/03/2008

Destination: PragueLifienna Price: UN

Days:',

225


Descriptive headings and labels can be added to the FormDesign from the Insert, Label... option on the menu bar.

Insert label

Doe the text for the label below:

[Classic Holidays

!mat

Cancel

After clicking Insert, the label is placed on the Form Designat the current cursor position. It can be moved to a differentposition by dragging and dropping, then formatted withfonts, border and shading.

Various objects can be inserted into theForm Design using the Insert menu. Forexample, by selecting ClipArt... you canchoose a picture from the Works ClipArtLibrary. After inserting the picture into theForm Design it can be moved to its finalposition and resized. When you havefinished the Form Design, clickthe icon, shown right, to returnto Form View. You should seeyour new design with the data for one of

the records inserted as shown on page 211.

Insert Format

Field...

Label...

Rectangle

ClipAtt..,

4 WordArt...

Note -It...

Drawing,.

Object...

Move through the records using the arrows at the bottom.The data for each of the records in turn is infilled into thenew form design.

226


Searching a Database FileOne method of searching a large database might be toscroll through the file in List View, looking for recordswhich match the required criteria. However, a databaseprogram such as the one in Microsoft Works provides fastand sophisticated methods of searching for particularrecords. In the holiday file, for example, we might wish tofind all holidays departing from the East Midlands Airport.

The criteria for the search are set up in a Filter and this canbe saved with its own name then retrieved and used again.The first part of a search is to set up the filter. With thedatabase open, you can select the Filter dialogue boxfrom Tools and Filters... on the menu bar or fromthe Filter icon on the toolbar, shown right and below.

::S" F7

IT Filters

I Ind Ill IP

First you are required to enter a name for the filter. Asseveral other filters may be created for this database, try touse a meaningful Filter Name.

!East Midlands'

After you click OK the Filter dialogue box opens up asshown on the next page.

227


The Filter name: slot below shows the current filter, EastMidlands, and also allows previously saved filters to beselected from the drop -down menu.

The Field name slot allows you to select the field or fieldson which the search is to be based. In a complex searchinvolving more than one field, you would complete two ormore rows across the Filter dialogue box. In the drop -downComparison menu shown in the middle of the Filterdialogue box below, you select the method by which therecords are to be compared with the search criteria. In thisexample we need to use is equal to.

Elm name: 'East Midlands if. Easy Filter-Fifer definition

Field name Comparison

!Departs From

land J (Price

land hone)

is equal to

is less than

( Filter using tormu{a

r Invert filter

Compare To

_11 (East Midlands

1E200

s equal tois not equal to

2J I

dew fifer...j kelete Fier I

is greater thanis less than or equal tois greater than or equal tocontainsdoes not containis blank

al is not blankbegins with

1

1

My Filter Qc. se

Finally we need to enter our search criteria East Midlandsin the Compare To slot. A second line has been addedabove to find East Midlands holidays where the Price isless than £200.

When you have completed setting up all of the criteria,click the Apply Filter button. Almost immediately you arepresented with the database file showing the reduced set ofrecords produced by the filter.

228


Sorting Records in a Database FileSorting involves arranging records in alphabetical ornumerical order, based on a particular field or fields. Forexample, when looking at a list of names or places, it isconvenient if they are listed in alphabetical order. Thesorting feature in the Works database is invoked fromRecord on the menu bar, then Sort Records.... This opensup the Sort Records dialogue box shown below, in whichyou specify the fields to be sorted and either Ascending orDescending order.

In this example, the holidays are sorted into alphabeticalorder of Destination. When you click OK, the followingsorted list is produced:

Holidays.wdb icrosoft Works Database

File Edit View Record Format Tools Help

11:11114a11 k gt) j B / jjAxial7.1110

Destination Date Departs From Days Price

1 Canadian Rockies 18/03/2008 Manchester 11 £829

2 China 18103/2008 ; Heathrow 10 £948

3 Dublin 25/03/2008 East Midlands 3 ! £145

4 Eden Project 19/04/2008 (Local Coach)! 4 £105

5 .Highland Railways 10/04/2008 N/A 5 £249

6 "Malta 15/03/2008 Birmingham 12 £259

7 lMonet's Garden 10/06/2008 Luton 4 £1598 New Zealand 09/04/2008 St ansted 14 1E1,5499 Prague & Vienna 28/03/2008 j Birmingham 7 ! £435

10 Rome & Venice 29/05/2008 East Midlands 7 £265

229


Practice Exercise: Creating a Database File1. In this exercise you may wish to use the Holiday data

given on page 210 or alternatively make up a file ofyour own.

2. Start up the program ready to create a database file.

3. Enter each Field name and Format.

4. Click Done and start entering the data for the recordsin the blank database table which appears.

5. As you are entering records, correct any typing errorsin the cell or in the Entry bar.

6. When you have entered all of the records, save thedatabase with a meaningful file name.

7. Make a printout on paper to include gridlines andfield labels.

8. Check the database for errors in the data. Make somechanges in the cells, even if there are no actualmistakes. Use both the cell and the Entry bar forediting the data.

9. Insert a new field and enter a set of data.

10. Insert a new record.

11. Practise deleting fields and records. (You can restorethem if you select Edit and Undo straightaway).

12. Save the new version of the file and make a printout.

13. Use Form Design to lay out individual records andthen check the display in Form View.

14. Practise searching for records meeting certain criteria.

15. Sort your file into alphabetical and numerical order ondifferent fields.

230


Checklist: Database SkillsIf you've worked through the last two chapters, you'll havecovered most of the basic database skills. You may wish touse the following checklist to tick off those skills you havealready acquired and highlight any skills requiring furtherwork.

Database Skills Achieved

Create a file with numeric and text fields.Enter the data and save as a file on disc.

Retrieve a database file from disc.

Edit the data, including inserting and deletingrecords.

Edit the field names, also inserting anddeleting fields.Display the file in List View and Form View.

Format the file with fonts, borders andshading.

Use Form Design to add labels and pictures.

Use a filter to find records matching a singlecriterion.

Use a filter to find records matching multiplecriteria.

Sort the records on an alphabetical field.

Sort the records on a numeric field.

Print records on paper.

231


Ideas for Database FilesThe following list of possible files may trigger off ideas foryour own databases. In each case, the field names are givenwith a sample record underneath. In practice, you will beable to include many more field names, if you wish.

House Contents File

Description Date Manufacturer ValueGrandfather clock 1847 Henderson £2500

Trees & Shrubs File

Name Description Height SiteCamellia Flowering Shrub 8 feet Light shade

Classic Car File

Make Model Year ValueJaguar E Type 1969 £29,500

CD Collection File

Title Performed by Genre ComposerThe FourSeasons

The MiltonPhilharmonic

Classical Vivaldi

232

i

I.

14

Looking AfterYour Work

The Need for BackupsIf you've spent a lot of your valuable time creating any sortof document, whether text, spreadsheet, database, DTP orgraphics, the worst thing that can happen is that you "lose"it. Imagine working on a project for several weeks ormonths then suddenly losing all of the files. If you're notcareful, it's very easy to lose a file or folder saved on ahard disc. As a teacher, I frequently heard remarks like"The stupid computer has wiped my work..." - quiteuntrue, of course. However, a moment's carelessness whencopying or deleting files or a system crash can easilydestroy hours of work.

While small files like a letter or simple spreadsheet can becreated again very easily, this is not the case with, forexample, your memoirs or a parish magazine, your familytree or a set of accounts accumulated over a long period. Inmany cases the value of the data files stored on the harddisc will be far in excess of the value of the computer itself.Imagine working on a book for a year, only to lose the lot -this really has happened.

So it makes sense to devise a strategy for making regularbackups, i.e. duplicate copies of your files. Then you canbe confident that your precious work is safe.

233

14 Looking After Your Work

The hard disc inside your computer is the equivalent of thetraditional filing cabinet. Apart from data files representingyour hours of toil, the hard disc also contains all of thesystems software or programs such as the Windows XPoperating system and applications like Microsoft Office.It's essential that all of your original software packages(including CDs and documentation) are stored in a safeplace, so that the programs can be re -installed later if adisaster occurs.

Ways to Lose Your DataThe computer or some of its internal componentssuch as the hard disc drive may be stolen.

You may accidentally delete important files bygiving the wrong command.

Someone might maliciously wipe the hard disc.

The data on the hard disc may be corrupted by asoftware error or a failure in the power supply.

The data may be damaged by one of the manycomputer viruses which can attack your systemfrom various sources, such as a malicious e-mail.

The hard disc may be damaged by the spilling ofliquids or corrupted by exposure to a magnetic field.

The computer itself may be totally destroyed byevents such as fire, flood, earthquake or explosion.

After several years' faithful service, the hard discmay reach the end of its useful life and expire.

Although the above list of potential disasters looks prettydaunting, most can be avoided by the regular use of a fewcheap and simple backup procedures, as described in theremainder of this chapter.

234

Looking After Your Work 14

Choosing a Backup MediumIn commercial organizations it's usual to back up an entirehard disc onto special high capacity tapes overnight. This isnecessary in business where large numbers of computersare connected on a network. Tape backup was a method Iused at one time, using a tape drive unit built into thecomputer, similar to a disc drive. However, the widespreaduse of writeable CDs has simplified life considerably and Ipersonally no longer use tape backup systems at all. Beloware some backup precautions which have served me well inthe production of numerous books - so far avoiding theloss of a single file.

All original CDs containing software (MicrosoftWindows, Office, etc.,) are stored in a safe place.Should the hard disc need to be reformatted(thereby wiping it), the programs can be re -installedfrom the CDs.

Small backups of data files, such as wordprocessing documents, etc., are copied onto floppydiscs. The latest USB flash drives are a very fastand convenient way of copying large quantities ofdata, particularly for transferring betweencomputers and making temporary backups.

Larger backups are copied onto CDs, usingWindows XP. For example, one CD can easilyaccommodate several books, such as this one.

All backup floppy discs, CDs and original softwareCDs are kept in a different location from the one inwhich the computer is based. If there is a fire orsomeone steals the computer, you will still havecopies of your precious work.

235


Backing Up to a Floppy DiscThe floppy disc is a convenient way to make a backup of asmall amount of data such as a single file and fortransferring files between computers. The disadvantage ofthe floppy disc is that its capacity is only 1.44MB and it istherefore losing ground to the CD and USB flash drive, etc.

Formatting a Floppy Disc

Before you can use a floppy disc it must be prepared by aprocess known as formatting. This process can also be usedto rejuvenate (and sometimes repair) a used floppy disc. Toformat the floppy disc, place the disc in the floppy discdrive and select My Computer from the start menu. Right -

click over the floppy disc drive icon which appears andselect Format... from the pop-up menu as shown below.

Address My Computer

hW View system information

:15 Add or remove programs

a Change a settingHard Disk Drive

t4k4 My Network. Places

Frj My Documents

Shared Documents

. Control Panel

Open

Browse With Paint Shop Pro 7

E)splore

Starch..,

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Copy Disk...

F

Cut

copyEaste

Create ahortcut

Rename

Properties

Click Start from the next menu and the disc will beformatted ready for use. A Quick format is available toremove files from floppy discs which have been formattedbefore and are known to be undamaged.

236


Copying a File to a Floppy Disc Using Send ToOpen up the Windows Explorer or My Computer. Nowright -click over the file (or folder) you wish to copy. Thisbrings up the menu shown below.

lECreating a Database.doc

QpenNew

Print

Open With

Cut

Copy

Create Shortcut

Delete

Rename

Compressed (zipped) Folder

0 Desktop (create shortcut)

Mail Recipient

My Documents

31/2 Floppy (A:)

BP515 word (D:)

From the Send To menu shown above, select 31/2 Floppy(A:). The file is then copied to the floppy disc, withprogress indicated by the window shown below.

Copyin

Desktop Publishing.doc

From 'Chapters' to 'A:\'

t...4$4,iitooevuousoilovoeoliligobo,

10 Seconds RemainingCancel

237


Backing Up Your Work to a CDNew computers are usually equipped with CD drivescapable of writing files to a CD. This makes the CD anexcellent backup medium. There are two main types ofwritable CD, the CD -R and the CD-RW. The CD -R can bewritten to only once. The CD-RW can be written to manytimes. I use the CD -R for backup work, for the followingreasons:

The CD -R can cost as little as 20p at the time ofwriting, especially if you buy a pack of 10 or more.

The CD has a very useful 700MB storage capacity,compared with the meagre 1.44MB of the floppydisc. You can easily store the equivalent of severalbooks like this one, for example, on one CD.

CDs in my experience are extremely reliable,accurate and virtually indestructible. Unlike thefloppy disc or USB flash drive, once files have beensaved on the "read-only" CD -R, they cannot bedeleted, making the CD -R an ideal archive medium.

A Simple Backup RoutineMy own routine is to make a daily backup of the currentchapter onto a USB flash drive, in addition to the maincopy on the hard disc. The next day the latest file can beused to overwrite the previous file on the USB flash drive.At the end of each week I copy the whole project from myhard disc onto a CD -R. For peace of mind, it is always agood idea to check that the backup was successful. Tryopening the copies of the files from the backup media. Thiscan be done using File and Open... from Word, etc., or bydouble-clicking the file names or icons in the WindowsExplorer or My Computer as discussed on page 243.

238


CD Writing SoftwareEarlier versions of Microsoft Windows did not include CDwriting or "burning" software, so it was necessary topurchase a third -party product. Two of the most popularpackages are Easy CD Creator from Roxio (formerlyAdaptec) and Nero from Ahead Software. The CD burningsoftware built into Windows XP is a version of the Roxiosoftware and is an extremely useful backup tool. (UsingWindows XP to create audio CDs is discussed later in thechapter on Windows Media Player).

Using Windows XP's Own CD Burning SoftwareOpen My Computer and double-click the hard disc drive(C:) icon to display the folders. Find the files and foldersyou want to copy to the CD and highlight them. SelectCopy this folder (or file) from the File and Folder Tasksmenu on the left of the window as shown below.

Copy Items

10 L.)Dominants Gaterty's

4nd Settings foidtt0 0My New NCDTREE

Dotunents

X

239


Next select CD Drive (D:) from the Copy Items windowshown on page 239 and then click the Copy button.

Alternatively you can use Send To as discussed earlier andselect the CD drive (D:) as the destination.

The files to be copied to the CD are first copied to an imagefile on your hard disc, prior to copying to the CD. A newwindow should appear with the files listed under theheading Files Ready to be Written to the CD as shownbelow.

P DA

File Edit view Favorites Tools Help

Search Folders riAddress

(.9 Write these files to CD

Delete temporary files

Other Places

Files Ready to Be Written to the CD

David Gatenby'sFolder

Now highlight the files and select Write these files to CDfrom the CD Writing Tasks menu shown on the left-handside above. This starts the CD Writing Wizard shown on thenext page, where you are able to give a name to the CD ifyou don't want to use the default name supplied.

240

iting Wizard


Welcome to the CD WritingWizard

This wizard helps you write, or record, your files to a CDrecording drive.

Type the name you want to give to this CD, or just click Nextto use the name below.

CD name;

January Backup

New files being written to the CD will replace any filesalready on the CD if they have the same name.

After clicking Next a window appears showing the progressbeing made in the copying process.

CD Writing Wizard

Please wait...

Writing the data files to the CD...

Estimated time left: 15 seconds

After the files have been copied, a window appears tellingyou that the copying process has been successful. The CDshould now be labelled and stored in a safe place.

241


The USB Flash Drive or "Dongle"These devices have become very popular in the last fewyears and are an extremely fast andconvenient form of storage. Theytake the form of a dongle, a smalldevice which plugs into one of therectangular USB ports on thecomputer, as shown on page 14. The USB dongle is veryeasy to plug in and remove and, being roughly the size ofyour little finger, fits comfortably into a pocket. The flashdrive is a USB device and so can be "hot -swapped", i.e.plugged in while the computer is up and running.

The USB flash drive can be used as a form of temporarybackup storage and is available in a range of sizes from256MB to 5GB with prices starting from a few pounds toaround f100. Obviously if you need to build up a largepermanent archive for, say, all of your music orphotographic collections or data files, a large number ofcheap CD -Rs is a better solution. However, the USB flashdrive is ideal for anyone on the move, wanting to movefiles quickly between computers or share files with friendsor colleagues in a fast and easy fashion.

Both the USB flash drive and the CD -R appear asadditional disc drives in the Windows Explorer and MyComputer, as shown below in My Computer.

Devices with Removable Storage

31/2 Floppy (A:)

USB flash drive

Removable Disk (F:)

Apr 16 2006 (E:)

242


Recovering Files from a Backup CD or DiscIf you need to restore the files you've backed up onto a CD,etc., place the disc in the drive and use the standard File andOpen... commands which appear on the menu bar of mostprograms. Select the required drive (D: or whatever), fromthe drop -down menu in the Look in: bar shown below.

Open

Look tn:

History

My Documents

My Documents

Desktop

My Computer

0 Jim's Documents0 Shared Documents

31/2 Floppy (A:)

4.00 Local Disk (CO

EP515 word (D;)

My Network Places

Another way to open a file from a hard disc, CD (or anyother disc such as a removable USB flash drive) is todisplay the file name, e.g. Tuscany.doc shown below, in MyComputer or the Windows Explorer. Drive F: in thisexample (shpwn below) is a USB flash drive

icD F V-Iolidays

Desktop

+ a My DocumentsO My Computer

EtlTuscany.docMicrosoft Word Document20 KB

Then if you double-click the file name or icon as shownabove, the file will be opened in the program which createdit. So, for example, double-clicking a database file will startthe database program running and open the database file.

243


Managing Your Files and FoldersAs discussed earlier in this book, you can save your files ofwork in the default folder My Documents, which Windowsprovides for you. However, when you have created a lot ofdifferent files on all sorts of subjects, you may wish to savethem in your own system of folders. By placing the filesinto folders representing different categories this shouldmake your files easier to locate.

As described on page 133, folders can be createdafter clicking the Create New Folder icon in theSave As dialogue box. This will place the newfolder within the folder currently selected, i.e.the folder named in the Save As dialogue box. At the sametime you can give the new folder a meaningful name. Thiswill allow you to make up your own system of folders,including sub folders or folders within folders. Asdescribed on page 83 and 84, this hierarchical or branchingsystem can be viewed in My Computer or the WindowsExplorer.

s C:V,Home\FinanceVax \ 2006

Desktop

El t My DocumentsEl My Computer

El 41, 31/2 Floppy (A:)

Jim (CO

E Home

0 CarEl 4j Finance

0 Bank0 Pension0 Savings

ED 0 TaxLie iooe,

2007

2008

ED Holidays

Overpaid tax letter,docMicrosoft Word Document24 KB

Word processing file storedwithin folder 2006

Path through the folderson the C: drive (hard disc)

244


Common File and Folder Tasks

The last screenshot shows the hierarchy of folders and afile displayed in the Windows Explorer or My Computer.These two Windows features (Explorer and My Computer)are both used to manage your files and folders. WindowsExplorer is launched by selecting start, All Programs,Accessories and Windows Explorer. Or you can right -clickover the start button and select Explore from the smallmenu which pops up on the screen. My Computer can beselected directly from the start menu. Many of thesemanagement tasks can also be carried out using the newFile and Folder Tasks pane introduced in Windows XP anddiscussed in detail shortly.Renaming Files and Folders

A folder or file can be renamedby right -clicking over its nameor icon in My Computer or theWindows Explorer, thenselecting Rename from themenu which appears (shown onthe right). Alternatively thefolder or file name can behighlighted, followed byselection of File and Renamefrom the menu bar across thetop of the Explorer or MyComputer window. The folderor file name appears in arectangle with a flashing cursor.Rename the folder or file by deletingthe existing name and typing in thenew one, then press Enter.

stir-nate. dotVkafi Di in -tent

OpenNew

Print

cpCuteFTP upload k

Open With

Add to Zip

Send To k

Cut

Copy

Create Shortcut

Delete

Penal -fie

Properties

245


Deleting Files and Folders

Highlight the file or folder in the Windows Explorer or MyComputer then press the Delete key. Or you can selectDelete from the File menu. (The File menu can be selectedfrom the menu bar or by right -clicking over the file orfolder). When you delete a folder in Windows XP then allof the subfolders and files contained within are alsodeleted, i.e. moved to the Recycle Bin. Some earlierversions of Windows require a folder to be empty before itcan be deleted.

To delete files in Windows XP (in the Windows Exploreror My Computer) you can highlight the file or folder andselect Delete this file from the File and Folder Tasks menuon the left of the screen, as shown below. If this menu doesnot appear, select View, Explorer Bar and click the wordFolders in the drop -down menu, to remove the tick.

.Gatenby's FolderAtionteTuitding Project


Back

Address

Search i Folders

C: \Gatenby's Folder \Home \Building Project


Rename this file

Move this file

Copy this file

Publish this file to the Web

E-mail this file

Print this file

Delete this file

Estimate,doc d

246

rLooking After Your Work 14

Undoing a Delete OperationIf you make a mistake and delete the wrong folders or files,you can use the Undo Delete option in the Edit menu(provided you spot the mistake straightaway.) Fortunatelyfiles and folders are not lost forever when they are deleted.Windows XP merely transfers them to its Recycle Bin.Once in the Recycle Bin files and folders can be left for atime, but as they are still taking up hard disc space theyshould eventually be permanently deleted. There is also anoption to restore files from the Recycle Bin to their originallocation on the hard disc.

The Recycle Bin

The Recycle Bin is invoked by clicking itsicon on the Windows Desktop. It is effectivelya folder into which all deleted files areinitially sent. As shown below, you can viewthe contents of the Recycle Bin at any time by clicking itsicon on the Windows Desktop.

fr4 Recycle Bin


Address Recycle Bin

Search

!_etter to hotel.wp-Microsoft Works W12 KB

247


Files which have been "deleted" remain in the Recycle Binuntil you decide to empty it. This is done by selectingEmpty the Recycle Bin from the Recycle Bin Tasks shownin the previous screenshot or by selecting File then EmptyRecycle Bin off the menu bar at the top of the Recycle Binwindow. The Recycle Bin should be emptied regularlysince files in the Recycle Bin are still taking up disc space.Individual files can also be highlighted and deleted.

Should you wish to reinstate files which have beenconsigned to the bin, open up the Recycle Bin window byclicking its icon on the Windows Desktop. Then highlightthe file to be restored and select Restore this item from theRecycle Bin Tasks menu. Alternatively select File andRestore from the menu bar for the Recycle Bin. The fileswill be restored to their original locations on the hard disc.

Moving and Copying Files and FoldersThe following tasks are described in the context of files,but the methods apply equally to folders.

Moving a file deletes the file from its original location andplaces it in a new location.

Copying a file places a replica of the file in a new locationand leaves the original edition of the file in the originallocation.

Files may be copied or moved between different locationson the same hard disc, between two hard discs in the samecomputer or between different media such as a hard disc,CD, floppy disc or a USB flash drive, for example.

248


fr Dragging and DroppingA common copying method is to drag the file or folder anddrop it over the new location. Different results are obtaineddepending on whether you are dragging and dropping to thesame or a different medium:

The file is moved if it is dragged and dropped into adifferent location on the same hard disc.

The file is copied if it is dragged and dropped onto adifferent disc drive, CD, floppy disc, etc.

To copy files within the same hard disc the Control key(marked Ctrl) must be held down while dragging with theleft-hand mouse button.

Files and folders can be copied in the Windows Explorer orMy Computer. You can copy between different locationson the main hard disc drive C: or to and from any otherdrives such as the floppy disc or CD. Open the WindowsExplorer and make sure the folders or files you wish tocopy or move are visible in the right-hand panel. If youcan't see the resources such as the hard disc (C:), floppydisc drive (A:), etc., in the left-hand panel as shown below,select View, Explorer Bar and make sure Folders is ticked.

enby's FolderkHornelBank


sack

Address

Folders

Desktop

My Documents

GJ 4 My Computer

31/2 Floppy (A:)

a IWO Local Disk (C)

ch

C:Gatenby's Folder \FlomeBank

Customer list.mdbMicrosoft Access o,332 KB

Monthly AccountsMicrosoft Excel W15 KB

249


Now highlight the file(s) or folder(s) to be copied ormoved. (To highlight multiple files and folders, hold downthe Ctrl key continuously while clicking with the mouse.)Next hold down the left-hand button and drag thehighlighted files and/or folders to their destination in theleft-hand panel. Release the mouse button to drop the filesinto the new location.

This method would typically be used to copy some filesonto a floppy disc, CD, or flash drive, etc., in order totransfer the files to another computer.

Using the Right-hand Mouse Button to Copy or MoveFiles

Drag the icon for a file orfolder using the right-handbutton on the mouse, thenrelease the button to drop thefile over its new location. Themenu shown on the rightappears, allowing you tochoose whether the file is to be moved or copied.

You can also copy and move files in the Windows Exploreror My Computer by using the Edit menus in the respectivewindows for the source and destination folders. Select thefile(s) then use Edit and either Copy or Cut in the first(source) window followed by Edit and Paste in thedestination window.

Copy Here

Move HereCreate Shortcuts Here

Cancel

3

A

250


The File and Folder Tasks MenuWindows XP has made many file and folder tasks muchsimpler. This has been done by the addition of the File andFolder Tasks pane on the left of the Windows Explorer andMy Computer screens. The File and Folder Tasks pane,shown below, can be switched on and off in Explorer orMy Computer by clicking View, Explorer Bar and Folders.

C:1Gatenby's Folderlilome1Bank


Address C:Watenby's Folder \Home \Bank

Ca Rename this file

Move this file

Copy this file

Publish this file to theWeb

E-mail this file

.. Print this File

Delete this file

Customer list.mdb

332 KB

tenthly Accounts, dr'''list soft Excel Worksheet15 KB

Please note that if a file is highlighted in the right-handpane above, a list of tasks appropriate to files appears in thein the File and Folder Tasks pane on the left above. If afolder is highlighted in the right-hand pane shown above, alist of tasks appropriate to folders appears in the File andFolder Tasks pane on the left above. This is shown in thetwo panes on the next page.

251


Apart from options such as to Rename and Delete, E-mailand Publish on the Web as shown on the previous page,files and folders can also be moved or copied very easilyusing the File and Folder Tasks pane.


cv Rename this file

Move this file

CI Copy this hle

Move this folder

Copy this folder

Moving or copying is made easy with special Copy Itemsand Move Items windows appearing when either Move thisfile (or folder) or Copy this file (or folder) are selected. Asshown above the same method is used for both files andfolders, depending which has been highlighted in Explorer.The Copy Items and Move Items windows allow thedestination to be selected, as shown below.

Select the place where you want to move '2008'. Then clickthe Move button.

Desktop

L) My Documents

My Computer

31/2 Floppy (A:)

o Jim (C:)

AO LOCAL DISK (CO

To view any subfolders, click a plus sign above.

Make New Folder I Move Cancel

252


For example, the folder called Tax, shown highlightedbelow, is to be moved. Move this folder is selected from theFile and Folder Tasks panel shown on the left below. Thenthe Move Items dialogue box appears enabling you to selectthe destination for the folder being moved. This could beanother folder on the C: drive, a floppy disc or writable CDin drive D:. Click the Move button to complete theoperation. The Copy process is carried out in a similar way.

Search Folders 7.

Address CArlomirAFirtance


go;D Rename the folder

4 Move the folder

r) Copy the folder

110 Publish this folder tothe Web

iha Share thu folder

E -mar the folder's files

X Delete this folder

cicrhe

My Documents

Meted Documents

Savings

Tax

Melia hems

Select the place where you want to move 'Tax'. Then dickthe Move button,

Desktop

My Documents

4 My Computer

+ 3to Floppy (A.)

Local Disk (C.)

CO-P.V.; D he (D:

+ Shared Documents

+ Jim's Documents

To view any subfolders, click a plus sign above.

Make New Folde Move I Cancel I

Warning: Don't Re -organize Your Program Files!Please note that operations to move, delete and rename filesand folders should only be used to organize your data files, i.e.the work that you have created such as word processing andspreadsheet files and pictures and photographs, etc.

Under no circumstances should you attempt to move, organizeor "tidy up" any files or folders which are part of programs suchas Microsoft Word or Office, etc. This will stop the programs fromworking and require the software to be re -installed.

253


Protection Against VirusesA virus is a small computer program written maliciously todamage software and data and to cause inconvenience tothe user. Unfortunately the files on your hard disc arevulnerable to attack from computer viruses, unless you takeprecautions to protect them. Viruses are generally known asmalware, an abbreviation for malicious software and havenames such as Mydoom, Melissa and Bagel, for example.

The virus enters a computer system insidiously, often froma rogue floppy disc or an e-mail. If not detected the virusmultiplies and spreads throughout a hard disc. Someviruses may only cause trivial damage - such as displayinga so-called "humorous" message - while others, such as thevirus known as "Trojan.Frozzie", shown below, can causeInternet Explorer to freeze and also severely damage theperformance of the computer.

Trojan.FrozzieRisk Level 1: Very Low

Printer Friendly Page Ti

SUMMARY I TECHNICAL DETAILS REMOVAL

Discovered: July 15, 2006Updated: July 15, 2006 03:38:55 PM GDTAlso Known As: DoS.FrozzieType: Trojan HorseSystems Affected: Windows 2000, Windows 95, Windows 98, Windows Me, Window -

Server 2003, Windows XP

When a user visits a malicious Web site using Internet Explorer, Trojan.Frozzie perffollowing actions:

1. Freezes Internet Explorer.

2. Performs a denial of service attack on the compromised computer by degradinperformance.

4

4

I

254


Even when a virus doesn't do any serious damage to filesand software, getting rid of it may waste a lot of valuabletime - not to mention the anxiety caused if you fear the lossof files which may be very important to you.

Writing viruses is an act of vandalism and can result in aprison sentence. Viruses can exist on floppy and hard discs.They can also reside temporarily in the computer's memory- but they are removed from the memory when thecomputer is switched off. Viruses do not permanentlydamage the physical parts of a computer - the hardwarecomponents such as the memory or the printer.

Viruses can also enter your system from the Internet,perhaps through e-mail attachments, the programs ordocuments "clipped" onto an e-mail (discussed later).

The Auto -Protect feature in the Norton AntiVirus programworks constantly in the background checking the computerfor viruses from all possible sources such as the Internet,removable discs, documents, etc.

Norton AntiVirus

acans

Reports

symantec.

Status

40 Auto -Protect

So ware Protection On

if) Internet Warn Protection On

Emal3ratalos

Al System Scan

Subscription Service

11.1111120f1=na

aays_ssmainta

On

14.107/2006

15/0712006

364

Automatic Livellodate On

Auto -Protect

Auto -Protect withBuyviare Blockingprovides continuousprotection from'Of uses, spyware, aridother risks.

more info

Norton AntiVirUS*2006

255


Types of VirusThe File Virus

File viruses attach themselves to program or executablefiles. These files (having file name extensions such as .EXE,.COM, .SYS, etc.,) are part of programs like Microsoft Wordor Excel. The file virus (also known as the program virus)does not infect the documents produced using the software,although documents can be infected by the macro virusdiscussed next. (In this context, the term document includesnot only text produced in a word processor but other typesof file saved on disc, such as Excel spreadsheets.)

The Macro VirusThis type of virus has been designed to infect thedocuments produced using programs such as Word andExcel. These programs have their own inbuilt programminglanguage. This allows the advanced user to write small setsof instructions known as macros. Unfortunately the viruswriters have found ways of writing viruses in the macrolanguage. So, for example, documents produced inprograms like Word and Excel can contain viruses.

It's therefore possible for your hard disc to be infected withviruses spread in document files received via the Internet asattachments to e -mails (as well as files transferred fromanother computer via a floppy disc or CD.)

Needless to say, great care must be taken when sendingfiles to anyone else on a disc or CD. If the recipient is acompany or organization with a network, there is a dangerof a large number of computers being infected. (In theory,any well -run business should have installed its own anti-virus software and systems to stop the import of files fromdiscs and CDs of dubious origin.)

256


Boot Sector VirusesThe boot sector is an area of a floppy or hard disc andcontains information needed when the computer is startedup or "booted". (The term originates from the expression"pulling yourself up by your own bootstraps.")

The use of floppy discs has declined in recent yearsreducing the risk of attack by boot sector viruses.

WormsA worm is a computer program which exploits securityweaknesses in networks such as the Internet, replicatingitself from machine to machine. It was estimated that theMydoom worm infected a quarter of a million computers ina single day in 2004.

Stealth VirusesThere are many ways in which the virus writer tries tocause damage whilst avoiding detection. The stealth virusactively tries to conceal itself by making the computerbehave normally until it's ready to strike.

TrojansThe Trojan is a program with an apparently genuinefunction, but really designed to cause damage. It is not avirus since it does not replicate itself.

One such Trojan takes over a user's e-mail and uses it tosend offensive messages - damaging the reputation of theinnocent user. Logic Bombs and Time Bombs are Trojanstriggered when a certain event or date occurs, such asFriday 13th. BackDoor is a Trojan which connects to avictim's computer across the Internet, causing damage suchas deleting files and generally wreaking havoc.

257


Anti -Virus SoftwareThe last ten years have seen the evolution of an ever-increasing list of computer viruses. Windows XP does notcontain its own anti -virus software. However, several majorcompanies have developed anti -virus software to detect anderadicate virus infection. Three of the leading softwarepackages are Norton AntiVirus, McAfee VirusScan, and F -Secure Internet Security. These provide users with regularupdates of virus definitions. Then the latest viruses can bedetected and dealt with. Methods of dealing with virusesare discussed shortly.

The anti -virus software must find and destroy the existingbase of many tens of thousands of known viruses. A smallextract from the Norton AntiVirus Threat Explorer in theNorton Online Virus Encyclopedia is shown below.

Threat ExplorerThe Threat Explorer is a comprehensive resource for daily, accurate and up-to-date information onthe latest threats., risks and vulnerabilities.

Mojan.F:o,iePeri. Raurnoni

W32.0 or le

07-15-2006

07-14-200607-13-2006

07-02.2006

07-15-200607.14-200607-13-2006

07-13-2006do.;,.Haxd.or. fi 07-12-2006 07-13-2006

Ilojan.PPO,opplo.t: 07-12-2006 07-12-200607-12-2006 07-12-2006

+0'32.68,3,,-1.011 07-1/-2006 07-12-200607-11-2006 07-12-2006

nojar,Da,hri 07-11-2006 07-12-200607-10-2006 07-10-2006

1 07-10.2006 07-10-200607-10-2006 07-10-2006

I VES.8.1.hip 07.00-2006 07-10-200607-08-2006 07-08-2006

07-07-2006 07-08-2006

4

4

a

258


The anti -virus software must also recognize any "virus-like" activity, possibly caused by new and unknownviruses. Virus -like activity would include the computertrying to alter program files - this shouldn't happen duringthe normal operation of the computer.

Some of the functions of anti -virus software are:

To continually monitor the memory and vulnerablefiles, to prevent viruses entering the hard disc andspreading, causing havoc and destruction. TheAuto -Protect feature in Norton AntiVirus is amemory resident program which is always runningin the background.

To allow the user to carry out manual scans tocheck the memory, floppy and hard discs, wheneverit is felt necessary.

To remove viruses by repairing or deleting files.

To provide a list of definitions of known viruses,regularly updated and distributed to the user,usually via a download from the Internet.

The Anti -Virus Boot Disc or Emergency DiscShould the hard disc become severely infected, a"bootable" floppy disc or CD containing the main virusrepair program may be provided in the anti -virus softwarepackage. Alternatively the anti -virus package may provideinstructions for downloading and creating an emergencydisc.

If a virus strikes, the computer should be shut down to stopthe virus spreading. Then the computer can be started fromthe "rescue" or emergency disc and the virus removed fromthe hard disc.

259


Features of Anti -Virus Software

When you buy a complete anti -virus package such asNorton AntiVirus, McAfee VirusScan, or F -Secure InternetSecurity, the package will usually comprise a suite ofprograms providing two different modes of scanning:

First, a scan available "on demand", launched from theWindows menus, like any other piece of software. This isoften referred to as a Manual Scan.

Secondly, a virus scanner which starts up automatically andruns continually in the background, checking files beforethey are used or as they are received from the e-mail server.Norton AntiVirus runs the Auto -Protect feature, shownbelow, from the time Windows starts up.

Auto -Protect status syrnantec.,

Keep Auto -Protect turned on at all times to prevent virusesfrom infecting your computer. Auto -Protect works in thebackground, without interrupting your work.

Auto -Protect does the following automatically:

Detects and protects you against all types ofviruses, including macro viruses, boot sectorviruses, and memory resident viruses

Detects and protects you against all types of Trojanhorses, worms, and other malicious code

Protects your computer from viruses that aretransmitted through the Internet by checking allfiles that you download from the Internet, includingJava applets and ActiveX controls

Keeps your system safe at all times by checking forviruses every time that you use software programson your computer, insert floppy disks or otherremovable media, and modify or access documents

Monitors your computer for any unusual symptomsthat may indicate an active virus

4

260

1.


Disabling an Anti -virus ScannerAnti -virus scanners which run continually may need to betemporarily disabled (but not permanently removed) whilenew software is installed. To temporarily disable theAuto -Protect feature in Norton AntiVirus, first right -click over its icon on the Windows XP taskbar.

Disable Auto -Protect

Norton AntiVirus Options

Then click Disable Auto -Protect as shown above. Theoption menu changes automatically to Enable Auto -Protectto allow protection to be restored.

The Manual ScanYou can start this scan from the menu whenever you want,recommended at least once a week. A Full System Scan anda Norton QuickScan are available. This scanner also carriesout the repair of files containing viruses.

11 Internet Worm Protection On

Erm Scanning On

Full System Scan 1.4/07/2006

Full System Scan

it o recon rded thatyou perform a fullsystem scan at leastonce a week to ensurethat your system staysprotected,

Scan Now

261


If a Virus Strikes

If you suffer a virus infection, a warning message willappear on the screen, possibly accompanied by an alarmsound. The program can be set up to take a specific actionif a virus is found, as shown below.

Norton Antivirus Options

system

'I Auto -Protect

Bloodhound

Exclusions

Internet - Email

Internet WormProtection

Instant Messenger

LiveUpdate

Home Page Protection

Security Risks

Miscellaneous

Defautt

Manual Scan

What items to scan in addition to files

r. Boot record

f Master boot records

How to respond when a virus is found

4" Try to repair then quarantine if unsuccessful (recomrr

C' Repair the infected file

Ask me what to do

Which file types to scan for viruses

c Comprehensive file scanning (recommended)

Scan files using SmartScan

Scan within compressed files

1 Scan active programs and start-up tiles

Cancel -age, De

Normally the anti -virus program will try to "clean" theinfected file by removing the illicit lines of code whichconstitute the virus. Quarantine in the above screenshotrefers to a method of isolating unknown viruses, so thatthey cannot damage files on the hard disc. If NortonAntiVirus is unable to repair or quarantine an infected file,the file is deleted.

262


Updating Your Virus DefinitionsSince new viruses are discovered constantly, you areadvised to update your virus definition list at regularintervals, weekly say. Norton AntiVirus allows your viruslist to be updated automatically when you connect to theInternet or when you select a LiveUpdate from the mainwindow shown below.

Summary: Protection Against VirusesObtain an established anti -virus package such asNorton AntiVirus, McAfee VirusScan, or F -SecureInternet Security. Install regular upgrades so thatthe virus definition list is always up-to-date.

Always run a virus check on all discs acquired fromelsewhere, even brand new packaged software.

Check any files you distribute on floppy disc, CD orvia the Internet, to make sure they are virus free.

Carry out regular (weekly, say) manual orscheduled checks on all hard and floppy discs.

Make sure you have a clean, i.e. virus free, write -protected anti -virus boot disc. This will allow youto start the computer after a virus attack.

Arrange for your computer to boot up from the harddisc, in normal use. (You will need to boot from afloppy disc or CD in the case of a virus attack.)

263


The Phishing PhenomenonPhishing usually involves the sending of a fraudulent e-mail claiming to be from a bank or building society,etc. The aim is to find out your security details so thatthey can steal from your account. The scam e-mail mayhave authentic -looking logos and ask you to verify yourpassword and card details; legitimate organizationsmake it clear that they never ask for these securitydetails by e-mail. There may be a link to online bankingfrom the e-mail - genuine banks don't do this.

Scam e -mails are sent to a large number of people andthe phishers don't know your name or details other thanyour e-mail address; genuine organizations normallyinclude your name and perhaps your home address inan e-mail. In the past, some scam e -mails have includeda lot of elementary spelling mistakes which the realorganization wouldn't make. If you suspect an e-mail tobe a scam you might forward a copy to your bank forinvestigation - then delete it from you computer.

Make sure your anti -virus and Internet securitysoftware is up-to-date and always download the latestsecurity updates for Windows, etc.

Use a personal firewall, such as the one in Windows XPor F -Secure Internet Security. Keep your password andmemorable words a secret and don't write them down.Make sure you are logged on to a genuine site, such asyour bank. Unlike the phishers' fraudulentsites, this will display a padlock symbol whichcan be double-clicked to display a securitycertificate. Always log off your Internet banking site assoon as you've finished your transactions.

264

15

Using the InternetIntroductionThe scope of the Internet is so large that it's difficult formany of us to envisage exactly what it is. Some peoplethink the Internet is too technical and difficult to use.Undoubtedly many people are put off by all the publicityabout the widespread transmission of pornography andchild abuse via the Internet. Older people may hear aboutyoung "whiz kids" hacking into banks and militaryestablishments and think there is very little in the Internetfor people of more advanced years.

Nothing could be further from the truth! The Internet andits billions of Web pages can be used for all sorts ofeveryday, non -technical purposes, which can benefitordinary people of all ages and backgrounds.

For example, a home computer can be equipped with acheap Web camera which would allow someone to see theirgrand children "live" in Australia while talking to themthrough a simple microphone.

At least one enterprising "retired" couple have set up athriving business selling porcelain worldwide across theInternet - all from the comfort of their own home.

My own family are certainly not fanatical about the Internetand no-one spends more than an hour or two a week on theNet. However, listed on the next page are just a few of thethings we have used the Internet for in the last few years.

265

J

15 Using the Internet

One Family's Use of the InternetBooked holidays after checking availability and"virtual tours" of the accommodation and locality.

Found latest, high quality and helpful informationabout serious illness, provided by medical experts.

Ordered weekly supermarket shopping online in afew minutes, saving several hours of "hassle".

Traced and renewed contact with a cousin inEngland, not heard of for nearly 40 years.

Located unheard-of relatives in Canada. Receivedmessages and family photographs by e-mail.

Printed out a family tree, otherwise unavailable.

Used 1901CensusOnline.com and 1837online.comto find details of relatives, including addresses,occupations and household members.

Ordered books and music, delivered the next day.

Received airline pilot's monthly roster by e-mail.Traced the source of the River Dove in theStaffordshire Moorlands.

Received examination results online, almost 36hours before a paper copy arrived in the post.

"Downloaded" software and music from theInternet straight to our computer.

Found up-to-date information about garden plants,shrubs and gardening equipment.

Opened Internet bank accounts offering an above -

average interest rate and on-line transactions.

Listened to programmes over the Internet that hadbeen missed when broadcast earlier on the radio.

266 ,

Using the Internet 15

What is the Internet?The Internet is a network of millions of computers aroundthe world, connected by cables and satellites. The WorldWide Web is a collection of billions of pages ofinformation covering every conceivable subject. A Web siteis a collection of related pages, belonging to an individualperson or an organization. The Web pages are stored onmany thousands of computers, known as Web servers,scattered all round the world. In order to retrieveinformation from the Web, we must first log on to theInternet and then connect to the Web server containing therelevant pages. A program called a Web browser is used tonavigate about the Internet and to view and retrieveinformation. The most commonly used browsers areMicrosoft Internet Explorer (part of Microsoft Windows)and Netscape Navigator, part of the NetscapeCommunicator suite of programs.

Internet Explorer is shown below displaying a page from afamily Web site, accesssed by relatives all over the world.

3 The ten!,ynofYoikshine MittotollInletnellxploterFie Edt in or rescreen Took tesip

This vet site is about the Yorkshire nue of GUMMY and its variant smelliest.. It lists over 1,000 birthend sersiage records together with census records of callow in the OR. Various OWIllrf featly

trees are also displayed. Created and maintained by sac, Gatenbv

girths Lateaby birth. from the ICI listed alplmbeticallyGat.aby marriage. from the ICI

Cameos Selection of Gates*, Comma recordsFlamm Place. where Cateaby fmelly' livedlOariek Records girth, marriage am, death record. from pariah register.Sally Tree. Various mineitted Gaterday family tree.fratembr hamlet The glace called '6,ateaby. la YorkshireGatersby mamma.. Soar. fissisurna - lacsmtax

267


Connecting to the InternetMost home users connect to the Internet via a device calleda modem as discussed on page 29 of this book. The modemplugs into your computer either internally or externally.Many new computers are supplied with a modem alreadyfitted. If you don't want to get involved with hardware, anycomputer shop should be able to install and test a modem inless than an hour. However, if you are happy to use ascrewdriver and connect a few cables, it's a fairly simpletask to buy a modem and fit it to your machine.

When you start the computer after fitting a modem, theWindows operating system will detect the presence of thenew hardware. Windows may contain the necessary"driver" software to enable the new modem to work withyour particular computer. Otherwise you will be asked toinsert the CD or discs from your modem manufacturer.

When a modem has been installed correctly you can checkfor its presence by selecting start, Control Panel and Phoneand Modem Options. (You may need to select Switch toClassic View in the Control Panel). If you double-clickPhone and Modem Options and select the Modems tab youshould see your modem listed, like the one shown below.

Phone and Modern Options

Dialing Rules Modems Advanced I

The following modems are installed:

Modem Attached To

268


The purpose of a modem is to convert the informationcoming out of a computer into a form suitable fortransmission across the telephone lines. To connect to thetelephone lines you need a spare telephone socket in yourhome. This can be provided by a cheap plastic dual adapterobtainable from any hardware store.

The disadvantage with the modem connected into youronly telephone line is that you cannot use the telephonewhile connected to the Internet. The BT 1571 serviceprovides a way round this by enabling telephone messagesto be recorded while you are using the Internet. Anotherway round this is to install a separate telephone linededicated to the computer. This is rather expensive, butmay be justified if you are using the computer for businessor wish to receive a separate bill for the modem line.

Broadband ConnectionsThe traditional dial -up modem, also known as the 56Kmodem, may be too slow for some of the latest uses of theInternet. This applies if you wish to download, from theInternet to your computer, large files such as software,music, videos or photographs. The answer to this need formore speed is the broadband system, introduced by BT andothers. A broadband system known as ADSL (AsymmetricDigital Subscriber Line) is widely used by home and smallbusinesses. This converts a standard telephone line into avery fast Internet line. Comparing broadband with a normaldial -up modem line is like comparing a multi -lanemotorway with a narrow country lane.

At the time of writing broadband is now firmly established,after a slow start in Britain, although some rural areas stillcan't access broadband because their telephone exchangesneed modification.

269


To obtain a broadband connection, you will need tosubscribe to a broadband Internet Service Provider such asBT Broadband or AOL. You will also need to obtain aspecial ADSL modem. Alternatively, if your road has beendug up to install the cables for cable television, there areCable Broadband services available from companies suchas NTL. This requires a special cable modem.

If you are already connected to the Internet with anordinary modem and want to know more about broadband,the BT Web site (http://www.bt.com/) has details of pricesand equipment needed, as shown below.

BT Homeoage At ho

612M111111111111111114T Total BroadbandBroadband pat k eyesWireless BroadbandOnline SecuritytJp to ntstbBroadbandHome HubEquipment and'installationHelp & Supporttrack your orderExisting customers

Can you get broadband?

Enter your telephonenumber or postcode

check >>

In 1stuinets A

ST Total Broadbandatm

"IrA14.00!

Compare ST Broadband packagesIt you're act sure whoch package sounds rigid for you. you can compare them easily in the table below.

Option 1

Monthly Payment

Osage

Speeds

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1.r first h monthsf 1 3.991nmeafter13 trmnni roalratt

Option 2 Option 3

£14.99 £22.99pm month

far fast J mouthsC22339 Morealtat12 month manse

per monthfor Mat 3 months026.10 thereafter12 month somas*

maim info 3 move info k more info r

==11111 =EMS =CM2 GB 6 GB 40 GB

Upto 8Mb Unto 8Mb Up to 8 Mb

250 250 250

You can also enter your telephone number and find out ifyour local telephone exchange can deliver broadband.

Can you get broadband?Enter your telephonenumber or postcode

Check >>270


Here are some of the main features of a broadband Internetconnection:

Broadband can be over 100 times faster than anordinary dial -up modem, making it possible to viewfilms and music videos "live" from the Internet, aprocess known as streaming.

Very large files such as software, pictures andgraphics and music can be downloaded from theInternet. These are then saved on the hard disc ofyour computer.

Once up and running, the computer is alwaysconnected to the Internet.

A monthly fee of about £10 - £30 usually includesunlimited access to the Internet.

You can use the telephone at the same time as theInternet - there's no need for a dedicated line.

Businesses handling large volumes of Internet data andanyone needing to keep up with the latest technologywould normally prefer a broadband connection, if availablein their locality.

Of course, if you don't need to work with large files, musicand videos, or you don't want or can't afford to spend £10- £30 a month on your Internet connection, you may wellsettle for a conventional modem. This will be very muchcheaper (typically just a few pounds per month) and shouldbe quite adequate for tasks such as searching the Internetfor information and sending and receiving e -mails.

Don't worry if you've not got broadband; although it's nowconsidered essential for businesses and "power" users ofthe Internet; many of us managed quite happily withoutbroadband for years and lots of people still do.

271


Choosing an Internet Service ProviderTypically you pay the Internet Service Providers for theirservices by a monthly subscription, although in the last fewyears there has been a spate of "free" connection services.To avoid receiving enormous telephone bills, connection tothe Internet via a dial -up modem must be available at thelocal telephone rate.When you start to set up a connection to the Internet usingMicrosoft's New Connection Wizard, you are presentedwith a choice of companies known as Internet ServiceProviders (ISPs) such as America Online (AOL) and TheMicrosoft Network (MSN). Apart from enabling you tobrowse the World Wide Web and send e -mails, some ofthese services contain their own news, entertainment andinformation pages which are only accessible to subscribingmembers.

AOL Morsel Email ,AM Help

Email

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272

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Many of the Internet Service Providers offer a freeevaluation period (120 hours, say) but you will still need togive your credit card details at the outset. If you don't wishto continue at the end of the evaluation period you need tocancel your membership to avoid charges.

CDs containing Internet connection software are oftenprovided free on the front of magazines and in shops andsupermarkets. Or you may receive Internet free trial CDs inthe post, if your name and address have found their wayonto the Internet Service Provider's mailing list.Some criteria for choosing an Internet Service Providermight include:

Speed and reliability when connecting to theInternet.Telephone access numbers available at localtelephone rates (if using a dial -up modem).The monthly or yearly subscription charges.The number of e-mail addresses per account.The quality and cost of the telephone supportservice.Support for the latest technology, includingbroadband.In the case of services providing content, the qualityand quantity of the pages of information - news,sport, travel, weather, etc., and their value forresearch and learning.The amount of Web space available for subscribersto create their own Web sites and any charges forthis facility.Controls available for parents (and grandparents)over children's access to inappropriate Web sites.

273


It's very easy to be confused by the large number ofcompeting deals offered by the Internet Service Providers.A good source of help is the computing press, whichregularly publishes helpful comparisons of the various ISPsand their charges. If possible talk to people who haveexperience of using various Internet Service Providers.

If you already have access to the Internet, perhaps throughyour local library or an Internet café, you can find a lot ofinformation about Internet Service Providers by simplyentering the abbreviation ISP into a search engine such asGoogle or MSN. This finds lots of Web sites givingcomparisons of the major Internet Service Providers suchas BT, AOL and Tiscali. It also states whether broadband,services are available in your area of the country

t1.5Tiscali Broadband

BT Broadband

04.99 per month for unlimited 2Mb (40x speed) broadband+ phone bundle including free weekend calls

£17.99 per month for unlimited up to 8Mb (160x speed) broadband+ phone bundle including free weekend calls

£19.99 per month for unlimited 2Mb (40x speed) broadbandunlimited free local and national UK calls

Free connection -save £50 Free modem -save £50

Free local and national phone calls every weekend- savings on standard BT call rates at other times

Free e-mail anti-spam & anti -virus service

Got any questions about ordering Tiscali Broadband?Call FREE on 0800 458 1800 to speak to the Tiscali Broadband sales teamand order broadband today. (Lines are open Bam to 10pm, seven days aweek)

www.tiscallco.uktbroadband

Click here for more information on this offer

£9.95 per month up to 8Mb (160x speed) BT Total Broadband- special offer for first 6 months (usually £17.99 per month)- upgrade to BT Home Hub wireless for only £30 (on-line orders only)- 2GB monthly usage allowance included (regular user)

£14.99 per month for up to 8Mb (160x speed) BT Total Broadband- special offer for first 3 months (usually £22.99 per month)- free wireless BT Home Hub router (on-line orders only)

share your broadband connection without wires- free PC security software from Norton + identity theft support 6GB monthly usage allowance included (heavy user)- upgrade to 4(038 monthly usage allowance for £22.99 per month

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Making a Broadband Internet ConnectionMajor broadband Internet Service Providers include AOL,Tiscali and BT. For a listing of their offers, log on to Websites such as www.broadbandchecker.co.uk or UKOffer.com.These and similar sites can be found by entering theabbreviation ISP into a search engine such as Google. Amajor consideration is the speed of data transmission,ranging from 1Megabit/sec to 8Megabits/sec with acorresponding range of prices from about £10 to £30.When you subscribe to a service such as BT Broadband,you will be supplied with a kit containing everything youneed. However, before you can actually make yourconnection to the Internet, the telephone line from theexchange to your house has to be activated or "broadbandenabled". The BT Broadband Pack includes a specialADSL modem which plugs into a USB port on yourcomputer. There should also be a filter, a small plastic boxwhich enables both the ADSL modem and an ordinarytelephone to plug into the broadband -enabled telephoneline. Finally the broadband pack contains a software CD for"driving" the modem and an easy -to -follow instructionbooklet. This explains how to connect the modem and getonline with a username and password (if applicable).

Wireless (Wi-Fi) NetworkingIf you have two or more computers, a wireless routerallows several machines to share a single broadbandInternet connection. The router may be "standalone" or partof an ADSL modem connecting one machine to thebroadband -enabled telephone line. Each of the othermachines is fitted with a wireless (Wi-Fi) LAN adapter inthe form of an expansion card or a dongle which plugs intoa USB port in the computer

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Making a Connection Using a Dial -up ModemThis section applies to computers fitted with a dial -up or56K modem and running Microsoft Windows with a Webbrowser such as Microsoft Internet Explorer or NetscapeNavigator. There are several ways to make a new dial -upconnection with an Internet Service Provider. All of themrequire you to provide the same information, i.e. your nameand address, telephone number and credit card details.During the creation of the new connection you will set up aUser Name, i.e. the name you use to log on to the Internet.You will also create or be assigned a unique Password andone or more E-mail Addresses.There are several ways to launch the process of connectingto an Internet Service Provider. You can use a free CDfrom the Internet Service Provider or you can use the NewConnection Wizard in Windows XP. Additionally, if youknow the telephone number of your chosen ISP and haveobtained a User Name and Password the connection can beset up manually.Creating an Internet Connection Using a Free CDYou can often pick up a free CD in many of the bigsupermarkets and computer stores. This will enable you toconnect to an ISP such as AOL and may give a free trialperiod of perhaps 30 days or so. Place the CD in the driveand wait for it to start up automatically (a process known as"autobooting").

276


You will be asked to enter a temporary User Name(sometimes also called a User ID or a Reg Number). Youmay also be asked to enter a temporary password. Thistemporary information is normally printed on the cardboardcase of the free CD. With this information you will be ableto connect to the ISP and enter all of your personalinformation and credit card details. You should also be ableto set up your own personal User Name and Password andalso your e-mail address. At the same time make a note ofthe telephone number for cancelling this Internet account, ifit is a time -limited free trial which you may not wish tocontinue at the end of the trial period.

Using the Windows New Connection WizardIf you haven't obtained a free CD you can use the New

Connection Wizard in Windows XP to obtain a list of ISPsin your area. Then choose an ISP and complete the newconnection by entering all of your details on-line. Theprocess can be started by launching the New ConnectionWizard from start, Connect To, Show all connections andCreate a new connection, as shown below.

New Connection Wizard

Welcome to the New ConnectionWizard

This wizard helps you:

Connect to the Internet.

Connect to a private network, such as your workplacenetwork.

Set up a home or small office network.

Choose Connect to the Internet from the New ConnectionWizard shown above.

277


On clicking Next, the wizard presents a choice of the typesof connection shown below.

New Connection Wizar d

Network Connection TypeWhat do you want to do?

O'Connect to the InternetConnect to the Internet so you can browse the Web and read email

0 Connect to the network at my workplaceConnect to a business network (using dial.up or VPN ( so you can work from home,a field office, or another location.

aet up a home or small office networkConnect to an existing home or small office network or set up a new one.

Set up an advanced connectionConnect directly to another computer using your serial, parallel, or infrared port, orset up this computer so that other computers can connect to it.

< back Next > Cancel

After selecting Connect to the Internet then Next you areasked to choose a method to set up your Internet account.Select the first option, Choose from a list of Internet serviceproviders (ISPs). This involves connecting to the MicrosoftInternet Referral Service for a choice of available InternetService Providers. Then you must select between:

Get online with MSN.Select from a list of other ISPs.

Choosing the first option above will enable you to sign-upfor the Microsoft Network. Taking the second option abovewill create a temporary dial -up connection to the MicrosoftInternet Referral Service, which displays a list of InternetService Providers accessible to your part of the country.

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Setting Up an Internet Connection from a List of ISPsThe left-hand panel of the Microsoft Internet ReferralService lists the available Internet Service Providers. Theright panel presents the packages on offer by the ISPcurrently highlighted in the left-hand panel. If you selectone of the ISPs in the left-hand panel, then click Next, youare presented with a form requesting your name andaddress, etc. After completing the form you will beconnected to the ISP server where your User Name,Password and E-mail are set up and you will be required togive details of your credit card. You may also be able tochoose, from a list, the phone number which your computerwill use to connect to the Internet Service Provider.

You are advised to check with your telephone companythat all Internet connections will be charged at the localrate. If you're a BT subscriber, you might wish to add yourISP's phone number to your list of BT Friends and Familyfrequently -used numbers attracting discounts.

Using Your New Internet ConnectionAt the end of the connection process you should be able tolog on to your chosen Internet Service Provider and,amongst many other things, "surf' the Internet, search forinformation and send and receive e -mails, as discussedshortly. You may also wish to create your own Web site ortake part in the latest "blogging" phenomenon.

These subjects are also discussed in more detail in mycompanion books "The Internet for the Older Generation",reference BP 600 and "How to Make Your Own Web Sitefor the Older Generation", reference BP 610, both part ofthe very successful Older Generation series from BernardBabani (publishing) Ltd.

279


Finding InformationSearching for information is carried out using a Webbrowser such as Internet Explorer, part of the Windowsoperating system. First you need to launch the browserfrom the start menu or perhaps an icon on the WindowsDesktop. Then you will need to enter your user name andpassword and connect to the Internet. You may also need toclick a Connect or Dial button at some stage.

user name

Password:

Once you are connected to the Internet, you will see theHome Page of your ISP, such as MSN, shown below.

thanel5 rm., INSas) elaef,

rebas en SP.TheS.Isce S. should&beim they. IC

COSna abroad? Seed fts41s tsst you set cc'Ono mars sov: Sow I*sled my IsrsoeSS Ikessr

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Knowhow ts survive the.

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Click here tofind out more

bs, Cb Ins ad...eves:

280


Apart from a large number of advertisements, you can readthe latest news items and select pages on topics as diverseas business, health and beauty and travel.

Using a Web Address to Connect to a Web SiteEvery Web site has a unique address such as:

http://www.mywebsite.com

If you know the address of the required site, enter this intothe address bar at the top of the Web browser as shownbelow.

N UK Homepage - Microsoft Internet Explorer


Search Favorites

Address i http://www.mywebsite.com

When you press Enter your Web browser should find theWeb site and display its Home Page on the screen. You canthen move about the Web site by clicking on various links

to other pages. Links are usually wordswhich are underlined when the cursoris passed over them. Also, when youpass the cursor over a link, the cursorchanges to a hand. Pictures are alsoused as links.

GamesHealth & BeautyHoroscopesHouse and HomeLoveMaps & DirectionsmobileMoney

Favorites

14 Add... [a Organize...

Hotmail Inbox

Radio Station Guide

ith) M5N.com

MGoogle

x If you find a Web site whichyou think may be useful infuture, a link to the site can besaved using the Favorites menuon the menu bar in InternetExplorer as shown on the left.

281


To return to the Web site at a later date, log on to theInternet, click Favorites on the menu bar and then select therequired site in the drop -down list of Favorites. This shouldconnect your computer to the required Web site.

Key Word Searching

You can find information about virtually every subjectunder the sun by entering key words into the search slot inyour Web Browser as shown below.

Snple White

uk:elect a Category:

in511 Search the Web

:r ale Er -c

Greater spotted woodpecker SearLAI

After clicking the Search button shown above, the Internetis searched and a list of results is presented as shownbelow. Each item in the list is an extract from a Web sitecontaining references to the key word or words.

Web Desktop News Images Local Encarta

Greater spotted woodpecker

+Search Builder Settings Help

Only from United Kingdom

Web ResultsPage 1 of 81,865 results containing Greater spotted woodpecker 0.18 seconds)

Greater Spotted WoodpeckerGreater Spotted Woodpecker ...www.grayimages.co.uk/greater_spotted__woodpecker.htrn Cached page

British Garden Birds - Lesser Spotted WoodpeckerThe male Lesser Spotted Woodpecker both drums its bill and calls like theLesser Spotted Woodpecker:www.garden-birds.co.uk/birds/lesser_spotted_woodpecker.htm Cached page.

Greater -spotted Woodpecker - Dendrocopos major Canon E350Greater -spotted Woodpecker - Dendrocopos majorwww.wildlife-galleries.co.uk/home_page1_files/Gallery_%208irds/G%203%20Wood

4

282


You can see from the previous list of search results that thesearch found 81,865 Web sites all containing references tothe words Greater spotted woodpecker. One such searchresult is shown below.

British Garden Birds - Lesser Spotted WoodpeckerThe male Lesser Spotted Woodpecker both drums its bill anLesser Spotted Woodpecker:%imw. garden -birds. co. ukibirdsilesserfipotted_woodpecker. htm C

Clicking on any of the links in the search results (shownunderlined above) takes you to a Web site, e.g.www.garden-birds.co.uk/, etc., shown above.

You may well wonder how anyone can make any sense of81,865 search results. In fact, a search can be narroweddown to eliminate the least relevant results. When wesearched for Greater spotted woodpecker, the search wouldfind all those Web pages which contained the wordsGreater, spotted and woodpecker anywhere within them.For example, a Web site containing the sentence "I spotteda woodpecker in Greater Manchester" would also match thekey words as entered, but would probably not be veryrelevant. We can avoid this and narrow down the search byenclosing the key words in inverted commas:

Web Desktop News Images Local Encarta

["Greater spotted woodpecker"

+Search u Idrtr

r Only from United KirevdtornIngS Hell)

earc

283


The inverted commas mean the results will include onlythose Web sites where the words Greater spottedwoodpecker appear next to each other and in that order.After carrying out this modified search only 3,293 Websites were found. By careful choice of key words for yoursearches you can eliminate many irrelevant entries in thesearch results.

Using the Google Search EngineApart from the search facilities built into Web browserslike Internet Explorer, there are a number of independentprograms which can be used separately. Google is a verypowerful, easy to use and popular "search engine" and canbe accessed from http://www.google.co.uk.

3 (,00gle Search:(heater spotted woodpecker Microsoft Internet Explorer

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Bed' 6 Psear,th *Favor

Address la ilasi.UTF-8&oewUTF-EikiwGreater+spotted+woodpeckergt3triGwGoogle+Searchbanetawcr°43Dcountry

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Advanced Search Preferences LINICRIOae Tools Search Tips

Gr e:el spotted Jpocker

[ Google Search

greater spotted woodpeckerGREAT SPOTTED WOODPECKERhttps'llworld-plaza.comisaitire/ crattskgrispotwoodpecker .him 2k - Cached - Similar otroe-s'

QBEAM112521.1011201GREATER -SPOTTED WOODPECKER. greater spotted woodpecker painting.www.davidmillerartco.ukhd119.htm - 2k - Cached - Similar cages

Searching is covered in more detail in the companionvolume to this book, entitled "The Internet for the OlderGeneration" from Bernard Babani (publishing) Ltd,reference BP600.

1

284


Tracing Your Family HistoryThe Internet has made tracing your ancestors much easier.For example, typing a relative's name into a key wordsearch (as discussed previously) is quite likely to yieldsome relevant information. You will probably need tonarrow it down with additional key words such as place

6names. If the person has been involved in sport, clubs,academic research, business or great disasters, for example,you are likely to find plenty of references.

The 1901 Census Online allows you to find family groupsliving at particular addresses. For each family member youcan find their name, place of birth, occupation, age andmarital status, etc. You can view copies of the handwrittenforms completed by the census enumerators in 1901.

Some useful Web sites including hints and tips aboutresearching family history are:

www.census.pro.gov.uk www.ancestry.com

www.genuki.org.uk www.familyrecords.gov.uk

www.lookupuk.com www.rootsweb.com

You may find that someone has already started a Web sitefor your family and saved you a lot of hard work. This wasthe case in my own family, where a very comprehensivesite has been created by Mark Gatenby. The site includes aforum (shown on the next page) where notices can beposted asking for information about relatives. Through theforum I was able to re-establish contact with a cousin notseen for nearly 40 years and also exchange e -mails withpreviously unknown relatives in Canada. Mark's site can befound at:

www.gatenby.freesetve.co.uk.

285


Gatenby Family Genealogy Forum (25 Latest Messages)

Post New es ge Latest Messages

Return to Main Page I Next Page

Today's Messa Last Sever) Days

Re: Victor Gatenby/Miriam Scrimin,ger married Leeds 1906 - Teresa Rossi 3/03106

Re: Victor Gatenby/Miriam Scriminger married Leeds 1906 - Mark 3/02106

Re: Victor Gatenb /Miriam Sc - er married Leeds 1906 - Teresa Rossi 3/01106

This Web site has numerous pages of family recordsaccessed via menus such as Births, Marriages, Census,Places, Parish Records and Family Trees, as shown below.

From this I was able to view (and print out) my own familytree, "Gatenbys from Guisborough and to Canada".

1 The G.tenh Bi YOkkrBhike - Microsoft Internet hYploret

Back - Search Faoo t

.0atenby.freeserve.c.

Arthur Wright1877-192e Guisbro

1901Annie glisabeth 111030111

John Heiden01902 Middle..11986

m 1939akritzie Maud

bertha IllealRith Am John1879-1962 hap181.1

m George/G.2DM. m Tam BOG.

Jukes Atex..derJoan BURTON

Jill KOInnes Bridget[ George Dauldm gases Hudson 21111. . Susan Sanest. BUT

I

as 9v Lie 9c W.0 Mery modeen Claire Gardiner

1319ff:ill ti'd.l'alo01970 OB.,. [Maria

m 1929 Banda NaryPICK

0"p,rz""sus+. 58.009 1975 Olive

Karr Elisabethb190$ d1947

al Barman To?ei2 Reginald KITORMNSON

Christine JOYm Peter Lamm

Artlairb 1906

013.0.

Kenneth Gerald James

Ronaldunk

Ear5orieIrene

York

286


Using E-mailE-mail is a method of communicating between peoplearound the world. Most e -mails consist of a text message,typically a paragraph or two long. Longer documents canbe sent as e-mail attachments, as discussed shortly.

Tool

DavidRachaelGeorge

A gvogr2000

PSsaon ro Sent F,.:4 -Jr Send Save Draft f. Cancel

g m, Paragraph - Font Style Fora Size 1j I U

-t 4^Dear Jill

I have been looking through my attic and came across some oldphotographs of your family's time at Marsh Faint There must be atleast 100 photographs.

Simply type in your message as shown above. You mustenter the e-mail address of your intended recipient(s) in theTo: slot and make an entry next to Subject:. Cc: and Bcc:allow you to send "carbon copies" to other people. Afteryou have typed in your message click the Send button andthe message will travel almost instantly to the InternetService Provider used by the person receiving your e-mail.

If your e-mail contact is not currently logged onthey will receive your message next time theyconnect to the Internet and read their e-mail.

If your contact is logged onto the Internet theyshould be able to read the message almostimmediately.

287


The new mail will be saved in the Inbox of the recipient.From here they can read the message, delete it, print it onpaper or save it in a folder.

Home

pragetenbra,hotrnailcom

air Inbox

Junk Mail

A. Sent Messages

Compose Contacts

Free Newsletters i M5hir

Delete 51uck Mark As Unread Put in Folder...

1:3 Hotmal Member Servi... A new year - a new Internet

0 Mark Gatenby Re: 1901 census Gatenby

Windows comes with the e-mail program, OutlookExpress. If you subscribe to an Internet Service like AOL,this has its own e-mail program, often called an e-mailclient.

To start sending and receiving e -mails you will need:

A computer with a connection to the Internet via amodem.

An e-mail program such as Outlook Expressincluded as part of Microsoft Windows.

An e-mail account set up with an Internet ServiceProvider, including a user name and password.

You own unique e-mail address such [email protected].

The e-mail addresses of people you wish tocorrespond with.

288


E-mail Addresses

When you sign up for an Internet account you will be ableto choose, or be given, your own e-mail address. This is aunique location enabling your mail to reach you fromanywhere in the world.

Common types of e-mail address are as follows:

[email protected]

[email protected]

[email protected]

The part of the e-mail address in front of the @ sign isnormally your Internet user name or login name. Thesecond part of the address identifies the mail servercomputer at your company, organization or Internet ServiceProvider. The last part of the address is the type oforganisation providing the service. In the previousaddresses .com refers to a commercial company. Otherorganisation types include:

.edu education

. gov U.S. government

.org non-profit making organisations

. co UK commercial company

A two -digit country code such as uk or fr may be added tothe end of the e-mail address.

289


Some of the main features of e-mail programs are:

Copies of incoming and outgoing messages aresaved in special folders such as the Inbox andOutbox or Sent Messages folder. You can alsocreate and manage your own folders for organisingyour e-mail, as shown below.

1 1)012:lite Jmark unr<- Hide Folders

Inbox

Junk Mail

Sent Messages

Drafts

Trash Can

Create Folder I

Manage Folders

Put in Folder..

is From Subject

Hotmail Member Send...

Mark Gatenby

A new year - a new Interne

Re: 1901 census Gatenby

An address book can be created listing all of yourcontacts. This saves typing their address every timeyou send them a message - you simply select itfrom the address book and click To:, Cc: or Bcc:.

MSN Hobnail Microsoft Internet Explorer x1

Cancel

To: Cc: Bcc: Quicknanie Addresses

0 El Mike [email protected]

Text in messages can be enhanced with the help ofa range of different formatting and editing tools.

X_143-ssr

Paragraph Font Style Font Size

E= 4ER- 4/4 A

290


E-mail AttachmentsAn attachment is a file which is "clipped" onto an e-mailand sent with it. The attachment could be a report done on aword processor, a spreadsheet, a drawing or a photograph.This would enable you, for example, to send a familyphotograph to friends or relatives in Australia or America.

If you do a lot of work with photographs, Windows XP hasa Filmstrip option in the View menu allowing you to scrollthrough your photograph collections on CD or hard disc.

nage-24.)PG

v <Image-35.3PG

00 lk

Image-50.3PG Image-55.3PG Image-61b.JPG

If you are planning to send a lot of photographs or verylarge files as attachments to e -mails, it is worth consideringa broadband connection as discussed earlier. Photographscan take a long time to send and receive by e-mail, using anordinary modem. Broadband would enable you to sendphotographs to friends and relatives around the world in afraction of the time taken using a conventional modem.

291


If you do send photographs by a conventional modem, theyshould have been saved as .jpg (or .jpeg) files. This is aspecial compact file format used for photographs. Youmight also compress photographic files using a programsuch as Paint Shop Pro. This program can also be used tosave photographs as files in the .jpg format. For example, aphotograph might have been originally saved as a .bmp file,the standard Windows graphics file format. The .bmp filewould be loaded into a program like Paint Shop Pro. Thenit is re -saved in the normal manner but with the file nameextension .jpg added, such as harvest.jpg, for example.

Sending an AttachmentThe general method for sending an attachment is the samewhatever e-mail program you are using. The new e-mailmessage is addressed in the To: bar and the text typed in theusual way. Then you select the Attach: menuoption or click the Attach icon to bring up the

AttachInsert Attachment window shown below. Thisallows you to browse through the folders on your hard discto find the file you wish to attach to your e-mail.

Insert Attachment

Look in: e...r) photos 44.10 L:0

I harvest.gif

harvest: ,3pg

Picture 003.jpg

g Picture 005. jpg

g Picture 007.jpg

Fie name:

g Picture 010.jpg

g Picture 011, jpg

g Picture 012, jpg

g Picture 015.jpg

g Picture 016, jpg

Picture 018.jpg

g Picture 019.jpgPicture 020.jpg

Picture 021.jpg

g Picture 022.jpg

harvest.jpg

g Picture 024 .jpg

g Picture 025.jpgg Picture 026.jpg

g Picture 027.jpg

g Picture 028.jpg

Files of lyper. All Files ('

attach

Cancel

I

292


After clicking the Attach: button shown on the previousscreenshot, the name of the attached file appears in theAttach: bar in the e-mail window as shown below.

A Harvest at Marsh Farm

File Edit V' Insert Fgrmat Tools Message Help

.1t)Paste Uncle: 'Check Spelling Attach

From: [email protected]

03 To: [email protected]

al Cc:

Subject: !Harvest at Marsh Farm

Attach: harvest .jpg (126 KB)

As shown above, you can test your system by sending amessage, with an attachment, to your own e-mail address.

Receiving an E-mail AttachmentAfter you click Send, the e-mail and its attachment willtravel to the Inbox of your intended contact. The presenceof the attachment in the Inbox is indicated by a paperclipsymbol next to the entry for the e-mail as shown below.

Inbox1 Fran Subject

0 in'

Mark Gatenby Re: 1901 census Gatenby

Hotmail Member Services A new year - a new Internet experience

Jim Gatenby Hat,est at Marsh Farr

When the e-mail is opened by double-clicking its Inboxentry as shown in the above screenshot, the name of theattachment appears in the Attach: bar as shown in first twoscreenshots on the next page.

293


XReply Re r* A Forward Print Delete

from len Gatenby

Date: 19 January 2003 18:53/43

To: OrngeteohYllPhotrnadcorn

Subtect Harvest at Marsh farm

Attack harvest.jpg (33.1 KB)

Open Attachment Warning

Jill

Here is the photograph of your cousinlthe file name next to Attach: to see th

Opening:harvest.jpg

Some Pies can contain viruses or otherwise te harmful toYour computer. it is important to be certain that this file ishull a trustworthy source.

What would you flee to do with this file?

09Den K®eve_R to disk.

F1, Always ask before otrer8rg the type of fie

M CancelFirst you need to double-click the name of the attachment,harvest.jpg, as shown above Subject: Harvest at Marsh Farm

and on the right. Then, in Attach: g harvest.jpg (33.1 KB)

Outlook Express, the OpenAttachment Warning shown below asks you to either openthe attached file or save it to a folder on your hard disc.

Open Attachment Warning

Opening:harvest.jpg

Some files can contain viruses or otherwise be harmful toyour computer. It is important to be certain that this file isfrom a trustworthy source.

What would you like to do with this file?

0 Ogen it(3);Save it to disk

All e-mail attachments should be checked before openingthem, using an anti -virus program like Norton AntiVirus orF -Secure Internet Security. If you are using MSN Hotmail,incoming and outgoing attachments are checkedautomatically using McAfee VirusScan.

4

294

16

The WindowsMedia Player

IntroductionWindows XP and Windows Me include the popular feature,Windows Media Player. Amongst other things, this allowsyou to create a library of your favourite music and playvideo clips on your computer. So, for example, a relativecould e-mail a video clip of their children which you couldview on your own computer. You can choose from a longlist of designs, known as skins for the appearance of yourvirtual media player, such as the Windows Classic designshown below.

295

16 The Windows Media Player

The Windows Media Player is far more versatile than aconventional music centre or video player. The following isa list of some of the things you can do with the WindowsMedia Player:

Play your favourite music in the background whileworking away at the computer on a task such asword processing, etc.

Copy music from CDs to your hard disc, so that youno longer need to find and insert CDs.

Organise and manage audio and video files bycreating your own playlists in the Library.

"Burn" your own audio CDs by copying musicfrom your hard disc to the CD.

Download or "stream" (play directly) audio andvideo clips from the Internet.

Use the Radio Tuner to find and listen to radiostations of all types on the Internet across the world.

Choose from a range of Visualisations - animatedpatterns which move in time with the music. Anample number of visualizations are supplied andyou can download even more from the Internet.

Change the styling of your on -screen media playerusing the Skin Chooser.

Watch video clips and edit them in Windows MovieMaker. (Part of Windows XP rather than the MediaPlayer but included as it is a multi -media feature).

4

I1

I

296

1

The Windows Media Player 16

Starting to Use the Media PlayerThe media player is part of Windows XP and Windows Meand can be launched from start, All Programs and WindowsMedia Player. (If you do not have Windows XP orWindows Me, the media player is available separately).

All Programs

Start R.

I tie ea er0: Windows Media Player

Jessops photoexpress

last: Software

OLYMPUS CAMEDIA

The media player can also be started by placing an audioCD in the drive, then selecting Play Audio CD... as shownbelow in the Audio CD window which appears.

Audio CD ICE*

Windows can perform the same action each time you inserta disk or connect a device with this kind of file:

Music CD

What do you want Windows to do?

rRip music from CDusing Windows Media Player

4, lay audio CD'..4lindoiAis Media Place

Open folder to view filesusing Windows Explorer

Take no action

r Always do the selected action.

297


The media player opens in its own window occupying thewhole screen, as shown below. Across the top is a smallmenu bar with File, View, Play, Tools and Help drop -downmenus. Below the menu bar are several buttons whichlaunch the various main features of the media player,namely Now Playing, Library, Rip, Burn, Sync and Guide.

The Windows Media Player has the usual Pause, Play,Stop, Previous and Next buttons, etc. Most of the NowPlaying window shown above is occupied by a constantlychanging artistic display, which moves in time with themusic. This display is known as a Visualization and a largenumber of designs are available. You can change thevisualization from the currently selected example, Battery:drinkdeep, by scrolling through the available list using thetwo arrows at the top left of the Now Playing window as

shown on the left.

1

4

4

4

298


To use the media player for background musicwhile freeing the screen for other tasks, click theminimize button (shown right) on the top right ofthe window. The media player will continue inminiature (shown right)on the Windows Taskbarat the bottom of thescreen. Click the icon on the bottom nght to restore themedia player to its full size.

Skin ModeThe media player can be switched between the Full Mode(shown previously) and the Skin Mode shown below. Thisis done by selecting Skin Mode from the View menu acrossthe top of the media player window in Full Mode orby clicking the icon (shown right) on the lowerright of the media player. In the screenshot belowthe Windows Media Player is shown in Skin Mode against abackground of the Windows Desktop.

Or,

I 11 -itSymphony No. 9 (Scherzo)

Ludwig van Beethoven, ca

299


Copying Music from CDs to Your ComputerIt's very convenient to make copies of your favourite CDtracks onto your hard disc. This means that the music youenjoy is always available while you are working at thecomputer. You don't have to search around for CDs andkeep swapping them in the drive. You can also copy just aselection of your favourite tracks and it's possible toorganize these into personalized playlists.

To begin the copy process, place the required CD in thedrive and select Rip musicfrom CD from the Audio CDdialogue box which pops up,

as shown on page 297. Alternatively you can click the Rip

button near the top of the screen or the Rip Music button atthe bottom right. By default, all of the tracks are ticked, butyou can exclude tracks by clicking to remove the tick.

c4Rip music from CDusing Windows Media Player

Enya - Paint the Sky with Stars: The Best of Soya

0O 2 Caribbean Blue

0 3 Book of Days

O 4 Anywhere Is

El 5 Only If...

O 6 The Celts

9 7 China Roses

9 8 Shepherd Moons

El 9 Ebudae

CI 10 Storms in Africa

9 11 Watermark

9 12 Paint the Sky Wkh Stars

!i a 13 Marble Halls

li El 14 On My Way Home

ii El 15 The Memory of Trees

i 1:1 16 Boadiceali

3:58 Ripped to library Enya Soya; Roma Ryan New Age New Age AMA

2:56 Ripped to library Enya Soya; Roma Ryan New Age New Age AMA

3:46 Ripped to library Enya Enya; Roma Ryan New Age New Age AMA

3:19 Ripped to library Enya Enya; Roma Ryan New Age New Age MG2:57 Ripped to library Enya Enya; Roma Ryan New Age New Age AMG

4:40 liWg,-(i.411n Enya Enya; Roma Ryan New Age New Age AMG

3:40 Pending Enya Soya; Roma Ryan New Age New Age AMA

1:52 Pending Enya Enya; Roma Ryan New Age New Age AMG

4:11 Pending Enya Enya; Roma Ryan New Age New Age AMA

2:26 Pending Enya Soya; Roma Ryan New Age New Age AMG


3:55 Pending Enya Traditional New Age New Age AMG

3:38 Pending Enya Enya; Roma Ryan New Age New Age AMG



4

300


The LibraryAfter you have copied the CD, its details are displayed inthe Library, accessed via its own button as shown below.Down the left-hand side of the library is a list of folderssimilar to the Windows Explorer.

Windows Media Player

File View Play Tools Help

11111111111111111 Search Library 2pbons

Paint the Sky_with Stars:

9 j' All Music9 041 Album Artist

Beck

David Byrr

Enya

Paint t9 @/* Fleetwood 4v. Leonard C Ceik Michael Ar9 New Stolle

9 eiti Queen

1 Orinoco Flow2 Caribbean Blue3 Book of Days4 Anywhere Is5 Only If...6 The Celts7 China Roses

9 Ebudae10 Storms in Africa11 Watermark12 Paint the Sky With Stars

MArhIp Halle

EnyaEnyaEnyaEnyaEnyaEnyaEnya

EnyaEnyaEnyaEnyaFnvA

You music is categorized automatically into the Genre -Classical, Jazz, Rock/Pop, etc., and you can also selectrecords by Artist, Composer, Year Released, etc.

The Library lists all of your audioand video files and allows you tocompile your own playlists, orgroups of your favourite records.Then you can select a playlist and

listen to just those particular records whenever you want.

110,1, My Playlists

L:: FleetwoodJims Classics

Leonard Cohen

301


Playing Music from CD or Hard DiscTo play music from a CD, simply insert the CD in the driveand the media player will start up automatically with theNow Playing feature selected. To play music which hasbeen copied to your hard disc, start the media player andopen up the Library. Select the required playlist or album

from the left-hand paneland click the Play button tostart the music.

Click the Now Playing button to display the currentlyselected visualization as shown below.

You can cycle through the visualizations using the arrows,shown, in this example, next to Ambience: Random.

h rti Rai crn

4

1

11

1

4

302


The GuideClicking this button connects you to theInternet and the Windows Media Guide.On this page there are links to variousmultimedia sources. Here you can selectfrom a range of online music stores and purchase anddownload music to be saved on your hard disc. You canalso connect to various online radio stations and listen tomusic directly. You can watch videos using a processknown as "streaming"; the multimedia files are notrecorded on your hard disc but instead you watch them asthey are being downloaded. If your Internet connection isvia a dial -up modem, the performance of streamed video isvery limited. Broadband connections, such as ADSL andcable modems, operating many times faster than thetraditional modem, are much more suitable for streaming.

Copying Music from Your Hard Disc to a CDWindows XP includes its own CD burning software,described earlier in this book, for the copying of data filesto CD. CD -R media can only be used for one recordingsession, while music copied to the reusable CD-RW maynot be compatible with certain types of CD player.

Place a blank CD in the CD drive. Now click the Burnbutton and then click Burn List. Select the required playlistfrom the list which appears on the left of the screen; thetitles of the selected records should be listed in the left-hand panel of the Burn screen. Now click Start Burn tocopy the selected music to the CD.

You should only use the Burn feature in the WindowsMedia Player to make a single CD copy of music you havebought legally, perhaps from an online music store.

303


Windows Movie Maker

This component of Windows XP and Me allows you toview and edit videos. The program is launched from start,All Programs, Accessories and Windows Movie Maker. Youmay be able to view a sample video provided in WindowsXP by selecting File, Import..., My Documents and MyVideos then selecting Windows Movie Maker SampleFile.wmv. (File may not be installed on every computer)

E. Edt Bey hi*

61 X ;`,^ X t:s r.Mo.% a Sad - qwgara

Colegime

al my ColabonsWrsiorffiftwisMi.

000 0004orapataas

Select Open and a series of clips are created as shownabove in the middle panel. The video is divided into clipsfor ease of editing. A clip can be edited by cutting ortrimming and a voice-over can be added.

The timeline along the bottom simulates a piece of film.Clips can be dragged and dropped onto the timeline tomake a film in a particular sequence. Then the completefilm can be played by selecting Play Entire Storyboard/Timeline from the Play menu. Video clips can be sent tofriends and relatives as e-mail attachments.

ti

4

4

304

IndexAccessibility 24, 86 Computers

wizard 102 building 51Accessories menu 86 buying 51ADSL modem 30 environment 52Aligning text 155 Computers, facts about 11All Programs 85 Control Panel 88, 91Anti -virus software 258 category view 88Application 91 classic view 89

software 37 Copying music from CD 300Attachments 126, 291 Copying using Send To 237Averages, spreadsheet 199 dCut an paste 152

Backup 233 Data, loss of 234CDfloppy disc

238236

Database 125,creating

209214

media 235 design 212Bar chart 202 editing 223Base unit 13, 33, 56 entering data 217Batteries, camera 31 field 210Block operations 149 file 209Bluetooth 15 form design 225Borders and shading 170 form view 211, 225Broadband 30, 54, 269, 275 ideas 232Building a computer 51 list view 210Bullets and numbering 175 printing 222

record 210Cables, connecting 60, 65 retrieving file 221CD Drive 40 saving 220CD Writing 239 searching a file 227CD -R, CD-RW 41 sorting a file 229Cells, formatting 189 DeletingCells, spreadsheet 187 block of text 150Centred text 155 files and folders 90, 246Checklist Desktop publishing 167

database 231 Dialogue boxes 98DTPediting document

181160

Dial -up modem 29, 54,Digital camera

27631

spreadsheets 208 Documentword processing 144 editing 145

CLAIT course 120 retrieving 146Columns 163 Dongle 15, 242Column width, s/sheet 188 Dragging, dropping 249COM ports 56 Drop -down menus 23, 99Computer system 13 DVD 42

assembling 55

305

Editing a document 145E-mail 126, 287

addresses 289attachments 291

Enter or Return key 136Entering a Web address 281Exercise

database 230DTP 180

Exercisespreadsheet 193, 206word processing 143, 158

Expansion Cards 25, 39, 45

Family history 285Field 210, 214File and folder tasks 245File 37, 72, 209, 250Filter 30, 54Flash drive 15, 235, 242Floppy disc 38

formatting 236Folder 84, 250

create new 99, 133Fonts 128, 131, 168Formatting

document 154Toolbar 154

Gigabyte(GB)Go ogleGraphics cardGraphs and charts

Hard disc driveHeaders and footersHealth issuesHibernateHousehold spending

376, 28425, 58

185, 201

36, 441645463

184

IconsInkjet PrinterInsert

dateheaders and footerspictures

526

164164172

rows and columnstexttime

Installing SoftwareInternet

accessconnecting toConnection CDExplorerService Providerusing

ISP

Justified text

Key word searchingKeyboard

Microsofton -screenshortcuts

Labels, spreadsheetLandscapeLaser PrinterLeaderLetter, preparingLine spacing

191151164112

54268276126272265272

155

2821520

20, 10919, 165

18813227

139130

156, 176

Magnifier 24, 106Media Player 72, 87, 295Media Player Guide 303Media Player Library 301Megabyte (MB) 37Memory 35, 45Memory cards 32Menu bar 6, 95Menus 6Microsoft

Windows 8WordArt 176Works 111, 127

Modem 29, 59Monitor 24, 58

CRT 24TFT 24

306

Mousedgginmg

4, 2122, 92

Recycle Bin 90,Repairs

24761

MoveItems 252 Replication 198Moving Resolution, screen 25

block of text 152 Right click 92and copying files 248 RSI 54and copying folders 248

My Computer 82 Safety and security 53My Documents folder 80 Save As 99, 133

Scanner 28Narrator 108 Screen resolution 25Network card 59 Search and Replace 151New Connection Wizard 277 Searching the Internet 280Numeric keypad 17 with Google 284

SelectingOn -screen keyboard 109 rows and columns 190Operating System 7, 71 Selecting text 149

Send To 237Page margins 157 Setting up a computer 47Paper size 132 Shortcut, on desktop 100Parts of a system 13 Shutting down 62Path 84 SIMMs 35Peripheral units 14 Software 2, 37, 112Phishing 264 Sound card 58Pie chart 205 Special needs 101Pixel 25 Spelling Checker 153Playing music 302 Spreadsheet 124Pointer 4 averages 199Pop-up menus 23 basics 186Portrait 132 calculations 194Ports 14, 46, 56 creating 187Print Preview 141 formulas 198, 200Printer 26, 64 replication 198

driver 64 using 183testing 67 Start button 61, 79

Printing 142 Start menu 21, 85Processor 34, 44 Sub -folders 84Product Activation 76 Supplier, choosing 47Programs 1, 85 System Tools 87PS2 ports 56 Systems software 37

RAM 35 Tab key 136Recalculation Table, inserting 161

spreadsheet 185 Template 140Record 210 Text in columns 163Recovering backup files 243 Toner 27

307

Toolbar 96Totalling rows, columns 194Tower 14, 33

Undoing actions 148, 247Upgradeability 43Units, ins, ems, etc. 139USB

cable 31, 64dongle 15, 242flash drive 15, 235,hub

24246

ports 14, 33, 56Uses of computers 10Utility manager 110

Virus definitionsupdating 263

Virus protection 254Virus types 256

Whiz kids 9WIMP System 7Windows 5, 71, 91

Explorer 83Media Player 87, 295Movie Maker 304Update 90

Windowsactivation 76brief tour 78displaying 97hardware 74installing 75Microsoft 8TaskBar 79, 94tiling 97XP 71

Wireless (Wi-Fi) network30, 275

Word count 162Word processor 123, 127WordArt 129, 176

308

Babani Computer Books

Computing for the Older Generation You can learn to use a computer at any age. Especially written for the over 50's, using plain English and

avoiding technical jargon. Large clear type for easy reading. Amongst the many practical and useful ideas for using your

PC that are covered in this book are:- Choosing, setting up and understanding your computer

and its main components.- Writing letters, leaflets, invitations, etc., and other word

processing jobs.- Keeping track of your finances using a spreadsheet.- Recording details of holidays and other ideas using a

database.- Using the internet to find useful information, and e-mail

to keep in touch with family and friends.- Making 'backup' copies of your work and checking for

viruses.- How to use Windows XP to help people with impaired

vision, hearing or mobility. Provides the basic knowledge so you can gain enough

confidence to join the local computer class.

1151 Older Generation

9

ISBN 0-85934-601-3ISBN 978 0 85934-60 6

111780859 34 60 16

0 0 7 9 9>