Contents
The Windows XP Desktop...............................................2
A typical application window...........................................3
Using an application window............................................4
Controlling the display/size of a window...........................................4
Closing the document or the application?.........................................4
Closing crashed programs.....................................................................4
Re-sizing a scaleable window................................................................4
Using a Horizontal Scroll Bar................................................................4
Switching windows between open applications................................5
Switching windows between open documents/files.........................5
Using the mouse................................................................5
Click or double-click?.............................................................................5
Left-click or right-click?..........................................................................5
Dragging.....................................................................................................5
The Keyboard....................................................................6
The Start Menu.................................................................7
Loading Applications...............................................................................7
Returning to previous work..................................................................7
Changing settings.....................................................................................8
Dealing with printers..............................................................................9
Shutting down your computer..............................................................9
Using Help...............................................................................................10
My computer...................................................................11
Finding out about your computer......................................................11
Looking at the “contents” of your computer.................................11
Exploring your computer.....................................................................12
What do the disk drive symbols mean?...........................................12
Windows Explorer..........................................................13
How information is stored on your computer...............................13
How the computer knows which files belong to a program......13
Selecting files and folders.....................................................................14
Copying, moving and deleting.............................................................15
Renaming files.........................................................................................16
File names................................................................................................16
File properties........................................................................................16
Sorting files..............................................................................................17
Creating new folders............................................................................17
Creating shortcuts.................................................................................18
Formatting floppy disks........................................................................18
Searching for files...................................................................................19
Finding files by other attributes..........................................................20
Using a simple application..............................................21
A text editor...........................................................................................21
Saving a file..............................................................................................21
Printing.....................................................................................................22
Controlling print jobs...........................................................................22
Managing your Desktop..................................................23
Display settings.......................................................................................23
Background picture...............................................................................23
Screen saver............................................................................................23
Changing the date/time........................................................................24
Changing the speaker volume.............................................................24
Installing Applications.....................................................25
Installing new programs.......................................................................25
A word about viruses...........................................................................25
File compression....................................................................................25
Using the Clipboard – cut, copy and paste...................26
File extensions.................................................................27
Page 1 Windows XP Neil Adam – IT Services
The Windows XP Desktop
My Computer icon Folder icon Background
Desktop Computer information on Desktop picture (or
Access to hard disk, programs etc “wallpaper”)
Your “work space” when
the computer starts up.
Icon Shortcut to
Picture representation of My Docu-
a program, folder or ments
function
Button
Recycle
An active block, labelled
with text or an icon, Bin icon
which appears to “push
in” as it is clicked. Quick
access to functions Other icons
on Desktop
Taskbar
Quick access to
computer functions and Taskbar
running programs (The whole
of this
Shortcut bottom line)
Icon (or other link) Applications
which takes you to a Start Menu button which are running
program which is not Run applications
stored in the current Access recently used files
folder Change settings System Tray
Shut down computer Date/time
See which system utilities
My Computer are running
The place where Quick Launch Bar Print manager icon
Windows gathers all the Computer owners can put appears here while
information about the shortcuts here for printing
computer you are commonly used programs
working on – its
hardware, programs and
files The Windows Desktop
The Desktop will look different on virtually every computer you will use.
My Documents Although the major elements (labelled above) are common, the appearance may
The normal (‘default’) be very different. Some people allow the Desktop to get cluttered with icons
place for storing the for all sorts of programs and files they have installed; others have a very bare
documents you are Desktop with no background picture and few icons.
working on. (Called “My
Many of the elements will look different for a computer attached to a network,
Work” on many network
and may work differently. There may be restrictions on installing programs,
computers)
changing system settings (such as the date or the background “wallpaper”);
some icons (such as the Recycle Bin) may not appear at all.
Page 2 Windows XP Neil Adam – IT Services
A typical application window
Title bar
Name of Minimise, restore and close
application/document Window Title Bar buttons for this application
appears here
Use it to drag the
window around the Menu Bar
screen
Main
Menu bar Toolbar
Access to the main
functions of the
program
Commands are listed
as words in a
hierarchical menu
structure
Additional
Toolbar toolbar
Quick access, via Status
buttons, to common
functions
Bar
Often duplicates menu Scroll bars
access to the same Main working
functions area for the
Other toolbars can application Windows XP
often be displayed from Taskbar
the “View” menu
A toolbar is said to be
“docked” when it is
attached to an edge of
An application window
the window
Each program will have its own unique application window, according to the
Status bar needs of the user (as the programmer understood them!). The example above
is from Microsoft Word. Many of the elements, such as the display and location
Information about the of toolbars, are often under the control of the user.
running of a program is
usually displayed here
Details, such as the
type of object selected
or location on screen
of the mouse pointer,
may also be displayed
Page 3 Windows XP Neil Adam – IT Services
Using an application window
Controlling the display/size of a window
Close Close Use the Close button to close a document or exit an application
(depending on the context in which it is done). You will
Maximise normally be asked to save your work if you have not already
Minimise done so.
Maximise Make an application (or document) fill the whole screen
Restore Down Minimise Make an application (or document) reduce down to just an
entry on the Taskbar, or an icon
Restore Make an application (or document) display in a scaleable window
Down – that is one which can be re-sized. This window is normally
smaller than the screen, but could be bigger
Closing the document or the application?
The buttons at the end of the main
title bar control the application
Other buttons below this control
individual documents or files
Closing crashed programs
If a program has stopped responding (and is not just busy), you should still be
able to close it by clicking the normal Close (“cross”) button. You will then get
a message from Windows asking for confirmation. If this does not work, try
right-clicking a “blank” area on the Taskbar, selecting Task Manager from the
shortcut menu and see if you can close it from from the Applications tab.
Re-size Re-sizing a scaleable window
Place the mouse over the corner of
a window. A double-headed arrow
appears. Hold down the left mouse
button and drag the window to the
size required
Scroll bar Using a Horizontal Scroll Bar
Set of controls allowing
Click here to see a “screen” left/right
the user to move around Click here to see Click here to see
a document left of the display right of the display
This button, or “thumb”, marks the position of the display
relative to the whole width of the page or diagram.
Drag the button to a new position relative to the whole text or picture
Page 4 Windows XP Neil Adam – IT Services
Using an application window (cont.)
Switching windows between open applications
Click on the button representing the application on the Taskbar
Switching windows between open documents/files
Some applications (eg. Microsoft Word) put a separate button on the Taskbar
for each document. Otherwise, click on the name of the document/file in the
Window menu
Note: when a particular window is not full screen, you can click on any window
behind it, which will then automatically jump to the front.
Using the mouse
Click Click or double-click?
Double-click Click Press the mouse button. (Use the left button unless stated). This
normally “selects” an icon, name, or object
Double-click Press the mouse button twice in rapid succession, without
moving the mouse. This both selects the item and activates it.
(If you find this difficult, you can often just click, then press
)
But which? “Active” items – those which briefly highlight or change as the
mouse moves over them – only need a single click. Those which
are static need a double-click
Left-click Left-click or right-click?
Right-click Left-click Press the left mouse button. Do this unless told otherwise!
Right-click Press the right mouse button. In many programs this will bring
up a “shortcut menu” of useful functions related to the activity
you are doing
Drag Dragging
Drag Left-click on an object and hold down the left mouse button.
Move the mouse, while holding down the left mouse button,
until the object is correctly re-positioned, re-sized or items
selected. Let go of the left mouse button
Page 5 Windows XP Neil Adam – IT Services
The Keyboard
Alt Rarely used. Bottom left of K/B
Note: many notebook
computers have these Backspace Delete previous character. Right of numbers, top of K/B.
special keys in different Also see Delete
places
Caps Lock All letters typed in capitals. Does not “shift” other characters.
Left of K/B
Control For special commands using keyboard. Bottom left of K/B
Cursor key One of the four arrow keys in T-shape, or on numeric keypad.
For Moving cursor or pointer around screen, or selecting
options
Delete Deletes character(s) after cursor or which have been selected.
Found on numeric keypad or as separate key. See Backspace
Enter Create a paragraph when typing. Accept this piece of data typed
or Return into a database, or into a cell on a spreadsheet. Right of main
K/B or on numeric keypad
Escape Forget about this command. Back to the last menu. Quit. Top
left of K/B
Function key One of 10 or 12 Function keys. Use depends on program. On
top row of K/B (or left of main K/B)
Home Move the flashing cursor (insertion point) to the start of the
line. Above cursor keys. (“End” moves to the end!)
Insert Insert text held in memory. Change between “overtype” and
"insert" modes. Found on numeric keypad or as separate key.
Num lock Sets the numeric keypad, when on, so that numbers are typed
rather than using the cursor commands. Above numeric keypad
Page up Move up through document/file by one “screen” (not necessarily
a page). Near cursor keys. (“Page down” does the reverse)
Shift Hold down to type a capital, or one of the symbol characters
above a number or other symbol. Left and right of main K/B
Tab Move across a table. Move to next field or command. Above
Caps Lock on the left of K/B. (Shift-Tab often goes back)
Page 6 Windows XP Neil Adam – IT Services
The Start Menu
Loading Applications
The Start Menu is the normal way of finding and loading applications
(programs), unless you have a shortcut on your desktop, or you use Windows
Explorer.
Find the program using the “cascading menus”:
click the Start button
hover over the entry All Programs until a list
appears
move the mouse right over the list, then down
if the program is listed click on it
otherwise find the submenu and repeat the hover
and move right/down process
Returning to previous work
Windows retains a list of the documents recently opened. To return to your
recent work, use the Start menu.
To find a recent
document from the Start
menu:
click the Start button
hover over the entry
My Recent Documents
until a list appears
move the mouse right
then down over the list
select the
document/file required
Page 7 Windows XP Neil Adam – IT Services
The Start Menu (cont.)
Changing settings
Within the Start Menu you will find an entry for the Control Panel. (This
Control Panel feature may be limited or entirely disabled on some network computers.)
To change the “wallpaper” settings:
Click Appearance and
Themes in the Control
Panel categories
Click Change the desktop
background in the list of
tasks
Select the required image
then click OK
Note: most items in the Control Panel
should be left well alone! Things you
may need to change include:
Date/time
Display settings (such as the
desktop’s “wallpaper”)
Keyboard, to set the language
Multimedia, especially to display the
volume control on the Taskbar
Some of these features can be adjusted
directly without using the Control Panel.
(See pages 23-24.)
Note: Some people prefer the “Classic
View” of the Control Panel. This (shown
right) can be selected from the menu on
the left of the Control Panel.
Page 8 Windows XP Neil Adam – IT Services
The Start Menu (cont.)
Dealing with printers
There is a Printers and Faxes entry in the Start Menu.
Add a new printer with
this icon (unless the
manufacturer has given
Default Printer you a disk)
The “default” is the one
that is selected unless you The “default” printer is
deliberately make another marked with a tick Look at what’s printing
choice using the Print Manager
Print Manager Set this printer as
Right-clicking over a
“default”
Program controlling the printer name gives this
progress of print “jobs” “shortcut menu”
Look at how the
printer is set up – what
size paper does it
expect?
Note: More information about printing can be found on page 22.
Shut Down Shutting down your computer
It is important to switch off the computer correctly so that you do not
accidentally lose your work or corrupt the hard disk. Always exit any
applications that are running first, saving your work if necessary.
Click the Start Ensure that the
button then Shut Down option
Shut Down is selected Click OK
Once you have clicked OK you will see a message saying that “Windows is
shutting down”. After that your computer should turn itself off. Finally turn it
off at the mains.
Note: If the computer has “crashed” (you get no response for a couple of
minutes), you may have to hold down the power switch for several seconds
until it turns off.
Page 9 Windows XP Neil Adam – IT Services
The Start Menu (cont.)
Using Help
The Help and Support entry from the Start Menu leads to an electronic “book”
of basic help on using your computer. You can pick one of the topics listed or
Help use the search option.
Type word(s) here
related to the help Click the arrow
you need button to search
for related Help
A list of Help Topics will appear. Unfortunately, the success of your query will
depend on understanding some of the jargon associated with ICT – clearly, the
computer can only do a limited amount of second-guessing!
My search on “Resolution” produced 14 results. Click in the list to see more
detail of a particular task or article.
Note: all applications will have their own Help menu for information related
specifically to that program. If you need help on the precise task you are
engaged in, try pressing the key
Page 10 Windows XP Neil Adam – IT Services
My computer
Finding out about your computer
Right-click the My Computer entry in the Start Menu. Click Properties:
Properties
Information about an
object, file or other item
Operating system
version
Installed RAM
This is the version of
Windows that is running
(Windows XP Professional
with Service Pack 2)
This shows the speed of the
processor (1.06Ghz) Click OK when you have
amount of installed memory finished viewing this
(504Mb – ie. the RAM) information
Looking at the “contents” of your computer
My Computer Click the My Computer entry in the Start Menu. (Or simply double-click the My
Computer icon on your desktop, if available.)
Double-click Click the Close
an item to see button when you
its contents have finished
Note: These notes use the Start Menu to access the Control Panel and
Printers; Windows Explorer is the means described for accessing the contents
of drives and folders.
Page 11 Windows XP Neil Adam – IT Services
My computer (Cont.)
Exploring your computer
Windows Explorer The Folders option on the My Computer screen changes to the more “classic”
Windows Explorer view:
The “structure” of your When you are exploring, the Back
computer displayed in button allows you to track back to
the left pane places you have been to before
Disk drive What do the disk drive symbols mean?
The main icons that will interest you in My Computer, if you are new to
A drive is the hardware
computers, are the disk “drives”. Some drives have removable media; some will
that turns and reads the
be internal to your computer while others may be connected via a network.
disk. Disks are the media
that disk drives use
You can also have tape Floppy disk Removable. Usually drive A:
drives. These are usually
used for back up
Hard disk An internal disk on your computer. Usually
drive C:, but you may have other drives
such as D:
CD-ROM Removable. Often drive D: or E:
Network On another computer in the network. If
drive you have one of these you will probably
have lots! Typically, your work will be saved
on F: or N:, but it may be any letter
Note: If you try to get information about, or open a drive with removable
media and there is nothing in it, you will get an error message. Either put a
suitable disk in the drive and click Retry; or click Cancel. If you have put a disk
in the drive and keep getting the error then it may be unformatted or have
become corrupted.
Page 12 Windows XP Neil Adam – IT Services
Windows Explorer
How information is stored on your computer
Directory A disk can be organised into a set of directories and folders (or sub-
directories). These terms are often used interchangeably. If a disk is like a filing
Root directory cabinet full of information, then directories are like the drawers, each of which
Folder can be labelled. These can be further divided into sections, like putting folders
in the filing cabinet, by making further subdirectories.
(or subdirectory)
File The structure can also be viewed as a tree with the main directory as the root,
folders as branches and the files as leaves. This is why the main directory of a
disk is called the “root” directory and the content of a disk is often pictured
with a branching diagram, like the following:
Root directory
for hard drive
Folders/directories
Folders/subdirectories
Folder containing
further folders (not
shown). Note ‘+’ sign
Files
Path The path for this file is:
Precise location of file C:\IT Services\Jesus & Commands.doc
File extension How the computer knows which files belong to a program
Each file name is given an “extension” of three letters following a full stop. This
file extension tells the operating system which application should load a
particular file, and thus the correct icon to display for it. This is also how
programs know which files are “theirs”. These extensions are often hidden
from the user. Some common file extensions (there are more on page 27):
.bmp Bitmap picture .mdb Access database
.dll Program library file .pdf Acrobat reader file
.doc Word document .ppt PowerPoint presentation
.exe Program file .pub Publisher document
.htm Web page .xls Excel spreadsheet
.jpg JPEG picture .zip ZIP compressed file
Page 13 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Selecting files and folders
Before you can copy, move or delete files (or folders) you must first select
Select them. The file selected will be “highlighted”. A single click selects a single file –
Multiple selections clicking elsewhere will unselect the file (and select a different one if the mouse
is over it).
Highlighting
You can select multiple files using a “lasso” technique:
Click and hold
down the mouse
button here
Drag down and
to the right
Let go here
Alternatively, you can use the keyboard to help select a block of files:
Click the first file
(once then release)
Hold down the
key and
click the last file
in the block
To select miscellaneous files you will need to use the keyboard:
Click the first file
Hold down the
key and
click on other files
Page 14 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Copying, moving and deleting
Windows has lots of ways of achieving the same thing! Although “drag and
Copy drop” can be used to copy or move files, the method described here uses “cut
Move and paste”. (See explanation of the meaning of “cut and paste” on page 26.)
Delete To copy file(s):
Restore Select the file(s) – see previous page
Right-click over one of the selected files
Click Copy in the shortcut menu
Use Explorer to open the folder (or disk drive) where you want the files
Right-click in a blank area of this folder
Click Paste
To move file(s):
Select the file(s) – see previous page
Right-click over one of the selected files
Click Cut in the shortcut menu
Use Explorer to open the folder (or disk drive) where you want the files
Right-click in a blank area of this folder
Click Paste
To delete file(s):
Select the file(s) – see previous page
(You can just press on the keyboard now)
Right-click over one of the selected files
Click Delete in the shortcut menu
A confirmation box will appear
Click Yes
Restoring accidentally deleted file(s):
Minimise Explorer or any other programs
Double-click the Recycle Bin
Select the files to restore
Click the File menu
Click Restore
(Restored files will be put back where they came from)
Note: Folders can be copied, moved and deleted, along with their contents, in
exactly the same way.
Page 15 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Renaming files
To rename a file:
File names Right-click over the selected file
Click Rename in the shortcut menu
Type a new name for the file
Note: If the file extension (.xls in this case) is shown, do not alter it –
otherwise the program that owns it (Excel) will not recognise it (see page 13).
File names
Files can have names up to 255 characters in length!
Do not use full stops, slashes (/ or \) or colons. Spaces and some other
punctuation marks are allowed, but if in doubt stick to letters and numbers.
File properties File properties
Files have “properties” which record the date they were created, their size,
Read-only who can have access and so on. The most important property that a beginner
may want to use is “read-only” – this prevents a user from writing an altered
version over a file or deleting it. (It does not prevent copying or moving,
although the user may be warned that the file is read-only.)
To mark a file as read-only:
Right-click over the selected file
Click Properties in the shortcut menu
Click in the Read-only check box
Click OK
Read-write To make a file read-write again, just repeat the process to remove the tick
Page 16 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Sorting files
Files and folders can be sorted by various attributes. Once sorted, you can find
Sorting files out other information.
To find out how many files you have got in a particular folder of a given type:
Right-click on a blank area somewhere in the folder
Hover over Arrange Icons on the
shortcut menu until a sub-menu
appears
Click By Type
Select the files of the same type
(See example below)
Here Excel (.XLS) files have been selected:
There are 4 files, with a total size of 39KB
New folders Creating new folders
To create a new folder in a given
place:
Use Explorer to display the
location for the new folder
Right-click in a blank area
Hover over New until a
submenu appears
Click Folder
(A new folder will appear)
Immediately type a name for the
folder instead of “New Folder”
Page 17 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Creating shortcuts
A shortcut represents the location of a file so that you can get to it quickly
Creating a without having to “navigate” around the folders on your computer.
Shortcut
To create a shortcut on your Desktop:
Find the actual file (document or program)
that the shortcut will point to
Right-click on the file
Click Copy in the shortcut menu
Minimise any open windows so that you
can see your Desktop
Right-click on an empty area of the Desktop
Click Paste Shortcut
You may wish to Rename
the shortcut (see p.16)
Notes:
The initial Create Shortcut menu item will create the shortcut in the same
directory as the original file
The arrow incorporated in the corner of the resulting icon shows that this is
a shortcut
Format Formatting floppy disks
All new disks must be formatted before they can be used. This process lays out
the surface of the disk and creates an index which will be its root directory.
To format a floppy disk (in drive A:)
Put a disk into the floppy disk drive
Load Windows Explorer and look for
3½ Floppy (A:) in the folders pane on the left
Do not left-click on drive A:
Right-click over drive A:
Click Format in the shortcut menu
(The correct options are likely to
have been chosen for you)
Click the Start button
Click Yes on the warning
(Formatting will take a couple
of minutes)
Click OK on the Format
Complete dialogue when it
appears
Click Close in the Format dialogue
if you have no more disks to format
Note: “Quick format” effectively clears the disk without
deleting the files. It is less secure, but may enable you to
recover previous work if you format the wrong disk by mistake.
Page 18 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Searching for files
Windows Explorer allows you to search through the contents of your hard disk
Search feature and other drives for files (or folders) you have misplaced.
To search for a file:
Click the Start Menu
Click Search in the right-hand column
The Search feature has many options. The
best way to learn is to try it!
If you are looking for a
particular type of file, try
one of these two options
Or if you know word(s)
from the name of the
file try this option
Enter the
word(s) you
know here
Click Search
Some searches may take several minutes. When complete you will see a list of
icons or names of files that matched your search. You can double-click any file
found to open it, as normal. You can also start a search from Windows
Explorer by clicking Search in the Toolbar. (Clicking Folders returns to the
“normal” view.)
Page 19 Windows XP Neil Adam – IT Services
Windows Explorer (cont.)
Finding files by other attributes
The Search pane can look for files by other attributes, including text contained
Advanced Search in the file, the date it was created or modified, and its size:
functions
If you want to find
a file containing
specific text, you
can type it here
Further options
can be seen by
clicking these
arrows on the
Search pane.
(See below)
Use these
options to find a
file saved on a
particular date or
range of dates
These options find files by
size – documents are often
smaller but pictures larger
and music/video enormous!
More Advanced
Options allow
you to find files
of a given type
JPEG (picture)
files have been
selected from
the list
Page 20 Windows XP Neil Adam – IT Services
Using a simple application
A text editor
Very simple, unformatted files can be edited using the Windows Notepad. Such
Text editor files have a .txt extension to their name.
Loading Notepad:
Click the Start button
Hover over All Programs until the
submenu appears
Hover over Accessories until a
further submenu appears
Click Notepad
Saving a file
Save To save a file:
Click Notepad’s file menu
Click Save
Type a name in the File name box
(The “.txt” should disappear
as you type)
Click Save
Save with new
name
Note: If you have already
saved a file, using Save As
in the File menu will allow
you to save the file under
a new name (as a copy)
and/or to a new location
(folder or drive).
Save to floppy disk To save a file to a floppy disk:
Ensure you have a floppy disk in the drive (A:)
Click the file menu, then Save (or Save as)
Click for the list of locations
under Save In
Click 3½ Floppy (A:)
Give the file a (new) name
and save as normal
Page 21 Windows XP Neil Adam – IT Services
Using a simple application (cont.)
Printing
Printing is often one of the most fraught areas of using a computer. These notes
Print cannot tell you how to set up, connect and check your printer. Once the
document has been sent for printing there is always the possibility of a paper
jam or that the ink will run out half way through the page.
Always save before printing!
Printing from Notepad:
Save your work!
Click Notepad’s file menu
Click Print in the menu
Choose another (If you do not wish to use the
printer “default printer, select a printer
from the list displayed)
Click the Print button
Your work will be sent to the
default printer (unless you selected
another)
Note: See page 9 for a definition
“default printer” and brief information
on how to set one up.
Controlling print jobs
When a print job is sent to the printer
an icon will appear (at least briefly) in the System Tray.
Cancel printing To cancel a print job:
Put your printer offline
(or switch off - anything to save paper!)
Print Manager Double-click the Print Manager icon in the System Tray
Program controlling Select the job to cancel
progress of print jobs Right-click over the job
Click Cancel in the shortcut
menu
Click Yes to confirm this action
Note: You will have to clear the printer’s memory of any incomplete pages.
Refer to the printer’s manual. For the job to cancel completely you may have to
put the printer back online briefly. See page 9 for an alternative way of opening
the Print Manager
Pause printing Note: You can Pause all printing using the Printer menu from the Print Manager
Page 22 Windows XP Neil Adam – IT Services
Managing your Desktop
Display settings
To access the display settings:
Display settings Right click an empty area of the Desktop
Click Properties on the shortcut menu
Wallpaper Background picture
Background picture for The background picture is called the wallpaper. To change it:
Desktop Bring up the display settings
Click the Desktop tab
Find a suitable “wallpaper”
Click the OK button
Screen saver Screen saver
The screen saver prevents an image from “burning” into the monitor. To
change it:
Bring up the display settings
Click the Screen Saver tab
Choose a Screen saver
Change the settings as required
Click the OK button
Note: Most of the features described on this page and the next can be
accessed through the Control Panel, especially when it is used in the default
“Category View”. (See page 8.)
Page 23 Windows XP Neil Adam – IT Services
Managing your Desktop (cont.)
Changing the date/time
To change the date or time:
Setting the date & Double-click the clock in the System Tray
time (The Date/time Properties should appear)
Change the date
by selecting the
month/year then
clicking on the
correct day
Change the time by
clicking in here, then
using the arrow
controls
Click the OK button
when you have finished
Speaker volume Changing the speaker volume
To change the speaker volume
Click the speaker icon in the System Tray
(Double-clicking brings up a more complex set of controls)
Drag the slider to the desired position
Click anywhere else on the screen
Note: if the Volume (speaker) icon does not appear in the System Tray, it can
be enabled through the Multimedia settings icon in the Control Panel. (See p. 8)
Page 24 Windows XP Neil Adam – IT Services
Installing Applications
Installing new programs
It is very difficult to generalise about installing programs. Most applications are
Installing installed from CD-ROM – you just insert the disk and wait a few moments for
applications it to “autorun”; then you follow through the prompts and questions, usually
accepting the choices it offers.
If a disk does not autorun:
Insert the disk
Open Windows Explorer
Click on the CD-ROM drive (D: or E:) or floppy drive (A:)
Look in the list of files for one called SETUP.EXE
Double-click this program file and follow through the prompts
Viruses A word about viruses
Malicious, self-replicating Few viruses come with software sold by reputable companies these days. The
program code most likely sources are:
Program files downloaded from the Internet
Bootleg software from a “friend”
Attachments on emails
What can you do about viruses?
Ensure you know that the source of a program is fully trustworthy before
you install It
Do not copy software from other people
Do not open an email attachment, even from friends, unless you are
expecting one
If in doubt, virus check any new file, attachment, disk or program
Keep the virus definitions for your anti-virus software up-to-date
Above all, have a decent anti-virus program installed on your computer.
This should be set to (at least):
automatically update its own definitions
check your email as it arrives
check all content that comes from the Internet
scan any disk inserted into your computer
scan all files on your computer on a scheduled basis
Compressed files File compression
Some files, such as pictures or videos, take up a lot of space in their “native”
format. File compression techniques are used to remove “empty” space and
repeated information in such away that the original data is restored when the
file is uncompressed.
Some modern file formats make use of basic compression methods, but when
you pass a file across a slow Internet connection you may need to compress it
further.
One of the most common formats for exchanging files is the ZIP. Windows XP
can create “compressed” (ZIP) files without special software, but your friends
may not have suitable software. Some compressed files that you receive may be
“self-extracting”.
Page 25 Windows XP Neil Adam – IT Services
Using the Clipboard – cut, copy and paste
The Windows Clipboard is a part of the computer's memory specifically set
aside for temporarily storing or copying information. It can (normally) only
Clipboard store one set of data at a time, depending on what was last copied (or cut) to
Area of memory reserved it. The information stored on the Clipboard can be pasted any number of times
for data cut/copied from into a program. The program does not have to be the same one that the
programs information was copied (or cut) from. However, sometimes the second
program may not understand the type of data on the clipboard when you try to
Cut paste it in from another application.
Move original data to
Clipboard
Application
Copy Program Clipboard
Copy data to Clipboard
This piece of text This piece of text
Paste is here to illustrate is here to illustrate
Copy data from Cut the principle, but
it could be any
the principle, but
it could be any
Clipboard to a new
location. You can Paste as Shortcut: Windows object Windows object
often as required including a picture. including a picture.
This piece of text This piece of text
is here to illustrate is here to illustrate
Copy the principle, but
it could be any
the principle, but
it could be any
Shortcut: Windows object Windows object
including a picture. including a picture.
This piece of text This piece of text
is here to illustrate is here to illustrate
Paste the principle, but
it could be any
the principle, but
it could be any
Shortcut: Windows object Windows object
including a picture. including a picture.
When copying between programs it is often useful to have both programs
running at once. To do this:
Load the program which will receive the data
Minimise it
Load the program that has the data to copy
Copy the data
Minimise this program
Maximise the first program
Paste the data
A quick way of swapping between the programs that are already running is to
look on the Taskbar, or to use repeatedly until you see the
name of the program you want.
Screen shot/Image Note: To copy an image of what is on screen, press the (Print Screen)
capture key. You can then paste this image into another program.
Page 26 Windows XP Neil Adam – IT Services
File extensions
Ext. File type Typical effective “owner”
File extension .avi Video QuickTime
(Also see page 13.) .bat Batch file Windows/MS-DOS
.bmp Bitmap picture Windows paint/graphics program
.cab Windows cabinet (compressed) Windows
.com Program Windows/MS-DOS
.cpl Control panel information Control Panel
.csv Comma separated variable Microsoft Excel
.dll Program library file Windows
.doc Document Microsoft Word
.drv Driver file Windows
.drw Draw file Graphics program
.exe Application Windows
.gif Graphic interchange format Graphics program
.hlp Help file Windows (on behalf of a program)
.htm Web page Internet Explorer
.inf Installation information Windows
.jpg JPEG picture Graphics program
.mdb Access database Microsoft Access
.mid Midi file Music program
.mov Movie Windows Media Player
.mpg MPEG movie Windows Media Player
.pcx Paintbrush file Windows paint/graphics program
.pdf Portable document file Acrobat Reader
.pif Program information file Windows
.ppt Presentation Microsoft PowerPoint
.pub Publication Microsoft Publisher
.ram Audio Real Player
.tif Tagged image format file (TIFF) Graphics program
.tmp Temporary file Windows (on behalf of a program)
.ttf TruType file (font) Windows
.txt Text file Windows Notepad
.wav Wave sound file Windows Recorder
.wmf Windows metafile Graphics program
.wri Write file Windows WordPad
.xls Spreadsheet Microsoft Excel
.zip ZIP compressed file WinZIP/compression program
Page 27 Windows XP Neil Adam – IT Services