Reading Material 2.1

Reading Material 2.
1: OPEN A FILE
Note: The following discussions and presentations were excerpts fromthe Manual of the @ASEAN 2013 Training Manual “Access and Retrieve
Computer Based Data”
The computer system has a central processing unit (CPU) and a screen. The latest types are 2 in 1, meaning
both the CPU and the screen are built in one/same computer unit.
Microsoft Windows (MS Windows or simply Windows) is a software called an operating system that controls
the operation of a computer. This is the first program that is loaded and it works with the other programs. It allows
the user to organize programs, files and folders. Windows starts automatically when the PC is turned on by pressing
the power on button of the computer.
In Windows, the user do the work in a rectangular area on the screen called a window. These
windows appear on a background called desktop. The desktop consists of a screen area, small pictures called icons,
and a task bar, which is usually at the bottom of the screen. The icons in the desktop represent an
application program, file, or folder, and are displayed on the desktop for quick access. The task bar is used for starting
applications, or switching between applications.
1.1 Turn On/Access Computer System Correctly
Log On Screen
When the computer has completed its testing a log-in screen will appear on the window which will ask for a
username and a password. The username is unique and issued by an employer and usually conform to a set of
business rules to ensure there is consistency within the business. It is created by the system administrator to
distinguish each user from the other user.
The password usually follow a set of rules determined by the business. Passwords are case sensitive and can
include most of the characters from the keyboard, including such as “!,@#$%^&(). The first password is
provided by the company system administrator and the employee can change the password to meet the criteria set
by the business. A password is a set of characters to prove the person is the user.
The user name and password are used to maintain the security and ensure that only approved users are
allowed to access the data. They also ensure that correct permissions are allocated to the correct user.
1.2 Select or Load Appropriate Software

There are many different types of files use in the with a decimal point separating the name from the
tourism and hospitality business. Examples of these extension (please see the table). Each program creates a
are Microsoft Word documents, Worksheets and file so the data can be recalled and edited as needed.
reports, digital photos, digital music, and digital videos. Each program stores the data of the file in a different
These types of files can be accessed or loaded using method or location in the file. For
appropriate applications in order to view, create, or edit COMMON PROGRAM FILE EXTENSIONS
the files. Acrobat Writer or Reader pdf PowerPoint ppt Adobe
Photoshop psd Adobe Flash flv
Organizing Files WinRar rar Pkzip zip Outlook pst Excel xlxs Word docx
Information is permanently stored in files which is
Web format htm
always identified by a name and optionally an extension
example a word file will store the language of the file within the file but a different program will store the same data
but in a different place within the file. It is therefore important to know which program created the file. Files are
stored in folders.
Understanding how to work with files and folders is an important part of using a computer. Once the user
understand how files and folder work, he can use them all the time.
Creating a File
Start the word application by clicking:

Start → All Programs→Microsoft® Office→ Microsoft Office Word and this will launch Word. Click the File
option from the menu bar. Select New from the file menu. Click the file name to open the file.
Opening a File
Start the word application by clicking:

Start → All Programs→Microsoft® Office→
Microsoft Office Word and this will launch
Word. Click the File option from the menu bar.
Select Open or Open Recent to find the file.
Click the file name to open the file.
As an alternative to the File>Open

approach there are two other options. One of
these is the use of a shortcut key. Rather than
use the mouse by simultaneously pressing a
combination of keys the same result can be
achieved. The keys for Open File are Ctrl-O. This key combination works in many of the Office suite of programs.
Short-Cut
to save the file.
Keys Function Ctrl-C Copy
Editing the File
Ctrl-X Cut (more from one location to another)
Saving the File
Ctrl-V Paste
Ctrl-F Find To save the recently created or edited document, select
Ctrl-W Close Save from the File menu. If saving the file for the first
Ctrl-Z Undo time, a Save As dialog box will appear. To select the
appropriate drive and folder where the file will be
Ctrl-D Font saved, click on the drop down arrow of the list box
Ctrl-B Bold text positioned below the title bar. Give or type the file Name
Ctrl-R Justify-Right Ctrl-E Justify-Centre Ctrl-N for the document then click the Save button
New Document Ctrl-S Save
To edit a file, the insertion pointer should be

position to the line or text that needs editing. Use Delete or Backspace keys to delete the text. Editing can also be
done by highlighting the text to be edited and typed in the correct keys to correct or edit. Click Save before closing
the file.
Creating a New Folder
At some point, the user may want to create a new folder to store certain files. My Computer and Windows
Explorer can be used for this purpose. To create a new folder, click icon from your desktop: My
Computer→Drive→File Menu→New→Folder
A folder will appear on the screen titled, New Folder . Type a name for the new folder then press Enter.
Closing an Application
To close the recently opened application, click:

File→Close or Exit
or
X
Click on the Close button displayed at the top right corner of the window.
For further information, watch this short video clip:
https://www.youtube.com/watch?v=BY1y_RQxIdg&feature=emb_logo
1.3 Identify and Open Correct File

Finding a File
An alternate approach to opening a file is to locate the file and open it directly, rather than using the creating
program. Click Start and then click My Computer to open Computer or Windows Explorer. By clicking you can navigate
to the folder that stores the required file. By clicking the user can navigate to the folder that stores the required file.
Files can be stored on various mediums. Please see the graphics.
Storage Medium
Storage devices are given with letter name and a

colon, for example, A:, B:, C:, D:, E: up to drive Z:. There are
three types of storage: fixed, removable, and network. The
fixed storage remains in the computer and cannot be easily
removed. It contains the programs that are used to edit and
change data and also store the data and is usually called
drive C:. Storage mediums can be:
⮚ Compact Disk
⮚ Memory Sticks
⮚ Portable Hard Disk
⮚ Network Drives
Accessing the Drive

To access the files, click on the drive and click on the folders to locate the file that is needed. Example,
if the file needed was saved from drive E, then click Drive E: various files will be displayed on the screen and each has
an icon which indicates the program that created the file. The red A type icon has an extension of .accdb and
this indicates the file was created with Microsoft® Access®, the .xlsx and indicates an Excel file and the .docx and
indicates a Word file.

When the file is found, simply click on the file and Windows will take over. It uses the extension
to pick the program to open the file and then starts that program and the program then opens the file.

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Reading Material 2.

1.2 Select or Load Appropriate Software

Start the word application by clicking:

Start the word application by clicking:

As an alternative to the File>Open

To edit a file, the insertion pointer should be

To close the recently opened application, click:

1.3 Identify and Open Correct File

Storage devices are given with letter name and a

Accessing the Drive

indicates a Word file.

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