TLIK107C - Use Information Technology Devices and Computer Applications in the Workplace - Learner Guide

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TLIK107C

MC

Useinformationtechnology

devicesandcomputerapplicationsintheworkplace

ArmstrongsDriverEducation

LearnerGuide

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Contents

Section 1............................................................................................. 7

Identifying computer equipment and systems........................ 7

Section outline........................................................................ 8

How do I identify computer equipment and systems in myworkplace?............................................................................. 9

What common computer systems and software are in generaluse? ..................................................................................... 13

How are faults identified?..................................................... 15

Where would I find information to correct computer faults?. 17

Section 2........................................................................................... 19

Setting up and shutting down computer equipment............. 19

Section outline...................................................................... 20

What should I consider when setting up my computerworkstation? ......................................................................... 21

How do I starting up my computer? ..................................... 24

Why should I check for viruses on my computer?................ 26

When do I need to use operating manuals and help screens?28How do I access software applications and data? ............... 30

Why do I need to save my files? .......................................... 34

Why do I need to log off and shut down my computer? ....... 36

Section 3........................................................................................... 39

Entering and storing data..................................................... 39

Section outline...................................................................... 40

How do I enter data accurately? .......................................... 41

How do I create and save files on my computer? ................ 46

How do I store information on my computer? ...................... 50

Section 4........................................................................................... 53

Retrieving and presenting files............................................. 53

Section outline...................................................................... 54

How do I access files on my computer?............................... 55

How are files transferred from drive to drive? ...................... 57

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Why is it important to preview my files before printing them?60

When should I use computerised projection equipment? .... 63

Section 5........................................................................................... 65

Implementing workplace procedures for the management andsecurity of data..................................................................... 65

Section outline...................................................................... 66

How do I implement workplace procedures for the managementand security of my data?...................................................... 67

Additional resources....................................................................... 69

Feedback on activities .................................................................... 71

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What this Learners Guide is about

ThisLearnersGuideisabouttheskillsandknowledgerequiredtouseinfotechnologydevicesandcomputerapplicationsintheworkplace.Thisincludesidentifyingcomputerequipmentandsystems,settingupandshuttingdownequipmentforuse,andentering,retrievingandpresentingdatainaccordancewithworkrequirements.

TheunitofcompetencyTLIK107CUseinfotechnologydevicesandcomputerapplicationsintheworkplaceisfromtheTransportandLogisticsTrainingPackage(TLI07).Ithasanumberofelementsofcompetencythatarecoveredinthisguide.Theseare:

Identifyingcomputerequipment,systemsandapplications.

Settingupandshuttingdownapplicationsandcomputerequipment.

Enteringandstoringdata.

Retrievingandpresentingdata.

Implementingworkplaceproceduresformanagementandsecurityofdata.

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Plan your learning

ItisimportanttoplanyourlearningbeforeyoustartbecauseyoumayalreadyhavesomeoftheknowledgeandskillsthatarecoveredinthisLearnersGuide.Thismightbebecause:

youhavebeenworkingintheindustryforsometime,and/or

youhavealreadycompletedtraininginthisarea.

Togetherwithyoursupervisorortrainer,usethechecklistonthefollowingpagestohelpyouplanyourstudyprogram.Youranswerstothequestionsinthechecklistwillhelpyouworkoutwhichsectionsof

thisLearnersGuideyouneedtocomplete.

ThisLearnersGuideiswrittenwiththeideathatlearningismademorerelevantwhenyou,thelearner,areactuallyworkingintheindustry.Thismeansthatyouwillhavepeoplewithinyourenterprisethatcanshowyouthings,discusshowthingsaredoneandansweranyquestionsyouhave.Alsoyoucanpractisewhatyoulearnandseehowwhatyoulearnisappliedintheenterprise.

IfyouareworkingthroughthisLearnersGuideandhavenotyetfoundajobintheindustry,youwillneedtotalktoyourtraineraboutdoingworkexperienceorworkingandlearninginsomesortofsimulatedworkplace.

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Section 1: Identifying your computer equipmentand systems

Areyouableto: Yes No

1. Identifythecomputerisedequipmentusedinyourworkarea?

2. Identifyallcomponentparts,accessories

andfunctionsofthisequipment?

3. Showhowdifferentcomputersystemsandsoftwareapplytoyourworkplaceactivities?

4. Identifyroutinefaultsinoperatingsystemsandsoftwareapplications?

5. Findinformationtofixfaults,equipment,systemsandapplications?

Section 2: Setting up and shutting down yourcomputer equipment

Areyouableto: Yes No

1. Adjustyourworkstationtomakeitcomfortableforuse?

2. Setupyourcomputertosuitworkplaceproceduresandmanufacturersguidelines?

3. Setupyourcomputeraccordingtomanufacturersguidelines?

4. Turnonyourcomputerandlogontotheoperatingsystem?

5. Checkforvirusesoncomputersoftwareandemail?

6. Selectandusethecorrectsoftwareandapplicationsforyourwork?

7. Selectthecorrectfileordataneededforyourwork?

8. Useoperatingmanualsandhelpscreensto

assistyouwithworkpractices?

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9. Saveyourfilesanddata?

10.Shutdownyourcomputerequipment?

Section 3: Entering and storing data

Areyouableto: Yes No

1. Enterdatawithakeyboardandmouse,abarcodereaderorbyothermeans?

2. Checkthedataenterediscorrect?

3. Createandsavefilesasrequiredbyworkplaceprocedures?

4. Managedatatosuitworkrequirementsandcheckitforaccuracy?

5. Correctlystoreinformationanddisk(s)?

Section 4: Retrieving and presenting data

Areyouableto: Yes No

1. Print-previewyourdocumentandaccesstheprinter?

2. Transferfilesfromoneareaofthecomputertoanother?

3. Opensavedfilesfromrelevantdirectories?

4. Useacomputerisedprojectortopresentinformation?

Section 5: Implement workplace procedures forthe management and security of your data

Areyouableto: Yes No

1. Followsecurityproceduresasrequiredinyourworkplace?

2. Manageyourinformationsystemsinaccordancewithworkplaceproceduresandthemanufacturersguidelines?

3. Totakethenecessaryprecautionstostop

thelossorcorruptionofdata?

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How will you be assessed?

Assessmentofthisunitofcompetencywillincludeobservationofrealorsimulatedworkprocessesusingworkplaceproceduresandquestioningonunderpinningknowledgeandskills.Itmustbedemonstratedinanactualorsimulatedworksituationundersupervision.

Youwillberequiredtodemonstratethatyoucan:

identifycomputercomponentpartsandaccessories

identifydifferentcomputersystemsandsoftwarethatapplytoyourworkplaceactivities

setupandshutdowncomputerequipmentasrequiredbyyourworkplaceproceduresandthemanufacturersguidelines

identifycomputerandsoftwarefaultsandeffectivelycorrectandovercomethem

findanduserelevantinformationonthecomputer

maintaincomputerfilesandrecords

enterandstorefilesanddata

retrieveandpresentfilesanddata

usecomputerisedprojectionequipmenttopresentinformation.

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Computersystemsaremadeupofhardwareandsoftware.

Hardwarecontainsthecentralprocessingunit,generallycontainedwithinarectangularbox.Hardwareincludesallthephysicalitems,suchaselectricalcomponents,circuitboardsandpowersupplyunit

andincludesthecomputerscreen,thekeyboardandmouse.Thecentralprocessingunit(CPU)includesaharddrive,tostoreinformation,aswellasexternalcomponentssuchas,afloppydiskdriveandaCD-ROMdrive.CD-ROMstandsforcompactdiscreadonlymemoryandisusedtoaccessinformationfromdiscs.

Softwareistheprogramminglanguagethatallowsyourcomputertooperate.Softwareisnotseen.Itisinstalledonyourcomputerandrunstheoperatingsystemandtheapplicationsforyoutoperformyourwork.

ConnectedtotheCPUisacomputerscreen,akeyboardandamouse,alsoafloppydiskdriveandaCD-ROMareincluded.

Figure3:Workstationcomputercomponents

Acommonaccessoryattachedtoyourcomputerisaprinter.

Figure4:Computerprinter

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Computerisedprojectionequipmentissometimesreferredtoasadataprojector.Whenconnectedtoyourcomputerandprojectedontoascreenyouwillbeabletodisplayinformationtoalargeaudience.

Figure5:Dataprojector

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What common computer systems and softwareare in general use?

Somecommonoperatingsystemsare:

MicrosoftWindows.Thisoperatingsystemisthemostcommoninuseforpersonalcomputersandworkstations.

MacintoshMacOSX.ThisoperatingsystemisusedforApplecomputers.

LinuxwhichisanoperatingsystemusedbytheITindustryandalsousedfordesktopcomputers.

Unixwhichisamulti-taskingandmulti-usercomputer

operatingsystem.

Somecommonsoftwareapplicationsinclude:

MicrosoftWord.Thisisawordprocessorforcreatingtypeddocuments.

AdobeFrameMaker.ThisisadesktoppublishingapplicationsimilartoMicrosoftWord.

MicrosoftPowerPoint.Thissoftwareprogramisdesignedforpresentinginformationandcanbeusedwithgreat

affectwithadigitalprojector.

SAPisadatamanagementandinventorysystemforbusinesses.

DatabaseprogramssuchasFilemakerPro,MicrosoftAccessandMicrosoftExcelareusedforstoringandorganisinglargequantitiesofdata.

Therearemanyothersoftwareapplicationsinuse.Somesystemshavebeenspecificallydesignedforaparticularpurposeandorganisationandmayappeardifferentthan

morecommonapplications.

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Activity 2: Identify the computer systems and software in yourworkplace

Go around your work area and talk to some of the computeroperators. Find out what computer systems and software they useto do their daily tasks.

List the computer systems and software applications that areavailable in your workplace?

Place a mark against the systems and software applications thatare most relevant to your job?

On your computer identify the operating system and find all thesoftware applications you need to do your job.

There is feedback on this activity at the back of this LearnersGuide.

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How are faults identified?

Faultsappearonthecomputeroperatingsystemorinsoftware

applicationsfromtimetotime.Itisimportantthatyouunderstandhowtoidentifyandinterpretthesefaults.Thiswillquicklyallowyoutocorrecttheproblem.Ifthefaultisbeyondyourabilitiestocorrectyoushouldseektheassistancefromworkmates,yoursupervisororthehelpdesk.

Somegeneralfaultsthatoccurinclude:

thecomputerfailingtostart

softwareapplicationsnotopeningup

receivingerrormessagesonthecomputerscreen

unabletosaveyourfile.

Otherfaultsoccuraswellandthesewillneedtobesortedoutbeforeyoucandoyourwork.Alwaysseekadviceifyouarenotsurehowtofixaproblem.

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Activity 4: Sources of information

Walk around your work area and talk to the computer operators.

Find out where they get information to solve faults and find ourmore about their computer equipment.

What are some of the sources that operators may use to solve theircomputer problems? List three.

There is feedback on this activity at the back of this LearnersGuide.

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Section 2

Setting up and shutting downcomputer equipment

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Section outline

Areascoveredinthissectionare:

makingyourworkstationcomfortableforuse

correctlysettingupyourcomputer

turningon,loggingonanddoingviruschecks

selectingtheapplicationsandfilesyourequire operatingmanualsandhelpscreens

savingyourdata

shuttingdownyourcomputer.

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What should I consider when setting up mycomputer workstation?

Yourcomputermustbesetupsothatitiscomfortabletouse.SeeyourOHSandworkplaceregulationsformoredetailsandexplanationsofhowbesttodothis.Stressandfatiguewillbereducedbycorrectlysettingupyourcomputerworkstation.Youwillworkmoreeffectively.Someitemstoconsiderinclude:

computercharacteristics

monitorheight

abilitytoreadthescreencontents

keyboardandmouseheight

mouseplacementandshape

placementofdocumentswhenenteringdata

chaircharacteristics

chairadjustments

chairstability

armrests

improperuseofthechair

officelighting

illuminationlevel

dazzle

glare

flicker

reflections

officeelectricalsafety spillingliquidsoverelectricalequipment

conditionofelectricalequipment

extensionleads

overloadingtheelectricalpowersupply.

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Figure6:Suggestedcomputerset-upandoperatorposture

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Activity 5: Setting up and adjusting your workstation

To be comfortable at your workstation you may need to

personalise it.

Explain how you would go about setting up and adjusting yourworkstation to suit your requirements?

From the diagram showing the suggested position of equipment,check if youre workstation is set up is the same. If not explain whyyou have set it up differently. You may have good reason.

What policies, procedures and guidelines exist at your workplace toensure you set up your computer correctly?

There is feedback on this activity at the back of this LearnersGuide.

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How do I starting up my computer?

Tostartworkyouwillneedtoturnonyourcomputerandlogontothe

computersystem.Thisprocessisrequiredtoaccessthedirectories,softwareapplicationsandfilesyouneedtoperformyourwork.Loggingonissimplyenteringyouridentificationcodesintothecomputer.Thesecodesareusuallyintheformofausernameandapassword.Byfollowingthisprocedureyouwillprotectyourcomputeragainstunauthoriseduse.Loggingonalsostopssecuritybreachesoffsensitivedata.

Thestepstostartingupare:

turnonthecomputer

waittobeaskedforyourusernameandpassword

typeinyourusernameandpassword

presstheEnterkeyorclickOKtostart.

Figure7:Usernameandpassworddialogbox

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Activity 6: Starting your computer

List the steps you would take to turn on your computer and log on

to the operating system.

There is feedback on this activity at the back of this LearnersGuide.

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Why should I check for viruses on mycomputer?

Oneofthemostimportantthingsthatyoumustguardagainstisvirussoftwaregettingontoyourcomputer.VirusesareprogramsthatcausesevereproblemswithcomputersoftwareandhardwareandcanenteryourcomputerthroughemailsandInternetconnections.

Virusesthathavefoundtheirwayintotheoperatingsystemshavedisabledmanycomputersanddestroyeddata.Asthenamesuggestsacomputervirusisexactlythat,itmakesyourcomputersickandnotfunctioncorrectly.Aviruscoulddestroytheoperatingsystemofyourcomputerorallowsensitiveinformationtobesentoffyourcomputer

throughanInternetconnectionorviaemail.

Ifyourcomputerdetectsavirus,analertwillbedisplayedonyourmonitor.Thevirusprotectionsoftwaremayautomaticallydeletethevirusforyou,howeveryoumayberequiredtodeleteitmanually.Inthiscaseyouwillbetold,throughamessageonyourcomputermonitor,todeletethevirussoftwarewhenitisdetected.Alwaysnotifyyoursupervisorandthesystemsadministratorisavirusisdetectedonyourcomputer.Ifavirusisnotremovedfromyourcomputerithasthepotentialtospread,justlikearealvirus,

throughoutthewholecomputernetworkandcauseseriousdamagetoyourcomputerfiles.

Virusprotectionsoftwareisreadilyavailable,fromanumberofsuppliers,andshouldbeinstalledonyourcomputer.Wheninstalledthevirusprotectionsoftwarewillruninthebackgroundwhileyouwork.Thismeansthevirusprotectionsoftwarewillbeconstantlycheckingforvirusesbutyouwillbeunawarethatitisrunning,andyourworkwillnotbeinterrupted.Virusprotectionsoftwareneedstobeupdatedregularly.Usuallyonceperweek,sincenewvirusesare

beingcreatedcontinually.

Asaprecautionyoucanmanuallycheckyourcomputerforvirusesbyselectingthevirusprotectionsoftwareandscanningyourcomputerharddrive.

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Activity 7: Checking for viruses

If you were asked to check your computer for viruses, what would

you do? List the steps you would take.

There is feedback on this activity at the back of this LearnersGuide.

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Activity 8: Help screens and software manuals

Think about a time when you encountered a problem with a

computer operating system.

If there were no one around to help you where would you look forassistance?

There is feedback on this activity at the back of this LearnersGuide.

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How do I access software applications anddata?

Afterloggingontoyourcomputer,youneedtoselectanapplicationtoworkwithandthenthefilesyouwillneedtoworkon.Withpracticethiswillbecomesecondnatureforyou.Thereareanumberofwaysofselectingyourapplication.Onemethodisbyselectinganapplicationiconfromthecomputerdesktopscreen.Aniconisasmallpicturethatrepresentstheapplication.Seebelow.

Figure8:Selectinganapplicationwithanicon

AnothermethodistoselectanapplicationthroughtheStartmenuandAllProgramsoption.

Figure9:SelectinganapplicationfromtheStartmenu

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Afurthermethodisbyopeningthefiledirectoryonyourcomputerandselectingthefileyourequirefromalist.Thisactionwillautomaticallyopentheapplicationatthesametime.

Figure10:Selectingthefileandapplicationfromadirectory

ApplicationiconsandfilesmaybeselectedbyclickingonthefileicononcewiththeleftmousebuttonandthenpressingtheEnterbuttonorbydoubleclickingtheleftmousebutton.

Nowthatyouhaveopenedyourapplicationyouneedtoselectyour

datafiles.ThesecanbeselectedwiththeFileOpenoptionfromthetoolbarandthenselectafilefromthedialogboxthatappears.

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Figure11:TheFileOpenoptionfromMSWord

Figure12:Dialogboxwithalistoffilestochoosefrom

Openingthefiledirectoryonyourcomputerandselectingthefileyourequireisanothermethodforaccessingfiles.Thisactionwillautomaticallyopentheapplicationatthesametime(seeFigure10).

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Activity 9: Accessing applications and data

Once you have found the application you need, what steps would

you take to open it?

There is feedback on this activity at the back of this LearnersGuide.

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Why do I need to save my files?

Wheneverchangesandupdateshavebeenmadetoyourfilesyou

shouldsavethechangestokeepyourfilesuptodate.Savingfilesisveryimportantandmaybeautomaticwithsomeapplicationsbutingeneralitisuptoyoutomakesurethisisdone.

Filesaresavedwhenyouinstructthecomputer,throughmenuoptionsorkeystrokes,andthennamingthem.Tomakeaccessingyourfileseasy,savethefilestoasensible,easytoremembernameandsavethemtoadirectoryorfolderthatisrelevanttothetaskyouareworkingon.

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Activity 10: Saving your files

As a general rule, the data in your files is more important than the

computer hardware or software that you use. Lost data is difficult toreplace, so always make sure you save your files.

As part of office housekeeping activities you should close yourapplications prior to shutting down your computer.

Before closing down your application what important step must youtake?

Each computer has a series of steps, for saving files that need tobe followed to save your files. List the steps involved on yourcomputer.

What are the consequences of not saving your computer files?

There is feedback on this activity at the back of this LearnersGuide.

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Why do I need to log off and shut down mycomputer?

As part of office housekeeping activities your computer will need tobe shut down at the end of your shift. This involves saving yourfiles, closing software applications and turning off equipment suchas computers, printers and scanners.

If someone else takes over from you at the end of your shift, theprocess is similar, however you will need to log off after you closeyour applications rather than turning off the equipment.

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Activity 11: Shutting down your computer

Always save your data and close all your files and applications to

avoid data loss or data corruption.

Before shutting down your computer what important steps mustyou take?

Each computer has a series of steps that need to be followed. Listthe steps involved to correctly shut it down your computer.

What are the consequences of not shutting down your computer?Give some examples.

There is feedback on this activity at the back of this LearnersGuide.

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Section 3

Entering and storing data

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Section outline

Areascoveredinthissectionare:

dataentrymethods

creatingandsavingfilesaccordingtoworkplaceprocedures

managingdatatosuitworkplacerequirementsand

checkingforaccuracy

storinginformation.

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How do I enter data accurately?

Nowthatyouhavecorrectlysetupyourcomputer,turneditonand

selectedyourapplicationsandfiles,youarereadytostartenteringdata.

Themostcommonmethodofdataentryisthroughthekeyboardandmouse.Themouseisusedtoselectanitemforchange,anddataisenteredviathekeyboard.Movingthemousemovesascreenimagecalledthecursor.Thecursorisseenasasmallobjectonthecomputerscreenandhasavarietyofshapes.Theshapeofthecursordependsontheapplicationyouareusingandmaychangeinappearanceasyouusedifferentfunctionsofthesoftware.

Movingthecursorovertheitemyouwantandclickingtheleftmousebuttonselectsthatitem.Youarenowabletotypeinthedatayouwanttoadd.Dependingontheapplicationyouareusing,pressingEnter,Taborclickingtheleftmousebuttonforthenextdataitem,finishesthestepyouareworkingonandmovesyoutothenextdataentrypoint.Pleasetakethetimetofindoutthecorrectmethodfordataentrybeforeyoustart.

Failuretoenterdataaccuratelywillcauseerrorstobuildupandincreaseyourworkloadwhenyoufindyouneedtogobackoveryourworktocorrecterrors.

Alwayschecktheaccuracyofyourdata.

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Alternatemethodsforenteringdatainclude:

barcodereaderswhichscanacodeofthickandthinblackbarsmarkedontheandinterpretthisasinformation

Youhavecomeacrossthesedevicesbefore,whenyouhavegoneshoppingattheSupermarket.Barcodereadersofferasimpleandveryfastmethodofenteringdatawithlittlechanceoferror.Theymaybehandheldandportableorfixed.

Figure13:Handheldbarcodereader

floppydisksstoresmallamountsofinformationandareportable

Figure14:Floppydisks

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CD-ROMswhichstoreverylargeamountsofinformationandareportable

Figure15:CDROM

USBkeys,alsocalledmemorysticksandflashdrives,comeinvariouslargestoragesizes

Figure16:USBkeyfordatastorage

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Activity 12: Data entry

Computers are designed to accept data through various means.

List four ways in which you can add data to your data files.

There is feedback on this activity at the back of this LearnersGuide.

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How do I create and save files on my computer?

Alwaysfollowyourworkplaceproceduresforcreatingandsavingyour

files.Onceeveryonefollowsthesameprocess,thendataentryandfilecreationbecomestandard,andthepossibilitiesoferrorsarereduced.Observecomputerusersinyourareaandnotehowtheygoaboutcreatingandsavingfiles.Checkwithyourworkmatesandyoursupervisortofindoutifthereareotherwaysofsavingandcreatingfiles.

Creatingfiles,fordatastorage,iseasytodo.IfyouareusingMicrosoftproductsyouwillmostlikelyusetheFile,Newoptionfromwithinyourapplicationtocreateanewfile.Anothermethodofcreatinganewfile

istogotoyourfiledirectoryandcreatinganewfilethere.Thismethodisalittlemorecomplicatedandyoumaywanttoseekhelptogetstarted.

Saveyourfilesregularly.Thisisagoodhabittogetinto.Thechanceoflosinglargevolumesofdataandhavingtorepeatthedataentrywillbereducediffilesaresavedregularly.ThemostcommonwayofsavingyourfilesistousetheSaveiconfromyourtoolbar.Filesareautomaticallysavedtothedirectoryfromwhichyouretrievedthem.AlternativelyyoucanusetheFile,Saveoptionfromyourtoolbartodo

this.

Belowarethreescreencapturesdemonstratinghowfilesarecreatedandsaved.

Figure19:Saveicon

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Figure20:CreatinganewfilewiththeFile,Newoption

Figure21:Savinganexistingfile

Ifyourequiretosavefilestoadifferentdirectoryorifthefileisnew,usetheFile,SaveAsoption(step1)andnavigatetothedirectoryyourequire(step2).

Figure22:Savinganewfile(step1)

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Figure23:Savinganewfile(step2)

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Activity 13: Creating and saving your files

Explain why you would need to create a new file?

Give two reasons why you should follow workplace procedureswhen you create or save your files?

There is feedback on this activity at the back of this LearnersGuide.

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How do I store information on my computer?

Storinginformationcorrectlyisimportantforallcomputerusers.Most

timesinformationwillbestoreddirectlyonyourcomputerharddriveoraccessedviathenetworkonanothercomputer.Thefollowingdevicesarespecificallydesignedforstoringinformationindependentofyourcomputerharddrive:

afloppydisk

Figure24:Floppydisksfordatastorage

aCDROMdisc

Figure25:CDROMfordatastorage

aUSBmemorystick

Figure26:USBmemorystickfordatastorage

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aseparateharddrivetothatofyourcomputer

Figure27:Miniharddrivefordatastorage

Informationstoredoutsideofyourcomputershouldbestoredinsecurelocationsinyourworkplaceandunderlockandkey.Unsecured

datarunstheriskofbeinglostorstolen.Therearereasonsforstoringinformationseparately.Theyinclude:

backingupofinformationincasetheoriginaldataislost

wheretheamountofinformationislargeandunabletobestoredonyourowncomputerorslowsdowntheoperationofyourcomputer

wheretheamountofinformationislargeandthereisnotenoughspaceonthecomputernetwork.

Allinformationonyourcomputeristhepropertyofyouremployer.Thisinformationmaybeofasensitivenatureandshouldremainprivate,thereforeitshouldbestoredsecurely,especiallywhenthisinformationisstoredondevicesindependentofyourcomputerharddrive.

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Activity 14: Correctly storing information and disks

What must you take into account when storing information within

the computer network and when storing information independentlyof your computer?

Where in your workplace are disks and other information storagedevices located?

There is feedback on this activity at the back of this LearnersGuide.

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Section 4

Retrieving and presenting files

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Section outline

Areascoveredinthissectionare:

howsavedfilescanbeaccessedthroughrelevantdirectories

filetransferinaccordancewithworkplacepolices,proceduresandguidelines

printingandprint-previewinginformation

presentinginformationwithacomputerisedprojector.

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How do I access files on my computer?

Alwaysaccesssavedfilesthroughtherelevantdirectories.

Adirectoryisalocationonthecomputerharddriveinwhichfilesarestored.Eachdirectorycanbedividedintosmallersubdirectoriesifrequired;thesearesometimescalledfolders.Filesarestoredwithinthesedirectories.Directoriesshouldbesensiblynamedtohelpyouinfindingspecificinformation.AnexampleofthiscouldbeadirectorysetupforSalesFiguresorInventory.

Ifyoualwaysstoreyourfilesinthecorrectdirectorytheywillalwaysbeavailablewhenrequirethem.Thissimpleamountofhousekeeping

willprovideyouwithanefficientworkethicandgiveyouconfidencetorepeatyourtaskswithoutproblem.

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Activity 15: Accessing your files

Demonstrate your understanding of accessing files by navigating to your

working directory and opening a file for data entry.

List some of the ways you can access your files.

There is feedback on this activity at the back of this LearnersGuide.

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How are files transferred from drive to drive?

Softwareapplicationshavesimplifiedtheprocessoftransferring

information.

WithapplicationssuchasMicrosoftWindows,filetransferhasbeenmadeveryeasy.Inmostcasestotransferyourfilesfromdirectorytodirectoryorfromharddrivetoharddriveisdonebyclickingonthefileiconwiththeleftmousebutton,holdingdowntheleftmousebuttonanddraggingtheicontoitsnewlocation.Oncethereyoujustreleasetheleftmousebuttonandthetransferiscomplete.

Figure28:Basicstepsfortransferringfiles

Anoteofcautionregardingfiletransfer:thereisachancethatyoumayaccidentallymoveyourfilesincorrectlyandnotrealisethatyouhavedoneso.Iffilesarelostormisplaced,runningthesearchfacilityofyourcomputeroperatingsystemwillmostlikelyfindthemagain.Oncefound,youcanmovethembacktowheretheybelong.

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Figure29:ThebasicstepsforsearchingusingMicrosoftExplore

Alldataandinformationonyourworkcomputeristhepropertyofyouremployer.Caremustbetakenwhenmovingfilesonyourcomputersothatinformationisnotmisplaced,lostorsentoffsitewithoutthepermissionofyouremployer.

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Activity 16: File transfer

Open the working directory on your computer, select a file, and

transfer it to a new directory of your choice. Once you have donethis, return the file back to its original location.

Explain how you can transfer files.

Was there a chance that you could have moved the file to anincorrect directory?

What would you do, if the file you were transferring, were placed inthe wrong directory?

There is feedback on this activity at the back of this LearnersGuide.

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Why is it important to preview my files beforeprinting them?

Duringthecourseofyourwork,filesmayberequiredtobeprintedoutforreportsortobeusedinpresentations.

Agoodpracticetogetintoistopreviewyourfilesbeforetoprinting.Thisallowsyoutocheckoveryourfileforlayoutandappearance.Onceyouaresatisfiedyoucanprintoffthefile.Print-previewisgenerallyaccessedthroughaniconinthetoolbaratthetopofyourscreen.Alsoprint-previewcanbeaccessedthroughtheFile,PrintPreviewoptiononyourtoolbar.

Yourcomputerwilleitherbedirectlyconnectedtoaprinterornetworkedalongwithothercomputerstoasharedprinter.Dependingonthetypeofprinteratyourdisposalyouwillbeabletoprintblack&whiteorcolourprints.PrintingyourfileisaccessedthroughthePrinticoninthetoolbarofyourscreen.AlsoprintingcanbeaccessedthroughtheFile,Printoptiononyourtoolbar.Thisoptionallowsyougreaterflexibilityinprintingbyprovidingoptionstoalterthewayyourprintiscarriedout.

Figure30:Printingandprintpreviewingthroughthemenuoptions

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Figure31:Printingandprintpreviewingthroughthetoolbaricons

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Activity 17: Previewing and printing options

Go through the directory structure to find a particular file. List the steps

you took to get there.

Open the files, select Print Preview and after checking the file,

change the paper alignment to print two different versions.

There is feedback on this activity at the back of this LearnersGuide.

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When should I use computerised projectionequipment?

Aswellasprintingoffyourfilesyoucanpresentyourinformationtoalargegroupofpeoplewithcomputerisedprojectionequipment.Computerisedprojectionequipmentiscommonlyreferredtoasdataprojectors.

Dataprojectorsaretakingplaceofoverheadprojectorsandallowyoutodisplayinformationdirectlyfromyourcomputerontoalargescreen.Theinformationyouaredisplayingisnowinteractive.Youraudiencewillseechangesasyoumakethemtoyourfile.Dataprojectorsareusefulasateachingtool.

Figure32:Dataprojector

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Activity 18: Computerised projection equipment

List some situations where you would use computerised projection

equipment (data projector).

There is feedback on this activity at the back of this LearnersGuide.

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Section outline

Areascoveredinthissectionare:

workplacesecurityprocedures

managinginformationsystemsinaccordancewithworkplaceprocedures

precautionsagainstthelossorcorruptionofdata.

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How do I implement workplace procedures forthe management and security of my data?

Itisimportanttounderstandthatthereareproceduresforthemanagementandsecurityofdatainyourworkplace.Theprocessesthathavebeenestablishedaredesignedtokeepyourdataandcomputerworkorganisedandsecurefromlossordamageespeciallyinsituationswhereyouareprivytosensitiveinformation.Ifyouarenotclearontheseproceduresitisinyourinteresttospeaktoyourworkmatesandyoursupervisortohavethisclarified.

Aswellasmanagingandsecuringyourdata,therearealsoproceduresinplacetomaintaintheefficientworkingofinformationsystems.

Theseprocedureswillbemadeupofworkplaceproceduresandmanufacturersguidelinesforequipmentoperation.Checkthatyouunderstandwhatisrequiredinyourworkplaceandseekassistanceifyouarenotsure.

Datacanbelostorcorruptedeasilythroughpoorworkpracticesandthereforeitisuptoyoutofollowworkplaceguidelinesandprocedurestokeepthistoaminimum.Makesureyouarefamiliarwithyourworkplaceproceduresformanagingfiles.

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Additionalresources

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Thewebsites,organisationsandresourceslistedbelowprovidemoreinformationontopicsrelevanttounitTDTK197BUseofinfotechnologydevicesandcomputerapplicationsintheworkplace.

Websites:

Organisations

AustralianGovernmentComcarehttp://www.comcare.gov.au/ohs.html

AustralianRadiationProtectionandNuclearSafetyAgencyhttp://www.arpansa.gov.au/

TheOfficeoftheFederalPrivacyCommissionerhttp://www.privacy.gov.au

Antivirus

Symantechttp://www.symantec.com/index.htm

ComputerAssociatesVEThttp://www.vet.com.au/

McAfeehttp://us.mcafee.com/

Helpassistance

MicrosoftCorporationhttp://www.microsoft.com/

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Feedback onactivities

The responses provided in this section are suggested responses.Because every workplace is different, your responses may varyaccording to your specific workplace procedures, the equipmentavailable and the nature of the business.

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Activity 1: Identify the computerised equipment in your workarea

Your computer set up will most likely consist of:

a central processing unit

a monitor

a keyboard and a mouse.

Accessories may include:

a printer

a data projector.

As well as entering data with the keyboard and mouse yourcomputer may have a barcode reader connected, be able toreceive data through a radio frequency device or be networked withother computers to receive data by electronic data interchange(EDI).

Whichever system is used to enter data you must always makesure that the data is accurate securely stored.

Once your computer has been set up to suit your workrequirements all your computer systems and software application

should be easy to hand. Since you will be performing the samedaily tasks, grouping all your necessary applications together willhelp you perform your task efficiently.

Activity 2: Identify the computer systems and software in yourworkplace

Information technology systems and related software applicationsvary greatly across Australian workplaces.

In general infotechnology systems will be set up to handle the jobrequirements of your workplace. The type of software may be off-the-shelf applications that cover your work requirements or theymay have been written and tailored to your organisations needs.

The best way to find out what systems and applications are in useis to look around your organisation.

Some common operating systems include:

Microsoft Windows

Macintosh Mac OS X

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Linux

Unix.

Some common software applications include:

Microsoft Word Microsoft PowerPoint

Microsoft Access

Adobe Frame Maker

SAP.

Activity 3: Identifying faults with operating systems andsoftware applications

When things go wrong with your computer or software applications,assistance is not usually far away. Probably the first person youshould ask for help is the person working next to you. The problemmay be simple and can be easily fixed. Accessing information fromthe Help menu can also assist you solve your problem.

Your supervisor will most likely be experienced enough to deal withany concern you have with your computer or software. You shouldexplain and demonstrate the problem to them so that theyunderstand what is going wrong and can work out a way of fixing it.

If the previous suggestions have not helped, then contacting thecomputer systems manager may be your next step. Any problemsencountered should be easily fixed.

Some fault types include:

operating system not functioning correctly

software applications failing to work

access to files is denied

hardware malfunctions.

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Activity 4: Sources of information

Information to rectify faults or to find out more about operatingequipment, systems and applications can be found from:

manufacturers instructions

operator manuals

help screens

speaking to work mates.

This information may be stored in your workplace, accessedthrough the Internet or through help options within softwareapplications.

Activity 5: Setting up and adjusting your workstation

To work comfortably you need to set up your workstationequipment to meet ergonomic requirements and suit your posture.Failure to do this may cause strain injuries.

There are four main areas to consider when setting up yourworkstation:

computer characteristics

chair characteristics office lighting

office electrical safety.

For more detail about workstation set up requirements consult themanufacturers set up guidelines and the OHS legislation related tooffice conditions.

Speak to your supervisor or trainer and find out which policies,procedures and guidelines you need to consult to effectively set upyour workstation.

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Activity 6: Starting your computer

The following steps are required to get your computer running andready for use. At this stage virus protection checks can be carried

out.

1. Press the Power button and wait while the computer boots upand starts the operating system.

2. Type in your username and password when prompted.

3. Select the virus protection software to scan for viruses.

By default the virus protection software should start running whenyou have logged onto the system.

There are a number of ways to access your software applications:

select a software icon from the desktop view

select the application from the program list

select the data file from Windows Explorer (this willautomatically open the correct application).

Activity 7: Checking for viruses

With the computer turned on and booted up:

1. Close all software applications

2. Open the anti-virus application on your computer

3. Start the scanning operation.

When the scanning is complete the anti-virus program will indicateif any viruses were found and suggest ways of dealing with them.

If there are no viruses, close this application, and resume yourwork.

Activity 8: Help screens and software manuals

Help assistance is available through:

the Help option on the application tool bar

the manual provided by the software manufacturer

the Online Help that can be accessed through the Internet.

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Activity 9: Accessing applications and data

Accessing applications and data is simply to do. As is by:

selecting the application from the computer desktop screen

and then opening the data file through that application

selecting the application through the Start menu and AllPrograms option and then opening the data file through that

application

selecting the data file from the computer file directory, this inturn opens the corresponding application for that file.

Activity 10: Saving your files

For security and housekeeping requirements it is important that yousave all your files, close down your applications and shutdown thecomputer before you finish your work.

The single most important step you must take, before finishing yourwork for the day, is to save your files to the correct directory onyour computer.

Saving your files is simply a matter of saving the working filethrough the Save option of your computer application and thenclosing the application. If you do not save your files then all the

work you have done will have been in vain and your data will belost.

Activity 11: Shutting down your computer

To correctly shut down your computer the following steps must betaken:

1. Save the files that you have been working on by either selecting

the Save icon or through the File, Save option on the toolbar.

2. Close the application you have been using. This can be done byselecting the Cross icon in the top right hand corner of yourscreen or through the File, Exit option on the toolbar.

3. Close down any other applications you have open.

4. Turn off your computer by following the prompts from theoperating system that are displayed on your computer screen.Do not turn off your computer at the power switch.

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By not shutting down your computer you leave your data files open to use

by unauthorised people and the possibility of these files being corrupted or

deleted and lost.

Activity 12: Data entry

Computers allow data to be entered in a variety of ways. Fourcommon ways include:

keyboard and mouse

barcode reader

electronic data interchange (EDI)

radio frequency devices (for example, wireless connections).

Data should be entered accurately so that useful information canbe accumulated. Methods vary, however by following a logicalprocedure, the risk of entering data wrongly will be reduced. Someexamples of entering data include:

logically entering data, either column by column or row byrow

reviewing the entered data and comparing it to the originaldata source

scanning the entered data for inconsistencies (for example,

numbers out of place).

Activity 13: Creating and saving your files

Every now and then work obligations will require you to create anew file. The reasons for creating new files include:

a new file is required to record each daily operation orindividual operation

file sizes becoming too large to handle efficiently

starting a new record

starting a new process.

By following a procedure to create and save your files you are:

providing structure and repeatability to your work

staying organised while creating and saving files

reducing the possibility of errors.

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Activity 14: Correctly storing information and disks

Storing information on a computer or across a computer network

requires the information to be: password protected so that unauthorised access to the

information is denied

restricted to those persons who need to access thisinformation by having limited access the directories where

this information is located.

When information is stored on disk it is usually done so that spacecan be freed up on computer drives and to act as backupinformation should the original information be lost or corrupted.

Therefore disks should be locked away in a secure place when notrequired.

Activity 15: Accessing your files

There are a number of ways of accessing your files. They include:

navigating to the correct directory through the computerdatabase system

opening the file through the software application

using the search facility on the computer.

Activity 16: File transfer

Files can be transferred by:

saving the file to a new directory

physically moving the file from one directory to another byclicking and dragging the file with the mouse.

Care must always be taken when transferring files, there is alwaysthe chance of placing the file into the wrong directory and notrealising the error.

If a file was placed in the wrong directory, it should be immediatelyremoved and placed into the correct directory.

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Activity 17: Previewing and printing options

It is always good practice to preview your document before printing.

This allows you to judge whether all the information you require hasbeen selected and whether the page format suits yourrequirements.

Previewing your document is done by:

selecting the Print Preview icon

using the File, Print Preview option from the toolbar.

Printing your document is carried out by:

selecting the Print icon

using the File, Print option from the toolbar.

You also have the option to alter the appearance of yourdocuments for paper size, colour or black & white and whether yourequire your documents in portrait or landscape layout. Theseoptions are available from File, Page Setup and File, Print optionson the toolbar.

Activity 18: Computerised projection equipment

Common situations where you would use computerised projectionequipment (for example digital projector) include:

presenting information to your audience

providing an enlarged view of your information

when you need to demonstrate a process in real time to youraudience.

The digital projector is connected to your computer as is yourmonitor and becomes part of your computer hardware.

Activity 19: Management and security of data

Your data is valuable to you to perform your work and to yourorganisation for business reasons. Data lost is the same asbusiness lost.

Data should always be secured to protect your business clients.

With all data, security of information is probably the most importantaspect to be considered by any computer user. For data to remain

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secure it is best to password protect your files and limit the accessto those files.

To prevent the loss or corruption of your files always save them tothe correct directory and log off and shutdown your computer after

use. Make sure that the directories you use can be backed up withthe rest of the computer system.

Files that are stored separately on disks should be locked away ina secure place when not required and must not be copied.