NETWORK FUNDAMENTALS WINDOWS OS NAVIGATION FILE MANAGEMENT TECHNIQUES

Transcription

1 NETWORK FUNDAMENTALS WINDOWS OS NAVIGATION FILE MANAGEMENT TECHNIQUES

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3 TABLE OF CONTENTS LESSON 1: INTRODUCTION TO NETWORK CONCEPTS... 6 NETWORK COMPONENTS... 6 A SIMPLE NETWORK DIAGRAM... 6 PRINCIPLES OF SHARING DATA... 7 SAVING DATA TO NETWORK DRIVES... 7 LESSON 2: ORIENTATION TO WINDOWS NT PRIMARY FUNCTIONS OF AN OS... 8 THE NT INTERFACE... 8 LESSON 3: STARTING A WINDOWS NT SESSION...10 LOGON PROCEDURE...10 LESSON 4: UNDERSTANDING PASSWORDS...12 POINTS TO REMEMBER ABOUT LAN PASSWORDS...12 CHANGING YOUR PASSWORD...12 LESSON 5: UNDERSTANDING THE NT DESKTOP...14 MY COMPUTER...14 NETWORK NEIGHBORHOOD...14 THE RECYCLE BIN...14 INTERNET EXPLORER...14 THE OFFICE SHORTCUT BAR...15 THE START BUTTON...15 THE TASKBAR...15 LESSON 6: USING THE MOUSE...16 MOUSE BUTTONS...16 CLICKING TECHNIQUES...16 LESSON 7: WORKING WITH WINDOWS...18 WINDOW COMPONENTS...18 USING CONTROL BUTTONS TO SIZE WINDOWS...18 MOVING WINDOWS...19 MANUALLY RESIZING WINDOWS...19 CHANGING WINDOW VIEWS...19 LESSON 8: FILE MANAGEMENT THROUGH MY COMPUTER...20 TOURING THE MY COMPUTER WINDOW...20 NAVIGATING YOUR OFFICE FILE STRUCTURE...21 RENAMING FILES AND FOLDERS...21 CREATING FOLDERS...22 MOVING AND COPYING FILES, FOLDERS TO DIFFERENT LOCATIONS...22 DELETING ITEMS...22 RECOVERING DELETED ITEMS...24 EMPTYING THE RECYCLE BIN/PERMENANTLY DELETING ITEMS...24 SELECTING AND AFFECTING MULTIPLE ITEMS AT ONE TIME...25 NT-2

4 LESSON 9: THE WINDOWS NT EXPLORER...26 OPENING THE WINDOWS NT EXPLORER...26 TOURING THE WINDOWS NT EXPLORER...26 RENAMING FILES AND FOLDERS...27 CREATING FOLDERS...27 MOVING, COPYING FILES AND FOLDERS TO DIFFERENT LOCATIONS...27 DELETING ITEMS...28 RECOVERING DELETED ITEMS...28 EMPTYING THE RECYCLE BIN...29 SELECTING AND AFFECTING MULTIPLE ITEMS AT ONE TIME...29 LESSON 10: FINDING, RETRIEVING DOCUMENTS QUICKLY...30 USING THE FIND FEATURE...30 QUICKLY ACCESSING RECENTLY USED DOCUMENTS...30 LESSON 11: USING NT ON-LINE HELP FEATURES...32 GETTING HELP USING THE HELP TOPICS WINDOW...32 GETTING HELP USING THE WHAT S THIS? FEATURE...33 LESSON 12: WORKING WITH FLOPPY DISKS...34 FORMATTING A FLOPPY DISK...34 COPYING/MOVING FILES TO A FLOPPY DISK...35 LESSON 13: LOGGING OFF AND SHUTTING DOWN...36 WHEN TO LOGOFF, WHEN TO SHUT DOWN...36 LOGOFF/SHUT DOWN WITH THE KEYBOARD...36 LOGOFF/SHUT DOWN WITH THE MOUSE...37 LOCKING YOUR WORKSTATION...37 NT-3

5 APPENDIX...38 CREATING SHORTCUTS...40 PUTTING A SHORTCUT ON THE DESKTOP...40 CREATING SHORTCUTS FROM A WINDOW...41 CUSTOMIZING THE START MENU WITH SHORTCUTS...41 REMOVING SHORTCUTS FROM THE START MENU...42 INSTALLING THE HP 5200C SCANNER...44 SCANNING DOCUMENTS WITH THE HP 5200C SCANNER...46 SCANNING AN IMAGE...46 SAVING A SCANNED IMAGE...46 ATTACHING A MUG SHOT TO A PROTECT CASE...47 WORKING WITH NETWORK PRINTERS...48 VIEWING NETWORK PRINTERS...48 SETTING/REMOVING A DEFAULT PRINTER...48 CUSTOMIZING YOUR MOUSE...50 CHANGING THE MOUSE BUTTON SETUP...50 ADJUSTING THE DOUBLE CLICK SPEED...50 CHANGING THE MOUSE POINTER SPEED...51 CUSTOMIZING YOUR MONITOR DISPLAY...52 SET THE SIZE OF THE DESKTOP AREA...52 SELECT A DESKTOP BACKGROUND...52 CHOOSE A SCREEN SAVER...53 CUSTOMIZE YOUR DISPLAY COLOR SCHEME...53 REFERENCES...54 NT-4

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7 Lesson 1: Introduction to Network Concepts When computers are physically linked together by a cable, and configured accordingly they form a network. Linking the PCs or workstations with a network cable allows users to send data back and forth between workstations, through the cable. Users are able to share data with each other as well as share resources such as network printers. Network Components Most networks include a server which looks very much like the other computers except it has a larger capacity for data storage and retrieval. The server is the computer that manages the other computers. It directs the flow of information between workstations and has the ability to save and store data created by each user. Also included in the network are resources such as printers, modems and fax machines, which can be shared by all users. A Simple Network Diagram DA LAN in other county SUE PONTUS PONTUS Sample DA LAN KEN HANG GREG PRINTER TED DA LAN in other county SERVER Frame Relay accepts data from all DA LANs DA LAN in other county To Madison and the world NT-6

8 Principles of Sharing Data To share data with another user in your office, you simply put that information where he or she can access it. That other person then goes to that storage location and retrieves the data. If a computer is not part of a network it is referred to as a stand-alone machine. In this environment, users save their data locally, i.e. to the hard drive or C drive of their PC. The only way a stand-alone user can share data with another stand-alone user is by means of a floppy disk, physically transporting it. With a network, users have the option to save data to centrally shared storage locations (server drives), enabling others to access that information. Within the server are storage locations for user s data. These stores are called drives. Some drives are shared while others are private. A shared drive is one that more than one person has access to, while a private drive is private to one person. If you save data to the shared drive, everyone in your office can access it. On the DA LAN, the shared drive is called the S drive, while your private or home drive is called the H drive If you save information on the H drive, only you can access it. Even though this drive resides on the server, it is still private to you. Saving Data to Network Drives Saving data requires nothing more than a few clicks of a button on your keyboard or mouse. The picture below demonstrates how a user would choose the drive they wanted to save to. After the drive has been chosen and the document named, the user clicks the Save button. That s all. When saving documents, users can select a storage location by clicking the desired drive with their mouse NT-7

9 Lesson 2: Orientation to Windows NT 4.0 Windows NT is an operating system, without which computers could not function. An operating system (OS) is a type of software, but not like the software you may already use for word processing, building spreadsheets, or creating databases. These types of software are often referred to as application software or simply applications. An operating system falls under another category known as system software. The letters, NT stand for New Technology. This OS comes in two versions, Windows NT Server and Windows NT Workstation. Windows NT Server runs on the network server and requires a network administrator to manage it. Windows NT Workstation is the software that runs on each network workstation and is the focus of this manual. Primary Functions of an OS Much of the work system software does happens in the background while you are working. The OS maintains a certain organizational status quo: it makes sure files are saved to the proper place, that routine checks are performed at startup and shutdown, and also provides you with a means to communicate with your computer, via the mouse and/or keyboard. This means of communicating with your computer is known as the interface, and aside from it, much of what an operating system does goes unnoticed by the average user, provided it is working properly. The NT Interface The user interface is what most people think of when referring to an operating system. In simple terms it is how the screen looks when you turn on your computer. A disk operating system or DOS screen does not have pictures and colorful designs like many do today. Moreover, DOS doesn t use a mouse. Users communicate with their computer through the keyboard, typing in commands With a Windows OS users can point and click their mouse on buttons or pictures on the monitor, instead of memorizing and typing DOS commands. This newer OS is arguably more user friendly. Examples of Windows operating systems are Windows 3.11, 95, and Windows 98. The DA LAN uses Windows NT, version 4.0. sample of an old DOS screen sample Windows NT screen NT-8

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11 Lesson 3: Starting a Windows NT Session To begin electrical current to the computer is called powering on. This simply means you turn the machine on. When you have electrical power to the computer, however, you don t automatically have access to the network. To get network service, you have to logon. The logon process is how the network server validates you as a legal user of the network. You identify yourself by a user name and a password. If those two items jive, you are given access to network drives and other resources. Logon Procedure After turning the computer on, the operating system begins to load. Grinding noises are heard, and in a few minutes you ll see a Begin Logon dialog box. 1) Press the Ctrl + Alt + Delete keys on your keyboard. (Push the keys one at a time, in the given order, then release all at the same time). The Logon Information dialog box appears. 2) In the User Name field enter the first letter of your first name followed by the first six letters of your last name. 3) Press the Tab key to move your mouse to the next field. 4) In the Password field, enter the word password. You may change this later. 5) Click the OK button or press Enter i FYI If your last name is shorter than six letters, your user name will also be shorter. The first time you logon to the new network, your password will be one given to you by the technicians doing the install. Everyone will be given the same password of password. Later you may change your password to something of your choice. (see Lesson 4) The domain is the name given to the network you are accessing. You will always be logging on to your office LAN, and won t need to change this field. For security purposes, the network gives you four attempts to logon before it locks you out. If your ever forget your password and experience a lockout, contact the DA Support Center at The Help Desk staff will then reset your password to password and you can change it later to one of your choice. NT-10

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13 Lesson 4: Understanding Passwords Your password is your in to your network and without it you cannot logon to your workstation. Just as you need a password to access financial accounts through an automated teller machine, you need a password to access your network accounts. And, just as there are security measures that ward off unauthorized persons from getting into your financial accounts, there are security features of your LAN as well. You will be given only four attempts to enter your password correctly before the network locks you out. If you ever forget your password and experience a lockout, just call the DA Support Center Help Desk for assistance. Points to Remember about LAN Passwords Because the data stored on your network is valuable, we have taken security precautions to avoid unauthorized users from logging on and possibly damaging information. Setting strict password criteria will make it difficult for unauthorized persons to guess another s password. 1) LAN passwords are case sensitive which means upper case and lower case letters are recognized as two different characters. A password of CHARLIE will not be recognized if you type Charlie. 2) LAN passwords must be: A. No less than eight characters in length (i.e. eight or more) B. A combination of upper and lower case characters C. A combination of alpha and numeric characters 3) You will be required to change your LAN password every 90 days. i FYI There is no need to reveal your password to anyone else. You have a right to private storage space, and no other user should have access to your H drive. If you create something that anohter person may need to have, simply put it on the shared S drive so that they may access it Changing your Password 1) From any screen press the Ctrl + Alt + Delete key combination. 2) From the Windows NT Security dialog box, click the Change Password button. 3) From the Change Password dialog box, enter your old password in the first field 4) Press Tab 5) Enter a new password in the second field. (For security reasons, you will not see the actual word you type but rather a string of asterisks). 6) Press Tab NT-12

14 7) Confirm your new password by typing it once more in the third field 8) Click the OK button. i FYI Some sample passwords might be: 123MainStreet Mainstreet Mainst Apt123Main 2BigDogs 2Retrievers Retreivers2 Mydogs2big NT-13

15 Lesson 5: Understanding the NT Desktop The blue/green screen you first see when beginning an NT session is called the desktop and the tiny pictures arranged on it are called icons. These icons are tools that give quick access to items such as storage drives, system controls, programs and documents, among others. Some icons are pre-selected by the operating system manufacturer, Microsoft, though you are free to customize your desktop with icons of your choice. With the DA LAN install, you will see icons such as: LOIS, TIME, WisLaw, and Lexis- Nexis. My Computer Allows users to see various resources available to your computer such as floppy disk drives, CD-ROM drives, hard disk drives, network drives, and network printers. The Windows NT Desktop with LAN standard icons Network Neighborhood Shows all members of your network and the identity of your computer on its network. If you are unable to view other users, you may not have permission to do so. Though this icon is more frequently used by network administrators, it is helpful to know the name of your computer when calling the Help Desk. To find this information, right click the icon and choose properties. The Recycle Bin A temporary storage place for deleted items. If the icon display is full of paper, the bin contains deleted documents, and /or programs. When the bin is empty, the icon displays an empty Recycle Bin. The Recycle Bin also allows users to retrieve items deleted in error. Internet Explorer A web browser providing direct access to the Internet. Users can surf the internet and use powerful legal research tools and informational programs such as CCAP and the DOJ Brief Bank. NT-14

16 Microsoft Outlook and other Shortcuts For convenience, all desktops automatically have a shortcut to MS Outlook. Users can also create shortcuts to other frequently used programs like MSWord, LOIS or WisLaw. Shortcuts can also be made to files or accessories. (See the Appendix for details on creating shortcuts). The Office Shortcut Bar Buttons that allow users to quickly open MSOffice programs like Word, Excel, PowerPoint, Access and Outlook. (These programs may also be opened from the Start Menu; it is solely a matter of personal preference.) The Shortcut Bar remains visible at all times and can be customized to your liking. The Start Button Click once on the Start Button to reveal a series of cascading menus, from which users can access items such as programs, tutorials, games, and recently used files. It is important to move through the menus with "right angle movement, or in other words, straight up and across, not in a diagonal fashion. The Taskbar At the bottom of your screen is the taskbar. It indicates how many programs or folders you have open at any given time, by displaying one button for every open item. It also allows you to easily move back and forth between open programs by clicking on the program s corresponding button. If you opened ten programs, you would have ten buttons on the taskbar. If the taskbar starts to fill up, don t worry. The number of programs you can open at one time depends on your computer s memory, not the size of the Taskbar. i FYI The desktop in Windows NT looks and acts similar to the desktop of Windows 95 and 98. If you ve used these Operating Systems before, you ve got a head start. The NT desktop replaces the Program Manager in Windows 3.X. NT-15

17 Lesson 6: Using the Mouse The mouse is a tool used to communicate with your computer. You do this by positioning the mouse pointer over an item (pointing) and pressing and releasing the buttons (clicking) on the mouse. To use the mouse, you roll it on a flat surface near your computer. As you move your mouse, the mouse pointer on your screen moves as well. To move your mouse pointer to the right side of the screen, roll your mouse to the right on your desk. If you have run out of room on your desk to move your mouse, simply pick up your mouse and reposition it. Mouse Pointer Mouse Buttons There are two buttons on your mouse: the Left and the Right. The Left button is the primary button and used in most mouse operations. The only time you will use the Right button is to Right-click- to pull up a shortcut menu about the item you clicked on. Once you view that shortcut menu, use the left mouse button to single click on the selection in the menu. Right clicking on a screen object opens a menu about that object. Clicking Techniques The following chart explains the different types of clicking, and their applications. Click The word used to describe pressing and releasing the right mouse button. Single Click Double Click Click, Hold & Drag Right Click Selects or highlights an item. Use a single click to select an icon, a button or an option in a menu. To rapidly press and release a mouse button twice without moving the mouse. This carries out an action such as starting a program. Holding down the mouse button while moving the mouse pointer. This can be used to physically move or re-size items on your screen. The word used to describe the action of single clicking the right mouse button. Right clicking produces an object menu. i FYI The tip of your mouse pointe, known as the hot spot, is the only part of the mouse that has power to select items. If you are left handed and would like to change your mouse button set up, see Customizing Your Mouse in the Appendix. NT-16

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19 Lesson 7: Working with Windows A window provides an interface for accessing information in your computer. Often times you need to move a window so you can see items behind it, or size the window to make it smaller or larger, or scroll within the window to view its entire contents. You can have several windows open at the same time, however, only one window can be active at a time. The active window is the one with the dark blue Title Bar. Window Components ➊ Title Bar displays the name of the window you are currently working in. A blue title bar indicates an active window, gray, inactive. ➋ Menu Bar contains drop-down lists/menus of information and user options. ➌ Tool Bar(s) - a row of buttons that gives you one-click features ➍ Control Buttons allow you to close or resize a program or document. ➎ Scroll Bar(s) allow you to move through your document from side to side or top to bottom. ➏ Status Bar provides on-going information to the user about the positioning of the mouse cursor within the document. ➊ ➋ ➌ ➍ ➎ ➏ ➎ Using Control Buttons to Size Windows The minimize button is used to reduce a window to a button on your taskbar. The window or program you just minimized is not closed. To have that window reappear, simply click on the button on your taskbar. The maximize button is used to make a window full screen. Once you click the minimize button, it changes to a Restore button. The restore button returns a window to its previous state. Usually it is sized so that you can see other open windows behind it, or the Desktop. The close button is located in the upper right hand corner. It closes the window, and the button for that window is no longer displayed on your taskbar. NT-18

20 Moving Windows Sometimes you may need to move a window because it blocks your view of another screen object. 1) Hover your mouse of the window s dark blue title bar. ➊ 2) Click, hold and drag the window to a new location. ➊ Manually Resizing Windows ➋ 1) Hover your mouse over the lower right corner of a window, over the diagonal pattern of lines. 2) Wait until you see the symbol. ➋ 3) Click, hold and drag your mouse and see the window s outline follow the mouse 4) Let up on the mouse and the window will assume the new size. Changing Window Views The View menu has four options for displaying the contents of windows. Some windows also have View Buttons representing each of the four views. You can choose to view icons in a large or small size, in a list and in a detailed list. 1) Click View Menu Large Icons, Small icons, List or Details OR Click the View buttons on the toolbar. 2) Hover your mouse over each button to reveal the name of the button. 3) Click a button and watch the changes in your window. NT-19

21 Lesson 8: File Management through My Computer The term file management is used to describe methods of organizing the documents you create into folders and sub folders within a network or personal drive. Just as you would use manila filing folders in the paper world you also use them in the electronic world. And, as you would not likely store documents in a metal filing cabinet without first putting them into a manila folder, you would also not do this in the electronic world. Creating folders and sub-folders to organize your documents not only makes for a tidy storage system, it actually enhances your computer s performance, diminishing the chances of slow document retrieval time. File management also means moving documents from one folder to another, renaming documents and folders and deleting those items that are no longer needed. The My Computer window will allow you to do all of these actions. Open My Computer from the desktop by double clicking on its icon. Touring the My Computer Window ➊ Title Bar - displays the name of the window you are viewing ➋ Menu Bar - contains all lists or Menus of options. Clicking on a menu heading produces its associated menu. ➌ Drop-down field lets users move to different drives and folders within their total storage system. ➍ Up One Level Button - allows users to move upwardly through the tree hierarchy of storage. ➎ Cut, Copy, Paste Buttons - are useful when moving and copying folders, documents from one location to another. ➏ Un-Do Button - will reverse the user s last action. You may undo up to 99 steps. ➐ Delete Button - can be used to delete unneeded folders and documents. You can not delete a drive. ➑ View Buttons - can quickly change the view of your window s contents. Choose from Small Icons, Large Icons, List and Detailed views. ➒ Status Bar - lets you know how many items are in the window you are viewing. ➓ Resize - users can make the window larger or smaller by dragging this corner in or out. ➒ ➊ ➋ ➌ ➍ ➎ ➏ ➐ ➑ ➓ NT-20

22 Navigating Your Office File Structure Through the My Computer window, you can see all drives where files and folders are potentially stored. ➊ If you wish to see the contents of a particular item, double click it to open it. The window will change to show you the contents of that new item. The title bar and the drop-down field also change to display the name of the new window you are viewing. ➋ Continue to open items and look inside them until you find what you re looking for. If you want to return to the previous window, click the Up One Level button on the toolbar. ➌ Note that icons to the left of items indicate whether you are looking at a folder, document or a drive. ➍ ➊ ➋ ➌ Renaming Files and Folders Rename your files and folders to make filenames more descriptive and to take advantage of the long filename capabilities of Windows NT. (use up to 256 characters) In choosing a name, you may use any characters except the following:. / \ [ ] : ; =,? * + < > ➍ 1) Locate the file or folder you wish to rename. ➎ 1) Right-click the item and choose Rename from the shortcut menu. ➏ The folder s name is already selected so you can begin typing immediately. You do not need to delete the old name. 2) Enter a different file name and press Enter The filename changes. ➎ ➏ NT-21

23 Creating Folders How to: 1) Open the location into which you wish to place a new folder. ➊ 2) Select File New Folder ➋. The new folder appears with the generic name new folder. 3) Enter a name of your choice. The folder s name is already selected so you can begin typing immediately. 4) Press Enter on your keyboard to accept the changes. ➊ ➋ Moving and Copying Files, Folders to Different Locations Use your mouse to drag items from one location to another. To do this, you must see both the item s current and future location. To see both locations, open My Computer twice. In the first window, navigate to the items current location, in the second, its future location. Drag the item with your mouse. When moving items, it may be helpful to think of the mouse as an extension of your hand. Ask yourself: How would I move this item if I could use my hand? The order of operations is the same. 1) Locate the item you wish to move 2) Open another My Computer window and navigate to the item s future location. 3) Right-click and hold your mouse on the item. ➊ Do not release the mouse until the move is completed. 4) Drag the item to its new location. ➋ When the destination location is selected, release the mouse. 5) A shortcut menu appears. ➌ 6) Click Move Here to move the item OR Click Copy Here to place a copy of the item into the new location. OR Click Cancel if you wish to back out of the move. ➋ ➊ Deleting Items Your LAN network server is powerful enough to hold ➌ NT-22

24 years of defendant documentation. It is very unlikely that your total amount of storage space will ever be filled. However, as part of your on-going LAN service agreement, if there is ever a need for an alternative storage solution (upgrade of server drives, an archive system, etc.) the DA Support center will work with your office to provide that solution free of charge. There should never be any worries that your office is saving too much data. The LAN storage drives are there so you can save more. However, if office or legal policy dictates that you delete an item(s), you certainly have the ability to do so. When you want to delete files and/or folders, there are several ways to choose from. You can use your mouse, the keyboard or Tool Bar buttons. Deleting items is a two-step process - whenever something is deleted, that item first goes to a holding area called The Recycle Bin. The deleted material remains in the Recycle Bin until you clear that material. After the Recycle Bin has been emptied, the material is permanently deleted, and cannot be recovered 1) Select (click) the file or folder you want to delete so that its name is highlighted. ➊ 2) Press the Delete key OR Click File Delete OR Click the delete button on the toolbar ➋ OR Right-click the item Delete ➌.➊ ➌ ➋ The Confirm File Delete dialog box appears 3) Click Yes. The file disappears from the screen and is moved to the Recycle Bin. i FYI Did you know that the speed of your computer is not significantly effected by the amount of information you have saved? Speed is determined by the amount of memory or RAM in your computer. The amount of data you can save is determined by the size of your storage drives, like the S, H or C drive. When you save data it goes into storage, not memory. NT-23

25 Recovering Deleted Items Suppose you accidentally deleted a file or folder from the C: drive. If you have not yet emptied the Recycle Bin you can retrieve and re-use any item stored there. You know the recycle bin contains items when the icon looks as if it is full of paper. Conversely, when the bin appears empty it contains no items. If you want to see the contents of the Recycle Bin, open the icon by double clicking it. Example of an empty and nonempty Recycle Bin graphic. It is important to note that YOU can only recover items deleted from your C DRIVE. Deleted items from network drives (H or S) can only be recovered by the Help Desk ( ). 1) Open the Recycle Bin (double click the icon) 2) Select the item you want to restore from the right pane. ➊ 3) Click File Restore OR Right click Restore ➋ The item returns to its original location. ➊ ➋ i FYI Rembember: You can only restore items deleted from your C Drive. Emptying the Recycle Bin/Permenantly Deleting Items 1) Open the Recycle Bin 2) Click File Empty Recycle Bin 3) Click Yes to confirm the deletion in the dialog box NT-24

26 Selecting and Affecting Multiple Items at One Time You can select multiple items and therefore perform actions upon multiple items using a combination of the mouse and keyboard. Holding the Shift or Ctrl keys while you click items will allow you to select more than one item at a time. Use Shift + Click for contiguous items, Ctrl + Click for non-contiguous items. 1) Hold Ctrl or Shift with your left hand 2) Click one item in the right pane, and continue to hold the Ctrl or Shift key. 3) Select another item Ctrl + Click allows you to select non-contiguous item. NT-25

27 Lesson 9: The Windows NT Explorer The Windows NT Explorer is a window that displays the entire storage structure of your network. You are able to see all drives (those which you have permission to see) and their contents. You might think of the Explorer as if you were looking down into an open filing cabinet drawer, and with your hand (the mouse) you are able to, insert new folders, move existing folders, shift documents from one folder to another, and delete those items you no longer need. Because the Windows NT Explorer gives you an overall view of all data on your LAN, it can be the ideal place from which to organize that data. Opening the Windows NT Explorer 1) Click Start Programs Windows NT Explorer OR 2) Right-click Start Explore OR 3) Right-click almost any desktop icon, Explore ➊ ➌ Touring the Windows NT Explorer The Windows NT Explorer window displays files and folders in a directory tree hierarchy. The window is split into a left and a right pane. The left pane shows all storage locations, (drives, folders). When you select (click on) an item in the left pane, its contents are shown to you in the right. ➊ Some items in the left pane have a small plus or minus sign to their left. ➋ Clicking this symbol will expand or collapse this item to reveal or hide its nested folders. The right pane is not affected when you expand or collapse the hierarchy in the left pane. (Clicking on the plus or minus signs) The right pane is only affected when you click directly on an icon in the left pane. The icon in the left pane then appears to be opened, its name becomes highlighted and the folder s path appears at the top of the right pane. ➌ ➋ A close-up of nested folders viewed through the Windows NT Explorer window. NT-26

28 Renaming Files and Folders You can edit or rename your files and folders to make the filenames more descriptive and take advantage of the long filename capabilities of Windows NT. You may now use up to 256 characters to name your files instead of the older 8-character system. You may use any characters except the following:. / \ [ ] : ; =,? * + < > 1) Locate the file or folder you wish to rename 2) Right-click the item and choose Rename from the shortcut menu. The filename becomes highlighted and an insertion point appears at the end of the filename. 3) Enter a different file name and press Enter. The filename changes. Creating Folders 1) Open the location into which you wish to place a new folder. ➊ The contents of this item are displayed in the right pane. ➋ 2) Select File New Folder. The new folder appears in the right pane with the generic name new folder. 3) Enter a name of your choice. The folder s name is already selected so you can begin typing immediately. 4) Press Enter on your keyboard to accept the changes. ➊ ➋ Moving, Copying Files and Folders to Different Locations Use your mouse to drag items from one location to another. Items may be dragged from the right to the left pane, or from within the same pane. When moving items, it may be helpful to think of the mouse as an extension of your hand. Ask yourself: How would I move this item if I could use my hand? The order of operations is the same. 1) From the Explorer, locate the item you wish to move 2) Right-click and hold your mouse on it. Do not release the mouse until the move is completed. NT-27

29 3) Drag the item to its new location. When the destination location is selected, release the mouse. 4) A shortcut menu appears. 5) Click Move Here to move the item OR Copy Here to place a copy of the item into the new location. OR Cancel if you wish to back out of the move. Deleting Items When you want to delete files and/or folders, there are several ways to do so, using your mouse, the keyboard or buttons. Deleting items is a two-step process - whenever something is deleted, that item goes to a holding area called The Recycle Bin. The deleted material remains in the recycle bin until you clear that material. After the recycle bin has been emptied, the material is permanently deleted. 1) Select (click) the file or folder you want to delete so that its name is highlighted. 2) Press the Delete key OR Click File Delete OR Click the delete button on the toolbar OR Right-click the item Delete The Confirm File Delete dialog box appears 3) Click Yes. The file disappears from the screen and is moved to the Recycle Bin. Recovering Deleted Items Suppose you accidentally deleted a file or folder from the C: drive. If you have not yet emptied the Recycle Bin you can retrieve and re-use any item stored there. You know the recycle bin contains items when the icon looks as if it is full of paper. Conversely, when the bin appears empty it contains no items. If you want to see the contents of the Recycle Bin, open the icon by double clicking it. Example of an empty and nonempty Recycle Bin graphic. It is important to note that YOU can only recover items deleted from your C DRIVE. Deleted items from network drives (H or S) can only be recovered by the Help Desk, NT-28

30 1) Open the Recycle Bin. (click the icon) 2) Select (click) the item you want to restore from the right pane. ➊ 3) Click File Restore ➋ OR Right click Restore The item returns to its original location. ➊ ➋ Emptying the Recycle Bin A full Recycle Bin takes up 10% of your hard disk space. To free up some, space empty the bin occasionally. 1) Open the Recycle Bin 2) Click File Empty Recycle Bin OR Right-click Empty recycle bin. 3) Click Yes to confirm the deletion in the dialog box Selecting and Affecting Multiple Items at One Time You can select multiple items and therefore perform actions upon multiple items using a combination of the mouse and keyboard. Holding the Shift or Ctrl keys while you click items will allow you to select more than one item at a time. Shift + Click will select contiguous items, Ctrl + Click allows you to select non-contiguous items. 1) Hold Ctrl or Shift with your left hand 2) Click one item in the right pane, and continue to hold the Ctrl or Shift key. 3) Select another item. Ctrl + Click allows you to select non-contiguous items. NT-29

31 Lesson 10: Finding, Retrieving Documents Quickly Sometimes you may need to find a document but you can t remember what you named it or where you saved it. Other times you may simply want to quickly open a document you recently worked with. Windows NT has two features that will assist you in accessing and retrieving what you need. Both of them are found on the Start Menu. Using the Find Feature 1) Click Start Find Files or Folders 2) The Find All Files dialog box displays. 3) In the Named: field, enter any part of the file name you can remember. NT will search for all possible matches. 4) In the Look in: field, use the drop-down arrow to select a storage location to be searched. (If you know the location, select it. If you are not sure, select My Computer to search all possible locations. 5) Click Find Now or press Enter 6) Look in the lower half of the Find dialog box to see all found items matching some or all criteria established. 7) Double click on the found item to open it. Quickly Accessing Recently Used Documents The documents folder stores the last 15 files you worked with. Just point to the file name, and click once to open it. You don t have to open its corresponding program first (Word, for example), just click on the document to re-open it. 1) Click Start Documents. 2) Find the document you want to open and click it once. NT-30

32 NOTES NT-31

33 Lesson 11: Using NT On-Line Help Features When you need information about a procedure or how to use a particular feature on your computer, the on-line help system is one of the most efficient ways to learn. The help system for Windows NT is available from the Start Menu. Some windows and dialog boxes you see will also have a built-in help button that lets you get information about what you are viewing. Getting Help Using the Help Topics Window The Help Topics Window has three tabs: Contents, Index and Find. Each offers a different way to access the same database of help topics; you choose the way that works best for you. The first tab, Contents, displays help categories and you must discern under which category your question would fall. The Contents tab is laid out to resemble a table of contents in the front of a book. The second tab, Index, is meant to resemble the index at the back of a book. You enter a key word of your question and the help feature will bounce you to that topic. On both tabs, double click to expand the topics and sub-topics until you ve found the answer to your question. EX: use the contents tab to learn how to print a document. 1) Click Start Help 2) The Help topics: Windows NT Help dialog box displays. 3) Click the Contents Tab 4) Double click the How To category 5) Sub topics appear 6) Double click Printing a document 7) A yellow window appears with the heading To print a document Read the instructions 8) Click Help Topics to return to the previous window or the Close button in the upper right corner to close out of help topics completely. NT-32

34 Getting Help Using the What s this? Feature You may notice that some dialog boxes have a small question mark button on the title bar. This is another help feature called What s this?. When you click this button, and then click any dialog box component, a Help window appears that explains what that control is and how to use it. The example below explains how to get help on specific elements in a dialog box by using context-sensitive help. 1) From an open window, click the Help button in the upper right corner. 2) The mouse pointer changes to a help pointer. 3) Click any part of the dialog box to see a short description of the item you have clicked. 4) Close this smal help box by clicking anywhere outside of it. i FYI When you use the help feature from within Word, you get help specifically on Word issues. When you use the help system from the Start button, you get help topics related to NT. The help topics you see are related to the program you are currently using. The Office Assistant that you see from within Word can be distracting, but cannot be disabled. However this feature has a built-in memory which will keep track of the times when you request help and the times you do not. The more you continue to refuse help, the less frequently the office assistant will offer help. Eventually, this feature will practically disappear. NT-33

35 Lesson 12: Working With Floppy Disks Floppy disks provide you with a means to transport data between computers if there is no network or option available. You can also use a floppy disk to make a backup copy of a file stored on your local drive. Files you create and store (save) on network drives are backed up nightly. Before saving information to a floppy disk, make sure the disk is formatted. This process checks the integrity of the disk, and also erases any information on it. Though most disks sold today are pre-formatted, it is still a good idea to format them yourself as a safety measure. Please note that floppy disks should not be looked to as a reliable means of storage. They are easily damaged or lost. With a network environment your server drives, S and H, should be used to store all information. Formatting a Floppy Disk 1) Place a floppy disk, new or used, into the disk drive of your computer. 2) Minimize any open windows so the Desktop is visible. 3) Open the My Computer icon. 4) Select the icon for 3 ½ floppy (A: ) DO NOT open the icon (double click) Just select (click) the icon. An open disk cannot be formatted. 5) Choose File Format. OR Right-click the icon Format. 6) The Format A:\ window appears. 7) Click Start. 8) A warning message appears, informing you that all the data on the disk will be deleted. Click OK if you are certain you wish to erase this disk. 9) A message indicates the format is complete. Click OK. 10) In the Formatting A:\ window, click Close 11) Remove the floppy disk and label it. i FYI From the Formatting A:\ window, choosing Quick Format under Format Options simply erases the disk. By default, this check box is not selected and a full format is executed. A full format also erases the floppy disk s content, AND checks it for any damaged areas to ensure it is intact. NT-34

36 Copying/Moving Files to a Floppy Disk Copying or moving an item to a floppy disk is no different than copying or moving it to any other location. You use your mouse (right mouse button) to physically drag the item from its current location to the 3 ½ A Floppy icon. There are other methods which are outlined below. Both produce the same results, it s simply a matter of personal preference. 1) Select the item you wish to copy to the floppy disk. 2) Choose File Send To 3 ½ Floppy (A:\) OR Right click the item Send to, 3 ½ Floppy (A:\) 3) The light on the disk drive will blink until the copying is completed. NT-35

37 Lesson 13: Logging Off and Shutting Down When ending an NT session you have two choices. You may shut down the computer, cutting the network connection as well as the electrical power to the unit. Or you can logoff, cutting your network connection but leaving the machine powered on. Both are safe, acceptable choices however some situations call for one over the other. When to Logoff, When to Shut Down As a general rule of thumb, choose Logoff during the week, and Shut Down on weekends. LOGOFF EVERY NIGHT. Shut Down on the weekends (Friday). As member of a Wide Area Network (WAN) there are several aspects of your network that are managed centrally from Madison. It is necessary for LAN technicians to remotely monitor certain services, securities and software or hardware issues at your office. To do so, your workstation must be powered on. Any information sent over the WAN to your site will be done after hours during the workweek. So your workstation MUST be powered on during the week. You may cut the electricity to your PC on Friday when you leave the office. If you are going on vacation and will be out during weekdays, logoff your workstation and leave the power on throughout the entire time of your absence. Leaving your workstation powered on and logged off over the weekend will not hurt your network or PC. Logoff/Shut Down with the Keyboard 1) Press Ctrl + Alt + Delete from any screen 2) The Windows NT Security dialog box displays. 3) Press Tab to select either the Logoff or Shutdown button. 4) Press Enter. A dialog box displays, with the words This will end your Windows NT Session. 5) Click OK. The message Logoff in Progress or Shut Down in Progress appears briefly. i FYI If you are logging off, the Begin Logon window will display. When this screen appears, the workstation is in a neutral position, another user could logon to their account at this time. The connection to your server account is cut. But the computer is still powered on. If you chose to shut down, a prompt will display telling you when it is safe to shut down your computer. You MUST wait for this prompt or risk damage to the PC. At this prompt, you may push the white circular button on your computer (not the monitor) and cut the electrical supply to the PC. NT-36

38 Logoff/Shut Down with the Mouse 1) Click Start Shut Down. 2) The Shut Down Windows dialog box appears. From this window you can choose the first option to shut down or the third to logoff. 3) Depending on your choice of procedures, the Logoff Windows or the Shut Down Windows dialog box displays with the message, Are you sure you want to logoff? or Are you sure you want to Shut Down? 4) Click the Yes button. 5) If you chose to shut down, you must wait for a prompt to display, which will indicate whether you can safely turn off your computer. At this prompt, you may push the white circular button on your computer and cut the electrical supply to the PC. i FYI Shutting down should ONLY be chosen at week s end, but there may be several times during the week when you may want to logoff. For example, if you share a workstation with another, you must logoff from your network session before the other user can logon to his/her session. Remember, when you logon, you are gaining access to your personal information, your account, your H drive and all S drive items to which you have been granted permissions. If you don t logoff between different user sessions, both users will be gaining access to the same account. Locking Your Workstation Sometimes you may also want to logoff if you will be away from your computer for several hours, but expect to return and want to easily begin working again. Some people prefer to logoff when they go to lunch or attend long meetings so that others can t access their network account. This however, is a matter of personal preference and office environment, not protocol. NT-37

39 APPENDIX NT-38

40 NT-39

41 Creating Shortcuts If you find yourself frequently using a particular program or file, you can create a shortcut to that item. A shortcut is simply a push button (an icon) that represents something else. It is not the frequently used item itself but rather a pointer to that item. The desktop is perhaps the most common place to create shortcuts, as it is the first screen you see when you begin working. You can create shortcuts to any frequently used item, document, program, drive, accessory or game. The picture below shows a desktop with the standard default icons and some shortcut icons as well. The small, curved arrow in the lower left corner will identify the shortcut icons. Deleting a shortcut has no effect on the original file, folder or program that it represents. If you create a shortcut to a file or program and then move that file or program to a different location, the shortcut s target will have changed, and the shortcut will no longer function. You ll need to modify the target or create a new shortcut. If you delete a shortcut, you won t delete the target file/program itself. (You are only deleting the pointer to that file or program) You can pull the deleted shortcut out of the Recycle Bin, just like any other deleted item. Putting a Shortcut on the Desktop To place a shortcut on the desktop, start the process from the desktop. 1) Right-click any empty space on the desktop and choose New Shortcut. 2) Click the Browse button to navigate to the desired item. Double click that item 3) The Create Shortcut dialog box shows the shortcut s target in the Command line. 4) Click the Next button. 5) Choose a name for the new shortcut. 6) Click Finish 7) The shortcut will appear on your desktop. NT-40

42 Creating Shortcuts from a Window Creating shortcuts from an open window simply requires finding the desired item, and dragging it to its shortcut location. The Explorer window is especially useful in this situation, as you can easily find the item you want to make a shortcut to. 1) Open the window containing the item to which you wish to make a shortcut. 2) Size the window so that you can see the desktop behind it. 3) With your right mouse button, drag the item to the Desktop. 4) Release the mouse button and choose create shortcut here. Customizing the Start Menu with Shortcuts If you prefer not to clutter your desktop with extra icons, you can add shortcuts to the Start Menu 1) Right Click the Taskbar Properties. 2) From the Taskbar Properties dialog box, choose the Start Menu Programs Tab and click Add. 3) From the Create Shortcut dialog box, choose the Browse button and navigate to the desired item 4) From the Browse window, click the drop down arrow of the Look In field and navigate to the desired item. 5) Double click the file or program you wish to put on the Start Menu. OR select this item and then click Open 6) From the Select Program Folder dialog box, you are able to select which part of the Start Menu to place this new shortcut. (Choosing Start Menu, for example, will place the shortcut on the first level of the cascading menu. Choosing Programs would place the shortcut on the Program s sub menu section.) 7) Once you have selected the location, click Next. 8) Enter a name for your shortcut, and click Next 9) Scroll through the list of available icons. (if applicable) Select one and then click Finish OR Double click one of the icons. 10) Your new shortcut will appear on the Start menu. NT-41

43 Removing Shortcuts from the Start Menu 1) Right click the Taskbar Properties 2) From the Taskbar properties dialog box, choose the Start Menu Programs tab and click the Remove button. 3) From the Remove Shortcuts/Folders dialog box, find and select the item you wish to remove. 4) Click Remove. 5) You will be prompted to confirm your deletion, select Yes. NT-42

44 NOTES NT-43

45 Installing the HP 5200C Scanner Before you begin installation of the scanner, be sure to close all running applications and save all your work. If you need any assistance, please contact the Help Desk at: ) Insert the HP Scanning Software CD into the CD-ROM drive. The installation program should automatically start and bring up the Install Scanning Software window. If the installation program does not start, open My Computer and double-click the drive letter corresponding to your CD- ROM drive (usually D: or E: ). 2) Click on the Install Scanning Software option at top of the menu. 3) Click Next on the ensuing window, 4) Click Yes to the license agreement, 5) Click Next to the Confirm Installation Settings window prompt and also to the rest of the window prompts. 6) Make sure that you close all applications 7) Click Finish on the Setup Complete window. 8) The PC will now shut down. 9) While the computer is still off, connect the scanner cable to the back of the scanner and to the back of the computer. 10) Connect the scanner s power cord to power outlet. 11) Restart the PC. 12) You are now ready to start using the scanner! NT-44

46 NOTES NT-45

47 Scanning Documents with the HP 5200C Scanner With the DA Local Area Network, your office also receives a scanner, which you can use to store pictures and/or photographs of defendants. This will become more useful with the Case Management System, PROTECT. Unlike printers, the scanner is not hooked directly into your network (so that all may use it from their PC) but rather it is installed locally at one PC in your office. You ll need to decide whose PC should be used. Before using the scanner, you must of course install it. When you re ready for this, please contact the Help Desk at: for directions. Scanning an Image 1) Lift the scanner cover and place the image to be scanned on the glass. The image should be positioned in the upper right hand corner, near the scanner icon. 2) Lower the scanner cover and press the green button on the outside, front of the scanner. 3) You will hear the scanner begin to work. After a few seconds, the HP PrecisionScan window will appear. 4) Select Image File from the Scan To: option 5) Click the Scan button. Saving a Scanned Image Once the image is scanned, it must be saved before applications can use that image. The HP PrecisionScan Viewer window will appear. 1) Click the Accept button. 2) The Save As dialog box will appear. 3) Change the folder to S:\Scanned Docs and name the image Last name, First name, Initial. (e.g. Thompson, Tommy G for Tommy G. Thompson). 4) Save as type: JPEG Bitmap (*.jpg) 5) Click Save. NT-46

48 6) You will see a dialog box asking you: JPEG and FlashPix files do not support Color Photo Normal. This will be changed to Color Photo Best. Do you wish to continue? Click Yes. 7) Now you will get the JPEG Options dialog box. Put the Image Quality slide somewhere near the middle (a little bit Higher if a higher quality image is desired). 8) Click OK. Attaching a Mug Shot to a PROTECT Case 1) Bring up the person into whose record you would like to attach a mug shot. 2) From the Menu button, select Activity Documents Generation/Review. 3) Select the User Generated Documents tab and navigate to S:\Scanned Docs, where the scanned mug shot should reside. 4) Highlight the scanned image file. 5) Select the correct person under the Select Case Party (for Mug Shot): option. 6) Click the Mug Shot / Photo button. 7) Click Close. NT-47

49 Working with Network Printers Larger networks will have more than one printer, and users have the option to send their work to any printer on the network. One printer on the network can be set as your default printer from NT, or you can specify a printer on the fly from within programs like Word or Outlook. You can also rename printers with logical names such as Reception Area or Front Office rather than HPLazerJet IV Viewing Network Printers 1) Click Start Settings Printers. 2) From the Printers window you can see all printers on your network. Setting/Removing a Default Printer By changing your default printer, you will affect all documents that you print. However, if you simply want to change the printer for one or two documents, make this change from Word on the fly as you are printing the document. 1) From the Printers window, right-click any printer icon. 2) From the shortcut menu, choose set as default. 3) A small black circle with a white checkmark next to this printer icon indicates that it is the default. 4) To remove the default setting, right-click the icon and chose set as default once more. NT-48

50 NOTES NT-49

51 Customizing Your Mouse You can customize how your mouse pointer looks and feels to fit the way you work. The way your mouse and pointer respond to your hand and finger actions can determine the efficiency with which you can control the graphical elements in Windows NT. If you are not completely comfortable with the default settings for your mouse, you can change them using the Control Panel. If you are left-handed, you can switch the left and right button configuration. You can increase or decrease the speed, or sensitivity, with which the pointer responds to mouse movements. You can also adjust the speed of your double-click if you feel it is too slow or fast. Changing the Mouse Button Setup If you re left-handed, you may want to change the primary button to the right button, and change the secondary button to the left button. 1) Click Start Settings Control Panel. 2) Open the Mouse icon 3) The Mouse Properties dialog box appears 4) Click the Buttons tab. 5) Click the Left-Handed option button 6) Click Apply to accept the changes without closing the window. 7) Click OK to accept the changes and close the window. Adjusting the Double Click Speed If you are a new mouse user, the fast double click can be difficult to get used to, and you may want to slow down the speed. Conversely, if you wish to speed up the pace, you may do so as well. 1) From the same Mouse Properties dialog box, drag the double click speed lever toward Slow or Fast 2) Double click the test icon to practice the new speed. 3) If you successfully double click the icon, the graphic will change. 4) Click Apply to accept the changes without closing the window. 5) Click OK to accept the changes and close the window. NT-50

52 Changing the Mouse Pointer Speed If your mouse pointer seems to move slowly in relation to moving the mouse itself, you will want to increase the speed of the pointer to make it more responsive to your hand movements. 1) From the same Mouse Properties dialog box, click the Pointers tab. 2) Drag the Pointer Speed slider to the right to make it faster or the left to make it slower 3) Click Apply to accept the changes without closing the window. 4) Click OK to accept the changes and close the window. NT-51

53 Customizing Your Monitor Display From the Windows NT Control Panel, you can design your display like you decorate your office. You can choose color schemes for different window elements, such as the menu bar, the title bar, and selected text as well as choose a particular pattern for your Desktop background. You can also select from a variety of screen saver patterns, which Windows NT displays when your computer and monitor are turned on, but you aren t actively working. You define the number of minutes that need to elapse before the screen saver gets activated. You can also assign a password to your screen saver so that no one else can see what s on your monitor or use your computer when you re away from your desk. Set the Size of the Desktop Area 1) Click Start Settings Control Panel. 2) Open the Display icon. 3) From the Display Properties dialog box, click the Settings Tab. 4) From the Desktop Area section, click the slide control and drag it to the desired position. A preview will show you what changes have taken place. 5) You will be prompted to Test the new settings. 6) Click OK 7) Your monitor will go blank for just a few seconds. When the screen reappears your new setting will be in place. Select a Desktop Background In general, desktop wallpaper is one picture or image that you can display on your desktop. Windows NT comes with several patterns that you can set as your desktop design. 1) From the same Display Properties dialog box, click the Background tab. 2) Make a selection in the Wallpaper box. The sample shows your selection centered in the display. 3) Click the Display drop down arrow and choose Tile. The preview screen will show your selection. 4) Click Apply to accept the changes without closing the window. 5) Click OK to accept the changes and close the window. NT-52

54 Choose a Screen Saver A screen saver is a continually moving pattern that Windows NT displays when you are not actively working for a number of minutes. You can choose the screen saver pattern and the wait time before it activates. 1) From the same Display Properties dialog box select the Screen Saver tab 2) In the lower half of the dialog box, click the drop down arrow to view your options. 3) You may click the preview button to see what the new screen saver will look like 4) Click Apply to accept the changes without closing the window. 5) Click OK to accept the changes and close the window. Customize Your Display Color Scheme 1) From the same Display Properties dialog box click the Appearance tab. 2) Make a selection in the Scheme box or Item box,. The colors in the sample display change to the color, font, etc. that you selected. 3) When you find what you like, click Apply. 4) Click OK to close the Display Properties dialog box. NT-53