CHAPTER 2. Introduction to Windows. Introduction to Windows

Transcription

1 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 37 CHAPTER 2 Introduction to Windows OBJECTIVES Identify fundamental elements of the Windows graphical user interface. Recognize feedback mechanisms used in a graphical user interface. Use various mouse techniques. Ascertain version information for Windows and installed programs. Describe concepts used by Windows and Windows-based programs: View, Select, the Windows Clipboard, and Properties. Control windows using Minimize, Maximize, Exit, Close, and Restore. Identify common menus and locate the most common commands found on those menus. Introduction to Windows KEYWORDS Desktop dialog box graphical user interface icon menu pointer Properties select Taskbar Title bar toolbar View Understanding the basics of a computer must start with an understanding of the computer s operating system. The operating system allows you to give commands to the processor and other major components of a computer. The operating system sets up the environment for all other applications on that computer, manages resources, provides security, and establishes network connections. The Windows family of operating systems includes versions for different types of computers, including individual workstations, servers, and handheld devices. Different versions and their corresponding uses are outlined in Table 2-1. The current versions of Windows designed for individual workstations include Windows XP, released in 2001, and Windows Vista, released in 2007.

2 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Technology Windows for the Medical Transcriptionist TABLE 2-1 MICROSOFT WINDOWS VERSIONS Version of Windows Windows 98, Windows 2000, Windows Me, XP, and Vista Windows NT Server and Windows 2000 Windows Server 2003 R2 Windows Server 2008 Windows Mobile Windows CE (compact edition) Use Designed for PCs for home use (hobbies, home management) and professional use including a small office, home office, or workstations in a large company Designed specifically for operating servers Designed for handheld devices such as PDAs and smart phones and includes application software (eg, word processor, , calendar) and utilities Embedded operating system for handheld devices such as cell phones with minimal or no applications or utilities TABLE 2-2 Version of XP and Vista Windows XP Home Edition Windows XP Professional Windows XP Media Center Windows XP Tablet Edition Windows Vista Home Windows Vista Home Premium Windows Vista Business Edition EDITIONS OF WINDOWS XP AND VISTA Windows Vista Enterprise Edition Windows Vista Ultimate Specific Use Designed for the home user with simplified network capabilities, simplified troubleshooting tools, and more emphasis on family uses such as managing and sharing photos and music Designed for use in the professional office setting including full networking capabilities, Edition more data security features such as encryption, and remote access capability for working on the computer from another location using Internet connections Designed for managing a complete home entertainment system including access to digital Edition TV content, ability to record and play back digital TV programs, ability to play DVDs and CDs, and the ability to create and view slide shows and home movies Designed for tablet PCs with the added ability to use digital pens and touch screen monitors, translate handwriting into typewritten text, use digital ink, and recognize voice commands Designed for the home user with features similar to Windows XP Home Edition Basic Edition Vista Home Edition plus all media center capabilities and tablet PC capabilities (replaces Windows XP Media Center Edition) Designed for professional use including advanced networking and remote access capabilities. Does not include media center features Designed for large enterprises with full networking and remote access capabilities and more security features. Does not include media center features (Enterprise Edition is not available through retail stores) Includes all features in the Home Premium, Business, and Enterprise editions

3 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 39 CHAPTER 2: Introduction to Windows 39 Early versions of Windows were designed to control only the most essential functions of a computer, but Microsoft has continued to incorporate more features and functionality into each new release of Windows. Current versions now include software for managing (Outlook Express in XP and Windows Mail in Vista), browsing the Internet (Internet Explorer), playing, managing, and editing multimedia files such as music, pictures, and movies (Windows Media Player, Windows Picture and Fax Viewer, Windows Movie Maker in Vista, and Windows Photo Gallery in Vista), chatting and collaborating over the Internet (Windows Messenger). Windows also includes basic tools such as a calculator, basic word processing software (WordPad), a graphics editor (Paint), an address book, utilities for performing maintenance, and accessibility tools for computer users with disabilities. Windows XP and Windows Vista each have several editions that are customized to more specific uses of a workstation. Table 2-2 describes the different editions of Windows XP and Vista and how they are used. The Windows Interface To give a computer commands, the user must be able to interface with the computer. Originally, computer interfaces were text-based and involved command lines. Figure 2-1 is an example of a command line interface. A graphical user interface (GUI), on the other hand, uses icons (images) to represent commands and files. Instead of typing text, a pointing device, such as a mouse, can be used to execute commands. The GUI (pronounced goo-ey) has made it possible for many people to use FIGURE 2-1 A command line interface requires the user to know computer commands in order to give the computer instructions. computers because it does not require the individual to understand a complex computer language. The Windows Operating System uses a graphical user interface. Since Windows uses a GUI, it is important to become familiar with the graphics that are used to give the computer commands as well as the way the graphics give back information to the user (Fig. 2-2). Key elements to become familiar with include the mouse pointers, the Desktop, Start button, Start menu, icons, the Taskbar, Title bar, Menu bar, toolbars, menus, dialog boxes, and task panes. The following pages demonstrate the major elements shared by all programs based on the Windows Operating System. Windows has many conventions that, once mastered, make learning all other programs much easier. Understanding basic concepts and recognizing the main elements will help tremendously in your overall efforts to become proficient and efficient with your computer. Time spent now will pay off tenfold as you go forward.

4 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Windows Icons change color to give the user feedback FIGURE 2-2 A graphical user interface uses icons as both commands and as a mechanism for user feedback. In this screen shot, the toolbar icons are orange to indicate currently active settings. The Windows Desktop The Desktop, as shown in Figure 2-3, is the main screen that appears after a full startup of your computer. The Desktop is meant to emulate the working surface of a traditional desk by providing convenient access to the items you use most. The Desktop may contain icons for programs and files that you want to access easily. The Taskbar runs along the bottom edge of the Desktop. As you will learn in Chapter 7, the Desktop can be customized. FIGURE 2-3 The Desktop showing icons to the left and right of the tulips and the Taskbar along the bottom edge.

5 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 41 CHAPTER 2: Introduction to Windows 41 The Taskbar The Taskbar sits along the bottom edge of the Desktop with buttons to manage applications or folders that are currently running. There are four areas of the Taskbar as shown in Figure 2-4. Quick Launch bar Buttons for applications, folders and files currently running Empty area of Taskbar Notification area FIGURE 2-4 The Taskbar sits along the bottom edge of the screen. The Quick Launch bar sits between and the Taskbar and can be customized with shortcuts to launch applications with a single click. The Notification area (formerly called the System Tray) sits at the far right of the Taskbar and shows the status of certain processes that are running in the background such as Internet or network connections and virus scanners. Learn how to customize the Taskbar and the Notification Area on page XX and how to manage windows using the Taskbar on page XX. Folders Start Windows uses folders to sort and organize files. Just as a traditional office uses file folders to sort papers, Windows uses folders to organize computer files. Folders can have folders within them, called subfolders. Folders can contain a mixture of file types (documents, graphics, audio files) and are primarily used to sort and locate information in a way that is meaningful to the user. Figure 2-5 shows various folders for sorting information. Folders can be created, deleted, copied, or moved to a new location, just as in a traditional office. Folders are managed using Windows Explorer, which is described in Chapter 3. FIGURE 2-5 Folders are used to sort information on a computer.

6 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Windows User Profiles Windows allows several users to use the same computer, yet each user can customize the computer to fit their personal needs. Each user on any one computer has their own User Account with their own passwords, files, and programs. Each user s settings are stored in a User Profile. When a user logs onto the computer, Windows uses the profile to establish the Desktop, load the user s files and folders, and set program preferences. Windows creates a basic set of folders for each user. In XP, the folders are named My Documents, My Music, My Pictures, etc. Vista also establishes a set of folders with the same names, only the My has been dropped and the folders are simply named Documents, Pictures, Music, etc. (Fig. 2-5). Users are divided into account types, which determine the user s level of control, referred to as privileges. Administrators have the most privileges and can make any type of change to the computer. Limited users and guests have varying levels of control based on policies established by the administrator. Learn more about managing User Accounts on page XX. Pointers Next to the keyboard, the mouse and the touch pad on a laptop computer are the second most common input devices. The mouse and touch pad control the pointer. Trackballs may also be used to control the mouse pointer. The pointer is used to select items anywhere on the display. Selecting an item singles it out on the display so the computer will know that it is the item you want to work with. A selected item typically changes color or the background changes color (also described as backlit ). The pointer not only points to items on the screen, it also gives the user feedback to indicate the computer s mode. The mode is indicated by the shape of the pointer or by another icon attached to the pointer as described in Table 2-3. Be sure you do not confuse the pointer with the cursor (also called the insertion point). The cursor blinks, indicating the point where text will be inserted or the next action will take place. The pointer never blinks. Mouse Techniques Although a mouse may have only two buttons, there are many ways to use the mouse to give commands. Combining mouse techniques with modifier keys (ALT, CTRL, Shift) further expands its capabilities. The following describes mouse techniques that are used by Windows-based programs. Left-click: Point to an object on the screen and click (press) the mouse button located in the upper left corner. This is by far the most common way to use the mouse, and unless noted otherwise, assume a click is a left-click. When an item is selected, the background color will change.

7 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 43 CHAPTER 2: Introduction to Windows 43 TABLE 2-3 Normal select Help mode Busy mode Wait mode Precision select Text mode Not allowed Resize mode Resize and Move Link POINTER ICONS AND MODES Use to point and click on any object Indicates Help mode. Click the question mark (?), especially in dialog boxes, to change to Help mode, then use the modified pointer to click an object or command for specific help Indicates Windows is working in the background. You may be able to continue working, but the response time may be slower while the hourglass is displayed Indicates Windows is busy and the current application will ignore you until the task is completed. You may be able to switch to another application and continue working Commonly used when working with graphics. Allows the user to more precisely select and manipulate objects on the screen Insertion point or I-beam. Used to indicate the program is in text mode or that the pointer is hovering over an area that accepts text input. When the pointer turns to an I-beam, click in an area to begin typing. The I-beam can also be used to select text by dragging the mouse over the text Indicates the action you are trying to take is not allowed or the item you are pointing at is unavailable Double-headed arrows used to resize a window, column, or graphic. Hover the mouse over a window border, column separator, or graphic until the resize arrow appears, then hold the left mouse button and drag the border in or out to make smaller or larger Use to move a graphic or to move or resize an mode individual window Indicates the cursor is pointing to a link. Click the link to move to a new web page, open a related topic, or jump to another location in the same or another document Right-click: Point to an object on the screen and click the mouse button located in the right upper corner of the mouse. This will open a shortcut menu with helpful commands. Drag: Point to an object on the screen, press and hold the left mouse button while moving the pointer to a new location. Release the mouse button when the object is in the new location. Holding down the right mouse button while dragging an object will open a shortcut menu when the button is released. From the shortcut menu, choose Copy here, Move here or Create shortcut here.

8 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Windows Drag and drop: Point to an object, hold down the left mouse button and drag the object toward another object. Continue holding the mouse button and hover the pointer over the target object (often a program button on the Taskbar or folder icon). When the target object is selected (backlit), release the mouse button. Use this technique to move graphics, text, files, and folders. You can also drag and drop objects while holding down the right mouse button. In this case, releasing the mouse button opens a shortcut menu with three different options: Copy here, Move here, or Create shortcut here. The drag-and-drop technique is possible because of Windows graphical user interface, which uses icons to represent files and commands. In this context, icons become more than merely pixels on the screen. Dragging items across the computer screen and dropping them onto another item on the screen is like giving the computer a specific command or even a series of commands. Drag-and-drop can be used to attach files to or open files with a specific program by dropping the item s icon onto an application s button on the Taskbar. You can drag objects from one folder window to another folder window, or you can drag and drop icons directly onto the folder icon to get the same results. In Windows XP (only), you can drag a folder icon to the edge of the Desktop to instantly create a toolbar. The folder contents become buttons on the toolbar! One of my favorite tricks is to drag icons from the Title bar of folders or websites to the Desktop to instantly create shortcuts to that folder or website. In Outlook 2003, you can drag messages to the Calendar or the Task icons to create a new appointment or a new task with the information automatically attached. To create a shortcut to a Word document, select a snippet of text from a Word document and drag the selection to the Desktop to create a shortcut on the Desktop. Click the shortcut and the document will open with the cursor at that exact spot in the document. This type of shortcut is often called a document scrap. Double-click: Point to an item and click the left mouse button twice in rapid succession without moving the mouse. Be careful! If there is a delay between clicks, Windows will interpret two separate clicks. A double-click typically opens a file or folder without having to select the file first. To change the way the mouse responds to clicks and double-clicks, see page XX.

9 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 45 CHAPTER 2: Introduction to Windows 45 Modifier key drag: (CTRL drag, ALT drag, or Shift drag). Use the drag technique as above while holding down one or more modifier keys. Dragging an icon with the CTRL key pressed copies the icon (ie, copies the file, folder, or shortcut associated with the icon). The results of pressing ALT and Shift along with dragging an object vary across different programs. Modifier key double-click: (Shift click, CTRL click, ALT click). Hold down the modifier key while double-clicking an object with the mouse button. For example, in Windows ALT double-click opens Properties for the clicked object. The results of pressing Shift and CTRL vary across different programs. Scroll: Scroll bars are used to move the contents of the screen up, down, left, and right. If the window is too small to display the entire contents, a scroll bar will appear on the right edge of the window (the vertical scroll bar), and when necessary, across the bottom of the window (the horizontal scroll bar). Click the arrows located at either end of a scroll bar to move the screen in the corresponding direction, as in Figure 2-6. You can also use the mouse to drag the scroll bar, which is especially helpful when moving large distances. When a scroll bar is present, you can also use the scroll wheel that is located on top of the mouse between the left and right buttons. Spin the wheel forward and back to scroll up and down the screen. Some scroll wheels will also tilt side to side so you can scroll the contents of a window left and right. Click the arrows at either end of the scroll bar to move in the corresponding direction Drag scroll button up and down using the left mouse button to move the contents of the display FIGURE 2-6 Use the scroll bar to move the window up and down.

10 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Windows The Start Menu The Start menu, shown in Figure 2-7 and 2-8, is the main menu in the Windows operating system and your gateway to the files and programs installed on your PC. Access the Start menu by clicking Start / in the bottom left corner of your screen. You will learn more about using the Start menu in Chapter 3. Icons Icons are small pictures that represent an action (a command), an application, a folder, a file, a file storage disk, or a website. Everything associated with Windows is represented by an icon including disks, files, folders, programs, printers, and commands. Icons are integral to the concept of a graphical user interface. You can gain a lot of information by looking carefully at an icon. The icon itself gives you information about its purpose or the type of file it represents. Many applications have icons that are easily recognizable, such as Word s blue W and Excel s green X. Current user Pinned items (above line) Current user s personal folders Access to other files and folders Recently used item (below line) Access to Windows controls Access all programs on your PC Search for files and folders Switch users Turn off computer FIGURE 2-7 The Windows XP Start menu. Generally speaking, the icons on the left represent programs, and icons on the right represent files and folders.

11 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 47 CHAPTER 2: Introduction to Windows 47 Pinned items (above the line) Current user s name and user s personal folders Recently accessed programs and places (below the line) Frequently needed items and links to important places Opens All Programs menu Type here to locate an item on your computer Power down, sleep, lock or restart computer FIGURE 2-8 The Windows Vista Start menu. The following icons represent drives the first icon of each pair represents a drive on your computer and the second icon represents a drive connected to your computer by a network. Local and Network drives (XP) Local and Network drives (Vista) This next set of icons represents folders from XP (top row) and the corresponding icons in Vista (second row). The first icon in each set is a plain folder and might represent any folder. The second icon represents the My Documents folder and is distinguighed by a document popping out of the folder, and likewise, My Music has a music note. The fourth icon represents the Recycle Bin, a folder that contains files that have been deleted but can still be retrieved if needed.

12 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Windows The following sets of four icons represent specific applications as they appear in XP (top row) and Vista (second row): Internet Explorer, MS Word, MS Excel, and Windows Media Player. The next four icons have a page with the application icon superimposed, indicating these are files with associated applications. Within each set, the first icon represents a PDF file that will open with Adobe Reader; the second is a document that will open with MS Word. The third icon represents a spreadsheet that will open with Excel, and last is a media file that will open with Windows Media Player. The following icons represent shortcuts to items, as indicated by the small curved arrow in the bottom left corner of the icon. Shortcuts are simply that icons that will take you to a specific place or open a particular file, but they do not represent the actual item they point to. The first icon in each set is a shortcut to a folder, the second is a shortcut that will open Internet Explorer, and the third is a shortcut to a specific website that will be viewed using Internet Explorer. Learn more about shortcut icons on page XX. Window Windows, the operating system, takes its name from the individual windows (written with a lowercase w), or rectangles, used to visually separate programs or folders displayed on your monitor s screen. These rectangular areas share certain elements including a Title bar, a Menu bar, toolbar(s), Status bar, and an active area where actual work is performed such as typing a document or writing an . A window may also be a component of the operating system and display a list of files and folders. Figure 2-9 shows examples of various windows.

13 LWBK174-02_37-66.qxd 07/01/ :01 PM Page 49 CHAPTER 2: Introduction to Windows 49 FIGURE 2-9 Examples of windows: (clockwise from upper left) a Word document window, an message window, a folder window from Windows XP, and one from Windows Vista. Title Bar One of the most overlooked, yet extremely useful, elements of every window is the Title bar. The Title bar is the colored bar that creates the uppermost border of all windows and dialog boxes. The Title bar has many important functions, not the least of which is to identify the window you are viewing. Always look at the name of the window as displayed within the Title bar. This will keep you oriented and often prevent confusion when working with new software or navigating the Internet. The Title bar, shown in Figure 2-10, also contains the window-control commands for managing the window. Program icon and name of open file Folder name listed in the Address bar in Windows Vista FIGURE 2-10 The Title bar shows the file name and contains the window-control buttons. The Title bar of Vista folder windows incorporates the Address bar, which displays the name of the folder.

14 LWBK174-02_37-66.qxd 07/01/ :01 PM Page SECTION I: Windows Another important function of the Title bar is to indicate the active window. The active window is the actual part of the screen that will accept commands from the keyboard. Figure 2-11 shows the Title bar of an active window with a message box. This could be a dialog box, a message box, or the application itself. The active window is always identified by a colored Title bar (not grayed or dimmed). Compare this to the inactive window, which may still be performing a task in the background such as downloading or printing a file. Inactive basically means you are ignoring the window. Learn more about the active window and using keyboard commands in Chapter 6. FIGURE 2-11 The Title bar indicates the active window. Window Controls The Windows Operating System allows the user to run several different programs at the same time with each program occupying its own window. Each program can be controlled individually. Commands for controlling windows are found on the right side of the Title bar and also on the Control menu, which drops from the Title bar when clicked with the right mouse button. The Title bar of the active application will be in color as opposed to grayed or dimmed. Figure 2-12 shows the window control buttons and the Control menu. Right-click the Title bar to display the Control menu Minimize, Maximize and Close commands FIGURE 2-12 Window control buttons and the Control menu. The following commands are used to manage individual windows: Close : This button will close the current file and remove the current file s information from RAM. Most programs will ask the user if they want to save changes to the file before closing it. Some programs allow the user to open more than one file within the same application. For example, Microsoft Word allows you to open more than one Word document at the same time. If there is only one open file associated with the application, Close will also quit the application.

15 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 51 CHAPTER 2: Introduction to Windows 51 You may also encounter applications that display a addition to the Close button on the Title bar. Close icon for the file itself in Use this X to close the file but keep the application running Exit: The Exit command is used to quit a program, meaning the program and any files associated with that program will be closed and removed from RAM. The Exit command is found on the File menu (see below), but the Close button performs the same function if there is only one open file associated with the program (ie, with only one file open, Close closes the file and quits the program at the same time). Minimize : Minimize means the window is no longer the active window (in the foreground) but is still in RAM and immediately available to the user. Minimizing moves an application out of the way but does not close the file or quit the application. The program button will still appear on the Taskbar. Click the file s button on the Taskbar and it will become the active window again. Maximize : The maximize command forces the window to occupy the maximum amount of space on the display, which may be either the full width and length of the display or the maximum size allowed by the application s programming. Restore : Windows that have been maximized can be restored to the previous window size (the size of the window before maximizing it) using restore. Resize: Since several windows can be open at one time, the user may choose to arrange the windows so that several different windows can be seen at one time (although only one window will be the active window). Almost all windows can be resized (dialog boxes and message boxes cannot be resized). Program windows, folder windows, panes that divide windows, and even some toolbars, such as the Taskbar can be resized and reshaped. To resize a window, hover the mouse pointer over the border of a window until it changes to a double-headed arrow (Fig. 2-13). Hold down the left mouse button and drag the border left or right. Windows can also be resized by dragging the bottom right corner (note the faint gray diagonal lines in the bottom right corner of many windows). Maximized windows cannot be resized; click Restore first and then drag the edges to resize. Hover the mouse over the edge of a window or the lower right corner to change the pointer to the sizing arrows FIGURE 2-13 Hover the mouse over the edge of a window until the double arrow appears. Drag the arrow left and right to resize the window.

16 LWBK174-02_37-66.qxd 07/01/ :02 PM Page SECTION I: Windows Status Bar The Status bar forms the lowermost border of most windows. As its name suggests, the Status bar reports the status of a particular operation, gives feedback on certain commands, and gives statistical data about the program or the folder window. If you do not see the Status bar, open the View menu and choose Status bar. Develop a habit of glancing at the Status bar for pertinent information while you are working. Figure 2-14 shows the Status bar in MS Word and the Status bar from a folder window. FIGURE 2-14 The Status bar from a Word document (top) and the Status bar from a folder window with a Word document selected (bottom). Toolbars Toolbars are collections of icons (buttons) that execute commands (Fig. 2-15). Toolbars may also be used to give the user information. Many toolbar buttons change color to indicate the command is active, a feature is currently turned on, or the format is applied at the current location of the insertion point. As shown in Figure 2-15, the paragraph icon is orange, indicating that formatting marks are displayed (in MS Word). Depending on the color scheme you have selected for displaying windows, toolbar buttons may change color or they may appear clear or depressed. Also, look carefully at toolbars and you will see that some icons have down arrows ( ) next to them. Click these arrows to open a drop-down list of more options related to that command. If the program window is too narrow to display all the toolbar icons, the last few icons will be rolled up into a drop-down list, as shown at the far right of Figure The double arrows at the far right of the toolbar indicate more icons are available. Click the arrow to display the remainder of the icons. Hovering the mouse over a toolbar button often reveals a yellow box, called a ToolTip, with information about the command. Toolbar handle (dotted line) select and drag toolbar to a new position Separator bar for grouping similar icons Backlit option is turned on Click here to see more icons Hover mouse over icon to reveal a tool tip Click the down arrow for additional options related to this icon Grayed-out commands are unavailable. Select a related object to make icon available FIGURE 2-15 A toolbar from Microsoft Word showing typical toolbar elements. Figure 2-16 shows a group of four different toolbars docked together. Each toolbar has a dotted gray line at the far left of the toolbar called the toolbar handle (two of the four handles in Figure 2-16 are marked with a red circle). Drag the toolbar handle with the left mouse button to move toolbars to a new location on the display, to rearrange the toolbars, or to change the length of a toolbar.

17 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 53 CHAPTER 2: Introduction to Windows 53 FIGURE 2-16 A group of four different toolbars docked together (taken from Internet Explorer). The pale gray vertical bar can be grabbed with the mouse pointer in order to resize or reposition a toolbar. Using this handle you can drag toolbars to the top, bottom, left, or right side of the screen, make the toolbars shorter or longer, and in some applications, you can make them float in the middle of the display. Menus The Menu bar sits directly below the Title bar and typically contains between five and ten different drop-down menus. Menus are a list of commands that are grouped by specific types of tasks. Menus often drop down from the Menu bar or slide open to the right (submenus). Figure 2-17 shows a typical File drop-down menu. Menus are rich with information that is easily overlooked. Every menu command has an underscored character to designate the hot key for that command. Hot keys are used instead of the mouse to carry out a particular command. Keyboard commands are listed to the right of commands that already have shortcut keys assigned. Use shortcut keys instead of opening the menu. Learn more about using keyboard commands in Chapter 6. File menu Icons associated with commands for visual clues Commands followed by ellipsis (...) open a dialog box Grayed-out command not available Shortcut key associated with command Menu with option checked Right arrow indicates a submenu will open List of previously viewed files Underscore designates hot key for this command (x) FIGURE 2-17 The File menu showing typical elements of a drop-down menu and a submenu.

18 LWBK174-02_37-66.qxd 07/01/ :02 PM Page SECTION I: Windows A right arrow ( ) next to a menu command indicates a submenu will open, and a command followed by an ellipsis (p) will open a dialog box. Some menus include items with check marks to the left of the command to indicate features that can be turned on or off or items that can be displayed or hidden. Icons to the left of the command name correspond to the icons used on toolbars to represent the same command. Click the menu name to open the menu, then click on a specific command. Some menu commands are grayed-out to indicate they are not currently available. To make a command available, move the insertion point to an associated object or select an item associated with the particular command. Shortcut Menus One of the best timesaving features in Windows is the shortcut menu. Shortcut menus appear when you right-click an object (files, folders, icons, toolbars, etc). Almost every element displayed on the screen has a right-click menu associated with it. These menus are context sensitive because the menu choices change depending on the object clicked. One of the most common features of right-click menus in Windows is the Properties command. Most often, Properties refers to the way something appears or behaves. Figure 2-18 shows two typical shortcut menus. The menu on the left shows the shortcut menu that appears when you click on a file name. The menu on the right appears when you right-click on a misspelled word in a Word document. FIGURE 2-18 A right-click menu associated with a file (left) and a right-click menu associated with grammar and spell check in MS Word (right). Remember, whenever you want to change something, right-click it. To use a shortcut key to access Properties, select the item and press ALT Enter.

19 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 55 CHAPTER 2: Introduction to Windows 55 Dialog Boxes Dialog boxes allow you to change settings and options. A typical dialog box is shown in Figure Menu commands and buttons that open dialog boxes are always listed with an ellipsis (p) after the button or command name (as in the Default button in Figure 2-19). Dialog boxes have tabs, radio buttons, check boxes, lists, slide bars, and input (text) boxes. Use the mouse to select options or to scroll through a drop-down list of options. Click the to display help specific to that dialog box. Learn more about navigating dialog boxes using the keyboard on page XX. Title bar with name of dialog box Tabs for related dialogs Click? to open Help specific for this dialog box Use the scroll bar to see more choices Click the down arrow to open the drop-down list for more choices Dotted line around command indicates hot spot. Tap the Spacebar to select Button with ellipsis (...) indicating another dialog box will open Underscore indicates hot key (combine with ALT to select) Click Apply to save changes and keep dialog open. Click Cancel to close without keeping changes. Click OK to save changes and close the dialog FIGURE 2-19 Examples of dialog boxes: the Font dialog box in MS Word and the Time and Date dialog box from the Windows Control Panel.

20 LWBK174-02_37-66.qxd 07/01/ :02 PM Page SECTION I: Windows Task Panes A task pane combines features of drop-down menus and dialog boxes. As their name implies, task panes assist the user in accomplishing specific tasks, and the options and commands differ depending on the type of task to be completed. For example, MS Word includes task panes for creating a new document, revealing text formatting, and referencing a dictionary, encyclopedia, and thesaurus. Task panes run vertically along the left or right side of a window. Unlike dialog boxes, you do not have to close a task pane in order to continue working. Figure 2-20 shows the Common Tasks pane from a folder window (left) and the Reveal Formatting task pane in MS Word. Common Tasks has links to other folders and to common file and folder tasks while the Formatting task pane contains links to font and paragraph dialog boxes. Click double arrows to hide or reveal more options Click down arrow to reveal a list of additional task panes Links to related dialog boxes are displayed in blue text FIGURE 2-20 Task pane from Windows (left) and the Reveal Formatting task pane from MS Word (right). Microsoft Word, PowerPoint, and other applications included in Office 2003 include Startup task panes that open automatically when the application is started. If you would rather not display the Startup task pane in the Office suite of programs, open the Tools menu and choose Options. Click View and remove the check mark at Startup Task Pane.

21 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 57 CHAPTER 2: Introduction to Windows 57 System Information and Versions The version number of Windows as well as other vital information about your computer can be found in the System Information dialog box. Click Start Programs Accessories System Tools System Information. Figure 2-21 shows System Information in XP (left) and in Vista (right). FIGURE 2-21 System Information from XP (top) and Vista (bottom). Use System Information to provide information to technical support personnel. This dialog will tell you about your version of Windows, how much RAM is on your PC, the size of your hard drive, and other pertinent information. When communicating to technical support by , use Print Screen to paste an image of System Information in your message. See page XX to learn how to use Print Screen.

22 LWBK174-02_37-66.qxd 07/01/ :02 PM Page SECTION I: Windows Windows Concepts Windows-based programs share fundamental concepts and conventions. Studying these concepts and techniques will help tremendously in your overall understanding of your computer and decrease the learning curve for Windows and Windows-based programs. The following concepts are fundamental to a good working knowledge of Windows and will be referenced throughout the remainder of this text. Properties/Personalize In Windows, the term properties usually refers to characteristics that describe an object or its behavior. All objects (icons, programs, disks, folders, files, Start menu, Taskbar, etc) in Windows have a Properties dialog box with specific information about the object. Properties relate to the way an object appears or the way it behaves. In reference to files, Properties refers to information such as the date created, the author, the file location, passwords, and read-only status. Not all properties can be changed from the Properties box; some are created by either Windows or the file s associated program and cannot be modified. Rightclick any object and choose Properties to view information about the object or to make changes to the object. For example, to change the way the Start menu looks or behaves, right-click Start and choose Properties. See Figure 2-22 for examples of Properties dialog boxes. Note: In some circumstances, Vista uses the term Personalize instead of Properties. You will learn more about changing an object s properties throughout this text. FIGURE 2-22 Examples of Properties dialog boxes in Windows XP (left) and Vista (right).

23 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 59 CHAPTER 2: Introduction to Windows 59 Select Although this term was described above under mouse techniques, it bears repeating because it is so fundamental to using a computer. The term select means to distinguish the item on the screen from everything around it in order to perform an action on that particular item. Typically, the color behind the item changes when it is selected. Items can be selected by clicking one time with the left mouse button. It is also possible to select items using the keyboard (learn more about using the keyboard in Chapter 6). The selected object also determines what commands are available on menus, toolbars, and shortcut menus. Many commands only affect specific types of objects, and those objects must be singled out (ie, selected) by the user so the computer will know which object should be the target of the command. For example, if you are working with a document that has three tables and you want to change the format of the second table, the cursor must be located within the second table. If the cursor is not situated in a table or the table is not selected, many of the commands on the Table menu will be grayed-out (unavailable). Since there is more than one table in the document, you must specify which table should be changed when the command is used. Simply having the table displayed in the window (so you can see it) does not specify to the computer which table is to be changed. In most cases, you can select more than one object at a time and apply the command to all the objects at the same time. To select more than one file in a folder list, hold down CTRL while clicking each file icon with the mouse. If the files are in a range (ie, next to each other in the list), click the first icon in the list, hold Shift, and then click the last file in the range. All files between the first and last will be selected. Learn more about managing files in Chapter 3. Cut, Copy, and Paste Cut, Copy, and Paste commands go hand-in-hand and are among the most common and useful commands in Windows. The Copy command copies files, folders (and contents), shortcuts, graphics, text almost any item that can be selected and places the information on the Windows Clipboard, a temporary container for information. The copy routine is completed when you use the Paste command to place information in another location. Any item copied to the Clipboard remains on the Clipboard and can be pasted multiple times. Copying a new item replaces the contents of the Clipboard. The Cut command is actually two commands combined: Copy and Delete. When you use the Cut command, the selected item is removed from the original location and stored on the Clipboard in the same way as items that are copied. The item can then be pasted in a new location. The Cut, Copy, and Paste commands are located on the Edit menu, and many programs include icons for these commands on the toolbar. If the window does not have an Edit menu (as is the case with dialog boxes and message boxes), use the shortcut keys CTRL X (Cut), CTRL C (Copy), and CTRL V (Paste). If you accidentally press Cut instead of Copy, use Paste to place the item back in its original location or use the Undo command (see below).

24 LWBK174-02_37-66.qxd 07/01/ :02 PM Page SECTION I: Windows There seems to be no limit to the ways you can use Copy and Paste. Develop a habit of using these commands for managing files and folders, editing documents, and gathering research information. Using Copy and Paste, you can: copy a shortcut icon to one or several folders. copy text from a website to a document. copy graphics from a web page to a document. copy files from one folder to another. copy folders from a hard drive to a removable drive such as a floppy or a USB flash drive. copy text from one area of a document to another area or to an entirely different document. copy text from a dialog box to a document. copy text from a document into the text area of a dialog box. copy Internet addresses from documents into the Address bar of your browser. Common Menu Commands The elements of the Menu bar are very consistent throughout Windows and Windows-based programs. Most Menu bars contain five basic drop-down menus which are explained in detail here. File menu: Every Windows-based application has a File menu as the first item on the Menu bar. This menu always contains commands for opening, closing, saving, naming, and printing files. Many other commands that relate to the file as a whole can be found under File. Edit menu: With rare exceptions, the second menu item on the Menu bar is Edit. This menu invariably contains Cut, Copy, and Paste. Another important command found on most Edit menus is Undo. This command allows you to reverse or undo the last action performed. This particular command can be a lifesaver, especially when you accidentally delete a file or a section of text. The Undo command in Windows will reverse a file name change, replace a file that was just deleted, or return a moved file to its original folder. In MS Word, Undo will definitely save you time and frustration! It will remove the last few words typed, reverse an automatic change (those mysterious changes that Word tends to make when you least want them), replace text that was accidentally deleted, reverse a bad formatting command, and reverse an AutoCorrect entry that is not needed in that instance.

25 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 61 CHAPTER 2: Introduction to Windows 61 View menu: One of the most important computer concepts is called view. View allows you to change the way information is displayed without deleting information. Since changing the way you see information is such an integral part of managing information effectively, almost every application s Menu bar includes the View drop-down menu. The View menu allows you to change the way information is displayed in order to sort or emphasize information as needed. In folder windows, View changes the way the files are listed: large or small icons, tiles, list, or detail (which includes the date modified, file type, file size, etc.). When working on a Word document, different views allow you to hide headers, footers, and graphics so you can concentrate on just the text. Remember, changing the view does not delete or remove information from your computer; it merely hides or emphasizes information as needed. Also, the view does not affect the way a file prints. The view setting only affects what you see on the monitor. The View menu also includes commands for displaying or hiding toolbars including the Status bar, rulers, and other helpful tools relevant to a particular application. Changing a folder view to display thumbnails is the perfect way to scan a folder for a particular picture without having to open every file. Another important concept related to view is zoom. This feature allows the user to change the magnification of text and objects on the display. A typical zoom setting is around 90 to 100%, but zoom settings above that will make the text appear larger, and of course, lower settings cause the objects and text to appear smaller. Higher zoom settings are especially helpful for files with small font sizes such as Times New Roman 10 point. Like other view settings, zoom does not affect the way the file will print. It does not actually change the text size, only the way the text appears on the monitor. Figure 2-23 shows the same document at a zoom setting of 90% and at 200%. FIGURE 2-23 The same document displayed at a Zoom setting of 90% (left) and 200% (right).

26 LWBK174-02_37-66.qxd 07/01/ :02 PM Page SECTION I: Windows I typically change the zoom setting to about 150% when proofing a document. At this setting, the text is large and easy to read and greatly reduces eye strain. It also prevents me from hunching forward in order to better focus on the monitor. After proofing, I return the zoom setting to about 90% to make sure paragraph formatting and margins are correct and other elements are properly placed on the page. In most Microsoft applications, you can quickly change the zoom by holding down CTRL while moving the mouse wheel forward or back. Tools menu: Most applications developed by Microsoft include a Tools menu on the Menu bar. The most consistent feature of the Tools menu is the Options command. Within most Microsoft programs, Options opens a collection of dialog boxes that allows you to change many features and functions of the program. If you do not like the way the application is behaving, there is a very good chance you will find the option to modify that behavior in the Options dialog box. Often, the first thing I do when I open a new application is head straight for the Tools menu and click Options. You will gain a lot of insight into the program by examining the Options dialog box and reading the help files associated with this dialog box. The Tools menu also contains the features relevant to the particular application s purpose. For example, the Tools menu of MS Word contains word processing tools such as a spelling and grammar checker and productivity tools such as AutoText and AutoCorrect. Help menu: All Windows-based applications include a Help menu at the far right of the Menu bar. The Help menu, as its name suggests, includes commands for accessing information about the application. This menu often contains links to the manufacturer s website as well as utilities for updating or repairing the software. At the end of every Help menu is About. This command opens a dialog box, as shown in Figure 2-24, which describes the application, the manufacturer, the current version, and any updates or service packs that have been applied.

27 LWBK174-02_37-66.qxd 07/01/ :02 PM Page 63 CHAPTER 2: Introduction to Windows 63 System Info button will open System Properties as shown in Figure 2-22 FIGURE 2-24 The About information box in MS Word. To learn the version number of any application running under Windows as well as information about updates and service packs, open the particular application, select Help from the Menu bar, and choose About. See page XX for more information on versions. Learn more about service packs on page XX.