Hours are from 8am 5 pm Monday through Friday

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1 Computer Basics Computer Basics A Cochise County Workforce Development Career Center Workshop Special recognition goes to Maricopa Workforce Development for the creation of this workshop Cochiise County Workforce Devellopment llocations 1843 PASEO SAN LUIS SIERRA VISTA, AZ PHONE: FAX: TH STREET DOUGLAS, AZ PHONE: FAX: Hours are from 8am 5 pm Monday through Friday Cochise County Workforce Development Career Centers Page 1 2/23/2006

2 INTRODUCTION The Computer Software Basics workshop will provide new computer users with valuable information on how to navigate and operate numerous computer software programs that are available to them at the One-Stop Centers. Customers will gain the confidence and basic computer skills necessary to equip them for job search success and prepare them for the technological advances of the 21 st century. Table of Contents: Computer Basics Microsoft Word Win-Way Resume Arizona Virtual One-Stop Internet and Basics 2

3 PARTS OF THE COMPUTER Drives Mouse Icons Floppy Disk CD Flash Drive 3

4 BASIC COMPONENTS OF MICROSOFT WORD Menu Bar lists a series of commands that display as pull-down menus Standard Toolbar contains shortcuts for commonly used functions Formatting Toolbar contains shortcuts to change or enhance the appearance of the text in your document Ruler Bar shows you where you are on the page and other commands Status Bar provides information about the current document (page number, line, etc.); located on the bottom of the document 4

5 MICROSOFT WORD TOOLBARS A toolbar is a group of option buttons (typically placed horizontally near the top of the window) that provide shortcuts for the most commonly used commands so that users can perform certain actions more quickly and easily. When clicked, these buttons or icons activate functions in the program. For example, the standard toolbar in MS Word includes buttons for changing text to italic, bold and underline. To familiarize yourself with the toolbars, move the mouse to the File Menu in the Menu Bar (notice the arrow) and click on the word, File. A pull-down menu will appear with various commands related to working with your file. Move your mouse pointer to the Standard Toolbar and Formatting Toolbar; notice an explanation of the icon will appear without clicking on the mouse. Menu Bar (Left click on the word and a drop down menu will appear.) Standard Toolbar (These icons are shortcuts to the most commonly used functions.) Spell Check Zoom (use to magnify or reduce view of screen) Formatting Toolbar (Provides shortcuts for changing fonts, font sizes, bolding, aligning, bullets and more) Font Font size 5

6 MICROSOFT WORD FONTS A font is defined as a specific typeface in a specific point size and style. An easy way to remember a font is to think of it as a style of lettering. There are two types of fonts serif and sans serif. Which should you use for your resume? Resume Edge, an online resume writing service, recommends serif fonts (e.g. Times New Roman) for a traditional look, and sans serif fonts (e.g. Arial, Helvetica) for a more contemporary look. Your font choice depends on your personal preference and the job you're applying for. serif sans serif Serif Fonts fonts characterized by tiny tails, curls or appendixes at the end of their forms; often used for large blocks of text (reports and letters); Times New Roman is a commonly used serif font Examples: Times New Roman, Palatino, Garamond, Century Schoolbook, Book Antiqua Sans-serif Fonts fonts which have letters with straight lines and no tails, curls or appendixes; letterform is neat, defined and clean; often used when there is limited text and the text needs to be readable (advertisements and titles); Arial is a commonly used sans-serif font Examples: Arial, Franklin Gothic Book, Tahoma, Verdana 6

7 SAVING DOCUMENTS TO A FLOPPY DISK Once you ve created your document and you re ready to save it, 1. Click on the File Menu. 2. Select Save As (do not use Save ). 3. A Save As dialog box will appear. Left click on the down arrow to the right of Save in and select the 3½ Floppy A Drive. 4. Name your document in the File name box. 5. Click on the Save button. Your document is now saved on your floppy disk. ALWAYS save documents to the 3½ Floppy A drive when you are working in the computer lab to ensure your documents are saved on your floppy disk. 7

8 CUT/COPY AND PASTE TIPS Cut/paste and copy/paste are two helpful tools in MS Word that will help you when you are formatting your resume. Numerous employers are now asking job seekers to apply for positions on-line. You will need to know how to copy and paste your resume on to an employer s website. Before you cut or copy, you must highlight the text you want to cut or copy. How to Highlight Text: 1. Move the insertion point (looks like an I refer to page 4) in front of the text you wish to highlight and left click to get a cursor. Leave the I on top of the cursor. 2. Hold down the left click button and don t let it go. 3. While holding down the left click button, drag the mouse over the text you want to highlight. 4. When your desired text is highlighted, remove your finger from the left click button. 5. When highlighting multiple lines, remember to drag your mouse across and down without taking your finger of the left click button. How to Cut and Paste: 1. Highlight the text you would like to cut (see How to Highlight Text above). 2. Click on the scissors ( cut shortcut) in the standard toolbar or press CONTROL + X to cut your text. 3. Move your cursor to the desired location (use the insertion point and left click to get a cursor). 4. Click on the clipboard ( paste shortcut) in the standard toolbar or press CONTROL + V to paste your text. Cut (Scissors) How to Copy and Paste Paste (Clipboard) 1. Highlight the text you would like to copy (see How to Highlight Text above). 2. Click on the 2 pages ( copy shortcut) in the standard toolbar or press CONTROL + C to copy your text. 3. Move your cursor to the desired location (use the insertion point and left click to get a cursor). 4. Click on the clipboard ( paste shortcut) in the standard toolbar or press CONTROL + V to paste your text. Copy (2 pages) Paste (Clipboard) 8

9 WINWAY RESUME SOFTWARE WinWay Resume software is a user-friendly program that provides templates (patterns) for you to create and revise your resume and cover letter. This program is helpful for those who are not yet comfortable developing their resume in MS Word. Unique WinWay features include: Chronological / Functional Resume Formats Sample Resumes AutoWriter (suggests phrases to describe past job duties) Themes (while this feature is clever, most themes are not appropriate because they lack professionalism) WINWAY (continued) 9

10 GETTING STARTED ON WINWAY RESUME Creating Your Resume in WinWay Resume: 1. Move the mouse so that the arrow on the screen is in the middle of the WinWay Resume icon. Use your mouse to double left click on the WinWay resume icon. 2. Click File in the upper left-hand corner of the screen. Select New from the menu. Click Resume; then click the OK button. Helpful WinWay Resume Tips: Keep your resume short and focused with attractive, space-efficient styles. Target your resume to the position and the company s needs. Describe your past job duties using action words. If your resume is too long or too short, simply click on "Fit to single page. For longer resumes, use the automatic 2nd page headings of your choice: name and date, name and page number, etc. Save a copy of your WinWay resume on your disk. Click on File, select Save As and save to the 3½ floppy A drive. Export a copy of your WinWay resume to MS Word and save on your disk. Click on File. Select Export. Click on OK and then be sure to save your document to your 3½ floppy A drive.»»» Remember that most personal computers (like yours at home) do not have the WinWay Resume software program installed. Be sure to export your resume from WinWay to MS Word so you can open your resume in MS Word at home. 10

11 WINWAY RESUME Double left click in the contact information box. Delete the existing information and add the requested information in the card. Include your name, street, city, state, zip code and home phone. Instead of including your work phone, substitute your cell phone number/ address or leave that line blank. 11

12 Once you ve entered your information, click on the green OK button to save your changes and go back to the main resume screen. Your name and contact information have now been formatted. Double left click on the Experience section. Fill in the requested information, beginning with your most recent employment history. When finished, click on the Description tab to describe what you did on the job. 12

13 Enter five separate sentences describing what you did in that position. Use action verbs and emphasize key skills, accomplishments and benefits you bring to the employer. After completing this section, return to the Position tab to add another employer. Click on the New button to add another employer. 13

14 Complete employer information and description for your second employer. Add cards until you ve added past employers from the past ten years. Then left click on the green OK button to save your changes and go back to the main resume screen. Double left click on the Education section. 14

15 Complete your card(s) and click on green OK button. Before exporting your resume to MS Word, save your resume in WinWay. Click on File and select Save As. Remember to save to the 3½ Floppy A Drive. To export your document to MS Word, click on File and select Export. This function moves the resume to MS Word in Rich Text Format (RTF). 15

16 An Export card will appear. Click on the green OK button. Click on Save. Be sure to save to the 3½ floppy A drive. 16

17 Click on the Yes button. First, go to the Edit menu and click on Select All. Second, change the font size from 12 to 8 by left clicking on the down arrow to the right of the 12 in the formatting toolbar. Third, change the font size from 8 back to 12. (Note: Do not use the Undo button.) 17

18 Go to the Tools Menu and click on Spell Check. Once your spelling is correct, add bullets to your job descriptions. First, move your cursor to the area in which you d like to create a bullet. Then click on the bullets shortcut (see below). To move the location of a bullet, use the triangles in the ruler bar. The top triangle will move your bullet; the bottom triangle will move your text. Save your document. Bullets shortcut Don t forget to save your resume! Make sure you save your resume in the 3½ Floppy A drive. 18

19 VIRTUAL ONE-STOP (VOS) SOFTWARE Maricopa Workforce Connections uses the Arizona Virtual One-Stop (VOS) system, a stateof-the-art, customer-friendly technology, to provide services for job seekers, professionals in the business community and other individuals who are exploring additional career options. VOS is a state-wide system that allows you to build resumes and cover letters, research labor market information and find employment throughout the state of Arizona. MWC s Virtual One-Stop program provides access to a wide range of services to connect individuals with jobs and to connect employers with potential employees. Services for job seekers as well as businesses are also available through MWC Career Development Centers located throughout Maricopa County, which bring numerous service providers conveniently together under one roof. Information on services available to businesses and organizations can also be obtained by calling WORK. Various tools Attachment Regular Resume 19

20 INTERNET AND BASICS The Internet is a massive network that connects millions of computers together globally so that any computer can communicate with another computer as long as they are both connected to the Internet. Many companies are using the Internet for hiring purposes by asking applicants to apply on-line through their websites. is an electronic message sent from one computer to another computer. Becoming familiar with the Internet and process will make you a more successful job seeker. You will be more effective in researching companies, finding job openings and applying on-line. To send and receive , you must have an account and an Internet connection. To set up an account, go to a free website such as or Click on Sign up. Select the free account option and follow the steps to complete the process of setting up your . Parts of an Address: Mail of any kind requires an address to reach its destination. addresses identify the: Username the account also known as the recipient s - the at sign Domain Name a particular set of computers connected to the Internet (can be company name, university, etc.) Top Level Domain (General Extension) refers to the three-letter extension signifying the type of provider (.com - commercial,.gov - government,.edu education) Parts of an Message: Header contains the name and address of the recipient, the name and address of anyone who is being copied, and the subject of the message. Body contains the message 20

21 BASICS Composing an Message: 1. Locate the Compose message command. It should be on the toolbar, but might also be listed as Message, New Message or New Mail Message. Look for it under the File or Message menus. 2. Address the message. In the To field, type the address, such as 3. Copy other users as needed. You can use Cc "Carbon Copy" this sends a copy of the message to another person. You can also use Bcc "Blind Carbon Copy" this sends a copy of the message to another person without any reference to that person in the actual Give the message a subject. Move your cursor to the subject line and type in Practice Type/compose a message. Put your cursor in the message field, the large open space below the headings. Type Here is my practice Click Send. This will send your message. 21

22 SENDING YOUR RESUME VIA THE INTERNET Ways to Send Your Resume Via the Internet: Send your resume as a Word document attachment (not recommended unless specified by the employer) Send your resume as a plain text,.txt or ascii attachment Cut and paste your resume into the body of an Cut and paste your resume into the company s website Sending an with a Resume Attachment (only if employer specifies): 1. Follow steps #1-5 on composing an (refer to page 21). 2. Click Attach File or Insert File. The command is often represented by a "paper clip" icon. Click it to display the Attach or Insert File dialogue box. Here you can search through the directory of drives and folders to find the file you want to attach. 3. Go to My Documents (or the 3½ floppy A drive if using the computer lab) and select your file. 4. Click on the Insert button. Your file will now appear in an Attachment line. 5. Click on the Send button. You have sent your and the attachment. 22

23 SENDING YOUR RESUME VIA THE INTERNET Creating a Scannable (Plain Text) Resume: Select File and click on Save As. Under Save As Type, select Plain Text or Text Only. Click on Save. MS Word gives you a warning that it will be reformatting your document. Select OK. Exit out of the document and re-open it (ensure you are looking in All Files). Clean up any spacing issues. Save your document again. MS Word gives you a warning that some items may be incompatible with Plain Text. Select Yes. Copying Your Scannable Resume into an 1. Go to File and select Open. 2. Go to the 3½ floppy A drive and open your scannable resume. Make sure you are looking in All Files. 3. Press Control A (Select All) to highlight your entire resume. 4. Then press Control C (Copy) to copy your resume. 5. Go to your screen. 6. Press Control V (Paste) to paste your resume in the . If you do not know how to send your resume via the Internet, you may want to seek assistance from staff in our Computer Lab. 23